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- 1. INTRODUCTION TO MS OFFICE
- 2. MICROSOFT OFFICE 2010 A package of softwares Word – text editor Excel – spreadsheet PowerPoint – presentations Outlook – e-mail Access – database Publisher – brochures, calendars, postcards, etc. +++ The current versions are Office 2013 which was released on January 29 in 2013.
- 3. OBJECTIVES Understand how word processors work Customize Microsoft Word Use features that improve readability Check spelling and grammar Display a document in different views Prepare a document for distribution Modify document properties
- 4. INTRODUCTION A word processor is a computer application used for the typing, editing, formatting, and perhaps printing. Example of word processing applications are Word Perfect Professional Write Corel WordPerfect Open Office.org (Open Source) Microsoft word etc. In this course, attention will be on Microsoft word
- 5. MS WORD Microsoft Word is a full-featured word processing program for Windows and the Macintosh from Microsoft. It is a sophisticated program with rudimentary desktop publishing capabilities that has become the most widely used word processing application on the market.
- 6. It was originally written by Richard Brodie for IBM PCs running DOS in 1983. With Microsoft Word you can create professional-looking, formatted text documents. Microsoft Word enables you to type all kinds of documents, edit, add objects (drawings, pictures etc) and print e.g. letters, reports, articles, magazines etc
- 7. VERSIONS OF MICROSOFT WORD Word 6.0 Word 95 Word 97 Word 2000 Word XP Word 2003 Word 2007 Word 2010 The current version on the market is Word 2013
- 8. Microsoft OFFICE WORD 2010 allows you to create and edit personal and BUSINESS documents, such as letters, reports, invoices, emails and books By default, documents saved in Word 2010 are saved with the .docx extension. Microsoft Word can be used for the following purposes:
- 9. To create business documents having various graphics including pictures, charts, and diagrams. To store and reuse ready-made content and formatted elements such as cover pages and sidebars. To create letters and letterheads for personal and business purpose. To design different documents such as RESUMES or invitation cards etc. To create a range of correspondence from a simple office memo to legal copies and reference documents
- 10. Word processing software, such as Microsoft Word 2010, is the most commonly used type of software. Students, office assistants, managers, and professionals in all areas use word processing software to produce a variety of documents. Common examples of such document include: An annual report, a supply list, a newsletter, and an agenda. Word processing software enables you to enhance documents in a wide variety of ways that you will explore as you complete this lesson.
- 11. WORD PROCESSING
- 12. THE WORD WINDOW Zoom slider Rulers Scroll bar Title bar Quick Access Toolbar View buttons Status bar
- 13. As shown here, a document opens in a window. Tools are placed conveniently around the document. The status bar contains information that is useful. If you have used other Office software applications, then some of the tools will be familiar to you. The basic features of Word are the Ribbon, the Quick Access Toolbar, the scroll bars, and the status bar. In Word, the status bar displays the page number where the insertion point is located, the total number of pages, and the total number of words. The view buttons display the document in various layouts, such as Print Layout, Full Screen Reading, Web Layout, Outline, and Draft.
- 14. WORD WRAP Word wrap is an automatic function in word processing software. It enables you to type continuously without pressing Enter at the end of every line. The only time you press Enter is at the end of a paragraph. This saves you from having to worry about how much text will fit on a line. A hard return is created when you press Enter to move the insertion point to the next line. A soft return is created by the software as it wraps the text to a new line. As you insert or delete text, the soft returns adjust automatically.
- 15. The paragraphs at the top of the figure shows two hard returns. The first paragraph has four soft returns and the second has three. When the margins were moved for the third and fourth paragraphs, the hard returns remained but the number of soft returns decreased because more text fits on the lines.
- 16. WORD WRAP Hard returns Soft returns Soft returns Hard returns
- 17. KEYBOARD SHORTCUTS Keys Moves Insertion Point Left arrow One character left Right arrow One character right Up arrow Up one line Down arrow Down one line Home Beginning of the line End End of line PgUp Up to the previous page PgDn Down to the next page
- 18. TOGGLE SWITCHES A toggle, when pressed or clicked, causes the computer to switch from one setting to another. You are probably familiar with the Caps Lock action on the keyboard. Each time you press it, the next thing you type will change from uppercase to lowercase, or vice versa. A number of features in Word work in a similar way. Bold, Italic, and Underline commands are toggles.
