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Chapter 5

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Chapter 5

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  1. Chapter 5 Word Processing Skills

  2. Chapter 5 Lessons Lesson 5-1 The Word User Interface Lesson 5-2 Apply the Eight Keys of Great Communication Lesson 5-3 Format with the Ribbon and mini Toolbar Lesson 5-4 Format business Documents Lesson 5-5Correct and format Business Correspondence Lesson 5-6 build Informative Tables Chapter 5

  3. Word in the Academic and business worlds • Book reviews, essays, and themes • Web pages and blog entries • Invitations, agendas, and announcements • Advertisements and sales brochures • Presentations for the press • Public relations and media campaigns • Academic and business reports • Résumés and career documents Word can be a big help as you create academic or business projects: Chapter 5

  4. Lesson 5-1 The Word User Interface In this Lesson You Will: 1. Learn to use the tabs and ribbons of the Word user interface. 2. Modify the Quick Access Toolbar, document views, zooming, and scrolling features. 3. Create a book report while learning to create, name, and save Word fi les. Chapter 4

  5. Learn the Word User Interface Tabs File tab Home tab Quick Access toolbar Ribbon Scroll bar Zoom Status bar Chapter 5

  6. Word Tabs Chapter 5

  7. Your View on the Word World • The Views tab allows you to quickly change the way you look at a document: • Print Layout • Full-Screen Reading • Web Layout • Outline • Draft Chapter 5

  8. Lesson 5-2 Apply the Eight Keys of Great Communication In this Lesson You Will: 1. Apply the eight keys of dynamic digital communication. 2. Track document statistics through the Status bar. 3. Find and replace mistakes, correct grammar, and correct spelling errors. Chapter 4

  9. Managing the Media and Impressing the Press • Eight Keys to Dynamic Digital Communication • Message and Purpose • Audience and Impact • Boundaries and Guidelines • Research, Take Notes, and Plan • Create from General to Specific • Readability and Accessibility • Style and Visual Appeal • Proofing and Accuracy • A media kit is: • Like a fact sheet in which information is shared concisely and accurately about a product or service. • Helpful to the media and press professionals and can be viewed both online or in print. Chapter 5

  10. Boundaries & Guidelines: The Status Bar • The Status bar is the perfect tool for: • Finding and replacing mistaken words. • Counting characters, words, lines, and paragraphs. • Viewing documents in a variety of ways. • Proofing and editing spelling and grammar. Chapter 5

  11. Proofing & Accuracy: Check Spelling and Grammar • Misspellings are marked with a wavy red underlines. • Grammatical errors appear with wavy green or blue lines: green indicate potential structural mistakes and blue can indicate homonymerrors. • Options for checking and fixing mistakes: • Choose the Spelling & Grammar button from the Quick Access Toolbar. • Right-click on any misspelled word. • Choose the Review tab, and select Spelling & Grammar. • Choose the Proofing button on the Status bar. Chapter 5

  12. Lesson 5-3 Format with the Ribbon and mini toolbar In this Lesson You Will: 1. Apply case and alignment formatting. 2. Adjust spacing. 3. Copy and paste text, formats, and styles. Chapter 4

  13. Use the Home Tab’s Formatting and Accessibility Tools Clipboard group Font group Styles group Editing group Paragraph group • Formatting is the artful arrangement, layout, and design of a document. • The Format Painter allows you to copy and paste formats from one selection of text to another. Chapter 5

  14. Make a Strong Visual Presentation • Case refers to the capitalization of a word. • UPPERCASE capitalizes each letter or character and is used for titles and main headings. • Sentence case capitalizes the first word of each sentence. • lowercase removes all capitalization. • tOGGLEcASEcapitalizes all but the initial letters of each word. Chapter 5

  15. Center, Align, and Justify Text to the Margins • Margins are the unprinted area surrounding a document • Align Left: Text lines up straight (flush) along the left margin but is jagged on the right margin. • Align Right: Text lines up flush along the right margin but is jagged on the left margin. • Justify: Text lines up flush against both the left and right margins. Spacing between words is averaged across the line. • Center: Text is placed exactly mid-way between the margins. Chapter 5

  16. Bulleted Lists • Bulleted lists help organize specific details in an accessible and easy-to-read manner. • Bullets can be: • check marks • diamonds • symbols of many kinds Chapter 5

