Word Processing

Demonstration
Some of the slides in this demonstration have
blue un-numbered text.
This text comes from the example exam which I
have used for this demonstration.
Unless I have stated otherwise the following
slides demonstrate how to carry out the
instructions in blue.
Some blue instructions are similar to skills
previously demonstrated so you may be asked
complete them independently.
Using a suitable software package,
load the file SPEC2.RTF
1. Save Target as the file
SPEC2.RTF into a new
folder.
 e.g. My Documents / ICT
/ Word Processing Demo

2. Launch Microsoft Word.

3. Click the File menu and
click the Open option.
4. Navigate to the folder
you created in step 1
above.
5. Click the file SPEC2.RTF
and click open.
6. Click the File menu and
click the Save As option.
7. Click the Files of type
drop down Menu, move
to the top of the list and
click Word Document.
8. Click Save
9. Click the View
menu and the Zoom
option.

10. Click Whole page.

11. Click OK.

Set the page size to A4.
Set the page orientation to
landscape.
Set the top and bottom margins to
3 centimetres and the left and right
margins to 2 centimetres.
12. Click the Tools
menu and Options.
13. Click the General
tab and make sure
Measurement units
are Centimetres.
14. Click the File menu and Page Setup.
15. Choose Landscape and set margins
as shown in the Margins tab.
16. Choose A4 in the Paper tab.
Place your name left aligned, your
centre number centre aligned and
your candidate number right
aligned in the header. Place an
automated page number
right aligned in the footer.

Ensure that all the alignments

match the page size.
17. Type your name on the left.
18. Press the Tab key, type the centre number
and drag the centre to around 12 on the
ruler.
19. Press the Tab key, type your candidate
number and drag the right tab to the right.
20. Click Switch Between Header and Footer
icon the Header and Footer toolbar.
21. Click the right align icon in the
Formatting toolbar.
22. Click the Insert menu and
then the Page Numbers
option.
23. Check the alignment and click
OK.
24. Close the Header and Footer.
Format the entire document into
three equally spaced columns,
with a 4 millimetre gap between
the columns.
25. Click the Format menu
and the Columns
option.

26. Click Three in the

Presets section, type
0.4 cm (or 4 mm) in the
Spacing box and click
OK.
Set the text to a serif font.
27. Press Ctrl + A.
28. Change the font to Times New Roman.
Set the text to 1.5 line spacing.
29. Press Ctrl + A to select all
the text.
30. Click the Format menu
and the Paragraph option.
31. Click the Line spacing drop
down menu and click 1.5
Lines
Make the text fully justified.
Set the text size to 10 point.
32.Select all the text by
pressing Ctrl + A.
33.Select 10 from the font
size menu.
34.Click Justify.
The 1st page should now look like:
Insert a page break before the
first paragraph.
35. Click before the first
paragraph to place the
cursor there.
36. Click the Insert menu
and click the Break
option.
37. Click Next Page and
click OK.
Format ONLY the first page of the
document as a single column.
38. Move up to the
page you just
created and click
into the 1st line.

39. Change this to

one column.

Note
Make this first page a title page by adding the
heading Rootrainer Trees.

Make the heading centre aligned.

Set the text size of the heading to 72 point.

Make the heading underlined.

You can do this independently but note:

 Click to get a cursor before typing.
 Keep pressing return until you are in the centre (vertically) of the
page.
 The heading will have one word on the left and one word on the
right of the page until you centre align it (this is because justify,
which you choose earlier, forces each line to be the same length.
The title page should now look like:
You can complete the following slide
independently.
Add the subheading Plans for the future
below the heading.

Set the text used for the heading and subheading

to the same sans-serif font.

Set the text size of the subheading to 24 point.

Make the subheading italic and ensure that it is not

underlined.

Make the subheading centre aligned.

The title page should now look like:
Move the last paragraph that starts Expansion
plans for… so that it becomes the second
paragraph.
40. Select the last
paragraph, right click
and click Cut.

41. Move to after the first

paragraph, right click
and click Paste.

42. Press return either

before or after
depending on where
you pasted to make the
spacing between
paragraphs the same
as the rest of the
document.
The first 2 paragraphs should now be:
Change the bulleted list to an
automatically numbered list using
roman numerals like this:
i. bonsai trees
ii. landscaping
iii. koi carp
43. Select the bulleted
list mentioned on
the previous slide.
44. Click the Format
menu and then the
Bullets and
Numbering option.
45. Click the
Numbered tab, the
Roman Numerals
style and then
Customize.
46. Click the Number
style drop down
menu and choose
i, ii, iii, …
The list should now look like:
In the stylesheet excerpt within the
document, the colour code for the website
paragraph style should be set to pure green
(with no red or blue components).
Change the hexadecimal code so that the
new hexadecimal code is set to pure green.
47. Launch FrontPage .
48. Click the text colour pop up menu.
49. select More color . . .

Select custom…

Change the Red / Green / Blue

To the numbers required eg
RED 0,
0, Green 255,
255, Blue 0
Then click OK
And read the HEX code
#00FF00
48. Click the text colour pop up menu.
49. Move to green in the first column and note the colour code.

