2. Week Two MS Word 2023 PG Students 2003 PG Students Final.ppt

MS Word

1. [email protected]
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INTRODUCTION TO COMPUTER (CPT 711)
Prof. GAMBARI, Amosa Isiaka
Dean, School of Science & Technology Education
Federal University of Technology, Minna
E-mail: [email protected]

2. Module II
Microsoft word
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3. Objectives
Introduction & Basic
Definitions
Starting Up Microsoft Word
Screen Layout
Menu
Microsoft Office Button
Quick Access Toolbar
Ribbon
Mini Toolbar
Working with Documents
Opening an Existing
Document
Saving a Document
Document Views
Using the Zoom Option
Closing a Document
Editing a Document
Formatting Text
Formatting Paragraphs
Setting Tab stops
Styles
Adding Tables
Graphics
Proofreading a
Document
Page Formatting
Page Formatting
Table of Contents
Lists
References and
Citations
Track Changes
Mail Merge
Managing Page Layout
Printing Documents
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4. Introduction and Basic Definitions
Definition of Microsoft (MS) Word
MS Word is a word processor that is part of the
Microsoft Office suite
A powerful tool to create professional looking
documents
Definition of a Word Processor
A word processor is a software program, which provides
a Graphical User Interface (GUI) with better capabilities
than a text editor does
A word processor is a program that allows you to create,
edit, format, and print the documents
Some examples of commonly used word processors are
-
WordPerfect and MS Word.
The main advantage of a word processor is that it
provides a WYSIWYG (What You See Is What You Get)
interface, which helps you make changes quickly and
easily
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5. Starting Microsoft Word
Two Ways
1.Double click on the Microsoft Word icon
on the desktop (if available)
2.Click on Start  Programs
 Microsoft Word
Or
2.Click on Start  Programs
 Microsoft Office  MS Word
1.(depending on where it appears.
Different for different installations)
1.The Word Window is displayed
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6. Screen Layout
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Dialog box launcher

7. Menus
When you begin to explore Word 2007 you will notice a
new look to the menu bar. You should remember three
features as you work within Word 2007:
the Microsoft Office Button
the Quick Access Toolbar
the Ribbon
Mini
Toolbar
These four features contain many of the functions that
were in the menu of previous versions of Word. The
functions of these three features will be outlined below.
Ribbo
n
Quick Access
toolbar
Office
Button
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8. The Microsoft Office Button
The Microsoft Office
button performs many
of the functions that
were located in the File
menu of older versions
of Word. This button
allows you to create a
new document, open an
existing document, save
or save as, print, send
(through email or fax),
publish or close.
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9. Quick Access Toolbar
The quick access toolbar is a customizable toolbar that
contains commands that you may want to use. You can
place the quick access toolbar above or below the ribbon.
To change the location of the quick access toolbar, click on
the arrow at the end of the toolbar and click on Show
Below the Ribbon.
You can also add items to the quick access toolbar. Right
click on any item in the Office Button or the Ribbon and
click on Add to Quick Access Toolbar and a shortcut will be
added to the Quick Access Toolbar.
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10. The Ribbon
The Ribbon is the panel at the top portion of the document. It
has seven tabs: Home, Insert, Page Layout, References,
Mailings, Review, and View that contain many new and
existing features of Word. Each tab is divided into groups. The
groups are logical collections of features designed to perform
functions that you will utilize in developing or editing your
Word document. Commonly used features are displayed on
the Ribbon, to view additional features within each group,
click on the arrow at the bottom right of each group.
Tabs on the
Ribbon
Groups on the Home
Tab
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11. Ribbons (2)
Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header &
Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background,
Paragraph, Arrange
References: Table of Contents, Footnote, Citation &
Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields,
Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes,
Compare, Protect
View: Document Views, Show/Hide, Zoom, Window,
Macros

