ICDL for Educators Courseware Word Processing Module 3. Read me first

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1 ICDL for Educators Courseware Word Processing Module 3 Read me first The ICDL Qualification The International Computer Driving Licence (or ICDL ) is the worldwide qualification which enables people to demonstrate their competence in computer skills. The ICDL consists of seven module tests, which lead to the qualification. The ECDL Qualification The European Computer Driving Licence qualification is known in Europe. (or ECDL ) is the name by which the ICDL ICDL for Educators Courseware The ICDL for Educators courseware consists of the seven ICDL modules with a specific focus on classroom use, plus additional Pupil Projects. The result is an ICDL experience that is totally in context for schools. The courseware addresses all the skills covered in the International Computer Driving Licence syllabus, therefore on completion of the courseware learners should feel confident to undertake their ICDL qualification. ECDL for Educators Courseware is accredited by the ECDL Foundation Limited. The ECDL Foundation is the global governing body for ECDL and ICDL accreditation. ECDL Version 4 Accredited Courseware European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e-citizen and related logos are trade marks of The European Computer Driving Licence Foundation Limited ( ECDL-F ) in Ireland and other countries. Aston Swann and co is an entity independent of ECDL-F and is not associated with ECDL-F in any manner. This courseware publication may be used to assist candidates to prepare for ECDL/ICDL tests. Neither ECDL-F nor Aston Swann and co warrants that the use of this courseware publication will ensure passing of ECDL/ICDL tests. This courseware publication has been independently reviewed and approved by ECDL-F as complying with the following standard: Technical compliance with the learning objectives of ECDL/ICDL Syllabus Version 4.0. Confirmation of this approval can be obtained by reviewing the Courseware Section of the website The material contained in this courseware publication has not been reviewed for technical accuracy and does not guarantee that candidates will pass ECDL/ICDL tests. Any and all assessment items and/or performance-based exercises contained in this courseware publication relate solely to this publication and do not constitute or imply certification by ECDL-F in respect of ECDL/ICDL tests or any other ECDL-F test. For details on sitting ECDL/ICDL tests and other ECDL-F tests in your country, please contact your country's National ECDL/ICDL designated Licensee or visit ECDL-F s web site at Candidates using this courseware publication must be registered with the National Licensee, before undertaking ECDL/ICDL tests. Without a valid registration, ECDL/ICDL tests cannot be undertaken and no ECDL/ICDL certificate, nor any other form of recognition, can be given to a candidate. Registration should be undertaken with your country's National ECDL/ICDL designated Licensee at any Approved ECDL/ICDL Test Centre. ECDL/ICDL Syllabus Version 4.0 is the official syllabus of the ECDL/ICDL certification programme at the date of approval of this courseware publication Aston Swann 2006 i

2 ICDL for Educators Courseware Word Processing Module 3 The Learning ICDL for Educators Courseware can be delivered as a face-to-face (tutor led) programme, as a self-study option, as workshops; or any combination of these options. ICDL for Educators Courseware can be managed and supported on-line through Managed Learning Environments, Virtual Learning Environments and Virtual School Environments. The Content Module 3: Word Processing The courseware for this module is contained within this workbook The workbook consists of 3 Parts Each Part takes approximately 3 hours to complete Each Part is broken down into Examples The Examples are based on classroom related documents. Each Example is broken down into a series of Exercises The Exercises cover the steps necessary to create the document in the current Example Each Exercise is written in a click-by-click format The Exercises within the workbook cover the full range of the ICDL syllabus skill requirements for this module. It is important that learners complete this module in full, in order to have covered all of the syllabus requirements for Module 1. It is also important to begin with Part 1, and work through to the end of Part 3, as the module builds upon the skills learned in the earlier Exercises. This ECDL Foundation approved courseware product incorporates learning reinforcement exercises. These exercises are included to help the candidate in their training for the ECDL/ICDL. The exercises included in this courseware product are not ECDL/ICDL certification tests, and should not be construed in any way as ECDL/ICDL certification tests. For information about Authorised ECDL/ICDL Test Centres in different National Territories, please refer to the ECDL Foundation website at ii Aston Swann 2006

3 ICDL for Educators Courseware Word Processing Module 3 Opening and Saving Files Some of the Exercises contained within this module require learners to open pre-prepared files, and to save these files and others created during the training into the learner s filing system. The pre-prepared files will initially be contained on a CD. It is the responsibility of the licence holder to provide learners with a CD containing all the pre-prepared files. If this is not practical, it is the responsibility of the licence holder to provide learners with the pre-prepared files electronically (locally, via Intranet or via a secure Internet web site). In this instance, the licence holder should advise learners of the location of the files. The Exercises give click-by-click instructions on how to open the pre-prepared file(s) from the CD, and how to save files to the [My Documents] folder, or another, appropriate folder. If it is not practical to save files to the [My Documents] folder, it is the responsibility of the licence holder to advise learners of the drive, folders and sub-folder(s) in which the files should be saved. Instructions Throughout the courseware, the following methods have been used: Instructions are indicated by a bullet The result of the instruction is a sub-bullet below Exercise information is written without a bullet Additional information is written in italics We use the word Click for a button We use the word Select for a menu We use square brackets to indicate a [button name] and [menu name]. ICDL for Educators courseware is authored by Aston Swann and accredited by the ECDL Foundation Ltd. ICDL for Educators courseware is a part of the ECDL for Educators courseware suite authored by Aston Swann. All rights reserved. V4.XP Please contact us with any queries or feedback about this courseware:- Aston Swann & Co. Suite 1, Aubrey Street, Hereford HR4 0BU, UK T: +44 (0) F: +44 (0) E: ws@educatorsecdl.com W: Aston Swann 2006 iii

