CMPF 124: Basic Skills for Knowledge Workers. Microsoft Office Suite: Microsoft Word. LEARNING OUTCOMES. At the end of this chapter, students should be able to: Define word wrap, hard and soft returns. Distinguish between insert and overtype modes. Describe Word screen elements.
Microsoft Office Suite:
At the end of this chapter, students should be able to:
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
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.
To display the name of the document
Before saving your document
After saving your document to Microsoft Word.
Display the menu
The File menu is used to open, close, save, and print word documents. It is also used to exit Word.
Save commandcopies the current document to the same file and disk location.
Save As commandcopies the current document to a different file and disk location.
Open commandbrings a copy of a previously saved document into memory, enabling you to work with that document.
File to be opened
Provide shortcuts to menu commands
Standard Toolbar & Formatting Toolbar
Drawing Toolbar On/Off
Bullets & Numbering
Found below the main toolbars and at the left side of the document.
Used to change the format of the document quickly.
The Status bar appears at the very bottom of the screen
Provides information as the current page, current section, total number of pages, inches from the top of the page, current line number, and current column number.
The Status bar also provides options that enable you to track changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling and Grammar check.
Gaining Proficiency: Editing and Formatting
Define the select-then-do methodology
Use the Find and Replace commands, and Go To commands
Use different type of views
Use the Page Setup command
Use the Format Paragraph command
Cutcommand removes the selected text and places it on the clipboard.
Copycommand places a duplicate of the selected text on the clipboard.
Pastecommand 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.
locates one or more occurrences of specific text
locates the text, and replace with different text
Go To command
goes directly to a specific placeFind, Replace, and Go To Commands
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
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
Display screen at different magnificationsViews
Horizontal Ruler Displayed
Vertical Ruler Displayed
Horizontal Ruler Displayed
Process of selecting typefaces, type style, and type sizes
Typeface a complete set of characters with the same general appearance.
Times New Roman
Serif typeface-presence of tiny cross lines
Sans serif typeface-absence of tiny cross lines
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 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.
Alignment – the horizontal positioning of the text on the page
Indents – is the distance between the text and the margin.
Left indent – moves the paragraph in from the left margin
Right indent – moves the paragraph in from the right margin
Special indent – a special type of indentation different from the left or right indent. The two types:
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.
Select View > Header and Footer from the menu bar. The Header and Footer toolbar will appear and the top of the page will be activated as shown below.
Type the heading in the Header box.
To edit the footer, click the Switch Between Header and Footer button on the toolbar.
Choose Columns and click the number of columns required. Click Ok.
Select the letter you want to convert to a drop cap.
Go to the Format menu and select Drop Cap.
Select either Dropped or In margin.
Enhancing A Document : The Web And Other Resources
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–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 Document
WWW - World Wide Web
Partially completed document that contains formatting, text and/or graphics.
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
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 - 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.
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.
Tablesfeature - 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.
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.