Guia para computadores - aplicações em negócios - eng-us - Business Analytics (2024)

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Business Computers 365 Version 2.0 Marcus Lacher Business Computers 365 Marcus Lacher Made in Minnesota, 2023 eBook and data files available on Opendora at: https://opendora.minnstate.edu/ LICENSE Business Computers 365 by Marcus Lacher is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted. https://mlpp.pressbooks.pub/businesscomputers2019https://creativecommons.org/licenses/by-nc-sa/4.0/https://creativecommons.org/licenses/by-nc-sa/4.0/Contents Personal Computer Basics 1 Comparing and Contrasting Personal Computers 2 Identifying Computer System Components 4 Classifying Various Peripheral Devices 6 Creating Screenshots 10 File Management 12 Compressing & Extracting Files 16 E-mail Basics 18 Useful Keyboard Shortcuts 21 Word Chapter 1 22 Exploring the Word Window 23 Entering and Editing Text 24 Spelling and Grammar 26 Selecting Text 27 Cut, Copy & Paste 28 Saving Files 29 Practice 1: The Solar System – Part 1 30 Finding and Replacing Text 31 Creating Bulleted and Numbered Lists 31 Inserting Symbols 33 Inserting and Modifying Graphics 34 Utilizing WordArt and SmartArt 37 Inserting and Modifying Hyperlinks 39 Borders and Shading 41 Practice 2: The Solar System – Part 2 43 Word Chapter 2 45 Font and Text Attributes 46 Setting Paragraph Alignment and Hyphenation 47 Utilizing the Format Painter 49 Indenting Paragraphs 50 Setting Tabs and Tab Stops 51 Practice 3: Wine Prices – Part 1 54 Creating and Formatting Tables 55 Inserting Headers and Footers 58 Setting Page Orientation and Margins 62 Creating and Inserting Citations & Bibliographies 64 Printing and Saving Files in Alternative File Formats 68 Practice 4 – The Solar System – Part 3 70 Excel Chapter 1 74 What is a Spreadsheet? 75 Entering Data 76 Selecting Data 78 Inserting Data 79 Manipulating Sheets 81 Formatting Worksheets 82 Creating Formulas to Perform Calculations 86 Copying and Pasting Formulas 88 Practice 5: Test Scores 91 Adding Basic Functions to Formulas 93 Inserting Headers and Footers 96 Adjusting the Page Layout and Preparing to Print 99 Practice 6: Test Scores – Part 2 101 Excel Chapter 2 103 Absolute Versus Static References 104 Understanding Complex Formulas 108 Date & Time Functions 110 Logical Functions 111 More Math Functions 115 Practice 7: Expense Report 118 Sorting and Filtering 119 Conditional Formatting 124 Pie Charts 129 Bar & Column Graphs 135 Line Graphs 139 Practice 8: Weather Report 143 Access Chapter 1 146 What is a Database? 147 The Four Main Objects in a Database 149 Database Design 151 Creating a Database Table 152 Primary and Foreign Keys 161 Table Relationships 162 Entering and Editing Records 163 Creating Forms 167 Practice 9 – Auto Sales – Part 1 173 Access Chapter 2 175 Query Basics 176 Types of Queries 178 Sorting Queries 187 Access Reports 189 Practice 10 – Auto Sales – Part 2 194 PowerPoint Chapter 1 197 Planning a Presentation 198 Adding and Deleting Slides 201 Adding Slide Text vs. Slide Notes 203 Creating Bulleted and Numbered Lists 204 Comparing Presentation Views 206 Utilizing Tables and Charts 207 Inserting and Modifying Graphics 208 Practice 11: The Continents 214 Creating a Photo Album 215 Inserting and Modifying Shapes 217 Utilizing WordArt 218 Inserting SmartArt 219 Inserting Slide and Handout Footers 222 Apply Design Themes 224 Formatting the Slide Background 225 Replacing Text and Fonts 227 Printing a Presentation 229 Practice 12: The Planets 231 PowerPoint Chapter 2 233 Adding Slide Transitions 234 Apply Animations to Slide Content 237 Scalable Vector Graphics and Icons 239 Adding and Modifying Audio 242 Adding and Modifying Video 244 Inserting and Modifying Hyperlinks 246 Utilizing Templates & Slide Masters 248 Zoom, Zoom, Zoom! 250 Employing Proofing Tools 252 Saving Files in Alternative File Formats 254 Practice 13: The Planets – Part 2 257 Disclaimer, Acknowledgement & Dedication Acknowledgements: The material in this text consists of many screenshots of Microsoft® Office 365 using Windows 10. The goal of this text was to create a resource for students that was effective, concise and cost-effective. This text will not include extra content that does not align with course outcomes. This conciseness is designed to be keep the material on-point and keep printing costs low. Disclaimer: This text was written using Microsoft Windows 10 Professional and Office 365 Professional. Considerable effort was given to verify the accuracy of information presented. However, due to the continuous improvements made to both the operating system and individual software applications, your experience could vary slightly from the time this material was compiled and printed. Dedication: I dedicate my contributions to this text to the three most important pages in my book of life: Annmarie, Hayden and Julia. Thank you for your patience and love! Personal Computer Basics | P a g e | 1 Personal Computer Basics • Comparing and Contrasting Personal Computers • Identifying Computer System Components • Classifying Various Peripheral Devices • Creating Screenshots • File Management • Compressing & Extracting Files • E-mail Basics • Useful Keyboard Shortcuts File Manager Personal Computer Basics | P a g e | 2 Comparing and Contrasting Personal Computers Computers were originally created for military, scientific, government and corporations – organizations with one common characteristic – large budgets! Fortunately, since the early days of computing, computers have simultaneously become more user-friendly and affordable giving rise the era of personal computing. In 1977 Steve Wozniak and Steve Jobs debuted the Apple-II personal computer. However, it wasn’t until the early 1980’s that IBM introduced their personal computer (PC), and the personal computing era really became legitimate. Personal Computers (PCs) are best described as small, inexpensive computers designed for individual use. Each of the following are examples of personal computers: • Desktop computers – designed to utilize a consistent source of electric power, these computers fit on or beneath a desk, and therefore are not intended to be portable. Most desktops contain several peripheral input and output devices intended to extend the computing functionality. • Laptop and Notebook computers – portable computers that utilize a battery for power, and consist of a separate display screen and keyboard in a single unit. Laptops have a hinged lid that closes the screen onto the keyboard for easy portability. Some screens are touch-activated displays. • Tablets – thin mobile computers with touchscreen displays. Typically, larger than smartphones, tablets are ideal for reading eBooks, surfing the Web, and watching videos. • Smartphones – pocket-sized mobile phones that combine voice, text, e-mail and personal computing into a single device that can access the Internet and run a variety of third-party software components, known as apps. Personal Computer Basics | P a g e | 3 Modern desktop and laptop computers are generally either PCs, usually running a Microsoft Windows version operating system, or Apple Macintoshes, which run Apple’s proprietary operating system (OS) software. Various versions of the Linux OS also represent a relevant share of desktop and laptop users on a PC platform. However, according to Statista, Microsoft’s Windows is the dominant OS in terms of shares of users, with estimates of more than 76% of all users in 2022. 1 What about a Chromebook? According to ZDNet, a Chromebookis a portable computer running ChromeOS, a specialized operating system designed by Google to rely more heavily on connected and cloud-based services than traditional operating systems like Windows or MacOS do. Chromebooks look nearly identical to most laptops or notebook PCs, but generally include less powerful hardware due to their reliance on those cloud-based services, instead of locally installed software that requires more horsepower. The most popular mobile (tablets and smartphones) operating systems are Android (developed by Google), and iOS (developed by Apple). 