Microsoft Word & Powerpoint notes
Microsoft Word & Powerpoint notes
Word processors are programs that enable you to Create, Edit and Format
documents. Examples of word processors are, Microsoft Word, Word perfect, Word
star.
Ms Word is a powerful word processing program that helps the user create, edit, format
and save documents.
Loading can also be achieved by clicking the Ms Word icon on the Microsoft
shortcut bar (only if it is available)
The Ms Word screen contains various features. The common ones are:
1. TITLE BAR: This bears the name of the application followed by the name of the
current document or the file.
Ms-Word Screen
When the program starts, the following document window will be displayed on the
screen.
Title bar Menu bar Toolbars
Vertical
Vertica
Scroll bar
l Scroll
Bar
Blinking
Blinking Cursor
Cursor
Option 2
2. On the standard tool bar click the ‘New’ (icon)
Saving
Closing
♦ Click close button on the Ms- Word desktop or
♦ From the file Menu click Exit.
SELECT DO THIS
A word Drag over the word or Double click it
A graphic Click anywhere within the graphic
A line of text Drag over the text or Double click at the start of line
A sentence Hold Down Ctrl key and click anywhere in the Sentence
A paragraph Triple click anywhere in the paragraph to select
Entire document From Edit, click Select All
5.4 Formatting
To bold text
♦ Select or highlight the text.
♦ In the format menu click font.
♦ Under font style choose and click bold.
♦ Click Ok.
To Italicize text
♦ Select or highlight the text.
♦ In the format menu click font.
♦ Under font style choose and click italic.
♦ Click Ok.
To underline text
♦ Select or highlight the text.
♦ In the format menu click font.
♦ Under underlining choose and click the underlining desired.
♦ Click Ok.
Aligning text
• Select or highlight the text.
• In the format menu click paragraph.
• Under alignment, choose and click alignment desired i.e. left, right or center.
• Click Ok.
Creating drop caps
• Place the cursor at the beginning of the line/paragraph you want to have
a drop cap on.
• In the format menu, click drop cap.
• Under position in the dialogue box choose either Dropped or in margin.
• In the lines to drop box specify the number
• Click Ok.
Note: You can specify the distance from the text and type of the font for the drop cap.
Change case
• Highlight or select the text.
• In the format menu click change case.
• Choose and click the desired case option e.g. upper, lower, title or
sentence cases.
• Click Ok.
Adding bullets and numbers
• Select the items, which you want to add bullets or numbers.
• In the format menu, click bullets and numbering
• Click on the Bulleted or Numbered tab.
• Choose and click Bullet or Number format desired.
• Click Ok.
Add a background
You can add different backgrounds to Word documents.
1. On the format Menu, point to background and then check the color you
want or click more colors to see additional color choices. Click fill effects for
special effects such as textures.
2. Select the option that you want.
Using SmartArt
Create a SmartArt graphic to quickly and easily make a visual representation of your
information. You can choose from among many different layouts, to effectively communicate
your message or ideas.
Insert a SmartArt graphic and add text to it
2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you
want.
Click [Text] in the Text pane, and then type your text.
Copy text from another location or program, click [Text] in the Text pane,
and then paste your text.
Notes:
If the Text pane is not visible, click the arrow control on the left side of the
SmartArt graphic.
This feature enables you to create visually compelling text affects e.g.
slanting, curving text in a document.
1. From the insert menu, select pictures, and then move to word art and click.
2. Select and click the word art style desired.
3. Type your text in the area “YOUR TEXT HERE”
4. Click Ok.
Insert a picture
You can insert a clip art or a picture from the clip Gallery.
1. Position the insertion point(cursor) where you want to insert a clip art or a picture.
2. From the Insert menu, point to picture then click art then click the clip art
tab.
3. Click a clip art category then choose a clipart and click insert clip.
To undo mistakes
In the edit menu, click undo or click the Undo button on the standard toolbar.
To find text
♦ On the edit menu, click Edit and choose Find.
♦ In the find what box, type the word/text being sought
♦ Click find next button
♦ To close the dialogue box, click cancel button
To Replace Text
♦ You can find and replace test at the same time
♦ On the edit menu, click edit and choose replace
♦ In the find what box type word / text as above
♦ In replace with box type the word/ text to replace the sought word
/ text
♦ Click replace all button
♦ To close the dialogue box click cancel button
Sorting
Information in the table can be sorted in either ascending or descending order
Option 1
Using the column button on the standard toolbar
1. Highlight the text to be columned.
2. Click the column button on the standard bar.
3. Select the number of columns you want.
Option 11
This command control other options i.e. width, spacing, line between columns etc.
1. From the format menu choose columns.
2. Select a column format under preset i.e. one, two, three etc.
3. Type or select the number of columns in the number of column box (if it is not
included under preset in step two above)
4. To insert a line between columns click the line between the check box.
5. Click Ok.
Templates
A template is a document that contains predefined settings. The use of templates ensures
that there is consistency between documents.
1. From the file menu choose new.
2. Click on the relevant tab depending on the type of document you want to
create e.g. letters and faxes, legal document, menus etc.
