WORD PROCESSING II

Advanced Features of a Word Processor

Figure 9.1: Example of Advanced Features of a Word Processor

Activity 9.1: Understanding the advanced features of a word processor In groups: 1. Open a word processor. 2. Click the Reference Tab and Identify the advanced tools and features in different groups 3. State the function of the feature identified.

Copy and complete the table shown below about the advanced features of a word processor

4. Share your findings on the word processing features and the group they belong to.

Document view features

NB: These document Views can be located under the View Tab

Activity 9.2: Working with Document view feature 1. Type some text in your text area of about four paragraphs to help you practice word processing skills. Press Enter key on your keyboard to get to the next line.

1. In groups, Copy and complete the table shown below about the Document view feature

1. Share your findings on document feature and its description.

Page numbers, page and section breaks, themes and effects

Using Page Numbers You can add page numbers, which are associated with headers and footers. Information that is stored in headers and footers or margins appears dimmed, and it cannot be changed at the same time as the information in the body of the document. Activity 9.3: Using Page Numbers 1. Create a paragraph of text or Copy and paste some text onto the next page. To change the header or footer or the information in the page margins, do the following: 2. Select the Insert tab 3. Click Page Number under Header & Footer Tools. 4. Click Top of Page, Bottom of Page, or Page Margins, depending on where you want page numbers to appear in your document.

Change the page-number format, such as 1, i, or a Activity 9.4: Changing the page-number format Double-click the header or footer of one of your document pages. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Page Number, and then click Format Page Numbers. In the Number format box, click a numbering style, and click OK.

Activity 9.4: Inserting Section Breaks 1. Create a paragraph of text or Copy and paste some text onto the next 3 pages. 2. On the Page Layout tab, in the Page Setup group, click Breaks. 3. In the Section Breaks group, click the section break type that fits the type of formatting that you want to make e.g. continuous in-order to make different page numbering.

Data Tabulation and Formatting, cell merging and splitting In word Processing I you looked at what tables are and how to insert tables. In this chapter let’s look at how you can draw, split, resize and format your table. Activity 9.5: Table Cell merging and Splitting In groups 1. Open a word processor and add a table of 3 columns and 3 rows. 2. Format your table to have the same as shown below

FORMATTING TABLES

This will basically make your table more attractive, by adding borders of different sizes and colours fill colours and patterns etc. You can format the whole table by displaying the Borders and Shading dialog box. Colouring/Shading Cells If you want to add shading or colour to cells in a table you can do so by using the [Shading] button. Try shading the top row of your table:

1. Select      the top row by clicking at the left (outside the table border)
2. Click      on the list arrow attached to the [Shading] button
3. Choose      either fill colour or patterns then look for an appropriate style.
4. You can      go ahead and select colour for your chosen pattern
5. Click      on a cell elsewhere in the table to release the selection and see the      effect

Activity 9.6: Table formatting In groups 1. Open a word processor and use a table of 7 rows and 3 columns to design your class time table. 2. Select your table, go to Page Layout Tab, choose page borders and then under Borders button 3. Choose a setting, line styles, color, line width etc 4. Modify the table in above and make it appear like the one below.

Text Positioning and Direction When you enter text into a cell in a table, the default positioning is for it to start at the top left with the direction horizontal. You can, however, change both of these settings: Activity 9.7: Text Positioning and Direction Highlight the Word Break in your table then move to the LAYOUT tab

Doing basic data calculations in a table

You can perform simple calculations in a table. Here, you are going to sum up the costs in your table of expenses. This even works if you have several values in a single cell (on separate lines): Activity 9.8: Doing basic data calculations in a table In groups; 1. Create a table of 5 columns and 7 rows 2. Enter the data and modify the your table to look like the one below

To do the calculations; Click where you want to calculate totals say in the cell below QTY after the values Go to LAYOUT Tab, under Data Group Choose Formula A Formula dialogue box will appear with =SUM(ABOVE). Since we need Total Simply click OK Then For Total AMOUNT instead of =SUM(ABOVE) Use =PRODUCT(LEFT) For the entire column

