Unit 6: MS Word

I. Orientation

Microsoft Word is a word-processing application used to create, edit, format, store, and print documents. Its page-layout and object tools allow text, images, shapes, decorative lettering, and personalized information to be combined in one document. The commands may vary slightly between Word versions, but the underlying procedures remain similar.

• Document structure: A document contains pages, paragraphs, text characters, objects, headers, footers, and other layout elements.
• Ribbon principle: Commands are organized into tabs such as Home, Insert, Layout, and Mailings.
• Selection principle: Most formatting commands affect the currently selected text or object; if nothing is selected, they affect the insertion point or future content.
• Object principle: Pictures, shapes, and WordArt are separate objects that can be moved, resized, aligned, wrapped, and formatted.
• Page-layout principle: Paper size and margins determine the printable area and influence pagination.
• Output principle: A document should be checked in Print Preview before printing because screen layout and printed layout may differ.
• Data-source principle: Mail merge combines one main document with a data source to produce many personalized copies.

II. Inserting pictures — Adding image files to a document

Inserting pictures places a digital image file inside a Word document. Pictures may come from the computer, removable storage, cloud storage, or an online location, depending on the Word version.

A. Inserting pictures

The purpose of this operation is to add visual information without retyping or recreating it.

• Insert command: Select Insert → Pictures, then choose This Device or the relevant online location.
• File selection: Browse to a file such as school_logo.jpg, select it, and choose Insert. Common formats include .jpg, .png, .gif, and .bmp.
• Resizing: Select the picture and drag a corner handle to preserve its proportions. A picture originally 800 × 600 pixels has a 4:3 ratio; dragging a side handle alone can distort it.
• Picture formatting: Use Picture Format to crop, remove background, adjust brightness, apply borders, or select a picture style.
• Text wrapping: The Wrap Text command controls how text interacts with the image:
  • In Line with Text treats the picture like a large text character.
  • Square, Tight, or Through allows text to flow around it.
  • Behind Text or In Front of Text places the picture relative to the text layer.
• Positioning: Use Position or drag the image to place it at a page corner, beside a paragraph, or in the centre.
• Accessibility: Use Alt Text to describe meaningful images, for example, “School emblem in blue and white.” Decorative images can be marked as decorative where the option is available.

B. Applications and limitations

Pictures improve explanation and appearance, but unsuitable images can reduce readability.

• Application: A science report can include a labelled photograph, while a business letter may contain a company logo in the header.
• Resolution: A small image enlarged greatly may become pixelated; use a sufficiently high-resolution original.
• File size: Large photographs increase document size. Compress pictures through Picture Format → Compress Pictures when appropriate.
• Copyright and clarity: Use images legally and avoid backgrounds that make black text difficult to read.

III. Inserting clip art — Using built-in or searchable illustrations

Clip art consists of ready-made illustrations intended for quick use in documents. Modern Word versions may provide online stock images, icons, or illustrations rather than the older offline Clip Art gallery.

A. Inserting clip art

The process searches Word’s available illustration library and inserts a selected item as a document object.

• Opening the search: Select Insert → Online Pictures or Insert → Icons, depending on the version of Word.
• Search terms: Enter a descriptive term such as computer, school, or calendar; specific terms generally produce more useful results.
• Filtering: Use filters for illustration type, orientation, colour, or license when those controls are available.
• Insertion: Select an illustration, choose Insert, and wait for it to appear in the document.
• Editing: Resize it with corner handles and use Graphics Format or Picture Format to change colour, outline, effects, and wrapping.
• Placement: Choose Wrap Text → Square when the clip art should sit beside a paragraph, or In Line with Text for a controlled position within a line.

B. Applications and limitations

Clip art is useful for simple visual communication, but decorative images should support rather than distract from the document.

• Application: A notice about computer safety may use a small shield or computer icon beside the heading.
• Consistency: Use illustrations with similar colours and visual styles; mixing cartoon, photographic, and highly formal graphics can look unplanned.
• Availability: Online clip art and stock content may require internet access or a Microsoft account.
• Licensing: Check usage permissions before using an illustration in commercial or publicly distributed work.

IV. Drawing objects — Creating shapes and diagrams

Drawing objects are graphical elements created directly in Word, including lines, arrows, rectangles, circles, callouts, and flowchart symbols. They are useful when a diagram must be made without separate drawing software.

