San Jose Community College

San Jose, Malilipot, Albay

Module 2
in
Business Application
Software
(Information and Communication Technology 1)

Prepared by:
Fuensanta B. Bibat

Student Name: ___________________________________

Yr. /Block: ___________________________
Objectives:

At the end of this module, students are expected to:

1. Discuss the importance of Microsoft Word.
2. Describe the different parts of Microsoft Word and give their functions.
3. Familiarize the tabs and groupings of ribbon tab in Microsoft Word.

INTRODUCTION
If you make any kind of documents, you'll want to consider Microsoft Word.
Use this helpful tool to create a wide variety of professional documents
quickly and easily. Microsoft Word is arguably the most popular word
processor because it’s part of Microsoft’s Office Suite. Word-processing
software includes basic applications designed for casual business or
home users and powerful, advanced applications capable of meeting the
most-demanding needs of businesses. Many word-processing
applications are designed for use as part of a suite or integrated group of
word-processing, spreadsheet, and presentation programs. For example,
Microsoft Word, probably the most widely used word-processing software, is part of the Microsoft
Office suite, which includes Microsoft's PowerPoint presentation program and Excel spreadsheet
program. Corel WordPerfect, a less widely used but very popular word-processing program, is
part of Corel's WordPerfect Office suite, which includes Quattro Pro spreadsheet software and
Presentations multimedia slide-show software. Some word-processing software is available as
shareware for a relatively small fee or as freeware at no cost. For example, write a basic fill-in-
the-blank word processor designed for people who do not want to deal with formatting tasks, is
available as shareware. OpenOffice.org is a complete office suite that includes a powerful word-
processing program, WRITER, which is intended as an open-standard, vendor-neutral alternative
to proprietary word-processing programs. When Word 1.0 for Windows was released in 1989, it
was one of the first word processors that offered a WYSIWYG (what you see is what you get)
interface. This combination of ease of use and robust features makes it the go-to word processor
in both homes and offices today. It’s now also available for the Mac operating system as well as
a web-based version through an Office 365 subscription.

LESSON 3: Let’s talk about Microsoft Word

MSWORD programme is called a word-processing package. This means

that it is useful for typing and storing letters, articles and anything that
consists mainly of words. It is basically a fancy typewriter with a built in filing-
system. The more you use your computer the more you will learn about
what it can do. What is Microsoft Word? MS Word is a word processor, it is
an application that we use to “process”— format, manipulate, save, print,
share — a text-based document. Word processing refers generally to the creation, editing,
formatting, storage, and output of both printed and online or electronic documents. Word
processing is undoubtedly the most-used business application for personal computers, perhaps
alongside World Wide Web (www) browsers and electronic-mail (e-mail) applications. Most word
processors include the same essential word-processing functions and a variety of more-advanced
features for document production and formatting. Microsoft Word comes in very handy for both
your personal and professional lives
 ESSENTIAL WORD-PROCESSING FUNCTIONS:
Essential word-processing functions can be grouped into the categories of input, manipulation,
formatting, and output of text.

Text Input
Typically, text is entered into the word processor from a keyboard; other input methods include:
1. Copying text from other applications (such as from hypertext markup language [HTML]
documents, e-mail messages, or online encyclopedias) and pasting it into a word-processing
document
2. Scanning printed documents and using optical-character-recognition (OCR) software to
convert the scanned documents into text characters
3. Using voice-recognition software to convert spoken words into text characters

