Computer

Software
 What is productivity software?
Productivity software is a category of application
programs that help users produce things such as
documents, databases, graphs, spreadsheets and
presentations.

Productivity software increases efficiency by

facilitating people's tasks. However, it is sometimes
broadened to include any type of application that is
used to help people do their jobs, including
collaboration and communication programs.
Examples of productivity tools

There are many productivity tools available, both as

standalone applications and as part of suites. Here are some
of the most popular examples:
•Microsoft Office is one of the most well-known suites, which
includes Word, Excel, PowerPoint, OneNote, Outlook and
Publisher.
Microsoft Word
 Microsoft Word
MSWord is a word processing application/program that
allows you to create a variety of documents like letters,
flyers, and reports

MS Word allows you to

do more with your word
processing project
 Word Interface
When Word is opened the Word Start Screen will appear

The start screen allows you to create a new document

by choosing from the list of pre-made templates
Blank Page Overview
 The Ribbon
The Ribbon contains multiple tabs, each with several groups of
tools. The tools provided in the ribbon will help you complete
common tasks in Word.

The Ribbon has nine tabs:

1. File
2. Home
3. Insert
4. Design
5. Layout
6. References
7. Mailings
8. Review
9. View
 The Ribbon (Cont.)
The Home tab gives you access to some of the most commonly
used commands for working with Word, including copying and
pasting, formatting, aligning paragraphs, and choosing
document styles.

The Home tab is selected by default whenever you open Word.

 The Ribbon (Cont.)
The Insert tab allows you to insert pictures, charts,
tables, shapes, cover pages, and more to your
document, which can help you communicate
information visually and add style to your document.
 The Ribbon (Cont.)
The Design tab gives you access to a variety of design
tools, including document formatting, effects and page
borders, which can give you document a polished look.
 The Ribbon (Cont.)
The Layout tab allows you to change the print formatting of
your document, including margin width, page orientation,
page breaks, and more. These tools will be helpful when
preparing to print a document.
 The Ribbon (Cont.)
The References tab allows you to add footnotes, citations,
table of contents, captions and a bibliography. These
tools are helpful when composing academic papers.
 The Ribbon (Cont.)
The Mailings tab is used for composing letters,
address envelopes, and creating labels. It is useful
when you are mailing a large number of letters.
 The Ribbon (Cont.)
The Review tab has Word’s powerful editing features,
such as adding comments and tracking changes. These
features make it easy to share and collaborate on
documents.
 The Ribbon (Cont.)
The View tab allows you to switch between different
views for your document and split the screen to view two
parts of your document at once. These tools will also be
helpful when preparing to print a document.
 The Ribbon (Cont.)
Contextual tabs under Format will appear on the Ribbon
when working with certain items, such as tables and
pictures. These tabs contain special tools that can help you
format items as needed.
 The Quick Access Toolbar
Located just above the Ribbon, the Quick Access toolbar lets
you access common commands no matter which tab is
selected. By default, it shows the Save, Undo, and Repeat
commands. You can add other tools depending on your
preference.

To add Commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick
Access toolbar.
2. Select the Commands you wish to add from the drop-
down menu. To choose from more commands, select
more commands
3. The Command will be added to the Quick Access toolbar.
 The Quick Access Toolbar Cont.
Step 2 Step 3
 The Ruler
The Ruler is located at the top and to the left of you
document. It makes it easier to adjust you document with
precision. If you want, you can hide the Ruler to create
more screen space.

Ruler
 The Ruler (Cont.)
To show or hide the Ruler:
1. Click the view tab.
2. Click the check box next to Ruler show or
hide the ruler.
 Document Views
MS Word has a variety of viewing options that change how your
document is displayed. You can choose to view your document in
Read Mode, Print Layout, or Web Layout. These views can be useful
for various tasks.

To change document views, locate and select the desired document

view tool in the bottom-right corner of the Word window.

Print
Mode
Read Web
Mode Mode
Read Mode
In this view, all of the editing
tools are hidden so your
document fills the screen.
Arrows appear on the left
and right side of the screen
to toggle through the pages
of your document.
Print Mode

This is the default view

where you create and
edit your document.

There are page breaks

Page in between each page,
Breaks indicating how your
document will look
when printed.
Web Layout

This view removes

page breaks. It can
help you visualize how
your document will
display as a webpage.
No Page
Breaks
 The Insertion Point
The insertion point is the blinking vertical line in your
document. It indicates where you can enter text on the page.
Blank document: When a new, document opens, the insertion
point is located in the top left corner of the page.
 The Insertion Point (Cont.)
Adding spaces: Press the
space bar to add spaces after New Paragraph line: Press
a word or in between text. Enter on your keyboard to
move the insertion point to
the next paragraph line.

Press the
space bar to Press “Enter” to
add spaces move the insertion
point to the next
paragraph line
 The Insertion Point Cont.
Manual placement: After a text has been entered,
you can use the mouse to move the insertion point
to a specific place in your document.

Simply click the location in the text where you wish

to place it.

