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Faculty of Business and Computing

BSBITU303A - Design and produce text documents Textbook - Design and produce text documents with Microsoft Word 2010

Publisher - Microstar - Office 2010

Student Name________________________________________Student Number______________________________

Unit Start Date_________________________________Unit Finish Date_______________________________________

The tasks contained in this log sheet cover the following elements:

1. Prepare to produce word processed documents2. Design word processed documents3. Add tables and other data4. Produce text documents

DDT – table, mail merge, report

Student Instructions: Complete the exercises as listed in the following log sheet. Exercises marked with a TS (teacher sign) are used to monitor your progress and preparedness for the portfolio events. Do not print these documents, but when completed, leave them open and notify your supervisor.

If you are completing Create simple word processed documents unit (as well as Design and develop text documents), please start from Chapter 1 and complete ALL Portfolio Events on the log sheet.

If you are completing only Design and develop text documents (ie Create simple word processed documents is NOT on your Individual Learning Plan) only complete Portfolio Events for Design & Develop Text Documents), however, please review pages 1-43, 74-78 (Tables) to ensure you are competent in these basic word processing areas.

Location of files As advised by your teacher

Meaning of symbols: Read the relevant information Key in the task Recall the activity fileTS Show your teacher

BSBITU302A_NE_Student Logsheet_Aug_13 Page 1 of 239/8/2013 Version No1

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Portfolio Event 1 Work safely and sustainably 1.1

As a reference and introduction, you can access the Hunter TAFE Online Moodle, via the following link: https://online.huntertafe.edu.au/login/index.php Select the green Student Support Hub, Microsoft Office, WordMSWord2010 Quick Access Guide – Appendix ACommon Proofreading Symbols – Appendix BSIMPLE WORD PROCESSING.

1 1 2-6 Access Word, familiarisation7-8 Create a document, select style 1.2, 1.3,

4.1, 4.4

9-11 Save a document MSWord1 1.2, 1.3, 4.1, 4.4

12-13 Use Save As, close a document MSWord2 1.2, 1.3, 4.1, 4.4

1.1 13 Practice - create a document Golden Goods 1.2, 1.3, 4.1, 4.4

14-15 Open a file MSWord1, Golden Goods

1.2, 1.3, 4.1, 4.4

16 Work with multiple files “ 1.2, 1.3, 4.1, 4.4

17 Spelling and Grammar checker “ 1.2, 1.3, 4.1, 4.4, 4.5

18 Cut, Copy and Paste Communication on the Internet

1.2, 1.3, 4.1, 4.4

19-21 Insert a footer – Edit Footer “ 1.2, 1.3, 4.1, 4.4

22-23 Print preview, print a document Dingaling Business Deals

1.2, 1.3, 4.1, 4.4

1 26-28 Fonts, font sizes “ 2.1,2.2,2.3

29 Heading formats, Format Painter “ 2.1,2.2,2.3

30 Default settings “ 2.1,2.2,2.3

31-33 Text alignment, line/paragraph spacing

“ 2.1,2.2,2.3

34-35 Bullets and numbering “ 2.1,2.2,2.3

36-39 Borders and shading “ 2.1,2.2,2.3

40-43 Page layout – margins/orientation/border etc

“ 2.1,2.2,2.3

SIMPLE WORD PROCESSED DOCUMENTS ONLY – Portfolio Event 2 Agenda2 74-78 Create and edit tables Table Service Codes 2.1,2.2,2.3

SIMPLE WORD PROCESSED DOCUMENTS ONLY – Portfolio Event 5 Table

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80 Multiple paragraphs in a cell Table Courses 2.1,2.2,2.3

81-85 Edit, borders and shading Table Classes 2.1,2.2,2.3

4.2 86 Practice – shade and border cells Table Timetable 2.1,2.2,2.3

87-89 Block centre text/Gridlines Table Block Center 2.1,2.2,2.3

90-92 Alignment, headings, merging cells Table Alignment 2.1,2.2,2.3

93 Split cells Table Courses 2.1,2.2,2.3

4.3 94 Practice – merged cells Table Memberships TS 2.1,2.2,2.3

96-97 Move/sort rows or columns Table Employee Details

2.1,2.2,2.3

98-99 Create table from text Table Staff Rooms 2.1,2.2,2.3

4.4 99-100 Practice – create a table from text Flight Schedule 2.1,2.2,2.3

102 Convert table to text Table Schedule 2.1,2.2,2.3

103-106 Combine tables Customer Invoice 2.1,2.2,2.3

DESIGN AND DEVELOP TEXT DOCUMENTS - Portfolio Event 2 Table3 46 Using Styles Read 2.1,2.2,2.3

document.docx Page 2 of 23

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47-48 Apply styles Using Styles and Themes

