Word Processing Level 1 Office 2010
August 2011
Word Processing - Level 1
Contents Introduction to Level 1 Word Processing ................................................... 5 Logging onto the College system ................................................................ 6 Opening Microsoft Word .............................................................................. 9 The Microsoft Word Window ...................................................................... 11 Microsoft Word icon ................................................................................ 11 Quick Access Toolbar. ............................................................................ 11 Title Bar. ................................................................................................... 12 Minimise, Restore and Close. ................................................................. 12 Ribbon. ..................................................................................................... 13 Navigation Pane ....................................................................................... 13 Insertion Point.......................................................................................... 13 Scrollbars ................................................................................................. 13 View Options. ........................................................................................... 14 Zoom control ............................................................................................ 14 Document Information. ........................................................................... 15 Rulers ....................................................................................................... 15 Ribbon Tabs. ............................................................................................... 16 Home tab .................................................................................................. 16 Insert tab .................................................................................................. 16 Page Layout ............................................................................................. 16 Review Tab ............................................................................................... 17 View Tab ................................................................................................... 17 Creating a New Document .......................................................................... 18 Saving a Document ..................................................................................... 19 Closing a document .................................................................................... 21 Opening a saved document ....................................................................... 22 Opening a recent document ....................................................................... 23 Save and Save As commands .................................................................... 24 Document Formatting ................................................................................. 27 Changing document orientation............................................................. 27 Changing the Margins ............................................................................. 28 Inserting and Deleting Page Breaks....................................................... 29 Selecting Data ............................................................................................. 31 Paragraph Formatting ................................................................................. 34 Aligning Text ............................................................................................ 34 Indenting text ........................................................................................... 36 Word 2010 Level 1
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Line Spacing............................................................................................. 38 Text Formatting ........................................................................................... 40 Altering font size ...................................................................................... 40 Altering Font Style ................................................................................... 41 Applying Bold, Italic and Underline ........................................................ 44 Exercise 1 ..................................................................................................... 46 Editing Data.................................................................................................. 47 Copying Text ............................................................................................ 47 Moving Text .............................................................................................. 49 Deleting Text ............................................................................................ 51 The Undo and Redo Command .................................................................. 53 Find and Replace ......................................................................................... 55 Using the Find Function .......................................................................... 55 Using the Find and Replace Function .................................................... 56 Inputting information .................................................................................. 60 Inserting Headers and Footers ............................................................... 60 Formatting Header and Footer Text ....................................................... 66 Deleting Text in a Header or Footer ....................................................... 67 Applying Bullets and Numbering to a List ............................................. 68 Importing information ................................................................................. 75 Importing text ........................................................................................... 75 Importing pictures and Clip Art .............................................................. 76 Combining information from different sources..................................... 78 Exercise 2. .................................................................................................... 83 Styles ............................................................................................................ 86 Applying Styles to headings ................................................................... 86 Exercise 3 ..................................................................................................... 91 Templates ..................................................................................................... 95 Document Information ................................................................................ 98 Using Tables .............................................................................................. 100 Inserting data into an existing table ..................................................... 100 Inserting a new Table ............................................................................ 101 Adding Rows and Columns .................................................................. 102 Adding Rows .................................................................................................................. 103 Adding Columns ............................................................................................................. 104
Deleting a Column or a Row ................................................................. 104 Selecting All or Part of the Table .......................................................... 105 Word 2010 Level 1
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Format Cell Alignment .......................................................................... 107 Modifying Column Widths .................................................................... 107 Modifying Row Heights ......................................................................... 109 Table Borders......................................................................................... 110 Modifying Cell Border Width................................................................. 112 Adding Shading to Cells ....................................................................... 114 Adding Borders to Your Document ......................................................... 115 Applying a Page Border ........................................................................ 117 Applying a Border to a Paragraph........................................................ 121 Applying Shading to a Paragraph ........................................................ 122 The Word Count Feature .......................................................................... 124 Proofreading a document ......................................................................... 126 Spell Checking a Document ..................................................................... 126 Preview a Document ................................................................................. 130 Using Text Files in Word .......................................................................... 132 Opening a Text File in Word ................................................................. 133 Saving a Text File as a Word Document .............................................. 135 Using the Print Screen Function .............................................................. 138 Exercise 4 .................................................................................................. 140 Exercise 5 .................................................................................................. 142 Exercise 6 .................................................................................................. 144
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Word Processing – Level 1
Introduction to Level 1 Word Processing This module has been designed people who have completed the Introduction to Word Processing course or who have some experience of using Word Processing software. As you work through this book you will learn how to produce documents of various types and how to format them to give them a professional look. You will also learn how to import information from other sources into your documents.
Remember
Help is always available in the centre if you feel that you need it. If something doesn’t work first time, have another try at it. Always be patient with the computer if it does not do what you want it to do. Sometimes, though rarely, the computer appear to stop working. Don’t panic – just ask a tutor for help. Acts of physical violence or swearing will not solve the problem. Always treat the computer equipment with respect.
You are controlling the machine – the machine is not controlling you.
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Logging onto the College system To log on to the college system you will need to use the following keys on the keyboard: Ctrl, Alt, Delete, Tab and Enter. These are labelled on the picture below. Tab
Ctrl
Alt
Enter
Delete
Once the computer and monitor have been switched on you will see a screen similar to the example below; with the instruction: Press Ctrl-Alt-Delete to begin.
Holding down the Control and Alt keys with your left hand, press Delete with your right hand.
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The next screen to appear will be similar to the example below. Enter your User Name and Password into the relevant boxes.
A message is also displayed stating that you will “Log on to” ADHIGH
Now click onto the Arrow button. Your tutor will be able to provide you with your User Name and Password if you have forgotten this information.
You can move from the User Name field to the Password field by pressing the Tab key on your keyboard.
When you enter your password the box will display bullets: the screen.
………. on
Now press the Enter key on the keyboard. Please be patient while the computer goes through the rest of its start-up procedure. The next screen to appear will be similar to the example on the next page.
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You have now successfully started the computer and logged on to your user area. The screen which you are now looking at is called the Desktop.
Remember Your password must include a capital letter and at least one number
Type your password exactly as you first typed it.
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Opening Microsoft Word Make sure you are at your desktop as shown below.
Click on the Start button.
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Click on the All Programs link.
Click on Microsoft Office
Then click on the Word 2010 link.
Microsoft Word will now open on the screen as in the example below.
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The Microsoft Word Window The following pages give an overview of the Microsoft Word Window. If you are familiar with Word 2007 you will find Word 2010 has a few differences. You may wish to read through these pages to refresh your memory. The main areas of the Microsoft Word Window are shown below with a description of their use. Microsoft Word Icon
Quick Access Toolbar
Title Bar
Minimise Close and Restore commands
Ribbon
Navigation Pane
Insertion point
Microsoft Word icon Clicking on this opens a window with the Minimise, Restore and Close commands which are repeated on the right side of the Title bar. Quick Access Toolbar. This is positioned at the left of the Title Bar. It provides quick access to various functions such as opening and saving a document. The quick access toolbar can be customised – that is, functions that you use frequently can be added to it. (Your Quick Access Toolbar may have fewer icons than in the image below.)
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There a few commands which are very useful to have on the Quick Access Toolbar and it is easy to add additional ones. Click on the Down arrow to the right of the toolbar and a drop-down list of commands will open.
If there is a tick in the box next to a command then it will appear on the Quick Access Toolbar. Ensure there is a tick in the six commands as shown here. New Open Save Print Preview and Print Undo Redo. These six commands are the most frequently used.
Title Bar. This gives the name of the document which is currently open. Minimise, Restore and Close. Minimise the window
Make the window smaller and resizable Close Microsoft Word
If you Minimise the window, the document is still open but is not shown on the screen. It can be seen as a button on the Windows Taskbar at the bottom of the screen. For example, the Taskbar on the next page shows that two documents are open.
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The icons show that both documents are Microsoft Word
Taskbar
The title of each document is on the button. The lighter colour of the Document3 button indicates that it has been Minimised – the other document is currently active and visible on the screen. Clicking on the Document3 button would make Document3 active. Ribbon. This contains all the commands you will need to format your document. Navigation Pane This pane is used when you apply heading styles to your document. Insertion Point. This flashing vertical line is where the characters will appear when you begin typing. Scrollbars On the right and bottom of the page are Scrollbars which are used to move vertically and horizontally through a document. There are arrows at both ends with a sliding bar in between.
Up Arrow – Click once on this to move one line up the document.
Scrollbar – Click and hold the left mouse button whilst moving the bar up or down. This allows you to move up or down a document more quickly.
Down Arrow – Click once on this to move one line down the document.
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At the bottom of the vertical scrollbar are double up and down arrows. . Click on this to move to the previous page.
Click on this to move to the next page.
The Scrollbars will only show if part of a page is not visible on the screen. View Options. You can control the way that your document is displayed on the screen with the controls at the bottom right corner of the Word Window.
Page Layout
The group of buttons change the way the page looks. For most tasks it is best to keep the button on the left – Page Layout - selected. Page Layout view shows how the document will actually appear on the page. Zoom control This controls the size that the document appears on the screen.
Click on the Minus and then on the Plus signs to see how the document is displayed smaller and larger on the screen. You can also left click and drag the slider to achieve the same result
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Document Information. In the bottom left corner of the screen you will see information about your document. Page number
Total words in the document
Total pages in document
Indicates if Word has found spelling or grammar errors
Current language setting
Rulers When a new document opens in Word there are no Rulers displayed. These can be useful for setting out your documents and are necessary for using tabs To display the rulers, select the View tab and click in the Ruler box in the Show group as shown below.
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Ribbon Tabs. The Ribbon consists of 8 tabs. Each tab has a number of Groups which contain the Commands which you will use to make your document look how you want. Home tab
This is the one showing when you first open Word and displays the tools which are the most commonly used. You will be using commands from the Clipboard, Font, Paragraph, Styles and Editing groups. Insert tab
On this tab you will be using commands from the Pages, Tables, Illustrations, Header & Footer and Text groups. Page Layout
On this tab you will be using commands from the Themes, Page Setup and Paragraph groups. References Tab. You will not use this tab at Level 1 Mailings Tab. You will not be using this Tab at Level 1.
