Transcript Slide 1

9
Word Processing
Chapter Contents
pg. 262-312
Lesson 9.1 Use Basic Text Editing and Formatting (pg. 264)
Lesson 9.2 Use More Advanced Editing and Formatting
(pg. 270)
Lesson 9.3 Add Headers, Footers, Bullets, and
Numbering (pg. 277)
Lesson 9.4 Create and Edit Tables (pg. 283)
Lesson 9.5 Create Business Forms (pg. 289)
Lesson 9.6 Dictate Letters with Speech Recognition
(pg. 294)
Lesson 9.7 Create and Edit Text Boxes (pg. 297)
Lesson 9.8 Insert and Format Graphics (pg. 301)
Lesson 9.9 Use a PDA for Word Processing (pg. 304)
Lesson 9.10 Use Online Forms and Templates (pg. 306)
Chapter Assessment
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.
Glencoe Digital Communication Tools
9
Word Processing
You Will Learn To
 Format and edit text
 Insert lists, tables, text boxes, and graphics
 Write a business letter using speech
recognition
Glencoe Digital Communication Tools
9
Word Processing
9.1 Use Basic Text Editing and Formatting
margin
The blank edge that
borders the area in
which text and objects
can be placed on a
page.
pg. 264-269
Why Use Word Processing?
Word processing enables you to:
 Create many types of documents
 Easily make changes to those documents on the
computer
 Delete, move, or replace incorrect text or punctuation
 Check for spelling, grammar, and common typing
mistakes
The default location
for saving files in MS
Office is My
Documents. Be sure
to check the Save In
location before
saving a file so that
you will know where
to look for it.
 Change the text typeface, size, color, and style
 Adjust the page layout and margins
Glencoe Digital Communication Tools
9
Word Processing
9.1 Use Basic Text Editing and Formatting
pg. 264-269
 Where have you seen bold, italicized, or
underlined text used?
 Why was the text formatted in this way?
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Lesson 9.1, Rubric
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Word Processing
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9.2 Use More Advanced Editing and Formatting
alignment
The way that text or
objects are lined up
across a page.
pg. 270-275
Formatting and Readability
Use text formatting to:
 Improve the appearance of a document
 Make text easier to read
 Focus a reader’s attention on important information
Use the Add to
Dictionary button to
add a word or name
you use often to the
dictionary so that
spell check will
recognize it.
Alignment
Text and objects can be aligned at a page’s:
 Right or left edge
 Center
 Right and left edges (this is called justified alignment)
Glencoe Digital Communication Tools
9
Word Processing
9.2 Use More Advanced Editing and Formatting
pg. 270-275
Business Documents
You should single-space:
 Business letters
 Memos
 Contracts
You should double-space:
 Business reports
 School reports
Glencoe Digital Communication Tools
Word Processing
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9.2 Use More Advanced Editing and Formatting
pg. 270-275
 What instructions for formatting a report or essay
does your teacher often give you?
 Perhaps you are told to double-space and use
one-inch margins all around.
 How can you be sure to do these tasks correctly?
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Lesson 9.2, Rubric
Glencoe Digital Communication Tools
9
Word Processing
21st CENTURY CONNECTION
pg. 276
Flexible Thinking
Try a Different Approach
Flexible thinking is being able to see multiple solutions to a
problem. It also means being able to see an issue from
different perspectives.
For example, more successful math students:
 Learn mathematical rules and procedures
 Think about math as a puzzle that needs to be solved
 Find more than one way to approach the problem
 Pick the easiest method
Glencoe Digital Communication Tools
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Word Processing
21st CENTURY CONNECTION
pg. 276
Flexible Thinking
Many Different Applications
At a job, with your classmates, and at home with your
family, flexible thinking can:
 Improve communication
 Reduce conflict
 Improve productivity
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Word Processing
21st CENTURY CONNECTION
pg. 276
Flexible Thinking
Think Positively
Research shows that your attitude determines how you
respond to adversity.
Inflexible thinkers tend to:
 Blame themselves or their circumstances
 Give up easily
Flexible thinkers:
 Recognize that bad situations are not permanent
 Find and focus on the good areas of their lives
 Bear life’s challenges more resiliently
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Word Processing
21st CENTURY CONNECTION
pg. 276
Question
Recall your last conflict with a friend or family member.
How could you have used flexible thinking to prevent an
argument? What should you do the next time a similar
situation arises?
Possible answers include:
 Remain calm and try to come up with another way to
explain your point of view
 Try to understand the other person’s point of view and
ask him or her to explain it in another way
 Find a common ground and agree to make
compromises if necessary
 Ask yourself: “What can I do to improve this situation?”
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9.3 Add Headers, Footers, Bullets, and Numbering pg. 277-282
Other Ways to Make Documents Easier to Read
Improve a document’s readability by adjusting:
 Text formatting
The date and time can
be inserted into a
header or footer. To do
this, select the Insert
menu and choose Date
and Time.
 Margins
 Page orientation
You can press the
Enter key after you add
text to the header or
footer to insert more
lines of text.
