Computer

Prelims Topic – 2nd Semester

Topic 1: Getting Started with Word  Shortcut keys like Ctrl + S (Save), Ctrl + P (Print),
and Ctrl + Z (Undo) improve efficiency.
 Terminologies
 Templates provide pre-designed documents for
 Microsoft Word – a word processing application used
resumes, letters, and more.
to create, edit, format, and save text-based documents
such as letters, reports, and resumes.  Cloud storage integration allows access to documents
from different devices.
 Ribbon – the toolbar at the top of Word containing
multiple tabs and commands for various functions  Review tools like spell check and grammar check help
(Home, Insert, Layout, etc.). in proofreading.
 Quick Access Toolbar – a customizable toolbar that  Shortcut Keys
allows easy access to frequently used commands. Command Shortcut
 Backstage View – the File tab menu where users can
open, save, print, and manage documents. Save Ctrl + S
 Document Window – the area where the document Open Ctrl + O
content is displayed and edited.
Copy Ctrl + C
 Status Bar – located at the bottom of the window,
displaying word count, page number, and other Paste Ctrl + V
document information. Cut Ctrl + X
 Zoom Control – allows users to adjust the
magnification of the document view. Undo Ctrl + Z
 Rules Redo Ctrl + Y
 Opening Word 2016: Print Ctrl + P
 Click the Start button or search for “Word
2016” in the search bar. Topic 2: Understanding OneDrive
 Select Word 2016 from the results.  OneDrive is Microsoft’s cloud storage service that
 Choose a blank document or template from allows users to save, access, and share files from
the start screen. anywhere with an internet connection. It is integrated
 Creating a New Document: into Windows and Microsoft 365 applications.
 Click the "File" tab and select "New."  Key Features of OneDrive:
 Choose "Blank Document" or a pre-designed  Cloud Storage – Stores files online, freeing up device
template. storage.
 Shortcut key: Press Ctrl + N.  File Synchronization – Syncs files across multiple
devices.
 Saving a Document:
 Easy Sharing – Share files and folders with others
 Click the "File" tab and select "Save" or
through links.
"Save As."
 Collaboration – Work on documents with others in
 Choose a location, enter a file name, and
real-time.
select a format (e.g., .docx, .pdf).
 Security & Backup – Keeps files safe and
 Click "Save."
recoverable.
 Opening an Existing Document:
 How to Access OneDrive?
 Click the "File" tab and select "Open."
 Via Web: Visit onedrive.com and log in with a
 Browse for the file and click "Open." Microsoft account.
 Printing a Document:  Via Windows Explorer: OneDrive appears as a
 Click the "File" tab and select "Print." folder for easy file management.
 Adjust settings like printer, pages, and  Via Mobile App: Available on iOS and Android for
copies. on-the-go access.
 Click "Print."  Using OneDrive in Word 2016
 Compatibility Mode  Saving to OneDrive: Click File > Save As >
 Opens older Word document versions (.doc) with OneDrive
limited features.  Opening Files from OneDrive: Click File > Open >
 Convert it to the latest format by clicking File → OneDrive
Convert.  Sharing a Document: Click File > Share > Get a link
 Working with OneDrive or Invite people
 OneDrive allows saving and accessing documents  Benefits of Using OneDrive
online.  No need for USBs—files is accessible anywhere.
 Click File → Save As → Select OneDrive to store the  Protects against data loss due to device failure.
file in the cloud.  Makes collaboration easier with shared documents.
 Features Overview  Quick Tips
 Tell Me Feature – A search tool to quickly find  Always sign in to your Microsoft account to use
commands. OneDrive.
 Smart Lookup – Provides online search results  Check OneDrive settings to manage sync and storage
directly within Word. options.
 Read Mode – Optimizes document view for reading.  Use the OneDrive app to automatically back up photos
 Editing & Formatting Tools – Includes font styles, and files.
paragraph settings, and text alignment options. Topic 3: Creating and Opening Documents
 Closing Word  Creating a New Document
 Click the X button at the top-right corner.
 Blank Document
 Press Ctrl + W to close the current document.
 Open Word 2016 → Click File → New →
 Notes and Reminders Blank Document
 AutoSave is available if using OneDrive, ensuring  Shortcut: Press Ctrl + N
documents are saved automatically.

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Computer
Prelims Topic – 2nd Semester
 Using Templates  Exporting Documents
 Word provides pre-designed templates  Convert to PDF/XPS
 Open Word → Click File → New →  Go to File > Export > Create PDF/XPS
Choose a template  Other Formats: Plain Text (.txt), Word 97-2003
 Opening an Existing Document (.doc), etc.
 From Word 2016  Sharing Documents
 Click File → Open → Browse  OneDrive – Upload files and share links.
 Locate and select the document  Email – Attach file directly via Outlook.
 From File Explorer  Invite People – Allow others to edit or view via Share
button.
 Locate the document in your computer
 Link Sharing – Generate a shareable link with
 Double-click to open it in Word
view/edit permissions.
 Recent Documents
 Printing Documents
 Click File → Open → Select from the
Recent Documents List  Go to File > Print
 Choose Printer, Settings, and Copies
 Compatibility with Older Versions
 Click Print
 Word 2016 can open older Word documents (e.g.,
.doc files). Topic 5: Text Basics
 It may open in Compatibility Mode, limiting some  Introduction to Text Basics
features  Microsoft Word allows users to create, edit, and
 To update, click File → Convert format text efficiently.
