ICT IGCSE Practical Revision - Word Processing.pdf

ICT IGCSE Practical – Revision Presentation
Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
• Page Layout
• Header & Footer
• Font Styles
• Image wrapping
• List Styles
• Indentation & Spacing
• Find & Replace
• Create/Format Table
• Common Mistakes
• Orphan & Widows
• Completed Example
• Mail Merge

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Top Margin
Bottom Margin
Left
Margin
Right
Margin
Click on the Page Layout tab to
make changes to the page (Size,
Orientation and margins).
Page Layout (Size & Orientation)

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Page Layout (Margins)
Margins
1. Click on Page layout
2. Click on Margins
3. Click on Custom
Margins
Enter the margins in
CM.
The top, bottom, left
and right may have
different margins.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
1) Select the
amount of
columns.
2) Set the spacing.
You may need to
write 1cm.
Columns
1. Highlight the text
2. Click on Page layout
3. Click on More
Columns
4. Select the settings
for your columns
Columns after this point
Page Layout (Columns)
TIP:
Always double check
where the columns are
meant to start from.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
When inserting a header or footer make sure you select the Blank (Three Columns)
option.
Header & Footer
Left
aligned
Right
aligned
Centre
aligned

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
To insert a File name
click on Design >>
Quick Parts >> Field
Click on here the add the path to the file name.
Header & Footer
To insert a Page Number click on Design >> Page
Number >> Current Position

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
San-Serif: Arial
Serif: Times New
Roman
Font styles can be placed in two categories (San-Serif and Serif). San-Serif fonts have
straight edges whereas Serif fonts have little ticks at the edges of each letter.
Font Styles

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Font Styles (Exam House Style Example)
The alignment for the first style will be
different as specific alignment will be
asked for in Question 4. So you can just
set is as left align as a default value.
Exam
Question

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
To create text styles click
on Home >> Tab under
Change Styles
Click new Style
Font Styles (Creating a House Style)

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Existing Styles can
also be modified
e.g. Title
Line Spacing
Alignment
Text
Formatting
Font Styles (Modifying Style)
Style Name

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Alignment
Left Alignment
Centre Alignment
Right Alignment
Justified
Line spacing changes the space between lines or paragraphs.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Line Spacing
Single
Line
Spacing
1.5
Line
Spacing
Double
Line
Spacing
Spacing
between the
lines
increases
Line spacing changes the space between lines or paragraphs.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
To add
spacing click
on Format >>
Paragraph
Edit After to add spacing after
a text style.
Tip: Refer to current font size
or style sheet (house style)
Spacing (Before & After)

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Select Line Spacing
Justify
Left, Centre & Right
Wrapping Text around an image
1. Select the image and then click on Format
2. Wrap Text
3. Select Tight
Formatting Options
Image Wrapping
Additional formatting can also be applied to text by
highlighting the text and click on the relevant icon.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
To apply a list style you need to
highlight the text ad then select the
relevant style icon. You can click on
the arrow for further options.
List Styles
Bulleted List Numbered List

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Before with
Space
Space
Removed
Remove Spacing
Highlight Text
1. Click on Line Spacing
Icon.
2. Click on Remove Space
After Paragraph.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Indentation

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Find Tool: Find
Specific text in your
document. This tool is
useful in exams as
sometimes you are
asked to insert items
(tables, images etc.)
at certain points.
Find and Replace: Will find
specific text and will replace
it with the text you require
in the entire document.
Find
Replace
Find & Replace Tool

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Inserting Table
1. Click on Table >> insert table
2. Select the number of rows and columns
Merging Rows
1. Highlight the row >> right click
mouse >> select merge cells
Applying Borders
1. Highlight the
table and apply
the appropriate
border settings.
You can also
change the
weight of the
border.
Applying Shading
1. Highlight the
row that needs
to be shaded.
Select the
colour making
sure you have
selected the
correct
percentage.
Create a Table

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Formatting Table
1. Top row merged (Highlight row >>
Right Click >> Merge Cells)
2. Text has been centre aligned.
3. Top row selected and
grey shading selected
from the fill bucket.
4. Text has been
highlighted and
formatted.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Formatting Table (Insert and Deleting Rows)
1. Highlight the row you would like to
insert the row from (Above/Below)
2. Right Click >> Insert >> Insert Above
1
2
3
New row
created
Row
deleted
1
2
3
1. Highlight the row you would like to
delete.
2. Right Click >> Delete>> Delete
Rows

