Mastering ECDL / ICDL

ECDL/ICDL Exercises
Module Three
Word Processing

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CONTENTS

3.1 GETTING STARTED................................................................................................................ 1

3.1.1 - FIRST STEPS WITH WORD PROCESSING..............................................................................2
3.1.1.1 Open a word processing application............................................................................2
To start Word using the Windows Start menu......................................................................2
3.1.1.2 Open an existing document - make some modifications and save..............................2
Tools to help you with opening files.....................................................................................3
Entering text into a Word document.....................................................................................3
To insert text in a document................................................................................................. 4
To overtype text in a document............................................................................................ 4
To use “Click and Type”....................................................................................................... 5
Saving to disk using "Save As"............................................................................................5
To save, using the original file name....................................................................................5
3.1.1.3 Open several documents............................................................................................. 5
To select a continuous block of files.....................................................................................5
To select multiple files that are not in a continuous block.....................................................6
To switch from one open document to another open document...........................................6
3.1.1.4 Create a new document and save...............................................................................6
To create a new document................................................................................................... 6
3.1.1.5 Save an existing document onto the hard disk or onto a diskette................................7
To save a document to a diskette........................................................................................ 7
To create a new folder.......................................................................................................... 8
3.1.1.6 Close the document..................................................................................................... 8
To close a Word document.................................................................................................. 8
3.1.1.7 Use application Help functions.....................................................................................8
Today's Tip........................................................................................................................... 8
To hide the Office Assistant................................................................................................. 9
Displaying the Office Assistant Help.....................................................................................9
Using the Office Assistant.................................................................................................. 10
"What is this" Help.............................................................................................................. 11
3.1.2 - ADJUST BASIC SETTINGS.................................................................................................. 11
3.1.2.1 Change page display modes......................................................................................11
To view a document using different modes........................................................................11
3.1.2.2 Use the page view magnification tool/zoom tool........................................................12
To zoom a document using the Zoom icon........................................................................12
3.1.2.3 Modify the toolbar display..........................................................................................12
To display or hide a toolbar................................................................................................ 12
Quick way of displaying / hiding toolbars............................................................................12
3.1.3 - DOCUMENT EXCHANGE..................................................................................................... 13
What is document exchange?............................................................................................ 13
3.1.3.1 Save an existing document under another file format: txt file, Rich Text Format (rtf),
document template, software type or version number etc......................................................13
To save a file in a format other than Word format, such as RTF........................................13
Saving your file in a different Word version format.............................................................13
Saving a document as a Text file.......................................................................................14
Saving a document as a Template file...............................................................................14
3.1.3.2 Save a document in a format appropriate for posting to a Web Site..........................15
To save a file in HTML (Web format)..................................................................................15
3.2 BASIC OPERATIONS............................................................................................................ 17
3.2.1 - INSERT DATA................................................................................................................... 18
3.2.1.1 Insert a character, word, sentence, or small amount of text.......................................18
 To insert a character.......................................................................................................... 18
To insert a word................................................................................................................. 18
To insert a sentence........................................................................................................... 18
To insert a small amount of text (i.e. a paragraph).............................................................18
3.2.1.2 Use undo command................................................................................................... 19
To use Undo to reverse your last actions...........................................................................19
3.2.1.3 Insert a new paragraph.............................................................................................. 19
To insert a new paragraph................................................................................................. 19
3.2.1.4 Insert special characters/symbols..............................................................................20
To insert special symbols................................................................................................... 20
To use AutoCorrect to insert symbols................................................................................20
3.2.1.5 Insert a page break into a document..........................................................................21
To insert or delete a hard (manual) page break.................................................................21
3.2.2 - SELECT DATA.................................................................................................................. 21
3.2.2.1 Select character, word, sentence, paragraph or entire document..............................21
To select a word................................................................................................................. 21
To select a line................................................................................................................... 21
To select a paragraph........................................................................................................ 21
To select all the text within a document..............................................................................21
3.2.3 - COPY, MOVE, DELETE...................................................................................................... 22
3.2.3.1 Use Copy and Paste tools to duplicate text within a document. Use Cut and Paste
tools to move text within a document.....................................................................................22
To move text using “Drag and Drop”, without storing it on the Clipboard...........................22
To copy using “Drag and Drop”, without placing text in the Clipboard................................22
To copy text, graphics, or other items to the Clipboard using the Copy command.............23
To copy multiple items to the Clipboard.............................................................................23
To view the Clipboard toolbar (Microsoft Word 2000 onwards)..........................................24
To cut selected items from a document..............................................................................24
To paste data from the Clipboard.......................................................................................25
To move text using “Drag and Drop”, (without storing it on the Clipboard).........................25
3.2.3.2 Copy and move text between active documents........................................................25
To copy or move text between documents.........................................................................25
3.2.3.3 Delete text.................................................................................................................. 25
To delete a character......................................................................................................... 25
To delete a word................................................................................................................ 26
To delete a line or lines...................................................................................................... 26
To delete a sentence.......................................................................................................... 26
To delete a paragraph........................................................................................................ 26
To delete a block of text..................................................................................................... 26
3.2.4 - SEARCH & REPLACE......................................................................................................... 27
3.2.4.1 Use the search command for a word or phrase within a document...........................27
To find text in a document.................................................................................................. 27
3.2.4.2 Use the replace command for a word or phrase within a document..........................27
To find and replace text in a document..............................................................................27
3.3 FORMATTING........................................................................................................................ 29
3.3.1 - TEXT FORMATTING........................................................................................................... 30
3.3.1.1 Change fonts: sizes and types...................................................................................30
To change the font size or type..........................................................................................30
3.3.1.2 Use italics, emboldening, underlining.........................................................................30
To format selected text as bold or italic..............................................................................30
3.3.1.3 Apply different colors to text.......................................................................................31
Applying colors to selected text.......................................................................................... 31
3.3.1.4 Use alignment and justification options......................................................................31
To align text in a document................................................................................................ 31
 3.3.1.5 Use hyphenation where appropriate..........................................................................32
To set hyphenation............................................................................................................. 32
3.3.1.6 Indent text.................................................................................................................. 33
Using the Indent icons........................................................................................................ 33
3.3.1.7 Change line spacing.................................................................................................. 33
To adjust line spacing in a document.................................................................................33
3.3.1.8 Copy the formatting from a selected piece of text......................................................33
To copy formatting from select text to other text within a document...................................33
3.3.2 - GENERAL FORMATTING..................................................................................................... 34
3.3.2.1 Use and set tabs: left, right, center, decimal..............................................................34
To set or change tabs using the Ruler................................................................................34
3.3.2.2 Add borders to a document........................................................................................35
To add a border using the Border icon...............................................................................35
To add a Page Border........................................................................................................ 35
3.3.2.3 Use lists (bulleted and numbered).............................................................................36
To apply bullets to a list using the Bullets icon...................................................................36
To add numbering to a list using the Numbering icon........................................................36
3.3.3 - TEMPLATES...................................................................................................................... 36
3.3.3.1 Choose an appropriate document template for use in a specified task......................36
To create a document based on a particular template.......................................................36
Using the New icon located on the Standard toolbar..........................................................36
3.3.3.2 Work within a template on a specified task................................................................37
3.4 FINISHING A DOCUMENT..................................................................................................... 39
3.4.1 - STYLES AND PAGINATION.................................................................................................. 40
3.4.1.1 Apply existing styles to a document...........................................................................40
To apply a style.................................................................................................................. 40
3.4.1.2 Insert page numbering in a document........................................................................41
To number pages within a document.................................................................................41
3.4.2 - HEADERS & FOOTERS...................................................................................................... 42
3.4.2.1 Add Headers and Footers to a document..................................................................42
To create a header or footer............................................................................................... 42
3.4.2.2 Insert date, author, page numbers etc. in Headers and Footers................................43
To insert page numbering into a header or footer..............................................................43
To Insert numbering using the X of Y format......................................................................43
To insert the date into a header or footer...........................................................................44
To insert the author's name into a header or footer............................................................44
To insert the author's name, date and page numbering into a header or footer (in a single
operation)........................................................................................................................... 45
3.4.2.3 Apply basic text format options in Headers and Footers............................................45
To format header and footer text........................................................................................45
To align items to the left and right within a header or footer...............................................45
3.4.3 - SPELLING & GRAMMAR..................................................................................................... 46
3.4.3.1 Use a spell-check program and make changes where necessary.............................46
To check spelling in a document........................................................................................ 46
To immediately correct a word you have incorrectly spelt..................................................46
3.4.4 - DOCUMENT SETUP.......................................................................................................... 46
3.4.4.1 Modify document setup: page orientation, page size etc...........................................46
To select a page size for the paper you are printing to.......................................................46
To set the page orientation................................................................................................. 47
3.4.4.2 Modify document margins.......................................................................................... 47
To set margins using the Page Setup command................................................................47
3.5 PRINTING............................................................................................................................... 49
3.5.1 - PREPARE TO PRINT.......................................................................................................... 50
 3.5.1.1 Preview a document.................................................................................................. 50
To preview a document...................................................................................................... 50
3.5.1.2 Use basic print options............................................................................................... 50
To print a document within Word........................................................................................ 50
Printing to disk (as a print file)............................................................................................ 50
3.5.1.3 Print a document from an installed printer.................................................................51
To select a printer............................................................................................................... 51
3.6 MORE ADVANCED FEATURES............................................................................................ 53
3.6.1 - TABLES............................................................................................................................ 54
3.6.1.1 Create standard tables............................................................................................... 54
To create a table using the Insert Table icon.....................................................................54
Entering data into a table................................................................................................... 54
3.6.1.2 Change cell attributes: formatting, cell size, color etc................................................54
Formatting your table using Table AutoFormat..................................................................54
Using Table AutoFit............................................................................................................ 55
To color a cell(s)................................................................................................................. 55
To change the text color..................................................................................................... 56
3.6.1.3 Insert and delete columns and rows..........................................................................56
To select a column............................................................................................................. 56
To select a row................................................................................................................... 56
To select the whole table.................................................................................................... 56
To turn off table gridlines.................................................................................................... 56
To insert a column or row into the table.............................................................................56
To delete a column or row in a table..................................................................................56
Table manipulation, using the right-mouse pop-up menu...................................................57
Row or column insertion, using toolbar icons.....................................................................57
3.6.1.4 Add borders to a table................................................................................................ 58
To add a border to a table.................................................................................................. 58
3.6.1.5 Use the automatic table formatting tool......................................................................58
To use Table AutoFormat................................................................................................... 58
3.6.2 - PICTURES & IMAGES......................................................................................................... 59
3.6.2.1 Add an image or graphics file to a document.............................................................59
To insert Clipart.................................................................................................................. 59
3.6.2.2 Add Autoshapes to a document: change line colors, change AutoShape fill colors.. .60
To create a drawing using AutoShapes..............................................................................60
Formatting an AutoShape object........................................................................................60
3.6.2.3 Move images or drawn objects within a document.....................................................61
To move an image within a document................................................................................61
3.6.2.4 Re-size a graphic....................................................................................................... 61
To resize an image within a document...............................................................................61
Drawing toolbar icons and functions...................................................................................62
3.6.3 - IMPORTING OBJECTS........................................................................................................ 63
3.6.3.1 Import a spreadsheet into a document.......................................................................63
To import a spreadsheet using Copy and Paste................................................................63
3.6.3.2 Import an image file, chart or graph into a document.................................................63
3.6.4 - MAIL MERGE.................................................................................................................... 64
3.6.4.1 Create a mailing list or other data file for use in a Mail Merge...................................64
Creating a data source (containing a list of name and addresses).....................................64
Creating a Main Document (the document that contains the letter that you will send to the
customers in your data source document).........................................................................66
3.6.4.2 Merge a mailing list with a letter document or a label document................................67
To perform a mail merge for form letters............................................................................67
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Word Processing EXERCISES