Headers and footers
can be added to a
document at any time.
Glencoe Digital Communication Tools
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9.3 Add Headers, Footers, Bullets, and Numbering pg. 277-282
header
An area for text or other
objects that will appear
at the top of every page
in a document.
footer
An area for text or other
objects that will appear
at the bottom of every
page in a document.
Headers and Footers
You can make a multipage document easier to read by
using:
 Headers (for document’s title and author’s name)
 Footers (for page numbers)
 Bulleted and numbered lists
Use lists to organize groups of similar information. Two main
types of lists are:
 Bulleted lists (for unordered lists)
 Numbered lists (for lists in which the order of the items is
important)
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9.3 Add Headers, Footers, Bullets, and Numbering pg. 277-282
In a multipage report, what type of information do you
think it would be useful to display in a header or
footer? Why?
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Lesson 9.3, Rubric
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Word Processing
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9.4 Create and Edit Tables
column
A part of a table that
extends up and down
the table.
row
A part of a table that
extends across the
table.
pg. 283-287
Tables in Word Processing
Use tables to organize information and to make
relationships and comparisons between items easier to
understand. A table is made up of:
 A table border
 Columns
 Rows
 Cells
cell
The intersection of a
column and a row in a
table.
Glencoe Digital Communication Tools
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Word Processing
9.4 Create and Edit Tables
You can choose to
apply shading to the
entire table or to just
one cell. To apply
shading to one cell
only, from the Shading
tab of the Borders and
Shading window select
the Apply to list and
choose Cell.
pg. 283-287
Can you think of a way that tables could be used in a
report? Explain.
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Lesson 9.4, Rubric
Glencoe Digital Communication Tools
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Word Processing
9.5 Create Business Forms
merge
To combine two or
more cells to create
one cell.
pg. 289-293
Forms Used in Business
Businesses use a variety of forms to:
 Make work more efficient for employees
 Keep information organized
You can use word processing to:
 Create business forms
 Customize their formatting and design
 Merge cells to make data easier to read
Glencoe Digital Communication Tools
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Word Processing
9.5 Create Business Forms
pg. 289-293
 What types of activities may businesses require
forms for?
 Have you ever ordered anything through the mail
or Internet?
 Did any forms come with the item you ordered?
 If so, what information was on the forms?
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Lesson 9.5, Rubric
Glencoe Digital Communication Tools
9
Word Processing
9.6 Dictate Letters with Speech Recognition
pg. 294-296
Communicating in Business
To be fully effective, a business letter should be:
 Clear
 Concise
 Correct
 Courteous
 Conversational
 Convincing
 Complete
Glencoe Digital Communication Tools
9
Word Processing
9.6 Dictate Letters with Speech Recognition
pg. 294-296
Block Style
Business letters are usually formatted in either:
 Block style (all paragraphs aligned left, with a line space
between paragraphs)
 Modified-block style (first line of paragraphs indented)
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Word Processing
9
9.6 Dictate Letters with Speech Recognition
pg. 294-296
What does block style mean? Refer to Appendix R,
pages R1–R15, to view business letter formats.
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Lesson 9.6, Rubric
Glencoe Digital Communication Tools
9
Word Processing
9.7 Create and Edit Text Boxes
pg. 297-299
Text in a Box
Text boxes are often used to hold text that should be
highlighted. They can be useful in:
 Newsletters
 Flyers
 Reports
 Letters
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Word Processing
9.7 Create and Edit Text Boxes
pg. 297-299
Graphic Objects
The Drawing toolbar in Word allows you to control a
document’s artistic layout by inserting:
 Text boxes
 Lines
 Arrows
 Ovals
 WordArt
 Clip art
 AutoShapes
Glencoe Digital Communication Tools
9
Word Processing
9.7 Create and Edit Text Boxes
pg. 297-299
 What types of information do you think might be
placed in a text box?
 Look through this book to see what kind of text
boxes you can find. How are the boxes formatted?
 How are colors used?
 What information is contained within the
text boxes?
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Lesson 9.7, Rubric
Glencoe Digital Communication Tools
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Word Processing
21st CENTURY CONNECTION
pg. 300
Successful Verbal and Written Communications
Choose the Right Delivery Method for the Message
When determining how to deliver a message, you should
consider its:
 Urgency
 Complexity
 Confidentiality
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Word Processing
21st CENTURY CONNECTION
pg. 300
Successful Verbal and Written Communications
To become a better speaker:
 Envision, or practice, what you are going to say before
you say it
 Consider your audience
 Adjust your tone of voice to your setting
 Keep eye contact with your listeners
 Form words clearly
 Speak at a medium, understandable pace
Glencoe Digital Communication Tools
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Word Processing
21st CENTURY CONNECTION
pg. 300
Successful Verbal and Written Communications
Writing Skills
To grab your reader’s attention:
 Write clearly and stay on topic
 Proofread your document for spelling, punctuation, and
grammar before sending it
 Adjust your tone to your audience
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Word Processing
21st CENTURY CONNECTION
pg. 300
Question
Why is it important to adjust your speaking or writing style
when addressing different audiences?
