UNIT 4 MICROSOFT WORD

Objectives:
At the end of the topics, the student will be able to:
1. Introduce the basic and advanced features of MS Word.
2. Equip students with word processing knowledge in order to create professional documents.

INTRODUCTION TO MICROSOFT WORD

Microsoft Word is a word processing program which is highly sophisticated and is used for composing letters,
reports, academic papers, references, CVs, essays, term papers, articles, novels and many other things. You can print
out what you produce, design it to make it more attractive, add pictures, tables and list facts and figures by using
graphics. You can save the word office document you have produced on the hard drive for later use or to edit further
in future.

The Ribbon
Understanding the Ribbon is a great way to help understand the changes between Microsoft 2003 to Microsoft 2010.
The ribbon holds all of the information in previous versions of Microsoft Office in a more visual stream line manner
through a series of tabs that include an immense variety of program features.

Home Tab
This is the most used tab; it incorporates all text formatting features such as font and paragraph changes.

Insert Tab
This tab allows you to insert a variety of items into a document from pictures, clip art, tables and headers and footers.

Page Layout Tab

This tab has commands to adjust page elements such as margins, orientation, inserting columns, page backgrounds
and themes.

Reference Tab
This tab has commands to use when creating a Table of Contents and citation page for a paper. It provides you with
many simple solutions to create these typically difficult to produce documents.

Mailing Tab

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This tab allows you to create documents to help when sending out mailings such as printing envelopes, labels and
processing mail merges.

Review Tab
This tab allows you to make any changes to your document due to spelling and grammar issues. It also holds the
track changes feature which provides people with the ability to make notes and changes to a document of another
person.

View Tab
This tab allows you to change the view of your document to a different two page document or zoom.

Getting Started
Now that you have an understanding of where things are located, let’s look at the steps needed to create a
document.

Opening MS Word
You may have a shortcut to Word on your desktop, if so, double click the icon and Word will open. If not follow the
steps below:
1. Click on the Start button
2. Highlight Programs
3. Highlight Microsoft Office
4. Click on Microsoft Word 2010

Create a New Document

1. Click the File tab and then click New.
2. Under Available Templates, click Blank Document.
3. Click Create.

Opening a Document
1. Click the File tab, and then click Open.
2. In the left pane of the Open dialog box, click the drive or folder that contains the document.
3. In the right pane of the Open dialog box, open the folder that contains the document that you want.
4. Click the document and then click Open.

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Saving a Document

To Use the Save As Command:

Save As allows you to choose a name and location for your document. It's useful if you've first created a document
or if you want to save a different version of a document while keeping the original.

1. Click the File tab.

2. Select Save As.

3. The Save As dialog box will appear. Select the location where you wish to save the document.
4. Enter a name for the document and click Save.

To Use the Save Command:

1. Click the Save command on the Quick Access Toolbar.

2. The document will be saved in its current location with the same file name.
If you are saving for the first time and select Save, the Save As dialog box will appear.

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One tip that could be very helpful is the automatic saving option which is special to Microsoft Word
2016. Here is how you can do it. You have to click the File button and then the Word options button.
Next the Word Options window will come up and there you will have to choose the Save button which is
situated at the left-hand side just below the Proofing button. Once you have the Save Word Options
highlighted you can edit the options according to your preferences and you can adjust the Auto Save time
which is basically how often you want the 2016 Word document to be automatically saved and this is how
Microsoft Word 2016 enables you to automatically save your documents.

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FORMATTING

Formatting a document can range from modifying text size to adding graphics. It is easy to add creative touches to
any document with the options Microsoft Word has to offer.

Modifying Fonts
The Font Group allows you to change your text font style, size, color and many other elements.
1. Highlight the text you would like to modify.
2. Click on the drop-down arrow of font style and font size and select the changes you would like to make.
3. While text is highlighted you can also click on the color, bold, italics or underline commands to modify the
text even more.

Change Text Case

You can change the case of selected text in a document by clicking a single button called Change Case on the ribbon.
1. Highlight the text for which you want to change the case.
2. On the Home tab, in the Font group, click Change Case.
3. Choose an option from the dropdown list, which includes
Sentence case, lowercase, UPPERCASE, Capitalize
Each Word, and tOGGLE cASE.

