Basic Office Technologies

Beginners level

Unit 3: Writing your report: Use of Microsoft Word


  1. The purpose of this Unit is to enhance learners ICT skills, by offering them the opportunity to explore the different use of Microsoft Office applications.
  2. The Unit aims learners to gain basic knowledge on understanding and applying data. 
  3.  The main part of the presentation cover Microsoft Word functions useful for report writing. 


LOut1Understand the importance of writing and presenting their work to their future clients   

LOut2Describe the core functions of all Microsoft Office Applications                                                                                 

LOut3: Demonstrate skills in using the Microsoft Word menu                                      


  • Client reporting,
  • Keyboard,
  • Microsoft windows functions,
  • Toolbar


1.1.1. What Is Client Reporting and Why Is It so Important?

Nothing makes clients happier than a chart presenting the success of their campaign. But, collecting and organizing all that data in charts and writing up client reports can be an arduous task. And yes, it does take time and effort, but it’s one of the most important things to do for yourself and client. It’s the key to your success that will help you get to the top.

It’s the best way to build a strong relationship with client.


Client reporting is the way to keep clients and grow business.

1.1.2. Starting Microsoft Word Turning on and off the computer

To turn on the computer, you need:

Press and hold the computer power button on the wall of the system unit. After a few seconds, an image should appear on the monitor.

Before you turn off your computer, you need to:

Save the files you have worked with.

Close applications.


Click the Start button in the left corner of the desktop and select Turn Off Computer from the drop-down menu. A special shutdown command table will appear on the screen.

1.1.3. Using the mouse

The mouse has two buttons and a scroll wheel. The left button is the most commonly used. The main uses of the mouse:

click (once);


You can use the mouse scroll wheel to view documents or web pages.

1.1.4. Using the Keyboard

The keyboard keys are divided into several groups according to their functions:


Input (alphanumeric) keys – alphanumeric, punctuation, and character keys
The control keys are used alone or in combination with other keys to perform certain actions.
The most commonly used control keys are CTRL, ALT, and ESC.
Function keys are used to perform specific tasks. They are labeled as F1, F2, and so on. t. to F12. The function of these keys may vary in different applications.
Navigation keys are used to move around documents or web pages and to edit text. These are the arrow keys, HOME, END, PAGE UP, PAGE DOWN, DELETE and INSERT. 
The numeric keypad is used to enter numbers. The numbers are grouped together as a calculator

1.1.5. Windows

Windows is a graphical medium that allows you to manage multiple applications at once, transferring information from one application to another. Convenient graphical interaction tools allow you to take full advantage of your computer’s capabilities much more efficiently.


The Windows screen is used as a table on which each program occupies a certain rectangular area – the so-called window. You work with applications and documents in these windows. Windows can be moved from one place on the screen to another as sheets of paper on a table. You can easily resize windows, close windows or collapse windows into graphic images – so-called icons.

1.1.6. Working with Windows

There are two types of windows used when working with applications:

  • The application window – the corresponding application is running in it. This window shows the name of the program and the area of command commands. The window can be anywhere in the work area.
  • A document window is a window that opens only with an application that can open two or more document windows at the same time in the same workspace. For example, Windows can open multiple directories at once. Each window will be in a separate document window. There is no menu area in the document windows.

1.1.7. The main elements of the window

Title bar – The title bar of an application or document. If more than one window is open, the name of the active window differs in the color or intensity of its title area.

A window title is the name of a program or document, group, directory, or file name.

Menu bar – List of available menus.

Scroll bar – Moves to areas of the document that do not fit in the window.

Maximize and Minimize buttons – Enlarges the program window to the size of the workspace or collapses the window to an icon. The document window can be enlarged only to fill the application workspace, not the entire workspace.

Window border – Expand or collapse the window in one direction.

Window corner – allows you to expand or collapse a window in two directions at once.

The workspace is the area where the main actions with the program are performed.

Selection cursor – shows in which window or window you are working.

Mouse pointer – appears when a mouse is connected. It is used to select items.  