Text Manipulation
Text manipulation refers to the "processing" part of word processing. Word processors provide
easy methods of deleting, inserting, copying, and moving individual characters, words, phrases,
and paragraphs—even entire pages of information—with a few clicks of a mouse button or with
such keyboard shortcuts as Ctrl-C to copy, Ctrl-X to cut, and Ctrl-V to paste or insert text. Text
can be automatically checked for spelling and for conformance to basic grammatical principles as
the text is entered and edited. The find-and-replace feature in a word processor allows the user
to search for every occurrence of a particular character, word, or phrase within a document and
replace it with new text. Most word processors also include automatic correction and automatic
formatting of common errors and mechanical conventions as text is entered from the keyboard.
For example, commonly misspelled words can be automatically corrected as soon as the
misspelled words are entered; two spaces entered after the end of a sentence can be changed
automatically to one space; a lowercase letter beginning a new sentence can be capitalized
automatically. Proper typographic quotation marks ("smart" or "curly" quote marks—" and ") and
apostrophes (') can be inserted automatically instead of the straight typewriter-style quotation
marks entered from the keyboard. Fractions and other symbols can be formatted automatically
as their keyboard equivalents are entered. For example, when a fraction for one-half is entered
as 1/2, it is changed to the symbol ½ two hyphens (––) are changed to a long dash (—); and (c)
is changed to ©.

Text Formatting
Word-processing software typically includes "wizards" or "help" features to provide automated
formatting of common business documents. For example, a letter wizard can assist the user to
properly format a business letter, and a résumé wizard can help the user format a professional-
looking résumé. Templates are another automated formatting feature. A template is a type of pre-
formatted, fill-in-the-blank document that is useful for maintaining a specific format each time a
document is created, especially when multiple word-processing operators are involved. A
newsletter template, for example, allows a user to entered the text of newsletter articles,
headlines, and graphics without having to re-create the newsletter layout for each issue of the
newsletter. The most-common formatting tasks are typically performed by the user as a document
is created. Individual character and word formatting includes selection of type size, type style, and
typeface. Size is measured in points, a unit of measure in which 72 points make up an inch.
Typically, 11- or 12-point type is used for basic business documents. Newsletters, annual reports,
and other such "designed" documents may use type as small as 8 or 9 points for the basic text
and as large as 24, 36, or 48 points (or more) for main titles. Type styles, such as italics, underline,
and bold, are easily selected using keyboard shortcuts or by selecting them from the basic font
menu. Typefaces (typeface refers to the look or design of the type) are available in thousands of
varieties, including such commonly known faces as Times Roman, Arial, Helvetica, and
Garamond. Paragraph formatting includes line spacing, meaning the amount of blank space left
between lines of type (single spacing and double spacing, for example); paragraph spacing (the
amount of blank space that precedes or follows each paragraph); justification (all lines of type
made even at both margins, or left uneven or ragged at the right margin); and indentation (such
as a first-line indentation at the beginning of each paragraph). Page and overall-document
formatting includes setting margins (typically 1-inch margins are used on the top, bottom, and
both sides of such basic business documents as letters, reports, and memos), creating columns
like those used in a newspaper or newsletter, and creating headers and footers (information such
as the page number or a chapter title that is repeated at the top or bottom of each page of a
document). Most word processors also provide special layout features for formatting outlines,
tables, envelopes, and mailing labels.
Text Output
Once text has been created, edited, and formatted into a finished electronic document, it must be
put into some tangible form or lasting electronic form to be of practical benefit. That output process
usually starts with the saving of the document on the computer's hard drive, a floppy disk, a CD,
or a memory device such as a flash drive. Saving the document, in fact, is an activity that should
take place frequently during the creation and editing processes to guard against loss due to
problems such as electrical-power failure, computer malfunctions, and operator error.
Printing a document on paper is the most common output method; other output methods include
faxing a document directly from the word processor by use of a computer modem, sending the
document to another person by e-mail, and converting the word-processing document to various
other electronic formats for online viewing or for eventual printing from other applications. For
example, word-processing documents are frequently converted to HTML for use as Web pages,
to portable document format (PDF) files, and to rich text format (RTF) files for use in other
computer programs (particularly other word-processing programs).

TASK 1 ENHANCE YOUR KNOWLEDGE

How MS Word helps you as a student? Explain in 3 sentences.

What Is Microsoft Word Used For?

