Technical Education and Skills Development Authority

General Santos National School of Arts and Trades

Tiongson Street, Lagao
General Santos City

LEARNING PACKAGE
A Core Unit of Competency Handbook in support of the
PC OPERATIONS NC II

UC Code Unit of Competency Title

OPERATE A WORD PROCESSING
WPA-37
APPLICATION
Module # Module Title
WPA-37-01 OPERATING A WORD PROCESSING APPLICATION

Prepared by:

SAMSON O. CENAS
Instructor I
 HOW TO USE THIS COMPETENCY BASED LEARNING MATERIAL

Welcome to the learner’s guide for the module: Operating a Word

Processing Application. This learning material contains activities for you to
complete.

The unit of competency “OPERATE A WORD PROCESSING

APPLICATION” contains the knowledge, skills and attitudes required for a PC
OPERATIONS NC II as CORE Unit of Competency.

You are required to go through a series of learning activities in order to

complete each learning outcomes of the module. In each learning outcome, there
are Information Sheets and Reference Materials for further reading to help you
better understand the required activities. Follow these activities on your own and
self-check at the end of each learning outcome. You may tear a blank answer sheet
at the end of the module to reflect your answers for each self-check. If you have
questions, please don’t hesitate to ask your facilitator for assistance.

Recognition for Prior Learning (RPL)

You may have some or most of the knowledge and skills covered in this learner’s
guide because you have:
 Worked for some time
 Already completed training in this area.

If you can demonstrate/show to your trainer that you are competent in a

particular skill, you don’t have to do the same training again.

If you feel you are competent on some of the skills, talk to your trainer about
having them formally recognized. If you have qualification or Certificate of
Competency from previous training, show it to your trainer. If the skill you require is
still relevant to the module, they may become part of the evidence you can present
for RPL.

At the end of this learner’s guide is a learner diary. Use this diary to record
important dates, jobs undertaken and to other workplace events that will assist you
in providing details to your trainer or assessors. A Record of Achievement is also
provided for your trainer to complete once you complete this module.

This module was prepared to help you achieve the required competency in
operating a word processing application. This will be the source of information for
you to acquire knowledge and skills in this particular module/are, with minimum
supervision or help from your instructor. With the aid of this materials you will
acquire the competency and at your own pace.

 Talk to your own trainer and agree on how you will both organize the
Training of this unit. Read through the learning guide carefully. It is
divided into sections that cover all the skill and knowledge you need to
successfully complete this module.
 Work through all the information and complete the activities in each
section. Read information sheets and complete the self-check.

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 Suggested references are included to supplement the materials
provided in this module.
 Most probably your trainer will also be your supervisor or manager.
He/she is there to support you and show you the correct way to do
thing. Ask for help.
 Your trainer will tell you about the important things you need to
consider when you are completing activities and it is important that you
listen and take notes.
 You will be given plenty of opportunities to ask questions and practice
on the job. Make sure you practice your new skills during regular work
shifts. This way you will improve both of your speed and memory and
also your confidence.
 Talk to more experienced workmates and ask for their guidance.
 Use the self-check questions at the end of each section to test your
own progress.
 When you are ready, ask your trainer to watch you perform the
activities outline in the learning guide.
 As you work through the activities, ask for written feedback on your
progress. Your trainer keeps feedback/pre-assessment reports for this
reason. When you have successfully completed each element, ask
your trainer to mark on the reports that are ready for assessment.
 When you have completed this module (or several modules), and feel
confident that you have had sufficient practice, your trainer will arrange
an appointment with a registered assessor to assess you. The results
of your assessment will be recorded in your Competency Achievement
Record.

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Qualification : PC OPERATIONS NC II

Unit of Competency : OPERATE A WORD PROCESSING APPLICATION

Module Title : Operating a Word Processing Application

Module Descriptor : This module covers the skills; knowledge and attitude
required in operate a Word Processing Application.

Nominal Duration : 54 hours

Introduction : This module will guide each student to acquire the skills,
knowledge and attitude in OPERATING A WORD
PROCESSING APPLICATION.

This particular module consists of six Learning Outcomes

(LO). Under each LO are assessment criteria that are
used to guide the judgment whether or not a learner has
achieved a learning outcome.

The main purpose of having this module is to develop in

each learner the sense of responsibility being a member
of a team. Also, it focuses on the build up of moral
values, attitude towards work, and leadership
performance.

Summary of Learning Outcomes

Upon completion of this module, the trainee/student must be able to:

LO 1. Create documents
LO 2. Format documents according to user requirement.
LO 3. Change page layout and appearance.
LO 4. Create and format tables.
LO 5. Add image.
LO 6. Mail Merge and print Word processing documents.

Resources:
- Lecture room
- learning materials/resources, and handouts
- Microsoft Word on a PC or workstation
- Floppy disk, CD, flash drive
- Memos, Letters, Minutes, Agenda, etc…

References: Microsoft Word 2003

Internet

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 Introduction
Just a few years ago, correspondence was created with paper and pencils,

pens, or typewriters. Gone are the days, however, of correction fluid, crossed-out

words, and wads of crumpled papers scattered around your garbage can. Today

most personal and professional correspondence is created using computers. And, in

most cases, those computers are running a word-processing program to make the

creation of documents easier and more accurate.

Microsoft Word is an essential tool for the creation of documents. Its ease of

use has made Word one of the most widely used word processing applications

currently on the market. Therefore, it's important to become familiar with the various

facets of this software, since it allows for compatibility across multiple computers as

well as collaborative features. Word is a fairly simple program to use for completing

simple tasks. However, it may be more difficult to learn how to explore the more

advanced possibilities of Word.

Microsoft Word is one such word-processing program. With the help of

Microsoft Word, you can quickly and easily create memos, faxes, reports, letters,

charts, and newsletters. You can also add graphics to documents and import data

into a Word document. Not only is Word a convenient time-saver, but Word also

allows you to check spelling and edit documents before printing.

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 LO 1: CREATES DOCUMENTS
Assessment Criteria:
1. Documents are created or opened and data added according to information
requirements.
2. Document templates are used according to information requirements.
3. Typed, edited and navigated documents based on required format.
4. Document is saved to correct folder or directory
LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

Do you know how produce a documents  Boot-up your computer and start
using Word processing application? MSword application.

Start creating documents and explore  Your instructor may demonstrate the
the application and its functions. WORD Basics.

 Perform the Task Sheets provide by

 Starting MSWord your instructor
 Familiarizing and
customizing toolbars  Answer SELF-CHECKS and compare
 Type, edit, and navigate your answers to the answer key
the documents provided.
 Save to target folder

Creating a Word Document

1. Open Microsoft Word. Select Start - All Programs - Microsoft Office -
Microsoft Office Word 2003.
2. Word will open with a blank document.
3. If you already have Word open, you can create another new document by
clicking on the File menu and selecting New. A New Document menu will open
to the right of the main Word window.
4. This menu will allow you to open a Blank Document well as a template or an
existing document.

Opening a Saved Word Document

1. Click on the File menu and select Open. A directory window will open.
2. Find the document you want to open and highlight it. Click on Open in the lower
right corner of the directory window.

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Overview of the Word Document Window

Title Bar: At the top of the document window is the Title Bar. When the window is active,
the Title Bar is blue, unless you’ve changed your screen colors. The title bar contains the
following information:

 Program Name: To help you quickly identify the type of document that you
have open, MS Word displays the application name.
 Document Name: The saved file name will be displayed at the left-most side of
the title bar. This helps you quickly identify the active document. A default name
of Document1 will appear until you save your document and rename it.
 Standard Maximize/Minimize/Close Icons: All Microsoft Office Suite
windows will contain these icons. These allow the user to quickly increase or
decrease the size of the display, send the application to the taskbar, or close the
program entirely.

Menu Bar: Contains a variety of functional options. Clicking on a menu will display a list of
options for that function. You can select the option by clicking on it once. Some menu items
have keyboard shortcuts assigned to them. For example, you could display the File menu by
pressing the Alt + F keys.

