WORD PROCESSING

LESSON 1 - EXPLORING MICROSOFT WORD 2013 .............................................................. 1

1.1 Starting Word 2013 ............................................................................................................. 2

1.2 The User Interface .............................................................................................................. 3

1.3 The Backstage View ........................................................................................................... 4

1.4 Converting Documents ........................................................................................................ 5

1.5 Setting Word Options .......................................................................................................... 6

1.6 Setting the Default Folders .................................................................................................. 8

1.7 The Quick Access Toolbar .................................................................................................. 9

1.8 Using the Ribbon and Tabs ............................................................................................... 12

1.9 Using the Mini Toolbar ...................................................................................................... 13

1.10 Using Dialog Box Launchers ........................................................................................... 14

1.11 Using Contextual Tabs .................................................................................................... 14

1.12 Using Help ...................................................................................................................... 16

1.13 Exiting Word ................................................................................................................... 18

1.14 Review Exercise ............................................................................................................. 19

LESSON 2 - WORKING WITH DOCUMENTS ......................................................................... 20

2.1 Creating a New Blank Document ...................................................................................... 21

2.2 Creating a New Document using Templates ..................................................................... 21

2.3 Searching for Templates ................................................................................................... 22

2.4 Entering Text .................................................................................................................... 23

2.5 Inserting Symbols ............................................................................................................. 24

2.6 Saving a Document ........................................................................................................... 26

2.7 Using Save As .................................................................................................................. 28

2.8 Save a Document as a Template ...................................................................................... 28

2.9 Save a Document in Alternative File Formats ................................................................... 29

2.10 Closing a Document ........................................................................................................ 30

2.11 Opening an Existing Document ....................................................................................... 31

2.12 Selecting Text ................................................................................................................. 31

2.13 Review Exercise ............................................................................................................. 33

LESSON 3 - DOCUMENT VIEWS............................................................................................ 34

3.1 Changing the View ............................................................................................................ 35

3.2 Zooming In/Out ................................................................................................................. 36

3.3 Display/Hide the Ruler ...................................................................................................... 38

3.4 Formatting (Paragraph) Marks .......................................................................................... 38

3.5 Soft Carriage Returns ....................................................................................................... 39

3.6 Opening Multiple Documents ............................................................................................ 40

3.7 Switching Between Documents ......................................................................................... 41

3.8 Review Exercise ............................................................................................................... 43

LESSON 4 - EDITING TEXT .................................................................................................... 44

4.1 Editing Text in a Document ............................................................................................... 45

4.2 Deleting Text ..................................................................................................................... 46

4.3 Replacing Selected Text ................................................................................................... 47

4.4 Copying, Moving/Pasting Text ........................................................................................... 48

4.5 Using Undo, Redo and Repeat ......................................................................................... 50

4.6 Review Exercise ............................................................................................................... 52

LESSON 5 - FORMATTING TEXT ........................................................................................... 53

5.1 Formatting Text ................................................................................................................. 54

5.2 Changing Fonts................................................................................................................. 54

5.3 Changing Font Size .......................................................................................................... 55

5.4 Applying Bold/Italics Formats ............................................................................................ 56

5.5 Underlining ........................................................................................................................ 57

5.6 Changing Font Color ....................................................................................................... 58

5.7 Applying Subscript/Superscript ......................................................................................... 59

5.8 Using Format Painter ........................................................................................................ 60

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5.9 Changing Case ................................................................................................................. 61

5.10 Clearing Formats ............................................................................................................62

5.11 Review Exercise .............................................................................................................63

LESSON 6 - FORMATTING PARAGRAPHS ........................................................................... 64

6.1 Creating and Merging Paragraphs .................................................................................... 65

6.2 Aligning Paragraphs .......................................................................................................... 65

6.3 Aligning Text with Click and Type ..................................................................................... 67

6.4 Paragraph Spacing ........................................................................................................... 68

6.5 Line Spacing ..................................................................................................................... 69

6.6 Applying Border/Shading to Paragraph/Text ..................................................................... 71

6.7 Copying Paragraph Formats ............................................................................................. 72

6.8 Review Exercise ............................................................................................................... 74

LESSON 7 - INDENTING PARAGRAPHS ............................................................................... 75

7.1 Changing the Left Indent ................................................................................................... 76

7.2 Indenting the First Line...................................................................................................... 77

7.3 Creating a Right Indent ..................................................................................................... 80

7.4 Review Exercise ............................................................................................................... 82

LESSON 8 - CHARACTER AND PARAGRAPH STYLE ......................................................... 83

8.1 Applying a Character Style ................................................................................................ 84

8.2 Applying a Paragraph Style ............................................................................................... 85

LESSON 9 - BULLETS AND NUMBERINGS .......................................................................... 86

9.1 Typing a Numbered or Bulleted List .................................................................................. 87

9.2 Applying Numbers or Bullets to Text ................................................................................. 88

9.3 Adding a Numbered or Bulleted Item ................................................................................ 89

9.4 Removing Numbers or Bullets from text ............................................................................ 90

9.5 Changing a Bullet or Number Style ................................................................................... 90

9.6 Review Exercise ............................................................................................................... 92

LESSON 10 - CHECKING SPELLING AND GRAMMAR ........................................................ 93

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10.1 Checking Spelling/Grammar as You Type ....................................................................... 94

10.2 Automatic Hyphenation ................................................................................................... 95

10.3 Running the Spelling and Grammar Checker ..................................................................96

10.4 Adding Words to the Custom Dictionary ..........................................................................97

10.5 Review Exercise ............................................................................................................. 98

LESSON 11 - USING FIND AND REPLACE ........................................................................... 99

11.1 Using Find ..................................................................................................................... 100

11.2 Using Replace............................................................................................................... 101

11.3 Review Exercise ........................................................................................................... 103

LESSON 12 - HEADERS AND FOOTERS ............................................................................ 104

12.1 Creating Headers/Footers using the Galleries ............................................................... 105

12.2 Inserting Page Numbers using the Galleries ................................................................. 106

12.3 Inserting the Current Date ............................................................................................. 108

12.4 Inserting the File Name ................................................................................................. 109

12.5 Review Exercise ........................................................................................................... 110

LESSON 13 - WORKING WITH TABS AND TABLES ........................................................... 111

13.1 Using Tab Stops ........................................................................................................... 112

13.2 Setting Tab Stops ......................................................................................................... 113

13.3 Deleting Tab Stops ....................................................................................................... 116

13.4 Clearing All Tabs ........................................................................................................... 116

13.5 Inserting a Table ........................................................................................................... 117

13.6 Navigating a Table ........................................................................................................ 119

13.7 Selecting the Table ....................................................................................................... 119

13.8 Inserting Rows and Columns into a Table ..................................................................... 120

13.9 Adding Text to a Table .................................................................................................. 121

13.10 Hiding and Showing Gridlines ..................................................................................... 122

13.11 Inserting Rows and Columns into a Table ................................................................... 123

13.12 Changing Column Width and Row Height ................................................................... 124

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13.13 Adding a Border to a Table ......................................................................................... 125

13.14 Removing a Border from a Table ................................................................................ 126

13.15 Adding and Removing Shading ................................................................................... 127

13.16 Review Exercise ......................................................................................................... 129

LESSON 14 - INSERTING GRAPHICS ................................................................................. 130

14.1 Inserting an Online Picture ............................................................................................ 131

14.2 Inserting a Picture ......................................................................................................... 132

14.3 Inserting a Drawn Object ............................................................................................... 133

14.4 Inserting a Chart ........................................................................................................... 135

14.5 Copying/Moving Objects within Same Document .......................................................... 137

14.6 Copying/Moving Objects between Open Documents .................................................... 138

14.7 Review Exercise ........................................................................................................... 140

LESSON 15 - MAIL MERGE .................................................................................................... 141

15.1 Using Mail Merge .......................................................................................................... 142

15.2 Merging to the Printer.................................................................................................... 145

15.3 Creating Mailing Labels ................................................................................................. 146

15.4 Selecting Label Options ................................................................................................ 147

15.5 Attaching a Data Source ............................................................................................... 149

15.6 Inserting Label Merge Fields ......................................................................................... 149

15.7 Merging Labels to a New Document ............................................................................. 151

15.8 Review Exercise ........................................................................................................... 152

LESSON 16 - USING DOCUMENT FORMATTING ............................................................... 153

16.1 Inserting a Manual Page Break ..................................................................................... 154

16.2 Removing a Manual Page Break ................................................................................... 155

16.3 Page Orientation ........................................................................................................... 156

16.4 Setting the Document Margins ...................................................................................... 157

16.5 Changing the Paper Size .............................................................................................. 158

16.6 Print Preview ................................................................................................................. 159

16.7 Printing the Current Page or Specific Pages ................................................................. 161

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16.8 Printing Multiple Copies ................................................................................................ 163

16.9 Review Exercise ........................................................................................................... 164

ICDL SYLLABUS ..................................................................................................................... 165

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LESSON 1 - EXPLORING MICROSOFT WORD 2013

In this section, you will learn about:

• Starting Word 2013

• The user interface
• The backstage view
• Converting documents
• Setting Word options
• Setting the default folders
• The Quick Access Toolbar
• Using ribbons and tabs
• Using the Mini Toolbar
• Using dialog box launchers
• Using contextual tabs
• Using Help
• Exiting Word

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Lesson 1 – Exploring Microsoft Word 2013

1.1 STARTING WORD 2013

Concepts
Microsoft Word 2013, which is part of the Microsoft Office Suite, is a word

processing application used to create, edit, and print a wide range of documents.
Steps
To start Microsoft Word:
1. Select the Start button on the taskbar. The
Start menu appears.
Click
2. Point to All Programs.
The All Programs menu appears. Click

3. Select Microsoft Office 2013. Click

The Microsoft Office 2013 submenu appears.

4. Select Microsoft Word 2013.

The Microsoft Word 2013 window opens. Click

1.2 THE USER INTERFACE

Concepts
The Microsoft Word 2013 user interface uses ribbons and tabs, just like its
predecessor, Microsoft Office 2010.

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FILE tab and Backstage View: When you click the FILE tab, you see the new
backstage view. This view shows all the information about a document in one
location.
Quick Access Toolbar: This is a customizable toolbar placed by default above the
Ribbon - you can add icons for frequently used commands to this toolbar. It can also
be placed below the Ribbon.

Quick Access Toolbar (QAT)

Ribbon: The Ribbon displays commands used to work with your document.
Commands related to each other are arranged in named groups. Buttons next to
the group names launch dialog boxes which allow you to access more commands
and options.

Ribbon

Status Bar: Located at the bottom of the screen, this provides information about
the total number of pages, total number of words, and different layouts, including
zoom options.

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Lesson 1 – Exploring Microsoft Word 2013

Status Bar

1.3 THE BACKSTAGE VIEW

Concepts
Backstage view Click the FILE tab to see the backstage view. It provides a range
of options that are used to manage and print documents; for example, view and edit
document properties, and open, save, print and share documents.

Backstage View

• Save As - allows file name, file type, and location to be specified and is
used to save a newly created document, or to save another copy of a
previously saved document.

• Save - allows you to save/update changes to a document.

• Open - allows you to open an existing document.

• Close - allows you to close the document.

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Lesson 1 – Exploring Microsoft Word 2013
• Info - displays different commands and properties associated with the
document and where it is stored.

1.4 CONVERTING DOCUMENTS

Concepts
Word 2013 uses Compatibility Mode to open documents that were created in earlier
versions of Word. To save a document that has been opened and modified in
compatibility mode, it may be necessary to convert it to the latest Word format
because not all the latest features of Word 2013 are compatible with earlier versions
of Word.

Convert Feature

Steps
To convert a document.

1. Select the FILE tab.

Click
The Backstage View is displayed.

2. Select Convert button from the Info option.

A Microsoft Word message box is displayed.

Click

3. Select OK to convert the document. The

document is converted. Click

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Lesson 1 – Exploring Microsoft Word 2013

1.5 SETTING WORD OPTIONS

Concepts
Word Options are used to set various preferences in Word, such as the default name
to be used as the author for documents, and the default folder in which to open and
save documents.

Steps
To use Word Options:

1. Click the FILE tab.

Click
The Backstage View is displayed.

2. Click Options button.

The Word Options dialog box is displayed.

Click
3. Select User Name under Personalize your copy of Click User Name and type
Microsoft Office. your name.
The User Name is entered in the text box.
4. Select Initials and specify initials of your name. The Type your initials.
Initials is entered in the text box.

5. Click OK to accept the changes.

The settings are applied to the document. Click

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Lesson 1 – Exploring Microsoft Word 2013

1.6 SETTING THE DEFAULT FOLDERS

Concepts
The Documents folder is the default working folder for all of the files created in your
Microsoft Office programs. It is the default folder location that appears when opening
and saving Word documents. You can choose a different default working folder.

Steps
Set the default open folder:
1. Click the FILE tab.
Click
The Backstage View is displayed.
2. Click Options button.
The Word Options dialog box is displayed. Click

3. Select Advanced. Click Advanced

The Advanced options are displayed.
4. Click File Locations button under General. The Scroll down and click File
File Locations dialog box is displayed with Locations under the General
Documents selected under File types. section.

5. Click Modify button. Click Modify

The Modify Location dialog box is displayed.
6. Select the default folder to open documents. The Click Desktop
folder is selected.

7. Click OK.
The default folder location is updated. Click
8. Click OK.
The File Locations dialog box closes. Click
9. Click OK to accept the changes. The
settings are applied. Click

Set the default save folder:

1. Click the FILE tab.
Click
The Backstage View is displayed.
2. Click Options button.
The Word Options dialog box is displayed. Click

3. Select Save. Click Save

The Save options are displayed.

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Lesson 1 – Exploring Microsoft Word 2013
4. Type in the path in the Default local file location or Type ..\Desktop\
select the Browse button the select the default folder.
The path is displayed in file location textbox. We have
set the default to be in the desktop in this example.

5. Click OK to accept the changes.

The settings are applied to the document. Click

1.7 THE QUICK ACCESS TOOLBAR

Concepts
Quick Access Toolbar: A toolbar giving quick access to commonly used
command buttons without having to open a tab on the ribbon.

Quick Access Toolbar

Steps
To add a command to the Quick Access Toolbar, re-arrange the buttons and
move the toolbar below the ribbon:
1. Click the Customize Quick Access Toolbar
button.
A sub menu is displayed.

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Lesson 1 – Exploring Microsoft Word 2013

2. Click the command(s) that you want to add to the

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Lesson 1 – Exploring Microsoft Word 2013

Quick Access Toolbar.

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Lesson 1 – Exploring Microsoft Word 2013

The selected command is added to the toolbar.

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Lesson 1 – Exploring Microsoft Word 2013
3. Click the Customize Quick Access Toolbar
button.
A sub menu is displayed.

4. Click More Commands from the sub menu.

The Word Options dialog box is displayed.

5. Click the drop down arrow under Choose

commands from.
The list is displayed.

6. Click Commands Not in the Ribbon from the

list.
The list of commands not in the ribbon is
displayed.

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Word Processing Lesson 1 – Exploring Microsoft Word 2013

7. Scroll down the list of commands and select the Click All Caps
command you want to add.
The desired command is selected.

8. Click the Add button to add the command to the

Quick Access Toolbar.
The selected command is added to the list of
commands in the Quick Access Toolbar.

9. Click the New button from the list of commands

displayed in the Quick Access Toolbar.
The New button is selected.

10. Click the Move Up button on the right of the list

to move the button up the list. Click Move Up thrice.
The New button moves to the desired place on
the list.

11. Click the OK button to apply the changes.

The Word Options dialog box closes and the Click
additional buttons are displayed on the Quick
Access Toolbar.

12. Click the Customize Quick Access Toolbar

button.
A sub menu is displayed.

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Lesson 1 – Exploring Microsoft Word 2013 Word Processing

13. Click Show Below the Ribbon from the menu.

The Quick Access Toolbar is positioned below
the Ribbon.

Note: To remove a button from the Quick Access Toolbar, right-click on the
button you want to remove, and then select Remove from Quick Access
Toolbar.

To move the Quick Access Toolbar to its default location, click the arrow on the
right of the Quick Access Toolbar, select Show Above the Ribbon.

1.8 USING THE RIBBON AND TABS

Concepts
Commands related to each other are arranged on the ribbon in groups with a
group name. Buttons next to the group names launch dialog boxes, which allow
you to access more commands and options.

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Word Processing Lesson 1 – Exploring Microsoft Word 2013

You use these various commands to carry out work in Word 2013. For example,
you can use commands in the ribbon to format a selected text Bold, Italics, or
Underline.

Word 2013 Ribbon

To allow more working space to view your document, you can hide, or minimise,
the ribbon.

Steps
Hide/minimise the ribbon.
1. Click the Ribbon Display Options on the ribbon on
the top right.
The Ribbon Display Options is displayed.
2. Select the option to show only the tabs. Click Show Tabs.
The ribbon tabs are displayed only. Click on a tab to
show the commands.

3. Click the Ribbon Display Options from the ribbon

on the top right.
The Ribbon Display Options is displayed.
4. Select the option to show tabs and commands. The Click Show Tabs and
ribbon tabs and commands are displayed all the Commands.
time.

