ICDL Documents 365 6.0 - ICDL Africa
ICDL Documents 365 6.0 - ICDL Africa
ICDL Documents 365 6.0 - ICDL Africa
ICDL Africa
Copyright ICDL Foundation 1997 - 2021. Reproducing, repurposing, or distributing this courseware without the permission of ICDL
Foundation is prohibited.
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This courseware may be used to assist candidates to prepare for the ICDL Foundation Certification Programme as titled on the
courseware. ICDL Foundation does not warrant that the use of this courseware publication will ensure passing of the tests for that ICDL
Foundation Certification Programme.
The material contained in this courseware does not guarantee that candidates will pass the test for the ICDL Foundation Certification
Programme. Any and all assessment items and / or performance-based exercises contained in this courseware relate solely to this
publication and do not constitute or imply certification by ICDL Foundation in respect of the ICDL Foundation Certification Programme or
any other ICDL Foundation test. This material does not constitute certification and does not lead to certification through any other process
than official ICDL Foundation certification testing.
Candidates using this courseware must be registered with the National Operator before undertaking a test for an ICDL Foundation
Certification Programme. Without a valid registration, the test(s) cannot be undertaken and no certificate, nor any other form of
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Screen shots used with permission from Microsoft. ICDL Documents is an alternative title for ICDL Word Processing.
• Starting Word
• The user interface
• The backstage view
• Converting documents
• Setting Word options
• Setting the default folders
• The Quick Access Toolbar
• Using ribbons and tabs
• Using the Mini Toolbar
• Using dialog box launchers
• Using contextual tabs
• Using Help
• Exiting Word
Lesson 1 – Exploring Word ICDL Documents
Steps
To start Microsoft Word:
File tab and Backstage View: When you click the File tab, you see the
backstage view. This view shows all the information about a document in one
location.
Quick Access Toolbar: This is a customisable toolbar placed by default above
the Ribbon - you can add icons for frequently used commands to this toolbar. It
can also be placed below the Ribbon.
Ribbon: The Ribbon displays commands used to work with your document.
Commands related to each other are arranged in named groups. Buttons next to
the group names launch dialog boxes which allow you to access more commands
and options. These buttons can be referred to as dialog box launchers.
Ribbon
Status Bar: Located at the bottom of the screen, this provides information about
the total number of pages, total number of words, and different layouts, including
zoom options.
Status Bar
Backstage View
• Save As– allows file name, file type, and location to be specified and is
used to save a newly created document.
Convert Feature
Steps
To convert a document.
Open FSS.docx from the Student Folder. Do this by going to the drive that the
Student Folder is located in, double-clicking the Student Folder and then double-
clicking FSS.docx.
Click
3. Select OK to convert the document. Click
The document is converted.
Steps
To use Word Options:
Steps
Set the default open folder:
8. Click OK.
The File Locations dialog box closes. Click
Steps
To add a command to the Quick Access Toolbar, re-arrange the buttons and
move the toolbar below the ribbon:
1. Click the Customize Quick Access Toolbar
button.
A sub menu is displayed.
7. Scroll down the list of commands and select the Click Help
command you want to add.
The desired command is selected.
8. Click the Add button to add the command to
the Quick Access Toolbar. Click
The selected command is added to the list of
commands in the Quick Access Toolbar.
Note: To remove a button from the Quick Access Toolbar, right-click on the
button you want to remove, and then select Remove from Quick Access
Toolbar.
Word Ribbon
To allow more working space to view your document, you can hide, or minimise,
the ribbon.
Steps
Hide/minimise the ribbon.
1. Click the Ribbon Display Options on the ribbon on
the top right.
The Ribbon Display Options is displayed.
2. Select the option to show only the tabs. Click Show Tabs.
The ribbon tabs are displayed only. Click on a tab to
show the commands.
This toolbar has commonly used commands, such as those associated with
changing font appearance or alignment.
Steps
Display contextual tabs for a SmartArt graphic.
Navigate to the end of the document.
1. Select the Insert tab on the Ribbon. Click the Insert tab
The Insert tab is displayed.
2. Select the SmartArt button in the Illustrations group.
The Choose a SmartArt Graphic dialog box opens.
Click
3. Select the desired SmartArt diagram from the left
pane.
Various options under the selected SmartArt Click
diagram are displayed in the right pane.
4. Select the desired option from the right pane. Click Basic Block List
The desired option is selected in the right pane.
Steps
To use Microsoft Office online Help.
1. Click the Help tab on the ribbon.
Click
2. Select the help button.
The default web browser will launch and open the
Office Help website.
3. Type in the Search Office help bar and press the Type insert picture and press.
Enter button. [Enter]
The Office Help website provides users with available
options/suggestion. Click on desired selection.
4. Click on the desired search result. Click on the first result
The topic details are displayed. heading.
Selecting one of the other tabs and pressing the F1 button on the keyboard will open the
application Help panel.
To exit Word:
Steps
1. Navigate your cursor to the upper-left
hand corner on the left of the Quick
Access Toolbar and click on the blank
space.
The popup menu opens.
2. Select the Close command.
Word closes.
Click
Steps
To create a new, blank document:
1. Select the File tab.
The Backstage View appears. Click
2. Select the New command or Home command
The New Document pane displays. Click or
Notice that a new blank document is created. Proceed to the next section without
closing this document.
Steps
To create a new resume using a template:
1. Select the File tab.
The Backstage View appears. Click
2. Select the New command or Home command.
The New Document pane appears and displays
or
Word’s own templates, as well as some online
templates.
3. Click on a desired template to start a new document. Scroll down (if necessary) or
Scroll down the list to search for more options.
click and
click Resumes and Cover
Letters
4. Click Create to download the template. Click Create
The new resume template is downloaded, ready for
editing.
4. Type in the keywords and press Enter. Type Letter and press Enter
Examples of keywords include fax, memo, agenda,
letter etc. The online template will display all available
Letters template.
5. Click on a desired template to start a new document. Click Cover letter (blue)
Scroll down the list to search for more options.
6. Click Create to download the template. Click Create
The letter document is downloaded ready for editing.
Steps
Enter text into a document.
If necessary, open Word and create a blank document.
1. Type the desired text. Type To: All Sales Reps
The text appears in the document area as you type.
2. Press [Enter] as necessary. Press [Enter] twice
The insertion point moves to the new location.
3. Type additional text as necessary. Type The Worldwide
The text appears in the document area as you type Telephony Trading
and, as the text fills a line, Word automatically moves Electronics Fair is
to the beginning of the next line. scheduled for March 13-17
in Los Angeles. Please
make your reservations
with the travel agent listed
below.
4. Press [Enter] Press [Enter]
Practice the Concept: Type the following text, pressing [Enter] after each line:
Daniel Jones
34 Main Street
Media, PA 19107
Steps
To insert a symbol in selected text:
1. Place the cursor at the required area. Click at the end of the text
The cursor appears in the document area as you Telephony
type.
2. Select the Insert tab. Click Insert
The Insert tab is displayed.
3. Click on Symbol from the Symbols group. Click
A list of symbols is displayed. Word will automatically
display the last 20 symbols used.
If the trademark symbol, or any other symbol you want, is not in the list of symbols
displayed:
1. Click on More Symbols to display the Symbol dialog box.
2. Click on the Font dropdown arrow to view the list of available symbols with
a font.
3. Select the symbol you want.
4. Click Insert.
Sometimes, you want to use special characters in a document. For example, you
might want to insert a nonbreaking hyphen, which prevents a hyphenated word
such as open ended from being separated by a line break. Special characters are
inserted using the Special Characters tab of the Symbol dialog box. For
example, you want to insert an ellipsis (…).
1. Click on More Symbols to display the Symbol dialog box.
Save As pane
Steps
To save a document for the first time on a local drive.
1. Select the File tab.
The Backstage View appears. Click
2. Select the Save Command.
The Save As window opens, showing a list of recently
used folder locations. Click
7. Select Save to save the file in the Student Folder. Click Save
The Save As window closes, the document is saved
to the selected drive and folder, and the file name
appears in the application title bar.
To save a document for the first time on OneDrive through Microsoft Word:
1. Select the File tab.
The Backstage View appears. Click
2. Select the Save Command.
Click
3. Select OneDrive. Click OneDrive
OneDrive is an online or cloud file hosting service
provided by Microsoft. It facilitates users to store,
share and synch files and data across different
platforms (iOS, Android, Windows, mobile devices
etc). Users can upload Microsoft Office documents
directly to OneDrive.
After you have saved and named your document, you should periodically save
your file as you are working on it. You can do this in a number of ways:
Save As Window
Steps
To rename an existing document:
1. Select the File tab.
The Backstage view appears. Click
2. Select the Save As command. Click Save As
3. Select Browse to change the location or directory, if
necessary.