1.1.8. Arranging the layout of the windows

Through My computer, when you open several windows at the same time, switching from one window to another becomes inconvenient. Therefore, you can try to arrange the layout of the windows. Right-clicking on a free part of the taskbar opens a menu. All menu items are for managing windows in the desktop, except for the Properties item – it is used to call up the taskbar configuration window:

  • The Cascade item is used to arrange windows so that the name area of each window is visible.
  • Tile Horizontally (side by side)arranges windows in such a way that they form horizontal rectangles.
  • Tile Vertically (side by side) arranges windows in such a way that they form right rectangles.
  • Minimize All Windows minimizes all windows to buttons on the taskbar.
  • Undo Tile removes the effect of the Tile item.

1.1.9. The Toolbars

  • The toolbar, also called baror standard toolbar, is a row of boxes, often at the top of an application window, that controls software functions. The boxes often contain images that correspond with the function they control, as demonstrated in the image below.
  • A toolbar often provides quick access to functions that are commonly performed in the program. 
  • If you are missing an application’s toolbar, try pressing the Alt key on the keyboard, as some programs hide the toolbar until Alt is pressed. In Windows 8 and Windows 10, some programs and apps may only show a hidden toolbar if the mouse cursor is positioned at top of the window.

1.1.10. The Menu Bar

The Menu bar is directly below the Title bar and it displays the menu. The menu begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. You use the menu to give instructions to the software. Point with your mouse to the menu option and click the left mouse button to open a drop-down menu. You can now use the left and right arrow keys on your keyboard to move left and right across the Menu bar options. You can use the up and down arrow keys to move up and down the drop-down menu. To select an option, highlight the item on the drop-down menu and press Enter. An ellipse after a menu item signifies additional options; if you select that option, a dialog box will appear.

Exercise 1
Do the following exercise. It demonstrates using the Microsoft Word menu.

  • Point to the word File on the Menu bar.
  • Click your left mouse button.
  • Press the right arrow key until Help is highlighted.
  • Press the left arrow key until Format is highlighted.
  • Press the down arrow key until Style is highlighted.
  • Press the up arrow key until Paragraph is highlighted.
  • Press Enter to select the Paragraph menu option.
  • Point to Cancel and click the left mouse button to close the dialog box.
Standard and Formatting Toolbars

Exercise 2.  

Follow these steps:

  • Point to View on the Menu bar.
  • Click the left mouse button.
  • Press the down arrow key until Toolbars is highlighted.
  • Press Enter.
  • Standard and Formatting should have a checkmark next to them.
  • If both Standard and Formatting have a checkmarknext to them, press Esc three times to close the menu.
  • If one or both do not have a checkmark, highlight Customize.
  • Press Enter.
  • Point to the box next to the unchecked word and click the left mouse button. A checkmark should appear.
    Note: You turn the checkmark on and off by clicking the left mouse button.
  • Point to Close and click the left mouse button to close the dialog box.

1.1.11. The Ruler

The ruler is generally found below the main toolbars. The ruler is used to change the format of your document quickly.

Exercise 3

To display the ruler:

  • Point to View on the Menu bar.
  • Click your left mouse button.
  • The option Ruler should have a checkmark next to it. If it has a checkmark next to it, press Esc twice to close the menu. If it does nothave a checkmark next to it, continue to the next step.
  • Press the down arrow key until Ruler is highlighted.
  • Press the Enter key. The ruler should display below the toolbars.

1.1.12. Document View

With word, you can display your document in one of five views: Normal, Outline, Page Layout, or Online Layout.

  • Normal view. Normal view is the most often used and shows such formatting as line spacing, font, point size, and italics. Multiple-column text is displayed in one continuous column.
  • Web Layout view. The Web Layout view optimizes the document for online viewing (viewing the document in a browser).
  • Print Layout view. The Print Layout view shows the document as it will look when it is printed.
  • Reading Layout view. The Reading Layout view shows the document as book. It shows two pages on the screen.
  • Outline view. Outline view displays the document in outline form. Headings can be displayed without the text. A heading can be moved and the accompanying text moved with it.


  • Writing report take time and effort, but it’s one of the most important things to do for yourself and client. It’s the key to your success that will help you get to the top.
  • Microsoft Word functions useful for report writing: The keyboard keys, application and document windows, toolbars.
  2. Informacinių technologijų galimybės karjeros raidai (2017). Moterų socialinio mobilumo skatinimo modelis (MSMS modelis) . VP1-1.3-SADM-02-K-01-114. Parengė Socialinių inovacijų fondas