KAMPALA INTERNATIONAL UNIVERSITY

SCHOOL OF MATHEMATICS & COMPUTING

UCC 1100
Computer Fundamentals

MODULE 5:
MICROSOFT OFFICE WORD
 Topics
 Introduction Of Ms. Word
 Word Program Window
 Document Format
 Document Editing
 Move Around
 Cut, Copy, and Paste commands
 Clipboard and Spell Checker
 Document and Page Layouts
 Headers and Footers
 Page Orientation
 Headers And Footers
 Wrapping Text Around Clip Art
 Inserting Symbols, Tables, and Clipart
 Mail Merge
 Protecting A Document Using A Password.
 Opening A Saved Document.
 Saving And Closing A New Document
 Exiting From Microsoft Word
 Printing A Document

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 Introduction of Ms. Word
 Microsoft Word is a word  A word processing program is
processing program used software that allows you to
to create: enter, edit, and format text
 Letters and graphics
 Memos  The files you create using
 Newsletters Word are called documents
 Research papers
 Web pages
 Business cards
 Resumes
 Financial reports
 Other types of documents

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 Word with various objects…

Header
Graphic

Column
Formatted
text

Chart

Table

4
Word Program Window

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 FEATURE DESCRIPTION
1.File Tab .The File tab replaces the Office button from Word 2007. You can click
it to check the Backstage view. This is where you come when you need to
open or save files, create new documents, print a document, and do other file-
related operations.
2. Quick Access Toolbar .It is just above the File tab. This is a convenient resting
place for the most-frequently used commands in Word. You can customize
this toolbar based on your comfort.
3. Ribbon. Ribbon contains commands organized in three components:
 Tabs: These appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are examples of ribbon tabs.
 Groups: They organize related commands; each group name appears below
the group on the Ribbon. For example, group of commands related to fonts or
group of commands related to alignment, etc.
 Commands: Commands appear within each group as mentioned above.
4.Title bar .This lies in the middle and at the top of the window. Title bar shows
the program and document titles.
5. Rulers .Word has two rulers - a horizontal ruler and a vertical ruler.
 The horizontal ruler appears just beneath the Ribbon and is used to set
margins and tab stops.
 The vertical ruler appears on the left edge of the Word window and is used to
gauge the vertical position of elements on the page.
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Continuation……..
6.Help .The Help Icon can be used to get word related help anytime you like.
This provides nice tutorial on various subjects related to word.
7.Zoom Control .Zoom control lets you zoom in for a closer look at your text.
 The zoom control consists of a slider that you can slide left or right to
zoom in or out; you can click the + buttons to increase or decrease the
zoom factor.
8.View Buttons .The group of five buttons located to the left of the Zoom
control, near the bottom of the screen, lets you switch through the Word's
various document views.
 Print Layout view: This displays pages exactly as they will appear when
printed.
 Full Screen Reading view: This gives a full screen view of the document.
 Web Layout view: This shows how a document appears when viewed by a
Web browser, such as Internet Explorer.
 Outline view: This lets you work with outlines established using Word’s
standard heading styles.
 Draft view: This formats text as it appears on the printed page with a few
exceptions. For example, headers and footers aren't shown. Most people
prefer this mode.
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Continuation…….
9.Document Area .This is the area where you type. The flashing
vertical bar is called the insertion point and it represents the
location where text will appear when you type.
10.Status Bar .This displays the document information as well as
the insertion point location. From left to right, this bar contains
the total number of pages and words in the document, language,
etc.
 You can configure the status bar by right-clicking anywhere on it
and by selecting or deselecting options from the provided list.
11.Dialog Box Launcher .This appears as very small arrow in the
lower-right corner of many groups on the Ribbon. Clicking this
button opens a dialog box or task pane that provides more
options about the group.

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 Add Commands on Quick Access
Toolbar
1.To add your most used
commands to the Quick
Access Toolbar, click on the
drop-down arrow next to
the Quick Access Toolbar.
2. The Customize Quick Access
Toolbar option panel will
appear.
3. Click on your desired
command option to be placed
on the Quick Access
Toolbar.

