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WORDPROCESSING

CHAPTER ONE
FORMATTING TEXT

OBJECTIVES
i) Define formatting text
ii) Distinguish between format and edit
iii) Format text as required

Formatting toolbar

 Formatting text is changing the appearance of text

 Bold, Italics, and Underline buttons are found on the formatting toolbar.

Apply Bold Formatting

 Click the text you want to type.

 On the formatting toolbar click bold.

Underline text
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Do any of the following: Add a basic underline

 Select the text you want to change
 On the formatting toolbar click underline.

Add decorative underline

 Select the text you want to change
 On the format menu, click font and then click the font tab.
 In the underline style list, click the colour you want.

Apply Italic Formatting

 Select the text you want to change

 On the Formatting toolbar, click Italic.

KEYBOARD SHORTCUTS
Bold - Ctrl + B
Italic - Ctrl + I
Underline - Ctrl + U

CHANGING FONT COLOUR

 Select the text you want to change.

 On the formatting toolbar, click font colour icon .
 On the Font Colour, click the arrow next to Automatic and select the colour you
want.
Note : The colour of your text will be automatically changed to your selection.

Change the size of text

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 Select the text you want to change

 On the formatting toolbar, type or click a font size in the font size box. For
example, type 12

- The default font size for office 2007 is 11.

Change the font

 Select the text you want to change.
 On the formatting toolbar, click font name in the font box.

- The default font type for office 2007 is Calibri.

CHAPTER TWO
TEXT ALIGNMENT
Left centre right full justified
OBJECTIVES
i) Define text alignment
ii) State and describe the four types of text alignment
iii) List down the steps to be followed when one wants to align some text.
iv) Align text as required

- The look of a document depends on how the lines are arranged.

- There are four types of alignment or arrangement, these are described below:
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Left Aligned Text

- The lines here start at the same distance from the left side
- This arrangement of text is called left alignment.
- Sometimes we may say that the lines are left justified.

Right Aligned text

- The lines here end at the same distance from the right side.
- This arrangement of text is called right alignment.
- Sometimes we may say that the lines are right justified.

Full Justified
- The lines here are arranged in such a way that the left and right hand sides are even.
- They start at the same distance from the left and end at the same distance from the
right. We may say that the text lines are full justified.

Centre Justified
- All the lines are placed at the centre of the page.
- This arrangement of text is called centre alignment. We may say that the lines are
centre justified.
HOW DO WE DO THIS ?

Align text left or right

 Select the text you want to align
 On the Formatting toolbar, Click align left or align right Button

Justify text
 Select the text you want to (justify: to adjust the horizontal spacing so that the text
is aligned evenly along both the left and right margins. Justifying text creates a
smooth
 On the formatting toolbar, click justify button.
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Tip
 Because the last line of the text in a paragraph is often shorter than the other lines,
it may not appear to be justified. Be aware that justifying a very short line of text
may look odd because of large amount of space that will be created between the
words.

Centre text
 Select the text you want to centre.
 On the formatting toolbar click centre button.

CHAPTER THREE
SELECT TEXT AND GRAPHICS

OBJECTIVES
i) Give any other word that can be used instead of “select”
ii) Use both the mouse and the keyboard to select some text.
iii) Give some reasons why we must be able to select text using the keyboard as
well.

- You can select text and graphics by using the mouse and the keyboard, e.g. you can
select a paragraph on page one and a sentence on page three.

Select items that are not next to each other.

 Select the first item you want, such as a table cell. (Cell: A box formed by the
intersection of a row and a column in a worksheet or table in which you enter your
information)
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 Hold down CTRL.

 Select an additional item you want while continuing to hold CTRL.

NB : You can only select multiple objects of the same type such as two or more texts or
more floating (floating objects: A graphic or other object that is inserted in the drawing
layer so that you can position it precisely on the page, in front of or behind text or other
objects) graphics, that aren’t next to each other.

SELECT TEXT OR GRAPHICS BY USING THE MOUSE.

Any amount of text

 Drag over the text.

A word
 Double-click the word.

A line of text
 Move the pointer to the left of the line until it changes to a right – pointing arrow
and then click.

A sentence
 Hold down CTRL and then click anywhere in a sentence.

A paragraph
 Move the pointer to the left of the paragraph until it changes to a right – pointing
arrow and then double – click or triple click anywhere in the paragraph.

