Microsoft Word

Microsoft Word
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TUTOR SETUP INFORMATION.................................................................................................................. 7

SAMPLE FILES FOR THIS COURSE......................................................................................................... 8
THE MICROSOFT WORD SCREEN........................................................................................................... 9
STARTING MICROSOFT WORD...................................................................................................... 9
THE MICROSOFT WORD OPENING SCREEN...................................................................................10
TO CREATE A NEW BLANK DOCUMENT..........................................................................................10
THE LEVELS OF COMMAND ORGANIZATION....................................................................................11
THE FILE TAB......................................................................................................................... 12
RIBBON TABS......................................................................................................................... 13
GROUPS................................................................................................................................ 15
DIALOG BOX LAUNCHER............................................................................................................ 16
STARTING TO USE MICROSOFT WORD................................................................................................ 18
USING THE DEFAULT MICROSOFT WORD DOCUMENT.......................................................................18
SAVING MICROSOFT WORD DOCUMENTS......................................................................................18
OPENING AND CLOSING DOCUMENTS...........................................................................................21
SAVE AS............................................................................................................................... 23
CREATING A NEW, BLANK DOCUMENT USING A KEYBOARD SHORTCUT.................................................25
USING HELP WITHIN MICROSOFT WORD.......................................................................................25
ALT KEY HELP......................................................................................................................... 29
CLOSING MICROSOFT WORD...................................................................................................... 30
USING TEMPLATES TO CREATE DOCUMENTS....................................................................................31
CREATING NEW DOCUMENTS USING DIFFERENT TEMPLATES...............................................................31
USING ONLINE TEMPLATES......................................................................................................... 35
MANIPULATING TEXT.............................................................................................................................. 36
SELECT, THEN FORMAT............................................................................................................. 36
SELECTING TEXT...................................................................................................................... 36
INSERTING, DELETING, UNDO AND REDO.......................................................................................37
COPYING TEXT WITHIN A DOCUMENT............................................................................................ 37
MOVING (CUTTING) TEXT WITHIN A DOCUMENT..............................................................................38
MICROSOFT WORD TEXT FORMATTING............................................................................................... 39
WHAT IS TEXT FORMATTING?..................................................................................................... 39
FONT TYPE............................................................................................................................. 39
FONT SIZE............................................................................................................................. 40
DECREASE AND INCREASE FONT SIZE ICONS..................................................................................41
FONT SIZE KEYBOARD SHORTCUT................................................................................................ 41
BOLD, ITALIC AND UNDERLINE.................................................................................................... 41
SUBSCRIPT AND SUPERSCRIPT.................................................................................................... 42
CASE CHANGING...................................................................................................................... 43
HIGHLIGHTING........................................................................................................................ 43
FONT COLOR.......................................................................................................................... 44
COPYING TEXT FORMATTING....................................................................................................... 45
REMOVING FORMATTING............................................................................................................ 46
USING ZOOM.......................................................................................................................... 46
INSERTING SPECIAL CHARACTERS AND SYMBOLS.............................................................................47
MICROSOFT WORD PARAGRAPH FORMATTING.................................................................................50
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WHAT IS PARAGRAPH FORMATTING?............................................................................................ 50

PARAGRAPH MARKS.................................................................................................................. 50
SOFT PARAGRAPH (LINE BREAK) MARKS........................................................................................ 51
RECOMMENDED TECHNIQUES FOR ALIGNING AND INDENTING TEXT.....................................................51
ALIGNING TEXT....................................................................................................................... 51
INDENTING PARAGRAPHS........................................................................................................... 52
APPLYING SINGLE OR DOUBLE LINE SPACING WITHIN PARAGRAPHS......................................................54
APPLYING SPACING ABOVE OR BELOW PARAGRAPHS........................................................................54
USING PARAGRAPH SPACING RATHER THAN USING THE RETURN KEY...................................................55
APPLYING BULLETS TO A LIST..................................................................................................... 55
APPLYING NUMBERING TO A LIST................................................................................................. 56
MODIFYING BULLET AND NUMBERING FORMATTING.........................................................................57
REMOVING BULLET OR NUMBERING FORMATTING............................................................................58
BORDERS AND SHADING WITHIN MICROSOFT WORD.......................................................................60
USING BORDERS AND SHADING.................................................................................................. 60
ADDING A BORDER.................................................................................................................. 60
MODIFYING BORDERS............................................................................................................... 61
ADDING SHADING.................................................................................................................... 64
MODIFYING YOUR SHADING........................................................................................................ 65
APPLYING BORDERS TO SELECTED TEXT........................................................................................66
TABS.......................................................................................................................................................... 67
TAB STOPS............................................................................................................................. 67
DISPLAYING THE RULER............................................................................................................ 67
SETTING AND REMOVING TABS USING THE RULER...........................................................................67
VIEWING TAB MARKS USING THE SHOW/HIDE ICON.........................................................................72
MICROSOFT WORD STYLES................................................................................................................... 74
WHAT ARE STYLES?................................................................................................................. 74
APPLYING STYLES..................................................................................................................... 74
USING WORD DESIGN THEMES............................................................................................................. 77
APPLYING A DESIGN THEME....................................................................................................... 77
APPLYING A THEME COLOR......................................................................................................... 80
APPLY A CUSTOMIZED FONT....................................................................................................... 81
MICROSOFT WORD PAGE FORMATTING.............................................................................................. 83
WHAT IS PAGE FORMATTING?..................................................................................................... 83
PAGE ORIENTATION.................................................................................................................. 83
CHANGING THE PAGE SIZE......................................................................................................... 84
PAGE MARGINS....................................................................................................................... 85
INSERTING PAGE BREAKS.......................................................................................................... 87
DELETING PAGE BREAKS........................................................................................................... 87
USE PAGE BREAKS RATHER THAN REPEATEDLY PRESSING THE RETURN KEY..........................................88
HEADERS AND FOOTERS........................................................................................................... 88
EASY HEADER AND FOOTER CREATION......................................................................................... 93
PAGE NUMBERING.................................................................................................................... 93
HEADER AND FOOTER FIELDS..................................................................................................... 94
EDITING TEXT WITHIN A HEADER OR FOOTER.................................................................................96
COVER PAGES......................................................................................................................... 97
APPLYING AUTOMATIC HYPHENATION........................................................................................... 99
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MICROSOFT WORD VIEWS AND DOCUMENT NAVIGATION..............................................................101

SWITCHING BETWEEN WORD VIEWS..........................................................................................101
USING THE ZOOM TOOL.......................................................................................................... 105
NAVIGATING THROUGH DOCUMENTS...........................................................................................106
TABLES................................................................................................................................................... 109
USING TABLES....................................................................................................................... 109
INSERTING A TABLE................................................................................................................ 109
NAVIGATING WITHIN A TABLE.................................................................................................... 111
SELECTING AND EDITING TEXT WITHIN A TABLE............................................................................111
SELECTING CELLS, ROWS, COLUMNS OR THE ENTIRE TABLE.............................................................111
INSERTING AND DELETING ROWS AND COLUMNS...........................................................................113
MODIFYING COLUMN WIDTH OR ROW HEIGHT...............................................................................114
MODIFYING THE TABLE WIDTH................................................................................................... 116
MODIFYING TABLE STYLES........................................................................................................ 117
USING GRAPHICS WITHIN MICROSOFT WORD..................................................................................119
TYPES OF GRAPHICS THAT YOU CAN INSERT INTO WORD................................................................119
INSERTING PICTURES............................................................................................................... 119
INSERTING ONLINE PICTURES.................................................................................................... 121
INSERTING SHAPES................................................................................................................. 123
INSERTING SMARTART............................................................................................................. 125
INSERTING A CHART................................................................................................................ 128
MODIFYING THE CHART TYPE.................................................................................................... 131
MODIFYING THE CHART STYLE................................................................................................... 132
MODIFYING THE CHART DATA.................................................................................................... 133
INSERTING A SCREENSHOT....................................................................................................... 134
SELECTING, RESIZING AND DELETING GRAPHICS............................................................................136
COPYING OR MOVING GRAPHICS................................................................................................ 136
FINDING AND REPLACING TEXT WITHIN A MICROSOFT DOCUMENT.............................................138
USING FIND AND REPLACE....................................................................................................... 138
FINDING TEXT........................................................................................................................ 138
REPLACING TEXT.................................................................................................................... 140
USING MULTIPLE OPEN DOCUMENTS................................................................................................ 142
MULTITASKING WITH WORD..................................................................................................... 142
SWITCHING BETWEEN OPEN DOCUMENTS....................................................................................142
TILING OR CASCADING DOCUMENTS ON YOUR SCREEN...................................................................143
COMPARING DOCUMENTS SIDE BY SIDE.......................................................................................143
COPYING OR MOVING SELECTED ITEMS BETWEEN DOCUMENTS.........................................................144
MICROSOFT WORD MAIL MERGE........................................................................................................ 145
WHAT IS MAIL MERGING?......................................................................................................... 145
STARTING THE MAIL MERGE WIZARD......................................................................................... 145
MAIL MERGE WIZARD - STEP 1 OF 6 ‘SELECT DOCUMENT TYPE’....................................................................147
MAIL MERGE WIZARD - STEP 2 OF 6 ‘SELECT STARTING DOCUMENT’...........................................................148
MAIL MERGE WIZARD - STEP 3 OF 6 ‘SELECT RECIPIENTS’.............................................................................148
MAIL MERGE WIZARD - STEP 4 OF 6 ‘WRITE YOUR LETTER’...........................................................................152
MAIL MERGE WIZARD - STEP 5 OF 6: PREVIEWING YOUR LETTERS..................................................154
MAIL MERGE WIZARD - STEP 6 OF 6 PRINTING OPTIONS...............................................................154
CREATING A MAILING LIST TO BE USED WITHIN A MAIL MERGE.........................................................156
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MERGING A MAILING LIST TO PRODUCE LABELS............................................................................158

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The Microsoft Word screen

Starting Microsoft Word
 If necessary, switch on your computer and if required enter the necessary
logon and passwords. If you are using Windows 7, to start Microsoft Word
click on the Start icon, at the bottom left of your screen.

 You will see a popup menu displayed. Click on All programs

 From the menu displayed and you can select Microsoft Office.

