workshop 1 introduction to microsoft windows and geckomail

Workshop 1 p 1
WORKSHOP 1
INTRODUCTION TO MICROSOFT
WINDOWS AND GECKOMAIL
I. Introduction
A. Purpose of the workshops
1. To provide “hands-on” experience using
computers and software.
Note: If you do not
have an e-mail account,
get one immediately!
2. To answer questions about weekly assignments.
3. To test what you learned by taking a weekly quiz and turn in a homework assignment.
You cannot break the computers, well unless you throw them on the floor . So don’t
be afraid to try different things on them. It is honestly the best way to learn. Make sure you
always save your work, and save often so you don’t spend hours working on something only to
end up having the computer freeze. Never hesitate to ask a question; that is why there are TAs
in the room. Enjoy the course!
B. Computer Room and Equipment
1. Equipment
a.
The computers are Dells with
______________________ processors and
__________ of RAM along with a CD/Rw/dvd
Rom drive.
b.
The printer is a Hewlett-Packard LaserJet 8150
Series.
c.
Inspect your computer and identify the following
ports and sockets:
USB port.
Firewire or EE1394 port.
Audio out socket.
Audio in socket.
Serial port.
Ethernet port.
Remember you can only print 200
pages (400 pages if you print front
and back) for free, each additional
page costs $0.05 and will be billed
to your student account!
Each one of these ports has a specific symbol that identifies it. The key to the symbols
can be found in the chapter about hardware.
2. Software and Documentation
a.
The Computing Resources Consultant (CRC) is located in Hutchinson 75 for assistance with
technical problems only. Contact the consultant if the printer is out of paper or you computer is
frozen and you cannot reboot.
b.
There are reference books for the software located in the lab.
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c.
The course pack/book should help you with everything you need for this class. Always check
in the book when you have questions. If you think there is information that is lacking in the
text, please contact the instructor or your lab teacher. Send emails with suggestions to improve
the text.
3. General rules for Hutchinson 73. These rules are to protect the computers, please follow them.
a.
NO FOOD OR DRINK!!!
b.
No smoking
c.
No animals or bikes
d.
No duplicating of copyrighted material, especially software.
e.
Follow additional rules posted on the computer screens.
4. Facility Hours
a.
b.
This room is used by classes other than AMR 21, please double check the schedule to see
when the lab is available.
Lab Hours
Monday-Thursday
8 am - midnight
Friday
8am - 6 pm
Saturday
noon - 6 pm
Sunday
noon – midnight
T.A. office hours will be posted on the door of the lab and a copy can be downloaded from the
AMR21 website agronomy.ucdavis.edu/amr21.
5. Logging on to the computers
a.
For security reasons you need to have computer account with a login and password. This can
be obtained at IT Express in the library or login to the computer as guest and select New
Account from the start menu. Then follow the instructions. Your login name and password
have the highest level of security and should not be revealed to anyone else.
b.
Once you have an account enter the appropriate information into the User Name and Password
areas and click on enter.
c.
If the short start menu appears, select RUN, type LOGOUT and then login again.
II. Operating the computer
A. When the computer freezes
1. End task - Press <CTRL> + <ALT> + <DEL> to get the Close Program window and stop
programs that are not responding (Figure 1.1). By selecting the program and clicking in End Task
at the lower left of the window, you can force individual programs to quit. Sometimes an
application freezes the whole system and nothing responds. Fortunately, in most cases, you can fix
this by performing a warm boot. If the computer does not respond to a warm boot, a cold boot must
be done. When you boot the computer, all work that was not saved is usually lost. When the crash
occurs, some applications dump the memory contents into a recovery file that is save in a default
area of the disk. If you really need the information, ask for help to try and find if anything was
saved.
2. Warm boot - Refers to safely restarting a computer when an end task does not help to unfreeze the
computer. A worm boot does not interrupt the power to the computer; it just restarts all software,
hence the name “warm.”
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a.
Keys: Press <CTRL> + <ALT> + <DEL> twice to perform a warm boot (Figure
1.1).
Figure 1.1: Close Program Window. Displays all opened applications
and allows user to force individual software to quit or to perform a
warm boot.
3. Cold boot - Refers to restarting the computer by turning off the power to the computer. It should
be used when the computer does not respond to a warm boot. This is much harder on the computer
because the power supply and the system have to go through the “jolt” imposed by stopping and
restoring power, and it should be avoided when possible.
a.
To perform a cold boot, press the button on the front of the computer to turn the computer
OFF, wait 20-30 seconds, and press it again to turn it back ON.
III. Introduction to Windows
A. Microsoft Windows _____________________is the operating system
1. The Windows environment is very similar to that of the Apple Macintosh system and much of the
terminology is the same, because both use GUIs (pronounced gooeys) or Graphical User
Interfaces.
a.
Desktop - the main backdrop screen where windows and icons for disks and applications are
laid out. The desktop is a work area for each user.
b.
Windows - a grey box containing information specific to a document subject or application.
c.
Icons - are small graphic symbol that represents a program, file, or folder
d.
Applications - consist of software such as database programs, word processors, and
spreadsheets.
2. Using the mouse and keyboard.
a.
Windows is designed for use with a mouse as you have probably already noticed.
b.
Point - move the mouse until the tip of the pointer rests on the item of choice.
c.
Click - holding the mouse still, press and release the left button.
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d.
Double click - click the mouse button twice in rapid succession.
e.
Drag - hold down the left mouse button while you move the mouse.
f.
<RETURN> - performs the action selected and underlined or highlighted in the active window.
g.
Toolbar function - by clicking the right mouse button the toolbar functions can be accessed.
B. Basic Windows elements
1. The Start Menu - a menu that lets you perform basic tasks such as accessing applications, files,
and system settings and shutting down the system. (Figure 1.2). To access the start menu:
a.
Click on the START button or
b.
press the <WINDOWS> key on the keyboard or
c.
press keys <CTRL> and <ESC> together.
Figure 1.2: Windows screen displaying the pop-up Start menu and the
Task Bar at the bottom. The task bar shows icons for Mozilla and the
desktop in the QuickLaunch area, plus a Navigator and a Word
document.
2. Title Bar - Is the blue bar across the top of every open window. The title bar contains the title of
the document, the name of the application, and buttons to control the display of the window.
(Figure 1.3). The box with the line puts the application in the task bar at the bottom of the screen.
The box with one box inside it is a resizing box to make the window larger. It can also appear with
two boxes which will make the window larger or smaller. The box with the X closed the
application. The whole window can be moved by clicking in the title bar and dragging to the
desired location.
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Title bar
Menu bar
Tool bar
Task
Pane
Status bar
Figure 1.3: Application Components. Displays the title bar on the top
left, menu bar on the bottom left, and resizing options on the top right.
3. Menu Bar – appears below the title bar and contains commands and functions accessed through
the drop down menu (Figure 1.3). These bars are fully customizable through the TOOLS 
CUSTOMIZE… menu.
4. Task Pane – Office XP applications have a task pane on the right side of the application window.
This pane provides help and information about typical tasks.
5. Task Bar - The bar that appears at the bottom of the desktop (Figure 1.4). From left to right it
shows the Start menu, Quick Launch area, Open applications, and notification area at the far right.
All of these can be customized through the Control Panel.
Figure 1.4: The task bar displays the start menu, customizable
application shortcuts, opened documents, and controls for the system
volume and other control panels on the right.
6. Multi-tasking - is the ability of the computer to run several applications “at the same time”. In
order to switch from one application window to another, also informally known as multitasking:
a.
Open more than one application to multi-task.
To open Notepad click on START → ACCESSORIES → NOTEPAD.
Then open Paint by clicking on START → ACCESSORIES → PAINT.
b.
Hold down the <ALT> key and then tap <TAB> to multitask by jumping from one application
window to another.
In the Macintosh OS X you can perform the same action of moving between application
windows and the OS by pressing + <TAB>.
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C. Exploring My Computer
Windows Explorer is an application that lets you find and view folders, subfolders and
files on your hard disk, floppy disk, CD-ROM and any shared network drives. The MY
COMPUTER icon opens a window showing all the drives connected to the computer (Figure
1.5). The control panel can also be accessed through My Computer.
1. To open Windows Explorer click on START → MY COMPUTER, or try START  ALL
PROGRAMS  ACCESSORIES  WINDOWS EXPLORER . Both have the same result.
2. Click on the FOLDERS icon that is on the toolbar. This will display a left pane with the hierarchical
organization of devices, folders and files available. Each object has a + or – icon to its left. By
clicking on these symbols you can expand or collapse elements to display as much detail as
desired.
3. Double-click on the desired drive to open its window it; double-click on the desired file to open it.
4. Note that the window shows local drives such as WINME (C:), floppy and CD drives, and
networked drives mounted on the computer, such as Ase21 on ‘Lm-hut’ (F:). This, of
course, will be different depending on what computer you are using.
5. The CONTROL PANEL is one of the ways to access the controls to customize the functioning of
devices such as network cards, monitors, sound, etc.
Figure 1.5: My Computer Window showing all drives mounted and the
control panel.