3.1 Getting Started

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2 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.1.1 - First Steps with Word Processing

3.1.1.1 Open a word processing application.

To start Word using the Windows Start menu

 Click on the Start icon to display the Start menu and then move the mouse pointer onto
Programs.

 From the sub-menu click on Microsoft Word. Microsoft Word will now be copied from your
hard disk into RAM (Random Access Memory) and be displayed on your screen.

3.1.1.2 Open an existing document - make some modifications and save.

 To open a file from a diskette (floppy disk), click on the Open icon.

 A dialog box is displayed.

 Click on the down arrow to the right of the Look in section.

 From the list displayed select 3½ Floppy (A:)

 Select the required file, in this case select a file called M3 FILE 01 and then click on the
Open button. The file contents should now be displayed on your screen.

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 ECDL/ICDL [Module Three] 3
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Word Processing EXERCISES

Tools to help you with opening files

You can use the buttons across the top of the Open dialog box to help you in selecting the
required file.

 Use the information in your manual (or pop-up Help-see below) to make a note of the function
of the icons below. To display the Open dialog box, re-click on the Open icon.

The icons are displayed across the top of the dialog box. If you don not know what a
particular icon does, move the mouse pointer to the icon and leave the pointer there for a
short time (without clicking), and a popup will describe the function of the icon, as illustrated
below.

Icon Name and Function

Entering text into a Word document

 Explain the difference between Insert mode and Overtype mode. How would you switch from
one mode to another? Where on the screen is it indicated which mode you are in?

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4 ECDL/ICDL [Module Three]
EXERCISES Word Processing

To insert text in a document

 In Insert mode, text is inserted into the document at the insertion point. This is the default
mode. Text that already exists is moved forward to make way for the new text.

 Position the insertion point where you want to insert the new text. In this case make sure that
the M3 FILE 01 document is still displayed on your screen and click between the words
‘message’ and ‘then’.
 Press the spacebar once to insert a space.
 Then type the following:

on your screen

The text should now read as follows:

Hello

If you see this message on your screen then you managed to open this file OK!

As you can see, in insert mode, when you begin typing, the existing text will move to the right
and wraps to the next line (if necessary).

To overtype text in a document

In Overtype mode, text overwrites the existing text.

 Position the insertion point where you want to type the new text. In this case click between the
words this and message.
 Press the Insert key to switch to overtype mode. The OVR indicator on the status bar will be
highlighted.

 When you begin typing, the existing text will be replaced with your new text. Try typing the
word short and observe what happens!

 Change back to Insert mode before continuing. To verify that you have done this you should
look at the Word Status Bar as the bottom of the page, and if should change from this ..

to this …

I.e. OVR is grayed out!

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 ECDL/ICDL [Module Three] 5
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Word Processing EXERCISES

To use “Click and Type”

Introduced in Microsoft Word 2000 and enables you to double click on any blank area of your
document and immediately begin to enter text at that location.

 Ensure that you are in Print Layout view by clicking on the View drop down menu and
selecting the Print Layout command.
 Double click on any empty area of the page, towards the bottom of your screen. Word will
move the insertion point to that location.
 Type in your name.
 Double click on another part of the page and again type in your name at the insertion point.

Saving to disk using "Save As"

 Click on the File drop down menu and then click on the Save As command.
 We will save the changes to disk using a different file name, in this case we will use the file
name M3 ANS 01.

We now have two versions of the file, i.e. M3 FILE 01 and M3 ANS 01

To save, using the original file name

 Make a few changes to your document, such as adding the name of the organization that you
work for. We will now save the file and overwrite the previous version with a new version.
 Click on the Save icon.
 Click on the File drop down menu and select the Close command to close the file you have
been working on.

Note: If you don’t see close at once, leave the mouse pointer for a second or two and the drop
down will expand to show additional commands.

3.1.1.3 Open several documents.

You can open files one at a time, or if you know how to select multiple files, you can open two or
more files at the same time. This technique can save you time!

To select a continuous block of files

 Click on the Open icon, which will display the Open dialog box.
 Click on the first file of the block you wish to select, (in this case M3 FILE 01).
 Then while depressing the Shift key, click on the last file of the required block (in this case M3
FILE 05).
 When you release the Shift key the entire block will remain selected.
 Click on the Open button to open the selected files.

Before we continue we now need to close the files that we have opened. To do this we can
use a trick. Depress the Shift key and click on the File drop down menu. You will see a
special Close All command. Click on this and all the open documents will close!

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6 ECDL/ICDL [Module Three]
EXERCISES Word Processing

To select multiple files that are not in a continuous block

 Click on the Open icon, which will display the file Open dialog box.
 Click on the first file that you wish to select (in this case M3 FILE 01).
 While keeping the Ctrl key depressed, click on the following files:

M3 FILE 04
M3 FILE 06
M3 FILE 11
M3 FILE 13

 When you release the Ctrl key, the selected files will continue to be highlighted.
 Click on the Open button to open the selected files.

