11

PRINCE OF PEACE COLLEGE, INC.

Balete, Poblacion, Puerto Galera, Oriental Mindoro

Empowerment Technologies
12
Quarter 1 – Module 3:
ADVANCED WORD PROCESSING
SKILLS
ADVANCED WORD PROCESSING SKILLS

What is word processing?

Word Processing refers to the act of using a computer to create, edit, save and
print documents. In order to perform word processing, specialized software (known
as a Word Processor) is needed. One example of a Word Processor is Microsoft
Word, but other word processing applications are also widely used. Examples
include: Microsoft Works Word Processor, Open Office Writer, Word Perfect and
Google Drive Document.

Word processor is a software program capable of creating, storing, and

printing typed documents. Today, the word processor is one of the most
frequently used software programs on a computer, with Microsoft Word being
the most popular word processor.

Examples and Top Uses of a Word Processor

A word processor is one of the most used computer programs because of its
versatility in creating a document. Below is a list of the top examples of how you
could use a word processor.
1. Book - Write a book.
2. Document - Any text document that requires formatting.
3. Help documentation - Support documentation for a product or service.
4. Journal - Keep a digital version of your daily, weekly, or monthly journal.
5. Letter - Write a letter to one or more people. Mail merge could also be used
to automatically fill in the name, address, and other fields of the letter.
6. Marketing plan - An overview of a plan to help market a new product or service.
7. Memo - Create a memo for employees.
8. Report - A status report or book report.
9. Résumé - Create or maintain your résumé.

Example of Word Processor Programs

Although Microsoft Word is the most popular word processor available,
other options are available. Below is a listing of some popular word processors in
alphabetical order.
1. Abiword. 9. Microsoft WordPad.
2. Apple iWork - Pages. 10. Microsoft Works (discontinued).
3. Apple TextEdit - Apple 11. SoftMaker FreeOffice -> TextMaker (free).
macOS included word 12. OpenOffice -> Writer (free).
processor. 13. SSuite -> WordGraph (free).
4. Corel WordPerfect. 14. Sun StarOffice (discontinued).
5. Dropbox Paper (online and free). 15. Textilus (iPad and iPhone).
6. Google Docs (online and free). 16. Kingsoft WPS Office -> Writer (free).
7. LibreOffice -> Writer (free).
8. Microsoft Office -> Microsoft Word
 Microsoft Word – is a word processor developed by Microsoft. It was
first released on October 25, 1983. It is also known as MS Word.

How to open MS Word

using shortcut keys?

- Press “Windows
Logo” + R then
type “winword”
then enter.

Features of a word processor

Unlike a basic plaintext editor, a word processor offers several additional
features that can give your document or other text a more professional appearance.
Below is a listing of some of the most popular features of a word processor.

Adjust the layout - Capable of modifying the margins, size, and layout of a document.
AutoCorretct – corrects common spelling errors well as capitalization
AutoFormat – applies formatting to text, e.g. number listing, bullet, hyperlinks.
Collaboration - More modern word processors help multiple people work on the
same document at the same time.
Copying, cutting, and pasting - Once text is entered into a document, it
can be copied or cut and pasted in the current document or another
document.
Find - Word processors give you the ability to quickly find any word or text in any
size of the document.
Grammar Checker – proofreads documents for grammar, writing styles,
sentence structure errors and reading statistics.
Headers and footers - Being able to adjust and change text in the header and
footer of a document. The headers and footers of a document can be
customized to contain page numbers, dates, footnotes, or text for all
pages or specific pages of the document.
Indentation and lists - Set and format tabs, bullet lists, and number lists.
Insert tables - Add tables to a document.
Import data - Import and format data from CSV, database, or another source.
Template – a document that contains the formatting necessary for a specific
document type
Text formatting - Changing the font, font size, font color, bold,
italicizing, underline, etc.
Tables – organize information into rows and columns
Text Wrap – adjusts how the image behaves around other objects or
text. Thesaurus - Look up alternatives to a word without leaving the
program. Macros - Setup macros to perform common tasks.
Mail Merge – a feature that allows you to create document and merge the them
with another document or data file.
Mailers and labels - Create mailers or print labels.
Multimedia - Insert clip art, charts, images, pictures, and video into a document.
Multiple windows - While working on a document, you can have additional
windows with other documents for comparison or move text between
documents.
Search and Replace - You can use the Search and Replace feature to
replace any text throughout a document.
Spelling and Grammar - Checks for spelling and grammar errors in a document.
Word wrap - Word processors can detect the edges of a page or container and
automatically wrap the text using word wrap.

