MS WORD

ACCESS IT
BCAS Campus, Kalmunai
By: Eng. A.L.Jubailah Begum
 1 Word Processing
This chapter covers the following;

² word processing
² benefits of a word processing software
² creating a document
² formatting of document
² adding clip arts and charts to a document
² opening and closing files
² mail merge
² printing a document
² shortcut keys

1.1 Word Processing

Your school principal has informed you that this year’s Art Festival is going
to be celebrated. The assigned task of your team is preparing necessary documents
for the arts festival.

Reports
Accordingly, you have to;
Letter
s Invitations
² Design invitations
² Prepare letters to the parents
² Design certificates Certificate
s

These documents should be well prepared and printed. After drafting the
above documents, you now want to find out the best method of document
preparation.
“We will prepare hand written invitations”, was one of the suggestions.
“Good idea, but it’s difficult to write in a similar size and a similar way. So we’ll
use the type writer in the library”, was another suggestion.

“We should find attractive types of letters and add pictures. A border will give a
good finish. A typewriter won’t provide such facilities, will it?” Everybody is
confused. You need to find a solution for this problem.
We often use different types of documents in our day-to-day activities and
preparing these documents in different styles is called word processing. In order to
avoid the shortcomings of preparation of pen or pencil in based documents,
typewrites were used in the early days. Even though such typed documents were
better than the hand written documents, manual typewriters do not allow functions
such as formatting, saving, printing in required sizes.
The computer is the best machine for such an activity. A word processing
software can provide the following facilities;
² Creation and editing
² Insert objects such as images
² Saving and retrieving
² Print preview and printing
² Spell checking and grammar
² Find and replace
² Mail merge

1.1.1 Word Processing Software

Several popular word processing software are available. Some need to be

purchased and some are Free and Open Source Software (FOSS).
Given below are some of the word processing software. You can find more
information about those software from their websites.
 Name of the software Producer
AbiWord Source Gear Corporation
FrameMaker Adobe Systems Incorporated
iWork Pages Apple
Kingsoft Office Writer King soft
Libre Office Writer Open Office Writer
Microsoft Office Word Microsoft Corporation
Open Office Writer Apache Software foundation
(Open Source Software)
Word Perfect Corel

The user can create documents using internet as well if the computer does
not have a Word Processing software. For this the user can use cloud computing.
There are many advantages of using cloud computing such as;
² The user does not have to install a word processing software on the computer
² The user does not have to allocate space to install software in the hard disk
² To save the document, internet itself provides facilities for space.
² The user can open or edit the document from any computer which has internet
facility
Example - Google Docs, Windows 365

In addition, smart phones and tablet PC’s are used for Word Processing
today and word processing software is available for this purpose.
Eg: Documents To Go, Google Docs, Kingsoft Office, and Polaris Office etc.
Now we will learn how to use a word processing software to prepare
documents.
This chapter explains two word processing software which are commonly
used today. Further, some topics and tools which are common to other software are
also discussed.
 1.1.2 Running a Word Processing Software
These lessons are presented based on Microsoft.
Microsoft Office Word 2010
Start → All Programs → Microsoft Office → Microsoft Office Word 2010
(This could be different depending on the operating System)
The graphical user interface of a Microsoft Word 2010 software is shown
in figure 6.1
3. Quick Access Tool Bar

2. Ribbon
{
1. Title Bar
Bar
Tabs 4. Dialogue Box Launcher
View Ruler Buttons

6. Scroll Bar

Browse Buttons

5. Status bar View Buttons

Bar

Figure 6'1 - Microsoft Office Word 2010 7. Zoom Control

1. Title Bar - (Figure 6.2) The top most bar on a Microsoft Office 2010 window
is the Title Bar. The name of the opened document will appear here. A new
document is shown as Document X and ‘X’ is the document number. Window
Minimize button, Minimize/Restore button and the Close buttons are located in
the top right hand side.

Figure 6.2 – Title Bar

2. Ribbon – Ribbon is a special feature of Word 2010 windows. Features of this
(File, Home, and Insert etc.) are called Tabs. The special feature of the ribbon
is that the items are shown as Icons, so their functions are clear. Facilities are
there for the users to adjust these tabs according to their wishes. Moreover,
ribbon is divided into several classes. (Clipboard, Font, Paragraph, Styles,
Editing, etc.)