Adding Text Effects

1. Select the text that you want to add an effect to.
2. On the Home tab, in the Font group, click Text Effect.
3. Click the effect that you want.

For more choices, point to Outline, Shadow, Reflection, or Glow, and then click the effect that you want to add.

Remove Text Effects

1. Select the text that you want to remove an effect from.
2. On the Home tab, in the Font group, click Clear

Format Painter
The Format Painter feature allows you to quickly copy a format that you have applied to text already in your
document.
1. Select the text or graphic that has the formatting that you want to copy.
2. On the Home tab, in the Clipboard group, single click Format Painter. The pointer will change to a
paintbrush icon.
3. Bring your cursor to the text or graphic that you want to format and click on the text.
4. To stop formatting, press ESC or click on the Format Painter command again.

NOTE: Double-click the Format Painter button if you want to change the format of multiple selections in your
document.

To insert sample text in Word 2010, use one of the following methods.
1. To insert localized sample text in Word 2016, type =rand() in the document where
you want the text to appear, and then press ENTER.
Type =rand(2,3) then press ENTER to generate 2 paragraphs containing 3 sentences
2. To insert non-localized, pseudo-Latin sample text, type =lorem() then press ENTER

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ACTIVITY #1
1. Open MS Word on your computer. A new blank document will appear on the screen.
2. Type =lorem(3,5) to generate sample text.
3. Indent the first line of the first paragraph by pressing TAB.
4. Highlight the first paragraph.
5. Set the Font size Font to Calibiri(Body) 10.
6. Highlight Lorem ipsum.
7. Click (notice that the B in the ribbon is highlighted, this means that Bold
face is applied in the selected text)
8. While Lorem ipsum is highlighted, click .
9. Click anywhere in the word Lorem, then click
10. Hover the mouse pointer to the word Visamus in the second paragraph. Notice the mouse pointer
changes to a brush icon. With this state, highlight the word Visamus, then notice the changes.
11. Highlight the last sentence of the second paragraph then change case to uppercase.
12. Save the document. Filename is WActivity1.docx

OUTPUT

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COMMON TASKS

Document Ruler
You can use the horizontal and vertical rulers in Word to align text, graphics, tables, and other elements in your
document. To view the horizontal ruler across the top of your Word document and the vertical ruler along the left
edge of your document, you must be in Print Layout view.
To show or hide the horizontal and vertical rulers, click View Ruler at the top of the vertical scroll bar.

Using Indents and Tabs

There are several ways in Word that you can indent text; however, it’s important to use these tools appropriately in
order to indent correctly each time. This helps the editing process go smoothly, thus saving you time.

Indenting Text
In many types of documents, you may wish to indent only the first line of each paragraph. This helps to visually
separate paragraphs from one another. It's also possible to indent every line except the first line, which is known as
a hanging indent.

First Line Indent Marker

Hanging Indent Marker

Left Indent Marker

Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Maecenas porttitor congue massa. Fusce
posuere, magna sed pulvinar ultricies, purus lectus malesuada libero, sit amet commodo magna eros quis urna.
Nunc viverra imperdiet enim. Fusce est.
Vivamus a tellus. Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis
egestas. Proin pharetra nonummy pede. Mauris et orci. Aenean nec lorem.
In porttitor. Donec laoreet nonummy augue. Suspendisse dui purus, scelerisque at, vulputate vitae,
pretium mattis, nunc. Mauris eget neque at sem venenatis eleifend. Ut nonummy.
Fusce aliquet pede non pede. Suspendisse dapibus lorem pellentesque magna. Integer nulla. Donec
blandit feugiat ligula. Donec hendrerit, felis et imperdiet euismod, purus ipsum pretium metus, in lacinia nulla
nisl eget sapien.
Donec ut est in lectus consequat consequat. Etiam eget dui. Aliquam erat volutpat. Sed at lorem in
nunc porta tristique. Proin nec augue.
First line indent