Multiple paragraphs
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 A large block of text Move the pointer to the left of the paragraph until it changes
to a right – pointing arrow and then click and drag up or down.
 Click at the start of the selection, and then hold down SHIFT and click.

An entire Document
 Move the pointer to the left of any document text until it changes to a right –
pointing arrow, and then triple click.

A graphic
 Click the graphic.

A text box or frame

Move the pointer over the border of the frame or text box until the pointer becomes a
four headed arrow, and then click to see the sizing handles (Sizing handles : One of the
small circles or squares that appears at the corners and sides of a selected object. You
drag these handles to change the size of the object).

SELECT TEXT BY USING THE KEYBOARD

- Set text by holding down SHIFT and pressing the key that moves the insertion point.
- To select multiple areas that aren’t next to each other, make your first selection, hold
down CTRL and then select any other items you want.

To extend a selection

SHIFT +RIGHT ARROW

 One character to the right

SHIFT + LEFT ARROW

 To the end of a word
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CTRL + SHIFT + LEFT ARROW

 To the beginning of a word

CTRL + DOWN ARROW + SHIFT

 To the end of a paragraph

SHIFT +END
 To the end of a line

SHIFT + HOME
 To the beginning of a line

SHIFT + DOWN ARROW

 One line down

SHIFT + UP ARROW
 One line up

SHIFT + PAGE DOWN

 One screen down

CTRL + SHIFT + HOME

 To the beginning of a document

CTRL + SHIFT + END

 To the end of a document

ALT + CTRL + SHIFT + PAGE DOWN

 To the end of a window
CTRL + A
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 To include the entire document

CTRL + SHIFT + F8 and then use the arrow keys,

ESC
 to cancel the selection mode.

F8 to arrow keys, press ESC to cancel the selection mode

To specific location in a document

F8
 To turn extend mode on

F8 and then press LEFT ARROW or RIGHT ARROW

F8 (press once to select a word, twice to select a sentence, and so forth)
Increase the size of a selection.

SHIFT + F8
 Reduce the size of a selection

ESC
 Turn extend mode off

CHAPTER FOUR
MOVING AND COPYING TEXT AND GRAPHICS

OBJECTIVES
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i) State the menu where we find the copy, cut and paste tools.
ii) List down the steps to be followed when one wants to copy, cut and paste
some text
iii) Distinguish between copying-pasting and cutting – pasting.

Office clipboard menu

To move text or graphics do the following

1. Select the items you want to move
2. Click the cut button or tool on the Standard Toolbar

Cut tool

1. If you want to move the item to another document switch to the document.
2. Click where you want the items to appear
3. Click paste tool on the standard Toolbar.

Paste tool
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NB: To determine the format of the items that are pasted, Click on option on the paste
options buttons below your paste selection.

To copy text and graphics

1. Select the copy button or tool on the standard toolbar

Copy tool

2. If you want to move the item to another document, switch on the document
3. Click where you want the item to appear
4. Click paste button or tool on the standard toolbar.

Paste tool

NB:To determine the format of the items that are pasted, Click on option on the paste
options buttons below your paste selection.

CHAPTER FIVE
CHECKING SPELLING AND GRAMMAR

OBJECTIVES
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i) Name the menu where the spell check and grammar is found
ii) Draw the icon for spell check and grammar
iii) Describe how you correct spellings and grammar on a given document.
iv) Give the meaning of the ;
a) Red underline wave
b) Green underline wave.
v) Correct spellings and grammar as you type.
vi) Use Autocorrect to correct spellings and grammar

- Spell check and Grammar is found on the Review tab.

- As a deadline approach, often there is not enough time to check a document for
spelling and grammar mistakes hence Microsoft Office program provides tools that
can help you correct these mistakes faster

NB: Some of the content on the topic may not be applicable to some languages.

- By default, Microsoft word checks spelling and grammar automatically as you type,
using wavy red underlines to indicate possible spelling problems and wavy green
underlines to indicate possible grammatical problems.

- You can also check spelling and grammar all at once.

Checking spelling and grammar automatically as you type

1. Make sure automatic spelling and grammar checking is turned on
2. On the tools menu, click option and then click the Spelling and Grammar tab.
3. Select the check spelling as you type and click grammar as you type check boxes.
4. Type in the document
5. Right click a word with a wavy red or green underline, and then select the command or
the spelling alternative that you want.
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TIPS
You can use autocorrect to automatically correct spelling as you type without having
confirm each correction e.g. if you type “definetely” and then type a space or other
punctuation, Autocorrect automatically replaces it with “definitely”

If word finds a lowercase word, e.g. “london” that is listed in the main dictionary only with
a different capitalisation “London”, the capitalisation may be flagged or corrected
automatically as you type. You can specify that word not flag this capitalisation by adding
the lowercase form to a custom dictionary.

