BS1009

1
Computer Applications for Business
Week 4 Winding-Up Word Processing
2
Business Application Packages

• Last Week
• Organising your files
• Digital Imaging
• More Word Processing
• Styles
• Layouts and Tables
• This week
• Inserting things into your document
• Templates
• Newsletters and brochures
• Keeping track of changes
• Electronic Mail

3
Checkpoint Can you do?

• Styles in Microsoft Word
• Start by getting Normal right
• Need to go into Format Style to do this
• Choose font, size, Tab positions and Paragraph
  formats
• Then fix up the Headings to your taste
• Build new styles as required
• For example ordered and unordered lists,
  table-cells
• Easy way get what you want, then overtype name
  of style
• Tables
• Create full-width tables with Insert Table button
  on toolbar
• Use Table menu to adjust things
• Avoid justifying text in cells of table

4
Properties and Fields

• File Properties let you define file-wide
  attributes such as Author, Title, Subject
• These then act as Fields you can insert into
  the text
• Properties also shows statistics such as
  word-count, and how long you spent editing the
  document
• Other Fields are automatically defined, for
  example
• Page number, document name (freddo.doc), date,
  time
• Particularly useful for insertion in text of
  footer
• Many of these will be useful if you build a new
  document from the current one
• Just change the Title and Subject properties
• Other stuff will have changed automatically

5
Inserting Fields

• Example building a footer
• View the footer (View Header and Footer, or
  double-click if youre in Page View)
• Insert author name on left of footer
• Tab to the middle and add the page number
• Tab to right and type Printed on followed by
  date

6
Other Insert Menu Goodies

• You can also insert Symbols
• Thats how I get things like ? into presentations
• Useful for mathematical symbols, Greek letters
  etc.and things like dashes (which are NOT
  hyphens)
• And automatic table of contents
• Based on headings (another reason to use styles)
• A must for major documents like your dissertation
• Bookmarks and Cross-references
• Used when you want to refer to another part of
  the document such as see Chapter 2 Making a
  Fortune
• Insert a Bookmark at the target
• and a Cross-reference where the reference is

7
Templates in Word

• Templates are files in which you store
• Style definitions
• Repeated text
• So its useful to have a template for your
  letters
• Easy to make
• File Page Setup for margins
• Type in the fixed text
• Define the styles you need
• As shown, plus lists etc
• Provide page-number footing (but not on page 1)
• Save As document template, for example letter.dot

Your address heading goes here
Email A.Person_at_wkac.ac.uk Phone
[phone]
2001
Space forAddressee nameand address
Dear
Dear ,
Space for subject
Yours sincerely, Fred Phanakerphan
8
Newsletters

• Generally has a Masthead across the front page
• Then multiple columns, newspaper-style
• Word lets you divide a document into Sections,
  and format each differently in this example
• Section 1 is single-column for the masthead
• Section 2 is two-column
• You dont need to make a separate section for the
  footer

Bear-fanciers News
March 2001 Volume 3
Issue 3
Sooty Rupert There have been many sightings of
Rupert at various altitudes since the Professor
developed his new ultra-rising yeast, but few as
strange as that shown in this photograph, tak
en above the chimney of Wilsons factory.
Wilsons have consistently denied
that their smoke-stack causes pollution, and
the Brown family has long sought evidence that it
does. Managing director Magnus Fumare will appear
in Nutwood Magistrates court next Tuesday, under
charges laid by the Environment Agency. Rupert is
undergoing treatment at Nutwood Royal Laundry
Published each month by Arctophile Enterprises
Page 1
9
Brochures

• Example is tri-fold flyer
• Set page layout to Landscape
• Divide page into three columns (fine-tune them so
  you can fold the brochure)
• pour text into each page of the brochure,
  ending with a column break (Insert menu)
• Sometimes its easier to lay out the design using
  a table
• Define both width and height of each logical page
• Have full formatting power within these cells

Revealed when you open
Back cover
Front cover
Page 2
Page 4
Page 3
10
Cassette Box Labels

• You can squeeze 4 on a sheet
• Complex layout, best done with a table
• Easy approach is to start with table of 2 cols
  and 4 rows
• Then merge cells of top row
• Then add borders round whole table..
• ..and heavy ones round the spine of the box
• When youve got it right, copy the whole table
  three times
• Need a range of styles
• See tape.doc on the course web-site for details

11
Keeping Track of Changes

• In Word, Tools/Track Changes lets you
• Highlight changes to the text as you make them
• Preserve deleted text (with or without showing
  it)
• Relate changes to the user making them
• Once youve tracked the changes, you can
• Accept or reject them to create a revised base
  document
• Print with or without showing the changed text
• Either way, you can print the revision bars
• Very useful when several people working on
  document
• For example, in Group projects later in your
  course
• Also useful if you want ability to generate
  multiple versions

12
Electronic Mail

• Simple principle, modelled on a (paper) post
  office
• Sender uses program to edit an e-mail note file,
  consisting of an Address header (user_at_domain)and
  some contents (subject and message text)
• Signs on to a Mail server, and transmits the file
  to server
• Server examines address header -- forwards file
  across the Internet to mail server in domain
  given in header
• Receiving mail server waits for named user to
  request incoming mail, then sends the file
  containing e-mail
• Different servers have different behaviours
• Microsoft Exchange delivers the file when you get
  it
• CompuServe lets you get a copy, or view it online
  without deleting the file from the server

13
Hotmail

• Many web-sites offer free e-mail to get you to
  view their sites (usually containing advertising)
• Examples are Hotmail.com (Microsoft),
  Unforgettable.com, and various search-engine
  sites
• You compose on-line, creating mail-file directly
  on server
• Server routes your file to target domain
  mail-server
• Incoming mail stays on Hotmail server view it
  online
• Benefits and drawbacks
• Can be accessed from anyones browser anywhere
• Reasonably private (your mail isnt on ISPs
  server)
• Encourages long periods online (though you can
  write text first, then paste it in)
• Usually hard to organise mail into folders

14
Netiquette

• E-mail is an odd medium
• We dash off notes without consideration given to
  a letter
• Recipient may not read the note in the spirit it
  was sent many examples of people taking deep
  offence
• And theyre preserved and can be used against us!
• Some conventions have grown up to counter this
  risk
• Symbols to indicate mood, for example, -) means
  Im joking -( means Im sorry about this
• Use of emphasis signs to substitute for voice
  cuesthis is not something I should normally
  ask, but..
• Stock phrases like IMHO (in my humble opinion)
• Abbreviations may be less offensive than full
  phrase -- RTFM instead of something like Read
  the fine manual

15
E-mail Timing

• Although E-mail almost always gets to its
  destination within an hour or so, there are many
  potential problems
• Your server may be disconnected from the network
• Or the recipients server may be down AOL was
  down for two days in 1997, CW offline on 1-2 Jan
  2000
• Or it may be down when the recipient tries to
  pick up mail
• Or it may have lost the message (esp in small
  companies)
• You can request automatic acknowledgement
• But many receiving servers ignore the request
• And your server may send confirmation as soon as
  the message gets on to the Internet (CompuServe
  does)
• If its important, ask the recipient to
  acknowledge
• Dont forget that notes will cross in the mail

16
Questions ?