document production demo

8/8/2019 Document Production Demo

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S ome of the slides in this demonstration haveS ome of the slides in this demonstration haveblue unblue un- -numbered text.numbered text.This text comes from the example exam which IThis text comes from the example exam which I

have used for this demonstration.have used for this demonstration.Unless I have stated otherwise the followingUnless I have stated otherwise the followingslides demonstrate how to carry out theslides demonstrate how to carry out theinstructions in blue.instructions in blue.

S ome blue instructions are similar to skillsS ome blue instructions are similar to skillspreviously demonstrated so you may be askedpreviously demonstrated so you may be askedcomplete them independently.complete them independently.


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Using a suitable software package,load the file S PEC2.RTF


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1 .1 . S ave Target as the fileS ave Target as the fileSPEC2.RTFSPEC2.RTF into a newinto a newfolder.folder.e.g. My Documents / ICTe.g. My Documents / ICT/ Word Processing Demo/ Word Processing Demo

2.2. Launch Microsoft Word.Launch Microsoft Word.3.3. Click theClick the FileFile menu andmenu and

click theclick the OpenOpen option.option.

4.4. Navigate to the folder Navigate to the folder you created in step 1 you created in step 1 above.above.

5.5. Click the fileClick the file SPEC2.RTFSPEC2.RTFand click open.and click open.

6.6. Click theClick the FileFile menu andmenu andclick theclick the SaveSave AsAs option.option.

7.7. Click the Files of typeClick the Files of typedrop down Menu, movedrop down Menu, moveto the top of the list andto the top of the list andclickclick Word DocumentWord Document ..

8.8. ClickClick SaveSave


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9 .9 . Click theClick the ViewViewmenu and themenu and theZoomZoom option.option.

10 .10 . ClickClick WholeWhole page.page.

11 .11 . Click OK.Click OK.


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S et the page size to A4.S et the page orientation to

landscape.S et the top and bottom margins to3 centimetres and the left and right

margins to 2 centimetres.


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1 2. Click the Toolsmenu and Options.

1 3. Click the Generaltab and make sureMeasurement unitsare Centimetres.


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1 4. Click the File menu and PageS etup.

1 5. Choose Landscape and setmargins as shown in the Marginstab.

1 6. Choose A4 in the Paper tab.


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Place your name left aligned, your centre number centre aligned andyour candidate number right

aligned in the header. Place anautomated page number right aligned in the footer.

Ensure that all the alignmentsmatch the page size.


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1 7. Type your name on the left.1 8. Press the Tab key, type the centre number

and drag the centre to around 1 2 on the

ruler.19 . Press the Tab key, type your candidate

number and drag the right tab to the right.20 . Click S witch Between Header and Footer

icon the Header and Footer toolbar.


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21 . Click the right align icon in theFormatting toolbar.

22. Click the Insert menu andthen the Page Numbers

option.23. Check the alignment and click

OK .24. Close the Header and Footer.


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Format the entire document into

three equally spaced columns,with a 4 millimetre gap betweenthe columns.


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25. Click the Format menuand the Columnsoption.

26. Click Three in thePresets section, type0.4 cm (or 4 mm) in theS pacing box and clickOK .


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S et the text to a serif font.


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27.27. Press Ctrl + A.Press Ctrl + A.28.28. Change the font to Times New Roman.Change the font to Times New Roman.


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S et the text to 1 .5 line spacing.


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29 . Press Ctrl + A to select allthe text.

30 . Click the Format menu

and the Paragraph option.31 . Click the Line spacing dropdown menu and click 1.5Lines


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Make the text fully justified.S et the text size to 10 point.


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32.32. S elect all the text byS elect all the text bypressing Ctrl + A.pressing Ctrl + A.

33.33. S elect 10 from the fontS elect 10 from the fontsize menu.size menu.

34.34. Click Justify.Click Justify.


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The 1The 1 stst page should now look like:page should now look like:


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Insert a page break before thefirst paragraph.


