Information sheet: Word Processing Using MS Word BCS 1_N

LESSON 1
INTRODUCTION TO WORD PROCESSING

BASIC CONCEPTS:

Word processing software

• program that helps you create any type of written communication.
• It manipulates text data to produce a letter, a report, a memo, or any other type of
correspondence.
Text data is any letter, number, or symbol that you can type on a keyboard.
The grouping of the text data to form words, sentences, paragraphs, and pages of
text results in the creation of a document.

ADVANTAGES OF USING A WORD PROCESSOR :

1. Word Wrap - The automatic adjustment of the number of characters or words on a

line that eliminates the need to press the Enter key at the end of each line.
2. Quick Revisions - Revision includes the rearrangement of selected areas of text.
3. Easy Editing - Editing involves correcting spelling, grammar, and sentence-
structure errors.
4. Combining text in another file with text in your document is another advantage of
word processors.
5. Automatic Spelling Checking – Spell checker is a support feature that checks
words or the entire document for correct spelling.
6. Syntax checking - A syntax checker electronically checks grammar, phrasing,
capitalization, and other types of syntax errors in a document.
7. Easy formatting – Formatting defines how the printed document will appear;
includes settings for underline, boldface, print size, margin settings, line spacing
and so on.
8. What You See Is What You Get (WSYWIG) - The feature that displays a document
onscreen in a form as close as possible to how it will appear when printed.
9. Built-In Thesaurus - The thesaurus provides a list of synonyms for the text you
look up. This feature helps any word processor avoid being monotonous.
10. Easy Reprographics - With Word processing, you can print multiple copies of your
document.

STEPS IN DOCUMENT DEVELOPMENT:

1. Planning – understand the purpose of the document and plan what your
document should say
2. Entering – type the content of the document using the word processor
3. Editing/Revising – check typos, spelling and syntax errors
4. Formatting – Enhance the appearance of the document to give emphasis to
words/phrases and/or make it more attractive
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Information sheet: Word Processing Using MS Word BCS 1_N
5. Printing – Preview the document onscreen and check the document’s overall
appearance and make final changes before printing a hard copy of this.

LESSON 2: THE MS WORD INTERFACE

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COMPONENTS:
The Microsoft Office Button
The Microsoft Office button performs many of the functions that were located in the File menu
of older versions of Word. This button allows you to create a new document, open an
existing document, save or save as, print, send (through email or fax), publish or close.
The Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert,
Page Layout, References, Mailings, Review, and View that contain many new and
existing features of Word.
Each tab is divided into groups. The groups are logical collections of features designed to
perform functions that you will utilize in developing or editing your Word document.
Commonly used features are displayed on the Ribbon, to view additional features within
each group, click on the arrow at the bottom right of each group.
Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and
Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
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 Information sheet: Word Processing Using MS Word BCS 1_N
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar
This is a customizable toolbar that contains commands that you may want to use. You can
place the quick access toolbar above or below the ribbon. To change the location of the
quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below
the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button
or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to
the Quick Access Toolbar.
Document Views
Print Layout: This is a view of the document as it would appear when printed. It includes
all tables, text, graphics, and images.
 Full Screen Reading: This is a full view length view of a document. Good for viewing
two pages at a time.
 Web Layout: This is a view of the document as it would appear in a web browser.
 Outline: This is an outline form of the document in the form of bullets.
 Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the bottom of
the screen or:
 Click the View Tab on the Ribbon then click on the appropriate document view.
CUSTOMIZE THE WORD ENVIRONMENT
Word 2007 offers a wide range of customizable options that allow you to make Word work
the best for you. To access these customizable options:
 Click the Office Button
 Click Word Options
Popular
These features allow you to personalize your work environment with language, color schemes,
user name and allow you to access the Live Preview feature. The Live Preview feature allows
you to preview the results of applying design and formatting changes without actually applying
it.
Display
This feature allows you to modify how the document content is displayed on the screen and
when printed. You can opt to show or hide certain page elements.
Proofing
This feature allows you personalize how word corrects and formats your text. You can
customize auto correction settings and have word ignore certain words or errors in a document.
Save
This feature allows you personalize how your document is saved. You can specify how often
you want auto save to run and where you want the documents saved.
Advanced
This feature allows you to specify options for editing, copying, pasting, displaying, printing and
saving.

