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BSBITU211 Information and Communications

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BSBITU211 Information and Communications

Application of this Unit

  • Microsoft Word is the most popular software for creating simple word processed documents.
  • Microsoft Word can be used to produce documents, format documents and finalize documents.
  • It is possible to produce reports and print reports for professional purposes.
  • The features of Microsoft Word for creating simple word processed documents are discussed in this document.
  • The professionals like office staff, secretaries, and personal assistants can find the features of Word given in this document useful for their work.
  • No licensing, legislative or certification requirements apply to this unit at the time of publication

Microsoft Word 2013                                              

Microsoft Word is a word processor designed by Microsoft. It was first released in 1983. It is a component of the Microsoft Office system; however, it is also sold as a standalone product and included in Microsoft Works Suite. The latest releases are Word 2013 for Windows.

Covered Topics:

·       File formats

·       Features and flaws

·       Getting started with MS word

File formats

File extension

Microsoft Word's native file formats are denoted either by a .doc or .docx file extension. Although the ".doc" extension has been used in many different versions of Word, it actually encompasses four distinct file formats:

1.     Word for DOS

2.     Word for Windows 1 and 2; Word 4 and 5 for Mac

3.     Word 6 and Word 95 for Windows; Word 6 for Mac

4.     Word 97, 2000, 2002 and 2003 for Windows; Word 98, 2001, X, and 2004 for Mac

The newer ".docx" extension signifies the Office Open XML international standard for Office documents and is used by Word 2013 for Windows, as well as by a growing number of applications from other vendors.

Features and flaws

Word has a built-in spell checker, thesaurus, dictionary, Office Assistant and utilities for transferring, copy, pasting and editing text, such as PureText.

WordArt

WordArt enables drawing text in a Microsoft Word document such as a title, watermark, or other text, with graphical effects such as skewing, shadowing, rotating, stretching in a variety of shapes and colors and even including three-dimensional effects.

Bullets and numbering

Word has extensive list bullets and numbering feature used for tables, list, pages, chapters, headers, footnotes, and tables of content. Bullets and numbering can be applied directly or using a button or by applying a style or through use of a template.

Creating tables

Users can also create tables in MS Word. Depending on the version, Word can perform simple calculations. Formulas are supported as well.

Using Formulas

As mentioned in Creating Tables, MS Word supports the use of formulas. To access Word's formula function in Word 2013, click anywhere in a table, then choose Table Tools>>Layout. To access Word's formula function in Word 2003, select Table>>Formula. The formula function is on the ribbon in the Data section. Click on the Formula icon to open the Formula Dialog box. At the top of the Formula box is a place to enter a formula.

Formulas use a similar convention as that used in Excel. Cell references use the "A1" reference style. Formulas are written using cell references (for example =A1+A2). Word tables don't display column and row ids, the address must be determined by counting the number of columns and rows. For example, cell C4 appears three columns from the left and four rows down. Once cell addresses are known the formula can be written. Examples are: =C3+C4; =sum(C2:C10). An optional Microsoft Word add-in program called Formula Builder provides cell references in a number of different ways so the user doesn't have to determine it by counting columns and rows. For example, cell references may be added to a formula by double-clicking the cell.

As an alternative to using actual cell references as the arguments in the formula, you can use ABOVE, BELOW, LEFT, or RIGHT instead (i.e., =SUM(ABOVE)) which adds a range of cells. There are limitations to this method. The cells in the range must not be empty and they must contain numeric values otherwise the calculation will not include the entire range expected.. Another problem is that ABOVE, BELOW, LEFT, or RIGHT doesn't recognize negative numbers when the number is surrounded by parenthesis and as a result does not calculate correctly. Word also adds the heading row if it contains a numeric value provided the cells in the range are contiguous and all contain values.

AutoSummarize

AutoSummarize highlights passages or phrases that it considers valuable. The amount of text to be retained can be specified by the user as a percentage of the current amount of text.

According to Ron Fein of the Word 97 team, AutoSummarize cuts wordy copy to the bone by counting words and ranking sentences. First, AutoSummarize identifies the most common words in the document (barring "a" and "the" and the like) and assigns a "score" to each word—the more frequently a word is used, the higher the score. Then, it "averages" each sentence by adding the scores of its words and dividing the sum by the number of words in the sentence—the higher the average, the higher the rank of the sentence. "It's like the ratio of wheat to chaff," explains Fein.

AutoCorrect

In Microsoft Office 2013, AutoCorrect items added by the user cease working when texts from sources outside the document are pasted in.

Subscript and superscript issues

In any of the Microsoft word packages, it is impossible to display superscript exactly lying above subscript. It can only be done using the equation editor.

Getting started with MS word

Screen Layout

Menus

When you begin to explore Word 2013 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2013:

·       Microsoft Office Button

·       Quick Access Toolbar and

·       The Ribbon.

These three features contain many of the functions that were in the menu of previous versions of Word. The functions of these three features will be more fully explored below.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish or close.

The Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show below the Ribbon.

You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

Working with Documents

Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:

·        Click the Microsoft Office Button  and Click New  or

  • Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank.  If you wish to start from a template you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.

Opening an Existing Document

·       Click the Microsoft Office Button and Click Open, or

·       Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or

·       If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Saving a Document

·       Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the document to someone who does not have Office 2013, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or

·       Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or

 



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