CMPF 124: Basic Skills for Knowledge Workers

Microsoft Office Suite:Microsoft Word

Microsoft Office Suite:Microsoft Word

LEARNING OUTCOMES

At the end of this chapter, students should be able to:– Define word wrap, hard and soft returns.– Distinguish between insert and overtype

modes.– Describe Word screen elements.– Create, save, retrieve, edit and print a

document.– Check a document for spelling

Overview

• Word Processing software used to create documents.

• Create your document.

• Save your document.

• Display your document on monitor and edit as necessary.

• Print document any time in draft or final form.

Microsoft Word screen elements

Title Bar

Menu Bar

Standard Toolbar

Formatting Toolbar

Status Bar

Microsoft Word screen elements

Title Bar

Title Bar

• To display the name of the document

• Before saving your document

• After saving your document to Microsoft Word.

Menu Bar

Menu Bar

• Display the menu

CHEVRON

The File Menu Commands

• The File menu is used to open, close, save, and print word documents. It is also used to exit Word.– Save command copies the current document to the

same file and disk location.– Save As command copies the current document to a

different file and disk location.– Open command brings a copy of a previously saved

document into memory, enabling you to work with that document.

Save As Dialog Box

File Name File Type

Folder WhereStored

Open Dialog Box

File to be opened

File Type

Folder WhereStored

TOOLBARS

• Provide shortcuts to menu commands

• Standard Toolbar & Formatting Toolbar

Standard Toolbar

Standard Toolbar

Save

Print

Spell Check

Cut

Paste

Undo

Redo

Hyperlink

Creates Columns

Doc Map

E-mail Doc

Open Doc

Preview

Draws table

Inserts Worksheet

Drawing Toolbar On/Off

Show/Hide Codes

Office Assistant

Copy

Format Painter

Zoom

New

Inserts Table

Formatting Toolbar

Formatting Toolbar

Font Size

Italics

Bold

Left Alignment

BorderBullets & Numbering

Style

Justified

Underline

Font Style

Highlight

Promote/Demote

Font Color

Bullets

Right Alignment

Numbering

Center Text

Ruler

• Found below the main toolbars and at the left side of the document.

• Used to change the format of the document quickly.

Status Bar

Status Bar

• The Status bar appears at the very bottom of the screen• Provides information as the current page, current section, total

number of pages, inches from the top of the page, current line number, and current column number.

• The Status bar also provides options that enable you to track changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling and Grammar check.

Status Bar

• Double clicking anywhere on this portion of the bar will bring up the Go to tab of the Find and Replace dialog box.

• REC: The record macro button • TRK: The track changes button • EXT: The extend selection button • OVR: The overtype button

Basics of Word Processing

• Word Wrap – text automatically wraps text from one line to the next without pressing the enter key.

• Hard Return – created by the user when the enter key is pressed.

• Soft Return – created by the word processor as it wraps text from one line to the next.

• Insertion Point – Flashing vertical line that marks the place where text will be entered.

• Toggle Switch – A switch that causes the computer to alternate between two modes. – For example, Caps Lock alternates between uppercase and

lowercase.

• Insert Mode vs. Overtype Mode

Spelling and Grammar

• Text with spelling errors or not found in the dictionary is marked with a wavy red line

• Text with grammatical errors is marked with a wavy green line.– Click Tools from the menu bar– Choose Spelling and Grammar. – You can either change or ignore the

suggested spelling given.

Part 2

Gaining Proficiency: Editing and Formatting

Gaining Proficiency: Editing and Formatting

Objectives

• Define the select-then-do methodology

• Use the Find and Replace commands, and Go To commands

• Use different type of views

• Define typography

• Use the Page Setup command

• Use the Format Paragraph command

Select-Then-Do

• Cut command removes the selected text and places it on the clipboard.

• Copy command places a duplicate of the selected text on the clipboard.

• Paste command puts the contents of the clipboard into the document.

• Drag-and-Drop - You can move or copy information using drag-and drop editing. First select the information, and then use the right mouse button to drag the selection to the new location.

