IGCSE ICT SECTION 10

DOCUMENT PRODUCTION

MICROSOFT WORD
STEP BY STEP GUIDE

Document Production
Contents
Learning Outcomes. Page 3
Generic File Types Page 4
Entering Data from Existing Files. Page 4 - 8
Keying in Text.. Page 9
Editing Text Page 10 - 13
Activity 1. Page 14
Importing Images.... Page 15 - 16
Resizing Images.. Page 17 - 18
Wrapping Text around Images Page 18 - 19
Aligning Images.. Page 19 - 21
Rotating Images. Page 22
Cropping Images... Page 23
Activity 2. Page 24
Formatting Pages.. Page 25 - 26
Using Headers and Footers Page 27 - 30
Activity 3.... Page 31
Widows and Orphans. Page 32 33
Page, Section and Column Breaks. Page 34 37
Using Columns. Page 36 37
Activities 4 and 5.. Page 38
Font Styles and Sizes.. Page 39 41
Activity 6 Page 42
Emphasising Text

Page 42 44

Activity 7 Page 45
Using Lists.... Page 45 - 48
Activity 8 Page 48 49
Using Tables. Pages 49 60
Activity 9 Page 51

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Activity 10.. Page 54

Activity 11 Page 60
Text Alignment Pages 61 62
Activity 12 Page 61
Line Spacing Pages 62 64
Activity 13 Page 63
Formatting Paragraphs (And Hanging Paragraphs) Pages 64 67
Activity 14 Page 66
Correcting Errors Pages 67 - 68

In this section you will learn how to:

Enter data from an existing file
Key in and edit text
Import images from a variety of sources
Place and manipulate images
Set page margins
Use headers and footers
Set page, section and column breaks
Use columns
Set font styles and sizes
Emphasise text
Use lists
Use tables
Align text
Set line spacing
Correct errors

For this section you will need these source files from your teacher:
ACTIVITY3.RTF
SNOWBALL.JPG
TABLE1.CSV
TABLE2.CSV
TEXT1.RTF
TEXT2.RTF

TEXT3.RTF
TEXT4.RTF
TEXT5.RTF
TEXT6.RTF
TEXT7.RTF
TREE.JPG
WEATHER UPDATE.RTF

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COLE.JPG
EPL.JPG
FERDINAND.JPG
FOWLER.JPG
HENRY.JPG
OWEN.JPG
SHEARER.JPG

10.1- Generic File Types

The practical examination will ask you to open and edit files that are supplied to you
by the examiners.
These files will be saved in a File Format that can be opened using suitable software
(.txt can be opened in Word Processors for example).
You need to be able to choose the correct software in order to open and edit the files
mentioned above.
Common files include:
Comma Separated Values:
These files have a .csv files extension. Csv files take data in the form of tables
(from spreadsheets and databases) and save it in a text format. The
information contained in the csv file is separated by commas.
Text:
These files have a .txt file extension. A text file is not formatted (colour, size,
font style) in any way and can be opened in any Word Processor.
Rich Text Format:
These files have a .rtf file extension. This text file saves some of the formatting
within the text.

10.2 Entering Data from Existing Files

Task A
Open the file TEXT1.RTF from the Section 10 Files folder and insert the file TABLE1.CSV as a table
within the document.
Change the document heading to Winter weather forces school to close.
Save the document as Document Production Task A' making sure it is saved into your
Document Production folder.

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How to do it:

Open Word.
To open the TEXT1 file, select the Office Button in the top left of the screen then click
on Open.
Browse to your Document Production Folder, select the TEXT1 file and click

NOTE: If you are unsure of the file type you need you can select All Files. This shows
you a list of all the available files.
Document Production
Folder.
Office Button and Open.

TEXT1

Open

TEXT1 document
will open and looks
like this

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Use the Office Button and Save As to save the document with the filename
Document Production Task A.
Be sure to save the document as a Word Document rather than a RTF file. Save in
your Document Production Folder.
Word Document

Document
Production Folder
Correct File Name
Save As

Word Document

Open the file TABLE1.CSV as a Word Document (Open from within Word).
NOTE: Because the TABLE1 file is not actually a Word document you will need to
select All Files in order to see it.
The file TABLE1.CSV looks like
this when it has been opened in
Word.

All Files

TABLE1

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Remember that .csv stands for Comma Separated Values. This means that each
piece of information in the table is separated by a comma.

We need to edit the information so

that the comma separated values
are turned into a table.
Pieces of information
separated by commas

Highlight all of the text then select

the Insert Tab.
Select the Table icon then Convert
Text to Table.
Click

to create the table.

Insert Table

Highlight the text

that we wish to turn
into a table.

If Word gives the incorrect number of

rows/columns you can remove them.
(This example has one extra column)
To remove the extra column just
right click in the extra column and
select Delete Cells.
Choose the Delete Entire Column option
and then press
.
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Convert Text to
Table.

Copy the table and paste it in place of the text <Place table here> in the document
that you saved as Document Production Task A.

Table pasted in
place.

Paste table here.

This task is directly continued in the next section.

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10.3 Keying in text

To change the document heading, highlight the existing heading and overtype with
the new heading.
Old heading = Snow hits South East England.
New heading = Winter weather forces schools to close.
Your new document should look
like this.
NOTE: This seems an easy task
but it is one where many
students fail to correctly type
in the correct data. Make sure
you carefully read what you
are asked to enter and follow
it exactly.

Save the changes to this document.

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10.4 Editing Text

Task B
Open up Document Production Task A.
Move the last sentence in the document so that it becomes the last sentence in the first paragraph.
Add a new subtitle School closures just above the table, and add this short paragraph between the
subtitle and the table:
The dramatic change in the weather has meant that a number of areas are experiencing transport
problems. This means that many schools across the country have been closed.
In the third paragraph change the word was to is, and add the word has between Counties and
reported.
Save the document as Document Production Task B as a normal Word document.

How to move the last sentence:

There are a number of techniques that could be used to move the last sentence to the
end of the first paragraph. These techniques include:

Cut and Paste

Copy and Paste (Then delete the original)
Drag and Drop
You should learn and practice all 3 methods.

10.4a Cut and Paste

Highlight the correct area of text with your mouse.