I. Business or School
Microsoft Word is a great tool for creating business documents. Of course, you could design
business and school documents from scratch. Or you could get a head start using professionally
designed template.
You can also find templates to help you create the following:

letter flyer
report or paper postcard
proposal sign
newsletter banner
brochure resume
catalogue business card
invoice receipt
product packaging mailing label
poster

II. Personal Purposes

There are also many personal uses of MS Word like invitation, card, gift tag, recipe card,
place card and certificates
 LESSON 4: The Microsoft Word User Interface and Features
(note: Whichever version you’re using, the user interface is very similar)

QUICK ACCESS TOOLBAR TITLE BAR MAIN MENU

FILE TAB

RIBBON TAB

RULER

DOCUMENT WINDOW OR
DOCUMENT VIEW
INSERTION POINT

HORIZONTAL AND VERTICAL SCROLL BARS

ZOOM CONTROLS
STATUS BAR VIEW BUTTONS

THE PARTS AND FUNCTIONS OF MICROSOFT WORD:

Quick Access Toolbar- lets complete frequently used tasks in Word with a single click.

File Tab/File backstage-This view provides a rich environment for working with your
documents and replaces the Office menu from 2007 and the File drop-down from 2003.
It enables you to quickly save, print and share as well as giving you access to the application
options (previously Word Options or Tools Options). This view is displayed as the File Tab in
your application. To exit just click on a different tab.
-File Tab / Backstage View:
The button in the top left corner and the File tab replace the Office button from the 2007 version.
To exit click on any other tab
This new tab (sometimes referred to as Backstage View) lets you easily manage your files
The options on this tab include the following:
- Automatic print preview
- Easy access to document properties
- Quick access / manage permissions
- Version management
- Previews of online templates
- Access help
- Word Options
- General document options
This can be accessed from the File Tab and can be used to manage files and the data about the
files, such as creating and saving files, inspecting for hidden metadata or personal information
and setting file options.
The backstage view in each application uses a different colour scheme to differentiate it from
the others. In Excel 2010, it is green.
Save
Save As
Open
Close

Title bar- It lies next to the Quick Access Toolbar. It displays the title of the currently open
document or application. It is present on almost all windows displayed on your computer. So, if
there are several windows across the screen, you can identify each window by looking at the title
bar. In many graphical user interfaces, you can also move a window by dragging the title bar.

Ruler- The Ruler is located below the Ribbon around the edge of the document. It is used to
change the format of the document, i.e. it helps you align the text, tables, graphics and other
elements of your document. It uses inches or centimeters as the measurements unit and gives
you an idea about the size of the document.

Word's Ribbon/Ribbon Tab- Below the Title Bar, you'll see the Ribbon, which gives you
access to the major command menus in Word: File, Insert, Page Layout, Mailings, Review and
View. These, too, are easy to customize. Selecting any individual item opens menus with a
great deal of additional detail. On the far right is the Help function, identified with a question
mark icon. Next to it is a small arrow you can use to minimize or maximize the Ribbon.
Maximized, the Ribbon displays many other commonly used command options, such as copy
and paste commands, and font selection and formatting tools for your entire document or for
individual paragraphs.

Document View- Underneath the Ribbon is the document you are working on. This occupies
the lion's share of your screen. On the far right is the scrolling bar, which enables you to quickly
move through your document to the area you want to have visible.

Status bar- At the very bottom of the Word window is the program's Status Bar. The left-most
side gives you basic document information, such as page number and the number of words in
the document.

Zoom Controls- On the right are icons for several options as to how your document is displayed.
There is also a convenient slider bar to zoom the size of your document, from normal size, 100
percent, down to a tiny 10 percent or up to an enormous 500-percent zoom.

View buttons- it is an option of how you want to view your document. It consists of print layout,
full screen reading, web layout, outline and draft.

Horizontal and Vertical Scroll Bars- A horizontal scroll bar enables the user to scroll the
content of a window to the left or right. A vertical scroll bar enables the user to scroll the
content up or down.

Insertion Point- The location in a document where additional information is inserted when the
user begins to type. The insertion point is commonly represented by an I-cursor and is created
by clicking the mouse cursor or tapping the screen in a certain area.