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Information sheet: Word Processing Using MS Word BCS 1_N

Compiled by VPVerzola Saint Louis College, CSF, LU 4–

Information sheet: Word Processing Using MS Word BCS 1_N
LESSON 3: PROPER TEXT ENTRY

Entering Text
Reminders:
 You do not need to press ENTER key at the end of each line. Press ENTER only
when you want to start a new paragraph.
To terminate a line of text to start typing text on the next line, press SHIFT +
ENTER
Use the SPACEBAR only to insert spaces between words BUT NOT between letters.
 Do not use the SPACEBAR to indent or align text. Use TABS or paragraph
formatting commands instead.
Inserting Special Symbols
Occasionally in a document you may need to type in a character that is not on your
keyboard, such as a financial symbol, a check mark, a copyright symbol or a foreign
language accent mark.
To Insert a Symbol:
1. In your document, position the insertion point where you want to insert the
symbol.
2. Click to open the Insert tab and click Symbol tool from the Symbols group
3. Click More symbols to choose from the dialog box.
4. When Word displays the Symbol dialog box with the Symbols tab highlighted,
locate the symbol you want to insert and click it once (or use the arrow keys to
highlight the symbol).
5. Click the Insert button (Alt+I) to transfer the symbol into your document at the
location of the insertion point.
6. Click on the Close button or (press ESC) to return to the active document.
Displaying Nonprinting Characters
While working in Word, you may find it helpful to display special nonprinting characters
(characters that do not appear in the printout of a document), such as a paragraph mark
(¶), end of line mark ( ), (tab () and fixed-space increment mark (). Displaying the
marks sometimes makes it easier to see exactly what you are doing when editing text.
 Word gives you the option of displaying or hiding nonprinting characters by
clicking the Show/Hide tool in the Paragraph group on the Home Tab.

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 Information sheet: Word Processing Using MS Word BCS 1_N
LESSON 4: EDITING/REVISING

Editing a Document
Editing in Word includes selecting and deleting text, moving text around in a document and
undoing the most recent Word Operation.
Editing documents can cover a wide range of tasks. The important thing to remember about
editing a Word document is that you must select the text you want to change before you
can use many of the editing tools.
LESSON 4A. MOVING/TRANSFERRING THE CURSOR & SELECTING TEXT

Aside from using the mouse to move the cursor to a desired location, there are also
keyboard actions.
The only way you can tell MS WORD what part of your document will be affected
by your next command is to select or highlight it.
There are two locations where you can select text:
a) at the selection area ( the blank space at the left side of the text area)
b) at the text area
The most basic mouse action to select text is by dragging over the desired text but
there are other more efficient ways of selecting text which you can learn if you
follow the instructions below.
INSTRUCTIONS:
1. Open the file PROPER TEXT ENTRY. (Use this document when performing the next
instructions.)
2. To have a second page that will contain the same text do the following:
1. Press CTRL + A to select the entire document
2. Press CTRL + C to copy the selection
3. Press CTRL + END to move cursor to the end of the document
4. Press CTRL + V to paste the contents of the clipboard.
Press CTRL + HOME to move cursor back to the beginning of the document..
3. Try the following keyboard actions to move/transfer the cursor. (Observe where the cursor
will go after each keystroke)
END HOME CTRL + PGDN
CTRL + → CTRL + ←↓ CTRL + PGUP
CTRL + ← CTRL + ↑
4. Perform the mouse actions and keyboard actions below. As you perform each action,
observe what happens. At the text area, perform the following actions:
press the END key Press the function key F8 then press
press the HOME key
double click any of the keys in instruction #3
triple click Press ESC to put off EXT mode (F8) 
ctrl + click ctrl + A
5. At the selection area, perform the following
click triple click
double click ctrl + click
drag mouse downward drag mouse upward

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 Information sheet: Word Processing Using MS Word BCS 1_N
LESSON 4A. SELF CHECK

MATCH THE ACTION IN COLUMN A WITH THE TASK IN COLUMN B. Write the letter of
your answer before the item number.
Action Result
1. END a. Move cursor to beginning of line
2. HOME b. Move cursor to end of line
3. CTRL + → c. Move cursor to next word
4. CTRL + ← d. Move cursor to previous word
5. CTRL + ↓ e. Move cursor to previous paragraph
6. CTRL + ↑ f. Move cursor to next paragraph
7. CTRL + END g. Move cursor to next page
8. CTRL + HOME h. Move cursor to previous page
9. CTRL + PGDN i. Move cursor to beginning of document
10. CTRL + PGUP j. Move cursor to end of document

MATCH THE ACTION IN COLUMN A WITH THE TASK IN COLUMN B.

