NMU

Fundamental
Computer
Skills
(FCS-WD)
Advanced Word Processing
Skills
L van der Post
CH Dixie
M Taljaard
H Irvine
 Table of Content
1. Creating Documents with Multiple Sections ........................................................................................... 1
A. Setting Vertical Alignment .................................................................................................................... 2
B. Creating Sections ................................................................................................................................. 3
C. Creating Headers and Footers............................................................................................................. 5
D. Changing Headers and Footers between Sections ............................................................................ 7
E. Changing Page Orientation .................................................................................................................. 9
F. Formatting Columns ........................................................................................................................... 10
2. Illustrate Documents using Graphic Elements .................................................................................... 12
A. Using WordArt to Create a Headline.................................................................................................. 13
B. Inserting a Image from the Web ........................................................................................................ 16
C. Inserting a Graphic File ...................................................................................................................... 17
D. Formatting a Graphic Image .............................................................................................................. 17
E. Adding Dropped Capitals ................................................................................................................... 19
F. Inserting Symbols and Special Characters ....................................................................................... 20
3. Using Tables to Organize Information .................................................................................................. 23
A. Creating a Table.................................................................................................................................. 24
B. Drawing a More Complex Table ......................................................................................................... 26
C. Converting Text to Table or Table to Text.......................................................................................... 29
D. Typing in a Table ................................................................................................................................. 29
E. Formatting a Table ............................................................................................................................. 30
F. Editing a Table’s Structure................................................................................................................. 31
G. Formatting Text in a Table ................................................................................................................. 35
H. Applying Borders and Shading........................................................................................................... 36
I. Adding Values in a Table .................................................................................................................... 41
J. Sorting Data in Tables ........................................................................................................................ 42
K. Using Tabs to Align Text ..................................................................................................................... 44
4. Using Styles for Effective Formatting ................................................................................................... 47
A. Types of Styles .................................................................................................................................... 48
B. Applying a Style................................................................................................................................... 48
C. Modifying a Style ................................................................................................................................ 51
D. Applying a Theme ............................................................................................................................... 53
E. Changing Theme Fonts and Colors ................................................................................................... 54
F. Creating a Style................................................................................................................................... 56
5. Using Word for Writing ........................................................................................................................ 59
A. Inserting a Table of Contents ............................................................................................................... 60
B. Selecting a Table of Contents............................................................................................................... 61
C. Formatting a Table of Contents ........................................................................................................... 61
D. Updating a Table of Contents .............................................................................................................. 63
E. Inserting Footnotes and Endnotes ....................................................................................................... 63
F. Formatting Footnotes and Endnotes .................................................................................................... 64
G. Deleting Footnotes and Endnotes ........................................................................................................ 64
H. Converting Footnotes and Endnotes .................................................................................................... 64
G. Moving and Copying Footnotes and Endnotes ................................................................................. 65
I. Tracking Changes while you Edit ......................................................................................................... 66

i
 J. Inserting Comments............................................................................................................................. 67
K. Showing and Hiding Changes and Comments ..................................................................................... 68
L. Reviewing Tracked Changes ................................................................................................................ 69
6. Being Professional ................................................................................................................................. 70
A. Using Spelling and Grammar Checking ............................................................................................... 71
B. Configuring AutoCorrect Settings ........................................................................................................ 72
PROJECTS ........................................................................................................................................................ 74
References ....................................................................................................................................................... 85

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FCS Word Processing Creating Documents with Multiple Sections

1. Creating Documents with Multiple Sections

Longer documents often require different page formatting options in different sections. A title page may need
to look quite different to the other pages; each chapter might need its own header; some pages may need to be
landscape; and so on.
Formatting in Microsoft Word is at four levels: font, paragraph, section and document formatting. The page
format options apply to an entire document, unless the document is divided using section breaks. Once the
document is divided into sections, it is then possible to set different page formatting options, such as headers
and footers, page numbering and page layout, for each section.

In this section you will learn how to:

• Change the vertical alignment of one or more pages within a document (A).
• Insert a section break in order to change the page format of certain parts of
the document (B).
• Create headers and footers to appear at the top and bottom of pages
throughout a document (C-D).
• Number pages using different numbering schemes in a document (C-D).
• Change the orientation of pages so that you can include both portrait and
landscape pages in a single document (E).
• Format page content in multiple columns (F).

Case: Go-Travel
A lot of people approach Zach to ask how he got into the business of being a travel agent; they seem to think it
is a glamorous job and want to know if they could succeed at something similar. Zach thinks it would be useful
to have a document he could give such people to read, providing some background information. He has done
some research on the Internet and wants to include that material as well as specific information about GO-
Travel. He also thinks this document could become a useful marketing tool.
In this lesson, you will help Zach develop this information document (see Figure 1.1).

Figure 1.1 Zach's Information Document

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FCS Word Processing Creating Documents with Multiple Sections
A. Setting Vertical Alignment
Paragraph options allow you to align your text horizontally between the left and right margins. In a similar way,
page formatting options allow you to align your paragraphs vertically, between the top and bottom margins.
Vertical alignment is especially useful when creating cover pages of documents.
1. Vertical alignment applies to the whole page, so it does not matter where on the page the insertion point
is when you choose the alignment option.
2. Select LAYOUT tab then click the dialog box launcher in the Page Setup group to open the Page Setup
dialog box.

Dialog box launcher

3. Select the Layout tab.
4. Click the Page Vertical Alignment ▼ arrow and choose the preferred setting.
5. Click OK.

Top is the default, with text

starting at the top margin.

Centre aligns the text equally

around the vertical midpoint
between the margins, so that the
same amount of text is above and
below the central point.

Justified spreads the paragraphs

out so they are evenly spread from
the top to the bottom.

Bottom ensures that the last

paragraph lines up on the bottom
margin.

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FCS Word Processing Creating Documents with Multiple Sections
B. Creating Sections
Word has four levels of formatting: font formatting, paragraph formatting, section formatting and document
formatting.
Section formatting determines the format and layout of the pages within a document. If you wish to have
different page layouts within a single document, you must divide the document into sections. For example, you
may want a page to have text in one column at the top of the page, but in three columns on another page, lower
down; each chapter with its own unique header; or a single landscape page in a document of portrait pages.
You insert section breaks to create different sections, and then format each section as you require. A section
can be one whole page, many pages or just a part of a page.

Inserting Section Breaks

A section break is what creates a section, or divides one section from the next.
1. Position the insertion point where you want to start the new section.
2. Select the LAYOUT tab and click the Breaks button.

Next Page: The text following the break will be on

a new page.

Continuous: The new section continues on the

same page.

Even Page: The new section will begin on the next

even numbered page.

Odd Page: The new section will begin on the next

odd numbered page.

3. Select which of the Section break types is appropriate.

4. If you have the Show/Hide tool set to show non-printing characters, you will see the section break on your
page as a double dotted line with the name of the break type in brackets – see Tip below.

Viewing Section Information on Status Bar

The status bar (grey line at the bottom of the program window),
displays certain information by default, e.g. Page number, Word
count and Language. The settings can be customised to include
other details.
1. Right-click the status bar.
2. Click on the required option(s). To view the section number on the status bar, click on Section.
3. Click anywhere in your document to return to your document.
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FCS Word Processing Creating Documents with Multiple Sections
The status bar now shows in which section of the document the insertion point is currently positioned, along with
the page counters.

Tip
Always have Show/Hide tool activated (on) when you create or edit a Word document as you can
then easily see what you are doing. For example, accidentally deleting a section break can mess up
the formatting of your whole document.

Exercise 1.1:
 Creating a Title Page
Zach has started typing the text for the leaflet summarising the services GO-Travel
has to offer. You will create a title page that has a page border and is centre aligned,
leaving the rest of the document with its default formatting (no page border, aligned
to the top margin). See Figure 1.2.
Figure 1.2 Title Page
1. Download and open the FCS Word Lesson 1.1 data file from SMark,
GOTravelInfo-student [Link].
2. Enable the Show/Hide tool .
3. Make the title page a separate section so that you can format it separately from the rest of the
document:
• Position your insertion point at the beginning of the first line of text that will be on the next page
of the document:
How a Travel Agent Can Help You
• Select the LAYOUT tab and click the Breaks button.
• Select Next Page.
4. Position the insertion point anywhere on the title page, which is now Section 1 of the document, for
all the following tasks in this exercise.
5. Align the text so it is vertically centered:
• Select LAYOUT tab then click the dialog box launcher in the Page Setup group to open the Page
Setup dialog box.
• Click the Layout tab.
• Click the Page Vertical Alignment ▼ arrow and choose Center.
• Make sure the Apply to: option is set to This section.
• Click OK.
6. Add the page border:
• Select DESIGN tab and click the Page Borders button in the Page Background group.
• Click the Page Border tab if it is not already selected.
• Select Setting: Shadow.
• Choose the thick and thin line as the Style.
• Set Apply to: to This section.
• Click OK.
7. Save the document as GOTravelInfo-student [Link] but keep it open as you will be using it
again in Exercise 1.2.

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FCS Word Processing Creating Documents with Multiple Sections
C. Creating Headers and Footers
Headers (at the top) and footers (at the bottom) are text that prints on every page in a
document (or section of a document). Headers and footers often contain titles, page
numbers, dates or other reference information. Headers and footers make your
documents look more professional, as well as making it easier to find your place in long
documents.
1. Select INSERT tab, click the Header button and select Edit Header from the bottom
of the list.

2. The insertion point moves to the header area, and the rest of the page is displayed greyed out. The
DESIGN Tab under HEADER & FOOTER Tools is automatically selected.
3. Enter the text as required. Header text can be formatted in the same way as any other text in a Word
document.
4. To enter text in the footer area, select the Go to Footer button in the Navigation group. The insertion
point is automatically moved to the footer area at the bottom of the page.
5. There are tools on this toolbar that allow you to enter automatic page numbers, the date and the time,
the file name and other useful information. These are fields that will automatically update when the
document is printed to show the current values. Position the insertion point in the header or footer where
you want the field to appear, and select the appropriate tool from the Header & Footer or Insert groups.
6. The Page Number button gives you options to:
• Choose from a list of predefined headers to insert the number at:
o Top of the page.
o Bottom of the page.
o In one of the page margins.
o At the current cursor position.
• The Format Page Numbers option lets you control the look and start number
of your page numbers.
7. The Quick Parts button lets you access a list of fields for inserting items such as
the Total number of Pages in the document; File name; File size and many more.
8. When you have finished setting up the header and footer, click the Close Header and Footer
button at the end of the ribbon.

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FCS Word Processing Creating Documents with Multiple Sections

Exercise 1.2:
 Creating a Header and a Footer
Zach wants his document to have a header that has the company name, in a black shaded box, as shown
in Figure 1.3. The footer will have the current date on the left and the page number on the right, with a
line above it. The header and footer will only be on the pages following the title page (that is, Section 2).

Figure 1.3 Header and footer

1. Return to the GOTravelInfo-student [Link], saved at the end of Exercise 1.1.
2. Position the insertion point anywhere in Section 2 (page 2 onwards). Check on the status bar to see
which section you are in. If your status bar is not displaying this information, right-click on the status
bar, and choose to display the section information.
3. Select INSERT tab, click the Header button and select Edit Header from the bottom of the list.
4. Click the Link to Previous button to deselect it. This is so that the header will not appear in the
previous section—the title page.
5. Enter the text GO-Travel and format it to be bold and right-aligned.
6. Add the shading:
• Select the complete line (text and Enter key – visible when show/hide tool is activated).
• On the HOME tab, click the Shading tool and select Theme Colour: Black (or Black Text 1).
7. Go to the footer by clicking the Go to Footer button on the additional DESIGN tab on the right.
8. Click the Link to Previous tool, as the footer is separate to the header and the link will still be enabled.
9. Click the Date & Time button.
• Select the format 21 November 2014.
• Switch on the checkbox to Update Automatically.
• Click OK.
10. Press Tab twice, to move the cursor to the right of the footer.
11. Enter the text: Page then press the spacebar once.
12. Click the Page Number button, select Current Position and choose Plain Number from the list.
13. Change the page numbering so it numbers 1 on this page, rather than 2. (It is usual that a title page
is not numbered and the numbering starts at 1 on the following page, even if it is the actual second
page of the document.)
• Click the Page Number button and select Format Page Numbers.
• Set the Start At: to 1.
• Click OK.
14. Add the line above the footer paragraph:
• Go to the HOME tab and click the arrow on the Borders button.
• Select Borders and Shading, then click the Borders tab and choose to create a custom border.
• Select the single thin line style, and then choose (click on) the top border button in the preview
box. Click OK.
• Click Close on the DESIGN tab under HEADERS & FOOTERS Tools to return the insertion point to
the body text of the document.
15. Save the document as GOTravelInfo-student [Link] but keep it open as you will be using it
again in Exercise 1.3.

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FCS Word Processing Creating Documents with Multiple Sections
D. Changing Headers and Footers between Sections
Different sections of a document can have different headers and footers; for example, each chapter might have
its own header, or you may wish to restart page numbering at the start of a new section.
1. Insert a section break for the section to start on a new page, if you have not already done so.
2. The new section will show the same header or footer as the previous section. Open the header or footer area
by double-clicking it (or select INSERT tab, Header button and select Edit Header).
3. Before editing the header you must break the connection between the two headers. If you do not do this, as
you edit the header in the second section, the first section’s header will also be changed. Break the
connection be selecting the currently active Link to Previous tool. The tool will become inactive and the Same
as Previous label will disappear from the top of the header or footer area.
4. You can now edit the new header or footer. When you have finished, select the Close tool.

Exercise 1.3:
 Changing Headers and Footers between Sections
The GO-Travel Information Document has five main headings. Zach would like each of these headings
to be in a section of its own, with a header that shows what the section is about, as shown for the first
main heading, How a Travel Agent Can Help You, in Figure 1.4.
To do this, you will need to insert section breaks at the beginning of each heading and then edit the
header for each section.

Figure 1.4 Section header

1. Return to the GOTravelInfo-student [Link], saved at the end of Exercise 1.2.
2. Edit the header for the first heading (this is section 2, as the title page is section 1 and has no
header):
• Double-click on the header to move the insertion point to the header area.
• Edit the text to read GO-Travel: How a Travel Agent Can Help You
• Click Close Header and Footer to go back to the body of the document.
3. Create the next section:
• Position the insertion point at the start of the next main heading:
What it Takes to Become a Good Travel Agent
• Select the LAYOUT tab and click the Breaks button.
• Select Next Page.
• The heading moves to the top of the next page, which is also the start of section three.
• Both the header and the footer are continued from the previous section.
4. Create the next header:
• Double-click on the header to move the insertion point to the header area.
• Break the link with the previous section by clicking the Link to Previous button.
Note that this is a very important step. If you break the link after editing the text, the changes
will still be made in the previous section.
• Edit the text to read GO-Travel: What it Takes to Become a Good Travel Agent
• Click Close Header and Footer to go back to the body of the document.

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FCS Word Processing Creating Documents with Multiple Sections

5. Now repeat the same process (steps 3 and 4) to create the sections and headers for the next three
headings:
GO-Travel: About GO-Travel
GO-Travel: What GO-Travel Clients Say
References
Note that there is no text under the heading What GO-Travel’s Clients Say. This will be added in a
later exercise.
6. Save the document as: GOTravelInfo-student [Link] but keep it open as you will be using it
again in Exercise 1.4.

