The Business Skills Handbook

1
The Business Skills Handbook
2
The Business Skills Handbook

• Word Processor Skills
• Week 14

3
Reading

• Recommended text
• The Business Skills Handbook
• Horn, R.
• London CIPD
• 1st edition, 2009
• ISBN 1843982188
• Chapter 14 Word Processor Skills (page 339)

4
Lecture Outline

• basic Word skills
• using the new features of Word 2007
• using keyboard shortcuts
• understanding and using styles and themes
• creating a references list and a bibliography

5
Learning Objectives

• be able to make use of the basic features of Word
• be competent in using the more advanced features
  of Word

6
Basic Word Skills
7
The Main Word 2007 Window Detail

1. This looks like a logo but is actually the Office
   Command Button and contains a number of important
   commands.
2. This is the ribbon it is new to Word 2007 and
   contains all the main commands that you will
   need. If you look to the top of the ribbon, you
   will see the tabs.

8
The Main Word 2007 Window Detail 2

1. The ribbon has commands grouped together you can
   see the group names at the bottom of the ribbon
   clipboard, font, paragraph, styles. This
   screenshot is of the home tab it contains many
   of the most frequently used commands, such as
   copy, cut, paste, font changes, paragraph set-up
   and styles.

9
The Main Word 2007 Window Detail 3

1. Tabs run along the top of the ribbon and allow
   access to other commands. In this screenshot you
   can see the tabs home, insert, page layout,
   references, mailings, review, view and add-ins.

10
The Main Word 2007 Window Detail 4

1. This is the main document window where you add
   the detail of your document.
2. The status bar runs along the bottom of the
   screen. It is customisable so you can add the
   elements you need to see. This screenshot shows
   page number, word count, proof reading status and
   language. Right-click the status bar to add or
   remove elements.
3. This is the zoom control you can or it or
   slide it. To the left of this are the page view
   commands.

11
Using the Office Button
12
Using the Office Button 2

• Many new users of Word 2007 open the program and
  then get a little stuck by not knowing where or
  what to click. The Office logo in the top left
  corner is a main command button.

13
Using the Office Button 3

• Office button in detail
• These are the main commands new, open, save,
  save as, print, prepare, send, publish and close.
• Word options allow access to the detailed options
  that allow you to customise the way Word looks
  and operates.
• Exit and close Word.

14
Using the Office Button 4

• In this section the documents you have used
  recently are displayed and can be opened by
  clicking them. Notice the pin icon if you click
  this the document will be permanently stuck to
  the recent documents list.

15
Quick Access Toolbar
16
Quick Access Toolbar 2

• Using the quick access toolbar will considerably
  speed up the tasks you do frequently, such as
  saving, undoing, opening files, closing files. It
  is, by default, positioned at the top left of the
  screen next to the Office button.

17
Quick Access Toolbar 3

• In this screenshot it contains the commands
  save, open, new document, undo, redo and close.
  This is a customisable toolbar so you can add and
  remove elements. The screenshot shows the main
  toolbar selection window that is opened by the
  small down arrow on the right. You can then
  select commands that you want to add or remove.

18
Quick Access Toolbar 4

• This is the toolbar showing icons to click to
  activate.
• The down arrow for opening the selection pane.
• Tick main commands to include on the toolbar
  unclick to remove them.
• More commands button provides access to all
  commands.

19
Quick Access Toolbar 5

• If you do one thing to make Word 2007 work better
  for you customise this toolbar to include the
  commands you frequently use. It saves a lot of
  time, stress and finger energy.

20
Using the Ribbon
21
Using the Ribbon 2

• The ribbon is a band of instructions at the top
  of the screen. It replaces all the menus,
  toolbars and taskbars that were found in Word
  2003. You will note that the ribbon contains tabs
  that are organised by work task.

22
Using the Ribbon 3

• The ribbon tabs
• Looking closely you can see that the tabs are
  labelled Home, Insert, Page Layout, References,
  Mailings, Review, View and Add-Ins. Click on each
  of them now and see the types of task they
  contain. You should have noted that the ribbon
  tabs are associated with activities.

