learner workbook i ms word - online academy · workbook | microsoft word basic |...

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2 Workbook | Microsoft Word Basic | onlineacademy.co.za

MODULE 01

GETTING STARTED WITH MS WORD

You’ve just taken a job as an assistant to a manager. Your boss has recently installed Microsoft Office, and you want to get up to speed with it immediately, so you decide to take the time to familiarize yourself with the application window.

1. Explore the ribbon.

• On the Start page, select the available Word version.

• Select the Blank document template. A new blank document opens with the Home tab selected.

• Examine the groups on the Home tab of the ribbon. Note that they include the Clipboard, Font, Paragraph, Styles, and Editing groups.

• Activate the tabs to the right of the Home tab and explore the groups on each tab.

2. Explore the Backstage View.

• Select the File tab.

• Observe the tabs available.

• In the right-hand pane, observe the information about Document1.

• Select the Back button to close the Backstage View.

Workbook | Microsoft Word Basic | onlineacademy.co.za 3

MODULE 01


You think it’s important to send a welcome letter to new members of the company. Because one doesn’t yet exist, you decide to create it.

1. Create a new document.

• Start Microsoft Word

• On the File tab, select New to open the Templates gallery.

• In the gallery, select Blank document to create the new document.

2. Enter text.

• At the current insertion point, type Welcome to the [Company Name]! and press Enter.

• Type: Our current monthly newsletter is enclosed. It’s packed with company information, advice articles and basic events news.

• Observe that the text automatically wraps to the next line.

3. Verify that AutoCorrect is working.

• Press the Spacebar and type Teh.

• Press the Spacebar again to allow AutoCorrect to correct the misspelled word to The.

• Position the mouse pointer below the corrected word to display the AutoCorrect Options button.

4. Save the document for the first time.

• Select File → Save As.

• Browse your computer and navigate to a designation for the document.

• In the File name text box, type: Welcome Letter.

• Observe that the default file type is Word Document.

• Select Save.

MODULE 01



MODULE 01

REFLECT 01

1. What will you use Word for in your workplace?

2. How often would you need to use the Word application in your workplace?


MODULE 01

REFLECT 02

1. How do the default typing options in Word help you when creating documents?

2. Would you prefer working with or without Formatting marks?


MODULE 02

NAVIGATE, SELECT AND EDIT TEXT

In this exercise, you’ll create a blank document, enter text, and save the document in a folder that you create.

1. Start a new document.

• Start Word and then double-click the Blank document thumbnail in the right pane of the Start screen to create a blank document temporarily named Document1.

2. Enter text.

• With the cursor at the beginning of the new document, enter Parks Appreciation Day, and then press the Enter key to create a new paragraph.

• Enter Help beautify our city by participating in the annual clean-up of Log Drift Park, Swamp Creek Park, and Tall Tree Park. Volunteers will receive a free T-shirt and barbeque lunch. Bring your own gardening tools and gloves, and be ready to have fun! Notice that you did not need to press Enter when the cursor reached the right margin, because the text automatically wrapped to the next line.

3. Save the new document.

• On the Quick Access Toolbar, click the Save button to display the Save As page of the Backstage view. In the Places list, click the place where you want to save the document. Then in the right pane, click the Browse button to open the Save As dialog box. Notice that Word suggests the file name Parks Appreciation Day based on the current file content.

• In the Save As dialog box, on the toolbar, click the New folder button to create a new folder. With the folder name selected for editing, enter My New Documents, and then press Enter once to save the folder name and once to open the folder.

• In the File name box, click anywhere in Parks Appreciation Day to select it, and then replace the suggested name by typing My Announcement.

• Click Save to close the dialog box and save the My Announcement document in the My New Documents folder. Notice that the new file name appears on the program window’s title bar.


1. Find and Replace Text.

• On the Home tab, in the Editing group, choose Replace.

• In the Find what box, type the text that you want to search for and replace.

• In the Replace with box, type the replacement text.

2. Choose Find Next, and then do one of the following:

• Replace the highlighted text, click Replace.

• Replace all instances of the text in your document, click Replace All.

• Skip this instance of the text and proceed to the next instance, click Find Next.