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Review Tab
On this tab you will use commands from the Proofing group. View Tab
On this tab you will use commands from the Show group.
As you work through the book you will find that some screenshots of the Ribbons are cropped to show only the section of the Ribbon being used. For Example:
Might be cropped to make the Font group easier to read as below
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Creating a New Document When you start Microsoft Word a new document will automatically open. However if you have closed this document you will need to create a new one. To do this, select the File tab and click on the New option.
The central pane gives the various options and Blank document is highlighted. Now click on Create at the bottom of the right pane. You can also create a new document quickly by clicking on the New command you added to the Quick Access Toolbar earlier..
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Saving a Document When you start creating documents it is very important to save them at regular intervals in case the computer should freeze or crash when you could lose all your work. Computers should always be shut down properly. If you just switch if off you will lose any unsaved work you have done but if you accidentally try to close Microsoft Word without saving your work, a reminder will appear on the screen. Always read these reminders properly to make sure you give the correct instruction. When you save a document it is usually saved in a special area called the hard drive. The hard drive is a storage area where the data is kept safe even when the computer is switched off. At Highbury, once you have your own user name and password any work you produce must be stored in your own part of the hard drive called Documents. Ensure you have a new blank document open and type in the following: There are two commands for saving a file in Microsoft Word – Save and Save As. When you first save a document, use the Save As command and give the document a meaningful name. Save it in your Documents area where all your work done at Highbury will be stored. Now select the File tab
There are two options for saving a document: Save and Save As
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When you first save a document you should use the Save As command. This will open the Save As dialogue box. By default, the Save in box will usually say Documents. If it doesnâ€&#x;t, click on the Documents icon on the right side of the Save As window.
The File name box usually contains the first line or first sentence of your document. Although this might be sometimes be a good name to give your document, on this occasion it is not. The text is already highlighted, so to change the file name you just need to type it. Change the file name to Saving a file and then click on Save. To make sure that your document has been saved correctly look at Title bar and check the file name.
The document is now called Saving a file.
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Closing a document
To close the document ‘Saving a file’, select the File tab and click on the Close command.
Do this now.
If you forget to save any changes to a document before you try to close it, Word will open a reminder on the screen similar to the one below.
Make sure you read these warning windows carefully to ensure you give the correct response.
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Opening a saved document
Select the File tab and then click on the Open command.
The following window will open: The top box should already say Documents. If not, click on the Documents icon on the left.
Locate and click on the file „Saving a file’ and then click Open. The file you created earlier will open on the screen. Close the document again. The Open dialogue box will also be shown if you click on the Open icon on the Quick Access Toolbar
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Opening a recent document If you want to open a document you have used recently, this can be found easily. Select the File tab and click on Recent. The middle pane will show a list of your recently opened documents. Click on Saving a file and it will open on the screen.
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Save and Save As commands Make sure the document Saving a file is open. Start a new paragraph underneath the first and type the following: Use the Save command on the Quick Access Toolbar at regular intervals as you add to your document to ensure you work is not lost if the computer malfunctions. To save the document with the new paragraph you can either click on the Save icon on the Quick Access Toolbar (this is the quickest way to save changes to your document)
or Select the File tab and click on the Save icon
Save the document using the first of the two methods. The document will have the original filename – Saving a file – but will now consist of two paragraphs. The original version will be overwritten and no longer available.. Close the document now using the method described before. (File tab) You used the Save As command to save your document the first time and to give it a filename, and the Save command to save the second paragraph in the same document. Sometimes you might need to save two different versions of the same document. In this case you would use the Save As command again but save the second version with a different filename.
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To demonstrate this, open Saving a file again – use the Recent command on the File tab, and add the following as a third paragraph: If you want to save a different version of the same document, make the changes to the original document and then use the Save As command. Save the document with a new filename. For example you could add „version 2‟ after the original filename or, if it were the same letter to two different people, you could call one Letter Mr Smith and the other Letter Ms Jones, where the only difference would be the recipient‟s name and address and the greeting. With the File tab selected click on the Save As command. Make sure the document will be saved in your Documents folder and give it the name Saving a file version 2. You now have two versions of the file – one with two paragraphs and one with three. You might also use the Save As command if you wanted to save a document in another place as well as your Documents folder, such as a memory stick. In this case you would select the File tab and click on the Save As command.
When the Save As window opens, click on the My Computer icon to see the device you want to save your document to.
Click on the device you want – in this case a memory stick called Using ICT (E:) – then click on Save Close the file Saving a file version 2.
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Remember
Use the Save As command the first time you save a document.
Save your work in your Documents area.
Save your work regularly using the Save command on the Quick Access Toolbar.
If you need two versions of the same document, make the changes you need and save the second version using the Save As command and give it a new file
name.
Using the Save command means that your original document is lost and any changes you make will be saved using the original filename.
Using the Save As command allows you to save a different version of a document with a new filename and your original document will still be saved. Using Save command
Original
Changed
Document
Document Original Filename
Deleted from hard drive
Saved to hard drive
Using Save As command Original Document
Changed
Still Saved
Document New Filename
Still kept on hard drive
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Saved to hard drive
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Document Formatting Changing document orientation By default Microsoft Word displays a new document in Portrait (the narrow edge at the top of the page).
Portrait
Landscape
Portrait
Landscape
In certain circumstances you may need to change the orientation of the document to Landscape. Before you continue, open the document Spain1 which you will find in the Word Processing Level 1 Workfiles folder To change the orientation of the document from its present orientation (Portrait) to Landscape, select the Page Layout tab, click on the down arrow next to Orientation
The options of Portrait or Landscape orientation are offered. Click on Landscape.
Your document will have changed from Portrait to Landscape. There might be a scroll bar at the bottom of the screen to enable you to see the whole width of the document. Orientation change will be more noticeable when you print your document. Now change the orientation from Landscape to Portrait following the above instructions but selecting Portrait. Keep the document open for the next exercise.
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Changing the Margins The margins are the unprinted areas around the edges of a document. In general, you insert text and graphics in the printable area inside the margins. However, you can position some items in the margins, for example, headers, footers, and page numbers. If the Page Layout tab is not currently selected on the Ribbon, click on it now.
Now Click on Margins.You are presented with a range of pre-set margin widths from which to select.
The default setting for a new document is Normal.
Try altering the margins to different settings for the document Spain1.
If you click on the Mirrored option you will see the margin is wider on one side than the other. This option is used for documents of several pages that are going to be printed and stapled together down one side.
Close the document SPAIN1 without saving the changes.
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Inserting and Deleting Page Breaks There are two different types of page breaks, soft and hard. When your text reaches the bottom margin of a page, Word automatically inserts a soft page break to allow you to continue typing. If you insert a picture or other graphic which will not fit on the rest of a page it will be inserted at the top of the next page. This kind of page break will reposition itself should you add or delete text from the document. A hard page break is inserted by you. It forces a new page to be started. This would be used if you were writing a long document with several sections. You might not want a new section to start near the bottom of a page so would insert a page break. This is particularly useful if you are printing out a document as it allows you greater control over how it will look. A hard page break can be deleted if it is no longer required. To see how this works, ensure you have a new blank document open. Type your name at the top of the page. Select the Insert tab.
Now click on Page Break. You will notice that a new page has been inserted at the bottom of your document. Type your address at the top of this second page If you add or delete text or pictures in your document, the position of the hard breaks will not be altered automatically and they may need to be deleted and repositioned. If you need to delete a Page Break then you will need to see the page break mark on the document. In order to do this, click on the Home tab and then on the Show/Hide icon.
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Clicking on this command shows you all the formatting you have made but which is not visible – spaces, tabs, enter, page breaks etc. The page break will appear beneath where you typed your name. Scroll to the top of the first page and you will now see the location of the Page Break.
Position the cursor at the beginning of the Page Break line.
Now press the Delete key on the keyboard. The page break and the extra page will be deleted and your address will be underneath your name
Click on the Show/Hide icon to switch off this view. Close the document without saving the changes
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Remember Documents can be produced in either Portrait or Landscape orientation.
All page margins can be modified from the Page Layout tab.
Soft page breaks are inserted automatically by Word to allow text to flow from one page to another.
Hard page breaks are inserted by you to force text onto a new page. If they are in the wrong place they will have to be removed by you.
The Show/Hide command allows you to see formatting marks.
Selecting Data The advantage of a word processing application is its ability to edit text easily. Before text can be edited it has to be selected the process of selecting text is called highlighting. Open the file called TECHNOLOGY (this file is situated in the Word Processing Level 1 workfiles folder). Position the cursor at the beginning of the first sentence. Click and hold down the left mouse button and drag the mouse over all the text (and the full stop) of the first paragraph, then release the left mouse button. This will have highlighted all the text in the first paragraph as shown below.
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To un-highlight text all you need to do is to click anywhere on your document that is not highlighted. Do this now to un-highlight your text. It is possible to just highlight a sentence, word or even a letter. Position the cursor at the beginning of the first paragraph. Click and hold down the left mouse button and drag the mouse over all the text (and the full stop) of the first sentence only. Make sure that you have selected the full stop at the end of the sentence, as this is part of the first sentence. Now release the left mouse button and the first sentence only will be highlighted. Un-highlight the sentence and position the cursor at the beginning of the word power in the second paragraph.
Now highlight the word power, taking care not to highlight any other characters. Using the same method you can select all of the text in the document. Position the cursor at the beginning of the first paragraph and, holding down the left mouse button, drag the mouse over all the text in the document including the full stop at the end of the last paragraph. All the text in your document should now be highlighted. Make sure that you have all the text, including the full stop highlighted. Now un-highlight all the text.
