© Centre for Knowledge, Communication and Technology, USM 2003

All rights reserved. No part of this publication module may be

reproduced, stored in or introduced into a retrieval system, or
transmitted in any form or by any means electronic, mechanical,
photocopying, recording or otherwise without prior written permission
from the Centre for Knowledge, Communication and Technology
(PPKT), Universiti Sains Malaysia (USM), Penang except as provided
for training purpose at Computer Training Centres appointed by PPKT,
USM.

_______________________________________________________________________
Pusat Pengetahuan, Komunikasi dan Teknologi, Universiti Sains Malaysia
 Microsoft Word (ISAC)

1
Topic

INTRODUCTION Note

Application Overall Overview

The Quick Access Toolbar The Title Bar

Help

The Ribbon

Ruler
Tabs

Vertical
Font group Scroll Bar
Button Dialog Box Launcher

Horizontal Scroll Bar

1.1 The Quick Access toolbar, and Help

The Quick Access toolbar

- Easy access for frequently used commands in Word 2010 on the

top left hand corner of the application window. By default, it
includes the command Save, Undo and Redo. You can customize
the toolbar to add another command.
- Add/remove displayed command by check or uncheck the
command

1. Click here to customize

2. Select the command you
want to add

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 Help
- You can find help by clicking on the button at the right hand side
of the menu bar.

Type the query word and

click Search.

1.2 Ribbons
- Contain groups of commands
- Home Tab is displayed when first start
Tabs

Dialog Box launcher

- A dialogue box showing all options for

these groups
- Click on the symbol at the right of the bar
showing the group name.

1.3 Status bar

- Provide information for the current

document
- To change display command in
Status Bar, right click on the
Status Bar.

1.4 Word-Wrap and Capitals

Word-Wrap
- Functions where words that are continuously typed in a straight
line will be paragraphed without manually ending the lines.
- Press Enter when you have finished a paragraph.
Microsoft Word (ISAC)

Capitals
- Single Capital Letter - Press and hold down Shift key (on the
keyboard) and type the required letter
- All Capitals - Press once the Caps Lock key (on the keyboard) and
start typing. Any letters you type will be capitals. To stop, press
the Caps Lock key again.

1.5 Blank document

Ordinary blank document

- Template:
You can start a new document with the Blank Document
template.
• Click > New and double click the Blank Document
icon at the left
- The Quick Access Toolbar:
To quick access of creating a new document, you can use The
Quick Access Toolbar.
• Click on the toolbar and a blank document will
appear without displaying any templates option.
- Keyboard shortcut:
You can also use Ctrl + N.

Creating a new document using other templates

- To create a new document using other templates, click >
New and you will see a list of template group.
- Click on the group that you are interested and it will open the
available templates for that group.
- To go back, click on , Back button.

Creating a new document using a Template from the Internet

- Select any template from Office.com and click Download.
- Once downloaded, the template will be automatically opened and
ready to be use.

1.6 Opening a file

Open a recently used file

- Click File > Recent and select on the file you
wish to open.

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 Open any file
- Click File > Open or you can use the keyboard shortcut
(Ctrl + O).
- This command will pop up an Open
dialogue box. You can browse any file by
selecting a folder from the Look in field.
- Once identified, click on the file name and
click Open.

Multiple ways to open documents

- Click File > Open and select the file name. To
open the selected file in other option, click on the
down arrow at the right of the button

1.7 Saving the document

Saving an existing file
- Saving file will overwrite the old file content with the new
content.
- Click Save command on the Quick access toolbar at the top left, or
press Ctrl +S.

Saving a file for the first time

- Saving a new file.
- Click and select or
. A Save As box will pop
up.
- Select directory and type name of
the file in the file name box and
click Save.

Saving as a different file type or a different name

- Open an existing Word document and do the changes.
- Click File > Save As. A Save As box will pop up.
- To change the file name, type a new name in the File name box.
- To change a file type, select a new type in Save As Type box.
Then click Save.

1.8 Closing a file

Closing the current file
- To close the current working file, click File > Close or click on
the symbol at the top right. This will close Word application if
it is the only file open at the time.
Microsoft Word (ISAC)

Closing Word
- To close Word application, click File > Exit. This will close all
files, asking you to save if you have not done so

Exercise 1
1. Open a new document.
2. Type this paragraph without pressing Enter key.
“On the Insert tab, the galleries include items that are designed to coordinate
with the overall look of your DOCUMENT. You can use these galleries to
insert Tables, Headers, Footers, lists, cover pages, and other document building
blocks. When you create pictures, charts, or diagrams, they also coordinate with
your current document look.”

