Word Processing (Microsoft Word) - WordPress.com · Word Processing (Microsoft Word) ... Word Processing Page 18 5. The word Draft should now appear on every page of the document

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ADMINISTRATION

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Word Processing

(Microsoft Word)

Word Processing Page 2

CONTENTS

BUSINESS DOCUMENTS .................................................................................................. 4

Letters ................................................................................................................................ 15

Tear-off Slips ..................................................................................................................... 8

Itineraries ......................................................................................................................... 10

Agenda ................................................................................................................................. 11

Minutes ............................................................................................................................... 12

Action Minutes .................................................................................................................. 13

WATERMARKS ..................................................................................................................... 14

Inserting a Picture Watermark .................................................................................. 115

Inserting a Text Watermark ........................................................................................ 17

Inserting a Picture Watermark on One Page ............................................................ 19

FOOTNOTES/ENDNOTES .............................................................................................. 22

Inserting a Footnote ...................................................................................................... 23

Inserting an Endnote ...................................................................................................... 26

Editing Footnotes and Endnotes .................................................................................. 27

Deleting a Footnote or Endnote .................................................................................. 28

BOOKMARKS ....................................................................................................................... 29

Adding a Bookmark ......................................................................................................... 30

Finding a Bookmark ......................................................................................................... 33

Deleting a Bookmark ....................................................................................................... 35

CROSS-REFERENCE ......................................................................................................... 36

Inserting a Page Cross-Reference .............................................................................. 37

Inserting a Heading as a Cross-Reference ............................................................... 39

Updating Cross-References .......................................................................................... 40


TABLES .................................................................................................................................. 41

Creating Tables................................................................................................................ 42

Design Tab ........................................................................................................................ 47

Table Designs ................................................................................................................... 49

Layout Tab ......................................................................................................................... 51

Sorting in a Table ............................................................................................................ 52

Convert Text to Table ................................................................................................... 53

Convert Table to Text ................................................................................................... 55

Calculations in a Table .................................................................................................... 56

Section Break/Page Orientaion/Page Border ............................................................ 58


BUSINESS DOCUMENTS

There are a number of documents that businesses use on a daily basis

communicate with both staff and customers. Organisations often follow their

own house style or make use of document templates (stored centrally and

available to all employees) to save time and ensure consistency of presentation.


Letters

A business letter is a document written in formal language and sent to

customers, suppliers or other organisations.

Task

1. Open up the file entitled Business Letter from the Word Files folder.

2. Type the reference which is the initials of the person signing the letter

then your initials where it states insert reference in the letter, for

example:

JB/GS

3. Type today‟s date where it states insert today’s date in the letter, for

example:

21 February 2016

4. Type the following inside address of the person receiving the letter

where it states insert inside address in the letter:

Mr J L Smith

27 Wells Drive

ANYTOWN

AY458BN

Make sure the name and each of part of the address are on separate

lines.

5. Type the following name of the person receiving the letter where it

states insert salutation in the letter:

Dear Mr Smith

Sometimes the letter is addressed Dear Sir or Dear Madam.


6. Type following topic of the letter where it states insert subject heading

in the letter:

OFFICE EQUIPMENT

7. Insert the following paragraph in the letter where it states insert

paragraph 1 in the letter:

Thank you for your enquiry about our new range of office equipment. We are

pleased to enclose our brochure, and note below some of our special offers.

8. Insert the following paragraph in the letter where it states insert

paragraph 2 in the letter:

All of the above prices exclude VAT, and represent a saving of 25% on our

normal prices. If you require any more information, please telephone us on the

above number. We look forward to receiving your first order.

9. Type the following complimentary close where it states insert

complimentary close in the letter:

Yours sincerely

10. Type the following name and job title of the person sending the letter

where it states insert name and job title in the letter:

Joan Black

Sales Director

11. Delete and replace the number with the letters LS with the amount of

line spaces, for example, 2LS means 2 line spaces.

12. Business letters sometimes go over or more pages. Always number all

pages either in the header of the footer, except for the first page.

Insert page number in the header or footer, click Design tab and select the

Different First Page.


Click Design tab Select checkbox

13. Insert your name in the footer and save the file.


Tear-off Slips

A letter occasionally has a tear-off slip for the recipient to give a response.

Always place the tear-off portion near the bottom of the page and use double

line spacing to ensure there is enough room for any written information.

Task

1. Open up the file entitled Tear-off slip from the Word Files folder.

2. Click at the end of the line where the letters ENC appears.

The letters ENC are an abbreviation for enclosure. The letters ENC are

used in a business letter to say that one or more documents are included

with the letter.

