Word Revision Guide

Word Processing Software Level 2
Syllabus Version 5.0
WORD 2013 and 2016
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Copyright © Smart-Skool Ltd 2016.

This document details the syllabus for ECDL / ICDL Word Processing. The syllabus
describes, through learning outcomes, the knowledge and skills that a candidate for
ECDL / ICDL Word Processing should possess. The syllabus also provides the basis for the
theory and practice-based test in this module.
Copyright © 2007 ECDL Foundation

All rights reserved. No part of this publication may be reproduced in any form except as
permitted by ECDL Foundation. Enquiries for permission to reproduce material should be
directed to ECDL Foundation.
Disclaimer
Although every care has been taken by ECDL Foundation in the preparation of this
publication, no warranty is given by ECDL Foundation, as publisher, as to the
completeness of the information contained within it and neither shall ECDL Foundation
be responsible or liable for any errors, omissions, inaccuracies, loss or damage
whatsoever arising by virtue of such information or any instructions or advice contained
within this publication. Changes may be made by ECDL Foundation at its own discretion
and at any time without notice.
Mapping to the IT User Qualifications (ITQ)

This syllabus, for use in the United Kingdom, maps to the ITQ unit “Word Processing
Software” at Level 2.
ECDL Foundation is a registered business name of The European Computer Driving Licence Foundation Limited and
ECDL Foundation (International) Limited. European Computer Driving Licence, ECDL, International Computer Driving
Licence, ICDL, and related logos are all registered Trade Marks of ECDL Foundation. All rights reserved.
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ECDL/ ICDL Word Processing

This module sets out essential concepts and skills relating to the ability to use a word
processing application to create everyday letters and documents.
Successful candidates will be able to:
• Work with documents and save them in different file formats.

• Choose built-in options such as the Help function to enhance productivity.
• Create and edit small-sized word processing documents that will be ready to share and
distribute.
• Apply different formats to documents to enhance them before distribution and
recognize good practice in choosing the appropriate formatting options.
• Insert tables, images and drawn objects into documents.
• Prepare documents for mail merge operations.
• Adjust document page settings and check and correct spelling before finally printing
documents.
Opening Microsoft Office Applications in Windows 7

1. Click the Start button on the bottom left of the screen [fig. 1].
[fig. 1 - Start button]
2. Select All Programs located on the bottom of the Start menu [fig. 2].
3. select the Microsoft Office folder [fig. 3].
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[fig. 3 - Select Applications > Microsoft Office]
4. A list of Microsoft programs appears. Select the program you want to use.
Alternative Method
Type the name of the application in the search box
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1. Using the Application 1.1 Working with documents

1.1.1 Open, close a word processing application. Open, close documents.
1.1.2 Save a document to a location on a drive. Save a document under another name to
a location on a drive.
Opening an existing document
a) Navigate to Backstage view, then click Open.
b) Select Computer, then click Browse.
c) The Open dialog box appears. Locate and select your document, then click Open.
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If you've opened the desired presentation recently, you can browse your Recent Documents
rather than search for the file.

1.1.2 Create a new document based on default template, other available template like:
memo, fax, agenda.
To create a new blank document:
When beginning a new project in Word, you'll often want to start with a new blank document.
a) Select the File tab. Backstage view will appear.
b) Select New, then click Blank document.
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Using templates
A template is a predesigned document you can use to create a new document quickly.
Templates often include custom formatting and designs, so they can save you a lot of time
and effort when starting a new project.
To create a new document from a template:
a) Click the File tab to access Backstage view.
b) Select New. Several templates will appear below the Blank document option.
c) Select a template to review it.
d) A preview of the template will appear, along with additional information on how the
template can be used.
e) Click Create to use the selected template.
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You can also browse templates by category or use the search bar to find something more
specific.
It's important to note that not all templates are created by Microsoft. Many are created by
third-party providers and even individual users, so some templates may work better than
others.

1.1.3 Save a document to a location on a drive. Save a document under another name to a
location on a drive
Save and Save As
Word offers two ways to save a file: Save and Save As. These options work in similar ways, with
a few important differences:
Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need to
choose a file name and location the first time. After that, you can click the Save command to
save it with the same name and location.
Save As: You'll use this command to create a copy of a document while keeping the original.
When you use Save As, you'll need to choose a different name and/or location for the copied
version.
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a) Locate and select the Save command on the Quick Access toolbar.
b) If you're saving the file for the first time, the Save As pane will appear in Backstage view.
c) You'll then need to choose where to save the file and give it a file name. To save the
document to your computer, select Computer, then click Browse.
d) The Save As dialog box will appear. Select the location where you want to save the
document.
e) Enter a file name for the document, then click Save.
f) The document will be saved. You can click the Save command again to save your
changes as you modify the document.
You can also access the Save command by pressing Ctrl+S on your keyboard.
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1.1.4 Save a document as another file type like: text file, Rich Text Format, template, software
specific file extension, version number.
To export a document in other file types:
You may also find it helpful to export your document in other file types, such as a Word 97-
2003 Document if you need to share with people using an older version of Word, or a .txt file if
you need a plain text version of your document.
a) Click the File tab to access Backstage view.

