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3. WORD Processing

Word Processing (Università Commerciale Luigi Bocconi)

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INTRODUCTIONS

This module sets out essential concepts and skills relating to the ability to use a word
processing application to create everyday letters and documents.

Successful candidates will be able to:

1. Work with documents and save them in different file formats.

2. Choose built-in options such as the Help function to enhance productivity.
3. Create and edit small-sized word processing documents that will be ready to share and
distribute.
4. Apply different formats to documents to enhance them before distribution and recognize
good practice in choosing the appropriate formatting options.
5. Insert tables, images and drawn objects into documents.
6. Prepare documents for mail merge operations.
7. Adjust document page settings and check and correct spelling before finally printing
documents.

A. Using the Application

1. Working with Documents
a. Open Word ⇒ Windows tab → all programs → Microsoft Office → Word
b. Close Word ⇒ X on the upper right corner
c. Open document ⇒ open file explorer → file of the document → double
click the document
d. Create new doc ⇒ file → new OR ctrl + n
e. Save document ⇒ for the first time ⇒ save as → rename file → choose
format → choose file location (folder) → save. After additional changes ⇒
save.
f. Move between documents ⇒ hover over the word logo → click document
you want to open OR “switch window tab”
2. Enhancing Productivity
a. File → Options → Word Options → General ⇒ General options for
working w/ Word
b. File → Options → Word Options → Save ⇒ Auto Recover File
c. Help ⇒ “what you want me to do” box or “?”
d. Zoom in and out ⇒ sliding the percentage slider on the status bar OR Clik
View Tab → Zoom
e. Ribbons ⇒ various tabs

f. Minimize Ribbon ⇒ right click → collapse the Ribbon OR click the ^

button on the right corner
g. Quick Access Toolbar

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h. Commands ⇒ arrow → more commands → select the command → OK

B. Document Creation
1. Enter Text
a. Change the View ⇒ choose from the buttons in the status bar

b. Change the View ⇒ View tab →

c. Insert text ⇒ start typing
d. Insert symbols ⇒ Insert tab → symbols → more symbols → choose
symbols → insert
e. Insert special characters ⇒ Insert tab → symbols → more symbols →
choose special characters → insert
2. Select, Edit

a. Show printing marks ⇒ click the flipped “p” icon.

b. Select text ⇒ click and drag
1) Word ⇒ double click on the word
2) Line ⇒ put cursor on the left side and double click
3) Paragraph ⇒ triple click on the word
4) All text ⇒ triple click on the left side
c. Replace text ⇒ delete/select text and start typing a new one
d. Find text ⇒ click find
e. Replace text ⇒ click replace → fill “find what” → fill “replace with” box →
replace all → ok
f. Modify text ⇒ click replace → fill “find what” → fill “replace with” box →
More → change the style/format
g. Modify text to special ⇒ click replace → fill “find what” → fill “replace with”
box → More → special → choose the special → replace all
h. Copy text ⇒ ctrl c
i. Paste text ⇒ ctrl v
j. Cut text ⇒ ctrl x
k. Delete ⇒ delete characters on the right
l. Backspace ⇒ delete characters on the left
m. Undo ⇒ the curved arrow to the left on the quick access toolbar → click
the down arrow beside it if needed

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n. Redo ⇒ the curved arrow to the right on the quick access toolbar
o. Repeat ⇒ when there is no redo
C. Formatting
1. Text
a. Display formatting ⇒ select text → select the font group on the ribbon OR

click on the right side of “Font”

b. Change the font type ⇒ select the text → use the font box → choose the
font
c. Change the font type ⇒ select the text → use the font size box → choose

the font size OR increase and decrease font size

d. Bold text ⇒ ctrl b
e. Underline text ⇒ ctrl u OR choose the style in the dropdown of U in
toolbar
f. Italic text ⇒ ctrl i
g. Subscript ⇒ chemical formula → ctrl + shift + “-”
h. Superscript ⇒ exponent → ctrl + shift + “+”
i. Change the font color ⇒ select the text → use the font color box →
choose the color