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When you need to highlight all the text in a document there is a quicker method than manually highlighting the text with the mouse. Click anywhere in the document. Then hold down the Ctrl key on the keyboard and press the A key on the keyboard. All the text is highlighted automatically. Remember to release the Ctrl and the A keys on the keyboard after the text is highlighted. There are many different ways to select text. There is no right or wrong way to select text and if you experiment you will find your own preferred method. Listed in the following table are a few ways to select text. Using the TECHNOLOGY file, practice selecting some of the text using the ways listed in the table. TO SELECT Whole document One word One line
One sentence One paragraph
Any block of text
Deselecting text
DO THE FOLLOWING Ctrl + A Double click on the word Move the mouse pointer into the left margin, when it changes to a right facing arrow, click your left mouse button once to the left of the line. Ctrl key and click anywhere in the sentence Move the mouse pointer into the left margin, when it changes to a right facing arrow double click your left mouse button in the left of the paragraph Position cursor at the start of the text. Hold down the Shift key and position the cursor at the end of the text and click the left mouse button Click in any white space
Familiarise yourself with these methods of highlighting as they are very useful. Un-highlight all the text and keep the document open for the next exercise
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Paragraph Formatting When you type text into a word processing application it will automatically align to the left margin. However there are times when you need to align the text to the centre, the right or to both left and right margins (justified). Aligning Text Open the file called TECHNOLOGY, situated in the folder called Word Processing Level 1 Workfiles. if it is not already open. The alignment icons are situated in the Paragraph group on the Home tab.
Highlight the first paragraph and click on the Centre align icon.
Click anywhere in the document to un-highlight the paragraph. The first paragraph will now be aligned to the centre of the document. You do not need to highlight a paragraph if you want an alignment command to apply to the whole paragraph. You simply need to place your cursor somewhere within the paragraph.
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Now place your cursor in the second paragraph and click on the Right align icon.
The second paragraph will now be aligned to the right hand side of the document. Place your cursor in the last paragraph and click on the Justify align icon.
The last paragraph will now be aligned to the left and right margins (justified).
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This paragraph is centred.
This paragraph is right aligned and this paragraph is justified. Now align the first, second and last paragraph to the left of the document. Use Ctrl and A to select all of the text. Keep the document open for the next exercise. Indenting text If you want to indent a paragraph or line of text to make it stand out from the rest you can do this from the Home tab using the Indent command in the Paragraph group.
Place the cursor in the paragraph or line to be moved and click on the Increase Indent command. This will indent the text a default amount. To remove the indent, click on the Decrease Indent command. Place the cursor somewhere in the second paragraph and click in the Increase Indent command on the Home tab. This will move the text a default amount.
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If you want to indent text by an amount specified by you, this is done from the Page Layout tab using the Indent commands in the Paragraph group.
Use the up and down arrows to increase or decrease the indent, or type a number directly into the box.
Place the cursor in the last paragraph, select the Page Layout tab and increase the left indent to 2.5cm. Use the up arrows or type into the box. The document will now look like this.
Default indent.
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2.5cm indent
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Line Spacing Most documents are written in single line spacing, as this workbook is. You might sometimes want to have a larger space between lines. The Line Spacing command is found on the Home tab in the Paragraph group.
Place the cursor in the 4th paragraph. Click on the down arrow next to the Line Spacing icon. Run the cursor down the list to see what effect the different line spacing values have. Click on 2.0. The document will now look like this.
Double line spacing Keep practicing applying the formatting to the text in the document until you are confident in applying paragraph formatting. Now close the TECHNOLOGY document without saving any changes.
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Remember
If you position your cursor over an alignment icon but do not click on the icon, you will see a description of what the icon is used for. This applies to all the icons on the Ribbon. Try this now to see the description of some of the icons on the toolbars.
If you position your cursor in the middle of a paragraph and then click on an alignment icon, the whole paragraph will be aligned according to the alignment icon you have clicked on. You do not need to highlight the paragraph.
Line spacing is adjusted using the Home tab
Text indenting can be done from the home tab (a default amount) or from the page layout tab (a specified amount).
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Text Formatting You can alter the appearance of text in several different ways. Altering font size Open the document: VISITS, situated in the folder called Word Processing Level 1 workfiles. Highlight the title of the VISITS document – HOUSES AND GARDENS TO VISIT ON YOUR HOLIDAY You are going to alter the font size of the title from 12 point to 16 point. To do this select the Home tab and click on the arrow next to the font size box in the Font group.
If you run the mouse pointer down the list of numbers without clicking, the highlighted text will automatically change size to allow you to see what your text will look like with a chosen size. Run the pointer down to the number 16 and click on it and the size change will be applied You will see that the text size of the title has been increased. Click anywhere in the document to un-highlight the title. It is important to remember that to alter any text you must highlight the text first before you use any of the formatting icons. Now highlight the sentence underneath the title – Manor Park House and Gardens – and change its font size to 14. Also highlight the sentence „Oak Tree Park‟ and change its font size to 14. Click anywhere in the document to un-highlight the text. Your document should look like the example on the next page.
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The font size of the title has increased.
The font size of these two headings has increased. Altering Font Style A font is a complete collection of letters, punctuation marks, numbers, and special characters with a consistent and identical typeface, weight (Roman or bold), posture (upright or italic) and font size. There are many different font types available in Microsoft Word, and it is possible to download many more types from the Internet. The many different types of fonts available can be sorted into two categories, Serif and Sans Serif. The Serif is a small decorative line added to the basic form of a character.
The characters of a Sans Serif font do not have serifs.
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The most popular Sans Serif fonts include Helvetica, Avant Garde, Arial, and Geneva. The most popular Serif fonts include Times Roman, Courier New, Century Schoolbook, and Palatino. With the document Visits open, highlight the title of the document and click on the arrow next to the Font style box (Home tab, Font group)
Run the cursor over the various fonts without clicking. The highlighted text in your document automatically changes to give a preview of how the text would look if you were to select that font. Now click on the font Arial.
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The text style of the title of the document has changed from Times New Roman (a Serif style font) to Arial (a Sans Serif style font). Now highlight the sentence „Manor Park House and Gardensâ€&#x; underneath the title and change its font style from Times New Roman to Comic Sans MS (you will need to scroll down the drop down list to find this font or you can type the letter C on the keyboard to see all the font styles that start with the letter C). Also highlight the sentence Oak Tree Park and change its font style from Times New Roman to Tahoma (remember it is quicker to press the letters Ta on the keyboard, when you get the list of font styles, rather than scroll all the way down the list until you get to the fonts that start with Ta). Click anywhere in the document to un-highlight the text. Your document should now look like the example below. The font style of the title has now changed.
The font style of these two headings has been changed.
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Applying Bold, Italic and Underline Make sure the documents VISITS is open. There may be times when you need certain text in a document to stand out from the other text. It may be some important instructions or just some key points that you need the reader to remember. The Bold, Italic and Underline functions allow you to make text stand out from other text in your document. The Bold, Italic and Underline icons are also situated on the Home tab, Font group.
Highlight the title of the VISITS document and click on the Bold icon on the Ribbon.
Click anywhere in the document to un-highlight the text. You will see that the text in the title will now be darker than the rest of the text in the document. This will make the title stand out in the document when it is read.
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Highlight the sentence „Manor Park House and Gardensâ€&#x; and click on the Italic icon to change the text to Italic.
Highlight the sentence Oak Tree Park and click on the Underline icon to underline the sentence. Now click anywhere in the document to un-highlight the text. Your document should look like the example below. The title has had a Bold style applied to it.
The Manor Park House and Gardens sentence has had Italics applied to it and the sentence Oak Tree Park has been underlined. Close the document without saving the changes.
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Exercise 1 1. Open the document Fruit and veg found in the Word Processing Level 1 workfiles folder. 2. Format the document to be Portrait orientation 3. Adjust the margins choosing the Wide option 4. Amend the line spacing to 1.5 (select all text first then use Home tab). 5. Format the title to be Comic Sans font size 16, underlined and centred. 6. Format the rest of the text to be Tahoma, font size 12. 7. Format „Vitamin Aâ€&#x; to be Bold and Dark Red. 8. Save the document in your Documents folder as Exercise 1 Check you document against the one below. Your vitamin headings will be in red.
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Editing Data Open the document TECHNOLOGY that you used in a previous exercise. Copying Text Word processing applications like Microsoft Word have the ability to copy text. To copy any text in a document, the text to be copied must be highlighted first. Remember only highlighted text will be copied by the computer, so make sure that you have highlighted all the text to be copied, including any full stops. Position the cursor at the beginning of the 1st paragraph and highlight all the text in the 1st paragraph (including the full stops). Click on the Copy icon on the Home Tab of the Ribbon.
The highlighted text has now been captured and stored in a special memory area called the Clipboard. All the copied items stored in the Clipboard are deleted when the computer is switched off. Now position the cursor after the full stop in the last paragraph of the document and press the Enter key on the keyboard twice. This will place the cursor on a new line beneath the last paragraph in the document. To paste the text that you have just copied, click on the Paste icon on the Home Tab of the Ribbon.
The copied text will now be pasted into the document as shown on the next page.
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The copied paragraph has been pasted into the document. To copy a sentence, word or the whole document you just highlight the desired text and copy and paste it onto the new location. Now highlight the first sentence in the 4th paragraph: Choose the System Carefully. Copy the highlighted text. Position the cursor at the beginning of the 2nd paragraph and paste the text into this position. You may need to use the Space bar twice to keep two spaces between the full stop of the pasted text and the first character of the next sentence. The document should now look like the example below.
The copied text has been pasted at the start of the 2nd paragraph.
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Moving Text So far you have been copying text and pasting it into a new location. It is now time to introduce the concept of moving text by using the Cut command. It is important that you understand the difference between copying text and moving text. If you copy text then the original text is still kept in the document. If you move text (using the Cut command) then the original text is removed from its original position and pasted in a new location. To copy text you use the Copy icon on Ribbon. To move text you use the Cut icon on the Ribbon. Use the TECHNOLOGY file that you used previously for the copy exercise. Highlight the 3rd paragraph and click on the Cut icon on the Ribbon.
You will now see that the highlighted text has disappeared from the document. Now position the cursor at the end of the last paragraph after the full stop. Press the Enter key on the keyboard twice. Now click on the Paste icon
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The text will re-appear underneath the last paragraph as shown by the example on the next page.