Some features of the Home Ribbon (Figure 6.3):

18 17 12
16 15 14 13 11

1 2 3 4 5 6 7 8 9 10
Figure 6.3 – Home Ribbon

1. Bold 10. Border

2. Italic 11. Sort
3. Underline 12. Indentation
4. Subscript 13. Numbering
5. Superscript 14. Bullets
6. Font color 15. Change case
7. Alignments 16. Grow font
8. Line spacing 17. Font Size
9. Shading 18. Font Name

3. Quick Access Tool Bar (Figure 6.4) - This is always placed above the Ribbon
and can be placed below the Ribbon. Quick Access Tool Bar contains quick
commands such as opening a new document, saving or opening a document,
Zooming, Undo, Redo, etc. and this can be adjusted according to the user’s
requirements.

Zoom

Save Redo
Figure 6.4 - Quick Access Tool Bar
4. Dialogue Box Launcher Figure 6.5 - Dialogue Box launcher shows additional
tools. Dialogue boxes can be opened by clicking the arrow at the right hand side
of the group name. Apart from the tools which appear in the Ribbon, Dialogue
boxes provide several other useful tools in document preparation.

Font type Dialogue box: This is

opened by clicking the Dialogue box
launcher of the Font group. (Figure 6.5)

Figure 6.5 – Font type dialogue box

5. Status Bar (Figure 6.6) - This is at left bottom of Microsoft Word window.
This shows the number of pages and words of the document, language used,
view buttons, etc. Further, status bar can be used to add slight changes to the
document.

Figure 6.6 – Status Bar

6. Scroll Bar - used to go up and down of the document.

7. Zoom (Figure 6.7) - Zoom can adjust the size of the pictures on the screen.
This does not affect the original document and zooming is performed as per the
wish of the user. Zooming is used to check the quality of the document while
editing.

Figure 6.7 – Zooming

To learn the tools which are not explained here, position the mouse pointer
on tool to see the Tool Tip.
 1.2 Let us discuss some important things in preparing
a new document.
Opening a new page
Step 1
Even though there is a new page when Word software is open, the user
has to get a new page for another document.

For Microsoft Word... For LibreOffice Writer...

‘File → New → Blank Document’ / File →New / (Ctrl + N) →Text Document

(Ctrl + N)

Step 2

Saving the Document Select ‘File → save’ / (Ctrl + S)

It is essential to save the document in a
proper place with a proper name. This . Select a saving location.
enables the user to find the saved document . Type a proper name for the document
easily. in ‘File name’.
. Click ‘save’ button.

Step 3

Saving the file by another name

Once the user saves the document by
giving a name, it is called ‘File’. The user For this…
can save the file by another name in
another place. Then the user will get two Select ‘File → Save as’
files by the existing name and the new
name. Since files are saved with a file . Select a Saving Location.
extension, it is easy to find those e a gain. . Type a proper name for the document in
(File extension) ‘File name’.
. Click ‘Save’ button.
MS Word 2007$ 2010 - .docx
MS Word 97-2003 - .doc
LibreOffice Writer - .odt
Step 4

Closing the document For this...

It is wise to close the document till it is

used again. Unwanted, opened files will be
a disturbance for the computer. Select ‘File → Close’

Step 5
For this...

Opening the document • Select ‘File → Open’ /(Ctrl + O)

• Select the saved file in the ‘Look
The user may need to open a file saved in in’ location in the open dialog
the computer or in a different medium. box.
• Select the document from the
window
• Click ‘Open’ button.

Step 6
Saving a document using a password

Saving a file with password provides security. Hence others

cannot open the document. For this;

If it is Microsoft Word; If it is LibreOffice Writer;

• Select ‘File → Save’ • Select ‘File → Save’

• Select a suitable saving location from • Select a suitable saving location from
‘Save in’ ‘Save in’
• Type a suitable name for the document • Type a suitable name for the document
• Select ‘tools’ • Click on the box ‘Save with a
• Select ‘General Options’ Password’
• Type a password in the ‘password to • Click ‘save’ button
open’ box in order to open the word file. • Type the password to open the file in
• Click ‘Ok’ ‘Set Password’ dialog box
• Type the same password in the ‘Re-enter • Type the same password in the second
Password to open’ box box and click 'Ok' button.
• Click ‘save’ button.
 Activity

Open the word processing software. Perform the following;

1. Type the paragraph in activity figure 1. Save the document

as “Assign1” in your folder. Close the document.
2. Open “Assign1” file. Save it in your folder as ‘Article’ in. Now
close the document.

