Comp Application Lesson8

JOMO KENYATTA UNIVERSITY
OF
AGRICULTURE & TECHNOLOGY
JKUAT SODeL
SCHOOL OF OPEN, DISTANCE AND eLEARNING

P.O. Box 62000, 00200
2013
Nairobi, Kenya
E-mail: elearning@jkuat.ac.ke
HPS 2106 COMPUTER APPLICATIONS
JJ II LAST REVISION ON June 20, 2013

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This presentation is intended to covered within one week.
The notes, examples and exercises should be supple-
mented with a good textbook. Most of the exercises have
solutions/answers appearing elsewhere and accessible by
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clicking the green Exercise tag. To move back to the same

page click the same tag appearing at the end of the solu-
tion/answer.
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Errors and omissions in these notes are entirely the re-

sponsibility of the author who should only be contacted
through the Department of Curricula & Delivery
(SODeL) and suggested corrections may be e-mailed to
elearning@jkuat.ac.ke.
JJ II
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JKUAT: Setting trends in higher Education, Research and Innovation
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LESSON 8
Introduction to Computer Applications
(Word Processing)
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Objectives
On the completion of this lecture student will have sufficient
skills to produce a word document based on MS word 2003 or a
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later version. More specifically, student will be able to:

1. Understand the purpose of word Processing software
2. Create, edit and format a document
3. Use formulas and functions
JJ II 4. Create charts based on a worksheet data
J I 5. Create and use macros.
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8.1. Instructions to the learner:
This lecturer is practical in nature. You are required to get a
computer installed with Microsoft office and use the Microsoft
word application to carry out the lab sessions. These notes
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should be read alongside the PowerPoint presentations provided.

The lecture is divided into four sections each with an accompa-
nying presentation.
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Section 1: Basics of Word Processing These notes are

to accompany the Introduction to Word (Presentaion1) Power-
Point Presentation. Please refer to these notes when viewing the
presentation.
Slides-2-&-3 identify the major objectives of this presentation
JJ II and these notes.
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Slide-4: This slide identifies many of the basic terms of word
processing. Insertion Point this is the flashing vertical line
that marks the place where the text will be entered.
Word Wrap In a word processor, the program will au-
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tomatically wrap text from the end of one line to the be-
ginning of the next line when the text cannot fit within
the defined page size.
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Hard Return A hard return is created by the user to

force the insertion point to the next line of the document.
Hard line returns are not automatically adjusted by the
word processor when the document is edited.
Soft Return A soft return is created by the word pro-
JJ II cessor as it wraps text from one line to the next. If the
J I user edits the document the location of the word wrap
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(soft return) could be automatically adjusted by the word
processor.
Deleting Text Text can be deleted from a document
by using either the backspace or the delete key. The
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backspace key will delete text to the left of the insertion

point while the delete key will delete text to the right of
the insertion point.
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Toggle Switches are used in many programs to alternate

between 2 modes. For example, the Caps Lock key is a
toggle switch that is used to alternate between uppercase
and lowercase text.
Insert Mode Insert mode will move existing text to
JJ II the right as new characters are added into the document.
J I When in the insert mode, soft returns will be adjusted as
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necessary to keep the proper line formatting and margins.
The insert key is a toggle switch to alternate between In-
sert mode and overtype mode.
Overtype Mode Overtype mode will type over existing
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characters as new characters are added to the document.

This is often used when correcting misspelled words and
other errors in your document.
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Slide-5: This slide shows the various components of the Mi-

crosoft Word program screen. Across the top, as will all
Windows programs, you have the title bar, menu bar, and
toolbars. The title bar will display the name of the current
active document in the program as well as the Microsoft
JJ II Word program. On the right hand side of the title bar are
J I the minimize, restore, and close buttons. The menu bar
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identifies the available menu components for the Word pro-
gram in adherence to Windows programming standards.
Microsoft Windows has various toolbars that are available
to be displayed in the Word screen. The different toolbars
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are listed in the View menu under the Toolbar option. Tra-
ditionally you will see what is called the standard and for-
matting toolbars. The standard toolbar contains icons for
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the most common Word program functions. These include

opening a new document, opening an existing document,
saving the current document. E-mailing, printing, or print
previewing a document. You will also find the icons for
cut, copy, paste, and the format painter on the standard
JJ II toolbar. The formatting toolbar contains icons used in for-
J I matting your Word documents. These include options for
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selecting the type, size, and style for the font used in your
document, as well as left, right, center, and full justifica-
tion for your text. Remember that your toolbars can be
customized to fit how you use the program. You can add
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icons to the toolbar for tasks that you require frequently

and you can remove icons from the toolbar if you dont use
them. This is done under the View menu option, Toolbars,
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Customize. One of the most significant changes in the 2003

