WORDPROCESSING, PRESENTATION AND WEB ... - INFOTECH …



?WORDPROCESSING, PRESENTATION AND WEB PAGE DESIGN WORDPROCESSING1. Select appropriate editing features in the preparation of a documentBasic Operations Performed using a Word processorThe following are the?key operations?that we can perform in?MS Word:Create a documentSave a documentEdit a documentFormat a documentPrint a documentCreating a Document:We can create a document by performing the following steps:You start your word processor, namely Microsoft Word. With your blank document opened, type a sentence such as "I will master Information Technology".?By typing sentences, you are actually creating a document!Save a DocumentYou can save your document by using the keyboard combination CTRL+S, or by pressing the Office Button and selecting Save or Save As.You should save your document every few minutes while you are typing and formatting your documentEditing the Document:You can use a word processor (such as Microsoft Word, WordPerfect, or WordPad) to?type many documents such as a text book, a novel, an article, an assignment or a report. However, you need to be able to use certain keys and options to effectively create your document.These documents are created from:Words?ThisLines?This is an example of a line of textSentences?This is an example of a sentence, which can be more than one lineParagraphs?This is an example of a paragraph. It is made up of more than one sentence and can take more than one line. Usually, paragraphs are three or more sentences.?When you start to type text, there are some basic features that you can use to:save time typing your document, andmake editing text easier and more flexibleEditing a document involves selecting the text, moving and copying the text and deleting either the selected text or the entire text in the document window.Inserting and Deleting?TextAllows easy insertion of letters, spaces, lines, paragraphs, or pages anywhere in a documentYou can also erase those letters, spaces, lines, paragraphs, or pages using specific keys or icons.The Delete key?is used to delete text to the right of the cursor.The Backspace key is used to delete text to the left of the cursorMoving the CursorMove the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document:Move ActionKeystrokeBeginning of the lineHOMEEnd of the lineENDTop of the documentCTRL+HOMEEnd of the documentCTRL+END?Selecting TextBefore you can move or edit your text, most of the time you need to highlight it first. You select text by dragging the mouse over the desired text while holding down the left mouse button, or hold down the?SHIFT?key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text:SelectionExplanationWhole worddouble-click within the wordWhole paragraphtriple-click within the paragraphSeveral words or linesdrag the mouse over the words, or hold down?SHIFT?while using the arrow keysEntire documentchoose?Editing | Select | Select All?from the Ribbon, or press?CTRL+ATo remove highlighted text, you can click anywhere outside of the selection of highlighted text or press an arrow key on the keyboard.Move or copy text?If you have typed some words that can be placed in another location on your page, then a word processor gives you the ability to?copy, or?'cut' (delete) the text, and paste (insert) it elsewhere. Pasting text allows you place the text in several places if you wish.?Moving the text around your document can be achieved by selecting and then cutting (CTRL+X) the selected text from its original location; then pasting it (CTRL+V) at some new location in the document window. Another option is to drag the selected text to the new location in the document.To cut the selected text, you can:select the?Cut option?(or CTRL+X) from the menu,Select the?Cut option?from the option box when you?right-click on the selected text.Select the?Edit Cut icon?on the menu.To delete text, you can select your text by highlighting it using your left mouse button, and?press the?Delete key.We can also delete either the selected text or the entire text of the document window.?Search and ReplaceYou can find words or phrases and replace or change them all at once. You can also replace text by using the Insert key on your keyboard. When you tap this Insert Key, it allows you to type over or replace text to the right as you type. You can stop the 'type-over' option by tapping the Insert key again.???Formatting the Document:Formatting a document usually means changing the layout and the design of the?text?in the document to make it presentable, easily readable or according to requirements (e.g. for publication).Some of the options available to format a document include:Various Font styles and Font sizesParagraphBullets?and?NumberingTables and Columns?Printing the Document:During or after creating, editing, formatting and saving a document, we can print a copy of the document.Sometimes, before printing a?document, you may want to view your document using?a feature called?Print Preview, which gives you an idea of exactly how the document will appear after?printing. This feature also gives you an opportunity to make any updates and changes before actually printing the document.2. Describe commonly available featuresPage NumberingIn Microsoft Word you can add page numbers to any document.1. Select the?Insert?Tab.2. Click?Page Number3. Select the appropriate option to choose the?page number?format you want4. Select the appropriate number style and see the numbering placed in your document.?Choose the Page Numbering ? ? ? ? ? ? ? ??? ? ? ? ? ? ? ? ? ?? ? ? ?? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?Choose the options ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?Text AlignmentThere are some times that you need to place some of your text to the left, centre, right or spaced between the left and right margins. This is called aligning text. You can align a word, sentence, paragraph or page of text.1. Select the paragraph or paragraphs you would like to align.2. From the Home ribbon click the?"justify"?tab from the Paragraph tab.3. Word will automatically justify your selection so that it is close to the left margin, centered between the margins, close to the right margin, or fully aligned between the left and right margin.?MarginsMicrosoft Word 2007 makes it easy to set your margins all at once:Click the Page Layout tab.Click the Margins tool in the Page Setup groupYou can select the margin of choiceORClick Custom Margins.Change your right and left margins to one inch.Click the Default button.Click Yes.? ? ? ? ? ? ? ??? ? ? ? ? ? ? ? ? Select your margin of choice ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?you can also make default margins (lower left)?All new Word documents will have one-inch margins. To temporarily change the margins with in a document to one of the other options, such as, two-inch left and right margins, then:In the ribbon, click the Page Layout tab.Click the Margins tool in the Page Setup group.Click Wide.The left and right margins for the current document will adjust to two inches.TabsTo open the Tabs window:Tabs allow you to space out your text in a neat manner.????Left Tab StopText jumps to the tab stop and stops at the left side of the tab??Center Tab StopText jumps to the tab stop and then stops centered on this tab?Right Tab StopText jumps to the tab stop and then stops on the right side of the tab?Decimal Tab StopText jumps to the tab stop and then stops to the right of the tab stop to line up with the decimal point?Bar Tab StopThis tab does not affect the flow of the text, but allows you to place?a vertical line where this tab is located.?Page BreaksA page break is a point where you wish you ?separate your text on one page and push the rest of text to the next page. ?When you create a page break, nothing else can be typed on that page. You can create a page break after one word or line of text, or even five lines or 50 lines of text. Page breaks are useful if you only want certain amount of text, like a heading or statement on that page by itself. You do not want other text getting on that page.Click on the location in your document where you want to create a page breakGo to the?Insert Tab?in the ribbon.?Under the?Pages?options group, locate and click the?Page Break?button.??Font Type and SizeFonts can be used to place emphasize or draw attention to your text in a document. Titles and headings can use a larger font to get attention while footnotes are usually in a smaller font.Text in your document may typically be in?Times New Roman?with size 12.?Other font types are:Comic SansCourier?Ariel?????You can easily increase or decrease the font size of your text as illustrated below:Word wrapWord wrap is a useful feature in your word processor that allows text to flow to the next line as you type a paragraph. This is different from typing a heading with one or two words where you would press the ENTER key to separate the heading from the rest of the text on the document.?Default SettingsDefault settings are a standard set of features whenever you open a word document. SO for example, each time you have a new word document, it may be a letter size document with single spacing, Times New Roman 12 point font with margins of one inch top, bottom, left and right.As you prepare different document, you may want to change one or more default settings.?3. Select appropriate formatting features for the preparation of a documentChange Paragraph AlignmentThe paragraph alignment allows you to set how you want text to appear.? To change the alignment:Click the?Home TabChoose the appropriate button for alignment on the?Paragraph?Group.AlignmentExplanationAlign LeftPlaces the text to the left marginCenterCenters the text within the left and right margins?Align RightPlaces the text to the right margin?JustifyAligns