Checking Spelling and Grammar all at once

This method is useful if you want to postpone proofing a document until after you finish
editing it. You can check for possible spelling and grammatical problems, and then confirm
each correction.

Note: By default, Word checks both spelling and grammar. If you want to check spelling
only, click options on the Review menu, Click the spelling and grammar tab, clear the
check grammar with the spelling check box, and then click OK.

On the Standard toolbar, click Spelling and Grammar

When word finds a possible Spelling and grammatical problem, make your changes in the
spelling and Grammar dialog box.

TIPS
You can correct Spelling and Grammar directly in the document while the Spelling and
Grammar dialog box is open. Type your corrections on the document, and then click
Resume in the Spelling and Grammar dialog box.
For a detailed explanation of a grammar flag, click Explain in the Spelling and Grammar
dialog box.
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NOTE: If you mistype a word but the result is not a misspelling,(e.g. “from” instead of
“form” or “there” instead of “their”), the spelling checker will not flag the word.

CHAPTER SIX
FIND AND REPLACE TEXT OR OTHER ITEMS

OBJECTIVES
i) State the menu where we find the Find and Replace
ii) Name the keyboard shortcut for cancelling a search in progress
iii) Describe how you find and Replace text.
iv) Explain why we use the Find and Replace in Microsoft word
v) Find and Replace some text

Some of the content in this topic may not be applicable to some language

Replace Text
You can automatically replace text – e.g. You can replace “Aimed” with “Apex”

To cancel a search in progress, press ESC

HOW TO FIND AND REPLACE TEXT?

1. On the Home tab, in the Editing group, click Find

2. In the Find what box, type the text that you want to search for

3. Click the Replace tab.

4. In the Replace with box, type the replacement text.

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5. Do one of the following:

 To find the next occurrence of the text, click Find Next.

 To replace an occurrence of the text, click Replace. After you click Replace,
Office Word 2007 moves to the next occurrence of the text.

 To replace all occurrences of the text, click Replace All.

CHAPTER SEVEN
LINE SPACING

OBJECTIVES
i) Define line spacing
ii) Define Paragraph spacing
iii) State and describe the different types of line spacing
iv) Space lines of text as required.

- Line Spacing determines the amount of vertical space between lines of text in a
paragraph.
- By default, lines are single spaced, meaning that the spacing accommodated the
largest font in that line and plus a small amount of extra space.

- Paragraph spacing determines the amount of space above or below a paragraph.

- If a line contains a large text character, graphic or formula, Microsoft word

increases the spacing of that line. To space all lines evenly, use exact spacing and
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specify an amount of space that is large enough to fit the largest character or
graphics in the line. If items appear cut off, increase the amount of spacing.

TYPES OF LINE SPACING

Single 1.0
- Accommodates the largest font in that line, plus a small amount of extra space that
varies depending on the font used.

1.5 lines
- One and one half times that of single line spacing.

Double 2.0
- Twice that of single line spacing.

At least
- Minimum line spacing that is needed to fit the largest font or graphic on the lines.

Exactly
- Fixed line spacing that Microsoft Word does not adjust.

Multiple
- Line Spacing that is increased or decreased by a percentage that you specify e.g
setting line spacing to 1,2 will increase the space by 20 percent.

Select the text you want to make as superscript or subscript

Superscript
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Describes text that is slightly higher that other

text on a line, such as a footnote reference
mark.

Subscript
Describes text that is slightly lower that other
text on a line. Subscripts are often used in
scientific formulas.

MAKE TEXT SUPERSCRIPT OR SUBSCRIPT

 Select the text you want to format as Superscript or Subscript
 On the format menu, click font and then click the font tab.
 Select the superscript or subscript check box.

CHAPTER EIGHT
INDENTING PARAGRAPHS

OBJECTIVES
i) Define an indent
ii) State and describe the types of indents
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 Indentation determines the distance of the paragraph from either the left or the
right margin. Within the margins, you can increase or decrease the indentation of a
paragraph or group of paragraphs. You can also create a negative indent (also
known as an outdent), which pulls the paragraph out toward the left margin. You
can also create a hanging indent, in which the first line of the paragraph is not
indented, but subsequent lines are.