The Save As dialog box will be displayed. Click
4. Select the specific location, if necessary. Click Documents folder
The Documents folder’s content will be displayed.
5. Type the desired file name. Type Electronics Fair Mar
The text appears in the File name box. 13-17
6. Select Save to save the file in the Current Folder. Click Save
The Save As window closes, the document is saved
with a different name, and the new file name appears
in the application title bar.
Steps
To save a document as a template:
1. Select the File tab.
The Backstage view appears. Click
2. Select the Save As command. Click Save As
3. Select Browse to change the location or directory, if
necessary.
The Save As dialog box will be displayed. Click
4. Select the location or directory if necessary.
The Documents folders content will be displayed.
Click
5. Type the desired file name. Type Electronics Fair
The text appears in the File name box.
6. To change the file type, select the dropdown arrow
Click
beside the current file type.
A list of available file types appears.
7. Select the template file type. Select Word Template
The file type is selected and automatically goes to the (*.dotx)
Custom Office Templates folder.
8. Select Save to save the file.
The Save As window closes, the document is saved Click
to the selected folder, and the file name appears in
the application title bar.
Steps
To save an existing document using a different file type:
1. Select the File tab.
The Backstage view appears. Click
2. Select the Save As command. Click Save As
The Save As window opens.
3. Select the location or directory if necessary.
The Documents folders content will be displayed.
Click
4. Type the desired file name. Type Electronics Fair
The text appears in the File name box.
5. To change the file type, select the dropdown arrow
beside the current file type. Click
A list of available file types appears.
6. Select the desired File type. (E.g. Rich Text Format Select Rich Text Format
(*.rtf), Plain Text (*.txt), PDF (*.pdf)). (*.rtf)
The file type is selected.
7. Select Save to save the file in the Student Folder.
The Save As window closes, the document is saved Click
to the selected drive and folder, and the file name
appears in the application title bar.
Steps
To close a document.
1. Select the File tab.
The Backstage view is displayed. Click
2. Select the Close command. Click Close
The document closes. A message box may open
asking if you want to save changes. Select Save if
you want to save changes; Don’t Save if you do not
want to save changes.
Click
3. Select the Browse command.
The Open dialog box opens.
Click
4. Select the drive where the document you want to Click the drive containing the
open is located. Student Folder.
5. Open the folder in which the document you want to Double-click to open the
open is located. Student Folder.
The contents of the folder appear.
6. Select the file name of the document you want to Scroll if necessary and click
open. BasDoc.docx
The file name is selected.
7. Click the Open button.
The Open dialog box closes, and the document Click
opens.
Tip: You can also open an existing document by pressing Ctrl+O, and browsing to
the document you want to open.
Close BasDoc.docx without saving it.
Steps
To select text using multiple methods:
From the Student Folder, open BasDoc.docx.
1. To select a word, double-click it. Scroll as necessary and
The word is selected. double-click the word
Systems in the first sentence
of the body of the letter.
2. Click anywhere in the document to deselect selected Click anywhere in the
text. document.
The text is deselected.
3. To select a sentence, hold [Ctrl] and click anywhere Hold [Ctrl] and click in the
in the sentence you want to select. sentence beginning MaxWide
The sentence is selected. is proud...
4. To select a paragraph, triple-click anywhere in the Triple-click in the paragraph
paragraph you want to select. beginning Thank you...
The paragraph is selected.
Alternatively, point to the blank area to the left of any
line in the paragraph and triple-click.
5. To select a text block using the mouse, drag across Drag from the left of the letter
the text from the first character you want to select to T in the text The enclosed at
the right of the last character you want to select. the beginning of the second
The text is selected. paragraph to the right of the
letter g in the word catalog
6. To select multiple text blocks, select a text block At the end of the first
using the mouse, then hold [Ctrl] and select paragraph, select United
additional text blocks as desired. States using the mouse. Hold
Multiple, non-continuous text blocks are selected. [Ctrl] and select Canada.
7. To select the entire document, press [Ctrl+A]. Press [Ctrl+A]
The entire document is selected.
Alternatively, point to the blank area to the left of any
line in the document and triple-click.
Click anywhere in the document to deselect the text. Close BasDoc.docx without
saving it.
© 2021 ICDL Africa Page 37
Lesson 2 – Working with Documents ICDL Documents
Steps
1. Select the Go To feature through the Find button. Click the drop-down button
The Find and Replace window opens. beside Find and click Go
To…
Click
3. Click into the search bar and enter the page number Type 2
required.
The page number is entered into the search bar.
4. Select the Go To button to jump to the selected page Click Go To
(alternatively, Press Function Key, F5).
Microsoft Word will jump to the selected page.
It is important to note that the page numbers that can be selected using the Go To
function are those shown on the Status Bar. It is important to bear this in mind
when working with documents that include page numbers that do not match those
of the document e.g. page 1 of a book may begin on page 7 of the Word
document.
There are also a selection of keyboard shortcuts that allow users to navigate
through a Word document and its sections.
• To go up one screen press the Page Up key.
• To go down one screen, press the Page Down key.
• To go to the beginning of a line, press the Home key
• To go to the end of the line, press the End key.
• To go to the start of the document, press Ctrl+Home, which brings the
cursor to the beginning of the document.
• To go to the last line, press Ctrl+End.
Views Group
You can easily switch between different document views, changing the way your
document appears in the Word window.
Read Mode
This displays the document as a digital magazine. It removes all the features from
the interface.
Print Layout
The document appears on the screen as it would appear in a printed document.
The layout is more complete and accurate than the other layout options.
Web Layout
The document appears as a web page, with the text wrapping as it would in a web
browser. Backgrounds and formatting will appear as they would in a web browser.
Outline
This layout shows the headings and subheadings in your document. It allows you
to reorganise portions of your document and delete them if necessary.
Draft
The document appears with a dotted line separating the pages and showing
document sections.
Steps
To view the document in different views:
Open an existing document from a specific drive and folder location.
1. Click the View tab.
The View tab appears. Click
Click
3. Click the Web Layout command.
The document is displayed in Web Layout view.
Click
4. Click the Outline command.
The document is displayed in Outline view.
Click
5. Click the Draft command.
The document is displayed in Draft view.
Click
Another simpler way to change to different views is to use the status bar in the bottom-
right corner of the Word window.
Zoom Interface
Another simpler way to change the zoom level is to use the slider control in the
bottom right of the window to select desired zoom value.
Steps
To zoom the document in or out:
Open Basdoc.docx from the Student Folder.
1. Click the View tab.
The View tab appears. Click
2. Select the Zoom command.
The Zoom dialog box is displayed with different zoom
%.
Click
3. Select 200% from the Zoom to options and click OK. Click 200% and click OK
The document is magnified to 200% and displayed.
4. Select the 100% command from the Zoom group to
display the document back to 100%.
The document is displayed at 100%.
Click
Steps
To show the ruler:
Formatting Characters
Steps
The soft carriage return is often used to split titles and headings that are too long
between two lines. As in the picture on the left, the title appears immediately
below the lesson number. Any paragraph formatting, such as alignment,
indentation, applied to either one of the lines will affect both lines.
By contrast, in the picture on the right, there is a blank line between the two lines
of text. Each line is a separate paragraph and can have its own paragraph
formatting.
Steps
Notice the spacing between the texts. You can delete the soft return by clicking at
the end of the line and pressing the [Delete] key.
Practice the Concept: Place the insertion point at the end of the first line. Press
the [Delete] key. The soft carriage return is removed. Press the [Enter] key to
insert a paragraph break. Close the document without saving.
Steps
Open multiple documents from the Student Folder.
Steps
To switch between multiple documents:
1. Select the View tab.
The View tab is displayed. Click
2. Select the Switch Windows button present under the
Windows group.
The Switch Window menu is displayed listing all the open
documents
Click
3. Select the file you want to view. Click CustInf.docx
The file is displayed.
4. Select the Switch Windows button present under the
Windows group.
The Switch Window menu is displayed listing all the open
documents.
Click
5. Select the other file you want to view. Click BasDoc.docx.
The file is displayed.
Alternatively, you can switch between open Word documents by pointing the
cursor at the Word icon on the taskbar, and clicking on the thumbnail of the
document you wish to display.
1. Open AWARD1.docx.
2. View the document in Full Screen Reading (Read Mode), Web Layout,
Outline, and Draft view.
3. Display the Ruler.
4. Delete the text “Most improved”.
5. Save the document as AWARD-Formatted.docx
6. Open AWARD1.docx and AWARD-Formatted.docx.
7. Switch between the two open documents.
8. Close all the documents without saving.
• When you use Overtype mode, existing text to the right of the insertion
point is replaced as you type.
Steps
You use the Insert key to toggle between the Insert and the Overtype mode, but
you may need to enable the Insert key first.
To enable the use of the Insert key to toggle between Insert/Overtype mode:
Open BasDoc.docx.