12. Mini Toolbar
The Mini Toolbar is a semitransparent floating toolbar that
spawns right next to the cursor.
The Mini Toolbar is by nature unobtrusive: and thus not
visible all the time. It only pops up when:
some text is selected
Or when you right
click
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13. Working with Documents
Create a New Document There are several ways to create
new documents, open existing documents, and save
documents in Word:
Click the Microsoft Office Button and Click New
or
Press CTRL+N (Depress the CTRL key while pressing the
“N”)
on the
keyboard
If you wish to start from
a blank document, click
Blank. If you wish to
start from a template,
you can browse
through your choices
on the left, see the
choices on center
screen, and preview the
selection on the right
screen
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14. Opening an Existing Document
Click the Microsoft Office Button and Click Open, or
Press CTRL+O (Depress the CTRL key while pressing the
“O”) on the keyboard, or
If you have recently used the document you can click the
Microsoft Office Button and click the name of the
document in the Recent Documents section of the
window
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15. Saving a Document
Click the Microsoft Office Button and Click Save or Save As
(remember, if you’re sending the document to someone
who does not have Office 2007, you will need to click the
Office Button, click Save As, and Click Word 97-2003
Document), or
Press CTRL+S (Depress the CTRL key while pressing the “S”)
on the keyboard, or
Click the File icon on the Quick Access Toolbar
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16. Saving a Document (2)
Using the Save AutoRecover Option
While working on a document, sometimes
you may forget to save your document
before a power failure
This could mean losing the changes you
have made to the document
Word provides an automatic save feature
that you can set to ensure that your
documents are saved after specified
intervals of time
This feature is called Save AutoRecover
You can specify the time in minutes after
which Word automatically saves the file
Steps to specify the automatic saves time:
1.Select Tools Options command (Options
dialog box displayed)
2.Select the Save tab
3.Check Save AutoRecover info every:
option box.
4.Use the spin controls to increase or
decrease the minutes; Click the OK
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17. Document Views
There are many ways to view a
document in Word.
Print Layout: This is a view of the
document, as it would appear
when printed. It includes all tables,
text, graphics, and images.
Full Screen Reading: This is a full
view length view of a document.
Good for viewing two pages at a
time.
Web Layout: This is a view of the
document, as it would appear in a
web browser.
Outline: This is an outline form of
the document in the form of
bullets.
Draft: This view does not display
pictures or layouts, just text.
To view a document in
different forms, click the
document views shortcuts
at the bottom of the
screen
or:
Click the View Tab on
the Ribbon
Click on the appropriate
document view.
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18. Using the Zoom Option
You can use the Zoom option to
increase or decrease the
magnification level of the document
In this way, you can enlarge or reduce
the size of the document area
in the Word document
Steps:
1.Select the View Zoom command (Zoom
dialog box displayed)
2.Select the desired radio or Zoom level
3.Click OK
4.You may also simply use the zoom slider
or click the plus or minus buttons on the
zoom slider on the bottom of your screen.
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19. Close a Document
To close a document:
Click the Office
Button
Click Close
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20. Editing a Document
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0Typing and inserting Text
To enter text just start typing! The text will appear where
the blinking cursor is located. Move the cursor by using the
arrow buttons on the keyboard or positioning the mouse
and clicking the left button. The keyboard shortcuts listed
below are also helpful when moving through the text of a
document:
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END

21. Editing a Document (2)
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1Selecting Text
 To change any attributes of text it must be highlighted first.
Select the text by dragging the mouse over the desired text while
keeping the left mouse button depressed, or hold down the SHIFT
key on the keyboard while using the arrow buttons to highlight
the text. The following table contains shortcuts for selecting a portion
of the text:
Deselect the text by clicking anywhere outside of the selection
on the
page or press an arrow key on the keyboard.
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or
lines
drag the mouse over the words, or hold down SHIFT while
using the arrow keys
Entire document choose Editing | Select | Select All from the Ribbon, or press
CTRL+A