To switch from one open document to another open document

 Simply click on the required document icon, as displayed in the Status Bar at the bottom of
your Windows screen.

Before we continue we now need to close the files that we have opened. To do this click on
the Close Window icon. You will need to repeat this procedure until all the documents have
been closed.

3.1.1.4 Create a new document and save.

To create a new document

 Click on the New icon and a new blank document will be displayed on the screen. This
document will be based on the default template within Word.
 Type your name within the document.
 To save your new document after you have entered your text, click on the Save icon and
supply a name for the document file. In this case use the file name M3 ANS 02.

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Word Processing EXERCISES

3.1.1.5 Save an existing document onto the hard disk or onto a diskette.

To save a document to a diskette

 Word remembers where you last opened files from and saved files to. This information is lost
when you close and re-start Word (in which case is defaults back to the folder called My
Documents, located on your hard disk). Thus because you opened a file from your diskette
drive, Word will wish to now save files to your diskette drive. To reset Word, back to it it’s
default of saving and opening files from the hard disk, we will first have to close down Word
and then restart Word. Use the keyboard shortcut of Alt+F4 to close Word. (If prompted save
any changes that you may have made). Then re-start Word.

 Enter your name in to the document that is displayed by default.

 Click on the Save icon, and by default you should see a dialog screen similar to that illustrated
below. Notice that the file name suggested is your name (this information is taken from the
document you are saving). Also notice that by default Word will want to save the file into a
folder called My Documents, on your hard disk.

 In this case we wish to save the file on a floppy disk (diskette). So first, click on the Down
arrow to the right of the Save In section of the dialog box. This will display a list of places that
you can save to, as illustrated.

 Select 3 ½ Floppy (A:). Use the file name M3 ANS 03 and then click on the Save button.
The file will now be saved to the floppy disk.

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8 ECDL/ICDL [Module Three]
EXERCISES Word Processing

To create a new folder

 Click on the File drop down menu and select the Save As command, in order to display the
Save As dialog box.
 Click on the Create New Folder icon, displayed within the Save As dialog box

 This will display the New Folder dialog box. Enter the name of the new folder, (in this case
use the name ECDL FOLDER) and then click on the OK button. NOTE: The folder will be
created under the current folder.

Re-save your file in the new folder that you have just created (i.e. ECDL FOLDER).

3.1.1.6 Close the document.

To close a Word document

 Try using the following methods for closing documents (you will need to re-open the file after
closing it so that you can experiment using these different methods).

Select Close from the File drop down menu

OR press Ctrl+F4. The document will be closed and the screen will be cleared. If you try to
close a document without saving it, Word displays a dialog box asking if you want to save any
of the changes you made to the document.

OR click on the Close icon displayed at the top-right of the document window. Be sure to click
on the Close Window icon, (as opposed to the Close program icon).

3.1.1.7 Use application Help functions.

Today's Tip
 By default Word will display a "tip of the day" each time you start Word. If you take the time to
read these tips as they are displayed, then you will soon find that you are on the way to
becoming a Word expert! Close and re-start Word and read the tip that is displayed.

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Word Processing EXERCISES

To hide the Office Assistant

 The Office Assistant is displayed by default. To hide it, right click on the Office Assistant
and from the menu displayed, click on the Hide command.

Displaying the Office Assistant Help

 The Office Assistant is displayed by default. If the assistant has been hidden and you wish to
reactivate it, click on the Microsoft Word Help icon.

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10 ECDL/ICDL [Module Three]
EXERCISES Word Processing

Using the Office Assistant

 Make sure that the Office Assistant is displayed. Type a question into the Office assistant,
such as the one illustrated.

 When you press the Enter key you will see the following.

 Clicking on the first bullet point, i.e. “Apply bold formatting to text”, will display the following
Help.

 Click on the Close icon within the Help screen to close the Office Assistant Help.

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"What is this" Help

 Within many dialog boxes you will a question mark symbol in the top-right corner of the dialog
box.

For instance click on the Format drop down menu, select the Font command and this will
display the Font dialog box with this sort of Help enabled. Not all dialog boxes have this
feature however. To use "What is this", click on the question mark and then click on the item
in the dialog box that you do not understand.

 In the case click on the Shadow check box within the Font dialog box, and help is displayed
relating to the Shadow option! Try it!

 Close the dialog box before continuing.

3.1.2 - Adjust Basic Settings

3.1.2.1 Change page display modes.

To view a document using different modes

 Select 3 ½ Floppy (A:).
 Open a document of your diskette called M3 FILE 04.
 Select the View menu, and experiment with viewing the document in Normal or Print Layout
mode. Also examining the page in Full Screen mode (press the Escape key to bring back
your menus after you have done this!).
 Make sure that you are viewing the document in Print Layout mode before continuing.

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EXERCISES Word Processing

3.1.2.2 Use the page view magnification tool/zoom tool.

To zoom a document using the Zoom icon

 Experiment with using the Zoom feature. To do this click on the down arrow next to the Zoom
control on the Standard toolbar and pick a value.

When you have finished experimenting set the Zoom control to Page Width, as illustrated.

3.1.2.3 Modify the toolbar display.

To display or hide a toolbar

 To display a toolbar, select the Toolbars command from the View menu to display the
Toolbars drop down menu. A list of toolbars is displayed which includes: Standard,
Formatting, Borders, Database and Drawing.
 Choose the Toolbar you want to display by clicking on it from the list. In this case display the
Drawing toolbar.
 Experiment with displaying (and hiding other toolbars).
 When you have finished experimenting make sure that only the Standard and Formatting
toolbars are displayed.

Quick way of displaying / hiding toolbars

 TIP: A quick way of displaying/hiding toolbars is to right click on an existing toolbar, this will
display the Toolbars drop down menu, from which you can select or deselect toolbars. Try
experimenting using this right-click method.
 When you have finished experimenting make sure that only the Standard and Formatting
toolbars are displayed.
 Close the file without saving your changes.

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3.1.3 - Document Exchange

What is document exchange?

Document exchange refers to the ability to exchange documents or information between different
computers that are using either different versions of Word, or entirely different makes of word-
processor such as Word Pro or WordPerfect.

3.1.3.1 Save an existing document under another file format: txt file, Rich Text
Format (rtf), document template, software type or version number etc.

To save a file in a format other than Word format, such as RTF

 Open a file called M3 FILE 05, which you will find on your diskette.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file format
that you wish to save the file as, i.e. HTML, RTF etc.
In this case select Rich Text Format.

 Enter a file name (in this case M3 ANS 05) and then click on the Save button to save it in the
required format.
 Close the file.

Saving your file in a different Word version format.

 Open a file called M3 FILE 05, which you will find on your diskette.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file format
that you wish to save the file as, in this case select Word 2.x for Windows.

 Enter a file name (in this case M3 ANS 06) and then click on the Save button to save it in the
required format.
 Close the file.

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EXERCISES Word Processing

Saving a document as a Text file

 Open a file called M3 FILE 05, which you will find on your diskette.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file format
that you wish to save the file as, in this case select Text Only.

 Enter a file name (in this case M3 ANS 07) and then click on the Save button to save it in the
required format.
 Close the file.

Saving a document as a Template file

 Open a file called M3 FILE 05, which you will find on your diskette.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file format
that you wish to save the file as, in this case select Document Template.

 Click on the Save button.

 Close the file.

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3.1.3.2 Save a document in a format appropriate for posting to a Web Site.

To save a file in HTML (Web format)

 Open a file called M3 FILE 05, which you will find on your diskette.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file format
that you wish to save the file as, in this case select Web Page.

 Enter a file name (in this case M3 ANS 08) and then click on the Save button to save it in the
required format.
 Close the file.

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3.2 Basic Operations

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18 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.2.1 - Insert Data

3.2.1.1 Insert a character, word, sentence, or small amount of text.

To insert a character
 Open the file called M3 FILE 06 and if you look at the second paragraph, you will notice that
the letter ‘a’ has been left out of the sentence. Currently the sentence reads as follows:

A simple dialog box may prompt you for YES or NO response when
performing a task such as saving changes when closing a file.