Action Selection/Result
1. Click on (selection bar) a. All/Entire document
2. Ctrl + A on (text area) b. Current paragraph
3. Ctrl + click on (text area) c. Current sentence
4. Double click on (selection bar) d. Current Line
5. Double click on (text area) e. Current Paragraph
6. Hold down shift key f. Put off Extend mode
7. Press Esc g. Put on Extend mode
8. Press F8 h. Word
9. Triple click on (text area)
10. Triple click on (selection bar)

GIVE THE FUNCTION OF THE FOLLOWING:

Function key F8 _________________________________________________________

Shift __________________________________________________________________

Esc when EXT mode is on _________________________________________________

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Information sheet: Word Processing Using MS Word BCS 1_N
LESSON - FONT/TEXT FORMATTING
Ribbon command sequence: Home tab, Font group

With MS’ Words formatting commands, you can produce consistent; pleasing looks that
enhances the appearance and the effectiveness of your documents. You can also make text
conform to certain restrictions, such as fitting more type on a page.

SEVERAL WAYS TO FORMAT CHARACTERS:

1) using the buttons on the Font group,
2) pressing shortcut keys on your keyboard or
3) making selections in the Font dialog box (provides more flexibility by giving you complete
control over Word’s formatting options) Press Ctrl D to open the Font dialog box

There are two methods for applying a format to characters in a document.

1. Choose the format then begin typing the text into the document. This approach is useful when
you know in advance the way you want your text to look.
2. Type the text to be formatted, select the text with your mouse or keyboard then make format
choices. This approach is useful for adding finishing touches to quality documents and
proofreading dictated text.

General Steps to Format text

1. Select/Highlight the text you want to format
2. Execute the command for the format desired

Using Shortcuts to Format Text

To do this Press
Change the case of letters. SHIFT+F3
Format all letters as capitals. CTRL+SHIFT+A
Apply bold formatting. CTRL+B
Apply an underline. CTRL+U
Underline words but not spaces. CTRL+SHIFT+W
Double-underline text. CTRL+SHIFT+D
Apply hidden text formatting. CTRL+SHIFT+H
Apply italic formatting. CTRL+I
Format letters as small capitals. CTRL+SHIFT+K
Apply subscript formatting (automatic spacing). CTRL+EQUAL SIGN
Apply superscript formatting (automatic spacing). CTRL+SHIFT+PLUS SIGN
Remove manual character formatting. CTRL+SPACEBAR
Change the selection to the Symbol font. CTRL+SHIFT+Q

DO HO ACTIVITY- FONT FORMATTING. Format all underlined words based on what the
underlined word/phrase say.

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Information sheet: Word Processing Using MS Word BCS 1_N
LESSON: FORMATTING PARAGRAPHS
Ribbon Command sequence: Home tab, Paragraph group

 In MS Word, a paragraph can be of any amount of text, a graphic or even a blank line. Word
treats it as a paragraph so long as it is followed by a paragraph mark.
 All formatting instructions applied to a paragraph are stored in the paragraph mark. When
you press ENTER to begin a new paragraph, Word transfers the paragraph mark and all its
formatting to the next paragraph.
 You can format a paragraph by placing the Insertion point anywhere in the paragraph and
then applying the formatting you want. If you want to apply the format to several
paragraphs, then you have to select/highlight these paragraphs.
 You can format paragraphs by making selections in the Paragraph dialog box, (Home Tab,
Paragraph group) pressing keyboard shortcuts, or clicking formatting tools in the
Paragraph group of the Home Tab.
Note: Do not confuse character formatting with paragraph formatting. You can apply paragraph
formatting as long as the Insertion point is inside the paragraph. To apply character
formatting to an entire paragraph, you must select first all the characters in the paragraph.
CONCEPTS:
Indentation determines the distance of the paragraph from either the left or the right margin.
 Within the margins, you can increase or decrease the indentation of a paragraph or group
of paragraphs.
 You can also create a negative indent (also known as an outdent), which pulls the paragraph
out toward the left margin.
 You can also create a hanging indent, in which the first line of the paragraph is not indented,
but subsequent lines are.