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35. Click before the firstparagraph to place thecursor there.

36. Click the Insert menuand click the Breakoption.

37. Click Next Page and

click OK .


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Format ONLY the first page of thedocument as a single column.


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38.38. Move up to theMove up to thepage you justpage you justcreated and clickcreated and clickinto the 1into the 1 stst line.line.

39 .39 . Change this toChange this toone column.one column.

Note


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Make this first page a title page by adding theheading Rootrainer Trees .

Make the heading centre aligned.

S et the text size of the heading to 72 point.

Make the heading underlined.

You can do this independently but note:You can do this independently but note:

Click to get a cursor before typing.Click to get a cursor before typing.Keep pressing return until you are in the centre (vertically) of theKeep pressing return until you are in the centre (vertically) of thepage.page.The heading will have one word on the left and one word on theThe heading will have one word on the left and one word on theright of the page until you centre align it (this is because justify,right of the page until you centre align it (this is because justify,which you choose earlier, forces each line to be the same length.which you choose earlier, forces each line to be the same length.


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The title page should now look like:The title page should now look like:


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You can complete the following slideYou can complete the following slideindependently.independently.


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Add the subheading Plans for the futurebelow the heading.

S et the text used for the heading and subheadingto the same sans-serif font.

S et the text size of the subheading to 24 point.

Make the subheading italic and ensure that it is notunderlined.

Make the subheading centre aligned.


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The title page should now look like:The title page should now look like:


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Move the last paragraph that starts Expansionplans for so that it becomes the secondparagraph.


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40 .40 . S elect the lastS elect the lastparagraph, right clickparagraph, right clickand clickand click CutCut ..

41 .41 . Move to after the firstMove to after the firstparagraph, right clickparagraph, right click

and clickand click PastePaste ..

42.42. Press return either Press return either before or after before or after depending on wheredepending on where

you pasted to make theyou pasted to make thespacing betweenspacing betweenparagraphs the sameparagraphs the sameas the rest of theas the rest of thedocument.document.


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The first 2 paragraphs should now be:The first 2 paragraphs should now be:


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Change the bulleted list to anautomatically numbered list usingroman numerals like this:i. bonsai treesii. landscaping

iii. koi carp


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43. S elect the bulletedlist mentioned onthe previous slide.

44. Click the Formatmenu and then theBullets andNumbering option.

45. Click theNumbered tab, the

Roman Numeralsstyle and thenCustomize.


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46. Click the Number style drop down

menu and choosei, ii, iii,


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The list should now look like:The list should now look like:


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In the stylesheet excerpt within thedocument, the colour code for the website

paragraph style should be set to pure green(with no red or blue components).Change the hexadecimal code so that thenew hexadecimal code is set to pure green.


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47. Launch FrontPage .


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48.48. Click the text colour pop up menu.Click the text colour pop up menu.49 .49 . select More color . . .select More color . . .

S elect customS elect custom

Change the Red / Green / BlueChange the Red / Green / BlueTo the numbers required egTo the numbers required eg

RED 0RED 0 ,, Green 255Green 255 ,, Blue 0Blue 0Then click OKThen click OK

And read the HEX code And read the HEX code#00 FF 00#00 FF 00


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48.48. Click the text colour pop up menu.Click the text colour pop up menu.49 .49 . Move to green in the first column and note theMove to green in the first column and note the

colour code.colour code.

Note if you are asked for other pure colours inNote if you are asked for other pure colours inother exams, only use the colours in this firstother exams, only use the colours in this first

column.column.


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50 .50 .S et the colour code of the paragraphS et the colour code of the paragraphstyle to pure green.style to pure green.


