Demonstration on Getting Started with Microsoft Word
Session 6: Demonstration on Getting Started with Microsoft Word
Total Session Time: 60 minutes + 120 minutes Practical
Prerequisites
Session 5
Learning Tasks
By the end of this session, students are expected to be able to:
Define Microsoft Word Program
Identify Parts of the Word Window
Practice Saving Document
Practice Use Backspace/Delete and Undo/ Repeat Functions
Practice Cut, Copy, Paste, Drag and Drop
Practice Use of Autocorrect, Find and Replace
Practice Use of Spell Check and Grammar Check
Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD
Handout 6.1
SESSION OVERVIEW
Step
Time
Activity/Method
Content
1
05 minutes
Presentation
Presentation of Session Title and Learnig Tasks
2
10 minutes
Presentation
Brainstorming
Definition of Microsoft Word
3
40 minutes
Presentation
Basic of the Microsoft Word Window
4
40 minutes
Presentation
Exercise
Saving a File
5
40 minutes
Presentation
Exercise
Cut, Copy, Paste, Drag and Drop
6
35 minutes
Presentation
Exercise
AutoCorrect and Spell Grammar Check
7
05 minutes
Presentation
Key Points
8
05 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: Definition of Microsoft Word (10 minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What is Microsoft word program?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
Microsoft word is the word processing software in the Microsoft Office Suite
It allows you to create a variety of professional-looking documents such as letters, flyers
and more
Step 3: Basics of the Word Window (40 minutes)
Word is the word processing software in the Microsoft Office Suite
It allows you to create a variety of professional-looking documents such as letters, flyers, and more
The Basics of the Word Window
Shown below is the Microsoft Word default window
When Word is launched, a new blank document, or default window, opens in Print Layout view
Although window elements are fully explained in our Windows course, here is a brief explanation of the Word window
Title Bar: displays the document name followed by a program name
Menu Bar: contains a list of options to manage and customize documents
Standard Toolbar: contains shortcut buttons for the most popular commands
Formatting Toolbar contains buttons used for formatting
Ruler: used to set margins, indents, and tabs
Insertions point the location where the next character appears
End-of-document Marker indicates the end of the document
Help provides quick access to Help topics
Scroll bars used to view parts of the document
Status Bar Displays position of the insertion point and working mode buttons
Task Pane provides easy access to commonly used menus, buttons and tools.
View Buttons Changes the layout view of the document to Normal View, Web Layout View, Reading Layout View, Print Layout View, or Outline View
Office Assistant Links to the Microsoft Office Help feature
Figure 1: Basic Component of Window
Source: Goodwill Community Foundation 2002.
Change in View
In an effort to provide various ways in which to view your work in progress and remain organized, Word 2003 offers six different views for your document.
The six views are Normal View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full Screen View.
Normal view is best used for typing, editing, formatting and proofreading. It provides a maximum amount of space without rulers or page numbers cluttering your view
Web Layout view shows you what your text will look like on a web page
Reading Layout view is best for documents that you do not need to edit. The goal of this view is to increase legibility so that the user can read the document easily
Print Layout view shows you what your document will look like when it is printed Under Print Layout view you can see all elements of the page. Print Preview shows you this as well
Outline view is used to create and edit outlines. Outline view only shows the headings in a document. This view is particularly handy when making notes
Full Screen view displays ONLY the document that you are working on. All the other pieces of the Word window are removed except for one button that allows you to Close View Screen
Changing Your Document View
Click View on the menu bar.
Select the view of your choice. OR
Click one of the five buttons at the bottom left of your Word window (View Full Screen is not available in this location).
Figure 2: View Button
Source: Goodwill Community Foundation 2002
Step 4: Saving New File (40 minutes)
When Saving a File for the First Time
Click File on the Menu Bar.
Select Save – Ctrl+S.
Figure 3: Save command
Source: Goodwill Community Foundation 2002
Using the Standard Toolbar to Save
Choose the Save button on the Standard Toolbar.
Save as Dialog Box
After selecting Save from the Menu Bar or the Standard Toolbar, the Save As Dialog Box appears.
Figure 4: Save As Dialog Box
Source: Goodwill Community Foundation 2002
To Specify a File Location
Open the Save In: drop down list box.
Choose 31/2 floppy (A 🙂 if saving to a floppy disk.
Choose (C 🙂 if saving to your hard disk.
Name your file in the File name: box.
Click Save.
If you do not choose a file name, Microsoft Word will assign a file name for you. It assigns the first line of text in you document, unless you give it a different name when prompted in the File name box.
If you do not specify a file location, Office uses the My Documents folder as the default location. So, if you can't find a file, check My Documents.
After Naming and Saving a File Once
Click the Save button on the Standard toolbar or
Go to the File menu and choose Save.
You will not get a Save As dialog box again.
