Overview Microsoft Office & MSWord

Developing Computer [Application] Literacy

As we go through the semester you will notice that all the Microsoft
applications have similar toolbars and menus.
Knowledge of how these function and the ability to use this knowledge in
various applications is part of what constitutes computer literacy
This knowledge can also be used in other non-Microsoft applications
because applications generally have functionally similar GUI (graphic user
interface)
Xerox developed the first GUI,
Macintosh adapted it for their first GUI around 1984
Microsoft adopted a similar interface when they developed Windows.
Xerox unsuccessfully sued Macintosh for breach of copyright and/or patent
but it was decided that the GUI design was covered by neither set of laws.
The end user wins in terms of ease of use for application software.
Microsoft Windows
System Software
Windows Operating System(s)
Current Windows XP
Application software that comes bundled with Windows OS
Notepad
WordPad
Paint
Outlook Express
Internet Explorer
Windows CE : MS Operating System software for PDAs
We cover Operating Systems and other Systems Software
more thoroughly later in the semester

Microsoft Office Suite
The Microsoft Office Application Software Suite is widely used
for business and personal computing
WE USE:
Word : Word Processing Software
Excel : Spreadsheet Software
PowerPoint : Presentation Software
Access : Database Software (becoming obsolete)
OTHER MS Application Software:
Publisher: Desktop Publication Software
FrontPage: Web Site Publication Software
AND
Cutdown versions of the above application software
for use with Handheld devices
Microsoft Office Installation
Place CD in CD Drive
Office CD will be detected and start installation process
Select type of installation required
Typical:
Simplest option installs most but not all components; may not
copy clipart to hard disk
Custom:
Allows user to choose what they will install,
Choose Select all options to install all components
Complete:
Installs all components from Office CD including ClipArt and
other Samples
Features not installed initially can be installed later if
required.
Microsoft Word
Began life as a word processor

Current versions include:
Desktop publishing (text boxes and graphics)
Web Page Editing
A Browser
Embedded Applications such as Excel Spreadsheets
Macro Programming using Microsofts Visual Basic

Microsoft Word tries to be all things to all people but
sometimes specialised applications are better.

Microsoft Word
Word XP Window
MENU toolbar
Formatting toolbar
Standard toolbar
Endnote toolbar
Ruler
Format: font type,
size, style (bold,
italic, underlined),
alignment, bullets,
indenting, fill colour
(background) & text
colour
Excel is the Microsoft
spreadsheet software
application.
Excel provides:
A grid of squares for
data entry (Columns
and rows )
Math, financial and
statistical functions
Ability to develop
and use own functions
Ability to create
charts and graphs

Microsoft Excel
Excel XP Window
Microsoft FrontPage
FrontPage XP Window
MS FrontPage is a
WYSIWYG (what you
see is what you get)
HTML editor.

Interface is similar to
Word, similar menu and
toolbars

As well as the
WYSIWYG editing
window it has a built in
HTML editor and a
preview option.

Windows Text Editors

Notepad & WordPad Window
Notepad WordPad
Both Notepad and WordPad are
supplied with the Windows OS.
Notepad is a basic text editor that
can be used to create, edit and save
text files , usually with the .txt
extension.
WordPad is a cutdown version of
Word. It is useful for reading and
editing files that are too large for
Notepad
WordPad can read and write simple
text files, text only Word files and
RTF (Rich Text Format) files.
PAINT
Another default inclusion with
the Windows OS is Paint.
Paint can be used to create
simple graphics elements using
tools that are simplified versions
of those found in other graphics
applications.
Images created can be saved in a
variety of standard graphic
formats.
(BMP, GIF, PNG, JPEG)
Features of Word
Cut, Copy and Paste: Copy highlighted text and drag or
paste it into another position in document
Search and Replace: Search the entire document and
replace all occurrences of a word or phrase
Format Font: Set the font type (Gothic, Script etc), size,
colour and font style (bold, italic underline)
Format Paragraph: Set the left and right indenting, left,
right or centre justification
Bullets: Insert a bulleted or numbered list
Insert: Insert a picture, video, chart (or graph), or Excel
spreadsheet

Features of Word
Table: For presenting data or to manage page
layout
Hyperlinks: Allows navigation through the
document using hyperlinks and bookmarks
Headers and Footers: Inserted once and
duplicated at the top or bottom of each page
Page Numbers: Inserts page numbers and
automatically adjusts the number for each page
Insert Date/Time: Inserts current date or time

Features of Word
Spell check: Checks spelling when selected or as
you write
Grammar check: Checks grammar when selected
or as you write
Thesaurus: Look up a substitution for any word

Word Graphics
Images
ClipArt is a library of small images supplied with
applications such as Word or Publisher. These images
can be viewed and inserted into the document using
the ClipArt management facilities available from the
menu bar. (Insert/Picture/ClipArt)


Pictures from Files: Other image types including videos
and sounds may also be inserted into a word
document.
Word Graphics
WordArt allows the construction
Of large colourful headings or
Logos with a variety of textures,
curves and 3D effects.
Graphs
The facility to create graphs is
available in Word 2000 and later.
A variety of chart types are
available including line, bar and
pie charts.
Word Graphics
Drawing facilities are
provided to draw basic
shapes such as lines,
arrows, rectangles and
circles
Text Boxes can be moved freely
around page. Parameters can be
edited like regular text plus
background colour and border style
can be set.
Web Editing with Word
Word includes a fully featured web page editor.
(Word documents can be saved as HTML documents.)
[File/Save As, select Save as type: Web document (html)]

Files produced are excessively large with non-standard
formatting.
Useful for converting existing Word documents to
HTML.
(Suggest cleaning in DreamWeaver or similar)
Formatting Documents to Standards
Many students are not aware of the formatting guidelines
required for assignments.