4 ICDL for Educators Courseware Word Processing Module 3 This page is left deliberately blank iv Aston Swann 2006

5 Word Processing Part 1 Read me first... i Screen Layout 4 Other Useful Terms and Explanations... 6 Example 1 Getting Started... 9 Exercise 1 Open Microsoft Word... 9 Exercise 2 Select view mode Exercise 3 Modify the toolbar display and display options Example 2 The Amazing Lesson Plan Exercise 4 Enter and change the look of text Exercise 5 Use Clip Art Exercise 6 Create a hyperlink to another Internet site Exercise 7 Create a bulleted list Exercise 8 Save as a document Exercise 9 Create a basic table Exercise 10 Store a frequently used item as an AutoText entry Exercise 11 Insert a page break Exercise 12 Use AutoText Exercise 13 Use the Drawing toolbar to insert text boxes Exercise 14 Use the Drawing toolbar to draw arrows Exercise 15 Check spelling and grammar Exercise 16 Save the updated document Exercise 17 Print the document Exercise 18 Close the document Example 3 A Class Timetable Exercise 19 Create a new document Exercise 20 Change the page layout Exercise 21 Enter and change the look of text in the table Exercise 22 Create a table Exercise 23 Format rows and columns Exercise 24 Merge (or join ) cells Exercise 25 Apply a fill colour or shade cells in a table Exercise 26 Change the paragraph spacing of the table Exercise 27 Use Print Preview Exercise 28 Save the timetable as a template Exercise 29 Use the template Exercise 30 Save as a document file Exercise 31 Close Word Aston Swann

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7 Insertion Point Title Bar Menu Bar Standard Toolbar Formatting Toolbar Horizontal Ruler Vertical Ruler Vertical Scroll Bar Task Pane Close Window Button Navigation buttons Horizontal Scroll Bar View Buttons The Word Screen Aston Swann

8 Screen Layout Title Bar Identifies the application and the name of your current document file. Menu Bar Pull down menus list the commands and options available. Standard Toolbar Provides buttons for most frequently used options The first 14 buttons on the Standard toolbar are the same in all Microsoft Office programs. Formatting Toolbar Contains buttons to change the look of the document text. Available Toolbars Other Toolbars are available click the right mouse button in a toolbar and a list will appear. Point and click the left mouse button to select or deselect toolbars as required. Visible toolbars can be moved to other parts of the page by dragging with the left mouse button. Insertion Point Shows where the next character will appear. Selection Bar An unmarked area in the left margin used for selecting text - eg double click in the left margin to select a paragraph. Document Window Main working area on the screen shows the current document with text and any graphics. 4 Aston Swann 2006

9 The Ruler For changing margins, tabs and indents on documents and tables. Status Bar The area at the bottom of the Word Screen gives details of page number, line and column number and distance from the top of the page. It also provides details on the background activities of automatic document saving and printing. Scroll Bars There are two - a horizontal one just above the Status Bar and one down the right margin - they are used for scrolling through a document. Task Pane Contains options available when carrying out various functions within the document. It can be closed, when not in use, in order to make the visible work area larger. Aston Swann

10 Other Useful Terms and Explanations Paragraph Marks The [Show/Hide] button found on the [Standard] toolbar will display paragraph marks and spaces. These are used to store all formatting instructions in a paragraph such as tabs, margins and indents. It can be helpful to work with them on but, if preferred, they can be turned off by clicking the [Show/Hide] button on the [Standard] tool bar. Press [Enter] on the keyboard To insert a paragraph mark Press the [Backspace] key To remove a paragraph mark left of the cursor Press the [Delete] key To remove a paragraph mark right of the cursor Drag and Drop A way of moving small amounts of text in a document, by highlighting the text and dragging it to a new position using the mouse. Spell Check Word automatically checks the spelling as you type. If a word has a jagged red underline, click the right mouse button over the underlined word, to give a list of alternative spellings or the option to add to the dictionary. Select the correct option by pointing at it with the mouse and clicking the left mouse button. Or use the [Spelling and Grammar] button on the [Standard] toolbar to spellcheck the whole document. 6 Aston Swann 2006

11 Zoom A way of changing the page magnification. Either Click on the arrow to the right of the [Zoom] box on the [Standard] toolbar. Or From the [Menu] bar, select [View] [Zoom] to open the Zoom dialog box. Page Views You can view your Word document on screen in a number of different ways. The various views will be covered in the following exercises. Case changes Press the [Caps Lock] key on the keyboard To type in UPPER CASE Press the [Caps Lock][ key on the keyboard a second time To type in lower case Click and drag to select some text Either Whilst holding down the [Shift] key, press [F3] key on the keyboard Each time you press the [F3] key again the case toggles between Initial Capitals, CAPITALS and lower case great if you need to change the case of a large selection of text! Or From the menu bar, select [Format] [Change Case ] To open the Change Case dialog box, giving all the case options available for your highlighted text Aston Swann