6. Right-click anywhere on the Status Bar at the bottom Right-click anywhere on the
of the Word window. Status Bar at the bottom of
The Customize Status Bar menu opens. the Word window.
7. Select Overtype. Click on Overtype.
The Insert mode status is displayed on the Status
Bar.
2. Press the Insert key on the keyboard. Notice the Status Bar displays
Overtype. Place the insertion point before the word light. Type the word
muddy. Notice how the new text overtypes the text on the right.
3. Press the Insert key on the keyboard. Notice the Status Bar now displays
Insert.
4. Select the word muddy. Type the word light. Select the letter d in the
word dog. Type h. Notice how the new text replaces the selected text.
This is another way of overtyping.
Note: You can also toggle between the Insert/Overtype mode by clicking on the
status Insert or Overtype on the Status Bar.
When you have finished, ensure Overtype mode is deactivated. Do not save the
document.
Steps
Select and delete text:
If necessary, Open BasDoc.docx, zoom in to Text Width, and scroll to display
the Returns paragraph.
1. Select the text you want to delete. Double-click the word fob in
The text is selected. the first sentence under the
Returns heading
2. Press [Delete]. Press [Delete]
The selected text is deleted.
Using [Backspace]:
1. Position the insertion point to the right of the character In the first sentence, click to
you want to remove. the right of the letter g in the
The insertion point appears to the right of the specified word returning
character.
2. Press [Backspace]. Press [Backspace]
The character to the left of the insertion point is
removed.
Using [Delete]:
1. Position the insertion point to the right of the character In the first sentence, click to
you want to remove. the left of the letter i in the
The insertion point appears to the left of the specified word returning
character.
2. Press [Delete]. Press [Delete]
The character to the right of the insertion point is
removed. Repeats the step to remove character n.
Steps
If necessary, scroll to display the Terms and Conditions of Sale paragraph.
1. Select the text you want to replace. Double-click the word govern
The text is selected. in the first paragraph
2. Type the replacement text. Type cover
The replacement text appears in the document.
Steps
To cut, copy, and paste selected text.
If necessary, open BasDoc.docx and display the Home tab.
Use the Show/Hide button on the Paragraph group to display all the formatting
marks. Then, scroll as necessary to view both paragraphs under the Returns
heading.
1. Select the text you want to move. Hold [Ctrl] and click the last
The text is selected. sentence Worldwide
Telephony Systems has... in
the first paragraph under the
Returns heading (make sure
the paragraph mark is not
included)
2. Select the Cut button on the Clipboard group.
The selected text is removed from the document and Click
placed on the Clipboard.
3. Position the insertion point in the location where you Click to the right of the period
want to paste the text. (.) after the word defective at
The insertion point appears in the new location. the end of the second
paragraph under the heading
Returns
Some essential commands in Microsoft Word are the Undo, Redo and Repeat
commands.
The Undo command is used to undo a previous activity. The Redo command is
used to redo a previous activity that was undone. (The Redo button is only
displayed when you have used the Undo button to undo an activity). And the
Repeat command is used to repeat the last activity.
For instance, if you delete text by mistake, you can use the Undo command to
undo the deletion and restore the text. If you decide that you really did mean to
delete the text, you can use the Redo command to undo the last action and delete
the text. If you delete a character and you want to delete another character, you
can use the Repeat command to repeat the last action and continue deleting
characters.
Steps
To use the Undo and Repeat features.
Select the Payment heading in the BasDoc.docx document and delete it.
1. To undo the previous command or action, click the
Undo button on the Quick Access Toolbar. Click to undo the last
To undo multiple consecutive actions, click the Undo deletion
button as often as necessary.
2. To redo a command or action, click the Redo button
on the Quick Access Toolbar. Click to redo the last
The command or action is redone. To redo multiple deletion
consecutive actions, click the Redo button as often
as necessary.
Tip: The keyboard shortcuts Ctrl+Z [Undo an action] and Ctrl+Y [Redo/Repeat
an action] can also be used.
• Formatting text
• Changing fonts
• Changing font size
• Applying bold/italics formats
• Underlining
• Changing font colour
• Applying subscript/superscript
• Using format painter
• Working with hyperlinks
• Changing case
• Clearing formats
Lesson 5– Formatting Text ICDL Documents
Steps
To change the font of existing text:
From the Student Folder, open FORMAT.docx.
If necessary, display the Home tab.
1. Select the text for which you want to change the font. Highlight to select the words
The text is selected. Online Video in the first
sentence.
2. Click the arrow on the Font box on the Font group.
A list of available fonts appears. Click
Steps
To modify the font size of existing text:
If necessary, display the Home tab.
1. Select the text for which you want to modify the font Highlight to select the words
size. embed code in second line of
The text is selected. the first paragraph.
2. Click the arrow on the Font Size box in the Font
group. Click
A list of available font sizes appears.
3. Select the desired font size. Click 14
The font size is applied to the selected text.
Steps
To bold and italicise existing text:
If necessary, display the entire Home tab.
1. Select the text for which you want to change the Select the word Reading at
format. the start of the Document
The text is selected. View paragraph
2. Click the Bold button in the Font group.
The selected text is bolded. Click
3. Click the Italic button in the Font group.
The selected text is italicised. Click
Tip: The keyboard shortcuts Ctrl+B [Bold] and Ctrl+I [Italics] can also be used.
5.5 UNDERLINING
Concepts
Word allows a variety of different styles for underlining text. Simply select your text
and click Underline (found in the Font group under the Home tab). Click the
Underline Options
Steps
To underline text in a document.
Scroll to the top of the document. If necessary, display the Home tab.
1. Select the text you want to underline. Drag to select the text
The text is selected. Themes and Styles in the
second paragraph under the
heading Document Themes
2. Select the Font dialog box launcher. Click the Font dialog box
The Font dialog box opens. launcher.
3. Select the underline style you want to apply. Click
The underline style is selected and appears in the
Preview box.
Steps
To modify the font colour of existing text:
If necessary, display the entire Home tab.
1. Select the text for which you want to modify the font Highlight to select the words
colour. embed code in second line of
The text is selected. the first paragraph.
2. Click the arrow on the Font Color box in the Font
group. Click
A list of available font colours appears.
3. Select the desired font colour. Click Blue
The font colour is applied to the selected text.
Steps
If necessary, display the Home tab. At the end of document FORMAT.docx, enter
the text: H2O, 42 = 16
1. Select the text you want to apply subscript. Drag to select the text 2 in the
The text is highlighted. text of H2O
2. Select subscript.
To remove, click on the same button again. Click
3. Select the text you want to apply superscript. Drag to select the text 2 in the
The text is highlighted. text of 42
4. Select superscript.
To remove, click on the same button again Click
You can change the case of selected text in a document by clicking a single
button called Change Case in the Font group on the Home ribbon. The five most
common options are:
1. Sentence case Capitalises the first letter of each sentence in the
selection
2. lowercase Makes all the selected text lowercase
3. UPPERCASE Makes all the selected text capitalised
4. Capitalise Each Word Capitalises the first letter of each word in the
selection
5. tOGGLE cASE Switches the case of each letter in the selection:
lowercase becomes uppercase and vice-versa
Steps
To change the character case of selected text:
Display the paragraph under the Online Videos heading at the top of the
document.
1. Select the text for which you want to change the Select the word
case. professionally in the fourth
The text is selected. line under the Online Videos
heading.
2. Select the Change Case button.
The Change Case menu opens. Click
3. Select the desired option.
The text format is updated. Click
Deselect the text and review the document.
Proceed to the next section without closing the document.
Steps
To create a hyperlink:
1. Select the text in which you want to insert a hyperlink. Select the word Themes in
The text is selected. the first line under the
Document Themes heading
2. Select the Insert tab and choose Link. Click Insert, then
The Insert Hyperlink window opens.
3. Click the Browse for File button beside the Look in: Click
bar.
An explorer window will appear to search for the
desired file.
4. Go to the Student Folder and select Themes.docx Browse to the Student folder.
and click OK in the Link to File dialog box. Click Themes.docx and click
The document is selected to be inserted as a OK.
hyperlink.
The formats applied to any text can be cleared by clicking the Clear All
Formatting button. After clearing the formats, the text is displayed as normal text
without any formats applied.
Steps
To clear formats:
1. Select the text containing the formatting or style you Select the last two words
want to clear. DIFFERENT GALLERIES in
The formatting attributes applied to the text are the paragraph with the
highlighted in the Font group. heading Online Videos
2. Select the Clear Formatting button in the Font group
from the Home tab. Click
The applied formatting is removed.
Steps
To create and merge paragraphs:
From the Student Folder, open PARFORM.docx.
If necessary, display the entire Home tab and switch to Print Layout view.
1. Position the insertion point in the document where Click after the word Mexico.
you want to create a new paragraph.
The insertion point moves to the new location.
