PRODUCTIVITY TOOLS

Document Processing
Microsoft Office Word 2016

Free Public Internet Access Program

Siquijor Digital Transformation Center

June 5-9, 2023
CONTENTS

Getting Started Inserting Graphical

Elements

Formatting Document
Using Mail Merge

Finding and Replacing Modifying Page Layout

Text

Working with Tables Printing Document

 COURSE OBJECTIVES
At the end of this course, the participants would be able to:

Work with documents and save them in different file formats

Recognize good practices in choosing the appropriate formatting

options
Apply different formats and styles to enhance documents

Insert tables, images, and drawn objects into documents

Exercise mail merge techniques to improve productivity
Adjust document page settings and check and correct spelling before
finally printing documents
 WORD DOCUMENT

▶ Word processors offer you the flexibility to format

documents by making changes to the font, the page
layout, the colors and the page style.

Getting
started

Images from Google Images

 MICROSOFT WORD
GETTING
STARTED

Microsoft Word is a word processing tool

for creating different types of documents that
are used in work and school environments.

The appearance of Microsoft Word 2016 is

similar to Word 2010 and Word 2013, but
with more enhanced features.
 OPENING THE APPLICATION

1. Press the Windows key on your keyboard.

2. Click on the Search bar then type Word 2016.

Getting
3. Select the application to launch.
started
 Navigating the
GETTING
STARTED application
Quick Access Toolbar
Title Bar

Document Window
Ribbon

Vertical Scroll Bar

Insertion Point
Zoom Control

Ruler
View Shortcut
Status Bar
 Navigating the
GETTING
STARTED application

Tabs Dialog box launcher

Drop down arrow Command group Collapse ribbon

▶ The Ribbon contains all of the commands you’ll need in order to perform common
tasks. It contains multiple tabs, each with several groups of commands.
 DOCUMENTS

▶ Word files are called documents. Whenever you start

a new project in Word, you’ll need to create a new
document, which can either be blank or from a
template. You’ll also need to know how to open an
existing document.
GETTIN
G
STARTE
D
 BACKstage view
GETTING
STARTED

▶ Backstage view gives various options for saving, opening a file, printing,
or sharing your document.

▶ You can also see various template you can work with.

▶ To go to the Backstage view:

1. On the ribbon, click the File tab.
2. Choose your desired option, or return to your workbook by clicking
on the left arrow icon.
GETTI BACKstage view
NG
START
ED
 CREATING NEW AND BLANK DOCUMENT

1. Click the File tab. This takes you to Backstage view.

2. On Backstage view, select New. A window for templates

will appear.

Getting
started
 CREATING NEW AND BLANK DOCUMENT

3. Select Blank document.

Getting 4. A new blank page will

appear were you can start
started editing
 OPENING AN EXISTING DOCUMENT

1. Click the File tab.

This takes you to
Backstage view.

Getting 2. Select Open.

Possible locations of
started your file will appear.

3. Click Browse to look

for your file.
 OPENING AN EXISTING DOCUMENT

4. Select the file you want to open on the Open

Dialog Box then double click or click Open on the
lower left corner.

Getting
started
 SAVING OPTIONS

Save is used in saving

existing documents to its
same filename.

Getting Save As Is used in saving

started new documents and existing
documents to a new
filename, format or location.

Note: Saving a new document uses Save As

 USING ‘SAVE’

When using Save, do either of the three (3) ways:

• Press Ctrl + S on your keyboard

• Find and select the disk icon on Quick Access

Getting Toolbar

started
• Go to File Tab, click Save on the Backstage view.
 USING ‘SAVE AS’

When using Save As, do either of the three (3) ways:

1. Press Shift + F12 on your keyboard.

2. Find and select the disk icon on Quick Access

Getting Toolbar

started
3. Through Backstage view
a. Go to File Tab, click Save As on the
Backstage view.
 USING ‘SAVE AS’

b. Once the Save As window appears, go to the

location where you want to save your file.

Getting
c. Enter the filename.
started

d. Click Save on the lower right.

 INSERTING TEXT

1. Move your mouse to the location where you wish

text to appear in the document.