1. Page margins

2. Indentation

First line Indent

Start the 1st character in the first line of a paragraph several spaces
after the left margin but aligns succeeding lines with the left margins.

Hanging Indent

Start the 1st line in a paragraph either at the left margin or close to it, then
the following lines are indented further from the left margin. The right
margin can be either justified or ragged depending on the paragraph
alignment you have set for this paragraph.

Left Indent
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This is an example of left indent. Indents all the lines of a paragraph from
the left margin.

Right Indent
This is an example of right indent. Indents all the lines of a paragraph from the right
margin.

Block (Right – Left Indent)

Indents all the lines of a paragraph from both margins. This is also known as Right – Left
Indent.

CHAPTER NINE
CHANGING CASE OF TEXT

OBJECTIVES
i)
ii)
Define change case
State and describe the five types of change case
Aa
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iii) Change the case of text as required.

 To change the case of text, do the following

 Select the text you want to change.
 On the format menu, click change case.
 Click the capitalisation option you want
 Click OK button.

Sentence case
Capitalises the first letter of the 1st word in the selected sentence.

lowercase
Changes all selected text to small letters

Uppercase
Changes all selected text to capital letters.

Tittle Case
Capitalises the first letter of each word in the selection.

TOGGLE CASE
Changes all uppercase letters to lowercase in the selection and the vise versa.

CHAPTER TEN
DROP CAP
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OBJECTIVES
i) Define Drop cap
ii) State the three types of Drop Cap
iii) Describe how you drop cap characters to 2 or 3 lines.
iv) Explain why we use Drop Cap
v) Drop cap every characters as required.

- Drop cap refers to a large dropped initial capital letter.

Dropped cap
 Formats the 1st character of the paragraph as a dropped capital letter and aligns it
with the left margin. Paragraph text wraps around the drop cap.

In-margin dropped cap

 Formats the 1st character of the paragraph as a dropped capital letter and places it
in the left margin, beginning at the first line of the paragraph.

3. None
 Removes Dropped capital letter formatting from a selected paragraph.

HOW DO YOU APPLY DROP CAP?

1. Click in the paragraph that you want to begin with a drop cap.

The paragraph must contain text.

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2. On the Insert tab, in the Text group, click Drop Cap.

3. Click Dropped or In margin.

- The dropped cap, a large dropped initial capital letter, can be used to begin a
document or a chapter, or to add interest to a newsletter or invitation.

Font
 Click the font for the dropped capital letter.

Lines to Drop
 Enter the number of lines you want the dropped capital letter to extend
downwards from the top lines of the paragraph.

Distance
 Enter the amount of space you want between the ‘dropped’ capital letter and text
in the body of the paragraph.

CHAPTER ELEVEN
BULLETS AND NUMBERING

OBJECTIVES
i) Define Bullets and Numbering
ii) Describe how you apply bullets and numbering as you type
iii) Describe how you apply bullets and numbering to existing text
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Microsoft word automatically creates bulleted and numbered lists as you type, or can
quickly add bullets or numbers to existing lines of text.

Bullets: Refers to a dot or other symbols that is placed before text, such as items in a list.

CREATING BULLET AND NUMBERED LIST AS YOU TYPE.

1. Type 1 to start a numbered list or * to start a bulleted list and then press
SPACEBAR or TAB.
2. Type any text you want.
3. Press ENTER to add the next list item.
Word automatically inserts the number or bullet
4. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet
or number in the list

NOTE. If bullets and numbers do not automatically appear, click autocorrect option on
the tools menu and then click the auto format as you type select the automatic bullet
list or automatic numbered list check box.

ADD BULLETS AND NUMBERS TO EXISTING TEXT.

1. Select the items you want to add bullets or numbers.
2. On the formatting toolbar, click Bullets or Numbers

Tips :
- You can select different bullet styles and numbering formats by clicking bullets and
numbers on the format menu.
- You can move an entire list to the left or to the right by clicking the 1 st number in
the list and drag without changing the numbering levels in the list.
- You can turn an existing list into an outline numbered list by changing the
hierarchical level of items in the list. Click a number in the list other than the first
number and then press TAB.
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- SHIFT +TAB or click increase Indent or decrease indent on the formatting toolbar.

