WORD PROCESSING Programs OFFICE PRODUCTIVITY SOFTWARE

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What is a Word Processing Program Word processors provide tools for creating, editing, and formatting text-based documents.Word processors provide tools for creating, editing, and formatting text-based documents. You can use a word processor to create virtually any type of document, from a simple letter to a complete book.You can use a word processor to create virtually any type of document, from a simple letter to a complete book. A word processor's formatting tools let you create professional-quality documents easily.A word processor's formatting tools let you create professional-quality documents easily.

Document area Document area Menu bar Menu bar Toolbars Toolbars Rulers Rulers Scroll Bars Scroll Bars Status Bar Status Bar Most Windows-based word processors offer a similar set of tools, which you use to navigate, edit, and format documents: The Word Processor's Interface

Common Features of Productivity Programs Taskbar Title Bar Menu Bar Tool Bar OFFICE PRODUCTIVITY SOFTWARE

Menu bar Toolbars Ruler Document area Status bar Scroll bar Scroll boxes

Word Processing What features are Common to most Word Processing Software? Page Size Letter: 8½” x 11”: Legal: 8½” x 14”: Common Features of Productivity Programs

Word Processing Orientation PortraitLandscape Common Features of Productivity Programs

Word Processing Margins White Space Common Features of Productivity Programs

Word Processing Lining it up LeftCentre Fully Justified Right Common Features of Productivity Programs

Changing the Look of Text Format – anytime you change the look of your document Default font – word processors are programmed to use specific font/typeface/font size Font styles – 2 basic varieties – serif & sans serif fonts Serif have serifs or “tails” on the letters and are more formal Sans serif do not have ‘tails’ & are considered less formal & cleaner in appearance Font Size – range from very tiny to very large Business documents are keyed in a 12-pt font Font Enhancements – 3 generally used Bold, Italic, & Underline turn on the enhancement at the click of your mouse, click again & it will turn it off OR you can highlight the text, then change the style by clicking the icon or using Ctrl/B for bold, Ctrl/I for Italics, or Ctrl/U for underline. Common Features of Productivity Programs

Changing the Look of Text Line Spacing Single Spacing 1.5 Spacing Double Spacing Common Features of Productivity Programs

Bulleted List Changing the Look of Text Bullets & Numbers Numbered List Common Features of Productivity Programs

Spell Check & Thesaurus Spell Check misspelled words are underlined in red Located under TOOLS > SPELLING AND GRAMMAR or F7 or button. ALWAYS proofread documents for spelling. The Spell Check will not catch the incorrect spelling of a word that has more than one spelling, such as “to” “too” and “two” OR “there” “their” and “they’re” Common Features of Productivity Programs

Spell Check & Thesaurus Thesaurus What’s another word for…? Click your cursor on the word you want to replace, and then go to Tools > Language > Thesaurus OR b button OR by SHIFT F7 Thesaurus will list different ways that the word you want to replace can be used & give you a list of other appropriate words DO NOT just choose any word from the list that the Thesaurus suggests. Make sure that the word you want to replace is appropriate. Common Features of Productivity Programs

Grammar Check Checks for common grammatical errors Compares the sentence structure with a series of grammar rules programmed in the software Will underline the section with a green wavy line DO NOT automatically accept a Grammar Check’s suggestion. The program may incorrectly interpret the intended meaning of your sentence. Common Features of Productivity Programs

Help Menu 1.Contents Similar to Table of Contents with Chapter Headings Double clicking on the Chapter Headings will open that “Chapter” to show you sub-headings 2.Index Similar to the Index at the back of a book Lists all the topic headings Key in the term you are looking for & it will return all the Topic headings that contain that term 3.Find Locate every instance of the word you key in its directory regardless of section/topic i.e. “bullet” might appear in 1 or 2 topic headings, but Find might locate places where the word is used. Common Features of Productivity Programs

You create a document by entering text in the document window. A blinking insertion point shows you where characters will be placed as you type. When you type to the end of a line, the program automatically moves the insertion point to the next line. This feature is called word wrap. Entering and Editing Text – Adding Text to a Document

Entering and Editing Text –Editing a Document The Backspace and Delete keys let you erase one or more characters.The Backspace and Delete keys let you erase one or more characters. Overtype mode lets you type over previously entered text.Overtype mode lets you type over previously entered text. AutoCorrect can automatically correct spelling and typing errors.AutoCorrect can automatically correct spelling and typing errors. Undo and Redo let you reverse the effect of a previous action. Making changes to an existing document is called editing. Tools are provided for erasing and retyping text quickly:

Word processors let you work with entire blocks of text. You can format, move, copy, or delete a block. To work with a block of text, you must first select it, using one of many selection options. Selected text is highlighted on the screen. When you are finished working with selected text, you can deselect it. Entering and Editing Text - Selecting Text

Here, a selected block of text is deleted. Electrical.wpd

Character formats Paragraph formats Document formats Formatting a document means controlling its appearance. Formats fall into three broad categories: Formatting Text

EXERCISE Please type out the following paragraph: Tidying your locker might be quite a choice, but it sure makes it easier to find things once you have finished. To keep your computer organized, it pays to clean up every few weeks. By following the checklist below, you will be able to keep your files and documents tidy and organized. -Back up all important files by saving copies to another rlocaiton -Delete file you no longer need in order to free space on your hard drive -Move files to the appropriate folders -Archive all files you rarely use by saving them on external media -Empty your Trash or Recycle Bin regularly

You can use multiple fonts in a document, such as Arial or Times. Word processors let you apply different sizes – measured in points – to the text in a document. You can apply type styles to your text, such as bold, italic, and underline, among others. Formatting Text - Character Formats

In a word processor, you create a new paragraph whenever you press Enter. You can format each paragraph in a different way. You can set the amount of blank space between lines in a paragraph and between paragraphs in a document. To align a paragraph, you set the space between its edges and the page's margins. You can also indent a paragraph's first line. Borders and shading create special effects for paragraphs. Formatting Text - Paragraph Formats

Margins are the amount of blank space between the edges of the text and the edges of the page. Word processors let you print documents on different size paper, in portrait or landscape orientation. Headers and footers are commonly used in long documents, to provide continuing information along the top or bottom of the pages. Formatting Text - Document Formats As shown on the next graphic, documents can be divided into sections to give each a unique format.

Heading section Three-column format section

Language toolsLanguage tools Tables Tables Mail Merge Mail Merge Support for graphics and sounds Support for graphics and sounds Templates Templates Today's word processors provide a variety of specialized tools, including: Special Features of Word Processing Software

Spell checkers, which can help you find and correct misspelled words. Grammar checkers, which help your document conform to accepted grammatical rules. Thesauri, which can help you make the best word choices. Language tools can help you improve the quality of your documents by catching language errors. Language tools include: Special Features of Word Processing Software - Language Tools

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Tables let you set up rows and columns of information. You can format a table in dozens of ways, add headings, and more. Special Features of Word Processing Software - Tables

Word processors allow you to add images to your documents.Word processors allow you to add images to your documents. Once you add a graphic to a document, you can select it, move it, resize it, and more.Once you add a graphic to a document, you can select it, move it, resize it, and more. You also can add sound files to a document. A sound file appears as an icon; click the icon on screen and the file plays.You also can add sound files to a document. A sound file appears as an icon; click the icon on screen and the file plays. Special Features of Word Processing Software - Support for Graphics and Sounds

Imported graphic Embedded sound file

A template is a predesigned document.A template is a predesigned document. A template simplifies document design. You simply open the document and type your text.A template simplifies document design. You simply open the document and type your text. Special Features of Word Processing Software - Templates

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Business Letter Formats Full Block Format Common Features of Productivity Programs

Business Letter Formats Block Format Common Features of Productivity Programs

Semi-Block or Indented Format Business Letter Formats Common Features of Productivity Programs

To Comma, or Not to Comma? 2 Options for Punctuation 1.Two-point or Mixed You key a colon (:) after the salutation & a comma (,) after the complimentary closing. Example: Dear Mr. Vennare: and Yours truly, 2.Open There is NO punctuation after these letter parts There is no correct punctuation style. It is a matter of preference to the company you belong to. Common Features of Productivity Programs

Business Reports Reports Reports are prepared in business to: provide information analyze information propose/summarize a project suggest actions be taken & predict their outcomes Parts of a Formal Business Report include: 1.Title page – title of report, author’s name, the person or organization for whom the report was prepared, date 2.Table of Contents – list of each heading and page on which the headings appear 3.List of Illustrations – charts, graphs, and pictures 4.Report Text – Introduction, Body & Conclusion & Recommendations 5.References – sources of information that were used Common Features of Productivity Programs