2. Click the mouse. The insertion point appears.

Formatti
ng
DOCUM Insertion Point

3. Type the text you wish to appear using the keyboard.

ENT
 DELETING TEXT

1. Place the insertion point next to the text you wish to

delete.

2.

Formatti • Press the Backspace key on your

keyboard to delete text to the left of the
ng insertion point.

DOCUM • Press Delete key on your keyboard to

delete text to the right of the insertion
ENT point.
 SELECTING TEXT

By dragging the cursor

1. Place the insertion point next to the text you wish to

select.

Formatti 2. Click the mouse, and while holding it down, drag

ng your mouse over the text to select it.

DOCUM Note: To select multiple words, lines or paragraphs press

Ctrl key then click.
ENT
 SELECTING TEXT

By clicking the mouse

1. To select a text, place the cursor over the word you
wish to select then double click.

2. To select a paragraph, place the cursor over the

Formatti paragraph you wish to select then click it thrice.

ng 3. To select line/s on the paragraph, place the cursor

on the left of the line you wish to select then click.
Drag or double click to select consecutive lines or the
DOCUM whole paragraph, respectively.

ENT
 SELECTING TEXT

By using arrow keys

1. To select by letter, place the insertion point beside
the letter you wish to select. Hold Shift then press
left or right arrow keys. Use up or down arrow
keys to select lines,
Formatti 2. To select by word, place the insertion point beside

ng the word you wish to select. Hold Shift and CTRL

key the press left or right arrow keys. Use up or
down arrow keys to select paragraphs,
DOCUM
ENT
 CLIPBOARD

Formatti
ng
Clipboard stores the items for you to paste in another
DOCUM location of the document or another Office file.
Collected items stay on the Clipboard until all Office
ENT programs are closed or you click the Clear.
 COPYING AND PASTING TEXT

1. Select text.

2. There are three ways to copy text:

• Click Copy icon on the Home tab;

Formatti
• Right-click then select Copy; or
ng • Press Ctrl + C on your keyboard

DOCUM 3. Place the insertion point where you wish the text to
appear then paste.
ENT
 CUTTING AND PASTING TEXT

1. Select text.

2. There are three ways to copy text:

• Click Cut icon on the Home tab

Formatti
• Right-click then select Cut; or
ng • Press Ctrl + X on your keyboard

DOCUM 3. Place the insertion point where you wish the text to
appear then paste.
ENT
 PASTING TEXT

1. Place the insertion point where you wish the text to

appear then paste.

2. There are three ways to paste text:

• Click Paste icon on the Home tab

Formatti • Press Ctrl + V on your keyboard

ng
DOCUM
ENT
 PASTING TEXT

• Right-click then select the following paste options

Copied
Paste Option Icon Pasted Item
Item
Keep Source abcdef abcdef
Formatti Formatting

ng Merge Source
Formatting
abcdef abcdef

DOCUM Text Only abcdef abcdef

ENT
 FONT GROUP

Formatti
ng The Font group contains commands for changing the
appearance of text. Characters can use a specific font,
DOCUM font size, text color, text highlight, and shadow/glow.

ENT
 FORMATTING TEXT

There are two ways to format text and apply effects:

Method 1
1. Enable the command first then start typing. When a
command is highlighted, it means it is in use.

Formatti
ng 2. Start typing.
DOCUM
ENT ABCDEF
 FORMATTING TEXT

Method 2
1. Select the text you want to format

Formatti 2. Enable the command you want to use.

ng
DOCUM
ENT
 Font Style Change Case
A typeface that applies a style to
characters Decrease Font Size Sentence case
Arial lowercase
Comic Sans UPPERCASE
Times New Roman Increase Font Size Capitalize Each Word
Calibri
tOGGLE cASE

Font Size Character Border

refers to the height of
characters
Phonetic Guide Lorem ipsum dolor sit
Hello World - 16 amet, consectetur
Hello World – 15 pt Clear All Formatting adipiscing.
Hello World - 14 pt
 Strikethrough
Normal text
Bold Strikethrough text Superscript
Normal text a 2 = b 3 + c4
Bolded text

Italic Subscript
Normal text H20
Italic text CO2

Underline
Normal text
Underlined text
Double lined text
Dash lined text
Text Effects and Typography Highlight Text Font Color

Text Effects Highlighted text Colored text

 PARAGRAPH GROUP

Formattin
g The Paragraph group contains commands You can set
formatting for text alignment, indents, line spacing, line
DOCUM breaks, and paragraph breaks.