NOTE: Although all MS Office products will have File, Edit, View, Tools, Windows
and Help menus, the options under these menus may vary. Some functions, such as
Save, are identical throughout the MS Office suite.

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Standard (and Formatting) Toolbars: Consists of icons which represent commonly used
functions. These same functions can also be found on the various Menus. Menu functions
such as Open, Save, and Print are represented as icons on the Standard Toolbar. Note: If
you are unsure of what an icon will do, move (or "hover") your mouse pointer over the icon
and a descriptive prompt will display.

The Standard toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at
the far left end of this toolbar. That gives the following window, which can be placed
anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and
dragging it back to the top of the screen. Push the top of the window up to the bottom of the
menu bar.

Function of commonly used buttons

Creates a new blank document based
Opens or finds a file
on the default template
Prints the active file - for more print
Saves the active file with its current file
options go to the File menu and select
name, location and file format
Print
Print preview - Shows how the Spelling, grammar and writing style
document will look when you print it. checker
Cut - Removes the selection from the
Copy - Copies the selected item(s) to the
document and places it on the
clipboard
clipboard
Format painter - Copies the format from a
Paste - Places the content of the
selected object or text and applies to other
clipboard at the insertion point
objects or text
Redo - Reverses the action of the Undo
Undo - Reverses the last command, use
button, use the pull-down menu to redo
pull-down menu to undo several steps
several steps
Displays the Tables and Borders Insert a table into the document, or make
toolbar a table of selected text
Insert an Excel spreadsheet into the Columns - Changes the number of
Word document columns in a document
Zoom - Enlarge or reduce the display of
Displays or hides the Drawing toolbar
the active document

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 The Formatting toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at
the far left end of this toolbar. That gives the following window, which can be placed
anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and
dragging it back to the top of the screen. Push the top of the window up to the bottom of the
menu bar.
Function of commonly used buttons
Select the style to apply to Changes the font of the selected
paragraphs text
Changes the size of selected text Makes selected text and numbers
and numbers bold
Makes selected text and numbers Underlines selected text and
italic numbers
Aligns to the left with a ragged
Centers the selected text
right margin
Aligns to the right with a ragged Aligns the selected text to both
left margin the left and right margins
Makes a numbered list or reverts Add, or remove, bullets in a
back to normal selected paragraph
Decreases the indent to the Indents the selected paragraph to
previous tab stop the next tab stop
Adds or removes a border around Marks text so that it is highlighted
selected text or objects and stands out
Formats the selected text with
the color you click

The Word toolbar default setting displays the most commonly used icons from the Standard
and Formatting toolbars in one row. By displaying fewer icons, more space is available to
view your document. Once you use a command, its icon is added to the toolbar, replacing
another icon that is less often used.

NOTE: To disengage pull-down menus on the toolbar and allow the toolbar to expand
to two rows click View - Toolbars - Customize… -Options - deselect “Standard &
Format share one row.” The options menu will also allow you to format a toolbar to
your needs. Clicking on the Toolbars tab will allow you to choose pre-defined toolbars
for different document types. Likewise, the Commands tab will allow you to see the
functions of each icon on every toolbar, making customizing easy.

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Rulers: Rulers will display at the top and left sides of the document. The rulers help you
easily see where you are on a page and how margins and tabs are set up for each document.
The Ruler option is a toggle switch, meaning it can be turned on or off. To activate/deactivate
this option click View - Ruler. To view rulers again, repeat these steps. A checkmark next to
the ruler means that it is activated.

Rulers can be used to:

 Set tabs
 Adjust margins
 Change column widths in a table
 Change first line indents and hanging indents.

NOTE: Double-clicking on a tab marker will bring up the Paragraph format menu.

Status Bar: At the very bottom of the Word window is the status bar. This often overlooked
feature of the window provides important information about the cursor’s position in the
document, in addition to offering functionality. The left-most side of the status bar shows the
page number, section number, and the vertical and horizontal position of the cursor, among
other things.

Double clicking anywhere on this portion of the bar will bring up the Go to tab of the Find
and Replace dialog box, where you can quickly specify where you would like to position the
cursor in the document.

For short documents such as letters, it is easy enough to scroll to find the place you want the
cursor to appear. For larger, multi-page documents, the Go to feature will greatly reduce the
time you spend scrolling through text.

Next to the cursor position information are several toggle buttons that provide quick access to
Word features. When they are off, the lettering appears in faint gray; double clicking the
buttons will turn the feature on, and the text appears in black. From left to right the buttons
are:

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  REC: The record macro button
 TRK: The track changes button
 EXT: The extend selection button
 OVR: The overtype button

As you can see, most of these are more advanced features. They will be addressed in other
sections. The right-most button on the status bar activates the spelling and grammar feature.
While, by default, Word always indicates questionable spelling and grammar, double clicking
on the button will take you through the spelling and/or grammar errors in the document.

The Task pane

The task pane is a feature Microsoft introduced to Word and
some of the other Office components within the past few years;
if you are working with a version previous to Word 2002, then
this feature will not be available to you. When you first open
Word, the task pane appears down the right side of the window;
the default view is the new document menu.

Experienced users will be tempted to close the task pane, as

there are better ways to access the document commands
without taking up valuable screen space. On closer inspection,
however, one will realize that this feature offers great benefits
that can’t be accessed any other way. At the top of the task
pane, there is a downward pointing arrow beside the X that
closes the pane. Clicking on the arrow will provide you with
other task pane options.

If you do decide to turn off the task pane, click the X in the top right
corner of the task pane. If you don’t want it to appear automatically
when Word opens, uncheck the box beside Show at startup at the
bottom of the pane. To display the task pane at a later time, select
Task pane from the View menu.

Customizing the Toolbar

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It is possible to display a number of Toolbars in Word. To view a list of the available
toolbars, select View - Toolbars. A pull-down menu of available toolbars will display.
Clicking on any toolbar will activate (display) a toolbar related to the topic checked. The
illustration below shows that the Standard and Formatting toolbars are currently displayed on
the Word window.

1. Select View - Toolbars - Customize. (An alternate way to select this would be
Tools - Customize.)

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 2. The Customize dialog box appears. With the Toolbars tab selected, click New.

3. Select the document name from the Make toolbar available to: menu. Click
OK. A new, empty toolbar will display as shown in the next illustration.

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 4. Click the Commands tab. A list of Categories with corresponding Commands
will display. Click the desired category, choose a command, and drag it to the
new toolbar. You can customize your toolbar with the commands you use most.
The toolbar will lengthen as you add more commands.
5. Click the Close Button. The new toolbar will display in the named document. To
move the new toolbar to the top of the page with the other toolbars, click on and
drag it using the Title bar until it “snaps” into place.

NOTE: You can remove command icons and menus the same way you add them, by
dragging them below the format toolbar/ruler at the top of your window.

Entering Text
To enter text in a blank document, just begin typing. The blinking I-Beam (cursor),
positioned at the top of the window, will show you exactly where your text will begin.
However, if no customizations have been made, the following defaults will apply to the text
you type:

 Times New Roman font

 12 point
 Black font color
 Plain font style
 Single line spacing

Additionally, the margins will be 1” at the top and bottom and 1.25” at the sides, unless the
normal.dot template has been altered. As you type, Word will automatically wrap text to the

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next line. If you have finished typing on a line and would like to move to the next blank line,
press Enter.

Editing Text
Word allows you to easily manipulate the text in your document by using features such as
Cut, Copy, Past, Delete, Undo, and Redo.

Cut: Allows you to remove selected text from one area in a document and move it to another
location either within the document, to another file, or to another program. The “Cut” text is
stored on the Clipboard and remains there until other text is cut or copied. The Office
Clipboard in Word 2003 can hold up to 24 items. Contents of the clipboard can be viewed by
selecting View, Taskpane, Clipboard.

