ECDL Advanced Word Processing - Training Notes

Table of Contents
Training Skill One – Adding Section Breaks (Next Page) ........................................... 1
Training Skill Two – Deleting a Section Break ............................................................ 3
Training Skill Three – Adding Section Breaks (Continuous) ....................................... 5
Training Skill Four – Header and Footer Control (using sections) .............................. 9
Training Skill Five – Locking an Automated Field ..................................................... 13
Training Skill Six – Unlocking an Automated Field ................................................... 15
Training Skill Seven – Creating Document Columns ................................................ 16
Training Skill Eight – Adding Column Page Breaks .................................................. 18
Training Skill Nine – Removing Column Page Breaks.............................................. 19
Training Skill Ten - Changing Number of Columns .................................................. 20
Training Skill Eleven – Creating a Style ................................................................... 22
Training Skill Twelve – Applying a Style ................................................................... 24
Training Skill Thirteen – Modifying a Style ............................................................... 25
Training Skill Fourteen – Find and Replace Techniques .......................................... 27
Training Skill Fifteen – Finding Special Characters .................................................. 29
Training Skill Sixteen – Multi-Bulleted Lists .............................................................. 32
Training Skill Seventeen – Modifying Multi-Bulleted Lists ........................................ 33
Training Skill Eighteen – Using Form Controls ......................................................... 37
Training Skill Nineteen – Adding Form Control Help ................................................ 45
Training Skill Twenty – Protecting Form Control Fields ............................................ 46
Training Skill Twenty One – Adding a Hyperlink ...................................................... 48
Training Skill Twenty Two – Modifying a Hyperlink .................................................. 50
Training Skill Twenty Three – Inserting a Link.......................................................... 51
Training Skill Twenty Four - Breaking a Link ............................................................ 57
Training Skill Twenty Five – Displaying an Icon Link ................................................ 58
Training Skill Twenty Six – Table Formulas and Functions ...................................... 60
Training Skill Twenty Seven – Updating Table Formulas ......................................... 62
Training Skill Twenty Eight – Converting a Table to Text ......................................... 64
Training Skill Twenty Nine – Converting Text to a Table .......................................... 66
Training Skill Thirty – Conditional Mail Merge .......................................................... 69
Training Skill Thirty One – IF/Else Rule Mail Merge ................................................. 74
Training Skill Thirty Two – Creating a Table of Contents ......................................... 78
Training Skill Thirty Three – Updating a Table of Contents ...................................... 82
Training Skill Thirty Four – Creating an Index .......................................................... 85

Created By: Richard Walters

ECDL Advanced Word Processing - Training Notes

Table of Contents (continued)

Training Skill Thirty Five – Updating an Index .......................................................... 90

Training Skill Thirty Six – Adding a Caption ............................................................. 93
Training Skill Thirty Seven – Creating a Table of Figures ........................................ 96
Training Skill Thirty Eight – Updating a Table of Figures.......................................... 99
Training Skill Thirty Nine – Adding a Bookmark ..................................................... 102
Training Skill Forty – Creating a Cross - Reference ............................................... 105
Training Skill Forty One – Creating a Footnote ...................................................... 108
Training Skill Forty Two – Updating Footnote Indicators ........................................ 111
Training Skill Forty Three – Creating an Endnote .................................................. 113
Training Skill Forty Four – Track Changes ............................................................. 115
Training Skill Forty Five – Comments and Managing Comments ........................... 120
Training Skill Forty Six – Comparing Documents ................................................... 123
Training Skill Forty Seven – Automation Techniques ............................................. 125
Training Skill Forty Eight – Outline View ................................................................ 132
Training Skill Forty Nine – Master Documents ....................................................... 136
Training Skill Fifty – Macros ................................................................................... 143

Created By: Richard Walters

ECDL Advanced Word Processing - Training Notes

Training Notes – Word Processing Level 3

Training Skill One – Adding Section Breaks (Next Page) 1

To insert a next page section break following steps need to be followed:

 Position the cursor where the next page section is to be inserted,

as displayed below.

 On the Page Layout tab in the Page Setup section of the ribbon
click the Breaks arrow and choose “Next Page” in the Section
Breaks area, as displayed below.

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 The Image below shows a document with 2 sections, page 1 is

section 1 with a “Portrait” page setup and page 2 is section 2 with
a “Landscape” page setup.

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Training Skill Two – Deleting a Section Break

2
To delete a section break the following steps need to be followed:

 Locate the section break using show hide view on the Home
tab, then position the cursor in front of the section break, as
displayed below. Section 2 of the document is page 2 as displayed
in the bottom Image below.

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 Press the delete key on the keyboard to delete the section break.
The Image below demonstrates the section break deleted with
page 1 and page 2 now both in section 1 and the page setup
adjusted to “Landscape” layout for both pages.

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Training Skill Three – Adding Section Breaks (Continuous)

3
To insert a next page section break following steps need to be followed:

 Position the cursor where the next page section is to be inserted,

as displayed below (positioned directly after the WordArt heading).

 On the Page Layout tab in the Page Setup section of the ribbon
click the Breaks arrow and choose “Continuous” in the Section
Breaks area, as displayed below.

