Keyboarding and Document Processing Guide PDF

SAMUEL CHRISTIAN COLLEGE OF GENERAL TRIAS, INC. KEYBOARDING AND DOCUMENT PROCESSING I'm Jonathan Patterson Licensed Real Estate Agent Lorem ipsum dolor sit amet, consectetur adipiscing elit. Donec quis erat et quam iaculis faucibus at sit amet nibh. Vestibulum dignissim lectus in ligula rhoncus,...

SAMUEL CHRISTIAN COLLEGE OF GENERAL TRIAS, INC. KEYBOARDING AND DOCUMENT PROCESSING I'm Jonathan Patterson Licensed Real Estate Agent Lorem ipsum dolor sit amet, consectetur adipiscing elit. Donec quis erat et quam iaculis faucibus at sit amet nibh. Vestibulum dignissim lectus in ligula rhoncus, et bibendum risus dictum. Pellentesque condimentum arcu id dapibus tempor. Pellentesque venenatis nec magna nec finibus. 02–15  ENVELOPE Envelopes may be typed individually or inserted automatically into a letter via Word's envelope feature. In this lesson, you will create standard No. 10 business envelopes. ENVELOPE Select the lines of the inside address first; then use the Envelope feature to add the envelope to the document. To Insert a No. 10 Envelope 1. From the Mailings tab, Create group, click the Envelopes button-wait a few seconds for the dialog box to appear. ENVELOPE Select the lines of the inside address first; then use the Envelope feature to add the envelope to the document. To Insert a No. 10 Envelope 2. Note that the Envelopes and Labels dialog box opens with the Envelopes tab active; the Delivery address box should display the inside address automatically—edit the address if necessary. ENVELOPE Select the lines of the inside address first; then use the Envelope feature to add the envelope to the document. To Insert a No. 10 Envelope 3. Type a return address; or if your envelope has a printed return address,delete information in the Return address box; or check Omit above the Return address box. ENVELOPE Select the lines of the inside address first; then use the Envelope feature to add the envelope to the document. To Insert a No. 10 Envelope 4. Click Add to Document to save the envelope with the document.Or: Insert an envelope in the correct position into your printer, and click Print-the Envelopes and Labels dialog box closes automatically and the envelope should print; the envelope will not be saved with the document. ENVELOPE To Insert a No. 10 Envelope 5. Note that the Envelopes and Labels dialog box closes automatically, and the envelope is inserted above the letter. VIEW GRIDLINES Word's label feature automatically opens a selected label product with a table structure customized to that label. Because labels don't generally include borders, use View Gridlines to display gridlines around the cell boundaries. VIEW GRIDLINES To View Tab Gridlines 1. From the Home tab, Paragraph group, click the list arrow next to the Borders button. 2. From the drop-down menu, click View Gridlines. Or: Click inside an existing table structure. The on- demand Table Tools tab appears on the ribbon with on-demand Design and Layout tabs below it. Click the Layout tab. From the Table group, click View Gridlines. Or: From the Design tab, Borders group, click the list arrow below the Borders button; click View Gridlines. LABELS Labels can be affixed to blank envelopes in place of a typed return address or delivery address. It is more convenient to print a page of labels and affix them to an envelope than it is to adjust your printer and insert envelopes.You can create a single label, a full page of labels with the same address,or a full page of labels with different addresses. LABELS To Print a Single Label 1. Open a new Word file; from the Mailings tab, Create group, click the Labels button. LABELS To Print a Single Label 2. Type the mailing address in the Address box; clear the check box for Use return address, if necessary; click Single label. LABELS To Print a Single Label 3. Click the Options button to open the Label Options dialog box. LABELS To Print a Single Label 4. Under Label vendors, click Avery US Letter (or the desired vendor). LABELS To Print a Single Label 5. Under Product number, click 5160 (or the desired product number click OK, Print. LABELS To print a full page of the same label: 1. Follow all the steps in the previous section except in step 2, click Full page of the same label. 2. For the final step, click New Document, and print the document. LABELS To create a page of labels with different information on each label: 1. Follow all the steps in the previous section except delete any text in the Address box. 2. For the final step, click New Document, and print the document. 3. Type different label information in each cell of the table as desired. WIDOW/ORPHAN CONTROL As you type, Word automatically starts a new page when the text on the current page approaches the bottom margin. This page break changes as text is added and deleted. Some automatic page breaks are not desirable. A one-liner orphan is a single line at the bottom of a page. A one- liner widow is a single line of a paragraph at the top of a page. WIDOW/ORPHAN CONTROL To verify Widow/Orphan control and to fix one-liners: 1. From the Home tab, Paragraph group, click the Dialog Box Launcher. 