• Office/Windows Clipboard - temporary storage area available to any Windows application.

• Undo command - this command reverses the effect of previous commands.

• Redo command - reverses the last command that was undone.

• Find command– locates one or more occurrences of specific

text

• Replace command– locates the text, and replace with different text

• Go To command– goes directly to a specific place

Find, Replace, and Go To Commands

Find command Replace command Selection bar Go To command Case sensitive

search Case insensitive

search Whole word

replacement Automatic

replacement Wild card

Find, Replace, and Go To Commands

Find, Replace, and Go To Commands

• Selection bar – a blank column at the far left of the document window. Use the selection bar to select a line, paragraph, or the entire document.

• Case sensitive search – finds word matches only if the words are exactly the same with respect to uppercase and lowercase letters

• Case insensitive search – finds word matches regardless of the use of uppercase and lowercase letters.

• Automatic replacement – substitution is made automatically when executing a replace command.

• Whole word replacement – replaces only entire words not parts of a word when executing a replace command.

• Scrolling needed when a document is too large to be seen in its entirety. Scrolling refers to moving horizontally or vertically to see a different portion of the document

• View menu– Provides different views of a document

• Normal view The default view– displays only the body of the document, faster than print

layout view.• Page Layout view

– Closely resembles the printed document• Zoom command

– Display screen at different magnifications

Views

Example: Normal View

No Margins Displayed

Normal Button

Horizontal Ruler Displayed

Example: Print Layout View

Margins Displayed

Print LayoutButton

Horizontal Ruler Displayed

Vertical Ruler Displayed

View Menu: Zoom Command

75%Zoom

• Typography– Process of selecting typefaces, type style, and type

sizes

• Typeface a complete set of characters with the same general appearance.– Times New Roman – Arial– Courier New

Typography

Typography

• Serif typeface-presence of tiny cross lines

• Sans serif typeface-absence of tiny cross lines

Typography Typeface

Times New Roman Arial Courier New Serif typeface Sans serif

typeface

Typography

Page Setup Command

• Page Setup command - the command in the File menu lets you change margins, paper size, orientation, paper source, and/or layout.– Portrait Orientation - vertical orientation of

the page such as in portrait photographs.– Landscape Orientation - horizontal

orientation of the page such as in a landscape painting.

Portrait orientation

Landscape orientation

Margins

Page Setup Command

Page Setup Command : Page Break

Page break – go to the top of the next page.

Soft page break - top of the page created by the word processing application.

Hard page break - top of the page specified by the user.

Format Paragraph – this command allows you to specify the alignment, indentation, line spacing, and pagination for the selected paragraphAlignmentIndents

Left indent Right indent Special indent First line indent Hanging indent

Paragraph Formatting

Paragraph Formatting

• Alignment – the horizontal positioning of the text on the page– left aligned– right aligned– Centered– justified

• Indents – is the distance between the text and the margin.– Left indent – moves the paragraph in from the left margin– Right indent – moves the paragraph in from the right margin– Special indent – a special type of indentation different from the

left or right indent. The two types:• First line indent – this indentation setting affects and left indents

only the first line in the paragraph. • Hanging Indent - the first line of the paragraph “hangs” farther left

than the following lines.

Line Spacing Single 1.5 lines Double At Least Exactly Multiple

Paragraph Formatting

Header and Footer

• Select View > Header and Footer from the menu bar. The Header and Footer toolbar will appear and the top of the page will be activated as shown below.

Header

Header and Footer

• Type the heading in the Header box. • To edit the footer, click the Switch Between Header

and Footer button on the toolbar.

Footer

Column

• Choose Format.

• Choose Columns and click the number of columns required. Click Ok.

Two Columns

Three Columns

Drop Cap

• Select the letter you want to convert to a drop cap. • Go to the Format menu and select Drop Cap.• Select either Dropped or In margin.

Drop Cap

Part 3

Enhancing A Document : The Web And Other Resources

Enhancing A Document : The Web And Other Resources

Objectives

• Describe object linking and embedding; – explain how it is used to create a compound document.

