— PRDV003: Word Processing Using Microsoft Word —
This course is designed for the novice who has little or no word processing experience. The course provides an introduction to word processing. You will explore word processing skills while also learning to create a basic business letter and a business memo. Although the resources in this course use Microsoft Word 2010, it should be noted that all of the basic skills and tasks that you will be asked can be done on any word processing program. If you stay flexible enough in your own word processing program to search out the commands and icons on whatever software you are using, you will succeed. The most current version of Microsoft Word was selected, because it would be most beneficial to the job seeker. In addition most colleges, universities, and some public libraries are using a newer version of Word. You can complete this course using any word processing software, but if you are using an older version of Word, you may also want to seek out a resource where you can interact with the newer version after you have mastered the information presented here.
This course will introduce you to the Home ribbon and File ribbon. A "ribbon” is the new toolbar interface introduced by Microsoft with its release of Office 2007. Ribbons are also called tabs. Commands are now presented horizontally along the top of the application window instead of from a drop-down menu. The tools within each ribbon are put into different "groupings” based on functionality. The grouping is often set off by a small line or border, and the name of the grouping can be seen near the bottom of the ribbon. Some ribbons/tabs appear only when certain objects are used or selected. These ribbons pertain directly to that object only. For example, a Picture Tool Format ribbon will appear once a graphic has been inserted through the Insert ribbon.
The Home ribbon and the File ribbon are the most commonly used. You will work with these ribbons and commands from the Font and Paragraph groupings to create a block style business letter and a block style business memo. You will also learn how to add and delete commands from the Quick Access Toolbar that sits above the ribbons at the very top left of the Word window. This horizontal toolbar is slightly different from a ribbon and is easy to customize.
In this unit, we will compare the 2007 Office Button to the 2010 File Ribbon to see their similarities and slight differences. This unit will introduce ribbons in both programs. We will also discuss how to save and print a document from both of these programs. This unit will introduce you to the Quick Access Toolbar, and you will learn how to add commands to and delete commands from the toolbar.
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There are many styles of business letters. Often the office manager will manage styles. In this unit, you will learn the basic block style business letter used in many offices. Pay particular attention to spacing, as it is an important component of this style.
In the newer versions of MS Word (both 2007 & 2010), the Normal style, which is the default when you open the program, automatically creates a space after each paragraph. We do not want to allow the computer to automatically format this spacing as it is not set at proper spacing for a business letter. The spacing with Normal Style is meant for on-screen spacing, not printed documents. You will always use the No Spacing style when creating letters for this unit. This will be shown in the video below (sub-subunit 2.1.3).
We will also discuss non-printing characters. These are on-screen characters that are viewed when the Show/Hide button (¶) is enabled (in the Paragraph grouping on the Home ribbon). These characters do not print. They allow a "background” view of the document to see if correct spacing and other formatting techniques were used. Here is a list of three non-printing characters you will see and use in the following two units:
¶ means the ENTER key was used.
· shows each time the Space Bar was used.
--> shows each time the TAB key was used.
These non-printing characters will be displayed in the example documents in this unit that you can print out and keep close, but they will not actually show on a printed document that you create.
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Businesses use many styles of business memos and templates. In this unit we will look at a basic block style business memo. Of course, you are encouraged to investigate other memo templates in your own word processing program.
You will use font "styles” such as bold, italicize, and underline to emphasize text. This unit will also highlight the use of borders as a visual break between sections of a memo.
Iit may be more likely in a memo that a "CC” will need to be included. CC means Carbon Copy and refers to an old practice where a piece of carbon paper is put between two pieces of paper while a document is written to create a copy of the document. Nowadays, to CC someone means to send a copy of the original document to that person. Today, a CC is most commonly used with email. This unit will explain the use of CC in memos.
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