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Module 3 Word Processing Learning Objectives: 1. Determine the names and functions of MS Word interface components. 2. Use some advanced features of Microsoft Word to improve productivity and efficiency. 3. Integrate images and external materials in word...

Module 3 Word Processing Learning Objectives: 1. Determine the names and functions of MS Word interface components. 2. Use some advanced features of Microsoft Word to improve productivity and efficiency. 3. Integrate images and external materials in word document. What is Word Processing? Word Processing refers to the act of using a computer to create, edit, save, and print documents. In order to perform word processing, specialized software (known as a Word Processor) is needed. What is Word Processing? Word processor allows you to add content such as pictures, tables, and charts to your documents as well as decorative items including borders and clipart. Microsoft Word - helps you to create papers, reports, letters and abstracts of a professional nature. - It has features, including spell check, grammar check, text and font design, HTML support, image support, advanced page layout, and more, unlike a plain text editor Blank Space Overview Quick Access Toolbar contains the commonly used functions such as: - Save button (Ctrl+S) used to save the document into the desired folder or directory - Undo Typing button (Ctrl+Z) - Redo Typing/ Repeat Typing button (Ctrl+Y) - Customize Quick Access Toolbar is where many other commands can be found. Parts of MS Word Ribbon - is located at the top of the document window and consists of tabs that are organized by tasks. - Each tab is organized into groups, or subtasks, such as the Font or Paragraph group located on the Home tab. - Each button within a group is called a command button. Parts of MS Word Parts of MS Word File tab allows users to save the document, print, share and publish it. It displays Microsoft office backstage view which is centralized space for all of your file management tasks such as opening, saving, printing, publishing or sharing a file Parts of MS Word Home tab gives you access to some of the most used commands for working with Word, including copying and pasting, formatting, aligning paragraphs, and choosing document styles. - is selected by default whenever you open Word. Parts of MS Word - In the Font section, users can change font and font sizes of texts, apply formatting (such as underline, bold, italics), change font colors, highlight texts and apply other text effects. - The Paragraph section contains the text alignments (such as center, left, right or justify). - In this section, users can also add bullets or numbers, add or remove borders, increase or decrease text indent, adjust line and spacing between paragraphs. Parts of MS Word - In the Style section, users can choose to pick any styles to alter the way your document looks. - In the Editing section, users may search for a particular text or any content in the document and also replace a particular word with another. Parts of MS Word Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to your document, which can help you communicate information visually and add style to your document. Parts of MS Word Design tab gives you access to a variety of design tools, including document formatting, effects and page borders, which can give you document a polished look. Parts of MS Word Layout tab allows you to change the print formatting of your document, including margin width, page orientation, page breaks, and more. - These tools will be helpful when preparing to print a document. Parts of MS Word References tab allows you to add footnotes, citations, table of contents, captions and a bibliography. - These tools are helpful when composing academic papers. Parts of MS Word Mailings tab is used for composing letters, address envelopes, and creating labels. - It is useful when you are mailing a large number of letters. Parts of MS Word Review tab has Word’s powerful editing features, such as adding comments and tracking changes. - These features make it easy to share and collaborate on documents. Parts of MS Word - These commands are related to proofing, speech, accessibility, language, comments, tracking, changes, compare, protect and ink. Among these commands, Spelling & Grammar checker is the most commonly used. Parts of MS Word View tab allows you to switch between different views for your document and split the screen to view two parts of your document at once. - These tools will also be helpful when preparing to print a document. Parts of MS Word Contextual tabs will appear on the Ribbon when working with certain items, such as tables and pictures. - These tabs contain special tools that can help you format items as needed. Parts of MS Word  RULER Ruler is located at the top and to the left of you document. It makes it easier to adjust you document with precision. Parts of MS Word To show or hide the Ruler: 1.Click the view tab. 2.Click the check box next to Ruler show or hide the ruler. Parts of MS Word Status Bar - Displays on the left side, the page number , word count and the proof button. - On the right side displays button to control the look of the window. Parts of MS Word  Print Read Layout Web Mode Layout Document Views To change document views, locate and select the desired document view tool in the bottom-right corner of the Word window. Parts of MS Word Read Mode In this view, all of the editing tools are hidden so your document fills the screen. Arrows appear on the left and right side of the screen to toggle through the pages of your document. Parts of MS Word  Web Layout This view removes page breaks. It can help you visualize how your document will display as a webpage. No