 NOTE: These menu options may vary slightly from one computer to another,
but with a little hunting around you should be able to locate the Microsoft Word
option.

Once you click on the Microsoft Word option this will load the Microsoft Word
program from your hard disk into memory. You can then start using the
program.
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The Microsoft Word opening screen

 When the Microsoft Word program loads, your screen will look something like this.

TIP: If you have seen previous versions of Microsoft Word, you will notice that at
first glance the screen looks different from the way Microsoft Word used to look.
Don't panic however, you will find that in fact it is not all that different and is in
many ways easier to use than older versions.

To create a new blank document

 Click on the Blank Document thumbnail (or press Ctrl+N).

 Your screen will now look like this.

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 You will find that if you move the mouse pointer over icons at the top of the
screen a help popup is displayed explaining the function of each item. As you
can see Microsoft Word is telling you what the function of this particular
button is. Try moving the mouse pointer over the Change Case icon and you
will see information about this icon, as illustrated below.

 Experiment with moving the mouse pointer over other icons and you will get
information about what they do.

The levels of command organization

 The Microsoft Word screen is made up of different levels of organization.

File Tab
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Tabs

Groups:
Within each tab you will see groups. Items within a group perform a related
function.

Dialog Box Launcher Buttons:

Groups often display a Dialog Box Launcher at the bottom-right of the group.
Clicking this will display a dialog box displaying additional options.

The File Tab

 Clicking on the File Tab will display the following.
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 Within the screen displayed are common commands such as Open (for opening
a Microsoft Word document stored on your hard disk), Save (for saving a
Microsoft Word document to your hard disk) and Print (for printing a Microsoft
Word document). We will use these commands shortly. For now just remember
what is available when you click on the File Tab.
 To exit from the File tab, click on the Back button at the top left of the screen.

Ribbon Tabs
 When you first start Microsoft Word, you normally see the Home tab
displayed, as illustrated.
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 This tab contains icons and other controls that are most commonly used within
Microsoft Word, such as making text display as bold or underlined. You can also
find more advanced options such as paragraph alignment, numbering and
bulleting. Move the mouse pointer over some of the icons and get a feel for
what options are contained within this tab.

 Click on the Insert tab and you will see commands and options relating to
inserting items within your Microsoft Word document. Again move the mouse
pointer over the items and see what is available.

 Click on the Design tab and you can apply design elements such as themes and
styles.

 Click on the Page Layout tab and briefly examine what is available within
this tab. The section include Page Setup, Paragraph and Arrange.

 Click on the References tab and briefly examine what is available within
this tab. The sections include features such as Tables of Contents and

Indexes.

 Click on the Mailings tab and briefly examine what is available within this tab.
This is all about the mail merge feature.
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 Click on the Review tab and briefly examine what is available within this tab.
The sections include Proofing, Language, Comments, Tracking and Changes

 Click on the View tab and briefly examine what is available within this tab.
The sections include Views, Show, Zoom and Window.

Groups
 Did you notice that within each tab, commands are grouped? For instance look at
the
Home tab.

 You normally see the following groups of commands under the Home tab.

Clipboard:
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Font:

Paragraph:

Styles:

Editing:

 Look at the other tabs and you will see that in each case commands are grouped.

Dialog box launcher

 If you look carefully at the bottom right of many groups, there is a small
control called the dialog box launcher. Clicking on this will display a dialog box
containing even more options. Display the Home tab, and click in the Font
dialog box launcher.
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 You will see the Font dialog box displayed.

As you can see, this dialog box has a range of additional commands and options
such as adding a shadow effect to your text.

 Click on the Cancel button to close the dialog box.

 Close the Word program using the keyboard shortcut Alt+F4.
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Starting to Use Microsoft Word

Using the default Microsoft Word document
 Open the Microsoft Word program.
 Click on the Blank Document thumbnail.

 This creates a new Microsoft Word document for you. This is like a piece of
blank paper on to which you can start typing.
 Type your name. Press the Enter key a few times. As you can see this drops
you down a line each time you press the Enter key.
 Type in the following text.

There will be a meeting tomorrow at 11 am in room one to discuss the introduction

of our new range of products. Please can everyone attend and bring samples and
details of prices.

Saving Microsoft Word documents

 You have typed in some text but this has not been saved. If your computer lost
power now then everything you have just typed in could be lost. Saving your
Microsoft Word document to disk means that the information will be safely
stored as a file on your hard disk and then at a later date you can reopen this
file from your hard disk.
 To save your file, click on the Save icon (towards the top-left of your screen)
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 This will display the Save As screen box as illustrated:

 You can save the document to various places, in this case we will save the
document to the
computer’s hard disk. To do this click on the Computer option, as illustrated.

 Click on the My Documents entry.

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 This will display the Save As dialog box.

 If necessary, scroll down the list of folders until you can see a folder called
Word, and then click on this folder to select it.
 Click on the Open button (at the bottom-right of the dialog box), to open this folder.
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 Click on the Save button and the document will be saved to disk as a file using
the file name suggested by Microsoft Word (probably your name).
 You have now saved the file to a folder called Word.

Opening and closing documents

 Now that you have saved your document, you can close the file. To do this click
on the File button and select the Close command.

 The screen will now look like this. As you can see, most of the commands are
now greyed out as they will not be available until you create a new document
or open an existing document.

 To open a document, click on the File button and select the Open command.
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NOTE: This will display a list of recently opened documents, so the easy way to
re-open your document would be to click on the item within the Recent
Documents list.

HOWEVER, in this case click on the Computer item, as illustrated below.

 Then click on the My Documents folder.

 This will display the Open dialog box.

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 Within this dialog box, scroll down to the Word folder and double click
on it to change to that folder.
 If necessary, scroll down to select the file you previously saved (David
Murray) in the example illustrated.

 Double click on the file that you previously saved to open it.
 Your file will be copied from your hard disk into your computer memory. You
will now see your document displayed on the screen again.

Save As
 Sometimes you might want to save different versions of a document. Once you
have re- opened your document, click on the page at the end of your text and
press the Enter key a few times to insert a few empty lines. Type in the
following text:

Please also inform the rest of your team that they need to attend this meeting.

 If we were to click on the Save icon that we originally used to save the
document, it would overwrite the old version of the file with the contents of
the amended document. To save the file using a different file name, click on
the File button and from the menu displayed, click on the Save As command.
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 Double click on Computer within the Save As section.

 This will display the Save As dialog box.

Within the File Name section of the dialog box, enter the file name as:

Important Meeting.
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 Then save the file by clicking on the Save button.

You now have two versions of this file saved to your hard disk.

 Close the document before continuing.

Creating a new, blank document using a keyboard shortcut

 Once Microsoft Word is displayed on your screen you can create a new
document by pressing Ctrl+N. This document will use the default Microsoft
Word template and be displayed on your screen. Try this now. Once the
empty document is displayed, type in your name and save the document
using the file name My New Document. Close the document.

Using Help within Microsoft Word

 Press Ctrl+N to display a new, empty document. If you look at your Microsoft
Word screen there is a Help icon towards the top-right of the screen. This is in
the shape of a question mark.

 Click on this Help icon and you will see the following.

 Try clicking on the What’s New item.

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 You will see the following information displayed.

 Click on the 'What's new in Word ' topic and you will see a screen describing
the new features of this version of Microsoft Word.
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 Scroll down within this window to see more information. Do not read all the
information, just scroll down and see what sort of information is available.

 You can use the Back button within the Help window to see previously viewed
pages. Clicking on the Home button within the Microsoft Word help window will
display the default starting page again.

 You can search for help on a particular topic. For instance, try searching for
help relating to printing by typing the word 'Printing' into the Search box.
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When you click on the Search button, (the small magnifying glass icon) you will see
the following.

 Display information about a specific printing topic, such as ‘Print multiple

copies of a document’.
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 Then use the Printer icon within the Microsoft Word Help window to print out
a page of instructions.

 Before continuing, close the Help window.

Alt key help

 Press the Alt key and you will see numbers and letters displayed over
icons, tabs or commands, towards the top of your screen.
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 If you type in a number or letter you will activate a command. Press the Alt
key again and the extra help will no longer be displayed.
 Press the Alt key again and you will see an N displayed over the Insert tab.
Press N and you will see the contents of the Insert tab displayed.
 This is a very easy way of learning keyboard shortcuts. You now know that
Alt+N will display the Insert Tab.
 Click on the Home tab before continuing.

Closing Microsoft Word

 To close the Microsoft Word program, click on the Close icon, displayed at the
top-right of the Word window.

 Close the Word program

TIP: The keyboard shortcut to close the Word program is Alt+F4.

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Using templates to create documents

Creating new documents using different templates
 Re-open the Microsoft Word program. By default the Word program opens and
displays a screen displaying a number of different templates that you can use
to create a new document.

 If necessary, scroll down the template thumbnails, until you see the Birthday Poster
template.
 Click on this template to display a preview and details about the template, as
illustrated.
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 Click on the Create button. Your screen will now display a new document,
based on the selected template.

 Click within the Birthday Party Event Name area and you will see that this
section becomes highlighted as illustrated below.
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 Type in the event name for instance you could use the words:

Romans Birthday Party

 Click within the Date area and again this section will become highlighted. If you
look carefully there is a drop-down to the right of this area and if you click on
this a calendar will be displayed allowing you to select the date.

 Use the calendar to set a date for the birthday party.

 Click within the Time field and enter a time such as 4.30.
 Click within the Location field and enter a fictitious address for the birthday party

 Finally click within the email address or telephone section and enter fictitious
contact details.
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 That’s it you have now created your birthday party invitation using this template.
 In order to save your new document click on the Save icon displayed at the
top left of the screen which will display the Save As screen.

 Click within the Computer section.

 Click on My Documents. This will display the Save As dialog box.

If necessary scroll down so that you can see the Word folder, and then double-
click on this folder to change to that folder.
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 Enter a file name within the file name section. In this case use the file name:

Birthday Invitation

 Click on the Save button to save your document.

 To close the document click on the Close icon displayed at the top right of your
screen.

Using online templates

 Click on the File tab and then click within the New section which will display a
screen as illustrated below. You will see there is a section called Search For
Online Templates. Beneath this there are some suggested searches you can
use. Enter the word cards and then click on the search button (the small
magnifying glass).

 A screen will be displayed containing lots of different templates that you can
browse through and use.

