lecture word
TRANSCRIPT
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IT SkillsDr Anthony Leung ([email protected]) Fulton J6
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mailto:[email protected]:[email protected] -
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To enable you to;
* Use Word, Exceland PowerPointto their full
potential
*Demonstrate your full potential in producingreports, calculations and presentations.
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IT Skills
Wordprocessing Part 1
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Look at steps required to produce correctly
formatted reports
* Planning
* Styles and Formatting
* Figures and captions
* Referencing
* Setting up Reports
* Tables
* Equations
*Conclusion.
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* Type some text
* Add a few bullet points
* Set some simple formatting
* Add some graphics* Fiddle with the layout to make things fit
* Print
* So why not use Wordpad?
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* Consistent styles
* Automatic tables of contents
* Lists of figures
* Correct spacing between paragraphs andtext
* No text widowed from headings
* Automatic references ie see Figure 5
* But many, many defects to work around.
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* Accurate non table tables
* Accurately positioned graphics
* Planned approach to report layout and
content through Outline View* Appropriate page numbering schemes
* i, ii, iii, 1, 2, 3
* Correct use of page and section breaks
* In short (nearly) Perfect Documents.
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* A bit of effort now to learn the techniques
* To save a great deal of wasted time in the
future
*Many sources of help on the Internet*http://www.shaunakelly.com/word/index.html
*http://word.mvps.org/faqs/General.htm
*Follow simple rules.
http://www.shaunakelly.com/word/index.htmlhttp://word.mvps.org/faqs/General.htmhttp://word.mvps.org/faqs/General.htmhttp://www.shaunakelly.com/word/index.html -
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1. Never have two spaces together
EVER!!
2.Never have two hard returns together
3.Always use Styles rather than formatheadings etc individually
4.Alwayswork with Show/Hide turned on.
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* Click View, Outline on the Ribbon.
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* Click Home, Multilevel list icon and select
appropriate list style.
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* Put in main section headings.
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* Break down into finer detail.
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* Break down into even finer detail.
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* Add new item set as body text and add
keywords.
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* Add other keywords until outline is
complete.
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* Levels can be moved, promoted and
demoted all complete with text.
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* Outlines can be collapsed and expanded to
see context.
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* Click View, Print layout to return to normal
editing screen and start entering text.
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* Consistent styles essential to ensure correct
layout of document.
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* Format, Styles and formatting from menu
opens box of available styles.
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* Available styles shown
* Change to show Formatting in use.
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* Do not have multiple instances of any style
* Set all to same style.
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* Modify styles with Modify option
* Start each Section on new page.
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* Very important to have Keep with next set
for headings
* Must NOT have blank line after heading or
heading and text can be split across page
boundary
* Widows and orphans should be set for plain
text.
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* Widows and Orphans must be turned on.
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* Orphan
* First line of paragraph on its own.
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* Widow & orphan control set on.
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* Keep text together set off
* Keep text together set on in heading.
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* Effect of hard return between heading and
text.
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* Essential to illustrate reports
* Must be exactly set out and sized to give
required appearance.
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* Choose desired location of picture.
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* Insert, Picture or Ctrl-V to paste from
clipboard.
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* Set Wrap Text to describe how text will
display around picture.
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* Set Position of picture (on right margin and
flush with top of paragraph)
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* Click Size to set picture size (ensure Lock
aspect ratio is ticked).
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* Figure positioned in text and will move with
paragraph.
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* References, Insert Caption to add figure
caption.
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** Select picture and caption then Page Layout,
Group (or right click, Group) to tie together ifwanted.
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* Set layout again for combination.
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* To add reference to Figure caption, click
Insert, Links, Cross-reference.
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** To be more in control of picture position set default
wrapping style in File, Options, Advanced.
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** Top and Bottom or Square probably best choices.
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* Click Insert, Links, Cross reference, choose
Numbered item and refer to Paragraph number.
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* References usually added at end of Document
* Click References, Footnotes (icon bottom right)
* Check Location is at End of Document
* Add Reference as heading at end of document
* Go to position where reference required
* Click References, Insert Endnote
* Type in reference details
* Click on number in reference to go back toposition in text.
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* Click References, Manage Sources
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* Report should start with Title page
* Follow on with Table of Contents* Follow with Table of Figures
* Title page should be i but not shown
* Table of Contents page ii* Table of Figures iii (or greater)
* First page of text should be page 1 but not
shown* Subsequent pages numbered sequentially
* Sections could be added into pagenumbering.
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* Go to beginning of document with Ctrl-Home
* Click Page Layout, Breaks, Section Breaks, NextPage as different numbering requires sectionbreak
*Go to beginning of document again with Ctrl-Home
* Then either
*Ctrl-Enter to give blank sheet for own layout using
Table(s)
or
*Click Insert, Cover Page to insert pre-defined titlepage.
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* Fill in details - title of report, author, date
etc in required position on page
* After Title page click Insert, Page break
*or press Ctrl-Enter
* Click References, Table of Contents, Insert
Table of Contents
*Modify style as required
* OK.
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* Complete Table of Contents
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* To update changes, Right click in table,
Update field, Update entire table
or
* Click tab at top of table.
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Has to be do-it-yourself method for Table of Figures
* Make new page
* Type Table of Figures
* Use format painter to match style of Contents
* Click References, Insert Table of Figures
* Modify style if desired.
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* Go to top of document
* Double click in top margin
* In Design turn on top and bottom boxes
*Different First Page
* Show Document Text
* If double sided printing and page number
not centred turn on Different Odd & EvenPages
* If double sided printing add blank page
after Title page.
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* Click Next to move to the next Header on
the next page
*Header Section 1- if single sided printing or
central numbers
*Odd Page Header Section 1- if double sidedprinting (but this will change to Even Page soon)
* Click Page Number and select desired style
* Click Page Number, Format Page Numbers
* Set number format to i, ii, iii
* Set Page Numbering to start at ii.
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If double sided printing and not centred
numbers
* Click Next to move to the Header Section 1-
* Click Page Number and select desired style.
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* Tabular data can be laid out using
*Tabs
*Tables
*Pasted Excel data
* Methods useful for different sorts of data
* Always set tabs dont just use default tabs.
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* Tables are useful for setting out data where
columns or rows require dividers
* Cells can be joined or split
* Tabs can be set in cells (Ctrl-Tab)
* Spacing inside cells can be varied to aid
positioning
*Arithmetic can be performed on cell contents
* Useful way of aligning several small pictures
across a page.
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* Click Insert, Table
* Choose number of Rows and Columns.
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* Select cells to set row height, column width
etc.
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* Right click in cells to set Borders.
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* Select table of data in Excel, right click, Copy
* Right click, Paste choosing paste method.
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* But it ends up smaller than rest of text
* Copy to another document then back.
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* Click Insert, Object, Microsoft Equation 3.0
*Apply styles as required.
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* These notes describe what are likely to be
the most useful ways of saving you time inthe future
* Now you realise you didnt know how to use
Word, you will need to investigate otherways of saving time and effort
* You have to practice to learn to drive. These
skills demand similar effort for long termbenefits.