Chapter 10 Writing and Printing Documents

Practical PC, 3eChapter 10

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XP

Chapter 10

Writing and Printing Documents


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XPWriting and Printing Documents

• In this Chapter, you will learn:– How word processing software can improve your

writing

– How WP software can help format a document

– What standard styles are available in WP software

– What desktop publishing software is

– When I might need DTP software

– About selecting and installing printers


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XPUsing WP Software toImprove your writing

• WP software contains tools to help create, format, edit and print documents.

• WP software contains:– A grammar checker to check for improper word usage

and improper sentence structure

– A spelling checker to check for improperly spelled words

– A thesaurus which gives other word choices


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XPUsing WP Software toImprove your writing

Microsoft Word’s writing tools

Spelling error marked

Grammar error marked

Error missed by both spelling and grammar checkers

Thesaurus suggested “thrilling” instead of “exciting”


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XPHow WP software helps format documents

• WP software also contains many format options:– WP software automatically word wraps when you enter

text, formatting each paragraph.

– You can change the look of the text by changing the font, color, size and special effects.

– You can change the margins or line spacing, create bulleted lists, or change text alignment.

– You can also add headers and footers or automatically number pages.


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XPHow WP software helps format documents

Special formatting using Microsoft Word

Center using the Center button

Use automatic page numbering

Change Fonts as appropriate

Line wraps automatically inserted


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XPUsing WP software standard document styles

• A style is a set of attributes to use. You can define your own styles which the WP software will keep track of in a style list.

• How a document looks depends on the style settings used for each element – such as text, headers, footers, etc.

• The style setting used to make up a whole document is called a style sheet.


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• Style sheet settings can be saved as a template so that you can reproduce a document in the same style.

• WP software also contains standard templates in various styles for your use.

• Your software may also contain template wizards to help you use a template.


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A Microsoft Word template wizard

The Style ListA template with places to add your text


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XPDesktop publishing software

• DTP software is used to produce widely distributed documents such as newsletters, books and brochures.

• DTP software is used to collect all of the needed elements for the publication and format them for publication.

• You would probably use a WP package to create your text and a graphics package to create the illustrations.


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• One of the primary advantages of DTP software is its ability to move and format elements, graphics or text.

• Text is usually formatted within rectangular elements called frames which can be moved around like graphic elements.


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A sample screen from a DTP package

You can link text from one frame to another

The work area is frame based. Frames can be moved, resized, etc.

Floating toolbar for frequently used tools


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XPWP versus DTP software uses

• Most documents can be created using WP software.

• Many DTP features are included in WP packages for simple applications and vice-versa, causing an overlap between the two types of software.

• A good option is starting a project in WP software and importing it to DTP software if the document becomes too complex.


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XPWP versus DTP software uses

Comparison of WP to DTP software


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XPHardware – Printers

• Printers converts computer files to visible images on paper or other usable media.

• Printers translate the files into small dots using either dot matrix, ink jet, or laser technology.

• An image’s quality is measured by resolution – the density of the dot grid that created it.

• The measure of resolution is dpi – dots per inch.


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• Dot matrix printers:– Produces characters using a matrix of fine wires

– Uses a print head and a ribbon (approx. cost $4)

– Resolution of about 360 dpi

– Low quality output

– Visible dots

– Prints at about 6 pages per min or 569 cps

– Can print multipart carbon forms


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Dot matrix printing


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• Ink jet printers:– Produces characters using a nozzle-like print head that

sprays ink

– Most use CMYK color (cyan, magenta, yellow and black) cartridges (approx. cost $25-$35)

– Resolutions range from 600 to 2,400 dpi

– Prints best on special paper

– Prints at about 12 pages per min


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Ink jet printing


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• laser printers:– Produces characters by applying electrostatically

charged ink to a drum and then the page

– Uses a toner cartridge (approx. cost $70)

– Resolution of about 600 dpi

– Prints at about 8-15 pages per min

– Professional lasers are faster (19-40 pages per min) and have higher resolutions (1,200 dpi)


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• laser printers (cont):– Laser printers construct a full page in the printers

memory before printing

– They use a Printer Control Language (PCL) or a PostScript language.

– Lasers usually contain from 2 to 32 MB of memory


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Laser printers


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XPInstalling Printers

The Windows Add Printer wizard

To open the Printers window, click the Start button, then Settings and select Printers

To add a new printer

To change the default printer, right click the printer icon


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XPWhat do you think?

What’s truth got to do with it?

1. In your opinion, can people typically recognize false information in print, on the Web, or on TV?

2. Have you believed information from a reliable source that you later discovered was false?

3. Do you think that governments should penalize people who knowingly disseminate false information?


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XPChapter Summary

• You should now be able to:– Understand the ways WP software can help improve

your writing

– Understand the ways WP software can help format a document

– Create and use document styles

– Understand the advantages of both WP and DTP software

– Understand the basic types and uses of printers