Graded Project

Microsoft Word

INTRODUCTION 1

CREATE AND EDIT A COVER LETTER 1

CREATE A FACT SHEET ABOUT WORD 2010 7

USE A FLIER TO GENERATE PUBLICITY 12

DESIGN A REGISTRATION FORM 16

REVIEW YOUR WORK AND SEND IT TO

THE SCHOOL 17

INSPECT YOUR COMPLETED FILES 17

PREPARE YOUR FILES FOR SUBMISSION 18

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INTRODUCTION

Now that you’ve learned how to use Microsoft Word, it’s timeto put your skills into practice. You’ll use many of the con-cepts and techniques featured in your studies to completethis project, which your instructor will grade.

This project involves a case study based on a fictional firm.You’ll assume the role of a director of training (Jo Bill)responsible for creating promotional literature for the firm,named Learn-2-Compute, Inc. The promotional documentswill be mailed to a potential customer of the firm. The cus-tomer is being personally invited to a training seminar on thenew features of Word 2010.

For this project, you’ll complete four sections of the promo-tional literature package. The sections consist of a cover letter introducing the firm and inviting the potential cus-tomer to the training session, a fact sheet highlighting thenew features of Word 2010, a flier promoting the training,and a registration form. Detailed instructions for completingand editing the promotional items follow.

CREATE AND EDIT A COVERLETTER

1. Open a new document and save it with a new name.

• Open Word and start a new document. The goal ofthis project is to make you thoroughly familiar withhow to plan and format a letter from scratch. Note,however, that various templates are available inWord for generating already formatted business documents. After the project, feel free to explore the templates.

• Save the new document as cover letter.

Microsoft Word

Microsoft Word

• Remember to save the document periodically as youwork on it. You can set Word’s AutoRecover featurefor a short cycle. This doesn’t take the place of saving the document yourself, so consider alsogetting into the habit of pressing Ctrl + S to saveyour work whenever you pause while typing.

2. Click on the Show/Hide ¶ button on the main toolbarto display the hard returns in your document.

3. Set the paragraph style (font), line spacing, and marginsfor the entire document, as follows:

• From the Font group, select Times New Romanfont. If you don’t have this font, you may choose asimilar font. Select Automatic (black) for the Fontcolor. Select a 12 point size.

• From the Paragraph group, click the Line Spacingbutton and select 1.0.

• From the Page Layout tab, click Margins and selectNormal for 1" margins (Figure 1).

4. Now type the text in Figure 2 as the promotional package’s cover letter.

5. Insert the current date at the top on the left edge of the page.

• You’ll insert the date as a field that will update auto-matically. First highlight and delete the current dateof the letter. From the Insert tab, click Date andTime. Choose the Month, Date, Year format, thethird selection. Make sure Update Automatically ischecked (Figure 3). Click OK. The Date and Timedialog box will reflect your system’s current date.

6. Emphasize key text with special formatting.

• Convert the list of new features into a bulleted list.Place a hard return after the colon following theword “include” in the first paragraph. Delete thespace and the colon. Also place a hard return aftereach item separated by a comma. Delete the com-mas, the word “and,” and the period after “Word.”

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Capitalize the first word of every bullet item. Thenhighlight the list—beginning with “Microsoft” andending with “Word”—and click on the Bullet buttonon the Home tab. Select the option for round, blackbullets (Figure 4) from the Bullet drop-down listarrow, if it’s not already selected.

• Change the “TM” after “Backstage” to a superscript tocreate the trademark symbol.

• Make every mention of the company name, LEARN-2-COMPUTE, Inc., into bold and italic. Try using Word’sNavigation feature to search for the phrase through-out the document.

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FIGURE 1—You can increase ordecrease the size of a margin.

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(current date)

Jane LoomisDirector, Human ResourcesSmith, Jones & Brown, Inc.346 Parkway DriveBlue Smoke, ID 83300

Dear Ms. Loomis:

Whether your employees are novices or seasoned professionals at word processing, thenew Word 2010 offers features to improve productivity, professionalism, and perform-ance in your organization. A few of these new features include: Microsoft OfficeBackstageTM view that lets you access important document tools and information all inone place, the ability to customize the Ribbon, new artistic effects, and a screenshot fea-ture you can use right within Word.

For more details on the features of Word 2010, refer to the enclosed fact sheet.

LEARN-2-COMPUTE, INC., a training company in Idaho with a ten-year track record,offers one-day seminars in the new features of Word 2010. A series of these training ses-sions will be held in the conference room at the Blue Smoke Shilo Inn the week ofNovember 10. Now is the time to start planning for your employees to attend.

To alert your employees to the new features of Word 2010 and to this unique hands-ontraining, I am enclosing fifteen copies of a flier that you can distribute. I have alsoenclosed fifteen registration forms so you can pre-register anyone who is interested.Space is limited to fifteen people in each daylong session, so get your registrations inearly! The cost is only $175 per participant.

If I can provide you with more details or information, please call me at our LEARN-2-COMPUTE, INC. main office: 1-888-444-3467, ext. 4471.