TUESDAY 28 OCTOBER 2014

BOARDERS AND SHADING

OBJECTIVES
 State the use of boarders to a document
 State any four positions of a microsoft word document where boarders can
beused.
 Describe how you add boarders to a page, text, tables,table cells and graphic
objects.

In Microsoft Office Word 2007, borders can add interest and emphasis to various parts of
your document. You can add borders to pages, text, tables and table cells, graphic objects,
and pictures.

You can add a border to any or all sides of each page in a document, to pages in a section,
to the first page only, or to all pages except the first. You can add page borders in many
line styles and colors, as well as a variety of graphical borders

Add a border to a picture, a table, or text

1. Select the picture, table, or text that you want to apply a border to.
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To apply a border to specific table cells, select the cells, including the end-of-cell
marks.

NOTE Press CTRL+* to turn on Show/Hide paragraph marks and view the end-
of-cell marks.

2. On the Page Layout tab, in the Page Background group, click Page Borders.

page background group

3. In the Borders and Shading dialog box, click the Borders tab, and then click one
of the border options under Settings.

4. Select the style, color, and width of the border.

5. Do any of the following:

- To place borders only on particular sides of the selected area, click Custom
under Setting. Under Preview, click the diagram's sides, or click the buttons to
apply and remove borders.

- To specify the exact position of a paragraph border relative to the text, click
Paragraph under Apply to, click Options, and then select the options that you
want.

- To specify a cell or table that you want the border to appear in, click the
option that you want under Apply to.
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ADD A BORDER TO A PAGE

1. On the Page Layout tab, in the Page Background group, click Page Borders.

- Make sure you are on the Page Border tab in the Borders and Shading dialog
box.

2. Click one of the border options under Settings.

- To specify that the border appears on a particular side of a page, such as only at
the top, click Custom under Setting. Under Preview, click where you want the
border to appear.

3. Select the style, color, and width of the border.

- To specify an artistic border, such as trees, select an option in the Art box.

4. Do any of the following:

- To specify a particular page or section for the border to appear in, click the
option that you want under Apply to.

- To specify the exact position of the border on the page, click Options, and
then select the options that you want.

REMOVE A BORDER FROM A PAGE

On the form at menu, click Borders and Shading and then the page border tab.
Under settings click none.

NOTE: To remove the border from only one edge of the document, eg to remove all but
the top border – click the borders you want to remove in the diagram under preview.
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PRINT LAYOUT

OBJECTIVES
i) Define Print Layout
ii) Describe page orientation
iii) State the default page orientation for Microsoft office word 2007.
iv) Give the four factors to be considered when you layout a page.
v) Describe how you change page orientation

Print layout refers to the way you put text on each page of a document.

When you layout a page, you can decide on the following:

 The size of paper
 Width of the margins
 Orientation – the way paper is placed whether landscape or portrait
 Whether to include page numbers or not.

CHANGING PAGE ORIENTATION

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1. On the Page Layout tab, in the Page Setup group, click Orientation.

2. Click Portrait or Landscape.

CHAPTER FOURTEEN
MARGINS

OBJECTIVES
i) Define a margin
ii) Define a gutter margin
iii) Describe how you change margin setting
iv) Explain why we put margins on a document.

Margin determine the area of space between text and the edge of paper.
No text appears in the margin, all Text and Graphics appears in the printable area inside
margins.
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WHAT HAPPENS WHEN A DOCUMENT HAS NO MARGINS.

 It becomes difficult to read.
 Some characters are binded when filling.
 Margins change the look of the document

Gutter margins
A margin setting that adds extra space to the side or top margin of a document you plan
to bind. A gutter ensures that text is not obscured by binding.

Using Gutter Margins

On the file menu, click Page Setup, and then click the Margin Tab.
In the Gutter box enter a value for the Gutter margin.
Under Gutter Position, Click left or top.

Reasons for putting margins

i. The document becomes easy to read.
ii. Characters will not be missing after binding or filling.

Changing Margins
A word processing program sets the margins to a certain width when you load it. These
margins are called Default Margins.
Default means by convention, unless you change it. The default margin setting is suitable
for most documents.

Changing Margin Setting

1. On the Page Layout tab, in the Page Setup group, click Margins.

2. Click the margin type that you want. For the most common margin width, click
Normal.
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When you click the margin type that you want, your entire document
automatically changes to the margin type that you have selected.

3. You can also specify your own margin settings. Click Margins, click Custom
Margins, and then in the Top, Bottom, Left, and Right boxes, enter new values for
the margins.

