STUDY SESSION 13: ADVANCED WORD PROCESSING FEATURES

Introduction

This study session will expose you to advanced skills that can be used to produce complex

documents, enhance outputs, and improve productivity, when using a word processing

application.

Learning outcomes for study session 13

At the end of this study session, you should be able to:

 Tabulate a word document

 Insert image into a word document

 Work with tables in MS word

 Understand borders and shading

13.1 - Tabular Document

The Table feature of Word hastens the production of tabular documents. Text and numbers can

easily be arranged into column cells. Operations such as merging or joining cells, data sorting,

data summary are easily done. To create a table like the following, the steps to take are:

S/No. Item Bought Cost Price

1 Ball Pen N 150.00

2 BIC (Blue) N 200.00

BIC (Red) N 815.00

 3 Pencils N 120.00

Total cost N 1285.00

1. Choose Insert Tab.

2. Click Table, then Insert Table

3. Specify the number of Rows i.e. 6 and the number of Column i.e. 3

4. Click OK. <Notice that The Table Tools tab comes up>

You can move across cells with TAB key or SHIFT + TAB key.

13.2- Joining and Splitting Table Cells

The table above has row 3 column 1 and row 4 column 1 joined together. To join or split Cells:

1. Select the cells to join or split

2. Right-click or select the Layout tab of the Table Tools tab

3. Select Merge or Split cells from the options

4. Select the option/ feature you want to achieve depending on the layout of the selected

cells

5. Click OK.

13.3 - Cell or Cell Content Deletion in a Table

A cell or group of cells or entire table or Formula can be deleted as need be. To do this,

1. Place the insertion point in the row or column to be deleted or cell that contains the

content to get rid of

2. Right-click or select the Layout tab of the Table Tools tab

3. Select Delete from the pop-up menus or select delete group of the layout tab.
 4. Select either row or Column depending on the selection

5. Click okay

13.4- Changing Line/ Border and Add Shading in a Table

You can change the line Style, color and Fill option of the current selection treated as one cell.

For example, if you select a group of cells and change the Line style for the left side, the entire

left side of the selection will be changed. To do this:

1. Select several cell that contain lines and fill you want to change

2. Choose Design tab of the Table tool tab. Then Click Draw Borders. The borders

and shading Dialog box opens up

3. You can also click the right mouse button, then Choose Border and Shading. The

borders and shading Dialog box opens up.

3. There are borders, page border and shading Tabs. Each tab is loaded with its own

functionality. Select the tab you want.

4. To change the borders of the table, cell or paragraph, choose the borders, page border

or shading sub-menu; select the features relating to what you intend to achieve.

5. Click OK

13.5 - Adding Graphics to a Document

Information may be depicted pictorially using the graphic features of MSWord. You can add

pictures (from file, from scanner, from camera); add clip art images or produce your picture by
drawing or import graphic from other application like Power -point, Lotus, Excel etc.

Inserting Pictures from a File:

1. Insert the cursor where you want to put the picture to be.

2. Click Insert Tab. Click Picture located in the Illustrations group.

3. Insert Picture Dialog box appears. Use your windows techniques to search through

the list of folders and locate the file(s) you want to use.

4. Select the file(s) you want. Click Insert button to put the picture where you want it.

5. Next, Picture Tools Tab appears giving you a lot of Formatting possibilities. You

can make modifications on the picture, as you deem necessary, using any of: Shadow

effects, Border setting, Adjusting, size and Arrange groups functionalities.

Inserting Pictures from a Scanner or Camera:

To insert picture from as scanner or camera, you need to first connect the device to the

computer using cable or if your camera phone and your computer has Bluetooth functionality,

turn the Bluetooth on, search and connect the two devices, send the file from the camera phone

to the computer. Locate the file in your computer. Select the file. Continue with step 4 to 5

above. If scanning, scan and locate where you saved the picture, in the computer. Select the

file and Continue with step 4 to 5 above. If your picture is a digital camera, simply remove the

memory card from the camera and put in the computer. Open the memory card, locate the file

in your computer. Select the file. Continue with step 4 to 5 above.