Keyboard Command: Ctrl + X or Toolbar Icon:

Copy: Allows you to duplicate text from one part of the document to another or to another
file or program. The “Copied” text is stored on the Clipboard and remains there until other
text is cut or copied.

Keyboard Command: Ctrl + C or Toolbar Icon:

Paste: Allows you to insert cut or copied text into a document from the Clipboard.

Keyboard Command: Ctrl + V or Toolbar Icon:

Delete: Allows you to permanently remove text from a document. To delete text, highlight
the word or words and select the Delete button on the keyboard. You can also use the
backspace key to delete character by character.

Undo: Allows you to reverse changes that have been made to your document. You can undo
the last change made to your document by clicking the Undo Button or use the Undo pull-
down arrow to display a list of the changes that can be reversed.

Keyboard Command: Ctrl + Z or Toolbar Icon:

Redo: Allows you to reverse the Undo. You can undo the last change made to your
document by clicking the Redo Button or you can click the Redo pull-down arrow to display
a list of the changes that can be re-done.

Keyboard Command: Ctrl + Y or Toolbar Icon:

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Word allows you to move (cut) or copy up to 24 items to the clipboard. You can paste the
items in any order into various documents or paste them all in one place, all at one time. To
locate the expanded clipboard go to: View - Taskpane - Clipboard.

Documents Views
Document Views From the view menu in Microsoft Word you can easily switch between
different document views that will change the way your document appears in the Word
window.

The first way to change document views is to use the View

menu. Click View and select the view you’d like.

The second way to change

views is to use the buttons at the bottom left of the Word
window. Keep reading to learn about each button!

 Normal Document appears with a dotted line separating the pages and/or document
sections. Columns, drawings, headers/footers, footnotes/endnotes, and comments do
not appear.
 Web Layout Designed to show you how your document will look as a web page,
with the text wrapping as it would in a web browser. Backgrounds and formatting will
appear as they would in a web browser.
 Print Layout Everything that will appear in the printed document appears on the
screen. The layout is more complete and accurate than in the other layout options. If
you’re having problems finding something you inserted in your document, try this
view before you start troubleshooting.
 Outline Shows the headings and subheadings in your document. Allows you to
reorganize sections of your document and/or delete sections. NOT recommended for
general editing.

Navigating Through a Document

Moving around in a document using keys:

PRESS MOVEMENT
a. Right Arrow One character to the right
b. Left Arrow One character to the left
c. Down Arrow Down on line
d. Up Arrow Up one line

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 e. Ctrl + Right Arrow One word to the right
f. Ctrl + Left Arrow One word to the left
g. Ctrl + Up Arrow One paragraph up
h. Ctrl + Down Arrow One Paragraph down
i. Page Down Down one screen
j. Page Up Up one screen
k. Ctrl + Page Down To the top of the next page
l. Ctrl + Page Up To the top of the previous page
m. Ctrl + Home To the beginning of the document

How to select text and graphics by using mouse:

Do This To Select
a. Drag over the text Any amount of the text
b. Double-click the word A word
c. Triple-click anywhere in the paragraph A paragraph
d. Click a graphic A graphic
e. Hold down CTRL, click anywhere in the sentence A sentence
f. Move the pointer to the left of the line until it changes A line of text
to a right pointing arrow, and then click

How to select text using keys:

Do This To extend selection

1. Shift + Right Arrow One character to the right
2. Shift + Left Arrow One character to the left
3. Shift + Up Arrow One line up
4. Shift + Down Arrow One line down
5. Ctrl + A To select the entire document

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 Scrolling Through Text
Because the document window normally displays only a portion of a page at one time,
you might need to move (or scroll) the view of the document to view another section of it.

The table on the following page lists available scrolling tools and their functions.

Do this Button To move the document view

Click the up scroll arrow Up one line at a time
Click the down scroll arrow Down one line at a time
Click the left scroll arrow Left a few characters at a time
Click the right scroll arrow Right a few characters at a time
Click above the scroll box on the vertical
Up one screen at a time
scroll bar
Click below the scroll box on the vertical
Down one screen at a time
scroll bar
Click left of the scroll box on the
Left one screen at a time
horizontal scroll bar
Click right of the scroll box on the
Right one screen at a time
horizontal scroll bar
Continually forward or back-ward
Drag the vertical scroll box
through the document
Continually left or right through the
Drag the horizontal scroll box
document
To the beginning of the previous
Click the Previous Page button
page
Click the Next Page button To the beginning of the next page

Saving a Document
As with any computing file, you should save your document frequently. When creating a
document, it is recommended that you do not wait until the document is complete before
saving for the first time.

Saving for the First Time:

1. To save the document, select File - Save from the menu bar (keyboard command
Ctrl + S).
2. A directory dialog box will appear allowing you to choose where you want to
save the file. Select the appropriate folder from the pull-down menu in the Save
infield at the top of the window. Word will default to the My Documents folder.
3. By default, Word will automatically name your file using the first few words of
the document. To give the document a different name, type a file name in the
File name field. File names can be up to 255 characters long and can contain
spaces and other characters. You can also use mixed case size in the file name.
4. The Save as type field will default to Word Document (*.doc), which will give
the file name a .doc extension. You can save the file as a different file type by
selecting an alternate format from the Save as type pull-down menu.
5. Click Save to complete the save process.

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Saving an Existing Document

Once you have initially created and saved a document, you often need to save further changes
to the document.

1. To do this, select File - Save from the menu bar or press the save icon (the disk
icon) on the toolbar.
2. The Status bar at the bottom of the page will show that Word is saving the
document.

NOTE: When saving changes to an existing document, it is not necessary to tell Word
where to store the document or rename the file. If you want to rename the file or save it
to a different place on the computer, use the Save As function. Select File - Save As
from the menu bar and the same dialog box will appear. Then, follow the instructions
for saving a new document to rename and/or moving it.

Saving a Document as an HTML File

Word offers a standard option for saving a document to HTML.

1. To save as HTML, select File - Save as Web Page… from the menu bar.
2. Word will open a directory dialog box similar to the Save file dialog box. Note
that the default file extension is .htm (for hypertext markup.)
3. Click Save to complete the conversion and saving process.

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Word’s HTML conversion is not always a clean conversion. Anything you create for web use
beyond simple text formatting should be created with a program more specifically designed
for web design.

Deleting Saved Documents

Saved documents can be deleted from the File menu.

1. To delete a file, choose File - Open

2. From the directory dialog box, locate and highlight the file you want to delete.
3. Then click on the delete icon along the window’s menu bar.
4. Word will ask you for confirmation that you really want to delete the file. Click
Yes or No to finish or cancel the delete process.

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Closing a Document and Quitting Word
After a file is stored on your selected location, you can clear it from the screen by
closing the document window or quitting Word. If the document has not been saved, Word
prompts you to save the file before closing the window.

To clear a document from the document window, on the File menu, click Close, or in
the upper-right corner of the screen, click the Close button. Closing the current document
window leaves Word still running. When you click Exit on the File menu, the Word program
quits.

Understanding Templates
You can save time and effort by creating new documents using templates designed to
format a specific type of document. If you create many similar documents, templates save
time by formatting the page to predefined settings, allowing you to start writing immediately.
Word features a variety of built-in preset templates that can be used immediately, or altered
to meet your custom needs. You can also create new templates that function as a custom
design for frequently used documents. This document provides instruction on using and
customizing built-in templates and creating new templates.

What Is a Template?
A template is a document with preset formatting and settings that acts as a basic
structure for a document. Word offers templates as a guide for creating readable, uniform

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documents. For example, blank Word documents are based on the Normal template, which
uses the following preset options:
 font face and size (usually Times New Roman at 12 points)
 language (usually US English)
 alignment (usually flush left)
 line spacing (usually single)
 widow/orphan control (usually set to on)
Unless you specify a template when beginning a new document, Word automatically bases
documents on the Normal template. Other templates use modifications of the above features
and may include different page s, text, graphics, macros, and styles.

