END-USER COMPUTING

LEARNER MATERIAL

CHAPTER 1: MICROSOFT WORD 2019

COMPUTER SKILLS - CPSED01
END-USER COMPUTING (EXTENDED) - EUCEX01
END-USER COMPUTING 1A - ECE0YA1

COMPILED BY:
PROF R BRINK

COPYRIGHT RESERVED
©ACADEMIC DEVELOPMENT CENTRE – 2023
Learner Material ©Academic Development Centre

TABLE OF CONTENT

INTRODUCTION TO THE MODULE .................................................................................... 1

CRITICAL CROSS FIELD OUTCOMES ................................................................................ 2
ASSESSMENT POLICY, RULES AND GUIDELINES ......................................................... 2
Chapter 1: MICROSOFT WORD 2019 ................................................................................ 3
UNIT 1: MOUSE AND KEYBOARD TRAINING ........................................................... 5
OUTCOMES 5
ASSESSMENT CRITERIA 5
1.1. Working With Your Mouse ................................................................................. 5
1.2. Mouse Actions ..................................................................................................... 6
1.3. Working with Your Keyboard ............................................................................. 6
UNIT 2: BASIC CONCEPTS OF MSWORD .................................................................... 8
INTRODUCTION 8
OUTCOMES 8
ASSESSMENT CRITERIA 8
2.1. Starting Microsoft Word 2019 ............................................................................. 9
2.2. Exploring the MSWord 2019 Interface................................................................ 9
2.3. Start Screen of Microsoft Word 2019 ................................................................ 10
2.4. MSWord 2019 Interface .................................................................................... 11
2.5. The Ribbon......................................................................................................... 12
2.6. Showing and Hiding a Ribbon ........................................................................... 13
2.7. Quick Acccess Toolbar ...................................................................................... 13
2.8. Add Commands to the Quick Access Toolbar ................................................... 14
2.9. Customising Your Quick Access Toolbar ......................................................... 15
2.10. Show and Hide the Ruler ............................................................................... 16
2.11. File Tab .......................................................................................................... 17
2.12. Document Views and Zooms ......................................................................... 17
2.13. Read Mode ..................................................................................................... 17
2.14. Print Layout .................................................................................................... 18
2.15. Web Layout .................................................................................................... 18
2.16. Zooming Your Document .............................................................................. 19
2.17. Different Ribbon Tabs and Groups in the Word Interface ............................. 20
2.18. Home Tab ....................................................................................................... 20
2.19. Insert Tab........................................................................................................ 21
2.20. Design Tab ..................................................................................................... 22
2.21. Layout Tab ..................................................................................................... 23
2.22. References Tab ............................................................................................... 24
2.23. Mailings Tab .................................................................................................. 25
2.24. Review Tab .................................................................................................... 26
2.25. View Tab ........................................................................................................ 27
2.26. Help Tab ......................................................................................................... 28
2.27. Creating a New Document ............................................................................. 29
2.28. Typing in Your MSWord Document ............................................................. 29
2.29. Using the Insertion Point to Add Text ........................................................... 30
2.30. Inserting a Symbol in Your MSWord Document........................................... 30
2.31. Open an Existing Document .......................................................................... 31
2.32. Closing a Document ....................................................................................... 32
2.33. Saving Documents.......................................................................................... 33

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PRACTICAL EXERCISE 34
UNIT 3: NAVIGATING IN A MULTIPLE PAGE DOCUMENT .................................. 35
INTRODUCTION 35
OUTCOMES 35
ASSESSMENT CRITERIA 35
3.1. The Scroll Bars .................................................................................................. 35
3.2. Keyboard Navigation ......................................................................................... 36
3.3. The Cursor Keys ................................................................................................ 36
3.4. Techniques for Selecting Text ........................................................................... 37
3.5. Hover Toolbar .................................................................................................... 38
3.6. Delete Text ......................................................................................................... 38
3.7. Page Break ......................................................................................................... 38
3.8. The Undo and Redo Commands ........................................................................ 39
PRACTICAL EXERCISE 41
UNIT 4: MODIFYING YOUR DOCUMENT ................................................................. 42
INTRODUCTION 42
OUTCOMES 42
ASSESSMENT CRITERIA 42
4.1. Moving Text....................................................................................................... 42
4.2. Copying and Pasting Text .................................................................................. 43
4.3. Basic Character Formatting Techniques ............................................................ 43
4.4. Changing Font Color of Selected Text .............................................................. 46
4.5. Highlighting Selected Text ................................................................................ 46
4.6. Using the Font Dialogue Box ............................................................................ 47
4.7. Formatting Painter ............................................................................................. 48
4.8. Changing the Case of a Paragraph Or Sentence ................................................ 48
4.9. Clearing All Formatting ..................................................................................... 48
4.10. Paragraph Formatting ..................................................................................... 49
4.11. Bullets and Numbering................................................................................... 49
4.12. Bullets............................................................................................................. 50
4.13. Customised Bullets......................................................................................... 50
4.14. Numbering ...................................................................................................... 51
4.15. The None Option in Bullets and Numbering: ................................................ 51
4.16. Line Spacing ................................................................................................... 52
4.17. Decreasing and Increasing Indent .................................................................. 52
4.18. Sort a List of Names ....................................................................................... 52
4.19. Show or Hide.................................................................................................. 53
4.20. Find, Replace and Go To: .............................................................................. 53
PRACTICAL EXERCISE 54
UNIT 5: BORDERS AND SHADING ............................................................................. 55
INTRODUCTION 55
OUTCOMES 55
ASSESSMENT CRITERIA 55
5.1. Adding Borders, Shading and Page Borders to Your Document ....................... 55
5.2. Adding Borders .................................................................................................. 55
5.3. Adding Shading to a Paragraph ......................................................................... 56
5.4. Adding a Page Border to a Document ............................................................... 57
PRACTICAL EXERCISE 58

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UNIT 6: REFERENCES IN YOUR DOCUMENT .......................................................... 59

INTRODUCTION 59
OUTCOMES 59
ASSESSMENT CRITERIA 59
6.1. Applying A Style to a Heading .......................................................................... 60
6.2. Insert the Table of Contents ............................................................................... 61
6.3. Update Your Table of Contents ......................................................................... 62
6.4. Footnotes and Endnotes ..................................................................................... 62
PRACTICAL EXERCISE 64
UNIT 7: TABLES ............................................................................................................. 65
INTRODUCTION 65
OUTCOMES 65
ASSESSMENT CRITERIA 65
7.1. Table Components ............................................................................................. 65
7.2. Inserting a Table ................................................................................................ 65
7.3. Navigating Inside the Table ............................................................................... 67
7.4. Editing Tables .................................................................................................... 68
7.5. Inserting Rows and Columns ............................................................................. 68
7.6. Deleting a Row and a Column ........................................................................... 69
7.7. Changing Column Width and Row Height ........................................................ 70
7.8. Changing the Table Styles of a Table ................................................................ 70
7.9. Modify Table Style Options............................................................................... 71
PRACTICAL EXERCISE 73
UNIT 8: APPLYING ILLUSTRATIONS TO A DOCUMENT ...................................... 74
INTRODUCTION 74
OUTCOMES 74
ASSESSMENT CRITERIA 74
8.1. The Illustrations Group ...................................................................................... 74
8.2. Inserting a Picture and Customising the Picture ................................................ 75
8.3. WordArt ............................................................................................................. 78
8.4. Drop Caps .......................................................................................................... 79
PRACTICAL EXERCISE 80
UNIT 9: CONTROLLING PAGE APPEARANCE ......................................................... 81
INTRODUCTION 81
OUTCOMES 81
ASSESSMENT CRITERIA 81
9.1. Headers and Footers ........................................................................................... 81
9.2. Printing Layout View ......................................................................................... 83
PRACTICAL EXERCISE 83
UNIT 10: DOCUMENT FORMATTING .......................................................................... 84
INTRODUCTION 84
OUTCOMES 84
ASSESSMENT CRITERIA 84
10.1. Apply a Style Set in MSWord ........................................................................ 84
10.2. Watermark ...................................................................................................... 85
PRACTICAL EXERCISE 85
UNIT 11: PAGE LAYOUT ................................................................................................ 86
INTRODUCTION 86

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OUTCOMES 86
ASSESSMENT CRITERIA 86
11.1. Modifying Page Margins ................................................................................ 86
11.2. Orientation of a Page ...................................................................................... 88
11.3. Newspaper Columns ...................................................................................... 89
11.4. Indentation ...................................................................................................... 90
PRACTICAL EXERCISE 90
UNIT 12: MAIL MERGE ................................................................................................... 91
INTRODUCTION 91
OUTCOMES 91
ASSESSMENT CRITERIA 91
12.1. Using Two Files to Create a Mail Merge Document ..................................... 91
12.2. Creating A Mail Merge .................................................................................. 91
12.3. Creating a Main Document ............................................................................ 92
PRACTICAL EXERCISE 98
UNIT 13: TOOLS AND PRINTING .................................................................................. 99
INTRODUCTION 99
OUTCOMES 99
ASSESSMENT CRITERIA 99
13.1. The Spelling Checker ..................................................................................... 99
13.2. Using the Word Count Feature..................................................................... 100
13.3. Printing a Document..................................................................................... 101
PRACTICAL EXERCISE 102
REVISION EXERCISE ..................................................................................................... 103

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INTRODUCTION TO THE MODULE

Welcome to End-User Computing (EUC) 2023

Welcome to the wonderful world of computers! The aim of the End-User Computing course is
to allow you, the students to familiarise yourself with the concepts of computer technology in
order to use computers effectively during your term of study at the University of Johannesburg
as well as to implement your computer knowledge in the workplace. All the topics in this course
are geared towards you, providing you with what you need to know to prepare yourself for a
career in business.

You will use the skills that you acquire in End-User Computing to enhance all your other
modules. EUC is an entrance level module and you must extract what you need from the course
in order to develop your computer literacy further.

We trust that you will enjoy this course!

GARY PLAYER, one of South Africa’s most famous golf players has a very
important saying that you can make your own when it comes to computer training:

THE MORE YOU PRACTISE, THE LUCKIER YOU GET!!

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CRITICAL CROSS FIELD OUTCOMES

1. Identify and solve problems.
2. Work effectively with others as a member of a team, group, organisation and community.
3. Organise and manage oneself and one's activities responsibly and effectively.
4. Collect, organise and critically evaluate information.
5. Communicate effectively using visual, mathematical, and language skills in both oral and
written modes of presentations.
6. Use science and technology effectively and critically (showing responsibility towards the
environment and health of others).
7. Demonstrate an understanding of the world as a set of related systems.
8. Contribute to the full personal development of each student and the social and economic
development of society at large, by making it the underlying intention of any programme
of learning to make an individual aware of the importance of:
 reflecting on exploring a variety of strategies to learn more effectively;
 participating as responsible citizens in the life of local, national and global communities
being culturally and aesthetically sensitive across a range of social contexts exploring
education and career opportunities and;
 developing entrepreneurial opportunities;
 learning to make an individual aware of the importance of being culturally and
aesthetically sensitive across a range of social contexts.

ASSESSMENT POLICY, RULES AND GUIDELINES

Under no circumstances will any form of dishonesty be tolerated during any assessment
opportunity (e.g., class tests, modular tests, final assessments). Invigilators are authorised to
act immediately in accordance with the rules and regulations of the University.

All personal items must be placed in the front of the classroom.

Students will be permitted to take their cellular phones into the venue during the assessment
opportunity. However, cellular phones must be switched off during the session and may not be
used as calculators or watches or for any other purpose. These phones must be kept on the floor
under the table/chair where the student is writing.

Student cards, ID documents, and/or driver’s licences must be shown at all assessment venues
and an attendance form must be completed in the venue. The Department of Applied
Information Systems (AIS) has the right to refuse students permission to write a test if they
cannot be identified by one of these means.

A final mark of 50% will be required to pass the module. No minimum module mark will be
necessary to gain access to any assessment opportunity. A student will pass with distinction if
the final mark is 75% or more.

Reassessment opportunities are granted to students with a final mark between 45% and 49%.
Dates of these reassessments will be communicated by the lecturer in charge.

