Advanced Word Processing

Intro to Micro Apps
WORD
Assg Explanation Assg Part 1 Assg Part 2

1
Copyright 2019 by Janson Industries
Objectives
■ Explain
♦ What word processing is
♦ Editing vs. Formatting
♦ What desktop publishing is
■ Show how to:

♦ Create, copy, edit, format, print,
save and retrieve documents
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Concepts
■ Word processing system comprised of:
♦ Hardware: machinery
♦ Software: WP app
■ Types of WP H/W
♦ Dedicated
♦ General
3
Concepts
■ Types of WP S/W
♦ Dedicated vs. Integrated
♦ General vs. Special Purpose
♦ Embedded Formatting vs. WYSIWYG
■ Desktop Publishing vs. WP

♦ H/W
♦ S/W
4
Word
■ To start an MS Office app
■ Click the Start button
■ Scroll through the menu
items and click on the app
to start
■ If Word clicked, the Word
Start screen is displayed
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Recently opened files
are listed on the left
Click to open
If file not listed, click
Open Other Templates (preformatted
Documents docs) listed on right
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Ribbon Tabs
Ribbon
Quick Access toolbar: Save, Undo, Redo
File tab provides menu of basic

functions: Save, New, Print
Ribbon provides access

to all functions
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Scroll bar
Insertion point
Status Bar
Views Zoom
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Rulers
To display rulers, click VIEW tab

and then click Ruler checkbox
To create a new document, click the FILE tab …

… then click New to display the templates
Can search the web for more templates by entering descriptive

text and clicking the magnifying glass icon
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When creating a new document
Word makes a lot of assumptions:
Font type and size
One inch margins
Multiple line spacing
These can all be controlled

from the Ribbon
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WORD
■ Sometimes the Ribbon cannot
display all available options
■ Need to access
♦ Drop down menus
♦ Dialog boxes
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Change to Layout ribbon, click on Margins arrow
to show the Margins drop down menu
Can select predefined margins...
...or define your own
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To see the line spacing options click on
Paragraph's Dialog Box Launcher button
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WORD
■ To change the default options
permanently, need to
♦ Display the dialogue box for the
settings you want to change
♦ Change the settings
♦ Click “Set As Default”
♦ Click “All Documents radio button”
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When new documents are created, they will have the new values
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WORD
■ Other options you might want to set before
entering text
♦ Zoom
► 50% lets you see entire page layout
► 100% let you view the text better
♦ View
► Print Layout (the default) is usually best
► Read Mode provides a book like reading environment
• Page left and right through a doc
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WORD
■ To enter text: start typing
■ Soft vs. Hard codes

♦ When you enter more text than can fit
on a line: Word wrap
► Word inserts a Soft Return code
♦ When you hit the Enter key (to insert

a new paragraph)
► Word inserts a Hard Return code
■ Reveal codes: click the ¶ button on

the Home ribbon
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Spaces
Tab
Hard return codes
Notice no hard return after first line in paragraph, Word put in a

non-displaying soft return code
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WORD
■ Moving within a document:
♦ Page Down/Page Up keys move one
screens worth
♦ Scrolling
■ To move the insertion point

♦ Arrow keys
♦ Mouse pointer
♦ Home - beginning of line
♦ End - end of line
♦ CTRL+Home - beginning of doc
♦ CTRL+End – what do you think?
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Toggle between insert & overwrite with Ins or Insert key,
however, must turn the option on
Option to control
with Insert key must
be checked
To get to Editing Options, click the FILE tab then Options, then
Advanced
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WORD
■ To delete text:
♦ Backspace key
♦ Delete key
♦ Space bar (inserts or replaces text

with a space depending on mode)
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Word
■ Simple Formatting
♦ Font: courier, tahoma…
♦ Style: bold, italic…
♦ Size: , 36…
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■ Block Functions: all previous

functions can be performed on
sections of the document
♦ Need to select portion of doc
♦ Perform function
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Word
■ Selecting:
♦ Click at start of text, drag to end
select any portion
♦ Click text to select
► Double click for a single word
► Triple click for a paragraph
♦ Click in selection bar (the blank

space to left of doc)
► Once for one line
► Twice for paragraph
► Three times for whole doc
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Proofing
■ Word automatically proofreads the
document
♦ Underlines possible mistakes
► wavy red: spelling
► wavy blue: word usage (to, too, two),
grammar, spacing, capitalization
■ Autocorrect
♦ Fixes really stupid mistakes
► adn replaced by and
► Capitalizes first word in a sentence
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If you get a red squiggly,
quickest way to fix:
Right click the word
(brings up short cut menu)
Select from suggestions
If correct option not there,

click Spelling and Grammar
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Click on the correct suggestion
and it will be implemented
Notice the Ignore All and

