Chapter 5: Working with Documents

Microsoft Word is a user friendly application. The user can easily utilize the application
in making business letter, invitation card, mail merging and lot more. In this application the user
can edit, delete, insert, and copy text in a document and produce quality information. In this
chapter we will illustrate the step by step process of making documents in Microsoft Word.
There are important keys that you should remember while working on your document.
These keys can help you go through the text of a document.
Action Keys
Beginning of the Line Home
End of the Line End
Top of the document Ctrl + Home
End of the document Ctrl + End
Up one page of the document Page up
Down one page of the document Page down

Lesson 1: Typing Text in Microsoft Word

Below is a sample exercise, which will apply different text format. In this exercise we will
use Space key to create space in between texts, Shift key to capitalize the first letter of the
word, Caps Lock key to capitalize all word(s), and Enter Key is use to move cursor down to the
next line or to start a new paragraph.

the quick brown fox jumps over the lazy dog.

THE QUICK BROWN FOX JUMPS OVER THE LAZY DOG.

The Quick Brown Fox Jumps Over The Lazy Dog.

1. Open Microsoft Word

2. Type the sentence “the quick brown fox jumps over the lazy dog”. Use space key to
create space between texts.
NOTE:
3. Continue typing the sentence, once the cursor reaches the margin it will automatic move
down to the next line. To turn off the
CAPS LOCK key, check
4. To move to the next line press the enter key. the light on top of the
numeric keypad if you
see a green light caps
lock key is still active.53
Press again the CAPS
LOCK KEY it will turn
off the light.
 5. Type again the second sentence.
6. Press “Caps Lock” key to capitalize all text.
7. Hold down the “Shift key” while typing the
beginning letter of the word.

Lesson 2: Backspace and Delete Key

In this exercise we will discuss the use of backspace and delete key. Backspace Key is
use to erase character(s) left of the cursor. Delete Key is use to erase character(s) right of the
cursor.

Example 2:
1. Type the following sentence:
Joe has a very large house.
2. Now delete the word "house." Using either the arrow keys or the mouse, place the cursor
between the period and the letter "e" in word "house."
3. Press the “Backspace key” until the word "house" is deleted.
4. Type boat. The sentence should now read:
"Joe has a very large boat."

Exercise 3:

Delete the word "very" from the sentence.

1. Highlight the word "very."

2. Place the cursor before the "v" in the word "very" and long press shift key. Then press
the right arrow key until the word "very" is highlighted.
3. Press the Delete key. The sentence should now read:
"Joe has a large boat."

NOTE:
You can use function key F8 to highlight. Press F8 from the keyboard and use the
appropriate arrow key (left arrow key to move to the left or right arrow to move to the
right) until the text is highlighted. You can use the up or down arrow key to highlight 54
one line at a time. Press Arrow key to remove the anchor
Lesson 3: Use of Cut, Copy and Paste

In Microsoft Word, you can cut (delete), copy and paste text. Copy command is used to
create duplicate copy of the text; Cut command is used to change the location of the text and
placing it in another location inside the document. Paste command is used to execute the Copy
and the Cut command. Information stored in the Clipboard stays there until new information is
either cut or copied. Each time you execute Cut or Copy, you replace the old information on the
Clipboard with whatever you just cut or copied. You can Paste Clipboard information as often as
you like.

Exercise 1
Copy – Using the Menu

1. Type the following:

I want to move. I am content where I am.

2. Highlight the Sentence

3. Choose Edit  Copy from the menu

4. Your text should read now

I want to move. I am content where I am.

I want to move. I am content where I am.

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Cut - Using the Menu

1. Type the following:

I want to move. I am content where I am.
2. Highlight "I want to move."
3. Choose Edit  Cut from the menu.
4. Your text should now read:
"I am content where I am."

Paste - Using the Menu

1. Place the cursor after the period in the sentence "I am content where I am."
2. Press the spacebar to leave a space.
3. Choose Edit  Paste from the menu.
4. Your text should now read
"I am content where I am. I want to move."

Alternate Method -- Cut by Using the Icon

1. Type the following:

I want to move. I am content where I am.
2. Highlight "I want to move."