2. From the Paragraph dialog box, Line and Page Breaks tab, under Pagination, verify that Widow/Orphan control is checked; click OK. WIDOW/ORPHAN CONTROL To verify Widow/Orphan control and to fix one-liners: 3. Turn on Show/Hide Formatting so that you can see formatting symbols. 4. Select the lines you wish to keep together. In this example, select the heading at the bottom of the first page through the first line of the paragraph that follows it. WIDOW/ORPHAN CONTROL To verify Widow/Orphan control and to fix one-liners: 5. From the Home tab, Paragraph group, click the Dialog Box Launcher. 6. From the Paragraph dialog box, click the Line and Page Breaks tab. 7. Under Pagination, check Keep with next; click OK. WIDOW/ORPHAN CONTROL To verify Widow/Orphan control and to fix one-liners: 8. Note that the selected lines remain together and appear at the top of page 2. 9. Note that square bullets (nonprinting formatting marks) appear next to the selected lines as a visual cue that these lines have been formatted to remain together on the same page. WIDOW/ORPHAN CONTROL To release Widow/Orphan control on selected lines: 1. Turn on Show/Hide Formatting to see the formatting symbols. 2. Look for lines with the square bullet formatting marks, and select the lines you wish to release. 3. From the Home tab, Paragraph group, click the Dialog Box Launcher. WIDOW/ORPHAN CONTROL To release Widow/Orphan control on selected lines: 4. From the Paragraph dialog box, click the Line and Page Breaks tab. 5. Under Pagination, uncheck Keep with next; click OK.  LINE SPACING In academic reports, set line spacing to double to add an extra blank line between typed lines within a paragraph. If a document is double spaced, any inserted tables will also be double spaced. Line spacing for the inserted table must be manually changed to single. LINE SPACING If you change line spacing at the beginning of a document, all paragraphs typed from that point forward adopt the new spacing. If you change the line spacing later in the document, only paragraphs from that point forward adopt the new line spacing; if you select an existing paragraph or table and change line spacing, only the line spacing for that selection is changed. CLIPBOARD The Office Clipboard stores text and graphics that you copy or cut from anywhere, and it lets you paste the stored items into any other Office file. CLIPBOARD To display the Clipboard in the left pane: 1. From the Home tab, in the Clipboard group, click the Dialog Box Launcher. 2. Click any item under Click an item to paste, to paste it in your document at the insertion point. 3. Click the Options button at the bottom of the pane to select any desired options for displaying the  PASTE The past option list is context- sensitive - choice change depending on the circumstances PASTE Keep Source Formatting - Pasted text will appear as it did in the source Merge Formatting - Pasted text will match the text that surrounds it. Use Destination Styles - Pasted text will change itself to match of the surrounding text in the destination. Use Destination Theme - Pasted item will adopt the destination theme attribute (fonts, color, etc.) for that theme Keep Text Only - All formatting (bullets, numbers, italics, bolding, indents, pictures, and so forth) will be removed from the pasted text; the pasted text will change itself to match the formatting of the surrounding text in the destination. PASTE Continue List - The pasted list item is merged with the existing list and automatically numbered. New List - The pasted list item becomes the last item on the list, but numbering is restarted. TABLE - INSERT Vertical columns in tables are identified by a letter (Column A, for example). Horizontal rows are identified by a number (Row 1, for example). A table cell is identified by the intersection of column letter and row number (Cell A1, for example). TABLE - INSERT To insert a table: 1. Position the insertion point where you want the table to start. 2. From the Insert tab, Tables group, click the Insert Table button; then drag to create a table with the desired number of columns and rows TABLE - INSERT To insert a table: Or: From the Insert tab, Tables group, click the Table button, Insert Table. The Insert Table dialog box appears; make the desired choices for the number of rows and columns, and click OK. 3. Turn on Show/Hide ¶; note that the insertion point is in Cell A1, the Table Move handle appears above Cell A1, and table end-of-cell markers appear at the beginning of each cell and outside the last cell in any row. (These table formatting codes will be important in later lessons.) TABLE - INSERT To insert a table: 4. Type text inside the cell as desired. Note that cells expand automatically to accommodate longer text. TABLE - DELETE To select and delete a table: 1. Point to the table until the Table Move handle (4-headed arrow) appears on the top left of the table; click it to select the table-- you can also select from the Table Tools, Layout tab, Table group, Select button, Select Table; press CTRL+X. Or: Click inside the table; from the Table Tools, Layout tab, Rows & Columns group, Delete button, click Delete Table. TABLE - AUTOFIT TO CONTENTS To resize the width of table columns automatically using AutoFit to Contents: 1. Select the table. 