Word Processing

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Word Processing

What we’ll cover for this lecture topic:

– Types and Examples of Application software

– Creating Documents with Word

– What is logical and physical document structure?

– Demos (as much as time permits)

Including some useful hints and strategies

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Application Software (1)

• Some types:

– Document production:

• Word-processing, desktop publishing, web page authoring

– Graphics

• • Photo editing, Painting & drawing, CAD, animation, video

– Presentation

– Numerical Analysis:

• Spreadsheets, graphing, statistical

– Databases

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Application Software (2)

• More types:

– Reference:

• Dictionary, encyclopedia, maps

– Connectivity or communications:

• • Web browser, email, remote control, home networking

– Education and training

– Business: accounting and finance

– Games!

– Office suites:

•• Word-processing, spreadsheet, presentation, and database software all carefully integrated

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Application Software (3)

• Some Examples:

– Document production:

• MS Word, WordPerfect, FrameMaker, FrontPage, …

– Graphics

• PhotoShop, CorelDraw, AutoCAD, 3D Max, Maya,

Adobe Premiere

– Presentation

• • MS PowerPoint

– Numerical Analysis:

• MS Excel, Lotus 1-2-3, SPSS, …

– Databases

• MS Access, Lotus Approach, Oracle

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Application Software (4)

• More Examples:

– Reference:

• MS Encarta, MS Streets, StreetFinder, Webster

Online,…

– Connectivity or communications:

• • MS Internet Explorer, MS Outlook, Netscape

Communicator, Opera, Mulberry, AOL, …

– Education and training

– Business: accounting and finance

– Games!

– Office suites:

• • MS Office, MS Works, OpenOffice, StarOffice, …

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The Microsoft Office Suite

BASIC SUITE

• Word processor (Word)

• Spreadsheet (Excel)

• Email utility (Outlook)

• Web browser (Internet

Explorer)

PROFESSIONAL SUITE

Also includes:

• Presentation maker

(PowerPoint)

• Desktop Web publisher

(Front Page)

• Database (Access)

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Word proc. & desktop publishing

A word processor is an application that allows the user to compose and edit simple documents

ADVANTAGES:

Corrections and revisions are

easy

Many formatting details handled automatically

What are

defaults

?

Customized forms, form letters, and mail-merge

Can be stored and reused

Structural

templates

can be defined by the

user

• do it once, use it over and over without affecting original

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• Like computers, text documents have both:

– a

logical

structure, which stays the same no matter

how

the document is represented, and

– a

physical

structure, that may be

• different on paper than on a screen;

• different with one page layout than another

• different from printer to printer

– When document gets put out: the “best fit” to

that

device is calculated from the logical structure that the computer knows.

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SO WHAT? What’s that mean?

BEWARE

: what you see is not always what you get.

– The physical structure of a document is

system-dependent

; i.e., fonts and tab spacing

vary

among systems.

– In addition, systems must often approximate the physical format due to limitations of the printer. As a result, formatting on the printout may not match the formatting shown on the screen.

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LOGICAL STRUCTURE

The

information

in a document and the

order

in which it is presented is referred to as the document’s

logical

structure.

Here is one simple logical ordering of information:

Table of contents

Title

Author

Date

Abstract

Major heading 1

Subhead 1

Text

Major heading 2

Subhead 2

Text

References

Footnotes

Bibliography

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• Previous page shows parts of document’s

logical

structure: how my ideas are

organized

.

• Different from

layout

--

how

my ideas are

represented

or

shown

.

– Example: Use of major headings

• An important idea becomes a major heading: that’s part of the

logical

structure.

How

I will

show

that the idea is a major heading is part of the

physical

structure.

– Such as how?

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Writing and editing

Creating

the logical structure:

TEXT ENTRY

Modifying

the logical structure:

EDITING

• MS Word has many tools to help.

– Many under Edit and Tools menus. A few:

• Cut & Paste

• Copy & Paste

• Find & Replace

• Spell/grammar check

• Thesaurus

– Hint: use

key combinations

Buttons

to save time. are ok but often slower to use. Why?

PHYSICAL STRUCTURE

Formatting

Formatting

—e.g., indentation, text color, style, size, etc.— changes the

physical structure

of a document.

– where ink will be on paper…or dots on the screen. “

Page layout

– Logical structure is converted into

pixels

: one set of pixels on screen; different set for each printer.

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Now

is

the time for good men

….

all

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• Many formatting tools-- File & Format menus

(again, keyboard shortcuts are handy). A few:

– Page Setup (margins; page orientation; ...)

Font Type

, Size,

Style

,

Color

– Text Alignment

– Header & Footer formatting

– Number & bullet lists

– Insert (Break; Page no; Art...)

– Borders

– Tabs

– Lists: numbered, bulleted, etc.

Tables

...

DEMO

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