MODULE 02

NAVIGATE, SELECT AND EDIT TEXT


MODULE 02

REFLECT 01

1. Evaluate the version of Word which you are currently using in the workplace.

2. Which navigation option would you deem most helpful: Scrollbar or Keyboard?


MODULE 02

REFLECT 02

1. What Word components do you think you’ll use most often when searching for and editing text in your documents?

2. In what way will the editing techniques in Word help you work more effectively?


MODULE 03

FORMATTING TEXT AND PARAGRAPHS

1. Create a bulleted list.

• Position the cursor where you want to insert the bullet list.

• Either click on the bullet button or click Format and then “Bullets and Numbering ...”

• If successful, you should have a bullet.

• Type any text and press enter to start the next bullet. To end the bullet list, press enter twice.

2. Create a numbered list.

• Position the cursor where you want to insert the number list.

• Either click on the number button or click Format and then “Bullets and Numbering ...”

• If successful, you should have a number one.

• Type any text and press enter to start the next bullet. To end the bullet list, press enter twice.


MODULE 03


Add a Page Border to a Word Document.

1. To add a page border, put the cursor at the beginning of your document or at the beginning of an existing section in your document. Then, click the ‘Design’ tab.

2. In the ‘Page Background’ section of the ‘Design’ tab, click ‘Page Borders’.

3. The ‘Borders and Shading’ dialog box displays. On the ‘Page Border’ tab, select the type of border under ‘Setting’. Then, select the ‘Style’, ‘Color’, and ‘Width’ of the line in the center section of the dialog box.

4. A preview displays on the right side. If you don’t want borders on all sides of the page, click the side on the preview where you want to remove the border.

5. Select an option from the ‘Apply to’ drop-down list to apply the border to pages in the ‘Whole document’, just ‘This section’, ‘This section – First page only’, or ‘This section – All except first page’.

6. You can also select a graphic border from the ‘Art’ drop-down list.

7. Click OK, to evaluate the border you have chosen.

MODULE 03



MODULE 03

REFLECT 01

1. How can the application of fonts Word Effects increase usability?

2. In what instance will you use a numbered list instead of a bulleted list?


MODULE 03

REFLECT 02

1. How can Borders and Shading increase usability?

2. What type of Borders would you apply in your MS Word documents?


MODULE 04

WORKING WITH TABLES IN WORD

Insert a Table.

1. Click Insert > Table > Insert Table.

2. Set the number of columns and rows

3. In the AutoFit behavior section, you have three options for setting how wide your columns are:

• Fixed column width: You can let Word automatically set the column width with Auto, or you can set a specific width for all of your columns.

• AutoFit to contents: This will create very narrow columns that will expand as you add content.

• AutoFit to window: This automatically changes the width of the entire table to fit the size of your document.

4. If you want each table you create to look like the table you’re creating, check Remember dimensions for new tables.

5. Input data within your Table Cells.

Convert Text to a Table.

1. Insert separator characters — such as commas or tabs — to indicate where you want to divide the text into columns. Use paragraph marks to indicate where you want to begin a new row.

2. For example, in a list with two words on a line, insert a comma or a tab after the first word to create a two-column table.

3. Select the text that you want to convert.

4. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.

5. In the Convert Text to Table dialog box, under Separate text at, click the option for the separator character that is in your text.


MODULE 04

REFLECT 01

1. In what way will using tables in Word help you create better documents?

2. What sort of information might you want to present in table form?


MODULE 05

INSERTING GRAPHIC OBJECTS

1. Insert screen clippings

• Start your web browser, and display a website from which you want to capture a screen clipping.

• When the content you want to capture is displayed in your web browser, switch to your Word document.

• Then on the Insert tab, in the Illustrations group, click the Screenshot button. On the Screenshot menu, the Available Windows gallery displays currently open windows.

• On the Screenshot menu, click Screen Clipping to minimize the program window and apply a translucent white layer over the entire screen.

• Drag to select the area of the webpage you want. When you release the mouse button, Word inserts the screen clipping into the document at the cursor.


MODULE 05

INSERTING GRAPHIC OBJECTSMODULE 05

REFLECT 01

1. Which symbols and special characters do you think you’ll use most often during the course of your work?

2. How do you intend to use illustrations in your documents?


MODULE 06

CONTROLLING PAGE APPEARANCE

1. Apply a Page Border.

• On the Design tab, in the Page Background group, select Page Borders to open the Borders and Shading dialog box.

• On the Page Border tab, under Setting, select Box.