 Saving a Document  Understanding text basics helps in creating
 Save As (New file) professional documents.
 Click File → Save As → Choose location  Typing and Deleting Text
→ Enter file name → Click Save  Typing: Click the insertion point (cursor) and start
 Shortcut: F12 typing.
 Save (Updates existing file)  Deleting
o Click File → Save or press Ctrl + S  Backspace: Removes text to the left of the
cursor.
 Formats Available
 Delete: Removes text to the right of the
 .docx – Default Word format
cursor.
 .pdf – For non-editable sharing
 Selecting Text
 .txt – Plain text format
 Click and drag to highlight text.
 Closing a Document
 Double-click a word to select it.
 Click File → Close
 Triple-click a paragraph to highlight the entire
 Shortcut: Ctrl + W paragraph.
 Shortcut Keys  Ctrl + A selects the whole document.
Command Shortcut  Copying, Cutting, and Pasting
Create new file Ctrl + N  Cut (Ctrl + X): Removes selected text and stores it in
the clipboard.
Open a file Ctrl + O  Copy (Ctrl + C): Copies selected text without
Save as F12 removing it.
 Paste (Ctrl + V): Inserts copied or cut text from the
Close document Ctrl + W
clipboard.
Topic 4: Saving and Sharing Documents in Word  Drag and Drop Method: Select text, drag it to a new
2016 location, and release the mouse button.
 Saving Documents  Using the Clipboard
 Why Save? – Prevents data loss and allows future  The clipboard stores multiple copied items.
access.  Access it via the Home tab > Clipboard group.
 How to Save?  Finding and Replacing Text
 Click File > Save or Save As  Find (Ctrl + F): Quickly locates words or phrases in
 Choose location (This PC, OneDrive, or a document.
Browse for a folder)  Replace (Ctrl + H): Replaces one word with another
 Enter file name and select file type (default: throughout the document.
.docx)  Formatting Text
 Click Save  Change font style, size, and color in the Home tab >
 Save vs. Save As Font group.
o Save – Updates the current file.  Use Bold (Ctrl + B), Italic (Ctrl + I), and Underline
o Save As – Creates a new copy with a different (Ctrl + U) for emphasis.
name, format, or location.  Text Alignment:
 AutoSave & Recovering Unsaved Documents  Left (Ctrl + L)
 AutoSave (for OneDrive users) – Saves changes  Center (Ctrl + E)
automatically.  Right (Ctrl + R)
 AutoRecover – Helps restore unsaved files after a  Justify (Ctrl + J)
crash.
 Undo and Redo
 Open File > Manage Document > Recover
 Undo (Ctrl + Z): Reverts the last action.
Unsaved Documents
 Redo (Ctrl + Y): Restores an undone action.
 Select the file and Save it.
 Spell Check and Grammar Check

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Computer
Prelims Topic – 2nd Semester
 Word automatically underlines misspelled words (red) Italic text Ctrl + I
and grammar issues (blue).
 Access Spelling & Grammar Check via Review tab Underline text Ctrl + U
> Spelling & Grammar. Left align text Ctrl + L
 Saving a Document Center text Ctrl + E
 Ctrl + S to save changes.
Right align text Ctrl + R
 File > Save As to rename and select file format.
Topic 6: Formatting Text Justify text Ctrl + J
 Basics of Formatting Change case Shift + F3
 Formatting refers to changing the appearance of text Topic 7: Using Find and Replace
to improve readability and emphasis.
 What is Find and Replace?
 Found in the Home tab under the Font and
Paragraph groups.  The Find feature in Word allows users to locate
specific words, phrases, or formatting in a document.
 Changing Font and Size
 The Replace feature enables users to substitute the
 Font Style: Click the drop-down menu in the Font found text with a different word, phrase, or formatting.
group to select a font.
 How to Use the Find Feature
 Font Size: Use the size drop-down or
increase/decrease buttons.  Press Ctrl + F or go to the Home tab and click on Find
in the Editing group.
 Applying Bold, Italic, and Underline
 The Navigation pane appears on the left side.
 Bold (B): Makes text thicker for emphasis. Shortcut:
 Type the word or phrase you want to find.
Ctrl + B
 The results will be highlighted in the document.
 Italic (I): Slants text to the right for styling. Shortcut:
Ctrl + I  How to Use the Replace Feature
 Underline (U): Adds a line under text. Shortcut: Ctrl  Press Ctrl + H or go to the Home tab and click
+U Replace in the Editing group.
 Changing Text Color and Highlighting  The Find and Replace dialog box appears.
 Font Color: Change text color using the A icon in the  In the Find what field, type the word or phrase you
Font group. want to replace.
 Text Highlight Color: Use the highlighter tool for  In the Replace with field, type the new word or
emphasis. phrase.
 Using the Format Painter  Click Replace to change one instance or Replace All
to change all instances.
 Copies formatting from one section of text to another.
 Advanced Find and Replace Options
 Click Format Painter, select text to copy, then apply
it to another part.  Click More >> in the Find and Replace dialog box to
access additional options such as:
 Changing Text Alignment
 Match case – Finds text with exact
 Located in the Paragraph group. capitalization.
 Options:  Find whole words only – Prevents partial
 Left Align (Ctrl + L) – Default matches.