Ignore Once options…
… and the drop down menu

options Change All and Add to
AutoCorrect

To control autocorrect
Move cursor over a correction to display a blue rectangle
Move cursor over blue rectangle to display AutoCorrect Options
button
Click arrow button to display menu
Select Control AutoCorrect Options…
Can also tell WORD:

“STOP DOING THIS”
(Second option)
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■ Checkboxes control
autocorrect functions
■ Can also save

yourself some typing
of repeated words
and/or phrases
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Proofing
■ Can also control general proofing
functions
♦ FILE
♦ Options
♦ Proofing
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Selecting “Show readability statistics” means that after running a
grammar check…
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…the number of words, sentences, even grade level will be shown
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Editing
■ Copy
♦ Select text, Home, Copy, then Paste
♦ Select text, Ctrl+C, Crtl+V
■ Cut and move
♦ Select text and drag
♦ Select text, Home, Cut, then Paste
♦ Select text, Ctrl+X, Crtl+V
■ Find and replace
♦ Home, (Editing group), Find/Replace,
Specify text, Find Next/Replace/
Replace All
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Window size will dictate whether Editing
group or individual functions are shown
Be careful of Replace All
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WORD
■ Undo a real life saver in cases like
this
■ Alternatives
♦ Find - Ctrl+F
♦ Replace – Ctrl+H
■ AutoCorrect will also often finish

entries (ex. Dates)
♦ As you type a suggestion window
appears, you just hit enter
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WORD
■ Save: be careful where you put it!
♦ Default is to save to the computer
you are working at
♦ If you are working in the lab, you
will leave and it will be erased
► There is a nightly refresh on lab machines
■ Printing
♦ Always check the print preview
before you print
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Click FILE then Save As
Specify a location on the computer
39
If your working in the labs, make sure you specify your flash
drive, lab computers refreshed nightly
Specify a meaningful name

Can also save the doc in different formats (pdf, txt, rtf, html)40
Go out to your flash drive and verify the doc is there
41
Click FILE then Print
Preview pane
Print Preview always a good idea

Will save you a lot of paper

Lots of printing options
Mulitple copies
In lab, must specify the printer
Print specific pages (i.e. 1,4,6-

9)
Change to landscape
Change paper size (legal, envl)
Copyright 2019 by Janson Industries Multiple pages per sheet

Formatting
■ Best to specify margins first
■ Can be specified for
♦ Entire Document
♦ Paragraph
♦ Selected text
■ Bring up Page Setup
♦ Layout
♦ Margins button
♦ Custom margins
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Specify margins and where to apply: entire doc, this point
forward or selected text
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Paragraph and Line
Spacing
■ Usually there is more space between
paragraphs than between lines
■ To change: select the paragraph(s)

and launch the paragraph dialog box
■ In the Spacing area

♦ Before/After controls spacing
between paragraphs
♦ Line spacing
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Formatting
■ Indenting a paragraph
♦ Click anywhere in the paragraph
♦ Click HOME tab
♦ Launch Paragraph dialog box
♦ Specify left and right indention
■ Also special indents

♦ Hanging Indentations
♦ First line
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Click inside the paragraph to be idented, select a Special type
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Alignment
■ Several ways text can be aligned
♦ Left aligned (default)
♦ Right aligned
♦ Centered
♦ J u s t i f i e d
■ Easiest way: select text and on

the Home ribbon click Paragraph
group’s buttons
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Formatting
■ Tabs
♦ Good for aligning columnar info
♦ Variety of types
► Left
► Right
► Center
♦ Default: left tab every half inch
■ Creating tabs (before entering text)

♦ Select tab type (from tab alignment selector)
♦ Click on ruler
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Formatting
■ Creating tabs (after entering text)
♦ Highlight text to set tabs for
♦ Select the type of tab
♦ Click on ruler to place tab(s)
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Formatting with Word Styles
■ Predefined format settings for text
■ Applied from the Styles area on the

Home Ribbon
♦ A lot faster than you specifying all
the individual settings
■ Users can create and save their
own styles
58
Formatting with Word
Styles
■ 2 Types
♦ Character Style
► Controls font, size, bold, color, etc.
► Applied to selected text
♦ Paragraph Style
► Controls alignment, spacing, indentation, etc.
► Applied to entire paragraphs
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Click in 2nd paragraph, selected List Paragraph
Just spacing affected – it's a paragraph style
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Click in 2nd paragraph, selected Book Title
Only select word changed– it's a character style
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Some Styles control both paragraph and character style
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Formatting with Word
Styles
■ Wise use of styles:
♦ Enables Word to generate a table of
contents for the document
♦ User can also hide sections of a
document based on the styles
♦ Can quickly re-organize a document
in the navigation pane
63
Non-formatted menu
Will apply Heading 1 and Heading 2 styles
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Big improvement?
Move the cursor to the left of the

