Communication is the Word!

1. Carol M. Cram Cengage Author Communication is the Word!

2. Why Word? • What communication skills do your students need? • How can you use Word to help your students improve their communication skills? • What Word features can students use to develop and transform content?

3. Overview • Outlining • Styles • Tables • Charts and SmartArt • Sections and Table of Contents • Grammar and Readability Tools • Reviewing Tools

4. Outlining • Use Outline View to develop the structure of a document • Organize headings and subheadings that identify topics and subtopics • Assign each heading a level from 1 to 9, with Level 1 being the highest level • Assign the Body Text level to the paragraphs

5. Working in Outline View • Promote and demote headings and subheadings • Move or delete blocks of text • When you move a heading, all of the text and subheadings also move with the heading • Use the buttons on the Outlining toolbar to view and work with headings and subheading

6. Edit an Outline • Open the file Carol Cram_Word Lab_Report.docx • Click the View tab, then click Outline in the Document Views group • Collapse the outline to Level 2 • Move Referrals below Direct Access • Collapse the outline to Level 1 • Demote “During the Exchange” to Level 2 • Show all levels • Promote “After the Exchange” to Level 2 • Close Outline view

7. Create an Outline • Open a new blank document and switch to Outline view • Enter the three main topics as Level 1 headings • Add Level 2 and Level 3 headings to create the outline • Move headings and subheadings into a logical order • Add an Introduction and one paragraph of body text

8. Styles • Use styles to automate document-formatting tasks and to ensure consistency between related documents • A style consists of various formats such as font style, font size, and alignment that are combined into one set that you name • You can modify default styles: Heading 1, Heading 2, etc. • Text the you type in a blank document is formatted with the Normal paragraph style • You can create new styles

9. Style Categories • Paragraph • Includes character and paragraph formats • Character • Includes character styles only • List • Includes styles to format a series of lines with numbers or bullets • Table • Includes styles to format a table grid and text Microsoft Office Word 2007 Illustrated Complete

10. Apply a Style Set • Click the Change Styles button in the Styles group • Point to Style Set • Select various styles to view how the document changes • Choose the Perspective style Microsoft Office Word 2007 Illustrated Complete

11. Modify the Heading 1 Style • Select Introduction, then click the Heading 1 style in the Styles gallery • Click the Change Styles button in the Styles group • Point to Colors, view colors, then select Slipstream • Apply bold, increase the font size to 18 pt, then apply 60% light turquoise shading • Right-click Heading 1 in the Styles gallery • Click Update Heading 1 to Match Selection

12. Modify the Heading 2 Style • Right-click Heading 2 in the Styles gallery • Click Modify, then change the font color to 50% dark turquoise shading • Click Format, then click Border • Click the Shading tab, click the Fill Color list arrow, then select 80% light turquoise shading

13. Working with Styles • In Print Layout view, apply a style set and a color scheme • Modify the formatting applied to the three heading styles; options include: • Change font styles, colors, and sizes • Add borders • Change alignment • Modify spacing

14. Working with Tables • Why use tables? • Simple headings and a grid format make content easy to read and understand • Table examples

15. Add a Table • Use the Navigation pane to move to Initial Contact • Select the text from “Step # to “recreation facilities” • Click the Insert tab, then click Tables • Click Convert Text to Table, then click OK • Select the table, then apply the table style of your choice • Experiment with table style options, then modify column widths

16. Create a New Table • Identify opportunities in your document for displaying content in table form • Create a simple table • Format the table

17. Using Charts in Word • Use charts to display numerical information visually • Copy charts from Excel • Copy spreadsheet data from Excel • Use Paste Special to paste data as an object in Word • Create charts directly in Word • Work with an Excel worksheet

18. Edit a Chart • Use the Navigation pane to go to Membership • Double-click the chart • Click Edit Data in the Data group • Click cell A11, type 2011, press [Tab], then type 20000 • Press [Enter], type 2012, press [Tab], type 25000, then press [Enter] • Close the Excel worksheet

19. Format a Chart • Experiment with chart layouts • Modify the chart style • Delete the data for 2002

20. SmartArt • Diagram consisting of shapes and text • Eight categories: • List, process, cycle, hierarchy, relationship, matrix, pyramid, picture • Direct students to study diagram descriptions in Word

21. Using SmartArt • Go to Customer Access • Click after the last line in the paragraph • Click Insert on the menu bar, then click SmartArt • Click List, then click Vertical Box List • Change the color scheme and style • Reduce the size  • Experiment with other SmartArt layouts

22. Create SmartArt • Identify content to display in a SmartArt diagram • Study the SmartArt descriptions to find a suitable diagram • Create and modify the SmartArt diagram

23. Grammar and Readability • Use Word to assist with grammar and style • Introduce students to grammar and style options • Use readability statistics to evaluate reading level