1 https://www.statista.com/statistics/218089/global-market-share-of-windows-7/#statisticContainer Personal Computer Basics | P a g e | 4 Identifying Computer System Components Computer systems consist of hardware and software. Hardware is the tangible, physical components of a computer, while software is the intangible programs that function on a computer. Basic hardware components include a hard drive for storing data, a processor for This Photo by Unknown Author is licensed under CC BY-SA-NC https://www.thegeographeronline.net/it-grade-8.htmlhttps://creativecommons.org/licenses/by-nc-sa/3.0/Personal Computer Basics | P a g e | 5 performing operations, memory for holding active data, and a motherboard to tie the parts together. Even gaming consoles are considered computer hardware. Software includes computer programs, libraries and data. Software can be categorized as application (most programs), system (operating, utilities and device drivers) and malicious software, or malware (undesirable programs that results in harm or disruption). The four main components of a computer system are input devices, output devices, processing devices and the storage devices used to store data within the computer system. The flow of data through a computer system begins with an input device that enters data into the central processing unit which then sends the data to an output Computer system processes Personal Computer Basics | P a g e | 6 device as information. Alternatively, data can be retrieved or sent to a storage device from the processor. Hardware and software work together to process data. When you open a software program, the computer reads its data from the hard drive or input device, runs the software on the computer’s processor and then displays the results on your output device or saves the data to a storage device. Classifying Various Peripheral Devices Hardware components that are not an integral part of the central processing unit are often referred to as peripheral devices. Peripheral devices connect with a computer through several I/O interfaces, such as communications (COM), Universal Serial Bus (USB), firewire, and serial ports. Peripherals are usually used for either input, storage or output. Input Devices An input device is any device that provides input to a computer. There are many input devices, but the two most common ones are a keyboard and mouse. Every key you press on the keyboard and every movement or click you make with the mouse sends a specific input signal to the computer. Examples of commonly used input devices include: • Mouse: a small object that you can roll along a hard and flat surface which serves as pointing device to Personal Computer Basics | P a g e | 7 enable the user to control the movement of the cursor on a screen display. Most mice have two or more buttons which allow the user to scroll and click objects on the screen. • Keyboard: desktop and laptop computers have external and built-in keyboards that resemble a traditional typewriter. Most keyboards are designed to have the QWERTY layout of keys which make keyboarding easy and consistent across various devices. Many keyboards have function keys as the top row that perform special shortcut functions. • Touchscreen: the primary input device for tablets and smartphone, this technology combines the functionality of a mouse and a keyboard by allowing a finger or stylus to make gestures or select on-screen menus and keys. • Microphone and Camera: used to record and capture sound and images, and to communicate with others using audio and video conferencing software. Most portable computers have these devices built-in, but external devices are typically a higher quality. Many input devices operate without cords. Wireless mice and keyboards require receivers to collect the electronic signals transmitted by the input devices. Bluetooth devices use short-range radio waves to communicate between paired devices and computers. Other, input devices include scanners, bar code readers, joy sticks, light pens, trackballs, magnetic ink character recognition (MICR) and optical character recognition (OCR) software. Warning! Excessive use of a computer can lead to repetitive motion injuries such as carpal tunnel syndrome, and other computer-related health problems, including computer addiction. Take frequent breaks, stretch properly, and utilize ergonomically designed input devices to reduce the threat of these injuries. Limit your time online and connect face-to-face too! Personal Computer Basics | P a g e | 8 Output Devices An output device is any hardware peripheral that disseminates processed data. The processed data, stored in the memory of the computer is sent to the output device, which then converts it into an understandable form. Examples of commonly used output devices include: • Monitors: older monitors typically contain a cathode ray tube, which result in a heavy display, which is also an inefficient use of power and your desktop footprint compared to flat screen monitors. A flat panel display uses an LCD (Liquid Crystal Display), although some use plasma technology. Screen size is measured diagonally across the screen, in inches. The entire screen area may not be usable for image display. The resolution of the monitor is the maximum number of pixels it can display horizontally and vertically (such as 800 x 600, or 1024 x 768, or 1600 x 1200). Most monitors can display several resolutions below its maximum setting. Pixels (short for picture elements) are the small dots that make the image displayed on the screen. A video card is necessary for generating complex computer graphics on a monitor. Multi-function printer Personal Computer Basics | P a g e | 9 Printers: want a “hard” copy of a document versus a “soft” copy of a file? A printed output is referred to as a hard copy versus an electronic or soft copy of a file. Printers come in various formats. Popular for home computing is ink jet printers. These printers form the image on the page by spraying tiny droplets of ink from the print head. The printer needs several colors of ink (cyan, yellow, magenta, and black) to make color images. Some photo-quality ink jet printers have more colors of ink. Unfortunately, ink cartridges are expensive to replace, so the cheap initial cost of ink jet printers is offset by frequent printing usage. Conversely, laser printers utilize toner to burn tiny plastic particles of pigment onto paper. While the initial cost of laser printers can be expensive, they produce a higher quality output and are less expensive and faster than ink jet printers in the long run. Other printers include dot-matrix which use impact and inked ribbon on continuous feed paper. These are (were) popular for multi-layer forms. Lastly, multi-function printers are popular for home office/small office computing because they combine printing, faxing, copying and scanning in a single device. • Speakers: Audio output requires a sound card and internal or external speakers or headphones. Flash Drive • Storage devices: While primary storage is the internal CPU’s RAM, secondarystorage consists of external hardware such as CDs, DVDs, flash drives and external hard drives. Obsolete secondary storage examples include floppy Personal Computer Basics | P a g e | 10 disks, magnetic tape, punch cards and zip drives. A popular alternative to physical secondary storage is cloud storage which stores data on remote servers accessed from the Internet, or “cloud”, which is maintained by a cloud storage service provider built on virtualization techniques. Wearable computer device • Hybrid peripherals: Wearable computer devices, such as augmented reality goggles, smartwatches and fitness trackers can all be lumped into this auxiliary device category. Creating Screenshots One of the first steps to securing assistance with computer-related issues requires sharing the error or screen output with a teacher or technical support staff. Often, these support resources are not available to view the screen in-person. Therefore, capturing the screen output is a vital skill to help resolve computer issues. Screenshots, also known as screen captures, screen grabs, or print screens, are the technical terminology assigned to this piece of data. A screenshot is a digital image of what appears on a computer or television screen. Producing a screenshot can be a confusing task, which should be broken down into two parts. The first part is the capturing of the screen image, while the second part is the process of pasting the capture into a storable file. There are numerous methods of capturing a screenshot, and they vary from one computer Personal Computer Basics | P a g e | 11 device to another due to operating system versions and keyboard differences. Snipping Tool The most consistent method for Windows users to create screenshots is by utilizing the Windows Snipping Tool. As of late 2018, the new tool is called Snip & Sketch. Most images in this documentation have been generated with the help of these tools. To open the Snip & Sketch tool, select the Start button, type “snip” in the search box on the taskbar, and then select the Snip & Sketch Snip & Sketch app from the list of results. In addition to capturing a full-screen snip, the Snip & Sketch Tool provides the convenience of capturing a more specific “snip” of data by using the mouse to draw a rectangular or free-form block of specific data to be captured. This allows for more focused data to be collected versus an entire screen of potentially competing images. Once the drawing is selected, the screenshot should automatically open in a new window. You can modify the screenshot by cropping, highlighting Personal Computer Basics | P a g e | 12 annotating or drawing on the image. This image can then be pasted into a new program (similar to how the above image was added to this document) or saved as a separate file to be stored on a permanent or cloud storage device. The Snip & Sketch tool also be set to a timer to take a screenshot in three or ten seconds. To take a screenshot with Snip & Sketch, just press PrtScn. Screenshots will be quite useful for providing feedback or asking questions to/from students/teachers, particularly in distance education environments. File Management One of the many attributes of being a successful college student is evidence of time management, communication, and organization skills. Managing the files on a computer is essential to excel at all of these skills. Almost all courses require a computer to access and communicate information. The inability to locate a file on a computer or course management system (like Brightspace D2L or Blackboard) could result in a late or missing assignment, missed conversations with an instructor or classmate, and/or tremendous stress. The primary solution to enhanced computer organization skills is through increased knowledge of Windows’ File Explorer tool (formerly known as