Word Processing

1. Word Processing Basic Microsoft Word (Part I)

2. Questions • How do you access the File Menu in Word 2007? • Name 3 Word Processing programs. • What does the Insert (INS) Key Do (Word 2007)? • Is Adobe Reader a word processor? Answer: Click the Office Button at the top left of the Word Window Answer: MS Word, Notepad, Wordpad, Lyx, Notepad++, Vi, Vim, Adobe Acrobat, OpenOffice Writer etc. Answer: Absolutely nothing. Answer: No - Adobe reader is a (PDF) document viewer. It has no composition or editing functionality. Adobe Acrobat, however, is a word processor.

3. File Formats • Doc File Format • Legacy Word Document format, used by Word 97 - 2003 versions. • Lacks support for new features. • Files are uncompressed (can get large with pictures etc.) • DocX File Format • New Word 2007 default format. • Supports all new features. • Compressed (much smaller files) • Not portable to older versions of Word. • Use Doc format if you need to open the document in an older version of Word (Office -> Save As -> Select .Doc format)

4. Save and Save As • Save As • Allows you to save your document as a new file. • You can select the type of file to create • .doc, .docx, .txt and even PDF • The created document will become the primary document • i.e. The one you are currently editing • Useful for saving different revisions, or for making legacy (97 – 2003) compatible versions of a Word 2007 document. • Save (CTRL + S) • Saves the current document over the primary document file specified in the last save as operation. • If no Save As operation has occurred, it behaves like Save As. • You can open any saved document with the Open function.

5. Print Preview

6. Undo and Redo Type YOU Type YOU? Undo: CTRL + Z Type IS Type ARE Type HOW Redo: CTRL + Y Type HOW Type IS Type HELLO, Type YOU Actions Stack Undo Stack You can Undo almost all accidental deletions of text, picturesor tables, as well as undo most formatting changes.

7. Selecting Text • Many Word functions need to know which particular text to operate on. • There are several ways to select text: • Double clicking on a word selects that word. • Clicking and dragging the mouse over large collections of words selects those words. • Holding Shift and moving the navigation keys allows you to select text one character at a time. • Holding Shift + CTRL and moving the navigation keys allows you to select text one word at a time. • Double clicking on several words while holding CTRL key allows you to select those words, even if the words are not placed next to one another. • Pressing CTRL + A (all) selects all text in a document. • If no text is selected, Word will typically assume the word/paragraph the cursor is closest to is the intended target.

8. Context Menu • By right clicking a word / selected text / picture etc., you can access the context menu. • The context menu contains many of the tools found in the Ribbon specific to the type of item selected.

9. Introducing Markup • A technique used to store design and formatting information about text within text. • Used extensively in word processing packages, as well as on the Internet (HTML) and recent databases (XML). • For instance, in HTML, the text is presented as • But what if you actually wanted to type- how would the program know not to treat it as markup? • Through use of the escape character / - • Similarly, to see the character , we would need to use • Thus, would be displayed as I <b><i>LOVE</i></b> violent videogames. I LOVE violent videogames. ITALICS <b> BOLD /< b /> / // //// <b>/<</b> // <

10. Markup in Word • The markup used by word is more sophisticated, and is handled transparently1 by the Microsoft Word program. • This is also true of WYSIWYM programs such as LyX. • This is merely an academic point (i.e. You will never need to intereact with Word markup), but helps understand how word actually works. [1] – Without the user’s knowledge

11. The Ribbon The Ribbon Tabs Groups The Ribbon contains all the document editing tools available in Microsoft Word. The Ribbon is organised into Tabs, categorised according to general function. Each Tab contains a set of Groups, where each group contains a set of linked or commonly themed tools. Some Tabs are contextually sensitive, and only appear when certain conditions are met. I.E. The Picture Design Tab only appears when a picture object is selected.

12. A Note on ToolTips • While the icons for various functions in Word are designed to infer the functions purpose and many functions are adequately named, some may seem rather cryptic at first. • If you are not sure what a particular button does, you can access additional information (called a ToolTip) by hovering the mouse pointer over the icon. • ToolTips provide the name of the function, any associated shortcut keys, a brief description, and occasionally graphic examples. Show paragraph marks and other hidden formatting symbols. ?

13. General Types of Controls • Formatting Controls • Controls which modify the formatting of the document. • E.g. Bold, Typeface, Bullet Points, Margins • Executable Controls • Controls which perform a task. • E.g. Spellchecker, Thesaurus, Print, Find and Replace • Insertion Controls • Controls that insert new content into a document. • E.g. Insert Picture, Draw Table, Equation

14. Home Tab • The Home tab contains basic document and formatting tools. • We will not discuss Clipboard or Editing groups yet – we defer them till later.

