Microsoft Office Suite Microsoft Word Module 3 Microsoft Office Suite Microsoft Word

MODULE OVERVIEW Part 1 What will Word Processing Do For Me? Part 2 Gaining Proficiency: Editing and Formatting Part 3 Enhancing A Document : The Web And Other Resources Part 4 Advanced Features : Outlines, Table, Styles and Outlines

What Will Word Processing Do For Me? Part 1 What Will Word Processing Do For Me?

What Will Word Processing Do For Me? OBJECTIVES: 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; describe the function of the custom dictionary

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.

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

Word 2000 Screen Title bar Minimize Restore Close Toolbar Menu bar Office Assistant Scroll bar Status bar

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 Font Size Font Style Italics Underline Bold Left Alignment Border Bullets & Numbering Style Justified Underline Font Style Highlight Promote/Demote Font Color Bullets Right Alignment Numbering Center Text

The File Menu Commands New Open Close Save Save As Page Setup Print

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 Where Stored

Open Dialog Box File to be opened File Type Folder Where Stored

Troubleshooting: Normal View View menu is used to change the view of the document as well as display or hide toolbars. Normal View - this view shows only the body of the current page; faster and preferable when entering text and editing.

Troubleshooting: Normal View No Margins Displayed Normal Button Horizontal Ruler Displayed

Troubleshooting: Print Layout View Margins Displayed Print Layout Button Horizontal Ruler Displayed Vertical Ruler Displayed Print Layout View - this view shows the complete page with headers, footers, and all formatting applied.

Gaining Proficiency: Editing and Formatting Part 2 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, Replace, and Go To Commands 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 command - locate a designated character string and optionally replace with different characters. Replace command – locate a designated character string and replace with different characters. 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.

Views 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

Horizontal Ruler Displayed View Menu: Normal View No Margins Displayed Normal Button Horizontal Ruler Displayed

View Menu : Print Layout View Margins Displayed Print Layout Button Horizontal Ruler Displayed Vertical Ruler Displayed

View Menu: Zoom Command 75% Zoom

Typography 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 Serif typeface-presence of tiny cross lines Sans serif typeface-absence of tiny cross lines

Typography Typography Typeface Serif typeface Sans serif typeface Times New Roman Arial Courier New Serif typeface Sans serif typeface

Page Setup Command Portrait orientation Landscape orientation Margins

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.

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.

Paragraph Formatting Format Paragraph – this command allows you to specify the alignment, indentation, line spacing, and pagination for the selected paragraph Alignment Indents Left indent Right indent Special indent First line indent Hanging indent

Paragraph Formatting Alignment – the horizontal positioning of the text on the page. Text can be left aligned, right aligned, centered or justified. Indents – is the distance between the text and the margin. Paragraphs can be indented (moved in) so they have a different margin from the remainder of the document. Left indent – moves the paragraph in from the left margin of the document. Right indent – moves the paragraph in from the right margin of the document. Special indent – a special type of indentation different from the left or right indent. The two types of special indentation are first line and hanging. 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.

Paragraph Formatting Line Spacing Single 1.5 lines Double At Least Exactly Multiple

Paragraph Formatting How to invoke a spell/grammar check? Turning spell checking off

Enhancing A Document : The Web And Other Resources Part 3 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.

A Compound 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 – this 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.

Resources from the Net and Web Internet WWW - World Wide Web Hypertext document Hypermedia Hyperlink Web enabled Web toolbar

Professional Formats Template Wizard 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.

Advanced Features : Outlines, Table, Styles and Outlines Part 4 Advanced Features : Outlines, Table, Styles and Outlines

Objectives Create a bulleted or numbered list; Describe Outline view; 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.

Bullets, Lists and Outlines Vocabulary 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.

Tables 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.

Styles Vocabulary Character style Paragraph style Style command Normal style Heading 1 style Body Text Default paragraph font style

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.