 Center Align (Ctrl + E) – For headings  Use wildcards – Allows searching with
 Right Align (Ctrl + R) – Aligns text to the right symbols (e.g., “te?t” finds “text” or “test”).
 Justify (Ctrl + J) – Aligns text evenly on both  Format – Searches for text with specific
sides formatting like bold or italics.
 Line and Paragraph Spacing  Why Use Find and Replace?
 Adjusts spacing between lines or paragraphs.  Saves time by quickly locating and editing text.
 Found in the Paragraph group under Line and  Helps correct repeated mistakes efficiently.
Paragraph Spacing.  Useful for formatting and document consistency.
 Using Bullets and Numbering Topic 8: Indents and Tabs
 Used to create lists.  Indents
 Found in the Paragraph group  Indents control the distance between the text and the
 Bullets: Unordered list page margins. They help organize content for
 Numbering: Ordered list readability.
 Changing Text Case  Types of Indents
 Use Change Case in the Font group to switch  First Line Indent – Indents only the first line of a
between: paragraph.
 Sentence case  Shortcut: Press Tab at the beginning of a
paragraph.
 lowercase
 Hanging Indent – Indents all lines except the first one
 UPPERCASE (used in bibliographies).
 Capitalize Each Word
 Shortcut: Ctrl + T
 tOGGLE cASE  Left Indent – Moves the entire paragraph from the left
 Clearing Formatting margin.
 Removes all applied formatting and resets to default.  Right Indent – Moves the entire paragraph from the
 Click the Clear All Formatting button (eraser icon). right margin.
 Shortcut Keys  Setting Indents
Command Shortcut  Using the Ruler: Drag the indent markers on the
ruler.
Bold text Ctrl + B
 Using the Paragraph Dialog Box:

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Prelims Topic – 2nd Semester
 Go to the Layout tab.  Removing Extra Space:
 Click Indentation settings and adjust as  Click the Line and Paragraph Spacing
needed. button.
 Tabs  Select Remove Space Before/After
 Tabs control the placement of text when the Tab key Paragraph if excessive gaps exist.
is pressed.  Tips for Better Formatting
 Types of Tab Stops  Use 1.5 or Double Spacing for readability in
 Left Tab – Aligns text to the left. formal documents.
 Center Tab – Centers text at the tab stop.  Adjust paragraph spacing instead of pressing
 Right Tab – Aligns text to the right. "Enter" multiple times.
 Decimal Tab – Aligns numbers by decimal  For academic or legal documents, follow required
points. spacing guidelines.
 Bar Tab – Inserts a vertical line at the tab stop. Topic 10: Lists
 Setting Tabs  Terms and Definitions
 Using the Ruler:  Bulleted List – A list where each item is preceded by
a symbol (bullet) instead of numbers.
 Click the tab selector (left side of the
ruler) to choose a tab type.  Numbered List – A list where each item is preceded
by a number, useful for ordered steps or ranking.
 Click on the ruler where you want to
 Multilevel List – A list with multiple levels of bullets
place the tab stop. or numbers for organizing information hierarchically.
 Using the Paragraph Dialog Box:  Rules and Concepts
 Click the Home tab → Paragraph group  Creating a Bulleted List
→ Click Tabs.  Select the text.
 Set the tab stop position, alignment, and  Click the Bullets button in the Paragraph
leader (optional). group on the Home tab.
 Removing Indents & Tabs  Choose a bullet style from the dropdown
 Indents: Drag markers back to their original menu.
position.  Creating a Numbered List
 Tabs: Go to the Tabs dialog box, select the tab  Select the text.
stop, and click Clear.  Click the Numbering button in the Paragraph
Topic 9: Line and Paragraph Spacing group on the Home tab.
 Line Spacing  Choose a numbering style from the dropdown
menu.
 The space between lines of text in a document.
 Creating a Multilevel List
 Options Available:  Click the Multilevel List button in the
 Single (1.0): No extra space between Paragraph group on the Home tab.
lines.  Select a style, then press Tab to indent and
 1.5 Lines: Increases space by 50%. shift items to a lower level.
 Double (2.0): Adds a full blank line  Modifying List Appearance
between lines.  Click the small arrow next to Bullets,
Numbering, or Multilevel List to customize
 Custom Spacing: Allows users to
styles.
specify exact spacing (e.g., 1.15, 2.5,
etc.).  Click Define New Bullet/Number Format for
advanced customization.
 How to Adjust:
 Changing List Type
 Select the text.  Select the list and click on the Bullets or
 Click the Line and Paragraph Spacing Numbering button to switch between types.
button (found in the Home tab).  Applications and Uses
 Choose the desired spacing option.  Used in documents, reports, notes, and
 Paragraph Spacing presentations to organize content clearly.
 Controls space before and after a paragraph.  Numbered lists are ideal for step-by-step
 How to Adjust: instructions or procedures.
 Bulleted lists help in summarizing key points or
 Select the paragraph(s).
grouping ideas.
 Click the Line and Paragraph Spacing
 Multilevel lists help in structuring subtopics under
button.
main points.
 Choose Add Space Before Paragraph
 Notes and Tips
or Add Space After Paragraph as
needed.  Use the Increase Indent or Decrease Indent buttons to
adjust list levels.
 Alternatively, use Paragraph Settings
 Press Enter to add a new list item and Backspace to
(right-click > Paragraph > Adjust remove one.
spacing).
