Subsidiary

ICT for
Uganda

Curriculum Topic 9 out of 15:

Computer Word Processing II
Recommended Coverage Duration: 20 periods (3 1/3 weeks)
Senior Five Term III

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 Background
• In computer word processing we looked at the different word
processing software and how they can be used to prepare
documents. In different professions, institutions or organisations,
some documents need to have specific features (look and fill) with
relevant images, illustrations and tabulated data.
• In word processing II, you will learn how to prepare and mail
documents with different specifications in mind.
Learning Outcomes
The learner should be able to:
• i) prepare documents with tabulated data and objects with varied
document layout
• ii) prepare documents using mail merge features of word processing
software.

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 Presentation Outline
UACE Sub – ICT Topic 9:
Computer Word Processing II
• Sub Topic 9.1: Page Layout
• Sub Topic 9.2: Data Tabulation
• Sub Topic 9.3: Use of other Software Objects
• Sub Topic 9.4: Document Accuracy
• Sub Topic 9.5: Mail Merge, Document
Referencing, and Printing
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 Sub Topic 9.1: Page Layout

Sub topic Objectives:

1. Page setup: Adjusting document page setup for
margins, orientation and columns.
2. Using different document view features.
3. Inserting page numbers, page and section
breaks, themes and effects.

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 9.1.1 Page setup
• Page Setup in Word lets you change
the structure and layout of pages in
a Microsoft Word document.
• The “Page Setup” group on the
“Page Layout” tab of the Ribbon
contains buttons that let you make
changes to the page setup of the
document. In addition to these
buttons, you can also click the
dialog box launcher in the lower
right corner of the “Page Setup”
group to open the Page Setup
dialog box.
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 9.1.1 Page setup
• Here you can change any aspect of
the document setup you choose.
This dialog box consists of three
tabs: “Margins,” “Paper,” and
“Layout.”
• In the “Orientation” section, select
either a portrait or landscape page
orientation for your document or
document section.
• On the “Paper” tab in the “Page
Setup” dialog box, select the size of
the paper onto which you will be
printing this document.
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 9.1.1 Page setup
To split a page or section into two or more columns, click on the columns button under
page layout ribbon and choose the desired option from the drop down, or click on
More Columns to display the columns dialog where you can set advanced options
including column width and spacing, and applying a line between the columns.

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 9.1.2 Document view features
• Microsoft Word has different ways for you to get a good
view of your work, depending on the task at hand. The
views are in three categories: Layout, Viewing modes and
previews.

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 9.1.2 Document view features
(a)Layout views. Layout views are used while still working on the
document. They include:
(i) Print Layout: A view of a document as it will appear when you print
it. Items such as headers, footnotes, columns, drawings, and text boxes
appear in their actual positions. You can save screen space by hiding
white space at the top and bottom of the page.
(ii) Web Layout: A view of a document as it will appear in a Web
browser. For example, the document appears as one long page (without
page breaks) and text and tables wrap to fit in the window.)
(iii) Draft / Normal view: A view that simplifies the layout of the page so
that you can type and edit quickly. NB: In normal view, page boundaries,
headers and footers, backgrounds, drawing objects, and pictures that do
not have the ‘In line with text wrapping style’ do not appear.
(iv)Outline: A view that shows the headings of a document indented to
represent their level in the document's structure.
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 9.1.2 Document view features
(b) Viewing modes. Viewing modes are used • A Document Map is vertical
when you want to read or move around in a pane along the left edge of the
document. They include: document window that displays
an outline of the document's
• (i) Read Mode headings.
• A view that is designed for reading • Thumbnails are small renderings
documents on a computer screen with of each page in your document,
optimum readability, with minimum eye displayed in a separate.
strain . The document is resized to fit the Thumbnails give you a visual
screen and most toolbars are removed, but impression of the content of
each page. You can click a
commands are available for navigating,
thumbnail image to jump
commenting, and looking up words plus a directly to a page. Thumbnails
document map and thumbnails. Text may are available in, normal view,
appear larger than expected, and the page print layout view, outline view,
breaks do not necessarily correspond to and reading layout view. They
breaks between printed pages. are not available in Web layout
view.
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 9.1.2 Document view features
(c)Previews
Previews are used to see how the document will look like in its
published form. Word has two previews:
(i) Web Page Preview
In Web page preview, you can see how your document will look in a Web
browser. If your Web browser is not running, Word starts it automatically.
(ii) Print Preview
In this view, you can see a preview of how each page will appear in on
printed paper. You can see all see page breaks and watermarks. A page
break is the point at which one page ends and another begins. Microsoft
Word inserts an "automatic" (or soft) page break for you, or you can force a
page break at a specific location by inserting a "manual" (or hard) page
break.) A watermark is any graphic or text, such as "Confidential," that
when printed appears either on top of or behind existing document text.

