Software Categories. Word Processing. Application Software. Software Restrictions. Visual Metaphors: working in familiar ways

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1 PLS 021 LECTURE 14 Word Processing Elements of text Content vs. Format Outlining Style formatting Adding pictures, tables, objects Software Categories Categories: Commercial Pay first Shareware Try then buy Freeware Free, copyrighted Public domain Free, use as you wish PLS 021 W 08 Word Processing 1 PLS 021 W 08 Word Processing 2 Software Restrictions Copyrighted Legally owned by a company Licensed Stipulates how software is used Registered Identifies who uses software Open Source Source code in public domain Application Software Introducing Application Software: Individual tools for Productivity Integrated Programs & Suites: Common interface and All-in-One Approach Web Integration: A New Way to Get the Word Out PLS 021 W 08 Word Processing 3 PLS 021 W 08 Word Processing 4 Horizontal vs. Vertical Applications Horizontal applications general purpose word processing, spreadsheets, data bases productivity software Vertical applications for a particular line of business example: dental office generally more expensive many custom software packages PLS 021 W 08 Word Processing 5 Successful programs do a good job of fitting into the way we re accustomed to doing business. COMPATIBLITY Visual Metaphors: working in familiar ways PLS 021 W 08 Word Processing 6 1

2 Horizontal vs. Vertical Applications Packaged Software Student Poet Dentist Plumber Engineer Word Excel PowerPoint Data base Statistical Billing CAD PLS 021 W 08 Word Processing 7 PLS 021 W 08 Word Processing 8 Packaged Software Word Processing MOGO's All-Inclusive Dental Software MOGO includes everything you need to be a paperless dental office: dental practice management, restorative and periodontal charting, and digital imaging software Precise Dental Lab Management Software Precise is a powerful dental lab management software, which comprises a complete suite of modules and reports to simplify Dental lab management. It maintains distinct and detailed records of every doctor serviced by the laboratory. Elements of text Content vs. format Outlining Using styles Embedding objects Dental Pics (Software for the Dental Industry) Dental Pics is an easy to use, affordable Dental Photo software package. It works with most intraoral and extraoral digital cameras, and is designed to work alongside your current dental practice package. A complete Dental Pics Starter package is available that includes a 5-user version of the software along with a DP2400 Intraoral Wireless Camera and Video Capture hardware PLS 021 W 08 Word Processing 9 PLS 021 W 08 Word Processing 10 Elements of Text Documents are Document made up of a hierarchical series Sections of elements Pages Paragraphs Sentences Each higher level Words of organization Characters contains unique formatting PLS 021 W 08 Word Processing 11 Document elements A word is bounded by spaces A period defines a sentence ENTER (hard return) defines a paragraph SHIFT-ENTER (soft return) defines an end-of line within paragraph (what is the difference?) CTRL-ENTER inserts a page break Insert -> Break Inserts a section, column break, text wrapping break A Master Document can be composed of several Subdocuments PLS 021 W 08 Word Processing 12 2

3 Soft and Hard Returns A soft return (SHIFT - ENTER) and a hard return (ENTER) put different stops at the end of a line. This is a paragraph of a few lines that will show the difference between a soft and a hard return. A soft return will not show when there is paragraph spacing designated. In contrast, a hard return will show additional spaces between paragraphs. This example shows the difference between a soft ( ) and a hard( ) break. This is a paragraph of a few lines that will show the difference between a soft and a hard return. A soft return will not show when there is paragraph spacing designated. In contrast, a hard return will show additional spaces between paragraphs. Soft and Hard Returns Selecting the spacing before and/or after a paragraph can help isolate individual paragraphs to make they stand out. This example shows the difference between a soft ( ) and a hard( ) break. PLS 021 W 08 Word Processing 13 PLS 021 W 08 Word Processing 14 What is formatted? Character level Word or selection Font, color, size, spacing, animation Paragraph level Alignment Bullets Outline level Indents and spacing Line and page breaks Tabs Document or section levels Margins Page orientation Page numbers Creating lines, paragraphs, pages and sections Use the Insert menu to add Section breaks PLS 021 W 08 Word Processing 15 PLS 021 W 08 Word Processing 16 Document format: pages, margins, etc. Tabs, Margins PLS 021 W 08 Word Processing 17 PLS 021 W 08 Word Processing 18 3