• In the Style list, select the first dotted-line style.

• In the Color list, select the White, Background 1, Darker 25% color swatch.

• Select OK.

2. Add a custom Watermark to a document.

• On the Design tab, in the Page Background group, select Watermark to open the Watermark gallery.

• From the gallery, select Custom Watermark to open the Printed Watermark dialog box.

• In the dialog box, select Text watermark.

• From the Text list, select Draft.

• From the Font list, if necessary, select Times New Roman.

• Select OK.

• Preview the document.


MODULE 06


1. Add a Header and Footer to the document.

• Double-click near the top of any page to display the header and footer areas.

• Press Tab to center-align the insertion point.

• Type Monthly Business Report.

2. Insert the built-in footer style Blank (Three Columns).

• On the Header & Footer Tools Design contextual tab, in the Header & Footer group, select Footer to open the Footer gallery.

• From the gallery, select Blank (Three Columns).

• Click within the brackets of the first footer column to select it, and type Content Review

• Select the second footer column.

• In the Insert group, select Date & Time.

• In the Date and Time dialog box, select the date and time format of your choice.

• Check the Update automatically check box.

• Select OK to insert the date and time.

MODULE 06



MODULE 06

REFLECT 01

1. Are you currently working with documents that could use some page borders?

2. How can you benefit from the Watermark function in your current workplace?


MODULE 06

REFLECT 02

1. In what circumstances might you choose to use headers and footers?

2. After learning about page layout options, and thinking about the way you work, are you more likely to set page layout options before entering content into your document, or to wait until you’re ready to print?


MODULE 07

PROOFING A DOCUMENT

1. Begin the spelling and grammar check of an entire document.

• If the insertion point is not at the top of the document, place it on the first line of the document.

• On the Review tab, in the Proofing group, select Spelling & Grammar to start the check.

• Evaluate all Spelling and/or Grammar errors identified.

• Ignore all issues that do not require change

• Change all issues that deem incorrect.

• Evaluate all change suggestions before applying

• Save your changes.

2. How to use the Thesaurus

• Right-click any word in your document. Word with unique words for best results.

• In the menu, point to Synonyms to display a list of suggested synonyms.

• From the list, select the most appropriate match.

• Save your changes.

3. Check the accessibility of your document.

• Select File → Info.

• Select Check for Issues → Check Accessibility. The Accessibility Checker task pane opens and lists any errors, warnings, or tips found in the document.

• Select an issue to display additional information including why you should fix the issue and how to fix the issue.

• Fix any errors displayed in the Inspection Results.

• If necessary, save any changes and close the file.


MODULE 07

PROOFING A DOCUMENTMODULE 07

REFLECT 01

1. Which proofing tools do you think you’ll use most frequently?

2. How do you think the proofing tools will help you in creating professional documents?


MODULE 08

CUSTOMISING THE WORD ENVIRONMENT

1. Set AutoCorrect Options.

• Select File → Options to open the Word Options dialog box.

• In the Word Options dialog box, select the Proofing tab.

• Select AutoCorrect Options to open the AutoCorrect dialog box.

• Under Replace text as you type, in the Replace text box, type JS.

• In the With text box, type John Smith.

• Select Add and select OK to close the AutoCorrect dialog box, and then close the Word Options dialog box.

• Click at the beginning of your document and type JS.

• Press the Spacebar to replace the text and save your changes.

2. Run the Compatibility Checker.

• Select File → Info.

• Select Check for Issues, and, from the menu.

• Select Check Compatibility.

• In the Microsoft Word Compatibility Checker, select versions to show, and if necessary, check all versions in the list.

• Read the information about the issue found. If your document is viewed in an earlier version of Word, the layout will look different. You may opt to share the PDF version of the document, rather than adjust the layout to clear the compatibility issue.

• Select OK to close the Compatibility Checker.

3. Set the AutoSave interval to 1 minute.

• Open the Word Options dialog box, and select the Save tab.

• Under Save documents, in the Save AutoRecover information every <value> minutes spin box, enter 1.

• Select OK in the Word Options dialog box.


MODULE 08

CUSTOMISING THE WORD ENVIRONMENTMODULE 08

REFLECT 01

1. How do you think you might customize the Word interface to suit your individual work habits?

2. In your opinion, what is especially valuable about the additional save options in Word?