Alternatively, double-click on any tab to hide/show the ribbon.

1.9 USING THE MINI TOOLBAR

Concepts
The Mini Toolbar is not visible all the time and only appears when some text is
selected.
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Lesson 1 – Exploring Microsoft Word 2013 Word Processing

Word 2013 Mini Toolbar

This toolbar has commonly used commands, such as those associated with
changing font appearance or alignment.

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Word Processing Lesson 1 – Exploring Microsoft Word 2013

1.10 USING DIALOG BOX LAUNCHERS

Concepts
Dialog Box Launchers are small icons displaying downward pointing arrows that
appear at the bottom right of some tab groups. When you point to a Dialog Box
Launcher, a small image of the dialog box along with a short description is
shown.

The Font Dialog Box Launcher

1.11 USING CONTEXTUAL TABS

Concepts
Contextual Tabs only appear when certain objects are selected and display
functionality related to these objects.

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Lesson 1 – Exploring Microsoft Word 2013 Word Processing

SmartArt Tools Contextual Tab

Steps
Display contextual tabs for a SmartArt.

Navigate to the end of the document.

1. Select the INSERT tab on the Ribbon. The Click the INSERT tab
INSERT tab is displayed.

2. Select the SmartArt button in the Illustrations group.

The Choose a SmartArt Graphic dialog box opens.

Click
3. Select the desired SmartArt diagram from the left
pane.
Various options under the selected SmartArt diagram Click
are displayed in the right pane.

4. Select the desired option from the right pane. Click Basic Block List
The desired option is selected in the right pane.

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Word Processing Lesson 1 – Exploring Microsoft Word 2013

5. Select the OK button.

The selected SmartArt is inserted in the document
and the SMARTART TOOLS contextual tab is Click
displayed in the ribbon.

1.12 USING HELP

Concepts
You can access the Help function by selecting the help button ( ) at the top right
hand corner of the application or pressing the F1 keyboard shortcut.

Steps
To use help.
1. Select the help button (?) at the top right corner of the Click from top right corner.
application. The help window displayed.

2. Type in the search text bar and press the Enter button. Type insert picture and press.
The help window provides users with help [Enter]
options/suggestion that are available online. Click on
desired selection.

3. Click on the desired search result. The Click on the first result heading.
topic details are displayed.

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Lesson 1 – Exploring Microsoft Word 2013 Word Processing

Word Help

Tip: Pressing the F1 button will open the Help dialogue box.

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Word Processing Lesson 1 – Exploring Microsoft Word 2013

1.13 EXITING WORD

Concepts
There are several ways to close Word. You will be prompted to save any open file
if unsaved changes have been made to it.

To exit Word:

• Click the Close button (the X) in the upper-right corner of the Word 2013
program window.

• Click the Word Application icon in the top left corner of the Word 2013
program window and click Close.

• Press Alt+F4.

Steps
1. Navigate your cursor to the upper-left
hand corner of the Word program icon
and click on the Word icon.

The popup menu opens.

2. Select the Close command.

Word closes.

Click

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Lesson 1 – Exploring Microsoft Word 2013 Word Processing

1.14 REVIEW EXERCISE

Exploring Word 2013
1. Customise the Quick Access Toolbar by adding the Draw Table and Spelling &
Grammar button.
2. Personalise your copy of Microsoft Office by adding the following details:
User Name: Your name
Initials: Your initials
3. Open a new blank document. Type the following information in the document Welcome
JKUAT. – setting trends in higher education.
4. Save the document as JKUAT.docx in your current working folder (the default folder
location that appears when opening and saving word documents).
5. Close Microsoft Word.

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LESSON 2 - WORKING WITH DOCUMENTS

In this section you, will learn about:

• Creating a new blank document

• Creating a new document using templates
• Searching for templates
• Entering text
• Inserting symbol
• Saving a document
• Using save as
• Saving a document as a template
• Saving a document in alternative file formats
• Closing a document
• Opening an existing document
• Selecting text
Lesson 2 – Working with Documents Word Processing

2.1 CREATING A NEW BLANK DOCUMENT

Concepts
A document can be created using a default blank document or using another

available template with a specific purpose, such as a memo, fax, or agenda. Steps
To create a new, blank document:
1. Select the FILE tab.
The Backstage View appears. Click

2. Select the New command

The New Document pane displays with Blank
Document selected.
Click
3. Select the Blank document button from the available
templates.
A new blank document is created.

Notice that a new blank document is created. Proceed to the next section without
closing this document.

2.2 CREATING A NEW DOCUMENT USING TEMPLATES

Concepts
Microsoft Word allows you to create professional-looking documents using
existing templates. A template is a predesigned document.

Steps
To create a new fax using a template:

1. Select the FILE tab.

The Backstage View appears. Click

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Word Processing Lesson 2 – Working with Documents
2. Select the New command.
The New Document pane appears and displays
Word’s own templates, as well as some online
templates.

3. Click on a desired template to start a new document.

Scroll down (if necessary) and
Scroll down the list to search for more options
click Fax Cover Sheet
(Professional design)

4. Click Create to download the template. Click Create

The new fax cover sheet is downloaded, ready for
editing.

2.3 SEARCHING FOR TEMPLATES

Concepts
More free templates are available from templates.office.com. Simply search for
templates by typing a relevant term in the Search for online templates search box.
To browse popular templates, click any of the keywords below the search box.

Searching for Templates To

search for a desired template:
1. Select the FILE tab.
The FILE tab appears. Click

2. Select the New command.

The New Document pane appears and displays Click
Word’s own templates, as well as some online
templates.

3. Click in the Search for online templates textbox area.

Click on
The cursor is displayed on the search area.

4. Type in the keywords and press Enter. Type Letter and press Enter
Examples of keywords include fax, memo, agenda,
letter etc. The online template will display all available
Letters template.

5. Click on a desired template to start a new document. Click Cover Letter

Scroll down the list to search for more options.

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Lesson 2 – Working with Documents Word Processing
6. Click Create to download the template. Click Create
The letter document is downloaded ready for editing.

2.4 ENTERING TEXT

Concepts
You can enter text by typing directly into the blank area below the ribbon.

Example of Text Entered in a Blank Document

Steps
Enter text into a document.

If necessary, open Word and create a blank document.

1. Type the desired text. Type To: All Sales Reps
The text appears in the document area as you type.

2. Press [Enter] as necessary. Press [Enter] twice

The insertion point moves to the new location.

3. Type additional text as necessary. Type The Worldwide

The text appears in the document area as you type Telephony Trading
and, as the text fills a line, Word automatically moves Electronics Fair is
to the beginning of the next line. scheduled for March 13-17
in Los Angeles. Please
make your reservations
with the travel agent listed
below.

4. Press [Enter] Press [Enter]

Practice the Concept: Type the following text, pressing [Enter] after each line:

Daniel Jones
34 Main Street
Media, PA 19107

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2.5 INSERTING SYMBOLS

Concepts
Word provides many symbols for use in documents. You can use the Symbol
dialog box to insert symbols, such as © for Copyright, ® for Registered, ™ for

Trademark, or special characters, such as a dash (—) or ellipsis (…). Steps

To insert a symbol in selected text:
1. Place the cursor at the required area. Click at the end of the text
The cursor appears in the document area as you type. Telephony
2. Select the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Click on Symbol list from the Symbols group.
The list of symbol is displayed. Word will automatically
display the last 20 symbols used.

Click
4. Select the desired symbol. Click ™
The symbol is inserted. Take note of the text
placement; it is in superscript. Other symbols, such as
copyright (©) and registered (®) are inserted in the
same way.

Note: If the trademark symbol, or any other symbol you want, is not in the
list of symbols displayed, follow the steps below.

For more symbols than are shown in the list:

1. Click on More Symbols to display the Symbols dialog box.

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2. Click on the drop down arrow from the Font list to display more symbols.
Scroll up and down view the list of available symbols with a font. Select the
symbol you want.

3. Click Insert.

Sometimes, you want to use special characters in a document. For example, you
might want to insert a nonbreaking hyphen, which prevents a hyphenated word such
as open ended from being separated by a line break. Special characters are
inserted using the Special Characters tab of the Symbol dialog box. For example,
you want to insert an ellipsis (…).

1. Click on More Symbols to display the Symbols dialog box.

2. Select the Special Characters tab.

3. Select ...Ellipsis and click Insert.

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2.6 SAVING A DOCUMENT

Concepts
It is important to regularly save the file you are working on to ensure that you do
not lose data. You may also want to save different versions of your file under
different names.

Save As Dialog Box

Steps
To save a document for the first time.
1. Select the FILE tab.
The Backstage View appears. Click

2. Select the Save Command.

The Save As dialog box opens, with the text in the File Click
name box selected. Note that that this dialog box only
appears if you have not saved the file.

3. Select the location. Click Computer

The list of recent folders will be displayed.

4. To save the document on your computer, choose a Click Browse

folder under Computer or click Browse. The list
of available drives and folders will be displayed.

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Lesson 2 – Working with Documents Word Processing
5. To save the document on a specific location (e.g. D:)
under Computer, click Local Disk (D:).
The selected drive letter will be displayed in the
address bar and its folders will be displayed. Browse
to the location of your Student Folder.

6. Type the desired file name. Type Electronic Fair

The text appears in the File name box.

7. Select Save to save the file in the Student Folder. The Click Save
Save As dialog box closes, the document is saved to
the selected drive and folder, and the file name
appears in the application title bar.

After you have saved and named your document, you should periodically save
your file as you are working on it. You can do this in two ways:

1. By clicking the save button located in the quick access toolbar.

2. By pressing Ctrl+S.

Practice the Concept: In your open document, press [Enter] twice and type For
more information, please feel free to call me at extension 1128. Use the Save
button to save the file again. Notice that the Save As dialog box does not open.

The changes are saved to the existing document, which you have named
Electronic Fair, in the Student Folder.

2.7 USING SAVE AS

Concepts
When naming a document it is good practice to give the document a specific and
meaningful name to make it easier to identify and to locate.

Steps
To rename an existing document:
1. Select the FILE tab.
Click
The Backstage view appears.

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2. Select the Save As command. Click Save As
The Save As dialog box opens, with the text in the
File name box selected.

3. Select the location or directory if necessary. Click Documents folder

The Documents folders content will be displayed.

4. Type the desired file name. Type lesson2

The text appears in the File name box.
5. Select Save to save the file in the Student Folder. Click Save
The Save As dialog box closes, the document is
saved to the selected drive and folder, and the file
name appears in the application title bar.

2.8 SAVE A DOCUMENT AS A TEMPLATE

Concepts
If you frequently create a certain type of document, such as a monthly report with
a company logo and specific formatting, you should save it as a template so you
can use that as your starting point, instead of building the file from scratch each
time you need it.

Steps
To save a document as a template:
1. Select the FILE tab.
Click
The Backstage view appears.
2. Select the Save As command. Click Save As
The Save As dialog box opens, with the text in the
File name box selected.

3. Select the location or directory if necessary. Click Documents folder

The Documents folders content will be displayed.
4. Type the desired file name. Type Electronics Fair
The text appears in the File name box.
5. To change the file type, select the Save as type list. A
list of available file types appears. Click Save as type
6. Select the template file type. Select Word Template
The file type is selected and automatically goes to the (*.dotx)
Custom Office Templates folder.

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Lesson 2 – Working with Documents Word Processing
7. Select Save to save the file. Click Save
The Save As dialog box closes, the document is
saved to the selected folder, and the file name
appears in the application title bar.

2.9 SAVE A DOCUMENT IN ALTERNATIVE FILE

FORMATS
Concepts
You may want to make your document readable or editable by someone who does
not have Microsoft Word. You can do this by using formats such as plain text (.txt),
Rich Text Format (.rtf), or Portable Document Format (.pdf).

Steps
To save an existing document using a different file type:
1. Select the FILE tab.
Click
The Backstage view appears.
2. Select the Save As command. Click Save As
The Save As dialog box opens, with the text in the
File name box selected.

3. Select the location or directory if necessary. Click Documents folder

The Documents folders content will be displayed.
4. Type the desired file name. Type Electronics Fair
The text appears in the File name box.
5. To change the file type, select the Save as type list. A
list of available file types appears. Click Save as type
6. Select the desired File type. (E.g. Rich Text Format Select Rich Text Format
(*.rtf), Plain Text (*.txt), Portable Document Format
(*.pdf)).
The file type is selected.
7. Select Save to save the file in the Student Folder. The Click Save
Save As dialog box closes, the document is saved to
the selected drive and folder, and the file name
appears in the application title bar.

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2.10 CLOSING A DOCUMENT

Concepts
You can close your Word document by clicking the FILE tab and then selecting
the Close option. Word will prompt to save the file if it has not been saved before.

Steps
To close a document.
1. Select the FILE tab.
Click
The Backstage view is displayed.
2. Select the Close command. Click Close
The document closes. If a message box may open
asking if you want to save changes. Select Yes if you
want to save changes; No if you do not want to save
changes.

Tip: You can also close an open document by pressing Ctrl+W.

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2.11 OPENING AN EXISTING DOCUMENT

Steps
To open an existing document from a specific drive and folder location.
1. Select the FILE tab.
Click
The Backstage view appears.
2. Select the Open command.

Click

3. Select the drive where the document you want to open Click the drive containing the
is located. Student Folder.
The Open dialog box opens.
4. Open the folder in which the document you want to Double-click to open the
open is located. Student Folder.
The contents of the folder appear.
5. Select the file name of the document you want to Scroll if necessary and click
open. BasDoc.docx
The file name is selected.
6. Click the Open button.
The Open dialog box closes, and the document Click
opens.

Tip: You can also open an existing document by pressing Ctrl+O, and browsing to
the document you want to open.

Close BasDoc.docx without saving it.

2.12 SELECTING TEXT

Concepts
You need to select text in order to carry out a range of actions, including
formatting and alignment. In Word 2013, you can select text, or other objects in a
document, by using the mouse or the keyboard.

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ICDL Word Processing Lesson 2 – Working with Documents

Steps
To select text using multiple methods:

From the Student Folder, open BasDoc.docx.

1. To select a word, double-click it. The Scroll as necessary and
word is selected. double-click the word
Systems in the first sentence
of the body of the letter.

2. Click anywhere in the document to deselect selected Click anywhere in the

text. document.
The text is deselected.

3. To select a sentence, hold [Ctrl] and click anywhere in Hold [Ctrl] and click in the
the sentence you want to select. sentence beginning MaxWide
The sentence is selected. is proud...

4. To select a paragraph, triple-click anywhere in the Triple-click in the paragraph

paragraph you want to select. beginning Thank you...
The paragraph is selected.
Alternatively, point to the blank area to the left of any
line in the paragraph and double-click.

5. To select a text block using the mouse, drag across the Drag from the left of the letter
text from the first character you want to select to the T in the text The enclosed at
right of the last character you want to select. the beginning of the second
The text is selected. paragraph to the right of the
letter g in the word catalog

6. To select multiple text blocks, select a text block using At the end of the first
the mouse, then hold [Ctrl] and select additional text paragraph, select United
blocks as desired. States using the mouse. Hold
Multiple, non-continuous text blocks are selected. [Ctrl] and select Canada.

7. To select the entire document, press [Ctrl+A]. The Press [Ctrl+A]

entire document is selected.
Alternatively, point to the blank area to the left of any
line in the document and triple-click.

8. Click anywhere in the document to deselect selected Click anywhere in the

text. document.
The text is deselected.

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Lesson 2 – Working with Documents Word Processing

Click anywhere in the document to deselect the text. Close BasDoc.docx without
saving it.

2.13 REVIEW EXERCISE

Use basic document skills
1. Create a new document.
2. Type the following information in the document:
Breakfast 9:30 - 10:30
Keynote Speaker 10:30 - 11:00
Exhibitions 11:00 - 1:30
Lunch 1:30 - 2:30
Workshops 2:30 - 4:30
3. Save the document to the Student Folder with the name Agenda.
4. Close the document.

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LESSON 3 - DOCUMENT VIEWS

In this section, you will learn about:

• Changing the view

• Zooming in/out
• Displaying/hiding the ruler
• Formatting (paragraph) marks
• Soft carriage returns
• Opening multiple documents
• Switching between documents
Lesson 3 – Document Views Word Processing

3.1 CHANGING THE VIEW

Concepts

Views Group

You can easily switch between different document views, changing the way your
document appears in the Word window.

Read Mode
This displays the document as a digital magazine. It removes all the features from
the interface.

Print Layout
The document appears on the screen as it would appear in a printed document.
The layout is more complete and accurate than in the other layout options.

Web Layout
The document appears as a web page, with the text wrapping as it would in a web
browser. Backgrounds and formatting will appear as they would in a web browser.

Outline
This layout shows the headings and subheadings in your document. It allows you
to reorganize portions of your document and delete them if necessary.

Draft
The document appears with a dotted line separating the pages and showing
document sections.

Steps
To view the document in different views:

Open an existing document from a specific drive and folder location.

1. Click the VIEW tab.
The VIEW tab appears.

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2. Click the Read Mode command.

The document is displayed in Read Mode view.

3. Click the Web Layout command.

The document is displayed in Web Layout view.