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 The Image below shows a document with 2 sections, page 1 is

split into 2 sections, section 1 and section 2, as displayed in the
Image below. All the document information under the Word Art
heading is now in section 2 on page 1 of the document.

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 The section 2 part of page 1 can now be manipulated according to

document requirements. Here section 2 will be changed to 3
columns as displayed in the Image below.

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 The section 2 part of the document continues onto page 2 of the

document. Another continuous section break has been inserted at
the end of the “3 column section”, to change the document back to
a standard 1 column format as displayed in the Image below.

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Training Skill Four – Header and Footer Control (using

sections)
4
To control the use of Headers and Footers between document sections,
following steps need to be followed:

 Print preview the document, to ensure the sections have been

constructed correctly. The Image below demonstrates 3 sections
with different colour borders splitting the sections. The “Blue”
section of the document is about the organisation Management
Team, the “Red” section discusses the Company History and the
“Green” section discusses HR and Employee Induction.

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 When a footer is inserted into the document the same footer is

displayed on all pages of the document as displayed in the Image
below. However as mentioned earlier the different sections of the
document are colour coded and represent different sections of the
document i.e. Management Team, Company History. In the Image
below the Footers are not correct and need to be corrected so
each section has the correct footer, for the relevant section.

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 Open the document footer and click in the footer section of the
document which needs to be altered. Here section 2 is incorrect so
this is now the part of the footer which needs to be activated by
clicking in the section 2 footer area. When the footer is open a new
tab is displayed namely “Header and Footer Tools”. In the tab the
“Link to Previous” button is activated as displayed below. The “Link
to Previous” button needs to be clicked to de-activate the button so
the correct footer can be entered into the “Red” section of the
document.

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 The “Red” section of the footer now has the correct footer
“Company History, as displayed in the Image below.

 The “Green” section of the footer now has the correct footer “HR &
Employee Induction” by clicking in section 3 and deactivating the
“Link to Previous” button , as displayed in the Image below.

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5
Training Skill Five – Locking an Automated Field

To lock an automated field, following steps need to be followed:

 An “Author” field is inserted into the header of the document which

shows who the document author is. The author field information is
stored in the document properties, as displayed below.

 An “Author” field at present can be updated to update the author of

the document. In this example the document author name will be
changed to Fiona Smith.

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 The author field is to be locked to stop the field from updating. To

“lock” a field click in the “Grey area” of the field and press the Ctrl
and F11 keys together. The example below demonstrates a
“locked” field as the author field is updated to Richard Walters in
the document properties area, and the field in the Header area of
the document does not update. With the author field locked, the
document properties will not update the field.

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Training Skill Six – Unlocking an Automated Field

6
To unlock an automated field, following steps need to be followed:

 Click in the locked field in this example the “Author” field,

demonstrated below and press the Shift, Ctrl and F11 keys
together. By pressing these three keys together the field will be
unlocked, and the author field will now be able to be updated. The
example below demonstrates a field which has been unlocked and
can now be updated by “right clicking” in the field or by pressing
the F9 key.

 The Image below demonstrates an unlocked author field, which

has been updated.

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Training Skill Seven – Creating Document Columns 7

To create columns in a document, following steps need to be followed:

 Highlight the document text which is to be changed to a column

format, as demonstrated in the Image below.

 Choose the Page Layout tab, then click the

Columns arrow in the Page setup section of the
ribbon, and choose the “More Columns” option
at the bottom of the listed, as demonstrated in
the Image to the right hand side.

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 In the columns dialogue box, select the number of columns, the

width between the columns and if a line is to be inserted between
the columns. In the columns dialogue box example below, the box
will be set to display 3 columns with a line between the columns.

 The 3 column document is displayed in the example below.

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Training Skill Eight – Adding Column Page Breaks 8

To add a column break, following steps need to be followed:

 Position the cursor in the position where the column break is to

appear. In this example a column break will be inserted before the
“Pamper Yourself” heading in column 2 of the document. Now
select the breaks arrow in the Page Layout tab and choose column
break, as displayed below.

 The heading “Pamper Yourself” now appears at the top of column

3, as displayed below.

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Training Skill Nine – Removing Column Page Breaks 9

To remove a column break, following steps need to be followed:

 Turn on “Show/Hide” view, as displayed below and then click

before the column break to be removed and press the delete key.

Turn off show hide view.

 The heading “Pamper Yourself” is now displayed in column 2,

which was the original position, as displayed below.

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10
Training Skill Ten - Changing Number of Columns

To change the number of columns in a document, following steps need

to be followed:

 Highlight the column document text and locate the columns

dialogue box, then change the number of columns, which is 2 in
this example. The Image below demonstrates the column
dialogue box set to 2 columns.

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 The Image below illustrates the new document setup, which is now
2 columns.

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Training Skill Eleven – Creating a Style 11

To create a new style, following steps need to be followed:

 Use the “Styles Dialogue Box”

launcher to display the Styles
dialogue box, then click the New
Style icon as displayed in the
Image below.

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 In the New Style dialogue box, give the new style a name and set
the “Style based on” and “Style for following paragraph” areas to
“Normal” as displayed in the Image below. Also add the required
formatting for the new style, here the new style is a heading style
with Blue font formatting, size 20, bold, Arial and underlined, as
displayed in the Image preview area. When creating a new style
position the cursor in a part of the document which is empty,
as the new style formatting will be applied automatically,
wherever the cursor is positioned.

