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HOW TO USE THIS MODULE

Welcome to the Module PC Operation. This module contains training


materials and activities for you to complete.

The unit of competency Operation of Word Processing Application


contains the knowledge, skills and attitudes required for a PC Operation NC II
course.

You are required to go through a series of learning activities in order to


complete each of the learning outcomes of the module. In most learning
outcome there are Information Sheets, Job Sheets, Operation Sheets and
Activity Sheets. Follow these activities on your own and answer the Self-
Check at the end of each learning activity.

If you have questions, don’t hesitate to ask your facilitator for


assistance.

After completing this module, ask your teacher to assess your


competency. Result of your assessment will be recorded in your competency
profile. All the learning activities are designed for you to complete at your own
pace.

Inside this module, you will find the activities for you to complete
followed by relevant information sheets for each learning outcome. Each
learning outcome may have more than one learning activity.

This module is prepared to help you achieve the required competency.


This will be the source of information that will enable you to acquire the
knowledge and skills in Operating a Word Processing Application
independently at your own pace or with minimum supervision or help from
your teacher.

Date: Page #
OPERATING A WORD PROCESSING APPLICATION
Version No.: 01 i
Program/Course PC Operation NC II

Unit of Competency Operate a Word Processing Application

Module 1
INTRODUCTION:

This module contains information and suggested learning activities on PC


Operation NC II. It includes instructions and procedure on how to Operate a
Word Processing Application.

Completion of this module will help you better understand the succeeding
module on how to create and save documents, format document according to user
requirement, change appearance and layout, create and format tables, add/insert
image in a document and use mail merge and print word processing documents.

This module consists of six (6) learning outcomes. Each learning outcome
contains learning activities supported by instruction sheets. Before you perform
the instructions, read the information sheets and answer the self-check and
activities provided to ascertain to yourself and your instructor that you have
acquired the knowledge necessary to perform the skill portion of the particular
learning outcome.

Upon completing this module, report to your teacher for assessment to


check your achievement of knowledge and skills requirements of this module. If
you pass the assessment, you will be given a certificate of completion.

SUMMARY OF LEARNING OUTCOMES:


Upon completion of the module the students should be able to:
LO 1. Create and save documents
LO 2. Format Document According to User Requirement
LO 3 Change Page Appearance and Layout
LO 4 Create and Format Tables
LO 5 Add/Insert image to a document
LO 6 Use Mail Merge and Print Word Processing Documents

ASSESSMENT CRITERIA:
Refer to assessment criteria of learning outcomes 1-6 of this module.

Date: Page #
OPERATING A WORD PROCESSING APPLICATION
Version No.: 01 ii
LO 1. Create and save documents
 Creating, editing and saving different types of document
 Identifying and selecting a template
 Using an existing document as template

LO 2. Format Document According to User Requirement


 Text Formatting (font type, style, size, color and effects)
 Paragraph formatting (Columns, tabs, drop cap, alignment,
indention and line spacing)

LO 3 Change Page Appearance and Layout


 Document Formatting
 Reference tools
 File type formatting

LO 4 Create and Format Tables


 Inserting and deleting tables
 Formatting tables (split, merge, insert and delete columns/rows)
 Changing row height and column width
 Copying and moving tables

LO 5 Add/Insert image to a document


 Inserting images (i.e. Graphics, clip arts or pictures)
 Formatting image using picture toolbar
 Positioning images using drawing toolbar

LO 6 Use Mail Merge and Print Word Processing Documents


 Creating and editing mail merge
 Setting printers
 Previewing and printing documents

PREREQUISITES:

None

Date: Page #
OPERATING A WORD PROCESSING APPLICATION
Version No.: 01 iii
TECHNICAL TERMS

Close button. A button that closes the current window or application. It is


located in the group of three buttons at the upper-right corner of the window.

Formatting toolbar. A toolbar that provides quick access to the formatting


functions that you use frequently. The names of buttons are displayed in
ScreenTips when you position the mouse pointer over the buttons.

Insertion point. A blinking vertical line in the document window that


indicates where the next character (any single letter, number, space, tab, page
break, paragraph mark, or symbol that can be entered in a document) typed from
the keyboard will appear.