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CHAPTER 1: MICROSOFT WORD 2019

INTRODUCTION
Microsoft Word is a very powerful tool, and is used extensively in the business world.
Microsoft Word allows you to create a variety of documents for example letters, CVs, tables,
newsletters, memorandums, and many other wonderful functions. In this Chapter you will be
introduced to the world of the Microsoft Word environment.

In the first session you will learn how to work with a mouse and how to handle a mouse. This
is one of the most important skills to learn when you start working with a personal computer.

You will learn to produce documents that are ready for printing and distribution. You will
master basic operations associated with creating, formatting and finishing an MS Word
document.

You will also demonstrate your ability to the use the advanced features of MS Word. These
features include: bullets and numbers, creating tables, and positioning pictures, images and
objects into an MS Word document. You will also use the mail merge feature and save the
document in a format that can be used in other applications.

The following tips will help you to achieve this goal:

 Prepare in advance for every lecture.

 When you miss a lecture, make sure that you catch up the work that you missed before
attending the next lecture. You may use this learner material as a reference for what is
expected of you during each lecture, should you need to catch up.

OUTCOMES
At the end of this Chapter you will be able to:
 Start using Microsoft Word 2019;
 Create a document;
 Navigate in the MSWord interface;
 Modify a document;
 Edit text in your document;
 Format characters and paragraphs;
 Insert bullets and numbers;
 Create tables;
 Control page appearance;
 Modify margins and page breaks;
 Spell check a document;
 Apply styles in a document;
 Mail merge.

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ASSESSMENT CRITERIA

CHAPTER OUTCOMES ASSESSMENT CRITERIA

At the end of this Chapter you will be able to: You will be deemed competent if you are able to:
Unit 1 Understand the basic functions of the mouse AC1 Use the mouse and the keyboard to navigate in a document.
and keyboard.
Unit 2 UO1 Apply the basic concepts of MSWord AC2 Identify the key components of the application window and adjust
UO2. Recognise the different elements of some default settings on the computer.
2
MSWord AC3 Create a document, enter text and identify formatting marks.
AC4 Save and close a document, and examine the difference between
Save and Save As commands.
Unit 3 Navigate in a multiple page document. AC5 View different portions of a document by using the mouse and
keyboard to scroll around in an MS Word document.
AC6 Locate specifically placed words in your document.
AC7 Insert and delete manual page breaks in your document.
AC8 Select text using both the mouse and the keyboard.
AC9 Use the UNDO and REDO command.
Unit 4 Modify and edit text in your document. AC10 Copy and move text around in your document.
AC11 Use the basic character formatting techniques.
AC12 Explore and apply additional character formatting techniques.
AC13 Use the Format Painter in your document to copy formatting.
AC14 Apply change case to a paragraph or sentences.
AC15 Clear formatting in a document.
AC16 Apply highlighting to a sentence.
AC17 Number certain sections of your document and bullet other
AC18 sections.
AC19 Create and modify a bulleted list with the Bullet tool.
AC20 Change the appearance of bullet characters and number formats.
AC21 Apply line spacing to your document.
AC22 Apply decrease and increase indent.
AC23 Use show and hide.
Use the find, replace and go to function.
Unit 5 Insert borders, shading and a page border to a AC24 Add Borders and shading to a paragraph.
document. AC25 Apply a page border to a document.
Unit 6 Apply a style to text. AC26 Create your own style.
Insert References into your document AC27 Create a table of contents
AC28 Insert footnotes and endnotes.
AC29
Unit 7 Create tables. AC30 Modify tables.
AC31 Edit information in a table.
Unit 8 Create illustrations in a document. AC32 Move, size and delete an illustration.
AC33 Duplicate illustrations.
AC34 Add text to an illustration.
AC35
Unit 9 Control page appearance. AC36 Create and modify headers and footers.
AC37 Insert fields in headers and footers.
AC38 Format page numbers.
AC39 Define Page Setup.
Unit 10 Change the formatting of an entire document. AC40 Apply a style set to your document.
AC41 Insert a Watermark.
Unit 11 Define Page Layout. AC42 Change the page margins
AC43 Adjust the top and bottom page margins.
AC44 Change the orientation of the page.
AC45 Apply newspaper columns to a document.
Unit 12 Merge mail AC46 Create a Main Document.
AC47 Create and edit a Recipient List.
AC48 Print a merged document.
AC49 Merge into a new document.
AC50 Use an alternate data source.
Unit 13 Use spell check AC51 Check the accuracy of a document.
Print a document AC52 View and edit a document in Print Preview before you print it.
AC53 Use the spelling and grammar checker to correct errors in your
document.

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UNIT 1: MOUSE AND KEYBOARD TRAINING

OUTCOMES

At the end of this unit you will be able to:

 Understand the basic functions of the mouse and keyboard.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Use the mouse and the keyboard to navigate in a document.

1.1. Working With Your Mouse

The Mouse is known as an INPUT DEVICE. The mouse is used to tell the computer what you
want it to do, for e.g., to open a programme, a document, play music or select functions and
buttons displayed on the screen.

The mouse on a computer is like the steering wheel of a car. If you cannot navigate your mouse
around the screen area, it is almost impossible to work on your computer. It is crucial that you
have full control over your mouse. Please use the practical laboratory time to master this very
important skill.

Figure 1.1 Display a Mouse

THE MOUSE MUST BE KEPT ON THE TABLE AT ALL TIMES.

The mouse has a wheel or an infra-red light at the bottom that moves the pointer around on
the screen. If you move the mouse, the pointer on the screen will also move. The two buttons
on the mouse (Left and Right) are used to click on the buttons and menus on the screen.

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To be able to use the mouse there are two basic steps:

1) Left click (see Figure 1.2) 2) Right click (see Figure 1.3)

The left click is used to select an option, for The right click is used to open a drop down
e.g., if you want to open something like the menu on the screen or select the properties
'start' button in windows you move the of an icon. Move the mouse anywhere on
pointer to the start button and left click on the screen and right click to be able to see
it. this drop down menu.

Figure 1.2

Figure 1.3

1.2. Mouse Actions

POINTING If you slide the mouse on the desk the mouse pointer will move
around on the screen. Rest your hand on the mouse, move it slowly
around the desk, and see what happens to the arrow on the screen.
SINGLE CLICK Keep your finger on the left button, press down and then release.
DOUBLE CLICK Quickly press the left button twice in succession.
DRAG Press the left mouse button down, and keep it down, then move the
mouse from one position to another and then release. In some
programmes you drag and drop items. You first click on the object
you want to drag, hold the mouse button down, and then drag the
object to another location. If you release the mouse button the object
will be in a new location.

1.3. Working with Your Keyboard

The keyboard is also known as an INPUT DEVICE. The keyboard can also
control operations on the screen, but the mouse will be used to do most of
the work. In short the keyboard is used to type letters and numbers like a
typewriter. Below are all the areas on a keyboard.

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The following are special keys on a keyboard. When pressed they will perform a certain
function.

Alt This key is known as a modifier. Pressed by itself it can do nothing. It needs
to be pressed together with another key, for e.g., hold ALT and press 7 to spell
check the document. There are 2 Alt keys one on either side of the spacebar.
Backspace Erases a character to the LEFT of the cursor. In other words, it deletes one
character backwards.
Caps Lock When pressed, all letters will change to CAPITAL LETTERS from that
point on. To make sure your caps lock is on, look at the top right hand corner
of your keyboard where it shows that the caps light is on.
Ctrl The control key is also a modifier. By itself it will do nothing. The control key
is usually used in a software package, e.g., when you are in Word, hold down
the control key and press f. You will see a box appear that says find and
replace. This is used to find or replace words in large documents so that you
do not have to read through the whole document to find one word.
Enter This key is used to tell the computer to execute. In MS Word or Excel it is
used to move to the next line.
Esc The escape key does exactly what it says. When you want to leave or get out
of a command you just press the Esc key.
Shift This key is also a modifier key. By itself it will do nothing. The shift key when
held down will change any letter you press to a CAPITAL LETTER (if your
CAPS LOCK is off).
Space Bar The Space bar is used to create SPACES between characters.
Delete This key is used to delete to the RIGHT of the cursor.
Tab This key moves the cursor a set amount of spaces to the RIGHT for exact
spacing.

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UNIT 2: BASIC CONCEPTS OF MSWORD

INTRODUCTION

Microsoft Word allows you to create documents that can combine formatted text with other
objects, such as diagrams, pictures and charts. In Microsoft Word you can change the way text
looks and you can control the layout of your page. In this unit you will be introduced to the
world of the Microsoft Word environment. You will learn the basic concepts of MS Word.

OUTCOMES

At the end of the unit you will be able to:

 Understand the basic functions of Microsoft Word;
 Recognise the different elements of Microsoft Word.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Identify the key components of the application window and adjust some default settings
on the computer.
 Create a document, enter text and identify formatting marks.
 Save and close a document, and examine the difference between the Save and Save As
commands.

IT IS IMPORTANT TO REMEMBER THAT IN ALL MICROSOFT PROGRAMMES

THERE ARE MANY WAYS TO DO THINGS. YOUR LECTURER WILL
INTRODUCE YOU TO AT LEAST 2 DIFFERENT METHODS TO CARRY OUT ONE
INSTRUCTION.

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2.1. Starting Microsoft Word 2019

To start MSWord 2019

1. Click on START ( ) in the left-hand bottom corner of your screen.

2. Click on All Programs

3. Click on the MS Word 2019 icon.

OR
Double Click the MS Word 2019 icon on the Desktop

2.2. Exploring the MSWord 2019 Interface

When you open MSWord 2019 for the first time, the Start Screen will appear as illustrated in
the Figure on page 10. From here you will be able to create a new document, choose a template,
and access your recently edited documents.

Before you can start working in Microsoft Word 2019, you need to understand the various
features that are available in this interface. The Microsoft Word 2019 interface consists of
various elements, such as the Ribbon, Tabs, Quick Access toolbar, Microsoft Office Status Bar
as displayed in the Figure on page 11.

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2.3. Start Screen of Microsoft Word 2019

Select the template for your new document.

Click on more templates to see more examples

Recent documents opened

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2.4. MSWord 2019 Interface Title Bar Just start typing here to bring features to your fingertips. Ribbon display options
Quick Access Toolbar Tabs

Command group
Document pane
Each group contains a This is where you will
series of different type and edit text in your
commands. document.
Simpy click any
command to apply it.
Some groups also have
an arrow in the bottom
right corner, which you
can click to see even
more commands

Number of Number of words Spelling and

pages in in document grammar check iconc Print Layouts
document
Current Read Mode Web Layout
Current page dictionary

Status bar

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2.5. The Ribbon

Microsoft office uses a tabbed ribbon system instead of the traditional menu system. On the
ribbon you will find multiple tabs namely Home, Insert, Design, Layout, References, Mailings,
Review and View.

Each tab contains several groups of related commands for example, the Home tab in the figure
above contains Clipboard, Font, Paragraph and Styles. Each Tab will be discussed in detail in
the next few units.

Some of these groups have a small arrow in the bottom-right corner that you can click for even
more options for that group, for example, the Font group.

Customize your text using

advanced font and character

A
options to give it the exact look
you want.

You can add a variety of styles

and colors to your text as well as
visual effects, like striketrough,
superscript, and all caps.

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2.6. Showing and Hiding a Ribbon

Some people feel that the Ribbon takes up too much of their screen space and they prefer to
hide the Ribbon. To hide the Ribbon click on the Ribbon Display Options arrow in the upper-
right corner of the Ribbon, then select the desired option from the drop-down menu:

Auto-hide Ribbon: This option displays your document in full-screen mode and completely
hides the Ribbon from view. To show the Ribbon, click the Expand Ribbon command at the
top of screen.

Show Tabs: This option hides all command groups when they're not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab.

Show Tabs and Commands: This option maximises the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open Word for the first
time.

2.7. Quick Acccess Toolbar

The quick access toolbar is located above the Ribbon on the left hand side. This toolbar allow
you to access common commands no matter which tab is selected. By default, it shows
the Save, Undo, and Redo commands, but you can add other commands depending on your
needs.