22. Editing a Document (3)
Inserting Additional Text
Text can be inserted in a document at any point
using any of the following methods:
Type Text: Put your cursor where you want to
add the text and begin typing
Copy and Paste Text: Highlight the text you
wish to copy and right click and click Copy, put
your cursor where you want the text in the
document and right click and click Paste.
Cut and Paste Text: Highlight the text you wish
to copy, right click, and click Cut, put your cursor
where you want the text in the document, right
click, and click Paste.
Drag Text: Highlight the text you wish to move,
click on it and drag it to the place where you
want the text in the document.
You will notice that you can also use the Clipboard
group on the Ribbon.
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23. Editing a Document (4)
Rearranging Blocks of Text
To rearrange text within a document, you
can utilize the Clipboard Group on the
Home Tab of the Ribbon.
Move text: Cut and Paste in the
desired location/position
Copy Text: Copy and Paste to make a
duplicate or use the Clipboard group on
the Ribbon
Paste Text: Ctrl + V (hold down the CTRL
and the “V” key at the same time) or use
the Clipboard group to Paste, Paste
Special, or Paste as Hyperlink
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24. Editing a Document (5)
Search and Replace Text
To find a particular word
or phrase in a
document:
Click Find on the
Editing Group on the
Ribbon
To find and replace a
word or phrase in the
document, click Replace
on the Editing Group of
the Ribbon.
Deleting Blocks of Text
Use the BACKSPACE and
DELETE keys on the keyboard
to delete text. Backspace will
delete text to the left of the
cursor and Delete will erase
text to the right. To delete a
large selection of text, highlight
it using any of the methods
outlined above and press the
DELETE key.
Undo Changes
To undo changes:
•Click the Undo Button
on the Quick Access Toolbar
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25. Formatting Text
Styles
A style is a format enhancing tool that includes font
typefaces, font size, effects (bold, italics, underline, etc.),
colors and more.You will notice that on the Home Tab of
the Ribbon, that you have several areas that will control the
style of your document:Font, Paragraph, and Styles.
Word built-in styles
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26. Formatting Text (2)
Change Font Typeface and Size
To change the font typeface:
Click the arrow next to the font
name and choose a font.
Remember that you can preview how the new
font will look by highlighting the text, and
hovering over the new font typeface.
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27. Formatting Text (3)
To change the font size:
Click the arrow next to the font size and choose the
appropriate size, or
Click the increase or decrease font size buttons.
Font Styles and Effects
Font styles are predefined formatting options that are
used to emphasize text.They include: Bold, Italic, and
Underline.To add these to text:
Select the text and click the Font Styles included on the
Font Group of the Ribbon, or
Select the text and right click to display the font tools
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28. Formatting Text (4)
Changing Case
The case of the text defines the type of capitalization used in the
document.
The Capitalization forms provided by Word include:
Sentence case
capitalizes only the first letter in the selected text.
Lower case
converts all selected text to lowercase letters.
Upper case
converts all selected text to uppercase letters.
Title case
capitalizes the first letter of each word of the selected text.
Toggle case
changes uppercase to lowercase and lowercase to
uppercase for all the selected text
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29. Formatting Text (5)
Change Case (contd.)
Action Task
Changing
Case
1.Select the text whose capitalization is to be changed.
2.Click Home Tab Click the Change Case icon
to open the Change Case menu
3.Click the required case.
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30. Formatting Text (6)
Change Text Color
To change the text
color:
Select the text and click
the Colors button
included on the Font
Group of the Ribbon, or
Highlight the text and
right click and choose the
colors tool.
Select the color by clicking
the down arrow next to
the font color button.
Highlight Text
Highlighting text allows you
to use emphasize text as you
would if you had a marker.To
highlight text:
Select the text
Click the Highlight Button on
the Font Group of the
Ribbon, or
Select the text and right click
and select the highlight tool
To change the color of the
highlighter click on down
arrow next to the highlight
button.
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31. Formatting Text (7)
Copy Formatting
If you have already formatted text the way you want it and
would like another portion of the document to have the same
formatting, you can copy the formatting.To copy the
formatting, do the following:
Select the text with the formatting you want to copy.
Copy the format of the text selected by clicking the
Format Painter button on the Clipboard Group of the
Home Tab
Apply the copied format by selecting the text and
clicking on it.
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32. Formatting Text (8)
Clear Formatting
To clear text formatting:
Select the text you wish to clear
the formatting
Click the Styles dialogue box
on the Styles Group on the Home Tab
Click Clear All

33. Formatting Paragraphs
Formatting paragraphs allows you to change the look of
the overall document.You can access many of the
tools of paragraph formatting by clicking the Page
Layout Tab of the Ribbon or the Paragraph Group on
the Home Tab of the Ribbon.

34. Formatting Paragraphs (2)
Change Paragraph Alignment
The paragraph alignment allows you to set how you want
text to appear.To change the alignment:
Click the Home Tab
Choose the appropriate button for alignment on the
Paragraph Group.
Align Left:the text is aligned with your left margin
Center: The text is centered within your margins
Align Right:Aligns text with the right margin
Justify: Aligns text to both the left and right
margins.

35. Formatting Paragraphs (3)
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at
different margins. There are several options for indenting:
First Line:Controls the left boundary for the first line of a
paragraph
Hanging: Controls the left boundary of every line in a
paragraph except the first one
Left:Controls the left boundary for every line in a
paragraph
Right:Controls the right boundary for every line in a
paragraph
To indent paragraphs, you can do the following:
Click the Indent buttons to control the indent.
Click the Indent button repeated times to increase the
size of the indent

36. Formatting Paragraphs (4)
Indent Paragraphs (contd.)
Click the dialog box of the
Paragraph Group
Click the Indents and
Spacing Tab
Selectyour indents
Click ok
Preview

37. Formatting Paragraphs (5)
Add Borders and Shading
You can add borders and
shading to paragraphs and entire
pages.To create a border around
a paragraph or paragraphs:
Select the area of text where
you want the border or
shading.
Click the Borders Button on
the Paragraph Group on the
Home Tab
Choose the Border and
Shading
Choose the appropriate
options

38. Formatting Paragraphs (6)
Apply Styles
Styles are a present collection of formatting that you can
apply to text. To utilize Quick Styles:
Select the text you wish to format.
Click the dialog box next to the Styles Group on the
Home Tab.
Click the style you wish to apply.

