UNIVERSITY OF CAGAYAN VALLEY

COLLEGE OF INFORMATION TECHNOLOGY

Balzain Hi-way, Tuguegarao City

Name of Student: ________________________ Year/Section: _____________

Subject: _______________________________ Teacher: _________________

MODULE No. 5
TITLE: Software Application
OVERVIEW Software Application are often called productivity programs
because they enable the user to complete tasks, such as creating
documents, spreadsheets, databases and publications, doing
online research, sending email, designing graphics, running
businesses, and even playing games! Software Application is
specific to the task it is designed for and can be as simple as a
calculator application or as complex as a word processing
application. When you begin creating a document, the word
processing software has already set the margins, font style and
size, and the line spacing for you. But you can change these
settings, and you have many more formatting options available. For
example, the word processor application makes it easy to add
color, headings, and pictures or delete, copy, move, and change
the document's appearance to suit your needs.
INTRODUCTIO Software Application is a single or group of programs that allow
N access for specific tasks to be performed. Users of a computer
should familiarize themselves with the variety of applications that
are available. The purpose of computer applications is that it can
greatly simplify a task for a user. Ways applications can help are to
create and modify word processing, spreadsheets, databases,
presentations, along with graphics and multimedia.
LEARNING  Ability to use the keyboard in a proper way
OUTCOMES  Identify the different parts of Microsoft Office environment
 Perform a task, encode and save a document
 Present aesthetic, organized and substantial output
LEARNING  To understand and familiarize MS Office
OBJECTIVES  To learn the basic shortcut keys
 To understand the difference of Microsoft Office

About Microsoft Office

Microsoft Office
Is a collection of different application programs that were originally designed to be
used to perform many of the tasks that are completed every day in an office setting,
but they can also be useful in your personal life as well.
Microsoft Word
Is a word processing program that can be used to type documents, from simple
letters to illustrated newsletters?
Microsoft Excel
 Is a spreadsheet program that can be used to track of lists, numbers and statistics,
such as might be used in accounting?
Microsoft Access
Is a database program that can be used to track of diverse but related information,
such as customer orders, customer billing information, customer shipping
information, and product inventories.
Microsoft PowerPoint
Is presentation software that can be used for making fully animated computer
presentations.
Microsoft Publisher
Is publication design software that can be used for creating greeting cards, business
cards, calendars and more?

About Word Processing

A word processor is a type of computer program that is used to create a
variety of documents, from simple letters to fully illustrated newsletters and fliers. Word
Processing applications display text on a computer screen and allow users to easily add,
remove, and change the style, size, and placement of text in a document without having
to retype the entire document as they would with a typewriter.

Word Features
1. Editing Tools - These tools provide quick-selection techniques and drag-and-
drop editing to make it easy to move and copy text anywhere you want it.
2. Search Tools - These tools can be used to locate and replace words, phrases,
and special characters, either one at a time or throughout a document.
3. Research Tools - These tools make it easy to find synonyms, look up
information, and translate words and phrases.
4. AutoCorrect and Spelling and Grammar - These features make it easy to
correct typos and grammatical errors before you share a document with others.
5. AutoCorrect - This feature corrects common spelling and grammatical errors,
replaces text codes with mathematical symbols, and automatically applies
formatting based on text cues. AutoCorrect has a built-in list of frequently
misspelled words and their correct spellings
6. Error Indicators - Word indicates possible spelling errors with red wavy
underlines, possible grammatical errors with green wavy underlines, and possible
formatting errors with blue wavy underlines. You can right-click an underlined
word or phrase to display suggested corrections and links to proofing resources.

The Microsoft Office Ribbon

Microsoft Office 2007 uses a visual tool called the ribbon to display all of the
commands that are used to edit a document. The ribbon uses two different visual
elements: tabs and command groups.

1. Each tab contains a set of groups that share a theme in common. The Home tab,
 for example, contains all of the commands that are used most often by most
people.
2. Within each tab are groups of command icons that share a common design
element. The Font group, for instance, contains all of the commands that change
the way that text looks while the Paragraph group contains commands that change
the way a paragraph is displayed in Word.
3. Finally, within each group are visual representations of the commands themselves.