 The New Heading Style called “Richard

Headings” is displayed in the Image
located to the right.

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12
Training Skill Twelve – Applying a Style

To apply a new style, following steps need to be followed:

 Highlight the document text, where the style is to be applied to,

then launch the Styles dialogue box.

 Click on the name of the style, which is to be applied. In the

example below the style “Richard Headings” is applied to the
selected heading.

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Training Skill Thirteen – Modifying a Style 13

To modify a new style, following steps need to be followed:

 Launch the Styles dialogue box, click the arrow next to the style
and choose modify style from the list, as demonstrated in the
Image below.

 Make the required formatting changes to the style, as displayed in

the preview area of the Image below.

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 The style will automatically update to display the changes to the

style as displayed in the Image below:

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Training Skill Fourteen – Find and Replace Techniques 14

To use Find and Replace to add formatting, the following steps need to
be followed:

 Use Advanced Find, which is located under the

Find arrow in the editing section of the ribbon, on
the Home tab.

 Enter the information to find in the “Find area” and in the “Replace area” enter
the information to be replaced as well as any formatting. In the example below
the information “Worldwide Sporting Goods” is to be found and replaced with
WSG when the replace all button is selected, as displayed below. The font
option in the list enables font formatting to be added to the find or replace
area.

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 The information “Worldwide Sporting Goods” has been found and replaced
with WSG, as displayed below.

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Training Skill Fifteen – Finding Special Characters 15

To use Find to find special characters, the following steps need to be
followed:

 Use Advanced Find, which is located under the

Find arrow in the editing section of the ribbon, on
the Home tab.

 Click the find tab and click in the find what area then click the
Special button arrow and select a special character to find. In this
example a section break in the document is to be located.

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 The “Blue” highlighted area below shows where the 1st section
break is located in the document.

 In this example a Column Break in the document is to be located,

using the same find method mentioned earlier.

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 The “Blue” highlighted area below shows where the Column break
is located in the document.

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Training Skill Sixteen – Multi-Bulleted Lists 16

To use Multi-Bulleted lists, the following steps need to be followed:

 Highlight the information to add a Multi-Bulleted list, the click the

bulleted list arrow and choose the required list as demonstrated
below.

 When the multi-bulleted list has been selected, use the

Increase Indent icon located in the Paragraph section of the
ribbon on the Home tab, to change the type of bullet and
indent the bullets as required.

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Training Skill Seventeen – Modifying Multi-Bulleted Lists 17

To modify Multi-Bulleted lists, the following steps need to be followed:

 Highlight the information with the bulleted list applied and choose
define new list style, as demonstrated below.

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 The bullets can be modified for different levels of a multi - bullet

list. In the example below the Level 1 bullet (South Wales) is to be
modified and changed to a new picture.

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 In the Image example below the Level 1, 2 and 3 bullets have

been changed to new picture bullets, using the same method for
the Level 1 bullet, described above. The only difference in
changing the bullet picture for different levels is the “Apply
formatting to” area has changed to a different level. The Apply
formatting to area in the Image below demonstrates a Level 3
bulleted level.

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 The Image example below demonstrates the multi – bulleted list,

with the 3 levels of bullets changed to new bullet pictures.

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Training Skill Eighteen – Using Form Controls 18

To use form controls to create interactive document forms, the following
steps need to be followed:

 To use form controls the Developer tab must be displayed, as all

the form controls are located on the Developer tab. By default the
Developer tab is not displayed. To display the Developer tab first
click the “Quick Access Toolbar” arrow and choose “More
Commands” from the list, as demonstrated below.

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 To display the Developer Tab, select the “Customise Ribbon”

section of the Word Options dialogue box and add a “tick” to be
Developer option and click OK. In the example below the
Developer tab is not yet displayed and is about to be turned on.

 The example below demonstrates the Developer tab has now

been displayed.

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 The example below demonstrates a Training Course Booking form

which has been setup and no form controls have yet been added.

 Form controls are all located in the Controls

section of the Developer tab, as displayed to
the right.

 Forms controls can be used with or without document

protection and controls which require or do not require document
protection can be mixed in a Form document. Legacy Form
controls below can only be used when document protection is
turned on.

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 The example below shows a Form “Date

Picker” control being used. This control does
not require form protection.

 The example below shows a Legacy Drop

down field control being used. This control
does require form protection. The Drop down
field control is used to create a drop down list.

 To use the Legacy Drop down field control, the filed

needs to be setup using the properties icon in the
Controls section of the Developer tab.

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 To setup the Legacy Drop down field control, click in the “Grey”
field area and choose the Properties icon. Next type list names in
the “Drop-down item” area then click the Add button so the names
are added to the “Items in drop-down list” area, as demonstrated
below. If a mistake is made click the relevant name in the “Items in
drop-down list” area and click the Remove button. When the list is
complete click the OK button.

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 The next 2 form controls to be added are Drop down list fields, to
list the training courses and parking venues. The example is
displayed below.

 The next form control to be added is a Check Box

legacy field, which is a Yes or No field. Again the
properties need to be used to setup the field if
required. This field needs to be protected to be
used. The example is displayed below.

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 The next 2 form controls to be added are Drop down list fields, to
list Customer Service contacts and a check box field for training
directions. The example is displayed below.