ENT
 Bullets Numbering Multilevel list
Creates a bulleted list. Creates a numbered list. Creates a multilevel list to
organize items
Ex: Ex:
• Item 1 1. Step 1 Ex:
• Item 2 2. Step 2 • Mango
• Item 3 3. Step 3 • Indian Mango
• Item 4 4. Step 4 • Banana
• Lakatan
 Align Left Center
Aligns content with the Centers content on the
left margin page

Lorem ipsum dolor sit amet, Lorem ipsum dolor sit amet,
consectetur adipiscing elit. consectetur adipiscing elit.

Justify
Align Right Align text to both the
Aligns content with the left and right margins
right margin

Lorem ipsum dolor sit amet,

Lorem ipsum dolor sit
consectetur adipiscing elit.
lacus vel amet consectetur
risus adipiscing elit.
 Decrease Indent Increase Indent Line and Paragraph Spacing
Moves paragraph closer to the Moves paragraph farther away Creates spaces between each
margin to the margin lines

Lorem ipsum dolor  Mango Lorem ipsum dolor sit

sit amet, consectetur amet, consectetur
 Indian Mango
adipiscing elit.
 Banana adipiscing elit.
 Lakatan

Lorem ipsum dolor sit  Mango

Lorem ipsum dolor sit
amet, consectetur  Indian
adipiscing elit. Mango amet, consectetur
 Banana adipiscing elit.
 Lakatan
 Shading Borders
Change the color behind the Add or remove borders on the
selected text or cell selected text

Lorem ipsum dolor sit Lorem ipsum dolor sit

amet, consectetur amet, consectetur
adipiscing elit. adipiscing elit.
 TEXT EDITING GROUP

FINDIN
G AND
REPLAC The Text Editing group is the last group of home tab
which contains three options: find, replace, and select.

ING
TEXT
 FIND TOOL

▶ Find tool search for all kinds of elements in a

document, including text.

FINDIN
G AND ▶ It looks for instances of a specific word, or
does the advanced options to do things like
REPLAC replace all instances of a word with another
one or search for equations.
ING
TEXT
 PERFORMING BASIC WORD SEARCH

1. Go to the Home tab and select Find. Or, press

Ctrl+F.

2. In the Navigation pane, enter the text you want to

search for.

FINDIN A list of matching words

displays in the
G AND Navigation pane and
instances of the word are
REPLAC highlighted in the main
document.

ING
TEXT
 PERFORMING BASIC WORD SEARCH

3. There are three (3) ways to cycle through the

results in the Navigation pane:

• Press Enter to move to the next result.

• Select a result with the mouse.

FINDIN • Select the Up and Down arrows to move to

the previous or next result.

G AND 4. Select the Down arrow to move to the next

instance of the word.
REPLAC
ING
TEXT
 PERFORMING ADVANCED WORD SEARCH

1. Select Home > Find to open the Navigation pane.

2. In the Navigation pane, to the right of the Search

box, select the Search for more things dropdown
arrow.

FINDIN 3. Choose Options.

G AND
REPLAC
ING
TEXT
 PERFORMING ADVANCED WORD SEARCH

4. In the Find Options dialog box, choose the

description that best fits what you're trying to find.
For example, to find instances of a word with the
same capitalization, select Match case. Select OK.

FINDIN
G AND
REPLAC
ING
TEXT
 REPLACE TOOL

▶ Aside from Find, Word can make all of the changes

automatically. You can also replace numbers,
punctuation, and even cap or uncap words; just type
what to find and what to replace it with and let Word
do the rest.