 Right-click a bullet or number to modify list
 Advanced Spacing Options settings quickly.
 Paragraph Dialog Box:  Use custom symbols for bullets if default styles are
 Access by clicking the small arrow in the not suitable.
Paragraph group. Topic 11: Hyperlinks
 Allows fine-tuning of spacing and  Hyperlink
alignment settings.

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Prelims Topic – 2nd Semester
 A hyperlink is a clickable text or object that directs  Columns – Splits text into multiple columns (e.g.,
you to a website, email, or another document when newspaper-style). Options include: One, Two, Three,
clicked. It helps in easy navigation within or outside a Left, and Right.
document.  Breaks – Divides the text into sections or columns.
 Types of Hyperlinks  Indents and Spacing
 Web Page Hyperlinks – Opens a webpage in your  Indentation – Adjusts space at the beginning of
default browser. paragraphs.
 Email Address Hyperlinks – Opens the default email  Left/Right Indent – Moves paragraph inward.
application to send an email.
 First Line Indent – Indents only the first line.
 Other Document Hyperlinks – Opens another file
 Hanging Indent – Indents all lines except the
stored on your computer.
first.
 Place in the Same Document Hyperlinks – Jumps to
 Spacing – Controls distance between paragraphs.
a specific location within the document (like a
bookmark).  Before/After – Adds space before or after a
paragraph.
 How to Insert a Hyperlink
 Line Spacing – Adjusts space between lines
 Highlight the text or select the object you want to (Single, 1.5, Double, etc.).
hyperlink.
 Paragraph Controls
 Go to the "Insert" tab on the ribbon.
 Align text – Options: Left, Center, Right, Justify.
 Click "Hyperlink" in the Links group.
 Borders & Shading – Adds lines or background color
 In the Insert Hyperlink dialog box, choose:
to paragraphs.
 "Existing File or Web Page" for external
links.  Using Themes and Page Borders
 "Place in This Document" for internal links.  Themes – Pre-designed color and font combinations
for a document.
 "Email Address" for email links.
 Page Borders – Adds decorative borders to pages.
 Enter the URL, file path, or email address in the
respective field. Topic 13: Printing Documents
 Click OK to apply the hyperlink.  Print Preview and Print Settings
 Editing or Removing a Hyperlink  To print a document, go to File > Print.
 Editing: Right-click the hyperlink → Choose "Edit  The Print pane appears, displaying a Print Preview
Hyperlink" → Modify the link. of the document.
 Removing: Right-click the hyperlink → Choose  You can adjust settings before printing.
"Remove Hyperlink".  Print Options
 Formatting Hyperlinks  Copies – Enter the number of copies to print.
 Hyperlinks are usually blue and underlined by  Printer Selection – Choose a printer or print to a
default. PDF.
 To change the appearance, use the Font group in the  Page Range
Home tab.  Print All Pages – Prints the entire
 Right-click → Choose "Font" to modify the color, document.
style, or remove underlining.  Print Current Page – Prints the page
 Using Bookmarks as Hyperlinks currently displayed.
 A bookmark is a location marker in your document.  Custom Range – Enter specific page
 To link to a bookmark: numbers (e.g., 1-5, 7, 10).
 Insert a bookmark (Go to "Insert" →  Print Layout
"Bookmark" → Name it → Click "Add").  Portrait (vertical) or Landscape
 Insert a hyperlink (Select text → "Insert" → (horizontal) orientation.
"Hyperlink" → "Place in This Document" →  Margins – Adjust margins using presets or
Choose the bookmark). custom settings.
 Best Practices for Using Hyperlinks  Scaling – Fit content to a specific page size.
 Use descriptive text for hyperlinks instead of plain  Other Print Settings
URLs.  Collated vs. Uncollated – Determines the order of
 Ensure links are working and up-to-date. printed pages in multi-copy prints.
 Remove unnecessary underlining for better  Single-Sided vs. Double-Sided Printing – Print on
readability. one or both sides of the paper.
 Use bookmarks for long documents to improve  Page Per Sheet – Print multiple pages on one sheet.
navigation.  Printing Process
Topic 12: Page Layout  Click File > Print.
 Page Layout Tab Overview  Adjust settings in the Print pane.
 The Page Layout tab in Microsoft Word 2016  Click Print to start printing.
contains tools for adjusting the document’s format, Topic 14: Breaks
including margins, orientation, size, columns, and
 Types of Breaks in MS Word
spacing.
 Microsoft Word provides different types of breaks to
 Page Setup Options control text flow and formatting within a document.
 Margins – Adjusts the white space around the text.  Page Breaks
Common presets: Normal, Narrow, Moderate, Wide.
 Forces text to start on a new page.
 Orientation – Changes page direction:
 Can be inserted manually by pressing Ctrl +
 Portrait – Default, vertical layout. Enter or using the Breaks menu.
 Landscape – Horizontal layout, wider view.  Useful for starting new chapters or sections
 Size – Selects paper size (Letter, A4, Legal, etc.). on a fresh page.
 Formatting Text in Columns  Column Breaks

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Prelims Topic – 2nd Semester
 Moves text to the next column in multi-  Footer → Appears at the bottom of every page.
column layouts.  Both usually contain information like page numbers,
 Useful for designing newsletters, brochures, dates, document titles, or author names.
or newspapers.  Insert Headers and Footers
 Text Wrapping Breaks  Go to the Insert tab
 Moves text to a new line without creating a  Click Header or Footer
new paragraph.