Saving a File under a New Name
If you wish to create an exact copy of an original document for editing or revising purposes, you should perform a Save As on the file and save it under a new name. This will guarantee that you always have a saved, original copy
Follow these steps to perform a Save As
Click File from the menu bar.
Select Save As. The Save As Dialog Box appears.
Type a new name for your file in the File name: box
Click Save.
Choose Save As to rename a document. Be careful not to overwrite your original file.
Backspace and Delete
Use the backspace and delete keys (on your keyboard) to erase text in your document
The backspace key erases the text to the left of the insertion point one character at a time.
The delete key (located under the Insert key) erases the text to the right of the insertion point.
Using Undo – Ctrl + Z
Have you made a mistake in your document and needed to go back and make changes, but you thought it was too late? Good news! Word offers a feature that helps prevent this from happening.The Undo command lets you "undo" or delete the last change made to your document
As you can imagine, this is a very useful feature
If you make a change or mistake that you do not want or did not mean to do, you can simply "undo" your action
Word remembers up to 300 actions in a document and allows you to undo any or all of them as long as you haven't closed the document first
To Use Undo
Click Edit on the menu bar.
Select Undo – this command will change names depending on the action you just took. If you accidentally deleted a sentence, it says Undo Clear
Press Ctrl + Z on your keyboard for a shortcut to Undo OR
Undo all your recent actions by repeatedly clicking the Undo button located on the Standard toolbar
Figure 5: Undo Button
Source: Goodwill Community Foundation 2002
Notice the small list arrow next to the Undo button. When you click on it, you see a list of all the separate actions you have performed on the document you are working on. You can select as many actions as you want to undo.
Activity: Personal Letter
Use a computer and a Word document to complete activities 1 through 4 listed below:
Refer students to Handout 6.1: Personal Letter
After opening the document
Change the view to Normal View.
Type today's date at the beginning of the document and type the letter content on the handout.
Save the document by selecting File >> Save from the main menu.
Close the document.
Step 5: Cut, Copy, Paste, Drag and Drop (40 minutes)
Often in word processing, you will need to transfer information from one document to another
Instead of having to re-type or replace this information, Word allows you to move a block of text (a word, sentence, paragraph, page, document, or graphic)
Cut, Copy and Paste are extremely time-saving features
The Cut, Copy and Paste buttons are located on the Standard toolbar
Figure 7: Cut, Copy and Past
Source: Goodwill Community Foundation 2002
Cut and Paste
The Cut feature allows you to remove selected text from the document and temporarily place it on the Office Clipboard
The Clipboard is a temporary storage file in your computer's memory. Items placed on the Clipboard will remain there until you exit Word
The Paste feature allows you to get text from the Clipboard and place it in the same or even another document
Copy and Paste
The Copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard
The Clipboard is a temporary storage file in your computer's memory.
The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first copied item is deleted
The Paste feature allows you to select any of the collected items on the Clipboard place it in the same or even another document
You can Copy information from many different sources including Websites, Emails, and other Office applications like Excel and PowerPoint
Working with Blocks of Text
To Cut and Paste a Block of Text
Select the text you want to move
Click the Cut button on the Standard Toolbar.
Place the insertion point where you want the text inserted
Click the Paste button
To Copy and Paste a Block of Text
Select the text you want to move
Click the Copy button on the Standard Toolbar
Place the insertion point where you want the text inserted
Click the Paste button
Once the item has been pasted, you can determine the formatting by clicking on the Paste Options button that appears just below your pasted selection. Check or de-select any of the following options:
Keep Source Formatting – maintains the text formatting of the original document.
Match Destination Formatting – formats the pasted text to match the text formatting in the document in which it was pasted
Keep Text Only – removes any graphics that you may have copied along with the copied text
Apply Style or Formatting – allow you to choose a specific format from the Styles and Formatting menu
Drag and Drop
The drag and drop method of moving text allows you to move selected text using your mouse
This method is convenient for moving text when
Moving text from one location to another within a document
Moving text to another document
To Drag and Drop Selected Text
Drag the text you wish to move
Place the mouse pointer anywhere on the selected text without clicking
Click and hold the left mouse button until the insertion point changes into a white arrow pointing up to the left
Left click and drag the selected text to the new location
Drop using this process, the mouse pointer changes to a box with a small white arrow over it, indicating you are dragging text
When you reach the new location, release the mouse button to drop the text into place.
Once you release the mouse button a menu list will appear that offers you the following options:
Move Here
Copy Here
Link Here
Create Hyperlink Here
Cancel
(Be sure to remove the selection highlight before pressing any key, so that you do not delete your newly moved text. If you do accidentally delete, simply press the undo button).
Activity: Personal Letter
Instructions: Go back to your Personal Letter Word document to complete activities bullet one to five listed below
Open the personal letter document
Use the Drag and Drop feature to move the first sentence of the letter (“My daughter just
got…”) to the end of the final paragraph of the letter
Use the mouse to select the paragraph you wrote (3rd paragraph)
Use the Copy, Paste, and Cut features to move the 3rd paragraph so it is the second
Paragraph of the letter
Save and close the document
Step 6: Spell and Grammar Check (35 minutes)
Word can automatically review your grammar and spelling as you type.
