Computer Skills (1) Word Processing. Computer Skills1 by Maram Bani Younes Word Processing Environment 1 3 2 4 10 6 7 8 9

Computer Skills (1)

Word Processing

Computer Skills1 by Maram Bani Younes

Word Processing Environment1

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Title Bar

• This bar contain the document name, the default name which is usually appear on the title bar is: Document + Number

Represent how many unsaved document are opened

• If you save the document, the name which you choose it will be appear on this bar.

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• The three icons which are appeared at the end of this bar are:

1. Exit : used to exit the word application.

2. Minimize : used to minimize the window as a small icon on the task bar.

3. Restore : used to minimize the word window.

4. Maximize : used to maximize the word window to be full the screen.

The End of the Title Bar


Menu Bar

• The first icon in the menu bar : this icon is used to move the menu bar (change its place).

• The last icon in the menu bar : this icon is used to close the current document.

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• The Most important components in the menu bar are the menus:

File Edit View …….

• Each menu has a set of commands we will study them later.

• Quick Look for commands press here


The ways to open any menu from:

1. Mouse Click on the menu.

2. Alt + Arrow keys ( →← ) + Enter.

3. Alt + the underlined character in the menu name.


Note

• To close the word application :– Press on the title bar.– Choose Exit from the File menu.

• To close the opened document:– Press on the menu bar– Choose Close from the file menu.

The End of the Menu Bar


Tools bars

1. Standard Tools Bar.

2. Formatting Tools Bar.

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Standard Tool Bar

new

research

copy

paste

Format painter

undo

Redo

drawing

Show/ hide

zoom

save

Print preview

open print cut

Spelling and Grammars


Formatting Tool Bar

Font name

Language

Font size

Alignment

Line spacing

Paragraph Orientation

bold

Italic underline

Font color

bullets

numbering

Indent


Alignment

This is the alignment bar

Aligned right: paragraph format in which lines are aligned along the right edge.

Aligned left: paragraph format in which lines are aligned along the left edge.

left center right justify


Centered Alignment: paragraph format in which lines are centered between margins edge.

justified Alignment : paragraph format in which lines are aligned along both left and right edges.

Full justification: has an even margin on both left and right sides to justify text along both edges.


Scroll Bar

• Vertical Scroll Bar. • Horizontal scroll Bar. At the end of the vertical scroll bar there are the

following three icons. “ select browse object”

When you click this icon a new box contain 12 icon will appear as shown on the next slide.

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If you choose any icon

the next and previous icons

will move the page into the

next {page, table, diagram,

Picture…etc} or previous one.


At the end of the horizontal scroll bar, there are some icons used to determine the view way of the word document.

Normal view

Web Layout View Print Layout View

Outline view

Reading Layout


Way to view a document

You can see the ways of view your document in the view menu.

• Print Layout View: A view of document as it will appear when you print it. This view is useful for editing header and footers, and for adjusting margins, and for working with columns and drawing objects.


• Normal View: A view that shows text formatting a simplified page layout so that you can type and edit quickly. Page boundaries, header and footers, drawing object and pictures do not appear.

• Outline: makes it easy to work with master documents such as a book.

• Web Layout: A view of a document as it will appear in a web browser.

• Reading Layout:


Info Bar

Info → Information

The Info Bar provides some information about the current state of what you are viewing.

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• These information like:– Page number.– Section number.– Total number of pages.– The distance from the top of page to your insertion

point.– The line and column where the insertion point is

located.– Some buttons (OVR : overload) it is become active

when you press the insert key on the keyboard.– The language.

The End of The Info Bar


Ruler

You can display or hide the ruler from the View Menu choose Ruler and put the tick or remove it.

The ruler display the margins stops and tab stops (Indentation : the distance between the end of the margin and the begging of the writing).

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Left margin

right marginLeft indentation

Right indentation

First line indentation

• Margin: page.