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Right Click within the highlighted area to get the drop-down menu then select Cut.
This removes the last sentence and places it on the Widows Clipboard.
Move the cursor to the end of the first paragraph and right click the mouse to obtain
the drop-down menu again. This time select Paste.
Move curser then RightClick and Paste.

Select information then

Right-Click and Cut.

How to do it:

10.4b Copy, Paste and Delete

Highlight the correct area of text with your mouse.

Right click to get the drop-down menu and then select Copy. (This copies the
sentence to the clipboard but does not remove it)
Move the cursor to the end of the first paragraph and right click to obtain the dropdown menu then select Paste.
Move back to the original sentence, highlight it and press the Delete key on the
keyboard.
Move curser then RightClick and Paste.

Select information then

Right-Click and Copy.

Highlight original
information then click
Delete.

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10.4c Drag and Drop

Highlight the correct area of text with your mouse.

Left click the mouse button in the highlighted area and hold this down.
Move the cursor to the end of the first paragraph and then release the left click. This
will drop all of the selected text into the new position.

Highlight original
information then drag into
new position.

Original information disappears from

bottom paragraph and appears at
the end of the first paragraph.

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NOTE: Whichever method you used to move the last line of the bottom paragraph,
make sure that the spacings between characters (letters) and lines match
the rest of the document. If you are not consistent in the practical exams
you will be penalised.

10.4d Adding subtitles, paragraphs and editing words

Move the cursor to the end of the first paragraph and press enter twice. (This will
keep the paragraph spacing the same as the rest of the document).
Now type the text School closures followed by pressing the enter key once.
Add in the extra paragraph:
The dramatic change in the weather has meant that a number of areas are
experiencing transport problems. This means that many schools across the country
have been closed.
To change the word was to is, locate the word and highlight it. Type in the word
is and it will replace the original.
To insert the word has, place the cursor between the words Counties and
reported. Type the word has while making sure there is a single space on each
side of the curser.
Finally, save the document as
Document Production Task B.
The finished document should look like
this with the following new features:

New subtitle
New paragraph
Was to Is
New word between Counties
and Reported

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Activity 1
1. Open the file TEXT2.RTF.
2. Insert the table file TABLE2.CSV as a table within the document in place of the
text <Insert Table Here>.
3. Change the document heading to Greatest Premier League goal scorers of all
time.
4. Move the third paragraph in the document so that it becomes the last
paragraph (With 2 line spaces).
5. Add the subtitle Players and goals immediately before the paragraph that
starts This table shows the players with the highest goals tally (With 1 line
space).
6. In the first paragraph, change the words been in existence to existed and
add the word football between their and career.
7. Add this text as a new paragraph to the end of Alan Shearers description
Alan Shearer is currently a soccer pundit working for Match of the Day.
8. Save as a Word Document using the filename Document Production
Activity 1
9. Check for errors, print, add your name and group, and then hand in to me.
NOTE 1: - The text above is bolded in order for it to stand out within each task.
You should not use bold in any of the text in your Activity 1 task.
NOTE 2: - Make sure you use the correct line spacing in your Activity 1 task. Line
spaces used in the original document should be consistently followed.

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10.5 Importing Images

Images for the practical examination can be imported from the following sources:

Clip art
Scanner
Digital camera
File supplied by examiner to you
Image from a website

Task C
Open the file you saved earlier Document Production Task B.
Add suitable images from clip art and from images provided.

10.5a Importing an image from clip art

To import an image from clip art, select the Insert tab and click on the Clip Art icon.
This will open the Clip Art pane to the right of
the document.
As there are literally thousands of clip art
images to choose from, Word has a search
feature which we can use to quickly locate
images that we may be interested in.
In this case the article is about snow so we can add this in the
search string in the Search for: box.
In the Search in: box you can select where
you want to search for the images.
Choices are; from your Personal Collection,
from Microsoft Office, from the Web or
from Everywhere.
In the Results should be: box you can also define what type of clip
art you are looking for - Clip Art, Photographs, Movies or Sounds.

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In this case you want clip art, so ensure you have checked that tick
box. When you have set up the search correctly click on
.
The results of the search will look something like this.
Move your cursor to the end of the document and then double
click the left mouse button on the image you want to place on the
page.
Repeat the steps to insert a second clip art image into your
document.

NOTE: You will manipulate these images later on in the guide.

10.5b Importing an image provided for the task

Select the Insert tab, followed by Picture.

This will open the Insert Picture window.
Browse through the folders and files until
you locate the SNOWBALL.JPG.

Click the left mouse on the file followed

by the
button.
This will insert the image into the
document.
Repeat the steps to insert the
TREES.JPG image into the document.
Save the document with the name
Document Production Task C.

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10.6 Resizing Images

Task D
Open the file you saved earlier Document Production Task C.
Resize the image SNOWBALL.JPG to 8 centimetres high and maintain its aspect ratio. Place this at
the top of the first paragraph, aligned to the right margin.
Resize the first clip-art image to 2.8 centimetres high and 2 centimetres wide. Place this image at
the top left of the second paragraph. Ensure that the text wraps around both of these images.
Place the second clip-art image to the right of the table, aligned to the right margin. Resize this
image if needed.
Place the TREES.JPG image to the bottom left of the page. Crop the image to remove the top 25
percent of it.
Ensure that all the text and images fit onto a single page.
How to do it

Find the SNOWBALL.JPG in your document.

Right click the image to obtain a drop-down menu.
From this menu select the Size option. This will open
the Size window.
The task asks you to resize the image whilst
maintaining its aspect ratio. This means to keep the
height and width in the same proportion to the
original
image.
This
prevents image distortion.
To do this, ensure that the two tick boxes related to
aspect ratio are both selected.
Change the Height of the image to 8cm and click
Use a similar method to resize the first clip-art image to
2.8cm high by 2 cm wide.

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This means that you will probably have to

distort the image from its original
proportions.
To do this, ensure that both of the aspect
ratio tick boxes have their ticks removed.
Use the Height: box to change this setting
to 2.8 cm and the Width: box to 2cm. This
will change the images proportions from
this
to this.

Notice how the second image is slightly thinner but the same height. This task is
continued in the next section.

