DIVINE WORD COLLEGE OF LEGAZPI SCHOOL OF

BUSINESS, MANAGEMENT AND ACCOUNTANCY

ACADEMIC YEAR 2020-2021 FIRST SEMESTER

MODULE 002 ACCTG ED 17 INFORMATION

TECHNOLOGY TOOLS IN BUSINESS

I. Preface/ Foreword

This course presents an overview of Information Technology Tools used in business

environments. This includes computer terminology, hardware, software, operating
systems and information & application systems. This course also explores business
applications of software including spreadsheets, databases, presentation graphics,
word processing and business- oriented utilization of the internet.

II. Content

Learning
Outcomes:

At the end of the discussions, the student will be

able to:

1. understand the basic, intermediate and advanced features of MS Word

and have a
good working knowledge of Word. 2. Utilize word processors and other
useful tools. 3. Learn basic knowledge on how to format and
layout documents 4. Create letters for mass mailings using
the Mail Merge Wizard 5. Make document easier to read and
look more presentable.

Understanding the Basic Microsoft

Word

Microsoft
Word

✓ is a word processor from Microsoft. ✓ A computer program that enable us to create a document,
edit, format, print and also save it for
future use ✓ is a word processing program you can use to write letters, resumes, reports, and more.
Anything you can create with a typewriter; you can create with Word. You can make your documents
more appealing and easier to read by applying formatting to text.
Getting
Started

Double-click the Microsoft Word icon to open the program. If you have used Word 2003 or older,
you will notice differences in the layout of the screen. Microsoft has replaced the menu bar and
toolbars with the Ribbon, which is organized into different tabbed sections at the top, each with
their own set of tools. The Title Bar is centered. At the bottom right you can zoom in and out of
your document view. Below is an image of the Microsoft Word screen:

The Home, Insert, Design, Layout, References, Mailings, Review, and View tabs will allow
you to work on your document. The File tab will take you to a backstage view where you can
save, print, and administer your document—you’ll see a different view, but your document is still
available when you click back to another tab.

FILE

Creating a New
Document

• Choose the File tab above the ribbon

and select New in the left sidebar.
• Click Blank Document.
OR
• Click the New Document icon on
 the Quick Access Toolbar.

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Template
s

Templates are preformatted documents. When you open a template, you will see text that you
can type over. Word has templates for many kinds of documents including resumes,
brochures, award certificates, and letters. To download and open a template:

• Choose the File tab above the ribbon and select New in the left
sidebar.
• Click on one of the listed templates and then click
Create. OR
• Search for a template in the search
bar.
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Savin
g

Files are saved in folders on your computer, disk drives, CD drives, and
USB drives.

To save a
document:

• Click the File tab above the

ribbon.
• Click Save As on the left side of the
screen.
• Where do you want it? Choose the folder you want to save your
file in.
• What will you call it? Type the name for the file in the File Name box. Word will
automatically use the first line of the document as the file name. You can use it or type in
a new one.
• Which format is best? If you want to use an older computer to access a document that you
created in Word 2019, be sure to select Word 97-2003 Document in the Save As Type box.
You may also want to save your file as a PDF to protect it and lock it from editing, or as
Plain Text to make it easier to copy/paste into a website.
• Click Save. After you save the first time, you can click the Save icon on the Quick
Access Toolbar.

To move a file into a

folder:

• Click the file to select it.

• Hold down the left mouse button, and drag the file to the folder. The file is moved into the
folder.

To open an existing
document:

• Click the File tab, then click

Open.
• Choose the appropriate location of your document. (You may have to click
Browse)
• Use the navigation pane to select the folder or drive the file is
stored in.
• Select the file by clicking it once, then click
Open.
Printin
g

When the document is ready to print, click the File tab, then click
Print. You will see the box below. To select the number of copies to
print, use the arrows in the box next to Copies, or type the

number in the box. All of your pages will print unless you select
otherwise, using the dropdown arrow in the Print All Pages box or
by entering the exact page numbers in the Pages box. When you
are ready to print, click the Print icon.