The paragraph has been moved to this new position in the document. You need to adjust the paragraph spacing between paragraphs 2 and 3.
As you have moved a paragraph from this area it has left an extra line. In the document paragraphs should have one blank line between them. To delete the extra line, position the cursor at the beginning of paragraph 3 and press
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the Backspace key on the keyboard, (this is the key above the Enter key) as many times as it is necessary to delete the extra lines. The 3rd paragraph will now move up and delete the extra line that was left when you moved the paragraph.
The paragraphs have just one blank line between them.
Now move the 4th paragraph and position it after the last paragraph (Cut + Paste). Remember to correct the paragraph spacing after you have pasted the paragraph to its new location. Moving a sentence or a word is the same as moving a paragraph, you just need to be careful to highlight the correct text. Keep practicing moving and copying text in this document until you are confident with this procedure. Deleting Text Position the cursor at the beginning of the word operator in the first paragraph.
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Now type the word user and then press the Delete key (8 times) on the keyboard to delete the word operator. Your document should now look like the following example. The word operator has been replaced with the word user.
You would normally only use this method if you want to edit a small amount of data eg a number or short word. Another method of editing text is to highlight the word(s) and then type the replacement word(s). The highlighted word(s) will be automatically deleted when you type the replacement word(s). This method is a quicker way to edit a large amount of text in one go. Position the cursor in the word user in the 1st paragraph. Now double click to highlight the word user and type the word operator. You will see that the highlighted word user has been replaced with the word operator. If you have several words to replace then highlighting and retyping is quicker than just typing and deleting. Keep the TECHNOLOGY file open for the next exercise.
Remember Use Copy and Paste to Copy text.
Use Cut and Paste to Move text. Highlight text before using Copy or Cut Refresh your memory on the different ways to highlight text. They are very useful.
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The Undo and Redo Command Two of the most useful functions of Microsoft Word are the Undo and Redo commands. These commands allow you to undo any error that you have created or to redo anything that you have undone. Before you practice using these commands you need to ensure that they are visible at the top of the screen. They should be present on the Quick Access Toolbar that is adjacent to the Office Button. The Undo command is a blue arrow curling to the left
The Redo command arrow makes a shape similar to the letter U. If you have not changed a document there will be no actions to undo and so the button will be greyed out (unavailable). Similarly, if you have not undone an action there will be nothing to redo so the Redo button will be greyed out. These two commands should be on the Quick Access Toolbar as you added them earlier. If they are not there, go back to Page 11 to find the instructions on how to add them. Make sure that you have the file called TECHNOLOGY open before proceeding with the next part. Position the cursor at the beginning of the 1st paragraph.
Press the Delete key on the keyboard three times. This has now deleted the word The from the first paragraph. However if this was not the word that you wanted to delete, you could now use the Undo command to undo this error.
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Each time you click on the Undo icon the last action will be undone. As you have deleted three characters you will have to click on the Undo icon three times. You will see that the word The has reappeared Now practice using the Redo command. This command is used when you have used the Undo command by mistake and you wish to reset what the Undo command has done. Remember the Redo command is only available after you have used the Undo command. Make sure that your cursor is still at the beginning of the 1st paragraph and click on the Redo icon on the Quick Access toolbar three times.
You will now see that the word The will be deleted again. Now click on the Undo command three times and then the Redo commands three times to practice using these commands. The Undo and Redo commands are very useful when you are learning how to use Microsoft Word, so remember what the icons look like and their position on the Quick Access toolbar.
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Find and Replace A useful function in Microsoft Word is the Find and Replace feature. Using the Find Function The Find function allows you to search for a particular word in your document. Open the file called EDGEHIL2, situated in the folder called Word Processing Level 1 workfiles.
On the Home tab and select the Find command in the Editing group
When you click on this command the Navigation Pane will open on the left side of the screen (if it is not already open). There is a Search Document field at the top.
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Type the word children in the field and all occurrences of the word will be highlighted in the document as shown below and the number of instances will be noted beneath the search field.
Two instances of the word children are highlighted As you can see the Find function is useful if you need to find a particular word(s) in your document. However a more useful part of the Find function is the Replace feature. Using the Find and Replace Function The Find and Replace function allows you to automatically replace all occurrences of a word with another word. This function is useful because it allows you to search for a particular word that you may have spelt incorrectly and replace it with the correct spelling, or you may wish to replace a word with a more suitable word. Make sure you still have the file EDGEHIL2 file open. Click on the Replace command on the Home tab.
The following window opens.
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As you have already searced for the word children, it is already in the Find What field. The word is already highlighted so if you wanted to find a different word you could just type straight into the field. Leave the word children in the Find What field. You wish to replace all the instances of the word children in the document with the word youngsters. To do this we type the word youngsters in the Replace with textbox. Do this now.
Now click on the More button. The More button will produce more options for using with the Find and Replace function. The option you need is the Match case function.
The Match case function will only look for the word children how you have typed it – that is, without a capital C. This means that it will ignore the word children in the text if it is typed as Children with a capital C.
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If you do not select the Match case option then the word in the Replace with textbox will be entered into your document as Youngsters where it finds the word Children and as youngsters where it finds the word children. Now click in the box next to Match case to produce a tick in the box. You will now replace all the instances of the word children with the word youngsters. To do this click on the Replace All button.
. The If the following message appears:
it means that the cursor is placed somewhere in the middle of the document and Word has only searched from that point onwards and is asking if you want the beginning of the document to be searched as well. In this case you would click on Yes to ensure that all instances of children have been found.
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When the replacement has finished you will see the following message instructing you that it has made 2 replacements.
Click on the OK button to close the message. Now click on the Close button to close the Find and Replace window.
Close the EDGEHIL2 document without saving any of the changes
Remember 
If you use the Match Case option Word will only replace words spelled exactly as you have written it in the Find box

If you want all instances of a word to be replaced whether it has a capital letter or not, make sure the Match Case box is not ticked
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Inputting information So far you have been inputting text using the keyboard, but there are many other things built into Word which you can include in a document. These include headers and footers, bullets and numbers, tabs, tables, borders and clip art. These can make your document easier to understand and some things are essential if you are printing out work. You will cover some of these now and others later in the course. Inserting Headers and Footers By default Microsoft Word leaves a section at the top and bottom of each page so that Headers and Footers can be printed on documents. Headers and Footers can contain information about the document, e.g. its filename, date or page number. This is a very useful feature, especially when used with multiple page documents. The header and footer need only be set up for one page and will automatically appear on other pages of a long document. Automatic entries can be used, such as the date and the authorâ€&#x;s name. Open the file called: SPAIN1, situated in the folder called Word Processing Level 1 Workfiles. You will now add a header and footer to this document. Select the Insert tab and then click on the Header command.
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A drop-down menu of various formats for Headers will appear as below. Click on the Blank option.
You can simply type in the text that you want to appear in the Header portion of each page of the document.
Notice that while the Header or Footer is selected the Ribbon displays Header and Footer Design commands.
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Inserts page numbers
Inserts the date and/or the time
Now enter some information in the header and footer of the SPAIN1 document. With the cursor positioned at the top left of the header area, type in your name.
Do not worry if your name is underlined in red. Word automatically classes most names as a possible spelling error.
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Now press the Tab key on the keyboard once and click on the Page Number icon on the Header and Footer toolbar.
Click on Current Position, and then on the Plain Number option. The page number will now be inserted into your header. Now press the Tab key on the keyboard once and click on the Date and Time command.
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Click on the third date format option and then on OK.
Note that the Date and Time window will display the current date and time. If you want the date to be updated whenever you work on a document, click to place a tick in the Update Automatically box. Your document Header should look like the one below.
Now click on the Close button on the Header and Footer command. You have now entered your name, the page number and the date into the header of the document. As this information is in the header of the document, every new page inserted in this document will have the information automatically added to the header of the new page. Also the page number will automatically update for every new page you add the document. When you are working in the main area of a document the header and footer text is shown only faintly. It will, however, print out normally.
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You are now going to insert information into the footer of the document. On the Insert tab; click on Footer.
This will provide you with options on the layout for a Footer.
Click on the Blank option. You are now going to enter the document filename into the Footer. Click into the first field and type Highbury College. Press the tab key twice to skip to the right side of the page and enter your student number. The footer will then look like this.
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Formatting Header and Footer Text It is possible to alter the formatting of the text in a Header or Footer in the same way as you would format text in the body of a document. To edit the header or footer, select the Insert tab, click on the down arrow next to the header or footer command and select Edit from the menu.
Highlight Highbury College in the footer and then select the Home tab.
Alter the font size to 10
Click on the Italic command
In addition to entering or editing text in the Header or Footer using the Header or Footer commands on the Insert tab, you can double-click in either of these areas. This will take you straight into the area and open the Header and Footer Design Tools tab. Now click on the Close Button on the Header and Footer toolbar.
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The filename in the footer has now been altered to a font size of 10 and changed to italic.
Deleting Text in a Header or Footer Double-click in the header area now. The Header tab and dashed blue line indicate that it is now open for editing.
Highlight the page number in the header and press the Delete key on the keyboard.
Now highlight the date and delete it. Click on the Close command on the Ribbon. The page number and date have been removed from the header. Close the SPAIN1 document without saving the changes.
Remember
Always use the Page Numbering command to ensure the page numbers update with each additional page.
Header and footer text can be formatted and deleted in the same way as any other text.
Double click in the header or footer area to enter or edit text directly.
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Applying Bullets and Numbering to a List When you wish to list information in your document, it will look more professional if it is displayed as a bulleted or numbered list. Open a new document and type the following recipe exactly as below using the Return key to start each new line.
Victoria Sponge Ingredients 130g butter or margarine 130g sugar 2 medium eggs 130g self-raising flour 2 round15cm greased cake tins Method Switch the oven on to Gas mark 4 or 360 F or 170 C Beat together the butter and sugar until soft Add the eggs one at a time and beat in well Sieve the flour into the mixture and fold in with a metal spoon Divide the mixture evenly between the two tins Spread the mixture over the tins Bake on the middle shelf of the oven for 20 – 25 minutes
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Now highlight lines 3 to 7 and click on the Bullets icon on the Home tab.
