LAB 5 – Use Microsoft Word for creating and managing documents – II SSUET/QR/114

LAB 5
5.1. OBJECTIVE
Use Microsoft Word for creating and managing documents – II

5.2. THEORY
Building on foundational skills in document creation and formatting, Microsoft Word’s advanced
features offer enhanced capabilities for managing and producing professional documents.
These include tools for integrating references and citations, and enabling collaboration, allowing
multiple users to edit and review documents efficiently. These advanced functionalities are
essential for creating polished and well-structured documents, improving workflow, and
ensuring document quality.

5.2.1. Design Tab

The Design tab allows users to choose an overall theme and design for the document. Most of
the menu items in this ribbon affect the entire document.

Themes
This item can be used to set the fonts for the text as well as different levels of headings.

Paragraph Spacing
This option allows users to set paragraph spacing, such as single or double, for selected text or
for the entire document.

Effects
This allows users to set special effects such as fancy buttons etc.

Page Background
This allows users to set the page color or borders. It can also be used to set background
watermarks. A watermark is a background image that displays behind the text in the Word
document. It is particularly helpful for manufacturers or brands to which the documents relate.

5.2.2. Layout Tab

This tab provides users with greater precision and control over the page settings within a
document. This tab allows for the customization of various page elements such as margins,
orientation, and size, offering flexibility in how the content is displayed. While many of the
features in this ribbon can be applied to the entire document, they are often used to make
specific adjustments to selected sections or items on the page. Advanced formatting options,
such as adjusting indents, spacing, and alignment, allow users to refine the visual presentation

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LAB 5 – Use Microsoft Word for creating and managing documents – II SSUET/QR/114

of their documents with detailed precision. This level of control ensures that the layout remains
professional and tailored to the intended output.

Page Setup
This group of items allows users to set page size, orientation, and page margins. It is also used
to divide the text on a page into multiple columns. It is also used to insert line numbers and page
or section breaks, etc.

Breaks allow users to have more control over the flow of text and formatting of the document in
a multi-page document. Section breaks, in particular, create a barrier between different parts of
a document, allowing users to format each section independently.

Paragraph
The Paragraph group controls the indentation, line spacing, and inter-paragraph spacing.
Indentation i.e., position the lines in a paragraph further from the margins of the document,
helps to visually separate paragraphs from one another. It is also possible to indent every line
except for the first line, which is known as a hanging indent.

Line spacing is the space between each line in a paragraph. Word allows users to customize the
line spacing to be single spaced (one line high), double spaced (two lines high), or any other
desired amount. The default spacing in Word is 1.08 lines, which is slightly larger than single
spaced.

Like line spacing, users can also adjust spacing before and after paragraphs. This is useful for
separating paragraphs, headings, and subheadings.

Arrange
This group controls the arrangement and overlay of figures or other items on the page.

5.2.3. References Tab

This tab is to provide features for writing more formal documents, such as research papers,
theses, or scholarly articles. These types of documents generally have a table of contents,
citations, footnotes, bibliographies, and an index. It is always possible to add these items to a
document manually; however, using the features provided in Word through this ribbon allows
the author to use the automatic creation of the table of contents, a table of authorities, a table
of figures, an index, and so forth.

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LAB 5 – Use Microsoft Word for creating and managing documents – II SSUET/QR/114

Table of Contents
This option allows users to create a table of contents for their document. A table of contents is
particularly useful because it gives users an overview of the document's contents and
organization and allows readers to go directly to a specific section of an online document. Word
allows automatic generation of a table of contents on the styles selected by the author.

Citations & Bibliography

Citations and Bibliography list the sources (books, articles, websites, etc.) used to compile the
material in a document. It is particularly useful for reports, research papers, and other such
documents. A bibliography makes it easy for the reader to see where the author found their
information. This group of options allow the author to input their sources and automatic
generates a bibliography based on popular academic discipline styles.

5.2.4. Mailings Tab

One powerful feature of Microsoft Word is the ability to write a letter or document and send it to
multiple people, with the letter personalized with each person’s name and address. This feature
is called Mail Merge. Mail Merge is a tool to merge a static block of text with dynamic fields that
will contain individual names, addresses, and other dynamic information.