 The next form control is a legacy text field which

also has a properties box to enter information. The
example is displayed below.

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 The completed form document is displayed in the example below.

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Training Skill Nineteen – Adding Form Control Help 19

To add help to form controls, the following steps need to be followed:

 Click in the field which help is to be added to. The help provided is
for the Form user who is completing the form on a regular basis.
To add help click the “Add Help Text” button at the bottom of the
dialogue box.

 Click in the field which help is to be added to. The help provided is
for the Form user who is completing the form on a regular basis.
To add help click the “Add Help Text” button at the bottom of the
dialogue box and add the text as required against the Status Bar
or the Help Key (F1).

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Training Skill Twenty – Protecting Form Control Fields 20

To protect form controls, the following steps need to be followed:

 Select the Review Tab and choose the Restrict Editing icon
which is located in the Protect section of the ribbon.

 In the Restrict Formatting and Editing task pane in section 2

(Editing restrictions) add a “tick” to the area “Allow only this type of
editing in the document” and from the drop down list choose
“Filling in forms”, as displayed in the example below.

 Next click the “Yes, Start Enforcing Protection” button in section 3

(Start enforcement), to start the protection, then add a password to
add extra protection as demonstrated below.

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 The Legacy form controls in the form document can now be

completed, now the document has been protected. The example
below demonstrates the Legacy fields being completed.

 If there is an error with any of the Legacy fields or they need to be

amended the form document will need to be unprotected through
the Restrict Editing icon and entering the password to unprotect.

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Training Skill Twenty One – Adding a Hyperlink 21

To add a Hyperlink, the following steps need to be followed:

 To add a Hyperlink the hyperlink must be added to document text

or to a document object. In the example below a document object
is inserted to be used. When the object or text has been inserted
into the document the object or text must be selected. In the
example below the object is selected.

 Select the Insert Tab and choose the Hyperlink icon which
is located in the Links section of the ribbon.

 In the Hyperlink dialogue box navigate to the relevant link, i.e.

Website, Existing document, e-mail or place in this document, as
displayed below. In the example below the Training Booking
Confirmation document has been located as a Hyperlink. Click OK
to add the Hyperlink.

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 Hover over the object or document text and the Hyperlink path will
be displayed. Click the object or document text and the Hyperlink
path will launch as displayed below, where the Training Booking
Confirmation document opens.

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Training Skill Twenty Two – Modifying a Hyperlink 22

To modify a Hyperlink, the following steps need to be followed:

 To modify the hyperlink the object or text has been inserted into
the document must be selected. With the text or object selected
click the hyperlink icon, then change the hyperlink path, as
demonstrated below, where the path is changed to the document
Multi – Bulleted List. In the example below the object is selected.
To remove a Hyperlink click the Remove Link button at the bottom
of the Edit Hyperlink box.

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Training Skill Twenty Three – Inserting a Link 23

To insert a link, the following steps need to be followed:

 Copy the object to be linked. In this example a Chart is copied

from MS Excel.

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 Here the Chart is to “Pasted” into a blank MS Word document

using Paste Special, selecting the Microsoft Excel Chart Object,
and then choosing “Paste Link”, as displayed in the example
below.

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 In MS Excel the Chart is updated, with the Expenditure chart

changed to a line chart and a different colour, as demonstrated
below.

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 The link now needs to be updated in MS Word to reflect the

updated chart with the Expenditure line chart displayed. To update
the link in MS Word add to the Quick Access Toolbar “Edit Links to
files”, as demonstrated below.

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 Next Click the “Edit Link to Files” on the “Quick Access Toolbar”
and choose the relevant link, there could be several links in a
document. With the link selected press the Update Now button as
displayed below.

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 The Chart in MS Word is now updated to reflect the updated chart

in MS Excel, as demonstrated below.

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Training Skill Twenty Four - Breaking a Link 24

To break a link, the following steps need to be followed:

 Click the “Edit link to files” chain on the “Quick Access Toolbar”,
and then choose the relevant link and click the “Break Link” button.

 The link between the MS Excel Chart and MS Word is now broken
and the linked is now removed. The “Edit links to File” chain on the
“Quick Access Toolbar” is now “Greyed out” and de-activated as
there are no more links in the example. The “Grey out” Edit links to
file option is displayed below.

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25
Training Skill Twenty Five – Displaying an Icon Link

To display an Icon link, the following steps need to be followed:

 Select the Insert tab and click the “Object” arrow in the text section
of the ribbon and choose the “Object” option, as demonstrated in
the example below.

 In the Object dialogue box choose the option “Create from File”
and browse to locate the link file. Add a “tick” to the option “Display
as icon” and click OK, as demonstrated below.

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 The Sales excel spreadsheet is now linked to the MS Word

document as an “Icon”, as displayed below.

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Training Skill Twenty Six – Table Formulas and Functions 26

To use a table formula or function, the following steps need to be
followed:

 Select the table cell where the formula or function is to be added.

In this example the cursor needs to be positioned in the table cell
B6 as this is where the Total Sales is to be entered, as
demonstrated below. The cell is B6 because the Sales in column B
of the table and the total answer is to be entered in row 6. The
table cell which combines column B and row 6 is cell B6. With the
cursor positioned in cell B6 of the table click the “Fx” icon on the
Layout tab under the “Table Tools” area, as demonstrated below.

