Word - Details

HIGHER
ADMINISTRATION
Word Processing
(Microsoft Word)
CONTENTS
BUSINESS DOCUMENTS .................................................................................................. 4
Letters................................................................................................................................ 15
Tear-off Slips ..................................................................................................................... 8
Itineraries ......................................................................................................................... 10
Agenda .................................................................................................................................11
Minutes ............................................................................................................................... 12
Action Minutes .................................................................................................................. 13
WATERMARKS ..................................................................................................................... 14
Inserting a Picture Watermark .................................................................................. 115
Inserting a Text Watermark ........................................................................................ 17
Inserting a Picture Watermark on One Page ............................................................ 19
FOOTNOTES/ENDNOTES.............................................................................................. 22
Inserting a Footnote ...................................................................................................... 23
Inserting an Endnote...................................................................................................... 26
Editing Footnotes and Endnotes .................................................................................. 27
Deleting a Footnote or Endnote .................................................................................. 28
BOOKMARKS ....................................................................................................................... 29
Adding a Bookmark ......................................................................................................... 30
Finding a Bookmark ......................................................................................................... 33
Deleting a Bookmark ....................................................................................................... 35
CROSS-REFERENCE ......................................................................................................... 36
Inserting a Page Cross-Reference .............................................................................. 37
Inserting a Heading as a Cross-Reference ............................................................... 39
Updating Cross-References .......................................................................................... 40
Word Processing Page 2

TABLES .................................................................................................................................. 41
Creating Tables................................................................................................................ 42
Design Tab ........................................................................................................................ 47
Table Designs ................................................................................................................... 49
Layout Tab ......................................................................................................................... 51
Sorting in a Table............................................................................................................ 52
Convert Text to Table ................................................................................................... 53
Convert Table to Text ................................................................................................... 55
Calculations in a Table.................................................................................................... 56
Section Break/Page Orientaion/Page Border ............................................................ 58

BUSINESS DOCUMENTS
There are a number of documents that businesses use on a daily basis

communicate with both staff and customers. Organisations often follow their
own house style or make use of document templates (stored centrally and
available to all employees) to save time and ensure consistency of presentation.

Letters
A business letter is a document written in formal language and sent to

customers, suppliers or other organisations.
Task
1. Open up the file entitled Business Letter from the Word Files folder.
2. Type the reference which is the initials of the person signing the letter
then your initials where it states insert reference in the letter, for
example:
JB/GS
3. Type today‟s date where it states insert today’s date in the letter, for
example:
21 February 2016
4. Type the following inside address of the person receiving the letter
where it states insert inside address in the letter:
Mr J L Smith
27 Wells Drive
ANYTOWN
AY458BN
Make sure the name and each of part of the address are on separate
lines.
5. Type the following name of the person receiving the letter where it
states insert salutation in the letter:
Dear Mr Smith
Sometimes the letter is addressed Dear Sir or Dear Madam.

6. Type following topic of the letter where it states insert subject heading
in the letter:
OFFICE EQUIPMENT
7. Insert the following paragraph in the letter where it states insert

paragraph 1 in the letter:
Thank you for your enquiry about our new range of office equipment. We are
pleased to enclose our brochure, and note below some of our special offers.
8. Insert the following paragraph in the letter where it states insert

paragraph 2 in the letter:
All of the above prices exclude VAT, and represent a saving of 25% on our
normal prices. If you require any more information, please telephone us on the
above number. We look forward to receiving your first order.
9. Type the following complimentary close where it states insert

complimentary close in the letter:
Yours sincerely
10. Type the following name and job title of the person sending the letter
where it states insert name and job title in the letter:
Joan Black
Sales Director
11. Delete and replace the number with the letters LS with the amount of
line spaces, for example, 2LS means 2 line spaces.
12. Business letters sometimes go over or more pages. Always number all
pages either in the header of the footer, except for the first page.
Insert page number in the header or footer, click Design tab and select the
Different First Page.

Select checkbox Click Design tab
13. Insert your name in the footer and save the file.