Word Processor
A word processor, or word processing program, does exactly what the name
implies. It processes words. It also processes paragraphs, and entire papers.
Some examples of word processing programs include Microsoft Word, Word
perfect (Windows only), Apple Works (Mac only), and Open Office.org.

figure 1: Activity

1.3 Preparing a Document

1.3.1 Page Setup

The first step in document preparation is to use page setup.

For Microsoft Word… For Libre Office Clac…

Use ‘Page Layout → Page Setup’ Use ‘Format → Page’ and ‘Page’
Dialogue Box

There are common Page Setup tools available in Word Processing software.
You can select paper size and format as per international standards. (A4, A5, B4,
Letter) These sizes can be adjusted according to the user’s requirements. User can
adjust ‘Orientation’ and ‘Margins’.
There are two types of Orientation Portrait and Landscape
 1.3.2 Formatting
Formatting can be performed after or before typing a letter or document.
This adds clarity and attractiveness to the document.

1.3.3 Methods of Selection

A document contains different features such as letters, words, shapes,
images, tables, etc. User may make changes to these. User have to select the item
before modification. Following are some of the methods.

A letter or letters Drag the Mouse across the letter(s)

A word Double click the mouse on that word
A few words Select the first word you need to change, keep the
mouse pointer there and drag till the last word
A sentence Click on the first word of the sentence and drag till the
last word
A row Drag the mouse till you see a right arrow which is
white. Click it once.
A paragraph • Click the mouse thrice on the paragraph
• Or click the first word of the paragraph and drag till
the last word
A document • Press Ctrl + A on the key board
• Drag the mouse pointer till you see a right arrow
which is white. Then click it thrice

1.3.4 Text Formatting

User is able to perform the following;
1. Change Font Size.
2. Change Font Style - Make letters
Bold or Italic.
3. Underline letters.
4. Use different types of fonts in
different languages.
5. Change font color.
Figure 6.14 – Formatting
 For LibreOffice Writer…
F or Microsoft Word…
• Select your letters or paragraphs
• Select your letters or paragraphs • Use Formatting Tool Bar
• Click on the required tools of • Click on the necessary formatting
‘Home → Font’. Or tools or
• Open Font Dialogue Box • Open ‘Format → Character’ Dialogue
Box
Further, mind that you can make use of
several tools at the same time. Further, mind that you can make use of
several tools at the same time.

Activity

Open the Word Processing software and perform the following.

1. Prepare your page as follows.

Size – A4 Orientation Margins – 2’ from left and

Landscape right
1.5’ from top and bottom
Use ‘Page Setup’ Dialogue Box.

Type paragraphs on Activity 2. Save that document in your folder as ‘Assign2’.

Close the document.

2. Open ‘Assign 2’ file. Format the document as in activity 3. Then save it in

the folder as ‘Assign3’. Close the document.

What is a computer?
A computer is an electronic device that manipulates information
or data. It has the ability to store, retrieve and process data. Activity 2

You can use a computer to type documents, send email and browse
the Web. You can also use it to handle spreadsheets, accounting,
database management, presentations, games and more.
What is a computer?
A computer is an electronic device that manipulates information
or data. It has the ability to store, retrieve and process data. Activity 3

You can use a computer to type documents, send email and browse
the Web. You can also use it to handle SPREADSHEets, ACCOUNTING,
DATABASE management, presentations, games and more.

1.3.5 Paragraph Formatting

Alignment (Figure 6.16)

Figure 6.15

6. Left Align
7. Center Align
8. Right Align
9. Justify
 ● Indentation (Figure 6.16 and 6.17)

10. Left Indentation

11. Right Indentation

12. First Line Indentation

13. Hanging Indentation

14. Line spacing

15. Paragraph spacing

Computer is an electronic device

which accepts data, processes 14
10 and produces desired
information. Computer hardware is the collection of
physical elements that constitutes a computer
The computer memory refers to the 11 system. Computer hardware refers to the
storage area of a computer where all
the data and instructions are stored. physical parts or components of a computer
such as the monitor, mouse, keyboard,
12 The storage capacity of the computer computer data storage, hard drive disk (HDD)
memory is expressed in terms of bits and bytes. The more etc...
memory a computer has, the more memory it can store. 15
Software is any set of machine-readable
Computer hardware is the collection of physical lements instructions that directs a computer's
that constitutes a computer system. processor to perform specific operations. A
Computer hardware refers to the physical combination of hardware and software forms a
13 parts or components of a computer such as
the monitor, mouse, keyboard,
Figure 6.17 – Indentation
Figure 6.16 – Indentation

For Microsoft Word... For LibreOffice Writer...

