MICROSOFT OFFICE WORD

(MOWD – 0121)
 Microsoft Word

MODULE ONE

GETTING TO KNOW MICROSOFT WORD

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:
1. Create and Save a Word document
2. Open an existing Word document
3. The MS Word Environment
4. Tools and Features in the MS Word

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1.0 INTRODUCTION

Microsoft Word is a word-processing application that allows you to create a variety

of documents, including letters, resumes, and more. Microsoft Word is a Microsoft
Office Suite application.

In this lesson, you'll learn how to navigate the Word interface and become familiar with
some of its most important features, such as the Ribbon, Quick Access Toolbar,
and Backstage View.

1.1 CREATING A NEW BLANK DOCUMENT

When beginning a new project in Word, you'll often want to start with a new blank
document.

1. Select the File tab. The Backstage view will appear.

2. Select New, then click Blank document.

3. A new blank document will appear.

4. Save the new blank document. Press CTRL + S on your keyboard.

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1.2 SAVING A DOCUMENT

When you create a new document in Word, you'll need to know how to save it so you
can access and edit it later.

SAVE AND SAVE AS

Word offers two ways to save a file: Save and Save As. These options work in similar
ways, with a few important differences.

• Save: When you create or edit a document, you'll use the Save command to
save your changes. You'll use this command most of the time. When you save
a file, you'll only need to choose a file name and location the first time. After
that, you can click the Save command to save it with the same name and
location.

• Save As: You'll use this command to create a copy of a document while
keeping the original. When you use Save As, you'll need to choose a different
name and/or location for the copied version.

1. Locate and select the Save command on the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will appear in the
Backstage view.

3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. Alternatively, you can
click OneDrive to save the file to your OneDrive.

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4. The Save As dialog box will appear. Select the location where you want to save
the document.

5. Enter a file name for the document, then click Save.

6. The document will be saved. You can click the Save command again to save
your changes as you modify the document.
❖ You can also access the Save command by pressing Ctrl+S on your
keyboard.

1.3 THE WORD ENVIRONMENT

When you open Word for the first time, the Start Screen will appear. From here, you'll
be able to create a new document, choose a template, and access your recently edited
documents. From the Start Screen, locate and select Blank document to access the
Word interface.

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1.4 THE RIBBON

The Ribbon contains Multiple Tabs, each with several Groups of Commands.
The Ribbon contains multiple tabs, which you can find near the top of the Word
window. You will use these tabs to perform the most Common Tasks in Word.

Each tab contains several groups of related commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right corner that you can click for
even more options.

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1.5 SHOWING AND HIDING THE RIBBON

If you find that the Ribbon takes up too much screen space, you can hide it. To do this,
click the Ribbon Display Options arrow in the upper-right corner of the Ribbon, then
select the desired option from the drop-down menu:

EXERCISE 1.
1. Open the Microsoft Word application from your computer.
2. Create a new Microsoft Word document.
3. Type in this sentence in the document created:
“I am a student of Ososa Comprehensive High School”
4. Save the document you have created with your name and class.

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MODULE TWO
BASICS OF TYPING, EDITING AND ORGANIZING TEXT

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:
1. Inserting Text
2. Selecting Text
3. Copying Text
4. Paste Text
5. Deleting Text
6. Finding and Replacing Text

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2.1 INSERTING TEXT

If you're new to Microsoft Word, you'll need to learn the basics of typing, editing, and
organizing text. Basic tasks include the ability to add, delete, and move text in your
document, as well as how to cut, copy, and paste.

1. Blank document: When a new blank document opens, the insertion point will
appear in the top-left corner of the page. If you want, you can begin typing
from this location.

2. Adding spaces: Press the spacebar to add spaces after a word or in between
text.

3. New paragraph line: Press Enter on your keyboard to move the insertion point
to the next paragraph line.

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4. Manual placement: Once you begin typing, you can use the mouse to move
the insertion point to a specific place in your document. Simply click
the location in the text where you want to place it.

5. Arrow keys: You can also use the arrow keys on your keyboard to move the
insertion point. The left and right arrow keys will move between adjacent
characters on the same line, while the up and down arrows will
move between paragraph lines.You can also press Ctrl+Left or Ctrl+Right to
quickly move between entire words.
❖ In a new blank document, you can double-click the mouse to move the
insertion point elsewhere on the page.

2.2 SELECTING TEXT

Before you can move or format text, you'll need to select it. To do this, click and drag
your mouse over the text, then release the mouse. A highlighted box will appear over
the selected text.

❖ When you select text or images in Word, a hover toolbar with command
shortcuts will appear. If the toolbar does not appear at first, try hovering the
mouse over the selection.

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2.3 SELECTING MULTIPLE LINES OF TEXT:

1. Move the mouse pointer to the left of any line so it becomes a right-slanted
arrow.

2. Click the mouse. The line will be selected.

3. To select multiple lines, click and drag the mouse up or down.

4. To select all of the text in your document, choose the Select command on the
home tab, then click Select All. Alternatively, you can press Ctrl+A on your
keyboard.

❖ Other shortcuts include double-clicking to select a word and triple-clicking to

select an entire sentence or paragraph.

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2.4 DELETING A TEXT

There are several ways to delete—or remove—text:
1. To delete text to the left of the insertion point, press the Backspace key on
your keyboard.
2. To delete text to the right of the insertion point, press the Delete key on your
keyboard.
3. Select the text you want to remove, then press the Delete key.
4.
❖ If you select text and start typing, the selected text will automatically be deleted
and replaced with the new text.

2.5 COPYING AND MOVING TEXT

Word allows you to copy text already in your document and paste it into other places,
saving you a lot of time and effort. If you want to move text around in your document,
you can cut and paste or drag and drop.