Text boxes A textbox lets you add text anywhere in your file. For example, you can create pull quotes or sidebars that call attention to important information. On the Insert tab, in the Text group, click Text Box, and then select one of the pre-formatted text boxes from the list or click

Using basic lines, shapes, arrows and Venn diagrams You can add shapes, such as boxes, circles, and arrows, to your documents, email messages, slide shows, and spreadsheets. To add a shape, click Insert, click Shapes, select a shape, and then click and drag to draw the shape. After you add one or more shapes, you can add text, bullets, and numbering to them, and you can change their fill, outline, and other effects on the Format tab. To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold Shift while you drag. Creating multi-shape drawings like flow charts Word flowcharts are best contained within a Drawing Canvas. You can insert shapes directly into a Word document, but using a canvas has several advantages: – They act as a container for the shapes, making it easier to position (or re-position) a flowchart in a document. – Certain features, like arrows that connect to shapes, only work in a canvas. – You can add formatting to the canvas itself, giving the flowchart an attractive backdrop.

Activity 9.10: Using Canvas to draw shapes To insert a canvas, click the Insert tab on the Word ribbon and click the Shapes dropdown button. Below the gallery of shape types, select the bottom menu item labeled New Drawing Canvas

Creating multi-shape drawings like Venn Diagram

Activity 9.10: Creating a Venn Diagram On the Insert tab, in the Illustrations group, click SmartArt.

Grouping and ungrouping objects Grouping lets you rotate, flip, move, or resize all shapes or objects at the same time as though they were a single shape or object. Activity 9.11: Grouping and ungrouping objects

Mail Merge, Document Referencing and Printing

Mail merge: With Mail merge, a single document (often a letter) is merged with a data set (often a mailing list with names and addresses) to produce several documents, each of which is personalised using information from the data set. For example, a secretary at the bank/hospital doesn’t type out letters to patients personally; instead, they use a mail merge to combine a standard letter and patient details to produce many letters at the same time. The mailing list data may be held in a database, in a spread sheet, in a table in a document or even a simple text file. This is then combined with a Word document which contains fields.

Activity 9.12: Mail Merge As an introduction to mail merge, create a simple dataset as follows: 1. Start-up Microsoft Word as usual (or press <Ctrl n> for a new document if it’s already running) 2. Type in the following field headings, pressing <,>  (or <Tab>) between each entry:  Title, First Name, Family Name, Department 3. Press <Enter>for a new line then type in a row of data (eg your own details) pressing <,>between each field (ie Mr, John, Smith, French) 4. Repeat step 3 with the details of one of your friends/colleagues 5. Press <Ctrl s> for [Save] and call your file data and close it.

Creating the Main Document You next need to create the merge document – such as, a memo to be sent out to all those in your data file. You can, of course use an existing document and then add the codes later. Let’s do that here: Activity 9.13: Creating the Main Document 1. Press <Ctrl n> to create a new blank document 2. Type Memo to: then press <Tab> followed by <Enter> 3. Type Department:then press <Tab> followed by <Enter> 4. Press <Ctrl r> (for [Align Right]) then move to the Insert tab and click [Date & Time] in the Text group – turn on the Update automatically 5. Press <Enter>for a new line, press <Ctrl l> (for [Align Left]) then press <Enter> again 6. Now type in the following memo (or something similar): The next meeting of the Committee is on Friday at 2:00pm. 7. Press <Enter>then sign off with your name 8. Your document is now ready for data field codes to be added and for the merge to be carried out.

Activity 9.14: Merging the documents There are two ways to carry out the mail merge – you can take command of the process yourself using the buttons on the Mailings tab on the Ribbonor you can seek the help of a Wizard. Try using the buttons first (working across the Ribbon from left to right).

1. Move      to the MAILINGS tab then click on the [Start Mail Merge]     button and choose which type of mail merge you want – here, choose Letters
2. Click      on the [Select Recipients] button and choose Use Existing List …
3. Click      on the Documents button on the left side of the Select Data      Source window
4. Select      the file data.docx then press <Enter> for [Open]
5. Nothing      appears to have happened but your data file is now associated with the      current document.