3. Click the Cut icon .

4. Your text should now read:
" I am content where I am."

Alternate Method -- Paste by Using the Icon

1. Place the cursor after the period in the sentence

"I am content where I am."
2. Press the spacebar to leave a space.

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 3. Click the Paste icon .
4. Your text should now read:
"I am content where I am. I want to move."

Alternate Method -- Copy by Using Keys

1. Type the following:

I want to move. I am content where I am.

2. Highlight sentence

3. Press Ctrl-C.

4. Your text should now read.

“ I want to move. I am content where I am.”

“I want to move. I am content where I am.”

Alternate Method -- Cut by Using Keys

1. Type the following:

I want to move. I am content where I am.

2. Highlight "I want to move."

3. Press Ctrl-X.

4. Your text should now read.

" I am content where I am."

Alternate Method -- Paste by Using Keys

57
1. Place the cursor after the period in the sentence: "I am content where I am."
2. Press the spacebar to leave a space.
3. Press Ctrl-V.
4. Your text should now read.
"I am content where I am. I want to move."

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Lesson 4: Spelling and Grammar

Word checks your spelling and grammar as you type the text. Spelling errors display with a
red wavy line under the word. Grammar errors display with a green wavy line under the error. If
the word you spelled is correct you can choose ignore. There are actually some words that you
may type wrong that are automatically corrected as you type them. This is part of the autocorrect
feature in Word. To correct spelling and grammar of your document follow these steps:

1. Go to Tools on the menu bar and choose

Spelling & Grammar, OR

2. Click on the Spelling and Grammar

button from the Formatting toolbar.
OR

3. Click on the F7 Key. OR

4. You can right click on the words and

choose one of the words that pops up

Example NOTE:
If a word always
1. Type the following exactly as shown. Include all comes up wrong and it is
a word that is correct and
errors. you use it often you can
Open thr door for Mayrala. She is a teacher add this word(s) from the
dictionary. Select the
from the town of Ridgemont. word and press F7 and
2. Highlight the word that you want to spell check. click the command “Add
Dictionary”.
3. Press F7, dialog box will appear and then,
4. Select the correct spelling from the list and then click the command “change”. OR
5. Position the cursor to the misspelled word.
6. Then press Shift + F10, suggested correct spelling will display, use the “arrow keys” to
select the correct spelling.

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 Lesson 5: Formatting Text

In Microsoft Word you can easily format text because of its user friendly features of
changing font, size, and color.

A. Bold, Italic and Underline

In this exercise we will learn how to use bold, italic and underline. Part of the exercise is
to use the combination of bold, italic and underline in a text. We will also learn the different
method of bolding, italicizing and underlining text.

The Quick Brown Fox Jumps over the Lazy Dog

1. Type the sentence that is shown above.
2. Highlight the sentence by using the shift key and the arrow key

3. Use mouse to click “bold” icon from the formatting toolbar.

4. or press CTRL + B, keyboard shortcut for bold

B. Italic
The Quick Brown Fox Jumps over the Lazy Dog
1. Type the sentence that is shown above.
2. Highlight the sentence by using the shift key and the arrow key

3. Use mouse to click “Italic” icon from the formatting toolbar.

4. or press Ctrl + I, keyboard shortcut for Italic

C. Underline
The Quick Brown Fox Jumps over the Lazy Dog
1. Type the sentence that is shown above.
2. Highlight the sentence by using the shift key and the arrow key

3. Use mouse to click “underline” icon from the formatting toolbar.

4. or press CTRL + U, keyboard shortcut for underline

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D. Combination of Bold, Italic and Underline
The Quick Brown Fox Jumps over the Lazy Dog

1. Type the sentence that is shown above.

2. Highlight the sentence by using the shift key plus the arrow key
3. Use mouse to click bold, italic, underline icons, found in the formatting
toolbar.

NOTE:
To remove bold, italic and underline, first highlight the text and use mouse to click
bold, italic, underline icon from the formatting toolbar. Or use the keyboard shortcut
CTRL +B, CTRL +I, CTRL +U.