Maximize/Restore Down button. A button that switches back and forth,


or toggles between displaying a window in its maximum size and restoring a
window to its previous size. It is located in the group of three buttons at the
upper-right corner of the window.

Menu bar. The area that lists the names of the menus available in Word. A
menu is a collection of related commands from which you can make a selection.
The menu bar is located just below the title bar.

Minimize button. A button that reduces a window to a button on the


Windows taskbar. It appears as a button with a horizontal line and is located in
the group of three buttons at the upper-right corner of the window.

Navigation buttons. Buttons that are used for moving the view in a long
document. These buttons are located on the vertical scroll bar.

Ruler. An on-screen scale marked with inches or other units of measure,


which changes the indentation of paragraphs, resets a page margin, and adjusts
the width of columns. The ruler is located below the toolbars.

ScreenTip. A help item that shows the name of a button or screen element
when you rest the mouse pointer on a toolbar button or screen element.

Scroll bars. Bars that are used for moving the view of the document. The
vertical scroll bar is located along the right side of the window, and the horizontal
scroll bar is located along the lower portion of the window, just above the status
bar.

Selection area. The area between the left edge of the window and the left
edge of a line of text. You position the mouse pointer in the selection area to select
an entire line of text. The pointer changes to a right-pointing arrow when it is
positioned in the selection area.

Standard toolbar. A toolbar that provides quick access to the editing


functions you use frequently. For example, on the Standard toolbar, the button
that you use to save a document contains an icon of a floppy disk. The Standard
toolbar is located just below the menu bar.
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OPERATING A WORD PROCESSING APPLICATION
Version No.: 01 iv
Status bar. A bar that displays explanations of currently selected text at
the bottom edge of the program window.

Task pane. This is a small window which enables users to have quick
access to common features, information and commands. You can show or hide
any task pane. If you want to use a task pane and the one that you want does not
appear, you can manually show the task pane and then select the specific task
pane that you want from the Other Task Panes menu on the task pane. On the
View menu, click Task Pane.

Title bar. The area of a window or dialog box that displays the name of the
current dialog box or application and the name of the current document. It is
located along the top of the window.

Date: Page #
OPERATING A WORD PROCESSING APPLICATION
Version No.: 01 v
Program/Course: PC OPERATION NC II

Unit of Competency: OPERATE A WORD PROCESSING APPLICATION

Module Title: OPERATING A WORD PROCESSING APPLICATION

Learning Outcome 1: Create and save documents

Assessment Criteria

1. New blank document is open


2. Data are encoded according to the information requirements.
3. Document templates are used as required.
4. Document is edited.
5. Document is saved to a folder or directory

References:

1. Manual in Computer Science 2nd Edition., 1999, Vega, Mary Lirio R., DWCC
Publication, Calapan City.
2. Basic Concept on Microsoft Office.2003, Madrid-Hirata, Evangeline Ed.D.,
Hyperbit International, Inc., Mandaluyong City.
3. Online. [URL]. http://www.oneil.com.au/pc/. Accessed: February 21, 2008.

Date: LO 1. CREATE AND SAVE DOCUMENTS Page #


Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 1
LEARNING EXPERIENCES/ACTIVITIES

Learning Outcome 1: Create and Save Documents

Learning Activities Special Instructions

1. Read the attached


Information Sheet 1.1
entitled OPENING WORD
DOCUMENT.

2. Read the attached


Information Sheet 1.2
entitled IDENTIFYING AND
SELECTING TEMPLATE.

3. Read the attached


Information Sheet 1.3
entitled TEXT EDITING.

4. Perform Operation Sheet 1.1


BASIC TEXT EDITING.

5. Read the attached


Information Sheet 1.4
entitled SAVING A
DOCUMENT.

6. Perform Operation Sheet 1.2


on CLOSING DOCUMENT.

7. Perform the Job Sheet 1.1


on creating APPLICATION
LETTER USING AN
EXISTING TEMPLATE.

8. Use the Instructor’s Sheet in


assessing the student skills.