6. On the left, click on MY COMPUTER. Click on the + to list all drives or files. Click on -To
minimize the list of files or drives.
7. To view the contents of a drive or file double-click on the icons on the left or right panes.
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D. Drives, Directories, and Files
1. Drive - is a device to access electronic storage media. In Windows OS each drive is identified by a
capital letter. You are required to know the following three drives.
a.
A: the 3.5” floppy disk drive.
b.
C: the computer’s startup hard disk drive, i.e., the hard
drive that contains the active OS.
c.
D: the CD-ROM drive.
d.
E: typically used for removable media. This will
probably be the letter assigned to your portable flash
USB drive.
2. Directories/Sub-directories – these are called “folders” and
represented by icons that look like folders. Folders are
electronic “containers” that can contain other folders or
files. They are used for the organization of files.
3. Files - A collection of data or information that has a name and is treated as a unit by software.
4. File extensions – usually three letters located at the end of a filename, after a period, that identify
the type of file and the application that will be the default to open the file. The following are
examples of file extensions:
a.
.TXT- text file usually created in Notepad
b.
.DOC- MS Word file
c.
.XLS- MS Excel file
d.
.MDB- MS Access file
e.
.JPG- graphic file
E. Care, use and handling of portable storage.
1. Do not touch the internal surface of the disk.
2. Insert the disk carefully into the drive so the metal tab does not get bent. Make sure you have the
USB drive in the correct orientation to match the port.
3. Keep the disk away from magnetic forces such as the library check-out counter or stereo speakers.
4. Keep the disk at a comfortable temperature (50-110F) and protect it with a case.
5. Always eject the USB drive before physically removing from the port. Flash USB are used almost
exactly the same way as floppy disks, with the exception that you have to choose to “Safely
Remove Hardware” form the notification area of the task bar before you physically remove the
drive.
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F. Formatting a disk or other media
1. Formatting - completely clears the disk or media and prepares the media to store new data.
2. To format your disk
a.
Insert the disk into the floppy disk drive.
b.
Double click on MY COMPUTER.
c.
Put your pointer on top of the A drive or other drive icon and click once with your left mouse
button to select the A drive. Then right click on the desired drive to get the menu options
(Figure 1.6). In this example I selected the drive C:, but in the lab you should select your A:
drive.
d.
To format, select FORMAT…. A Format window appears with several options. Select Full
Format (i.e., do not check the Quick Format box).
Figure 1.6: Formatting the A drive requires you to be in the My
Computer Window. A right-click on the drive icon opens the menu with
the Format… command.
G. Creating a Backup Copy of your Disk
1. A backup copy - allows you to create a copy of your disk in case the original is lost, stolen,
damaged or destroyed. You should always back up your data in more than one drive.
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a.
To make a backup copy, click on MY COMPUTER. To copy your
disk highlight the A drive.
b.
Either in the menu bar choose FILE → COPY DISK or click on the
A drive with your right mouse button and choose COPY DISK
(Figure 1.7).
c.
A COPY DISK dialogue window will appear. Make sure the disk you wish to copy is in the A
drive and click START.
Always back up your
files! If you do not back
up you will lose valuable
information.
Workshop 1 p 9
d.
When prompted take the Source disk out of the A drive and insert the Target disk and click
START.
 Note that when you make a backup copy of your disk the target disk is erased before
the information from the source disk is copied on to it. Quite often it is better to copy the
particular file that you want to back up onto the desktop and copy it from the desktop to the
target disk. To do this, follow the instructions for copying a file given above.
Figure 1.7: To make a back-up copy your disk you need to open the My
Computer window. Right-click on the drive and choose Copy Disk…
H. AMRCOPY
Amrcopy - a DOS command that will retrieve the necessary files for class. These files
are located on an external server. After typing the MS DOS command you will be prompted to
select the where the files will be copied. For example to copy files to your floppy disk you
would type A.
1. To do an Amrcopy select START → ALL PROGRAMS  ACCESSORIES  COMMAND
PROMPT (Figure 1.8).
2. Make sure your disk is in the disk drive.
3. At the prompt type: AMRCOPY WEEK1, then press <ENTER>.
4. Type A and then press <ENTER>.
5. Check to make sure files have been copied. Then type EXIT.
6. Each week you will do two Amrcopies: one for the quiz and one for the workshop.
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Figure 1.8: MS-DOS Prompt Window allows you to issue commands to
the OS by typing them. We use this to retrieve files for the workshops
by using the customized batch command AMRCOPY. This screen
shows the contents of the folder specified in the prompt as a result of a
dir command.
Figure 1.9: To create a new folder use the File menu. Note that in the
bottom of the window, in the Status Bar, there is an explanation of what
the selected command does.
I. Folders and Files
1. Creating New Folders
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a.
To create a new folder in the A (or E if using a flash USB) drive, double click on MY
COMPUTER and then open the A (or E) drive.
b.
In the menu bar select FILE → NEW → FOLDER (Figure 1.9).
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c.
A new folder icon will appear with a highlighted bar; type in your name for the name of the
new folder.
2. Renaming Folders or files
a.
Select the folder or file you wish to rename by clicking on it once with the left mouse button.
b.
Either go to the menu bar and select FILE → RENAME or right click on the highlighted icon.
c.
There will be a highlighted bar, type in AMR21 and press ENTER.
3. Moving and Copying Files in Windows- Files and folders can be moved from one folder to another
within the same drive. If a folder or file is dragged from one drive to another, a copy is made in the
new drive location, and the original is left untouched. Thus, moving a file or folder to a different
drive creates a copy of the file or folder.
a.
Double click on the WEEK1 folder.
b.
Then open another window to look at your AMR21 folder. Double Click on MY COMPUTER →
3 FLOPPY (or REMOVABLE DRIVE E:) → AMR21 folder. You will have multiple windows
open, drag them around the screen and resize the windows if necessary for each one can be
seen.
c.
Click and drag WELCOME.TXT from your week1 folder to your folder titled AMR21 (Figure
1.10).
Figure 1.10: Open two A( or E) drive windows, one on the week1
folder and the other in the Amr21 folder. This allows you to move or to
copy a file from one folder to another.
d.
Click and drag the file you wish to move to the folder you would like it to be in. Notice that the
file as been moved, it no longer exists in the original folder.
4. A file can be copied from one drive to another.
a.
Again you will have multiple windows open.
b.
Double-click on MY COMPUTER, select the A DRIVE, and open the folder titled your “NAME”.
c.
Double-click on MY C OMPUTER again. Click on the file WELCOME.TXT and DRAG it from
the A DRIVE to the C DRIVE. Notice a copy still exists in the original drive.
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5. A file can also be copied from one folder to another folder on the same drive. For this you click
once on the file icon to select it and then use the menu command EDIT → COPY , select the
destination of the copy, and use the command EDIT → PASTE. Windows XP has options to move
or copy files and folders under the EDIT menu.
IV. Geckomail
A. Description
1. Geckomail is a web-based program to send and receive electronic mail. For more information
about this software visit https://geckomail.ucdavis.edu/help-main.php3. This program is the main
email software for UC Davis, and in general works like all other web based email, such as hotmail
and yahoo. All messages and software to organize the mail reside in a server, away from the client
computer you use to access the server. This has advantages and disadvantages that will be
discussed later. In order for you to be able to use Geckomail the browser in the client computer
must have cookies enabled, JavaScript support on, support for cascading style sheets (CSS), and it
must be HTML 4.0 compliant. These options can be set through the Advanced Preferences of the
browser and will be discussed in the workshop about Mozilla.
2. There are several regulations that you must follow when using Geckomail, as well as a wealth of
information about email in UC Davis. For further information, visit http://email.ucdavis.edu/. As an
exercise after the lab, follow the links: Reporting a Security Incident, Security 101, spyware. This
may help you detect if anyone is gathering information about your web-browsing habits without
your knowledge!
B. Starting Geckomail
1. Start Mozilla or your browser of choice.
a.
Type http://geckomail.ucdavis.edu in the locator box.
b.
Click on the ENTER GECKOMAIL NOW button and enter your UCD login ID and password.
Note that geckomail can also be accessed from the portal my.UCDavis.edu by clicking on
Email after you log in.
C. Opening a Mailbox
1. Geckomail stores mail inside folders, which are listed on the left side of the page. By default
Geckomail has two folders: Inbox and Outbox. Gecko-trash is optional and can be added through
OPTIONS.
2. To switch between folders simply click on the folder name from the left side of the page.
3. Open the following mailboxes
a.
Inbox - Contains incoming mail
b.
Outbox - Contains outgoing mail
D. Creating a Folder
1. You are not limited to the two folders that Geckomail offers. You can create new ones.
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a.
To create a new folder, select MANAGE FOLDERS located underneath the list of folders on the
left.
b.
To add a new folder, type in AMR 21 in the ADD FOLDER NAMED section and then click
ADD! (Figure 1.11).
c.
This folder will now appear on your folder list. To open a folder, simply click on it.
Figure 1.11: The Add Folder Named: option is located under your
current folders in the Folder Management window.