heading and a gray triangle will appear
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Click the gray triangle and the sub items
will be hidden
Click the clear triangle to redisplay items
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Bring up the Navigation pane (CTRL+F) and click Headings to
display doc outline
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Quickly edit the doc by dragging headings in the Navigation pane
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Creating a Style
■ Select text and specify format values
that the new style will have
■ Open up the Style dialog box
■ Click the New Style button
■ Specify a name for the style
■ Click OK
♦ Style is only available in the doc where
it’s defined
69
Select text with
desired formatting
Click New
Style button
70
New Style name
Make sure Add to

checkbox is checked
Word supplies the description
71
New Style is listed
Select some text and

double click new style
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Modifying a Style
■ In the Style dialog box, move the
cursor over the Style and click the
drop down arrow
■ Select Modify to display the Modify

Style dialog box
■ Can select options from the dialog box
■ Display other dialog boxes by clicking

Format button and selecting
74
Can even create a keyboard
shortcut for applying the style
75
Copying Formatting
■ The Format Painter button (paint brush
icon) in the Clipboard area can copy the
format of selected text
■ Select text, click the Paint Brush button

♦ Cursor will now include a paint brush icon
■ Highlight new text and the format will be

applied
♦ To apply to multiple sections of text,
double click the Format Painter button
76
Removing Formatting
■ The formatting buttons act as
toggle switches
♦ Click it to apply the format, click it
again to remove the format
■ In the Font group there is a Clear

All Formatting button
♦ Select the text and click the button
and all formatting is removed
77
Formatting - Lists
■ Bulleted
♦ Select text
♦ Home tab
♦ Display bullet drop down menu
♦ Select style
■ Ordered
♦ Same as above, but display
numbered bullet drop down menu
♦ Select style
78
You can move the cursor over options to see effect on doc
79
Can select a format or define your own

For our example, will have a – appear after number
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Formatting -
Lists
■ Multilevel lists have sub-bullets
■ Sub-bullets specified by tabbing
■ To define the format of the list

♦ Select text
♦ Home tab
♦ Display multi-level drop down
menu
♦ Select a style or Define New
83
Copyright 2019 by Janson Industries Multilevel List
The Multilevel List button
Select a predefined format

or create your own
84
To creat your own, select the level, a number
style, and specify the desired formatting
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Gotcha alert: tab settings
not consistent within text
87
Themes
■ Comprised of a set of design settings
♦ Instead of specifying every font, color,
size, etc. use a predefined set
■ Applied to the entire document

♦ Click Design tab, then Themes drop
down arrow
► Menu of themes displayed
► Move cursor over a theme to see the effect
• Can also specify a theme’s color or style set
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Themes
■ Great for quickly creating a unified
look and feel to the document
♦ Then you can go into the document
and tweak it
► Like adding graphics
■ Lots of different graphic types

♦ Photos, screen shots, SmartArt,
Video, symbols
► Can also set a graphic’s style and effects
90
Graphics
■ Click Insert tab then select the type of
graphic to insert
♦ Some graphic types give you predefined
options and/or online search capability
■ After inserting, graphic is selected and

graphic format tab(s) is active
♦ Depending on graphic can specify
effects, borders, colorization, how to
position in the text, etc
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Comments
■ “Add on” text to a document
♦ Can be viewed/printed or not
viewed/printed
■ Used when collaborating (editing,

multi-author) on a document
■ Go to Review ribbon
♦ Select text to comment on
♦ Click New Comment
♦ Enter text in comment balloon at right
of text
95
Comments
■ People can reply to or resolve a
comment
■ Comments just one type of document

“markup”
♦ Changes/revisions another type
♦ Click Track Changes
■ Control if markups shown and how

they are shown with Markup and
Show Markup options (in Tracking)
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Review
■ Beyond spell checking
■ Example: a word is valid but not

appropriate
■ Select text, click Thesaurus (in

Review ribbon)
♦ Thesaurus pane displayed to right of
document
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Scholarly Features
■ Page breaks
♦ AKA hard page break
♦ Used to start a new chapter in book
■ Click in doc where the page break

should be inserted
♦ Go to Layout ribbon
♦ Click Breaks dropdown button
♦ Select Page
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Scholarly Features
■ Headers and footers
♦ “Stuff” (information, text, graphics)
that appears at the top or bottom of
every page
► Can further control its location within the
header/footer, whether it appears on the first
page or not, if its different for odd and even
pages, etc.
■ Double click at top or bottom of a

page to display the Header&Footer
Tools ribbon
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Scholarly Features
■ Type in any text you want, insert an
image, or select predefined info like
♦ Date
♦ Time
♦ Page numbers
■ Apply any formatting you like
■ Click Close Header and Footer