Tips
1. The Previous Section and Next Section tools on the Header and Footer Design tab allow you
to move between section headers and footers without leaving the header or footer area.
2. A document can have two different headers running all the way through — one on the even
pages and a different one on the odd pages. This is often used when a document is printed on
both sides of a page, and the page numbers are to be on the outside of each page.
• Select the check box next to Different odd and even Pages on the HEADER & FOOTER
TOOLS, DESIGN tab.
• You will now have two different header areas, labelled Even Page Header and Odd Page
Header. The same will apply to the footers.
3. In the same group, you can select Different First Page if you wish the header of the first page
to be different to that of the rest of the document, without creating the first page as a separate
section.
4. You may wish to start page numbering in a given section
at a number other than the current number. For example,
a contents page is often numbered separately to the rest of
the document, with the first page after the contents page
being numbered as page 1.
• Select the Page Number button and select Format Page
Numbers...
• Select Start at and enter the number of the first page of the
section which is to be numbered.
• Then OK.

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FCS Word Processing Creating Documents with Multiple Sections
E. Changing Page Orientation
Portrait is the default page orientation (height is greater than width). Landscape is when the page is turned on
its side—the width is greater than the height. If you wish to have a page in the document that is a different
orientation from the others, it must be in a separate section.
1. Position the insertion point in the section where you wish the page(s) to be landscape.
2. Select LAYOUT tab, click the Orientation button and select Landscape.

Tip
Margin settings can be different in each section of a document if necessary.
• Change these settings as usual (using the ruler or the Margins button on the LAYOUT tab)
and make sure they apply only to the given section.
Exercise 1.4:
 Changing Page Orientation
Zach wants to add a page into the GO-Travel Information document that will have information about all
the standard packages he can offer. This includes pricing, duration and destinations, and will fit best
onto a landscape page. You will need to create a separate section for this information. It will go before
the References section.
1. Return to the GOTravelInfo-student [Link], saved at the end of Exercise 1.3.
2. Create a new section:
• Position the insertion point at the beginning of the heading: References.
• Select the LAYOUT tab and click the Breaks button.
• Select Next Page.
3. Now edit the next header:
• First unlink the header of the References section. Make sure the insertion point is on the
References page and double-click on the header to move the insertion point to the header area.
• Break the link with the previous (new) section by clicking the Link to Previous.
• Click the Previous Section button to go to the header of the previous (new) section.
• Edit the header so it reads: GO-Travel: Packages
• Click Close Header and Footer to return to the body of the document.
4. Position the insertion point in the new section.
5. Get the standard package data from an existing document:
• Open [Link] (available in the FCS Data Files\Word\Lesson 01 folder).
• Select the document (Ctrl A is a shortcut key for selecting an entire document).
• Copy the text.
• Switch back to the GO-Travel information document and Paste the text.
6. This page should be a landscape page. Position the cursor anywhere in this section. On the
LAYOUT tab, click the Orientation button, select Landscape.
7. Save the document as GOTravelInfo-student [Link] and CLOSE the file.
8. Upload your solution to the SMark project FCS Word Lesson 1-1 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.
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FCS Word Processing Creating Documents with Multiple Sections
F. Formatting Columns
Arranging Text in Columns
Newspaper style columns create columns of text that flow continuously from the
bottom of one column to the top of the next column, on the same page. These are
typically used in magazines or newspapers, which is why they are called newspaper
style columns.
The number of columns on a page is a page formatting option, so if you wish to have
different numbers of columns on one or more pages in a document, the page and /
or pages must be divided into different sections. If you change the number of
columns of text on one page, the sections should be divided using a continuous
section break.
1. Position the insertion point anywhere in the section in which you want to
have columns.
2. On the LAYOUT tab, select the Columns button and select the number of
columns you require.
3. The columns will be created in the section, spread evenly across the page.
4. If you wish to create irregular columns, have a line between the columns or
specify a specific distance between each column, use the More Columns… option to open the dialog box.

Predefined column formats. These are

the same options available directly from
the Columns button.

Specify the number of columns you want.

Use these options to create columns of

differing widths with specific
measurements between columns.

5. Select OK when you are satisfied with your selections.

Hyphenating Text
Depending on the width of the columns, the text could be very untidy, especially when long words are used, which
create a lot of gaps in the text. When the text is hyphenated, lines are filled from left to right, with words split
over 2 lines using a hyphen, where necessary.
1. The cursor can be positioned anywhere in the document, as Hyphenation is a
document setting.
2. On the LAYOUT tab, in the Page Setup group, click on the Hyphenation button
and select Automatic.

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FCS Word Processing Creating Documents with Multiple Sections

Exercise 1.5:
 Formatting Columns
Zach has collected some information about various hotels and destinations that his clients might be
interested in, and wants to create a document that looks more like a newsletter. The first step is to
format the text into different columns, as shown in Figure 1.5. The headings will take up the entire the
width of the page—one column, while the text under each heading will be formatted into either two or
three columns.

Figure 1.5 Document with Columns

1. Download and open the FCS Word Lesson 1-2 data file from SMark,
Destinations-student [Link].
2. Create three columns with a line between:
• Select the text between headings TOP HOTELS and NAMIBIA, SOUTHERN AFRICA (from THE RITZ
to …if you ever step out).
• Select the LAYOUT tab, click the Columns button and select More Columns.
• Choose to have Three columns, with a Line between.
• Click OK.
The selected text is formatted into three columns, with continuous section breaks automatically
inserted before and after the text, creating a separate section.
Note that you could also format the columns by inserting the breaks first, then positioning the
insertion point in the new section and formatting the columns.
3. Format the text under the remaining headings in the same way, as follows:
• Namibia, Southern Africa: three columns (no line between);
• Venice, Italy: two columns (no line between);
• Take a Hike: three columns (line between).
4. The last section, Take a Hike, has uneven columns. To even the columns, you will insert an extra
continuous section break at the end of the text.
• Move the insertion point to the end of the text.
• Select the LAYOUT tab and click the Breaks button.
• Select Continuous.
5. Hyphenate the text:
• On the LAYOUT tab, in the Page Setup group, click the Hyphenation button.
• Select Automatic and notice how the text in the columns is automatically hyphenated.
6. Save the document as Destinations-student [Link] and CLOSE the file.
7. Upload your solution to the SMark project FCS Word Lesson 1-2 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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2. Illustrate Documents using Graphic Elements

You can add graphics to make your documents interesting or to illustrate important data.
Graphics can be found in the Clip Art, loaded with Microsoft Office, as digital images from digital cameras or
objects stored as graphic files (for example, .bmp, .jpg, .gif). Graphics can also be part of the text of a document,
inserted as symbols, special characters or dropped capitals.
Once you have inserted a graphic into your document, you can modify its size and how it is positioned in relation
to the text.
In this section, you will insert and format a range of graphic elements.

In this section you will learn to:

• Use WordArt to create a special text effect (A).
• Insert Clip Art as a quick way to add graphic interest into a
document (B).
• Insert a graphic file that has been saved in digital format (C).
• Modify a graphic’s size, colour and contrast so that is displays
and prints effectively (D).
• Set text wrapping options to position graphic images and text
elements in a way that makes best use of available space (D).
• Crop a graphic image to cut of parts of the image that are not
needed (D).
• Insert Drop Caps at the beginning of a paragraph to highlight a
section (E).
• Insert Symbols and special characters for more professional
looking documents (F).

Case: Go-Travel
In this lesson, you will help Zach create a newsletter that he can give to his clients. It will contain information
about some of the deals and destinations GO-Travel has available, but as it is intended as a marketing tool, it
will need to be interesting and eye-catching.

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FCS Word Processing Illustrate Documents using Graphic Elements
A. Using WordArt to Create a Headline
WordArt is decorative text that can be inserted as a special effect (see below). The text can be stretched, skewed,
rotated, shadowed, coloured and fitted to a predefined shape. WordArt functions within the document as a
drawing object.

Examples of WordArt

Inserting a WordArt Object

WordArt can be inserted anywhere in a document; one instance where it can be very effective is if used to create
an eye-catching headline.
1. Position the insertion point where you want to insert the WordArt object.
2. On the INSERT tab, click the WordArt button (in the Text group)

3. Select the style of WordArt you would like to use from the gallery.
4. The Edit WordArt Text opens

Replace the default text

with your own.

5. Enter your text, then click anywhere in your document.

Editing a WordArt Object

You cannot edit WordArt text like ordinary text; you must first select it, and then make changes using various
dialog boxes.
1. Click the WordArt object.
2. When the object is selected, it is surrounded by a blue dashed selection box, with sizing handles at each
corner and in the middle of each side. The FORMAT tab under DRAWING TOOLS is also visible on the
ribbon.

3. You can drag the sizing handles to change the size of the object.
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FCS Word Processing Illustrate Documents using Graphic Elements
4. The WordArt is inserted with the predefined colours of the gallery object you selected. Use the WordArt
Styles group on the FORMAT tab to choose other settings.

Change text fill colour.

Change text outline.

Choose a different Style.
Change text effects.

5. You can wrap text around objects in Word in different ways. This is usually used to prevent the text and
object overlapping, to add interest, and to prevent too many blank areas (called white space) in a
document. The text can wrap:
• above and below an object, or

• square, so the text is regularly on all sides, or

• through it, or

• behind it.

6. Click the Wrap Text tool to select the appropriate option.

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FCS Word Processing Illustrate Documents using Graphic Elements
• This provides the basic options. For more advanced text wrapping options, choose More Layout
Options from the drop down menu.
7. Drag and drop the WordArt object to move it to an entirely new location in the document.
8. Change the orientation of the object and angle of the shape using the Rotation and Adjustment handles.

Anchoring a WordArt Object

Anchoring refers to the process whereby you make sure the WordArt object will not move as you edit or insert
new text in a document. The anchor symbol appears in the left margin of the paragraph once text has been
wrapped around an object and if nonprinting characters are displayed (that is, if the Show/Hide tool on the
HOME tab is selected). Usually, you would anchor the object to the paragraph before or after it. If the WordArt
object stretches across the whole page, anchor it to a blank paragraph before the text following.
1. Make sure nonprinting characters are displayed and click the WordArt object to select it.
2. The selection handles and anchor symbol will appear .
3. Click and drag the anchor until it is on the left of the paragraph to which you wish to anchor it.

Exercise 2.1: Using WordArt to Create a Headline

Zach wants to create a newsletter that he can use as a marketing tool with information on interesting
places to visit that are part of GO-Travel’s standard packages. The document has been started, but he
wants you to add some graphics to make it more interesting. You will begin by using WordArt to create
an interesting headline (see Figure 2.1 below).

Figure 2.1 Newsletter with WordArt as Headline

1. Download and open the FCS Word Lesson 2-1 data file from SMark, Newsletter-student [Link].
2. Ensure that your Show/Hide too is on, do that you can see the paragraph markers.
3. Position the insertion point at the beginning of the document and press Enter to add a blank like
above the text.
4. Position your cursor at the beginning of the new line you inserted, in front of the paragraph marker.
5. Click the INSERT tab then the WordArt button.
6. Select the WordArt style from the gallery that appears in the fourth column, third row - . If your
WordArt text box appears in front of your text, use the In Line with Text Wrap Text option on the
Formula tab, so that it appears at the top of the document, above your text.
7. In the WordArt textbox:
• Enter your text as: Top Destinations.
• Select the Tempus Sans font (on the Home tab)
• Select 48 point size (select the text or the textbox, and change the font size).
• Make the text Bold.
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FCS Word Processing Illustrate Documents using Graphic Elements
8. When you click outside the WordArt textbox, the object will be placed in your document.
9. Change the shape of the object:
• Click on the WordArt text to enable you to make some changes.
• Click the Text Effects tool on the FORMAT tab, WordArt Styles group.
• Select the Transform option.
• Choose the Arch Up shape which is the first one in the Follow Path list.
10. Now centre the object on the page, with no text on either side of it:
• Click the Wrap Text tool and select Top and Bottom.
• Select the Text Wrapping tool again. Select More Layout options, on the Position tab, change the
Horizontal alignment to centred.
11. Save the document as Newsletter-student [Link] but keep it open as you will be using it again
in Exercise 2.2.

B. Inserting a Image from the Web

You can insert pictures directly from the Web using the Online Pictures button on the INSERT tab. By default,
using the Bing Image Search option in the dialog box, the resulting image search will show only images that are
covered by the Creative Commons License, which mean that you can legally use them without being concerned
about possible copyright infringement (although it is always a good idea to cite the source). Usually, you can
easily find a suitable image that relates to your topic and pictures can be an easy way of adding interest to a
document.
1. Position the insertion point where you want to insert the Clip Art.
2. Select INSERT tab, then click the Online Pictures button to display the Insert Pictures dialog box on the
screen.

3. In the Insert Pictures dialog box, next to Bing Image Search, type a word that describes or relates to the
picture you are looking for.
4. Press Enter to start the search.
5. Scroll through the displayed images to find one that suits your needs.

6. Click on the image you wish to use, then click Insert to put it into your document, or double-click the
image to insert it.
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FCS Word Processing Illustrate Documents using Graphic Elements
C. Inserting a Graphic File
If the graphic image you wish to use has been downloaded from a digital camera or is stored in a folder on your
computer system, you can easily insert it into your document.
1. Position the insertion point where you want to insert the image.
2. Select INSERT tab and click the Pictures button.
3. The Insert Picture dialog box opens. Browse to find the file on your computer, select it and then select
Insert.

D. Formatting a Graphic Image

Once an image is inserted in to a document you can make it bigger or smaller, set how the text flows around it
and set various colour and brightness options. In fact, the options you can choose for the formatting of graphic
images are very similar to those you have already used with WordArt, which is also a type of graphic object in the
document.
1. Click on an image to select it. It will be surrounded by a box with a blue dashed line, with smaller blue
boxes at each corner and midway along each side. These are called Selection handles.
2. To change the size of an image, move the mouse pointer over a selection handle. When the mouse
pointer changes to the shape of a double-headed arrow, drag the selection handle in or out until the
image is the desired size.
3. To move a selected image, move the mouse pointer over the image until it changes shape to a four-
headed arrow. Then drag the image to its new position.
4. Text can be set to wrap all around a graphic, or not wrap at all.
5. When a graphic image is selected, the FORMAT tab will appear in the ribbon under PICTURE TOOLS.

6. Cropping a graphic can be very useful if you want to focus on part of the image and exclude parts closest
to the edges. Select the Crop tool in the Size group. The mouse pointer will change shape to that of the
crop tool as you move over the picture.
• Position the pointer over a size handle on the side that you wish to cut off.
• Drag towards the centre of the picture until you have cut off the required amount.
• This can be done on one or more sides of the image, as required.
• Click the Crop tool again to deselect it.
7. A number of formatting options can be adjusted on the Format Shapes Task Pane. The Format Shape
some more detailed ones. You can access the Task Pane by clicking on the dialog box launcher (PICTURE
TOOLS, FORMAT tab, Picture Styles group).

Change Fill and line settings. Change Layout and Properties

Change Effects Change Picture settings

Details that can be adjusted.

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FCS Word Processing Illustrate Documents using Graphic Elements

 Exercise 2.2: Inserting and Formatting Graphic Images

Continue working on Zach’s newsletter. He has some photographs of the destinations described in the
newsletter and wants you to add them to the document.