39. Formatting Paragraphs (7)
Change Spacing Between
Paragraphs and Lines
You can change the space
between lines and paragraphs by
doing the following:
Select the paragraph or
paragraphs you wish to change.
On the Home Tab, Click the
Paragraph Dialog Box
Click the Indents and
Spacing Tab
In the Spacing section, adjust your
spacing accordingly

40. Setting Tab Stops
Tab stops are locations along the horizontal ruler that indicate how far
to indent text or to begin a section of text
Tab stops allow you to arrange text on the left, right, center, decimal
character or bar character.
Available tab settings are in Word
Positioning the text to the left of the tab stop.
Positioning the text at the center of the tab stop.
Positioning the text to the right of the tab stop.
Aligning the numeric columns on the decimal point.
Creating thin vertical lines to separate columns.
Word also provides Tab Leaders that can be inserted before the tab
A leader character is a row of dots or dashes that is inserted in the
space
between the tab stop and the text elements
For example, in the Table of Contents in a book, the space between
the chapter name and the page number can be filled with a series of
dots
These dots, called leader characters can be inserted in a Word
document
by using Tab Leaders

41. Setting Tab Stops (2)
Action Task
Set the
tab stops
and tab
leaders
1.On the Page Layout tab,
click the Paragraph Dialog
Box Launcher
2.In the Paragraph dialog
box, click Tabs (Tabs
dialog box is displayed)
3.Enter the required tab
position in the Tab stop
position text box
4.Select the alignment option
from the Alignment
section.
5.Select the appropriate
option for tab leader in the
Leader radio button
section.
6.Click the OK button

42. Styles
The use of Styles in Word will allow you to quickly format a
document with a consistent and professional look.Styles can
be saved for use in many documents.
Apply Styles
There are many styles that are already in Word ready for
you to use. To view the available styles click the Styles dialog
box on the Styles Group in the Home Tab. To apply a style:
Select the text
Click the Styles Dialog Box
Click the Style you choose

43. Styles (2)
Creating New Styles
You can create styles for
formatting that you use regularly.
There are two ways to do this:
New Styles or New Quick Styles.
New Styles
To create a new style:
Click the Styles Dialog Box
Click the New Style Button

44. Styles (3)
Complete the New Style dialog box.
At the bottom of that dialog box, you can choose to add
this to the Quick Style List or to make it available only in
this document.

45. Styles (4)
New Quick Style
To create a style easily:
Insert your cursor
anywhere in the chosen
style
Click the Styles dialog
box
Click Save Selection as
New Quick Style

46. Styles (5)
Style Inspector
To determine the style
of a particular section of
a document:
Insert cursor anywhere
in the text that you
want to explain the
style
Click the Styles Drop
Down Menu
Click the Style
Inspector Button
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47. Adding Tables
Tables are used to display data in a table
format.
Create a Table
To create a table:
Place the cursor on the page where you
want the new table
Click the Insert Tab of the Ribbon
Click the Tables Button on the Tables Group.
You can create a table one of four ways:
Highlight the number of row and columns
Click Insert Table and enter the number of rows
and columns
Click the Draw Table, create your table by
clicking and entering the rows and columns
Click Quick Tables and choose a table

48. Adding Tables (2)
Enter Data in a Table
Place the cursor in the cell where you wish to enter the
information.Begin typing.
Modify the Table Structure and Format a Table
To modify the structure of a table:
Click the table and notice that you have two new tabs on the
Ribbon: Design and Layout.These pertain to the table
design and layout.
On the Design Tab, you can
choose:
Table Style Options
Table Styles
Draw Borders

49. Adding Tables (3)
To format a table, click the table and then click the Layout
Tab on the Ribbon.
This Layout tab allows you to:
View Gridlines and Properties (from the Table Group)
Insert Rows and Columns (from the Rows & Columns
Group)
Delete the Table, Rows and/or Columns (from the Rows &
Columns Group)
Merge or Split Cells (from the Merge Group)
Increase and Decrease cell size (Cell Size Group)
Align text within the cells and change text
directions (Alignment Group)
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50. Graphics
MS Word allows you to insert special characters,
symbols, pictures, illustrations, and watermarks.
Symbols and Special Characters
Special characters are punctuation, spacing, or
typographical characters that are not generally
available on the standard keyboard. To insert symbols
and special characters:
Place your cursor in the document
where you want the symbol
Click the Insert Tab on the Ribbon
Click the Symbol button on the Symbols Group
Choose the appropriate symbol.
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51. Graphics (2)
Illustrations:
Word 2007 allows you to insert illustrations and into a
document.
To insert illustrations:
Place your cursor in the document where you want the
illustration/picture
Click the Insert Tab on the Ribbon
Click the Clip Art Button
The dialog box will open on the screen and you can search for clip art.
Choose the illustration you wish to include