Horizontal alignment determines the appearance and orientation of the edges of the
paragraph:

 Justified text – the text of the paragraph are aligned evenly along the left and right
margins.

 Left-aligned - the left edge of the paragraph is flush with the left margin.

 Right -aligned - the right edge of the paragraph is flush with the right margin.

Controlling Line Spacing

Line spacing determines the amount of vertical space between lines of text. Word uses single
line spacing by default. The line spacing you select will affect all lines of text in the selected
paragraph or the paragraph that contains the Insertion point.
Controlling Paragraph Spacing
Adjusting the spacing between paragraphs helps when you want to add more space between a
title, heading or subheading and the text below it, between items in a list and so on. Options
in the Paragraph dialog box allow you to make exact adjustments to spacing rather than
simply pressing the ENTER key for double-spacing.

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Information sheet: Word Processing Using MS Word BCS 1_N
To Format Paragraphs using the Paragraph dialog box. (General Steps)
1. Select the paragraph/s you want to format.
2. On the Home tab, click the Paragraph group button to display the Paragraph dialog box
3. For Indents and Spacing, click on the Indents and Spacing tab (For pagination commands
click the Lines and Page breaks tab)
4. Select the options desired.
5. Click the Ok button or press ENTER
KEYBOARD SHORTCUTS
To do this: PressTo do this Press
Single-space lines. CTRL+1
Double-space lines. CTRL+2
Set 1.5-line spacing. CTRL+5
Add or remove one line space preceding a paragraph. CTRL+0 (zero)
Switch a paragraph between centered and left-aligned. CTRL+E
Switch a paragraph between justified and left-aligned. CTRL+J
Switch a paragraph between right-aligned and left-aligned. CTRL+R
Left align a paragraph. CTRL+L
Indent a paragraph from the left. CTRL+M
Remove a paragraph indent from the left. CTRL+SHIFT+M
Create a hanging indent. CTRL+T
Reduce a hanging indent. CTRL+SHIFT+T
Remove paragraph formatting. CTRL+Q
Adding Bullets or Numbers to Lists
When you manually number the items in a list, Word converts the typed numbers to automatic
numbering. If you begin a paragraph with a hyphen, Word automatically converts the
paragraph to a bulleted item when you press ENTER to end the paragraph.
To Add bullets or numbers to lists which you have already typed:
1. Select the items to which you want to add bullets or numbers.
2. Click on the Bullets tool on the Paragraph group to add bullets or click on the Numbering
tool.
Notes: To change the bullet or number format or the spacing between the bullet or number and the
text:
1. select the items;
2. click on Bullets and Numbering on the Format menu;
3. click on either the Bulleted or Numbered tab;
4. click the format you want.

To put a border on a paragraph you have already typed:

1. Click on the Border tool’s drop down button

2. Select the border desired

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Information sheet: Word Processing Using MS Word BCS 1_N

HO ACTIVITY: PARAGRAPH FORMATTING

Objective:
1. Apply the different paragraph commands. 2. Practice Editing techniques.
Activities:
1. Load the file PROPER TEXT ENTRY.
2. Re-save this as PARAGRAPH FORMATTING [your LASTNAME FIRTSNAME]
3. Revise & edit, insert missing text to make the document conform with the text of the
document printed below.
4. Using the Paragraph commands, produce the document following the formatting as
shown. (For your added guide, read the paragraph and follow what it says.
5. Save every after 5 minutes.

The paragraphs below show different alignments while this paragraph is

formatted as justified and the line spacing is 1.5. This paragraph is also first line indented
by 1 inch and it is formatted with 1 li space after it.

