SCRIPT OF E-LEARNING MODULE ON MS WORD

INDEX
MODULE 1: MS WORD BASIC
Overview
The Backstage View
Getting Started with Word
Non-Printing Characters
Saving a Document
Navigating a Document
GoTo, Find and Replace
Editing a Document
Selecting Text
Cut, Copy and Paste
Character Formatting Options
Working with Numbers
Working with Bullets
Alignment Options
Working with Tabs
Printing
MODULE 2: MS WORD INTERMEDIATE
Tables
Adding Rows and Columns to a Table
Borders and Shading
Sorting in a Table
Styles
MODULE 3: MS WORD ADVANCE
Sectioning
Graphics
Reviewing
 MODULE-1
MS WORD BASIC

1. Overview

Scene: Introduction

Voice Over: Hi there and welcome to Microsoft Word 356! In this course, we’ll start from
the basics by exploring the Microsoft Word screen with its layout and terminology.

[Scene : Blank Document]

Voice Over: Here we have a MS Word blank document. At the very top of the screen is the
Title Bar, which shows the name of document and the application name, "Word."

[Scene : Title Bar]

Voice Over: Below the Title Bar are Tabs like Home, Insert, Draw, and others. These tabs
contain Ribbons, which house the commands like formatting, copying, pasting etc.

[Scene : Tabs and Ribbons]

Voice Over: The Quick Access Toolbar is just below the Ribbons. It provides quick access
to frequently used commands like Save, Undo, Redo, and more. You can customize this
toolbar to suit your needs.

[Scene : Quick Access Toolbar]

Voice Over: Commands in the Ribbons are organized into Groups like Clipboard, Font,
Paragraph, and Styles. Each group has a dropdown arrow to access more advanced options.

[Scene : Ruler]

Voice Over: At the top of the document, there’s a Ruler which helps with text alignment and
indents. You can adjust settings by moving the triangles and block on the ruler.

[Scene : Status Bar]

Voice Over: Status Bar provides information about document, such as the current page and
word count. On the right side, View Buttons to switch between different document views:
Read Mode, Print Layout View and Web Layout View.

[Scene : Zoom Slider and Scrollbar]

Voice Over: The Zoom Slider allows to zoom in and out of your document, and the
Scrollbar on the side helps to navigate through multiple pages.
 2. Backstage View

[Scene : File Tab]

Voice Over: To access the Backstage View, simply click on the File tab at the top left of
your screen.

The menu on the left side is divided into several sections:

a. Home: Takes you back to the document view.

b. New: Creates a new document, either blank or from a template.
c. Open: Opens an existing file from your computer.

[Scene: Save and Save As Options]

Voice Over: Under Save and Save As:

 Save: Saves changes to an already saved document.

 Save As: Allows you to name and save the document for the first time or save a copy
in a different location or format.

[Scene: Print, Share, Export, and Close Options]

Voice Over: Additional options include:

 Print: For printing your document.

 Share: Options for sharing your document via email, Cloud, or other methods.
 Export: To create a PDF version of your document.
 Close: Closes the document.

3. Getting Started with Word

[Scene : Creating Document]

Open the Word App and find a blank document; click on it and it’s opened.

[Scene: Typing in Document]

Voice Over: When you start typing, your text will automatically wrap to the next line
without needing to hit Enter. If you do want to start a new line, just press Enter.

[Scene: Auto-Correct Spelling]

Voice Over: Word’s AutoCorrect feature automatically capitalizes the first letter of your
sentence.

[Scene: Grammatical Error Example]

Voice Over: For grammatical errors, like double spaces, Word will use a blue double
underline. Right-click to see suggestions for corrections.
[Scene: Closing a Document]

Voice Over: To close a document, click File > Close. Be cautious with the big Close button
in the top-right corner, as it will close all of Word.

4. Working with Non-Printing Characters

[Scene: Showing Non-Printing Characters]

Voice Over: See the Show/Hide button on the Home Ribbon which shows Paragraph marks
and other hidden formatting symbols.