2.1,2.2,2.3

49-50 Change style “ 2.1,2.2,2.3

3.1 51 Apply heading styles Customising Your Desktop

TS 2.1,2.2,2.3

52-53 Change heading style Using Styles and Themes

2.1,2.2,2.3

54 Custom style sets “ 2.1,2.2,2.3

55-56 Apply, edit custom style Customising Your Desktop

2.1,2.2,2.3

57-59 Page breaks “ 2.1,2.2,2.3

60-63 Control text flow Setting up Your Workstation

2.1,2.2,2.3

64-69 Headers and footers Customising Your Desktop

2.1,2.2,2.3

70-72 Footnotes and endnotes Phone Rates 2.1,2.2,2.3

SIMPLE WORD PROCESSED DOCUMENTS ONLY – Portfolio Event 4 Memo

4

5 110-121 Print features and options Great Cities REMEMBER - do not print

4.3

6 123-133 Working with objects Picture Tools 2.2, 3.3, 4.2

135 Image wrapping “ 2.2, 3.3, 4.2

136-139 Insert Clipart “ 2.2, 3.3, 4.2

142-146 Formatting images Picture Tools 2.2, 3.3, 4.2

6.4 147 Practice – Arrange images and WordArt

Flyer Aquamarine TS 2.2, 3.3, 4.2

151-154 SmartArt Balanced Diet 2.2, 3.3, 4.2

156 Display – designing a document Read 2.2, 3.3, 4.2

SIMPLE WORD PROCESSED DOCUMENTS ONLY – Portfolio Event 3 Flyer

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157-159 Newspaper columns 10 things flyer 2.2, 3.3, 4.2

160-162 Column breaks Phone Offer 2.2, 3.3, 4.2

7.2 163-164 Practice - flyer Dingaling Services TS 2.1, 2.2, 3.3, 4.2

176-177 Import Word file Product Information 1.2, 1.3, 3.3, 4.2, 4.5, 4.6

8.1 178 Practice – import Word files “ 1.2, 1.3, 3.3, 4.2, 4.5, 4.6

Sample Business Letter Layout – Appendix CMulti Page Letter Instructions – Appendix DCreating Labels – Appendix E

6

195-199 Insert field codes Practice fields 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

200-202 Use formats/switches “ 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

9.1 203 Practice – insert fields Golf rules 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

9.2 203 Practice – update fields “ 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6


9.3 204 Practice – use formats Pastoral care 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

205-207 Fields in templates Taylor Blue Room Availability

1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

208-212 Create and save template Internal Memo 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

213 Use template Internal Memo 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

214 Edit template “ 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

9.4 215 Practice – create template Max Memo 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

9.5 216 Practice – use template Max Memo 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

217 Print field codes Internal Memo 1.2, 1.3, 2.3, 4.1,

4.4, 4.5, 4.6

7

219-224 Autocorrect, AutoFormat Automatic tools 1.2, 1.3, 2.3, 4.1,

4.3, 4.5, 4.6

225-229 AutoText Automatic tools 1.2, 1.3, 2.3, 4.1,

4.3, 4.5, 4.6

230 Use AutoText to create a letter Letter of Offer 1.2, 1.3, 2.3, 4.1,

4.3, 4.5, 4.6

7

237-238 Mail Merge Read

239 Create a data source Merge Data Big Top Exhibitors

1.2, 1.3, 4.3, 4.4, 4.5, 4.6

240 Create a main document Merge Main Big Top Confirm

1.2, 1.3, 4.3, 4.4, 4.5, 4.6

241-247 Use Mail Merge Wizard Merge Result Big Top Confirm

1.2, 1.3, 4.3, 4.4, 4.5, 4.6

248-252 Create Mailing labels Merge Labels Big Top Exhibitors

1.2, 1.3, 4.3, 4.4, 4.5, 4.6

11.1253-254 Practice – mailmerge using existing

data Merge Main Road

Repair1.2, 1.3, 4.3, 4.4, 4.5, 4.6

11.2255 Practice – create mailing labels Merge Road Repair

Labels1.2, 1.3, 4.3, 4.4, 4.5, 4.6

DESIGN AND DEVELOP TEXT DOCUMENTS - Portfolio Event 3 Multi-page Mail merge letterDESIGN AND DEVELOP TEXT DOCUMENTS - Portfolio Event 4 Report


MSWord2010 Quick Reference Guide – Appendix A

Function How is it done?Autocorrect File tab/ Options/ Proofing/ Autocorrect Options/select option required

Autoformat Table Highlight area/Design Ribbon Tab/Table Styles Group/click on choice