10.7 Wrapping text around images

10.7a Placing the SNOWBALL.JPG into the document

Task D requires you to place a resized SNOWBALL.JPG image at the top right of the
first paragraph.
To achieve this you will need to set Text Wrapping and then move the image into
place.
To set the text wrapping of the image, right click the image and select the Text
Wrapping option from the drop-down menu.
Text Wrapping options include the following:
1. In Line with Text
This treats the image as a text character within a line of text and will move the
image with the text surrounding it if new text is inserted or deleted.

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2. Square
This places the image on the page and the text wraps (flows) around it. Use More
Layout Options to specify the type of wrapping you require.
3. Tight
This places the image on the page and the text wraps (flows) around it in much
the same way as with Square. The difference is that you cannot control the
distance of the text from the image for the top and bottom settings, although you
can to the left and right, using More Layout Options.
4. Behind Text
This places the image behind the text. It can be used to set a background image in
a document.
5. In Front of Text
This places an image over the top of text.
6. Top and Bottom
This places the image with the text above and below the image, but not wrapped
to the side.
7. More Layout Options
This can be used to give more options to the selected layout types above. For
example: if a Square layout is selected you can specify where you wish to flow the
text around the image and the distance of the text from the image on each side.
10.7b - Aligning Images

For this task set the Text Wrapping of

the image to Tight using the sub-menu.
To move and place the image, click and
hold the left mouse button on the
image and drag it into the top right
corner of the first paragraph.
When you have roughly placed the
image, right click on the image again
and click Text Wrapping then More
Layout options.

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Text flowing around the image.

SNOWBALL.JPG dragged into rough
position in top right of the first paragraph.

Selecting Text Wrapping then

More Layout Options.

This gives you access to the Advanced Layout

Window. Click on the Picture Position tab.
NOTE: In the practical examinations you will
be expected to place the images
precisely.
To align the image to the right margin you
should select the Alignment option (in the
Horizontal section) and then set the image
Right aligned relative to the Margin.
To align the image to the top line of the
paragraph, in the Vertical section, select the
Alignment option and then Top relative to Line.
Press
to set the new position.

NOTE: If this has not worked correctly it is

usually because the image was placed with
poor precision when it was dragged and
dropped. Try doing it again more carefully.

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10.7c Placing the first clip art into the document

Repeat both procedures for the first clip art image.

Wrap the text using Tight and placing the image
with a Horizontal alignment of Left relative to the
Margin and a Vertical alignment of Top relative to
the Line.

10.7d Placing the second clip art into the document

To place the second clip art image to the right of

the table, aligned to the right margin, follow the
same procedures as above. Set the wrapping to
Tight and align the image to the right margin.
The image may not fit exactly into the space so
you will need to resize it while distorting the
aspect ratio slightly. Use the drag handles in the
centre or the bottom of the image to get the
correct size.

The resizing has been

completed so that the
paragraph below the
image does not have to
wrap around it.
This has been done to
ensure that all of the
information and images
will fit onto a single
page.

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10.7e Placing the TREES.JPG into the document

Find the TREES.JPG in your document.

NOTE: The image is very large so you may need to resize (while keeping aspect
ratio) before we can work with it.
The image must be rotated before it can be placed into position on the document.
Left click the image with your mouse to select it. You will notice a rotate handle as
well as the drag handles used to resize
the second clip art image earlier.
Hold down the Shift key, then click and
hold the rotate handle and drag it in an
anti-clockwise direction (like the arrow).
When the image is the right way around,
let go of the mouse button.

This image should have the text wrapping set to Tight, and
placed with a Horizontal alignment of Left relative to the
Margin.
Vertical alignment
should be Top
relative to Line.
When everything is set up, resize the image
to fit available space. The page should now
look like this.

This task is continued in the next section.

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10.8 Cropping Images

To crop the image of the trees follow these steps:
Click the left mouse button on the image and then on the Format tab toolbar.
From the Size section of this toolbar click on
the Crop icon.
This will change the drag handles (which are
used to resize pictures) to Crop Handles.
Crop handles are used to cut of portions of an
image.
Drag the top handle down so that approximately
25 per cent (a quarter) of the picture has been
removed.
To resize the image you must click the Crop icon
again so that the crop handles are removed. You
can then use the drag handles to resize the image.

NOTE: To access the crop tool

you can just double click the
image.

TREES.JPG with 25% of the top

cropped off.

Save the document with the name Document Production Task D.

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Activity 2
1.

Open the file Documentation Production Activity 1.

2.

Add the image EPL.JPG (from the section 10 files folder) and rotate it through 180 degrees.
Resize it to 4cm wide, maintaining aspect ratio. Place it at the top left of the first paragraph
whilst ensuring that text wraps around the image.
EPL.JPG should be Horizontally aligned to the left margin and Vertically aligned Top, relative
to the Line.

3.

Add the image SHEARER.JPG to the document and crop the left and right of the image so that
the players arms are within 5mm of the edge of the image. Resize the image appropriately,
whilst maintaining aspect ratio.
Place the image at the top right of the first paragraph within Shearers section, making sure
that the text wraps around the image.
SHEARER.JPG should be Horizontally aligned to right margin and Vertically aligned Top,
relative to the Line.

4.

Add the rest of the images of all the individual football players to the document. Each image
should be placed at the top right of the first paragraph within the players section and
formatted so that text wraps around the picture. Make sure each image is resized to suit the
paragraph size whilst maintaining aspect ratio.
Each image should be and Horizontally aligned to right margin and Vertically aligned Top,
relative to the Line.

5.

Add a football related image sourced from clip art and place it in an appropriate position
within the document. Make sure that the image is resized appropriately and that text wraps
around it.
Align the clip art image to appropriate margins and lines.

6.

Save as a Word Document using the filename Document Production Activity 2

7.

Check for errors, add your name and group, print and then hand in to me.

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10.9 Formatting Pages

In the practical examinations, you might be presented with documents with different
page layouts and given instructions to reformat them.
Do not assume that a document is already set up appropriately.

Task E
Open the file you saved earlier Document Production Task B.
Change the page size to A5 and the orientation to landscape.
Set the top and bottom margins to 3cm and the left and right margins to 3.5cm.
Save the file as Document Production Task E.