Keyboard Shortcuts
Functions
Ctrl + A Select All Ctrl + M Tab
Ctrl + B Bold Text Ctrl + N Create a new document
Ctrl + C Copy Text Ctrl + O Open a document
Ctrl + D Show Font Dialog Box Ctrl + P Display Print dialog box
Ctrl – E Align Text to Center Ctrl + R Align Text to Right
Ctrl + F Display Find Dialog Box Ctrl + S Save a document
Ctrl + G Display Go To Dialog Box Ctrl + U Underline Text
Ctrl + H Display Replace Dialog Box Ctrl + V Paste a copied text
Ctrl + I Italize Text Ctrl + X Cut a selected Text
Ctrl + J Justify Text Ctrl + Y Redo the last undone action
Ctrl + L Align Text Left Ctrl + Z Undo the last action

Source: https://www.computerhope.com/jargon/w/word-processor.htm
 Home Tab - allows you to change document settings, such as the font properties,
adding bullets or a numbered list, adjusting styles, and other common features.
Text Alignment – Left, Right, Center and Justify
Insert Tab – is used to insert different features such as tables, pictures, clip art,
shapes, charts, page numbers, word art, headers, and footers into a document.
Page Layout – refers to the arrangement of text, images, and other objects on a page.
Pages sizes are Short (letter) - .8.5” by 11” ; Long(Folio) – 8.5” by 13”; A4 – 8.27”
by 11.69”
Page Orientation – Portrait and Landscape

Image Placement
In line with text – This is the default setting for images that are inserted or
integrated in a document.
Square – This setting allows the image you inserted to be place anywhere within the
paragraph with the text going around the image in a square pattern like a frame.
Tight – This is almost the same as the square setting, but here the text “hugs” to the
general shape of the image.
Through – This setting allows the text on your document to flow even tighter,
taking the contour and shape of the image.
Top and Bottom – This setting pushes the text away vertically to the top and /
or the bottom of the image so that the image occupies a whole text line on its
own.
Behind Text – This allows your image to be dragged and place anywhere on your
document but all text floating in front it.
In front of Text – This setting allows your image to be placed right on top of the
text as if your image was dropped right on it.

Mail Merge- Feature of MS word that allows you to efficiently create documents
that have the same general content but may have different recipients or purpose.

Three Components of Mail Merge:

1. Main Document - the letter which contain the email information for
each of the merged document that can be letter, stationary or template. It also
contains the field names which contains the instructions for carrying out the
merge.
2. Data Source - it is also called data file which comprises the information to be
merged into a document such as the list of names and addresses to be sued
in a mail merge. This must be connected to the data source before it can use
the information in it.

3. Merge Document - this is also a word processing document that is the

generated output after executing the merge process.

STEPS
Creating a Form Letter:
1. Open MS Word and click the Mailings tab.

9
 2. Click the Start Mail Merge command.
3. Select Step by Step Mail Merge Wizard and a Mail Merge task pane
will appear at the right side of the document.
4. Choose the type of document you want to create. If you want to create a
letter, select Letter. Six main steps in guiding you to complete a
merge will be displayed at the bottom.
5. Click Next: Starting document to move to Step2 .
6. Select Use the current
document. Click Next:
Select recipients to move
to Step 3.
7. From the Mail Merge
task pane, select Type a
new list, then click
Create.
8. The dialog box of New
address list appears,
displaying fields that
Word assumes you
need. Select an entry
that you don’t need and
click the Delete button.
Use the Tab key to move
form cell to cell.

Note:
 When you delete, a
confirmation dialog box will
appear.

 To customize the address list,

click Customize
Columns button at the
bottom of the window.

 The dialog box of

Customized Address
List will appear. The resulting
window lists the Field
Names provided. When
you are done, click OK then
customized fields appear as
column headings in the New
Address List dialog box.
 Fill in the recipient list by
typing the record’s data. Type
the information that’s
appropriate to each field, then
press TAB of the keyboard to
enter the next field. After filling
in the last field, add another record just press the
TAB key after inputting the last field. When you
press
 the TAB key on
the last field in
a record, a new
record is
automatically
created and
added on the
next line.

9. Click OK after
filling the
recipient list. A
special Save
As dialog
box pops up,
allowing you
to save the
recipient list.
Type a name for
the address list
then click the
Save button.

Creating the form letter

1. Click Next: Write your letter. Click the Address Block button to
insert an address block into your letter.
2. Dialog box of Insert Address Block appears. Choose the desired format for
the address block and click OK. The placeholder of Address Block will
appear in the document.