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 With cell B6 of the table active enter the required formula or

function in the formula dialogue box as demonstrated below. In this
example the Sum(above) function is used to calculate the sales
total. The Sales total could also have been calculated by creating a
formula and entering the formula, =b2+b3+b4+b5.

 The Total sales in cell B6 of the table is demonstrated below.

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Training Skill Twenty Seven – Updating Table Formulas

27
To update a table formula or function, the following steps need to be
followed:

 Select the table cell where the formula or function has to be added,
in this example table cell B6. In this example the Sales for the
Cardiff in the table example in training skill 25, needs to be
changed to £30000 as the figure was entered incorrectly. In the
demonstration below the new figure for Cardiff has been entered
into the table, but the table calculation has not updated.

 To update the table calculation click in cell B6 of the Table and

click the Fx icon, as demonstrated below and click the OK button.
No further change is required.

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 Table cell B6 is now updated to display the correct Sales total

(£92,000), as demonstrated below.

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Training Skill Twenty Eight – Converting a Table to Text 28

To convert a Table to text, the following steps need to be followed:

 Highlight the Table to be converted to text, select the Layout tab

and click the Convert to text icon, as demonstrated below. In the
Convert Table to Text dialogue box choose how the text is to be
separated. In this example the text is to be separated by tabs.
Clock OK to convert a Table to text.

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 The example below demonstrates a table converted to text.

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Training Skill Twenty Nine – Converting Text to a Table 29

To convert Text to a Table, the following steps need to be followed:

 Highlight the Text to be converted to a Table, select the Insert tab,

click the Table arrow and choose the option Convert Text to Table,
as demonstrated below.

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 In the “Separate text at” area choose the relevant separator. In this
example the separator is “Tabs”, as demonstrated below.

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 The text has now been converted to a Table, as demonstrated

below.

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Training Skill Thirty – Conditional Mail Merge 30

To undertake a Conditional Mail Merge, the following steps need to be
followed:

 Select “Edit Recipient List” on the Mailings tab to set the

Conditional settings for the Mail Merge. At present all customers
from all Regions are displayed, as demonstrated below:

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 To set the Conditional settings click the “Filter” option in the Mail
Merge Recipients dialogue box, as demonstrated below.

 Here a condition is set to show only “Male customers from Tyne

and Wear”, as demonstrated below.

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 The filtered list only displays “Male customers from Tyne and
Wear”, as demonstrated below.

 The examples below show Letter 1 and Letter 4 will only be sent to
Males from Tyne and Wear.

Letter 1

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Letter 4

 To clear a filter, click the Clear All button in the “Filter” option box
as demonstrated below.

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 The full list of customers is now restored, as demonstrated below.

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Training Skill Thirty One – IF/Else Rule Mail Merge 31

To undertake an IF/Else Merge, the following steps need to be followed:

 Select the Rules arrow under the Mailings tab and select the “If
Then Else” option, as demonstrated below.

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 At the end of the letter there is a paragraph which mentions a

business brochure will be sent. The “Insert Word Field: IF”
dialogue box is used to set a parameter in the example below, that
the brochure will be sent by e-mail to anyone based in London,
otherwise the brochure will be sent by post as demonstrated
below. When using the “IF/Else” rule it is very important to position
the cursor in the correct position in the document. In the example
below the cursor is positioned in the paragraph about the brochure
after the word “by” as this is where either post or e-mail is to be
inserted.

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 The example below demonstrates the “IF/Else” rule and

demonstrates anyone living in London will receive a brochure by
e-mail and everyone else will receive a brochure by post.

Letter 1

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Letter 3

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Training Skill Thirty Two – Creating a Table of Contents 32

To create a Table of Contents, the following steps need to be followed:

 Add styles to all main headings and sub headings to be included in

the Table of Contents, as demonstrated below. The main
document heading “Introduction to Computers” has a style applied,
namely “Heading 1”. The Heading 1 style is applied to all main
headings.

 All document subheadings have the style “Heading 2” applied to all

sub headings in the document.

 A Table of Contents can also be created using custom designed

styles. In this example the default styles Heading 1 and 2 are
applied.

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 Here an automated Table of contents is to be created on page 1 of

the document, under the heading “Table of Contents”. To create
the Table of Contents, select the References tab, then click the
Table of Contents arrow and choose “Insert Table of Contents”
from the list, as demonstrated in the example below.

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 With the cursor positioned under the heading “Table of Contents”

on page 1 of the document, the Table of Contents dialogue box is
used to set the appearance of the Table of Contents. In the
example below the Table of Contents is set to display 2 levels of
heading styles (Heading 1 and Heading 2), a tab leader applied
and the Distinctive format is applied. If custom styles are used the
options button displayed below is used to set the custom styles for
a Table of Contents.

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 The completed Table of Contents is demonstrated in the example

below.

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Training Skill Thirty Three – Updating a Table of Contents 33

To update a Table of Contents, the following steps need to be followed:

 Here the Heading style 2 is to be removed from the sub-heading,

“Input – The Keyboard”, so the sub heading is not included in the
Table of Contents. At present the sub-heading still has the style
heading 2 applied as demonstrated in the example below.