1. Select the text you want to copy.

2. Click the Copy command on the Home tab. Alternatively, you can
press Ctrl+C on your keyboard.

3. Place the insertion point where you want the text to appear.

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4. Click the Paste command on the Home tab. Alternatively, you can
press Ctrl+V on your keyboard.

5. The text will appear.

2.6 CUTTING AND PASTING TEXT

1. Select the text you want to cut.

2. Click the Cut command on the Home tab. Alternatively, you can
press Ctrl+X on your keyboard.

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3. Place your insertion point where you want the text to appear.

4. Click the Paste command on the Home tab. Alternatively, you can
press Ctrl+V on your keyboard.

5. The text will appear.

2.7 DRAGGING AND DROPPING TEXT

1. Select the text you want to move.

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2. Click and drag the text to the location where you want it to appear. A small
rectangle will appear below the arrow to indicate that you are moving text.

3. Release the mouse, and the text will appear.

❖ If a text does not appear in the exact location you want, you can press
the Enter key on your keyboard to move the text to a new line.

2.8 UNDO AND REDO COMMAND

Let's say you're working on a document and accidentally delete some text. Fortunately,
you won't have to retype everything you just deleted! Word allows you to undo your
most recent action when you make a mistake like this.

To do this, locate and select

the Undo command on the Quick Access
Toolbar. Alternatively, you can
press Ctrl+Z on your keyboard. You can
continue using this command to undo
multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You can also
access this command by pressing Ctrl+Y on your keyboard.

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EXERCISE 2.

1. In the document created last week for Exercise One type the first and second
paragraphs in the image below.

2. Use the arrow keys to move the insertion point to the end of the first
paragraph and press ENTER on your keyboard; then type END OF
PARAGRAPH ONE.

3. Highlight and copy the text “END OF PARAGRAPH ONE”.

4. Place the insertion point at the end of the second paragraph, press ENTER on
your keyboard, and then paste the copied text and change it to END OF
PARAGRAPH TWO.
5. Save the document you have created with your name and class.

6. When you're finished, your document should look like this:

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MODULE THREE

EDITING AND FORMATTING OF TEXT

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

1. Changing Font (Text Style)

2. Changing Font Colour

3. Changing Font Size

4. Using Bold, Italic, and Underline Commands

5. Changing Text Cases

6. Applying Text Highlight Colour

7. Text Alignment

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3.0 INTRODUCTION
Formatted text can draw the reader's attention to specific parts of a document and
emphasize important information. In Word, you have several options for adjusting text,
including font, size, and color. You can also adjust the alignment of the text to
change how it is displayed on the page.

3.1 CHANGING FONT SIZE

1. Select the text you want to modify.

2. On the Home tab, click the Font Size drop-down arrow. Select a font size from
the menu. If the font size you need is not available in the menu, you can click
the Font size box and type the desired font size, then press Enter.

3. The font size will change in the document.

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❖ You can also use the Grow Font and Shrink Font commands to change the
font size.

3.2 CHANGING FONT STYLE

1. On the Home tab, click the drop-down arrow next to the Font box. A menu of
font styles will appear.

2. Select the font style you want to use.

3. The font will change in the document.

4. The font will change in the document.

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3.3 CHANGING FONT COLOUR

1. Select the text you want to modify.

2. On the Home tab, click the Font Colour drop-down arrow. The Font
Colour menu appears.

3. Select the font color you want to use. The font color will change in the document.

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❖ Your colour choices aren't limited to the drop-down menu that appears.
Select More Colours at the bottom of the menu to access the Colours dialog
box. Choose the colour you want, then click OK.

3.4 USING BOLD, ITALICS, AND UNDERLINE COMMANDS

The Bold, Italic, and Underline commands can be used to help draw attention to
important words or phrases.

1. Select the text you want to modify.

2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group. In our example, we'll click Bold.

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3. The selected text will be modified in the document.

3.5 CHANGING THE TEXT CASE

When you need to quickly change the text case, you can use the Change
Case command instead of deleting and retyping text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.

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4. The text case will be changed in the document.

3.6 HIGHLIGHTING TEXT

Highlighting can be a useful tool for marking important text in your document.

1. Select the text you want to highlight.

2. From the Home tab, click the Text Highlight Colour drop-down arrow.
The Highlight Colour menu appears.

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3. Select the desired highlight colour. The selected text will then be highlighted in
the document.

❖ To remove highlighting, select the highlighted text, then click the Text Highlight
Colour drop-down arrow. Select No Colour from the drop-down menu.

❖ If you need to highlight several lines of text, changing the mouse into
a highlighter may be a helpful alternative to selecting and highlighting
individual lines. Click the Text Highlight Colour command, and the cursor
changes into a highlighter. You can then click and drag the highlighter over the
lines you want to highlight.

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3.7 TEXT ALIGNMENT

By default, Word aligns text to the left margin in new documents. However, there may
be times when you want to adjust text alignment to the centre or right.

1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment options from
the Paragraph group. In our example, we've selected Centre Alignment.

3. The text will be realigned in the document.

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EXERCISE 3.

1. In the document created last week for Exercise Two Select the words EZE
GOES TO SCHOOL and change the font size to 36 pt.

2. With the text still selected, change the font to ARIAL.

3. Use the Change Case command to change END OF PARAGRAPH ONE

to SENTENCE CASE.