Sincerely,

Jo BillDirector of Training

FIGURE 2—Cover Letter

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FIGURE 3—Select how thedate will appear in yourdocument.

FIGURE 4—Select the bullet type.

When reformatted, the bulleted list in the letter should lookas follows:

7. Adjust wording.

• After reviewing your on-screen document, you decidethat you prefer the word “seminar” to “session” or“sessions.” Use Word’s Find/Replace feature tosearch for every instance of “session” or “sessions,”and replace with the word “seminar” or “seminars”(Figure 5).

8. Adjust the closing to leave more room for the signature.

• You should have four hard returns after the word“Sincerely.”

9. Check the spelling and grammar, and make any appropriate corrections.

Microsoft Word6

Whether your employees are novices or seasoned professionals at word processing, thenew Word 2010 offers features to improve productivity, professionalism, and perform-ance in your organization. A few of these new features include

• Microsoft Office Backstage™ view that lets you access important document toolsand information all in one place

• The ability to customize the Ribbon

• New artistic effects

• A screenshot feature you can use right within Word

For more details on the features of Word 2010, refer to the enclosed fact sheet.

FIGURE 5—Word’s Find and Replace Feature

Graded Project

10. After some time has passed, proofread the entire docu-ment. Inspect the overall layout, and try to spot and correct any errors that Word’s grammar checker mayhave missed.

CREATE A FACT SHEET ABOUTWORD 20101. Create a new document and name the document fact

sheet.

2. Type in the text from Figure 6. Note that each system isdifferent, so your document may appear slightly differ-ent. Type the entire document in Times New Roman, 12point. Be sure to save your work frequently.

3. Select the first two lines and format them as the title ofthe fact sheet.

• From the Home tab, click Title in the Styles Group.

• The first line should be italic and the second lineshould be regular. Both lines should be in bold.

• Center the title from the Paragraph group.

4. Alter the border. From the Borders and Shading dialogbox, change the line to a thick line enclosed between twothin lines, change the color to black, and click both thetop and bottom line borders (Figure 7).

• Display the Borders and Shading dialog box andclick on the Down arrow beside the Line Style box toselect a border composed of a thick line enclosedbetween two thin lines (Figure 7). Make sure the LineWeight is 3. Use the Border button to select a topand bottom border only.

• After setting your border choices, the heading shouldlook like the heading shown in Figure 8.

• Select Shapes from the Insert tab and choose asymbol from the Shapes collection. We chose thefour-point star. You’ll need to resize the symbol youchoose to fit between the borders. Repeat the processto insert a matching symbol (Figure 9).

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Microsoft Word8

FIGURE 6—Fact Sheet

New in Word 2010

Fact Sheet

New Backstage View

The new Microsoft Office BackstageTM view lets you save, share, print, and publish your doc-

uments in one place. You can also view important document information, such as author, date

of creation, and word count. The File button to access Backstage view replaces the Office but-

ton in Word 2010 and the File menu from previous versions of Word.

Customizing the Ribbon

In Word 2010, you now have the ability to customize the Ribbon to how you use Word most

often. You can add features you access most often and delete those you rarely or never use to

make Word work best for you.

Artistic Effects

Word 2010 includes new picture-editing tools and effects, such as color saturation, and

improved tools, such as cropping and image correction. You can also easily apply special for-

matting effects, such as shadow and bevel, to your text.

Insert Screenshots

A useful new feature in Word 2010 is the ability to insert screenshots right within Word simply

by clicking on the Ribbon. The Screenshot feature allows you to quickly view available

screens that you can insert into your Word document.

To learn these new features, attend a one-day training seminar the week of November 10. For

complete details and registration materials, call Jo Bill at 1-888-555-3467, ext. 4471.

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FIGURE 7—The Borders and Shading toolbar lets you choose border styles.Remember to click both the top and bottom borders.

FIGURE 8—Top and Bottom Heading Border

5. Apply the Heading 1 style to the lines beginning with NewBackstage View, Customizing the Ribbon, Artistic Effects,and Insert Screenshots.After formatting the first line, you can use the FormatPainter feature on the other lines. Delete extra linesbetween headings and normal text.

6. Format the descriptive text beneath the headings withthe Normal Style.

7. Format the last two lines of text as Calibri (Body), 12 point, bold, and black. Use center alignment for these lines.

8. Check the spelling and grammar, and make anyappropriate corrections.

9. After some time has passed, proofread the entire docu-ment so far. Inspect the overall layout, and try to spotand correct any errors that you may have overlooked previously (Figure 10).

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FIGURE 9—Position the symbol on either end of the heading.

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FIGURE 10—Your document should look like this.

Microsoft Word

USE A FLIER TO GENERATEPUBLICITY

1. Enter the text for the flier from Figure 11. Type the document in Normal Style, and single spaced. Save thedocument as flier.

2. Create a special heading.Insert five hard returns between the first line of text“Learn What’s New in Word 2010” and the second line“Attend a daylong. . . .”

Use WordArt to create the heading. First, delete the first lineof text. Then, click WordArt from the Insert tab. Choose theWordArt style in the top row, second column from the left(Figure 12). When the WordArt text box appears, move thetext box so that it’s centered and approximately 1½ inchesfrom the top of the page. Set the font as 28-point Arial.

