Be able to create or edit lists including bulleted, numbered

Cambridge IGCSE ICT 0417 – Topic 17: Document Production

Learning Objective

By the end of this unit you will be able to:

• Create a new word‑processing document, choose the correct file format and save it using the exam‑required naming convention.
• Set up page layout – size, orientation, margins, columns, gutters and pagination.
• Insert and format headers, footers and automatic page numbers (including candidate details for the exam).
• Apply, modify and create styles in line with a corporate house style and the AO2 assessment criteria.
• Insert, edit and format tables (add/delete rows‑columns, merge cells, sort data, apply shading, add captions).
• Create, edit and customise bulleted, numbered and multi‑level lists.
• Proofread and validate a document using spell‑check, grammar‑check and visual verification.
• Combine the above skills in a practical, exam‑style document (AO2 – 70‑mark practical component).

1. Document Workflow – Opening, Creating & Saving

Exam tip: The specification requires the file name to contain the task title and year (e.g. Report_2025.docx). Export the final version as .pdf to lock the layout before submission.

2. Page Layout & Pagination

• Page size & orientation: A4 (210 mm × 297 mm). Portrait is default; switch to Landscape for wide tables or diagrams.
• Margins: Normal (2.5 cm all sides) or custom as required.
• Columns & gutter: Layout ► Columns ► Choose number of columns ► Set gutter (e.g. 0.5 cm).
• Pagination: Insert ► Page Number ► Choose position (bottom centre is common). Automatic numbering updates when pages are added or removed.
• Page / Section breaks: Insert ► Break ► Page Break to start a new page, or Section Break (Next Page) to reset header/footer or page‑numbering style.

Typical margin layout (ASCII sketch)

+-------------------------------+
|                               |
|   2.5 cm   Content area   2.5 cm |
|                               |
|                               |
|                               |
|                               |
|                               |
+-------------------------------+

3. Headers & Footers (Exam Requirement)

1. Insert ► Header (or Footer) ► Choose a built‑in style.
2. Type the required text. For the practical papers you must include:
   • Centre of the header/footer: candidate number and candidate name.
   • Right‑hand side (or left‑hand side) of the footer: page number centred.
3. Place the cursor in the header/footer and click Insert ► Page Number for automatic numbering.
4. Use Different First Page if the title page must not show a header/footer.

Why it matters: All exam documents must be clearly identified and easy to navigate.

4. Styles & Corporate House Style

Styles store a combination of font, size, colour, alignment, spacing and other formatting attributes. Consistent use of styles speeds up editing and is explicitly marked in AO2.

• Built‑in styles: Normal, Heading 1, Heading 2, Title, Subtitle, List Paragraph.
• Creating a new style based on an existing one: Home ► Styles pane ► New Style ► In the dialog choose “Style type: Paragraph” and “Style based on: Heading 1”. Define name, font, size, colour, spacing, then click OK. This prevents reinventing defaults.
• Applying a style: Click anywhere in the paragraph and select the desired style from the Styles gallery.
• Modifying a style: Right‑click the style ► Modify ► Change any attribute ► OK – all text using that style updates automatically.

AO2 Style Checklist

• All headings use the correct built‑in style (Heading 1 for main sections, Heading 2 for subsections).
• Body text uses the “Normal” style – no manual font changes.
• Any custom style is based on a built‑in style and is applied consistently.
• Changing a style automatically updates every instance, saving time and reducing errors.

5. Tables – Inserting, Formatting & Captions

1. Insert ► Table ► Drag to select the required rows × columns (e.g. 3 × 5).
2. Enter data – use Tab to move to the next cell, Enter to start a new line within a cell.
3. Adding/Deleting rows or columns: Right‑click a cell ► Insert ► Row Above/Below or Column Left/Right; or Delete ► Row/Column.
4. Merging cells: Select the cells ► Right‑click ► Merge Cells.
5. Sorting data: Select the table ► Table ► Sort ► Choose column, order (ascending/descending).
6. Applying shading & borders: Table ► Design ► Choose a Table Style or use Shading/Border tools for custom colours.
7. Adding a caption: Click the table ► References ► Insert Caption ► Type caption (e.g. “Table 1 – Quarterly Sales 2025”) ► Choose position (Above/Below).

Example table (student scores)

Table of Contents (optional but useful)

Insert ► Table of Contents ► Choose a style. The TOC automatically pulls in all text formatted with Heading 1, Heading 2, etc. Remember to Update Field after any heading changes.

6. Lists – Bulleted, Numbered & Multi‑level

6.1 Creating a Bulleted List

1. Place the cursor where the list should start.
2. Click the Bullets button on the toolbar (•).
3. Type the first item and press Enter – a new bullet appears.
4. To finish the list, press Enter twice or click the Bullets button again.