4. Click the Outline command.

The document is displayed in Outline view.

5. Click the Draft command.

The document is displayed in Draft view.

3.2 ZOOMING IN/OUT

Concepts
The zoom level in Word 2013 can be changed in different ways. You can use the
VIEW tab and select the Zoom icon to display the Zoom window. Select the
preferred zoom level and click OK to confirm the changes.

Ribbon Showing the Zoom Group

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Lesson 3 – Document Views Word Processing

Zoom Interface

Another simpler way to change the zoom level is to use the slider control in the
bottom right of the window to select desired zoom value.

Zoom In/Out using Slider Control

Steps
To zoom the document in or out:

Open Basdoc.docx from the Student Folder.

1. Click the VIEW tab.
The VIEW tab appears.

2. Select the Zoom command.

The Zoom dialog box is displayed with different zoom
%.

3. Select 200% from the Zoom to options. Click 200%

The document is magnified to 200% and displayed.

4. Select 100% command from the Zoom group to display

the document back to 100%.
The document is displayed at 100%.

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3.3 DISPLAY/HIDE THE RULER

Concepts
The ruler, which displays at the top and left of the document window, can help you
align elements in your document, such as text and tables. The ruler can be
displayed or it can be hidden.

Word 2013 Default Print Layout View with Rulers

Steps

To show the ruler:

1. Select the VIEW tab.

The VIEW tab appears.

2. Select the Ruler command from the Show group. The

horizontal and vertical rulers are displayed.
Click

You can hide the ruler by deselecting the Ruler option.

3.4 FORMATTING (PARAGRAPH) MARKS

Concepts
It can be difficult to tell whether, for example, a space in text has been created
using an indent, a tab stop, or a series of spaces. However, by revealing the
formatting marks in a document, we can see what was used to create the layout.

The following formatting characters may be found in a document.

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Lesson 3 – Document Views Word Processing

Formatting Characters

Steps
1. Select the HOME tab.
The Home tab command ribbon appears.

2. Select the Show/Hide command from the Paragraph

group.
The formatting marks are displayed.

3. Select the Show/Hide command again from the

Paragraph group.
The formatting marks are hidden.

3.5 SOFT CARRIAGE RETURNS

Concepts
A soft carriage return, or manual line break, can be used to display text on two
lines, but the text is treated as if it were on a single line. Soft carriage returns
display as  when formatting characters are displayed.

The soft carriage return is often used to split titles and headings that are too long
between two lines. As in the picture on the left, the title appears immediately
below the lesson number. Any paragraph formatting, such as alignment,
indentation, applied to either one of the lines will affect both lines.

By contrast, in the picture on the right, there is a blank line between the two lines of text.
Each line is a separate paragraph and can have its own paragraph formatting.

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Word Processing Lesson 3 – Document Views

Steps
1. Create a new document. Click FILE tab, select New ,
A blank document is created. Blank Document.

2. Type in the text Lesson 3. The Type Lesson 3

text appears.

3. Use the keyboard to create the soft carriage returns. Press [Shift][Enter]
The cursor moves to the next line.

4. Type in the text Working with Document Views. The Type Working with
text appears on the next line. Document Views

5. Use the keyboard to create the hard returns. The Press [Enter]
cursor moves to the next paragraph.

6. Type in the text Topics. The Type Topics

text appears.

Notice the spacing between the texts. You can delete the soft return by clicking at
the end of the line and pressing the [Delete] key.

Practice the Concept: Place the insertion point at the end of the first line. Press
the [Delete] key. The soft carriage return is removed. Press the [Enter] key to
insert a paragraph break. Close the document without saving.

3.6 OPENING MULTIPLE DOCUMENTS

Concepts
You can open multiple Word documents at the same time and work on them by
switching between the different open documents.

Steps
Open multiple documents from the Student Folder.
1. Select the FILE tab.
The FILE tab is displayed.

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Lesson 3 – Document Views Word Processing

2. Select the Open command.

3. Select a drive where the Student Folder is located. Click the appropriate drive.
The Open dialog box is displayed.

4. Select a file from the Student Folder. Click BasDoc.docx

5. Press Ctrl key and then select another file from the Click CustInf.docx
Student Folder.

6. Select Open to display the file.

Click

Notice that both the documents are now open.

3.7 SWITCHING BETWEEN DOCUMENTS

Concepts
You can switch between multiple documents using the Switch Windows button
present on the VIEW tab.

Switch Windows button in the Window Group

Steps
To switch between multiple documents:
1. Select the VIEW tab.
The VIEW tab is displayed.

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2. Select the Switch Windows button present under the

Windows group.
The Switch Window menu is displayed listing all the open
documents

3. Select the file you want to view. The Click CustInf.docx

file is displayed.

4. Select the other file you want to view. The Click BasDoc.docx.
file is displayed.

Alternatively, you can switch between open Word documents by pointing the
cursor at the Word icon on the taskbar, and clicking on the thumbnail of the
document you wish to display.

Switch between open documents

3.8 REVIEW EXERCISE

Use Document views in a document

1. Open AWARD1.docx.
2. View the document in Full Screen Reading, Web Layout, Outline, and Draft view.
3. Display the Ruler.
4. Format the following text to Bold and Italics:

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Lesson 3 – Document Views Word Processing

a. Top regional sales associate for each region

b. Top regional sales manager
c. Most enthusiastic
d. Most creative
5. Delete the text ―Most improved‖.
6. Save the document as AWARD-Formatted.docx 7.
Open AWARD1.docx and AWARD-Formatted.docx.
8. Switch between the two open documents.
9. Close all the documents without saving.

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LESSON 4 - EDITING
TEXT

In this section, you will learn about:

• Editing text in a document

• Deleting text
• Replacing selected text
• Copying, moving/pasting text
Using undo, redo and repeat
Lesson 4 – Editing Text Word Processing

4.1 EDITING TEXT IN A DOCUMENT

Concepts
In Microsoft Word, you can edit text using either Insert mode or Overtype mode:

• Insert mode is the default way of entering text. In this mode, the text you
type is inserted at the insertion point.

• When you use Overtype mode, existing text to the right of the insertion
point is replaced as you type.

Steps
You use the Insert key to toggle between the Insert and the Overtype mode, but
you may need to enable the Insert key first.

To enable the use of the Insert key to toggle between Insert/Overtype mode:

Open BasDoc.docx.

1. Click the FILE tab.

The Backstage view is displayed.

2. Click Options button.

The Word Options dialog box is displayed.

3. Select the Advanced category from the left pane. The Click Advanced.
Advanced details page is displayed.

4. From the Editing options section, select Use the Check

Insert key to control overtype mode.
The check box is indicated as selected.

5. Select the OK button.

The Word Options dialog box closes. Click
6. Right-click anywhere on the Status Bar at the bottom of Right-click anywhere on the
the Word window. Status Bar at the bottom of
The Customize Status Bar menu opens. the Word window.

7. Select Overtype. Click on Overtype.

The Insert mode status is displayed on the Status
Bar.

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Word Processing Lesson 4 – Editing Text
Practice the Concept:

1. In a new line at the bottom of the document, type the sentence ―The
quick brown fox jumps over the lazy dog.‖ Place the insertion point
before the word brown. Type the word light. Notice how the rest of the
sentence is moved to the right to accommodate the insertion.

2. Press the Insert key on the keyboard. Notice the Status Bar displays
OVERTYPE. Place the insertion point before the word light. Type the
word muddy. Notice how the new text overtypes the text on the right.

3. Press the Insert key on the keyboard. Notice the Status Bar now displays
INSERT.

4. Select the word muddy. Type the word light. Select the letter d in the
word dog. Type h. Notice how the new text replaces the selected text.
This is another way of overtyping.

Note: You can also toggle between the Insert/Overtype mode by clicking on the
status INSERT or OVERTYPE on the Status Bar.

When you have finished, ensure Overtype mode is deactivated. Do not save the
document.

4.2 DELETING TEXT

Concepts
To delete single characters of text, you use the [Backspace] or [Delete] key. The
Backspace key deletes the character to the left of the insertion pointer. The Delete
key deletes the character to the right of the insertion pointer.

Steps
Select and delete text:

If necessary, Open BasDoc.docx, zoom in to Text Width, and scroll to display

the Returns paragraph.

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Lesson 4 – Editing Text Word Processing
1. Select the text you want to delete. The Double-click the word fob in
text is selected. the first sentence under the
Returns heading.

2. Press [Delete]. Press [Delete].

The selected text is deleted.

Using [Backspace]:
1. Position the insertion point to the right of the character In the first sentence, click to
you want to remove. the right of the letter g in the
The insertion point appears to the right of the specified word returning.
character.

2. Press [Backspace]. Press [Backspace].

The character to the left of the insertion point is
removed.

Using [Delete]:
1. Position the insertion point to the right of the character In the first sentence, click to
you want to remove. the left of the letter i in the
The insertion point appears to the left of the specified word returning.
character.

2. Press [Delete]. Press [Delete].

The character to the right of the insertion point is
removed. Repeats the step to remove character n.

4.3 REPLACING SELECTED TEXT

Concepts
You can replace selected text by typing a new text over it. This eliminates the
need to use [DELETE].

Steps
If necessary, scroll to display the Terms and Conditions of Sale paragraph.

1. Select the text you want to replace. The Double-click the word govern
text is selected. in the first paragraph.

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2. Type the replacement text. Type cover.
The replacement text appears in the document.

4.4 COPYING, MOVING/PASTING TEXT

Concepts
You can cut text from its original place and move, or paste, it to a new location. You
can also copy text and paste a copy of it somewhere else. The clipboard is used to
store your copy and paste or cut and paste operations.

Cut, Copy and Paste Commands

Steps
To cut, copy, and paste selected text.

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

Use the Show/Hide button on the Paragraph group to display all the formatting
marks. Then, scroll as necessary to view both paragraphs under the Returns
heading.
1. Select the text you want to move. The Hold [Ctrl] and click the last
text is selected. sentence Worldwide
Telephony Systems has... in
the first paragraph under the
Returns heading (make sure
the paragraph mark is not
included).

2. Select the Cut button on the Clipboard group. The

selected text is removed from the document and
placed on the Clipboard. Click

3. Position the insertion point in the location where you Click to the right of the period
want to paste the text. (.) after the word defective at
The insertion point appears in the new location. the end of the second
paragraph under the heading
Returns.

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Lesson 4 – Editing Text Word Processing
4. Select the top part of the Paste button on the Click
Clipboard group.
The text from the Clipboard is pasted into the
document at the insertion point and the Paste
Options button appears below the pasted text.

5. Select the text you want to copy. The Highlight the sentence
text is selected. Subject to change, without
notice. in the first paragraph
under the heading Prices.

6. Select the Copy button on the Clipboard group. The

selected text remains in the document and a copy is
placed on the Clipboard.
Click
7. Position the insertion point in the location where you Click to the end of the
want to paste the text. paragraph under the
The insertion point appears in the new location. Breakage and Loss heading.

8. Select the top part of the Paste button on the Click

Clipboard group.
The text from the Clipboard is pasted into the
document at the insertion point and the Paste
Options button appears below the pasted text.

Press [Esc] to hide the Paste Options button.

Proceed to the next section without closing the document.

Practice the Concept: To move/copy and paste to another document.

1. Open NEWSLETTERS.docx and TIPS.docx documents.

2. To copy and paste to another document:

Copy the numbered list in the TIPS.docx document and paste into the
blank table in the NEWSLETTERS.docx document.

a. If necessary switch to the TIPS.docx document. (Click VIEW tab,

select Switch Window and click on the document name).

b. Select the text to copy. (Select the numbered list).

c. Click HOME tab, select Copy.

d. Switch to the document to paste into. (Switch to the

NEWSLETTERS.docx document).

e. Position the insertion point in the location where you want to paste
the text. (Click inside the blank table).
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Word Processing Lesson 4 – Editing Text
f. Click HOME tab, select Paste.

3. To cut and paste to another document:

Move the last paragraph in the TIPS.docx document and paste below the
table in the NEWSLETTERS.docx document.

a. If necessary switch to the TIPS.docx document. (Click VIEW tab,

select Switch Window and click on the document name).

b. Select the text to move. (Select the last paragraph).

c. Open the other document to paste to. If the document is already

opened, click VIEW tab, select Switch Window, to choose the other
document. (Switch to the NEWSLETTERS.docx document).

d. Position the insertion point in the location where you want to paste
the text. (Click below the table).

e. Click HOME tab, select Paste.

4. Save and close both documents.

Tip: Cut, copy and paste all have their own keyboard shortcut command. Ctrl+C
[Copy], Ctrl+X [Cut], and Ctrl+V [Paste].

4.5 USING UNDO, REDO AND REPEAT

Concepts

Undo and Repeat Icons in the Quick Access Toolbar

Microsoft Word has two essential commands: Undo, which is utilised to undo a
previous activity, and Repeat/Redo, which is utilised to repeat a previous activity.

For instance, in the event that you erroneously delete text, you can utilise the Undo
command to restore it; if erase a character and you want to erase more characters
then you can utilize the Repeat/Redo command.

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Lesson 4 – Editing Text Word Processing

Steps
To use the Undo and Repeat features.

Select the Payment heading in the BasDoc.docx document and delete it.
1. To undo the previous command or action, click the
Undo button on the Quick Access Toolbar.
To undo multiple consecutive actions, click the Undo Click to undo the last
button as often as necessary. deletion

2. To redo a command or action, click the Repeat button

on the Quick Access Toolbar. Click to repeat the last
The command or action is redone. To redo multiple deletion
consecutive actions, click the Repeat button as often
as necessary.

Close the document without saving.

Tip: The keyboard shortcuts Ctrl+Z [Undo an action] and Ctrl+Y [Redo an
action] can also be used.

4.6 REVIEW EXERCISE

Editing Text in a document
1. Open Employ.docx.
2. Insert a blank line below the ―Our benefits include:‖ paragraph.
3. Add the following text two lines below the ―If you have any questions..‖
paragraph

Three Weeks Paid Vacation

4. Cut the paragraph of text that begins with As you know.
5. Scroll to the paragraph before Our benefits include:
6. Paste the cut paragraph from question 4.
7. Save and close the document.

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LESSON 5 - FORMATTING
TEXT

In this section, you will learn about:

• Formatting text
• Changing fonts
• Changing font size
• Applying bold/italics formats
• Underlining
• Changing font color
• Applying subscript/superscript
• Using format painter
• Changing case
• Clearing formats
Lesson 5 – Formatting Text Word Processing

5.1 FORMATTING TEXT

Concepts
Text formatting allows your documents to appear more professional. You can
format text in Microsoft Word by changing font types, font size, and font style,
including bold, italics, underline and color.

The Font and the Paragraph groups on the HOME tab allows you to format text.

Home Ribbon including Font Group and Paragraph Group

5.2 CHANGING FONTS

Concepts
One way to emphasise text in a document is by changing its font. A font is a set of
characters with the same design and shape. The font you choose changes the
look and feel of a document. For example, a professional document would
probably use a more formal font like Times New Roman or Arial. On the other
hand, a more informal document might use a friendlier font, such as Comic Sans
or Bradley Hand.

Changing Font Type

Steps
To change the font of existing text:

From the Student Folder, open FORMAT.DOCX.

If necessary, display the HOME tab.

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Word Processing Lesson 5 – Formatting Text
1. Select the text for which you want to change the font. Highlight to select the words
The text is selected. Online Video in the first
sentence.

2. Click the arrow on the Font box on the Font group. A

list of available fonts appears.

3. Select the desired font name. Scroll as necessary and click

The font is applied to the selected text. Tahoma

Click anywhere in the document to deselect the text.

5.3 CHANGING FONT SIZE

Concepts
Making font size larger or smaller can help to emphasise text and differentiate
between headings and content. Font size is measured in points (pt.) that are 1/72
of an inch. The larger the number of points, the larger the font.

Changing Font Size

Steps
To modify the font size of existing text:

If necessary, display the HOME tab.

1. Select the text for which you want to modify the font Highlight to select the words
size. embedded code in second
The text is selected. line of the first paragraph.

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Lesson 5 – Formatting Text Word Processing
2. Click the arrow on the Font Size box in the Font group.
A list of available font sizes appears.
Click

3. Select the desired font size. Click 14

The font size is applied to the selected text.

5.4 APPLYING BOLD/ITALICS FORMATS

Concepts

Bold and Italics Icons

Steps
To bold and italicise existing text:

If necessary, display the entire HOME tab.

1. Select the text for which you want to change the Select the work Reading at
format. the start of the Document
The text is selected. View paragraph

2. Click the Bold button in the Font group. The

selected text is bolded.

3. Click the Italic button in the Font group. The

selected text is italicised.

Deselect the text.

Tip: The keyboard shortcuts Ctrl+B [Bold] and Ctrl+I [Italics] can also be used.

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Word Processing Lesson 5 – Formatting Text

5.5 UNDERLINING
Concepts
Word allows a variety of different styles for underlining text. Simply select your text
and click Underline (found in the Font group under the HOME tab). Click the
downward pointing arrow beside the Underline icon to bring up further
options.

Underline Icon in the Font Group

Underline Options

Steps
To underline text in a document.

Scroll to the top of the document. If necessary, display the HOME tab.

