Chapter 4 The Use of Word

Chapter 4 THE USE OF WORDPROCESSING SOFTWARE TO PRESENT INFORMATION
Basic Competencies
After completing this chapter, students are able to: 1. 2. identify the menu and icons in word-processing software, explain the functions of the menu and icons in word-processing programs, 3. 4. use the main menu and icons in word-processing software, and create simple word-processing documents.
Concept Map
Word-processing software
Kinds of software
Amipro
Microsoft Word
Wordstar
Identification of Menu and Icons
Menu Bar
Standard Toolbar
Formatting Toolbar
Drawing Bar
Information and Communication Technology Pilot International Standard Junior High School
Page 1 of 56
Keywords
menu standard toolbar
icon
menu bar
formatting toolbar drawing toolbar
A. INTRODUCTION Among available word-processing software, one of the characteristics of Microsoft Word is its icon, which is the letter W and its extention, i.e. doc. Word is one of the programs in Microsoft Office, which is issued by a world software maker, Microsoft. The application of the word-processor Microsoft Word basically focuses more on the features of formatting, editing, and tools, and all the ease to insert texts or other objects (pictures or photos). The higher the version of the wordprocessor is, the more sophisticated and complete the features it has. It is even refined with features related to the developing technology (such as the internet) and a connection with other applications for file sharing. Several things that can be done with the word-processor Microsoft Word are writing many kinds of paper and letter, writing and sending email, creating documents with newspaper layout, making labels or letterhead, creating web pages, making simple labels on documents, etc. After learning this topic, you will be able to create many kinds of documents and present them. B. THE IDENTIFICATION OF MENU AND ICONS 1. Basic Elements in Microsoft Word Document When you start the application of Microsoft Word, automatically a blank document named Document 1 is displayed. To change the name, save the document. The document named Document 1 always appears everytime you open Microsoft Word. Then, if you open another new document, the name is Document 2, Document 3, and so on.
Page 2 of 56
Running Microsoft Word:
4 2
Figure 4.1. Starting Microsoft Word 1. 2. 3. 4. 5. Click Start on the taskbar menu After the menu appears, click Program/ All Program Click Microsoft Office if you are using Ms. Word 2003 Click Microsoft Office Word 2003 If you have the shortcut of Microsoft Office Word 2003 on the desktop, you can double click it to open it
Page 3 of 56
Then, a Microsoft Word document appears as seen in the figure of the basic elements of Microsoft Word presented in the figure 4.2 below.
1. Title Bar 2. Icon Control 3. Menu Bar

2
4. Standard Toolbar 5. Formatting Toolbar

4 1
5 6
11
6. Ruler Lines 7. Drawing Toolbar 8. View Layout Toolbar 9. Status Bar
11. Horizontal Scroll Bar 12. Restore Down 13. Task Pane Bar 14. Insertion Point
10. Vertical Scroll Bar