3. Click Insert, click Symbol and select More Symbols….

4. From the Font drop-down menu, select Wingdings, click the scissor symbol

and click Insert.

Click Insert Click Symbol

Select More Symbols…


5. After the scissor symbol, use full stops right to the end of the line.

You should have something like below:

………………………………………………………………………………………………………………………………………………


Select Wingdings

Click the scissor symbol Click Insert


Itineraries

An itinerary is a detailed plan for a journey listing hour by hour what a person is

scheduled to do, as well as where and with whom they are scheduled to do it. All

times are expressed in 24-hour format and, where there are time differences,

local times are shown.

Task

1. Open up the file entitled Itineraries from the Word Files folder.

2. Type the following information in the right place under the heading

Saturday 15 February:

1416 hours Depart Edinburgh Waverley station to Preston station

1801 hours Arrive Liverpool Lime Street station. Taxi to Thistle

Liverpool Hotel, Chapel Street, Liverpool, L3 9RE.

Accommodation booking reference: 7843983.


Sunday 16 February:

1000-1230 hours Attend final of 'Young Project Manager of the Year' at the

Liverpool Arena. Taxi to Lime Street station.





Notice of Meeting and Agenda

A Notice of Meeting lets everyone know why, when and where a meeting has

been arranged. An Agenda is a list, in order, of topics to be discussed. These are

often combined in the same document.

Task

1. Open up the file entitled Agenda from the Word Files folder.


AGENDA:

3. Matters arising

5. Golf outing

7. Any other business





Minutes

It is important that all points raised in the meeting are noted so that a summary

is recorded. Minutes reflect the Agenda and show who was present, what was

discussed and agreed, and any action points, that is, what has to be carried out,

by whom and, if relevant, by what deadline. They are usually written in the third

person.

Task

1. Open up the file entitled Minutes from the Word Files folder.

2. Type the following information in the correct position of the document:

4. Treasurer's Report

The Treasurer reported that annual subscriptions were now due and that

members had received notification of payment options. Reminders will be sent

to those who have not paid at the end of the month.

6. Cross Country Race

The date of the race has been confirmed as 31 July 2016. Posters advertising

the event have now been prepared and entry forms are available from

Christine Brown. All committee members should ensure that posters are

displayed within their areas and they have a supply of forms.





Action Minutes

These record decisions reached and actions to be taken but not the discussion

itself. They include a report of actions taken since the last meeting as well as

planned actions. It is important to note who is responsible for upcoming actions.

Task

1. Open up the file entitled Action minutes from the Word Files folder.

2. Type the following information in the correct position of the document:

Golf Outing

Date confirmed as 2 June 2015. All those attending

have paid.

Bus departure and return times to be confirmed with

bus company - leave main car park 0900 hours and

return 1730 hours approx.

JM 1 June

2015



WATERMARKS

Watermarks show an image or text on a document very faintly so it doesn't

detract from the text.


Inserting a Picture Watermark

Task

To insert a picture watermark on every page of a document:

1. Open up the file entitled Watermark1 from the Word Files folder.

2. Click Page Layout tab, click Watermark and select Custom Watermark.

Click Page Layout tab

Click Watermark

Select Custom Watermark


3. The following menu will appear on screen:

4. Select Picture watermark and click Select Picture….

5. Locate an image called Target in the Word Files folder, select the image,

click Insert and click OK.

6. You should now have a faint picture behind the text of both pages as

shown below:


Select Picture watermark

Click Select Picture


Inserting a Text Watermark

We can insert a text watermark on every page of our document using the same

method as above.

Task

1. Open up the filename Watermarks2 from the Word Files folder.

2. Click Page Layout tab, click Watermark and select Custom Watermark.


4. Select Text watermark, from the Text: dropdown menu select DRAFT

and click OK.

Select Text watermark

Select DRAFT

Click OK


5. The word Draft should now appear on every page of the document as

shown below:


In the Printed Watermark menu you can also change the text font, size and

colour.

We have now inserted both a picture watermark and a text watermark however

each time the watermark has been inserted on every page on the document. On

some occasions you might want to insert a watermark on a single page of the

document. Follow the steps below to insert a watermark on one page only.


Inserting a Picture Watermark on One Page

Task

1. Open up the filename Watermarks3 from the Word Files folder.

2. Click Insert tab and select Clipart.

3. Search for an appropriate picture and from the picture‟s dropdown menu

select Insert.

4. Reposition your picture.

Right click on the picture, click Format Picture, click Layout tab, select Behind

Text and click OK.

