The Microsoft Office Suite Word Have an Overview

The Microsoft Office Suite & Word Have an Overview of Microsoft Office Be Introduce to Microsoft Word Learn the Standards for Document Formatting

Microsoft Windows System Software Windows Operating System(s) Ø Current Windows XP Ø Application software that comes bundled with Windows OS v v v Ø Notepad Word. Pad Paint Outlook Express Internet Explorer Windows CE : MS Operating System software for PDA’s

Microsoft Office Suite The Microsoft Office Application Software Suite is widely used for business and personal computing WE USE: Ø Word : Word Processing Software Ø Excel : Spreadsheet Software Ø Power. Point : Presentation Software Ø Access : Database Software (becoming obsolete) OTHER MS Application Software: Ø Publisher: Desktop Publication Software Ø Front. Page: Web Site Publication Software AND Ø Cutdown versions of the above application software for use with Handheld devices

Microsoft Office Installation v v Ø v Ø v 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 components Complete: Installs all components from Office CD including Clip. Art and other Samples Features not installed initially can be installed later if required.

Microsoft Word v Began life as a word processor v Current versions include: Ø Ø Ø Desktop publishing (text boxes and graphics) Web Page Editing A Browser Embedded Applications such as Excel Spreadsheets Macro Programming using Microsoft’s Visual Basic Microsoft Word tries to be all things to all people but sometimes specialised applications are better.

Microsoft Word MENU toolbar Standard toolbar Formatting toolbar Endnote toolbar Ruler Format: font type, size, style (bold, italic, underlined), alignment, bullets, indenting, fill colour (background) & text colour Word XP Window

Microsoft 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 • Excel XP Window

Microsoft Front. Page MS Front. Page is a HTML editor. Interface is similar to Word, similar menu and toolbars Front. Page XP Window

Microsoft Publisher MS Publisher is a desktop publishing program that can be used to create newsletters, flyers, brochures, and catalogues (to name some of many available options). It has a large range of wizards to assist in publication design. Wizards help with layout and colour scheme selection but can be edited by user. Publisher XP Window

Windows Text Editors Notepad Word. Pad Both Notepad and Word. Pad 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. Word. Pad is a cutdown version of Word. It is useful for reading and editing files that are too large for Notepad Word. Pad can read and write simple text files, text only Word files and RTF (Rich Text Format) files. Notepad & Word. Pad Window

PAINT Another default inclusion with the Windows OS is 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 Clip. Art 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 Clip. Art management facilities available from the menu bar. (Insert/Picture/Clip. Art) Pictures from Files: Other image types including videos and sounds may also be inserted into a word document.

Word Graphics Word. Art allows the construction Of large colourful headings or Logos with a variety of textures, curves and 3 D 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 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 Dream. Weaver 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 format and referencing. Such as – ØAPA ØHarvard ØIEEE ØChicago (University of Chicago) ØOxford (Deakon University) ØAnd many more The guidelines affect every aspect of a document http: //www. library. jcu. edu. au/Library. Guides/refstyles. shtml

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. End. Note and Pro. Cite are common plug-ins to MS Word

Formatting considerations Page Headers The APA format for the header of a published work is: Ø Ø Ø 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 Tabs and Tab Stops Ø The default tab intervals normally set from 0. 7 cm to 1. 2 cm. NOTE: Do not use multiple tabs as the document layout may change if it is opened on another computer with different default tab settings.

Formatting considerations cont. . . Margins - Left: 4 cm, Right: 2. 5 cm, Top: 2. 5 cm, Bottom: 2. 5 cm. 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: Ø Ø Times New Roman Arial Font size: 12

Formatting considerations cont… Indenting Ø Indenting allows the first line of each paragraph or a body of text to be offset from the left of the page. Page Breaks and Section Breaks Hard page breaks may be inserted at any point in a page to insert a new page. Ø Do not insert blank lines to create a new page! Ø A section break is used when the next page of the document is required to have a different format to the previous page. Ø

Formatting considerations cont… Table Formatting (eg. APA) no vertical borders Ø 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) Ø double spacing Ø Table title at the top of the table and in the following style Table 1. Title Case Ø 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 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 Ø Word provides facilities in Outline view to create a single master document that consists of a set of subdocuments. ØBlank subdocuments can be created and inserted at the press of a button. ØAll subdocuments are saved when the master document is saved.

Using Templates Ø A template is a partially completed document that contains formatting, text and graphics that you want to appear in a new document. Ø Word supplies a range of templates including letters, resume, reports, brochures, fax cover sheet and other business applications. Ø Custom templates may also be created by saving a document as a Document Template.

Illustrations Theses and projects may require block diagrams and illustrations. Ø The Word Drawing Tool Bar is a very useful tool for this purpose, providing shapes, text boxes, arrows and callout boxes. Ø Callout Bubble

Using Graphics in 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 Word. Art to the body text and the page borders. Ø Text Wrapping Ø Picture Position Ø Locking the Anchor

Using Graphics in Word Text Wrapping - defines whether or not the text is to wrap around the image and how. ØIn front of text floats the image over the top of the text ØIn 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 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 Auto. Save - 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.

Summary of Microsoft Office Suite & Word Overview of Microsoft Office Introduction to Microsoft Word Formatting to Standards Chapter 5 Complete