Types of Templates

1. Built-in Templates
Built-in templates provide a preset structure for several common types of documents,
including memos, reports, and business letters. Although most Word documents are based on
Word's Normal template, built-in templates for a variety of functions are available, including
the following:
 Normal documents
 Faxes
 Letters
 Memos
 Reports
 Resumes
 Web pages
You can create documents using these basic templates as they are, or you can modify them to
better suit your needs.

2. Custom Templates
If you have formatting that you use frequently in your work but that is not offered in Word's
collection of preset templates, you can easily create a new template using your own
formatting and settings. The new template can then be saved with Word's other templates and
accessed each time you want to use the custom format.

Choosing a Word Template

 From the File menu, select New...
The New Document task pane appears.
 From the New Document task pane, under Templates, click ON MY COMPUTER...
The Templates dialog box appears.

 Select the desired tab

 Select the desired template

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  Click OK
The template is applied to your new document.

Customizing an Existing Template

If you like the overall style of an existing template but would like to make just a few changes,
you can customize the template to meet your needs. To do this, you can either modify the
template file or create a new file closely based on the old template.
WARNING: If you modify the template file, the original template will be permanently
changed.

SELFCHECK

Carefully review the function of each of the buttons above. When you think that you are
familiar with each of the buttons take the short quiz below.

Question
Answer A B C D

You wish to call attention to a statement in

1 your document by making the text bold.
Which button do you select?      
A flyer is to be prepared inviting parents to
a performance. You want the headline to be
2
centered on the page.
Which button do you select?      
You want to make sure that your
instructions are clear and plan to place
3
them in a bulleted list.
Which button do you select?      
To call attention to a block of text, you
want place a block of color behind the text
4
to highlight it.
Which button do you select?      
Another way to call attention to a block of
5 text is to place a border around it.
Which button do you select?      
A quoted block of text has been indented.
You wish to continue the document but you
6
need to undo the indent.
Which button do you select?      
You have made a birthday certificate and
you want the student's name to be
7
displayed in color.
Which button do you select?      

Carefully review the function of each of the buttons above. When you think that you are
familiar with each of the buttons take the short quiz below.
 

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 You have completed the document and want
to make certain that you have not made
1
spelling or grammar errors.
Which button do you select?      
Text is selected and you want to remove the
selection from the active document and place
2
it on the clipboard.
Which button do you select?      
You have made a change to the active
document and want to make certain that
3
those changes are saved.
Which button do you select?     
A phrase will appear several times in the
document. To save time you have selected
4
the phrase and want to copy it.
Which button do you select?     
The document had been checked for spelling
errors, it has been saved, and now you are
5
ready to print.
Which button do you select?     
A document which has been saved into a
folder on your computer is to be opened so
6
changes can be made.
Which button do you select?     
The document had been checked for spelling
and has been saved. Before sending it to the
7
printer you want to see how it will look.
Which button do you select?     

LO 2: FORMAT DOCUMENTS ACCORDING TO USER REQUIREMENT

Assessment Criteria:
1. Characters and paragraph using font size, type and color, numbered and
bulleted lists, borders, textboxes and shading are formatted and styled as
required.
2. Checked spelling and grammar.

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 LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

Do you know how to open and

shutdown your computer?
 Read Information Sheet LO1.1, page
What are the basic parts of computer? 10 Important Safety Guidelines and
Information Sheet LO1.2, page 11-12
Follow health safety guidelines
 Proceed to computer laboratory room,
1. Identify the different asks your instructor to observe and see
 Types of computers the actual appearance of the computer
 Main hardware parts.
components of computer
system  Perform Task Sheet 1 Connecting
 Categories of memory Computer Hardware, page 20-21
 Computer Software
 Read the Instructions/manual provided
how to connect/assemble each parts
and start.

 Answer the SELF-CHECK A & B, page

22-24 and compare your answers to
the answer key, page 25 .

Formatting
Text

Word offers a host of features for customizing your text. To see formatting for selected text,
striking Shift + F1 will bring up the Reveal Formatting Window showing Font and Paragraph
attributes.

Fonts

Word lets you vary the look of your document by allowing you to change the font type, style,
size, and other elements. Changing fonts (and font characteristics) can be done by selecting
Format - Font. Font characteristics can also be changed from the Formatting Toolbar.

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The font menu bar also has pull-down menus for changing the font and font size. Simply
click on the down arrow beside font or size and choose an alternate. Word displays the font
menu selections in the actual font style, as seen in the following diagram:

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Bold, Italics, and Underlines

Using the Bold, Italics, and Underline icons, you can easily stylize text. Highlight the text
you want changed and click one or more of these buttons to show the changes. Or, click on
the icon before typing a section of text and then click the icon again to turn off the effect.





Line and Paragraph Spacing

Word lets you adjust the line and paragraph spacing in a document. To format the spacing of
a selected piece of text, highlight the text and select Format - Paragraph. The paragraph
dialog box will appear giving you a variety of adjustment options including alignment,
indentation, and spacing. There is preview window at the bottom of the box that shows you
the adjustments as you make them.

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From this window, you can:

 Adjust alignment for either the entire document or parts of the document.
 Adjust indentations including first line and hanging indents.
 Adjust Line spacing. Click on the Line spacing down arrow to select from
Single, 1.5 lines, double, At least, Exactly, or Multiple. You can determine if the
entire document is to be spaced this way, or begin and end the spacing at specific
points in the document.
 Line spacing can also be adjusted by clicking on the line spacing icon on the
Format Menu. A pull-down arrow will allow you to select Single, 1.5, 2.0, 2.5, 3.
The final option on the pull-down list is “more”. More will take you to the
Paragraph Dialogue Box pictured above. This is a new feature in Word 2003.
 Keyboard commands for line spacing include:
o Ctrl + 1 = single spacing
o Ctrl + 5 = 1.5 spacing
o Ctrl + 2 = double spacing

Bullets and Numbers

Word lets you add bulleted or numbered lists to your document. You can use the Word
defaults for bullets and numbers or you can choose from a variety of styles. To change the
style of bullets or numbers, select Format - Bullets and Numbering.

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  From the Bulleted tab select a bullet style and click OK.
 To select something different from those shown, click the Customize button.
Customize lets you choose pictures, symbols, and spacing options.
 Click the Numbered tab to see the standard numbering formats.

 To select a customized number format, select the Customize… button.

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  From the Customized Numbered List dialog box, you can select the desired
font, change the style, and adjust the position of the numbering and text.

 The Outlined Numbered tab allows you to choose and adjust the look and style
of your outline.

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Adding Borders and Shading

Word allows you to add borders and shading to your entire document or parts of the
document. Borders and shading help to make elements of the document stand out. Often
headers and titles use borders and shading.

To add borders and shading to a portion of the document:

1. Highlight the text you would like to format.

2. Choose Format - Borders and Shading.
3. From the Borders tab use Setting to select the outline feature. (Box, Shadow, 3-
D or Custom), choose a line Style, Color, and Width.
4. The preview screen on the right will show how your selections will look.
5. When satisfied with the selections, click OK.

To add borders and shading to the entire document or one page of the document,
choose the Page Border tab. Microsoft 2003 offers an Art selection that has a
colorful array of graphic borders.

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Spelling and Grammar
As you type in your text, you may notice that a yellow box containing suggested information
will display above the partially typed word – this is the AutoText suggestion. You can
continue to type the full word or press Enter to accept the AutoText suggestion.

 Choose from a list of suggested words (in bold at the top of the menu) to replace
the misspelled word
 Choose to Ignore All if the word isn’t really misspelled but Word does not have
it listed in its dictionary.
 If the word is one that you will be using often, consider adding it to the
dictionary using the Add to Dictionary option. Word will then no longer
consider the word misspelled.