Figure 2.2 Newsletter with Pictures

1. Return to the Newsletter-student [Link], saved at the end of Exercise 2.1.
2. Download and save the image files available in the Lesson 02 folder.
3. Insert the picture of the London Ritz:
• Position the insertion point at the beginning of the heading The Ritz.
• Select INSERT tab, Pictures button.
• Select London [Link] (available in the FCS Data Files\Word\Lesson 02 folder).
4. Position the Ritz picture:
• The picture should be selected and the FORMAT tab visible on the ribbon. If not, select the picture.
• Click the Wrap Text tool, and then click Square.
• Re-size the picture by changing the Width to 5 cm (the height should automatically adjust to keep
the image in proportion.
5. Insert the picture of Sydney:
• Position the insertion point towards the bottom of the second column, to the left of the work
opposites.
• Select INSERT tab, Pictures button.
• Select [Link] (available in the FCS Data Files\Word\Lesson 02 folder).
6. Position the Sydney picture:
• Click the Wrap Text tool, and then click Top and bottom.
7. Crop some of the sea off the bottom of the Sydney picture:
• Click the Crop tool.
• Drag the bottom sizing handle up about half a centimetre – to crop ± half the sea.
• Click the crop tool again to deactivate it.
8. Insert the picture of the Cape Grace:
• Position the insertion pointer at the beginning first paragraph after the heading The Cape Grace,
starting Check in to the…
• Select INSERT tab, Pictures button.
• Select Cape [Link] (available in the FCS Data Files\Word\Lesson 02 folder).

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FCS Word Processing Illustrate Documents using Graphic Elements
9. Position the Cape Grace picture:
• The picture should be selected and the FORMAT tab visible on the ribbon. If not, select the picture.
• Click the Wrap Text tool, and then click Square.
• If necessary, drag and drop the picture so it is at the left of the paragraph with the text wrapping
on the right (as indicated above).
10. Insert some space after the picture:
• Click the Wrap Text button.
• Select More Layout options from the drop-down list.
• Select the Text Wrapping tab.
• Set the Distance from text Bottom to 0.3cm
• Click OK.
11. Save the document Newsletter-student [Link] and CLOSE the file.
12. Upload your solution to the SMark project FCS Word Lesson 2-1 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

E. Adding Dropped Capitals

D
ropped capitals, known as Drop Caps, are large, capital letters that highlight the beginning of a
paragraph or section of text like the first letter of this paragraph. The drop cap usually extends from the
top of the first line of the paragraph down two or three lines of the paragraph. The text of the paragraph
wraps to the right and below the drop cap.
1. Position the insertion point in the paragraph where you want to create the drop cap.
2. Select INSERT tab and click the Drop Cap button in the Text group.

3. Choose Dropped or In margin for one of the pre-set options or click on Drop Cap Options to control the
settings.

Number of lines drop cap

will extend into paragraph.
Will use the font from the
paragraph if not specified.
Increase for a larger gap
between drop cap and
paragraph.

4. Word will wrap the paragraph text so that it flows to the right of and below the drop cap.

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FCS Word Processing Illustrate Documents using Graphic Elements
F. Inserting Symbols and Special Characters
Typographic symbols such as ©, ®, ™ , and — which are used in professionally printed material can also be
included in your Word documents to make them look more polished. Word’s AutoCorrect feature will
automatically insert some of these characters as you type, while others need to be inserted manually.
Other symbols or small pictures are also available with certain fonts, for example: , , , ,  and  all
come from the Wingdings font. Figure 2.3 shows how to insert some of these common typographic features with
the help of AutoCorrect.

Character or symbol to insert Type AutoCorrect converts it to

em dash word - - word —
smiley :) 
copyright symbol (c) ©
registered trademark symbol (r) ®
trademark symbol (tm) ™
ordinal numbers 1st, 2nd, 3rd, etc 1st, 2nd, 3rd, etc
fractions 1/2, 1/4 ½, ¼
arrows - - > or < - -  or 
Figure 2.3 How to insert common typographic features using AutoCorrect

Tip
If AutoCorrect automatically changes text that you do not want as a symbol, press the backspace
key immediately after the AutoCorrect or click on Undo before you type anything further and the
symbol will revert back to the text exactly as you typed it.
To insert symbols and special characters manually, use the Symbol dialog box:
1. Position the insertion point where you want to insert the special character or symbol.
2. Select INSERT tab, Symbol button.

3. Select one of the more commonly used symbols from the list or select More Symbols to open the Symbol
dialog box.

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FCS Word Processing Illustrate Documents using Graphic Elements
• Click on the Font ▼ arrow to select the font that contains the symbol you require. (Normal text) is the
default font, but Symbol and Wingdings contain other images and are generally available. The fonts
available to you will depend on what is installed on your system.
• Scroll through the table of symbols, then click on the one you wish to insert.
• Click Insert.
• The dialog box remains open, and the Cancel button becomes Close.
• If you wish to insert another symbol into your document, move the insertion point, select the symbol, then
click Insert again.
• Click Close when you have finished and wish to close the dialog box

 Exercise 2.3: Inserting Drop Caps and Special Characters

Zach has decided to create a second newsletter, focusing on the top South African destinations. The
document has been started, but you need to make it more interesting using drop caps and more
professional by using the correct special characters.

Figure 2.4 Top SA Destinations

1. Download and open the FCS Word Lesson 2-2 data file from SMark,
SADestinations-student [Link].
2. Create a drop cap for the first paragraph under the heading Namibia, Southern Africa:
• Click anywhere in the first paragraph under the heading.
• Select INSERT tab and click Drop Cap button in the Text group.
• Select Drop Cap Options in the drop-down list.
• Set the Position to Dropped.
• Change the Font to Tempus Sans
• Leave the Lines to drop as 3 and the Distance from text as 0cm.
• Click OK.
3. Click in the first paragraph after each heading under Take a Hike and create the drop cap as in step
2.
4. Add Zach’s contact details between the WordArt and the first heading:
• Position the insertion point in the blank line above the heading Namibia, Southern Africa.
• Enter the text: GO-Travel: Zach Batyi with a space at the end
• Select INSERT tab, and click the Symbol button.
• Select More Symbols.
• Click the Font ▼ arrow and select Wingdings.
• Click on the  (usually 1st row, 9th column)
• Then Insert.
• Close the dialog box.
• Type the phone number: 084-329 8877 with a space between the symbol and the number.
• Right-align the paragraph and format the text to be 10pt.

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FCS Word Processing Illustrate Documents using Graphic Elements
5. Double-click the footer area to edit the footer. You will replace the two occurrences of the word
copyright with the copyright symbol ©
• Select the first instance of the word copyright.
• Select INSERT tab, and click the Symbol button.
• Click the © from the list of Special Characters tab © - maintain the spaces around the symbol.
• Select the second instance of copyright
• Type (c) .plus a space
• The typing is automatically converted to ©.
• Close the footer.
6. The text has shifted so there is now a second page. You will adjust the margins to make it fit back
onto a single page:
• On the LAYOUT tab, click the Margins button.
• Select Custom Margins.
• Set the Top and Bottom margins to 2cm.
• Make sure you select Apply to Whole Document as the document contains more than one section
due to the column formatting.
• Click OK.
7. Save the document SA Destinations-student [Link] and CLOSE the file.
8. Upload your solution to the SMark project FCS Word Lesson 2-2 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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3. Using Tables to Organize Information

A table is a grid of columns and rows. Each block or cell in a table can contain text, numbers or a graphic, and
can be formatted in the same way as other words and paragraphs in a document.
As well as for organizing data into rows and columns, tables can be used for creating interesting page layouts;
using the grid to arrange text and graphics in an attractive manner on the page.
A default Word table is displayed with lines around all the cells. However, you can add and delete borders and
shading as you wish.
In this section, you will create simple tables with data in rows and columns, as well as more complex tables, used
to organize the information effectively on the page.

As a user, you should be able to:

• Create a table to organize information into rows and columns (A - B).
• Convert text into a table or a table into text (C).
• Edit and format text in a table so that it is well-presented and
readable. (D - G)
• Apply borders and shading to differentiate text elements in a table
and improve presentation (H).
• Modify a table’s structure by changing column width and row height,
inserting and deleting rows and columns, and merging and splitting
cells so that the information in the table is effectively presented (F).
• Insert a formula to add values in a row or column (I).
• Sort data so that is listed in ascending or descending alphabetical or
numerical order (J).
• Use tabs to arrange data in columns without creating a table (K).
U bl i i f i ff i l h (H)

Case: Go-Travel
In this lesson, you will use tables to sort information and to create a blank invoice that Zach can use when
invoicing his clients. The invoice will include a formula to add values and create the total amount.

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FCS Word Processing Using Tables to Organize Information
A. Creating a Table
A table, such as the one shown in Figure 3-1, is an arrangement of data made up of horizontal rows and vertical
columns. Cells are the rectangles that are formed when rows and columns intersect. Tables are ideal for
organizing information in an orderly manner. You would insert a table into a document if you had data that
needed to be arranged in rows and columns, or to create a page layout that allowed different text and graphic
elements to be arranged alongside each other. Calendars, invoices, and contact lists are all examples of how
tables are used every day. Word provides several options for creating tables, including the dragging method, the
Insert Table dialog box, table drawing tools, and the Quick Table method. Figure 3.1 shows a basic table. Figure
3.2 shows how a table has been used to organise the text for a fax header.

Figure 3-1 A Basic Table

Figure 3.1 Fax header created using a Table

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FCS Word Processing Using Tables to Organize Information
There are a number of different ways to create a table. The way you choose depends on how you like to work.
1. Position the insertion point where you want to insert the table.
2. Select the INSERT tab, Table button and select Insert Table… from the drop down list.

3. Select the Number of columns and the Number of rows.

4. Then select OK.
5. The table will be inserted into your document, with the columns spread evenly from the left to the right
margins of the page.
6. You can also use the Table button to create a table:
• Click the Table button on the INSERT tab to display a grid.

• Click and drag from the top left cell across the grid, highlighting the number of rows and columns you
need.
• Release the mouse button, and the table will be inserted into your document.

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FCS Word Processing Using Tables to Organize Information
B. Drawing a More Complex Table
You can use the table drawing feature to draw a complex table that contains cells of different heights or a varying
number of columns per row. This feature is also very useful when splitting cells into multiple rows or columns.
1. Position the insertion point where you want to create the table.
2. Click the Table button on the INSERT tab and click the Draw Table option.
3. The mouse pointer changes to a pencil.
4. To define the outer table boundaries, draw a rectangle. Then draw the column and row lines inside the
rectangle by clicking and dragging to draw the line.
5. The 2nd DESIGN tab under TABLE TOOLS is automatically selected under TABLE TOOLS on the ribbon.

6. To erase a line click the Eraser button on the DESIGN tab, then click the line you want to erase.

 Exercise 3.1: Insert a Table

1. Download and open the FCS Word Lesson 3-1 data file from SMark, Tables-student [Link]
(note that this a blank document).
2. Make SURE that your Show / Hide tool on the HOME ribbon is ON so that you can see paragraph
and table markers.
3. Insert a table of 5 columns and 2 rows:
• Click the INSERT tab and in the Tables group, click the Table button to open the Insert Table
dialogue box.
• Point to the fifth column, second row in the grid. The menu title will display 5x2 Table, as show
below.

• Click the mouse button to create the table.

4. Click below the table and press Enter twice to insert two blank lines.

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FCS Word Processing Using Tables to Organize Information

Tips
• When you insert more than one table in a document, you should separate them with a blank
line to avoid joining the tables.
• The Insert Table dialog box enables you to create large tables by specifying up to 63 columns
and thousands of rows. In the dialog box, you can click the spin box arrows or type in the
number of columns and rows you need in a table.

5. Insert a table with 9 columns and 3 rows:

 • On the INSERT tab, in the Tables group, click the Table button to open the Insert Table dialogue
box.
• Click Insert Table…
• In the Number of columns box, set the value to 9.
• In the Number of rows box, set the value to 3.
• Click OK to insert the table.
6. Click below the table and press Enter twice to insert two blank lines.

Tips
• You can draw complex tables using the Draw Table command, which lets you draw a table
like you would with a pencil and paper. The Draw Table command changes the mouse
pointer to a pencil tool, which you can use to draw the outline of the table, and then draw
the lines for rows and columns exactly where you need them.
• When drawing tables with the pencil tool, note that you can draw squares and rectangles as
well as lines. If you are trying to draw a straight line and you move the pencil off your straight
path, Word might think you are trying to draw a rectangle and insert one for you. If this
happens, just click Undo and try again. It might take a bit of practice to master the difference
between drawing straight lines and drawing rectangles.

7. Draw a table:
 • Make sure your cursor is at the bottom of the document, in front of the last paragraph marker
under your last table.
• Use the scroll bar to scroll down, so the cursor is at the top of the screen.
• On the INSERT tab, in the Tables group, click the Table button.
• Click Draw Table. The pointer becomes a pencil tool.

Tip
When following the instructions below, read the measurements off the rulers at the top (the
horizontal ruler) and to the left (the vertical ruler) of your document. The measurements do not
have to be exact, but you should try to be as close to them as possible.
•
 Position the pencil at 6 cm (2.5 inches) on the vertical ruler and the 0 (zero) position on the
horizontal ruler.
• Click and drag down and to the right until you are at the 14 cm (5.5 inches) mark on the vertical
ruler and the 15 cm (6 inches) mark on the horizontal ruler.
• This will create a rectangle that is approximately 8 cm (3 inches) high and 15 cm (6 inches) wide.
This is the outside border of your table.
• Starting at about 8.5 cm (3.5 inch) position on the vertical ruler, click and drag the pencil from
the left border to the right border to draw a horizontal line. Make sure that the line is properly
horizontal and does not run at an angle.
• Draw two more horizontal lines below the first one, about 1.5 cm (0.5 inches) apart.

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FCS Word Processing Using Tables to Organize Information
• Starting at about the 2.5 cm (1 inch) mark on the horizontal ruler, click and drag the pencil from
the top of the table to the bottom of the table to create a column.
• Move over about 2.5 cm (1 inch) to the right and draw a line from the top of the table to the
bottom.
• Draw 3 more vertical lines, evenly spaced to split the table into 6 columns of similar width.
• Click the Draw Table button on the 2nd LAYOUT tab under TABLE TOOLS to turn the pencil tool off.

8. Click below the table and press Enter twice to insert two blank lines.
9. Save the workbook as Tables-student [Link] but keep it open

Tip
Quick Tables are built-in preformatted tables that let you quickly and easily insert items such as
calendars and tabular lists into your documents. Once inserted, you can edit the Quick Table as
needed, for example, you can change a calendar to reflect the current month and year.

10. Insert a Quick Table:

 • Make sure your cursor is at the bottom of the document, in front of the last paragraph marker
under your last table.
• On the INSERT tab, click the Table button.
• Click Quick Tables. A gallery of built-in Quick Tables appears, as shown below.

• Scroll down and up again to see some of the available options.

• Select Calendar 2.

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FCS Word Processing Using Tables to Organize Information
11. Save the document as Tables-student [Link] and CLOSE the file.
12. Upload your solution to the SMark project FCS Word Lesson 3-1 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

Tip
You can copy or move a table to a new page or a new document by clicking the Move handle to
select the table and then using the Copy or Cut and then the Paste commands.

C. Converting Text to Table or Table to Text

Text that has already been typed into a document can be converted to a table as long as Word is able to clearly
distinguish where to separate the information into the different columns and rows. Word can arrange data into
a table by looking for paragraph marks, tabs, commas, or a specific character that you can indicate, such as a
semi colon or a hyphen.
1. Select the text that needs to be converted to a table.
2. On the INSERT tab, click the Table button and then Convert Text to Table…
3. Make the selections needed based on the layout of your text and click OK.

A table with text already typed into it can also be converted to text. To convert a table to text:
1. Position the cursor anywhere in the table.
2. On the LAYOUT tab under TABLE TOOLS, click the Convert to Text button in the Data group.
3. The table contents can be separated by paragraph marks, tabs, commas, or another character as
specified by you.
4. Make the selections needed based on how you would like the text to be formatted and click OK.

D. Typing in a Table
1. When you have finished creating the table, click in a cell to place the cursor in the cell and enter the
required text.
2. To move to another cell, click the cell using the mouse, or use the arrow keys.
3. You can also press Tab to move across the columns to the right. As you reach the last cell in a column,
Tab will move you to the first column in the next row.
4. If you are in the last cell in the last row of the table, pressing Tab will add a new row to the bottom of the
table.