Select your words or paragraphs Select your words or paragraphs

• Click on the formatting tools you need • Click on the formatting tools you need
on ‘Home → Paragraph’ on Formatting Tool Bar
Or Or
• Open ‘Paragraph’ Dialogue Box • Open ‘Format → Paragraph’ Dialogue
• Select the tools you need there Box
• Click ‘Ok’ • Select the tools you need there
• Click ‘Ok’
Activity
Open the Word Processing software and perform the following.
1. Open ‘Assign3’ file. Format its paragraphs as shown in
activity 4. Then save it in your folder as ‘Assign4’. Close the
document.
2. Open ‘Assign3’ file again. Format it again as shown in
activity 5. Then save it in your folder as ‘Assign5’ and close the
document.

What is a computer?
A computer is an electronic device
that manipulates information or data. It
has the ability to store, retrieve, and
process data.
Activity 4
You can use a computer to type
document, send email, and browse the
web.

You can also use it to handle spreadsheets,

accounting database, management,
presentations, games, and more.

What is a computer?

A computer is an electronic device

that manipulates information or Activity 5
data. It has the ability
to store,
retrieve, and
process data.
You can use a computer to type documents
send email and brows the Web.
 1.3.6 Bullets and Numbering and other formatting methods

20

17 There are two types of Memory. They are,

1. Primary Memory
1.1. ROM
Storage
1.2. RAM
Capacity
18 2. Secondary Memory  Bit
a) Hard Disk  Nibble
b) Floppy Diskette  Byte
c) Pen drive  Megabyte
d) CD / DVD  Gigabyte
19

16
16. Bullet List
17. Number List
18. Multilevel List
19. Shading/ Background Color
20. Border

N.B. For the selected sentences, you can use 'Bullets and Numbering' from
'Paragraph' section.

1. Press Tab on the key board

2. Press Shift + Tab at the end of the Multilevel list to combine it to the main list
again.
 For Microsoft Word...
For LibreOffice Writer...
• Select the paragraph / document
• Select ‘Borders’ in ‘paragraph’ class from For colours to the paragraph:
‘Home’ tab. • Format → Character →
• Use Borders/ Page Border/ Shading for this Background Select a necessary
on ‘Borders and Shading’ Dialogue Box. colour from the tabs
• Click ‘Ok’.
For Borders;
• Select ‘Format →Paragraph →
Border’
For colours to the document:
Select the necessary colour from
'Format → Page → Background'

For Borders:
• select the necessary border and
colour from 'Format → Page →
Border'
After selecting, click 'Ok'.

Activity
Different type of software

Open the Word Processing software  Antivirus

and perform the following.  AVG
 Semantic
 Kaspersky
1. Open a new page. Make a list of  E-mail
bullets as shown in Activity figure  Outlook
6. Save the document in your  Yahoo mail
folder as 'Assign6'. Then close the  Gmail
 Games
document.  Worlds of Warcraft
 Car race
2. Open 'Assign6' file you have saved.  Internet browser
Add a border to the page. Save the  Firefox
 Explore
changed file as 'Assign7' on Save  Google
as Type – Word 97 – 2003. Close  Operating system
the document.  Windows xp
 Windows 7
 Linux

Activity 6
 1.4 Formatting the Document
Some tools which provide clarity and attractiveness to the document are shown
below;
(Figure 6.20)

5 4
1. Shapes / Objects
8 2. Pictures / Images / ClipArt
1 3. Symbols
4. Tables
7 5. Header and Footer
2 6. Page Numbers
7. Columns
4 8. WordArt / Fontwork

Apart from the tools

5 6
3 mentioned above, you can add other
appropriate tools as well.

Figure 6.20

1.4.1 Shapes and Images

Shapes and images are added to provide clarity and attractiveness to the
document. For this, keep the cursor in the place you wish to add the shape or image.

For Microsoft Word... For LibreOffice Writer…

Use 'Insert' tab and its Ribbon. Use Insert tab on Menu Bar
• If it is a shape • If it is a shape Select 'Insert Object
Select ‘Insert → Shapes’ → OLE Object' Or Select a shape
• Click a shape on it and drag it to the from Drawing tool, click it and drag it
page clicking the Mouse to the page using Mouse.
• If it is an image, select 'Pictures/ • If it is an image, select 'Insert → Picture
ClipArt' on 'Insert' tab. From File'.
• Open any image you like. • Open any image you like.
 To rotate the shape/
image.