• Indentation: paragraph.The End of the Ruler


Task Pane

The part which is located on

the left side of the word window.

You can view this part or hide

From the View Menu by put the

tick beside it or remove it.

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Close the Task Pane


You can switch between the task

Pane parts.

The Task Pane parts are shown

on the next picture (like help,

Clip Art, …).

The End of the Task Pane


Editor It is the place where you insert the text.

The text pointer ( ): indicate where text, graphics or other items will be placed.

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To insert text in the editor:a. Position the text pointer where you want to

insert the paragraph.b. Choose the paragraph orientation (Arabic/

English).• Arabic : Ctrl+Shift (right) keyboard

: from the tool bar.

• English : Ctrl+Shift (left) keyboard : from the tool bar.

c. Choose the language to write• Arabic : Alt + shift (right).

: from the tool bar

• English: Alt + shift (left). : from the tool bar


keyboard

• Enter: to make a paragraph ending and start a new paragraph.

• Space Bar: it is a button used to make additional space.

• Insert: a key on a keyboard to overtype and replace an existing text.

• Back space + Delete: – Delete: delete the next of the insertion point ( next

character)– Backspace: delete the character preceding the

insertion point (previous character).


Save

Save a new document:-1. Choose Save from file menu.

2. Choose Save As from file menu.

3. Choose the save button of the standard tool bar.

All the previous steps will open the save as dialog.


Title Bar

Tool Bar

Places Bar

Save In Box

File Name Box

Save As Type Box

Save Button

Cancel Button

Save As Dialog


Title Bar: contains Save As +help +close

Look In Box: determine where this file will be saved. The default place usually is My Documents folder.

Tool Bar:Back : goes to the previous place.Up : goes to the folder which is contained the

opened folder.Search Delete New folderView

Tools


Places Bar: the bar on the left side of certain dialog box that contains shortcuts to:

My Resent Documents: display most recent working folders and files.

Desktop : display the folders and files on your computer desktop.

My Documents: is displayed by default, it is good place to save documents.

My Network Places: is good place to save files you want to copy or publish to folders on network file servers or web servers.

My Computer: display all the drivers available on your computer.


File Name Box: enable you to insert the file name.

Save Button: to save this file on the determined place (save in), the determined name (file name) and type (save as type).

Cancel Button: to cancel the save process.


Save As Type Box: enable the user to save the document in other file format:– Text file: ends with .txt extension, and normally

opened with notepad.It does not support { bold, italic, colored font and other

formatting }.

– Web Page : if you use word processing to create web pages to display in web browser.

– Rich Text Format: file used to transfer formatted text document between application even those run on different platforms such as IBM/ Macintosh.


If the folder you choose already contains a document of the same name, a dialog box will appear:– replace existing file:- to overwrite the existing

one.– Save changes with a different name:- word

will return you to the save as dialog box so that you can choose a different name or different folder.

– Merge Changes into existing file: to display changes on the document that is already opened.


If you make any change to an existing file click save button on the tool bar or save from the file menu.

Choose Save As for an existing file if you want– Save a document under a different name.– Save a document in a different folder.– Save a file in different format.


open

To retrieve a document you saved for revision or printing.

Choose file →open or open button from the tool bar.


Open dialog component

a. Title bar

b. Save in Box

c. Tool bar

d. Places bar

e. File name box

f. Open button

g. Cancel button

h. Files of type Box:– Word documents: to

display all word documents (with extension .doc).

– All word documents: to display all file word can open.

– All files: to display all files in folder.


Switching from document window to another.

• Use the window menu and then select the document you want to view.

• Task bar: all opened documents will be represented in one icon on the task bar use the arrow beside it and choose the document you want.

• Alt + tab.


Selecting a Text

The general rule in word:

(Always select and then do).


1. Select a word: double clicking a word.

2. Selecting a line of text: move the pointer to the left of line until it changes to right pointing arrow and then click OR shift + → arrow.