If you prefer, you can continue creating your document and make corrections later by
selecting Tools - Spelling and Grammar…

Grammatical Errors: Grammatical and/or punctuation errors are identified in much the same
way that spelling errors are. These errors will appear with a wavy, green underline. As in the
example of a spelling error, you can elect to ignore the error and correct it later, or you can
place the cursor within the green underlined phrase and right click the mouse. An option of
word choices should appear at the top of the box; you can chose to replace the word or words
that are in error or ignore them.

 Choose Ignore to ignore all errors in the sentence.

 If preferred, continue creating the document and make the correction later by
selecting Tools - Spelling and Grammar….
 To remove the green lines from the document choose Tools - Options - Spelling
and Grammar… -and deselect “Check Grammar as you type”.

Word AutoCorrect

Spelling Errors: Setting options in AutoCorrect (Tools - AutoCorrect Options) will allow
Word to automatically correct typing errors.

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If you misspell a word that is not set to be automatically corrected, the word will display with
a wavy red underline. If this occurs, backspace and retype the word. Or, if you are unsure of
the correct spelling, right click the mouse with your cursor any place within the misspelled
word.

Checking Spelling and Grammar

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Microsoft Word has a built in spelling and grammar checker with several options for how to
proof your document for errors. You can find the spelling and grammar option under the
Tools menu (Tools - Spelling and Grammar…, F7, or on the menu bar, click on .)

Spelling Errors

A wavy, red line will underline spelling errors. You can correct the spelling as you type, or
you can go back and correct it later. Word also lets you customize how you want it to detect
and correct errors. To see the options, go to Tools - Spelling and Grammar… and click the
Options button in the dialog box. Then, in the options window, choose the options you want
to use.

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You can also choose to have Word go through the entire document at once and identify each
potential error. Go to Tools - Spelling and Grammar… Word will search the document and
identify potential errors. When the program finds a spelling error, the Spelling and Grammar
dialog box will display, often with suggestions for replacing the misspelled word.

Click the button on the menu bar. Starting from where your cursor is, Word will check
your document for spelling and grammatical errors. Word will tell you when it has finished
checking the document, or you may end the process at any point by clicking Cancel.

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At this point you can choose from the following options:

 Ignore: Allows you to ignore the word and continue the search.
 Ignore All: Allows you to ignore all instances of that word within the document.
If Word finds this word again, it will simply skip it without notifying you.
 Add: Allows you to add the word to the MS Word dictionary. It is often useful
to add commonly used names to the dictionary.
 Change: Allows you to replace the misspelled word by either entering the
correct spelling manually or by choosing from a list of suggested words. Once
the user clicks the Change button, the original word is replaced with the new
version.
 Change All: Allows you to replace all instances of the word without having to
approve each change.
 AutoCorrect: This option allows you to enter the misspelled word and the
correction to the AutoCorrect list so that MS Word will automatically correct it
while you are typing.
 Cancel: Allows you to cancel out of the spelling and grammar checker.

The spell check program will not recognize correctly spelled words that have been misused
grammatically. For example: if the user has typed “filed” and the word should have been
“field”, the spell checker will consider the word spelled correctly.

Grammatical Errors

A wavy, green line will underline suspected grammatical errors. You can correct the errors as
you type, or you can select Tools - Spelling and Grammar…from the menu bar at any point
within the document. When this option is selected, the program will begin searching the
document from where the cursor is currently positioned. When the program finds a

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grammatical error, the Spelling and Grammar dialog box will be displayed, offering
suggestions for replacing the sentence, phrase, or punctuation error.

The office assistant may also appear and give some grammar rules and suggestions for the
sentence or punctuation in question. The program will stop its search until you select from the
following options:

 Ignore: Allows you to ignore the phrase, sentence, or punctuation in question

and continue the search.
 Ignore All: Allows you to ignore all repeated instances of the phrase, sentence,
or punctuation and continue the search. The checker will not consider the next
instance of use in the document to be in error.
 Next Sentence: Allows you to click in the document and manually make the
necessary changes. Clicking the Next Sentence button will then continue the
search.
 Change: Allows you to replace the phrase, sentence or punctuation by clicking
on one of the suggested replacement phrases and then clicking Change. Once the
user clicks the Change button, the original phrase, sentence or punctuation is
replaced with the new version.

NOTE: The Spelling and Grammar…option, depending on how you have customized
it, actually checks for spelling and grammar errors concurrently.

Using the Thesaurus

Word has a thesaurus feature that allows you to quickly look up a word’s meaning and/or, if
necessary, replace the word with a synonym. This is to prevent overuse of commonly used
words within the same document or sentence. To use the Thesaurus, place the cursor
anywhere in a word and select Tools - Language - Thesaurus from the menu bar.

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The Thesaurus dialog box offers several options.

 Various meanings of the selected word.

 Synonyms for the word.
 Use the Look Up command to find the meaning or synonym of the word.
 Replacement of the word after making a choice from the examples given.

LO 3: CHANGE PAGE APPEARANCE AND LAYOUT.

Assessment Criteria:
1. Margins, page size and orientation are changed according to requirements.
2. Page breaks and section breaks are inserted in the documents according to
requirements.
3. Headers and footers are placed according to requirements.
4. Footnotes, cross-references and bookmarks are done according to
requirements.
5. Table of contents are created according to requirements.
6. Saved document in another file format.

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 LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

Do you know how to open and

shutdown your computer?
 Read Information Sheet LO1.1, page
What are the basic parts of computer? 10 Important Safety Guidelines and
Information Sheet LO1.2, page 11-12
Follow health safety guidelines
 Proceed to computer laboratory room,
2. Identify the different asks your instructor to observe and see
 Types of computers the actual appearance of the computer
 Main hardware parts.
components of computer
system  Perform Task Sheet 1 Connecting
 Categories of memory Computer Hardware, page 20-21
 Computer Software
 Read the Instructions/manual provided
how to connect/assemble each parts
and start.

 Answer the SELF-CHECK A & B, page

22-24 and compare your answers to
the answer key, page 25 .

Page Setup
Unless you’re opening an existing document, Word will open a blank document using the
preset formatting defaults. You can use these defaults as is or you can customize the setting
for features such as margins, paper size, and layout through the Page Setup option. To change
these settings:

1. Click on the File menu.

2. Click on Page Setup.

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 3. The MarginsTab will be displayed in the Page Setup window. Click on any of
the up or down arrows to increase the top, bottom, left, or right margins. You can
also set the position for Headers and Footers.

4. Use the Pages pull-down menu to see layout options for your document.

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 5. Click on thePaper tab to change the paper size. (Word’s default is 8 ½” x 11”.)
6. To change the orientation of the paper, choose either Landscape or Portrait.
7. By clicking the respective tabs, you can also make Paper Source and Layout
changes. Under Layout, you can set margins for headers and footers.

NOTE:As you change the defaults, you will see the changes in the preview window.

Tabs
Setting Tabs

To place a tab stop using the ruler:

 Click on the tab button at the left end of the ruler until it displays the type of
tab you want to use (Left Center, Right, Decimal, or Bar).
 Click on the ruler at the location of the desired tab to create a stop.

To place or modify a Tab stop using the Tabs Dialog Box:

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  Click on the Format command and select Tabs.

 In the Tab stop position box, type the location on the ruler where you want the
tab (i.e.: 1”, 1.5”, etc.) Click set after each entry. The tab positions you set will
appear in the column box below the Tab stop position box.

 Change the Alignment, if needed, for each respective tab.

 From the Leader box, select 1 for None (no dot leaders), 2 for a dotted line, 3 for
a dashed line, and 4 for a solid line.
 Click OK or enter to confirm the tabs and return to the document.

Removing Set Tabs

 Locate the tab you want to remove on the ruler. Click and hold (with the left
mouse button) and drag the tab marker beneath the ruler. Then, release the left
mouse button. Or…

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  From the Format menu select Tab.
 Click on Clear to delete only the tab showing in the Tab set position box or
click on Clear All to delete all tabs in the document. When finished click OK or
Enter.

