ECDL Extra Level 2

Word Processing Unit Workbook

NAME:

FORM:

ECDL Extra - LEVEL 2 QUALIFICATION.

You will be doing the following units whilst you are in

Years 12 and 13 at Stony Dean. The units are;
Improving Productivity Using ICT
Word Processing
Presentation Software
Spreadsheet Software

This is a qualification that is delivered through the

BCS - The British Computer Society.
The BCS has been offering the highly successful ECDL
qualification in the UK for over ten years. In this time
almost two million people have undertaken the
qualification.

About This Training Manual

This material is yours to keep and is intended as a guide to be used during the training course and as a
reference once the course is completed. Each section begins with a list of topics to be explored. The
courseware is designed so that each topic is fully explained and stepby-step instructions are given.
There are a number of conventions used in this training manual:
Format

Description

BOLD ITALICS

This is indicates a command to follow e.g. an option or button to press

[ ]

Keys to press are shown in square brackets e.g. [space]

This marks the start of a method for performing a specific task

NOTE:

This marks additional information or points out a common pitfall

[CTRL] + [Page Up]

This means the first key is used in conjunction with the second

SKILL SET SELF ASSESSMENT.

Use this list to check your understanding of the topic.

3.1 Using the Application

3.1.1 Working with documents
3.1.1.1

Open, close a word processing application. Open, close documents.

3.1.1.2

Create a new document based on default template, other available

template like: memo, fax, and agenda.
Save a document to a location on a drive. Save a document under
another name to a location on a drive.
Save a document as another file type like: text file, Rich Text Format,
template, software specific file extension, version number.
Switch between open documents.

3.1.1.3
3.1.1.4
3.1.1.5

3.1.2 Enhancing Productivity

3.1.2.1
3.1.2.2
3.1.2.3

Set basic options/preferences in the application: user name, default

folder to open, save documents.
Use available Help functions.
Use magnification/zoom tools.

3.1.2.4

Display, hide built-in toolbars. Restore, minimize the ribbon.

3.2 Document Creation

3.2.1 Enter Text
3.2.1.1
3.2.1.2

Switch between page view modes.

Enter text into a document.

3.2.1.3

Insert symbols or special characters like: , , .

3.2.2 Select, Edit

3.2.2.1
3.2.2.2
3.2.2.3

Display, hide non-printing formatting marks like: spaces, paragraph

marks, manual line break marks, tab characters.
Select character, word, line, sentence, paragraph, entire body text.

3.2.2.4

Edit content by entering, removing characters, words within existing

text, by over-typing to replace existing text.
Use a simple search command for a specific word, phrase.

3.2.2.5

Use a simple replace command for a specific word, phrase.

3.2.2.6
3.2.2.7

Copy, move text within a document, between open documents.

Delete text.

3.2.2.8

Use the undo, redo command.

3.3 Formatting
3.3.1 Text
3.3.1.1

Change text formatting: font sizes, font types.

3.3.1.2

Apply text formatting: bold, italic, underline.

3.3.1.3
3.3.1.4

Apply text formatting: subscript, superscript.

Apply different colours to text.

3.3.1.5
3.3.1.6

Apply case changes to text.

Apply automatic hyphenation.

3.3.2 Paragraphs
3.3.2.1

Create, merge paragraph(s).

3.3.2.2

Insert, remove soft carriage return (line break).

3.3.2.3
3.3.2.4

Recognize good practice in aligning text: use align, indent,

tab tools rather than inserting spaces.
Align text left, centre, right, justified.

3.3.2.5

Indent paragraphs: left, right, first line.

3.3.2.6
3.3.2.7

Set, remove and use tabs: left, centre, right, decimal.

Recognize good practice in paragraph spacing: apply
spacing between paragraphs rather than use the Return
key.
Apply spacing above, below paragraphs. Apply single, 1.5
lines, double line spacing within paragraphs.
Add; remove bullets, numbers in a single level list. Switch
between different standard bullet, number styles in a single
level list.
Add a box border and shading/background colour to a
paragraph.