12 Dialog box A window, giving options to select, relating to a required action. A typical example is the Print dialog box. From the Menu Bar selecting [File] [Print ] will display the Print dialog box. This gives you options to choose how and where you want your document printed. Other dialog boxes give you similar task related options 8 Aston Swann 2006

13 Example 1 Getting Started Exercise 1 Open Microsoft Word From the Task Bar at the bottom of the screen, click the [Start] button Select [All Programs] [Microsoft Word] Microsoft Word will open, with a new, blank document on screen The [New Document] Task Pane may open at the right of the screen If the Task Pane opens, click the left mouse button on the [New Document] Task Pane [Close] button To close the Task Pane To enlarge the visible work area of the new document. Tip: You can open the Task Pane again at any time by selecting [View] [Task Pane] from the Menu Bar. Aston Swann

14 Exercise 2 Select view mode There are several views available which alter the way your document looks on the screen. For this exercise we are going to use the [Print Layout] view, which will display the document on screen as it will look if printed out. From the Menu Bar, select [View] [Print Layout] The document will be displayed on screen, laid out as it would look if printed out Tip Either Select the [View] menu and choose from [Normal], [Web Layout], [Print Layout] and [Outline]. Or Click the view buttons in the bottom left corner of the screen. Select each one in turn To see how it affects the look of your screen When you have finished make sure you reselect [Print Layout] 10 Aston Swann 2006

15 Exercise 3 Modify the toolbar display and display options Several toolbars are displayed on screen when Word is opened. These provide a quick way to access common functions using the mouse. Some toolbars open at the top or bottom of the screen, others are floating and contained within their own window on screen. Some toolbars will open, as required, when certain functions are being carried out (for example, the Picture toolbar will usually open when a picture is selected on screen). Others can be opened and closed by the user in order to display those buttons needed at any time. To open or close a toolbar: From the Menu Bar, select [View] [Toolbars] A list of the available toolbars will be displayed Those toolbars that are currently open on screen will have a tick next to them Clicking on one of these toolbars will close it Those toolbars available but not currently displayed on screen will not have a tick next to them Clicking on one of these toolbars will open it onto the screen Ensure that the following toolbars are open: Standard Formatting Drawing Aston Swann

16 To modify the display options: Often the Standard and Formatting toolbars are shown next to each other on a single line. When displayed in this way, several of the available buttons are not shown on the screen. To ensure that the Standard and Formatting toolbars are shown fully on two lines: From the Menu Bar, select [View] [Toolbars][Customize ] The Customize dialog box will open Select the [Options] tab Point and click in the white boxes to select or deselect options as necessary To select the options as shown in the diagram below Click on the [Close] button To close the Customize dialog box 12 Aston Swann 2006

17 The Drawing Canvas Within Microsoft Word, when you add a drawing object to a document, it is by default placed within a drawing canvas. The drawing canvas is designed to keep drawing objects, pictures, etc together, and to assist with organising them on the page. When you are not working with multiple drawing objects, you may find it easier to turn off the drawing canvas, and to deal with each drawing object independently. All the exercises within this courseware assume that the drawing canvas has been turned off; therefore the following exercise will ensure that this has been done. From the Menu bar select [Tools] [Options ] To open the Options dialog box Select the [General] tab and make sure that the field [Automatically create drawing canvas when inserting AutoShapes] is NOT ticked To ensure this function is turned off. Click on [OK] To close the Options dialog box Aston Swann

18 Example 2 The Amazing Lesson Plan This example creates a lesson plan document, containing many of the features necessary if presenting a lesson on mazes. The content of the lesson plan can be easily changed, to substitute the necessary detail for any other lesson. The Amazing Lesson! Teacher Preparation: Resource site: Class activity: Explain what a maze is Talk about any local or well-known mazes Show examples of simple mazes and mazes in nature Small group activity: Encourage the students to create their own mazes Draw the initial design or trace it with your finger in a sand tray Using a range of media from string and plasticine to Lego etc Small group activity: Create a table of LOGO instructions Write a programme to direct the robot around the maze What do you want it to do? Move Forwards Move Backwards Turn Left Turn Right Instructions to type... Unscramble the tiles to reveal an important message (You have been given the first one) 14 Aston Swann 2006

19 Exercise 4 Enter and change the look of text On the Formatting toolbar, click the [Center] button To centre the heading as you type Type in the heading The Amazing Lesson! Move the mouse pointer to the beginning of the text you have just typed Hold down the left mouse button and drag the mouse across the words in the heading To highlight the heading On the Formatting toolbar, click the drop down arrow to the right of the [Font Size] button and, from the drop down menu, select [14] To make the heading a larger size On the Formatting toolbar, click on the [Bold] button To make this text stand out Press [Control End] on the keyboard To move to the end of the document Aston Swann

