ADVANCE WORD

PROCESSING
APPLICATION
EXPAND YOUR KNOWLEDGE
Being able to communicate using reports, whether printed or online, is one of the most
important skills nowadays. Business and other types of transactions usual commence
with one party submitting a proposal to another party.
Useful Microsoft Word Features
This lesson takes into consideration that the students have basic knowledge of
Microsoft Word. For this discussion, the MS Word 2016 is the reference. The
discussion covers the most useful features of Word such as inserting images, shapes,
and tables; adding header, footer, footnote, and endnote; page layout; page break and
page numbering; adding columns; monitoring changes and edits; review feature;
adding watermark, page color and page border; and mail merge.
Insert Pictures
Adding pictures in a report or document will make it more interesting. Most of the time,
pictures are needed for readers to visualize what the textual content is all about. For
example, when discussing about: particular place, a picture of that place will be helpful
to easily show what it looks like.
The steps below illustrate the
process on how to insert picture.

1. Click Insert in the menu bar.

2. Click Pictures. Choose This Device

if the picture is already in the device or
computer you are using. Choose Online
Pictures when the picture to be inserted is
from the internet.
3. In the Insert Picture dialog box that
will appear, browse in the folder location
of the picture you want to use. Choose
the picture and click Insert.
Wrap Text
After inserting a picture, there is a need to know how to use text wrap to align the picture in
the document. It means that images and other objects that are inserted can be surrounded
by the text in that same area of the document.
The text wrapping options are the following:
In line with text (the default setting) - The image is located in the line where the text is
located.
Square - The text surrounds the image.
Tight - The text surrounds the image, but the margin or space between the image and text
is smaller.
Through - It allows the text to cross between some part of the image. If there is a
fillable part within the image, texts may flow through it.
Top and bottom - The text is located at the top and bottom of the image.
Behind text - The image is located behind the text.
In front of text - The image is located in front of the text or hovers above the text which
obscures it.
To choose text wrapping options:

1. Right-Click on the picture.

2. Choose Wrap Text.

3. Choose one from the text wrapping

options.
Insert Shapes
Similar with inserting pictures, shapes can be added to make documents look more
interesting. Shapes are especially useful in creating flowcharts for tasks, diagrams,
illustrations, and comics. Microsoft Word has many available built-in shapes.
Here are the steps on how to insert shapes
in a Word document:

1. Click Insert tab and click Shapes.

2. Choose the Shape you need to use.

The default text wrapping for Shapes is
In Front of Text. The chosen shape will
hover above the text as shown in the
diagram. The different text wrapping
options enumerated earlier can be used
instead depending on the kind of task
that needs to be accomplished.

There are other manipulations that can

be done.
The illustrations are given as follows.

1. To format shapes, you must right-

click the shape and choose Format
Shapes.

2. This option will enable you to change

the thickness and color of the line,
the color of the fill, to add shadows,
and to do basic image editing.

This option is also applicable for

pictures. To format a picture, right-click
the picture and choose Format Picture.
1. To add text in the shape, right-click the
shape and choose Add Text.

2. This option will enable you to add text.

The text may contain as many characters

as you want as long as they fit within the
shape.

3. As shown in the example on the left,

you may add any text you want.

4. You may use the font editing tools to

format the text you inserted.
Tables can be formatted using the
predesigned or pre-formatted styles in
Table Styles.

1. Choose on and highlight the table

you want to format.

2. Click the Design tab

3. A list of different Table Styles, as

shown below, will appear.
4. Click the Table Style you want to use.
5. In the Table Style Options, select or unselect the checkbox corresponding to a
particular table element (Header row, First Column, Total Row, etc.), The table will be
formatted based on what is checked
Header, Footer, Footnote, and Endnote

Header, footer, footnote, and endnote are

texts located in the topmost and
bottommost part of every page in a
document. They can be indicative of what
the document or a certain part of it is all
about.
Header and Footer
Generally, the header is the placeholder for texts at the top margin of each page, and
the footer is the placeholder for texts at the bottom margin of each page.

Headers and footers are used to include texts that are intended to appear in every
page of a document such as the title of the document, the name of the author, the
name of the institution that publishes the document, or the page numbers.
Footnote and Endnote
Footnote and endnote are used to place an author's comments or citations of
reference documents that support the texts within a document. Footnotes are for short
citations since it will be used directly at the bottom of the page where the text
supported by the note is located.
ADD C O LUM NS

Columns are useful tools to make

documents look easy to read. Using
columns is the technique used in
newspaper publishing so that an article
will not look very heavy and long.

1. Highlight the texts or paragraphs you

want to format with multiple columns.
PA GE N U M B E R S A N D
PA GE B R E AK
Page Numbers

in printed documents, a page number is

essentially useful in arranging pages into
their correct order.

Also, if the pages of a printed document

were mis-arranged, it will be easy to
rearrange the pages if they have page
numbers.

1. Click Insert tab.

2. Click Page Number. You may choose to
put the page number on the following
locations:

3. Choose Format Page Numbers if you want

to change how page numbers are shown.