23
Using the Ribbon 4

• The first four tabs are the ones you are most
  likely to need when creating university documents
  such as assignments.
• Now click on the home tab and we will investigate
  it some more. Word opens with the home tab
  showing on the ribbon it contains four parts
  the names are at the bottom of the ribbon

24
Using the Ribbon 5

• Clipboard contains the cut/copy/paste commands,
  which you probably know already.
• Font contains all the commands related to the
  size, style, position and colour of the text in
  the document.
• Paragraph controls the way that paragraphs are
  formatted including bullet lists, paragraph
  marks, indenting and text positioning.

25
Using the Ribbon 6

• Styles control the formatting of designated
  parts of the text. The first style box is
  normal. If you right-click this you can modify
  the appearance of the style. The third style is
  Heading 1 followed by Heading 2 this can be used
  by inserting the cursor in a line of text and
  clicking the style button.

26
Keyboard Shortcuts

• People use keyboard shortcuts for a variety of
  reasons. Some use them because using a mouse is
  difficult or painful. But most business people
  use the keyboard shortcuts in Word because it
  saves time by not having to remove your fingers
  from the keys to use the mouse.

27
Keyboard Shortcuts 2

• There are two types of keyboard shortcut. Key
  combinations perform specific commands for the
  set key combination. They involve holding down
  one key and pressing another at the same time. An
  example that most people know is holding down the
  control key (bottom left of most keyboards,
  marked Ctrl) and pressing the C key for copy.

28
Keyboard Shortcuts 3

• Key combinations
• Key combinations are a very fast way of accessing
  commands associated with text. However, there are
  many more that you will learn over time. The most
  commonly used shortcuts are
• Ctrl C Copy
• Ctrl X Cut
• Ctrl V Paste
• Ctrl S Save

29
Keyboard Shortcuts 4

• Text-related key combinations
• Ctrl I Italics
• Ctrl B Bold
• Ctrl U Underline

30
Keyboard Shortcuts 5

• Access keys are another way to access commands
  and are operated from the Alt key when you
  press it small labels appear on the ribbon called
  badges. Once you choose an option, you then get
  more options until you get to the command you
  want.

31
AutoRecover

• As you work with computers, occasionally things
  will go wrong. The computer might lose power, the
  software may stop responding, you may have
  equipment failure or someone may just turn off
  your computer. If you set Word options to
  AutoRecover you will have some protection when
  things go wrong.

32
AutoRecover 2

• You can set AutoRecover by
• Press the Office button.
• Press Word Options at the bottom of the task
  pane.
• In the left pane click Save.
• Tick the AutoRecover box and then set it to 5
  minutes.
• Check out and adjust where the AutoRecover will
  save the file.
• Then press OK.

33
AutoRecover 3

• After a problem the AutoRecover task pane will
  appear and you can select the document you wish
  to recover.

34
Styles

• A style is simply a set of formatting settings
  saved with a distinct name. Using styles makes
  your document more consistent and often clearer.
  Lets try adding a style

35
Styles 2

• Highlight the text you want to style.
• Home tab.
• Select a style from the styles grouping scroll
  down for more styles. It will be styles at the
  click of the mouse.

36
Styles 3

• You can change any style to exactly match your
  workplace or university formatting instructions
• Home tab.
• Styles group.
• Right click the style you want to change then
  Modify.
• The pane then allows you to set name, style
  following the paragraph, line spacing, indents,
  distance between paragraphs, text alignment and
  text size and colour.

37
Styles 4

• As you modify these settings the preview panel
  will display the settings you have made.
• There are two radio buttons at the bottom of the
  pane
• Add to quick style list.
• Only in this document or new document based on
  this template.
• Select these, as you desire.

