Advanced Word Processing Skills

Microsoft Word b. Add Citations and Sources

A word processing software  You need to cite the
developed by the Microsoft authors in your documents
Corp.(1983). It lets you create for the info you got from
documents with several features them.
that make your work much  To do this, click the Insert
easier. Citation command in the
Reference tab, and select
These features are:
Add New Source.
1. References: Citations and  A dialog box will appear.
Bibliography Just enter the requested
information. Then click OK.
MS Word’s feature that allows
you to insert in-text citations. c. Insert the Bibliography
From your in-text citations, you
 You can easily create the
can automatically generate a
bibliography or references
bibliography in any format.
at the end of your document
once you encode the list of
sources in step 2.
Follow the Steps in Creating  In Reference tab, select the
your Bibliography Bibliography command,
a. Choose your reference then choose the desired
style style.

 Ask your teacher what is 2. Review: Spelling and

the required style guide for Grammar
your document. In Word, you don’t have to
 Style guide to choose from worry about your spelling and
are APA, MLA, and grammar. One of the features of
Chicago. Word serves to automatically
 To do this, click the correct your spelling and
Reference tab, then select grammar to help you produce a
the desired style in the more professional document.
Citation & Bibliography
group.
 How to Run Spelling and If Word identifies is an error,
Grammar Tool you can choose to ignore.
Depending on whether it’s a
a. Click the Spelling &
spelling or grammatical error,
Grammar Command from
you can choose from several
the Review tab.
options:
b. The Spelling and Grammar
pane will appear. Word will For spelling “errors”:
try to give one or more
• Ignore: This will skip the word
suggestions for each error in
in question without changing it.
your document. You can
select a suggestion and click • Ignore All: This will skip the
Change to correct the error. word in question and all other
c. Word will move through instances of the word in the
each error until you have document without changing it.
reviewed them all. After
reviewing all the errors, a • Add: This adds the word to
dialog box will appear the dictionary so it will never
confirming that the spelling come up as an error. For
and grammar check is grammar “errors”:
complete. Click OK. • Ignore: This will skip the word
d. If no suggestions are given, or phrase without changing it.
you can manually type the For grammar errors, Word
correct spelling in your provides an explanation for why
document. it thinks something is incorrect.
Ignoring Errors This can help you determine
whether you want to change or
The spelling and grammar ignore it.
check is not always correct.
There are many grammatical
errors Word would not notice. Automatic Spelling &
There are also times when the Grammar Checking
spelling and grammar check will
say there’s an error in a word or Word automatically checks
phrase when there’s none. your document for spelling and
Usually, this happens with grammar errors, so you are
people’s names and words not informed that there is an error
in the dictionary. without running a separate
check. These errors are
indicated by colored, wavy lines.
 The red line indicates that the message we want to convey
the word is misspelled. or send.
 The blue line indicates that
➢ The main body of the
there is a grammatical error,
message is the part of the
including misused words.
document that remains the
3. Review: Tracking Changes same no matter whom you send
it to from among your list.
Every change you make to the
document will appear as a 2. List or Data File
colored markup when you turn
➢ This is where the individual
on Track Changes. If you are
information or data that needs to
going to remove or delete text, it
be plugged in to the form
will not disappear; instead, the
document is placed and
text will just be crossed out by a
maintained.
markup, and when you add text,
it will be underlined by another
markup. This is how Word
allows you to see edits before
saving the changes
permanently.
ADVANCE PRESENTATION
4. Mail Merge SKILLS
 As the name suggest, this What is MS PPTx?
feature allows you to create
documents and combine or  Microsoft PowerPoint
merge them with another empowers you to create
document or data file. clean slide presentations and
 It is commonly used when intricate pitch decks and
sending out advertising gives you a powerful
materials to various presentation maker to tell
recipients. your story. - Microsoft Corp.,
2022
Two Component of Mail  Microsoft PowerPoint,
Merge virtual presentation software
1. Form Document developed by Robert
Gaskins and Dennis Austin
➢ It is generally the document for the American computer
that contains the main body of software company
Forethought, Inc. The
 program, initially named from understanding your
Presenter, was released for message.
the Apple Macintosh in 1987.
Creator of PowerPoint
2. Make it visual
 Robert Gaskins
- Use the Picture
 Dennis Austin
Superiority Effect to increase
o In July of that year, the important information
Microsoft Corporation, in recognition and retention. For
its first significant software maximum effect, combine
acquisition, purchased the images and words and ensure
rights to PowerPoint for $14 that they reinforce the same
million. concept.
o According to Merieb and
3. Don’t create “slideuments
Hoehn’s Human Anatomy
and Physiology, around 50% - Slides are slide –
of our brain is involved in Documents are document.
visual processing and most
of our sensory receptors are 4. Aim for a high Signal-to-
in our eyes (Merieb, E. N. & Noise ratio
Hoehn, K., 2007).
- Ensuring the highest
possible signal-tonoise ratio
means designing slides clearly
Presentation Zen Design Tips
with as little degradation to the
Garr Reynolds message as possible.
- A known communications 5. Design for the back of the
consultant and presenter in TED room
conferences who is also the
author of many best-selling - Make the text large enough
books including Presentation for the person in the very last
Zen. row to see easily.
1. Keep it simple 6. Make images large, often
fullscreen
- Complex slide designs
tend to distract your audience - It’s often better to have one
from your talk and keep them large, powerful image rather
than several smaller images on should be used to get attention,
the same slide. highlight, and guide the eye of
the viewer and make meaning
easier.
7. Use color well
13. Limit the use of animation
- Colors suggest feelings and & transition effects
emotions. The correct use of
- The viewer can benefit from
color in the right place and the
minor animation and transition
right time increases audience
effects. But don't go overboard.
interest and develops better
The more you employ an effect,
understanding and retention of
the less effective it becomes. A
the topic you are discussing.
small amount goes a long way.
8. Rule of Thirds
14. Spend time in the slide
- A basic design technique sorter
that can help you add balance
- In this view you may decide to
(symmetrical or asymmetrical),
break up one slide into, say,
beauty, and a higher aesthetic
two-three slides so that your
quality to your visuals.
presentation has a more natural
9. Use clear charts & graphs and logical flow or process.

