Word-Processing Basics

Objectives List the four basic functions of word processing programs. Name two tools used to navigate a word processing document. Summarize four key features of word Identify three standards for word-processing documents

Objectives Explain how to identify document files in a list of files Describe the benefits of selecting text. Contrast different editing tools, such as the Cut and Copy commands, and the Undo and Redo commands. Explain what default formatting is.

Objectives Identify four parts of any document that can be formatted. Summarize the advantage of dividing a document into sections for formatting. Compare portrait and landscape orientation. Describe the benefits of creating documents in a desktop-publishing program. Using Keyboard Shortcuts in MS Word

Key Terms AutoCorrect Autosave Insertion Point Pagination Word-Processing program Word Wrap Clipboard Copy

Key Terms Cut Paste Redo Select Text Undo Default Page formatting

Key Terms Sans Serif Section Serif Master Page

Introduction 1n 1968, IBM first used the term word processing. The term described machines that could be used to type a document, remember the typist’s keystrokes, and produce more than one copy. With this new tool, workers saved time.

Functions of Word Processing-Program Word-processing programs are used for creating and printing text documents. These programs have four functions: Writing – entering text and symbols into a document Editing – revising or reorganizing the text Formatting – changing how the text looks on the page Printing – producing a printed copy See the next three slides

Writing Editing

Formatting

Printing

Use of Word Processing Word-processing programs can be used to create almost any kind of printed document, such as letters, reports, and brochures. They can also be used to create calendars, return address labels, and labels for homemade CDs. Word Processing Application is the most used by people than any other application. “Why?”

Working with a Word-Processing Document When you open a word-processing program, a new blank document is created. It looks like a blank piece of paper on the screen. In MS Word 2010, you can create another document at any time by clicking the File tab, clicking the New Document command, electing Blank Document, and clicking the create button.

Working with a Word-Processing Document In Windows OS, most word-processing programs allows you to create a new document by pressing Ctrl+N (hold the Ctrl key and press N). In Mac OS, this similarly done by pressing Command+N. Every time you create a new document you need to save it. Click the Save button on the Quick Access Toolbar (looks like a Floppy Disk Icon). When the Save As dialog box opens, name your document.

Working with a Word-Processing Document Insertion Point – shows where the text you type will appear. It moves as you type. Scrolling – As you write, you might want to reread or change something you wrote earlier. That is made easy by scrolling using the mouse or keyboard up and down arrows to move through the document. See the next slide

Click the File tab to begin creating a new document. Save Button Click the File tab to begin creating a new document. Scroll bar Insertion Point Document area

Basic Features Most word-processing programs have these features to help you write, edit and save your work. With word wrap, the program automatically starts a new line, or “wraps” the text , when the current line is full. When a page is full, the pagination feature automatically division or starts a new page. You can also force a new page by inserting a special character, called a page break.

Basic Features (Continued) The AutoCorrect feature fixes common spelling mistakes as they are typed. You can turn off this feature or modify it to accept unusual words that you often use. The AutoRecover or autosave feature protects you from losing work. It does so by automatically saving a document as often as you want. If the computer shuts down accidentally, you can retrieve the most recently saved version.

Text wraps automatically at the right margin. Page Break will move the text below to the next page. Page Break

Typing Standards for Word-Processing Documents As you write, keep in mind three standards of style to make your work look professional. Two Standards are met automatically by many programs. They change two hyphens (--) to an em dash (-). They also convert quotation marks to curly quotation marks, or “smart quotes.” One standard is not automatic – you have to remember to do it. This standard is to type one space, not two, between sentences.

Editing a Document Opening a Document for Editing Editing can take place at any time after you have created the document. You can go back and edit what you recently entered, or you can edit a document you created, saved, and closed. You can use a word-processing program’s Open Command to open file, or you can use your Operating system’s file management features to find files on a disk (hard drive). In Windows, file names have extensions, such as .txt, .rtf, docx (Word 2010), or .wpd, although these extensions may be hidden from view.

Editing a Document Selecting Text Usually, people edit more than one character at a time. The select text feature lets you highlight anything from a word to a whole document. Then you can delete it, move it, copy it, or change its formatting. To select text, simply click and drag the mouse over the text you want. Most programs also let you select text by using the keyboard. You hold down the shift key while you use the arrow keys and other keys to select the text. Selected text is highlighted on the screen; that is, it appears with a different background color.