Modifying a Tab Stop for a Specific Paragraph

 Select the paragraph by positioning the cursor at the beginning of the first line.
 On the ruler, left mouse click the tab to be modified and drag to the new location.
The text will move to the new tab stop.

Tab Types and Common Uses

Left Tab– Text will be aligned to the left with a jagged right.

Right Tab– Text will be aligned to the right with the left jagged.

Decimal Tab – Decimals will align at the point of the tab stop.

Bar Tab – Creates a vertical bar at the tab stop with text printing to the right of the bar.
Used when typing columns of data when a table has not been created and a right border is
needed.

Page Numbering
Page numbering is often one of the most confusing aspects of formatting your thesis or
dissertation. If you follow the instructions given here, you will find it easy to give your
document the proper page number format.

1. One procedure that is very helpful is to separate your front matter: title page,
dedication, table of contents etc., from the main body of your document and keep it as
a separate document. The abstract, since it is not a numbered section, is best kept as a
separate document also. Thus, the different number formatting guidelines for these
sections will not affect your main document. If you are doing electronic submission,
you can use Acrobat to merge all the sections into one document. If submitting a
paper dissertation or thesis, just print them out and put them together!
2. Do not put any section breaks into your document before creating the page numbering
scheme (it is also better to use Section Breaks as described below rather than Page
Breaks). First, go to the File menu and choose "Page Setup" the dialogue box in the
illustration will appear. Check the box on the left "Different First Page" then click

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 OK.

3. Then go to the Insert Menu and choose "Page Numbers" The following dialogue will
appear: For Position choose "Top of page (header)" and Alignment "Right" as shown
in the illustration. Do not check the Show number on first page box. Normally, you
should not have to click the Format button for the main body of your document.
However, when formatting your front matter, use the format button to set the numbers
to Roman numerals and indicate on which page the numbering should begin.

4. You now have page numbers on the upper right hand side of your pages, beginning with
page 2. To insert the page number on page 1, go to the View menu, and click on Headers and
Footers. Go to the footer and tab the cursor over to the center and click on the insert page
number button (#). Then click the Close button. As you can see in the illustration we now

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have the numbers for the pages in their proper positions.

5. In order to maintain the proper numbering scheme throughout the document, go to the
end of the first chapter (or Introduction) and click after the last character in the last
line (probably a period) and insert a Section Break. Under the Insert menu, choose
"Break". As in the illustration, you should choose a Next Page section break and click
OK. Do not insert a Page Break, the Next Page Section Break will serve this purpose.

6. If you have followed the instructions above, the first page of your second chapter
should have its number on the bottom center and the following pages on the top right.
Follow the procedure in step 5 for all subsequent chapters and appendices. It should
be very easy to number your document if you have followed the procedure above. If a
problem arises, first be sure you have not inserted page numbers or section breaks
prior to beginning the page numbering procedure.

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Page Break or Column Break & Section Break
To insert page break:
1. Place the cursor where you want the line break or column break in your document.
2. Go to the Insert menu, and select Break.
3. Select the Page Break radio button to insert a page break or the Column Break
radio button to insert a column break.
4. Click OK.

To insert a Section Break

1. Place the cursor where you want the section break.
2. Go to the Insert menu, and select Break.
3. Select from one of four section breaks: Next Page (begins the section at the top of
the next page), Continuous (begins the new section on the same page), Even Page
and Odd Page (begins the new section on the next odd-numbered or even-
numbered page in your document.
4. Click OK.

Creating Table of Contents (TOC)

The table of contents (TOC) is a common feature of professional documents. In Microsoft
Office Word 2003 and in Microsoft Word 2002, you can create a table of contents without
using styles. You do have to use heading styles, custom styles, or TC fields to create a table
of contents. You can now use outline levels to build a table of contents without changing the
appearance of your text. The built-in heading styles apply specific formatting and the outline
levels apply an "invisible" format. This article describes how to use outline levels to create a
table of contents.

Insert Table of Contents Field

To use outline levels to create a table of contents, follow these steps.
To insert a TOC field:
1. Start Word, and then open your document.
2. Click an empty paragraph where you want to insert the table of contents.
3. On the Insert menu, point to Reference, and then click Index and Tables.
4. Click the Table of Contents tab, and then click Show Outlining Toolbar.
5. In the Index and Tables dialog box, select the options that you want to apply to your table
of contents, and then click OK.

You receive the following message:

To add or remove items in the table of contents:

1. Select text in your document.

2. Click the outline level in the toolbar to make the text appear in the table of contents.
NOTE: If the text contained in your document is not marked to be included in a TOC, you
receive the following error message, which appears in your document instead of the TOC:
Error! No table of contents entries found.
6. Click OK.

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Create Table of Contents
Mark the text that you want to include in your table of contents with an outline level.
Use one or more of the following methods to mark text that you want to include in your
table of contents.

Use Outline Levels to Mark Text

1. Select any text in your document that you want to include in your TOC.
2. On the Outlining toolbar, select the level that you want in the Outline Level box.

For example, if you want to include the heading "Widow and Orphan" in your TOC, select
these words, and then apply the level that you want on the Outlining toolbar:
Widow and Orphan

A widow is the last line of a paragraph printed by itself at the top of a page. An orphan is
the first line of a paragraph printed by itself at the bottom of a page.
3. Click Update TOC on the Outlining toolbar to update the table of contents.
4. In the Update Table of Contents dialog box, click Update the entire table, and then click
OK.

Headers and Footers

A header or footer is text that prints at the top (header) or bottom (footer) of every page of a
document. Headers and footers can be used to show the page number and document file path.

To add a header or footer to your document, or to edit existing headers or footers select
Header and Footer from the View menu. Regular document text is dimmed, and the Header
and Footer toolbar is displayed.

 Enter the header or footer text and format using the normal Word editing
techniques.
 Click the Close button on the Header and Footer toolbar to return to the
document.

Header and Footer Toolbar Buttons

Inserts an AutoText Opens the Page Setup dialog box so you

entry can set margins

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 Inserts a page number
Shows or hides document text
code

Inserts the total number

Switches between header and footer
of pages

Formats the page number Shows the previous header or footer

Inserts a date code Shows the next header or footer

Inserts a time code Closes the Header/Footer toolbar

LO 4: CREATE AND FORMAT TABLES

Assessment Criteria:
1. Table is inserted into a document as required.
2. Table is copied into a document as required.
3. Table elements are created according to requirements.
4. Table elements are edited according to requirements.
5. Table elements are formatted to meet information requirements

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

Do you know how to open and

shutdown your computer?
 Read Information Sheet LO1.1, page
What are the basic parts of computer? 10 Important Safety Guidelines and
Information Sheet LO1.2, page 11-12
Follow health safety guidelines
 Proceed to computer laboratory room,
3. Identify the different asks your instructor to observe and see
 Types of computers the actual appearance of the computer
 Main hardware parts.
components of computer
system  Perform Task Sheet 1 Connecting
 Categories of memory Computer Hardware, page 20-21
 Computer Software
 Read the Instructions/manual provided
how to connect/assemble each parts

Compiled by: SAMSON O. CENAS, GSNSAT OPERATING A WORD PROCESSING Page 47

 and start.

 Answer the SELF-CHECK A & B, page

22-24 and compare your answers to
the answer key, page 25 .

Tables & Charts

Tables can be a simple way to arrange lengthy lists and minimize the use of tabs. You can
insert tables into a document using either the Table menu or the Tables and Borders toolbar.
Tables can be formatted to any size or number of columns needed.

