Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

Sululta Secondary School

Subject of Information Communication
Technology

Grade 9 -12 in 2022

Using Word Processor, Presentation (Opening, Creating, Designing,
Implementing, Editing, Formatting, … Text Documents, under
Microsoft office site by Using Microsoft Office Word and Microsoft
office Power Point)
Laboratory Manual-Unit- 2

Compiled and maintained by: Asrat Sh.

YouTube: AsratTechTube
E-Mail: [email protected]

Sululta, Ethiopia, 2021/22

This lab manual is prepared depend on Microsoft office

Word 2016 and Microsoft office Word 2019 (latest
version)
Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

Objectives and Outcomes:

 Upon successful completion of this Lab the student will be able to:
➢ Opening, Creating, Designing, Implementing, Editing, Formatting, … Text Documents, by
Using Microsoft Office Word and Microsoft office Power Point
➢ Apply word processing and presentation software for different purposes.
➢ Understand the major features of word processing and presentation software.
➢ Understand how to create, design, insert different format of text in word processing and
presentation.
➢ Know how to organize, format, save, edit and publish various types of Documents.

Who Should Read this Lab Manual (Guide)?

This Manual is for those People Preparing for the Application Software which found under
Microsoft Office Suite Specially Word Processor Exam, whether through self-study on the job
training and practice or study Microsoft Office Program. There are also some handy hints and tips
along the way to make life bit easier for you in this endeavor. There are also used for students and
anyone who use micro soft office in his life.

For more information follow my YouTube channel by clicking Here or

AsratTechTube - YouTube or https://www.youtube.com/channel/UC3vZOsOQUR9L0DVxSo7QpDg

COPY RIGHT© @2021/22 SET BY A. SH i

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

Table of Contents Bulleted/Numbered Lists

Introduction ...................................................... 1
................................................................. 27
Exploring the Word Environment.............. 1
Tables....................................................... 30
Quick Access Toolbar ................................ 1
Formatting a Table................................... 35
Ribbon ........................................................ 2
Insert Pictures .......................................... 37
Active Tab................................................... 2
Creating a Quick Part............................... 37
Contextual Tab ........................................... 2
Creating a Cover Page ............................. 38
Workspace.................................................. 5
Creating a Header & Footer ..................... 40
Creating a document .................................. 6
Creating a Table of Contents ................... 40
Opening a File, Making Changes and
Microsoft PowerPoint ................................. 47
Saving Strategies .......................................... 8
Introduction ..................................................... 47
Making Changes in a Document ................ 9
Quick Access Toolbar ................................ 49
Using the Save Button to Save Changes .... 9
Ribbon ......................................................... 49
Creating a New Blank Document When
Word is Already Open ............................. 10 Understanding the Ribbon....................... 50
Undo and Redo ........................................ 10 Buttons with Arrows ................................ 50
Selecting Text .............................................. Customize the Ribbon ............................... 51
Dragging method ..................................... 12 Workspace .................................................. 53
Keyboard keys ............................................ 12 Saving your presentation ............................. 55
Cut and Paste............................................ 13 Back-up savings ......................................... 55
Formatting Text ........................................... 13 Closing a presentation ............................... 55
Changing text attributes ........................... 13 Creating a new blank presentation ............... 56
Formatting a Paragraph ................................ 14 Placeholders ................................................. 56
Changing alignment ................................. 14 Customizing Slide Layouts .......................... 56
Changing paragraph indentation .............. 15 Working with Slides .................................... 57
Controlling the Appearance of your Insert a new slide ..................................... 57
Document ................................................. 15
Copy and paste a slide ............................. 58
Headers and Footers ................................. 16
Duplicate a slide ...................................... 58
Correction and Editing Tools ................... 20
Delete a slide ........................................... 58
Printing a Word Document ...................... 21
Move a slide............................................. 58
Saving a Document under a Different
Slide Views .................................................. 59
Name ........................................................ 23
Organizing Slides into Sections ................... 60
Saving a Document in Different formats . 23
Applying a Theme ........................................... 61
Protected View ......................................... 26

COPY RIGHT© @2021/22 SET BY A. SH ii

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Theme Elements........................................... 61
Applying a Theme........................................ 63
Inserting an Image from File........................ 64
Resizing an Image ........................................ 64
Moving an Image ......................................... 65
Inserting an Image Using a Placeholder ...... 66
Inserting a Screenshot .................................. 66
Full window capture ................................ 66
Inserting an Image as Background for a Slide
..................................................................... 68
Transitions........................................................ 69
Previewing a Transition ............................... 70
Modifying a Transition ................................ 70
Modifying the Duration ........................... 70
Adding a Sound........................................ 71
Removing a Transition ................................. 71
Animations ............................................... 71
Four Types of Animations ........................... 71
Applying Animations ................................... 72

COPY RIGHT© @2021/22 SET BY A. SH PAGE|iii

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

Introduction
A word processor is a computer program that allows you to create, edit and produce text documents,
such as letters. Microsoft Word is a word processor created by Microsoft. The first version of
Microsoft Word was released in 1983 as a competitor to WordStar, the most popular word processor
at the time.
What is Microsoft Office? The term “Microsoft Office” refers to Microsoft’s entire suite of office
productivity applications. Microsoft Word is one of the many applications that are grouped under
the “Microsoft Office” umbrella.
What is Office 365? Office 365 is a service where you pay a monthly subscription fee (around $10
a month) to use Microsoft Office programs (as opposed to paying $100 or more up front, as was
traditionally done). One benefit to using Office 365 is that software updates are free (for example,
if a new version of Microsoft Word comes out, you can upgrade to that new version for free).

Exploring the Word Environment

Open Word by using search windows box, by double clicking on desktop icon.

Title Bar
1. Note the title bar section which has window controls at the right end, as in other
Windows programs.

2. Note that a blank document opens with a default file name of Document 1.

Title Bar

Quick Access Toolbar

Save Undo Customize
The Quick Access Toolbar is located all the way to the left on the
title bar. It contains frequently used commands and can be
customized using the drop-down menu.

1. Point to each small icon to view its ScreenTip. Redo/Repeat

2. Be aware that the Undo button is not located anywhere
else in the application except for the Quick Access Toolbar.

3. Click the Customize Quick Access Toolbar button, click New on the menu, and see
the command get added to the Quick Access Toolbar.

4. Click the Customize Quick Access Toolbar button again, and click

COPY RIGHT© @2021/22 SET BY A. SH PAGE|1

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Show Below the Ribbon. Click Show Above the Ribbon to move the Quick Access Toolbar

back again
Ribbon
The ribbon contains all of the tools that you use to interact with your Microsoft Word file.

The ribbon has a number of tabs, each of which contains buttons, which are organized into groups.

Active Tab
By default, Word will open with the Home tab active on the ribbon. Note how the Active tab has a white
background and blue letters, and the Inactive tabs have the opposite.

Contextual Tab
Contextual tabs are displayed when certain objects, such as an images and text boxes, are selected. They
contain additional options for modifying the object. Contextual tabs stand out because they are darker in
color and are located to the right of all the other tabs. As soon as we start being productive in the program,
we will see contextual tabs appear.

Hover over some of the buttons on the Home tab to observe the ScreenTips. The ScreenTip displays the
name of the button, along with a short description of what the button does.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|2

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Ribbon Display Options button
This button provides options that will hide the Ribbon from view. The main benefit to this is that it allows
your document to take up more of the screen.

1. Locate the Ribbon Display Options button (to the left of the window control buttons).

2. Click on it. Three options appear.

3. Click Auto-hide Ribbon. This option essentially makes Word go into “full screen” mode. It
hides not only the ribbon, but also the Quick Access Toolbar, title bar, and Window Controls.

4. To get the ribbon to show after Auto-hiding it:

a. Point to the top-center of the screen and click. (Clicking the three dots does the same thing.)
The full ribbon can be seen and used. However, as as soon as the body of the document is clicked it will
hide again.

b. Click in the middle of the document. Notice how the ribbon hides again.

5. To get a partial display of the ribbon to stay in view:

a. Click the “mini” Ribbon Display Options button on the top right.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|3

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
b. Click Show Tabs. Note this option has brought back our Quick Access Toolbar, title bar,
Window Controls, and part of the ribbon; only the Tabs are visible. The buttons are not.

Dynamic Resizing
If you use Word on other computers, be aware that the button placement on the ribbon might look slightly
different. For instance, a button might be a different size or be positioned in a slightly different place.
The reason for this is that the ribbon auto-adjusts itself based on the size of the Word window.

1. On the Home tab notice what the buttons in the Editing group currently look like.

2. Click Restore Down to shrink the size of the Word window.

Notice how the group looks different now. The entire group was collapsed into a single button. Click on
the button to reveal the contents of the group.

3. Click Maximize to bring the window back to full screen.

File Tab
The File tab provides a Backstage view of your document. The Backstage view exposes information and
metadata about the currently active document, lists recently opened documents, and provides a variety of
user options, such as opening, saving, and printing. Instead of just a menu, it is a full-page view, which
makes it easier to work with.

1. Click on the File tab.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|4

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
2. Notice that the ribbon and the document are no longer in view. Note the commands, listed on
the left side of the screen, are ones you would use to perform actions TO a document rather than IN a
document.

3. Other things you can do in the Backstage view:

a. Click the Info tab. The Info section of the Backstage view offers an easy-to-use interface for
inspecting documents for hidden properties or personal information.

b. Click the New tab. In this section you can create a new Blank document, or choose from a large
selection of Templates.

c. Click the Open tab. The Open section is used to open existing files on your computer.

i. It immediately presents you with a list of documents that you have recently opened, so you can
quickly find and open them again. (This is disabled in the computer lab.)

ii. Clicking Browse opens a File Explorer dialogue, which allows you to find the file on your
computer. We will be using this option in class.

