11

12 SENIOR HIGH SCHOOL

Empowerment Technologies
Quarter 3 Module 3:
ADVANCED WORD PROCESSING SKILLS

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 What is It

ADVANCED WORD PROCESSING SKILLS

What is word processing?

The act of utilizing a computer to produce, edit, save, and print documents is
known as word processing. Word processing requires specialist software (sometimes
known as a Word Processor). Microsoft Word is one example of a word processor,
although other word processing apps are also commonly used. Microsoft Works Word
Processor, Open Office Writer, Word Perfect, and Google Drive Document are just a
few examples.

A word processor is a piece of software that allows you to create, store, and
print typed texts. Word processors are now one of the most widely used computer
software products, with Microsoft Word being the most popular.

Examples and Top Uses of a Word Processor

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

Example of Word Processor Programs

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

How to open MS Word

using shortcut keys?

- Press
then type
winword
enter.

Features of a word processor

A word processor, unlike a basic plaintext editor, has various additional tools
that can help your document or other content look more professional. A list of some
of the most common features of a word processor is provided below.

Adjust the layout - Capable of modifying the margins, size, and layout of a document.

AutoCorretct corrects common spelling errors well as capitalization

AutoFormat applies formatting to text, e.g. number listing, bullet, hyperlinks.

Collaboration - More modern word processors help multiple people work on the
same document at the same time.

Copying, cutting, and pasting - Once text is entered into a document, it can be
copied or cut and pasted in the current document or another document.

Find - Word processors give you the ability to quickly find any word or text in any
size of the document.

Grammar Checker proofreads documents for grammar, writing styles, sentence

structure errors and reading statistics.

Headers and footers - Being able to adjust and change text in the header and footer
of a document. The headers and footers of a document can be customized
to contain page numbers, dates, footnotes, or text for all pages or specific
pages of the document.

Indentation and lists - Set and format tabs, bullet lists, and number lists.

Insert tables - Add tables to a document.

Import data - Import and format data from CSV, database, or another source.

Template a document that contains the formatting necessary for a specific

document type

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Text formatting - Changing the font, font size, font color, bold, italicizing, underline,
etc.

Tables organize information into rows and columns

Text Wrap adjusts how the image behaves around other objects or text.

Thesaurus - Look up alternatives to a word without leaving the program.

Macros - Setup macros to perform common tasks.

Mail Merge a feature that allows you to create document and merge the them with
another document or data file.

Mailers and labels - Create mailers or print labels.

Multimedia - Insert clip art, charts, images, pictures, and video into a document.

Multiple windows - While working on a document, you can have additional windows
with other documents for comparison or move text between documents.

Search and Replace - You can use the Search and Replace feature to replace any
text throughout a document.

Spelling and Grammar - Checks for spelling and grammar errors in a document.

Word wrap - Word processors can detect the edges of a page or container and
automatically wrap the text using word wrap.

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

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 Tabs

Active Tab
Ribbon

Rulers Document Header

Document Area

View Buttons Zoom Slider

Home Tab - allows you to change document settings, such as the font properties,
add bullets or a numbered list, adjust styles, and other common features.
Text Alignment Left, Right, Center and Justify

Insert Tab is used to insert different features such as tables, pictures, clip art,
shapes, charts, page numbers, word art, headers, and footers into a document.

Page Layout refers to the arrangement of text, images, and other objects on a page.
Pages sizes are Short (letter) -

Page Orientation Portrait and Landscape

Image Placement
In line with text This is the default setting for images that are inserted or
integrated in a document.

Square This setting allows you to insert a picture anywhere in the paragraph, with
the text wrapping around it in a square pattern, similar to a frame.

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Tight
general shape of the image.

Through This setting allows the text on your document to flow even tighter, taking
the contour and shape of the image.

Top and Bottom This setting pushes the text away vertically to the top and / or
the bottom of the image so that the image occupies a whole text line on its own.

Behind Text This allows your image to be dragged and place anywhere on your
document but all text floating in front it.

In front of Text This setting allows your image to be placed right on top of the text
as if your image was dropped right on it.

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

Three Components of Mail Merge:

1. Main Document - the letter that contains the email information for each of
the merged document that can be letter, stationery, or template. It also
contains the field names which contains the instructions for merging.
2. Data Source - is a collection of data that will be merged into a document,
such as a list of names and addresses for a mail merge. Before it can use the
data in it, it must be connected to the data source.
3. Merge Document - this is also a word processing document that is the
generated output after executing the merge process.

STEPS
Creating a Form Letter:

1. Open MS Word and click the Mailings tab.

2. Click the Start Mail Merge command.

3. Select Step by Step Mail Merge Wizard and a Mail Merge task pane will
appear at the right side of the document.
4. Choose the type of document you want to create. If you want to create a
letter, select Letter. Six main steps in guiding you to complete a merge
will be displayed at the bottom.
5. Click Next: Starting document to move to Step2.

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 6. Select Use the current
document. Click Next:
Select recipients to
move to Step 3.
7. From the Mail Merge
task pane, select Type a
new list, then click
Create.
8. The dialog box of New
address list appears,
displaying fields that
Word assumes you
need. Select an entry

and click the Delete

button. Use the Tab key to move form cell to cell.

