Unit 4: Word Processing

Unit4: Word Processing

Print an Envelope

If your printer has the capability, you can use your computer to print addresses on envelopes. Before beginning this activity, make sure you have a blank envelope in your printer.

1.  Insert a blank envelope into your printer. Ask your teacher or read the printer’s instructions for the correct way to insert an envelope.

2.  Start Microsoft Word.

3.  Click the File menu, then click New. The New Document task pane appears.

4.  Under Templates, click On my computer.

5.  Click the Letters & Faxes tab in the Template window.

6.  Click Envelope Wizard, then click OK. The Envelope Wizard box will appear (Figure 1)

Figure 1 The Envelope Wizard

7.  The Create one envelope field should be selected. Click OK.

8.  In the Delivery address field of the Envelopes and Labels box, type the address of the person to whom you are sending the letter.

9.  Type your address in the Return address field (Figure 2).

Figure 2 The Envelopes and Labels box

10.  Click Print. If you are asked to save the Return address as your default address, click No.

11.  After your envelope has printed, Exit Word.

Troubleshoot Bulleted and Numbered Lists

Lists can be a very effective way to present a large amount of information in a small space. Most lists are numbered or bulleted, but you can be creative when making your own lists. In your lists, however, make sure they remain organized, easy to read, and help contribute to the understanding of the information.

To open the data file in Step 1, click on the link. If you are not able to download the file, ask your teacher for help.

1.  Start Microsoft Word.

2.  Open the BakeSale (34.0K) data file.

3.  Scroll down so the numbered list is visible.

4.  Use your mouse to highlight all of the items that will be on sale (Figure 1).

Figure 1 Highlight the numbered list.

5.  Click the Format Menu, and then click Bullets and Numbering.

6.  In the Bullets and Numbering dialog window, click the Bulleted tab. Select the third panel in the first row (Figure 2).

Figure 2 The Bullets and Numbering box

7.  Click OK. The numbered list changes to a bulleted list.

8.  Save the file as Your Name Bake Sale.

Adjusting Bulleted and Numbered Lists

You may want to make adjustments to your lists. To change the alignment of a list, use the ruler.

Figure 3 You can change the alignment of the bullets using the ruler.

9.  Select the list.

10.  Use the Tab Stop to adjust the first line of text after the bullet. Move the Tab Stop marker 0.25“ (two marks) to the right.

11.  Use the First Line Indent marker to move the position of the bullet. Move the First Line Indent marker 0.25” (two marks) to the right.

12.  Close the file. Do not save your changes.

13.  Exit Microsoft Word.

Manipulate Images

A well-chosen or well-designed image can improve and clarify a document. When you use an image in a document, you may want to alter it by removing part of the picture, a process called cropping. You may also decide the image is not suitable and to remove it.

To open the data file in Step 1, click on the link. If you are not able to download the file, ask your teacher for help.

1.  Start Microsoft Word, then open your Bake Sale file. (Note: If you did not complete Enrichment Activity 4.3, use the BakeSale (34.0K) data file for this activity.)

2.  Scroll to display the image showing the two people.

3.  Click anywhere on the picture to select it. The Picture toolbar should appear. If not, right-click on the picture, then choose Show Picture Toolbar from the menu.

4.  Click the Crop button on the picture toolbar.

5.  Position the cropping symbol over the middle sizing handle on the right side of the image (Figure 1).

Figure 1 Use the Picture toolbar to crop an image.

6.  Click and drag the handle to the left until only one person is visible in the picture. Release the mouse.

7.  The right side of the picture has been cropped out (Figure 2).

Figure 2 The cropped image

8.  Click the picture to select it.

9.  On the toolbar, click the Cut button. The image is removed.

10.  Save your file. (Note: If this is the first time you are saving your file, save it as Your Name Bake Sale.)

11.  Exit Microsoft Word.

Create Footnotes and Endnotes

Any time you use an idea that is not your own (in print, on a Web site, etc.) it is important to give credit to the person who originally wrote the information. This process is called citing your source, and you must do this if you quote the information exactly or even if you rewrite the information using your own words. (Rewriting someone else’s ideas in your own words is called paraphrasing.)

Microsoft Word offers two ways to quickly create citations within your document: footnotes and endnotes. Every quotation or piece of cited text in the document has a number or letter next to it, indicating that an idea is being referenced. The same number or letter is then used in a footnote, which appears at the bottom of each page that contains a citation. Or the citation can be referenced in endnotes, which is a complete list of all citations at the end of the document.

To open the data file in Step 1, click on the link. If you are not able to download the file, ask your teacher for help.

1.  Start Microsoft Word.

2.  Open the data file Digital Music (24.0K) . Save the file as Your Name Digital Music. Check with your teacher for the best place to save your file.

3.  The text contains information that should be cited. Position the insertion point after the word “Guidelines.”

4.  Click the Insert menu. Then click Reference, and choose Footnote.

5.  Click Endnotes in the Footnote and Endnote box.

6.  Click the Insert button (Figure 1). A lowercase i appears after the word “Guidelines,” and the insertion point is moved to the end of the document.

Figure 1 The Footnote and Endnote box

7.  Next to the superscript letter, type Nguyen, Kelly. “Face the Music.” North High Newsletter January 2006.

8.  Select the words “North High Newsletter” and click the Underline button on the toolbar.

9.  In the Insert menu, click Reference, then Footnote.

10.  In the Footnote and Endnote box, click Convert.

11.  In the Convert Notes box, click OK. (Figure 2). The i is changed to 1, and the reference is moved to the bottom of the page.

