Labsheet 4 Msword_formatting Tables_footer Etc

Kingdom of Saudi Arabia Royal Commission at Yanbu University College – Yanbu Department of ACS & AIT Yanbu Al-Sinaiyah

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Preparatory Computers I (CS-001) HANDOUT 5 / LAB SHEET 5 & 6 (Combined)

INTRODUCTION TO MS WORD [Creating a Basic Documents, Formatting it Effectively and Structuring it with Tables]

OBJECTIVE The objective of this lab is to introduce the students to the use of Microsoft Word.

LEARNING OUTCOMES Upon completion of this laboratory exercise, the student will learn how to: • Start and close MS Word • Text formatting using bold, italic, underline, font color, font size etc • Use Office Assistant • Use Margins • Use Headers/Footers • Structure documents with Tables

MATERIAL REQUIRED a. b.

PC With MS Office 2003 XP Installed Lab Sheet 8 and 9 (Combined)

FOR MORE INFORMATION [1] Timothy J. and Linda I. O’Leary, “Computing Essentials”, McGraw-Hill/Irwin New York, 2004. [2] Shelly C. V. “Office 2003, Introductory Concepts and Techniques”, US, 2003. [3] Laurie A. U. “How to Do Everything with Microsoft Office 2003”, McGraw-Hill/Osborne California, USA, 2003.

_____________________________________________________________________________________________ Prepared By: Abubakar Adam and updated by Khurram Tanvir Page 1 of 13

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CREATING A BASIC DOCUMENTS

MS Word is a powerful application package that can be used to create documents professionally. 5.1 Starting MS Word To start MS Word, you can do any of the following: 1. Double the MS Word Icon on the desktop (if it is there on the desktop) 2. Start
All Programs
MS Office
MS Office Word 2003 as shown in Figure 1.

Figure 1: Starting MS Word

5.2

Parts of MS Word

When you open the MS Word application, you are faced with a blank white space, awaiting your text. This white area (also known as the document window) is surrounded by tools. You’ll find toolbars, menus, a task pane, a status bar, and lots of tools and features to empower you as you write your letter, memo, report - whatever it is you’re creating. As shown in Figure 2.

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Title Bar Insertion Point

Vertical scroll bar

Toolbar

Menu Bar Document Window

Drawing toolbar

Horizontal scroll bar

Figure 2: MS Word Screen Description

5.3

Page Margins

Page margins are the blank spaces around the edges of the page. In general, you insert text and graphics in the printable area inside the margins. However, you can position some items in the margins— for example, headers, footers, and page numbers. Microsoft Word offers several page margin options. You can: •

Use the default page margins or specify your own.

Note: Default margins are set at 1 inch from the top and bottom, and 1.25 inches from the left and right sides of the paper. To change the page margins, 1. On the File menu, click Page Setup, and then click the Margins tab. 2. Under Margins, select the options you want. The Page Setup dialog box is shown in Figure 3.

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Figure 3: Page Setup dialog box

5.4

Starting a New Document

When you start MS Word, a blank document opens automatically. If you need to start a new, blank document again after opening Word, you can do so using any of these methods: • • •

Choose New from the File menu Click on the New Blank Document icon or Click the Blank Document link in the New section of the task pane.

2

EFFECTIVE DOCUMENT FORMATTING

5.1

Changing the Appearance of a Text

Text formatting is rather limited. You can change the font (or typeface) of text, the size of it, and the color of it. You can make it thicker (bold), you can make it italic, and you can underline it. The formatting of characters is limited to what you can change about the way individual letters and numbers look. The most important thing to remember before making any changes to the appearance of text is that you need to have the text in place and selected (highlighted) before applying any formatting. If you don’t have text selected, Word assumes you want the format(s) to apply to the next thing you type at the cursor.

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Bold

Italic

Align left

Align right

Numbering

Bullets

Centre Justify

Formatting toolbar

Standard toolbar

Figure 4: Formatting toolbar and standard toolbar

5.2 Handling Text Insertion Point Is the point where the typed characters appear. Copy and paste Can be used to duplicate text, image etc To copy a text: • Select the text • Edit
Copy or ctrl + c To past the copied text: • Place the insertion point where you want the text to appear • Edit
Paste or ctrl + v 5.3

Text Alignment

The text alignment can be adjusted using the Formatting Toolbar as shown below.

Figure 5: The alignment buttons on the formatting toolbar

5.4 Bullets and Numbers Microsoft Word can automatically create bulleted and numbered lists as you type, or you can quickly add bullets or numbers to existing lines of text. To create bulleted and numbered lists as you type: 1. Type 1. to start a numbered list or * (asterisk) to start a bulleted list, and then press SPACEBAR or TAB. 2. Type any text you want. CS_001_Labsheet 5 & 6 (week 6 & 8)

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3. Press ENTER to add the next list item. Word automatically inserts the next number or bullet. 4. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the list. Note: if bullets and numbers do not automatically appear, click AutoCorrect Options on the Tools menu, and then click the AutoFormat As You Type tab. Select the Automatic bulleted lists or Automatic numbered lists check box. To add bullets or numbering to existing text: 1. Select the items you want to add bullets or numbering to. 2. On the Formatting toolbar, click the Bullets or Numbering buttons. 5.5

Headers and Footers

Headers and footers are areas in the top and bottom margins of each page in a document. These areas are clearly shown in Figure 6.