Essays, lab reports and theses generally follow one of the
major publishing guidelines for format and referencing.




The guidelines effect every aspect of a document
http://www.library.jcu.edu.au/LibraryGuides/refstyles.shtml

Such as
APA
Harvard
IEEE


Chicago (University of Chicago)
Oxford (Deakon University)
And many many more
Bibliographic Software
Managing references is a large part of essay writing and
can become complex.
Bibliographic software handles the insertion and
formatting of references as well as the associated cross
referencing of information to assist in research.
EndNote and ProCite
are common plug-ins
to MS Word

Formatting considerations
The APA format for the header of a published work is:
Placed on the top right of every page
consists of the first 2 or 3 words from the title of the
work
followed with 5 spaces then the page number
Page Headers
Tabs and Tab Stops
The default tab intervals normally set from 0.7cm
to 1.2cm.
NOTE: Do not use multiple tabs as the document layout may
change if it is opened on another computer with different default
tab settings.
Margins - Left: 4cm, Right: 2.5cm, Top: 2.5cm,
Bottom: 2.5cm.
Line spacing: Double spaced

NOTE: Margins and line spacing requirements often appear
excessive, but are set to allow ease of reader or examiner.


Font Type:
Times New Roman
Arial
Font size: 12
Formatting considerations cont...
Formatting considerations cont
Indenting allows the first line of each paragraph or
a body of text to be offset from the left of the page.
Indenting
Page Breaks and Section Breaks
Hard page breaks may be inserted at any point in a
page to insert a new page.
Do not insert blank lines to create a new page!
A section break is used when the next page of the
document is required to have a different format to
the previous page.
Formatting considerations cont
no vertical borders
no inner cell borders (just
three horizontal lines; one
above the heading row, one
below the heading row and
one to mark the end of the
table)
double spacing
Table title at the top of the
table and in the following
style Table 1. Title Case
Table Formatting (eg.APA)

Table 1. Search Engines




Article
Number
Search
Engine
URL of search Engine Search
Criteria
Rating
1 Google http://www.google.com Anxiety
children
5
2 Ixquic
k
http://ixquick.com/ Anxiety
AND
children
5
Styles in Word
Styles provide a simple means to consistently apply a
range of preset formats to different levels of text
such as heading subheading and body text.

Each style may have individual settings for parameters
such as font size, style, indent, and paragraph
alignment.
Graphs in MS Word
Word 2000 has a graph facility, which will build a
graph from data entered into a data sheet.

However, graphs can be created in Excel and then cut
and paste or imported into the Word document.

Managing Multiple Documents
Word provides facilities in Outline view to create a
single master document that consists of a set of
subdocuments.

Blank subdocuments can be
created and inserted at the
press of a button.

All subdocuments are saved
when the master document is
saved.
Using Templates
A template is a partially completed document that
contains formatting, text and graphics that you want
to appear in a new document.

Word supplies a range of templates including letters,
resume, reports, brochures, fax cover sheet and
other business applications.

Custom templates may also be created by saving a
document as a Document Template.
Illustrations
Theses and projects may require block diagrams
and illustrations.
The Word Drawing Tool Bar is a very useful tool
for this purpose, providing shapes, text boxes,
arrows and callout boxes.
Using Graphics in Word
Word began as a simple word processor and the
desktop publishing features were added later.

You need to maintain the desired relationship of
objects such as images, drawing objects or
WordArt to the body text and the page borders.
Text Wrapping
Picture Position
Locking the Anchor
Using Graphics in Word
Text Wrapping - defines whether or not the text is to wrap
around the image and how.

In front of text floats the image over the top of the text
In line with text embeds the image into that position in the
text and wraps the text around it.
Picture Positioning - allows you to align the image horizontally
or vertically and in line with the margin, page, paragraph or
position it absolutely (fixed).
Lock Anchor - Each object has
an anchor that is inserted into
the body text where the object
is anchored.
Mail Merge
Mail Merge creates the same
letter many times while
changing the name, address
and other information as
appropriate from letter to
letter.
File Formats
Word Document (.doc) - Word documents are saved by
default with a .doc. There are some incompatibilities
between different versions of Word.

Rich Text Format (.rtf) - Rich Text Format is
independent of Word and can be read by most word
processors (although some degree incompatible
between different word processors does exist).
File Backup Options
AutoSave - Automatically saves your file at specified
intervals such as 15 minutes.

Create Backup File - Saves a backup copy of the last
saved version of the file when the current version is
saved.

Auto Recovery - Creates a separate file which allows
reconstruction of the document if it becomes
corrupted.