2. Press [Enter] to create a new paragraph. Press [Enter]
The line moves down and a new paragraph is
created.
3. Press [Enter] again to insert a blank line. Press [Enter]
The blank line is inserted.
4. Position the insertion point in the document where Click after the word
you want to merge the paragraphs. warranted.
The paragraph is justified.
5. Press [Delete] twice to remove the line break and Press [Delete] twice
merge the paragraphs.
The line break is removed and the paragraphs are
merged.
Steps
To align paragraphs using the alignment buttons:
From the Student Folder, open PARFORM.docx.
If necessary, display the entire Home tab and switch to Print Layout view.
1. Position the insertion point in the paragraph you want Click in the text Feldman
to align, or select multiple paragraphs. Sparks Pte. Ltd. at the top of
The insertion point moves to the new location, or the the page.
paragraphs are selected.
2. Click the Align Right button to right align the
paragraph. Click
The paragraph is right-aligned.
3. Click the Align Left button to left align the paragraph.
The paragraph is left-aligned. Click
4. Click the Center button to centre the paragraph.
The paragraph is centred. Click
5. Position the insertion point in the paragraph you want Click in the first paragraph,
to justify. Thank you for choosing...
The insertion point moves to the new location.
6. Click the Justify button to justify the paragraph.
The paragraph is justified. Click
Practice the Concept: Left align the Dear Rob paragraph. Right align the
telephone and fax numbers located under the title. Select the last two paragraphs
in the body of the letter and justify them. Click anywhere to deselect the
paragraphs.
Steps
To use the Click and Type feature to insert aligned text in a document:
If necessary, display the document in Print Layout view and scroll to view the
company name at the top of the letter.
1. Point to a blank area of the line where you want to Point to the blank line under
insert text and click once. the word Feldman at the top
The mouse pointer appears with an alignment symbol of the page and click once.
attached to it.
2. Point to a blank area of the line until the desired Move the mouse pointer to
alignment symbol appears with the mouse pointer. the centre of the line until a
The mouse pointer appears with the desired centre alignment character
alignment symbol. appears with it.
3. Double-click the mouse button. Double-click the mouse
The insertion point appears in the desired position. button.
4. Type the desired text. Type 1234 Leisure Drive, all
The text appears at the insertion point. on one line.
Paragraph Spacing
Steps
To modify paragraph spacing by increasing the space above and below a selected
paragraph.
If necessary, scroll to view the first paragraph in the body of the letter.
1. Position the insertion point in the paragraph for which Click in the Thank you for
you want to change the spacing. choosing... paragraph.
The insertion point moves to the new location.
2. Select the Home tab. Click Home.
The Home tab contents appear.
3. Select the Paragraph dialog box launcher.
Click
The Paragraph dialog box opens.
4. Click the Indents and Spacing tab. Click the Indents and
The Indents and Spacing page appears. Spacing tab, if necessary.
5. Under Spacing, enter the desired spacing above the
Click Before to 6 pt.
paragraph in the Before spin box.
The number appears in the Before spin box.
6. Under Spacing, enter the desired spacing below the
Click After to 6 pt.
paragraph in the After spin box.
The number appears in the After spin box.
7. Select OK.
Click
The Paragraph dialog box closes and the spacing
above and below the paragraph changes accordingly.
solutions knowledge.
Steps
Modify line spacing in a paragraph.
If necessary, display the Home tab. Scroll to view the first paragraph in the body
of the letter.
1. Position the insertion point in the paragraph for which Click in the paragraph Thank
you want to change the line spacing. you for choosing...
The insertion point moves to the new location.
2. Click the arrow on the Line Spacing button in the
Paragraph group.
A list of available line spacing options appears, with a
checkmark next to the current line spacing.
3. Select the desired line spacing option. Click 1.0
The line spacing is applied to the selected paragraph.
Practice the Concept: Select the 2nd paragraph and set the line spacing to 1.5.
Select the 3rd paragraph and set the line spacing to 2.0.
Box Border
Steps
To apply a box border and shading to a paragraph/text.
If necessary, display the Home tab.
1. Position the insertion point in the paragraph. Click in the paragraph Thank
The insertion point moves to the new location. you for choosing...
2. In the Paragraph group, click on the Borders button
list arrow and select Borders and Shading option. Click and select
The Borders dialog box appears. Borders and Shading
3. Select a border setting and click OK. Click Box under Setting, set
The preview area displays the box border. the Apply to: Paragraph and
click OK.
4. Click on the Shading button list arrow in the
Paragraph group and select shading colour. Click and select Light
The shading is applied. Blue.
Tip: To apply border to selected text, set the Apply to: Text in the Borders dialog
box.
Steps
To copy the format of one paragraph and paste it to another paragraph using the
Format Painter feature.
If necessary, display the Home tab.
Scroll to view all three paragraphs in the body of the letter.
1. Position the insertion point in the paragraph containing Click in the paragraph Thank
the formatting you want to copy. you for choosing...
The insertion point moves to the new location.
2. Click the Format Painter button in the Clipboard
group.
The mouse pointer changes into an I-beam with a
paintbrush to the left.
3. Click in the paragraph you want to format. Scroll as necessary and click
The paragraph format is applied to the new paragraph. in the second paragraph in
the body of the letter.
Practice the Concept: Copy the paragraph formatting to the third paragraph in
the body of the letter. Then, click the Show/Hide button in the Paragraph group
to display all the formatting marks, if necessary. Delete the paragraph marks
directly above and below the second paragraph, The enclosed packet
includes.... Finally, hide the formatting marks and close the task pane.
Close PARFORM.docx without saving.
You can use the Increase Indent button to indent a paragraph to the right in half-
inch increments and the Decrease Indent button to decrease a paragraph indent
in half-inch increments.
Steps
From the Student Folder, open INDPAR.docx.
Change the left indent of a paragraph.
If necessary, display the Home tab.
1. Position the insertion point in the paragraph you want Click in the special offers line.
to indent.
The insertion point appears in the new location.
2. Click the Increase Indent or Decrease Indent button
in the Paragraph group.
Click three times.
The paragraph indent changes accordingly.
Practice the Concept: Select the three other paragraphs that make up the list
(discounts, free samples, and promotional items) and the blank lines between
them, and indent them one and a half inches, to line up under special offers.
Select the entire list and use the Decrease Indent button to decrease the indent
by one tab stop, to one inch.
You can also set the left indent using the Paragraph dialog box.
4. Click OK.
The indent marker on the left side of the horizontal ruler is actually composed of
two indent markers and a box. The top triangle is the First Line Indent marker
and the bottom triangle is the Hanging Indent marker. The First Line Indent
marker and the Hanging Indent marker move independently of each other;
however, you can drag the Left Indent marker (the box) to move the First Line
Indent and Hanging Indent markers simultaneously.
Hanging Indent Indents all lines of selected paragraph(s) except the first line from
the left margin.
Left Indent Moves both the First Line Indent marker and the Hanging Indent
marker simultaneously.
Steps
Indent the first line of a paragraph using the horizontal ruler.
1. If the rulers are hidden, select the Ruler option in the Click Ruler.
Show group of the View tab.
The rulers are displayed.
2. Select the paragraphs you want to indent. Scroll as necessary and
The paragraphs are selected. drag to select the two
paragraphs beginning
Morning and Midday.
3. Drag the First Line Indent marker on the horizontal Drag
ruler to the desired position.
A dotted line appears as you drag and the indent is
applied to the first line of each selected paragraph
when you release the mouse button.
Practice the Concept: Place the insertion point anywhere in the Morning or
Midday paragraphs. Select Format Painter in the Clipboard group on the Home
tab. Click in the Evening paragraph to apply the same indented formatting.
You can also set the first line indent using the Paragraph dialog box.
5. Click OK.
Steps
Indent the right margin of a paragraph using the horizontal ruler.
1. Select the paragraphs you want to indent. Drag to select the three
The paragraphs are selected. paragraphs beginning Morning,
Midday, and Evening.
2. Drag the Right Indent marker on the horizontal Drag
ruler to the desired position.
The paragraph indent changes accordingly.
You can also set the right indent using the Paragraph dialog box.
4. Click OK.
Steps
1. Select the paragraphs you want to indent. Select the paragraph beginning
The paragraphs are selected. “Join over 50 experts”
2. Drag the Hanging Indent marker on the Drag
horizontal ruler to the desired position.
The paragraph indent changes accordingly.
2. Create a first line indent of 0.5 inch/1.27 cm (one tab stop) in the paragraph
beginning Welland GoldSmith manufactures....
3. Increase the indent of the list starting with the word Equipment and ending with
the word Memorabilia three tab stops to the right.
4. Create a hanging indent of 1.5 inches/3.81 cm (three tab stops) for the
Equipment paragraph below the list.
5. On page 2, indent the paragraph under Terms and Conditions of Sale one tab
stop to the right. Then, create a right indent at one tab stop to the left for the same
paragraph.