[Scene: Adjusting Line Spacing]

Voice Over: By default, Word uses double spacing between paragraphs. To change this,
select your text, go to the Home Ribbon and find the Line and Paragraph Spacing dropdown
in the Paragraph group. For more control, select Line Spacing Options.

5. Saving a Document

Voice Over: Title bar of new document shows Document1.

Options for saving a Document:
a. Click the Save icon on the Quick Access Toolbar.
b. Another way is to go to the File tab and select Save As.

Save As screen shows recent folders and locations to save document. Click on Browse to
choose a location. Navigate to Documents and then to Word Documents. Name the file.

[Scene: View Documents Side by Side]

Voice Over: On the View Ribbon, click View Side by Side to arrange both documents on
the screen. Click Maximize button to return to full size.

[Scene: Status Bar Information]

Voice Over: At the bottom left corner of a document where it shows the number of pages,
word count, and current section.

6.Navigating a Document

Voice Over: Scrollbar is on the right-hand side. To jump to the end of a long document
quickly, use Ctrl + End. To return to the top, use Ctrl + Home.

7. Go To , Find and Replace

Voice Over: In the Find dropdown, select Go To and navigate by page number, section,
line, bookmark, comments, footnotes, endnotes, fields, or tables.
Click Find and Replace under Home Ribbon. Click on Find; navigation panel opens; type
the word to find and replace with the word. Step through each occurrence by clicking Find
Next. At the end, it notify the search is complete.

8.EDITING

[Scene: Deleting Text]

Voice Over: To delete text, the Delete key removes everything to the right of the cursor.

[Scene: Backspacing Text]

Voice Over: On the other hand, the Backspace key deletes text to the left of the cursor.

[Scene: Undo and Redo]

Voice Over: Undo button on the Quick Access Toolbar allows to reverse last action.

Voice Over: Redo button does the opposite, reapplying the last undone action.

Dropdown next to the Undo icon, allow to undo multiple actions in one go. This feature helps
to backtrack through several changes.

[Scene: Shortcut Keys for Undo and Redo]

Voice Over: For quick access, use shortcut keys: Control-Z for Undo and Control-Y for
Redo. Mastering these shortcuts can greatly enhance your efficiency.

9. Selecting Text

Voice Over: To select text, simply click and drag your mouse across the desired area. This
highlights the text, making it ready for formatting changes.

[Scene: Highlight Text]

Voice Over: As you click and drag through a line, the mini toolbar appears. This toolbar
offers quick formatting options like bold, italics, and font color, right where you need them.

[Scene: Deselecting Text]

Voice Over: To deselect text, simply click anywhere outside the highlighted area. This will
remove the selection and return your cursor to its normal position.

[Scene: Selecting Specific Text]

Voice Over: To select a single word, double-click on it. For a quick sentence selection, hold
down the Control key and click anywhere within that sentence. This highlights the entire
sentence up to the first full stop.
[Scene: Select a Word]

Voice Over: If you need to select an entire line, click in the white space to the left of the line.
Drag down to select multiple lines if needed.

[Scene: Extend Selection]

Voice Over: To select multiple non-adjacent sections, hold down the Control key while
clicking and dragging over each section you want to select. This allows you to choose
different sections.

10. Cut, Copy, and Paste

[Scene: Blank Document]

Voice Over: Let’s start by understanding these fundamental commands. First up, Cut. To cut
text, you need to follow four simple steps. Begin by selecting the text you want to move. For
example, I’ll select this sentence here.

[Scene: Select Text]

Voice Over: The key difference between Cut and Copy is crucial. Cut removes the selected
text from its original location and prepares it for pasting elsewhere. Think of it as moving the
text. On the other hand, Copy duplicates the text without removing it from the original spot.

[Scene: Demonstrating Cut]

Voice Over: To cut the selected text, you can use several methods. Right-click on the
highlighted text and choose Cut from the context menu, or navigate to the Home Ribbon and
select Cut from the Clipboard group. Alternatively, use the keyboard shortcut Control-X.

[Scene: Cut Text Using Different Methods]

Voice Over: After cutting the text, place your cursor where you want to paste it. Again, you
have options: right-click and choose Paste, go to the Home Ribbon and click Paste, or use
the keyboard shortcut Control-V.