3. Selecting a sentence : hold down Ctrl and then click any where in the sentence.


4. Selecting a paragraph: triple click anywhere in the paragraph.

5. Selecting a large block of text: click at the start of the selection, scroll to the end of the selection and then hold down shift and click.

6. Selecting an entire document: choose select all from edit menu or Ctrl + A.


Canceling a Selection

1. Click once.

2. Press one of the arrow keys.

3. Press in anywhere on the screen.


copy

To make more than one copy of some text.

• Select the text.• Select copy from edit menu OR copy button on the standard tool bar OR Ctrl + C.3. Move to the new place4. Select past: edit →paste OR paste button on the standard

- tool bar OR Ctrl + V


Alternatively,

1. Hold down the Ctrl key on the keyboard.

2. Drag the selected text.

3. Drop to the new location and then release the mouse button.

Alternatively,

1. Hold down the Ctrl key on the keyboard.

2. Drag the selected text.

3. Drop to the new location and then release the mouse button.


Move To move a text from one document to some other place of your

document or between open documents.

1. Select the text.2. Choose cut from the edit menuOR the cut button on tool barOR Ctrl + X3. Position the cursor into the new place where you want to move

the to. if you want to move the text to another document switch to the

required document.4. Choose edit → pasteOR paste button on the tool barOR Ctrl + V.


Alternately, you can use the drag and drop to move a text as follow:

1. Select the text you want to move.

2. Drop to the new location.

3. Release the mouse button.

a text text


Paste

1. Edit menu → paste.

2. Paste button on the standard tool bar.

3. Ctrl + V.


When you paste information into Microsoft word, the paste options button appears just below your pasted selection after you paste a text.

1. Keep source formatting: to keep the text to it is original formatting.

2. Match Destination Formatting: to format text like surrounding text.

3. Keep text only: to paste the text only without any formatting


To turn on OR off the paste option button.

1. Click options on the tools menu.

2. Click Edit tab.

3. Select OR Clear the ( show paste options buttons) check box.


Find

To find a text to adjust it or to replace it with another text.

When you choose find from the edit menu the find and replace dialog is opened.


Find and Replace Dialog

Title bar

Tabs bar


• Find tab



Replace• On the find and replace dialog the second

tab is replace tab.


Goto

The third tab in the find and replace dialog is goto it is used to move from one place to another inside the document.


Font

Changing the text font:

1. Select the text.

2. Choose the format menu.

3. Select font, to display the font dialog.


Font Dialog Box

Title bar


The font dialog box is divided into five main sections:

1. Latin Text Font: determine the name, Style { regular, Italic, Bold, BoldItalic} or size for English text.

2. Complex Scripts: determine the name, style and size for Arabic text.


3. All text: font color: choose the color you want the text

to be written by.

underlining a text: none: removes any existing underline. words only: adds a single underline .

, under each word, with no underline . under spaces.

some other types: can be shown from the . underline types arrow how the . . . underline will be.

underline color: determine the underline color


4. Effects:

The effects which could be applied on a text like (Strikethrough, Double Strikethrough..).

To understand any effect job: choose it and look to the preview box.

Write ( H2O & H2).

5. Preview:

A box contains a sample word and show any change on this word.


Changing Case:

1. Select the text you want to change.

2. Choose format menu, select change case.

3. The change case dialog box will appear which is contain the following options.


Sentence Case: to change the first letter in the sentence into capital.

Lower Case: to change the selected text to small letters.

Upper Case: to change the selected text to capital letters.

Title Case: to change the first letter of every word in the selected text into capital.

Toggle Case: to change the capital letters into small, and small letters to capital.


Drop Cap



None


Dropped

3 lines


7 lines


In Margin


Page Setup

• From the File menu we could open the page setup dialog box.


