1. 1 Intro to Micro Apps WORD Copyright 2013 by Janson Industries Assg Part 1Assg Part 1 Assg Part 2Assg Part 2

2. Copyright 2013 by Janson Industries 2 Objectives n Explain u What word processing is u Editing vs. Formatting u What desktop publishing is n Show how to: u Create, copy, edit, format, and save documents

3. Copyright 2013 by Janson Industries 3 Concepts n Word processing system comprised of: u Hardware: machinery u Software: WP app n Types of WP H/W u Dedicated u General

4. Copyright 2013 by Janson Industries 4 Concepts n Types of WP S/W u Dedicated vs. Integrated u General vs. Special Purpose u Embedded Formatting vs. WYSIWYG n Desktop Publishing vs. WP u H/W u S/W

5. Copyright 2013 by Janson Industries 5 Word n To start an MS Office 2013 app u Click the Start button u Click the MS Office 2013 folder to open it u Click the app to start it u The Start screen is displayed

6. Copyright 2013 by Janson Industries 6 Recently opened files are listed on the left Click to open If file not listed, click Open Other Documents Templates (preformatted docs) listed on right

7. Copyright 2013 by Janson Industries 7 File tab provides menu of basic functions: Save, New, Print Ribbon Ribbon Tabs Ribbon provides access to all functions Quick Access toolbar: Save, Undo, Redo

8. Copyright 2013 by Janson Industries 8 Insertion point Status Bar ViewsZoom Scroll bar

9. Copyright 2013 by Janson Industries Rulers To display rulers, click VIEW tab and then click Ruler checkbox To create a new document, click the FILE tab …

10. Copyright 2013 by Janson Industries 10 … then click New to display the templates Can search the web for more templates by entering descriptive text and clicking the magnifying glass icon

11. Copyright 2013 by Janson Industries 11 When creating a new document Word makes a lot of assumptions: Font type and size One inch margins Multiple line spacing These can all be controlled from the Ribbon

12. Copyright 2013 by Janson Industries 12 WORD n Sometimes the Ribbon cannot display all available options n Need to access u Drop down menus u Dialog boxes

13. Copyright 2013 by Janson Industries 13 Change to Page Layout, click on Margins arrow to show the Margins drop down menu Can select predefined margins......or define your own

14. Copyright 2013 by Janson Industries 14 To see all the line spacing options click on Paragraph's Dialog Box Launcher button

15. Copyright 2013 by Janson Industries 15 WORD n To change the default options permanently, need to u Display the dialogue box for the settings you want to change u Change the settings u Click “Set As Default” u Click “All Documents radio button”

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17. Copyright 2013 by Janson Industries 17 When new documents are created, they will have the new values

18. Copyright 2013 by Janson Industries 18 WORD n Other options you might want to set before entering text u Zoom F 50% lets you see entire page layout F 100% let you view the text better u View F Print Layout (the default) is usually best F Read Mode provides a book like reading environment Page left and right through a doc

19. Copyright 2013 by Janson Industries 19 WORD n To enter text: start typing n Soft vs. Hard codes u When you enter more text than can fit on a line: Word wrap F Word inserts a Soft Return code u When you hit the Enter key (to insert a new paragraph) F Word inserts a Hard Return code n Reveal codes: click the ¶ button on the Home ribbon

20. Copyright 2013 by Janson Industries 20 Hard return codes Tab Spaces Notice no hard return after first line, Word put in a non-displaying soft return code

21. Copyright 2013 by Janson Industries 21 WORD n Moving within a document: u Page Down/Page Up keys move one screens worth u Scrolling n To move the insertion point u Arrow keys u Mouse pointer u Home - beginning of line u End - end of line u CTRL+Home - beginning of doc u CTRL+End – what do you think?

22. Copyright 2013 by Janson Industries 22 Option to control with Insert key must be checked To get to Editing Options, click the FILE tab then Advanced Toggle between insert & overwrite with Ins or Insert key however must turn the option on

23. Copyright 2013 by Janson Industries 23 WORD n To delete text: u Backspace key u Delete key u Space bar (inserts or replaces text with a space depending on mode)

24. Copyright 2013 by Janson Industries 24 Word n Simple Formatting  Font: courier, tahoma … u Style: bold, italic… u Size: 10, 36 … n Block Functions: all previous functions can be performed on sections of the document u Need to select portion of doc u Perform function

25. Copyright 2013 by Janson Industries 25 Word n Selecting: u Click at start of text, drag to end select any portion u Click text to select F Double click for a single word F Triple click for a paragraph u Click in selection bar (the blank space to left of doc) F Once for one line F Twice for paragraph F Three times for whole doc