Possible answers include:
 Different audiences (young vs. old, business vs.
personal) may respond differently to the use of humor
or informality
 Considering your audience’s response before speaking
or writing to them is a way of demonstrating both selfrespect and consideration for others
 Adjusting your language complexity and tone of voice to
your audience demonstrates your respect and sensitivity
for the material you are presenting
Glencoe Digital Communication Tools
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Word Processing
9.8 Insert and Format Graphics
pg. 301-303
Graphics
Add graphics to a word processing document to:
 Help your reader get a visual understanding of what the
text is describing
 Make the page more eye-catching
Where to Find Clip Art
You can find clip art:
 Included in most software packages
 Free for non-profit use on hundreds of non-copyrighted
Web sites
 For sale on various Web sites
 In Microsoft Word’s clip art library
Glencoe Digital Communication Tools
9
Word Processing
9.8 Insert and Format Graphics
pg. 301-303
Why might you want to add graphics to a word
processing document?
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Lesson 9.8, Rubric
Glencoe Digital Communication Tools
Word Processing
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9.9 Use a PDA for Word Processing
Excel and PowerPoint
documents can also be
synchronized from a
computer to a PDA.
pg. 304-305
Portable Word Processing
With a PDA, you can organize and store word
processing documents to:
 Edit
 View
 Share
Additional Software
Check your PDA’s operating system
to find out whether you will need to
install additional software to transfer
word processing files.
Glencoe Digital Communication Tools
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Word Processing
9.9 Use a PDA for Word Processing
pg. 304-305
Beam or Synchronize
When you need to make changes to word processing
documents stored on your PDA, you can:
 Perform simple editing on the PDA
 Save the changes
 Synchronize the edited document back to
your computer
Formatting with PDAs
On most PDAs you can use simple formatting
features, such as bold and italic, with a word
processing document.
Glencoe Digital Communication Tools
9
Word Processing
9.9 Use a PDA for Word Processing
pg. 304-305
 What kind of word processing documents might be
helpful to carry on your PDA? Why?
 In which of your current life situations might
portable word processing be of great benefit
to you?
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Lesson 9.9, Rubric
Glencoe Digital Communication Tools
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Word Processing
9.10 Use Online Forms and Templates
pg. 306-308
Uses of Online Templates
Employers today use the Internet for almost all types
and areas of business.
Templates for business
forms can be created
in Word, Excel, and
Publisher.
Online Templates Are Easy to Access
Online business templates and forms provide:
 Easy document access for employees
 Convenient and reliable document sharing
 Practical and easy-to-use organization
Glencoe Digital Communication Tools
9
Word Processing
9.10 Use Online Forms and Templates
pg. 306-308
Business Forms
Some examples of forms that are helpful in all types
of businesses are:
 Interview questionnaires
 Job descriptions
 Job applications
 Reference check forms
Glencoe Digital Communication Tools
9
Word Processing
9.10 Use Online Forms and Templates
pg. 306-308
Other common types of business forms include:
 Letterheads
 Memos
 Purchasing forms
 Fax cover sheets
 Business plans
 Budgets
Glencoe Digital Communication Tools
9
Word Processing
9.10 Use Online Forms and Templates
pg. 306-308
How could human resource forms be used on
the Internet?
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Lesson 9.10, Rubric
Glencoe Digital Communication Tools
9
Word Processing
Chapter Assessment
Question 1
What is the definition of default? (Lesson 9.2)
Answer:
A setting that was determined at the time the program
was created.
Glencoe Digital Communication Tools
9
Word Processing
Chapter Assessment
Question 2
Give the seven Cs of letter writing. (Lesson 9.6)
Answer:
Business letters should be:
1. Clear
2. Concise
3. Correct
4. Courteous
5. Conversational
6. Convincing
7. Complete
Glencoe Digital Communication Tools
9
Word Processing
Chapter Assessment
Question 3
Do you feel that there could be improvements made to
word processing software? What new features would you
find most useful as a student?
Answer:
Most likely you are quite pleased with the many features
your word processing application already offers to help you
quickly and easily create professional-looking documents.
Ideas for useful new features may include:
 An auto-image feature similar to the Thesaurus feature,
that automatically searches the Internet for graphics or
images to represent a selected word in your document
Glencoe Digital Communication Tools
9
Word Processing
Chapter Assessment
Answer 3
 An audio spelling and grammar check feature that gives
an audio signal when you have typed a word that the
dictionary does not recognize
 An audio pronunciation feature that reads a highlighted
word or phrase
 A handwriting recognition feature automatically built into
your word processing program so that you can use a
stylus to create and edit your documents
 A single button that allows you to instantly turn your
word processing document into a spreadsheet,
presentation, or Web page
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3
9
Digital Communication Tools
in the World of Work
Unit Resources
For more resources on this unit, go to the Online Learning
Center at http://www.digicom.glencoe.com.
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