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FCS Word Processing Using Tables to Organize Information
E. Formatting a Table
DESIGN Tab under Table Tools
After you insert a new table or when you are working in an existing table, the Table Tools contextual tab is added
to the Ribbon, as shown below. It is important to become familiar with the commands available on the 2nd
DESIGN tab under TABLE TOOLS so you can find them easily while working in your tables.

Applying a Style to a Table

Table Styles let you quickly change a table’s formatting. Applying styles to tables is similar to the way you learned
to apply styles to text in Semester 1. You just position the cursor in a table and then select a style from the Table
Styles gallery. The Live Preview feature in Word allows you to preview the style before applying it and the Table
Style Options on the 2nd DESIGN tab under TABLE TOOLS let you enable and disable features as needed. You
can change the style as many times as you like and you can modify an existing Table Style or create a New Table
Style and add it to the gallery.
You can also manually format the table by applying borders and shading to different cells or groups of cells,
adjusting column widths and row heights and merging and splitting cells. These features will be covered later in
this lesson.

 Exercise 3.2: Applying a Style to a Table

1. Download and open the FCS Word Lesson 3-2 data file from SMark, ClientList-student [Link]
(note that this a blank document).
2. Apply a Design Style to a table:
• Position the insertion point anywhere in the table.
• On the DESIGN tab under TABLE TOOLS, in the Table Styles group, click the More button to view
a gallery of Table Styles. There are three options available: Plain Tables, Grid Tables, and List
Tables.
• Scroll down to the third row under the Grid Tables and select the Grid Table 3 – Accent 3 style, as
shown below.

3. Save the document as ClientList-student [Link] but keep it open as you will be using it again
in Exercise 3.3.

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FCS Word Processing Using Tables to Organize Information
LAYOUT Tab under Table Tools
After you insert a new table or when you are working in an existing table, the Table Tools contextual tab is added
to the Ribbon, as shown below. The 2nd LAYOUT tab, as shown below, includes commands for changing the
formatting of a table as well as commands for changing the appearance of individual table elements, such as
cells, columns, rows, and formulas.

F. Editing a Table’s Structure

Tables can be very flexible, in that once you have inserted a table it is easy to change the width of columns, the
height of a row, and insert or delete cells, columns or rows. You can combine cells (merging) or divide cells
(splitting).

Viewing the gridlines (structure of the table)

Sometimes Word might be set to not show the gridlines when you are working in a table. This might be hard to
work with, and it is often easier to work with the table with the structure showing. To view the gridlines (structure),
do the following:
1. Position your cursor anywhere in the table. Select the LAYOUT tab under TABLE TOOLS, and click on View
Gridlines in the Table group.
2. While these gridlines shows as broken lines, they will not print, but helps you in working with the table.

Changing Column Width and Row Height

You can adjust row heights and column widths using a number of methods, including:
Setting Table Properties
The Table Properties dialog box has tabs for Row, Column and Cell where exact sizes can be set. You can also
set minimum sizes by selecting the At Least option when setting row heights or column widths.

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FCS Word Processing Using Tables to Organize Information
Using AutoFit
The AutoFit command lets you adjust column widths to fit the size of the table’s content, the size of the window,
or a fixed column width. You can AutoFit a column using the mouse or the Ribbon. The Cell Size group on the
LAYOUT tab under TABLE TOOLS includes commands for setting height and width, distributing row heights or
column widths evenly and for AutoFit.

Dragging the dividing lines using the mouse:

1. Position the mouse pointer over the dividing line between the columns.
2. When the mouse pointer changes to a shape, drag the column divider left or right to the new width.
3. Change the height of a row in the same way, by dragging the dividing line between rows up or down when
the mouse pointer is shown as .
Using the Markers on the Rulers
When you are working in a table, the horizontal and vertical rulers show markers indicating the divisions
between columns and rows. These markers can be dragged in the same way as the dividing lines can
be dragged to adjust heights and widths as needed.

Using the height and width Spinners on the LAYOUT tab under TABLE TOOLS:
1. Position the mouse pointer anywhere in the applicable row or column, without selecting any cell.
2. Use the up and down arrow buttons in the Height box on the LAYOUT tab under TABLE TOOLS to
adjust the height of the row or type an exact height measurement in the Height box and press
Enter.
3. Use the up and down arrow buttons in the Width box on the LAYOUT tab under TABLE TOOLS to adjust
the width of the column or type an exact height measurement in the Width box and press Enter.

Tip
If you wish to move the column border of a single cell (and not all the rows in the column), select
the cell, then drag the border.

Inserting Columns or Rows

1. Position the insertion point in the cell next to where you wish the new row or column to appear.
2. In the Rows and Columns group on the LAYOUT tab under TABLE TOOLS, select the appropriate button to
insert a row above or below, or insert a column to the left or the right of your current position.

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FCS Word Processing Using Tables to Organize Information

Deleting Columns or Rows

1. Select the row or column you wish to delete.
2. In the Rows and Columns group on the LAYOUT tab under TABLE TOOLS, select the Delete button and
choose, cells, rows, columns or table, depending on what you would like to delete.

Creating a Header Row

Column headings are usually placed in the header row. The headings in this row help to identify the contents of
each column and it is usually formatted differently. You can use the Header Row check box on the DESIGN tab
under TABLE TOOLS to have the row of heading formatted differently to the rest of the rows when a Table Style
has been applied.
1. Position the cursor anywhere in the table.
2. In the Table Styles Option group on the DESIGN tab under TABLE TOOLS, select the check box for Header
Row to switch it on. The first row will now be repeated at the top of each page in your document.
When a table will print over multiple pages, the rows containing the headings can be repeated at the top of each
new page to make identifying the column information easier on all pages. To repeat rows at the top of each
page:
1. Select the rows that need to be repeated at the top of each page.
2. In the Table Styles Option group on the LAYOUT tab under TABLE TOOLS, select the Repeat Header Rows
button to switch it on. The selected rows will now be repeated at the top of each page in your document.

Tip
If you apply a Table Style to your table, the Header Row option may be automatically selected.

 Exercise 3.3: Setting up a Table Header Row

6. Return to the ClientList-student [Link] file saved at the end of Exercise 3.2.
7. Change table font size:
• Position the insertion point anywhere inside the table. On the LAYOUT tab under TABLE TOOLS, in
the Table group, click the Select button, and then click Select Table.
• On the HOME tab, change the font size for the entire table to 14 pt. By changing the font size in
the table, the table will now extend to the next page.
8. Set up a Header Row for your table:
• Place the insertion point anywhere in the first row of the table.
• On the LAYOUT tab under TABLE TOOLS, in the Rows & Columns group, click Insert Above. A new
blank row is inserted above the row for HealthWise Pharmaceuticals.
• On the DESIGN tab under TABLE TOOLS, in the Table Style Options group, select the Header Row
checkbox to apply a distinctive format to the header row.

Tip
A distinctive style will only be applied to the Header Row if a Table Style has been applied as with
this exercise file. If no table style has been applied, you would need to format the row manually to
your preference.

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FCS Word Processing Using Tables to Organize Information

• Type headings in the cells of the table’s new first row, as shown below.

• Merge the 2nd and 3rd cells of the Header row, so that Contact Person is the heading for both the
2nd and 3rd columns.
9. Set your Header row to be repeated across pages:
• Place the cursor in any cell in the top row of the table where you just typed the headings.
• On the LAYOUT tab under TABLE TOOLS, in the Table group, click the Select button, and then click
Select Row.
• On the LAYOUT tab under TABLE TOOLS, in the Data group, click the Repeat Header Rows button.
Scroll down and view the headings on the second page.
• Click anywhere in the table to deselect.
10. Save the document as ClientList-student [Link] and CLOSE the file.
11. Upload your solution to the SMark project FCS Word Lesson 3-2 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

Tip
Repeating rows can only be seen when you are in Print Layout View, Print Preview (when you select
FILE and the Print) or on the printed pages.

Merging Table Cells

You can combine two or more cells into a single cell. For example, you may wish to combine all the cells at the
top of a table to span the entire width of the table for a heading.
1. Select the cells you wish to combine.
2. Right-click the selected cells and select Merge Cells from the shortcut menu
3. Another way to merge table cells is to erase the lines between the relevant cells:
• Click the Eraser button on the LAYOUT tab under TABLE TOOLS.
• Click the line you wish to remove.

Splitting Table Cells

In the same way that you can merge two or more cells into one, so you can divide a cell into more than one cell
either vertically (rows) or horizontally (columns). This is called splitting a cell.
1. Click in the cell you wish to split.
2. Right-click the cell to show the shortcut menu, then select Split Cells.

3. Enter the Number of columns and Number of rows.

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FCS Word Processing Using Tables to Organize Information
4. Click OK.
5. Another way to split cells is to draw the lines where you wish to split the cells:
• Click the Draw Table button on the LAYOUT tab under TABLE TOOLS.
• Click and drag in the relevant cell to draw the line.
• Drag vertically to create a new column.
• Drag horizontally to create a new row.

Splitting a Table
There may be times when you want to split an existing table into two or more separate tables. For example, you
might want to divide the information in a table based on specific values, such as company divisions or student
faculties. The Split Table feature allows you to split one table into two tables that are separated by a blank line.

Tip
When you select the Split Table button, the table is split at the row where your cursor is positioned,
with that row becoming the first row of the second table and all rows above that remaining in the
first table.
1. Click anywhere in the row that must become the first row of the second table.
2. On the LAYOUT tab under TABLE TOOLS, in the Merge group, click the Split Table button.

Tips
1. Right-click a table to display the shortcut menu which has most of the options available under
TABLE TOOLS.
2. Move the mouse over the table until a small block with a four-headed arrow displays near the
top left corner of the table. Clicking this block will select the entire table.

3. You can also insert rows or columns by moving your cursor close to the position (left or top)
where you need a new row or column. An insert row/column indicator is displayed, and by
clicking on the indicator, you can insert a new row/column at that position.

G. Formatting Text in a Table

Text in a table can be formatted using all the font and paragraph formatting options you would use with other
text in the document. In addition, there are Vertical Alignment and Text Orientation options that can be applied.
Formatting in contained within a cell. This means that if you set formatting in one cell, the other cells are not
automatically formatted the same way. Instead you must either set formatting for each cell individually, or first
select all the cells that need to be formatted and then set the formatting required.

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FCS Word Processing Using Tables to Organize Information
Aligning Text in a Cell
By default, Word aligns text in a table to the top left of a cell. You can change both the vertical (top, centre or
bottom) and horizontal (left, centre or right) alignment.
1. Click the cell of which you want to change the alignment.
2. Select the LAYOUT tab under TABLE TOOLS on the ribbon.
3. Select the required option from the Alignment group.

Figure 8.2 Alignment group on LAYOUT tab under Table Tools

Changing Text Orientation in a Cell

You can change the text orientation so that it runs vertically.
1. Click the cell of which you want to change the text orientation.
2. Select the LAYOUT tab under TABLE TOOLS on the ribbon.
3. Click the Text Direction button repeatedly until the required orientation is set.

H. Applying Borders and Shading

When you insert a table into a Word document, it has a single line border around every cell, as shown in Figure
8.3.

Figure 8.3 Default Format of a Word Table

You can remove the borders completely, or change them selectively, and add shading, as in Figure 8.4.

Figure 8.4 Different Borders in a Table

1. Select the cell or cells to which you wish to apply new borders and shading.
2. Select DESIGN tab under TABLE TOOLS.
3. Click the arrow on the Borders button and select Borders and Shading.

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FCS Word Processing Using Tables to Organize Information

4. Select the Setting you would like to apply.

5. Scroll through the Style list and select a border style (for example, solid line, dashed line, dotted line).
6. Click the Colour ▼ arrow and select a colour for the border if you want it other than the default (black).
7. Click the Width ▼ arrow to set the thickness of the border.
8. If you want do not want the border on all four sides of the words or paragraph, select the Custom setting,
then click in the Preview on each side that you want a border.
9. Click the Shading tab if you wish to add colours or patterns.

10. Select a Fill colour.

11. To create shading with a pattern rather than solid colour, select the Style ▼ arrow and choose from the
options.
12. When you are satisfied with your selections, select OK.
13. You can also use the pre-defined borders available in the drop-down menu when you click the arrow on
the Borders button.

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FCS Word Processing Using Tables to Organize Information

• For example, select a Line Style, Line Weight and Border Colour, then click the Border ▼ arrow to
choose where the border should be placed
• To remove all borders, select the entire table then click the Border ▼ arrow and choose the No Border
option.

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FCS Word Processing Using Tables to Organize Information

 Exercise 3-4: Creating a Table to Organise Information

Zach of GO-Travel needs a standard document set up that he can use to invoice his clients. He would
like a document that has the structure and labels set up, and all he needs to do is enter the details. He
asks for your help, and you decide that it will be best to use a table to lay out the information effectively
(Figure 3.4).

Figure 3.4 GO-Travel Invoice Showing Table Layout

1. Download and open the FCS Word Lesson 3-3 data file from SMark, Invoice-student [Link] –
Note that this is a blank document.
2. Insert a table that has 2 columns and 12 rows:
• Select the INSERT tab, the Table button, Insert Table
• Number of columns: 2
• Number of rows: 12
• Click OK.
3. Remove all the borders:
• Select the entire table using the four-headed arrow at the top left corner of the table.
• On the DESIGN tab under TABLE TOOLS, click the Borders ▼ arrow (do not use the
Border Styles button).
• Select No Border (You will see light gridlines, but they will not print). If you do not see any gridlines,
select View Gridlines on the LAYOUT tab under TABLE TOOLS.

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FCS Word Processing Using Tables to Organize Information
4. Change the 1st column width so that the first cell is approximately ¾ of the entire table width:
• Click anywhere in the 1st column, but do not select any particular cell.
• On the LAYOUT tab under TABLE TOOLS, in the Cells Size group, change Width to 12 cm.
• Click anywhere in the 2nd column, but do not select any particular cell.
• On the LAYOUT tab under TABLE TOOLS, in the Cells Size group, change Width to 4 cm.
5. Merge the cells in the top row and insert the company logo:
• Select both cells in the top row.
• Right-click to display the shortcut menu, then click Merge Cells.
• Select INSERT tab, Pictures button.
• Select GO-Travel [Link] (available in the FCS Data Files\Word\Lesson 03 folder).
• Click Insert.
• Centre the image in the cell using the Alignment group on the LAYOUT tab under TABLE TOOLS –
select the Align Centre option which aligns the cell content vertically and horizontally.
6. Create some space between the logo and the next row:
• On the LAYOUT tab under TABLE TOOLS, Select the top row containing the logo
• In the Cell Size group, change the Height to 3cm.
7. The second row needs to be split into 4 cells, the labels for invoice number and date and the space
to type them in. Split the first cell into 3:
• Right-click in the first cell of the second row to display the shortcut menu, then click Split Cells.
• Set Number of columns to 3.
• Set Number of rows to 1.
• Click OK.
8. Enter and format text in the second row:
• First cell: Invoice #: (Align Centre Right).
• Third cell: Date: (Align Centre Right).
• Format the entire second row to be Bold.
9. Enter and format the text in the third row:
• First column: Item
• Second column: Price
• Format both cells to be Bold.
• Select both cells and select Bottom Centre from the Alignment group on the LAYOUT tab under
TABLE TOOLS.
• On the LAYOUT tab under TABLE TOOLS., in the Cell Size group, set the Height of the row to 1.5cm
(0.59 inches) to leave space above the headings.
10. Enter the label for the Total into the last row
• In the first column of the last row, type Total.
• Format the entire row to Bold.
11. Add borders to the Total row:
• Select the row.
• Click the Border ▼ arrow, then click Top Border (use the TABLE TOOLS - DESIGN tab).
• Click the Line Weight ▼ arrow, then click 3pt.
• Click the Border ▼ arrow, then click Bottom Border.
12. Format the cells in the right-hand column under the heading Price up to and including the last row
(Total) to be Align Centre Right.
13. Add the contact details into the footer:
• Select the INSERT tab, Footer button, Edit footer from the menu.
• Enter the contact details:
Representative: Zach Batyi  084-3298877
zach@[Link]

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FCS Word Processing Using Tables to Organize Information
• Centre align the text.
14. Close the Footer:
• Select the DESIGN tab under HEADER & FOOTER TOOLS
• Click the Close Header and Footer button.
15. Save the document as Invoice-student [Link] but keep it open as you will be using it again in
Exercise 3.5

I. Adding Values in a Table

You can use a formula to add values in a column or row, in a similar way in which calculations are performed in
a spreadsheet. However, the calculations available in Word are very simple and must be manually recalculated,
so more complex calculations should be done in Excel.
1. Position the insertion point in the cell in which you want the sum to appear.
2. On the LAYOUT tab under TABLE TOOLS, in the Data group, select the Formula button.