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 9.1.3 Page numbers, page and
section breaks, themes and effects
Page Numbers
• You can add page numbers, which are associated with headers and
footers. Information that is stored in headers and footers or margins
appears dimmed, and it cannot be changed at the same time as the
information in the body of the document.
• To change the header or footer or the information in the page
margins, do the following: Double-click the header or footer, and
then click the Headers & Footers tab under Header & Footer Tools.
• You can choose from various page numbering designs that are
available in the gallery.

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 9.1.3 Page numbers, page and
section breaks, themes and effects
• Insert Page X of Y page numbers
– On the Insert tab, in the Header & Footer group, click Page
Number.
– Click Top of Page, Bottom of Page, or Page Margins, depending on
where you want page numbers to appear in your document.
– Choose a page numbering design from the gallery of designs. The
gallery includes Page X of Y options.
• Change the page-number format, such as 1, i, or a
– Double-click the header or footer of one of your document pages.
– Under Header & Footer Tools, on the Design tab, in the Header &
Footer group, click Page Number, and then click Format Page
Numbers.
– In the Number format box, click a numbering style, and click OK.
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 9.1.3 Page numbers, page and
section breaks, themes and effects
• Page breaks
• Word knows how many lines will fit onto a page and so as you near
the limit; it will insert an automatic (soft) page break. To insert a
manual (hard) page break before the end of a page, Press
Ctrl+Enter or Choose Page break from page layout session.
• Section breaks
• A section is 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.
• For example, you can separate the chapters in your document so
that the page numbering for each chapter begins at 1. You can also
create a different header or footer for a section of your document.

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 9.1.3 Page numbers, page and
section breaks, themes and effects
• Section breaks are used to create • To insert a section break:
layout or formatting changes in a
• On the Page Layout tab, in
portion of a document. You can
change the following formats for the Page Setup group, click
individual sections: Breaks.
• Margins
• Paper size or orientation
• Page borders
• Headers and footers
• In the Section Breaks
• Columns
group, click the section
• Page numbering
break type that fits the
• Line numbering
type of formatting that you
• Footnotes and endnotes, etc.
want to make.
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 Sub Topic 9.2: Data Tabulation

Sub topic Objectives:

Tables
• 9.2.1 Inserting and drawing a table in a document
• 9.2.2 Navigating table cells, entering and
manipulating text
• 9.2.3 Inserting rows and columns
• 9.2.4 Formatting table cells by cell merging, resizing
and splitting
• 9.2.5 Doing basic data calculations in a table
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 9.2.1 Inserting and drawing a table in
a document
Creating a Table
• Several different ways to create a
table - you can:
– Drag out a Table of the required size
using the Table Icon (the easiest way).
– Use the Insert Table Command and ,
enter the Number of columns and
rows required in the dialog box.
– Draw the table using the Draw Table
option
– Use a Quick Table for a pre-defined
layout
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 9.2.2 Navigating table cells, entering
and manipulating text
It's useful to know about the various ways of moving between the cells.
Try out the following:
• Click on a cell to move the Insertion Point into it
• Press <Tab> to move to the next cell to the right
• Press <Tab> at the end of the row to move to the first cell in the next
row
• Press <Shift Tab> (i.e. hold down <Shift> and press <Tab>) to move
backwards
• Press <Alt Home/End> to move to the first/last cell in a row
• Press <Alt Page Up/Down> to move to the top/bottom cell in a
column
• Use the <arrow> keys to move to the next cell in the direction of the
arrow