© 2016 Prepared by Henry Mideko-0725538263

Lesson 5 – Formatting Text Word Processing
1. Select the text you want to underline. The Drag to select the text
text is selected. Themes and Styles in the
second paragraph under the
heading Document Themes

2. Select the Font dialog box launcher. The

Font dialog box opens.

3. Select the underline style you want to apply. The

underline style is selected and appears in the
Preview box.

Deselect the text to view the underline style.

Tip: The keyboard shortcut Ctrl+U [Underline] can also be used.

5.6 CHANGING FONT COLOR

Concepts
Changing font color makes text stand out against the white background of the
document.

Steps
To modify the font color of existing text:

If necessary, display the entire HOME tab.

1. Select the text for which you want to modify the font Highlight to select the words
color. embedded code in second
The text is selected. line of the first paragraph.

2. Click the arrow on the Font Color box in the Font

group.
A list of available font colors appears. Click

3. Select the desired font color. Click Blue

The font color is applied to the selected text.

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Word Processing Lesson 5 – Formatting Text

5.7 APPLYING SUBSCRIPT/SUPERSCRIPT

Concepts
Superscript refer to characters that are positioned slightly higher than the text on
the line and subscript refer to characters that are positioned slightly lower than the
text on the line. Subscripts appear at or under the baseline, while superscripts are
above.

For example, the chemical formula for water uses the subscript 2 (e.g. H2O), while
dates uses the superscript th (e.g. 12th January).

Subscript and Superscript

Steps
If necessary, display the HOME tab. At the end of document FORMAT.DOCX,
enter the text: H2O, 42 = 16
1. Select the text you want to apply subscript. The Drag to select the text 2 in the
text is highlighted. text of H2O

2. Select subscript.
To remove, click on the same button again.
Click

3. Select the text you want to apply superscript. The Drag to select the text 2 in the
text is highlighted. text of 42

4. Select superscript.
To remove, click on the same button again
Click

© 2016 Prepared by Henry Mideko-0725538263

Lesson 5 – Formatting Text Word Processing

5.8 USING FORMAT PAINTER

Concepts

The format painter in Word allows us to copy formatting that is applied to one piece
of text and apply it to others. Suppose you format a text using different combinations
of fonts, sizes and colors: Instead of having to remember the precise formatting you
used to apply it somewhere else, you can simply copy the formatting. This is easily
done using Format Painter.

Steps
To copy character formatting to existing text using the Format Painter feature:

If necessary, display the HOME tab.

1. Position the insertion point in the text containing the Scroll as necessary and click
formats you want to copy. in the word Themes and
The insertion point moves to the new location. styles in the Document View
heading

2. Click the Format Painter button in the Clipboard

group on the HOME tab.
The mouse pointer changes into an I-beam with a
paintbrush to its left.

3. Select the text you want to format. Click SmartArt graphics in

The copied formats are applied to the selected text. the fifth line in the Document
View heading.

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Word Processing Lesson 5 – Formatting Text

5.9 CHANGING CASE

Concepts

Change Case Options

You can change the case of selected text in a document by clicking a single
button called Change Case in the Font group on the HOME ribbon. The five most
common options are:
1. Sentence case Capitalises the first letter of each sentence in the
selection

2. lowercase Makes all the selected text lowercase

3. UPPERCASE Makes all the selected text capitalised

4. Capitalize Each Word Capitalises the first letter of each word in the
selection

5. tOGGLE cASE Switches the case of each letter in the selection:

lowercase becomes uppercase and vice-versa
Steps
To change the character case of selected text:

Display the paragraph under the Online Videos heading at the top of the
document.
1. Select the text for which you want to change the case. Select the word
The text is selected. professionally in the fourth
line under the Online Videos
heading.

2. Select the Change Case button. The

Change Case menu opens.
Click
3. Select the desired option. Click
The text format is updated.

Deselect the text and review the document.

© 2016 Prepared by Henry Mideko-0725538263
Lesson 5 – Formatting Text Word Processing
Proceed to the next section without closing the document.

5.10 CLEARING FORMATS

Concepts

The formats applied to any text can be cleared by clicking the Clear All
Formatting button. After clearing the formats, the text is displayed as normal text
without any formats applied.

Steps
To clear formats:
1. Select the text containing the formatting or style you Select the last two words
want to clear. different galleries in the
The formatting attributes applied to the text are Online Videos heading
highlighted in the Font group.

2. Select the Clear Formatting button in the Font group

from the HOME tab.
The applied formatting is removed. Click

Close the document without saving.

5.11 REVIEW EXERCISE

Change the character formatting in a document
1. Open Charex.docx.
2. Change the font size of the title, Welland GoldSmith LLC., to 20 points.
3. Change the font type of the title, Welland GoldSmith LLC., to Arial.
4. Create a double-underline under the title Welland GoldSmith LLC..
5. Bold the Corporate History heading and change the font size to 14 points.
6. Italicise the names of both founders in the first paragraph.

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Word Processing Lesson 5 – Formatting Text
7. Use the Font dialog box to change the case of the Corporate History heading to
uppercase.
8. Use the Format Painter to copy the formatting from the Corporate History heading to
both the Our Public Years and Future Growth headings.
9. Correct the capitalisation in the last sentence of the paragraph starting In 1992.
10. Close the document without saving it.

© 2016 Prepared by Henry Mideko-0725538263

LESSON 6 - FORMATTING PARAGRAPHS

In this section, you will learn about:

• Creating and merging paragraphs

• Aligning paragraphs
• Aligning text with click and type
• Paragraph spacing
• Line spacing
• Applying border/shading to paragraph/text
• Copying paragraph formats
Word Processing Lesson 6 – Formatting Paragraphs

6.1 CREATING AND MERGING PARAGRAPHS

Concepts
A paragraph is made up of a sentence or a number of sentences that deal with a
specific topic. Organizing the document into paragraphs helps the reader to
understand what has been written.

Steps
To create and merge paragraphs:

From the Student Folder, open PARFORM.DOCX.

If necessary, display the entire HOME tab and switch to Print Layout view.
1. Position the insertion point in the document where you Click after the word Mexico.
want to create a new paragraph.
The insertion point moves to the new location.

2. Press [Enter] to create a new paragraph. Press [Enter]

The line moves down and a new paragraph is created.

3. Press [Enter] again to insert a blank line. The Press [Enter]

blank line is inserted.

4. Position the insertion point in the document where you Click after the word
want to merge the paragraphs. warranted.
The paragraph is centred.
5. Press [Delete] twice to remove the line break and Press [Delete] twice
merge the paragraphs.
The line break is removed and the paragraphs are
merged.

6.2 ALIGNING PARAGRAPHS

Concepts
Word provides various paragraph formatting options. Paragraph alignment refers
to the way in which the lines of a paragraph are aligned in a document relative to
the left and right margins. There are four types of alignment: Left, Center, Right,
and Justify. The alignment type of the paragraph where your cursor is located is
indicated by the highlighted button in the Paragraph group on the HOME tab.

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Lesson 6 – Formatting Paragraphs Word Processing

Alignment Icons in the Paragraph Group

Steps
To align paragraphs using the alignment buttons:

From the Student Folder, open PARFORM.DOCX.

If necessary, display the entire HOME tab and switch to Print Layout view.
1. Position the insertion point in the paragraph you want Click in the text Feldman
to align, or select multiple paragraphs. Sparks Pte. Ltd. at the top of
The insertion point moves to the new location, or the the page.
paragraphs are selected.

2. Click the Align Right button to right align the

paragraph.
The paragraph is right-aligned.
3. Click the Align Left button to left align the paragraph.
The paragraph is left-aligned.

4. Click the Center button to centre the paragraph. The

paragraph is centred.

5. Position the insertion point in the paragraph you want Click in the first paragraph,
to justify. Thank you for choosing...
The insertion point moves to the new location.
6. Click the Justify button to justify the paragraph. The
paragraph is justified.

Practice the Concept: Left align the Dear Rob paragraph. Right align the
telephone and fax numbers located under the title. Select the last two paragraphs
in the body of the letter and justify them. Click anywhere to deselect the
paragraphs.

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Word Processing Lesson 6 – Formatting Paragraphs

6.3 ALIGNING TEXT WITH CLICK AND TYPE

Concepts
When you double-click in the document area and type, the text will be aligned
automatically depending on where you are clicking in the document.

For example, if you are clicking on the left of the document, then the text is aligned
left. If you click on the centre of the document, then the text is aligned centre. You
will notice that the Align Center button is activated. If you click on the right side of
the document, then the text is aligned right. You will notice that the Align Right
button is activated in the document.

Steps
To use the Click and Type feature to insert aligned text in a document:

If necessary, display the document in Print Layout view and scroll to view the
company name at the top of the letter.
1. Point to a blank area of the line where you want to Point to the blank line under
insert text and click once. the word Feldman at the top
The mouse pointer appears with an alignment symbol of the page and click once.
attached to it.

2. Point to a blank area of the line until the desired Move the mouse pointer to the
alignment symbol appears with the mouse pointer. centre of the line until a centre
The mouse pointer appears with the desired alignment character appears
alignment symbol. with it.

3. Double-click the mouse button. Double-click the mouse

The insertion point appears in the desired position. button.

4. Type the desired text. Type 1234 Leisure Drive, all

The text appears at the insertion point. on one line.

Italicise the text 1234 Leisure Drive.

6.4 PARAGRAPH SPACING

Concepts
Paragraph spacing refers to the vertical space between paragraphs. By default,
Word places 10pt spacing after each paragraph when you press the [Enter] key.

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Lesson 6 – Formatting Paragraphs Word Processing
You can insert extra space automatically before a paragraph, after a paragraph, or
both.

You can use the Line and Paragraph Spacing button to add or remove the
paragraph spacing.

1. Select the paragraph.

2. On the HOME tab, click the Line and Paragraph Spacing button in the
Paragraph group.

3. Select the required option from the list.

Paragraph Spacing

It is a good practice to use paragraph spacing options to apply spacing between

paragraphs rather than pressing the [Enter] key. As the ―Before‖ and/or ―After‖
spacing automatically add white space between paragraphs, you do not have to
press the [Enter] key twice to move the cursor to the next paragraph. These
paragraph spacing can make a document easier to read by ensuring that text is
spaced out evenly.

Steps
To modify paragraph spacing by increasing the space above and below a selected
paragraph.

If necessary, scroll to view the first paragraph in the body of the letter.

1. Position the insertion point in the paragraph for which Click in the Thank you for
you want to change the spacing. choosing... paragraph.
The insertion point moves to the new location.
2. Select the HOME tab. Click HOME.
The HOME tab contents appear.
3. Select the Paragraph dialog box launcher. The Click
Paragraph dialog box opens.

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Word Processing Lesson 6 – Formatting Paragraphs
4. Click the Indents and Spacing tab. Click the Indents and
The Indents and Spacing page appears. Spacing tab, if necessary.
5. Under Spacing, enter the desired spacing above the Click Before to 1 pt.
paragraph in the Before spin box.
The number appears in the Before spin box.

1 .5 LINE SPACING
Concepts
Line spacing is the distance between two lines in the document. By default, the
line spacing is set to 1.15 lines. You can increase or decrease this distance as
required. In the images below, you can compare different types of line spacing.
From left to right, these images show the single (1 line), one and a half (1.5 lines)
and double (2 lines) spacing.
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Page 71
Lesson 6 – Formatting Paragraphs Word Processing
6. Under Spacing, enter the desired spacing below the Click After to 6 pt.
paragraph in the After spin box.
The number appears in the After spin box.
7. Select OK.
The Paragraph dialog box closes and the spacing Click
above and below the paragraph changes accordingly.

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Word Processing Lesson 6 – Formatting Paragraphs
SUMMARY
Tech-savvy, solutions-oriented professional with experience in all aspects of agency operations. An advantage is
being a multitasking team player with training solutions knowledge.

Single (1)
Line Spacing

Steps
SUMMARY SUMMARY
Tech-savvy, solutions-oriented
Tech-savvy, solutions-oriented
professional with experience in all
professional with experience in all
aspects of agency operations. An
advantage is being an multitasking aspects of agency operations. An
team player with training solutions
advantage is being an multitasking
knowledge.
team player with training solutions

knowledge.

One and Half (1.5) Double (2)

Line Spacing Line Spacing

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Page 73
Lesson 6 –
Formatting
Paragraphs Word
Processing
Line Spacing
Options
Modify line spacing in a paragraph.

If necessary, display the HOME tab. Scroll to view the first paragraph in the body
of the letter.
1. Position the insertion point in the paragraph for which Click in the paragraph Thank
you want to change the line spacing. you for choosing...
The insertion point moves to the new location.
2. Click the arrow on the Line Spacing button in the
Paragraph group.
A list of available line spacing options appears, with a
checkmark next to the current line spacing.

3. Select the desired line spacing option. Click 1.0

The line spacing is applied to the selected paragraph.

Practice the Concept: Select the 2nd paragraph and set the line spacing to 1.5.
Select the 3rd paragraph and set the line spacing to 2.0.

6.6 APPLYING BORDER/SHADING TO

PARAGRAPH/TEXT
Concepts
Differentiate a paragraph or text by applying a box border or shading. You can
apply the borders and shading to either the paragraph or selected text.

Page 74 Prepared
by Henry Mideko-
0725538263
Word Processing Lesson 6 – Formatting Paragraphs

Box Border

Steps
To apply a box border and shading to a paragraph/text.

If necessary, display the HOME tab.

1. Position the insertion point in the paragraph. Click in the paragraph Thank
The insertion point moves to the new location. you for choosing...

2. In the Paragraph group, click on the Borders button Click and select
list arrow and select Borders and Shading option. Borders and Shading
The Borders dialog box appears.
3. Select a border setting and click OK. Click Box under Setting, set
The preview area displays the box border. the Apply to: Paragraph and
click OK.

4. Click on the Shading button list arrow in the

Paragraph group and select shading color. Click and select Light
The shading is applied. Blue.

Tip: To apply border to selected text, set the Apply to: Text in the Borders dialog
box.

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Lesson 6 – Formatting Paragraphs Word Processing

6.7 COPYING PARAGRAPH FORMATS

Concepts
You can copy paragraph formats from one paragraph to another. As a result, the
paragraph spacing and the line spacing options are copied from the source
paragraph to the destination paragraph.

Steps
To copy the format of one paragraph and paste it to another paragraph using the
Format Painter feature.

If necessary, display the HOME tab.

Scroll to view all three paragraphs in the body of the letter.

1. Position the insertion point in the paragraph containing Click in the paragraph Thank
the formatting you want to copy. you for choosing...
The insertion point moves to the new location.
2. Click the Format Painter button in the Clipboard
group.
The mouse pointer changes into an I-beam with a
paintbrush to the left.

3. Click in the paragraph you want to format. Scroll as necessary and click
The paragraph format is applied to the new paragraph. in the second paragraph in the
body of the letter.

Practice the Concept: Copy the paragraph formatting to the third paragraph in the
body of the letter. Then, click the Show/Hide button in the Paragraph group to
display all the formatting marks, if necessary. Delete the paragraph marks directly
above and below the second paragraph, The enclosed packet includes.... Finally,
hide the formatting marks and close the task pane.

Close PARFORM.DOCX without saving.

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Word Processing Lesson 6 – Formatting Paragraphs

6.8 REVIEW EXERCISE

Change the paragraph formatting in a document
1. Open Formatex.docx.
2. Left align the paragraph To our valued customers:.
3. Change the line spacing for the list from Special offers to Promotional items to
1.5 lines.
4. Change the paragraph spacing in the paragraph beginning Morning to 12 points before
and 12 points after.
5. Use the Format Painter to copy the Morning paragraph format to the Midday and
Evening paragraphs.
6. Centre the first paragraph on the second page, Directions to....
7. Close the document without saving.

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Page 77
LESSON 7 - INDENTING PARAGRAPHS
In this section, you will learn about:

• Changing the left indent

• Indenting the first line
• Creating a hanging indent
Creating a right indent
Word Processing Lesson 7 – Indenting Paragraphs

7.1 CHANGING THE LEFT INDENT

Concepts
Indentation determines the gap between the paragraph and either the left or the
right margin. You can resize the gap between the margin and the paragraph or
group of paragraphs by increasing or decreasing the indentation. You can pull the
paragraph out towards the left margin by creating a negative indent (also known
as outdent). You can also create a hanging indent, in which the first line of the
paragraph is not indented, but subsequent lines are.

The Indent buttons in the Paragraph group on the HOME tab move the paragraph
to the next tab stop. By default, tab stops are set every half-inch (0.5 in or 1.27
cm).

You can use the Increase Indent button to indent a paragraph to the right in half-
inch increments and the Decrease Indent button to decrease a paragraph indent
in half-inch increments.

Steps
From the Student Folder, open INDPAR.DOCX.

Change the left indent of a paragraph.

If necessary, display the HOME tab.

1. Position the insertion point in the paragraph you want Click in the special offers line.
to indent.
The insertion point appears in the new location.

2. Click the Increase Indent or Decrease Indent button

in the Paragraph group.
The paragraph indent changes accordingly. Click three times.