E. Use Highlight Color

The Quick Brown Fox Jumps over the Lazy Dog
1. Type the text Shown above
2. Highlight Fox Jumps

3. Click the icon to put background color on the text.

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Lesson 6: Changing text font, size and color

In this lesson you will learn how to change the

font, size and color of the text. Here are examples of
different text that uses different size, color and font.
To begin working with our examples, always
remember to highlight the text before you change the
font, style and size. Here are the steps:

Leyte Normal University

Leyte Normal University

Leyte Normal University
Leyte Normal University

A. Change Font, size, color using Menu Bar

1. Highlight the text
2. Click Format  Font
3. Dialog box will open
4. In this dialog box you can change automatically the font, size, color and add some text
effects.
5. There are dropdown list and check box list in this dialog box. Just click on the arrow
from the dropdown list and select the color and underline style.
6. Click on the check box list to apply text effects.
7. Click “ok” to apply the format.

62
B. Change font, color and size with the use of Buttons from the formatting toolbar
1. Highlight text
2. Click on the arrow, the list of different font
design; will appear from the dropdown list
3. Click the font design you want to use in your
document.
4. Click the arrow to change the font size. The
list of size; will appear you can select size
range from 8 – 72
5. Click on the arrow to select for color.
6. Click on the desired color you want to apply in your text.
7. Click on “more colors” for a more advance color
combination.

C. Change Font, Size, and color with the use of Commands

1. Use CTRL + Shift + F to change the font. Use the arrow key down or up select font
design then press enter key.
2. Use CTRL + Shift + P to change the size. Use the arrow key down or up select font size
then press enter key. or use CTRL + Shift + > it will increase the size, CTRL + Shift + <
to decrease the font size.
3. Ctrl + D to open the font dialog box. then press Alt + C to change the font color.

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Lesson 7: Performing Indentation

Indentation allows you to indent your paragraph from the left or right margin. The
following examples show different types of indentation.

Example -- Indentation

Microsoft Word is a powerful word-processing program

that gives beginners and advance computer users the ability to
create, edit, and save various types of documents. This module you
will enable the user to learning some basic and advance features of
Microsoft Word. These features includes changing the size text, the
use of cut, copy and paste, adjust paper size, and change the text
style and much more. Now, Lets start our first lesson in Microsoft
Word (MS Word).
1. Highlight the paragraph, document "
2. Choose Format Paragraph from the menu.
3. Type 1" in the Left field.
4. Type 1" in the Right field.
5. Click OK. Your paragraph is now indented one inch both the left and right margins, as
what appears in our example.

Lesson 8: Setting Text Alignment

A. Center Alignment
Text is centered between the left and right margins

Example -- Center Alignment

Introduction
Microsoft Word is a powerful word-processing program that gives beginners and advance
computer users the ability to create, edit, and save various types of document. This module will
enable the user learn basic and advance features of Microsoft Word. These features includes
changing the size text, the use of cut, copy and paste, adjust paper sizes, and change the text
styles and much more. Now, lets start our first lesson in Microsoft Word (MS Word).

1. Type the paragraph

64
 2. Highlight the paragraph
3. Click the button to “center” align the paragraph
OR
4. Use Ctrl + E for command key

B. Right Alignment
Right-justified text is aligned on the right side

Example -- Right Alignment

Introduction
Microsoft Word is a powerful word-processing program that gives beginners and advance
computer users the ability to create, edit, and save various types of document. This module will
enable the user to learn basic and advance features of Microsoft Word. These features includes
changing the size text, the use of cut, copy and paste, adjust paper sizes, and change the text
styles and much more. Now, lets start our first lesson in Microsoft Word (MS Word).

1. Type the paragraph

2. Highlight the paragraph
3. Click the button to right align the paragraph
OR
4. Use Ctrl + R for command key

C. Justified Alignment
Both left and right margin are align

Example -- Justify Alignment

Introduction
Microsoft Word is a powerful word-processing program that gives beginners and advance
computer users the ability to create, edit, and save various types of document. This module will
enable the user to learn basic and advance features of Microsoft Word. These features includes
changing the size text, the use of cut, copy and paste, adjust paper sizes, and change the text
styles and much more. Now, lets start our first lesson in Microsoft Word (MS Word).