b) Click Export, then select Change File Type.
c) Select a file type, then click Save As.
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d) The Save As dialog box will appear. Select the location where you want to export the
document, enter a file name, then click Save.
You can also use the Save as type: drop-down menu in the Save As dialog box to save
documents in a variety of file types.
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1.1.5 Switch between open documents.
Ctrl-F6
Press CTRL-F6 on the keyboard to toggle between Word’s open windows.
Alt-Tab/Shift-Tab
Hold down the ALT key on the keyboard and tap the TAB key once (keep ALT down). An
overlay appears with icons for all your open windows. Continue to press TAB until the desired
document is highlighted. Let go.
Press SHIFT-TAB to go the other way.
The View Tab
Click on the VIEW TAB, then on SWITCH WINDOWS. Pick your document off the list.
Use The Arrow Keys: Press the arrow keys while the Alt+Tab switcher is available to easily select
the window you want. Selecting a window will make it visible, so you can easily find the
window you want. Release the Alt key or press Enter to switch to the selected window.
Alt+Tab in Reverse: If you’re pressing Alt+Tab and accidentally go past the window you want
to select, you don’t have to press the Tab key repeatedly to cycle through all open windows.
Use the Alt+Shift+Tab keyboard shortcut to select windows in reverse order.
Use The Mouse: The Alt+Tab switcher can also be used with a mouse. Just click one of the
thumbnails with your mouse to activate the window. Hovering over a thumbnail will make the
window visible.
Use Alt+Tab Without Holding The Alt Key Down: To use Alt+Tab without holding the Alt key
down the entire time, press the Alt+Ctrl+Tab keys at the same time. You can then release all
the keys and the Alt+Tab switcher will remain visible. Use the arrow keys and Enter key or the
mouse to select your desired window.
Close the Alt+Tab Switcher: You can press the Escape key to close the Alt+Tab switcher
without switching to another window. This can be more convenient than hunting down the
window you started with if you decide you don’t want to switch windows.
Windows key and tab
You can then scroll through each of the Windows in a rolex type action
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1. Using the Application 1.2 Enhancing Productivity

1.2.1 Set basic options/preferences in the application: user name, default folder to open, save
documents.
a) Select the file tab, choose options from the menu.
b) Click general from the options; You can now change the username for the document
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c) To change the default folder to open and save in; click save from the options menu
d) You can now change the folders to one of choosing. Use the browse button to locate the
required folder

1.2.2 Use available Help functions.
Word 2013 users can search for online help or from the local computer. You can access the
help feature by clicking the question mark in the top right corner of the application window.
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a) The option to choose Online or Offline help can be done by clicking down the arrow
available below Word Help.
b) For example, if you want to find out the steps to insert comment in word document then
type the text in search text bar and press Enter button.
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1.2.3 Use magnification/zoom tools.
a) To change the document viewing size, use the slider or select the view tab.
b) Click the Zoom button and then either type in or select your required size.
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1.2.4 Display, hide built-in toolbars. Restore, minimize the ribbon.
To minimize and maximize the Ribbon:
The Ribbon is designed to respond to your current task, but you can choose to minimize the
Ribbon if you find that it takes up too much screen space.
a) Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon.
b) Select the desired minimizing option from the drop-down menu:
Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and completely
hides the Ribbon from view. To show the Ribbon, click the Expand Ribbon command at the
top of screen.
c) Show tabs: This option hides all command groups when not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab.
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2. Document Creation 2.1 Enter text

2.1.1 Switch between page view
Word 2013 has a variety of viewing options that change how your document is displayed. You
can choose to view your document in Read Mode, Print Layout, or Web Layout. These views
can be useful for various tasks, especially if you're planning to print the document.
To change document views, locate and select the desired document view command in the
bottom-right corner of the Word window.
c) To change the document viewing size, use the slider or select the view tab.
2. Document Creation 2.1 Enter text

2.1.2 Enter text into a document.
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates where you can
enter text on the page. You can use the insertion point in a variety of ways:
a) Blank document: When a new blank document opens, the insertion point is located in the
top-left corner of the page. If you want, you can begin typing from this location.
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b) New paragraph line: Press Enter on your keyboard to move the insertion point to the next
paragraph line.
c) Manual placement: After you've started typing, you can use the mouse to move the
insertion point to a specific place in your document. Simply click the location in the text
where you want to place it.
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a) Document Creation 2.1 Enter text

2.1.3 Insert symbols or special characters like: ©, ®, ™.
a) Select the insert tab on the ribbon.
b) Click the symbol button and either select one of the common symbols or:
c) Click the more symbols option to open the symbols dialog for the current font.
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2. Document Creation 2.2 Select and Edit

2.2.1 Display, hide non-printing formatting marks like: spaces, paragraph marks, manual line
break marks, tab characters.
a) Select the home tab and click the display/hide paragraph mark icon.

2.2.2 Select character, word, line, sentence, paragraph, entire body text.
Before applying formatting to text, you'll first need to select it.
a) Place the insertion point next to the text you want to select.
b) Click the mouse, and while holding it down drag your mouse over the text to select it.
c) Release the mouse button. You have selected the text. A highlighted box will appear over
the selected text.
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2.2.3 Edit content by entering, removing characters, words within existing text, by overtyping
to replace existing text.
a) Place the insertion point next to the text you want to select.
d) Click the mouse, and while holding it down drag your mouse over the text to select it.
e) Release the mouse button. You have selected the text. A highlighted box will appear over
the selected text.
To enter text, begin typing the selected text will be replaced with what you type.
To remove a character or word; select the required characters or word and press the delete
key.