Windows Explorer). File Explorer displays the hierarchical structure of files, folders, and drives on your computer. All data, including applications, program files, etc. is stored on the computer’s disk (also known as disk drive). The primary internal hard drive is known as the C: drive. The contents of a disk are organized into individual files within individual folders. The Document folder is a general storage location for files created in programs like Microsoft Office, whereas photos downloaded from the Internet or a camera are typically stored in the Pictures folder. The Quick Access section displays frequently used folders and files, whereas the This PC view displays information regarding the computer’s storage capacity, and attached storage devices, including optical media. Personal Computer Basics | P a g e | 13 To access the computer’s files, click Start > File Explorer or select the File Explorer icon located in the taskbar. Upon launching File Explorer in Windows 10, the Quick access window will open. Previously known as “Favorites” in previous versions of Windows; this is where users will see their most frequently accessed folders and files that have been created. File Explorer The File Explorer window can be broken into the following sections: 1. File Explorer ribbon. This is similar to the ribbon you will find in most Microsoft Office applications. The ribbon contains buttons for common tasks to perform on your files and folders, such as copying, pasting, moving and renaming files and folders. A recommended feature is the View menu which allows you to view your files via icons, tiles, a list or the underappreciated Details view. 2. Navigation Pane. Vertically scroll through this pane to access commonly used drives and folders. You can also access your Downloaded files, Documents, and external storage devices, as well as other libraries, such as pictures and music. 3. Frequent folders. This displays the folders you’ve worked with recently to allow for quick access. Personal Computer Basics | P a g e | 14 4. Recent files section. Similar to the Frequent folders section, this area displays the files and documents that you’ve recently opened. The Search box is an underappreciated tool to help find files that can’t be found in their presumed location. Use the asterisk (*) wildcard character to expand the search results. i.e. Plane* will find files with the words plane or planet, and more. The File Explorer contains an array of tools which can help manage files and stay organized! Creating a custom hierarchical structure of folders for each semester and each course is considered a best practice for organizing college data. For example, create a folder with the name of the current semester, i.e. 2018 Fall. Within this folder, create subfolders for each course, i.e. BUS1100. Descriptive folders and file names also diminish confusion when trying to find files on a computer disk. Folder Hierarchy File Explorer is the primary tool for copying, moving, renaming and searching for files and folders. The View tab provides display and sorting options for files and folders. Viewing files using the Details layout allows for quick sorting by simply clicking a column header to toggle between ascending and descending order. The sort order in the above illustration is sorted by Name in ascending order. Clicking the File name extensions checkbox helps identify the source program for each file, particularly if the Type column is not displayed. Perhaps the most useful column is Size, which can be helpful to determine if a file is too large for distribution via e-mail or portable storage methods. Personal Computer Basics | P a g e | 15 Shortcut menu One of the most common operations for users is copying files, which creates a replica of an original file. To copy a file, select the file you want to copy andclick Copy under the Home tab. Moving a file necessitates substituting the Copy button with the Cut button. Moving a file saves hard drive space by not creating a duplicate file. To add a new folder, right click and choose New > Folder from the Shortcut menu. Conversely, to delete a file or folder, right-click the object and choose Delete from the shortcut menu. Warning! – Deleted files are not permanently removed from the computer. Most computers send deleted files to the Recycle Bin, which still needs to be emptied before the file is removed from the computer. Personal Computer Basics | P a g e | 16 Compressing & Extracting Files Even though modern hard drives allow for excessive amounts of data storage, moving files from one device to another often necessitates reduced file sizes for efficient transfer of a files via the internet or between physical devices. Computer users utilize file compression to reduce the file size of one, or more often, multiple files. Although there is no exact measurement of the actual reduced size of the compressed file, file compression often reduces a file's size by 50 to 90 percent. This makes the process of uploading and downloading data files for a computer course much more efficient! There are numerous techniques for compressing files. In fact, there are numerous synonyms for compressing that are often interchangeably used, such as compacting and perhaps the most popular, “zipping”. The process of zipping a file refers to putting it into an archive format such as "ZIP." One of the reasons "zip" is the term used is that one of the most popular archive formats has the file extension "ZIP." Personal Computer Basics | P a g e | 17 Windows makes the compression/extraction process easy. To zip (compress) files: 1. Locate the file or files in File Manager. 2. Select the files (use the Ctrl key to select multiple files), right-click and choose Send to, and then choose Compressed (zipped) folder. A new zipped folder with the same name is created in the same location. To rename it, press and hold (or right-click) the folder, select Rename, and then type the new name. A compressed or zipped folder Once the compression process is complete, the next step is to transfer the file to the recipient (usually via the web or e-mail), and then the process of decompression begins. Decompression is more commonly referred to unzipping or extracting. To unzip (extract) files from a zipped folder: 1. Locate the file in File Manager. 2. Right-click the file and choose Extract All. A new window will appear asking where the extracted files should be placed. Click the Browse button to identify an intentional destination for the files. Then choose the Extract button at the bottom of the window. Personal Computer Basics | P a g e | 18 E-mail Basics For many college faculty, getting students to properly use their college e-mail is a frustrating experience. It typically has less to do with understanding how e-mail works, but more about how certain generations function. While to many, e-mail might seem like an outdated technology, it is still very commonly utilized, particularly in larger organizations. Successful college students read and respond to their e-mail! The main purpose of e-mail is to send fast messages directly to the recipient’s inbox whether they’re on the other side of the world or the other side of the office. E-mails are often used in internal communication among co-workers, and externally among customers and suppliers. Some important reasons for utilizing e-mail versus other forms of messaging: 1. E-mail creates a paper trail for correspondence. Having something in writing is much more credible than hearsay. 2. E-mail is cheap. E-mail addresses can be acquired from organization domains or from free Internet providers. No This Photo by Unknown Author is licensed under CC BY-SA-NC https://johnny-ong.blogspot.com/2006/12/office-situation.htmlhttps://creativecommons.org/licenses/by-nc-sa/3.0/Personal Computer Basics | P a g e | 19 special devices, data plans or contracts are required. Sending and receiving e-mail is much cheaper and faster than traditional mail delivery. 3. E-mail is accessible. Web-based e-mail, or webmail, can be accessed from anywhere there is an internet connection. There are many similarities across different e-mail programs, so once you learn one, it should be easy to learn others. However, some common issues that often confuse e-mail novices are e-mail address syntaxes and e-mail netiquette. The first part of an e-mail address is the username. The username is specific to the person you’re sending messages. The “@” symbol separates the username and the domain name. The last part of the e-mail address syntax is the domain name. This name points to the computer or system of computers that manage and host their e-mails. These are called e-mail servers. The domain of your college or university will not end with the .com suffix. Instead, your school e-mail address should have a .edu suffix. There are other suffixes for the government, the military and non-profits. What is your school e-mail address? Personal Computer Basics | P a g e | 20 The illustration below identifies some common e-mail features including the Compose pane, the Subject, and the Message pane. Proper use of each of these features will help ensure proper e-mail netiquette. The Compose pane identifies who should receive the e-mail. In addition to the To: field, a Cc and Bcc field can be utilized to express different levels of attention for different recipients. Multiple recipient addresses can be added to each field. The Subject field is often overlooked. While not required, a descriptive Subject line is very valuable