Now click anywhere in your document to un-highlight the text. Your document will now have bullets applied to the list of ingredients as shown below.
You will notice that the list is indented slightly from the left margin. Microsoft Word automatically indents bulleted lists in your document for you. To remove the bullets highlight all of the text in the list and click on the Bullets icon again. The bullets have been removed. Click anywhere to un-highlight the text. Now highlight the lines and apply the bullets again.
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Now highlight the 7 lines underneath the Method heading. This time click on the Numbering command on the Home tab
Now click anywhere in your document to un-highlight the text. The steps in the Method are now a numbered list.
The numbers can be removed by highlighting the list and clicking on the Numbers icon again Save the document in your Documents folder as Bullets and Numbering and close it.
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Remember 
Use Bullets and Numbering to make lists look more professional

Bullets and numbers can be selected before you type a list. Each time you press Enter a new bullet or number will be placed at the start of the line
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Using Tabs Tabs are used to line up columns of text in a document. In Microsoft Word there are several different types of tabs that you can use to line up text. Below is a list of tabs that are available.
The left tab will align the text to the left hand side of the column.
The centre tab will align the text to the centre of the column.
The right tab will align the text to the right hand side of the column.
The decimal tab will align numbers by the decimal point.
The bar tab will draw a vertical line on a document.
The first line indent tab will set the first line of a paragraph.
The hanging indent tab defines the left margin of every line except the first line in a paragraph.
In order to use tabs the Rulers have to be visible. Open a new document and if rulers are not visible select the View tab and click in the Rulers box in the Show group.
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By default the Left tab will be selected When you press the Tab key on the keyboard the cursor will be tabbed to a default position. These are shown by small marks under the ruler
The Tab key is used to tab text a default amount.
The Backspace key is used to move the tab position backwards towards the left margin. Type in the following text: Extension Number. With the cursor positioned at the end of the text press the Tab key on the keyboard once. The cursor will now move forward a default amount. Now type in the following text: Alexandra. Press the Tab key again and type in the following text: Ext 2121.
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Your document should look like the example below.
Now press the Enter key and type in the following text: Extension Number. Now press the Tab key on the keyboard once. Now type in the following text: Antonio. Press the Tab key again and type in the following text: Ext 2176. Now press the Enter key and type in the following text: Extension Number. Now press the Tab key on the keyboard once. Now type in the following text: Francesco. Press the Tab key again and type in the following text: Ext 6493. Your document should now look like the following example.
By using the Tab key the text has been lined up in columns and this makes the layout of the text clearer. To add a tab in a specific position first select the type of tab you require by clicking on the tab icon at the left end of the top ruler
Then click on the ruler at the position you require. You can add several tabs of different sorts along the ruler for example: Left tabs
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decimal tab
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If you point your mouse cursor at a tab and then click on it, a thin, dotted, vertical line will show in your document.
Whilst holding the left mouse button down, you can move the tab to left or right. If you wish to remove the tab, drag it downwards off the ruler and it will be deleted. Save the document with the file name: Tabbing. Close the document.
Importing information As well as inputting text you can also import text or other information into your document from another source. This could be another file on the computerâ€&#x;s hard drive, a file on a memory stick or camera, or from a scanner. Importing text Open the document Spain1 in the Word Processing Level 1 workfiles folder. Place the cursor at the end of the last sentence and press Enter twice. Then select the Insert tab and in the Text group click on the down arrow next to Object. Click on Text from File.
This opens up the Insert File window. Navigate to the Word Processing Level 1 workfiles. As you are using Word, all the Word files in the folder will show. Click on the document Spain2. .Click on Insert and the text will be inserted into your document. Close the document without saving the changes. Word 2010 Level 1
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Importing pictures and Clip Art Open a new document and select the Insert tab. Click on the Picture command in the Illustrations group.
This will open the Insert Picture window and here you can navigate to the picture you want to put in your document. Look in the Word Processing Level 1 workfiles and find the file called frost.jpg . Click on Insert and the picture will appear in your document. There are small circles – called handles – at each corner of the picture and these are used to re-size the image.
If you point to one of the corner handles the cursor will change to a double headed arrow. You can left click and hold the mouse button and drag the handle to make the picture smaller or larger. When resizing pictures always use the corner handles, not the square side handles, to ensure the picture keeps its proper proportions. Inserting Clip Art is done as follows.
Make sure the Insert tab is selected and click on Clip Art in the Illustrations group.
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Type computer into the Search for box
and the click on Go.
In the lower part of the panel pictures to do with computers will be shown. Click on the first picture and it will be inserted into your document.
The same sizing handles are on the corners of the clip art and it can be resized in the same way as the picture was. Close the document without saving the changes.
Remember
Always re-size pictures and clip art using the corner handles to maintain the correct proportions. Using the side handles will distort the image.
If you use pictures from the Internet they are someone’s property. Some people allow their pictures to be used by others but you have to make sure first. Some people charge a Royalty fee.
Clip art in Word is Royalty free and you can use it whenever you like.
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Combining information from different sources Open the document SPAIN1 which is in the Word Processing Level 1 workfiles folder. Place you cursor at the end of the document and press the Enter Key twice. Select the Insert tab and click on the down arrow next to the Object command in the Text group. Select Text from File. Navigate to the Word Processing Level 1 Workfiles folder, select the document Spain2 and click on Insert. Now place the cursor at the beginning of the sentence „Deserts border…‟ On the Insert tab select the Clip Art command and search for Spanish Flag Click on the second option and it will be inserted into the document with the lower right corner where the cursor was.
In order to make the text fit in better with the picture you will need to use the Wrap Text command.
With the picture selected the Picture Tools Format tab is displayed. Click on the Wrap Text command in the Arrange group
And then on More Layout Options.. This window will open. You want the clip art to
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be on the left side of the page with the text on the right of it.
Click on Square
And then on Right only.
Click on OK.
The document will look like this:
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Place the cursor at the lower right re-sizing handle, click and drag the handle inwards to make the image smaller, until the sentence beginning „Many areas benefit….‟ is on a line on its own.
Close the Clip Art panel using the cross at the top right corner.
Place the cursor at the beginning of the paragraph starting „Spain boasts a…‟. On the Insert tab click on the Picture command in the Illustrations group. Navigate to the picture called Coast1.jpg in the Word Processing Level 1 Workfiles folder. Click on the picture and then click on Insert. The picture is inserted in the document with the lower right corner where you placed the cursor
This time you are going to wrap the text on the left side of the picture only. With the picture selected click on the Wrap Text command on the Picture Tools Format tab. Again select More Layout Options.
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This time click on Square
and Left only.
Click OK
The text is all on the right at the moment but if you point to the picture the cursor will change to a crossed arrow. If you then click and hold the left mouse button down you can drag the picture over to the right side of the document.
Use the bottom left corner re-sizing handle to make the picture smaller until it fits the paragraph about the coastline. You can move the picture using the crossed arrows if you need to make small adjustments to its position.
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The document will look like the one below.
Clip Art
Imported picture
Imported text
Save the document in your Documents area as Importing Information. Close the document.
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Exercise 2. 1. Open the document Visits which is in the Word Processing Level 1 workfiles folder. 2. Import the file Visits update found in the same folder. Place it at the end of the Visits document and adjust the line spacing if necessary. 3. Insert a hard Page Break at the end of the text about Oak Tree Park so that Willow Farm is on a new page. Remove any blank lines at the top of the second page. 4. Insert the picture Azalea.jpg so that it is placed in the paragraph beginning „Here are 50 acres….‟ In the section about Oak Tree Park. 5. Wrap the text using the Square option and wrap text on the Left only. 6. Resize the picture so that it fits neatly with the paragraph. 7. Change the title of the document to PLACES TO VISIT ON YOUR HOLIDAY. Centre the title. 8. Insert a Header. Use the Blank option. 9. In the left field type Rose Cottage Holidays. 10. In the middle field insert a page number. Use the Current position and Plain number options. 11. In the right field insert the date. Use the third option down and do not use the Automatic update option. 12. Insert a Footer and use the Blank option. 13. Type the word Derbyshire in the left hand field 14. Change the format of Derbyshire to be Font Size 14 and Italic. 15. Save the document as Exercise 2. Save it in your Documents folder. Check your document against the one on the following pages.
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The page number should have updated to 2
Derbyshire
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Styles You may have noticed that there are different heading styles in this workbook. The main heading above, “Styles” is Font face Arial, font size 14 and bold. Sub-headings such as “Applying Styles to Headings” below are Font face Arial, Font size 12 and bold. Keeping the style of the heading consistent gives a document a clear and professional appearance. When typing a document which needs headings and sub-headings, it is possible to alter each one as you go. If it were then decided that the headings and sub headings needed to be changed it would mean going through and changing all of them individually which would be very time consuming. If, however, Styles had been applied to the document, the alterations can be made to the Styles themselves and Word will then change all the headings automatically. The following exercise will show how styles can be used. Applying Styles to headings Word has many in-built styles which can be applied to your text. They are found on the Home tab. Open the document Visits situated in the folder called Word Processing Level 1 workfiles. This is the one you used to practise Text formatting in a previous exercise. In case any of the changes you made before have been saved accidentally highlight the whole document using Ctrl and A. With the Home tab selected make sure the Font Face is Times New Roman, the Font Size 12 and that the bold, italic and underline commands are deselected. Place the cursor at the end of Manor Park House and Gardens, press Enter twice and type Opening Times. Do the same underneath Oak Tree Park. Highlight the document title, make sure the Home tab is selected and click on the down arrow towards the right side of the Styles group
This will open a new window giving you the option of several styles as shown on the next page.
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Here there are pre-set styles for several different types of text eg Normal (the main body of the text), Title, Heading 1 Heading 2 etc. With the document title highlighted run your mouse pointer over the different options to see how they affect the text. Click on the Title option. If you look in the Font group on the Home tab you will see that the title text is now in the Cambria font, size 26 with a line drawn across the page.