2.2.4 Use a simple search command for a specific word, phrase.
When you're working with longer documents, it can be difficult and time consuming to locate
a specific word or phrase. Word can automatically search your document using the Find
feature, and it allows you to quickly change words or phrases using Replace.
To find text:
In our example, we've written an academic paper and will use the Find command to locate
all references to a particular author's last name.
a) From the Home tab, click the Find command.
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b) The navigation pane will appear on the left side of the screen.
c) Type the text you want to find in the field at the top of the navigation pane. In our
example, we'll type the author's last name.
d) If the text is found in the document, it will be highlighted in yellow, and a preview of the
results will appear in the navigation pane.
e) If the text appears more than once, choose a review option to review each instance.
When an instance of the text is selected, it will highlight in gray:
 Arrows: Use the arrows to move through the results one at a time.
 Results previews: Select a result preview to jump directly to the location of a
specific result in your document.
You can also access the Find command by pressing Ctrl+F on your keyboard.
For more search options, click the drop-down arrow next to the search field.
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2.2.5 Use a simple replace command for a specific word, phrase.
To replace text:
At times, you may discover that you've made a mistake repeatedly throughout your
document—such as misspelling a person's name—or that you need to exchange a particular
word or phrase for another. You can use Word's Find and Replace feature to quickly make
revisions. In our example, we'll use Find and Replace to change the title of a magazine so it is
abbreviated.
a) From the Home tab, click the Replace command.
b) The Find and Replace dialog box will appear.

c) Type the text you want to find in the Find what: field.
d) Type the text you want to replace it with in the Replace with: field. Then click Find Next.
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d) Word will find the first instance of the text and highlight it in gray.
e) Review the text to make sure you want to replace it. In our example, the text is part of the
title of the paper and does not need to be replaced. We'll click Find Next again.
f) Word will jump to the next instance of the text. If you want to replace it, select one of the
replace options:
 Replace will replace individual instances of text. In our example, we'll choose this
option.
 Replace All will replace every instance of the text throughout the document.
The selected text will be replaced.
You can also access the Find and Replace command by pressing Ctrl+H on your keyboard.
For more search options, click More in the Find and Replace dialog box. From here, you can
select additional search options, such as matching case and ignoring punctuation.
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2.2.6 Copy, move text within a document, between open documents.
2.2.7 Delete text.

2.2.8 Use the undo, redo command.
3. Formatting 3.1 Text

3.1.1 Change text formatting: font sizes, font types.
By default, the font of each new document is set to Calibri. However, Word provides many
other fonts you can use to customize text and titles.
a) Select the text you want to modify.
b) On the Home tab, click the drop-down arrow next to the Font box. A menu of font styles
will appear.
c) Move the mouse over the various font styles. A live preview of the font will appear in the
document. Select the font style you want to use.
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d) The font will change in the document.
When creating a professional document or a document that contains multiple paragraphs,

you'll want to select a font that's easy to read. Along with Calibri, standard reading fonts
include Cambria, Times New Roman, and Arial.
To change the font size:
b) Select the desired font size formatting option:

 Font size drop-down arrow: On the Home tab, click the Font size drop-down
arrow. A menu of font sizes will appear. When you move the mouse over the
various font sizes, a live preview of the font size will appear in the document.
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Font size box: When the font size you need is not available in the Font size drop-down arrow,
you can click the Font size box and type the desired font size, then press Enter.
Grow and shrink font commands: Click the Grow Font or Shrink Font commands to change the
font size.

3.1.2 Apply text formatting: bold, italic, underline
The Bold, Italic, and Underline commands can be used to help draw attention to important
words or phrases.
b) On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in the Font group.
In our example, we'll click Bold.
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3.1.3 Apply text formatting: subscript, superscript.

b) Click either the subscript or superscript button
e.g. H2O or 20oC

3.1.4 Apply different colours to text
b) On the Home tab, click the Font Colour drop-down arrow. The Font Colour menu appears.
c) Move the mouse over the various font colours. A live preview of the colour will appear in
the document.
d) Select the font colour you want to use. The font colour will change in the document.
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Your colour choices aren't limited to the drop-down menu that appears. Select More
Colours... at the bottom of the menu to access the Colours dialog box. Choose the colour you
want, then click OK.

3.1.5 Apply case change to text
When you need to quickly change text case, you can use the Change Case command
instead of deleting and retyping text.

b) On the Home tab, click the Change Case command in the Font group.
c) A drop-down menu will appear. Select the desired case option from the menu.
d) The text case will be changed in the document.
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3.1.6 Apply automatic hyphenation
a) Make sure that no text is selected.
b) On the Layout tab, in the Page Setup group, click Hyphenation and then choose
Automatic:
You can choose automatic hyphenation in Hyphenation dialog box. On the Layout tab, in the
Page Setup group, click Hyphenation and choose Hyphenation Options...:
For automatic hyphenation select the Automatically hyphenate document check box.
If you do not want to hyphenate words in uppercase letters, leave the Hyphenate Words in
CAPS check box blank.
Set a value in the Hyphenation zone.

This value is the distance in inches between the end of the last complete word in a line of text
and the margin - in other words, the degree of raggedness Word should allow. Word uses this
measurement to determine if a word should be hyphenated. Large values decrease the
number of hyphens; low values increase the number of hyphens but reduce the raggedness
of the right margin.
If you don't want consecutive lines to have hyphens - it can make a document look a little
strange - set a limit in the Limit consecutive hyphens to box.
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3. Formatting 3.2 Paragraphs

3.2.2 Insert, remove soft carriage return (line break).
If you press the "Enter" key, you create a hard line break or carriage return
If you hold down the "Shift" key and press the "Enter" key, you create a soft line break, also
known as a shift-return. This is different from a carriage return or hard line break. Note the
different symbol that appears in your Word document window. It looks like an arrow looping
around on itself and pointing left.
Turning on paragraph marks helps you identify these