Creating a Table

1. Position the cursor at the point in your document where you want the table to be
inserted.
2. Choose Table - Insert - Table from the menu bar. The following window will
appear:

3. Click OK to insert the table. The columns and rows will be evenly divided
between the left and right margins

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Entering Data into a Table

1. Your cursor will default to the top left cell of the table. To begin entering data
into the table, simply begin typing. If you do not want any data in a particular
cell, press the Tab key to go to the next cell or use your mouse to select a
particular cell.
2. Type the following information into the table. When you are finished, the cursor
should be in the lower right corner cell at the end of the “22” and your table
should look like this:

Note: If you hit the Tab key at the end, the cursor will move to the next line,
creating another row of cells in the table. If you’ve done this, simply click the
undo icon from the toolbar to return to the previous line.

3. Adjusting Column Width – To adjust column with, using the mouse, place the
cursor on the line dividing the column you want to adjust. You should see a right
and left facing arrow on each side of the line. Click and hold the left mouse
button to move the column width in either direction. You will see a vertical
dotted line guide to show where you are moving the line. This method leaves the
overall dimension of the table the same. It will adjust the adjoining column by
the opposite size (i.e.: decreasing one column 1” will increase the next column
1”).
4. There is another way to adjust column widths to the size of the longest text
within the column. Follow the same steps as above. Instead of holding down the
right mouse key to move the column manually, double click the right mouse key
while the cursor is on the right and left arrows. The column line will move to the
left (or right) to adjust closer to the text within.
5. You can also adjust columns with many different options by highlighting the
columns and choosing Table - Autofit- and choosing an option from the menu.
6. Aligning Text Within Table – Simply highlight the text and click the
appropriate text alignment icon, , , or .
7. Adding Shading or Colors to the Table – Choose the cell or cells within the
table by highlighting them. Choose Format - Borders and Shading - Shading -
Select a gray shade or color. Note: Light gray shading works best if printing for
presentation, especially if no color printer is available.
8. Changing Text Appearance– Highlight the text to change and adjust
accordingly. To boldface, italicize, or underline items, such as headings, click the
appropriate icon from the toolbar.
9. Sorting Data – Another tool from the Table menu is the sort key. This will
arrange the data in your table into any order you’d like, depending on the column
you select. To do this, highlight the column you’d like to sort, choose Table –
Sort from the menu. This will adjust the column in either Ascending or
Descending order. It will also adjust the remaining columns to that column. For
example, if you choose to alphabetize the color column in your table, the entire
table will be reorganized based on that sort.

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 10. Inserting Rows and Columns into an Existing Table– Position the cursor
either before or after the spot where you want the insertion to be. Click Table –
Insert from the toolbar. An options menu will appear, choose your selection.

Note: Deleting Rows, Columns, or cells is done the same way by selecting Table
- Delete from the toolbar. It would be helpful to practice the different options
available for tables. The tables and borders toolbar has many efficient icons for
helping manage tables.

Roll the cursor over the icons to display what each does.

Converting Text to a Table

Text that is separated by either a comma or tab can be easily converted into a table.

1. Type: Monday, Tuesday, Wednesday, Thursday, Friday on the first line.

2.
3. Type: 2, 3, 4, 5, 6 on the second line .
4. Select both rows of text by highlighting. Choose Table - Convert - Text to
Table… from the toolbar. Click OK.:
5. Your table should look as follows:

Using the Autoformat Function

Autoformat allows you to turn existing text and tables into more appealing formats.

1. Select the table or data by highlighting.

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 2. Choose Table - Table Autoformatfrom the toolbar. This will follow with
examples of pre-formatted tables. Choose the format that best fits your needs.

Using the Draw Table Command

The Draw Table is on the Table menu. This feature allows the user to customize tables while
controlling the size of the table or the cell size within a table.

1. Click on Table - Draw Table from the menu bar. Your cursor should now have
a pencil attached to it.

2. Place the pencil in a clean spot on the page and hold and drag to create a
rectangle.
3. Practice by drawing three columns and three rows, unevenly. Your table might
look like this:

Note: Both horizontal and vertical lines can be uneven.

4. Text can be inserted and formatted in any of the cells.

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 LO 5: ADD IMAGE
Assessment Criteria:
1. Pictures are inserted in a document according to requirements.
2. Pictures are positioned according to requirements.
3. Pictures are cropped according to requirements.
4. Pictures are resized to meet the document formatting needs.
5. Drawing objects are inserted in a document according to requirements.
6. Drawing objects are formatted according to requirements.

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

Do you know how to open and

shutdown your computer?
 Read Information Sheet LO1.1, page
What are the basic parts of computer? 10 Important Safety Guidelines and
Information Sheet LO1.2, page 11-12
Follow health safety guidelines
 Proceed to computer laboratory room,
4. Identify the different asks your instructor to observe and see
 Types of computers the actual appearance of the computer
 Main hardware parts.
components of computer
system  Perform Task Sheet 1 Connecting
 Categories of memory Computer Hardware, page 20-21
 Computer Software
 Read the Instructions/manual provided
how to connect/assemble each parts
and start.

 Answer the SELF-CHECK A & B, page

22-24 and compare your answers to
the answer key, page 25 .

Working with Images and Graphics

Word includes an extensive gallery of clip art images that you can use in your documents.
Word can also utilize picture files created by many other graphics applications.

Adding ClipArt

1. Move the cursor to the document location where you want the image.

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 2. Select Clip ArtPicture -Insert - to open the Microsoft Clip Gallery dialog box.
3. In the clip art window that appears to the left, search for images by keyword.

4. Scroll through the image list until you find the image you want. Click on it and it
will be inserted into your document.

Adding a Graphic Image Other than Word ClipArt

1. Move the cursor to where you want to insert the graphic.

2. Select Insert - Picture - From File. The Insert Picture dialog box appears.
3. If necessary, click the Look In pull-down arrow to specify the folder where the
graphic file is located.
4. The large box in the center of the dialog box normally lists all graphics files in
the specified directory. To have the list restricted to certain types of graphics
files, click the Files of Type: pull-down arrow and select the desired file type
from the list.

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Deleting, Moving, and Copying Graphics

To delete, copy, or move a graphic, you must first select the graphic by clicking on it. A
selected graphic is surrounded by eight small white squares called sizing handles.

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  To delete a graphic, select it and press Delete.
 To move or copy a graphic to a new location follow these steps:
1. To copy, press Ctrl+C or select Edit - Copy, or click the Copy button on
the toolbar menu at the top of the window.
2. To move, press Ctrl+Xor select Edit – Cut or click the Cut button on
the toolbar.
3. Move the cursor to the new location for the graphic.
4. Press Ctrl+V or select Edit - Paste, or click the Paste button on the
toolbar.

Cropping and Resizing a Graphic

To resize or crop a graphic:

1. Select the graphic.

2. Point at one of the resizing handles. The mouse pointer changes to a double-
headed arrow.
3. Do either or both of the following, depending on how you want to modify the
image:
o To resize the graphic, press the left mouse button and drag the handle
until the outline of the graphic reaches the desired size. (You can either
enlarge or shrink the graphic.) To maintain image poportion while
resizing, use the the Shift + any corner handle while resizing.
o To crop the graphic, select the crop icon from the Picture Toolbar. Click
on one of the dark black handles and drag the handle to delete the desired
portion of the graphic.

LO 6: MAIL MERGE AND PRINT WORD PROCESSING DOCUMENT

Assessment Criteria:
1. Used mail merge to create form letter, mailing labels, and other merge
documents as required
2. Selected appropriate print setting as needed
3. Previewed and printed documents

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 LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

Do you know how to open and

shutdown your computer?
 Read Information Sheet LO1.1, page
What are the basic parts of computer? 10 Important Safety Guidelines and
Information Sheet LO1.2, page 11-12
Follow health safety guidelines
 Proceed to computer laboratory room,
5. Identify the different asks your instructor to observe and see
 Types of computers the actual appearance of the computer
 Main hardware parts.
components of computer
system  Perform Task Sheet 1 Connecting
 Categories of memory Computer Hardware, page 20-21
 Computer Software
 Read the Instructions/manual provided
how to connect/assemble each parts
and start.