Autoformat document File tab / Options / Proofing / Autocorrect Options / Autoformat tab

Block Centre Key in all data to be block centred on left hand marginHighlight data and centre all linesDrag the left indent icon on your ruler to first letter of longest line

From the /Home Ribbon Tab/click on Paragraph Group/click on Align Text Left

BoldHighlight/Home Ribbon Tab/go to Font Group/Click on

Border Art Page Layout Ribbon Tab/Page Background Group/click on Page Borders /Click on Art/select choice

Borders, removeHighlight area/Home Ribbon Tab/go to Paragraph Group/Click on

Borders, selected text Highlight area/Home Ribbon Tab/go to Paragraph Group/Click on

Borders, view gridlines Highlight area/Home Ribbon Tab/go to Paragraph Group/Click on View Gridlines

BreaksPage Layout Ribbon Tab/ Page Setup Group/ Breaks

Building Blocks, create Select and format text/Insert Ribbon/Text Group/Click on Quick Parts/Select Save

Selection to Quick Part Gallery /Key in a name in the name box/OK

Building Blocks, use Position cursor/key in Building Block Name/press F3 or, click on Quick Parts down

arrow/select Building Blocks Organiser/click on Heading [Name] to sort list in alphabetical order/key in initial characters of building block name/select block required/click on Insert

Building Blocks, modify Edit text as required/Highlight all text/|Select [Save selection to Quick Part Gallery] from Quick Parts/Click on OK/When prompted with [Do you want to redefine the

building block entry?] /Click on Yes

Bullets, design your own Highlight listHome Ribbon Tab - Paragraph Group

Click on drop down list and Define New BulletClick on SymbolClick on Font/Look in WingdingsDouble click on your choice and select OK

Bullets, turn onHighlight/Home Ribbon Tab/Paragraph Group and click on


Function How is it done?Capitals, change to/from

Highlight/ Home Ribbon Tab/Font Group/Click on /Select All Caps

Capitals, autocorrect option Click on File Ribbon Tab and select Options/Proofing/Autocorrect options button

/untick options – capitalise first letter of sentences/OK/OK

Captions Select picture or clipart imageClick on References Ribbon Tab/ Captions Group / Insert Caption or, right mouse button and choose Insert Caption – choose options – OK

Centre AlignHighlight/ Home Ribbon Tab/Paragraph Group/Click on

Change Case Highlight Home Ribbon Tab/Font Group/Click onor use shortcut options SHIFT + F3

Clear FormattingHighlight/ Home Ribbon Tab/Font Group/Click on Clear Format button

Clipart, insert

Insert Ribbon Tab/Illustrations Group/Clipart – search for subject – double click to insert

Close a document/fileClick on File Ribbon Tab and choose Close

Close programmeClick on File Ribbon Tab and choose Exit

Columns

Select text/click on Page Layout Tab/Page Setup Group/Click on column icon /choose number of columns required

CopyHighlight/Home Ribbon Tab/Clipboard Group/click on

CutHighlight/Home Ribbon Tab/Clipboard Group/click on

Date, Insert AutomaticallyInsert Ribbon Tab/Text Group/Click on /select format/tick Update

Automatically if required

Document Assembly Open first file, reposition cursor, click on Insert tab, Select Object from the Text

Group– select [Text from File] option , locate file – double click to insert file in new document


Function How is it done?Dot Leaders Select tab icon from tab type icon on left side of screen

Click on ruler bar to set tabDouble click on tab icon to view tab windowChoose required option – Number 2 will insert dot leadersClick on Set - click on OK

Drag and drop text Highlight text then drag to new position

Drop Cap Highlight to select character/s – Click on Insert tab – Click on down arrow key under

Drop Cap icon in Text Group – choose options - OK

Envelopes Mailings Ribbon Tab/Create Group/Click on Envelopes

Filename, insert in header/footer Position cursor in either header or footer pane/Insert tab/Text Group/Quick Parts/Field

/under Categories choose Filename/OK

Folder, create in Word From File Ribbon tab click on Save As option /Click on New Folder icon/Key in Folder Name/Open

Footnote References Ribbon Tab/Footnote Group/Insert Footnote

Font, change sizeHighlight/ Home Ribbon Tab/go to Font Group/click on or type in size or use CTRL + ] or CTRL + [

Font, change style Highlight text to be changed/ Home Ribbon Tab/go to Font Group/click on

Footers

Insert Ribbon Tab/Header and Footer Group/click on Select from options or Edit Footer orPosition cursor at bottom left of screen/ Double Click/ Footer pane is activated