button to get out of the header/footer
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Scholarly Features
■ Footnotes and endnotes further explain
something in the document
■ Consists of 2 things:
♦ An icon marking the text in the
document that the note pertains to
♦ The text of the note
■ Footnotes appear at the bottom of the

page
■ Endnotes appear on the last page of

the document after the last text
111
Footnotes and Endnotes
■ To insert, select the text where icon
should appear
♦ Go to References ribbon
♦ Click Insert Footnotes or Insert
Endnotes
♦ Enter text, image, etc.
► Again – apply any formatting you like
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Scholarly Features
■ Citations
♦ Essentially a specialized footnote
♦ Used to identify an outside source for
material in the document
♦ Lots of rules about what should go in
a citation
► Depends on the type of outside source
• Book citation different from a Journal,
Conference, etc. citation
116
Citations
■ To insert, click after the text where
citation should appear
♦ Go to References ribbon
♦ Click Insert Citation
♦ Select a Type of Source
♦ Enter the appropriate info
♦ Click the OK button
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Scholarly Features
■ Bibliography is a list of all outside
sources used/referenced in the
document
■ To edit, click Manage Sources (in

References ribbon)
♦ Any citations will already be in the list
■ Click a function button and add

information
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Scholarly Features
■ When you print, will have
options to print these
features or not
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Points to Remember
■ WORD enables you to create, edit,
save, retrieve, print, and delete
documents
■ WORD enables you to:

♦ Change the appearance
► Called formatting
♦ Change the content

► Called editing
125
Assignments
■ You will need the files supplied by
the text publisher to do the
assignments
■ The Internet presentation showed:

♦ Where to go to get the files
♦ How to download and extract all
the needed files
126
Assignments
■ Send an email and attach all the
files you create and save in the
assignments
■ Hand in hard copies (can send

pictures of the hard copies as email
attachments also)
■ When should you print?

♦ If book says "print" or “print if your
school allows printing” - print
127
Word Assg Module 1
■ Module 1
♦ IL_WD_Memo.docx
♦ IL_WD_1_TipSheet.docx
■ IC2
♦ AlvaradoLetter
■ Visual Workshop
♦ SakuraDoksa
128
Word Assg Module 2
■ Module 2
♦ TechJobs, TechJobs_Inspected
■ IC1
♦ Newsletter
► Author content control is in the Document Info menu
of the header/footer Design ribbon
■ Visual Workshop
♦ WorksCited
■ Hand in print outs and send an email to

rjanson@fscj.edu with all files attached
129

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Intro to Micro Apps

Assg Explanation Assg Part 1 Assg Part 2

■ Show how to:

■ Desktop Publishing vs. WP

Quick Access toolbar: Save, Undo, Redo

File tab provides menu of basic

Ribbon provides access

To display rulers, click VIEW tab

To create a new document, click the FILE tab …

Copyright 2019 by Janson Industries

Can search the web for more templates by entering descriptive

These can all be controlled

Can select predefined margins...

...or define your own

■ Soft vs. Hard codes

♦ When you hit the Enter key (to insert

■ Reveal codes: click the ¶ button on

Hard return codes

Notice no hard return after first line in paragraph, Word put in a

■ To move the insertion point

♦ Space bar (inserts or replaces text

■ Block Functions: all previous

♦ Click in selection bar (the blank

► Three times for whole doc

grammar, spacing, capitalization

If correct option not there,

Notice the Ignore All and

… and the drop down menu

Copyright 2019 by Janson Industries

Can also tell WORD:

■ Can also save

Be careful of Replace All

■ AutoCorrect will also often finish

Specify a meaningful name

Print Preview always a good idea

Copyright 2019 by Janson Industries

In lab, must specify the printer

Print specific pages (i.e. 1,4,6-

Copyright 2019 by Janson Industries Multiple pages per sheet

■ To change: select the paragraph(s)

■ In the Spacing area

■ Also special indents

■ Easiest way: select text and on

♦ Default: left tab every half inch

■ Creating tabs (before entering text)

♦ Highlight text to set tabs for

♦ Select the type of tab

♦ Click on ruler to place tab(s)

■ Applied from the Styles area on the

Move the cursor to the left of the

■ Open up the Style dialog box

■ Click the New Style button

■ Specify a name for the style

Make sure Add to

Word supplies the description

Select some text and

■ Select Modify to display the Modify

■ Can select options from the dialog box

■ Display other dialog boxes by clicking

■ Select text, click the Paint Brush button

■ Highlight new text and the format will be

■ In the Font group there is a Clear

Copyright 2019 by Janson Industries

■ Sub-bullets specified by tabbing