3. If the cells containing the values are in the column above, the formula will be =SUM(ABOVE).
4. If the values are in the row to the left, the formulas will be =SUM(LEFT).
5. Select the appropriate Number format.
6. Click OK.
7. If you edit the values after entering the formula, you will need to recalculate the sum:
• Select the cell.
• Press F9.
• The result will be updated.

 Exercise 3-5: Adding Values in a Table

In Exercise 3.4 you created a blank invoice for Zach to use when invoicing his clients. We will now make
it even easier for Zach by adding a formula so that the total will be automatically calculated.
16. Return to the Invoice-student [Link], saved at the end of Exercise 3.4.
17. Click in the cell where the total amount should go (last row, right-hand column).
18. On the LAYOUT tab under TABLE TOOLS, select the Formula button (in the Data group).
• Because there are not yet any values in the cells above, you will need to enter the formula
yourself. Edit the Formula box to read:
=SUM(ABOVE).
• Select the currency Number format: R#,##0.00;(R#,##0.00).
• Click OK.
• The value shows as R 0.00.
19. Once values are entered, Zach will update the sum by selecting the cell and pressing F9.
20. Save the document as Invoice-student [Link].
21. Test to make sure your formula works by creating an actual invoice:
• Enter the Invoice number as 001 (2nd row, 2nd column) and today’s Date (2nd row 4th column) in
the format dd month yyyy – e.g. 26 November 2014.

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FCS Word Processing Using Tables to Organize Information
• Enter the first item and its price in the row directly under the headings Item and Price:
Item: PE-Cape Town, SA-Bus Price: 190.00
• Enter the next item in the following row:
Item: Victoria Falls Bush Romance Price: 8200.00
22. Add the total:
• Click in the total cell that currently shows R0.00.
• Press F9.
• The total should update to R 8390.00.
23. Save the document as Invoice-student [Link] and CLOSE the file.
24. Upload your solution to the SMark project FCS Word Lesson 3-3 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding.
ii. Check that you have followed the relevant Exercise instruction exactly.

J. Sorting Data in Tables

You can sort text, numbers or dates in ascending order (A to Z, 0 to 9, or earliest to latest date) or in descending
order (Z to A, 9 to 0, or latest to earliest date) in lists and tables. You can sort an entire table, based on the data
in one or more columns, or you can sort a single column without affecting the rest of the table.
1. Select the list or table you want to sort.
2. On the LAYOUT tab under TABLE TOOLS, in the Data group, select Sort.

3. Select the appropriate sort options.

4. Click OK.

Tips
You can sort by up to three columns of data in the Sort dialog box. Before beginning the sort
process, you must select the column (or columns) to be sorted.

 Exercise 3.6: Sorting Data in a Table

Zach has created a document that lists all the standard packages offered by GO-Travel. However, the
packages aren’t in any particular order, so it is not very easy to look up information. He wants you to
sort the data so it is listed in alphabetical order according to destination, with the most expensive
package for each destination first.
1. Download and open the FCS Word Lesson 3-4 data file from SMark,
StandardPackages-student [Link].
2. Sorting table data:
• Click anywhere in the table.

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FCS Word Processing Using Tables to Organize Information
• On the LAYOUT tab under TABLE TOOLS, select Sort from the Data group.
• Select the first Sort by field as Destination, Type is Text and Ascending
• Then by field is Cost (pps), Type is Number and select Descending.
• Click OK.
3. Save the document as StandardPackages-student [Link] and CLOSE the file.
4. Upload your solution to the SMark project FCS Word Lesson 3-4 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding.
ii. Check that you have followed the relevant Exercise instruction exactly.

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FCS Word Processing Using Tables to Organize Information
K. Using Tabs to Align Text
When you press the Tab key, the insertion point jumps across the line to the next tab stop. Tabs can be used to
line text up if you do not wish to use a table.
Word has default tab stops set at every ½ inch (1.27cm) from the left to the right margin — that is, every time
you press the tab key, the insertion point jumps to the right to the next tab stop. Tabs are a paragraph-level
formatting option.
You can change the default settings so the gap between each stop is a different amount; you can also set your
own tab stops at specific points between the left and right margins. There are different types of tab stops, as
described in Figure 8.5. You can add a leader character to a tab stop — a line of characters such as dots or
dashes which fill the space between the text and the tab stop. This makes text easier to read as the eye will not
inadvertently slip to the line above or below the item you are reading.

Icon Type Description

Left Text aligns on left of tab stop.

Centre Text is centred at tab stop.

Right Text aligns at right of tab stop.

Decimal Decimal point of numbers aligned

at tab stop.
Bar Vertical bar inserted at tab stop.
Figure 8.5 Types of Tabs
1. Position the insertion point where you want to set a tab stop.
2. Double click the ruler to display the Tabs dialog box – this only works if you already have a tab set on the
ruler.
3. Alternatively, you can also access the Tabs dialog box from the paragraph dialog box. In the paragraph
group, click on the dialog box launcher tool – then select tabs from the Paragraph dialog box.

Click to display the

Tabs dialog box

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FCS Word Processing Using Tables to Organize Information

Enter the position Enter new measurement

for your tab stop. to change default.

Select the type.

Delete the tab currently

selected in the tab stop
Select a leader position box.
character if
required.
Clear all user defined
tab stops. Returns to
Click to set the tab default tabs.
on the ruler.

4. Select the appropriate options.

5. Click Set to create the tab.
6. Set as many tabs as required, then click OK.

 Exercise 3.7: Using Tabs to Align Text

Zach wants to promote his bus trips, as he knows that many students will find them the most accessible
way to travel when going home for the holidays. Help him create a flyer listing the destination, duration
and cost (Figure 3.6).

Figure 3.6 Bus Trips Flyer

1. Download and open the FCS Word Lesson 3-5 data file from SMark, BusTrips-student [Link].
2. Clear all default tab stops:
• Position the insertion point at the end of the document. Open the Tabs dialog box.
• Use the Clear All button to clear any existing tab stops.
3. Set the first tab stop:
• Tab stop position: 9cm (3.54”)
• Alignment: Center
• Leader character: 2 (dotted line)
• Click Set.
4. Set the second tab stop:
• Tab stop position: 16cm (6.3”)
• Alignment: Right
• Leader character: 4 (solid line)
• Click Set, then click OK.

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FCS Word Processing Using Tables to Organize Information
5. Type the text, pressing the Tab key after the destination and after the duration, then Enter after the
price:
PE-Bloemfontein ............................................... Day ___________________________R 170
PE-Cape Town .............................................. Overnight _________________________R 190
PE-Durban ......................................................... Day ___________________________R 330
PE-George ......................................................... Day ___________________________R 105
PE-Johannesburg......................................... Overnight _________________________R 170
PE-Umtata ......................................................... Day ___________________________R 170
6. Format the text you have just typed so it is 16pt and the line spacing is 1.5.
7. Save the document as BusTrips-student [Link] and CLOSE the file.
8. Upload your solution to the SMark project FCS Word Lesson 3-3 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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4. Using Styles for Effective Formatting

A style is a set of formatting options that can be applied to text in one step. The main advantage of using styles
is that you can easily create consistency by applying the same set of formatting options at similar levels
throughout a document, without having to remember each time you format text what font it was, the point size,
the colour and so on. It is also very easy to change formatting of text that uses styles, as modifying the style will
automatically update all text using that style to reflect the changes made to the style.
Word has a range of pre-defined styles which you can apply. You can also modify these styles to suit your needs,
or create your own styles from scratch.
In this section, you will apply and modify pre-defined styles as well as creating your own.

As a user, you should be able to:

• Use the pre-defined styles to apply consistent formatting
throughout a document (A).
• Modify a style so that it has the formatting of your choice (B).
• Apply a theme to add a professional design to your
document (C).
• Create styles to add specific formatting to elements of a
document (D).

Case: Go-Travel
In this lesson, you will use styles to help Zach create an eye-catching flyer to promote travel to cities in South
Africa.

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FCS Word Processing Using Styles for Effective Formatting
A. Types of Styles
Styles can be Paragraph styles, Character styles or Linked styles.

Paragraph styles
Paragraph styles will always format the entire paragraph to which they are applied. Even if you do not select all
the text in the paragraph, the style will still update the formatting for the whole paragraph, from the first letter
on the first line of text, up to and including the paragraph mark at the end of the last line of text. Paragraph
styles can include paragraph formatting options such as those found on the HOME tab in the Paragraph group
(e.g. Alignment, Line Spacing, etc.). In the styles list, Paragraph Styles are indicated by a paragraph mark symbol
to the left of the name.

Character styles
Character styles will only affect the formatting of the selected text. The text should be selected before the style
is applied in the same way you would have to select a word before selecting the Bold button on the ribbon to
bold existing text. Character styles can include character only font formatting options such as those found on
the HOME tab in the Font group (e.g. Font size, Bold, etc.). In the styles list, Character Styles are indicated by a
lower case a to the left of the name.

Linked styles
Linked styles are applied to the selected text only. If only 1 character or one word is selected when the style is
applied, the formatting will update only for that select character or word. If the entire paragraph is selected, then
the formatting will apply to the entire paragraph. In the styles list, Linked Styles are indicated by a combination
of a paragraph mark symbol and a lowercase letter a to the left of the name.

Paragraph style

Linked style

Character style

B. Applying a Style
All text in Word is formatted with a style. By default, unless you apply a different style, text is formatting with the
Normal style. This style, unless it has been modified, is Times New Roman, 12pt, left-aligned.
The available styles can be accessed from the Home tab, in the styles group. You would apply a style when you
know you are going to use the same set of formatting options a few times in a document, for example, for all the
headings and subheadings.
1. Position the insertion point in the document (or select the already typed text) to which you want to apply the
style.
2. Select the required style or Click the More arrow to choose from the list of available styles. The list displays
the name of the style as well its appearance.

Click this
button to show
more styles.

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FCS Word Processing Using Styles for Effective Formatting
3. Click on the style you wish to apply.

 Exercise 4.1: Applying Styles

Zach of GO-Travel has realised that his expensive overseas packages will be out of the reach of many of
the people he has direct access to—the students on his university campus. However, he can offer
interesting packages and deals for destinations within South Africa that are more affordable. He knows
that students, especially, are interested in going out and having a good time, experiencing the excitement
of big city life, so he has decided to create a brochure promoting places to go and things to do in South
African cities. He has started a document, but he is not very good at applying formatting.
You decide that the best way to help him will be to apply styles to the different levels of information in
the document.
1. Download and open the FCS Word Lesson 4-1 data file from SMark, SACities-student [Link].
2. The document has been saved with Line Numbers visible in the margin. This is so that it will be
easy for you to find the line required in the exercise when applying the styles. Before saving the
document, you will remove the line numbering.
3. Apply the Title style to the first line: Our Exciting South African Cities…:
• Position the insertion point anywhere in Line 1 (Title is a paragraph style, so it will automatically
be applied to the whole paragraph.)
• Title is not visible, so you will need to click More… to see all the styles.
• Now scroll through the list of styles until you see Title and click it to it.
4. Apply the Heading 1 style to Line 5, Cape Town:
• Click anywhere in Line 5.
• Click Heading 1 to apply it (if heading 1 is not visible, click More, and scroll to the relevant style).
5. Apply the Emphasis style to Line 6, Impressive mountains…
• Emphasis is a character style, so you will first need to select the text to which you will apply it.
Select all of Line 6.
• Click on Emphasis to apply the style.

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FCS Word Processing Using Styles for Effective Formatting

6. Continue to apply styles as listed in Figure 4-1.

Line Number Style

7 Heading 2
8 Heading 3
9 Heading 4
11 Heading 3
12 Heading 4
14 Heading 3
15 Heading 4
18 Heading 2
19 Heading 3
20 Heading 4
22 Heading 3
23 Heading 4
25 Heading 1
26 Emphasis (select line first)
27 Heading 2
28 Heading 3
29 Heading 4
31 Heading 3
32 Heading 4
35 Heading 2
36 Heading 3
37 Heading 4
40 Heading 3
41 Heading 4
Figure 4-1: Line Numbers and Styles to Be Applied

7. Now remove the line numbering:

• On the LAYOUT tab, click Line Numbers (in the Page Setup group).

• Select None.
8. Save the document SACities-student [Link] but keep it open as you will be using it again in
Exercise 4.2.

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FCS Word Processing Using Styles for Effective Formatting
C. Modifying a Style
You may wish to change the formatting characteristics of a style, for example, the font, the font size, the
alignment and so on.
1. Right-click the style you wish to change, and select Modify… from the menu that is displayed.

2. The Modify Style dialog box shows details of the style’s formatting.

3. Use the Formatting tools and boxes to change the formatting in the same way as you would in the Font and
Paragraph formatting dialog boxes.
4. If you wish to change characteristics not available using these options, select the Format tool and choose
the relevant menu item.

When you are satisfied with your selections, select OK.

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FCS Word Processing Using Styles for Effective Formatting

 Exercise 4.2 Modifying Styles

In Exercise 4.1 you applied styles to the text of Zach’s promotional document. The default formatting,
however, is not exactly what is required! To be effective, this material needs to vibrant and eye-catching.
In this exercise, you will modify the styles to use bright colours and more interesting fonts (Figure 4.2).

Figure 4.2: Flyer with Modified Styles

5. Return to the SACities-student [Link], saved at the end of Exercise 4.1.
6. Change the font of the Normal style. This will change the font of all the text to which you have not
applied any other styles.
• Right-click the Normal style, then Modify.
• Select the new font as Verdana, font size 11pt.
• Click OK
7. Modify the Title style next:
• Right-Click the Title style, then Modify.
• Select the new font as Jokerman, font size 24pt, font Standard
Colour Orange.
• Click Format, Text Effects to open the format text effects task pane,
click on Shadow, then select Presets, and select Offset right under
the Outer shadow options. Click OK.
• Click OK to close the Modify dialog box.
8. Modify Heading 1 in the same way:
• Select the new font as Jokerman, font size 20pt, font colour Gold (Click More Colours, then on
the Standard tab, select Gold – the colour block in the 2nd bottom row, 2nd colour from left, click
OK).
• Turn Bold off.
• Select Format, Paragraph to open the paragraph formatting dialog box.
• Set Spacing before to 18pt and after to 3pt, then OK.
• Click OK to close the Modify dialog box.
9. Because Heading 2 and Heading 3 are based on Heading 1, they have also been modified. You
want them to be a bit different, so will modify some of the formatting options.
10. Modify Heading 2 as follows:
• Font Jokerman, 16pt, font Standard Colour Blue.
• Text effects: Shadow – Inner: Inside Diagonal Top Left pre-set.
• Spacing before 12pt and after 3pt.