How to do it

Open the file saved in Document

Production Task B and select the
Page Layout tab.
Click the icon at the bottom right
corner of the box. This will open the
Page Setup window.
This window can be used to change the:

Page size
Orientation (Tall or Wide)
Page margins
10.9a Page Size

To change the size, select the Paper tab. The Paper

size: can be selected from the drop-down list. For this
task, select A5 from the list.

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10.9b Page Orientation (Tall or Wide)

To change the page orientation, select the Margins tab.

Find the Orientation section of the window. Left mouse
click the Landscape icon to change from portrait to
landscape.

10.9c Page Margins

To set the top and bottom margins to 3cm, select the

Margins section then use the Scroll Handles to
change the values in the Top: and Bottom: boxes.
Change the Left: and Right: boxes to a margin size of
3.5cm.
Click on

to apply your changes.

Finished document should look like this:

Save the document with the name Document Production Task E.

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10.10 Using Headers and Footers

A Header is the area of a document between the top of the page and the top margin.
A Footer is the area of the document between the bottom of the page and the
bottom margin.
You can insert text or images into headers and footers.
Text/Images that you usually find in the header/footer include:
Authors name

Documents name

Page numbers

Company logo

Task F
Open the file you saved earlier Document Production Task E.
Place your name in the centre of the header.
Place the date and time on the left, an automated page number in the centre and the filename on
the right of the footer.
Save the file as Document Production Task F.
How to insert the Header

Open the file saved in Document Production Task E.

Select the Insert tab. In the Header & Footer section click on the Header icon.
If you select the Blank
(Three Columns) option, this
will allow you to put the text
on the left, in the centre and
on the right (Within the
Header).

NOTE: Simple Blank settings

are all that will be required
for the practical exam.

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This moves the cursor into the Header and changes the toolbar to give you extra
options.
For Task F you were instructed to
place your name in the centre of
the header. To do this, move the
cursor over the Centre Placeholder
that says [Type Text] and type in
your name.

Your name will replace the placeholder.

NOTE: For this task you were instructed to only type something in the centre of the
Header. This means that the left and right placeholders should be deleted or you
could be penalised during the exam.

Your Header should now look like this:

Centred Name in Header.

Left and Right

placeholders deleted.

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How to insert the Footer

To set up the page Footer, click on the Footer icon in the Header
& Footer section of the toolbar.

NOTE: Dont click on the Go to Footer icon to set up the Footer.

Choose the Blank (Three Columns) options which will let you set up all three areas of
the Footer.
Setting the Date:
For Task F you were instructed to place the date and
time on the left in the Footer. To do this click on the
Left Placeholder to highlight it, then click on the
Date & Time icon.

This will open up the Date & Time window.

Choose a format for the Date & Time
(11/11/11 for example) and tick the check box
to update the date/time automatically. To
set the date/time footer click
.

Setting the Automated Page Number:

Click the left mouse button on the
Centre Placeholder and then select
the Page Number icon from the
toolbar.
This gives you access to a dropdown menu from which you should
select Current Position and then
the Page Number Format you want.

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Setting the Documents Filename:

You were also instructed to place the documents filename on the right in the Footer.
Click the Right Placeholder then select the Quick Parts icon on the toolbar.
Select Field to open
the Field window. In
the Field Names: box,
scroll down through the
list
and
select
Filename.
Select the Format: for the filename from the list of available options. Click
set the Footer.

The completed footer should look like this:

To exit from the Header or the Footer you can click the Close Header
and Footer button.
Save the document as Document Production Task F.

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to

Activity 3
1. Open the file Weather Update.RTF.
2. Change the page size to A4 and the orientation to portrait.
3. Set all the margins to 4cm and remove the gutter.
4. Place the date on the left, the filename in the centre and the time on the right in the header.
5. Place your name on the left and an automated page number on the right in the footer.
6. Ensure that the header and footer are 2cm from the top and bottom of the page.
7. Save as a Word Document named Document Production Activity 3.
8. Check for errors, add your name and group then print and hand in to me.

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10.11 Widows and Orphans

What are Widows?

If you start a paragraph of text on one page but there is not enough room on the page
to fit in the last line of text, the single line of text which appears at the top of the next
page is called a Widow.

First line of text within

paragraph on next page =
Widow.

What are Orphans?

On the other hand, sometimes you start to type a paragraph at the bottom of a page
but only have room to fit in one line before the rest of the text spills over onto the
next page. The first line of the paragraph at the bottom of the first page is called an
Orphan.

First line of text within

paragraph on first page =
Orphan.

NOTE: Widows and Orphans should be avoided when producing any documents.
You will be penalised if you include either of these within any of your
practical examinations.
How to avoid Widows and Orphans on the next page:

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You can set Word up to automatically avoid Widows and Orphans.

To do this select the Page Layout tab, then in the Paragraph section click on the
Expand icon to open the Paragraph window.

From here select the Line and Page Breaks tab so that the window looks like this.
Select the Widow/Orphan control tick box and
click on
.

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10.12 Using Page, Section and Column Breaks

What are Breaks?

Breaks are used within documents to force text onto new page or into or into the
next column (if columns are being used).
They can also be used to define areas with a different page layout. For example - one
page of a document is formatted with a portrait orientation and another page with
landscape.
NOTE: For the practical examinations you will only need to use the following breaks:
1. Page Break
This forces the text onto the start of a new page. It is particularly useful for
removing Widows and Orphans from your document.
2. Column Break
This forces the text into the top of the next available column. The column may be
on the same page or the next page.
3. Section Break
A section break is used to split areas of a document with different layouts. There
are two types of section break; one forces a page break whilst changing the layout
and the other is a continuous break, which allows different layouts on the same
page.
Task G
Open the file you saved earlier Document Production Task F.
Add the text Winter wonderland or woe as a new title at the start of the document. Keep the two
titles on the first page of the document.
Set the orientation of the first page to Portrait and the rest of the document to Landscape.
Set all of the body text except the table into two columns, with a 2cm spacing and vertical line
between the columns.
Save the file as Document Production Task G.
How to insert a Section Break on the next page:
P a g e | 34

Open the file saved in Document Production Task F.