- 19. Another toggle command is the Show/Hide feature. When active, the formatting applied to a document is revealed. Located in the Paragraph group on the Home tab, non-printing format marks appear when it is active. This slide shows the formatting marks for this document when the Show/Hide feature is on.
- 20. TOGGLE SWITCHES Show/Hide Hard return Tab Space between words
- 21. PAGE NUMBERS Lengthy documents benefit from the addition of page numbers. They serve as a reference point for the writer and the reader. The Page Number command in the Header & Footer group on the Insert tab is used to place page numbers into a document. If you add or delete pages, Word will automatically adjust the page numbers. You can select to display the numbers at the top or bottom of the page in the header or footer areas, and they can be left, center, or right aligned.
- 22. PAGE NUMBERS Format Page Numbers Placement options Gallery
- 23. Using Word you can customize the format of the page numbers. For instance, you may wish to use Roman numerals on the preface pages and Arabic numbers on later pages. You may also start the page numbering on a page other than the first page, as commonly done when creating the title page. Click Page Number on the Insert tab and then Format Page Number. The feature displays the Page Number Format dialog box.
- 24. PAGE NUMBERS (CONTINUED) Start numbering on page Click to display formats Page Number
- 25. COVER PAGE Word 2010 offers a feature that enables you to quickly create a preformatted cover page for your document. Click Cover Page in the Pages group on the Insert tab to view the gallery of designs. For each design, fields such as Document title, Company Name, Date, and Author enable you to personalize the cover page. If you do not need a field, you can remove it.
- 26. COVER PAGE Cover Page More cover pages Gallery
- 27. HEADERS AND FOOTERS Headers and footers give your documents a professional appearance. The header consists of one or more lines of text at the top of each page. The header might include the name of the organization, author, or title. The footer displays at the bottom of the page. It might contain a page number or the date the document was created. If you use the Header and Footer features to set up these areas, they appear automatically on every page of the document. You also have the option to use only a header or a footer, or to use both.
- 28. HEADERS AND FOOTERS Display options Fields to insert Header area Footer area Formatting options Position options
- 29. WATERMARKS Watermarks refer to very light text or graphics behind the text of a document. It is often used by companies to add the logo to documents. Sometimes the status of a document, such as for review only, confidential, or draft is used as watermark text. Shown here are the words For Review Only as a watermark. Click Watermark on the Page Background group on the Page Layout tab to select a watermark from the gallery, or click Custom Watermark at the bottom of the gallery to set a picture or other text as the watermark. Watermarks do not appear on documents saved as Web pages, so you will not see them if you are in Web Layout view.
- 31. SAVE A DOCUMENT It is important to remember to save your document regularly as you are working on it. By default, documents save as Word 2010 files. When you complete your work on a document and are ready to share the document, you should consider compatibility issues that might arise. Because some people may have a different version of Microsoft Word, you may want to save the document in Word 97 – 2003 format. Click the File tab, and then click Save As. Select the Save as type arrow and select Word 97 – 2003. Type a name for the file in the Save As box. The document will be saved with a .doc extension rather than the .docx extension of a Word 2010 file.
- 32. SAVE A DOCUMENT Word 97 – 2003 Save as type arrow
- 33. SUMMARY Word processors have features that make it easy to create documents. Consider both the content and look of the document. Create copies of documents and back up changes at every opportunity.
- 34. QUESTIONS
Editor's Notes
- As shown here, a document opens in a window. Tools are placed conveniently around the document. The status bar contains information that is useful. If you have used other Office software applications, then some of the tools will be familiar to you. At this point, just get a feel for how the screen looks and where things are located. The details for using the parts will be learned as you continue your study of Word. The basic features of Word are the Ribbon, the Quick Access Toolbar, the scroll bars, and the status bar. In Word, the status bar displays the page number where the insertion point is located, the total number of pages, and the total number of words. The view buttons display the document in various layouts, such as Print Layout, Full Screen Reading, Web Layout, Outline, and Draft.