To change the
To change the size of position of the shape
the shape/image. /image (to move
here and there)

Figure 6.21 – Preparing the shape or image

1.4.2 Formatting the shape or image

User can format the shape or image inserted in the document. For instance,
user can change its size, color, add borders, change its position, etc. (figure 6.21)
First, select the shape or image by clicking on it. Then make use of the Tool
Bar to perform the required changes.

The Tool Bar used in Microsoft Word to prepare the shape / image.
picture tool

The Tool Bar used in LibreOffice Writer to prepare the shape / image.
 1.4.3 Symbols
User may use different symbols in document preparation. However, there is
a limited number of symbols on the keyboard. Additional symbols are available for
use.
For Microsoft Word… For LibreOffice Writer…

Open the Dialogue Box by clicking

Open the Dialogue Box by clicking
'Insert → Symbols'. Then click 'Insert'
'Insert → Special Character'. Then click
to add the necessary symbols to the
'Ok' on the symbols you need to include
Document.
to the document.

1.4.4 Header Footer and Page Numbers

It is essential to add Header and Footer and the page numbers in a document
For this purpose;
'Insert → Header and Footer' and 'Page Numbers'

For Microsoft Word…

Header and Footer tool

1.4.5 Column

This feature is often used in newspapers and magazines. Columns can be

made before or after typing.

For this, select the paragraph.

For Microsoft Word... For LibreOffice Writer...

'Page Layout' → 'Columns' → select the 'Formatting' → 'Columns' → select the

number of columns you need. number of columns you need.
Activity
1. Open the Word Processing software and perform the following.
2. Open a new page. Type the paragraphs given in Activity 7.
Then format the paragraphs as given below. Save the
document as Assign 8 with the password ‘WordPass’
password. Close the document.

E
lectronic waste (e-waste): what is it outlet or it contains circuit boards or
and how do we get rid of it ? chips, it is most likely e-waste. These
This term applies to consumer and products can contain heavy metals like
business electronic equipment that is near or cadmium, lead, copper, and chromium
at the end of its useful life There is no clear that can contaminate the environment Do
definition for electronic waste (e-waste) at NOT dispose of these items in the trash or
this time, but if you can plug it in an electrical your recycling bins.
Examples of electronic waste include, but not limited to:
 TVs, computer monitors, Printers, Scanners, Keyboards, mice, cables, circuit boards,
lamps, clocks, flashlight, calculators, phones, answering machines, digital / video
cameras, radios, VCRs, DVD players, MP3 and CD players.
 Kitchen equipment (toasters, coffee makers, microwave ovens)
 Laboratory equipment (hot plates, microscopes, calorimeters)
 Broken computer monitors, television tubes (CRTs)

Student E - waste Recycling Options

Any laboratory equipment that has the If you live on - campus you can dispose of
possibility of being contaminated with your electronic waste easily and conveniently
chemical, biological, or radioactive by creating a Fix It Ticket or contacting your
substances must be cleared through EH&S college maintenance office.
and Departmental Facilities Office before If you live off - campus, learn more about the
disposal. Sants Cruz County electronic waste disposal
program.
Additional information on disposal / recycling of e-waste and other
regulated items can be found in all college mailrooms, Graduate
Student Housing Mailroom and the Village Laundry Community room.
Multibins are blue cabinets built to collect batteries, small electronics,
printer cartridges, and CDs. They are located in every college mailroom.

Activity 7
 1.4.6 Tables
User may need to tabulate data in documents. For this purpose, you need
to prepare a standard table. Word Processing software provides facilities to prepare
tables. Some of them are;
• Insert or draw the required rows and columns.
• Delete unnecessary rows / columns.
• Merge cells.
• Split cells.
• Color the table.
• Change text direction.
• Table styles.
Figure 6.12 – Table
TIME TABLE
Time Monday Tuesday Wednesday Thursday Friday
Merge
Cells

Split Interval
Cells
XZY
ABC

Text Direction

² To insert the Table

For Microsoft Word...