Add the text Winter wonderland or
woe to the start of the document as a
new title.
Move the cursor to the place where the
first break needs to be inserted. This will
be just before the text On Monday
Because this break will be the separator
between two different types of layout
(page 1 being portrait and the rest being landscape), a section break for a new page
needs inserting rather than just a page break.
To do this, select Page Layout and then click on the Breaks icon. You should then
select the Section Break for the
Next Page.

As the document is currently in

landscape orientation, move the
cursor to page 1. (The section that
needs to be changed to portrait
orientation)
Select the Page Layout tab again and
then the Orientation icon. Set the
new orientation by clicking Portrait.
Your document (so far) should look like this:
Page 2 onwards set
to Landscape

Page 1 set to
Portrait

This section continued on next page.

P a g e | 35

10.13 Using Columns

Columns can be used to give a layout similar to that found in a newspaper. You may
be required to format a document, or a part of a document, into a number of columns
for your practical examination.
If you are going to have different column settings for different parts of the document,
you must decide where you are going to split the document into different sections.
For Task G you need to add two more section breaks to the document so that the
body text and the table can have different layouts. These section breaks need to be at
the start and the end of the table.
How to do it:

Move the cursor to the place where you want to insert each break (i.e. before and
after the table).
In the Page Layout tab click on Breaks icon,
followed by the Continuous option.
Place the cursor within the text of the first
paragraph.

From the Page Layout tab click on the Columns icon.

Select the More Columns option at the bottom of the
drop-down list.
NOTE: When selecting the number of columns you
should opt for the More Columns option as it allows
you to set column spacing values and include a vertical
line.

P a g e | 36

This opens the Columns window. Now change the Presets from One column to Two.

Place a tick in the Line Between box to

create a vertical line between the columns.
Change the Spacing: from its default value
to 2cm.
Make sure that the Apply to: box contains
This Section before clicking
.
Move the cursor into the paragraph after
the table and repeat the above process to set the columns for this last section.

Check that your document looks like the example below and then save the file as
Document Production Task G.
2 Columns with Separating
Line BEFORE the table.

2 Columns with Separating

Line AFTER the table.

P a g e | 37

Activity 4
1.

Open the file you saved named Document Production Activity 3.

2.

Change the body text of only the first page so that it is:
Set in two columns
Uses 1cm spacing
Includes a vertical line between the columns.

3.

Save the file with the new name of Document Production Activity 4.

Activity 5
1.

Open the file you saved named Document Production Activity 4.

2.

Change the page margins to 2cm and the alignment of the header and footer to fit the
margins.

3.

Ensure that the header and footer are 1cm from the top and bottom of each page.

4.

Add the extra title Arctic blast grips the United Kingdom at the start of the document.

5.

Place the two titles on a single portrait page with a single column. All other text should be on
landscape pages, in three columns with 1.5cm column spacing.

6.

Save the file with the new name of Document Production Activity 5.

7.

Check your work looks like the example below, add your name and group, print then hand in
to me.

P a g e | 38

10.14 Font Styles and Sizes

Text can be changed to have different font faces, colours and sizes and can have a
number of enhancements added.
These changes can be useful for making text stand out.
Font faces:

Font faces are grouped into two main categories:

Serif fonts
Sans Serif fonts
Serif Fonts:
Serif fonts look like this: This is a Serif font. The word Serif describes the short
points at the end of the individual letters.

Serif fonts are often used in newspapers and books as they are easier to read than
Sans Serif fonts.

Sans Serif Fonts:

Sans Serif fonts look like this: This is a Sans Serif font. This category of font
does not have the short points at the end of
letters.

Sans Serif fonts are generally used to emphasise text (make it stand out) or for titles
and sub-titles.

NOTE: It is not sensible to use more than two different font faces on any page.

P a g e | 39

Font sizes:

Font sizes are measured in points. There are 72 points to an inch.

If you are asked to produce text of an appropriate size for body text you should use
the following guidelines:

10 12 points for body text for adults.

14 18 points for body text for children (ages 8 upwards).
20 24 points for body text for children learning to read (ages 4 to 6).
Opt for larger font sizes for readers with partial sight.

Task H
Open the file you saved earlier Document Production Task G.
Set all of the text on the first page to an 18 point Sans Serif font.
Make the sub-heading a 13 point Sans Serif font and the body text a 13 point serif font.
Save the file as Document Production Task H.
How to do it:

Open the file Document Production Task G.

Highlight all of the text on the first page then
select the Home tab and click the Font section.
Use the drop-down list to show all of the available fonts. The
list will look similar to this.
NOTE: The list will show you the currently selected font, the
most recently used fonts and a full list of available fonts.
For this task you need an 18 point Sans Serif font to use as
the title of the document. For this select Arial Black.
Select an 18 point size from the size drop-down box:

P a g e | 40

To set the body text to a 13 point serif font, highlight all of the body text (including
the table) and the
sub-heading, then
using the same
method as above,
change the font
size to 13.

NOTE: Setting the font size for both the body text and the sub-heading and then
changing the font face of the sub-heading will be quicker than doing each section
individually.

Use an appropriate Serif font such as Times New Roman.

To set the sub-heading into a Sans Serif font, highlight the text School closures and
select the same font face that you used on page 1. In this case we chose to use Arial
Black.
Save the completed document as Document Production Task H. It should look like
this:

P a g e | 41

Activity 6
1.

Open the file you saved named Document Production Activity 5.

2.

Set all of the text on the first page to a 24 point Sans Serif font.

3.

Make the body text, headers and footers an appropriate 11 point Serif font.

4.

Save the file with the new name of Document Production Activity 6.

10.15 Emphasising Text

Text can be emphasised (made to stand out) in a number of ways:

Using Colour
Making text Bold
Underling text
Making text Italic

Different coloured text can be used to symbolise different things. For example, in this
workbook, I used the text colour of blue to emphasise key points that I am trying to
make. This draws your eye and makes it more likely that you will absorb the info.
Background colours can also be used to give different meanings. For example, I use
blue boxes for your tasks and green boxes for your activities.

Task I
Open the file you saved earlier in Document Production Task H.
Make the text Winter wonderland or woe red.
Make the name of each airport in the text stand out by making it yellow.
Make all of the text in the top row of the table an italic font. Make the words snowmen and
snow angels bold.
Underline the sub-heading.
Save the file as Document Production Task I.