3. Observe how Word-wrap function works and get the word count
for the paragraph from Status Bar.
4. Save the document.

Exercise 2
1. Create a new document using sample templates of “Thank you
letter” from the internet.
2. Download the template and write your own letter according to the
format given in the template.
3. Save the file.

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2
Topic

EDITING DOCUMENT Note

2.1 Moving around the document

By Keyboard

Cursor Movement Keyboard key

Down the document a screen at a time Page Down
Up the document a screen at a time Page Up
Moving around within the document Arrows (←, →, ↑, ↓)
Beginning of a line Home
End of a line End
Top of the document Ctrl + Home
Bottom of the document Ctrl + End
Top of previous page Ctrl + ↑
Top of next page Ctrl + ↓
Top of previous page Ctrl + Page Up
Top of next page Ctrl + Page Down

By Mouse
Click here to view a line
above top of the screen

Click and drag up-down to

move top and bottom of the
document

Click here to view a line

below bottom of the screen

Click to move to
the previous page
Click here Click and Click here Click to move
to move to drag to the to move to to the next page
the left left-right the right
Microsoft Word (ISAC)

2.2 Selecting text

By Keyboard

Text to be selected Keyboard key

Small section of text Shift + (←, →, ↑, ↓: in
the required direction)
Whole document Ctrl + A
One word Press F8 twice (Press
Esc to clear)
One sentence Press F8 three times
(Press Esc to clear)
One paragraph Press F8 four times
(Press Esc to clear)
To the end of a line Shift+End
To the beginning of a line Shift+Home
To the end of a paragraph Ctrl + Shift + ↓
To the beginning of a paragraph Ctrl + Shift + ↑
Word by word selection Ctrl + Shift + →
To the end of document Ctrl + Shift + End
To the start of document Ctrl + Shift + Home
A whole current page To select exactly a
current of your Word
document:
- choose Go To... from
the Editing group menu

in Home tab
- choose Bookmark, then
type \page
A vertical block of text Ctrl + Shift + F8, then
move cursor (Press Esc
to clear)

Using the Mouse

Text to be selected Mouse control

Small section of text Click + hold down left
button and move.
One word Double-click on the
word
One sentence Hold the Ctrl key down
and click on the sentence
One paragraph Triple-click anywhere in
the paragraph
Or
Double click on left
margin

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 Current line Place the mouse pointer
to the left of the line until
it shows a right-pointing
arrow, then click.
Or
Click and drag to select
more than one line.
A large section of text - Click at the start of the
selection and scroll down
the selection
- Then hold down SHIFT
and click at the end the
selection
Whole document Hold down Ctrl + left
click on the left margin
Or
Move the mouse pointer
to the left margin and
click triple times
One table Move the pointer to the
top left of the table and
click on the .
A vertical block of text Hold down Alt + (click
and drag over the text)
Multiple pieces of text selection - Select the first piece of
text and scroll to the next
piece section.
- Hold down Ctrl +
(click and over the
required piece)

2.3 Deleting text

By character
- Place the cursor at the first character you wish to delete. Press
Delete key on the keyboard. It will delete the character one by
one.

By word/words
- Highlight the whole word or multiple words and press Delete key.
Microsoft Word (ISAC)

2.4 Moving and copying text

By command button

Cut
- Select the text you want to move/cut and click on the button.
- Place the cursor at the place where you wish to put the text and
click button.

Copy
- Select the text you want to copy and click on the button.
- Place the cursor at the place where you wish to put the text and
click button.

Copy Text Format

- To apply the current text format on other text, you can use Format
painter function.
- Select the text you wish to copy the format and click on
- Your mouse pointer will change to a brush-like pointer.
- Drag the pointer over the text you wish to change the format. The
text format will be immediately changed.

Using the mouse

Move
- Select the text you want to move
- Place the mouse pointer over the highlighted text and (click + hold

down) the left mouse button and you will see this .
- Drag the cursor until you see the cursor is at the place you wish
to put the text and release the mouse button.