1. Type the paragraph

65
 2. Highlight the paragraph
3. Click the button to center align the paragraph
OR
4. Use Ctrl + J for command key

D. Left Alignment
Left-justified text is aligned on the left side

Example – Left Alignment

Introduction
Microsoft Word is a powerful word-processing program that gives beginners and advance
computer users the ability to create, edit, and save various types of document. This module will
enable the user to learn basic and advance features of Microsoft Word. These features includes
changing the size text, the use of cut, copy and paste, adjust paper sizes, and change the text
styles and much more. Now, lets sstart our first lesson in Microsoft Word (MS Word).

1. Type the paragraph

2. Highlight the paragraph
3. Click the button to center align the paragraph
OR
4. Use Ctrl + L for command key

Lesson 9: Using the Line Spacing

Line Spacing sets the amount of space between lines within a paragraph. The spacing for
each line is set to accommodate the largest font on that line. Line Spacing is set to one-and-a-half
times the single-space amount. For double-spaced lines, the line spacing is set to two times the
single-space amount.

A. Single Spacing

Single line spacing is the default line spacing if you are working a document in Microsoft
Word.
Example – Single Line Spacing

66
 Introduction
Microsoft Word is a powerful word-processing program
that gives beginners and advance computer users the ability to
create, edit, and save various types of document. This module will
enable the user to learn basic and advance features of Microsoft
Word. These features includes changing the size text, the use of
cut, copy and paste, adjust paper sizes, and change the text styles
and much more. Now, lets start our first lesson in Microsoft Word
(MS Word).

To set the alignment for single space

1. Highlight the text

2. Click the arrow of this button and then

3. Select the desired line spacing from the list or
4. Click Format  Paragraph  Line Spacing or
5. Use command key Ctrl + 1 for single line spacing

B. One-Half Line Spacing

Example – One-Half Line Spacing

Introduction
Microsoft Word is a powerful word-processing program
that gives beginners and advance computer users the ability to
create, edit, and save various types of document. This module will
enable the user to learn basic and advance features of Microsoft
Word. These features includes changing the size text, the use of
cut, copy and paste, adjust paper sizes, and change the text styles
and much more. Now, lets start our first lesson in Microsoft Word
(MS Word).

To set the alignment for single space

67
 1. Highlight the text

2. Click the arrow of this button and then

3. Select the desired line spacing from the list or
4. Click Format  Paragraph  Line Spacing or
5. Use command key Ctrl + 5 for one-half line spacing
C. Double Spacing

Example – Double Spacing

Introduction

Microsoft Word is a powerful word-processing program

that gives beginners and advance computer users the ability to

create, edit, and save various types of document. In this module

will enable you to learn basic and advance features of Microsoft

Word. These features includes changing the size text, the use of

cut, copy and paste, adjust paper sizes, and change the text styles

and much more. So let’s start now our first lesson in Microsoft

Word (MS Word).

To set the alignment for single space NOTE:

To change the line spacing
1. Highlight the text from single to double to
one-haft just keep on
2. Click the arrow of this button and then pressing CTRL 1, CTRL 5,
3. Select the desired line spacing from the list or and CTRL 2 to change the
line spacing.
4. Click Format  Paragraph  Line Spacing or
5. Use command key Ctrl + 2 for double line spacing

68
Lesson 10: Learning the Tab Key, Undo and Redo

The default tab setting for Microsoft Word is .5 inches. When you press the Tab key, the
cursor moves 1/2 inch across the page and an arrow appears on the screen.

Example:

Microsoft Word is a powerful word-processing program that gives beginners and advance
computer users the ability to create, edit, and save various types of document. This module will
enable the user to learn basic and advance features of Microsoft Word. These features includes
changing the size text, the use of cut, copy and paste, adjust paper sizes, and change the text
styles and much more. Now, lets start our first lesson in Microsoft Word (MS Word).

A. Tab Key
1. Choose Format  Tabs from the menu. The Tabs dialog box opens.
2. Enter number “1" in the “Default Tab Stops” field.
3. Click OK.
4. Place the cursor before the text “Microsoft”
5. Press the “Tab key” from the keyboard and observe that the cursor moves to the next
stopping point.