Page Setup Dialog Box

This dialog box contains

three main tabs as shown

In the picture:

‾ Margins

‾ Paper

‾ Layout


Margins

• Margins: are the areas of space between the edge of the paper and the edges of the text.

• There are four margins on every page: top, bottom, left and right.

• From the first section in the margin tab you can set each of these four margins individually. also you can set the gutter margin.


• Gutter margin: add extra space to the side or top margin of the document you plan to bind.

• Gutter Position: determine from where this extra margin have to be. It can be from the left, right or top.


Paper Orientation

• This is the second part of the margin tab in the page setup dialog box, the page orientation can be either:

– Portrait: taller than it is wide.– Landscape: wider than it is tall.


Preview and Apply box

• The Preview Section: show how the paper will be will be displayed if you print it.

• Apply to Box: from this box you can determine on which you apply these page setup on the whole document or on a specific page.


Paper and Layout Tabs


Numbering

to create a number list:1. Type 1. OR 1- to start a number list, and

then press Spacebar and type any text.

2. Press Enter to add the next list item. Word automatically inserts the next number.

3. To finish the list, press Enter twice, or press Enter and the Backspace to delete the last number in the list.


to add numbering to an existing text:Select the list items and then select the

numbering icon on the tool bar.To eliminate the numbering, select this icon

again.

Changing the format of numbering:1. Select the list items ►choose Bullets and

Numbering on the format menu. The Bullets and Numbering dialog box will be appeared.

2. Select Numbered tab.3. Choose the numbering format which is you

want.


To start numbering from a certain point:1. Choose customize on numbered tab,

customize numbered list will appear.

2. Type the number you want your list to start at in start at box.

3. Press Ok.


Bulleted

to create bulleted list as you type:1. Type asterisk (*) or insert a symbol, and

then press Spacebar, type any text you want.

2. Press Enter to add the next list item, word automatically inserts the next bullet.

3. To finish the list, press Enter twice, or press Backspace to delete the last bullet in the list.


to create a bulleted list for an existing text:1. Select the items

2. Click on the bullets icon.

To change the format of the bullets:1. Select the list items, and then click Bullets and

Numbering on the Format menu.

2. Select bulleted tab.

3. Choose the style you want.

4. For more bullets style click customize.

5. Chick character to add a symbol.

6. Click the picture button to view more of the bullets.

7. Click ok.


To convert bullets to numbers and vice versa do the following:

1. Select the items in bullets or numbers formatting you want to change.

2. On the formatting toolbars, click bullets or numbering.


Print Preview

The print preview gives an idea of how your document will look when it is printed, it shows:

1. Where page number will appear.

2. How headings and margins will look.

Print preview will allow you to make adjustments to any of these setting before printing.


To preview your document use:1. Print preview icon on the tool bar .

2. File menu ► print preview


Print Preview Tool Bar

print One page

Ruler Full screen

closeShrink to fitsize

magnifier Multiple page


1. Print: used to print the document as it is shown in the print preview.

2. Magnifier: change the pointer from zooming tool into text pointer, if you want to update the print preview and vice versa.

3. One page: to view one page.4. Multiple pages: let you specify the number of pages

you want to see simultaneously.5. Size: change the size of the print preview page.6. Shrink to fit: to tighten a document that ends with

white page.7. Full screen: gives the page of print preview as full

screen not a page.8. Close: to close the print preview and return into the

document.


Printing a Document

If you choose the print icon on the standard tool bar OR on the print preview tool bar the document will be printed without any selections or options.

If you want to set some parameters: choose print from the File Menu OR press

Ctrl+P.


Print Dialog Box

You can set from the

Print Dialog Box:

1. Printer (name).

2. Page range.

3. Number of copies.

4. Zoom.

5. And other options.


• Page range:– All: print all of the document.– Current page: print the page which contains

the pointer.– Selection: print the selected text.– Pages: enable you to insert the range or

pages number which have to be printed.


Spell Checking

To start the spell checking press F7, the spell checking dialog box will appear.