20 Tip: In this exercise we have selected the sentence containing the heading. Quick ways to highlight other data in your document are as follows: Character Word Several words Sentence Line Paragraph Entire document Click and drag across the character(s). Double click somewhere over the top of the word. Click somewhere in the middle of the first word you wish to highlight and drag the cursor to the middle of the last word you wish to highlight. Word automatically highlights the entire words contained within the selected area. Click and drag the cursor from one end of the sentence to the other. Move the mouse pointer into the left margin until it changes to a white right facing arrow. Click in the left margin. Triple click somewhere in the paragraph. or Move the mouse pointer into the left margin until it changes to a white right facing arrow. Then double click in the left margin. Press [Ctrl] + [a] on the keyboard Or Move the mouse pointer into the left margin until it changes to a white right facing arrow. Then triple click in the left margin. 16 Aston Swann 2006

21 Exercise 5 Use Clip Art In this exercise you will be shown how to search for Clip Art, then insert and manipulate it in your document. The first part of the exercise will look for Clip Art that is currently available to you. As a default, a search for Clip Art will only look in the folders you have access to on your computer. If, however, your computer has an always on Internet connection, or you are already connected to the Internet at the time, the search will default to include the online Microsoft Office Design Gallery. You will then be shown how to download Clip Art images from the Internet. This will store them in your Microsoft Clip Organiser for use any time in the future. To search for Clip Art The amount of Clip Art available to you depends upon how much was included when your copy of Microsoft Office was loaded. Consequently, the search specifically for mazes may not return any results on some computers. To search for mazes : From the Menu Bar, click on [Insert] [Picture] [Clip Art ] The [Insert Clip Art] Task Pane will open In the [Search Text:] field type mazes Click on the [Search] button To search for Clip Art relating to mazes To open the Insert Clip Art Task Pane [Results] page To view the available Clip Art Aston Swann

22 If no results are found: Click on the [Modify] button To return to the Insert Clip Art Task Pane [Search For] page. In the [Search Text:] field delete mazes and click on the [Search] button To search for all Clip Art currently available to you To open the Insert Clip Art Task Pane [Results] page Tip Click on the Insert Clip Art Task Pane [Show / Hide] button to increase/decrease the size of the [Insert Clip Art][Results] Task Pane Use the Scroll Bar to the right of the Task Pane to see more of the available Clip Art. 18 Aston Swann 2006

23 If you are already attached to the Internet, the initial search will also look in the Microsoft Office Design gallery for Clip Art relating to mazes. The result may then include some Clips from the Internet. Clip Art from the Internet is indicated by a small web icon at the bottom left of the Clip. Aston Swann

24 After finding some Clip Art: Find a picture you want to use and move the mouse pointer over it To see an arrow appear to the right of it. Either Click on the arrow To see the drop down menu showing options for that picture. Select [Insert] from the drop down menu Or Click on the picture To insert the picture in your document Tip: Some pictures may not be available on your computer, in which case a dialog box will appear asking for a disk to be inserted. If you do not have access to the disk requested, select another picture until you find one that is available. Pictures shown at the top of the Task Pane are more likely to be on your computer. If you can t find one that s suitable, just pick one to use here. In the next exercise, we will search the Internet for Clip Art you are sure to find what you want there! 20 Aston Swann 2006

25 On the [Insert Clip Art] Task Pane, click the [Close] button To close the [Insert Clip Art] Task Pane Tip: To delete a picture, image or chart Click on the object To select it Press the [Delete] key on the keyboard To delete the selected object Aston Swann

26 To manipulate ClipArt Click the left mouse button on the picture To select it Move the mouse pointer over one of the corner selection handles The mouse pointer will turn to a double ended diagonal arrow Click and hold down the left mouse button and drag the mouse To make the picture the size you want Tip: Selecting a corner handle on a picture will maintain its height / width ratio. Selecting a side handle will stretch or compress only that dimension, so altering the height / width ratio. If the Picture toolbar does not open automatically when your picture is selected: From the Menu Bar select [View] [Toolbars] [Picture] To view the Picture toolbar on screen On the Picture toolbar, click on the [Text Wrapping] button From the drop down menu select [Square] To be able to position text to the left and right of the picture. Move the mouse to the middle of the picture The mouse pointer will change to a cross with arrows Click and drag the mouse To move the picture to the correct position on the page Tip: Click and drag the resizing handles on a picture, image or chart To resize that object Click and drag using the cross with arrows on a picture, image or chart To move that object 22 Aston Swann 2006

27 Download online ClipArt From the Menu Bar, click on [Insert] [Picture] [Clip Art ] The [Insert Clip Art] Task Pane will open Near the bottom of the Task Pane in the [See also] section, click on the [Clips Online] link To open your Internet browser and go online (You may be asked for your Internet username and password in order to log on to the Internet) This link will take you directly to the Microsoft Office Online Clip Art Internet page From the [Search] list select [Clip art] Type maze into the white search box Click [Go] To search for ClipArt with that keyword Tick the selection box underneath the clip you wish to download Click the [Download item] link in the [Review] basket section on the left of the screen You may be prompted to [Accept] the terms of use at this stage To view the Download screen Aston Swann

