Directorate: Curriculum FET SUBJECT / GRADE COMPUTER APPLICATIONS TECHNOLOGY – GRADE 11
TERM 1 Week 5 (4 Hours)
TOPIC WORD PROCESSING: FILE MANAGEMENT, INPUT DATA, EDITING, PAGE AND DOCUMENT LAYOUT AIM OF LESSON At the end of this lesson, learners should be able to:
• Understand how a file managing application is used
o Print a document, Use different print options, Print to PDF, Share a document via email or cloud
• Input data from other file formats o text files, csv, rtf, tables
• Editing a document using
o Paste Special, Find and Replace
• Page and Document Layout
o Section breaks, Headers and footers date, path and filename o Page numbers:
o Different first page, odd, even, starting from a specific number, cover pages
RESOURCES Paper based resources Digital resources
Gr 10 DBE Practical Textbook: 1, 2, 3 en 4 (p. 1 – 43) (use your school textbook
that refers to the sections above.
Links on the WCED ePortal:
Practical Book: https://wcedeportal.co.za/eresource/88116 QR CODES and links to videos
File management is all about organising, deleting unnecessary files and folders as well as sorting files and folders. In Grade 10, you learned how to:
• restore • move files and folders
• view files and folders • different file types.
INTRODUCTION • Grade 10 skills
The following activity will refresh your memory of the work you learned in Grade 10
1. Briefly explain what folders (directories) are and their role in file management.
2. What does the figure below show an example of?
C:\School\CAT\Assignment1.docx 3. What does the C:\ refer to?
4. Draw a diagram to indicate the following folders and subfolders in a structure (use these names to create folders and subfolders): a. You have files for school, gaming (World of Warcraft and DotA), music, other (Random files) and personal.
5. Describe how the files on a computer can be organised to make it easier to find the appropriate files.
6. Fill in the following table based on these file paths:
a. c:\Games\WorldofWarcraft\WoW.exe b. e:\Videos\Comedy\Game night.mp4 c. c:\Program Files (x86)\Calculator.exe
7. Match the term in Column A with the correct description in Column B.
8. List ONE difference between a .txt and .docx file.
Doen Aktiwiteit 1.1 (p. 7)
1. On your desktop, open the word processing document 1Areas.doc. Minimise the document by selecting the flat line in the right-hand corner.
2. Also open the document 1Artists.doc and then minimise the window.
3. Now open a new word processing document and keep it on your desktop.
4. You can switch between the documents by selecting the one you want to view on the taskbar, one at a time.
5. You can also open all of them on your desktop and resize them as you need. Select the middle button to resize the windows from full page to resize the window.
6. Close all the documents without saving.
File Management FILE MANAGEMENT: Print options done in grade 10 In a word document: Click on the
Step 1: File Menu next to the Home Tab Step 2: The Pull down menu appear. Select Print
FILE MANAGEMENT: Advanced printing options:
Step 1: Click on the File Menu next to the Home Tab
Step 2: Pull down menu appear with the following advanced options:
How to open other text formats in Word
Notice how many file formats Word can open with its (hidden) built-in conversion utility.
1. Select File > Open
2. Click the down arrow beside the File Types list box (above the Open and Cancel buttons) 3. Select All Files from the list, and Word displays a long list of conversion-compatible file formats.
Note: The first line on the All Files list says “All Word Documents,” which are NOT All Word documents but, in fact, all
documents that can be opened with Word’s (behind the scenes) conversion utility, such as HTML, HTM, XML, ODT, PDF, and several more.
For example, if you save your Word document as a webpage (File > Save as Web Page), Word uses its (hidden) conversion program to automatically convert your document page to an HTML webpage, and vice versa.
4. Choose a format from the drop-down list—for our example, we’ll choose Text Files (TXT).
5. Navigate to the appropriate folder. Word displays a list of all the .TXT files available in the target folder.
6. Select the applicable file and click Open.
7. If the text encoding is questionable, Word displays a dialog that asks you to choose the correct one (such as Windows Default). Click the appropriate button, then click OK, and the text file opens.
INPUT DATA: How to open an Excel spreadsheet in Word
• The easiest way to get a spreadsheet into Word is to highlight the data in a spreadsheet, then copy and paste it in at your cursor’s location.
• Another (more complicated way) is to position your cursor inside the Word document where you want the Excel spreadsheet to drop in. complete the following steps:
The file will now appear in your Word document.