Practice the Concept: Select the three other paragraphs that make up the list
(discounts, free samples, and promotional items) and the blank lines between
them, and indent them one and a half inches, to line up under special offers.
Select the entire list and use the Decrease Indent button to decrease the indent
by one tab stop, to one inch.

You can also set the left indent using the Paragraph dialog box.

1. Select the paragraph(s).

2. On the HOME tab, click the Paragraph dialog box launcher.

3. Set the required left indent under the Indentation section.

4. Click OK.
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Lesson 7– Indenting Paragraphs Word Processing

Setting left indent using the paragraph dialog box.

7.2 INDENTING THE FIRST LINE

Concepts
If you wish, you can indent only the first line of a paragraph. The first line indent is
often used to begin a paragraph of text. It is easy to create this type of indent using
the horizontal ruler.

The indent marker on the left side of the horizontal ruler is actually composed of
two indent markers and a box. The top triangle is the First Line Indent marker
and the bottom triangle is the Hanging Indent marker. The First Line Indent
marker and the Hanging Indent marker move independently of each other;
however, you can drag the Left Indent marker (the box) to move the First Line
Indent and Hanging Indent markers simultaneously.
Indent Marker Use
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Word Processing Lesson 7 – Indenting Paragraphs
First Line Indent Indents only the first line of the selected paragraph(s) from the left
margin.

Hanging Indent Indents all lines of selected paragraph(s) except the first line from
the left margin.

Left Indent Moves both the First Line Indent marker and the Hanging Indent
marker simultaneously.

Indenting the First Line

Steps
Indent the first line of a paragraph using the horizontal ruler.

1. If the rulers are hidden, select the Ruler option in the Click Ruler.
Show group of the VIEW tab.
The rulers are displayed.
2. Select the paragraphs you want to indent. The Scroll as necessary and
paragraphs are selected. drag to select the two
paragraphs beginning
Morning and Midday.
3. Drag the First Line Indent marker on the horizontal Drag
ruler to the desired position.
A dotted line appears as you drag and the indent is
applied to the first line of each selected paragraph
when you release the mouse button.

Practice the Concept: Place the insertion point anywhere in the Morning or
Midday paragraphs. Select Format Painter in the Clipboard group on the HOME
tab. Click in the Evening paragraph to apply the same indented formatting.
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Lesson 7– Indenting Paragraphs Word Processing
You can also set the first line indent using the Paragraph dialog box.

1. Select the paragraph(s).

2. On the HOME tab, click the Paragraph dialog box launcher.

3. Under the Indentation section, set Special to First Line.

4. Set the required first line indent amount in the By box.

5. Click OK.

Setting First Line Indent using the Paragraph Dialog Box

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Word Processing Lesson 7 – Indenting Paragraphs

7.3 CREATING A RIGHT INDENT

Concepts
You can indent a paragraph from the right margin. You may want to do this, for
example, to make a paragraph stand out on a page or to indicate a subordinate
paragraph.

You can indent selected text from the right margin by dragging the Right Margin
marker on the horizontal ruler. The Right Margin marker is identical to the
Hanging Indent marker, except that it appears alone near the right end of the
horizontal ruler.

Steps
Indent the right margin of a paragraph using the horizontal ruler.

If necessary, scroll the document to display the right indent marker.

1. Select the paragraphs you want to indent. The Drag to select the three
paragraphs are selected. paragraphs beginning Morning,
Midday, and Evening.
2. Drag the Right Indent marker on the horizontal Drag
ruler to the desired position.
The paragraph indent changes accordingly.

You can also set the right indent using the Paragraph dialog box.

1. Select the paragraph(s).

2. On the HOME tab, click the Paragraph dialog box launcher.

3. Set the required right indent under the Indentation section.

4. Click OK.

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Lesson 7– Indenting Paragraphs ICDL Word Processing

Setting Right Indent using the Paragraph Dialog Box

Close INDPAR.DOCX without saving the changes.

7.4 REVIEW EXERCISE

Indenting Paragraphs
1. Open IndentEX.docx.

2. Create a first line indent of 0.5 inch (one tab stop) in the paragraph beginning Welland
GoldSmith manufactures....

3. Increase the indent of the list starting with the word Equipment and ending with the
word Memorabilia three tab stops to the right.

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Word Processing Lesson 7 – Indenting Paragraphs

4. Create a hanging indent of 1.5 inches (three tab stops) for the Equipment paragraph
below the list.

5. On page 2, indent the paragraph under Terms and Conditions of Sale one tab stop
to the right. Then, create a right indent at one tab stop to the left for the same
paragraph.

6. Close the document without saving it.

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Page 85
LESSON 8 - CHARACTER AND PARAGRAPH STYLE

In this section, you will learn about:

• Applying a character style

• Applying a paragraph style
ICDL Word Processing
Lesson 8 Character and Paragraph Style

8.1 APPLYING A CHARACTER STYLE

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

• Character styles are used to format individual characters within a

paragraph.

• Paragraph styles are the most important styles. They are called paragraph
styles because when you use a paragraph style, Word can format a whole
paragraph of text at a time.

Steps
Open EDIT.DOCX.

To apply a character style:

1. Select the HOME tab. Click HOME.

The HOME tab is displayed.

2. Drag to select the text that you want to apply a Drag to select the text 45
character style to. days under the heading
The text is highlighted as you drag. Payment.

3. Release the mouse button. The Release the mouse button.

text is selected.

4. Click the More button to view the styles available. The

Quick Styles gallery expands. Click in the Styles group
on the Home tab.
5. Click the required style. Click Intense E... (Intense
The text is formatted in the new style. Emphasis).

6. Click in the document to deselect the text. The Click anywhere in the
text is deselected. document area.

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– ICDL Word Processing

Lesson 8 – Character and Paragraph Style

8.2 APPLYING A PARAGRAPH STYLE

Concepts
Styles can be applied to the current paragraph by simply placing the insertion point
anywhere in the paragraph. You do not need to select the text.

Steps
Open EDIT.DOCX.

To apply a paragraph style:

1. Select the HOME tab. Click HOME.

The HOME tab is displayed.

2. Click in the paragraph that you want to apply a style to. Click into the paragraph Prior
The insertion point displays in the paragraph. to return… under the heading
Returns.

4. Click the More button to view the styles available. The

Quick Styles gallery expands. Click in the Styles group
on the Home tab.
5. Click the required style. Click List Paragraph.
The text is formatted in the new style.

6. Click in the document to deselect the text. The Click anywhere in the
text is deselected. document area.

Close EDIT.DOCX.

Page 88 KE000033 © 2016

LESSON 9 - BULLETS AND NUMBERINGS

In this section, you will learn about:

• Typing a numbered or bulleted list

• Applying numbers or bullets to text
• Adding a numbered or bulleted item
• Removing numbers or bullets from text Changing a bullet or number style
Lesson 9 - Bullets and Numberings Word Processing

9.1 TYPING A NUMBERED OR BULLETED LIST

Concepts
You can add bullets or numbers to existing text, or Word can automatically create
lists as you type.

By default, if you start a paragraph with an asterisk or a number 1. Word

recognises that you are trying to start a bulleted or numbered list. If you don't want
your text turned into a bulleted or numbered list, you can click the AutoCorrect
Options button that appears.

Paragraph Group Showing Numbering and Bullets Icons

Steps
Typing a bulleted or numbered list style.

From the Student Folder, open FeldmanSuccess.docx.

Display the rulers, if necessary, by clicking the Ruler option in the Show group of
the VIEW tab.
1. Select the HOME tab, if necessary. Click HOME, if necessary.
The HOME tab is displayed.

2. Select the desired section where you want to insert a Click below the header
bulleted or numbered list. ―Product By Order of
Sales”.
The inserted point appears at desired section.

3. Type in 1. followed by a space and the first entry and Type CoriMax.
press [Enter].
The bulleted text is displayed.

4. Type in the second entry and press [Enter]. Type CallTee.

The bulleted text is displayed.

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Word Processing Lesson 9 – Bullets and Numbering
5. Type in the third entry and press [Enter]. Type Maxiflexi.
The bulleted text is displayed.

6. Type in the fourth entry and press [Enter]. Type DashCall.

The bulleted text is displayed.

7. Type in the fifth entry and press [Enter]. Type Jalash.

The bulleted text is displayed.

9.2 APPLYING NUMBERS OR BULLETS TO TEXT

Concepts

Bullet Options Number Options

Steps
From the Student Folder, open FeldmanSuccess.docx, if necessary.

Applying numbers or bullets to text.

Display the rulers, if necessary, by clicking the Ruler option in the Show group of
the VIEW tab.

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Page 91
Lesson 9 - Bullets and Numberings Word Processing
1. Highlight the items you want to apply numbers or Highlight all items under
bullets. Success-Satisfaction
The list items are highlighted. Metrics.

2. Select the HOME tab, if necessary. The Click HOME, if necessary.

HOME tab is displayed.

3. Select the drop down list of the Bullets button in the Click .
Paragraph group.
The Bullets Library gallery opens.
4. Select an option. Click a bullet style.
The bullet list is created.

Proceed to the next section without closing the document.

9.3 ADDING A NUMBERED OR BULLETED ITEM

Concepts
New entries can be added to the existing list just by typing the new entries at the
end of the list or in the middle of the existing list.

Steps
Adding a numbered or bulleted item.

If necessary, scroll to view all the text under the Product – by order of sales
heading.
1. Select at the end of the last product. The Click at the end of Jalash and
last product is selected. press Enter.

2. Enter a new product name. Type a new name

The new product name is entered. CheapDiscount.

A new item is inserted in the list.

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Word Processing Lesson 9 – Bullets and Numbering

9.4 REMOVING NUMBERS OR BULLETS FROM TEXT

Concepts
The bullets or the numbers can be easily removed from the text by just selecting
the bulleted text or the numbered text and then selecting the bullets or the
numbering button from the Paragraph group.

Steps
Removing numbers or bullets from text.

If necessary, scroll to view the Product by order of sales heading.

1. Select the list items you want to remove numbers or Highlight the CoriMax text to
bullets from. the Jalash text under the
The text, but not the bullets, is highlighted as you drag. Product – by order of sales
heading.

2. Select the Bullets or Numbering button in the Click

Paragraph group, and select None. , and click None
The bullets or numbers are removed from the text. in the bullet library.

Click anywhere in the document to deselect the text.

9.5 CHANGING A BULLET OR NUMBER STYLE

Concepts
The bullets or the numbers that have been applied to the existing list can be
changed to another option from the Bullet library or the Numbered library.

Steps
To change a bullet or number style, scroll as necessary to view all the text under
the Product by order of Sales heading.

1. Highlight the items you want to apply numbers or Highlight all the items under
bullets. Product by order of Sales -
The list items are highlighted as you drag. CoriMax, CallTee, MaxiFlexi,
DashCall, Jalash,
CheapDiscount.

2. Select the HOME tab, if necessary. The Click HOME, if necessary.

HOME tab is displayed.

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Page 93
Lesson 9 - Bullets and Numberings Word Processing
3. Select the drop down list of the Numbering button in Click .
the Paragraph group.
The Numbering Library gallery opens.
4. Select a numbering option.
A list changes to a numbered list.
Click .

Close the document without saving it.

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Word Processing Lesson 9 – Bullets and Numbering

9.6 REVIEW EXERCISE

Apply and create number and bulleted lists in a document
1. Open Managers.docx
2. Number each item in the MANAGERS list using any numbered style.
3. Click anywhere outside of the list on the first page.
4. Scroll down to the EMPLOYEES list and number the list. Use the 1), a), i) style in the
Multilevel List gallery.
5. Close the document without saving it.

Prepared by Henry Mideko-0725538263

Page 95
LESSON 10 - CHECKING SPELLING AND GRAMMAR

In this section, you will learn about:

• Checking spelling/grammar as you type

• Automatic hyphenation
• Running the spelling and grammar checker
• Adding words to the custom dictionary
10.1 CHECKING SPELLING/GRAMMAR AS YOU TYPE
Concepts
Microsoft Word checks spelling and grammar automatically as you type, indicating
possible spelling mistakes with a wavy red underline and possible
grammatical mistakes with a wavy green underline.

Word Options Dialog Box Showing Correcting Spelling and Grammar Options

Steps
From the Student Folder, open PRDLISTSPELL.DOCX.

If necessary, show the formatting markings.

1. Select the FILE tab.
Click
The Backstage View is displayed.
2. Select the Options button.
The Word Options dialog box opens. Click
3. Select Proofing from the left pane of the Word Options .
dialog box.
Click
The Proofing options are displayed.

4. Select Check spellings as you type from the right Click Check spellings as you
pane. type.
The selected options are applied.
5. Select OK to accept the changes.
The Word Options dialog box closes. Click

Proceed to the next section without closing the document.

KE000033
Lesson 10– Checking Spelling and Grammar ICDL Word Processing
ICDL Word Processing Lesson 10 – Checking Spelling and Grammar

10.2 AUTOMATIC HYPHENATION

Concepts
When automatic hyphenation is enabled, Word automatically inserts hyphens
when they are needed, for example when a word is too long to fit at the end of a
line. If the word moves to a different position because of editing, the optional
hyphen is removed.

The automatic hyphenation option helps create visually appealing document that
displays evenly spaced words.

Non-hyphenated Paragraph

Hyphenated Paragraph

Steps
1. Select the PAGE LAYOUT tab.
The contents of the PAGE LAYOUT tab Click
appear.

2. Click Hyphenation in the Page Setup group. Click Hyphenation.

The Hyphenation selection appear.

3. Select Automatic. Click Automatic.

The Automatic option is selected.

Proceed to the next section without closing the document.

© 2016 Page 95
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10.3 RUNNING THE SPELLING AND GRAMMAR
CHECKER
Concepts
Word has a built-in library consisting of tens of thousands of words. Every time
you type a word, it’s checked against that dictionary. When the word isn’t found,
it’s marked with a red wavy underline in your document.

When you have finished typing your document, you can run the Spelling and
Grammar checker to check for errors or sentences and words that need
reconsideration.

Steps
Run the Spelling and Grammar checker.

From the Student Folder, open PRDLISTSPELL.DOCX.

1. Select the REVIEW tab. Click REVIEW.
REVIEW tab is displayed.

2. Select Spelling & Grammar in the Proofing group.

The Spelling pane is displayed with the word Produt
highlighted in red color. The Suggestions box
displays the correct spelling.
Click

3. Select Change to change the misspelled words to

correct spelling. Click

The misspelt word is changed with the correct spelling.

4. Select Ignore to add words that are not recognised by

the built-in Spell Check. Click

The Spelling pane is displayed with the word CoriMax

highlighted. The Suggestions box displays similar
words related to CoriMax.

5. Select Delete to remove repeated words

Click
The repeated word is deleted. Checking for the rest of
the document continues.

Proceed to the next section without closing the document.

KE000033
Lesson 10– Checking Spelling and Grammar ICDL Word Processing
ICDL Word Processing Lesson 10 – Checking Spelling and Grammar

10.4 ADDING WORDS TO THE CUSTOM DICTIONARY

Concepts
The spelling checker compares the words in the document with those in the main
dictionary. The main dictionary contains most common words, but it might not
recognise many proper nouns, including place names and people’s names, that
may regularly appear in your documents.

Also, some words might be capitalised differently in the main dictionary to how you
would like them to appear in your documents.

Adding these words to the dictionary will prevent the spelling checker from
incorrectly flagging them as mistakes.

Steps
Adding words to the Custom Dictionary.

Open PRDLISTSPELL.DOCX. Notice that the product names have a red wavy
line under it.
1. Select the REVIEW tab. Click REVIEW.
REVIEW tab is displayed.

2. Select Spelling & Grammar button.

The Spelling pane is displayed with the word
CoriMax highlighted in red color. The
Suggestions box displays the correct spelling.
Click

3. Select Add. Click

The word is added to the dictionary.

Close the document, without saving.

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© 2016 Page 97

10.5 REVIEW EXERCISE

Using Spelling and Grammar to review a document
1. Open EDIT.docx.
2. Run the Spelling and Grammar checker to correct all the spelling and the grammar errors
present in the document.
3. Add the words Welland GoldSmith to the custom dictionary.
4. Close EDIT.docx.

KE000033
LESSON 11 - USING FIND AND REPLACE

In this section, you will learn about:

• Using Find
• Using Replace
ICDL Word Processing
Lesson 11 - Using Find and Replace

11.1 USING FIND

Concepts
You can use Microsoft Word to find and replace text, formatting, paragraph breaks, page
breaks, and other items. You can broaden your search by using wildcards to find words or
phrases that contain specific letters or combinations of letters.

Editing List Options Navigation Pane Showing the Search Results

Steps
From the Student Folder, open CGA.DOCX.

Use the Find feature to find text in a document. If necessary, go to the top of the document.
1. Go the Editing group under the HOME tab.
The Editing list is displayed

2. Select the Find button under the Editing list. Click

The Navigation pane is displayed.

Lesson 11 – Using Find and Replace

© 2016 KE000033 Page 103

ICDL Word Processing

3. Type the text you want to find in the search Type gift
box.
All occurrences of the search text are
highlighted in the document.

4. Select the Next Search Result arrow in the

Navigation pane to go to the next Click
occurrence of the search text.
The next occurrence of the search text is
highlighted, or a Microsoft Office Word
message box notifies you that it has finished
searching the document.

