7 and Memos Part I
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2 Unit 7 and Memos Part I Session 34: Proofreading and Basic Word Processing Techniques Session 35: Preparing Messages Session 36: Preparing Memos 2
3 34 Proofreading and Basic Word Processing Techniques Session Objectives Set personal speed and accuracy goals Open Microsoft Word 2010 Save and print a Word document Insert and delete text Move the insertion point Use the Show/Hide feature Split and join paragraphs Review proofreading marks and techniques Practice Word spelling and grammar functions 3
4 34 Set Personal Speed and Accuracy Goals It is important that you select appropriate goals each time and that you focus intently on meeting those goals Timing Goals 1 minute: 35 WAM and two or fewer errors
5 34 Opening Microsoft Word To open Word: 1. Click the Start button on the Taskbar 2. Point to All Programs 3. Click Microsoft Office 4. Click Microsoft Word
6 34 Opening Microsoft Word continued 6
7 34 Opening Microsoft Word continued The Word interface features a ribbon that contains several tabs Each tab provides a different set of formatting tools and buttons Tabs are located immediately above the ribbon The content of each tab is presented in different groups 7
8 34 Saving a Document There are several ways to save a Word document: Press Ctrl + S Click the Save button on the Quick Access toolbar Click the File tab followed by Save As in the Quick Commands area This opens the Save As dialog box shown in the next slide 8
9 34 Saving a Document continued 9
10 34 Printing a Document 10
11 34 Inserting Text In Insert mode, newly keyed content does not replace existing text In Overtype mode, the text you key replaces previous text Caution: Accidentally keying over text you want to keep is easy, so be careful about remaining in Overtype mode. 11
12 34 Deleting Text The Backspace key will delete characters to the left of the insertion point The Delete key will delete characters to the right of the insertion point. 12
13 34 Moving the Insertion Point 13
14 34 Checkpoint Question Pressing Ctrl + Home moves the insertion point a. to the beginning of a line. b. one screen up. c. one word to the left. d. to the beginning of a document. 14
15 34 Using the Show/Hide Feature The Show/Hide feature will either show or hide nonprinting characters Nonprinting characters include spaces, tabs, and paragraph symbols 15
16 34 Splitting and Joining Paragraphs To split a paragraph, position the insertion point immediately to the left of the letter that will be the first letter of the new paragraph and then press Enter To join two paragraphs, delete the white space between them 16
17 34 Using Proofreading Marks 17
18 34 Proofreading Techniques Developing effective proofreading techniques is an essential skill Proofreading involves reviewing the document to verify that it accurately reflects what you were supposed to key The finished product represents you and your employer 18
19 34 Proofreading Techniques continued Proofread the document at least three times: 1. Check for completeness 2. Check the content 3. Check the punctuation, grammar usage, and numbers 19
20 34 Proofreading Techniques continued 20
21 34 Checking Spelling and Grammar Word will mark each word that is not in its dictionary with a red wavy underline Potential grammar errors are indicated with green wavy underlines 21
22 34 Checking Spelling and Grammar continued You can also prompt Word to run a complete document spelling and grammar check: 1. Press Ctrl + Home 2. Click the Review tab 3. Click the Spelling & Grammar button 22
23 34 Checking Spelling and Grammar continued 23
24 34 Checking Spelling and Grammar continued To access the Spelling and Grammar settings: 1. Click the File tab 2. Click Options 3. Click Proofing 24
25 34 Checking Spelling and Grammar continued 25
26 34 Proofreading Technical Material Check for content (words left out or use of the wrong word), numbers, initials, and technical terms If possible, proofread technical material with another person spell out unusual words read numbers digit by digit 26
27 34 Checkpoint Question In Word, potential grammar errors are indicated with a. yellow wavy underlines. b. blue wavy underlines. c. green wavy underlines. d. red wavy underlines. 27
28 35 Preparing Messages Session Objectives Explore basic features of s Use bold, italics, and underline functions while composing s Practice composing s 28
29 35 Preparing Messages The term is a condensed form of the older term electronic mail Most messages are short and are not printed 29
30 35 Preparing Messages continued 30
31 35 Creating an Message Both Outlook and Word have features that allow you to bold, italicize, and underline text In Outlook, the Bold, Italic, and Underline buttons are found in the Basic Text group on the Message tab In Word, the buttons are found in the Font group on the Home tab In both programs you can apply formatting as you key or key text and apply formatting after the text is typed 31