E. Sending a Message
1. To send someone a message you must know the person’s e-mail address. Most UC Davis students,
staff, faculty and affiliates can be searched through the Find People tab in my.ucdavis.edu.
a.
To start a new message, click on COMPOSE.
b.
In the area that reads To: type your e-mail address. You will be sending a message to yourself!
c.
In the area that reads Subject: type what the message is about.
d.
The area that reads Cc: which stands for Carbon Copy, allows you to send the message to
multiple recipients simply type the e-mail addresses here separated by a comma.
e.
The area that reads Bcc: which stands for Blind Carbon Copy, allows you to send a message
to multiple recipients without any one recipient knowing who else received the message.
f.
Now you can type the message in the message body.
g.
When you are finished click on SEND. It will tell you if your mail has been sent successfully,
who it was sent to and where the replies will go.
F. Attaching a File
1. Attachment - a file that is sent along with an e-mail message.
a.
To attach a file click on the BROWSE button at the bottom of the email composition screen.
b.
Use the drop down menu to find the desired drive. Make sure you select a file through the
selection window, do not just type the filename in the blank space, because the full path has to
be entered for the file to be pinpointed. A path is the compete specification that goes from the
drive name, to the enclosed folders, to the file.
c.
Then click on OPEN. The file name will appear in the box below the message body.
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G. Checking Your Mail
1. After you’ve sent your mail successfully click CHECK MAIL from the menu at the top of the page to
view your Inbox.
2. To read your email, you can click on either the hypertext of who it’s from or the subject. Try it both
ways.
H. Transferring Mail
1. Geckomail allows you to move mail from one folder to another. Move the message you just sent
yourself from your INBOX to your AMR 21 folder.
a.
To do this, check the box next to the message you wish to transfer.
b.
On the left-hand side under the option MOVE TO click on the drop down menu to select your
AMR 21 folder.
c.
Then click on OK .
d.
Now check to see if your message is in your AMR 21 folder.
I. Replying to a Message
1. Replying to a message saves time because you do not have to re-enter an e-mail address. The
original message can be included and clearly marked, so you can reply to each point in it.
2. Open the message you wish to reply to.
a.
Select REPLY in the menu bar.
b.
You will get a new message screen and the message will be present. You can delete this if you
would like. You can also select COMPOSE TO if you would like to reply to a person but you do
not want to include the message that they sent you.
c.
Type a message as usual and click on SEND.
J. Deleting a Message
1. Check the box next to the message you wish to delete.
2. On the left-hand side, under SELECTED MESSAGES, click on DELETE to delete the selected
messages.
3. For unread mail you will have to confirm the deletion by clicking YES to delete the email.
4. For emails that have been previously opened, the messages will automatically be deleted once you
select them and click DELETE.
K. Addresses
1. An address book is an easy way to organize email addresses. It also creates a shortcut so you do not
have to type in long email addresses all the time. In this section you will add your own email to
your address book.
a.
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To add an email to your address book, select ADDRESSES from the top of the page.
Workshop 1 p 15
b.
Under OPTIONS on the left-hand side of the page select ADD NEW.
c.
In ALIAS, type in your first name (you will enter yourself into your address book).
d.
Next, type in your full name. Then type in your email address. Leave COMMENTS blank.
e.
Click on ADD ADDRESS.
f.
To send yourself a message you can click on your name from the address book and the
COMPOSE MESSAGE window will appear.
g.
You can also select COMPOSE, then type in your Alias (your first name). Then make sure that
you check the box next to USE ADDRESS BOOK . Type your message and click SEND. Notice
that it says it was Sent to your email address.
L. Exiting Geckomail
1. Select LOGOUT in the upper right corner.
V. Exiting Windows and Logging Out
A. Logging off the Computer
1. It is important to LOG OFF the computer when you are not using it. If you leave the computer
logged on your account, others could use it as if they were you. This could have serious financial
and legal consequences for you.
a.
To exit Windows close all applications and when the green light on the A drive is no longer on
eject your disk.
b.
Once you have ejected your disk go to the START MENU → Z LOGOUT.
c.
When asked if you want to logout click YES and you are logged off the computer.
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VI. Homework #1: Introduction to Windows and Geckomail
10 Points
This homework is due at the beginning of your second lab. Please read and follow the
directions. If you have any questions, contact a TA through e-mail or during office hours.
A. Windows
1. How do you change the resolution of the screen? Use the space below to describe every step so
someone who does not have access to your computer can repeat it.
2. What is the refresh rate of the lab computers, and what should it be? Why?
3. Describe the steps you need to follow so you can connect your own laptop to the campus network,
both by wire and wireless. Hint: spin the web.
B. Geckomail
1. Create a new folder and name it PIZZA.
2. Put your TA’s email address in your address book. Use their first name as the ALIAS.
3. Send yourself an e-mail message that says how you like/dislike the class thus far.
4. Once the message has been sent, move the message from your OUTBOX to your PIZZA folder.
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WORKSHOP 2
MOZILLA NAVIGATOR, MYUCDAVIS
AND MOZILLA COMPOSER
I.
Introduction
A. Objectives
1. To learn basic concepts of the internet and use Mozilla Communicator.
2. To learn the basic elements of the portal MyUCDavis and to facilitate your work at UC Davis.
3. To learn how to create a web site and web pages using Mozilla Composer and HTML (HyperText
Markup Language).
This workshop focuses on “the web” and how to use it to facilitate your work as a student
and in the future. Web literacy is absolutely essential these days; you must know how to select,
retrieve, and use the information you need from the vast amount of actual information and
useless facts and lies that are accessible through the web. In addition, knowing how to create
web sites and pages will give students an edge in the job market. Every company and most
people want to offer products and information on the web, but not very many know the most
basic and important concepts of web page creation that you will learn in this workshop.
B. Important internet terms
1. Internet: network of networks with decentralized control and lots of redundancy of paths. Internet
services include web services, electronic mail, file transfer, internet relay chat (IRC), etc.
2. World wide web (www): is the part of the internet that deals with HTML or web pages.
3. Protocols
a.
http
hypertext transfer protocol, the internet protocol that delivers web requests and pages
in HTML. By starting an address with http: // we instruct the browser to interpret the resource
found in that address as hypertext, i.e., a web page.
b.
TCP/IP transfer control protocol/internet protocol; these were developed by the DOD to
create cross-platform networks. IP takes care of getting the information to the correct
destination, whereas TCP makes sure that the whole message has been received correctly by
retransmitting as necessary. See http://www.yale.edu/pclt/COMM/TCPIP.HTM for more
information
c.
https protocol to deliver secure information across the internet (also known as secure socket
layers). Unless the server is using this protocol, all information sent over the internet in html is
easily captured and read by anyone who wants. See http://seeingnetsecurity.com/ for more
information.
d.
ftp
file transfer protocol; a method to send computer files over the internet. See
http://www.commerce-database.com/ftp-definition.htm for more information.
This week’s AMRCOPY is: AMRCOPY WEEK2
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Workshop 2 p 20
II. Introduction to Mozilla Communicator
Mozilla Communicator is a web browser with a built-in pop-up blocker created by the
Mozilla project, a non-profit effort to preserve choice and innovation on the internet
(http://www.mozilla.org/about/). This part of the workshop will teach you how to navigate
throughout the Internet and access its resources using Mozilla.
A. Starting Mozilla
1. From the start menu select NETWORK PROGRAMS  MOZILLA COMMUNICATOR or select the
MOZILLA icon on taskbar.
2. Screen Components – Mozilla is a Windows based program, so the screen components are pretty
much the same as those described in Workshop 1.
a.
Title Bar – the blue bar at the very top of the screen that shows the title of the current web page
and the name “Mozilla.”
b.
Menu Bar – located below the title bar.
c.
Shortcut Bar – located below the menu bar. It includes a series of icons that allow you to
execute commonly used commands more quickly.
d.
Document URL – Uniform/Universal Resource Locator – this is the location (address) within
the Internet. Just enter the address and you will arrive at that page.
e.
Status bar – this is at the bottom of the window and show information about the activity of the
browser. When you place the mouse cursor over a hyperlink, its URL is shown on the status
bar.
Figure 2.1. Use the Help menu in Mozilla to access this window. This
containe a glossary that can be used for most subjects in AMR21.
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Workshop 2 p 21
B. Getting help
Mozilla Help has a nice glossary with concise definitions of most of the terms we use
regarding the internet. Refer to this glossary whenever you encounter a new term or need to
review definitions. Practice accessing help and the glossary by using the following steps.
1. Select HELP  HELP CONTENTS from the Mozilla menu.
2. A Mozilla Help window opens with a pane on the left side. The pane shows several tabs. Click on
the GLOSSARY tab. (Figure 2.1).
3. Scroll down using the scroll bar until you see the term “web page” on the left pane. Click on “web
page” and read the information that is shown in the right pane. Use the help window to look up
other terms and to help you with the creation of your web site.
