Module in CS 12

Software Applications

What is Word Processing?

Word Processing is using a computer to create, edit, format, store and print
document using a word processor. This computer application tool enables the user
to create documents, display it on the computer screen, save it on a disk and print
it using a printer attached to the computer hardware. Modification on the saved
document can be done through editing and formatting commands using the
keyboard and the mouse.

The major advantage of word processing over a manual typewriter or pen

and paper is that you don’t have to retype the entire document if you make a
mistake. You may delete the character, word, line or paragraph that you would like
to erase. You may also replace, interchange or move text anywhere within your
document.

WORD PROCESSING SOFTWARE

There are many kinds of word processing software in the market today. They
vary according to their functionality, feature and cost.

WordStar

- The earliest form of word processor which runs in the DOS environment.

Word Perfect

- Took the lead in the word processing software industry until the release of
the Windows Operating System.

Windows Operating System

- Included the Microsoft Office productivity tools with it, particularly MS

Word

Sun Microsystems

- Came up with a cheaper alternative to MS Office and had the software

available for free downloads. However, it was MS Word which became
more popular and widely used.

The following are the basic features of word processors, which also function as text
editors:

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Software Applications

1. Insert Text

- Allows you to insert anywhere in the document

2. Delete Text

- Allows you to erase characters, words, lines or pages as easily as you can
cross them out on a paper.

3. Cut and Paste

- Allows you to remove (cut) a section of text from one place in a document
and insert (paste) it somewhere else

4. Copy

- Allows you to duplicate a section of text

5. Page size and margins

- Allows you to define various page sizes and margins, and the word
processor will automatically readjust the text so that it fits.

6. Search and Replace

- Allows you to direct the word processor to search for a particular word or
phrase. You can also direct the word processor to replace one group of
characters with another everywhere that the first group appears

7. Word Wrap

- Allows the word processor to automatically move to the next line when
you have filled one

line with text and readjust text if you change the margins.

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Module in CS 12
Software Applications

8. Print

- Allows you to send a document to a printer to get a hardcopy.

Aside from the basic capabilities of word processors, most of them support
additional features that enable users to manipulate and format documents in more
stylish ways. These more advanced word processors which are sometimes called
full-features word processors usually have the following features:

1. File Management

- Many word processors contain file management capabilities that allow you
to create, delete, move and search for files.

2. Font Specifications

- Allows you to change fonts within a document. For example, you can
specify bold, italics and underlines. Most word processors also let you
change the font size and even the typeface.

3. Footnotes and cross-references

- Automates the numbering and placement of footnotes and enables you to

easily cross-reference other sections of the document

4. Graphics

- Allows you to embed illustrations and graphs into a document. Some word
processors let you create the illustrations within the word processor;
others let you insert an illustration produced by a different program.

5. Headers, footers and page numbering

- Allows you to specify customized headers and footers that the word
processors will put at the top and bottom of every page. The word
processor automatically keeps track of page numbers so that the correct
number appears on each page.

6. Layout

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Module in CS 12
Software Applications

- Allows you to specify different margins within a single document and to

specify various methods for indenting paragraphs.

7. Macros

- A MACRO is a character or word that represents a series of keystrokes.

The keystrokes can represent texts or commands. The ability to define
macros allows you to specify save yourself a lot of time by replacing
common combinations of keystrokes.

8. Merge

- Allows you to merge text from one file into another file. This is particularly
useful for generating many files that have the same format but different
data. Generating mailing labels is the classic example of using merge.

9. Spell Checker

- A utility that allows you to check the spelling of words. It will highlight any
word that it does not recognize.

10. Tables of contents and indexes

- allows you to automatically create a table of contents and index based on

special codes that you insert in the document.

11. Thesaurus

- A built-in thesaurus that allows you to search synonyms without leaving

the word processor.

12. Windows

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Software Applications

- Allows you to edit two or more documents at the same time. Each
document appears in a separate window. This is particularly valuable
when on a large project that consists of several different files.

13. WYSIWYG (What You See Is What You Get)

- With WYSIWYG, the document appears on the display screen exactly as it

will look when printed.

Recent updates in word processors make them capable of doing jobs previously
intended for desktop software. In general though, desktop publishing applications
support finer control over layout and gives more support for full-color documents.

