Word Processing Using Microsoft Word

Purpose of Course  showclose

This course is designed for the novice who has little or no word processing experience.  The course provides an introduction to word processing.  You will explore word processing skills while also learning to create a basic business letter and a business memo.  Although the resources in this course use Microsoft Word 2010, it should be noted that all of the basic skills and tasks that you will be asked  can be done on any word processing program.  If you stay flexible enough in your own word processing program to search out the commands and icons on whatever software you are using, you will succeed.  The most current version of Microsoft Word was selected, because it would be most beneficial to the job seeker.  In addition most colleges, universities, and some public libraries are using a newer version of Word.  You can complete this course using any word processing software, but if you are using an older version of Word, you may also want to seek out a resource where you can interact with the newer version after you have mastered the information presented here.

This course will introduce you to the Home ribbon and File ribbon.  A “ribbon” is the new toolbar interface introduced by Microsoft with its release of Office 2007.  Ribbons are also called tabs.  Commands are now presented horizontally along the top of the application window instead of from a drop-down menu.  The tools within each ribbon are put into different “groupings” based on functionality.  The grouping is often set off by a small line or border, and the name of the grouping can be seen near the bottom of the ribbon.  Some ribbons/tabs appear only when certain objects are used or selected.  These ribbons pertain directly to that object only.  For example, a Picture Tool Format ribbon will appear once a graphic has been inserted through the Insert ribbon.

The Home ribbon and the File ribbon are the most commonly used.  You will work with these ribbons and commands from the Font and Paragraph groupings to create a block style business letter and a block style business memo.  You will also learn how to add and delete commands from the Quick Access Toolbar that sits above the ribbons at the very top left of the Word window.  This horizontal toolbar is slightly different from a ribbon and is easy to customize.

Course Information  showclose

Welcome to PRDV003: Word Processing Using Microsoft Word.  Below, please find some general information about the course and its requirements.

Course Designer: Professor Chris Wilkins
 
Primary Resources: This course is comprised of a range of different free, online materials.  However, the course makes primary use of the following materials:
Requirements for Completion: In order to pass this course, you will need to work through each unit and all of its assigned materials.  Pay special attention to Unit 1 as this lays the groundwork for understanding the more advanced, exploratory material presented in Units 2 and 3.  You will also need to complete:
  • Unit 2 Activities
  • Unit 3 Activities
  • The Final Exam
Note that you will only receive an official grade on your Final Exam.  However, in order to adequately prepare for this exam, you will need to work through the activities listed above.
 
In order to “pass” this course, you will need to earn a 70% or higher on the Final Exam.  Your score on the exam will be tabulated as soon as you complete it.  If you do not pass the exam, you may take it again.
 
Time Commitment: This course is designed as a brief workshop, and it should take approximately 3.5 hours.  Unit 1 will take approximately 1 hour.  Unit 2 will take approximately 1.25 hours.  Unit 3 will take approximately 1.25 hours, though note that subunit 3.4 is optional.  Each unit includes a “time advisory” that lists the amount of time you are expected to spend on each subunit.  These should help you plan your time accordingly.
 
Tips/Suggestions: Try to take notes as you work through the resources in this course.  These notes will serve as a useful review as you study for your Final Exam.  As you work through the units and learn about business document styles, start to compare the style you learn here to what you see in your own personal mail or the documents your business produces.  If you are still struggling with keyboarding, make sure you find a keyboarding program you can practice every day for a short time, 15-20 minutes.  Accuracy is more important to start with, and speed will come naturally with time.  Keyboarding skills are a necessity; the more you type, the better you will get.

 
A version of this course is also available in iTunes U.
Preview the course in your browser or view all our iTunes U courses.  

Learning Outcomes  showclose

Upon successful completion of this course, the student will be able to:
  • Explain where to find and interact with the Print and Save commands.
  • Identify and use the basic formatting tools from the Font and Paragraph groupings on the Home ribbon that are used in beginning word-processing.
  • Explain how to change font type and size, and perform this word processing function.
  • Explain how and when to use font styles like bold, italics, underline, etc. in a block style business memo.
  • Create, save, and print a basic business letter and a business memo.
  • Identify parts of a block style business letter and a block style business memo, and explain the spacing between the parts.
  • Identify and use/toggle the Show/Hide icon to see non-printing characters.

