How to use this book

How to use this book

In every module, look out for these features:
Module objectives: This table shows you the key things that you will learn in this module.

In this module, you will learn how to: Pass/Merit Done?

1 Create a plan fora presentation P

Recognise and select appropriate source

2 P
materials

Key terms: These boxes

Key term Pass/Merit: This shows you the level of all of
provide with you definitions the activities in the book.
of words that may be Text style: this is

important or useful. how text will look.

It includes the
font style, size a nd
colour. Skill box: These boxes contain activities for
you to test what you have learnt.
Did you know?: These Skill 1
Did you know?
boxes provide interesting
information and More than 30 million
opportunities for further presentations are Watch out!: These
research. created each day boxes help you to avoid WATCH OUT!
using Microsoft making mistakes in your Be careful
PowerPoint. work. when using the
‘Replace All1
option as you
Tip: These boxes give you Tip might end up
handy hints as you work.
Greater than 100 is
replacing parts of
words rather than
written as >100.
whole words.

Challenge: These activities are more difficult and

extend beyond the syllabus.
Stay safe!: These boxes Stay safe!
Challenge contain important
e-safety advice. When using
Scenario: These are tasks that help you practise
the internet for
everything you have learnt in the module in a research, make
“real-life” situation. sure that you
Scenario only use trusted
websites.
School library
Documents for a purpose 1
In this module, you will learn how to: Pass/Merit Done?
Create anc format text that is suitable fora particular
1 P
purpose
Adjust properties to allow graphics, or other objects, to
2 P
fit correctly within the document
3 Insert a table into a document P
4 Use advanced formatting features M

5 Use page-formatting options M

6 Adjust page formatting for a specific audience. M

In this module, you are going to develop your skills in creating documents for a purpose,
Did you know?
that will help you work towards your final project. The aim of the project will be to
Microsoft Word improve the layout of your school's guide to the internet. The guide will be used atone of
used to have a little the school’s internet events, so it will need to be well presented!
assistant called To enable you to do this, you are going to need to use some advanced formatting
Clippy to help techniques to create clear and well-designed documents. You will learn to format both
you on-screen. the text and the page itself, to make the document more appealing to your audience. This
Clippy looked like will include inserting tables and [Link] points into a document.
a paperclip. Some
people loved Clippy You will also .earn about:
but others felt he • how to use the fl nd a nd replace too I
was an irritation.
• how to add hyperlinks to a document
Clippy was retired
* how to add a cover page to a document.
along with the 2007
version of Wo rd.
<
*

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 1 Documents for a purpose

Before you start

You should know how to:

* type text into a document

• insert images into a document
• format text in a document, including the font style, size and colour
* underline text or change it to bo.d or italics.

Introduction
It is an important and extremely useful skill to be able to create a formal-looking
Key term
document, t takes a lot of experience and hard work to learn how to successfully
create effective types of text styles, howto place images in suitable locationsand how Text style: this is
to use white space effectively. If you can create a formal-looking document, you can how text will look.
create a great impression on your teachers and even future employers that will have It includes the
a lasting impact, t will show anybody reading your document that care and attention font style, size and
has gone into the making of it. It is likely that you will need to experiment with different colon r.
text styles and placement of images, to find the best style and layout for the content im
your document. The type of style and layout that you choose will often depend on the
audience accessing it, as well as the intended purpose of your document.

Skill 1 Key term

Setting and using text styles Formatting:

changing the style
When you create a document, you might find that you are setting the same text of text and images.
formatting options repeatedly. For example, whenever you type a new title, you might L

need to change the font size, font style and font colour to the specific settings that you
have chosen for your title.
It is really useful to create a text style that applies all these settings at once. People
usually create a text style far their tit.e and the main body of their text. However, you
could create many different styles for different purposes, including subheadings and
sections of text that you want to emphasise.

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 To create a new text style you should:
Key terms
1 Click on the Home tab and click on the arrow at the end of the ‘Styles’ section.
Tab: an area in
2 Click on the option 'Create a Style’. This will open a window that will allow you to
the software that
name the style that you want to create.
contains settings.
3 Type a name for your text style in the ’Name’ box.
Window: a viewing
area that opens 4 Choose a suitable name that will allow you easily to recognise the style and its
when you click a purpose within your document. For example, you could name a style: ‘My_Title:
button. Itcan be so that it can be easily found and applied whenever you create a new title for your
used to display document. When you have typed in a name for your text style, click on ‘Modify1.
different options on This will now open a window that you can use to format the text.
your screen.

