Word Processing

1. Word Processing Intermediate Microsoft Word

2. Introducing Binary You should be familiar with the Decimal system, which includes the symbols 0-9. With the decimal system we can represent ten distinct values, but we need to combine multiple symbols in order to communicate higher values. E.g. 143, 76 442 etc. Many believe that this counting system evolved due to our biology – we each (typically) have 10 fingers, and so it makes sense for us to count in tens. With two sets of 10 fingers, we can count to 100, with 3 we can count to 1000. 0 1 2 3 4 5 7 8 9 10 6 Index Index

3. Well, much higher actually 0 1 2 3 4 5 6 7 8 9 10 • Using this counting scheme: • With one set of 10 fingers , we can count to 210 or 1024. • With two sets, we can count to 220 or 1 048 576. • With three sets we can count to 230 or 1 073 741 824. • With all the fingers in this class, we could count to 2960 or 9.75 x 10288 • The estimated number of atoms in the universe is approximately 1 x 1080 • I would only need 25 students to count higher than this number using fingers alone. Index Index

4. Which brings us to Binary • Binary is means of encoding numbers, where a 1 represents ON (or Finger UP) and 0 represents OFF (or Finger DOWN). • Each digit (or finger) is called a Bit (Binary Digit). • 8 Bits (or fingers) is called a Byte, and can hold 256 (28) distinct values. • Modern machines can work on binary values of 32 (32-bit machines) or 64 (64-bit machines) at a time. • In a sense, this means they can operate on numbers up to 232 and 264 respectively.

5. Examples of Binary Numbers Take note of the numerous patterns, especially in the Right Hand Column

6. How binary works in machines • In a HIGHLY abstract way, consider a microwave with a control pad containing a wide array of buttons, including a numeric keypad and some advanced heating functions. • Each button is associated with a number, from 0 to the number of buttons (so button 0, button 1, button 2 etc.) • Pressing a button sends a signal to the microwaves Processor to do some Function, such as turn on, increase the timer by a certain amount, or change to defrost setting. • In order to keep things simple, each button simply sends its numeric code, in binary, to the processor (e.g. 101101 for button 45). When a signal arrives at the processor, it determines which button sent it by looking at the binary code.

7. How Binary works in machines (cont) • To save money on buttons, the manufacturer decides that some buttons should do different things depending on what the microwave is doing. For instance, numbers on the numeric pad may be used to set the timer when the microwave is doing a quick food heating, or set the weight of frozen beef when it’s expecting to defrost. • This means that the same binary code can signal different functions for the processor to perform, depending on the microwave’s context. This context is the result of all the other buttons pressed before this button, or more correctly, the binary signals the processor has been sent up to that point. • Remember, binary is only a way of representing numbers using only 1s and 0s, which is simple enough to be represented by Off and On.

8. Which brings us to character encoding • Consider the letters a – z. There are 26 distinct, non-overlapping letters. • We could thus easily map letters to numbers, using the binary numbers 00000 (0)– 11001 (25) • Remember that in this context, zero doesn’t represent nothing, it is merely a code that represents a. • But what about the letters A – Z? The easiest way is to just add a bit to the head of the binary signal to differentiate between capitals and lowercase: • a – z : 000000 – 011001 • A – Z : 100000 – 111001 • But these values also map to numbers: • a – z : 0 – 25 • A – Z : 32 – 57 • And what about punctuation? We can give those binary codes as well. This is how computers treat characters. • Remember that just because a binary value represents Enter in word processing, doesn’t mean it has the same meaning everywhere else. It is dependent entirely on the context in which the binary signal is received (when running a CD Burning app, the same code could be interpreted as an Eject operation).

9. ASCII American Standard Code for Information Interchange

10. Other Character Encodings • There are many types of character encoding • ASCII • 7 bit - 128 different character codes • Extended ASCII • 8 bit -256 different character codes • Unicode • Currently up to 107,361 different characters from a huge number of languages (may use up to 20 bits). • UTF-8 / UTF-16 (Unicode Transformation Format) • Backward compatible with ASCII, and can encode Unicode. • Can use multiple bytes to represent wide variety or characters – Used in HTML and the email.

11. Find and Replace • Find and replace is a tool used to locate text in a document, and if necessary, replace it with other text. • Find and replace can be accessed from the Home tab.