- The only rule concerning

the display of data—besides
Rules of PowerPoint
telling the truth—is simplicity.
10. Choose your fonts well 1-6-6 RULE

- Keep it simple and make This “rule” says that each

PowerPoint slide should have
them large.
 one main idea,
11. Use short video clip  a maximum of six bullet
- Use video and audio when points, and
 a maximum of six words per
appropriate.
bullet point.
12. Use colors with purpose 7/7 RULE
- Color is evocative, but it is not  no more 7 lines of text per
for decoration and instead slide
 no more than 7 words per - Transitions and sound
line effects can become the focus of
attention, which in turn distracts
the audience.
2. Standard Clipart
5/5/5 RULE
- Make certain that you need
 no more than five words per graphical images to enhance
line of text, your message.
 five lines of text per slide, or
 five text-heavy slides in a 3. Presentation Template
row
- Templates force you to fit
10-20-30 RULE your original ideas into someone
else’s pre-packaged mold.
A PowerPoint presentation
should have: - Create your own distinctive
 10 slides, look or use your company logo
 last no more than 20 in a corner of the screen.
minutes, and 4. Text-Heavy Slides
 contain no font smaller than
30 points - Slides are a poor medium
for detail and reading. Avoid:
2-4-8 RULE
 Paragraphs,
 Don't spend more than 2
mins on the slide,  Quotations; and even
 no more than 4 bullets, and  Complete sentences
 no more than 8 words per 5. The “ME” Paradigm
bullet
 Move the circle from
“me” to “we.”
7 DEADLY SINS OF  Remember that size
POWERPOINT really does matter.
The key to success is to make 6. Reading
certain that your slide show is a
visual aid and not a visual - Focus on interactive
distraction. speaking and listening.

1. Slide Transition 7. Faith in Technology

 - Always familiarize yourself
with the presentation.