Module 3Module 3
Microsoft Office SuiteMicrosoft Word
Microsoft Office SuiteMicrosoft Word
MODULE OVERVIEWMODULE 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
Part 1Part 1
What Will Word Processing Do For
Me?
What Will Word Processing Do For
Me?
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
OverviewOverview
• 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 ProcessingBasics 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
Title bar
Menu bar
Toolbar
Office Assistant
Scroll bar
Status bar
MinimizeRestoreClose
Word 2000 ScreenWord 2000 Screen
Standard ToolbarStandard Toolbar
Save
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 ToolbarFormatting Toolbar
Font Size
Italics
Bold
Left Alignment
BorderBullets & Numbering
Style
Justified
Underline
Font Style
Highlight
Promote/Demote
Font Color
Bullets
Right Alignment
Numbering
Center Text
The File Menu CommandsThe File Menu Commands
New Open Close Save Save As Page
Setup Print
The File Menu CommandsThe 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 BoxSave As Dialog Box
File Name File Type
Folder WhereStored
Open Dialog BoxOpen Dialog Box
File to be opened
File Type
Folder WhereStored
Troubleshooting: Normal ViewTroubleshooting: 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 ViewTroubleshooting: Normal View
No Margins Displayed
Normal Button
Horizontal Ruler Displayed
Troubleshooting: Print Layout ViewTroubleshooting: Print Layout View
Print Layout View - this view shows the complete page with headers, footers, and all formatting applied.
Margins Displayed
Print LayoutButton
Horizontal Ruler
Displayed
Vertical Ruler Displayed
Part 2Part 2
Gaining Proficiency: Editing and Formatting
Gaining Proficiency: Editing and Formatting
ObjectivesObjectives
• 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-DoSelect-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 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 CommandsFind, 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 CommandsFind, Replace, and Go To Commands
Find, Replace, and Go To CommandsFind, 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.
• 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
ViewsViews
View Menu: Normal ViewView Menu: Normal View
No Margins Displayed
Normal Button
Horizontal Ruler Displayed
View Menu : Print Layout ViewView Menu : Print Layout View
Margins Displayed
Print LayoutButton
Horizontal Ruler
DisplayedVertical Ruler
Displayed
View Menu: Zoom CommandView Menu: Zoom Command
75%Zoom
• 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
TypographyTypography
Typography Typeface
Times New Roman Arial Courier New
Serif typeface Sans serif
typeface
TypographyTypography
Portrait orientation
Landscape orientation
Margins
Page Setup CommandPage Setup Command
Page Setup CommandPage 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 BreakPage 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.
Format Paragraph – this command allows you to specify the alignment, indentation, line spacing, and pagination for the selected paragraphAlignmentIndents
Left indent Right indent Special indent First line indent Hanging indent
Paragraph FormattingParagraph Formatting
Paragraph FormattingParagraph 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.
Line Spacing Single 1.5 lines Double At Least Exactly Multiple
Paragraph FormattingParagraph Formatting
• How to invoke a spell/grammar check?
• Turning spell checking off
Paragraph FormattingParagraph Formatting
Part 3Part 3
Enhancing A Document : The Web And Other Resources
Enhancing A Document : The Web And Other Resources
ObjectivesObjectives
• 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.
• 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.
A Compound DocumentA Compound Document
Resources from the Net and WebResources from the Net and Web
• Internet
• WWW - World Wide Web
• Hypertext document
• Hypermedia
• Hyperlink
• Web enabled
• Web toolbar
Professional FormatsProfessional Formats
• Template– Partially completed document that contains
formatting, text and/or graphics.
• Wizard– Agenda wizard– Fax wizard– Resume wizard
Professional FormatsProfessional 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.
Part 4Part 4
Advanced Features : Outlines, Table, Styles
and Outlines
Advanced Features : Outlines, Table, Styles
and Outlines
ObjectivesObjectives
• Create a bulleted or numbered list; – 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.
Bulleted list Bullets &
Numbering command
Multilevel numbered list
Numbered list Outline
Bullets, Lists and Outlines VocabularyBullets, 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.
Bullets, Lists and Outlines VocabularyBullets, Lists and Outlines Vocabulary
Tables feature Cell Insert table
command Table menu Tables and
Borders
Tables VocabularyTables 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.
Tables VocabularyTables Vocabulary
Character style Paragraph style Style command Normal style Heading 1 style Body Text Default
paragraph font style
Styles VocabularyStyles Vocabulary
Styles VocabularyStyles 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.