Lecture Word

8/10/2019 Lecture Word

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IT SkillsDr Anthony Leung ([email protected]) Fulton J6

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mailto:[email protected]:[email protected]


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To enable you to;

* Use Word, Exceland PowerPointto their full

potential

*Demonstrate your full potential in producingreports, calculations and presentations.


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IT Skills

Wordprocessing Part 1

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Look at steps required to produce correctly

formatted reports

* Planning

* Styles and Formatting

* Figures and captions

* Referencing

* Setting up Reports

* Tables

* Equations

*Conclusion.


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* Type some text

* Add a few bullet points

* Set some simple formatting

* Add some graphics* Fiddle with the layout to make things fit

* Print

* So why not use Wordpad?


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* Consistent styles

* Automatic tables of contents

* Lists of figures

* Correct spacing between paragraphs andtext

* No text widowed from headings

* Automatic references ie see Figure 5

* But many, many defects to work around.


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* Accurate non table tables

* Accurately positioned graphics

* Planned approach to report layout and

content through Outline View* Appropriate page numbering schemes

* i, ii, iii, 1, 2, 3

* Correct use of page and section breaks

* In short (nearly) Perfect Documents.


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* A bit of effort now to learn the techniques

* To save a great deal of wasted time in the

future

*Many sources of help on the Internet*http://www.shaunakelly.com/word/index.html

*http://word.mvps.org/faqs/General.htm

*Follow simple rules.
http://www.shaunakelly.com/word/index.htmlhttp://word.mvps.org/faqs/General.htmhttp://word.mvps.org/faqs/General.htmhttp://www.shaunakelly.com/word/index.html


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1. Never have two spaces together

EVER!!

2.Never have two hard returns together

3.Always use Styles rather than formatheadings etc individually

4.Alwayswork with Show/Hide turned on.


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* Click View, Outline on the Ribbon.


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* Click Home, Multilevel list icon and select

appropriate list style.


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* Put in main section headings.


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* Break down into finer detail.


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* Break down into even finer detail.


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* Add new item set as body text and add

keywords.


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* Add other keywords until outline is

complete.


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* Levels can be moved, promoted and

demoted all complete with text.


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* Outlines can be collapsed and expanded to

see context.


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* Click View, Print layout to return to normal

editing screen and start entering text.


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* Consistent styles essential to ensure correct

layout of document.


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* Format, Styles and formatting from menu

opens box of available styles.


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* Available styles shown

* Change to show Formatting in use.

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* Do not have multiple instances of any style

* Set all to same style.


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* Modify styles with Modify option

* Start each Section on new page.


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* Very important to have Keep with next set

for headings

* Must NOT have blank line after heading or

heading and text can be split across page

boundary

* Widows and orphans should be set for plain

text.


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* Widows and Orphans must be turned on.

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* Orphan

* First line of paragraph on its own.


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* Widow & orphan control set on.

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* Keep text together set off

* Keep text together set on in heading.

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* Effect of hard return between heading and

text.


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* Essential to illustrate reports

* Must be exactly set out and sized to give

required appearance.

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* Choose desired location of picture.

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* Insert, Picture or Ctrl-V to paste from

clipboard.

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* Set Wrap Text to describe how text will

display around picture.

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* Set Position of picture (on right margin and

flush with top of paragraph)

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* Click Size to set picture size (ensure Lock

aspect ratio is ticked).

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* Figure positioned in text and will move with

paragraph.

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* References, Insert Caption to add figure

caption.

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** Select picture and caption then Page Layout,

Group (or right click, Group) to tie together ifwanted.

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* Set layout again for combination.

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* To add reference to Figure caption, click

Insert, Links, Cross-reference.

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** To be more in control of picture position set default

wrapping style in File, Options, Advanced.

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** Top and Bottom or Square probably best choices.


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* Click Insert, Links, Cross reference, choose

Numbered item and refer to Paragraph number.


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* References usually added at end of Document

* Click References, Footnotes (icon bottom right)

* Check Location is at End of Document

* Add Reference as heading at end of document

* Go to position where reference required

* Click References, Insert Endnote

* Type in reference details

* Click on number in reference to go back toposition in text.

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* Click References, Manage Sources

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* Report should start with Title page

* Follow on with Table of Contents* Follow with Table of Figures

* Title page should be i but not shown

* Table of Contents page ii* Table of Figures iii (or greater)

* First page of text should be page 1 but not

shown* Subsequent pages numbered sequentially

* Sections could be added into pagenumbering.

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* Go to beginning of document with Ctrl-Home

* Click Page Layout, Breaks, Section Breaks, NextPage as different numbering requires sectionbreak

*Go to beginning of document again with Ctrl-Home

* Then either

*Ctrl-Enter to give blank sheet for own layout using

Table(s)

or

*Click Insert, Cover Page to insert pre-defined titlepage.

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* Fill in details - title of report, author, date

etc in required position on page

* After Title page click Insert, Page break

*or press Ctrl-Enter

* Click References, Table of Contents, Insert

Table of Contents

*Modify style as required

* OK.

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* Complete Table of Contents

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* To update changes, Right click in table,

Update field, Update entire table

or

* Click tab at top of table.

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Has to be do-it-yourself method for Table of Figures

* Make new page

* Type Table of Figures

* Use format painter to match style of Contents

* Click References, Insert Table of Figures

* Modify style if desired.

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* Go to top of document

* Double click in top margin

* In Design turn on top and bottom boxes

*Different First Page

* Show Document Text

* If double sided printing and page number

not centred turn on Different Odd & EvenPages

* If double sided printing add blank page

after Title page.

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* Click Next to move to the next Header on

the next page

*Header Section 1- if single sided printing or

central numbers

*Odd Page Header Section 1- if double sidedprinting (but this will change to Even Page soon)

* Click Page Number and select desired style

* Click Page Number, Format Page Numbers

* Set number format to i, ii, iii

* Set Page Numbering to start at ii.

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If double sided printing and not centred

numbers

* Click Next to move to the Header Section 1-

* Click Page Number and select desired style.

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* Tabular data can be laid out using

*Tabs

*Tables

*Pasted Excel data

* Methods useful for different sorts of data

* Always set tabs dont just use default tabs.


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* Tables are useful for setting out data where

columns or rows require dividers

* Cells can be joined or split

* Tabs can be set in cells (Ctrl-Tab)

* Spacing inside cells can be varied to aid

positioning

*Arithmetic can be performed on cell contents

* Useful way of aligning several small pictures

across a page.

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* Click Insert, Table

* Choose number of Rows and Columns.


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* Select cells to set row height, column width

etc.


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* Right click in cells to set Borders.

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* Select table of data in Excel, right click, Copy

* Right click, Paste choosing paste method.


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* But it ends up smaller than rest of text

* Copy to another document then back.


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* Click Insert, Object, Microsoft Equation 3.0

*Apply styles as required.


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* These notes describe what are likely to be

the most useful ways of saving you time inthe future

* Now you realise you didnt know how to use

Word, you will need to investigate otherways of saving time and effort

* You have to practice to learn to drive. These

skills demand similar effort for long termbenefits.

Lecture Word

Documents

Transcript of Lecture Word