1. B USINESS C OMPUTER A PPLICATION Eyad M. AlMassri BGMS4101 Introduction 1 Business Computer Application

2. W ORD P ROCESSING A ND M ICROSOFT W ORD C HAPTER 8 2 Business Computer Application

3. 3 Understand word processing software Explore the Word program window Start a document Save a document O BJECTIVES

4. Select text Format text using the Mini toolbar Create a document using a template View and navigate a document 4 Business Computer Application

5. I NTRODUCTION 5 Business Computer Application Microsoft Word is a word processing program used to create: Letters Memos Newsletters Research papers Web pages Business cards Resumes Financial reports Other types of documents

6. U NDERSTANDING W ORD P ROCESSING S OFTWARE word processing program A word processing program is software that allows you to enter, edit, and format text and graphics Copy and move text Format text with fonts and color Format and design page layout Insert tables, charts, diagrams, and graphics Use mail merge to create form letters documents The files you create using Word are called documents 6 Business Computer Application

7. U NDERSTANDING W ORD P ROCESSING S OFTWARE 7 Business Computer Application Formatted text Graphic Table Chart Column Header

8. U NDERSTANDING W ORD P ROCESSING S OFTWARE Plan a document before you create it Identify: Message Audience Needed elements (charts, tables, etc.) Appropriate tone and look for the document (formal, playful, etc.) The purpose of and audience for a document determine its design 8 Business Computer Application

9. E XPLORING THE W ORD P ROGRAM W INDOW 9 Business Computer Application Title bar – displays the filename of a document Menu bar – provides you with a menu of options to use when creating a document Tool bars – provide you with buttons that allow you to access frequently used commands Scroll bars – allow you to scroll throughout a document that is too long to fit on one screen Cursor – on-screen blinking character that shows where the next character will appear

10. P AGE O RIENTATION Orientation – the direction in which you can print on a page Portrait – height is greater than the width Landscape – width is greater than the height 10 Business Computer Application Portrait 8 ½” x 11” Landscape 11” x 8 ½” Most word processing documents are printed in portrait orientation.

11. D OCUMENT M ARGINS Margin – the blank space at the top, bottom, left, and right of a document where you cannot type Header – allows you to type above the top margin at the top of each page of a document Footer – allows you to type below the bottom margin at the bottom of each page of a document 11 Business Computer Application

12. T EXT A LIGNMENT 12 Business Computer Application Alignment – the way multiple lines of text line up along the left, right, or both margins Left align – text is lined up along the left margin, leaving a jagged right margin Right align – text is lined up along the right margin, leaving a jagged left margin Center align – text is centered between both margins, resulting in jagged left and right margins Justified – text is aligned along the left and right margins, with no jagged edges Tool Bar Alignment Buttons Left Align Center Align Right Align Justify Left align – text is lined up along the left margin Center align – text is centered on the page Right align – text is lined up along the right margin Justified – text is lined up along both margins

13. L INE S PACING 13 Business Computer Application Line spacing – the spacing between lines of text in a document Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

14. T EXT F ORMATTING 14 Business Computer Application Font – a collection of letters, punctuation marks, numbers, and special characters Examples: Times New Roman Broadway Arial Comic Sans MS Lucida Calligraphy Chiller Elephant Goudy Stout Ways to format your font: Add color Make bold UnderlineItalicize

15. T EXT F ORMATTING 15 Business Computer Application Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number

16. F ORMATTING 16 Business Computer Application MS Word allows you to create new files or open existing files from your PC or network. File The File menu options or the icons can be used to create a new document or open an existing document. The File menu options or the Save icon can be used to save documents. Save will overwrite your document while with Save As you can rename your document and retain both the original and new versions.

17. F ORMATTING 17 Business Computer Application MS Word offers you a range of formatting capabilities. Only a few of them are covered here to give you some idea of MS Word's capabilities: Edit Insert Tools Format Table Other formatting functions Adding hyperlinks

18. F ORMATTING : E DIT F ORMATTING 18 Business Computer Application The Edit dropdown menu or the tool bar buttons can be used to edit your documents. Cut, copy and paste allow you to discard or reuse existing text. Or use the icons cut, copy or paste. Select All selects all text in a document to allow you to manipulate all the text in that document with one command.

19. F ORMATTING : I NSERTF ORMATTING 19 Business Computer Application The Insert dropdown menu can be used to Insert page or column breaks, page numbers and date/time, captions, footnotes, symbols, tables, pictures, objects, bookmarks, hyperlinks and more

20. F ORMATTING : T OOLSF ORMATTING 20 Business Computer Application The Tools dropdown menu provides functions to help manage your documents. Spelling and Grammar, Language, Word Count, Autocorrect, and Letter Wizard are all commonly used. The MS Word Help can be used to find more information on the other options available in Tools

21. F ORMATTING : F ORMATF ORMATTING 21 Business Computer Application The Format dropdown menu and toolbar icons give you choices to format font type and size, paragraphs of text, bullets and numbers, borders and shading, columns, tabs and case. The AutoFormat functions lets you select a pre styled format to format to apply to a document. Auto formats give you document consistency and can save you time.

22. F ORMATTING : T ABLEF ORMATTING 22 Business Computer Application The Table dropdown menu and toolbar button help you format tables into your Word document

23. F ORMATTING F ORMATTING : O THER FORMATTING FUNCTIONS 23 Business Computer Application In addition to the formatting functions covered before, MS Word offers additional formatting functions. The Drawing toolbar button can be used to draw lines, shapes and arrows. You can also change the colour of your text, lines and shapes. If you use the Style dropdown menu for headings and Subheadings, you can easily create and format a contents Page for your document. The Font dropdown menu can be used to select fonts for your text.