C. Navigating
Hypertext – this text is usually blue or a different color than the rest of the text (you can
choose the color you desire). It contains embedded links to other web pages or places in web
pages. When you click on the hypertext, the browser executes an action and displays the new
web page in the same or another window. When the mouse is placed over hypertext, it changes
its shape to indicate that the text is actually hypertext, and the link or action to be performed if
you click is shown in the status bar at the bottom of the window.
1. From the MyUCDavis homepage click on the hypertext in the upper left corner titled: UCD Home
page. Select “About UC Davis”.
2. Then click on The UC Davis Virtual Tour.
3. Then click on MAP. This map could be quite useful, just click on any part of it and it will zoom in.
4. Notice all the other options as you navigate around.
5. BACK – by clicking on this button in the menu bar you can move to the previous page.
6. FORWARD – by clicking on this button in the menu bar you can move to any screen you moved
back from.
7. HOME – by clicking on this button you will go to the servers default homepage. On all UC Davis
computers the default homepage is the MyUCDavis homepage, but on many servers on your home
computer you can set your homepage be any page you would like.
8. After you have navigated around a bit instead of clicking on back a bunch of times to move to a
page just go to the choices in the GO menu. There is a list of all the pages that have been visited
that can be used to navigate back to those pages.
D. Search Engines
Search Engines can be used to find specific information about various topics.
1. To search the different engines click on SEARCH in the toolbar.
2. If you have a specific search engine you would like to use type the address or the URL of the
search engine. For example: www.yahoo.com or www.excite.com
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Workshop 2 p 22
3. After choosing a search engine such as Altavista, Yahoo, Google, or Infoseek, type in the key word
for the topic you are searching for in the search box.
4. Type in your favorite topic and find some info about it. To find out more about the practical and
theoretical world of search engines, search “search engines.”
E. Searching For Campus Information
Search for People on the UC Davis Campus – students, professors, and staff can be
located using the same directory on the MyUCDavis homepage.
1. At the UC Davis homepage, click on the Find Info/People Tab located at the top of the page.
Figure 2.2. Finding information and people in MyUCDavis.
2. Under the Find People section type in the name of the person you are looking for.
3. If you do not know the person’s full name, use the asterisk wildcard (*), which represents any
group of characters. For example if we were looking for John Doe but we did not know John’s full
last name, we would type John D* and every John with a last name that begins with D would show
up.
4. Practice by searching for the AMR 21 professor and your TA. Record their email addresses and
phone numbers for future reference.
F. Accessing The Library Through the Internet
You can access multiple library services over the web. For example, you can perform
searches on most of the local book and journal collections using Melvyl and the Harvest portal.
In addition, you can perform scientific literature searches in many electronic databases (e.g.,
CABI, BIOSIS, Current Contents), and you can browse digital versions of journals. The
Harvest portal allows students and other university affiliates to save searches in MySpace
1. To access the library, click on Libraries & Exhibits on the left hand side of the UC Davis
homepage.
2. To get to the UC Davis general library click on The University Library.
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Workshop 2 p 23
3. From Catalogues and Databases you have the option to access Melvyl and Reserves.
G. Changing the URL Address
Sometimes you know the URL or “address” of the web page you want to view. Rather
than going through a one or several hyperlinks to get to that page, you can just type in the
address in the address bar.
1. Click on the address area and make sure the whole address is selected. Delete the current address
and type in the address of the new page you want to view. Press <ENTER> and the computer will
take you to the desired page.
2. You can also choose FILE – OPEN LOCATION from the menu bar and type in the address in the
box.
3. Practice by entering the URL for the AMR21 homepage. This course has a web site to post class
information. Go check it out!
http://www.agronomy.ucdavis.edu/amr21/
Note there is no need to type the http://, as the browser will default to that type of resource. However, pay
attention to exactly what type of service you want to request from the internet through your browser. Most
browsers will be able to handle http, ftp, https, and IMAP resources. IMAP stands for Internet Message Access
Protocol, which is a method and software to access messages from electronic mail and bulletin boards that reside
on a server, as if they were local. Geckomail uses IMAP.
III. MyUCDavis
A. Introduction
Information technology offers many useful services to students (Figure 2.3). Most of
these services are accessible through the MyUCDavis portal. For example, you can access your
grades, courses, electronic mail, storage space, library resources, calendar and planner,
bookmarks, local weather and news, and more. One of the main advantages of the portal is that
all of your personal information is available to you through a secure site (https://) from
anywhere in the world if you have a connection to the internet. This means that you can have
your files, messages etc., and that you can exchange information with professors and other
students from anywhere.
1. MyUCDavis is a portal that links you to many
student services, such as Sisweb, your email, and
class webpages.
2. Enter MyUCDavis by selecting the hypertext titled:
Students, Faculty, and Staff. Type your user name
and password. This page is personalized to you and
your schedule.
A portal is a gateway to the web, a web
site or page that has been designed as an
entry point to the internet. MyUCDavis
is a portal specifically designed to serve
students, staff and faculty in UCDavis.
This portal is customizable and secure.
B. Accessing Class Resources through MyUCDavis
1. A. Once you are logged in you can see several tabs near the top of the page. Click on the My
Classes tab to see the courses in which you are enrolled this quarter.
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Workshop 2 p 24
Figure 2.3. MyUCDavis portal. Main page as seen by a registered UCD
student. The links and options visible in this page are fully
customizable.
2. You can then click on any of your classes to go to the class page within MyUCDavis. Note that not
all professors use MyUCDavis for their main course page. However, all confidential information,
such as grades, is accessible through the course web page within MyUCDavis. Click on AMR21 to
explore the materials posted.
3. You can view your grades for AMR21 after they are posted by clicking on Grades at the top of the
AMR21 MyUCDavis page.
C. Using MySpace to store and share files
In this exercise you will learn how to use MySpace. You will create a folder and upload a
file to that folder. Then you will give read access to the file to your teacher. Finally, you will
download a file from a folder that your teacher has shared with you. These actions require a
basic understanding of file security and server-client architecture. See the chapter on
networking to review those concepts. Because files in MySpace reside on a web server, you
and your File Friends can access them from any place where you have an internet connection.
1. MySpace can be used to upload, store, download, and share your files on the MyUCDavis server.
You are limited to 100 MB on MySpace. To see how much room you have left on your account,
click on Disk Space to see the total used and free space.
2. To get to MySpace, first you need to click on My Tools from the same menu you selected My
Classes from at the top of the page. Then click on MySpace. By default you have three folders.
a.
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The root folder is named with your login or Kerberos ID.
Workshop 2 p 25
b.
The second folder is your Private folder, by default only accessible to you.
c.
The third folder is your Public folder, by default accessible to all users.
3. Creating Folders
under the heading [YourName]’s Files (it is the
a.
To create a folder, click on
option next to Upload Files).
b.
On the right side you can name your new folder and chose where to place the folder. Name
your new folder AMR21 and then click SAVE .
c.
Follow the same procedure to create a folder called DeleteMe, so you can practice deleting a
folder later, and a folder ForTeacher to be shared with your lab teacher.
4. Uploading files.
a.
On the right hand side is the menu you use to Upload Files. If you do not see this menu Click
on Upload Files under the heading [YourName]’s Files.
b.
First select ForTeacher as the folder you want to upload the files to on the right hand side,
then click on BROWSE to choose the file you would like to upload. Note you can upload up
to five files to a folder at one time. Even if you upload to the wrong folder, you can move files
later. Find the file welcome.txt from the first workshop and select it by clicking on Open.
c.
To upload now, click on the grey UPLOAD button. The file should now appear inside your
ForTeacher folder.
Figure 2.4. Add file friends to your list to be able to share files with them. Press
File Friends Edit on the bottom left pane and then ADD USER on the right. A
File Friend Search window helps you find your friends.
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Workshop 2 p 26
5. Sharing Files. In this section you will share files in the AMR21 folder with your lab teacher. For
the example, I assume that your teacher’s name is Lindsey Sk, but you should use your actual
teacher’s name.
a.
Add your teacher to your file friends list. You share files by adding “File Friends” and setting
the right levels of security for the files. You can set security for your file friends and for the
folders themselves.
b.
To see the File Friends right pane, click on File Friends Edit at the bottom of the left pane.
Then click on ADD USER on the right pane and use the search window to find your lab
teacher.
c.
You will need to know your teacher’s first and last name. Type the last and first names in the
indicated boxes and click go! All users that match your search will appear in the window.
Click on you teacher’s name and then click OK to add to your list of friends. You will see the
shared folders of your teacher on the bottom left pane (Figure 2.5).
Figure 2.5. One file friend has been added, and her shared folders
appear in the bottom left pane. Depending on the security Lindsey set
for her folders, you may have no to full access to them. If Lindsey adds
Emilio as a file friend, she will be able to see Emilio’s folders.
26
d.
Now you need to give your teacher access or “permission” to use the files in the folder you
created for her. Select the folder called ForTeacher by clicking on its name. The right pane will
display the characteristics of the folder and a series of commands that can be performed on it
(Figure 2.6). Under the label File Sharing for folder ForTeacher you will see a box indicating
the level of access that the public has on that folder and its contents. Levels range from None
to Read/Insert. Because you want this folder to be accessible only to your teacher, select None
by clicking on the bubble to the left of the word. Now the folder is not accessible to anyone but
you.
e.