Creating a New Document

Document is a word for a letter, report, announcement, or proclamation that you
create with Word. All documents are created using a special kind of file called a
template. The template provides the formats — the fonts, styles, margin specifications,
layouts and other stuff — that give a document its appearance. When you create a
document, you are asked to choose a template to establish what your document will
look like.

Template
Template is a file containing predefined settings that serve as the foundation for
your document, saving you the effort of manually creating the settings. Word, Excel,
PowerPoint, Access, and Publisher display a variety of templates on the program Start
screen and also when you start a new document while working in the program.

Use Keyboard Shortcuts

1. Press and release the Alt key to display keytips.
 Keytips are letters and numbers that represent the ribbon tabs and the buttons
on the Quick Access Toolbar. Press the letter for the tab that you want, and more
keytips appear for the commands on that tab.
2. Press the letter or letters for the command that you want.
Selecting Text
Many things you do in Word 2013 require you to select the text that you want to
manipulate. That’s true for copying text, formatting text, replacing text with
different words and applying styles.
Select Text by using the Mouse
1. To select a small amount of text, click and hold the mouse button at the
beginning of the text that you want to select, drag to the end of the text, and then
release the mouse button.
2. To select a single word, double-click anywhere in the word
3. To select everything in the main body of the document (not including headers,
footers, footnotes, and endnotes), on the Home tab, in the Editing group, click
Select and then click Select All.
Select by using the Keyboard
1. Hold down the Shift key while you use the arrow keys to move to the end of the
desired selection.
2. To select a word, hold down both the Ctrl and Shift keys while pressing the left or
right arrow key.
3. To select a paragraph, hold down both the Ctrl and Shift keys while pressing the
up or down arrow key.
4. To select everything in the main body of the document (not including headers,
footers, footnotes, or endnotes), press Ctrl+A.
5. F8 – turns on extend mode

Exporting a Document to other File Types

With Word 2013, you can save documents in many different formats beyond the
default (.docx). In particular, you can save a document in the .doc format used by
versions from Word 97 through Word 2003.
If you plan to send copies to other people who don’t need to edit them, the
Portable Document Format (PDF) is a good choice, because almost every
 computer has a viewer for it.

Formatting Text
 To add character emphasis, change font sizes and styles, and change the
alignment of text in a word document, the easiest thing to do is select the text
you want to adjust and use the buttons in the various groups located on the
Home tab.
 Is a process of enhancing the document to add appeal to its entirely so that
readers may comprehend its contents.
 The two most prominent formats are: Character Formatting and Paragraph
Formatting.
Adding Character Emphasis
To Add Character Emphasis as you Type
1. Click on an emphasis button in the Font group at the top of the screen to
apply an emphasis to text. The button will highlighted in orange when it is
activated.
 B - Indicates Boldface type.
 I - Indicates Italicized type.
 U - Indicates Underlined type - use this feature sparingly because it can
be mistaken for an internet link in an online document.
2. Click on the same emphasized button again to turn off emphasis.
To Remove the Emphasis from Text
1. Select the text.
2. Click any of the pressed emphasis buttons to turn them off.

Font Group on the Home Tab This group includes buttons for changing the font and
most of the font attributes you are likely to use.

Font Attributes:
1. Size Almost every font comes in a range of sizes, which are measured in points
from the top of letters that have parts that stick up (ascenders), such as h, to the
bottom of letters that have parts that drop down (descenders), such as p. A point
is approximately 1/72 of an inch (about 0.04 centimeters).
2. Style Almost every font has a range of font styles. The most common are regular
(or plain), italic, bold, and bold italic.
3. Effects Fonts can be enhanced by applying effects, such as underlining, small
capital letters (small caps), or shadows.
4. Color A palette of coordinated colors is available, and you can also specify
custom colors.
5. Character Spacing You can alter the spacing between characters by pushing
them apart or squeezing them together.
Collectively, the font and its attributes are called character formatting.
Keyboard Shortcuts Press Ctrl + Shift + F to display the Font dialog box.

Character Formatting
 Provides variation and emphasis on a character or certain words in a
document.
 It includes changing the font, font size ; adding an underline, bold, italics,
color, strikethrough or outline ; embossing, engraving, making a superscript
or subscript; and changing the case of the letters.
 A font is a name for the character type.
Superscript
A character set, printed, or written above and immediately to one side of another:
In x2 the superscript is 2
Subscript
A distinguish character or symbol written directly beneath or next to and slightly
below a letter or number.
Strikethrough
Cross something out by drawing a line through it.
Change Case (Shift F3)
Change the selected text to uppercase, lowercase or any other common
capitalization.