for recipients to determine the urgency of opening the message. Last, but not least, the Message pane is the main purpose of the e-mail. This where you type your message. Threaded conversations will often be displayed when recipients reply to your e-mail. Don’t forget to add a proper e-mail signature! This Photo by Unknown Author is licensed under CC BY-NC http://mariajesusbfe.blogspot.com/2010/04/writing-emails-in-english.htmlhttps://creativecommons.org/licenses/by-nc/3.0/Personal Computer Basics | P a g e | 21 Useful Keyboard Shortcuts • Windows key + E – open a new instance of File Explorer from anywhere in Windows. • Alt + P – show or hide the Preview pane. • Alt + Shift + P – show or hide the Details pane. • Alt + left arrow key – go back one folder in your history. • Alt + up arrow key – go up one folder in the folder tree. • Ctrl + N – open a new File Explorer window. • Ctrl + E – activate the Search bar. • Ctrl + Shift + N – create a new folder in the current folder. • Ctrl + mouse wheel up or down – increase or decrease the size of icons and thumbnails. • Ctrl + Alt + Del – starts Windows Security, which lets you lock the computer, switch to a different user, log off, start Task Manager, or shut down/reboot the computer. Also referred to as the Three-finger salute, as users who invoke this command are often in a frustrated state that requires some computer maintenance. LICENSE Business Computers 365 by Marcus Lacher is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted. https://mlpp.pressbooks.pub/businesscomputers2019https://creativecommons.org/licenses/by-nc-sa/4.0/https://creativecommons.org/licenses/by-nc-sa/4.0/ Word Chap 1 Page | 22 Microsoft Word Chapter 1: Developing Documents • Exploring the Word Window • Entering and editing text o o Paragraph and line spacing o o Automatic features • Spelling and grammar checking • Selecting text • Cut, copy and paste • Findingand replacing text • Creating bulleted and numbered lists • Inserting symbols • Inserting and modifying graphics • Utilizing WordArt and SmartArt • Inserting and modifying hyperlinks Word Chap 1 Page | 23 Exploring the Word Window Get to know the elements of the Microsoft Word window! Microsoft Word illustrated • The Quick Access toolbar contains one-click buttons for saving, undoing, redoing, and print previewing a document. You can easily modify this toolbar to add your most frequently used commands. Just click the down-arrow on the right edge to customize this toolbar! • The title bar displays the name of current document, and the program. A new document will default with a temporary file name, such as Document1 until you save the file with a different name. The Minimize, Maximize and Exit buttons appear on the right edge of the title bar. • The Tell Me tool is a new way to get assistance with specific tasks in Word. When the user starts typing, Word suggests commands that are related to your keyword(s). The tool is context sensitive and integrated into your current document versus opening a separate window. Therefore, if you Word Chap 1 Page | 24 type insert picture into the field, and click the resulting command, Word will open the Insert Picture dialog window without explaining the navigation instructions. • The Ribbon interface is a set of toolbars at the top of the window in Office programs designed to help you quickly find the commands that you need to complete a task. The ribbon displays a combination of icons and tabs. Commands are grouped under multiple tabs. Some commands are so extensive that they need additional windows to display their entire functionality. The dialog box launcher icon will open these windows. Contextual tabs will appear only when the user needs them, such as when a picture is selected, or a table is inserted. • The Zoom slider appears in the lower-right corner of the window. Click and drag the slider left, towards the minus symbol (-), to shrink the magnification. The magnification level is the percentage which appears to the right of the zoom slider. Click and drag the slider to the right, or towards the plus sign (+), to increase the magnification level. Alternatively, click the (+) or (-) symbols next to the Zoom slider to increase or decrease the magnification. Changing the Zoom percentage only affects the appearance on screen. Entering and Editing Text Microsoft Word is a word processor software application used to create, modify, and share documents. When Word is started, the user has the option of modifying a pre-developed template or creating a blank document. Users begin by entering data at the existing insertion point identified by the I-beam pointer (cursor). As the user types text into the document, Word will word-wrap the data when encountering the right margin and continue the text on the following line. The user only needs to press [Enter] when it is desired to start a new paragraph or insert a blank line. Word Chap 1 Page | 25 Line spacing is the space between each line in a paragraph. By default, the line spacing within a paragraph in Word is 1.15 lines, and the end of a paragraph is followed by a blank line. While the default spacing may be appropriate for some documents, other situations might require different settings. For example, this paragraph is using 1.5 line spacing, which can be adjusted by clicking the option encircled above in the Paragraph group from the Home tab. Other popular line spacing options are double and triple-spacing. Line spacing is a popular option to adjust for various documents. However, paragraph spacing is less well-known. Adjusting the spacing before and after paragraphs creates necessary white space to make the document more readable. Go to Page Layout and under Spacing, click the up or down arrows to adjust the distance before or after the paragraph. Spacing is measured in points. You can also type a number directly. This document is currently using 8pt of paragraph spacing After each paragraph. While entering text, users encounter many automatic features as they type, which include: Auto Type features Line Spacing Paragraph spacing Word Chap 1 Page | 26 Spelling and Grammar In addition to the automatic spelling and grammar functionality, a user can manually check their document, and utilize extra functionality. To manually check the document for spelling and grammatical errors, the user can use the commands found under the Review tab. The keyboard shortcut to invoke this command is the [F7] key. In addition to the Spelling & Grammar check, the user can also utilize the Thesaurus and Word Count features to improve readability and accuracy. The thesaurus offers a collection of synonyms that can replace words that are used too often. It is a great tool for solving crossword puzzles! The Word Count is also automatically updated on the status bar. Spelling & Grammar Status bar Word Chap 1 Page | 27 Selecting Text Aside from entering text, selecting text is probably the most common task for most Word users. However, highlighting text is NOT the same as selecting text. Alas, one must select text before one can highlight it! Almost every task begins by selecting something. Perhaps that’s why there are so many ways to select text? The following list is not comprehensive. Selecting Text This Photo by Unknown Author is licensed under CC BY-SA http://tex.stackexchange.com/questions/5959/cool-text-highlighting-in-latexhttps://creativecommons.org/licenses/by-sa/3.0/ Word Chap 1 Page | 28 Cut, Copy & Paste Editing a document often requires moving and duplicating text from one location to another. The process of moving text is commonly referred to as cut and paste. When data (text, files, graphics, etc.) is cut, it is removed from the document and placed into temporary memory via the Clipboard. The Cut process can be performed via the scissors icon on the ribbon, using the right-click shortcut menu or using the keyboard equivalent [Ctrl] + X. To paste the recently cut data, position the cursor in the desired location, and then choose Paste from the ribbon, shortcut menu, Paste Options screen tip, or the [Ctrl] + V keyboard shortcut. The Copy process can be performed to create duplicate data via the Copy icon on the ribbon, using the right-click shortcut menu or using the keyboard equivalent [Ctrl] + C. The paste process is the same no matter if the prior process is the Cut or Copy option. The paste process offers the paste options menu to allow the user to Keep the Source formatting, Merge the formatting from the source into current document, Keep the Text Only, or paste a picture of the selected data, instead of text. Data can be copied or moved within a document, between multiple documents or between multiple programs. This is a great example of how Microsoft Office is a suite of software applications that use common features to integrate data from one software application to another. Paste Options Word Chap 1 Page | 29 Saving Files Once a document has been created, it should be saved as a file for future retrieval. The process of saving a Word document requires two essential elements: giving the document a filename and defining the location where the file will be stored. The save process can be initiated by clicking the Save icon on the Quick Access toolbar, choosing Save or Save As from the File menu or using the keyboard equivalents, [Ctrl + S] for Save or [F12] for Save As. The filename should be a unique, yet identifiable description of the file’s contents. The filename extension (.docx) is automatically added to filenames in Word. Once saved,the title bar will update with the new file name. The location of the file should also be given careful consideration. The user will likely choose between saving the file to the hard drive of the computer they are using or using cloud-storage to make the file more easily accessible from multiple devices. The Save command < will overwrite the existing file, while the Save As command will allow the user to change the filename or file location. This Photo by Unknown Author is licensed under CC BY https://anunlimitedamountofmoney.com/31-ridiculously-easy-ways-to-save-money/https://creativecommons.org/licenses/by/3.0/ Word Chap 1 Page | 30 Practice 1: The Solar System – Part 1 1. Open the data file The Solar System.docx from the course data files. 