If a text style
already exists with
the name that you
have chosen, a
window will appear
telling you this. You
5 You do not need to change any of the settings in the 'Properties’ section. Under the
will need to choose
‘Formatting1 section, you will be able to set the font style, font size, whether it is in
another suitable
bold, italic orunderlined, as well as the font colour.
name.
6 When you have selected the font setting that you wish to use, click on fOK

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 1 Documents for a purpose

7 You should now see your text style within the text styles section under the Home tab.
8 To apply your text style to any text, highlight the section of text that you want to
format and click on the text style that you have created.

Activity 1.1
Open the document '[Link]* that your teacher has provided you with. Create
a text style called ‘My_Title’. Set the text style to font style ‘Verdana*, font size 18
and font colour blue. Then, apply the text style to your title 'School Newsletter'.

Activity 1.2
Create a text style called ‘My_Subheading’. Set the text font style to 'Bookman Old
Style' and set as font size 14. Next, change the text to bold and change the font
colour to dark blue. Then, apply the text style to the two subheadings ‘Recent News'
and ‘Forthcoming Events’.

Activity 1.3
Create a text style called ‘ Picture_Caption’. Set the text font style to ‘Bookman Old
Style', font size 10, italics and font colour black. Apply the text style to the caption
text underneath the image.

Activity 1.4
Create a text style called ‘Body_texf. Set the text font style to 'Bookman Old Style’,
font size 12 and font colour black. Then apply the text sty.e to the remaining text in
the document.
Finally, save your document using the filename LMy_Newsletter.docx'.

Skill 2

Using text wrapping

Sometimes, you will need to include both text and images in a document. When this
happens, you will need to make use of the space you have on the page to make sure that
your design looks good. The way that you place an image alongside the text within a
document, can have a very positive effect on the design. Key term
You might want to wrap the text around the image, to make best use of the space available. Text wrapping:
This will ensure that there are no large sections of empty white space being left on the when text is set to
page. When you add the text wrapping setting, the effect will be added to the image and follow the outline of
not to the text. This means that the text wi I. wrap around the image, using the setting you
an image.
have selected. This can be done in several different ways, outlined below.

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 To set text wrapping for an image, you should:
1 Insert an image into your document.
2 select the image.
3 click on the Format tab and the Wrap Text button.
A menu will now appear with all the text wrapping options for you to choose from.

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This is what the options do:

• The ‘Square’ option means that a box will be placed around the image and the text
will be wrapped around the box. This box is called a ‘bounding box’.
• The ‘Tight’ option means that an outline is placed around the image and the text is
wrapped to follow the outline. If the image is square or rectangle in shape, it will not
look any different from the square wrap when it is used.
• The ‘Through’ option allows text to flow into any white space available within an
image. When you first apply the through option, it won’t look any different from the
square or tight option. To make the text flow into the white space, you will need to use
the settings to edit the wrap points.
• The ‘Top and Bottom’ option means text will wrap around the top and bottom of the
image but not the sides.
* The ‘Behind Text’ option means that the image is placed behind any text, so the text
will be seen over the top of the image.
• The ‘In Front of Text’ option means that the image is placed in front of any text, so the
text will be behind the image.
• The ‘Edit Wrap Points’ option allows you to change the specific points where the text
wraps around the image. This option is also available within the text wrapping menu.
This is most useful when the text wrapping options are set at ‘Tight’ and ‘Through’. It
also means that you can bring the text closer to, or move the text further away from,
certain parts of the image.
• To edit a wrap point, apply the text wrapping style to the image and then click the
menu option ‘Edit Wrap Points'.

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 1 Documents for a purpose

* A red outline will now appear around the image with little black squares, indicating
the wrap points. If you move any of the little black squares, you will see the text
wrapping for the image change in appearance. You can also add additional wrap
points by clicking on the red line and dragging it. You should be able to see an extra
black square when you do this.
When you have applied the text wrapping setting, you will then need to choose whereto
place the image. One option is to simply dragthe image to a new position. To do this,
select the image, then [Link] the cursor over the image. Next, click and ho.d the left
mouse button. Then, move the image to its new location on the page.