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 Backstage View
 The Backstage view was
introduced in Word 2010.
 This acts as the central place
for managing your
documents.
 The backstage view helps
in creating new documents,
saving and opening
documents, printing and
sharing documents, and so
on.
 Getting to the Backstage
View is easy: Just click the
File tab, located in the
upper-left corner of the
Word Ribbon.

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 Backstage view options:
Option Description

Save If an existing document is opened, it will be saved as is, otherwise it will display
a dialogue box asking for the document name.
Save As A dialogue box will be displayed asking for document name and document type,
by default it will save in word 2010and above format with extension .docx.
Open This option is used to open an existing word document.
Close This option is used to close an open document.
Info This option displays information about the opened document.
Recent This option lists down all the recently opened documents
New This option is used to open a new document.
Print This option is used to print an open document.
Save & This option will save an open document and will display options to send the
Send document using email, etc.
Help This option is used to get the required help about Word 2010 and above.
Options This option is used to set various option related to Word 2010and above.
Exit Use this option to close the document and exit.
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 Document Information (Continuation....)
When you click the Info option available in the first
column, it displays the following information in
the second column of the backstage view:
 Compatibility Mode: If the document is not a native Word 2007/2010
document, a Convert button appears here, enabling you to easily update its
format. Otherwise, this category does not appear.
 Permissions: You can use this option to protect your word document. You
can set a password so that nobody can open your document, or you can
lock the document so that nobody can edit your document.
 Prepare for Sharing: This section highlights important information you
should know about your document before you send it to others, such as a
record of the edits you made as you developed the document.
 Versions: If the document has been saved several times, you may be able
to access the previous versions of it from this section.

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 Select Text
Select Action

Any Text Click at the beginning of the area and press the Shift key as you click
at the end of the area. You can also drag across the text you want to
select.
A Word Double click on the word.

A Line Place the mouse pointer in the left margin. Position the mouse pointer
next to the desired line and click once.
Multiple Lines Place the mouse pointer in the left margin next to the first desired line
and click once. Then press the Ctrl key and click additional lines to
select them.
A Sentence Press the Ctrl key and click anywhere in the sentence.

A Paragraph Place the mouse pointer in the left margin and double click next to any
line in the paragraph.
Multiple Click at the beginning of the first paragraph then hold the mouse button
Paragraphs down while dragging through your desired paragraphs.
A Document Press the Ctrl key then place the mouse pointer anywhere in the left
margin and click once.
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Editing and Proofing Documents
Selecting Text

 Select a word: Click and drag or double-click on the word

 Select a sentence: Click and drag or click in the sentence while holding down the CTRL
key
 Select a paragraph: Click and drag or triple-click in the paragraph or double-click in the
selection area to the left of the paragraph
 Select a block of text: Click and drag or click to the left of the first word, hold down the
SHIFT key, and then immediately click to the right of the last word
 Select a line: Click and drag or click in the selection to the left of the line
 Select an entire document: Triple-click in the selection area or hit the CTRL + A keys
 Undo an action: On the Quick Access Toolbar click the Undo key

Deleting Text

 When deleting text in your document you can either use the Delete key or the
Backspace key.
 The Delete key deletes text to the right of your cursor while the Backspace key deletes
text to the left of your cursor.

14
Navigating Document with Keyboard

15
Continuation………..

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 SUMMARY
(Select text using the Keyboard)

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Moving the Insertion point within
a document.
TO MOVE THE CURSOR PRESS
 1 character to the left Left arrow
 1 character to the right Right arrow
 Down 1 line Down arrow.
 Up 1 line Up arrow.
 To the beginning of the current line HOME.
 To the end of the current line END.
 To the beginning of a document CTRL+Home
 To the end of a document CTRL+End
 To the page above the one displayed on the screen Page Up.
 To the next page (page below the one displayed) Page Down.

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 Create Margins
To change your margins, use the
Margin button found on the
Layout ribbon.
1. Select the entire document text, by
pressing the Ctrl +A, then place the
mouse pointer anywhere on the left
margin, and then click once on the
right mouse button.
2. Select the Layout tab.
3. In the Page Setup group, click on
the Margins button.
4. The predesigned margins panel will
appear.
5. Change the margin by selecting the
top margin button (top and bottom
0.5” – Left and Right 0.5”).