Paragraphs can have the following alignments and bullets can be provided. ¶

 Centered paragraph¶
 Riddles
What has no legs but can run? 
What grows longer as the day grow shorter? 
What is everybody in the world doing at the same time?¶
 Left aligned paragraph¶
 Right Aligned paragraph.¶
Paragraphs can be numbered without you typing the numbering. Automatically number the
paragraphs below. ¶
1. Centered paragraph¶
2. Riddles
What has no legs but can run? 
What grows longer as the day grow shorter? 
What is everybody in the world doing at the same time?¶
3. Left aligned paragraph¶
4. Right Aligned paragraph.¶
A hanging paragraph is a paragraph wherein the first line is longer than the succeeding lines..
Numbered paragraphs are usually formatted as hanging.¶
A paragraph that is left indented and right indented by .5” and with a border
and a shading.¶

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Information sheet: Word Processing Using MS Word BCS 1_N
LESSON: SETTING TABS

TERMS:
Tab stop position Type the position on the ruler where you want to create a new tab stop, or
select an existing tab stop from the list to modify its properties.
Default tab stops Specifies amount of spacing that is applied each time you press the TAB
key.
Tab stops to be cleared Displays tab stops that have been marked for deletion from the Tab
stop position list. Cleared tabs are deleted from the list when you click OK.
Leader or Leader characters
1 Omits any lead characters to be added in front of the tab stop.
2 Specifies for a tightly dotted line to be added in front of the tab stop.
3 Specifies for a line of dashes to be added in front of the tab stop.
4 Specifies for a solid line to be added in front of the tab stop.
5 Specifies for a loosely dotted line to be added in front of the tab stop.
Set Creates a new tab or updates a previously set tab stop position with the options you
specified.
Clear Marks a selected tab stop position for deletion. Cleared tabs are deleted from the list
when you click OK.
Clear All Marks all stored tab stop positions for deletion. Cleared tabs are deleted from the
list when you click OK.
2 Options in setting tabs

A. Click Paragraph dialog box launcher, Click Tabs, Interact with the dialog box
B. Set tabs by using the Horizontal ruler

NOTE: Text with set tab stops can be converted to tables and vise versa by using the command:
On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table

Setting Tabs

Word has preset tab stops every half-inch. You can use these stops or set your own. You can
also add leader characters that fill the tab space with dotted, dashed or solid line.

If you want a personalized document, you may need to know how to set tab stops.
Set the tab stops
You might want to use the ruler to set manual tab stops at the left side, middle, and right side
of your document.
NOTE If you don't see the horizontal ruler that runs along the top of the document, click the
View Ruler button at the top of the vertical scroll bar.
You can quickly set tabs by clicking the tab selector at the left end of the ruler until it displays
the type of tab that you want and then clicking the ruler at the location you want. But
which type of tab stop should you use?

A Left Tab stop sets the start position of text that will then run to the right as you type.

A Center Tab stop sets the position of the middle of the text. The text centers on this position
as you type.
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Information sheet: Word Processing Using MS Word BCS 1_N
A Right Tab stop sets the right end of the text. As you type, the text moves to the left.

A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of
digits, the decimal point will be in the same position. (You can align numbers around a
decimal character only; you cannot use the decimal tab to align numbers around a different
character, such as a hyphen or an ampersand symbol.)

A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position.

If you want your tab stops at precise positions that you can't get by clicking the ruler, or if you
want to insert a specific character (leader) before the tab, you can use the Tabs dialog box.
To display this dialog box, double-click any tab stop on the ruler.

Using the horizontal ruler to set tab stops

By default, there are no tab stops on the ruler when you open a new blank document.
The final two options on the tab selector are actually for indents. You can click these and
then click the ruler to position the indents, rather than sliding the indent markers along the
ruler. Click First Line Indent , and then click the upper half of the horizontal ruler where
you want the first line of a paragraph to begin. Click Hanging Indent , and then click the
lower half of the horizontal ruler where you want the second and all following lines of a
paragraph to begin.
When you set a bar tab stop, a vertical bar line appears where you set the tab stop (you
don't need to press the TAB key). A bar tab is similar to strikethrough formatting, but it
runs vertically through your paragraph at the location of the bar tab stop. Like other types
of tabs, you can set a bar tab stop before or after you type the text of your paragraph.
You can remove a tab stop by dragging it (up or down) off the ruler. When you release the
mouse button, the tab stop disappears.
You can also drag existing tab stops left or right along the ruler to a different position.
When multiple paragraphs are selected, only the tabs from the first paragraph show on the
ruler.

