Unit 1.1.6 Creating Professional Documents

In every school, teachers prepare a variety of written materials — lesson plans, tests, reports, circulars, and student handouts. Traditionally, these are handwritten, but with digital tools like Microsoft Word, WPS Office, or Google Docs, teachers can now create professional, neat, and reusable documents that save time and look impressive.

This lesson introduces teachers to word processing — the art of typing, editing, and formatting documents on a computer.

💡 1️⃣ What is a Word Processor?

A word processor is a computer program used for writing, editing, and printing text documents.
The most common ones include:

• Microsoft Word (offline and widely used in Uganda)

• WPS Office Writer (lightweight and free)

• Google Docs (online and good for collaboration)

Word processors allow teachers to type, correct, and design professional documents quickly and easily — without starting from scratch every time.

🖱️ 2️⃣ Why Teachers Should Use Word Processors

1️⃣ Professional Appearance: Documents look neat and well formatted.
2️⃣ Easy Editing: You can correct mistakes instantly — no more rewriting.
3️⃣ Reusable Work: Modify past documents for future use.
4️⃣ Storage and Sharing: Save files in folders or send through email and flash drives.
5️⃣ Eco-friendly: Reduce paper use by saving and printing only when needed.

💬 “Typing your lesson plans is not just modern — it’s professional.” — KAWA CONNECT

💻 3️⃣ Getting Started: Opening a Word Processor

To open Microsoft Word:

1. Click the Start Menu (bottom-left corner).

2. Search for Microsoft Word and click it.

3. When it opens, select Blank Document.

4. You’ll see a white page ready for typing.

Type this sentence to practice:

“I am learning to create professional documents using a computer.”

🧩 4️⃣ Understanding the Word Screen

When Word opens, you’ll see:

Part	Description
Title Bar	Shows the name of your document.
Ribbon / Toolbar	Contains buttons for formatting text, inserting tables, etc.
Document Area	The blank space where you type.
Status Bar	Shows page number, word count, and zoom level.

Spend a few minutes exploring these parts. Hover your mouse over any button — a short description appears to guide you.

✍️ 5️⃣ Typing and Editing Text

Start typing just like you would write on paper.
Use the Backspace key to erase mistakes.
Press Enter to start a new paragraph.
Use Caps Lock for capital letters and Spacebar to leave gaps between words.

Keyboard shortcuts to remember:

Action	Shortcut
Save	Ctrl + S
Copy	Ctrl + C
Paste	Ctrl + V
Undo	Ctrl + Z
Print	Ctrl + P

✅ Tip: Save your work often to avoid losing it during power interruptions.

🖋️ 6️⃣ Formatting Your Document

Formatting is what makes your work look professional and easy to read.

Common formatting tasks:

• Font Style and Size: Choose clear fonts like Calibri or Arial, size 12.

• Bold (Ctrl + B): For titles or key points.

• Italics (Ctrl + I): For emphasis or foreign words.

• Underline (Ctrl + U): For important details.

• Alignment: Left for normal text, center for titles.

• Line Spacing: Use 1.5 for clear readability.

• Page Layout: Add margins, headers, and footers.

Example:

ST. MARY’S SECONDARY SCHOOL  
TERM TWO MID-TERM TEST  
Subject: Chemistry – Senior Two  
Time: 1 Hour  

That’s a professional-looking heading — clear, centered, and properly spaced.

🧾 7️⃣ Adding Tables and Lists

Tables are useful for lesson timetables, mark sheets, or assessment rubrics.

To insert a table:

1. Click Insert → Table.

2. Select the number of rows and columns you need.

3. Type inside each cell.

You can also create bullet points or numbered lists to organize your ideas neatly:

• Advantages of using computers

• Components of ICT

• Classroom safety practices

🖼️ 8️⃣ Inserting Pictures and Logos

You can make your documents visually appealing by inserting images.

• Go to Insert → Pictures → Choose an image file.

• Resize by dragging the corners.

• Use Insert → Shapes to add arrows or boxes.

💡 Example: Add your school logo at the top of the document for official reports or exams.

💾 9️⃣ Saving and Printing

When your document is ready:

1. Click File → Save As.

2. Choose your folder (e.g., “Lesson Notes”).

3. Name your file clearly — e.g., “P6_Science_Lesson2.docx”.

4. Click Save.

To print:

• Connect your printer → File → Print → Choose number of copies.

• Always preview before printing to save paper and ink.

🧠 10️⃣ Practical Activities

🪄 Activity 1: Create Your First Document

Open Word and type a short letter to your learners inviting them to the ICT Club meeting.
Add a title, change the font, and bold the date.
Save it as “ICT_Club_Invite.docx.”

📊 Activity 2: Design a Lesson Plan Template

Create a lesson plan format that includes:

• Subject

• Topic

• Lesson Objectives

• Teaching Aids

• Evaluation

Save the file in your “Lesson Notes” folder for future use.

🖨️ Activity 3: Print and Share

Print your document and share it with a colleague.
Compare formatting styles and discuss what makes a document look more professional.

🌱 Reflection for Teachers

Think about your current way of preparing teaching materials:

• How does typing improve the appearance and clarity of your work?

• Which features of Word will you start using immediately?

• How can you train your learners to type and save their work digitally?

Write your thoughts in your KAWA CONNECT digital journal or ICT Club notebook.

🔚 Conclusion

Creating professional documents is the foundation of a digitally empowered teacher.
With tools like Word or WPS Office, you can design clear lesson plans, record data neatly, and communicate effectively with colleagues and parents.

Remember — the more you practice, the faster and more confident you become.
Start with small tasks, stay organized, and keep exploring new formatting features.

💬 “Professional documents reflect professional teachers.” — KAWA CONNECT