Copy
- Select the text you want to copy

- Place the mouse pointer over the highlighted text and hold

down (Ctrl key + left mouse button) and you will see this .
- Drag the cursor until you see the cursor is at the place you
wish to put the text and release (the mouse button + Ctrl key).

Or

- Move the cursor at the place you wish to put the text.
- Press and hold down (Ctrl + Shift) and click the right mouse
button

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Exercise 3

1. Open a new document and write a title “CUT, COPY and PASTE
Exercise”.
2. Type the following:
Sunday
Friday
Wednesday
Tuesday
Saturday
Monday
Thursday

3. The list is not in correct order. Use CUT and PASTE tool to
arrange back the list in a correct order.
4. Ensure that each day is on a separate line and no extra lines
between them.
5. In the same document, type the following:

Project Management
“In reality, management function in numerous and far-reaching ways.
The main focus of management is the production function, where
productivity and meeting objectives is of the main concern. Projects
revolve around a temporary organization made up of individuals from
different and diverse backgrounds. Management can also be deemed as
an agent of change, where it is through this management approach that
physical entities may be produced; bringing intended change to its
surrounding internal and external environments.”

6. Use COPY tool to copy the text “Project” and using PASTE tool,
paste it before the word “management”.
7. Ensure that the text format is correct and each word must have
only a space between them.
8. Save and close the file.
Microsoft Word (ISAC)

3
Topic

FORMATTING DOCUMENT Note

3.1 Text style and size

Changing Font (Text Style)
- Highlight the text you wish to apply the font.
- Click on the Font list in the Font group under
Home tab.
• As you move the mouse over the font
name, you can see the highlighted text is
changing according to the text style.
- Click on the font name to select.

Changing Font Size

- Highlight the text you wish to change the font size.
- Click on the Font Size list in the Font group
under Home tab.
• As you move the mouse over the size, you
can see the highlighted text is changing
according to the font size.
- Click on the size to select.
Or
- In the Font group under Home tab, click on the
Grow Font to enlarge the size or click on the
Shrink Font to reduce the font size.

3.2 Character Formatting

Using Button
- Highlight the text you wish to apply the formatting.
- To do a quick formatting, click on the required formatting button
in the Font group from the Home ribbon.

1. Changing case

Change only the first letter of each sentence

into a capital letter.
Change all selected letters into lower case.
Change all selected letters into UPPER case.
Change the first letter of each selected word
into capital letter

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 Change to opposite current case. If the letter
is in upper case it will be change to lower
case, if it is in lower case it will be change to
upper case.

2. Clear Formatting
• Clear all formatting of selected text
3. Font Style
• changes selected text to bold
• changes selected text to Italic

4. Underline
• Click to underline selected text and to select the type of
underlining

5. Strikethrough
• To strikethrough the selected text

6. Subscript
• Changes the selected text to sub script

7. Superscript
• Changes selected text to superscript

8. Text Effects
• Changes the text effects (outline, shadow, reflection and
glow) of the selected text.
• This function can only be used in a .docx type document.
- If you are using a .doc type document, what you
can do is to convert it to a .docx type.
- To change the type, click File > Info > Convert,
and click Ok.
- The file name will remain .doc until you save the
document then it will change to .docx.

9. Text Highlight Colour

• To highlight selected text. Click on the button to apply the
shown colour or click to choose another colour.
10. Font Colour
• To change the colour of selected text. Click on the button to
apply the shown colour or click to choose another
colour.
Microsoft Word (ISAC)

Using Dialog Box Launcher

- Highlight the text you wish to apply
the formatting.
- In the Font group from the Home
ribbon, click on the Dialog Box
Launcher.
- You can do formatting for:
1. Font type and font size
2. Font style: this allows you to
select Italic, Bold, or Bold Italic
3. Font Colour: Click on the down
arrow to change the colour
4. Underline style: Click the down
arrow to select style for underline
5. Effects: Tick/click to mark any effect that you want for the
text.
• For Hidden effect, it will make the text only visible for
screen view but not when printing.
- Every selection you made will be previewed at the bottom of the
Dialog Box.

Using Keyboard
- There are a few formatting commands that can be done by
pressing keyboard key. Press once to switch on (before typing the
text or after selecting the text) and press again to switch off the
function after finish.
- To switch on multiple formatting functions, press once for each of
the required functions and start typing OR select text and then
press once for each of the functions. Press again to switch off.

