Microsoft OfficeTips and Tricks

Beth Poss, M.A., CCC/SLPSPED 646Towson University

Rationale Universal Design for Learning is

based on flexible and multiple modes of engagement, presentation, and expression

Productivity tools such as MS Office enable:

▪ Presentation of materials in multiple ways.▪ Multiple ways for students to demonstrate learning.▪ Multiple ways for students to interact and make

meaning out of curriculum and materials.

Microsoft Office

Is readily available on almost every computer.

Built in features provide flexibility for students and educators.

Highlight

Highlight vocabulary words Highlight the answers Students use as a learning tool

Highlight Text (Word)

Click and drag over the text and select highlight pen.

Hold down CTRL/Shift use the

arrow keys to select text choose the highlight pen in the toolbar.

Or use View Toolbars Reviewing select highlight pen in toolbar drag across desired text.

Highlight

Or: Go to Home Find more format font all “ai” vowel combinations red 14 pt to help recognize certain vowel combinations

Format Paint Brush (Word and PPT)

Highlight word, change the font color.

Change anything throughout the document quickly by double clicking paint brush. It will hold the format.

Select the material by highlighting. HomeFormat Painter go to new

material and “paint over it with the format painter.

Changing Font Color

Use font color to emphasize a word or sentence instead of underlining.

Underlining increases decoding difficulties.

Scraped changes the visual appearance of the word.

Changing Background Color

Rationale▪ Engagement▪ Text/Background Contrast may be helpful for some students

Word Overuse

To demonstrate a student’s overuse of a word: find and replace the overused word with the same word in a different font color.

To teach strategies to correct the problem have the student find each word and use the synonyms to find an alternative word.

right click to bring up Synonym tool

Word: Enlarge Text

Increase Font Size tool bar item. Or:

Highlight the text, ALT/Shift and use the greater than or less than signs accordingly.

You can increase the view size of the text on the screen w/o increasing the font. On the bottom right tool bar increase

the percentage in the zoom box. The text will print in regular font and

size.

Turn off Check Spelling and Grammar for Reluctant Writers

So reluctant writers don’t get bogged down every time they see the squiggly line.

Tools options turn off check spelling and check grammar.

Writers can then check spelling by running spell check under tools or right clicking on a misspelled word.

Check Readability

Under select Select Proofing Check Readability Statistics Run spell check when complete. Will give you readability statistics

and a grade level.

Word: Thesaurus and Dictionary

The thesaurus helps refine writing as well as expose students to a multitude of new vocabulary words.

Review ribbon Thesaurus. Students with learning disabilities can have

great difficulty looking up a word in a standard dictionary. The Word dictionary provides an instant definition for a highlighted word.

Review ribbon Research

Word: Auto Correct

Auto correct automatically corrects certain errors. It also auto corrects capitalization errors.

Within the auto correct feature, a list of common mistakes can be added to an existing “error table” and the correction can be inserted.

Auto Correctintegrated in all office products

Under Word Options You can add words and use for

abbreviated expansion. When you type the acronym the program will automatically fill in the words.

Name, address, etc. Acronyms such as MVP- most valuable

player make sure the acronym you use would

not be used for something else.

Create Cartoons Create cartoons for students or

allow them to create cartoons. Draw toolbar Autoshapes

Callouts Select bubble. You can pair it with clip art

cartoons. The bubble is a text box.

Insert Picture and Format Painter

For emergent readers who need pictures with text, the pictures can be inserted anywhere in the document.

With the format painter, a word can be replaced with a picture or picture and text.

Add Pictures

To add a picture: Insert picture or clip art. To crop the picture—double click on the

picture. On the picture tool bar you can select crop

tool. From this toolbar you can also select the way

you want text to wrap. To clarify information about a picture you can

add text box.

Auto Summarize

Research a topic and write a report. Copy and paste digital text into Word. Use the auto summarize feature (needs to be

added from Word Options). Experiment with the summary feature and

choose which percentage is most appropriate for the student’s language level.

You may have to alter some of the text to include all of the information you want.

From select

Writing Templates

For those needing additional writing support, a teacher can provide structured writing opportunities with templates than have prompt questions.

The students can then type their answers on the template and save their file as a document.

Writing Templates

To create a template for your class

Go to new blank document My Template

Select Blank Template Click Template button,

then OK Key in information Save document (it is saved as template)

Available Templates

Microsoft Word has many templates available when opening a new blank document including letter, fax, and report templates.

Other educational templates including report templates are available online at. http://office.microsoft.com/education/templates.

Tables: Create Customized Ruled Paper

Use the table feature in Word to create specially lined paper for students with handwriting challenges.

Tables- Ruled lines

Ruled lines could be added to a worksheet for student who have difficulty writing on a single line.

What is the fastest animal in the jungle?

 

 

Creating Lines

Under table in the Insert ribbon draw table- click and drag diagonally for the size and shape you want.

Select the line width. Using the pencil cursor select the location of your line. Click drag and release.

You can also select a broken line.

Tables- Creating a Reading Response Sheet

Tables Insert table the number of columns and rows you want.

Place titles in top rows. Put the stimulus for writing on the

left. Students respond in other columns.

Use “Labels” to Make Flash Cards

Concept Mapping

A graphic organizer Use Shapes and Smart Art on the

Insert ribbon

Editing Documents

Open document. Before editing, click on Review

ribbon Track changes Highlight changes Select track changes while editing.

Check the 1st box. Check the 2nd box. Click on options to explore.

Editing: Adding Comments

Review New Comment. The comment is numbered and

placed in a separate comment pane. Word then highlights the text where

the comment was placed.

Conclusion

Microsoft Word is a powerful program.

The things you have seen here are just a few ways that it can be used to support struggling writers.

Microsoft adds new features each year that can often be used by your students.