WORD PROCESSING ENVIRONMENT

Working with a word processor is just like directly typing text and numbers
into a paper on a typewriter. The difference is that you do not need to retype the
entire selection if you wish to change a part of your document. The page on the
screen electronically represents the paper you are going to write on, complete with
the margins, ruler, the line of text you are typing on and many other capabilities.
However, the screen just shows the Setup of your document as you manipulate it.
The actual processes take place inside the CPU.

MS Word: A BRIEF TUTORIAL

MS Word is an easy-to-use word processing program which has become

widely used.

Starting MS Word

To open MS Word using the Start Menu using the mouse

Move the mouse pointer over the Start icon on the taskbar.

Click the left button of the mouse. A menu will appear.

Point to Programs.

PROGRAMS - A menu containing all the programs in your computer will appear.
Depending on the Windows version that you are using, newer versions contain the
office application tools in a specific submenu (e.g. Microsoft Office tools).

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Module in CS 12
Software Applications

Move the mouse pointer over the MS Word.

Click the left button of the mouse.

To open MS Word using the keyboard

1. Press the in the keyboard. The Start menu will appear on your desktop
screen.

2. Go to Programs using the arrow up in the navigation keys.

3. Press the right arrow of the navigation keys to display the sub-menu
containing all the programs.

4. Press the arrow down key until you get to MS Word.

5. Press Enter.

When you open a MS Word, a new document window will appear with a blinking
cursor on a blank page. You may now start working.

Different Menus and Commands under Windows

Here is a description of these different menus and commands.:

1. TITLE BAR

- Located at the topmost of your computer screen or the application

window. It has the Windows command controls, namely:

a. Control Menu at the far left side symbolized by the application

icon

b. Minimize and Restore buttons which resizes the window of the

document that you are working on

c. Close button that closes the window of the document that you are
working on.

- The Title bar also displays the filename of the document that you are
working on and the title of the application window that is running. In
cases when you have not yet saved your file, document 1 is temporarily

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Module in CS 12
Software Applications

assigned until you save it with your chosen filename. If you have created
previous documents, the filename for a particular unsaved document is
displayed.

2. MENU BAR

- Located directly below the Title Bar. Various menus provide access to
different available commands. Updated versions of Microsoft Office tools
only allow you to view a shortcut of the recently-used pull down menus.
You may, therefore, expand a short menu by clicking the arrow pointing
down.

a) File Menu

o Creates new documents, opens, prints, closes, saves documents

and exits an application window. It also includes other
miscellaneous commands like Page Setup and Properties and
others not mentioned. It also displays the four previous
documents of files that you have worked on.

b) Edit Menu

o This can undo and redo the last action that you have made. Also
includes Cut, Copy, Paste, Select All, Find, Replace and Go to
commands.

c) View Menu

o Presents various options to view your current application window,

including normal layout, print layout, web layout and activates
or deactivates the ruler and the various toolbars.

d) Insert Menu

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Module in CS 12
Software Applications

o Adds symbols, pictures, objects, page numbers, date, time and

other features available in your document.

e) Format Menu

o Designs, setup and arranges fonts, paragraphs, borders and

shading, bullets and numbering, character case and suggests
formatting styles.

f) Tools Menu

o Contains commands pertaining to correct use of language and

grammar, customizing toolbars, activating and deactivating various
commands in the options menu.

g) Table Menu

o Contains commands in inserting tables into your documents and

customizing the tables.

h) Window Menu

o Includes commands in arranging various document windows like

Split, Arrange, and New Window. It also shows all the document
windows that are open.

i) Help Menu

o Contains the commands that provide assistance in the use of MS

Word.

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Software Applications

3. BUTTON or TOOLBAR

- This is the horizontal bar directly below the Menu bar containing various
buttons or icons as shortcuts to different commands which let you do
common tasks quickly using the mouse.

4. RULER

- If it is being displayed, the ruler is located horizontally directly below the

Menu bar and the toolbars and vertically on the far left side of the screen.
It covers only the whole length of the page whatever size it may be. The
ruler lets you set tabs, indentions or margins directly into the ruler itself
by clicking and/or dragging the mouse on any point of the ruler that you
want to set a tab, margin or indention. It also serves as a guide to writers
as to the alignment, spacing, columns and format of your paragraphs.