Format Painter Select formatted data, from mini toolbar select Format Painter icon and drag over data to be updated – double click on Format Painter to use more than once – click again to turn off feature

Hard Space Delete space first, then hold down CONTROL + SHIFT + SPACEBAR

Headers

Insert Ribbon Tab/Header and Footer Group/click on Select from options or Edit Header

Help Press F1 or Help icon at top right of screen

Insert, a text file into another document

Open first file, reposition cursor, click on Insert tab, Select Object from the Text Group – select [Text from File] option, locate file – double click to insert file in new document

Insert, a picture file Position cursor, click on Insert tab, Select Picture from File icon – locate file – press Insert

ItalicsHighlight/ Home Ribbon Tab/go to Font Group/click on


Function How is it done?Justify (both sides of document)

Highlight/ Home Ribbon Tab/click on Paragraph Group/click on

Labels Mailings Ribbon Tab/Create Group/Click on Labels

Landscape

Page Layout Ribbon Tab/Page Setup Group/click on arrow and Landscape

Leader Lines/Dots Select tab icon from tab type icon on left side of screenClick on ruler bar to set tabDouble click on tab icon to view tab windowChoose required option – Number 2 will insert dot leadersClick on Set - click on OK

Left AlignHighlight Text / Home Ribbon Tab/click on Paragraph Group/click on

Line Spacing Highlight Text/ Home Ribbon Tab/click on Paragraph Group/click on Line and Paragraph Spacing button

Mail Merge, create data file Create a table in either Excel, Access or Word First row contains field names Enter data for all records under field name categories Save Print Close file

Mail Merge, edit data file Open your data file in either Excel, Access or Word – Edit to make changes - Save the fileor Click on the Mailings Ribbon Tab Click on Select Recipients icon and choose Use Existing List from the [Start

Mail Merge] Group Navigate to file required and double click – this inserts this file to the background

of your Word document

Select Edit Recipient List Click on filename under Data Source option Click on Edit Navigate through forms to make required changes to data Click on Close and then click on OK If a new record is required – from Edit – click on [Add New] – enter new data -

click on Close and then click on OK


Function How is it done?Mail Merge, create letter/main file New document screen

Click on Mailings Ribbon Tab Click on Start Mail Merge Click on Step by Step Mail Merge Wizard Select Letters Click on Select Recipients Select Use Existing List Navigate to file required and double click to add to the background of your Word

document Position cursor when a field is required and from [Write and Insert Fields]

Group on [Mailings Ribbon] Tab click on [Insert Merge Field] icon down arrow key and choose appropriate field name

Continue until all fields required have been inserted Save file Print main document file with merge codes Leave open to merge

Mail Merge, merge With main file on screen Click on Finish and Merge from [Finish Group] on [Mailings Ribbon] Tab Choose [Edit Individual Documents] Choose All OK All letters will be merged on screen Print what is required or print an individual letter only (Microsoft Office

Button/Print/Print – Current Page – OK) Close file [Letters1] without saving Close main file without saving

Mail Merge, show field shading Click on File Tab – select Options/Advanced – under [Show Document

Content] group to the right of Field Shading select [Always] - OK

Mail Merge, print merge codes Merge document showing field codes on screen – File Ribbon tab – select Options/Advanced – under Print – tick the check box [Print field codes instead of their values] – click on OK

NB – Remember to untick this box when you have finished printing


Function How is it done?Mail Merge, create labels New document screen

Click on Mailings Ribbon Tab Click on Start Mail Merge Select Labels Choose an option from Label Information and Product Number OK Click on Select Recipients Select Use Existing List Navigate to file required and double click to add to the background of your Word

document Position cursor when a field is required and from Write and Insert Fields Group

on Mailings Ribbon Tab click on Insert Merge Field icon down arrow key and choose appropriate field name

Continue until all fields required have been inserted Click on Update Labels Save label file Click on [Finish and Merge] Choose [Edit Individual Documents] Choose All OK Print labels Close file without saving

Mail Merge, ‘fillin’ codes, insert Position cursor in document/ Insert Ribbon Tab/ Quick Parts from Text Group/ Choose Field/ Choose ‘fillin’ code/ key in prompt/ OK/ Save file

Mail Merge, ‘fillin’ codes, use Main file on screen/ CONTROL + A/ Press F9/ key in text when promptedPrint only – do not save

Margins, change size

Page Layout Ribbon Tab/Page Setup Group/Page Setup/click on Select from options or Custom Margins

Move textHighlight/Home Ribbon Tab/Clipboard Group/click on

New DocumentClick on File Ribbon Tab /New/Blank Document/Create or CTRL + N

Newspaper Columns Select text/click on Page Layout Tab/Page Setup Group/Click on column icon/ choose number of columns required

