Lec4-Introduction to Word processing - using MS Word (1).pdf

ICT 141 COMPUTING SKILLS FUNDAMENTALS I FACULTY OF SCIENCE Lecture 4: Introduction to Word Processing Computing Skills Fundamentals 1 Outline  Software  Word Processing  Microsoft Word  Microsoft Word Features ICT121 – 2017/18 2 Softwa...

ICT 141 COMPUTING SKILLS FUNDAMENTALS I FACULTY OF SCIENCE Lecture 4: Introduction to Word Processing Computing Skills Fundamentals 1 Outline  Software  Word Processing  Microsoft Word  Microsoft Word Features ICT121 – 2017/18 2 Software  Major categories ◦ System software  For managing and control of h/w components and allow for interaction between the h/w and s/w.  E.g.  Operating System  Utility software: Helps maintain and protect the computer system. E.g. anti-virus software & firewalls. ◦ Application software  Programs designed for performing specific end- user tasks. E.g. Ms Word ICT121 – 2017/18 3 Word processing  Involves using suitable software to create, edit, format, store, retrieve, and print text documents.  One of the most common PC activity  Word processor: ◦ an electronic device or application software, that performs … composition, editing, formatting, and sometimes printing of documents.  E.g.: letters, CV, reports, books, newsletters, etc.  Many word processors ◦ Examples  Microsoft Word, WordPerfect, AbiWord, etc ICT121 – 2017/18 4 Microsoft Office Word  Word processing software used with text and graphics to create, edit, and format documents.  One of the most commonly used word processors  Part of the Microsoft Office Suite  It features ribbons ◦ Tabs with commands ◦ Related commands have been grouped together tabs  E.g. File tab, Home tab, Page Layout tab, etc  Has a lot of useful word processing features. ICT121 – 2017/18 5 Quick Microsoft Word Window Access Title bar Toolbar Scroll bars Rulers Status bar Zoom slider Document View buttons 7 The Ribbon 7 The File Tab 7 Saving a Document Saving your work to a file ensures that any text, graphics, or other elements in your document, are written to a disk. A document can be saved in many formats. Some commonly used formats are:.DOC: is a document format used by Microsoft Word, while DOCX is its successor..pdf: widely used for distributing documents over the Internet..txt: save a document as an unformatted text file..htm or.html: save a Word document as a Web page. You can save a document by using any of the following options: Save As Save ICT121 – 2017/18 9 a) Writing and editing features  Text Insertion point ◦ cursor  Use usual keyboard characters for text entry  Other useful keys: ◦ Spacebar: space character ◦ Enter: NewLine character ◦ Backspace: Delete previous character ◦ Delete: Delete next character ICT121 – 2017/18 10 Some useful keyboard shortcut keys  For time-saving Key Effect on insertion point Home Beginning of current line End End of current line Pg Dn Moves to next page Pg Up Moves to previous page Left arrow Moves 1 character to the left Right arrow Moves 1 character to the left Down arrow Moves 1 line down Up arrow Moves 1 line up ICT121 – 2017/18 11 Relocating Text Office Clipboard—area of memory reserved to temporarily hold selections that have been cut or copied Cut—removes a selection from the original location and places it in the Office Clipboard. Press Ctrl + X Copy—duplicates a selection from the original location and places a copy in the Office Clipboard.Press Ctrl + C Paste—places a cut or copied selection into another location in a document. Press Ctrl + V b) Undo/Redo  Undo: Enables recovery from mistakes  Redo: for reversing undo ICT121 – 2017/18 13 c) Find/Replace ◦ For searching for specific words and even replacing them by new words. ICT121 – 2017/18 14  d) Spell /grammar checking ◦ Use Change, Ignore or Add To Dictionary ◦ WARNING: Be careful  Not smart enough! ◦ How does MS Word flag possible errors?  