 Select a built-in style or choose Edit Header/Footer
 Helps in managing images and text
wrapping around objects.  Type desired text or elements
 Section Breaks  Click Close Header and Footer (or press Esc)
 Allows different formatting for parts of a  Edit or Remove Headers and Footers
document. There are four types:  Double-click the header/footer area to edit.
 Next Page – Starts a new section on the next  To remove, go to Insert > Header/Footer > Remove
page. Header/Footer.
 Continuous – Starts a new section on the  Adding Page Numbers
same page (useful for multi-column  Go to Insert > Page Number
layouts).
 Choose Top, Bottom, or Margins of the Page
 Even Page – Starts a new section on the
next even-numbered page.  Select formatting options as needed.
 Odd Page – Starts a new section on the next  Additional Features
odd-numbered page.  Different First Page → Use if you want the first page
 How to Insert Breaks to have no header/footer or a unique one.
 Go to the "Layout" tab → Click "Breaks" →  Different Odd & Even Pages → Useful for books or
Choose the type of break needed. reports with alternating headers.
 Section Breaks → Allows different headers/footers
 How to Remove Breaks
for different sections.
 Click "Show/Hide ¶" to view breaks.
Topic 17: Page Numbers
 Place the cursor before the break and press Delete to
remove it.  Introduction
Topic 15: Columns  Page numbers help organize a document by displaying
the page count at a specific location. Word 2016
 Columns allows users to insert, format, and customize page
 Columns in Microsoft Word allow users to split text numbers easily.
into multiple vertical sections, similar to newspapers  Insert Page Numbers
or magazines.
 Click on Insert tab.
 How to Add Columns
 Select Page Number from the Header & Footer
 Select the text you want to format. group.
 Go to the Layout tab on the Ribbon.  Choose the desired position:
 Click Columns and choose a preset option:  Top of Page
 One  Bottom of Page
 Two  Page Margins
 Three  Current Position
 Left  Click on a style to insert the page number.
 Right  Customizing Page Numbers
 The text will automatically adjust into the selected  Removing a Page Number:
column format.
 Go to Insert > Page Number > Remove
 Using More Column Options Page Numbers.
 Select More Columns from the Columns drop-down  Alternatively, double-click on the
menu to customize: header/footer and delete the number
 Number of columns manually.
 Column width and spacing  Changing Number Format:
 Line between columns  Click Insert > Page Number > Format
 Adjusting Columns Page Numbers.
 Inserting Column Breaks:  Select a numbering format (e.g., 1, 2, 3 or i,
ii, iii).
 Place the cursor where you want to break the
column.  Click OK.
 Go to Layout > Breaks > Column Break.  Starting Page Number on a Different Page:
 Removing Columns:  Insert a Section Break (Layout > Breaks >
Next Page).
 Select the text.
 Double-click the header/footer.
 Go to Layout > Columns > One (to revert to
a single column).  Click Link to Previous to disable it.
 Insert a new page number and set a starting
 Practical Uses of Columns
value.
 Newsletters
 Common Issues and Solutions
 Brochures
 Page number not appearing?
 Magazines
 Ensure the header/footer is enabled.
 Reports
 Check if Different First Page is selected in
Topic 16: Headers and Footers Header & Footer Tools.
 Headers and Footers  Skipping page numbers for a cover page?
 Header → Appears at the top of every page.

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Computer
Prelims Topic – 2nd Semester
 Go to Insert > Page Number > Format Page  Behind/In Front of Text – moves behind or
Numbers. over the text.
 Choose Start at 0 or enable Different First Page.  Cropping an image
Topic 18: Pictures and Text Wrapping  Select the image.
 Inserting Pictures in Word 2016  Click the Picture Tools Format tab.
 Click Insert tab → Select Pictures  Click Crop and adjust the cropping handles.
 Choose between:  Press Enter to apply.
 This Device (Insert from computer)  Applying picture styles & effects
 Online Pictures (Search for images online)  Select the image.
 Resizing and Moving Pictures  Go to the Picture Tools Format tab.
 Click the picture to reveal Resize Handles  Use options like:
 Drag corners to resize proportionally  Picture Styles – pre-made frames and
 Click and drag to move the picture borders.
 Picture Effects – shadows, reflections, glow,
 Text Wrapping Options
etc.
 Text wrapping allows text to flow around a picture
 Border – adds colored outlines.
instead of being stuck in a single line. To access:
 Click the picture  Adjusting image brightness, contrast, and color
 Select the Layout Options button (appears  Select the image.
near the image)  Click Corrections (for brightness/contrast).
 Choose a text wrapping style  Click Color (for tint or saturation changes).
 Types of Text Wrapping:  Compressing pictures to reduce file size
 In Line with Text – Treats the image like  Select the image.
text (moves with the text).  Click the Picture Tools Format tab.
 Square – Wraps text around the image in a  Choose Compress Pictures and adjust settings.
box-like shape.
Topic 20: Shapes
 Tight – Wraps text closely to the image’s
edges.  Introduction to Shapes
 Through – Allows text to flow through the  Shapes are built-in graphics in Word 2016 that can be
white spaces of an irregular image. customized.
 Top and Bottom – Places text above and  Can be used for diagrams, flowcharts, and visual
below the image but not on the sides. elements in documents.