 Experiment with choosing one of these new templates and creating a document
with it.
 When you have finished experimenting close any documents you have
created without saving them.
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Manipulating Text
Select, then format
 Remember the general rule when using Microsoft Windows or Windows
Applications. Normally you need to select an item first (so that Windows
knows what you are interested in), and then format it.

Selecting text
 If necessary start the Word program.

 Press Ctrl+O, which is the keyboard shortcut to open a document.

 This will display the Open screen.
 Click on Computer.
 Click on the Browse button.

 This will display the Open dialog box.

 If necessary change to the My Documents folder.
 If necessary scroll down until you can see the Word folder.
 Double click on the Word folder, to change to that folder.
 Double click on a file called Editing to open that file.

 Click once in the middle of a word within your document. Press the Shift key
down (and hold it down). Press the Left arrow key or Right arrow key once. Then
let go of the Shift key. As you can see you have just selected a character.

 Repeat the last operation using a different word, but this time press the
arrow key a few times. This allows you to select more than one character.

 Selecting a word is even easier. Double click on any word within the
document. The word is now selected.
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 Experiment with selecting to the beginning of a line. To do this click within

any line of text. While keeping the Shift key pressed, press the Home key.
Release the Shift key.

 Experiment with selecting to the end of a line. To do this click within any line
of text. While keeping the Shift key pressed, press the End key. Release the
Shift key.

 Experiment with selecting an entire line of text. To do this move the mouse
pointer to the left of the line that you wish to select, until the mouse pointer
changes from an I bar shape, to an arrow shape pointing upwards and to the
right. You are now in the “Selection Bar”, a special screen area. Click once with
the mouse button to select the line.

 Experiment with selecting a sentence. To do this, move the mouse

pointer within the sentence which you wish to select. Depress the CTRL
key and then click within the sentence.

 Experiment with selecting a paragraph. To do this triple click within a paragraph.

 Experiment with selecting the entire document. To do this press Ctrl+A.

Inserting, deleting, undo and redo

 Click at the very start of the text within the document and then press the
Enter key twice. This will add some space to the top of the document.
 Type in your full name and then press the Enter key twice to insert some space.
 Within the first paragraph click just before the word 'Windows'. Type in the word
'Microsoft' and press the Spacebar. As you can see inserting a word within a
paragraph is easy.
 Select your name at the top of the document and delete it, by pressing the Delete
key.
 Click on the Undo icon and undo this deletion. Your name reappears!

 Click on the Redo icon. What happens?

Copying text within a document

 Select the first paragraph. Press Ctrl+C. This copies the selected text into the
Clipboard.
 Click at the end of the document.
 Press the Enter key to insert a space.
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 Press Ctrl+V. This pastes the text from the Clipboard to the current position of
the 'Insertion point'.
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TIP: The 'Insertion Point' is indicated by the flashing, vertical cursor.

 Click on the Undo icon to reverse this action.

Moving (cutting) text within a document

 Select the first paragraph. Press Ctrl+X. This cuts (i.e. moves) the selected
text onto the Clipboard.
 Click at the end of the document.
 Press the Enter key to insert a space.
 Press Ctrl+V. This pastes the text from the Clipboard to the current position of
the Insertion point.
 Click on the Undo icon to reverse this action.

 Save your changes and close the document.

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Microsoft Word Text Formatting

What is text formatting?
 You can format a document at different levels within Microsoft Word. The most
basic level is called text formatting. This relates to formatting characters and
words within a document and covers the font type, font size, font color and font
attributes such as bold italic or underlining.

Font type
 Open a document called Text formatting.

REMEMBER:

 By default Microsoft Word uses a font called Calibri.

 Make sure that the Home tab is displayed.
 Select the paragraph starting with the text FONT TYPE within your document
(by quickly clicking three times within the paragraph) and experiment with
applying different font types. To do this, make sure that the Home tab is
selected, then click on the down arrow, to the right of the text within the Font
control.

 You will be able to select a different font from the drop down list supplied.
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 Experiment with formatting your paragraphs using different fonts. You can also
experiment with applying different font types to individual words or sentences.

TIP: This is just an exercise. In real life do not have lots of different fonts all
mixed up within a document. It looks cheap and conveys a very bad visual
impression!

Font size
 The font size refers to the height of the text. Below 8 pt font size text is almost
unreadable, so try and use a font size that is easy to read on the screen and
also easy to read when printed.
 Make sure that the Home tab is displayed. Select the paragraph starting with
FONT SIZE. Click on the down arrow to the right of the Font Size control.

 This will display a drop down from which you can select the required font size.
Set the font size to 20.
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Decrease and Increase font size icons

 Experiment with selecting text and then clicking on the Decrease Font Size and
Increase Font Size icons.

Font size keyboard shortcut

 Make sure that the paragraph starting with the text ‘FONT SIZE’ is selected.
Press down the Ctrl key and while keeping the Ctrl key pressed down, press the
‘closing square brackets’ key ]. While keeping the Ctrl key pressed down,
repeatedly press the ‘closing square brackets’ key. As you can see, each time
you press the ] key, the text gets bigger.

To make the selected text smaller, use the Ctrl+[ keys.

Bold, italic and underline

 You can add emphasis to parts of your text by displaying them in Bold, Italic or
Underlined, or in a combination of these attributes. Select a word within the
paragraph relating to bold, italic or underline.

TIP: To select a word, double click on the word.

 To format the selected word as bold, italic or underlined, click on the icons
displayed on the
Home tab.
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TIP: You can combine these attributes by clicking on the Bold icon and then the
Italic icon.

 To remove this formatting from a word, Select the word and re-click on the Bold,
Italic or
Underline icon.

 Experiment with applying this formatting to words or entire paragraphs.

Subscript and superscript

 Sometimes you need to display a character above or below the normal text line.
Superscript refers to characters displayed above the normal line. An example
would be the famous Einstein equation below.

Subscript refers to text displayed below the normal line of text. An example would
be the chemical formula for water.

 Within the paragraph relating to subscript and superscript, select the 2 within
Einstein’s equation. To format this as superscript, click on the Superscript icon
in the Font section of the Home tab.

 Select the 2 within the formula for water. To format this as subscript, click on the
Subscript
icon in the Font section of the Home tab.
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Case changing
 This feature allows you to select a portion of text and then change the
capitalization within
that text. For instance you could select a heading within your document and
format it to display as all upper case letters.
 It is also very useful if you have accidentally pressed the Caps Lock key and
have then typed in text with the capitalized appearing reversed. This feature
allows you to correct this mistake without having to delete the text and start
again!
 Select the entire paragraph relating to case changing. Within the Font section
of the Home tab click on the Change Case icon. This will display a drop down list
of options. Click on the UPPERCASE command.

 Experiment with applying the other case change options to this paragraph.

Highlighting
 The highlighting feature is great if you are reviewing a document and is used
in the same fashion as you would use a pen highlighter on a printed copy.
You can change the highlighting color but if you intend to print the document
in black and white, do not use a very dark highlighting color, as you may find
the highlighted words are blacked out and unreadable.
 Within the paragraph relating to highlighting, select some text and then click
on the Text Highlight Color icon (located in the Font section of the Home tab).
This will apply highlighting to the selected text.

 To change the highlighting color click on the down arrow to the right of this
icon. You can click on one of these colors to change the highlighting color the
next time you apply highlighting.
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 Select another portion of text and try applying a different highlight color.

TIP: To remove highlighting from highlighted text, select the text and then click on
the down arrow to the right of the Highlight icon. Select No Color.

Font color
 You can apply different colors to your text which can add impact to your
documents if you are going to print them using a color printer. Do not use too
many colors on a single page as this can look messy. The rule with color is
that less is good.

Be careful when using faint colors which may not show up well when printed.

Finally consider that some people have various types of color blindness and
may not be able to read some colors as others would.

 To change the font color click on the down arrow to the right of the Font Color
icon. You can click on one of these colors to change the font color the next
time you are using the Font Color icon.
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 Within the paragraph relating to Font Color, select some text and then click
on the Font Color icon. This will apply color to the selected text.

 Experiment with applying different font colors to different words within the
paragraph.

Copying text formatting

 This feature allows you to pick up the formatting that has been applied to one
portion of text and apply that formatting to another portion of text.
 Click within the paragraph relating to ‘Copying text formatting’. Click on the
Format Painter icon (displayed on the Home tab within the Clipboard
section).

You will notice that the shape of your mouse pointer has changed.

 Move the mouse pointer to the start of a different paragraph within the
document and while pressing the mouse key down drag to the end of that
paragraph and then release the mouse button. The formatting contained within
the original paragraph is now copied to the second paragraph. The mouse
pointer now displays its original shape.

TIP: If you double click over a paragraph that you want to copy text formatting
from, then the mouse pointer changes shape until you press the Esc key. This
means that you can copy formatting to more than one portion of text at a time.
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Removing formatting
 This feature can be very useful if you get yourself into a mess with your
formatting, or if you
receive a document from someone else that has been 'over formatted'.
 Select a portion of text and apply formatting such as bold, italic and underlining.
 Click on the Clear all Formatting icon. The formatting is removed.

 Save your changes and close the document.

Using Zoom
 Open a document called Zoom. This document contains some very small text!
 Drag the slider control, displayed at the bottom-right of the document to make
the document display the page at a larger zoom level. Experiment.

 You can double click on the Zoom percentage number displayed at the bottom-
right of the screen.

 This displays the Zoom dialog box.

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 You can use the Zoom dialog box to display the page at pre-set zoom levels.
You can type a value into the percentage box. As you increase the percentage
value, the screen magnifications is increased.

 Experiment with using different zoom levels.

 Reset the zoom level back to 100%.
 Save any changes you have made and close the document.

Inserting special characters and symbols

 The keyboard can only contain a limited number of different letters, numbers
and other items such as alternative currency symbols and the (@) sign. You
can insert many more symbols and special characters if you wish, examples
of which include:

 Open a document called Symbols. This document contains a number of

symbols and special characters.
 Click to the right of the first symbol,
 Click on the Insert tab. You will see the Symbol button as illustrated (displayed
at the right end of the Ribbon).

 Clicking on the Symbol command will display a drop down list of symbol
options, as illustrated.
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 Clicking on any one of these will insert the symbol that you clicked on (at
the Insertion point).
 Clicking on More Symbols, will display additional symbols and options, as
illustrated.