11.2 USING REPLACE

Steps
Use the Replace feature to replace specific text with some other text. If necessary, go to
the top of the document.
1. Select the Replace button in the Editing group on the Click
HOME tab.
The Find and Replace dialog box opens, with the text
in the Find what box selected.

2. Type the text you want to find in the Find what box. Type foundation.
Make sure the text you type in does not have any
formatting.
The text appears in the Find what box.
3. Select the Replace with box. Press [Tab].
The insertion point appears in the Replace with box.
4. Type the desired replacement text. Type organisation.
The text appears in the Replace with box.
5. Select Find Next.
Click
The first occurrence of the search text in the document
is highlighted.

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ICDL Word Processing
Lesson 11 - Using Find and Replace
6. Select Replace to replace the current occurrence with
Click
the replacement text, Replace All to replace all
occurrences with the replacement text, or Find Next to
skip the current occurrence.
The text is either replaced or skipped and the next
occurrence of the search text is highlighted, or a
Microsoft Office Word message box notifies you that it
has finished searching the document.

7. Select OK when Word has completed the search. Click OK

The Microsoft Office Word message box closes.
8. Select Close when you have finished replacing text. Click
The Find and Replace dialog box closes.

Click anywhere in the document to deselect the text.

Close CGA.DOCX.

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Lesson 11 – Using Find and Replace

11.3 REVIEW EXERCISE

Using Find and Replace in a document
1. Open FINDEX.DOCX.
2. Replace all occurrences of the word sample with the word product.
4. Close the document without saving it.
ICDL Word Processing

LESSON 12 - HEADERS AND FOOTERS

In this section, you will learn about:

• Creating header/footer using the galleries

• Inserting page numbers using the galleries
• Inserting the current date Inserting the file
name

Prepared by Henry Mideko-0725538263

Page 107
Lesson 12 - Headers and Footers Word Processing

12.1 CREATING HEADERS/FOOTERS USING THE

GALLERIES
Concepts
You can add headers and footers to Word documents. A header is text that
appears at the top of every page, whereas a footer is text that appears at the
bottom of every page.

Header Gallery List

Steps
From the Student Folder, open HeaderFooter.docx.

Create headers/footers using the galleries.

1. Select the INSERT tab.
Click
The INSERT tab is displayed.

2. Select the Header button from the Header &

Footer group.
The Header gallery is displayed.
Click

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Word Processing Lesson 12 - Headers and Footers

3. From the gallery of headers, select the Scroll as necessary and click
desired header. Banded.
The selected header is applied to the
document and the insertion point is
positioned in the header. The Header &
Footer Tools Design contextual tab is
displayed.

4. Edit the header as desired. Leave the header text as it is; it is

using the Title field specified in
document properties.

5. Select the Footer button on the Header &

Footer Tools Design tab.
The Footer gallery is displayed.
Click

6. From the gallery of footers, select the desired Scroll as necessary and click
footer. Banded.
The selected footer is applied to the
document and the insertion point is
positioned in the footer.

7. Edit the footer as desired. The Press [Delete] twice to remove the
footer is edited. page number.

Proceed to the next section without closing the document.

12.2 INSERTING PAGE NUMBERS USING THE

GALLERIES
Concepts
If you want a page number on each page, and you don't want to include any other
information, such as the document title or the location of the file, you can quickly
add a page number from the gallery.

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Page 109
Lesson 12 - Headers and Footers Word Processing

Page Number List Options

Steps
Insert page numbers using the gallery.

Open HeaderFooter.DOCX, if necessary. Make sure you are in Print Layout

view.
1. Select the INSERT tab.
Click
The INSERT tab appears.

2. Select Page Number in the Header & Footer

group.
The Page Number menu opens.

Click

3. Point to the relevant option depending on the

required location of the page number. Point to
The Page Number submenu opens.

4. Select an option, based on the desired location Click Accent Bar, Left
and style.
The page number is inserted. The Header
opens, with the Header & Footer Tools tab
showing.

5. Click Close Header and Footer.

The Header closes and, the HOME tab is
displayed.

Click

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Word Processing Lesson 12 - Headers and Footers

Close HeaderFooter.DOCX.

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Page 111
Lesson 12 - Headers and Footers Word Processing

12.3 INSERTING THE CURRENT DATE

Concepts

Date and Time Dialog Box

Steps
Insert the current date into the header or footer of a document.

From the Student Folder, open EquipmentReview.docx.

1. Select the INSERT tab. Click
The INSERT tab displays.

2. Select the Header or Footer button in the

Header & Footer group. Click
The Header or Footer gallery displays.

3. Select the Edit Header or Edit Footer option.

The Header or Footer area opens for editing Click
and the Header & Footer Tools tab displays.

4. Select the Date & Time button in the Insert

group.
The Date and Time dialog box opens.

Click
5. Select the desired date format. Click the third option in the list.
The desired format is selected.

Prepared by Henry Mideko-0725538263

Word Processing Lesson 12 - Headers and Footers

6. Select OK. Click OK.

The Date and Time dialog box closes and the
date is inserted in the header or footer.

7. Position the insertion point where you want to Press [Tab] once.
insert the filename.
The insertion point appears in the new location.

Proceed to the next section.

12.4 INSERTING THE FILE NAME

Concepts
You can place document information such as a file name, author, computer path,
or subject into the header or footer.

Steps
Ensure the insertion point is at the required position in the header or footer area.
1. Select the Document Info button in the Insert
group.
The Document Info menu displays.
Click

2. Select File Name Click File Name.

The file name is inserted.

3. Click Close Header and Footer.

The header closes and, the HOME tab is
displayed.

Click

Close the document without saving it.

[Type here]
Lesson 12 - Headers and Footers Word Processing

12.5 REVIEW EXERCISE

Create headers and footers for document
1. Open Headerex.docx.
2. Insert a blank header on the 2nd page. Add the current date, using the format that
includes the day of the week.
3. Insert a page number in the middle of footer on the 2nd page.
4. Close the document without saving it.

Prepared by Henry Mideko-0725538263

LESSON 13 - WORKING WITH TABS AND TABLES

In this section, you will learn about:

• Using tab stops

• Setting tab stops
• Deleting tab stops
• Clearing all tabs
• Inserting a table
• Navigating a table
• Selecting the table
• Inserting rows and columns into a table
• Adding text to a table
• Hiding and showing gridlines
• Inserting rows and columns into a table
• Changing column width and row height
• Drawing a table
• Adding a border to a table
• Removing a border from a table
• Adding and removing shading
Lesson 13 – Working with Tabs and Tables ICDL Word Processing

13.1 USING TAB STOPS

Concepts
You can use tabs to space text, if you want the text to appear at fixed locations
across the page. It is good practice to use tabs in this way to create spacing
instead of inserting spaces using the spacebar. It makes the selection and editing
of the text and spaces so much easier and more efficient.

By default, the insertion point will move to the right every time you press the [Tab]
key.

Tab Key

You can create multiple tabs per paragraph at any location. You can use the Tab
button on the horizontal ruler to switch between the available tabs (left, right,
centre, decimal [for numerical data], bar).

Click on the on the ruler to adjust the types of tab to insert. If the ruler is not
visible, click the VIEW tab and check the Ruler option in the Show group.

Sample with Three Tab Stops

Set Left Tab

The different available tabs position text differently. Text and numbers are aligned
left to a left-aligned tab stop, centred under a centre tab stop, and aligned right to
a right-aligned tab stop. The first decimal point or period in text or a number is
aligned to a decimal tab stop. You can use decimal tabs when you are entering a
list of numbers and you want their decimal points to align. The bar tab inserts a
vertical bar at the tab stop.

RIGHT
LEFT CENTER DECIMAL

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ICDL Word Processing Lesson 13 – Working with Tabs and Tables
Gold High Australia 984.30.

Platinum Medium Russia 894.20

Silver Low Chile 16.26

Setting Tabs

13.2 SETTING TAB STOPS

Concepts
Tab stops can be positioned anywhere on a line, and you can set a combination of
different tabs.

You can create tab stops by clicking the Tab Selector button on the left side of
the horizontal ruler until the desired tab character is displayed. You then click the
desired location on the horizontal ruler. You can also use the Tabs dialog box to
enter a tab type and location.

Once you have created tab stops, you can start typing the tabbed text on a line
formatted with the chosen tabs. Every time you press the [Enter] key, you insert
another paragraph formatted with the same tab stops.

Steps
From the Student Folder, open TABRPT.DOCX.

Set tab stops. If necessary, display the horizontal ruler.

Use the Show/Hide button in the Paragraph group on the Home tab to display
the formatting marks.
1. Position the insertion point in the line to which you want Click in the line below
to add a tab stop. Regional Expense Report.
The insertion point appears in the new position.

2. To set a left-aligned tab, click the Tab Selector button Click to , if necessary.
until the Left Tab character appears.
The left-aligned tab character appears.

3. Click the horizontal ruler at the desired location for the Click at 1 cm on the horizontal
tab stop. ruler.
The left-aligned tab stop appears on the ruler at the
selected location.

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Lesson 13 – Working with Tabs and Tables ICDL Word Processing

4. To set a centre tab, click the Tab Selector button until Click to .
the Center Tab character appears.
The centre tab character appears.

5. Click the horizontal ruler at the desired location for the Click at 4 cm on the horizontal
tab stop. ruler.
The centre tab stop appears on the ruler at the
selected location.

6. To set a right-aligned tab, click the Tab Selector Click to .

button until the Right Tab character appears.
The right-aligned tab character appears.

7. Click the horizontal ruler at the desired location for the Click at 8 cm on the horizontal
tab stop. ruler.
The right-aligned tab stop appears on the ruler at the
selected location.

8. To set a decimal tab, click the Tab Selector button Click to .

until the Decimal Tab character appears.
The decimal tab character appears.

9. Click the horizontal ruler at the desired location for the Click at 10 cm on the
tab stop. horizontal ruler.
The decimal tab stop appears on the ruler at the
selected location.

Press [Tab] to move to the first tab stop and type the word Northeast. Press [Tab]
to move to the next tab stop and continue entering text as shown in the chart
below. At the end of the line, press [Enter] to start a new paragraph and then type
the second line.

Northeast Stephanie Smith 610-555-1234 $56.45

Southeast Nathan Brown 404-321-8563 $100.25

Close TABRPT.DOCX.

Tip: You can also set the tabs using the Tabs dialog box. You can access the Tabs
dialog box by opening the Paragraph dialog box launcher on the HOME tab and
clicking the Tabs… button.

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ICDL Word Processing Lesson 13 – Working with Tabs and Tables

Setting Tab Stops using the Tabs Dialog Box

Practice the concept – Setting Tab stops

1. Create a new, blank document.

2. On the HOME tab, click the dialog box launcher for the Paragraph group.

3. Click the Tabs button.

4. To set a left tab at position 1 cm:

a. Type 1.0 in the Tab stop position box.

b. If necessary, select Left under Alignment.

c. Click Set.

5. To set a centre tab at position 3 cm:

a. Type 3.0 in the Tab stop position box.

b. If necessary, select Center under Alignment.

c. Click Set.

6. Repeat the steps to set the following two tab stops:

a. Right tab at position 8.0 cm

b. Decimal tab at position 12.0 cm 7. Click OK.

Tab Settings on the Ruler

© 2016 KE000033 Page 119

Lesson 13 – Working with Tabs and Tables ICDL Word Processing

13.3 DELETING TAB STOPS

Concepts
Although you can use the Tabs dialog box to delete tab stops, you can also simply
drag them off the horizontal ruler.

Steps
From the Student Folder, open TABS.DOCX.

Delete and move tab stops using the ruler.

1. To delete a tab stop, select the text from which you Triple-click Region.
want to remove the tab stop.
The text is selected.

2. Drag the desired tab character off the ruler. Drag the left tab at 1 cm off
The tab stop is removed from the ruler and any text the ruler.
aligned to the tab stop moves to the next tab stop to
the right.

As an alternative, to delete a tab stop using the Tabs dialog box, select the tab
stop to delete and click the Clear button.

13.4 CLEARING ALL TABS

Concepts
After typing all of your tabbed text, you may want to be able to return to the default
tabs in order to enter more tabbed or paragraph text. You can return to the default
tab set by placing the insertion point below the tabbed text and then clearing the
existing tabs. Clearing tabs removes them from the current or selected
paragraph(s).

You can choose to clear a specific tab, or you can clear all tabs simultaneously. A
quick way of clearing tabs is to use the Tabs dialog box.

Steps
Clear all tabs.

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ICDL Word Processing Lesson 13 – Working with Tabs and Tables

If necessary, display the horizontal ruler in Print Layout view and display the
formatting marks. Also, it may be easier to work with the tab stops if you zoom to
Text width.

From the Student Folder, open TABS.DOCX.

1. Select the paragraph(s) from which you want to clear Drag to select all the text.
the tabs.
The paragraph is selected.

2. Select the Paragraph launcher arrow. The

Paragraph dialog box opens. Click in the Paragraph
group.
3. Select the Tabs button.
The Tabs dialog box opens. Click

4. Select Clear All. Click Clear All.

All tab stops are cleared.

5. Select OK. Click OK.

The Tabs dialog box closes, and no tabs appear on
the horizontal ruler.

Close TABS.DOCX without saving.

13.5 INSERTING A TABLE

Concepts
It can be useful to display information in a table format. For example, a list of
products with different features might best be presented in a table.

A table is made up of horizontal rows and vertical columns, and the intersection of
a row and a column is a cell. You can enter text and numbers into each cell.

You can use different methods to insert a table. You can use the Insert Table dialog
box to enter the desired rows and columns and other requirements, or you can drag
to select the required number of cells in the Insert Table grid. Another option is to
use the Draw Table feature to draw your own table.

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Lesson 13 – Working with Tabs and Tables ICDL Word Processing

Insert a Table

Steps

Create a table.

If necessary, create a new, blank document.

1. Select the INSERT tab.
Click
The INSERT tab is displayed.

2. Select the Table button in the Tables group.

The Insert Table menu opens, including the Insert
Table grid.

Click

3. Drag across the Insert Table grid to select the Drag a 3x3 Table.
number of rows and columns in the table.
A table with the specified number of rows and
columns appears in the document when you release
the mouse button. The Table Tools tabs display.

Save the document in the Student Folder as TABLE1.DOCX. Proceed to the next
section without closing the document.

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ICDL Word Processing Lesson 13 – Working with Tabs and Tables

13.6 NAVIGATING A TABLE

Concepts
You can navigate within the table using the mouse and the keyboard. You can use
the arrow keys from the keyboard to move up, down, right, or left.

Steps
Navigate a table with the mouse and keyboard.
1. Click in the cell you want to select. The Click in the centre cell of the first
insertion point appears in the new row.
location.

2. Press [Tab] to move to the next cell. Press [Tab]

The insertion point moves to the next cell.

3. Press [Shift+Tab] to move to the previous cell. Press [Shift+Tab]

The insertion point moves to the previous cell.

4. Press [Down] to move down one cell. Press [  ]

The insertion point moves to the cell below the
current cell.

5. Press [Right] to move right one cell. The Press [  ]

insertion point moves to the cell to the
right of the current cell.

6. Press [Left] to move left one cell. Press [  ]

The insertion point moves to the cell to the left
of the current cell.

7. Press [Up] to move up one cell. Press [  ]

The insertion point moves to the cell above the
current cell.

13.7 SELECTING THE TABLE

Concepts
You have to select the table or parts of a table in order to carry out actions such as
formatting or editing. The easiest way to select an entire table is by using the Table
Move Handle. Place the mouse over the table, and click the Table Move Handle on
the top left corner.

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Lesson 13 – Working with Tabs and Tables ICDL Word Processing

Selecting a Table using the Table Move Handle

You can also select the table or parts of the table using the Select button in the
Table group of the TABLE TOOLS LAYOUT tab.

Steps
Select a table.
1. Position the insertion point within the table. Click anywhere within the table.
The insertion point appears within the table.

2. Select the TABLE TOOLS LAYOUT tab. The Click LAYOUT.

TABLE TOOLS LAYOUT tab is displayed.

3. Select the Select button in the Table group. Click

The Select menu opens.

4. Select the Select Table option. The Click Select Table.

entire table is selected.

5. Select the first row of the table. The Click into the first row, and click
row is selected. Select Row.

6. Select the first column of the table. The Click into the first column, and click
column is selected. Select Column.

Click anywhere in the document to deselect the table.

13.8 INSERTING ROWS AND COLUMNS INTO A TABLE

Steps
Insert rows and columns into a table.
1. Position the insertion point in a cell adjacent to where Click in the first row.
you want to insert the row.
The insertion point appears in the cell.

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ICDL Word Processing Lesson 13 – Working with Tabs and Tables

2. Select the TABLE TOOLS LAYOUT tab. Click LAYOUT.

The TABLE TOOLS LAYOUT tab is displayed.

3. To insert a row, select the Insert Above or Insert

Click
Below button in the Rows & Columns group.
The new row is inserted.

4. Click anywhere in the document to deselect the Click anywhere in the

inserted row. document.