Click on the down arrow next to the font colour command and you will see that the Font Colour has automatically changed to a shade of blue.
The heading now looks like this
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Now highlight‟ Manor Park House and Gardens‟ and then select Heading 1 from the dropdown list in the Styles group Highlight „Opening Times‟ and select Heading 2 then highlight the sentence beginning „Open all year…‟and select Intense Emphasis from the drop down list. If you click anywhere in the rest of the text about Manor Park you will find it is set as Normal in the styles group. Your document will now look like this
These are the default settings for the Office 2010 style. Change the styles the for Oak Park details, applying Heading 1, Heading 2 and Strong Emphasis as before You now have a document with a consistent look which looks like the example on the next page.
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If the Navigation Pane is not visible on the left of your screen, select the View tab and click in the Navigation Pane box in the Show group. Now that you have applied Styles to you document all the text formatted as Heading 1 and Heading 2 will be listed in the Navigation Pane.
Heading 1
Heading 2
Click on the black arrow to hide Heading 2
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Click on the white arrow to show Heading 2
By clicking on one of the headings in the Navigation pane you will be taken straight to that part of the document without having to scroll through it. You can also move a whole section of text simply by moving the heading in the Navigation Pane. The heading plus all the text belonging to it will move to the new position. These are big advantages of Styles if you are dealing with a long document. Save the document under the new name Applying Styles – remember to use the Save As command and save it in your Documents area.
Remember
Styles make producing a consistent looking document easy
They are particularly important if you are working with a long document with lots of headings and sub-headings
Once Styles have been applied you have a quick and easy way of navigating a long document
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Exercise 3 1. Open the document Healthy Living found in the Word Processing Level 1 workfiles folder. 2. Adjust the Page Margins choosing the Narrow option 3. On the Home tab apply the Title style to the words „Healthy Living‟. 4. Apply the Heading 1 style to the words „Diet‟, „Exercise‟, „Alcohol in Moderation‟ and „Try to Stop Smoking‟. 5. Apply Heading 2 to the seven sub-headings in the Diet section (starting Eat lots of fruit and veg) 6. Apply Heading 2 to the three sub-headings in the Try to Stop Smoking section (starting Younger Looking Skin). 7. Apply Heading 2 to „The benefits of physical activity include:‟, „Recommended activity levels‟, „The NHS recommends:‟ and “Benefits of stopping smoking‟. 8. Apply Heading 3 to the 3 sub-headings under „Benefits of stopping smoking‟. 9. Increase the font of the first line underneath the title to size 14. 10. Highlight the six lines in the exercise section, starting with ‘better health‟ and apply Bullets to them. 11. Apply Bullets to the two lines under „Recommended activity levels‟ in the same section. 12. Apply Bullets to the two lines under „The NHS recommends‟ in the Alcohol section. 13. Insert a Hard Page Break before the exercise section, removing any blank lines at the top of the page 14. Open the Navigation Pane if it is not already visible (View tab). 15. Save the document as Exercise 3. Save it in your Documents area. Check your document against the one on the next two pages and check the Navigation Pane is the same.
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Navigation Pane
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Templates Microsoft Word has many inbuilt templates which you can use. Templates are covered in greater depth at Level 2 but at Level 1 you will learn how to enter text into an existing template. Select the File tab and click on New. The following window opens
Click on the icon labeled Flyers and then click on the folder labeled Event Flyers
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Click on the Summer event flyer and then click on Download.
The writing on the template is all contained in square brackets [ ] and this is known as Placeholder text. If you click into one of the square brackets you can add whatever text you wish and it will appear on the flier in the same font as in the placeholder text. All the design work has been done for you!
Click into the top bracket. The text is highlighted and you can type directly. Type in 2011. Now click in the second bracket and type Summer Beach Party.
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Continue clicking in each placeholder in turn entering the following: Saturday 25th August Eastney Beach In front of the beach huts Food provided but please bring your own drink. Beach volleyball, cricket, bouncy castle for the children, music by the Beach Boys. Highbury College The finished flyer will look like this.
Save the file in your Documents area as Flyer. Close the document.
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Return to the Home tab and New. Click on Memos
and download the Memo (Simple design)
This is a straightforward memo template with placeholders for your own text. Fill in the placeholders with text of your own. Close the template without saving the changes Spend some time looking at other templates. Bear in mind that Microsoft is an American company so you will find some of the language used is not what we would use in this country. Zip Code is equivalent to Post Code, ST is equivalent to County, ResumĂŠ is equivalent to CV.
Document Information Different types of document will require different information in it and it is important to know which information different documents require. A letter to a friend would only need your address in it but a formal letter such as a job application would need more information. As well as your own address you would need to include the name of the person you are writing to and their company address. You would also need to include a reference to the job you are applying for as in the example below. If you had enclosed something such as a CV you would need to write Enclosed at the bottom of the letter to show that something has been put in
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with your letter. If you had to send copies of a letter to other people you would need to write Copies to: at the end of your letter with the names of the people you had sent them to. For example Copies to: Mr S Jones Ms C Robinson If you were writing a CV you would need to include details of your current job, and previous jobs with brief details of your responsibilities. Also your education and any qualifications you have. You would need to give a brief description of the kind of person you are and you might also include any interests you have which are relevant to the job you are applying for If you were writing a document such as a report with several pages, you would need to include page numbering. You might also need to have the date of the report and your name as author of it to be included in a header or footer. You might need to have pictures, diagrams and tables in the report to help make the subject clearer for your readers
Remember Your document will need different information depending on what you are writing. This might include
Your name, address phone number, date of birth
The name and address of the person you are writing to
Details of employment
Details of education and qualifications
Page headers and footer with page numbering, dates, author’s name or other information
Tables, diagrams, pictures
Text or other information imported from another source
Copyright or other symbols
Text to show you have enclosed something in with a letter
Text to show you have sent copies of a letter to other people
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Using Tables Using tables is a way of displaying data in rows and columns such as a school timetable or a list of names, addresses and phone numbers. Rows run across the table and columns run down. The individual spaces in the table are called cells Inserting data into an existing table Open the document Class 3a Timetable which is the Word Processing Level 1 Workfiles You will see there are several blank cells. To navigate round a table you can Click into an individual cell to place the cursor in it
Use the Tab key to move from one cell to the next one to the right. Pressing the tab key at the end of a row will place the cursor in the first cell of the next row down
Use the up and down arrow keys on the keyboard to move to cells in the same column
If you are adding data into a few widely scattered cells it is probably quicker to click into the individual cells. To fill in data in many adjacent cells it is best to use the tab key and to enter data in several cells in a column use the up and down arrow keys To practise using all three methods you are going to complete the timetable Click into the empty cell for Lesson 2 on Tuesday and type in Numeracy. Press the down key on the keyboard twice and the tab key once. This should take you to Lesson 3 on Wednesday. Type I T. Use a combination of the tab key and up and down keys to fill in the blank cells for Wednesday, Thursday and Friday with the following text Lesson 5 on Wednesday – Music Lesson 4 on Thursday – Geography Lesson 5 on Friday – Assembly Click into the cell for Lesson 4 on Tuesday and type History
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The table will now look like this
Lesson 1
Monday Numeracy
Tuesday Literacy
Wednesday Numeracy
Thursday Literacy
Friday Numeracy
Lesson 2 Break Lesson 3 Lunch Lesson 4
Literacy B Games L Science
Numeracy R Drama U History
Literacy E IT N Science
Numeracy A PE C Geography
Literacy K Art H Science
Lesson 5
History
Geography
Music
IT
Assembly
Close the document without saving the changes. Inserting a new Table Microsoft Word makes it easy to insert a table into your document. Before you continue make sure that you have a new document open. Click on the Insert tab and then on the Table command.
This will produce a grid. Move your mouse across and down the grid until you have highlighted 3 columns and 5 rows. Now click the left mouse button.
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This will produce an empty table in your document as shown below.
Now enter the following text in the table as shown below. Remember to press the Tab key on the keyboard to move between the cells in the table. Class One Maths Chemistry Art Biology
Class Two History Computing Physical Exercise Geography
Class Three Languages Drama Religious Studies Music
You can alter the data in a cell by highlighting it and typing the new data in. Position the cursor at the front of the word Art in column one and highlight the word. Now type the new word Crafts over the highlighted word Art. The text is now altered. Save the document as Tables in your Documents area but keep it open. Adding Rows and Columns When the cursor is positioned anywhere in a table, Table Tools Design and Layout tabs appear.
These are the tabs you will need to use to alter the appearance of a table.
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Adding Rows To add more rows to the end of a table, position your cursor in the last row and press the Tab key on the keyboard. To demonstrate this, position your cursor after the word Music in the last row and press the Tab key on the keyboard.
You will see that a new row has been added to the table.
To insert a row between other rows you will need to use a different method. Position the cursor in the first column, third row down.
Click on the Layout tab.
Now click on the Insert Above command in the Rows and Columns group A new row will be inserted into the table above the row your cursor was positioned in. If you wanted the row to appear below the row your cursor was positioned in then you would choose the Insert Below command.
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Adding Columns Position the cursor in the first row of the second column of the table. Click on the Layout tab (if it is not already selected).
Now click on the Insert Left command. A new column has been inserted into the table to the left of the column in which the cursor was positioned. If you wanted the column to be inserted to the right of the original column then you would choose the Insert Right command. The table should now look like this:
Deleting a Column or a Row To delete a row or column, position the cursor anywhere in the row or column to be deleted. Position your cursor anywhere in the third row which you added previously. Click on the Layout tab, and then on the Delete command.
From the options that appear, click on Delete Rows.
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The row has now been deleted from the table. To delete the column you added earlier, position the cursor anywhere in the second column. As previously, click on Layout tab and then on Delete. Select the Columns option. The column has now been deleted from the table. Keep the document Tables open for the next exercise Selecting All or Part of the Table Make sure the document Tables is is open. Position the cursor anywhere in the table. Click on the Table Tools Layout tab, the Select command and then the Select Table option.