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5 | Page
HOME

Typing and Inserting

Text

Start typing to enter text. The text will appear where the blinking cursor is located. Move the
cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the
left button. Hold the Shift key if you want to type a capital letter. Pressing the Enter key (also
called a hard return) will add a line break to your document. Pressing the Tab key will move
your cursor forward about 10-15 spaces. You can use this to easily indent the first line of a new
paragraph.

Selecting
Text

To change any attribute of your document, you must highlight it first. Select the text by dragging
the mouse over the desired text while keeping the left mouse button depressed, or hold down
the Shift key on the keyboard while using the arrow icons to highlight the text. Deselect the text
by clicking anywhere outside of the selection or press an arrow key on the keyboard. A quick
way to highlight is to double click to highlight a word, or to triple click to highlight a section (such
as a paragraph).

Note that when you highlight text, you will see a box appear near the text. If you place your
arrow on this box, you can use the formatting icons.

Deleting
Text

Use the Backspace and Delete keys on the keyboard to delete text. Backspace will delete text
to the left of the cursor and Delete will erase text to the right. To delete a large selection of text,
highlight and press either key.

Und
o

You can always undo your last action by clicking the Undo icon on the Quick Access Toolbar.
You can continue to click Undo back to the last point at which you saved your document.

Cutting, Copying and Pasting

Text
Cutting and pasting on the computer works like using scissors and glue. You “cut” what you
want to move and “paste” it someplace else. Copying allows you to move text elsewhere
while keeping it in its original place.
To
Cut:

• Highlight the text that will be moved.

• Select the Cut icon from the Home
tab.

To
Copy

• Highlight the text that will be copied.

• Select the Copy icon from the Home
tab

To
Paste:

• Move the cursor to the location you want to place the

text.
• Select the Paste icon from Home tab. Click on the top part of the icon (the clipboard
picture) to simply paste. If you click the word Paste you will be presented with advanced
options.

Fon
t

The Font is the text type. Word allows text to be edited by font style, size, and color. To change
the Font:

• Highlight the text you want to

change.
• Click the dropdown arrow next to the Font Name box in the Home tab to select a
different font style.
• Click the dropdown arrow next to the Font Size box in the Home tab to select a
 different font size.
• Click the dropdown arrow next to the Font Color icon in the Home tab to select a different
color. OR
• Click the arrow in the Font section of the Home tab for a dialog box that will allow you to
make all of the changes at the same time.

Bolding, Underlining or Italicizing

Text

• Click the Bold, Italics, or Underline icons on the Home tab and begin typing.
OR
• Select the text and click on the Bold, Italics, or Underline
icons.

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Paragraph
Attributes

Format the alignment, spacing, and indentation of a paragraph by placing the cursor within the
paragraph and clicking on the arrow in the bottom right hand corner of the paragraph section of
the Home tab.

View
paragraphs

Click the Show/Hide button in the Paragraph group to reveal paragraphs and other non-printing
characters in a document.
Paragraph
alignment

To change alignment: Select the paragraph(s) to be aligned. Click an alignment button in the
Paragraph group.

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Indentatio
n

To change indentation: Select the paragraph(s) to be indented. Click an indentation button

(Decrease Indent or Increase Indent) in the Paragraph group

Line
spacing
To change line
spacing:

• Select the paragraph(s) to apply line spacing

to.
• Select line spacing using the dropdown arrow next to Line Spacing
button.

Making Bulleted and Numbered

Lists

Creating
Lists

• Click the Bulleted List icon or Numbered List icon on the Home
tab.
• Type the first entry and press Enter on your keyboard. This will create a new bullet or
number on the next line. If you want to start a new line without adding another bullet or
number, hold down the Shift key while pressing Enter.
• Continue to type entries and press the Bulleted List icon when you are finished typing to
end the list.
• Use the Increase Indent and Decrease Indent icons on the Home tab to create lists of
multiple levels.

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You can also type the text first, highlight the section, and press the Bulleted List or
Numbered List icons.