To give specific access to your teacher individually, click on ADVANCED . You will see a list
of your file friends indicating the level of access they have to this folder. Select Read, by
clicking on the corresponding bubble for your teacher. This will allow him/her to get files from
Workshop 2 p 27
the folder but not to put files into it. See the box on Security for a brief explanation on how this
works.
Figure 2.6. Example of public sharing set for the folder called
ForAllFriends. Because this folder is set to allow Read/Insert public
access, all File Friends are able to get files from and put files into it.
6. Deleting Folders
a.
Let’s delete the DeleteMe folder by click on DeleteMe on the left. A new window will appear
on the right.
b.
Beside Folder: we have the option to rename, move, delete, or create a folder within this
folder. Let’s click on DELETE. You will need to confirm the deletion by clicking on OK .
Figure 2.7. Advanced folder security allows you to set the levels of
access to the selected folder for each of your file friends. The folder
ForAllFriends has public security set to Read/Insert, so it is not possible
to limit individual user’s access.
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Workshop 2 p 28
D. Logging Out of MyUCDavis
1. To logout click on LOGOUT at the top right of the window.
Folder Security in MySpace.
You can understand the scheme by an analogy with fences, locks, and keys. Each folder is like a
fenced area with two levels, one for reading and one for inserting. Each area has a lock. Folders
inside other folders are enclosed by the outer folder’s fences.
Setting public privileges is like determining which keys are hanging by the locks, so everyone who
can get there can also get past it. By setting sharing privileges for an individual file friend, you
determine what keys you give to that person.
Thus, individuals cannot have lesser privileges than the public. Even if a file friend lacks a personal
key to a public folder, the key is hanging by the lock. As new fences (folders) are created, they
automatically inherit the permissions from the enclosing folder.
Because an outer fence will stop a user, it would make no sense for the user to have a key for a lock
in an internal fence. Thus, if a user has no access to your root folder, she/he will not be able to access
any of the enclosed folders, even if they had keys for them. Thus, those options appear as N/A.
You determine what keys you hang near the lock each folder by clicking on the folder’s name and
then selecting the radio button, as shown in Figure 2.6. You determine what keys you give out to
individuals by selecting the ADVANCED sharing for a folder or by selecting OPTIONS after
clicking on Edit File Friends and selecting one of the files friends.
The fence, lock and key analogy makes it clear that folders must inherit limitations to access from
enclosing folders, but they do not have to inherit the privileges (although that is the default). For
example, if the public has no read privilege to the ealaca folder, then the public cannot have read
privileges in any of the enclosed folders. On the other hand, if the public has full access to ealaca, the
folders inside ealaca can be set to have any desired level of access to the public.
IV. Creating a Web Site
A. The Web
Do not confuse the web with the internet. Web is one of the services available through
the internet, but the internet is much more than the web. It also includes email, chat, FTP,
Usenet, etc. You can access many of these services and protocols with the same browser
software that handles the web protocols, particularly HTML. This is probably the reason for
confusing internet and web. The internet is a global and very dynamic computer network. It
came into existence quite a few years before the web was born.
The web is quickly expanding, not to mention the jobs that go with it. This section of
workshop will introduce you to Composer, a graphical interface to build web pages and to
basic HTML commands. From there you can expand. This workshop will also give you an
appreciation for what you see everyday on the web, and for how it is put together.
A Web Site is a set of web pages linked by hyperlinks and managed by a single entity
such as a company or individual. Web sites may reside in more than one server, and they
include web pages with text, images, audio, video, and hyperlinks. Web pages include
hypertext markup language and Java script.
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Workshop 2 p 29
B. Web Site Organization.
Web sites may involve thousands of files, so it is essential to organize them rationally to
be able to edit and manage them. All web sites have a point of entry or home folder, where the
homepage for the site resides. The default homepage filename usually is index.html but
you can change it to anything you want. A web site address is set up in the server as a
reference to the root folder of the web site. By default, browsers display the contents of the
index.html file in the site’s root or home folder. When you “publish” your web site, the
contents of the site’s root folder are uploaded to the server (Figure 2.8). If you have a fast,
permanent connection to the internet, and the appropriate software, you can publish you web
site directly from your computer, which would be acting as a web server. Even in this case,
you would want to serve your site from a mirror copy of your files, so you can work on your
web site without disrupting access to your web site by others.
1. Create a folder named MySite. This will be your site’s root folder. Then, create two new folders
inside MySite, one named HtmlPages and another named Assets. You will store the html
part of the pages in HtmlPages, and the pictures, audio, and other assets in the Assets folder.
For more complex web sites you would use a more complex tree of folders.
2. Copy the files GoldenHill.jpg and MeMad.jpg to the Assets folder,
3. As you add pages and assets to your web site, you will use relative referencing to files and assets
from your own site, and absolute referencing to pages and assets outside your site. The relative
referencing uses the root folder as the pivot for locating files, so whenever you move or copy your
whole site to other computers, such as the server, the references will still be correct, regardless of
the name of the server, or the location of your root folder.
Figure 2.8. Relative and absolute referencing of files in web pages. The
relative referencing uses the root folder of the site as the pivot to
identify local files. Relative referencing of local files allows you to
move the web site among computers without breaking the links or
references.
C. Composer
In this section of the workshop you will create a simple web site using Mozilla
Composer, and then you will inspect the html code created by the Composer. Composer is a
graphical web page editor that allows you to edit the html directly. Composer is useful to
create pages quickly and to immediately see what they will look like. You can do practically
everything you will need for web sites with Composer in Normal mode. However, for more
detailed control of the behavior of the page, and to use Java, it is necessary to edit the code
directly.
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Workshop 2 p 30
1. Start Mozilla and create a new composer page by selecting from the menu FILE  NEW 
COMPOSER PAGE . The composer page has: title bar, menu bar, composition toolbar, and format
toolbar at the top, and edit mode and status bars at the bottom (Figure 2.9). These are controlled
with the VIEW  SHOW/HIDE menu. Explore the bars just to familiarize yourself with their
elements. Make sure that the Normal tab is selected in the edit mode bar, so you can edit the page
in the WYSIWYG (what you see is what you get) mode.
2. Select FORMAT  PAGE TITLE AND PROPERTIES and enter “YourName’s Homepage” as the
title for the page. This is not the filename but the title that will be displayed at the bar when you
page is published. Enter your name as the author, and click OK. Now select FILE  SAVE AS…
and save you page in the folder HtmlPages with the name myhome as HTML files.
Figure 2.9. Mozilla Composer offers a graphical interface to build web
sites. This figure shows the screen as seen in Mozilla Composer 1.7 for
the Macintosh operating system. The window has almost exactly the
same elements as in Windows XP.
3. Repeat the procedure above to create two more pages. Title one “YourName Work” and save it as
mywork.html. Title the other one “YourName Fun” and save it as myfun.html. You will have
three Composer documents open.
4. Select the myhome.html window and type a heading for your home page. For example, type “
Information about YourName.” Select all the text you typed and then apply the heading 1 style by
using the menu FORMAT  PARAGRAPH  HEADING 1, or by using the drop-down list on the
left side of the format toolbar.
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Workshop 2 p 31
5. Insert a horizontal separator below your heading. For this, select INSERT  HORIZONTAL LINE
from the menu. Then type “Work” and format the text as heading 2 using the procedure described
above. Below this heading, add a table to make a list of your expertise. Tables are very useful for
keeping text and pictures organized in web pages. They are flexible, simple, and versatile.
Whenever possible, use tables instead of frames. In order to insert a table click on the TABLE icon
or select INSERT  TABLE…Make the table with two columns and three rows. On the top left cell
enter the text “Experience,” and on the top right enter “Training,” and in the rows below list a
couple of your job experiences and training.
6. Click below the table and press <ENTER> to add a blank line. Then, type “Fun” and format the text
as heading 2. Press <ENTER> again and type a brief list of the activities you do for fun. Add a few
more blank lines after the paragraph and type “Home || Work || Fun || Contact me || AMR21.”
Format this line to be centered by selecting FORMAT  ALIGN  CENTER or by clicking on the
ALIGN CENTER icon ion the toolbar. Save your work by clicking on SAVE.
7. Now you will add internal and external links to your home page. Internal links refer to files within
your web site, and use file pathnames, whereas external ones refer to other web sites and use
absolute URL’s.
a.
Select the heading 2 “Work” and click on the LINK icon that is in the toolbar. In the dialog
window that pops down, check the box that indicates that you will use relative addressing, and
then click on SELECT FILE. Find mywork.html and select it, click OPEN and then OK .
b.
Repeat the procedure with the appropriate file for the heading “Fun.” Repeat the procedure to
add links to the bottom line of the page. For AMR21, you will type the AMR21 URL instead
of selecting a file, because this is an external hyperlink. Select “AMR21” and click on LINK;
then type http://www.agronomy.ucdavis.edu/amr21 and click OK .
c.