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 9.2.2 Navigating table cells, entering
and manipulating text
Selecting Parts of a Table
• There are various ways to select a table or parts of a table - try out the following:
• A row: move the cursor to the left of the row (outside the table) and click once
• A column: move the cursor to the top line of the column (it shows as a down
arrow) then click once
• Several columns/rows: drag across/down with the cursor positioned as above
• A cell: move the cursor to the far left of the cell (it becomes a black arrow) then
click once
• Several cells: drag through them (across and/or down) starting at the far left of
the first cell
• A block of cells: select the top left cell in the block then hold down <Shift> and
click in the bottom right cell - you can also do this for a block of rows/columns
• Non-adjacent cells/columns/rows: hold down <Ctrl> as you make your selection
• All the cells: click on the table's Move or Resize handles - these are usually
displayed immediately before and after a table, respectively.
• By holding down <Shift> and using the <arrow> keys, you can extend or contract
a prior selection
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 9.2.3 Inserting rows and columns
You've already seen how extra rows are added at the end of a table
automatically if you press <Tab> in the final cell. What if you want a new
row or extra column in the middle of your table? One way is to use the
Draw Table tools (these work even where cells contain text):
• Move to the LAYOUT tab
• Turn on the pen by clicking on the [Draw Table] button
• Move the drawing pen to a column containing text and draw a
vertical line through it - you'll find the column splits with all the text
moving to the left of the two columns
• Press <Ctrl z> for [Undo] then repeat step 3 but draw a horizontal line
through a row - this time the text splits between the two rows
• Here, press <Ctrl z> for [Undo] again to restore your original table
• Click on [Draw Table] to turn off the drawing pen

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 9.2.3 Inserting rows and columns
• Another method is to use the buttons on the LAYOUT tab - with this,
you can insert a blank row or column:
• Move to the LAYOUT tab then click in any cell next to where you want
to insert the row
• In the Rows & Columns group, choose [Insert Above] or [Insert
Below] as required
• Press <Ctrl z> for [Undo] then repeat step 8 for an extra column
(using [Insert Left] or [Insert Right])
• Tip: If you want to insert several rows/columns then select the
number of rows/columns required before using the relevant Insert
command.
• You can also insert a single cell via the Rows & Columns group arrow:
• Press <Ctrl z> for [Undo] then click on the group arrow (the arrow to
the right of Rows & Columns) to launch the Insert Cells dialog box.
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 9.2.3 Inserting rows and columns
Deleting all or parts of a table works in
exactly the same way:
• Click on any cell in the row/column to be deleted
• Next click on the [Delete] button on the LAYOUT
tab and choose Delete Columns or Delete Rows
• Press <Ctrl z> for [Undo] then repeat step 2 and
choose Delete Cells...
• The Delete Cells dialog box appears:
• This also appears if you right click on any cell and
select Delete Cells... from the pop-up menu. You
can also right click to the left of a row or at the top
of a column for Delete Rows and Delete Columns.
• Pick the option required then press <Enter> for
[OK]
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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Cells can be split horizontally or vertically - either
by drawing borders using the Draw Table pen or as
follows:
Click on the cell to be split then on the [Split Cells...] button
on the LAYOUT tab:
• You can split more than one cell at a time by first selecting
them:
• Drag through the two new cells to select them.
• Repeat step 1 - note that the Merge cells before split
option is set on.
• Set the Number of columns to 3 then press <Enter> for
[OK].
• To merge cells, select two or more cells, right click on
them and select Merge cells or click on the Merge cells
button.