Tear-off Slips
A letter occasionally has a tear-off slip for the recipient to give a response.
Always place the tear-off portion near the bottom of the page and use double
line spacing to ensure there is enough room for any written information.
Task
1. Open up the file entitled Tear-off slip from the Word Files folder.
2. Click at the end of the line where the letters ENC appears.
The letters ENC are an abbreviation for enclosure. The letters ENC are
used in a business letter to say that one or more documents are included
with the letter.
3. Click Insert, click Symbol and select More Symbols….
Click Insert Click Symbol
Select More Symbols…
4. From the Font drop-down menu, select Wingdings, click the scissor symbol
and click Insert.

Select Wingdings
Click the scissor symbol Click Insert
5. After the scissor symbol, use full stops right to the end of the line.
You should have something like below:
………………………………………………………………………………………………………………………………………………

Itineraries
An itinerary is a detailed plan for a journey listing hour by hour what a person is
scheduled to do, as well as where and with whom they are scheduled to do it. All
times are expressed in 24-hour format and, where there are time differences,
local times are shown.
Task
1. Open up the file entitled Itineraries from the Word Files folder.
2. Type the following information in the right place under the heading
Saturday 15 February:
1416 hours Depart Edinburgh Waverley station to Preston station
1801 hours Arrive Liverpool Lime Street station. Taxi to Thistle

Liverpool Hotel, Chapel Street, Liverpool, L3 9RE.
Accommodation booking reference: 7843983.
Sunday 16 February:
1000-1230 hours Attend final of 'Young Project Manager of the Year' at the
Liverpool Arena. Taxi to Lime Street station.

Notice of Meeting and Agenda
A Notice of Meeting lets everyone know why, when and where a meeting has
been arranged. An Agenda is a list, in order, of topics to be discussed. These are
often combined in the same document.
Task
1. Open up the file entitled Agenda from the Word Files folder.
AGENDA:
3. Matters arising
5. Golf outing
7. Any other business

Minutes
It is important that all points raised in the meeting are noted so that a summary
is recorded. Minutes reflect the Agenda and show who was present, what was
discussed and agreed, and any action points, that is, what has to be carried out,
by whom and, if relevant, by what deadline. They are usually written in the third
person.
Task
1. Open up the file entitled Minutes from the Word Files folder.
2. Type the following information in the correct position of the document:
4. Treasurer's Report
The Treasurer reported that annual subscriptions were now due and that
members had received notification of payment options. Reminders will be sent
to those who have not paid at the end of the month.
6. Cross Country Race

The date of the race has been confirmed as 31 July 2016. Posters advertising
the event have now been prepared and entry forms are available from
Christine Brown. All committee members should ensure that posters are
displayed within their areas and they have a supply of forms.

Action Minutes
These record decisions reached and actions to be taken but not the discussion
itself. They include a report of actions taken since the last meeting as well as
planned actions. It is important to note who is responsible for upcoming actions.
Task
1. Open up the file entitled Action minutes from the Word Files folder.
2. Type the following information in the correct position of the document:
Golf Outing JM 1 June

Date confirmed as 2 June 2015. All those attending 2015
have paid.
Bus departure and return times to be confirmed with
bus company - leave main car park 0900 hours and
return 1730 hours approx.

WATERMARKS
Watermarks show an image or text on a document very faintly so it doesn't

detract from the text.

Inserting a Picture Watermark
Task
To insert a picture watermark on every page of a document:
1. Open up the file entitled Watermark1 from the Word Files folder.
2. Click Page Layout tab, click Watermark and select Custom Watermark.
Click Page Layout tab
Click Watermark
Select Custom Watermark

3. The following menu will appear on screen:
Select Picture watermark
Click Select Picture
4. Select Picture watermark and click Select Picture….
5. Locate an image called Target in the Word Files folder, select the image,
click Insert and click OK.
6. You should now have a faint picture behind the text of both pages as
shown below:

Inserting a Text Watermark
We can insert a text watermark on every page of our document using the same
method as above.
Task
1. Open up the filename Watermarks2 from the Word Files folder.
2. Click Page Layout tab, click Watermark and select Custom Watermark.
Select Text watermark
Select DRAFT
Click OK
4. Select Text watermark, from the Text: dropdown menu select DRAFT
and click OK.