The Mailings tab contains the options related to Mail Merge. Mail Merge has tools to create a
document, select a list of recipients, add the dynamic fields to the document, preview, check
for errors, and finalize the merge. Either envelopes or labels can also be printed from the list of
recipients.

5.2.5. Review Tab

This tab provides users with the set of tools to collaborate effectively when creating documents
using Word. These tools are effective for more formal documents that require editing and
revising.

Proofing/Language
These groups allow users to for more formal documents that require editing and revising.

Comments
This group allows a reviewer to insert comments and the original author to view and review the
comments.

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LAB 5 – Use Microsoft Word for creating and managing documents – II SSUET/QR/114

Tracking
This group has features to turn on and off the tracking of any changes to the document. When
turned on, tracking keeps the old text and shows the new. It is particularly useful to keep track
of the changes made to the document by different authors and to revert them if required.

Changes
This group allows the original author to accept or reject the specific change that was made.

Compare
compares versions of the document to find differences.

Protect
This group restricts editing of the document by particular authors. It can also be used to freeze
the document so that changes cannot be made.

5.2.6. View Tab

This tab provides tools to display the document or multiple documents.

The different group of options in this tab allow the users to,

• View the document with various display options.

• Make multiple copies of the document so that the author can view one part of a
document while working at another location in the document.
• Create and edit macros using different tools.

Word Proofing Features

Word provides several proofing features to help users produce professional, error-free
documents. An example of a proofing feature is the Spelling and Grammar tool. By default, Word
automatically checks documents for spelling and grammar errors, so users may not even need
to run a separate check. These errors are indicated by colored lines below the text. Red lines
indicate a misspelled word while blue lines indicate a grammatical error, which can include
misused words. These errors can be corrected by right-clicking on the underlined word and
selecting the correct word from a list of suggestions.

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LAB 5 – Use Microsoft Word for creating and managing documents – II SSUET/QR/114

The spelling and grammar check is not always correct. Particularly with grammar, there are many
errors Word will not notice. There are also times when the spelling and grammar check will say
something is an error when it is actually not. This often happens with names and other proper
nouns, which may not be in the dictionary. Users may choose to ignore these suggestions by
using several options.

5.2.7. Getting Help

Word comes with a large help database for its many
options and features. The Word Help feature provides
access to Microsoft’s extensive online help materials,
information about how to get started with Word, and
information about the version of Word being used.

To access the help, click in the Tell me what you want to

do text box at the end of the menu tabs. Users can then
type what they want to learn more about.

Word also provides help on specific topics by providing a

“?” icon in the top-right corner of the open dialog box.

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LAB 5 – Use Microsoft Word for creating and managing documents – II SSUET/QR/114

5.3. EXERCISES
This lab should be performed on a single Word document. Print out the document and attach it
as the lab report. No screenshots are allowed!

5.3.1. Task 01
1. Open a new Word document.
2. From the Design Tab, choose a document theme.
3. Modify the paragraph spacing to 𝑑𝑜𝑢𝑏𝑙𝑒.
4. Add a page border and watermark to your document.
5. Write a 100-word introduction about yourself.
6. Add a horizontal line.

5.3.2. Task 02
1. Label the task.
2. Write a brief report on a topic of your choice.
3. From the References tab, insert a Citation using a appropriate style.
4. Add at least three citations and create a Bibliography at the end of the document. Ensure
the citations are used appropriately within your report.
5. Add a horizontal line.

5.3.3. Task 03
1. Add a section break to your document.
2. Change the orientation of new page to 𝑙𝑎𝑛𝑑𝑠𝑐𝑎𝑝𝑒. Only the second page should be changed
to landscape.
3. Use columns to split the content into two columns.
4. Label the task and write a leave application to your teacher.
5. Add a horizontal line.

5.3.4. Task 04
1. Continue from where you left off in Task 03.
2. Label the task and create your CV.
3. Add a horizontal line.

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