Click the Save As tab. This section allows you to save your file.

4. To return to the document from the Backstage view, click the large, left pointing arrow in the
top-left corner of the screen.

Workspace
Underneath the ribbon is the workspace.

1. Note the rulers and margin settings.

2. Note the scroll bar on the right side of the screen.

a. If the scroll bar is not visible, move the mouse and it will come into view.

3. Note the blinking cursor/insertion point, which is where new input will display when entered.

a. If the insertion point is not blinking, move the mouse and it will start blinking.

4. Point somewhere on the blank page and note the mouse cursor with the I-beam shape,
appropriate for a text environment.

Status Bar
The Status bar is located below the document window area.

Current Information
The left end displays a variety of information about the document, such as the page number,
how many total words are in the document, and whether there are any spelling errors.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|5

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Views
At the right end are shortcuts to the different views that are available. Each view displays the
document in a different way, allowing you to carry out various tasks more efficiently.

Displays the document full-screen, making it easier to

read. You cannot edit the document in this view. Read Mode

Shows what the document looks like when it’s printed.

This is overall the best view for editing documents. It is Print Layout
selected by default.

Shows what the document would look like if it were

saved as a webpage. Web Layout

Zoom Slider
Also at the right end of the Status bar is the Zoom Slider. This allows you to adjust how large
the document is displayed on the screen. It does not adjust the actual size of the document—just
how big or small it is displayed on the screen (like moving a newspaper away from or closer to
your eyes).

Creating a document
1. When Word opens, it will display a blank document ready for you to type in. The words
that you type and the formatting that you use become your document.

2. Type “My first document”.

Each document you create is temporary unless you save it as a file with a unique name and
location. Saving the File

1. Click the File tab.

2. Click Save As. We use “Save As” instead of “Save” the first time we save a file because
we need to tell the computer where to put the file (the file doesn’t have a “home” yet).
“Save” assumes you’ve saved it before.

3. Click Browse.

4. Notice that a smaller window appears in front of our work. This small window is called
a dialogue box. Because the computer needs to know more than just “OK, save,” the dialogue
box is where we tell it how we want to save our work.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|6

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

Address field
Dialogue Box
Title
Will be either “Save
As” or “Open”

Navigation Pane Content Pane

The default
save location is
“Documents”
“Save ” or “ Open ” Button
File Name Field

5. When it comes to saving, there are two important things to identify for the computer:

1. The location where the file is going to be saved to.

2. What name you want to give the file.

6. The location where it will be saved is displayed for us in the Address field. In this case,
note that the Documents directory is the default save location, but we want to save our file to
the folder sululta.

7. Notice other available folders and devices can be seen in the left pane, called the
Navigation pane. If we wanted to save to one of these alternate locations, we would have to click
on it.

8. Find the location labeled Documents and click it.

9. Your address field should now read This PC > Documents

10. Now we need to name our file. Notice that the file name field is towards the bottom of
the dialogue box. By default, Word names the file after the first few words that were typed into
the document.

11. Click into this box and the words will be highlighted. Then type the word first to name
your file
‘first’.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|7

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
12. Once we have given the computer a file name and a save location, we are ready to save.
At this point, your Save As dialogue box should look like the image below. To save, you will
click Save.

13. Your Word window will still be open but notice the title bar will now show the file name g.10
lab manual.docx.

Opening a File, Making Changes and Saving Strategies

The purpose of saving a file is to bring it back later and that is what we are about to do. Before we attempt
to open a saved file, we need to make sure that the storage location for that file is in place.

1. Open Word. You should be looking at a new blank document.

2. Click on the File tab and click Open.

3. click Browse .

COPY RIGHT© @2021/22 SET BY A. SH PAGE|8

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
3. A dialogue box that looks like the “Save as” window will now appear. Notice in fact, the only
visible differences are that the title bar says Open and the Save button now says Open instead.

4. Now, you can open the file

a. Click once on icon to select it
b. Click the Open button.

Making Changes in a Document

1. Note that cursor or insertion point is blinking at the beginning of the first line.

2. Tap the keyEnd (which is above the arrow keys on the keyboard) to move the cursor to the end of the line.
3. Tap Enter the key to move the cursor to the beginning of the next line.

4. Type your Full name.

Using the Save Button to Save Changes

Now, we want to save the new changes we’ve made.

1. Because we’ve already given Word a name and location for the file, we can do one of the
following:

•Select “Save” from the File menu, OR Click on the icon that looks like a floppy disk on the
Quick Access toolbar.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|9

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
2. Note that the “Save As” dialogue box will not appear because Word already has a name and
location for the file.

3. Now close the file by clicking on File > Close.

4. Use File > Open to re-open first.docx to verify that the last changes were saved.

Forgetting to Save
1. Click at the end of the second line in order to move your cursor there and then tap. TypeEnter
your street.

2. Click on File > Close again. A dialogue box will appear, asking you if you want to save the
changes you made.

a. Click anywhere outside of the dialogue. Notice how it flashes at you. This means that you
MUST answer this dialogue box before you can do anything else.

b. Choosing Don’t Save will close the file and discard any changes that were made to it since it
was last saved.

c. Choosing Cancel will dismiss the dialogue and let you continue your work. Clicking the “X” in
the top-right corner will do this too.

d. Click Save. This will still close the file, but will save it first.

Creating a New Blank Document When Word is Already Open

At this point, the Word program is open, but there is no document to work in.

1. On the File tab, click New.

2. This screen presents you with a list of templates to choose from. Click Blank document to
create a new, blank document.

Undo and Redo

COPY RIGHT© @2021/22 SET BY A. SH PAGE|10

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Now that we have made several changes to this document, it is a good time to learn how to
“undo” changes that you regret making or that you have made by accident.
The buttons for doing this are located on the Quick Access Toolbar.
Undo
The Undo button reverts changes that you’ve recently made to the document. The Undo button
is a split button:

•Clicking on the button proper will undo one change (action) at a time.

•Clicking on the list arrow will display the entire history of changes you made to the document.
Clicking on a change will undo all changes that were made up to and including the selected
change.

1. Click on the list arrow.

2. Notice the list that appears. This is a history of all of the changes you made to your
document since you opened it.

3. Point to the last item in the list (the line above where it says “Undo X Actions”).

4. Notice how all of the items above and including the one we are pointing to are colored
gray. When we click, all of those changes will be undone.

5. Click on the last item. Our document is now back to the way it was when we first opened it.

Redo
Similarly, the Redo button re-applies any changes that were made with the Undo button.
The Redo button only appears after you click Undo!

Selecting Text

COPY RIGHT© @2021/22 SET BY A. SH PAGE|11

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Selecting, also referred to as highlighting, is the basic first step to modifying text or to copying
or cutting text. There are many ways to select text.

Hold down the Ctrl key on the keyboard and tap the Home key to get to the top of the
document.
Select a specific section of text
Shift + click method
Tip: Shift clicking is especially
1. Click at the beginning of the first paragraph.
2. Hold down the Shift key on the keyboard.
3. Click at the end of the first paragraph.
4. If you have a selection already highlighted, you can increase or decrease that selection
by holdingShift down the key and clicking at a different endpoint. Decrease the selection
by one sentence.
5. Deselect the text.
Dragging method
1. Hold down the left mouse button while you drag the mouse across the first line of the
document. Keep the mouse button down and drag downward to select more lines.

2. Let go of the mouse button when you are done your selection.

3. Deselect the text

Select a single word

1. Point to the word “has” in the first line of the second paragraph. Small words are hard
to select using the dragging method.

2. Instead…double-click on the word to select it.

3. Deselect the text.

Select a sentence
1. Point anywhere on the first sentence of the second paragraph.
2. Hold downCtrl the key on the keyboard.
3. Click somewhere inside of the sentence to select the sentence. Let goCtrl of the key.
4. Deselect the text.

Keyboard keys
There are several other keyboard keys that are important to know.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|12

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
1. Enter – Moves the insertion point to a new line, but also creates a new paragraph. When
you are typing in Word, the insertion point will move, showing where the next character you type
will appear. When the insertion point reaches the right margin, the word you are typing will move to the
next line. This is called word wrap. Because of this, you should only tap enter to start a new paragraph.

2. Space Bar Creates a small space between words.

3. Delete – Removes characters to the right of the insertion point.

a. Click in the middle of the word “Library” on the first line of the second paragraph of the practice
document.

b. Try theDelete key.

4. Backspace – Removes characters to the left of the insertion point.

5. Shift – When typed in conjunction with a letter key, inserts a capital letter.

Cut and Paste

When you cut something, it is removed from its current location and placed on the clipboard. The clipboard
is a temporary storage area for data that can be accessed by any program on your computer.

1. Select the red paragraph.

2. In the Home tab on the ribbon, locate the Clipboard group.

3. Click Cut. The paragraph disappears from view, but is saved in the computer’s memory.

4. Move your insertion point to the space beneath the first paragraph.

5. Locate the Paste button in the Clipboard group. Hover over it and notice it is a split button.

Click the Paste button proper (not the list arrow) to move the selection to the new location.

Formatting Text
Changing text attributes
1. Select the second line in the first paragraph.
a. In the Font group, apply the Bold, Italic and Underline attributes.
i. Notice how the Underline button is a split button. Click the button proper.

b. Notice how the buttons darken when they are active. When the buttons are active, it
means that these formatting options are applied to the selected text.

c. Deselect the text to see the changes.

2. Select the third paragraph.

a. Click the Font drop-down list box and click a different font (CurlzMT).

COPY RIGHT© @2021/22 SET BY A. SH PAGE|13

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
i. Notice that the font names are in alphabetical order.

ii. Notice that, as you move your mouse over various fonts, Word shows you what your
selected text will look like with that font. This is called a Live Preview.

Tip: A “font face” can also be referred to as a “font name” or just a “font”.

b. Click the font size drop-down combo box and click a different font size (20). Notice the
Live Preview.

