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OFFICE PRODUCTIVITY SOFTWARE. WORD PROCESSING Programs. OFFICE PRODUCTIVITY SOFTWARE. SPREADSHEET Programs. OFFICE PRODUCTIVITY SOFTWARE. DATABASE Programs. OFFICE PRODUCTIVITY SOFTWARE. DESKTOP PUBLISHING Programs. OFFICE PRODUCTIVITY SOFTWARE. PRESENTATION Programs.

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slide1

OFFICE PRODUCTIVITY SOFTWARE

WORD PROCESSING

Programs

slide2

OFFICE PRODUCTIVITY SOFTWARE

SPREADSHEET

Programs

slide4

OFFICE PRODUCTIVITY SOFTWARE

DESKTOP PUBLISHING

Programs

slide5

OFFICE PRODUCTIVITY SOFTWARE

PRESENTATION

Programs

what is a word processing program
What is a Word Processing Program
  • 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.
  • A word processor\'s formatting tools let you create professional-quality documents easily.
slide7

The Word Processor\'s Interface

Most Windows-based word processors offer a similar set of tools, which you use to navigate, edit, and format documents:

  • Document area
  • Menu bar
  • Toolbars
  • Rulers
  • Scroll Bars
  • Status Bar
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OFFICE PRODUCTIVITY SOFTWARE

Common Features of Productivity Programs

Taskbar

Title Bar

Menu Bar

Tool Bar

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Toolbars

Menu bar

Ruler

Scroll bar

Scroll boxes

Status bar

Document area

slide10

Common Features of Productivity Programs

Word Processing

What features are Common to most Word Processing Software?

PageSize

Letter: 8½” x 11”:

Legal: 8½” x 14”:

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Common Features of Productivity Programs

Word Processing

Orientation

Portrait

Landscape

slide12

Common Features of Productivity Programs

Word Processing

Margins

White Space

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Common Features of Productivity Programs

Word Processing

Lining it up

Left

Right

Centre

Fully

Justified

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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.
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Common Features of Productivity Programs

Changing the Look of Text

Line Spacing

Single

Spacing

1.5 Spacing

Double

Spacing

slide16

Common Features of Productivity Programs

Changing the Look of Text

Bullets & Numbers

1.

2.

3.

4.

5.

Bulleted

List

Numbered

List

slide17

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”
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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.
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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.
slide20

Common Features of Productivity Programs

Help Menu

  • Contents
    • Similar to Table of Contents with Chapter Headings
    • Double clicking on the Chapter Headings will open that “Chapter” to show you sub-headings
  • 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
  • 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 40-50 places where the word is used.
slide21

Entering and Editing Text – Adding Text to a Document

  • 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.
slide22

Entering and Editing Text –Editing a Document

Making changes to an existing document is called editing. Tools are provided for erasing and retyping text quickly:

  • The Backspace and Delete keys let you erase one or more characters.
  • Overtype mode lets you type over previously entered text.
  • AutoCorrect can automatically correct spelling and typing errors.
  • Undo and Redo let you reverse the effect of a previous action.
slide23

Entering and Editing Text - Selecting Text

  • 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.
slide25

Formatting Text

  • Formatting a document means controlling
    • its appearance.
  • Formats fall into three broad categories:
  • Character formats
  • Paragraph formats
  • Document formats
exercise
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
slide27

Formatting Text - Character Formats

  • 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.
slide29

Formatting Text - Paragraph 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.
slide30

Formatting Text - Document 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.

As shown on the next graphic, documents can be divided into sections to give each a unique format.

slide32

Special Features of Word Processing Software

Today\'s word processors provide a variety of specialized tools, including:

  • Language tools
  • Tables
  • Mail Merge
  • Support for graphics and sounds
  • Templates
slide33

Special Features of Word Processing

Software - Language Tools

Language tools can help you improve the quality of your documents by catching language errors. Language tools include:

  • 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.
slide35

Special Features of Word Processing

Software - Tables

  • Tables let you set up rows and columns of information.
  • You can format a table in dozens of ways, add headings, and more.
slide36

Special Features of Word Processing

Software - Support for Graphics and Sounds

  • 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.
  • 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.
slide37

Imported graphic

Embedded sound file

slide38

Special Features of Word Processing

Software - Templates

  • A template is a predesigned document.
  • A template simplifies document design. You simply open the document and type your text.
slide40

Common Features of Productivity Programs

Business Letter Formats

Full Block Format

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Common Features of Productivity Programs

Business Letter Formats

BlockFormat

slide42

Common Features of Productivity Programs

Business Letter Formats

Semi-Block or Indented

Format

slide43

Common Features of Productivity Programs

To Comma, or Not to Comma?

  • 2 Options for Punctuation
  • Two-point or Mixed
    • You key a colon (:) after the salutation & a comma (,) after the complimentary closing.
    • Example: Dear Mr. Vennare: and Yours truly,
  • 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.
slide44

Common Features of Productivity Programs

Business 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:
  • Title page – title of report, author’s name, the person or organization for whom the report was prepared, date
  • Table of Contents – list of each heading and page on which the headings appear
  • List of Illustrations – charts, graphs, and pictures
  • Report Text – Introduction, Body & Conclusion & Recommendations
  • References – sources of information that were used
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