 We need insert the letter ‘a’ just before the word YES. To do this click once just in front of the
word YES and then type the letter ‘a’. Press the spacebar once to add a space after the letter
‘a’. When you have finished the sentence should read as follows:

A simple dialog box may prompt you for a YES or NO response when
performing a task such as saving changes when closing a file.

To insert a word
 Click just in front or the first word in the document (i.e. Windows 2000) and then type in the
word Microsoft. Press the spacebar once to add a space.
 Repeat this procedure with the second occurrence of the word Windows 2000.

To insert a sentence
 Click just after the last word in the first paragraph, i.e. after the word options. Press the
spacebar once to insert a space. Then type the following sentence:

Microsoft Word also uses dialog boxes to allow you to interact with the
application.

To insert a small amount of text (i.e. a paragraph)

 Click at the end of the text that you have just typed into your document. Press the Enter key
twice to insert a blank line and then type in the following text.

Dialog boxes may seem confusing to use at first, but very soon you will get
used to them and find that they allow you to get more out of your program.

 Save your completed document as M3 ANS 09. Close the file.

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3.2.1.2 Use undo command.

To use Undo to reverse your last actions

 Create a new document using the New icon. We will now run through a few actions that we
can later ‘undo’. Type in a short paragraph of text. Double click on a word and then click on
the Bold icon. This will make the selected word bold. Double click on another word and then
click on the Italic icon. This will make the selected word italic. Double click on another word
and then press the Del key. This will delete the selected word.

 Click on the Undo icon on the Standard toolbar.

What happens?

 Try clicking on the Undo icon again. What happens?

 Next try clicking on the Redo icon. What happens?

 Also experiment using the Undo keyboard shortcut (Ctrl+Z).

 Close the document without saving your changes.

3.2.1.3 Insert a new paragraph.

To insert a new paragraph

 When you press the Enter (Return) key, Word automatically creates a new paragraph. It is
important to realize that Microsoft Word treats the area between depressions of the Enter
(Return) key as a paragraph for formatting purposes. Normally you will press the Enter
(Return) key two times so that a blank line is inserted between your paragraphs. Create a
new document and experiment with inserting paragraphs of text between existing paragraphs.

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EXERCISES Word Processing

3.2.1.4 Insert special characters/symbols.

To insert special symbols

 Create a new document using the New icon.
 Click on the Insert drop down menu and select the Symbol command. This displays the
Symbol dialog box. You can select a symbol and then click on the Insert button to insert the
symbol into the document.

NOTE: Clicking on the drop down arrow in the Font section of the dialog box allows you to
view select other fonts containing symbols, such as the Windings font!

 Experiment with inserting special characters and symbols! For instance insert the copyright
symbol ©.

 Close the Symbol dialog box.

To use AutoCorrect to insert symbols

 AutoCorrect allows you to enter information such as (c) that will automatically be changed to
the copyright symbol. Experiment using the following.

Entering this: Will automatically change to this:

(c) ©
(r) ®
(tm) ™

 Close the document and save it as M3 ANS 10.

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3.2.1.5 Insert a page break into a document.

To insert or delete a hard (manual) page break

 Open the document called M3 FILE 11. This document contains two paragraphs which are
currently are displayed on a single page. We want to insert a page break between the two
paragraphs, so that the first paragraph will be printed on page one, while the second
paragraph will be printed on page two.
 Click within the space between the two paragraphs
 Press Ctrl+Enter.
 If you scroll up and down the document you will notice that you do indeed have a document
consisting of two pages. The Page number is indicated in the status bar at the bottom of your
screen, as illustrated.

 Save your document as M3 ANS 11. Close the document.

3.2.2 - Select Data

3.2.2.1 Select character, word, sentence, paragraph or entire document.

To select a word
 Open the file called M3 FILE 12.
 Double click a word. This should select the word. Try double clicking on other words.

To select a line
 Move the mouse pointer to the left of the line you wish to select, until the mouse pointer
changes from an I bar to an arrow pointing upwards and to the right. You are now in the
“Selection Bar”, a hidden screen element.
 Click once with the mouse button to select the line. Experiment!

To select a paragraph
 Move the mouse pointer within the paragraph that you wish to select and click three times.
Experiment!

To select all the text within a document

 Press Ctrl+A
 Click anywhere within the document and you should find that you de-select the selected text.

 Close your document without saving any changes that you may have made.

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22 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.2.3 - Copy, Move, Delete

3.2.3.1 Use Copy and Paste tools to duplicate text within a document. Use Cut and
Paste tools to move text within a document.

To move text using “Drag and Drop”, without storing it on the Clipboard
 Open a file called M3 FILE 13.
 Select the text you wish to move. In this case move to the end of your document and select
the words The Paste Command, as illustrated below.

 Place the mouse pointer anywhere on the selected text and hold down the left-hand mouse
button. Note that the mouse pointer changes to an arrow with a dotted insertion point
contained in a box.
 Drag the mouse pointer to a new location, in this case drag to the bottom of the page, and
release the mouse button.

 Click on the Undo icon to reverse this operation.

To copy using “Drag and Drop”, without placing text in the Clipboard
 Select the text you wish to copy, again in this case move to the end of your document and
select the words The Paste Command
 Hold down Ctrl and depress the left-hand mouse button. Note that the mouse pointer changes
to an arrow with a dotted insertion point contained in a box.
 Drag the mouse pointer to the required new location, in this case drag to the bottom of the
page, and release the mouse button.
 Stop depressing the Ctrl key.

 Click on the Undo icon to reverse this operation.

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To copy text, graphics, or other items to the Clipboard using the Copy command
 Select the item you wish to copy to the Clipboard, in this case select a word, line or paragraph
(whatever you like).
 From the Edit menu select the Copy command

OR press Ctrl+C, to copy the item to the Clipboard without removing it from the document

OR you can also use the Copy icon on the Standard toolbar.

Note: With the introduction of Office 2000 more than one item may be stored on the Microsoft
Office Clipboard as the same time, however the facility is only available within Office 2000
compatible programs. Normally if you copy more than one item to the Clipboard, the previous
item will be lost.

 Move to the bottom of the document, and click where you wish to insert the copied data. Then
click on the Edit drop down menu and select the Paste command. The data on the Clipboard
will be pasted to the location of the Insertion Point.

 Click on the undo icon to reverse this operation.

To copy multiple items to the Clipboard

 To copy multiple items, simply select each item and copy it to the clipboard (one at a time in
the normal way).
 As Microsoft Office now supports up to 12 items on the Clipboard, when you have copied 12
items you will see a message similar to that illustrated.

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EXERCISES Word Processing

To view the Clipboard toolbar (Microsoft Word 2000 onwards)

 If the Clipboard toolbar is not displayed, then you can display it by clicking on the View drop
down menu, selecting Toolbars, and then selecting Clipboard.
 Icons on this toolbar include Copy, Paste All and Clear Clipboard.

 Close Word without saving any changes that you may have made.
 Shutdown your computer.

To cut selected items from a document

 Restart your computer and start your Word program.
 Open a file called M3 FILE 13.
 Select the text displayed below.

 From the Edit menu choose the Cut command

OR press Ctrl+X, to cut the item from the document and place it on the Clipboard

OR you can also cut items by clicking on the Cut button on the Standard toolbar.

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To paste data from the Clipboard

 Locate the insertion point at a different location within your current document.
 From the Edit menu, choose the Paste command

OR press Ctrl+V

OR you can also paste items using the Paste button on the toolbar.

 The contents of the Clipboard will appear in the document.

To move text using “Drag and Drop”, (without storing it on the Clipboard)
 Select the text you wish to move. Place the mouse pointer anywhere on the selected text and
hold down the left-hand mouse button. Note that the mouse pointer changes to an arrow with
a dotted insertion point contained in a box.
 Drag the mouse pointer to a new location. To move the text to its new location, release the
mouse button.
 Close Word without saving and changes that you have made.

3.2.3.2 Copy and move text between active documents.

To copy or move text between documents

 Restart Word.
 Open a file called M3 FILE 13.
 To move data from a document select it and Cut it to the Clipboard (Ctrl+X), or to copy text
from one document to another select the text and use the Copy command (Ctrl+C). The
required text in now stored on the Clipboard.
 Create a new document and position the insertion point at the location that you wish to insert
the data and use the Paste command (Ctrl+V) to paste the data from the Clipboard into the
document.