= a hard carriage return
= a soft carriage return
To remove a line break, turn on the paragraph marks
Locate the break in the document and press delete

3.2.3 Recognize good practice in aligning text: use align, indent, and tab tools rather than
inserting spaces.
3.2.4 Align text left, centre, right, justified
By default, Word aligns text to the left margin in new documents. However, there may be
times when you want to adjust text alignment to the center or right.
1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment options from the Paragraph group.
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3.2.5 Indent paragraphs: left, right, first line.
Indenting text adds structure to your document by allowing you to separate information.
Whether you'd like to move a single line or an entire paragraph, you can use the tab selector
and the horizontal ruler to set tabs and indents.
In many types of documents, you may want to indent only the first line of each paragraph.
This helps to visually separate paragraphs from one another. It's also possible to indent every
line except for the first line, which is known as a hanging indent.
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
a) Place the insertion point at the very beginning of the paragraph you want to indent.
b) Press the Tab key. On the ruler, you should see the first-line indent marker move to the right
by 1/2 inch.
c) The first line of the paragraph will be indented.
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If you can't see the ruler, select the View tab, then click the check box next to Ruler.
In some cases, you may want to have more control over indents. Word provides indent
markers that allow you to indent paragraphs to the location you want. The indent markers are
located to the left of the horizontal ruler, and they provide several indenting options:
First-line indent marker : Adjusts the first-line indent

Hanging indent marker : Adjusts the hanging indent
Left indent marker : Moves both the first-line indent and hanging indent markers at the same
time (this will indent all lines in a paragraph)
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To indent using the indent markers:
a) Place the insertion point anywhere in the paragraph you want to indent, or select one or
more paragraphs.
b) Click, hold, and drag the desired indent marker. In our example, we'll click, hold, and drag
the left indent marker. A live preview of the indent will appear in the document.
c) Release the mouse. The paragraphs will be indented.
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To indent using the Indent commands:
If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent
commands.
a) Select the text you want to indent.
b) On the Home tab, click the desired Indent command:

 Increase Indent: This increases the indent by increments of 1/2 inch. In our example,
we'll increase the indent.
 Decrease Indent: This decreases the indent by increments of 1/2 inch.
To customize the indent amounts, select the Page Layout tab and enter the desired values in
the boxes under Indent.
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3.2.6 Set, remove and use tabs: left, centre, right, decimal.
Using tabs gives you more control over the placement of text. By default, every time you press
the Tab key, the insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler
allows you to change the size of the tabs, and Word even allows you to apply more than one
tab stop to a single line. For example, on a resume you could left align the beginning of a line
and right align the end of the line by adding a Right Tab.
Pressing the Tab key can either add a tab or create a first-line indent, depending on where
the insertion point is. Generally, if the insertion point is at the beginning of an existing
paragraph, it will create a first-line indent; otherwise, it will create a tab.
The tab selector is located above the vertical ruler on the left. Hover the mouse over the tab
selector to see the name of the active tab stop.
 Left Tab : Left-aligns the text at the tab stop

 Center Tab : Centers the text around the tab stop
 Right Tab : Right-aligns the text at the tab stop
 Decimal Tab : Aligns decimal numbers using the decimal point
 Bar Tab : Draws a vertical line on the document
 First Line Indent : Inserts the indent marker on the ruler and indents the first line of text in a
paragraph
 Hanging Indent : Inserts the hanging indent marker,and indents all lines other than the
first line
Although Bar Tab, First Line Indent, and Hanging Indent appear on the tab selector, they're
not technically tabs.
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To add tab stops:
a) Select the paragraph or paragraphs you want to add tab stops to. If you don't select any
paragraphs, the tab stops will apply to the current paragraph and any new paragraphs
you type below it.
b) Click the tab selector until the tab stop you want to use appears. In our example, we'll
select Decimal Tab.
c) Click the location on the horizontal ruler where you want your text to appear (it helps to
click on the bottom edge of the ruler). You can add as many tab stops as you want.
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Place the insertion point in front of the text you want to tab, then press the Tab key. The text
will jump to the next tab stop.
It's a good idea to remove any tab stops you aren't using so they don't get in the way. To
remove a tab stop, click and drag it off of the Ruler.
Word can display hidden formatting symbols such as the spacebar (), paragraph (), and Tab
key () markings to help you see the formatting in your document. To show hidden formatting
symbols, select the Home tab, then click the Show/Hide command.
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3.2.7 Recognize good practice in paragraph spacing: apply spacing between paragraphs
rather than use the Return key
3.2.8 Apply spacing above, below paragraphs. Apply single, 1.5 lines, double line spacing
within paragraphs.
As you design your document and make formatting decisions, you will need to consider line
and paragraph spacing. You can increase spacing to improve readability or reduce it to fit
more text on the page.
About line spacing
Line spacing is the space between each line in a paragraph. Microsoft Word allows you to
customize the line spacing to be single spaced (one line high), double spaced (two lines
high), or any other amount you want. The default spacing in Word 2013 is 1.08 lines, which is
slightly larger than single spaced.
In the images below, you can compare different types of line spacing. From left to right, these
images show the default line spacing, single spacing, and double spacing.
To format line spacing:
a) Select the text you want to format.

