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CMPF 124: Basic Skills for Knowledge Workers

CMPF 124: Basic Skills for Knowledge Workers. Microsoft Office Suite: Microsoft Word. LEARNING OUTCOMES. At the end of this chapter, students should be able to: Define word wrap, hard and soft returns. Distinguish between insert and overtype modes. Describe Word screen elements.

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CMPF 124: Basic Skills for Knowledge Workers

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  1. CMPF 124: Basic Skills for Knowledge Workers Microsoft Office Suite: Microsoft Word

  2. LEARNING OUTCOMES At the end of this chapter, students should be able to: Define word wrap, hard and soft returns. Distinguish between insert and overtype modes. Describe Word screen elements. Create, save, retrieve, edit and print a document. Check a document for spelling

  3. Overview Word Processing software used to create documents. Create your document. Save your document. Display your document on monitor and edit as necessary. Print document any time in draft or final form.

  4. Microsoft Word screen elements Title Bar Menu Bar Standard Toolbar Formatting Toolbar Status Bar

  5. Microsoft Word screen elements

  6. Title Bar

  7. Title Bar To display the name of the document Before saving your document After saving your document to Microsoft Word.

  8. Menu Bar

  9. Menu Bar CHEVRON Display the menu

  10. The File Menu Commands The File menu is used to open, close, save, and print word documents. It is also used to exit Word. Save commandcopies the current document to the same file and disk location. Save As commandcopies the current document to a different file and disk location. Open commandbrings a copy of a previously saved document into memory, enabling you to work with that document.

  11. Save As Dialog Box Folder Where Stored File Type File Name

  12. Open Dialog Box Folder Where Stored File Type File to be opened

  13. TOOLBARS Provide shortcuts to menu commands Standard Toolbar & Formatting Toolbar

  14. Standard Toolbar

  15. Standard Toolbar New Open Doc Save E-mail Doc Print Preview Spell Check Cut Copy Paste Format Painter Undo Draws table Redo Inserts Worksheet Hyperlink Inserts Table Drawing Toolbar On/Off Creates Columns Show/Hide Codes Doc Map Office Assistant Zoom

  16. Formatting Toolbar

  17. Formatting Toolbar Font Size Font Style Italics Underline Bold Left Alignment Justified Center Text Right Alignment Numbering Promote/Demote Bullets Style Border Bullets & Numbering Highlight Font Color

  18. Ruler Found below the main toolbars and at the left side of the document. Used to change the format of the document quickly.

  19. Status Bar

  20. Status Bar The Status bar appears at the very bottom of the screen Provides information as the current page, current section, total number of pages, inches from the top of the page, current line number, and current column number. The Status bar also provides options that enable you to track changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling and Grammar check.

  21. Status Bar • Double clicking anywhere on this portion of the bar will bring up the Go to tab of the Find and Replace dialog box. • REC: The record macro button • TRK: The track changes button • EXT: The extend selection button • OVR: The overtype button

  22. Basics of Word Processing • Word Wrap – text automatically wraps text from one line to the next without pressing the enter key. • Hard Return – created by the user when the enter key is pressed. • Soft Return – created by the word processor as it wraps text from one line to the next. • Insertion Point – Flashing vertical line that marks the place where text will be entered. • Toggle Switch – A switch that causes the computer to alternate between two modes. • For example, Caps Lock alternates between uppercase and lowercase. • Insert Mode vs. Overtype Mode

  23. Spelling and Grammar • Text with spelling errors or not found in the dictionary is marked with a wavy red line • Text with grammatical errors is marked with a wavy green line. • Click Tools from the menu bar • Choose Spelling and Grammar. • You can either change or ignore the suggested spelling given.

  24. Part 2 Gaining Proficiency: Editing and Formatting

  25. Objectives Define the select-then-do methodology Use the Find and Replace commands, and Go To commands Use different type of views Define typography Use the Page Setup command Use the Format Paragraph command

  26. Select-Then-Do Cutcommand removes the selected text and places it on the clipboard. Copycommand places a duplicate of the selected text on the clipboard. Pastecommand puts the contents of the clipboard into the document. Drag-and-Drop- You can move or copy information using drag-and drop editing. First select the information, and then use the right mouse button to drag the selection to the new location. Office/Windows Clipboard - temporary storage area available to any Windows application. Undo command- this command reverses the effect of previous commands. Redo command- reverses the last command that was undone.