version of Microsoft Office is the task pane. The task pane
is visible on the right side of the window. This can also
be hidden or viewed through the View menu. Just about
everything that can be done through the menus and tool-
JJ II bars can also be accomplished through the various task
J I pane options. Horizontal and vertical scroll bars are avail-
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able to help you view parts of your document which might
not currently fit in the work area. Please note that moving
around your document using the scrollbars does not move
the insertion point. No matter what part of your docu-
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ment you might be viewing on the screen, the text will

type in wherever the insertion point is located. The status
bar, along the bottom of the screen will show where you
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are in the current document. The status bar also contains

several toggle switches. The two you might be interested
in at this point are TRK which will turn on the Track
Changes feature (we will discuss this later), and the OVT
which toggles between Insert and Overtype mode.
JJ II Slide-6: The File menu is used to open, close, save, and print
J I word documents. It is also used to exit Word. The Save
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command copies the current document to the same file and
disk location. The Save As command copies the current
document to a different file and disk location. The Open
command brings a copy of a previously saved document
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into memory, enabling you to work with that document.

Slide-7: The Save As command allows you to give a document a
new name, a new storage location, and/or a new file type.
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The Save As dialog box can display in details view, which

will show you the names, size, file type, and date saved of
all of the other files located in the selected directory. By
selecting a different file type, other than a Word document,
you have the ability to create simple text files as well as
JJ II HTML documents for posting to the WWW.
J I Slide-8: The Open command displays the Open file dialog box
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which allows you to identify the name, location, and file
type of the document you want to open. When the file
type of All Word Documents is selected, only Word files
will be displayed in the dialog box. If you choose the file
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type of All Files (*.*) will display all of the files in the
selected folder.
Slide-9: The help menu and the office assistant are available for
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any problems you might encounter when using the Word

program. By default, the office assistant is visible; how-
ever, you can hide the office assistant through the Help
menu. As with other Windows programs, the double ar-
row at the bottom of a menu will expand to display the
JJ II full menu.
J I Slide-10: This slide shows Word in the Normal View. There
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are 5 different views, or ways to look at your document,
in the Word program. The normal view displays the doc-
ument without the page margins or the vertical ruler bar.
The other views available are Web Layout, Print Lay-
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out, Reading Layout, and Outline. Web layout will

display the document as it would appear in a web browser
if it were saved as an HTML document (instead of a nor-
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mal Word document) and posted to a web server. Since

HTML is a specialized formatting language, several fea-
tures in Word would not carry over in the document if it
were saved as a web page. Reading layout displays the
document as if it were a book with 2 pages displayed on
JJ II the screen at a time. Outline view will display the text in
J I an as close to on outline as it can determine. Print layout
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is discussed on the next slide.
Slide-11: Print layout will display your document at it will ap-
pear on the printed page. Margins are clearly visible, as
is the vertical ruler bar. You can switch between the dif-
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ferent views using the View menu or the buttons at the

left edge of the horizontal scroll bar at the bottom of the
document area.
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Slide-12: Formatting is used to improve the appearance of the

document once it is written. There are several changes
that you can make to your text to make it look better
or to give specific items emphasis. Formatting is accom-
plished using the select then do method. This means
JJ II that you need to select the specific text that you want
J I to format and then select the type of formatting. Some
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options that exist for formatting include:
Bold
Italics
Underline
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Highlighting add a background color around the text

Changing Font Color changing the font color
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Adding a Border around the text

Changing the line spacing change between single and
double spaced lines (this will effect the entire paragraph
even if only part of the paragraph is selected)
Text justification involves centering the text, aligning the
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left or right, or justifying the text to have straight left and
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right margins. (this will also effect the entire paragraph
even if only part of the paragraph is selected)
Most of these formatting options can be executed through the
Format menu, using specified keyboard shortcut commands (for
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example: Ctrl & I will activate Italics), as well as through the

appropriate buttons on the Formatting toolbar. The buttons on
the toolbar behave as toggle switches to turn the feature on or
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off. More specifics on formatting your document will be given

in a later lecture.
Slide-13: Word has the same language tools available in all
of the Microsoft Office products, including Spell Check,
AutoCorrect, AutoText, and Grammar Check. Word also
JJ II includes a Thesaurus. Spell check functions the same in
J I all of the Office programs. This screen displays the dialog
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box that will appear with the Spell Check feature. Spell
check has a built in English dictionary and will identify
words that are not found in this dictionary by putting a
wavy red line under the word in the document. Many
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proper nouns, names, technical terms will not be part of

this built-in dictionary so Word allows you to customize a
dictionary to include terms that you commonly use. When
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a word is identified as misspelled (or more appropriately

not in the dictionary) you have the option to change the
word, ignore the spell check suggestion, or add the word to
your custom dictionary. The spell check will identify words
not in the dictionary, irregular capitalization and double
JJ II words (identical words typed twice in a row). It will not
J I identify correctly spelled words that are used incorrectly.
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Slide-14: The AutoCorrect feature will automatically correct
commonly misspelled words and common mistakes in cap-
italization. Again, you have the ability to customize the
Autocorrect list to add mistakes that you commonly type
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that may not be a part of the current list.