Figure 4.2 A Microsoft Word document
Information and Communication Technology Pilot International Standard Junior High School Page 4 of 56
Note: 1) 2) 3) 4) Title Bar is the application program of the active file. Icon Control Menu is the menu used to control the active window. Menu Bar contains the menu in Microsoft Word, from File to Help. Standard Toolbar contains the shortcuts in the form of icons, such as New, Open, Save, Print, Cut, Copy, Paste, Undo, Redo, etc. 5) Formatting Toolbar contains the facilities to format texts, such as Bold, Italic, Underline, Indentation, etc. 6) Ruler Lines contains paragraph spacing, left and right margin, tabs, page layout, etc. 7) Drawing Toolbar contains simple facilities for drawing, Word Art, Clip Art, Textbox, etc. 8) View Layout Toolbar contains the kinds of display, such as Web Layout, Print Layout, and Outline. 9) Status Bar shows the information about the insertion point.
10) Vertical Scroll Bar contains the facilities to scroll the screen up and down. 11) Horizontal scroll bar contains the facilities to scroll the screen left and right. 12) Restore down is the measure to determine the size of the screen, whether it is maximized or minimized. 13) Task Pane contains the available commands in the form of a panel. 14) Insertion Point is the cursor or point in the form of a blinking line. 2. Menu and Icons In Microsoft Word, Menu consists of File, Edit, View, Insert, Format, Tools, Table, Window, and Help. Within these menus, there are some submenus. The menu File contains the commands that are related to file, Edit contains the commands related to editing, View contains those related to display setting, Insert contains those related to inserting, Format contains those related to printout setting, Tools contains helping tools that are used to complete the previous commands, Window contains the commands about working window and others, and Help contains the information needed when questions arise during working An icon is a symbol that represents a certain operation. It is a symbol that is easy to recognize by users, and usually it is adjusted to the character of the
Page 117 of 56
command which is represented. For example, saving a file is represented by the symbol diskette.
a. Menu Bar
Figure 4.3 Menu Bar
Table 4.1 describes the functions of the icons in the menu bar and its submenu. Table 4.1. Menu and Submenu
Page 118 of 56
Page 119 of 56
b. Standard Toolbar Standard Toolbar consists of a group of standard icons available in Microsoft Word. By default, the standard toolbar consists of the following icons:
Figure 4.4 Standard Toolbar The icons in the Standard Toolbar can be adjusted to the need of the users. The name of the icons can be known by placing the mouse pointer on the targeted icons, such as in Figure 4.5 below.
Figure 4.5 The icon Save
Table 4.2. Standard Toolbar Icon Name New Open Save Permission E-mail Print Print Preview Spelling and grammer Research Cut Copy Paste Format Painter Undo Typing
c. Formatting Toolbar Formatting Toolbar is a group of icons that are available in Microsoft Word that are used to format an active document.
Icon
Name Redo Clear Insert Hyperlink Tables and Borders Insert Table Insert Microsoft Excel Worksheet Columns Drawing Document Map Show/Hide Zoom Microsoft Office Word Help Read
Page 120 of 56
Figure 4.6 Sub menu in Formatting Toolbar Table 4.3. Formatting Toolbar Icon Name Styles and Formatting Style Font Font Size Bold Italic Underline Align Left d. Drawing Toolbar Drawing Toolbar is a group of icons that are available in Microasoft Word to give some effects on pictures. Icon Name Center Align Right Justify Line Spacing Numbering Bullets Decrease Indent Increase Indent Border Highlight Font Color
Figure 4.7 Sub menu in Drawing Toolbar
Table 4.4. Drawing Toolbar Icon Draw Select Objects AutoShapes Line Arrow Rectangle Oval Textbox Insert Word Art Insert Diagram Insert Clipt Art Insert Picture
Name
Icon
Name Fill Color Line Color Font Color Line Style Dash Style Arrow Style Shadow Style 3-D Style
TASK 1
Tugas 1 1. Mengakatifkan Turn on the computer to display a Microsoft Word komputer document. 2. Look at the menu and icons. Identify the available menu. 3. Identify the submenus displayed in the main menu of
Microsoft Word. Write the results in a table.
C. The Functions of Sub menus and Icons a. Menu Bar Menu Bar consists of the submenus File, Edit, View, Insert, Format, Tools, Table, Window, and Help. Each submenu has its own functions, they are: b. File Menu This menu contains some commands used to organize a file. It consists of some submenus as presented in Table 4.5. Table 4.5 File Menu Menu and Icon Function To open a new document To open a document that has been made before To close an active document To save an active document To save a document using another name To save a document as a web page To search for a file To know the version of Microsoft Word used To preview a web page To set a page To preview the printout on screen To print a document on paper To send a file between directories and web
Menu and Icon
Function To exit from Microsoft Word
c. Edit Menu This menu contains commands used to edit a document, such as in the following table. Table 4.6 Edit menu Menu and Icon Function To cut a paragraph or word To copy a paragraph or word To paste something copied To paste something copied with special format To select all texts and pictures in a document To find a word or a phrase To find and replace a word or a phrase To go to a certain page
d. View Menu This menu contains commands used to organize the screen display and the positions of additional menu and icons. Table 4.7 View menu Menu and Icon Function To display a document in simple view To display a html (hyper text markup language) view like in the Internet Explorer To display a print layout To display a document in the form of an outline and to set its structure A group of icons often used for editing, consisting of: 1) Standard, which is used in the operations of every document, such as opening, closing, and copying a document 2) Formatting, which is used to format a document, such as font, bold, italic, underline, and indentation 3) Border, which is used in the creation of borders
Menu and Icon
Function
4) Database, which is used in the database operation such as sorting data, organizing a file, and adding data 5) Drawing, which is used in the operation of shapes and other objects such as lines, boxes, and colors 6) Forms, which is used when working with forms 7) Microsoft, which is used when working with other programs such as Microsoft Excel and Microsoft Power Point To help seeing and organizing a document
To display a document map per page, per chapter and per file on the left window To display and organize the header and footer on a page To place and organize the position of footnotes in a document To organize comments in a project To display a document in a full screen so that only the active document is visible To set the display of the editor screen based on percentages; a bigger percentage will result in a bigger document display
e. Insert Menu This menu contains a group of commands that are used to insert certain format into an active document, such as in the following table. Table 4.8 Insert menu Menu and Icon Function To insert a page break To insert the page numbers of an active document To insert date and time in an active document To insert special words that have been made in the internet (usually is used by internet users) To insert fields for formulas and others To insert certain symbols
Menu and Icon
Function To insert comments in an active document To insert a footnote, caption, cross reference, and index To insert pictures in a document in several ways: 1. Clipart, to insert objects that are already in the computer files 2. From file, to insert objects from certain files in the hard disk, CD, or others 3. From a scanner or camera, to insert objects resulted from a scanner or a camera 4. New drawing, to insert objects made by drawing 5. Autoshapes, to insert objects using the facilities available in autoshapes 6. Wordart, to insert objects with artistic designs 7. Organization chart, to insert objects in the form of diagrams To insert diagrams in a document To insert a textbox in a document To insert a file (another document) in an active document To insert an object in a document To insert a bookmark in a document To insert a hyperlink in a document
