Notes:

Features of Word Processors

Default Settings

This refers to the preset features in the word processor e.g. font style and font size, page size,
margin size and justification.

Word Wrap

When entering text, if a word is too long to fit at the end of a line, it is automatically moved to
the next line. N.B. You must not press the ENTER key at the end of a line unless the line is the
end of a paragraph.

Editing a Word Document

This means making changes to the document. Word processors have many features which allow
us to make changes to a document. Some of these features are:

1. Deleting text
2. Cutting, copying and pasting
3. Finding and replacing text
Deleting text
This can be done using the DELETE key, BACKSPACE, key or INSERT key.

The INSERT key

This key function in two ways: insert mode and type-over mode. In insert mode, it allows you to
enter new characters within a document. In type-over mode, it replaces characters in the
document with new characters.

1
Lesson # 1 35 mins. 14 January 2010

Strand: Word Processing

Topic: Editing Features

Objective: Select appropriate editing features in the preparation of a document

Content: Deleting and inserting characters, words, sentences, paragraphs, type-over

mode, selecting blocks of text, copying and moving sections of text, word wrap,
default settings.

Previous knowledge:

1. Functions of various keys on the keyboard.

2. Features of the MS Word Window.

Resources: projector, laptop, textbook, desktops

Introduction:

1. Introduce the topic and have students log on and load MS Word.
2. Ask students to explain what word processing is.
3. Ask student what is involved in preparing a document.
4. Explain and discuss questions with students.

Content of Lesson:

1. Have students write notes.

2. Explain notes and related terms ( using the delete, and backspace keys)

3. Have students complete activity to demonstrate the concepts being taught.

4. Recap lesson.

5. Give homework assignment.

Home Work

1. State how the copy and paste process is done. (4 marks)

2. State how the cut and paste process is done. (4 marks)

3. What is the difference between the two features? (2 marks)

2
Activity # 1:

Carnival
Carnival is one of the most popular festivals in Trinidad and Tobago. It is the time
when the creative talents of our people are displayed to the entire world.
Colourful costumes of varying shapes and magnificent colours are portrayed
through the streets.

Music trucks and steel bands accompany the bands, providing music for the
masqueraders and spectators to dance.

1. Enter the text above as accurately as possible.

2. Save the document as Carnival in the Documents folder.
3. Delete the letter ‘s’ in the word ‘festivals’.
4. Delete the word ‘time’ in the second sentence and replace it with ‘occasion’ using the
INSERT mode.
5. Delete the word ‘shape’ and replace it with the word ‘sizes’ using the TYPE-OVER mode.
6. Insert the sentence “Carnival is the greatest show on earth.” to the end of the first
paragraph.
7. Move the words ‘one of’ in line 1 to after the word ‘accompany’.
8. Copy the sentence “Carnival is the greatest show on earth.” To the end of the
document.
9. Save the document as Carnival1.

3
Notes:

Formatting features – Page layout

Margins

Left margin

Top margin

Bottom margin

Right margin

Margins are the blank areas around the work area of a sheet of paper or the distance between
the text and the edge of the paper. There are five margins: left, right, top, bottom and the gutter
margin. The gutter margin is the space set aside for binding.

Paper size

Most documents are printed on standard paper i.e. letter paper which measures 8.5 by 11
inches. Pages are sold in various sizes e.g. legal paper which measures 8.5 by 14 inches or A4
paper which measures 8.5 by 17 inches.

Page orientation

This refers to the way a page is read. There are two orientations: Portrait orientation i.e. when
the long edge is vertical and Landscape orientation i.e. when the long edge is horizontal.

Portrait 4
Landscape
Lesson # 2 35 mins. 21 January 2010

Strand: Word Processing

Topic: Formatting features – Page layout

Objective: Select appropriate formatting features for the preparation of a document

Content: margins, paper length, page orientation.

Previous knowledge:

3. Functions of various keys on the keyboard.

4. Features of the MS Word Window.

Resources: projector, laptop, textbook, desktops

Introduction:

5. Introduce the topic and have students log on and load MS Word.
6. Ask students to explain what the term ‘formatting’ means.
7. Explain and discuss the question with students.

Content of Lesson:

6. Have students write notes topic by topic.

7. Explain how each feature is applied.

8. Have students complete activities to demonstrate the topic being discussed.

9. Recap lesson.

10. Give homework assignment.

Home Work

1. State how the copy and paste process is done. (4 marks)

2. What is the difference between copy and paste and cut and paste? (2 marks)

3. Margins, paper length and page orientation are page layout formatting features,
state four other. (4 marks)

5
Activity # 2

1. Retrieve a copy of the document called Carnival in ‘Documents’.

2. Change the left margin to 1.5 inches and the right margin to 2 inches.
3. Identify the current orientation.
4. Change the orientation to ‘landscape’.

6
Topic: Other Formatting features

Objective: Select appropriate formatting features for the preparation of a document

Content: Line spacing, justification and indenting text.