 The style heading 2 has now been removed from the sub-heading
“Input – The Keyboard”, as demonstrated in the example below.
With the heading now having no style it is no longer linked to the
Table of Contents on page 1.

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 The Table of Contents must now be updated to remove the sub-

heading “Input – The Keyboard” from the table. The example
below demonstrates the heading is still displayed in the Table of
Contents.

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 To update the Table of Contents to remove the

sub-heading “Input – The Keyboard” from the
table, on the references tab click the icon “Update
Table” and in the Update Table of Contents dialogue box choose
“Update entire Table, as demonstrated below.

 The updated Table of Contents now demonstrates the sub-

heading “Input – The Keyboard” has been removed from the table
of contents.

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Training Skill Thirty Four – Creating an Index

34
To create an Index, the following steps need to be followed:

 To create an Index for the document, highlight a word to be added

to the Index. In this example the word “keyboard” is to be added to
the Index. Next click the “Mark Entry” icon in the Index section of
the ribbon on the References tab, as demonstrated below.

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 In the example below the “Mark All” button is selected to mark all
entries for the word “keyboard” in the document.

 The word keyboard is marked in the document as displayed

below in Show/Hide view. The index code to create the
document index is highlighted in the example below. To
create a full document Index, more individual words must
be marked using the “Mark Entry” icon, as demonstrated earlier.

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 The document Index is to be created on the last page of the

document, so the cursor is positioned on the last page of the
document under the heading Index as displayed below.

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 To create the document Index on the References tab, click the

“Insert Index” icon and apply the required settings for the Index. In
this example the document Index is to have 2 columns with a
“Fancy” format and the numbers right aligned, as demonstrated
below. Click the OK button to create the Index.

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 The completed Index is demonstrated in the example below.

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Training Skill Thirty Five – Updating an Index

35
To update an Index, the following steps need to be followed:

 The Index in its present state does not have an Index for the
computer applications “Spreadsheets” and “Word Processing”, as
demonstrated below. These 2 applications are to be added to the
Index by marking the entries and updating the Index.

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 To update the Index highlight the Index and click the “Update
Index” button on the References tab, as demonstrated in the
example below.

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 The updated Index displaying the Spreadsheet and Word

Processing Index entries is demonstrated in the example below.

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Training Skill Thirty Six – Adding a Caption 36

To add a Caption to a document picture or table, the following steps
need to be followed:

 Select the Picture or Table and click the “Insert Caption” icon on
the References tab, as demonstrated below.

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 In the Caption dialogue box. Choose the Caption Label type and
position. In this example the Figure Label is selected and the
caption position is set to below the selected Image, as displayed
below. Also the actual Caption has been amended to “Figure 1 –
Qwerty Keyboard”. Automatic Captions can be set for Pictures
and Tables by using the Auto caption button and “ticking” the
relevant Caption options.

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 The caption example below demonstrates the Figure 1 caption

added to the Qwerty Keyboard Image.

 Captions can also be added to document tables as demonstrated

below. Here the caption is positioned above the Table.

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Training Skill Thirty Seven – Creating a Table of Figures 37

To create a Table of Figures, the following steps need to be followed:

 Insert Tables and Pictures and add captions to the Tables/Pictures

as a “Table of Figures” can only be automatically generated if
captions have been created in a document. The document
example demonstrated below has captions displayed to
demonstrate Table illustrations.

 The Table of Figures is to be created on page 1 of the document

under the heading “Table of Figures” as demonstrated below.

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 To automatically generate a Table of Figures position the cursor

where the Table of Figures is to be inserted, page 1 in this
example and select the References tab then click the Table of
Figures icon, as demonstrated below.

 In the Table of Figures dialogue box choose the caption type

Figure/Table in this example Table is selected then choose the
table format and number alignments, as demonstrated below.

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 The completed Table of Figures is demonstrated below.

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Training Skill Thirty Eight – Updating a Table of Figures 38

To update a Table of Figures, the following steps need to be followed:

 In the Table of Figures example below the Table 1 caption is to be

updated to Table 1 Modems and Networks. At present the Table of
Figures displays the caption as Table 1, as demonstrated below.

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 To add information to the caption type the extra information next to

the caption number, as demonstrated below.

 To update the Table of Figures, highlight the Table of Figures as

demonstrated below, and then click the “Update Table” icon in the
Captions section of the ribbon on the References tab.

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 The updated Table of Figures example is demonstrated below.

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Training Skill Thirty Nine – Adding a Bookmark 39

To add a bookmark to a document, the following steps need to be
followed:

 Highlight the area(s) of the document, to add a bookmark. To add

a Bookmark select the Insert tab and click the “Bookmark icon”, as
demonstrated below. In the example below a Bookmark is to be
added called Central Processing Unit to the highlighted Central
Processing Unit section. Here the bookmark is 3 separate words
and need to be separated by the “Underscore ( _ ) key. After the
name of the bookmark has been typed in the Bookmark name
area, click the “Add” button to add a bookmark.

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 To locate the Bookmark click the “Go To” key, as demonstrated

below.

 The Bookmark Central Processing Unit has been located, as

demonstrated below.

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 To delete a Bookmark click the Bookmark icon and click the delete
button, as demonstrated below.