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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Exercise
As an exercise, see if you can create the following
layout, starting from a table with just 3 columns and 3
rows:

Try moving through the table (pressing <Tab>) and

note how the cell order is defined.
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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Adjusting the Width of Columns and Height of Rows
• You can at any time adjust the width of the columns
to your own requirements. This is done by dragging
the column border sideways. The settings for each
column are shown on the Ruler.

• First, turn on the Ruler - go to the VIEW tab and turn on [Ruler] in the Show/Hide
group
• Working with your first table, move the mouse cursor onto the border of the
column you want to alter (the cursor becomes a double-headed arrow)
• Hold down the mouse button and drag the border sideways - note what happens
on the Ruler. You can also adjust the width using the ruler itself.
• Release the mouse button when the border is in the required position
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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Changing the Borders
• The easiest way to format the borders of a table, cell or group of cells
within the table is to use the [Borders] button on the TABLE TOOLS
DESIGN tab. If you want a different type of border (e.g. dotted,
double or coloured) then you have to set up the required
characteristics using the buttons in the Borders group. When
changing borders (or drawing them) the basic steps are:
– Select the required line type using the [Line Style] button
– Select the required line weight using the [Line Weight] button
– Select the required line colour using the [Pen Color] button
– Select the cells to which the border is to be applied
– Set/unset the border by choosing the required border via the
down arrow under the [Borders] button
– Use the drawing pen to change the existing outside borders for
your table cells.
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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Changing the Borders
You may well find this method tedious, as each border element is
distinct. You can perform the same action on the whole table by
displaying the Borders and Shading dialog box.

To do this: 9. Click on the

Borders group arrow.
10. Choose the required
Style:, Color: and Width:
then choose the Grid
setting and press
<Enter> for [OK]
Note that Apply to: is set
to Table – so the outer
border is applied to the
whole table.

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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Colouring/Shading Cells
If you want to add shading or colour to cells in a table you can
do so by using the [Shading] button. To obtain a grey fill,
select one of the grey shades provided on the left of the
selection (the ToolTip will tell you the percentage - 5% or 15%
is adequate if printing out on a laser printer).
Try shading the top row of your table:
1. Select the top row by clicking at the left (outside the table border)
2. Click on the list arrow attached to the [Shading] button
3. Choose the second shading in the white theme White, Background1,
Darker15%
4. Click on a cell elsewhere in the table to release the selection and see
the effect
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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Hiding the Borders and Gridlines
• Sometimes you want to create a table without any borders. If you
want some text alongside a figure, it’s easiest to have a 2-cell table
with the text in one cell and the figure in the other. You might also
have no borders when creating something like a CV (Curriculum
Vitae), where your text should be lined up on the page on a clear
background. You could do this by using the <Tab> key but it's much
easier to use a table.
• Tip: Show/hide gridline is a setting for Word itself and will apply to all
tables in all documents. If you want to insure the gridlines are hidden
for a specific table, select the table, turn on All Borders and colour
them white.

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 9.2.4 Formatting table cells by cell
merging, resizing and splitting
Text Positioning and Direction
• When you enter text into a cell in a table, the default
positioning is for it to start at the top left with the direction
horizontal. You can, however, change both of these settings:
• Click on the row heading Address: in your CV table then move
to the LAYOUT tab
• Investigate the nine buttons on the left of the Alignment
group, ending with [Align Top Left]
• Now click on the [Text Direction] button to see what happens
• Click on the same button twice more to reset the direction to
normal

