Advanced MS Word - JSS 3 note

ADVANCED MS WORD

SUBJECT	Digital Technologies
CLASS	JSS 3
TERM	First Term
WEEK	2
TOPIC	Advanced MS Word
SUBTOPICS	Advanced Page Layout; Creating and Formatting Tables; Mail Merge
DURATION	80 Minutes

INTRODUCTION

Microsoft Word is a word-processing application used to create, edit, format, save and print documents. Students have already learned basic Microsoft Word operations such as typing text, changing fonts, applying text formatting and saving documents.

At a more advanced level, Microsoft Word provides additional features that make documents more organized, professional and suitable for different purposes. These features include advanced page layout, table creation and formatting, and mail merge.

These skills are useful when preparing school reports, letters, invitations, lists, forms, certificates, newsletters and other documents.

Note: Depending on the version of Microsoft Word on your computer, some tabs and buttons may have slightly different names or positions. For example, the Layout tab is called Page Layout in older versions of Word.

1. ADVANCED PAGE LAYOUT

Definition: Page layout refers to the arrangement and appearance of the contents of a document on a page.

Microsoft Word provides several page layout features that allow users to control how information appears on a page. Proper page layout makes a document easier to read and gives it a professional appearance.

Important Page Layout Features

Feature	Description	Example of Use
Margins	Controls the blank spaces around the edges of a page.	Setting wider margins for a formal report.
Orientation	Determines whether a page is displayed vertically or horizontally.	Portrait for letters and landscape for wide tables.
Page Size	Determines the physical size of the document page.	A4 is commonly used for school documents.
Columns	Divides text into two or more vertical sections.	Creating a newsletter with two columns.
Page Breaks	Moves content to a new page.	Starting a new chapter on another page.

Changing Page Orientation

Microsoft Word commonly provides two page orientations:

• Portrait: The page is taller than it is wide.
• Landscape: The page is wider than it is tall.

Example: A normal school letter may use portrait orientation, while a wide table containing many columns may be easier to display in landscape orientation.

How to Change Page Orientation

1. Click the Layout tab (or Page Layout in older versions).
2. Click Orientation.
3. Choose Portrait or Landscape.

Setting Margins and Page Size

How to Change Margins

1. Click the Layout tab.
2. Click Margins.
3. Choose a ready-made option such as Normal, Narrow or Wide.
4. To set your own sizes, choose Custom Margins, type the values for Top, Bottom, Left and Right, then click OK.

How to Change Page Size

1. Click the Layout tab.
2. Click Size.
3. Choose the required size, for example A4.

Using Columns

Columns divide text into vertical sections on the same page. They are commonly used in newsletters, magazines and brochures.

How to Create Columns

1. Type your text, then select (highlight) the part you want to divide.
2. Click the Layout tab.
3. Click Columns.
4. Choose One, Two, Three, Left or Right.

Inserting a Page Break

How to Insert a Page Break

1. Place the cursor where the new page should begin.
2. Click the Insert tab, then click Page Break.
3. Shortcut: press Ctrl + Enter on the keyboard.

2. CREATING TABLES IN MS WORD

Definition: A table is an arrangement of information in rows and columns.

Tables are useful for organizing information in a clear and structured manner. For example, a school timetable, examination result, attendance register or list of students can be presented using a table.

Steps for Creating a Table

1. Open Microsoft Word.
2. Place the cursor where the table should appear.
3. Choose the Insert option.
4. Select Table.
5. Choose the required number of rows and columns.
6. Enter information into the cells.

Two Ways to Insert a Table

• Method 1 (grid): Click Insert > Table, then move the mouse over the grid of squares to select the number of columns and rows. Click to insert.
• Method 2 (dialog box): Click Insert > Table > Insert Table, type the number of columns and rows, then click OK.

Tip: Use the Tab key to move to the next cell while typing. Pressing Tab in the last cell adds a new row.

