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MODULE 9
MSWORD 2010 INNOVATIVE TECHNIQUES

Objectives
By the end of this module, the learner should be able to:
1. Preview, print, email and translate documents.
2. Use the tools available from the Review tab.
3. Put into practice documents protection.
4. Increase proficiency in MSWORD application.

Preview Document
To preview a document prior to printing is a good habit and cost
effective practice. MSWORD provides this option to fix problems in
printing processes like margins, number of pages, paper size, printer
selection and other printing options.

To scroll up or down:
Follow the steps:
Step 1. Open the document to be previewed for printing.
Step 2. Select Print from the File tab. Print options will be
displayed.
Step 3. Click Right or Left arrow located at the bottom of the Print
Preview to display the next page or previous page. Or,
Step 4. Scroll up or down using the Scrollbar located at the right
side of the preview pane.

To adjust the preview display:

Using the Zoom setting at the bottom right corner of Print Preview,
follow the procedure:
Step 1. Increase display size by using any of the following:
1. Click positive ( + ) button.
2. Click cursor anywhere in the right part of the Zoom
slide bar.
3. Hold down Slide box and drag to the right.
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Step 2. Decrease display size by using any of the following:

1. Click negative ( – ) button .
2. Click cursor anywhere in the left part of the Zoom
slide bar.
3. Hold down Slide box and drag to the left.
4. Click Zoom to Page button if the display size is
greater than the default size which is 57 percent.

Preview section

Print Document
After Proofing and Previewing, click the Page Setup and Printer
Properties to review for possible changes or modification in the options.

To use Settings option:

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Step 1. From the Print option, click Print All Pages button to
display dropdown menu.

Setting dropdown menu

Step 2. From the dropdown menu, click any of the print options:

Option Description
Specify the page number or sections to print.
Use hyphen to indicate range and comma to
Print Custom +Range indicate specific page. For instance, 3 – 7 to print
pages 3 to 7, and 12, 21 to print page 12 and 21
only.
Print Current Page Prints current selection.
Print Selection Prints only the selection.
Print All Pages Prints the whole document.
Step 3. Select either Print One Sided, the default option which
prints only one side of the page or Manually Print on Both
Sides which reloads paper when prompted to print on both
sides of the paper.
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Print paper side option

Step 4. Set to either Collated to print by set of document or
Uncollated to print by set of page.

Print Set option

Step 5. Set the number of pages to be printed per sheet.

Print page option

To use Print option:

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Step 1. From the Print option, click Increase/Decrease button to

input number of copies or simply type value in Copies: box.

Print Copies option

Step 2. Click Printer Properties to display available printers.

Default printer bears Green Correct symbol.
Step 3. Click the printer name to be used.
Step 4. Click Print button to send the document to the printer for
final printing.

Printer properties option

Using Email
There are options that facilitate sending a word document as an
attachment to an email address.
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By MS OUTLOOK:

Save & Send option

MSWORD has feature that sends a word document without opening your
email program. The document can be in the form of document file (DOC),
PDF or other available formats.
As attachment:
The steps are:
Step 1. Open the document to be sent by email.
Step 2. From the File tab, click Save & Send to display submenu
options.
Step 3. Click Send Using Email option to display available
methods.
Step 4. Select any of the displayed methods. Enter the recipient’s
email address and click Send. When sending email to
various recipients, simply type email addresses separated
by semicolons (;) and a space.
As actual content of email message:
This requires the addition of Send to Mail Recipient command
to the Quick Access Toolbar. (customize Quick Access Toolbar).
The steps are:
Step 1. Open the document to be sent.
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Step 2. From the Quick Access Toolbar, click Send to Mail

Recipient. Email message will be opened up where the
content of the document will appear in the message.

Quick Access Toolbar

Step 3. Input recipient or email address, edit content if necessary
and then click Send.
By Yahoo Mail:
Open email account.
As attachment:

Yahoo Mail message box

Follow the steps:
Step 1. From the left column, Click Compose to open message
box.
Step 2. Input recipient or email address in the Recipient box.
Step 3. Click Attach button to display the File Upload dialog box.
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File Upload dialog box

Step 4. Select the file to be attached.

