In this session, we will explain some of the basics of word processing. 1. Start Microsoft Word 11. Edit the Document cut & move

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1 WORD PROCESSING In this session, we will explain some of the basics of word processing. The following are the outlines: 1. Start Microsoft Word 11. Edit the Document cut & move 2. Describe the Word Screen 12. Format the Document font 3. Save a Document 13. Format the Document paragraph 4. Close a Document 14. Format the Document borders 5. Open a Document 15. Format the Document bullets 6. Setup the Margins 16. Format the Document column 7. Edit the Document keyboard typing 17. Insert Header & Footer 8. Edit the Document copy & paste 18. Insert Hyperlink 9. Edit the Document preview the 19. Insert Picture emblem entire document 10. Edit the Document create table 20. Insert Picture chart 21. Print the Document 1. Start Microsoft Word Microsoft Word is one of the most commonly used word processing programs that allow you efficiently and economically create professional-looking documents and revise them easily. OR 1. Click on Start 開 始 menu All Programs 所 有 程 式 Microsoft Office Microsoft Word Double click the Microsoft Word 2010 icon on the desktop. Student Information Technology Competency (ITC) Test Page 1 of 14

2 2. Describe the Word Screen The Word screen consists of a variety of features to make your work more efficient and results more professional. (c) Quick Access Toolbar (b) Ribbon (a) File Tab (d) Dialog Box Launcher (g) Insertion Pointer (e) Rulers (f) Text Area (h) Scroll Bars (i) Status Bar Different Views: (Normal View, Outline View, Print Layer View) (a) FILE TAB The file tab is the place for opening or saving files, creating new documents or printing a document. (b) RIBBON It contains tabs, groups and commands. Tabs appear across the top of the Ribbon and contain groups of related commands. Home, Insert and Page Layout are examples of Ribbon tabs. Groups organize related commands. Each group name appears below the group on the Ribbon. For example, group of commands related to fonts or group of commands related to alignment. Commands appear within each group as mentioned above. (c) QUICK ACCESS TOOLBAR It provides a convenient resting place for the most frequently used commands. (d) DIALOG BOX LAUNCHER This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group. (e) RULERS It is used to set tab stops, indent paragraphs, adjust column widths, and change page margins. (f) TEXT AREA The area for text or graphics insertion. Student Information Technology Competency (ITC) Test Page 2 of 14

3 (g) INSERTION POINT A blinking vertical bar indicating where text or graphics to be inserted. (h) SCROLL BARS The vertical scroll bar at the right edge and the horizontal scroll bar at the bottom are used to display different portions of the document. (i) STATUS BAR It shows the information about the page. The following information displays from left to right accordingly: the page number, the section number, the page visible followed by the total number of the pages in the document, the position of insertion point from the top of the page, the line number and column number of the insertion point, and several mode indicators. 3. Save a Document When you create a document, the computer stores it in main memory. If the computer is turned off or lost electrical power accidentally, the document will be lost. Hence, it is essential to save your document regularly. 1. Point to and click on Save 儲 存 檔 案 button on the quick access toolbar. 2. Click the Drives drop-down list box arrow and point to D:. 3. Type the filename mydoc in the File Name box. 4. Click Save 儲 存 檔 案 button in the dialog box. The 1st time you save the document, Microsoft Word displays Save As dialog box with the default filename Doc1.doc 文 件 一.doc highlighted in the File Name box, you can assign another filename to it (e.g. mydoc.doc). Afterwards, Microsoft Word automatically assigns this filename to the document each time you save it. 4. Close a Document After you have edited the document, you can close the document and quit Microsoft Word. 1. Select File 檔 案 Close 關 閉 檔 案. 2. Click Close 關 閉 button on the top right hand corner of the window to quit Microsoft Word. Student Information Technology Competency (ITC) Test Page 3 of 14

4 5. Open a Document Once you have created and saved a document, you might want to revise it or print it. To do this, you must first open the document. 1. Select File 檔 案 Open 開 啟 舊 檔. 2. The Open window popup, click the Drives drop-down list box arrow and point to D:. 3. Click the file mydoc in the File Name box. 4. Click Open 開 啟 button in the dialog box. Microsoft Word opens the document mydoc.doc from drive D and displays it on the screen. 6. Setup the Margins Microsoft Word presets the margins for the document. But often, you may want to change these default margin settings. 1. Select Page Layout 版 面 配 置 Margins 邊 界 Custom Margins 自 訂 邊 界. 2. Click Margins 邊 界 tab on the Page Setup window. 3. Set 2 cm for Top 上 and Bottom 下 margins. 4. Set 1 cm for Left 左 and Right 右 margins. 5. Click Apply to 套 用 至 box arrow and select Whole document 整 份 文 件. 6. Click Paper 紙 張 tab on the Page Setup window. 7. Select A4 for Paper size 紙 張 大 小. 8. Click Layout 版 面 配 置 Page Setup window. 9. Set 1 cm for Header 頁 首 and Footer 頁 尾 margins from edge 與 頁 緣 距 離. 10. Click OK 確 定 button on the dialog box. Student Information Technology Competency (ITC) Test Page 4 of 14

