Session 2 - MS Word and business documents
Class Activity 1 - Ergonomics
Go to the Victorian Education and Training Website and download the Workstation Risk Assessment document and complete the checklist based on where you normally do homework or general computer stuff (yes that includes games and social media).
How well does your home workstation rate?
What do you need to do to make your workstation at home more ergonomic?
Business Roles
As this is a course in Legal administration, we will concentrate on job roles within the legal administration and Justice sector?
Class Activity 2 - Roles and skills
Find an entry-level job within the Justice and legal sector.
What skills and knowledge are required?
What Business Software do you think might be used?
What business documents do you think you might need to create/maintain?
Here are a couple of examples:
More on MS Word
Moving and Copying Text
There are two main methods of moving and copying text. Both require the text to be selected - one is drag and drop, and the other is by using cut, copy and paste.Drag and Drop
Drag and drop is done by using the mouse. Select the text that you wish to copy or move, the hold the left mouse button and "drag" the text to the new location. By default, the text will be MOVED. If you wish to COPY the text, i.e. duplicate the text, then you need to hold down the CTRL button at the same time as you drag the text.Undo
If for some reason, you totally mess up the move, or for that matter mess up anything on your document, remember that you have an UNDO button. I like to refer to it as the Whoops Button or if, like me, you often curse at your computer (or yourself for making a silly mistake), the "OH SH*T" button. It is the arrow bending backwards at the top left of the screen next to the Save button. You can also use Ctrl-Z if you like keyboard shortcuts. This is consistent amongst most windows packages.
Cut, Copy and Paste
Cut, Copy and Paste can be used to move or copy text or other times within a document or pretty much any application within Windows. You can use the buttons, located in most applications under Edit, or you can use the keyboard shortcuts, which are again consistent within all Windows based applications.The keyboard shortcuts are Ctrl-C for Copy, Ctrl-X for Cut, and Ctrl-V for Paste. Copy will make a duplicate, whereas Cut will remove the original and place it where it is pasted, in essence "moving" an item. Cut, Copy and Paste can also be used to copy elements from other applications into your document. Cut, Copy and Paste use the "Windows Clipboard", which is a storage space within Windows that will temporarily hold items. When you use Cut or Copy, you are placing the item in the Clipboard. Paste takes it out of the clipboard and places it at your cursor. The item is not removed from the Clipboard, so you can paste an item multiple times. If you look at the Paste button icon, you will see that it is a picture of a clipboard.
In Word 2016/2019, the Cut, Copy and Paste buttons are on the HOME ribbon. You can see them in the above image underneath the Undo button.
Paste Button
When you paste with the button, you have the choice of
- Use destination theme
- Keeping the source formatting
- Merge formatting
- Text only (no formatting)
Class Activity 3 - Copy/Paste Options.
- Open a New Document
- Search a topic of your choice and go to one of the suggested Internet Sites.
- Use Ctrl-C to copy the text.
- Instead of just pressing Ctrl-V to paste, try using the Paste Button options. Depending on the type of text that you have copied, you will get a variety of paste options. If you hover over the options, you will see the preview of what it will paste like.
N.B. When you do a straight paste, without looking at the various options, it will do the paste based on your Default Paste settings, which you can change in the options.
Changing Paste Defaults
If you always copy and paste using a particular option, such as Paste text only, or Paste and merge formatting (my default), you can go in and change the default setting in your Word Options. This means that you can use the Ctrl-C and Ctrl-V keyboard shortcuts.
INSERT RIBBON
Insert Image
The current version of Word does not have the Clip Art Gallery that previous versions had - instead, you can get images from your computer or you can search online for images.N.B. The images that Bing gives you are licensed under Creative Commons - you need to ensure that you include any attribution required or that you download from a site that has royalty free images.
I will get my images from the Internet!!
Once an image is placed within a document, you can use the Picture Styles to change the way the image is displayed. You can also use the handles to resize the image as required.
By default, an image is placed in line with text and can only be moved around the document within a line of text, like a character. To have more control over where you place an image, you need to change the Text Wrapping.
To do this, right-click on the image and choose Wrap Text, or use the Wrap Text button in the format ribbon or the Layout Options button next to the image on your document.
Choose any of the Text Wrapping options except for In Line with Text and you will be able to move the image around your document. With Square or Tight, text will wrap either side of the image, depending on where the image is placed on the document. Other choices such as Top and Bottom, In Front of Text and Through, will affect the way text is displayed in relation to the image.
As well as manually dragging an image around with your mouse, you can use the Position tool to move an image to a specific location on your page.
One really cool option with MS Office applications and pictures is the ability to remove the background.
SmartArt
SmartArt objects contain a range of communication diagram templates that can be used within a document. You select the style of graphic, and then add your own text.
Shapes
Shapes can be used together to create your own graphic or they can be used to highlight an image or clipart. I often use arrows and text boxes to annotate a screen dump within a document. Shapes are placed onto a Drawing Canvas. When placed on the one Drawing Canvas, multiple shapes can be used together. The Format Ribbon can be used to add colour and change shading options.