3. Select the first paragraph.

a. Using the list arrow next to the Font Color button change the font color to blue. Notice
the Live Preview as you mouse over the colors in the palette.

b. Also notice how the Font Color button proper changed from red to blue. The button
remembers the last color that was selected.
Formatting a Paragraph
Changing alignment
1. Select the first paragraph.

2. In the Paragraph group, find the Align Text buttons. Notice that the Align Text Left
button is selected (it is grey).

3. Change the alignment of the paragraph by clicking on the other buttons.

a. Align Left: Lines the text up against the left margin.

b. Center: Centers the text on the page. This is good for titles.

c. Align Right: Lines the text up against the right margin.

d. Justify: Lines the text up against the left and right margins, resulting in a cleaner look.
It accomplishes this by adding extra space between words as necessary (it doesn’t add extra space
characters; it just makes the space characters wider). Newspapers use this alignment.

Changing line spacing

1. With the first paragraph still selected, in the Paragraph group, click the Dialogue Box
Launcher to access more paragraph formatting options.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|14

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
2. On the Indents and Spacing tab, in the Spacing section, click the Line spacing drop-
down arrow, and click Double.

3. Click OK.
Changing paragraph indentation
1. With the first paragraph still selected, in the Paragraph group, click Align Left.

2. In the Paragraph group, click the Dialogue Box Launcher to access more paragraph
formatting options.

a. On the Indents and Spacing tab, in the Indentation section, click the Special drop-
down arrow, and click First line. Click ok.

b. Notice how the first line of the paragraph is now indented.

3. Hanging indent (all lines of a paragraph are indented except the first line) - using the
same instructions as in step 2 above, change the Special Indentation to Hanging. Click ok.
Again, notice the changes.

4. Deselect the text by clicking on a clear area.

Controlling the Appearance of your Document

Changing Page Margins
1. Click the Layout tab to access tools to change the appearance of your document.

2. In the Page Setup group, click Margins. A list will appear that will have your current
settings highlighted. Click Wide to see how it will affect your document.

3. Click Margins again and click Custom Margins at the bottom of the list.

a. When the Page Setup dialogue box opens, on the Margins tab, in the Margins
section click the arrows to change the top, left, bottom and right margins to 0.8”.

b. The Gutter setting is an extra margin that is only used if you want to bind your printed
pages together in some way (such as with a three-hole-punch). Leave this at 0”. c. Click OK.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|15

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
4. In the Page Setup group, click Margins again and notice how the margin list has now
populated with your customization.

Headers and Footers

A header is text that appears at the top of every page in your document. Similarly, a footer is
text that appears at the bottom of every page.

1. First, let’s insert a header.

a. Open Internet Policy.docx.

b. Tap toCtrl + Home get to the top of the document.

c. Click the Insert tab. In the Header & Footer group, click Header to open a list of
different header options.

d. Scroll down the menu to view all the options and click Blank.

e. Notice that a new contextual ribbon has opened called Header & Footer Tools. It has
one tab - Design.

f. Notice how Word is calling out the header section with a dotted-line.

g. Notice the words “Type here” enclosed in brackets on the left. This is a placeholder
for an area of the header into which we can enter content. It is colored gray, which means it is
already selected and ready for us to populate it with content.

h. Type “Internet Policy”.

2. Close header. This can be done in two ways:

a. On the Header & Footer Tools contextual ribbon, on the Design tab, click Close
Header and Footer.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|16

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
b. By double-clicking anywhere within the body of the document. (We’ll try this in a
minute)

3. Scroll down and notice that “Internet Policy” appears at the top of every page.

4. Also notice that the font color of the text in the header is light gray. This is not the actual
font color. Microsoft Word makes the header text display in light grey to show that the header is
not currently active.

5. Double-click on the header to make it active. Notice how the font color has changed to
its real color (black) and the document body text is now dimmed. Again, this is to show that the
header/footer is active, and the document body is not active.

6. Next, let’s insert a footer.

a. Note that, when the header is active, the footer is active as well. Scroll down to the
bottom of the current page and notice that there is a Footer section called-out with a dotted-line.

b. On the Header & Footer Tools contextual ribbon, on the Design tab, locate the Header
& Footer group. Click Footer to open a list of different footer options.

c. Again, scroll down the list to view all the options and then click Blank (Three
Columns).

d. What we’re going to do is, put our name in the left placeholder, the current date in the
center placeholder, and the page number in the right placeholder. There are tools on the Header
& Footer Tools contextual ribbon to facilitate this.

e. Click on the left placeholder to select it and type your name. Do not tap. Enter

f. Let’s make our name bold. How would we do this? Because there is no Bold button
visible, we have to switch to another ribbon. Click the Home tab, locate the Font group and
click Bold. (No need to highlight the name)
g. Note how our Header & Footer Tools contextual ribbon is no longer active since we
switched to the Home tab. To bring the Header & Footer Tools contextual ribbon back, click on
its Design tab.
h. Click on the middle placeholder in the footer to select it. On the Header & Footer Tools
ribbon, locate the Insert group and click Date & Time. When the dialogue box opens, click any
date format you wish under the Available Formats in the left pane.

i. Note the empty checkbox that says “Update automatically”. This would need to be
checked if you want the inserted date to change to the current date every time you open this
document.

ii. Click OK.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|17

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
i. Click on the right placeholder. On the Header & Footer Tools ribbon, locate the
Header & Footer group and click Page Number. A list of options will be shown about where
you want to insert the page numbers (see table below).

Top of Page Puts the page number in the header.

Warning: This will replace your entire header with
a new header!

Warning: This will replace your entire footer with

a new footer!
Page Margins Puts the page number in the left or right margins.
Current Position Puts the page number wherever your insertion point
is.

Bottom of Page Puts the page number in the footer.

j. Move your pointer to Current Position and a list of options will open. Scroll down the
list to the “Page X of Y” section and click Bold Numbers.

k. Double-click in the body of the document to close the Header and Footer Tools.

Adding Visual Interest

1. Changing the Page Background:

a. On the Design tab, in the Page Background group, click Page Color to display a
palette of colors.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|18

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
b. Mouse-over the colors and observe Live Preview changes to your document.
c. Click a color that is fairly dark (fourth row of Theme Colors).

Tip : The document’s text color

automatically changes to white when
a dark background color is selected.

2. Adding a Watermark:

a. On the Design tab, in the Page Background group, click Watermark to see a list
of semi-transparent messages that can be added to your document. Click on one of the
messages and note it’s insertion into the document. These messages will be printed should
you print the document.

You can also customize the watermark text. Click Watermark again and click “Custom
Watermark”. In the Printed Watermark dialogue box, find the Text field, click into it, delete the
existing text, and type some different text. Click OK.

What’s the difference between the?

“Apply” and “OK” buttons?
Apply will commit your changes
and keep the dialogue box open .
OK will commit your changes and
close the dialogue box.

3. Adding a Page Border:

a. To place a border around your document, on the Design tab, in the Page Background
group, click Page Borders. A Borders and Shading Dialogue Box will open.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|19

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
b. In the Borders and Shading Dialogue Box, on the Page Border tab, there are options
for customizing a border. As you click on different settings, styles, colors, etc. in the left and
center panes, note a preview in the right pane.

c. In the Borders and Shading Dialogue Box, on the Page Border tab, in the left pane,
click on the Box setting.

In the Borders and Shading Dialogue Box, on the Page Border tab, in the center pane, in the
Art drop-down list box, click the drop-down arrow. Scroll down and click a border style that
you like. Click OK to add the border.

Correction and Editing Tools

Find/replace
Scenario: In this document, we consistently misspelled a common jazz term. Instead of manually
correcting each misspelling, we will use Word’s find & replace tool to fix all of them at once.

Ctrl 1. Tap + Home to move your insertion point to the beginning of the
document.

2. On the Home tab, in the Editing group, click the Find button proper.

3. A Navigation task pane will open on the left,

Click into the Search document field and type “call and response”.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|20

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

4. Notice how the Navigation task pane displays each match, along with the text
surrounding the matched phrase.

5. Scroll down the body of the document. Notice all instances of the phrase “call and
response” are highlighted in yellow to make them easy to see.

6. In the Editing group, click Replace. This opens the Find and Replace dialogue.

7. In the Find and Replace dialogue, on the Replace tab, in the Replace with field, type
“call-and response” (the same phrase, but with dashes in between each word). Click Replace
All to perform the operation.

8. A dialogue box will appear telling you how many words have been replaced. Click OK.

9. Close the Find and Replace dialogue box.

Click the X to close the Navigation task pane.

Printing a Word Document

Print Preview
Still in grade.10 lab manual.docx

COPY RIGHT© @2021/22 SET BY A. SH PAGE|21

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Always preview before you print. That way, you won’t waste paper or ink printing unwanted
pages.

1. Click the File tab, and click Print.

2. Notice the Print Preview pane on the right. This shows you what your document will
look like when printed.

3. Note that the document’s blue background does not show up in the Print Preview. This
is because Word will not print a document’s background color unless you specifically instruct it
to do so (in order to save printer ink). This setting is located in Word’s Options screen.

4. Check the number of pages in your document by looking in the lower left of the Print
Preview pane.

5. Scroll down or use the right arrow to see page 2.

6. To see two pages of your document side by side, lower the zoom using the zoom slider
at the bottom right of the Print Preview pane.

7. If you need to amend your document, click the Back button to return to your document
and make all necessary changes.

Adjusting Print Settings

1. Click the File tab, and click Print.

2. In the center pane are options for printing. At the top is where you can designate a
printer.

3. The Settings section is where you can decide other things about how you would like your
document to print. For this class, we will cover how to designate which pages of your document
you want to print.
By default, Word prints all the pages in the document. However, this is not always what you
want. You can use the “Pages:” field to choose which specific pages you want to print. Point to
the Pages: field and note the large ScreenTip that describes how pages can be entered.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|22

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

a. Single page numbers can be entered if you just want to print 1 page.
Example: 2

b. Non-consecutive page numbers can be separated by commas.