Date: LO 1. CREATE AND SAVE DOCUMENTS Page #


Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 2
INFORMATION SHEET 1.1

OPENING A NEW BLANK DOCUMENT

Microsoft Word for windows is a full featured word processor designed to


help you work more efficiently and easily creating memos, faxes, reports, letters,
charts, and newsletter, graphics to documents and data into a word document.
Not only is Word a convenient time-saver, but it also allows you to check spelling
and edit documents before printing. This allows you to edit quickly and leaves you
with a very clean, professional-looking document (and saves you from emptying
your garbage can so often).
In this exercise, you use the Start button to
open a Word blank document.

1. Click the Start button at the left end (or top) of Step 3
the Windows taskbar, which is typically located
along the bottom of the screen. (You may also find
it at the top or along one of the sides of the screen.)
The Start menu appears. Step 2

2. On the Start menu, point to All Programs.


The All Programs submenu appears.
Step 1

3. On the All Programs submenu,


click Microsoft Word.

4. Word starts. Default blank


document open.

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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 3
INFORMATION SHEET 1.2

IDENTIFYING AND SELECTING A TEMPLATE

Word templates are a special type of file designed for reuse. A template
provides the structure and other included items such as auto text entries
and macros. They are the basis by which all Word documents are created whether
it's a new document or a sales letter. In fact, Word starts by opening a blank page
based on an auto start macro in the normal.dot template.

Microsoft comes with many templates and groups them in a tabbed dialog
based on function. You may have other templates that add-in tools or programs
have created. You see this tabbed interface when you select File | New and then
select General Templates

Note: You can find your templates folder by selecting Tools | Options | File
Locations tab. Even if you highlight User Templates and press the Modify
button, you still won't see the whole path unless you keep navigating up one
level. For many people, their template path is similar to the one below except the
user account name is yours.

C:/Documents and Settings/[user account name]/Application Data/Microsoft/Templates

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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 4
INFORMATION SHEET 1.3
TEXT EDITING
Analyze the following:

Delete key This is use to erase character after insertion point or


selected text.
Backspace key This key is use to erase character before insertion point or
selected text.
CTRL + BKSP This erases word before insertion point or selected text.
CTRL + DEL This erases word after insertion point or selected text.
Insert Mode (INS) This means text will be inserted where insertion point is
currently located.
Overtype Mode (OVR) Double click OVR indicator on the status bar appears,
any text you type will overwrite or erase any character
already there.

THE CUT/COPY/PASTE COMMANDS


 Selecting a Text
Define a group (block) of text within the document that you want to
process further. You can edit or format all the selected text at once, instead of
a letter word at a time. Any number of things can be done to the text included
in the block, such as moving or copying the block to another part of the
document, deleting the block, enhancing the text in the block, etc.
 How to Select a Text
1. Move the cursor at the beginning of the text block you want to select.
2. Click and drag the mouse pointer towards the last character of the
text block you want to select
3. When all the text you want to select is highlighted, release the mouse
button.
 Move or Copy Text Using the Standard Toolbar
1. Select the text you want to move or copy.
2. Click the cut or copy button on the standard toolbar
3. Move the insertion point to where you want to move the text
4. Click to position the cursor.
5. Click the Paste button on the Standard toolbar
 Move or Copy Text Using the Edit Command
1. Select the text you want to move or copy.
2. Click the Edit option from the menu bar
3. From the Edit, click on the Cut or Copy command
4. Move the insertion point to where you want to move the text and click.
5. Click the Paste button on the Standard toolbar.

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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 5
OPERATION SHEET 1.1

BASIC TEXT EDITING

1. Close the Task Pane by clicking its close


icon (shown with a circle around it). This will
give you more room for editing your document. If
you need it again, you can select it from the View
menu or use the [Ctrl][F1] shortcut to turn it on
or off.
2. Type the following text, including the mistakes. Don’t worry about
pressing the [Enter] key at the end of a line. When you reach the end of a line, the
remaining text will automatically continue on a new line.

A word processor is a computer or a computer program that is used to creat, edit


and print documents. A word processor allows you to create a document, store it
electronically (such as on a disk), view it on a computer screen, modify it and
print it.