You will add an automatic link for visitors to email you. Select the text “Contact me” and click
on LINK. In the box that appears in the drop-down window type
mailto:[email protected] and click OK.
d.
Save your home page.
8. Next, work on your Work page.
a.
Open a new Composer window, click on OPEN and open the file mywork.html. Use what you
learned above to add a couple of lines of text about your work to the file. You will now add an
image. Place the cursor where you want to add the image, click on IMAGE  CHOOSE
FILE , navigate and select the GoldenHill.jpg file in the Assets folder, and click open.
The image is very large, so you should resize it by clicking on the image so the “handles”
appear on the edges; then, click and drag the lower right handle until the image is of the size
you like. Save your file.
b.
Activate the window that has your homepage. Select all the text with the links at the bottom
and copy it. Activate your work page and paste the text at the bottom of the page. This action
will transfer all the links to the new page correctly. When you are designing a more complex
web site, copying and pasting or using template files can save you a lot of time, because in
general you can use exactly all the navigation links in all pages.
9. To make sure that your site is internally consistent and that the links are working, open a Navigator
window by selecting FILE  NEW  NAVIGATOR WINDOW. With this new window open, select
FILE  OPEN FILE and choose myhome.html. Once your home page is open in the browser,
observe that the address bar indicates that you are browsing a local file that resides in your hard
disk. Follow all the links in your pages to make sure they are working as desired. Inspect the pages
to make sure they look good.
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Workshop 2 p 32
10. To complete your site you can add what you want to the Fun page as well as more information to
the other pages. Finally you can publish your site. For this, assume that you have purchased web
publishing services from an ISP (Internet service provider) who gave you the following server
information:
Username: yourname
Password: yourpa$$w0rd
Server: telarania.spinner.com
Folder: yourFolder
Open myhome.html and click on PUBLISH at the toolbar. Complete the information as
indicated in Figure 2.10 (because the information is fictitious, it will not actually work, but it
gives you an idea of how to fill in the information). For more details about publishing your
site, select HELP  CONTENTS and look for Publish pages.
Figure 2.10. In order to publish your page in a commercial site where
others can access it, you need to provide information about the server
and your web page.
D. HTML
There are several ways to do the same thing in HTML. The commands listed below are
the basic elements in writing HTML. However, HTML is always changing and evolving, thus
newer commands are often incorporated into webpages, and new standards are created for web
page coding. This section gives a brief introduction to some of the basic HTML commands and
shows you how to edit code in the <HTML> Source mode of Composer.
When you write HTML code, only the end result really matters. However, there are
general rules of coding that should be followed to create efficient and understandable web
pages. This is important if you or others will edit the pages in the future. Well-written code is
easier to understand and edit.
1. Composer allows you to create a web page interactively in a graphical interface. You can also type
HTML code directly or edit what Composer created based on your work in the Normal mode.
For this section of the workshop you will do an assignment on your own. Complete the
HTML tutorial in http://www.cwru.edu/help/introHTML/toc.html .
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Workshop 2 p 33
<html>
This element appears at the very beginning of your draft so that the program is
recognized as an HTML document. It requires the end command </html>
</html>
The complement command to <html>. This element is placed at the end of
your draft and is necessary to make the page work.
<body>
This command specifies the style of the body. Ex. <body background>, <body
link>,<body vlink>, and <body alink>. Note: when you use multiple body
commands you can list them all together. Ex. <body background=eyes.gif
link=FFFFFF>. It requires the end command </body>.
The complement command to <body>. This element is placed where you want
the particular style to end.
</body>
<title>
This command sets your title in the blue bar. The title is also what is displayed
on someone’s hotlist or bookmark list, so choose something descriptive,
unique, and relatively short. Generally you should keep your titles to 64
characters or fewer. It requires the end command </title>.
The complement command to <title>. Place this command when you have
ended your title.
</title>
<font face= (font type)>
</font>
The command for changing the font of your text on the page. Different types
of fonts include Times New Roman, Comic Sans MS, etc. They can be used
with multiple commands. Ex. <font face= “Arial” color= “#0000FF” size=
“2”>
The complement command to <font>. Place this command when you are
finished using the particular font style.
<p>
This command stands for PARAGRAPH.
<br>
This command stands for BREAK. It is identical to pressing the ENTER key
on the keyboard when you are in the Normal mode of the Mozilla Composer.
<center>
This command centers text, images, etc… It requires the end command
</center>.
The complement command to <center>. It is required when you want to stop
centering.
</center>
<h1> through <h6>
<img src= (file name)>
<a href= (link)> text </a>
Heading levels for text. This command represents text style adjustments. <h1>
is the largest size and <h6> is the smallest. These commands require end
commands. Ex. </h1> is the end command for <h1>. Place the end command
where you want the text size to end.
This command stands for IMAGE SOURCE. It requires the name of the
picture file that you saved onto your disk. Place the name after the equals sign.
Ex. <img src= simba.jpg>
This command stands for ANCHOR HYPERTEXT REFERENCE. It requires
a URL address or the location of your link after the equal sign but within the
brackets. The text that appears after the brackets will be the hypertext that you
see in blue on your webpage. The </a> is the end anchor that complements the
initial <a href=(link)>
Ex. <a href=http://www.ucdavis.edu> UCDAVIS </a>
2. Using Images and Backgrounds.
a.
Search through Mozilla to find images, backgrounds, etc… Do this by clicking on SEARCH
and then search for HTML GRAPHICS or BACKGROUNDS. When you find a site with the
images you like, make sure you read the instructions that indicate if and how you can use the
resources. Typically, text, sound and images are copyrighted and it is required to get written
33
Workshop 2 p 34
permission to used them. There are, however, several sites that explicitly indicate you can use
the resources with some limitations.
b.
Once you have found an image or a background place your cursor on it and click with the right
mouse button. In the Mac OS just click and hold for a few seconds until a pop-down menu
appears.
c.
Select SAVE IMAGE AS or SAVE BACKGROUND AS.
d.
Save it like any other document. Make sure it saves to your floppy or removable flash drive,
into the folders you organized for your web site.
3. Writing a Webpage Using HTML.
a.
You can use any text editor like Notepad or Word to type in the html code. However, using
specialized coding software has the advantage that it usually includes features to help you with
the spelling, syntax and organization of the code. There are many programs, like
Dreamweaver, that are comprehensive web-site creation and management applications. I
recommend that you learn and use such an application for professional work on web pages.
You can download trial versions of most software to determine which one fits you needs.
4. Here are some more advanced commands to help you out:
<dd>
<blink>
</blink>
<align=left>
<align=right>
<a href= mailto: “(email
address)”> text </a>
<table>
</table>
<tr>
</tr>
<td>
</td>
<embed src=(file name)>
34
This command puts a tab indentation to each paragraph.
Anything (text or images) between this command and the next will blink.
This is the complement command to <blink>. It ends the blinking madness.
This is like the center command, except it allows pictures to be placed on the
left of the page. It is to be used in conjunction with the <img src=> command.
Ex. <img src=sarah.jpg align=left>
This is like the <align=left> command explained above except it puts the
picture on the right.
Allows a browser to e-mail you from your webpage.
Adds a table to your webpage. A table is broken into cells and rows. Each
individual cell can contain anything from text to pictures. The cells are then
broken into rows.
This command is the complement command for <table> and will end the
table.
This command denotes a row of cells.
This is the complement command for <tr> and ends the row of cells.
This command defines the contents of each cell. It tells the computer where
each cell begins.
This is the complement command for <td> and identifies where the cell ends.
Like the <img src=> command, <embed src=> places movies or sound on
your webpage. Be careful though, movies and sound files take up a lot of disk
space!
Ex. <embed src= “intro aiff” height= “15” width= “144” controls=
“smallconsole” autostart= “true” loop= “true”>
Homework 2 p 35
V. Homework #2: Creating a Webpage and Using MyUCDavis
10 Points
A. Mozilla
1. On the list of TA’s given to you by your TA, fill in the TA e-mail addresses using what you learned
about Mozilla and the People Search function in the UCD website. To receive full credit, make sure
you fill in at least three TA’s e-mail addresses.
2. Again, using Mozilla, answer the following questions. In most cases there is more than one way to
access the information. Feel free to use any method you wish to obtain the answers.
a.
What is the URL address of your major’s webpage? If you have not declared a major choose
one that sounds interesting.
b.
What is the URL address of your TA’s webpage?
c.
List the names of four different search engines.
B. MyUCDavis
1. In MyUCDavis create a folder in MySpace and name it AMR21HWK.
2. Set the security of the folder so it can be read only by the course instructor, your lab TA and the
head TA’s.
3. Upload your web page and associated files from part C of this homework to the AMR21HWK
folder.
4. How would you check your grades on MyUCDavis? Fill in the blanks.
35
Homework 2 p 36
After logging into MyUCDavis, click on ____________________ then click on the class
for which you want to view the grades. Next click on ____________________ to view the
grades for that class.
