Word Processing

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Word Processing Document Presentation
Professional Development 451-204

• Cliff Ogleby

Department of Geomatics, The University of
Melbourne
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Overview

• Word Processing
• Software Example
• Power of Word Processing
• Word Processing Tips
• Design Hints
• Résumé or Curriculum Vitae

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Word Processing
Introduction

• A computer program that processes text rather
  than numbers.
• Gives control over design, layout, spelling and
  so on.
• They permit a standard of presentation not
  previously possible for the price.
• Modern Word Processing programs are very
  sophisticated.

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Word Processing
Introduction

• Takes the layout control out of the hands of the
  type setters into yours!
• They allow enormous scope for the design of the
  printed page.
• To a professional person it is an important part
  of the IT available for the communication of
  facts knowledge.
• It is an empowering tool, like all tools needs
  to be used correctly.

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Software Example
Microsoft WORD

• Standard in this University
• Available on PC or Mac
• Excellent package, allows control over-
• Demonstration

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Power of Word Processors
The PC is Not a Typewriter

• Fonts
• Serif fonts for blocks of text

F
a serif Font like Times

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Power of Word Processors
The PC is Not a Typewriter

• Fonts continued
• Sans serif fonts for effects

F
a sans serif Font like Arial

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Power of Word Processors
The PC is Not a Typewriter

• FONTS fonts fonts fonts fonts FONTS FONTS FONTS
  and effects fonts fonts fonts and effects
• Notice how the letters in this sentence take up
  the same space

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Power of Word Processors
The PC is Not a Typewriter

• Notice how the letters in this sentence take up
  different spaces depending on the font being used
• Notice how this may look impressive but is hard
  to read
• Notice how this may look impressive but is hard
  to read
• Notice how this may look impressive but is hard
  to read

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Power of Word Processors
The PC is Not a Typewriter

• Allow incorporation of tables of data
• Allow incorporation of line drawings
• Allow incorporation of pictures
• Can automatically produce a Table of Contents or
  an index
• They can add bullets numbers for sectioning
• They can border shade
• They can merge a document with a data base of
  names/other variables
• Can add headers, footers, footnotes, references

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Power of Word Processors
Style Sheets

• Definition
• Standard Styles
• Creation of Styles

Multi-columns

• How many columns per page?
• Creating Multi-columns in Word
• Wrapping columns around graphics or tables

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Power of Word Processors
Adding Bullets

• The use of hanging or indented margins
• Automatic addition of bullets
• Dingbats

Inserting Tables

• Creating a table in Word
• Importing a table from excel
• Converting tabulated text into a table

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Power of Word Processors
Borders Shading

• Borders around paragraphs
• Borders around cells
• Shading Colour

Adding Graphics

• Creating Graphics in Word
• Importing Graphics from another package
• Graphic file formats
• Printing images, screening

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Power of Word Processors
Headers Footers

• The use of headers
• The use of footers
• Creation of Headers Footers in Word

Footnotes References

• The use of footnotes
• Correct referencing

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Power of Word Processors
Table of Contents

• The use of a Table of Contents (TOC)
• The use of an Index
• Creation of a Table of Contents (TOC) in Word

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Word Processing Tips

• Windows Orphans
• Sole lines at the top or bottom of a page
• Tabulation
• Never use spaces to align text, use tabs
• Justified Text
• Left, centred, right, full
• When to use, when not to use

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Word Processing Tips

• Kerning
• The spacing between letters
• Leading
• The spacing between lines
• Borders
• Outlines around text, tables,
• diagrams or pictures

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Word Processing Tips

• Special Characters
• See Character Map
• Make a document much more readable
• Accent Marks
• Where appropriate, use them
• Most German, French, Spanish, Scandinavian marks
  are on the keyboard already

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Word Processing Tips

• Underlining
• These days we dont
• Use italics
• Use rules for effect
• Capital Letters
• Use rarely
• For known abbreviations

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Word Processing Tips

• Double Spaces After a Sentence
• The current debate
• Quotation Marks
• Either set as default
• Commas go inside
• Colons and semi colons go outside
• Question marks do either

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Word Processing Tips

• Apostrophes
• We now know the rules
• Use the rather than the bland one
• Dashes
• Never use two hyphens
• En dash (width of a capital N) option -
• Em dash (capital M) option shift -

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Word Processing Tips

• Spelling
• Use the spelling checker, but know its
  limitations
• Look a word up rather than guess it
• Bad spelling and grammar gives a poor impression

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Design Hints

• Use limited type faces
• Use serif type faces for the text body
• Use few styles or effects,
• Do not fill the document with bold shadows
• Nor change font size too often
• Use dingbats where appropriate
• Use effects to highlight key points

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Design Hints

• Use tab stops margin settings instead of spaces
• Use liberal white space to break up the look of
  the document
• Generally use a 12 point font for the body of the
  text
• Headings can be bolded or in another font

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Résumé or Curriculum Vitae
Purpose

• To inform an interested party about you
• Lists personal details, qualifications, skills
  achievements
• Often used by employers to select job candidates
  for interviewing
• A brief, self-indulgent exercise

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Résumé or Curriculum Vitae
Types

• Full résumé containing everything you have done
• Shorter version containing only the important
  points
• Can be tailored to suit the reader
• See Examples

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Résumé or Curriculum Vitae
Contents

• Name and Date of Birth
• Nationality (optional)
• Qualifications
• Work experience
• Extra curricular activities
• Community involvement
• Skills
• Awards
• Achievements
• Publications, presentations
• Other matters of interest

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Résumé or Curriculum Vitae
Differences
CV.. Résumé..
includes
includes

• Relevant work experience
• Qualification Summary
• Education Summary
• Named Achievements
• Emphasis on RELEVANT Skills
• Contact Details for Referees

• Full work experience detailed
• Certificates of Qualification
• Actual Awards (or copies)
• Actual/copies of References

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Résumé or Curriculum Vitae
Presentation

• Must be typed
• Grammatically correct
• Contain no spelling errors
• Be well laid out in easy-to-read sections
• Limited in length
• Attract attention without being over the top
• Must be accompanied by a letter of introduction
  and/or explanation

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Résumé or Curriculum Vitae
Cover Letter

• Is brief, summarial to-the-point !!
• Names the position youre applying for
• Emphasises key qualifications/skills you have
  that distinguish your application/your
  suitability

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Résumé or Curriculum Vitae
Cover Letter continued

• Is cordial
• Well laid out
• Without grammatical/spelling errors
• Generic layout example

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Résumé or Curriculum Vitae
Application Letter Layout
Home Address Street Suburb/Town Postcode Contact
Phone No. Email (optional) Date
Home Address Street Suburb/Town Postcode Contact
Phone No. Email (optional) Date
Contact Name Job Title Company Name Postal
Address Dear ... Body of Letter

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Résumé or Curriculum Vitae
Application Letter Layout continued
Dear Body of Letter Include 2 or at the most
3 brief paragraphs outlining your suitability to
the position the documents you have included or
information you have included in your resume that
will support your application for this
job. Yours sincerely, Your Signature Your Name
Printed

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