Course Requirements  showclose

In order to take this course you must:

√    Have access to a computer with continuous broadband Internet access.

√    Have access to a word processing program, preferably Microsoft Word 2007 or Word 2010.

√    Have the ability/permission to install plug-ins or software (e.g., Adobe Reader or Flash).

√    Have the ability to download and save files and documents to a computer.

√    Have the ability to open Microsoft and other documents (.docx, .doc, and .pdf).

√    Be competent in the English language.

√    Have basic keyboarding skills.

√    Have basic file management skills.

√    Have read the Saylor Student Handbook.

Unit Outline show close


Expand All Resources Collapse All Resources
  • Unit 1: Introduction to Ribbons  

    In this unit, we will compare the 2007 Office Button to the 2010 File Ribbon to see their similarities and slight differences.  This unit will introduce ribbons in both programs.  We will also discuss how to save and print a document from both of these programs.  This unit will introduce you to the Quick Access Toolbar, and you will learn how to add commands to and delete commands from the toolbar.

    Unit 1 Time Advisory   show close
    Unit 1 Learning Outcomes   show close
  • 1.1 Menu Environment  
    • Web Media: The Saylor Foundation’s “Menu Environment Example”

      Link: The Saylor Foundation’s “Menu Environment Example” (PDF)
       
      Instructions: Please click on the link above and study this example of a “menu environment.  Although we will be using a “ribbon” environment, the “menu” environment may be similar to what you are currently using.  All word processors contain the same commands; they may just be found in different places.
       
      Studying this resource should take approximately 5 minutes.

  • 1.2 Office Button / File Ribbon  
    • Web Media: The Saylor Foundation’s “Office Button / File Ribbon”

      Link: The Saylor Foundation’s “Office Button / File Ribbon” (PDF)
       
      Instructions: Please click on the link above to access the PDF.  Compare the similarities between the two icons in the document.  When Microsoft changed from “menus” to “ribbons” with the introduction of Office 2007, the old File Menu became the Office Button.  This confused many people who wanted to see the word “File” as in all previous versions of Word.  When Word 2010 was introduced, the Office Button had been replaced with the File ribbon similar to the old File menu that you saw above in 1.1.
       
      Studying this resource should take approximately 5 minutes.

    • Lecture: The Saylor Foundation’s “2007-2010 File Menus”

      Link: The Saylor Foundation’s “2007-2010 File Menus” (YouTube)
       
      Instructions: Please click on the link above and watch the video, which will introduce you to both the Office Button and the File Menu.  You may pause the video at any time to compare your word processing program to what is shown on-screen.
       
      Watching this lecture and pausing to take notes should take approximately 15 minutes.

  • 1.2.1 Saving and Printing from the File Ribbon  
    • Lecture: The Saylor Foundation’s “Save-Print”

      Link:The Saylor Foundation’s “Save-Print” (YouTube)
       
      Instructions: Please click on the link above and watch the video, which discusses Saving and Printing using the File Ribbon.  The lecture covers Word 2010, which uses a Ribbon/Tab environment.  This lecture will also explain how to add and delete commands from the Quick Access Toolbar located at the top left corner of the Word window.
       
      Watching this lecture and pausing to take notes should take approximately 15 minutes.

  • 1.2.2 Commands on the Ribbons  
    • Reading: Goodwin College’s “Microsoft Word 2010 Tutorial”

      Link: Goodwin College’s “Microsoft Word 2010 Tutorial” (PDF)
       
      Instructions: Please click on the link above, scroll down the webpage, and click the link to the “Microsoft Word 2010 Tutorial” to download the PDF.  Each ribbon has many commands that are broken down into groupings.  Although you will likely use very few in the beginning, this PDF has a complete listing of all the commands on each Ribbon in Word 2010.  Scan through the text and pay particular attention to pages 1, 5, 17, and 18, as those are the tools we will be using in this class.
       