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Training Skill Forty – Creating a Cross - Reference 40

To create a Cross-Reference, the following steps need to be followed:

 Position the cursor where the “Cross Reference” text is to be

inserted, then select the Insert tab, click the “Cross-References”
icon. In the Cross-reference dialogue box, choose the Reference
type, in this example the “Heading” reference type is selected. For
a heading to appear in the cross-reference heading list the
heading must have a Style applied. In this example the “Word
Processing” document heading is to be used as a document cross-
reference and the cross-reference will appear where the cursor is
positioned.

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 The cross-reference is now inserted into the document where the

cursor was positioned, as demonstrated below. To locate the cross
reference press the “Ctrl Key” and click the cross reference in the
document.

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 The cross reference is located, as demonstrated below.

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Training Skill Forty One – Creating a Footnote 41

To create a Footnote, the following steps need to be followed:

 Highlight the document word where a footnote is to be added and

click the “Insert Footnote” icon in the footnotes section of the
ribbon of the References tab, as demonstrated below.

 The “Footnote area of the document is empty, add the footnote

text, as demonstrated below.

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 To view the Footnote texts in the document either hover over the
footnote or double click the footnote number in the footnote area to
be viewed, as demonstrated below.

 More footnotes are displayed below.

 To delegate a footnote highlight the entire footnote number in the

document area, as demonstrated below, then press the delete
keyboard key. In this example footnote 1 is to be removed.

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 The footnote 1 “Free on Board”, has now been removed and the
remainder of the footnotes in the footnote area have reordered
accordingly, as demonstrated below. Payment terms, is now the
new footnote 1.

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Training Skill Forty Two – Updating Footnote Indicators 42

To change a Footnote indicator (number/letter), the following steps need
to be followed:

 Select the “Footnotes dialogue box” launcher located in the

footnotes section of the References tab, as demonstrated below.

 Choose the new Footnote indicator in the dialogue box and click
the “Apply” button. In this
example the footnotes are
to be changed to capital
letters instead of number,
as demonstrated below.

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 The updated Footnote indicator is demonstrated below.

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Training Skill Forty Three – Creating an Endnote 43

To create an Endnote, the following steps need to be followed:

 Select the document text where the endnote is to be applied, then

display the footnotes dialogue box launcher, as demonstrated
below. Change the location area to “Endnotes” and choose the
endnote location. In this example the endnote will appear at the
“End of document”.

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 The Endnote now appears at the end of the document, as

demonstrated below.

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Training Skill Forty Four – Track Changes 44

To add track changes to a document, the following steps need to be
followed:

 To turn on track changes to review a document, click the Track

Changes arrow on the Review tab and select “Track Changes”
from the list, as demonstrated below.

 In the example below track changes highlights the last 3 words in

paragraph 1 have been changed from Worldwide Sport Goods to
WSG, as demonstrated below.

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 The way Track Changes is displayed in a document is controlled

selecting Show Mark-up arrow and “ticking” the areas which are to
be displayed when Track Changes is turned on, as demonstrated
below.

 Track Changes formatting can be changed by clicking the Track

Changes arrow and choosing change Tracking options, as
demonstrated below.

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 In this example the Insertions for the Track changes are to be

changed from Red to Blue insertions, as demonstrated below.

 All the insertions regarding document changes are now Blue

insertions, as demonstrated below.

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 With Track Changes the Review Pane can also be displayed, with
the Vertical Pane displayed in the example demonstrated below.

 Using the Review Tab changes can be “Accepted” or “Rejected”.

In this example, all the document changes made are to be
rejected.

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 The example below demonstrates the document, with all changes

rejected.

 To turn Track Changes “off”, click the Track Changes arrow and
select Track Changes, as demonstrated below.

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45
Training Skill Forty Five – Comments and Managing
Comments

To insert comments into a document and manage comments, the

following steps need to be followed:

 Highlight the document text where the “New Comment” is to be

inserted and select the New Comment icon on the review tab.

 A comment is added to the “Delivery” paragraph, as demonstrated

below.

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 To edit a comment highlight the text in the comment area and

enter the new information, as demonstrated below.

 To move between comments within a document select the next

and previous icons on the Review tab, as demonstrated below.

 To move between comments within a document select the next

and previous icons on the Review tab, as demonstrated below.

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 The document comment is deleted, as demonstrated below.

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Training Skill Forty Six – Comparing Documents 46

To compare documents, the following steps need to be followed:

 Either start a new document or open a document which is to be

compared, then select the “Compare” arrow on the Review tab,
and select Compare from the list as demonstrated below.

 Browse for the documents to be compared, the original and

revised document, as demonstrated below. Also choose where to
“Show changes in”, as highlighted below.

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 The compared documents are demonstrated below.

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Training Skill Forty Seven – Automation Techniques 47

To automate documents, the following steps need to be followed:

 Autocorrect can be used to correct words which are frequently

misspelt. To use the Autocorrect feature select the File tab, then
choose Options. In the options dialogue box select “Proofing”
section and select the Autocorrect Options button, as
demonstrated below.

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 In the “Replace area” add the word which is incorrect and in the
“With area” add the correct word. In this example the word “said” is
entered in the “replace area” and in the “with area” the correct
spelling of the word “said” is entered. When the words have been
entered click the “Add button” to add the word to the auto correct
list, as demonstrated below.

