Lecture 4 - Word Processing.pptxuihihliiu

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1. Computing Skills COMP 1101 Lecture 4 Word Processing 1

2. Part One Word Processing Basics 2

3. Word Processing 3 Software that is designed for the entry, editing, and printing of documents. Windows Version = Microsoft Word (MS Word) Word processing documents include: Letters Memorandums Faxes Mail Merges Reports One page flyers E C - S m C a 1 1 i

4. Creating Documents Know the parts of your MS Word screen Title Bar Menu Bar Toolbars and Buttons Ruler Text Area Scroll Bars Status Bar New Task Pane Slide 4

5. Ruler Menu Bar Title Bar Task Pane Text Area Scroll Bars Toolbars 5 Status Bar

6. Viewing Documents MS Word documents can be viewed in different layouts. Print Layout (widely used) Normal (widely used) 6

7. Viewing Documents MS Word documents can also be viewed in layouts that allow special functions. Web Page Looks much like normal view but is saved in a different format (html file). Outline Looks much like normal view but includes various levels indicating indentions and tabs. 4/5/21 CSC 1100 7

8. Saving Documents Always save in a familiar location. Create a folder for multiple documents. Be sure to name your file appropriately. MS Word will add a file extension to the name. File names are followed by a period and a three-letter extension. MS Word = .doc Save As vs. Save Save a new document with Save As. To update an existing document use, Save. Always be sure to make a back up copy. 8

9. Editing Features Include: MS Word is equipped with many features that allow a user to easily edit (modify) a document. Cut/Paste Copy Insert lete (right of cursor) Backspace (left of cursor) Type over or Overwrite (press insert key) Search Find/Replace Shortcuts: Ctrl X- Cut Ctrl V- Paste Ctrl C- Copy Ctrl F- Find 9

10. Retrieving Documents The Search feature can be used if a file cannot be found. File name can be searched through a specific drive. 10

11. Retrieving Documents File names can be modified once they are named by using these tools: Save As Feature Shortcut Feature – Right click the file name with the mouse and select rename . Documents can be deleted by using these tools: Right click on the file name with mouse and select delete . Mistakenly deleted files can be retrieved from the recycle bin. 11

12. Printing Documents Before printing a final draft be sure to proofread. Read over the document again. Ask a neighbor to proofread. Use the Spelling/Grammar Check. After proofreading, resave and print.  12

13. Character Formatting Font : A group of characters that have a similar appearance. Font Attributes : Additions that enhance your font for emphasis. Font Size : The size of characters. Type Face : A set of characters with a common style and design. 13

14. Character Formatting Bold/Boldface : A formatting option that makes selected words print darker than normal. Italics : Characters are evenly slanted toward the right. Subscript : Text that has been lowered vertically. Superscript : Text that has been raised vertically. Underline : A horizontal line that is placed beneath characters. (Do not underline for emphasis since you can do this with bold, italics, color, and font size. Reserve underlining for hot links as an underline in modern computer usage implies a link web link or other file link.) 14

15. Paragraph Formatting Alignment : The way lines of text are arranged. Full, Left, Right, Center Full Justified : Lines of text are both left and right aligned. Left Justification : Alignment that allows a document to have an even left slide. Right Justification : Alignment that allows a document to have an even right side. Center Justification : A feature when activated will align the text horizontally on a line. Slide 15

16. Character Formatting Border : A frame that surrounds pictures or text. Bulleted List : A list of key points, each preceded by a symbol for emphasis. Hanging Indent : All lines except the first line are indented. Used in citing references. Indent : Insetting text from one of the margins . 16

17. Paragraph Formatting Line Spacing : The amount of space between lines in a document. Single Space, Double Space, Triple Space, etc. Page Break : Indicates that the maximum number of lines have been entered on a page and a new page is beginning. Hard break - created by the user. Soft break - created by the word processing program. 17

18. Paragraph Formatting Tab Key : Allows the user to move the cursor a predetermined number of spaces. Text Wrap: Feature that allows text to flow around an object or graphic. Widow/Orphan Protection : Feature that will prevent widow/orphan lines in a document. Orphan: First line of a paragraph at the bottom of a page. Widow: Last line of a paragraph at the top of a page. 18