      Studying this resource should take approximately 15 minutes.
       
      Terms of Use: Please respect the copyright and terms of use displayed on the webpage above.

  • 1.3 Unit 1 Assessment  
  • Unit 2: Creating a Block Style Business Letter  

    There are many styles of business letters.  Often the office manager will manage styles.  In this unit, you will learn the basic block style business letter used in many offices.  Pay particular attention to spacing, as it is an important component of this style.
     
    In the newer versions of MS Word (both 2007 & 2010), theNormal style, which is the default when you open the program, automatically creates a space after each paragraph.  We do not want to allow the computer to automatically format this spacing as it is not set at proper spacing for a business letter.  The spacing with Normal Style is meant for on-screen spacing, not printed documents.  You will always use the No Spacing style when creating letters for this unit.  This will be shown in the video below (sub-subunit 2.1.3).
     
    We will also discuss non-printing characters.  These are on-screen characters that are viewed when the Show/Hide button (¶) is enabled (in the Paragraph grouping on the Home ribbon).  These characters do not print.  They allow a “background” view of the document to see if correct spacing and other formatting techniques were used.  Here is a list of three non-printing characters you will see and use in the following two units:
     
       means the ENTER key was used.
    ·     shows each time the Space Bar was used.
    -->  shows each time the TAB key was used.
     
    These non-printing characters will be displayed in the example documents in this unit that you can print out and keep close, but they will not actually show on a printed document that you create.

    Unit 2 Time Advisory   show close
    Unit 2 Learning Outcomes   show close
  • 2.1 Parts of a Business Letter  
  • 2.1.1 Example of a Business Letter without Letterhead  
  • 2.1.2 Example of a Business Letter with Letterhead  
  • 2.1.3 Creating a Business Letter  
  • 2.2 Create a Block Style Business Letter on Your Own  
    • Activity: The Saylor Foundation’s “Practice Business Letter”

      Link: The Saylor Foundation’s “Practice Business Letter” (DOC)
       
      Instructions: Please click on the link above to download the Microsoft Word document.  Use the checklist below to help you create a block style business letter.  Most, but not all, of the text has already been typed, but formatting needs to be addressed.  Save and print the document when you are finished and compare it to the answer key in subunit 2.4.  Try not to look at the answer key until after you have attempted it on your own first.

      Please review the following checklist when creating the business letter:

      • Was there letterhead?  If not, is the return address properly formatted at the top?
      • Is the date included?
      • Is the inside address properly formatted?
      • Is there a greeting line?
      • Is the body of the letter left-aligned with a blank space between paragraphs?
      • Is there enough space for a signature?
      • Are the typist’s initials included?
      • Are there enclosures that need to be noted and the work enclosure included?
      • Is a copy of this going to another person so a CC needs to be included? 
      Creating this letter should take approximately 20 minutes.

  • 2.2.1 Recreate Another Block Style Business Letter  
    • Activity: University of Wisconsin Writing Center’s The Writer’s Handbook: “The Block Form”

      Link: University of Wisconsin Writing Center’s The Writer’s Handbook: “The Block Form” (HTML)
       
      Instructions: Click on the link above and review this block style letter.  Try to recreate the letter in your own word processing program.  For additional practice, you can use a letter that you have received in the mail and recreate it in block style.
       
      Creating this letter should take approximately 20 minutes.
       
      Terms of Use: Please respect the copyright and terms of use displayed on the webpage above. 

  • 2.3 Other Business Letter Styles  

    The resources below for subunits 2.3.1 and 2.3.2 examine the modified block style and the indented form.  The modified block style is favored by legal offices.  Keep in mind the various parts of a business letter that you learned about in subunits 2.1.1 and 2.1.2.  Compare how each style formats different parts of the letter.

  • 2.3.1 Modified Block Style Letter  
  • 2.3.2 Indented Form Letter  
    • Reading: University of Wisconsin Writing Center’s The Writer’s Handbook: “Business Letters: Indented Form”

      Link: University of Wisconsin Writing Center’s The Writer’s Handbook: “Business Letters: Indented Form” (HTML)
       
      Instructions: Please click on the link above and study this example of an indented form business letter.  Note that the only difference between the indented form shown here and the modified block form is that the first line of each new paragraph in the body of the letter is indented by hitting the tab key once to start the paragraph.  You may also find some offices use the indented form in conjunction with a block style business letter.
       