• Describe the resources in the Microsoft Clip Gallery; – insert clip art and/or a photograph into a document.

• Use Format Picture command to wrap text around a clip art image.

• Use WordArt to insert decorative text into a document.

• Describe Internet and World Wide Web; download resources from the Web for inclusion in a Word document.

• Object Linking and Embedding (OLE) – technology that enables you to create a document containing objects from multiple applications.

• Object – data from an application. For example, a document is a Word object.

• Clipboard – a memory location that stores a single object. Objects can be cut to and pasted from the clipboard.

• Clip art – a graphic piece of artwork.• Microsoft Clip Gallery –contains clip art images,

photographs, sound files, and motion clips. • Microsoft WordArt – an application within Microsoft Office

that creates decorative text.• WordArt toolbar – toolbar which appears when using the

WordArt application.

A Compound Document

Clip Art

Resources from the Net and Web

• Internet

• WWW - World Wide Web

• Hypertext document

• Hypermedia

• Hyperlink

• Web enabled

• Web toolbar

Professional Formats

• Template– Partially completed document that contains

formatting, text and/or graphics.

• Wizard– Agenda wizard– Fax wizard– Resume wizard

Professional Formats

• Template – a partially completed document that contains formatting, text, and/or graphics to help you in creating a document.

• Wizard – helps you create a document by asking a series of questions, and then creating a customized template based on your answers.

• Agenda wizard – a wizard that helps you create an agenda (a list of meeting items)

• Fax wizard – a wizard that helps you to create a fax cover sheet and document.

• Resume wizard – a wizard that helps you to create your resume.

Part 4

Advanced Features : Outlines, Table, Styles

and Outlines

Advanced Features : Outlines, Table, Styles

and Outlines

Objectives

• Create a bulleted or numbered list; – create an outline using a multilevel list.

• Describe Outline view;– explain how this view facilitates moving text within a

document.

• Describe the tables feature; – create a table and insert it into a document.

• Explain how styles automate the formatting process and provide a consistent appearance to common elements in a document.

Bulleted list Bullets &

Numbering command

Multilevel numbered list

Numbered list Outline

Bullets, Lists and Outlines Vocabulary

Bulleted List - a list helps to organize information by emphasizing important topics. A bulleted list has bullets (special characters) at the beginning of each list item.

Bullets and Numbering command - facilitates the creation of a bulleted or numbered list.

Multilevel numbered list - a list with more than one level. Each level can be formatted independently of other levels. Commonly used for outlines.

Numbered List - a list helps to organize information by emphasizing important topics. A numbered lists numbers and orders the list items sequentially.

Outline - An outline extends a numbered list to several levels.

Bullets, Lists and Outlines Vocabulary

Tables feature Cell Insert table

command Table menu Tables and

Borders

Tables Vocabulary

Cell - the rows and columns in a table intersect to form cells. Cells are separated by dotted lines knows as gridlines which appear on the monitor, but not in the printed document.

Insert table command - this command creates a new table and is accessed through the Table menu.

Tables feature - represent a very powerful capability with Word. The cells in a table can contain text, numbers, and/or graphics. The cells in the table are separated by gridlines on the monitor.

Table Menu - menus of commands relating to tables such as Insert Table, Insert Rows, Insert Columns, Delete, etc.

Tables Vocabulary

Character style Paragraph style Style command Normal style Heading 1 style Body Text Default

paragraph font style

Styles Vocabulary

Styles Vocabulary

• Normal Style - contains the default paragraph settings and is automatically assigned to every paragraph unless a different style is specified.

• Paragraph Style - stores paragraph formatting (alignment, line spacing, indents, text flow, and borders and shading), as well as the character style in a paragraph.

• Style - is a set of formatting instructions that has been saved under a distinct name. Styles are created at the character or paragraph level and provide a consistent appearance to similar elements throughout a document.

• Style command - this command from the Format Menu allows you to change any style. This is an easy way to achieve uniformity by storing the formatting information as a style and then apply that style to all occurrences of the same element within a document.