You can also set up the “custom tab stops”. To set your tab stops to 1.5", 3.5", and 6":

1. Choose Format  Tabs from the menu. The Tabs dialog box opens.
2. Enter 1.5" in the “Tab Stop Position” field.
3. Click Set.
4. Enter 3.5 in the Tab Stop Position field.
5. Click “Set”.
6. Enter 6 in the Tab Stop Position field.
7. Click “OK”.
8. Press the “Tab key” a few times. Note how the cursor moves across the page.

B. Undo & Redo

You can quickly reverse most commands you execute by using Undo. If you then change
your mind, you can use Redo.

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Example:

1. Type Undo example.

2. Choose Edit  Undo from the menu. The typing disappears.
3. Choose Edit  Redo from the [Link] typing reappears.
4. Highlight "Undo example."
5. Press “Ctrl-B” to bold.
6. Choose Edit  Undo from the menu. The bolding is removed.
7. Choose Edit  Redo from the menu. Your text is bolded.

Undo & Redo by Using Keys

1. Type: Undo example.

2. Press Ctrl-z. The typing disappears.
3. Press Ctrl-y. The typing reappears.
4. Highlight ";Undo example."
5. Press Ctrl-u to underline.
6. Press Ctrl-z. The underline is removed.
7. Press Ctrl-y. The underline reappears.

Lesson 11: Adding Drop Cap

Drop cap is use to increase the size of the beginning letter of a paragraph and drops
several lines of text. Below is an example of a paragraph were drop cap is applied.

70
 icrosoft Word is a powerful word-
processing program that gives beginners
and advance computer user the ability to
create, edit, and save large amount of data.

A. How to start use Drop Cap

1. Type the paragraph inside the box.
2. Highlight paragraph.
3. Click Format  Drop Cap. Drop cap dialog box
will appear
4. Click the position “Dropped”. You can change the
attributes of your Line drops and the distance from
the text just click on the arrow up and down or
enter the desired number.
5. click ok

Lesson 12: Finding and Replacing Text

If you need to replace text or a particular word MS Word offers a feature that can
easily find and replace the text. If you like to search the entire document, just execute the
command “find”. Here are the steps on how to replace text.

A. Find Text
1. Type the Sentence

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 The dark nightmare of yesterday should not be permitted to
destroy the bright vision of tomorrow
2. Find the word nightmare
3. Click Edit  Find from the menu bar; to open “Find dialog box”
OR
4. Use Ctrl + F command keys to open Find dialog box

5. Inside the “Find what:” box, type the word nightmare

6. Click Find Next or
7. use Alt + F to execute the “Find Next” Button

B. Replace Text
1. Type the Sentence
The dark nightmare of yesterday should not be permitted to
destroy the bright vision of tomorrow
2. Find the word destroy
3. Click Edit  Find to open Find dialog box or
4. Use Ctrl + H command keys to open Replace dialog box
5. Click the Replace Tab

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 6. Inside the find what: box type the word destroy
7. Inside the Replace with: box, type the word “Demolish” to replace the word.
8. Click the button replace if you to replace word one – by – one
9. Click the button replace all if you want to replace all word search

Lesson 13: Finding Synonyms with Thesaurus

Microsoft Word has a feature that provides synonyms of the word used in a paragraph.
This feature provides you a list of words that has the same meaning to the one that you use in
your paragraphs. Here are the steps on how to open the thesaurus.

1. Type this sentence

Patience is a virtue
2. Highlight the word patience
3. Click Tools  Language  Thesaurus
4. Usually this dialog box will appears at the right side of
your screen
5. Replace the word “patience” to “tolerance”
6. Click the “arrow” next to the word
7. Then click “insert”

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END NOTES

74
Quiz One Score:
Chapter 5

Name: _____________________________________Year/Section:_______________________

Instructor:___________________________________ Date:____________________________

I. Identification: Write your answers on the blank

______________1.Key that is use to erase character left of the cursor.
______________2. Pressing the function key F8 and arrow key is a command use to _________.
______________3. Keyboard shortcut to change font.
______________4. Ctrl + D is keyboard shortcut use to open what dialog box.
______________5. What feature in Word that can give us synonyms of a word.
______________6. Ctrl + V
______________7. Ctrl + J
______________8. Ctrl + F
______________9. Ctrl + X
_____________10. Ctrl + Z