A. Drawing objects

Drawing objects communicate relationships, directions, and structures through shapes and connectors.

• Shape insertion: Select Insert → Shapes, choose an object, and drag on the page to draw it.
• Basic shapes: Rectangles can represent processes, ovals can represent start or end points, and arrows can show direction.
• Text in shapes: Right-click a shape and choose Add Text, or select the shape and begin typing.
• Formatting: The Shape Format tab controls Shape Fill, Shape Outline, and Shape Effects. For example, a process box may use a light-blue fill and dark outline.
• Sizing: Hold Shift while drawing a circle or square to maintain equal height and width.
• Alignment: Select multiple objects using Ctrl-click, then use Align, Distribute Horizontally, or Distribute Vertically.
• Layer order: Bring Forward, Send Backward, and Selection Pane control which object appears on top.
• Grouping: Select related objects and choose Group so they move and resize as one unit.
• Connectors: Use connector arrows rather than ordinary lines when linking flowchart shapes; connectors remain attached when shapes move.

B. Applications and limitations

Drawing objects are effective for visual models but require careful spacing and alignment.

• Application: A flowchart may use an oval for Start, rectangles for actions, and a diamond for a decision.
• Application: A labelled computer diagram can combine callout shapes with arrows pointing to the monitor, keyboard, and mouse.
• Limitation: Excessive shapes can make a page crowded; use short labels and adequate white space.
• Editing risk: Ungrouped objects may shift independently. Group a completed diagram after checking alignment.

V. Using WordArt — Creating decorative text

WordArt converts text into a stylized graphical object. It is designed for titles, posters, banners, and headings rather than long paragraphs or ordinary body text.

A. Using WordArt

The feature applies decorative effects such as outlines, fills, shadows, rotation, and curved text.

• Insertion: Select Insert → WordArt, choose a style, and type the required words, such as COMPUTER CLUB.
• Text editing: Select the WordArt object and edit its text like an object rather than as an ordinary paragraph.
• Style controls: Text Fill, Text Outline, and Text Effects change the appearance of the lettering.
• Transform effects: Through Text Effects → Transform, text can follow an arc, wave, circle, or other path.
• Positioning: Use Wrap Text → Square or In Front of Text when the title must be freely positioned.
• Readability: A title with a dark blue fill, white outline, and moderate shadow may remain readable against a pale background.
• Consistency: Limit a document to one or two WordArt treatments so the design does not appear cluttered.

B. Applications and limitations

WordArt attracts attention, but decorative formatting should not replace clarity.

• Application: A school-event poster can use WordArt for the main title while keeping date, venue, and instructions in ordinary text.
• Limitation: Highly curved or shadowed lettering can be difficult to read when printed in small size.
• Accessibility: Important information should also be available as normal, selectable text rather than only as decorative graphics.

VI. Setting page size — Defining the paper dimensions

Page size specifies the physical dimensions of each page. It must match the paper loaded in the printer or the intended digital format.

A. Setting page size

Page size is normally changed through the Layout tab before final formatting.

• Command path: Select Layout → Size, then choose a standard option such as A4, Letter, or Legal.
• Custom size: Choose More Paper Sizes, then enter exact Width and Height, such as 210 mm × 297 mm for A4.
• Orientation relationship: Portrait is taller than wide; Landscape is wider than tall. Orientation is changed through Layout → Orientation.
• Section control: In Page Setup, use Apply to to change the size for the whole document or only the current section.
• Pagination effect: Changing from Letter to A4 may move headings, images, or paragraphs onto different pages.
• Printer compatibility: If the document is set to A4 but the printer contains Letter paper, scaling or clipping may occur.

B. Applications and limitations

Correct page size prevents layout errors and ensures the finished document fits its intended medium.

• Application: Use A4 for a standard school report in many countries and Legal for documents requiring a longer page where that paper is available.
• Limitation: Custom sizes may not be supported by every printer.
• Check: Confirm the page size in Print Preview and in the printer’s paper settings before printing.

VII. Setting margins — Controlling the usable page area

Margins are blank spaces between the page edges and the document content. They protect text from being cut off and provide space for binding, notes, or visual balance.

