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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.

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cmpf 124 basic skills for knowledge workers

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.

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.

microsoft word screen elements
Microsoft Word screen elements

Title Bar

Menu Bar

Standard Toolbar

Formatting Toolbar

Status Bar

title bar1
Title Bar

To display the name of the document

Before saving your document

After saving your document to Microsoft Word.

menu bar1
Menu Bar


Display the menu

the file menu commands
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 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.

save as dialog box
Save As Dialog Box

Folder Where


File Type

File Name

open dialog box
Open Dialog Box

Folder Where


File Type

File to be opened


Provide shortcuts to menu commands

Standard Toolbar & Formatting Toolbar

standard toolbar1
Standard Toolbar


Open Doc


E-mail Doc



Spell Check




Format Painter


Draws table


Inserts Worksheet


Inserts Table

Drawing Toolbar On/Off

Creates Columns

Show/Hide Codes

Doc Map

Office Assistant


formatting toolbar1
Formatting Toolbar

Font Size

Font Style




Left Alignment


Center Text

Right Alignment






Bullets & Numbering


Font Color


Found below the main toolbars and at the left side of the document.

Used to change the format of the document quickly.

status bar1
Status Bar

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.

status bar2
Status Bar
  • Double clicking anywhere on this portion of the bar will bring up the Go to tab of the Find and Replace dialog box.
  • REC: The record macro button
  • TRK: The track changes button
  • EXT: The extend selection button
  • OVR: The overtype button
basics of word processing
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
spelling and grammar
Spelling and Grammar
  • Text with spelling errors or not found in the dictionary is marked with a wavy red line
  • Text with grammatical errors is marked with a wavy green line.
    • Click Tools from the menu bar
    • Choose Spelling and Grammar.
    • You can either change or ignore the suggested spelling given.
part 2

Part 2

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

Define typography

Use the Page Setup command

Use the Format Paragraph command

select then do

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.

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 replace and go to commands1
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 commands2
Find, 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

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

example normal view
Example: Normal View

Horizontal Ruler Displayed

No Margins


Normal Button

example print layout view
Example: Print Layout View

Vertical Ruler Displayed

Horizontal Ruler Displayed

Margins Displayed

Print Layout



Process of selecting typefaces, type style, and type sizes

Typeface  a complete set of characters with the same general appearance.

Times New Roman


Courier New


Serif typeface-presence of tiny cross lines

Sans serif typeface-absence of tiny cross lines

  • Typography
  • Typeface
    • Times New Roman
    • Arial
    • Courier New
    • Serif typeface
    • Sans serif typeface
page setup command
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 command1
Page Setup Command
  • Portrait orientation
  • Landscape orientation
  • Margins
page setup command page break
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
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 formatting1
Paragraph Formatting

Alignment – the horizontal positioning of the text on the page

left aligned

right aligned



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.

paragraph formatting2
Paragraph Formatting
  • Line Spacing
    • Single
    • 1.5 lines
    • Double
    • At Least
    • Exactly
    • Multiple
header and footer
Header and Footer


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.

header and footer1
Header and Footer


Type the heading in the Header box.

To edit the footer, click the Switch Between Header and Footer button on the toolbar.


Choose Format.

Choose Columns and click the number of columns required. Click Ok.

drop cap
Drop Cap

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.

part 3

Part 3

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.

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–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
resources from the net and web
Resources from the Net and Web


WWW - World Wide Web

Hypertext document



Web enabled

Web toolbar

professional formats
Professional Formats


Partially completed document that contains formatting, text and/or graphics.


Agenda wizard

Fax wizard

Resume wizard

professional formats1
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.

part 4

Part 4

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.

bullets lists and outlines vocabulary
Bullets, Lists and Outlines Vocabulary
  • Bulleted list
  • Bullets & Numbering command
  • Multilevel numbered list
  • Numbered list
  • Outline
bullets lists and outlines vocabulary1
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 Vocabulary
  • Tables feature
  • Cell
  • Insert table command
  • Table menu
  • Tables and Borders
tables vocabulary1
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.

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.

styles vocabulary
Styles Vocabulary
  • Character style
  • Paragraph style
  • Style command
  • Normal style
  • Heading 1 style
  • Body Text
  • Default paragraph font style
styles vocabulary1
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.