Activity 2.1
Open the document ‘[Link]' and insert the image '[Link]' that your
teacher has provided you with. Wrap the text around the image using the square
text wrapping setting and place the image to the left-hand side of the text about
daffodils. Double-check that the text is clearly wrapped around the image.

Activity 2.2
Move your cursor next to the word ‘Tulip’. Now insert the image ‘[Link]'. Wrap
the text using the tight text wrapping setting. Drag the image across the page
and position it to the right-hand side of the text about tulips. Make sure the text is
wrapped around the whole outline of the image.

Activity 2.3
Insert the image ‘Daisy.jpg1. Wrap the text using the through text wrapping setting
and place the image to the right-hand side of the text about daisies. Edit the text
wrap points to make sure that the text wraps around the white space in-between
the daisies.
Save your document using the [Link] 'My_ flowers,docx'.

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 Skill 3

Cropping and resizing an image

You might find that you only want to use a particular part of an image. To remove the
Key terms parts that you do not want, you will need to crop the image.
Crop: to remove You might also find that an image you want to use is the wrong size. In this case, you will
part of an image. need to resize the image to change it to the correct size. You will also need to make sure
Resize: to change that you do this correctly, maintaining the aspect ratio of the image.
the size of an
To crop the image, [Link] the image you want to use and you will see a Format tab
image.
appear. Select the Format tab and the Crop button. You will see thick black lines appear
Aspect ratio: the at the cornersand the sides of the image.
ratio of the width
to the height of an
Move the cursor to one of these lines then click and hold the left mouse button. You can
now move the cursor across the image to crop it. You will be able to see which part of the
image.
x, 'mage will, be removed as a darker area will appear over that part of the image.

To resize an image, first, select the image. You will see dots appear in the corners and on
the sides of the image. Move the cursor to one of the dots, then click and hold the left
mouse button. You can now move the cursor towards, or away from, the image to make
it larger or smaller.
To maintain the aspect ratio of the image, make sure that you use one of the dots in a
corner to resize the image rather than one of the dots on the side of the image. If you do
not maintain the aspect ratio of an Image, it will look poorly designed and will appear
distorted.
 1 Documents for a purpose

Key term
One of the most important things about creating a document is the way you choose to
present the information. One way of presentinginformation to make it clearer and easier Table: a layout with
to understand, is to put it in a table. A table means that data can be grouped together boxes that can be
and given a title, to allow the audience to seethe information clearly. used to make text
To create a table, you should: easier to read.
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1 Move your cursor to the place that you want to create a table.
2 Click on the Insert tab and click on the Table button.
3 You will see a menu appearand at the top of the menu will be a grid of squares. You
will need to think about how many rows and columns you are going to use for the
data in your table.
4 Move the cursor to the square in the top left corner. You should see an orange outline
appear around this square.
 5 Move the cursor to the right across the grid then choose and select the correct
number of columns that you need for your table.
6 When you have selected the columns, move the cursor down the grid and choose the
correct number of rows that you need for your table.
7 When you have selected a grid with the correct number of rowsand columns, click the
left mouse button.
You should now see a table appear in your document.

Don't forget to
include a row for
the titles in your
table.
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Typing text into the table

Key term
1 Click inside the cell where you want the text to appear.
Cell: a small 2 You can now start typing a nd the text wil. appear in that cell.
space in a table or 3 You will find that if the textyou type is longer than the cell in the table, the cell will
spreadsheet where automatically change in length to make the text fit in the cell.
you can input your
data. Adding an extra column to your table
k j

1 Click inside the cell within the table, next to where you wantto add the column.
2 You can add a column to the right of the cell, or to the left of the cell.
3 Click on the Layout tab and click on the Insert Left or Insert Right button.

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 1 Documents for a purpose

Adding an extra row to yourtable

1 Click inside the cell within the table, next to where you want to add the new row.
2 You can choose to add a new row above or below the cell.
3 Click on the Layout tab and click on the Insert Above or Insert Below button.