f. Format Menu This menu contains commands used to format a document as presented in the following table. Table 4.9 Format menu Menu and Icon Function To choose font type, size, style, color, and effect To format a paragraph, such as indentation, spacing, margin, and before and after spacing To choose indentation type whether using bullets or numbers To choose paragraph or page borders and
Menu and Icon
Function shading To choose the number of columns to be used (usually is for magazines and newspapers) To choose the tabulation of a selected paragraph To give an bigger effect to a letter, usually the size is equal to three lines in a selected paragraph To give an effect of text direction (up to 3600) of a selected paragraph To change the case of letters in a text or a selected paragraph To give a background color to a document To give a background texture to a document To make the table of content of an active document To format a document with formats that are commonly used To choose the style and format to be used To change the style, font, language, indentation, bullets and numbering that are already used
g. Tools Menu This menu contains commands that are used to control other commands, such as: Table 4.10 Tools menu Menu and Icon Function To set, choose, and activate the pattern of autocorrect grammar and spelling so that every word will be checked based on it To set and choose the language used in the activated autocorrect grammar and spelling check To count the words in a selected block (page) To compare an active document with a new file that is to be merged; if the result is the same, both are not merged To protect a document for security and secret To create mail-merged letters with
Menu and Icon
Function many addresses to be printed To create, record, and protect macros To set things related to word correction and Auto Wizard To set, add, and reduce active icons to be used in the menu To choose setting methods in save, edit, view, file location, grammar and spelling, and other common settings
h. Table Menu This menu contains commands that are used to make and format tables and also manipulate them, such as: Table 4.11 Table menu
Menu and Icon
Function
To create a new table To insert a table To delete a table To select a table To merge several cells into only one cell To split a cell that is previously merged To split a table because of page changes or other reasons To create a table with available formats To create a table that is autofitted to the width of the texts, column, etc To use a title or header repeatedly To convert a table into text and vice versa To sort the content of a table based on selected criteria, either ascending or descending To write a formula in a cell
i.
Window Menu This menu contains commands that are used concerning the active window. Table 4.12 Window menu
Page 9 of 56
Menu and Icon
Function
To open a new window To arrange all active windows To compare documents To split an active document into two To show an active document
j.
Help Menu This menu contains commands that help users use Microsoft Word when they
experience difficulties. Table 4.13 Help menu Menu and Icon Function To display Microsoft Word Help that can be used to solve problems To show or hide the office assistant To create an internet connection with Microsoft Office online To create an internet connection to contact Microsoft To give information to Word Perfect users To check for updates from the official site of Microsoft To detect and repair errors automatically To activate the product of Microsoft Office To offer choices to Word users to give feedback to Microsoft To display information about the program of Microsoft Word used
2. Standard Toolbar
The standard toolbar contains commonly used commands that are the same as other software. The functions of the icons are such as in Table 4.14.
Figure 4.8 Sub menu in Standard Toolbar
Page 10 of 56
Table 4.14 Functions of Standard Menu Icon New Open Save Permission E-mail Print Print Preview Spelling and grammer Research Cut Copy Paste Format Painter Undo Typing Redo Clear IInsert Hyperlink Tables and Borders Insert Table Insert Microsoft Excel Worksheet Columns Drawing Name Function To create a new document To open a file To save a file To determine the accessibility option of using a document To create an e-mail To print a document To preview a document before printing To check spelling and grammar To search for a certain document To cut an object into a clipboard To copy a document To paste objects in the clipboard To format a document with the painting facility To cancel the last command To cancel undo typing To insert and fix hyperlink To format tables and borders To insert a table To insert a Microsoft Excel worksheet To create columns To show the drawing toolbar
Document Map To activate the document map Show/Hide To show and hide characters Zoom To zoom in and out a display Microsoft Office Word To display the Help menu Help Read To display Reading Layout
3. Formatting Toolbar The functions of the icons in the Formatting Toolbar are related with the document setting or format. The toolbar consists of the following icons: Figure 4.9 Sub menu in
Formatting Toolbar Table 4.15 Functions of Formatting Menu Icon Name Styles and formatting Style Font Font Size Bold Italic Underline Align Left Center Align Right Justify Line Spacing Numbering Bullets Decrease Indent Increase Indent Border Highlight Font Color 4. Drawing Toolbar The icons in the drawing toolbar are used in drawing lines, inserting pictures, making artistic writing, and etc. The functions of the icons are: Function To show the style and formatting task pane To choose the style of a chosen paragraph To determine the font type To determine the font size To thicken selected text To italicize selected text To underline selected text To align left text To center text To align right text To justify text To determine the space of the chosen text or paragraph To give numbers To give bullets instead of numbers To decrease indentation left To move indentation right To give borders/frames To highlight text To give font color
Figure 4.10 Sub menu in Drawing Toolbar Table 4.16 Functions of Drawing Menu Icon Name Draw Select Objects AutoShapes Line Arrow Function To organize objects To select objects To draw a shape To draw a line To draw an arrow
Page 12 of 56
Icon
Name Rectangle Oval Textbox Insert Word Art Insert Diagram Insert Clipt Art Insert Picture Fill Color Line Color Font Color Line Style Dash Style Arrow Style Shadow Style 3-D Style
Function To draw a rectangle To draw an oval To draw a textbox To insert a word art To insert a diagram To insert a clip art To insert picture and other files To fill the color of an object To color a line To give font color To modify the thickness of a line To format a dash style To format an arrow style To give a shadow to an object To give the effect of 3D
D. The Use of Menu and Icons 1. The Use of Menu and Icons in the Menu Bar The menu bar can be used in two ways: a. Using a Mouse: 1) Place the mouse pointer on one of the icons in the menu bar, for example on the menu File
2) Click the menu File, then a sub menu appears which contains file formatting
commands as presented in Figure 4.8.
Page 13 of 56
Figure 4.11 Menu Bar 3) Click one that is needed. For example, clicking New means opening a new document. 4) Do the same thing on other menus.
b. Using Keyboard: 1) Using Alt key If you see a programs menu, in each of the sub menus there is a letter that is underlined. This shows that to run its function, you can use the Alt key. For example, in the menu File, the underlined letter is F. To run it, press the Alt and F at the same time. Another example is the menu New, in which the key N is pressed to create a new document. The same also applies to other menus.
b. Using Ctrl key Basically, the use of Ctrl is almost similar to that of Alt. However, not all menu can use the function of the Ctrl key. Here are some of the menu that use Ctrl key:
Table 4.17 Functions of Ctrl key

