UNIT 04 - GENERIC APPLICATION -MS WORD.pptx

Enable us to be able to make exams, writing reports,
Setting exams

1. MINISTRY OF EDUCATION, SCIENCE AND TECHNOLOGY 5/3/2023 ‹#› Microsoft Word Program CONTINUOUS PROFESSIONAL LEARNING FOR ORDINARY SECONDARY SCHOOL TEACHERS . SECONDARY EDUCATION QUALITY IMPROVEMENT PROJECT

2. Objectives: By the end of this subunit, a teacher should be able to: Understand the basic concepts and features of Microsoft Word 2016. Apply Ms Word 2016 features in the making of professional looking documents 5/3/2023 ‹#›

3. Microsoft Word 2016 Features The following features are going to be discussed: Creating word Document Applying and modifying styles Managing Printing Managing mailings 5/3/2023 ‹#›

4. Concept of Word processor Word Processor is an application for creating good quality documents. It offers a variety of features for editing, formatting, and printing documents, among others. Users can create different good quality documents, including letters, reports, resumes, and notes. Examples of word processor programs are as Microsoft word, note pad, open office organization, writer, and WPS writer. 5/3/2023 ‹#›

5. Categories of Ms 2016 Functions Text input Text is keyed into the Microsoft Word program Text editing Selecting, deleting, copying and moving, finding and replacing, and spell checking individual characters, words, phrases, and paragraphs. Text formatting Selection of font size, font style, and typeface. Text output Printing, faxing, e-mail, etc. 5/3/2023 ‹#›

6. Steps for opening MS Word Windows 10. Click the Start button located at the left bottom of the desktop, from the start menu that appears, click on word, also can be opened by typing the name of the application in search icon, i.e. MS Word; and then click Search. Click the application that appears automatically. Click blank document 5/3/2023 ‹#›

7. Creating Ms Word 2016 Document Activity Create the Microsoft word 2016 using the start menu or any means you know. 5/3/2023 ‹#›

8. Features of MS word Title bar: Displays the title of the program (file name and program name). Ribbon: contains all of the tools that you use to interact with your Microsoft Word file. It is located towards the top of the window underneath the title bar Quick access tool bar: Displays commonly used quick shortcut icons such as save, and undo/redo. Insertion point: A point that indicates a place where the text/object is to be typed/ placed. Scroll bars: Scroll bars are located to the right vertical edge and to the horizontal bottom edge of the document window. They are used for viewing a document. Status bar: Displays word and page count of an active document. 5/3/2023 ‹#›

9. ACTIVITY Type the following What is professional development? Professional development is improving yourself through learning and training to advance your career. Institutes may offer training sessions to teach their employees, but an employee typically works on their own professional development independently. There are many ways that an employee can work on their professional development, such as taking classes, going to workshops or teaching themselves new skills. 5/3/2023 ‹#›

10. Task 1 Open a blank document in Microsoft Word 2016, then “ Write an official letter to Municipal director via head of the school to request permission to attend ICT collaboration training at UDOM in Dodoma Region from 12.01.2023 to 20.01.2023. The training will cover the following areas: Computer basic, application software and Internet. The letter should have at least three paragraph. 5/3/2023 ‹#›

11. Editing and formatting word document Use formatting and editing tool to; use left and right alignments to set addresses bold and align centre the heading of the letter justify the main body of the letter set font type to ‘Arial’, font size to ‘12’, and line spacing to 1.5 italicise date of the training and underline venue of training use bullets to list the area to be covered by the training copy and paste your letter to the next page of your document. 5/3/2023 ‹#›

12. Using insert tab Insert the table with seven columns and eleven rows then resize the column as shown table below 5/3/2023 ‹#› SN NAME SEX TEST1 TEST2 TEST3 TOTAL

13. Task2 In your document, insert picture and resize it Shapes, SmartArt or Chart 5/3/2023 ‹#›

14. Header, footer and page numbers To insert a header, a footer, or page numbers, follow these steps: Click insert (select what you want to insert: header, footer, or page numbers) See the Figure below. 5/3/2023 ‹#›

15. Header, footer and page numbers... At header or footer, write the information you want. For the case of inserting page numbers, numbers will appear automatically at different positions, depending on what you want. 5/3/2023 ‹#›

16. Equations and symbols steps to create equations and symbols in your MS Word document Click on the location where you want to insert your equation On the Symbols group of the Insert ribbon, click the drop-down arrow on Equation or Symbol; Click Insert New Equation or More Symbols, see Figure 4.7 5/3/2023 ‹#›

17. Equations and symbols… Write your equation in the displayed box 5/3/2023 ‹#›

18. Margins, orientation, size and column You can set portrait (vertical) or landscape (horizontal) page orientation, columns, margins and page size of a document using the following steps. In the Page Setup group of the Layout ribbon, click the drop-down arrow on the margins (narrow), orientation (landscape), size (executive) and column (three). Then Select the preferred margin size, orientation type, page size and number of columns. 5/3/2023 ‹#›

19. Mail merge document What is Mail merge? Is the process of creating a personalized letter and pre-addressed envelopes or mail labels mass mailing from a form letter Three documents involved in the mail merge process are main document, data source and merged document.

