Session 1 - Ergonomics and MS Word Basics
Ergonomics
What is Ergonomics?
https://www.ergolink.com.au/Blog/what-is-ergonomics-and-why-does-it-matter
Class Discussion 1
Why is ergonomics important?
Watch the following Video:
5 Ways You're Sitting Wrong at Your Desk - Computer Desk Setup Ergonomics
Business Software Applications
Class Discussion 2
- Create a list of all the Business Software Applications you can think of
- Group them based on type/purpose
- Indicate who might be the target audience for each
- Indicate whether you use each one and how regularly (Daily/weekly/monthly/rarely)
Introduction to MS Word/Office 365
As a student of Chisholm, you have access to Office 365 as well as the ability to download and install the latest desktop version.
To get to your Office 365 account, use the link from the Chisholm website / Students / Current Students.
When you start Word, you can create a Blank Document, use an existing template, or open an existing document from the recent list. If your document isn't there, you can browse the drive and folder to locate it.
To get to your Office 365 account, use the link from the Chisholm website / Students / Current Students.
When you start Word, you can create a Blank Document, use an existing template, or open an existing document from the recent list. If your document isn't there, you can browse the drive and folder to locate it.
I prefer to use the Desktop application rather than Word online as you have more features available. I will leave it up to you which tool you use. I will try and demonstrate both during the class.
NOTE: Some of the features mentioned might only work in the desktop version.
If you are in the online version and wish to continue working with the same document, you can open it up in the desktop application by choosing the option on the menu.
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| Word 2016 |
If you are in the online version and wish to continue working with the same document, you can open it up in the desktop application by choosing the option on the menu.
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| Image shows how to select the Open in Desktop App option |
I also like to use the Classic Ribbon when using the online version of Word 365. You can change from simplified to classic view by using the Ribbon Layout options.
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| Image shows how to access the Ribbon Options in Word 365 online |
Microsoft Office utilises the Microsoft Ribbon (actually all Office applications from version 2007). Above the ribbon, are TABS that will display other tools. The tools that you use regularly will be on the Home TAB. Your cursor will be placed on the document ready for you to start typing.
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
SELECTING TEXT USING THE MOUSE - The Basics
To Select:
Any amount of text - Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text that you want to select.
A word - Double-click anywhere in the word.
A line of text - Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
A sentence - Hold down CTRL, and then click anywhere in the sentence.
A paragraph - Triple-click anywhere in the paragraph.
Multiple paragraphs - Move the pointer to the left of the first paragraph until it changes to a right-pointing arrow, and then press and hold down the left mouse button while you drag the pointer up or down.
A large block of text - Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT while you click where you want the selection to end.
An entire document - Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click.
Headers and footers - In Print Layout view, double-click the dimmed header or footer text. Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and then click.
Footnotes and endnotes - Click the footnote or endnote text, move the pointer to the left of the text until it changes to a right-pointing arrow, and then click.
A vertical block of text - Hold down ALT while you drag the pointer over the text.
A text box or frame - Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, and then click.
SELECTING TEXT USING THE KEYBOARD - The Basics
One character to the right - Press SHIFT+RIGHT ARROW.
One character to the left - Press SHIFT+LEFT ARROW.
A word from its beginning to its end - Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its beginning - Move the pointer to the end of the word, and then press CTRL+SHIFT+LEFT ARROW.
A line from its beginning to its end - Press HOME, and then press SHIFT+END.
A line from its end to its beginning - Press END, and then press SHIFT+HOME.
One line down - Press END, and then press SHIFT+DOWN ARROW.
One line up - Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its beginning to its end - Move the pointer to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end to its beginning - Move the pointer to the end of the paragraph, and then press CTRL+SHIFT+UP ARROW.
A document from its end to its beginning - Move the pointer to the end of the document, and then press CTRL+SHIFT+HOME.
A document from its beginning to its end - Move the pointer to the beginning of the document, and then press CTRL+SHIFT+END.
From the beginning of a window to its end - Move the pointer to the beginning of the window, and then press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document - Press CTRL+A.
A vertical block of text - Press CTRL+SHIFT+F8, and then use the arrow keys. Press ESC to turn off the selection mode.
The nearest character - Press F8 to turn on selection mode, and then press LEFT ARROW or RIGHT ARROW; press ESC to turn off the selection mode.
A word, a sentence, a paragraph, or a document - Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the document. Press ESC to turn off the selection mode.
The Mini Toolbar also pops up when using Office 365 online.