3.3.2.8
3.3.2.9

3.3.2.10

3.3.3 Styles
3.3.3.1
3.3.3.2
3.3.3.3

Apply an existing character style to selected text.

Apply an existing paragraph style to one or more
paragraphs.
Use copy format tool.

3.4 Objects
3.4.1 Table Creation
3.4.1.1

Create a table ready for data insertion.

3.4.1.2

Insert, edit data in a table.

3.4.1.3

Select rows, columns, cells, entire table.

3.4.2 Table Formatting

3.4.2.1
3.4.2.2

Modify column width, row height.

Modify cell border line style, width, colour.

3.4.2.3

Add shading/background colour to cells.

3.4.3 Graphical Objects

3.4.3.1
3.4.3.2
3.4.3.3
3.4.3.4

Insert an object (picture, image, chart, drawn object) to a

specified location in a document.
Select an object.
Copy, move an object within a document, between open
documents.
Resize, delete an object.

3.5 Objects
3.5.1 Preparation
3.5.1.1
3.5.1.2
3.5.1.3

Open; prepare a document, as a main document for a mail

merge.
Select a mailing list, other data file, for use in a mail
merge.
Insert data fields in a mail merge main document (letter,
address labels).

3.5.2 Outputs
3.5.2.1
3.5.2.2

Merge a mailing list with a letter, label document as a new

file or printed output.
Print mail merge outputs: letters, labels.

3.6 Prepare Outputs

3.6.1 Set-Up
3.6.1.1
3.6.1.2
3.6.1.3
3.6.1.4
3.6.1.5
3.6.1.6
3.6.1.7

Change document orientation: portrait, landscape. Change

paper size.
Change margins of entire document, top, bottom, left,
right.
Recognize good practice in adding new pages: insert a
page break rather than using the Return key.
Insert, delete a page break in a document.
Add; edit text in headers, footers.
Add fields in headers, footers: date, page number
information, file name.
Apply automatic page numbering to a document.

3.6.2 Check and Print

3.6.2.1
3.6.2.2
3.6.2.3
3.6.2.4

Spell check a document and make changes like:

correcting spelling errors, deleting repeated words.
Add words to a built-in custom dictionary using a spell
checker.
Preview a document.
Print a document from an installed printer using output
options like: entire document, specific pages, number of
copies.

TARGETS
Use this section to identify any areas of weakness and monitor progress.

DATE

TARGET

DATE ACHIEVED

TASK 1
You work as the administrator for a garden centre. The manager is away at a
conference and has left you with some urgent work to do.
He has provided you with some files. One of these is an information sheet
providing instructions about watering plants.
You will need to make changes to the information sheet, apply various formatting
actions to it and then carry out a mail merge operation.

Task
Open Microsoft Word
Open the file called information sheet.docx from youre the
Common Drive; O://Pupil Read Only/ECDL/Word Processing
Test/Documents
Save this file to your My Documents in a folder called Word
Processing in an ECDL folder using the new filename
springgarden.docx.
Select ALL the text in the document.
Change the font to Arial.
Find the title text gardening for amateurs.
Format this text to uppercase.
Format this text by underlining it.
In the header of the document insert a centre aligned field
displaying todays date.
On page 1 find the text from This is a new gardening fact
sheet to the spring and summer months. Justify this text.
Continue using the text beginning This is a new gardening
fact sheet. Edit the text every month to read every week.
Change the spacing to 6 pt space after (below) each
paragraph. Save your document keeping the same filename
spring garden.docx.
On page 1 find the paragraph beginning Over recent weeks
due. Create a new paragraph at the sentence beginning June
is a terrific month.
Find the text Gardening tips for Spring on page 1.
Apply the paragraph style italred to this text.
Find the list of text from Bed in new to the spring and
summer months on page 1. Apply automatic numbering to
this list.
Delete the page break between pages 1 and 2 of the
document.

