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Supporting students using Word


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Tips for supporting SEN students using Microsoft Word. Make best use of Word features for visually impaired and physically challenged users and minimise distractions for those with attention difficulties. Improve the readability of worksheets and help students with file management.

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Supporting students using Word

  1. 1. Zooming inWord
  2. 2. Minimise the ribbonFor distraction free working:•Remove the rulers•Minimise the ribbon•Customise the quick access toolbar•Use F11 to toggle full screen mode
  3. 3. Text-to-speechText to speech can make a real difference for those with visual impairments, dyslexia and any otherreading difficulties, making it easier to read digital resources as well as to edit their own writing. Office 2010 Office 2010 On aaMac On Mac Use these commands to add a speech icon to your toolbar: On a Mac, you can switch text to speech on by File>options >quick access toolbar> commands not going to: in ribbon> speak>add>ok. System Preferences (the black apple top left) Once activated, you get a speech bubble icon at the >system>speech>text to speech>speak top of the screen and you can click to have your selected text when the key is pressed> set highlighted text read back to you. key>OK. Here’s a how-to video: Then you can highlight any text in a document or on the web and press your chosen shortcut. The default voice is Alex, but there are quite a few different voices to choose from.
  4. 4. Text-to-speech on the web Chrome Chrome Firefox FirefoxChrome Speak can read aloud any selected An add-on which gives Firefox the power ofpiece of text within the browser. Once you speech. Select text, right click and yourhave installed the extension you simply text is read aloud. You can even downloadhighlight the text and right click to ‘read the what you just heard as an mp3 file. Rightselected text’ and then right click again to click on download mp3 link, select savestop. Chrome uses the default voice available link as, select a location on your computerwith the system, but you can add more to your and it downloads the mp3 audio file. Use itoperating system and select them from the to help with simple word pronunciations, toOptions under Chrome Speak. You can use listen and read along, or to save and listenthe sliders to fine-tune the voice quality and away from the computer.control the rate, pitch and volume of thespeech.
  5. 5. Add soundA voice note allows you to record your voice on a document to help students with comprehension orreading difficulties. Students could be taught to use this feature to answer questions orally. In Word 2007: Add the ‘add voice’ In Word 2007: Add the ‘add voice’ button to the quick access toolbar. button to the quick access toolbar.
  6. 6. Selecting TextSelecting text options:The techniques below are more efficient than dragging to highlight selections in order to change thefont, size, or style.Highlight the entire document: Press the Control key + A. OR Triple click in the left margin when thecursor is pointing to the right.Highlight a word: Double click in the word.Highlight a sentence: Hold the control key and click in the sentence.Highlight a paragraph: Triple click in the paragraph.Highlight a specific section: Click in front of the first word to be highlighted. Then hold down the Shift keyand click at the end of the desired section.Highlight a line: Click once in the margin to the left of the line.
  7. 7. Setting style in WordSet an easy to read style as Set an easy to read style asthe Default on the Home tab the Default on the Home tab
  8. 8. Auto TextAutoTextAutoText can store complete paragraphs orinformation that is typed often, reducing thenumber of keystrokes needed.Go to:Insert>Quick Parts>AutoText
  9. 9. ShortcutsKeyboard shortcuts Keyboard shortcutsfor speed, motor for speed, motordisabilities or visual disabilities or visualimpairments impairments
  10. 10. Spelling and grammarReview ribbon Review ribbonRed underline - Misspelled wordGreen underline ‐ Grammar errorBlue underline ‐ Contextual Spelling error (word used in the wrong context.)
  11. 11. SpellcheckerSpell Check Methods:Right click on the underlined word and choose the correct word from the sub menu.ORKeyboard Shortcut for spell check‐Press the f7 key.ORClick on the Proofing Errors icon the Status bar in the lower left corner.ORClick on the Review Tab. Then click on the Spelling and Grammar option.