5 7. Edit the Document keyboard typing You can enter text by typing on the keyboard. Steps for entering the title line are shown as follows. 1. Type The Hong Kong Institute of Education. 2. Click the keyboard language indicator on the bottom right hand corner to choose the inputting language, and click the keyboard button to choose an inputting method, then type 香 港 教 育 學 院. 3. Press ENTER key twice. Type About The HKIEd. Press ENTER key. 4. Type 關 於 教 院. Press ENTER key twice. 5. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. Press the BACKSPACE key to delete the text in error and retype the text correctly. To prevent the data lost for any reason, it is important to save your document frequently. 8. Edit the Document copy & paste Instead of typing text into a document, you may copy the text from other files or applications. Below illustrates the steps to copy some paragraphs from another file on the Internet via the Internet browser (e.g. Internet Explorer). locate the file 1. Click on Start 開 始 menu Internet Explorer. OR Double click on Internet Explorer icon on the desktop. 2. Type into Address 網 址 text box, and press ENTER key. copy the text 1. Position the mouse pointer to the first character of the first paragraph. Press and hold the left button of the mouse. Drag the mouse pointer to the last character of the first paragraph and then release the mouse button. 2. Position the mouse pointer on the selected text. Right-click the mouse button and Select Copy 複 製 from the popup menu. The selected text is temporarily placed on the Clipboard. You can now paste the text to Microsoft Word document. Student Information Technology Competency (ITC) Test Page 5 of 14

6 paste the text 1. Click the Microsoft Word button on the Window s Task Bar to shift the application from Internet Explorer to Microsoft Word. 2. Position the insertion pointer under the subject line. Press ENTER key. 3. Click Paste 貼 上 button to paste the copied text to the document. The text copied may not be well formed in a paragraph. You have to remove the unnecessary Carriage-return (non-print) character in order to form the lines into a single paragraph. 1 st part 1. Position the insertion pointer to the last character of each line. Press DELETE key to delete the unnecessary carriage-return character, and then press SPACE BAR once to separate two words. Repeat until a single paragraph is formed. 2. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. Microsoft Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the word, while grammar errors display with a green wavy line under the error. If you want to check spelling for the entire document, select Review 校 閱 on the menu bar and click Spelling and Grammar 拼 字 及 文 法 檢 查 button. 2 nd part 1. Position the insertion pointer after the 1 st paragraph. Press ENTER key. Type Vision and Mission. Press ENTER key. 2. Type 願 景 及 使 命. Press ENTER key twice. 3. Copy the contents from to the document. 4. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. Microsoft Word provides an Undo 復 原 button to cancel recent commands or actions. You may use the Redo 取 消 復 原 button to cancel your undo action. However for some actions such as saving and printing a document, it is unable to use undo or redo functions. Student Information Technology Competency (ITC) Test Page 6 of 14

7 3 rd part 1. Position the insertion pointer after the 2 nd paragraph. Press ENTER key. Type Departments, Faculties and Schools. Press ENTER key. 2. Copy the headings (black words) from to the document. 3. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. 9. Edit the Document preview the entire document To see exactly how your document looks like, you can use print preview command. 1. Select File 檔 案 Print 列 印, the right hand side displays the entire document in reduced size on the Microsoft Word screen. 2. Click any tab to close the Print Preview window. 10. Edit the Document create table Microsoft Word allows you to create tables to present data into columns and rows. 1. Position the insertion pointer after the 2 nd part. Press ENTER key twice. 2. Select Insert 插 入 Table 表 格. 3. Set 2 Columns 欄 數 and 2 Rows 列 數 in the Insert Table 插 入 表 格 window. 4. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. Student Information Technology Competency (ITC) Test Page 7 of 14