6.2 Creating a Numbered List

1. Position the cursor at the desired start point.
2. Click the Numbering button (1., a, i).
3. Enter the first step, press Enter for the next number.
4. To change the numbering style, open the numbering dialog and choose Arabic, Roman or alphabetic.
5. Terminate the list by pressing Enter twice or clicking the Numbering button.

6.3 Creating a Multi‑level List

1. Start a numbered list for the main steps.
2. Place the cursor on a line that should become a sub‑point and press Tab (or click Increase Indent). The sub‑point automatically switches to a bullet style.
3. Continue adding sub‑items as needed.
4. Use Shift+Tab (or Decrease Indent) to return to a higher level.

7. Editing Existing Lists

• Adding items: Click at the end of a line and press Enter.
• Removing items: Delete the text of the line; the list renumbers automatically.
• Changing list type: Highlight the whole list and click the opposite list button (bullets ↔ numbers).
• Indenting / outdenting: Use the toolbar buttons Increase Indent / Decrease Indent to create or remove sub‑levels.
• Modifying bullet/number style: Highlight the list ► Right‑click ► Bullets and Numbering ► Choose a new symbol or numbering format.
• Avoid blank lines inside a list: They break continuity; delete any unnecessary empty paragraphs.

8. Proofing & Validation

1. Spell‑check: Review ► Spelling & Grammar ► Start spell‑check. Accept or ignore each suggestion.
2. Grammar‑check (if available): Review ► Spelling & Grammar ► Grammar check – look for subject‑verb agreement, punctuation errors.
3. Visual verification: Use Print Preview to confirm layout, page breaks, headers/footers and table alignment. Check for widows/orphans.
4. Final validation: Save a copy as .pdf (File ► Save As ► PDF) to lock formatting before submission.

9. Common Pitfalls and How to Avoid Them

1. Mixing bullet and number styles within the same list – always select the entire list before changing the style.
2. Leaving blank lines inside a list – they break continuity; delete unnecessary blanks.
3. Using the Tab key for indentation in programs that treat it as a space – prefer the toolbar Increase/Decrease Indent buttons or ensure Tab is set to “Increase Indent”.
4. Forgetting to update the Table of Contents or page numbers after adding or deleting pages – refresh the TOC (right‑click ► Update Field) and re‑insert page numbers if needed.
5. Saving in the wrong format (e.g., .doc instead of .docx) – check the exam specification for allowed file types.

10. Practical Exam‑Style Exercise (AO2 – 70 marks)

Complete the tasks in a single document named Report_2025.docx. Use the appropriate styles, layout settings and proof‑reading tools.

1. Document set‑up (10 marks)
   • Set page size to A4, portrait orientation.
   • Apply 2.5 cm margins on all sides.
   • Insert a header containing the title “Annual Sales Report 2025”.
   • Insert a footer with candidate name, candidate number and automatic page numbers centred at the bottom.
2. Apply styles (10 marks)
   • Define a custom style called “Report Title” – 18 pt, Arial, bold, centred – based on the built‑in “Title”.
   • Apply “Report Title” to the document’s main title.
   • Use built‑in Heading 1 for section headings and Heading 2 for sub‑headings.
3. Insert and format a table (15 marks)
   • Create a 4 × 5 table showing quarterly sales figures for four products.
   • Merge the cells in the first row and insert a caption “Table 1 – Quarterly Sales 2025”.
   • Shade the header row light grey and centre‑align all numeric data.
   • Sort the table by the “Total” column in descending order.
4. Create lists (15 marks)
   • Bulleted list of five advantages of using lists in reports.
   • Numbered list of the steps to format a heading (font, size, bold, alignment).
   • Multi‑level list for a simple recipe – main steps numbered, sub‑steps bulleted.
5. Proofread and finalise (10 marks)
   • Run spell‑check and correct any errors.
   • Check that all headings follow the hierarchy (Heading 1 → Heading 2).
   • Use Print Preview to ensure no orphaned lines or widows.
   • Save a PDF copy named Report_2025.pdf for submission.
6. Optional extension – extra credit (5 marks)
   • Insert a two‑column section (e.g., a sidebar with key facts) using a column break.

11. Assessment Checklist

• Document creation – new file, correct page size, margins, header/footer with candidate details, page numbers.
• Styles – custom “Report Title” based on a built‑in style, correct use of Heading 1/2, consistent throughout.
• Tables – inserted, caption added, header row shaded, cells merged, data sorted, numeric alignment correct.
• Lists – bulleted, numbered, multi‑level; proper indentation, no stray blank lines, correct bullet/number style.
• Proofing – spell‑check, grammar check (if available), visual verification via Print Preview.
• File handling – saved as .docx with correct naming, exported as .pdf for final submission.
• Overall layout – correct orientation, margins, optional columns, page/section breaks where needed.

12. Summary

Effective document production combines technical competence (layout, tables, lists, styles) with professional presentation (headers/footers, pagination, proofing). Mastery of these elements ensures you meet the Cambridge IGCSE ICT examination criteria and produce documents that are clear, consistent and ready for real‑world business use.