Introduction to Word Processing

1. ICT Module Code: MAU07102 Introduction to Word Processing Compiled by: Geofrey F. Kalumuna

2. Introduction • There are several word processing applications around the world. • This sub-module will cover basic word processing concepts, and introduce you to the common screen elements found in Microsoft Word. • The screenshots are taken from Microsoft Word 2010 and 2007 (Windows OS)

3. What is word processing? • an application software or program used to undertake various word processing tasks such as writing memos, letters, reports etc • an application software used to compose, format, edit, save, produce and print documents • You can manage information through the use of application software/program i.e word processing (typing, editing, formatting, storing, printing students, schools, educational information)

4. Examples • Examples – Word 2003, word 2007, word 2010 for Microsoft • Examples – Word 2011, word 2008 for Macintosh • AND many more including open sources applications • It is the most used programme

5. Screen Elements Overview • Microsoft Word has several unique elements making navigation, formatting, and editing a document easier. In this lesson, we will discuss some commonly used toolbars and navigation. Microsoft Word 2010 • The image below (in the next slide) should help you understand the main parts of the Microsoft Word 2010 window. The parts of the window are as follows: 1) File Menu, 2) Quick Access Toolbar, 3) Title bar, 4) Tabs, 5) Ribbon, 6) Status Bar, 7) Zoom Controls, and 8) Dialog Box.

6. Screen Elements Overview

7. File Menu • In Microsoft Word 2010, the File menu allows you to access your Recent documents, Print, Save, Open and view the properties of your document.

8. File Menu

9. Screen Elements for 2007 and 2008 • Microsoft Word 2007 The image below should help you understand the main parts of the Microsoft Word 2007 window. The parts of the window are as follows: 1) Office button, 2) Quick Access Toolbar, 3) Title bar, 4) Tabs, 5) Ribbon, 6) Zoom controls, 7) Status bar, and 8) Dialog Box Launcher.

10. Word 2007 Window

11. Office Button • In Microsoft Word 2007, the Office button   is located in the upper-left hand corner of the window. This button allows access to different file commands such as New, Open, Save, Save As, and Print. It performs the same function as the File Menu in Microsoft Word XP.

12. Quick Access Toolbar • The Quick Access Toolbar appears at the top, left hand corner of the window next to the Office button. It includes most common commands such as Save and Undo. You can customize the toolbar by adding command buttons to it. • To add or remove a button from the Quick Access Toolbar, click the list arrow at the right end of the toolbar to display the pop-up menu. Next, click the button name from the pop-up menu list. A check next to the name tells you which function will be on the Quick Access Toolbar.

13. Ribbon • The Ribbon replaces menus, toolbars, and most of the task panes that were found in Word XP. The Ribbon is located at the top of the document window and consists of tabs that are organized by tasks. Each tab is organized into groups, or subtasks, such as the Font or Paragraph group located on the Home tab. Each button within a group is called a command button.

14. Ribbon

15. Tabs • Word provides three types of tabs on the Ribbon. The first are called Standard tabs, which are the default tabs that appear when you start Microsoft Word. They include Home, Insert, Page Layout, References, Mailings, Review, View, and Add-Ins (optional). The second are called Contextual tabs, such as Picture Tools, Drawing, or Table, that appear only when performing a certain task. Word provides the right set of contextual tabs when performing certain tasks. The third type are called Program tabs which replace the standard set of tabs when you switch to certain view modes, such as Print Preview.

16. Tabs

17. Dialog Box Launcher • Some groups within Word 2007 have a Dialog Box Launcher that is located on the bottom right-hand corner of each group. Clicking on the Dialog Box Launcher will open dialog boxes or task panes that will allow you to modify the current settings.

18. Dialog Box Launcher

19. Display and Hide Toolbars • In Microsoft Word 2010 and 2007, the Mini-Toolbar only appears above the text you select and provides quick access to formatting tools.

20. Display and Hide the Ribbon • In Microsoft Word 2010 and 2007, to minimize the Ribbon double-click the name of the tab that is displayed. • You can auto display the Ribbon by clicking once on the tab, but it will remain minimized until you double-click the tab again.