Inserting ClipArt

1. Insert the cursor where you want to put the text

2. Click Insert Tab. Click ClipArt located in the Illustrations group.

3. ClipArt Dialog box appears. Search through the list of files available, to find what you want

to use. If not available, you can go online to search for what you want.

4. Insert your choice of object.

5. Picture Tools Tab appears giving you a lot of formatting possibilities. You can put Shadow

effects, 3-D effects, Adjust the Size, and so on.

To add a shape or free form drawing,

1. Insert the cursor where you want to put the shape or drawing

2. Click Insert Tab. Shapes located in the Illustrations group.

3. A Dialog box appears, containing different functionalities such as: Recently Used Shapes,

Basic Shapes, Flowchart, etc. Search through the list of options available, to find what you

want to use.

4. Select your choice of shape. Position the insertion point where you want to start drawing and

then drag the cursor, the shape is inserted.

5. Drawing Tools Tab appears giving you a lot of formatting possibilities. You can add the

following effects to the shape or diagram: Shape style Effects, Shadow effects, 3-D effects,

Adjust the Size, and so on.

Shaping Text

Text can be rotated, slanted or made to curve to make document look attractive and not

bored. Word has WordArt facility to perform this special task. The steps are:

1. Insert the cursor where you want to put the text

2. Click Insert Tab. Click WordArt located in the Text group.

3. Edit WordArt Text Dialog box appears. Type in your text. Use the option features to

make adjustments as necessary.

 4. WordArt Tools Tab appears giving you a lot of formatting possibilities. You can put

Shadow effects, 3-D effects, Adjust the Size, and so on.

5. Click the effect you want and click enter.

13.6- Previewing and Printing Document

A hardcopy of your document can be requested for. Word allows you to produce entire

document or some specific pages, allow you to produce copies, change print quality or preview

your document before printing. The type of printer installed determines quality of product you

get. Check the list of printer installed on your system and select a printer before requesting for

printing.

Previewing Document

This allows you to make last minute changes to your documents (in soft copy format) before

printing finally.

To preview your softcopy of your edited document:

1. Click the Microsoft Office button, select print, Select print Preview

2. You can change the percentage of zooming (Click zoom 100%) to see more clearly

one page at a time

You can as well view more than one page at a time

3. Click Close when done

Printing Document

After fixing the paper and switching on the printer, then;

1. Choose Print from the Microsoft Office button.

2. Check the printer environment for confirmation of printer choice as in choose the
 Printer Name, if you have more than one printer available and you want to switch

printers.

3. Specify the portion of the document you want to print such as:

Full Page: Prints the entire document

Current Page: Prints the page that has the cursor

Multiple Pages: Prints specific pages

Selected Text: Prints the blocked text

Document Summary: Prints the summary only

Document on Disk: Allows you to specify files from storage area rather than the one

displayed.

4. Specify the number of copies

5. Click OK.

Canceling Print Jobs

1. If the printer icon is on the status bar, click to open the printer dialog box. Then select

the file, click Document menu, select Cancel.

Tip: If you do not see the printer icon is on the status bar, you can activate it by

opening Control Panel Printers Select and Double-click the printer, the

printer dialog box opens up.

2. If many documents are to be cancelled, click printer menu. Click Cancel All

Documents.

3. If need be, for instance, if the documents refuse to be cancelled, Switch off the printer

to complete cancellation of the loaded job.

 13.7 - Summary of study session 13

In this study session, clearly, you have seen that word processing software like MS word

has numerous features built in it. Newer versions have continued to build on what the older

version contains with more advanced and rich menus. Therefore, there is a need to

constantly get updated with the latest version of MS office from time to time.

13.8 - Self Assessment Questions for study session 13 (SAQs)

1. Using MS Word prepare the form show below

2. Create bill/leaflets/brochures. See the sample below.

 References/ Suggestions for further Reading
Introduction to computers by Norton, peter, 4th ed. THM
Introduction to digital computer design by Rajaraman, V/ Radhakrishan T. 4th ed. PHI
How to manage computer at work? By Jones, Graham Jaico
Fundamentals of computers by Rajaraman, V 4th ed PHI
Digital computer fundamentals by Bartee, T.C. 6th ed. TMH
Computer today by Basandra, SK updated ed. Galgotia