[Scene: Demonstrating Copy]

Voice Over: Let’s undo that cut and copy the same text instead. To copy, use Control-C or
click Copy on the Home Ribbon. Then paste it by choosing your preferred method.

[Scene: Paste Text and Show Options]

Voice Over: For a simple paste, click the top half of the Paste button. If needed, explore
more options under Paste Special.
11.Character Formatting Options

[Scene: Introduction Slide]

Voice Over: In this module, we’re going to explore character formatting options to enhance
the appearance of your text and make your documents stand out.

[Scene: Blank Document]

Voice Over: When you begin typing in Word, your text defaults to a single font, size, and
color until you decide to change it. This process of adjusting the appearance of text is known
as formatting.

First, we’ll change the font to make it stand out from the rest of the text.

[Scene: Font Dropdown Menu]

Voice Over: On the Home Ribbon, within the Font group, you’ll find the font drop-down
menu. The default font is usually Calibri, but you can choose from a variety of fonts. I’m
going to select Britannic Bold for a distinctive look.

[Scene: Changing Font Size]

Voice Over: Next, let’s make our title larger. In the Font group, next to the font style, you'll
see the font size options. Hover over these sizes to see a live preview. I’m going to choose 36
to make the title more dramatic. If you need a size that isn’t listed, you can manually type it
in the box.

[Scene: Demonstrate Font Size Increase/Decrease]

Voice Over: Use the Increase Font Size and Decrease Font Size buttons to adjust text size
incrementally, without having to select from the dropdown menu.

[Scene: Changing Text Case]

Voice Over: You can also modify the text case. Click the Change Case button to switch
between options like UPPERCASE, lowercase, Capitalize Each Word, and tOGGLE
cASE. For our title, I’ll use Capitalize Each Word.

[Scene: Applying Bold, Italics, and Underline]

Voice Over: In the Font group, you’ll also find buttons for Bold, Italics, and Underline.
Note that the underline button has a dropdown for additional styles like solid, double, or
dashed lines. I’ll leave underline off for now.

[Scene: Strikethrough, Subscript, and Superscript]

Voice Over: If you need to indicate text that should be removed or altered, use
Strikethrough. For scientific or mathematical text, Subscript and Superscript can be
handy, like for H₂O or x².
[Scene: Text Effects and Highlighting]

Voice Over: For more decorative options, explore Text Effects. These include various styles
like shadows, reflections, and glows. Be mindful of your audience—while effects can
enhance documents like flyers or newsletters, they may not be appropriate for more formal or
professional documents.

[Scene: Demonstrate Highlighting and Font Color]

Voice Over: To highlight text, use the Highlight Color button, similar to using a highlighter
pen. And to change the font color, select your text and choose a color from the palette.

[Scene: Advanced Font Options]

Voice Over: For additional customization, click the drop-down arrow in the Font group to
access more options, such as Underline Color and Advanced Character Spacing.
Adjusting character spacing allows you to widen or narrow the space between letters.

12. Working with Numbers

[Scene: Introduction Slide]

Voice Over: In this module, we're diving into working with numbers.

[Scene: New Blank Document]

Voice Over: Sometimes in a Word document, you might need to create a numbered list. This
could be numbers like 1, 2, 3, letters like A, B, C, or even Roman numerals.

Next, go to the Home Ribbon and in the Paragraph group, find the Numbering dropdown.
Click the arrow to see the various numbering options available.

Select a numbering style, like 1, 2, 3—your list is now numbered.

[Scene: Adding More Items to the List]

Voice Over: The great thing about numbering is that it automatically updates if you add more
items. Just hit Enter after your last item, and the new item will be numbered correctly. If you
decide you don’t want that number, hit Backspace or click the Numbering button again to
remove numbering.

[Scene: Changing Numbering Style]

Voice Over: To change the numbering style, highlight your list, go back to the Numbering
dropdown, and choose a different format, like A, B, C. Your list updates to reflect the new
style.
[Scene: Define New Number Format]

Voice Over: For more customization, select Define New Number Format. Here you can
change the number style, font, size, and color. For example, you can set the numbering to
Arial, Bold, 12 pt, and red. Preview the changes and click OK to apply.