If you type it as shown then you will see a wavy red line under the word
create and any other word you may have typed incorrectly. This indicates that
Microsoft Word doesn’t recognize the indicated word and it is most likely an error.
We’ll look at how to use the spell checker later but for now, we’ll edit it manually.
At the end of the text you type, you will see a small vertical line as shown
below (with a circle around it).

A word processor is a computer or a computer program that is used to create, edit and print
documents. A word processor allows you to create a document, store it electronically (such as
on a disk), view it on a computer screen, modify it and print it.

This vertical line is called the insertion point as it indicates where anything
you type will be inserted. It is also often referred to as the cursor since many older
programs, such as the one shown to the right, used a rectangular shaped symbol
called a cursor to indicate where text would appear.

If you want to edit text in a different place you can move the insertion point
in a number of different ways. The first method
that most people learn is to use the mouse.

3. Click your mouse just after the incorrect


word ‘creat’ right before the space. Type a letter ‘e’ to complete the word.

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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 6
You can also use the arrow keys on your keyboard to move the insertion
point around the text. If you are typing, then using your keyboard is much quicker
than constantly taking your hands off the keyboard to reach for the mouse. Avoid
the common trap of relying too much on your mouse since keyboard methods are
often far quicker.

4. Practice using your arrow keys to move around the text.

5. Press the [Enter] key on your keyboard to start a new paragraph. Type
your name on the new paragraph.

6.Copy your name and Paste it at the bottom of your name

7. Select your name, cut and paste it at the top of your first paragraph.

Date: LO 1. CREATE AND SAVE DOCUMENTS Page #


Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 7
INFORMATION SHEET 1.4

SAVING A DOCUMENT

Saving a Document
When you are working in Microsoft Word, any text you type and any
changes you make are stored in the computer’s RAM (Random Access Memory).
RAM is a temporary form of storage and will only retain information as long as the
computer is switched on. If you want to keep your work, you need to save it to a
long term storage device such as a floppy disk, flash drive or CD. Also, it is a good
idea to save regularly in case your computer loses the work from a power failure or
computer problem.

1) Move your mouse to the menu bar at


the top of your screen and click on File.

2) When the file menu appears, click on Save.

Since this is the first time you are saving the document, you will be
prompted for a file name and a file location.

New
Folder
icon

3) Use the Save in: list at the top to choose where you want to save the file.
You can click on the New Folder icon to create a new folder if necessary.

4) In the File name: box at the bottom, type Basic Editing Document as
shown above. Word will add ‘.doc’ on the end of the filename. The .doc part is the
file extension and is used to identify the file within Windows as a Word document.

5) When you have specified the file


location and file name, click the Save button to
save the file. When the file is saved, the name of the file will appear in the title bar.
Once a file is saved, you can use the save command again and it will update
the file with any new changes. You won’t be asked for the file name again unless
you use the Save As option, which is generally used for saving a copy of a
document under a different name or in a different location. Below are some other
ways to choose the save command. Try each method.
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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 8
6) Hold down the [Alt] key on your keyboard. The menu bar will become
active. You will notice that each menu has a letter underlined. Once the menu is
active, you can press the underlined letter to activate that menu.

7) Press [F] on your keyboard to activate the File menu.

8) Press [S] to activate the Save option from within the file menu. The file
will be saved again without asking for the filename.

When the File menu is open, you will notice that


many of the options have a picture to the left of the menu
command and some letters to the right of the menu
command. The picture shows that there is an icon on the
toolbar that can be clicked to activate the command, while the letters indicate a
keyboard shortcut for that command.

9) To the left of the Save command in the File menu is a picture of a small
floppy disk. Find the icon (button) on the toolbar that looks the same and click
it to save the file.

10) To the right of the Save command in the menu are the letters ‘Ctrl + S’.
This indicates that a keyboard shortcut may be used to access the command. Hold
down the [Ctrl] key and while it is still held down, press the [S] key to save the file.
In the remainder of these exercises, shortcut keys such as this will be shown as
[Ctrl] [S]. If you want the Save As command, you can use the [F12] shortcut key.

