Word Processing: Advanced

Lesson objectives

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

1. Arrange paragraphs in columns and justified alignment.
2. Insert a generated table of contents.
3. Use mail merge for simple address labels.
4. Apply borders, shading and background colour to cells.
5. Export the document as PDF for distribution.

Key vocabulary

• Column layout: text arranged in narrow vertical blocks.
• Justified: text aligned to both left and right edges.
• Table of contents: automatic listing linked to page numbers.
• Mail merge: combining a template with data to produce personalised output.
• Export: saving a copy in another format.
• PDF: a fixed layout document that looks the same on every device.
• Border: a line drawn around selected cells.
• Shading: the background fill applied to selected cells.
• Background colour: a colour tint behind cell content.

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.
• "A PDF can be edited in Word just like DOCX." A PDF is fixed layout and needs special tools to edit.

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 finish with the save routine.

Student activities

1. Pick the better-formatting version from the starter and explain the reason.
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.
6. Answer the exit question in one sentence about export.

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 and both the DOCX and PDF saved. 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 quiet finishing time after print jobs complete. Disable Caps Lock before drills.

Assessment for learning

Inspect the reopened DOCX and PDF for matching content and headers. Check the merged output for multiple pages if the data source has several records. Ask a learner to confirm the PDF opens without Word. Flag any learner who claims the PDF edits like DOCX.

Inclusion and homework

Provide the sample data source and template in advance so merging is straightforward 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 to reflect the course topic and syllabus code.