The Mini Toolbar allows you to change the Font and Font size, apply bold or italics, change the colour of text and indent text – basic text formatting. In Office 365, you also get some review tools. The Mini Toolbar is just one method of formatting text in MS Word.
You can also change text formatting by using the Font and Paragraph tools on the Home Ribbon. The Font Tools will only affect the text that is selected. Paragraph formatting, however, will change the whole current paragraph or paragraphs that may be selected.
By clicking the little arrows in the corner of the menu group, you can open the relevant dialogue box.
There is also a special tool called the Format Painter. This tool will pick up all of your formatting options and store them and then allow you to paste the formatting to the next selection of text. This would have to be one of my Favourite tools!!
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
Selecting text
I am not going to spend much time here, but leaving it as a reference for those that are interested!
SELECTING TEXT USING THE MOUSE - The Basics
To Select:
Any amount of text - Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text that you want to select.
A word - Double-click anywhere in the word.
A line of text - Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
A sentence - Hold down CTRL, and then click anywhere in the sentence.
A paragraph - Triple-click anywhere in the paragraph.
Multiple paragraphs - Move the pointer to the left of the first paragraph until it changes to a right-pointing arrow, and then press and hold down the left mouse button while you drag the pointer up or down.
A large block of text - Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT while you click where you want the selection to end.
An entire document - Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click.
Headers and footers - In Print Layout view, double-click the dimmed header or footer text. Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and then click.
Footnotes and endnotes - Click the footnote or endnote text, move the pointer to the left of the text until it changes to a right-pointing arrow, and then click.
A vertical block of text - Hold down ALT while you drag the pointer over the text.
A text box or frame - Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, and then click.
SELECTING TEXT USING THE KEYBOARD - The Basics
One character to the right - Press SHIFT+RIGHT ARROW.
One character to the left - Press SHIFT+LEFT ARROW.
A word from its beginning to its end - Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its beginning - Move the pointer to the end of the word, and then press CTRL+SHIFT+LEFT ARROW.
A line from its beginning to its end - Press HOME, and then press SHIFT+END.
A line from its end to its beginning - Press END, and then press SHIFT+HOME.
One line down - Press END, and then press SHIFT+DOWN ARROW.
One line up - Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its beginning to its end - Move the pointer to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end to its beginning - Move the pointer to the end of the paragraph, and then press CTRL+SHIFT+UP ARROW.
A document from its end to its beginning - Move the pointer to the end of the document, and then press CTRL+SHIFT+HOME.
A document from its beginning to its end - Move the pointer to the beginning of the document, and then press CTRL+SHIFT+END.
From the beginning of a window to its end - Move the pointer to the beginning of the window, and then press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document - Press CTRL+A.
A vertical block of text - Press CTRL+SHIFT+F8, and then use the arrow keys. Press ESC to turn off the selection mode.
The nearest character - Press F8 to turn on selection mode, and then press LEFT ARROW or RIGHT ARROW; press ESC to turn off the selection mode.
A word, a sentence, a paragraph, or a document - Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the document. Press ESC to turn off the selection mode.
Formatting Text
Once you have selected text, you can apply a range of different formats. An easy way is by using the formatting Mini Toolbar. The Mini Toolbar appears just above text that has been selected when you hover over it. The Mini Toolbar appears in what I call a ghost format until you move the mouse to it.The Mini Toolbar also pops up when using Office 365 online.
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| Office 365 Mini Toolbar |
The Mini Toolbar allows you to change the Font and Font size, apply bold or italics, change the colour of text and indent text – basic text formatting. In Office 365, you also get some review tools. The Mini Toolbar is just one method of formatting text in MS Word.
You can also change text formatting by using the Font and Paragraph tools on the Home Ribbon. The Font Tools will only affect the text that is selected. Paragraph formatting, however, will change the whole current paragraph or paragraphs that may be selected.
By clicking the little arrows in the corner of the menu group, you can open the relevant dialogue box.
There is also a special tool called the Format Painter. This tool will pick up all of your formatting options and store them and then allow you to paste the formatting to the next selection of text. This would have to be one of my Favourite tools!!
Styles and Templates - The basics
Although not compulsory, I strongly recommend that you use styles to format your documents in Word. Styles in Word have a Preview feature, or what I call WYSBYGI (What You See Before You Get IT). |
| Image shows styles feature in Word application |
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| Image shows Styles features in Word 365 online |
The styles are linked to various Templates. When you create a blank document, you are still using a template, although you may not realise it. The standard template is called Blank Document or Normal, depending on your version of Office.
