WORD

INTERMEDIATE

In support to address unemployment, enhancing employability and

stimulate domestic economic recovery, Ministry of Finance (MoF)
Supported by
WORD BASIC
Project Implementation Manager introduced the Malaysia Short Term Employment Programme
(MySTEP) and PenjanaKerjaya 2.0 Initiative under Belanjanwan 2021.

The programme is aimed to provide job opportunities in both private

sector and in government bodies and agencies, focused in areas of high
demand in industry. 1
 WORD INTERMEDIATE

1. Document Formatting & Design ______________________________________________ 3

2. Formal Letter _____________________________________________________________ 4
2.1. Set tabs ____________________________________________________________________ 5
2.2. Save as template ____________________________________________________________ 6
3. Keeping the Minutes _______________________________________________________ 7
3.1. Prepare the Meeting Minute format _____________________________________________ 7
3.2. Using Templates in Microsoft Word _____________________________________________ 9
4. Show Your Stuff __________________________________________________________ 11
4.1. Build a Product Brochure with 3 columns ________________________________________ 11
4.2. Set columns _______________________________________________________________ 12
4.3. Change the orientation from portrait to landscape ________________________________ 12
5. What’s in the story? ______________________________________________________ 13
5.1. Build the Company Profile ____________________________________________________ 13
5.2. Set Styles__________________________________________________________________ 14
5.3. Edit Styles _________________________________________________________________ 14
5.4. Insert Table of Contents (TOC) _________________________________________________ 15
5.5. Enhancing with SmartArt & Charts _____________________________________________ 16
6. Creating Forms __________________________________________________________ 17
6.1. Using Controls in Developer Tab _______________________________________________ 18
6.2. Set to Protect ______________________________________________________________ 18
7. Mail Merge _____________________________________________________________ 20

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 1. Document Formatting & Design
Document formatting is the way a document is laid out on the page—the way it looks and is
visually organized. It considers font selection, font size and formatting (like bold or italics),
spacing, margins, alignment, columns, indentation, and lists. Basically, the mechanics of how
the words appear on the page. A well-formatted document must be consistent, precise in its
requirements, and easy to read.

Importance of visual appeal in a document:

• How information is perceived & the effect on the reader

• Formatting allows information to be more accessible and readable.
• Creating sections with labels (headings)
• Key words or main points highlighted (bold, italic or lists)
• Overall professional look & feel with appropriate font choice

There are many ways to format a technical or professional document. Assignments may specify
formatting requirements. However, if a style is not dictated, a clear and consistent format
should be maintained throughout the document.
When collaborating work with team members, details like slight differences in font size or line
spacing are easy to miss. Any subtle inconsistencies can reduce the overall professionalism of
your document. Any poor formatting will reflect poorly on your abilities, and your audience
may lose confidence in your message.

https://ohiostate.pressbooks.pub/feptechcomm/chapter/8-formatting/

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 2. Formal Letter
Prepare the letter as follows – set header & use tabs.

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 2.1. Set tabs
➔Home ➔ Paragraph Format➔ Tabs
➔ Set tabs stops as set in ruler
➔ Use any required tabs setting (left, center, right, decimal) ➔ OK

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 2.2. Save as template
Once formatting is completed, the format can be saved as a template file.
➔ File ➔ Save As
➔ Select folder & add file name ➔ Save

Let’s work on this!

NB: Remember to save your work!

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 3. Keeping the Minutes
3.1. Prepare the Meeting Minute format
Meeting Minutes records of those who are involved and what was discussed. They are an
important source of information for those who were unable to attend or a reference of the
discussion. They're also an effective tool of notifying or reminding people of tasks assigned to
them or timelines to keep everyone on track.
To setup a meeting, one must first begin to send the Meeting Agenda. A sample format as
follows:
Meeting Objective/Title
1. Standing items - items that are always on the agenda of a regular meeting
- Attendance
- Approve prior meeting’s minutes (inc amendments to the meeting)
- Team updates

2. Last Meeting’s Updates/Business - discuss items that were not completed in a previous
meeting or action that are due

3. New Updates/Business - new topics for this week’s meeting

4. Housekeeping/Matters Arising - standing items at the conclusion of the meeting

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Now, it’s meeting time!
When everyone gets together, there is much to be said. With the format ready on hand, it
makes minutes taking much each and effectively. A sample format as follows:
DATE: Date of the meeting
PRESENT: First and last names of all those present at the meeting
ABSENT: First and last names of members who are unable to attend the meeting.

1. CALL TO ORDER/OPENING REMARKS

The time that the meeting was called to order and by whom.
Any opening remarks summarized here.

2. APPROVAL OF THE PREVIOUS MINUTES

You need a motion to approve the prior meeting's minutes.
Motion: To approve the previous minutes as circulated (or AMENDED) Motion By: Name of
person who made the motion
Seconded By: Name of the person who seconded the motion

3. ADDITIONS TO THE AGENDA

If there are additions to the agenda or requests for the next meeting's agenda, these would be
bulleted here. Motion to pass to approve & second the additions.

5. BUSINESS FROM THE PREVIOUS MEETING

Any items from the previous meeting that need to be discussed further

6. ITEM # 1 TO BE DISCUSSED
Put a summary of the discussion around the topic
If any motions were made, put the information here
If further information is needed, put follow-ups, names, and a target date here

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7. FOLLOWING ITEMS IN THE AGENDA TO BE DISCUSSED
Any other items according to the agenda will be discussed.

8. ADDITIONS TO THE AGENDA/OTHER MATTERS ARISING

Any added agenda item mentioned at the beginning for the meeting or any matters that need
to be highlighted with the next possible action to take are discussed here.