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2.8. Add Commands to the Quick Access Toolbar

1. Click the drop-down arrow to the right of the Quick Assess Toolbar

2. Select the command you want to add from the menu.

3. The command will be added to the Quick Access Toolbar.

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2.9. Customising Your Quick Access Toolbar

1. Click on the Customise Quick Access Toolbar

2.

Click on More Command

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3. This dialog box below will appear

Change to All Commands

Click on Add

Select Copy from the list

Click on OK

2.10. Show and Hide the Ruler

1. Click on the View tab

2. Click the checkbox net to Ruler to show or hide the Rule

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2.11. File Tab

Close Backstage view and return to Word
document

Create a new blank document or you can choose from any templates.

Open a saved document.

The information pane will appear it contains information on the current document.

You will use Save and Save As to save

your document to your computer.

You can change the print settings and print your document and also see a print
preview of your document.

Close your current document.

2.12. Document Views and Zooms

MSWord has a variety of viewing options that change how your document is displayed. There
are three different view options namely Read Mode, Print Layout and Web Layout. These
different views can be useful especially if you're planning to print the document. You can
also zoom in and out to make your document easier to read.

2.13. Read Mode

This view is great for reading a large document.

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2.14. Print Layout

This view shows you what your document will look like when it is printed.

2.15. Web Layout

This view will allow you to view your document as a webpage. This is helpful if you are using
Word to publish content

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2.16. Zooming Your Document

The zoom control slider in the bottom-right corner of the Word window will allow you to
change the size of the view of your document. You can also select the + or - commands to
zoom in or out by smaller increments. The number next to the zoom control slider displays the
current zoom percentage, it is also called the zoom level.

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2.17. Different Ribbon Tabs and Groups in the Word Interface

In each office application, the ribbon is divided into tabs as shown below. The tabs display the commands and menus that apply to a specific set
of actions, such as Home, Insert and Page Layout. Each tab is divided into groups such as clipboard, font, paragraph, etc. Within each group are
commands, buttons and menus. The size of the buttons adjusts to accommodate the size of the open window.

2.18. Home Tab

There are seven different groups on the Home Tab that are as follows:

Clipboard This group allows you to copy or move multiple text and graphical items from a document and paste them into another Office
document or somewhere else inside the current document. For example, you can copy text from an e-mail message, data from a
workbook or datasheet, or a graphic from a presentation and then paste them all into a document. By using the Office Clipboard,
you can arrange the copied items in the way that you want to paste them in the document.
Font This group allows you to change the font face, font size and font colour and to highlight text.
Paragraph This group allows you to change the alignment of selected paragraphs, to insert numbers, bullets and indentations, to sort a paragraph
and to apply borders and shading.
Styles This group allows you to apply a specific style to a paragraph, for example, a Heading 1 or a Heading 4.
Editing This group allows you to find, replace and select text in your document.
Voice This group allows you to do voice dictation.
Sensitivity This group apply a sensitivity label to keep it compliant with your organisations information protection policy.

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2.19. Insert Tab

There are ten different groups on the Insert Tab that are as follows:

Pages This group allows you to insert a different cover page, to insert a blank page or to insert a page break.
Tables This group allows you to create a table in your document.
Illustrations This group allows you to insert a picture, clip art, SmartArt and a chart or to draw shapes and SmartArt in your document.
Content This group allows you to find and re-use parts of documents within your organisation.
Add-ins This group allows you to insert an add-in and use the web to enhance your work.
Media This group allows you to find and insert videos from a variety of online sources.
Links This group allows you to insert hyperlinks, bookmarks or cross-references into your document.
Comments This group allows you to insert a note about this part of the document
Headers & Footers This group allows you to insert Headers and Footers and Page Numbers into your document.
Text This group allows you to insert a Text Box, Quick Parts, WordArt and Drop Caps into your document.
Symbols This group allows you to insert equations and symbols into your document.

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2.20. Design Tab

There are two different groups on the Design Tab that are as follows:

Document Formatting This group allows you to change the document theme that is applied by default in Office programs, such as Word, Excel,
and PowerPoint, by selecting another predefined document theme or a custom document theme. When you apply
document themes they affect the style immediately (style: A combination of formatting characteristics, such as font, font
size, and indentation that you name and store as a set. When you apply a style, all the formatting instructions in that style
are applied at one time in your document).
Page Background This group allows you to insert a watermark, page colour and page borders into your document.

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2.21. Layout Tab

There are three different groups on the Page Layout Tab that are as follows:

Page Setup This group allows you to change the margins of a document, the orientation of a page and insert newsletter columns in
your document.
Paragraph This group allows you to indent a paragraph and to change the spacing before and after a paragraph.
Arrange This group allows you to send an illustration to the back or to the front of your document, to change the text wrapping of
an illustration around the illustration, to rotate an illustration and to group more than one illustrations in your document.

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2.22. References Tab

There are seven different groups on the Reference Tab that are as follows:

Table of Contents This group allows you to generate a table of Contents in your document. Remember that you can only generate a
table of contents if you have used different styles in your document.
Footnotes This group allows you to insert Endnotes and Footnotes into a document.
Research This group allows you to do smart lookup ad researcher quotes.
Citations & Bibliography This group allows you to insert citations into a document while you are typing your document. You can only
generate a bibliography in your document if you have inserted citations throughout your document. A bibliography
is a list of sources, which you consulted or cited while creating your document. It is usually placed at the end of a
document.
Captions This group allows you to insert captions (figures and tables) and cross-references into a document. A caption is a
line of text that appears below an object to describe it.
Index This group allows you to insert an Index into your document. An index is a list of keywords found in the document
along with the page numbers that the words appear on.
Table of Authorities This group allows you to insert a Table of Authorities in your document. A Table of Authorities lists the cases,
statutes and other authorities cited in the document.

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2.23. Mailings Tab

There are five different groups on the Mailings Tab that are as follows:

Create This group allows you to create Envelopes and Labels for your Mailing addresses.
Start MailMerge This group allows you to start creating your Mail Merge document, to select your Recipient List or to create your own
Recipient list and to edit your Recipient List.
Write & Insert Fields This group allows you to write and insert merge fields into your document.
Preview Results This group allows you to Preview the Results before you finally merge your document. This group replaces the merge
fields in your document with actual data from your recipient list so that you can see what it looks like.
Finish This group allows you to complete the Mail Merge. You can create separate documents for each copy of the letter, send
them all directly to the printer, or send them via e-mail.

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2.24. Review Tab

There are eleven different groups on the Review Tab that are as follows:

Proofing This group allows you to do Spelling and Grammar checks, Define (not sure what a word is), to conduct a Thesaurus search for a
word and perform a Word Count of your document.
Speech This group read out load each word of your document and highlight each word as it reads..
Accessibility This group help you to follows accessibility best practice.
Language This group allows you to translate the document from English to French and set the Language in which the Spelling and Grammar
must be checked.
Comments This group allows you to insert a comment in a document, delete a comment and to jump to the next or the previous comment.
Tracking This group allows you to track changes in a document if you have been asked by someone to comment on the document.
Changes This group allows you to accept or reject the changes and to jump to the next or the previous changes.
Compare This group allows you to compare or combine multiple versions of the document.
Protect This group allows you to protect your document.
Ink This group hide all of the Ink in your document.
CV This group allows you to see suggestions from Linkedin to help you to update your CV.

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2.25. View Tab

There are eight different groups on the View Tab that are as follows:

Views This group allows you to view your document in Read Mode, Print Layout, Web Layout, Outline and Draft View.
Immersive This group allows you to Eliminate distrations so that you can focus on your document and to switch to immersive editing..
Page Movement This group allows you to move up and down and side to side in your document..
Show This group allows you to show the ruler, gridlines and navigation pane in your document.
Zoom This group allows you to change the zoom of your document to a certain percentage or to show one page, multiple pages or
page width.
Window This group allows you to arrange documents that are currently open in the Microsoft Word environment, so that you can see
all the documents at once.
Macros This group allows you to record or access a macro.
SharePoint This group allows you to view and edit SharePoint document properties.

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2.26. Help Tab

There are one group on the Help Tab that are as follows:

Help This group allows you to get help using Microsoft Office. You can contact support, give feedback, show online trainng and
learning content and lastly show you what is new.

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2.27. Creating a New Document

When beginning a new project in MSWord, you will often want to start with a Blank
document.

1. Select the File tab to access Backstage View.

2. Select New, then click Blank document.

3. A new blank document will appear.

OR

4. You can hold down the Ctrl+N key on your keyboard and a new document will be
created.
2.28. Typing in Your MSWord Document

If you are new to MSWord, you will need to learn how to type text and organise the text within
your document. Basic tasks include the abilty to add, edit, delete, copy, move and paste text
within your MSWord document.

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2.29. Using the Insertion Point to Add Text

The insertion point is the blinking vertical line in your document. It indicates where you can
enter text on the page. You can use the insertion point in a variety of ways namely in a new
blank document your insertion point will appear at the top left corner of your page. If you press
the spacebar to add a space the insertion point will change and you can add text after a word or
in between text. If you press the enter key on your keyboard you move the insertion point to
the next paragraph line.

Insertion Point

Once you begin typing, you can use the mouse to move the insertion point to a specific place
within your document by simply clicking the left mouse button where you want the insertion
point to move to.

2.30. Inserting a Symbol in Your MSWord Document

Symbols are still used for bullets, but there are more important uses for symbols than just
replacing bullets. You can insert symbols such as © ® ê ¾, which are very important symbols
in the business world or some could be used as accents on people’s names.

 Click on the Insert tab

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 Select the Symbol command then choose the desired symbol that you want to insert.

2.31. Open an Existing Document

1. Select the File tab to access Backstage View, then click Open.

2. If you click on Open you have 3 options to click Recent document.

This PC will allow you to open documents saved on This PC and Browse will allow you
to Browse for doucments on another device.

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2.32. Closing a Document

1. Select the File tab to access Backstage View, , then select Close from the list and the
document will close.

Select Close from the list

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2.33. Saving Documents

USING THE “SAVE AS” COMMAND

On the File Tab, you will see that there are two save commands. Save As and Save.

SAVE AS

 This command is used when you save a document for the first time. It is almost like
baptising your document – in other words, giving it a name for the first time.
 It is also used when you have an existing document, but you want to give it a new file
name. Don’t use this except when really necessary!
 If you want to save the document to a new location, i.e., to another folder or another
disk.

USING THE SAVE COMMAND

 The SAVE command is only used after you have named your document. You can either

click on the SAVE button on the Quick Access Toolbar, or click on the Office

Button, and then select SAVE or press Ctrl+S.

 Your computer is also set to automatically save the work, but it is essential that you
keep on saving all the time.

REMEMBER THAT WHEN THE ELECTRICITY GOES OFF WITHOUT

WARNING, YOU WILL ONLY BE ABLE TO RECALL SOME OF YOUR
WORK.

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PRACTICAL EXERCISE

1. Open MS Word 2019 and type the following exercise as it appears:

Nelson Mandela

Nelson Mandela became the first black president of South Africa in 1994, serving until
1999. A symbol of global peacemaking, he won the Nobel Peace Prize in 1993.

Who Was Nelson Mandela?

Nelson Rolihlahla Mandela (July 18, 1918 to December 5, 2013) was a nonviolence anti-
apartheid activist, politician and philanthropist who became South Africa’s first black
president from 1994 to 1999. Becoming actively involved in the anti-apartheid movement
in his 20s, Mandela joined the African National Congress in 1942. For 20 years, he directed
a campaign of peaceful, nonviolent defiance against the South African government and its
racist policies. Beginning in 1962, Mandela spent 27 years in prison for political offenses.
In 1993, Mandela and South African President F.W. de Klerk were jointly awarded the
Nobel Peace Prize for their efforts to dismantle the country's apartheid system. For
generations to come, Nelson Mandela will continue to be a source of inspiration for civil
rights activists worldwide.

Children and Wife

Mandela was married three times and had six children. He wed his first wife, Evelyn Ntoko
Mase, in 1944. The couple had four children together: Madiba Thembekile (d. 1964),
Makgatho (d. 2005), Makaziwe (d. 1948 at nine months old) and Maki. The couple
divorced in 1957. In 1958, Mandela wed Winnie Madikizela; the couple had two daughters
together, Zenani (now Argentina's South African ambassador) and Zindziswa (the South
African ambassador to Denmark), before splitting in 1996. Two years later, in 1998,
Mandela married Graca Machel, the first Education Minister of Mozambique, with whom
he remained until his death in 2013.