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p {color: # 00 ff22; fontp {color: # 00 ff22; font--family: Arial,family: Arial,Helvetica, sansHelvetica, sans- -serif; fontserif; font- -size: 1 2px}size: 1 2px}

px for pixelspx for pixelspt for pointpt for point

S tylesheet ExcerptsS tylesheet Excerpts


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In the stylesheet excerpt, the

paragraph font size should be setto 1 2 pixels. Change the stylesheetso that this is correct.


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51 .51 .S et the font size of the paragraph style toS et the font size of the paragraph style to1 2 pixels.1 2 pixels.


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p {color: # 00 ff22; fontp {color: # 00 ff22; font--family: Arial,family: Arial,

Helvetica, sansHelvetica, sans- -serif; fontserif; font- -size: 1 2px}size: 1 2px}

Each aspect name is followed by aEach aspect name is followed by a :: andandthen details.then details.

Each aspect of a style is separated by aEach aspect of a style is separated by a ;;

S tylesheet ExcerptsS tylesheet Excerpts


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Bold:Bold:fontfont--weight: boldweight: bold

ItalicItalicfontfont--style: italicstyle: italic

Bold & ItalicBold & Italic


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In the stylesheet excerpt, the list should beset to bold. Change the stylesheet sothat this is correct.


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52.52. S et the list style to bold.S et the list style to bold.

add


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To accept a sansTo accept a sans- -serif font as well asserif font as well asother specified fonts e.g. Arial,other specified fonts e.g. Arial,Helvetica:Helvetica:

fontfont--family: Arial, Helvetica, sansfamily: Arial, Helvetica, sans- -serif serif To accept a serif font add serif instead.To accept a serif font add serif instead.

Accepting sans Accepting sans- -serif or serif fontsserif or serif fonts


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In the stylesheet excerpt, the list should be

set to accept a serif font as well as thespecified fonts. Change the stylesheet sothat this is correct.


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53.53. S et the list style to accept sansS et the list style to accept sans- -serif fontsserif fonts(as well as the specified fonts)(as well as the specified fonts) ..

add


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Locate the table containing the word

Analysis in the top left cell.Insert a new column 4 (between S oil andPacking).Enter the following data into this column:


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54.54. If the leftmost line of If the leftmost line of

your table is notyour table is notvisible then click invisible then click inthe offending column.the offending column.Move to the ruler andMove to the ruler and

move around to find amove around to find adouble headed arrowdouble headed arrowpull it slightly to right.pull it slightly to right.

If necessary doubleIf necessary doubleclick the left lines of click the left lines of columns to autocolumns to auto- -sizesizethem.them.


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55.55. Double click the lineDouble click the linebetween columns 1 andbetween columns 1 and2 to make the table fully2 to make the table fullyvisible.visible.

56.56. Double click all columnsDouble click all columnslike this to auto sizelike this to auto sizethem.them.

57.57.S

elect the PackingS

elect the Packingcolumn.column.58.58. Right click the columnRight click the column

and click Insertand click InsertColumns.Columns.

59 .59 . Enter the data asEnter the data asinstructed on theinstructed on theprevious slide.previous slide.

60 .60 . Double click this newDouble click this newcolumn to auto size it.column to auto size it.


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Delete the third and fifth rows from

the table (those with S ize 2).Ensure that all of the table isvisible with no text wrapping.


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61 .61 . S elect row 5.S elect row 5.62.62. Click theClick the TableTable menu,menu,

move to themove to the DeleteDeleteoption and clickoption and click RowsRowsin the subin the sub- -menu.menu.

63.63. Do the same for row 3.Do the same for row 3.


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The table should now look like:The table should now look like:


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64.64. S elect all paragraphs before the table as normal.S elect all paragraphs before the table as normal.65.65. Then hold theThen hold the CtrlCtrl key and select all other key and select all other

paragraphs on both pages.paragraphs on both pages.In this way you can select only the paragraphs.In this way you can select only the paragraphs.


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66.66. Click theClick the FormatFormatmenu and click themenu and click theParagraphParagraph option.option.