Slide-15: The AutoText feature is similar to the AutoCorrect
in that it will replace a designated word(s) with something
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else. AutoText allows you to replace the words with more

text, formatting, pictures, clip art, etc. than AutoCorrect
does. AutoText, however, does not make the entry auto-
matically; the user must take action to insert an AutoText
entry.
JJ II Slide-16: The Thesaurus is a language tool that will present a
J I list of synonyms and antonyms for a selected word. The
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Thesaurus can recognize that words have multiple mean-
ings and different forms of the word.
Slide-17: The Grammar Check will check the document for cor-
rect English grammar. It tries to identify mistakes in
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punctuation, writing style, and word usage. It will iden-

tify what it deems to be errors by placing a wavy green
line under the word(s). Grammar check is a very good tool
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to use, however, the English language is much too compli-

cated to define in a computer program. It is impossible for
the Grammar Check to find every error, and it will identify
some things as errors that really are not.
Slide-18: The Save As command, as previously explained,
JJ II will allow you to save a document with a different name, lo-
J I cation, and/or file type. This gives you the ability to make
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a back up copy of your document a back up must be in a
different location for it to be effective. Then if something
should happen to the original copy of your document, you
have another one in a separate location. The Save As
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dialog box, has several additional security features located

in its Tools menu. One of these is the Save Options se-
lections. Under Save Options you can have the program
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automatically save the document periodically as you are

working on it say every 10 minutes to a backup file. This
file is stored in the Word program, not at the current lo-
cation for the document, and is only accessible if there is
an unexpected problem with the program (power failure,
JJ II the program locks up, etc.). Another option here is to Al-
J I ways create a Backup copy When this option is selected,
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every time you save your document the program will really
have 2 copies of the file: the original file that you opened
before you made any changes (this will be renamed as a
backup file) and the new file with all of the changes you
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made (this will be stored with the original file name). In

this case you always have 2 copies of your document, one
before the current edit and the current copy. The problem
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here is that both copies are stored in the same directory

of the same storage device. If there is a problem with the
disk, both copies will be gone. You still need a current
backup on a separate device.
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8.2. Section 2: Editing and Formatting a Word Docu-
ment
This Section should accompany the Introduction to Word Pre-
sentation 2: PowerPoint Presentation. Please refer to these
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notes when viewing the presentation.

and these notes. This Section of the lecture focuses on
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editing and formatting, which are the real benefits of using

a word processor. Word processors make it easy to change
(edit) our documents and allow us to make our documents
look great (formatting) which helps us get our message
across to the user.
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Slide-4: This slide identifies many of the basic terms of edit-
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ing. Cut / Copy / Paste: These are the major tools for
using the clipboard. The Cut command removes the se-
lected text from the current location in the document and
places it on the clipboard. The Copy command leaves the
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selected text where it is in the document and places a copy

of it onto the clipboard. The Paste command will take the
contents of the clipboard and place it into the document at
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the insertion point. In the Word application, you can also

use a Paste Special command which will paste the item
from the clipboard into the document without its associ-
ated formatting or of different file types. Another feature
of the Paste Special command is that you can create a
JJ II link to another document which holds the original copy
J I of the text you are pasting into the current document. If
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you link these files together by executing the Copy and
Paste Special Paste Link command any changes made to
the copied text in the original file will also be made to the
linked file. For example, if you linked to a table in another
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Word document (or even Excel spreadsheet) and the data

in the table changed, your current document would reflect
these changes.
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Windows vs. Office Clipboard: The Cut, Copy, and Paste

commands function through the use of the Windows Clipboard.
The clipboard is a temporary storage area that is available to any
Windows application. Microsoft Office applications also contain
their own clipboard. The Office Clipboard is different than the
JJ II Windows Clipboard in that it holds more information. The Win-
J I dows Clipboard is only capable of holding the last piece of data
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that was either copied or pasted to it. The Office Clipboard
is available through the Edit menu. However, the Office Clip-
board is capable of holding 24 pieced of data. Any or all of these
items are available to be pasted into your document. The Office
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Clipboard is cleared of all data when you close the applications

and the Windows Clipboard is cleared when you shut down the
machine.
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Undo and Redo: These are tools available to ensure that

you can delete any changes made to your document. When
you make changes to your document, you can delete them by
executing the Undo command, either through the Edit menu or
on the Standard Toolbar. Once you Undo a command, you have
JJ II the option of returning it to your document by executing the
J I Redo command you cannot redo a command unless it has been
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Undone. The Undo/Redo commands on the Edit toolbar will
allow you to undo or redo the last command done or undone.
However, on the Standard Toolbar the Undo and Redo buttons
have a drop down history list of all previous actions to allow
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you to Undo/Redo multiple commands. If you choose to undo a