Word comes with a range of templates that can be used to help you create a variety of different documents. Some are installed on your computer with the software and others are available through Microsoft Office Online.
To start a document with a Template, Select File / New and choose your template from the list.
If you don't like the ones in the list, you can use the suggested searches to view the templates available online.
If you are using Office365 (online version of MS Office), you can also open a template, although you might not have the same number of choices. Styles are also available, but many of the features of the standalone version, are not available.
Hands on Activity 1
** Create the following document.Do not worry about formatting it at this stage - we will do that in the next step. Where there is a carriage return, please use one in your document. If you are lazy, you could use copy/paste from this blog or from the RSPCA website BUT, and this is VERY important, make sure that you paste it as plain text, otherwise you will get all the Internet bits and pieces and formatting. To paste as plain text, select the correct paste option from the paste menu or by using right-click where you would like it to be pasted to and choose the plain text option.
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The following information has been taken from RSPCA Victoria website https://rspcavic.org/learn/cats-and-kittens/
Cats and kittens
Cats are pawsitively perfect. Those bright round eyes, snuggly fur and cute little pink beans make them a great addition to any lap. Kitties steal our hearts with their fierce independence and quirky personalities, but with cat ownership comes great responsibility.
Research is the key to being a pawsome cat owner, so learn as much as you can before bringing home a feline friend.
Before getting a cat
There are over 40 breeds of cat recognised in Australia, each with their own set of needs and traits. If you’re considering bringing home a cat, think carefully about the breed that will fit best into your lifestyle. Cross breeds also make wonderful pets and can be a mixed bag of physical and personality traits – get the best of everything!
RSPCA Victoria adoption centres have lots of cats and kittens waiting for new homes. Be part of the animal welfare solution by adopting a cat.
Adopt a cat
You can find information about the cats available from the RSPCA by clicking on this link https://rspcavic.org/adopt-a-pet/
Buying a cat
If you’re buying a cat from a registered breeder, always ask lots of questions and make sure the welfare of the animal is of greatest concern. RSPCA Victoria advises against purchasing from commercially driven businesses as welfare is often not a priority. If you suspect mistreatment of any animal, tip off the RSPCA Victoria Inspectorate.
Tip off
RSPCA Victoria relies on information from the public to gather intelligence to identify and investigate cases of potential animal cruelty. If you have any information on organised animal fighting or illegal breeding, rearing and selling, please make a report through our tip off line. Even if it’s just a suspicion, we want to hear from you.
The responsibilities of cat ownership
Cats are among the longest living pets, so they are a big commitment. To learn all about being an amazing cat parent, here are a few of our top tips to get you started. You can find comprehensive advice at the bottom of the page.
Register your cat.
Use a collar, ID Tag and microchip to easily identify your cat.
Vaccinate your cat as advised by your vet.
Take your cat to a vet if they are sick or injured.
Maintain a worming and flea regime.
Provide a balanced diet.
Provide quiet, comfortable sleeping areas.
Provide environmental enrichment.
Provide the opportunity to exercise.
Prevent your cat from running away.
Groom your cat as needed.
Desex your cat if not breeding.
Be financially able to provide for your cat.
Know your legal obligations.
Complete basic training.
Protect your cat from harm.
Give lots of love and attention.
Your cat and the law
Any prospective pet owner should be aware of the Victorian Prevention of Cruelty to Animals Act and offenses that are punishable by law.
Local councils often have their own legislation regarding cat ownership. Before bringing a cat home, contact your municipality and find out the full range of obligations you are required to adhere to by law.
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** Format the document using Styles
Cats and Kittens (Heading 1)
Before getting a cat (Heading 2)
Adopt a Cat (Heading 2)
Buying a cat (Heading 2)
Tip Off (Heading 2)
The responsibilities of cat ownership (Heading 2)
** from Register your cat.......Give lots of love and attention (Bulleted)
The magic of styles
If you are using the Word application, go to the Design Ribbon and see what happens when you scroll over the various options.
What did you discover?
Changing styles
So not everyone loves the choices that are available with the Word Styles. The good news is that you can totally change them whenever you want. Also, depending on which template you have used, the style options will vary as they are linked directly with a template.
There are a number of different ways to change styles, but the easiest method is to change and tweak the heading or word on the screen and then go to the style that you want to change and select the Update style to match selection. The advantage of this method is that it works in both the Word application and Word 365 online.
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| Image shows how you can update the styles by using the right-click option |
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| Image demonstrates that the style now has the changes applied to it |
Class Discussion 3
Just from what you have done this afternoon, what benefits can you see from using Styles?
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