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 Activity 4.1
Open your document 'My_Newsletter.docx'. Add a table at the bottom of the
document, making sure that it has two columns and four rows. Add the following
titles to the top row in the table:
:

• Event
• :Date’
Then, add the following three events to the table:
• School sportsday, 1st June
• School summer show, 25th June
• School summer picnic, 5th July

Activity 4.2
Add an extra column to the end of the tab.e. Add the title ‘Cost to the column. Add
the following information to the column, with one item on each row:
• Free entry

* $5 entry fee
• $4 for each person

Activity 4.3
Add an extra row to the bottom of the table. Type the following event to the table:
‘School summer charity walk, 10th July, $5 for each person’.

Skill 5

Key terms Creating lists using bullet points

Another way that you can present information clearly is by using bullet points. Bullet
Bullet point: a
points are very useful when you have lists of information that you want to include in a
layout that can be
document.
used to create a list.
List: a number t is much easier to read the list when each item is given a bullet point and a separate line
of items that are in the document. It is more difficult to read the list as part of a text paragraph.
all connected or “or example, if you need to be able to read a list of types of fruit, which of the following
related to each would be easier to read?
other.
Apple, pear, orange, grapes, melon, apricot, banana, cherry, strawberry, blueberry and
blackberry.
or

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 1 Documents for a purpose

* Apple
* Pear
* Orange
* Grapes
• Melon
* Apricot
• Banana
* Cherry
* Strawberry
• [Link]
* Blackberry.

Creating a bulleted list

1 Type each piece of information within your list on a separate line.
2 Select a., of the items on the list.
3 Click on the Home tab.
4 Click on the Bullets button in the Paragraph section.
You should then see a bullet point appear at the beginning of each item in the list. The
bullet point that normally appears on-screen will look like a small dot.

Changingthe shape of the bullet point

1 Select all of the items in your list.
2 Click the arrow next to the Bullets button.
3 You will now see a selection of bullet point shapes that you can use.
4 Click on the bullet point shape that you want to change your design to and you will
seethe bullet points on your list change to that particularshape.

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You can also use numbered bullet points ratherthan a specific shape. You can add
numbered bullet points in the same way that you added shaped bullet points but you
will need to click on the Numbering button instead of the Bullets button.

Activity 5.1
Open your document lMy_Flowers.docx'. Add the following sentence to the top of
the document:
'The flowers that are [Link] in this document are:’
Then, add a bullet point list of the three [Link] that are [Link] in the document.

Activity 5.2
Change the bullets on your bullet point list to the following shape:

Activity 5.3
Add a numbered bullet point list to the bottom of the document. Do this by
changing the following list into numbered bullet points:
• Choose the right place in your garden foryour flower.
* Dig a hole big enough for the flower to fit in.
• Add some compost to the hole.
• Plant the flower and fill the hole again.
• Water the flower.

Save the changes to your document.

 1 Documents for a purpose

Skill 6

Adding a header and footer

Headers and footers are added to a document to provide add itiona L information about
Key terms
the document. A header is added to the top of a document and a footer is added to the
bottom. This should be easy to remember given their names! When added, a header and Header: the
a footer will be displayed on every page of your document. section at the top of
a document.
A header can be used to add the filename of the document and the author name to
the document as well. Sometimes the version of the document is also included in the Footer: the section
header, such as 'Final draft’. at the bottom of a
document.
A footer can be used to add information, such as the date and the page number of the
document.

Adding a simple text header

1 Click on the Insert tab and then click on the Header button.
2 You will see a menu with a list of header options.
3 Choose the option with the title: Blank’

This should create a section at the top of the page that is separated by a dotted line and
includes a small label with 'Header' written on it.

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You can add information to the header in two ways:
1 You can simply type text into the header starting from where it says: [Type here].
2 You can also add specific information about the document, using the information
options [detailed below).

Adding information about the document to the header

1 Click on the Document Info button.
2 You will see a menu of information that you can add.
3 Click on a menu option, such as 'Author’, and the author’s name will be added to the
document in the header.
 1 Documents for a purpose

Adding a simple text footer

1 Click on the Insert tab.
2 Click on the Footer button.
3 Youwill see a similar list of options to adding a header.
4 Choose the ‘Blank1 option.
This should create a section at the bottom of the page that is separated by a dotted line
and includes a small label with 'Footer1 written on it.
You can type information directly into the footer or you can use the information options
again.