previous command, you will also undo all commands that have
been executed since the one you want to undo. If you select to
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undo the 4th command in the list, it will undo all of the last 4
commands.
Slides-5-and-6: The Find command locates a designated char-
acter string (word, phrase, etc.) within your document.
The Find command has an optional Replace tab which
JJ II will allow you to designate a new word(s) to replace the
J I found word(s). The Find command is located in the Edit
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menu. When looking for a word using the Find command,
you have several search options (if these are not visible on
your machine, click on the More button in the Find dia-
log box) including requiring the Find to match the case of
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the letters, look for only the entire words as designated or

to find all forms of the given word. For example, if you
execute a generic Find on he that does not specify spe-
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cific search criteria, it will find she, there and their, If

you executed this as a Automatic Find and Replace, he
would be replaced with she and you would have new
words of tshere and tsheir. There are many examples
of people using Replace All and then regretting their de-
JJ II cision here is a good place to use the Undo commandd.
J I Find and Replace can make typing easier in that you can
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abbreviate long words/phrases and then when your doc-
ument is complete you can replace the abbreviation with
the correct text. For example, I can type in CIS in my
documents and when I am finished with my paper execute
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the Find command for CIS and Replace it with School of

Computer and Information Sciences at the University of
South Alabama.
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Slide-7: The GoTo command allows you to advance to a specific

point in your document without having to move through
the document using the cursor or arrow keys. You can
select the exact page number, line number, etc. to advance
to within your document.
JJ II Slide-8: Scrolling is used to allow you to see different parts of a
J I document that are to large for one screen shot. There are
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many ways to scroll throughout your document, includ-
ing clicking the down (or up) arrow on the scroll bars or
pressing the down (or up) arrow keys on your keyboard.
You can also scroll with your mouse if you have a wheel in
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between your left and right mouse buttons this will scroll
just as using the scroll bar. Remember, as discussed ear-
lier, scrolling through the document will only change the
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view of what is visible on the screen, it does not move

the insertion point. You can move the insertion point by
clicking the mouse where you want the insertion point to
be. Also remember that you can move to the beginning of
a document by clicking the CTRL & HOME buttons and
JJ II you can move to the end of a document by clicking the
J I CTRL & END buttons.
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Slide-9: The Zoom command displays the document on the
screen at different percentages of magnification 50%, 100%,
200% - which will affect how much of the document can
be seen on a single screen shot and how large the text of
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the document will appear on the screen. Zoom does not

affect how the document prints, just how it appears on the
screen.
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Slides-10-&-11: Typography is concerned with the how the

text appears in your document. There are many differ-
ent components that make up your Typography including:
Typeface (font), Type Size, and Type Style. Typeface is
a complete set of characters with the same general ap-
JJ II pearance. Times New Roman, Arial, and Courier New
J I are examples of a popular typefaces. Typefaces can be
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classified as either Serif Typefaces or Sans Serif typefaces.
A serif typeface is one with serifs (cross lines at the end
of the main strokes of the letter). Serif typefaces, such as
Times New Roman, are suggested for typing large amounts
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of text because they are easier on the eyes and the serifs
help guide the eyes from one letter to the next. Sans Serif
typefaces, such as Arial, are a typeface without these serifs.
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These are good fonts for Headings and other small sections
of text that you want to emphasize. Typefaces can also
be classified as Mono-spaced or Proportional. In a mono-
spaced typeface, like Courier New, all of the characters are
allocated the same amount of space (width). Therefore, it
JJ II is possible to correctly and evenly line up text on differ-
J I ent lines. In a mono-spaced font a lowercase i is given
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the same amount of space as a capital M. In a propor-
tional font, like Times New Roman and Arial, each letter
allocated space based on the specific character. Type Size
refers to the vertical measurement of the typeface and is
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measured in points. The size of a font is measured from

the bottom of the lowest letter (lowercase y) to the top
of the highest letter (capital T). In the points measure-
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ment 72 points = 1 inch. A typical font size is 10 or 12

(these notes are written in 12 point). Type style refers to
the variations of the typeface such as bold and italics. The
Format Font command (Format menu, Font selection) will
allow you to select the typeface, size, and style of the text.
JJ II Most of these options are also available on the Formatting
J I Toolbar.
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Slide-12: The Page Setup command found on the File menu
lets you change margins, paper size, orientation, paper
source, and or layout. Portrait orientation shows and
prints a vertical orientation of the page, whereas landscape
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orientation shows and prints a horizontal orientation of the

page. The default top and bottom margins are set to one
inch, while the left and right margins are set to 1 inches.
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8.3. Section 3: Enhancing the Document

and these notes. This lecture focuses on enhancing a docu-
ment, which included adding pictures and word art to the
JJ II document.
J I Slide-4: Additional features are available to add to your docu-
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ment, including clip art, pictures, WordArt, and Symbols.
The Microsoft Clip Organizer is a feature of Microsoft Of-
fice that enables a user to have access to clip art images,
photographs, sound files and video clips. Microsoft Wor-
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dArt, an application within Microsoft Office XP that cre-

ates decorative text, can also be added to the documents.
Slide-5: The Microsoft Clip Organizer catalogs the collection
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of available media clips that are available to the user. The