- Margins are measured from the edge of the paper.

- They are set for the whole document
- When setting margins we should make sure that the left margin is wide enough for
binding and filling.
- The right Margin is big for documents that need others to write comments eg work
submitted for marking.
- Use wide margins to make the document attractive.
- Big, left and right margins give huge wide space to a document; this makes the work
stand out.

CHANGING TEXT DIRECTION

 In a table, select the cell(s) you want to change.
 On the format menu, select the text direction option.
 In the orientation area, select the text direction you want.
 See preview for the appearance of the text.
 Click OK to finish.

CHAPTER FIFTEEN
HEADERS AND FOOTERS
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OBJECTIVES
i) Define headers and footers.
ii) Differentiate headers and footers
iii) Describe how you insert headers and footers

Headers and footers are places to put repetitive information in a document’s top and
bottom margins.
Headers print at the top and footers print at the bottom.

INSERT THE SAME HEADER AND FOOTER THROUGHOUT A DOCUMENT

1. On the Insert tab, in the Header & Footer group, click Header or Footer.

2. Click the header or footer design that you want.

The header or footer is inserted on every page of the document.

NOTE If necessary, you can format text in the header or footer by selecting the
text and using the formatting options on the Mini toolbar.

CHANGE HEADERS OR FOOTERS

1. On the Insert tab, in the Header & Footer group, click Header or Footer.
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2. Click a header or footer design from the gallery.

The header or footer design changes for the entire document.

REMOVE THE HEADER OR FOOTER FROM THE FIRST PAGE

1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then
click the Layout tab.

2. Select the Different first page check box under Headers and footers.

Headers and footers are removed from the first page of the document.

MAKE THE HEADERS OR FOOTERS DIFFERENT FOR ODD AND EVEN PAGES

For example, you might choose to use the title of the document on odd pages, and the
chapter title on even pages.

1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then
click the Layout tab.

2. Select the Different odd and even check box.

Now you can insert the header or footer for even pages on an even page and the
header or footer for odd pages on an odd page.

CHANGE THE CONTENTS OF A HEADER OR FOOTER

1. On the Insert tab, in the Header & Footer group, click Header or Footer.
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2. Make your changes to the header or footer by selecting the text and revising it
or by using the options on the Mini toolbar to format the text. For example, you
can change the font, apply bold format, or apply a different font color.

TIP In Print Layout view, you can quickly switch between the header or footer and
the document text. Just double-click the dimmed header or footer or the dimmed
document text.

REMOVE THE HEADERS OR FOOTERS

1. Click anywhere in the document.

2. On the Insert tab, in the Header & Footer group, click Header or Footer.

3. Click Remove Header or Remove Footer.

The header or footers are removed from the entire document.

WORKING WITH HEADERS AND FOOTERS IN A DOCUMENT WITH MULTIPLE SECTIONS

In a document with sections, you can insert, change, and remove different headers and
footers for each section. Or you can use the same header or footer for all of the sections.
If you are unsure whether your document has sections, click Draft on the status bar. On
the Home tab, in the Find group, click Go To. Click Section, and then click Next to find any
section breaks in the document.

To create section breaks, click where you want to place a section in the document. On the
Page Layout tab, in the Page Setup group, click Breaks.
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ADD PAGE NUMBERS

Ms Word provides two ways of adding page numbers. In either case, the page number
appear in the header or footer at the top or bottom of the page..

ADD BASIC PAGE NUMBER TO HEADER OR FOOTER

On the insert menu, click page numbers.
In the position box, specify whether to print page number in the header at the top of the
page or in the footer at the bottom of the page.
In the Alignment box, specify whether to align page number left, centre or right relative to
the left and right margins or inside or outside relative to the inside and outside edges of
page that will be found.
If you don’t want a number on the first page, clear show number on the first page check
box.
Select any other option that you want.

REMOVE PAGE NUMBERS

Microsoft Office Word 2007 automatically removes or deletes page numbers when you
click Remove Page Numbers or when you remove a single page number manually from the
document.

1. On the Insert tab, in the Header & Footer group, click Page Number.

2. Click Remove Page Numbers.

NOTE If you created different first-page or odd and even headers or footers, or if you
have sections that aren't linked, be sure to remove the page numbers from each different
header or footer.
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CHAPTER SIXTEEN
PAGE BREAKS Pages Group

OBJECTIVES
i) Define page break
ii) Distinguish between hard page break and soft page break
iii) Describe how you insert a manual page break using both the insert menu or the
keyboard
iv) Describe a widow and an orphan.