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 9.2.5 Doing basic data calculations
in a table
• You can perform simple calculations in a
table. Here, you are going to sum up the
costs in your table of expenses. This even
works if you have several values in a single
cell (on separate lines):
• Press <Tab> to create a new row in your
table
• Press <Tab> again to move to the second
column and type: Total:
• Press <Tab> to move to the last column
then move to the TABLE TOOLS LAYOUT
tab and click on the [Formula] button - the
following window appears:
• Press <Enter> for [OK] - the total cost
appears
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 9.2.5 Doing basic data calculations
in a table
• Word does not claim to be a spreadsheet, so the total cost will not be
updated automatically if one of the values changes.
• To recalculate it, right click on the total figure and choose Update
Field from the pop-up menu - the revised figure appears. Note: The
figure isn't even revised when the file is saved and reopened.
• You can also create formulae like =SUM(LEFT) or =SUM(BELOW),
AVERAGE(ABOVE)) etc by amending the formula accordingly. You can
also perform other calculations, such as working out an average
value.
• Tip: For a formula which works on certain cells only, use the cell
references. The rows in a table are denoted by numbers, the columns
by letters - in exactly the same way as Excel. Examples of valid
formulae are: =SUM(A2,A3,A4), =SUM(A2:B4), =SUM(2:2) (i.e. all cells
in the second row), =SUM(C:D) (all the cells in both the third and
fourth columns).
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 Sub Topic 9.3: Use of other Software Objects

Sub topic Objectives:

1. Text boxes: inserting and manipulating text
boxes, lines and colour fill.
2. Using the character map.
3. Word processor objects: Using basic lines,
shapes, arrows and flow charts.
4. Grouping and ungrouping objects.

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 9.3.1 Text boxes
• A textbox lets you add Draw Text Box.
text anywhere in your • If you click Draw Text Box,
file. For example, you
click in the document, and
can create pull quotes
then drag to draw the text box
or sidebars that call
the size that you want.
attention to important
• To add text, click inside the
information.
box and type or your paste
• On the Insert tab, in
text.
the Text group, click
Text Box, and then
select one of the pre-
formatted text boxes
from the list or click
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 9.3.2 Using the character map
• Your computer
keyboard has plenty of
keys, but eventually
you’ll need a special
character that isn’t
there. That’s when
you can turn to
Windows’ built-in
Character Map • Examine the Character Map’s symbols
program. until you spot the symbol you need, and
• Click the Start menu, then double-click that symbol.
type charmap in the • Click the Copy button to copy the
Search box, and press character to the Clipboard, and go ahead
Enter. The Character and paste (Ctr+V) it where you want such
Map program appears. as in a word document or email program
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 9.3.3 Using basic lines, shapes,
arrows and flow charts
• You can add shapes, such as
boxes, circles, and arrows, to
your documents, email
messages, slide shows, and
spreadsheets. To add a shape,
click Insert, click Shapes, select
a shape, and then click and drag
to draw the shape.
• After you add one or more
shapes, you can add text, • To create a perfect square
bullets, and numbering to them, or circle (or constrain the
and you can change their fill, dimensions of other
outline, and other effects on the shapes), press and hold
Format tab. Shift while you drag.
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 9.3.3 Using basic lines, shapes,
arrows and flow charts
Creating multi-shape drawings like flow charts
• Word flowcharts are best contained within a Drawing Canvas. You can
insert shapes directly into a Word document, but using a canvas has
several advantages:
– They act as a container for the shapes, making it easier to position
(or re-position) a flowchart in a document.
– Certain features, like arrows that connect to shapes, only work in a
canvas.
– You can add formatting to the canvas itself, giving the flowchart an
attractive backdrop.
• To insert a canvas, click the Insert tab on the Word ribbon
and click the Shapes dropdown button. Below the gallery of
shape types, select the bottom menu item labeled New
Drawing Canvas
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 9.3.4 Grouping and ungrouping objects
• Grouping lets you rotate, flip, move, or resize all shapes or objects at
the same time as though they were a single shape or object.
• To group shapes and other objects, first select all of them, then on
the Drawing Tools Format tab, click Group > Group. To group
pictures, on the Picture Tools Format tab, click Group > Group.

