Introduction to Microsoft Office - CSC 111 Lecture 4a PDF

CSC 111 Lecture 4a INTRODUCTION TO MICROSOFT OFFICE 1  What Is Microsoft Word? Microsoft Word is a word processing software. Used for  writing letters,  writing applications,  writing documents etc. and create tables,  make hyper links to the...

CSC 111 Lecture 4a INTRODUCTION TO MICROSOFT OFFICE 1  What Is Microsoft Word? Microsoft Word is a word processing software. Used for  writing letters,  writing applications,  writing documents etc. and create tables,  make hyper links to the world wide web,  insert formatting (bullets, numbering etc.), pictures, micros and many more. 2  The Advantages of Word Processing over using a Type Writer 1.Editing: That if you make a mistake you can change it, You can print multiple copies, You can change the size, the color, the style and the alignment. 2. Formatting Font: You can format the font in many ways. Some of these include: Size Style Alignment Color Underline Bold and Italics 3.Search and Replace: Search and Replace is when you search for a word in a document and replace it with a better word. 3  Cont.. 4. Adding Graphics and Multimedia: In a word processor, you are able to add pictures, you can also add lines, shapes, sounds and movies to a word-processing document. 5. Spell Checker and Grammar Checker: The Spell Checker scans the document. Compares words with dictionary and then places a red line underneath the words that it does not understand and offers alternatives. Grammar Checker looks for errors in a document including misspellings, grammatical issues such as using wrong verb tense or not using active voice, punctuation mistakes, and problems with sentence structure 6. Standard Paragraphs: A standard paragraph is a ready typed paragraph which you can insert into a document. 4  OPENING 1. Click start button 2. All program / All apps 3. Microsoft Office / Word 4. Select program of your desire. NOTE 1. Click Means press left mouse button 2. Double click means press twice left mouse button 3. Right click means press right mouse 5 6  The file button Located at the upper left Corner below the Microsoft word button. Clicking on this button opens the “File menu” like will appear. 7  Quick Access Tool bar Located In the upper left corner – to the right of the Microsoft Word Button Contain several used button like  Save,  Undo,  Redo, and  A dropdown button with options like Print and Print Preview. 8 Quick access tool bar 9  Undo and Redo Commands To undo (or reverse) the last thing you did in a document, you can click the Undo button on the Quick Access Toolbar If you want to restore your original change, the Redo button reverses the action of the Undo button (or redoes the undo) New Perspectives on Microsoft Office Word 2007 10  The Title Bar The Title bar displays the title of the document on which you are currently working. Word names the first new document you open Document1. As you open additional new documents, Word names them sequentially. When you save your document, you assign the document a new name. 11 Title bar 12  Ribbons A ribbon is a command bar that organizes a program's features into a series of tabs at the top of a window. Ribbons stretch across the top of your application screen with features to assist you as you click the Ribbon Tabs Ribbons and tab are the same 13 MS Word Ribbon 14  Tabs Located Below the Quick Access Toolbar we see a series of Tabs/Ribbons. Like Home, Insert etc. Tabs are different for each application i.e. word, excel, Power Practical Task1. Point and Open these fourAccess applications and take a few minutes looking at each application’s Home Tab/Ribbon. Have you recognized any deference? 15  Groups The combination of related commands. Groups in Microsoft word home tab Each tab have different groups 16  Clipboard Group The first Group on the Word Home Tab click Right Down arrow to open Click x to close 17  Format Painter  It's on the bottom right of the Home tab, in the Clipboard group  it's a quick way of duplicating formatting from one section of text to another  To use the Format Painter, place the cursor in the text whose format you want to copy and then click the Format Painter button 18  Format Painter Cont..  If you have more than one place to paint your formatting, make sure you double- click the Format Painter to get it to stay on  Then select the text that you want to paint on the new format  To turn it off, you click the button again, or press ESC. 19  Font group A font is a set of printable or displayable text character s in a specific style and size. 20 Font group 21  Dialog Box Launcher  The arrow is called a Dialog Box Launcher.  Click the Dialog Box Launcher Button image to see more options for that particular group. 22 Hiding and showing ribbon  Double-click the active tab. The groups disappear, so that you have more room  Double-click the active tab to bring back the groups 23  Scroll Bar Used to scroll the page Up and Down or left and right. Horizontal Scroll bar: Scroll page Vertical left and right Scroll Bar Vertical scroll bar: Scroll page up and down Horizontal Scroll Bar 24  The Ruler  The ruler is found below the Ribbon.  If your ruler is not visible, follow the steps listed here: 1. Click the View tab to choose it. 2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon. 25  The Status Bar  The Status bar appears at the very bottom of your window  Provides such information as the current page and the number of words in your document  You can change what displays on the Status bar by right-clicking on the Status bar  Then selecting the options you want from the Customize Status Bar menu 26  The Status Bar cont..  You click a menu item to select it  You click it again to deselect it  A check mark next to an item means it is selected 27 28  The Text Area  Just below the ruler is a large area called the text area.  