Introducing Word Lesson 1

Objectives Enter and edit text and change the view Enter and edit text and change the view Save a document Save a document Preview and print a document Preview and print a document Create a new document Using Word Create a new document Using Word Use Cut, Copy, and Paste Use Cut, Copy, and Paste Insert symbols and use the AutoCorrect and AutoText features Insert symbols and use the AutoCorrect and AutoText features Use the Spelling and Grammar tools and the Thesaurus Use the Spelling and Grammar tools and the Thesaurus

Scenario: Managing Editor Managing Editor to fill open job position for a Research Editor Managing Editor to fill open job position for a Research Editor To screen job applicants for the Editorial Department To screen job applicants for the Editorial Department Communicate decision to management Communicate decision to management Offer the job to applicant Offer the job to applicant

Enter and Edit Text and Change View Microsoft Office Word is a word processing program used for documents Microsoft Office Word is a word processing program used for documents Letters, memos, reports, resumes, newsletters Letters, memos, reports, resumes, newsletters The documents can be edited by deleting or entering text. The documents can be edited by deleting or entering text.

Enter and Edit Text and Change the View To enter text Word must be in insert mode which is shown by the blinking vertical line (Insertion Point) To enter text Word must be in insert mode which is shown by the blinking vertical line (Insertion Point) Insert mode is the default on Word Insert mode is the default on Word Overtype mode (OVR) found on the status bar or by using the Insert Key on the keyboard replaces existing text Overtype mode (OVR) found on the status bar or by using the Insert Key on the keyboard replaces existing text

Enter and Edit Text and Change the View There are 5 different views found under the ‘View’ menu or above the status bar on the left There are 5 different views found under the ‘View’ menu or above the status bar on the left Normal View – basic typing and editing Normal View – basic typing and editing Print Layout view (default) – shows document the way it would look when printed Print Layout view (default) – shows document the way it would look when printed Web page – how a page would look as a Web page Web page – how a page would look as a Web page Outline view – create and edit outlines Outline view – create and edit outlines Reading Layout view- to read a lengthy document onscreen. Reading Layout view- to read a lengthy document onscreen.

Save a Document A document should be given a meaningful name when saving for the first time A document should be given a meaningful name when saving for the first time A saved document is known as a file A saved document is known as a file To avoid loss of data the file should be saved every few minutes allowing Word to overwrite the last version with the changes. To avoid loss of data the file should be saved every few minutes allowing Word to overwrite the last version with the changes. When saving a document a file can be saved as different file type to be used by another program When saving a document a file can be saved as different file type to be used by another program

Save a Document A file type can be identified by its three-character filename extension A file type can be identified by its three-character filename extension Word -.doc, Excel -.xls, Text -.txt, Rich Text Format -.rtf Word -.doc, Excel -.xls, Text -.txt, Rich Text Format -.rtf An.rtf file is good when sharing files with someone who uses a different word processor An.rtf file is good when sharing files with someone who uses a different word processor

Preview and Print a Document It is important to use Word’s Print Preview feature found under the File Menu or on the Standard Toolbar before printing It is important to use Word’s Print Preview feature found under the File Menu or on the Standard Toolbar before printing While in Print Preview documents can be seen in Full Screen and Zoom, Shrink to Fit, multiple pages at one time While in Print Preview documents can be seen in Full Screen and Zoom, Shrink to Fit, multiple pages at one time

Create a New Document Using Word Two ways of creating a new document Two ways of creating a new document Click on the New Blank Document button on the standard toolbar or on the File menu Click on the New Blank Document button on the standard toolbar or on the File menu Using a Word’s templates Using a Word’s templates A template is a file that already has formatting and placeholders to create a specific document such as a memo, letter, resume A template is a file that already has formatting and placeholders to create a specific document such as a memo, letter, resume Placeholders are sections on a template to be replaced such as address, phone number, and date Placeholders are sections on a template to be replaced such as address, phone number, and date A placeholder can be recognized by its parenthesis or a message to replace text A placeholder can be recognized by its parenthesis or a message to replace text

Business Documents Memos – used to share information with others in the same organization Memos – used to share information with others in the same organization informal, and usually less than a page informal, and usually less than a page Letters – information to people outside the company Letters – information to people outside the company Should be brief and written in a professional tone Should be brief and written in a professional tone Newsletters – used to provide customers or stockholders information and make special offers Newsletters – used to provide customers or stockholders information and make special offers Resumes – to sell skills and abilities to prospective employers Resumes – to sell skills and abilities to prospective employers

Use Cut, Copy, and Paste Cut, Copy and Paste commands use an area in the computer memory known as the Clipboard to store data Cut, Copy and Paste commands use an area in the computer memory known as the Clipboard to store data Cut – removes selected data from a document to paste in another document or application Cut – removes selected data from a document to paste in another document or application Copy – makes a copy of selected data Copy – makes a copy of selected data Paste – Inserts cut or copied data into the same document or a different document Paste – Inserts cut or copied data into the same document or a different document Undo – Reverses you last action Undo – Reverses you last action

Find and Replace Document Text Used to quickly locate a specific text in a document Used to quickly locate a specific text in a document The text can be replaced using the Find and Replace command found in the Edit menu The text can be replaced using the Find and Replace command found in the Edit menu

Insert Symbols and Use the AutoCorrect and AutoText Features AutoCorrect replaces a specific series of typed characters with other characters AutoCorrect replaces a specific series of typed characters with other characters used to correct common typing mistakes as well as for inserting symbols and special characters used to correct common typing mistakes as well as for inserting symbols and special characters Insert Symbol dialog box can also be used to insert symbols Insert Symbol dialog box can also be used to insert symbols AutoText – saves a selection that can be quickly used to insert in a document such as a letter head AutoText – saves a selection that can be quickly used to insert in a document such as a letter head

Use the Spelling and Grammar Tools and the Thesaurus Word has a spelling checker and grammar checker located found under Language on the Tools menu and also on the Standard toolbar Word has a spelling checker and grammar checker located found under Language on the Tools menu and also on the Standard toolbar Research tools and Thesaurus can be found under the Tools Menu Research tools and Thesaurus can be found under the Tools Menu