Steps
Open EDIT.docx.
To apply a character style:
Steps
Open EDIT.docx.
Close EDIT.docx.
Steps
Typing a bulleted or numbered list style.
From the Student Folder, open FeldmanSuccess.docx.
Display the rulers, if necessary, by clicking the Ruler option in the Show group of
the View tab.
1. Select the Home tab, if necessary. Click Home, if necessary
The Home tab is displayed.
2. Select the desired section where you want to insert a Click below the header
bulleted or numbered list. “Product By Order of Sales”
The inserted point appears at desired section.
3. Beside 1. type the first entry and press [Enter]. Type CoriMax
The bulleted text is displayed.
4. Type in the second entry and press [Enter]. Type CallTee
The bulleted text is displayed.
5. Type in the third entry and press [Enter]. Type Maxiflexi
The bulleted text is displayed.
6. Type in the fourth entry and press [Enter]. Type DashCall
The bulleted text is displayed.
7. Type in the fifth entry and press [Enter]. Type Jalash
The bulleted text is displayed.
Steps
From the Student Folder, open FeldmanSuccess.docx, if necessary.
Applying numbers or bullets to text.
Display the rulers, if necessary, by clicking the Ruler option in the Show group of
the View tab.
1. Highlight the items you want to apply numbers or Highlight all items under
bullets. Success-Satisfaction
The list items are highlighted. Metrics
2. Select the Home tab, if necessary. Click Home, if necessary
The Home tab is displayed.
3. Select the dropdown list of the Bullets button in the
Paragraph group.
Click
The Bullets Library gallery opens.
4. Select an option. Click a bullet style
The bullet list is created.
Steps
Adding a numbered or bulleted item.
If necessary, scroll to view all the text under the Product – by order of sales
heading.
1. Select at the end of the last product. Click at the end of Jalash and
The last product is selected. press Enter.
2. Enter a new product name. Type a new name
The new product name is entered. CheapDiscount.
Steps
Removing numbers or bullets from text.
If necessary, scroll to view the Product by order of sales heading.
1. Select the list items you want to remove numbers or Highlight the CoriMax text to
bullets from. the Jalash text under the
The text, but not the bullets, is highlighted as you Product – by order of sales
drag. heading.
2. Select the dropdown list of Bullets or Numbering
button in the Paragraph group and select None.
Click , and click
The bullets or numbers are removed from the text.
None in the bullet library.
Steps
To change a bullet or number style, scroll as necessary to view all the text under
the Product by order of Sales heading.
1. Highlight the items you want to apply numbers or Highlight all the items under
bullets. Product by order of Sales -
The list items are highlighted as you drag. CoriMax, CallTee, MaxiFlexi,
DashCall, Jalash,
CheapDiscount
2. Select the Home tab, if necessary. Click Home, if necessary
The Home tab is displayed.
3. Select the dropdown list of the Numbering button in
the Paragraph group. Click
The Numbering Library gallery opens.
4. Select a numbering option.
A list changes to a numbered list.
Click
Word Options Dialog Box Showing Correcting Spelling and Grammar Options
Steps
From the Student Folder, open PRDLISTSPELL.docx.
If necessary, show the formatting markings.
1. Select the File tab.
The Backstage View is displayed. Click
2. Select the Options button.
The Word Options dialog box opens. Click
3. Select Proofing from the left pane of the Word Click
Options dialog box.
The Proofing options are displayed.
4. Select Check spelling as you type from the right Click Check spelling as you
pane, if necessary. type
The selected options are applied.
5. Select OK to accept the changes.
The Word Options dialog box closes. Click
Non-hyphenated Paragraph
Hyphenated Paragraph
Steps
Steps
Run the Editor.
From the Student Folder, open PRDLISTSPELL.docx.
1. Select the Review tab. Click Review
Review tab is displayed.
2. Select Editor in the Proofing group.
The Editor pane is displayed with the word Produt
marked with a red wavy line. The Suggestions
displays the correct spelling. Click
Steps
Adding words to the Custom Dictionary.
Open PRDLISTSPELL.docx. Notice that the product names have a red wavy line
under it.
1. Select the Review tab. Click Review
Review tab is displayed.
2. Select Editor button.
The Editor pane is displayed with the word
CoriMax marked with a red wavy line.
Suggestions are displayed below. Click
• Using Find
• Using Replace
Lesson 11 – Using Find and Replace ICDL Documents
Steps
From the Student Folder, open CGA.docx.
Use the Find feature to find text in a document. If necessary, go to the top of the
document.
1. Go the Editing group under the Home tab.
The Editing list is displayed
Steps
From the Student Folder, open HeaderFooter.docx.
Create headers/footers using the galleries.
1. Select the Insert tab.
The Insert tab is displayed. Click
3. From the gallery of headers, select the Scroll as necessary and click
desired header. Banded.
The selected header is applied to the
document and the insertion point is
positioned in the header. The Header &
Footer Tools Design contextual tab is
displayed.
4. Edit the header as desired. Leave the header text as it is; it is
using the Title field specified in
document properties.
5. Select the Footer button on the Header &
Footer Tools Design tab.
The Footer gallery is displayed.
Click
6. From the gallery of footers, select the Scroll as necessary and click
desired footer. Banded.
The selected footer is applied to the
document and the insertion point is
positioned in the footer.
7. Edit the footer as desired. Press [Delete] twice to remove the
The footer is edited. page number.
Steps
Insert page numbers using the gallery.
Open HeaderFooter.docx, if necessary. Make sure you are in Print Layout view.
1. Select the Insert tab.
The Insert tab appears. Click
2. Select Page Number in the Header &
Footer group.
The Page Number menu opens.
Click
3. Point to the relevant option depending on
the required location of the page number. Point to
The Page Number submenu opens.
4. Select an option, based on the desired Click Accent Bar, Left
location and style.
The page number is inserted. The Header
opens, with the Header & Footer Tools tab
showing.
5. Click Close Header and Footer.
The Header closes and, the Home tab is
displayed.
Click
Close HeaderFooter.docx.
Steps
Insert the current date into the header or footer of a document.
From the Student Folder, open EquipmentReview.docx.
Steps
Ensure the insertion point is at the required position in the header or footer area.
Steps
To insert fields into a header / footer:
Steps
To delete a header / footer:
Tab Key
You can create multiple tabs per paragraph at any location. You can use the Tab
button on the horizontal ruler to switch between the available tabs (left, right,
centre, decimal [for numerical data], bar).
Click on the on the ruler to adjust the types of tab to insert. If the ruler is not
visible, click the View tab and check the Ruler option in the Show group.
The different available tabs position text differently. Text and numbers are aligned
left to a left-aligned tab stop, centred under a centre tab stop, and aligned right to
a right-aligned tab stop. The first decimal point or period in text or a number is
aligned to a decimal tab stop. You can use decimal tabs when you are entering a
list of numbers and you want their decimal points to align. The bar tab inserts a
vertical bar at the tab stop.
RIGHT
LEFT CENTER DECIMAL
Gold High Australia 984.30.
Platinum Medium Russia 894.20
Silver Low Chile 16.26
Setting Tabs
Steps
From the Student Folder, open TABRPT.docx.
Set tab stops. If necessary, display the horizontal ruler.
Use the Show/Hide button in the Paragraph group on the Home tab to display
the formatting marks.
1. Position the insertion point in the line to which you Click in the line below
want to add a tab stop. Regional Expense Report.
The insertion point appears in the new position.
2. To set a left-aligned tab, click the Tab Selector
button until the Left Tab character appears. Click to , if necessary.
The left-aligned tab character appears.
3. Click the horizontal ruler at the desired location for Click at 1 cm on the horizontal
the tab stop. ruler.
The left-aligned tab stop appears on the ruler at the
selected location.
4. To set a centre tab, click the Tab Selector button
until the Center Tab character appears. Click to .
The centre tab character appears.
5. Click the horizontal ruler at the desired location for Click at 4 cm on the horizontal
the tab stop. ruler.
The centre tab stop appears on the ruler at the
selected location.
6. To set a right-aligned tab, click the Tab Selector
button until the Right Tab character appears. Click to .
The right-aligned tab character appears.
7. Click the horizontal ruler at the desired location for Click at 8 cm on the horizontal
the tab stop. ruler.
The right-aligned tab stop appears on the ruler at the
selected location.
8. To set a decimal tab, click the Tab Selector button
until the Decimal Tab character appears. Click to .
The decimal tab character appears.
9. Click the horizontal ruler at the desired location for Click at 10 cm on the
the tab stop. horizontal ruler.
The decimal tab stop appears on the ruler at the
selected location.
Press [Tab] to move to the first tab stop and type the word Northeast. Press [Tab]
to move to the next tab stop and continue entering text as shown in the chart
below. At the end of the line, press [Enter] to start a new paragraph and then type
the second line.