Clip Organizer is found under the Insert Picture ClipArt
command or the Insert ClipArt button on the Status
Bar. The Clip Organizer is then searched by keyword.
When an appropriate ClipArt item is identified it is easily
JJ II inserted into the document. Clip art can be sized used
J I the sizing handles. The sizing handles are small boxes
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that appear on the corners of an object when the object
is selected. The Format Picture command allows you to
apply various formatting options to a pictures or ClipArt
such as wrapping text or adding a border. The Color
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and Lines tab in the Format Picture dialog box allows

you to set the background color or border information for
the item. The Layout tab allows you to designate the
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type of text wrapping for the item if and how text will be
allowed on the same line in the document with the ClipArt,
picture, etc.
Slides-6-8: Microsoft WordArt is a feature of the Microsoft Of-
fice package that allows users to create decorative text for
JJ II use in a document. Features of the decorative text include
J I rotating the text, 3-dimensional effects, slanting the text,
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arching the text, turning the text upside-down. WordArt
is found under the Insert Picture WordArt command. This
will bring up the WordArt Wizard which creates the Wor-
dArt text. The first step in the process is to select the
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format for the WordArt (Slide 6). The second step is to

type in the text that is to be created as the WordArt fea-
ture (Slide 7). It is important that you type in the text
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with hard line returns as you want the text to appear in

the WordArt. Step 3 is to insert the WordArt into the doc-
ument. The WordArt can now be moved, resized, rotated,
or formatted as any other object in a Word Document.
Double-clicking on the WordArt object will bring up the
JJ II WordArt edit menu which will allow you to change the
J I text and/or format of the WordArt object.
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Slide-9: The Insert Symbol command allows you to insert spe-
cial symbols such as typographic symbols, foreign language
characters, accented characters or mathematical symbols
such as the copyright symbol or the Trademark symbol .
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These symbols will help make the document look more pro-
fessional. Some of these symbols are already available as
part of the AutoCorrect dictionary, however, many more
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are available under the Insert Symbol command. The sym-

bols that are available are determined by the fonts which
were installed on your computer with the installation your
printer(s) and the Microsoft Office package. You should
make sure to notice the symbols that are available under
JJ II the Wingdings, Webdings, and Symbols fonts in the Insert
J I Symbol commands.
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Slide-10: The Drawing Toolbar is available to create your own
drawings using basic shapes, like lines, circles, rectangles,
etc. If you do not see your drawing toolbar beneath your
Status Bar at the bottom of your document, you can show
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it under View Toolbars command when you select the

Drawing Toolbar. When you select an option on the Draw-
ing toolbar, a drawing canvas area will automatically added
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to your document for you to use when creating your im-

age. Each item added (line, circle, arrows, stars, etc) can
be individually formatted (by double-clicking on the ob-
ject) and sized (by selecting the sizing handles that appear
when the user clicks on the object). The Shift key, when
JJ II used with the line, rectangle, or oval tools, allows the user
J I to create a straight line, a square, or a circle.
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Slide-11: Word is Web-enabled. Web-enabled means that the
application automatically detects and highlights any hy-
perlinks that are entered. Therefore, if you enter a URL
into a Microsoft Word document the URL will become
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an active hyperlink. If the hyperlink in your document

is clicked, and the computer is connected to the Internet
through your ISP, your web browser application will open
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and display the web page. The Web toolbar, if displayed,

appears immediately under the Formatting toolbar. The
toolbar allows you to access Web documents directly from
Word. You should remember from previous notes, that
Web Pages are specially formatted document written in
JJ II HTML Hypertext Markup Language. Microsoft Word has
J I the ability to create these specially formatted documents
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by using the Save As command. Any Word document
can be saved as an HTML document, which can then be
uploaded to a Web Server and viewed as a Web Page. Since
Microsoft Word is a word processor and not a web page de-
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sign tool, it is limited in the type of document formatting

that it can translate into HTML.
Slide-12: When saving a Word document as a HTML docu-
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ment, it is possible that formatting, especially advanced

formatting, tables, columns, etc., can be lost. No text will
be lost, just the formatting. When you have saved a doc-
ument as a web page, you can view the document through
your web browser (open the web browser, go to the File
JJ II Open command, and browse your storage devices to find
J I the file) to see how it will be displayed as a web page.
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Slides-13-19: Microsoft Office applications have built in tools
to help the user create professional documents these in-
clude Wizards and Templates. A template is a pre-built
document that contains text, formatting, and/or graph-
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ics. The user modifies the document where necessary with

