Advanced Word Processing II

Lesson objectives

By the end of the week, learners should be able to:

1. Arrange multiple paragraphs in columns or justified alignment.
2. Insert a table of contents generated from headings.
3. Use mail merge for simple address labels.
4. Apply borders, shading and background colour to selected cells.
5. Export the same document as a PDF for distribution.
6. Print a double-sided draft and clear the print queue afterwards.

Key vocabulary

• Column layout: text arranged in narrow vertical blocks.
• Justified: text aligned to both left and right edges.
• Table of contents: an automatic listing of headings linked to page numbers.
• Mail merge: combining a template with a data source to produce a personalised document.
• Export: saving a copy in another format.
• PDF: a fixed-layout document that looks the same on every device.
• Print queue: the list of documents waiting to print.

Common misconceptions

• "Justified looks professional." Justified can create awkward gaps; left alignment is cleaner for most text.
• "Tables of contents require manual editing." Most word processors generate them automatically from headings.
• "Every merge produces exactly one copy." A merged document can produce many copies depending on the data source.

Teacher activities

1. Starter: display a one-column document and a two-column document; ask which formats better for a notice.
2. Demonstrate converting paragraphs to columns and switching alignment to justified.
3. Show generating a table of contents and linking it to page numbers.
4. Introduce mail merge using a Word template with fields and a small data source.
5. Demonstrate exporting to PDF and printing a double-sided draft.
6. Set the review task and close with the save-and-export routine.

Student activities

1. Choose the best-formatting version from the starter display and explain the choice.
2. Split three paragraphs into two columns and compare justified and left alignment.
3. Generate a table of contents and link it to the page numbers.
4. Run a simple mail merge and name the final merged output file.
5. Export the finished document as a PDF and confirm the file exists in the folder.
6. Answer the exit question: "Why export the same file as PDF?"

Practical / learning evidence

A multi-column document with a generated table of contents and at least two linked page markers, a merged letter or label sheet using a sample data source, and both the DOCX and a matching PDF saved in the class folder. Inspect both files independently.

Resources and preparation

Computers with Word or LibreOffice Writer, a sample data source for mail merge, a blank template and a double-sided printer. Check the printer works before class and ensure a quiet finishing time after print jobs complete.

Assessment for learning

Inspect the reopened DOCX and PDF for matching content, correct headers and page links. Check the merged output contains multiple pages if the data source has several records. Ask a learner to confirm the export created a file that opens without Word.

Inclusion and homework

Provide the sample data source and template in advance so merging is a straightforward extension of typing. Allow a learner with low vision to use a magnifier before merging. Extend confident learners with a second merge batch or a shaded header. Homework: rename a saved DOCX file to reflect the course topic and syllabus code.