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Chapter 5. Word Processing Skills. 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

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Chapter 5

Chapter 5

Word Processing Skills

Chapter 5

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

Word in the academic and business worlds
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

Lesson 5 1
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

Learn the word user interface
Learn the Word User Interface


File tab

Home tab

Quick Access toolbar


Scroll bar


Status bar

Chapter 5

Word tabs
Word Tabs

Chapter 5

Your view on the word world
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

Lesson 5 2
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

Managing the media and impressing the press
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

Boundaries guidelines the status bar
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

Proofing accuracy check spelling and grammar
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

Lesson 5 3
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

Use the home tab s formatting and accessibility tools
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

Make a strong visual presentation
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

Center align and justify text to the margins
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

Bulleted lists
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

Apply styles to your media kit
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

Heading styles
Heading Styles

Chapter 5

Lesson 5 4
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

Memorable memos
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

    Formatted memo
    Formatted Memo

    Chapter 5

    Fixing the memo
    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

    Numbered lists
    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

    Set tab markers on the ruler
    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

    Adding a watermark
    Adding a Watermark

    • A watermark is a shadowy word or phrase that appears behind your document.

    Chapter 5

    Lesson 5 5
    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

    Accuracy matters
    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

    Collaboration tools and proofreader marks
    Collaboration Tools and Proofreader Marks

    Chapter 5

    Long live the letter
    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

    Modified block style
    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

    Block style letter with open punctuation
    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

    Lesson 5 6
    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

    Terrific tables
    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

    Complex tables
    Complex Tables

    Chapter 5

    Advance your agenda
    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