Demonstration on Printing and Managing Documents
Session 11: Demonstration on Printing and Managing Documents
Total Session time: 60 minutes + 120 minutes Practical
Prerequisites
None
Learning Tasks
By the end of this session, students are expected to be able to:
Print Envelopes
Print Labels
Use Track Changes Tool
Accept and Reject Changes
Insert Comments
View and Edit Comments
Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer, LCD and Printer
Handout 11.1: Envelope Labels
SESSION OVERVIEW
Step
Time
Activity/
Method
Content
1
05 minutes
Presentation
Presentation of Session Title and Learning Tasks
2
30 minutes
Presentation, Exercise
Print Envelopes
3
25 minutes
Presentation, Exercise
Print Labels
4
20 minutes
Presentation, Exercise
Track Changes Tool
5
30 minutes
Presentation, Exercise
Accept and Reject Changes
6
30 minutes
Presentation, Exercise
Insert Comments
7
20 minutes
Presentation, Exercise
View and Edit Comments
8
10 minutes
Presentation
Key Points
9
10 minutes
Presentation
Evaluation
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Tasks (5 minutes)
READ or ASK students to read the learning objectives and clarify.
ASK students if they have any questions before continuing
Step 2: Printing Envelopes (30 minutes)
To Address and Print Envelopes
Select Tools from the main menu.
Select Letters and Mailings Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear.
Enter the Delivery Address. This will appear automatically if you are working with a letter at the same time.
Enter the Return Address.
Click Options to set the envelope and printing options. The Envelope Options dialog box will appear.
Figure 1: Envelopes
Source: Print Screen From Ms Word
Click the Envelope Options tab.
Make any changes to the envelope size or font.
Figure 2:Envelope Options
Source: Print Screen From Ms Word 2003
Click the Printing Options tab.
Choose the correct feed method for your printer.
Click OK.
Click Add to Document if you are working with a letter. This will display a version of the completed envelope.
OR
Click Print to just print the envelope.
Activity: Group Activity Envelopes and Labels (10 minutes)
Handout 11.1: Envelopes and Labels to complete this Challenge.
Open the Envelopes and Labels document.
Create a size 10 envelope with a delivery address and a return address.
Close the document.
Step 3: Printing Labels (25 minutes)
Word allows you to print a single mailing label or a full sheet of mailing labels.
To Print Mailing Labels
Select Tools from the main menu
Select Letters and Mailings Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear
Select the Labels tab
Enter the address in the Address: field
Select Full Page of same label or Single label
Figure 3: Labels
Source: Print Screen From Ms Word 2003
Click Options. The Labels Options dialog box will appear.
Select the product number for the labels you are using
Select the printing tray
Click OK
Click New Document to view the labels in a new document.
OR
Click Print to just print the labels
Activity: Group Activity Complete Below Bullet (10 minutes)
ASK student to refer Envelopes and Labels from
Handout 11.1: Envelopes and Labels to complete this Challenge.
Open the Envelopes and Labels document.
Create a full page of address labels for ABC Construction.
Close the document.
Step 4: Tracking Changes (20 minutes)
The Track Changes feature of Word allows multiple people to work on a document, and for suggested changes to be tracked
To Track Changes to a Document
Select Tools Track Changes from the main menu. The Track Changes feature will be active
Change the document formatting or edit the text. Notice how the changes are documented on the screen
Figure 4: Red Word Represent Tracking Changes
Source: Goodwill Community Foundation 2002.
Activity: Group Activity Track Changes (10 minutes)
Refer students to Handout 11.2 Cover Letter
Open the Cover Letter document.
Turn on the Track Changes feature.
Insert a new paragraph.
Delete a sentence.
Save and close the document
Step 5: Accepting and Rejecting Changes (30 minutes)
When you receive a Word document that has been edited using the Track Changes feature, you will need to decide whether you want to accept or reject each of the changes.
To Accept or Reject Changes
Select View from the main menu
Select Toolbars Reviewing. The Reviewing Toolbar will appear
Figure 4: Reviewing Toolbar
Source: Goodwill Community Foundation 2002.