II. Identify the name of the button and give its keyboard shortcut.

1 3 5 7 9

2 4 6 8 10

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 Chapter 5
Activity 1: Change the Font, Size and Color

The Quick Brown Fox Jumps Over the Lazy Dog

The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog

The Quick Brown Fox Jumps Over the Lazy Dog

The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the
Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog
The Quick Brown Fox Jumps Over the Lazy Dog

Instructions:
1. Type the sentence “The Quick Brown Fox Jumps Over the Lazy Dog”.
2. Use Copy and Paste to create fifteen(15) copies of the text.
3. In each sentence apply different font, size and color.
4. Save it in your folder using a Filename “MS-Activity 1”

Note: It is not necessary that you apply the same Font and Size used in the exercise. You
can define your own Font and Size.

76
 Chapter 5
Activity 2: Line Spacing

Viva La Difference!

Why not look at men and women like two different cultures with two different languages,
different customs and different histories?

Since time immemorial, men are hunters, capable of single-mindedness. Once they are on
the scent, they are unable to focus on anything else until their prey is dead. In other words, if
they are busy in the office hunting down stocks and shares, they probably will not remember
their girlfriend or wife’s birthday.

Women are gatherers, broad-focused and flexible, capable of simultaneously watching,

smelling, touching and assimilating information. A wife will think nothing of talking to the
husband when he is reading the paper. She does not understand that in order to respond, he
will have to put his finger down to keep his place on the page.

The conclusions are obvious, and it is time to accept them happily. Women are good at
shopping. Men are good at shopping. Men are good at watching TV. Women have the power
to locate lost items around the house. Men excel in setting up stereo equipment.

Instructions: Type the entire document following the format below

1. Use Center Alignment for Title, Font Size = 14, Font = Arial
2. Press Tab to indent paragraph
3. Use Justified Alignment for paragraph
4. Font Size = “12” and Font = “ Book Antiqua”

77
 Chapter 5
Activity 3: Letter Making

Leyte Normal University

Human Resource Managment Office
Tacloban City

Date:(date today)
To:(your full name)

Dear:(Mr/Mrs. your last name)

We are pleased to confirm you’re being employed by our firm in the capacity of College
Instructor in the Information Technology Unit. You will report directly to the Human
Resource Management Office, commencing with your start of employment on September 19,
2007.

Your salary will be P11,167.00 per month. You will be also covered by the standard group
benefit plans and fringe benefit explained to you.

For the first year vacation time shall be pro-rated, so you will be entitled to 30 days vacation
for this year.

If you agree, this letter sets for our understanding, please sign the enclosed copy and return
for our files.

We look forward to your joining the company.

The HRMO
Leyte Normal University

Instructions: Type the entire letter following the format:

1. Use Font Size “12” and Font “Times New Romans”

2. Use Center Align for the Letter Head
3. Use Left Align and apply bold for the Inside Address
4. Use Left align for salutation
5. Justified Alignment for the body of the letter
6. Apply Underline and Italic for the amount of P11,167.00
7. Right Alignment for the Closing

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 Chapter 5
Activity 4: Apply Drop Cap to a Text

What is a Computer?

A computer is a machine, when someone says the word

computer, you may think of a machine that looks like this.

T his is a desktop computer. There are many different types of

computers. You can find some in you home. Look at the
pictures below.

A COMPUTER works with data, or information. Data can be

numbers or words or pictures.

C omputers all have memory. Computers with a lot of

memory can store more numbers, words or pictures than
computer will less memory.

Instructions:
1. Type the entire document using Font Size = 12, Font = Tahoma, Font Color = Blue,
2. Use Justified Alignment
3. The first letter in a paragraph must be DROPPED according to the number of lines the
letter must drop.
4. Set the Page Margins to 1 inch on all sides.
5. Set the Paper to 8.5 inch width and 5.5 in height.
6. Save you work in Local Disk D having the filename “activity 3 – family name”

79