FINDIN
G AND
REPLAC
ING
TEXT
 REPLACING TEXT

1. C​lick the Home tab and then click Replace or hold

down Ctrl+H

FINDIN
G AND
REPLAC • Click Replace to change a word to another word and
then click Replace again to change the next entry or,
ING click Replace All to replace all instances of the word
at once.
TEXT
 MORE REPLACING OPTIONS

1. C​lick the Home tab and then click Replace or hold

down Ctrl+H
2. Click More.

3. Type the appropriate entry

FINDIN in the Find What and

Replace With lines.

G AND 4. Click Match Case.

REPLAC 5. Click Replace and

Replace again, or, click

ING Replace All.

6. Click OK.
TEXT
 TABLE

Columns Header

Name Age Gender

Juan 25 Male
Working Juana 20 Female

with Rows Cell

tables A table is an arrangement of data made up of horizontal

rows and vertical columns. Cells are the rectangles that are
formed when rows and columns intersect. Tables are ideal
for organizing information in an orderly manner.
 CREATING TABLES

1. Go to Insert tab then

select Table

2. Move the mouse over

the squares indicating
Working the number of rows and
columns you want to
with create.

tables
 SELECTING TABLES

▶ To select a cell, point the cursor to the lower left

corner of the cell then click.

Working ▶ To select a row, point the cursor to the left of the table
then click.
with
tables ▶ To select a column, point the cursor to the top of the
table then click.
 SELECTING TABLES

▶ To select the whole table, point the cursor to the upper

left of the table then click.

Working
with ▶ To select a multiple cells or columns, hold CTRL key

tables while selecting cells/rows/columns

 INSERTING DATA IN A CELL

1. Click the cell you want to put the data. You can
either click or press arrow keys on keyboard.

Working
with 2. Once the insertion point appears, you can start
typing.
tables
 MODIFYING TABLE LAYOUT

1. Select the table you want to modify. The Design

and Format tab under the Table Tools will
appear.

Working
with
tables
2. Click the Layout tab.
 ADDING ROWS AND COLUMNS

Under the Layout tab…

Working
with ▶ To add rows, select the cell where you want the new
row to appear then click Insert Left or Insert Right.
tables ▶ To add columns, select the cell where you want the
new column to appear then click Insert Above or
Insert Below.
 DELETING ROWS AND COLUMNS

Working
with
tables
▶ Select the cell/row/column/table you
want to delete then click
corresponding Delete
 MERGING CELLS

1. Select adjacent cells you want to merge.

2. Click Merge Cells under Merge group

Working SPLITTING CELLS

with 1. Select the merged cell you want to split.

tables 2. Click Split Cells under Merge group then choose the
number of rows or columns you want to generate
 APPLYING TABLE STYLE

1. Select the table that you want to format. The

Table Tools appear.

2. On the Design tab under Table Tools, click a table

style from the gallery of table styles.
Working
with
tables
 INSERTING PICTURES

1. Go to Insert tab then click

Pictures under Illustrations
group. A window will appear.

2. Select your picture then double

INSERTI click or click Insert.

NG
GRAPHI
CAL
ELEME
NTS
 INSERTING SHAPES

1. Go to Insert tab then

click Shapes under
Illustrations group. A
window will appear.

INSERTI 2. Select the shape you want

to draw
NG 3. Click on the area where

GRAPHI you want to draw. Drag to

modify size.

CAL
ELEME
NTS
 INSERTING CHARTS

1. Select the Insert tab, then click the Chart command

in the Illustrations group.

INSERTI
NG
GRAPHI
CAL
ELEME
NTS
 INSERTING CHARTS

2. A dialog box will appear. Select a category from the

left pane, and review the charts that appear in the
right pane.
3. Select the desired chart, then click OK.

INSERTI
NG
GRAPHI
CAL
ELEME
NTS
 INSERTING CHARTS

4. 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.

INSERTI
NG
GRAPHI
CAL
ELEME photo from https://edu.gcfglobal.org

NTS
 INSERTING CHARTS

5. Enter your data into the worksheet.

INSERTI
NG 6. If necessary, click and drag the

GRAPHI lower-right corner of the blue line

to increase or decrease the data
range for rows and columns. Only
CAL the data enclosed by the blue lines
will appear in the chart.