Note: Use Match

Fields button to
match your field
names with the
required fields to
correct problems. This
may be essential if you
created the address
list in another
program such as
Excel if not, just click
OK directly without
clicking match fields.

3. Click Greeting Line from the Mail Merge task pane to insert a greeting
line into your document. A dialog box of Insert Greeting Line will
appear. In the dialog box, choose a format for the greeting line and click OK
After placing these, you may then start writing the content of the letter.

4. To view your merged data, click the Preview Results button on the
Mail Merge task pane or on the ribbon to replace the merge fields with data
from your recipient list.

5. Click the Next: Complete merge on the mail merge task pane and
choose Edit Individual Documents. You may also click finish &
merge button on the preview results section of the ribbon.
Option A

Option B

Note:
When you click the Edit Individual
Documents, a Merge to New Document
dialog box will appear and choose All if you
have more than 1 recipient and click OK. After that,
you will then see the full merged letter without
writing to
them one by one. When this is done, you can
now print your work.
Label Generation
Included in the mail merge feature on Microsoft Word is the Label
Generator. It just makes sense that after you print out your form letters,
you will need to send it to individual recipients in an envelope with the
matching address printed directly on the envelope or on a mailing label to
stick on. By using virtually, the same process as a standard mail merge.
Microsoft Word will print individual addresses to a standard form that it
has already pre- formatted. Simply put, it creates a blank form document
that simulates either a blank label or envelope of pre-defined size and will
use the data file that you selected to print the information typically
individual addresses. So even in generating labels, the essential
components of creating a merged document are present: the form
document and the data file.

Inserting images and External Materials:

Integrating or inserting pictures in your document is fun and it

improves the impression of your document. A common use of inserting a
picture on a document is when you are creating your resume. Though
seemingly simple to do, your knowledge on the different kinds of materials
that you can insert or integrate in a Word document and its characteristics
can help you create a more efficient, richer document not only in content but
also physical form. A better understanding on the physical form of your
document as well as the different materials you integrate in it would allow you
to be more efficient and versatile in using Microsoft Word.

1. Pictures – These are electronic or digital pictures or photographs you

have saved in any local storage device. There are three commonly used
types of picture files. You can identify them by the extension on their file
names.

a. .JPG – this is pronounced as “jay-peg” and is the short from for .jpeg
or Photographic Experts Group. Like all the rest of the image file
extensions, it identifies the kind of data compression process that it
uses to make it more compatible and portable through the internet.
This type of image file can support 16.7 million colors that is why it is
suitable for use when working with full color photographic images.
b. .GIF – stands for Graphics Interchange Format, a type of image file
capable of displaying transparencies. Therefore, it is good for blending
with other materials or elements in your document. It is also capable
of displaying simple animation. Apparently, this may not be too useful
on a printed document but if you are sending documents electronically
or through email, or even post document into a website, then this could
be quite impressive. GIF is much better for logos, small text, black and
white images, or low-resolution files.
 c. .PNG – this is pronounced as “ping”. It stands for Portable Network
Graphics. It was built around the capabilities of .GIF. Its development
was basically for the purpose of transporting images on the internet at
faster rates. It is also good with transparences but unlike. GIFs, it does
not support animation but it can display up to about 16 million colors,
so image quality for this image file type is also remarkably improved. It
allows the control of the transparency of level and opacity f images.

2. Clip Art – This is generally a .GIF type, live art drawings or images
used as generic representation for ideas and objects that you might want to
integrate in your document. Microsoft Word has a library of clip arts that
is built in or can be downloaded and use freely. There are still other clip
arts that you can either purchase or freely download and use that come
from third-party providers.

3. Shapes – these are printable objects or materials that you can integrate
in your document to enhance its appearance or allow you to have some
tools to use for composing and representing ideas or messages. If you are
designing the layout for a poster or other graphic material for advertising,
you might find this useful.

4. Smart Art. – Generally, these are predefined sets of different shapes

grouped together to form ideas that are organizational or structural in
nature. If you want to graphically represent an organization, process,
relationships, or flow for infographic documents, then you will find this
easy and handy to use.

5. Chart– Another type of material that you can integrate in your Word
document that allows you to represent data characteristics and trends.
This is quite useful when you are preparing reports that correlate and
present data in a graphical manner.

6. Screenshot – Sometimes, creating reports or manuals for training or

procedures will required the integration of a more realistic image of what
you are discussing on your report or manual. Nothing can get you a more
realistic image than a screenshot.