Page Breaks Parts of MS Word  Print Mode This is the default view where you create and edit your document. Page There are page breaks in Breaks between each page, indicating how your document will look when printed. Parts of MS Word Insertion Point - The insertion point is the blinking vertical line in your document. - It indicates where you can enter text on the page. -Blank document: When a new, document opens, the insertion point is located in the top left corner of the page. Parts of MS Word Manual placement: After a text has been entered, you can use the mouse to move the insertion point to a specific place in your document. Simply click the location in the text where you wish to place it. Parts of MS Word Editing Editing is the act of making alterations in the content of your document. Some features of editing are insert and delete, undelete, find and replace, cut/copy and paste, spelling checker, grammar checker, and thesaurus. Some of these commands are in the Edit pull-down menu and icons on the toolbar. Insert and Delete Inserting is the act of adding to the document. Simply place the cursor wherever you want to add text and start typing; the existing characters will be pushed along. If you want to write over (replace) text as you write, press the Insert key before typing. When you’re finished typing, press the Insert key again to exit Insert mode. Insert and Delete Deleting is the act of removing text, usually using the Delete key or the Backspace key. The Undo command allows you to change your mind and restore text that you have deleted. Some word processing programs offer as many as 100 layers of “undo,” so that users who delete several paragraphs of text, but then change their minds, can reinstate the material. Find and Replace The Find, or Search, command allows you to find any word, phrase, or number that exists in your document. The Replace command allows you to automatically replace it with something else.  Copy and Paste Text To copy and paste text: Copying text creates a duplicate of the text. 1. Select the text you wish to copy 2. Click the Copy command on the Home tab or right click the selected text and click Copy.  Copy and Paste Text 3. Place the insertion point where you wish the text to appear. NOTE: You can press 4.Click the Paste command on the Home Ctrl+C to copy, tab or right click and click paste. And Ctrl+V to paste 5.Then the copied text will appear.  Cut and Paste Text To cut and paste text: 1. Select the text you wish to cut. 2. Click the Cut command on the Home tab or right click the selected text and select cut.  Cut and Paste Text 3. Place your insertion point where you wish the text to appear. NOTE: You can press 4. Click the Paste command on the Ctrl+X to cut, Home tab or right click and select paste And Ctrl+V to paste and the text will appear. Spelling Checker Word processors have a spelling checker, which tests for incorrectly spelled words. As you type, the spelling checker indicates (perhaps with a squiggly line) words that aren’t in its dictionary and thus may be misspelled, as shown in Figure 2. Special add-on dictionaries are available for medical, engineering, and legal terms. Spelling Checker Grammar Checker A grammar checker highlights poor grammar, wordiness, incomplete sentences, and awkward phrases. The grammar checker won’t fix things automatically, but it will flag (perhaps with a different-color line) possible incorrect word usage and sentence structure, as shown in Figure 3. Spelling Checker Thesaurus If you find yourself stuck for the right word while you’re writing, you can call up an on-screen thesaurus, which will present you with the appropriate word or alternative words. Formatting Documents with the Help of Templates & Wizards In the context of word processing, formatting means determining the appearance of a document. You can always format your documents manually, but word processing programs provide a helpful device to speed the process up and make it more sophisticated. Formatting Documents with the Help of Templates & Wizards A template, called a wizard in older Office versions, is a preformatted document that provides basic tools for shaping a final document–the text, layout, and style for a letter, for example. Simply put, it is a style guide for documents. Formatting Documents with the Help of Templates & Wizards Aspects of Formatting FONT You can decide what font–typeface and type size–you wish to use. For instance, you can specify whether it should be Arial, Courier, or Freestyle Script. You can indicate whether the text should be, say, 10 points or 12 points in size and the headings should be 14 points or 16 points. (There are 72 points in an inch.) You can specify what parts should be underlined, italic, or boldface. Aspects of Formatting Spacing & Columns You can choose whether you want the lines to be singles-paced or double- spaced (or something else). You can specify whether you want to be one column (like this page), two columns (like many magazines and books), or several columns (like newspapers). Aspects of Formatting Margins & Justification You can indicate the dimensions of the margins–left, right, top, and bottom– around the text. You can specify the text justification– how the letters and words are spaced in each line. To justify means to align text evenly between left and right margins, as in most newspaper columns. To left-justify means to align text evenly on the left. Centering centers each text line in the available white space between the left and right margins. Aspects of Formatting Headers, Footers, & Page Numbers You can indicate headers or footers and include page numbers. A header is common text (such as a date or document name) printed at the top of every page. A footer is the same thing printed at the bottom of every page. If you want page numbers, you can determine what number to start with, among other things. Aspects of Formatting Other Formatting You an specify borders or other decorative lines, shading, tables, and footnotes. You can import graphics or drawings from files in other software programs, including clip art– collections of ready-made pictures and illustrations available online. Aspects of Formatting Default Settings Word processing programs come from the manufacturer with default settings. Default settings are the settings automatically used by a program unless the user specifies otherwise, thereby overriding them.  