Word Processing: Basic Skills

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1 Word Processing: Basic Skills Name: Main: The purpose of this exercise is to practice the word processing skills that you will need to use each time you produce a "best effort" draft of writing on the computer for your Middle School classes. Although this handout refers to Microsoft Word 2011 for the Mac, you will find that other word processing programs work in similar ways to format the writing on the page. When you have successfully completed this handout you should be able to demonstrate the following skills: Using the alignment tools (right, center and left) Inserting the date so it automatically updates Inserting a page break Creating a footer containing your name and automatic page number Using the tab key to begin a new paragraph Setting the line spacing to double or higher Using spell check The next page of this handout shows an example. Notice the following: The author's name, main and date are on separate lines at the top right side of the page The title is centered The text in the paragraphs is double-spaced There is a place at the right side on the bottom of the page (called the footer) where the author's last name and the page number appear on separate lines. When you have completed this exercise, you will have written two paragraphs that will be formatted on the page to look very much like the example on the next page. As you work on the writing for this exercise, make sure that you begin with the first step on Page 3. The steps explain exactly how to format the different parts of the page. DON T START WRITING UNTIL YOU REACH THE STEP ON PAGE 4 THAT TELLS YOU TO TYPE YOUR FIRST PARAGRAPH! Here's what you should write about when you get to the bottom of Page 4 of this packet: Choose a special interest of yours (for example, baseball, stamp collecting, ballet). Think about a website that might help you enjoy your interest even more. The website can be imaginary or one that you have actually visited. Starting with the first step on Page 3, write two paragraphs about your topic. The first paragraph should be a general description of your interest (what it is, why you like it, how long you've been doing it, etc.). The second paragraph should be about the things that a good website about your topic would have (or does have, if you are writing about a real site). Think about and describe things about the website that would help you enjoy your interest even more. Page 1

2 A Knitter's Website Samira Phillips 6-5 August 25, 2011 I really enjoy knitting. I am always looking for new magazines about knitting. Whenever I meet someone else who knits, I enjoying seeing some of the things they have made and sharing some of my projects. Often I learn about new places to buy yarn and find patterns. A website about knitting would be another way to learn some of these things. A good knitting website would include ideas for new projects, information about where to order supplies, and pictures showing the projects and supplies. The website would also include a section in which I could type questions to famous knitting designers or experts. This would help me become better with some of the stitches. Finally, the website would include knitting design software that I could download and use to create patterns and designs on my computer. Phillips Page 1 Page 2

3 Formatting Your Writing Using Microsoft Word Start Microsoft Word. You should automatically see a new blank page. If you don t, go to File and select New Blank Document. Go to File >Save As. Click on the left side of the window to open up the following folders: Phillips Classes >yourtechclass >yourfolder >wp. Once your wp folder appears right underneath the Save As line, click in the Save As area and type wp1yi but instead of yi type your own initials (for example, wp1ssp). Then click Save. If there is not a shortcut for your class on the left of the screen under Places, then go to the Desktop, open the window for Middle, find your class folder, and drag it under Places (see pictures below). Page 3

4 Go to Viewà Toolbars and put a checkmark next to Standard if there isn t one there already. Go to Viewà Toolbars and put a checkmark next to Formatting if there isn t one there already. The top of your window should now look something like this: Change the font to Arial and the size to 14 by going to the Font and Size menus at the top left side of the screen. (This is just so I can see that you know how to change font and size. Your teachers in other classes may ask you to use a different font and/or size.) To place your name, date and main at the right side of the page: Go to the Alignment tool and click on the Align Right button, like this: Then type your name and press Enter. To have the computer put in the date automatically, go to Insert >Date and Time. Make sure you click the box for Update Automatically. That way, when you open the file again on a different day, the new date will automatically appear. Press Enter for a new line and type your main number (for example, Tech 6-1). Press Enter for a new line. To center your title: Go to the Alignment tool and click on the Align Center button. Then type your title. To left-align the rest of your writing: Go to the Alignment tool and click on the Align Left button. To double-space your writing: Go to Format >Paragraph and then click on the Line Spacing area to select Double. Then click OK. (To triple-space, choose Multiple instead of Double and then make sure the number in the At: blank is 3. Indent your first paragraph by pressing the Tab key. Then type your first paragraph, which should describe your special interest. As you type, remember to use the Return or Enter key only when you have finished the paragraph. Indent the next paragraph by pressing the Tab key. Then type the second paragraph, which should describe a good web site about your special interest. Page 4