 If you click on the Special Characters tab within this dialog box, you will see a list
of special characters. As you can see, many of these special symbols have a
shortcut key displayed to the right of the special character, within the dialog
box. These can be useful if you need to insert a special character on a regular
basis.
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 Work through the exercises contained within the Symbols document. When
you have finished, save your changes and close the document.
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Microsoft Word Paragraph Formatting

What is paragraph formatting?

 Paragraph formatting includes items such as alignment and indenting as well as
numbering and bulleting of lists. If you click on the Home tab, you will see a
Paragraph section within the Ribbon.

TIP: To select a paragraph triple click within the paragraph.

Paragraph marks
 To insert a paragraph mark, press the Enter key. This inserts a single
paragraph mark. Often you will insert two paragraph marks to end one
paragraph and insert a space on the screen before starting the next
paragraph mark.
 To remove a paragraph mark, click at the end of a paragraph and press the
Del (Delete) key.

TIP: To see a paragraph mark, click on the Show/Hide icon and you will see the
paragraph break as illustrated below. This makes it easier to identify and then
remove the paragraph break.

 Open a document called Paragraph Formatting.

 Click on the Show/Hide icon and you will be able to see the paragraph marks
within the document. Click at the end of a paragraph and press the Enter key.
You will see a new paragraph mark displayed. Press the Backspace key to
delete this paragraph mark.
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Soft paragraph (line break) marks

 When you press the Enter key you insert a paragraph mark. If you press the
Shift+Enter
keys you insert a soft paragraph mark, which is also known as a line break.

The visual effect is often the same, but when you insert a line break, then the
text after the line break (up to the next paragraph mark) will be treated as a
single paragraph. Click on the Show/Hide icon and you will be able to see the
soft paragraph marks within the document. Re-click on the icon and you will no
longer see the soft paragraph marks.

 To remove a soft paragraph mark, click at the end of a line break and press the
Del (Delete) key.

TIP: To see the line break, click on the Show/Hide icon and you will see the line
break as illustrated below. This makes it easier to identify and then remove the
line break.

 Click at the end of a sentence within a paragraph. Insert a soft paragraph line
break. Insert another soft paragraph line break and notice that this type of
mark looks different from a paragraph mark. Delete the two soft paragraph
line breaks.
 Click on the Show/Hide icon so that the marks are no longer visible.

Recommended techniques for aligning and indenting text

 Text can be aligned to the left or to the right. It can also be centered or
justified. If you justify text, Microsoft Word inserts extra spaces into the lines of
text so that the left and right edges of the text line up vertically, you do not see
a ragged edge down the right side of the text.
 When aligning text use the tools that are built into Microsoft Word. For instance
if you wish to center a paragraph, as we shall see you could click within the
paragraph and then click on the Center icon. You should not insert spaces or tab
stops and try and line up paragraphs visually.
 The same advice applies to indenting. There are indent icons you can use.

Aligning text
 Click within a paragraph. Experiment with using the alignment icons displayed
within the
Home tab.
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Indenting paragraphs
 It is easy to indent a paragraph. You would normally indent a paragraph from the
left by a
specified amount, but you can also indent from the right. You may wish to
format your text using hanging indents, as illustrated below.

 Click within a paragraph that is aligned to the left. Experiment with using
the Increase Indent and the Decrease Indent icons displayed within the Home
tab.

TIP: Each time you click on the Increase Indent icon, the paragraph is indented
further to the right.

 Click within another paragraph that is aligned to the left. Click on the
Paragraph Dialog Box Launcher.

This will display the Paragraph dialog box.

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You can use this dialog box to set exact left or right indents. Experiment with
setting both left and right indents for this paragraph.
 Use the Undo icon to reverse these left and right indents. Click on the down
arrow next to the Special section of the dialog box. Select First Line.

Your paragraph will now look something like this. The first line is indented, while
the rest of the paragraph is not indented.
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Applying single or double line spacing within paragraphs

 Within a paragraph you can adjust the spacing between the lines of that
paragraph.

NOTE: Do not confuse adjusting line spacing within a paragraph with adjusting the
spacing between each paragraph.

 Click within a paragraph. On the Home tab, within the Paragraph section, click
on the Line and Paragraph Spacing icon.

This will display a drop down list, from which you can select line spacing options.

 Select 1.5 and look at what happens to the formatting of your paragraph.

Applying spacing above or below paragraphs

 You can adjust the spacing between your paragraphs. This can sometimes
make long documents clearer, or can be used to bring attention to certain
paragraphs within a document. In the example below we have increased
the spacing before a paragraph.

 Select a paragraph within your document. Within the paragraph section of

the Home tab, click on the Paragraph Dialog Box Launcher.
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 Within the Spacing section of the Paragraph dialog box, use the Before and After
control to set the space that will be inserted before and after the paragraph.
Experiment with inserting different amounts of spacing and look at the effect.

Using paragraph spacing rather than using the Return key

 It is considered better practice to use Word templates with fairly large pre-
set paragraph spacing. This means there is less need to press the Return key
to insert visual spacing between each paragraph.

Applying bullets to a list

 You can easily format a list to display using bullet points. Scroll down your
document and you will find a list of first names. Select the list of first names
by clicking in front of the first name and then while pressing the mouse
button, drag the mouse pointer to the end of the last name in the list.
 Click on the Bullets icon (located within the Paragraph section of the Home
tab). The list will then be displayed as a bulleted list.
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TIP: If you have time, click on the down arrow to the right of the bullets icon.

 This will display a drop down menu allowing you to use different types of bullets.

Applying numbering to a list

 Microsoft Word can automatically number a list for you. Select the list of second
names.
 Click on the Numbering icon (located within the Paragraph section of the Home
tab). The list will then be displayed as a numbered list.

TIP: If you have time, click on the down arrow to the right of the numbering icon.
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This will display a drop down menu allowing you to use different types of
numbering styles.

NOTE: If you add a name to the end of your list it will automatically be assigned
the next sequential number. If you delete a name within the list then the whole
list will be automatically renumbered. Experiment with adding and deleting
items within the list.

 Save your changes and close the document.

Modifying bullet and numbering formatting

 Open a document called Modifying bullet and numbering.
 Select the items within the numbered list as illustrated.

 Click on the down arrow to the right of the Numbering icon. Select a different
numbering format, as illustrated.
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 Use the same technique to modify the bullet formatting, but this time click
on the down arrow to the right of the Bullet icon.

 Save your changes and close the document.

Removing bullet or numbering formatting

 Open a document called Removing bullets and numbering.
 Select the items within the numbered list as illustrated.

 Click on the Numbering icon to remove the numbering formatting.

NOTE: You can also click on the down arrow to the right of the Numbering icon
and from the drop down menu displayed, click on None.
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 Select the bulleted items within the document and click on the Bullets icon to
remove the bullet formatting.

NOTE: You can also click on the down arrow to the right of the Bullets icon and
from the drop down menu displayed, click on None.

 Save your changes and close the document.

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Borders and shading within Microsoft

Word
Using borders and shading
 You can display a border around a paragraph to add more impact to that
paragraph. You can also add shading. To emphasize a paragraph you could
reverse the normal color display, so that text within that paragraph is
displayed as white text on a black background.

Adding a border
 Open a document called Borders and shading.
 Click within the header (containing the words Computer Memory).
 Within the Paragraph section on the Home tab, click on the Down arrow to the
right of the Border icon. This will display a drop down list from which you can
select the type of border you wish to apply. In this case select the Outside
Borders command.

A border will be applied around this paragraph.

 Click within the next paragraph. Apply a bottom border to this paragraph. Click
on the Undo icon to remove this border. Experiment with applying some of the
other border types (after each change click on the Undo icon).
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Modifying borders
 Click within a paragraph which does not have a border applied to it. Within the
Paragraph
section on the Home tab, click on the Down arrow to the right of the Border icon.
From the list displayed, select the Borders and Shading command.

 This will display the Borders dialog box.

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You can use this dialog box to change the shading setting, style, color and width.

 From the Setting section of the dialog select the 3-D.

 Use the Style section of the dialog to select a different border style.
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 Click on the down arrow to the right of the Color section to display a list of
colors. Select a color.

 Click on the down arrow to the right of the Width section to display a list of
widths. Select a width.
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 Click on the OK button to close the dialog box and apply the border.

Adding shading
 Click within a paragraph.
 Within the Paragraph section on the Home tab, click on the Down arrow to the
right of the Shading icon. This will display a drop down list from which you can
select the color of the shading you wish to apply.
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 Click on the Undo button and apply a different color of shading.

TIP: Try applying Black shading.

As you are applying black shading to be used as a background for black text,
you might expect the text to become invisible (i.e. black text on a black
background). In fact Microsoft Word automatically reverses the text color in this
case so that you see white text on a black background.

Modifying your shading

 Click within a paragraph. Within the Paragraph section on the Home tab,
click on the Down arrow to the right of the Shading icon. From the list
displayed, select the More Colors command.
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 Select a color.

 Click on the OK button

Applying borders to selected text

 You can apply borders and shading to an entire paragraph. However if you
select a word or portion of text within a paragraph, then you can apply border
and shading to just the selected text. Try experimenting with selecting words or
sentences within your document and apply a border and shading effect.
 Save your changes and close the document.
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Tabs
Tab stops
 In early versions of Microsoft Word, using 'Tab Stops' was a vital method for
formatting particular items within a Microsoft Word document. Tabs were
commonly used for displaying columns of data, with each column of data being
separated from the next column by a tab space.

 As newer versions of Microsoft Word have been released over the years the use
of tab stops within a document has lessened, as Microsoft Word will now
automatically insert tab spaces into document elements such as a ‘table of
contents’. Microsoft Word also has many pre-designed pages available to you
such as customizable front pages which again make the need to manually insert
tab stops less important than it used to be in earlier versions of Microsoft Word.

 When you create a new, blank document, by default the Ruler does not contain tab
stops.

Displaying the Ruler

 Before manually inserting tabs stops, you should display the Microsoft Word
Ruler. This Ruler allows you to easily insert tab stops.
 If the ruler is not displayed click on the View tab and if it is not already active, click
on the
Ruler check box, within the Show group.

 You will now see the ruler displayed across the top of your document, as
illustrated.