Formatting function Keyboard key

• Bold Ctrl + B
• Italic Ctrl + I
• Underlined Ctrl + U
• Superscript Ctrl+Shift+ +
• Sub script Ctrl + =
• Changes the case (Keep Shift + F3
pressing to cycle through
all the case options)
• Removes all character Ctrl + Spacebar
formatting

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3.3 Formatting a Paragraph
Using Button
- To do a quick paragraph formatting, click anywhere in a paragraph
and click on the required formatting button in the Paragraph
group from the Home ribbon.

Command Function
(Align Text Left) Paragraph will be left aligned
(Center) Paragraph will be centered aligned
(Align Text Right) Paragraph will be right aligned
Paragraph will be fully justified or
(Justify) Distributed
(Line and Click to select line spacing options
Paragraph Spacing)

(Decrease Indent) To decrease the paragraph indentation

(Increase Indent) To increase the paragraph indentation

Using Dialog Box Launcher

- Click anywhere in a paragraph and in
the Paragraph group from the Home
ribbon, click on the Dialog Box
Launcher.
- You can do formatting for:
1. Alignment: Left, Right, Centered,
Justified
2. Indentation:
a. Left: the distance from the left
margin to the start of the
paragraph text

b. Right: the distance from the end of the text to the right
margin

c. Special:
i. First line: the first line is indented and the rest of the
paragraph is not
Microsoft Word (ISAC)

ii. Hanging: the first line is level with the page margin
and the rest of the paragraph is indented

3. Spacing: a function to automatically put a space

before or after a paragraph (12 points = 1 line, 6
points = half line)
a. Line spacing: alter spacing between the text
lines within a paragraph.

- Every selection you made will be previewed at the bottom of the

Dialog Box.

Using Keyboard
- Quick paragraph formatting also can be done using keyboard.
Click anywhere in a paragraph or highlight the text that you wish
to format.

Formatting function Keyboard key

Center Ctrl + E
Justify Ctrl + J
Align text right Ctrl + R
Align text left Ctrl + L
Single line spacing Ctrl + 1
Double line spacing Ctrl + 2
1½ line spacing Ctrl + 5
Increase indent Ctrl + M
Decrease indent Ctrl + Shift + M
Remove paragraph formatting Ctrl + Q

3.4 Tables
Insert Table
- Place the cursor where you want to insert the table. In the Tables

group from the Insert ribbon, click on .

1. You can drag the mouse to the right and down over the grid
shown until you reach the size of the table you
required and click the right mouse button. A table will be
inserted in your document.

OR
2. Click on and a dialog box
will appear. Fill in the number of columns
and rows you required and click OK. A table
will be inserted in your document.

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 OR

3. Click on and the mouse pointer will change

to a pencil-like pointer. Click and drag the pointer to form a
required cell. To add another cell, repeat the step until you
have the table you want. Click on the again
to switch off the function.

- To move between the cells:

• To move to the right cell, press Tab button.
• To move to the left cell, press Shift + Tab button.

Insert Row or Column

1. To quickly insert a new row, at end of the last row, press Tab
button.
OR
1. Right-Click Menu:
a. Place the cursor at the insertion
point in a row or column where
you wish to add row or column.
b. Right-click the mouse. A menu
appears.
c. To insert row:
i. Select Insert > Insert
Rows Above.
ii. A new row appears above
the insertion point
iii. You can also add rows
below the insertion point. Follow the same steps,
but select Insert Rows Below from the menu.

d. To insert column:
i. Select Insert > Insert Columns to the Left.
ii. A new column appears to the left side of the
insertion point
iii. You can also add columns to the right side of the
insertion point. Follow the same steps, but select
Insert Columns to the Right from the menu.
OR
2. Layout Ribbon Tab:
a. If you click within a table,
two new ribbons, Design
and Layout will appear. Click on Layout ribbon tab.
b. Place the cursor at the insertion point.
c. To insert row, in the Rows & Columns group:
Microsoft Word (ISAC)

i. Click to insert row above insertion point or

click to insert row below insertion point.

d. To insert column, in the Rows & Columns group:

i. Click to insert column to left of the insertion

point or click to insert column to the right of the

insertion point.

