SOFTWARE SKILL
File Management
► Managing your files properly will save your time to find your file that you
want to open, edit, or share it. It also helps to locate old files that you can
repurpose for a different use.
► Naming the file properly will help you to search document or file correctly
and you don’t have to open the file while you search it.
Saving work
► There was 2 type for saving a file, first is use Save and second you can use
Save As
► The different about save and save as is save will replace your old file to the
new file, and your old file will removed and cant open it anymore. Save will
work if you didn’t need your old file anymore.
► Save as didn’t replace your old file it will make duplicate your old file and
your new file (old file that has been edited). It recommended to use if you
need to use your old file in another time.
► You can make a Shortcut in keyboard to save a file. The shortcut is CTRL+S
Naming File
► For naming some file you have to naming it with sensible filename. A sensible
filename will describe the content in your file.
► If you need to use more than one word for naming your file it will
recommended if you use “_” to make space. This because the space can cause
problem with some software.
► Example :
School document [Link]
it will be nice if you rename it to :
School_document_1.doc
Securing Files
► You can secure your file by adding a password to be able to read or edit the
file.
► This function is to make the file safe and if a random user want to open the
file. The file will not opened.
Versioning
► If you make an save as and the old file is still on the folder you can rename
the new file using version number. It help you to get know the file that has
been edited before.
► For versioning some file you can also rename it by date or any specific name,
example :
► Learning_SoftwareSkill_Word_grade10_v1
► Learning_SoftwareSkill_Word_grade10_v2
Folder
► Folder will keep your file organized, example: if you make many file and it’s a
different context it will difficult to search the folder.
File Format
► Software application can only read files that are saved in compatible formats.
For example if you make product using power point you can’t open your
product with Microsoft word.
Application Type Application File format Publish/Exported
file format
Word Processor Microsoft word, Google doc .docx .pdf
Presentation Microsoft power point, Canva, .odp .ppsx
Graphic Canva, Adobe illustrator, paint, Photoshop, .cdr .psd .jpg .png .tiff
CorelDRAW .xcf .ai .jpeg
Web authoring Replit, visual studio code, serif webPlus .wpp .html
Spreadsheet Microsoft excel, google spreadsheet . xlsx .xlsx
Word Processing
Word processing software is used to produce documents such as letters,
reports, newsletters, posters, leaflets, information sheets or fact sheets
and memos.
Enter and edit text
When you open word processing application your cursor will change into I-beam
The I-beam or I-cursor is the mouse cursore that you can use to choose the
insertion point for text or to highlight text to edit or format.
With the I-beam you can select or write some text in document area.
For make some text you can use shortcut with keyboard.
Key/Shortcut Function
Enter Create a new line/paragraph while make text
Space Insert a space between character
Caps Lock Make the text capital and lowercase automatically
Backspace Remove the text to the left
Delete Remove the text to the right of the insertion point
Tab Move the insert point to the next indent marker.
Shift Used to create capital letters by holding down the shift key
Ctrl+S To save file
Ctrl+a To select all text that you made before
Ctrl+C To copy text that have been selected
Ctrl+V To paste text that have been copy before
Ctrl+Z To undo your file
Ctrl+N To make a new file
Spelling, Punctuation, And Grammar
(SPAG)
► Usually in Microsoft word have a tool that help you check your spelling. If your spelling wrong it give
a red line in the text that have a misspell. If you right clicked the wrong text it will give you
recommend about text that have a good spelling.
► Or if you didn’t want to check it one by one you can use spelling and grammar in Review Tab.
Formatting
Bullet Point Numbering
To emphasise key point in your document, you Numbering is used for order lists, either when it
can use bullet points. Bullet points are set out as a is important to show a numeric order or to show
list, with each point on a separate line, preceded that some items take priority over other.
by a symbol.