4. Change the color of the words EZE GOES TO SCHOOL to RED.

5. Select all of the text in the document and Centre Align.

6. Italicize all the text in paragraph two.

7. Apply text Highlight color to the text “Eze must continue his education”.

8. Save the document you have created with your name and class.

9. When you're finished, your page should look like this:

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MODULE FOUR

LINE AND PARAGRAPH SPACING

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

1. Line Spacing

2. Paragraph Spacing

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4.0 LINE SPACING

Line spacing is the space between each line in a paragraph. Word allows you to
customize the line spacing to be single-spaced (one line high), double-spaced (two
lines high), or any other amount you want. The default spacing in Word is 1.08 lines,
which is slightly larger than single-spaced.

In the images below, you can compare different types of line spacing. From left to right,
these images show default line spacing, single spacing, and double spacing.

4.1 FORMATTING LINE SPACING

1. Select the text you want to format.

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2. On the Home tab, click the Line and Paragraph Spacing command, then
select the desired line spacing.

3. The line spacing will change in the document.

4.2 PARAGRAPH SPACING

Just as you can format spacing between lines in your document, you can adjust the
spacing before and after paragraphs. This is useful for separating paragraphs,
headings, and subheadings.
In our example, we'll increase the space before each paragraph to separate them a bit
more. This will make it a little easier to read.

1. Select the paragraph or paragraphs you want to format.

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2. On the Home tab, click the Line and Paragraph Spacing command.
Click Add Space Before Paragraph or Remove Space After Paragraph from
the drop-down menu. In our example, we'll select Add Space Before
Paragraph.

3. The paragraph spacing will change in the document.

❖ From the drop-down menu, you can also select Line Spacing Options to open
the Paragraph dialog box. From here, you can control how much space there
is before and after the paragraph.

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EXERCISE 4.

1. In the document created last week for Exercise One, Change the spacing for
Paragraph One to 2.0 pt.

2. Change the spacing for Paragraph Two to 1.5 pt.

3. Save the document you have created with your name and class.

4. When you're finished, your page should look like this:

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MODULE FIVE
LISTS & NUMBERING

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

1. Creating Bullets

2. Creating a Numbered List

3. Restarting Numbered List

4. Customizing Bullets

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5.0 INTRODUCTION
Bulleted and numbered lists can be used in your documents to outline, arrange, and
emphasize text. In this lesson, you will learn how to modify existing bullets, insert
new bulleted and numbered lists, select symbols as bullets, and format multilevel
lists.

5.1 CREATING A BULLET LIST

1. Select the text you want to format as a list.

2. On the Home tab, click the drop-down arrow next to the Bullets command.
A menu of bullet styles will appear.

3. Move the mouse over the various bullet styles. A live preview of the bullet
style will appear in the document. Select the bullet style you want to use.

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4. The text will be formatted as a bulleted list.

5.2 CREATING NUMBERED LIST

When you need to organize text into a numbered list, Word offers
several numbering options. You can format your list with numbers, letters, or Roman
numerals.

1. Select the text you want to format as a list.

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2. On the Home tab, click the drop-down arrow next to

the Numbering command. A menu of numbering styles will appear.

3. Move the mouse over the various numbering styles. A live preview of the
numbering style will appear in the document. Select the numbering style you
want to use.

4. The text will format as a numbered list.

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5.3 TO RESTART A NUMBERED LIST

If you want to restart the numbering of a list, Word has a Restart at 1 option. It can be
applied to numeric and alphabetical lists.

1. Right-click the list item you want to restart the numbering for, then
select Restart at 1 from the menu that appears.

2. The list numbering will restart.

❖ You can also set a list to continue numbering from the previous list. To do this,
right-click and select Continue Numbering.

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5.4 CUSTOMIZING BULLETS

Customizing the look of the bullets in your list can help you emphasize certain list items
and personalize the design of your list. Word allows you to format bullets in a variety
of ways. You can use symbols and different colours, or even upload a picture as a
bullet.

1. Select an existing list you want to format.

2. On the Home tab, click the drop-down arrow next to the Bullets command.
Select Define New Bullet from the drop-down menu.

3. The Define New Bullet dialog box will appear. Click the Symbol button.

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4. The Symbol dialog box will appear.

5. Click the Font drop-down box and select a font.
The Wingdings and Symbol fonts are good choices because they have many
useful symbols.
6. Select the desired symbol, then click OK.

7. The symbol will appear in the Preview section of the Define New Bullet dialog
box. Click OK.

8. The symbol will appear in the list.

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EXERCISE 5.

1. Create a new Microsoft word document Select the text under Agenda starting
with Call to order and ending with New TTI Facebook Page and format it as
a bulleted list.

2. With the text still selected, select the second Bullet style from the bullet lists.

3. Increase the indent level by 1 for the lines Social Media Marketing, Fundraising,
and Co-Treasurer.

4. Increase the indent level by 2 for the line Primarily Europe.

5. In the Treasurer's Report list, decrease the indent level by 1 for the
line Amount available this month.

6. In the Communications Report list, restart the numbering at 1.

7. Save the document you have created with your name and class.

8. When you're finished, your page should look something like this:

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MODULE SIX
FIND AND REPLACE

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

1. Find Text

2. Replace Text

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6.0 INTRODUCTION
When you're working with longer documents, it can be difficult and time-consuming to
locate a specific word or phrase. Word can automatically search your document using
the Find feature, and it allows you to quickly change words or phrases using Replace.

In our example, we've written an academic paper and will use the Find command to
locate all instances of a particular word.

1. From the Home tab, click the Find command. Alternatively, you can
press Ctrl+F on your keyboard.

2. The navigation pane will appear on the left side of the screen.

3. Type the text you want to find in the field at the top of the navigation pane. In
our example, we'll type the word we're looking for.

4. If the text is found in the document, it will be highlighted in yellow and a preview
of the results will appear in the navigation pane. Alternatively, you can click
one of the results below the arrows to jump to it.

