COMP SCI 1BA3
Introduction to Computing and Computer Use for Business
Session 1.1 Visual Overview the Word window
- The dark gray are on the ruler represents the document’s margins. Margins are the blank spaces around the edges of a
- Intersection point shows where characters will appear whey you start typing
- The paragraph mark indicates the end of paragraph. It is only visible if non printing chargers are turn on. Nonprinting
characters appear on scree but on the printed pages.
- You can choose to display the rulers, which can be useful as you work with different elements in a documents
- The show/Hide button is selected meaning that nonprinting character are displayed in the document.
- Print layout view, the default view, most closely resembles how your document will look when printed. The orange
highlight indicates that is selected.
- The View button allow you to change the way the document is displayed
- A zoom level of 100% shows the document as if it were printed on paper
With Word, you can create polished, professional documents in a minimal amount of time; you can type a document in Word,
adjust margins and spacing, create columns and tables, add graphics, and then easily make revisions and corrections.
Before typing a document, you should make sure nonprinting characters are displayed. Nonprinting character provide a visual
representation of details you might otherwise miss. For example, the (q) character makes the end of a paragraph, and the (.) character
makes the space between words. It is helpful to display nonprinting characters so you can see whether you’ve typed an extra space,
ended a paragraph, and so on.
Creating a Block Style Business Letter
The first item in a block style business letter is the date.
Inserting a Date with AutoComplete
AutoComplete is a Word feature that automatically insets dates and other regularly used items for you. In this case, you can
type the first few characters of the month, and let Word insert the rest.
Entering the Inside Address
In a block style business letter, the inside address appears below the date, with one blank paragraph in between. The inside
address is the address of the recipient of the letter.(Now you can move to the salutation and the body of the letter). As you type the
body of the letter, notice that Word automatically moves the insertion point to a new line when it reaches the right margin.
Using the Undo and Redo Buttons
To undo the last thing you did in a document, click the Undo button on the Quick Access Toolbar. To restore your original
change, use the Redo button, which reverse the action of the Undo button (or redo the undo). To undo more than your last action, you
can continue to click the Undo button, or you can click the Undo button arrow on the Quick Access Toolbar. This opens a list of you
most recent actions, in which you can click the action you want to undo; Word then undoes every action in the list, up to and including
the action you clicked the list.
Keystrokes for moving the inserting point (pg. 497)
Correcting Errors as you Type
AutoCorrect automatically corrects common typing errors, such as typing “adn” for “and”. For example, you might have
notice Auto Correct at work if you forgot to capitalize the first letter in a sentence as you typed the letter. Another useful tool for
correcting errors is Word’s spelling checker, which continually checks your document against Word’s built-in dictionary. IF you
type a word that doesn’t match the correct spelling n Words’ dictionary, or if a word, such as a last name, is not in the dictionary at all,
a wavy red line appears beneath it. A wavy red line also appears if you mistakenly type the same word twice in a row. Words that are
spelled correctly but use in correctly (for example, “you’re” instead of “your” are underlined with a wavy blue line, although Word
doesn’t always catch every instance others type of error, which is known as contextual spelling error. Finally, the grammar checker
marks grammatical error with a wavy green line.
Proofreading a Finished Document After you finish typing documents, you need to proofread it carefully form start to finish. Part of proofing a document in
Word is removing all wavy underlines, either by correcting the text or by telling Word to ignore the underlined text because it isn’t
really an error. (Formatting- how it looks)
Adjusting Paragraph and Line Spacing
When you typing a letter, you might need to adjust two types of spacing-paragraph spacing and line spacing. Paragraph
spacing refers to the space that appears directly above and below a paragraph. In Word, any text that ends with a paragraph mark
symbol (q) is a paragraph. So, a paragraph can be a group of words that is many lines long, a single word, or even a blank line, in
which h case you see a paragraph mark along on a single line. Paragraph spacing is measured in points; a point is 1/72 of an inch.
The default setting for paragraph spacing in word is o points before each paragraph and 10 points after each paragraph.
Line spacing is the amount of space that appears between lines of text within a paragraph. Word offers a number of preset
line spacing options. The 1.o setting, which is often called single spacing, allows the least amount of space between lines. All other
line spacing options are measured as multiple of 1.0 spacing. For example, 2.0 spacing (sometimes called double spacing) allows for
twice the space of single spacing. The default line spacing setting is 1.15, which allows a little more space between lines than 1.0
spacing. To adjust paragraph and line spacing in Word, you use the Line and Paragraph Spacing button in paragraph group on the
Adjusting the Margin
Another aspect of document formatting is how the document fits on the printed page. You can check the document’s margins
by changing the zoom to display the entire page. On the rulers, the margin appears dark gray. By default, Word documents include 1-
inch margin on all side of the document. Reading the measurements on the rulers can be tricky at first. On the horizontal ruler, the 0-
ich mark is the right edge of the left margin. It's like the origin on a number line. You measure from the 0-inch mark to the left or to
the right. On the vertical ruler, the 0-inch mark is the bottom edge of the top margin.
Previewing and Printing a Document
To be sure the document is ready to print, and to avoid wasting paper and time, you should first review it on the Print tab in
Backstage view to make sure it will appear as you want it to when printed. The print tab displays a full-page view of the document,
allowing you to see how it will fit on the printed page. However, you cannot actually edit the document on the Print tab. It simply
provides on last quicl look at the document before printing.
Opening a Blank Document and Creating an Envelope
When you create a new document, you can start with a new blank document, or you can start with one that already contains
formatting and generic text commonly used in a variety of professional documents such as a fax cover sheet or a report. These
preformatted fields are called template.
You can create a envelope using a new document. You start by clicking the Envelope button in the Create group on the
Mailing tab. This open the Envelopes and Labels dialog box, where you can type the address of the person you are sending the letter to
and adjust other settings. You can choose whether or not to include a return address; if you are using envelopes with a preprinted
return address, you will not want to include a return address.
Session 1.2 Visual Overview Formatting Documents
You can click the Clear Formatting button to restore selected texted to the default font, font size and colour. Click the
Format Painter button displays the Format Painter pointer, which you can use to copy formatting from the selected text to other text
in the document. The font group on the Home tab includes the Font size and the Font Size box for setting the font and the font size of
a text. A font is a set of characters that uses the same type face. Alignment buttons control the way text is aligned-that is, the way it
lines up horizontally between the margins. Here, the Center button is selected because the text containing the insert