Close TABRPT.docx.
Tip: You can also set the tabs using the Tabs dialog box. You can access the
Tabs dialog box by opening the Paragraph dialog box launcher on the Home tab
and clicking the Tabs… button.
Steps
From the Student Folder, open TABS.docx.
Delete and move tab stops using the ruler.
1. To delete a tab stop, select the text from which you Triple-click Region.
want to remove the tab stop.
The text is selected.
2. Drag the desired tab character off the ruler. Drag the left tab at 1 cm off
The tab stop is removed from the ruler and any text the ruler.
aligned to the tab stop moves to the next tab stop to
the right.
As an alternative, to delete a tab stop using the Tabs dialog box, select the tab
stop to delete and click the Clear button.
Steps
Clear all tabs.
If necessary, display the horizontal ruler in Print Layout view and display the
formatting marks. Also, it may be easier to work with the tab stops if you zoom to
Text width.
From the Student Folder, open TABS.docx.
1. Select the paragraph(s) from which you want to clear Drag to select all the text.
the tabs.
The paragraph is selected.
2. Select the Paragraph launcher arrow.
The Paragraph dialog box opens. Click in the Paragraph
group.
3. Select the Tabs button.
Click
The Tabs dialog box opens.
4. Select Clear All. Click Clear All.
All tab stops are cleared.
5. Select OK. Click OK.
The Tabs dialog box closes, and no tabs appear on
the horizontal ruler.
Insert a Table
Steps
Create a table.
If necessary, create a new, blank document.
1. Select the Insert tab.
Click
The Insert tab is displayed.
2. Select the Table button in the Tables group.
The Insert Table menu opens, including the Insert
Table grid.
Click
3. Drag across the Insert Table grid to select the Drag a 3x3 Table.
number of rows and columns in the table.
A table with the specified number of rows and
columns appears in the document when you release
the mouse button. The Table Tools tabs display.
Save the document in the Student Folder as TABLE1.docx. Proceed to the next
section without closing the document.
Steps
Navigate a table with the mouse and keyboard.
1. Click in the cell you want to select. Click in the centre cell of the first
The insertion point appears in the new row.
location.
2. Press [Tab] to move to the next cell. Press [Tab]
The insertion point moves to the next cell.
3. Press [Shift+Tab] to move to the previous Press [Shift+Tab]
cell.
The insertion point moves to the previous cell.
4. Press [Down] to move down one cell. Press [ ]
The insertion point moves to the cell below the
current cell.
5. Press [Right] to move right one cell. Press [ ➔ ]
The insertion point moves to the cell to the
right of the current cell.
6. Press [Left] to move left one cell. Press [ ]
The insertion point moves to the cell to the left
of the current cell.
7. Press [Up] to move up one cell. Press [ ]
The insertion point moves to the cell above the
current cell.
You can also select the table or parts of the table using the Select button in the
table Layout tab.
Steps
Select a table.
1. Position the insertion point within the table. Click anywhere within the table
The insertion point appears within the table.
2. Select the table Layout tab. Click Layout
The table Layout tab is displayed.
3. Select the Select button in the table Layout
group.
The Select menu opens.
Click
4. Select the Select Table option. Click Select Table
The entire table is selected.
5. Select the first row of the table. Click into the first row, and click
The row is selected. Select Row
6. Select the first column of the table. Click into the first column, and click
The column is selected. Select Column
1. Position the insertion point in a cell adjacent to where Click in the first row
you want to insert the row.
The insertion point appears in the cell.
2. Select the table Layout tab. Click Layout
The table Layout tab is displayed.
3. To insert a row, select the Insert Above or Insert
Below button in the Rows & Columns group.
The new row is inserted.
Click
4. Click anywhere in the document to deselect the Click anywhere in the
inserted row. document
5. Position the insertion point in a cell adjacent to where Click in the Product cell
you want to insert the column.
The insertion point appears in the cell.
6. To insert a column, select the Insert Left or Insert
Right button in the Rows & Columns group.
The new column is inserted.
Click
7. Click anywhere in the document to deselect the Click anywhere in the
inserted column. document.
Steps
Insert rows and columns into a table using Insert shortcut menu.. Open
TABLE1.docx.
1. Right-click the row above which you want to insert a Right-mouse click the last
column. row.
A shortcut menu is displayed.
2. Select the Insert Rows Above option from the Click Insert and then
Insert shortcut menu.
A blank row is added before the last row.
3. Right-click the column to the right of which you want to Right-mouse click column 1
insert a column.
A shortcut menu is displayed.
4. Select the Insert Columns to the Left option from the Click Insert and then
Insert shortcut menu.
A blank column is added before column 1.
Tip: To remove the table row/column, select the row/column, select the table
Layout tab, click Delete, and select the appropriate action to remove the
row/column.
Save TABLE1.docx.
Steps
Enter text into a table.
1. Position the insertion point in the cell in which you Click in the top left cell, if
want to enter text. necessary.
The insertion point appears in the new location.
2. Type the desired text. Type Sales Person.
The text appears in the cell.
Practice the Concept: Type the following text into the table. To move from cell to
cell, press [Tab] or use the mouse.
Sales Person Manager Phone Number
Sally Brown Jolly Smith 610-555-1234
Jackie Tan Chris Brown 404-321-8563
Steps
Hide and show gridlines in a table.
If necessary, turn off the borders in the table. Select the whole table, and then
select the Table Design tab.
1. Position the insertion point in any cell of the table. Click anywhere in the table.
The insertion point moves to the new location.
2. Select the table Layout tab. Click Layout
The table Layout tab is displayed.
3. Select the View Gridlines button in the Table group
to hide the gridlines.
The gridlines are hidden. Click
Practice the Concept: Make sure the gridlines are showing. View the document
in Print Preview; notice that the gridlines do not appear, even though they are
displayed in the document. Then, close Print Preview.
4. Click the Width box in the Cell Size group, type the Click in the Width box, type
required height and press [Enter]. 0.79” and press [Enter].
The width of the selected column changes
accordingly.
1. Select the table cells, rows, or columns to which you Drag to select the entire
want to add a border. table.
The table cells, rows, or columns are selected.
2. Select the Table Design tab. Click Table Design.
The Table Design tab is displayed.
3. Click the Borders list in the Borders group.
A list of available border styles opens.
Click
4. Select Borders and Shading.
The Borders and Shading dialog box appears. Click
7. Select the desired border line colour. Click the Color list and click
The border line colour is shown in the preview area. the colour Blue.
8. Select the desired border line width. Click the Width list and click
The border line width is shown in the preview area. 1pt
9. Click OK. Click OK
The border is applied.
1. Select the table object from which you want to Click in the selection bar to
remove a border. select the last row of the
The table object is selected. table.
2. Select the Table Design tab. Click Table Design, if
The Table Design tab is displayed. necessary.
3. Click the Line Style button in the Borders group.
A list of available line styles opens. Click
Click anywhere in the document to deselect the table. Notice that a border no
longer appears along the bottom edge of the table.
Practice the Concept: Select the entire table and use the No Border option from
Borders in the Borders group to remove all the borders from the table.
Click anywhere in the document to deselect the table.
1. Select the text or table object to which you want to add Drag to select the first row
or from which you want to remove shading. of the table.
The text or table object is selected.
2. Select the Table Design tab. Click Table Design, if
The Table Design tab is displayed. necessary.
3. Select the Shading button arrow in the Table Styles
group.
A gallery of available shading colours and intensities
opens. Click
4. Select the shading you want to add, or select the No Click White, Background
Color option to remove shading. 1, Darker 25% (first column,
The shading is applied to or removed from the text or fourth row).
table object.
1. Position the insertion point within the table. Click anywhere within the
The insertion point appears within the table. table
2. Select the table Layout tab. Click Layout
The table Layout tab is displayed.
3. Select the Select button in the Table group.
The Select menu opens.
Click
4. Select the Select Table option. Click Select Table
The entire table is selected.
5. Under table Layout tab, click Delete in the Rows &
Columns group.
The Delete drop-down appears.
Click
6. Select the Delete Table option. Click Delete Table
The table is deleted.
Steps
From the Student Folder, open LTRGRPH.docx.
1. Position the insertion point where you want the online Click after the last paragraph
picture to be inserted. on the first page.
The insertion point moves to the new location.
2. Select the Insert tab.
The Insert tab is displayed. Click
Click
4. Select the appropriate online search tool (e.g. Bing), and Click in the search box.
place the insertion point in the Enter your Search item
textbox.
6. Scroll as necessary, and select the desired picture to Scroll if necessary, and
insert it at the insertion point. click the selected
image. And select
Insert.
The picture must be selected before any editing or formatting can be applied to it.
Simply click on the picture to select it.