  12. 12. Dictionary in WordChoose from: dictionary thesaurus internet search translate
  13. 13. Thesaurus Thesaurus: shift F7 Thesaurus: shift F7Students may know a variety of adjectives but will often choose words they arecomfortable spelling. Use the thesaurus to find synonyms and alternatives.Right Click on a word, choose Synonym and click on the desired word.ORKeyboard Shortcut Shift + F7.ORHighlight a word Click on the ReviewBar. Then click on the Thesaurus option.
  14. 14. Track changesTrack ChangesAllows students and teachers to interactively edit a document on thecomputer.
  15. 15. M aking documents easy to readUse clear, easy to read fontsSans-serif fonts such as Verdana are easiest to read. Increase the font size forstudents with low vision or learning disabilities.Text ColourColoured text draws attention to text and separates ideas.Background ColourSome students may benefit from particular background and font colours:1.Click on the Page Layout tab2.Click on the down arrow by Page Color.3.Choose the preferred page color.A black background with yellow or white font provides contrast for students withlow vision.Blue is reported as a popular choice for students with learning disabilities.Yellow and red may be helpful for students with attention disorders.
  16. 16. Adjust spacingAdjusting the spacing can make documents easier to read: Line Spacing: provides more white space between the lines. Character Spacing: helps students to distinguish letters. Word Spacing: helps students to distinguish words. Margin Increase: decreases the amount of visual tracking needed.
  17. 17. Designing worksheets•Clear uncluttered format with fewer items on a page•More white space•Room to write answers•Enlarge margins to shorten tracking field•Large and clear fonts•Never type in all caps or italics•Clear simple directions ‐ Bold directions•Underline, bold or colors to highlight key words or tasks•Use symbols such as arrows and stop signs to clarify directions•Give examples and non examples ‐ set apart in a box•Use revised.pdf
  18. 18. Highlights and bulletsHighlighting HighlightingBullets and numbering Bullets and numberingHighlighter tools: use to emphasise important ideas, identify key words, and draw attention tonew concepts.Bullets and Numbering: use lists to order tasks or to identify important points.
  19. 19. ShapesShapes ShapesUse coloured arrows, stop signs, callouts and smiley faces for encouragement and reminders. Use flowcharts to order tasks. You may type in most shapes if you right click on the shape and choose AddText. Callouts allow you to just click in the shape and type.
  20. 20. Smart Graphics in WordSmart Graphics can help organise ideas for revision or in preparation for writing.•Select the Insert tab.•Click on the SmartArt icon.•Choose graphics.•Move the Smart Art by right clicking on the item•Type text in the graphics.•Choose colours.•Use text wrapping to place in document.
  21. 21. Move an image in Word Placing images Placing imagesUse Text Wrap to place images: 1.Right click on the image. 2.Choose Text Wrap from the sub menu.
  22. 22. File management•Place all documents in ‘My Documents’ •Place all documents in ‘My Documents’••Createfolders in ‘My Documents’ Create folders in ‘My Documents’••Usefolders within folders Use folders within folders••Fileas you go File as you go••Keepdesktop tidy Keep desktop tidy
  23. 23. File management••Useplain, short names for folders, lowercase, no spaces Use plain, short names for folders, lowercase, no spaces••Beconsistent and specific with names Be consistent and specific with names••Namingshould make the contents obvious Naming should make the contents obvious•Use dates for folders and files •Use dates for folders and files••Separateongoing and completed work Separate ongoing and completed work••Uselibraries Use libraries
  24. 24. File management••Use ‘find files’ and ‘recent items’ in Start menu Use ‘find files’ and ‘recent items’ in Start menu••View thumbnails or icons View thumbnails or icons••Spring clean files regularly Spring clean files regularly••Be selective about the files to keep Be selective about the files to keep••Back up files regularly Back up files regularly••Don’t rely on a stick Don’t rely on a stick••Put a shortcut to documents on the desktop Put a shortcut to documents on the desktop More tips here