By the end of this lesson you will be able to
- Insert a table, fill it in and add or remove rows.
- Insert an image, wrap text around it and give it a description for screen readers.
- Check spelling and use Find and Replace without damaging the text.
- Record changes and comments, accept or reject them, and export the final document to PDF.
A real document often needs more than paragraphs: a table of prices, a photograph, a colleague's corrections. It also needs checking before anyone else sees it, and it usually has to be sent as a file that looks the same on every device. This lesson covers those everyday jobs in Writer and Word, and shows how to finish with a PDF that you have checked.
Tables
A table arranges information in rows (across) and columns (down). Use one when you are comparing items that share the same details, such as a price list or a timetable. Do not use a table just to line up text, and do not use spaces to fake columns, because they fall apart when the text changes.
| Class | Day | Fee |
| Computer basics | Monday | 500 shillings |
| Spreadsheets | Wednesday | 600 shillings |
- Marker 1: Heading above the table
- Marker 2: Table: header row first, then data rows
Read this figure as text
A simulated page with a heading and a table of three rows listing fictional class fees.
A simulated A4 page with the heading Class fees. Below it a table has three columns, Class, Day and Fee. The header row reads Class, Day and Fee. The next two rows read Computer basics, Monday, 500 shillings; and Spreadsheets, Wednesday, 600 shillings. Marker 1 points to the heading. Marker 2 points to the table, with the header row at the top.
Insert and edit a table
In LibreOffice Writer
Step 1: Insert the table
Click where the table should go, then press Ctrl+F12 or choose Table, then Insert Table. Set the number of columns and rows, for example 3 and 3, and click Insert.
You should see: A grid of empty cells appears.
Step 2: Fill it in
Type in the first cell. Press Tab to move to the next cell. Pressing Tab in the last cell adds a new row.
You should see: The cursor moves along the row and down to the next one.
Step 3: Add or delete a row
Right-click a cell and choose Insert, then Rows Above or Rows Below, or choose Delete and Rows.
You should see: The number of rows changes.
Step 4: Make the header stand out
Select the first row and press Ctrl+B for bold. Use Table Properties from the right-click menu to set borders and column widths.
You should see: The header row is bold and the table looks tidy.
In Microsoft Word
Step 1: Insert the table
Open the Insert tab, click Table and drag across the grid to choose 3 columns and 3 rows.
You should see: A table appears in the document.
Step 2: Fill it in
Type in the first cell and press Tab to move on. Tab in the last cell adds a row.
You should see: The cursor moves along the row and down.
Step 3: Add or delete a row
Right-click a cell, choose Insert and pick where to add a row, or Delete Cells to remove one.
You should see: The row count changes.
Step 4: Style the table
Click in the table, open the Table Design tab, tick Header Row and choose a plain style.
You should see: The header row is emphasised.
Images
A picture should do a job: show a product, explain a diagram or remind readers of a place. Use only images that you have made, that you are allowed to use or that are clearly free to reuse. A picture found on a web page is not automatically free to copy. Keep file sizes sensible: a 6 MB photograph pasted into five pages makes the document slow to open and to email.
- Insert: in Writer, choose Insert, then Image, then Insert Image and pick a file. In Word, use Insert, then Pictures, then This Device.
- Resize by dragging a corner handle (not a side handle, which stretches the picture). Corner handles keep the shape.
- Wrap text: in Writer use Format, then Wrap or the right-click menu; in Word use Layout Options or the Picture Format tab. "In line with text" (Word) or anchoring As Character (Writer) is the simplest choice for beginners because the picture then moves with the text like a big letter.
- Describe it: add alternative text, a short description that a screen reader reads aloud. In Writer, right-click the image, choose Properties and fill in the Alternative field on the Options tab. In Word, right-click, choose View Alt Text and type it. Mark purely decorative pictures as decorative if the program offers that.