the text to fit the left and right margin???Indent ParagraphsTo indent paragraphs, you can do the following:Click the?Indent?buttons to push text to the right by half inch.?Click the Indent?button repeated times to increase the size of the indent.?Click the dialog box of the?Paragraph?GroupClick the?Indents and Spacing?TabHere you can change your line spacing to single, double or other spacing options.?Create a Page BreakTo insert a page break:Click the?Page Layout?Tab on the RibbonOn the?Page Setup?Group, click the?Breaks Drop Down MenuClick?Page Break4. Use headers, footers, footnotes and endnotes appropriatelyFootnotes and EndnotesFootnotes and Endnotes are used in the documents to provide references to the source documents for the document text, to provide more detailed explanations and definitions that might otherwise distract the reader if left in the main body of the?document.?The two parts to each footnote or endnote are the reference mark—a number, character, or combination of characters appearing in the body of the document—and the note text. You may automatically number the marks or create your own custom marks. If you use the automatic numbering,?Word?renumbers the note reference marks if you add, delete, or move notes. The note can be of any length and format, and you can format?the line that separates the notes from the body of the document.To view the note text, rest the mouse pointer on the note reference mark. The note text appears in a popup box above the mark.?Double-click?the note reference mark to display the note text in a note pane at the bottom of the screen. If you are using?Print Layout?view,?footnotes?display at the bottom of the?page, endnotes?at the end of the document.Add a Footnote or Endnote:Place cursor where you want the note reference mark to appearChoose the?Reference menu?and select Insert?Footnote. The Footnote?dialog box?appears.Select?Footnote?or?Endnote.Under Numbering, select?AutoNumber?or?Custom Mark. If you choose Custom Mark, insert the symbol or symbols for the reference mark or choose Symbol to open the?Symbol?dialog box. Choose a font, click the symbol you want to use, and then click OK.Choose OK to close the Footnote and?Endnote dialog box.Type the note text in the footnote pane. Apply formatting as desired or, better yet, reformat the?Footnote text style?(which automatically appears in the Style list when you insert your first footnote).Choose Close to close the footnote pane or click in the document to continue typing.Headers and FootersWhere are they located?A header is located at the top of a document, while footer is located at the bottom of a document.Insert a Header and/or Footer in your documentTo insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:Click the?Insert?Tab on the RibbonClick?Header or FooterChoose a styleIThe?Header/Footer Design?Tab will display on the RibbonChoose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer?Combining DocumentsThere are many ways in which you can combine two or more documents, but we shall explain two of them here:Method 1You can select the text in one documentCopy the text (CTRL and C, or use the COPY icon)Go to the other document and select PASTE (or CTRL and V)?Method 2To add multiple documents:Start Word so that you have a blank document?Select the "Insert" tab at the top of the word screen?Select the "Object" arrow, so that a list of options scroll down.Select the "Text from File" option.Select the files that you want to combine. You can hold down the CTRL key and click on the various word files that you need.Click on Insert at the bottomYou word documents are now added one below the other in one documentYou can view the sequence below:6. Perform block operationsTyping and inserting TextTo enter text in a document, just start typing using the keyboard. The text will appear where the blinking cursor is located.?Inserting Additional TextText can be inserted in a document at any point using any of the following methods:Type Text: ?Move the cursor to the location where you want to enter the text and start to type it thereCopy and Paste Text:? Highlight the text you wish to copy and right click and click?Copy, put your cursor where you want the text in the document and right click and click?Paste.Cut and Paste Text:? Highlight the text you wish to copy and right click and click?Cut, put your cursor where you want the text in the document and right click and click?Paste.Drag Text:? Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.You will notice that you can also use the Clipboard group on the Ribbon.??Rearranging Blocks of TextTo rearrange text within a document, you can:Move text: ?Cut and Paste or Drag as shown aboveCopy Text:? Copy and Paste as above or use the Clipboard group on the RibbonPaste Text:? Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink??Deleting Blocks of TextWith the block of data selected, you can use the?BACKSPACE?and?DELETE?keys on the keyboard to delete the text.Note the difference between Backspace and Delete:Backspace will delete text to the left of the cursorDelete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the?DELETE?key.?Undo ChangesTo undo changes:Click the?Undo Button?on the Quick Access Toolbar??Use columns and tables appropriatelyCOLUMNS?? ? ? ? ? ? ? Article with two columns ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ??Article with three column? ? ? ? ? ? ? ? ? ? ? ? ??? ? ? ? ?COLUMNS are usually used for easy reading in magazines or newspapers.?The information flows from the first column on the left side of?the page down to the bottom of the page and continues at the top of the next column to the right and down that column. Sometimes, there are thee, four or?more?columns on a page???:To insert columns in a word documentIF?you have text in your document that you would like to place in column, first select that text.Go to the?"Page Layout"?tab on the toolbar ribbon.In the 'Page Setup' group, select the 'Columns' option.Choose the number of columns you wish to haveYour selected text will be placed in columns, or the text you type will be kept in the column format??TablesSometimes you want to arrange your data in a different way from the usual paragraph. Let us see how?Tables?can be used creatively.??Creating a TableFirst place the cursor on the location where you want the table to be locatedClick the?Insert?Tab of the RibbonClick the?Tables?Button on the Tables Group.? You can create a table one of four ways:Drag the squares to select the number of?row?and?columns?that you want for your tableSelect?Insert Table?and enter the number of rows and columnsSelect the?Draw Table, and again enter the rows and columnsSelect?Quick Tables?and choose a suitable table???Enter Data in a TableYou can type data in each cell by selecting the cell and then typing your information.Modify the Table Structure?To?modify?the structure of a table:Click the table and notice that you have two new tabs on the Ribbon:??Design and Layout.? These pertain to the table design and layout.?On the Design Tab, you can choose various borders or different styles for your table.Format (Layout) a TableTo?format?a table, click the table and then click the?Layout?Tab on the Ribbon.? This tab allows you to do much more than the Design tab.Here you can insert or delete rows and/or columns, merge cells into one cell, and even split a cell into more than one row or column.??????8. Apply appropriate character formatting features?Character formatting featuresBOLD,?italics, and?underline:?Here is a video that illustrates how to apply some of the formatting features such as?BOLD,?italics, and?underline:???Superscript and Subscript?Use search and replace functions appropriatelyFind and ReplaceThis feature allows you to?search through lengthy documents for a particular word, phrase, or character string. It gives you the option to selectively or automatically replace the text in the document with another word or phrase.?It is easier to use CTRL+F to find a word or phrase or CTRL+H to search for and replace a word?10. Use mail-merge facilitiesMail MergeThe concept of mail merge is to allow you to send a personalised document such as a letter or invitation or even pay slip to different people with their unique information. The?main or primary document?contains the general information while the?secondary document or data source?contains the specific information of the people that will make each letter unique for that person. So, just as you would write in the name of the person you would like to invite to a party on the invitation, the mail merge feature would insert each person's name on each invitation I the location you specify.You can use mail merge to send emails as well!So here are some steps to perform a mail merge:Select the?Mailings?tab at the top of the Word ribbonSelect the?Start Mail Merge?optionChoose?Step by Step Mail Merge Wizard ? ? ? ? ? ? ? ?Choose a?document type.?Here you have a choice such as a letter envelope or label.?Select your?data source.?This is the unique data that you want to merge into your document. You can have this data typed in a table or in an excel sheet or from your Outlook contacts or you can choose to type it in if you have not yet created this information (you would then select?Type a New List?to begin your new list of dataSearch for this list if you have it savedYou can choose to merge all of the data or you can choose specific rows of data for say certain people that you want to include. You select certain rows by checking or un-checking a box next to the row.Then, you insert the fields for the data in the appropriate locations ???This is an example of a data source with the records.Some of these fields will be mergedwith the main document?????? ................
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