5. SCROLL BAR

- Is the vertical line at the right that is parallel to the vertical ruler on the
left. The scroll bar is used to scroll within the pages of the document with
more than one page or scroll within the pages if there is only one page.
You may also press Page Up or Page Down in your keyboard to scroll. You
will notice that the Scroll bar also moves either up or down as you press
Page Up or Page Down. The mouse may also be use in scrolling among
pages.

a) Position the mouse pointer over the Scroll bar.

b) Click and hold the left button of the mouse.

c) Drag the mouse either up or down to scroll across different pages.

d) Release the mouse button when you are in your desired page.

Newer versions of mouse have scroll capabilities either horizontal or

vertical on the mouse itself.

6. TEXT AREA

- Is the area used for typing text or numbers. It is the largest area in your
screen, the size of which depends on the number of toolbars that you
have displayed in the screen. Many toolbars take up so much typing

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Software Applications

space, thus it is unwise to display unnecessary toolbars. The typing area

or region is like a blank piece of paper that is inserted in the typewriter for
typing. It is in this area where you type, edit, modify or format your text.
The margins of your page are preset once you start MS Word. However,
you may change the Setup of your page as you like with the use of various
commands intended for this purpose.

- The blinking vertical line is a cursor or the insertion point. You may
move the cursor anywhere within your document by either using the
mouse or the navigational keys in your keyboard.

7. STATUS BAR

- This is located at the bottom of your MS Word screen, which is parallel to

the horizontal ruler. As to its name, the Status bar displays the status of
your document by indicating various points. These indicators include the
current page, section, current page over the total number of pages, the
distance from the top of the paper to the current line of type, the number
of lines currently typed and the column number. The Status Bar may also
indicate whether some of the features of the documents are activated like
the insert key, extended selection, track changes and other keys.

KEYBOARD FAMILIARIZATION

Keyboard

The following are the basic keys of a keyboard:

1. FUNCTION KEYS

- Provide easy and fast access to some commands depending on the

software or application tool that you are using. For example, pressing F7
will enable the Spell Checker or F10 will activate the Menu bar.

2. NUMERIC KEYS

- This pad can be used in two ways depending on whether the Num Lock
light is on or off as indicated in the status lights. The numpad is locked

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Software Applications

when the status light is off and keys can be used when it is on. If the
status light is off, it means that the numeric keys can be used for other
commands like scrolling, deleting or enabling shortcuts.

3. NAVIGATION KEYS

- Consists of keys with arrows pointing up, down and sideways. These keys
are used to navigate within your document or your screen depending on
the software that you are using.

 Moves the insertion point up one line

 Moves the insertion point down one line

 Moves the insertion point one character to the left

 Moves the insertion point one character to the right

4. ADDITIONAL KEYS

- Some keys duplicate the function of the navigation keys like scrolling
among the pages of your document or insert or delete. The topmost keys
aligned with the function keys have their specific functions.

Print Screen - can be used to print the current screen display when
pressed with the Shift key.

Scroll Lock – these keys cause lines of text to move when the cursor
keys are used.

5. MAIN KEYBOARD

- Consists of the common keys that are used to enter text and numbers like
in the typewriter. It includes the different function keys described below.

Esc – most often allows you to “escape” or return to the previous

screen of the program that you are currently working on.

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Software Applications

Tab- allows you to set tab stops just like in a typewriter.

Caps Lock – when previously pressed, allows you to type letters in

uppercase except, of course, numbers or symbols. Caps Lock status
light turns on when the key is pressed.

Shift – allows you to type letters in uppercase or use upper symbols

shown in some keys when pressed with the letter or symbol to be
used.

Ctrl (control key) – may execute commands when pressed in

combination with some keys as specified in the software that you are
using.

Alt (alternative key) – may also initiate commands when pressed

with other keys.

Backspace – used to delete one character to the left of the cursor or

the insertion point.

Enter – moves the cursor to the beginning of the next line or may also
add line space in between lines of text or paragraph.

Basic Mouse Functions

Another important tool in word processing is the mouse. Aside from being on
all-purpose browsing and accessing tool, the mouse can also be used to display
shortcuts to common tasks that you may need.

Clicking the right button of the mouse displays a lot of shortcuts to

commands depending on where you place the mouse pointer before you right click.
To right click the mouse on a misspelled word would display alternative words to be
misspelled word. To right click the mouse anywhere within the blank spaces of the
document would display common edit and format commands.

Creating, Saving and Opening Files

New (Ctrl + N) – creating a new blank document

Save (Ctrl + S) – saving your document

Open (Ctrl + O) – opening a previously saved or existing document.

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Software Applications

Working with Text

Entering Text

To type a new paragraph, press Enter. However, you do not need to press
Enter at the end of each line, text automatically moves to the next line if the current
line you are typing is filled, which is called word wrapping.

Moving and Positioning the Insertion Point

You may move the cursor or the insertion point anywhere in the document by
either positioning the mouse pointer over where you want to place the cursor and
clicking the left button of the mouse or pressing the Arrow keys to move the cursor
anywhere in the document.

If you have created a long document, your computer screen only displays the
part of your document that fits the screen. To view other areas of the text, you must
move through the document.

Selecting Text

There are times when you want to select some text that you have written for
deleting, formatting or editing. Selecting text is sometimes called highlighting.

Deleting Text

There are many ways to delete the text you have typed. You may either
press the backspace key if you are to delete previously written text to the left; or
the delete key if the text that you are to erase is to the right. Another way is to
highlight the text you want to delete and press the delete key.

Replacing Text

Replacing text is when you want to replace over previously written text. You
can do this by deleting previous text and typing new text or highlighting the text to
replace and typing over new text.

Inserting blank line

Sometimes, you might need to start your next paragraph two lines after your
last line, which leaves a blank line in between two lines of text.

Page Setup

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Software Applications

Page Setup indicates the paper size, margins, paper orientation and many
others. You may change the settings according to your preferences by clicking on
the command that you want to execute. Arrows pointing up are used to increase the
value of the number indicated by a certain field, while arrows pointing down
decrease the number. You may switch from one command to another in the dialog
box. Lastly, click OK to confirm your adjustments or Cancel to continue working in
your document.

Saving Documents

It is necessary to save your work in a disk because the computer’s memory is

temporary and when the power is turned off, the content of the memory are erased.
You must assign a filename to your document while you are still working on it.
Previously, naming a file has many limitations like the length of characters. Now,
you may name your document in any way you want but it is best to choose a name
that best describes the contents of the file.

To save an existing document - Save (Ctrl + S)

Always remember that even though MS Word automatically saves your

document as you work, it is important for you to save your changes while you are
working to ensure that changes are properly saved particularly during power
surges.

To save a copy of the document – Save As (F12)

If you want, you can save a copy of your document with the same filename or
on a different filename in a different directory.

Closing Files (Alt + F4)

You may want to close your document when you are done. To do so, you
must first be sure to save your file. If you have not previously saved your file, a
dialog box asking you to save your file pops up when you close your document. You
may opt to save it or not, just follow the instructions in the dialog box.

Using Help (F1 or Alt + H)

There are times when you might forget how to execute a command and you
do not have a ready reference or your reference does not include how to execute
certain commands that you need. In this case, the MS Word Help feature becomes
handy.

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Software Applications

Editing Commands

Editing commands are used to transfer text anywhere within the document
to other documents or to other Microsoft Office applications. Featured here are only
the commands that are commonly used.

Cut, Copy and Paste/Undo and Redo

Cut (Ctrl + X) is used to remove either unwanted text from the document or
to transfer text or pictures from one part of the document to another.

Copy (Ctrl + C) is used to duplicate text or pictures and place it in another

part of the document.

Paste (Ctrl + V) – is used to insert or add a part of text or pictures that was
preciously cut or copied.

The Undo Key is used to reverse the last task that you just did. If you return
to the previous position or setting of your document, you cannot undo any action
which did not change the document. Undo can be used to reverse typing or deleting
or formatting. Undo can be done by clicking the undo button in the Standard toolbar
using your mouse or by pressing Ctrl + Z using your keyboard.

Redo key, on the other hand, is used to repeat the last action that you did.
For example, you chose to delete a text, then you decided that you want it back so
you undo your action, but, then again you realized that you really need to delete
the text so you redo your last action which was to delete. Redo can be done by
clicking the Redo button in the Standard toolbar using your mouse or pressing Ctrl
+ Y using your keyboard.

Inserting Page Numbers, Symbols and Pictures

You may add symbols and pictures to your document to enhance it or you
may add page numbers. For example, to add a picture to your document, click
Insert and then select the picture. You will be given a set of choices:

Clip Art – to insert a picture from the Word Library

From File – to insert a picture from your own file

Autoshapes – to insert a particular shape in your document.

You may click Clip Art and a number of images appear on the screen. Right
click on the image you want, then choose Insert. The image is now on the
document you are working on.

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Software Applications

Formatting Commands

Formatting Commands are used to improve the appearance of your

document/s. You may access these commands by opening the Format menu or
activating the Formatting toolbar in the View menu to create shortcuts that may be
placed below the standard toolbar.

Fonts

The Font Menu covers a variety of font style preferences and settings like
the font color, style, size and many others.

Line and Paragraph Formats

Settings under Line and Paragraph formats include the paragraph alignment,
indention, spacing, tabs and a preview so you can first view the effect of your
document settings before you finally execute the command.

Bullets and Numbering

There are times when you want to list down certain text to either highlight or
enumerate tasks, steps pr concepts. You may uniformly set bullets before each item
or number then according to its order. In this case, there many bullet and number
styles to choose from.

Borders and Shading

To add more style and character to your document, you may go for a variety
of borders and/or shading. MS Word offers built-in designs that you may choose
from.

Borders are usually used to frame a part of text.

Page borders frame the whole document page.

Shading refers to a shade background of the text that you would like to
highlight.

Columns and Textbox

You may also divide your page into columns if you need to do so or you may
insert Text boxes or Quote pullouts, Sidebars or Special text. Text boxes may be
enclosed in a box or may also be without boxed lines. The columns command may

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Software Applications

be accessed by opening the Format menu. Text boxes, in contrast, can be accessed
all the time by activating the Drawing toolbar.

Column is a vertical area reserved for text.

Change Case

This command is used to change the case of text; the dialog box includes five
choices of formats for the change case command:

1. Sentence case – First letter of the first word is capitalized

2. lowercase – all letters are small letters

3. UPPERCASE – all letters are capital letters

4. Title Case – all first letter of every word is capitalized.

5. tOGGLE cASE – all the first letter of each word is small letter and the
succeeding letters of each word is capitalized.

SOME COMMON TOOLS

There are some tools in MS Word that are often used to assist you in checking
your document like Spelling and Grammar, Envelopes and Mailings, Customizing
command toolbars, Options menu and so on. To access submenus and various tools
commands, follow the procedure in accessing a command in the menu bar.

Spelling and Grammar

When you open MS Word the first time, it is most likely that the Spelling and
Grammar Checker of the program is activated. You can confirm this when some
words in your document shows wavy underlines of greens and reds. These
underlines though do not show in your printed document.

A green underline indicates that the program cannot recognize the

sentence that you have typed and thus labels it accordingly.

A red underline indicates a wrong spelling. However, there are certain

terms that the MS Word program could not recognize particularly words that are not
in its vocabulary. Certainly non-English words would be underlined in red unless you
include them in the program’s dictionary or you ser the Language in the Tools
Menu.

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Software Applications

Envelopes and Labels

This command is located in the Tools menu under the Letters and Mailings
sub-menu. This features allows you to write labels in your letter envelopes. You may
either set a default return address or not.

Customize

This command allows you to activate and arrange the toolbars that you
prefer to be displayed and used on your screen.

Options

The Options menu gives you selections on how the MS Word program would
display, save, track changes, check your document and so forth. Some of the
commands in the Options menu may be activated or deactivated depending on your
choice.

INSERTING TABLES

Tables may be inserted or added to your document. You may choose the
styles of different tables in the template or you may create your own style. Auto
formats of the tables may be accessed in the Tables menu. You may also opt to
draw the table yourself. In this case, you may activate the Draw table toolbar by
opening the Table menu. Basically, it is important that you plan first the format of
your table because the orientation of the page (portrait or landscape) would depend
on the total number of rows and columns that you would like to have.