File Tab (higher version of MS word)/ Office Button for Windows 2007 version)- In
Microsoft Word and other Microsoft Office products, the File tab is a section on the Office ribbon
that gives you access to file functions. For example, from the File tab, you can access the Open,
Save, Close, Properties, and Recent file options.

Main menu- The Menu bar is directly below the Title bar and it displays the menu. You use the
menu to give instructions to the software. Point with your mouse to the menu option and click
the left mouse button to open a drop-down menu.

Task 1: Describe the parts of Microsoft Word

Parts Of Microsoft Word Description

1. Document View
2. View buttons
3. Zoom controls
4. Insertion Point
5. File tab/Office button
6. Horizontal/Vertical scroll bars
 7. Status Bar
8. Ribbon
9. Ruler
10. Title bar
11. Quick Access tool bar
12. Ribbon tabs or main menu

Task 2: Write the functions of the following Parts of MS Word:

Document view
View buttons
Zoom controls
insertion point
file tab/office button
Horizontal/Vertical scroll bars
status bar
Ribbon
title bar
Quick Access tool bar
Ribbon tabs/main menu

LESSON 5: Understanding the Ribbon tab and its Groupings

In computer interface design, a ribbon is a graphical control element in the form of a set of
toolbars placed on several tabs. The typical structure of a ribbon includes large, tabbed
toolbars, filled with graphical buttons and other graphical control elements, grouped by
functionality. It comprises nine tabs; Home, Insert, Design, layout, References, Mailing,
Review, View and Developer.

This 9 tabs has specific groups of related commands. It gives you quick access to commonly

used commands that you need to complete a task.

see the image below

Each tab relates to different activities that you can carry out when creating a document, for
example should you wish to change margins and paper size you would click on the Page
Layout tab.
 Tabs Groupings and Functions

Home tab- The Home tab is the default tab in Microsoft Word.

Home tab Groupings: Commands:

Clipboard-
Paste
Cut - Copy
Format Painter
Font-
Font Strikethrough
Font Size Subscript
Grow & shrink Font Superscript
Change Case Text Effects & Typography
Clear All Formatting Text Highlight Color
Bold Font Color
Italic
Underline
Paragraph
Bullets Center
Numbering Align Right
Multilevel List Justify
Decrease/Increase Indent Line Spacing
Styles
Quick styles
Change styles
Editing
Find
Replace
Select

Insert tab- This tab contains all the commands for inserting items into your documents.

Insert Tab Groupings: Commands:

Pages
Cover
Blank Page
Page Break
Tables
Table
Illustrations
Pictures Chart
Online Pictures Screenshot
Shapes Icons
Smart Art
Add-ins
Apps for office
 Store
My add-ins
Media
Online Video (added in 2013)
Links
Hyper link
Bookmark
Cross-reference
Comments
Comment
Header & Footer
Header
Footer
Page number
Symbols
Equation
Symbol

Design Tab-This tab was added in 2013

Design Tab Groupings: Commands:

Document Formatting
Themes
Style set
Colors
Fonts
Paragraph Spacing
Effects
Set As Default
Page Background
Watermark
Page Color
Page Borders

Layout tab- provides quick access to Page Setup options as well as additional paragraph indent and
spacing options.

Layout tab groupings: Commands:

Page Setup
Margins Breaks
Orientation Line Numbers
Columns Hyphenation
Paragraph
Indent Left
Indent Right
Spacing Before
Spacing After

Arrange
Position Selection Pane
Wrap text Align
Bring Forward Group
Send backward Rotate
References Tab- This tab gives you access to all the commands for creating references within
your documents.