Position your cursor next to the first proposed change
Click the Accept Change or Reject Change button
Use the Next and Previous buttons to navigate through each proposed change. Choose to accept or reject each change
Activity: Group Activity Use Reviewing Toolbar to Do Below Bullets (10 minutes)
Use the Next and Previous buttons to review the changes.
Use the Accept Changes button to accept several proposed changes.
Use the Reject Change button to reject several proposed changes.
Save and close the document.
Step 6: Inserting Comments (30 minutes)
Microsoft Word provides several tools for document collaboration. One of these features allows you to insert comments into a document and provide suggestions to the document's author without changing the original text.
To Insert a Comment
Position your cursor next to the word where you would like to insert a comment
Select InsertComment from the main menu. The Reviewing toolbar will appear at the top of the page and a comment balloon will appear in the margin
Type your comment in the balloon
Click outside the balloon
Activity: Group Activity (10 minutes)
Open any Word document on your computer.
Insert at least three comments.
Save and close the document
Step 7: Viewing and Editing Comments (20 minutes)
Word provides you with several document collaboration tools. One of these tools allows a person to insert comments into a document, and a different person to view and edit those comments.
To View and Edit Comments
Select View Markup from the main menu
View the comments in each comment balloon and decide whether to modify the document based on the comment. Right-click each comment balloon after reviewing the comment
Select Delete Comment
Click the Next Tool on the Reviewing Toolbar to move to the next comment in the document
Activity: Group Activity (10 minutes)
Open any word document on your computer.
Insert at least three comments.
Save and close the document.
Open the same document.
View each comment balloon.
Edit the document, as necessary.
Delete all the comments in the document.
Step 8: Key Points (10 minutes)
To address and print envelopes: Select Tools from the main men, then Select Letters and Mailings Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear
The Track Changes feature of Word allows multiple people to work on a document, and for suggested changes to be tracked. To Track Changes to a Document: Select Tools Track Changes from the main menu. The Track Changes feature will be active
To Accept or Reject Changes: Select View from the main menu. Select Toolbars Reviewing. The Reviewing Toolbar will appear. Position your cursor next to the first proposed change. Click the Accept Change or Reject Change button
To Insert a Comment: Position your cursor next to the word where you would like to insert a comment. Select InsertComment from the main menu
Step 9: Evaluation (10 minutes)
What are steps involved to print envelopes?
What are the steps involved for making track changes in a word document?
What are steps involved to accept and reject changes in the word document?
Reference
Ventage Press.
Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.
Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to
Computers for Healthcare Professionals.
Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.
Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
State University: Boston Burr Ridge.
Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/
Handout 11.1: Envelope Labels
ABC CONSTRUCTION
1511 Main Street
Sanford, SC 37222
(999) 333-2222
January 9, 2007
Jones Distributing Company
Chelsey Drive
Carrington, GA 40211
Dear Mr. Jones:
Thank you for your interest in using ABC Construction as your Consultant on the construction of your new facility. We’d be pleased to meet with you to discuss the details of this exciting endeavor.
Sincerely,
Handout 11.2: Envelope Labels
Date
Your name
Your address
Your address
Your telephone number
Health Insurance Corporation, Inc.
Director of Sales
123 Page Street
Raleigh, NC 12345
Dear Mr. Smith:
I am interested in the administrative assistant position with Health Insurance Corporation, Inc. (job #3456) that was advertised through www.trianglejobs.com. I am familiar with your company because I am one of the 2.5 million North Carolinians you insure. As a group member, I am impressed by the flexibility of your health care plans and commitment to helping people learn how to make their health a priority. Because Health Insurance Corporation was recently named the largest stand-alone HMO plan in the state, I understand that your need for capable assistants is growing. Please take a moment to review some of my strengths that qualify me for the position:
I would like to meet with you to further explore the contribution I could make at Health Insurance Corporation, Inc. I will call you in 10 days to confirm that you've received this package, answer any questions, and see if we can arrange a meeting or phone interview. I invite you to call me at 213-555-1212 if you need more information. Thank you for your consideration.
Sincerely,
Your Name (Your signature)
Your Name (Typed)
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