Example: 1, 3

c. A range of page numbers can be expressed with the use of a dash between two numbers.
Example: 3-6

4. In order to launch the print job (which we are NOT going to do), you would click the
large Print button at the top of the center section.

Close Word without saving changes to the file.

Saving a Document under a Different Name

Sometimes, you want to save changes to a document, but you want to keep the original version
of the document. In this case, you can save your changes under a different file name.
Saving a Document in Different formats

If you send a Word document to someone using a previous version of Word, they may not be
able to open it if you save it formatted as a Word 2016 (*.docx) document. Word 2016 provides
an option to save the file in a format that can be opened by previous versions of Word.
However, this may result in some loss of formatting.

1. Click the File tab. Click Save As, and then click Browse.

2. In the Save As dialogue box, in the navigation pane, click Documents.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|23

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
3. In the Save as type: field, click to open a list of file types:

4. In the list of file types, click Word 97-2003 Document (*.doc).

5. Notice how the file name now has an extension of .doc. Click Save.

6. A Microsoft Word Compatibility Checker window pops up. This alerts us to the fact
that some formatting may be lost when we save in an older file format. Click Continue.

7. Notice what happened to the price text. The formatting is completely gone! The
page background also turned gray. What happened?
a. Notice that the file name in the title bar says Compatibility Mode. This means it is
showing you what the document looks like when viewed in an older version of Microsoft Word.

b. Also notice how the Text Effects and Typography button that we used before looks
grayed out. Click on it. Nothing happens. Point to the button and look at its screen tip. This
feature is not available in older versions of Word. That is why the price text lost its formatting.
Certain tools are unavailable in this document because it is saved in an older file format.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|24

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

PDF
Another saving option is to save a Word document formatted as a PDF (Portable
Document Format). One benefit to using this format is that it is widely supported
across all computer and mobile devices. Nearly all computers come pre-installed
with software that can open PDF files. If your computer does not have this software,
you can download software called “Adobe Acrobat Reader DC” for free. This
makes PDF an ideal choice for sharing files with people who do not have Microsoft
Word.
you must open the original Word document, make the change there, then re-save it as a PDF.

1. Open Car Sale Flyer Revised.docx.

2. Use the Save As function again but choose PDF as the file format.

3. Before clicking Save, notice the checkbox that says Open file after publishing. If
checked, then the PDF file will be opened in Adobe Reader as soon as the Save operation is
complete. This gives you the chance to inspect the PDF file to make sure it looks OK. Leave it
checked.

4. Click Save.

5. Notice how Adobe Acrobat Reader opens after a few moments.

6. Be aware that, the PDF file you’ve created does NOT automatically update whenever
your Word document updates! This means that, if you change your Word document, you will
need to re-save it as a PDF.

7. Close the PDF window.

8. Close the PDF window.

9. Close all open Word documents.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|25

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Protected View
Protected View is a security feature that helps to protect your computer from viruses that reside
inside Word documents (notably, from files that were downloaded from the Internet, such as from
email attachments). Protected View protects your computer from viruses, but prevents you from
editing or printing the document. If you trust the source of the document, you can deactivate
Protected View in order to edit and print the document like normal.

1. We are going to download a Word document from the Internet

2. Notice the title bar and warning. The document has opened in Protected View because
we downloaded it from the Internet.

a. Look at the Status Bar at the bottom of the screen and notice we are currently in Read
Mode. Documents that open in Protected View are opened in Read Mode by default.

b. Click Print Layout to see what the document “actually” looks like.

3. Click the File tab, then click Print.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|26

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
4. Notice the warning about printing a Protected View document. It is not possible to print
without clicking that “Enable Printing” button first. Clicking this button will also enable editing
and take the document out of protected mode.

5. Close Word.

Bulleted/Numbered Lists

When you want to present a list of items in a document, you will usually want to put each item
on its own line. There are several different types of lists in Word:
Bulleted Lists
Use Bulleted Lists when the order of the items is not important (for example, a shopping list).

1. Open a new blank Word document.

2. Type “Grocery List” andEnter tap to get to a new line.

3. On the Home tab, in the Paragraph group, click the Bullets button proper. This tells
Word to create a new list.

4. Let’s populate our list with some items:

a. Type “milk”;Enter tap

a. Type “bread”; tapEnter

b. Type “eggs”; tap Enter

5. Click the Bullets button proper again. This will end your list.

6. Notice how each word is on a separate line and proceeded by a bullet.

a. Type “Bake for 1 hour”; tap Enter
2. Click the Numbering button proper to end your list.

Multilevel Lists

COPY RIGHT© @2021/22 SET BY A. SH PAGE|27

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Use Multilevel Lists when you want to create an outline of items, where each item can have its
own sub-list of items.

1. Type “Inventory” andEnter tap.

2. On the Home tab, in the Paragraph group, find the Multilevel List button.

a. Notice how this is a one-part button, unlike the

others which were split buttons.

b. Click on Multilevel list. A menu of styles will open.

Hover your mouse pointer over the various styles to view
them.

c. In the List Library section, click the option which is

next to “None”.

Numbered Lists
Use Numbered Lists when the order of the items is important (for example, a recipe).

3. Type “Cookie Recipe”, thenEnter tap to get to a new line.

4. On the Home tab, in the Paragraph group, click the Numbering button proper.

5. Let’s populate our list with some items:

a. Type “Preheat oven”; tap Enter

b. Type “Mix ingredients”; tap Enter

c. Type “Bake for 1 hour”; tap

6. Click the Numbering button proper to end your list.

Multilevel Lists

COPY RIGHT© @2021/22 SET BY A. SH PAGE|28

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Use Multilevel Lists when you want to create an outline of items, where each item can have its
own sub-list of items.

3. Type “Inventory” andEnter tap .

4. On the Home tab, in the Paragraph group, find the Multilevel List button.

a. Notice how this is a one-part button, unlike the

others which were split buttons.

b. Click on Multilevel list. A menu of styles will open.

Hover your mouse pointer over the various styles to view
them.

c. In the List Library section, click the option which is

next to “None”.

5. Multi-level lists are trickier than normal lists because you have to tell Word what level
to place each list item on.
a. Using the Enter key will create a new item at the same level.

b. Using the Tab key will move an item to a lower level. (Indented more)

c. Using Shift + Tab will move an item to a higher level. (indented less)
6. Let’s try this by populating our list with some items.
a. Type “Office”; tap Enter

b. Tap Tab ; type “Desk”; tap Enter

c. Tap Tab ; type “Top drawer”; tap Enter

d. Tap Tab ; type “pencils”; tap Enter

e. Type “stapler”; tap Enter

COPY RIGHT© @2021/22 SET BY A. SH PAGE|29

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
f. Type “ruler”; tap

g. Hold toShift and tap Tab move to one higher level

h. Type “Middle drawer”; tap Enter

i. Tap Tab ; type “paper”; tap Enter

j. Type “tax forms”; tap Enter

k. Hold Shift and tap Tab twice to move to two higher levels
l. Type “Filing cabinet”
7. When finished with your list,Enter tap until no more bullets appear. This is another
way of ending a list.

Tables
Word allows you to insert tables into your document. Tables consist of the following elements:

•Row: Runs horizontally (left to right)

•Column: Runs vertically (up and down, like on a Roman building)
•Cell: The intersection of a row and column. You can type text into each cell.

“Select Table” Button Column Mention Handout 5

Row
Resize Handle

Inserting a Table
1. Open a new blank document in Word.
2. Click the Insert tab and in the Tables group, click Table .
3. Move your Pointer over the squares in the Table Pane to determine the
size of your table. Notice how the squares change color and the
di mensions are given at the top. The dimensions list the number of
columns first, then the number of rows.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|30

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
4. When you have a 7-column x 5 row table, click the left mouse button. Your table will be
inserted wherever your insertion point was located in the document.
Moving around a Table
You can move between cells in a number of ways:

1. Confirm that your blinking cursor/ insertion point is inside of the first cell.

2. Tap the atTab key. This moves your insertion point one cell to the right. Tapping Tab the
end of a row will
move the insertion point to the first cell of the next row.

3. You can also use the directional arrows to move the insertion point from cell to cell. Try it.

4. Lastly, you can click in a cell to move the insertion point. Try it.

5. Move the insertion point to the very last cell of the table and thenTab tap. Notice
how it created a new row.
Entering Information into a Table
We are going to enter the days of the week in the cells in the first row. An autocomplete feature
will assist in this task.

1. Click in the first cell (the left-most cell) of the first row.

2. Type the first 4 letters of Monday.

a. Notice the autocomplete feature which pops up after typing the 4th letter. Tap toEnter
take accept the autocomplete suggestion.

b. Before you continue, note that this is the only advisable time to tap in aEnter cell.
Otherwise, you will create a new line in the cell. Tap again. Notice how Enter
it inserted a new line underneath Monday. This is what happens when Enter is tapped
without an autocomplete suggestion. Tap to delete the new line.
Backspace
c. Tab the keyTab to move to the next cell, and use autocomplete again to type the next
day of the week. Keep going through Sunday.

Selecting Parts of a Table

To format your table, you must know how to select individual cells, columns, and rows, as well
as the entire table.

1. Selecting a Cell: Move your pointer to the left edge of an empty cell in the second
column until a small black arrow appears, then click. Note the inside of the cell becomes grey.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|31

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
This means the cell is selected. Use the select cell cursor to click and drag across several cells
to select multiple cells.

