COMPUTER STUDIES
NOTES
FORM 2
Editing
Editing means making necessary changes to your weather report. The more you read your report, the
more you may find that you need to make necessary changes to make it more focused.
Paragraph Formatting
1. Alignment
2. Indenting
3. Bullets and Numbering
Page Formatting
Page Layout
From file menu, chose page set up. The page set up dialogue box appears. Click on the layout tab. From
the vertical alignment tab, select the alignment required then click ok
Columns
Highlight the text to which you want to create columns. From the format menu, click columns. The
columns dialogue box appears. In the columns dialogue box, select the number of columns. In the width
and spacing boxes, specify the column width an space between columns. Click OK.
Headers
Headers, footers and page numbers are easily used to navigate a document. Headers are found at the
top of every page while footers are found at the bottom. To insert headers and footers: Click on headers
and footers from the view menu. In the text boxes that appear, type text in the top box to represent a
header and text in the lower box to represent a footer. Practice inserting page numbers by clicking on the
insert menu and choosing appropriate options.
Margins
To set up Margins, click the file menu then page set up. The page set up dialogue box appears. Click
margins tab. Enter the values for the left, right, top and bottom margins in the respective boxes. lick OK.
Orientations
To select orientation, from file menu, choose page set up. Click the paper size tab. From the dialogue
box, select the orientation required then click ok.
Paper Size
From the file menu, click page set up.In the page set up dialogue box, click the paper size tab .Select the
size of paper require from the paper size list. Click ok
Using find and replace feature
Aim: To replace the text "weather Instruments" with "weather apparatus" in the weather report
1. To find the text, "weather Instruments"
Activate the Find and Replace dialog
Key in the text "weather instruments" in the find what box.
Select the option you want from Reading Highlight Click on OK button.
2. To replace "weather Instruments" with "weather apparatus"
Key in weather apparatus in the 'replace with' box.
Select replace or replace all option
A dialog box with the number of replacements done will appear.
Press OK
Proof - Reading
Spelling and Grammar Checking
To check spelling and grammar,
1. Click tools menu
2. Click on spelling and grammar on the drop down menu.
In the spellings and grammar dialogue box that appears, check the highlight words and replace with the
correct words in the lower pane of the dialogue box by choosing one of the following buttons:
Change: To correct only the highlighted incorrect word.
Change All: To correct all the occurrences of the misspelled word.
Ignore : To retain the highlighted and continue.
Ignore all: To retain all the occurrences of the same word.
Lastly, click add to add the word into the custom dictionary.
Thesaurus
Using the Thesaurus helps you to add precision and variety to your writing. The Microsoft Word
Thesaurus provides synonyms (words with a similar meaning) and sometimes antonyms (words with an
opposite meaning) for a particular word. It also provides lists of related words and different forms of the
selected word.
For example, to find an alternative to the word 'teach', select 'teach'. Click the tools menu and chose
'language' then select 'thesaurus'. The thesaurus dialogue box appears with alternative word to 'teach'.
Auto correct
To apply auto correct to your document, click the tools menu then Auto correct. Practice using auto
correct feature by applying options available
Undo and Redo
Inserting Weather Forecasting Pictures
Misplaced audio
Insert Pictures that show Weather Forecasting after the Paragraph about Weather Forecasting.
Selecting a Cover for your Report
Click on ‘insert button’ and choose ‘motion’ as the design of your cover.
Right the title of your report and date for the cover
Mail Merge
Mail merge is a very useful tool in MS word. Its used to address a document to multiple recipients without
need for retyping . The three main components of mail merge are:
Main document or primary document
Address list
The merged document
Creating the Main document :
Creating the Address list:
Creating the Merged document:
steps
Go to mailings on the menu and select insert merge field.
Place the merge fields on the document
Go to mailings on the menu and select finish and merge.
Choose the merging option i.e. individual document, printer or email
Printing
Printing is necessary in order to produce hard copies of a document. To print a document in MS word
environment.
Steps
1. Go to file on the menu bar
2. Select print from the drop down menu
3. Preview your print out to check any layout errors
4. On the print dialog select the various options available i.e. copies, pages.
5. Select OK to print .
Nb: This is possible if the printer was already set up .
Types of Publishing Software
There are two main DTP software specifically developed to create different layout designs for text and
pictures. The two main classifications are PageMaker and Ms Publisher.
Adobe Page Maker
Publisher
CorelDraw
InDesign
Scribus
Layout design
With a desktop publisher, you can design a page layout by setting consistent picture and object locations,
dividing the page in a number of columns and creating layers. A layer can be viewed as an arrangement
of objects on top of each other with the one on top being in the first layer. For instance, text can be on one
layer while graphical objects on another. Therefore the text layer can be manipulated separate from the
graphical object layer. For example, text moves separate from the object. In addition, you can make the
graphical layer transparent in order to make the text in a layer behind the object visible.
Manipulating text using the toolbox
Creating a publication from scratch
When creating a publication from scratch, you make basic design decisions in the Document Setup dialog
box, which opens automatically when you choose File > New. For example, you can specify page size
and the placement of page margins.
In PageMaker for Windows, you can also specify a printer so that PageMaker composes the publication
accordingly.
The number of publications you can have open at once is limited by the amount of memory available.
To start a publication from scratch:
1. Start PageMaker, and choose File > New.
2. Specify options in the Document Setup dialog box, and then click OK.
Specify page layout details--number of text columns, page-numbering scheme, and the basic design of
the publication--in the publication itself.
Editing a publication
Moving and resizing text objects
After you add text, you can adjust the size, shape, or location of text objects without affecting the order of
text in the story or its formatting. In addition, you can combine text objects from different stories or break
threaded text into separate text objects and stories.
To move a text object:
1. Position the pointer tool anywhere inside the text object and hold down the mouse button.
2. When the pointer changes, drag the text object to a new position.
If you click a text object and then pause slightly before dragging, you'll see the text as you move it,
making it easy to position it accurately (left). Otherwise, you'll see the outline of the text object as you
drag (right).
To resize a text object:
With the text object selected, click the pointer tool on a corner handle (for a text block) or any selection
handle (for a text frame) and drag to resize the text object.
To break threaded text into a separate, unthreaded story:
Use the text tool to select the text to be separated from the story, and choose Edit > Cut.
Click an insertion point outside an existing text object to create a new text block, or click in an empty
unthreaded frame, and choose Edit > Paste. The pasted text appears, but it is no longer threaded to the
original story.
If the text you want to separate is in its own text frame with no other text, select the frame and choose
Element > Frame > Break Threads. This does not break the flow in the remaining text frames in that
thread.
Formatting a publication A