[Scene: Set Numbering Value]

Voice Over: If you start a new list and want to restart numbering, use Set Numbering Value.
For example, if the new list should start at A, select Set Numbering Value, choose A, and
click OK. This will reset the numbering for the new list.

[Scene: Numbering Paragraphs]

Click at the start of each paragraph and apply numbering. Note that if paragraphs have line
breaks, numbering might only apply to the first line of each paragraph.

[Scene: Switching Between Documents]

Voice Over: Back in our earlier document, remember, you don’t need a pre-existing list to
apply numbering. You can activate numbering before you even start typing. If you don’t want
the numbering to continue from a previous list, use the Restart Numbering option in the
dropdown menu.

[Scene: Next Module Intro Slide]

Voice Over: In the next module, we’ll explore an alternative way to make lists stand out
using bullets. See you there!

13.Working with Bullets

[Scene: Introduction Slide]

Voice Over: Hello again and welcome back to our Word 2019 course. We’ve just covered
numbered lists, and now let’s dive into working with bullets. Bullets are similar to numbering
but offer a different way to list items.

[Scene: Highlighting the List]

Voice Over: Start by highlighting the list. Then, go to the Home Ribbon and find the Bullets
button in the Paragraph group. Click the arrow to open the bullet library.

[Scene: Bullets Dropdown Menu]

Voice Over: You’ll see a variety of bullet styles, with the default being a solid black circle.
Hover over each option to preview how it looks. You can choose a different style that fits
your document's theme.
[Scene: Define New Bullet Option]

Voice Over: For more customization, select Define New Bullet. Here, you can choose from
symbols, pictures, or fonts.

[Scene: Symbol Dialog Box]

Voice Over: Let’s start with symbols. Click Symbol to open the Symbol dialog box. This
displays various fonts that include symbols. One popular choice is Webdings, which offers a
range of interesting symbols.

[Scene: Selecting a Symbol]

Voice Over: You can scroll through or select a symbol like a star. Click OK to apply it as
your bullet style.

[Scene: Picture Option]

Voice Over: You can also use pictures as bullets. With your list still highlighted, go back to
Define New Bullet and select the Picture option.

[Scene: Inserting a Picture Bullet]

Voice Over: You can choose a picture from a file, search online, or pick from OneDrive.
Let’s search for a picture of a dog. After selecting an image, click Insert and OK. Your list
now features a cute dog image as the bullet.

14. Alignment Options

[Scene: Introduction Slide]

Voice Over: In this module, we explored formatting entire paragraphs, specifically focusing
on alignment options.

[Scene: Left-Aligned Text]

Voice Over: In a left-aligned document, the text wraps to the next line without breaking
words or adding hyphens.

[Scene: Selecting Title and Centre Align]

Voice Over: Let's start by centring the title. Hover your mouse over the margin next to the
title, click once to select it, and go to the Paragraph group on the Home Ribbon. Here,
you’ll see your alignment options. Currently, left align is applied. We also have centre, right
align, and justify.

[Scene: Centre Alignment]

Voice Over: Centre alignment will place your text in the middle of the page. Click the
Centre Align button, or use the keyboard shortcut Control-E. And there we go, the title is
now centred.

[Scene: Right Alignment]

Voice Over: Select all the text in the document using Control-A, then click the Right Align
button or Control R. Now, everything is lined up on the right side but not on the left.

[Scene: Justify Alignment]

Voice Over: Now let’s try the justify option. Select all text again with Control-A, and click
the Justify button or Control J. Notice how the text is now aligned on both the left and right
sides, similar to newspaper print. Word adjusts the spacing between words to achieve this
effect.

15. Working with Tabs

[Scene: Introduction Slide]

Voice Over: Hi everyone and welcome back to our course on Word 2019 and we’re now in
section four where we’ll explore using tabs in your documents.

