Be able to use editing techniques to manipulate text and numbers including highlight, delete, move, cut, copy, paste, drag and drop

Topic 13: Layout – Cambridge IGCSE ICT 0417

This topic equips you with the practical skills required by the Cambridge IGCSE ICT (Sections 13‑15) to create, edit and present documents, spreadsheets and presentations with a professional layout.

Learning Objective

Be able to use editing techniques to manipulate text and numbers accurately, and to apply layout tools – tables, headers/footers, styles, page‑layout settings and proof‑reading – as required for the IGCSE ICT examination.

1. Core Editing Techniques

1.1 Highlight (Select)

• Click‑drag with the mouse, double‑click a word, or use Shift + arrow keys.
• “Select All” shortcut: Ctrl + A (Windows) / Command + A (Mac).

1.2 Delete

• Removes highlighted content without placing it on the clipboard.
• Key: Delete (forward) or Backspace (backward).

1.3 Cut, Copy & Paste

1.4 Drag‑and‑Drop

1. Select the text, cell range, row, column or object.
2. Press and hold the left mouse button.
3. Drag to the new location. Hold Ctrl (Windows) / Option (Mac) to copy instead of move.
4. Release the button to drop.

1.5 Undo / Redo

1.6 Accuracy When Editing Numbers

• Always double‑check numeric entries – especially totals, dates and reference numbers.
• Use the numeric keypad (or Num Lock) to avoid typographical errors.
• In spreadsheets, set the appropriate Number format (General, Number, Currency, Date) before entering data.

2. Formatting Controls (Word Processors & Presentation Software)

• Line spacing: Single, 1.5 lines, Double – shortcuts Ctrl + 1, Ctrl + 5, Ctrl + 2.
• Paragraph spacing: Space before / after – set via the Paragraph dialog or the “Spacing” options on the ribbon.
• Tabs & Indents: Set tab stops with the ruler or Ctrl + T. Increase/decrease indent with Ctrl + M / Ctrl + Shift + M.
• Lists: Bulleted – Ctrl + Shift + L; Numbered – toolbar icon. Adjust bullet/number shape and indentation via the “Define New Bullet” or “Numbering” dialog.
• Alignment: Left (Ctrl + L), Centre (Ctrl + E), Right (Ctrl + R), Justify (Ctrl + J).

Command‑Word Quick Reference

3. Working with Tables (Word, Spreadsheet & Presentation)

3.1 Insert a Table

1. Place the cursor where the table is required.
2. Choose Insert → Table.
3. Select the number of rows and columns (or type dimensions).
4. Click OK.

3.2 Edit & Format a Table

• Add / Delete rows or columns: Right‑click → Insert / Delete.
• Adjust column width / row height: Drag the grid lines, or use Table Properties → Column/Row for exact measurements.
• Cell alignment: Select cells → Layout → Alignment (Horizontal: Left, Centre, Right; Vertical: Top, Middle, Bottom).
• Merge cells: Select cells → Table Tools → Merge Cells.
• Wrap text around a table: Table Properties → Text Wrapping → Around.
• Apply a table style: Choose a preset from the “Design” tab.

4. Headers & Footers

4.1 Purpose

• Provide consistent information (title, author, date, page numbers).
• Assist readers in navigating multi‑page documents.

4.2 Insertion & Options

1. Go to Insert → Header & Footer.
2. Select Header or Footer area.
3. Type the required text (e.g., “Company Name”).
4. Insert Page Number via Insert → Page Number.
5. Check any of the following as needed:

   • Different First Page – useful for title pages.
   • Different Odd & Even Pages – common in printed books.
   • Different Sections – allows separate headers/footers for each section break.

6. Click Close Header/Footer to return to the main document.

5. Styles & Corporate House Style

5.1 What Is a Style?

A style is a predefined set of formatting attributes (font, size, colour, spacing, alignment, bullets/numbering) that can be applied to paragraphs, headings or characters. Using styles ensures consistency and speeds up document‑wide changes.

5.2 Applying a Style

1. Select the paragraph or heading.
2. Open the Styles pane (Home ribbon).
3. Click the required style (e.g., “Heading 1”, “Normal”).