24. F ORMATTING : A DDING HYPERLINKSF ORMATTING 24 Business Computer Application MS Word allows you to insert hyperlinks into your documents. The benefit of adding hyperlinks is that readers of your document can directly access WWW resources you point to, providing the machine they are using has Internet access. The icon to add Hyperlinks. You must know the WWW address of documents to do this. Word will also automatically format hyperlinks and make them 'live'. The active link can be removed if you wish by highlighting the hyperlinked text with your cursor and using the same icon and selecting 'remove link'.

25. E DITING F EATURES 25 Business Computer Application Cut – the word processing feature that removes text or graphics from the current location in a document Copy – the word processing feature that allows text or graphics to be copied to another location within a document Paste – the word processing feature that places text or graphics that have been cut or copied in a new location within a document

26. E DITING F EATURES 26 Business Computer Application Clipboard – temporary storage location for text or graphics that have been cut or copied Thesaurus – the word processing feature that allows you to find synonyms (words with similar meanings) for words in a document.

27. S TARTING A D OCUMENT 27 Business Computer Application Begin a new document by typing in a blank document in the document window word-wrap Word includes a word-wrap feature As you type, the insertion point moves automatically to the next line when you reach the right margin Press [Enter] only when you want to start a new paragraph Wrapped text

28. S TARTING A D OCUMENT 28 Business Computer Application Insert Insert text in a document by clicking to move the insertion point and then typing Delete Delete text [Backspace] Press [Backspace] to delete the text before the insertion point [Delete] Press [Delete] to delete the text after the insertion point Automatic features that might appear as you type AutoComplete AutoCorrect Spelling and Grammar

29. S AVING A D OCUMENT 29 Business Computer Application To store a document permanently, you must save it as a file When you save a file you give it a name, called a filename, and indicate the location to store the file A filename identifies the file Files can be stored on an internal hard disk, on a CD or USB drive, or in another location Saving a file allows you to close the file and open it later for editing or printing

30. S AVING A D OCUMENT 30 Business Computer Application Save button Save command Save a file for the first time using the Save button on the Quick Access toolbar or the Save command on the Office menu Save Asdialog box Assign a filename and a file location to a document using the Save As dialog box Location of the file Filenames should be brief and descriptive.docx file extension indicates the file is a Word document

31. S AVING A D OCUMENT 31 Business Computer Application After you save a file for the first time, save frequently as you work Saving updates the stored copy of the file with your changes Save button Save command Save changes using the Save button, the Save command, or [Ctrl][S]

32. S ELECTING T EXT 32 Business Computer Application select You must select text before deleting, editing, or formatting it Click and drag the I-beam pointer across text to select it Selected text is highlighted

33. S ELECTING T EXT 33 Business Computer Application Selected text

34. S ELECTING T EXT 34 Business Computer Application Formatting marks Formatting marks are special characters that appear on screen to help you edit and format text This formatting mark indicates a blank line or the end of a paragraph Formatting marks do not print Formatting marks do not print Use the Show/Hide ¶ button turn the display of formatting marks off and onUse the Show/Hide ¶ button turn the display of formatting marks off and on

35. C REATING A D OCUMENT U SING A T EMPLATE 35 Business Computer Application A template helps you create a formatted a document quickly template A template is a formatted document that contains placeholder text You replace the placeholder text with your own text and save the file with a new filename Word includes templates for faxes, letters, reports, brochures, memos, and other types of documents

36. C REATING A D OCUMENT U SING A T EMPLATE 36 Business Computer Application New Document dialog box Installed Template Preview

37. C REATING A D OCUMENT U SING A T EMPLATE 37 Business Computer Application Replace placeholder text with your information Inserted text Placeholder text

38. C REATING A D OCUMENT U SING A T EMPLATE 38 Business Computer Application Using the Undo, Redo, and Repeat commands Undo button Reverse the last action with the Undo button Redo button Restore a change that you reversed with the Redo button Repeat command Repeat a change with the Repeat command on the Edit menu

39. O PERATIONAL K EYS 39 Business Computer Application Escape (Esc) – allows you to exit unwanted menus and dialog boxes Tab – used to indent; moves the cursor 5 spaces on a line Caps Lock – Locks the alphabetic keys in uppercase Control (Ctrl) – used with other keys to execute (carry out) out commands Shift – Used to capitalize alphabetic keys and type symbol keys Alternate (Alt) – used with other keys to access commands on the menu bar Enter – used to move the cursor down to the next line Delete – deletes text directly in front of (to the right of) the cursor Arrow keys – move the cursor in the direction of the arrow, one character at a time End – moves the cursor to the end of a line Page Down – moves one screen below the current cursor position Backspace – deletes text to the left of (behind) the cursor Insert – allows text to be inserted within a line of text Home – moves the cursor to the beginning of a line Page Up – moves one screen above the current cursor position Num Lock – locks the numbers of the numeric keypad

40. C OMBINE OPERATIONAL KEYS TO SAVE TIME !!! 40 Business Computer Application Control and Page Up – quickly moves you to the first page of a multi-page document Control and Home – quickly takes you to the first line of a document Control and End – quickly takes you to the last line of a document Control and Page Down – moves you to the next page of a multi-page document

41. F UNCTION K EYS 41 Business Computer Application Allow you to quickly access frequently used functions Examples: F1 – allows you to access the Help feature F7 – allows you to access the Spell Check feature

42. S UMMARY 42 Business Computer Application When you start Word, a blank document opens in the document window To create a new document, begin typing in the blank document Save the new document with a descriptive filename As you edit the document, save your changes to it often

43. S UMMARY Select text as you work Format text using the Mini toolbar Use Print Preview before printing Save, print, and then close the document When you are finished editing and creating documents, close all open files, and then close Word 43 Business Computer Application