5. The word Draft should now appear on every page of the document as
shown below:
In the Printed Watermark menu you can also change the text font, size and
colour.
We have now inserted both a picture watermark and a text watermark however
each time the watermark has been inserted on every page on the document. On
some occasions you might want to insert a watermark on a single page of the
document. Follow the steps below to insert a watermark on one page only.

Inserting a Picture Watermark on One Page
Task
1. Open up the filename Watermarks3 from the Word Files folder.
2. Click Insert tab and select Clipart.
3. Search for an appropriate picture and from the picture‟s dropdown menu
select Insert.
4. Reposition your picture.
Right click on the picture, click Format Picture, click Layout tab, select Behind
Text and click OK.
OR
Click the image, click on Wrap Text from the Format tab and select Behind
Text.
Click Format tab
Click Wrap Text
Select Behind text

5. Click the image, click the Format tab and from the Recolor dropdown
menu select Washout.
Click Format tab
Select Washout
If offered a different method:
Click Format tab

Click Color
Select Washout

6. Adjust the image so it is positioned on page 1 of the document only.
7. Go to print preview and check whether your graphic is only on the first
page as shown below:

FOOTNOTES
Used in printed documents to explain, comment on or provide references for

text in a document. You might use footnotes for detailed comments and
endnotes for mentioning of sources.
Look at the diagram below for an example of footnotes and endnotes.
Either
footnote or
endnote
reference
marks.
Separator
line from
text and
footnote.
Footnote
text.

Inserting a Footnote
1. Open up the file Footnotes from the Word Files folder.
2. Click at the end of the second paragraph, i.e. so I can find a record easily.
3. Click References tab and select Insert Footnote as shown below:
Select Insert Footnote Click References tab
4. Your pointer will automatically be positioned where the footnote text has
to be inserted.
Key in the text below:
“storage would have to be lockable for security purposes”.
5. The bottom of your page should now be the same as below:

6. At the end of the last paragraph, repeat instructions 3 and 4.
But, key in the following text:
“package available on Windows XP”.
7. The bottom of your page should now be the same as below:

ENDNOTES
We use the same method for inserting endnotes as footnotes except that on the
Footnotes and Endnotes menu you select Endnote rather than Footnote.
Separator
line from text
and endnote
End note text

Inserting an Endnote
Task
1. Open up the file Endnotes from the Word Files folder.
2. Now insert a footnote on page 2 at the end of number 7, i.e. if you want a
primary key.
The pointer will automatically be positioned at the position for the

endnote text to be inserted.
Click References tab
Click Insert
Endnote
3. Insert the footnote text as:
“used when preparing Relational Databases”.
4. Print Preview your document to check that the endnote has been inserted.

Editing Footnotes and Endnotes
Task
1. Open up the file Footnotes from the Word Files folder.
2. Change the number format to a letter format:
 click References tab
 click at the bottom corner of Footnotes
 change the number format to a letter format from Numbering format:

dropdown menu
 click Apply.
Click References tab
Click bottom corner

of Footnotes

Change a number
format to a
letter format.
Click Apply
6. Check the document that the numbers have changed to the format
selected.
7. Save the file.
Deleting a Footnote or Endnote
To delete a footnote or endnote you simply highlight the number within the main
text and click on the delete key. The computer will update all the remaining
footnotes or endnotes appropriately.

BOOKMARKS
A bookmark identifies a location or selection of text that you name and identify
for future reference.
For example you might use a bookmark to identify text that you want to revise
at a later time instead of scrolling through the document to locate the text you
can go to it by the Bookmark dialogue box. A bookmark can also be used for
cross-reference purposes.

Adding a Bookmark
Task 1
1. Open the file Bookmarks from the folder Word Files folder.
2. Click at the left hand side of the heading Conference Facilities For
Business Organisations on page 2.
3. Click on the Insert tab and select Bookmark as shown below:
Click Insert Select Bookmark

tab

4. The following window will appear on screen:
Key in the name

of the Bookmark
Click Add
5. There may be nothing visible on your screen. To view Bookmarks:
 click File tab
 click Options
 click Advanced
 select Show bookmarks
 click OK.