ELEME photo from https://edu.gcfglobal.org

NTS
 MAIL MERGE

▶ Mail Merge allows you to use a spreadsheet of

contact information to assign automatically a different
address, name, or other piece of information to each
copy of a document.

▶ This is useful when personalizing newsletters or

USING statements.

MAIL
MERGE

Images from Google Images

 MAIL MERGE

▶ The mail merge process has three (3) documents

involved in creating and printing letters and emails, or
labels and envelopes.

1. Your main document - contains text and graphics

that are identical for each version of the merged
USING document

MAIL 2. Your mailing list - contains the data that is used to

fill in information in your main document
MERGE 3. Your merged document - combination of the main
document and the mailing list
 PREPARING FOR MAIN DOCUMENT

1. On the Mailings tab, in the Start Mail Merge group,

choose Start Mail Merge > Letters.

USING
MAIL
MERGE
 PREPARING FOR MAIN DOCUMENT

2. Type the body of the letter you want to send to

everyone.

USING
MAIL
MERGE
 PREPARING FOR MAILING LIST

▶ The mailing list is your data source.

▶ It can be an Excel spreadsheet, a directory of

Outlook contacts, an Access database, or an Office
address list. It contains the records that Word uses to
pull information from to build your letter.
USING
▶ In our discussion, we will be using Excel spreadsheet
MAIL to create our data source.

MERGE
 PREPARING FOR MAILING LIST

1. Open Microsoft Excel.

2. Click Blank workbook. This will

open a new, blank Excel document.

USING 3. Add your contact headers. Starting in cell A1 and moving

right from there, enter the following headers:
• FirstName (cell A1)
MAIL • LastName (cell B1)
• Tel (cell C1)
MERGE • StreetAddress (cell D1)
• City (cell E1)
• Region (cell F1)
• ZIP (cell G1)
• Email (cell H1)
 PREPARING FOR MAILING LIST

4. Enter your contacts' information. Starting in column A,

cell 2, begin entering the contact information.

5. Save your document. Keep in mind your selected save

location—you'll need to find the Excel spreadsheet later.

USING 6. Close Microsoft Excel.

MAIL
7. Back to Microsoft Word. In
MERGE the Start Mail Merge
section of the Mailings tab,
click Select Recipients, then
Use an Existing List…
 PREPARING FOR MAILING LIST

8. Select your Microsoft Excel contact sheet, then click

Open.

USING
MAIL
MERGE
 PREPARING FOR MAILING LIST

9. Click the Excel sheet's name in the pop-up window, then

click OK at the bottom of the window.

Note: Make sure that the "First row of data contains column headers"
checkbox at the bottom of this window is checked.

USING
MAIL
MERGE
 PREPARING FOR MERGED DOCUMENT

1. Place the cursor where you want to insert contact

information (e.g., the top of the document)

2. Under Write &

USING Insert Fields

section of the
Mailings tab, click
MAIL Insert Merge
Field. A drop-
MERGE down menu will
appear.
 PREPARING FOR MERGED DOCUMENT

3. In the drop-down menu, click the name of one of the

headers from your Excel document to insert it. (e.g.
FirstName for contacts' first names). Add other information
where necessary.

USING
MAIL
MERGE
 PREPARING FOR MERGED DOCUMENT

4. Click Finish & Merge found in Mailings tab's toolbar.

Select a merge option. Click one of the following:

USING
MAIL • Edit Individual Documents - Opens each recipient's document,

MERGE
allowing you to personalize further the documents.
• Print Documents... - Allows you to print out a copy of your document
for each individual listed in your contact sheet.
• Send Email Messages... - Allows you to send out the documents as
emails. The contacts' email addresses will be selected as the destination
email addresses.
 PREPARING FOR MERGED DOCUMENT

5. You may also click Preview Results, and click on the either
left or right arrow to navigate all the data entries from the
Excel file.

USING
MAIL
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

1. On the Mailings tab, in the Start Mail merge group,

choose Start Mail Merge, and then choose Step–by-
Step Mail Merge Wizard…

USING
MAIL
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

2. Select the type of

document you are working
on then click Next:
USING Starting document.