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 Format a Document

 Formats can be applied to any text within your document to change the
appearance of text in a document.

Select text, and then click on your desired format from the Home ribbon.
Format Option Examples:
 • Click on the Bold button to make text bold.
 Click on the Italic button to italicize text.
 • Click on the Underline button to add an underline to text.
 Click on the Bullets button to add a bulleted list to text.
 Click on the Numbering button to add a numbered list to text.

20
Word-wrap and Automatic Features
 Word includes a word-wrap feature
 As you type, the insertion point moves automatically to the
next line when you reach the right margin
 Press [Enter] only when you want to start a new paragraph

 Automatic features that might appear as you

type
 AutoComplete
 AutoCorrect
 Spelling and Grammar

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 Saving a Document
 Save a file for the first time using the Save button on
the Quick Access toolbar or the Save command on
the Office menu
 Assign a filename and a file location to a document
using the Save As dialog box
 After you save a file for the first time, save changes
using the Save button, the Save command, or
[Ctrl][S]
 To create a copy of the file, use the Save As command
under the Office Button.

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Show/Hide Formatting Marks
 Formatting marks are special characters that
appear on screen to help you edit and format
text This formatting
• Formatting marks do mark indicates a
blank line or the
not print end of a paragraph

• Use the Show/Hide ¶

button turn the display
of formatting marks
off and on

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 Cut, Copy, and Paste Text
 The operation of moving text from one location to another is called
copy,cut and paste
 Copy. Copies selected text so it can be placed in another location,
leaving the original text unchanged [Ctrl]+[c].
 Cut. Removes selected text from the current location [Ctrl]+[X].
 Paste. Places selected text that has been copied or cut at another
location [Ctrl]+[v].
 A copy of copied text is placed on the Clipboard
 Cut text is placed on the Clipboard, a temporary storage area for
text and graphics cut or copied from a document
 Two clipboards:
 System Clipboard - holds one item, the last item cut or copied
from a document
 Office Clipboard - holds up to 24 items

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 Copying, Cutting and Pasting Text
1. Select the text to be cut.
2. Click the Home tab
3. Click the Cut button
4. Click within the document where you
want to paste the text.
5. Click the Paste button.
6. Your text will be reinserted into the
location you specified within your
document.

Copying and Pasting Text

1. Select the text to be copied.
2. Click the Home tab
3. Click the Copy button
4. Click within the document where you
want to paste the text.
5. Click the Paste button.
6. Your text will be reinserted into the location
you specified within your document.

25
 Shortcut Keys Used in MS word
Use keyboard shortcuts as a quick way to perform a
command  Menu Bar F10
 Justify-Left Ctrl-L  Next window Ctrl-F6
 Justify-Right Ctrl-R  Normal Style Ctrl-Shift-N Ctrl-Shift-N
 Center align Ctrl-E  Open a document Ctrl-O
 Paste Ctrl-V  Opens a saved document Ctrl + O
 Print Ctrl-P  Outlining-Show Heading 1 Alt-Shift-1
 Print Preview Ctrl-Alt-I  Page number field Alt-Shift-P
 Replace Ctrl-H  Pane-Close Alt-Shift-C
 Save As F12  Shortcut Menu Shift-F10
 Save Ctrl-S  Small Caps Ctrl-Shift-K
 Select All Ctrl-A  Subscript Ctrl =
 Italics Ctrl-I  Symbol Font Ctrl-Shift-Q
 Justify-Center Ctrl-E  Table-remove border lines Ctrl-Alt-U
 Justify-Full Ctrl-J  Table-to column bottom Alt-PgDn
 Close Ctrl-F4  Table-to column top Alt-PgUp
 Close Ctrl-W  Table-to row beginning Alt-Home
 Copy Ctrl + C  Table-to row end Alt-End
 Copy formatting Ctrl-Shift-C  Time Field Alt-Shift-T
 Cut Ctrl-X  To bottom/top of screen Ctrl-Alt-
 Underline CTRL+U PgDn/PgUp
 Underline-double Ctrl-Shift-D
 Underline-word Ctrl-Shift-W

