Final Thoughts

This class (business documents and processing) has provided me with the knowledge of not only how to properly format many important documents, but also when it is necessary to use these specific documents. This class has already proved to be helpful in a few situations that I have encountered during the semester. I have no doubt that there will be more situations in the future where I will need to know the proper formatting of certain documents.

In addition to teaching the proper formatting of documents, this class introduced me to the concept of blogging. My blog has given me something that I can be proud of. I enjoyed personalizing it in the beginning and adding posts each week.

This class has been a great experience and I am very glad that I choose to take it.

How to add a Theme to a Table in Microsoft Word

Did you know that you can apply a theme color palette to change the border and shading colors and/or a theme font selection to change the font styles of a table? It’s easy! 

To apply a theme color:

1.      From the Page Layout tab, Themes group, click the list arrow next to the Colors button.

2.      Point to any color palette and note the changes in the Live Preview.

3.      Click the desired selection.

To apply a theme font:

1.      From the Page Layout tab, Themes group, click the list arrow next to the Fonts button.

2.      Point to any theme and note the changes in the Live Preview.

3.      Click the desired selection.

How to add Page Color to a Document in Microsoft Word

To add a background color or fill effect to a document in Word: 

1.       From the Page Layout tab, Page Background group, click the Page Color button.

Now you have three options: 

a.       From the Page Color button, click the desired color from the color palette shown.

b.      From the Page Color button, click More Colors to display the Colors dialog box; experiment with settings in the Standard and Custom tabs to find the desired color.

c.       From the Page Color button, click Fill Effects to display the Fill Effects dialog box; experiment with settings in the Gradient, Texture, Pattern, and Picture tabs to find the desired appearance.

How to use WordArt in Microsoft Word

WordArt is a drawing tool used to create text with special effects. WordArt enables an object to be formatted, rotated, realigned, and stretched to predefined shapes. Also, the color and fill of the WordArt object can be changed.

To insert and format a WordArt object:

1.       From the Insert tab, Text group, click the WordArt button; then click the desired style from the WordArt gallery.

Note: the WordArt object appears in the document with generic highlighted text, and a Drawing Tools tab appears with a Format tab below it.

2.       With the generic text still highlighted, type the desired text, and adjust the text box to accommodate the new text as desired.

3.       From the Drawing Tools, Format tab, click on the various tools to experiment with the features.

o    From the Arrange group, click the Wrap Text button, and click In Front of Text to drag the WordArt freely.

o   In the WordArt Styles group, click the Text Fill, Text Outline, and Text Effects buttons to experiment with fills, outlines, and effects.

o   Under Text Effects, click Transform to display a gallery of shapes. Point to a shape to display the shape name and to view the Live Preview.

o   From the Shape Styles group, click the Shape Fill, Shape Outline, and Shape Effects buttons to experiment with fills, outlines, and effects.

o   From the Shape Styles group, click the More list arrow to display the style gallery. Point to a style to display the style name and to view the Live Preview.

How to use Templates in Microsoft Word

Business forms can be created by using templates that are provided within word processing software. Template forms contain data fields that correspond to blank sections on printed forms. For example, a memo template may include the guide words To:, CC:, From:, Date:, and Re: for the subject.

Templates are designed so that you can replace data in fields easily by clicking in the field or by selecting the information you want to replace and typing the needed data. Also, fields that you do not want to be included in your template can be deleted.

Generic templates can be customized by filling in repetitive information (such as the company name, address, and telephone number) and saving it as a new template. Then, each time the newly created template is selected, the customized information appears automatically!

To download and use a template in Microsoft Word:

1.       Connect to the Internet.

2.       From the Word document, in the File tab, click New.

3.       In the center pane under Office.com Templates, double-click the desired category (Memos, Reports, etc.) to open a list of available templates.

4.       In the Available Templates pane, click the desired template once to open a preview in the far right pane.

5.       Double-click the desired template, or click Download to download and open a copy of the template.

Note: Word assigns a temporary file name for the downloaded template until you save the document.

How to Insert an Image into a Microsoft Word Document

Once an image is successfully saved from the Internet, inserting it into a Word document is easy!

1.       Select the Insert tab.

2.       In the Illustrations group, click Picture.

3.       When the Insert Picture dialog box appears, locate the file and click Insert.

Note: remember that images on the Internet are copyrighted and cannot be used without permission. Check the Web site for information about copyright and usage before you copy images or graphics.

How to Save an Image from the Internet

Point the mouse pointer over the image or graphic that you would like to save and press the right mouse button. When the shortcut menu appears, choose the Save Picture As (or Save Image As) option. When the Save Picture dialog box appears, name the file and then click Save.

Note: images are usually saved with a .gif, .jpg, or.bmp file extension. If necessary, select the appropriate drive for the file when the Save Picture dialog box appears.

How to Style a Table in Microsoft Word

The Table Styles feature is used to format a table with predesigned headings, borders, shading, and so forth. There are a wide variety of styles to choose from that will enhance the design and readability of the table’s content.

Once a Table Style has been selected, the Table Styles Options group can be used to format different parts of the table in unique ways to distinguish them and improve readability. For example, to distinguish a table title in Row 1, in the Table Style Options group, check Header Row. To distinguish text in Column A, check First Column. To distinguish a bottom row that includes a total line, check Total Row.

