Word Processing Lesson 1

1
Word Processing Lesson 1

• IST 117
• Spring 2002
• Holt

2
Introduction to Microsoft Office 2000 (p. INT
1.61)

• Different versions Office 97, Office 2000,
  Office XP
• Different editions available we use Professional
  edition  (see p. INT 1.61 and http//www.microsoft
  .com/office/howtobuy/choosing.htm)
• Can buy at many stores, or for online sites that
  sell to students, see  Mr. Holt's Web page under
  IST 117 Class Information.
• Is an integrated application suite (see next
  slide)
• Incorporates several productivity programs (see
  slide 4)

3
What is an integrated application suite?

• Menu consistency among applications
• Applications are designed to work together
• Easy to share data from other applications in the
  suite
• Competitors- Microsoft Works, Corel WordPerfect
  Office, Lotus SmartSuite

4
Office incorporates several productivity
programs

• Word Processing - Word (competitor WordPerfect)
  (see next slide)
• Spreadsheet - Excel (competitor  QuattroPro,
  Lotus 1-2-3) (see slide 6)
• Database - Access (competitor dBase, Paradox)
  (see slide 7)
• Presentation - PowerPoint (competitor Harvard
  Graphics)
• Other tools - Publisher, FrontPage, PhotoDraw,
  Outlook (not all of these are in some editions)

5
Word Processing- Word (p. INT 1.63)

• Generates many kinds of text documents
• Why has WP replaced typewriter?
• Makes revision easy - electronic editing with
  WYSIWYG
• Incorporates special features (as spell checking,
  clip art, numerous formats)
• Professional appearance
• Allows personalized form letters

6
Spreadsheet- Excel (p. INT 1.65)

• Electronic calculation tool
• Row and column format
• Can make charts (graphs) from the data

7
Database- Access (p. INT 1.66)

• Electronic storage and management of  information
• User designs and enters data database program
  manages it
• Easy to search for specific data and generate
  reports

8
Features in each program in Office

• Clip art Gallery
• Web addresses are automatically hyperlinked when
  you type them
• Wizards (helpers), Templates (pre-formatted
  documents)
• Office shortcut bar on desktop (not in Lab)
• Help system and the Office Assistant (paperclip) 
  (p. INT 1.74)

9
Starting Word 2000

• Three ways to start Word (only one is used in
  textbook, p. WD 1.8)
• The parts of the Word window (p. WD 1.9)
• Default settings and how to change
• Display the Standard Toolbar, Formatting Toolbar,
  and Ruler (change with View menu)
• Status bar pages, line no., col. no., OVR

10
Menu bar and Toolbar

• Personalized menus and toolbars Word learns
  your preferences and shows only the most
  frequently used commands
• Pause pointer on menu to expand the menu list (or
  click the double arrow)
• Click more buttons" button to see complete set
  of toolbar buttons
• Two toolbars on one line (p. WD 1.13) vs. on two
  lines (our preference)
• Use Tools, Customize to change settings

11
More about the Word screen

• Zoom box - want 100 or Page Width option (p.
  1.15)
• What are nonprinting characters?  How to show
  them? (p. 1.20)
• Normal view and Print Layout view buttons
• Insertion point (cursor) vs. I-beam (mouse
  pointer)
• Scrolling and cursor movement p. 1.25, 1.26

12
Steps to create a new document

• Plan what you need to write and how it should
  look
• Enter (key in), and save your work every 5 or 10
  minutes
• Edit (correct errors and revise your writing)
• Format (apply appearance features)
• Print the hardcopy

13
Keying in text

• Word wrap feature (p. WD 1.21)
• When to press Enter?
• Press spacebar once after comma, semi-colon, or
  abbreviation.
• Press spacebar twice after end of sentence.  (One
  space is acceptable.) (p. 1.22)
• "Double space" means to leave 1 blank line
  between lines
• Tap Enter 2 times to make 1 blank line 3 times
  for 2 blank lines

14
Saving your work (p. WD 1.27)

• Be sure to choose 3.5" Floppy A in the Save in
  box
• Type a descriptive name in the File name box
• Use Windows 98 file naming rules (p. WD 1.26)
• Save every 5 or 10 minutes
• Save - saves current screen as a file with the
  same name as shown on Title bar
• Save As - allows you to save current screen as a
  file with a new name or in a new location (p. WD
  1.49)

15
More about "Save"

• Your work is in memory only, until you save it
• When save first time, must give it a filename (or
  else it is Document 1)
• Example of Filename  To do list week24.doc
• Filenames can be up to 255 characters, plus
  extension (period followed by up to 3 letters)
• Open retrieves (brings to RAM) a previously
  saved file
• From Start-- Open Office Document (p. 1.52)
• From within Word-- toolbar icon, or File menu,
  Open

16
Where do you save?

• Floppy Disk - Drive ____
• Hard Disk - Drive ____
• CD-ROM - Drive B, D, and/or E (depends on
  computer)
• Network - Drive F, S, T, etc. (depends on
  network)
• To open textbook files in our Lab 
  Common_on_PC01(T)
• This Drive "T" is read-only, so you cannot save
  there

17
Editing and correcting errors

• Insertion point vs. mouse pointer
• Why SELECT (highlight) previously typed text?
• Many ways of selecting text (p. 1.29 1.41)
• If something is highlighted and you type, the
  highlighted words are ______
• Undo editing/formatting (p. 1.36)
• Redo to retract an undo
• Insert vs. Overwrite (p. 1.54)
• Backspace vs. Delete (p. 1.54)

18
Checking Spelling and Grammar (p. WD 1.22)

• Right click on flagged words or click ABC button
• Checker compares to its dictionary
• Caution! Correctly spelled words may be flagged
• Caution! Incorrectly spelled words may not be
  flagged (example there vs. their)
• Caution! Grammar checker must be used as an
  advisory only, not a final authority

19
Formatting a document

• See sample document (handout)
• Fonts Times New Roman and Arial are most used
• Font sizes in points (see p. WD 1.17)
• Font styles bold, italics, underline
• Alignment center, left, right (p. 1.33)
• Bulleted lists or numbered lists (p. 3.20)
• When must you highlight and when just have cursor
  anywhere in paragraph?

20
Clip Art (p. WD 1.43)

• Position your insertion point
• Good to have a blank line both before and after
  the location of the graphic
• Choose graphic and insert it
• Resize the graphic
• Wrap text around the graphic
• How to delete a clip art object?

21
Printing a hard copy (p. WD 1.50)

• Always save before printing
• Always do Print Preview before printing
• For first time to print, use Print menu command
  to see print settings dialog box
• Print button on toolbar does not allow for seeing
  print settings

22
Print settings

• Choice of printer
• Choice of Print range (all or selected page)
• Choice of Number of copies
• Choice of one-sided or two-sided (click
  Properties)

23
Ending the session

• Save document files otherwise work will be lost
• The latest version is what is saved, replacing
  older versions of the same name
• First close document(s) each document has a
  button on task bar
• Then close Word if you have no more WP jobs
• Close Word before shutting down computer
• Remove your floppy disk before shutting down
  computer, but after you close Word

24
Learn By CD

• Use it anytime you want help or to review
• Learn by listening, reading, observing, etc.
• Works best with Internet Explorer
• Requires ShockWave plug-in
• Place in CD-ROM drive if it doesnt auto start,
  double click My Computer icon, then CD-ROM