 Behind Text – The image appears behind the  Insert a Shape
text.  Go to the Insert tab.
 In Front of Text – The image appears over  Click Shapes in the Illustrations group.
the text.  Select a shape from the dropdown menu.
 Adjusting Text Wrapping  Click and drag in the document to draw the shape.
 Wrap Text Menu → Allows customization of how  Resizing and Rotating Shapes
text interacts with an image.
 Resize: Click the shape, drag the resizing handles
 Position Menu → Lets you fix an image’s position (corner for proportional resizing).
on the page.
 Rotate: Click the shape, then use the rotate handle
 Cropping and Formatting Pictures (circular arrow on top).
 Click the image → Select Picture Format tab.  Formatting Shapes
 Use Crop Tool to remove unwanted parts.  Use the Format Tab (appears when a shape is
 Apply Styles, Effects, and Borders for selected).
customization.  Change Fill Color, Outline, and Effects under the
Topic 19: Formatting Pictures Shape Styles group.
 Inserting Pictures  Add text by right-clicking the shape → Select Add
 Click the Insert tab. Text.
 Select Pictures, then choose:  Arranging Shapes
 This Device (to upload from your computer)  Move: Click and drag to reposition.
 Online Pictures (to search the web)  Align: Use Align in the Format tab.
 Click Insert to add the selected image.  Layering:
 Resizing and Moving Pictures  Bring Forward / Send Backward – Adjusts
position in layers.
 Resize by clicking and dragging the corner handles.
 Group/Ungroup – Combines or separates
 Move the picture by clicking and dragging it to a new multiple shapes.
location.
 Additional Features
 Wrapping Text Around a Picture
 Quick Styles: Pre-designed styles for easy formatting.
 Select the picture.
 Shape Effects: Add shadows, glow, reflections, etc.
 Click the Layout Options button (appears when the
image is selected).  Editing Points: Convert shape to a freeform shape by
right-clicking → Edit Points.
 Choose a text wrapping style:
Topic 21: Text Boxes
 In Line with Text – treats the picture as text.
 Square, Tight, Through – text wraps around
 Introduction
the image.  Text boxes are used to insert and position text
 Top and Bottom – text appears above and independently of the main document.
below.  They help in organizing and designing documents
effectively.

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Computer
Prelims Topic – 2nd Semester
 Inserting a Text Box  A table is a grid of cells arranged in rows and
 Go to the "Insert" tab. columns.
 Click on "Text Box" in the Text group.  Used to organize information, display data, and
enhance readability in a document.
 Choose a built-in style or select "Draw Text Box"
for custom sizes.  Inserting a Table
 Click and drag in the document to create a text box.  Method 1: Using the Insert Tab
 Moving and Resizing Text Boxes  Click the Insert tab.
 To Move: Click the text box border, then drag it to a  Select Table → Drag over the grid to choose
new position. the number of rows and columns.
 To Resize: Click and drag any of the sizing handles  Method 2: Using the Insert Table Dialog Box
on the edges or corners.  Click Insert Table in the dropdown menu.
 Formatting a Text Box  Set the number of columns and rows
manually.
 Modifying the Shape:
 Method 3: Drawing a Table
 Click the text box, then go to "Format" →
"Edit Shape" → "Change Shape."  Click Draw Table and manually draw rows
and columns.
 Changing Fill and Outline:
 Select the text box and go to "Format" →  Modifying a Table
"Shape Fill" or "Shape Outline" to change  Adding Rows and Columns
color, border, or style.  Click inside a table → Go to Table Tools
 Applying Effects: Layout → Use Insert Above/Below (rows)
 Use "Shape Effects" (shadow, glow, bevel) or Insert Left/Right (columns).
under the Format tab.  Press Tab in the last column to add a new row
automatically.
 Linking Text Boxes
 Deleting Rows and Columns
 If text overflows, you can link text boxes to continue
text in another box.  Select row/column → Right-click → Choose
Delete Rows/Columns.
 Click the first text box.
 Merging and Splitting Cells
 Go to "Format" → "Create Link."
 Merge Cells: Select cells → Click Merge
 Click another text box where you want the overflow
Cells in the Table Tools Layout tab.
text to appear.
 Split Cells: Select a cell → Click Split Cells,
 Deleting a Text Box then specify the number of rows and
 Click the text box border and press Delete on your columns.
keyboard.
 Table Styles and Formatting
Topic 22: Aligning, Ordering and Grouping Objects  Applying Table Styles
 Aligning Objects  Select the table → Click Table Tools Design
 Objects (shapes, images, text boxes) can be aligned to → Choose a style from the gallery.
each other or the page.  Shading and Borders
 Use Align tools in the Format tab under Drawing  Shading: Change background color of cells.
Tools or Picture Tools.
 Borders: Customize table outlines using
 Options: Borders & Shading options.
 Align Left, Center, Right  Converting Text to Table & Vice Versa
 Align Top, Middle, Bottom
 Convert Text to Table: Select text → Click Insert
 Distribute Horizontally/Vertically (spaces Table → Choose "Convert Text to Table".
objects evenly)
 Convert Table to Text: Select the table → Click
 Snap to Grid/Snap to Object: Helps with precise Layout → Choose "Convert to Text".
alignment.
 Sorting Data in a Table
 Ordering Objects  Click inside the table → Go to Layout Tab → Click
 Controls which object appears in front or behind Sort → Set sorting options (e.g., alphabetical,
another. numerical).