4 Widows and orphans Keeping Widow and Orphan with text A widow is the last line of a paragraph printed by itself at the top of a page. An orphan is the first line of a paragraph printed by itself at the bottom of a page. The default setting in Microsoft Word prevents widows and orphans. To change the default setting, clear the Widow/Orphan Control check box. To locate this option, click Paragraph on the Format menu, and then click the Line and Page Breaks tab. Widows and orphans By selecting Widow/Orphan control you can prevent a widow (the last line of a paragraph printed by itself at the top of a page) or an orphan (the first line of a paragraph printed by itself at the bottom of a page) from appearing in your document. PLS 021 W 08 Word Processing 19 PLS 021 W 08 Word Processing 20 Organizing: Putting information in an outline OUTLINE I. Introduction A. Grab attention B. State thesis II. Body A. Build points B. Develop ideas C. Support main claim III. Conclusion A. Emphasize main idea PLS 021 W 08 Word Processing 21 Writing process Invention Brainstorm and type Collection Record facts and ideas Use different heading levels Organization Use outlining view Write phrases & short sentences Give document a hierarchical organization Drafting Write non-linearly Add complete paragraphs Revising Read and move text in outline view Experiment with different styles Proofreading PLS 021 W 08 Word Processing 22 Two ways to use Outlining: You can outline a document in two ways: Organize a new document: As you rearrange the headings and subheadings in outline view, Word automatically applies the built-in heading styles to them. To make it easier to view and reorganize the document's structure, you can collapse the document to show only some heading levels. Headings can be easily numbered, and they are automatically renumbered when their order is changed. Assign outline levels Assign outline levels to your paragraphs if you aren't using the built-in heading styles. This lets you impose a hierarchical structure on your document without having to format your text with the built-in heading styles. Then you can work in outline view or the Document Map. PLS 021 W 08 Word Processing 23 Use it to give the document a hierarchical organization. In Outline view one can quickly: Collapse sections Move sections Format sections Number sections Use preset Heading styles or create your own. Outlining Hierarchical organization allows rapid formatting, reorganization, and navigation of text and ideas. Heading styles help to understand the document s organization. Outline view is the best choice to organize the document. Page Layout view should be used to check formatting PLS 021 W 08 Word Processing 24 4

5 What is a Styles? A style is a set of formatting characteristics that you can apply to text in your document to quickly change its appearance. When you apply a style, you apply a whole group of formats in one simple step. For example, you may want to format the title of a report to make it stand out, or change the major section headings. Instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you can achieve the same result in one step by applying a specific Title Style. PLS 021 W 08 Word Processing 25 Information about styles are provided by the Help menu in Word 2004 for the Macintosh OS. Use the Help menu as a source of general information about the meaning of terms, and as a source of detailed instructions to complete specific tasks. What is a style? PLS 021 W 08 Word Processing 26 Using Styles Modifying Styles When you start Microsoft Word, the new blank document is based on the Normal template, and text that you type uses the Normal style. This means that when you start typing, Word uses the font, font size, line spacing, text alignment, and other formats currently defined for the Normal style. The Normal style is the base style for the Normal template, meaning that it s a building block for other styles in the template. There are a number of other styles besides Normal available in the Normal template. A few basic ones are shown on the Formatting Toolbar, in the Style list under Font. You can preview and select others in the Style dialog box (Format menu, Style command). PLS 021 W 08 Word Processing 27 PLS 021 W 08 Word Processing 28 Modifying Styles Modifying Styles Numerous drop down menus help to select the changes you want to make to specific style types. Describes the current options for the specified style. Describes the different levels of formatting possible. PLS 021 W 08 Word Processing 29 There is always someone who what to make things easier! PLS 021 W 08 Word Processing 30 5

6 1. Unformatted text 2. Task pane: styles and formatting Beginning of an outline in Page Layout view. Text has not been formatted in any special way. Text was written as a set of phrases to serve as placeholders for the topics to be covered Document in Outline View with the Styles and Formatting task pane open. The task pane shows the first three heading levels of the current template, which is the default Normal template. Figure 8.2 Figure 8.2 PLS 021 W 08 Word Processing 31 Figure 8.3 PLS 021 W 08 Word Processing Apply styles 4. Apply styles; add text The document was formatted by applying heading levels to several paragraphs. Paragraphs with a level greater than Body Text have a handle that is a cross if the paragraph has subordinates, or a dash if it does not. Document in outline view shows all paragraphs formatted as a heading. All headings in use are shown in the task pane. Figure 8.4 PLS 021 W 08 Word Processing 33 Figure 8.5 PLS 021 W 08 Word Processing Collapse, organize By collapsing heading levels and expanding certain sections, the document organization can be inspected quickly Figure 8.6 PLS 021 W 08 Word Processing 35 By modifying the Heading 1 style to be outlinenumbered, the whole outline is numbered appropriately. By modifying the style, changes are automatically applied to all paragraphs to which the style was assigned. Figure Modify styles PLS 021 W 08 Word Processing 36 6

7 The outline with numbered paragraphs. 7. Number outline Figure 8.9 PLS 021 W 08 Word Processing 37 Lecture Summary Application software is used for specific tasks as opposed to system software that is involved in every single computer operation. All the Microsoft suite programs are horizontal applications. The integrated software used at a medical office is an example of vertical application. Most software is not free and is copyrighted; even if it is free. Just like a fancy tool chest does not make you a good mechanic, a word processor does not make you a good writer. But it certainly makes it easier to write well. good. PLS 021 W 08 Word Processing 38 Lecture Summary Word documents are organized hierarchically, from master documents to characters. There are specific and correct tools for anything you can imagine to do for a written document. Find and use the proper tool to get robust results. NEVER use blank spaces to obtain the desired spatial arrangement of text. (WHY?) Formatting can be applied to characters, paragraphs, sections, and whole documents. Formatting can be applied directly or by using styles. Text flow should be controlled by formatting, not by adding empty paragraphs. Check spelling, read and proofread. Make corrections. Set your document aside and read it again in a day or two. Read what is on the page, not what you think you wrote. PLS 021 W 08 Word Processing 39 7