Adding a page number for each page within the document

1 Click on the Design tab in Header & Footer Tools tab.
2 Click on the Page Number button to open the menu.
3 Choose 'Bottom of Page'.
4 Then choose from the listof options where you want the page number to appear in
the footer.
Click on the selected option and the page number will be added to the footer.

To add the date and time to the footer, you should:

1 Click on the Design tab in Header & Footer Tools tab.
2 Click on the Date & Time button.
A window will appear, detailing all the different ways that the date can be displayed
within the footer: this is called the format. Now you should:
1 Choose a format for the date and/or the time.
2 Click on the format and the date and/orthe time will appear within the footer of the
document.

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When you are happy with the information that you have added to the header and the
footer, you will then need to click on the Close Header and Footer button.

Activity 6.1
Open your document LMy_Flowers.docx' . Add a header to the document that
displays your name and the filename of the document.

Activity 6.2
Add a footer to the document that displays the page number and the date of the
document.

Skill 7

Adding columns
You might want to use a document to create a news article or feature. You might also
Key term want to make the lines of text shorter and easier to read. One way that you can do this is
Column: a layout by using columns within your document.
that can be used A document normally includes one sing.e column, that stretches the text across the
for text. page, from one side to the other. However, you can change the page layout to display the
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text in more than just one column. This can make your document look a bit more like a
magazine or newspaper article, or it can simply make the lines of text shorter and easier
to read.

To change the text so that it sits within two columns, you wil. need to:
1 Select the text that you wish to convert into more than one column.
2 Click on the Layout tab and the Columns button.
 1 Documents for a purpose

The column menu will now appear, allowing you to choose how many columns you
would like to separate the text out into. Next, you need to select the number of columns
that you wish to include.
You should now see that your text has been split into the number of columns that you
have chosen.
You can also add an additional formatting technique to the columns to make them look
neater. If you look at the right edge of each column, you will notice that all the lines of
the text finish in different places. They don't all appear in a neat line, like they do in the
left-hand side of the column. You can use an additional formatting technique to make the
right-hand side of the column into a neat line as welll This is called "justifying the text’.
To justify the text, you should :
Key term
1 Select the text.
2 Click on the Home tab and the Justify button in the Paragraph section. Justify: the text
is evenly spaced
You will now see that tlhe text appears in a neat line down the right-hand side of the
between the left
column as well. This formatting technique spaces the text out in the column to create this
and right-hand
straight line.
margins of the
page-

Activity 7.1
Open the document 'School_News_Article.docx’ that your teacher has provided
you with. Change the text within the article so that it is split into three columns, then
justify the text within the columns.
 Skill 8

Key terms Using page formatting options

An important part of creating a new document is the way it appears within the page
Page setup: this
setup. It is very important that it looks formal and well presented. There are a number of
is how the page
formatting options that you can use to make sure that your document looks formal.
will be displayed.
It includes settings
Page orientation
such as orientation.
The first thing that you could do to alter your page layout is to change toe orientation o'
Orientation: the
your document, or even just a single page of the document. The 'orientation of a page’
direction in which
simply means the way the page is displayed. There are two types of orientation: portrait
a page is displayed.
and landscape.
This can be portrait
or landscape. The portrait orientation is how a page is usually displayed on-screen. This is when the
longest two sides of the page appear on the left- and right-hand side.
The landscape orientation is when a page is displayed the opposite way round, meaning
when the longest two sides of the page run along the top and the bottom of the page.
You can change the orientation of a document, or even a single page, from portrait to
landscape, to help things fit easily on the page.
The landscape orientation can be very useful when you have a large image and text that
you need to display side-by-side. It can also be very useful when you are including a
table of data that has a lot of columns.
To change the orientation of a whole document, you need to:
1 Click on the Layout tab and click on the Orientation button. This wi.. give you the
option of using either portrait or landscape.
2 Select which orientation that you wou.d like to use for your document.