 Options:  Resizing and Moving Tables
 Bring Forward (Moves object up one layer)  Drag the resize handle to adjust table size.
 Send Backward (Moves object down one  Click and drag the table move handle to reposition the
layer) table in the document.
 Bring to Front (Places object at the top Topic 24: Charts
layer)
 Charts
 Send to Back (Places object at the bottom
layer)  Charts are visual representations of data that make it
easier to understand trends, comparisons, and
 Grouping Objects relationships in numerical information.
 Allows treating multiple objects as one unit.
 How to Insert a Chart in Word 2016
 Steps to group objects:
 Go to the Insert tab.
 Select multiple objects (hold Shift while
 Click on Chart in the Illustrations group.
clicking).
 A dialog box will appear; select the chart type you
 Click Group in the Format tab.
want.
 Ungroup: Separates objects back to individual
 Click OK to insert the chart along with an Excel
elements.
spreadsheet where you can input data.
 Regroup: Quickly restores a previously grouped set.
 Types of Charts
Topic 23: Tables
 Column Chart – Best for comparing values across
 Introduction to Tables categories.

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Computer
Prelims Topic – 2nd Semester
 Line Chart – Shows trends over time.  Final Proofreading Tip
 Pie Chart – Displays parts of a whole.  Always manually review the document for accuracy,
 Bar Chart – Similar to a column chart but uses as Word may not detect context-based errors.
horizontal bars. Topic 26: Track Changes and Comments
 Area Chart – Like a line chart but filled with color.  Track Changes
 Surface Chart – Used for three-dimensional data  Track Changes is a feature in Microsoft Word that
visualization. allows users to see and manage edits made to a
 Editing Chart Data document. It highlights modifications such as
 Click the chart to reveal the Chart Tools. insertions, deletions, and formatting changes, making
it useful for reviewing and collaboration.
 Click Edit Data to open the Excel spreadsheet.
 Enable Track Changes
 Modify the values; changes will reflect automatically
on the chart.  Go to the Review tab.
 Customizing Charts  Click Track Changes to turn it on.
 Use the Chart Tools Design Tab to change styles,  Any edits made will now be tracked and displayed.
colors, and layout.  Types of Changes Tracked
 Click on Chart Elements (+ icon) to add or remove  Insertions – Underlined text in a different color.
elements like titles and labels.  Deletions – Strikethrough text in a different color.
 Use the Chart Styles button to modify the  Formatting Changes – Noted in the margins.
appearance.
 Viewing Tracked Changes
 Resizing and Moving Charts
 Simple Markup – Shows a clean document with red
 Click the chart, then drag the resize handles to adjust lines in the margin for changes.
the size.
 All Markup – Displays all changes with different
 Click and drag the chart to move it within the colors.
document.
 No Markup – Shows the final version without any
 Changing Chart Type tracked changes.
 Click the chart to select it.  Original – Shows the document before any changes
 Go to the Chart Tools Design Tab. were made.
 Click Change Chart Type and select a new one.  Accepting or Rejecting Changes
 Deleting a Chart  Click on a tracked change.
 Select the chart and press the Delete key on your  Use the Accept or Reject button in the Review tab.
keyboard.  You can accept/reject changes one by one or all at
Topic 25: Checking Spelling and Grammar once.
 Spelling and Grammar Check  Adding Comments.
 Microsoft Word has a built-in Spelling & Grammar  Select the text to comment on.
tool to identify and correct mistakes.  Click New Comment under the Review tab.
 Red wavy line → Spelling error  Type your comment in the balloon that appears in the
 Blue wavy line → Grammar issue margin.
 Running a Spell Check  Replying to Comments
Steps:  Click on a comment.
 Click the Review tab.  Select Reply to continue the discussion.
 Select Spelling & Grammar in the Proofing  Deleting Comments
group.  Click on the comment.
 Word will highlight errors and suggest  Choose Delete from the Review tab.
corrections.
 Using the Reviewing Pane
 Options for Corrections:
 Opens a list of changes and comments.
 Ignore Once – Leaves the word unchanged.
 Helps in reviewing modifications more efficiently.
 Ignore All – Ignores all instances of the
word.
 Printing with Track Changes
 Go to File > Print.
 Add to Dictionary – Saves the word for
future use.  Under Settings, choose Print Markup to include
changes in the printout.
 Change – Replaces the word with the
suggested correction. Topic 27: Inspecting and Protecting Documents
 Change All – Corrects all instances of the  Document Inspection
word.  Before sharing a document, it’s important to inspect it
 Grammar Suggestions for hidden data or personal information using the
 Word provides grammar suggestions with Document Inspector.
explanations.  Steps to Inspect a Document:
 Users can choose to Ignore or Change the suggestion.  Click File > Info
 Customizing Proofing Options  Select Check for Issues > Inspect
Document
 Go to File > Options > Proofing to adjust settings:
 Choose the content types to inspect (e.g.,
 Enable/disable automatic spelling and grammar check.
comments, properties, hidden text)
 Change language settings.
 Click Inspect
 Additional Tools  Review the results and Remove All
 Right-click on underlined words for quick unwanted data
corrections.
 Protecting Documents
 AutoCorrect feature automatically fixes common
 Microsoft Word provides different ways to restrict
typos.
editing and protect documents.

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Computer
Prelims Topic – 2nd Semester
 Marking a Document as Final  Select the text you want to format.
