LESSON 4:

ADVANCED WORD
PROCESSING
SKILLS
HOW ARE
YOU?
OBJECTIVES:
AT THE END OF THE LESSON, THE STUDENT SHOULD
BE ABLE TO: advanced capabilities of Microsoft Word commonly used
• Use some
to increase productivity and efficiency;
• Effectively use these features to help improve the productivity of an
organization through maximizing the potential of Microsoft Word;
• Create form letter or documents for distribution to various
recipients, label and envelopes for distribution, media-rich
document for printing or publishing.
WHAT IS WORD PROCESSING?
• Word Processing refers to the
act of using a computer to
create, edit, save and print
documents. In order to
perform word processing,
specialized software (known
as a Word Processor) is
needed.
HERE ARE SOME EXAMPLES
OF WORD PROCESSING
SOFTWARE:• Microsoft Word
• Google Docs
• LibreOffice Writer
• WordPerfect
• Pages
• ClickUp
• Monday.com
USEFUL MICROSOFT WORD
• INSERTING IMAGES, SHAPES, AND TABLES
FEATURES:
• ADDING HEADER, FOOTER, FOOTNOTE, AND E
NDNOTE.
• PAGE LAYOUT, PAGE BREAK, AND PAGE NUMB
ERING
• ADDING COLUMNS, MONITORING CHANGES, A
ND EDITS
• REVIEW FEATURES
• ADDING WATERMARK, PAGE COLOR, AND PAG
E BORDER
• MAIL MERGE
INSERTING PICTURES
Integrating or inserting pictures in your document is
fun and it improves the impression of your document.
STEP BY STEP HOW TO INSERT A
PICTURE:
1.click INSERT in the Menu bar.
STEP BY STEP HOW TO INSERT A
PICTURE:
2. Click Pictures. Choose
This Device if the picture is
already in the device or
computer you are using.
Choose online Pictures
when the picture to be
inserted is from the
internet.
 STEP BY STEP HOW TO INSERT A
PICTURE:
3. In the INSERT PICTURE
dialog box that will appear,
browse in the folder
location of the picture you
want to use. Choose the
picture and Click INSERT.
 STEP BY STEP HOW TO INSERT A
PICTURE:
3. In the INSERT PICTURE
dialog box that will appear,
browse in the folder
location of the picture you
want to use. Choose the
picture and Click INSERT.
FILE FORMAT:
JPG/JPEG
this is pronounced as “jay-peg“ and is the short form
of .jpeg or Joint Photographic Experts Group. Like all
the rest of the image file extensions, it identifies the
kind of data compression process that it uses to make
it more compatible and portable through the Internet.
FILE FORMAT:
PNG
This is pronounced as “ping“. It stands for Portable
Network Graphics. It was built around the capabilities
of .GIF. Its development was basically for the purpose
of transporting images on the Internet at faster rates.
FILE FORMAT:
GIF
This stands for Graphics Interchange Format. This type
of image file is capable of displaying transparencies.
Therefore, it is good for blending with other materials
or elements in your document. It is also capable of
displaying simple animation.
 WRAP TEXT/IMAGE
THE TEXTPLACEMENT
WRAPPING OPTIONS ARE THE
FOLLOWING:
In line with text - This is the
default setting for images
that are inserted or
integrated in your
document. It treats your
image like a text font with
the bottom side totally
aligned with the text line.
 WRAP TEXT/IMAGE
THE TEXTPLACEMENT
WRAPPING OPTIONS ARE THE
FOLLOWING:
Square
- The text surrounds the
image.
- This setting allows the image
you inserted to be placed
anywhere with the paragraph
with the text going around the
image in a square pattern like
frame.
 WRAP TEXT/IMAGE
THE TEXT WRAPPING OPTIONS ARE THE
PLACEMENT
FOLLOWING:
Tight
- The text surrounds the
image, but the margin or
space between the image and
text is smaller.
- This setting can mostly be
achieved if you are using an
image that supports
transparency like a .GIF
or .PNG file.
 WRAP TEXT/IMAGE
THE TEXT PLACEMENT
WRAPPING OPTIONS ARE THE
FOLLOWING:
Through
- it allows the text to cross
between some parts of the
image. if there is a fillable
part within the image, text
may flow through it.
- Again, this can be best
used with .GIF or .PNG type
of image.
 WRAP TEXT/IMAGE
THE TEXT PLACEMENT
WRAPPING OPTIONS ARE THE
FOLLOWING:
Top and bottom
- The text is located at
the top and bottom of the
image.
- This setting pushes the
texts away vertically to the
top and/or the bottom of the
image so that the image
occupies a whole text line on
its own.
 WRAP TEXT/IMAGE
THE TEXT PLACEMENT
WRAPPING OPTIONS ARE THE
FOLLOWING:
behind text
- the image is located at
the top and bottom of the
image.
- This setting pushes the
texts away vertically to the
top and/or the bottom of the
image so that the image
occupies a whole text line on
its own.
 WRAP TEXT/IMAGE
THE TEXT PLACEMENT
WRAPPING OPTIONS ARE THE
FOLLOWING:
In front text
- This allows your image to
be dragged and placed
anywhere on your document
but with all the texts floating
in front of it. It effectively
makes your image look like a
background.
INSERT
These are printable objects or materials
SHAPES
that you can integrate in your document
to enhance its appearance or allow you
to have some tools to use for composing
and representing ideas or messages.
STEPS HOW TO INSERT SHAPES IN
MICROSOFT DOCUMENT:
1.click INSERT TAB and click SHAPES.
STEPS HOW TO INSERT SHAPES IN
MICROSOFT DOCUMENT:

2. choose the
SHAPE you need to
use.
 FORMATTING
SHAPES
1.To format shapes, you must
right-click the shape and
choose FORMAT SHAPES
2.This option will enable you
to change the thickness and
color of the line, the color of
the fill, to add shadows, and
to do basic image editing.
 ADDING TEXT IN
SHAPES
1.to add text in the
shape, right-click the
shape and choose
ADD TEXT.
2. This option will
enable you to add
text.
 ADDING TEXT IN
SHAPES
3. Add any text you want. you
can even add a complete
paragraph as text if you
adjusted the size of the shapes
to prevent the text from being
truncated.
4. You may use the font editing
tools to format the text you
inserted.
INSERT
TABLES
Tables are useful in organizing information
using rows and columns. Most of the time,
tables are the most efficient way in
presenting large amount of data or
information.
STEPS HOW TO INSERT TABLES
1.click INSERT TABLE and choose TABLE.
STEPS HOW TO INSERT
2. Choose the number of cells you want to
TABLES
insert.

bac
k
HEADER, FOOTER, FOOTNOTE, AND
ENDNOTE
Header, footer, footnote, and endnote are
text located in the topmost and
bottommost part of every page in a
document.
HEADER AND FOOTER
Header and footers are used to include texts that
are intended to appear in every page of a
document such as the title of the document, the
name of the author, the name of the institution
that publishes the document, or the page
numbers.
STEPS HOW TO INSERT HEADERS AND
FOOTERS:
1.Click INSERT tab
STEPS HOW TO INSERT HEADERS AND
FOOTERS:
2. click HEADER or FOOTER and
choose the header or footer option you
want to use.
STEPS HOW TO INSERT FOOTNOTE OR
ENDNOTE:
1.click the part of
the document
which you want
to reference to
the footnote or
endnote.
STEPS HOW TO INSERT FOOTNOTE OR
ENDNOTE:
2. Choose references and click INSERT
FOOTNOTE or INSERT ENDNOTE depending on
where you want to put notes.
STEPS HOW TO INSERT FOOTNOTE OR
4. Double-click the number at the beginning of the
ENDNOTE:
footnote to return to the original location in the
document.

bac
k
PAGE NUMBERS AND PAGE BREAK
A page number is essentially useful in
arranging pages into their correct order. also,
if the pages of the a printed document were
misarranged, it will easy to rearrange the
pages if they have page numbers.
STEPS HOW TO INSERT PAGE
NUMBERS:
1.Click INSERT tab.
STEPS HOW TO INSERT PAGE
NUMBERS:
2. Click PAGE NUMBER. you may choose to put the page
number on the following locations:
• top of page
• bottom of
page
• page margin
• current
position
STEPS HOW TO INSERT PAGE
NUMBERS:
3. Choose FORMAT PAGE
NUMBERS if you want to
change how page
numbers are shown.
PAGE BREAK
A page break is used to force a computer
application (i.e. Microsoft Word) to end the
page. this will ensure that all text added after
the page break will be included in the
succeeding page
STEPS HOW TO INSERT PAGE
BREAK:
1.Click INSERT in the menu bar.
STEPS HOW TO INSERT PAGE
BREAK:
1.Click PAGE BREAK.
PAGE LAYOUT
Columns are useful tools to make documents
look easy to read. using columns is the
technique used in newspaper publishing so
that an article will not look very heavy and
long.
STEPS HOW TO USE
COLUMNS:
1.Highlight the text
or paragraph you
want to format
with multiple
columns.
STEPS HOW TO USE
COLUMNS:
2. Choose LAYOUT Tab and Select
COLUMN.
STEPS HOW TO USE
COLUMNS:
3. Select the number of columns you want to
use.
STEPS HOW TO USE
COLUMNS:
4. After choosing the
number of columns, the
text should be divided into
number of columns you
selected
PAGE BACKGROUND: WATERMARK PAGE
COLOR AND PAGE BORDER
WATERMARK
A document watermark is a symbol, text,
logo, or a pattern that is superimposed onto
another symbol, text, or logo within a
document
PAGE BACKGROUND: WATERMARK PAGE
COLOR AND PAGE BORDER
WATERMARK
A document watermark is a symbol, text,
logo, or a pattern that is superimposed onto
another symbol, text, or logo within a
document
STEPS ON HOW TO INSERT WATERMARK:
1.Click DESIGN tab.
STEPS ON HOW TO INSERT WATERMARK:

2. click
WATERMARK
STEPS ON HOW TO INSERT WATERMARK:
3. Choose CUSTOM WATERMARK
STEPS ON HOW TO INSERT WATERMARK:

4. Choose PICTURE
WATERMARK and browse
the location of the image
to use an image as
watermark (i.e. own logo
as watermark)
PAGE BACKGROUND: WATERMARK PAGE
COLOR AND PAGE BORDER
PAGE COLOR
Page color applies color to the entire page of a
document.
page color is used for a variety of reasons.
STEPS ON HOW TO ADD PAGE COLOR

1.Click DESIGN in the menu bar.