12.  Close the Footnote and Endnote box.

Figure 2 The completed footnote

13.  Save your document.

14.  Exit Microsoft Word.

Use Styles in Word

Microsoft Word uses styles to maintain a consistent format throughout a document. A variety of default styles are available for you to use. You can modify the pre-existing styles, or you can create your own styles.

To open the data file in Step 1, click on the link. If you are not able to download the file, ask your teacher for help.

1.  Start Microsoft Word.

2.  Open your Digital Music document. Note: If you have not completed Enrichment Activity 4.5 and have not created a Digital Music file, use the Digital Music (24.0K) data file and save it as Your Name Digital Music.

3.  Click the Styles and Formatting button to open the Styles and Formatting task pane.

4.  Click the New Style button. The New Style box opens.

5.  In the Name field, key Music Title.

6.  Under Formatting, use the arrows to change the font to Monotype Corsiva and the font size to 36. If your computer does not have Monotype Corsiva font, use a font of your choice.

7.  Click the Bold and Underline buttons. Change the text color to Blue (Figure 1).

Figure 1 The New Style box

8.  Click OK to return to the task pane.

9.  In the document, place the insertion point anywhere on the word “Digital.” Then click Music Title in the task pane to apply the new style to the title “Digital Music Info.”

10.  In the document, click the word File, and then click Heading 2 in the task pane.

11.  Click the word Copyright, and then click Heading 2 in the task pane.

12.  In the task pane, move your mouse pointer over Heading 2, then click the arrow that appears. Click Modify (Figure 2). The Modify Style box opens.

Figure 2 Modify a style using the drop-down menu.

13.  Use the arrow to change the color to Red.

14.  Click OK. Both lines turn red (see Figure 4).

Figure 3 Heading 2 has been applied.

15.  Close the task pane and save your file.

16.  Exit Microsoft Word.

Create and Format Tables

Create and Format Tables – Part 1

Create Tables Using Different Options

Tables are a great way to organize information so it is both useful and visually appealing. Microsoft Word offers a variety of ways to quickly and easily create tables in order to help you better organize your information.

To open the data file in Step 1, click on the link. If you are not able to download the file, ask your teacher for help.

1.  Start Microsoft Word.

2.  Open your Digital Music document. (Note: If you have not created a Digital Music file in previous activities, use the Digital Music (24.0K) data file and save it as Your Name Digital Music.)

3.  Click the Tables and Borders button. The Tables and Borders toolbar appears.

4.  Click the Draw Table button. Your cursor should become a pencil. Note: To identify buttons on the Tables and Borders toolbar, move your mouse pointer over the buttons to display the names.

5.  Position the pencil under the M in Music File Types, click and drag the box to the right and down (Figure 1).

Figure 1 Draw a table.

6.  Inside the box, draw one vertical and one horizontal line.

7.  On the Tables and Borders toolbar, click the Distribute Rows Evenly and Distribute Columns Evenly buttons on the Tables and Borders toolbar.

8.  Use the information in Figure 2 to fill in the table.

9.  Close the Tables and Borders toolbar.

Figure 2 Enter the information.

10.  Select all of the text under Copyright Guidelines.

11.  Click the Table menu, choose Convert, and then click Text to Table.

12.  In the Convert Text to Table box, type the number 2 in the Number of columns field. Then click OK.

13.  Click anywhere in the document to deselect the text. A new table is created using the selected text (see Figure 3).

Figure 3 Convert text to a table.

14.  Select your new Copyright Guidelines table.

15.  Click the Table menu, choose Convert, and then click Table to Text.

16.  In the Convert Table to Text box, select Paragraph Marks and click OK. Your table has been converted back to text.

17.  Click the Undo Typing arrow to restore your table.

Create and Format Tables – Part 2

Work with Columns and Rows

Once it has been created, it is easy to modify the table structure. You can add or delete rows and columns, or change the way they are formatted.

1.  Move the insertion point to the end of the word Wave in the first table.

2.  Click the Table menu, choose Insert, and then click Rows Below. A new row will be created.

3.  Repeat Step 2.

4.  In the new third row, type MP3 in the first column and Compressed audio file in the second column.

5.  Position the insertion point in the cell underneath MP3. Click the Table menu, and then click Split Cells.

6.  Click OK in the Split Cells box. The cell is split into two cells (Figure 4).

Figure 4 Split the cells in a table.

7.  Click the Table menu, choose Delete, then Rows to delete the row.

8.  Position the insertion point before MP3. Click the Table menu, and then click Split Table. The table is separated.

9.  Press the Delete key. The table is automatically joined again.

10.  Position the insertion point in the same cell as Compact Disc Audio. Click the Table menu, select Insert, and click Columns to the Right. A new column appears.

11.  Select the empty cell in the lower right hand corner of the table. Click the Table menu, select Delete, and click Cells.

12.  In the Delete Cells box, select Shift cells left and click OK. The cell disappears.

13.  Position the insertion point where there is now no cell (outside of the table, next to “Compressed audio file”). Click the Table menu, select Insert, then Cells.

14.  In the Insert Cells box, select Shift cells right and click OK. A new cell appears.

15.  Select the three cells in the empty column. Right-click on the highlighted column and choose Delete Columns. The column disappears.

16.  Select the first column in the Music File Types table.

17.  Click the Table Menu, and then click Table Properties. The Table Properties box opens. Click the Column tab, if it is not already selected.

18.  In the Preferred width field, type the number 4, and then click OK. The first column is now 4 inches wide.

19.  Click the Table Menu, and then click Table Properties. In the Table Properties box, click the Row tab.

20.  In the Specify height field, type the number 1.

21.  In the Row height is field, use the arrow to choose Exactly.