Cutting, Copying and Pasting Two common reasons for selecting text are Cutting and Copying. Both actions place the text on the Clipboard. The Clipboard stores cut or copied text while you work. Once you close the program or shut down the computer, items on the Clipboard are no longer available. The Cut command removes the selected text from a document and places it on the Clipboard. The Copy command places a duplicate of the selected text on the Clipboard.

Cutting, Copying and Pasting Pasting command is used to insert an item copied or Cut to the Clipboard. Simply place the insertion point where you want the item to appear. Then, click the Paste icon on the Clipboard group of the Home tab or press CMD V or Ctrl+V. The copied item or text appears where you want it. Cut Paste Copy Commands in the Home tab, Clipboard group

Cutting, Copying and Pasting Using Cut and Paste – Moving a sentence from the middle of a paragraph to the beginning can be done by selecting and dragging it. You can use Cut and Paste to move that sentence farther – for example, to another page – or to move text or a graphic from one document to another. You can even open a new window, paste the text you cut from another document, and save the pasted text as a new document.

Cutting, Copying and Pasting Using Copy and Paste – Copying and pasting saves time when you need to repeat some text. You can also copy and paste to bring a graphic from one document into another. Undoing and Redoing – Word-processing programs have commands that can undo or cancel and edit. If you delete a word by mistake, you can use the Undo command to put it back. Many programs also have a Redo command. You can use this feature to put a change back in effect after canceling it with Undo.

Merging in MS Word Merging – Most word-processing programs have a mail merge feature you can use to generate customized form letters, mailing labels, envelopes, and even e-mails. You create a word-processing document that includes the content you want everyone to receive and then merge it with a data source of customized information, such as names and addresses.

Formatting a Document Appearance is Important A document’s formatting – its appearance – is sometimes as important as its contents. This is why word-processing programs have so many tools to format documents. Word-processing programs include many preset formats, called defaults. The program applies these formats automatically, unless you change them.

Formatting a Document Formatting Characters Character formatting lets you change the look of letters. Three primary formats are applied to Characters: The font is the family used. Font size is the height of characters, measure in points. One point equals 1/172 inch. Font styles are characteristics such as boldface and italic.

handwriting. Decorative Formatting a Document Formatting Characters There are four general categories of fonts. Serif Fonts, such as Times New Roman, have Serifs, or lines projecting from the ends. They are easy to read and are often used for document text. San Serif Fonts, such as Arial, do not have Serifs, and are often used for headings. Script Fonts are used to simulate handwriting. Decorative Fonts have embellishments such as a curlicues

Formatting a Document Formatting Paragraph A paragraph is any text that ends with the press of the Enter key. Whenever you press Enter, you create a paragraph. You can change many paragraph formats, including: Alignment – This is the way a paragraph lines ups between the page’s left and right margins

Formatting a Document Formatting Paragraph Line spacing – This is the amount of space between the lines of the text in a paragraph Indentation – This is added space between a margin and the text. Tabs – These are stops placed along a line. Pressing the Tab key moves the insertion point to the next stop. Tabs can be used to align text in tables or columns.

Formatting Sections Formatting Pages Page formatting affects how and where text is positioned on the page. The main features in page formatting are: Orientation – Text can be printed in one or two directions, or orientations. In Portrait Orientation, text is printed down the page’s long edge, creating a page that is taller than it is wide.

Formatting Sections Formatting Pages Orientation – In Landscape Orientation, text is printed down the page’s short edge, creating a page that is wider that it is tall. Headers and Footers – This is special information placed at the top of the page – headers – or at the bottom – Footers. These placeholders can show page numbers, the date, or the document’s title.

Basics of Desktop Publishing Publishing from a Desktop Desktop-publishing (DTP) programs are used to create high-quality publications that look as if they were produced on a printing press. They can be used to do some of the same tasks as word-processing programs, but they greatly expand design options so you can create high-quality documents.

Basics of Desktop Publishing Designing the Layout Master Page – The most important task and the one that is done first – is designing the document’s layout. The Master Page provides the pattern for all pages to follow and sets the basic features of the document’s look, including: page size and margins, number and width, and space between columns. Also, Font size and types.

Using Short-Cut Keys Navigation Common Keyboard Shortcuts Command Windows Macintosh Boldface Ctrl + B Command + B Italic Ctrl +I Command + I Underline Ctrl + U Command + U Cut Ctrl + X Command + X Copy Ctrl + C Command + C Paste Ctrl + V Command + V Select All Ctrl + A Command + A New Page Ctrl + N Command +N