Previous knowledge:

5. Functions of various keys on the keyboard.

6. Features of the MS Word Window.

Resources: projector, laptop, textbook, desktops

Introduction:

8. Introduce the topic and have students log on and load MS Word.
9. Ask students to explain what the term ‘justification’ means.
10. Explain and discuss the question with students.

Content of Lesson:

11. Have students write notes

12. Explain how each feature is applied.

13. Have students complete activities to demonstrate the topic being discussed.

14. Recap lesson.

15. Give homework assignment.

Home Work

1. Research the font features superscript and subscript and state what is the
difference between them.

2. List five other font effects that are available in MS Word.

7
Notes:

Other Formatting Features

Line spacing
This is the distance between lines of text. The spacing between lines of text depends on the size
of the font on a line. The larger the font size the larger the line spacing. Line spacing is available
in ‘single’, ‘double’. ‘1.15’, ‘1.5’, ‘at least’, ‘exactly’ and ‘multiple’.

Justification
This is the process of aligning a block of text, paragraph or entire document within the text
margins or borders. The default setting for MS Word is left justification. Text can also be aligned
right, centre or fully justified.
 Left justification means that the text is even on the left margin (text at the right margin is
uneven)
 Right justification means that the text is even with the right margin (text at the left
margin is uneven)
 Centre alignment means that the text is centred along the middle of the document.
 Fully justified/ justified means that the text is even with both left and right margins.

Indenting Text
Indenting means pushing a line or paragraph from the left or right margins. The size of an
indent is the distance between the margins and the text. There are three indent settings:
left indent, right indent and a special indent (First line/Hanging).
 Left indent pushes the paragraph away from the left margin.
 Right indent pushes the paragraph away from the right margin.
 First line/Hanging has the first line being indented less than the rest of the lines in
the paragraph.

8
Activity # 3

1. Type in =rand(), then press the ENTER key

2. Type in the title “Word Features” at the top of the document.
3. Centre the title.
4. Change the line spacing of paragraph one to double.
5. Left justify the first paragraph.
6. Change the font size of paragraph two to 16 points. Then change the line spacing to
double.
7. Right justify the second paragraph.
8. Fully justify the last paragraph.
9. Left indent the first line of paragraph one using the TAB key, then undo and use the
indentation icon, then undo and use the indent option on the page layout ribbon.
10. On the page layout ribbon, launch the paragraph dialogue box to apply a hanging or first
line indent of 0.7 inches to the second paragraph.

9
Topic: Other Formatting features

Objective: Select appropriate formatting features for the preparation of a document

Content: Tab stops.

Previous knowledge:

7. Functions of various keys on the keyboard.

8. Features of the MS Word Window.

Resources: projector, laptop, textbook, desktops

Introduction:

11. Introduce the topic and have students log on and load MS Word.
12. Ask students to locate the TAB key on the keyboard.
13. Explain briefly its use giving examples.

Content of Lesson:

16. Have students write notes

17. Explain how each feature is applied.

18. Have students complete activities to demonstrate the topic being discussed, if possible.

19. Recap lesson.

20. Give homework assignment.

Home Work

1. Research the “Find and Replace” feature in MS Word. Explain its function and list the
steps involved in doing a Find and Replace.

10
Notes:

Other Formatting Features

Tabs
Tab stops are used to place text or numbers at predetermined positions in a document.
This feature allows you to spread text or figures across a page evenly. The default tab
setting is 0.5 inches. This means that every time the TAB key is pressed the cursor moves
0.5 inches.

Tabs are used for creating tabular-style (looks like a table) documents. You can also specify
a particular character such as a dash to precede a tab stop i.e. to use as a leader. There
are five types of Tab stops:

Tab Function
Left--------------The text starts and is aligned at the tab stop
Right------------Texts ends at the tab stop
Centre----------Text is centred under the tab stop
Decimal--------lines up the decimal point in numbers in a column at the tab stop
Bar---------------Creates a thin vertical line at the tab stop

Examples

Left Tab

Printer Plotter Speakers

Right Tab

CPU 1.3 GHz

RAM 2GB

HDD 250GB

Decimal Tab

75.00

7690.95

.05

Centre Tab
11
 Word Processing

Spreadsheet

Database

Bar Tab

Input Devices

Keyboard Mouse Joystick Lightpen

Touchpad scanner MICR barcode reader

Activity # 3

1. Use the paragraph dialogue box to set tab stops as follows: - a centre tab at 1.5 inches
and a decimal tab with dots leader (...) at 4 inches.
2. Then type the following menu. Pressing the TAB key twice after each item.
3. Centre the heading
4. Change the font to Bookman Old Style.
5. Change the font size to 14 points (14 pts.)
6. Change the font size of the heading to 19pts.
7. Change the font colour to any colour of your choice.
8. Bold the entire document.
9. Use strikethrough effect for the ‘bake and shark’ item listed.
10. Save document as “Menu” in documents.