Achieved Task ()

Find the text Special Offers This Week.

Immediately below this text, create a new table.
Ensure the table has two columns and four rows.
Resize the first column to be exactly 5 cm wide.
Complete the table with the following information:
Plant
Price
Crocus
2.99
Pansy
4.99
Lily
3.50
Add a 3 point border to ALL cells in the table.
Find the text Gardening tips for Spring. Copy the formatting
of this text and apply it to the first row of the table containing
the headings Plant, Price .
Right align ALL the text in the second column.
Change the top and bottom margins of the document to 2.5
cm.
Save your document keeping the same filename spring
garden.docx.
Check the document for spelling mistakes using the most
suitable tool from the application. Make corrections where
needed.
You can safely ignore proper names. Save and close your
document keeping the same filename spring garden.docx.

Print off your work and place it in your folder as evidence.

Now fill in the following table. Describe what task each of the following do and
are used for.

Use

Examples
Business Card
Birthday Cards
Letters
CVs

Templates

A template is a
document that has
pre-populated
information on it.

Version
Number

The most up-toMicrosoft

date piece of
Office 2010,
software available 2007, 2003,
2000, 97, 95.

Back-Up

Saving a document Memory Stick

or files to a
CD
different drive
Hard Disk
Drive

File Type

A file format is a
particular way that
information is encoded
for storage in a computer
file.

.txt
.mp3
.avi

TASK 2
Document creation & formatting - part 1
The Wilsonsville committee have written their annual report on the plans for the
town.
Wilsonsville is a town of approx12,00 people situated in the very pleasant and
rural environment of Surrey. It has grown and develoxed into a thriving
"dormitory" town ove the last decade. There have been new plans to build a
large supermarket on the car park near the leisure centre and a number of
the local businesses are opposed to this especially the mini supermarket
owned by Mr Shah. Please can you let your views be known to the committee
by the close of business on the 22 of October you can use a number of
methods for this. Email Mr Jones on SJ on btopenworld.com , phone 01737
879778 or send a letter to him 74 Village green, Wilsonsville, surrey, WV1 7ZZ.
Another important issue raise this year is that the library is not being
used enough and we re looking to invest in a number of new technologies for
the inhabitants to use. This will cost 25000 and we propose a number of
charity events for this. There is also a meeting on the 5 november to discuss the
outcome of these proposals.

As you can see this is a not a well formatted document. Below are a list of
tasks that you must carry out to improve the quality of this document.

Task
Open Microsoft Word
Save the file via Save As in an appropriate location located in
your My Documents
Type the text that is located above this table into Microsoft
Word.
Turn on the paragraph and space indicator.
Add symbols where you think is appropriate.
Add bullet points where you think is necessary.
The date for the review meeting has been changed to the 6th
November - carry out a find to replace this date.
Give the report a title and make it bold and change it to size 14.
The document needs to be in Tahoma - change the font type.

Achieved Task ()

Change the colour of the dates in your document to purple.

Make the document 1.5 line spacing.

Now fill in the following table. Describe what task each of the following do and
are used for.

Feature

Automatic - hyphenation

Merge Paragraphs

Subscript

Superscript

Line Break

Alignment

Indent

Where to Find It?

What is does?

Task 3
The Sure fit Leisure Centre needs to keep a list of its members and some
details on them. The following data needs to be held on each member:

Title i.e. Mr, Mrs, Miss, Dr or other

First name
Surname
Address
Postcode
Date of joining.

1. Insert your table

2. Make the first row a header row and shade to a pale colour. Add the
Column headings.
3. Fill in details of 5 members.

Task 4
The Church hall is booked out on a regular basis.
1. Produce the following tale.