52. Graphics (3)
Pictures:
To insert a picture:
Place your cursor in the document where you want the
illustration/picture
Click the Insert Tab on the Ribbon
Click the Picture Button
Browse to the picture you wish to include
Click the Picture
Click Insert
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53. Graphics (4)
P
Smart Art is a collection of graphics
you can utilize to organize information
within your document. It includes
timelines, processes, or workflow.
To insert SmartArt
Place your cursor in the document
where you want the
illustration/picture
Click the Insert Tab on the Ribbon
Click the SmartArt button
Click the SmartArt you wish
to include in your document
Click the arrow on the left side of
the graphic to insert text
or type the text in the graphic.

54. Graphics (5)
Resize Graphics
All graphics can be
resized by clicking the
image and clicking one
corner of the image and
dragging the cursor to
the size you want the
picture.

55. Watermarks:
A watermark is a translucent image that appears behind
the primary text in a document.To insert a
watermark:
Click the Page Layout Tab in the Ribbon
Click the Watermark Button in the Page Background Group
Click the Watermark you want for the document or click Custom
Watermark and create your own watermark
To remove a watermark, follow the steps
above, but click Remove Watermark
Graphics (6)

56. Proofreading a Document
There are many features to help you proofread your
document.These include:Spelling and Grammar,
Thesaurus, AutoCorrect, Default Dictionary, and Word
Count.
Spelling and Grammar
To check the spelling and grammar of a document
Place the cursor at the beginning of the document or
the beginning of the section that you want to check
Click the Review Tab on the Ribbon
Click Spelling & Grammar on the Proofing Group.

57. Proofreading a Document (2)
Any errors will display a dialog box that allows you to
choose a more appropriate spelling or phrasing.

58. Proofreading a Document (3)
If you wish to check the spelling of an individual word, you
can right click any word that has been underlined by
Word and choose a substitution.
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59. Proofreading a Document (4)
Thesaurus
The Thesaurus allows you to view synonyms. To use the
thesaurus:
Click the Review Tab of the Ribbon
Click the Thesaurus Button on the Proofing Group.
The thesaurus tool will appear on the right side of the screen
and you can view word options.
You can also access the
thesaurus by right-clicking
any word and choosing
Synonyms on the menu.

60. Proofreading a Document (5)
Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain
certain text the way it is.To customize AutoCorrect:
Click the Microsoft Office button
Click the Word Options Button
Click the Proofing tab
Click AutoCorrect Options button

61. Proofreading a Document (6)
On the AutoCorrect Tab, you can specify words you want
to replace as you type

62. Proofreading a Document (7)
Create a New Default
Dictionary
Often you will have business
or educational jargon that
may not be recognized by the
spelling and/or grammar
check in
Word.You can customize the
dictionary to recognize these
words.
Click the Microsoft Office button
Click the Word Options Button
Click the Proofing tab
Click the When Correcting
Spelling tab
Click Custom Dictionaries

63. Proofreading a Document (8)
Click Edit Word List
Type in any words that you may use that are not
recognized by the current dictionary.

64. Proofreading a Document (9)
Check Word Count
To check the word count in Word 2007 look at the bottom left
corner of the screen.It will give you a total word count
or if you have text highlighted it will tell you how many
words are highlighted out of the total.

65. Page Formatting
Modify Page Margins
The page margins can be
modified through the following
steps:
Click the Page Layout Tab on
the Ribbon
On the Page Setup Group,
Click Margins
Click a Default Margin, or
Click Custom Margins and
complete the dialog box.

66. Page Formatting (2)
Modify Page Orientations
To change the Orientation, Size of the Page, or
Columns:
Click the Page Layout Tab on the Ribbon
On the Page Setup Group, Click the Orientation,
Size, or Columns drop down menus
Click the appropriate choice
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67. Page Formatting (3)
Apply a Page Border and
Color
To apply a page color:
Click the Page Layout Tab
on the Ribbon
On the Page Background
Group, click the Page
Color drop down menu
Then click a colour of
your choice

68. Apply a Page Border
To apply a page border:
Click the Page Layout
Tab on the Ribbon
On the Page
Background Group, click
Page Borders
Then select Border
Type, style, colour, width
or use predesigned Art
work
Page Formatting (4)

69. Page Formatting (5)
Header and Footer
To insert Header and Footer such as page numbers, date, or
title, first, decide if you want it in the header (at the top of the
page) or in the Footer (at the bottom of the page), then:
Click the Insert Tab on the Ribbon
Click Header or Footer
Choose a style