Checking your work
Spelling and grammar
A spellcheck underlines words that are not in its dictionary with a red wavy line; right-click one to see suggestions. Both programs do this as you type, and you can run a full check with F7 in Writer (Tools, then Spelling) or F7 in Word (Review, then Editor). Make sure the language is set to English (UK) so that colour and organise are not marked wrong: in Writer use Tools, Language, For All Text, and choose English (UK); in Word use Review, Language, Set Proofing Language.
Find and Replace
Press Ctrl+F to find a word and Ctrl+H to open Find and Replace. Type the word to find, type the replacement, and click Find Next to look at each match before clicking Replace. Use Replace All only after you have checked what will match, because a short word such as cat also matches inside category. Turn on Match case or Whole words only to narrow the search. If a change goes wrong, Ctrl+Z undoes it.
Find: Nairobi College
Replace with: Riverside College
[ ] Match case [x] Whole words only
- Marker 1: What to look for
- Marker 2: What to put instead
- Marker 3: Narrow the search
- Marker 4: Use with care
Read this figure as text
A simulated dialog with boxes for Find and Replace with, option tick boxes and buttons.
A simulated dialog titled Find and Replace. The Find box contains Nairobi College. The Replace with box contains Riverside College. Two option lines read Match case and Whole words only. Buttons read Find Next, Replace, Replace All and Close. Marker 1 points to the Find box. Marker 2 points to the Replace with box. Marker 3 points to the options. Marker 4 points to the Replace All button, which should be used with care.
Track changes and comments
When someone else corrects your work, you need to see exactly what they changed. Track changes records every insertion and deletion, with the editor's name and the time, instead of making the change silently. You can then accept each change you agree with or reject one you do not. A comment is a note attached to a word or sentence that does not change the text.
- Classes start at: 9 o'clock (deleted, struck through) 10:00 (inserted)
- Comment: the room opens at 9:45
- Edits shown in colour with the editor's name
Every edit can be judged
- Classes start at 10:00
- No marks left on the page
Clean final text
Read this figure as text
A comparison of a sentence showing recorded edits and the clean sentence after they are accepted.
Two columns. Column one, With track changes on: the sentence reads Classes start at 9 o'clock. The reviewer deleted 9 o'clock and inserted 10:00, and added a comment saying that the room opens at 9:45. Both edits show in colour beside the original. Verdict: you can see and judge each edit. Column two, After accepting: the sentence reads Classes start at 10:00, with no marks. Verdict: a clean final sentence.
Record, review and finish changes
In LibreOffice Writer
Step 1: Switch recording on
Choose Edit, then Track Changes, then Record Changes, or press Ctrl+Shift+C.
You should see: Edits you make now appear in colour, with deletions struck through.
Step 2: Add a comment
Select a word and choose Insert, then Comment, or press Ctrl+Alt+C. Type your note.
You should see: A note appears in the margin.
Step 3: Review the changes
Choose Edit, Track Changes, Manage.
You should see: A list shows every change with its author. Select one and click Accept or Reject.
Step 4: Finish
When all changes are dealt with, switch recording off by repeating Record Changes.
You should see: The page shows clean text and no change marks.
In Microsoft Word
Step 1: Switch recording on
Open the Review tab and click Track Changes, or press Ctrl+Shift+E.
You should see: The button is highlighted. Edits are shown in colour.
Step 2: Add a comment
Select a word and choose New Comment on the Review tab.
You should see: A comment box appears in the margin.
Step 3: Review the changes
Use Next and then Accept or Reject on the Review tab, or open the dropdown under Accept to accept all.
You should see: The marks disappear as you decide on each change.
Print preview and exporting to PDF
A PDF keeps the layout, fonts and pictures exactly as they are, whatever device opens it. That makes it the right format for a finished CV, letter or report. Before exporting, check how the pages will look: in Writer open File, then Print Preview (or press Ctrl+P and look at the preview), and in Word choose File, then Print. Look for a heading stranded at the bottom of a page, a table split across two pages or an almost-empty last page.
Export to PDF
In LibreOffice Writer
Step 1: Open the export window
Choose File, then Export As, then Export as PDF.
You should see: A PDF Options window opens with tabs such as General and Initial View.