3. Emphasize key information with special formatting.

• Format the next two lines, beginning with Attend a

daylong . . . and ending with new features, and setthe font at 18 point. Insert a hard return after “newfeatures.”

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FIGURE 11—Text for the Flier

Learn What’s New in Word 2010

Attend a daylong, hands-on workshop conducted by LEARN-2-COMPUTE, Inc.

Workshop covers these new features: Microsoft Office BackstageTM view, cus-

tomizing the Ribbon, new artistic effects, and a screenshot feature you can use

right within Word.

To learn these new features, attend a one-day training seminar the week of

November 10. All workshops conducted in the conference room at the Blue

Smoke Shilo Inn.

For complete details and registration materials, call Jo Bill at 1-888-555-3467,

ext. 4471.

• Convert the list of features of the workshop to a bul-leted list. In the Bullets list, choose the four-small-diamond design (Figure 13). Format the text of thelist at 16 point, bold. Change the spacing to 2.0.

• Insert three hard returns before the last three linesof text on the flier.

Format the remaining text at 16 point, bold, italic. Centeralign the text.

4. Insert text into a table format.

• Place the cursor in front of the word “To” in the firstline. From the Insert tab, click Table, then InsertTable. Change the number of columns and rows to 1(Figure 14). A 1 × 1 table should now appear abovethe text you selected.

• Cut and paste the lines of text inside the table. Youmay need to add a hard return to center the text.

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FIGURE 12—Choose the WordArt in the top row, second from left.

5. Insert Clip Art.Select Clip Art from the Insert menu and choose an appropriate image. Figure 15shows the image we chose. Use the Picture tools to insert, resize, and position the image to the right of the bulleted list.Note: Please see pages 35 and 36 of theMicrosoft Word study unit if you’re having trouble moving the Clip Art.

6. Save your work, making sure the flier fitson one page.

7. Check the spelling and grammar, andmake any appropriate corrections.

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FIGURE 14—The Insert Table dialog boxallows you to customize the size of the table.

FIGURE 13—Use the Bullets feature toenhance your bulleted list.

8. After some time has passed, proofread the entire docu-ment so far. Inspect the overall layout, and try to spotand correct any errors that you may have overlookedpreviously.

Graded Project 15

FIGURE 15—Insert an image to the right of the bulleted list.

DESIGN A REGISTRATION FORM

1. Prepare to enter text on a new page by inserting a pagebreak at the end of the flier you created.

2. Create a table to organize the registration form.

• On the new page, insert a table consisting of fivecolumns and seven rows.

• Select the first row of the table. Under the TableTools layout tab, click on Merge Cells. The cell borders will disappear, leaving one long row. UsingFigure 16 as your guide, continue adjusting andmerging the cells to form the remainder of the form.

3. Enter the text into the form as it appears in Figure 16.

You may need to adjust the size of the cells to create avisually pleasing as well as useful form.

4. Check the spelling and grammar, and make any appropriate corrections.

5. After some time has passed, proofread the entire document. Inspect the overall layout, and try to spot and correct any errors that you may have overlookedpreviously.

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FIGURE 16—The Completed Registration Form

REVIEW YOUR WORK AND SENDIT TO THE SCHOOL

Congratulations! Now that you completed the Word 2010project, you’re ready to apply all you learned about word processing in your own enterprises. All you have left to dowith the project is to review your completed work one lasttime and send it to the school for grading.

INSPECT YOUR COMPLETED FILES

1. Proofread your work.

• If you have a printer, check a hard copy of your workfor errors. If you don’t have a printer, you should stillcheck your work carefully by reviewing it line-by-lineon your computer screen.

• Your project grade will be based on the accuracywith which you entered and edited the information.Make sure your final document is free of errors, and that you closely followed the instructions for any changes.

2. Check the layout.

• Check that all bullets, margins, and any special formatting are laid out correctly. Depending on theproperties of your printer, you may need to makeadjustments in spacing or pagination to fit the document neatly on a printout.

• Even if your computer isn’t connected to a printer,you can still inspect your work using Print Previewfrom the File button.

Graded Project 17

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PREPARE YOUR FILES FORSUBMISSION

Follow this procedure to submit your project online:

1. Log on to the Penn Foster Web site and go to “My Courses.”

2. Click on Take Exam next to Microsoft Word.

3. Attach your file or files as follows:

a. Click on the Browse box.

b. Locate the file you wish to attach.

c. Double-click on the file.

d. Click on Upload File.

e. If you have more than one file to attach, click on the Browse box again, and repeat steps b, c,and d for each file.

4. Enter your e-mail address in the box provided. (Note:

This information is required for online submission.)

5. If you wish to tell your instructor anything specificregarding this assignment, enter it in the Message box.

6. Click on Submit File.

Be sure to send three files: the cover letter, the fact sheet,and the flier.

Your instructor will grade your project according to the following guidelines.

Creating and editing the cover letter 20 points _____

Creating the fact sheet about Word 2010 30 points _____

Creating the publicity flier 25 points _____Designing the registration form 25 points _____

Total _____