32 35 Checkpoint Question The term is a condensed form of the older term a. electronic mail. b. electric mail. c. eccentric mail. d. epost mail. 32
33 35 Setting Text in Bold To set text in bold as you key: 1. Click the Bold button in the Font group on the Home tab (or press Ctrl + B) 2. Key the word or words to be bolded 3. Click the Bold button to turn bolding off (or press Ctrl + B) 33
34 35 Setting Text in Bold continued To set previously keyed text in bold: 1. Select the text to be set in bold 2. Click the Bold button in the Font group on the Home tab (or press Ctrl + B) 3. Click outside of the selected text to deselect the text 34
35 35 Italicizing Text To set text in italics as you key: 1. Click the Italic button in the Font group on the Home tab (or press Ctrl + I) 2. Key the word or words to be italicized 3. Click the Italic button to turn italicizing off (or press Ctrl + I) 35
36 35 Italicizing Text continued To set previously keyed text in italics: 1. Select the text to be set in italics Caution: Be careful not to select/italicize the space after the text, since it will be marked as incorrect in the Online Lab. 2. Click the Italic button in the Font group on the Home tab (or press Ctrl + I) 3. Click outside of the selected text to deselect the text 36
37 35 Underlining Feature To set text in underline as you key: 1. Click the Underline button in the Font group on the Home tab (or press Ctrl + U) 2. Key the word or words to be underlined 3. Click the Underline button to turn underlining off (or press Ctrl + U) 37
38 35 Underlining Feature continued To set previously keyed text in underline: 1. Select the text to be underlined 2. Click the Underline button in the Font group on the Home tab (or press Ctrl + U) 3. Click outside of the selected text to deselect the text 38
39 35 Checkpoint Question The Italic button is located in the Font group on the a. File tab. b. Home tab. c. Insert tab. d. Page Layout tab. 39
40 35 Reinforcing Writing Skills Keep sentences at a reasonable length 15 to 25 words Very short sentences create a choppy rhythm can annoy the reader 40
41 36 Preparing Memos Session Objectives Explore basic features of memos Prepare and format memos Change alignment and indent text in a memo Practice composing a memo at the keyboard 41
42 36 Preparing Memos Memos are generally used to communicate within an organization Memos can vary in length, but most are short 42
43 36 Formatting a Memo Memos may be prepared on: preprinted memo forms letterhead plain paper memo templates The standard format is the block style guide words (DATE, TO, FROM, SUBJECT) and the message starting at the left margin 43
44 36 Formatting a Memo continued 44
45 36 Checkpoint Question The order of the guide words for memos in this session is a. TO, FROM, SUBJECT, DATE. b. TO, FROM, DATE, SUBJECT. c. FROM, TO, DATE, SUBJECT. d. FROM, TO, SUBJECT, DATE. 45
46 36 Selecting Text 46
47 36 Selecting Text continued Several additional methods for selecting text include: Position the mouse pointer on the first character, hold down the left mouse button, drag the mouse to the last character, and then release the left mouse button To select more than one word, double-click the first word, hold down the mouse button, and then drag over the additional words Press the Shift key and use the Up, Down, Left, or Right arrow keys 47
48 36 Changing Paragraph Alignment The default setting for text in paragraphs is: aligned at the left margin and ragged at the right margin (referred to as left aligned or left justified ) Text alignment can also be set to have: a ragged left margin and an aligned right margin ( right aligned or right justified ) both left and right margins aligned ( justified or fully justified ) both left and right margins ragged ( centered ) 48
49 36 Changing Paragraph Alignment continued 49
50 36 Changing Paragraph Alignment continued 50
51 36 Word Ruler 51
52 36 Indenting Text Using the Ruler To indent the left margin of text as you key, drag the Left Indent marker to the right To return the margin to the original position, drag the Left Indent marker to the original position To indent the right margin of the text as you key, drag the Right Indent marker to the left 52
53 36 Checkpoint Question The default setting for text in paragraphs is a. aligned at the right margin and ragged at the left margin. b. aligned at the left margin and ragged at the right margin. c. to have both left and right margins aligned. d. to have both left and right margins ragged. 53
54 36 Reinforcing Writing Skills The process of preparing documents can be shortened if you can think and key at the same time You probably do this in text messaging The average individual writes at the rate of 10 to 12 WAM You can key at approximately two or three times this speed 54
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