This will highlight the whole table. Note that this has the same effect as clicking on the top left-hand corner of the table.
icon at the
Now click anywhere in the document to un-highlight the table. Selecting a column is very similar to selecting the entire table. Position the cursor anywhere in the second column. Click on the Select command on the Table Tools Layout tab and then click the Column option. This will highlight the column that the cursor is positioned in. To highlight a row follow the above instructions but select row instead of column. Position the cursor anywhere in the first row and follow the above instructions to highlight the row. Now position the cursor in the first column, third row and practice highlighting the cell only by following the above instructions but selecting cell instead of row. Keep the document Tables open.
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Remember
You can use the cursor, Tab key and Up and Down keys to navigate between cells of a table.
You can insert and delete rows from a table using the Table Tools Layout tab.
You can select the whole table by clicking the small cross at the top left corner of the table.
You can select other parts of the table by using the Select command on the Table Tools Layout tab.
It is also possible to select a row by moving the mouse pointer to the left hand margin. When the pointer changes to a white arrow click the left mouse button once.
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Format Cell Alignment The contents of the cells in a table can be aligned in several ways. Select the cells you want to align – click on the blue cross at the top left of the table if you want to align the whole table. Click on one of the Alignment commands found in the Alignment group on the Table Tools Layout tab
If you point to each one an explanation of each icon will be shown as below.
Modifying Column Widths When working with text in a table you may find that you need to adjust certain columns in order to make the text fit neatly into the table. Make sure the document Tables, which you created previously, is open. Click into the second column and click on the Layout tab.
Now click on the small arrow in the corner of the Cell Size group.
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In the Table Properties window which opens, select the Column tab.
To alter the column width you can either use the arrows or type the new measurement in the box. Now change the width of the column to 5cm. Click on the OK button to close the Table Properties Window. The column width has now been altered to 5cm. Now change the width of the first column to 6cm. Keep the document Tables open for the next exercise.
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Modifying Row Heights Make sure the document Tables is open. Click into the first row of the table and open the Table Properties window as previously. Now click on the Row tab. To alter the height of the selected row you will need to click in the Specify height box.
Now alter the measurement in the Specify height box to read 1cm. Remember you can either use the arrows or type in the new amount. Now click on the OK button. The height of the first row will now be set at 1cm. Now select the last row of the table and alter the height to 2cm. Keep the document Tables open for the next exercise.
Remember 
You can alter the height of a row or the width of a column by clicking on the arrow at the bottom right of the Cell Size group on the Table Tools Layout tab.

Make sure the cursor is in the row or column you want to modify.
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Table Borders By default Microsoft Word automatically applies borders around the table but it is possible to remove the borders in the table. Highlight the whole table by clicking on the 4-way arrow symbol that appears when you move the cursor over the table.
The entire table should then be highlighted.
Click on the Design tab.
Now click on the arrow to the right of the table borders command
This drop down list appears
Now click on No Border.
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Then click in any clear area to un-highlight. This will now remove the borders from the table. To reinstate all the borders in the table, highlight the table by moving the cursor over the table and clicking on the 4-way arrow icon. Click on the Design tab and then click on the arrow to the right of the borders command.
Click on All Borders. Click on any white area to un-highlight the table.
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Modifying Cell Border Width It is possible to modify the thickness, design and colour of the table and cell borders. Select the whole table. Now click on the Design tab and the Borders downpointing arrowhead.
Click on the Borders and Shading menu option. This will produce the Borders and Shading window.
Select the Borders tab if it is not already selected.
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Use the scroll bar to scroll down and click on the three bar line.
Now click on the arrow next to the Color box and choose the colour red.
Click on the arrow next to the Width box and choose the 3pt option.
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Choose the All setting and finally click on the OK button. Click anywhere on your document to un-highlight the table. The border of the table has been altered to display a three-line border with a colour red and width of 3pt. Now alter the border of the table to display the border in 1½ and in the colour black (remember to select the table). Adding Shading to Cells If you wish certain cells to stand out in your table then applying shading will achieve this. Select the first row of the table by moving the mouse pointer to the left hand margin. When the pointer changes to a white arrow click the left mouse button once. Click on the Design tab and then the arrow next to the Shading command.
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When this window opens click on the third grey shading up from the bottom of the left hand column. It will be applied to the row.
Now apply the same grey shading to the last row of the table. Close the document, saving the changes Merging cells A table will often need a heading to describe the contents of the table. In order to do this you will need to merge the top row of cells into one so that you can type the heading in without trying to fit it in one cell. Open a new blank document and insert a table 7 columns wide by 6 rows. Select the top row (click somewhere in the row and then select the Table Tools Layout tab, click on the Select command and choose row from the drop down list) The whole row will be selected as below.
On the Table Tools Layout tab click on the Merge Cells command
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Click outside the row and you will see that the cells of the row have merged into one.
You can now type a table heading into the row and centre it if you wish. You should always merge the cells before adding any content
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Adding Borders to Your Document Applying a Page Border By adding a border to certain documents (posters, certificates etc) their appearance can be further enhanced. Open a new document. Select the Page Layout tab.
Click on the Page Borders icon in the Page Background group. The Borders and Shading window will open.
Notice that the Preview shows you the changes you are making to the Page Border
Now click on the Page Border tab. This will show the options available for page borders.
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These options allow you to choose what type of frame you wish to insert around your document. Click on the Box option. This area allows you to choose what type of line you want the border to be made of.
Click on the broken line style.
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This is where you can choose what colour to apply to the border. Click on the arrow next to the Colour box and choose a red colour.
This is where you can adjust the width of the line. Click on the arrow next to the Width box and choose a 3pt line thickness. This is where you can choose an art image to use as a border.
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These buttons allow you to apply a border to a particular side or sides only.
For this practice exercise you will not use these buttons as you are going to apply a border to all the sides of the document. Now click on the OK button. Your document will now have a border similar to the example below.
Now close the document without saving the changes.
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Applying a Border to a Paragraph It is also possible to apply borders and shading to a paragraph to make the paragraph stand out from the rest of the text. Open the file called TECHNOLOGY (this file is situated in the folder called Word Processing Level 1 Workfiles in your student area). Place the cursor somewhere in the first paragraph. Select the Page Layout tab and click on the Page Border command. Select the Borders tab on the Borders and Shading window. Click on the Box style border.
Click on the solid line Style
Select a Blue Colour
and a 3pt line Width
Notice that the Apply to box says „Paragraphâ€&#x;. Now click on the OK button.
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Your paragraph will now have a blue border placed around it, as shown in the example below.
With the cursor still in the first paragraph change the border to a box style with a ½ pt line width and a colour of black. Applying Shading to a Paragraph It is also possible to apply shading to a paragraph to make the paragraph stand out from the rest of the text. Place the cursor in the second paragraph and click on Page Borders on the Page Layout tab. Now click on the Shading tab.
This will show the shading options available.
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Click on the arrow next to the Fill box.
Click on the middle grey colour from the colours available and click on the OK button. The second paragraph will now have grey shading.
Now close the TECHNOLOGY document without saving any changes..
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The Word Count Feature Microsoft Word has a useful feature that will count how many words are in a document. If you have to type in a certain amount of words or you have a maximum amount of words you are allowed to use, then this is a useful feature to use. Open the document: SPAIN1, this file is situated in the Word Processing Level 1 folder in your student area. At the bottom left of the Word window, just above the Task Bar, you will see the number of pages in the document and the page that is currently being displayed. In this case you are looking at page 1 of a document that is 1 page long.
Also displayed is the Word Count. This document contains 319 words. A more detailed description of the document is available using the Word Count command in the Proofing group on the Review tab.
Click on this now.
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This will display the Word Count window as shown below.
This window will show you the pages, words, characters and paragraphs used and how many lines are in the document.
You can apply the Word Count to a paragraph or other block of text as long as you highlight it first. Close this window by clicking on the Close button. Close the SPAIN1 document. If the following message appears, click on the Don’t Save button.
Remember
The Word Count is found on the Review tab.
Word Count can apply to the whole document or just a section. The section has to be highlighted first.
You do not have to highlight text if you want a word count of the whole document
At the bottom of the window above the Task Bar you will find details of the number of pages and words used in your document
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Proofreading a document The importance of proofreading (checking) your work cannot be overstated. Always take the time to proofread your work especially if the work is part of an exam. Always read slowly when you are proofreading and proofread at least twice to double check your work. Proofreading is not a natural ability; it is an acquired skill. Hints for successful proofreading:
Cultivate a healthy sense of doubt. If there are types of errors you know you tend to make, double check for those.
Read very slowly. If possible, read out loud. Read one word at a time.
Read what is actually on the page, not what you think is there. This is the most difficult skill to acquire, particularly if you are reading something you have written yourself.
Proofread more than once. If possible, work with someone else.
Professional editors proofread as many as ten times. Publishing houses hire teams of readers to work in pairs, reading out loud, and still errors occur. Remember that it is twice as hard to detect mistakes in your own work as in someone else's work!
Spell Checking a Document It is always a good idea to spell check your document before you print or send it. With the built-in Spell Check function in Word there is no excuse for spelling mistakes in your documents. However, it should be borne in mind that the Spell Check will not pick up alternative spellings, e.g. there, their, they‟re. Before you continue please make sure you have the document GOLF open. To spell check the GOLF document, select the Review tab then click on the Spelling & Grammar command.
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This will produce the Spelling and Grammar window and display the first spelling mistake found in your document.
A list of possible spelling suggestions is displayed here. When spell checking your document the built-in spell checker will not recognise names (the name Lymac in this case) so it will show this as a possible spelling error. To get the spell checker to ignore this word click on the Ignore All button (this button will ignore all instances of this word).
The next spelling error that the spell checker has found is the word aime. The list of spelling suggestions is displayed below and the word aimed is the first word in the list. The spell checker is suggesting that this is the word you should have to type in.
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However the word aim is the correct word that should have been typed in.
Select the word aim from the list of suggested words.
