Basic Word Processing
Four Steps to a Professional Document
Microsoft Word is a technology tool you can use to create documents. Planning before creating a document saves you time and effort because you can reduce the problems of including too much, too little, or the wrong content type. Further, it helps you organize the document in a logical or easy-to-follow way, helps you capture the appropriate style, and gives the document the right format and layout. Planning enables you to create a more professional document.
Four Steps for Quality
Follow these four steps to produce quality documents:
2. Create and edit
3. Format and layout
You will create documents more efficiently if you plan the content. Be aware of your audience, consider the purpose of the information, be clear, and organize the information in a logical manner.
The figure below shows a maximized Word window. The Word window is made up of a number of elements. Many of these elements are common to all Microsoft programs. Let’s explore some of those common components.
The Title Bar will display the name of the file that is in the Word window. That is the file that you would be working on. The Quick Access Toolbar is a quick way to get access to popular commands. For instance, saving a document is done quite frequently so all you need do is click on the save icon that is there. You can even add some of your favorite commands to the Quick Access Toolbar if you wish. The Horizontal and Vertical Rulers are there to help you structure your text. The Horizontal Ruler is helpful when applying alignment tabs. The Zoom Slider will give you the ability to enlarge or reduce the size of the document in the Word window so that you can more easily work with it. View Buttons give you different types of ways to view your document. You can view it as a draft, outline, or even as if it were a web page! The Vertical Scroll Bar is a quick and easy way to navigate through your document. For instance, holding down your left mouse button on the scroll bar button will allow you to move up and down your document. And then there is the Status Bar at the bottom of the Word window. The Status Bar gives you status information about the document you are working on. How much status information? Well, that will be up to you. By right-clicking with your mouse on the Status Bar, you will see a list of status commands that you can add or remove from the Status Bar. For instance, you can have a Status Bar that tells you how many words are in your document, the page number you are working on, or whether you have any spelling errors. As a teacher, I like to know whether the Track Changes command is on or off because I correct student papers.
The Ribbon has three main components: tabs, groups, and commands.
The tabs are: File, Home, Insert, Page Layout, Reference, Mailings, Review, and View. The File tab contains commands that focus on what you can do to a file. You can open, save, print, or close a file for example. You can also open a previously worked on file from the Recent file list. The Home tab has a set of commands that are frequently used which makes it very convenient. The Insert tab enables you to insert objects, such as tables, clip art, headers, and page numbers.
The groups organize related commands on each tab so that you can find them easily. The Home tab has these groups: Clipboard, Font, Paragraph, Styles, and Editing. The Font group has commands such as Font, Font Size, Bold, Italic, Underline, Highlighter, and Font Color. Some groups like the Font and Paragraph group have Dialog Box Launchers which when clicked, open a dialog box that allows you to easily specify more detailed options for the commands in that group.
The commands are tasks performed. Commands are icons or buttons in the groups on the Ribbon. The icons act as visual cues for the purpose of the command. For example, the Bold command is a bolded B in the Font group on the Home tab.
Open Dialog Box
Always remember where you save your documents. The Open box shows you where your files are saved. There is also an Open button on the ribbon under the File tab.
Page Setup is where you can change the margins or the Page Orientation of your document.
The Font list is where you can change the font type and font size.
What is e-mail etiquette? In both professional and personal capacities, we rely more and more on e-mail communication. We see words shortened from “you” to “u” and “gtg” used for “got to go”; emoticons used to display emotion; and rambling sentences typed without any thought to punctuation.
Your e-mail messages say much about you, so consider your tone, grammar, spelling, professionalism, and use of standard language. This is commonly referred to as “netiquette.” Also, be sure to know or find out about your company’s e-mail policy and regulations in your business, industry, and country.
To access an e-mail server on the Internet, you have to open an e-mail account with a service that provides Internet access. You can set up an e-mail account through your Internet Service Provider, or you can take advantage of free Web-based e-mail accounts, such as www.gmail.com and www.ymail.com or also accessed using (www.yahoo.com).