Mandela Day

In 2009, Mandela's birthday (July 18th) was declared Mandela Day, an international day
to promote global peace and celebrate the South African leader's legacy. According to
the Nelson Mandela Centre of Memory, the annual event is meant to encourage citizens
worldwide to give back the way that Mandela has throughout his lifetime. A statement on
the Nelson Mandela Centre of Memory's website reads: "Mr. Mandela gave 67 years of
his life fighting for the rights of humanity. All we are asking is that everyone gives 67
minutes of their time, whether it's supporting your chosen charity or serving your local
community."

2. Save this Exercise on your flash drive as: Nelson Mandela

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UNIT 3: NAVIGATING IN A MULTIPLE PAGE DOCUMENT

INTRODUCTION

Editing text is one of the core functions of Microsoft Word. Moving around in and editing a
document can be quite tricky. When you are using your keyboard to type information in your
document and when you are editing it, it is very important to be able to select and replace
existing text, to insert new text at a particular point and to delete unwanted letters, words or
paragraphs. In this unit we will explore a variety of navigating methods.

OUTCOMES

At the end of the unit you will be able to:

 Navigate in a multiple page document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 View different portions of a document by using the mouse and keyboard to scroll
around in an MS Word document.
 Locate specifically placed words in your document.
 Insert and delete manual page breaks in your document.
 Select text using both the mouse and the keyboard.
 Use the UNDO and REDO commands.

3.1. The Scroll Bars

There is a scroll bar located at the bottom of your screen, and to the right of your
active window. The vertical scroll bar allows
you to view different portions of the document
by adjusting the view up and down, and the Up arrow: moves up one
horizontal scroll bar controls lateral scrolling. line

Left arrow: Scroll Glider (drag up and

moves to the Scroll Glider Right arrow: down with mouse to any
left side of the (drag left and moves to the location)
document right with right side of the
mouse to any document Down arrow: moves down one
location) line.

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3.2. Keyboard Navigation

INSERT – HOME – This PAGE UP –
On the right-hand side of your When you want to key will move This key will
keyboard are six keys that are insert information your cursor to the move one screen
it allows you to left hand side of up.
grouped together. These keys are type over existing the line.
used to navigate in your information
document.

DELETE – END – This key PAGE

This key will will move your DOWN – This
delete one cursor to the right key will move one
character to the hand side of the screen down.
right. line.

3.3. The Cursor Keys

These keys are also situated on the right-hand

side of your keyboard. Practice: to move one
space to the left in your document, you will
press the left arrow once. Follow the directions
below to view the different parts of your
document. It is essential that you know how
these keys work, as we will be using them
extensively in class.

KEYSTROKE TO MOVE
Press → One space to the right
Press  One space to the left
Press  One line down
Press  One line up
Press Page Down Down one screen
Press Page up Up one screen
Press End Go to the end of a line
Press Home Go to the beginning of a line
Press CTRL and → One word to the right
Press CTRL and  One word to the left
Press CTRL and  One paragraph down
Press CTRL and  One paragraph up
Press CTRL and Page Down One page down
Press CTRL and Page Up One page up
Press CTRL and END To the end of the document
Press CTRL and HOME To the top of the document.

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3.4. Techniques for Selecting Text

It is very important that you learn the different selection techniques as text must always be
selected before you can do any editing in your document. Always remember “IF YOU WANT
TO AFFECT IT, YOU HAVE TO SELECT IT!” Below is a list of selection techniques. Please
practise these in your tutorial periods, as there will not be time in the classroom situation to
master this skill.

SELECTION TECHNIQUE
METHOD
DRAG Point to one end of the text to be selected. Press the left hand
mouse button in, and hold it down. Move the mouse pointer to
the other end of the word or sentence. This action will create a
highlighted area (in black). Release the mouse button. Do not use
this method when you want to select big sections of a
document.
SELECT A WORD Point anywhere in the word with your mouse pointer. Double–
click the left-hand mouse button. Remember that all
punctuation marks are excluded.
SELECT A SENTENCE Point anywhere in the sentence. Press CTRL with your left hand
and hold it and with your mouse button click once. All spaces
and end punctuations will also be selected.
SELECTING A LINE In the selection area (the left hand margin of your document)
point next to the line you want to select. Your mouse pointer will
move from an I-beam to a right slanted
arrow. Click once with your left-hand mouse button and
the line will be selected.
SELECTING Point in the selection area next to the first line of the text to be
MULTIPLE LINES selected. Press and hold down your left-hand mouse button and
drag down to the last word.
SELECT A Point anywhere in the paragraph. Triple click (3x) with your left-
PARAGRAPH hand mouse button and the paragraph will be selected.
SELECT A There are three ways of selecting the entire document.
DOCUMENT 1. You can click on the HOME TAB, then click SELECT ALL.
2. Press the CTRL key, hold it
and at the same time press the
letter A on your keyboard.
3. Point in the selection bar and
Triple click (3x) with your left-
hand mouse button. The entire
document will now be in a black background, thus
everything is selected.
DESELECT Click once anywhere in the document, and the black selection
will be removed from the selected text.

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3.5. Hover Toolbar

When you select text or images with MSWord, a hover toolbar with commands of shortcuts
will appear at the top of the selected text or images. If the hover toolbar does not appear, try
hovering the mouse over the selection

3.6. Delete Text

 Press the Backspace key on the keyboard to delete text to the left of the insertion point.
 Press the Delete key to delete text right of the insertion point.
 Select the text and press the Delete key if you want to delete more than one character
at a time. Remember if you select text and start typing information the selected text
will be deleted.

3.7. Page Break

A soft page break is a page break that WORD provides at the end of each page. When working
in your document, you will automatically jump from the full page to the next blank page.

You do not have to keep pressing ENTER on your keyboard to get to a new page, WORD will
create the new page for you.

You can, however, enter your own HARD PAGE BREAKS, which means that you can force
WORD to go to a new page. This is very convenient if you want to split a document up into
different sections or chapters.

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SOFT PAGE BREAK BETWEEN TWO PAGES

AN AUTOMATIC OR “SOFT” PAGE

BREAK THAT WORD WILL ENTER AT
THE END OF A PAGE.

A MANUAL OR “HARD” PAGE BREAK THAT

YOU HAVE TO ENTER TO FORCE WORD TO
GO TO A NEW PAGE.

HOW TO INSERT A MANUAL PAGE BREAK

1. Click where you want to start a new page.

2. On the Insert tab, in the Pages group, click Page Break

3.8. The Undo and Redo Commands

The UNDO and REDO functions are very convenient, especially for first-time users of a
word processing package. You will be able to experiment, and if you are not happy with the
changes you have made, you will be able to UNDO them, and get back to where you were
before making the changes.

Undo Redo

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There are different ways to UNDO or REDO text. The UNDO and REDO buttons are situated
on the QUICK ACCESS TOOLBAR.

COMMAND WAYS TO ACTIVATE THE COMMAND

UNDO Click on the UNDO button on the Quick Access Toolbar
or
Press CTRL and Z at the same time.
REDO Click the REDO button on the Quick Access Toolbar
or
Press CTRL and Y at the same time.

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PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Type the following paragraphs at the end of your document.

When and where was Nelson Mandela born?

Nelson Mandela was born Rolihlahla Mandela on July 18, 1918, in the tiny village of
Mvezo, on the banks of the Mbashe River in Transkei, South Africa. "Rolihlahla" in the
Xhosa language literally means "pulling the branch of a tree," but more commonly
translates as "troublemaker."

Family and Early Life

Nelson Mandela's father, who was destined to be a chief, served as a counsellor to tribal
chiefs for several years, but lost both his title and fortune over a dispute with the local
colonial magistrate. Mandela was only an infant at the time, and his father's loss of status
forced his mother to move the family to Qunu, an even smaller village north of Mvezo.
The village was nestled in a narrow grassy valley; there were no roads, only foot paths that
linked the pastures where livestock grazed. The family lived in huts and ate a local harvest
of maize, sorghum, pumpkin and beans, which was all they could afford. Water came from
springs and streams and cooking was done outdoors. Mandela played the games of young
boys, acting out male right-of-passage scenarios with toys he made from the natural
materials available, including tree branches and clay.

At the suggestion of one of his father's friends, Mandela was baptized in the Methodist
Church. He went on to become the first in his family to attend school. As was custom at
the time, and probably due to the bias of the British educational system in South Africa,
Mandela's teacher told him that his new first name would be Nelson.

“As I have said, the first thing is to be honest with yourself. You can never have an impact
on society if you have not changed yourself... Great peacemakers are all people of integrity,
of honesty, but humility.” – Nelson Mandela

3. Save the document Nelson Mandela

4. Use the scroll bars, arrows and scroll boxes to view the document.
5. Use the keyboard to go to the beginning and the end of the document.
6. Use PageUp and PageDown to move from the top to the bottom of the document.
7. Insert a Page Break at the Beginning of the Document.
8. Type your name and student number on Page 1
9. Insert 2 Page Breaks at the End of the Document.
10. On Page Number 2 Type the name of your qualification.
11. On Page Number 3 Type your Address.
12. Close the document and Save this Exercise on your Removable disk as: Nelson Mandela
2

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UNIT 4: MODIFYING YOUR DOCUMENT

INTRODUCTION

Think of Microsoft Word as a huge toolbox. You have studied all the buttons on the screen,
and now we are going to use those buttons to edit our documents. In this unit, we are going to
focus on the different techniques used to select text, as well as how to move and copy text.

OUTCOMES

At the end of the unit you will be able to:

 Modify and edit text in your document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Copy and move text around in the document.
 Use the basic character formatting techniques.
 Explore and apply additional character formatting techniques.
 Use the Format Painter in the document to copy formatting.
 Apply change case to a paragraph or sentences.
 Clear formatting in a document.
 Apply highlighting to a sentence.
 Number certain sections of your document and bullet other sections.
 Create and modify a bulleted list with the Bullet tool.
 Change the appearance of bullet characters and number formats.
 Apply line spacing to your document.
 Apply decrease and increase indent.
 Use show and hide.
 Use the find, replace and go to function.

4.1. Moving Text

You may land up in a situation where you have to move a word, a sentence, a paragraph or a
picture to a different location in your document. You can move the text by cutting and pasting
it.

Clipboard group on the

Home Tab

The easiest way to move text or objects in a WORD document is to CUT and PASTE the
information in the document.

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HOW TO MOVE TEXT

1. GOLDEN RULE!! SELECT THE INFORMATION

2. On the Home tab, in the Clipboard group, click on Cut
3. Move the cursor to the place where you would like to
move the information.
4. On the Home tab, in the Clipboard group, click on Paste

4.2. Copying and Pasting Text

If you need to duplicate specific information, you will be able to copy the information and paste
it elsewhere in the same document, or in another document.

HOW TO COPY TEXT

1. GOLDEN RULE!! SELECT THE INFORMATION

2. On the Home tab, in the Clipboard group, click on Copy

3. Move the cursor to the place where you would like to

copy the information.
4. On the Home tab, in the Clipboard group, click on
Paste

PLEASE REMEMBER

If you, for example, COPY a specific paragraph in your document, there will be more than one
COPY of the same paragraph in the document. If you copy to another document, the same
paragraph will then appear in more than one document.

If you MOVE the paragraph from one specific place in your document to a new location, there
will only be one such paragraph. It is important that you know and understand the difference
between these two features.

4.3. Basic Character Formatting Techniques

Word considers each visible letter or number in the text area to be a character, which can be
formatted. Remember that you have to select the text first before any formatting can take place.

