Word Processing

1. Word Processing Basic Microsoft Word (Part II)

2. Questions • 1. What is a Markup language, in the context of word processing? • 2. Give two methods of accessing Microsoft Help. • 3. What do ctrl-c and ctrl-x do? Answer: A language which describes the presentation of text Answer: (1) Press F1, (2) Click the Question mark at the top right hand side of the window Answer: Copy and Cut respectively

3. The Insert Tab The Insert tab provides a number of tools for adding specialised content into a word document.

4. Insert Tab - Pages • The Pages group allows you to insert page-related components into a document. • Functionality Includes: • Add or remove a variety of cover page designs • Insert a blank page at the current cursor position • Add a page break at the current cursor position (starts a new page)

5. Insert Tab - Tables • There are many instances during document creation where it makes sense to present information within a table. • Tables often improve the legibility of information, thus improving the speed at which the information can be absorbed by a reader. I have a 10 year old dog called Vigilance, a 4 year old cat called Sloth, and a 2 year old hamster called Pointless.

6. Inserting Tables Quickly generate an NxM Table by using the mouse pointer to assign the number of rows and columns. You can also use the Insert Table window for finer control. This window also allows you to specify how to size the columns of the table (although this is usually best left alone) Using the Draw Table control you can draw out a table using the mouse pointer, although the results are generally less impressive than other methods. You may also import Excel Spreadsheets, or utilise one of the many preformatted Quick Tables, which include calendars, matrices etc.

7. Simplifying Table Navigation • Pressing Tab within a particular cell in a table moves the cursor to the next cell on the right. • If it is the last cell in the row, the cursor moves to the first cell in the next row. • If it is the last cell in the last row of the table, a new row is inserted and the cursor moves to the first cell within it.

8. Mouse-based Table Manipulation • The Table Selector • Position the mouse pointer to see the table selector -> • Resizing Rows and Columns • Position the mouse-pointer over a table row or column boundary – the mouse pointer should change to one of these: • Left-Click and hold, dragging the table boundary to the desired size. • Selecting Table Elements • Select Cells – Position the mouse pointer slightly to the right of the left-hand column division – the mouse pointer should change to this: • Select Rows and Columns – Position the mouse pointer slightly to the left of / above the start of a row / column –> • Select All Cells – Position the mouse pointer over the table selector -> • Left Click • Moving, Copying and Deleting • Moving – Left Click and drag to move the table. Movement may be limited. • Copying / Cutting – Select all cells and press CTRL + C / X • Deleting – Select all cells and press Shift + Delete (Del) Column Width Resize Row Height Resize Select Cell Select All Cells / Move Table Select Column Select Row

9. The Table Context Menu Accessed by Right Clicking on the Table Selector or any selected cells in the table Paste the contents of cells that have already been copied Paste the entire table inside a cell (nest it in the cell) Insert new Rows and Columns Delete selected rows and column (contextually sensitive) Merge selected cells together (must be 4-sided shape) Evenly distribute row/column sizes so all cells share the same height/width. Change borders and shading of selected cells. Change direction of text in selected cells. Change text alignment in selected cells.

10. Table Specific Ribbon Tabs • When you are working with a table, 2 contextually sensitive tabs become available in the ribbon. Table Design – Tools for changing the look of the table Ignore this group It should make more sense after the Excel course. Table Layout – Tools for changing the structure of the table The above controls functionality should be relatively self evident. Ensure you are familiar with what they do, and how to use them (experiment!).

11. Insert Tab - Illustrations • You can insert a wide variety of illustrations into a Word Document. • Picture – Pictures, graphics and photos stored in a separate file • .jpg, .bmp, .png etc. • Clip Art – Specialised Office Art • AVOID – it generally looks tacky • Shapes – A variety of geometric shapes • arrows, rectangles, circles etc. • Smart Art – Specialised graphical objects used to display information in a structured way. • E.g. • Chart – A wide variety of charts and graphs. • They use Excel style spreadsheets, and will thus be covered in the Excel course – they function identically to charts in excel, and actually imbed an excel spreadsheet into the document.