 Close both your files without saving your changes

3.2.3.3 Delete text.

To delete a character
 Open a file called M3 FILE 13.
 Place the insertion point to the left of the first character in the first paragraph. Press the
Delete key. What happens?
 Click on the Undo icon to undo this deletion.
 Next place the insertion point to the right of the last character in the first paragraph. Press the
Backspace key. What happens?
 Click on the Undo icon to undo this deletion.

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26 ECDL/ICDL [Module Three]
EXERCISES Word Processing

To delete a word
 Double click on the first word in the first paragraph, which should select the word. Press the
Delete key. What happens?
 Click on the Undo icon to undo this deletion.

 Place the insertion point to the right of the last word in the first paragraph to be deleted and
press Ctrl+Backspace.
 Click on the Undo icon to undo this deletion.

To delete a line or lines

 Place the mouse pointer in the left-hand margin, next to the first line of text and the mouse
pointer changes to an arrow pointing up and to the right.
 Click using the left-hand mouse button to select the line of text that you wish to delete. Press
the Delete key. What happens?
 Click on the Undo icon to undo this deletion.

 Place the mouse pointer in the left-hand margin, next to the first line of text and the mouse
pointer changes to an arrow pointing up and to the right.
 Click using the left-hand mouse button and drag the mouse pointer down the left-hand margin
to select more than one line
 Press the Delete key. What happens?
 Click on the Undo icon to undo this deletion.

To delete a sentence
 Depress the Ctrl key.
 Place the mouse pointer anywhere within a sentence that you wish to delete.
 Select the sentence by clicking the left-hand mouse button.
 Press the Delete key. What happens?
 Click on the Undo icon to undo this deletion.

To delete a paragraph
 Place the mouse pointer in the left-hand margin, next to the second paragraph within the
document.
 To select the paragraph, double-click on the left-hand mouse button.
 Press the Delete key. What happens?
 Click on the Undo icon to undo this deletion.

To delete a block of text

 Select the block of text you wish to delete by dragging the mouse pointer over the text with the
left button depressed. Once the text is selected press the Delete key. Experiment using this
technique.

 Close your file without saving your changes.

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3.2.4 - Search & Replace

3.2.4.1 Use the search command for a word or phrase within a document.

To find text in a document

 Open a file called M3 FILE 14.
 Place the insertion point at the start of the document (by clicking at the start of the document).
 Select the Find command from the Edit menu (or press Ctrl+F) to display the Find and
Replace dialog box.
 Type the text you wish to find in the Find what text box, In this case enter the text Find.
 Click on the Find Next button to find the next occurrence of the text you are looking for.
 See if you can more occurrences of this word within the document by again clicking on the
Find Next button.
 Close the Find and Replace dialog box.

3.2.4.2 Use the replace command for a word or phrase within a document.

To find and replace text in a document

 Place the insertion point at the start of the document (by clicking at the start of the document).
 Select the Replace command from the Edit menu (or press Ctrl+H) which displays the Find
and Replace dialog box.
 Type the text you wish to find in the Find what text box, in this case use the word Find.
 Type the replacement text in the Replace with text box, in this case use the word Search.
 Click on the Replace All button.
 Close the dialog box and examine the results.

 Close the file and save your file as M3 ANS 14.

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3.3 Formatting

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30 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.3.1 - Text Formatting

3.3.1.1 Change fonts: sizes and types.

To change the font size or type

 Open a file called M3 FILE 15.
 Select the text that you wish to apply a different font to. In this case select the title, as
illustrated below.

 A quick way to change the font type or size is to use the icons on the Formatting toolbar. Use
the Font controls (illustrated below) to change the font type used by the first paragraph.
Experiment using a number of different fonts.

 Use the Font Size controls to apply a different font size to the text within the title.

3.3.1.2 Use italics, emboldening, underlining.

To format selected text as bold or italic

 Select the title again and experiment with clicking on the Bold, Italic and Underline icons to
apply these formatting effects to the selected text.

Remember that clicking once on these icons will turn on the text formatting for the selected
text, and that clicking a second time will turn off the effect. Experiment!

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3.3.1.3 Apply different colors to text.

Applying colors to selected text

 Select the title again and click on down arrow next to the Font Color icon, which will display a
drop down dialog box.
 Click on the color you wish to apply. De-select the selected text to see the effect of your
formatting changes!

 Experiment with applying different colors to the individual words in the rest of your document.

3.3.1.4 Use alignment and justification options.

To align text in a document

 To align text, place the insertion point within the first paragraph.
 Experiment with using the alignment icons located on the Formatting toolbar.

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32 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.3.1.5 Use hyphenation where appropriate.

To set hyphenation
 Click on the Tools drop down menu and select the Language command. From the sub-menu
displayed select the Hyphenation command. This will display the Hyphenation dialog box.

 To automatically hyphenate a document as you type, click on the "Automatically hyphenate

document" check box.

From this dialog box, you can also set the "Hyphenation zone". This is the distance from the
right hand side of the page that will result in words being automatically hyphenated. The
smaller that value the straighter the right hand edge of your text, but the more that words will
automatically hyphenate!

 After applying automatic hyphenation, click on the Undo, then the Redo icons a few times so
that that the changes are easy to see.

 Re-open the Hyphenation dialog box and then click on the question mark icon at the top-right
of the Hyphenation dialog box to learn more information.

 Close the Hyphenation dialog box.

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3.3.1.6 Indent text.

Using the Indent icons

 To quickly indent or un-indent a paragraph, you can use the Increase Indent or Decrease
Indent icons on the toolbar. Click on the second paragraph of text and experiment with using
these icons. Click on the Increase Indent icon a few times, and then observe the effect of
clicking on the Decrease Indent icon a few times.

3.3.1.7 Change line spacing.

To adjust line spacing in a document

 Place the insertion point within the second paragraph.
 From the Format menu, click on the Paragraph command to display the Paragraph dialog
box.

 Experiment with using different Line spacing settings. Click on OK to close the dialog box
and view the effect of your changes on the text within the second paragraph.

3.3.1.8 Copy the formatting from a selected piece of text.

To copy formatting from select text to other text within a document

 First we need to apply some font formatting information to some text. Double click on a word
within the second paragraph of text (to select the word).
 Click on the down arrow to the right of the Font Color icon, and select a color to apply to the
selected word.
 Make sure that the word that you have formatted is still selected and the click on the Format
Painter icon on the Standard toolbar.

The formatting information is picked up from the selected object and the mouse pointer
changes to an arrow with a paintbrush attached.

 Select another portion of text within the document to which you want to apply the formatting
information. The formatting information should be applied to this second area of text.
 Save your file as M3 ANS 15 and close the document.

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EXERCISES Word Processing

3.3.2 - General Formatting

3.3.2.1 Use and set tabs: left, right, center, decimal.

To set or change tabs using the Ruler

 Create a blank document.
 Make sure that the Ruler is displayed (if necessary click on the View drop down menu and
display the Ruler).

 Displayed at the extreme left hand side of the Ruler is the Tab type symbol. Repeatedly click
on this Tab symbol, until the required Tab type is displayed.
 To apply the selected Tab, simply click on the Ruler at the location that you wish to apply the
Tab stop(s). Experiment using this function! Use the on-line Help to get more information
about tabs.

What is the function of the following Tabs

 Close your document without saving your changes.

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3.3.2.2 Add borders to a document.

To add a border using the Border icon

 Open a document called M3 FILE 16.
 Place the insertion point within the first paragraph (be careful not to select anything).
 Click on the Outside Border icon. What happens?

 Click on this icon again. What happens?

 Double click on a word in the middle of the second paragraph to select it.
 Click on the Outside Border icon. What happens? Click on this icon again. What happens?

To add a Page Border

 Make sure that you are in Print Layout view. To do this click on the View drop down menu
and make sure that the Print Layout view is selected.
 From the Format menu, choose Borders and Shading. The Borders and Shading dialog
box appears with the Borders folder displayed.
 Select the Page Border tab and from the Setting section of the dialog, select the required
effect, i.e. Box, Shadow, 3-D etc. You can also select a border Style, Color and Width.
Experiment!
 Click on the OK button to apply your changes.

 You may also select a range of Art effects using this dialog box. Experiment with using this
option as you can get some very pretty results!

 Save your file as M3 ANS 16 and close the document.

