EMPOWERMENT TECHNOLOGIES
QUARTER 1 – MODULE 2
Learning Outcome(s): At the end of the lesson, the learner will be able to;
1. use some advanced capabilities of Microsoft Word commonly used to increase productivity and efficiency;
and
2. effectively use this features to help improve the productivity of an organization through maximizing the
potential of word processing skills.
Lesson 3
WORD PROCESSING SKILLS
MICROSOFT WORD –is a word processor developed by Microsoft. It was first released on October 25, 1983. It is also known as MS Word
SOME FEATURES OF MSWORD
1. Auto – Correct – corrects common spelling errors as well as capitalization mistakes
2. Auto – Format – applies formatting to text eg. number listing, bullet, hyperlink
3. Grammar Checker – proofreads documents for grammar, writing style, sentence structure errors and reading statistics
4. Template – a document that contains the formatting necessary for a specific document type
5. Thesaurus – provides synonyms for a word in a document
6. Tables – organize information into rows and columns
7. Mail Merge – a feature that allows you to create a document and merge them with another document or data file
8. Text Wrap – adjusts how the image behaves around other objects or text
KEYBOARD SHORTCUTS IN MSWORD
1. CTRL + A = Select All 13. CTRL + M = Tab
2. CTRL + B = Bold Text 14. CTRL + N = Create a new document
3. CTRL + C = Copy Text 15. CTRL + O = Open a document
4. CTRL + D = Show Font Dialog Box 16. CTRL + P = Display Print Dialog Box
5. CTRL + E = Align Text to Center 17. CTRL + R = Align Text to Right
6. CTRL + F = Display Find Dialog Box 18. CTRL + S = Save a document
7. CTRL + G = Display Go To Dialog Box 19. CTRL + U = Underline Text
8. CTRL + H = Display Replace Dialog Box 20. CTRL + V = Paste a copied Text
9. CTRL + I = Italicize Text 21. CTRL + X = Cut a selected Text
10. CTRL + J = Justify Text 22. CTRL + Y = Redo the last undone action
11. CTRL + K = Create a hyperlink 23. CTRL + Z = Undo the last action
12. CTRL + L = Align Text to Left
13. CTRL + M = Tab
CUSTOMIZING WORD DOCUMENT
HOME TAB – allows you to change document settings, such as the font properties,
adding bullets or a numbered list, adjusting styles, and other common features.
INSERT TAB – is used to insert different features such as
tables, pictures, clip art, shapes, charts, page numbers,
word art, headers, and footers into a document.
PAGE LAYOUT TAB – refers to the arrangement of text, images, and
other objects on a page.
IMAGE PLACEMENT
1. In line with text – this is the default setting for images that are inserted or integrated in a document.
2. Square – this setting allows the image you inserted to be placed anywhere within the paragraph with the text going around the image in a
square pattern like a frame.
3. Tight – this is almost the same as the square setting, but here the text “hugs” to the general shape of the image.
4. Through – this setting allows the text on the document to flow even tighter, taking the contour and shape of the image.
5. Top and Bottom – this setting pushes the text away vertically to the top and/or the bottom of the images so that the image occupies a
whole text line on its own.
6. Behind Text – this allows your image to be dragged and place anywhere on your document but with all text floating in front of it.
7. In front of text – this setting allows your image to be placed right on top of the text as If your image was dropped right on it.
Advanced Word Processing Skills
I. MAIL MERGE AND LABEL
A. Mail Merge
One of the important reasons in using computers per se is its ability to do recurring tasks automatically.
But this ability has to be honed by learning the characteristics and features of the software you use with your
computer. After all, no matter how good or advance your computer and software may be, it can only be as good as
the person using it.
The simplest solution for the scenario above is to create a document and just copy and paste it several
times then just replace the details depending on whom you send it to. But what if you have hundreds or thousands
of recipients? Would not that take too many hours? What if you have a small database of information where you can
automatically generate those letters?
Two Components of Mail Merge
1. Form Document
The first component of our mail merged document is the form document. It is generally the document that contains
the main body of the message we want to convey or send. The main body of the message is the part of the form document
that remains the same no matter whom you send it to from among your list.
2. List or Data File
The second component of our mail merged document is the list or data file. This is where the individual
information or data that needs to be plugged in (merged) to the form document is placed and maintained. One of
the best things about the mail merge feature is that it allows data file to be created within the Microsoft Word
application itself, or it gets data from a file created in Microsoft Excel or other data formats
B. Label Generation
Included in the mail merge feature on Microsoft Word is the Label Generator. It just makes sense that after you
print out your form letters, you will need to send it to individual recipients in an envelope with the matching address
printed directly on the envelope or on a mailing label to stick on.