If you want to completely remove the page

numbers, you may choose Remove Page
Numbers.
Page Break

Is used to force a computer application

(i.e. Microsoft Word) to end the page.
This will ensure that all text added after
the page break will be included in the
succeeding page. This feature is useful,
for example, in documents with title page.
A page break is usually inserted after the
title to ensure that no texts or images can
be inserted after the page break.
1. Click Insert in the menu bar.

2. Click Page Break

After clicking page break inserting text.or

image after the page break will be
impossible.
Page Background: Watermark Page
Color and Page Border Watermark

A document watermark is a symbol, text,

logo, or a pattern that is superimposed
onto another symbol, text, or logo within
a document. Its main purpose is to
prevent the easy copying of the image
under the watermark.

The image shows a document with a

watermark. A watermark will appear in all
pages of the document.
Page Color
Page color applies color to the entire page of
a document. Take note that a chosen page
color will be applied in all pages of the target
document.

Page color is used for a variety of reasons.

The use of page color maybe required when
an organization uses color coded documents
to easily identify different types of
documents.

Enumerated below are the steps on how to

add Page Color.

1. Click Design in the menu bar.

2. Click Page Color.

3. Choose any color from pallet that will

appear. You may also choose to remove
the page color by clicking
No Color.
Page Border

A page border appears on all sides of

the documents. The main function of
page borders is to ad an aesthetics or
era border is mostly used in posters and
invitations.

Below is an example of a document with

a page border.
Below are the steps to insert a page
border.

1. Click Design in the menu bar.

2. Click Page Borders.

3. Select the page border of your choice.
You may choose to apply borders only on
specific side or sides of a document.

Styles - allows you choose different

border design

Color - allows you to set border color

With - allows you to set the thickness of

the border

Art - allows you to choose built-in images

as border

4. Choose how the borders are applied.

Reviewing Documents: Track Changes, Add
Comments, and Accept and Reject Changes
Tracking Changes in Documents
There are times that there is more than one individual who is in charge of a single
document. There are cases where there is a preparer, a reviewer, and an approver for
a single document. In those cases, it will be very important to track changes made by
one party instead of comparing the original document from a revised document.
Track Changes

The Track Changes function allows

users of documents to track changes
made in the original documents before
accepting the changes made.

To activate this function, follow the steps

below.

1. In the Review tab, click Track

Changes.
New Comments
Comments are added if a particular user wants to clarify something and wanted it to
be emphasized in the review of a document. By using comments, user may ask
questions, raise opinions, and other users may reply to the comment made.
1. Highlight the part of the document
where you have questions or comments.

In this example, choose the word

smartphones.

2. In the Review tab, click New

Comment.

3. A comment box will appear where the

user can write his or her comment.

Other users may use the Reply button to

address a comment or a question.

If all users agree that a particular

comment or question is resolved, the
Resolve button can be clicked; a
resolved comment will be greyed out.
Accept and Reject Changes
Any changes made to a document will eventually be accepted or rejected. An
accepted change will form part of the final document and a rejected change will be
disregarded and will revert to original.
Follow the steps below to Accept or Reject Changes.
1. Click the Review tab.

2. Click Accept or Reject.

3. You will be given the following options

for both Accept and Reject:

Accept/Reject and Move to Next - to

accept or reject any changes one by one.
This will move you to the next change
after you accept or rejected a change;

Accept/Reject All Changes - to accept

or reject all changes and continue
tracking; and

Accept All Changes and Stop Tracking

- to accept or reject all changes and
disable the track changes function.
Mail Merge
Mail Merge is a way of getting data from spreadsheets or other similar structured data
format and transferring them to other documents such as letters and mailing labels.
This feature is most useful when sending similar letters to different receivers listed in a
worksheet file. With this feature, there is no need to create letter for every receiver one
at a time.
The following are the important notes before using the mail merge function.
1. An MS Excel spreadsheet as source document must have a complete header for
each column. Ideally, there should be a separate column and a column header for
names and addresses as shown in the example on the next page.
Other spreadsheet applications or other
similar structured data format may work
as source document.

2. One must have an MS Word letter

which will be used as the template or as
the target document. The place where
the names, addresses, or other field
names will be inserted must be properly
identified.
D E TA I L E D S T E P S I N
M AIL M ER GE
PROCESS

1. On the Mailings tab, click Select

Recipients.

2. Click Use an Existing List and browse

to the location of the source
documents. This step presupposes
that you already have a working list to
be used as source documents.

3. If the source document has more

than one table/sheet, choose the
table/sheet where the data is located.
TEST YOUR UNDERSTANDING
A. Test What You Know A. Footer I. Endnote
Matching Type: Match the description, B. Header
situation, or definition in the first column
with the applicable MS Word features or C. Page Break
function in the second column. Write your D. Columns
answer on the line before the item
number. E. Tables

1. It is used to prepare an individual F. Shapes

letter for all recipients without having
G. Mail merge
to prepare separate letters for
everyone. H. Footnote
2. It is used to add citation or reference directly at the bottom of the page where the
text that needs citation or reference is located.
3. It is used to force a computer application (i.e., Microsoft Word to end the page.
4. It is used to create flowcharts for tasks, diagrams, illustrations, and comics.
5. It is the placeholder for texts at the top margin of each page.
6. It is used to organize information using rows and
columns.