Advanced Concepts in Microsoft Word

1 Concept of Security
1.1 Protect a document with a password
Passwords are case-sensitive and can be a maximum of 15 characters long.
If you lose or forget your password, Word won't be able to recover it for you. Be sure to keep the a
copy of the password in a safe place or create a strong password that you’ll remember.
1. Go to File > Info > Protect Document > Encrypt with Password.
2. Type a password, then type it again to confirm it.
3. Save the file to make sure the password takes effect.

2 Concept of Templates
In case you want to re-use the same structure, formats or appearance of a particular document many
times, Word Template is the tool assists you to save your time. For example, you may want to use a
particular font type and size for headings, and then a particular setting for layouts in several
documents etc. Applying those changes repeatedly for each document consumes lot of time. What we
can do is prepare one document and make it a template and create new documents based on that
template. There are lot of built-in templates that are installed with Microsoft Word for most frequently
used types of documents, but you may want to have your own template for your documents.
2.1 Creating a Template
Suppose you want to prepare a Word document template with following properties:
• Paper size of A4
• 2.54 cm margins from every side
• Default font of Times New Roman size 12
Follow these steps:
1. Open a new blank document.
2. From the Layout tab, select Size→A4
3. From the Layout tab select Margins→Normal
4. From the Styles gallery in Home tab, select Modify from the shortcut menu at Normal style
5. Select Times New Roman and size 12 under Formatting and click ok
6. Select File→Save As→Browse
You can save the template file in the folder you created in the D drive.
7. Type a suitable name for the template.
8. From the Save As Type drop-down list, choose Word Template.
9. Click the Save button.
10. Close the template.
2.2 Creating New Documents from the Template
Simply locate the template you saved in your folder and double click on it. Word will be opened
with a blank document based on your template.
2.3 Making changes to the existing template
Suppose you want to change the default font size of your template to size 11.
Follow the steps:
1. Start Microsoft Word application.
2. Locate the template file you saved from File→Open
3. From the Styles gallery in Home tab, select Modify from the shortcut menu at Normal style
Advanced Concepts in Microsoft Word
 4. Select size 11under Formatting and click ok
5. Select File→Save

3 Concept of Styles
You can use styles to quickly apply a set of formatting choices consistently throughout your
document. If you want formatting choices that are not available from the built-in styles and themes
available in Word, you can modify an existing style and customize it to suit your needs. You can
change the formatting (such as font size, color, and text indentation) in styles applied to titles,
headings, paragraphs, lists, and so on. You can also select formatted text in your document to create
a new style in the Styles gallery.

3.1 Applying styles

The styles covered in this article are located in the Styles gallery, a visual menu located on
the Home tab. To apply a style, simply select the text you want to format, and then click the style
you want in the Styles gallery.

3.2 Modify a style

1. On the Home tab, right-click any style in the Styles gallery and click Modify.

2. In the Formatting section, make any formatting changes you want, such as font style, size, or
color, alignment, line spacing, or indentation.

Advanced Concepts in Microsoft Word

3. Choose whether the style change applies to the current document or to all future documents.

3.3 Create a new style based on document formatting

You can select formatted text in your document to create a new style that you add to the Styles
gallery.

1. Right-click the text on which you want to base a new style.

Advanced Concepts in Microsoft Word

 2. In the mini toolbar that appears, click Styles, and then click Create a Style.

3. In the Create New Style from Formatting dialog box, give your style a name and
click OK.

Your new style will now appear in the Styles gallery.

Note: If you want your new style to appear in all new Word documents, right-click it in the Styles
gallery, click Modify, and then select New documents based on this template at the bottom of the
dialog box.
4 Concept of References
We are going to see how Microsoft Word can be used to organize this document efficiently and
professionally. Note that the number of topics and sub topics may be different for your actual
report, but the concepts applied remain the same.

Title Page
Table of Contents
List of Tables
Acknowledgements
Abstract
Chapter 1
Chapter 1- Sub topic 1
Chapter 1- Sub topic 2
Chapter 1- Sub topic 3
Chapter 2
Chapter 2-Sub topic 1
Chapter 2-Sub topic 2
Chapter 2-Sub topic 3
Chapter 3
Chapter 3-Sub topic 1
Chapter 3-Sub topic 2
Chapter 3-Sub topic 3

Advanced Concepts in Microsoft Word

Appendix
List of references
Bibliography

Requirements for the page numbers are as follows:

• Title Page and Table of Contents pages should not have page numbers
• List of Tables Acknowledgements and Abstract pages should have Roman page numbers (I,
II, III…)
• Starting from Chapter 1 up to Bibliography will have Arabic page numbers (1, 2, 3…)

Follow the steps:

1. Open a blank Word document and type all the headings.
2. Place the cursor at the end of each heading and hit Enter key to insert a blank line between
consecutive topics and format the topics as described below:
• Make sure the Home tab is active.
• Format Chapter 1 and Chapter 2 into Heading 1 format using Styles pane. To do this, place
the cursor (one at a time) somewhere inside the topic and click Heading 1 in the Styles pane.