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FORMAT ICONS SAMPLE TEXT

BOLD B BOLD TEXT
ITALIC I ITALIC TEXT
UNDERLINE U UNDERLINED TEXT
STRIKETHROUGH STRIKETHROUGH
SUBSCRIPT SUBSCRIPT
SUPERSCRIPT SUPERSCRIPT
TEXT EFFECTS TEXT EFFECTS

CHANGE CASE CHANGE CASE

TEXT HIGHLIGHT COLOR TEXT HIGHLIGHT COLOR

FONT COLOR FONT COLOR

HOW TO SELECT THE BOLD OPTION:

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab, on the Font group
click on the Bold icon

The same steps will be used to apply the ITALIC, UNDERLINE, STRIKETHROUGH,
SUBSCRIPT, SUPERSCRIPT, CHANGE CASE, TEXT HIGHLIGHT COLOR AND
FONT COLOR functions. To execute the specific task you must remember to select the
appropriate button.

When you want to remove any of the above formatting, SELECT THE TEXT, click on the
appropriate icon on the Home Tab, In the Font group to remove the formatting.
FONTS AND FONT SIZES

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Font dictates the way your characters look. You can change the “look” of your document by
making font and font size changes. Keep in mind not to make too many font changes because
it can make your document look very busy.

CHANGE THE FONTS:

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab, on the Font group click the

Font Face scroll down arrow next to the font box.

CHANGE FONT SIZE:

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab, On the Font group, click on the Font Size scroll
arrow and select the font size

OR YOU CAN INCREASE OR DECREASE THE FONT SIZE BY DOING THE

FOLLOWING

OR

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4.4. Changing Font Color of Selected Text

This function will allow you to change the color of the text

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab, On the Font group, click on the
and select the color of the font.

4.5. Highlighting Selected Text

This function will allow you to highlight your text per row like a highlighter pen.

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab, On the Font group, click on the
and select the color of the highligting

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4.6. Using the Font Dialogue Box

In the formatting toolbar, you can make some font changes, but in the FONT DIALOGUE
BOX, you will be able to do multiple formatting. Click on the Home Tab, on the font group
click on the icon in the right corner of the font group. The following Font dialogue box will
appear on your screen.

Preview Box

In the FONT DIALOGUE BOX, we can do the following formatting:

 FONT: to change to a different FONT
 FONT STYLE: you can choose between BOLD, ITALIC OR UNDERLINE, or a
combination of them;
 FONT SIZE: you can make the font bigger by choosing a bigger font size or smaller
by choosing a smaller font size;
 FONT COLOR: you can select a different font colour;
 UNDERLINE STYLE: there is a variety of underlining styles that you can choose
from;
 UNDERLINE COLOR: select one of the colours to change the underlining colour.
 EFFECTS: Different effects can be obtained by selecting one or more of these options.

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4.7. Formatting Painter

HOW TO COPY FORMATTING

1. GOLDEN RULE!! SELECT THE INFORMATION WITH THE

FORMATTING THAT YOU WANT TO COPY.
2. On the Home tab, in the Clipboard group, click on Format Painter icon.
3. Move the cursor to the position where you would like to copy the formatting and
select the word or paragraph.

4.8. Changing the Case of a Paragraph Or Sentence

Sometimes when you are typing a document you press the Caps Lock key on your keyboard
and everything that you type is in uppercase. You can change the case of a paragraph or a
sentence by using one of the following:

• Sentence case: The first letter of the sentence will change to a capital letter.
• Lowercase: everything will change to lowercase.
• Uppercase: everything will change to capital letters.
• Capitalize Each Word: every word will begin with a capital letter.
• Toggle Case: Will change the word so that it is made up of lower case and upper case
letters.

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab,

3. On the Font group, click change case icon
4. Select the case you would like to change your
paragraph to.

4.9. Clearing All Formatting

If you want to clear all the formatting that you have done in a paragraph, leaving only the normal,
unformatted text you will do the following:

1. GOLDEN RULE!! SELECT THE INFORMATION

2. Click on the Home Tab,
On the Font group, click on the the clear all icon

PLEASE REMEMBER:
You will only be able to make formatting changes if the text is selected.
In the PREVIEW BOX you will be able to monitor ALL changes that you make
to the document.

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4.10. Paragraph Formatting

ALIGNMENT

You will be able to align certain paragraphs of your document differently from the rest of
your document. Click on the Home Tab, on the Paragraph group select the alignment icon
that you would like to apply

PARAGRAPH EXAMPLE AND WHEN TO USE IT

ALIGNMENT
ALIGN LEFT The lines in your text will be aligned along the left indent. The text
on the right side will appear to be ragged. Left align is the default
paragraph alignment setting. The most common alignment for body
text.
ALIGN RIGHT Lines of text are aligned along the right indent. The left and right
indents are even with the left and right margins by default. The text
on the left side will appear ragged.
CENTER Lines of text are aligned evenly between the indents. Both the left
and right sides of the paragraph appear ragged. Centre aligned text is
popular for headings and titles.
Lines of text are evenly aligned along both the left and right indents.
JUSTIFY Word automatically adjusts the spacing between words so that they
stretch from left indent to right indent. Justified paragraphs are most
commonly used in narrow columns such as magazines and newspapers

4.11. Bullets and Numbering

If you want to present a list of items in a Microsoft Word document, you can make the list
stand out by formatting each paragraph with either a numbered or bulleted list.

There are various ways of using numbers. You can use the standard way (1, 2,3), or the
ROMAN numbering system (i, ii, iii). Remember that FORMATTING changes the look of
your document, and you can give your document a whole new look by changing it.

NUMBERING

BULLETS

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4.12. Bullets

You can apply bullets to a series of existing paragraphs, or you can create your own bullet
before starting to type a paragraph.

GOLDEN RULE!! SELECT THE INFORMATION

On the Home tab, in the Paragraph group, click on the Bullet icon

When you press enter, the next bullet will appear on the next line. If you do not want to
make use of the bullet, enter again, and the bullet will disappear. The same steps can be
followed when you want to remove numbering.

If you want to remove a bullet or number, click on the beginning of the paragraph where you
want to remove the bullet, click on the BULLET button, or click on the NUMBERING
button to remove numbering.

4.13. Customised Bullets

HOW TO CREATE YOUR OWN CUSTOMISED BULLETS:

GOLDEN RULE!! SELECT THE INFORMATION

1. On the Home tab, in the Paragraph group, click on the Bullet icon scroll arrow

2. Click on Define New Bullet

3. The define New bullet dialogue box
will appear.

4. Click on the Symbol tab

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5. Change the Font to Wingdings

Select the Character

6. Click on OK.

4.14. Numbering

There are also two ways to use the numbering facility. Click once at the beginning of the
paragraph where you want to enter the numbering. You can click on the NUMBERING button
on the Home tab, in the Paragraph group to activate numbering.

To customise your numbering format, you have to click on the scroll

arrow of the numbering icon and then click on the number
style you want to use.
Here you can select the different NUMBERING styles available.

4.15. The None Option in Bullets and Numbering:

The NONE function has been created to assist you in removing

unwanted bullets or numbering. If you receive a document with
numbering/bullets already entered, you would be able to remove the
numbering or bullets. Please do not select the specific section and
press the delete button on your keyboard: this will only delete the
text and not the numbers or bullets.
To remove unwanted numbers and/or bullets, you have to select the
specific area, click on FORMAT, select BULLETS AND NUMBERING, select either
BULLETS or NUMBERING, and click on the NONE option. After clicking on OK the bullets
or numbering will be removed.

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4.16. Line Spacing

CHANGING THE LINE SPACING:

In most academic documents like tasks or assignments, you will need to use 1½ or double line
spacing. Make sure to ask your lecturers which of these settings they would prefer you to use
when typing an assignment. Line spacing can be set before you start typing your document, or
it can be set during or after completion of the entire document. Remember that you have to
select the specific area where you would like to change the line spacing.

Although there are many other options in this dialogue box, just change the line spacing and
do not make any other changes to this menu.

CHANGE LINE SPACING:

GOLDEN RULE!! SELECT THE INFORMATION

1. On the Home Tab, in the Paragraph group, click

on the line spacing icon
2. Select the line spacing that you would like to
apply in your document.

OR

GOLDEN RULE!! SELECT THE INFORMATION

Press Ctrl+1 (single line spacing)

Press Ctrl+2 (double line spacing)
Press Ctrl+5 (1.5 line spacing)

4.17. Decreasing and Increasing Indent

Decrease indent moves your paragraph closer to the margin and increase moves your paragraph
further away from the margin.

1. On the Home Tab, in the Paragraph group, click on the line decrease icon or on
the increase icon

4.18. Sort a List of Names

GOLDEN RULE!! SELECT THE INFORMATION

1. On the Home Tab, in the Paragraph group, click on the Sort icon

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2. Select sort by Paragraph, Ascending, then click on OK.

3. Your text will then be sorted alphabetically like this example.

4.19. Show or Hide

This function will show paragraph marks and other hidden formatting symbols. This is
especially useful for advanced layout tasks. If you want to show or hide these paragraph marks
you need to do the following.

1. On the Home Tab, in the Paragraph group, click on the show/hide icon .

4.20. Find, Replace and Go To:

THE FIND COMMAND

The FIND command enables you to search for specific text in the entire document. You will
be able to search for a specific word, character or phrase.

THE REPLACE COMMAND

The REPLACE command is a very handy feature, because it can save you a lot of time when
you are working in your document. You can replace an existing word in your document with a
new word without going through the entire document searching for the word. You will find
the Editing group that includes Find and Replace on the Home
Tab.

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PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Format the first paragraph starting with “Nelson Mandela became…” to Font:
Harrington, Font colour: Blue, Accent 5, Darker 25%.
3. Format the heading “Nelson Mandela”: 14 font size, bold Italic and centre the heading.
4. Repeat your last action in a single click.
5. Apply the customised bulleted list to the paragraph starting with “Nelson Rolihlahla
Mandela…” to this bullet style 
6. Change the heading “Who Was Nelson Mandela?” as follows:
Underline the heading and change the font colour to Green.
7. Increase the font of the text in the whole document 1 point higher, with a single click
after you have selected it.
8. Copy the formatting of the paragraph starting with “Nelson Mandela became…” to the
last paragraph in this document.
9. Change the line spacing of this document to 2 line spacing.
10. Copy paragraph 1 to the bottom of the document.
11. Move the heading Nelson Mandela and place it between the last two paragraphs.
12. Find the the word Nelson and replace it with Rolihlahla.
13. Insert a page break before the heading “Family and Early Life”.
14. Highlight the paragraph starting with “Nelson Mandela's father …” in yellow.
15. Copy the entire document and paste it in a new document.
16. Save this document as Nelson Mandela 3.

SAVE THIS DOCUMENT AS: NELSON MANDELA 3

MAKE SURE THAT YOU HAVE MASTERED THE SKILLS IN THIS
SECTION, AS WE WILL USE THEM EXTENSIVELY DURING THE
COURSE OF THIS YEAR.

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UNIT 5: BORDERS AND SHADING

INTRODUCTION

In this unit you will learn how to do some more formatting in a document.

OUTCOMES

At the end of this Unit you will be able to:

 Insert Borders, shading and a page border to a document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Add Borders and Shading to a paragraph.
 Apply a page border to a document.

5.1. Adding Borders, Shading and Page Borders to Your Document

You can add borders, shading and page borders to a document to emphasise your paragraphs
and pages.

5.2. Adding Borders

GOLDEN RULE!! SELECT THE INFORMATION.

Click on the Home Tab, on the Paragraph group, click on the border
icon scroll arrow and select the border that you would like
to apply to your document.

If you select from the drop down the

following dialogue box will appear on your screen:

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Make the necessary change and click on the OK button.

5.3. Adding Shading to a Paragraph

GOLDEN RULE!! SELECT THE INFORMATION.

Click on the Home Tab, on the Paragraph group, click on the

shading icon scroll arrow and select the theme color that you
would like to apply to your paragraph.

If you click on the border icon scroll arrow and select the following
dialogue box will appear on your screen:

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Click on the scroll

arrow and change the
fill color tab

Click on the scroll

arrow and change the
pattern style

Click on OK

5.4. Adding a Page Border to a Document

If you click on the border icon scroll arrow and select the
following dialogue box will appear on your screen:

Click on the Page Border tab

Make the necessary changes and click on OK.

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You can also apply page borders by doing the following:

1. On the Design Tab, in the Page Background group, click on the Page borders icon
and the same dialog box as above will appear on your screen.

PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Apply the top and bottom borders to the paragraph starting with “As I have said, the
first thing…”
3. Insert page borders into this document: Border style: double lines; width: 3pt.

MAKE SURE THAT THE INFORMATION IS SAVED ON YOUR FLASH

DRIVE UNDER THE FILE NAME: BORDERS AND SHADING. IF YOU DO
NOT SAVE YOUR WORK IN THE CORRECT WAY, THE “NELSON
MANDELA” DOCUMENT WILL BE FORMATTED INCORRECTLY!!

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UNIT 6: REFERENCES IN YOUR DOCUMENT

INTRODUCTION

A table of contents in a document can make the difference between an average document and
great document. Microsoft Office Word 2016 provides a gallery of automatic table of contents
styles. A table of contents can only be created in a document by choosing the heading styles -
for example, Heading 1, Heading 2, and Heading 3 — that you want to include in the table of
contents. Microsoft Office Word searches for headings that match the style that you chose,
formats and indents the entry text according to the heading style, and then inserts the table of
contents into the document.
A table of contents is just like the list of chapters at the beginning of a book. It lists each
section in the document and the page number where that section begins. A really basic table of
contents might look like this:

A style is a collection of formats that you can apply to text in one action. It is better to apply
different styles to text than to use individual formatting commands. Once you have applied a
specific style you can apply individual formatting commands.

OUTCOMES

At the end of this unit you will be able to:

 Apply a style to text;
 Insert references into your document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Apply a style to text.
 Create your own style.
 Create a table of contents.
 Insert footnotes and endnotes.

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6.1. Applying A Style to a Heading

HOW TO APPLY A STYLE TO TEXT

1. On the Home Tab, in the Styles group you will find all the different default styles

2. Click on the style icon that you would like to apply to your paragraph for example
Heading 1 as in the example above.

HOW TO CREATE YOUR OWN STYLE

1. On the Home Tab, in the Styles group, click on this icon on the right hand side of
the Styles group.
2. Select the New Style icon
3. The Create New Style from
Formatting dialogue box will
appear on your screen.
4. Type the name of the new style

5. Click on Format (do all the

formatting for your new style)
6. Click on the OK tab.

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6.2. Insert the Table of Contents

Now for the easy part! Once you've applied heading styles, you can insert your table of contents
in just a few clicks. Click on the References tab, then click the Table of Contents command.
Select a built-in table from the menu that appears, and the table of contents will appear in your
document.

The table of contents uses the heading styles in your document to determine where each section
begins. Heading 2 and Heading 3 styles will be nested within a Heading 1 style see example
below.

These contents within the table of contents create links for each section within your document
and allow you to move quickly to a specific heading. Just hold down Ctrl on the keyboard and
click and the cursor will move immediately to the particular section in your document.

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6.3. Update Your Table of Contents

If you edit or add any content of your headings in your document it is easy to update your Table
of Contents. Just select the Table of Contents and click on Update Table. Then choose Update
entire table in the dialog box that appears. The Table of Contents will then be updated

6.4. Footnotes and Endnotes

Footnotes and endnotes are used in printed documents to explain, comment on, or provide
references to text in the document. You might use footnotes for detailed comments and
endnotes for the citation of sources. Footnotes appear at the end of a page whereas endnotes
appear at the end of the document.

When you add, delete, or move notes that are automatically

numbered, Word renumbers the footnote and endnote
reference marks.

HOW TO INSERT A FOOTNOTE OR ENDNOTE

1. Select the text for the footnote or endnote.

2. On the References tab, in the Footnotes group, click Insert
Footnote or Insert Endnote.

Word inserts the note number and places the insertion

point next to the note number.
3. Type the note text.
4. Double-click the footnote or endnote number to return to the reference mark in the
document.

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HOW TO CHANGE THE NUMBER FORMAT OF FOOTNOTES OR ENDNOTES

1. Place the insertion point in the section (section: A portion of a document in which you
set certain page formatting options. You create a new section when you want to change
such properties as line numbering, number of columns, or headers and footers.) where
you want to change the footnote or endnote format.

2. On the References tab, click the Footnote and Endnote Dialog Box Launcher . Click
Footnotes or Endnotes.

3. In the Number format section choose the

number style

4. Click on INSERT.
5. The footnote will appear at the end of the page
and the endnote will appear on the last page
of your document.

HOW TO DELETE A FOOTNOTE OR AN ENDNOTE

1. When you want to delete a footnote or endnote, you work with the note reference mark
in the document window, not with the text in the note.
2. In the document, select the note reference mark of the footnote or endnote that you want
to delete, and then press DELETE.

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PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

Apply the paragraph style “Intense quote” to the heading Family and Early Life.
2. Create a new style
a. Name of Style: First Line
b. Formatting: Arial Black, Font Size 20pts., Font Colour: Red, Alignment: Centre
3. Type your name and surname on the top of the document.
4. Apply the new style: First Line to your name and surname.
5. Create a new style
a. Name of Style: Paragraph 1
b. Formatting: Bookman Old Style, Font size: 16pts., Font Colour: Blue, Double line
spacing
6. Apply the Paragraph 1 style to the paragraph starting with “At the suggestion of one
…….”
7. Insert a Table of Contents at the beginning of your document.
8. Open the document Nelson Mandela.
9. Apply Heading 1 styles to the following headings:
a. Who Was Nelson Mandela?
b. Children and Wife
c. Family and Early Life
10. Apply Heading 2 styles to the following heading:
a. Mandela Day
11. Apply Heading 3 styles to the heading:
a. When and where was Nelson Mandela born?
12. Create a Table of Contents at the beginning of the document.
13. Insert the footnote: Quote Nelson Mandela at the quote at the end of the document.
14. Insert the endnote: Biography of Nelson Mandela at the end of the following sentence
“Nobel Peace Prize in 1993”.

SAVE YOUR DOCUMENT AS: STYLES

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UNIT 7: TABLES

INTRODUCTION

In this unit, you will learn to arrange text in a different way by adding tables to your document.
We will look at creating tables, entering information in the tables and how to edit tables. A
table can be used to create interesting layout effects or to display numerical data.

OUTCOMES

At the end of this unit you will be able to:

 Create tables.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Create and modify tables.
 Edit information in the table.

7.1. Table Components

ROW OF CELLS

CELL

COLUMN
OF CELLS
END OF ROW
MARK

TABLE GRIDLINE
COLUMN BOUNDARY

7.2. Inserting a Table

HOW TO INSERT A TABLE

1. Place your insertion point where you would like the table
to appear.
2. Click on the insert tab, then click on the Table icon

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3. This will open a drop-down menu that contains a grid. Hover over the grid and select
the number of columns and rows you would like to insert in your document. The
example below is a 5 colums x 4 rows table.

OR

1. On the Insert Tab, in the Table group, click on the table icon.

2. Click on Insert table, the Insert Table dialogue box will

appear on your screen.

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4. Type in the number of columns.

Press the Tab key to go to the
number of rows area,

5. Click on OK.
6. To enter text within the inserted table, place the
insertion point in any cell, then begin typing.

7.3. Navigating Inside the Table

To move around inside a table you need to practise a bit. You were introduced to the “arrow
keys” on your keyboards earlier this year. We will be using them extensively when entering
text and information in the table.

TO MOVE PRESS
ONE CELL TO THE RIGHT RIGHT ARROW KEY
ONE CELL TO THE LEFT LEFT ARROW KEY
UP ONE ROW UP ARROW KEY
DOWN ONE ROW DOWN ARROW KEY

You have to click once in the cell where you want to enter information. This is your way of
telling your computer exactly where you want to start working. Once your I beam is blinking
in a specific cell, you can start typing. Always make sure that you type the correct information
in the correct cell.

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7.4. Editing Tables

Sometimes one designs a table, and later one has to add extra rows or columns, or adjust the
width or height of certain rows or columns. Whatever you want to do, you first have to select
the table elements that you want to affect. Below is a list of ways to select elements in a table:

ELEMENTS TO PROCEDURE
SELECT
CELL Position the mouse pointer at the lower-left corner of the cell
until the mouse pointer becomes a right-pointing arrow and
then click.
ROW Position the mouse pointer in the margin to the left of the
row until the mouse pointer becomes a right-pointing arrow
and then click.
COLUMN With the mouse pointer over the top gridline of the column
(it becomes a down arrow), click the mouse button.
ENTIRE TABLE Position the mouse pointer anywhere over the table. The
move handle appears in the upper-left corner of the
table. Click once on the move handle.

7.5. Inserting Rows and Columns

You have the flexibility in MS Word to add columns and rows in very specific places in your
table. To be able to insert rows and columns into an existing table you need to do the following:

If you point your mouse on the top row between any column of the table a plus sign will appear
as seen in the picture below. If you click on the plus sign a column will be added on the right
hand side of the column.

If you point your mouse on the left hand side of any row a plus sign will appear and if you click
on that plus sign a row will be inserted at the top of that row.

OR

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1. Click on the right mouse button inside your table

2. Select Insert

3. Select Row Above or Below

OR
Select Columns to the Left or
Columns to the Right

7.6. Deleting a Row and a Column

1. Place the insertion poinit in the row or column that you want to delete.
2. Right click then select Delete cells.

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3. A box will appear. Choose entire row or entire column then

click on OK.

7.7. Changing Column Width and Row Height

You may want to make your columns wider or your rows higher to accommodate more
information, or to decrease their size. In order to change the width or height follow the
instructions below:

 Position the mouse pointer over the boundary that you want to move, and wait until the
mouse pointer becomes a double-headed arrow.
 Drag the column boundary to the desired location by keeping your mouse button
pressed in.
 Release the mouse button.

7.8. Changing the Table Styles of a Table

You can change the general look of your table. Word will automatically add colour and space
the columns and rows evenly. To change the style of a table you need to do the following:

 Click anywhere in the table, and the Design tab will appear on the screen.

 Locate the Table Styles group, then click

the More drop-down arrow to see the full list
of styles.

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 Select the table style that you would like to apply, in the Table styles group.

 Table style will appear.

7.9. Modify Table Style Options

Once you've chosen a table style, you can turn various options on or off to change its
appearance. There are six options: Header Row, Total Row, Banded Rows, First
Column, Last Column, and Banded Columns.

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 Click anywhere in the table then click on the Design.

 Locate the Table Style Options group, then check or uncheck the desire options.

 Table style will be modified.

REMEMBER: Depending on the Table Style you've chosen, certain Table Style
Options may have a different effect. You might need to experiment to get the look you want.

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PRACTICAL EXERCISE

1. Create a new document in Word and Save the document as: TABLES
2. Create a table with three columns and four rows.
3. Insert the following information in the table:

NAME AND SURNAME TEST ONE TEST TWO

ZULU, VB 89% 75%
MOKOENA, BJ 95% 72%
VAN DER MERWE, JJ 87% 94%

4. Resize the column width so that there is more space in the Name and Surname column
and less space in the test one and test two space.
5. Bold the words NAME AND SURNAME; TEST ONE and TEST TWO in the heading
of the table.
6. Change the font colour of the headings to BLUE, FONT SIZE 14pts.
7. Change the font colour of the Name column to RED.
8. Insert a row at the top of your table.
9. Insert a column on the right hand side of TEST ONE.
10. Delete column 4.
11. Delete row 4.
12. Below this table, insert another table with the following information:

bop tv m-net e-tv sabc 3

Music TV Rugby Show The Summit Business Beat
Gospel Hour Criminal Minds Dance Sport AM Shopping
700 Club2 For Love of the Man Alive Isidingo
Game
The Army Show Infomercials Teletubbies Crime Stop
Teeny Bop Flipper and Lopaka Ricky Lake Show Larry King Live
Another Life II Woody Backstage Who Wants to be a
Woodpecker Millionaire

13. Change the headings (TV Station names) as follows:

a. Change the case to Uppercase
b. Change the text direction of the text.
c. Centre text horizontally and vertically.
d. Change the FONT to ARIAL NARROW, 14 pts.
e. Change the FONT COLOR to GREEN.

MAKE SURE THAT THE INFORMATION IS SAVED ON YOUR FLASH

DRIVE AS "TABLES".
IN THE NEXT CLASS WE WILL LOOK AT THE TASK YOU HAVE JUST
COMPLETED.