MAIL
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

3. Select how you want to set

up your letters:

• In Use the current

USING document, you will use
the Mail Merge wizard

MAIL to add recipient

information on the
currently opened
MERGE document.
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

3. Select how you want to set

up your letters:

• In Start from a
USING template, you will select
ready-to-use and

MAIL editable mail merge

template to suit your
needs.
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

3. Select how you want to set up

your letters:

• In Start from existing

USING document, you will be asked
to browse for an existing mail

MAIL merge document and make

changes to the content of the
recipients.
MERGE 4. Click Next: Select recipients
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

5. Select the source of your

recipients:

• To Use an existing list,

USING you will be asked use
names and addresses of

MAIL your recipients from a file

or database.

MERGE
 USE AN EXISTING
Using mail
merge LIST

a. Select Browse and look

for your file.
 USE AN EXISTING
Using mail
merge LIST

b. Select the sheet you

want to use on your file.
 USE AN EXISTING
Using mail
merge LIST

c. Choose the recipients

you need by using the
checkboxes to add or
remove..
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

5. Select the source of your

recipients:

• In Select from Outlook

USING contacts, you will select
names from an Outlook

MAIL contacts folder.

MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

5. Select the source of your

recipients:

• In Type a new list, you

USING will type new names and
addresses of recipients on

MAIL the New Address List

window.

MERGE
 TYPE A NEW LIST
Using mail
merge

a. Click Create to open

the New Address List
window then add
entries.
 TYPE A NEW LIST
Using mail
merge

b. Save the newly created

list as database file.
 TYPE A NEW LIST
Using mail
merge

c. Choose the recipients you

need by using the checkboxes
to add or remove.
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

6. Click Next: Write your letter

to edit recipient blocks.

USING
MAIL
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

7. To add recipient information to

your letter, click a location in
the document and click one of
the items below:
USING • Address block…
MAIL •
•
Greeting line…
Electronic Postage…
• More items…
MERGE
 ADDRESS BLOCK
Using mail
merge

▶ In using Address Block, an Insert Address Block will show. Specify

address elements and name format then click OK.
 GREETING LINE
Using mail
merge

▶ In using Greeting line, an Insert Greeting Line will show. Modify

greeting line format then click OK.
 MORE ITEMS
Using mail
merge

▶ In adding More Items, put the insertion point on the location you want,
open the Insert Merge Field.
▶ Select the field then click Insert.
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

8. Click Next: Preview your

letters to merge.

USING
MAIL
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

9. In this step, you can Preview

your letters or Make Changes
on your recipient list. Once
done, select Next: Complete
USING the merge.

MAIL
MERGE
 USING THE STEP-BY-STEP MAIL MERGE WIZARD

10. Mail Merge is ready to produce

your letters. To personalize
letters, click Edit individual
letters. To make changes to all
USING letters, click Previous: Preview
your letter.
MAIL
MERGE
 PAGE LAYOUT

modifyin
g page
layout Word offers a variety of page layout and formatting options that
affect how content appears on the page. You can customize the
page orientation, paper size, and page margins depending on
how you want your document to appear.
 SETTING UP PAGE MARGINS

1. Select the Page Layout

tab.

2. Click the Margins

modifyin command. A menu of
options appears. Normal is

g page selected by default.

3. Click the pre-defined

layout margin size you desire.
 CUSTOMIZING PAGE MARGINS

1. From the Page Layout

tab, click Margins.

2. Select Custom
Margins. This will take
modifyin you to the Page Setup
dialog box.

g page 3. Adjust the margin sizes

for each side of the page,
layout then click OK.
 PRINTING A DOCUMENT

1. Click the File tab.

This takes you to
Backstage view.

PRINTI 2. Select Print.

NG 3. To preview each
page, click the
DOCU forward and
backward arrows at

MENT the bottom of the

page.
 PRINTING A DOCUMENT

4. If the text is too small to read, use the zoom slider

at the bottom of the page to enlarge it.

PRINTI
5. Choose the number of
NG copies, and any other
options you want, and
DOCU click the Print button.

MENT
THANK YOU