[Scene: Blank Document Example]

Voice Over: Tabs are a powerful feature in Microsoft Word. When you press the Tab key, it
usually moves the cursor half an inch. However, with tabs, you can set custom distances and
types of tabs. Here’s an example of a document where the text is neatly aligned in columns,
but it’s not a table. It's created using tabs.

[Scene: Show/Hide Paragraph Markers]

Voice Over: Turning on the Show/Hide Paragraph Markers reveals the tab marks as little
arrows. Let's turn that off and start setting tabs in a document.

[Scene: Locating Tabs on the Ruler]

Voice Over: To set tabs, look at the ruler. On the left side, below the Quick Access Toolbar,
there’s a small icon that cycles through different tab types. Hover over it to see the current tab
type. Clicking it changes to the next tab type.

[Scene: Different Types of Tabs]

Voice Over: The available tabs are:

 Left Tab: Aligns text to the left.

 Right Tab: Aligns text to the right.
 Decimal Tab: Aligns numbers by the decimal point.
 Bar Tab: Inserts a vertical line.
  First Line Indent: Indents the first line.
 Hanging Indent: Indents all lines except the first.

[Scene: Setting a Left Tab]

Voice Over: Select the left tab, then click on the ruler at 1.5 inches. Now, pressing the Tab
key moves the cursor to that point. Typing aligns the text under this tab. Pressing Enter and
Tab again aligns the next line’s text under the same tab.

[Scene: Removing a Tab]

Voice Over: To remove a tab, drag it off the ruler.

[Scene: Setting a Decimal Tab]

Voice Over: Select the decimal tab and click on the ruler at 1.5 inches. Type a number with a
decimal point. Notice how the decimal points align perfectly.

[Scene: Setting a Bar Tab]

Voice Over: Select the bar tab and click at 2.5 inches. This places a vertical line at that
position. Typing text on either side of the bar tab aligns it around the line.

[Scene: Setting a Center Tab]

Voice Over: Select the center tab and click at 2.5 inches. Typing centers the text under this
tab.

[Scene: Setting a Right Tab]

Voice Over: Select the right tab and click at 6 inches on the ruler. Pressing Tab jumps the
cursor to the right side. Typing aligns text to the right.

[Scene: Example Table Using Tabs]

Voice Over: Here’s a document with columns created using tabs. The left tab aligns the
addresses, the decimal tab aligns amounts, and the right tab aligns phone numbers. Let's
recreate this.

[Scene: Recreating the Table]

Voice Over: First, set the tabs on the ruler: a left tab, a decimal tab, and a right tab. Then,
type the data, pressing Tab to move between columns. Adjust the tabs on the ruler if
necessary.

[Scene: Adding Tab Leaders]

Voice Over: Tab leaders are dots or dashes that fill the space between tabs, often used in
tables of contents. To add leaders, highlight the text and open the Tabs dialog. This can be
done by double-clicking a tab stop on the ruler or through the Paragraph dialog.

[Scene: Tabs Dialog Box]

Voice Over: In the Tabs dialog, select a tab stop and choose a leader style. Click Set for each
tab stop, then click OK. This adds the leaders between the tabbed text.

16. Printing

Voice Over: Printing in Word is done through the backstage area. Click on the File tab, then
select Print from the menu on the left.

[Scene: Print Settings Group]

Voice Over: Here’s where you set up your printing options. The first setting is what you
want to print. By default, it’s set to print all pages of your document. You can also print just
the selection if you’ve highlighted specific text.

[Scene: Print Current Page Option]

Voice Over: Another useful option is to print only the current page. This is handy if you
want to print just a specific page without reprinting the entire document.

[Scene: Custom Print Option]

Voice Over: For more control, use the Custom Print option. Enter specific page numbers or
ranges separated by commas. For example, to print pages one and three, enter “1, 3.” For a
range, like pages one to three, enter “1-3.”

[Scene: Additional Print Settings]

Voice Over: You can adjust the page orientation, paper size, margins, and how many pages
you want per sheet. For more detailed settings, click the Page Setup button at the bottom.

[Scene: Printer Selection]

Voice Over: At the top of the Print screen, you’ll find the Printer area. Select your printer
from the list. Ensure your printer is connected and available.