2. Correct the spelling errors by using the Spelling & Grammar tool from the Review tab. (Word should find four errors that need fixing) 3. Select the two paragraphs of text at the top of page 2 starting with The Asteroid Belt and concluding with ice and metal. 4. Choose the Cut command using the shortcut menu (right-click). 5. Move the cursor to the blank paragraph before the paragraph starting with the text: The Outer Planets. 6. Paste the data using the keyboard equivalent. [Ctrl] + V Use the [F12] keyboard equivalent to save the file with a new name (add the digit 1 after System) to your computer’s hard drive. Save As dialog Word Chap 1 Page | 31 Finding and Replacing Text A document can be automatically searched for a specific character, word or phrase. Choosing the Find command on the Home tab will open the Navigation pane where search text can be entered. Matches will be displayed in the pane and highlighted in the document. Similarly, the Find and Replace feature allows users to make mass edits to a document. For example, a user might want to substitute the words teacher with trainer throughout a long document. Using the Replace command found in the Editing group of the Home tab, a user can choose to find and review or replace each occurrence individually or replace all occurrences in one step. The Advanced Find features are similar to the Find and Replace Search Options. To make the search more specific, Word allows users to define criteria, such as Match case or Find whole words only. These options will narrow the scope of returned results. For example, with the Match case check box selected, the text Mark will not be found if the word mark is entered as the search criteria. Conversely, the use of Wildcard characters will increase the search results. An asterisk character will allow any characters to be substituted. Therefore, check* will find checks, checked or checking. Creating Bulleted and Numbered Lists Formatting a list with bullets or numbers can help to organize the logic of a document. In a bulleted list, each item is a separate paragraph formatted with a hanging indent, a bullet (Ÿ), and a tab. The bullet character can be formatted to represent other symbols, such as check marks, squares or other symbols from the bullet library or custom-defined new bullets. Formatting a list with bullets Word Chap 1 Page | 32 adds emphasis, but not priority. Each bulleted item is considered of equal importance, such as a grocery list. Conversely, a numbered list shows a priority or sequence. A typical recipe helps illustrate this difference: The ingredients and supplies are listed using bullets, because there is no distinction in their priority. However, the instructions utilize a numbered list, because the sequence is crucial to the process. To create a bulleted or numbered list, first select the paragraphs of text, and the select the appropriate option from the Home tab on the ribbon. Click the Increase Indent or Decrease Indent commands from the Home tab to format the list appropriately. To remove the bullets or numbering, place your cursor in the list and re-click the Bullets or Numbering command. Bullets and Numbered Lists Bullets & Numbering ribbon Word Chap 1 Page | 33 Inserting Symbols Unique characters that don’t exist on your computer keyboard can be inserted into your document by selecting the Ω Symbol option from the Insert ribbon. Special characters such as the degree (º) or trademark (™) symbols can easily be inserted from the Symbol dialog window. Other popular symbols include graphics, shapes, and foreign language characters, such as the (é) used in the word résumé, which is a different word than resume. Symbol dialog In the Symbol dialog window, different sets of symbols will appear when different Fonts or Subsets are selected from their respective list arrows. The Webdings or Wingdings fonts offer a variety of graphics that can be inserted into paragraphs or as bullet shapes. Word Chap 1 Page | 34 Inserting and Modifying Graphics It is said that a picture is worth a thousand words. This could be because graphic images make a document more interesting. You can insert photos from your computer or the web, edit them, compress them, resize and re-position them. Word offers a variety of graphics (from the Illustrations group of the Insert ribbon) that can be inserted into documents to add pizzazz to an otherwise dry document. A word-processing application differs from a text editor in part due to its ability to perform basic graphic design functionality. As shown in this textbook, the author has inserted graphic screenshots via the Pictures button on the Insert tab. The Insert Pictures only differ by where the source files reside. The This Device option will allow you to insert local pictures that reside on your local device. The Stock Images option provides Microsoft 365 subscribers access to thousands of royalty-free images, icons, and more. Conversely, Online Pictures allows the user to insert images from the Internet using Microsoft’s Bing search engine or OneDrive, provided you have a OneDrive account set up. When inserting graphics obtained from the Internet, keep in mind that using someone else’s work without their permission is not only wrong but also may be illegal. US Copyright laws control how a copyrighted work can be used. Consider either using public domain images, which are free to use, or images distributed under a Creative Common license, which generally are free, as long as you provide attribution to the owner. The default search results in the Online Pictures option are Creative Commons licensed files. Word Chap 1 Page | 35 Most of the images inserted via the Pictures and Online Pictures features are likely to be photos. Nonetheless, other common graphics include clip art, scanned artwork, icons, and shapes. Clip art differs from photos when the images consist of simple illustrations. This results in flexible file formats and small file sizes, which explained the appeal to early desktop publishers. However, increased computing resources have marginalized the benefits of clip art, and the rich quality of photos have diminished their demand. The once popular clip art option is hidden behind the Online Pictures feature. The keyword that is entered into the search box will, by default, retrieve photos, clip art, and other images. However, the filter option, which appears once the original results appear, can further restrict the results by image types, specific sizes. layouts or colors. Clip art example Word Chap 1 Page | 36 A complete array of built-in shapes can be inserted to complement existing graphics. Popular shapes include lines, rectangles and flow chart symbols. Once a shape is selected, the user needs to draw it on a blank area of the document. Once inserted, the shape, like any other graphic object, can be resized and re-positioned. To move the image, hover the mouse over the imageuntil the pointer is the four arrows, then click and drag the image to your desired position. To resize a graphic, select the image and drag a corner sizing handle to resize it proportionately. The top/bottom or side handles allow the user to resize the graphic disproportionately. The rotate icon allows the user to rotate the object up to ± 360º. Once the graphic is selected, a new contextual tab called the Picture Tools tab will appear on the ribbon. This tab will allow the user to make a plethora of corrections and adjustments to the graphic. Picture styles, effects, layouts, and the image size are common edits to the defaulting graphic. To resize an image disproportionately, click the launcher icon in the bottom right corner of the Size group to open the Layout dialog window. Now unmark the Lock Aspect Ratio checkbox. Word Chap 1 Page | 37 Perhaps the most common feature used in document layout considerations is the Wrap Text feature. By default, when pictures are inserted into a document, their layout is set to In Line with Text. This leaves a lot of unnecessary white space to the right of the image. To wrap text around a picture, select the picture, and then select a wrapping option (as shown in the image to the left of this paragraph). Popular options include Tight or Square. Utilizing WordArt and SmartArt Another desktop publishing tool that adds pizzazz to a drab document is the use of WordArt or SmartArt. WordArt is a drawing object with special effects that change the appearance of text by formatting special shapes, patterns and orientations. WordArt can be used to add color, outlines and 3-D effects to regular text. Common usage is titles for papers, posters or other marketing materials. Click the WordArt button in the Text group of the Insert tab. After selecting an initial WordArt style, a placeholder box will appear and await your input of text. Once inserted, a contextual tab offers numerous options to change the effects of the WordArt Text Wrap Word Chap 1 Page | 38 object. Additional formatting options available include change the text fill, outline or text effects of the WordArt object. The Text Effects offer some exciting ways to rotate and transform the text. The best way to learn about these features is to experiment with them! SmartArt are diagrams that illustrate concepts and show relationships between elements. Think of SmartArt as pre-made drawing canvases that you can insert into your document and then customize as you see fit. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas. Simply pick an arrangement, such as a list, process, cycle, etc. Insert the SmartArt via the Illustrations group on the Insert tab, which opens the SmartArt dialog window. After choosing a layout, a SmartArt placeholder will appear. In a SmartArt graphic, elements are represented by shapes. Each shape can have text applied, be resized and re-positioned. You can even add, delete, promote and demote shapes via the text pane or the contextual tab. Word Chap 1 Page | 39 A SmartArt graphic can be formatted and edited using options on the contextual SmartArt Tools Design and Format tabs. The Design tab allows the user to pick from numerous layouts, styles and colors. The Format tab provides choices for shape styles and WordArt options. SmartArt can be utilized throughout the Microsoft Office suite of applications. Again, the best way to learn about these options is to experiment! SmartArt pyramid Inserting and Modifying Hyperlinks A hyperlink, often referred to simply as a link, is text or a graphic that, once clicked, “jumps” to a different location in the file or to a different software program. Software programs include e-mail applications, web pages or an external file, often created in Microsoft Office programs like Excel or PowerPoint. There are a few ways to insert a link into your document. Depending on how you want the link to appear, you can use Word’s automatic link Word Chap 1 Page | 40 formatting or convert the text or graphic into a link. The fastest way to create a link in a document is to press ENTER or the SPACEBAR after you type the address of an existing webpage, such as www.minnesota.edu. Word automatically converts the address into a link. The same result occurs if the user were to enter an e-mail address, such as marcus.lacher@minnesota.edu. Hyperlinks have two parts: the address (URL) of the web page and the display text. In the two previous examples, the URL matches the display text, however it is possible to create a link to any word, combination of words, or an object, such as a picture or shape. Insert Hyperlink To create a link on a specific word or object to a web page, start by selecting the word(s) or object, and then click the Link button in the Links group of the Insert tab to open the Insert Hyperlink window. In the illustration below, a link is being defined to go to Microsoft’s website for the Word program. The text “Word” appears as the Text to display so that once the link is created, this text will appear with the hyperlink attributes, which are typically blue and underlined. The Address field contains the URL to the specific web page destination that will open in the current device’s default browser application. The Insert Hyperlink window fields will change significantly if the Link to: open on the left side is changed from https://products.office.com/en-us/word Word Chap 1 Page | 41 Existing File or Web Page to another option. To follow a hyperlink in Word, hold the Ctrl key and click the linked text or object. Borders and Shading Borders add interest and emphasis to your document. Borders make attractive frames for text, pictures, tables, or entire pages. You can customize borders to complement your document by experimenting with Word’s built-in styles. To add a border to text, select the text. On the Home tab, click the small down arrow next to the Borders button, and choose an option OR choose the Borders and Shading option to open the Borders and Shading dialog window. Make sure the Apply to box is set to Text, which adds a border around lines of text, or Paragraph, which creates a border that Word Chap 1 Page | 42 outlines the paragraph. Also make sure that a choice, like Box, is selected under the Setting option. Shading is the color or artistic design you use as background for a paragraph. By shading words or paragraphs in Word, you can create visual interest in a document. The Highlight command offers a more limited color selection, which you can use when you review or edit a document to highlight specific text. The shading fill, style, and color can be defined from the Shading tab of the Borders and Shading window. To apply shading to a part of a document, select the data, then click the arrow next to Shading, and under Theme Colors, click the color you want to shade your selection. Shading palette Borders can also be added to pictures. Just select the picture, then choose a pre-formatted border from the Picture Styles gallery off the Picture Tools Format tab. Word Chap 1 Page | 43 To remove the paragraph borders and/or shading, choose the None option in the Borders and Shading window. In the Shading tab choose the No Color item in the Fill section, then choose the Clear style in the Patterns section. Practice 2: The Solar System – Part 2 1. Open the recently edited data file The Solar System1.docx from your data files. 2. Find and Replace all occurrences of the word “mainly” with the word “primarily”. (Word should find three results that need changing) 3. Select the four paragraphs of text starting with Mercury and concluding with Mars. Create a bulleted list. Repeatthese steps using the paragraphs starting with Jupiter through Neptune. Word Chap 1 Page | 44 4. In the paragraph following The Sun, replace 9000 degrees with 9000° using the symbol. (Character code 00B0) Repeat this step in the Venus paragraph by replacing 465 degrees with 465°. 5. Insert an Online Picture of the sun in the blank paragraph above The Inner Planets. Resize the photo to be 1” x 2”. (Don’t forget to unmark the Lock Aspect Ratio checkbox in the Layout window) 6. Apply the Square Wrap Text format to the picture, and position the image to the right margin. 7. Apply WordArt to the text “The Solar System” using the Orange, Accent 2 fill. Apply the Top and Bottom Wrap Text format to the WordArt. 8. Apply a hyperlink to the text Mars to a web page using the URL: http://nineplanets.org/mars 9. Use the [F12] keyboard equivalent to save the file with a new name (add the digit 2 after System) to your computer’s hard drive. LICENSE Business Computers 365 by Marcus Lacher is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted. http://nineplanets.org/marshttps://mlpp.pressbooks.pub/businesscomputers2019https://creativecommons.org/licenses/by-nc-sa/4.0/https://creativecommons.org/licenses/by-nc-sa/4.0/ Word Chap 2 Page | 45 Microsoft Word Chapter 2: Formatting Documents • Font and text attributes • Setting paragraph alignment and hyphenation • Utilizing the Format Painter • Indenting paragraphs • Setting tabs and tab stops • Creating and formatting tables • Inserting headers and footers • Setting page orientation and margins • Creating and inserting citations and bibliographies • Printing and saving files in alternative file formats Word Chap 2 Page | 46 Font and Text Attributes The way text appears on the screen, or a page is referred to as its format. Formatting text can enhance the appearance of a document, create visual impact, and help illustrate a document’s structure. Font, size, and style define a character’s format. A font is a complete set of characters with the same typeface or design. Dozens of fonts are available in the Font drop down list. Users can easily format text with fonts, colors, styles, and other formats by selecting the text and clicking various commands in the Font or Paragraph group on the Home tab. The Mini toolbar, appears faintly above text when you first select it, and includes the most commonly used formatting commands. The table below describes the functions of each button on the mini toolbar. Here are a couple of best practices when utilizing fonts. First, avoid using too many fonts in the same document. More than two or three fonts in the same document becomes distracting. Secondly, legibility and readability should be primary considerations. This should factor in the reader’s characteristics, and the purpose of the document. For example, while the default size for a font is 11pt, a larger size font (i.e. 14pt) might be more appropriate for an older aged reader. A pt (or point) is the equal to 1/72 of an inch. Headings and titles deserve larger font sizes. However, it is also good practice to limit the quantity of font sizes used in a single document. Lastly, consider using common fonts for professional and business documents. Calibri, Arial, Verdana and Times New Roman are ranked highly by Monster.com as preferable fonts for résumés, whereas Comic Sans is not recommended. Note that Calibri is only available on Windows operating systems, whereas Arial, Verdana and Times New Roman are some of the cross-platform available fonts. Word Chap 2 Page | 47 Formatting buttons Setting Paragraph Alignment and Hyphenation Paragraph alignment determines how the edges of each paragraph aligns with the left and right margins. Alignment settings apply to all text within a paragraph. Remember that a paragraph is created