20. Creating a mail merge document… Open an existing word document, or create a new one (main document) Click the Start Mail Merge command in the Mailing tab, and select Step-by-Step Mail Merge Wizard from the drop-down menu 5/3/2023 ‹#›

21. Creating a mail merge document… This will take you through the six main steps to complete a merge. Choose the type of document you want to create. In this case, select Letters. Then, click Next: Starting document to move to Step 2. Select Use the current document, then click Next: Select recipients to move to Step 3. Under Use an existing list option, Click Browse to select the file or select Type a new list to actually create a new recipient list. In this case select Use an existing list. Select your file, then click Open. 5/3/2023 ‹#›

22. Creating a mail merge document… In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included or excluded in the merge. By default, all recipients will be selected. When you are done, click OK. Click Next: write your letter to move to Step 4. Place the insertion point in the document where you want the information to appear. Then choose one of the placeholder options. In this case, select More items. You can always continue adding any other placeholders depending on the demands of the document. Preview your letters to move to Step 5 Complete the merge by clicking Next to move to Step 6 and then print your letters. 5/3/2023 ‹#›

23. Task Create student report and send it to parents by using mail merge.

24. Inserting comments Select the text or item that you want to comment on or click at the end of the text. On the Review tab, in the Comments group, choose New Comment as shown in the figure next Type your comment in the box that appears 5/3/2023 ‹#›

25. Replying to a comment Select the comment you want to reply to Choose the Reply button and type your response. Alternatively, right-click and choose Reply to Comment. 5/3/2023 ‹#›

26. Deleting one or more comments To delete a single comment, right-click the comment, and then choose Delete Comment. To delete all comments, right-click a comment in the document: in the Delete list, choose Delete All Comments in Document. To delete comments from a specific reviewer, on the Tracking group of the Review ribbon, choose Show Mark-up. In the Show Mark-up list, choose Specific People, and then choose the name (initials) of the reviewer whose comments you want to delete . 5/3/2023 ‹#›

27. Tracking Changes In the Tracking group on the Review ribbon, click the Track Changes command as shown in Figure below. Track Changes will be turned on. 5/3/2023 ‹#›

28. Tracking Changes… From this point on, any changes you make to the document will appear with coloured marks similar to the one in Figure below 5/3/2023 ‹#›

29. Reviewing changes Select the change you want to accept or reject. In the Changes group of the Review ribbon, click on Accept or Reject . The marked changes will disappear, and MS Word will automatically jump to the next change. You can continue accepting or rejecting each change until you have reviewed all of them. You may also accept all changes by selecting the Accept All Changes option. When you are done, click the Track Changes command to turn off Track Changes. 5/3/2023 ‹#›

30. Page Break Click into the document at the place where you want the page break to appear, usually before an automatic break. Then press “Ctrl” + “Enter” on your keyboard. Alternatively, Click the “Breaks” button in the “Page Setup” group on the “Page Layout” tab of the Ribbon. Then choose the “Page” option from the drop-down menu. To insert a section, break that creates a new section in your document, Click the Layout tab of the Ribbon. Then click the Breaks drop-down button in the Page Setup button group

31. Page Break

32. Page Break… Choose one of the Section Breaks options as in the figure below 5/3/2023 ‹#›

33. Page Break… To delete page breaks you have added to your document, follow these steps: Ensure that you can view non-printing characters. Click the dotted line containing the term “Page Break” and press the Delete key on your keyboard 5/3/2023 ‹#›

34. Task: Page break Open any written document which have four pages and above and follow the steps for page break.

35. Creating and updating a Table of Contents Steps to create the ToC for your document Step 1 : Apply heading styles Select the text you want to include in the table of contents In the Styles group of the Home ribbon, click a heading style, such as Heading 1, Heading 2, and so on as shown in Figure below 5/3/2023 ‹#›

36. Creating and updating a Table of Contents Step 2 : Adding a Table of Contents   Click where you want to insert the table of contents. If you want it to appear on its own page, insert a page break (Ctrl + Enter) before and after inserting the Table of Content. In the Table of Contents group of the References ribbon, click Table of Contents, choose an Automatic Table of Contents style from the list Figure below 5/3/2023 ‹#›