Rotate handle
Resize handles
When editing an image, you can choose whether the shape will maintain or lose
its aspect ratio as you edit it. The aspect ratio of an image is the proportion of its
width to its height. The image will only maintain its aspect ratio when it is edited
using the resize handles located in each of the corners of an image.
To lock / unlock the aspect ratio of an image:
1. Select the image and click Picture Format.
2. Click the Size group .
4. Click OK.
Depending on which option is selected, editing an image using the corner resize
handles will alter its appearance. When the aspect ratio is locked the image will
maintain the aspect ratio, but when it is unlocked the image can be edited into a
new shape as opposed to just being increased or reduced in size.
If you want to delete the picture, select it and press the [Delete] key.
Tip: Resize the picture by dragging its selection handles or by specifying an exact
height and width for the picture from the Format tab in the Size group.
Step
Go to the second page of LTRGRPH.docx .
1. Position the insertion point in the document where Click at the beginning of
you want the picture to appear. the Body Lean Practice
The insertion point appears in the new location. Bike paragraph on page 2
Click
4. Select the drive containing the picture file you want to Click the drive containing the
insert. Student Folder
A list of available folders and files is displayed.
5. Select the folder containing the picture file you want to Click the Student Folder
insert.
A list of available files is displayed.
Steps
From the Student Folder, open LTRGRPH.docx.
1. Position the insertion point in document where Click at the end of the document.
you want the object to be drawn.
The insertion point appears in the selected
location.
5. Click where you want the shape to appear in Click on the blank area of the page
the document and then drag until the shape is and drag to draw the shape.
the size you want.
The shape appears in the document.
6. Select the drawn object and type the text. Click on the rectangle and type
Each shape is a text box. The text appears in SALE.
the shape.
7. Resize the shape by clicking and dragging Click and drag the resizing
the resizing handles. handles to achieve the correct
The shape is resized. size for the drawn object.
The shape must be selected before any editing or formatting can be applied to it.
Simply click on the shape border to select it.
If you want to delete the shape, and press the [Delete] key.
Tip: Draw a perfect square or circle (or constrain the dimensions of other shapes),
by pressing and holding the [Shift] while you drag.
Steps
Create a new, blank document.
1. Position the insertion point in document where you Click at the top of the page.
want the chart to be inserted.
The insertion point moves to the position.
2. Select the Insert tab and click Chart in the
Illustrations group.
The Insert Chart dialog box appears.
Click Insert and click
3. Select a chart and sub-type. Click Column and click
The chart type is selected. Clustered Column.
4. Click OK. Click OK.
The chart is inserted in the document with a worksheet
window.
The data that appears in the worksheet is the
placeholder source data that you will replace with your
own information. The source data is used to create the
chart.
5. Enter the chart data in the worksheet and close the Enter the data shown below
worksheet window. and close the Chart in
The chart is updated with the entered data. Microsoft Word window.
6. Add a chart title. Click in the Chart Title box
The chart title appears. and type First Quarter Sales.
7. Select the chart and resize as required. Click on the chart to select it
The chart is resized. and click and drag the
resizing handle to resize the
chart.
If you want to remove the chart, simply click on the chart to select it and press
[Delete].
Save the document as WORDCHART.docx and close the document.
Alternative methods:
• Right-click on the object and select Copy, and right-click where you want
to paste the object and select Paste.
• Select the object, press [Ctrl], click and drag the object to the new
location.
To move object within the same document.
1. Select the object that you want to move. Click on the picture on page 2
The object is selected.
2. Select the Home tab and click Cut in the Clipboard Click Cut
group.
The object is cut.
3. Position the insertion point in the document where you Press [Ctrl+End] to go to the
want the object to appear. end of the document
The insertion point appears in the new location.
4. Select the Home tab and click Paste in the Clipboard Click Paste
group.
The object is pasted in the new location.
Alternative methods:
• Right-click on the object and select Cut, and right-click where you want to
paste the object and select Paste.
• Select the object, click and drag the object to the new location.
Steps
Open the documents LTRGRPH.docx and PRDLISTSPELL.docx.
1. Select the object in the source document that you Click on the picture on page 2
want to copy/move. of the LTRGRPH.docx .
The object is selected.
2. Select the Home tab and click Cut/Copy in the Click Cut.
Clipboard group.
The object is cut/copied.
3. Switch to the destination document. Click View, click Switch
The destination document appears. Windows and click on
PRDLISTSPELL.docx.
4. Position the insertion point in the destination Press [Ctrl+End] to go to the
document where you want the object to appear. end of the document.
The insertion point appears in the new location.
5. Select the Home tab and click Paste in the Clipboard Click Paste.
group.
The object is pasted in the new location.
2. Make sure you are in Print Layout view, and display the horizontal ruler, if necessary.
3. Go to the top of the document, if necessary, and insert the Bike graphic file from the
Student Folder.
3. Insert fields
Specify where you want to insert the information from the data source
into the main document.
Steps
Start a mail merge.
From the Student Folder, open CANCUN1.docx. You want to create [insert
here a description of what you are trying to create, e.g. a merged document
containing address, or a personalised letter...]
1. Select the Mailings tab.
The Mailings tab is displayed. Click
2. Select the Start Mail Merge button in the Start Mail
Merge group.
The Start Mail Merge menu opens.
Click
3. Select the type of mail merge to carry out. Click Letters
The document will be ready to begin carrying out the
particular type of mail merge.
4. Select the Select Recipients drop-down button and Click Select Recipients and
choose Use an Existing List… Use an Existing List…
The Select Data Source window opens.
5. Select the appropriate document to use for the mailing Click ADDRESS.docx in the
list. Student Folder and click
The document is selected. Open
6. Position the insertion point in the main document Press [Ctrl+Home], if
where you want to insert a grouped merge field. necessary.
The insertion point moves to the new location.
7. Select Address Block in the Write & Insert Fields Click Address Block
group.
The Insert Address Block window opens.
8. Select or deselect the desired options. Click Mr. Josh Randall Jr. in
The options are selected or deselected accordingly the Insert recipient’s name
and a preview of the first address in your recipient list in this format list. If
is displayed on the right. necessary, click Match
Fields…, and match
postcode in your address list
with the Postal Code field.
9. Select OK. Click OK.
The Insert Address Block dialog box closes. The
grouped merge field is inserted into the main
document at the insertion point.
10. Preview the results of your merge so far by selecting Click Preview Results
Preview Results in the Preview Results group.
A preview of the letters will appear in the same
document when this option is selected. To return to
normal deselect the button.
11. Under Preview Results, select the Next Record
button to preview each of the merged records. Click
The merged records are previewed accordingly.
12. Under Preview Results, select the Previous Record
button to navigate back through the merged records. Click
The previous merged records are previewed
accordingly.
13. To finish the merge, select the Finish & Merge drop- Click Finish & Merge
down button.
A list of merge options appear.
14. Under Finish & Merge, select the Edit Individual Click Edit Individual
Documents… option. Documents…
The Merge to New Document dialog box opens.
15. Select the records you want to merge to a new Click All, if necessary.
document.
The records are selected accordingly.
16. Select OK. Click OK.
The Merge to New Document dialog box closes. The
records are displayed in a new, merged document.
Steps
Select the Mailings tab. Merge to the printer.
Click
2. Select the desired output for print. Select the Print Documents.
The Merge to desired output dialog box opens.
3. Select the records you want to merge to the
printer. Click , if necessary.
The records are selected accordingly.
4. Select OK.
Click
The Merge to Printer dialog box closes and the
Print dialog box opens.
5. Select the desired options in the Print dialog box,
Click
then select OK.
The Print dialog box closes, and Word prints the
merged letters.
Steps
Create mailing labels.
If necessary, open a new, blank document.
Click
3. Select the Labels option.
The Label Options dialog box opens. Click
Steps
Select label options.
The blank labels meet the size and layout specifications of the selected product,
as supplied by the selected vendor.
Steps
Attach a data source.
4. Select the drive where the data source is stored. Click the Student Folder.
A list of available folders and files is displayed in the
right-hand part of the Select Data Source dialog box
5. Select the desired data source file. Click Custdb.docx.
The file name is selected.
6. Select the left-hand part of the Open button.
The Select Data Source dialog box closes. Click
Steps
Insert label merge fields.
1. To insert individual merge fields, select the Insert Click the top half of the Insert
Merge Field button under Write & Insert Fields Merge Field button.
group.
The Insert Merge Field dialog box opens.
2. Select the first field you want to insert. Click ContactName.
The field is selected.
3. Click Insert or press [Enter]. Click Insert or press [Enter].
The field is inserted.
4.
8. Select the next field you want to insert. And click Click Country.
Insert or press [Enter]. Click Insert or press [Enter].
The field is inserted.
9. When all the desired fields are inserted, click Close. Click Close.
The Insert Merge Field dialog box closes.
10. Add any desired spacing or punctuation to the merge Select the Address_Line_1
fields. merge field and press [Enter].