Select Show
Bookmarks
Select Show
Bookmarks
6. The bookmark will be highlighted with a pale grey I-Beam.
NOTE:
A bookmark name must start with a letter but can contain numbers however it
cannot contain spaces if you want to use 2 words you must separate them with an
underscore.
Task 2
1. Now insert a bookmark in the same file this time at the heading Schools -
Activity Programmes.
2. The text for the bookmark is SCHOOLS.
3. Save the file.

Finding a Bookmark
Although we have just scrolled through our document to see our Bookmarks we
can use the Find option on the computer.
Task
1. Scroll back to page 1 of the Bookmarks document.
2. Click Home tab, click Find dropdown menu and Select Go To….
Click Home tab Click Find dropdown menu
Click Find dropdown menu
Select Bookmark Select Go To

Your pointer should now be positioned at the Conference heading in the
document.

Deleting a Bookmark
Task
1. Click on the Insert tab and select Bookmark.
2. From the dialogue box, select the Bookmark you want to delete and click
Delete.
Select Bookmark
Click Delete

CROSS-REFERENCE
A cross-reference can be used to refer the user of the document to a later

section for further explanation. You can create cross-references with figures
held in a later page of the document or with the footnotes, endnotes and
bookmarks that you have already learned about.

Inserting a Page Cross-Reference
Task
1. Open up the file Cross Reference from the Word Files folder.
2. Scroll through and have a look at the document.
3. Move your pointer to the right hand side of the heading After School and
key in refer to page as shown below:
AFTER SCHOOL refer to page
4. Now click the Insert tab and select Cross-reference as shown below:
Click Insert tab
Click Cross-reference

5. The following window will appear on screen:
From the dropdown

menu select Heading
From the dropdown menu

select Page number
Select The Plan Click Insert
6. Your heading should now appear as shown below:
AFTER SCHOOL refer to page 2
7. Go over the number 2 with your cursor and hold down the ctrl key and
left-click the mouse button. This will take you to page 2 of the document.

Inserting a Heading as a Cross-reference
1. Using the file from above click to the right of the heading How They
Survived and key in see also.
2. Click Cross-reference icon and this time instead of page number select
Heading Text.
3. Select Success as the heading you want to refer to.
4. Your Heading should now appear as shown below;
HOW THEY SURVIVED see also SUCCESS
5. Go over the word SUCCESS with your cursor and hold down the ctrl key
and left-click the mouse button. This will take you to the paragraph about
success.
6. Change the font to the same as the heading and bold.

Updating Cross-references
1. Open up the Cross-Reference file.
2. Change the whole document to double line spacing and Arial font size 16.
3. Ensure all text is highlighted and press F9.
4. Deselect the text and the cross-references should have updated

automatically.
5. Save the file.

TABLES
A table is a way to present information in rows and columns. Even if there are
just a few rows of information, tables are easier to use than tabs and less likely
to go wrong. You can align numbers and text in columns, sort the data and
perform calculations.

Creating Tables
Word has options to create basic tables you can format yourself or you can
choose from the built-in styles. There are three ways to create a table, all of
which you can access from Table in the Insert tab.
Method 1
1. Open Microsoft Word.
2. Click Insert tab and select Table.
3. Drag the cursor over the grid to select the required number of columns
and rows.
Click Insert tab Select Table Drag the cursor over the grid

Task
1. Using this method, create the following table:
2. Save the file as Table 1.

Method 2
2. Click Insert tab, click Table and select Insert Table.
3. Select the number of columns and rows needed in the dialog box and click
„OK‟.
Select number of
columns
Select number of
rows
Click OK
4. The table should look like the following:

Task

Method 3
2. Click Insert tab, click Table and select Draw Table.
3. The cursor will change to a pencil, allowing you to draw the outer
boundaries then the rows and columns lines inside.
Task

Design Tab
Here you can select pre-set Table Styles or you can select your own Borders
and Shading.
Borders
Make sure you select the cells you want to format then the line style and weight
before selecting the border that you want to change.
No Border will remove all printed borders from your table at once.
Removes border(s)

Task
1. Open file called Table 1.
Using one the tables you have created from previous tasks. Delete the last four
rows and from Borders delete the Top Border. Your table should look like the
following:

Table Designs
To save time when designing a table, use one of the many pre-designed style
formats within the Table Styles group (on Design under Table Tools). Selecting
a style includes live preview which lets you see the effect of the style on the
table.
Selected Banded Rows
The selections you make in Table Style Options determine how your table looks
and what you see in the Table Styles gallery. For example, if you deselect
Banded Rows, Word will not display styles with alternately shaded rows.