19. Page Formatting Margins : Space around the edges of a page. Page Orientation: Direction a document is printed. Portrait – Taller than wide. Landscape – Wider than tall. Headers : Repetitive text located in the top margin. 19

20. Page Formatting Endnotes : References used to credit the source of information. Placed at the end of the report. Footers : Repetitive text located in the bottom margin. Footnotes : References used to credit the source of information or add explanations. Placed at the bottom of the report. Superscripts are used for correspondence between the quoted/paraphrased material and the reference. 20

21. Features that can be used to enhance the accuracy of a document. Spell Checker Grammar Checker Thesaurus Wizard – step by step tutorial Help – Type in questions Office Assistant – Found in MS Office Comments These tools are sometimes called utilities. Word Processing Tools 21

22. Word Processing Tools - - Comments Comments are notes added to a document. Reviewer – person who adds comments. To add comments: Select the text or item you want to comment on, or click at the end of the text. On the Insert menu, click Comment . Type the comment text in the comment balloon. Track Changes Marks changes and keeps track of changes made by reviewers. 22

23. Examples of Comments CSC 1100 4/5/21 23

24. Part Two Defining styles and automatically creating table of contents and indexes 24

25. Styles The use of styles in MS Word will allow a user to quickly format a document consistently and professionally. Slide 25

26. Applying Styles 26 Place the cursor in the paragraph where the style will be applied. Click the Style drop- down menu on the Formatting toolbar and select a style by clicking on it. To apply the same style to multiple paragraphs, double click the Format Painter button on the standard toolbar and click in all the paragraphs that the style should be applied to. Press the ESC key to turn off the Format Painter.

27. Applying Styles Choose from a larger selection of styles from the Style dialog box. Click in the paragraph where the style is to be added. Select Format, Styles and Formatting from the menu bar. From the List drop- down menu, choose All styles to view all the styles available. The styles are displayed in the Styles list. Preview each style by clicking once on the name. Select the style to apply to the paragraph and click Apply . Slide 27

28. Creating a New Style A new style can be created from previously formatted text. Place the cursor in the desired paragraph where the new style can be set. Click the Style box on the formatting toolbar so the style name is Selected. Delete the text in the field and type the name of the new style. Press the ENTER key to save the new style. Slide 28

29. Modifying a Style An existing style can be changed or modified. Select Format, Styles and Formatting from the menu bar. Select the style from the Styles list that needs to be modified. Click the Modify button. Use the same methods to change the style from the Modify Style dialog box that were used for the New Style box. To only rename the style, type a new name in the Name field. Click OK when finished with the modifications. Click Apply to update the style in the document. CSC 1100 Slide 29

30. Deleting a Style Only styles that have been created by a user can be deleted. Default styles created by MS Word cannot be deleted. Select Format, Styles and Formatting from the menu bar Select the style from the Styles list that needs to be deleted. Click the Delete button. Click Yes to delete the style. 4/5/21 30 Click Close on the dialog box. CSC 1100

31. Using the Task Pane The Task Pane is an office feature that offers shortcuts. The Task Pane can be used for styles to: Select. Modify. Delete. Task Pane Slide 31 CSC 1100

32. Use of Styles Styles can quickly and easily assist in: Formatting a document. Creating a Table of Contents. Creating an Outline. Creating Bulleted and Numbered Lists. 4/5/21 32 CSC 1100

33. Table of Contents Use the “heading” styles. MS Word will generate a Table of Contents automatically. To create a Table of Contents go to: Insert, References, Indexes and Tables. Slide 33 CSC 1100

34. Table of Contents If you've already applied custom styles to your headings, you can tell Microsoft Word which styles to use when it's building the table of contents. Click where you want to insert the table of contents. On the Insert menu, point to References , and click Index and Tables . Click the Table of Contents tab. Sl i ⚫ d e 3 C 4 li c k C S O C p 1 1 t i o n s .