Setting and removing tabs using the Ruler

 You can set the tab type by repeatedly clicking the tab selector (displayed at
the left edge of the ruler) until it displays the required tab type.
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 You can click along the ruler at the location you wish to insert the tab.

Tab types include:

Left Tab stop:

This sets the starting location of text which will display to the right as you type
text into this tab stop location.

Centre Tab stop:

This sets the position used for the middle of the text, which will center on this
tab stop as you type in text.

Right Tab stop:

This sets the right end for your text and when you enter text at this tab stop it
will move to the left.

Decimal Tab stop:

This is used to align numbers around a decimal point.

Bar Tab stop:

This displays a vertical bar at the tab stop location.

NOTE: There are two more options, but these relate to indents rather than tab
stops.

Indent First Line:

Click on this control and then click on the top part of the horizontal ruler
where you would like the first line of that paragraph to begin.

Hanging Indent:
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Click on this control then click the bottom half of the horizontal ruler where you
would like all the lines after the first line of the paragraph to be indented to.

To move a Tab Stop left or right you can drag it using the mouse pointer (with the
mouse button pressed down when you are dragging the tab stop).

To delete a Tab Stop drag it off the Ruler (with the mouse button pressed down
when you are dragging the Tab Stop).

 Open a document called Tabs.

 Select the data within the document as illustrated.

 Click on the Ruler above the start of the text '2005 Sales', as illustrated.

 Drag this tab stop to the right, as illustrated.

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 Click on the Ruler at the start of the text '2006 Sales' as illustrated.

 Drag the tab stop to the right, so that the data now looks like this.
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 To change the tab type, double click on one of the tab stops on your ruler and
you will see the Paragraph dialog box displayed.

 Click on the Tabs button to display the Tabs dialog box. Experiment with
changing the tab types of each of your Tab Stops and check the effect of your
changes.
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 Try deleting one of your tab stops by dragging it off the Ruler. Use the Undo key
to reverse this deletion.
 When you have finished experimenting, save your changes and close the
document.

Viewing tab marks using the Show/Hide icon

 Open a document called Viewing tabs.
 This document contains tabs but normally you cannot see them within the
document.
 Click on the Show/Hide icon (contained within the Paragraph section of the Home
tab).

 The tabs will be displayed as illustrated below.

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 Close the document.

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Microsoft Word Styles

What are styles?

 Styles are a collection of formatting instructions that have a name and can
be applied to parts of your document to impose consistent formatting. An
example would be header styles which can be used to add an ordered
structure to long documents.

Applying styles
 Open a document called Applying styles.
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 Click within the first line.

 Under the Home tab, click on Heading 1 style.

 Your document will now look like this.

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 Click within the line containing the heading WHAT IS SEO?

 Under the Home tab, click on Heading 2 style.

 Experimenting with applying other styles to the rest of the headers within
the document. Within this is document all the headings are displayed in
uppercase text.
 You will be able to see the styles, displayed to the side of the screen.

 Save your changes and close the document.

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Using Word Design Themes

Applying a Design Theme
 Open a document called Design. The document will look like this.

 Click on the Design tab.

 Click on the Themes button (at the left side of the ribbon)

 This will display a drop down displaying different themes.

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 Slowly move the mouse pointer over the theme thumbnails displays and as you
move the mouse pointer, you will see the different themes applied to your
document. As you can see the Headings are formatted differently when you
use different themes.
 When you find a theme you like click on it and the theme will be applied, as
shown in the example below.
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 Next move the mouse over the Document Formatting thumbnails, and as you
move the mouse changes will be applied to the document.

 Click on the formatting effect you like to apply it to the document.

 In the example shown, all the headings are automatically centered, and
different headings use different font sizes.
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Applying a theme color

 Click on the Colors button under the Design tab. A drop down list of colors is
displayed. As you move the mouse pointer down the list, different formatting
options will be displayed.
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 Apply a color of your choice.

Apply a customized font

 Click on the Font button under the Design tab.
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 As you move the mouse pointer down the list, different fonts will be applied.
Click on a font you like to apply it to the document.
 Save your changes and close the document.
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Microsoft Word Page Formatting

What is Page formatting?
 Page formatting relates to formatting that normally affects the whole page,
such as page orientation. The page is either Portrait or Landscape orientated.
It also includes items such as page size and margins.

Page orientation
 Normally your Microsoft Word document will be displayed in Portrait page
orientation, which is like looking at a photograph, where the long edge is the
vertical line. You may change to Landscape orientation for certain types of
documents such as notices.

 The physical size of the paper used within printers varies from country to
country. In the United States the normal paper size is called 'Letter' size and the
dimensions are measured in inches. ‘Letter’ sized paper is shorter but wider than
‘A4’ sized paper.

 In Europe and many other places the paper size used within computer printers
is normally called A4 sized paper. This may be measured in inches or
centimeters (depending on the country). A4 sized paper is longer and slightly
narrower than 'letter' sized paper.

 Open a document called Page layout.

 Click on the Page Layout tab. Within the Page Setup section click on the
Orientation button. A drop down list allows you to select either Portrait or
Landscape page orientation. Select Landscape.

 Your document will now be displayed in landscape view.

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 To see the effect better click on the View tab and click on the One Page button.

 Reset the page orientation back to Portrait orientation.

 Click on the View tab and click on the 100% button.

Changing the page size

 Experiment with changing the page size. To do this click on the Page Layout tab
and from within the Page Setup section of the Ribbon, click on the Size icon, as
illustrated.
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 You can click on an item within the drop down list to change the page size.

Page margins
 Your document has a top, bottom, left and right margin. This is the space
between the edge of your text and the edge of your page. Each margin may be
increased or decreased. Be careful not to decrease it too much or you may
have problems printing the documents.
 To modify your page margins, click on the Page Layout tab. From the Page Setup
section, click on the Margins button. A list of pre-set options is displayed, as
illustrated.
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 Experiment with applying these different pre-set margin options.

 To create your own custom margins, click on the Custom Margins command
displayed at the bottom of the Margins drop down list. This will display the
Page Setup dialog box, allowing you to set exact values for the margins.
Experiment with setting different margins values.

 Before continuing, reset the margins to the Microsoft Word default values by
clicking on the
Margins button and selecting the Normal margin command.
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Inserting Page Breaks

 When you start typing into a document, the text normally starts at the top-left
of the page and as you type more words they are displayed on the line moving
towards the right of the page. When the words you are typing reach the right
side of the screen they automatically drop down to the next line. If you continue
typing you eventually fill that page, at which point Microsoft Word automatically
moves on to the next page. These automatic page breaks that are inserted by
Microsoft Word are called 'soft' page breaks. Sometimes you wish to force
Microsoft Word to leave a blank area displayed at the bottom of one page and
the next text to be displayed on a new page. To do this you need to insert a
manual page break (sometimes called a hard page break).
 Insert a few page breaks into your document. To do this click at the point you
wish to insert the page break and then press Ctrl+Enter.

Deleting Page Breaks

 Normally you do not see the page break within a document, only the effect
of the page break.
 Click on the Home tab and from within the Paragraph group, click on the Show / Hide
icon.

 Any page breaks within the document will now be displayed as illustrated below.
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 To remove a page break, click to the right of the page break and press the
Backspace key.

Use page breaks rather than repeatedly pressing the Return key
 If you wish to insert a new page, always use the ‘page break’ method. Never keep
pressing
the Return key until Word skips to a new page.

Headers and Footers

 If you are planning to print a document, it is a good idea to add a footer or
header to the document, especially if it is a long document.
 Click on the Insert tab and within the Header and Footer group, click on the Header
icon.

 A drop down list is displayed.

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 Select the Edit Header command and the header area will be displayed on
screen as illustrated.
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 Type in your header text. In this case type in your name.

 If you look closely you will see that a special header and footer ribbon is
displayed. This ribbon displays related commands to enhance your header
or footer.

 Click on the Close Header and Footer icon.

 You can see your header displayed at the top of your page.
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 To insert a footer, click on the Footer icon

 Select the Edit Footer command.

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 Type in the following text as your footer.

Draft copy only

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 Click on the Close Header and Footer icon.

Easy header and footer creation

 An easier way to insert headers and footers is to simply double click within the
header or footer area of your document. Try clicking within the header area
and you will see that you are automatically switched to the insert header
mode.
 Click on the Close Header and Footer icon.

Page numbering
 You can insert automatic page numbering into a document header or
footer. As this is inserted as a field this means that when you modify the
number of pages within the document the page numbering is also updated
on each page.
 Click on the Insert tab and from the Header and Footer group click on the Header
icon. A drop down list is displayed, select the Edit Header command. You should
see your name displayed as the header.
 Click just after your name and press the Tab key twice.
 Click on the Page Number button.

 From the drop down list displayed, select Current Position. From the sub-list
displayed select Plain Number.
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 The page number should be inserted into your document. Close the Header and
Footer
ribbon.

Header and footer fields

 Microsoft Word fields are easy to insert and can be automatically updated. For
instance you could insert the date within the header of a document and arrange
it so that each time you reprinted the document, the current date was
displayed. This would mean that if you printed the document each month, then
the correct month would be displayed within the header.

 Click on the Insert tab, and from the Header and Footer section click on the Footer
icon. A drop down list is displayed, select the Edit Footer command. You should
see your footer text. Click at the end of the footer text. Press the Tab key twice.

 Click on the Quick Parts button.

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 From the drop down list displayed select the Field command.

 This will display the Field dialog box. This allows you insert a wide range of
fields. In this case select Date, as illustrated.
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 Click on the OK button. Close the Header and Footer Ribbon and you will see
your footer displayed at the bottom of each page.

 If you have time, have a brief look at some of the other fields that you can
insert into your header or footer.

 The Filename field is particularly useful as if you insert this into a header or
footer and then save your document this field will record the file name. You will
find with a little experimentation that this field can also include the folder
storage location on your hard disk.

 Save your changes and close the document.

Editing text within a header or footer

 Open a document called Editing headers and footers. This document has
text in the header and footer area. The header looks like this.

 Double click over the header area and the screen will change, as illustrated,
allowing you to edit the existing header text.
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 Change the text so that it displays your name. An example is illustrated below.

NOTE: To change the text, select the text that you wish to replace and
overtype with the new text.