- Word wrap is an automatic function in word processing software. It enables you to type continuously without pressing Enter at the end of every line. The only time you press Enter is at the end of a paragraph. This saves you from having to worry about how much text will fit on a line. A hard return is created when you press Enter to move the insertion point to the next line. A soft return is created by the software as it wraps the text to a new line. As you insert or delete text, the soft returns adjust automatically. The paragraphs at the top of the figure here show two hard returns. The first paragraph has four soft returns and the second has three. When the margins were moved for the third and fourth paragraphs, the hard returns remained but the number of soft returns decreased because more text fits on the lines.
- Keyboard shortcuts enable you to move the insertion point around the document using the keyboard rather than the mouse. This can save you time as a typist. These are some of the basic keyboard shortcuts. Additional shortcuts occur when you press Ctrl while pressing these keys.
- A toggle, when pressed or clicked, causes the computer to switch from one setting to another. You are probably familiar with the Caps Lock action on the keyboard. Each time you press it, the next thing you type will change from uppercase to lowercase, or vice versa. A number of features in Word work in a similar way. Bold, Italic, and Underline commands are toggles. Another toggle command is the Show/Hide feature. When active, the formatting applied to a document is revealed. Located in the Paragraph group on the Home tab, non-printing format marks appear when it is active. This slide shows the formatting marks for this document when the Show/Hide feature is on.
- Lengthy documents benefit from the addition of page numbers. They serve as a reference point for the writer and the reader. The Page Number command in the Header & Footer group on the Insert tab is used to place page numbers into a document. If you add or delete pages, Word will automatically adjust the page numbers. You can select to display the numbers at the top or bottom of the page in the header or footer areas, and they can be left, center, or right aligned. The gallery shown here displays a few of the options for the placement of the page number in the footer. The discussion of page numbers continues on the next slide.
- Using Word you can customize the format of the page numbers. For instance, you may wish to use Roman numerals on the preface pages and Arabic numbers on later pages. You may also start the page numbering on a page other than the first page, as commonly done when creating the title page. Click Page Number on the Insert tab and then Format Page Number. The feature displays the Page Number Format dialog box.
- Word 2010 offers a feature that enables you to quickly create a preformatted cover page for your document. Click Cover Page in the Pages group on the Insert tab to view the gallery of designs. For each design, fields such as Document title, Company Name, Date, and Author enable you to personalize the cover page. If you do not need a field, you can remove it. Additional cover pages can be downloaded from Office.com
- Headers and footers give your documents a professional appearance. The header consists of one or more lines of text at the top of each page. The header might include the name of the organization, author, or title. The footer displays at the bottom of the page. It might contain a page number or the date the document was created. If you use the Header and Footer features to set up these areas, they appear automatically on every page of the document. You also have the option to use only a header or a footer, or to use both. The Header and Footer commands are on the Insert tab. You can format the text just as you would any other paragraph by setting typefaces, sizes, and alignments. Word 2010 offers built-in formatting options that control how the headers and footers display throughout a document. The options are available on the Header & Footer Tools Design tab shown here. Special fields such as author, date and time automatically insert the information when the document is saved. You can select the options for whether the first page will have a different header or footer, whether odd and even number pages have different content, and whether to display the text of the document while designing the headers and footers. You can also set the position of the header and footer by specifying the distance from the top or bottom.
- Watermarks refer to very light text or graphics behind the text of a document. It is often used by companies to add the logo to documents. Sometimes the status of a document, such as for review only, confidential, or draft is used as watermark text. Shown here are the words For Review Only as a watermark. Click Watermark on the Page Background group on the Page Layout tab to select a watermark from the gallery, or click Custom Watermark at the bottom of the gallery to set a picture or other text as the watermark. Watermarks do not appear on documents saved as Web pages, so you will not see them if you are in Web Layout view.
- It is important to remember to save your document regularly as you are working on it. By default, documents save as Word 2010 files. When you complete your work on a document and are ready to share the document, you should consider compatibility issues that might arise. Because some people may have a different version of Microsoft Word, you may want to save the document in Word 97 – 2003 format. Click the File tab, and then click Save As. Select the Save as type arrow and select Word 97 – 2003. Type a name for the file in the Save As box. The document will be saved with a .doc extension rather than the .docx extension of a Word 2010 file.
- Word processors are the most commonly used type of software and enable you to create a wide variety of documents. As you create documents, consider not only the content of documents, but how they will look when printed. Protect the work you put into documents by saving often, creating copies, and backing up changes.
- As you complete this introduction to Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.