Action Function
Page 14 of 56
Action Ctrl + N Ctrl + O Ctrl + W Ctrl + S Ctrl + P Ctrl + F Ctrl + G Ctrl + X Ctrl + Y Ctrl + Z Ctrl + C Ctrl + V Ctrl + 1
Function To create a new document To open a document To close a document To save a document To print a document To find a text To go to a specific area (cell, range) and worksheet To cut a part of a document To cancel an command and go to previous condition To go to the next condition To copy data To paste copied and cut data To format data cells
The function of Ctrl key can be seen in the display of the submenu in each Menu Bar. Look at the submenu in the Edit menu:
The command of using Ctrl key in the submenu Edit Figure 4.12 Function of Ctrl key
2. The Use of Icons in Standard Toolbar There are some steps to use the icons in the standard toolbar: a. Locate the mouse pointer on the icon For example, locate the pointer on the icon b. Click the left button of the mouse.
in the standard toolbar.
c. As a result, a new document is created. Try to do the same thing to other icons.
3. The Use of Menu and Icons in Formatting Toolbar There are some steps to use the icons in the formatting toolbar: a. Block the words or sentences to be formatted. b. Locate the mouse pointer on the icon. For example, locate the mouse pointer on the icon c. Click the left mouse button. d. As a result, the words/sentences selected will be thickened. Try to do the same to other icons. 4. The Use of Menu and Icons in Drawing Toolbar Some steps to use the icons in the drawing toolbar are: a. Locate the mouse pointer on the icon. For example, locate it on the icon b. Click it using the left mouse button. c. As a result, the command to be used is word art. Try to do the same to other icons. E. Operating Microsoft Word 1. Opening a Microsoft Word Window To open Microsoft Word, there are some steps to do: in the drawing toolbar. in the formatting toolbar.
Page 16 of 56
Figure 4.13 Opening a Microsoft Word window 1. 2. 3. 4. 5. 6. Click Start in the taskbar menu After the menu appears, click Program/ All Program Click Microsoft Office if using Ms. Word 2003 Click Microsoft Office Word 2003 If there is a shortcut of Microsoft Office Word 2003 on the Desktop, doubleclick it Wait for a moment until a Microsoft Word window is displayed and ready to be operated
2. Creating a New Document The steps to create a new document in Microsoft Word are:
Page 17 of 56
Figure 4.14 Creating a new document a. Choose menu File b. Click New. c. A document of Ms. Word is displayed as shown in the following figure.
Be careful with cables and 220 volt connector.