Lesson 3.2 Output Options and Saving Documents Most word processing software gives you several options for printing. For example, you can print several copies of a document. You can print individual pages or a range of pages You can even preview a document before printing it out.  Previewing (print previewing) means viewing a document on-screen to see what it will look like in printed form before it’s printed. Whole pages are displayed in reduced size. Thus, for example, a word processing program may automatically prepare a document single-spaced, left-justified, with 1-inch right and left margins, unless you alter these default settings. You can even preview a document before printing it out. Creating and Saving Documents  New Document To begin a new project in Word 1. Select the file tab. Backstage view will appear. 2. Select New, then click a template. Or Ctrl+N 3. A new, document will appear.  How to: Open an Existing Document 1. Navigate to Backstage view, then click Open. 2. Choose “Browse”  How to: Open an Existing Document 3. The Open dialog box appears. Locate and select your document, then click Open.  Saving Saving means storing, or preserving, a document as an electronic file permanently–on your hard disk or a flash drive, for example  Save and Save As In Word there are two says to save a file, SAVE and SAVE AS. SAVE is used when a document is open or edited to save what you are working on. SAVE AS is used to save the document to a location and change the name of the document. It is important to save your document whenever you start a new project or make changes to an existing one. Saving early and often can prevent you work from being lost. You will also need to pay close attention to where you save the document so it will be easy to find later.  To Save a Document 1. Locate and select the Save command on the Quick Access toolbar. 2. If you are saving the document for the first time Save As will appear in Backstage view. 3. You will then need to choose where to save the file and give it a file name. To Save a Document (Cont.) 4. The Save As dialog box will appear. Select the location where you wish to save the document. 5. Enter a file name for the document, then click Save. How To: Export Word to PDF 1. Click the File tab to access Backstage view. 2. Click Export, then select Create PDF/XPS.  How To: Export Word to PDF (Cont.) 3. The Save As dialog box will appear. Select the location where you wish to export the documents, enter a file name, then click Publish. How To: Export Word to PDF (Cont.) Or you can simply click: - “Save As”, - Change the “save as type” to PDF or any desired file type  Tracking Changes & Inserting Comments Word processing software allows editing changes to be tracked by highlighting them, underlining additions, and crossing out deletions. Each person working on the document can choose a different color so that you can tell who’s done what and when.  Tracking Changes & Inserting Comments And anyone can insert hidden questions or comments that become visible when you pass the mouse pointer over yellow-highlighted words or punctuation.  Tracking Changes & Inserting Comments And anyone can insert hidden questions or comments that become visible when you pass the mouse pointer over yellow-highlighted words or punctuation. Integrating Images and External Materials - Integrating or inserting pictures helps improves the presentation of your document. - The following are some of the external materials that can be embedded in the word document. These are located under the Illustrations group from Insert tab. Integrating Images and External Materials - Integrating or inserting pictures helps improves the presentation of your document. - The following are some of the external materials that can be embedded in the word document. These are located under the Illustrations group from Insert tab.  Image Placement The image placements commands can be found in Format>Wrap Text or Page Layout>Wrap Text - Or, you can also right- click the image  Image Placement In Line with Text – Usually used when the user wants to place the image at the beginning of the paragraph. Square - Allows the image inserted by the user to be put anywhere within the paragraph with the text going around the image in a square pattern similar to that of a frame.  Image Placement Tight - This setting can mostly be achieved when the user uses an image that supports transparency, such as.GIF or.PNG file Through - Allows an even tighter flow of text on the document, taking the picture contours and form. This setting can be best be achieved with a.GIF or.PNG type of image  Image Placement Top and Bottom - This setting moves the texts vertically to the top and/or bottom of the image so that the image occupies a whole line of text on its own Behind Text - This setting allows dragging and putting an image anywhere on the document along with all the texts floating in front of it. It makes the image look like a background.  Image Placement In Front of Text - This setting allows user to put an image right on top of the text, as if user dropped the image right on it. SHORTCUT KEYS SHORTCUT KEYS SHORTCUT KEYS SHORTCUT KEYS