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Continuation…….
 Line-spacing Ctrl-1  Fields-display code Shift-F9
 Line-spacing 1.5 Ctrl-5  Find Ctrl + F
 Line-spacing 2 Ctrl-2  Font Ctrl-D
 List Bullet Style Ctrl-Shift-L  Font Ctrl-Shift-F
 Maximize window Ctrl-F10  Font grow/shrink 1 pt Ctrl- ] or [
 Create a new blank document Ctrl + N
 View-Normal Ctrl-Alt-N
 Go Back Ctrl-Alt-Z
 View-Outline Ctrl-Alt-O
 Go Back Shift-F5
 View-Page Ctrl-Alt-P
 GoTo Ctrl-G
 indent-decrease Ctrl-Shift-M
 GoTo Next/Previous Paragraph Ctrl-Up/Down
 Indent-increase Ctrl-M
 GoTo Next/Previous Word Ctrl-Left/Right
 Increase font size CTRL+SHIFT+>
 Header/Footer-link to previous Alt-Shift-R
 Decrease font size CTRL+SHIFT+<
 Heading Level 1 Ctrl-Alt-1
 Dialog box next tabbed section Ctrl-Tab
 Help F1
 Exit application Alt-F4
 Hyperlink Ctrl-K

27
 Using the Office Clipboard
Click to resize or
move the Clipboard
 The Office Clipboard task pane
appears in the
Clipboard task pane
 Can be set to open Stored
automatically after two items
consecutive cut or copy
actions
 Display manually by Icon indicates the
clicking the launcher in item is collected
the Clipboard group from Word

Click to
change
display
options
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 Finding and Replacing Text
 Find and Replace feature
 Use the Replace command to search for
and replace all instances of a word or
phrase in a document
 Automatically find and replace all occurrences
at once, or
 Find and review each individual occurrence
 Use the Find command to locate and
highlight every occurrence of a word or
phrase in a document
Steps
1.Click the Home tab
2. Click the Find tool
3. The Navigation Pane will open to the left
of the document. In the search document
field, type the word you wish to search
for
4. As you type your word in the search bar,
your results will auto populate below.
Click on one of the search results to
jump to that word in your document

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 Spelling and Grammar Checker
STEPS
1. Click the Review tab
2. Click Spelling & Grammar
3. The Spelling & Grammar checker will open
to the right side of the document.
4. From the Spelling & Grammar tool you can
choose the following options:
 a. Ignore - Ignore the currently selected
misspelled word
 b. Ignore All - Ignore the currently
selected misspelled word and all instances
of the misspelled word in the document
 c. Add - Add the selected misspelled word
to the dictionary so it will not be identified
as a mistake
 d. Suggested Word List - A list of
suggested words for the misspelled word
 e. Change - Apply the currently selected
suggestion to the misspelled word
 f. Change All - Apply the currently
selected suggestion to all instances of the
misspelled word in the document

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 Fonts
 A font is a complete set of characters with the same
typeface or design
 Arial, Times New Roman, Tahoma, and Calibri are
examples of fonts
 Each font has a specific design and feel
 Set Font Size, Color, Style, and Effects
 Font size is measured in points
 A point is 1/72 of an inch

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 Font Styles
 Make text darker and thicker by applying bold
 Click the Bold button to apply bold
 Slant text by applying italic
 Click the Italic button to apply italic
 Underline text for emphasis
 Click the Underline list arrow, then select an
underline style

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Font Effects
 Apply using the Font
dialog box
 Superscript
 Subscript
 Shadow
 Outline
 Emboss
 Engrave
 Small caps

Choose font
effects
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 Font Styles and Effects

48 point, red,
shadow
effect, 80%
character
scale

Italic
Bold

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 Format Painter
 The Format Painter allows you to copy the
format setting applied to selected text to other
text
 Use to copy multiple format settings or
individual ones
 Click the Format Painter button once to apply the
format settings to one item
 Double-click the Format Painter button to activate
the Format Painter and apply settings to multiple
items