STEPS ON HOW TO ADD PAGE COLOR

2. Click PAGE COLOR.

STEPS ON HOW TO ADD PAGE COLOR

3. Choose any color

from pallet that will
appear.
PAGE BACKGROUND: WATERMARK PAGE
COLOR AND PAGE BORDER
PAGE BORDER
A page border appears on all sides of the
documents. the main function of page borders is
to add an aesthetic effect.
STEPS HOW TO INSERT PAGE BORDER:
1.click DESIGN in the Menu bar.
STEPS HOW TO INSERT PAGE BORDER:
1.click DESIGN in the Menu bar.
STEPS HOW TO INSERT PAGE BORDER:
2. Click PAGE BORDERS
 STEPS HOW TO INSERT PAGE BORDER:
3. Select the page
border of your
choice.
• color - allows you to set border
color
• Styles - allows you choose
different border design.
• Width - allows you to set the
thickness of the border
• Art - Allows you to choose built-in
images as border
 STEPS HOW TO INSERT PAGE BORDER:
4. Choose how the
borders are applied.
REVIEWING DOCUMENTS: TRACK CHANGES,
ADD COMMENTS, AND ACCEPT AND REJECT
CHANGES
Track Changes
• The track changes function allows users of
documents to track changes made in the
original documents before accepting the
changes made.
STEP ON HOW TO ACTIVATE TRACK
CHANGES:
1.In the REVIEW tab, Click TRACK CHANGES.
STEP ON HOW TO ACTIVATE TRACK
CHANGES:
2. Choose Track Changes
REVIEWING DOCUMENTS: TRACK CHANGES,
ADD COMMENTS, AND ACCEPT AND REJECT
CHANGES
New Comments
• Comments are added if a particular user
wants to clarify something and wanted it to
be emphasized in the review of a document.
 STEPS ON HOW TO USE COMMENTS

1.Highlight the part of

the document where
you have questions
or comments
STEPS ON HOW TO USE COMMENTS
2. in the REVIEW tab, click NEW COMMENT.
STEPS ON HOW TO USE COMMENTS
3. A comment box will appear where the user can write his or her
comment.
REVIEWING DOCUMENTS: TRACK CHANGES,
ADD COMMENTS, AND ACCEPT AND REJECT
CHANGES
Accept and Reject changes
• An Accepted change will form part of the final
document and a rejected change will be
disregarded and will revert to original.
STEPS ON HOW TO ACCEPT OR REJECT
CHANGES:
1.Click the REVIEW tab.
STEPS ON HOW TO ACCEPT OR REJECT
CHANGES:
2. click ACCEPT OR REJECT
STEPS ON HOW TO ACCEPT OR REJECT
CHANGES:
3. you will be given the
following options for both
ACCEPT and REJECT:
• Accept/Reject and Move to Next - to
accept or reject any change after accept
or rejected a change;
• Accept/Reject All Changes - to accept or
reject all changes and continue tracking;
• Accept all changes and stop tracking - to
accept or reject all changes and disabled
the track changes functions.
 MAIL MERGE
one of the important reasons in using computers per se is
its ability to do recurring tasks automatically. But this
ability has to be honed by learning the characteristics
and features of the software you use with your computer.
After all, no matter how good or advance your computer
and software may be, it can only be as good as the
person using it.
MAIL MERGE
 TWO COMPONENT S OF MAIL
MERGE:
FORM DOCUMENT
• The first component of our
mail-merged document is the
form document. It is
generally the document that
contains the main body of the
message we want to convey
or send.
 TWO COMPONENT S OF MAIL
MERGE:
LIST OR DATA FILE
• THE SECOND COMPONENT OF
OUR MAIL-MERGED DOCUMENT
IS THE LIST OR DATA FILE. THIS
IS WHERE THE INDIVIDUAL
INFORMATION OR DATA THAT
NEEDS TO BE PLUGGED IN
(MERGED) TO THE FORM
DOCUMENT IS PLACED AND
 TWO COMPONENT S OF MAIL
MERGE:
LABEL GENERATION
• IT JUST MAKES SENSE THAT AFTER
YOU PRINT OUT YOUR FORM
LETTERS, YOU WILL NEED TO SEND IT
TO INDIVIDUAL RECIPIENTS IN AN
ENVELOPE WITH THE MATCHING
ADDRESS PRINTED DIRECTLY ON THE
ENVELOPE OR ON A MAILING LABEL
TO STICK ON. BY USING VIRTUALLY
THE SAME PROCESS AS A STANDARD
MAIL MERGE, MICROSOFT WORD
WILL PRINT INDIVIDUAL ADDRESSES
THANK YOU