ITW (6587) / ITW G (8520) Lab 1

Lab 1 – Document editing

Information Technology for the Workplace
This lab is assessed via Canvas site only. The lab will greatly assist with the relevant parts of the
Assignment 1.

Additional guides and study - LinkedIn Learning Videos

The videos in these links are intended to give you a wider look into this topic, for further study
and/or reinforcement of learnings. Please note that these videos also cover some additional features
and topics that are not covered in the unit or are covered later in this unit.

To access LinkedIn Learning videos, you will need to log in with your UC student login.

Learning Word 2016

https://www.linkedin.com/learning/learning-word-2016-2/welcome?u=2330002

• This set of videos provides an introduction to the interface and basic functionality of
Microsoft Word 2016.

Word 2016 Essential Training

https://www.linkedin.com/learning/word-2016-essential-training/printing-your-
documents?u=2330002

• This set of videos, in addition to providing an introduction to Microsoft Word 2016, also
covers some more formatting options for text, paragraphs, and pages, using styles and
themes, lists, tables, images, macros, proofing, document sharing, and collaboration. Many
of these features are covered in this unit.

Word 2016: Advanced Tips and Tricks

https://www.linkedin.com/learning/word-2016-advanced-tips-and-tricks/welcome?u=2330002

• This set of videos covers some more advanced features of Microsoft Word 2016, some of
which are also covered in this unit.

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Contents
Additional guides and study - LinkedIn Learning Videos ........................................................................ 1
Learning Word 2016 ........................................................................................................................... 1
Word 2016 Essential Training ............................................................................................................. 1
Word 2016: Advanced Tips and Tricks ................................................................................................ 1
Lab setup ................................................................................................................................................. 3
1. Editing document content .................................................................................................................. 4
a) Cover pages ................................................................................................................................. 4
b) Headings and subheadings ......................................................................................................... 4
c) Line spacing ................................................................................................................................. 5
d) Lists and tab stops....................................................................................................................... 6
e) Images and text wrapping........................................................................................................... 7
f) Text boxes ................................................................................................................................... 9
g) Shapes and SmartArt .................................................................................................................. 9
h) Tables ........................................................................................................................................ 10
i) Headers and Footers ................................................................................................................. 11
j) Page numbers ........................................................................................................................... 11
k) Tables of Contents .................................................................................................................... 12
l) Footnotes, citations, and captions ............................................................................................ 13
m) Spell check and autocorrect .................................................................................................. 13
2. Editing document formatting............................................................................................................ 14
a) Document properties ................................................................................................................ 14
b) Page layout and margins ........................................................................................................... 15
c) Breaks........................................................................................................................................ 16
d) Print options.............................................................................................................................. 18
e) Templates.................................................................................................................................. 18
3. Other editing features....................................................................................................................... 19
a) Find and replace ........................................................................................................................ 19
b) Mail Merge ................................................................................................................................ 19
c) Track changes and comments................................................................................................... 21
d) Display modes and zoom .......................................................................................................... 23
e) Non-printing characters ............................................................................................................ 24
f) Insert/Overtype mode .............................................................................................................. 24
g) Paste options............................................................................................................................. 25

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Lab setup
Please refer to the lectures and lecture notes for Lecture 3 – Document editing for additional
information on the features and tools that you will be using in this lab.

Download the Lab1Files.zip file from Canvas. This file contains the content that will be used in this
lab. Unzip the file by right clicking on it and selecting Extract All.

Open the Lab1 – SanDiego Shareholder Report draft.docx file using Microsoft Word.

Use the ‘Save As’ function shown in the screenshots below to save the document as a new file
named Lab1 – SanDiego Shareholder Report modified.docx

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1. Editing document content

a) Cover pages
Create a cover page for the document:

1. Under the Insert tab, click Cover Page

2. Select an appropriate style of cover page

3. Complete all of the information on the cover page

4. Delete “TITLE: Report to Shareholders” and “SUBTITLE: Bell Orchid Hotel, San Diego” from
the document

b) Headings and subheadings

Set up the headings and subheadings in the document using Microsoft Word formatting styles:

1. Select a heading to format

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2. Under the Home tab, in the styles section on the ribbon, click Heading 1 to apply this
formatting style to the selection

3. Delete the “HEADING:” marker text

4. Select a subheading to format

5. In the styles section on the ribbon, select Heading 2 to apply this formatting style to the
selection

6. Delete the “SUBHEADDING:” marker text

7. Repeat these steps for the remaining headings and subheadings in the document

c) Line spacing
Change the line spacing across the whole document:

1. Select all of the text in the document (a shortcut to do this is to hold down ‘Ctrl’ and press
‘A’)

2. Play around with the line spacing option on the Home tab in the Paragraph section to see
how the document looks with different line spacing options.