[Scene: Page Preview and Zoom Options]

Voice Over: Under the preview window, you can scroll through the pages and use the zoom
slider to get a better view of the document.
[Scene: Print Button Highlighted]

Voice Over: Once you’ve reviewed all settings, click the big Print button at the top to send
your document to the printer. You can specify the number of copies you want to print.
 MODULE 2: MS WORD INTERMEDIATE

1.Tables

[Scene: Introduction Slide]

Voice Over: In this module, I’ll introduce you to a table and demonstrate some basic
functionalities. Here’s a document called Tables.docx, containing a simple table. This table
has six columns and four rows, including a header row with labels.

[Scene: Clicking Inside the Table]

Voice Over: Notice that when I click inside the table, a new ribbon called Table Tools
appears at the top. This is a Contextual Ribbon, meaning it only appears when you’re
working within a table.

[Scene: Table Tools Ribbon - Design Tab]

Voice Over: The Table Tools ribbon includes a Design tab, which offers various formatting
options for the table's appearance.

[Scene: Table Tools Ribbon - Layout Tab]

Voice Over: There’s also a Layout tab, which allows you to delete the table, insert rows and
columns, and more. If I click outside the table, the Table Tools ribbon disappears because it’s
no longer needed.

[Scene: Crosshair Icon in Top Left Corner]

Voice Over: Clicking inside the table also reveals a crosshair icon in the top left corner.
Clicking the crosshair highlights the entire table. You can use it to move the table by clicking
and dragging it to a different location within your document.

[Scene: Using the Tab Key]

Voice Over: Another useful feature is navigating the table using the Tab key. Clicking in the
first cell and pressing Tab moves the cursor to the next cell. You can continue pressing Tab to
move across the table. When you reach the last cell of the last row and press Tab, Word adds
an additional row. You can edit table content directly.

[Scene: Inputting Data into the Table]

Voice Over: Let’s input data into the table. Typically, the first row serves as a header row
with labels for the columns. I’ll add some labels: Date Ordered, Item Name, Stock Number,
Quantity Ordered, and Amount Each. Use the Tab key to move across cells, and Shift-Tab to
move back.

[Scene: Adjusting Column Widths]

Voice Over: To adjust column widths, hover over the column divider until you see a double-
headed arrow, then drag to resize. Adjust the other columns similarly to fit the content. To
select an entire column, hover your mouse over the column header until you see a small black
downward arrow. Click to highlight the entire column. To highlight multiple columns, click
and drag across the desired columns. To select a row, hover your mouse over the left-hand
margin until you see an arrow, then click to highlight the row. To highlight multiple rows,
click and drag down.

2. Adding a Column

Voice Over: Let’s add a new column to the end of this table, next to where it says Amount
Each. First, select the last column by hovering over it until you see the black downward
arrow, then click. You have several options to insert a column.

[Scene: Mini Toolbar]

Voice Over: The first option is using the mini toolbar that appears. Click the Insert dropdown
and select Insert columns to the right.

[Scene: Right-Click Menu]

Voice Over: The second option is to right-click, select Insert, and then choose Insert columns
to the right.

[Scene: Table Tools Ribbon]

Voice Over: The third option is to go to the Table Tools Ribbon, select the Layout tab, and in
the Rows & Columns group, click Insert columns to the right. Let’s use this option. We now
have a new blank column, and you may notice some text wrapping, but we’ll address that
later. I’ll add a heading to this column: Total. We’ll calculate the totals using a formula in a
later module.

[Scene: Adding a Row]

Voice Over: As with columns, you can add a row by right-clicking, selecting Insert, and
choosing Insert rows above, or by using the mini toolbar. Microsoft often provides multiple
ways to achieve the same result.

Now, we’ll focus on how to format your data in a table.

[Scene: Adjusting Column Widths]

Voice Over: We can adjust columns to fit the text on one line. Sometimes this requires a bit
of tweaking.