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5. When you are finished, click the X to close the navigation pane. The highlight
will disappear.

6.1 REPLACING TEXT

At times, you may discover that you've made a mistake repeatedly throughout your
document—such as misspelling a person's name—or that you need to exchange a
particular word or phrase for another. You can use Word's Find and Replace feature
to quickly make revisions. In our example, we'll use Find and Replace to change the
title of a magazine so it is abbreviated.

1. From the Home tab, click the Replace command. Alternatively, you can
press Ctrl+H on your keyboard.

2. The Find and Replace dialog box will appear.

3. Type the text you want to find in the Find what: field.

4. Type the text you want to replace it with in the “Replace with” field. Then
click Find Next.

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5. Word will find the first instance of the text and highlight it in gray.

6. Review the text to make sure you want to replace it. In our example, the text is
part of the title of the paper and does not need to be replaced. We'll click Find
Next again to jump to the next instance.

7. If you want to replace it, you can click Replace to change individual instances
of text. Alternatively, you can click Replace All to replace every instance of the
text throughout the document.

8. The text will be replaced.

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9. When you're done, click Close or Cancel to close the dialogue box.

❖ For more search options, click More in the Find and Replace dialog box. From
here, you can select additional search options, such as matching case and
ignoring punctuation.

EXERCISE 6.

1. Create a new Microsoft word document and type the paragraphs in the image
below. Using the Find feature, find every instance of Eze.

2. Replace all instances of “EZE” with “Mr. Ibu”. When you're finished, you
should have made seven replacements.

3. Save the document you have created with your name and class.

4. When you’re finished your work should look like this:

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MODULE SEVEN
PAGE LAYOUT

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

3. Page Orientation

4. Page Size

5. Page Margin

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7.1 PAGE ORIENTATION

Word offers two-page orientation options: landscape and portrait. Compare our
example below to see how orientation can affect the appearance and spacing of text
and images.

➢ Landscape means the page is oriented horizontally.

➢ Portrait means the page is oriented vertically.

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1. Select the Layout tab.

2. Click the Orientation command in the Page Setup group.

3. A drop-down menu will appear. Click either Portrait or Landscape to change

the page orientation.

4. The page orientation of the document will be changed.

7.2 PAGE SIZE

By default, the page size of a new document is 8.5 inches by 11 inches. Depending
on your project, you may need to adjust your document's page size. It's important to
note that before modifying the default page size, you should check to see which page
sizes your printer can accommodate.

Word has a variety of predefined page sizes to choose from.

1. Select the Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.

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7.3 PAGE MARGINS

A margin is a space between the text and the edge of your document. By default, a
new document's margins are set to Normal, which means it has a one-inch space
between the text and each edge. Depending on your needs, Word allows you to
change your document's margin size.

Word has a variety of predefined margin sizes to choose from.

1. Select the Layout tab, then click the Margins command.

2. A drop-down menu will appear. Click the predefined margin size you want.

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EXERCISE 7.

1. In the document created last week for Exercise Six Change the Page
Orientation to Portrait.

2. Change the Page Size to Legal.

3. Change the Margins to the Narrow setting.

4. Save the document you have created with your name and class.

5. When you're finished, your document should be one page and It should look
something like this:

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MODULE 8
WATERMARK, PAGE COLOR, AND PAGE BORDERS

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

1. Insert watermarks

2. Insert Page Colour

3. Insert Page Border

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8.0 INSERTING WATERMARKS

A watermark is a transparent word or phrase, or a muted graphic, that appears on the

page background of a document but doesn’t interfere with its readability. You can use
a text watermark such as Draft, Confidential or Important to indicate information
about a document. You can use a graphic watermark to brand a document with your
logo.

8.1 INSERTING A TEXT WATERMARK

1. On the Design tab, in the Page Background group, click the Watermark
button.

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2. In the Watermark gallery, click the thumbnail for one of the predefined text
watermarks

Or

1. On the Watermark menu, click Custom Watermark.

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2. In the Printed Watermark dialog box, select Text watermark.

3. Either select the watermark text you want from the Text list or enter the text in
the Text box.

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4. Format the text by changing the settings in the Font, Size, and Colour boxes.

5. Choose a layout, select or clear the Semi-transparent check box, and then
click OK

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8.2 ADD PAGE COLOUR

Add or change the background color

1. On the design tab Go to Page Background group and click on Page

Color.

2. Choose the color you want under Theme Colors or Standard Colors.

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8.3 INSERT PAGE BORDERS

On the design tab Go to the Page Background group and click on Page Border.

1. Make selections for how you want the border to look. By selecting the
Box setting option.

2. Also, by making changes to the Style, Colour, and width of the border
or by selecting any one of the art options.

Style: To change the line stroke of the border:

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Color: To change the color of the border:

Width: To change the thickness of the border:

Art: To Apply any type of art as a border:

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EXERCISE 8.

1. In the document created for Exercise Three, Insert the Custom text watermark
that says “PERSONAL” in your document.

2. Change the Page Colour of your document to Blue Accent 1, Lighter 80%.

3. Insert a Box Page Border of Colour Orange Accent 2 and Width of 3pt.

4. Save the document you have created with your name and class.

5. When you're finished, your page should look like this:

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MODULE 9
INSERTING TABLES, PICTURES, SHAPES, AND SMART ARTS

COURSE OUTLINE
At the end of this lesson, the participants should be able to do the following:

1. Insert Tables

2. Insert Pictures

3. Insert Shapes

4. Insert Smart Arts

LESSON 1
9.1 INSERTING TABLES
9.1.0 INTRODUCTION

A table is a grid of cells arranged in rows and columns. Tables can be used to
organize any type of content, whether you're working with text or numerical data. In
Word, you can quickly insert a blank table or convert existing text to a table. You can
also customize your table using different styles and layouts.