• To group pictures, the Wrap Text option must be set to something

other than In line with Text for all pictures you want to group
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 Sub Topic 9.4: Document Accuracy

Sub topic Objectives:

Extra document edit features
• 9.4.1 Spell checker
• 9.4.2 Inserting comments
• 9.4.3 Track changes
• 9.4.4 Thesaurus, and synonyms

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 9.4.1 Spell checker
• You can check spelling and grammar all
at once by running the spelling and
grammar checker, or you can check
spelling and grammar automatically and
make corrections as you work.
• To run the spelling and grammar
checker
– Click the Review tab on the ribbon. • After you decide how to
– Click Spelling or Spelling & resolve the misspelling
Grammar. (ignoring it, adding it to
– If the program finds spelling the program’s dictionary,
mistakes, a dialog box appears with or changing it), the
the first misspelled word found by program moves to the
the spelling checker. next misspelled word.
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 9.4.2 Inserting comments
• You can insert a comment inside a • Deleting a single
balloon or a box that appears in the comment
document margins. You also can show or
– Right-click the
hide comments from view.
comment, and then
• Select the text or item that you want to
choose Delete
comment on, or click at the end of the Comment.
text.
• Deleting all comments
• On the Review tab, in the Comments
group, choose New Comment. – Click a comment in the
document.
– In the Delete list,
choose Delete All
Comments in
Document.

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 9.4.3 Track changes
• When you want to see who’s been – When you turn on Track
making changes to your document, Changes, Word marks
turn on the Track Changes feature. You up new changes made
can also choose which changes to to the document.
accept or reject, and you can view and
– When you turn off
delete comments.
Track Changes, Word
• Turn Track Changes on or off
– On the Review tab, in the Tracking group,
stops marking up new
choose Track Changes. changes. Any changes
that were already
tracked remain marked
up in the document
until you remove them.

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 9.4.3 Track changes
• When you turn on Track Changes, Word marks up and
shows any changes that anyone makes to the document.

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 9.4.3 Track changes
Removing tracked changes • To delete the tracked
• The only way to remove tracked changes permanently,
changes in a document is to accept or reject them.
accept or reject them. • Accept or delete a
• Choosing No Markup in the single tracked change
Display for Review box helps you – Open your document.
see what the final document will – On the Review tab, in
look like—but it only hides tracked the Changes group,
changes temporarily. choose Next or
Previous.
• The changes are not deleted, and
– Choose Accept or
they’ll show up again the next Reject.
time anyone opens the document.
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 9.4.4 Thesaurus, and synonyms
• Using the thesaurus, you can look up synonyms
(different words with the same meaning) and
antonyms (words with the opposite meaning).
• To open the thesaurus,
– Click a word in your document that you want to look up.
– On the Review tab, click Thesaurus.

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 9.4.4 Thesaurus, and synonyms
To use one of the words in the list of results or to search for
more words, do one of the following:
– To replace your selected word with one of the words from the list,
point to it, click the down arrow, then click Insert.
– To copy and paste a word from the list, point to it, click the down
arrow, then click Copy. You can then paste the word anywhere
that you like.
– To look up additional related words, click a word in the list of
results.
• Tip: You can look up a word quickly if you right-click on a
word anywhere in the document, presentation, open
message, or previewed message in the Reading Pane, and
then click Synonyms on the shortcut menu.
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 Sub Topic 5: Mail Merge, Document
Referencing and Printing
Sub topic Objectives:
1. Linking content through
– mail merge
– table of contents and
– hyperlinks.
2. Document and content referencing using
footnotes and end notes.
3. Printing typeset text and documents.

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 9.5.1 Mail merge
• With Mail merge, a single document •For example, a secretary at the
(often a letter) is merged with a data bank/hospital doesn’t type out
set (often a mailing list with names letters to patients personally;
and addresses) to produce several instead, they use a mail merge
documents, each of which is to combine a standard letter
personalised using information from and patient details to produce
the data set. many letters at the same time.
•The mailing list data may be
held in a database, in a
spreadsheet, in a table in a
document or even a simple text
file. This is then combined with
a Word document which
contains fields.