K3 Tugas 1 Mengakatifka n komputer
Page 18 of 56
Figure 4.15 A New Document Besides, you can also use another alternative: a. Click the icon (New Blank Document) in the standard toolbar.
b. You can also use the combination of Ctrl+N keys to display a new document.
3. Opening a Saved Document/File Computers have some advantages. They are able to save documents/files that you have made, able to reopen them so that you can add the content, able to reprint them, and so on.
Page 19 of 56
Below are the steps to open a document/saved file:
Figure 4.16 Opening a new document a. Click menu File b. Click Open c. The Open dialog box is displayed
Figure 4.17 Open Dialog Box d. Choose the file that you want to open first by deciding the folder position of the document/saved file. e. Click the file name to open it f. Click Open, so the chosen file will be opened by Microsoft Word
Page 20 of 56
Besides, you can use other alternatives i.e:

a. Click the icon
in the standard toolbar
b. This can also be done by pressing the keys Ctrl+O, so the file is displayed on the screen
4. Saving a Document Among all activities in typing and processing a document, the most important activity is saving it. This is to prevent from the possibility of losing it. The steps of saving a document are as follows:
Figure 4.18 Saving a document
a. Click menu File

b. Click Save/Save As. c. The computer screen will show Save As dialog box
Page 21 of 56
Figure 4.19 Save Dialog Box
d. e. f. g.
On the command Save in, choose and click a drive or a folder. In the File name, type the name of the document Click Save or enter to save it Save the file as often as possible, to avoid the posibility of losing the data when the computer suddenly shuts down.
Besides, you can use other alternatives i.e.: a. Click the icon (Save) in the standard toolbar
b. Press Ctrl+S 5. Closing a Document After you finish working on a document and want to close it without leaving Microsoft Word window, you can close it by doing the following steps:
K3
Tugas 1 Mengakatifka n komputer
Before closing a document, make sure that the document HAS BEEN SAVED.
Page 22 of 56
Figure 4.20 Closing a Document a. After saving the document, to close it, choose the menu File in Microsoft Word window b. Click Close, so Microsoft Word will close the active document c. Or press (close) in the menu bar
6. Closing Microsoft Word Window The last activity in document processing is leaving Microsoft Word window. You can do it as follows:
Page 23 of 56
Figure 4.21 Leaving Microsoft Word window a. Make sure the document is saved, then choose the menu File b. Click Exit to close Microsoft Word window c. Besides, closing Microsoft Word window can be done by clicking X on top right of Microsoft Word window F. Formatting Text 1. Using a Pointer Pointer is mouse direction when it is used and moved to access a command.
The shape can be changed according to the commands. By default a pointer is in the shape of a small arrow if pointing to an icon, a vertical line if it is in a typing area, and a sand glass ( ) if you are processing something.
2. Moving Insertion Point (cursor) Insertion point is the same as cursor, the difference is in the shape. Insertion point is a vertical line (I-beam) which blinks in Windows application. It functions as a location signal
Page 24 of 56
to start typing or blocking text. In order to move it fast in a large document, you have to know the commands. Using a mouse, you can only click the areas shown on the screen. You can also use the vertical scroll bar or horizontal scroll bar, with the symbol , on the right and bottom of the screen. However, these scroll bars only function to scroll the screen not to move the insertion point/cursor.
Table 4. 18 Moving a cursor using keyboard Key or or Ctrl+ or Ctrl+ Ctrl+ or Ctrl+ Home and End Ctrl+Home or Ctrl+End PgUp or PgDn Ctrl+PgUp or Ctrl+PgDn Function To move the cursor one character right or left To move cursor one line above or below To move the cursor one word right or left To move the cursor one paragraph above or below To move cursor to the beginning or the end line To move cursor to the beginning or to the end of the document To move the cursor one screen above or below To move the cursor to the above or below page
3. Blocking Text A text block is a text area to be processed. The area can be characters, paragraphs, or the whole text in a document. By blocking a text, you can copy, move or delete it, and color it fast.
a.
Blocking text using a mouse Table 4.19 Blocking text using a mouse Activity Click and drag text, move to the wanted text Click twice the wanted word Function To block text based on need To block one word
Page 25 of 56
Activity Click on selection bars Press Ctrl (hold) and click the wanted sentence Press Ctrl and click the wanted sentence Click words at selection bar or click 3x at paragraph part Press ALT and drag the mouse to the wanted position b. Blocking text using keyboard
Function To block one line To block some lines To block one sentence To block one paragraph To block a column
Table 4.20 Blocking text using keyboard Activity Shift+ Shift+ Shift+ Shift+ Ctrl+Shift+ Ctrl+Shift+ Ctrl+Shift+ Ctrl+Shift+ Shift+Home Shift+End Shift+PgUp Shift+PgDn Ctrl+Shift+Home Ctrl+Shift+End Function To block one character to the left To block one character to the right To block one above line To block one line below To block one word to the right To block one word to the left To block up to the beginning of a paragraph To block up to the end of a paragraph To block up to the beginning of a line To block up to the end of a line To block up to one screen above To block up to one screen below To block up to the beginning of a document To block up to the end of a document
Ctrl+A To block the whole text in a document Note: To cancel a text block, click the left button of the mouse anywhere in the document.
4. Text Alignment Here you learn how to use left, center, right and justify alignment.
Page 26 of 56
How to align text using formatting toolbar a. Block the text to be processed b. Then click the icon of text alignment
Figure 4.22 Example of aligning a document Table 4.21 Text Alignment (alignment icon) Icon Alternative Name Function Ctrl + L Align Left Function To left align a text
Page 27 of 56
Ctrl + E Ctrl + R Ctrl + J
Center Align Right Justify
To center align a text To right align a text To justify a text
5. Changing Font Type and Style
Figure 4.23 Font Type and Style There are various font types in Ms Word. Moreover, if you have software that provides many font types and install them to Windows, your text will be much more interesting. Fonts have names, such as Arial, Times New Roman, and Comic Sans MS. To change the font type, do the following steps:
Page 28 of 56
a. b. c. d. e.
Figure 4.24 How to format font type Block text whose font type will be changed Click the icon Font in the formatting toolbar to display a list of font types Click the font type you want, for example Times New Roman The previous font is replaced by Times New Roman Do the same steps for other texts
You can also use other alternatives: a. Click the menu Format in the menu bar, then click Font to show the font dialog box as seen below.
Figure 4.25 Font Dialog Box b. Press Ctrl+Shift+F to change the font type 6. Changing Font Size
In a blank document, by default Ms. Word uses the font type Times New Roman sized 12 points. The steps to change the font size are as follow:
Figure 4.26 How to format font size

1. 2. 3. 4. 5. Block the text whose font size will be changed Click the icon Font Size in the formatting toolbar to display a list of font sizes Click a font size , for example 12 The font size is now changed into 12 For other font types follow the steps above.
Besides, you can use other alternatives: 6. Click the menu Format on menu bar, click Font to open the font dialog box. Choose the font size.
Page 30 of 56
Figure 4.27 Font Dialog Box