To insert a blank table:

1. Place the insertion point where you want the table to appear.

2. Navigate to the Insert tab, then click the Table command.

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3. This will open a drop-down menu that contains a grid. Hover over the grid to
select the number of columns and rows you want.

4. Click the grid to confirm your selection, and a table will appear.
5. To enter text, place the insertion point in any cell, then begin typing.

❖ To navigate between cells, use the Tab key or arrow keys on your
keyboard. If the insertion point is in the last cell, pressing the Tab key will
automatically create a new row.

9.1.1 CONVERT EXISTING TEXT TO A TABLE:

In the example below, each line of text contains part of a checklist, including chores
and days of the week. The items are separated by tabs. Word can convert this
information into a table, using the tabs to separate the data into columns.

1. Select the text you want to convert to a table. If you're using our practice file,
you can find this text on page 2 of the document.

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2. Go to the Insert tab, then click the Table command.

3. Select Convert Text to Table from the drop-down menu.

4. A dialog box will appear. Choose one of the options under Separate text at.
This is how Word knows what to put into each column.

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5. Click OK. The text will appear in a table.

9.1.2 MODIFYING TABLES

You can easily change the appearance of your table once you've added one to your
document. There are several options for customization, including adding rows or
columns and changing the table style.

To add a row or column:

1. Hover outside the table where you want to add a row or column. Click
the plus sign that appears.

2. A new row or column will be added to the table.

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Alternatively, you can right-click the table, then hover over Insert to see various row
and column options.

To delete a row or column:

1. Place the insertion point in the row or column you want to delete.
2. Right-click, then select Delete Cells from the menu.

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3. A dialog box will appear. Choose Delete entire row or Delete entire column,
then click OK.

4. The row or column will be deleted.

Apply a table style:

Table styles let you change the look and feel of your table instantly. They control
several design elements, including color, borders, and fonts.

1. Click anywhere in your table to select it, then click the Design tab on the far
right of the Ribbon.

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2. Locate the Table Styles group, then click the More drop-down arrow to see
the full list of styles.

3. Select the table style you want.

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4. The table style will appear.

9.1.3 MODIFY TABLE STYLE OPTIONS:

Once you've chosen a table style, you can turn various options on or off to change
its appearance. There are six options: Header Row, Total Row, Banded
Rows, First Column, Last Column, and Banded Columns.

1. Click anywhere in your table, then navigate to the Design tab.

2. Locate the Table Style Options group, then check or uncheck the desired
options.

3. The table style will be modified.

Depending on the Table Style you've chosen, certain Table Style Options may
have a different effect. You might need to experiment to get the look you want.

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To apply borders to a table:

1. Select the cells you want to apply a border to.

2. Use the commands on the Design tab to choose the desired Line Style, Line
Weight, and Pen Color.

3. Click the drop-down arrow below the Borders command.

4. Choose a border type from the menu.

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5. The border will be applied to the selected cells.

9.1.4 Modifying a table using the Layout tab

In Word, the Layout tab appears whenever you select your table. You can use the
options on this tab to make a variety of modifications.

Click the buttons in the interactive below to learn more about Word's table layout
controls.

9.2 INSERTING PICTURES

9.2.0 INTRODUCTION

Adding pictures to your document can be a great way to illustrate important

information and add decorative accents to existing text. Used in moderation,
pictures can improve the overall appearance of your document.

Insert a picture from a file:

If you have a specific image in mind, you can insert a picture from a file. In our
example, we'll insert a picture saved locally on our computer. If you'd like to work
along with our example, right-click the image below and save it to your computer.

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1. Place the insertion point where you want the image to appear.
2. Select the Insert tab on the Ribbon, then click the Pictures command.

3. The Insert Picture dialog box will appear. Navigate to the folder where your
image is located, then select the image and click Insert.

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4. The image will appear in the document.

To resize an image, click and drag one of the corner sizing handles. The image will
change size while keeping the same proportions. If you want to stretch it horizontally
or vertically, you can use the side sizing handles.

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9.2.1 CHANGING TEXT WRAPPING SETTINGS

When you insert a picture from a file, you may notice that it's difficult to move it
exactly where you want. This is because the text wrapping for the image is set to In
Line with Text. You'll need to change the text wrapping setting if you want to move
the image freely, or if you just want the text to wrap around the image in a more
natural way.

To wrap text around an image:

1. Select the image you want to wrap text around. The Format tab will appear
on the right side of the Ribbon.

2. On the Format tab, click the Wrap Text command in the Arrange group.
Then select the desired text wrapping option. In our example, we'll select In
Front of Text so we can freely move it without affecting the text. Alternatively,
you can select More Layout Options to fine-tune the layout.

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3. The text will wrap around the image. You can now move the image if you
want. Just click and drag it to the desired location. As you move it, alignment
guides will appear to help you align the image on the page.

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Alternatively, you can access text wrapping options by selecting the image and
clicking the Layout Options button that appears.

If the alignment guides do not appear, select the Page Layout tab, then click the
Align command. Select Use Alignment Guides from the drop-down menu that
appears.

Using a predefined text wrapping setting

Predefined text wrapping allows you to quickly move the image to a specific location
on the page. The text will automatically wrap around the object so it's still easy to
read.

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9.2.2 FORMATTING PICTURES

Introduction

There are many ways to format pictures in Word. For instance, you can change
the size or shape of an image to better suit your document. You can also enhance
its appearance using Word's image adjustment tools.