Change the spacing between the default tab stops

If you set manual tab stops, the default tab stops are interrupted by the manual tab stops that
you set. Manual tab stops that are set on the ruler override the default tab stop settings.
1. On the Page Layout tab, click the Paragraph Dialog Box Launcher.

2. In the Paragraph dialog box, click Tabs.

3. In the Default tab stops box, enter the
amount of spacing that you want between the
default tab stops.
When you press the TAB key, your tab will stop across the page at the distance that you
specified.

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Information sheet: Word Processing Using MS Word BCS 1_N
DO HO ACTIVITY SETTING TABS

INSTRUCTIONS:
1. Open a document file and save this as SETTING TABS [YOUR
LASTNAME_FIRSTNAME] Create the document shown below.
2. Make sure tab alignments are correctly set. Notice the alignment of the text.

LASTNAME FIRSTNAME COURSE YEAR FINAL GRADE

ROSAL ROSA BCS 1 88.90

MEJIA MAJAL BSBA 3 99.30
BENJAMIN YASMIN BSIT 4 85.75
BANANA JUANITA BSHRM 2 92.50
VER JIM BSCE 5 82.75

Do a copy-paste operation to produce a second set of the text above. Then provide the
Leader characters as shown. Click the Show Paragraph dialog box button of the paragraph
group then click the Tabs button. Respond to the dialog box.

LASTNAME FIRSTNAME COURSE YEAR FINAL GRADE

ROSAL ------------- ROSA ------------------BCS ------------- 1 ------------- 88.90

MEJIA -------------- MAJAL ----------------BSBA ----------- 3 ------------- 99.30
BENJAMIN -------- YASMIN ---------------BSIT ------------- 4 ------------- 85.75
BANANA ---------- JUANITA -------------BSHRM --------- 2 ------------- 92.50
VER ----------------- JIM ---------------------BSCE ----------- 5 ------------- 82.75

Do a copy-paste operation to produce a third set of the first set of text. Do the following:
1. Delete the tab characters before each line of text
2. Delete the first tab stop in all the paragraphs. Then indent the paragraphs so the text will
be in line with the text above.
3. Convert the text to a table. To do this, select the text and then On the Insert tab, in the
Tables group, click Table, and then click Convert Text to Table. Refer to the model below.

LASTNAME FIRSTNAME COURSE YEAR FINAL GRADE

ROSAL ROSA BCS 1 88.90

MEJIA MAJAL BSBA 3 99.30
BENJAMIN YASMIN BSIT 4 85.75
BANANA JUANITA BSHRM 2 92.50
VER JIM BSCE 5 82.75

NOTE: You may need to adjust column widths and/or set alignments. You may also need to
delete columns. (To delete a column, select the column, right click and select delete
columns

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Information sheet: Word Processing Using MS Word BCS 1_N
LESSON: FORMATTING PAGES

(Page Layout, Page Set-up)

When formatting the pages of your Word document, you may:

1. change margin settings for the whole document or for only specific pages,
2. format it to accommodate text, graphics, tables or lists.
3. tell Word to print your document horizontally (landscape) or vertically (portrait) on the
page.
By default, Word applies Page Setup command options to your whole document. However, you may
want to modify an option for a part of a document. When your format selected text in a document
with the Page Setup command, Word divides your document into sections. It is easy to identify
a section because Word defines it with a nonprinting double line that includes the words End
of Section.
A section is an area of your document with a unique format. To find out which section you are
currently in, look on the status bar. Next to the current page number, Word displays the current
section number such as Sec 1. The section number is always 1 unless you apply special
formatting, in which case, Word may display Sec 2, Sec 3 and so on.
Note: You can apply unique formatting to a section without affecting any other part of the
document. To define section ends in your document, click Breaks On the Page Layout
tab, in the Page Setup groups.
Creating New Pages
If your document becomes long enough, you will notice that Word automatically inserts a dotted
line and creates a new page when no more text will fit on the current page. This is called a soft
page break. It is “soft” because it changes position as you insert or delete line. If you want a
page to break at a certain point, you must tell Word to insert a hard page break. A hard page
break will not automatically move as you add or delete text before it.
To Insert a hard page break:
1. Position the insertion point exactly where you wish to break pages
2. Click Insert> Page Break.
Note: To manually enter a hard page break into a document, press CTRL + ENTER.