USING MS WORD TEMPLATES

MS Word offers various document templates to aid you in presenting your

ideas better. There are resume and letter wizards that lets you just change the
entries of the different fields and headings to personalize your document.

PRINTING FILES

You might wish to keep a hard copy of your file or need to submit your
document. Thus, you need to print your file in a paper size you specified in the page
setup. You may use any kind of paper as long as the size, texture and thickness are
compatible with your printer.

Page and Printer Setup

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The page is setup in your document through the Page Setup dialog box in the
File menu. The MS Word program supports different kinds of printer models but you
need to install your printer’s program in the computer’s memory for you to be able
to use it. A printer is easy to set up as long as you have complete set including
cables, wires, and installers. It is important for you to read carefully the setup
instructions.

Preview

Preview allows you to view your document before printing. In certain cases,
documents look different on your screen and in paper like some areas of your
documents is not printed particularly if your margin is too close to the edge of your
paper. This feature lets you make adjustments to your document and save you
additional cost for wrong printing.

MICROSOFT WORD 2003 SCREEN LAYOUT

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STANDA BAR
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TOOLBA FORMATTI
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STATU
S BAR

NEW (CTRL + N)
This lets you create a new and blank document.

OPEN (CTRL + O)
This lets you open a previously saved or existing document.

SAVE (CTRL + S)
This lets you save your document. If you already gave a file
name for your document changes you will make will be saved to the
existing file name.

SAVE AS (F12)
This lets you save changes to your document to a new and
different file name

SPELLING AND GRAMMAR (F7)

This is used to check the spelling and grammar of your
document.

E-MAIL
This lets you send your document directly to an email address if
connected to the Internet.

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PRINT (CTRL + P)
This lets you produce a hardcopy of your document.

CUT (CTRL + X)
This lets you remove or move a certain text, paragraph or
picture.

COPY (CTRL + C)
This lets you duplicate a certain text, paragraph or picture.

PASTE (CTRL + V)
This lets you display what you have cut or copied.

PRINT PREVIEW
This lets you view your document as it is printed on the bond
paper.

RESEARCH (CTRL + CLICK)

This lets you research for a particular word.

FORMAT PAINTER (CTRL + SHIFT + C)

This lets you copy only the format of the text.

UNDO (CTRL + Z)

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This lets you repeat last action.

REDO (CTRL + Y)

This lets you repeat what you have undo.

INSERT HYPERLINK

This lets you link a word or phrase to another document.

TABLE

This lets you insert a table on your document specifying the

number of columns and rows.

ZOOM

This lets you view your document either bigger or smaller.

HELP (F1)

This lets you view the Office assistant that provide answers to
FAQs in MS Word.

PERMISSION

This lets you put a password on your document.

22 | P a g e
Isabela State University – Cauayan Campus
Vanylive Galima – Garcia
Instructor
Module in CS 12
Software Applications

FONT (CTRL + SHIFT + F)

This lets you change the font face of your

text

FONT SIZE (CTRL + SHIFT + P)

This lets you change the font size of your texts.

BOLD (CTRL +B)

This lets you make your text thicker.

ITALIC (CTRL + I)

This lets you display your text in slanting position.

UNDERLINE (CTRL + U)

This lets you put an underline on your texts.

LEFT JUSTIFY (CTRL + L)

This lets you align your text to the left.

CENTER (CTRL + E)

This lets you align your text at the center.

RIGHT ALIGN (CTRL + R)

This lets you align your texts to the right.

23 | P a g e
Isabela State University – Cauayan Campus
Vanylive Galima – Garcia
Instructor
Module in CS 12
Software Applications

JUSTIFY (CTRL + J)

This lets you align your text equally on both sides.

NUMBERING

This lets you display your text in a numbered list.

BULLETS

This lets you display your texts in a bulleted list.

INCREASE INDENT

This lets you increase the indention of your paragraph.

BORDERS

This lets you add a border on your page

TEXT HIGHLIGHT

This works like a stabilo that highlights your texts.

24 | P a g e
Isabela State University – Cauayan Campus
Vanylive Galima – Garcia
Instructor