To crop an image:

When you crop an image, part of the picture is removed. Cropping can be useful if
you're working with an image that's too big and you want to focus on only part of it.

1. Select the image you want to crop. The Format tab will appear.
2. From the Format tab, click the Crop command.

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3. Cropping handles will appear on the sides and corners of the image. Click
and drag any handle to crop the image. Because the cropping handles are
near the resizing handles, be careful not to drag a resizing handle by mistake.

4. To confirm, click the Crop command again. The image will be cropped.
The corner handles are useful for simultaneously cropping the
image horizontally and vertically.

To crop an image to a shape:

1. Select the image you want to crop, then click the Format tab.
2. Click the Crop drop-down arrow. Hover over Crop to Shape, then select the
desired shape from the drop-down menu.

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3. The image will be cropped to the chosen shape.

To add a border to a picture:

1. Select the picture you want to add a border to, then click the Format tab.
2. Click the Picture Border command. A drop-down menu will appear.
3. From here, you can select a color, weight (thickness), and whether the line
is dashed.

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4. The border will appear around the image.

Making image adjustments

With Word's image adjustment tools, you can easily fine-tune properties like color,
contrast, saturation, and tone. Word also offers built-in picture styles, which can be
used to add a frame, drop shadow, and other predefined effects.

When you're ready to adjust an image, simply select it. Then use the options below,
which can be found on the Format tab.

Corrections

From here, you can sharpen or soften the image to adjust how clear or blurry it
appears. You can also adjust brightness and contrast, which affect the image's
lightness and general intensity.

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Color

Using this command, you can adjust the image's saturation (how vibrant the colors
appear), tone (the color temperature of the image, from cool to warm),
and coloring (the overall tint of the image).

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Artistic Effects

Here, you can apply special effects to your image, such as pastel, watercolor, or
glowing edges. Because the results are so bold, you may want to use these effects
sparingly (especially in professional documents).

Picture Styles group

This group contains many different predefined styles that make image formatting even
easier. Picture styles are designed to frame your image without changing its basic
settings or effects.

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LESSON 2

9.3 INSERTING SHAPES

9.3.0 INTRODUCTION

You can add a variety of shapes to your document, including arrows, callouts,
squares, stars, and flowchart shapes. Want to set your name and address apart from
the rest of your resume? Use a line. Need to create a diagram showing a timeline or
process? Use flowchart shapes. While you may not need shapes in every document
you create, they can add visual appeal and clarity.

To insert a shape:

1. Select the Insert tab, then click the Shapes command. A drop-down menu of
shapes will appear.
2. Select the desired shape.

3. Click and drag in the desired location to add the shape to your document.

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If you want, you can enter text in a shape. When the shape appears in your document,
you can begin typing. You can then use the formatting options on the Home tab to
change the font, font size, or color of the text.

If you have several shapes placed on top of each other, it may be difficult to select an
individual shape. The Selection pane allows you to select a shape and drag it to a
new location. To access the Selection pane, click Selection Pane on the Format tab.

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9.3.1 RESIZE A SHAPE:

1. Select the shape you want to resize. Sizing handles will appear on the corners
and sides of the shape.

2. Click and drag the sizing handles until the shape is the desired size. You can
use the corner sizing handles to change the shape's height and width at the
same time.

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3. To rotate the shape, click and drag the rotation handle.

Some shapes also have one or more yellow handles that can be used to modify the
shape. For example, with banner shapes you can adjust the position of the folds.

9.3.2 MODIFYING SHAPES

Word allows you to modify your shapes in a variety of ways so you can tailor them to
your projects. You can change a shape into a different shape, format a shape's
style and color, and add various effects.

To change the shape style:

Choosing a shape style allows you to apply preset colors and effects to quickly
change the appearance of your shape.

1. Select the shape you want to change.

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2. On the Format tab, click the More drop-down arrow in the Shape
Styles group.

3. A drop-down menu of styles will appear. Select the style you want to use.

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4. The shape will appear in the selected style.

To change the shape fill color:

1. Select the shape you want to change.

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2. On the Format tab, click the Shape Fill drop-down arrow. Select the color you
want to use. To view more color options, select More Fill Colors.

3. The shape will appear in the selected fill color.

If you want to use a different type of fill, select Gradient or Texture from the drop-
down menu. You can also select No Fill to make it transparent.

Change the shape outline:

1. Select the shape you want to change.

2. On the Format tab, click the Shape Outline drop-down arrow. The Shape
Outline menu will appear.
3. Select the color you want to use. If you want to make the outline transparent,
select No Outline.

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4. The shape will appear in the selected outline color.

From the drop-down menu, you can change the outline color, weight (thickness), and
whether it is a dashed line.

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To add shape effects:

1. Select the shape you want to change.

2. On the Format tab, click the Shape Effects drop-down arrow. In the menu that
appears, hover the mouse over the style of effect you want to add, then select
the desired preset effect.

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3. The shape will appear with the selected effect.

9.4 SMART ART GRAPHIC

9.4.0 INTRODUCTION

SmartArt allows you to communicate information with graphics instead of just using
text. There are a variety of styles to choose from, which you can use to illustrate many
different types of ideas.

Insert a SmartArt graphic:

1. Place the insertion point in the document where you want the SmartArt graphic
to appear.
2. From the Insert tab, select the SmartArt command in the Illustrations group.

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3. A dialog box will appear. Select a category on the left, choose the desired
SmartArt graphic, then click OK.