To automatically format a table:

1.       Click anywhere in the table.

2.       From the Table Tools, Design tab, Table Styles group, click the More list arrow button to the right to expand the gallery.

3.       Point to each style, and pause to read the ScreenTip (identifying the style name) and to look at the Live Preview of the table.

Note: the design gallery changes dramatically depending upon which options are checked in the Table Style Options group.

How to change the Paper Size of a Document in Microsoft Word

Default paper size in the United States is typically 8.5 by 11 inches. However, in most foreign countries documents are formatted on metric-sized paper. The most common of these is called A4 paper, and it measures 210 by 297 millimeters (approximately 8.25 by 11.75 inches).

To change the paper size of a document:

1. From the Page Layout tab, in the Page Setup group, click the Size button.

2. From the expanded list, click the desired paper size.

3. If the size you need is not listed, click the More Paper Sizes button at the bottom of the pane to display more sizes.

How to change the Text Direction in a Microsoft Word Table

The default orientation for text in a table is horizontal. If a table has long column headings it may look more balanced if vertical orientation is used.

To change the orientation of text in a table:

1. Select the cell or row that contains the text to be changed.

2. On the Table Tools, Layout tab, Alignment group, click the Text Direction button until you see the desired text orientation.

3. Click the Align Bottom Center button.

4. Point to the bottom border of the row containing the vertical text until the table resize pointer appears.

5. Drag down using the table resize pointer until the vertical text appears in one continuous line without wrapping.

How to change the Page Orientation in Microsoft Office

Microsoft Word’s Orientation feature is used to change the default 8.5-by 11-inch paper from Portrait (vertical) to Landscape (horizontal).

To change the page orientation using the ribbon:

1. Click the Page Layout tab.

2. In the Page Setup group, click the Orientation button.

3. Click either Portrait or Landscape.

To change the page orientation using the keyboard:

1. Press CTRL + P.

2. Under Settings, click Portrait Orientation.

3. Click either Portrait or Landscape.

Easy!

How to Find and Replace Text in Microsoft Office

Find is used to search for text, numbers, and so forth. Replace is used to replace the found text with revised text. For example, you could find all occurrences of “optional” and replace it with “required” in only one step.

Here is how:

1.       From the Home tab, Editing group, click Replace to open the Find and Replace dialog box.

2.       In the Find what text box, type the text you want to replace.

3.       Press Tab.

4.       In the Replace with text box, type the replacement text.

5.       Click Find Next.

6.       Click Replace to replace the highlighted text; to leave the text unchanged, click Find Next.

7.       Click Replace All to automatically change all occurrences of the text in the document without stopping to verify each change.

8.       When Word finishes searching the document, click OK and Cancel.

How to create a Macro in Microsoft Office

The term macro creates fear and anxiety for many Word users, which is mainly because they do not understand what exactly a Word macro is. Fortunately, creating and running a macro is not difficult, and the resulting efficiency is well worth the time spent learning how to use one.

A macro is a series of recorded commands that are associated with a shortcut key so that it can be played back, or executed, later. Simply put, when you press the shortcut key or click the macro name, your computer program carries out the instructions you recorded for the macro.

For example, instead of clicking several menus and buttons to add text to your document in Microsoft Word, you can record those steps in a macro and then just click the macro to add the text in one step!

Want to try it out?

Here is how you can create your very own macro:

1. Open Microsoft Office.
2. If your DEVELOPER tab is not currently displayed, click FILE-under HELP click OPTIONS-click CUSTOMIZE RIBBON-under MAIN TABS click the box beside DEVELOPER and click OK.
3. Click the DEVELOPER tab and click RECORD MACRO. You will see the box below:

4.       In the Macro name box, type the name of your macro.

5.       In the Store macro in box, click All Documents (Normal.dot).

6.       Click OK. Recording now begins.

7.       In your Microsoft Word document, type the text that you want to record.

8.       When you are finished, click STOP RECORDING on the recording toolbar.

9.       Open a new Word document.

10.   Under the DEVELOPER tab, click on MACROS. This displays the Macros dialog box.

11.   In the Macros in list, click Normal.dot (global template).

12.   In the Macro name list, click the name of your macro, and then click run. The text or command you performed in step 7 should have appeared in the new document.

Enjoy!

Voice Recognition Software

Voice recognition software has become an increasingly popular technology. The key behind voice recognition software is the ability for technology to convert a person’s voice into a recognizable data pattern. Originally, voice recognition software was limited to a specific program or a specific piece of equipment. Currently, advances in technology have made it possible for voice activated protocols to be placed in almost every program; thus, enabling programs and large portions of computer systems to run off voice recognition.

There are numerous benefits to the use of voice recognition software. For example, individuals who are blind or unable to manipulate a keyboard due to a physical disability are now given the opportunity to use a computer. This gives individuals with disabilities a level of independence and possibly the opportunity to obtain a job. The voice recognition software also speeds up the process of creating documents, memos, and reports. This new concept of technology increases productivity in the workplace and gives individuals with disabilities a new way to interact and work.

Voice recognition technology began with the computer and has now advanced to other products such as: iPods, GPS systems, TV remote controls, alarm clocks, and even thermostats for your home! Based upon its popularity, voice recognition technology is here to stay and will continue to expand to additional products in the future.

Sources:

http://blog.em-t.com/tag/voice-recognition/

http://www.innotech.com/voice.htm