Managing and Printing Documents Microsoft Word - Formatting Pages 2.3 Microsoft Word Managing and Printing Documents MANAGING AND PRINTING DOCUMENTS Follow up with students on the previous homework assignments. In addition to completing the labs in Section 2.2 before coming to class, students should have watched the two videos for this section (2.3.1 and 2.3.2) and completed the Skills Lab (2.3.4).

Document Formatting and metadata Microsoft Word - Formatting Pages Document Formatting and metadata Fonts and font styles Paragraph formatting Margins and other page layout options Embedded images and image layouts Date created and last modified File size Document title and author Subject and other optional metadata “ATTENTION” SLIDE: DOCUMENT FORMATTING AND METADATA Help students understand what information and metadata is stored within an individual document file.

Section Skill Overview Microsoft Word - Formatting Pages Section Skill Overview Modify document properties View document statistics Save a Word document in various formats (e.g., PDF, plain text) Print a custom range of pages in a document Print from a non-default printer Collapse and pin the ribbon Use ScreenTip help Scroll through a document SECTION SKILLS OVERVIEW If students have completed the Skills lab (2.3.4), use this slide to prompt them for questions on specific tasks. For students who have not completed the Skills lab, use this slide to introduce the tasks they will be learning in the section.

Microsoft Word - Formatting Pages KEY Terms Document Properties Document Statistics DOCX HTML Landscape Orientation Paper Collation PDF Pin Portrait Orientation Printing Options ScreenTip Scroll Bar KEY TERMS Introduce key terms for this section. Ask students if they have questions about particular terms. If students have not watched the videos in this section, you may choose to play a video to introduce features. Videos include: Document File Formats (3:29) Word Printing Tips (3:46)

Microsoft Word - Formatting Pages KEY DEFINITIONS Document Properties: Information or metadata that describes a document, such as the title, name, subject, and keywords that identify the contents of the file. Document Statistics: Basic data about a document, such as word count, page count, and number of lines. DOCX: The default file format for Microsoft Word documents. HTML (HyperText Markup Language): A set of standards for formatting and displaying text on web pages. KEY DEFINITIONS Define key terms that students do not understand.

KEY DEFINITIONS (continued) Microsoft Word - Formatting Pages KEY DEFINITIONS (continued) Landscape Orientation: A page format where the long edge of the page is horizontal. Paper Collation: Refers to the order in which multiple copies of a document are printed. The Collated setting prints an entire copy of the document before the next copy. PDF (Portable Document Format): A file format that captures document layout and formatting in a way that is independent of the application that created the document. Pin: Making the Ribbon permanently visible in Microsoft Office applications. Unpinning the Ribbon hides it from view. KEY DEFINITIONS CONTINUED Provide more definitions for key terms.

KEY DEFINITIONS (continued) Microsoft Word - Formatting Pages KEY DEFINITIONS (continued) Portrait Orientation: A page format where the long edge of the page is vertical. Printing Options: Options that define how a document should be printed, including number of copies, page orientation, margins, and page size. ScreenTip: A helpful hint on how to use a feature or function in a Microsoft Office application. ScreenTips are displayed in a pop-up window when the mouse pointer rests on a feature's icon or button. Scroll Bar: An element on the side or bottom of a window that is used to control which part of the window is currently in view. The scroll bar contains a scroll box and scroll arrows, which are used for navigation. KEY DEFINITIONS CONTINUED Provide more definitions for key terms.

Microsoft Word - Formatting Pages Document file formats File Format Description DOCX The default XML-based file format for Microsoft Word documents. PDF The Portable Document Format captures document layout and formatting in a way that is independent of the application that created the document. HTML A document saved using standards for formatting and displaying web pages. RTF The Rich Text Format was developed by Microsoft for exchanging files between applications. TXT A plain text file format can be read by almost any application, but it does not contain text formatting. XML A file saved in Extensible Markup Language format uses tags that are more descriptive than HTML tags. The format can be extended with customized tags. OPTIONAL SLIDE: DOCUMENT FILE FORMATS Review content from the Document File Formats video. Remind students that the latest version of Microsoft Word allows you to save documents in about 20 different file formats. These are six of the most commonly used formats.

Microsoft Word - Formatting Pages In-class Practice Do Challenge Lab 2.3.5 and aim for the best possible time. The lab can be attempted multiple times, with the task set changing each time. Let me know if you need help on a task. OPTIONAL SLIDE: PRACTICE Use this slide if you want students to spend time during class completing the labs. Possible ways of using the labs include: Complete the Skills lab in class as a group (everyone working together on the same task at the same time). Tasks are presented in the same order for everyone, allowing students to follow along with the teacher. Following the teacher demonstration, students can restart the lab to complete any tasks not passed off. Give students time to work on the Challenge lab during class. Provide enough time for students to improve their times by working through the lab multiple times. If desired, give students a target time to beat, or recognize the fastest times at the end of the practice session. Time permitting, students can work through the Applied lab(s) instead of doing them as homework.

Microsoft Word - Formatting Pages Class Discussion When is it appropriate to save a document as a DOCX, PDF, or plain text file? What is the main purpose of document tags (configured in the document properties)? What printing options are appropriate to use in different scenarios? CLASS DISCUSSION Possible answers to the discussion questions include the following: Document File Formats: DOCX is the default file format for Word documents. Use this format if you plan to print and continue editing the document using Word. A DOCX file includes all of the text and document formatting that you have done in Word. The PDF format is more portable, or cross platform. If you plan to email a document to someone who may not have Microsoft Word, or if you are using custom fonts in your document, consider saving it as a PDF. A plain text file can be read by just about any application that reads text files. Use this format for saving text or data that needs to be transferred between a variety of applications. Document Tags: Document tags are searchable by the file system. If you have saved a large number of documents, you can sort or filter the documents based on tags. You can also search for particular tags or properties from Windows Explorer. Printing Options: For preliminary drafts of a document, choose printing options that save paper or ink. Options include printing page ranges, printing on both sides of the paper, printing multiple pages per sheet, and using narrow margins. For finished drafts that need a polished and professional look, consider choosing a higher quality printer. You should also choose printing options for the best readability, such as wider margins, one-sided printing, and just one page per sheet. For data that is more readable on a wider layout, consider printing using landscape orientation. Multiple copies of documents should almost always be printed using the collated option, which lets you quickly separate and staple individual copies.

Microsoft Word - Formatting Pages Class Activities Customize the Quick Access Toolbar on your local installation of Word: Add a command that you use frequently, such as running the spell checker Select the More Commands option to view a comprehensive list of commands Open artExhibit.docx and save it in different formats. Observe what (if anything) is lost when converting to various formats: PDF HTML TXT RTF CLASS ACTIVITIES Time permitting, assign students to participate in one or more of these classroom activities. To customize the Quick Access Toolbar, students should click the small button to the right of the toolbar. Have students save the different formats to their Desktop or to another location they can access easily. Then open the documents and observe what changes to elements or formatting have occurred.

Microsoft Word - Formatting Pages Summary Document file formats Configuring document properties Printing to save paper Customizing the Ribbon and Quick Access Toolbar OPTIONAL SLIDE: SUMMARY Use this slide to highlight some of the more important points covered during class. Documents can be saved in different file formats for greater portability. Configure document properties to allow a document collection to be sorted or filtered based on particular tags. When printing rough drafts, choose printing options that save paper and ink, such as narrow margins and printing on both sides. Consider customizing the Ribbon and the Quick Access Toolbar for more efficient access to commands.

Microsoft Word - Formatting Pages Homework Assignments Complete the labs in this section: Challenge Lab 2.3.5 – Manage and Print Documents Applied Lab 2.3.7 – Distribute a Company Memo Applied Lab 2.3.8 – Prepare a Document for the Web Prepare for the next class: Video 2.4.1 – Font Changes Video 2.4.2 – Font Choices Skills Lab 2.4.4 – Modify Fonts HOMEWORK ASSIGNMENTS