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j. Apply case change ⇒ select text → use the case change button →

change
k. Automatic hyphenation ⇒ layout tab → hyphenation → automatic option
2. Paragraphs
a. Create a new paragraph ⇒ push return
b. Merge paragraph ⇒ delete the paragraph mark

c. Show the paragraph marks ⇒

d. Split the text w/o starting a new paragraph ⇒ shift + return
e. Delete line break ⇒ delete the corresponding mark
f. By clicking the mark, you can see if the format is done by spaces or by
indent
g. Alignment ⇒ select text → left, right, center, justified
h. Indent ⇒ select the first line or a paragraph → left (decrease) and right
(increase) ⇒ can also be inserted manually by the more button. First line
⇒ hanya line pertama yg lebih masuk ⇒ or can drag the marker at the
ruler. Left small square ⇒ left indent. Left upper ⇒ first line indent. Left
lower triangle ⇒ every other line except the first. Right lower triangle ⇒
right indent
i. Setups in Word Document ⇒ Footer with 3 tabs in the same line ⇒

1) Ruler left center right

decimal → select and place in the ruler
2) Paragraph dialog box ⇒ click tabs → choose alignment (left,
center, right, decimal, bar) → click set → ok

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3) Insert other tabs in the same paragraph ⇒ click tabs → choose

alignment (left, center, right, decimal, bar) → click set → ok ⇒
push the tab key.
j. Move the tab stop ⇒ move it on the ruler
k. Spacing ⇒ vertical space between two lines of paragraphs ⇒ choose on
the paragraph box. At least ⇒ biggest font of the line. Exactly ⇒ smallest.
Multiple ⇒ inserting a value on the “at” box

l. List ⇒ ⇒ click and create a list

m. Border and shading ⇒ ⇒ select text ⇒ click

border or/and shading

n. Clicking the arrow beside the border button ⇒ ⇒ choose

the style, color of the border OR apply the border on the page.
3. Styles
a. Automatically applied if clicked (font, size, color, etc)
b. Display all styles ⇒ click the dialog box arrow

c. Copy format ⇒ select text ⇒ click the brush (format painter) button
⇒ select the text you want it to be applied on (double click to keep on
pasting the format)
D. Objects
1. Table Creation
a. Insert table ⇒ insert tab → table → move the cursor on the grid until you
like the amount of rows and column you want (each little square → cell)
→ click
b. Create table (more control) ⇒ insert tab → table → insert table → insert
number of columns and rows → click ok
c. Create table (quick table) ⇒ insert tab → table → quick table → choose
which table to use
d. Apply formatting ⇒ select cells → select bold, italic, underlined,
background color

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e. Select
1) 1 cell ⇒ hover the lower left cell → click
2) More than one ⇒ select one → hold → move → release
3) The 1st row ⇒ hover to the very left → click
4) Multiple rows ⇒ hover to the very left → click & hold → drag →
release

5) The 1st column ⇒ hover to the upper side → click

6) Multiple rows ⇒ hover to the upper side→ click & hold → drag →
release

7) All ⇒ ⇒ the “+”

8) From layout tab ⇒ select ⇒ cell, row, column, table
f. Insert row ⇒ layout tab → insert above/below OR right click → insert
above/below
g. Insert column ⇒ layout tab → insert right/left OR right click → insert
right/left
h. Delete row or column ⇒ select cell → layout tab → delete OR right click
→ delete → choose
2. Table Formatting
a. Adjust the column width ⇒ drag the line on the table OR double click to
adjust to content
b. Adjust the column height ⇒ drag the line on the table OR double click to
adjust to content

c. Increase or decrease font ⇒

d. Set dimension ⇒ right click ⇒ table properties ⇒ tab column/row ⇒
change width or height
e. Set dimension ⇒ layout tab ⇒ increase or decrease the width and height
properties
f. Modify the border ⇒ click cell → the border button → borders and
shading → borders tab → choose the settings (style, color, width) → OK
g. Change background color of the cell ⇒ select → click the shading box →
change OR click cell → the border button → borders and shading →
shadings tab → choose the color → OK
3. Graphical Objects
a. Insert ⇒ pictures, online pictures, or charts.
b. Insert picture ⇒ click the desired location → insert tab → picture → click
the file → insert
c. Insert picture ⇒ click the desired location → insert tab → online pictures
→ search the term → select one of the result