28 Click the [Download Now] button To download the file To view the Microsoft Clip Organizer dialog box To insert a downloaded clip The Microsoft Clip Organizer dialog box will be showing your downloaded clip. Click on the arrow to the side of your picture To see the drop down menu of options available for this picture From the drop down menu select [Copy] To copy the picture to the clipboard. Click onto your Word document To select it From the Menu Bar select [Edit] [Paste] To paste the picture onto your document [Close] the Microsoft Clip Organizer dialog box [Close] the Microsoft Office Online Clip Art page (If necessary, ensure that you have logged off from the Internet) 24 Aston Swann 2006

29 Format Clip Art Use the skills you learnt in the previous exercise to format and manipulate this picture. If you could not find a suitable picture on your hard drive for the previous exercise, you could delete the picture you used by selecting it and pressing the [Delete] button on your keyboard. Then, download another from the Internet Size and position both of the inserted clips To sit alongside each other Double click at the left margin underneath the graphics To type your next entry. [Close] the Insert Clip art Task Pane Tip: If you had been connected to the Internet when commencing Exercise 5 and had typed mazes in the [Search text:] field, that search would automatically have included the online search. Aston Swann

30 Exercise 6 Create a hyperlink to another Internet site In [Bold], type the heading Teacher Preparation: Ensure that [Bold] has been turned off and press [Enter] To move down a line Type Resource site:, followed by a space Type the mazes web site address EXACTLY as shown below: When you press the space bar after completing this information, Word will automatically create a link to the maze web page. The link will be underlined, and will probably be shown in blue. If the mouse pointer is moved over the link, a message will appear regarding the link. Holding down the [Ctrl] key and clicking the mouse at this point will cause Word to try to open your Internet browser and find the maze web page. Press [Enter] twice To leave an extra line space before the next heading 26 Aston Swann 2006

31 Exercise 7 Create a bulleted list Create a bulleted list to show both class and individual activities In [Bold] type the heading Class activity: Ensure that [Bold] has been turned off and press [Enter] To move down a line On the Formatting toolbar, press the [Bullets] button To turn on bullet points Type in the activity details Press [Enter] To move down to the next line, repeating the bullet character Type in the other bullet points for this activity When the last bullet point has been input, press [Enter] twice To move to a new paragraph To turn off bullet points Tip: When in a bulleted list, hold down the [Shift] key on the keyboard and press [Enter] To insert a line break To create a new line without a bullet Press the [Backspace] or [Delete] keys on the keyboard To delete a bullet or numbered point Use the same techniques with the [Numbering] button to add/remove a numbered list Aston Swann

32 In [Bold] type the heading Small group activity: Ensure that [Bold] has been turned off and press [Enter] On the Formatting toolbar, press the [Bullets] button To turn on bullet points Type in the activity details and press [Enter] To move down to the next line, keeping the bullet character Type in the rest of the bullet points for this activity When the last bullet point has been input, press [Enter] twice To move to a new paragraph To turn off bullet points 28 Aston Swann 2006

33 Copy and Paste entries Highlight the heading Small group activity Either From the Menu Bar, select [Edit] [Copy] Or On the Standard toolbar click the [Copy] button To copy this heading to the Windows clipboard Click at the end of your document Where you wish the second Small group activity heading to be entered Either From the Menu Bar, select [Edit] [Paste] Or On the Standard toolbar, click the [Paste] button To paste a copy of the heading into the document Enter the bullet points for the rest of the activity list When the last bullet point has been input, press [Enter] twice To move to a new paragraph To turn off bullet points Aston Swann

34 Move and Paste entries Rather than taking a copy of an entry, and pasting it into an additional location in your document, it is sometimes necessary to move the entry to a different position. This can be done by cutting and pasting the entry. Highlight the second Small group activity heading, plus the bullet points that follow this heading, plus the blank line below the final bullet point This is the heading an d activity details that you wish to move Either From the Menu Bar, select [Edit] [Cut] Or On the Standard toolbar click the [Cut] button To remove the highlighted heading and activity details from their current location in the document To place the heading and activity details on the Windows clipboard Click at the beginning of the first Small group activity heading Either From the Menu Bar, select [Edit] [Paste] Or On the Standard toolbar, click the [Paste] button To move the heading and activity details before the other Small group activity heading and activity details in the document On the keyboard, press [Control End] To move to the end of the document 30 Aston Swann 2006

35 Exercise 8 Save as a document From the Menu Bar, click on [File] [Save As ] To open the Save As dialog box Type in an appropriate name for the document The File Name: field will already be highlighted, ready for you to type in the name you wish to use Either Click the [My Documents] button down the left of the Save As dialog box To select the [My Documents] folder in the [Save in:] field Or Click on the drop down arrow to the right of the [Save in:] field To view the available drives and folders Select the drive, folder (and subfolder) in which you wish to store the document Click on the [Save] button To save the file in the selected folder Aston Swann