2. Press Ctrl+Shift+P to change the font size 7. Choosing Font Style To give and change font style of a text, do the following steps: Choose and block the text that will be changed. 1. If you want to thicken a text, choose and click Bold in the formatting toolbar or press Ctrl+B 2. If you want to italicize a text, choose and click Italic in the formatting toolbar or press Ctrl+I
Figure 4.28 Using Bold and Italic
Table 4.22 The Icons of Bold and Italic Icon Name Bold Italic Function To type bold letters To italicize letters
Page 31 of 56
8. Underlining a Text To underline a text, do the steps below: a. Choose and block the text to change
b. Choose and click the icon Underline in the formatting toolbar: 1) Press Ctrl+Shift+U to give single underline 2) Press Ctrl+Shift+D to give double underline 3) Press Ctrl+Shift+W to give single underline on words only
2 3
Figure 4.29 Using Underline Table 4.23 The Icon Underline Name Function Underline To underline a text
Icon
9. Choosing Font Color If it is needed in typing, you can show text in color, so the letter display will be more interesting. To change font colors the steps are as below: a. Choose and block text to change and color b. Choose and click the icon (Font Color) in the formatting toolbar
Page 32 of 56
Table 4.30 The Icon Font Color Icon Name Font Color Function To change font color
TASK 2
Tugas 1 Mengakatifkan Copy the text Trik Menghemat Listrik in the appendix, with komputer
G. Editin g a Text If make you a
the following requirements:
a. Type in 2 different fonts; you are free to choose any font type and size b. Type foreign terms in Italic c. Type the title in Bold and Underline d. Type in 1.5 space
mistake in typing, you can
edit it in some ways:
1. Press BackSpace to delete one character on the left of the cursor 2. Press Delete to delete one character on the right of the cursor 3. To repeat the text that you have just typed, choose the menu Edit, then Repeat Typing (Ctrl+Y) 4. To delete the text that you have just typed, choose and click the menu Edit, then Undo Typing (Ctrl+Z) or click the icon (Undo) in the standard toolbar
5. To move a text to a new line without inserting a paragraph sign, press Shift+Enter
1. Copying a Text To copy a text, do the following steps: a. Block the text to copy
b. Click the menu Edit and choose Copy in the standard toolbar or the icon (Copy) c. Move the cursor/insertion point to the copying location (Paste)
d. Click the menu Edit and choose Paste or click the icon Table 4.25 The icon copy and paste
Page 33 of 56
Icon Copy Paste Or by: a.
Name
Function To copy a text to an outside area To take/attach the copy result
Blocking the text to copy
b. Pressing Ctrl+Drag the text and scroll the mouse to the copying location
Or by: a. Blocking the text to copy
b. Pressing Ctrl+C c. Moving the cursor/insertion point to the destination area
d. Pressing Ctrl+V
2. Deleting a Text To delete a text, do the following steps: a. Block the text to delete (Cut) in the
b. Click the menu Edit, then choose and click Cut or click the icon standard toolbar.
Table 4.26 The icon cut Icon Cut Or the following steps: a. Block the text to delete Name Function To cut/delete
b. Press Delete 3. Moving a Text To move a text do the following steps: a. Block the text to move
Page 34 of 56
b. Click the menu Edit, then choose and click Cut or click the icon standard toolbar c. Move the cursor/insertion point to the destination area (Paste)
(Cut) in the
d. Click the menu Edit and choose Paste or click the icon
Or the following steps: a. Block the text to move
b. Drag the text and scroll the mouse to the destination area
Or: a. Block the text to move
b. Press Ctrl+X c. Move the cursor/insertion point to the destination area
d. Press Ctrl+V
The steps to cancel a command: a. Click the menu Edit
b. Click Undo
Or: Click the icon (Undo) in the standard toolbar Table 4.27 The icon Undo Typing Icon Name Undo Or: Press Ctrl+Z or Alt+Backspace Function To cancel the last command
To repeat a command, do the following: a. Click the menu Edit
b. Click Redo
Or: Click the icon (Redo) in the standard toolbar
Table 4.28 The icon Redo Icon Name Redo Typing E. Formatting a Paragraph A paragraph is anything which is ended by pressing the Enter key. It may be the title of a report, part of a list, a blank line between two paragraphs, a series of texts or sentences that have the same idea. You can format a paragraph by using one of the following: 1. Choose the paragraph to format, then format it as you wish. 2. Place the cursor at the beginning of a paragraph or format, then type the paragraph that you want. By doing this, all paragraphs starting from the cursor will follow the format that you choose until you make some changes or move the cursor to other parts of the document. Function To cancel the last cancellation
1. Setting a Paragraph and Spacing To set a paragraph and space in a document, do the following: a. Click the menu Format and click Paragraph b. Click Indents and Spacing
Figure 4.30 Paragraph Setting

Notes: a. Alignment, to set the text alignment. in 4 types i.e. 1) Left 2) Centered 3) Right 4) Justified : text/script is left-aligned : text/script is center-aligned : text/script is right-aligned : text/script is aligned in both on the left and right
b. Left, to determine paragraph indentation from the left margin c. Right, to determine paragraph indentation from the right margin
d. Before, to set spacing before current line (text) e. f. After, to set spacing after current line (text) Line Spacing, to determine spacing from text. 1) Single 2) 1.5 lines 3) Double 4) At least 5) Exactly 6) Multiple : setting one space : setting one and a half space : setting two spaces : setting minimum space : setting definite space : setting space twice than before
g. Special, to set paragraph type, whether indented on the first line or hanging; spacing is determined in the option by located to the right of the option
2. Breaking and Joining Paragraphs a.Breaking a paragraph Place the insertion point in sentences to break, then press Enter. b.Joining paragraphs It can be done by deleting the symbol enter ( ) at the end of a paragraph. To show the symbol in a document, click the icon in the standar toolbar. Table 4.29 The icon Show/hide Icon Name of Show/hide c. Setting Indentation You can indent a paragraph to left margin, right margin or both, either indentation of the first line, or hanging indentation. The steps are as follow:
Function To show or hide paragraph sign
1) Choose and place the cursor in a paragraph to indent. 2) Click the menu Format, then choose and click Paragraph. 3) In the Paragraph dialog box, click Indents and Spacing. 4) In indentation box, set the indentation that is wanted: a) Left, sets indentation space from left margin b) Right, sets indentation space from right margin c) Special, determines special indentation with the space as it is in box By. (1) (none), no special indentation (2) First line, left indentation is for the first line only. 5) Hanging, set hanging indentation, in which all lines except the first line are indented 6) See indentation sample in Preview 7) Click OK or Enter to end it Left Indentation First Line Indentation Hanging Indentation Right Indentation
Left margin
Right margin
Figure 4.31 Indentation Setting
Table 4.30 The icons Increase Indent and Decrease Indent Icon Name Increase Indent Decrease Indent F. Inserting Objects 1. Inserting Word Art Word Art is a facility which is provided by Microsoft Word to create good looking and artistic writing. The steps are: a. Choose one of the things below:
Function To increase the indentation To decrease the indentation
Click Insert, Figure, then Word Art in the standard toolbar Or click the icon (Word Art) in the drawing toolbar,
Figure 4.32 WordArt Setting b. Choose Word Art model that you like c. Type a text in Word Art d. Click OK
Figure 4.33 Editing WordArt Text 2. Inserting Clipt Art a. Inserting Clipt Art in a document 1) First, open a document to insert a picture from Clipt art 2) Set the position of the picture, e.g. in the middle of a document. 3) Choose and click Insert, Figure, Clipt Art and wait until a dialog box is active.
Page 39 of 56
Figure 4.34 Clip Art dialog box 4) In Search for, type a name to search, e.g. Religion, then click the icon Go or enter. 5) After the pictures are shown, click a picture that you want. 6) Click Insert or drag it, so Ms. Word will place the clipt art in the document. 7) Then click the icon b. Changing Picture Size (Close)
See the explanation below.
Figure 4.35 Changing picture size 1) Click the picture to set, then a picture with borders and drag points is shown. 2) Move the mouse pointer in drag points, click the left button, and drag as you wish.
a) Use angular point to change the figure size in the same shape b) Use horizontal point to maximize or minimize the picture to the right and to the left c) Use vertical point to make figure longer or shorter to top or bottom. c. Moving a Picture A picture in a document is sometimes difficult to format. It is because it is bound to the original position. So if you want to place it as you wish, you have to set it first. To do this, do the following: 1) Choose and click View, Toolbar, Picture 2) Click Text Wrapping and choose Square 3) Then place the picture as you wish by dragging it
d. Determining distance between picture and text A picture in a text/document has its own characteristics concerning distance and size. So, in order that the document has a proportional layout in relation to text and pictures, you have to set it first. The steps are as the following: 1) Choose and click first the picture to set 2) Choose and click Format, Picture
Figure 4.36 Layout Dialog Box 3) Click on the tab Layout 4) Choose and click Advanced
5) Choose Text Wrapping 6) Click Square and Both slide 7) Set and click the arrow on Top, Bottom, Left and Right 8) Finally click OK e. Decorating a picture with frame and background To decorate a picture, you can add borders and colors. The steps are: 1) 2) Choose and click first the picture to format Choose and click Format, Picture
Figure 4.37 Colors and lines Dialog Box a) Click the tab Color and Lines b) In Fill, choose a color that you like c) In Line, choose line color d) Choose the thicknessof the line is in Dashed e) Finally click OK
J. Formatting a Page Formatting a page depends on print out result. The steps are: 1. Click the menu File, then choose and click Page Setup. 2. Wait untill Page Setup dialog box appears
Page 42 of 56
Figure 4.38 Page Setup Dialog Box