Deselected Banded Rows
Task 1
1. Open file Table 2.
2. Click on the table.
3. From the Design tab select a design for your table. Make sure Banded
Rows checkbox has been selected.
4. Save file as Table Selected Banded Rows.
Task 2
2. Click on the table.
3. From the Design tab select a design for your table.
4. Unselect Banded Rows checkbox.
5. Save file as Table Unselected Banded Rows.

Layout Tab
To change the structure of your table, use the buttons on the Layout tab under
Table Tools. These will allow you to Delete Cells, Merge Cells, Split Cells,
Delete Rows or Insert Rows and Columns as well as specify the width and
height of cells and the alignment of text within the cells.
Task
2. Convert Table 3 to the following table using the above features:
You may need to adjust the text.
3. Save the file as Formatted Table.

Sorting in a Table
The ability to sort information within a table can be very useful. Select the area
within the table that you want to include in your sort. Think carefully here! For
instance in the table below, the TOTAL row should remain as the last row so it
has been excluded from the selection.
Task
You want to sort the Department information alphabetically (A to Z).
1. Open up the file entitled Table Sort from the Word Files folder.
2. Click the table.
3. From Layout tab select the sort icon.
4. Select Department from Sort by drop-down menu.
5. Make sure text has been select from Type drop-down menu.
6. Make sure Ascending has been checked.

Convert Text to Table
You may have a piece of text that has been laid out as a list that you want to put
into a table in order to add some borders or shading.
Task
1. Open up the file entitled Text to Table from the Word Files folder.
2. Select the text and go to the Insert tab.
3. Click on Table then Convert Text to Table and the dialog box will open.
The number of columns and rows should be filled in automatically but ensure the
choice made below Separate text at... reflects how the original text has been
formatted, for example Tabs if the Tab key has been used to create columns.
4. Spaces were placed between words. Place a space in the box beside
Other.
5. Click Ok.


Convert table to Text
Select the table then select Convert to Text. There are a number of options to
choose, for example Commas changes your table to a list using commas.
Task
1. Open up the file entitled Table to Text from the Word Files folder.
2. Select the table.
3. Click Layout tab.
4. Click Covert to Text.
5. Click OK when the dialog box appears.

Calculations in a Table
It is possible to carry out calculations within a table using any columns or cells
that contain numbers or currency. The Formula command is found in the Data
group on the Layout tab under Table Tools.
When you click on the Formula button, the Formula dialog box will open. Word
defaults to a Sum calculation depending where you are in the table. For example,
at the bottom of a column Word will suggest =SUM(ABOVE) or =SUM(LEFT) to
calculate the total across a row. Using the drop-down list at Number Format you
can select how you want your answer to be formatted, for example £ for
currency.
Other formulae that use positional arguments (ABOVE, BELOW, RIGHT or

LEFT) are:
=AVERAGE( ) finds the average of all values chosen

=COUNT( ) counts the number of values chosen
=MAX( ) finds the maximum value in the cells selected
=MIN( ) finds the minimum value in the cells selected.
Alternatively, you can enter your own formula. To do this you must imagine your
table is an Excel spreadsheet - the only difference is that you cannot see the
row and column headings. Always start your formula with = then key in the
remainder of the formula as you would in a spreadsheet, making us of the +, -, /
and * symbols where relevant.
You can format the result of your calculation as you did previously.
Task
1. Open up the file entitled Calculations from the Word Files folder.
2. Click in box B6.
3. Click Layout tab.
4. Click fx Formula icon.
5. Change =SUM(ABOVE) under Formula to =SUM(B2:B4)