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Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Maecenas porttitor congue massa. Fusce posuere,
magna sed pulvinar ultricies, purus lectus malesuada libero, sit amet commodo magna eros quis urna.
Nunc viverra imperdiet enim. Fusce est.
Vivamus a tellus. Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas.
Proin pharetra nonummy pede. Mauris et orci. Aenean nec lorem.
In porttitor. Donec laoreet nonummy augue. Suspendisse dui purus, scelerisque at, vulputate vitae, pretium
mattis, nunc. Mauris eget neque at sem venenatis eleifend. Ut nonummy.
Hanging indent

Mariano Marcos State University – College of Arts and Sciences – Department of Computer Science
Tab Stops
Creating tab stops can be helpful when creating a large number of documents such as flyers, table of contents or
even when creating a resume. They help you to display and line up information correctly.

The different types of tab stops found on the ruler are:

● Left Tab stop sets the start position of text that will then run to the right as you type.
● Center Tab stop sets the position of the middle of the text. The text centers on this position as you type.
● Right Tab stop sets the right end of the text. As you type, the text moves to the left.
● Decimal Tab stop aligns numbers around a decimal point. Independent of the number of digits, the
decimal point will be in the same position. (You can align numbers around a decimal character only)
● Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position.

To Add Tab Stops

1. Select the paragraph or paragraphs that you want to add tab stops to. If you don't select any paragraphs,
the tab stops will apply to the current paragraph and any new paragraphs that you type below it.
2. Click the tab selector until the tab stop you wish to use appears.
3. Click the location on the horizontal ruler where you want your text to appear (it helps to click on the
bottom edge of the ruler). You can add as many tab stops as you want.
4. Place the insertion point where you want to add the tab, and press the Tab key. The text will jump to the
next tab stop.
5. To remove a tab stop, just drag it off of the Ruler.

Shanghai Sales Report for the Month of October

Branches Total Sales

Pinili: 11,010.23
Batac: 77,100.10
Robinson: 89,302.30
Paoay: 32,400.00

Click the Show/Hide ¶ command on the Home tab (in the Paragraph group). This will allow you
to see the nonprinting characters such as the spacebar, paragraph (¶), and Tab key markings.

Adjusting Line Spacing

The default spacing is 1.15 line spacing and 10 points after each paragraph. The default spacing in Office Word 2003
documents is 1.0 between lines and no blank line between paragraphs.

The easiest way to change the line spacing for an entire document is to highlight the paragraphs or entire document
that you want to change the line spacing on.
1. On the Home tab, in the Paragraph group, click Line Spacing.
2. Do one of the following:

Click the number of line spaces that you want.

For example, click 1.0 to single-space with the spacing that is used in earlier versions of Word. Click 2.0 to
double-space the selected paragraph. Click 1.15 to single-space with the spacing that is used in Word 2010.

Click Remove Space Before Paragraph to remove any additional lines added after each paragraph as a
default

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NOTE: If a line contains a large text character, graphic, or formula, Word increases the spacing for that line. To space
all lines evenly within a paragraph, use exact spacing and specify an amount of space that is large enough to fit the
largest character or graphic in the line. If items appear cut off, increase the amount of spacing.

Page Orientation
You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your document.

Change Page Orientation

1. On the Page Layout tab, in the Page Setup group, click Orientation.
2. Click Portrait or Landscape.

Different Page Orientations on Same Document

1. Highlight the pages or paragraphs that you want to change to portrait or landscape orientation.
2. On the Page Layout tab, in the Page Setup group, click Margins.
3. Click Custom Margins at the bottom of the drop-down menu.
4. A Page Setup dialog box will appear.
5. On the Margins tab, click Portrait or Landscape.
6. In the Apply to list, click Selected text or This point forward.

NOTE: If you select some but not all of the text on a page to change to portrait or landscape orientation, Word places
the selected text on its own page, and the surrounding text on separate pages.

Cut, Copy and Paste

If you would like to remove text from your document you can copy or cut the text from
the document. Simply highlight the text and go to the Home tab in the Clipboard group
and click Cut or Copy. You can also right click on your mouse and select Cut or Copy.