their own information. Templates and Wizards, including
Resumes, newletters, faxes, and letters, can be found un-
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der the File New command. Wizards are a process where

the computer asks the user a series of questions and then
creates a custom document based on the answers to the
questions. Both templates and wizards create only the ba-
sis for your document and must be finished by the user.
JJ II Microsoft Office has many templates and wizards available
J I for the user, and many others can be found online. These
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slides demonstrate the wizard process for the creation of a
resume. Once the type of Wizard is selected from the Tem-
plates dialog box the user will then go through the process
designated for that type of document. For a resume, the
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user selects the style, the type, inserts the address, and
selects the appropriate heading. At the end, when the
user selects the Finish command the document template
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is created for the user to complete.

Slide-20: Mail Merge is a Microsoft feature that allows the user
to create standard documents. The most common type of
Mail Merge document is a form letter, although it can
also be used to create name/shipping labels, envelopes,
JJ II and lists. In a form letter the same letter is created mul-
J I tiple times with different names and addresses (and any
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other specialized information). The Mail Merge process
contains 2 main files: The Main Document and the Data
Source (usually the address list). The main document con-
tains the standard text that is to print in each document.
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The main document is always generic. The data source

file will have the information that will vary for each letter.
The data source can be created in Word or it can be an
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existing Excel spreadsheet or Access database. The same

data source file can be used for multiple mail merge doc-
uments. This information will be separated into different
fields, such as first name, last name, street address, city,
state, and zip code. Each field in the data source file is
JJ II identified by a heading. Back in the main document these
J I headings are used as place holders in the document to in-
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dicate where to type this information in the mail merge
final documents.
Slides-21-24: The implementation of the Mail Merge process is
accomplished through the use of the Mail Merge Wizard.
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This Wizard is found under the Tools Letters and Mailings

Mail Merge command. The main tasks necessary for a
Mail Merge process include: - Creating and Saving the
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Main Document. This will include entering th - Creating

and Saving the Data Source (or opening the data source if
it is an existing file) - Merge the Main Document with the
Data Source to create the individual letters. The Wizard
will guide the user through these tasks to execute the Mail
JJ II Merge process.
J I Slides-25-26: Summary Slides
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8.4. Section 4: Advanced Features
These notes are to accompany the Introduction to Word Lecture
4 PowerPoint Presentation. Please refer to these notes when
viewing the presentation.
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Slides-2-&-3 identify the major objectives of this presenta-

tion and these notes. This lecture focuses on some of
the advanced features available in Microsoft Word, includ-
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ing Lists, Outlines, Tables, Styles and Sections. This lec-

ture contains the majority of the components needed when
writing a term paper, research paper or thesis. It will be
much faster and easier to create these documents when
you know the correct way to format your papers.
JJ II
Slide-4: Lists help to organize information by emphasizing im-
J I
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portant topics. A bulleted list has bullets (special charac-
ters) at the beginning of each list item and a Numbered
list has numbers or letters at the beginning of each list
item. The Bullets and Numbering command found on
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the Format menu, facilitates the creation of a bulleted or

numbered list. The AutoFormat feature also contains the
option to automatically create bulleted lists anytime you
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type a bulleted item, or to create a numbered list when you

appear to be entering the first item of a list. This option
can be very helpful, or very annoying, depending on if you
agree with the format of your list as defined by AutoFor-
mat. This option can be turned off in your AutoFormat
JJ II dialog box.
J I Slides-5-and-6: The Bullets and Numbering Dialog box offers
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many different choices when selecting the types and for-
matting for your Bulleted Lists and Numbered Lists. The
Bulleted Tab shows the various styles for the Bulleted Lists
available in Word. You also have the option to customize
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your own Bulleted List by creating a bullet based on dif-

ferent fonts, special characters or pictures. The Numbered
Tab shows the available styles for the Numbered lists. You
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can also customize your Numbered list to include Roman

Numerical, start with a number other than 1, and con-
tinue numbering from a previous list. A major benefit of
using a word processor, like Word, is the ability to insert
an additional item into a previously created list and have
JJ II the numbers automatically corrected. Numbered lists can
J I quickly and easily be made into bulleted lists and bulleted
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lists can quickly and easily become a numbered list.
Slides-7-and-8: A multilevel numbered list is a list with more
than one level. Each level can be formatted independently
of the other levels. This type of list is commonly used for
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outline. One numbered list helps to organize the infor-

mation by emphasizing important topics where an outline
can extend this numbered list to several levels. The Out-
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line Numbered tab of the Bullets and Numbering Dialog