C. Composer
For this homework you will create your web page using Composer. The webpage you
create will be about yourself, and the goal is social. However, you will have to follow some of
guidelines. Feel free to use your imagination and be creative. Search the Internet for ideas and
look at the staff web pages.
TURN IN BY UPLOADING ALL FILES TO THE FOLDER OYU CREATED FOR
YOUR TA IN MYSPACE, OR SAVE THIS FILE TO YOUR WEBPAGE DISK AND
BRING THE DISK WITH YOU TO CLASS. NO LATE WORK IS ACCEPTED.
MAKE A BACK-UP COPY JUST IN CASE.
These are the criteria for your webpage. To get 10 points you must follow these guidelines.
1. The web page must adhere to basic rules of propriety, but you are welcome to use appropriate
humor.
2. Your name appears in the browser’s Title Bar.
3. Your name appears centered at the top of the page in a large font size.
4. There is a centered dividing line beneath your name.
5. Use a table to control the arrangement of the pictures and text in the page.
6. Include at least four pictures (.jpg, .gif, .jpeg) that are not the ones given to you in the AMRCOPY.
Respect copyrights.
7. The body of the webpage must include:
a.
A paragraph about yourself
b.
A paragraph about your goals
c.
A paragraph about your hobbies
d.
A paragraph about why you are taking AMR 21
There should be four distinct paragraphs separated by blank lines. Each paragraph should
be at least 3-5 sentences long.
e.
Include at least two links to web pages other than UC Davis and AMR 21.
Make sure you test your page by opening it in Mozilla. Remember, every time you make
a change and want to see the results save the file and then click reload in Mozilla to see the
change.
ASK YOUR TA ABOUT THE WEBPAGE CONTEST .
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Workshop 3 p 37
WORKSHOP 3
MICROSOFT WORD-OFFICE XP
I.
Introduction
Midnight already?! – thought Dan, immediately feeling the mild rush of that last drop of
adrenaline. The brief moment of complete alertness revived the inner mantra. “You can do it.
You can do it.” Tired, but almost feeling the pride of finishing all term papers in time, Dan
jerked the mouse, blinked hard, and blew out a couple of deep breaths while the screen saver
dissolved to reveal a page of text in Word’s page layout view. “How bioengineered
nanomachines will change the marketing landscape”. “Awesome title,” he thought, recalling
how he had sold the idea to the professor, who approved the subject for the term paper
simultaneously shrugging and raising his eyebrows in doubt. At the time, Dan had a fleeting
sensation that the professor’s eyebrows commanded the shoulders with strings that ran
invisibly under the skin. Once again he was awake and excited. Dan’s revolutionary ideas on
nanotechnology and marketing started pouring out again in a crescendo of clicking reminiscent
of the beginning of a summer rain on a tin roof. And it rained hard. Paragraphs emerged and
tables took shape from staccatos of space bar and <enter> strokes that slid titles and numbers
into place. For hours, Dan was ablaze, his face brightened by the bluish lightning of alternating
blocks of text and white space that resulted form his furious attacks with tabs and empty lines.
He saved frequently.
By 4 am the storm was over. Having written everything he wanted and needed for the
paper, Dan lowered his guard. The paper was not due until 8. “Typed in and saved, baby!” he
mused, closing his eyes and smiling as he stretched his arms and leaned back on the
comfortable chair.
Clang! Clang! Whirrrrr! Hands feel heavy. In a fraction of a second, Dan’s brain
transformed noise, sensation and the forgettable dream of the moment into the realization that
he had not taken out the trash, that it was at least 7:15, and that he had fallen asleep on the
chair before completely finishing his paper. Red alert. “I can do it, I can do it. Count pages,
print and ride the five block to Olson. No problem.” A glance at the status bar revealed 6/6.
The cursor blinked defiantly at the end of the last sentence, in the middle of page 6. Half a
page beyond the strict limit. No time for editing. Although Dan felt confident about his
experience on the subject of meeting page number requirements in term papers, his adrenaline
was rapidly approaching panic levels. Select All, Format Font Times New Roman. Format
Document… Margins 0.9 all around. File Print. Done! The euphoria of beating the clock was
only matched by the realization –upon picking up the printout from the printer- that the whole
document looked like scrambled words, randomly distributed on the pages. Tears of frustration
welled up in his eyes as Dan swore with cracking voice.
Even years later, when his guard was down, and among friends, he would admit that he
never really knew how to use Word.
Most people who use word without taking the time to learn some basic aspects of word
processing have had an experience more or less similar to Dan’s. It is a common mistake to use
a computer with word processing software as a somewhat advanced typewriter. Dan’s mistake
was that he used the incorrect elements (tabs, spaces, enter) to format text into structures such
as tables, which require special formatting tools so their properties (column width, number of
rows, etc.). As soon as the margins and font were changed, the formatting fell apart.
Word is a word-processing application. This application is based on a “model” of
documents that include text, images, and more. This model classifies every element that you
37
Workshop 3 p 38
can have in a document into classes and gives them properties and behaviors. For example, a
document has pages of text composed of paragraphs. Each paragraph has lines, words and
characters. Pages, paragraphs, lines, characters are the classes of elements that can have a
variety of characteristics. When you type text, you determine the order of characters, spaces,
and paragraphs. Word allows you to determine
document sections, page breaks, etc., and gives you
IMPORTANT: although a computer
tools to specify exactly how those characters you
running word in page view may seem
typed will be displayed on the screen or printed. You
to operate like a typewriter, it does
can choose the size, font, spacing, alignment, and
not. Some actions that are intuitive
literally hundreds of other characteristics of the text.
and based on “typewriter behavior”
In this workshop you will learn the basic elements of
will be disastrous in a word processor.
text and how to manipulate them with a word
For example, in typewriters you have
processor.
only two options to organize the
horizontal spacing of text: tabs and
Word is a sophisticated tool that addresses
spaces. However, as a general rule, in
many aspects of creation of documents. This is
word processing you NEVER use the
advantageous, but comes with a cost: you have to
space bar to determine the
learn how to use the tool properly. Using a
organization of text on the page.
sophisticated tool incorrectly can be worse than using
a primitive tool correctly. Specifically, if you use
Word you can create and produce documents for a variety of media that convey information
efficiently and are aesthetically pleasing. However, if you do not know how to use the proper
commands and formatting tools, you will not be able to create more than frustration and a
headache for yourself or your readers.
A. Objectives
1. Learn the basic elements of Word, file types and management, and basic text editing.
2. Use Outlining and Styles to control text organization and create professional documents that are
easily modified and updated.
3. Use advanced Word operations such as macros and mail merge to eliminate the need to do
repetitive tasks manually.
B. Getting Help
Word includes a very complete and “smart” help system that guides you in almost every
task you can think of. Use of help is encouraged. In this course you can use the help features
anytime, including during quizzes and tests. Keep in mind that for help to be effective within
the time constraints of tests, one must have experience using help. It is particularly important
to know what terms to search.
1. Word has a built-in feature that allows us to ask the computer questions about problems. To get
help either press <F1> or select HELP in the menu bar. Once the office assistant appears type your
question and press search.
2. Word XP (i.e. Word 10) offers a second means to get help with certain tasks through the Task
Pane, not to be confused with the Task bar. If the task pane is not already displayed next to the
document window, view it by selecting VIEW  TOOLBARS  TASK PANE . The formatting and
styles task pane can be displayed by clicking on the STYLES AND FORMATTING toggle icon.
a.
38
Click on the black triangle at the top of the task pane to display all task panes available (Figure
3.1). In the pop-down menu, select Mail Merge. Inspect the options.
Workshop 3 p 39
b.
Open the task pane pop-down menu again and select Formatting and Styles. These two task
panes and the New Document pane will be used later in this workshop. Make a note of how
you can access them.
This week’s AMRCOPY is: AMRCOPY WEEK3
View buttons:
Normal, Web, Print
layout and Outlining
Figure 3.1. Task pane in Word XP showing the Styles and Formatting
task pane. This task pane is toggled on and off by clicking on the AA icon
on the tool bar.
II. Basic Word elements
A. Screen elements
1. To start Word, select START  MS OFFICE  MICROSOFT WORD.
2. The Word window has many important features; take a moment to notice them.
a.
The toolbar – is also known as the shortcut bar, and is located below the menu bar. The
toolbar includes many common menu options and is not as complete as the menu bar.
b.
The ruler is located below the toolbar and shows distances in inches. The ruler is used to
manipulate tabs, indents, and paragraph horizontal dimensions.
c.
The status bar - is located at the bottom of the screen and includes information about the
document being edited. Note the numbers in Figure 3.1. The cursor is in page 1 of section 1 of
the document, 5.2 inches from the top of the page, on line 6 and column 2. On the right end of
the task bar there are four toggle switches that are operated by double-clicking on them. REC
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Workshop 3 p 40
starts and stops macro recording; TRK toggles the tracking of revisions to a document; EXT
sets the cursor to extend text selection; OVR toggles between overtype and insert modes.
d.
The scroll bars - are located just above the status bar and on the right side of the document.
These are used for viewing the entire document.