Pasting Text
If you Copy text, you typically need to Paste it somewhere. The Paste feature in 2010 is
much more detailed than in previous versions of Word. When you paste content, the
Paste Options button provides different options, depending on the source of the content.
● Keep Source Formatting: This option preserves the look of the original text.
● Keep Text Only: This option removes all the original formatting from the text.
● Link & Keep Source Formatting: This option preserves the look of the original text, and it maintains a link to
the source file and updates the pasted text with any changes that are made to the source file.
● Link & Use Destination Styles: This option formats the text to match the style that’s applied where the text
is pasted. It also maintains a link to the source file and updates the pasted text with any changes that are
made to the source file.
● Merge Formatting: This option changes the formatting so that it matches the text that surrounds it.
● Picture: This option inserts the text as an image.
● Use Destination Styles: This option formats the text to match the style that’s applied where the text is
pasted.
● Use Destination Theme: This option formats the text to match the theme that’s applied to the document
where the text is pasted.

To Paste, click on the area you want your information to be inserted and either go to the Home tab in the Clipboard
group and click Paste or right click on your mouse and select Paste.

Bullets
Every time you press Enter; a new bulleted point is added to your list. If you want to add another level to your list,
press the tab key on your new bulleted point and the new level will be indented. All presses of Enter after that will
be at the same level. After you have finished creating this higher-level list, pressing Enter twice will return to the
previous level.

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Similarly, pressing Enter twice at the end of the first list will terminate that list.

You can also start a list off by typing an asterisk (‘*’) and pressing the spacebar. This will turn the line immediately
into a bulleted point. To get rid of the bullet, press the spacebar.

Creating Numbered Lists in Word

If, instead of a bulleted list, you want a numbered list, click the numbered list button in the same group on the
ribbon. The same rules apply regarding creating multilevel lists and terminating them.

You can also start a numbered list by typing “1.” and pressing the spacebar. Don’t forget the period, otherwise it
won’t work!

If you want letters instead of numbers for your list, type “a.” and then press the spacebar.

ACTIVITY #2
1. Create a new blank document.
2. Type =lorem(50,10) to generate sample text.
3. Highlight the entire document, you use Ctrl A.
4. Adjust the First Line Indent four spaces from the left.
5. Set the Font size Font to Calibiri (Body) 10.
6. Set document line spacing to 1.5 with a space after each paragraph.
7. Interchange the paragraph 1 and 2 by highlighting the second paragraph then drag it to the position of the
first paragraph.
8. Search for any image file from your computer or from the Internet and insert it to the right side of the first
paragraph.
9. Change the layout orientation of the third paragraph to Landscape.
10. Insert a page break between page 3 and 4.
11. In the blank page, add sample text using =lorem(5,4)
Highlight the newly added paragraphs then apply bullets. (any bullet)
12. Add another sample text using =lorem(6,3)
Highlight the newly added paragraphs then apply numbering.
13. Save the document. Filename is WActivity2.docx

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HEADER, FOOTER, STYLES AND AUTOMATIC TABLE OF CONTENTS

Header/ Footer
Headers and footers are parts of a document that contain special information such as page numbers and the total
number of pages, the document title, company logo, any photo etc. The header appears at the top of every page,
and the footer appears at the bottom of every page.

Add Header and Footer:

Following are the simple steps to add header and footer in a word document.

Step (1): Click the Insert tab, and click either Header button or Footer button whatever you want to add first.
Assume you are going to add Header, so when you click Header button it will display a list of built-in Headers from
where you can choose any of the headers by simply clicking on it.

Step (2): Once you select any of the headers, it will be applied to the document in editable mode and the text in your
document will appear dimmed, Header and Footer buttons appear on the Ribbon and a Close Header and Footer
button will also appear at the top-right corner.

Step (3): Finally you can type your information whatever you want to have in your document header and once you
are done, click Close Header and Footer to come out of header insertion mode. You will see the final result as follows.

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Automatic Table of Contents
You cannot generate any automatic tables without first using styles effectively throughout your
document. Microsoft Word can scan your document and find everything in the Heading 1 style and put that on the
first level of your table of contents, put any Heading 2’s on the second level of your table of contents, and so on.