Paragraph Formatting
 Changes attributes of the whole document.
 This includes alignment, indentation, and spacing above, below and in
between lines.
 Use the paragraph option of the Home Tab to format the document
Change Text Alignment
1. Select the text you wish to modify.
2. Select one of the four alignment options from the Paragraph group on the Home
tab.

 Align Left - Aligns each line of the paragraph at the left margin, with a ragged
right edge
KEYBOARD SHORTCUT Press Ctrl + L to Left-align a Paragraph.
 Center - Aligns the center of each line in the paragraph between the left and right
margins, with ragged left and right edges
KEYBOARD SHORTCUT Press Ctrl + E to Center-align a Paragraph.
 Align Right - Aligns each line of the paragraph at the right margin, with a ragged
left edge
KEYBOARD SHORTCUT Press Ctrl + R to Right-align a Paragraph.
 Justify - Aligns each line between the margins and modifies the spacing within
the line to create even left and right edges
KEYBOARD SHORTCUT Press Ctrl + J to Justify a Paragraph.

Format Line Spacing

1. Select the text you want to format.
2. Click the Line Spacing command in the Paragraph group on the Home tab
3. Select a spacing option.
 Single space – CTRL 1
 Double Space – CTRL 2
 1.5 Spacing – CTRL 5
Finding and replacing formatting
KEYBOARD SHORTCUT Press Ctrl + H to display the Replace tab of the Find And
Replace dialog box.

Checking Spelling and Grammar

To Correct Spelling and Grammar Errors as You Type

 Word displays a RED squiggly line under each spelling error and a GREEN
squiggly line for each grammatical error that it finds in your document. These
squigglies will not show up when you print your document, so don’t panic.
 For each error, right-click on the word that is misspelled or on the grammatical
error. Word displays a helpful list of suggested changes in bold print at the top.
 Left-click a suggestion to change your word to the suggested word.
 Click “Ignore” if you choose not to accept any of the suggestions. Word is usually,
but not always, correct when it locates mistakes. Remember, it’s just a program,
and can’t think or reason on its own.

Page Formatting

Elements of Page Formatting

1. Margins
2. Paper Size
3. Header and Footer
4. Page Number
5. Orientation
A. Margin - Is the space between the text area and the edge of the paper. Default
margin is 1 inch for all the sides. If you want to change the size, click the drop-down
list button beside the option.

Setting up the Margin

1. Click Page Layout tab
2. Click Margin button
3. You can choose the options displayed
or
4. Click the Custom Margins option

B. Page Numbers - Are very important in a document especially in reports, in a

research paper or any type of document that needs referencing. You can use the
Page number option under the Insert tab. The page number maybe positioned on
top or at the bottom maybe centered left or right. You can choose from the different
options that suit your needs. When you click the drop down list button at the page
number button, you will be prompted with a dialog box.

Valid page numbers

1. 1,2,3 . . . Arabic
2. I,II,III . . . Roman Uppercase
3. i,ii,iii . . . Roman Lowercase
4. A,B,C . . . Alphabetic Uppercase
5. a,b,c . . . Alphabetic Lowercase

Setting up the Page Number

1. Click Insert Tab
2. Click Page Number button
3. Choose what options you are going to used

C. Inserting Header and Footer

Headers and Footers are areas in the top, bottom, and side margins of each
page in a document. You can insert text or graphics like adding a page number,
the time and date, a company logo, the document title or even your name if you
want to include plus your address if you want to.

Headers – Help you to repeat content at the top of every page

Footers - Help you to repeat content at the bottom of every page
Steps:
1. Click Insert tab
2. Click Header and Footer
3. Choose what options you are going to used
4. Double click any part of your text area.
D. Setting Paper Size
Microsoft Word allows users to choose a variety of paper sizes for their documents.
The default paper size is US Letter (8.5”x11”) or A4 (8.27”x11.69”) but MS Word
offers a large menu of standard paper sizes to choose from and also allows setting
of a custom paper size of your own.

Paper on which text is printed could have two orientations – portrait and landscape.
In portrait orientation, height of the paper is larger than its width whereas in
landscape orientation, the width is larger than the height.