70. Page Formatting (6)
Header and Footer (contd.)
The Header/Footer Design Tab will display on the Ribbon
Choose the information that you would like to have in the
header or footer (date, time, page numbers, etc.) or type in
the information you would like to have in the header or
footer
Click the close Header and Footer button when you are
done
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71. Page Formatting (7)
Create a Page Break
To insert a page
break:
Click the Page Layout
Tab on the Ribbon
On the Page Setup
Group, click
the Breaks Drop Down
Menu
Click Page Break

72. Page Formatting (8)
Insert a Cover Page
To insert a cover page:
Click the Insert Tab on
the Ribbon
Click the Cover Page
Button on the Pages
Group
Choose a style for the
cover page

73. Page Formatting (9)
Insert a Blank Page
To insert a blank page:
Click the Insert Tab on the
Ribbon
Click the Blank
Page Button on the Page
Group
A Blank Page will be
inserted at the insertion
point (i.e. where you placed
your cursor)
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Introduction
The easiest way to create a Table of Contents is to
utilize the Heading Styles that you want to include
in the Table of Contents.For example:
Heading 1, Heading 2, etc. based on the content of
your document.When you add or delete
headings from your document, Word updates your
Table of
Contents.Word also updates the page number in
the table of contents when information in the
document is added or deleted. When you create a
Table of Contents, the first thing you want to do is
mark the entries in your document.The Table of
Contents is formatted based on levels of headings.
Level 1 will include any text identified
with the style Heading 1.

75. Table of Contents (2)
Mark Table of Contents Entries
You can mark the Table of Contents entries in one of two ways:
by using built-in heading styles or by marking individual
text entries.
To Use Built-In Heading Styles
Select the text that you wish to be the heading
Click the Home Tab
In the Styles Group, click Heading 1
(or the appropriate heading)
If you don’t see the style you want,
click the arrow to expand the Quick
Styles Gallery
If the style you want does not appear
click Save Selection as New Quick Style
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76. Table of Contents (3)
To Mark Individual Entries:
Select the text you wish to make a heading
Click the References Tab
Click Add Text in the Table of Contents Group
Click the Level that you want to label your
selection

77. Table of Contents (4)
Create a Table of Contents
To create the table of
contents:
Put your cursor in the
document where you
want the Table of
Contents
Click the References Tab
Click the Table of
Contents button

78. Lists
Lists allow you to format and organize text with numbers, bullets, in an
outline.
Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and
outline lists combine numbers and letters depending on the
organization of the list.
To add a list to existing text:
Select the text you wish to make a list
From the Paragraph Group on the Home Tab, Click the Bulleted or
Numbered Lists button
To create a new list:
Place your cursor where you want the list in the document
Click the Bulleted or Numbered Lists button
Begin typing
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79. List (2)
Multilevel or Nested Lists
A multilevel list is list with several levels of indented text. You can pick a
multilevel list style from the gallery, or you can create a new multilevel
list style.
Choose a multilevel list style from the gallery
Click where you want to begin your list.
On the Home tab, in the Paragraph group, click the arrow
next to Multilevel List.
Click a multilevel list style in the gallery of styles.
Type your list. Press the TAB key or SHIFT+TAB to change
levels or Click the Increase or Decrease Indent button
Increase/decrease
indent
Multilevel list
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80. List (3)
Create a new multilevel list style to add to the gallery
If the multilevel list styles in the gallery aren't what you are looking for, you
can create and define a new multilevel list style.
On the Home tab, in the Paragraph group, click the arrow next to
Multilevel List.
Click Define New Multilevel List.
Beginning with level 1, enter your number format, font, and position choices.
Continue to define each level that you want to use in your multilevel list.
Note: When you define a multilevel list style, you can mix numbers and bullets
in the same list. For example, in the Number style for this level box, you can
scroll down and click a bullet style for a particular level.
Click OK.
The multilevel list style that you defined is automatically set as the current
multilevel list style.
Note To move a multilevel item to a different numbering level, select the item,
click the arrow next to Bullets or Numbering in the Paragraph group on the
Home tab, point to Change List Level, and then click the list level to which you
want to move the list item.