OR

Click the image, click on Wrap Text from the Format tab and select Behind

Text.

Click Wrap Text

Select Behind text

Click Format tab


5. Click the image, click the Format tab and from the Recolor dropdown

menu select Washout.

If offered a different method:

Select Washout

Click Format tab

Select Washout

Click Color

Click Format tab


6. Adjust the image so it is positioned on page 1 of the document only.

7. Go to print preview and check whether your graphic is only on the first

page as shown below:



FOOTNOTES

Used in printed documents to explain, comment on or provide references for

text in a document. You might use footnotes for detailed comments and

endnotes for mentioning of sources.

Look at the diagram below for an example of footnotes and endnotes.

Footnote

text.

Either

footnote or

endnote

reference

marks.

Separator

line from

text and

footnote.


Inserting a Footnote

1. Open up the file Footnotes from the Word Files folder.

2. Click at the end of the second paragraph, i.e. so I can find a record easily.

3. Click References tab and select Insert Footnote as shown below:

4. Your pointer will automatically be positioned where the footnote text has

to be inserted.

Key in the text below:

“storage would have to be lockable for security purposes”.

5. The bottom of your page should now be the same as below:

Click References tab Select Insert Footnote


6. At the end of the last paragraph, repeat instructions 3 and 4.

But, key in the following text:

“package available on Windows XP”.

7. The bottom of your page should now be the same as below:



ENDNOTES

We use the same method for inserting endnotes as footnotes except that on the

Footnotes and Endnotes menu you select Endnote rather than Footnote.

End note text

Separator

line from text

and endnote


Inserting an Endnote

Task

1. Open up the file Endnotes from the Word Files folder.

2. Now insert a footnote on page 2 at the end of number 7, i.e. if you want a

primary key.

The pointer will automatically be positioned at the position for the

endnote text to be inserted.

3. Insert the footnote text as:

“used when preparing Relational Databases”.

4. Print Preview your document to check that the endnote has been inserted.


Click References tab

Click bottom corner

of Footnotes Click Insert

Endnote


Editing Footnotes and Endnotes

Task

1. Open up the file Footnotes from the Word Files folder.

2. Change the number format to a letter format:

click References tab

click at the bottom corner of Footnotes

change the number format to a letter format from Numbering format:

dropdown menu

click Apply.

Click References tab

Click bottom corner

of Footnotes


6. Check the document that the numbers have changed to the format

selected.

7. Save the file.

Deleting a Footnote or Endnote

To delete a footnote or endnote you simply highlight the number within the main

text and click on the delete key. The computer will update all the remaining

footnotes or endnotes appropriately.

Change a number

format to a

letter format.

Click Apply


BOOKMARKS

A bookmark identifies a location or selection of text that you name and identify

for future reference.

For example you might use a bookmark to identify text that you want to revise

at a later time instead of scrolling through the document to locate the text you

can go to it by the Bookmark dialogue box. A bookmark can also be used for

cross-reference purposes.


Adding a Bookmark

Task 1

1. Open the file Bookmarks from the folder Word Files folder.

2. Click at the left hand side of the heading Conference Facilities For

Business Organisations on page 2.

3. Click on the Insert tab and select Bookmark as shown below:

Click Insert

tab Select Bookmark


4. The following window will appear on screen:

5. There may be nothing visible on your screen. To view Bookmarks:

click File tab

click Options

click Advanced

select Show bookmarks

click OK.

Key in the name

of the Bookmark

Click Add


6. The bookmark will be highlighted with a pale grey I-Beam.


NOTE:

A bookmark name must start with a letter but can contain numbers however it

cannot contain spaces if you want to use 2 words you must separate them with an

underscore.

Task 2

1. Now insert a bookmark in the same file this time at the heading Schools -

Activity Programmes.

2. The text for the bookmark is SCHOOLS.

3. Save the file.

Select Show

Bookmarks

Select Show

Bookmarks


Finding a Bookmark

Although we have just scrolled through our document to see our Bookmarks we

can use the Find option on the computer.

Task

1. Scroll back to page 1 of the Bookmarks document.

2. Click Home tab, click Find dropdown menu and Select Go To….


Click Home tab Click Find dropdown menu

Click Find dropdown menu

Select Bookmark Select Go To


Your pointer should now be positioned at the Conference heading in the

document.



Deleting a Bookmark

Task

1. Click on the Insert tab and select Bookmark.

2. From the dialogue box, select the Bookmark you want to delete and click

Delete.