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Formatting Table (Inserting & Merging Columns)
1. Click on the first column
2. Right Click >> Insert >> Insert Columns
to the left (or right)
3. Highlight the newly created column
4. Right Click >> Merge Cells
1
2 Merged Cells
3
4

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Formatting Table (Outside Border)
External Border (outside)
1) Highlight the table and
click on the border icon.
2) Remove the border
(including internal
border).
3) Then select the outside
border option.
Outside Border
1
2
3

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Formatting Table (Editing Border Widths)
Borders have
been applied
Design >> Border Painter
Border Painter can be used to customize the
border (internal and external) on a table. The
weight of the border can also be specifically set.
Border
Painter

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Formatting Table (Text Direction & Alignment)
Layout >> Text Direction
The text direction can be set using
the Text Direction Icon. Text
alignment can also be set.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Numbers not
right aligned
Inside border
is displayed
Text is wrapped
Row not
deleted
Top row not
formatted
Table style
not applied
Corrections have been made.
Common Mistakes (Table)

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Common Mistakes
Table split over two
columns
Table now appears in
one column

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Common Mistakes
List split over two
columns
Complete list now
appears in one
column

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Common Mistakes
Inconsistent spacing
between Items
Inconsistent text
styles applied
Inconsistent spacing
between Items

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Orphan
If a word or subtitle (Orphan) is
left then you must insert a break
at the start of the column.
In this case it will be Column
break so the subtitle can be
added to the second column. The
break will be added just before
the Widow.
You can also press enter to move
the title to the next column.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Widow
If the end of a paragraph is left (line
and a half) on a new page then you
need to insert a page break.
The page break will be inserted at the
beginning of the paragraph.
This will mean the new paragraph will
start on the new page.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Completed Example
Title and Sub Title Header
Footer Inserted Image
Indented
Bullets
Table
Subheading
Imported Extract
from Access
Correct styles applied
Two columns applied
after first paragraph
Spacing between all
items is consistent
Tables/images correctly
formatted and placed
with margins
Tables/Lists do not
overlap over two
columns
There are no widows or
orphans

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
A mail merge document is designed to be sent to many people. The Mail
Merge consists of two components:
• Master Document
• Source file containing the data (Spreadsheet or Database)
• Data from the source file (names and addresses) is combined with the
Master document so that key fields do not need to be typed one by one.
• This will save time and reduce the chance of errors in the document.
Source Data
Master Document Merged

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
1. Start the Mail Merge Wizard
• For a mail merge you need a master Word Document
• Data Source : Which will contain the recipient data
• Excel (Workbook/CSV)
• Access (Table/Query)
1) Open the Master
Document
2) Click Mailings
>> Start Mail Merge
>> Step by Step Mail
Merge Wizard

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
2. Mail Merge Wizard
The mail merge wizard will
start.
Click on Next.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
3. Browse for Source File
1) Use the current document and click next
2) Browse and select the recipient data
source

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
4. Recipient Data
The recipient data source is
shown.
Double check if the data
source is correct before
clicking on Ok.
If a record is not required then
you can untick the option.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
5. Insert Merged Fields
Click on Next to Write
your letter
Then Insert the Merged
Fields in the appropriate
place
Fields will show as:
<<field>>
This is know as the master document.
You may have to evidence this.
You can edit the recipients – deselect
recipients which are not required.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
6. Preview Merged Data
You can then preview all of the merged letters by clicking on the
backward or forward buttons at the top of the page.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Linking to a Database Query
Sometimes you may have filter
(query) data from a data source.
1) Import CSV into a database
application and run the
required query.
2) Save the query
3) Merge the query to your master
document

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Example of a Master Document
The master document will show the merged
fields. You will either have to print or print
screen the master document.

Word Processing
Chapter
17:
Document
Production
WWW.YAHMAD.CO.UK
Example of Merged Data
Preview
Merged
Data
Back & Forward
Merged Records
Print
Merged
Documents
Mail merge selection method

ICT IGCSE Practical Revision - Word Processing.pdf

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ICT IGCSE Practical Revision - Word Processing.pdf