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3. Choose one of the line spacing options to apply to the whole document.

d) Lists and tab stops

Under the ‘Renovations’ heading, there is a list of the renovations to be performed. Add bullet
points to this list:

1. Select these five paragraphs.

2. Using the bullet point option on the Home tab in the paragraph section, apply bullet points
to these paragraphs.

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e) Images and text wrapping

Insert the Room.jpg image into the document:

1. Under the Insert tab, click Pictures

2. Navigate to the location that you saved the Room.jpg image from Canvas, select the image,
then click Insert

Do the same for the Building-Clipart.png image.

Enable text wrapping by either:

1. Select the image

2. Using the icon to the right of the selected image, choose one of the text wrapping options

Or

1. Right click on the image

2. Select the Wrap Text option, then choose one of the text wrapping options

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Resize the image by:

1. Dragging the image handles

Or

1. Right-clicking on the image and selecting Size and Position

Make the Building-Clipart.png image as wide as you can, and then set the text wrapping option for
the image to the Through option. Once you have done that, try changing the Wrap Points by:

1. Right clicking on the image

2. Selecting Wrap Text
3. Selecting Edit Wrap Points
4. Click and drag the points, or create new points by clicking and dragging on the lines, to
change the wrap outline.

Try out different text wrapping options, sizes, and locations for the two images you have added.

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f) Text boxes
At the end of the document, add a new text box for the address and contact details:

1. On the Insert tab, click Text Box. Pick a style that you like.
2. Copy the following information into the text box:

Contact Details

Bell Orchid Hotel

1000 Harbor Drive

San Diego, California 92101

(619) 291-4500 Fax (619) 291-4508

Web site: www.bellorchidhotel.com

E-mail: [email protected]

3. Try out different text wrapping options to see how they interact with the text box style you
have chosen. Some text box styles, such as sidebars, rely on particular text wrapping options
to work the way they do.

g) Shapes and SmartArt

Insert a smart art diagram under the Rates and Occupancy heading:

1. Put your cursor where the table should be placed – just before the SMARTART GRAPHIC
marker.
2. Under the Insert tab, click SmartArt
3. In the SmartArt Graphic window, select the Vertical Bullet List as shown below

4. By default, the Vertical Bullet List only comes with two shapes, whereas there are four types
of rooms. Under the Design tab under SmartArt Tools, click Add Shape twice to add two
more title shapes. If Add Shape is greyed out and unclickable, try selecting one of the
existing title shapes first.

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5. Copy or type the room types into the title shapes: Premium, Corporate, Special Corporate,
and Discount.
6. Copy or type the dot points for each room type into the corresponding list under each title
shape. If there is no list under a title shape, select the title shape and then, under the Design
tab, click Add Bullet to start the list.
7. You should end up with a SmartArt Graphic that looks something like this:

h) Tables
In the Accounting section under the Shares subheading, create a small table that shows the amount
of shares sold and for what price:

1. Put your cursor where the table should be placed – just before the BEGIN TABLE marker.
2. On the Insert tab, click Table, and then click on the box corresponding to a 3x4 table (3
columns, 4 rows) to match the data size.

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3. Enter the information as shown in the document to produce a table like this:

4. Use the Design tab under Table Tools to change the style and border of the table to your
liking.

i) Headers and Footers

Add either a header or footer to the document:

1. Under the Insert tab, click either Header or Footer and pick one of the styles to add a Header
or Footer.

2. On the Header or Footer, write the hotel name and location that the report refers to (Bell
Orchid Hotel, San Diego). This will allow readers to quickly remind themselves what the
report they are reading refers to.

j) Page numbers
Add page numbers to the document:

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1. Under the Insert tab, click Page Number and pick one of the Top of Page, Bottom of Page, or
Page Margins styles to insert page numbers on every page. Note that if you select Top or
Bottom of Page, it will overwrite the Header or Footer respectively.

k) Tables of Contents
Insert a table of contents after the Executive Summary section but before the Renovations section.
Note that you will need to have formatted all of the headings before the Table of Contents can be
automatically generated.

1. Put your cursor where the table of contents should be placed - just before the Renovations
heading.
2. On the References tab, click Table of Contents, and select one of the Built-In Table of
Contents styles.

