Microsoft Office Tips and Tricks

1. Beth Poss, M.A., CCC/SLP SPED 646 Towson University Microsoft OfficeTips and Tricks

2. Rationale • Universal Design for Learning is based on flexible and multiple modes of engagement, presentation, and expression • Productivity tools such as MS Office enable: • Presentation of materials in multiple ways. • Multiple ways for students to demonstrate learning. • Multiple ways for students to interact and make meaning out of curriculum and materials.

3. Microsoft Office • Is readily available on almost every computer. • Built in features provide flexibility for students and educators.

4. Highlight • Highlight vocabulary words • Highlight the answers • Students use as a learning tool

5. Highlight Text (Word) • Click and drag over the text and select highlight pen. • Hold down CTRL/Shift  use the arrow keys to select text  choose the highlight pen in the toolbar. • Or use View Toolbars  Reviewing  select highlight pen in toolbar drag across desired text.

6. Highlight • Or: Go to Home Find more  format font all “ai” vowel combinations red 14 pt to help recognize certain vowel combinations

7. Format Paint Brush (Word and PPT) • Highlight word, change the font color. • Change anything throughout the document quickly by double clicking paint brush. It will hold the format. • Select the material by highlighting. • HomeFormat Painter  go to new material and “paint over it with the format painter.

8. Changing Font Color • Use font color to emphasize a word or sentence instead of underlining. • Underlining increases decoding difficulties. Scraped changes the visual appearance of the word.

9. Changing Background Color Rationale • Engagement • Text/Background Contrast may be helpful for some students

10. Word Overuse • To demonstrate a student’s overuse of a word: find and replace the overused word with the same word in a different font color. • To teach strategies to correct the problem have the student find each word and use the synonyms to find an alternative word. right click to bring up Synonym tool

11. Word: Enlarge Text • Increase Font Size tool bar item. Or: • Highlight the text, ALT/Shift and use the greater than or less than signs accordingly. • You can increase the view size of the text on the screen w/o increasing the font. • On the bottom right tool bar increase the percentage in the zoom box. • The text will print in regular font and size.

12. Turn off Check Spelling and Grammar for Reluctant Writers • So reluctant writers don’t get bogged down every time they see the squiggly line. • Tools  options  turn off check spelling and check grammar. • Writers can then check spelling by running spell check under tools or right clicking on a misspelled word.

13. Check Readability • Under select • Select Proofing • Check Readability Statistics • Run spell check when complete. • Will give you readability statistics and a grade level.

15. Word: Thesaurus and Dictionary • The thesaurus helps refine writing as well as expose students to a multitude of new vocabulary words. • Review ribbon Thesaurus. • Students with learning disabilities can have great difficulty looking up a word in a standard dictionary. The Word dictionary provides an instant definition for a highlighted word. • Review ribbon Research

16. Word: Auto Correct • Auto correct automatically corrects certain errors. It also auto corrects capitalization errors. • Within the auto correct feature, a list of common mistakes can be added to an existing “error table” and the correction can be inserted.

17. Auto Correctintegrated in all office products • Under Word Options • You can add words and use for abbreviated expansion. When you type the acronym the program will automatically fill in the words. • Name, address, etc. • Acronyms such as MVP- most valuable player • make sure the acronym you use would not be used for something else.

18. Create Cartoons • Create cartoons for students or allow them to create cartoons. • Draw toolbar Autoshapes Callouts Select bubble. • You can pair it with clip art cartoons. • The bubble is a text box.

19. Insert Picture and Format Painter • For emergent readers who need pictures with text, the pictures can be inserted anywhere in the document. • With the format painter, a word can be replaced with a picture or picture and text.

20. Add Pictures • To add a picture: Insert picture or clip art. • To crop the picture—double click on the picture. • On the picture tool bar you can select crop tool. • From this toolbar you can also select the way you want text to wrap. • To clarify information about a picture you can add text box.

21. Auto Summarize Research a topic and write a report. • Copy and paste digital text into Word. • Use the auto summarize feature (needs to be added from Word Options). • Experiment with the summary feature and choose which percentage is most appropriate for the student’s language level. • You may have to alter some of the text to include all of the information you want.

22. From select

23. Writing Templates • For those needing additional writing support, a teacher can provide structured writing opportunities with templates than have prompt questions. • The students can then type their answers on the template and save their file as a document.

24. Writing Templates • To create a template for your class • Go to new  blank document  My Template • Select Blank Template • Click Template button, then OK • Key in information • Save document • (it is saved as template)

25. Available Templates • Microsoft Word has many templates available when opening a new blank document including letter, fax, and report templates. • Other educational templates including report templates are available online at. http://office.microsoft.com/education/templates.

26. Tables: Create Customized Ruled Paper • Use the table feature in Word to create specially lined paper for students with handwriting challenges.

27. Tables- Ruled lines • Ruled lines could be added to a worksheet for student who have difficulty writing on a single line. • What is the fastest animal in the jungle?

28. Creating Lines • Under table in the Insert ribbon draw table- click and drag diagonally for the size and shape you want. • Select the line width. Using the pencil cursor select the location of your line. Click drag and release. • You can also select a broken line.

29. Tables- Creating a Reading Response Sheet • Tables  Insert table  the number of columns and rows you want. • Place titles in top rows. • Put the stimulus for writing on the left. • Students respond in other columns.

30. Use “Labels” to Make Flash Cards

31. Concept Mapping • A graphic organizer • Use Shapes and Smart Art on the Insert ribbon

32. Editing Documents • Open document. • Before editing, click on Review ribbon  Track changes  Highlight changes Select track changes while editing. • Check the 1st box. • Check the 2nd box. • Click on options to explore.

33. Editing: Adding Comments • Review New Comment. • The comment is numbered and placed in a separate comment pane. • Word then highlights the text where the comment was placed.

34. Conclusion • Microsoft Word is a powerful program. • The things you have seen here are just a few ways that it can be used to support struggling writers. • Microsoft adds new features each year that can often be used by your students.