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 9.5.1 Mail merge
• As an introduction to mail merge, create a simple dataset
as follows:
1. Start-up Microsoft Word as usual (or press <Ctrl n> for a new
document if it’s already running)
2. Type in the following field headings, pressing <,> (or <Tab>)
between each entry:
Title, First Name, Family Name, Department
3. Press <Enter> for a new line then type in a row of data (eg your
own details) pressing <,> between each field (ie Mr, John, Smith,
French)
4. Repeat step 3 with the details of one of your friends/colleagues
5. Press <Ctrl s> for [Save] and call your file data and close it.

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 9.5.1 Mail merge
Creating the Main Document
• You next need to create the merge document – such as, a memo to be sent out to
all those in your data file. You can, of course use an existing document and then
add the codes later. Let's do that here:
• Press <Ctrl n> to create a new blank document
• Type Memo to: then press <Tab> followed by <Enter>
• Type Department: then press <Tab> followed by <Enter>
• Press <Ctrl r> (for [Align Right]) then move to the Insert tab and click [Date &
Time] in the Text group – turn on the Update automatically
• Press <Enter> for a new line, press <Ctrl l> (for [Align Left]) then press <Enter>
again
• Now type in the following memo (or something similar):
The next meeting of the Committee is on Friday at 2:00pm.
• Press <Enter> then sign off with your name
• Your document is now ready for data field codes to be added and for the merge to
be carried out.
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 9.5.1 Mail merge
Merging the documents
There are two ways to carry out the mail merge - you can take command
of the process yourself using the buttons on the Mailings tab on the
Ribbon or you can seek the help of a Wizard. Try using the buttons first
(working across the Ribbon from left to right).
1. Move to the MAILINGS tab then click on the [Start Mail Merge] button and
choose which type of mail merge you want – here, choose Letters
2. Click on the [Select Recipients] button and choose Use Existing List …
3. Click on the Documents button on the left side of the Select Data Source window
4. Select the file data.docx then press <Enter> for [Open]
5. Nothing appears to have happened but your data file is now associated with the
current document.

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 9.5.1 Mail merge
Merging the documents 12. Repeat step 6 again for the First Name then
6. Move the typing position after press <Esc> and type a comma,
Memo to: 13. Your document is now ready for the merge -
7. Click on the words of the [Insert click on the [Preview Results] button
Merge Field] button in the Write &
Insert Fields group and select Title
14. Your data fields are now replaced by real data
8. Repeat step 6, choosing First 15. Use the [Next Record] and [Previous Record]
Name then Family Name buttons to view the other memos
9. Press <Esc> to [Close] the Insert 16. Click on [Finish & Merge] then choose Edit
Merge Field window then type in Individual Documents… - the following
spaces between the fields window appears:
10.Press <down arrow> to move
down to Department: then repeat
step 6, this time choosing
Department
11.Move the typing position down to
the start of the first (blank) line of
the memo (before The...)