Note: When you select a menu in Word, it will often show only the most recently used
menu items. If the menu command you want is not visible, you can either wait a few
seconds for the full menu to appear or click on the arrow at the bottom of the menu. You
can also make a full menu display immediately by double-clicking the menu

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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 9
OPERATION SHEET 1.2

CLOSING A DOCUMENT

Like most operations in Word, there is more than one way to close a file.

 Select the Close command from the File menu.

 Use the keyboard shortcut [Ctrl][F4].

 Click the close document button in the top-right corner of the window.

1) Close the current document by clicking the Close Document icon in the top-
right corner of the document. Don’t confuse it with the icon above it which
closes Microsoft Word.

closes Microsoft Word

closes document

If you have made any changes since you last saved the document, you will
be asked if you want to save those changes.

Tip If you have several documents open at once and you want to close or
save them all at the same time, hold down the [Shift] key while you click
on the File menu. The Close command will change to Close All and the
Save command will be changed to Save All.

Date: LO 1. CREATE AND SAVE DOCUMENTS Page #


Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 10
JOB SHEET 1.1

CREATING APPLICATION LETTER USING AN EXISTING TEMPLATE

Directions: Read Information sheet no 1 – 4 (Identifying and selecting template)


Operation Sheet No.1.3 ( Text Editing)
Operation Sheet No. 1.4 ( Saving a Document)
Operation Sheet No. 1.2 (Closing a Document)

Objective: To create an application letter using an existing template.

Procedure:

1. In an open Ms Word Window go to File Menu and


click New

2. The templates folder will appear. In the template


folder, click the Letters and Faxes Tab. Select
Contemporary Letter Template.

3. In the template folder, click the


Letters and Faxes Tab.

4. Enter the following information to the


designated field.

Date: LO 1. CREATE AND SAVE DOCUMENTS Page #


Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 11
Kyng Wyngard Food <Type your address here>
Corporation

Date:
Marion I. Alinas
Manager
Kyng Wyngard - Calapan City
Branch,
Calapan City
<Type your name here>

Applicant

Greeting of peace!

I am <type your name here>, a freshman student at the Divine Word College of
Calapan.

Since it is summer, I would like to make my time worthwhile by applying as a service


crew in one of your branches. I have work as an attendant in N.E. Bakeshop, which is owned
by Nel. P. Hernandez. Mr. Nel P. Hernandez owns a chain of bakeshops across archipelago.
Attached herewith is my resume and a letter of reccomendation from my former boss.
Should you care to grant me an interview, you may call me at (043) 288 – 2265.

Thank you and may God bless you!.

2. Cut the first sentence in the second paragraph and paste it after the last
sentence of the second paragraph. Your second paragraph should be looked like
this.

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Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 12
*** I have work as an attendant in N.E. Bakeshop, which is owned by Nel. P. Hernandez. Mr. Nel P.
Hernandez owns a chain of bakeshops across archipelago. Since it is summer, I would like to make my time
worthwhile by applying as a service crew in one of your branches.

1. Edit your
letter for grammar and
spelling error.

(Note: Your Letter must be


almost looklike inthe
illustration to the right.)

2. Save your
work to C:\My Document
folder.

3. Name you file


as My Application Letter

4. Close your file by using the close button

closes Microsoft Word

closes document

Date: LO 1. CREATE AND SAVE DOCUMENTS Page #


Version No.: 01 OPERATING A WORD PROCESSING APPLICATION 13
Evidence Checklist

Competency standard: Using template for creating, editing, saving, and


closing documents.

Unit of competency: Create and Save Documents


Title of Module Operating a Word Processing Application

Note: This instructor sheet will be used to assess


the student competency in creating and
formatting table. This sheet may also serve

1
as self check assessment for the student.

The evidence must show that the students can …

 open a blank document

 select a template

 edit information

a. select text

b. copy/cut

c. paste

 edit information

 saving document to proper location

 Closing document

Total Score
NOTE: *Critical aspects of competency

Prepared by: Date:

Checked by: Date: