OPERATE A WORD PROCESSING APPLICATION (BASIC) ITICOR241A

Element 1 Creating documents

LEARNING OUTCOMES Open document and add text and symbols according to information requirements. 2. Add, select, copy, delete or move paragraphs within a document. 3. Check and amend text in accordance with organisational and task requirement. 4. Use manuals, user documentation and on-line help to overcome problems with document production presentation. 5. Save document to correct directory/folder

DOCUMENT PREPARATION SKILLS The way in which a document is prepared is an essential part of effective communication in any business. A document is usually one of the most effective means of passing information to employees, employers and clients.

Always remember that every document (whether for internal or external communication), is an opportunity for you to promote a good image of your company. Word processing software, also called a word processor, allows you to create, save, edit and format documents in preparation for output. Document output includes printing, displaying on a monitor, e- mailing, faxing or posting on the Internet.

Word processing software is used to develop documents such as: Letters Memos Reports Newsletters Web pages

Word processing software has many features to make documents look professional and visually appealing. You can: change the shape and size of characters in headings. change the color of characters. organize text into newspaper-style columns-incorporate audio clips, video clips, and many types of graphical images and tables.

Popular word processing software includes: Microsoft Word Microsoft Works Corel WordPerfect

Open Documents and Add Text and Symbols The first step in creating a document is to open a blank page so you can begin typing. With most applications, a blank page will automatically appear when you start the application. If you are using Microsoft Word, for example, double clicking on the Word icon, will start the programme and a blank page will appear on the screen. You are now ready to add text and other symbols as required.

You should note, however, that the creation of a document involves several sequential steps: Planning - This first step involves understanding the purpose of your document and its contents. 2. Entering - Having planned your document, you can begin entering the contents by typing in the text and other symbols as noted above. 3. Editing -- Making changes to your document is known as editing. This is the stage at which you correct spelling and or grammatical errors and otherwise revise the content of your document by adding or deleting information.

You should note, however, that the creation of a document involves several sequential steps(cont’d): 4. Formatting - Making your document visually appealing and more readable is called formatting. This can be done during entering or close to when you are completing the document. 5. Printing - The final step is to print a hard copy of the document. It includes previewing the document on screen as it will appear when printed. Previewing the document allows you check the document’s overall appearance and to make any final changes needed before printing.

Here are some important points that you must note when creating a document: Identify source for data to be entered Accuracy and speed is of utmost importance. Always use a new document for different tasks/assignments. Text should be typed in accordance to grammar specification. Symbols should be placed in the appropriate places only in the document.

MANIPULATION OF PARAGRAPHS IN A DOCUMENT (Adding, Selecting Copying, Deleting or Moving Paragraphs within a Document) For you to effectively manipulate paragraphs within a document there are some very important word processing skills which you must master: How to insert paragraphs in a existing document How to select a paragraph How to copy and paste text How to cut and paste text

Checking the document means using the following tools: CHECK AND AMEND TEXT Before a document is presented, it must be checked and amended in accordance with organisational and task requirements. To amend a document is to edit it. Checking the document means using the following tools: Spelling and Grammar check Thesaurus Auto correct Find and Replace Auto text

USE DIFFERENT HELP FEATURES You will need to use different sources to help you overcome problems when preparing a document, for example: Microsoft manuals – these usually come with the software and provide details of. 2. Websites – Many search engines are available for your assistance. Ask your learning facilitator to guide you. 3. The office assistant - This feature is accessed by selecting Help from the Menu Bar and selecting the office assistant. Follow the instructions provided thereafter.

SAVING DOCUMENTS TO DIRECTORY/FOLDER An orgnisational unit, or container, used to organise folders and files into a hierarchical structure. You can think of a directory as a file cabinet that contains folders that contain files. Many graphical user interfacesuse the term folder instead of directory.

In word processing, to save means to store, or preserve, the electronic files of a document permanently on diskette, hard disk or magnetic tape. As you create a new document or edit an existing one, the input and changes are displayed onscreen and are stored in your computer’s memory.

To create a permanent copy of your document, you must save it as a file on a disk. As a safeguard against losing your work, if there are power interruptions or other kinds, Word automatically save as you are working. Documents that are saved are automatically stored in a special format and location until you save them.

When you re-start Word after power failure or other problem that happened before you saved your document, Word opens all automatically saved documents so that you can save them. Although Word creates automatic backup files while you are working, you must still save your work frequently.

To save documents to directory/folder the following must be known: The organising of files into directory/folder is very critical in the storage of files. This usually allows the easy retrieval of these files for future use. To save documents to directory/folder the following must be known: How to save a document How to create a directory/folder The copying of a file into a directory/folder

page layout conventions Element 2 Customize basic settings to meet page layout conventions

Element 3 Formatting Documents

Element 4 Creating tables

Element 5 Adding Images

Element 6 Print word processing documents