P a g e | 42

How to do it:

Open the file Document Production Task H.

Changing Text Colour
Highlight the text Winter wonderland or woe then select the Home tab, the Font
section and then the dropdown arrow for the Font
Colour icon.
This opens up the initial colour
palette. Select the colour Red.
The More Colours option can
be used to give you a wider
range of colours.

Highlighting Text
To highlight each airport in the text, move the cursor to the
highlight tool in the Font section and select the drop-down
arrow. From the highlight colour palette, select the colour
Yellow to use to highlight the required text.

This will change the mouse pointer to a small highlighter pen. Use this to highlight the
names of the airports. When you have completed the task you can use the
Stop Highlighting option to return the cursor to normal.

P a g e | 43

Making Fonts Italic

To make the top row of the table Italics, highlight
the top row of text in the table.
Select the Home tab, the Font section and click on the Italic option.

Making Fonts Bold

To embolden the words snowmen and snow angels, highlight the words (either
individually or by holding down
the CTRL key whilst highlighting
the words at the same time).

Select the Home tab, the Font section and click

on the Bold option

Underlining Fonts
To underline the sub-heading, highlight the text School closures.
Select the Home tab, the Font section and click on the Underline option

Save the completed document as Document Production Task I. It should look like
this:
Red font colour.

Sub-Heading
underlined.

Airport names
highlighted yellow.

Top row set to

Italics.
P a g e | 44

Embolded
words.

Activity 7
1.

Open the file you saved named Document Production Activity 6.

2.

Make all of the text on page 1 Green.

3.

Make the words United Kingdom on page 1 bold, italic and underlined.

4.

Make the name of each country in the text stand out by highlighting it in green.

5.

Save the file with the new name of Document Production Activity 7.

10.16 Using Lists

There are two types of lists that you could be asked to use in the practical
examinations:

Bulleted
Numbered/Lettered
Task J
Open the file TEXT3.RTF (from the section 10 files folder).
Place your name in the header, aligned to the right. Use a 14 point serif font.
Place the filename of the document in the centre of the footer.
Change the twelve items listed into a bulleted list. Use a bullet of your own choice.
Make sure that the bulleted list is indented by 3cm.
Save the file as Document Production Task J (as a Word document).

How to do it:

Open the file and create the header and footer as described in the task (Refer back to
the header and footer section in this guide if you have forgotten how).
Creating the List
Highlight

the

twelve

listed

items.

Select the Home tab, the Paragraph section

and click in the Bullets icon.

P a g e | 45

This will place bullet points next to each of the list

items.
To change the type of bullets used,
select the drop-down handle
instead of the icon.

Select the type of bullet you want to use from the Bullet
Library. In this case I have chosen to use the
symbol.
The bulleted list should now look like this:

Indenting the Bulleted List

Notice how the bulleted list has been indented automatically in from the left margin.
The task asked you to make sure that the list was indented by 3cm so we need to
change the paragraph setting on the ruler.
NOTE: If the ruler cannot be seen at the top of the page, click View and then tick the
Ruler tick box.
Highlight all of the bulleted list. On the ruler,
click the left mouse button on the rectangle
(not the triangle) and drag it to the right until
the top arrow is set to 3cm.

P a g e | 46

The bulleted list will now look

like this:

Save the completed document as

Document Production Task J.

Task K
Open the file you saved earlier in Document Production Task J.
Change the bulleted list into a numbered list using roman numerals.
Save the file as Document Production Task K.
How to do it:

Using a Numbered List

Open the file and highlight the entire bulleted list.
Select the Home tab, the Paragraph section and
click on the Numbering icon.
This will place numbers next to each of the list items instead of bullets.
To choose the type of numbers to use, select the drop-down
handle.

Select the type of numbering that you require from the

Numbering Library. In this case the task instructed you to use
roman numerals.

P a g e | 47

The new document should look like this:

Numbers instead of
Bullets.

Save the completed document as

Document Production Task K

NOTE: Make sure that if the bulleted list contains short items it has a colon before
the list. Also make sure that each list item starts with a lower case character and
only the last item in the list has a full stop. For example:
My favourite movies are:
the money pit
the burbs
cocktail.
Activity 8
1.

Open the file named TEXT4.RTF (from the section 10 files folder). In the header:
place your name on the left
todays date in the centre
filename of the document on the right.

2.

Make the blue text into a bulleted list, using a bullet of your own choice.

3.

Make sure the bulleted list is indented by about 2cm.

4.

Make the green text into a numbered list, using numbers followed by a bracket (press CTRL
key to select all of the green text at once while missing out the red text).

5.

Make the red text into a bulleted sub-list, indented from the numbered list using different
bullet points.

6.

Change the colour of all text to black.

7.

Save the file with the new name of Document Production Activity 8 (as a Word Document).

P a g e | 48

The completed Activity 8 file should look something like this:

10.17 Using Tables

Task L
Open the file you saved earlier in Document
Production Task I.
Add to the end of the document the following text as
a new paragraph:
Temperatures recorded at one weather station in
Ross-on-Wye during the weeks read:.
Below this add the table shown opposite:
Save the file as Document Production Task L.

How to do it: See next page.

P a g e | 49

2nd Feb
3rd Feb
4th Feb
5th Feb
6th Feb
7th Feb
8th Feb

Maximum
3
5
5
2
2
5
4

Minimum
-1
-3
-3
-1
-1
-3
-2

Open the file saved in Task I and add the

text required as a new paragraph to the
end of the document.

Creating the table

To create the table, you need to work
out how many rows and columns you
need the table to contain.
NOTE: Rows go down and Columns go across.
Rows

Columns
For example, the table in the blue Task L box has 3 columns and 8 rows.
Move the cursor to the correct place in the document and then select Insert tab, and
click on the Table icon in the Tables section.

This will open the Insert Table drop-down menu.

Move the cursor over the grid so it highlights the
three columns and eight rows that you need.
Click your left mouse button in the last
highlighted cell of the grid to insert the table (8
rows by 3 columns).

P a g e | 50

Finally, add the required data into the table.