• The first part in the spelling dialog box will report any word, which does not match the dictionary.

• In the second part, there are many suggestions for possible correction.

• Select change to substitute in order to correct the misspelled word. (select the new word from the suggestions).

• Select change All to correct the word whenever it is occurred through the document.

• Select Ignore to accept the word as it is.• Select Add to Dictionary to add this word to the

dictionary.


to check spelling as you type:

1. Type in the document.

2. Right click a word with a wavy red line under and then select the spelling alternative you want.

The wrong grammar word will have a green wavy line.


Insertion

• Header and Footer.• Page Number.• Symbol.• Page Break.• Hyperlink.• Picture.• Diagram.• Equation.• Table.


Header and Footer

To insert Header and footer to the word document :

From the View Menu► Header and Footer.


The word will give you a place to insert a header at the top of each paper and a footer at the end of each paper.

Also there will be a header and footer tool bar enable you to access these header and footer sections.


Header and Footer Tool Bar

close

Switch between Header and footer

Show previous

Show nextInsert page number

Insert Number of pages

Format page number

Insert date

Insert time

Page setupShow/ hide

document text



Page Number

To insert the page number into the word document:

From the Insert Menu ► Page Number.


From the page number dialog box you can choose the page number place either in the header or in the footer of the page.

Also you can choose it alignment.


From the format button you can determine which format you want to apply on these page numbers, and start from which number.

You can show the number on the first page or hide it. HOW?


Symbol

You can insert a symbol to the word document:

From the Inert Menu ► Symbol.


The Symbol dialog box will appear.

DISCUSS!!!


Page Break

Page Breaks: are the places in your document where one page ends and anew page begins.

To add a page break:

1. Click where you want to start a new page.

2. Choose Break from the Insert menu. The Break dialog box will appear as shown in the next slide.

3. Select Page Break.

4. Click OK.


Words creates a new page with

the pointer on it, ready for you to

begin typing.

Breaks appear as dotted lines in Normal view.

You can delete breaks as you would delete text. Select Break Line and press Del.


HyperlinkThe Hyperlink enable the user to open

another folder or file by clicking this link (name of the folder or file).

You can insert a hyperlink into your document from the Insertion Menu:


A new dialog will be opened to choose the folder or file which you want to make a link to it.

DISCUSS!!!


Picture

The picture can be inserted in different ways:

• Clip Art

• From File

• Auto Shape

• Word Art


Clip Art

To open the Clip Art :

Insert Menu ► picture ► Clip Art.

The task pane will be changed

from Getting Started into the Clip Art.

From the Clip Art you can choose the

picture, if the pictures are not shown

Just press go button.


From File

To insert a picture from a file:

From the Insert Menu ► Picture ► From File

The insert picture

dialog box will be

opened enable you

to write the file name.


AutoShapeWhen you choose:

From the Insert Menu ►picture ►AutoShape

This will appear the AutoShape tool bar and the Drawing tool bar.


Word ArtFrom the word Art you can write any text in a

graphic shape, you can format a text as a picture.

From Insert Menu ►picture ►Word Art

The Word Art Gallery

is opened:


The Word Art Gallery enables you choose the graphic design which is applied to your text.

After you choose your design

a new dialog is opened ask you

to insert your text.

Write your text and

Click ok.


Picture Tool Bar

Text Wrapping

Line Style

Morebrightness

More contrast

crop

Lesscontrast

Insert picture

colorless

brightness Format Picture


Diagram

You can insert the Diagram:

From the Insert Menu ► Diagram.

And then determine the Diagram type from the Diagram Gallery:


Equation

To insert an Equation

Insert Menu ► Object ► Microsoft Equation 3.0.


The word will open a box to write the equation, and the Equation Bar will be shown.


Table

To insert a table:

1. Click where you want to add the table.

2. Choose Table Menu Insert Table.

The Insert Table Dialog Box will appear.