9. ADJOURNMENT & NEXT MEETING (DATE & TIME)

Record the time the meeting was adjourned
The next meeting date should be decided at the end of the meeting before everyone leaves. It's
a handy reminder to include it at the bottom of the minutes template so it isn't missed.

3.2. Using Templates in Microsoft Word

➔File ➔ More Templates
➔ Search for Meeting Agendas & Meeting Minutes

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Let’s work on this!

NB: Remember to save your work!

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 4. Show Your Stuff
4.1. Build a Product Brochure with 3 columns
Put in the product highlights in a new Word document.
The brochure format will be as the following sample format:

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 4.2. Set columns
➔ Select all text [CTRL-A]
➔ Layout ➔ Columns

4.3. Change the orientation from portrait to

landscape
➔ Layout ➔Orientation ➔ Landscape
NB: Adjust margins to fit contents to 1 page.

Adjust the text & enhance the design.

NB: Remember to save your work!

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 5. What’s in the story?
5.1. Build the Company Profile
A company profile is an introduction to your business and aims to tell an audience about your products
or services. However, it isn’t just telling your audience what you sell -- it should also tell the, why you sell
it. Very often, it includes a compelling story about how the company began, as well as the company's
vision and values.

What Goes in the Company Profile

• The Business Details

• Company name
• Established date
• Location address per location
• Contact details - Phone number(s), Email address, Website

The Company Basics

• Description of the business including the mission and/or vision

• Products/Services descriptions
• History, expansion, and growth
• Industry information
• Safety, health, and environmental policies
• Core team details

The Highlights

• Awards/ Certifications
• Client portfolio with Special programs and projects
• Testimonials
• News or media recognition, inc community service projects

Other Optional Items

• Annual sales / Financial targets

• Number of employees
• Trade Partners
• Photos

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 5.2. Set Styles
➔ Home ➔ Styles ➔ Select Style for Headers & Sub-Headers

5.3. Edit Styles

➔ Select Style Formatting Tool ➔ Modify Style ➔ Select Heading ➔ Modify
NB: Use ‘Heading 1’ for headings & ‘Heading 2’ for sub-headings

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➔ Select formatting styles ➔ OK

 New documents based on this template ➔ set to use this setting for all Word documents

5.4. Insert Table of Contents (TOC)

➔ Position the cursor to insert the TOC
➔ References tab ➔ Table of Contents
➔ Choose one of the built-in TOC styles

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 5.5. Enhancing with SmartArt & Charts
➔ Insert ➔ SmartArt & Chart

Choose the object accordingly.

Let’s work on this!

NB: Remember to save your work!

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 6. Creating Forms
Forms are helpful as an efficient way of collecting data & information
The tools needed for this task is the developer tool.
➔ File ➔ Options ➔ Customize Ribbon ➔ Developer ➔ OK

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 6.1. Using Controls in Developer Tab
Some useful fields as follows:

Text fields
(Rich text & Plain text)

Checkbox

Dropdown list

A sample form as follows:

Training Registration Form

Name [Text field]

Contact No. [Text field]
E-Mail [Text field]
Preferred Training [Checkbox] MS Word
Courses [Checkbox] MS Excel
[Checkbox] MS PowerPoint
[Checkbox] Basic Accounting
[Checkbox] MS Sharepoint

6.2. Set to Protect

➔ Restrict Editing

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 Allow only this type of editing in the document:
➔ Filling in forms
➔ Exceptions are optional, esp. in network
environment
➔ Yes, Start Enforcing Protection
➔ Set Password OK
➔ Save file

Let’s test this!

To stop protection
➔ Restrict editing
➔ Stop protection

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 7. Mail Merge
This magnificent tool enables the user to have one main letter document which will be
distributed to many recipients either through E-mail or printed.
The very first step is creating the letter ➔ Save the file into your folder
Begin the Mail merge in Mailings tab ➔ Start Mail Merge ➔ Step-by-Step Merge Wizard

Step 1: Select document type

Letters
➔ Next: Starting document

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Step 2: Select a starting document
 Use the current document
➔Next: Select recipients

Step 3: Select recipients

To merge your main document, you must connect the document
to your address list, also known as a data source, or data file.
 Use an existing list
If you have a Excel worksheet, click to browse and then locate the
file in the Select Data Source dialog box.

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 Select from Outlook contacts
To enable recipients to be selected from e-mail contacts

 Type a new list

To create recipients’ database

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➔ Customize Columns
➔ Add for new fields
➔ Delete to remove fields
➔ Rename to edit fields
➔ OK when done

Then, enter data accordingly

➔ Select new entry for new data

➔ Delete entry to remove data

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To select the list of recipients or amend any recipient’s items:
➔ Edit Recipient List.

 Select individual records

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Edit Data Source - To change or amend the data
➔ Select data source file ➔ Edit
➔ Ok after done

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Step 4: Write your letter
In the main document, set the cursor where you want to insert the field.
➔ More items… ➔ select data fields ➔ Insert

The merge fields will appear with brackets [<< >>], as follows:

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Step 5: Preview your letter
Use the arrow keys to view the next letter
OR
To find a recipient
OR Make changes
➔ Edit recipient list

Step 6: Complete the merge

When you are satisfied with the preview, you can complete the
merge.
➔ Print – to send to printer directly
➔ Edit Individual letters – save soft copy & edit each one

➔ To Send e-mail messages

➔ Mailings tab ➔ click Finish & Merge
➔click Send E-mail Messages.
Word will directly link to Outlook to send the e-mail.

 Good job to all…! 

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