4. The SmartArt graphic will appear in your document.

9.4.1 ADD TEXT TO A SMARTART GRAPHIC:

1. Select the SmartArt graphic. The text pane should appear on the left side. If it
doesn't appear, you can click the small arrow on the left edge of the graphic.
2. Enter text next to each bullet in the text pane. The text will appear in the
corresponding shape. It will be resized automatically to fit inside the shape.

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You can also add text by clicking the desired shape and then typing. This works well if
you only need to add text to a few shapes. However, for more complex SmartArt
graphics, working in the text pane is often quicker and easier.

9.4.2 REORDER, ADD, AND DELETE SHAPES:

It's easy to add new shapes, change their order, and even delete shapes from your
SmartArt graphic. You can do all of this in the text pane, and it's a lot like creating an
outline with a multilevel list. For more information on multilevel lists, you may want to
review our Lists lesson.

• To demote a shape, select the desired bullet, then press the Tab key. The
bullet will move to the right, and the shape will move down one level.

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• To promote a shape, select the desired bullet, then press the Backspace key
(or Shift+Tab). The bullet will move to the left, and the shape will move up one
level.

• To add a new shape, place the insertion point after the desired bullet, then
press Enter. A new bullet will appear in the text pane, and a new shape will
appear in the graphic.

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• To remove a shape, keep pressing Backspace until the bullet is deleted. The
shape will then be removed. In our example, we'll delete all of the shapes
without text.

Organizing SmartArt from the Design tab

If you'd prefer not to use the text pane to organize your SmartArt, you can use the
commands on the Design tab in the Create Graphic group. Just select the shape you
want to modify, then choose the desired command.

• Promote and Demote: Use these commands to move a shape up or down

between levels.

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• Move Up and Move Down: Use these commands to change the order of
shapes on the same level.

• Add Shape: Use this command to add a new shape to your graphic. You can
also click the drop-down arrow for more exact placement options.

In our example, we've been organizing a graphic with a hierarchical layout. Not all
SmartArt graphics use this type of layout, so remember that these commands may
work differently (or not at all) depending on the layout of your graphic.

Customizing SmartArt

After inserting SmartArt, there are several things you might want to change about its
appearance. Whenever you select a SmartArt graphic, the Design and Format tabs
will appear on the right side of the Ribbon. From there, it's easy to edit
the style and layout of a SmartArt graphic.

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• There are several SmartArt styles, which allow you to quickly modify the look
and feel of your SmartArt. To change the style, select the desired style from
the SmartArt styles group.

• You have a variety of color schemes to use with SmartArt. To change the
colors, click the Change Colors command and choose the desired option from
the drop-down menu.

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• You can also customize each shape independently. Just select any shape in
the graphic, then choose the desired option from the Format tab.

To change the SmartArt layout:

If you don't like the way your information is organized within a SmartArt graphic, you
can always change its layout to better fit your content.

1. From the Design tab, click the More drop-down arrow in the Layouts group.

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2. Choose the desired layout, or click More Layouts to see even more options.

3. The selected layout will appear.

If the new layout is too different from the original, some of your text may not appear.
Before deciding on a new layout, check carefully to make sure no important information
will be lost.

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EXERCISE 9

3. Create a new Microsoft Word Document and Insert a table of 8 rows and
6 columns in your document and apply any table style of your choice to
beautify the table.

4. Insert a picture saved on your computer into your document and apply
the picture border colour Red Accent 2

5. Apply the Photocopy artistic effect to your picture.

6. Insert a 32-point star shape with the text “OCHS PROPERTY” in the
shape.

7. Apply fill colour “Orange Accent 6” and outline colour “Red Accent 2”
to the shape and position the shape at the bottom centre of the page.

8. Insert the “Closed Chevron Process Smart-Art” in your document and

fill the shapes with the first name of your best friends.

9. Apply the Sunset Scene smart-art style to your smart-art.

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MODULE 10

HEADERS & FOOTERS AND PAGE NUMBER

10.1 HEADERS & FOOTERS

10.1.0 INTRODUCTION

The header is a section of the document that appears in the top margin, while
the footer is a section of the document that appears in the bottom margin. Headers
and footers generally contain additional information such as page
numbers, dates, an author's name, and footnotes, which can help keep longer
documents organized and make them easier to read. Text entered in the header or
footer will appear on each page of the document.

To create a header or footer:

In our example, we want to display the author's name at the top of each page, so
we'll place it in the header.

1. Double-click anywhere on the top or bottom margin of your document. In our

example, we'll double-click the top margin.

2. The header or footer will open, and a Design tab will appear on the right side
of the Ribbon. The insertion point will appear in the header or footer.

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3. Type the desired information into the header or footer. In our example, we'll
type the author's name and the date.

4. When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.

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5. The header or footer text will appear.

To insert a preset header or footer:

Word has a variety of preset headers and footers you can use to enhance your
document's design and layout. In our example, we'll add a preset header to our
document.

1. Select the Insert tab, then click the Header or Footer command. In our
example, we'll click the Header command.

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2. In the menu that appears, select the desired preset header or footer.

3. The header or footer will appear. Many preset headers and footers contain
text placeholders called Content Control fields. These fields are good for
adding information like the document title, author's name, date, and page
number.

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4. To edit a Content Control field, click it and type the desired information.

5. When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.

10.1.1 EDITING HEADERS AND FOOTERS

After you close the header or footer, it will still be visible, but it will be locked. Simply
double-click a header or footer to unlock it, which will allow you to edit it.

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Design tab options

When your document's header and footer are unlocked, the Design tab will appear on
the right side of the Ribbon, giving you various editing options:

• Hide the first-page header and footer: For some documents, you may not
want the first page to show the header and footer, like if you have a cover page
and want to start the page numbering on the second page. If you want to hide
the first-page header and footer, check the box next to Different First Page.