To update the Table of Contents as you change headings and sections change:

3. Click on the Table of Contents.

4. Click on Update Table.
5. Select Update page numbers only or Update entire table as appropriate and click OK.

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l) Footnotes, citations, and captions

There are two places where footnotes should be used, both in the Renovations section. Make these
footnotes by:

1. Put your cursor where the footnote should be placed - just before the [FOOTNOTE] marker.
2. On the References tab, click Insert Footnote.

3. Repeat the first two steps for the second footnote.

4. Copy the following text into each footnote at the bottom of the page:
Footnote 1: A Capital Expenditure Analysis on the renovations is currently being prepared by
our Engineering Department.
Footnote 2: See Design Report by our Engineering Department for details
5. Delete the [FOOTNOTE] markers.

m) Spell check and autocorrect

Check the language that is set as default for the document:

1. On the Review tab, click Language and then Language Preferences to display the following
window:

2. If English (Australia) is not in the list of editing languages, add it by:

a. Select English (Australia) in the Add additional editing languages drop down as
shown above.
b. Click the Add button

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3. If English (Australia) is not the default language, then set it across all of the text in the
document by:
a. Select all of the text in the document by holding down the Ctrl key and pressing ‘A’
b. On the Review tab, click Language and then Set Proofing Language
c. In the window that pops up, select English (Australia) and click OK to mark the
selected text (all of the document) as being in English (Australia) language.

4. The first heading, Executive Summary, has a typo in it. Right click on the incorrectly spelt
word and correct it using the options in the popup menu.

5. On the Review tab, click Check Document to run the spell and grammar check across the rest
of the document.

6. Go through each of the spelling mistakes and resolve them. There should be quite a few as
the document was originally written in American rather than Australian English, and there
are also a few typos and grammar mistakes.

2. Editing document formatting

a) Document properties
Set the document properties:

1. Click the File tab

2. Click Info on the left menu

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3. Click the Properties heading and select Advanced Properties

4. In the properties window that opens, set the properties to:

Title: Report to Shareholders
Subject: Bell Orchid Hotel, San Diego
Author: your own name
Category: Shareholder report
Keywords: report, San Diego, shareholder

b) Page layout and margins

Change the entire document to be landscape, with wide margins and in two columns:

1. Under the Layout tab, click Orientation, and select Landscape.

2. Under the Layout tab, click Margins, and select Wide.

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3. Under the Layout tab, click Columns, and select Two.

c) Breaks
Put the Executive Summary and Facing Our Future with Confidence sections (the first and last
sections) on their own pages:

1. Put your cursor after the Executive Summary section, just before the Table of Contents (or
Renovations heading if you have not added the Table of Contents).
2. On the Layout tab, click Breaks, and click Page under Page Breaks. This will start a new page
where your cursor is, starting the Renovations section on a new page.

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3. Put your cursor before the Facing Our Future with Confidence heading.
4. On the Layout tab, click Breaks, and click Next Page under Section Breaks. This will start a
new page where your cursor is, starting the Facing Our Future with Confidence section on a
new page.

To demonstrate the difference between a Page Break and a Section Break (note that this relies upon
you having completed the previous instructions under Page layout and margins):

5. Put your cursor somewhere in the Facing Our Future with Confidence section.
6. Under the Layout tab, click Columns, and select One. Notice what happens, or what does not
happen, to the rest of the document.

7. Put your cursor somewhere in the Executive Summary section.

8. Under the Layout tab, click Columns, and select One. Notice what happens, or what does not
happen, to the rest of the document this time.

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d) Print options
Have a look at some of the available printing options:

1. Click the File tab

2. Click Print on the left menu
3. Under Settings, have a look at each of the dropdown selection lists in turn:
a. Printing specific pages or other document information
b. Single/Double sided printing
c. Collated/Uncollated printing
d. Page orientation
e. Page size
f. Page margins
g. Number of pages to print per sheet of paper

4. Change the page orientation, page size, and page margins

5. Go back to editing view and note that these changes have been retained – changing the
page layout in print mode changes the page layout for the document, not just printing!

e) Templates
Create a new document using a template:

1. Click the File tab

2. Click New on the left menu
3. Choose one of the templates to base a new document on. Click on it and download it if
required.
4. Have a go at filling in and changing the text in the new document. Pay particular attention to
using the styles provided in the template and take note of the template’s page layout.
5. Once you are done, close your new document and return to editing the Shareholder Report.

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3. Other editing features

a) Find and replace
Use the find and replace function to change the dates from 2014 to 2015 and 2015 to 2016:

1. On the Home tab, click Replace

2. In the Find what field, enter 2015

3. In the Replace with field, enter 2016
4. Click Replace All to replace all instances of 2015 in the document with 2016.