PAGE LAYOUT TAB, PAGE SETUP group will change the settings for:
Margins, Paper size and Orientation (portrait or landscape)
Document margins - the distance between the text and the edges of the paper.

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 Information sheet: Word Processing Using MS Word BCS 1_N
Adding Headers and Footers
Headers and footers are lines of text that describe your document or provide summary information
about it, including document title, chapter title, author name, page numbers or even a company
logo.
Headers appear along the top margin of the page while footers along the bottom margin. When you
enter text as a header or footer, Word automatically adjusts the size of the margins accordingly.
In Word, you can place a unique header (or choose to have no header) on the first page; use different
headers or footers for odd and even pages; add formatting to header and footer text; insert
codes and others.

Insert headers and footers - Insert tab, Header & Footer group
Headers and footers are areas in the top, bottom, and side margins of each page in a
document.
You can insert or change text or graphics in headers and footers. For example, you can add
page numbers, the time and date, a company logo, the document title or file name, or the
author's name.
If you want to change a header or footer that you inserted, the Headers & Footers tab under
Header & Footer Tools gives you more header and footer options.

Remove the header or footer from the first page

1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout
tab.
2. Select the Different first page check box under Headers and footers.
Headers and footers are removed from the first page of the document.

Make the headers or footers different for odd and even pages
For example, you might choose to use the title of the document on odd pages, and the chapter
title on even pages.
1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout
tab.
2. Select the Different odd and even check box.
Now you can insert the header or footer for even pages on an even page and the header or footer
for odd pages on an odd page.
PAGE NUMBERS – Insert tab, Header & Footer command group

Start or restart the page numbering

Do any of the following:
Start the page numbering with a different number
For example, if you add a cover page to a document with page numbers, the second page is
automatically numbered page 2. You might want the document to begin with page 1.
1. Click anywhere in the document.
2. On the Insert tab, in the Header & Footer group, click Page
Number.
3. Click Format Page Numbers.
4. In the Start at box, enter a number.
NOTE If you have a cover page and you want the first page of the document to start at 1, type
0 in the Start at box.
Compiled by VPVerzola Saint Louis College, CSF, LU 16 –
 Information sheet: Word Processing Using MS Word BCS 1_N
Restart the page numbering with 1 for each chapter or section
For example, you can number the table of contents i through iv and the rest of the document 1
through 25. If your document contains multiple chapters, you may want to restart page
numbering for each chapter.
1. Click in the section in which you want to restart page numbering.
2. On the Insert tab, in the Header & Footer group, click Page Number.
3. Click Format Page Numbers.
4. In the Start at box, enter 1.

Remove page numbers

Microsoft Office Word 2007 automatically removes or deletes page numbers when you click
Remove Page Numbers or when you remove a single page number manually from the
document.
1. On the Insert tab, in the Header & Footer group, click Page Number.

2. Click Remove Page Numbers.

NOTE If you created different first-page or odd and even headers or footers, or if you have
sections that aren't linked, be sure to remove the page numbers from each different
header or footer.

HANDS-ON ACTIVITY: PAGE FORMATTING

Instructions:

1. Open the file COMBINED DOCUMENTS.

2. Set the top, bottom, left and right margins to 1” each; the page size to
8.5” x 13”
3. Provide a header with the text HANDS-ON ACTIVITIES IN WORD
PROCESSING
4. Provide a footer with the text Prepared by [author].
5. Number the pages of your document.
6. Set the layout of the page so that the page number and header will not
appear on the first page.
7. Save your file as PAGE FORMATTING + [SEATCODE] + [YOUR NAME]

Compiled by VPVerzola Saint Louis College, CSF, LU 17 –