Step 5. Click Open button. The file will be uploaded.

Attached file

Step 6. Click Send button. A notice of confirmation will be

displayed.
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Yahoo Message successfully sent

As actual content of email message:

The steps are:
Step 1. Repeat steps 1 and 2 of “As attachment” option.
Step 2. Open the document to be sent.
Step 3. Copy text to be sent using any option.
Step 4. Paste into the message box
Step 5. Press Send button. Notification appears.

By Gmail:
Open email account.
As attachment:
Follow the steps:
Step 1. From the left column, Click Compose to open message
box.
Step 2. Input recipient or email address in the Recipient box.
Step 3. Click Attach button to display the File Upload dialog box.
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Gmail message box

Step 4. Select the file to be attached.
Step 5. Click Open button. The file will be uploaded.

Attached file

Step 6. Click Send button. A notice of confirmation will be

displayed.
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Gmail Message successfully sent

As actual content of email message:

The steps are:
Step 1. Repeat steps 1 and 2 of “As attachment” option.
Step 2. Open the document to be sent.
Step 3. Copy text to be sent using any option.

Document as actual content of message

Step 4. Paste into the message box

Step 5. Press Send button. Notification appears.
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There are other free email services available in the internet.

Document translation
There is also an option to translate MSWORD document from one
language to another with the use of following procedure:
Step 1. Under Review tab, click Translate button in the Language
group to display dropdown options to translate.
Step 2. Click Choose Translation Language option to display a
Translation Language Options dialog box.
Step 3. In the dialog box, select from the Translate from:
dropdown list the language used in the source document.
Step 4. Select from the Translate To: dropdown list the language
to be used in the target document.
Step 5. Click OK button and then Click Translation button again.
Step 6. Choose the top option which is a request to send source
document over the internet to be translated by Microsoft
Translator machine.
Step 7. Click Send button in the Prompt box that appears.

Translate option
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Translation Language Options box

Use machine translation thru internet

Translate Whole Document Prompt box

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Translated document

Step 8. Copy the translation and save for use.

Comparing documents
There are times that a document is modified without enabling Track
Changes that makes it difficult to recognize changes. As such, MSWORD
provides an option to compare two documents with ease.
To have a better understanding on this very useful technique, follow
the instruction below:
Step 1. Press CTRL + N to create new document.
Step 2. Type =rand() and press Enter key to have new sample text.
Step 3. Type “comparing documents” between the 1 st and 2nd
paragraphs.
Step 4. Press F12 key to save as “Compare Document 1”.
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Using Compare Documents option

Step 5. Delete 3rd paragraph.

Step 6. Type “compared documents shows difference”
Step 7. Press F12 key to save as “Compare Document 2”.
Step 8. On the Review tab, click Compare button to display
options.

Compare Documents dialog box

Step 9. In the Compare Documents dialog box, select Compare

Documents 1in the Original Document box and select
Compare Documents 2 in the Revised Document box.
Step 10. Click More button to expand Compare options.
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More Compare Documents option

Step 11. Click Less button and then click OK button. Compare
Result window will be displayed as follows:

Compare Document Window

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Document Security feature

MSWORD has built – in security for every generated document. To
deter unauthorized access and edit to a document, use a Password
Protection and Restriction.
Once a document is password protected, there is no way to access it
unless the password is known and if the password is lost, then the
document is beyond recovery.
Be responsible and cautious in setting up password to safeguard
document.
To Set Password:
Step 1. Open an MSWORD document to set a password.
Step 2. In the submenu of Info option on the File tab, click Protect
Document button.
Step 3. In the displayed option, select Encrypt with Password.
Step 4. Input Password in the Encrypt Document dialog box that
appears.

Protect Document options

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Encrypt Document dialog box

Step 5. Click OK button.

Step 6. Input the same password in the Confirm Password dialog
box that appears.

Confirm Password dialog box

Step 7. Click OK button. Document is now password protected.

Step 8. Close, save changes and re - open the document.
Password dialog box will be displayed.
Step 9. Input password in the field and press Enter key to open the
document.