5. Position the insertion point in a cell adjacent to where Click in the Product cell.
you want to insert the column.
The insertion point appears in the cell.

6. To insert a column, select the Insert Left or Insert Click .

Right button in the Rows & Columns group.
The new column is inserted.

7. Click anywhere in the document to deselect the Click anywhere in the

inserted column. document.

Click anywhere in the document to deselect the new row.

13.9 ADDING TEXT TO A TABLE

Concepts
Text can be added to any cell by clicking on the cell and typing in it.

Formatting can be applied to an individual cell, row, or column; a selection of cells,

rows or columns; or the whole table.

Steps
Enter text into a table.
1. Position the insertion point in the cell in which you Click in the top left cell, if
want to enter text. necessary.
The insertion point appears in the new location.

2. Type the desired text. Type Sales Person.

The text appears in the cell.

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Practice the Concept: Type the following text into the table. To move from cell to
cell, press [Tab] or use the mouse.
Sales Person Manager Phone Number
Sally Brown Jolly Smith 610-555-1234
Jackie Tan Chris Brown 404-321-8563

Proceed to the next section without closing the document.

13.10 HIDING AND SHOWING GRIDLINES

Concepts

TABLE TOOLS LAYOUT tab showing the Table group

Table with View Gridlines Turned On

Table with View Gridlines Turned Off

Steps
Hide and show gridlines in a table.

If necessary, turn off the borders in the table. Select the whole table, and then
select the TABLE TOOLS DESIGN tab.
1. Position the insertion point in any cell of the table. Click anywhere in the table.
The insertion point moves to the new location.
2. Select the LAYOUT tab under TABLE TOOLS. Click LAYOUT
The LAYOUT tab is displayed.

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3. Select the View Gridlines button in the Table group to

hide the gridlines. Click
The gridlines are hidden.
4. Select the View Gridlines button in the Table group
again to display the gridlines.
Click
The gridlines are displayed. again

Practice the Concept: Make sure the gridlines are showing. View the document in
Print Preview; notice that the gridlines do not appear, even though they are displayed
in the document. Then, close Print Preview.

13.11 INSERTING ROWS AND COLUMNS INTO A TABLE

Steps
Insert rows and columns into a table. Open TABLE1.DOCX.
1. Right-click the row above which you want to insert a Right-mouse click the last
column. row.
A shortcut menu is displayed.
2. Select the Insert rows above option from the Insert Click Insert and then
shortcut menu.
A blank row is added before the last row.
3. Right-click the column to the right of which you want to Right-mouse click column 1
insert a column.
A shortcut menu is displayed.
4. Select the Insert columns to the left option from the Click Insert and then
Insert shortcut menu.
A blank column is added before column 1.

Tip: To remove the table row/column, select the row/column, select the LAYOUT tab,
click Delete, and select the appropriate action to remove the row/column.

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Save TABLE1.DOCX.

13.12 CHANGING COLUMN WIDTH AND ROW HEIGHT

Steps
Change the width of the columns and height of the rows.
1. Position the cursor to the row to increase height. Click in the first row of the
table.
2. Click LAYOUT tab. The Click LAYOUT.
tab is displayed.
3. Click Height spin box’s up or down in Cell Size group.
The height of the selected row changes accordingly. Click
4. Click Width in Cell Size group, type the required height Click in the Width box, type
and press [Enter]. 4 cm and press [Enter].
The width of the selected column changes
accordingly.

Click outside of the table to deselect the cells.

Tip:

You can also change the width of columns and height of rows using the mouse.

To change the column width using the drag method:

1. Place the mouse on the right boundary of the column that you want resize. The
mouse pointer will change to a column resize cursor ( ).

2. Click and drag the boundary until the column is the desired width.

To change the row height using the drag method:

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1. Place the mouse on the bottom boundary of the row that you want resize. The
mouse pointer will change to a row resize cursor ( ).

2. Click and drag the boundary until the row is the desired height.

13.13 ADDING A BORDER TO A TABLE

Steps
Add a border to a table.

Scroll as necessary to view the table at the bottom of the page.

1. Select the table cells, rows, or columns to which you Drag to select the entire
want to add a border. table.
The table cells, rows, or columns are selected.

2. Select the DESIGN tab under Table Tools. The Click DESIGN.
DESIGN tab is displayed.

3. Click the Borders list in the Borders group. A

list of available border styles opens.

Click
4. Select Borders and Shading. Click
The Borders and Shading dialog box appears.

5. Select a border type under Setting.

The border type is shown in the preview area.
Click
6. Select the desired border line style. Click the 3rd line style in the
The border line style is shown in the preview area. Style list.

7. Select the desired border line color. Click the Color list and click
The border line color is shown in the preview area. the color Blue.

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8. Select the desired border line width. Click the Width list and click
The border line width is shown in the preview area. 1pt.

9. Click OK. Click OK.

The border is applied.

Adding Border using the Borders Dialog Box

13.14 REMOVING A BORDER FROM A TABLE

Steps
Remove a border from a table.

Scroll as necessary to view the table at the bottom of the page.

1. Select the table object from which you want to remove Click in the selection bar to
a border. select the last row of the table.
The table object is selected.

2. Select the DESIGN tab under TABLE TOOLS. The Click DESIGN, if necessary.
DESIGN tab is displayed.

3. Click the Line Style button in the Borders group. A

list of available line styles opens. Click

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4. Select the No Border option. Click No Border.

The No Border option appears in the Line Style box.

5. Click the Borders button list in the Borders group. A

Click Borders
gallery of available border positions opens.

6. Select the option corresponding to the border you want Click Bottom Border.
to remove.
The border is removed from the table.

Click anywhere in the document to deselect the table. Notice that a border no
longer appears along the bottom edge of the table.

Practice the Concept: Select the entire table and use the No Border option from
Borders in the Table Styles group to remove all the borders from the table.

Click anywhere in the document to deselect the table.

13.15 ADDING AND REMOVING SHADING

Steps
Add shading to and remove shading from text in a table.

1. Select the text or table object to which you want to add Drag to select the first row of
or from which you want to remove shading. the table.
The text or table object is selected.

2. Select the DESIGN tab under TABLE TOOLS. The Click DESIGN, if necessary.
DESIGN tab is displayed.

3. Select the right-hand part of the Shading button in the

Table Styles group.
A gallery of available shading colors and intensities
opens.
Click

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4. Select the shading you want to add, or select the No Click White, Background 1,
Color option to remove shading. Darker 25% (first column,
The shading is applied to or removed from the text or fourth row).
table object.

Deselect the row to view the shading.

Practice the Concept: Select the first row of the table and use the No Color
option to remove the shading from the cells.

Tip: You can also use the Shading button in the Paragraph group on the HOME
tab.

Save and close TABLE1.DOCX.

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13.16 REVIEW EXERCISE

Create and work with tables
1. If necessary, create a new, blank document. Display the paragraph marks and
the INSERT tab.
2. Create the following table, using either the mouse or the keyboard to move
from cell to cell:

Product Name Price

Amizone $67.99
EarthWeb $125.99

3. Close the document without saving it.

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LESSON 14 - INSERTING GRAPHICS

In this section, you will learn about:

• Inserting an online picture

• Inserting a picture
• Inserting a drawn object
• Inserting a chart
• Copying/moving objects within same document
• Copying/moving objects between open documents
ICDL Word Processing Lesson 14 – Inserting Graphics

14.1 INSERTING AN ONLINE PICTURE

Steps
From the Student Folder, open LTRGRPH.DOCX.
1. Position the insertion point where you want the online Click after the last paragraph
picture to be inserted. on the first page.
The insertion point moves to the new location.

2. Select the INSERT tab. Click INSERT.

The INSERT tab is displayed.

3. Select the Online Pictures button in the Illustrations

group.
The Insert Picture task pane or the Add Clips to
Organiser message box opens.
Click
4. Select the appropriate online search tool (e.g. Bing), and Click in the search box.
place the insertion point in the Enter your Search item
textbox.

5. Type the desired keyword. Type fitness and press

Thumbnails of pictures meeting the search criteria are [Enter].
displayed in the Results box.

6. Scroll as necessary, and select the desired picture to Scroll if necessary, and
insert it at the insertion point. click the selected
image.

The picture must be selected before any editing or formatting can be applied to it.
Simply click on the picture to select it.
Rotate handle

Resize handles

Selected Picture with Resize Handles on the Corners and Sides

If you want to delete the picture, select it and press the [Delete] key.

Tip: Resize the picture by dragging its selection handles or by specifying an exact
height and width for the picture from the FORMAT tab, Size group.

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Lesson 14 – Insert Graphics ICDL Word Processing

Setting Specific Size for the Picture

Inserting Picture from Online

14.2 INSERTING A PICTURE

Steps
You may want to insert a picture from your computer or a local drive in a document.
Picture file format include .jpg, .gif, .png, .bmp, and .tif. Go to the second page of
the document.

1. Position the insertion point in the document where you Click at the beginning of the
want the picture to appear. Body Lean Practice
The insertion point appears in the new location. Bike paragraph on page 2.
2. Select the INSERT tab. Click INSERT.
The INSERT tab is displayed.

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3. Click the Picture button in the Illustrations group.
The Insert Picture dialog box opens.

Click
4. Select the drive containing the picture file you want to Click the drive containing the
insert. Student Folder.
A list of available folders and files is displayed.
5. Select the folder containing the picture file you want to Click the Student Folder.
insert.
A list of available files is displayed.

6. Select the picture file you want to insert. The Click BIKE.
file is selected.

7. Select the left-hand part of the Insert button.

The Insert Picture dialog box closes, the picture Click Insert.
appears in the document, and the PICTURE TOOLS
FORMAT tab is displayed.

14.3 INSERTING A DRAWN OBJECT

Concepts
Drawn object includes lines, rectangles, block arrows, and other shapes.

Steps
From the Student Folder, open LTRGRPH.DOCX.
1. Position the insertion point in document where Click at the end of the document.
you want the object to be drawn.
The insertion point appears in the selected
location.

2. Select the INSERT tab. Click INSERT.

The INSERT tab is displayed.

3. Click the Shapes button in the Illustrations

group.
The list of shapes opens.
Click

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Lesson 14 – Insert Graphics ICDL Word Processing
4. Select a shape. Under Rectangles, click Rectangle.
The shape is selected and the mouse pointer
changes into a crosshair.

5. Click where you want the shape to appear in Click on the blank area of the page
the document and then drag until the shape is and drag to draw the shape.
the size you want.
The shape appears in the document.

6. Select the drawn object and type the text. Click on the rectangle and type SALE.
Each shape is a text box. The text appears
in the shape.

7. Resize the shape by clicking and dragging the Click and drag the resizing handles
resizing handles. to achieve the correct size for the
The shape is resized. drawn object.

The shape must be selected before any editing or formatting can be applied to it.
Simply click on the shape border to select it.
Rotate handle

Resize handles

Selected Shape with Resize Handles on the Corners and Sides

If you want to delete the shape, and press the [Delete] key.

Tip: Draw a perfect square or circle (or constrain the dimensions of other shapes),
by pressing and holding the [Shift] while you drag.

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ICDL Word Processing Lesson 14 – Inserting Graphics

14.4 INSERTING A CHART

Concepts
A chart is often much better at presenting information than numbers in a table.
Word uses a worksheet as a placeholder for entering chart data, much like Excel,
which is Microsoft’s spreadsheet application.

Selecting a Chart and Sub Type

Steps
Create a new, blank document.
1. Position the insertion point in document where you want Click at the top of the page.
the chart to be inserted.
The insertion point moves to the position.

2. Select the INSERT tab and click Chart in the Click INSERT and click
Illustrations group.
The Insert Chart dialog box appears.

3. Select a chart and sub-type. The Click Column and click

chart type is selected. Clustered Column.

4. Click OK. Click OK.

The chart is inserted in the document with a worksheet
window.
The data that appears in the worksheet is the
placeholder source data that you will replace with your
own information. The source data is used to create the
chart.

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Lesson 14 – Insert Graphics ICDL Word Processing
5. Enter the chart data in the worksheet and close the Enter the data shown below
worksheet window. and close the Chart in
The chart is updated with the entered data. Microsoft Word window.

6. Add a chart title. Click in the Chart Title box

The chart title appears. and type First Quarter Sales.

7. Select the chart and resize as required. The Click on the chart to select it
chart is resized. and click and drag the resizing
handle to resize the chart.

Data for the Chart

A Selected Chart with Resizing Handles

If you want to remove the chart, simply click on the chart to select it and press
[Delete].

Save the document as WORDCHART.DOCX and close the document.

14.5 COPYING/MOVING OBJECTS WITHIN SAME

DOCUMENT
Steps
To copy an object within the same document.

From the Student Folder, open LTRGRPH.DOCX.

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ICDL Word Processing Lesson 14 – Inserting Graphics
1. Select the object that you want to create a copy of. The Click on the rectangle shape
object is selected. at the end of the document.

2. Select the HOME tab and click Copy in the Clipboard Click Copy.
group.
The object is copied.

3. Position the insertion point in the document where you Press [Ctrl+Home] to go to
want the copy of the object to appear. the beginning of the
The insertion point appears in the new location. document.

4. Select the HOME tab and click Paste in the Clipboard Click Paste.
group.
The copy of the object is pasted in the new location.

Alternative methods:

• Right-click on the object and select Copy, and right-click where you want to
paste the object and select Paste.
• Select the object, press [Ctrl], click and drag the object to the new location.

To move object within the same document.

1. Select the object that you want to move. The Click on the picture on page 2.
object is selected.

2. Select the HOME tab and click Cut in the Clipboard Click Cut.
group.
The object is cut.

3. Position the insertion point in the document where you Press [Ctrl+End] to go to the
want the object to appear. end of the document.
The insertion point appears in the new location.

4. Select the HOME tab and click Paste in the Clipboard Click Paste.
group.
The object is pasted in the new location.

Alternative methods:

• Right-click on the object and select Cut, and right-click where you want to
paste the object and select Paste.
• Select the object, click and drag the object to the new location.

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Lesson 14 – Insert Graphics ICDL Word Processing

14.6 COPYING/MOVING OBJECTS BETWEEN OPEN

DOCUMENTS
Concepts
When copying/moving objects from one document to another, it will be easier if
both the source document (the document that contains the object) and destination
document (the document to paste the object into) are open. You can then use the
VIEW tab, Switch Windows button in the Window group to toggle between the
documents.

Steps
Open the documents LTRGRPH.DOCX and PRDLISTSPELL.DOCX.

1. Select the object in the source document that you want Click on the picture on page 2.
to copy/move.
The object is selected.

2. Select the HOME tab and click Cut/Copy in the Click Cut.
Clipboard group.
The object is cut/copied.

3. Switch to the destination document. The Click VIEW, click Switch

destination document appears. Windows and click on
PRDLISTSPELL.DOCX.

4. Position the insertion point in the destination document Press [Ctrl+End] to go to the
where you want the object to appear. end of the document.
The insertion point appears in the new location.
5. Select the HOME tab and click Paste in the Clipboard Click Paste.
group.
The object is pasted in the new location.

Save both documents. Close PRDLISTSPELL.DOCX.

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14.7 REVIEW EXERCISE

Inserting Graphics
1. Open GRAPHEX.DOCX.

2. Make sure you are in Print Layout view, and display the horizontal ruler, if necessary.

3. Go to the top of the document, if necessary, and insert the WSGWORLD graphic file
from the Student Folder.

4. Close the document without saving.

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LESSON 15 - MAIL
MERGE

In this section, you will learn about:

• Using mail merge

• Merging to the printer
• Creating mailing labels
• Selecting label options
• Attaching a data source
• Inserting label merge fields
• Merging labels to a new document
ICDL Word Processing Lesson 15 – Mail Merge

15.1 USING MAIL MERGE

Concepts
Mail merge allows you to create multiple letters or labels using information that is
stored in a list, database, or spreadsheet. The recipient’s name, address, and
other information can be personalised. The same data source can be used for
both letters and mailing labels.

The basic steps in performing a mail merge are:

1. Set up the main document

Select the type of document (for example, letters, e-mails, envelopes,
labels, or directories) you want to create with the mail merge. The main
document should contain the components that are the same in all of the
merged documents.

2. Select or create a data source

The data source contains the personalised information you want to display
in the main document. You can create a new data source or use an
existing data source. Examples of types of files that can be linked as data
source are a Word table, an Excel file, or an Access database.

3. Insert fields
Specify where you want to insert the information from the data source into
the main document.

4. Preview the merge

Preview how your document will appear when the information from the
data source has been merged.

5. Complete the merge

Merge the data from the data source into the merge fields in the main
document, creating a unique document for each record in the data source.

The Mail Merge task pane guides you in creating, opening and modifying the
main document and the data source. The task pane provides instructions for each
step in the process. While using the task pane, you can go back to any previous
step to review or modify the mail merge.

Steps
Start a mail merge.

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Lesson 15 – Mail Merge ICDL Word Processing
From the Student Folder, open CANCUN1.DOCX. You want to create [insert
here a description of what you are trying to create, e.g. a merged document
containing address, or a personalised letter...]
1. Select the MAILINGS tab. Click MAILINGS.
The MAILINGS tab is displayed.
2. Select the Start Mail Merge button in the Start Mail
Merge group.
The Start Mail Merge menu opens.
Click
3. Select Step-by-Step Mail Merge Wizard. The Click Step-by-Step Mail
Mail Merge task pane opens. Merge Wizard.