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UNIT 8: APPLYING ILLUSTRATIONS TO A DOCUMENT

INTRODUCTION

Illustrations can also be used in MSWord to enhance the layout of your document. You can
combine your illustrations with text to represent your point. The only limit to using the
illustrations group on the Insert tab is your imagination.

Illustrations are graphics or media elements that you can use in your document to provide a
visual representation of text or to add visual interest in your document. Illustrations can be a
Picture, a Clip, Shapes, SmartArt or a Chart. After you insert illustrations into your document
you can resize them, move them and adjust their appearance in your document.

OUTCOMES

At the end of the unit you will be able to:

 Create illustrations in a document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Move, size and delete an illustration.
 Duplicate illustrations.
 Add text to an illustration.

8.1. The Illustrations Group

A picture is a type of illustration that closely resembles a real object. In Microsoft Word,
pictures can be digital photographs or computer graphics. Pictures can be any size or
shape.

You can add one shape to your document or combine multiple shapes to make a drawing
or a more complex shape. Available shapes include lines, basic geometric shapes, arrows,
equation shapes, flowchart shapes, stars, banners, and callouts.

This is a graphic element that combines text, illustration and colour. SmartArt is used to
show a timeline or developmental progression. It can also represent the sequential steps
in a process or workflow.

A chart is a graphical representation of statistical data. There are different types of charts
such as Bar, Pie and Line.

This allows you to print screen images in your Office file without leaving the program
that you are working in.

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8.2. Inserting a Picture and Customising the Picture

HOW TO INSERT A PICTURE

1. Position the insertion point where you want to insert the illustration, for example, a
Picture.

2. On the Insert tab, in the illustration group, click the Pictures button.

3. The Insert Picture dialog box will appear, select the image and click on insert.

4. The image will appear.

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HOW TO FORMAT A PICTURE

1. Click inside the Picture.

2. Click on the Format Tab.

3. Click, for example, on the shadow effects button.

4. Select the shadow effect and see the change in your Picture.

HOW TO RESIZE A PICTURE

1. Point to the Anchor dot. Anchor dot to

resize the Clip
2. Click your left mouse button and hold it down. Art
3. Drag your left mouse button to the left or right to
resize your Picture smaller or bigger.
4. Release your left mouse button.

HOW TO INSERT SHAPES

1. Position the insertion point where
you want to insert the illustration, for
example, a Shape.
2. On the Insert tab, in the illustration
group, click on the Shapes icon. A
drop-down menu will appear.
3. Select the shape that you would like
to insert from the list.

4. You will see a + sign in your document, hold down the left mouse button and drag your
shape until it is the size that you would like the shape to be.

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5. To add text inside the shape start typing immediately and the text will appear in the
shape. To format the text you can use the formatting options on the Home tab to change
the font, font size and font color of the text inserted.

GOOD
MORNING

HOW TO FORMAT THE SHAPE

1. Click inside the Shape.

2. Click on the Format Tab.
3. Click on the Shadow Effects and then click on the Shadow Style
3.
4. Your Shape will look like the shape on the left hand side.

Orientation button
HOW TO RESIZE A SHAPE
Anchor dot to resize
the Clip Art
1. Point to the Anchor dot.
2. Click your left mouse button and hold it down.
3. Drag your left mouse button to the left or right to resize
your ClipArt smaller or bigger.
4. Release your left mouse button.

HOW TO CHANGE THE ORIENTATION OF THE SHAPE

1. Point the left mouse button to the button

2. Click your left mouse button, hold it down and rotate it to the side that you would like
the object to move to.
3. Release the left mouse button after rotating the object.

YOU CAN EXPERIMENT WITH THE SMARTART AND THE CHART

ILLUSTRATIONS. THE SAME STEPS WILL BE FOLLOWED TO APPLY
SMARTART AND CHART IN A DOCUMENT.

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To add some artistic flair to your document use a WordArt text box.

8.3. WordArt

HOW TO INSERT WORDART

1. Position the insertion point where you want to insert the WordArt.

2. On the Insert tab, in the text group, click the WordArt icon.

3. Select any of the examples

4. Type your heading in the text box

The text effects will turn your work into a work of art. You can add a visual effect such as
shadow, glow or reflection or transform your text.

HOW TO TRANSFORM YOUR WORDART

1. After you have typed the heading for WordArt the Format tab will appear at the end
your tab line.
2. On the format tab, in the WordArt Styles group click on the text effects icon.

3. Click on transform.
4. Select the Transform you would like to apply to your WordArt.

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8.4. Drop Caps

Drop Cap creates a large capital letter at the beginning of a paragraph

HOW TO CREATE DROP CAP IN A DOCUMENT

1. Position your insertion point anywhere in your paragraph where you would like to
create a Drop Cap.
2. On the Insert tab, in the text group, click the Drop Cap icon.

3. Select Dropped and the paragraph will change as follows:

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PRACTICAL EXERCISE

1. Open MS Word 2016 and type the following exercise:

CERTIFICATE OF PARTICIPATION
to
Susan Meyers
Receive a smiley face for completing:

Microsoft Word Level 1

_________________ ________________
Dr. R. Brink Date:

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UNIT 9: CONTROLLING PAGE APPEARANCE

INTRODUCTION

In this unit you will learn how to control the page appearance of your document. This is very
important if you start doing an assignment and you need to insert headers and footers.

Headers and footers are reserved space in the top and bottom margins of the page. Use a header
and footer if you want the same information to be printed on the top and bottom of every page
of your document.

OUTCOMES

At the end of this unit you will be able to:

 Control page appearance.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Create and modify headers and footers.
 Insert fields in headers and footers.
 Format page numbers.
 DefinePage Setup.

9.1. Headers and Footers

A header will be at the top of every page of your document, and the footer will appear at the
bottom of each page of your document. You will see the information that you have entered in
the header and footer displayed on each page. When typing an assignment, you can make use
of headers and footers to display some very important information. You must be in print layout
view to see your headers and footers.

HOW TO INSERT A HEADER

1. On the Insert tab, in the Header and Footer tab, click on the Header icon

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2. Select the Built In header that you would like to apply to

your document.

3. Type in your selected built in header pane area.

4. Click on the Footer icon

5. Select the Built In footer that you would like to apply

to your document.

6. Type in your selected built in footer pane area.

7. Click on the icon.

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Always remember to make use of the PAGE NUMBER facility in the HEADERS AND
FOOTERS. If you type in the page number, it will stay the same on all the pages. If you
activate the page number facility, Word will count all the pages and then give each page the
correct page number.

When you are working in the HEADERS AND FOOTERS, you will notice that the rest of
your document changes into a grey colour. When you exit HEADERS AND FOOTERS, you
will see your headers and footers will turn grey, and the rest of the document’s appearance will
return to normal.

To be able to edit your HEADER AND FOOTER, you have to select the option again, by
following the steps for header and footer again or you can double click your left mouse button
on your header to activate your header area. The header will open and you can do the necessary
editing. Remember to close the HEADER AND FOOTER option again before returning to
your document.

A header will always appear on the top of a page, for example, Academic Development Centre
and a footer will always appear at the bottom of a page, for example, End-User Computing.

9.2. Printing Layout View

PRINT LAYOUT VIEW displays all the parts of the page; headers, footers, margins and so
on. It is always safe to view your document in PRINT LAYOUT VIEW before you decide to
print it.

HOW TO CHANGE TO PRINT LAYOUT VIEW

1. On the View tab, in the Document views group click on the Print Layout icon

OR

2. Click on the Print Layout icon on the status bar.

PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Insert a page number in this document
3. Insert a header with your student number on the Left and your surname on the right
4. Insert a footer with your first name on the left, a page number in the centre and the date
on the right.
5. Insert a picture of a bunny before the last paragraph.
6. Apply text wrapping Tight to the picture.
7. Remember to save your information.

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UNIT 10: DOCUMENT FORMATTING

INTRODUCTION

In this unit you will learn how to change the formatting of a whole document at once. Microsoft
Word 2016 has built in Themes that you can select from to change the formatting of your entire
document at once. You can change the text in your document quickly by picking a new font
set. This is an easy way to change all your text at once. For this to work, your text must be
formatted using the 'body' and 'heading' fonts.
OUTCOMES

At the end of this unit you will be able to:

 Change the formatting of an entire document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Apply a style set to your document.
 Insert a Watermark.

10.1. Apply a Style Set in MSWord

1. On the Design
tab, in the
Document
Formatting group
select the more
drop-down arrow.

2. Choose the desired style set from the

drop-down menu.

3. The selected style will be applied to your

entire document.

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10.2. Watermark

Watermarks are text or pictures placed behind the document text. They can mark the
document’s status as Draft, Confidential, etc., or brand it with a logo, or just make it look
better.

HOW TO INSERT A WATERMARK IN YOUR DOCUMENT

CHANGE TO PRINT LAYOUT VIEW

1. On the Design tab, in the Page Background group click on

the Watermark icon.

2. Select one of the built in watermarks from the list.

HOW TO CUSTOMISE A WATERMARK

1. On the Design tab, in the Page Background group click on

the Watermark icon.

2. Select Custom Watermark.

3. In the Printed Watermark

dialog box select Text
watermark

4. Type the text in the text

5. Select the layout for the

watermark

6. Click on OK

PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Apply a custom watermark to your document and use your name as the text
watermark.
3. Apply the Word 2016 (B&W) Theme

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UNIT 11: PAGE LAYOUT

INTRODUCTION

It is sometimes very important to modify the margins and to insert page breaks into your
documents. In this unit you will learn how to modify margins and insert page breaks.

OUTCOMES

At the end of this unit you will be able to:

 Define Page Layout.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Change the page margins.
 Adjust the top and bottom page margins.
 Change the orientation of the page.
 Apply newspaper columns to a document.

11.1. Modifying Page Margins

In WORD, margins refer to the blank space around the edges of a page. At present your margins
are set on the default margin settings. By default, a new document’s margins in MSWord are
set to Normal.

HOW TO MODIFY MARGINS

1. On the Page Layout

tab, in the Page
Setup group click
on the margin icon.

2. A drop-down menu will appear select the predefined margin size

OR customise your margins as follows.

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3. Instead of selecting a predefined margin size click

on Custom Margin.

4. Custom margins.

5. The Page Setup dialog box will appear.

6. Adust the values for each

margin, then click on OK.

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11.2. Orientation of a Page

When you select PAPER SIZE, you will be able to change your document from being printed
in PORTRAIT to LANDSCAPE. This is very handy when you want to print big graphs or
tables.

PORTRAIT

LANDSCAPE

1. On the Layout tab, in the Page Setup group click on the orientation icon.

2. A drop-down menu will appear. Click either Portrait or Landscape to change the
page orientation.

3. The page orientation of the document will be changed.

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11.3. Newspaper Columns

To format text into newpaper-style columns so that it flows from one column to the next on the
same page you can add columns to all or part of a document.

HOW TO INSERT NEWSPAPER COLUMNS

1. GOLDEN RULE!! SELECT THE INFORMATION

2. On the Layout tab, in the Page Setup group click on the Column icon a drop-down menu
will appear.
3. Select the number of newspaper columns you want to create.

If you need to insert a line between the columns click on MORE COLUMNS.

4. Select the number of newspaper

columns.

5. Click line between.

6. Click on OK.

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11.4. Indentation

HOW TO INDENT YOUR MARGINS ON THE LEFT AND RIGHT HAND SIDE OF A
PARAGRAPH

1. On the Layout tab, in the Paragraph group type the number of centimetres in the left
box

And type the number of centimetres in the right box.

PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Change the margin measurements from centimetres to inches.
3. Change the page orientation to Landscape.
4. Change the margins of the entire document to Top: 1.12”, Bottom: 0.99”, Left: 1.6” and
Right: 1.6”
5. Insert a column break at the end of paragraph one.
6. Change the Indent of the paragraph starting with “In 2009, Mandela's birthday…” to a
first line Indent.
7. Change the paragraph starting with “Mandela was married three times…” to a newspaper
style with two columns.

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UNIT 12: MAIL MERGE

INTRODUCTION

Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes and
more using information stored in a list, database or spreadsheet. Mail merge is normally used
when you want to produce a standard letter that will be sent to several recipients. It is the
process of combining information from two sources to make a new document.