Select Bookmark

Click Delete


CROSS-REFERENCE

A cross-reference can be used to refer the user of the document to a later

section for further explanation. You can create cross-references with figures

held in a later page of the document or with the footnotes, endnotes and

bookmarks that you have already learned about.


Inserting a Page Cross-Reference

Task

1. Open up the file Cross Reference from the Word Files folder.

2. Scroll through and have a look at the document.

3. Move your pointer to the right hand side of the heading After School and

key in refer to page as shown below:

AFTER SCHOOL refer to page

4. Now click the Insert tab and select Cross-reference as shown below:

Click Insert tab

Click Cross-reference


5. The following window will appear on screen:

6. Your heading should now appear as shown below:

AFTER SCHOOL refer to page 2

7. Go over the number 2 with your cursor and hold down the ctrl key and

left-click the mouse button. This will take you to page 2 of the document.


From the dropdown

menu select Heading

From the dropdown menu

select Page number

Select The Plan Click Insert


Inserting a Heading as a Cross-reference

1. Using the file from above click to the right of the heading How They

Survived and key in see also.

2. Click Cross-reference icon and this time instead of page number select

Heading Text.

3. Select Success as the heading you want to refer to.

4. Your Heading should now appear as shown below;

HOW THEY SURVIVED see also SUCCESS

5. Go over the word SUCCESS with your cursor and hold down the ctrl key

and left-click the mouse button. This will take you to the paragraph about

success.

6. Change the font to the same as the heading and bold.



Updating Cross-references

1. Open up the Cross-Reference file.

2. Change the whole document to double line spacing and Arial font size 16.

3. Ensure all text is highlighted and press F9.

4. Deselect the text and the cross-references should have updated

automatically.

5. Save the file.


TABLES

A table is a way to present information in rows and columns. Even if there are

just a few rows of information, tables are easier to use than tabs and less likely

to go wrong. You can align numbers and text in columns, sort the data and

perform calculations.


Creating Tables

Word has options to create basic tables you can format yourself or you can

choose from the built-in styles. There are three ways to create a table, all of

which you can access from Table in the Insert tab.

Method 1

1. Open Microsoft Word.

2. Click Insert tab and select Table.

3. Drag the cursor over the grid to select the required number of columns

and rows.

Click Insert tab Select Table Drag the cursor over the grid


Task

1. Using this method, create the following table:

2. Save the file as Table 1.


Method 2


2. Click Insert tab, click Table and select Insert Table.

3. Select the number of columns and rows needed in the dialog box and click

„OK‟.

4. The table should look like the following:

Select number of

columns

Select number of

rows

Click OK


Task




Method 3


2. Click Insert tab, click Table and select Draw Table.

3. The cursor will change to a pencil, allowing you to draw the outer

boundaries then the rows and columns lines inside.

Task




Design Tab

Here you can select pre-set Table Styles or you can select your own Borders

and Shading.

Borders

Make sure you select the cells you want to format then the line style and weight

before selecting the border that you want to change.

No Border will remove all printed borders from your table at once.

Removes border(s)


Task

1. Open file called Table 1.

Using one the tables you have created from previous tasks. Delete the last four

rows and from Borders delete the Top Border. Your table should look like the

following:



Table Designs

To save time when designing a table, use one of the many pre-designed style

formats within the Table Styles group (on Design under Table Tools). Selecting

a style includes live preview which lets you see the effect of the style on the

table.

The selections you make in Table Style Options determine how your table looks

and what you see in the Table Styles gallery. For example, if you deselect

Banded Rows, Word will not display styles with alternately shaded rows.

Selected Banded Rows


Task 1

1. Open file Table 2.

2. Click on the table.

3. From the Design tab select a design for your table. Make sure Banded

Rows checkbox has been selected.

4. Save file as Table Selected Banded Rows.

Task 2


2. Click on the table.

3. From the Design tab select a design for your table.

4. Unselect Banded Rows checkbox.

5. Save file as Table Unselected Banded Rows.

Deselected Banded Rows


Layout Tab

To change the structure of your table, use the buttons on the Layout tab under

Table Tools. These will allow you to Delete Cells, Merge Cells, Split Cells,

Delete Rows or Insert Rows and Columns as well as specify the width and

height of cells and the alignment of text within the cells.

Task


2. Convert Table 3 to the following table using the above features:

You may need to adjust the text.

3. Save the file as Formatted Table.


Sorting in a Table

The ability to sort information within a table can be very useful. Select the area

within the table that you want to include in your sort. Think carefully here! For

instance in the table below, the TOTAL row should remain as the last row so it

has been excluded from the selection.