Step 2: Check the settings
On the General tab, leave All pages chosen. Tick Tagged PDF if it is offered; it keeps headings and structure for screen readers.
You should see: The options match your wishes.
Step 3: Export and name the file
Click Export, choose a folder, type a name such as
water-report-2026-10and click Save.You should see: A .pdf file appears next to your original document.
Step 4: Open and check the PDF
Open the new file in the Document Viewer and scroll through every page.
You should see: The pages look the same as in print preview.
In Microsoft Word
Step 1: Export
Choose File, then Export, then Create PDF/XPS Document, or use Save a Copy and pick PDF as the type.
You should see: A Save window opens with PDF chosen as the file type.
Step 2: Name and save
Type a name and click Publish or Save.
You should see: A .pdf file appears in the folder, and may open in a viewer.
Step 3: Check it
Scroll through every page in the viewer.
You should see: Pages look the same as in print preview.
Common mistakes
✖ Instead of: Using a table only to line up text, or typing spaces to make columns.
✔ Do this: Use a table for information with rows and columns; use alignment and tabs for layout.
✖ Instead of: Clicking Replace All without looking at the matches.
✔ Do this: Use Find Next and Whole words only first, and remember that Ctrl+Z undoes the replace.
✖ Instead of: Sending a document that still has tracked changes or comments.
✔ Do this: Accept or reject everything and delete comments, or export a PDF of the finished version.
✖ Instead of: Stretching a picture by its side handle.
✔ Do this: Drag a corner handle so that the proportions stay the same.
If something goes wrong
- A picture jumps to another page or hides the text.
- Change its wrapping. Anchor it As Character in Writer, or use In line with text in Word, so that it moves with the paragraph.
- Everything is underlined in red, including correct words.
- The proofing language is probably wrong. Set it to English (UK) for all text through the Language menu.
- The PDF has pages that look different from my document.
- Check print preview before exporting, and make sure you chose the right page range. Missing fonts can change layouts; use common fonts.
- I cannot find the Track Changes menu items.
- In Writer they are under Edit, Track Changes. In Word, open the Review tab. Older releases may use slightly different names.
Key terms
- Table (document)
- A grid of rows and columns inside a document used to arrange information.
- Spellcheck
- A tool that marks words that may be spelled wrongly.
- Track changes
- A feature that records every edit in a document so others can accept or reject each one.
- A file type that keeps a document looking the same on every device.
- Alt text
- A short written description of a picture, read aloud for people who cannot see it.
Practise it for real
Reading is not the same as being able to do it. Complete these on your own computer, then tick only what you have actually done. These ticks are your own honest record: nothing checks them for you.
Build a small leaflet and export it
Create a one-page leaflet for a made-up class at Riverside College. Include a Heading 1, a short paragraph, a table with three columns and three rows, and a simple picture that you made or that is yours to use (a drawing or photograph that you took). Add alt text to the picture. Run the spelling check, then export the leaflet as a PDF and open the PDF to check it.
Challenge: a review round
Save a copy of a short document, switch on track changes and make four edits: two insertions, one deletion and one comment. Then act as the author: accept three of the changes and reject one, and explain why. Finally, check that there are no tracked changes or comments left before you export a PDF.
Knowledge check
6 questions. You need 80% to pass. Mistakes here are part of learning, and you can retry as often as you like.
Summary
- Use tables for rows and columns of information; Tab moves between cells.
- Insert only images you may use, resize from a corner and add alt text.
- Spellcheck helps but cannot read for sense; use Find Next before Replace All.
- Track changes and comments let others review without silently changing your work.
- Check print preview, export to PDF and open the PDF; keep the editable original.
Checklist: can you do these?
Marking a lesson as read does not prove you can do it. Skills count as demonstrated when you pass the quiz (not yet) and complete the practical tasks (not yet).
Related lessons
References and further reading
Official sources for details that can change between versions.
- LibreOffice Writer guide (The Document Foundation)
- LibreOffice Help (The Document Foundation)
- Microsoft Word help and learning (Microsoft)