Date
06/07/2009
07/07/2009
08/07/2009
09/07/2009
10/07/2009
11/07/2009
12/07/2009
13/07/2009
14/07/2009
15/07/2009

Day
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Monday
Tuesday
Wednesday

16/07/2009
17/07/2009
18/07/2009
19/07/2009

Thursday
Friday
Saturday
Sunday

Morning
Afternoon
Playgroup
Free
Playgroup
Bridge Club
Pensioners Lunch Club
Playgroup
Badminton
Free
Ladies club
Wedding Reception
Coffee
Free
Playgroup
Free
Playgroup
Free
Pensioners
Keep Fit
Lunch Club
Playgroup
Badminton
Free
Free
Free
Free
Coffee
Free

Eve
Guides
Cubs
Keep Fit
Scouts
Free
Book Club
Guides
Cubs

Free
Free
Free

2. Add or copy and replicate another 2 weeks for this table. Remember all the
items that are shaded take place EVERY WEEK.
3. There have been 2 extra bookings. Please add to the table

On Friday the 17/07/2009 the bingo club want to book the hall.
On Sunday the 19/07/2009 afternoon for a jumble sale.

4. The Church also wants to know which cleaner is supposed to be

cleaning the hall each day. Add an extra column to the table called
cleaner.
5. The hall is being decorated for 3 days - block out the table for this.
21/07/2009 -23/07/2009
6. A birthday party has been booked for the 2 consecutive sessions on
Friday 31st July.
You need to merge the two cells and add this booking.

Remind yourself of what the following terms do - fill in the definitions table
below:

Term
Row

Column

Border

Merge

Edit

Definition

Task 5
Two of the residents Jilly Webster and Michael Taylor are getting married at St Like's
Church on the Sunday the 25th July 2009 between 10:00am - 12.00 noon. Jilly
would like there to be a picture of a dove and some roses on the invitation.
You must create a wedding invitation using MS word. Think about the
following:

Size of invitation
Include a picture of a dove and roses.
The images required and resizing them.
Including all the appropriate detail.

You may commence with this task!

Remind yourself of what the following terms do - fill in the definitions table
below:

Term
Mail Merge

Data Source

Merged Field

Standard
Template

Definition

Task 6
Sure fit leisure centre want to send a letter out to all their members letting them know of a
new promotion that will give them 10% off their membership next year if they sign up
today. In task 3 you produced a table listing 5 members of the club.
Select mail merge from tools
Create a standard template letter for the club to send out
Select your data source as the table you have already created.
Include the field from your data source in the appropriate positions in
your letter.
Run the mail merge.

Print off an example of your work to place in

your folder.

Remind yourself of what the following terms do - fill in the definitions table
below:

Term
Orientation

Margin

Page Break

Header and
Footer

Print

Definition

Creating a Word Document

1.

Create the following letter.

2.

Save the document using Marsh as the file name

Mr. G Marsh
Sales Manager
10 Bridge Street
London SW9
(Insert todays date)

Dear Mr. Marsh,

Thank you for your recent letter. I have put together a document explaining the difference between
the Internet and Intranet, in order to prepare your staff for their training course in two weeks. Please
distribute this as appropriate.
Yours Sincerely

Mr. P Black
IT Consultant

Editing a Word Document

1.

Make the following adjustments to the document named Marsh and resave it using JKL Systems
as the file name.

Mr. G Marsh
Sales Manager
JKL Systems
10 Bridge Street
London SW9
(Insert todays date)

Dear Greg,
Thank you for your Letter dated 22nd January. I have put together a document explaining the
difference between the Internet and Intranet, in order to prepare your staff for their seminar next
month. Please distribute this as appropriate.
If you need any further assistance in this matter, please do not hesitate to contact me.
Yours Sincerely

Paul Black
IT Consultant

Text Formatting
1.

Open the Working with the Internet/Intranet Document

2.

Apply formats as shown.

3.

Save the document and then close it.