5 You will use a footer (an area that appears at the bottom of every page of your document) to put your last name and the page number at the bottom right side of the page. Go to View-->Header and Footer. The text of your paragraphs should turn light gray and you should see the light blue Header area at the top of the page. Go into the footer area by scrolling down to the bottom of the page and clicking inside the bottom dotted-line box. Click into the footer area. Click on the Align Text Right button. Type your last name and press the Enter key. Then type the word Page. Make sure your cursor is set to be one space after the word Page. Then press the following keys at the same time: control-shift-p to insert the page number with a keyboard shortcut. (Actually, what you are inserting is a symbol that shows the current page number.) NOTE: If you use the Page # button at the top of the page, it puts the page number in the wrong place, so use the keyboard shortcut instead. Notice that the font and size in your footer is probably not the same as the rest of your document. Select all of the text in your footer and change the font to Arial and the size to 14 so that everything matches. Close the Header and Footer toolbar by clicking on the Close button on the footer area. Click at the end of your second paragraph. Then go to Insertà Breakà Page Break. If you put the page number into your footer correctly, you should now have your last name and the right page number at the bottom of each page. Even though you probably don't have anything on Page 2, leave it in your document so I can see that you did this step. To spell-check your work: Go to Tools >Spelling and Grammar. Although Word is probably set to check your spelling as you go by putting a red squiggle under any words that may be misspelled, running the Spelling and Grammar check is helpful because it gives you suggestions for correcting the errors. For the next several steps, you aren't going to make changes to your document, but read the steps and make sure you understand how to do each one. To highlight or select a section of writing: Use your mouse to click and drag over the section of writing you want to move. If it is a long section, you can also click once at the beginning of the section, hold down the Shift key, and click again at the end of the section. Once you have selected a section of your work, you can use commands from the menu bar at the top of the screen to change the font, size, and style of the highlighted section. You can also Cut, Copy and Paste the highlighted section to move it somewhere else. Page 5

6 To move a section of writing to another part of the document: Highlight the section of writing you want to move. Go to the Edit menu and select Cut. The highlighted section should disappear from your screen. Move the mouse to the place you want the section to go and click. Then go to the Edit menu and select Paste. The highlighted section should now reappear where you clicked. Click the mouse anywhere to turn off the highlighting. (When you have tried using Cut and Paste, you can go to Edità Undo to put your writing back where it was.) To save your work in a different location (for example, a USB flash drive): Go to the File menu and select Save As. Look on the left side of the Save As window to find the name of the drive you want save your work onto, and click on its picture. To open a file you have already saved, go to the File menu and select Open. If you saved your file on the network, you will need to click on the list at the left of the window to go to Middle and then go to the list in the middle of the window to switch folders until you get to your own wp folder. To save your work in a different format: If you don't have Word at home you can save your files as RTF (rich text format) and open them in a different word processor. To do this, go to Fileà Save As. Then go to the Format menu, which is in the middle of the Save As window and select Rich Text Format as shown in the picture. You can also use this method to save your Word files as web pages or other kinds of text. Practice saving your work as RTF by going to Save As and naming the file wprtf and choosing Rich Text Format for the Format. Make sure the file is saved into your wp folder on the network. If you are using an older version of Word at home, make sure you save your work in the format Word Document (.doc) so that the older version will recognize the file. To print your work, go to the File menu and choosing Print. Print your document double-sided by going to Copies and Pages and changing it to Layout. Then in Layout choose Two-Sided Long-Edge Binding. Then click Print. NOTE: Always make sure that you are printing to the right printer and make sure that you double-side your printing unless you need to glue the printout onto a poster or into a notebook. This applies to work in all your classes. Turn in your printed copy. Page 6

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