Header

Footer

Figure 6: Headers and Footers

To use Header or Footer: • • • • •

3

On the View menu, click Header and Footer To create a header, enter text or graphics in the header area. To create a footer, click the Switch Between Header and Footer icon and then enter text. If necessary, format text by using buttons on the Formatting toolbar. When you finish, click Close on the Header and Footer toolbar.

STRUCTURING DOCUMENTS WITH TABLES

A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are often used to organize and present information. For example a table with five rows and four columns is shown in Figure 7.

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A table with five rows and four columns

Figure 7: A table with five rows and four columns

It's helpful to know what the various parts of a table are called. The parts of tables are shown in Figure 8.

Figure 8: Parts of tables

To insert a table using the Standard Toolbar: • Click where you want to insert the table. • Click Insert Table icon on the Standard toolbar. • Drag to select the number of rows and columns you want.

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Insert Table Icon

Figure 9: Inserting a table (using Standard Toolbar)

To insert a table using the Menu: • • • • • •

Click where you want to create a table. On the Table menu, point to Insert, and then click Table. Under Table size, select the number of columns and rows. Under AutoFit behavior, choose options to adjust table size. To use a built-in table format, click AutoFormat. Select the options you want.

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Figure 10: Inserting a table (using the Menu)

4

Using Office Assistant

Microsoft Word in Office XP has an Office Assistant that can answer your questions and give tips to help you improve your productivity. Type your question here and then click Search

Working with Office Assistant questions Asking a specific question Click anywhere in the Office Assistant image box to display the Office Assistant dialog box. Type new document into the dialog box. Click Search. Click Create a new document, and read the Help topic that appears. Close the Help window.

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5

LAB EXERCISES

5.1

EXERCISE 1

Using MS Word, create a table similar to the one shown below: Type Assignment (Homeworks) Quiz Midterm Exam Final Exam Total 5.2

Weight 15 % 15 % 30 % 40 % 100 %

EXERCISE 2

Formatting characters: • Start Microsoft word. • Type the sentence: Computer: “In 1950’s computer was a big machine almost the size of a big room and it used to do very small tasks. Its speed was very slow. Slowly the computer technology improved giving fast speed to the computer and size of the computer reduced.” • • • • •

Select the word “computer”. Click the bold button. Click the align center button. Select the font size “ 16 ”. Select the Font style “Arial”. Select the complete paragraph with mouse. Click the left align button, and see the difference in the formatting. Click the Justify button, and see the difference in the formatting.

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• • 5.3

Click the right align button, and see the difference in the formatting. Select the Word “big room” in the paragraph and click the Italics button. EXERCISE 3

Write the following: Image scanner: When you put some picture in the scanner, the scanner reads the picture, stores it and converts it into data, which computer can understand. That image can be seen on the computer screen and can be saved on disk. 1. 2. 3. 4.

5.4

Select the line “ The scanner …………..can understand ”, press the Numbering button. Select the line “ The image …………..saved on the disk ”, press the Numbering button. Select both line together and press the Bullet button. Put the insertion point on the second line and press the increase indent button two times, see what happens.

EXERCISE 4

Copy and Paste Exercise Write the following paragraph in a new page: “As soon as you type a word that Word XP thinks may be a misspelling, a red wavy line appears below the word. If you right-click the word, a list of possible corrections appears, and you can make a correction”

1. Select the complete paragraph as shown in the figure. (To select the paragraph, press the left mouse button, and select the area while pressing the button). 2. Press the copy button on the toolbar. 3. Now move the curser at the end of the paragraph and press Paste. 4. Again select the sentence “As soon as you type a word that Word XP thinks may be a misspelling, a red wavy line appears below the word.” 5. Press Cut button on the toolbar. 6. Now move the curser to the end of the document and press Paste button.

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Note: • Click file and select the option save as, do the following → Save in: C:\CS001 →Double click your ID # folder to open it. →File name: Your name → Press Save

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LAB ASSIGNMENT 1(Word XP) (10 Marks) Create a folder of your ID # in drive D:\CS001 by clicking the right mouse button and selecting New and then Folder option. Open Microsoft Word program. Select the Font

type: Arial, and Style: Normal

Personal Biodata Name: ___________________ (Bold, Font size 16, align center, underlined) Student ID: _________________ (Bold, Italics, Font size 14, align center, underlined) Section number: ______________ (Bold, Italics, Font size 14, align center, underlined)

Myself (Bold, underlined, font size 18)

(The complete paragraph: font size: 12, Justify, not bold) My name is (bold, underlined) __. I was born in (bold, underlined) __(bold, underlined)___ school. I like to play __(bold, underlined)__

.I studied in

“School name” (Bold, center aligned, font size 14, Font color: Blue) “Game I play” (Bold, center aligned, font size 14, Font Color: Green) Few of the cars I like are (Use the numbering button to put the numbers) 1. __________ 2. __________ 3. __________ 4. __________ Few of my Friends are (Use the bullets button to put the bullets) • ___________ • ___________ • ___________ • ___________ I can put special characters in word such as α, β, φ, η, _____, _____ and ______. Write three more specials characters here CS_001_Labsheet 5 & 6 (week 6 & 8)

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