b) On the Home tab, click the Line and Paragraph Spacing command. A drop-down menu
will appear.
c) Move the mouse over the various options. A live preview of the line spacing will appear in
the document. Select the line spacing you want to use.
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Fine tuning line spacing
Your line spacing options aren't limited to the ones in the Line and Paragraph Spacing menu.
To adjust spacing with more precision, select Line Spacing Options from the menu to access
the Paragraph dialog box. You'll then have a few additional options you can use to customize
spacing:
Exactly:
When you choose this option, the line spacing is measured in points, just like font sizes.
Generally, the spacing should be slightly larger than the font size. For example, if you're using
12-point text, you could use 15-point spacing.
At least:
Like the Exactly option, this option lets you choose how many points of spacing you want.
However, if you have different sizes of text on the same line, the spacing will expand to fit the
larger text.
Multiple:
This option lets you type the number of lines of spacing you want. For example, choosing
Multiple and changing the spacing to 1.2 will make the text slightly more spread out than
single-spaced text. If you want the lines to be closer together, you can choose a smaller value
like 0.9.
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Paragraph spacing
By default, when you press the Enter key Word 2013 moves the insertion point down a little
farther than one line on the page. This automatically creates space between paragraphs.
Just as you can format spacing between lines in your document, you can adjust spacing
before and after paragraphs. This is useful for separating paragraphs, headings, and
subheadings.
To format paragraph spacing:
In our example, we'll increase the space before a paragraph to separate it from a heading.
This will make our document easier to read.
a) Select the paragraph or paragraphs you want to format.

b) On the Home tab, click the Line and Paragraph Spacing command. Hover the mouse
over Add Space before Paragraph or Remove Space after Paragraph from the drop-
down menu. A live preview of the paragraph spacing will appear in the document.
c) Select the paragraph spacing you want to use. In our example, we'll select Add Space
before Paragraph.
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From the drop-down menu, you can also select Line Spacing Options to open the Paragraph
dialog box. From here, you can control how much space there is before and after the
paragraph.

3.2.9 Add, remove bullets, numbers in a single level list. Switch between different standard
bullet, number styles in a single level list.
Bulleted and numbered lists can be used in your documents to outline, arrange, and
emphasize text. In this lesson, you will learn how to modify existing bullets, insert new bulleted
and numbered lists, select symbols as bullets, and format multilevel lists.
To create a bulleted list:
a) Select the text you want to format as a list.

b) On the Home tab, click the drop-down arrow next to the Bullets command. A menu of
bullet styles will appear.
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c) Move the mouse over the various bullet styles. A live preview of the bullet style will appear
in the document. Select the bullet style you want to use.
The text will be formatted as a bulleted list.
Options for working with lists
 To remove numbers or bullets from a list, select the list and click the Bulleted or
Numbered list command.
 When you're editing a list, you can press Enter to start a new line, and the new line will
automatically have a bullet or number. When you've reached the end of your list, press
Enter twice to return to normal formatting.
 By dragging the indent markers on the ruler, you can customize the indenting of your
list and the distance between the text and the bullet or number.
To create a numbered list:
When you need to organize text into a numbered list, Word offers several numbering options.
You can format your list with numbers, letters, or Roman numerals.
a) Select the text you want to format as a list.

b) On the Home tab, click the drop-down arrow next to the Numbering command. A menu
of numbering styles will appear.
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c) Move the mouse over the various numbering styles. A live preview of the numbering style
will appear in the document. Select the numbering style you want to use.
To restart a numbered list:
If you want to restart the numbering of a list, Word has a Restart at 1 option. It can be applied
to numeric and alphabetical lists.
Right-click the list item you want to restart the numbering for, then select Restart at 1 from the
menu that appears.
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d) The list numbering will restart.
Customizing the look of the bullets in your list can help you emphasize certain list items or
personalize the design of your list. Word allows you to format bullets in a variety of ways. You
can use symbols and different colors, or even upload a picture as a bullet.
To use a symbol as a bullet:
a) Select an existing list you want to format.

b) On the Home tab, click the drop-down arrow next to the Bullets command. Select Define
New Bullet... from the drop-down menu.
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c) The Define New Bullet dialog box will appear. Click the Symbol... button.
d) The Symbol dialog box will appear.

e) Click the Font drop-down box and select a font. The Wingdings and Symbol fonts are good
choices because they have many useful symbols.
f) Select the desired symbol, then click OK.
g) The symbol will appear in the Preview section of the Define New Bullet dialog box. Click
OK.
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Multilevel lists
Multilevel lists allow you to create an outline with multiple levels. Any bulleted or numbered list
can be turned into a multilevel list by using the Tab key.
To create a multilevel list:
a) Place the insertion point at the beginning of the line you want to move.
b) Press the Tab key to increase the indent level of the line. The line will move to the right.
To increase or decrease an indent level:
You can make adjustments to the organization of a multilevel list by increasing or decreasing
the indent levels. There are several ways to change the indent level:
To increase the indent by more than one level, place the insertion point at the beginning of
the line and press the Tab key until the desired level is reached.
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To decrease the indent level, place the insertion point at the beginning of the line, then hold
the Shift key and press the Tab key.
You can also increase or decrease the levels of text by placing the insertion point anywhere in
the line and then clicking the Increase or Decrease indent commands.
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When formatting a multilevel list, Word will use the default bullet style. To change the style of a
multilevel list, select the list, then click the Multilevel list command on the Home tab.