Formatting
Lists

Use the dropdown arrows next to the Bulleted List and Numbered List icons to change the
format of the bullets or numbers.

• Highlight the entire list to change all the bullets or numbers, or place the cursor on one line
within the list to change a single bullet.
• Click the dropdown arrow next to the Bulleted List or Numbered List icon to see different
style options.
• Click the style you would like to apply.

INSERT
Headers and
Footers

A header is text, such as a document title or page number, that is added to the top margin of
every page; a footer is text added to the bottom margin.

To add page numbers to a

document:

• Select the Page Number icon from the Insert

tab.
• Use the dropdown menu to select the location of the page
number.
• If you do not want the page number to show on the first page,
check the Different First Page box in the Header and Footer Tools
Design tab.
• If you would like to include a header or footer with your page
number, type your text next to it. You can use the Tab key on your
keyboard to easily move between left, center, and right alignment
in your header/footer area.
• Click Close Header and Footer when
finished.

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10 | Page
To add a Header or Footer without a page
number:

Header Screen Footer Screen

• Select the Header or Footer icon from the Insert

tab.
• Select the header or footer
style.
• Type your text or choose one of the options in the Header and Footer Tools Design box.
You may format text as you would in the body of the document.
• Click Close Header and Footer when
finished.

To get back into your header/footer to edit it, simply double click in the top or bottom margin. To
remove the header or footer just delete the text and it will no longer show up on your document.

Table
s
To insert a
table:

• Place the cursor where you want the table to

appear.
 • Select the Table icon from the Insert
ribbon.
• Drag the mouse along the grid, highlighting the number of rows
and columns for the table. OR
• Select Insert Table in the dropdown menu to open a dialog box
that allows you to choose the number of rows and columns.
• Click OK.

To Insert Rows and

Columns:

• Place the cursor in the row or column you want to be adjacent to. Doing so selects the
table, and the Table Tools tab appears.
• Select the Layout tab.
• Choose Insert Above or Insert Below, or Insert Left or Insert Right depending on where
you want the new row or column.

Moving and Resizing a

Table

A Moving Handle (four-sided arrow in a box) and Resizing Handle (box) will appear on the
corners of the table if the mouse is placed over the table. The Moving Handle on the upper left
and the Resizing Handle on the bottom right.
 • To move, click and drag the moving handle and release the mouse icon when the
table is positioned where you want it.

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• To resize, click and drag the resize handle. Change the column widths and row
heights by clicking the cell dividers and dragging them with the mouse.

Formatting
Tables

You can format a table (borders, styles, shading) when it is selected. You will need to highlight
the cells you want to format. Clicking on the Design tab will allow you to choose table styles.
You can also apply borders and shading to your entire table or specific cells by clicking on the
Shading icon or the Borders icon. These dropdown menus will give you options to apply to the
highlighted areas of your table.

Table
Properties

Use the Table Properties dialog box to modify the alignment of the table with the body text
and the text within the table. Click the Layout tab in the Table Tools tab when the table is
selected and click the Properties icon.

In the Table tab of Table

Properties:

• Size—Check the preferred width box and enter a value if the table should be an exact
width.
• Alignment—Highlight the illustration that represents the alignment of the table to the
relationship of the text within the document.
• Text wrapping—Highlight “None” if the table should appear on a separate line from the
text or choose “Around” if the text should wrap around the table.
• Borders and Shading—Select from a number of border styles, colors, and widths.
Click the Shading tab to change the background color and pattern.
• Vertical Alignment— On the Cell tab, choose whether you want the text to appear at
the top, center or bottom of cells.

DESIGN
Changing the document
theme

Every document you create is based on a template, and the look of the template is controlled
by a theme. The theme is a combination of coordinated colors, fonts, and effects that visually
convey a certain tone. To change the look of a document, you can apply a different theme
from the Themes gallery

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Each theme has a built-in font set and color set, and an associated
effect style.