 Makes the document read-only to prevent  Go to the "Home" tab on the Ribbon.
further editing.  In the Styles group, hover over different styles to
 Steps: File > Info > Protect Document > preview them.
Mark as Final  Click on a style to apply it.
 Encrypting with a Password  Modifying Styles
 Restricts access by requiring a password to  If the default styles do not match your needs, you can
open the document. modify them:
 Steps: File > Info > Protect Document >  Right-click the style in the Styles group.
Encrypt with Password
 Select Modify.
 Restricting Editing
 Change the font, size, color, alignment, etc.
 Limits changes to specific parts of the
document.  Click OK to save changes.
 Steps: File > Info > Protect Document >  Creating a New Style
Restrict Editing  Click the "More" dropdown in the Styles group.
 Options:  Select "Create a Style" > Name the new style.
Allow only Tracked Changes, Comments,  Click Modify to customize it.
or Filling in Forms
 Click OK to save and apply it.
 Set a password to enforce restrictions
Topic 30: Mail Merge
 Adding a Digital Signature
 Mail Merge
 Ensures document authenticity and prevents
tampering.  A feature in Word that allows you to create
personalized letters, labels, envelopes, and emails.
 Steps: File > Info > Protect Document >
 It merges a main document with a data source (e.g.,
Add a Digital Signature
Excel or Outlook).
Topic 28: SmartArt Graphics  Steps in Mail Merge
 SmartArt  Start Mail Merge
 SmartArt is a tool in Microsoft Word 2016 that allows  Go to Mailings tab > Click Start Mail
users to create visual representations of information Merge.
using different diagram styles. It helps make content  Choose the document type (Letters, Email
more engaging and easier to understand. Messages, Envelopes, Labels).
 Inserting SmartArt Graphics  Select Recipients
 Click Select Recipients > Choose:
 Go to the Insert tab.
 Type a New List (manually create a list)
 Click SmartArt in the Illustrations group.
 Use an Existing List (Excel, Access, etc.)
 Choose a category and select a SmartArt graphic.
 Choose from Outlook Contacts
 Click OK to insert it into the document.
 Insert Merge Fields
 SmartArt Categories  Click Insert Merge Field to add
 List – Best for displaying non-sequential information. placeholders for names, addresses, etc.
 Process – Shows steps in a process or timeline.  Example: Dear <<First Name>>
 Cycle – Represents circular or repeating processes.  Preview the Results
 Hierarchy – Used for organizational charts.  Click Preview Results to check if the
 Relationship – Illustrates connections between information is correct.
elements.  Finish & Merge
 Matrix – Shows relationships within a whole.  Click Finish & Merge > Choose how to
 Pyramid – Displays proportional relationships. output:
 Print documents
 Adding and Editing Text
 Send emails
 Click inside the SmartArt graphic and type.  Edit individual documents
 Use the Text Pane for easier editing.
 Press Enter to add a new bullet point.
Additional Information
 Modifying SmartArt  Doc1 – default file name when saving.
 Changing Layout: Select the SmartArt, go to the  Document 1 – default file name when opening.
Design tab, and choose a new layout.  .docx – default file format when saving.
 Changing Styles & Colors: Use the Design tab to  Documents – default file location.
apply different SmartArt Styles and color variations.
 Adding Shapes: Click Add Shape in the Design tab  Shortcut Keys:
to insert new elements. Command Shortcut
 Converting Text to SmartArt
Single line spacing Ctrl + 1
 Select the text.
 Go to the Paragraph group in the Home tab. Double line spacing Ctrl + 2
 Click Convert to SmartArt and choose a layout.
1.5 line spacing Ctrl + 5
 Converting SmartArt to Text
 Select the SmartArt, go to the Design tab, and click Select All / Select text Ctrl + A
Convert to Text under the Reset group.
Bold text Ctrl + B
Topic 29: Applying and Modifying Styles
Copy text Ctrl + C
 Styles
 Styles are pre-designed text formatting options in Font formatting window Ctrl + D
Word.
Center text Ctrl + E
 They allow for quick formatting of text while
ensuring consistency. Find a phrase Ctrl + F
 Commonly used for headings, titles, body text, and Go to a specific page or Ctrl + G
quotes. bookmark
 Applying Styles

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Computer
Prelims Topic – 2nd Semester
Replace text with another text Ctrl + H
Italicize text Ctrl + I
Justify text Ctrl + J
Open Insert hyperlink Ctrl + K
Left align text Ctrl + L
Indent paragraph from the left Ctrl + M
New Word document Ctrl + N
Open existing Word document Ctrl + O
Print word document Ctrl + P
Remove paragraph formatting Ctrl + Q
Right align text Ctrl + R
Save document Ctrl + S
Create a hanging indent Ctrl + T
Underline text Ctrl + U
Paste text Ctrl + V
Close word document Ctrl + W
Cut text Ctrl + X
Redo Ctrl + Y
Undo Ctrl + Z
Increase font size by 1 Ctrl + ]
Decrease font size by 1 Ctrl + [
Copy format painter Ctrl + Alt / Shift + C
Paste format painter Ctrl + Alt / Shift + V
Open help menu F1
Find and replace F5
Spelling and grammar check F7
Save as F12
Change case Shift + F3

Compiled by:
Hannah Therese Atanes
BS Legal Management – 2A

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