12. Getting more from Find & Replace By clicking the More>> button at the bottom left of the Find and Replace window, we can specify additional criteria. E.g. Search: Specify whether to search downwards or upwards from the cursor position. Match case: Ensure the character case of each letter is the same as the search string. Match prefix / suffix: Match to letters at the beginning / end of words only Use wildcards: Allows you to match complex criteria, such as all words which start with “An” and end in “d”. • You may also find: • specific formatting (i.e. Text which as a certain font, or size) • special characters (such as tabs, or new lines) • in the Find bar at the bottom.

13. Wild Cards Wildcards allow you to find words that match a specified pattern. While relatively simple in concept, they are quite powerful, and can be very useful in correcting long documents. To use wildcards, ensure the Use Wildcards checkbox is checked. You may not search for multi-word phrases when using wildcards, although this is possible otherwise. Definitely know these. Particularly the first 5.

14. The Review Tab The Review Tab contains controls which help you correct, evaluate, comment and suggest changes to documents. You can also compare two documents to see how they differ, or protect a document so that only certain changes can be made.

15. Review Tab : Proofing Spelling and Grammar (F7): Checks and optionally corrects spelling and grammatical errors in a document. Note that Word is often wrong, so don’t blindly accept every suggestion. A Red underline indicates a spelling error. A Green underline indicates a grammatical error. You can right-click any underlined word to see a list of suggestions. You can also instruct Word to ignore certain errors (once, or throughout the document), and in the case of spelling mistakes, add words (such as your name) to words dictionary.

16. Proofing Continued • Thesaurus (Shift + F7) • The thesaurus finds as many Synonyms (and generally one Antonym) for the word you have selected, searched . • While thesaurus is a powerful and useful tool, overuse and a lack of care can negatively impact your document. • The words that Thesaurus suggests have Similar meanings, not identical meanings, and not all will make real sense if used. Word wont check this for you. • Generally, you should use the English (United Kingdom) dictionary, since this has greater acceptance than the US dictionary.

17. Proofing – Final Notes • The Research control gives access to Spell checking, thesaurus and translation from one toolbar. • Translation works best using the English (US) dictionary, and translation ScreenTips only work with the US dictionary. • Word Count will tell you detailed statistics about the number of words, characters etc. you have selected, or for the document as a whole. • You can see a quick word count at the bottom left of the Word window at any time.

18. Comments Comments provide a much needed mechanism to make notes about aspects of a document without actually editing its text. You can create new comments, delete selected comments, or cycle through existing comments. This is particularly useful for group assignments.

19. Change Tracking • Every once in a while, you will come across situations where you decide you need to change something, but feel apprehensive about deleting what you, or someone else, has already done. This is particularly true when editing someone else’s document. • By clicking “Track Changes”, word will remember all the changes you make to your document from that point forward, and highlight them for you. • You can then Accept, Reject and cycle through changes at a later stage. Comments and Changes persist after saving, and can be seen on different computer. • You can always turn off Change Tracking by clicking the Track Changes button again.

20. Review Tab: Compare You can compare two document revisions (e.g. Draft 1 and Final Draft) to see exactly what differences there are between the two documents. The comparer opens a new Microsoft Word window, and does not interfere with your opened document at all.

21. Accessing Word Options You can get more info by hovering here.

22. Display Options Some useful printing options can be found here.

23. Proofing Options Office Spellchecker Options Consistent across all Office Programs Word Spellchecker Options Applies only in Word Document specific Exceptions

24. Save Options You can instruct Word to save your document automatically after a set number of minutes. This value defaults to 10 minutes. you should change this to 2 or 4. You can also embed fonts into your word document. This is useful if you need to view or print the document on a computer which does not have the fonts required. This Option helps ensure consistency between different computers.

25. Advanced Options We will not go into detail concerning Advanced Options, but most are fairly self explanatory and easy to use. You should, at some point, have a look through all these options to take better advantage of Word.

26. Customize the Quick Access Toolbar This is the Quick Access Toolbar You can use the Customize Tab in Word Options to addand remove different controls to this group. This allows for easy access to your particular preference of controls, eliminating the need for repetitive tab jumping in the Ribbon. You can also add, edit or remove keyboard shortcuts.