 Scroll down to view the footer text. Edit this text as illustrated below.

 Save your changes and close the document.

Cover pages
 This feature inserts a professional looking front cover page into your document.
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 Open a document called Cover page. Click at the start of the document. Click on
the Insert
tab and then click on the Cover Page button (within the Pages group).

 This will display a drop down from which you can select a cover page type.
In this case select the Motion type.

 Once you select a cover page type you will see the following.
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 Click on the [Year] control to insert the year.

 Click on the [Document title] control and then enter a title, such as 'About
Computers'.
 Scroll though the document to review your changes.
 Save your changes and close the file.

Applying Automatic Hyphenation

 If a word at the end of a line of text is too long to fit on that line Word will
move that word to the beginning of the next line rather than hyphenate it. If
you wish you can set up Word to automatically hyphenate text. You can even
control the length of the area at the end of a line that will trigger automatic
hyphenation, when required.

 Open a document called Hyphenation. The document will look

something like the illustration below. You should see that hyphenation
is not active.
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 Click on the Page Layout tab and from within the Page Setup group, click on the
Hyphenation button. From the drop down displayed click on the Automatic
command.

 The document will now display hyphens at the end of some lines, as illustrated
below.

 Before continuing turn off automatic hyphenation by clicking on the Page

Layout tab and from within the Page Setup group, click on the Hyphenation
button. From the drop down displayed click on the None command, as
illustrated below.

 Close your document without saving your changes.

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Word Views and Document Navigation

Switching between Word Views

 Microsoft Word has a number of different views that you can use to display a
document.
 Start Word and open a document called Views which will look like this.

 Click on the View tab and look at the options within the Views section.

 By default the Print Layout view is displayed. Click on the Read Mode icon and
the screen will change to look like this. As you can see this view makes is easier
to read the document
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on your screen, as the screen clutter is not displayed.

 Press the Esc key to return to the Print Layout view.

 Click on the Draft button and the document will be displayed in draft mode.
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 Click on the Outline icon to display the document in Outline mode.

The document will look like this. Outline view is useful when viewing long
documents, as you can easily identify headings and sections within the
document.
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 To close the Outline view, click on the Close Outline View button.

 Click on the Web Layout icon.

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 This will display the document as it would appear on a web site.

 Click on the Print Layout icon to return to the default view display.

Using the Zoom tool

 You can click on the Zoom icon to magnify or reduce the display. You will
find this icon within the Zoom section of the View tab.

 This will display the Zoom dialog box. Experiment with different levels of zoom.
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 Reset the Zoom level back to 100%.

 Close Word without saving any changes that you may have made.

TIP: You can also use the zoom slider tool. Displayed at the bottom-right of the
Microsoft Word screen.

Navigating through documents

 Open a document called Navigating.
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 This document contains text that has been marked within Heading styles. The
first line has been marked with a Heading one style. The next line of text is
marked with a Heading 2 style.
 If you look at the Navigation pane, displayed to the left of the document you
will see this document structure is used to display the document.
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 The other items within the Navigation pane are Header 2 styles. Try clicking on
any of the items within the Navigation list and as you will see you ‘jump’
directly to that item. As you can see for documents that have been formatted
using heading styles, the navigation pane is a great way of moving about
within the document.
 You will see how to add style information to a document in a later section.

 Close the document without saving your changes.

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Tables
Using tables
 You can insert a table into your document. Each cell within the table can
display text or a picture. Each cell or the entire table can be formatted as
required.

Inserting a table
 Open a document called Tables. Read the instructions within this document.
We are going to insert a table containing 4 columns and 3 rows.
 Display the Insert tab and you will see the Tables group displayed as illustrated.

 Clicking on the Table button will display the following.

 If you move the mouse pointer over the cells displayed in the drop down you
will see that a preview version of the table is displayed within your document.
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 Click when you see a 4x3 Table displayed. The table will be inserted into the
document, as illustrated.

 Notice that the display at the top of your screen has changed. As you are
within the table you have just selected, Microsoft Word automatically
displays commands and options related to modifying and formatting your
table.

 Click outside your table and the ribbon will display its original commands. Re-
clicking within the table will again display Table related commands. If you do not
see the table commands displayed you will notice that there is a Table Tools
option displayed at the top of your page (above the normal tabs). Click on this
to display your table related commands again.
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Navigating within a table

 Click within the first cell in the table. Type in the name of the town or city in which
you live.
 To move to the next cell press the Tab key (or click within the cell using the
mouse pointer). Type in the name of another town or city. Carry on in a similar
fashion until all the cells contain the name of a town or city.
 Try pressing Shift+Tab. As you will see this moves you to the previous cell.

Selecting and editing text within a table

 Click within the first cell. Double click on the word within this cell and change
the word to your first name. Navigate to the second cell and overwrite the
contents with your second name. You can edit the text within a cell rather
than replace the entire text by selecting the part of the text you wish to edit
and then typing in your changes.

Selecting cells, rows, columns or the entire table

 It is important to know how to select elements within your table. Practice
these selection techniques using the table you have created.

To select a cell.
Move the mouse pointer to the left side of the cell you want to select. The
mouse pointer will change to the shape of a small solid black arrow pointing
upwards and to the right. Click when you see the pointer change to this shape
and the cell will be selected.

To select a row.
Move the mouse pointer to the left of the row you want to select. When the
mouse pointer changes to the shape of an arrow, click once and the row will be
selected.

To select multiple rows which are next to each other.

Move the mouse pointer to the left of the first row you want to select. When
the mouse pointer changes to the shape of an arrow, click once and the row
will be selected. Hold down the Shift key and then click on the last row of the
block of cells you wish to select.
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To select multiple rows which are not connected to each other.

Move the mouse pointer to the left of the first row you want to select. When
the mouse pointer changes to the shape of an arrow, click once and the
row will be selected. Hold down the Ctrl key while clicking to select other
rows.

To select a column.
Move the mouse pointer to the area just above the column you want to select.
When the mouse pointer changes to the shape of a small, black, down-pointing
arrow, click once and the column will be selected.

To select multiple columns which are next to each other.

Move the mouse pointer to the area just above the first column you want to
select. When the mouse pointer changes to the shape of a small, black, down-
pointing arrow, click once and the column will be selected. While holding down
the Shift key, click above the column at the end of the block of columns that you
want to select.

To select multiple columns which are not next to each other.

Move the mouse pointer to the area just above the first column you want to
select. When the mouse pointer changes to the shape of a small, black, down-
pointing arrow, click once and the column will be selected. While holding down
the Ctrl key, click above the other columns that you wish to select. Release the
Ctrl key when you have finished selecting columns.

To select the entire table.

Click within the last cell of the table. While holding the mouse button down,
move to the first cell within the table. When you release the mouse button the
entire table will be selected.
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Inserting and deleting rows and columns

 Once you have created a table it is very easy to insert or delete new rows or
columns.

 To insert a row.
Select the second row within your table and right-click over the selected row.
You will see a popup menu displayed. Click on the Insert command and you will
see a submenu displayed, as illustrated. You can insert a row above or below
the row you selected. In this case insert a row below the selected row.

 To delete a row.
Select the first row within your table and right click over the selected row. From
the popup menu displayed select the Delete Rows command. Use the Undo icon
(towards the top-left of your screen) to undo this deletion.

 To insert a column.
Select the second column within your table and right-click over the selected
column. You will see a popup menu displayed. Click on the Insert command and
you will see a submenu displayed, as illustrated. You can insert a column to the
left or to the right of the column you selected. In this case insert a column to
the right of the selected column.
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 To delete a column.
Select the second column within your table and right click over the selected
column. From the popup menu displayed select the Delete Columns command.
Use the Undo icon (towards the top-left of your screen) to undo this deletion.

Modifying column width or row height

 It is easy to reduce or increase row heights. You can also make columns wider
or narrower. You can use 'drag and drop' techniques using the mouse or you
can set exact heights or widths using the Table Properties dialog box.

 Using the mouse to adjust column width or row height.

Move the mouse pointer within the table until it is over the vertical edge of one
of the columns. The shape of the mouse pointer changes to a shape made up of
two small vertical lines with arrows pointing out horizontally. When the mouse
pointer changes, depress the mouse button and move the mouse to the left or
right as required. When you release the mouse button the width of the column
will be altered.

You can use the same technique to adjust the row height, but this time move
the mouse pointer to the horizontal edge of any row, and then drag and drop
the edge as required.

Experiment with adjusting row heights and columns widths using this method.

 Adjusting column width or row height using exact measurements.

Select the row (or rows) that you wish to change the height of. Right click over
the selected row(s) and from the popup menu displayed select the Table
Properties command.
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 This will display the Table Properties dialog box. Select the Row tab within this
dialog box, as illustrated.

Click on the Specify height check box. Use the Up or Down controls to set the exact
row height and then in the 'Row height is' section, select 'Exactly'.

NOTE: You can use the Previous Row and Next Row button to set each row in the
table to a different height as required. When you have finished click on the OK
button to close the dialog box.
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You can set exact column widths using the same method, but you need to select
the Column tab within the dialog box. You can use the Previous Column and Next
Column buttons to adjust each column width within the table.

Modifying the table width

 Right click on the table and from the popup menu displayed select the Table
Properties
command.

 The Table Properties dialog box is displayed. Under the Table tab within the
dialog box, click on the Preferred Width check box, and also enter a preferred
width for the table. Click on the OK button to set the table width.
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Modifying table styles

 Click within the table. You will see the Table Tools tab displayed above the normal
tabs.

 Move the mouse pointers over the Table Styles thumbnails, and you will
see different formatting applied to the table.

 Click on the down arrow at the bottom-right of the Tables Styles section to see
more table styles, and experiment with applying these additional styles.
MICROSOFT WORD ©MEP 2024 Page 151

 Save your changes and close the document.

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Using graphics within Microsoft Word

Types of graphics that you can insert into Word
 Microsoft Word has a range of illustration formats that can be inserted into
a document, including Pictures, ClipArt, Shapes, SmartArt and Charts.

Inserting Pictures
 Create a new document, by pressing Ctrl+N.
 Click on the Insert tab and then click on the Pictures icon.

This will display the Insert Picture dialog box.

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 You should see a folder called 'Sample Pictures'. Double click on this folder to
view the contents, as illustrated. The sample pictures you see may be
different from the ones illustrated.