12. Resizing / Rotating Illustrations • It is relatively easy to resize / rotate illustrations with the mouse. • After selecting the picture / shape, you should see: • 4 white circles on the corners or the object • 4 white squares on the sides of the shape • 1 green circle above the shape Click and drag on the corner circles to resize the entire shape Click and drag on the side squares to resize the shape horizontally / vertically Click and drag on the green circle to rotate the entire shape These rules apply to most insertable objects in Word

13. Picture Tools After Inserting / Selecting a picture, the Picture Format tab becomes available. Adjust Group – Adjust, change or compress picture. Picture Styles – Change frame shape, border type and special effects. Arrange – Change position, rotate, set text wrapping1 options, and send behind or bring in front of overlapping images. Size - Change the size and crop2 picture. When crop is selected, bars appear on the edges of the image, which can be dragged to cut off edges. NOTE: If you are having trouble cropping the right amount, try resizing [1] – Text Wrapping - How text wraps around an image in the document. [2] – Image Cropping - Cutting unwanted edges off of an image.

14. Drawing Tools • The Drawing Tools Format tab becomes available after inserting / selecting Clip art or • Geometricshape. • From this tab, you can: • Insert new shapes and add text to shapes • Change the style / fill / outline of a shape • Add shadow and 3D effects • Arrange, rotate and position a shape • Resize a shape

15. Smart Art Tools Smart Art has 2 contextually sensitive tabs, namely Design and Format. Most controls are fairly self explanatory, but you should ensure you are reasonably comfortable with their effects.

16. Headers and Footers • As their name suggests, Headers and Footers occur at the top and bottom of the pages of your document. • Aside from Calculated fields1, anything appearing in the header or footer remains consistent on all pages of your document. • You can use these to ensure your name is on all documents, to add page numbers to your document, or (if you wish) include the current date on each page. • Selecting Header or Footer provides a list of preformatted templates which may be added and modified to suit your needs. [1] Calculated Field – A value which is dynamically calculated by Word, rather than statically inserted by the user. e.g. Generating Page Numbers or Dates

17. Generating Page Numbers You can add page numbers to documents fairly easily. Select Page Number to add a preformatted page number calculated field to your document. You can also format page numbers, including chapter numbers, and changing the start number.

18. Header and Footer Tools The Header & Footer Design tab contains a number of tools useful for preparing headers an footers. Of interest is the Insert Alignment Tab, which allows you to add a space between items in both headers and footers (left, centred and right). A standard alignment tab can be inserted by simply pressing the Tab key. Other options are fairly self explanatory. Click Close or press escape to exit header and footer editing. You can re-enter editing by double clicking the header or footer.

19. Insert Tab - Text Allows for the insertion of text based objects into your document, but is otherwise similar to inserting shapes / smart art. Insert a floating moveable box containing Text. This box may be formatted in the usual way. NOTE: Be sure to select the Entire box by clicking one of its edges if you want formatting changes to apply to all its contents. Insert a special field into the document. These include Author, Abstract, Company and many other fields, which work well with themes (previous lecture). Introduce a Dropped Capital at the beginning of the current line / paragraph. It is only available when there is text to convert to this format.

20. Word Art OR: How to Ruin a Document in 3 Easy Steps 1. Select a Template 2. Type you message 3. Move, Resize and Adjust As is typically the case, you can adjust or edit Word Art from the context sensitive Format tab, with the usual array of controls. Be VERY careful when and where you use word art. As one of Words oldest features, it has seen nearly 2 decades worth of abuse, and is now almost always seen as infantile, cheap or tacky, even when it looks pretty good. AVOID.

21. Insert Tab - Symbols • You can add special symbols (accented characters, greek letters, smiley faces etc.) and sophisticated equations to your documents. Just select a symbol to have it inserted at the cursor position in the document. Use Copy/Cut and Paste to move it around. If you need a different symbol, click More Symbols for a definitive list.

22. Equations • Quite possibly the best addition to Word 2007 is the new Equation Editor, which makes writing complex equations very simple.. Professional vs. Linear Equations You can add letters, symbols, numbers and other equations inside the dotted edge box. i.e. each structure may contain many sub-structures. Structure