box contains your choices for outline styles. Again, these
options can be customized to include different numbering
styles, remembering that each level can be individually
formatted.
JJ II Slide-9: Microsoft Word has the ability to create tables. Ta-
J I bles are one of the most useful features of Word. They are
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meant to be read from left to right. Many people use Ex-
cel spreadsheets to type anything that is not a document,
however, many of these tables can be created in Word.
Because tables wrap text so nicely, they are often a better
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choice when calculations are not needed. Tables can be

used to align information in columns and they can be use-
ful as a framing device. The rows and columns of a table
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intersect to form cells. Cells are separated by dotted lines

known as gridlines that appear on the monitor, but not in
the printed document. The Insert table command creates
a new table and is accessed through the Table menu. The
Table menu also contains other commands related to ta-
JJ II bles, such as Inserting Rows and Columns, Deleting Rows
J I and Columns, Splitting Cells, etc. You can also add addi-
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tional rows by hitting the tab key at the end of the table.
The Table feature represents a very powerful capability for
the Word application each cell in a table can contain text,
numbers, and/or graphics.
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Slide-10: Cells in a table can be combined together to form

one cell, for example to create a large cell across the top
of the table to hold the table heading. The Merge Cell
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command on the Table menu will combine consecutively

selected cells. Data that is in the cells to be merged will
be combined in the new merged cell.
Slide-11: By using the Table Properties dialog box, you can
quickly format the entire table or the Rows and/or Columns
JJ II in your table, including the word wrapping and text align-
J I ment. You can also specify the Borders and Shading for
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the table.
Slide-12: Styles are another very valuable, but rarely used, fea-
ture of Microsoft Word. Once a Style is applied to text
throughout a document, you can automatically change all
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the text defined by that style. This feature can be used

to make dramatic changes to a document, with very lit-
tle effort. The Normal Style contains the default para-
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graph settings and is automatically assigned to every para-

graph unless a different style is specified. The Paragraph
Style stores paragraph formatting (alignment, line spac-
ing, indents, text flow, borders and shading), as well as
the character style in a paragraph. A Style is a set of for-
JJ II matting instructions that has been saved under a distinct
J I name. Styles are created at the character or paragraph
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level and provide a consistent appearance to similar ele-
ments throughout a document. The Style command from
the Format Menu allows you to change any style. This is
an easy way to achieve uniformity by storing the format-
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ting information as a style and then applying that style to

all occurrences of the same element within a document. If
you were to select several headings within a document and
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then choose a Heading Style it would apply that style to

all of the heading selected. Then if you were to modify the
style through the Modify Style dialog box it would apply
these changes to all text with this selected style.
Slide-13: The Modify Style dialog box allows you to easily
JJ II modify an existing style, which will modify all text with
J I that assigned style, or create your own new style that can
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be applied to areas of text. This feature can be very help-
ful in any document that includes a variety of headings,
or subheading, throughout the document. It can make
formatting these heading much easier and quicker.
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Slide-14: The Outline View displays a condensed view of a doc-

ument based on the Styles within the document, to pro-
vide various amounts of detail. Text may be collapsed or
2013
expanded as necessary. The Outline view can be very ben-

eficial when working on long reports or term papers. With
the text condensed it is very easy to rearrange sections of
the document, even sections that might be multiple pages
in length, by reordering them in the Outline view. If the
JJ II text cannot be expanded or collapsed it is because the
J I Styles command was not used. The expansion is based on
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the Style markings. You can return to Normal or Page
Layout view and either manually add Styles or use the
AutoFormat command described on the next slide.
Slide-15: The AutoFormat command will analyze a document
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and format it for you. The command will go through the

entire document, determine how each paragraph is used,
then apply an appropriate style to each paragraph.
2013
Slide-16: It is very surprising how many people still used word

processors simply as glorified typewriters. They have so
many advanced features that can greatly improve the look
of their documents, as well as make them easy to convert
directly to a web page later if desired. When working with
JJ II long documents these features include Page Numbering,
J I Headers & Footers, Sections, Table of Contents, Indexes,
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Tables, and the GoTo command. It is difficult to work
in a long document without using these features. They
help to organize your work and make the process much
more efficient. You can save time because the computer
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can generate a Table of Contents that can be updated

anytime you make changes to the document. The Index
will automatically generate if the time is taken to mark the
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text to be included in an index. Headers and Footers are

used in many document, including one page documents.
Slide-17: The Insert Page Numbers command is the easiest way
to place page numbers into a document. Page numbers
also be added to a header or footer. The pages are au-
JJ II tomatically numbered for you, so if page numbers should
J I change due to adding or deleting of material in your doc-
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ument, the page numbers will be updated automatically.
Slide-18: A Header is text that consists of one or more lines
that print at the top of every designated page in a docu-
ment. A Footer is text that is printed at the bottom of the
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designated pages. The Header and Footer Toolbar, which

is accessible through the View menu under the Header and
Footer command, makes creating headers and footers easy.
2013
There is AutoText for common headers and footers as well