  27. Find command locates one or more occurrences of specific text Replace command locates the text, and replace with different text Go To command goes directly to a specific place Find, Replace, and Go To Commands

  28. Find, Replace, and Go To Commands • Find command • Replace command • Selection bar • Go To command • Case sensitive search • Case insensitive search • Whole word replacement • Automatic replacement • Wild card

  29. Find, Replace, and Go To Commands Selection bar – a blank column at the far left of the document window. Use the selection bar to select a line, paragraph, or the entire document. Case sensitive search – finds word matches only if the words are exactly the same with respect to uppercase and lowercase letters Case insensitive search – finds word matches regardless of the use of uppercase and lowercase letters. Automatic replacement – substitution is made automatically when executing a replace command. Whole word replacement – replaces only entire words not parts of a word when executing a replace command.

  30. Scrolling needed when a document is too large to be seen in its entirety. Scrolling refers to moving horizontally or vertically to see a different portion of the document View menu Provides different views of a document Normal view The default view displays only the body of the document, faster than print layout view. Page Layout view Closely resembles the printed document Zoom command Display screen at different magnifications Views

  31. Example: Normal View Horizontal Ruler Displayed No Margins Displayed Normal Button

  32. Example: Print Layout View Vertical Ruler Displayed Horizontal Ruler Displayed Margins Displayed Print Layout Button

  33. View Menu: Zoom Command 75% Zoom

  34. Typography Process of selecting typefaces, type style, and type sizes Typeface  a complete set of characters with the same general appearance. Times New Roman Arial Courier New Typography

  35. Typography Serif typeface-presence of tiny cross lines Sans serif typeface-absence of tiny cross lines

  36. Typography • Typography • Typeface • Times New Roman • Arial • Courier New • Serif typeface • Sans serif typeface

  37. Page Setup Command Page Setup command - the command in the File menu lets you change margins, paper size, orientation, paper source, and/or layout. Portrait Orientation - vertical orientation of the page such as in portrait photographs. Landscape Orientation - horizontal orientation of the page such as in a landscape painting.

  38. Page Setup Command • Portrait orientation • Landscape orientation • Margins

  39. Page Setup Command : Page Break Page break– go to the top of the next page. Soft page break - top of the page created by the word processing application. Hard page break - top of the page specified by the user.

  40. Paragraph Formatting • Format Paragraph – this command allows you to specify the alignment, indentation, line spacing, and pagination for the selected paragraph • Alignment • Indents • Left indent • Right indent • Special indent • First line indent • Hanging indent

  41. Paragraph Formatting Alignment – the horizontal positioning of the text on the page left aligned right aligned Centered justified Indents – is the distance between the text and the margin. Left indent – moves the paragraph in from the left margin Right indent – moves the paragraph in from the right margin Special indent – a special type of indentation different from the left or right indent. The two types: First line indent – this indentation setting affects and left indents only the first line in the paragraph. Hanging Indent - the first line of the paragraph “hangs” farther left than the following lines.

  42. Paragraph Formatting • Line Spacing • Single • 1.5 lines • Double • At Least • Exactly • Multiple

  43. Header and Footer Header Select View > Header and Footer from the menu bar. The Header and Footer toolbar will appear and the top of the page will be activated as shown below.

  44. Header and Footer Footer Type the heading in the Header box. To edit the footer, click the Switch Between Header and Footer button on the toolbar.

  45. Column Choose Format. Choose Columns and click the number of columns required. Click Ok.

  46. Two Columns

  47. Three Columns

  48. Drop Cap Select the letter you want to convert to a drop cap. Go to the Format menu and select Drop Cap. Select either Dropped or In margin.

  49. Drop Cap

  50. Part 3 Enhancing A Document : The Web And Other Resources

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