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FCS Word Processing Using Styles for Effective Formatting
11. Modify Heading 3 as follows:
• Font Jokerman, 12pt, font Theme Colour Orange, Accent 6.
• Spacing before 6pt and after 0pt.
12. Modify Heading 4 as follows:
• Font Verdana, 11pt, Bold, Italic (should already be set to this).
• Font Standard Colour Dark Red.
• Spacing before 0pt and after 0pt.
13. Modify Emphasis as follows:
• Font Standard Colour Light Green.
14. As you modified each style, the text to which it was applied in the document was automatically
updated. If Zach decides the document is now too colourful, it will be easy to change by modifying
the styles again.
15. Save the document as SA Cities-student [Link] and CLOSE the file.
16. Upload your solution to the SMark project FCS Word Lesson 4-1 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

D. Applying a Theme
A theme is a set of design elements including:
• A colour scheme
• Graphic elements
• A font set
• Styles
Themes can help to create professional and well-designed documents. A theme can be applied to an existing
document, and all relevant elements and formatting will be automatically updated. Likewise, you can change
the theme by selecting a different theme and applying it.
1. On the DESIGN tab, Document Formatting group, click on the Themes ▼.

2. Click on your desired theme.

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FCS Word Processing Using Styles for Effective Formatting
E. Changing Theme Fonts and Colors
Each Theme is designed with a specific set of fonts and its own colour scheme. When selecting a theme, you
may like the colours assigned but prefer to use a different set of fonts, or you may want to change some of the
colours that are used.

Changing Theme Fonts

The Theme Fonts dictate what font will be used for the body text of a document and what font will be used for
headings that are formatted with the heading styles built in to the theme. To change the fonts being used in a
theme, after applying the Theme (as explained above):
1. On the DESIGN tab click on the Fonts button.

2. Select a font set from the list offered, or select Customize Fonts at the bottom of the menu to make your
own selections.
a. In both the Heading font and the Body font boxes, select your preferred fonts. The Sample on the
right will show a preview of your selections.
b. In the Name box, set a name for your font group and click on Save.

Changing Theme Colours

The Theme colours control the colours available in any colour selection list you use after the theme has been
applied. This is includes font colour, borders and shading colours and colours available for shapes. Figure 4.3
shows how these colour options will change when different Themes are applied.

Figure 4.3: Colour variations based on selected Theme

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FCS Word Processing Using Styles for Effective Formatting
1. On the DESIGN tab click on the Colors button.

2. Select a colour set from the list offered, or select Customize Colors at the bottom of the menu to make your
own selections.
a. Change the colour options for any of the items you need to change.
b. In the Name box, set a name for your colour scheme and click on Save.

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FCS Word Processing Using Styles for Effective Formatting
F. Creating a Style
You may wish to create a style of your own, either from scratch or based on an existing style. Once you have
created a style it will be available in the particular document on which you are working, and can then be applied
in the same way as the pre-defined Word styles.
Dialogue box
launcher.

1. On the HOME tab, Styles group, click on the Dialogue box launcher arrow. This opens the Styles task pane.

New Style.

2. At the bottom of the task pane, select New Style.

3. Enter a Name for the new style.

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FCS Word Processing Using Styles for Effective Formatting
4. Select the Style Type (the most commonly used type is Paragraph, then Character).
5. Style based on allows you to choose an existing style to start, and then add additional formatting options.
6. You can specify the style that will be used when you press Enter after applying this new style (Style for
following paragraph). This can be useful if a style, for example a heading, is always followed by another
specific style.
7. Choose the desired formatting options in the same way as when you modified a style.
8. New documents based on this template will add this style to the template on which the document is based,
which means it will be available in any other document based on that template. If you do not choose this
option, the style will only be available in the particular document in which you are currently working.
9. If you select Automatically update, the style will be automatically updated throughout the document if you
manually change the formatting of any text to which you have applied the style.
10. When you are satisfied with your selections, select OK

 Exercise 4.3: Creating and Applying a New Style

Every month, one or more of GO-Travel’s standard packages are offered at a special rate. Zach has a
list of standard packages and wants to be able to update it easily so he can see at a glance which of the
packages is on special. You decide to create a style called Special, which will be normal text, but in a
different colour. Then each month, all Zach needs to do is apply the Special style to the packages that
are on special, and Normal to any that were on special, but are not any longer.
1. Download and open the FCS Word Lesson 4-2 data file from SMark,
Packages-student [Link].
2. Create a new Style:
• Click on the Dialogue box launcher arrow of the styles group (on the HOME tab) to open the task
pane.
• Click New Style at the bottom of the task pane.

• Enter the new style’s Name as Special.

• Make the following changes to the style settings:
o Ensure that the Style is based on the Normal style.
o Change is the Font Colour to Standard Colour Orange.
o Change paragraph spacing to Before and After Paragraph Spacing as 0.4 Line.
• Click OK.
3. Now apply the style to the packages that are currently on special:
Code: bi¸ Package Name: Bali Indulgence; and
Code: woae, Package Name: Wonders of Ancient Egypt.
• Select the entire row of the first package.
• Select Special on the HOME tab, or in the task pane.
• Repeat for the second package.
4. Save the document as Packages-student [Link] and CLOSE the file.
5. Upload your solution to the SMark project FCS Word Lesson 4-2 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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FCS Word Processing Using Styles for Effective Formatting

Tips
When you use styles to format headings in a document, you can number headings
automatically with a numbering scheme of your choice. The levels of numbering are
directly related to the heading styles.

Figure 4.4: Example of Heading Numbering

6. On the Home tab, paragraph group, select Multilevel list.

7. Click a numbering format that contains the text Heading 1, Heading 2 etc.

8. To create your own numbering scheme, click Define New Multilevel list, then select the
appropriate options.

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5. Using Word for Writing

Word has a number of tools to help with writing academic reports or other long documents. These include
referencing and reviewing tools.
A table of contents is a list of the headings in a document. It gives an overview of the topics, often with the page
number for the relevant section. If you have used styles to format the headings in your document, it is very
simple to create a table of contents, as Word can generate it automatically by using the styles.
Other references that can be inserted into your documents include indexes, footnotes, endnotes, cross-
references and tables of captions (figures or tables). Once you know how to create the simpler type of references,
it is easy to follow the steps in Word’s online help should you need to create any of the more complex types of
reference.
When working on a document, it is possible to track or record the changes you make as you edit. This can be
useful if it is a document that is being edited over a period of time or by a number of different people. As well as
being able to view how the document has changed, it is possible to go back to previous versions by rejecting
changes.
You can also insert comments into a document, referring to specific text. The tracked changes and comments
can be both viewed on screen and printed out. This is especially effective when a group of people is reviewing a
document.
In this section, you will create a table of contents in a document that has been formatted using heading styles,
and insert footnotes and endnotes. You will also track changes, view and hide markup (the Word codes that
show the editing in the document) and insert comments into a document.

In this section you will learn to:

• Create a table of contents that is automatically generated from
headings formatted using styles (A-C).
• Update an existing table of contents so that it corresponds to editing
changes (D).
• Add explanatory notes and references in a document in the form of
footnotes and endnotes (E-I).
• Activate the tracking changes feature so that your document keeps
track of editing changes (J).
• Insert comments about the text into a document for others to read (K).
• View and print a document that is showing the document markup so
that changes and comments can easily be seen (L).
• Accept and reject changes so that you can control what changes are
included in a document that has been reviewed (M).

Case: Go-Travel
In this lesson, you will complete a document begun by Zach with information about GO-Travel by creating a table
of contents in it and adding explanatory footnotes and endnotes. You will then review text Zach has written for
inclusion in the campus newsletter, using the tracking changes feature to highlight your suggestions and
comments.

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FCS Word Processing Using Word for Writing
A. Inserting a Table of Contents
A table of contents (ToC) is normally included at the beginning of a long document, after the title page, to indicate
the pages on which topics can be found to make it easier for the reader to move quickly to the section or sections
they would like to go through, such as the one at the start of this document. A sample table of contents can be
seen in Figure 5.1.

Figure 5.1 Example of a Table of Contents

The easiest way to create a table of contents is format the headings in the document using the built-in heading
styles available through the Styles group on the HOME tab. By formatting all the main headings and subheadings
of the document using the different levels of heading styles, Word can then identify the headings needed for the
table of contents because the default is for a table of contents to include all paragraphs formatted with the basic
heading level styles: Heading 1, Heading 2, Heading 3 and so on.
1. Position the insertion point where you want the table of contents to appear. If the document has multiple
sections, it is best to create a separate section for the table of contents. This section,between the title
page and the actual text, is usually numbered using Roman numerals (i, ii, iii …).
2. Select the REFERENCES tab, click the Table of Contents button and select Custom Table of Contents.
There are pre-formatted options available, but selecting Custom gives you more control of the settings.

Shows what the

table will look like

Deselect if page
numbers not
required (as for
Corresponds to
Web Preview)
Heading styles 1, 2,
3 etc

Deselect if page
numbers should be Specify which styles
added directly after to include in table.
the text, not on the (See below)
right of the page

Modify styles that

Choose from will format actual
dotted, dashed, table
solid or none.

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FCS Word Processing Using Word for Writing
• Options allows you to specify at what level specific styles will be included. It also allows you to include
styles other than the default heading level styles.

3. Select the required options for the table of contents.

4. Click OK to insert the table of contents.
B. Selecting a Table of Contents
A ToC is placed into the document using a Word field. Once it is there, clicking on any of the text on the table of
contents will select the entire field. Once selected, the ToC can be changed using the formatting options
available or updated if the document has changed since the table was inserted or last updated. A selected ToC
can be seen in figure 5.2.

Figure 5.2. A selected Table of Contents

C. Formatting a Table of Contents

When you create the table of contents, you can control the appearance using the formatting options in the Table
of Contents dialog box. Formatting options include whether or not the page numbers should be displayed,
whether the numbers should be right aligned or displayed directly after the heading and the style of the leader
used for right aligned numbers, such as a dot leader. Under the General heading in the dialog box you can also
select a predefined format such as Classic, Distinctive, Formal or others.
The Print Preview area in the dialog box will show a preview of how your selections will affect your table of
contents.

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FCS Word Processing Using Word for Writing

 Exercise 5.1: Inserting a Table of Contents

Zach has a document with information about GO-Travel to which he would like to add a table of contents.
The headings are formatted using heading styles, so you can easily create the table of contents.
1. Download and open the FCS Word Lesson 5-1 data file from SMark,
GOTravelInfo-student [Link].
2. Create a separate page for the table of contents after the title page:
• Position the insertion point at the beginning of the first heading after the title page: About Travel
Agents.
• Insert a Next Page Section Break:
o On the LAYOUT tab, in the Page Setup group, click the Breaks ▼ button and select Next Page.
• Move the insertion point up to the new page – make sure that your Show/Hide tool is ON.
• Type the heading: Contents and press Enter twice.
• The new heading is using the Heading 1 style, which means it will be added to the table of
contents with the other headings using the Heading 1 style, which you do not want. So apply
Normal style to this heading, then format manually it to look like the others (Arial Black, 14pt).
3. Insert the table of contents:
• Make sure the insertion point is where you want to insert the table of contents—in the blank line
below the Contents heading.
• Select the REFERENCES tab, click the Table of Contents button and select Custom Table of
Contents.
• Select to Show levels 2.
• Word will automatically include the Title and Subtitle styles which are used on the title page.
However, you do not wish to include them, so click Options.
• Scroll down the list until you see Subtitle and Title and delete the numbers in the boxes next to
the style names, then click OK.
• Click OK again to insert the table of contents.
4. Change the format of the table of contents:
• Select the table of contents you inserted on the second page.
• On the REFERENCES tab, click the Table of Contents button and select
Custom Table of Contents.
• In the General area of the dialog box, open the Formats list and select
Simple. The Preview area indicates how the ToC will be formatted.
o Open the Formats list again and select Formal.
o Open the Tab Leader drop down list and select the dashed leader.
• Reset the Show Levels setting to 2 to see only 2 levels and click on OK.
• A message will display asking if you would like to replace the current table of contents with the
updated version. Click OK.
5. Save the document as GOTravelInfo-student [Link] but keep it open as you will be using it
again in Exercise 5.2.

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FCS Word Processing Using Word for Writing
D. Updating a Table of Contents
If you edit a document after creating the Table of Contents, you will need to update the table to ensure it is
accurate.
1. Right-click the Table of Contents to display the shortcut menu.
• Select Update Field.
• If you have only edited the body text of the document and no headings
have been added or removed, choose Update page numbers only. If
headings have been added or removed, then select Update entire table
and then click OK.

E. Inserting Footnotes and Endnotes

Footnotes and endnotes are explanatory notes or references that are added to the text of a document. They are
a type of citation that provide additional information for items in your document such as quotes, paraphrases
and summaries, but instead of a citation that refers to a List of Sources or a Bibliography, the word or phrase in
the main document is marked by a number or symbol, and the corresponding note is shown alongside the
matching number or symbol at the bottom of the page or end of the document (Figure 5.2).
The number or symbol in the body text that marks the note is entered in superscript. If numbers are used for the
notes, the numbers are assigned automatically and also automatically renumbered if new notes are added
earlier in the document or deleted later.
The note is placed at the bottom of the age (for a footnote) or the end of the document (for an endnote), below
a short horizontal line, as can be seen in Figure 5.2.

Figure 5.2 Example of Footnotes

Tips
• Superscript is formatting that makes the font slightly smaller and places the text at the top of
the typing line. This can also be used for typing text such as m2 where the 2 to denote
squared should be smaller and higher than the m for metres.
• Subscript is formatting that makes the font slightly smaller and places the text at the bottom
of the typing line. This can also be used for typing text such as h2o where the 2 to denote 2
helium molecules should be smaller and lower than the h for helium and the o for oxygen.

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FCS Word Processing Using Word for Writing
1. Position your cursor at the end of the word or phrase to which the footnote or
endnote refers. This should be directly after the word, not after the space or
punctuation mark behind the word.
2. Select the REFERENCES tab.
• You can use the Insert Footnote or Insert Endnote buttons to insert a note
without changing any options or settings.
• To change options or settings, open the Footnote and Endnote dialog box
by clicking the dialog box launcher in the bottom right corner of the
Footnotes group.
3. Choose Footnotes if you want the note to appear on the same page as the text
and Endnotes for it to appear later in the document.
• Footnotes have the option of being placed at Bottom of page or Below text.
• Endnotes can be placed at End of document or End of section.
4. Choose your desired Format options.
5. Then select Insert.
F. Formatting Footnotes and Endnotes
By formatting footnotes and endnotes you can control the number style or set a custom symbol as well as control
the starting number and whether numbering should be continuous throughout the entire document or restart on
each page or in each section.
1. Place the cursor in the footnote/endnote text, below the short horizontal line.
2. Click the dialog box launcher in the Footnotes group to open the Footnotes and Endnotes dialog box.
3. Adjust the relevant Format options.
4. Click OK.
G. Deleting Footnotes and Endnotes
To delete a note, you delete the note reference mark, which is the symbol or character in the document window,
not the text in the note.

1. Select the Note Reference Mark of the note you want to delete.
2. Press DELETE.
H. Converting Footnotes and Endnotes
It is easy to convert your footnotes to endnotes or your endnotes to footnotes as Word
supplies a button for this in the Footnotes and Endnotes dialog box, however, you cannot
convert individual notes. The available options, as seen below, only allow you to convert
all footnotes to endnotes, all endnotes to footnotes or to swap them around:
1. Place the cursor in the footnote/endnote text, below the short horizontal line.
2. Click the dialog box launcher in the Footnotes group to open the Footnotes and Endnotes dialog box.
3. Click the Convert button.
4. Select the desired option.
5. Click OK.