3.2.10 Add a box border and shading/background colour to a paragraph
To add a border around a paragraph:
a) Select the paragraph to modify

b) On the home tab select the border options tool, and select borders and shading
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c) Select box from the borders tab
d) The paragraph will now have a box around it
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Shading/background paragraph:
a) Select the paragraph to apply shading to

b) Select the fill tool from the home tab
c) Choose a colour from the palette, hovering over the colour changes the shading in the
selected paragraph. Clicking the colour will choose it.
The text will appear in the selected style.
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3. Formatting 3.3 Styles

3.3.1 Apply an existing character style to selected text.
3.3.2 Apply an existing paragraph style to one or more paragraphs.
a) Select the text you want to format.
b) In the Styles group on the Home tab, click the More drop-down arrow.
c) Select the desired style from the drop-down menu.
d) The text will appear in the selected style.
If the style you want is not displayed click the style arrow to display the style list
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This will display the style list
There are two basic types of styles in Microsoft Word; character and paragraph. Paragraph
styles are used more frequently than character styles, and they are easier to create. It's
important to understand both, however.
To modify a style:
a) Locate and right-click the style you want to change in the Styles group, then select
Modify... from the drop-down menu.
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b) A dialog box will appear. Make the desired formatting changes, such as font style, size,
and colour. If you want, you can also change the name of the style.
c) When you're satisfied, click OK to save your changes.
3. Formatting 3.3 Styles

3.3.3 Use copy format tool.
a) Use the Format Painter on the Home tab to quickly apply the same formatting, such as
color, font style and size, and border style, to multiple pieces of text or graphics. The format
painter lets you copy all of the formatting from one object and apply it to another one –
think of it as copying and pasting for formatting.
b) Select the text or graphic that has the formatting that you want to copy.
NOTE: If you want to copy text formatting, select a portion of a paragraph. If you want to
copy text and paragraph formatting, select an entire paragraph, including the paragraph
mark.
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c) On the Home tab, click Format Painter.
The pointer changes to a paintbrush icon.
d) Use the brush to paint over a selection of text or graphics to apply the formatting. This only
works once. To change the format of multiple selections in your document, you must first
double-click Format Painter.
e) To stop formatting, press ESC.
4. Objects 4.1 Table Creation

4.1.1 Create a table ready for data insertion.
4.1.2 Insert, edit data in a table
a) Place your insertion point where you want the table to appear, then select the Insert tab.
b) Click the Table command.
c) A drop-down menu containing a grid of squares will appear. Hover the mouse over the
grid to select the number of columns and rows in the table.
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d) Click the mouse, and the table will appear in the document.
e) You can now place the insertion point anywhere in the table to add text.
4. Objects 4.1 Table Creation

1.1.3 Select rows, columns, cells, entire table.
1.1.4 Insert, delete, rows and columns
To add a row or column:
a) Hover the mouse near the location where you want to add a row or column, then click the
plus sign that appears.
b) A new row or column will appear in the table.
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Alternatively, you can right-click the table, then hover the mouse over Insert to see various
row and column options.
To delete a row or column:
a) Place the insertion point in the row or column you want to delete.
b) Right-click the mouse, then select Delete Cells... from the menu that appears.
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c) A dialog box will appear. Select Delete entire row or Delete entire column, then click OK.
4. Objects 4.2 Table Formatting

4.2.1 Modify column width, row height.
When you select a table in Word 2013, the Layout tab appears under Table Tools on the
Ribbon. From the Layout tab, you can make a variety of modifications to the table.
a) To modify the column or row first select the row or column
Adjust the relevant setting in the Layout tab
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4.2.2 Modify cell border line style, width, colour.
a) To change the border in a table first select the cell or cells.
b) Select borders from the design tab
Select borders
and shading
Now you change the style, width or colour
Change style
here
Change colour
here
Change width
here
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4.2.3 Add shading/background colour to cells.
a) To change the cell shading/background in a table first select the cell or cells.
b) Select shading from the design tab
c) Click the down arrow on shading and select a colour from the colour palette
d) The colour will now be applied to the selected cells
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4. Objects 4.3 Graphical Objects

4.3.1 Insert an object (picture, image, chart, drawn object) to a specified location in a
document.
Adding pictures to your document can be a great way to illustrate important information or
add decorative accents to existing text. Used in moderation, pictures can improve the overall
appearance of your document.
To insert a picture from a file:
If you have a specific image in mind, you can insert a picture from a file. In our example, we'll
insert a picture saved locally on our computer.
a) Place the insertion point where you want the image to appear.
b) Select the Insert tab on the Ribbon, then click the Pictures command.
c) The Insert Picture dialog box will appear. Select the desired image file, then click Insert.
d) The image will appear in the document.
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You can add a variety of shapes to your document, including arrows, callouts, squares, stars,
and flowchart shapes. Want to set your name and address apart from the rest of your
resume? Use a line. Need to create a diagram showing a timeline or process? Use flowchart
shapes. While you may not need shapes in every document you create, they can add visual
appeal and clarity.
To insert a shape:
a) Select the Insert tab, then click the Shapes command. A drop-down menu of shapes will
appear.
b) Select the desired shape.
c) Click, hold, and drag in the desired location to add the shape to your document.
If you want, you can enter text in a shape. When the shape appears in your document, you
can begin typing. You can then use the formatting options on the Home tab to change the
font, font size, or color of the text.
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A chart is a tool you can use to communicate data graphically. Including a chart in your
document can allow your reader to see the meaning behind the numbers, and it can make
showing comparisons and trends easier.
To insert a chart:
a) Select the Insert tab, then click the Chart command in the Illustrations group.
b) A dialog box will appear. Select a category from the left pane, and review the charts that
appear in the right pane.
c) Select the desired chart, then click OK.
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d) A chart and a spreadsheet will appear. The data that appears in the spreadsheet is
placeholder source data that you will replace with your own information. The source data
is used to create the Word chart.
e) Enter your data into the worksheet.
f) If necessary, click and drag the lower-right corner of the blue line to increase or decrease
the data range for rows and columns. Only the data enclosed by the blue lines will appear
in the chart.
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g) When you're done, click the X to close the spreadsheet.
The chart will be completed.
You can edit the chart data at any time by selecting your chart and clicking the Edit Data
command on the Design tab.
4. Objects 4.3 Graphical Objects

