03._Introduction_to_Word_1_

INTRODUCTION TO WORD Week 3 TEC 101

REFERENCESTextbook Reference: Duffy, J. & Cram, C. (2024). The Illustrated Collection Microsoft 365 & Office, First Edition. Cengage.All graphics/charts are sourced from the aforementioned reference or used under Fair Use policies. For copyright concerns, contact Pierce Mortuary Colleges, Inc.

WHAT IS MICROSOFT WORD?Definition: Microsoft Word is a widely-used word-processing program that enables users to create, edit, and format text documents efficiently.Availability: Microsoft Word is included in the Office 365 suite, which is accessible via subscriptions, both for personal and enterprise users, ensuring regular updates and cloud-based collaboration.

WORD-PROCESSING SOFTWAREDefinition: Word-processing software allows users to enter, edit, and format text and graphics, facilitating document creation and presentation.Document Creation: The files created through word processing are referred to as documents, which can be saved in various formats, including .docx, .pdf, and .rtf.Planning Steps:

• Identify the intended message: Understand the purpose of the document and what you aim to communicate.

• Determine the target audience: Tailor the document’s language, tone, and complexity to the readers’ needs.

• Decide on elements to include: Consider utilizing tables, charts, images, and hyperlinks to enhance understanding and engagement.

• Design Consideration: The document's design should reflect its purpose and cater to the target audience, which includes font choices, colors, and layout.

WORD PROGRAM WINDOWKey Elements:

• Insertion Point: The blinking vertical line indicating where text will appear while typing, crucial for effective text input.

• Mouse Pointer: The cursor changes shape based on the function it serves, such as typing, selecting, or clicking.

• ScreenTip: A small pop-up display that shows information or options when hovering over buttons, aiding in user navigation.

Title Bar and Toolbar:

• Title Bar: Displays the current program and document names, allowing users to identify open files quickly.

• Quick Access Toolbar: Contains frequently used commands, such as save and undo, which can be customized by the user for efficiency.

• Search Box: A feature that enables users to quickly find commands or access help resources, improving user experience.

• Resizing Buttons: The minimize, maximize, and close buttons allow for effective window management.

Ribbon and Commands:

• Ribbon: Organized into tabs that house command buttons for various document editing and formatting tasks. Each tab aligns with different functionalities, such as Home, Insert, and Layout.

• Groups: Commands are categorized within groups for easier access, enhancing the user’s ability to apply edits and format documents efficiently (e.g., Comments, Share, Styles).

File Tab:

• Access to the Backstage view facilitates comprehensive document management:

  • Create, open, save, and print documents efficiently.

  • Customize Word settings to suit individual user preferences and needs.

Document Window:

• Displays the active document, equipped with rulers that indicate margins and tab settings for precision formatting.

• Scroll bars are available for easy navigation through long documents.

Status Bar:

• Shows key information about the document’s current status, including page number, insertion point location, and feature status indicators such as Zoom level and layout view buttons.

COMMON MOUSE POINTERS IN WORD:

• I-beam Pointer: Used for text selection, allowing users to highlight characters accurately.

• Click and Type Pointers: Designed for applying formatting at specific locations within the text.

• Selection Pointer: Utilized for selecting various document elements, such as images or text boxes.

• Hand Pointer: Indicates hyperlinks, changing the cursor to assist users in recognizing links.

• Hide/Show White Space Pointers: Manage the visibility of margins, essential for understanding document layout.

ENTER AND REVISE TEXT:

• Starting a Document: Users can begin typing directly in the blank document area, leveraging Word’s user-friendly interface.

• AutoCorrect Features: Automatically corrects common typos, enhancing typing efficiency and accuracy.

• Text Predictions: Offers suggestions based on the initial typed characters, allowing for quicker document creation.

• Default Style: The default Normal style for paragraphs provides more space between paragraphs than between lines, improving document readability.

EDITING DOCUMENT TEXT:

• Insertions: Erroneous text is highlighted with red wavy lines for spelling errors and blue double lines for grammar checks, helping users improve accuracy.

• Correction Methods: Users can right-click underlined text to access options to correct or ignore errors, fostering user autonomy in editing.