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36 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.3.2.3 Use lists (bulleted and numbered).

To apply bullets to a list using the Bullets icon

 Open a file called M3 FILE 17.
 Select the list of girls names within your document.
 Click on the Bullets icon within the formatting toolbar and observe the effect.

 Click on the Bullets icon again. What happens?

To add numbering to a list using the Numbering icon

 Select the list of boys names within your document.
 Click on the Numbering icon within the formatting toolbar and observe the effect.

 Click on the Numbering icon again. What happens?

 Save your file as M3 ANS 17 and close the document.

3.3.3 - Templates

3.3.3.1 Choose an appropriate document template for use in a specified task.

To create a document based on a particular template

 From the File drop down menu select New to display the New dialog box.
 You will normally see a template called Blank Document displayed within the General tab.
 In this case select the Letters and Faxes tab.
 Select the Contemporary Fax icon (if this option is not available on your system, try using any
other template that is displayed) and click on the OK button. A document will open which you
would be able to customize to your own organization.
 After briefly examining the contents of the document, save the document as M3 ANS 18, and
then close the document.

Using the New icon located on the Standard toolbar

 Using the New tool on the Standard toolbar will always create a new document based on the
Blank Document template. You will not be offered a choice of templates to base your new
document on.
 Try clicking on the New icon and sure enough you will not be offered a range of templates to
choose from. Close the document without saving your changes.

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3.3.3.2 Work within a template on a specified task.

 This is covered in the pervious section. Experiment using other templates available within
Word.

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3.4 Finishing a Document

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40 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.4.1 - Styles and Pagination

3.4.1.1 Apply existing styles to a document.

To apply a style
 Open the file called M3 FILE 19.
 Select the first paragraph of text.
 Click on the down arrow to the right of the Style box. The Style List box will display Word
styles that can be applied to part of a document.

 Select the Heading 1 style. What happens?

 Select the second paragraph of text.

 Click on the down arrow to the right of the Style box. The Style List box will display Word
styles that can be applied to part of a document.
 Select the Heading 2 style. What happens?

 Save your document as M3 ANS 19 and then close the document.

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3.4.1.2 Insert page numbering in a document.

To number pages within a document

 Open a document called M3 File 20.
 Make sure that you are in Print Layout view (so that you will see page numbers displayed on
your screen, once you add them to the document).
 Choose the Page Numbers command from the Insert menu to display the Page Numbers
dialog box.
 Click on the OK button.
 If you have time experiment with using some of the options within the dialog box, such as
Position and Alignment. For more information read the text in file M3 File 20 document.

 Save the document as M3 ANS 20 and then close your document.

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42 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.4.2 - Headers & Footers

3.4.2.1 Add Headers and Footers to a document.

To create a header or footer

 Open a document called M3 FILE 21.
 From the View menu, select the Header and Footer command. If necessary, Word changes
to Print Layout view and the Header and Footer toolbar is displayed, as illustrated. Also
outlines of the Header and Footer text entry boxes appear at the top and bottom of the page.

 Select the Header or Footer from the toolbar. You can change between them by clicking on
the Switch Between Header and Footer button.

 Insert the text for the Header or Footer in the appropriate text entry box. In this case type in
your name.
 Click on the Close button on the Header and Footer toolbar.
 Make sure that you are in Print layout view.

 Move thought the document and visually verify that the header or footer that you applied is
indeed displayed on every page.

 Save the document as M3 ANS 21 and then close your document.

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3.4.2.2 Insert date, author, page numbers etc. in Headers and Footers.

To insert page numbering into a header or footer

 Re-open the document called M3 FILE 21.
 From the View menu, select the Header and Footer command. Word changes to Print
Layout view and the Header and Footer toolbar is displayed.
 Position the insertion point within your header or footer at the location that you wish to insert
the page number, and then click on the Insert Page Number icon.

 Click on the Close button on the Header and Footer toolbar.

 Make sure that you are in Print Layout view.
 Move thought the document and visually verify that the header or footer that you applied is
indeed displayed on every page.
 Save the document as M3 ANS 22 and then close your document.

To Insert numbering using the X of Y format

 Re-open the document called M3 FILE 21.
 Sometimes, when you are producing a long document you may want to use a header in the
form of say Page 1 of 6 (assuming you have a six page document). To do this, from the View
drop down menu, select the Header and Footer command. Word changes to Print Layout
view and the Header and Footer toolbar is displayed.
 Position the insertion point within your header or footer, at the location that you wish to insert
the page numbering (using the X of Y format)
 Click on the Insert AutoText button within the toolbar. Select Page X of Y and the page
numbering will automatically be inserted for you, in the required format.

 Click on the Close button on the Header and Footer toolbar.

 Make sure that you are in Print Layout view.
 Move thought the document and visually verify that the header or footer that you applied is
indeed displayed on every page.

 Save the document as M3 ANS 23 and then close your document.

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44 ECDL/ICDL [Module Three]
EXERCISES Word Processing

To insert the date into a header or footer

 Re-open the document called M3 FILE 21.
 From the View menu, select the Header and Footer command. Word changes to Print
Layout view and the Header and Footer toolbar is displayed.
 Position the insertion point within your header or footer at the location that you wish to insert
the date, and then click on the Date icon.

 Click on the Close button on the Header and Footer toolbar.

 Make sure that you are in Print Layout view.
 Move thought the document and visually verify that the header or footer that you applied is
indeed displayed on every page.

 Save the document as M3 ANS 24 and then close your document.

To insert the author's name into a header or footer

NOTE: The authors name is picked up from the name supplied to the Word during the installation
process when Word was originally installed onto your PC.
 Re-open the document called M3 FILE 21.
 From the View drop down menu, select the Header and Footer command. Word changes to
Print Layout view and the Header and Footer toolbar is displayed.
 Position the insertion point within your header or footer, at the location that you wish to insert
the name. Click on the Insert AutoText button within the toolbar. Select Created by and the
authors name (as stored within Word) will automatically be inserted for you.

 Click on the Close button on the Header and Footer toolbar.

 Make sure that you are in Print Layout view.
 Move thought the document and visually verify that the header or footer that you applied is
indeed displayed on every page.

 Save the document as M3 ANS 25 and then close your document.

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To insert the author's name, date and page numbering into a header or footer (in a single
operation)
 Re-open the document called M3 FILE 21.
 From the View drop down menu, select the Header and Footer command. Word changes to
Print Layout view and the Header and Footer toolbar is displayed.
 Position the insertion point within your header or footer, and then click on the Insert AutoText
button within the toolbar. Select Author, Page #, Date and all three items will automatically
be inserted for you.

 Click on the Close button on the Header and Footer toolbar.

 Make sure that you are in Print Layout view.
 Move thought the document and visually verify that the header or footer that you applied is
indeed displayed on every page.

 Save the document as M3 ANS 26 and then close your document.

3.4.2.3 Apply basic text format options in Headers and Footers.

To format header and footer text

 Re-open the document called M3 FILE 21.
 Insert some information within the header or footer using the techniques that you have
learned.
 Experiment with applying basic font formatting techniques to the text in your header or footer.

To align items to the left and right within a header or footer

 Within your header or footer, by default text is aligned to the left. If, for instance, you wish two
items to appear within your header, the first aligned to the left and the second item aligned to
the right, then you would enter the first item (such a the document title) and if you press the
Tab key two times and enter a second item (such as page numbering), then this will
automatically align to the right.

Experiment for a while!

 Save the document as M3 ANS 27 and then close your document.

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EXERCISES Word Processing

3.4.3 - Spelling & Grammar

3.4.3.1 Use a spell-check program and make changes where necessary.

To check spelling in a document

 Open a document called M3 FILE 30.
 Press F7, (or click on the Spelling icon in the Standard toolbar) to display the Spelling and
Grammar dialog box.
 Read the information displayed and make changes as you see fit.

To immediately correct a word you have incorrectly spelt

TIP: If you enter an incorrectly spelt word and wish to correct immediately, then as soon as the
red underlining is displayed, right click on the word and a pop-up dialog box will be displayed
suggesting alternative, correctly spelt words. Try experimenting with this feature and type in a
few deliberately wrongly spelt word and try correcting them in this manor.

 Save the document as M3 ANS 30 and then close the document.