For LibreOffice Writer…
• Insert → Table
• Select the necessary rows and columns • Table →Insert→Table
• Insert the necessary rows and columns • Insert the necessary rows and columns
in 'Insert Table' in 'Insert →Table'
• Click 'Ok' • Click 'Insert'

² Select Table, rows, columns, cells before you create the table.
² To move from cell to cell, use arrow keys on the key board, Tab key or click
mouse.
Format tables;

For Microsoft Word…

Table Tools

After creating a table, Table Tools Ribbon will be opened when you select that created table. You
can select the adjustments you need to add for the table/ rows/ columns/ cells from 'Design' and
'Layout' ribbons.

E.g.: Merging

1. Select the rows/ columns/ cells you wish to merge.

2. Click 'Layout' ribbon on 'Table Tools'. Click on 'Merge Cells'.

For LibreOffice…
After creating a table, select the table. Click on the 'Table' tab on Menu Bar.
Make use of tools such as Delete, Select, Insert, Split, Merge on the Menu Bar.
Also make use of the Dialogue Box opened by selecting Table → Table Properties → Table
Format.
 Activity

1. Open a new page. Create a table as shown in activity 8.

2. Save that document in your folder as 'Assign 9'.

Activity 8

1.5 Proof reading

1.5.1 Correcting Spelling and Grammar

Spelling and Grammar errors will be indicated automatically, and also the
possible words will be shown. Spelling errors are underlined in red color and
grammar errors are underlined in blue color.

Step 1 Drag the cursor to the opening of the document.

For Microsoft Word………. For LibreOffice Writer………..

• Use 'Review → Spelling and • Use 'Tools → Spelling and Grammar'

Grammar'
Step 2 Click 'Change' after selecting the correct word for the red or blue
underlined wrong word. Click 'Ignore' for the words which are not
there in English Dictionary. (names of people, villages, countries)

1.5.2 Thesaurus
Thesaurus can be used to find synonyms for the words in documents. For
this purpose,
• Select the word you have typed.

For Microsoft Word... For LibreOffice Writer...

Review → Thesaurus • Tools → Language → Thesaurus

1.5.3 Find and Replace Words

Suppose that the user has to delete a word in the document. If the document
contains many pages, finding the word would not be easy. You can use 'Find' facility
for this.
 Get the cursor to the beginning of the document.
For Microsoft Word…
• Click ‘Find’ in Home → Editing

• As shown above, type the word you need to find in Search Document on Tool Bar.

For LibreOffice Writer...

Click Edit → Find Find Next

Type the word you need to find in 'Find' place in the Tool Bar as shown above. Then
click 'Find Next'.
 To replace a word in the document with another word, replace facility is used.
For this,

For Microsoft Word… For LibreOffice writer…

• Click 'Replace' in 'Home → Editing' • Click 'Replace' in Edit Menu

 In the Window you get, type the word you need to find in 'Find What' or 'Search
for'. Then click Replace / Replace All. Figure 6.22

Figure 6.22 – Find and Replace

Activity

Open the Word Processing software and perform the following.

1. Type the paragraphs given in Activity 9. Save that document
in the folder as 'Assign10'.

Activity figure 9
2. Change letters of the following words as.

• Businesses – Businasses
• Computing – camputing
• Network – natwork
• Promises – prommises
• Resource – resourses

3. Then correct those words using Spelling and Grammar facility.

4. Find the following words using 'Find' facility.

Webmail, information, storage

5. Replace the following words using Replace facility.

• Business – trade
• Expensive – luxurious
• Connection – relation

6. After replacing words, save your document in your folder as 'Assign11'.

1.6 Print

1.6.1 Print Preview

Print Preview is useful to check the document before printing. User can
check whether the document is prepared as needed such as indentation, borders,
etc.

1.6.2 Print

This tool is used to print the document.

Get the 'Print' dialogue box by selecting ‘File → Print'. The following are
images of Microsoft Office Print (Figure 6.23) and LibreOffice Print (Figure 6.24)
 Figure 6.23 - Microsoft Office Print Figure 6.24 - LibreOffice Print

Print dialogue box opened in the word processing software allows to;

• Select the printer

• Print the current page, a few pages or the whole document. (current page, Pages
or All)
• Specify the number of copies.

N.B.: Since it is difficult to print documents for each student in the school laboratory,
you can save the document with ‘pdf’ format. For this purpose,

• File → Export → Create PDF Document → Give a name for the file →
Publish.
 1.7 Mail Merge

Mail Merge is used to send invitations, letters or to print certificates to

several people. For this process, you can use the data etc. saved in address box
saved using Mail Merge. User can create address for labels print.