Green wavy lines are placed underneath possible grammar mistakes and a red wavy line under possible spelling mistakes
All of Word's grammar and spelling errors may not be correct, so you can choose to ignore these error markings and keep typing, or you can correct the mistakes and/or add the corrections to Word's dictionary
Check Spelling as you Type
Word puts a red wavy line under possible spelling mistakes. If you click on the suspected misspelling, Word gives you one or more suggested corrections.
Figure 10: Spelling Check
Source: Goodwill Community Foundation 2002
To Use Spell Check as You Type
Place your I-Beam over the misspelled word and right-click
A menu list displays the following options: boldfaced suggested spellings, Ignore All, Add to Dictionary, AutoCorrect, Language, Spelling and Look Up
Select the boldfaced suggestion to replace the incorrectly spelled word in the document.
Select ignore, and Word ignores all future instances of this spelling in this document
Select Add to Dictionary, and Word adds the underlined word to the dictionary so it won't be flagged as an error in any other document you create
Select AutoCorrect to add the correct spelling to your list of words that Word automatically corrects as you type
Select Language to specify a word as part of another language, preventing Word from seeing this word as a mistake
If you select spelling, the Spelling and Grammar dialog box appears
If you select Look Up, a window opens in the Task Pane and you are given general search parameters.
This feature is helpful when dealing with words, such as proper nouns, that are not found in the dictionary
To Work on Suspected Grammatical Mistake
Place your I-beam over the grammatical mistake and right-click
A menu list displays the following options: boldfaced grammar suggestion, Ignore, Grammar, about this Sentence
Select Ignore and Word ignores the grammatical mistake it believes to exist.
Select Grammar, and the Grammar dialog box appears
Select About this Sentence and the Office Assistant will offer you reasons as to why Word believes this to be a grammatical error
Spelling and Grammar Dialog Box
To Use the Spelling and Grammar Dialog Box
Choose one of the following options, depending on what you think of Word's suggestions
Click Ignore Once to ignore this one instance of the grammatical error in your document
Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this type in the document
Click Next Sentence to take you to the next grammatical error listed in your document
Click Change to replace the error with what is in the Suggestion box
Click Explain to open the Office Assistant, which will offer you reasons for this error
To Turn off the Red or Green Wavy Line
Choose Tools Options from the menu bar, the Options dialog box appear
Click the Spelling & Grammar tab
Un-check the Check Spelling as You Type or Check Grammar as You Type so the check box so that it is empty
Click OK
Don't forget to use Spell and Grammar Check!
Activity 3: Personal Letter
Instructions: Go back to your Personal Letter Word document to complete bullet 1 to 3 listed below:
Open the personal letter document.
Use the Spelling and Grammar feature to check the document.
Save and close the document.
Congratulations! If you have completed these activities, then you have completed your first personal letter in Microsoft Word.
Step 7: Key Points (5 minutes)
Microsoft Word offers six different views for your document. The six views are Normal View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full Screen View
Save periodically when you are working in an application. Losing information can happen easily if you don’t. You can quickly save by using the quick-key combination Ctrl + S.
Instead of having to re-type or replace information, Word allows you to move a block of text (a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are extremely time-saving features
Step 8: Evaluation (5minutes)
What are the parts of the Word window?
What is the difference between “Save” and “Save As” command?
When do you use Backspace/Delete keys and Undo/Repeat functions?
What is the use of Cut, Copy, Paste, Drag and Drop functions?
References
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press
Ventage Press.
CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html
Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for
healthcare professionals (4th ed). Barb Mews: London.
Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
University: Boston Burr Ridge.
Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/
Handout 6.1: Personal Letter
Dear Tom,
My daughter just got a new digital camera and I will learn how to send you pictures soon! I just recently enrolled in an online class with GCF Global Learning® and today I am working on my first Microsoft Word assignment. They offer many online classes such as Word, Excel, PowerPoint, Access, Basic Math, Career Development, and many more. When I finish taking this class Tom I plan on taking some of the other classes that are offered.
I am very excited about the class and there are many positive things about being a distance learner. I can use the website at anytime and from any computer, we have an online instructor to help us, and the classes are free! Also, since my employer is now requiring that everyone in our office earn 5 Continuing Education Units every two years, this will help me stay up-to-date with my training.
Tom, I hope the rest of your family is doing well and that the kids are ready for summer. Once you get your email account set-up, we’ll be able to write to each other all the time.
Unataka kutumiwa notes hizi kupitia WhatsApp?Kwa notes zilizopangiliwa vizuri kwa kusoma offline au PDF, bonyeza kitufe hapa chini. Ujumbe wenye Level, Semester, Module na Topic utaandaliwa moja kwa moja.TUMIWA NOTES WHATSAPP