15. The Home Tab - Font Adjusts the appearance of text to be written. May be used to modify existing text by first selecting it with the mouse. • Important Functions • Typeface (a.k.a Font) • Size (generally stick with 10) • Bold (CTRL + B), Underline (CTRL + U), Italics (CTRL + I) • Font Colour • Decrease Font Size (CTRL + [) and Increase Font Size (CTRL + ])

16. The Home Tab - Paragraph Adjusts the layout of text to be written. May be used to modify existing text by first selecting it with the mouse. • Important Functions • Bullet List and Numbered List • Indentation • Text Justification • Left (CTRL + L), Center (CTRL + E), Right (CTRL + R), Justified (CTRL + J) • Line Spacing • Background Shading

17. The Home Tab - Styles Adjusts the type (style) of text to be written. Styles provide a way of differentiating between different types of text (section header, title, quotation etc.) Using styles, it is easy to quickly and consistently adjust the look of your document The Change Styles allows you to select from a variety of predefined styles to adjust the look of your document. The Apply Styles... button opens the Apply Styles control, which can be used to switch between styles for any selected text.

18. Accessing the Modify Styles Window Right-Click The Modify Styles window allows you to modify the presentation (formatting) of each style type.

19. Page Layout Tab • Modifies the presentation of a document. • Similar to the Home tab, but focuses primarily on document layout and presentation attributes. • We will not discuss the Auto Arrange group in this lecture.

20. Page Layout Tab - Themes Themes provide an easy way to alter the appearance of a document as a whole. Themes use the Styles associated with text (selected in the Home Tab) to determine how to display certain elements in each individual theme. You may also modify attributes of a theme individually, including colour scheme, font sets and associated effects

21. Page Layout Tab – Page Setup and Background Provides controls to change the way pages are formatted across the entire document. Provides controls to modify the appearance of pages in the document.

22. Page Layout - Paragraph Changes the indentation and spacing attributes of the current paragraph (i.e. The paragraph where your cursor is). Indent specifies the distance the paragraph should be from the left and right Margins. Spacing specifies the spacing (in Points (pt) – corresponding to units used in font size) to be inserted before and after the paragraph in question. Before and After Spacing is summed to get the total distance between successive paragraphs.

23. Copy, Cut and Paste • Selected text/pictures/objects can be Copied or Cut, and then pasted elsewhere in the document (or other office programs). • Copied text retains the original, but makes an identical copy in memory. • Cut text removes the original, but also makes a copy in memory. • The last Cut or Copied object can then be pasted at a different point in the document, and often in other Office/Windows programs as well (Internet Explorer, Excel etc.). • You can paste multiple copies of a single copied or cut item without restriction. • Shortcuts: • Copy -> CTRL + C • Cut -> CTRL + X • Paste -> CTRL + V

24. The Clipboard • The Clipboard is the abstraction1 used to define the area where Copied or Cut elements reside. • In the paste menu, you can access the Paste Special function, which allows you finer control over the paste operation. • E.g. Paste as Unformatted Text, which removes any formatting in the pasted text. • To Copy and Paste Only formatting, select the text with the formatting required, click format painter, and then select the text which you want to reformat. • You can reformat multiple selections by double clicking Format Painter rather than single clicking. [1] - A simple way of viewing/understanding a relatively complex or sophisticated idea or thing. Generally facilitates improving the usability of the idea or thing in question, by eliminating unnecessary complexity. E.g. Cars, Microwaves, TVs etc.

25. Word Help • Help is probably the most important tool to master in Microsoft Word. • It contains in-depth information on all Microsoft Word functionality, and is constantly updated through Online Functionality. • You can access Word Help either by pressing the F1 key, or clicking the button at the top right-hand side of the word window.

26. Word Help – Finding Help • Within Help, you can navigate either using the Table of Contents, or by searching for an item. Search Table of Contents

27. Help Search Function • Word Help uses a more complex searching function than websites such as Google, and doesn’t work well if it is treated the same way. • To get the most out of Word Help, avoid using simple words and names, and try to use full sentence questions. • E.g. “How do I add a page number”, not just “Page number” • Do not give up just because your first search failed to yield the information you were looking for. Refine your search, and try again. It will often take 3 or more attempts to locate what you are looking for.

28. If all else fails... • Use Google (except in the exam) • Unlike Word Help, Google works well with keywords. • You can increase the importance of a keyword or key phrase by surrounding it in inverted commas. • E.g. The search will return documents that have bullet, point or list in them, but will prioritise pages which have the phrase “microsoft word” in them. bullet point list “microsoft word”