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

To customize the address list,

click Customize Columns
button at the bottom of the
window.

The dialog box of Customized

Address List will appear. The
resulting window lists the
Field
Names provided. When you
are done, click OK then
customized fields appear as
column headings in the New
Address List dialog box.
Fill in the recipient list by

appropriate to each field, then

press TAB of the keyboard to
enter the next field. After filling
in the last field, add another
record just press the TAB key

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 after inputting the last
field. When you press
the TAB key on the last
field in a record, a new
record is automatically
created and added on
the next line.

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

Creating the form letter

1. Click Next: Write your letter. Click the Address Block button to insert an
address block into your letter.

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2. Dialog box of Insert Address Block appears. Choose the desired format for the
address block and click OK. The placeholder of Address Block will appear in
the document.

Note: Use Match

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

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

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

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

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Option A

Option B

Note:
When you click the Edit Individual
Documents, a Merge to New Document dialog
box will appear and choose All if you have more
than 1 recipient and click OK. After that, you will
then see the full merged letter without writing to
them one by one. When this is done, you can now
print your work.

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Label Generation
The Label Generator is part of Microsoft Word's mail merging feature. Once
you've printed off your form letters, it only makes sense to deliver them to individual
recipients in an envelope with the appropriate address printed directly on it or on a
mailing label to adhere to. By adopting a technique that is almost identical to that of
a regular mail merge. Individual addresses will be printed on a standard form that
Microsoft Word has previously pre-formatted. Simply put, it creates a blank form
document that looks like a blank label or envelope of a pre-determined size and prints
the information, which is often individual addresses, from the data file you specified.
As a result, even when producing labels, the key components of creation are there.

Inserting images and External Materials:

It's a lot of fun to incorporate or insert photographs into your work, and it
improves the overall impression. When constructing a resume, one of the most
typical ways to integrate a photo into a document is to do so. The numerous types of
elements that you can insert or integrate in a Word document and their qualities can
help you build a more efficient, richer document in both content and physical form,
despite the fact that it appears simple to execute. You'll be more efficient and versatile
in using Microsoft Word if you have a deeper understanding of the physical form of
your document as well as the various materials you incorporate into it.

1. Pictures These are photos or electronic or digital images that you've

saved on a local storage device. Picture files are divided into three
categories. The extension on their file names can help you identify them.

a. .JPG - .jpeg
or Photographic Experts Group. It defines the type of data compression
procedure it utilizes, just like the rest of the picture file extensions, to
make it more compatible and portable over the internet. Because this
form of picture file supports 16.7 million colors, it's ideal for working
with full-color photographic photos.
b. .GIF stands for Graphics Interchange Format, a type of image file
capable of displaying transparencies. As a result, it blends well with
other materials or features in your page. In addition, it can display
rudimentary animation. On a printed paper, this may not be very
useful, but if you're distributing documents electronically, via email, or
even posting documents to a website, this may be rather spectacular.
Logos, little text, black and white images, and low-resolution files all
benefit from GIF.
c. .PNG this is pronounced as
Graphics. It was built around the capabilities of .GIF. Its development
was primarily for the aim of speedier image transmission via the
internet. It's also good with transparency, but not in the same way.
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 GIFs do not support animation, but they can display up to 16 million
colors, so the image quality for this file type has improved dramatically.
It provides for the management of image transparency and opacity.

2. Clip Art This is generally a .GIF type, live art drawings or images used
as generic representation for ideas and objects that you might want to
integrate in your document. Microsoft Word includes a clip art library that
may be downloaded and used for free. Other clip arts from third-party
vendors are also available to purchase or download and use for free.

3. Shapes these are printable objects or materials that you may use in your
document to improve its design or provide you with some tools to help you
compose and communicate ideas or messages in a more professional
manner. If you are designing the layout for a poster or other graphic
material for advertising, you might find this useful.

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

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

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

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

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

Steps in Inserting Picture from a File:

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

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

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Steps in Inserting SHAPE

1. Click Insert Tab then go

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

Steps in Inserting SmartArt

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

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

Steps in Inserting Chart

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

Steps in Formatting Illustrations in MS Word

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

Format Pictures and Clip art

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

Tools will appear.

Picture Tools:

1. - Improves brightness, contrast and sharpness

2. - Changes color quality

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 3. - Provides various artistic effects
4.

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

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

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

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

Format Chart

1. Select the chart that you want to format. Design, Layout,

and Format tabs of the Chart Tools will appear.
2. To edit the data of the chart, click Edit Data of the Data
group under the Design tab. An MS Excel window will
appear where you will edit the data. Close this window as
soon as you are done.

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 3. To add labels to your chart, go to the Layout tab and click
the appropriate button in the Labels group.
Note: The steps may vary in Office 365 version.

How to Insert Citation in Chicago Style?

1. Hover your mouse to the References Tab.

2. Under Citations and

Bibliography group,
Click the style that you
want to use for the
citation by clicking the
down arrow, e.g. you
can change APA style to
Chicago

3.
Create Source
Window will appear.

4. In the box, type in the

citations details, and then click OK

Create a bibliography from your Sources

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

Similar to the Table of Contents builder in Word, you can select a predesigned
bibliography format that includes a title, or you can just click Insert Bibliography
to add the citation without a title.

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