36 Exercise 9 Create a basic table Either From the Menu Bar select [Table] [Insert] [Table] The Insert Table dialog box will open Select [2] columns Select [1] row Click [OK] Or On the Standard toolbar, click and hold the left mouse button over the [Insert Table] button Drag the mouse along the grid that appears To highlight a 1 x 2 table Release the mouse To insert the table in your document The cursor will be flashing in the 1 st cell of the table. Type What do you want it to do? Press the [Tab] key on the keyboard To move to the next cell Type Instructions to type Press the [Tab] key again To insert a 2 nd row Continue entering the instructions in each cell Do the same for all five rows, as shown at the beginning of this Example 32 Aston Swann 2006

37 Change the look of tables Move the mouse above the top line of the left hand column in the table until the mouse pointer changes to a small, thick, downward facing black arrow Click the left mouse button To select this column To select the cells you wish to format Click and hold the left mouse button and drag it across the top of both columns To highlight both columns On the Formatting toolbar, click the drop down arrow to the right of the [Font] button and select [Comic Sans MS] Change the [Font Size] to [14] On the Formatting toolbar, click the drop down arrow to the right of the [Borders] button Select the borders you would like round your table Size columns or rows Hold the mouse cursor over a border line The mouse becomes a divided double-headed arrow Click and hold the left mouse button and drag to size the column or row Aston Swann

38 Exercise 10 Store a frequently used item as an AutoText entry AutoText offers a way to store and quickly insert text, graphics and tables that you use frequently. Click anywhere in your table From the Menu bar, select [Table] [Select] [Table] To highlight the entire table From the Menu Bar, select [Insert] [AutoText] [New] Type in the name LOGO Click [OK] The LOGO table is now stored as an AutoText entry 34 Aston Swann 2006

39 Exercise 11 Insert a page break You can insert a new page into your document by inserting a page break. Click under your table Hold down the [Ctrl] key on the keyboard and press the [Enter] key once To automatically insert a page break Tip: Hold down the [Shift] key on the keyboard and press the [Enter] key once To automatically insert a line break (a line break allows you to move down a line whilst keeping the text and space formatting with the paragraph) Use the [Show/Hide] paragraph markers button on the [Standard] toolbar To see where your page breaks and line breaks are Use the [Backspace] or [Delete] key on the keyboard to remove breaks. Aston Swann

40 Exercise 12 Use AutoText This will insert the AutoText entry onto the new page in your document. At the top of your new page, type LOGO As you finish typing the fourth character an AutoText prompt appears Either Press [Enter] To accept and insert the entry Or Carry on typing To ignore the entry 36 Aston Swann 2006

41 Exercise 13 Use the Drawing toolbar to insert text boxes This Exercise will insert the Unscramble the tiles text and text boxes at the end of Page 2 of your document. The text and text boxes are shown at the bottom of Page 1 in the example on page 14. First type Unscramble the tiles to reveal an important message Click on the [Text Box] button on the Drawing toolbar Move the mouse pointer over the end of the document The mouse pointer will change to a cross Click and drag the left mouse button To draw a text box Type the appropriate letters and spaces into the text box As shown at the beginning of this Example Click round the outside of the text box To select it Click and drag the selection handles around the text box To make it the required size and shape Click on the outside of the text box To select it Use the Formatting toolbar To change the [Font] in the text box to [Comic Sans MS] To change the [Font Size] within the text box to [14] If necessary, use the [Line Color] and [Fill Color] buttons on the Drawing toolbar To change the look of the text box NO Aston Swann

42 Copy and Paste the text box From the Menu Bar, use [Edit] [Copy] To copy the text box, Click away from the text box, then use [Edit] [Paste] 6 times To insert 6 copies of the text box into the document Drag each box to the correct position alongside the first box NO NO NO NO NO NO NO Click inside each text box in turn To change the letters as necessary NO TRY O G T T T! LOS ET [Edit] [Paste] the text box 7 more times Line them up below the first set of boxes Ready for the unscrambled message Delete the text from all but the 2 nd text box in this row NO TRY O G T T T! LOS ET NO Tip: Using [Edit] [Cut] instead of [Edit] [Copy] would move the selected text box to wherever you pasted it in, rather than copying it. [Cut], [Copy] and [Paste] can be used to duplicate and move text, pictures, images and charts within and between documents. 38 Aston Swann 2006

43 Exercise 14 Use the Drawing toolbar to draw arrows Click on the [Arrow] button on the Drawing toolbar Move the mouse pointer over the 1 st text box in the scrambled line Click and drag the left mouse button to the 2 nd text box on the unscrambled line To see the mouse pointer change to a cross To draw an arrow between the 2 boxes If necessary, use the [Line Style] and [Arrow Style] buttons on the Drawing toolbar To change the look of the arrow NO TRY O G T T T! LOS ET NO Aston Swann

44 Exercise 15 Check spelling and grammar If you type text not included in the Word dictionary: A red wavy underline appears beneath the mis-spelt word A green wavy underline appears beneath incorrect grammar Click the right mouse button over a red or green wavy underlined word To see a list of alternatives Click on a word from the list To replace the incorrect text with the alternative To spell and grammar check the whole document: Press [Control Home] To return to the beginning of the document Click the [Spelling and Grammar] button on the Standard toolbar The Spelling and Grammar dialog box will open Options available: Click on [Ignore Once] To retain your current spelling/grammar in this instance Click on [Ignore All] To retain all instances of your spelling of this word in the document Click on [Add to Dictionary] To add your spelling to the Word dictionary Click on [Change] To change the spelling of this word in the document to the suggested amendment Click on [Change All] To change the spelling of all instances of this word in the document to the suggested amendment Click on [Delete] To delete a repeated (duplicated) word in a sentence 40 Aston Swann 2006