3. Shading and Color Palette

Voice Over: To adjust colors, use the shading options on the Design Ribbon. You have a
color palette and more colors available under "More Colors." Highlight a row or column to
change its color. This allows customization beyond the default table style.
[Scene: Displaying the Table]

Voice Over: Here we have a table with columns for first name, last name, company, address,
city, state, and zip code. To sort this data, you first need to ensure your table is set up
correctly. Make sure you have a distinct header row. In this case, my header row is bold and
has a blue background, making it different from the rest of the data.

4. Sorting in a Table

Voice Over: Before sorting, click in the column you want to sort by. Let’s say we want to sort
by last name. Click anywhere in the last name column.

[Scene: Accessing the Sort Function]

Voice Over: Next, go to the Table Tools contextual ribbon and select the Layout tab. In the
Data group, you’ll find the Sort button. Click on it to open the sorting options.

[Scene: Performing a Simple Sort]

Voice Over: To sort alphabetically, choose the column from the dropdown list. For instance,
select "Last Name" to sort by this column. You can sort in ascending or descending order.
Click OK, and you’ll see the table is now sorted by last name.

[Scene: Sorting by Multiple Criteria]

Voice Over: To sort by multiple criteria, click Sort again. Select "Last Name" for the primary
sort, and then add "First Name" as a secondary sort. Click OK. This helps to sort names
alphabetically within each last name. If there are no duplicate last names, you might not
notice a difference.

[Scene: Sorting by a Column with Duplicates]

Voice Over: Let’s try sorting by a column with duplicates, like State. Click in the State
column, go to Sort, choose to sort by state in ascending order, and then add "Last Name" and
"First Name" as secondary sorts. Click OK. This will organize the states and then sort names
within each state.

[Scene: Reviewing the Sorted Data]

Voice Over: As you can see, the table is now sorted first by state, then by last name, and
finally by first name. For states with multiple entries, names are sorted alphabetically. If there
are no duplicates, the secondary sorts won’t change the order much.
5. Styles

[Scene: Introduction Slide]

Voice Over: Hi everyone. We’re now working with styles.

[Scene: What is a Style?]

Voice Over: A style is a group of formats that have been put together and given a name, so
you don’t have to pick those formats individually each time you want to apply them. For
example, if you have a title that you want to stand out, you might manually make it bold,
change the font style, size, and color. By using styles, you can save all these formatting
choices under one name and reuse them quickly.

[Scene: Example Document]

Voice Over: Let’s get familiar with styles using our example document called "Styles.docx."
Here, I have my title highlighted. Currently, this title doesn’t stand out from the rest of the
document. I also have some subtitles like "Coming from the north," "Coming from the
south," and "Coming from the east" that I want to highlight.

[Scene: Default Style]

Voice Over: The default style in a document is called Normal Style. On the Home Ribbon in
the Styles group, you can see that Normal Style is applied because it’s highlighted. In this
document, Normal Style means Times New Roman font, size 12.

[Scene: Applying Styles]

Voice Over: Let’s highlight the title and click the dropdown in the Styles group. Here, we
see various styles. Hover over each style to see a live preview of how it will look.

Voice Over: Styles also help structure your document by creating levels of importance. For
example, I’ll set this title as Heading 1 and the subtitles as Heading 2.

[Scene: Applying Heading Styles]

Voice Over: Let’s apply Heading 2 to our subtitles. Now, these headings stand out from the
document, and we have two levels of headings.

Voice Over: When I click on Heading 1, I see that it’s Cambria, size 16, and left-aligned. For
Heading 2, it’s still Cambria but size 13 and also left-aligned.

[Scene: Clear Formatting]

Voice Over: In the Styles dropdown, you have an option to Clear Formatting. This removes
all styles and manual formatting, returning the text to Normal Style.
 MODULE 3: MS WORD ADVANCE

1. Sectioning

[Scene: Introduction Slide]

Voice Over: Hello again, now we’re diving into the concept of sectioning. Sectioning is a
powerful feature in Word that allows you to control different parts of your document
separately. Let’s explore what sectioning is and why it’s useful.