 Select one of the pictures and then either double click on the selected picture or
click on the
Insert button. This will insert the picture into your document.
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 Save the document as a file called Inserting Pictures. Close the document.

Inserting Online Pictures

 Create a new document, by pressing Ctrl+N.
 Click on the Insert tab and then click on the Online Pictures button.

 This will display the Insert Pictures dialog box.

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 Within the Clip Art section, type in a word that describes the type of picture you
want, such as Tiger and then press the Enter key. Pictures matching your
search will be displayed, as illustrated.
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 Select the picture you want, remembering that you can scroll down for
more pictures in many cases.
 Once you have selected a picture, click on the Insert button to insert the picture.

Inserting Shapes
 Create a new document and save the document as a file called My Shapes. Click on
the
Insert tab and then click on the Shapes icon.

 This will display a drop down from which you can select the shape you wish
to insert into your document.
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 We will insert a Smiley Face into our document. To do this click on the Smiley Face
shape.

 You may not notice any change, but if you move the mouse pointer down
over the white space within your document, you will notice that the mouse
pointer has changed to the shape of a small cross. Click (and hold the mouse
button down). Move the mouse pointer down diagonally across the page. You
will see a preview outline of the shape displayed. Release the mouse button
and you will see a smiley face shape displayed on your page.
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 TIP: It this case you may find that you end up with a shape that is not a perfect
circle. If you want to produce perfect circles or perfect squares, then hold the
Shift key down when you are dragging across the screen to produce the shape.

 Save your changes and close the document.

Inserting SmartArt
 Create a new document and save the document as a file called My SmartArt. Click
on the
Insert tab and then click on the SmartArt icon.

You will see the Choose a SmartArt Graphic dialog box displayed.
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 Slowly scroll down the list to view the amazing variety of SmartArt graphic
shapes that are available.
 If necessary, scroll back up the list and select the Pyramid List graphic.

 Click on the OK button.

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 You will see an area to the left called 'Type your text here'. Click on the first
text section and type the word 'one'. In a similar fashion type the words 'two'
and 'three' into the other text input sections.

 Click on the Close icon.

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 Your page will now look like this.

 Double click below the graphic and you will be able to type normally into
the document. Type in your name. Save your changes and close the
document.

Inserting a chart
 Create a new document and save the document as a file called My chart. Click on
the
Insert tab and then click on the Chart icon.
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 This will display a dialog box from which you can select the type of chart you
wish to insert into your document.

 In this case use the default options, by clicking on the OK button. Your screen
will now look like this.
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 In the example shown, the Word document is displayed to the left, while a copy
of Excel is displayed to the side or underneath the chart. If you wish you can
edit the text or data within the Excel workbook.

 Close the Excel workbook, by clicking on the Excel Close icon (top-right of
the Excel window). Your screen will then look like this.
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Modifying the chart type

 Click on the Change Chart Type button.

 The Change Chart Type dialog box will be displayed.

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Click on the Bar chart type and click on the OK button. Your page will now look like
this.

Modifying the chart style

 Experiment with using the Chart Styles.

 Select the style that uses a dark background, as illustrated.

 Your chart will now look like this.

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Modifying the chart data

 Click on the Edit Data button.

 This will show the data underlying the chart, as illustrated.

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 Change the label Category 1 to North.

 Change the label Category 2 to South.
 Change the label Category 3 to East.
 Change the label Category 4 to West.

 Change the label Series 1 to Product 1.

 Change the label Series 2 to Product 2.
 Change the label Series 3 to Product 3.

 Also change some of the data values.

 The chart will change to reflect your changes.

 Save your changes and close the document.

Inserting a screenshot
 Open a document called Screen Shots.
 You can insert a screen shot of the Microsoft Word program window into
your Word document.
 Click at the end of the document at the location that you wish to insert the
screenshot.
 Start another program. It does not matter which program, in this example I
have started the Microsoft Excel program.
 Click on the Insert tab, and within the Illustrations group, click on the Screenshot
button.

 You will see a small representation of the Microsoft Excel window displayed
in the drop down list.
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 Click on the item in the list and you will see the screenshot displayed
within the Word document.
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 Save your changes and close the document.

Selecting, resizing and deleting graphics

 Selecting a graphic:
Open a document called Graphic objects. This document contains a number of
different types of graphic objects. Try clicking once on a graphic. Then click on
another graphic. As you can see, selecting a graphic is very simple.

 Resizing a graphic:
Click on a graphic to select it. To resize the graphic and keep the height and
width ratios the same, move the mouse pointer to any corner, and while
keeping the mouse button pressed drag diagonally across the screen. When
you release the mouse button the graphic will resize.
 If you wish you can stretch the graphic either vertically or horizontally by
dragging from the center of any edge.

 Deleting a graphic:
Click on a graphic to select it. Press the Del key.

 Save your changes and close the document.

Copying or moving graphics

 You can copy or move a graphic using the Clipboard or using normal
drag and drop techniques.
 Open a document called Copying and moving graphics.
 Save the file as My Copying and moving graphics.

 Copying a graphic using the Clipboard:

Select the second graphic in the document. Press the Ctrl+C keys to copy the
graphic to the Clipboard. Click towards the bottom of the document and press
Ctrl+V to paste the graphic to the insertion point.

 Moving a graphic using the Clipboard:

Select the first graphic in the document. Press the Ctrl+X keys to move the
graphic to the Clipboard. Click towards the bottom of the document and press
Ctrl+V to paste the graphic to the insertion point.

 Use the Undo icon to reverse the move and copy operations you have just
performed.

 Moving a graphic using drag and drop:

Select the first graphic in the document. Depress the left mouse button and
while keeping the button pressed, move the mouse pointer to the bottom of
your document. When you release the mouse button the graphic will have
moved to the location that you dragged it to.
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 Copying a graphic using drag and drop:

Select the first graphic in the document. Depress the Ctrl key and while keeping
it depressed, depress the left mouse button and while keeping the button
pressed, move the mouse pointer to the bottom of your document. Release the
mouse button and the Ctrl key and the graphic will have been copied to the
location that you dragged it to.

 Save your changes and close the document.

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Finding and replacing text within a

Microsoft document
Using Find and Replace
 Sometimes documents can be very long and you may need to search that
document for a particular word or phrase. You can use the built-in search
feature to do this for you. If you need to find a particular word or phrase and
replace this item with alternative text, then you can use the search and replace
feature.

WARNING: Using the search and replace feature sounds great, but you need to
be careful. I always make a backup copy of a document before using this
feature as it is very easy to get it horribly wrong. Many words have within them
smaller words. The word WARNING for instance has the words WAR and WARN
within it, and if you replaced the word WAR with something else, then the first
three letters of the word WARNING will also be replaced.
There are ways to stop Microsoft Word from doing this, but you must be careful!

Finding text
 Open a document called Searching and replacing.
 Under the Home tab, within the Editing group, click on the Find button.

TIP: Or use the keyboard shortcut Ctrl+F.

 This will display the Navigation pane down the left side of the screen.
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 Type in the text you wish to search for, in this case type in the word Google.

 All occurrences of the word Google will be found and highlighted within the
document.
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 Click on the down arrow under the Navigation search box, which is called Next
Search Result.

 This will display the next occurrence of the word that you are searching for
within the document. Keeping clicking on this down arrow to display more
occurrences of the word you are searching for.

Replacing text
 Under the Home tab, within the Editing group, click on the Replace button.
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 This will display the Find and Replace dialog box.

TIP: The keyboard shortcut to display this dialog box is Ctrl+H.

 In this case we will replace the text Google with Bing, as illustrated.

Click on the Find Next button. The next instance of the text will be selected. Click
on the
Replace button. In the same way replace all instanced of the text Google with Bing.

 Save your changes and close the document.

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Using multiple open documents

Multitasking with Word
 Microsoft Word is an application that runs on an Operating System called
Microsoft Windows. Windows is a multitasking operating system which means
that you can run more than one program at a time. It is important that you
know how to move or copy text and graphics from one document to another, or
between Microsoft Word and a different program such as Microsoft Excel (a
spreadsheet program).

Switching between open documents

 When you use Microsoft Word you can work on more than one document at a
time. You can use the Clipboard to copy selected text or a graphics from one
document to another.
 Open a document called Multiple 1.
 Open a second document called Multiple 2.
 Open a third document called Multiple 3.
 Press the Alt key and hold it down. Press the Tab key a few times. You will
notice a popup window that lets you move from document to document, each
time you press the Tab key. Release the Alt key and you will switch to the
document selected in the popup window. Practice this technique a few times if
you have not used it before.

 You can also use the Switch Windows icon to switch from one document to
another. To use this feature, click on the View tab and click on the Switch
Windows tool (located within the Window group under the View tab).

 You will see a drop down list allowing you to switch to another open document
window.
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Tiling or cascading documents on your screen

 You can arrange multiple documents on the screen. To do this right click over
an empty part of the Taskbar (at the bottom of your screen). You will see a
popup menu displayed.

NOTE: If you see a different popup menu displayed this is because you may
have accidentally right-clicked over an icon within the Taskbar, in which case try
again, making sure you click on an empty part of the Taskbar.

 Experiment with selecting the commands Cascade windows, Show windows

stacked, and Show windows side by side.
 Before continuing, use the Maximize icon (top-right of each document window),
to maximize each document window.

Comparing documents side by side

 This feature allows you to compare two versions of a document, side by
side. Open a document called Compare 1. Open a second document called
Compare 2.
 Switch to display the document called Compare 1.
 Click on the View tab and click on the View Side by Side command (located within
the
Window section under the View tab).
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This will display the two documents side by side. As you scroll down one
document, the other document also scrolls down the screen. Try scrolling
through each document to practice using this feature.
 Close both documents before continuing.

Copying or moving selected items between documents

 Copying a graphic between documents using the Clipboard:
Switch to the document called Multiple 1. Select the first graphic in the
document. Press the Ctrl+C keys to copy the graphic to the Clipboard. Switch to
the document called Multiple 2. Click towards the bottom of the document and
press Ctrl+V to paste the graphic to the insertion point. The graphic will be
copied to this document.