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 9.5.1 Mail merge
17. Accept the All option - Modifying the List of Recipients
press <Enter> for [OK] • If you don't want all the records in your data
18. A new document called file used in the merge (or, indeed, if you want
Letters1 appears, with to add further people), you can select the
records you do want via the [Edit Recipients
each memo on its own List] button: 1. Click on [Edit Recipients List] -
page (a Section Break the third button in the Start Mail Merge group
(New Page) separates
them). You can edit the
individual memos if you
need to - try adding a
postscript to one.
19. Press <Ctrl F4> to [Close]
the merged document,
saving it as invites
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 9.5.2 Table of contents and
hyperlinks
To create a table Apply heading styles
of contents • Select the text you want to include in the table of
that’s easy to contents, and then on the Home tab, click a
keep up-to-date, heading style, such as Heading 1.
apply heading
styles to the text
you want to
include in the
table of
contents. After • Do this for all of the text you want to show up in
that, Word will the table of contents.
build it – For example: If you are writing a book with chapters you
automatically, could apply the Heading 1 style to each of your chapter
from those titles. You might apply the Heading 2 style to each of
your sub titles within those chapters.
headings.
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 9.5.2 Table of contents and
hyperlinks
Adding the table of contents
• Word uses the headings in your document to build an
automatic table of contents that can be updated when you
change the heading text.
• Click where you want to insert the table of contents – usually
near the beginning of a document.
• Click References > Table of Contents, and then choose an
Automatic Table of Contents style from the list.
• Note: If you use a Manual Table of Contents style, Word
won't use your headings to create a table of contents and
won't be able to update it automatically. Instead, Word will
use placeholder text to create a dummy table of contents,
and you'll need to manually type each entry into it.
• In word, hyperlinks are also created that link the headings in
the table of contents to the headings in your document. To
follow the link, just hold the Ctrl key and click on the heading
in the table of contents.
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 9.5.2 Table of contents and
hyperlinks
Hyperlinks
Microsoft Office Word auto creates a hyperlink for you when you press ENTER or the
SPACEBAR after you type the address of an existing Web page, such as
www.mukalele.net, but you can create a customized hyperlink to a document, file, or
Web page:
• Select the text or picture that you want to display as the hyperlink.
• On the Insert tab, in the Links group, click Hyperlink or press Ctrl+K
• You can also right-click the text or picture and then click Hyperlink on the shortcut
menu.
• Do one of the following:
– To link to an existing file or Web page, click Existing File or Web Page under Link to, and then type
the address that you want to link to in the Address box. If you don't know the address for a file, click
the arrow in the Look in list, and then navigate to the file that you want.
– Under Link to, click E-mail Address. Either type the e-mail address that you want in the E-mail
address box, or select an e-mail address in the Recently used e-mail addresses list. In the Subject
box, type the subject of the e-mail message.
• To remove the hyperlink, right click on it an select Remove hyperlink.

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 9.5.3 Referencing using footnotes
and end notes
Footnotes and endnotes are used • Click References > Insert Footnote.
to explain, comment on, or provide
references to something mentioned
in a document. Usually, footnotes
appear at the bottom of the page
and endnotes come at the end of
the document or section. • Then type the footnote text.
• Tip: You also can press Ctrl+Alt+F to
• Add a footnote insert a footnote. To return to your
• Word inserts a reference mark in place in the document, double-click
the text and adds the footnote at the footnote mark.
the bottom of the page. • NB Same procedure applies for adding
an endnote, but Word inserts a
• Click where you want to add the reference mark in the text and adds
footnote. the endnote at the end of the
document.
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 9.5.3 Referencing using footnotes
and end notes
Delete a footnote or an endnote
• You don't delete the footnote itself at the bottom of your
page or an endnote at the end of your document. It is the
reference number or mark* in the body of the which text
you delete. And if you delete a reference number for a
footnote or endnote, Word renumbers the existing notes.
• Alternatively:
– Open your document.
– On the References tab, in the Footnotes group, choose Next
Footnote (default setting) or choose the drop-down arrow and
choose Next Endnote.
– Select the footnote or endnote and then press Delete.

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 9.6 Word processing practice
exercises
Experience is the best teacher! You need to do lots of
practice exercises to discover and gain more skills in
word processing.

• Some practical exercises are included in the Subsidiary ICT

for Uganda book at the end of each practical chapter, but
for more on the support files approach, practical questions,
lab activities, and over twenty sets of standard full past
papers and their support files, get a copy of the book
entitled “FOR COMPUTER PRACTICAL APPLICATIONS LAB
ACTIVITIES for Uganda” - Second Edition 2018 by Mukalele
Rogers.
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 Subsidiary ICT
for Uganda
End of Topic 9:
Computer Word Processing II
Next Topic 10: Electronic Presentation

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