1. Margins a. Margin, to set the margin of a page. To determine the size, click the symbol 1) Top, to set the top margin of a document from the paper top edge. 2) Bottom, to set the bottom margin of a document from the paper bottom edge. 3) Left, to set the left margin of a document from the paper left edge. 4) Right, to set the right margin of a document from the paper right edge. 5) Gutter, to give specific distance on the left or top for bindery. 6) Gutter position, to provide two alternative positions, i.e. left or top position b. Orientation, to determine page orientation. 1) Portrait, for vertical page orientation. 2) Landscape, for horizontal page orientation. c. Mirror Margin, to set the margin so it can be printed like a book. d. Apply to, to determine where the format is applied in a document. There are some options: 1) Whole document, the margin is set for the whole document 2) This point forward, the margin is set from the active page (i.e. in insertion point position) up to the last page. .
2. Paper
Page 43 of 56
Figure 4.39 Paper Setup Paper Size, is used to set paper size. The default size is letter. To choose other sizes, click a. . Width, for paper width size
b. Height, for paper height size
Note: The format is seen in Preview. When you have finished formatting the document, click OK to close the dialog box.
K. Printing a Document 1. Print Preview To make sure that a document is neatly organized, it is better if you view the result first in Print Preview. It is to check if there is any mistake in typing. The steps are below: a. Choose and click File b. Click Print Preview c. Print Preview is displayed as in Figure 4.40.
Page 44 of 56
Figure 4.40 Print Preview
Besides, you can use the icon in the standard toolbar:
Table 4.31 The icon Print Preview Icon Name Print Preview Function To view a document before printed
2. Printing a Document Before printing, make sure the printer is plugged and installed to your computer. The steps are: a. Click the menu file b. Then choose and click Print
Page 45 of 56
Figure 4.41 Print Dialog Box 1) Name, to choose active printer type, click and choose the printer type.
2) Page range provides three printing alternatives: a) ALL, i.e. printing the whole document. b) Current page, i.e. printing an active page, which depends on the cursor position. c) Pages, i.e. printing the pages that you want. For example 1,3,5-12 (meaning to print page 1, 3, and page 5 up to page 12). 3) Print what, fill document if you want to print a document. 4) Prints provides three printing alternatives, odd, even, or all pages. 5) Copies is used to determine the total copy of printed documents. If you want to print 5 copies, fill in it with number 5. 6) The option properties can be used to choose paper type, printing quality, and so forth. c. Click OK or Enter to print. You can also use the icon (Print) in the standard toolbar.
Table 4.32 The icon Print Icon Name of Print Function To print a document
Page 46 of 56
Reflection
Put a tick () in the column provided if you understand or you agree with the statements provided in the previous column. Understand Word Processor Menu bar Toolbar Statements The material gives skill and knowledge. The material increases confidence. The material can give the opportunity to have a bussiness, e.g. typing service. The material can strengthen cooperation among friends. The material in the chapter is presented orderly. The material in the chapter can broaden students knowledge to write various information.
Menu
Icon
Menu Bar
Standard Toolbar Formatting Toolbar Drawing Toolbar
Summary
1. Microsoft Word or Ms Word is word processing software which can be used to present information. Besides Ms Word, there are other word processing software like AmiPro, Word Perfect, WordStar, and so on. 2. Menu in software is the facilities or group of commands in an application program. For example, Ms Word contains 9 main menus i.e File, Edit, View, Insert, Format, Tools, Table, Window, and Help. 3. Each menu in software has submenu and each submenu has its own function. 4. Icon is a command shown in a figure or symbol which represents specific operation in order to be easily remembered by users. In other words, icon is a shortcut to do a command.
5. Menu and icon can be activated in two ways by clicking a mouse and pressing keys on a keyboard.
Evaluation
A. Multiple-choice Questions Instruction: Choose the correct answers. 1. The Extention of Microsoft Word is . a. MDL b. XLS c. DOC d. PPT
2. The menu to control the active window is a. title bar b. status bar c. menu bar d. icon control menu
3. Shortcuts such as the icons New, Open, Save, Print and so on are located in the . toolbar. a. Standard b. Drawing c. Formatting d. Toolbar
4. The icon of Microsoft Word is . a. b. c. d.
5. The following are the products of Microsoft Word, except . a. a newspaper b. a web page c. a letter d. a database
6. Here are examples of menu bar, except . a. Front b. File c. Format d. Edit
7. The icon which is used to open a new document is a. b. c. d.
8. The button which is used to format the screen size to become one full
screen is . a. Minimize b. Maximize c. Restore d. Close
9. The icon below that is used to save a document is . a. b. c. d.
10. The steps below are to close or end Microsoft Word, except. a. File Exit b. Button close (X) c. Alt + F4 d. Alt + Delete
11. The first step to run application program through the start button is clicking: a. Menu File b. Icon on a desktop c. Start d. Shortcut
12. The paragraph command is in the menu: a. Insert b. Format c. Tools d. Table
13. The column command is in the menu: a. Insert b. Format c. Tools d. Table
14. If in the Insert Table dialog box we fill in 8 in the Number of columns and 5 in the Number of rows, the table will contain: a. 3 rows, 8 columns b. 5 rows, 8 columns 15. Split Cells is used to: a. divide cells into few lines or rows b. divide cells into few lines c. divide table into few cells d. divide cells into some sub table c. 8 rows, 5 columns d. 8 rows, 8 columns
B. Essay-type Questions 1. 2. What are the functions of the application program of Microsoft Word? What are the uses of the application program of Microsoft Word in
Page 49 of 56
your school administration ? 3. 4. 5. 6. 7. 8. What is a menu? What is an icon? What is Menu Bar? Explain it. What does Standard Toolbar consist of? Explain it. What is Formatting Toolbar? Explain it. Mention the steps to activate the application program of Microsoft Word using the start button in the taskbar. 9. Mention the differeneces between activating an application program using the start button in the taskbar and using icon of a program on the desktop. C. PERFORMANCE TEST Practice again: 1. Running Ms Word 2. Making folder and sub-folder 3. Copying file from My Document to Flashdisk, then from Flashdisk to My Document 4. Sending a file from a Drive to another drive using Send To 5. Collecting some files in the same category or information to a folder 6. Tracing a folder or subfolder that you have just made using Windows Explorer 7. Writing a formal letter using Ms Word.
Page 50 of 56