3.4.4 - Document Setup

3.4.4.1 Modify document setup: page orientation, page size etc.

To select a page size for the paper you are printing to

 Open a document called M3 FILE 31.
 If necessary switch to Print Layout view.
 Select the Page Setup command from the File drop down menu.
 Ensure that the Paper Size tab is displayed and select the paper size you wish to use from the
Paper size drop down list. In the US you would use ‘Letter size’, in the UK you would use
‘A4’
 Click on the OK button to close the dialog box.

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To set the page orientation

 Select the Page Setup command from the File drop down menu.
 Ensure that the Paper Size tab is displayed and select the paper size you wish to use from the
Paper size drop down list.
 To select the paper orientation, click on the Portrait or Landscape buttons in the Orientation
section.

 Click on the OK button to apply your changes.

 Move through your document and make sure that the page orientation has indeed changed!
 Close your document without saving your changes.

3.4.4.2 Modify document margins.

To set margins using the Page Setup command

 Open a document called M3 FILE 31.
 From the File menu choose the Page Setup command, the Page Setup dialog box is
displayed.
 If it is not already displayed, select the Margins tab.

 Experiment with setting either large or small margins, then click on the OK button and observe
the effect.

 Save the file as M3 ANS 31 and then close the document.

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3.5 Printing

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EXERCISES Word Processing

3.5.1 - Prepare to Print

3.5.1.1 Preview a document.

To preview a document
 Open a document called M3 FILE 32.
 Click on the Print Preview icon.
 Click once on the document to view it more closely and click again to zoom back out.
 Use the Page Down and Page Up keys to move through the document.
 When you have finished previewing the document, click on the Close button to close the Print
Preview window.

3.5.1.2 Use basic print options.

To print a document within Word

 From the File menu, select the Print command to display the Print dialog box.

 You can experiment within using different options such as choosing to print only the current
page (as opposed to the whole document). You can also decide how many copies you wish to
print.
 To print the document, click on the OK button.

Printing to disk (as a print file)

 Useful when the printer is not available and you wish to print to disk for copying to a printer at
a later date! Within the Print dialog box, select the Print to file check box and then click on
the OK button.

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3.5.1.3 Print a document from an installed printer.

To select a printer
 From the File menu, choose the Print command to display the Print dialog box.
 Select the printer you wish to use from the list of installed printers. An example is illustrated
below, where you can choose from a range of installed printers.

 Click on the Cancel button to close the Print dialog box.

 Close your document without saving your changes.

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3.6 More Advanced Features

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54 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.6.1 - Tables

3.6.1.1 Create standard tables.

To create a table using the Insert Table icon

 Create a new document and save it as M3 ANS 32.
 The quickest way to create a table is to use the Insert Table icon on the Standard toolbar.

Click on the icon and drag the mouse over the grid to select the number of rows and columns
you require. Use this method to create a table containing three columns and two rows, as
illustrated below.

Entering data into a table

 Click on the first cell within the table and enter some text (anything will do).
 To move from cell to cell use the Tab key. Try this and enter text in each cell within your
table.

3.6.1.2 Change cell attributes: formatting, cell size, color etc.

Formatting your table using Table AutoFormat

 Click within any cell of your table, then click on the Table drop down menu and select Table
AutoFormat. This will display the Table AutoFormat dialog box. Move down the Formats
section until you can see (in the Preview section), a format that you wish to use. Then click
on the OK button to apply that formatting to your table. Experiment for a while using different
formats and observe the results on your table.

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Using Table AutoFit

 You can automatically resize elements of your table to fit the data contained with it. Thus
column widths can be automatically resized to accommodate data. Click within your table and
click on the Table drop down menu.
 Select the Table AutoFit command.

 Select the option required from the sub-menu displayed to apply the changes needed. Try
experimenting using the various options in the sub-menu illustrated above, such as AutoFit to
Contents and observe the effect. Remember that you can also use the Undo icon to undo
these changes!

To color a cell(s)
 Click on a cell (or click and drag to select several cells).
 Click on the Format drop down menu and select the Borders and Shading command, which
will display a dialog box.
 Click on the Shading tab and from the Fill section select a color.

 Click on the OK button to apply the selected color to your cell(s). Experiment with applying
different colors to different cells within your table.

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EXERCISES Word Processing

To change the text color

 Use the same techniques as you would to change any text color within word, i.e. select a
cell(s) and click on the down arrow next to the Font Color icon contained in the Formatting
toolbar.

Then select a color to apply it. Experiment for a while!

3.6.1.3 Insert and delete columns and rows.

To select a column
 Move the mouse pointer to the top of the column and the cursor will change from an I-beam to
a small, thick downwards pointing arrow. Click to select the column. Get some practice at
selecting columns: - It is an ‘acquired art’.

To select a row
 Move the mouse cursor to the left of the row that you wish to select. Double click to select the
row. Get some practice at selecting rows: - It is an ‘acquired art’.

To select the whole table

 Make sure that the Num Lock is switched off. Simultaneously depress the Alt key and the 5
on the numeric keypad. Or click on the Table drop down menu and select the Select Table
command. Try this!

To turn off table gridlines

 From the Table drop down menu, select the Hide Gridlines command to turn the gridlines off.
Try this, but be sure to turn the gridlines back on before continuing!

To insert a column or row into the table

 Select the column or row where you want the new one to appear.
 From the Table menu, select the Insert Columns or Insert Rows command. Try this!

To delete a column or row in a table

 Select the column(s) or row(s) you want to delete and then from the Table menu, choose
Delete Columns or Delete Rows. Try this!

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Table manipulation, using the right-mouse pop-up menu

 Place the insertion point within a table and right click. The following pop-up menu is displayed.

This can be used to quickly manipulate the table, by for instance inserting a row or column.
Experiment using this method to insert and delete both rows and columns (it is much quicker
using this method).

Row or column insertion, using toolbar icons.

 Select a row or column and then click on the icon in the Standard toolbar that is normally used
to insert a table. You will notice that the icon has been renamed to Insert Rows or Insert
Columns, depending on what you selected. Experiment using this method to insert both rows
and columns

or or
table row column

NOTE: If you did not select a row or column and have placed the insertion point within any cell
within the table, clicking on this icon will insert a row directly above the current row!

 When you have finished experimenting close your document without saving your changes.

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58 ECDL/ICDL [Module Three]
EXERCISES Word Processing

3.6.1.4 Add borders to a table.

To add a border to a table

 Create a new document and save it as M3 ANS 33.
 Use any method you wish to create a table containing two rows and two columns.
 Click once within your table.
 Click on the Table drop down menu and then click on the Select command. From the sub-
menu displayed, click on Table. This will select the entire table for you.

 Once the table is selected click on the down arrow next to the Border icon (on the Formatting
toolbar) to select and apply border formats to your table. De-select your table to view the
results.

 Experiment with applying different types of borders to your table.

3.6.1.5 Use the automatic table formatting tool.

To use Table AutoFormat

 Ensure that the insertion point is within your table.
 From the Table drop down menu, select Table AutoFormat, which will display the Table
AutoFormat dialog box. An easy way to select this feature is to right click on the table to
bring up a pop-up menu and select Table AutoFormat.
 Use the Formats list to select the required format type (a preview of the format style is
displayed in the Preview box).
 Specify in the Formats to apply section what element of AutoFormat you wish to apply to the
table.
 Use the Apply special formats to section to enhance your formatting choices.
 Click on the OK button when the desired format style and options have been selected.
Experiment a while!

 When you are finished close your document without saving your changes.

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3.6.2 - Pictures & Images

3.6.2.1 Add an image or graphics file to a document.

To insert Clipart
 Create a new document and save it as M3 ANS 34
 Make sure that the Drawing toolbar is displayed. If it is not, then click on the Drawing icon
displayed within the Standard toolbar.

 Click on the Insert Clip Art icon, located in the Drawing toolbar. You may see a small dialog
box reminding you that there is much more clip art available on the Microsoft Office CD-ROM
installation disk. If you do see this informational dialog, press OK to continue.
 A gallery of clipart will be displayed.
 Select the group that matches your requirements, such as Academic or Animals. In the
screen dump below, the Animal clipart has been selected.

 Use the scroll bars to scroll down through the available clip art. Click once on the Clipart that
you wish to insert, and then click picture of the clipart, which will display a pop-up menu. In the
example show the frog picture has been selected.
 Clicking on the first item in the pop-up menu (Insert clip) will paste the clipart into the
document. You may continue inserting other clipart into your document, and when finished,
you can close the clipart dialog box.