2nd Feb
3rd Feb
4th Feb
5th Feb
6th Feb
7th Feb
8th Feb

Save the completed document as Document

Production Task L
The final document should look like this:

Maximum
3
5
5
2
2
5
4

Minimum
-1
-3
-3
-1
-1
-3
-2

Table of data

New Paragraph

Activity 9
1.

2.

3.

Create a new document

with the title Skills to
practice using tables.
Create this table below
the title:
Save the file with the
new name of Document
Production Activity 9

Function
Insert

Delete
Format

How
Insert tab
Right click
Right click

Feature
Table
Rows
Columns
Rows
Cells

Rows
Gridlines
Text
Wrapping

Alignment

Left, right, centre, fully justified

Top, centre, bottom

Colour, shading
Breaks across page
Show
Hide

Cells

NOTE: To add more rows than the initial eight available, you need to:
Move the cursor into the last cell of the table.
Press the <Tab> key to create the new row.

P a g e | 51

Task M

Second
choice

Open the file named TEXT5.RTF (from the section 10 files folder).
1
2
21
18
2
3
10
5

Place your name on the right in the header.

Delete the second column and the Martial arts row.
Insert a new third column with this data.
Insert a new row between the Dance workshop and Discover Scuba with this
data:

Craft workshop

Merge cells 2 and 3 in the top row and cells 4 and 5 in the top row.
Save the file as Document Production Task M.

How to do it:

Open the file TEXT5.RTF and place your name on the right in the header.

Deleting Columns
To delete the second column, move the cursor to any cell in the column and right
click the mouse button to get a drop-down menu like this:
Select Delete Cells., which will open the Delete Cells window.
Select the option for Delete entire
column and then click on
.

Deleting Rows
Repeat this method to delete the Martial arts row.
Right mouse click in any cell in this row and select Delete Cells.
This time select the option for Delete entire row and click on

P a g e | 52

Inserting Columns
To insert a new third column, right click the mouse in any cell in the second column
to get the drop-down menu.
Select Insert, and then Insert Columns to the
Right.
Enter the text shown in the
task into the cells.

Inserting Rows

Second
choice
1
2
21
18
2
3
10
5

Repeat this method to insert the new row.

Click the right mouse button in any cell in the Dance workshop row.
Select Insert and then Insert Rows Below.
Enter the text shown in the task into
the cells.

Craft workshop

Merging Cells (Joining cells together)

To merge cells 2 and 3 in the top row,
highlight both of these cells and then
click the right mouse button on one of
the highlighted cells to get the dropdown menu. Select Merge Cells.
Repeat this for the other two cells placed
to the right of the cells that you have just
merged. The completed table should look
like this:
Save the completed document as
Document Production Task M

P a g e | 53

Activity 10
1.

Open the file that you saved in Activity 9.

2.

Delete the top row and second column of the table.

3.

Insert a new row above the row containing the word Format.

4.

Insert the text Columns in cell 2 of this new row.

5.

Insert a new fourth column with this data:

6.

In column 1, merge the cells containing Insert, Delete and Format with the blank cells
below them.

7.

In column 2, merge the cells containing Cells and Gridlines with the blank cells below them.

8.

In column 3, merge the cell containing Alignment with the blank cell below it.

9.

Save the file with the new name of Document Production Activity 10.

Your completed activity should look like this:

P a g e | 54

Horizontal
Vertical

Formatting Tables
Tables can be formatted so that they are aligned left, right or centrally.
Text can be wrapped around the table or not depending on your requirements. All of
these features are found in the table properties.
To access table properties, click the right mouse button in the cell of the table, and
then select Table Properties.

You then select the Table Tab within the Table Properties
window.
The tables alignment can
be selected in the
Alignment section and
text wrapping around the
table can be switched on
or off in the Text
Wrapping section.

Cells can be formatted so that the contents are aligned both horizontally and
vertically within the cell.
Horizontal alignment can be set and changed by highlighting the relevant cells then
selecting the Home tab and use the alignment icons
within that section.

Task N: See next page.

P a g e | 55

Task N
Open the file you saved earlier in Document Production Task M.
Right align all of the cells containing numbers in the second column. Centre align all of the cells in
the top two rows.
Set the background colour of all cells in the top two rows to yellow. Ensure that there is no text
wrapped within the cells of the table.
Vertically align all data to the top of each cell.
Remove the gridlines from any unused cells.
Save the file as Document Production Task N.
How to do it:

Aligning Table Cells

To right align the numbers in the second
column, highlight these cells and then
select the Align Text Right
icon in the Paragraph section
of the Home tab.

Repeat this method to centre align the cells in the top two rows
(choosing the Center icon instead).
Top two rows
Centre Aligned

The table should now

look like this.

Column two Right

Aligned

P a g e | 56

Table Background Colour

Highlight the top two rows with the
mouse and then select the Home tab.

In the Paragraph section click on the drop-down list for the

Shading tool.
Select the Yellow colour from the palette. This will set the
background colour for selected cells.

Text Wrapping
Text wrapping is where text is too long to fit into a cell and is forced onto the next
line.

To remove text wrapping you simply have to resize the widths of the columns so that
they fit the text within them.
To adjust the width of columns, place the cursor over the gridline
between the cells. The cursor will change to look like this:

P a g e | 57

Double click the left mouse button to perfectly resize the column to fit the contents.
Repeat for any other column that needs resizing.
NOTE: Make sure that the completed table does not spill outside of the margins of
the page. This would be penalised in the practical exams.

The table should now look like this:

No Text Wrapping

Vertically Aligning Data

To vertically align all data to the top of each
cell, highlight all of the cells that require this.
Right click the mouse in the table and select
the Cell tab.
Select the option for Top and then
click
.

P a g e | 58

Removing Gridlines
To remove the gridlines from the unused cell in the top corner,
right click the mouse in that cell of the table and choose
Borders and Shading.
This opens the Borders and Shading window. From here select
the Borders tab.
Click the left mouse button on each of
the lines that you wish to remove and
in the Apply to: section select the
option for Cell. Click on
.

NOTE: Dont forget to remove the

yellow background from this cell.

The table should now look like this:

Gridline removed
from unused cell

P a g e | 59

Activity 11
1.

Open the file that you saved in Activity 10.

2.