26. Copyright 2013 by Janson Industries 26 Proofing n Word automatically proofreads the document u Underlines possible mistakes F wavy red: spelling F wavy blue: word usage (to, too, two), grammar, spacing, capitalization n Autocorrect u Fixes really stupid mistakes F adn replaced by and F Capitalizes first word in a sentence

27. Copyright 2013 by Janson Industries 27 If you get a red squiggly, quickest way to fix: Right click the word (brings up short cut menu) Select from suggestions If correct option not there, click Spelling and Grammar

28. Copyright 2013 by Janson Industries Select the correct one and click Change Notice the Change All, Ignore All and Add buttons

29. Copyright 2013 by Janson Industries 29 Move cursor over a correction to display the blue rectangle Move cursor over blue rectangle to display AutoCorrect Options button Click arrow button Select Control AutoCorrect Options Can also tell WORD: “STOP DOING THIS” (Second option) To control autocorrect

30. Copyright 2013 by Janson Industries 30 n Checkboxes control autocorrect functions n Can also save yourself some typing of repeated words and/or phrases

31. Copyright 2013 by Janson Industries 31 Proofing n Can also control general proofing functions u FILE u Options u Proofing

32. Copyright 2013 by Janson Industries 32 Selecting “Show readability statistics” means that after running a grammar check…

33. Copyright 2013 by Janson Industries 33 … shows number of words, sentences, even grade level

34. Copyright 2013 by Janson Industries 34 Editing n Copy u Select text, Home, Copy, then Paste u Select text, Ctrl-C, Crtl-V n Cut and move u Select text and drag u Select text, Home, Cut, then Paste u Select text, Ctrl-X, Crtl-V n Find and replace u Home, (Editing group), Find/Replace u Specify text u Find Next/Replace/Replace All

35. Copyright 2013 by Janson Industries 35 Window size will dictate whether Editing group or individual functions are shown Be careful of Replace All

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37. Copyright 2013 by Janson Industries 37 WORD n Undo a real life saver in cases like this n Alternatives u Find - CTRL+F u Replace – CTRL+H n AutoCorrect will also often finish entries (ex. Dates) u As you type a suggestion window appears, you just hit enter

38. Copyright 2013 by Janson Industries 38 WORD n Save: be careful where you put it! u Default is to save to the computer you are working at u If you are working in the lab, you will leave and it will be erased F There is a nightly refresh on lab machines n Printing u Always check the print preview before you print

39. Copyright 2013 by Janson Industries 39 Click FILE then Save As Specify a location on the computer

40. Copyright 2013 by Janson Industries 40 In your working in the labs, make sure you specify your flash drive, lab computers refreshed nightly Specify a meaningful name Can also save the doc in different formats (pdf, txt, rtf, html)

41. Copyright 2013 by Janson Industries 41 Go out to your flash drive and verify the doc is there

42. Copyright 2013 by Janson Industries Print Preview always a good idea Will save you a lot of paper Click FILE then Print Preview pane

43. Copyright 2013 by Janson Industries Lots of printing options Mulitple copies In lab, must specify the printer Print specific pages (i.e. 1,4,6-9) Change to landscape Change paper size (legal, envl) Multiple pages per sheet

44. Copyright 2013 by Janson Industries 44 Word Assg 1 n Unit D u Kite Winner Letter n IC2 u Bakery Survey n Visual Workshop u House Rental Ad n Ignore references to Windows 8 n Hand in hard copies and send an email with all the files attached

45. Copyright 2013 by Janson Industries 45 Formatting n Best to specify margins first n Can be specified for u Entire Document u Paragraph u Selected text n Bring up Page Setup u Page Layout u Margins button u Custom margins

46. Copyright 2013 by Janson Industries 46 Specify margins and were to apply: entire doc or selected text

47. Copyright 2013 by Janson Industries 47 Paragraph and Line Spacing n Usually there is more space between paragraphs than between lines n To change: select the paragraph(s) and launch the paragraph dialog box n In the Spacing area u Before/After controls spacing between paragraphs u Line spacing

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50. Copyright 2013 by Janson Industries 50 Formatting n Indenting a paragraph u Click anywhere in the paragraph u Click HOME tab u Launch Paragraph dialog box u Specify left and right indention n Also special indents u Hanging Indentations u First line

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53. Copyright 2013 by Janson Industries 53 Click inside the para to be idented, select a Special type

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55. Copyright 2013 by Janson Industries 55 Alignment n Several ways text can be aligned u Left aligned (default) u Right aligned u Centered u J u s t i f i e d n Easiest way: select text and click Paragraph group’s buttons