35. Table of Contents Under Available styles , find a style you've applied to headings in your document. Under TOC level , to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent. If you want to use only custom styles, remove the TOC level numbers for the built- in styles, such as Heading 1. Repeat steps for each heading style you want to include in the table of contents. Click OK . To use one of the available designs, click a Slide 3 d 5 e si g n C S i C n 1 t 1 h e Formats box.

36. Outline An outline is a type of enumeration or order list. To create an outline use the “heading” styles. View the document in Outline mode. Go to: View and Outline Text can be adjusted to various levels as a means of indenting information . Slide 36 CSC 1100

37. Outline Symbols and indentations in outline mode show you how a document is organized. Makes it easy to quickly restructure a document. Symbols can be expanded to show the entire document. This document is expanded. Symbols can also be collapsed to show just the headings. Heading Slide 37 CSC 1100

38. Index An index lists the terms and topics discussed in a document, along with the pages they appear on. To create an index, you mark the index entries in your document and then build the index. To Mark Entries: Select the word. Go to Insert, References, and Select the Index tab. 4/5/21 38 C C l S i c C k 1 1 o n Mark Entry.

39. Index d You can create an index entry: For an individual word, phrase, or symbol. For a topic that spans a range of pages. After you've marked all the index entries, you choose an index design an build the finished index. 4/5/21 39 Word then collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, CSC 1100 and displays the index in the document .

40. Index Once you mark an index entry, Microsoft Word adds a special XE (Index Entry) field to your document . Index Entry CSC 1100 4/5/21 40

41. Modifying the Index The font, color, and typeface of index entries can be changed at any time. CSC 1100 4/5/21 41

42. Updating an Index An index can be updated by striking F9 on the keyboard. New words/phrases can be added and updated at any time. CSC 1100 4/5/21 42

43. Mail Merging Part Four CSC 1100 4/5/21 43

44. Mail Merging Businesses and organizations often want to send the same letter to several people (mass mailings). Ex: credit card applications. Mail merging combines a word processing document with a data source (database). Such as a list of names and addresses to produce personalized documents. Hundreds of individual letters, certificates, labels, and envelopes can be created with just two documents. CSC 1100 4/5/21 44

45. Mail Merging Documents used in a mail merge include: Main document : Contains special mail merge fields that act as placeholders for the recipient’s name and address. This is saved as a word processing document. Data Source : Lists the specific recipient information. This is saved as a database and not as a word processing document . CSC 1100 4/5/21 45

46. Mail Merging Main Document options: Create a new document Start from a template Use an existing document 46 Data Source options: Word Excel Outlook Text file 4/5/21 CSC 1100

47. Main Document and Data Source Cedar Ridge High School March 28, 2005 The purpose of this letter is to notify you that attendance appeals are scheduled on Tuesday, April 19, 2005; Wednesday, April 20, 2005; and Thursday, April 21, 2005 at 3:30pm - 5:30pm in the guidance conference room. Students and parents are eligible to utilize the appeals process if the student has 16 or more absences and can provide the appeals committee with documentation verifying the absences in question. Only absences in the following categories may be appealed: Personal illness or injury making the student physically unable to attend school (extended illnesses require documentation from appropriate medical professionals) Isolation ordered by the State Board of Health Death in the immediate family Medical or dental appointments that cannot be scheduled outside of school time Participation under subpoena as a witness in a court proceeding Religious observance with prior approval by the principal Participation in a valid educational opportunity with prior approval by the principal School- related activities: field trips sponsored by the school, school-initiated activities, athletic events, and out of school suspension. To schedule a hearing before the appeals committee, call Mrs. Lloyd at 245-4000 Ext. 1129. Thank you, Associate Principal, CRHS Documents merged together. Insert merge fields here Student Name: This particular database would create nine individual letters. 4/5/21 47 CSC 1100

48. Mail Merging Basic Steps in Creating a Mail Merge in Word: Step 1 – Select document type: Start a new document or open an existing document. Go to Tools, Letters and Mailings, Mail Merge Wizard Task Pane will appear. Choose a main document type. Letters, e- mail messages, envelopes, labels, or directory Click Next to begin the mail merging process. CSC 1100 Slide 48