For example:
For example:
Favourite things :
► Food :
▪ Fried rice
▪ Ramen
► Drink:
▪ Ice tea
▪ Lemon tea
Formatting
Alignment
Left align
Alignment refers to the position in which text appears on the page. For
example, text can be aligned so that it starts on the left page margin or so
that it finishes on the right page
► Align Left 🡺 the beginning of each line of text will start at the edge of Right align
the left page margin
► Align Right 🡺 the beginning of each line of text will start at the edge of
the right page margin
► Centre 🡺 the text will set up in the middle of the page
► Justify 🡺 it will start at the left page and the end of paragraph will get Centre
the same space in the right with each other.
Justify
Formatting
Line Spacing
You can change the line spacing of your Text Wrap
document if you want to add more space between When you reach the right page margin it will
the line of text. This can improve the readability automatically go to the next line.
of the document and provides space for people to
make hard-written notes in between the line of
your text when printed.
Font Formatting
Color
You can change the font colour to make the text more interactive.
Font Size
The text that you enter can be made larger or smaller by altering the font size. Using different
font size is useful if you are trying to show a visual hierarchy, in order to make some items in a
document look more important than others.
Font Style
The text can also be change using drop down menu. Font style will give some other experience
for readers.
Example if you want the readers read the product formally you can use times new roman or
arial it makes your text more formal. If you want to make some cute writing you can change the
font style using freestyle script.
Text Boxes
Text box location is in the insert tab. This function is to make text that
kan be moveable and resizable.
Columns
Columns tool lets you divide the page vertically into two or more columns
in such a way that text that you type into them runs down the first column until
it is full and then it snakes over to start again at the top of the second column.
When this column is full, the text snakes up and begins to fill the third column,
if there is one. If not, a new page is begun and the text begins to fill the first
column of the new page.
This column feature is also known as newspaper columns and they are
obviously handy for newsletters but they also work well for training documents.
You may find you get more text on the page if you use columns and it looks
neater and more professional.
Tables
Tables are useful for displaying comparisons between different pieces of text. Table
made from row and column. The example of column is with thick border. Meanwhile row
is using the blue color. So there was 2 column and 3 row
Alignment
If you put text in table you can arrange the text so the text can be in the top, middle,
bottom, left, center, right.
Left Top Centre middle Right Bottom
Merge
combine two or more table cells located in the same row or column into a single cell.
However, is similar to deleting a cell and then adjoining it with a neighboring cell.
Split
Splitting cells is similar to adding a row or column, but it all takes place in one cell
instead of a group of cells.
TEMPLATES
You can create documents using an existing template. Using a template give your documents a
consistent style and will save your time. This can also called by house style.
To use a template you can pick file tab and you can pic the templates or click more templates to see
many more templates
Header and Footer
Header is the area on the top of the page in document. It can contains text or graphic. Footer is the
area at the bottom of a page that can also contain text or graphic.
Footer and Header usually use for numbering the document. it can make the number automatically.
Page Break
Page break can make a new page in Microsoft word. This can be found in layout tab
and select break or you can use the shortcut by press CTRL+Enter.
Inserting a page break ensures that the gap at the bottom of the page on which the
page break is inserted will be maintained, no matter what happens to the text on the
page. This means that the text on the next page will not appear at the bottom of the first
page, even if text on the first page is deleted.
Blank Page
Blank page is different from page break. Blank page make a new page full. If you make a blank
page in the middle of the text in first page the next text in the row will send it to the page 3 and in
the page 2 there was a page that didn’t have any text.
The difference is that Insert > Blank Page puts an entire blank page into your document, whereas
Insert > Page Break simply pushes whatever comes after the break to the top of the next page.
Orientation
Page Orientation refers to the direction in which a document is displayed.
There was two types for orientation; portrait (vertical) and landscape
(horizontal).
Changing the orientation will change the orientation of every page in the
document.
Documents elements
► Charts and value
► Table
► Image
► shape
► Smart art (bagan/Silsilah)