Merge Cells
- To merge two or more cells, select the cells by highlighting them.
Then, click Merge cells in the Merge group from the Layout
ribbon.
- You can merge either rows or columns

Split Cells
- To split a cell into two or more cells, place the cursor within the
cell you wish to split.
- Then, click Split cells in the Merge group from the
Layout ribbon. A dialog box will appear. Fill in the
number of columns and rows that you required and
click OK.

Delete Table
- Select a table by moving the mouse pointer to the top left of the
table and click on the
- To delete the selected table, press the Backspace key on your
keyboard.
- To delete only the contents of a table, press the Delete key on your
keyboard.

Table Borders and Gridlines

- A new inserted table will automatically be set up with borders.
- You can customize the borders by clicking on the
down arrow of in the Table Styles group
from the Design ribbon.
- If you remove all the borders, you can enable
from the down arrow to
display grey dotted borders of the tables as
guidelines. It will not be printed out. To disable,
click again on the .

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3.5 Text Box, Clip Art and Shapes
Insert Text Box

- Select the Insert ribbon and click on the button.

- Select a Built-In or Draw Text Box from the
menu.
- If you select Built-in, left-click the text box you
wish to use and it will appear in the document.
- If you select Draw Text Box, a crosshair cursor
will appear. Left-click your mouse and holding
it down, drag your mouse until you have the
desired text box size and release the mouse.

Insert Clip Art

- Select the Insert ribbon and click on the button.

- A clip art search box will appear on the right.
1. Enter keywords in the Search for:
2. Select All media file types to search
within your computer and online resources
for the requested image. Click Go.
3. Place the cursor where you want to place
the clip art.
4. From the results from a clip art search,
left-click on an image in the task pane and
it will be inserted in the document.
5. Or from the results from a clip art search, left-click the arrow
next to an image in the task pane and select Insert. The image
will be inserted.

Insert Shapes
- Select the Insert ribbon and click on the
button.
- Click a shape from the menu and the mouse
pointer will change to a cross shape.
- Click and hold down you mouse, drag your
mouse until you have the shape at your desired
size. Then release the mouse button.
Microsoft Word (ISAC)

3.6 Page Margins, Paper Size and Orientation

Using Button
1. Margins :
a. You can quickly change the document
page margins by clicking on the Margins
button from the Page Layout ribbon.
Select from the pre-defined margin list.

2. Orientation :
a. Click on the Orientation button to
quickly change the page
orientation.
b. This will apply to the current section
unless you define otherwise.

3. Size :
a. Click on the Size button to quickly change
the paper size of the document.

Using Launcher
- Click on the in Page Setup group from Page Layout ribbon. A
dialog box will appear.
1. Margins:
a. Alter the margins by modifying
the values for Top, Bottom, Left
and Right.
b. The Gutter is a margin to allow
for any binding you will use on the
finished document. Choose which
side of the page this should be on.

2. Orientation:
a. Click on the page orientation you required:

i. (Vertical) - the vertical size is greater than

the horizontal size

ii. (Horizontal) - the horizontal size is greater

than the vertical size.
3. Pages:
a. Set Multiple pages to Normal for usual printing situation
which is single sided pages.

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 4. Paper Size
a. Click on the Paper tab. Click on the arrow on Paper Size
and select the size that you want.

Exercise 4

1. Open a new document.

2. Insert clip art, table and text as following:

3. Use character formatting (Bold, Italic and Underline) for text.

4. Below the blue arrow, type =rand() and press the "enter" key. You
will have this text:

5. Use alignment, indentation and spacing to format the paragraph.

6. Your document should now look something like this:
Microsoft Word (ISAC)

7. Save and close the file.

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 4
Topic

MAIL MERGE Note

OBJECTIVE
• To show how to create mail merge
• To learn how to create mail merge for other document type.

4.1 Create Data Set

- To create your own data set:
1. Open a new document and type the field headings. Add
space by pressing Tab keyboard key for each field
heading. Type your data below each heading. Each line
must end with an Enter. At the end of the last line, do not
press enter.

2. Save your file.

4.2 Create the Merge Document

- To create your merge document:
1. Open a new document and type your memo content. Make
sure that each line must end with an Enter.

2. You are now ready to add data field codes to your

document for the merge to be carried out.