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 Line and Paragraph Spacing

 Adding white space to a document can make it

easier to read
 Increase space between lines using the Line
Spacing list arrow
 Increase space between paragraphs using the
Before and After text boxes in the Paragraph
group on the Page Layout tab

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 Aligning Paragraphs
 Paragraphs are aligned relative to the left and right
margins
 Left-aligned text is flush with the left margin and has a
ragged right edge
 Right-aligned text is flush with the right margin
 Centered text is positioned evenly between the margins
 Justified text is flush with both the left and right
margins

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 Aligning Examples

 Change paragraph alignment using the alignment

buttons in the Paragraph group on the Home tab
Right-aligned

Centered

Justified

Left-aligned

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Themes
 Format a document using themes
 A theme is a complete set of theme colors, fonts, and
effects
 Preview a theme before applying it
 Click the Themes button in the Themes group on the
Page Layout tab to select and apply a theme

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 Tabs
 Tabs help you to align text
vertically at a specific
location on a page
 A tab stop is a point on the
horizontal ruler that identifies
a text alignment location
 By default, tab stops are
located every ½ inch from the
left margin
 You can create custom tab
stops
 Text can be aligned to the left,
right, or center of a tab stop, or
aligned with a bar character or
decimal point
 A tab leader, a line that
appears in front of tabbed text

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 Paragraph Indention
 Indenting a paragraph
moves the edge of the
paragraph in from the left
or right margin
 Indent the entire left or right
edge of a paragraph
 Indent just the first line
 Indent all lines except the
first line
 Indent markers on the
horizontal ruler identify
the indent settings for the
paragraph in which the
insertion point is located
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 Bullets and Numbering
 Formatting paragraphs with
bullets and numbering can
help to organize ideas in a
document
 A bullet is a character, often a
small circle, that appears
before the items in a list to add
emphasis
 Numbering the items in a list
helps to illustrate sequence and
priority
 Use the Bullets or Numbering
list arrows to apply, change, or
customize bullet and
numbering styles

42
 Creating Outlines

 To create a hierarchical structure in a list, apply an

outline numbering style
 Click the Multilevel List list arrow to select and apply a
multilevel list style
 Format an existing list
 Demote items using the Increase Indent button
 Promote items using the Decrease Indent button

43
 Borders and Shading
 Adding borders and shading to text can help to enhance the
information in a document
 A border is a line added above, below, to the side of, or around words
or paragraphs
 Shading is a color or pattern that is added behind words or
paragraphs
 Use the Border button or the Shading button in the Paragraph group
on the Home tab

44
Footnotes and Endnotes
 Footnotes and endnotes
provide additional
information
 They consist of two parts
 Note reference mark
 Corresponding footnote
or endnote
 Footnotes appear at the
bottom of page
 Endnotes appear at the
end of the document.
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 Document Margins
 Document margins are the
blank areas between the
edge of the text and the
edge of the page
 To adjust a document’s
margins:
 Click the Margins button in
the Page Setup group on the
Page Layout tab, then click
Custom Margins
 Change margin settings on the
Margins tab in the Page Setup
dialog box
 Drag a margin indicator on a
ruler to a new location

46
 Page Orientation

 Portrait orientation means a page is taller than it

is wide
 The default page orientation for a document is
portrait
 Landscape orientation means a page is wider
than it is tall
 Default paper size is 8.5” x 11”

47
 The Page Setup Dialog Box

– Margins tab
• Change margins, page
orientation, and format the
layout of pages in a multiple
page document
– Paper tab
• Change paper size and
paper source
– Layout tab
• Format sections, format
headers and footers, and
change vertical alignment

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 Margin Options

 Margin options in a multiple page document

 Mirror margins are used in documents with facing
pages, such as magazines
 Inside and outside margins are a mirror image of each
other
 A gutter margin is used in documents that are
bound, such as books
 A gutter adds extra space to the top, left, or inside margin
to allow for the binding
 Set mirror margins and a gutter on the Margins
tab of the Page Setup dialog box