Page Break – is the point at which one page ends and another begins.
Hard Page Break – The user forces the cursor to move to the next page .
Soft Page Break – The cursor moves to the next page automatically when a page is full.

INSERTING A MANUAL PAGE BREAK – USING THE MOUSE

 Click where you want to start a new page
 On the Insert menu, page Break.

INSERTING A MANUAL PAGE BREAK - USING THE KEYBOARD

 Click where you want to start a new page.
 Hold down CTRL key and then press ENTER (CTRL + ENTER)
WIDOWS AND ORPHANS
A widow is the last line of a paragraph printed by itself at the top of the page.
An orphan is the first line of a paragraph printed by itself at the bottom of the page.

TO CONTROL WIDOWS AND ORPHANS

Select the paragraph in which you want to control widows and orphans.
On the format menu, click paragraph and then click the line and page Break tab.
Select the widow / orphan control check box.
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CHAPTER SEVENTEEN
TABLULATION

OBJECTIVES
i) Define a table
ii) Describe a table
iii) Create a table using both the insert table menu and the draw table menu
iv) Convert text to a table
v) Merge or split the cells of a table
vi) Change text direction
vii) Format the table as required

A table is a feature in Word processing program that organise text in rows and columns.
The intersection of a row and a column is called a cell. Cells can be filled with text or
graphics.
Column – It is the vertical section of a table.
Row – It is the horizontal section of a table.
A table presents information in an easy - to – read format
Text in a table can be formatted like any other text in a document.

MOVING WITHIN A TABLE

To move forward within a table, press TAB key.
To move backwards, press SHIFT +TAB

HOW TO CREATE A TABLE?

Use the Insert Table command

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You can use the Insert Table command to choose the table dimensions and format before
you insert the table into a document.

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, and then click Insert Table.

3. Under Table size, enter the number of columns and rows.

4. Under AutoFit behavior, choose options to adjust the table size.

5. Click OK button

Create a table

You can create a table by drawing the rows and columns that you want or by converting
text to a table.

Draw a table

You can draw a complex table — for example, one that contains cells of different heights
or a varying number of columns per row.

1. Click where you want to create the table.

2. On the Insert tab, in the Tables group, click Table, and then click Draw Table.

The pointer changes to a pencil.

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3. To define the outer table boundaries, draw a rectangle. Then draw the column
lines and row lines inside the rectangle.

4. To erase a line or block of lines, under Table Tools, on the Design tab, in the
Draw Borders group, click Eraser.

5. Click the line that you want to erase. To erase the entire table, see Delete a
table or clear its contents.

6. When you finish drawing the table, click in a cell and start typing or insert a
graphic.

Convert text to a table

1. Insert separator characters — such as commas or tabs — to indicate where you

want to divide the text into columns. Use paragraph marks to indicate where you
want to begin a new row.

For example, in a list with two words on a line, insert a comma or a tab after the
first word to create a two-column table.

2. Select the text that you want to convert.

3. On the Insert tab, in the Tables group, click Table, and then click Convert Text
to Table.
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4. In the Convert Text to Table dialog box, under Separate text at, click the option
for the separator character that you used in the text.

Select any other options that you want.

Place a table inside another table

Tables that are inside other tables are called nested tables and are often used to design
Web pages. If you think of a Web page as one big table that holds other tables — with text
and graphics inside different table cells — you can lay out the different parts of your page.

You can insert a nested table by clicking in a cell and then using any of the methods to
insert a table, or you can draw a table where you want the nested table.

NOTE You can also copy and paste an existing table into another table.

ADD A CELL, ROW, OR COLUMN

Add a cell

1. Click in a cell that is located just to the right of or above where you want to
insert a cell.

2. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box
Launcher.

3. Click one of the following options:

Click this To do this

Shift cells Insert a cell and move all other cells in that row to the right.
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right
NOTE This option may result in a row that has more cells than the
other rows.

Shift cells Insert a cell and move remaining existing cells in that column down
down one row each. A new row will be added at the bottom of the table to
contain the last existing cell.

Insert entire Insert a row just above the cell that you clicked in.
row

Insert entire Insert a column just to the right of the cell that you clicked in.
column

Add a row

1. Click in a cell that is located just below or above where you want to add a row.

2. Under Table Tools, click the Layout tab.

3. Do one of the following:

 To add a row just above the cell that you clicked in, in the Rows and
Columns group, click Insert Above.