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FCS Word Processing Using Word for Writing
G. Moving and Copying Footnotes and Endnotes
1. Select the Note Reference Mark in the document text of the note you wish to move or
copy.
2. To move the note, Cut the note reference mark; to copy the note, Copy the mark.
3. Go to the new location and Paste the note reference mark next to the text to which it
now refers.

 Exercise 5-2: Managing Footnotes and Endnotes

In Zach’s information document there is a space for comments from his clients. He has not yet entered
these comments, but wants to add a footnote explaining where they come from. He also wants an
endnote referring to the standard packages listed in the document.
1. Return to the GOTravelInfo-student [Link], saved at the end of Exercise 5.1.
2. Insert a Footnote:
• Position the insertion point in the blank line after the heading:
What GO-Travel’s Clients Say
• Select REFERENCES tab and click the dialog box launcher in the Footnotes group.
• Set the footnote options
o Select the option for Footnotes: Bottom of page.
o Leave the defaults settings as:
o Number format 1,2,3…
o Click Insert.
• The insertion point moves to where the footnote symbol has been inserted at the bottom of the
page. Enter the text for the footnote:
Zach of GO-Travel has collected these comments from satisfied clients over time
3. Insert an Endnote:
• Position the insertion point at the end of the heading: Standard Packages.
• Select REFERENCES tab and click the dialog box launcher in the Footnote group.
• Set the endnote options:
o Select Endnote End of document
o Click the Symbol button and select ♥.
o Click OK, Click Insert.
• The endnote is inserted at the end of the document, with the same symbol. Enter the text:
Packages can change from month to month, so please check with GO-Travel for the latest
information
Tip
If you hover the mouse over a footnote or endnote marker, the note text is displayed as a ScreenTip.
4. Scroll up to see the footnote mark under the heading What GO-Travel’s Clients Say and hover your
mouse pointer over the mark. The footnote text is displayed in a ScreenTip above the mouse
pointer.
5. Insert another Footnote:
• Position the insertion point at the end of the first paragraph below the About GO-Travel heading,
between the word prices and the full stop.
• Select REFERENCES tab and click the dialog box launcher in the Footnotes group.
• Accept the default options:
o Footnotes Bottom of page
o Number format 1,2,3…
o Click Insert.
• The cursor is moved to the footnote area. Because there is already another footnote on this
page, lower down the page than this new footnote, the existing footnote is automatically
renumbered to a 2 and the new footnote is inserted above it with the number 1. Enter the text
for the footnote:
Our prices are the best in town
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FCS Word Processing Using Word for Writing
6. Delete a Footnote:
• Double click on the 1 in the footnote area and you are automatically moved up in the document
to where the related footnote mark was inserted, between the word price and the full stop.
• Select the mark between the word price and the full stop and press the delete key to delete the
footnote. The footnote mark is deleted and so is the entry in the footnote text area and the other
footnote (for the client comments) is renumbered to 1.
7. Save the document as GOTravelInfo-student [Link] and CLOSE the file.
8. Upload your solution to the SMark project FCS Excel Exercise 5.1 and CHECK the feedback report,
to ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

I. Tracking Changes while you Edit

Track Changes is a feature that marks all changes, whether those are editing,
adding, deleting or formatting of existing content in the document. The changes
could be made by you, as the original author, or by others who have been sent the
document for reviewing.
1. To turn Track Changes on: On the REVIEW tab, click the Track Changes
button. This is a toggle button, so once it is clicked it will be highlighted on
the ribbon
2. To turn Track Changes off, you click the button again.
Once Track Changes has been turned on, all changes are marked in the document.
How these changes are displayed (called markups) is controlled by the Display for
Review option in the Tracking group on the REVIEW tab. The options here are:
• Simple Markup: changes are indicated with a vertical line in the left margin
of the document with no indication of the actual changes. Any comments
are displayed to the right.

• All Markup: Displays all changes and comments. Changes by different people will be displayed in
different colours, deletions are shown with a line through the text, additions are shown underlined and
formatting changes are detailed in the right hand pane. Comments and formatting changes are displayed
to the right.

• No Markup: Displays the document as a final copy (with changes shown as final with no indication of
what was changed). Comments are not displayed.

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FCS Word Processing Using Word for Writing
• Original: Displays the original document (with none of the changes displayed). Comments are not
displayed.

The Show Markup menu lets you control the way changes or comments appear in the
document. The markups can appear as balloons, inline or shown only with comments
and formatting in balloons. You can modify the appearance of changes by enabling
and disabling any combination of comments, ink, insertions, deletions and formatting.
When several people have made changes in a document you can control whose
changes are displayed using the Specific People option.
The Reviewing Pane button can be used to display a pane on the left or along the
bottom of the screen that details the changes made. This pane will display all changes
made as well as any comments and will include the details of the person who made
the change or added the comment. A summary at the top of the pane shows the number of revisions that were
made and can be expanded to show the details of the different types of revisions.

J. Inserting Comments
A comment does not form part of the text of the document, but it allows you or any document reviewer to make
a note about the text that can be viewed and printed. Comments are displayed on the right of the document and
include the name of the person who added the comment. You can also use the Reply option in an existing
comment to give feedback on a particular comment. Comments can be deleted or marked as done.

To insert a comment:
1. Select the text you want to comment on or click at the end of the text.
2. Select REVIEW tab and click the New Comment button.
3. A comment balloon is displayed to the right of the text.
4. Enter your comment in the comment balloon.
Navigating between comments:
On the REVIEW tab, in the Comment group, there are buttons for adding a New Comment, deleting a comment
or moving quickly to the Previous or Next comment.

1. Click on Previous to return to the previous comment or Next to move forward to the next comment.
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FCS Word Processing Using Word for Writing
K. Showing and Hiding Changes and Comments
The tracking of changes and comments in a document is called the document
Markup. Changes are always recorded when tracking is turned on, but you may not
always wish to view the changes. You can control which changes (if any) are visible
using the Show Markup option.
1. On the REVIEW tab, click the Show Markup button.
2. Ticked options indicates what type of changes are displayed. Click a ticked
option to deselect it or an unticked option to select it.
3. If you want to see detail about the changes and comments, click to select All
Markup (Display for Review options, REVIEW tab in the Tracking group) or
activate the Reviewing Pane.

 Exercise 5.3: Tracking Changes and Inserting Comments

Zach has been asked to include a few paragraphs in the campus newsletter about his business. He wants
you to review what he has written. You decide to track the changes, so that he can choose whether or not
to include your suggestions.
1. Download and open the FCS Word Lesson 5-2 data file from SMark,
AboutGOTravel-student [Link].
2. Ensure that any changes you make in your document are visible:
• Select the REVIEW tab and click the Track Changes button. (If a menu appears, you have clicked
on the and you will need to click Track Changes in the menu.)
• Ensure that the details of the changes will be displayed in your document, by selecting All Markup
in the Display for Review options.
3. Edit the document:
• In the second paragraph in the phrase
…make it easier for you by arranged the flight bookings…
change arranged to arranging
• In the second paragraph in the phrase
… can make or mar a trip.
change mar to break
• In the last paragraph where it reads
This is possible because GO-Travel has direct links to the national parent company,
change the to our, so it reads …to our national parent company…
4. Add two comments:
• Position the insertion point at the end of the word operate in the final paragraph of the document
and add a comment:
• Select REVIEW tab and click the New Comment button.
• Enter the comment text:
Keep this one!
• Position the insertion point at the end of the document and add a comment:
• Select REVIEW tab and click the New Comment button.
• Enter the comment text:
As your market is mainly students, maybe you should include something about affordable bus
trips and cheap holidays in SA?
5. Save the document as AboutGOTravel-student [Link] but keep it open as you will be using it
again in Exercise 5.4.

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L. Reviewing Tracked Changes
If a document has been edited with track changes activated, you can then choose which changes to accept, and
which to reject.
1. On the REVIEW tab click Next or Previous in the Changes group, depending on
which direction you want to go in the document.
2. The next or previous change (or comment) will be selected.
3. If you want to incorporate the change into your document, click the Accept
button (also in the Changes group).
4. If you want to go back to the unedited version and not include the change click Reject button.
5. If you want to cancel a comment, click the Delete button in the Comments group.
6. By clicking the arrow below (or next to) both the Accept or Reject buttons, you have the option to Accept
All Changes or Reject All Changes at once.

 Exercise 5.4: Reviewing a Document with Markup

Show Zach how to include or reject the changes you have suggested to his document.
He has decided to accept the changes you made, and that he will also add some information as you
suggested in your comment. You will delete the comment, and he will add the new information later.
1. Return to the AboutGOTravel-student [Link], saved at the end of Exercise 5.3.
2. Accept a tracked change:
• Make sure your cursor is positioned at the top of the document.
• On the REVIEW tab, click Next in the Changes group.
• Accept this change (arranged to arranging) by clicking Accept once to accept the deletion of the
word arrange and again to accept the addition of the word arranging.
3. Continue with accepting or rejecting of changes:
• Word should automatically advance to the next change in the document (changing mar to
break). If this next change it not highlighted, click Next.
• Reject this change (mar to break) by clicking Reject twice – once to reject the deletion of mar
and again to reject the addition of the break.
• Word should automatically advance to the next change in the document (changing the to our). If
this next change it not highlighted, click Next.
• Accept this change (the to our) by clicking Accept once to accept the deletion of the and again to
accept the addition of the our.
4. Zach decides to keep the 1st comment but disagrees with the 2nd comment, so will delete it from the
document.
• Word should automatically advance to the 1st comment attached to the word operate. If not,
click Next.
• When you want to leave the change or comment as is, just click Next to move to the next
change.
• Word should advance to the comment at the end of the document. If not, click Next again.
• Delete the comment by clicking on the comment balloon to select it, and then click the Delete
button in the Comments group.
5. Save the document as AboutGOTravel-student [Link] and CLOSE the file.
6. Upload your solution to the SMark project FCS Word Lesson 5-2 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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 Being Professional

6. Being Professional

In order to ensure your document is viewed as professional and polished, Word includes a number of Proofing
Tools to help you ensure that spelling and grammar errors are kept to a minimum, as well as providing an
extensive Thesaurus to assist when you need to find alternatives ways to say something. In addition, the
AutoCorrect features will help you to set up automatic corrections for common typing errors and misspelled words
or the automatic insertion of symbols and the “translation” of abbreviations to full words or wording, such as
having NMU automatically converted to Nelson Mandela University each time it is typed into a document.
It is always good practice to proof a document properly before sending the final version out to the recipients.
While the tools discussed in this section can help to find most problems, not all errors will be identified by using
them, and a document should always be given to someone else to be proofread, with this person carefully reading
each word and checking all punctuation to look for errors that were not identified by the built-in proofing tools.

In this section you will learn to:

• Use the Spelling and Grammar feature (A).
• Use the Thesaurus.
• Configure the AutoCorrect Options.

Case: Go-Travel
In this lesson, you will ensure that Zach’s document about GO-Travel has no spelling or grammar errors and
presents a professional and polished image to prospective clients. You will also set AutoCorrect options to make
typing of future documents easier.

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A. Using Spelling and Grammar Checking
The Spelling and Grammar feature in Word is automatically activated by default, so spelling and grammar is
checked as you type. Any misspelled words will be underlined with a red wavy line and grammar errors with a
blue wavy line.
There may be times when Word marks a word as being incorrectly spelled when it is in fact correct. This is
because the word is not included in the current dictionary in use. This is common with names of people and
places and also when typing South African English when the American dictionary is in use. When this happens,
you can either tell Word to Ignore the error, as it is in fact not an error, or you can elect to Add to Dictionary so
the word is not queried again in the future. Be careful when adding words to the dictionary to make sure that
they are in fact correctly spelled, as, although the dictionary can be edited, it is a tedious process to remove
words that have been added in error that needs to be done through the File, Options, Proofing settings.
The Proofing Tools can be found on the REVIEW tab, in the Proofing group.

 Exercise 6.1: Check Spelling and Grammar

Zach has a new special that he want to let his clients know about. He has typed a letter that must be
sent out and needs to ensure that it presents the professional image he wants to maintain for his
company.
1. Download and open the FCS Word Lesson 6-1 data file from SMark,
GOTravelFinal-student [Link].
2. The document contains a number of obvious spelling and grammar errors that are highlighted with
either blue or red wavy lines.
3. The first error is in the salutation, with the word Deer (underlined with a blue wavy line suggesting
that there is a grammar error here)
• Place your mouse pointer over the word and right-click.
• The correct term of Dear is suggested. Click on it to have the grammar error corrected.
4. The next error is pochefstroom, underlined with a red wavy line.
• Right-click the word
• Select the suggested correction of Potchefstroom.
5. The next error is the word Greftions. This word is spelled correctly so we do not want to change it.
We do not want to add it to our dictionary as it is a proper noun that we do not use often. The word
is also used again later in the document (in the last paragraph) and we want to ensure that all
occurrence of the word in this document as seen as correct.
• Right-click the word Greftions and select the option Ignore all.
• Both entries of the word are now no longer underlined with a red wavy line.
6. The last error is the word cofim:
• Right-click the word and Word suggest a number of different options for what you may be trying
to say here.
• In the list, select confirm to replace the error with the correct word.
7. Zach has decided that the word attractive in the second paragraph is not quite the word he wants to
use and he would like suggestions for alternatives.
• Click on the word to place the cursor in the word.
• On the REVIEW tab, click the Thesaurus button.
• A list of synonyms is displayed in the pane on the right of the screen.
• Then right-click on appealing and select Insert to replace attractive with appealing.

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• Close the Thesaurus pane using the cross in the top right corner of the pane.
8. Instead of moving from one wavy line to another, it is actually much better to check the whole
document:
• Position your cursor at the top of the document (Ctrl-Home is a useful shortcut).
• On the REVIEW tab, click on the Spelling & Grammar button – a side-bar opens.
• Each spelling or grammar issue automatically identified appears on the side-bar and you can
chose to Ignore, Ignore All, Change, Change All, etc., depending on what needs to be done –
please note that thought is needed here – do not just click your way through the list!
• Once all issues have been handles, you will receive a message stating that The Spelling and
Grammar check is complete.
• If you make any additional changes to the document, always redo this step, before you save and
close your documents.
9. Save the document as GOTravelFinal-student [Link] and CLOSE the file.
10. Upload your solution to the SMark project FCS Word Lesson 6-1 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

B. Configuring AutoCorrect Settings

In the Word Options dialog box (accessed through File, Options), the Proofing settings include the options for
using AutoCorrect. AutoCorrect already includes a number of preset corrections, such as the automatic
replacement of (TM) with ™ each time you type it.

You can define your own AutoCorrections by setting them up using the Replace and the With boxes.
1. Select the FILE tab and then Options.
2. Click Proofing in the left hand panel.
3. Click the AutoCorrect Options button.
4. In the Replace box, type the item that should be automatically replaced (such as NMU)

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5. In the With box, type the text the item should be replaced with (such as Nelson Mandela University)
6. Click the Add button.
7. Add as many entries as needed using steps 4 to 6.
8. When you have finished defining all the AutoCorrect entries you would like to set up, click OK to close the
AutoCorrect dialog box and the OK again to close the Options dialog box.

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PROJECTS
Project 1. Friendship
In this project you will use your learned operating skills to format an existing document to make it more
professional looking, as indicated in Figure 1.