How To edit an embedded file:
1. Double-click the file.
2. A spreadsheet containing the source data will appear.
3. Edit and Save the chart in Excel.
Editing a Document: Copy and Paste Special in Word Step 1
Paste Special appears under the Paste icon.
• Copy any data, text or photo. Then
• From the Home tab click on the
• Paste down arrow and the
• Paste Special option.
Step 2
Paste Special dialogue box displays the available options Select the paste option html format If you copied part of a Web page.
Example
NOTE: Once you have embedded a file, be careful not to delete or move the original Excel file. If the location of either the Word document or the Excel file changes, you may have to embed the file again in order for it to display it correctly
Editing a document: Paste Special: – Embedding an Excel Object in Word 1. Copy content of the Months_Total.xls (do not close the application) 2. Use the “Paste Special” down arrow in a new Word document
3. Paste as a Microsoft Excel Worksheet Object as depicted in the screenshot below
The data will appear as follows When double clicked, the data changed to an EMBEDDED VERSION OF EXCEL
Month Total
January 14
February 19
March 21
April 15
May 9
June 17
July 12
August 19
To stop working in the embedded version of Excel,
just click on the outside of the table.
In the embedded version of Excel you can basically do everything else you’ve come to expect from Excel.
Example:
• use and edit formulas,
• apply conditional formatting,
• add rows and columns,
sort and filter data,Editing a document: Paste Special” Option: Paste Link Guided Activity
1. Copy content of the Months_Total.xls 2. (do not close the application)
3. Use the “Paste Special” down arrow in a new Word document 4. Paste as a Microsoft Excel Worksheet Object as depicted in
screenshot below
Find and Replace
The data will appear as follows:
In Word When changed in Excel (to 10) The data will automatically update in Word
Month Total
January 14
February 19
March 21
April 15
May 9
June 17
July 12
August 19
Editing a Document: Find and Replace
When you're working with longer documents, it can be difficult and time consuming to locate a specific word or phrase. Word can automatically search your document using the Find feature, and it allows you to quickly change words or phrases using Replace.
Step 1
From the Home tab, click the Replace command.
You can also press Ctrl+H on your keyboard.
Step 2
The Find and Replace dialog box will appear.
Step 3
Type the text you want to find in the Find what: field.
Step 4
Type the text you want to replace it with in the Replace with: field, then click Find Next
Page and Document Layout: Section breaks
Word uses Section Breaks to divide the document in sections. Within sections, it is possible to vary the layout of the document. For example,
• one section can have page numbering in Roman numerals, while
• another section can use Arabic numbers.
To insert a section break, follow these steps:
1. Click where you want to insert the section break.
2. On the Page Layout tab,
3. click on Breaks, and then under 4. Section Breaks, click
5. Next Page.
This will insert the section break, and text following the section break will begin on a new page.
If you want the text to continue on the same page, under Section Breaks, click Continuous.
Page numbering and page number formats
Modifying page numbers with section breaks
NB!!: Once you've added a section break to your document, you'll be able to restart your page numbers at the section break and/or apply a different style.
To hide the page number on the first page:
In some documents, you may not want the first page to show the page number. You can hide the first page number without affecting the rest of the pages.
1. Double-click the header or footer to unlock it.
2. From the Design tab, place a check mark next to Different First Page. The header and footer will disappear from the first page. If you want, you can type something new in the header or footer, and it will only affect the first page.
If you're unable to select Different First Page, it may be because an object within the header or footer is selected.
Click in an empty area within the header or footer to make sure nothing is selected.
To restart page numbering:
1. Place the insertion point at the top of the page you want to restart page numbering for. If there is text on the page, place the insertion point at the beginning of the text.
Page Numbering
2. Select the Layout tab, Breaks, Next Page commands from the drop-down menu A section break will be added to the document.
3. Double-click the header or footer containing the page number you want to restart.
4. Click the Page Number command. In the menu that appears, select Format Page Numbers.
5. A dialog box will appear. Click the Start at: button. By default, it will start at 1. If you want, you can change the number., click OK.
6. The page numbering will restart.
CONSOLIDATION At the end of this lesson, learners should be able to:
• Understand how a file managing application is used:
o Print a document, use different print options, print to PDF, share a document via email or cloud
• Input data from other file formats o text files, csv, rtf, tables
• Editing a document using
o Paste Special, Find and Replace
• Page and Document Layout
o Section breaks, Headers and footers date, path and filename
o Page numbers: Different first page, odd, even, starting from a specific number, cover pages VALUES Always be courteous and kind