8 11. Edit the Document cut & move In this part, use the technique Cut & Move to move the data from the Web into the 2x2 table just created in Part 10. cut the text 1. Go to 2. Position the insertion pointer before Further Studies 3. Press and hold the left mouse button. Drag the mouse until the end of the word. Then release the left mouse button. 4. Click Cut 剪 下 button in the clipboard group to cut the selected text. The selected text is temporarily stored on the Clipboard. paste the text 1. Position the insertion pointer into the cell (1 st row, 1 st column) of the table. 2. Click Paste 貼 上 button in the clipboard group to paste the cut text into the table. 3. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. The text is pasted to the table from the Clipboard. move the text 1. Position the insertion pointer before Further Studies. Press and hold the left mouse button. Drag the mouse until the end of the word. Then release the left mouse button. 2. Position the mouse pointer on the selected text. Press and hold the left mouse button. Drag the mouse until the cell (1 st row, 2 nd column) of the table. 3. Release the left mouse button. 4. Click Save 儲 存 檔 案 button on the quick access toolbar to save the document. The selected text is moved from one location to another location. Now, try to use the function Copy, Cut, Paste or Move to place the data from to fill up the table with two rows and two columns. Student Information Technology Competency (ITC) Test Page 8 of 14

9 12. Format the Document font At this stage, you almost finish your work. You can further decorate your document to increase its usability and readability by using Format. main title 1. Position the insertion pointer before The Hong Kong Institute of Education. Press and hold the left mouse button. Drag the mouse until the end of The Hong Kong Institute of Education. Then release the left mouse button. 2. In the Font group, click Font Size 字 型 大 小 box arrow. Click 14 points for the font size. 1 st title 1. Position the insertion pointer before About The HKIEd. Press and hold the left mouse button. Drag the mouse until the end of About The HKIEd. Then release the left mouse button. 2. Click the bottom right arrow in the font group. Set Arial for the Font 英 文 字 型, Bold 粗 體 for the Font Style 字 型 樣 式, and 12 points for Size 大 小. 3. Click OK 確 定 button. 1 st paragraph 1. Position the insertion pointer before the 1 st paragraph. Press and hold the left mouse button. Drag the mouse until the end of the paragraph. Then release the left mouse button. 2. Click the bottom right arrow in the font group. Set Times New Roman for the Font 英 文 字 型, Italic 斜 體 for the Font Style 字 型 樣 式, and 10 points for Size 大 小. 3. Click OK 確 定 button. 4. Click Justify 左 右 對 齊 button in the Paragraph group to justify the left and right end of the paragraph to the margin. By default, Microsoft Word aligns every paragraph to the left. Student Information Technology Competency (ITC) Test Page 9 of 14

10 13. Format the Document paragraph Sometimes, you may need to change the line spacing. 1. Position the insertion pointer before the main title. Press and hold the left mouse button. Drag the mouse until the end of the document. Then release the left mouse button. 2. Click the bottom right arrow in the paragraph group. Remove the block / tick before Snap to grid when document grid is defined 文 件 格 線 被 設 定 時, 貼 齊 格 線 by clicking on the square check box. 3. Click OK 確 定 button. 14. Format the Document borders In Part 11, a table was created. You can customize the lines on the table by using the Border and Shading function. But before that, adjust the width of the table to fit the contents. adjust width of table 1. Position the insertion pointer into the table. 2. Select Layout 版 面 配 置 of Table Tools on menu bar. 3. Select AutoFit 自 動 調 整 AutoFit Contents 自 動 調 整 內 容. Now, let s try to remove all the lines on the table EXCEPT the lines between rows. borders 1. Select the whole table. 2. Select Design 設 計 of Table Tools on menu bar. 3. Select Borders 框 線 No borders 無 框 線, repeat but click Inside Horizontal Bar 水 平 內 框 線. 15. Format the Document bullets Microsoft Word provides bulleting and numbering styles for you to create bulleted or numbered lists of items. 1. Position the insertion pointer under the 3 rd title Departments, Faculties and Schools. Press and hold the left mouse button. Drag the mouse until the end of all faculties. 2. In the paragraph group, click Bullets 項 目 符 號 button. Press the bullets box arrow button to choose the most suitable style. Student Information Technology Competency (ITC) Test Page 10 of 14

11 16. Format the Document column Sometimes, you may need to separate the contents in the document into two or more columns. Follow the steps below to separate the content (from 1 st title to all faculties) into two columns by the Column function. 1. Position the insertion pointer before the 1 st title About The HKIEd. Press and hold the left mouse button. Drag the mouse until the end of all faculties. 2. Select Page Layout 版 面 配 置 Columns 欄 Two 二. 17. Insert Header & Footer Header is the text printed at the top of each page in the document, and footer is the text printed at the bottom of the every page in the document. 1. Select Insert 插 入 Header 頁 首 Blank 空 白. 2. Type IT Proficiency Test in the header textbox. Click the left mouse button, drag the mouse until before IT Proficiency Test, and release the left mouse button. 3. Select Home 常 用, click Font Size 字 形 大 小 box arrow. Click 12 points for the font size. Click the Center 置 中 button in the Paragraph group to center the header on this row. 4. Select Insert 插 入 Footer 頁 尾 Blank 空 白. 5. Type 香 港 教 育 學 院 in the footer textbox. Click the left mouse button, drag the mouse until before 香 港 教 育 學 院, and release the left mouse button. 6. Select Home 常 用, click Font Size 字 形 大 小 box arrow. Click 12 points for the font size. Click the Center 置 中 button in the Paragraph group to center the footer on this row. 7. Select Design 設 計 Close Header and Footer. Student Information Technology Competency (ITC) Test Page 11 of 14