Working with the Internet/Intranet

Internet and Intranet are common terms in todays IT world, but many people are
still unclear of the difference between the two.
Internet
The Internet is simply a public access Wide Area Network, linking several million
computers around the world. The internet, or Information Superhighway, is the
backbone which links together a huge range of information resources such as news
services, corporate catalogues, bulletin boards and library archives that can be
delivered directly to the users desktop.
Intranet
If we think of the Internet as an open public service, an Intranet is an organisations
private version of it, i.e. information contained in a hypermedia-based format, but
only available to people within the organisation rather than millions of users around
the world.
By using a browser a user can search through the contents of the companys
Intranet. This means that information becomes on-line, making it easier to
distribute, update and obtain, and replaces the need to distribute large amounts of
paper.

Text & Paragraph Formatting

1. Open Microsoft Word
2. Format the document to like the document below
3. Save the File

The Romans
I. A snapshot of Roman life at the fort of Vindolanda on Hadrian's Wall.
II. What did the Romans ever do for us?
III. The galleries: images of Hadrian's Wall and Roman mosaics.
IV. Life in Roman Britain for women.
V. The Roman soldiers' experience of Britain as revealed through their career paths.
VI. After the Romans - what filled the void?

W h a t

d i d

t h e

R o m a n s

d o

f o r

Military Might
When the Roman army invaded Britain in force in the spring of AD 43,
they brought with them technology that must have astonished the native
Celts. To begin with the Roman weapons were far better - they had good
swords, spears, and several machines to throw missiles.
The manuballista was a hand-cranked catapult that could hurl a bolt with
an iron tip. This bolt whistled through the air at some 50 metres per
second, and carried a terrifying punch; it would go through armour, and
cause instant death.
The onager (named after a wild ass) hurled great rocks, which could
demolish wooden buildings.
The Roman armour was also superior; they had both chain mail, which
might have been worn by the auxiliaries, though no one is quite sure, and
also heavy armour made of overlapping iron plates that would stop
anything short of a ballista bolt.
I watched a ballista being fired and was impressed by the sheer power
and accuracy. I can well imagine the defending Celts surrendering quickly
after seeing the force and accuracy of the Roman artillery.

u s ?

Roads & Surveying

In order to move the army quickly across the country, the Romans built
tremendous roads. I had always been told that Roman roads are straight,
but I really had this rubbed in on the A68 north of Corbridge, where the
road goes in a dead straight line for miles over the rolling hills. In fact it's
rather dangerous for driving; because it is so straight you are tempted to
drive fast. Nothing in the Roman world did more than say 20 m.p.h. (a
galloping horse) and they built their roads up and down steep hills sometimes as much as 1 in 6.
The result is that not only are there some fierce hills to climb, but often
there are blind summits, where you can't see oncoming traffic even 50
yards away. So if you drive too fast and try to overtake you are liable to
meet someone else coming the other way.
Building roads in a straight line is not difficult - you merely have to plant
two canes in the ground, walk ahead and plant a third in line with the first
two, and so on. Sighting along canes gives good straight lines for miles.
However, what really impressed me was how they managed to set off in
the right direction. For example, when the Romans wanted to build a road
from London to Chichester, they knew exactly where to head for, even
though the distance is 65 miles, there are several hills in the way and they
had neither maps nor compasses.
Food and baths
However, Roman technology was not entirely concerned with military
action. The Romans brought with them a whole way of life that in due
course the Britons adopted with enthusiasm.
Celtic cooking had probably been a one-pot affair, such as a mess of
potage to be shared by the household, but the Romans introduced the
three-course meal.
They cooked meat, fish and eggs and brought with them apples, pears,
apricots, turnips, carrots, coriander and asparagus. They brought recipes
too - I can strongly recommend the kidneys stuffed with herbs and the
fishy custard.
There are still the remains of the flushing lavatories that the Roman
soldiers used at Housesteads on Hadrian's Wall, and at Bath you can still
see a lead pipe that seems to have carried water under pressure to a sort
of whirlpool bath. The word plumbing comes from the Latin word
plumbum, meaning lead.
The Romans were keen on bathing, but I discovered that most of the
business of bathing was for pleasure and recreation, rather than for
keeping clean. To clean off the dirt they went through a hot room in the
baths, like a sauna or a Turkish bath, and then rubbed oil on their skin,
and scraped off the mucky mixture of oil, sweat, and dirt, using a curved
metal scraper called a strigil. I tried this out and found it remarkably
effective, although I don't quite know how they managed to clean their
backs - I think I would rather have a slave do it. Apparently Roman ladies
used to collect the sweaty gloop from athletes and gladiators and use it in
a face pack - but no one offered to try mine!