Numbering, turn on Highlight list/ Home Ribbon Tab/ Paragraph Group

Click on drop down list

Click on your option or Define New Number Format

Numbering, delete separator Highlight list/Home Ribbon Tab/Paragraph Group/Click on Numbering Icon arrow at side/Define New Number Format/in Number Format textbox delete the full stop/OK then click on Decrease Indent icon to take numbered list back to left hand margin


Function How is it done?Numbering, multi-level Highlight list/Home Ribbon Tab/Paragraph Group/Click on Multilevel List

Icon/Choose option required or Define New List Style

Open a fileClick on File Ribbon tab Choose from Recent option or choose location/double click on filename or CRTL + O

OvertypePress Insert key on keyboard – if not turned on – File Ribbon tab / Options/Advanced/Editing Options/tick option [Use the Insert key to control overtype mode] OK

Page Borders, fancy

Page Layout Ribbon Tab/Page Background Group/click on Click on Art

Page Break, insert Position cursor and then press CTRL + ENTER

Page Break, delete Ensure your document is in Print Layout View – turn on Show/Hide icon from Paragraph Group of Home Ribbon – position cursor on Page Break line – press DELETE

Page Break, to viewTurn on Show/Hide icon from Paragraph Group of Home Ribbon

Page Numbers, insert

Insert Ribbon Tab/Header and Footer Group/click on Select from option from drop down list

Paper Orientation

Page Layout Ribbon Tab/Page Setup Group/click on and select Portrait or Landscape

Paragraphs, blockAll lines remain on left hand margin

Paragraphs, semi-block Position cursor before first character of paragraph, press TAB or select whole document, Home Ribbon, Paragraph Group , Indents and Spacing Tab – under Special choose [First Line Indent,] or move [First Line Indent] icon from ruler line to first tab stop position

Paragraphs, hanging Select paragraph – CONTROL + T, or select whole document - Home Ribbon, Paragraph Group, Indents and Spacing Tab – under Special choose [Hanging], or move [Hanging Indent] icon from ruler line to first tab stop position

Paragraphs, indent Select paragraph – CONTROL + M, or Home Ribbon, Paragraph Group, click

[Increase Indent] icon to move text to right as required, or click on temporary margin icon on left side of ruler to required position

Paragraphs, inset Select paragraph – CONTROL + M, or Home Ribbon, Paragraph Group, click

[Increase Indent] icon to move text to right as required PLUS move [Right Indent] icon on ruler line to equal space from right hand margin

Paragraphs, marginal Create a two column table, key in text for marginal headings in column one


Function How is it done?Paragraphs, bulleted Highlight list

Home Ribbon Tab - Paragraph Group

Click on drop down list and Define New BulletClick on SymbolClick on Font/Look in WingdingsDouble click on your choice and select OK

Paragraphs, numbered Highlight list/ Home Ribbon Tab/ Paragraph Group

Click on drop down list

Click on your option or Define New Number Format

Password

File Ribbon tab/Protect document /click on arrow at side//key in password/

select option/enter password /Resave file/Close file and reopen file again

PasteHighlight/Home Ribbon Tab/Clipboard Group/click on

Print PreviewCompleted document on screen/File Ribbon Tab /Print/Print Preview will appear to the right of the screen.- to make changes click on Page Setup link at bottom of page.

Print a documentClick on File Ribbon Tab choose Print/select options/OK or CTRL + P

Print a screen Press PRINT SCREEN key on keyboard (or ALT + PRINT SCREEN for active window)/Position cursor in open document or open new document screen/select Paste icon and then PrintORClick on Insert Ribbon Tab/in Illustrations Group click on Screenshot / click on arrow to right/ select screenshot from pop up/this will be inserted into documentsORSelect Screen clipping and select the area you wish to print.

Quick Access Toolbar Next to File Ribbon Tab – add options by selecting Customize Quick Access Toolbar down arrow and ticking options. Add any other option/command to the Toolbar by right clicking on option/command and selecting Add to Quick Access Toolbar

Quick Parts Insert Ribbon Tab/ Text Group/ Quick Parts – see Building Blocks – create, use and modify


Function How is it done?Recently used Documents

File Ribbon tab /Recent/select Document from list

Redo Click on Redo Icon on Quick Access Toolbar

ReplaceHome Ribbon Tab/Editing Group/Click on

Reverse Colour Highlight text/Home Ribbon Tab/Shading /Choose Black

Read Only Go to File Ribbon Tab/Information/Permissions/ Click on Protect Document button

/Mark as Final – Save the file

Ribbon Tabs Click on Ribbon Tab type on left hand side of ruler/click on Ruler position/double click for options