4. Under Select document type, select the desired Click Letters, if necessary.
document type.
A document type is selected.
5. Under Step 1 of 6, select the Next: Starting document Click Next: Starting
link. document.
Step 2 of 6 is displayed in the Mail Merge task pane.
6. Under Select starting document, select the desired Click Use the current
main document. document, if necessary.
The option is selected.
7. Under Step 2 of 6, select the Next: Select recipients Click Next: Select recipients.
link.
Step 3 of 6 is displayed in the Mail Merge task pane.
8. Under Select recipients, select the Use an existing Click Use an existing list.
list option.
The option is selected.
9. Select the Browse button. Click Browse…
The Select Data Source dialog box opens.

10. Select the data source file and click Open. Click ADDRESS.DOCX in the
The Mail Merge Recipients dialog box opens. Student Folder and click
Open.

11. Select All and select OK. Click All if necessary, and
In the Mail Merge Recipients dialog box, you can click OK.
check or uncheck each box to control which recipients
are included in the mail merge. By default, all
recipients should be selected.

12. Under Step 3 of 6, select the Next: Write your letter Click Next: Write your letter.
link.
Step 4 of 6 is displayed in the Mail Merge task pane.

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ICDL Word Processing Lesson 15 – Mail Merge
13. Position the insertion point in the main document Press [Ctrl+Home], if
where you want to insert a grouped merge field. necessary.
The insertion point moves to the new location.
14. Under Write your letter, select the link for the grouped
merge field you want to insert. Click
The Insert Address Block dialog box opens.

The Insert Address Block Dialog Box

15. Select or deselect the desired options. Click Mr. Josh Randall Jr. in
The options are selected or deselected accordingly the Insert recipient’s name
and a preview of the first address in your recipient list in this format list. If
is displayed on the right. necessary, click Match
Fields…, and match
post_code in your address list
with the Post Code field.

16. Select OK. Click OK.

The Insert Address Block dialog box closes. The
grouped merge field is inserted into the main document
at the insertion point.

17. Under Step 4 of 6, select the Next: Preview your Click Next: Preview your
letters link. letters.
Step 5 of 6 is displayed in the Mail Merge task pane.
The first merged record is previewed in the document
window.

18. Under Preview your letters, select the Next Record Click >>
button to preview each of the merged records.
The merged records are previewed accordingly.

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Lesson 15 – Mail Merge ICDL Word Processing
19. Under Preview your letters, select the Previous Click <<
Record button to navigate back through the merged
records.
The previous merged records are previewed
accordingly.

20. Under Step 5 of 6, select the Next: Complete the Click Next: Complete the
merge link. merge.
Step 6 of 6 is displayed in the Mail Merge task pane.

21. Under Merge, select the Edit individual document Click Edit individual
link. document.
The Merge to New Document dialog box opens.

22. Select the records you want to merge to a new Click All, if necessary.
document.
The records are selected accordingly.

23. Select OK. Click OK.

The Merge to New Document dialog box closes. The
records are displayed in a new, merged document.

15.2 MERGING TO THE PRINTER

Concepts
Once you have previewed the merged documents, you can merge them directly to
the printer. This option lets you easily print merged documents without creating or
saving a new, merged document.

Steps
Select the MAILINGS tab. Merge to the printer.

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ICDL Word Processing Lesson 15 – Mail Merge
1. Under Finish, select the Finish & Merge. The
finish & merge options box displays.

Click

2. Select the desired output for print. Select the Print Documents.
The Merge to desired output dialog box opens.

3. Select the records you want to merge to the Click All, if necessary.
printer.
The records are selected accordingly.

4. Select OK.
The Merge to Printer dialog box closes and the Click
Print dialog box opens.

5. Select the desired options in the Print dialog box,

then select OK. Click
The Print dialog box closes, and Word prints the
merged letters.

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

15.3 CREATING MAILING LABELS

Concepts
Labels can be used to print addresses or name badges. You can select from the
range of many standard label sizes.

The first step in creating mailing labels is to create a new, blank document. After
the main document has been identified, you can select which type of labels you
want to create. You can then place the required merge fields and complete the
merge.

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Lesson 15 – Mail Merge ICDL Word Processing

Label Main Document with Inserted Merge Fields

Steps
Create mailing labels.

If necessary, open a new, blank document.

1. Select the MAILINGS tab on the Ribbon. The Click MAILINGS.
MAILINGS tab is displayed.

2. Select the Start Mail Merge button in the Start Mail

Merge group.
The Start Mail Merge menu opens.

Click

3. Under Select document type, select the Labels Click

option.
The Labels option is selected.

15.4 SELECTING LABEL OPTIONS

Concepts
After you have indicated that you want to create labels, the next step is to set up
the main document. To set up the label main document, you must indicate which
type of labels you want to create and the printer you plan to use. It is possible that
you will have a package of label sheets from one of the label sheet suppliers.
Each sheet of labels is a certain size containing a number of labels with specific
dimensions.

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ICDL Word Processing Lesson 15 – Mail Merge

Steps
Select label options.
1. Under Change document layout, select the Label Click
options link.
The Label Options dialog box opens.

2. Under Printer information, select the desired Click Page printers, if

printer type. necessary.
The printer type is selected.

3. Select the Label vendors list.

A list of available vendors is displayed. Click Label vendors

4. Select the desired label vendor. Click Avery A4/A5.

The selected vendor is displayed in the Label
vendors box.

5. Select the desired product number from the Product Scroll as necessary and click
number list box. 6029.
The product number is selected and the Label
information is displayed accordingly.

6. Select OK.
The Label Options dialog box closes and blank Click
labels appear in the main document.

Setting the Label Options

The blank labels meet the size and layout specifications of the selected product,
as supplied by the selected vendor.

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Lesson 15 – Mail Merge ICDL Word Processing

15.5 ATTACHING A DATA SOURCE

Concepts
Once you have created the main document for mailing labels, you must create or
identify the data source. The data source contains the variable information to be
inserted into the labels (such as names and addresses). You can either open an
existing data source or create a new one.

Steps
Attach a data source.
1. Click MAILINGS tab. Click MAILINGS.
The MAILINGS tab displays.

2. Under Select recipients, select the Use an existing Click Select Recipients.
list option.
The Use an existing list option is selected.

3. Under Use an existing list, select the Browse link. Click Use an existing list.
The Select Data Source dialog box opens.

4. Select the drive where the data source is stored. A list Click the Student Folder.
of available folders and files is displayed in the right-
hand part of the Select Data Source dialog box

5. Select the desired data source file. The Click Custdb.docx.

file name is selected.

6. Select the left-hand part of the Open button.

The Select Data Source dialog box closes. Click

15.6 INSERTING LABEL MERGE FIELDS

Concepts
Label merge fields are inserted directly into the main document. Set up the first
label as desired, making sure to include all the necessary punctuation and
spacing. For example, if you insert the Title and LastName fields on the first line,
you should include a space between the two merge fields. After the first label has
been set up, then use the Update all labels button to copy the merge fields to the
rest of the labels.

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Steps
Insert label merge fields.
1. To insert individual merge fields, select the Insert Click Insert Merge Field.
Merge Field link under Write & Insert fields group.
The Insert Merge Field dialog box opens.

2. Select the first field you want to insert. The Click ContactName.
field is selected.

3. Press [Enter]. Press [Enter].

The insertion point is placed on the next line in the first
label.

4. To insert individual merge fields, select the Insert Click Insert Merge Field.
Merge Field link under Write & Insert fields group.
The Insert Merge Field dialog box opens.

5. Select the field you want to insert. The Click Address_Line_1.

field is selected.

6. Press [Enter]. Press [Enter].

The insertion point is placed on the next line.

7. To insert individual merge fields, select the Insert Click Insert Merge Field.
Merge Field link under Write & Insert fields group.
The Insert Merge Field dialog box opens.

8. Select the field you want to insert. The Click Country.

field is selected.

9. Under Replicate labels, select the Update Labels

button. Click
All labels are updated with the same merge fields as
the first label.

Notice that Word has automatically included the Next Record field at the start of all
labels except the first. When merging the labels, this prompts Word to look at the
next record in the data source each time it reaches a new label.

© 2016 KE000033 Page 153

Lesson 15 – Mail Merge ICDL Word Processing

15.7 MERGING LABELS TO A NEW DOCUMENT

Concepts
When you have set up the main document and selected the data source for your
labels, you are ready to carry out the merge. You should preview your labels
before printing so that you can make any necessary changes. If you find
typographic errors, you can correct them in the merged document, but you must
also correct them in the data source if you intend to use it again.

When you complete the merge, you can merge the labels directly to a printer, or
you can merge them to a new document. By selecting the Edit individual labels
link, you can make changes to individual labels when they are merged to a new
document. Changes made to individual labels in the new, merged document will
not be saved in the main document or in the data source.

Once the changes have been made, you can save the merged document as a
separate document, or you can send the merged document to the printer and then
close it without saving.

Steps
Merge labels to a new document.
1. Under Finish, select the Finish & Merge.
The Merge to a New Document dialog box opens.

Click

2. Select the desired output for print. Select the Edit individual
The Merge to desired output dialog box opens. document.

3. Select the records you want to merge to a new Click All, if necessary
document.
The records are selected.

4. Select OK.
The Merge to New Document dialog box closes, and Click
the selected records are merged to a new document.

Scroll to view the labels. You can print the merged document by selecting FILE
tab, click Print. Click the Print button.

Then, close the merged labels document without saving it.

Page 154 KE000033 © 2016

ICDL Word Processing Lesson 15 – Mail Merge

15.8 REVIEW EXERCISE

Mail Merge
1. Open INTRVW1.DOCX.
2. Begin the letter mail merge by opening the Mail Merge task pane.
3. Use an existing list named Address.
4. Insert the address block after the date.
5. Complete and finish the merge as an individual letter.

© 2016 KE000033 Page 155

LESSON 16 - USING DOCUMENT FORMATTING

In this section, you will learn about:

• Inserting a manual page break

• Removing a manual page break
• Page orientation
• Setting the document margins
• Changing the paper size
• Print preview
• Printing the current page or specific pages
• Printing multiple copies
• Automatic hyphenation
16.1 INSERTING A MANUAL PAGE BREAK
Concepts
Word automatically inserts a page break when you complete a page and then continue on to the next
page. If you want the page to break in a different place or insert a new page, you can insert a manual
page break.

It is good practice to use page break when adding new pages rather than pressing the Return key
multiple times.

Pages Group

Steps
From the Student Folder, open DOCFORMAT.DOCX.

Insert a manual page break into a document.

1. Click the document where the page break is Scroll as necessary and click to the
to be inserted. left of the text Terms and
The insertion point appears in the new Conditions of Sale heading.
location.

2. Select the INSERT tab. Click INSERT.

The contents of the INSERT tab are
displayed.

3. Select the Page Break button. Click

The manual page break appears above the
current line, and any automatic page breaks
are adjusted accordingly.

Tip: You can also place the insertion point where you want to insert a new page and press [Ctrl+Enter]
to insert a page break.
16.2 REMOVING A MANUAL PAGE BREAK
Concepts
You cannot delete the page breaks that Word inserts automatically. You can only delete any page
breaks that you insert manually.

Steps
Remove a manual page break.

Scroll to page 3 of DOCFORMAT.DOCX. Click the Show/Hide button in Paragraph group of the
HOME tab. Notice that a manual page break is visible above the Advertising Agreement title.

Page Break Mark

1. Select the manual page break you want to Click the manual page break above
delete. the Advertising Agreement title.
The page break is selected.

2. Press [Delete]. Press [Delete].

The manual page break is removed from the
document and automatic page breaks are
adjusted accordingly.

Tip: If the insertion point is before the page break mark, press [Delete] to remove the page break.
Otherwise, if the insertion point is after the page break mark, press [Backspace] to remove the page
break.

16.3 PAGE ORIENTATION

Concepts
Depending on the content in your document, you may want to change the orientation of the page. For
example, if your document contains a wide table with many columns, it may be best displayed in
landscape format.
Page Setup Group Orientation List Options

Steps
Change the page orientation of a document. Switch to Print Layout view.
1. Select the PAGE LAYOUT tab. Click PAGE LAYOUT tab.
The contents of the PAGE LAYOUT tab
appear.

2. Select the Orientation button in the Page

Setup group.
The Orientation menu opens.

Click

3. Select the Portrait or Landscape option. The

desired orientation is selected. Click

Move to the top of the document. Switch to print layout to view the new page orientation.

Practice the Concept: Open the Page Setup dialog box and return the document to portrait
orientation.
16.4 SETTING THE DOCUMENT MARGINS
Concepts
A document’s margins are the space between the edge of the document and the document’s text. You
can adjust the margins of a document in order to change the layout of the document.

Page Setup Group Margins List Options

Steps
Change the document margins.

If necessary, switch to Print Layout view.

1. Select the PAGE LAYOUT tab. Click PAGE LAYOUT.
The contents of the PAGE LAYOUT tab
appear.

2. Select the Margins button in the Page Setup

group.
The Margins menu appears.

Click
3. Select the Custom Margins... option. The Click the Margins tab, if necessary.
Page Setup dialog box opens.

4. In the Top spin box, enter the desired top Click Top to 2.5 cm.
margin.
The number appears in the Top spin box.
5. In the Bottom spin box, enter the desired Click Bottom to 4 cm.
bottom margin.
The number appears in the Bottom spin box.
6. In the Left spin box, enter the desired left Click Left to 5 cm.
margin.
The number appears in the Left spin box.
7. In the Right spin box, enter the desired right Click Right to 2 cm.
margin.
The number appears in the Right spin box.
8. Select OK.
The Page Setup dialog box closes, and the Click
document margins change accordingly.

16.5 CHANGING THE PAPER SIZE

Concepts
You can adjust the paper size of the document to match how you want to print the document. For
example, you may want to print a small poster on a larger than standard page.

Page Setup Group Size List Options

Steps
Change the paper size of a document.
1. Select the PAGE LAYOUT tab.
The contents of the PAGE LAYOUT tab Click
appear.

2. Select the Size button from the Page Setup

group.
The menu showing different paper sizes
displays.
Click

3. Select the desired paper size.

The selected paper size is selected.
Click

Proceed to the next section without closing the document.

16.6 PRINT PREVIEW

Concepts
Before printing, you can preview a document to see how the content appears on each page. The Print
Preview feature displays the pages as they will appear when printed. If you use the Print Preview
feature, you can avoid wasting time and paper by printing unfinished versions of a document.

Steps
Print preview a document.
1. Select the FILE tab. Click FILE.
The FILE tab is displayed.
2. Select the Print command to display the print options. Click Print.
The print preview of the page is displayed in the
second pane.
3. Select the page navigation below the preview the next Click the left or right
page. navigation arrow at the
The next page is previewed.
bottom

4. Select Zoom to Page to view an entire page in one Click Zoom to Page.
screen.
The preview shows the entire page.

Proceed to the next section without closing the document.

Tip: Selecting Ctrl+P will open the Print Preview feature.

16.7 PRINTING THE CURRENT PAGE OR SPECIFIC PAGES

Concepts
When you select the Print button, all pages of the entire document will be printed. However, you can
specify to print the current page or specific page range in the document.

Steps
Print the current page.
1. Select the FILE tab. Click FILE.
The FILE tab is displayed.

2. Select the Print command to display the print Click Print.

options.
The preview of the page is displayed in the second
pane.

3. Select the Print All Pages button under Settings. Click Print All Pages.
The print options appear.
4. Select Print Current Page from the menu. The Click Print Current Page.
desired option is selected.

5. Select the Print button.

The document is printed.

Click

Practice the Concept: To print specific pages.

1. Click FILE tab, select Print.

2. Select the Print All Pages button under Settings.

3. Select the Custom Print button from the menu.

4. Enter the page range in Pages textbox. (e.g the screenshot above will print page 2 to page 6
and page 11). Hint: use a comma to separate page ranges.
16.8 PRINTING MULTIPLE COPIES
Concepts
When you select the Print button, 1 copy of the document will be printed by default. You can specify to
print multiple copies for distribution or sharing purposes.

Steps
Print the multiple copies page.
1. Select the FILE tab. Click FILE.
The FILE tab is displayed.

2. Select the Print command to display the print Click Print.

options.
The preview of the page is displayed in the second
pane.

3. Specify the number of copies in the Copies box. The Click the up spin box to print 2.
number of copies is set. copies

6. Select the Print button.

Multiple copies of the document is printed.

Click

Close DOCFORMAT.DOCX.

16.9 REVIEW EXERCISE

Formatting a Document
1. Open DocFormatEX.docx.
2. Change the top and bottom margins to 1.5" each.
3. Change the left and right margins to 1" each.
4. Change the paper orientation to landscape.
5. Insert a page break before the Peton Identification Sample 9.
6. Delete the page break that you inserted in the previous question. (Hint: Switch to Draft view.)
7. Change the paper size to Legal and the paper orientation to Portrait.
8. Switch to print preview to view the document. Then, close print preview.
9. Close the document without saving it.