49
 Dividing a Document into Sections

 A section is a portion of a document that is

separated from the rest of the document by section
breaks
 A section break is a formatting mark that shows the end
of a section
 You divide a document into sections when you want to
apply different page layout settings, such as columns, to
sections
 Sections are used to vary the layout of a document
 A document is formatted in a single section by default

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 Types of Section Breaks
 Insert a section break using the Breaks button in
the Page Setup group on the Page Layout tab
Section Function
Next page Begins a new section and moves the text following the break to the top of the next page

Continuous Begins a new section on the same page

Even page Begins a new section and moves the text following the break to the top of the next even-
numbered page

Odd page Begins a new section and moves the text following the break to the top of the next odd-
numbered page

51
Section Breaks Example

Section 1 is
formatted in one
column

Continuous
section break

Section 2 is formatted
in two columns

52
Page Breaks
 As you type, an automatic (soft) page break is
automatically inserted when you reach the
bottom of a page
 Text flows to the next page
 You can force text onto the next page by
inserting a manual (hard) page break
 Use the Breaks button in the Page Setup group on
the Page Layout tab to insert a page break, or
 Press [Ctrl][Enter]

53
 Page Numbers
 Automatically number the
pages of a document by
inserting a page number
field
 A field is a code that serves as
a placeholder for data that
changes in a document
 Click the Page Numbers
button in the Header &
Footer group on the Insert
tab to insert a page number
field
 Select a location, such as
bottom of page
 Select a preformatted page
number and alignment

54
 Headers and Footers
 Add headers and footers to a document when
there is an item you want to appear on every page
 A header is text or graphics that appears at the top of
every page of a document
 A footer is text or graphics that appears at the bottom of
every page of a document
 Headers and footers often contain information
such as document title, author name, dates, and
page numbers

55
 Adding Headers and Footers
 Open headers and footers by clicking the
Header button or the Footer button on the
Insert tab
 Add text to headers and footers by typing in
the Header and Footer areas
 You can also add symbols, borders, graphics, and
other elements to headers and footers
 The Header & Footer Tools Design tab opens
when the Header and Footer areas are open

56
 Headers and Footers Example
 Document text is dimmed when the Header and
Footer areas are open
 Dimmed text can’t be edited
 The Header and Footers areas are independent of the
document itself and must be formatted separately

Header &
Footer Tools
Design Tab

Header area
open with
content control

57
 Clip Art
 Illustrate a document with
clip art
 Clip art is a collection of
graphic images that you
can insert in a document
 Clip Organizer, a library of
clips
 Clips are the media files,
including graphics,
photographs, sounds,
movies, and animations, that
come with Word
 Add clips by clicking the
Clip Art button in the
Illustrations group on the
Insert tab
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 Wrapping Text around Clip Art

 Wrap text around the graphic

 Apply a text wrapping style
 Click the Text Wrapping button in the Arrange
group on the Picture Tools Format tab
Faded image
shows graphic
being dragged

Sizing handle

Floating graphic

59
 Tables
 Tables are useful for presenting text
information and numerical data in a
neat and orderly fashion.
 A Table consists of rows and columns
that intersect to form boxes called cells,
which you can then fill with text,
numbers, or graphics.
Creating a Table Using the Table Menu
1. Click the Insert tab
2. Click the Table icon
3. In the Insert Table drop-down menu, move
your mouse pointer over the boxes until
you have the number of rows and
columns that you want in the table
4. The Live Preview feature will show what
the table will look like in your document.
Click to confirm your table.
5. Your table will be placed within your
document.
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Creating a Table Using the Insert Table Command
 If you need to create a table that
contains more than 10 columns
and/or 8 rows, then you can use the
Insert Table command to designate
how many columns and rows to
enter into your table.
 The following instructions explain
how to create a table using the Insert
Table Command:
output
1. Click the Insert tab
2. Click the Table icon
3. In the Insert Table drop-down, click
Insert Table
4. In the Insert Table dialog box, enter
the Number of columns and rows
for the table
5. Click the OK button