The Paper Size option allows you to change the size of the paper in your own liking
but normally it is based on the size of the bond paper, like the normal size. In fact 8
½ x 11 is the default size.

Other Term Size

Short Bond Letter 8 ½ x 11
Paper
Long Bond Paper Legal 8 ½ x 14
A3 11.69 x 16.54
A4 8.27 x 11.69
A5 5.83 x 8.27
Tabloid 11 x 17
Ledger 17 x 11

Recap
 To change the paper size, click the ‘Size’ button on in ‘Page Setup’ group of
‘Page layout’ tab and select the desired paper size.
 To set custom paper size, open the ‘Page Setup Dialog Box’ and enter the
desired values in the ‘Width’ and ‘height’ boxes.
 To apply a different paper size from the current page onwards, choose ‘This
point forward’ option in the ‘Apply to’ drop down menu in ‘Page Setup Dialog
Box’.
 To change page orientation, click the ‘Orientation’ button on ‘Page layout’ tab
and select the desired orientation.

E. Setting Orientation
Another important component of page formatting is Orientation. In the Page
Layout tab, you will find Orientation option. You can either print in a Portrait or
Landscape. MS Word provides a preview of the option you have chosen.
Portrait is usually use in memos, letters and other formal letters while
Landscape is use in reports that have long tables or columns that cannot be
contained in a normal printing. This option is available in the Margins tab of the
Page Setup button.
Steps:
1. Click Page Layout tab
2. Click Orientation button
3. Choose what orientation you are going to used.

TABLES
 A table is a structure of vertical columns and horizontal rows. Each column and
each row can be identified by a heading, although some tables have only column
headings or only row headings. The box at the junction of each column and row is a cell
in which you can store data (text or numeric information).

Formatting tables
Manually formatting a table to best convey its data can be a process of trial and
error. The table styles include a variety of borders, colors, and other attributes that give
the table a very professional appearance.

Quick Tables
In addition to inserting empty tables, you can insert any of the available Quick
Tables, which are predefined tables of formatted data that you can replace with your
own information.

The 9 basic methods for manipulating a table or its contents are as follows:
1. Insert rows or columns - Simply point to the left edge of the table where you
want to insert a row, or to the top of the table where you want to insert a column
2. Insert cells - click the Rows & Columns dialog box launcher to open the Insert
Cells dialog box, and then specify the direction to move adjacent cells to
accommodate the new cells.
3. Delete table elements - Select one or more rows, columns, or cells. On the Mini
Toolbar that appears, or in the Rows & Columns group, click Delete, and then
click Delete Cells, Delete Columns, Delete Rows, or Delete Table
4. Resize an entire table - Point to the table, and then drag the size handle that
appears in its lower-right corner. Hold down the Shift key while dragging the size
handle to maintain the original aspect ratio of the table.
5. Resize a single column or row - Drag the right border of a column to the left or
right to manually set the width, or double-click the border to adjust it to the
narrowest width that fits its content. Drag the bottom border of a row up or down
to manually set the height, or use the commands in the Cell Size group on the
Layout tool tab to manage column width and row height.
6. Move a table - Point to the table, and then drag the move handle that appears in
its upper-left corner to a new location, or use the Cut and Paste commands in the
Clipboard group on the Home tab to move the table.
7. Merge cells - Create cells that span multiple columns or rows by selecting the
cells you want to merge and clicking the Merge Cells button in the Merge group.
8. Split cells - Divide one cell into multiple cells by clicking the Split Cells button in
the Merge group on the Layout tool tab and then specifying the number of
columns and rows into which you want to divide the cell.
9. Sort information - Click the Sort button in the Data group on the Layout tool tab
to sort the rows in ascending or descending order by the data in any column.

3 Options to insert a Table

1. Inserting Table using a Table Template
2. Inserting Table using Row and Column Display
3. Inserting Table Using the Draw option

1. Inserting Table Using a Table Template

1. Click Insert Tab
 2. Click Table button
3. Click Quick Tables
4. Click Tabular list or you can choose from the options
** You can change and edit the data of the template.

2. Inserting Table using Row and Column Display

1. Click Insert Tab
2. Click Table button
3. Point to the Row and column display. Options are 1 x 1 to 10 x 8.
4. Click the option you need for your document.