The layout of the merge fields is updated as desired. Select the Country merge
field and press [Enter]
11. Under the Write & Insert Fields group, select the
Update Labels button. Click
All labels are updated with the same merge fields as
the first label.
Notice that Word has automatically included the Next Record field at the start of
all labels except the first. When merging the labels, this prompts Word to look at
the next record in the data source each time it reaches a new label.
Steps
Merge labels to a new document.
Click
2. Select Edit individual documents. Select Edit individual
The Merge to New Document dialog box opens. documents
3. Select the records you want to merge to a new
document. Click , if necessary
The records are selected.
4. Select OK.
Click
The Merge to New Document dialog box closes, and
the selected records are merged to a new document.
Scroll to view the labels. You can print the merged document by selecting File tab,
click Print. Click the Print button.
To send the merge document to print, click the Mailings tab, in the Finish group
and click Finish & Merge. Select Print Documents… and select all, the current
merge output or a specific range of the merged document to print. Click OK, and
in the Print window click OK.
Then, close the merged labels document without saving it.
© 2021 ICDL Africa Page 189
Lesson 15 – Mail Merge ICDL Documents
It is good practice to use page breaks when adding new pages rather than
inserting several paragraph marks.
Pages Group
Steps
From the Student Folder, open DOCFORMAT.docx.
Tip: You can also place the insertion point where you want to insert a new page
and press [Ctrl+Enter] to insert a page break.
Steps
Remove a manual page break.
Scroll to page 3 of DOCFORMAT.docx. Click the Show/Hide button in
Paragraph group of the Home tab. Notice that a manual page break is visible
above the Advertising Agreement title.
1. Select the manual page break you want to Click the manual page break above
delete. the Advertising Agreement title.
The page break is selected.
2. Press [Delete]. Press [Delete].
The manual page break is removed from the
document and automatic page breaks are
adjusted accordingly.
Tip: If the insertion point is before the page break mark, press [Delete] to remove
the page break. Otherwise, if the insertion point is after the page break mark,
press [Backspace] to remove the page break.
Steps
Change the page orientation of a document. Switch to Print Layout view.
1. Select the Layout tab. Click Layout tab.
The contents of the Layout tab appear.
2. Select the Orientation button in the Page
Setup group.
The Orientation menu opens.
Click
3. Select the Portrait or Landscape option.
The desired orientation is selected.
Click
Move to the top of the document. Switch to print layout to view the new page
orientation.
Practice the Concept: Open the Page Setup dialog box and return the document
to portrait orientation.
Steps
Change the document margins.
If necessary, switch to Print Layout view.
1. Select the Layout tab. Click Layout.
The contents of the Layout tab appear.
2. Select the Margins button in the Page
Setup group.
The Margins menu appears.
Click
3. Select the Custom Margins... option. Click Custom Margins.
The Page Setup dialog box opens. Click the Margins tab, if
necessary.
4. In the Top spin box, enter the desired top
Click Top to 2.5 cm.
margin.
The number appears in the Top spin box.
5. In the Bottom spin box, enter the desired
Click Bottom to 4 cm.
bottom margin.
The number appears in the Bottom spin
box.
6. In the Left spin box, enter the desired left
Click Inside to 5 cm.
margin.
The number appears in the Left spin box.
7. In the Right spin box, enter the desired right
Click Outside to 2 cm.
margin.
The number appears in the Right spin box.
8. Select OK.
Click
The Page Setup dialog box closes, and the
document margins change accordingly.
Steps
Change the paper size of a document.
1. Select the Layout tab.
The contents of the Layout tab appear. Click
2. Select the Size button from the Page Setup
group.
The menu showing different paper sizes
displays.
Click
3. Select the desired paper size.
The selected paper size is selected.
Click
Steps
Print preview a document.
1. Select the File tab. Click File
The File tab is displayed.
2. Select the Print command to display the print options. Click Print
The print preview of the page is displayed in the
second pane.
3. Select the page navigation below the preview the next Click the left or right
page. navigation arrow at the
The next page is previewed.
bottom
4. Select Zoom to Page to view an entire page in one Click Zoom to Page
screen.
The preview shows the entire page.
Steps
Print the current page.
1. Select the File tab. Click File.
The File tab is displayed.
2. Select the Print command to display the print Click Print.
options.
The preview of the page is displayed in the second
pane.
3. Select the Print All Pages button under Settings. Click Print All Pages.
The print options appear.
4. Select Print Current Page from the menu. Click Print Current Page.
The desired option is selected.
Click
4. Enter the page range in Pages textbox. (For example, to print from page 2
to page 6 and page 11, type 2-6, 11.). Hint: use a comma to separate page
ranges.
Steps
Print the multiple copies page.
1. Select the File tab. Click File.
The File tab is displayed.
2. Select the Print command to display the print Click Print.
options.
The preview of the page is displayed in the second
pane.
3. Specify the number of copies in the Copies box. Click the up spin box arrow to
The number of copies is set.
print 2 copies
4. Select the Print button.
Multiple copies of the document are printed.
Click
Close DOCFORMAT.docx.
Steps
1. Select the text you wish to print. Select the Minimum Order
The text is highlighted. heading and paragraph
2. Select the File tab. Click File
The File tab is displayed.
3. Select the Print command to display the print Click Print
options.
The preview of the page is displayed in the second
pane.
4. Under Settings, click the Print All Pages Click
dropdown.
A list of options appear.
1.2.2 Use available help 1.12 Using Help 2.2.8 Use the undo, redo 4.5 Using Undo,
resources. command. Redo and Repeat
1.2.3 Use magnification/zoom 3.2 Zooming 3.1.1 Apply text formatting: font 5.1 Formatting
tools. In/Out size, font type. Text
1.2.4 Display, hide built-in 1.8 Using the 3.1.2 Apply text formatting: bold,
toolbars. Restore, minimise 5.4 Applying
Ribbon and Tabs italic, underline. Bold/Italics
the ribbon.
Formats
1.2.5 Recognise good practice in 2.13 Navigating a
navigating within a Document 3.1.3 Apply text formatting: 5.7 Applying
document: use shortcuts, subscript, superscript. Subscript/Supers
go to tool. cript
1.2.6 Use go to tool to navigate to 2.13 Navigating a
3.1.4 Apply font colour to text. 5.6 Changing
a specific page. Document
Font Colour
3.2.5 Indent paragraphs: left, 7.1 Changing the 4.2.1 Modify column width, row 13.12 Changing
right, first line, hanging. Left Indent height. Column Width
and Row Height
3.2.6 Set, remove and use tabs: 13.2 Setting Tab
left, centre, right, decimal. Stops 4.2.2 Modify cell border line style, 13.13 Adding a
width, colour. Border to a Table
3.2.7 Recognise good practice in 6.4 Paragraph
paragraph spacing: apply 13.14 Remove a
Spacing
spacing between Border from a
paragraphs rather than Table
inserting several paragraph
4.2.3 Add shading/background 13.15 Adding and
marks.
colour to cell(s). Removing
3.2.8 Apply spacing above, below 6.4 Paragraph Shading
paragraphs. Apply single, Spacing
1.5 lines, double line 4.3.1 Insert an object (picture, 14.1 Inserting
spacing within paragraphs. drawn object) to a specified Online Picture
location in a document.
3.2.9 Add, remove bullets, 9.1 Typing a 14.2 Inserting a
numbers in a single level Numbered or Picture
list. Switch between Bulleted Lists
different standard bullet, 14.3 Inserting a
number styles in a single Drawn Object
level list.
4.3.2 Select an object. 14.1 Inserting
3.2.10 Apply border style, line 6.6 Applying Online Picture
style, line colour, line width, Border/Shading to
shading/background colour Paragraph/Text 4.3.3 Copy, move an object 14.5
to a paragraph. within a document, between Copying/Moving
3.3.1 Apply an existing character open documents. Objects within
8.1 Applying a
style to selected text. Character Style Same Document
3.3.2 Apply an existing paragraph 8.2 Applying a 4.3.4 Resize an object 14.1 Inserting
style to one or more maintaining, not maintaining Online Picture
Paragraph Style aspect ratio. Delete an
paragraphs.
object.
5.1.1 Open, prepare a document, 15.1 Using Mail
as a main document Merge
(letters, address labels) for
a mail merge.
• Work with documents and save them in different file formats, locally or in the cloud.
• Use available help resources, shortcuts and the go to tool to enhance productivity.
• Create and edit word processing documents that will be ready to share and
distribute.
• Apply different formats and styles to enhance documents and recognise good
practice in choosing the appropriate formatting options.
• Insert tables, pictures and drawn objects into documents.
• Prepare documents for mail merge operations.
• Adjust document page settings and check and correct spelling before printing.
Having reached this stage of your learning, you should now be ready to undertake ICDL
certified testing. For further information on taking this test, please contact your ICDL test
centre.