21. Display and Hide the Ribbon

22. Page Views • Microsoft Word 2010 and 2007, allows you to look at your document in different ways called Page Views.  To change from one page view to another, click on the corresponding view button. • You can change the view of the document by selecting the View tab or by clicking the appropriate Page Views Selector Buttons   at the bottom right-hand corner of your screen.

23. Word 2010 A review of the different Page Views for Microsoft Word 2010 and 2007 follows:

24. If you click on the first button on the right , your page view will be Draft view. This view allows you to view your document as text only with no special formatting or layout. You will see page, section, and column breaks in this view as well. The dotted line in the image below indicates a page break.

25. The Outline View     shows topic levels of an outline or entire document.

26. In the Web Layout View    you see backgrounds, AutoShapes, and other effects in Web documents. You can also see how text wraps to fit the window and how graphics are positioned.

27. The Print Layout View     is an editing view displaying your document as it will print.  Use this view to see margins, page numbers, and footers, as they will appear when the document is printed out.

28. Full Screen Reading     is a new page view feature. This view is designed to provide a more comfortable view for reading your document. Word changes the screen size and screen elements when in Full Screen Reading view. The following tools are provided to help you edit your document: 1) Navigation button allows you to navigate throughout your document. 2) View Options button will let you change how you view your document on the screen. 3) The Close button will exit the Full Screen Reading view and return to Print Layout view.

30. Opening a New Document • When you open Microsoft Word, the program generally provides you with a new, untitled document labeled Document 1. If you do not see a new document or if you want to create a new document after you have opened Microsoft Word, there are several options to choose from.

31. To open a new 2010 document: • Click on the File tab and then click New, you will be given several options from which to choose from.

33. To open a new 2007 document: • Click the Office button and then click New. The New dialog box will appear, in the left pane click Blank and Recent. Click Blank Document and then click Create.

35. Opening an Existing Document • To open an existing 2010 document:If the document you want to open is one that was used recently, it will be listed under the Recent Documents list.  • Click the File tab and select the Recent tab and a list of the recent documents will appear.

37. To open an existing 2007 document: • Click the Office button and select the file from the Recent Documents list located on the right side of the menu and your file will open automatically.  • If the file came from a removable disk be sure to insert the disk into the corresponding drive in order to retrieve the file.  • ORClick the Office button and click Open to search for your file. After clicking the Open button a dialog box will appear and you can locate your file. • ORClick the Open icon    on the Quick Access Toolbar if you have customized the toolbar to display this feature.

39. Saving a New Document • To save a new 2010 document:In order to save a document in Microsoft Word 2010 click the File tab, then Save.

41. To save a new 2007 document: • When you save a document in Word 2007, you can save your file in a Word 97-2003 file format or as the default Word 2007 format. When saving as a 97-2003 format (.doc), the document stays in compatibility mode - indicated on the title bar - until you convert it to the new file format (.docx). Compatibility mode disables new features that cannot be displayed or converted well by previous versions. • Click on the Office button and then click Save As. • The Save As dialog box will appear and you can choose where to save your file.

44. The Save As window will open the first time you save regardless of whether you clicked Save or Save As because you need to give the file a name and destination.

45. Saving an Existing Document • To save an existing Word 2010 document: Click File tab and Save. • To save an existing Word 2007 document: Click the Office button and then click Save. • ORClick the Save icon    located on your Quick Access Toolbar if you have customized the toolbar to display this feature.

46. Moving Around Within a Document • You can move around documents by using the scroll bars, the keyboard, or the mouse. To move the insertion point with the mouse, move the mouse pointer to the new location and click.  The example below demonstrates the positions of the scroll bars

48. The keyboard commands below are shortcuts for moving around documents.

49. Formatting Text Introduction • When you discuss formatting you are referring to the way something looks. Microsoft Word gives you the option of changing the size, color, and style of text or paragraphs in a document. This lesson will discuss basic formatting concepts as well as the specific ways to accomplish those formatting tasks using Microsoft Word.

50. Selecting Text Overview • In order to make some changes to text in Microsoft Word you must select it first. Word provides many ways to select text. The selection bar is the empty space at the left hand margin of the text. The selection bar allows you to quickly select lines, paragraphs or the entire document without scrolling.