Parts of a Table

Part	Meaning
Row	A horizontal arrangement of cells.
Column	A vertical arrangement of cells.
Cell	A single box where information is entered.
Border	Lines that separate or outline parts of a table.

3. FORMATTING TABLES

After creating a table, it can be formatted to improve its appearance and make the information easier to understand.

Common Table Formatting Activities

• Changing the width of columns.
• Changing the height of rows.
• Adding or removing rows and columns.
• Applying borders.
• Changing the alignment of text.
• Merging cells.
• Splitting cells.
• Applying shading or table styles.

Example: In a school result table, the heading cells can be formatted differently from the cells containing students' scores to make the information easier to read.

How to Format a Table

When you click inside a table, two extra tabs appear on the ribbon: Table Design and Layout (the table one). Most formatting is done from these tabs or by right-clicking inside the table.

Task	Steps
Change column width	Place the mouse on the vertical border of the column until it changes to a double arrow, then drag left or right. Or click inside the table, open Layout > Cell Size and type a width.
Change row height	Drag the horizontal border of the row up or down. Or use Layout > Cell Size and type a height.
Add a row or column	Click inside the table, right-click, choose Insert, then select Insert Rows Above, Insert Rows Below, Insert Columns to the Left or Insert Columns to the Right.
Delete a row or column	Click inside the row or column, then go to Layout > Delete and choose Delete Rows or Delete Columns.
Align text in cells	Select the cells, click the Layout tab and choose an alignment button (for example Align Center).
Merge cells	Select the cells to join, right-click and choose Merge Cells.
Split cells	Click the cell, right-click, choose Split Cells, enter the number of columns and rows, then click OK.
Apply borders	Click inside the table, open Table Design > Borders and choose a border option such as All Borders.
Apply shading	Select the cells, open Table Design > Shading and pick a colour.
Apply a table style	Click inside the table, open Table Design and choose a design from Table Styles.

4. MAIL MERGE

Definition: Mail merge is a Microsoft Word feature that allows users to create multiple personalized documents from one main document and a list of recipients.

Instead of typing the same letter repeatedly for different people, mail merge allows the user to prepare one main document and automatically insert different information for each recipient.

Examples of Documents That Can Use Mail Merge

• Invitation letters
• School notices
• Certificates
• Personalized letters
• Address labels
• Envelopes
• Student reports or information sheets

Main Components of Mail Merge

Component	Explanation
Main Document	The document containing the common information that will appear in all copies.
Recipient List	A list containing information about the people who will receive the documents.
Merge Fields	Placeholders used to insert information such as names, addresses or other details.
Merged Document	The final personalized documents produced after the merge.

Simple Mail Merge Process

1. Prepare the main document.
2. Prepare or select the recipient list.
3. Start the mail merge process.
4. Select the type of document being created.
5. Insert the appropriate merge fields.
6. Preview the personalized documents.
7. Complete the merge.
8. Print or save the resulting documents where necessary.

How to Do a Mail Merge (Step by Step)

In this example, we will create a short invitation letter and personalize it with each student's name.

Step-by-Step Mail Merge

1. Type the main letter. For example: Dear , followed by You are invited to our school Cultural Day on Friday. Leave the place for the name empty for now.
2. Click the Mailings tab.
3. Click Start Mail Merge, then choose Letters.
4. Click Select Recipients, then choose Type a New List. (If your names are already in an Excel file, choose Use an Existing List instead.)
5. In the box that appears, type each student's name, one person per row. Click New Entry to add more rows.
6. Click OK, give the list a name (for example Students) and click Save.
7. Place the cursor after Dear in your letter, click Insert Merge Field, and choose First_Name. The field appears as «First_Name».
8. Click Preview Results to see the letter with a real name. Use the arrow buttons to check the other letters.
9. Click Finish & Merge, then choose Edit Individual Documents and click OK. Word creates one letter for each student.
10. Click File > Save to save the merged letters, or File > Print to print them.

