Recap:

◦Microsoft Word:
◦A word processing program
◦MS Word window identifications: (parts of the window)
◦ List any common parts you are familiar with?
◦Saving and sharing a document
◦Page Layout
◦ Page Orientation, Size, Margins, etc.
◦Working with Texts & using available options
MS WORD 2016
CAT203 – Information Technology
Session 2 - Part B
Objectives
◦Insert header and footer where necessary
◦Apply skills of proof-reading a document using spell checks,
thesaurus and dictionary, etc.
◦Apply other basic skills to a document:
◦ Protecting a document using a security-password
◦ Opening a document using a security-password
◦ Printing a document
HEADERS & FOOTERS
◦Header – appears in the top margin
◦Footer – appears in the bottom margin
◦Generally contain information such as:
◦Page #, date, author’s name & footnotes

◦Keep longer documents organized & easier to read

◦Text entered in the H&F section will appear on each page
(i) To Insert Header & Footer:
There are several ways to insert H&F:
1. Double click anywhere on the top or bottom margin of
the document.
2. Type the desired information into the H&F (e.g.
author’s name).
3. Close the H&F or simply press Esc key.
(ii) To Insert Header & Footer:
To insert date or time:
1. Double click anywhere on the top or bottom margin of
the document to unlock it.
2. Locate the design tab, click the date & time command.
The dialogue box will appear. Select the desired date or
time format.
3. Tick the box next to update automatically if you want,
then click Ok.
(iii) To Insert Header & Footer:
Page numbers are useful for lengthy documents and
serves as reference point for writers and readers
To insert page numbers:
1. Click the page number command on the Insert tab
2. Browse through the page number options and formats available
from the drop down arrow
3. Select the desired style of H&F. Press Esc or simply close H&F.
SPELLING & GRAMMAR CHECK
◦There are several proofing features that will help you
produce professional & error-free documents

◦Spelling & Grammar tool:

1. You can run a spelling & grammar check
2. Allow Word to automatically check
Types of Errors
Errors are indicated by COLORED WAVY LINES:
1. Red Squiggly Line – misspelled word
2. Blue Squiggly Line – grammatical error, including misused words

Note: misused words are also known as CONTEXTUAL SPELLING

ERROR – when a word is spelled correctly but used incorrectly

E.g. She is there teacher.

To Proofread a Document:
◦Running a SPELLING & GRAMMAR Check:
1. Click the Spelling & Grammar command on the Review tab
2. S&G pane will appear on the right. Word tries to offer one or
more suggestions. Select a suggestion and click change to
correct error
3. Word will check each errors until the last error. Then a
dialogue box appears to notify you that the check is complete.
Click Ok.
To Correct Errors:
◦For both spelling & grammar errors:
1. Right click on the underlined word, then select the correct spelling
from the list of suggestions
2. The corrected word will appear in the document
Note: You can choose to Ignore All of an underlined word or add to the
dictionary.
You can also change S&G check settings:
Go to File > Options > Proofing > When correcting S&G in Word
PROTECTING A DOCUMENT
◦By default, anyone can access, make changes or copy your
document unless you protect it
◦Word offers several ways to protect a document depending
on your need:
◦Mark as Final
◦Encrypt with Password
◦Restrict Editing, Restrict Access, etc.
Password Protected Document
◦Protect a document by using a password to help prevent
unauthorized access:
1. Click on File tab, then select Info
2. Locate the Protect Document option. Click and select encrypt
with password
3. In the encrypt document box, type the password then click Ok
4. Save the file.
** IMPORTANT - Passwords are case sensitive
Password Protected Document
◦You can protect a document by using a password to help
prevent unauthorized access:
1. Click on File tab, then select Info
2. Locate the Protect Document option. Click and select encrypt
with password
3. In the encrypt document box, type the password then click
Ok
4. Save the file.
Remove Password Protection:
1. Use the password to open the document
2. Click File tab > Info > Encrypt Document
3. In the encrypt document dialogue box, delete the
encrypted password. Click Ok.
4. Save the file.
PRINTING A DOCUMENT
◦You can print a hardcopy of your document

◦Check if a printer is connected to your PC

◦You can also preview your document before printing in
the Print Pane
To Print a Document:
1. Go to File tab
2. Select Print. The print pane will appear
3. Pay attention to the printer option, where you need to
select the desired printer
4. Enter the number of copies you want to print
5. Apply any additional settings
6. Click Print
To Custom Print a Document:
Printing individual pages or a range of pages – separate
each entry with a comma
1. Select Print. The print pane will appear
2. In the Pages field, enter the pages to print
3. Click Print
Questions or Comments:
Feel free to post it using discussion forum on Moodle!
Check Moodle for Assignment 1