Steps in Inserting Picture from a File:

1. Click the area where you want to insert the picture in

your document.
2. Click Insert Tab then go to
Illustrations group and click
Pictures. Insert picture dialog box will appear.
3. Choose the picture you want to insert and click insert.
Steps in Inserting SHAPE

1. Click Insert Tab then go

to
Illustrations group and click
Shapes.
2. Click the shape that you want and
click the area in your document
where the shape will be placed.

Steps in Inserting SmartArt

1. Click Insert Tab then go to Illustrations group and click

SmartArt. A dialog box will appear. Select from the list of
SmartArt that you want and click OK.

Steps in Inserting Chart

1. Click in the document where you want the Chart to be placed.
2. Click Insert Tab then go to Illustrations group and click Chart. A
dialog box will appear. Select the type of chart that you want and click
OK. MS Excel window will appear with the chart.
3. Edit the data in MS Excel window. You can close Excel after editing
the chart.

Steps in Formatting Illustrations in MS

Word Resizing Illustrations

1. Click image and sizing handles will appear. Click and
drag any of the sizing handles.

Format Pictures and Clip art

1. Select the picture that you want to format. A Format tab of the
Picture

Tools will appear.

Picture Tools:

1. - Improves brightness, contrast and sharpness

 2. - Changes color quality
3. - Provides various artistic
effects 4.

 Adds visual style to the whole picture or clip art, click Picture Styles
 Click Picture Border to add border.
 Click Picture Effects to add visual effects.

Format Shapes
Click the shape so the Format Tab of the Drawing Tool will appear.

To quickly change the appearance of the shape, click the drop down
arrow of the Shape Styles then click one of the gallery of shape styles.

You may also click any of these buttons if you want to fill the shape
with color, change the line width or style, or add effects to the shape

Format Chart
1. Select the chart that you want to format. Design, Layout,
and Format tabs of the Chart Tools will appear.
2. To edit the data of the chart, click Edit Data of the Data
group under the Design tab. An MS Excel window will
appear where you will edit the data. Close this window as
soon as you are done.
 3. To add labels to your chart, go to the Layout tab and click
the appropriate button in the Labels group.
Note: The steps may vary in Office 365 version.

How to Insert Citation in Chicago Style?

1. Hover your mouse to the References Tab.

2. Under Citations & Bibliography group, Click the style that you want to
use for the citation by
clicking the down
arrow, e.g. you can
change APA style to
“Chicago Style”

3. Click “Insert
Citation” and choose
“Add New
Source”, then Create Source Window
will appear.

4. In the “Create source” box, type in

the citations details, and then click
OK

Create a bibliography from your Sources

If you want to create a bibliography from your sources, do the following:
1. Click where you want to insert a bibliography. Typically, they are at the
end of a document.
2. On the References tab, in the Citations & Bibliography group, click
Bibliography.

Similar to the Table of Contents builder in Word, you can select a predesigned
bibliography format that includes a title, or you can just click Insert
Bibliography to add the citation without a title.
Skill Exploration
Activity 2: Inserting and Editing Pictures
Open MS Word and create a travelogue of a favorite place you have visited
currently or in the past. Provide descriptions of the places you have been to and
what is nice about the place. Embed pictures using Wrap Text in Tight. Set the
brightness at 0% and contrast at 20%. Place a Picture Border of your choice. Do
not put any artistic effects on the pictures. Other requirements: choose a font style
of your choice,
size 12, paragraph alignment should be justified, line spacing is 1.15. Your work
should be printed in a short bond paper. Refer to the scoring rubric below for
your grading.

Criteria 4 3 2 1
Require Images are present. 4 of the Only 2 of the Only 1 of the
d All images are requirements requirements requirements
element
s formatted, bordered are met. is met. is met. Project
and followed is
Weight: (x2) specific brightness unacceptable.
and contrast
• Images
requirement. Font
• Formatted size is 12, paragraph
images alignment is
• Font size justified and line
• Justified spacing is 1.15.
• Line
spacing
Formatting Project contains One of the Two of the The project is
, Design, excellent formatting, following following not formatted,
Artistry
page layout, and all could be could be page layout is
words are clear and improved: improved: incomplete,
Weight: (x1)
easy to read. formatting, formatting, contents are
Overall,
page layout, page layout, difficult to
aesthetically
readability, readability, read, and not
pleasing and
or aesthetics. or aesthetics. visually
attractive to look.
appealing.
Grammar There are no There are There are There are
and
Mechanics grammar or spelling some minor some errors excessive
errors. grammar in grammar grammar and
Weight: (x1) and spelling and spelling. spelling errors.
errors.