Class Activity 4
Create a one page document on a topic of your choice. Use appropriate images and fonts to make the document stand out. Come back and share with the class.Change Picture defaults
If you want to change the default option when inserting images, you can do this using the Word / Options.
OFFICE 365
In office 365, you have similar options for inserting objects and formatting them appropriately
Headers and Footers
Headers and Footers allow you to place information that will appear on the top and/or bottom of every page within a document. You would usually place things like page numbers or filenames within a header or footer, or for an assessment task, you could include your name and student number. You can have a different Header and Footer for odd and even pages.
You can use one of the pre-formatted Headers or Footers or you can create your own. To create your own, or to edit an existing Header or Footer, double-click in the Header or Footer on your document. You can then use the Header and Footer Design tools.
Cover Page
Cover pages are great for reports! You can use a template, add a graphic and your report title and other relevant text. Creating a Cover Page is just a click away.
Click on Cover Page, Choose the style you want, and then just modify it with your own information. Voila!
Class Activity 5
Add a header and footer to the document you created in activity 4. Your Header should have the name of the document and the Footer should have copyright information and page numbers.Text
There are a couple of cool tools within the Text section of the Insert Ribbon.
With the Text Box tool, as well as being able to add a plain text box, there are some pretty preformatted text boxes. The advantage of Text Boxes is that they have similar features to pictures and you can move them about the page in the same way.
Word Art is also treated like an image - it allows you to add funky formatted text to your document that can be used for a header or attention grabber. I will add a little warning here - please use with caution. Just because it is available, doesn't mean you have to use it.
Date and Time can be used to add the current date and time to your document - very handy when creating templates and also useful to put in headers and/or footers.
Class Activity 6
Try creating a simple Flyer using Text boxes and WordArt (even though I hate it)Tables
There are a number of ways to create tables with Word. The first is by using the Table button on the Insert Ribbon and highlighting on the grid how many rows and columns you want.
As you can see above, by using the Table button, you can visually select the size of the table from the grid or you can use the Insert Table option menu. Again, the preview will show you how it will look in your document – our WYSBYGI again.
Another method is to use the Draw Table toolbar.
Once you have created your table, you can use the Design ribbon, to choose from a range of table formatting and colours.
The advantage of using the Draw Table option is that you can create a table of any shape/size. Change the pen colour and style to be even more "creative". You can also use the Design Styles to alter the shadings and colours of the table.
As well as being able to create an empty table, you can also create a Quick Table, which is a preformatted table style. Once the table is on your page, you can then replace the text with your own.
You can use your mouse to resize any columns or rows within the table. You can also select cells and change lines and shadings individually and you can add or remove columns and rows.
Class Activity 7
Create a simple table to list your 10 favourite books. The table title should be My favourite books. The column headings should be:Book Title
Author(s)
Date published
Rating
Once you have completed the basic table, use the formatting tools to make it pretty
Office 365
While it doesn't have the same options as the standalone version, you can still include basic headers and footers, symbols and emojis, and create tables
Class Activity 8
Compare the tools available in the online version of Office 365 with those in the Application. Note the limitations of tables, and lack of some of the features demonstrated above.
Compare how MS Word works and the features it has with another Word Processor such as Google Docs.
Paragraph Formatting
Paragraph formatting affects the whole paragraph, not just what you have highlighted. If you want to format multiple paragraphs, you will need to select them.A paragraph is defined as one or more lines of text finishing with a carriage return. You can use the Show/Hide button to determine where a carriage return is.
Bullets and Number lists
These are the first two tools for paragraph formatting. You can select the tool before you start your list or you can format after you have typed the list.
Justification
Paragraphs can be left-aligned, Centred, right-aligned, or fully justified. Fully justified lines will align at both the left and right margins.
Line spacing
Paragraph formatting is very similar in Office 365. Most of the features are the same. You have bullets and numbered lists, justification, indents, and line spacing.
Margins
I prefer to change the margins using the ruler as it is visual, but you can also change margins using the Layout Ribbon
Change margins using ribbon
Change margins using the ruler
Printing
When you are ready, you can access the Print Options from the File menu. The prin options will have the settings that you can change on the left hand side and a Print Preview on the right hand side.
The printer properties will vary depending on the brand and model of your printer. I have a Kyocera ECOSYS M5221 cdw which is a small colour laser printer that can print on both sides of the page.
What things can we change to help with sustainability?
Saving your document
If you do a plain save, your document will be saved in the latest Word document format (.docx) in your default location. With Save As, however, you have a few different formats that can be used. PDF is probably one of the most popular save choices, but you can also save files as older versions of Word as well as pretty much any other type of document.
If you are saving to the cloud i.e. your OneDrive account, you may have different options. You can have Word save your document automatically in the cloud or you can Save you file and choose your OneDrive account as the location. If you start your document using Word Online, it will default to saving it to the cloud automatically.
AS well as Save, you can use the Share option. Share provides file types that are commonly "shared" such as Blog Posts or email.
Export to PDF
To create a PDF version of your file, you can use the File Export tools.
Click on File, followed by Create PDF/XPS Document to be able to change the settings for your PDF version.
What are the advantages of creating a PDF document?
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