References Tab Groupings: Commands:

Table of Contents
Table of Contents
Add text
Update table
Footnotes
Insert Footnote
Insert Endnote
Show Notes
Research
Smart Lookup
Researcher
Citation and Bibliography
Insert Citation
Manage Sources
Style
Bibliography
Captions
Insert Caption
Insert Table of Figures
Update Table
Cross-Reference
Index
Mark Entry
Insert Index
Update Index
Table of Authorities
Mark Citation
Insert Tables Of Authorities
Update Table

Mailings Tab - This tab contains everything needed to complete a successful mail merge

Mailings Tab Groupings: Commands:

Create
Envelopes
Labels
Start Mail Merge
Start Mail Merge
Select Recipients
Edit Recipient list
Write And Insert Fields
Highlight Merge
Address block
Greeting Line
Rules
 Match Fields
Update Labels
Preview Results
Preview Results First Record
Previous Record Go to Record
Next Record Last Record
Find Recipient Auto Check For Errors
Finish
Finish & merge

Review Tab- provides commands previously found on the Reviewing toolbar, Comments toolbar,
Protection toolbar and Tools menu.

Review Tab Groupings:

Proofing
Spelling & Thesaurus
Grammar
Word Count
Speech
Read Aloud
Accessibility
Check Accessibility
Language
Translate
Language
Comments
New Comment
Delete
Previous
Next
Show Comments
Tracking
Track Changes
Balloons
Display For Review
Show Markup
Reviewing Pane
Changes
Accept
Reject
Previous
Next
Compare
Compare
Show Source Documents

Protect
Block Authors
Restricting Editing
Protect Document
Ink
Start Ink
CV
CV Assistance

View Tab- provides commands previously found in the View menu and Window menu.

View Tab Groupings

Views
Read Mode
Print Layout
 Web Layout
Outline
Draft
Immersive
Learning Tools
Show
Ruler
Grid Lines
Navigation Pane
Message Bar
Document Map
Thumbnails
Zoom
Zoom
100%
One Page
Two Pages
Page Width
Window
New Window
Arrange All
Split
View Side By Side
Synchronous Scrolling
Reset Window Position
Switch Windows
Macros
Macros
SharePoint
Properties

Developer-The Developer tab contains additional commands relating to Visual Basic and can
be displayed by selecting (File > Options)(General tab, "Show Developer tab in Ribbon").

Developer tab groupings: Commands:

Code
Visual Basic
Macros
Record Macro
Pause Recording
Macro Security

Add-Ins
Add-Ins
Word Add-Ins
Com Add-Ins
Controls
Rich Text Date Picker
Plain Text Repeating Section
Picture Legal Tools
Building Block Gallery Design Mood
Check Box Properties
Combo Box Group
Drop Down Box
Mapping
MXL Mapping Pane
Structure
Schema
Transformation
Expansion Packs
Protect
Block Authors
Restrict Editing
Protect Document
Templates
document template
 document panel

Task 1: EXPLORING RIBBON

Make your own poem, and explore the Ribbon tab. On a separate long bond paper, write if
what elements or command groups you desired to use to make your poem. For those who have
their own computer/laptop, encode your poem and print it.

Task 2: Make a table and type the groupings of ribbon tab.

How to insert a table:
Table is a versatile tool of MS Word. It allows you to organize your information, i.e. you can
align text, present numerical data and create forms and calendar. The steps to insert table are
given below;

• Place the cursor where you want to insert the table

• Select the Insert tab
• In Tables group click the Table command
• It displays different options to insert the table
• Select the desired option to insert the table

See the image: MS Word 2007(note: use MSWord version that you are currently using)

Example: Ribbon tab groupings:

Tabs Groupings Commands

Clipboard Copy/paste, format painter

font font style, font size, bold, italic, underline,
strikethrough,
HOME subscript/superscript, change case, grow
and shrink font, text highlight color, font
color and clear formatting.
paragraph Bullets, numbering, multilevel list,
decrease/indent, sort, show/hide
formatting symbols, left align, center align,
right align, justify, line spacing, shading
 and bottom border.
styles normal, no spacing, heading 1-4, title,
subtitle, and change styles
editing find, replace and select

continue this task

Task 6: Write the ribbon tabs and their functions

Example:
Tabs Functions
is the default tab in Microsoft Word. It has five groups of
related commands; Clipboard, Font, Paragraph, Styles and
Home Editing. It helps you change document settings like font size,
adding bullets, adjusting styles and many other common
features. It also helps you to return to the home section of
the document.

Continue…..

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