Now click on the Change button. The word aime will now be replaced with the word aim. Now continue to spell check the remainder of the GOLF document making any necessary changes to the spelling.
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When the spell check is complete the following message will pop up instructing you that the spelling and grammar check is complete.
Now click the OK button. You have now spell checked the GOLF document. Close the document GOLF without saving the changes.
Remember
Proof read your work at least twice, particularly if for an exam or for printing.
Use the spellchecker but do not rely on it alone.
The spellchecker will not highlight a word which is spelled correctly even if it is not the word you want. Eg you want the word ‘three’ but you make a typing error and type ‘there’. This will not be picked up as a spelling error.
Careful proofreading along with spellchecking is the best way of ensuring that your document is accurate.
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Preview a Document The Print Preview function will show you how your document will look before you print. You may wish to see if the margins are correct, or if it will look better in another orientation; Landscape for example. It is also always advisable to preview your work before you print, as this will save paper. Open the file GOLF. This file is situated in the Word Processing Level 1 workfiles folder in your student area. The Print Preview window can be found either by 
selecting the File tab and clicking on Print or

by clicking on the Print Preview icon Toolbar.
on the Quick Access
Either way you will be taken to the Print Preview window as shown below
The document is displayed on the right side of the screen.
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Beneath it you will find the zoom feature which you can use to enlarge the document so you can read it more easily.
You can also see how many pages there are in you document and which page you are looking at. Return to the document by selecting the Home tab. Another way you can look at a document is by using the commands in the Zoom group on the View tab An alternative method for changing the size of the page on the screen is provided on the View tab.
The Page Width command changes the document size so that it just fits the width of the Word window. The Two Pages command allows two pages of a document to be viewed side by side. You will see that the document GOLF occupies only the left side of the screen leaving space for a second page. The One Page command allows the whole page to fit on the screen. Now click on the Zoom command that has the magnifying glass icon. This opens the Zoom window as on the next page.
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It is possible to change the zoom by clicking on the up or down arrow; this will change the zoom by 1% at a time. Try clicking on the Page Width, Text Width and Whole Page options in the Zoom window. When you have finished looking at the available zoom options, click on the OK button. Now close the document down without saving the changes.
Using Text Files in Word Microsoft Word gives you the ability to add many features into a document like tables, images, charts as well as formatting features like bold, italic, underline etc, which are not available in a simple text document. A simple text document does not have the capability to handle such features so it can only display unformatted text. If you were to open a Word document into a text application, e.g. Notepad, any formatting (bold, italic, tables, images etc) would be lost. The advantage of a text file is that it can be read by any computer system regardless of what software is loaded into it whereas a Word document usually needs the application Microsoft Word installed before the computer can read it. Microsoft Word has the ability to open a text document and convert it to a Word format document. This would allow you to add the formatting like bold, italic, tables, images etc, that are associated with a Word document.
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Opening a Text File in Word You will now open a text document and convert it to a Word document. Make sure you have Microsoft Word open. Select the File tab and then click on Open.
This opens the Open window from where you can choose which file to open. Navigate to the Word processing Level 1 workfiles folder Now click on the folder called Word processing Level 1 workfiles and click on the Open button.
You are now looking at the contents of Word Processing Level 1 workfiles folder. However as you are using Word to view this folder it is only showing you Word documents. There are actually two text files in this folder but Word is not showing them.
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To see all the files in this folder, not just Word files, you will need to click on the arrow next to the All Word Documents box.
Click on the All Files option You will now be able to see all the files, including the text files that are inside this folder.
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Now click on the text file Healthy and click on the Open button.
The text file will now be inserted into the Word document. Saving a Text File as a Word Document You are now going to save the text file as a Word document. Select the File tab and then the Save As menu option.
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This will produce the Save As window as shown below. As this is a text file, Microsoft Word has automatically set the Save as type format to be a text file – Plain Text.
To convert this text file to a Word document you will need to click on the arrow next to the Save as type box.
Click on the scroll bar up arrow to scroll to the top of the list. Click on the top option – Word Document
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Now click on the Save button. As you have chosen the Word Document option, the text file Healthy has now been saved as a Word document
It is also still saved as a text file. Now close the Word document Healthy. Open the Text File Equality and convert it to a Word document . Close the file Equality
Remember
Text files cannot be produced with any formatting.
If you change the formatting of a Text file and then save it again as a Text file all the formatting will be lost.
To keep any formatting you should save the document as a Word Document.
When you are using Word to view a folder, it will only show you folders and Word documents. To see other file types you must choose the All Files option.
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Using the Print Screen Function The Print Screen function captures a picture of the computer screen at any given moment which you can then paste into a document It is useful if you get an error message on the screen as you can take a copy of your screen and pass it to the technicians who will then understand your problem. Screen prints are sometimes needed when doing a course or producing printed work for an exam. If you had to show proof that you know how to do a Print Preview you could produce a Screenshot of the Print Preview page. To demonstrate how this works, open the file SPAIN1 and using the File tab or the Quick Access Toolbar display the Print Preview page on your computer. You now need to press the Print Screen key on your keyboard. It is found at the top of the keyboard on the right of the F1 – F12 keys. The words might be written Prt Sc Sys Rq
When you press the key a picture of your Print Screen page is copied and stored on the computerâ€&#x;s clipboard Either using the New command on the Quick Access Toolbar or using the File tab, open a new document. With the Home tab selected. Click on the Paste command and the whole of the Print Preview screen will be pasted into your new document as shown on the next page.
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Notice that everything which had been on the screen, including the Windows Taskbar, has been copied. Close the document without saving the changes. Try pasting a few other screenshots into blank documents but do not save them.
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Exercise 4 Open Microsoft Word and open a new blank document. 1. Type in the following text making sure that the text is fully justified. Equality and Diversity What is equality? Equality is ensuring individuals, or groups of individuals, are treated fairly and equally regardless of their race, gender, disability, religion or belief, sexual orientation or age. Promoting equality should remove discrimination in all of the above areas. Bullying, harassment or victimization are also considered as equality and diversity issues. What is diversity? Diversity aims to recognise, respect and value people‟s differences so that they can contribute and realise their full potential. This is achieved by promoting an inclusive culture for all staff and students.
2. Change all the text to Tahoma font size 12. 3. Centre and embolden (make bold) the title of the document – Equality and Diversity. 4. In the first paragraph, second sentence, make the words „remove discrimination‟ bold and italics. 5. Set a tab at 2cm and indent the first paragraph. Repeat for the second paragraph. Highlight each paragraph first. 6. Make sure that the line spacing is kept consistent throughout the document. 7. Copy the title of the document – Equality and Diversity – leave one blank line and position it below the last paragraph and Left aligned. Reduce the font size to 10 and remove the Bold formatting. 8. In the paragraph beginning „Diversity aims…’change the word they to everyone and make the word bold and italic. 9. Apply 1.5 line spacing to the paragraphs beginning „Equality is…’ and ‘Diversity aims….’ 10. Apply Heading Style 2 to „What is Equality‟ and „What is Diversity‟. 11. Save the document in your Documents folder with the filename: Exercise 4. Now check your document with the answer on the next page.
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Close the document.
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Exercise 5 1. Open Microsoft Word is and open a new document. 2. Type the following text Age Equality An equal society recognises people's different needs, situations and goals and removes the barriers that limit what people can do and can be. It is unlawful to discriminate against workers because of age. Employers should ensure they have policies in place which are designed to prevent discrimination in: recruitment and selection determining pay training and development selection for promotion discipline and grievances countering bullying and harassment. There is no statutory upper age limit on the right to claim unfair dismissal or to receive redundancy payments. The default retirement age of 65, is being removed by the Government from 6 April 2011 making compulsory retirement at any age unlawful unless objectively justified. 3. Apply a Title style to the words „Age Equality’ 4. Apply an Intense Emphasis style to the 6 lines after the second paragraph. 5. Apply bullets to the same 6 lines. . 6. Import the document Age Update. Place it beneath the existing typing. Make sure the spacing is correct. 7. Apply the style Intense Quote to the text you have imported. 8. Insert a Header. Use the Blank option. 9. In the left field type your name. In the centre field insert a date (use the third option). In the right field place page number (use the Accent Bar 2 option) 10. Insert a Footer. In the first field, type Age Equality. 11. Format the footer to be in Italics. 12. Spell check the document. Save the document as Exercise 5
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13. Check the document against the one below.
14. Close the document.
Notice the style of bullet that goes with the Intense Emphasis style. .
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Exercise 6 1. Open Microsoft Word and open a new document. 2. Change the Orientation to Landscape and the Margins to Narrow 3. Type in the following. Greenhills Gym and Health Spa Here at Greenhills we are committed to helping people of all ages achieve a healthier lifestyle. We have a range of exercise classes designed to suit all abilities. We offer induction courses to enable people to use the gym and instructors are always on hand to give help and advice. After your exercise, relax in the spa or enjoy a healthy meal in the Spa Bistro. 4. Underneath the text, import the document Gym Classes found in the Word Processing Level 1 workfiles. 5. Increase the height of the rows to 1.5cm. 6. Add a row Above the top row and merge all the cells in the new top row into one cell. 7. In the top row type the heading Daytime Classes. 8. Select all the text and change it to Comic Sans size 10pt. 9. Centre the Title – Greenhills Gym and Spa. Increase the size to 12pt and embolden it. 10. Centre the rest of the text above the table. 11. Select the table and format the cell alignment to Centre. 12. Apply borders to the table using the All option. Double Line ž point colour Blue, Accent 1 (in theme colours) 13. Apply shading to the Time column and the Days of the week row. Use the second lightest blue (Blue, Accent 1 lighter 60%). 14. Put an empty line space above the table. 15. Add a border to the page. Use the Twist style (near the bottom of the list) and colour Blue, Accent 1. It is 3pt as default. 16. Save the document as Exercise 6 in your Documents area. 17. Check your work with the document below.
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Your borders and shading will all be blue on screen. Close the document and close Microsoft Word. Congratulations, you have now completed this workbook and you should now have a good, basic understanding of Word 2010. Please speak to a tutor who will provide you with a scenario to complete.
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