Note if you are asked for other pure colours in other exams, only use the
colours in this first column.
50.Set the colour code of the paragraph
style to pure green.
 Stylesheet Excerpts

p {color: #00ff22; font-family: Arial,

Helvetica, sans-serif; font-size: 12px}

px for pixels
pt for point
In the stylesheet excerpt, the
paragraph font size should be set
to 12 pixels. Change the stylesheet
so that this is correct.
51.Set the font size of the paragraph style to
12 pixels.
 Stylesheet Excerpts
Each aspect name is followed by a : and
then details.
Each aspect of a style is separated by a ;

p {color: #00ff22; font-family: Arial,

Helvetica, sans-serif; font-size: 12px}
 Bold & Italic

Bold:
 font-weight: bold
Italic
 font-style: italic
In the stylesheet excerpt, the list should be
set to bold. Change the stylesheet so
that this is correct.
52.Set the list style to bold.

add
Accepting sans-serif or serif fonts

To accept a sans-serif font as well as

other specified fonts e.g. Arial,
Helvetica:
 font-family: Arial, Helvetica, sans-serif
 To accept a serif font add serif instead.
In the stylesheet excerpt, the list should be
set to accept a serif font as well as the
specified fonts. Change the stylesheet so
that this is correct.
53.Set the list style to accept sans-serif
fonts (as well as the specified fonts).

add
Locate the table containing the word
Analysis in the top left cell.
Insert a new column 4 (between Soil and
Packing).
Enter the following data into this column:
54. If the leftmost line of
your table is not
visible then click in the
offending column.
Move to the ruler and
move around to find a
double headed arrow
pull it slightly to right.

 If necessary double
click the left lines of
columns to auto-size
them.
55. Double click the line
between columns 1 and
2 to make the table fully
visible.
56. Double click all columns
like this to auto size
them.
57. Select the Packing
column.
58. Right click the column
and click Insert
Columns.
59. Enter the data as
instructed on the
previous slide.
60. Double click this new
column to auto size it.
Delete the third and fifth rows from
the table (those with Size 2).
Ensure that all of the table is visible
with no text wrapping.
61. Select row 5.
62. Click the Table menu,
move to the Delete
option and click Rows
in the sub-menu.
63. Do the same for row 3.
The table should now look like:
Set all paragraphs (not lists, tables
or excerpts) so that the first line of
each paragraph is indented by 2
centimetres.
64. Select all paragraphs before the table as normal.
65. Then hold the Ctrl key and select all other
paragraphs on both pages.
 In this way you can select only the paragraphs.
66. Click the Format
menu and click the
Paragraph option.
67. Click the Special drop
down menu and click
First line.
68. Type 2 cm into the By:
box.
69. Go round and select
not lists, tables or
excerpts and undo this
(same but click (none)
in the Special drop
down menu.
Import a graphic image showing a
tree (from clip art, scanner, digital
camera or
elsewhere), and place this in the
top left corner of page 2.
70. Click before the first
paragraph.

71. Press return and

move up into the line
you just created.
72. Remove the
indentation by
clicking Format –
Paragraph, then
clicking none in
Special menu in the
Indentation section
of the dialogue box.
73. Click the Insert
menu, move to the
Picture option and
click the Clip Art
option in the side
menu.
74. Type tree in the
Search text box and
click Search.
75. Click the image of
your choice and
double click the
image inserted.
76. Click the Layout
tab, click the In
line with text
option and then
click OK.
Change the image so that:
• it is re-sized to fill the column
width
• the text sits below the image.
It should look like this:
77. Drag the bottom
right corner handle
to resize the
image.
Spell-check and proof-read the document.
 Spell Checking
I suggest you spell check the whole document
(see next slide for instructions).
 However, this means that Word will go show words

which are correct but it does not recognise and you

will end up clicking Ignore quite a lot.

Some of you may prefer to right click each word

with a squiggly red line underneath and correct
each word in the normal way.
 However, this means you will have to find them
yourself and make sure you don’t miss any.
78. Make sure the Language is
English (U.K.)
79. Click the Tools menu and
then the Spelling and
Grammar (or F7 on the
keyboard).
80. Click Ignore All if you
believe the word to be
correct but Word just does
not recognise it (usually
names). Otherwise click
the correct word in the
Suggestions list and click
Change.
81. Keep on repeating the
above until the whole
document has been
checked and click OK.
Place page breaks, if necessary, to ensure
that:
• tables do not overlap two pages
• bulleted lists do not overlap two pages
• there are no widows
• there are no orphans
• there are no blank pages.
 Orphans
Last line of a paragraph at the top of the next page.
 Widows
First line of a paragraph at the bottom of the previous page.
Basically check that the points on the previous
slide do not exist by inserting line breaks before
any problem tables, bulleted lists or paragraphs
if necessary or deleting any blank pages.

I also suggest you change your image to a

shorter one if it is too high and causing
problems.
You can also ask Word to try and stop Orphans
and Widows automatically for you by following
the instructions on the next slide.
82. Press Ctrl + A to select
all the text in the whole
document.
83. Click the Format menu
and click the Paragraph
option.
84. Click the Line and Page
Breaks tab.
85. Click the Widows /
Orphan control check
box.
86. Click OK.
Save the document.

I hope I don’t have to demonstrate this instruction!