67.67. Click the S pecial dropClick the S pecial dropdown menu and clickdown menu and clickFirst lineFirst line ..

68.68. Type 2 cm into theType 2 cm into the By :By :

box.box.69 .69 . Go round and selectGo round and select

not lists, tables or not lists, tables or excerpts and undo thisexcerpts and undo this

(same but click (none)(same but click (none)in the S pecial dropin the S pecial dropdown menu.down menu.


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Import a graphic image showing atree (from clip art, scanner, digital

camera or elsewhere), and place this in thetop left corner of page 2.


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70 .70 . Click before the firstClick before the firstparagraph.paragraph.

71 .71 . Press return andPress return andmove up into the linemove up into the lineyou just created.you just created.


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72.72. Remove theRemove theindentation byindentation byclickingclicking FormatFormat

ParagraphParagraph , then, thenclickingclicking nonenone ininSpecialSpecial menu in themenu in theIndentation sectionIndentation sectionof the dialogue box.of the dialogue box.


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73.73. Click theClick the InsertInsertmenu, move to themenu, move to thePicturePicture option andoption andclick theclick the Clip ArtClip Art

option in the sideoption in the sidemenu.menu.

74.74. TypeType treetree in thein theS earch text box andS earch text box andclickclick SearchSearch ..


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75.75. Click the image of Click the image of your choice andyour choice anddouble click thedouble click theimage inserted.image inserted.

76.76. Click theClick the LayoutLayouttab, click thetab, click the InInline with textline with textoption and thenoption and thenclickclick OKOK ..


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77.77. Drag the bottomDrag the bottom

right corner handleright corner handleto resize theto resize theimage.image.


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S pell-check and proof-read the document.


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S pell CheckingS pell Checking

I suggest you spell check the whole documentI suggest you spell check the whole document(see next slide for instructions).(see next slide for instructions).

However,However, this means that Word will go show wordsthis means that Word will go show words

which are correct but it does notwhich are correct but it does not recogniserecognise and youand youwill end up clickingwill end up clicking IgnoreIgnore quite a lot.quite a lot.

S ome of you may prefer to right click each wordS ome of you may prefer to right click each word

with a squiggly red line underneath and correctwith a squiggly red line underneath and correcteach word in the normal way.each word in the normal way.

However, this means you will have to find themHowever, this means you will have to find themyourself and make sure you dont miss any.yourself and make sure you dont miss any.


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Place page breaks, if necessary, to ensurethat:

tables do not overlap two pages

bulleted lists do not overlap two pages there are no widows there are no orphans there are no blank pages.


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OrphansOrphansLast line of a paragraph at the top of the next page.Last line of a paragraph at the top of the next page.

WidowsWidowsFirst line of a paragraph at the bottom of the previous page.First line of a paragraph at the bottom of the previous page.

Basically check that the points on the previousBasically check that the points on the previousslide do not exist by inserting line breaks beforeslide do not exist by inserting line breaks beforeany problem tables, bulleted lists or paragraphsany problem tables, bulleted lists or paragraphs

if necessary or deleting any blank pages.if necessary or deleting any blank pages.

I also suggest you change your image to aI also suggest you change your image to ashorter one if it is too high and causingshorter one if it is too high and causingproblems.problems.You can also ask Word to try and stop OrphansYou can also ask Word to try and stop Orphansand Widows automatically for you by followingand Widows automatically for you by followingthe instructions on the next slide.the instructions on the next slide.


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82.82. PressPress CtrlCtrl ++ AA to selectto selectall the text in the wholeall the text in the wholedocument.document.

83.83. Click theClick the FormatFormat menumenuand click theand click the ParagraphParagraphoption.option.

84.84. Click theClick the Line and PageLine and PageBreaksBreaks tab.tab.

85.85. Click theClick the Widows /Widows /Orphan controlOrphan control checkcheck

box.box.86.86. ClickClick OKOK ..


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Save the document.

I hope I dont have to demonstrate this instruction!