45 Continue until the spelling and grammar check is complete The Spelling Spelling and Grammar dialog box The Grammar Spelling and Grammar dialog box Exercise 16 Save the updated document From the Menu Bar, click on [File] [Save] Your document will be updated in the folder and file that you specified when you originally saved it, to reflect the changes and additions you have made. Aston Swann

46 Exercise 17 Print the document From the Menu Bar, click on [File] [Print] The Print dialog box will open In the Print dialog box, select the appropriate printer from the drop down list in the [Name:] field In the [Page range] section, select [All] To print the entire document Ensure the [Number of copies:] is set to [1] To print one copy of the document In the [Print what:] field, select [Document] To print the document text In the [Print:] field, select [All pages in range] To print every page in the entire document (The alternative is to only print Odd or Even pages) Click on OK To print one copy of the document to the selected printer 42 Aston Swann 2006

47 Exercise 18 Close the document From the Menu Bar, click on [File] [Close] To close this document To leave Word open on screen, ready to edit another document Aston Swann

48 Example 3 A Class Timetable Timetable for Mon Tue Wed Thur Fri Period 1 Period 2 BREAK Period 3 Period 4 LUNCH Period 5 Period 6 BREAK Period 7 Period 8 Insert your name at the end of the title, and then fill in your own personal timetable in the table above 44 Aston Swann 2006

49 Create a class timetable This example will create a blank timetable document that can be saved as a template. When printed, a copy can be given to each student to write in details of their own timetable. Alternatively each student can create their own file from the template and electronically fill in their individual timetable before saving the document under their own name as part of their IT syllabus. Exercise 19 Create a new document Click the [New Blank Document] button on the Standard toolbar A new document will open, containing all the default settings required for each document you create Aston Swann

50 Exercise 20 Change the page layout This will change the page layout from portrait to landscape. From the Menu Bar, select [File] [Page Setup] Click on the [Margins] tab across the top of the dialog box Select the [Landscape] option in the Orientation section Click on OK To change the orientation to landscape To close the Page Setup dialog box 46 Aston Swann 2006

51 Tip: The [Paper size:] can also be set from the Page Setup dialog box. As can be seen from the diagram above, the Page Setup dialog box allows you to specify exactly how big you wish the [Top:], [Bottom:], [Left:] and [Right:] margins to be for the document. The [Gutter:] is used to provide an extra area of white space if the document is going to be hole-punched. Options for documents containing multiple pages are found in the drop down menu in the [Pages] Section. These include:- [Mirror margins], used when the document is to be printed on both sides of the page (For example, to be bound in a booklet). [2 pages per sheet] prints 2 copies of each document on each sheet of paper. Header and Footer options are found on the [Layout] tab. [Header:] and [Footer:] margins are contained within the normal margins. Aston Swann

52 Exercise 21 Enter and change the look of text in the table On the Formatting toolbar, click the [Center] button To centre the heading as you type Type in the heading Timetable for and press [Enter] Drag the mouse over the words in the headings To highlight them all Using the Formatting toolbar, click the drop down arrow to the right of the [Font] button To select a different font for the heading Click the drop down arrow to the right of the [Font Size] button To select a larger size for this font Click the [Bold] button on the Formatting toolbar To make this text stand out Press [Control End] from the keyboard To move to the end of the document Press [Enter] on the keyboard twice To move down two lines On the Formatting toolbar, click the [Align Left ] button To align further text with the left margin 48 Aston Swann 2006

53 Exercise 22 Create a table On the Standard toolbar click and hold the left mouse button over the [Insert Table] button Drag the mouse along and down the grid that appears To highlight a 12 x 6 table (This is a table with 12 rows and 6 columns) Release the mouse To insert the table in your document The cursor will be flashing in the 1 st cell of the table Press the [Tab] key on the keyboard To move to the next cell Type Mon, then press [Tab] again To move to the next cell Type Tue Continue for the rest of the days of the week At the end of the 1 st row, press [Tab] again To move to the first cell of the 2 nd row Type Period 1 Use the [down arrow] on the keyboard To move down the rows in the 1 st column Insert all the period numbers in this way Remember to leave blank cells for the break and lunch periods Aston Swann

54 Exercise 23 Format rows and columns To select and format a row Position the mouse pointer in the margin to the left hand side of row 1 The mouse pointer will change to a white right facing arrow Click the left mouse button To select all of row 1 Use the Formatting toolbar make the [Font] larger and [Bold] Select the [Center] button To centre each day in its cell To select and format a column Position the mouse above the top line of column 1 The mouse pointer will change to a small, thick, downward facing black arrow [ ] Click the left mouse button To select all of column 1 Use the Formatting toolbar to make the [Font] larger and [Bold] in column 1 Select the [Align Right] button to line up all the Period details on the right side of column 1 50 Aston Swann 2006