81. List (4)
Formatting Lists
The bullet image and numbering format can be changed by
using the Bullets or Numbering dialog box.
Select the entire list to change all the bullets or numbers, or
Place the cursor on one line within the list to change a single
bullet
Right click
Click the arrow next to the bulleted or numbered list and
choose a bullet
or numbering style

82. References and Citations
Word 2007 offers great tools for citing
sources, creating a bibliography, and
managing the sources.
first step to creating a reference list and
citations in a document is to choose the
appropriate style that you will be using for
formatting the citations and references.
Style
To choose a publishing style:
Click the References Tab on the Ribbon
Click the drop down box next to Style in
the Citations & Bibliography Group
Choose the appropriate style.
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83. References and Citations (2)
Citations
To insert a citation in the text
portion of your document:
Click the References Tab on the
Ribbon
Click the Insert Citation Button
on the Citations & Bibliography
Group
If this is a new source, click
New Source
If you have already created this
source, it will in the drop down
list and you can click on it

84. References and Citations (3)
If you are creating a New Source, choose the type of
source (book, article, etc.)
Complete the Create Source Form
If you need additional fields, be sure to click the Show
All
Bibliography Fields check box
Click OK
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85. References and Citations (4)
Placeholders
Placeholders can be utilized when there is a reference to be
cited, but you do not have all of the information on the
source.
To insert a Placeholder:
Click Insert Citation
Click Add New
Placeholder
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86. References and Citations (5)
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6
Manage Sources
Once you have completed a
document you may need to
add or delete sources, modify
existing sources, or complete
the information for the
placeholders. To Manage
Sources:
•Click the References
Tab on the Ribbon
•Click the Manage Sources
Button on the Citations &
Bibliography Group
•From this menu you
can Add, Delete, and Edit
Sources (note, you can
preview the source in the
bottom pane of the window

87. References and Citations (6)
Bibliography
To add a Bibliography to
the document:
Place the cursor in the
document where you want the
bibliography
Click the References Tab on
the Ribbon
Click the Bibliography Button
on the Citations & Bibliography
Group
Choose Insert Built-in
Bibliography/Works
Cited or Insert Bibliography
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88. References and Citations (7)
Insert Footnote
Some types of academic writing utilize footnotes.
To insert a footnote:
Click the References Tab on the Ribbon
Click Insert Footnote (or Insert Endnote depending on
your needs)
Begin typing the footnote

89. Track Changes
Track Changes is a great feature of Word that allows you to
see what changes have been made to a document.
The tools for track changes are found on the Review tab of
the Ribbon.

90. Track Changes (2)
Begin Track Changes
To keep track of the changes you’ll be making to a
document, you must click on Track Changes icon.
To start Tracking Changes:
Click Review Tab on the Ribbon
Click Track Changes
Make the changes to your document and you will see
any
changes you have made.

91. Track Changes (3)
Document Views
There are four ways to view a document after
you have tracked changes:
Final Showing Markup:This shows
the document with the changes displayed
Final:This shows the changed
document, without the changes displayed
Original Showing Markup: The
original document with the changes
displayed
Original: The original document
without any changes.
To change the view, click the appropriate
choice in the Tracking Group of the Review Tab
on the Ribbon.
To change the view, click the appropriate choice
in the Tracking
Group of the Review Tab on the Ribbon.

92. Track Changes (4)
Accept or Reject Changes
When you view the changes
in a document you can either
choose to accept or reject the
changes.This allows you
to review the document by
each change to accept or
reject each change.
Comments
The New Comments icon
also lets you add
comments to the
document. To add
a new comment, put your
cursor where you would
like to add the comment
and click on New
Comment.
Page 92©Digital Bridge Institute,
Abuja

93. Using Mail Merge
Consider a scenario where you are required to
send yearly appraisal of all students to their
respective guardians
These appraisal letters would contain some
text that will remain same for all recipients,
while the information about each student, like
the guardian name, address, and grades, will
change
One way of doing this would be to print the
letters, each time going back to the document
and changing the address. This would require
a lot of time and effort.
Another way is to use The Mail Merge feature of
Word as a solution to this problem.

94. Using Mail Merge (2)
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The Mail Merge process involves taking information from
one document, known as the Data Source, and combining
it with another document, known as the Main Document.
The Data Source can be a Word file, or it can be any other
file created in another application, which contains the
personalized or customized information that changes in
the main document
The main document can contain text that does not change,
and also the Merge Fields
Merge Field Code is a special instruction or a pointer in
the main document where you want information from
the data source to be displayed in your merged
document.
Data Source can be created in external applications like
Microsoft Access, Excel, or Outlook.

95. Using Mail Merge (3)
Sample document with Mail Merge; showing merge
fields
Merge Fields
Standard Information

96. Using Mail Merge (4)
Performing mail merge involves three basic steps:
1.Creating a data source that contains the data for the
merge fields
2.Creating the main document that contains the text of
the letter/document
3.Merging the data source and the main document
Mail Merge Wizard can be used to create different types
of
documents, such as Letters, Labels, etc.