2. Selecting a Column: Move your pointer to the top of a column until a small downward
pointing black arrow appears. This is the select column cursor. When you see this cursor, click
to select the column. Click and drag to select several columns.
3. Selecting a Row: Move your pointer to an area to the left of the second row until the
pointer changes to a right pointing white arrow. This selects row cursor allows you to select
an entire row with a click. If you have clicked in the right place every cell in the row should be
selected.
You may note that when you click to select the row, new items appear on the screen. You may see
a mini toolbar offering a toolset that can be used to perform actions upon the selected row. The
other object is an Insert Control feature which we will be covering further on.

4. Click the select row cursor and drag to select several rows.

5. Selecting the entire table: Click the Select Table button that appears at the top left
corner of the table. Click in a clear area off the table to deselect the table.

Resizing Rows and Columns

1. To adjust the width of a column, point to the vertical border between two
columns so your pointer changes into a double arrow. Then you would click and drag
the line where you want it. Use this resizing cursor to make the first column wider.

2. To adjust the height of a row, point to the horizontal border between two rows
so your pointer changes into a double arrow. Use this resizing cursor to make the first
row higher.

Inserting Rows and Columns

Insert Control feature
The insert control feature utilizes an interface we noticed when we were in the process of selecting
various sections of the table. The tool will appear when pointing to the left or top border of the

COPY RIGHT© @2021/22 SET BY A. SH PAGE|32

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
table and in the general vicinity between two rows or two columns. As opposed to other insertion
methods, this tool facilitates an insertion without having to select any particular portion of the
table. When the tool is completely in focus, it will turn from grey to blue and can then be clicked
to perform an insertion. It will insert a row below the insert control tool or a column to the right
of it. Let’s try it.

1. Point to the left border of the table and move your mouse until you see the blue insert
control tool on the border between the first and second row. Click the +. Note it inserts a row
below the first row. Click Undo.
2. Point to the top border of the table and move your mouse until you see the blue insert
control tool on the border between the first and second column and click the +. Note it inserts
a column to the right of the first column.
3. Click Undo.
Ribbon method
Note that, when you have any part of a table selected, a new contextual ribbon
appears called Table Tools. This contextual ribbon has two tabs, Design and
Layout.
Unlike the limited functionality of the insertion control feature, there are tools on the ribbon which
will allow the insertion of a row above an existing row or to the left of a column as well as
insertion below and to the right. However, prior to using the ribbon tools, the insertion point must
be inside a cell in the table. The ribbon tools will delete rows above or below the selected cell and
columns to the left or right of it.

1. Click in the first cell in the first row (it has Monday in it).

2. On the Table Tools contextual ribbon, click the Layout tab.

3. In the Rows & Columns group, click Insert Left. Note the new column inserted to the
left of the first column. Click Undo.

4. In the Rows & Columns group, click Insert Above. Note the new row inserted above
the second row.

5. Click Undo.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|33

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Right-click menu
Row and column insertion tools are also available on a right-click menu. Again the insertion point
must be inside a cell.

1. Click in the first cell in the first row.

2. Maintain cursor focus on the selected cell and right-click.

3. Point to Insert and then click Insert Rows Above. Note the new row inserted above.

4. Click Undo.

Deleting Rows and Columns

Both the ribbon and the right-click menu have tools to delete rows and columns. The ribbon tool,
named Delete, can be accessed when the insertion point is in a cell in the row or column to be
deleted. The right-click menu offers a specific delete button when the row or column is selected
first.
Ribbon method

1. Click in the third cell in the first row (Wednesday).

2. On the Table Tools contextual ribbon, click the Layout tab.

3. In the Rows & Columns group, click Delete. On the menu click Delete Columns. Note the
column with the Wednesday cell disappears. Click Undo.

4. In the Rows & Columns group, click Delete. On the menu click Delete Rows. Note the row with
the Wednesday cell disappears. Click Undo.
Right-click menu

1. Select the row with the Wednesday cell in it.

2. Maintain cursor focus on the selected row and right-click.

3. Click Delete Rows. Note the deletion. Click Undo.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|34

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
4. Select the column with the Wednesday cell in it.

5. Maintain cursor focus on the selected column and right-click.

6. Click Delete Columns. Note the deletion. Click Undo.

Formatting a Table
1. Insert a new row above the first row.

2. Select the first row.

3. Let’s apply some formatting to the first row.

a. On the Table Tools contextual ribbon, click the Layout tab. In the Merge group, click
Merge Cells. Those seven selected cells will now function as a single cell.

b. Type the word “schedule” into the still selected cell.

c. On the Layout tab, In the Alignment group, use the ScreenTips to find Align Center.
Note there are several different options for aligning text in a cell.

d. Click Align Center.

e. On the Table Tools contextual ribbon, click the Design tab. In the Table Styles group,
click the list arrow section of the Shading split button. A menu of colors will appear.

f. Move your pointer over the colors to see a Live Preview and then click on any color you
like. Notice that only the selected cell is shaded.

4. Select the entire table by clicking on the Select Table button.

5. On the Table Tools contextual ribbon, on the Design tab (you may need to make the
Design tab active), in the Borders group, click the Dialogue Box Launcher. This dialogue gives
you fine-grain control over your table’s borders.

a. In the Borders tab, under Setting, make sure All is selected.

b. Scroll through the Style Menu and as you click on different options, see the preview in
the preview pane on the right. Click whatever style you prefer.

c. Click the Color list arrow and choose a color from the menu.

d. Click the Width list arrow and choose a width.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|35

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
e. Click Ok to apply your changes.

f. Deselect the table so you can view the border better.

6. To move your table, click on the Select Table button and drag your table down the page
a little.
Then drag it back to where it was.
Do NOT move the table into the top margin, or else it could get stuck.

7. To resize your table, locate the small square at the bottom right of the table. This is a
Resize handle. Point to it and notice that the pointer changes to a white arrow with two ends.
Click and drag towards the center of the table. This action resizes the entire table
proportionally, so all the row and columns get resized by the same amount.

8. Click Undo to return the table to its original size and position. You may have to click it
multiple times.

Text Boxes
A text box is a freestanding object that can contain words. Let’s insert a text box.

1. Deselect the star object.

2. Click on the Insert tab. In the Text group, click Text Box. A menu of Built-in text box
styles will appear. However, to have more control over format, placement and size, we will draw
our own text box. Click Draw Text Box.

3. Click into your document where you want the text box to start and drag diagonally and
to the right to where you want it to end.

4. The insertion point within the text box indicates that what you type will be inserted there.
Type your name.

5. Resize the text box to just fit around your name.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|36

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
6. To move your text box, make sure it is selected, then move your pointer to the edge of
the box until a move cursor appears . Then click and drag your text box to the center of the
star shape.

7. Note that the text box has a black border and it is also filled with white color.

8. You can change formatting of the text box by using tools on the Drawing Tools
contextual ribbon.

a. With the text box selected, on the Drawing Tools contextual ribbon, click the Format
tab. In the Shape Styles group, click Shape Outline, and click No Outline.

b. Next, In the Shape Styles group, click Shape Fill and click No Fill. Deselect the text
box.

Insert Pictures
We insert pictures via Online Pictures or insert images of your own into a document. These
images can be ones that you’ve made yourself (like photos taken with a camera) or ones that
you’ve downloaded from the Internet. We have placed a couple of pictures on the flash drive
for you to use in this section.
Inserting a Picture

1. Open a new blank Word document.

2. Click the Insert tab. In the Illustrations group, click Pictures.

3. In the Insert Picture dialogue box, navigate to the pictures and click ai.jpg.

4. In the dialogue box, click Insert.

Creating a Quick Part

1. Close any Word documents you have open and open a new, blank document.

2. Type Montgomery County-Norristown Public Library into the document and highlight
it.

3. Bold it and change the font size to 14. Do not deselect the text.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|37

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
4. On the Insert tab, in the Text group, click the Explore Quick Parts button and click
Save Selection to Quick Part Gallery.

A dialogue box opens. In the Name field, replace the content with a code such as m1. The code
is very important because this is what you will type to retrieve your quick part. Make it short but
understandable.

Creating a Cover Page

1. Place your insertion point in front of the word Services.

2. Click on the Insert tab. In the Pages group, click Cover Page. Click the Integral
template.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|38

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
3. Click into the [Document title] field (be sure you click on the words “Document” or
“title” and not an empty space). The field becomes selected and you can type “Manual of
Operations”. Note that this field is formatted to display all letters in capitals.

4. Type “Circulation Desk” into the [Document subtitle] field.

5. On the right side, note the section labeled ABSTRACT.

a. Click in the bracketed field underneath the word Abstract. Note a label appears with the
name of the field, Abstract.

b. Replace the text in the brackets with “Defines the duties of the circulation staff.” Do not
tap. Just leaveEnter the insertion point where it is.

6. Click on the word all underneath the abstract field. Note a label appears with the name
of the field, Author.

a. Unlike the other fields, this field came pre-populated. It contains the word “all” because
that’s the name of the Windows profile on the lab computers.

b. Change the author field to “Adult Services Department”.

7. We are going to delete the Course Title Field. To do this Right-click on the field and
click Remove Content Control.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|39

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Creating a Header & Footer
1. On the next page of our document, place the insertion point in front of the word Services.

2. On the Insert tab, locate the Header & Footer group and click Header. Scroll down
the alphabetical list of Built-in styles until you see Integral. Click the Integral style. Note how
the header automatically populates with the title we typed on the cover page. This is because we
typed the title into a field and the header is referencing the same field.

3. On the Header & Footer Tools ribbon, find the Footer button and click it. Click the
Integral style.
Similar to the title in the header, it auto-populated the footer with the contents of the author field.