55 Tip: Click into the table Select the [Table] menu and [Select] To select the whole table, column, row or cell Aston Swann

56 Exercise 24 Merge (or join ) cells Move the mouse pointer into the margin outside the left hand side of row 4 The pointer will change to a white right facing arrow Click the left mouse button To select all of row 4 On the Standard toolbar click the [Tables and Borders] button To open the Tables and Borders toolbar Select the [Merge Cells] button To join the cells together Type the word BREAK Merge the cells in row 7 with the [Merge Cells] button Type the word LUNCH Merge the cells in row 10 with the [Merge Cells] button Type the word BREAK Use the [Centre], [Bold] and [Font] buttons To format the text for rows 4, 7 and10 52 Aston Swann 2006

57 Exercise 25 Apply a fill colour or shade cells in a table Select row 4, the BREAK period If the Tables and Borders toolbar is not open on screen, select the [Tables and Borders] button on the Standard toolbar To open the Tables and Borders toolbar Select the drop down arrow to the right of the [Shading Colour] button Select a light colour To shade the background of all the highlighted cells Use the [Shading Colour] button To apply the same fill colour to row 7 and row 10 Aston Swann

58 Exercise 26 Change the paragraph spacing of the table Move the mouse pointer into the margin outside the left hand side of row 1 The mouse pointer will change to a white right facing arrow Click and hold the left mouse button and drag it down the left hand margin To highlight the entire table From the Menu Bar, click [Format] [Paragraph] On the [Indents and Spacing] tab, change the [Before:] and [After:] spacing to [6 pt] To add spacing before and after the text in each of the rows To make the table deeper Click on OK Check spelling and grammar Press [Control Home] To return to the beginning of the document Use the [Spelling and Grammar] button on the Standard toolbar To spellcheck the document 54 Aston Swann 2006

59 Exercise 27 Use Print Preview On the Standard toolbar click on the [Print Preview] button To view and position the table on the page Adjust page margins Move the mouse over the Top and Bottom margins on the vertical format ruler Click and drag the margins up or down To move the table vertically on the page Move the mouse over the Left and Right margins on the horizontal format ruler Click and drag the margins left or right To move the table horizontally on the page Aston Swann

60 Print the document From the Menu Bar, click on [File] [Print] In the Print dialog box, select the appropriate printer from the drop down list in the [Name:] field In the Page range section, select [All] To print the entire document Ensure the [Number of copies:] is set to [1] To print one copy of the document In the [Print what:] field, select [Document] To print the document text In the [Print:] field, select [All pages in range] To print every page in the entire document (The alternative is to only print Odd or Even pages) Click on OK To print one copy of the document to the selected printer 56 Aston Swann 2006

61 Exercise 28 Save the timetable as a template From the Menu Bar, click on [File] [Save As ] The Save As dialog box will open In the Save As dialog box, type in a suitable name for the template Click the drop down arrow to the right of the [Save as type:] field Select [Document template] The [Templates] folder will automatically be selected in the [Save in] box Click on [Save] To save the template Tip: To create a new folder: Select the [Create New Folder] button on the Template toolbar From the menu bar, select [File], [Close] To close the template document Aston Swann

62 Tip: It is possible to save Word files under other names and in other formats using the Save As dialogue box. Typical examples of other file types are: File Type Web page Various text formats Previous Word versions WordPerfect file Template Use of File A Word document that will open in a web browser eg.html (HyperText Markup Language). A text document that can be read by many other programs eg.rtf (Rich Text Format). A Word document that can be read by older versions of Word eg Word & 6.0/95. A document that can be read by the WordPerfect program eg.wpd. A master document, from which a new document is created each time you require a copy of it using the preset document layout eg.dot. 58 Aston Swann 2006

63 Exercise 29 Use the template From the Menu Bar, click on [File] [New] The New Document Task Pane will open From the Task Pane [New from template] section click on [General Templates] The Templates dialog box will open Click on the appropriate tab along the top of the dialog box To select the folder in which the template was placed Either Double click over the icon for this template Or Click once Select OK from the bottom of the dialog box A copy of the template will be opened onscreen as a new document file Complete the relevant timetable details Aston Swann

64 Exercise 30 Save as a document file Either From the Menu Bar select [File] [Save] Or On the Standard toolbar click the [Save] icon The Save As dialog box will open Type in an appropriate name for the document The [File Name:] field will already be highlighted, ready for you to type in the name you wish to use Either Click the [My Documents] button down the left of the Save As dialog box To select the [My Documents] folder in the [Save in:] field Or Click on the drop down arrow to the right of the [Save in:] field To view the available drives and folders Select the drive, folder (and subfolder) in which you wish to store the document Click on the [Save] button To save the file in the selected folder 60 Aston Swann 2006

65 Exercise 31 Close Word From the Menu Bar, click on [File] [Exit] To close down Word as well as this document. Alternatively, clicking the [Close] button at the top right of the screen will close the document and, if this is the only Word document you have open, will also close down Word. Aston Swann

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