A. Setting margins

Margins are controlled through the Layout tab and can be applied to all pages or selected sections.

• Preset command: Select Layout → Margins, then choose Normal, Narrow, Moderate, or another preset.
• Custom values: Choose Custom Margins and enter measurements for Top, Bottom, Left, and Right.
• Binding space: Increase the Gutter value when a document will be bound; a 1-inch gutter adds space on the binding side.
• Mirror margins: For double-sided books, use mirrored margins so inside and outside margins alternate correctly.
• Header and footer: Header and footer positions are measured relative to page edges and may need adjustment when margins change.
• Section application: Use Apply to: Whole document or This section when different parts require different margins.

B. Applications and limitations

Margins balance readability, printer safety, and available writing space.

• Application: A formal report may use approximately 2.54 cm margins, while a worksheet may use narrower margins to fit a table.
• Printer limitation: Many printers cannot print to the extreme edge; content placed too near an edge may be clipped.
• Readability: Extremely narrow margins create dense pages and reduce space for handwritten notes.

VIII. Printing documents — Producing a paper or PDF copy

Printing converts the electronic document into a physical or digital output. The document should be inspected before the final print command.

A. Printing documents

The print process includes previewing, selecting settings, and confirming output.

• Opening print settings: Select File → Print or press Ctrl+P.
• Preview: Inspect page breaks, image positions, blank pages, headings, and clipped tables in the preview pane.
• Printer choice: Select the required printer from the printer list; choose Microsoft Print to PDF when a PDF file is needed.
• Page range: Print All Pages, the Current Page, or a range such as 2-4, 7.
• Copies and collation: Set the number of copies. Collated produces complete sets in order; uncollated groups identical pages together.
• Page settings: Choose one-sided or two-sided printing, portrait or landscape orientation, paper size, and scaling where supported.
• Final action: Click Print only after confirming the printer, paper, page range, and number of copies.

B. Applications and limitations

Printing settings directly affect cost, appearance, and correctness.

• Application: Drafts can use black-and-white, lower-quality, or two-sided printing; a final certificate may require colour and higher quality.
• Scaling: “Fit to paper” can prevent clipping but may reduce text size; avoid scaling when exact dimensions are important.
• Troubleshooting: A missing image may result from an object placed outside the printable area, while a blank page may result from extra paragraph marks or a section break.
• Economy: Use Print Current Page or a selected range instead of printing the entire document for a small correction.

IX. Mail merge practical — Producing personalized documents

Mail merge combines a fixed main document with variable records from a data source. It is used for letters, labels, envelopes, certificates, and email messages addressed to multiple recipients.

A. Mail merge practical

A successful practical follows a sequence from document preparation to merged output.

• Prepare the data source: Create a table in Excel or Word with field names in the first row, such as FirstName, Address, and Amount. Each later row is one recipient record.
• Create the main document: Type the common content, such as: Dear ... followed by the personalized fields.
• Start the merge: Select Mailings → Start Mail Merge, then choose Letters, Envelopes, Labels, or E-mail Messages.
• Select recipients: Choose Select Recipients → Use an Existing List, then open the saved data file and select its worksheet or table.
• Insert fields: Place the cursor where variable data belongs and choose Mailings → Insert Merge Field → FirstName, Address, or another field.
• Preview: Select Preview Results and use the next-record controls to inspect different recipients. Check spelling, spacing, and missing values.
• Complete the merge: Choose Finish & Merge, then select Edit Individual Documents, Print Documents, or Send E-mail Messages.
• Record matching: If names do not match the expected data, use Match Fields to connect the source column with Word’s address fields.

B. Applications and limitations

Mail merge saves time while preserving individual details, but its accuracy depends on the data source.

• Worked example: If the source contains Amina | 14 Green Road and David | 8 Lake Street, the same letter can display “Dear Amina” and “Dear David” with their respective addresses.
• Data quality: A blank Address cell creates an incomplete letter; check records before merging.
• Formatting: Apply consistent date, currency, and number formatting in the source or merge field. A value such as 1250 may need a currency format before it appears as $1,250.
• Safety: Preview every record before printing because one incorrect field can affect many documents.
• Output choice: Use Edit Individual Documents when each merged letter requires separate checking or later editing; use Print Documents for a direct batch print.