Figure 1 Forming Friendships solution

1. Download and open the FCS Word Project 1 the data file from the system
[Link]
Only change the filename if you have downloaded more than once; there should be no version number
– e.g. (1) – in the filename; otherwise do not change the filename.
2. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters.
3. Replace the words: Forming Friendships on the 1st page with WordArt (using the same text). Format the
WordArt heading as follows:
• Style: Gradient Fill: Blue, Accent 1; Reflection
• Resize the text box to be wide enough so the next paragraph is below the WordArt heading, and
not next to it
• Transform the shape of the WordArt to Double Wave 1
4. Add a next page section break before the heading Red avadavats huddle together for comfort
5. Add a box page border around the first page of the document (as the first page is a section on its own
now, select to apply the border to the first section). Do not change any of the default border values.
6. Vertically align the text on the 1st page (only) so that it is in the middle of the page.
7. Change the first letter of each of the paragraphs under the heading starting Red avadavats huddle….to
be a Dropped Cap letter. The paragraphs under the other headings should not be changed.
8. Change the layout of the text (heading and paragraphs) starting from the heading Mutual grooming gains
new friends and allies up to the paragraph before the heading The harmonious lives of the hyraxes as
follows:
• Content to be displayed in 2 columns, with a line between the columns
From the heading The harmonious lives of the hyraxes the document should be in 1 column again.
9. The document already contains an image. Use text wrapping to position the image on the right of the
text starting Family group. (as shown below). Do not resize the image.

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10. A table already exists on the last page of the document. Use table related tools to change the table to
look like the table shown below. (Note: Do not change the column widths or row heights). The changes
needed are in terms of splitting and merging of cells, as well as cell vertical alignment, but do not change
the alignment of row 1.

11. Use a tool to add the current date (apply the YYYY/MM/DD format) as a left aligned header to the
document. The header should only start on page 2 of the document (do not make use of the method of
specifying that the first page of the document should have a different header).
12. Add a page number to the footer of the document – use the Accent bar 2 style. The footer should be
displayed from page 2 onwards, but format the number to ensure that the second page is shown as page
1.
13. Word might identify some words (e.g. avadavats, allopreening and vervet) as spelling errors. This is not
the case – use the appropriate tool to ignore the spelling of these words in the whole document.
14. Save your edited document as Friendship-student [Link] and CLOSE the file.
15. Upload your solution to the SMark project FCS Word Project 1 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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Project 2. Electronic
In this project you will create a report on Electronic Commerce. The information has already been prepared for
you and saved into a Word document. However, the document requires extensive formatting to make it
presentable, as shown in Figure 2.

Figure 2 Report on Electronic Commerce

1. Open the [Link] starter file from the FCS Data Files\Word\Project 02 folder and save it as
Electronic-student [Link].
2. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters.
3. Create a title page that:
• is a separate section;
• contains the first heading Electronic Commerce, formatted to be 24pt and horizontally centred;
• a subtitle with your name, student number and the date, each on a separate line and formatted
to be 16pt and horizontally centred;
• is vertically centred; and
• has a shadow page border (only on the title page). The border should be a shadow, width 3pt
and colour: gold (click on More Colors, gold is in the second last row, second column).
4. Create the following header for the document (not on the title page):

Electronic Commerce
The line border should be Automatic Black with the width of ½ pt.
5. Create a footer that appears on every page except the title page, with the page numbering starting at 1
on the first page containing the footer:
Name, Student Number Date Page x of y
• Enter your name and student number in the usual way and press the Tab key.
• Select to insert the current date from the ribbon and press the Tab key.
• To get the Page x of y section of the footer (for example page 2 of 13), type Page, press the
spacebar, then select Quick Parts in the INSERT group. Select field, select Page.
• Press the spacebar, type of, press the spacebar again. Now repeat the process and select the
NumPages field.
• Format the page number to start at Page 1 of … on the 2nd page of the document.

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6. Create a new section, starting a new page at the heading How does e-commerce work? Change the
header for this section to:
How Electronic Commerce Works
7. Insert a blank, landscape page after the text under the heading What can you buy online? On this page,
insert a picture of the SARS home page, using [Link] from the FCS Data Files\Word\Project 02 folder.
8. Add the image of the [Link] home page on Page 2, after the paragraph starting Some products
are more suitable… The image is stored as [Link] from the FCS Data Files\Word\Project 02 folder.
Set the text wrapping for the graphic to be either Square or Top and bottom and position the graphic
below the text.
9. Add the graphics for the certification authorities next to each other at the end of the document (below
the text): [Link] and [Link] from the FCS Data Files\Word\Project 02 folder.
10. Create a new page at the end of the document, with no header and a different footer from the rest of
the document. This is necessary as this last section of the report will sometimes be printed separately
from the rest of the document.
• Create a footer for this final section that reads:
Source: [Link]
• Insert a WordArt heading (you can use any style and shape) and use the Top & Bottom Wrap
Text setting and ensure that the text is all on one line as shown below:

• Press enter to create blank line below the WordArt.

• In the next line, insert text (excluding the heading) from the file Online [Link] from the FCS
Data Files\Word\Project 02 folder. Insert all the text, including the table from the first
paragraph (According to a report…) to the end of the last paragraph (…and Ascot Direct (online
health and beauty store)).
• Format the first three paragraphs (all the text before the table) into two columns, with a line
between.
• Format the text after the table into three columns and hyphenate the text to neaten the column
edges. On the last page, ensure the text is in 3 columns of even length (see Exercise 1.5 for
how).
• Start each of the following paragraphs with a dropped capital:
o First paragraph, starting According to a report…, using the default 3 lines.
o First paragraph after the table, starting Online retail figures…, using only 2 lines.
• Insert a picture of the Ascot Direct (Ascot [Link] from the Starter Files\Word\Project 02
folder) home page into the middle column on the 2nd last page, near the bottom, above the
paragraph starting Goldstuck says that…. Format the picture so that text wrapping is Square,
and the image is cropped to show only the logo and part of the page (about half of the original
picture).

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11. Use a table to create the following form at the end of the document. Remember to make sure the rest
of the page where you insert the table is set to only 1 column width. The shading in the top and bottom
rows is Gold and Light Yellow in the Online Retail Activities row. The checkboxes come from the
Wingdings font, and are inserted as a symbol. Start with a table of 5 columns and 11 rows, merging and
splitting cells as required. Make the font size 10 pt.
Online Retail: FEEDBACK
Name:
Email:
Online Retail Activities
How often?  daily  weekly  monthly  less than once a
month
What?  banking  groceries  books  music
 other

Favourite online retail site:

12. Save your edited document as Electronic-student [Link] and CLOSE the file.

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Project 3. Websites
In this project you will edit a multi-paged document on Web Sites and Digital Media. You will add a title page,
insert relevant headers and footers, add graphics and format parts of the document, as shown in Figure 3.

Figure 3 Document: Web Sites and Digital Media

1. Download and open the FCS Word Project 3 data file from SMark
[Link]
Only change the filename if you have downloaded more than once; there should be no version number
– e.g. (1) – in the filename; otherwise do not change the filename.
2. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters.
3. Create a title page as a separate section that includes:
• A WordArt title reading Web Sites and Digital Media. Format the WordArt heading as follows:
o Style: Gradient Fill: Purple, Accent colour 4; Outline: Purple, Accent colour 4
o If necessary, resize the text box to be wide enough so the next paragraph is below the
WordArt heading, and not next to it – the width should be 17 cm and the height 3.39 cm.
o Transform the shape of the WordArt to Fade Right
• The title should be horizontally centred and vertically aligned at the bottom of the page; and
• A Shadow page border (only in this section). Do not change any of the border settings.
4. Create a header that appears on every page except the title page. Select to Edit the header, then select
Title from the Document Info tool. Ensure that this header text is right aligned. Do NOT use the Different
First Page tool.
5. Create a footer that appears on every page except the title page, containing the relevant topic (Web
Pages and Web Sites) left aligned and a right-aligned page number (using the current position tool). The
page number must use the pre-set setting named Plain number, Brackets and start at 1. Use tabs to
get the alignment but use the default tabs – do NOT add any new tab settings and do NOT use the
Different First Page tool.

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6. Locate the heading Digital Media. Ensure that it is at the top of a new page in a new section, with the
footer changed to reflect the change in topic. Check that your page numbers follow correctly and format
the page number appropriately if not.

7. Format the text from the heading The Internet and the World Wide Web until the paragraph ending …to
avoid distraction (just before the heading Digital Media) so that it is in two columns with a line in between.
8. Insert the image of HTML code ([Link] from the FCS Data Files\Word\Project 03 folder) on page 1, at
the start of the paragraph starting A collection of related … Set the text wrapping for the graphic to be
Top and Bottom.
9. Manually balance the text on page 4 (last page of two columns) so that is in two even columns – insert
a Column Break at the start of the bullet Protect your privacy ….
10. Insert the image of a paint package ([Link] from the FCS Data Files\Word\Project 03 folder)
into the paragraph under the heading Vector or Object-oriented Graphics Set the text wrapping to be
Square and resize to width 6.25 cm (height should automatically adjust to 6.36 cm). Then position the
image at the right of the paragraph, against the right margin.
11. Before the next heading 3-D and Virtual Reality, add the heading: Comparison of Graphic Formats.
Format the text to be Arial, 14pt, bold.
12. Below this new heading, in a blank paragraph:
• Select the paragraph marker and select the Normal style text.
• Insert a table, then use it to enter the following information:
Bitmap [Link] 5626 KB
GIF [Link] 873 KB
Paint Shop Pro [Link] 5812 KB
JPEG [Link] 467 KB
TIFF [Link] 5840 KB
13. Sort the table (using the appropriate command) so that the different formats are arranged with the
smallest file first (i.e. sort by Number):
JPEG [Link] 467 KB
GIF [Link] 873 KB
Bitmap [Link] 5626 KB
Paint Shop Pro [Link] 5812 KB
TIFF [Link] 5840 KB
14. Check the spelling in the document, ignoring names of items not in the dictionary and grammar
suggestions – assume that they are spelt correctly.
Tips:
• Remember to go to the top of the document to start the check from the top.
• If you make any changes to the document (e.g. after feedback from SMark), ALWAYS re-run the
spell-check as a final task before re-saving.
15. Save your edited document as WebSites-student [Link] and CLOSE the file.
16. Upload your solution to the SMark project FCS Word Project 3 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.

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Project 4. Modify Electronic (Project 2)
In this project you will modify the document you created in Word Project 2, using styles and document writing
tools to improve its appearance, as shown in Figure 4.

Figure 4 Report on Electronic Commerce with Styles and Reviewing

1. Return to the Electronic-student [Link], saved at the end of Project 2.

2. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters.
3. Choose the option to track changes – and select to display All Markup.
4. Apply styles as follows:
• Electronic Commerce, title page: Title style.
• Your name, student number and the date, title page: Subtitle style.
• All headings from Introduction on page 1 to What are the dangers when buying products
online? (probably on the third last page) Heading 1 style.
5. Apply the Circuit theme to the document.
6. Modify the Title and Subtitle styles from the default theme settings to the following:
• Change the Title style to be Comic Sans, 20 pt, bold, centred.
• Change the Subtitle style to be Comic Sans, 14 pt, centred.
7. Create a separate section for the table of contents with the heading: Contents.
• Insert a new section (must have a new page for this section) between the title page and the
Introduction and remove the new page’s header remember to unlink!).
• Type the heading Contents on this new page and press enter twice.
• Create a new style for the heading called Contents Heading, (that is based on the Heading 1
style). It should be in Corbel font, 16pt, spacing before 12pt, same colour as Heading 1 with
spacing before 12pt, and left justified. Apply this style to the new heading.
• The page numbering in the footer of the Contents section should start at page 1, and the
numbers should be lower-case Roman numerals, i.e. page i of 10.
• Insert a custom table of contents, using the Distinctive style that shows entries for all level 1
and level 2 headings (those using the Heading 1 and Heading 2 styles). Each entry should show
the page number on the right with a dot leader between the text and the number. Exclude the
contents heading style from the table of contents.

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8. Insert a footnote in the last paragraph after the heading What are the dangers when buying products
online?, after the sentence Customers should only buy from e-commerce sites where the site specifically
states its security levels used, usually in the Security or Privacy links on the home page of the site.
• The footnote should appear at the bottom of the page, numbered 1 and read:
Secure sites usually have a padlock symbol in the status bar.
9. Add a comment in the first paragraph of the next page:
The next two pages can be printed separately as a survey.
10. Save the document as Electronic-student [Link].
11. To finalise the document:
• Re-Save the document as ElectronicFinal-student [Link].
• Review and accept all the editing changes you have made, then save the document again as:
ElectronicFinal-student [Link] and CLOSE the file.

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Project 5. Modify WebSites (Project 3)
In this project you will modify the document you created in Word Project 3, using styles and document writing
tools to improve its appearance, as shown in Figure 5.

Figure 5 Report on Web Sites and Digital Media with Styles and Reviewing

1. Download and open the FCS Word Project 5 data file from SMark
[Link]
Only change the filename if you have downloaded more than once; there should be no version number
– e.g. (1) – in the filename; otherwise do not change the filename.
2. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters.
3. Choose the option to track changes – and select to display All Markup.
4. Apply the Wisp theme to the document.
5. Apply styles as follows to the text:
• Heading 1 style to the headings: Web Pages and Web Sites (pg 1), Digital Media (page 5) and
References (page 7).
• Heading 2 style to all the other headings in the document.
6. Edit the Heading 1 style, so that the text is Standard Colour: Red, based on the Normal style. Note that
Heading 2 should remain Automatic Black –based on the Heading 1 style – check the setting for the
based on … in the Modify pop-up window.
7. Add a table of contents to the document:
• Create a separate section for the table of contents with the heading: Table of Contents, as the
2nd page of the document, with no header – Tip: If you accidently remove the header of the
next section, click on UNDO to return to the original status and then think carefully before you
click on the relevant Link to Previous button.
• Create a new style for the heading called Contents Heading, that is Arial, bold, 14pt, Automatic
Black, spacing before 12pt, spacing after 12pt, and left justified, based on the Heading 1 style.
Apply this style to the heading. (Note that because you should be in Track Changes mode, your
heading will probably show a different colour, make sure that your settings are correct). Tip:
Click on the grey line in the left margin to see what it actually looks like and then click on the
red line in the margin to return to see the Tracked Changes.
• The page numbering in the footer of the Contents section should start at page 1, and the
numbers should be lower-case Roman numerals, ie [i]. Tip: Make sure that the 2nd page footer
is not linked to the footer of the 1st page AND the 3rd page.
• Insert a custom table of contents that shows entries for all level 1 and level 2 headings (those
using the Heading 1 and Heading 2 styles). Use the Classic format. Exclude the contents
heading style from the table of contents.

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8. Create a new style called Quotes. It should be indented 1.02 cm on both the left and right, Arial 10pt,
italics, based on the Normal style. Apply it to the first paragraph after the heading The Internet and the
World Wide Web on page 1.
9. Insert an endnote after the word scientists in the following paragraph The Internet was begun by a
small group of scientists… (Tip: No space between the end of the word and the endnote number). The
endnote should appear at the end of the document and look like this:

10. Because changes have been made to the document, you need to re-run the Spelling & Grammar Check
to ensure that all grammar checks and the spelling of names are ignored.
11. Save your edited document as WebSitesMod-student [Link] and CLOSE the file.
12. Upload your solution to the SMark project FCS Word Project 5 and CHECK the feedback report, to
ensure that you completed this set of exercises 100% correctly. If not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly.
13. To finalise the document:
• Copy the above document and rename the copy as WebsitesFinal-student [Link].
• Open the new file in MS Word.
• Review and accept all the editing changes you have made, then save the document again as:
WebsitesFinal-student [Link] and CLOSE the file.

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 References

References

Microsoft Office 2007 Online Help

Microsoft Office 2010 Online Help
Microsoft Office 2013 Online Help
Microsoft Office 2016 Online Help

References 85