97. Using Mail Merge (5)
Creating Letters Using Mail Merge Wizard
Open a Word document.
Click the Mailings tab
Click Start Mail Merge
Step by Step Mail Merge Wizard
(Mail Merge task pane will be displayed)
The Select document type (step 1)
Letters:
E-mail messages:
Envelopes:
Labels:
Directory:
Click Next: Starting document

98. Page 128
Using Mail Merge (6)
In the Select starting document section,
choose the appropriate option such as
Use the current document: Enables you
to add information that you want to write
to a recipient in the current document
Start from a template:
Enables you to use a predefined
mail merge template
Start from existing document: Enables
you to modify the contents of an existing
document using
Mail Merge wizard.
Select the Use the current document radio
button.
Click the Next: Select recipients
link under Step 2 of 6.

©Digital Bridge Institute, Abuja

99. Using Mail Merge (7)
Select the Type a new list radio
button.
Click the Create link in the Type a
new list section to display the New
Address List dialog box

100. Using Mail Merge (8)
Using the New Address List
dialog box, create the data
source as per your requirements.
Click the New Entry button to
enter information for the next
recipient.
When all the required records are
in place, click the OK button
to close the New Address List
dialog box
This displays the Save Address
List dialog box
Type the name of the file in the
File name text box and click the
Save button to save the address
list

101. Using Mail Merge (9)
All the information that you have
added to the data source
is displayed in the Mail Merge
Recipients dialog box
Click OK button to close the Mail
Merge Recipients dialog
At this point, your data source is
ready and you can proceed to
create the text for your letter and
also specify the placeholders for
merge fields.
Click the Next: Write you letter
under Step 3 of 6 to display the
next screen of the Mail Merge task
pane

102. Using Mail Merge (10)
You can create the text for your
letter and also specify the
placeholders for merge fields
The wizard helps you by
providing various predefined
options like, Address block,
Greeting line and Electronic
postage

103. Using Mail Merge (11)
Click the Address block link in the Write your letter section
to display the Insert Address Block dialog box
Specify the format for the recipient name and check the
Insert company name and Insert postal address check
boxes.
Click the OK button to insert the recipient name, company
name, and postal
address from the address list to your document.

104. Using Mail Merge (12)
Go to the next line by pressing
Enter key. Click the Greeting
line link in the Write your
letter section to display the
Greeting Line dialog box
Select a format for the
greeting line from the
Greeting line format drop-
down list.
Click the OK button to view the
greeting line in the document
Click the Next: Preview your
letters link in the Step 4 of 6
section to display the next screen
of the Mail Merge task pane

105. Using Mail Merge (12)
Click the Next: Complete the merge
link in the Step 5 of 6 section to
display the next screen of the Mail
Merge task pane
In the Merge section, select
one of the following option
links:
Print or Edit individual letters

106. Managing Page Layout
Word provides various page setup options such as
alignment, margins, and orientation to adjust the layout of
the document on a paper
Page setup options include:
Margins: Allows you to change the default page margins
You can set custom margins for a document
In general, margins affect all the pages of a document.
Also, headers and footers are contained in the top
and bottom margins, so make sure you do not
decrease the margins too much or the header and
footer information might not print completely
It’s always a good practice to preview the entire
document before printing if you have adjusted the
margins.

107. Managing Page Layout (2)
Page orientation: Allows you to adjust objects that do not fit the
page
width-wise
Sometimes, you can choose to print the document in landscape
orientation rather than the default portrait orientation
Paper size: Allows you to change the current page size for
printing
purposes
For certain documents, you might need to change the paper size for
printing.
Columns: Allows you to format your page like newspapers,
newsletters, magazines and brochures.
Page break: Allows you to create a new page when there is more
text on a page than the margins can accommodate
When there is more text on a page than the margins, Word creates a
new page by inserting a page break.Word’s page breaks do not always
fall where you want them to in a document, so when you have
completed a long document, you will often need to paginate it manually
by adding page breaks

108. Managing Page Layout (3)

109. Managing Page Layout (4)

110. Printing Documents
To print a document
Click the Office Button  Under Print, Click Print
(Print dialog box displayed)
Select the name of the printer
Select the number of copies.
Select the applicable radio buttons
Click the OK button to Print
& close the Print dialog box

111. References
Advance Digital Appreciation Programme for
Tertiary Institutions (ADAPTI). (2021). Sponsored by
Digital Bridge Institute and Nigerian Communication
Commission
Bucki, L. A., Walenbach, J., Wempen, F., Alexander,
M., Kusleika, D. (2013). Microsoft Office 2013 Bible:
The comprehensive tutorial resources. India: Wiley
India Pvt Ltd.
[email protected]
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112. [email protected]
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