4. Close the Header & Footer ribbon.

Creating a Table of Contents

A table of contents can be generated when certain sections of the text in a long document are
assigned a “Heading Style”. Our outline format helps us to determine the heading styles we want
to use. We are going to create a table of contents which will display four levels of content in our
outline.
Observe the two pages of our document and note that the highest levels content in our outline are
“1. What Is a Proxy Server?” and “2. Benefits of a Proxy Server”. We will assign a Heading 1 style
to them.

a. Make sure the Home tab is active.

b. Click on the word “What Is a Proxy Server?” and in the Styles group, click on Heading
1. Note how the numbering is removed.

c. Click on the word “Benefits of a Proxy Server” and in the Styles group, click on Heading 1

2. Second level content is under the letters in the outline.

Under the What Is a Proxy Server section, click (one at a time) the second level content “Forward
Proxy”, “Transparent Proxy”, and “Anonymous Proxy” and in the Styles group, click on Heading
2 for each.
Note as you eliminate some of the numbered list items, replacing them with heading styles, the list
loses some integrity (numbering can become continued from previous sections when that was not
the original intent). Eventually we will eliminate most numbering so that shouldn’t be an issue.

a. Under the Benefits of a Proxy Server section, click (one at a time) “Enhanced
security:”, “Private browsing, watching, listening, and shopping:”, “Access to location-
specific content:”, and “Prevent employees from browsing inappropriate or distracting
sites:” and click on Heading 2 for each.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|40

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
3. We are not done assigning our headers yet, but let’s create a Table of Contents to see
what the outline of the document looks like so far.

a. We want our Table of Contents to go at the very top of our document so move the
insertion point to the top of the first page (at the beginning of the Services header).

b. Click on the References tab on the ribbon.

In the Table of Contents group, click Table of Contents and click Custom Table of Contents.
This option will allow us to add as many levels of content as we want.

a. In the Table of Contents dialogue box, on the Table of Contents tab, in the General
section, on the Format menu, click Distinctive.
b. Then, spin the Show levels button to “5”. This means that the table of contents will show
headers that have up to the “Header 5” style.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|41

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
c. Click OK in the dialogue box and observe the Table of Contents.

4. In order for the table of contents to show the document’s updated outline, it must be
updated.

a. Click the References tab and locate the Table of Contents group. Click Update Table.

b. A dialogue box appears, asking us what parts of the table of contents we want to update.
Because we’ve modified the outline of the document by adding some headings, click Update entire
table and click OK. This is usually the option you always want to choose because it ensures that
the entire table is completely up to date.

Scroll to the top of the document to view the updated Table of Contents.
Navigating the Document
By organizing your document using Header styles, not only can you create a Table of Contents, but
you can also jump around to specific sections with ease.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|42

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual
Using the Table of Contents

1. Scroll to the Table of Contents.

2. Hold downCtrl the key.

3. Click on the “Benefits of a Proxy Server” section.

4. Notice how the screen has jumped down to that section.

Using the Navigation Task Pane

1. Click on the View tab.

2. In the Show group, click the Navigation Pane checkbox.

3. Notice an outline of the document has appeared on the left.

4. Click on the Services heading in the Navigation task pane.

5. Notice how the screen has jumped up to that section.

The Navigation task pane also shows you what section your insertion point is in:

1. Move the insertion point to somewhere inside of the Resources section.

2. Notice how the Resources section lights up in the Navigation task pane.

3. Close the navigation pane.

Adjusting the Indentation

1. Select the two list items under the Price heading.

2. In the Home tab, in the Paragraph group, click dialogue box launcher icon.

3. Under the Indentation section, change the Left text box to “0.3” and click OK.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|43

Sululta Secondary School ||Information Communication Technology||Word Processor Lab Manual

Repeat these steps for every section.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|44

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

Microsoft PowerPoint
Microsoft® Office

Introduction
Microsoft PowerPoint 2016 or 2019 is presentation software that allows you to create dynamic slide
presentations that include animation, narration, images, videos, Screen Recording and more. These
features are meant to accompany the oral delivery of the topic.
Originally designed for the Macintosh computer, the initial release was called "Presenter",
developed by Dennis Austin and Thomas Rudkin of Forethought, Inc. In 1987, it was renamed to
"PowerPoint" due to problems with trademarks. In August of the same year, Forethought was
bought by Microsoft for $14 million USD ($29.1 million in present-day terms), and became
Microsoft's Graphics Business Unit.
As of 2012, various versions of PowerPoint claim 95% of the presentation software market share,
with installations on at least 1 billion computers. Among presenters world-wide, this program is
used at an estimated frequency of 350 times per second.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|47

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
K

The File tab provides a Backstage view of your Notes pane: Type any notes you want to use during a
document. Backstage view gives you various presentation here.
options for saving, opening a file, printing, or
sharing your document. Instead of just a menu, it
is a full-page view which makes it easier to work
with.
Quick Access Toolbar: Contains common Zoom slider: Click and drag the slider to zoom in or
commands such as Save, Undo, Redo, Start out of a slide. You can also use the + and – buttons.
Slideshow, Print and Customize. You can add
more commands as well.

Title bar: Displays the name of the program you View buttons: Use these buttons to quickly switch
are using and the name of the presentation you are between Normal, Slide Sorter, Reading View and
currently working on. Slide Show views.
Close button: Click here to close the current Status bar: Displays information about your
presentation. If only one presentation is open, presentation, such as your current location in the
clicking this button will close the PowerPoint presentation. Right-click the status bar to specify
program as well. what information is shown.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|48

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
Ribbon: The tabs on the Ribbon replace the User accounts Signed in
K
menus and toolbars found in previous versions of
PowerPoint.
Slide pane: Displays the slide you are currently
working on.

Quick Access Toolbar

The Quick Access Toolbar is located all the way to the left Save Undo Customize
on the title bar. It contains frequently used commands and
can be customized using the drop-down menu.
Read about redo and undo under word processor

1. Click the Customize Quick Access Toolbar

button, check New on the menu. Notice how a new button Redo/Repeat Start Slideshow
has appeared.

2. Click the Customize Quick Access Toolbar button again and select Show Below the
Ribbon. This repositions the toolbar to be below the ribbon.

3. Note that when the toolbar is below the ribbon, it customizes button is very difficult to
see, due to its white color in 2016 version but it looks like the below fig. in 2019 version.

4. Move the Quick Access Toolbar back above the ribbon by clicking the customize
button and selecting Show Above the Ribbon.

Ribbon
The Ribbon contains all of the tools that you use to interact with your Microsoft PowerPoint file.
It is located at the top of the window. All of the programs in the Microsoft Office suite have one.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|49

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
Tabs
Commands are organized into tabs on the Ribbon. Each tab contains a different set of commands.
There are three different types of tabs:
• Command tabs: These tabs appear by default whenever you open the PowerPoint program. In
PowerPoint 2007, the Home, Insert, Design, Animations, Slide Show, Review and View tabs
appear by default.
• Contextual tabs: Contextual tabs appear whenever you perform a specific task and offer
commands relative to only that task. For example, whenever you select a picture, a Picture Tools
tab appears in the Ribbon.
• Program tabs: If you switch to a different authoring mode or view, such as Print Preview,
program tabs replace the default command tabs that appear on the Ribbon.

Read more about Ribbon and tabs under Word processor.

Understanding the Ribbon

Contextual taps
Command taps

Button Group

Buttons with Arrows

Note that some buttons have images on them and some have images and an arrow. The arrow
indicates that more information is needed to carry out the function of the button. Some arrowed
buttons have two parts: the button proper and the list arrow.

•A one-part arrowed button, called a menu button, will darken completely when you point to
it:

COPY RIGHT© @2021/22 SET BY A. SH PAGE|50

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
1. In the Drawing group, point to the Shapes button.

2. Note there is no difference in shading between the left and right of the button when
you point to each section.

•On a two-part arrowed button, called a split button, only one section at a time will darken
when you point to it.

1. In the Slides group, point to the top part of the New Slide button. This is the “button
proper” section of the button. Note how it is darkened separately from the arrow portion of
the button.

2. Point to the bottom portion, the section with the arrow. This is the “list arrow”
section of the button. Note how it is darkened separately from the left portion.

3. The button proper is the section of a two-part button that will carry out the default
option or the last used option.

4. The list arrow section will open an options menu.

Customize the Ribbon

It is possible to add your own, customized tabs to the ribbon. Although you will rarely need to
do this in your everyday usage, our goal here is to expose you to the extent to which the
PowerPoint environment can be customized.
To demonstrate this, will create a new tab containing our favorite tools.

1. Right-click in a clear space on the ribbon and click Customize the Ribbon. This opens
a dialog box.

2. Click on the New Tab button, located beneath the right pane.

3. Notice how a new tab called New Tab (Custom) has appeared in the list on the right.

4. Notice how our new tab contains one group called New Group (Custom).

5. Let’s assign a name to the new tab and its group.

a. Right-click on the words New Tab (Custom) and click Rename.

b. In the Rename dialog, type your first name and click OK.

c. Right-click on the words New Group (Custom) and click Rename.

d. When renaming a group, it presents you with a grid of icons. You may optionally choose
an icon that you would like to associate with the group. Group icons are used for when a group
is added to the Quick Access Toolbar.

e. Type Favorite Tools into the Display Name field and click OK.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|51

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
6. The left pane contains the buttons that are available to us.

a. Confirm that Favorite Tools group is selected (has a dark background). If it is not
selected, click on it to select it.

b. Click on New File in the left pane and then click the Add button.

c. Click on New Slide in the left pane and then click the Add button.
Click on OK at the bottom of the PowerPoint Options dialogue box.

7. Click on the tab you created to view its contents.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|52

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
Workspace
Underneath the Ribbon is the workspace.

1. The section on the left is the Slide Navigation Pane.

a. The Slide Navigation Pane displays a thumbnail of each the slide in your presentation.

b. Clicking on a slide in this area causes the slide to be displayed in the Slide Pane on the
right, which allows you to edit the slide.

c. The slide that is currently being displayed in the Slide Pane has an orange border around
it. d. The Slide Navigation Pane is resizable.
i. Point to the grey vertical line.

ii. Notice how tour cursor changes to a resize cursor. iii. Click and drag to
resize.