      Reviewing this resource should take approximately 5 minutes.
       
      Terms of Use: Please respect the copyright and terms of use displayed on the webpage above. 

  • 2.4 Answer Key to Business Letter Activity  
  • 2.5 Unit 2 Assessment  
  • Unit 3: Creating a Block Style Business Memo  

    Businesses use many styles of business memos and templates.  In this unit we will look at a basic block style business memo.  Of course, you are encouraged to investigate other memo templates in your own word processing program.
     
    You will use font “styles” such as bold, italicize, and underline to emphasize text.  This unit will also highlight the use of borders as a visual break between sections of a memo.
     
    Iit may be more likely in a memo that a “CC” will need to be included.  CC means Carbon Copy and refers to an old practice where a piece of carbon paper is put between two pieces of paper while a document is written to create a copy of the document.  Nowadays, to CC someone means to send a copy of the original document to that person.  Today, a CC is most commonly used with email.  This unit will explain the use of CC in memos. 

    Unit 3 Time Advisory   show close
    Unit 3 Learning Outcomes   show close
  • 3.1 Parts of a Memo  
  • 3.2 Create a Block Style Business Memo on Your Own  
    • Lecture: The Saylor Foundation’s “Creating a Block Style Business Memo”

      Link: The Saylor Foundation’s “Creating a Block Style Business Memo” (YouTube)
       
      Instructions: Please click on the link above and watch the entire 15 minute lecture, remembering to pause to compare what is on-screen to your own word processing program.
       
      Watching this lecture should take approximately 15 minutes.

    • Activity: The Saylor Foundation’s “Practice Business Memo”

      Link: The Saylor Foundation’s “Practice Business Memo” (DOC)
       
      Instructions: Please click on the link above to download the Microsoft Word document.  Use the checklist below to help you create a block style business memo.  Most of the memo has been typed for you, but the formatting needs to be corrected.  Save and print the document when you are finished and compare it to the answer key in subunit 3.3.  Try not to look at the answer key until after you have attempted it on your own first.

      Please review the following checklist when creating a business memo:

      • Is the word MEMO centered on the top with a space underneath?
      • Are the heading words to, from, date, and subject capitalized and bolded, but not the information following the heading words?
      • Was the TAB key used to line up all information after the heading words?
      • Is the spacing correct?
      • Is there a line separating the top heading information from the body of the text?
      • Are the typist’s initials there? 
      Creating this memo should take approximately 15 minutes.

    • Activity: University of Northern Iowa College of Business Administration’s “Business Communication Memorandum”

      Link: University of Northern Iowa College of Business Administration’s “Business Communication Memorandum” (HTML)
       
      Instructions: Please click on the link above and study this business memo.  Using the memo, try to recreate the heading and the first two paragraphs of the block style business memo in your own word processing program.
       
      Creating this memo should take approximately 15 minutes.

  • 3.3 Answer Key to Business Memo  
  • 3.4 Going beyond the Basics  

    Are you ready to learn a few more skills?  Remember to stay flexible in your thinking, and keep in mind that every word processing program has the same commands if you dig in and learn where to find them and how to use them.

    • Web Media: Goodwill Community Foundation’s “Microsoft Office”

      Link: Goodwill Community Foundation’s “Microsoft Office” (HTML)
       
      Instructions: Please note that this resource is optional, but it will be useful if you want to learn more about Microsoft Word.  Please click on the link above, find your version of the Microsoft Office Suite, and click on the Word link.  Explore several of the links, especially the Word Basics and Introductory features.  Then try these skills out on your own word processing program.
       
      Exploring these resources should take approximately 15 minutes.
       
      Terms of Use: Please respect the copyright and terms of use displayed on the webpage above.

  • 3.5 Unit 3 Assessment  
  • Final Exam