Grammar: green wavy line  Automatic spell checking: red wavy line e) Thesaurus ◦ For displaying synonyms & sometimes antonyms ◦ E.g. after: afterwards, next, later, before (Antonym) ICT121 – 2017/18 15 b) Formatting Features  Allows us to change document appearance  There are many formatting tools in Ms Word ◦ Mostly under Home, Insert & Page Layout menus a) Cover page: ◦ Under Insert tab ◦ Introduces the document & gives it a professional finish ◦ Many templates available in Ms Word ICT121 – 2017/18 16 Some useful formatting features b) Font type: ◦ Many font types available ◦ Most commonly used: Times New Roman & Arial c) Font sizes ◦ Text size in points e.g. 28 pt, 40 pt. ◦ Most commonly used sizes: 10pt and 12pt d) Typefaces ◦ Bold, Italics, Underlined, regular ◦ Used to highlight certain parts of text  Do not overuse ICT121 – 2017/18 17 e) Indentation Determines how part of a paragraph is distanced from the margin Decrease level Increase level f) Lists Bulleted list Numbered list ICT121 i. ICT121 ICT122 ii. ICT122 ICT121 – 2017/18 18 g) Text alignment Justified. Starts at the left margin and ends at the right margin. Spaces adjusted to enable this. Right justified This text is centred. Left justified (all lines start at the same horizontal distance from the left margin) ICT121 – 2017/18 19  Formatting a Paragraph Alignment—how the text is positioned relative to the margins. – Left alignment—text begins evenly at the left margin and ends in an uneven right edge – Right alignment—text is aligned at the right margin with a ragged left edge – Center alignment—positions text horizontally in the center of a line, with an equal distance from both the left and right margins – Justified alignment—text is spread evenly between the left and right margins h) Page Orientation ◦ By default, new documents are displayed in portrait ◦ But you can change between Portrait and Landscape ◦ Can also have both orientations in a document ◦ How: Insert a section break before and another after the affected page(s)  Then apply the preferred orientation i) Columns ◦ Can have multiple columns ICT121 – 2017/18 21 j) Headers and Footers ◦ Header: placed at the top of every page ◦ Footer: at the bottom of every page k) Page numbering ◦ MS Word can automatically insert page numbers  To ensure pages have correct page numbers ICT121 – 2017/18 22 l) Tables ◦ Under Insert tab ID Name Test 1 Test 2 201510349 Segale, K 84 76 201515342 Kgole, J 69 58 ◦ Select rows/columns ◦ Set/change height/width or use Autofit ICT121 – 2017/18 23 m) Wrap-around/word wrap ◦ MS Word automatically moves to the next line when a line of text is filled  Text is read just when margins change n) Paper size ◦ Usually A4 (in US it is US letter) o) Help is available. ICT121 – 2017/18 24 p) Drawings ◦ Under Insert tab ◦ Various options available: i. Shapes INPUT PROCESSING ii. ClipArt iii. WordArt (fancy text) ICT121 – 2017/18 25 q) Equation Editor ◦ For equations ◦ Under Insert tab r) Template ◦ A document that creates a copy of itself when opened (.dotx or.dotm). ◦ E.g. Business plan with predefined page layout, fonts, margins, styles, etc. ◦ Template can be protected e.g. a disclaimer ICT121 – 2017/18 26 s) Tracking changes ◦ For tracking changes when reviewing document ◦ To activate: Click Track Changes  Make changes: delete, insert, move, format, etc. ◦ (To deactivate: Click Track Changes again) ICT121 – 2017/18 24 ◦ You can also add comments to changes ◦ Adding a comment:  Place cursor where you want the comment  Click New Comment ◦ Deleting a comment  Right click on the comment  Then select Delete Comment ICT121 – 2017/18 28 ICT121 – 2017/18 t) Reviewing changes  Accept changes: document is modified to reflect new changes  Reject changes: document not updated ◦ For navigating through suggested changes ICT121 – 2017/18 30 Computing Skills Fundamentals 31