56. Copyright 2013 by Janson Industries 56 Formatting n Tabs u Good for aligning columnar info u Variety of types F Left F Right F Center u Default: left tab every half inch n Creating tabs (before entering text) u Select tab type (from tab alignment selector) u Click on ruler

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58. Copyright 2013 by Janson Industries 58 Formatting n Creating tabs (after entering text) u Highlight text to set tabs for u Select the type of tab u Click on ruler to place tab(s)

59. Copyright 2013 by Janson Industries 59 Formatting with Word Styles n Predefined format settings for text n Applied from the Styles area on the Home Ribbon u A lot faster than you specifying all the individual settings n Users can create and save their own styles

60. Copyright 2013 by Janson Industries 60 Formatting with Word Styles n 3 Types u Character Style F Controls font, size, bold, color, etc. F Applied to selected text u Paragraph Style F Controls alignment, spacing, indentation, etc. F Applied to entire paragraphs u Linked Style F Can control all of the above F Depending on what is selected will apply appropriate settings

61. Copyright 2013 by Janson Industries 61 Formatting with Word Styles n Wise use of styles: u Enables Word to generate a table of contents for the doc u You can also hide sections of a document based on the styles u Can quickly re-organize a doc in the navigation pane

62. Copyright 2013 by Janson Industries 62 Non-formatted menu Will apply Heading 1 and Heading 2 styles

63. Copyright 2013 by Janson Industries 63 Move the cursor to the left of the heading and a gray triangle will appear

64. Copyright 2013 by Janson Industries 64 Click the gray triangle and the sub items will be hidden Click clear triangle to redisplay items

65. Copyright 2013 by Janson Industries 65 Bring up the Navigation pane (CTRL+F) and click Headings to display doc outline

66. Copyright 2013 by Janson Industries 66 Quickly edit the doc by dragging headings in the Navigation pane

67. Copyright 2013 by Janson Industries 67 Creating a Style n Select text and specify format values that the new style will have n Open up the Style dialog box n Click the New Style button n Specify a name for the style n Click OK u Style is only available in the doc where it’s defined

68. Copyright 2013 by Janson Industries 68 Newly formatted text New Style button

69. Copyright 2013 by Janson Industries 69 New Style name Make sure Add to checkbox is checked Description

70. Copyright 2013 by Janson Industries 70 New Style is listed Select some text and double click new style

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72. Copyright 2013 by Janson Industries 72 Modifying a Style n In the Style dialog box, move the cursor over the Style and click the drop down arrow n Select Modify to display the Modify Style dialog box n Can select options from the dialog box n Display other dialog boxes by clicking Format button and selecting

73. Copyright 2013 by Janson Industries 73 Can even create a keyboard shortcut for applying the style

74. Copyright 2013 by Janson Industries 74 Copying Formatting n The Format Painter button (paint brush icon) in the Clipboard area can copy the format of selected text n Select text, click the Paint Brush button u Cursor will now include a paint brush icon n Highlight new text and the format will be applied u To apply to multiple sections of text, double click the Format Painter button

75. Copyright 2013 by Janson Industries 75 Removing Formatting n The formatting buttons act as toggle switch u Click it to apply the format, click it again to remove the format n In the Font group there is a Clear All Formatting button u Select the text and click the button and all formatting is removed

76. Copyright 2013 by Janson Industries 76 Formatting - Lists n Bulleted u Select text u Home tab u Display bullet drop down menu u Select style n Ordered u Same as above, but display numbered bullet drop down menu u Select style

77. Copyright 2013 by Janson Industries 77 Move cursor over options to see effect on doc

78. Copyright 2013 by Janson Industries You can even define your own

79. Copyright 2013 by Janson Industries 79 Will have a – appear after number

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81. Copyright 2013 by Janson Industries 81 Formatting - Lists n Multilevel lists have sub-bullets n Sub-bullets specified by tabbing n To define the format of the list u Select text u Home tab u Display multi-level drop down menu  Select a style or Define New Multilevel List

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83. Copyright 2013 by Janson Industries 83 Select the level, a number style, and any formatting

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86. Copyright 2013 by Janson Industries 86 Points to Remember n WORD enables you to create, edit, save, and delete documents n WORD enables you to: u Change the appearance F Called formatting u Change the content F Called editing

87. Copyright 2013 by Janson Industries 87 Word Assg 2 n Unit E u Boat Kit Fact Sheet n IC1 u September Classes n Visual Workshop u Burger Menu n Hand in print outs and send an email to rjanson@fscj.edu with all 6 files attached