Task

You want to sort the Department information alphabetically (A to Z).

1. Open up the file entitled Table Sort from the Word Files folder.

2. Click the table.

3. From Layout tab select the sort icon.

4. Select Department from Sort by drop-down menu.

5. Make sure text has been select from Type drop-down menu.

6. Make sure Ascending has been checked.



Convert Text to Table

You may have a piece of text that has been laid out as a list that you want to put

into a table in order to add some borders or shading.

Task

1. Open up the file entitled Text to Table from the Word Files folder.

2. Select the text and go to the Insert tab.

3. Click on Table then Convert Text to Table and the dialog box will open.

The number of columns and rows should be filled in automatically but ensure the

choice made below Separate text at... reflects how the original text has been

formatted, for example Tabs if the Tab key has been used to create columns.

4. Spaces were placed between words. Place a space in the box beside

Other.

5. Click Ok.




Convert table to Text

Select the table then select Convert to Text. There are a number of options to

choose, for example Commas changes your table to a list using commas.

Task

1. Open up the file entitled Table to Text from the Word Files folder.

2. Select the table.

3. Click Layout tab.

4. Click Covert to Text.

5. Click OK when the dialog box appears.


Calculations in a Table

It is possible to carry out calculations within a table using any columns or cells

that contain numbers or currency. The Formula command is found in the Data

group on the Layout tab under Table Tools.

When you click on the Formula button, the Formula dialog box will open. Word

defaults to a Sum calculation depending where you are in the table. For example,

at the bottom of a column Word will suggest =SUM(ABOVE) or =SUM(LEFT) to

calculate the total across a row. Using the drop-down list at Number Format you

can select how you want your answer to be formatted, for example £ for

currency.

Other formulae that use positional arguments (ABOVE, BELOW, RIGHT or

LEFT) are:

=AVERAGE( ) finds the average of all values chosen

=COUNT( ) counts the number of values chosen

=MAX( ) finds the maximum value in the cells selected

=MIN( ) finds the minimum value in the cells selected.

Alternatively, you can enter your own formula. To do this you must imagine your

table is an Excel spreadsheet - the only difference is that you cannot see the

row and column headings. Always start your formula with = then key in the

remainder of the formula as you would in a spreadsheet, making us of the +, -, /

and * symbols where relevant.

You can format the result of your calculation as you did previously.

Task

1. Open up the file entitled Calculations from the Word Files folder.

2. Click in box B6.

3. Click Layout tab.

4. Click fx Formula icon.

5. Change =SUM(ABOVE) under Formula to =SUM(B2:B4)


6. Click OK.

7. Using appropriate formulas complete the rest of the table.



Section Break/Page Orientation/Page Border

Section break

These create a barrier between parts of the document for formatting purposes

and allow you to create different types of page-specific formatting within the

same document. Each section can contain unique page numbering, margin sizes,

headers and footers, and page orientation.

Page orientation

Page orientation is the way in which a rectangular page is oriented for normal

viewing. The two most common types of orientation are portrait and landscape.

Task

1. Open the document Sections from the Word Files folder.

2. Look carefully below as to what is required:

PAGE 1

Portrait

No Footer

Page Border

PAGE 2

Landscape

Footer - Activities

2004

No Page Border

PAGE 3

Landscape

Footer - Activities

2004

No Page Border

PAGE 4

Portrait

Footer - Printed

by Printer Co

No Page Border

3. Insert the section breaks at the appropriate points by clicking on Page

Layout tab and selecting Next Page from Break as shown below:

Need a section break

here as the page

orientation, footer and

border are changing.

Need a section break

here as the page

orientation is changing

and the footer.


4. Change the page orientation in page 2 to landscape. This will cause the

page orientation to change in page 3. To change the page orientation click

Page Layout, Orientation drop-down men and select Landscape as shown

below.

5. Add a page border to page 1 by clicking on Page Layout tab and clicking on

Page Borders. In the Borders and Shading box, click Box, select This

Click Page Layout Click Breaks dropdown menu

Click Next Page

Click Page Layout Click Orientation

Click Landscape


section – First page only from Apply to: drop-down menu and click OK as

shown below:

6. Insert your name in the footer. To remove the footer in the first page

click Insert tab, click Footer icon, select Edit Footer and tick Different

First Page checkbox under Design tab.

7. Save file.

Click Page Border

Click Box

Select This section – First

page only from Apply to:

drop-down menu

Click OK

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Word Processing (Microsoft Word) - WordPress.com · Word Processing (Microsoft Word) ... Word Processing Page 18 5. The word Draft should now appear on every page of the document