each time the user presses the Enter key. To display the hidden characters, including paragraph marks, press the symbol in the Paragraph group of the Home tab. Press the button again to hide the formatting marks. Word Chap 2 Page | 48 • Left-aligned text is the default paragraph format. The left edge of the paragraph is flush, and the right edge is jagged. This option is typical for letters and reports. • Centered text is equally distant from the left and right margins. Common uses are titles and headings. • Right-aligned text is flush with the right edge, and the left edge is jagged. Typical uses are dates or headers and footers. • Justified-aligned text spreads the text evenly between the left and right margins, leaving both edges flush, unless the final line has limited characters. This option is common for newspaper columns and textbooks. Paragraph alignments Hyphenation can improve the overall readability of certain documents. Hyphenation is the process of adding hyphens to words Word Chap 2 Page | 49 at the beginning of lines so the hyphenated part will fit at the end of the previous line. The hyphens are inserted between syllables in a word. Word can automatically hyphenate your document for you, or you can use the hyphenation tool to manually hyphenate your document. Users can customize their hyphenation settings via the Hyphenation Options dialog window. Use caution when manually inserting hyphens, because the hyphen will always remain even if editing moves the word to the middle of a line, and results in the word no longer needing hyphenating. Utilizing the Format Painter The Format Painter tool allows the user to copy a format from selected text and apply the format to other selections. For example, if you have inserted text in Word, and have it formatted using a specific font type, color, and font size, you could copy that formatting to another section of text by using the Format Painter tool. Select the text or place your cursor in the paragraph that contains your source formatting, then click the Format Painter tool from the Home tab’s Clipboard group. The cursor will change to include a paintbrush , which indicates that the user can now select the destination text that should receive the source formatting. If multiple areas of text need the same formatting, the user should double-click the Format Painter tool to be able to apply the formatting to multiple selections, until the user presses the Esc key. The Format Painter tool works similarly in Excel and PowerPoint too. Word Chap 2 Page | 50 Indenting Paragraphs Indenting a paragraph results in moving the editable insertion point from the left or right margins. Users can indent the left or right edge of a paragraph, just the first line, or all lines except the first line. Paragraphs are indented relative to the page’s margins and indenting a paragraph doesn’t affect the paragraph’s alignment. The default indents are 0 inches, meaning that lines of text extend from the left margin to the right margin. Indenting paragraphs can be performed by pressing the Decrease Indent or Increase Indent buttons on the Paragraph tab of the Home tab. Alternatively, to make precise changes to the Left and/or Right Indents or Paragraph Before/After Spacing, utilize the Paragraph group of the Layout tab. Indents are measured in inches and Spacing is measured in point, much like font sizes. A semi-block letter style requires the first line of each paragraph to be indented from the left margin, which is known as a first-line indent. Precise indent definitions can be specified in the Paragraph dialog window which can be opened by clicking the Launcher button in the Paragraph group. Alternatively, indents can also be set by dragging the markers on the ruler: Indent ruler markers Word Chap 2 Page | 51 A first-lineindent requires the user to drag the marker on the ruler to the position where the first line of the paragraph should begin. Typically, this is the .5” mark, which can also be accomplished by pressing the Tab key to indent the first line to the default .5” tab stop. A hanging indent occurs when the subsequent lines of a paragraph are indented more than the first. Hanging indents are often used when manually creating citations in a bibliography. To create a hanging indent, drag the marker on the ruler to the right. When citing long quotations in a research paper, users typically use both a left and right indent to offset the quotation, as shown below. Setting Tabs and Tab Stops Tabs allow users to align text vertically at a specific location in a document. A tab stop is a point on the horizontal ruler that indicates the location at which to align text. A tab stop is a location where the insertion point will stop when the user presses Word Chap 2 Page | 52 the key. Tab stops can be used to help align text to create columns of data. Custom defined tab stops are displayed on the ruler above the document. A set of default tab stops are located every half inch, but they do not appear on the ruler. When a new tab stop is defined, Word automatically removes the default tab stops to the left. Using tabs, users can align text to the left, right, or center of a tab stop, or text can be aligned at a decimal point. Word stores paragraph formatting, such as tab stops, in the paragraph marks at the end of a paragraph. Therefore, when the user pressing the ENTER key, tab stops are copied to the next paragraph. The same tab stops can then be used in sequential paragraphs to create columns of text. Tabs can be set by clicking on the horizontal ruler, or by using the Tabs dialog window. The following icons represent different tab stops on the horizontal ruler: Each type of tab stop is used in the example shown below. Note the markers on the ruler: Word Chap 2 Page | 53 The default tab stop is Left, but tab stops can easily be switched by multi-clicking the tab selector on the horizontal ruler. Existing tab stops on the ruler can be dragged to a new position if needed. To remove a tab stop, drag the tab stop off the ruler and release the mouse. The text will realign itself to the existing tab stops. Once the tab stops are in set, newly inserted text will align to the stops when the tab key is pressed. Alternatively, some users prefer to enter text with tabs, but without tab stops, and then apply the tab stops to the existing text. The Tabs dialog window is useful for adding new and editing existing tab stops. The Tabs dialog window can be opened by double-clicking an existing tab stop or by clicking the Tabs… button in the Paragraph Dialog window, which is opened from the Paragraph Launcher button. The Tabs window is useful for precise position definitions, and it is the only option for adding Leaders to tab stops. A tab leader is a character that is repeated to fill the space spanned by a tab. The dotted leader is very commonly used on menus to make it easier to associate the menu description with its correlating price. The Tabs window is also a convenient way to clear one or all tab stops in a document. Word Chap 2 Page | 54 Practice 3: Wine Prices – Part 1 1. Open the data file Wines unformatted.docx from your data files. 2. Insert two blank paragraphs at the beginning of the document. 3. Select the text Name in the first paragraph. Apply the Arial font, size 12, bold and red text color. 4. Use the Format Painter tool to apply the same formatting from Name to Country, Color, Year, Type and Price. Hint: Double-click the Format Painter after placing the cursor in Name, and then click each the headings. Click the Format Painter tool again to turn it off. 5. Select the text starting with Name through $16.99. Click the Paragraph Launcher button and then click the Tabs… button to open the Tabs dialog window. 6. Set the following five tab stops: 1. Center tab stop at the 1.5” position. (Type 1.5 in the Tab stop position field, then click Center, then click Set.) 2. Left tab stop at the 2.15” position. 3. Right tab stop at the 3” position. 4. Center tab stop at the 3.75” position. 5. Decimal tab stop at the 6” position. Add a dotted leader before clicking Set. Then click OK. 7. A slight error may be noticeable. If you enable the Show/Hide , you should notice that there are two tabs between Country and Color. Remove one of the tabs. This should align the data into neat columns. 