If you want an automatic table of contents you need to label all of your chapter titles and front matter headings (e.g.
“Dedication” and “Acknowledgements”) in the style Heading 1. All major headings within your chapters should be
labeled Heading 2. All subheadings should be labeled Heading 3, and so on.

If you have used Heading styles in your document, creating an automatic table of contents is easy.
1. Place your cursor where you want your table of contents to be.
2. On the References Ribbon, in the Table of Contents Group, click on the arrow next to the Table of Contents
icon, and select Insert Table of Contents….
3. If you want to change the style of your table of contents (e.g. you want more space between the items on
level 1 and level 2 of your table of contents, or you want all your level 1 items to be bold), click on the
Modify button, select the TOC level you want to change, then click the Modify button to do so.
4. If you want to change which headings appear in your table of contents, you can do so by changing the
number in the Show levels: pulldown.
5. Click OK to insert your table of contents.

The table of contents is a snapshot of the headings and page numbers in your document. At any time, you can update
it by right-clicking on it and selecting the Update field. Notice that once the table of contents is in your document,
it will turn gray if you click on it. This indicates that it is getting information from somewhere else.

Activity #3
1. Create a new blank document.
2. Create sample text using =lorem(50,10)
3. Highlight the entire document and change the left indent to 4 spaces from left.
4. Set the Font to Calibiri (Body) 10.
5. Type “Chapter 1” on top of the first paragraph.
6. Make sure you are in the Home Tab, click Heading 1.
7. If the Navigation pane is not shown, click view and check Navigation Pane.
8. Notice that the Navigation Pane displays “Chapter 1” then center.
9. Type “Project Overview” below Chapter 1, then go to Home Tab, click Heading 1, then center.
10. Type “Background of the Study”, then click Heading 2.
11. On the top 5th paragraph, type “Chapter 2”, click Heading 1.
12. Below, type “Methodology”, click Heading 1.

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13. On top of the 6th paragraph, type “Software Development Methodology”, click Heading 2.
14. On top of the 11th paragraph, type “Scope and Delimitation of the Study”, click heading 2.
15. Try selecting any section in the Navigation Pane to browse documents.
16. Go to the first page, then insert a blank page.
17. Click References Tab then select Table of Contents
18. Click “Automatic Table 1”

19. Save the document. Filename is WActivity3.docx

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Automatic Lists of Figures, Tables and Equations
If you have captioned your figures, table and equations using Microsoft Word’s captioning feature (see Inserting
Captions on page 4 for details), you can have Word generate your lists for you automatically.
1. Place your cursor where you want your list to be.
2. On the References Ribbon, in the Captions Group, click the Insert Table of Figures icon () (even for lists of
tables and equations).
3. In the Table of Figures dialog box, select the label for which you want to make a list from the Caption Label
pulldown.
4. If you want to change the style of your table of contents (e.g. you want more space between each item in
the list), click on the Modify button, select the Table of Figures style, then click the Modify button to do so.
Click OK when you are done.
5. Click OK to insert your table of contents.

Repeat these steps to insert other lists into your document (Rackham requires separate lists for tables, equations,
figures, and any other label you’ve used).

Activity #4
1. Create a new blank document.
2. Insert at least 5 images.
3. Click at the first image, then go to References, click Insert Caption, then set the necessary
caption.
4. Repeat these steps with the other images.
5. Provide a blank page on page 1.
6. Click References, Insert Table of Figures.
7. Save the document. Filename is WActivity4.docx

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REFERENCES
Custom Guide Online Learning. Retrieved 12 November 2012 from http://www.customguide.com/microsoft-office-
training/word-2010-training-advanced.

GCF Learn Free. Retrieved 14 November 2012 from http://www.gcflearnfree.org/word2010.

Research Guides. Retrieved November 14, 2012, from

http://guides.lib.umich.edu/content.php?pid=245394&sid=2028054.

Tutorials Point. Retrieved 14 November 2012 from http://www.tutorialspoint.com/word_2010/index.htm.

Mail Merge. Retrieved 14 November 2012 from http://office.blogs.webucator.com/2011/08/31/using-mail-merge-

in-microsoft-word-2010/.

Mariano Marcos State University – College of Arts and Sciences – Department of Computer Science