Password dialog box

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To Remove Password:
Removal of Password can be done only after opening it. The
procedure is:
Step 1. Open the password protected document.
Step 2. Click Protect Document button in the Info option.
Step 3. Select Encrypt with Password option.
Step 4. In the displayed Encrypt Document dialog box, delete dots
(password) in the Password: box. The box should be
cleared or emptied to remove password.

Password input

Step 5. Press Enter key or click OK button.

Step 6. Close the document and save changes. The next time the
document will be accessed, password no longer be asked.

To Set Formatting and Editing restrictions:

Step 1. Open a document where restrictions will be set.

Restrict Formatting and Editing pane

Step 2. Click Protect Document button in the Info option.

Step 3. Select Restrict Editing from the displayed options.
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Step 4. In the Restrict Formatting and Editing pane that

appears in the right side of the document window, set
Editing restrictions.
Step 5. Click Settings… and set formatting restrictions.
Step 6. Set Exception option.
Step 7. Click Yes, Start Enforcing Restriction button.

Start Enforcing Protection dialog box

Step 8. Enter new password and re – enter password in the
Start Enforcing Protection dialog box that appears.
Step 9. Press Enter key or click OK button.

Tracked changes

Step 10. Close and save changes. The next time the document
will be accessed for editing, all insertions are red in
color, underlined and deletion will not erase the text
but instead, it will be marked with strikethrough line.
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Bar lines indicate the rows were changes occurred as

shown above.

To Remove Formatting and Editing restrictions:

Removal of restrictions is simple, just follow the steps below:
Step 1. Open a document in which restrictions will be removed.
Step 2. Click Protect Document button in the Info option.
Step 3. Select Restrict Editing from the displayed options.

Stop Protection

Step 4. Click Stop Protection button in the displayed Restrict

Formatting and Editing pane.
Step 5. In the displayed Unprotect Document dialog box, input
the same password used in the formatting restrictions to
remove editing or formatting restrictions.

Apply Watermark
Watermark is generally, a faded text or a light picture used as
background or marking for a document page. It can be viewed in Print
Layout view, Full Screen Reading view or in a printed document.
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In MSWORD, a document can be watermarked with either standard

design which is non – editable or customized type. To use these features,
follow the procedures below:

To Set Standard Watermark:

Step 1. Open a document wherein a watermark will be applied.
Step 2. On the Page Layout tab, click the Watermark button in the
Page Background group.
Step 3. In the displayed options list, click any of the following
standard watermark designs:
1. Confidential
2. Disclaimer
3. Urgent
Selected design will be automatically applied.

Watermark dialog box

To Set Custom Watermark:

A custom watermark is a modifiable text or a picture. To use this
option, follow the instruction:
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By using a picture:
Step 1. Open a document.
Step 2. On the Page Layout tab, click the Watermark button in the
Page Background group.
Step 3. In the displayed options list, click Custom Watermark…
Step 4. In the Printed Watermark dialog box, click radio button of
Picture watermark.

Insert Picture dialog box

Step 5. Click Select Picture… button.

Step 6. In the displayed Insert Picture dialog box double click
picture or select it and click Insert button.
Step 7. In the Printed Watermark dialog box that will be displayed,
select any value in the Scale: box
Step 8. Check or uncheck Washout box.
Step 9. Click Apply button to view the actual effect.
Step 10. Click Close button.
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Picture watermark dialog box

Picture watermark

By using text:
Step 1. Open a document.
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Step 2. On the Page Layout tab, click the Watermark button in the
Page Background group.
Step 3. In the displayed options list, click Custom Watermark…
Step 4. In the Printed Watermark dialog box, select Text
Watermark.

Printed Watermark dialog box

Step 5. Input the specification below:

Text : THIS IS MY FIRST WATERMARK
Font : Arial
Size : Auto
Color : Green
Step 6. Click Apply button. The watermark will be applied.
Step 7. Click Close button.
To remove Watermark:
Step 1. Open a document which a watermark will be removed.
Step 2. On the Page Layout tab, click Watermark button in the
Page Background group.
Step 3. In the displayed options list, click Remove Watermark…