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 Deleting Cells, Rows, Columns, and Tables
1. Select the rows, columns, cells, or whole table that you want to
delete.
2. Click the Layout tab for Table Tools
3. In the Table Tools - Layout tab, click Delete
4. In the Delete drop-down menu, click Delete (Cells, Columns, Rows,
or Table

output

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 MAIL MERGE
 Mail Merge is most often used to print or email form
letters to multiple recipients.
 Using Mail Merge, you can easily customize form
letters for individual recipients.
 Mail merge is also used to create envelopes or labels in
bulk.
 The three files involved in the mail merge process
are:
1. Your main document
2. Your mailing list
3. The merged document

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The Main Document
 You should prepare your
document before you
start the mail merge, so
type that out and save it
now.
 Once it’s ready, you will
then tell Word the type
of mail merge you are
about to start: go to the
Mailings tab and click
Start Mail Merge >
Letters.

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 The Mailing List
 Your mailing list can be stored in a variety
of different locations, such as an Excel
spreadsheet, an Access database, a
directory of Outlook contacts, or an Office
address list.
 It contains the personalised details that will
be combined with the document. Linking Excel Workbook
 If you don’t have a mailing list when you
begin the mail merge, you can get Word
2016 to create one during the merge.
 We recommend that you create the mailing
list before you commence the merge
though, so for this example we’ll assume
you have an Excel spreadsheet that contains
names and address that you want to mail
the letter to.
Link the Mailing List To The Document
 Go to the Mailings tab and click Select
Recipients in the Start Mail Merge Group.
We’re going to assume you have a mailing
list ready to use, although you can create
one on the fly.
 Select Use an Existing List.

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Protecting a document using a Password.
1. Create or open the document you
want to protect with a password.
2. Click File menu and choose info
3. Click on protect document with
padlock & key icon.
4. Select Encrypt with password
option
4. Enter your desired password
5. Click OK
6.Re-type the password again, then
click OK.
NB:Next time to open that document
you need to enter the password set.

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 OPENING A SAVED DOCUMENT.
Purpose.
steps
You open a saved document (i.e., a 1. Click Open on the File menu
document stored on a floppy or on the Standard toolbar (or
disk or on the hard disk of the press CTRL+O) to display the
computer) if you want to: Open dialog box.
 Continue working on it, if it was
2. In the Look in list, click the
saved before completion.
drive or folder where the
 View the data it contains.
document was saved.
 Update it, if the data it contains
represents information that 3. Click the filename from the
changes periodically. E.g., a File list box, then click Open
Weekly report. (or double-click the
 Print the data it contains document you want to open).

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Exiting from Microsoft Word.
 When you have finished working with Microsoft Word, you
exit from it. To exit from Word, make sure all open
documents are saved.
Method 1.
 Click the Close button on the top right hand corner of the
Title bar.
Method 2.
 On the File menu, click Exit/CLOSE.
Method 3.
 Press ALT+F4.
Method 4.
 Double-click the Control Box of the Microsoft Word
program.

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 Saving and Closing a New Document
 To Save a New Document
1) On the Quick Access Toolbar, click the
Save button
OR
2) Click the File tab
3) Click Save As
4) Select the location, the Save As dialog box
will appear
5) In the File Name field, type the name of
the document
6) Click Save

To Close a Document
 1) Click the File tab, and then click
Close
 2) If a Microsoft Office Word dialog box
appears displaying a “Do you want to
save…?” message:
 Click Save to save, Don’t Save to
discard changes, or Cancel to close the
dialog box.

69
 Exercise
1. Identify 2 uses of the SHIFT key in Word processing.
2. (a). Describe the use of each of the following commands in saving a document.
(i). Save.
(ii). Save As.
(b). Outline the steps followed when saving a new document disk.
3. Explain how you can protect a document from unauthorized opening or altering.
4. How can you save a document with a file type different from the one of your Word
processor.
5. Give Three reasons why you would open a saved document.
6. Briefly distinguish between the following:
(a). Full screen mode and Page Layout view.
(b). Status bar and Title bar.
7. What is the function of the following combination of keys in Microsoft Word?
(a). CTRL+Home.
(b). CTRL+Page Up.
8.Explain the functions of the following keys in Word processing.
(i). End. (ii). Home. (iii). Tab. (iv). Spacebar. (v). Backspace.
9.What keystrokes would you use to accomplish the following?
(i). Move your cursor to the beginning of a line.
(ii). Move your cursor to the end of your document.
10.Describe TWO procedures of creating a new document using Microsoft Word.