Click to manually
place the insertion
point in a specific
location
 Selecting Text

1. Place the insertion point next to the text you

wish to select.
2. Click the mouse and while holding it down
drag you mouse over the text to select it.
3. Release the mouse button. You have selected
the text. A highlighted box will appear over
the selected text.
 Selecting Text (Cont.)
When you select text or images in Word, a toolbar will appear

How to delete text:

Highlight the text the you wish to delete then hit the
“Delete” key on the keyboard.
 Copy and Paste Text
To copy and paste text:
Copying text creates a duplicate of the text.
1. Select the text you wish to copy

2. Click the Copy command on

the Home tab or right click the
selected text and click Copy.
 Copy and Paste Text (Cont.)
3. Place the insertion point where you
wish the text to appear.

4. Click the Paste command on the Home tab

or right click and click paste.
5. Then the copied text will appear.
 Cut and Paste Text
1. Select the text you wish to cut.

2. Click the Cut command

on the Home tab or
right click the selected
text and select cut.
 Cut and Paste Text (Cont.)
3. Place your insertion point where you wish the text to appear.

4. Click the Paste command on the Home tab or

right click and select paste and the text will appear.
PAUSE…………….

BREAK…..
 How to Change Font
Word provides a variety of other fonts you
can use to customize text and titles.
1. Select the text you wish to change.
How to Change Font (Cont.)
2. On the Home tab click the drop-down arrow next to
the Font box. A menu of font styles will appear.
3. Move the mouse over the list of font styles, then
select the font you would like to use
4. The font will change
in the document.
 Changing Font Size
1. Select the text you wish to change.
 Changing Font Size (Cont.)
2. Select the desired font size formatting option
Font size drop-down arrow: On the Home tab, click the Font
size drop-down arrow. A menu of font sizes will appear.
When you move the mouse over the various font sizes, a live
preview of the font size will appear in the document.
 Font Color
1. Select the text you wish to change.
2. On the Home tab, click the Font Color drop-down
arrow. The Font Color menu appears
3. Move the mouse over the various font colors. A live
preview of the color will appear in the document.
 Font Color (Cont.)
4. Select the font color you wish to use.
The font color will change in the document.
 Highlight Text
Highlighting text can be useful when marking
important text in your document.
1. Select the text you wish to highlight.

2. From the Home tab, click the Text

Highlighter Color drop-down arrow.
3. Select the desired
highlight color.
Bold, Italic, and Underline
1. Select the text you wish to change.
2. On the Home tab click the Bold (B), Italic (I), or
Underline (U) command in the Font group.

3. The selected text will be modified in the document.

 Changing Text Alignment
1. Select the text you wish to modify.
2. On the Home tab, select one of the four alignment
options from the paragraph section
Align Text left
Center
Align Text Right
Justify
 Page Orientation
To change page orientation:
1. Select the Page Layout tab.
2. Click the “Orientation” command in the Page Setup Section.

3. A drop-down menu will appear. Click either “Portrait”

or “Landscape” to change the page orientation.
4. Once one is selected the page will change.
 Changing Page Size
To change the page size:
Word has a variety of predefined page sizes to choose from.
1. Select the “Layout” tab, then click the “Size” command.

2. A drop-down menu will appear.

The current page size is highlighted
 Backstage View
Backstage view gives you various options for saving,
opening a file, printing, and sharing your document.

To access Backstage view:

1. Click the file tab on the
Ribbon. Backstage view will
appear.
Backstage View (Cont.)
 New Document
To begin a new project in Word
1. Select the file tab. Backstage view will appear.
2. Select New, then click a template.

3. A new, document
will appear.
 How to: Open an Existing
Document
1. Navigate to Backstage view, then click Open.

2. Choose “Browse”
 How to: Open an Existing
Document (Cont.)
3. The Open dialog box appears. Locate and
select your document, then click Open.
 Save and Save As
In Word there are two says to save a file, SAVE and SAVE
AS.

SAVE is used when a document is open or edited to save

what you are working on.
SAVE AS is used to save the document to a location and
change the name of the document.

It is important to save your document whenever you

start a new project or make changes to an existing one.
Saving early and often can prevent you work from being
lost. You will also need to pay close attention to where
you save the document so it will be easy to find later.
 To Save a Document
1. Locate and select the Save command on the
Quick Access toolbar.

2. If you are saving the document for the first

time Save As will appear in Backstage view.

3. You will then need to choose where to save the

file and give it a file name.
 To Save a Document (Cont.)
4. The Save As dialog box will appear. Select the
location where you wish to save the document.
5. Enter a file name for the document, then click Save.
How To: Export Word to PDF
1. Click the File tab to access Backstage view.
2. Click Export, then select Create PDF/XPS.
How To: Export Word to PDF (Cont.)
3. The Save As dialog box will appear. Select the
location where you wish to export the documents,
enter a file name, then click Publish.
Exporting to Other File Types
A file can also be exported to Word 97-2003 doc,
or a plain-text version

1. Click the file tab to access Backstage view

2. Click Export, then select “Change File Type”
Exporting to Other File Types (Cont.)
3. Select a file type, then click Save As.

Select a common file type,

then click “Save As” to export
 Exporting to Other File Types (Cont.)
4. The Save As dialog box will appear. Select the location
where you wish to export the document, enter a file name,
then click Save.
Exporting to Other File Types (Cont.)
You can also use the
Save As type: drop-down
menu in the Save As
dialog box to save
documents in a variety
of file types.
Prepared by:

MARVIN O.
BALANCIO,mit
Professor