37. Creating and updating a Table of Contents.. 5/3/2023 ‹#›

38. Updating the Table of Contents Click anywhere on the table of contents, and then click Update Table Choose to update either the entire table or just the page numbers 5/3/2023 ‹#›

39. Insert Citations and a Bibliography Word provides great tools for citing sources, creating a bibliography, and managing the sources.  You need to have at least one citation and source in your document that will appear in your bibliography. In cases where you do not have all of the information required of a source to create a complete citation, use a placeholder citation, and then complete the source information later. 5/3/2023 ‹#›

40. Insert Citations and a Bibliography cont… The following steps will guide you through to create a reference list and citations in a document: Step 1: Add a new citation and source to a document On the References tab, in the Citations & Bibliography group, choose an appropriate publishing Style. 5/3/2023 ‹#›

41. Insert Citations and a Bibliography cont… Click at the end of the sentence or phrase that you want to cite. On the References tab, in the Citations & Bibliography group, click Insert Citation. 5/3/2023 ‹#›

42. Insert Citations and a Bibliography cont… iv. To insert the source information, Click Add New Source >> choose the type of source (book, article, etc.) 5/3/2023 ‹#›

43. Insert Citations and a Bibliography cont… Complete the Create Source Form 5/3/2023 ‹#›

44. Insert Citations and a Bibliography cont… In case you need additional fields, click the Show All Bibliography Fields check box Click OK In the events where the source information is not available add a placeholder, so that you can create a citation and fill in the source information later, click Add New Placeholder. A question mark appears next to placeholder sources in Source Manager. 5/3/2023 ‹#›

45. Insert Citations and a Bibliography cont… Step 2: Manage Sources To Manage Sources: Click the References Tab on the Ribbon Click the Manage Sources Button on the Citations & Bibliography Group From this menu you can Add, Delete, and Edit Sources (note, you can preview the source in the bottom pane of the window) 5/3/2023 ‹#›

46. Insert Citations and a Bibliography cont… 5/3/2023 ‹#›

47. Insert Citations and a Bibliography cont… Step 3: Create a bibliography To create a Bibliography to the document: Place the cursor in the document where you want the bibliography inserted Click the References Tab on the Ribbon Click the Bibliography Button on the Citations & Bibliography Group Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography 5/3/2023 ‹#›

48. Inserting Citations and a Bibliography cont… 5/3/2023 ‹#›

49. Insert, format, or delete captions in Word A caption is a numbered label, that you can add to an equation, figure, table or any other object. It is comprised of customizable text such as “Table” followed by an ordered number (4.1.1) or letter which can be optionally followed by some descriptive text such as “Enrolment of Primary Students”. 5/3/2023 ‹#›

50. Insert, format, or delete captions in Word cont… Insert a Caption Use the following steps to add captions to tables or other objects. Select the object that you want to insert a caption to. On the References tab, in the Captions group, click Insert Caption. 5/3/2023 ‹#›

51. Insert, format, or delete captions in Word cont… Select the label that best describes the object in the drop down list in the Label field. If the list does not offer the label of your choice Click New Label, type the new label in the Label box, and then OK. 5/3/2023 ‹#›

52. Insert, format, or delete captions in Word cont… Type any text, including punctuation, that you want to appear after the label. Click OK 5/3/2023 ‹#›

53. Create a Table of Figures A table of figures can be created by using captions or styles. Using captions to create a table of figures Add captions to the figures that you want to list in your table of figures. Click where you want to insert the table of figures. On the References tab, in the Captions group, click Insert Table of Figures. In the Caption label list, click the label type for the items that you want to include in your table of figures. Choose any other options that you want, and then click OK. 5/3/2023 ‹#›

54. Create a Table of Figures cont… Use styles to create a table of figures Click where you want to insert the table of figures. On the References tab, in the Captions group, click Insert Table of Figures. Click Options. Select the Style check box. In the Style list, click the style that you applied to the captions, and then click OK. Choose any other options that you want, and then click OK. 5/3/2023 ‹#›

55. Saving a document in MS Word The following are steps to save an MS Word document. Click the File tab and select Save As option Select a folder where you would like to save the document, and specify the file name and file type Click on the Save button 5/3/2023 ‹#›

56. Printing Procedures Basic Steps From the File Tab Click Print option, the preview document, setting and printer preview will appear. Click on the print options and then select an option that you want to use. Write the number of pages that you want to print Click on the number of copies option then write the number of copies that you want Select installed printer and then click to print

57. Printing Procedures

58. Thank You. 5/3/2023 ‹#›