You type your document in the text area  The blinking vertical line in the upper-left corner of the text area is the cursor  It marks the insertion point  As you type, your text displays at the cursor location. 29 Displaying Nonprinting Characters Nonprinting characters are symbols that appear on the screen but are not visible on the printed page In the Paragraph group on the Home tab, click the Show/Hide ¶ button New Perspectives on Microsoft Office Word 2007 30  Understanding Document Views You can use the View buttons in the lower-right corner of the Word window to change the way your document is displayed New Perspectives on Microsoft Office Word 2007 31  Cont.. Web Layout – Web Layout view enables you to see your document as it would appear in a browser such as Internet Explorer. Print Layout – The Print Layout view shows the document as it will look when it is printed. Reading Layout – Reading Layout view formats your screen to make reading your document more comfortable. 32 Checking the Zoom Setting Zoom level controls the document’s on-screen magnification Setting the Zoom level to Page Width shows the entire width of the document on your screen New Perspectives on Microsoft Office Word 2007 33 Aligning Text The term alignment refers to the way a paragraph lines up horizontally between the margins New Perspectives on Microsoft Office Word 2007 34  Indenting a Paragraph When you indent a paragraph, you move the entire paragraph to the right – Indent markers show the paragraph’s current indent settings – In a Hanging indent, all lines except the first line of the paragraph are indented from the left margin – In a Right indent, all lines of the paragraph are indented from the right margin New Perspectives on Microsoft Office Word 2007 35  Indenting a Paragraph New Perspectives on Microsoft Office Word 2007 36  Using the Format Painter The Format Painter makes it easy to copy all the formatting features of one paragraph to other paragraphs Select the text whose formatting you want to copy If you are trying to copy the formatting of an entire paragraph, you can just click anywhere in the paragraph To copy formatting to one item, click the Format Painter button in the Clipboard group on the Home New Perspectives on Microsoft Office Word 2007 37 Using the Format Painter cont.. To copy formatting to multiple items, double-click the Format Painter button in the Clipboard group on the Home tab, Then select, one by one, each text item you want to format, or click anywhere in each paragraph you want to format When you are finished, click the Format Painter button again to deselect it 38  Using the Format Painter New Perspectives on Microsoft Office Word 2007 39 Adding Bullets and Numbers You can emphasize a list of items by adding a heavy dot, or bullet, before each item in the list – Much easier to read and follow than lists that do not have bullets New Perspectives on Microsoft Office Word 2007 40 Adding Bullets and Numbers New Perspectives on Microsoft Office Word 2007 41 Adding Bullets and Numbers 42 Emphasizing Text Using Bold and Italic You can emphasize text by formatting it with bold, underline, or italic These buttons, which are on the Home tab, are toggle buttons New Perspectives on Microsoft Office Word 2007 43 Helpful Keyboard Shortcuts For common tasks, such as applying bold and italics, it’s often faster to use a keyboard shortcut Bold selected text: Ctrl+B Italicize selected text: Ctrl+I Underline selected text: Ctrl+U Single-space lines within paragraph that currently contains the insertion point: Ctrl+1 New Perspectives on Microsoft Office Word 2007 44 Helpful Keyboard Shortcuts Double-space lines within paragraph that currently contains the insertion point: Ctrl+2 Select entire document: Ctrl+A Cut selected text: Ctrl+X Copy selected text to Clipboard: Ctrl+C Paste most recently copied item at location of insertion point: Ctrl+V Undo your most recent action: Ctrl+Z New Perspectives on Microsoft Office Word 2007 45 Working with Fonts The document theme controls the variety of fonts, colors, and other visual effects available to you as you format a document To apply a font, select the text you want to format, then in the Font group on the Home tab, click the Font arrow, and click the font you want New Perspectives on Microsoft Office Word 2007 46  Working with Fonts New Perspectives on Microsoft Office Word 2007 47  Formatting Headings with Quick Styles New Perspectives on Microsoft Office Word 2007 48  Formatting headings with quick styles Quick styles allow you to apply an entire set of formatting choices With one click paragraph-level formatting (formats an entire paragraph) character-level formatting (formats only a few characters or words) 49 Previewing and Printing the Document Click the Office Button , point to Print, and then click Print Preview From the Print Preview window, you can set the Zoom, check the print settings, and Print the document Click the Close Print Preview button to return to Print Layout view New Perspectives on Microsoft Office Word 2007 50  Save and save as Save As: Allows you to change either or all of the attributes – file storage path, its name and type anytime.It save something with a new identity. Identity can be name, location, file type. Save:Simply saves your work by updating the last saved version of the file to match the current version you see on your screen. 51  How to save 1.Click the File button. A menu appears. 2.Click Save. The Save As dialog box appears, if you are saving your document for the first time. 52 Save as 53 1. Use the Address bar to locate the folder in which you want to save your file. 2. Name your file by typing name in the File Name box. 3. Click Save. 54  SAVE AS 1. Click the File button, and then click Save As. 2. Keyboard shortcut To open the In the File name box, enter a new name for the file. 3. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Web Page (.htm or.html), or Comma Delimited (.csv). 55