• Each font set includes two fonts—the first is used for headings and the second for body
text. In some font sets, the heading and body fonts are the same.
• Each color in a color set has a specific role in the formatting of styled elements. For
example, the first color in each set is applied to the Title and Intense Reference styles, and
different shades of the third color are applied to the Subtitle, Heading 1, and Heading 2
styles.

If you like the background elements of a theme but not the colors or fonts, you can mix and
match theme elements.

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If you create a combination of theme elements that you would like to be able to use with other
documents, you can save the combination as a new theme. By saving the theme in the default
Document Themes folder, you make the theme available in the Themes gallery. However, you
don’t have to store custom themes in the Document Themes folder; you can store them
anywhere on your hard disk, on removable media, or in a network location.

By default, Word applies the Office theme to all new, blank documents. In Word 2016, the
Office theme uses a primarily blue palette, the Calibri font for body text, and Calibri Light for
headings. If you plan to frequently use a theme other than the Office theme, you can make
that the default theme.

To apply a built-in theme to a

document

1. On the Design tab, in the Document Formatting group, click the Themes button, and
then click
the theme you want to
apply.

To change theme elements in a document 1. On the Design tab, in the Document Formatting
group, do any of the following:

• Click the Colors button (the ScreenTip says Theme Colors), and then click the color set
you want to apply.
• Click the Fonts button (the ScreenTip says Theme Fonts), and then click the font set you
want to apply.
• Click the Effects button (the ScreenTip says Theme Effects), and then click the effect
style you want to apply

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To save a custom
theme

• Apply a base theme, and then modify the theme colors, fonts, and effects as you
want them.
• On the Design tab, in the Document Formatting group, click the Themes
button.
• At the bottom of the Themes menu, click Save Current Theme to display the contents
of the Document Themes folder in the Save Current Theme dialog box.
• In the File name box, replace the suggested name, and then click
Save

To apply a custom
theme

• Display the Themes menu. If you have created a custom theme, the Themes menu now
includes a Custom area that contains your theme.
 • Click the theme to apply it to the
document

To change the default

theme

• In the document, apply the theme you want to use as the default
theme.
• On the Design tab, in the Document Formatting group, click Set as
Default.

To apply a theme from a nonstandard

location

• On the Design tab, in the Document Formatting group, click the Themes
button.
• At the bottom of the Themes menu, click Browse for
Themes.
• In the Choose Theme or Themed Document dialog box, browse to the theme you want to
apply, and then click Open.

To find the location of your Document Themes

folder

• On the Design tab, in the Document Formatting group, click the Themes
button.
• At the bottom of the Themes menu, click Save Current
Theme.
• In the Save Current Theme dialog box, click the icon at the left end of the address bar to
display the full path to the Document Themes folder.

To delete a custom theme 1. Do either of the

following:

• Open File Explorer, browse to the Document Themes folder, and delete the
theme file.
• In Word, display the Themes menu, right-click the custom theme, and then click
Delete.

Note that the second method removes the theme choice from the gallery but does not
remove the theme file from your Themes folder

LAYOUT
15 | Page
Page
Margins

• Select the Margins icon from the Layout

tab.
• Click the margin style you want to apply.
OR
• Click the arrow in the Page Setup portion of the
ribbon.
• Type the number of choice or use the arrows to select to the size you
want.
• Click OK.

Page
Orientation

• Select the Orientation icon from the Layout

tab.
• Choose Portrait for a vertical page or Landscape for a horizontal
page.
16 | Page
17 | Page
REVIEW

Spelling and Grammar

Check

Word will automatically check for spelling and grammar errors as you type unless you turn this
feature off. Spelling errors are noted in the document with a red underline. Words that are
spelled correctly but do not fit in the context of the sentence are underlined in blue. Grammar
errors are indicated by a green underline.