Remember: The «First_Name» placeholder is the merge field. Do not type it by hand; always insert it using Insert Merge Field.

5. ADVANTAGES OF USING MAIL MERGE

• It saves time.
• It reduces repetitive typing.
• It allows documents to be personalized.
• It reduces errors caused by repeatedly typing common information.
• It is useful when preparing documents for many people.
• It makes document preparation more efficient.

6. PRACTICAL CLASS ACTIVITY

Activity: Students should create a simple school information document using Microsoft Word.

Activity 1: Table Creation

Create a table containing the following information:

Name	Class	Subject	Score
John	JSS 3	Digital Technologies	75
Mary	JSS 3	Digital Technologies	82
David	JSS 3	Digital Technologies	68

Students should format the table by adjusting column widths, applying borders and aligning the information appropriately.

Follow These Steps

1. Click Insert > Table and select 4 columns and 4 rows (one row for the headings and three for the students).
2. Type the headings Name, Class, Subject, Score in the first row, then type the information for John, Mary and David.
3. Click inside the table and open Table Design > Borders > All Borders.
4. Select the first row and apply shading from Table Design > Shading. Make the heading text bold.
5. Select the whole table and align the text using the alignment buttons on the Layout tab.
6. Drag the column borders to adjust the width of each column.
7. Save the document with the name Class Table.

Activity 2: Mail Merge

The teacher should provide a small list of student names and demonstrate how the names can be inserted into a common school letter using mail merge.

Follow These Steps

1. Type a short school letter, for example an invitation to a Parents' Meeting.
2. Follow the Step-by-Step Mail Merge instructions in Section 4, using the names provided by the teacher as the recipient list.
3. Preview the letters and confirm that each one shows a different name.
4. Click Finish & Merge > Edit Individual Documents and save the result.

7. IMPORTANCE OF ADVANCED MS WORD SKILLS

• They help users create professional-looking documents.
• They improve the organization of information.
• They make documents easier to read.
• They save time when preparing documents for many people.
• They improve productivity in school and the workplace.
• They develop practical digital skills needed for everyday activities.

SUMMARY

Advanced Microsoft Word skills allow users to create and manage documents more effectively. Page layout features help control the appearance and arrangement of information on a page. Tables help organize information into rows and columns, while table formatting improves their appearance and readability.

Mail merge allows users to create multiple personalized documents from a common main document and a list of recipients. These features make Microsoft Word a useful tool for preparing professional documents efficiently.

EVALUATION

1. What is page layout?
2. Mention four page layout features in Microsoft Word.
3. What is a table?
4. State three ways of formatting a table.
5. What is mail merge?
6. Mention three components of mail merge.
7. State three advantages of mail merge.
8. Describe how to insert a page break in a document.
9. Describe how to change a page from portrait to landscape.
10. Describe how to merge two cells in a table.

ASSIGNMENT

1. Explain the difference between portrait and landscape orientation.
2. Describe the steps involved in creating a table in Microsoft Word.
3. Explain mail merge and give three examples of documents that can be created using it.
4. State four advantages of using mail merge.
5. List the steps for creating two columns in a document.
6. Describe how to insert a merge field into a main document.

QUICK PRACTICE QUIZ

1. Which Microsoft Word feature divides text into vertical sections?

A. Columns B. Margins C. Page Size D. Borders

2. Which of the following is a component of mail merge?

A. Paint Brush B. Recipient List C. Slide Transition D. Animation Pane

3. What is the main purpose of a table in Microsoft Word?

A. To play videos B. To organize information in rows and columns C. To connect to the Internet D. To create computer programs

4. Which keyboard shortcut inserts a page break?

A. Ctrl + P B. Ctrl + S C. Ctrl + Enter D. Ctrl + Z

5. Which tab contains the Mail Merge tools in Microsoft Word?

A. Mailings B. View C. Review D. Home