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 1 Documents for a purpose

To change the orientation of a single page in a document, you should:

1 Select a., of the text on the page.
2 Click on the Layout tab.
3 Click on the small arrow at the bottom right-hand corner ofthe page setup area.
This will open a window detailing additional page settings*
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Next, you will need to:

1 Click on the arrow at the end ofthe 'Apply to' box. This means that the settings will be
applied to the Whole document.
2 Cha nge this option to 'Selected text’.
3 Click Portrait or Landscape to choose an orientation.

This will alter the orientation of the page that contains the selected text.

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 Page margins
Key term
You will notice that if you look at a document page, there is white space around all of the
Margin: the section edges. This is because the text is set to be displayed at a specified distance from the edge
around the edges of of the page. This is called the margin.
a document.
Sometimes, you might have a lot of information that you wish to fit onto a page. In order
to create a little more room on the page itself, you could alter the margins.

To alter the margins, you should:

1 Click on the Layout tab and click the Margins button. A menu will appear, showing
you different margin options.
2 Change the margin options from ‘Normal1 to 'Narrow’ to create a little more room on
the page.
You should now be able to see the text move closer to the edges of the on-screen page.
This will create a little more room on the page for you to add more text.

Key term
Line spacing
Line spacing: the Sometimes, when you create a document, especially for school, your teacher might want
amount of space you to leave extra room between the lines of text on the page. This is so that they can
that is set between write their commentsabout how you can improve on your writing technique. It is difficult
each line of text to do this when the lines of text are very close together.
within a document
or a specified You can add Une spacing by using a formatting technique to move the lines of text
further apart, making additional room for your teacher to write comments. This
section of text.
J formattingoption [Link] line spacing.

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 1 Documents for a purpose

Changing the Une spacing of the text within a document

1 Select the text that you want to amend.
2 Click on the Layout tab and click on the small arrow at the bottom right-hand corner
of the 'Paragraph’ section. This will open a window that lists a number of formatting
options.
3 In the 'Spacing1 section, change the line spacing option from 'Single' to ‘Multiple'.

You can also change the line spacing to either ‘1.5 lines’ or ‘another value'. The ‘1.5 lines’
setting will create half a line of space between the lines and ‘Double’ lines wil. create a
whole blank line space between the lines of text.

Page border
To add finishing touches to your document, you might wish to add a border to each
Key term
page. This can make the document stand out and appear as though it is well-designed.
However, you should make sure that the border is nice and simple, or it might distract Border: a line
from the purpose of the document. that can be placed
around an image or
Adding a border to the pages in your document a block of text.
1 Click on the Design tab and click the Page Borders button. This will open a window J
of options for a page border.
2 Change the setting to ‘Box', ‘Shadow’ or‘3-D‘.
3 Choose a style of border in the style section.
4 When you have changed the setting and have chosen a particular style of border,
click on ‘OK1.
You should now see the border appear on each page.

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 Activity 8.1
Open the document ‘School_News_Article.docx’ that your teacher has provided
you with.
Change the page orientation to landscape.

Activity 8.2
Make the page margins in the document smaller.

Activity 8.3
Change the line spacing in the document for the bottom paragraph of text to 1.5
spacing.

Activity 8.4
Add a border to the document.

Key term Skill 9

Print Preview: a Using print preview

window that can be
When you have completed your document, you might want to see what it will look like
used to see what
when it is printed. It is difficult to see this in the ‘Normal’ view on-screen asyou can
the document will
look like when it is usually only see sections of the page at any given time. There is a view settingthatyou
printed. can use to see the whole page before you go to print the document. This is called the
Print Preview

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 1 Documents for a purpose

Viewing a page in Print Preview

1 Click the File tab and click the ‘Print’ option.
2 You will see a window appear. In that window, you should be able to see the whole
page of the document.
3 You can use the arrows at the bottom of the window to view additional pages in the
document, if there is more than one page.

Activity 9.1
Open your document ‘My_riowers.docx' again. View the document in Print Preview.

Scenario
Staying safe when using the internet
Your school has created a leaflet that it wants to give out to all parents, inviting them to
an event at the school talking about the internet and internet safety. The event will teach
them all about howto stay safe when they or their children are using the internet and
some of the issues that they might find when using the internet.