2. From Table Tools, Layout tab, Cell Size group, click the list arrow under AutoFit, and click AutoFit Contents. Or: Select the table; right-click any table cell; click AutoFit, AutoFit to Contents. 3. Note that the table has been resized to accommodate the longest words in each column TABLE - MERGE CELL Table titles and subtitles are typed in the first row of a table in which all cells have been merged to form one continuous cell. Type the title centered, in bold, all-caps, 14-pt. font. Any subtitle is typed on the line below the title centered in bold, upper and lowercase, 12-pt. font. Press ENTER 1 time below the subtitle (or below the title if no subtitle is used) to insert 1 blank line. TABLE - MERGE CELL To select table elements using the mouse and keyboard: 1. Follow all the steps in the previous section except in step 2, click Full page of the same label. 2. For the final step, click New Document, and print the document. TABLE - MERGE CELL To select table elements using the mouse and keyboard: 1. Follow all the steps in the previous section except in step 2, click Full page of the same label. 2. For the final step, click New Document, and print the document. TABLE - MERGE CELL To select table elements using the mouse and keyboard: 1. Follow all the steps in the previous section except in step 2, click Full page of the same label. 2. For the final step, click New Document, and print the document. TABLE - MERGE CELL To select table elements using the mouse and keyboard: 1. Follow all the steps in the previous section except in step 2, click Full page of the same label. 2. For the final step, click New Document, and print the document. TABLE - BORDERS Borders are the lines that surround all cells in a table. When a new table is inserted, Word applies borders to all cells by default to create a boxed table. To create an open table, remove all the borders from the table. TAB SET - RULER TAB By default, you may press TAB to indent your text but you may also press the shortcut key CTRL +M. TAB SET - RULER TAB To set custom tabs using the Ruler: 1. Display the Ruler. (Hint: From the View tab, Show group, check Ruler.) 2. Position the insertion point on the line where you want the new tab to start, or select the entire document to set tabs throughout, or select the desired paragraph(s) where you want to change the tabs. TAB SET - RULER TAB To set custom tabs using the Ruler: 3. Click the Tab Selector button to the left of the horizontal ruler repeat- edly until the desired tab marker is displayed. 4. On the horizontal ruler, click where you want the new tab to appear; drag it left or right as needed. TAB SET - RULER TAB To set a tab to position the date, complimentary closing, and writer's identification in a modified-block style letter: 1. Click on the Tab Selector button until the Left Tab marker appears. 2. Click on the horizontal ruler at 3.25". TAB SET - RULER TAB To set a tab to position the date, complimentary closing, and writer's identification in a modified-block style letter: 3. Click immediately in front of the date in the letter, and press TAB 1 time to begin the date at the 3.25" tab. 4. Click in front of the complimentary closing and writer's identification lines, and press TAB 1 time to begin these lines at the 3.25" tab. MARGINS represents the blank space between the edge of the paper and the typed text on all sides of document FOOTNOTE are notes placed at the bottom of the page in a piece of academic writing and indicated in the text FOOTNOTE To insert footnote: 1. Click directly after the character where you want the sequential super- script footnote number to appear. Do not insert a space between the last character in the text and the footnote number. FOOTNOTE To insert footnote: 2. From the References tab, in the Footnotes group, click the Insert Footnote button. Or on the keyboard, press CTRL+ALT+F. 3. Note that a footnote superscript number appears automatically in the document body, the insertion point moves to the bottom of the page, and a divider line and sequential footnote number appear at the bottom of the page. FOOTNOTE To insert footnote: 4. Type the footnote entry at the bottom of the page where the insertion point appears do not add or remove any spaces after the superscript. (This illustration depicts a split screen for this document.) FOOTNOTE To insert footnote: 5. When you finish typing the footnote, do not press ENTER; instead, click back inside the main text and continue typing. 6. Repeat these steps for additional footnotes. Word will automatically adjust footnote numbers when entries are added or deleted.  HYPERLINK hyperlink is a linked object (usually text or a picture) you click on to jump from one place to another (either within a document or perhaps to an external Web page). Hyperlinked text is underlined, and the mouse pointer displays a hand icon when you point to the hyperlinked element. TABLE - MERGE CELL Table titles and subtitles are typed in the first row of a table in which all cells have been merged to form one continuous cell. Type the title centered, in bold, all-caps, 14-pt. font. Any subtitle is typed on the line below the title centered in bold, upper and lowercase, 12-pt. font. Press ENTER 1 time below the subtitle (or below the title if no subtitle is used) to insert 1 blank line.