To check the spelling and

grammar:

• Select Spelling & Grammar from the Review

tab.
• The Spelling and Grammar dialog box will notify you of the first mistake in the
document, and misspelled words will be highlighted in red.
• If the word is spelled correctly, click Ignore Once or click Ignore All if the word appears
more than once in the document.
• If the word is spelled incorrectly, choose one of the suggested spellings in the
Suggestions box or click on the arrow and choose Change All to change all instances in the
document.
• If the word is spelled correctly and will appear in many documents you type (such as your
name), click Add to Dictionary to add the word to the dictionary so it will no longer appear
as a misspelled word.
• If the word is spelled correctly but does not fit in the context of the sentence, choose
one of the suggestions and click Change.

Thesaur
us
 • Highlight the word you want to
replace.
• Select Thesaurus from the Review tab. A list of meanings and synonyms are given in
the task pane on the right side of the screen.
• Hover your arrow over the word you want to select until you see a dropdown
arrow.
• From the drop-down menu, click Insert.
OR
• Right-click the word and select Synonyms from the shortcut
menu.
• From the list of suggested words, click the word you would like or click Thesaurus... for
more options.

Closing a
Document

Close the current document by clicking the File tab, then click Close. You can also close a file
by clicking the X in the top righthand corner of the screen. If you have changed your document
recently without saving it, a helpful popup box will appear asking you if you want to save the
most recent changes.

Word Tips and

Tricks

• Many features in Word can be accessed through the right click menu. Simply hover your
cursor over a word or object and click your right mouse button to bring up shortcuts for
things like cut/copy/paste, font and paragraph boxes, inserting a bullet or number list,
quick synonyms, etc.
• If you’re not sure if a formatting option is turned on, take a look at the ribbon. If a
feature is turned on, it will usually look gray. For example, try clicking on the Bold icon
and see its appearance change, and then click it again to see it turn off.
• When it comes to applying formatting to your document, you have the option to set your
formatting as you go (for example, turning Italics on and off each time you want to use it) or
you can get your document typed and then go through and change each part you want. To
change text that is already on the page be sure to highlight it first, OR go to your Home tab
and then click Select and then choose Select All from the dropdown menu to apply changes
to the entire document.

Keyboard
Shortcuts:

Create a new document CTRL+N Save a document CTRL+S Open an existing

document CTRL+O Print a document CTRL+P Close a document CTRL+W Select an
entire document CTRL+A Highlight a Word Double-click within the word Highlight a
 Paragraph Triple-click within the paragraph Highlight a Sentence CTRL+ click
anywhere within the sentence Copy text CTRL+C Cut text CTRL+X Paste text CTRL+V
Undo CTRL+Z Redo CTRL+Y Bold CTRL+B Italics CTRL+I Underline CTRL+U Align
Left CTRL+L Center CTRL+E Align Right CTRL+R Justify CTRL+J

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Intermediate and Advanced Microsoft
Word

Working with sections and

columns

Section
s

• Create different sections in a document using various types of

breaks.
• Place your cursor where you wish to insert the section
break.
• Go to the Page Layout ribbon/Page Setup group and click the Breaks
button.
• Select the type of break you wish to
insert.

Section Break Type New section will begin

Next Page On the following page Continuous On the same page Even Page On the
next odd numbered page Odd Page On the next even numbered
page
Column
s

Format text into multiple

columns

Select the text to be formatted in

columns.

Go to Page Layout/Page Setup group and click the Columns button. Use the More
Columns... option to create more than three columns, change column width or spacing.

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Enter text in
columns

• Click within one of the columns where you wish to enter text and begin
typing.
• Text will ‘overflow’ into the following column

Formatting
Tables
Aligning
text

• Select the table text to be

aligned.
• Go to Table Tools Layout/Alignment group and select the alignment option you wish
to use

Merging
cells

• Select the cells to be merged (joined) together. Go to Table Tools Layout/Merge group
and click Merge cells.
• The selected cells are now joined together into one
cell.

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Shadin
g

• Select the cells you wish to apply shading

to.
• Go to Table Tools Design/Table Styles group and click
Shading.

Border
s

• Select the cells you wish to apply border to; or remove borders
from.
• Go to Table Tools Design/Table Borders group and click
Borders.