6. Click OK.
7. Using appropriate formulas complete the rest of the table.

Section Break/Page Orientation/Page Border
Section break
These create a barrier between parts of the document for formatting purposes
and allow you to create different types of page-specific formatting within the
same document. Each section can contain unique page numbering, margin sizes,
headers and footers, and page orientation.
Page orientation
Page orientation is the way in which a rectangular page is oriented for normal
viewing. The two most common types of orientation are portrait and landscape.
Task
1. Open the document Sections from the Word Files folder.
2. Look carefully below as to what is required:
PAGE 1 PAGE 2 PAGE 3 PAGE 4
Portrait Landscape Landscape Portrait
No Footer Footer - Activities Footer - Activities Footer - Printed

2004 2004 by Printer Co
Page Border No Page Border No Page Border No Page Border
Need a section break Need a section break

here as the page here as the page
orientation, footer and orientation is changing
border are changing. and the footer.
3. Insert the section breaks at the appropriate points by clicking on Page

Layout tab and selecting Next Page from Break as shown below:

Click Page Layout Click Breaks dropdown menu
Click Next Page
4. Change the page orientation in page 2 to landscape. This will cause the
page orientation to change in page 3. To change the page orientation click
Page Layout, Orientation drop-down men and select Landscape as shown
below.
Click Orientation Click Page Layout
Click Landscape
5. Add a page border to page 1 by clicking on Page Layout tab and clicking on
Page Borders. In the Borders and Shading box, click Box, select This

section – First page only from Apply to: drop-down menu and click OK as
shown below:
Click Page Border
Click Box
Select This section – First Click OK

page only from Apply to:
drop-down menu
6. Insert your name in the footer. To remove the footer in the first page
click Insert tab, click Footer icon, select Edit Footer and tick Different
First Page checkbox under Design tab.
7. Save file.

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HIGHER

BUSINESS DOCUMENTS .................................................................................................. 4

Tear-off Slips ..................................................................................................................... 8

Action Minutes .................................................................................................................. 13

Inserting a Picture Watermark .................................................................................. 115

Inserting a Text Watermark ........................................................................................ 17

Inserting a Picture Watermark on One Page ............................................................ 19

Inserting a Footnote ...................................................................................................... 23

Editing Footnotes and Endnotes .................................................................................. 27

Deleting a Footnote or Endnote .................................................................................. 28

Adding a Bookmark ......................................................................................................... 30

Finding a Bookmark ......................................................................................................... 33

Deleting a Bookmark ....................................................................................................... 35

Inserting a Page Cross-Reference .............................................................................. 37

Inserting a Heading as a Cross-Reference ............................................................... 39

Updating Cross-References .......................................................................................... 40

Word Processing Page 2

Design Tab ........................................................................................................................ 47

Table Designs ................................................................................................................... 49

Layout Tab ......................................................................................................................... 51

Convert Text to Table ................................................................................................... 53

Convert Table to Text ................................................................................................... 55

Section Break/Page Orientaion/Page Border ............................................................ 58

Word Processing Page 3

There are a number of documents that businesses use on a daily basis

Word Processing Page 4

A business letter is a document written in formal language and sent to

Sometimes the letter is addressed Dear Sir or Dear Madam.

Word Processing Page 5

7. Insert the following paragraph in the letter where it states insert

8. Insert the following paragraph in the letter where it states insert

9. Type the following complimentary close where it states insert

Word Processing Page 6

Word Processing Page 7

3. Click Insert, click Symbol and select More Symbols….

Click Insert Click Symbol

Select More Symbols…

Word Processing Page 8

Click the scissor symbol Click Insert

You should have something like below:

6. Insert your name in the footer and save the file.

Word Processing Page 9

1416 hours Depart Edinburgh Waverley station to Preston station

1801 hours Arrive Liverpool Lime Street station. Taxi to Thistle

5. Insert your name in the footer and save the file.

Word Processing Page 10

4. Insert your name in the footer and save the file.

Word Processing Page 11

2. Type the following information in the correct position of the document:

6. Cross Country Race

4. Insert your name in the footer and save the file.

Word Processing Page 12

2. Type the following information in the correct position of the document:

Golf Outing JM 1 June

3. Insert your name in the footer and save the file.

Word Processing Page 13

Watermarks show an image or text on a document very faintly so it doesn't

Word Processing Page 14

To insert a picture watermark on every page of a document:

Click Page Layout tab

Select Custom Watermark

Word Processing Page 15