4.3.2 Select an object.
4.3.3 Copy, move an object within a document, between open documents.
4.3.4 Resize, delete an object.
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5. Mail Merge 5.1 Preparation

5.1.1 Open, prepare a document, as a main document for a mail merge.
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name
tags, and more using information stored in a list, database, or spreadsheet. When performing
a Mail Merge, you will need a Word document (you can start with an existing one or create a
new one) and a recipient list, which is typically an Excel workbook.
To use Mail Merge:
a) Open an existing Word document, or create a new one.

b) From the Mailings tab, click the Start Mail Merge command and select Step by Step Mail
Merge Wizard from the drop-down menu.
The Mail Merge pane appears and will guide you through the six main steps to complete a
merge. The following example demonstrates how to create a form letter and merge the letter
with a recipient list.
Step 1:
a) Choose the type of document you want to create. In our example, we'll select Letters.
Then click Next: Starting document to move to Step 2.
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Step 2:
b) Select Use the current document, then click Next: Select recipients to move to Step 3.

5.1.2 Select a mailing list, other data file, for use in a mail merge.
Now you'll need an address list so Word can automatically place each address into the
document. The list can be in an existing file, such as an Excel workbook, or you can type a
new address list from within the Mail Merge Wizard.
a) From the Mail Merge task pane, select Use an existing list, then click Browse... to select the
file.
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b) Locate your file and click Open.
c) If the address list is in an Excel workbook, select the worksheet that contains the list and
click OK.
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d) In the Mail Merge Recipients dialog box, you can check or uncheck each box to control
which recipients are included in the merge. By default, all recipients should be selected.
When you're done, click OK.
From the Mail Merge task pane, click Next: Write your letter to move to Step 4.

5.1.3 Insert data fields in a mail merge main document (letter, address labels).
Now you're ready to write your letter. When it's printed, each copy of the letter will basically
be the same; only the recipient data (such as the name and address) will be different. You'll
need to add placeholders for the recipient data so Mail Merge knows exactly where to add
the data.
Place the insertion point in the document where you want the information to appear.
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a) Choose one of the four placeholder options: Address block, Greeting line, Electronic
postage, or More items. Alternatively, select insert merge field to insert fields manually.
b) Depending on your selection, a dialog box may appear with various options. Select the
desired options and click OK.
c) A placeholder will appear in your document (for example, «AddressBlock»).
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d) Repeat these steps each time you need to enter information from your data record. In our
example, we'll add a Greeting line.
When you're done, click Next: Preview your letters to move to Step 5.
5. Mail Merge 5.2 Outputs

5.2.1 Merge a mailing list with a letter, label document as a new file or printed output.
Step 5:
a) Preview the letters to make sure the information from the recipient list appears correctly in
the letter. You can use the left and right scroll arrows to view each document.
Click Next: Complete the merge to move to Step 6.
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5. Mail Merge 5.2 Outputs

5.2.2 Print mail merge outputs: letters, labels.
Step 6:
a) Click Print... to print the letters (Do not do this in the exam). Click Edit letters (Do this in the
exam)
b) A dialog box will appear. Click All, then click OK.
c) The Print dialog box will appear. Adjust the print settings if needed, then click OK. The
letters will be printed. In the exam a new file containing each letter will be created
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6. Prepare Outputs 6.1 Setup

6.1.1 Change document orientation: portrait, landscape. Change paper size.
One formatting aspect you'll need to consider as you create your document is whether to
make adjustments to the layout of the page. The page layout affects how content appears
and includes the page's orientation, margins, and size.
To change page orientation:
a) Select the Page Layout tab.

b) Click the Orientation command in the Page Setup group.
c) A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.
To change the page size:
Word has a variety of predefined page sizes to choose from.
a) Select the Page Layout tab, then click the Size command.
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A drop-down menu will appear. The current page size is highlighted. Click the desired
predefined page size.

6.1.2 Change margins of entire document, top, bottom, left, right.
To format page margins:
Word has a variety of predefined margin sizes to choose from.
a) Select the Page Layout tab, then click the Margins command.
b) A drop-down menu will appear. Click the predefined margin size you want.
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To use custom margins:
Word also allows you to customize the size of your margins in the Page Setup dialog box.
a) From the Page Layout tab, click Margins. Select Custom Margins... from the drop-down
menu.
b) The Page Setup dialog box will appear.