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Using formulas in a
table
 • Click in the cell where you wish to create a total (or other
calculation).
• Go to Table Tools Layout/Data group and click the Formula
button.
• Check the Formula box, select a number format if required and click
OK.

Note
:

SUM refers to the SUM function, which is used to add numbers together. (ABOVE) or
(LEFT) refers to the location of the cells containing the numbers to be added, in relation to
the cell where you are creating the formula. The Paste Function dropdown box can be used
to select a different function, e.g AVERAGE to create an average instead of a total.

Working with
Graphics

Inserting
pictures

• Go to Insert/Illustrations group and click

Picture.
• Navigate to and select the picture to be
inserted.
• Click Insert.

Inserting
SmartArt

• Go to Insert/Illustrations group and click

SmartArt.
• Select the SmartArt diagram you wish to use from the gallery and click
OK.
 • Enter text either directly into a shape in the diagram, or into the text panel to
the left.

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Note
:

To add a shape to the diagram, use the text panel. Click at the end of the text entered
into the shape before/above the new shape you wish to create and press Enter.

To delete a shape, use the text panel. Select the text inside the shape to be deleted
and press the Delete key.

Inserting
WordArt

• Go to Insert/Text group and click the WordArt

button.
• Select a WordArt style from the WordArt
 gallery.
• Enter the text to appear in the WordArt style you have
chosen.

Inserting
symbols

• Go to Insert/Symbol group and click the Symbol

button.
• Select a symbol from the items displayed immediately below the button, or
select the
• More Symbols option to view further symbol
shapes.
• Select a symbol, click Insert then Close to exit the Symbol dialogue
box.

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Creating a
watermark
 • Go to the Design ribbon / Page Background group and click the Watermark
button.
• Select a preset watermark option or select Custom Watermark to create
your own.

• If creating your own watermark, select Custom

Water / Text watermark, enter your text and click OK.

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Creating
shapes

• Go to Insert/Illustrations group and click

Shapes.
• Select the shape you wish to
create.
• Move your mouse onto the page, click and drag
 diagonally to create the shape.

Starting the Mail Merge

Wizard

Create your letter ready for mailing, and

save

Using Mail Merge to create

letters

1. Follow through the six steps in the Mail Merge Wizard to create a letter for a mass
mailing. 2. Select the type of document you are creating from the options provided, and
click Next at the
bottom of the task pane. 3. Select the appropriate option for the starting document. If you
have the letter document open, select
the ‘Use the current document’ option. Click Next at the bottom of the task pane. 4. Select
the data source containing the names and addresses of the letter recipients. Typically, this
will be from an Excel file, database or Outlook contacts. Select the appropriate option, click
Browse to select the data source. You will be shown a preview of the data source. Click OK,
then click Next to continue to step 4. 5. Insert the fields to be used for addressing and
salutation purposes by clicking the More Items link. This allows you to insert the relevant
fields from your data source into the letter. Select a field and click Insert to enter the field into
the document. Click Next to continue. 6. Preview the letters to your recipients. You have the
opportunity to exclude unintended recipients at
this step. Click Next to continue. The letters are ready to be printed, edited or saved
using the ‘Print’ or ‘Edit Individual Letters’ options respectively.
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Mail Merge Wizard step-by-
step
26 | Page
Footnotes and
Endnotes

Inserting a footnote or
endnote

• Place the cursor where the footnote or endnote number is to appear in the document
text, and go to References/Footnotes group.
• To insert a footnote, click the Insert Footnote button; to insert an endnote, click the
Insert Endnote button.
• Enter the text for the footnote or endnote; then click away from where you have
typed.

Review footnotes or endnotes in a

document

• Go to References/Footnotes
group.
• Click the dropdown arrow to the right of the Next Footnote
button.
• Select from the options provided to proceed directly to the next or previous
footnote or endnote in the document.

Delete footnotes or
endnotes

• Select the footnote or endnote number from within the document

text.
• Press Delete.
 -
end-

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