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d. Insert chart ⇒ click the desired location → insert tab → insert chart →
chart type → select the desired chart → OK → modify spreadsheet as
needed → close the spreadsheet
e. Sizing ⇒ select object → click the right bottom bullet and hold → adjust
as needed
f. Copy and move object ⇒ select object → ctrl + c/x → ctrl + v
g. Formatting Picture ⇒ adjust (compress), picture styles (border), arrange
(wrap), and size (crop) → click the dialog box → change the size, rotation,
and ratio
E. Mail Merge: Preparation - Outputs
1. Create a batch of personalized documents ⇒ prepare 2 files (main document
and mailing list from spreadsheet, database, or email contacts)
2. Steps
a. Mailings Tab → start mail merge → step-by-step mail merge wizard →

select document type → starting document

b. Select starting document (current doc, template, existing doc) → select
recipients
c. Select recipients ⇒ existing list, outlook contacts, new list → existing →
browse → select file → sheet of the file → OK → next : write your letter
d. Click the location in the document → click more items → database fields
→ insert fields (last name, name, title, address, city) → insert → repeat to
insert new fields ⇒ NEXT : preview your letters
e. Check other letters →

1) Need changes → PREVIOUS

2) Does not need changes → NEXT
f. Complete mail merge ⇒ merge to new doc → all/current record
1) Print → merge to PRINTER → all/current record → OK → print
2) Edit individual letters
g. Save and close the document

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3. The same steps can be done with the mailings tab

F. Prepare Outputs
1. Setup
a. Formatting ⇒ layout → orientation option → apply to whole document or
part of the document → portrait/landscape
b. Paper size ⇒ layout tab → dialog box → paper → choose options → ok
c. Margin ⇒ layout tab → dialog box → margins → adjust as needed OR
margins commands
d. Page break ⇒ insert tab → place cursor in the desired location → pages
→ page breaks OR → layout tab → breaks → page
e. Delete page break ⇒ show mark → delete mark
f. Add header ⇒ insert tab → header → choose options → type header →
close header and footer OR edit header → date & time → select available
format and language → update → ok. Select the center tab key to insert
text in the center → quick parts → field → filename → add path to
filename → ok
g. Add footer ⇒ insert tab → page number → bottom page → page number
2. Check and Print
a. Spelling check
1) Review tab → spelling & grammar → underlined in red → choose
ignore, ignore all, add (to the dictionary) → CHANGE/CHANGE
ALL
2) Add to dictionary ⇒ select word → right-click → add to dictionary
3) Check repeated word
4) Check grammar ⇒ how to turn off → file tab → options → proofing
→ clear mark grammar.
b. Display the preview
1) File tab → print
2) Close → click the cross
c. Verify the layout
1) File tab → print → print button → check printer, pages to print →
page setup → printer properties
3. Syllabus 6 integration - Part 1
a. Save document online ⇒ file tab → save as → browse → pick format
(can be pdf) → pick file → save → automatically opened

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b. Shortcuts

c. Use the Go To Tool ⇒ home tab → find command → dropdown → Go To

→ find and replace window → Go To tabs → choose go to what →

→ go to
d. The document view modes print and draft ⇒ view tab → choose

.
1) Print

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2) Draft

3) Read mode

4) Web Layout

e. Use a simple command to search or replace a specific character ⇒ home

tab → editing group → find “character” → replace “character” with
“another character”
f. Insert, edit, remove a hyperlink ⇒ EASY → right click

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1) Insert ⇒ select text → insert tab → hyperlink command → new

document → → web/place in document/new doc/email →

insert address
2) Edit ⇒ insert tab → hyperlink command → edit link
3) Remove ⇒ insert tab → hyperlink command → remove link
4. Syllabus 6 integration - Part 2
a. Apply a border to a paragraph ⇒ select paragraph → home tab →
paragraph border → borders and shading → choose style, color, width,
shadow, etc → OK
b. The hanging indent ⇒ select paragraph → home tab → paragraph group
→ paragraph settings command → indents and spacing tab → special →
hanging → fill “by” → OK →

OR
use the ruler marker
c. Delete a table ⇒ select the whole table → delete command OR right click
→ delete table OR select any cell → go to table tools tab → layout tab →
delete OR select whole table → backspace
d. Resize an object maintaining or not maintaining the aspect ratio ⇒
choose picture → drawing tool → format tab → size group → open layout
tab → lock aspect ratio → choose bottom right corner → resize as usual
OR right click → more layout options → size tab → lock aspect ratio
e. Delete text in header or footer ⇒ double click on the header or footer →
select tab → delete → close header and footer command
f. Spell check a document and ignore specific words ⇒ review tab →
spelling & grammar command → ignore all

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