In this lesson you can learn,

² How to create and save the Data Source / Address List.

² How to create letters, labels and post cards using the Data Source.
² How to format a document before printing.

Use Mail Merge:

² Type the document first.

Data Source Master Document

....... ....... .......
....... ....... .......

Mail merge process: Letters, Address Label

 For Microsoft Word...

• Step 1. Select Mailing Tab.

• Step 2. Select ‘Start Mail Merge → Letters’
• To create or select Data Source…
• Step 3. Select ‘Select Recipient → Type a New List’.
N.B.: To retrieve saved data, select ‘Use Existing list’.
• Step 4. By clicking ‘Customize’, change the fields in ‘New address list’ window.
Those are,
a. Add (for a new field)
b. Delete (to delete a field)
c. Rename (to change field name)
• Step 5. After changing, click Ok.
• Step 6. Type the necessary data. For this, use
a. New Entry (for a new address)
b. Delete Entry (to delete an address)
c. Find (to find an address which is saved)
• Step 7. After changing, click Ok and save.
• To create Address Block, use
a. More
b. Match Field
• Step 8. Click 'Next' or 'Ok' after changes.
• Step 9. Use the tool ‘Greeting Line’ to add Greeting Line.
• Step 10. After necessary changes click 'Next' or 'Ok'.
• You can use additional fields by using 'Insert Merge Field'. For this,
keep the cursor at the necessary place. Then,
• Step 11. Add necessary fields to the document by clicking 'Insert Merge Field'.
• To get letters separately;
• Step 12. Select ‘Finish & Merge’ and ‘edit Individual documents'.
• Step 13. Save the prepared documents and print.
 Activity

Open the Word Processing software and perform the following.

1. Type the letter shown in Activity 10. However, do not type the
words and symbols which appear in between <...>. Keep one
space. Then save the document in your folder as ‘Assign12’.
Computer Resouce Centre
Senkadagala
28. 04.2014
‹Title› ‹First Name› ‹Last Name›
‹Address Line 1›
‹Address Line 2›
Teacher Parent Interact day
Please take this opportunity to discuss the progress of your child
‹child’s Name› by meeting the class teacher on ‹Date› at ‹Time›
at the classroom.
Principal

Activity 10

2. Use Mail Merge. For Data source / Address List, enter data of 10 people as
shown in the table below.

Title First Name Last Name Child-

Address 1 Address 2 Name Date Time
Mr. Chaminda Sampath Pelawaththa Battaramulla Yawaha 26.06.2014 9.00 am
Mrs. Pushparani Chandrabose Mattakkuliya Colombo Derwin 26.06.2014 9.30 am
Mr. Mohamed Amith Hills Street Dehiwala Sharmila 26.06.2014 10.00 am
 Activity
1. Open the Word Processing software and prepare the
following.
 Certificates
 Invitation cards
 Forms
 Letters
 Announcements
 A banner

2. Save the document you have prepared. Create a PDF file.

1.7.1 Shortcut Keys

Shortcut keys are used for the efficient use of the application. The following
are some of the shortcut keys. User can save time using the shortcut keys.

Shortcut Key Function

Ctrl + N Get a new document
Ctrl + S Name the document and to save
Ctrl + O Open a document
Ctrl + A Select the document
Ctrl + C Copy letters / objects
Ctrl + X Cut letters / objects
Ctrl + V Paste letters / objects
Ctrl + H Replace words
Ctrl + HOME Get the cursor to the opening of the
document
Ctrl + END Get the cursor to the end of the
document
 summary
Summary

What is Word Processing, benefits of using a Word Processing software

² Types of software (Commercial and Free and Open Source)
² Graphical User Interface of a Word Processing software

Important things in preparing a new document

² Preparing a new document
² Methods of saving
² Opening a file which is saved

Preparing a document’
² Page Setup
² Methods of selecting
² Formatting – text formatting, paragraph formatting, using bullets and
numbers, shading, adding borders

Formatting the document

² Adding and changing shapes and images
² Using symbols
² Adding Header and Footer, Page Numbers
² Creating columns
² Inserting and changing tables

Proof reading and Printing

² Finding and correcting spelling and grammar errors
² Using Thesaurus
² Finding and replacing words
² Printing documents

Mail Merge
² Preparing Data Source
² Adding fields to the Mail Merge
² Printing.