c) Adjust the values for each margin, then click OK.
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6.1.3 Recognize good practice in adding new pages: insert a page break rather than using
the Return key.
6.1.4 Insert, delete a page break in a document.
Adding breaks to your document can make it appear more organized and can improve the
flow of text. Depending on how you want to change the pagination or formatting of your
document, you can apply a page break or a section break.
To insert a page break:
Page breaks allow you to move text to the next page before reaching the end of a page.
You might use a page break if you're writing a paper that has a title page or a bibliography to
ensure it starts on a new page. In our example, our chart is split between two pages. We'll add
a page break so the chart will be all on one page.
a) Place the insertion point where you want to create the break. In our example, we'll place it
at the beginning of our chart.
b) On the Insert tab, click the Page Break command. Alternatively, you can press Ctrl+Enter
on your keyboard.
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c) The page break will be applied to the document, and the text will move to the next page.
In our example, the chart moved to the next page.
By default, breaks are hidden. If you want to show the breaks in your document, click the
Show/Hide command.
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6.1.5 Add, edit text in headers, footers
6.1.6 Add fields in headers, footers: date, page number information, file name.
6.1.7 Apply automatic page numbering to a document.
The header is a section of the document that appears in the top margin, while the footer is a
section of the document that appears in the bottom margin. Headers and footers generally
contain additional information such as page numbers, dates, an author's name, and
footnotes, which can help keep longer documents organized and make them easier to read.
Text entered in the header or footer will appear on each page of the document.
In our example, we want to display the author's name at the top of each page, so we'll place
it in the header.
a) Double-click anywhere on the top or bottom margin of your document. In our example,
we'll double-click the top margin.
b) The header or footer will open, and a Design tab will appear on the right side of the
Ribbon. The insertion point will appear in the header or footer.
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c) Type the desired information into the header or footer. In our example, we'll type the
author's name.
d) When you're finished, click Close Header and Footer. Alternatively, you can press the Esc
key.
Editing headers and footers
After you close the header or footer, it will still be visible, but it will be locked. Simply double-
click a header or footer to unlock it, which will allow you to edit it.
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To add a date or time to the header/footer
a) Select date time from the design menu
Click here to
automatically
update the date
To insert the filename in the header/footer
b) Select document info from the design menu
To insert the page number in the header/footer
Select page number from the design menu
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6. Prepare Outputs 6.2 Check and print

6.2.1 Spell check a document and make changes like: correcting spelling errors, deleting
repeated words.
To run a Spelling and Grammar check:
a) From the Review tab, click the Spelling & Grammar command.
b) The Spelling and Grammar pane will appear. For each error in your document, Word will
try to offer one or more suggestions. You can select a suggestion and click Change to
correct the error.
c) Word will move through each error until you have reviewed all of them. After the last error
has been reviewed, a dialog box will appear confirming that the spelling and grammar
check is complete. Click OK.
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 The red line indicates a misspelled word.

 The blue line indicates a grammatical error, including misused words.
To correct spelling errors:
a) Right-click the underlined word. A menu will appear.

b) Select the correct spelling from the list of suggestions.
To correct grammar errors:
a) Right-click the underlined word or phrase. A menu will appear.

b) Select the correct spelling or phrase from the list of suggestions.

6.2.2 Add words to a built-in custom dictionary using a spell checker.
Open the file menu and select options
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Select proofing from the options and then custom dictionaries
From the custom dictionary dialog select edit word list and enter the word in the dialog that
opens
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6.2.2 Preview a document.
6.2.3 Print a document from an installed printer using output options like: entire document,
specific pages, number of copies.
To access the Print pane:
a) Select the File Tab. Backstage view will appear.
b) Select Print. The Print pane will appear.
To print a document:
1) Navigate to the Print pane and select the desired printer.

2) Enter the number of copies you want to print.
3) Select any additional settings if needed.
4) Click Print.
Print
preview
panel
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Word Processing Software Level 2

Syllabus Version 5.0

WORD 2013 and 2016

Copyright © Smart-Skool Ltd 2016.

Copyright © 2007 ECDL Foundation

Mapping to the IT User Qualifications (ITQ)

ECDL/ ICDL Word Processing

Successful candidates will be able to:

• Work with documents and save them in different file formats.

Opening Microsoft Office Applications in Windows 7

[fig. 1 - Start button]

3. select the Microsoft Office folder [fig. 3].

[fig. 3 - Select Applications > Microsoft Office]

Type the name of the application in the search box

1. Using the Application 1.1 Working with documents

a) Navigate to Backstage view, then click Open.

b) Select Computer, then click Browse.

1. Using the Application 1.1 Working with documents

a) Select the File tab. Backstage view will appear.

b) Select New, then click Blank document.

To create a new document from a template:

a) Click the File tab to access Backstage view.

1. Using the Application 1.1 Working with documents

1. Using the Application 1.1 Working with documents

a) Click the File tab to access Backstage view.

c) Select a file type, then click Save As.

1. Using the Application 1.1 Working with documents

Press CTRL-F6 on the keyboard to toggle between Word’s open windows.

Press SHIFT-TAB to go the other way.

The View Tab

Windows key and tab

1. Using the Application 1.2 Enhancing Productivity

a) Select the file tab, choose options from the menu.

1. Using the Application 1.2 Enhancing Productivity

1. Using the Application 1.2 Enhancing Productivity

1. Using the Application 1.2 Enhancing Productivity

b) Select the desired minimizing option from the drop-down menu:

2. Document Creation 2.1 Enter text

2. Document Creation 2.1 Enter text

a) Document Creation 2.1 Enter text

2. Document Creation 2.2 Select and Edit

2. Document Creation 2.2 Select and Edit

Before applying formatting to text, you'll first need to select it.

2. Document Creation 2.2 Select and Edit

2. Document Creation 2.2 Select and Edit

a) From the Home tab, click the Find command.

2. Document Creation 2.2 Select and Edit

a) From the Home tab, click the Replace command.

b) The Find and Replace dialog box will appear.

The selected text will be replaced.

2. Document Creation 2.2 Select and Edit

2.2.7 Delete text.

3. Formatting 3.1 Text

a) Select the text you want to modify.

d) The font will change in the document.

When creating a professional document or a document that contains multiple paragraphs,

To change the font size:

a) Select the text you want to modify.

b) Select the desired font size formatting option:

3. Formatting 3.1 Text

a) Select the text you want to modify.

3. Formatting 3.1 Text

a) Select the text you want to modify.

e.g. H2O or 20oC