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Page 1: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Module 3Module 3

Microsoft Office SuiteMicrosoft Word

Microsoft Office SuiteMicrosoft Word

Page 2: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

MODULE OVERVIEWMODULE OVERVIEW

Part 1

What will Word Processing Do For Me?

Part 2

Gaining Proficiency: Editing and Formatting

Part 3

Enhancing A Document : The Web And Other Resources

Part 4

Advanced Features : Outlines, Table, Styles and Outlines

Page 3: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Part 1Part 1

What Will Word Processing Do For

Me?

What Will Word Processing Do For

Me?

Page 4: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

What Will Word Processing Do For Me?What Will Word Processing Do For Me?

OBJECTIVES:– 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; describe the

function of the custom dictionary

Page 5: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

OverviewOverview

• 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.

Page 6: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Basics of Word ProcessingBasics 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

Page 7: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Title bar

Menu bar

Toolbar

Office Assistant

Scroll bar

Status bar

MinimizeRestoreClose

Word 2000 ScreenWord 2000 Screen

Page 8: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Standard ToolbarStandard Toolbar

Save

Print

Spell Check

Cut

Paste

Undo

Redo

Hyperlink

Creates Columns

Doc Map

E-mail Doc

Open Doc

Preview

Draws table

Inserts Worksheet

Drawing Toolbar On/Off

Show/Hide Codes

Office Assistant

Copy

Format Painter

Zoom

New

Inserts Table

Page 9: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Formatting ToolbarFormatting Toolbar

Font Size

Italics

Bold

Left Alignment

BorderBullets & Numbering

Style

Justified

Underline

Font Style

Highlight

Promote/Demote

Font Color

Bullets

Right Alignment

Numbering

Center Text

Page 10: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

The File Menu CommandsThe File Menu Commands

New Open Close Save Save As Page

Setup Print

Page 11: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

The File Menu CommandsThe File Menu Commands

• The File menu is used to open, close, save, and print word documents. It is also used to exit Word.

• Save command copies the current document to the same file and disk location.

• Save As command copies the current document to a different file and disk location.

• Open command brings a copy of a previously saved document into memory, enabling you to work with that document.

Page 12: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Save As Dialog BoxSave As Dialog Box

File Name File Type

Folder WhereStored

Page 13: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Open Dialog BoxOpen Dialog Box

File to be opened

File Type

Folder WhereStored

Page 14: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Troubleshooting: Normal ViewTroubleshooting: Normal View

• View menu is used to change the view of the document as well as display or hide toolbars.

• Normal View - this view shows only the body of the current page;– faster and preferable when entering text and

editing.

Page 15: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Troubleshooting: Normal ViewTroubleshooting: Normal View

No Margins Displayed

Normal Button

Horizontal Ruler Displayed

Page 16: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Troubleshooting: Print Layout ViewTroubleshooting: Print Layout View

Print Layout View - this view shows the complete page with headers, footers, and all formatting applied.

Margins Displayed

Print LayoutButton

Horizontal Ruler

Displayed

Vertical Ruler Displayed

Page 17: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Part 2Part 2

Gaining Proficiency: Editing and Formatting

Gaining Proficiency: Editing and Formatting

Page 18: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

ObjectivesObjectives

• 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

Page 19: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Select-Then-DoSelect-Then-Do

• Cut command removes the selected text and places it on the clipboard.

• Copy command places a duplicate of the selected text on the clipboard.

• Paste command 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.

Page 20: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

• 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 CommandsFind, Replace, and Go To Commands

Page 21: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Find command Replace command Selection bar Go To command Case sensitive

search Case insensitive

search Whole word

replacement Automatic

replacement Wild card

Find, Replace, and Go To CommandsFind, Replace, and Go To Commands

Page 22: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Find, Replace, and Go To CommandsFind, Replace, and Go To Commands

• Find command - locate a designated character string and optionally replace with different characters.

• Replace command – locate a designated character string and replace with different characters.

• 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.

Page 23: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

• 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

ViewsViews

Page 24: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

View Menu: Normal ViewView Menu: Normal View

No Margins Displayed

Normal Button

Horizontal Ruler Displayed

Page 25: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

View Menu : Print Layout ViewView Menu : Print Layout View

Margins Displayed

Print LayoutButton

Horizontal Ruler

DisplayedVertical Ruler

Displayed

Page 26: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

View Menu: Zoom CommandView Menu: Zoom Command

75%Zoom

Page 27: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

• 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

• Serif typeface-presence of tiny cross lines• Sans serif typeface-absence of tiny cross lines

TypographyTypography

Page 28: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Typography Typeface

Times New Roman Arial Courier New

Serif typeface Sans serif

typeface

TypographyTypography

Page 29: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Portrait orientation

Landscape orientation

Margins

Page Setup CommandPage Setup Command

Page 30: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Page Setup CommandPage 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.

Page 31: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Page Setup Command : Page BreakPage 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.

Page 32: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Format Paragraph – this command allows you to specify the alignment, indentation, line spacing, and pagination for the selected paragraphAlignmentIndents

Left indent Right indent Special indent First line indent Hanging indent

Paragraph FormattingParagraph Formatting

Page 33: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Paragraph FormattingParagraph Formatting

• Alignment – the horizontal positioning of the text on the page. Text can be left aligned, right aligned, centered or justified.