Right align all the cells in the first column.

3.

Left align all other cells in the table.

4.

Set the background colour of all cells in the first column to light grey.

5.

Ensure that there is no text wrapped within the cells of the table.

6.

Vertically align all data to the middle of each cell.

7.

Remove the gridlines from any unused cells.

8.

Save the file with the new name of Document Production Activity 11.

It should look like this:

Light grey background
All other cells left
aligned

Gridline removed
from unused cells

Vertically aligned to
middle
Text right aligned

P a g e | 60

10.18 Text Alignment

Text can be aligned in four basic ways:

Aligned to left margin (which is called left aligned)

Aligned to centre of page (which is called centre aligned)
Aligned to right margin (which is called right aligned)
Aligned to both margins (which is called fully justified)

Text can be aligned by selecting the text and then using the alignment icons.
The alignment icons are found in the Paragraph section under the Home tab.

Left
aligned

Centre
aligned

Right
aligned

Fully
justified

Activity 12
1.

Open the file TEXT6.RTF.

2.

Place your name in the centre of the header.

3.

Make only the title a 36 point sans serif font that is centre aligned and fits in a single, full
width column (Hint: you need to insert a continuous break).

4.

Move the third paragraph so that it becomes the last paragraph.

5.

Fully justify the body text.

6.

Centre align the second paragraph.

7.

Left align the third paragraph and Right align the fourth paragraph.

8.

Make the first word grew in the story 16 points high. The second grew 20 points and the
third grew 24 points.

9.

Save the file with the new name of Document Production Activity 12.

P a g e | 61

Your story should look like this:

Heading set to correct font and size
and within its own full size column

Right aligned
4th paragraph

Centre aligned
2nd paragraph

Left aligned
3rd paragraph

Third paragraph
moved to end
Resized words
grew

10.19 Line Spacing

Different line spacing can be used to present different page layouts.
The most commonly used line spaces are:

Single line spacing

1.5 line spacing
Double line spacing.

To change the line spacing in a paragraph, select

the Home tab and then find the Line Spacing icon.
Access the drop-down menu then select Line
Spacing Options. This gives you more options
than the standard line spaces in the list.

P a g e | 62

To change the line spaces, select the Line

spacing: drop-down menu. This will
allow you to define an exact number of
lines.
It is often wise to select all text and
adjust the line spacing together.
NOTE: It is important that you check
that line spacing is consistent
throughout your documents. You will be
penalised marks for inconsistencies in
your exams.
At: options allow you to further select
from more line spaces.
The Preview window shows you what effect your selections will have on the lines of
text within your document.

Activity 13
1.

Open the file you saved in Activity 12.

2.

Make the first paragraph single line spacing.

3.

Make the second paragraph 1.5 line spacing.

4.

Make the third paragraph double line spacing.

5.

Do not change the line spacing of the rest of the document.

6.

Set the heading spacing to 12 spaces before and 24 spaces after the paragraph.

7.

Save the file with the new name of Document Production Activity 13.

P a g e | 63

12 spaces before and

24 spaces after

Your story should now look like this:

Single line
spacing

1.5 line
spacing

Double line
spacing

10.20 Formatting Paragraphs (and Hanging Paragraphs)

Paragraphs can be formatted with different settings for the first line of a paragraph
compared to other lines in the paragraph.
These settings are all changed on the ruler which looks like this:

On the left side of the ruler are two settings for the left margin.

The top triangle adjusts the first line of the paragraph.

The bottom triangle aligns the rest of the paragraph.
The rectangle adjusts the whole paragraph.

P a g e | 64

Task O
Open the file TEXT7.RTF (from the section 10 files folder).
Place your name on the left in the header.
Set the first line of the first paragraph as indented text, indented by 2.5 centimetres.
Indent the whole of the second paragraph by 2.5 centimetres.
Set the fourth and fifth paragraphs as hanging paragraphs with a 2.5 centimetre tab.
In the fifth paragraph make the text Good Use a sub-heading.
Save the file as Document Production Task O.

How to do it:

Open the file and place your name in the header.

Indenting first line of first paragraph
Click the left mouse button in the first paragraph and drag the top triangle in the
ruler to the right by 2.5 centimetres like this:

Indenting second paragraph

To indent the whole of the second paragraph, click in that paragraph and the drag the
small rectangle across to the right by 2.5 centimetres like this:

Creating the Hanging Paragraph

Highlight the fourth and fifth paragraphs and drag the bottom triangle to the right by
2.5 centimetres like this:

P a g e | 65

NOTE: Hanging paragraphs are where the first line of a paragraph are aligned to the
left margin and all other lines are left hanging. For example:

Creating the Sub-Heading

To make the text Good Use a sub-heading, remove the full stop and space at the
end of it and replace it with the <Tab> key.

Activity 14
1.

Open the file you saved in Activity 7.

2.

Add the text History item 1 as a new line to the start of the document.

3.

Format this text in the same style as the rest of the page.

4.

Change the title Weather update to February 2011.

5.

Set all of the text on the first page to be spaced 5 lines apart and all other text in the
document to be single line spacing with no spacing before each paragraph and 24 point
spacing after each paragraph.

6.

Indent the first line of each paragraph on the second page by 5 millimetres.

7.

Save the file with the new name of Document Production Activity 14.

Example over the page:

P a g e | 66

10.21 Correcting Errors

You will need to spell check all word-processed documents before submitting them
for assessment.
To do this, select the Review tab and in the Proofing section click on the
Spelling and Grammar icon.
The spelling and grammar check will start automatically.
Use the Spelling and Grammar tool to find any errors that you may have made and
then use the Change option to
correct them. Word gives you
suggestions which help you to quickly
select the correct spellings.
You can also choose the Change All
option to automatically correct all
errors of the same type.
The Ignore options give you the ability to skip words that have been flagged up as
incorrect but you actually want to keep.
(like in the example where I want to use the word .csv)

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NOTE: It is very important that you also read through all of your work to make sure
it is 100 percent correct.
You will lose marks in the exam if you have spelling mistakes or errors in line
spacing etc.
Make sure that bulleted or numbered lists, tables, graphs etc are not split
over two pages.
You should also make sure that you have no blank pages or widows and
orphans.

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