Chapter 4 The Use of Word

Transféré par

Informations du document

Description originale:

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Chapter 4 The Use of Word

Transféré par

Droits d'auteur :

Formats disponibles

Chapter 4 THE USE OF WORDPROCESSING SOFTWARE TO PRESENT INFORMATION

Identification of Menu and Icons

menu standard toolbar

formatting toolbar drawing toolbar

Running Microsoft Word:

1. Title Bar 2. Icon Control 3. Menu Bar

4. Standard Toolbar 5. Formatting Toolbar

6. Ruler Lines 7. Drawing Toolbar 8. View Layout Toolbar 9. Status Bar

10. Vertical Scroll Bar

Figure 4.3 Menu Bar

Figure 4.5 The icon Save

Figure 4.7 Sub menu in Drawing Toolbar

Microsoft Word. Write the results in a table.

Menu and Icon

Function To exit from Microsoft Word

Menu and Icon

Menu and Icon

Menu and Icon

Menu and Icon

Menu and Icon

Menu and Icon

Figure 4.8 Sub menu in Standard Toolbar

commands as presented in Figure 4.8.

Table 4.17 Functions of Ctrl key

in the standard toolbar.

Be careful with cables and 220 volt connector.

Below are the steps to open a document/saved file:

Besides, you can use other alternatives i.e:

a. Click the icon

in the standard toolbar

Figure 4.18 Saving a document

a. Click menu File

Figure 4.19 Save Dialog Box

Ctrl + E Ctrl + R Ctrl + J

Center Align Right Justify

To center align a text To right align a text To justify a text

5. Changing Font Type and Style

Figure 4.26 How to format font size

Figure 4.27 Font Dialog Box

Figure 4.28 Using Bold and Italic

G. Editin g a Text If make you a

the following requirements:

mistake in typing, you can

edit it in some ways:

Icon Copy Paste Or by: a.

Function To copy a text to an outside area To take/attach the copy result

Blocking the text to copy

Or by: a. Blocking the text to copy

b. Pressing Ctrl+C c. Moving the cursor/insertion point to the destination area

Or the following steps: a. Block the text to move

Or: a. Block the text to move

b. Press Ctrl+X c. Move the cursor/insertion point to the destination area

The steps to cancel a command: a. Click the menu Edit

To repeat a command, do the following: a. Click the menu Edit

Or: Click the icon (Redo) in the standard toolbar

Figure 4.30 Paragraph Setting

Function To show or hide paragraph sign

Figure 4.31 Indentation Setting

Function To increase the indentation To decrease the indentation

See the explanation below.

Figure 4.38 Page Setup Dialog Box

b. Height, for paper height size