II. INTEGRATING IMAGES AND EXTERNAL MATERIALS
Integrating or inserting pictures in your document is fun and it improves the impression of your document. A
common use of inserting a picture on a document is when you are creating your resume. Though seemingly simple to do, your knowledge on the
different kinds of materials that you can insert or integrate in a Word document and its characteristics can help you create a more efficient, richer
document not only in content but also in physical form. A better understanding of the physical form of your document as well as the different
materials you would integrate in it would allow you to be more efficient and versatile in using Microsoft Word.
A. Kinds of Materials
There are various kinds of materials Microsoft Word is capable of integrating to make the documents richer, more impressive, and more
informative.
1. Pictures
Generally, these are electronic or digital pictures or photographs you have saved in any local storage device. There are three commonly used
types of picture files. You can identify them by the extension on their file names.
a. .JPG/JPEG
This is pronounced as “jay-peg“ and is the short form of .jpeg or Joint Photographic Experts Group. Like all the
rest of the image file extensions, it identifies the kind of data compression process that it uses to make it more
compatible and portable through the internet. This type of image file can support 16.7 million colors that is why it is
suitable for use when working with full color photographic images. .JPG does not work well on lettering, line
drawings, or simple graphics. .JPG images are relatively small in file size.
b. .GIF
This stands for Graphics Interchange Format. This type of image file is capable of displaying transparencies.
Therefore, it is good for blending with other materials or elements in your document. It is also capable of displaying
simple animation. GIF is much better for logos, drawings, small text, black and white images, or low-resolution files.
Example of a .gif format picture
c. .PNG
This is pronounced as “ping“. It stands for Portable Network Graphics. It was built around the
capabilities of .GIF. Its development was basically for the purpose of transporting images on the Internet at
faster rates. It is also good with transparencies but unlike .GIFs, it does not support animation but it can
display up to 16 million colors, so image quality for this image file type is also remarkably improved. .PNG
allows the control of the transparency level or opacity of images.
Example of .png format picture
2. Clip Art
This is generally a .GIF type; line art drawings or images used as generic representation for ideas and
objects that you might want to integrate in your document. Microsoft Word has a library of clip arts that is built
in or can be downloaded and used freely. There are still other clip arts that you can either purchase or freely
download and use that come from third-party providers.
3. Shapes
These are printable objects or materials that you can integrate in your document to enhance its appearance or allow
you to have some tools to use for composing and representing ideas or messages. If you are designing the layout for a poster
or other graphic material for advertising, you might find this useful.
4. Smart Art
Generally, these are predefined sets of different shapes grouped together to form ideas that are
organizational or structural in nature. If you want to graphically represent an organization, process,
relationships, or flow for infographic documents, then you will find this easy and handy to use.
Smart Art
5. Chart
Another type of material that you can integrate in your Word document that allows you to represent
data characteristics and trends. This is quite useful when you are preparing reports that correlate and present data
in a graphical manner. You can create charts that can be integrate in your document either directly in Microsoft
Word or imported from external files like Microsoft Excel.
Chart – Used to illustrate and compare data.
6. Screenshot
Sometimes, creating reports or manuals for training or procedures will require the integration of a more realistic image of what you are
discussing on your report or manual. Nothing can get you a more realistic image than a screenshot. Microsoft Word even provides a snipping tool
for your screen shots so you can select and display only the part that you exactly like to capture on your screen.
EMPOWERMENT TECHNOLOGIES
QUARTER 1 – MODULE 2
NAME: Grade Level & Strand: Teacher’s Name:
Activity 1
A. Choose the letter of the correct answer. Write your answer on the space provided.
_____1. This feature allows you to create documents and combine them with another document or data file.
a. Label Generator c. File Merge
b. Mail Merge d. Document Insertion
_____2. What are the two components of Mail Merge?
a. Word Document c. Label Generator
b. Form Document d. Data Files
_____3. This is where the individual information or data that needs to be plugged in or merged to the form document is
placed and maintained.
a. Data Unit c. List Sheet
b. Data Sheet d. List File
_____4. JPEG is the abbrevation of...
a. Joint Picture Experts Group c. Joint Photographic Experts Group
b. Joint Profile Experts Group d. Joint Professional Experts Group
_____5. Its development was for the purpose of transporting images on the Internet at faster rates.
a. .psd c. .PNG
b. .GIF d. .JPEG
_____6. Which is most useful when editing posters?
a. Smart Art c. Clip Art
b. Shapes d. Pictures
_____7. One can use Clip Art from...
a. MS Word library c. Buying from third-parties
b. Installing an application d. Downloading from the Internet
_____8. How many colors can a .GIF image file support?
a. 134 c. 256
b. 16.7 million d. 16 million
Activity 2. Give the following shortcut keys.
1. Bold
2. Save
3. Print
4. Align Left
5. Select Entire Row
6. New
7. Hide selected rows
8. Remove outline border
9. Unhide columns
10. Increase Font