 To add a row just below the cell that you clicked in, in the Rows and
Columns group, click Insert Below.

Add a column

1. Click in a cell that is located just to the right or left of where you want to add a
column.

2. Under Table Tools, click the Layout tab.

3. Do one of the following:

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 To add a column just to the left of the cell that you clicked in, in the
Rows and Columns group, click Insert Left.

 To add a column just to the right of the cell that you clicked in, in the
Rows and Columns group, click Insert Right.

Delete a cell, row, or column

1. Do one of the following:

To select Do this

A cell
Click the left edge of the cell. .

A row
Click to the left of the row.

A Click the column's top gridline or top border.

column

2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click Delete Cells, Delete
Rows, or Delete Columns, as appropriate.

MERGE OR SPLIT CELLS

Merge cells

NOTE : You can combine two or more cells in the same row or column into a single cell. For
example, you can merge several cells horizontally to create a table heading that spans
several columns.
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1. Select the cells that you want to merge by clicking the left edge of a cell and then
dragging across the other cells that you want.

2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.

Split cells

1. Click in a cell, or select multiple cells that you want to split.

2. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.

3. Enter the number of columns or rows that you want to split the selected cells into.

Repeat a table heading on subsequent pages

- When you work with a very long table, it will be divided wherever a page break
occurs. You can make adjustments to the table so that the table headings are
repeated on each page.

- Repeated table headings are visible only in Print Layout view and when you print
the document.

1. Select the heading row or rows. The selection must include the first row of the
table.

2. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header
Rows.

NOTE Word automatically repeats the table headings on each new page that results
from an automatic page break. Word does not repeat a heading if you insert a manual
page break within a table.

Control where a table is divided

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 When you work with a very long table, it must be divided wherever a page break
occurs. By default, if a page break occurs within a large row, Microsoft Word allows
a page break to divide the row between the two pages.

 You can make adjustments to the table to make sure that the information appears
as you want it to when the table spans multiple pages.

Prevent a table row from breaking across pages

1. Click in the table.

2. Under Table Tools, click the Layout tab.

3. In the Table group, click Properties, and then click the Row tab.

4. Clear the Allow row to break across pages check box.

Force a table to break across pages at a particular row

1. Click in the row that you want to appear on the next page.

2. Press CTRL+ENTER.

RESIZE ALL OR PART OF A TABLE

Do any of the following.

Resize an entire table

In the print layout view, rest the pointer on the table until the table resize handle appears
on the lower – right corner of the table.
Rest the pointer on the table resize handle until a double headed arrow.
Drag the table boundary until the table is the size you want.
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NOTE : If you are working on a Web page or in the Web layout view you can set the table
to automatically resize to fit in a window when you change the window size, Click in the
Table. On the Table menu, point to Auto fit and then click Auto fit to Window.

Change Column Width

Rest the pointer on the Column boundary you want to move until it becomes a resize
pointer and then drag the boundary until the column is the width you want.

Note: To change a column width to a specific measurement, click a cell in the column. On
the Table menu, click Table properties and then click the column Tab,
Select the option you want.
To make the column in a Table automatically fit the contents, click a Table, point to Auto
fit on the Table Menu and then click Auto fit to contents.
To Display column width measurements, click a cell and then hold down ALT as you drag
the markers on the ruler.

Change Row Height

Rest the pointer on the row boundary you want to move until it becomes a resize pointer,
and then drag the boundary.

NOTES
To change a row height to a specific measurement, click a cell in the row. On the Table
menu, click Table Properties and then click the row Tab. Select the options you want.
To display row height measurements, click a cell, hold down ALT as you drag the markers
on the ruler.

Make multiple rows and columns the same size.

Select t the rows and columns you want to make the same size.
How?
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On the Tables and Boarders toolbar, click Distribute Columns Evenly or Distribute Rows
Evenly.

Add or change the space between cells in a Table

If you are using a table to arrange text or graphics e.g on a web page you can add spacing
between table cells.

Change Position of Text in a Table

Do one of the following

Change the orientation of text

You can change the text orientation on the table cells so that the text is displayed
vertically or horizontally.
Primrose

Primrose
Primrose

Click the table cell that contains the text you want to
change
On the format menu, Click Text Direction
Click the orientation you want.