12 18. Insert Hyperlink Please follow the steps below to create a hyperlink of a Web page in your Microsoft Word document. OR 1. Position the insertion pointer on the row after the last faculty in the second column. Type The Hong Kong Institute of Education. Press ENTER key. Type and press ENTER key. 1. Click Insert 插 入 Hyperlink 超 連 結. 2. Type in Text to display 要 顯 示 的 文 字 textbox and Address 地 址 textbox in the Insert Hyperlink window. 3. Click OK 確 定 button. And now, press Ctrl and click the link, it will open an Internet browser and go to the Web site automatically. 19. Insert Picture emblem Microsoft Word includes a series of predefined graphics called clip art files for you to insert into the document. But below shows you the steps for copying an emblem from the HKIEd Web site and insert it into the document. save picture 1. Click on the hyperlink in Part Position the mouse pointer on any emblem. Right click the mouse button. Select Save Picture As 另 存 圖 片 from the Popup menu. 3. Click Save 儲 存 button on the quick access toolbar on the Save Picture window. insert picture 1. Back to Microsoft Word. Position the insertion pointer after the main title 香 港 教 育 學 院. 2. Select Insert 插 入 Picture 圖 片. 3. In the Insert Picture window, retrieve the picture from the location which stores it. 4. Click Insert 儲 存. The picture has been inserted into the document. You can format its layout, move it or resize it by different tools. Student Information Technology Competency (ITC) Test Page 12 of 14

13 format picture OR 1. Click on the picture and it will be selected with eight handles around the edge. 2. On the Format 格 式 of Picture Tools, click Text Wrapping 文 繞 圖 In Front of Text 文 字 在 後 button. 1. Position the mouse pointer on the picture, click the right mouse button. Select Format Picture 快 取 圖 案 格 式 from Popup menu. 2. Click Layout 配 置 tab on Format Picture 設 定 圖 片 格 式 window. 3. Click In Front of Text 文 字 在 後 under Wrapping style 文 繞 圖 的 方 式. 4. Click OK 確 定 button. The picture and the text are now displayed in different layers. So you can move or resize the picture. move picture 1. Position the mouse pointer on the graphic. Press and hold the left mouse button. Drag the mouse to the expected location. resize picture 1. Position the mouse pointer on any white circle around the picture. Press the left mouse button and drag the mouse until the expected size The picture can only be resized when the mouse pointer is any of. 20. Insert Picture chart The similar steps in Part 19 can be applied to insert a chart into the document. Before that, you have to create and copy a chart from Microsoft Excel. copy chart 1. Click on the chart in Microsoft Excel file. The chart will be highlighted by eight handles. 2. Click Copy 複 製 button to copy the selected chart. The selected chart is temporarily placed on the Clipboard. Student Information Technology Competency (ITC) Test Page 13 of 14

14 paste chart 1. Position the insertion pointer under the table in the document. Type Student Enrollment, press ENTER key. Type 學 生 人 數, press ENTER key 15 times. 2. Position the insertion pointer under 學 生 人 數, click Paste 貼 上 button on the toolbar to paste the copied chart to the document. format chart OR 1. Click on the chart. The chart will be highlighted by eight handles. 2. On the Format 格 式 of Picture Tools, click Text Wrapping 文 繞 圖 In Front of Text 文 字 在 後 button. 1. Position the mouse pointer on the chart. Right click mouse button. Select Format Picture 設 定 物 件 式 from the Popup Menu. 2. Click Layout 配 置 tab on Format Picture 設 定 圖 片 格 式 window. 3. Click In Front of Text 文 字 在 後 under Wrapping style 文 繞 圖 的 方 式. 4. Click OK 確 定 button. The chart and text are now displayed in different layers. Now, it can be moved or resized the chart as you like WITHOUT affecting the text behind. 21. Print the Document The final step is to print the hardcopy of the document that created. format chart 1. Select File 檔 案 Print 列 印 The layout of the printed document will be as the same as the layout in the Print Preview screen. Student Information Technology Competency (ITC) Test Page 14 of 14

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