5.3 Creating / Modifying a Corporate Style

1. Open the Styles pane → New Style or Modify.
2. Define the following attributes (as required by the corporate house style):

   • Font face, size, colour
   • Bold / Italic / Underline
   • Line spacing (single, 1.5, double)
   • Paragraph spacing – Before and After
   • Alignment (horizontal and vertical)
   • Bullets / Numbering shape and indentation
   • Border / shading for headings (optional)

3. Give the style a clear name (e.g., “Company Title”).
4. Check “Add to the Styles gallery” and click OK.

5.4 Direct Formatting vs. Styles

6. Page‑Layout Settings

• Page size & orientation: Layout → Size (A4, Letter, etc.) and Orientation (Portrait / Landscape).
• Margins: Layout → Margins (Normal, Narrow, Custom). Include Gutter margin for binding via Custom Margins → Gutter.
• Columns: Layout → Columns – split text into two or more columns.
• Breaks:

  • Column break – starts a new column without affecting page layout.
  • Section break – creates a new section where page‑layout settings (margins, headers/footers, orientation) can change independently.
  • Insert via Insert → Break → Column Break or Section Break (Next Page).

• Pagination: View → Print Layout to see where pages will break.

7. Proof‑reading & Validation

7.1 Spell‑check & Grammar

1. Press F7 (Windows) or click the Spelling & Grammar button.
2. Review each suggestion – accept, ignore or add to the custom dictionary.
3. Options → Proofing:

   • Enable “Check spelling as you type”.
   • Add custom words (e.g., product codes).
   • Set language preferences for multilingual documents.

7.2 Data Validation (All Applications)

Validation checks ensure that entered data meets required criteria. The same concepts apply in word processors (form fields), spreadsheets and databases.

• Range check – value must be between a minimum and maximum.
• Type check – whole number, decimal, date, text.
• Length check – number of characters (e.g., postcode = 5).
• Format check – specific pattern (e.g., “DD/MM/YYYY”).
• Presence check – field cannot be left blank.
• Check‑digit routine – used for IDs or barcodes.

In spreadsheets: Data → Data Validation** (set criteria, input message, error alert).

In word processors: use Form Controls** (Developer tab) and set validation rules for text fields.

7.3 Visual Verification Checklist

• Alignment of text, tables and objects.
• Consistent use of styles, colours and fonts.
• All tables have header rows, appropriate borders and correct column widths.
• Headers/footers appear on every required page (including odd/even differences).
• Page numbers are sequential and correctly positioned.
• Run a full spell‑check before finalising.
• Confirm that any validation rules are active and functioning.

8. Navigation & Layout Essentials

• Pagination view: View → Print Layout to see exact page breaks.
• Zoom: Ctrl + Mouse‑wheel or the Zoom slider for precise selection.
• Go To: Ctrl + G (Windows) / Command + G (Mac) – jump to a page, section, bookmark or line.
• Navigation pane / Document map: Displays headings for quick movement.

9. Practical Examples

Example 1 – Editing Text in a Word Processor

Change “processed” to “analysed” in the sentence:

“Data can be stored, processed and presented.”

1. Double‑click the word processed to highlight it.
2. Press Ctrl + X (cut).
3. Place the cursor after the comma.
4. Press Ctrl + V (paste).
5. Type analysed.

Example 2 – Creating & Formatting a Table

1. Insert a 4 × 3 table (Insert → Table**).
2. Enter headings “Item”, “Quantity”, “Price”.
3. Select the first row → Table Tools → Layout → Repeat Header Rows (ensures header repeats on each page).
4. Adjust column widths: drag the borders or set exact widths via Table Properties → Column**.
5. Merge the two cells in the bottom row to create a “Total” label.
6. Apply the “Medium Grid 1 Pt” style from the “Design” tab.

Example 3 – Adding Headers, Footers and Page Numbers

1. Open Insert → Header & Footer**.
2. In the header, type “Annual Report 2025”.
3. In the footer, click Page Number → Bottom of Page → Plain Number 2**.
4. Check “Different First Page” to keep the title page header/footer blank.
5. Enable “Different Odd & Even Pages” for a book‑style layout.

Example 4 – Defining a Corporate Style

1. Open the Styles pane → New Style**.
2. Name it “Company Title”.
3. Set:

   • Font = Arial, Size = 14 pt, Colour = #003366
   • Bold, 1.5 line spacing
   • Paragraph spacing: Before = 6 pt, After = 6 pt
   • Alignment: Centre
   • Bullets: None (for titles)

4. Check “Add to the Styles gallery” and click OK.
5. Select the document title and apply “Company Title”.

Example 5 – Spreadsheet Validation & Proof‑checking

1. Enter numbers in cells A2:A6.
2. Select the range → Data → Data Validation**.
3. Allow = Whole number; Data = between 1 and 100.
4. Enter an invalid value (e.g., 150) – the error alert appears.
5. Run spell‑check on any text cells with F7.

10. Summary of Key Shortcuts