8. Select the same block of text as step 5. Remove the 8 pt of paragraph spacing After each paragraph via the Layout tab. 9. At the top of the document enter the text: Wine Prices. Center-align the paragraph, and make the font 36pt and bold. 10. Save the file with a new name: Tab formatted Wine Prices.docx. Your file should look like this: Word Chap 2 Page | 55 Creating and Formatting Tables A table is a great way to organize information within a document. A table is a grid of cells arranged in rows and columns. Tables can be used to organize any type of content, whether you’re working with text, graphics or numerical data. Unlike tabs, table cells can have headers (in bold), as well as borders or boundaries, which make the information easier to read. A table typically includes headings that identify each column or row that contains data. The following is a 5×3 table, which means it has five columns and three rows. Sample table To create an empty table, click Table from the Insert tab, and move the cursor over the grid to select the number of cells for the table. Click the grid to create the table and then type text into the individual cells. Word automatically adjusts the column widths to be equal so that the table fills the space between the left and right margins. To manually adjust the width or height of a cell, drag the Word Chap 2 Page | 56 border. Press the Tab key to move from cell to cell. If the insertion point is in the last cell, pressing the Tab key will automatically add a new row. If the number of rows and columns created turns out to be different than what is needed, you can easily add or delete rows and columns via the Table Tools Contextual tab. The Layout side of this tab will also allow the user to change cell size, merge & split cells, sort table data, change text alignment, and modify the table properties. Word Chap 2 Page | 57 The Table Tools Design tab offers additional functionality to modify Word tables. Design elements include defining Table Style Options, like Header and/or Total Rows, selecting from a gallery of Table Styles, as well as adding shading and borders. You can easily insert and delete table rows and columns via this tab as well. It is possible to create a table from text that already exists. However, the data must be consistently separated, field-by-field, using a delimiter. A delimiter can be tabs, paragraphs, commas or some other user-defined character which is used to separate each field. With the cursor residing inside the existing source data, select the Convert Text to Table… option from the Table tab of the Insert ribbon. Clicking an option from a menu that ends with the ellipsis notation (…) indicates that a dialog window will appear. The Convert Text to Table dialog window allows the user to define the table size, AutoFit behavior, and the delimiter. Word Chap 2 Page | 58 The contents of the rows in a table can be sorted based on a column. Users can sort in alphabetic (text), numerical (numbers), or chronological (dates) order using either Ascending (A → Z) or Descending (Z → A) manner. Clicking the Sort button on the Table Tools Layout tab will openthe Sort dialog window. The Sort by options will be the column headers, or Column 1, Column 2, etc. if there is No header row. The first sort selection is known as the primary sort, followed by the secondary, and tertiary sort options. The Type drop-down list will offer the choices of Text, Number or Date, depending on the existing table data. Make sure to choose either Ascending or Descending for each sort level. Inserting Headers and Footers A header is the area at the top of a page, and a footer is the area at the bottom of a page. Headers and footers consist of one or more lines of text, page numbers, graphics, and other fields, such as the file name, document title, current date and/or time, or author’s name. Word Chap 2 Page | 59 To create a header or footer, click either the Header or Footer drop down list from the Insert ribbon. A gallery of built-in designs is displayed. Clicking a built-in design makes the header or footer the active area of the document, while the body of the document fades to the background. A header or footer has three sections: left, center, and right. The user can either type text into existing placeholders, or insert fields from the Header & Footer Tools Design contextual tab, which only appears when the cursor is placed in either the header or footer. To return to the body of the document, double-click in the document body, or click the Close Header and Footer button on the Header & Footer Tools Design tab. Double-click in the header or footer area to make it active and allow for editing. Header gallery Word Chap 2 Page | 60 The header or footer is printed on each page of the document. To specify a different header and footers for the first page, select the Different First Page checkbox on the Options group of the Header & Footer Tools Design tab. Any existing header or footer will automatically be removed. A different first page is common in long documents to prevent the cover page from including the headers and footers contained in the rest of the document. A cover page usually does not include any header or footer data. One of the most common purposes of headers and footers is to include page numbers. Page numbers are helpful in documents that have more than one page. To add a page number at the current location in an existing header or footer, click Page Number > Current Position, and then choose a style from the gallery of choices. Scroll through the list of style options in the gallery to find one you like. You can select a plain number style, or a Page X of Y style to get a more defined starting and ending number (Page 1 of 7) format. Experiment to find the style that best meets your needs. Header & Footer Tools tab Word Chap 2 Page | 61 An inserted page number can be further formatted as needed. Number formatting and different starting page numbers can be defined in the Page Number Format dialog window, which is opened when the user selects Format Page Numbers…. from the Page Number drop down list. Number formats include Arabic, alphabet, and roman numeral formats. The Page numbering options allow a user to restarting the page numbers at a user-defined number. This can be useful to recognize unnumbered pages that precede the main part of the document. In the Position group, you can control the amount of space allotted to the header and footer. By default, each is 1/2-inch tall. Users can change these values in the Header from Top and Footer from Bottom list boxes. Manipulating these selections will affect the printable area of the document’s margins. It is a “best practice” to add page numbers before adding other header and footer fields, because any existing text will be replaced by adding page numbers using the Insert > Page Number process. Alternatively, users can add page numbering to existing header and footer text through the Quick Parts feature, which is not explained in this text. Other than page numbers, headers and footers often contain the document’s author, date and/or title. Each of these fields help identify the document, particularly when the document is printed and compared with other similar documents. Word Chap 2 Page | 62 Setting Page Orientation and Margins The page setup of a document includes settings such as margins, orientation, and other pagination settings. These settings can be applied to the entire document, or specific sections, which can be created by inserting section breaks (not explained in this text). The Page Setup group found under the Layout tab contains these selections. Page orientation refers to how a rectangular page is arranged for viewing. The orientation of a Word document can be either portrait or landscape. Portrait orientation is taller than it is wide (vertically), and landscape orientation is wider than it is tall (horizontally). The default orientation is portrait. Choosing a page orientation needs to consider the paper size selected for the document. The standard paper size in North America is called Letter, which has the dimensions of 8.5” x 11”. Legal documents are 14” instead of 11”, which means when printed in portrait orientation, legal documents are three inches longer (and a pain to fit in a standard folder!). The standard paper size in Europe is known as A4. Its dimensions are 210mm x 297mm, which is closer to the Legal size, than the Word Chap 2 Page | 63 Letter size. Many posters and tables are often printed on Tabloid sized paper, which is 11” x 17”. However, since a lot of home printers cannot accommodate this size of paper, many users choose to change their orientation to landscape, which changes the printable width to 11”, and the printable height to 8.5”. If adjusting the orientation doesn’t solve the layout challenges of the document, consider adjusting the margins! Margins are the white space surrounding the text on a page. Margins can be specified for the top, bottom, left and right edges of a document. The default margins are 1” each, but margins can easily be adjusted from the pre-set choices in the Margins drop-down list, or by manually adjustments in the Page Setup window, which can be opened by clicking the launcher button in the Page Setup group in the Layout tab. Narrow margins leave more room for more data, while wider margins decrease the amount of printable space. Similarly, larger top and bottom margins decrease the available space. If adjusting orientation and margins aren’t enough to resolve page formatting, consider using page breaks. Pagination is how a document is divided into pages. Word automatically determines how much text will fit on a page based on the amount of text and the document formatting. As new data is Word Chap 2 Page | 64 added to a page, Word creates automatic page breaks, also known as soft page breaks. To force data to a new page, a user can insert a manual (hard) page break. Inserting a page break moves the text after the insertion point to the next page. To insert a page break, press Ctrl + Enter or click Page Break from the Insert tab. To remove manual page breaks, utilize the Show/Hide button to display formatting marks, such as the Page Break mark: To remove a hard page break, place the insertion point to the left of the page break and press the Delete key. Word will re-paginate itself and move data to the previous page. Creating and Inserting Citations & Bibliographies Many college courses require students to write research papers. While conducting the appropriate research may be the main objective of the assignment, collecting the research is often not as challenging as documenting the sources of the research. Part of the challenge associated with properly documented