 Save your changes and close the document.

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3.6.2.2 Add Autoshapes to a document: change line colors, change AutoShape fill
colors.

To create a drawing using AutoShapes

 Create a new document and save it as M3 ANS 35
 From the View menu, select Print Layout. This is the only mode in which you can draw
objects in a Word document.
 From the View menu, select Toolbars and choose Drawing or right click on an existing
Toolbar and choose Drawing from the drop down list displayed.
 In the Drawing toolbar click on the AutoShapes button and choose a shape from one of the
menus as illustrated.

 Draw your object on the document by dragging the mouse and holding down the left mouse
button. Experiment by creating different AutoShape objects.

Formatting an AutoShape object

 The easy way to format an AutoShape object it to select it and then double click on it. Thus if
you create an AutoShape and double click on it you will see the Format AutoShape dialog
box, as illustrated. Notice that there are a number of different tabs allowing you to format
items such as size and layout.

 Experiment with using this method to format the Autoshapes that you have created.
 Close and save your document when you have finished experimenting.

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3.6.2.3 Move images or drawn objects within a document.

To move an image within a document

 Create a new document and save it as M3 ANS 36
 Insert a clipart image.
 Select the image by clicking on it once.
 Depress the mouse button and drag the image to a new location within the document.
 Release the mouse button.
 Try experimenting with moving the clipart image to different parts of the document.

3.6.2.4 Re-size a graphic.

To resize an image within a document

 Select the image by clicking on it once.
 Move the mouse point to one corner of the select object, until the mouse pointer changes to a
line at 45 degrees with an arrowhead at each end.
 Depress the mouse button and drag to resize the image within the document.
 Release the mouse button.
 Experiment using this method to re-size pictures. Remember that you can use the Undo icon
if things go wrong!

 Save your changes and close the document

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62 ECDL/ICDL [Module Three]
EXERCISES Word Processing

Drawing toolbar icons and functions

 Name and describe the function of the following icons contained on the Drawing toolbar.

Icon Name and function

Also how would you create a perfectly horizontal or vertical line?

Error! Not a
valid link.

Also how would you create a perfect circle, as opposed to an oval?

Also how would you create a perfect square, as opposed to a rectangle?

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3.6.3 - Importing Objects

3.6.3.1 Import a spreadsheet into a document.

To import a spreadsheet using Copy and Paste

 Open Microsoft Excel (a spreadsheet program).
 Open an Excel file called M3 EXCEL FILE, (contained of your floppy disk).
 Select the data (NOT the chart) within the spreadsheet, by depressing the mouse button and
dragging across the data.
 From the Edit drop down menu (with Excel), select the Copy command, to copy the data into
the Clipboard.
 If necessary start Word (or switch to Word if Word is already running).
 Create a new Word document (by clicking on the New icon with Word) and save the document
as M3 ANS 37.
 Locate the insertion point at the location that you wish the spreadsheet data to be displayed
within Word.
 From the Edit drop down menu (within Word), select the Paste command to paste the data
from the Clipboard into your document. The data that was displayed in your Excel
spreadsheet is now also displayed within your Word document.
 Close your Word document and save the file.
 Close Excel.

3.6.3.2 Import an image file, chart or graph into a document.

 Open Microsoft Excel (a spreadsheet program).

 Open an Excel file called M3 EXCEL FILE, (contained of your floppy disk).
 Select the chart (NOT the data) within the spreadsheet, by clicking once on the chart.
 From the Edit drop down menu (with Excel), select the Copy command, to copy the data into
the Clipboard.
 If necessary start Word (or switch to Word if Word is already running).
 Create a new Word document (by clicking on the New icon with Word) and save the document
as M3 ANS 38.
 Locate the insertion point at the location that you wish the spreadsheet chart to be displayed
within Word.
 From the Edit drop down menu (within Word), select the Paste command to paste the data
from the Clipboard into your document. The chart that was displayed in your Excel
spreadsheet is now also displayed within your Word document.
 Close your Word document and save the file.
 Close Excel.

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3.6.4 - Mail Merge

3.6.4.1 Create a mailing list or other data file for use in a Mail Merge.

Creating a data source (containing a list of name and addresses)

 If necessary start Microsoft Word.
 Change to Landscape page orientation.

NOTE: This is not actually necessary, but you will end up with wider columns and it will make
your life easier when you come to input data into your table. In case you have forgotten how
to change to Landscape, click on the File drop down menu, and select the Page Setup
command. From the dialog box displayed, select the Paper Size tab and select the
Landscape option displayed in this tab.

 Create a table containing 5 rows and 8 columns.

 Enter the following data into the cells across the top of the table:

Title
First-Name
Second-Name
Address-1
Address-2
Address-3
Address-4
PostCode-Zipcode

The data should resemble the illustration below.

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 Enter fictitious data to fill the remaining cells within the table. An example is shown below, but
you can just make up your own data! Notice that you can leave some of the address fields
empty.

 Save the file as M3 DATA SOURCE.

 Close the document.

NOTE: If for some reason you were unable to create the file required in this section, (such as
not having the time) you can use a file already created on your diskette,
called. SAMPLE M3 DATA SOURCE.

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66 ECDL/ICDL [Module Three]
EXERCISES Word Processing

Creating a Main Document (the document that contains the letter that you will send to the
customers in your data source document)
 We have now created the data that we wish to use for mailing purposes. Next we have to
create a “Form Letter”. This will take the format of a letter containing the information that we
wish to send to people listed in the Data Source document.
 Create a new document by clicking on the New icon.
 Press the Enter key three times to put a few empty lines at the top of your document.
 Then type in the word Dear.
 Press the Enter key two times to insert a blank line.
 Then enter the following information.

 Save the file as M3 FORM LETTER.

We are now ready to proceed with the mail merge.

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3.6.4.2 Merge a mailing list with a letter document or a label document.

To perform a mail merge for form letters

 You should have the Form Letter displayed on your screen, if you do not then open the file
called M3 FORM LETTER.
 From the Tools drop down menu, select Mail Merge which will display the Mail Merge
Helper.

 In the Mail Merge Helper select the Create option button.

 Choose the Form Letters option from the list displayed.

 A dialog box is displayed which asks you to select the Active Window or to create a New
Main Document.

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 Select the Active Window button which will return you to the Mail Merge Helper, as
illustrated below (notice that the Get Data button is no longer grayed out).

 Select the Get Data button to display the drop down list illustrated below.

 In this case select Open Data Source, which displays the Open Data Source dialog box.
 Select the file M3 DATA SOURCE located on your floppy disk, and click on the Open button
within the dialog box.

 In this case there are no Mail Merge fields in your form letter document, so you will be asked
to choose the Edit Main Document button to insert merge fields into your main document.

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 Select the Edit Main Document button to display the Mail Merge toolbar above the
document, as illustrated.

 Position the insertion point at the location in the document where you want to insert the fields,
In this case at the top of the document.
 Choose the Insert Merge Field button from the Mail Merge toolbar to display a list of the
data fields in your address document, e.g. Title, FirstName, SecondName etc.

We need to choose the field names from the list and insert them into your form letter using
the Insert Merge Field button.

 In this case first we shall insert the field called Title. Follow this by a space.
 Then insert FirstName, followed by a space.
 Then insert SecondName, followed by a pressing the Enter key to drop down to a new line.
 Then insert Address1, followed by a pressing the Enter key to drop down to a new line.
 Then insert Address2, followed by a pressing the Enter key to drop down to a new line.
 Then insert Address3, followed by a pressing the Enter key to drop down to a new line.
 Then insert Address4, followed by a pressing the Enter key to drop down to a new line.
 Then insert PostCodeZipCode, followed by a pressing the Enter key to drop down to a new
line.

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 Then move the insertion point to the right of the word Dear, and if necessary insert a space.
 Then insert the field called Title. Follow this by a space.
 Then insert SecondName.
 When you have finished the screen should resemble the following.

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 When you have inserted all the necessary field names, select the Merge to new Document
icon from the Mail Merge toolbar.
 A new document is created containing all your fields inserted in each form letter.

An example of the first letter is shown below.

 Save this file as M3 Mail Merge.

 If you have access to a printer print this file.
 Close your document.
 Close Microsoft Word.

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