Ribbon Tabs, with Leaders Click on Ribbon Tab type on left hand side of ruler/select Right Ribbon Tab/click on Ruler position/double click for options/select type of leader required

Ribbon Table of ContentsReferences Ribbon Tab/Ribbon Table of Contents Group/

Right AlignHighlight/ Home Ribbon Tab/Paragraph Group/click on

Ruler, turn on Click on View Ruler button on top of vertical scroll bar

Save a fileClick on File Ribbon tab Click on Save As/choose location/choose type of file/key in filename/Save or CTRL + S

ShadingHighlight/ Home Ribbon Tab/Paragraph Group/click on and select a colour or more colours

Shapes Insert Ribbon Tab/ Illustrations Group/ Shapes

Show/Hide Click on Home Ribbon Tab/Paragraph Group/click onShow/Hide icon

Small CapitalsHighlight/ Home Ribbon Tab/go to Font Group/Click on /Select Small Caps

SmartArt Insert Ribbon Tab/ Illustrations Group/ SmartArt

Spaced Capitals Highlight/ Home Ribbon Tab/ Font Group/ click on Dialog Box Launcher icon/ Choose Character Spacing

Spacing, double Highlight and click CTRL 2

Spacing, one and a half Highlight and click CTRL 5

Spacing, single Highlight and click CTRL 1

SortingHighlight data/Home Ribbon Tab/Paragraph Group/Sort icon – choose options - OK

SpellcheckClick on Quick Access Toolbar/ or Right Mouse Button on underlined word and choose option or Review Tab/Proofing Group


Function How is it done?Styles (for Headings, etc)

Highlight/click on Styles Group/click on style of your choice eg

SubscriptHighlight/go to Font Group/Click on /Select Subscript

SuperscriptHighlight/go to Font Group/Click on /Select Superscript

Resave a File Document on screen/Click on Save icon on Quick Access Toolbar or CONTROL + S

Table, insert Click on Insert Ribbon Tab/Choose Table/click and drag number of columns and rows required, or choose Insert Table, key in number of columns and rows required and select OK

Table, insert borders Select table - Click on border icon from Paragraph Group of Home Ribbon - Click on outside border

Table, clear borders Select table/Home Ribbon Tab/Paragraph Group/click on Border icon/choose No Border

Table, show or hide gridlines Select table/Home Ribbon Tab/Paragraph Group/click on Border icon/choose Show or Hide Gridlines

Table, delete Select table/Insert Ribbon Tab/under Table Tools Tab/Layout/click on Delete or Select Table in Print Layout View and print Backspace

Tables, adjust column width Position mouse pointer on vertical line between columns (changes to double-headed arrow) click and drag to left or right or double click

Tables, selecting text Select a cell by clicking to left of cell Select a row by clicking in selection bar at side of row or double click in the

selection bar at edge of cell Select a column by positioning the mouse pointer on top grid line above column

until small black arrow appears then click Select whole table clicking on select all icon top left of table, or position cursor

in the selection bar and triple click Click and drag to select a number of cells, rows or columns

Tables, adjust row height In Print Layout View, rest the pointer on the row boundary to be moved unit it becomes a two-headed arrow and then drag the boundary to required position, or

Select cell/row Click right mouse button – choose Table/Properties/Row - Specify row height OK

Table, centre horizontally Select whole table From Home Ribbon, Paragraph Group, click on Centre, or Choose Layout tab from under Table Tools Tab, click on Properties, select

Table tab and choose Centre – click on OK

Table, centre vertically Click on Page Layout Tab/Page Setup Group/Layout Tab Click on centre in vertical alignment list box OK

Table, merge cells Select row or cells Click with right mouse button and select Merge, or under Layout Tab of

Table Tools – click on Merge


Function How is it done?Tables, format Select column or row

Choose any formatting feature through Design Tab or Layout Tab under Table Tools or click on any features on the Home Ribbon

Tables, text alignment Select column or row and click on left, right, centre alignment from Paragraph Group on the Home Ribbon

Money columns are always right-aligned

Table, autoformat Select table Click on Design Tab under Table Tools Highlight a predefined option in the Table Styles Group

Table, sorting Select text excluding column headings - (make sure selection remains in table only)

From Layout tab under Table Tools Tab select - Sort Choose options - column 1/2/3, text or number, ascending or descending OK

Table, adding rows Select the row below where the new row/rows will appear Right mouse button - Click on Insert Select row above or row below, orAdding row/rows at the end of the table Position cursor in last cell and press TAB

Tables, adding columns Select the column to the right of where the new column is to be inserted Right mouse button and choose Insert Click on columns Select column to left or column to right