  17. Apply Styles to Your Media Kit • Styles are fun ways to liven up plain text documents. • Styles define how the various parts of the document should look. • Styles can be enhanced by applying different color schemes. • A color scheme is a set of complementary and contrasting colors that look good together. Chapter 5

  18. Heading Styles Chapter 5

  19. Lesson 5-4 Format Business documents In this Lesson You Will: 1. Apply case and alignment formatting. 2. Adjust spacing. 3. Copy and paste text, formats, and styles. Chapter 4

  20. Memorable Memos • Memos can be used for: • Announcements • Requests • Short reports • Handouts for meetings • A simple letter style. • The memo format gave birth to today’s e-mail message. Chapter 5

  21. Formatted Memo Chapter 5

  22. What Happens when a Memo Falls short Chapter 5

  23. Fixing the Memo With the Insert Date feature, the date will automatically be updated by the computer every time the document is opened. Chapter 5

  24. Numbered Lists • A numbered list is used instead of a bulleted list: • When prioritizing items. • For step-by-step items. • When items are to be completed in a specific chronological order. • Numbered lists: • Are visually appealing. • Provide easy access to information. • Make detailed information more readable. • Can have subordinate levels that provide more specific details for the general items in a list. Chapter 5

  25. Set Tab Markers on the Ruler • Tab markers can be used to add specific details without cluttering up a page. • Tab markers allow data to be organized in columns. Chapter 5

  26. Adding a Watermark • A watermark is a shadowy word or phrase that appears behind your document. Chapter 5

  27. Lesson 5-5 Correct and Format Business Documents • In this Lesson You Will: • 1. Interpret and apply proofreader marks. • 2. Apply the following letter formats: • • Block with mixed punctuation • • Modified block with mixed punctuation • • Block with open punctuation • 3. Address and attach an envelope to a letter. Chapter 4

  28. Accuracy Matters • Mistakes can create doubt in the minds of your audience members. • Readers may think that if your presentation is less than professional, perhaps the information you are presenting is inaccurate or unimportant. • You may have the best ideas in the world, but without proper formatting and proofing, your message may be lost. Chapter 5

  29. Collaboration Tools and Proofreader Marks Chapter 5

  30. Making Corrections to Correspondence Chapter 5

  31. Long Live the LEtter • Letters of introduction for résumés and applications • Letters of acceptance • Letters of announcement • Letters of appreciation • Letters of follow-up • Letters of collection for payment • Letters of complaint • Letters reporting progress • Letters of sympathy • Letters of resignation • Correspondence once applied primarily to letter writing. • Today, correspondence has expanded to include a variety of electronic media. • Samples of important types of letters include: Chapter 5

  32. You Can Format It Chapter 5

  33. Modified Block Style • In a modified block style letter, the left tab marker is placed directly on the centerline located 3 1⁄4 inches from the left margin. • Some parts of the letter (including the date, address block, and complimentary close) are keyed to the right of the centerline. Chapter 5

  34. Address an Envelope Chapter 5

  35. Block Style Letter with Open Punctuation • Open punctuation means the colon after the salutation and the comma after the complimentary close are removed. • This format is popular for: • Less formal occasions. • When a letter is meant for people inside rather than outside a company. Chapter 5

  36. Lesson 5-6 Build Informative Tables In this Lesson You Will: 1. Learn to create and improve tables with colors, shading, and symbols. 2. Use the table style gallery. 3. Learn about agendas and use tables to create them. Chapter 4

  37. Terrific Tables • Tables are organized by columns and rows. • Where columns and rows meet, cells are created. • The lines marking columns and rows are called gridlines. • Columns are usually referenced with letters (A, B, C, etc.) and rows with numbers (1, 2, 3, etc.). Chapter 5

  38. Improve your Tables Chapter 5

  39. Complex Tables Chapter 5

  40. Colors, Shading, and Symbols Chapter 5

  41. Symbols and Borders Chapter 5

  42. Advance Your Agenda • Agendas are created to help organize meetings, events, and groups of people. • They help participants stay on topic and move along to all of the important items. • A well-organized agenda will “drive a meeting” to meet its goals. • An agenda is a strong message to meeting participants that they need to stick to the purpose, goals, and topics of the meeting. Chapter 5