3. Inserting Table using the Draw option

1. Click Insert tab
2. Click Table button
3. Click Draw table. Notice your pointer changes to a pen
4. Point to where you would like to draw your table.
5. Click your mouse and drag to your right, drag down to extend.
6. If you need a separator for a column, draw in between the drawn shapes. You
can now add rows and columns.

Adding more columns and rows

1. Highlight a row or a column
2. Right-click your mouse
3. Click insert
4. Click the option for your row or column.

Deleting a row or column

1. Highlight a row or a column
2. Right-click your mouse
3. Click Delete

Adding Borders
1. Highlight the selected table format
2. Click borders and shadings drop-down list button at the Paragraph group.
3. Click Borders and Shadings
4. Click the Style you want, the width and even the color of the line.
5. Click OK
*** If you want to change the style of the border, just highlight table and follow the
steps on how to add borders.

Add shadings
1. Highlight the selected rows or columns
2. Click borders and shadings drop-down list button at the Paragraph group.
3. Click Borders and Shadings.
4. Click Shading tab
5. Click the fill color drop down list box.
6. Click the color you want
7. Click OK
*** If you want to change the color of the shading, just highlight row or column
and follow the steps on how to add shading again.
*** You can also make use of the shading button beside the Borders and
shadings button. Then choose the color you want.
Add simple graphic elements

Many documents that you create in Microsoft Word contain only text. Others might
benefit from the addition of graphic elements to reinforce their concepts, to grab the
reader’s attention, or to make them more visually appealing. These graphic elements
can include a wide variety of objects and effects, including:

1. Pictures These objects are created outside of Word—photographs from digital

cameras, clip art images, or files created by using a computer graphics program.
No matter what the origin of the picture, you can change its size and its position
in relation to other content after you insert it in the Word document
2. Drawing objects These objects are created within Word—text boxes, WordArt
text, diagrams, charts, shapes, and other such objects. As with pictures, you can
size, move, and format drawing objects from within Word

Inserting Pictures
1. Click Insert tab
2. Click Picture button. The computer will show the pictures available in your
computer.
3. Click the picture you want to insert.

Inserting ClipArt
1. Click Insert tab
2. Click ClipArt button. The computer displays the ClipArt pane.
3. Type the category at the Search for: box
4. Choose from the ClipArt shown. Click

WordArt text
WordArt is a feature of Word that allows you to put decorative effects to your text.
It is a gallery of text styles you can use to the title of your document. Converting a
previously encoded text to a WordArt is also possible. Like a title of a document, you
don’t need to encode it again just to make a fancy title, you just have to select it and
click the WordArt button.
Keyboard shortcut:
Ctrl + Home to display the formatted WordArt object.

Watermarks
Watermarks are text or graphics that appear behind the document text. It is used
to identify the status of the document, adds color and draws attention of the reader. You
can choose options such as putting the word Draft or the word Confidential as
background to the document text which will appear to all the pages of your document.
1. Click Page Layout tab
2. Click Watermark
3. Choose options you need.

Printing
You create a document in Microsoft Word on your computer where it remains in
electronic form i.e. soft form. More often than not, you will need to make a hard copy of
the document by printing it on paper – for instance, when you wish to send an
application for leave to your employer. If you have a printer attached to your computer,
MS Word will print the document for you the way you wish.
 In printing the document, you can specify the number of copies you want to be
printed. You can also print just a portion of the document; you just have to select the
text you want to print.
KEYBOARD SHORTCUT Press Ctrl + P to display the Print page of the
Backstage view.

Print Preview
It is recommended that before printing the document, you preview it first. The
advantage of this is, you can double check your page formats and their layouts for the
last time. This will save your time and printing resources.

To preview the document

1. Click the Office button
2. Click Print
3. Click Print Preview
4. Click close at the toolbar if you are satisfied
Printing
1. Click the Microsoft Office Button
2. Click on Print.
3. Select the number of copies desired under Copies.
4. Select the desired pages to print under Page Range.
5. Click OK in the bottom right corner of the print window.
Activity:
1. In MS Word, make a creative cover using shapes, images, word art, colors, clip
art, borders and etc. (see image below)

Criteria:
Creativity 15
Cleanliness 10
Attractiveness 15
Graphics 15
TOTAL 50 PTS