• Indents – is the distance between the text and the margin. Paragraphs can be indented (moved in) so they have a different margin from the remainder of the document.

• Left indent – moves the paragraph in from the left margin of the document.

• Right indent – moves the paragraph in from the right margin of the document.

• Special indent – a special type of indentation different from the left or right indent. The two types of special indentation are first line and hanging.

• 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.

Page 34: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Line Spacing Single 1.5 lines Double At Least Exactly Multiple

Paragraph FormattingParagraph Formatting

Page 35: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

• How to invoke a spell/grammar check?

• Turning spell checking off

Paragraph FormattingParagraph Formatting

Page 36: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Part 3Part 3

Enhancing A Document : The Web And Other Resources

Enhancing A Document : The Web And Other Resources

Page 37: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

ObjectivesObjectives

• Describe object linking and embedding; – explain how it is used to create a compound document.

• Describe the resources in the Microsoft Clip Gallery; – insert clip art and/or a photograph into a document.

• Use Format Picture command to wrap text around a clip art image.

• Use WordArt to insert decorative text into a document.

• Describe Internet and World Wide Web; download resources from the Web for inclusion in a Word document.

Page 38: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

• Object Linking and Embedding (OLE) – technology that enables you to create a document containing objects from multiple applications.

• Object – data from an application. For example, a document is a Word object.

• Clipboard – a memory location that stores a single object. Objects can be cut to and pasted from the clipboard.

• Clip art – a graphic piece of artwork.• Microsoft Clip Gallery – this gallery contains clip art images,

photographs, sound files, and motion clips. • Microsoft WordArt – an application within Microsoft Office

that creates decorative text.• WordArt toolbar – toolbar which appears when using the

WordArt application.

A Compound DocumentA Compound Document

Page 39: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Resources from the Net and WebResources from the Net and Web

• Internet

• WWW - World Wide Web

• Hypertext document

• Hypermedia

• Hyperlink

• Web enabled

• Web toolbar

Page 40: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Professional FormatsProfessional Formats

• Template– Partially completed document that contains

formatting, text and/or graphics.

• Wizard– Agenda wizard– Fax wizard– Resume wizard

Page 41: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Professional FormatsProfessional Formats

• Template – a partially completed document that contains formatting, text, and/or graphics to help you in creating a document.

• Wizard – helps you create a document by asking a series of questions, and then creating a customized template based on your answers.

• Agenda wizard – a wizard that helps you create an agenda (a list of meeting items)

• Fax wizard – a wizard that helps you to create a fax cover sheet and document.

• Resume wizard – a wizard that helps you to create your resume.

Page 42: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Part 4Part 4

Advanced Features : Outlines, Table, Styles

and Outlines

Advanced Features : Outlines, Table, Styles

and Outlines

Page 43: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

ObjectivesObjectives

• Create a bulleted or numbered list; – create an outline using a multilevel list.

• Describe Outline view;– explain how this view facilitates moving text within a

document.

• Describe the tables feature; – create a table and insert it into a document.

• Explain how styles automate the formatting process and provide a consistent appearance to common elements in a document.

Page 44: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Bulleted list Bullets &

Numbering command

Multilevel numbered list

Numbered list Outline

Bullets, Lists and Outlines VocabularyBullets, Lists and Outlines Vocabulary

Page 45: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Bulleted List - a list helps to organize information by emphasizing important topics. A bulleted list has bullets (special characters) at the beginning of each list item.

Bullets and Numbering command - facilitates the creation of a bulleted or numbered list.

Multilevel numbered list - a list with more than one level. Each level can be formatted independently of other levels. Commonly used for outlines.

Numbered List - a list helps to organize information by emphasizing important topics. A numbered lists numbers and orders the list items sequentially.

Outline - An outline extends a numbered list to several levels.

Bullets, Lists and Outlines VocabularyBullets, Lists and Outlines Vocabulary

Page 46: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Tables feature Cell Insert table

command Table menu Tables and

Borders

Tables VocabularyTables Vocabulary

Page 47: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Cell - the rows and columns in a table intersect to form cells. Cells are separated by dotted lines knows as gridlines which appear on the monitor, but not in the printed document.

Insert table command - this command creates a new table and is accessed through the Table menu.

Tables feature - represent a very powerful capability with Word. The cells in a table can contain text, numbers, and/or graphics. The cells in the table are separated by gridlines on the monitor.

Table Menu - menus of commands relating to tables such as Insert Table, Insert Rows, Insert Columns, Delete, etc.

Tables VocabularyTables Vocabulary

Page 48: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Character style Paragraph style Style command Normal style Heading 1 style Body Text Default

paragraph font style

Styles VocabularyStyles Vocabulary

Page 49: Module 3 Microsoft Office Suite Microsoft Word Microsoft Office Suite Microsoft Word

Styles VocabularyStyles Vocabulary

• Normal Style - contains the default paragraph settings and is automatically assigned to every paragraph unless a different style is specified.

• Paragraph Style - stores paragraph formatting (alignment, line spacing, indents, text flow, and borders and shading), as well as the character style in a paragraph.

• Style - is a set of formatting instructions that has been saved under a distinct name. Styles are created at the character or paragraph level and provide a consistent appearance to similar elements throughout a document.

• Style command - this command from the Format Menu allows you to change any style. This is an easy way to achieve uniformity by storing the formatting information as a style and then apply that style to all occurrences of the same element within a document.


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