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 PRINTING A DOCUMENT
 Before you print a document, it is Steps to preview a document
important to make sure that it will  1. Click on File, then choose Print
be printed the way you want it.
Preview (or, click the Print
 Previewing a document enables Preview button on the Standard
you to see exactly the way the pages
will appear when printed, and where toolbar). The mouse pointer
necessary, make any changes to the changes into a symbol that
document. resembles a magnifying glass.
Advantages of previewing a  2. Click inside the document to
document before printing. increase or reduce the size of the
a. To confirm that no details are view.
outside the printable area, and  3. Use the buttons on the Print
that the page layout is okay. Preview toolbar to look over the
b. To go through the document page or make adjustments before
before printing. printing.
c. To save printing papers & printer  4. To exit Print preview, click the
toner because; errors on printouts Close button.
that may require reprints will be
minimal.
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PRINTING A DOCUMENT(continua…….)
Print preview Actual printing setting

72
 Printing of the active document.
Method 1: Example
 1. To print the document using the default  To print Noncontiguous pages, type the page
settings, click the Print button on the nos. with commas between them. Use a hyphen
Standard toolbar. to separate the starting and ending numbers in
the range. E.g. to print pages 2, 4, 5, 6, and 8;
Method 2: type 2, 4 – 6, 8
1. Click on File, choose Print (or, press CTRL+P). To print only odd or even pages.
 This opens the Print dialog box in which you  1. In the Print box, click either Odd pages or
can set the printing options, such as; Even pages.
(a)Select the printer installed in your computer.
(b). Whether to print the whole document or Printing more than one copy at a time.
current page or a range of pages. 1. In the Number of copies box, enter the no. of
(c). Number of copies to print per page. copies you want to print per page.
To print a range of pages. 2. Select the Collate checkbox, if you want a
1. Under Page range, click an option to specify complete copy of the document to be
what you want to print, e.g., All or Current printed before the first page of the next
page. copy is printed
 To print a portion of the document, select the If you want to print all copies of the first page
portion, then click the Selection checkbox and then print all copies of subsequent
To print specific pages; pages, clear the checkbox.
1. Under Page range, click the Pages checkbox.
2. In the Pages box, enter the page numbers or
ranges you want to include.

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Specifying the Print quality, Paper
Printing a folded booklet.
orientation, Paper Type or Paper Size
1. Set up your document as a booklet.
that your printer will use.
2. Click on File, click Print, then set options for
1. In the Print dialog box, click the Properties
printing on both sides of the paper.
button.
 If you're using a duplex printer (one that
 Under Print Quality, select the Normal, Best,
automatically prints on both sides of the
or FastDraft.
paper),
 Note. When you print a document in draft quality,
1. Click the Properties button, set the page orientation
Ms-Word does not print formatting or most to Landscape.
graphics. This makes the document print faster.
2. Set the duplex options, and flip the document on
the short edge or side.
Under Orientation, select the Portrait, or
Landscape.  If you are not using a duplex printer,
 Under Paper Type, select the Plain/inkjet, 1. In the Print dialog box, select the Manual duplex
Transparency or Photo Paper. checkbox.
 Click the arrow next to the Paper Size box,  Ms-Word will print all the pages that appear on
one side of the paper, and then prompt you to turn
then a paper size.
the stack over and feed the pages again.
2. Click OK to take you back to the Print 3. Select the page range you want to print.
dialog box.  If you click Current page or Pages, Word
prints the page you indicate

74
 References
 Complete-Notes-MS-Word-2020-21
 Introduction-to-Word-2016
 Microsoft Word 2019 Fundamentals Manual
 Microsoft Word 2010
 Microsoft Office(Ms-Word)-19

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