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 To use the Auto format option add the Auto format icon to the
“Quick Access Toolbar, as displayed below.

 To Auto format a document click the Auto format icon on the

“Quick Access Toolbar” and choose the formatting option, as
displayed below.

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 To use the Auto text option first highlight the text or logo which is
to be added to the Auto text area, as displayed below.

 Next select the Quick Parts arrow on the Insert Tab, select the
Auto text area, then select “Save selection to the Auto text
Gallery”, as demonstrated below.

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 Give the Auto text entry a name, in this example the name is
“Sporting World Address”, as displayed below.

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 To use the Auto text option first position the cursor appropriately in
a New or existing document, as demonstrated below.

 Next click the Quick Parts arrow, then the Auto text option and
choose the relevant Auto text entry, in this example “Sporting
World Address”, as demonstrated below.

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 The Auto text entry now appears in the document, as

demonstrated below.

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Training Skill Forty Eight – Outline View 48

To use Outline View, the following steps need to be followed:

 A document has been created in Normal View, as demonstrated

below. The document can also be controlled in Outline View using
a number of icons and options.

 To use Outline View select the View Tab and choose Outline View,
as demonstrated below.

 In Outline View a number of options are available to control a

document, one of which is Body Text, as demonstrated below. The
Body Text option picks up any formatting applied in Normal View
to selected text.

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 In the example below the document text is changed to Level 1

formatting, which uses the Heading 1 style in normal view.

 In the example below information has been added in Outline View

about attractions in South Wales, using Level 1 and Body text
options. In Outline View as soon as information is added under a
Level 1 heading at plus (+) sign appears next to the heading, with
means the heading and accompanying information can be
expanded and collapsed. At present all headings are in expanded
mode.

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 In the example below in Outline View all headings are in collapsed

mode, which includes the accompanying information. The minus(-)
sign is used to collapse document heading information, as
demonstrated below.

 Expanded or Collapsed heading in Outline View can be reordered

using the “Up” and “Down” arrows. In this example the areas in
South Wales will be re-ordered into alphabetical order, as
demonstrated below.

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 The completed document displayed in “Normal” document view, as

demonstrated below.

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Training Skill Forty Nine – Master Documents 49

To create and manage Master Documents, the following steps need to
be followed:

 A Company Induction document is to be created as a Master

document, using multiple existing documents and creating new
documents to add to the Company Induction document. The initial
Company Induction document with no extra documents is
demonstrated below.

 To manage a Master document the document view needs to be

changed to Outline View using the View Tab, as demonstrated
below.

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 Here a document is to be added to the Company Handbook

Master document. To add a document click the “Show Document”
icon as demonstrated below.

 Here a document is to be added to the Company Handbook

Master document. To add a document click the “Show Document”
icon as demonstrated below. Next select the Insert icon to insert a
document into the Master document.

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 Here a document is to be added to the Company Handbook

Master document. To add a document click the “Show Document”
icon as demonstrated below. Next select the Insert icon to insert a
document into the Master document.

 To access the Inserted document double click the document in

Outlining view. At present the Human Resources Guidelines
document is blank.

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 Information is entered into the Human Resources Guidelines

document, and then the document is saved and closed, as
demonstrated below.

 The Human Resources Guidelines document is displayed and

updated in the Company Handbook Master document, as
demonstrated below.

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 The Human Resources Guidelines document is to be collapsed, as

demonstrated below.

 When collapsed the Human Resources Guidelines document is

displayed as a hyperlink, as demonstrated below.

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 Here a new sub document is to be created, as demonstrated

below.

 The new sub document “Staff Social Occasions” is created, as

demonstrated below.

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 In Normal view print preview, the Company Handbook document is

demonstrated below.

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Training Skill Fifty – Macros 50

To record a Macro, the following steps need to be followed:

 To record a Macro the Developer or the View tab can be used. In

this example the Developer Tab is used, as demonstrated below.

 In the record Macro dialogue box give the Macro a name in this
example “Page_Border” and choose how to store the Macro, in
this example “Document 1”, as demonstrated below.

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 In the example the Page Border for the Macro has been recorded,
so the “Stop Recording” button is now pressed to stop recording
the Macro, as demonstrated below.

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 To run a Macro select the Macros icon on the Developed Tab,

select the required Macro name then click the “Run” button, as
demonstrated below.

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 The “Page Border” Macro displays the Page Border designed for
the Macro, after the “Run” button has been selected, as
demonstrated below.

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 A Macro can also be added to the “Quick Access Toolbar”, using

the More Commands area. Next choose “Macros” from the drop
down arrow and select the “Add” button to add the Macro to the
toolbar, as demonstrated below.

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ECDL Advanced Word Processing - Training Notes

 The Macro button and appearance on the toolbar can be modified

by selecting the “Modify” button, as demonstrated below.

 The modified Macro button has been added to the “Quick Access
Toolbar”, as demonstrated below.

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ECDL Advanced Word Processing - Training Notes

 To delete a Macro select the Macro icon on the Developer tab,

select the required Macro. Next click the delete button to delete the
Macro, as demonstrated below.

 The Macro has now been deleted, as demonstrated below.

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ECDL Advanced Word Processing - Training Notes

Created By: Richard Walters P a g e | 150