Do the same again to replace all instances of 2014 with 2015.

b) Mail Merge
Create a simple mail merge which mimics sending the shareholder report to a few shareholders.

1. Click the Mailings tab to open all of the mail merge options
2. Click Start Mail Merge and select the Email option. The document display will change to one
continuous document as if it was an email (similar to Web Layout).

3. Click Select Recipients and select Use Existing List. Use the ShareholderList.txt file which was
included in the Lab1Files.zip file. This text file contains 6 names and email addresses.

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4. Click Match Fields to see how Microsoft Word has automatically matched up the information
in the ShareholderList.txt file to the fields that it expects for mail merge features. Note that
ShareholderList.txt only contains first name, last name, email address, and a purchase.

5. Click Greeting line to add a greeting line at the start of the email which will change for each
recipient. Change the greeting line format if desired, but the default options are fine.

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6. Click Insert Merge Field to add the Purchase field to the document, which will change for
each recipient.

7. Click Preview Results to preview the emails, and use the forward and back arrows to see
how the greeting line and purchase changes for each recipient.

8. Return to editing the document as a normal Word document by clicking Start Mail Merge
and selecting Normal Word Document.

c) Track changes and comments

Enable Track changes and try it out:

1. On the Review tab, click Track Changes

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2. Delete some text and see how Track Changes marks the deleted text
3. Add some text and see how Track Changes marks the added text
4. Change the formatting of some text and see how Track Changes marks the changed
formatting

5. Change the markup mode to All Markup by clicking on the Simple Markup drop-down list
and selecting All Markup. Note how the document display now provides more information.

6. Change the markup mode using the same drop-down list to No Markup. Note how the
document display now shows a clean copy with all of your changes.
7. Change the markup mode using the same drop-down list to Original. Note how the
document display now shows the version of the document before you made any changes.
8. Change the markup mode back to Simple Markup.
9. Turn off Track Changes by clicking on Track Changes again. Note how your previously tracked
changes do not disappear.
10. Click on Accept and Reject to keep or revert each change you have made to the document.

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Add a comment to the document:

11. Select the text which you want to comment on

12. On the Review tab, click New Comment to create a comment

13. In the comment bubble, write your comment.

d) Display modes and zoom

Change display modes:

1. On the View tab, try out the five different display modes: Read Mode, Print Layout, Web
Layout, Outline, and Draft

a. Note how Read Mode prevents you from editing the document, which makes it
suitable for viewing a document when you want to avoid accidentally changing
anything.
b. Note how Print Layout, the default editing view, shows you what the document will
look like when printed out, including page size and margins.
c. Note how Web Layout shows a continuous one-page view as it the document were a
web page.
d. Note how Outline shows you text only, organised by headings and paragraphs. Try
dragging a paragraph or heading around to reorder sections in the document. Try
double-clicking on the + signs next to headings to collapse and expand sections.

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e. Note how Draft shows you a cut-down version of Print Layout, without the page size
and margins, but still shows you what will be on each page when the document is
printed out.
2. Return to Print Layout view once you are done

Use zoom to show more or less of the document at once:

3. Use the zoom slider at the bottom right, play around with the zoom level and see how this
affects how the document is displayed on your screen.

4. On the View tab, click Zoom to open the zoom window. Have a go with the other options:
Page Width, Text Width, Whole Page, and Many Pages.

e) Non-printing characters
Display non-printing characters:

1. On the Home tab, click the non-printing character icon

2. In the document, have a look at all of the non-printing characters which are present. Are
there any which you were not expecting?

f) Insert/Overtype mode
Turn on overtype mode:

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1. Right-click on the status bar at the bottom

2. Enable overtype mode toggle by selecting the Overtype option in the popup menu
3. The word Insert should now appear in the status bar. Click it to change to overtype mode
(changing Insert to Overtype).

4. Try typing in the document and see what happens.

5. Change back to Insert mode by clicking on the word Overtype in the status bar.
6. Try typing in the document again – this should be the usual behaviour once again.

g) Paste options
See how the different paste options handle formatting of copied text:

1. Open a website, such as the unit’s Canvas site

2. Copy text from the website which contains a variety of formatting, for example the following
text from the unit’s Canvas site

3. Paste this into the document using default paste. Notice how Microsoft Word handles the
source formatting.
4. On the Home Tab, using the arrow under Paste, or by right-clicking in the document, paste
the copied text in using Merge Formatting and then Keep Text Only. Note how these
different paste options handle the source formatting.

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