as some toolbar buttons for page numbering, time stamp-
ing, and date stamping your document. The Page Setup
feature, which is located on the Header and Footer Tool-
bar as well as on the File Menu, allow you to designate
JJ II the pages for the headers and footers, such as on all pages,
J I even pages, etc. Different headers and/or footers can be
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created for different sections in the document.
Slide-19: Section breaks allow you to divide your documents
into areas, called sections, which can be formatted indi-
vidually. You insert a section break where you want one
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section to end and another section to begin. We have al-

ready discussed the different types of Section Breaks that
are available in Microsoft Word.
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Slide-20: The Index and Table command on the Insert Menu,

under the Reference option, will create an Index for you
as you create the document, if you mark the text to be
inserted into the Index. You can select the format for
the index, as well as other options. You can also build a
JJ II custom Index dictionary that your document can use to
J I automatically add any words from the dictionary to the
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Index for the current document.
Slide-21: I would hate to count how many students have spent
hour creating their own Table of Contents. They have to
type the text, leader dots, and then page numbers. When-
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ever they made a change to the paper, they had to go back

and manually change the Table of Contents which many
times they forget to do. This is not necessary. Microsoft
2013
Word will automatically create and maintain a correct

Table of Contents based on the Headings of their document
again, Heading Styles need to be used in the document
for this feature to work properly.
Slides-23-24: Summary Slides There are many advanced fea-
JJ II tures of Microsoft Word that can greatly enhance your
J I document, as well as make it easier for you to create and
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edit the document. Initially, many of these features, such
as using Headings and other Styles may not seem all that
beneficial to you, however, once you start using them you
will see how helpful they can be. Simply by using Styles,
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you gain the advantages of the Outline view, Table of Con-

tents, Indexing, etc. Word Processors are a great deal
more than typewriters. You should take advantage of all
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that they have to offer.
JJ II
J I
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Revision Questions
Example . What is meant by text justification

Exercise 1. Describe some of the options that exist for for-
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matting?
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JJ II
J I
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JOMO KENYATTA UNIVERSITY

SCHOOL OF OPEN, DISTANCE AND eLEARNING

HPS 2106 COMPUTER APPLICATIONS

JJ II LAST REVISION ON June 20, 2013

clicking the green Exercise tag. To move back to the same

Errors and omissions in these notes are entirely the re-

later version. More specifically, student will be able to:

should be read alongside the PowerPoint presentations provided.

Section 1: Basics of Word Processing These notes are

Hard Return A hard return is created by the user to

backspace key will delete text to the left of the insertion

Toggle Switches are used in many programs to alternate

characters as new characters are added to the document.

Slide-5: This slide shows the various components of the Mi-

the most common Word program functions. These include

icons to the toolbar for tasks that you require frequently

Customize. One of the most significant changes in the 2003

ment you might be viewing on the screen, the text will

are in the current document. The status bar also contains

into memory, enabling you to work with that document.

The Save As dialog box can display in details view, which

any problems you might encounter when using the Word

out, Reading Layout, and Outline. Web layout will

mal Word document) and posted to a web server. Since

ferent views using the View menu or the buttons at the

Slide-12: Formatting is used to improve the appearance of the

Highlighting add a background color around the text

Adding a Border around the text

example: Ctrl & I will activate Italics), as well as through the

off. More specifics on formatting your document will be given

proper nouns, names, technical terms will not be part of

a word is identified as misspelled (or more appropriately

that may not be a part of the current list.

else. AutoText allows you to replace the words with more

punctuation, writing style, and word usage. It will iden-

to use, however, the English language is much too compli-

dialog box, has several additional security features located

automatically save the document periodically as you are

made (this will be stored with the original file name). In

here is that both copies are stored in the same directory

notes when viewing the presentation.

editing and formatting, which are the real benefits of using

selected text where it is in the document and places a copy

the insertion point. In the Word application, you can also

Word document (or even Excel spreadsheet) and the data

Windows vs. Office Clipboard: The Cut, Copy, and Paste

Clipboard is cleared of all data when you close the applications

Undo and Redo: These are tools available to ensure that

you to Undo/Redo multiple commands. If you choose to undo a

the letters, look for only the entire words as designated or

cific search criteria, it will find she, there and their, If

the Find command for CIS and Replace it with School of

Slide-7: The GoTo command allows you to advance to a specific

view of what is visible on the screen, it does not move

the document will appear on the screen. Zoom does not

Slides-10-&-11: Typography is concerned with the how the

measured in points. The size of a font is measured from

ment 72 points = 1 inch. A typical font size is 10 or 12

orientation shows and prints a horizontal orientation of the

8.3. Section 3: Enhancing the Document

dArt, an application within Microsoft Office XP that cre-

of available media clips that are available to the user. The

and Lines tab in the Format Picture dialog box allows

format for the WordArt (Slide 6). The second step is to

Example . What is meant by text justification