• Remove the header or footer: If you want to remove all information contained
in the header, click the Header command and select Remove Header from the
menu that appears. Similarly, you can remove a footer using
the Footer command.

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10.1.2 PAGE NUMBER

You can automatically number each page with the Page Number command. Read
our Page Numbers lesson to learn more.

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10.2 PAGE NUMBERS

10.2.0 INTRODUCTION

Page numbers can be used to automatically number each page in your document.
They come in a wide range of number formats and can be customized to suit your
needs. Page numbers are usually placed in the header, footer, or side margin. When
you need to number some pages differently, Word allows you to restart page
numbering.

10.2.1 ADD PAGE NUMBERS:

Word can automatically label each page with a page number and place it in a header,
footer, or side margin. If you have an existing header or footer, it will be removed and
replaced with the page number.

1. On the Insert tab, click the Page Number command.

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2. Open the Top of Page, Bottom of Page, or Page Margin menu, depending on
where you want the page number to be positioned. Then select the desired style
of header.

3. Page numbering will appear.

4. Press the Esc key to lock the header and footer.

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5. If you need to make any changes to your page numbers, simply double-click
the header or footer to unlock it.
If you've created a page number in the side margin, it's still considered part of
the header or footer. You won't be able to select the page number unless the header
or footer is selected.

To add page numbers to an existing header or footer:

If you already have a header or footer and you want to add a page number to it, Word
has an option to automatically insert the page number into the existing header or
footer. In our example, we'll add page numbering to our document's header.

1. Double-click anywhere on the header or footer to unlock it.

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2. On the Design tab, click the Page Number command. In the menu that
appears, hover the mouse over Current Position and select the desired page
numbering style.

3. Page numbering will appear.

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4. When you're finished, press the Esc key.

To hide the page number on the first page:

In some documents, you may not want the first page to show the page number. You
can hide the first page number without affecting the rest of the pages.

1. Double-click the header or footer to unlock it.

2. From the Design tab, place a check mark next to Different First Page. The
header and footer will disappear from the first page. If you want, you can type
something new in the header or footer, and it will only affect the first page.

If you're unable to select Different First Page, it may be because an object within the
header or footer is selected. Click in an empty area within the header or footer to make
sure nothing is selected.

To restart page numbering:

Word allows you to restart page numbering on any page of your document. You can
do this by inserting a section break and selecting the number you want to restart the
numbering with. In our example, we'll restart the page numbering for our
document's Works Cited section.

1. Place the insertion point at the top of the page you want to restart page
numbering for. If there is text on the page, place the insertion point at
the beginning of the text.

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2. Select the Layout tab, then click the Breaks command. Select Next Page from
the drop-down menu that appears.

3. A section break will be added to the document.

4. Double-click the header or footer containing the page number you want to
restart.

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5. Click the Page Number command. In the menu that appears, select Format
Page Numbers.

6. A dialog box will appear. Click the Start at: button. By default, it will start at 1.
If you want, you can change the number. When you're done, click OK.

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7. The page numbering will restart.

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10.3 TEXT BOXES

10.3.0 INTRODUCTION

Text boxes can be useful for drawing attention to specific text. They can also be helpful
when you need to move text around in your document. Word allows you to format text
boxes and the text within them with a variety of styles and effects.

Insert a text box:

1. Select the Insert tab, then click the Text Box command in the Text group.

2. A drop-down menu will appear. Select Draw Text Box.

3. Click and drag anywhere on the document to create the text box.

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4. The insertion point will appear inside the text box. You can now type to create
text inside the text box.

5. If you want, you can select the text and then change the font, color,
and size by using the commands on the Format and Home tabs. To learn
more about using these formatting commands, see our Formatting
Text lesson.

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6. Click anywhere outside the text box to return to your document.

You can also select one of the built-in text boxes that have predefined colors, fonts,
positions, and sizes. If you choose this option, the text box will appear automatically,
so you will not need to draw it.

To move a text box:

1. Click the text box you want to move.

2. Hover the mouse over one of the edges of the text box. The mouse will change
into a cross with arrows.
3. Click and drag the text box to the desired location.

To resize a text box:

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1. Click the text box you want to resize.

2. Click and drag any of the sizing handles on the corners or sides of the text box
until it is the desired size.

10.3.1 MODIFYING TEXT BOXES

Word offers several options for changing the way text boxes appear in your document.
You can change the shape, style, and color of text boxes or add various effects.

To change the shape style:

Choosing a shape style allows you to apply preset colors and effects to quickly
change the appearance of your text box.

1. Select the text box you want to change.

2. On the Format tab, click the More drop-down arrow in the Shape
Styles group.

3. A drop-down menu of styles will appear. Select the style you want to use.

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4. The text box will appear in the selected style.

If you want to have more control over text box formatting, you can use any of the
shape formatting options such as Shape Fill and Shape Outline. To learn more, see
our Shapes lesson.

To change the text box shape:

Changing the shape of a text box can be a useful option for creating an interesting
look in your document.

1. Select the text box you want to change. The Format tab will appear.
2. From the Format tab, click the Edit Shape command.

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3. Hover the mouse over Change Shape, then select the desired shape from
the menu that appears.

4. The text box will appear formatted as the shape.

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EXERCISE 10

1. Create a new Microsoft Word Document and Open the header.

2. Select the Integral Header and type your name.

3. On page 1, insert the Accent Bar 4, page number at the Bottom of page.

4. Close the header and footer.

5. Insert a Simple Text Box.

6. In the text box, type “Get an additional 25% off!”

7. Change the font to Gadugi, 20 pt. Centre Align.

8. Change the text box style by selecting any style in the Intense Effect row.

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