Insert Table Dialog Box

Table size: enable you to insert

the number of columns and the

number of rows.

AutoFit behavior: enable you to

change the width of columns

automatically.


AutoFit behavior

• AutoFit to contents: to make the columns automatically fit the content.

• Fixed column width: to make multiple rows or columns fixed size.

• AutoFit to window: to resize the table automatically to fit in a window.


Table Style: determine the format which is applied on the table.

To change this format click the Auto format button.

From the Table Auto

Format Dialog box, you can

change the format which is

applied on the table.


Another way to Insert Table

• Click the insert Table icon on the slandered tool bar .

• Drag to select the number of rows and columns you want.


Inserting Rows and Columns

Sometimes you need to add a new columns or a new row.

• To add a column:-– To the right: Table Menu Insert Columns to the right.

– To the left: Table Menu Insert Columns to the left.


• To add a row:-– Rows Above: Table Menu Insert Rows Above.

– To the left: Table Menu Insert Rows below.

• To add a row at the end of a table, click the last cell of the last row, and press the TAB key.


Selecting

– Row:-1. Table Menu Select Row.

2. Using mouse, click to the left of the row.

3. Select multiple rows: Drag across the columns.

– Column:-1. Table Menu Select Column.

2. Click the column top border,

3. Select multiple columns: drag across the rows.


– Table:-1. Table Select Table.

2. Click the pointer on the upper-left center of the table


Deleting • Position the pointer in the cell you want

to delete.

• On the table menu, point to delete and then click.

1. Table: to delete the entire table.

2. Columns: to delete the selected columns.

3. Rows: to delete the selected rows.

4. Cells:- to specify the row or the column you want to delete.


Note: using delete key from keyboard will delete the contents of the cells, but the cells will not be deleted.


Resizing

1. Column:A. You can adjust the width of your column by:-

• Position the pointer on the border of column, the pointer shape changes to grabber handle .

• Press the mouse button and move to decrease the width or increase the width.


B. You can specify settings for columns by selecting options in the table properties dialog box.– Position the pointer in the columns you want to

adjust.– On Table Menu, select table properties.– From the table properties dialog box choose the

column tab.– Enter a value for the width in the preferred width

box.– Click Ok.


2. Row:-

You can adjust the height of your row by the same way but changing the grabber handle will be up and down.


3. The Entire Table:• Rest the pointer on the table until the resize

handle appears on the lower-right corner of the table.

• Rest the pointer on the table, resize handle until a double- header arrow ←→ appears.

• Drag the table boundary until the table is the size you want.


To specify settings for a table

Position the pointer in the table you want to adjust. Table Menu table properties. The Table Properties Dialog Box

will appear.Contains four tabs:1. Table.2. Row3. Column4. cell


Table TabFrom the table tab, you can set the following options:

1. Preferred width: specifies the table width.

2. Alignment: to align the table in the page.

3. Text Wrapping: to control the appearance of the text around the table.

• Select None: so as not to wrap text around.• Select Around: to warp text around the table.

4. Table Direction: sets the direction of the table.

5. Option: to open the table options dialog.

6. Borders and Shadings: to open the border and shading dialog box.


Table Option Dialog

The first section: used to set

the margins from the top, button

right and left.

The second section: used to set the

spaces between the cells.

The third section: to set the column

size to fit text as you type.


Border and Shading

If a part of your table needs a little more emphasis, you can select it and add borders and shading by using either the tables and borders toolbar OR the border and shading dialog box.


Borders and Shading Dialog Box


Merge Cells

You can combine two or more cells in the same row or column into a single cell.

• Select the cells you want to merge.

• From the Table Menu ►Merge Cells.


Split Cells

To split a cell into multiple cells :1. Select the cell you want to split.2. Select Table Menu ►split cells. The split cells dialog box will appear.

3. Type the number of columns and rows.

4. Click OK.


The END of the word processing.