Tables, deleting columns/rows Select row or column to be deleted Right mouse click in selected area Choose Delete Column or Delete Row

Templates, create Document on screen Click on Save As from the File Ribbon tab Choose [Trusted Templates] Key in filename Select template from [Save as type] Save

Templates, to use Blank screen File Ribbon tab New My templates Click on filename OK


Function How is it done?Templates, to edit Blank screen

File Ribbon tab Open Trusted Templates Select filename Open Edit file Save

ThesaurusReview Ribbon Tab/Thesaurus

Typeover mode Press Insert key on keyboard – if not turned on – Microsoft Office Button/Word Options/Advanced/Editing Options/tick option [Use the Insert key to control overtype mode] OK

Underline, different styles Home Ribbon Tab/Font Group/Click on drop down box and select option

UnderscoreHome Ribbon Tab/Font Group/Click on

Undo Click on Undo Icon on Quick Access Toolbar

Update a file Click on Save icon on Quick Access Toolbar or press CONTROL + S

Vertically CentrePage Layout Ribbon Tab/Page Setup Group/Click on – Layout Ribbon Tab/Page/Vertical Alignment=Center

Views Click on one of five icons on right hand side of status bar

Watermark, text Page Layout Tab/Page Background Group/Watermark/Choose from text options shown or choose Custom Watermark – select text – either use one supplied or key in your own – take the tick off [Semi-Transparent] - choose colour options if required – Apply - Close

Watermark, inserted file Page Layout Tab/Page Background Group/Watermark/Click on Picture Watermark, click on Select Picture to navigate through to picture file – choose options – Apply – Close

Watermark, clipart Insert any clipart – Resize as required – Ensure clipart is selected and from the Format tab of Picture Tools click on Recolour from the Adjust Group. From Colour Modes choose Washout and then from the Arrange Group select the Text Wrapping icon and choose Behind Text

Widow/Orphan Home Ribbon/Paragraph Group/Line and Page Breaks tab – ensure there is a tick beside the option Widow/Orphan control – click on OK

WordArt Insert Ribbon/WordArt

Word CountReview Ribbon Tab/Proofing Group Word Count button or check left hand side of status bar at bottom of screen

Word – Exit ProgramClick on File Ribbon tab and choose Exit or Close icon on top right of screen

Word – Start Program Click on Start/All Programs/Microsoft Office/Microsoft Word 2010

Zoom Drag zoom slider on right hand side of status bar


Common Proofreading Symbols- Appendix B

Instruction Symbol / margin mark Result

Change to single line spacing (D/S double OR 1 1/2 spacing)

This text should be single spaced

Insert a character The product has a guarantee

Insert a wordDevelop your speaking skills

Insert space between words

Suggestions are included

Insert space between paragraphs

Length of course

Enrolment period

Delete letters OR words The box is full...

Do not change / leave as isThe students will be assessed

Change to capital letters ORDear Sir

USE BLOCK LETTERS

Change to lower case Yours sincerely

Change to italics An issue of Health Today

Change to bold An issue of Health Today

Start a new paragraph These are now available.

Please place...

Run on (not a new paragraph)

Place your order now by fax or phone.


Sample Business Letter – Appendix C

THIS IS WHERE YOU WILL NORMALLY FIND A LETTERHEADBalance your letter so it sits nicely on the page and is pleasing to the eye

12 February 20XX (enter 3-6 times – use this space to adjust the letter to fit onto one page)

The ManagerWilson & Wiseman48 Beach RoadEDGECLIFF NSW 2483 (two spaces between – enter twice - one blank line)

ATTENTION Mr J WISEMAN (optional – not in every letter) (enter twice – one blank line)

Dear Sir (enter twice – one blank line)

FULLY BLOCKED OPEN PUNCTUATION STYLE LETTER (subject line – optional – bold and or caps to emphasise) (enter twice – one blank line)

This sample letter contains all the basic letter parts and in the order that they should appear. All paragraphs are blocked at the left margin. (enter twice – one blank line)

The lines above and below the paragraphs contain no punctuation. The paragraphs contain only functional punctuation. All capitals are used for the attention line and subject lines which are additional letter parts. You may prefer to bold these lines.

The enclosure notation is used only when a document is to accompany the letter.

Yours faithfully (complimentary close – note lowercase f for faithfully)(enter 3-6 times – use this space to adjust the letter to fit onto one page)

Alexandra TurnerTeam Leader (enter twice – one blank line)

at.nc (authors initials followed by typist initials) (enter twice – one blank line)

enc (if enclosing something with letter).