2. The large section on the right is called the Slide Pane. It displays the active slide (the
slide that is selected in the Slide Navigation Pane).

3. In the Status Bar, click the Notes button.

a. Notice the words “Click to add notes” has appeared above the status bar. This is called
the Notes pane.

b. The Notes pane is used for adding notes to a slide that only the presenter can see. These
notes are not visible during the slide show, but they can be printed.

c. Click the Notes button again to hide the Notes pane.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|53

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

4. In the Status Bar, click the Comments button.

a. Notice the pane on the right. This is called the Comments pane.

b. Comments allow you to write messages to the other people who are editing the
presentation (or even to yourself). They are useful for collaboration. Comments are not visible
during the slide show.

c. Click the Comments button again to hide the Comments pane.

Managing a Presentation
When PowerPoint opens, it will display a blank presentation ready for you to start working
with. The words that you type and the formatting that you use become your presentation.
Entering content
Let’s enter a title into the first slide of our presentation.

1. Click in the text box that says Click to add title. This is called a placeholder. We will
talk more about placeholders later.

2. Type Sululta Secondary School.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|54

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

Saving your presentation

Each presentation you create is temporary unless you save it as a file with a unique name and
location.

1. Prepare your save to location.

2. Click on the File tab, click Save As, then click Browse. A Save As dialogue box will open.

3. When the Save As dialogue box opens, use the folders/navigation pane to navigate to the
Desktop. Be sure the address bar indicates a save location of This PC→Desktop.

4. In the File name field, name your file “My First Presentation”.

5. Click Save.

Back-up savings
It is important to save your work routinely, just in case PowerPoint crashes or your computer
crashes.
To do this, click the Save button on the Quick Access Toolbar. If you want to keep your
original document and save your changes to a new file, choose Save As… from the File menu.
Microsoft Office applications, including PowerPoint, include a feature called Auto Recover that
autosaves your file every 10 minutes so it can be recovered in the event that your computer crashes
or PowerPoint crashes. However, it’s best to frequently save changes yourself by clicking the Save
button to ensure that your most recent changes are saved.
Closing a presentation

1. Close the presentation by clicking on the Close button on the File Tab.

2. If you choose to close by click on the red X in the top corner of the window, you will not
only close the presentation but the program as well.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|55

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
Creating a new blank presentation
If you followed Step 1 above to close, the PowerPoint program is open, but there is no presentation
to work in.

1. On the File Tab, click New. This will open a view where you can choose a presentation template.

2. Click on Blank presentation. Note that our new presentation has a default name of Presentation 2

Getting Started with Slides

Placeholders

1. Open a new, blank PowerPoint presentation if one is not already open.

2. Note the slide on the right side of the work area.

3. Note the areas on the slide that are enclosed by dotted borders. These are called placeholders.
Placeholders are essentially suggestions on how to layout your slide. They can contain many
different items, including text, pictures, and charts.

Slide Layouts

Placeholders are arranged in different layouts that can be applied to existing slides, or chosen when
you insert a new slide. A slide layout arranges your content using different types of placeholders,
depending on what kind of information you might want to include in your presentation.

1. When PowerPoint is first opened to a new presentation, the first slide will always be a Title Slide layout.
2. To check this, on the Home tab, in the Slides group, click on the Layout button. Note that the layout of
the slide, Title Slide, is “lit up” or selected.

Customizing Slide Layouts

1. Let’s open PetSlideShow.pptx. We are going to use this presentation to practice working with
slides.

2. Take a look at the slides to get an idea of the scope of the presentation.

3. Select Slide 3. Note the location of the two text boxes on the slide.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|56

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
4. In the Slides group on the Home tab, click on the Layout button.

5. Note that the selected layout is named Title and Content.

a. Change the layout by clicking on the Section Header option.

b. Note how the location of the text boxes on Slide 3 has changed.

6. Select Slide 2.

7. Let’s delete one of the placeholders on this slide.

a. Position your mouse on the left dotted border of the “Click to add text”
placeholder so it changes to a move cursor (see image at right).

b. Click the border to select it. Clicking inside the text box will put the text box in edit
mode.

Backspace or Delete
c. Press on your keyboard.

8. Let’s add a text box to the slide:

a. Click on the Insert tab on the Ribbon and then, in the Text group, click the Text
Box button. Your cursor will turn into and upside-down cross (see image at right).
b. Click, hold and drag your mouse to draw a text box.

c. If you don’t enter any text, the text box will disappear when you click outside of
it. Click outside the text box.

Working with Slides

Insert a new slide

1. Select Slide 1.

2. Click the bottom half of the New Slide button. This allows you to choose which layout the
new slide should use.

3. Click a Two Content slide layout.

4. Now, click the top half of the New Slide button.

5. Note a new slide was created with the Two Content layout. Unlike the bottom half, clicking
the top half of the new slide button does NOT let you choose the layout of the new slide. It
sets the layout of the new slide to be the same layout as the current slide (with one exception:
if the selected slide uses the “Title” layout, the new slide will use the “Title and Content”
layout).

COPY RIGHT© @2021/22 SET BY A. SH PAGE|57

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
6. Undo the two new slides.
Copy and paste a slide
We need Section Header type of slide just like our Slide 3 to separate our Adoptable Dogs from
other types of pets that we have pictures of. The easiest way to do this is to copy Slide 3 and
paste it where we want it to go.

1. Select Slide 3 (the “Man’s Best Friend” slide).

2. In the Clipboard group on the Home Ribbon click the Copy button.

3. Click in the space between Slide 6 and Slide 7 on the Slide Navigation Pane. Note the orange
horizontal line that appears.

4. Click the Paste button in the Clipboard group. (Note: we will edit the content later)
Duplicate a slide
Duplicating a slide copies the selected slide and, in one step, pastes it directly underneath

1. Select any slide.

2. Click the bottom half of the New Slide button.

3. Click Duplicate Selected Slides from the options menu.

Delete a slide

1. Select the slide you just duplicated.

2. Press Backspace or Delete on your keyboard.

Move a slide
The Slide Navigation Pane can be used to rearrange slides.

1. Select Slide 6 (“Salinger”).

2. Click and drag the slide thumbnail upwards until it is underneath Slide 4 (“Components of AI”).

COPY RIGHT© @2021/22 SET BY A. SH PAGE|58

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
Let go of the mouse when it is in the correct position.

Managing Slides and Presentation

(Still using PetSlideShow.pptx)

Slide Views
We just moved a slide using the Slide Navigation Pane in Normal View. However, this
approach can be difficult if you have a large number of slides in your presentation. Using a
different view of the slides can help make rearranging them easier.
1. On the status bar, find the Slide Sorter view and click on it. This view makes it easier to
visualize your slide show.

2. Use the zoom slider so you can see all slides (around 70%).

3. Let’s move the Example slide (Slide 5) back to her original position following Android (Slide 6).

a. Click and drag the Example slide (Slide 5).

b. Let go when slide is correct.

4. Click on the Reading View and note that the active slide is displayed in nearly full screen.
There are navigational controls on right side of the status bar to move between slides.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|59

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

5. Click on the Slide Show view. Note there is no status bar nor any readily apparent navigational

tools.

a. Hover your mouse over the lower left corner of the slide and note the controls there.

b. Use the keys on your keyboard (including the arrow

keys,) Page Up and Page Down , Space Bar , and Enter to
move through the slides in Slide Show view.
c. Press the key Esc to end the slide show. We will talk more about Slide Show view later.
6. Return to the Normal view .
Organizing Slides into Sections
You can organize your slides into sections to make your presentation easier to navigate. Sections
can be collapsed or expanded in the left pane and named for easy reference. In this example,
we will add two sections: one for dogs that are available for adoption, and another for cats and
other pets.
Let’s create a section that includes the slides on Adoptable Dogs.

1. Select Slide 3 as this is the slide that we want for the beginning of the section.

2. On the Home tab, in the Slides group, click the Section command.

Choose Add Section from the drop-down menu. An Untitled Section appears in the left pane.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|60

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
3. To rename the section, right-click on the section and click Rename Section.

4. Enter “Artificial Intelligence” in the dialogue box, then click the Rename button.

5. Point to the triangle next to the Artificial Intelligence section name. Note that the ScreenTip
says Collapse Section.

Collapse Section

6. Click on the triangle to collapse the section.

7. Note that the Artificial Intelligence section includes all the remaining slides in the
presentation.

Applying a Theme
A theme is a predefined combination of colors, fonts, and effects that can be applied to your
presentation. PowerPoint includes built-in themes that allow you to easily create professional-
looking presentations without spending a lot of time formatting.
You've already been using a theme, even if you didn't know it. The theme is called Office
Theme, and it consists of a white background, the Calibri font, and primarily black text. Themes
can be applied or changed at any time.
Why Use Theme Elements?
If you're using theme elements, you'll probably find that your presentation looks pretty good. All
of the colors will work well together, which means you won't have to spend as much time
formatting your presentation. But there's another great reason to use theme elements: When you
switch to a different theme, all of those elements will update to reflect the new theme. You can
drastically change the look of your presentation in just a few clicks. Remember, the colors and
fonts will only update if you're using Theme Fonts or Theme Colors. If you choose one of the
Standard Colors or any of the Fonts that are not Theme Fonts, then your text will not change
when you change the theme.
Theme Elements

1. To explore themes, open the PetSlideShow.pptx from your Computer.

2. Click on the Design tab on the Ribbon and note there is a theme that is currently active. The
currently active theme has a gray border around it.