OUTCOMES

At the end of this unit you will be able to:

 Mail Merge.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Create a Main Document.
 Create and edit a Recipient List.
 Print a merged document.
 Merge into a new document.
 Use an alternate data source.

12.1. Using Two Files to Create a Mail Merge Document

1. Recipient List
This list contains variable information such as names, addresses, contact details or any
other information. This information is called records.

2. Main Document
In the main document there are standard text and merge fields, which will identify
where the variable information (records) must be placed. This document is usually in
the form of a standard letter. In this document you will find the merge fields. The merge
fields represent data fields from the recipient list. When the documents are merged the
fields will be replaced with the actual data, for example, the names, addresses and
contact details.

12.2. Creating A Mail Merge

There are four basic steps to creating a mail merge:

 Create the main document.

 Create the recipient list.
 Add merge fields to the main document.
 Merge the recipient list with the main document.

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12.3. Creating a Main Document

The Main Document contains standard text and fields that position variable information.

HOW TO CREATE A MAIN DOCUMENT

1. Create a blank new document.

2. On the Mailings tab, in the Start Mail
Merge group, click on the Start Mail
icon and select Step-by-Step Mail
Merge Wizard.

3. The Mail Merge pane will appear and guide you

through the six main steps to complete a merge.
The following example demonstrates how to
create a form letter and merge the letter with
a recipient list.

4. Click on Next Starting document

5. Select Use the current document.

6. Click on Next Select recipients.

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7. Select a new list.

8. Click on Create.

9. The New Address List dialog box will appear.

10. Click on Customize Columns.

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11. The Customize Address List dialogue box will now appear.

12. Delete all the Field Names and Create your own fields.

13. Click on the Add Tab.

14. Type the first field name.

15. Click on OK.

16. Add all the new field names

and click on OK.

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17. Add the new data to your Address List.

18. Click on OK.

19. Save the Data Source.

20. Write your letter.

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21. Now you are ready to write your main document that will be merged with the
recipient list.

HOW TO INSERT FIELDS IN TO YOUR MAIN DOCUMENT

Remember that your Main Document consists of text and fields:

1. On the Mailings Tab, in the Write & Insert Fields group, click on the Insert Merge Field

icon.

2. Select the field that you would like to insert for example student number, Diploma or
Subject Code.

AN EXAMPLE OF A MAIN DOCUMENT

To whom it may concern

The following students wrote the End-User computing department’s exemption test in January
2018 and have passed the test. The Academic Board of the Department of Applied Information
Systems approved the exemption on the 7th February 2018.

Student Number: «Student_Number»

Diploma: «Diploma»
Subject Code: «Subject_code»
Final Mark for Module: «Final_Mark_for_Module»

Please credit the abovementioned student for the subject.

Please feel free to contact me if you have any further questions.

Kind regards

Dr R Brink
Senior Lecturer
Department of Applied Information Systems

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HOW TO FINISH YOUR MAIL MERGE

1. On the Mailings Tab, in the Finish group, click

on the Finish & Merge Icon.

2. The following popup menu will appear.

3. Select from this popup menu if you would like

to merge into an Individual document, Print the merged document or send e-mail
messages.

REMEMBER THE MORE YOU PRACTISE THE LUCKIER YOU WILL

GET. LET’S PRACTISE OUR MAIL MERGING.

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PRACTICAL EXERCISE

1. Create a new blank document, using the Mail Merge Wizard to create a Form
Letter.

2. Create the following recipient list and save it as EXEMPTION DATA into MY
DATA SOURCES:

Student Diploma Subject Percentage

970879968 Public Relations IWP11A1 75%
200610501 Production BEU11A1 65%
970305706 Somatology CPS1111 60%
200789789 Marketing BEU11B1 76%
200780004 Marketing BEU11B1 80%
200678900 Sport Management BEU11A1 66%
200577778 Retail Management BEU11B1 78%
200766678 Banking BEU11A1 59%
200566786 Credit Management BEU11B1 70%
200700099 Management BEU11A1 67%

3. Create the following Main document; remember to match the fields so that the correct
information is displayed.

To Whom It May Concern:

The following student wrote the End-User Computing department’s exemption test in
February 2009 and s passed the test. The Academic Board of the End-User Computing
Department approved the exemption on 9 March 2009.

Student No: «Student»

Diploma: «Diploma»
Subject Code: «Subject»
Final Mark for Module: «Percentage»

Please credit the above-mentioned student for the subject.

Please feel free to contact me if you have any further questions.

4. Merge the files to form a new document, saving the merged document as
EXEMPTION LETTER, then closing the document.

5. Save the main document as EXEMPTION MASTER and close it.

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UNIT 13: TOOLS AND PRINTING

INTRODUCTION

It is very important to preview your document to see if you are happy with the way that it will
be printed.

OUTCOMES

At the end of this unit you will be able to:

 Use spell check and print a document.

ASSESSMENT CRITERIA
You will be deemed competent if you are able to:
 Check the accuracy of a document.
 View and edit a document in Print Preview before you print it.
 Use the spelling and grammar checker to correct errors in your document.

13.1. The Spelling Checker

The spelling check facility is not a substitute for thorough proofreading, but it can assist with
editing your document. Microsoft Word compares each word in a document against its
dictionaries, and then highlights those words that don’t match. When the spelling checker
highlights a possible error, it provides a list of suggested words that you can choose from. The
correct word is not always displayed, so make sure that you choose the correct option, or re-
type the word. The tool does not recognise improper usage of a word (hit vs. him) or incorrect
tense (passed vs. past).

Red line indicates that there is an

error

Options available

You need to execute the following to do a SPELLING CHECK:

 Right click on the word that is underlined in red and the options will come up. You
have to click on the correct option, or ignore it.
 You can select TOOLS, and then select SPELLING AND GRAMMAR. You can
choose the option most suited.

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If there is a red line underneath a word, WORD indicates that there is an error. Names and
surnames are some of the most common “errors” that WORD will point out. You can choose
from the following spelling options:

 Correct the spelling by clicking on the spelling and grammar icon on the
Review tab, in the proofing group.
If you want to add a word to the
TO automatically ignore all dictionary, like a name or
remaining occurrences of the surname or any other word not
word, click IGNORE ALL recognised by WORD, click on
ADD.

 If you want to leave the word unchanged,

and continue the spell check, click on
IGNORE.

 If the corrections that you want are in the

Suggestions list box, but not highlighted,
select that word and click CHANGE.
 If the correction you want to apply is
already highlighted in the Suggestions list
box, just click CHANGE.
 If you have repeated the spelling error
throughout the document, click
the CHANGE ALL icon to
automatically correct all occurrences of the
misspelled word in the document.

 A green line under a word or sentence

indicates that there is a language problem.
Right click on the words underlined and
WORD will help you to get the correct
grammar.

13.2. Using the Word Count Feature

Your lecturer may give you clear specifications for an assignment. Part of the specifications
may be that you are only allowed to use a limited number of words in your assignment. WORD
will assist you to count all the words, so that you can keep within the limits of the specifications.
In Microsoft Word 2013 the words are automatically counted in your status bar.
. If you need to see more statistics about your document you need to do the following:

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1. On the Review tab, in the Proofing group, click on the Word Count icon.

2. The following statistics will then

appear in your document.

3. Click on the Close tab.

If you are at a loss for words and you want to find another way to say what you mean you can
use the feature in MSWord 2016 Thesaurus. Find synonyms in a hurry with the built-in
thesaurus features in Word.

HOW TO USE THESAURUS IN WORD

Click Review, then click Thesaurus, or right-click a word and click Synonyms.

1. Select the word.

2. On the Review tab, in the Proofing group, click on the

Thesaurus icon.
3. Click on one of the synonyms and the word in the document
will be replaced by the selected word.

13.3. Printing a Document

Although there are no printing facilities in our laboratories, it is essential that you know how
to print a document properly. After completing all your hard work, you are rewarded with a
“hard” copy” (the printed copy) of the document that you have been working on. You can
choose to print the entire document, or you can choose to print just certain sections of the
document. A “soft” copy is the document that you will see on the screen.

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HOW TO PRINT A DOCUMENT

1. Click on the File tab, backstage view will appear.

2. Click on Print.

Number of copies Preview of document

Select your printer

Change settings if
you for example
only wants to print
certain pages.
Example:
1-5,10,15, 50-

Zoom glider of your

print preview document

Number of pages in
the document

PRACTICAL EXERCISE

1. Open the document Nelson Mandela from your flash drive.

2. Check the spelling and grammar.
3. Use the thesaurus to replace the word “nonviolence” with another word.
4. Print Preview your document.

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REVISION EXERCISE

Pick n Pay
1. Open up the source document Pick n Pay. Save the document as follows: student
number surname initials, e.g., 2010123456 Brink R. Use the document you have just
saved to answer the questions below.
2. Change the formatting of the heading Pick n Pay as follows:
2.1 Font Style: Arial Black
2.2 Font Size: 26pt
2.3 Center the heading
2.4 Font Color: Blue, Accent 1, Darker 50%
3. Apply the following heading styles in your document:
3.1 Heading 1 to the following headings:
About Pick n Pay
Business Challenge
Strategic Goals
The Solution
The Solution – A World Class Deployment
3.2 Heading 2 to the following headings:
Deployment Time
Business Benefit
4. Insert a page break before the title Pick n Pay at the beginning of your document.
5. On page one insert an Automatic Table 1, Table of Content.
6. Insert a page border with the art apples on the first page only.
7. Insert a page break infront of the heading “The Solution”.
8. Change the formatting of “What was chosen” underneath the heading Solution as
follows:
Bold,
Double underline
Underline color : Green, Accent 6, Darker 25%.
9. Copy the formatting of the heading What was chosen to the heading Why it was
chosen.

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10. Select the information underneath the heading What was chosen and insert a bullet.
Change the bullet to the following ().
11. Format the bullet as follows:
11.1 Size: 16pts
11.2 Font color: purple.
12. Insert the following header into your document:
12.1 Left align: “Pick n Pay Report”.
12.2 Right align: Current Date.
13. Insert the following footer in your document:
13.1 Left aligned: Initials, Surname, and student number
13.2 Right aligned: Page Number
14. Insert the table below at the end of your document:

Categories Data
Employees 52900
Customers 9 million
Stores 1410

15. Format the table you have just inserted as follows:

• Row Height : 1.5cm.
• Column width : 5.5cm.
• Insert a blank row above row 1 in your table.
• Merge the cells in row 1.
• Type the heading: Pick n Pay, in row 1.
• Change the table design view to Grid Table 5 Dark – Accent 6.
16. Correct all spelling and grammatical errors in the document.
17. Change the case of the paragraph starting with “Considering the size of the project,
it……” to uppercase.
18. Change the line spacing of the entire document to 1½.
19. Insert a section break (next page) in front of the heading Business Benefit
20. Convert the paragraphs under the heading: Business Benefits into two (2) columns
with a line in between. Do not include the heading.
21. Replace the word “friends” in the entire document with the word “buddies”. The word
buddies must be in capital letters.
22. Underline the article’s date (11 October 2011 | Sapa).

End-User Computing (Extended) – MS Word Page 104 University of Johannesburg

Learner Material ©Academic Development Centre

23. Replace the word “Customer” in your document with Client.

24. Insert the following footnote: Tourist attraction in South Africa, after the word “Cape
Town” at the end of paragraph two.
25. Insert symbol (®) after the word NetWeaver under the heading What was chosen.
26. Insert a Radial Cycle SmartArt at the end of your document.

Namibia

South
Ghana
Africa

Lesotho Nigeria
PICK n
PAY
Stores

Swaziland Botswana

Zimbabwe Zambia

27. Format the SmartArt Graphic as follows:

Change Colors to Colorful – Accent Colors.
SmartArt styles Polished.
Shape effects Glow –Green, 5pts glow, Accent color 6.
28. Move the sentence starting with "One of the biggest challenges in an implantation…”
to the end of your document.

REMEMBER TO SAVE YOUR DOCUMENT ON YOUR FLASH DRIVE

End-User Computing (Extended) – MS Word Page 105 University of Johannesburg