Setting Tabs
1.

Create the following tabs. (use the measurements you think necessary)

2.

Save the document using Tabs as the file name

Name

Department

Position

M Briggs

Sales

Manager

F Brown

Legal

Assistant

R Graham

Administration

Manager

K McDonald

Accounts

Manager

L Smith

Sales

Assistant

Number

Item

Price

Swivel Chairs

145.89

Desks

356.00

56

Pens

0.60

20

Floppy Disks

1.50

Creating Tables
1.

In a new document, create the tables shown below

2.

Add the borders and shading as shown

3.

Save the document using Tables as the filename and close it

Course Title
Overview of the internet
Using the Internet
Using the Internet

Level
Introduction
Intermediate
Advanced

No. of Days
1
3
2

Price
135.00
350.00
245.00

Code
IN1
IN2
IN3

COURSE BOOKING FORM

Surname

Initials

Department

Course
Code

Course Date

Briggs

Sales

IN1

4th June

Brown

Legal

IN2

18th June

Graham

Administration

IN1

4th June

McDonald

Accounts

IN1

4th June

Peters

Administration

IN2

18th June

Smith

Sales

IN2

18th June

Word Keyboard Shortcuts

Character Formats

Moving around the Document

Description

Shortcut keys

Description

Shortcut Keys

Bold

[Ctrl] + [B]

Left one character

[]

Italic

[Ctrl] + [I]

Right one character

[]

Underline

[Ctrl] + [U]

Down one line

[]

Underline words only

[Ctrl] + [Shift] +[W]

Up one line

[]

Double underline

[Ctrl] + [Shift] + [D]

Left one word

[Ctrl] + []

Change font

[Ctrl] + [Shift] + [F]

Right one word

[Ctrl] + []

Change font size

[Ctrl] + [Shift] + [P]

Down one paragraph

[Ctrl] + []

Increase font size by 1pt

[Ctrl] + ]

Up one paragraph

[Ctrl] + []

Decrease font size by 1pt

[Ctrl] + [

Beginning of line

[Home]

Display font dialogue box

[Ctrl] + [D]

End of line

[End]

Change Case

[Ctrl] + [F3]

Beginning of document

[Ctrl] + [Home]

Subscript

[Ctrl] + [=]

End of document

[Ctrl] + [End]

Superscript

[Ctrl] + [Shift] + [=]

Top of screen

[page up]

Bottom of screen

[page down]

Previous page

[ctrl] + [page up]

Next page
Editing a Document

[ctrl] + [page down]

Paragraph Formats

Description

Shortcut keys

Description

Shortcut Key

Delete text right of insertion point

[Delete]

Left align text

[Ctrl] + [I]

Delete text left of insertion point

[Backspace]

Right align text

[Ctrl] + [R]

Cut Text

[Ctrl] + [X]

Centre text

[Ctrl] + [E]

Copy Text

[Ctrl + [C]

Justify text

[Ctrl] + [J]

Paste Text

[Ctrl] + [V]

Indent text from left

[Ctrl] + [M]

Spell Check

[F7]

Single line spacing

[Ctrl] + [1]

Thesaurus

[Shift] + [F7]

Double line spacing

[Ctrl] + [2]

Undo last action

[Ctrl] + [Z]

One and a Half Line Spacing

[Ctrl] + [5]

Print document

[Ctrl] + [P]