3. Point to the theme and note the name of the theme – Office Theme.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|61

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

4. Make sure Slide 1 is selected.

5. Select the text in the Title box (the larger box).

6. Click on the Home tab and in the Font group, click on the list arrow for font color.

a. Note the top section of colors, Theme Colors. These colors are used by themes. They
will change depending on what theme you are using.

b. Note the Standard Colors section. These colors are NOT used by themes. If you
use one of these colors in you presentation, they will NOT change when you change
the theme.

c. Click in a clear space to close the menu.

7. Click on the list arrow for font and note the top section which lists the Theme Fonts used
in the Office theme.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|62

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
8. Note that it’s generally a good idea to always use Theme Colors and Theme Fonts. The
reason is that they help ensure that your presentation will still look good if the theme is
changed.
If you use Standard Colors, or any of the fonts that are not Theme Fonts, then your text will
always remain in that font and color—event when you change themes. That is generally not
a desirable result because the color/font might not look good with the new theme. Theme
Colors and Fonts, however, will change depending on the theme, which helps to ensure that
your presentation will still look good if the theme is changed.

9. Also note that themes change the slide layouts as well. For example, one theme may choose
to position slide titles at the top of the slide, while another theme might position them at the
bottom.
Applying a Theme

1. Click on the Design tab.

2. Locate the Themes group. Each small image represents a theme.

3. Hover over a theme to see a live preview of it in the presentation. The name of the theme
will appear as you hover over its image.

4. Click the “more” button to access more themes.

5. Find and click on the Main Event theme to apply it to the slides (themes are in alphabetical
order).

6. Now let’s look at each of our slides to make sure that the application of a new theme did not
adversely affect any of our slides.

o You shouldn’t just take it for granted that a presentation will look “good” in all
themes.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|63

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
o This is especially true if the presentation uses non-theme fonts or if you inherited a
presentation from somebody else.

o Notice how the text on Slide 2 is white and hard to see.

Inserting an Image from File
Inserting an image from file means that the picture you want to insert is saved somewhere on
your computer. You will be navigating to the picture so you need to know exactly where it is.
Open PetSlideShow.pptx from your flash drive.

1. Select Slide 3. We are going to insert a picture on that slide.

2. Click the Insert tab, then click the Pictures button in the Images group. The Insert
Picture dialogue box appears.

3. Navigate to the picture file named blood pressure.png we have placed on your flash drive
and select it.

4. Click the Insert button on the Insert Picture dialogue box.

5. Your picture is now on the slide, but it needs some tweaking…

Resizing an Image

1. Note that the picture has some circles and squares around its border. These are sizing
handles. Rotate

Resize proportionally

Adjust the width only

Adjust the height only

COPY RIGHT© @2021/22 SET BY A. SH PAGE|64
Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
1. Sizing handles display when an object, such as this picture is selected, meaning it is the
current focus of the program.

2. Note also the Picture Tools contextual tab that has opened above the Ribbon. This tab will
display as long as the picture is selected.

3. Click somewhere off of the image. Note the Picture Tools contextual tab is gone and you are
back on the Home tab.

4. Click on the image to select it. The Picture Tools contextual tab has returned.

5. Position your mouse over any one of the corner sizing handles. The cursor will become a
pair of directional arrows or a Sizing cursor.

6. Click, hold, and drag towards the center of the picture or away from it until the image is the
desired size.

7. The side sizing handles change the image's size but do not keep the same proportions. If you
want to keep the image's proportions, always use the corner handles.

Moving an Image
You may also need to move the picture so it fits with the other content.

1. Position your mouse until you see it turn into a cross with arrows or a Move cursor.

2. Click, hold, and drag your mouse until the image is positioned. Then release the mouse.

3. Deselect the picture.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|65

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
Inserting an Image Using a Placeholder
(Still using PetSlideShow.pptx)

1. On the Home tab, in the Slides group, click the bottom half of the New Slide button and
click Title and Content.

2. Inside the larger text section there are placeholder icons that facilitate the insertion of various
media. Mouse over the placeholder icons until you see a ScreenTip that says Pictures and
then click on it.

3. In the Insert Picture dialogue box, select Android.png and click Insert.

Inserting a Screenshot
(Still using PetSlideShow.pptx)
Screenshots are pictures that capture the visible windows and items displayed on your computer
screen. They may include an open window of a website, items on your Desktop, or an open
program. We are going to capture an entire website window and then part of a window to use in
our presentation.
Full window capture
1. Open Internet Explorer from the Start Menu.
2. In the address field, type www.healthline.com.

3. Switch back to the PowerPoint presentation.

4. Select Slide 6.

5. On the Insert tab, in the Images group, click the Screenshot button.

6. Notice that drop-down appears which shows thumbnails of the other windows that are open
on our computer. In our case, we just have one other window open—Internet Explorer.

o Note that it may show you a thumbnail of an empty window (pictured below). This
is a Windows bug.

o Also note that if any of your windows are minimized, they will NOT appear here.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|66

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

7. Click on the thumbnail for Internet Explorer.

8. A dialog appears, asking if we want to “hyperlink” the screenshot to the website URL. Click
Yes. This will associate the website address with the screenshot, allowing us to return to
the website if we forget where it came from.

The screenshot will appear in your slide.

1. Right-click on the screenshot. Because we answered Yes in the previous dialogue, it is

giving us an Open Hyperlink option. Clicking this option will open the webpage that the
screenshot came from.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|67

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
2. Click in a clear space to dismiss the context menu.

3. Click Undo to remove the screenshot. Next, we are going to insert only a portion of that
website window.
Inserting an Image as Background for a Slide
It is possible to use an image of your choice to fill the background of a slide.

1. Open a blank PowerPoint presentation.

2. Click the New Slide button so that we have 2 slides.

3. Select Slide 1.

4. Click the Design tab.

5. In the Customize group, click on the Format Background button.

6. Notice how a Format Background pane appears on the right.

7. Click on the Picture or texture fill option button. The slide will fill with a textured
background. You can try some of the other textured backgrounds by clicking the Texture list
arrow.

8. Click on the File button. This will open a dialog box, allowing us to select an image file as
our background.

9. Select ai.png from your computer, and click Insert.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|68

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

10. It would be nice if we could remove the “Sululta Secondary school” text at the bottom of the
image. To do this, we can adjust the Offset bottom setting. Decrease Offset bottom to
stretch the image and hide the “Sululta Secondary school” text.

Transitions
If you've ever seen a PowerPoint presentation that had "special effects" between each slide, then
you've seen slide transitions. A transition can be as simple as fading to the next slide, or it can
be a flashy, eye-catching effect. That means you can choose transitions to fit the style of any
presentation. Applying a Transition
1. Open PetSlideShow.pptx from your flash drive.

2. Select Slide 1.

3. Click the Transitions tab and locate the Transition to This Slide group.

4. Notice how the None option has a gray background. This means that the currently selected
slide does not have a transition. This is the default setting for all slides.

5. Click the More button to display all of the transitions.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|69

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
a. Note that transitions are grouped into three categories; Subtle, Exciting, and
Dynamic Content.

b. The categories are self-explanatory except for Dynamic Content. In that category,
the transitions affect the content of a slide such as text boxes or images instead of the
entire slide.

6. Click on the Dissolve transition in the exciting category to apply it to Slide 1. This will
automatically preview the transition as well.

Previewing a Transition
You can preview the transition for a selected slide at any time, using either of these two methods:

1. Click the Preview button on the Transitions tab. This previews the transition of the
currently selected slide.

2. Click the star Play Animations icon. The icon appears on the Slides tab in the left pane
beside any slide that includes a transition. This button will preview the slide’s transition
AND preview the slide’s animations.
Modifying a Transition
Modifying the Duration

1. Select Slide 1 as that includes the transition you wish to modify.

2. In the Transitions tab, in the Timing group, locate the Duration field. This specifies how
long the transition will take to animate. The time is measured in seconds. Enter 2.50 seconds.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|70

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual

Adding a Sound

1. Select Slide 1 as that includes the transition you wish to add sound to.

2. In the Timing group on the Transitions Ribbon, click the list arrow next to Sound and click
a sound.

3. Use the “star” in the Slides pane to preview your transition and sound.

Removing a Transition
1. Select Slide 1 .

2. On the Transitions tab, in the Transition to This Slide group, notice how the currently selected
transition is Dissolve (it has a gray background).

3. Choose None from the gallery in the Transition to This Slide group. The transition has now
been removed.

Animations
PowerPoint offers a variety of animations that you can use to enhance your presentation.
Animations can be used to make objects appear on a slide, exit a slide, stand out on a slide, or
move around within a slide.
Four Types of Animations

• Entrance: This control how an object enters the slide. For example, with the Bounce
animation, the object will "fall" onto the slide and then bounce several times.

• Emphasis: These occur while an object is already on the slide. They are used to draw
attention to an object. For example, you can make an object spin around.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|71

Sululta Secondary School ||Information Communication Technology||Presentation Lab Manual
• Exit: These control how an object exits the slide. For example, with the Fade animation, the
object will slowly fade away.

• Motion Paths: These allow an object to move along a predetermined path within the slide.
For example, in a circle.
Applying Animations

1. Click on the Animations tab on the Ribbon. Note that the buttons in the Animation group
look greyed out. In order to activate the tools, we need to select an object to use them on.

2. Click the clock. Note that the animation tools are active now.

3. Move the clock to the right side of the slide.

4. Click on the More button to expand the effects gallery.

5. Note that the animation effects are grouped into categories: Entrance, Emphasis, Exit, and
Motion Paths.

6. Note also that underneath these divisions, there is a link to more varieties in each category.
Click on More Entrance Effects.

a. Note that the additional entrance effects are grouped by intensity. There are Basic
effects, Subtle, Moderate, and exciting effects.

b. Click on some of the effects to preview them.

c. Finally, let’s all click the Fly In effect in the Basic category, and commit it by
clicking the OK button.

COPY RIGHT© @2021/22 SET BY A. SH PAGE|72