1. Tonga Institute of Higher Education IT 141: Information Systems CS Students Lecture 2: Microsoft Word

2. Microsoft Word Flagship product for Microsoft Most people who use computers have used it Word Processor – Type – Edit – Print

3. Microsoft Word Not First Word Processor First word processor’s invented in late 60’s early 70’s Not the same as what you are used to today

5. Getting Started To run word open go to the start menu on the bottom. Find the ‘All Programs’ button. Go to Microsoft Office (or sometimes directly to Word).

6. Getting Started When Microsoft Word Opens you’ll see a lot of toolbars and a large white space in which to type. You can begin typing right away. This is most of what Word is used for.

7. Toolbar Contains the most commonly used aspects of word This includes many ways to change fonts – Size – Type – Weight Also includes other features – Alignment – Convert to PDF – Save/Open/Print options – etc

8. Simple Editing After you start typing, you can change the font, size and style by highlighting (holding down the left button on the mouse and dragging it across text) and then clicking on a new style or formatting option. This covers 80% of all you might ever do with Word

9. Tables Tables are a way to present data in an organized and professional way. Go to “Table” in from the toolbar then choose “Insert table”. It will ask you for the number of columns and the number of rows. Columns are the number of lines that are vertical Rows are the number of lines that are horizontal

10. Tables For example, if you have data that has the average age for each form of school, you might want 2 rows and 6 columns.

11. Bullets and Lists Look for these icons on the toolbar. The left one is for an ordered list and the right one is for unordered lists. Here are some examples

12. Spelling and Grammar Word has a good spell-checker and grammar checker, but not for Tongan. Normally, Word will highlight all the misspelled words and if you are writing with Tongan, there will be many. To turn off the spell checker, go to Tools  Options  Spelling and Grammar and then choose “Hide spelling errors” If you are using English, pay attention to the Words that are highlighted and try to fix them. Word will offer suggestions if you right-click on the word.

13. Pictures and Shapes To insert a picture into your Word document from your computer, go to Insert  Picture  From File and then choose where your picture is To put in clipart go to Insert  Picture  Clipart. Then there will be many pictures available. On the bottom of the screen you will see an Autoshapes button. This will insert into your document a lot of different shapes that you might need.

14. Templates Useful for completing certain types of documents more quickly by utilizing available tools. An example is a Resume (called a “CV” in Tonga) File -> New -> Go to right side of screen -> Templates –> On my computer

15. Mail Merge One of the powerful uses of Word is the Mail Merge. Mail Merge allows you to create one "template" document and then use a pre-defined list or database to insert a different name or address for each item in the list It will then allow you to print out each separate document. This is useful if you have the same letter you want to send to many people, but only a small piece of information changes each time. Mail merge saves you the time of typing in every piece of data.

16. Mail Merge To start go to: Tools -> Letters and Mailings -> Mail Merge and you'll see a wizard appear on the right hand side that will guide you through the process. Step 1: Choosing Document Type Step 2: Choose Document (here you can start with a template)

17. Mail Merge Step 3: Select Recipients. This step is where you will choose where the data comes from. If you already have a database of names and information it can be very helpful Step 4: Create Letter. Notice the special words >. This is where your data gets filled in. Depending on your list of entries, Word will try to match the headers of your data with the special word. For example, in your list you may have a space for First Name. If you then type > in the Merge, it will insert the data automatically

18. Mail Merge Step 5: Preview Letters. This step allows you to view how your data looks when it's inserted into the letters. You can scroll through each letter. Step 6: Finish the merge. This step allows you to print, and Word will automatically print each of the letters with the correct data.

19. Tips Save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save, save,

20. Other tips Ctrl + S = Shortcut to save Ctrl + C = Shortcut to Copy Ctrl + V = Shortcut to Paste Ctrl + X = Shortcut to Cut Ctrl + B = Bolds currently selected text Ctrl + I = Italics the currently selected text

21. Homework Practice using a mail merge Try and use it for a simple letter

22. Friday Class Optional Will go over a mail merge and show you how to work with it 12:00pm – 1:00pm Very short, informal See you there

23. Summary Microsoft is a flagship product Simple but powerful Indicative of what other software will be like Go through the menu’s and explore Have fun!