Microsoft Word Basics for OCR AO4

-Inserting file name and date into document

-Spell checking

-Setting fonts, formatting text for a professional audience

-Mail merge

Inserting Filename and Date into your footer…

  1. First save the document with the name you desire in your ‘My Documents’
  1. Go to View  Header and Footer
  1. When the header and footer toolbar appears, select the switch button to go to your footer.
  1. Your footer will now be selected and displayed. From the header and footer toolbar, select ‘Insert AutoText.’ From the list that appears, select ‘filename.’

  1. The filename will appear in your footer. Press tab three times to switch to the next tab stop in your footer. Then, from go to Insert  Date & Time
  1. Tick the box marked ‘Update Automatically’ and press OK.
  1. On the header and footer toolbar, press close.

Spell Checking

To spell check in Microsoft Word…

  1. Go to Tools  Spelling and Grammar
  2. A window will appear if spelling errors are present.

  1. A list of suggestions will be displayed:
  • if you can see the correct spelling in the list, click on it and then press the ‘change’ button
  • if the correct spelling isn’t listed, but you know how to spell it, simply correct the word in red.
  • If you believe the word is spelt correctly, press ignore.

It is important that you proof read your document after a spell check to make sure it makes grammatical sense. You may find errors that a spell checker would not normally find.

Setting Fonts General Rules:

When creating a document, you must use professional fonts. Examples include:

  • Arial
  • Times New Roman
  • Verdana

The font size should stay between 10-12 for normal text and sizes 14-18 for headings.

The font colour should be black for formal letters.

Paragraphs of text should be fully justified.

To set a font…

  1. Highlight the text you want to change.
  2. Go to Format  Font

  1. In one window, you can now set the font, style, size and colour.

To fully justify paragraphs:

  1. Highlight the text you want to fully justify.
  2. Select the ‘justify’ button from the toolbar (circled below).

Mail Merge

  1. Open the letter you want to use to mail merge.
  1. Go to Tools  Letters & Mailings  Mail Merge
  1. A window will appear on the right hand side. This is the mail merge wizard. Press ‘Next: Starting Document.’ Follow the images below, making sure the circled options are selected.



  1. You will then be prompted to find your database. Go to where your contacts database is stored, select it and click open.

  1. You will be shown your database list of contacts. Press OK.

  1. Press ‘Next: Write Your Letter’ from the mail merge wizard.

  1. In your letter, click where you want to put the recipient address.
  1. From the mail merge toolbar click on the fields list (circled below). If you cannot see the mail merge toolbar, go to viewtoolbars  mail merge
  1. A list of fields will be displayed.
  1. Select the first field you want to insert and press insert.
  1. The field will appear in angled brackets within your document (circled above). Press Close. Then press spacebar. Repeat the process so that you have the following:

«Title» «Forename» «Surname»

  1. After entering surname, press enter.
  2. Repeat the process until you have the following structure:

«Title» «Forename» «Surname»

«Company»

«Address_Line_1»

«Address_Line_2»

«Town»

«Postcode»

  1. Next to your greeting line (Dear) add the following fields by repeating the above process…

Dear «Title» «Surname»,

  1. Save the document as a new name. E.g. Events Merged Fields
  1. Select the option to preview your letters in the mail merge wizard.

17. Your letters will now be displayed with the contact details filled in.

  1. If you are happy with it, press ‘Next: Complete the merge.’
  2. If you need to make changes, select ‘Previous: Write your letter’ and repeat steps above.
  1. Select Edit Individual Letters from the wizard and press OK when prompted. Another document will be created containing a letter to each contact in your database.

  1. Save the letters file as ‘Events Letters’ for example.
  2. Print if required (File  Print)

Microsoft Word Basics