49. Mail Merging Step 2 – Select a starting document : Set up using: Current document Already opened in MS Word Template Existing document Saved on file Click Next to Select Recipients and proceed. This is the information in the database. Click Previous to Select document type and edit. CSC 1100 Slide 49

50. Mail Merging Step 3 – Select recipients: The list can come from: An existing list Outlook contacts A new list Select Next to write the letter and add data source. Database file Select previous to edit. CSC 1100 Slide 50

51. Mail Merging Step 4 – Write the letter: A letter can be written at this time if not written or opened previously. CSC 1100 Slide 51

52. Mail Merging Step 5 – Preview the letters: The main document and data source merge together. This step allows the merged letters to be viewed, edited, or excluded. Scroll through recipients. Shows that there will be more than 1 letter. CSC 1100 Slide 52

53. Mail Merging Step 6 – Complete the merge : Letters are ready to be produced and printed. All or selected individual letters can be printed in this step. CSC 1100 Slide 53

54. Letters Correspondence sent from one business or individual to another. Types of Letters: Personal- Business Letter Includes no letterhead (stationery) Business Letter Includes letterhead (stationery) Top margin is usually 2- 2 ½ inches. Side margins are typically 1 inch. 4/5/21 54 CSC 1100

55. Parts of a Letter Return Address Date Attention Line Letter Address (Inside Address) Salutation Subject Line Body Complimentary Close Signature Block - writer’s typed name – QS below closing Can also include writer’s title on same line or below. Reference Initials Attachment/Enclosure Notation CSC 1100 4/5/21 55

56. Types of Business Letters Formats for Business Letters: Modified Block –Date, closing, and signature block are typed at center point (six tabs over). Block Style –Date, closing, and signature block are typed at the left margin (no indentions or tabs). Punctuation Styles: Open Punctuation – No punctuation after salutation or closing. Mixed Punctuation – A colon after the salutation and a comma after the complimentary close. CSC 1100 4/5/21 56

57. Return Address Inside Address Salutation Complimentary Close Closure All lines begin at the left margin. Use a colon after the salutation and a comma after the complimentary close. SS within paragraphs DS between paragraphs Personal Business Letter in Block Style with Mixed Punctuation 4/5/21 57 CSC 1100

58. Business Letter in Modified Block Style with Open Punctuation Inside Address Salutation Complimentary Close Closure Type the date and closure at center point — 6 tabs over. No punctuation is used after the salutation or the complimentary close. SS within paragraphs DS between paragraphs 4/5/21 58 CSC 1100

59. Step 1: Select Tools Step 2: Select Letters and Mailings Step 3: Select Envelopes and Labels Step 4: Select the Envelope Tab Step 5: Type your Delivery and Return Addresses Step 6: Place your envelope correctly in the printer and print Envelopes and Mailings 4/5/21 59 CSC 1100

60. Memorandums (Memo) Correspondence within a business (in-house). Single space within the paragraphs and double space between paragraphs. Types of Memorandums: Simplified Formal Widely used by businesses. The simplified memorandum : Is quickly and efficiently formatted. Is often keyed on a plain piece of stationery. CSC 1100 4/5/21 60

61. Memorandums (Memo) Formal Memorandums: Use special headings preprinted on the stationery. Headings (Double spaced and typed in all caps): TO: FROM: DATE: SUBJECT: CSC 1100 4/5/21 61

62. Formal Memo Formal memos are used for inner- office communication. The top margin is usually 2” but may vary depending on the length of the memo. The side margins are 1”. A formal memo is usually keyed on company letterhead. The headings are in all caps and the descriptors are vertically aligned. A double space separates the parts of the memo. The paragraphs of the body are single spaced with a double space between them The format for memos is usually preset as a macro and contains the letterhead and headings when retrieved from the file server on which it is saved. 4/5/21 62 CSC 1100

63. Review Questions 1. Differentiate between save and save as in MS word. 4/5/21 63 CSC 1100