4.3 The Mailings Tab

- To create mail merge using the Mailings tab:
1. From the Mailings tab and in the Start Mail Merge
group, click the Start Mail Merge

command and a drop-down list

will appear. From the list, click on
Letters.
Microsoft Word (ISAC)

2. Still in the Start Mail Merge group,

click on the Select Recipients

command and from the drop-down
list, and then select Use Existing
List….
3. A Select Data Source dialog box will appear and locate
your data set file. Then click Open. Nothing will happen
but your data set file is now associated with your current
document.
4. To insert a data field, place your cursor at the
end of Memo kepada: and then click the

Insert Merge Field command in the

Write & Insert Fields group. From the drop-
down list, select Jawatan. Repeat this step to
add data field to other part of the merge document.

5. Once finished, click on the Preview Result

command. The data fields are now replace by real data
from your data set file. To browse through all the records,
click the Go to Record command. Just press left and right
arrow. .
6. After view all the memos, click on the Finish & Merge

command and from the drop-

down list, and click Edit Individual
Documents…. A Merge to New
Document dialog box will appear.
Tick the All option and press OK.
7. A new document called Letters1 appears which contains
each memo on its own page. You can save the file if no
additional editing is required.
8. To return to your merge document, click back the

Preview Result command.

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Modify the List of Recipients
- To edit the Recipient List :
1. Still in the previous merge
document.
2. From the Mailings tab
and in the Start Mail
Merge group, click the
Edit Recipient List

command and the

Mail Merge Recipients dialog box will appear.
3. To change or add data, click on the data file in the Data
Source box and then click
Edit. A Data Form will
appear.
4. To edit, just change the
data displayed in the list.
To add new data, click
Add New and the blank Data Form will appear. Fill in
the new data. Then click Close.
5. To individually remove recipients from the mail merge,
remove the tick from the check box. Only recipients with
checked boxes will be included in the mail merge. This
step will not delete the data from your original data set
file.

6. Click OK. On Preview Result, there will be no record for

the unchecked data. Close and Save the file.

The Address Block and Greeting Line

- To insert address block :
1. Open the previous file and make sure that Preview
Results in the Mailings tab is turned OFF.
2. Delete the current data code for Memo kepada: heading.
3. From the Mailings tab and in the Write & Insert Fields

group, click the Address Block command and the

Insert Address Block dialog box will appear.
Microsoft Word (ISAC)

4. Choose format for the recipient’s

name and the name will appear in the
preview area. If the name appears, it
shows that the fields match correctly.
If not, click on Match Fields…
button and the Match Fields dialog
box will appear. Match each field in
your data set file with the list in the
dialog box. Then click OK.
5. Then click OK to insert the address
block in your document.

6. Close and Save the file.

- To insert greeting line :

1. Open the previous file and make sure that Preview
Results in the Mailings tab is turned OFF.
2. Delete the first line of the memo and replace with greeting
line code.
3. From the Mailings tab and in
the Write & Insert Fields
group, click the Greeting

Line command and the

Insert Greeting Line dialog
box will appear.
4. Make changes as you wish
and click OK.
5. On Preview Result, see the result. Close and Save the
file.

4.4 The Mail Merge Wizard

- To create mail merge using the Mail Merge Wizard:
1. Open a new document.
2. From the Mailings tab and in the Start
Mail Merge group, click the Start

Mail Merge command and a

drop-down list will appear. From the
list, click on Step by Step Mail
Merge Wizard.... A task pane will appear on the right of
the screen.

Pusat Teknologi Maklumat, Universiti Sains Malaysia

3. Wizard steps:

1. 2.

3.

4.

cursor

a.

b.

a. Place the cursor where you want to insert the data field
and click More items….
b. An Insert Merge Field dialog box will appear. Select
the field and click Insert. Repeat this process for other
place.
Microsoft Word (ISAC)

5.

6.

Exercise 4
1. Open file data.docx
2. Using the file, create a new data set file.
3. Open a new document and create a new merge file using this
content:

4. Format the file above to a memo format.

5. Using data set file provided and merge document above, create a
mail merge using the wizard.
6. Use Address Block for Department and Company.
7. Replace Dear Sir/madam with Greeting line.
8. Do Finish & Merge. Close and Save file

Pusat Teknologi Maklumat, Universiti Sains Malaysia