38
Styles 5

• As a minimum, you should create styles for
• Normal text or body text Arial 11 point
• Title Arial 26 point, centre aligned,
  underlined, followed by normal paragraph
• Subtitle Arial 18 point, centre aligned,
  followed by normal paragraph
• Heading 1 Arial 14 point, Bold, left align,
  followed by normal
• Heading 2 Arial 12 point, Bold, left align,
  followed by normal
• Heading 3 Arial 11 point, Bold, left align,
  followed by normal

39
Styles 6

• Using the format dropdown menu you can set
• tabs
• border
• frame
• language
• numbering
• shortcut keys.

40
Themes

• Themes are used to create professional and
  consistent-looking documents. Themes consist of
  text colours and background colours, accents such
  as shadows and fills, hyperlink colours. They
  would normally apply to the whole document.

41
Themes 2

• Lets try it out
• Make sure you have a document with a range of
  style elements, for example title, heading 1,
  heading 2, bullets, normal text.
• Page Layout tab.
• Themes, then select a theme (as you point to a
  theme it will preview in your document).
• Select the theme you want.

42
Themes 3

• You select fonts using the fonts drop-down arrow.
• In this section we have covered templates, styles
  and themes. By combining these ideas and with a
  little time and imagination, from you, it will be
  possible to create some useful and great looking
  templates.

43
References and Bibliography

• In writing assignments you are creating an
  academic argument. Your argument will need
  extensive support from the work of other authors.
  Managing these sources can be difficult, but Word
  can help in this respect. To create references
  and a bibliography in your assignments you need
  to use the citation and bibliography commands.

44
References and Bibliography 2

• You create a reference and bibliography in the
  following ways
• at the point where you want to add the reference
• on the References tab
• click the reference style that you want use
  GOST Name Sort.

45
References and Bibliography 3

• Click Insert Citation button.
• Click the Add New Source button.
• In the new task pane that appears
• Choose type of source Book.
• Add the author name, title, year, city (place of
  publication), publisher, volume if any.
• Click OK.

46
References and Bibliography 4
47
References and Bibliography 5

• A reference will be entered at the text insertion
  point. A note of warning GOST Name Sort is as
  close as Microsoft can get to Harvard
  referencing, and you do need to change the style
  when you insert the bibliography.

48
References and Bibliography 6

• It does not, however, conform to the British
  Standard for referencing using the Harvard
  format. Most universities will accept that the
  system is sound and accurate, if not totally
  correct, but do check with your tutor.

49
References and Bibliography 7

• It is quicker to add a reference or citation by
  using the access key shortcuts Alt, S, C, S.
  Note shortcuts are quick and accurate and mean
  that you do not have to take your fingers off the
  keyboard.

50
References and Bibliography 8

• Once you have entered a citation or reference, it
  will be available to use again from a list of
  citations once you press the Insert Citation
  command.

51
References and Bibliography 9

• When your assignment, project or dissertation is
  written, it is easy to add the bibliography at
  the end by
• References tab
• Change the Style to APA
• Click Bibliography
• Insert Bibliography

52
References and Bibliography 10

• Your bibliography is added at the insertion point
  in the correct alphabetical order. If you make a
  mistake in a reference or just want to add more
  and then build a new bibliography, just delete
  the old one and insert it again.

53
References and Bibliography 11

• There is one added advantage to this method. You
  can make your references or selected references
  in one document available in another document.
  This saves a lot of time and stress.

54
References and Bibliography 12

• You would do this by
• Click the References tab.
• Click Manage Sources.
• In the master list pane, copy the references you
  want into the current list pane.
• Click Close.

55
References and Bibliography 13

• When you add a citation in the new document the
  copied citations will appear in the select
  citation list. Referencing has never been easier.
  If you are looking for just one or two sources
  amongst a long list, there is a search facility
  at the top of the manage sources pane.

56
Activity
57
Next Week

• the basic use of Excel
• being effective with the quick toolbar
• entering data and formula
• formatting numbers and text
• using tables and conditional formatting
• entering data and creating business outputs
• creating and using pivot tables
• statistical measures in Excel

58
The Business Skills Handbook
The End