3. Select the template that you want to use.
4. Click Ok.
5. Delete the default text and type your own.
To Print a Document
You can print the active document by clicking the print icon on the standard
toolbar. This will not give you the option of choosing a variety of commands.
1. From the file menu, click print.
2. In the name box select a printer.
3. Choose an option for the number of pages to be printed i.e.
ALL: -Prints the entire document
CURRENT PAGE: -prints the current page
PAGE: -you can select certain pages within a document
4. In the number of copies box, specify the number of copies you want in each page.
5. Click Ok.
5.8 Mail Merging
If you had to type the same form letter 100 times, you know what boring and
back breaking work it can be. Never again, by setting up the form letter as a Ms Word
merge documents, you need type the letter only once.
STEP 1
1. From the tool menu, click Tool and choose Mail Merge…
2. Under Main document choose Create button
3. Choose form letters…
4. Choose active window button
STEP 2
STEP 3
1. Place the cursor to position of field insertion
2. From the mail merge toolbar click insert merge field
3. Repeat field insertion until all the fields have been insert
4. Choose mail merge helper from the mail merge toolbar
5. Click…merge button
5.9 Chapter Review Exercise
Definition of a computer
computer is an electronic device capable of executing instructions,
Different types of
computers
♣ Supercomputer
♣ Mainframe computer
♣ Minicomputer
♣ Workstations
♣ Personal computer
BASIC UNITS
Main
Memory
Input Output
Devices Pro esso Devices
r
Backing
Storage
1 Kilobyte 1024 bytes
1 Megabyte 1024 Kilobytes
1 Gigabyte 1024 Megabytes
PRESENTATION GRAPHICS
MS POWERPOINT
INTRODUCTION
What is PowerPoint?
This is a complete presentation graphics package. It gives you everything you need to
produce a professionally looking presentation. It enables you to express
your ideas in graphics, text and objects all in one.
What is presentation?
It is a collection of slides, handouts, speaker’s note, and outline all in one file. As create a
slide you are creating a presentation, giving it a format that will carry through from
beginning to the end.
What is a slide?
Slides are individual pages of your presentation. Slides have titles, text, drawn objects,
shapes, clip arts, and visuals created with other application.
Starting PowerPoint
From the start menu select programs and the move to PowerPoint and click.
Applying background
1. Choose the slide you want to apply background (if you have several) by scrolling.
2. In the format menu choose background and click.
3. In the drop down list choose the color desired (click more colours to view more)
4. Click apply.
Applying design
1. Choose the slide you want to design.
2. In the format menu choose, apply design, and click.
3. In the resulting dialog box, choose the desired design.
4. Click apply.
♦ Slide or notes page Drag the vertical scroll bar until you get
The slide.
♦ Outline Double click the slide icon.
♦ Slide sorter Double click the slide.
♦ Slide show Right click, point to ‘GO’ on the
shortcut
Menu, and click slide Navigator.
Deleting a slide
1. Select the slide you want to delete
2. On the Edit menu, click Delete Slide
PowerPoint comes with its own set of pictures in the clip art gallery. The clip art gallery
includes a wide variety of clip arts that makes it easy for you to dress up your presentation
with professionally designed images. You will find everything from maps to people and
from buildings to scenic backgrounds.
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Inserting pictures in your presentation
1. From the insert menu point to pictures
2. You can choose from the different sources i.e. clipart gallery, scanner, file etc.
3. From the source you have chosen, chose the picture and click insert.
Using Templates
This option helps you to create slides with a particular chosen design. E.g. Blush, Fireball,
Fan etc.
8.6 ANIMATION
You can animate text, graphics sounds, movies, and other objects on your slides so as to
focus on important points, control the flow of information, and add
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interest to your presentation. You can have each main bullet point appear
independently of others, or you can have objects appear progressively, one after another.
You can set up the way you want each bullet point or object to appear on your
slide e.g. to fly in from the left and whether you want other bullets or objects to dim or
change color when you add a new element. You also change the order of timing of your
animation.
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2. On the slide show menu, click ‘slide transition’.
3. In the effect box, choose a transition.
4. To apply a transition to one slide, click apply. Click ‘apply to all’ for all the slides.
5. To view the transition, click slide show.
8.8 PRINTING
You can print your entire presentation either in black and white or color.
1. Open the presentation you want to print.
2. Click print from the file menu.
3. In the resulting dialog box, choose and click as appropriate.
4. Click okay.
8.9 Margins
PowerPoint does not have fixed margins as in word processing programs. You can place
text and objects right up to the edge of a slide. You align objects by resizing their
placeholders.
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8.10 Chapter Review Questions
1. You are the marketing manager of Mount Kenya University and you are
required to make a presentation at the Inter-University conference about Mount Kenya.
The presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design
2. You are the marketing manager of Mount Kenya University and you are required to
make a presentation at the Inter-University conference about Mount Kenya. The
presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design
3. You are the marketing manager of Mount Kenya University and you are required to
make a presentation at the Inter-University conference about Mount Kenya. The
presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e. Organization chart, Chart, Tables, clip
art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design
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