Revision Guide

Revision Guide

1. formatting word

   • Word has lots of excellent formatting tools, but most aren’t used correctly During this lesson we will: Learn how to use the more advanced formatting tools in Word to create professional looking documents. Apply these tools to an unformatted document
     • tips: If you need a new page, press Ctrl+Enter If you want to align something in the middle or right of the page, use the align buttons on the home toolbar:
   • Headings: Most documents we make in Word are split into sections. Each section will have a title. We usually format each title using the formatting tools. This is BAD.
   • A much better way to do it is to use the Styles section of the Home ribbon. Doing this makes sure the style of headings is always consistent. Try it now – Write some text on a Word document and set it to Heading 1 or Heading 2
   • After setting your headings, you can change the style of them with the designs ribbon: It’s possible to create your own designs, but the built in ones look very professional.
   • If you’ve used the Heading 1, Heading 2 and Heading 3 styles, Word can create a contents page for you. Click the References ribbon to make a contents page.
     • You can add a professional cover page easily by clicking here on the insert ribbon: Try adding one now – it will match your colour scheme and you can change the text as needed
   • Header and footer:A header and footer is something that appears automatically on every page It can contain a page number that changes automatically Insert your header and footer from the insert toolbar. Page numbers can be inserted here too:

2. Mail Merge

   • what is Mail merge?
     • Imagine the school needs to send letters to every Y7 student to tell parents what their new maths groups are. There are 200 students in Y7 – how is this done? Does somebody write 200 individual letters? Make 200 copies and alter them all? The method used is called Mail Merge – it’s a very useful feature of Word that allows the same letter to be adapted automatically from a list of data.
   • Recipient List:
     • In order to perform a mail merge, a recipient list is needed. This a table that contains all the information that needs to change in the letters
   • Document Template:
     • You also need the document which is going to be mail merged. Since parts of it will be replaced by the information in the recipient list, you can leave gaps where things like the name and address will go.
   • Step 1: Create Recipient List
     • The recipient list can be created in Word or Excel. It needs to be a table with headings along the top row, like the examples. Save this file with a suitable filename
   • Step 2: Create the document
     • The document template is the main document, which is going to have the data from the recipient list inserted. Write the letter leaving a placeholder where the merged data will go. You can use the example here, or write your own letter.
   • Step 3: Perform the merge
     • With both the documents saved (the recipient list and the document), we can perform the merge.
   • Step 3a: Select the recipient list
     • Click on “Select Recipients” in the “Mailings” ribbon, then choose “Use an Existing List” and find the recipients list file that you saved earlier
   • Step 3b: Insert Merge Fields
     • Use the Insert Merge Field menu to insert the parent’s name at this position in the letter.
   • Step 3c: Preview and Merge
     • Know you can view the letter with its individual information

3. Professional power point presentations

   • A slide should have a maximum of 5 Bullet points
     • each of these should be one or two lines MAXIMUM
     • summarise on the screen, but explain in detail when talking
   • at the bottom of the power point screen the presentator can make there own notes unseen to the audience (called Notes)
     • this is useful when you need a scrip or back up information
   • Rule one:
     • never put all the information on the screen (you tell them)
   • Rule two:
     • don't over use animation, only when you feel like it need's it use it
   • Rule three:
     • get rid of any information on slides that aren't useful
   • rule Four:
     • make sure you background and foreground are different colours one light the other dark
   • Rule Five:
     • use the slide formats created for you
   • Rule six:
     • use the layout tool to make sure every thing is spaced out correctly

4. Informaton coppied and pasted from the power points

5. Interactive presentations

   • Triggered Animations
     • these animations only take place when a certain item is clicked on the slide
   • Hyperlinks
     • Hyperlinks are used to move between slides (by clicking on text, shapes, images.
   • Kiosk Mode
     • is a special way of saving it to disable the key board