24. Checking Grammar and Readability • Click theReview tab, then click Spelling & Grammar • Correct any spelling errors and ignore suggestions that are not errors • Click the File tab, click WordOptions, then click Proofing • Click the Writing Style list arrow, then click Grammar & Style

25. Grammar and Style • Click Settings and review what will be checked • Click OK, then click the Show readability statistics check box • Click Recheck Document, click Yes, then click OK • Run the spelling and grammar check again • Correct the many passive voice sentences and view the readability statistics

26. Add a Cover Page • Go to the top of the document • Click to the left of Introduction • Click the Insert tab, then click CoverPage in the Pages tab • Select the cover page style you prefer • Modify content controls

27. Add Table of Contents • Click after the section break (top of the cover page) • Click the Page Layout tab, click Breaks, then click Next Page section break • Add another section break, then scroll up • Click the Referencestab, then click Table of Contents • Click InsertTable of Contents, then click OK

28. Table of Contents • Scroll the document and fix bad page breaks • Click anywhere in the table of contents • Click the Table of Contents button • Modify the number of levels to show to 2 • Click OK, then click OK

29. Reviewing • Use reviewing options to work collaboratively on writing projects for school and business • Tracked change • A change to text that appears in a different format • Comment • Appears in a comment balloon to the right of the text • Review comments in the document and make changes • Update the table of contents 

30. Integrating Writing with Word • Provide students with guidelines for developing content • Ask questions • Encourage brainstorming • Direct students to use Outline view to develop the document structure and content • Provide guidelines for final formatting: • Styles, tables, charts, SmartArt, cover page, table of contents

31. Sample Project Overview You work for a company called PM Connections that specializes in assisting companies and individuals in the Dallas area who need to write long documents such as proposals, reports, and newsletters. The company also conducts seminars on topics such as communication skills, effective leadership, and document development. Peter Marlin, the president of PM Connections, has decided to create a new seminar called “Effective Proposal Writing” and needs to write a sample proposal for the seminar participants. He asks you to determine a suitable subject for his sample proposal and then to answer questions to help him focus on the required content.

32. Subject Selection • Select a proposal subject that involves a significant change in a course, a program, or a company procedure. • Subject examples: • Request that a business program at a local college include more courses in business communications • Propose setting up a flex-time program at your company • Request the purchase of new computer equipment • Propose a new marketing strategy for a particular product

33. Content Development • Complete the table following with the information you need to help you write the proposal. Note that you will need to make up information. Use fictitious but realistic details. Not all the questions will be relevant to your proposal. • Answer questions that help you determine information for your proposal and identify additional questions and answers where needed. Your goal is to develop the big picture of your proposal—its purpose, characteristics, major topics, etc.

34. Questions for Content Development

35. Document Development Steps • In a new document in Word, switch to Outline view, type Introduction as a Level 1 heading, and then in the body text write an introduction to your proposal. • Your first sentence should start “This proposal presents a request for…” and include a summary of what you are proposing. Adapt the answers you provided to identify content for the proposal. • Include a sentence that identifies the three main sections of your proposal. • Include a sentence that describes the outcome of the proposal.

36. Document Development Steps • Enter the main sections and subsections as Level 1 and Level 2 headings in Outline view. • Add appropriate content under each of the headings. Remember you can work in Outline view to switch the order of certain sections. • In Print Layout view, add a cover page • includethe name of the proposal, the name and title or organization of the person to whom you are submitting the proposal, your name as the person submitting the proposal and the organization or company you represent, and the current date.

37. Document Development Steps • On the second page of the document, add Table of Contents as the title, center it and format it with a large font size, and then generate a table of contents. • Divide the document into three sections and modify headers, footers, and page numbering as follows: • Section 1: no header, footer, or page number • Section 2: footer with your name at the left margin and the page number formatted as “i” at the right margin • Section 3: header with the name of your proposal centered and bolded, and footer with your name at the left margin and the page number formatted in the “1, 2, 3” style at the right margin and starting on page 1. • Update the table of contents, save the document, and then print a copy.

38. Carol M. Cram • Cengage Author and former faculty: Capilano University, North Vancouver, BC • Recent Titles • Microsoft Office 2011 Illustrated Projects (for Mac) • New Perspectives: Portfolio Projects for Business Analysis, 1st Edition(with Lisa Friedrichsen ) • Microsoft Office 2010 Illustrated Projects • New Perspectives: Portfolio Projects for Communicating in Business • Microsoft Office Word 2010 Illustrated Second Course • Microsoft Office Word 2010 for Medical Professionals (with Jennifer Duffy) • Microsoft Office 2010 Illustrated: Integration Units A to F • Coming soon: New Perspectives: Portfolio Projects forEssential Computer Skills • Email: carolcram@gmail.com