 Moving a graphic between documents using the Clipboard:

Switch to the document called Multiple 1. Select the first graphic in the
document. Press the Ctrl+X keys to move the graphic to the Clipboard. Switch to
the document called Multiple 2. Click towards the bottom of the document and
press Ctrl+V to paste the graphic to the insertion point. The graphic will be
moved to this document.

 Copying selected text between documents using the Clipboard:

Switch to the document called Multiple 1. Select the first paragraph in the
document. Press the Ctrl+C keys to copy the paragraph to the Clipboard. Switch
to the document called Multiple 2. Click towards the bottom of the document and
press Ctrl+V to paste the paragraph to the insertion point. The paragraph will be
copied to this document.

 Moving selected text between documents using the Clipboard:

Switch to the document called Multiple 1. Select the first paragraph in the
document. Press the Ctrl+X keys to move the paragraph to the Clipboard. Switch
to the document called Multiple 2. Click towards the bottom of the document and
press Ctrl+V to paste the paragraph to the insertion point. The paragraph will be
moved to this document.

 Save and close all open documents.

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Microsoft Word Mail Merge

What is mail merging?
 The Mail Merge feature is used to insert variable data into a fixed format by
combining two files into one file. Two files need to be created before you can
merge them, these are the data file and the main document file. The variable
information, such as names and addresses, is stored in the data file ready to
merge into the main document file. The information, which remains constant
and the field names are stored in the main document file, where each field
name relates to a field name in the data file. The data in the two files is merged
as a series of personalized letters or envelopes.

Starting the Mail Merge Wizard

 Open a document called Company Meeting.
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 This is typical of a general letter which can be individually addressed and

mailed. In order to mail merge this letter we need to insert codes to tell
Microsoft Word where to insert items such as the name and address of each
person we are going to send this letter to. We also need to tell Microsoft Word
which list of names and addresses we are going to use and where this list is
stored.

 To start the process, click on the Mailings tab.

 Click on the Start Mail Merge button.

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Mail Merge Wizard - Step 1 of 6 ‘Select document type’

 From the drop down list displayed, select the Step by Step Mail Merge Wizard
command.

 You will see a panel displayed to the right of your document. In this case
we wish to produce a mail merged letter, so we will use the Letters
selection.

 Click on the Letters button.

 At the bottom right of the screen you have the option of clicking on ‘Next:
Starting your document’ to take you to the next page of the mail merge
wizard.
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Mail Merge Wizard - Step 2 of 6 ‘Select Starting document’

 You will see the following options displayed to the right of your document. In
this case we will use the current document that is displayed on your screen.

 Click on Next: Select Recipients at the bottom right of your screen.

Mail Merge Wizard - Step 3 of 6 ‘Select recipients’

 The next step of the wizard lets you determine which list of recipients will be
used for the mail merge process.
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 In this case we will select the option Use an existing list.

 Click on the Browse button. This will display the Select Data Source dialog box.

 Switch to the My Documents folder and then switch to the Word folder.

 Within the Word folder you should see a file listed called Staff.
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 Double click on the file called Staff. This will display the File Conversion dialog box.
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 Click on the OK button which will display the Mail Merge Recipients dialog box.

 Click on the OK button to continue.

 Click on the Next: Write your letter option at the bottom right of the screen.
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Mail Merge Wizard - Step 4 of 6 ‘Write your letter’

 The following options are displayed to the right of your document.

 Click at the start of your document (where we want to insert the codes relating
to the person to whom the letter is addressed).
 Click on More items.

This will display the Insert Merge Field dialog box.

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 Make sure that Title is selected and then click on the Insert button. Click on the
Close
button. Press the Space bar.
 Click on the More items command. This will display the Insert Merge Field dialog box.
 Make sure that Firstname is selected and then click on the Insert button. Click on
the
Close button. Press the Space bar.
 Click on the More items command. This will display the Insert Merge Field dialog box.
 Make sure that Secondname is selected and then click on the Insert button. Click on
the
Close button. Press the Enter key.
 Click on the More items command. This will display the Insert Merge Field dialog
box.
 Make sure that Department is selected and then click on the Insert button. Click on
the
Close button.

Your document should now contain the following merge field codes.

 Click on the Next: Preview your letters option at the bottom right of the screen.
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Mail Merge Wizard - Step 5 of 6: Previewing your letters

 You will see the following choices.

 Click on the double arrow button to preview your letter. Click a few more times
to preview more letters.
 Click on the Next: Complete the merge button at the bottom-right of the screen to
continue.

Mail Merge Wizard - Step 6 of 6 Printing Options

 You will see the following information displayed.
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 If you were to click on the Print option, you would see the Merge to Printer
dialog box which lets you select what to print.

 In this case click on the Edit Individual letters option. You

will see the following dialog box which lets you select what
to merge.

 Click on the OK button to merge all the print records.

A new document will be created containing your mail merged letters.

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In real life you could check through this and print later. In this case to save paper
we will not actually print this document. Scroll through the document to see if
everything is as you expected. Save the document as My First Mail Merge. Close the
mail merged document.

 Close the open document and save your changes.

Creating a mailing list to be used within a mail merge

 In many cases when you perform a mail merge your mailing list will have been
prepared and formatted by someone else. If it is a mailing list to be sent out to
business customers, it may have been bought in from a company that
specializes in providing business mailing lists.

 There are rules for formatting a mailing list, so that when you perform a mail
merge Microsoft Word will recognize the format. The mailing list should have a
header row at the top of the list which describes the contents of each column.
For instance a column may be called First_name, and the next column called
Second_name, and the next column could be called Telephone_number and so
on. It does not matter what you call each column, but keep the name as short
as possible and for maximum compatibility with other programs do not use
spaces in the description but use hyphens to join the words in a column
description.

 You can create a list within a Microsoft Word document with each column of
data being separated by a tab, space or a comma. Alternatively you could
create your data within an Excel worksheet. Normally when you buy in a
mailing list it is supplied in CSV (Comma- Separated Values). A CSV file is a
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text file using commas to separate each column.
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 We shall now create a small mailing list in CSV format. Create a new document by
pressing
Ctrl+N.

 Type in the following details, in each case separating one item of information
from the next by a comma. Press the Enter key at the end of each line.

NOTE: Do not press the Enter key at the end of the last line relating to Robert

Menendez. First-name, Second-name, Department

George, Radanovich, Marketing
Hilda, Solis, Sales
Dennis, Hastert, Marketing
Tom, DeLay, Production
Roy, Blunt, Sales
Tom, Feeney, Packaging
Mark, Kirk, Sales
Michael, Ferguson,
Sales
Christopher, Cox, Production
Nancy, Pelosi, Marketing
Steny, Hoyer, Marketing
Robert, Menendez, Sales

 Click on the Save icon, and the Save As dialog box will be displayed.

 In the file name section use the name My-List.

 Click on the down arrow in the Save as type section and select Plain text (you
may have to scroll down to see this option)

 Save the file. You may see a warning dialog box telling you that you are saving
your file as a text only file, if so confirm the save. You have just created your
first file in CSV format. Close your document.
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Merging a mailing list to produce labels

 When you are performing a mail merge to produce mail merged letters you can
use
Windowed envelopes so that the address in your mail merged letters matches
the window in your windowed envelopes. Alternately you may post your mail
merged letters in non- windowed envelopes in which case you will need to
perform a separate mail merge to produce sheets of labels, with each label
displaying a different address. If you do this, be very careful to match up the
correct printed letters, with the correct printed labels!

 Alternatively you may want to send out a standard marketing flyer to many
addresses, in which case you need to mail merge your mailing list to sheets
of labels.

WARNING: You can buy sheets of labels for use in a printer. If you are using a
laser printer be sure that the labels you are intending to use are properly
approved for use in a laser printer. Inside a laser printer is much hotter than the
inside of an inkjet printer and you may find that if you use the wrong type of
labels they curl up, or even worse, cause damage to your laser printer!

 To merge a mailing list to labels is very easy. Create a new blank document, by
pressing
Ctrl+N.
 Click on the Mailings tab.
 Click on the Start Mail Merge button, and from the list displayed select Labels.

 The Label Options dialog box is displayed. First select the manufacturer of your
labels.
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Avery is a popular supplier of label sheets.

NOTE: Avery has different product codes for A4 sized sheets and US letter sized
label sheets. Be sure to select the correct category if you are using Avery labels.

 In this case choose Avery as the manufacturer.

 Once you have selected a manufacturer you need to select a Product Number.
The product number relates to the size of each individual label, how they are
laid out on a sheet and how many labels are contained within each sheet. You
will notice that as you select a Product number, information about this label
type is displayed in the Label Information section.
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 Select an Address Label, the exact product number is not important as we will
not actually be printing any labels in this exercise. Click on the OK button once
you have made a selection.

 We have selected our label type, next we need to select a mailing list that will
be used to print the labels. Click on the Select Recipients button and then click
in Use Existing List.
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 The Select Data Source dialog box will be displayed.

 You will need to navigate to the folder containing your sample files, which is in the
Word
folder, under the Documents folder.

 Within the Word folder select a Microsoft Word document called Label data list.
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 Click on the Open button and you will see the following:
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 The insertion point should be displayed at the start of the first line in the first label.
 Move the mouse pointer over the Insert Merge Field button.

You will notice that this button consists of two parts. Click on the upper part of this
button,
i.e. the part displaying as an icon.

This will display the Insert Merge Field dialog box displaying fields you can insert
into the document.

In this case click on the Cancel button.

 If you click on the lower part of the button you will see a drop down list of merge
fields.
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 You could use either method to insert your merge fields. In this example we
will use the lower part of the button.

 Click on Firstname from the drop down list.

 Press the Spacebar and then insert the field name Secondname.
 Press the Enter key to drop down to the next line and insert the field name
Department. Your page will now look like this.
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 Click on the Update Labels button.

Your screen will now look like this.

 Click on the Finish & Merge button.

 You will see a drop down list displayed.

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If you simply wished to print the merged labels you could click on the Print
Document command. You would see the Merge to Printer dialog box, allowing
some control of what to print, as illustrated.

 In this case we will merge the data to a new document. To do this click
on the Edit Individual Documents command.

You will see the Merge to New Document dialog box.

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 Click on the OK button and the mailing list will be merged to create a new
document which can later be printed to sheets of labels, as illustrated.

 You may print the merged document if you ask your tutor first (to make sure
that the printer is connected and contains labels).

 Save and close all open files.