 Answer the SELF-CHECK A & B, page

22-24 and compare your answers to
the answer key, page 25 .

Mail Merge
Use Mail Merge to create mass mailings to individuals quickly and easily. All you have to do
is create one document that contains the information that is the same in each copy, and add
some placeholders for the information that is unique to each copy. Word takes care of the
rest.

With Mail Merge, you will work with three different elements: the Main Document, data
files, and the finished document(s).

Main Document

The main document contains:

 Information that is identical in each copy, such as the main body text of a form
letter. You only have to type this information once; regardless of how many
letters you intend to print.

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  Placeholders for unique information. For example, in a form letter, the address
block and greeting name would be unique in each copy.

How do you get the placeholders into your document? Word 2003 has a wizard that takes you
step by step through the process.

1. Create your document without placeholders, leaving blank spaces where the
placeholders will go within the document.
2. From the menu bar, click Tools - Letters and Mailings - Mail Merge
3. A Mail Merge menu will open on the right side of your document.

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Simply follow the steps at the bottom of the window to begin creating a mail merge.

1. Select the type of document you want to produce.

o Letters – Send the same letters to a group of people.
o E-mail Messages – send the same email, but personalized for each, to a
group of people.
o Envelopes – Print addressed envelopes for a group mailing
o Labels– Print labels for a group mailing.
o Directory – Print a single document containing a catalog or group of
mailing addresses.
2. Click Next: Starting Document at the bottom of the mail merge window.

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 3. Select the starting document.
o Use the Current Document– use the document showing on the left side
of the screen that you are working on.
o Choose from a template– choose one of Microsoft Word’s templates
that can be modified for your purpose.
o Start from an Existing Document – Use one of your own saved
documents.
4. Click Next: Select recipients at the bottom of the mail merge window. NOTE:
These are your data files:

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 5. Choose from where to retrieve the recipient list.
o Use an Existing List – If you have a list stored, this will allow you to
retrieve it. Once you select your list, you will have a further set of options
to insert placeholders within your document.
o Select from Outlook Contacts – This will allow you to select from your
Outlook contact list.
o Type a New List – This will allow you to create a new list of addresses.
6. Click Next: Write your letter.

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 7. In this step, you will have the opportunity to create placeholders within your
document, if you do not already have them there.
o Click Address block to insert the MS Word default address block. There
is an opportunity to change some of the items, but not all.
o Click Greeting line… to insert a greeting line if you have not already
added one to your document. Again, there is an opportunity to modify the
greeting through the pop-up window.
o Electronic postage is available if you have the software to install this
feature.
o A Postal bar code inserts a postal bar code, which is a machine-readable
form of address used by the U.S. Postal Service.
o Click More items to select individual items from either your database or
a default list from Microsoft. (E.g. You would use these fields to make
changes to any fields Microsoft doesn’t include in their default address
fields, etc.)

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 8. Once you’ve added all your placeholders, click Next. Preview your letters to
view a sample of what your letters will look like.

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 9. Use the arrow buttons to preview all of the documents within the merge. Use the
Exclude this Recipient to remove one or more of the recipients. NOTE: These
are your finished documents
10. Once you are satisfied with the output, you can then click Next: Complete the
merge to print your merged documents or edit. You can also print to a new
document to save the entire merged documents in a separate file.

Printing Documents
The quickest and easiest way to print a document is to click the print icon on the standard
toolbar. This will print the entire document.

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  To print only a few pages of a long document, choose File – Print from the
menu bar. A print window will appear.

 All (pages) is selected by default. To choose specific pages or page ranges, enter
the page numbers in the Page range location. (To print pages that are not in
sequence, use a comma to separate the page numbers.)
 To print selected text from the document, highlight the area in the document that
you want to print or choose File - Print from the menu bar. When the print
window opens, click the radio button for Selection and click OK.
 To print multiple pages on one page, in the Zoom area of the print window,
choose the number of pages to print on one page. Click OK.

NOTE: To shrink, for example, a two page document to one page, choose File -Print
Preview from the menu bar. When the page preview screen appears, click the multiple
page icon on the toolbar . Move the cursor over the pages until the number of pages
you need to shrink are highlighted. Click on the shrink-to-fit icon. If the pages
cannot be reduced enough to fit, the office assistant will give you an alert.

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 GLOSSARY

Auto Correct – feature to automatically detect and correct typos, misspelled words,
grammatical errors, and incorrect capitalization

 Auto Text – a way to store and quickly insert text, graphics, fields, tables,
bookmarks, and other items that you use frequently
Backspace – deletes one character to the left
Caps Lock Key – toggle key to switch between lowercase and uppercase letters
Delete – deletes one character to the right

Edit – menu that allows you to alter text or entire documents as desired
Exit – function in the File menu that closes the program
Formatting Toolbar – buttons that can alter the style, appearance, and position of
text in a document
Grammar Check – similar to Spell Check, the Grammar check searches documents
in sentence structure, word usage, etc.

Hard Return – hard returns cause the word processor to start a new line regardless
of how much of that current line is filled.  Occurs whenever you press the Enter key
or the Return key in a document
Highlight – the function of pointing, clicking, and dragging the cursor to select
portions of text for editing purposes
Horizontal Ruler – displays the margins, indentations, and tabs in a document
Insert – mode of typing where characters are placed in front of the characters that
are after the cursor location
Insertion Point – flashing vertical line that shows where text can currently be
entered
Ins Key – button which toggles between Insert and Overtype
Open – button in the Standard Toolbar that allows you to choose which document
you would like to work on
Overtype – used to replace existing text
Print – button in the Standard Toolbar that prints the active document you are using
Save – allows you to quickly save changes to a document without editing the
filename or location
Save As – allows you to choose where the document will be saved and also allows
you to edit the file name
Screen Tip – displayed when you position the cursor over a button on the toolbar

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Shift Key – keyboard key similar to the Caps Lock key because it can toggle
between lowercase and uppercase lettering.  However the Shift key must be held
down

Soft Return – whenever too little room remains on the current line of text for the next
word, the word processor inserts a soft return

Spelling Button – button found in the Standard Toolbar that initiates the spelling
check function

Standard Toolbar – buttons that can perform basic operations to a document like
creating a new document, saving, cutting, pasting, spelling check, and others

Status Bar – horizontal area at the bottom of the document window that provides
information about the current state of what you are viewing in the window and any
other contextual information

Thesaurus – tool that searches for synonyms and/or antonyms for any word in the
dictionary

Vertical Ruler – shows vertical position of text and margins

Word Wrap – when you fill one line with text, the word processor automatically
moves to the next line so that you are not forced to keep track of line lengths and to
press the Enter key or the Return key after each line. The word processor divides
lines in such a way that a word is never split between two lines

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 EVIDENCE PLAN
Course Title : PC OPERATIONS NC II
UC Code : WPA-37
UC Title : OPERATE A WORD PROCESSING APPLICATION
Module # : WPA-37-01
Module Title : OPERATING A WORD PROCESSING APPLICATION
Trainer’s Name : SAMSON O. CENAS

Ways in which evidence will be

The evidence must show that the candidate… collected
Demonstration Oral Questioning

 Creates and opens documents* x

 Uses document templates x x
 Types, edits and navigates document x
 Saves documents to correct folder or directory* x X
 Formats characters and paragraphs* x
 Checks spelling and grammar x
 Changes margins, paper size and orientation x
 Inserts page breaks, sections breaks and page
x
numbers
 Places headers and footers x
 creates footnotes, cross-references and
x
bookmarks
 creates table of contents x
 saves document in another file format* x
 inserts and copies tables into a document* x
 creates, edits & formats tables cells, columns and
x
rows*
 positions, crops & resizes images* x
 uses mail merge to create form letters, mailing
x
labels & others merges documents
 previews and prints documents* x x

NOTE: *Critical Aspects of Competency

Prepared by: SAMSON O.C ENAS Date:

Checked by: Date:

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