SAVE A DOCUMENT:

• Saving Process: Users can assign a file name and location for permanent storage, utilizing the Save button or File tab to prevent data loss.

• Save As Dialog Box: Provides multiple navigation and file management options for saving under different names or formats.

SELECT TEXT:

• Selection Methodology: Using the I-beam pointer, users can highlight text or employ various shortcuts to select different amounts of text based on their editing needs.

• Formatting Marks: Non-printing characters indicating formatting can be made visible or hidden using the Show/Hide button, aiding in proofreading and editing.

• Hyperlinks: Automatically formatted as clickable links, enhancing user interactivity.

FORMAT TEXT USING THE MINI TOOLBAR:

• Mini Toolbar Features: Provides quick access to common text and paragraph formatting options, promoting efficient editing and formatting of documents without navigating away from the text.

VIEW AND NAVIGATE A DOCUMENT:

• Word Zoom Feature: Allows users to adjust the document’s display size, thereby enhancing readability according to individual preferences.

USING WORD DOCUMENT VIEWS:

• Print Layout: Displays the document as it would appear when printed, providing a realistic overview of final formatting.

• Read Mode, Web Layout, Outline, Draft Views: Each layout serves different purposes, such as focusing on content creation, web viewing, or structured outlining.

DOCUMENT PROPERTIES:

• Definition: Provides essential details about the document's content, such as the author’s name, creation date, and modifications, crucial for document management and attribution.

CUT AND PASTE TEXT:

• Cut and Paste Definitions: The operation involves removing (cut) text from its original location and inserting (paste) it into a new position (from/to the Clipboard), essential for effective editing.

• Drag and Drop Method: An alternative method for moving text that facilitates quick repositioning within a document.

COPY AND PASTE:

• Copying Text: Unlike cut, text remains in its original location while a copy is stored on the Clipboard. Various methods are available, including button use, dragging while holding CTRL, or using the CTRL+C shortcut for convenience.

SPLIT A DOCUMENT WINDOW:

• Functionality: Enables users to view two parts of a long document simultaneously, enhancing the ability to reference different sections during editing.

COPYING OR MOVING TEXT BETWEEN DOCUMENTS:

• Process: Users can open both documents and utilize the Clipboard for efficient content transfer, streamlining multi-document management.

FORMAT WITH FONTS:

• Definition: Fonts play a crucial role in enhancing document appearance through different typefaces and sizes, contributing to overall readability and design appeal.

• Font Size Measurement: Font sizes are expressed in points, where 1 point equals 1/72 inch, impacting the visual presentation of the document.

• Default Font: The standard font is Calibri, set at an 11-point size, offering a professional and modern aesthetic.

SET DOCUMENT MARGINS:

• Margins Definition: The spaces between the text and the edge of the page are adjustable via the Layout tab, allowing users to customize document layout for clarity and presentation.

• Orientation: Documents can be created in Portrait (vertical) or Landscape (horizontal) orientation, influencing the layout based on content needs.

USE KEYBOARD SHORTCUTS:

• Common Shortcuts:

  • Ctrl+X: Cut |

  • Ctrl+C: Copy |

  • Ctrl+V: Paste |

  • Ctrl+A: Select all |

  • Ctrl+S: Save || These shortcuts significantly enhance productivity and streamline document editing processes.

ADD BULLETS AND NUMBERING:

• Purpose: Organizes document ideas effectively, facilitating easier reading and comprehension.

• Bullets: Used to precede list items for added emphasis, enhancing visual clarity.

• Numbering: Demonstrates sequence or priority among listed items, benefiting presentations and structured documentation.

INSERT A GRAPHIC:

• Graphic Types: Microsoft Word supports bitmap and vector graphics; manipulation with sizing and rotation is entirely possible for enhanced presentation and impact.

• Inline vs Floating: This distinction is based on the text wrapping styles, affecting how graphics interact with surrounding text.

APPLY A THEME:

• Theme Definition: A theme comprises predefined color schemes, fonts, and effects to create a unified design across the document, enhancing visual cohesiveness and professionalism.