Breakfast Special
Bake and Shark .......................................................$5.00
Bake and Saltfish .......................................................$3.50
Egg and Toast .......................................................$2.00
Cowheel Soup .....................................................$11.25
Tea .......................................................$1.50
Coffee .......................................................$2.00
Juice .......................................................$3.00

12
Topic: Other Formatting features

Objective: Select appropriate formatting features for the preparation of a document

Content: Page numbering and Bullets, headers and footers

Previous knowledge:

1. Functions of various keys on the keyboard.

2. Features of the MS Word Window.
3. How to enter text.

Resources: projector, laptop, textbook, desktops

Introduction:

1. Introduce the topic and have students log on and load MS Word.
2. Ask students to locate the bullets and numbering icons on the home ribbon.
3. Explain briefly when they are used, giving examples.
4. Show students an example of a header and ask them what it’s called.

Content of Lesson:

1. Have students write notes

2. Explain how each feature is applied.

3. Have students complete activities to demonstrate the topic being discussed, if possible.

4. Recap lesson.

5. Give homework assignment.

13
Notes:

Other Formatting Features

Bullets and numbering

Bullets and numbering are features that allow you to automatically create lists in a
document. Bullets are used for unordered list whereas numbering is used for ordered
lists.

e.g. Ordered list e.g. Unordered list

1. Monday  Bananas
2. Tuesday  Grapes
3. Wednesday  Pommerac

Bullets and numbers can be added to already typed text or to text that is being typed.
There are several styles of bullets and numbering.

Headers and footers

A header or footer is text or graphics that appears in the top or bottom margins of every page of
a document. The header appears in the top margin and the footer in the bottom margin. They
are used to print information such as the title of a document or chapter name and/or author
name, page numbers, current date and time, letterheads and company logos.

Home Work

Research the “Find and Replace” feature in MS Word. Explain its function and list the steps
involved in doing a Find and Replace.

14
Activity # 4

1. Open the file called “Menu”.

2. Insert a page break at the end of the document.
3. Copy and paste the entire menu to a new page in the document.
4. Apply bullets to the items listed in the menu on the first page.
5. Change the style of bullets to one of your choice.
6. Apply numbers to the items listed in the menu on the second page.
7. Insert page numbers to the bottom right of each page.
8. Insert a header, which states the name of a restaurant. Align it to the left.
9. Save the document.

15
Topic: Other Formatting features

Objective: Select appropriate formatting features for the preparation of a document

Content: Find and Replace, Page breaks and tables

Previous knowledge:

1. Functions of various keys on the keyboard.

2. Features of the MS Word Window.
3. How to enter text.

Resources: projector, laptop, textbook, desktops

Introduction:

1. Introduce the topic and have students log on and load MS Word.
2. Explain briefly when they are used, giving examples.

Content of Lesson:

6. Have students write notes

7. Explain how each feature is applied.

8. Have students complete activities to demonstrate the topic being discussed, if possible.

9. Recap lesson.

Notes
Find and Replace

The Find function allows you to search a document for a particular word or string of characters
that you may want to change or edit. The Replace function allows you to search a document for
a word or string of characters and replace it with another word or string of characters.

Page Breaks
The automatic end of a page, seen in Page layout view is called a soft page break. If however,
you need to insert a page break before the actual end of a page, this type of page break is called
a hard page break.

Tables

16
Tables are very useful for displaying numerical and statistical data within a document and can
also be useful for keeping text aligned. They are one way of enhancing the presentation of data
within documents. A table is made up of three components: rows, columns and cells.
 A row runs horizontally
 A column runs vertically
 A cell is an individual box in the table, in which you place data. It is at the intersection of
a row and a column.

Activity #5

1. Type the following:

Find and Replace

The Find function allows you to search a document for a particular word or string of characters
that you may want to change or edit. The Replace function allows you to search a document for
a word or string of characters and replace it with another word or string of characters.

2. Replace every occurrence of the word SEARCH with the word FIND.
3. Insert the following table:

ITEM QUANTITY UNIT PRICE

Dominos biscuit 3 $2.00

Diana Nutcracker 2 $0.75

4. Insert another row.

5. Enter an item of your choice, quantity and unit price.
6. Add another column to the right of the UNIT PRICE column.
7. Enter the heading TOTAL PRICE.
8. Enter the total price of every item in the list.

17
Notes
Footnotes and Endnotes

These are sections in a document used to explain or expand on text (word or sentence) in a
document. The references are marked using numbers, characters or a combination of
characters.

A footnote is placed at the end of the page containing the reference mark. It is usually
positioned in the footer section of the page, below the text. Footnotes are usually used to
expand the text and give detailed comments or explanations.

An endnote is placed at the end of the document or the end of a section. Endnotes are used to
refer to books or documents that were used to get information for the document you are
writing.

Columns
These are used to produce newspaper-style documents, indexes or text that needs to be in
continuous columns. When the first column is filled, the text continues to the next column.
The position in a column where the text ends and the next column starts is called a column
break. If a document has two columns and you reach a particular point in the first column
where you would like to finish and start the next column, you can insert a column break.

18