[Scene: Using Next Page Section Break]

Voice Over: On the first page, let’s say you just want a title. To move to the next page
without using the Enter key excessively, insert a “Next Page” section break. This action
creates a new section, essentially Section 1 of your document. This ensures that the next page
starts fresh and separate from the previous one.

[Scene: Using Continuous Section Break]

Voice Over: On the second page, you want to have a title in one column and then two
columns of text below it. To achieve this, use a “Continuous” section break. This type of
break allows you to change the layout on the same page without affecting the rest of the
document. By inserting a Continuous section break, you can format the title and the text in
separate columns, creating Sections 2 and 3.

[Scene: Using Next Page Section Break for Orientation]

Voice Over: Finally, on the third page, you want to switch to landscape orientation for a
better view of a large picture or diagram. To do this without affecting the previous pages,
insert a “Next Page” section break at the bottom of the second page. This creates Section 4,
where you can change the orientation to landscape, keeping the first two pages in portrait
mode.

2. Graphics

[Scene: Introduction Slide]

Voice Over: Hi everyone. In this section, we'll discuss inserting graphical images into
documents.

[Scene: Insert pictures]

Voice Over: Let's start with how you can insert pictures, shapes, icons, 3D models, smart art,
chart and screenshot into your document. There are two main ways: inserting pictures saved
on your local drive and searching for pictures online. First, let’s insert a picture saved locally.
Click on the Insert Ribbon and select Pictures. This opens your local drives. Navigate to
where your picture is saved, select it, and click Insert. To resize, use the resize handles
around the picture. Dragging a corner handle resizes proportionally.
[Scene: Insert Online Pictures]

Voice Over: Now, let's insert an online picture. Go to the Insert Ribbon and select Online
Pictures. Enter a keyword and press Enter. Ensure the Creative Commons Only checkbox is
checked to avoid copyright issues. Select a picture from the search results and click Insert.
The online picture appears with a photo credit. Resize it using the handles as before.

[Scene: Insert Shapes]

Voice Over: To insert shapes, go to the Insert Ribbon and click on Shapes in the Illustrations
group. You'll see various categories such as lines, rectangles, basic shapes, and more.

Similarly we can insert icons, 3D models, smart art, chart and screenshot etc.

3. Review and Printing

[Scene: Introduction Slide]

Voice Over: Hello everyone. We’re now focusing on reviewing and printing options. In this
module, we’ll explore how to use page setup and printing option.

[Scene: Introduction Slide]

Voice Over: Hello again, we’ll dive into page setup options.

[Scene: Layout Ribbon Highlighted]

Voice Over: You’ll find page setup options under the Layout Ribbon. Here’s where you can
adjust various settings for your document's appearance.

[Scene: Margins Dropdown Menu]

Voice Over: First up is Margins. Margins are the spaces around the edges of your document.
There are six margins: top, bottom, left, right, header, and footer.

[Screen Capture: Adjusting Margins Using the Ruler]

Voice Over: To quickly adjust margins, use the ruler at the top and side of your document.
Hover over the dividing line until you see a double-headed arrow, then drag to adjust the
margin.

[Scene: Margins Dropdown with Presets]

Voice Over: For more precise adjustments, use the Margins dropdown in the Page Setup
group. Here, you can select presets like Normal, Narrow, Moderate, or Wide. If you need
custom margins, choose “Custom Margins” at the bottom.
[Screen Capture: Custom Margins Dialog Box]

Voice Over: In the Custom Margins dialog, you can manually set the margin sizes. As you
adjust, you’ll see a preview of how the margins will look.

[Scene: Orientation Options]

Voice Over: Next is Orientation. You can switch between Portrait and Landscape view.
Landscape is useful for wider documents.

[Scene: Paper Size Dropdown Menu]

Voice Over: The Paper Size dropdown lets you select standard sizes like Letter or A4. If you
need a custom size, click “More Paper Sizes” and choose from additional options.

[Scene: Columns Option]

Voice Over: You can also set up columns for your document if needed. This is useful for
creating newsletters or other multi-column layouts.

[Scene: Page Setup Dialog Box]

Voice Over: You can access all these options by clicking the small arrow in the corner of the
Page Setup group for more advanced settings.