1. Move      the typing position after Memo to:
2. Click      on the words of the [Insert Merge Field] button in the Write      & Insert Fields group and select Title
3. Repeat      step 6, choosing First Name then Family Name
4. Press      <Esc> to [Close] the Insert Merge Field window      then type in spaces between the fields
5. Press      <down arrow> to move down to Department: then      repeat step 6, this time choosing Department
6. Move      the typing position down to the start of the first (blank) line of the      memo (before The…)
7. Repeat      step 6 again for the First Name then press <Esc> and      type a comma,
8. Your      document is now ready for the merge – click on the [Preview Results]     button
9. Your      data fields are now replaced by real data
10. Use      the [Next Record] and [Previous Record] buttons to view the      other memos
11. Click      on [Finish & Merge] then choose Edit Individual Documents…     – the following window appears:

Activity 9.15: Merging the documents In Groups 1. Open a word processor and create the document below

2. Using mail merge feature make the letter to be sent to each person in a table.

3. Save the Letter as NCDC and the table as Recipients

Table of contents

To create a table of contents that’s easy to keep up-to-date, apply heading styles to the text you want to include in the table of contents. After that, Word will build it automatically, from those headings. Activity 9.16: Apply heading styles and table of contents 1. Select the text you want to include in the table of contents, and then on the Hometab, click a heading style, such as Heading 1.

1. Do this for all of the text you want to show up in the table of contents. 2. For example: If you are writing a book with chapters you could apply the Heading 1 style to each of your chapter titles. You might apply the Heading 2style to each of your sub titles within those chapters. Adding the table of contents

1. Word      uses the headings in your document to build an automatic table of contents      that can be updated when you change the heading      text.
2. Click      where you want to insert the table of contents – usually near the      beginning of a document.
3. Click References     > Table of Contents, and then choose an Automatic Table of      Contents style from the list.
4. Note: If you use a Manual Table of Contents style, Word      won’t use your headings to create a table of contents and won’t be able to      update it automatically. Instead, Word will use placeholder text to create      a dummy table of contents, and you’ll need to manually type each entry      into it.

Referencing using footnotes and end notes

Footnotes and endnotes are used to explain, comment on, or provide references to something mentioned in a document. Usually, footnotes appear at the bottom of the page and endnotes come at the end of the document or section. Activity 9.17: Adding a footnote • Word inserts a reference mark in the text and adds the footnote at the bottom of the page. • Click where you want to add the footnote. • Click References > Insert Footnote.

• Then type the footnote text.

Activity 9.18: Deleting a footnote or an endnote You don’t delete the footnote itself at the bottom of your page or an endnote at the end of your document. It is the reference number or mark* in the body of the which text you delete. And if you delete a reference number for a footnote or endnote, Word renumbers the existing notes. Alternatively: – Open your document. – On the References tab, in the Footnotesgroup, choose Next Footnote (default setting) or choose the drop-down arrow and choose Next Endnote. – Select the footnote or endnote and then press Delete.

Document Protection

Digital documents, such as those created in Microsoft Word, are becoming more and more common in a lot of situations, and are starting to replace physical documents. But this also means that important information is being stored in a format that can be duplicated and shared much easier, Document security is generally ensured by restricting access to the documents. Word allows you to secure your files by adding passwords to them, making these files much more difficult to open and read for someone that doesn’t have the password that you set.

Require a Password to Read a Document in Microsoft Word

The strength of the password that you use is entirely up to you, but, as with all passwords, it is much more difficult to break a password if it contains combinations of letters, numbers, capital letters and symbols. With that in mind, follow the steps below to learn how to password protect a file in Microsoft Word. Activity 9.19: How to add password to a file in Microsoft Word. Step 1: Open the document in Microsoft Word 2010. Step 2: Click the File tab at the top-left corner of the window. Step 3: Click the Info tab at the left side of the window.

Step 4: Click the Protect Document drop-down menu at the center of the window, then click the Encrypt with Password option. Step 5: Enter your password, then click the OK button.

Tip: Make sure that you save the document before you close it. Otherwise the password encryption will not be applied to the file, and it can be opened by anyone with access to the file.

Chapter Summary

In this Chapter you have learnt about how to; a) Explain the effects of various advanced tools and features of a word processor b) Use advanced tools and features of a word processor to format and edit documents