©
 Activity 1
Open the document 1nternet_Leaflet.docx’ that your teacher has provided you
with. Look at the information about the event, detailed within the [Link].

Activity 2
Insert the image: [Link]' into the document and choose a suitable text wrap
for it.

Activity 3
Insert a table into the document and add the following information:

* 10th July, 3:30pm until 5pm

• 16th July, 3:30pm until 5pm
* 20th July, 12:30pm until 2pm

Activity 4
Insert the following list into the document, using bullet points:
Viruses and malware, Social media, Using the internet for research, Playing games

Activity 5
Change the page orientation to landscape and make the margins smaller. You could
move the text to make it fit the new page orientation more effectively. You could
also format the text to make it look interesting for the intended audience.

Activity 6
Add a suitable border to the page,, then view the page in 'Print Preview’ before
printing it to make sure that you are happy with the layout of the document, before
printing.

Challenge 1
There are many additional tools and options that you can use in Microsoft Word. There
are three more tools listed below that you can use to challenge yourself, when creating a
formal-looking document.

Find and replace

There is a tool available called Find and Replace'. This can be very useful if there is a
word that you want to change multiple times within a document. You might have spelt
a particular word incorrectly multiple times within your document, or you might, have
changed your mind about usingthe word and want to replace it with a different word.
 1 Documents for a purpose

Using the Find and Replace tool

1 Click on the Home tab and then the Replace button, to open the Tind and Replace’
WATCH OUT!
window.
2 In the top box displayed within the pop-out window, you can type in the word that Bo careful
you would like to replace. when using the
'Replace AH’
3 In the bottom box within the pop-out window, you can type in the new word that will
option as you
replace the old word.
might end up
replacing parts
of words rather
than whole
words.

You can gothrough the document and replace each word separately, by clicking the
‘Replace’ option. Alternatively, you can replace all the words at once by clicking the
‘Replace All’ option.

Activity 1
Open your document ‘My_Flowers.docx' again. Change all instances of the word
‘Latin’ to ‘botanical'.

Challenge 2
Hyperlinks
Hyperlinks are a way of directing your audience to information in another place, such as
another documentor a website.

Creating a hyperlink
1 Select the word or words that you want to appear in the hyperlink
2 Click the Insert tab and the Link button in the Links section. This will open the
hyperlink window.
3 If you want to hyperlink to another document, you wil. need to find and select that
document within your files.
4 If you want to hyperlink to a webpage, type in theaddressof the webpage within the
Address box at the bottom of the window.

o
 Activity 2
Add the following text to the bottom of the T1y_ [Link]’ document:
Tor more information about flowers, click here.’
Insert a hyperlink to a website about dowers, using the words ‘Click here’.

Challenges
Adding a cover page
Another way of makings document look formal is to add in a cover page. A cover page
will tell your audience what the document is about. It can also attract their attention to
the document, making them want to read it.
To add a cover page:
1 Click on the Insert tab then click on the Cover Page button. This will open a window
that includes several choices of design for the cover page.
2 Click on the design that you wish to use so that the cover page will be added to the
beginning of the document.
3 Change the text on the cover page to make sure your audience is clear on what the
document is about.
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Activity 3
Add a cover page design that has flowers on it to the 'My_Flowers,docx' document.
Change the title to ‘All about flowers’ and the subheading to your own name.

Final project - how to use the internet safely

At the internet event at your school, your teachers would like to give parents a small
guide on how to use the internet safely. They have chosen some images and have also
[Link] some text that they would like to be added to the guide. They would like you to
format the text to make it look more forma.. They are relying on your excellent skills and
experience in formatting documents to do thfsl
 Activity 1
Open the document Llnternet_Leaflet.docx’ as well as the images ‘Internet)Jpg’ and
internetsJpg’. Think about how you could format the text and page layout using the
formatting skills that you have acquired.

Activity 2
Use your experience of using formatting options to make the guide look well-
designed and appealing to the parents attending the event. Look out for any
information that you could add to a table as well as information that could be
added to a bullet point list.

Reflection
1 Why is it important to make a document look formal?

2 How can you make certain information within the document clearer and easierto read?

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3 Why is it important to maintain the aspect ratio of an image when it is resized?

4 What should you consider when you are creating a document fora particular audience
and a particular purpose?