• Use the same method to format the subtopics (Chapter 1- Sub Topic 1 etc.) into Heading 2
format.

3. Place the cursor at the beginning of the topic ‘Table of Contents’ and insert a page break using
menu command:

Advanced Concepts in Microsoft Word

 Layout→Breaks→Page

4. Place the cursor at the beginning of the topic ‘List of Tables’ and insert a section break using
menu command:
Layout→Breaks→Next Page

5. Repeat the above 3 for ‘Acknowledgements’ and ‘Abstract’ topics.

6. Place the cursor at the beginning of the topic ‘Chapter 1’ and insert a section break using menu
command:
Page Layout→Breaks→Next Page
7. Repeat the above 3 (page breaks) for the rest of the topics and if you did correctly there must be
20 pages in the entire document.
8. Place the cursor below the topic Chapter 1- Sub topic 2 and insert a 3x3 table using menu
command
Inert→Table

9. Insert a caption for this table 1 using menu commands:

Advanced Concepts in Microsoft Word

 References→Insert Caption and select Table as the label and OK.

Note that you can describe the table with the appropriate text if you want.
10. Repeat the above 8 to insert another table below Chapter 3- Sub topic 3 and then insert a
caption.
11. Note that now there are three different sections available in the document to separate the
following topics:
• Section 1: Title Page, Table of Contents
• Section 2: List of Tables, Acknowledgements, Abstract
• Section 3: From Chapter 1 to the end of the document
You can see the section number you are working with at the right bottom of the screen. If it is not
shown, place the pointer on the status bar and click right mouse button and select ‘Section’

12. Place the cursor somewhere in the section 2 and follow the menu commands:
• On the Insert tab, in the Header & Footer group, click Footer→Edit Footer

Advanced Concepts in Microsoft Word

 • On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the
connection between the header and footer in the new section and the previous section.

13. Place the cursor somewhere in the section 3 and repeat the above 11
14. Place the cursor somewhere in the section 2 and insert the appropriate page numbers using
menu commands:
Insert →Page Numbers→ Format and Select the number format I, II, III…

Advanced Concepts in Microsoft Word

 Select Start at 1 and click OK

Insert →Page Numbers→Bottom of Page→Plain Number 2

15. Place the cursor somewhere in the section 3 and repeat the above 13 only changing the number
format to 1, 2, 3… If you have done correctly numbers I, II, III… must appear in section 2 and
numbers 1, 2, 3…in section 3

Advanced Concepts in Microsoft Word

16. Place the cursor in any chapter heading in the document and, on the Home tab, in the
Paragraph group, click the arrow next to Multilevel List.

17. Click the chapter-numbering list definition that includes the text Heading 1

18. You may notice that all the headings are numbered including non-chapter headings such as
Acknowledgment, Abstract etc. Those numbers should be removed since we only want
numbering for chapter headings. Simply place the cursor on any non-chapter heading and on the
Home tab, in the Paragraph group, click the arrow next to Numbering and select None

19. Place the cursor below the topic List of Tables and follow the menu commands to insert the
table of figures:
References→ Insert Table of figures and click OK.

Advanced Concepts in Microsoft Word

20. Place the cursor below the topic Table of Contents and follow the menu commands to insert the
table of contents:
References→ Table of Contents and select the first item

21. Table of Contents you’ve just prepared can be updated whenever there’s a change in the body of
the report. That means you don’t have to reprint TOC every time you add a new page or remove
a page from the document. To practice this, add a new sub topic ‘Chapter 1- Sub Topic 4’ to the
end of the chapter 1 and place the mouse pointer somewhere on the TOC and press right mouse
button. You’ll see the shortcut menu for the TOC, select Update field and Update entire table.
The new sub topic must appear in the TOC.

5 Concept of Mail Merge

Many organizations communicate with customers or members by means of letters, newsletters, and
promotional pieces that are sent to everyone on a mailing list. You can use a reasonably simple
process called mail merge to easily insert specific information from a data source into a Word
document to create personalized individual items such as form letters, labels, envelopes, or email
messages.
Mail merge process consists of following activities:
• Preparing the data source
• Preparing the master document(letter) to be merged with individual data
• Merging data and master document

Follow the steps:

1. Prepare and excel worksheet similar to the following and save it under the name recipients.xlsx

2. Copy and paste following text into a new Word document and save it under the name
master.docx

From:
ABC Digital Solutions

To:

Changing our Policy

Hereby we kindly inform you that we have changed our policy regarding the transactions.
Please visit our website to see the details.

Yours sincerely

3. From the Mailings tab, Select Use an Existing List… from Select Recipients

Advanced Concepts in Microsoft Word

4. Find recipients.xlsx file and click Open
5. Place the cursor under To: label and select Address Block from the Mailings tab and click Ok

6. Place the cursor just above the subject line and select Greeting Line and click Ok

7. Select Preview Results to make sure the merged letter is in the correct format.
8. Select Edit Individual Documents from Finish & Merge and click Ok

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Advanced Concepts in Microsoft Word