9 March 20XX

Mr C Wadley39 Fortune StreetTIGHES HILL NSW 2297

Dear Mr Wadley

CONTRIBUTION CONFIRMATIONMEMBER NUMBER 9039912

MoneySuper can confirm that your Member Lump Sum contribution of $500.00 was allocated to your account as a non concessional contribution on 5 March 20XX.

This contribution will appear on your next Benefit Statement. Please keep a copy of this letter for your records.

If you require any further assistance, please contact us on 1800 000 123.

Yours sincerelyMoneySuper

Peter WatsonExecutive Manager.pw.your initials


Capitals & bold

Multi Page Letter and Memo Instructions – Appendix D

Each continuation page must have a heading to identify it with the letter or memo to which it belongs.

CONTINUATION PAGES – MULTI-PAGE LETTERSThe heading should contain: The page number The addressee (company name or if none, name letter addressed to) Today’s date

Example

2(Enter twice)Mr J Smith30 May 2013

CONTINUATION PAGES – MULTI-PAGE MEMOSThe heading should contain: The page number The subject of the memo Today’s date

Example

2(enter twice)Financial Procedures30 May 2013(enter three times)

METHODEnter text for the letter or memo, allowing the text to automatically wrap to the new page/s.Select “Insert”,” Header”, choose 1st option, Different First Page, Key in the following:

Example:

2(Enter twice)ABC Corporation Pty Ltd30 May 2013

Close Header and Footer


Creating Labels – Appendix E

When doing a mail merge you may wish to create mailing labels to attach to the envelopes. You can purchase self-adhesive labels from stationery suppliers for this purpose. You will get the label size to use from the package of labels.

1 Open a new document. Click on Mailings Ribbon tab. Click on Start Mail Merge. Step by Step Mail Merge Wizard. Select Labels. Next – Starting Document. Label Options, choose an option from Label Information and Product Number. (Avery A4/A5, L7160 or other product number). Click on OK.

2 Click on Select Recipients, Select Use and Existing List.

3 Find the file required (this is your data table, usually filename data) to add to the background of your Word document. It will show the first label as blank and others with <next records>. This is normal.

4 In the first label position the cursor when a field is required and from the Write and Insert Fields Group on the Mailings Ribbon Tab click on Insert Merge Field icon down arrow key and choose appropriate field name (eg Title, Lastname)

5 Continue until all fields required have been inserted.6 Click on Update Labels

7 Save the Label file

8 Click on Finish and Merge, Choose Edit individual documents, Choose All, click on OK. Your labels will appear as they are to be printed.

9 Print the labels

10 Close the file without saving.


Multi Page Merge Letter and Labels – Appendix F

LETTERHEAD

Create a letterhead template with the following details and display attractively including logo/clipart. Insert the filename, your name and today’s date in the footer. Save as Lowndes Letterhead.

Lowndes Regional Education CentreAfter-School Education Program38 Simpson StreetNEWCASTLE NSW 2789Ph [email protected]

DATA FILE

Prepare a data file with the following records. Insert the filename, your name and today’s date in the footer. Save as After School Data. Don’t forget to proofread.

Fields:

TitleFnameSnameAddressCityStatePcodeChild

Record details:

Ms Karen Walker, 27 June St, Bury, NSW 2778, KateMrs Rowena Small, 89 Smith Avenue, Lowndes NSW 2789, TylerMrs Everlyn Nguyen, 10/3 Fern Street, Lowndes NSW 2789, Ruby


mailto:[email protected]

MAIN LETTER

Type the following letter, using your Lowndes Letterhead template. This is a multi-page letter, so remember to insert appropriate details in the second page header. Refer to Appendix C - Sample Business Letter Layout and D - Multi Page Letter Instructions in your logsheet before starting. Notify your facilitator when complete – DO NOT PRINT. Don’t forget to proofread. Insert the filename, your name and today’s date in the footer. Save as After School Main Letter.

Date

Dear

AFTER-SCHOOL EDUCATION PROGRAM

You wrote to me a few weeks ago asking for information about the After-School Education Program for your child <Child>. The program for next year is now settled and a brochure is being designed and printed. In the meantime, I am writing with advance info to you and other parents who have enquired about our program.

Insert Music file here

Insert Art file here

Insert Computer Studies file here

ENROLMENTEnrolment for all courses is Monday 3 February. You should enrol at Bury High School, Swan Street, between 9:00 am and 3:30pm on that day. Alternatively you may enrol online.

Yours sincerely

Susan GageCoordinator

Reference initials

MERGE

Complete your merge. . Notify your facilitator when complete – DO NOT PRINT

LABELS

Create labels for your letters. Refer to Appendix E, Creating Labels handout if needed. Notify your facilitator when complete – DO NOT PRINT


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