3. Word has four “views,” represented by the icons on the lower left of the window. Each view has a
different function. In this workshop we will explore the NORMAL, PRINT LAYOUT, and
OUTLINING views. Use the HELP  WHAT’S THIS? menu and click on each view icon to get a
definition for each one of them.
B. Selecting document elements
1. In this course, the “largest” element we consider is the document. A document is a single file that
contains all information necessary to be displayed on screen or printed, or at least it contains links
to the necessary information. A document can have more than one Section. Each section can have
several pages, and each page can contain paragraphs with lines composed of characters.
2. You work with Word by typing and then selecting
elements and applying actions or commands on those
elements. For example, you create a new document and
use the Save command to save it and give it a name. In
the document you can type some text and the select the
text and apply a formatting command (by clicking on a
button) to make it bold. You may insert a second
section in the document and format the first section to
be in landscape and the second to be in portrait mode.
The general idea is the same: you create the elements,
select the element you want, and apply the formatting
of your choice. Obviously, the formatting options
depend on the type of element. You can determine the
page size for a section of a document, but it makes no
sense to try to define a page size for a paragraph or a
character.
3. The text box shows the main elements of documents and the formatting options available to them.
For example, did you know that a document can have pages of different sizes and with different
margins? You can do this by creating sections within the document, and then formatting each
section differently.
4. Selected text or other document elements are highlighted so you know where the action or
formatting will be applied. The selected element can be formatted, or written over.
40
a.
To select an area with the mouse just place the cursor are the start of the area, click and drag.
b.
You can also select by clicking. To select a word, double click on the word. To select a
sentence, place the cursor within the sentence, hold down <CTRL> and click. In the
Macintosh system, press the apple key instead of <CTRL>.
c.
To select a line, move the cursor to the left margin until the arrow points to the right and click.
d.
To select a paragraph, triple click anywhere within the paragraph.
Workshop 3 p 41
e.
To select the entire document- move the cursor to the left margin until it points to the right,
hold down <CTRL> and click. You can also press <CTRL> + A, or select EDIT  SELECT
ALL.
C. Starting a new document or opening an existing file
1. New documents and templates- Microsoft Word offers many different types of documents and
templates to help you get started. For this class we will work with the Blank Document template.
2. One way to open new or existing documents and templates is to use the New Document task pane.
Click on the black triangle of the Task Pane and select New Document (Figure 3.2). The task pane
shows options to open templates, blank documents, or other documents.
3. Click on Documents… or on the name of the file if it is shown on the list within the new document
pane. As an alternative you can select FILE  OPEN or click on the OPEN
toolbar.
icon in the
4. Once the Open file window appears, navigate to the folder week 3. On the top right of the
window select the PREVIEW mode. The Open window will have two panes. When you select a file
on the left pane, a preview of the contents appears in the right pane. This is very useful to find files
if you remember the contents but not the filename. Click on the file wordproc.doc, and then
OPEN.
Figure 3.2. The New Document task pane facilitates access to files and
templates, as well as to resources from the web.
D. Navigation within a document
1. The cursor can be moved through the document using the arrow keys on the keyboard.
2. Notice that the when moving the cursor using the mouse it appears as what is called an I-beam. Just
click where you want the cursor to appear.
41
Workshop 3 p 42
3. To quickly move up and down the page press the <PAGE UP> and <PAGE DOWN> keys located
on the keyboard.
4. To quickly move to the top and bottom of the document, press <CTRL> + <HOME> and <CTRL>
+ <END>.
As we will see later in the workshop, the Outlining view provides an excellent means to
move around the document and to organize and move pieces of text. All you need is to
properly format each paragraph as you type. Details are explained below.
E. Editing and Entering Text
1. Deleting completely erases text.
a.
Press the <DELETE> key and the text to the right of the cursor is deleted.
b.
Press the <BACKSPACE> key and the text to the left of the cursor is deleted.
c.
To delete a block of text highlight the desired area and press <BACKSPACE> or
<DELETE>.
2. The Undo command allows you to step backward in the actions applied recently.
a.
To undo an action select EDIT  UNDO in the menu bar or click once on
at the toolbar.
b.
To see a list of your last few actions click on the arrow curving to the left in the toolbar.
3. The Redo command is the opposite of the undo command and can be used by clicking on the arrow
curving to the right in the toolbar.
4. Moving text. For small amounts of text and when the document is not too large, cutting and pasting
works fine. For more complex jobs that require moving text across several pages and require clear
organization, outlining is the preferred mode.
Cutting is not the same as deleting, because when you cut something it is placed on the
electronic clipboard, where it is available for pasting almost anywhere else in your computer.
Each time you cut or copy, the new material substitutes part of the contents of the clipboard
unless the clipboard has some space available. The Office clipboard can hold several items that
can be managed through the clipboard task pane. As an exercise, search for “clipboard pane”
in Word help and read about the options available.
a.
To cut and paste a block of text, select the text and then select EDITCUT , press <CTRL> +
X on the keyboard, or click on the SCISSORS icon in the toolbar. In the Mac OS, use the 
(apple or command) key instead of <CTRL>.
b.
Place the cursor where you wish to paste the text. Then select EDIT  PASTE in the menu bar,
press <CTRL> + V on the keyboard, or click on the CLIPBOARD icon in the toolbar.
Copying leaves the text where it is and simply makes a copy that is placed on the
clipboard. To copy and paste a block of text select the block of text and then select EDIT 
COPY or press <CTRL> + C. To paste the text copied, follow the pasting instructions for
cutting and pasting.
5. Insert vs. overtype modes.
Keep in mind that when you type, the text will be added at the position of the cursor or
selected text, ant not necessarily on the text displayed on the screen. As you use the scroll bars
to move up and down, the cursor does not move.
42
Workshop 3 p 43
a.
By default Word is always in Insert Mode- any character typed will be inserted into the
existing text.
b.
The <INSERT> key on the keyboard toggles Word between “insert mode” and “OVERTYPE
mode.” Press <INSERT> and notice OVR in the status bar is highlighted. This tells you that
overtype mode is activated. To turn it off, either press <INSERT> or double click on OVR.
c.
Overtype is not frequently used but the <INSERT> key can be accidentally pressed, so it is
useful to know about.
F. Opening Multiple Word Files and Windows
Word allows you to have more than one document open, and multiple windows of a
document open at any time. Using multiple windows of the same document is useful to move
text between distant parts of the document, or to write one part of your document while
referring to an earlier section, For example, if you are writing a paper, when you type the
summary or conclusion, you can have another window of the same document where you can
view the parts you need to summarize or use as the basis for your conclusion.
1. Make sure the document wordproc.doc is already open.
2. Open the file firstry.doc, using any of the methods described above.
3. To go back to wordproc.doc select WINDOW in the menu bar. Notice all the open word
documents are listed there. Select Wordproc.doc to activate that document once again. You can
copy and paste or move text between the two documents.
4. Open a second window for wordproc.doc so you can read the beginning of the document while
you type at the end. Select WINDOW  NEW WINDOW. The original window is now titled
wordproc:1 and the new one is wordproc:2. Both windows are connected to the same file. As a test
view the same section of text on both windows and type a few characters. As you type in one
window, the new text appears in both of them.
G. Saving and Closing a File
1. To save your document, overwriting any previous version, select FILE  SAVE, click on the DISK
icon on the toolbar, or press <CTRL> + S. If the document had not been saved before, you will be
prompted to give it a name and select a folder location for the file. If the file had been saved before,
the new version simply overwrites the old one without questions.
2.
SAVE AS- use this if you want to save a new version of the document and preserve the old one.
The File Save window opens and prompts you to select a place and name for the file. If you use the
same location and name as he old file, the result will be the same as suing the SAVE command.
3.
CLOSE- this will close the active document you are working on, but it will leave Word running
4.
EXIT- this will close the document you are working on in addition to all other word documents and
without affecting other documents. If you have not saved changes, Word will ask you if you want
to save changes before closing.
the application. If you have not saved changes on any of the documents, Word will ask you if you
want to save changes.
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Workshop 3 p 44
III. Basic Formatting
Formatting refers to the design or the layout of the text on the page. Word gives you
control over many aspects of the document’s format. Use the file wordproc.doc to perform
the following formatting. There are three basic levels of formatting: character, paragraph, and
section. Each level handles a different set of formatting options. Any formatting applied at the
paragraph level will apply to everything that is contained in the paragraph. Every format
applied at the section level applies to all paragraphs and pages of the section.
The non-printing characters that represent the end of paragraphs and sections are
extremely important because they contain the formatting information for the whole paragraph
or section. Thus, when you delete a paragraph mark by backspacing, the paragraph whose
mark was deleted inherits the formatting of the mark in the following paragraph. The same
applies to section marks.
Table 3.1. Levels of formatting and formats applied at each level.
Character level of
formatting
Font, Size, Style, Color, Underline,
Bold, Italic, Sub and Superscript,
Position, Spacing, Effects,
AllCaps, SmallCaps, Highlight.
Paragraph level
of formatting
Left, Right, and First Line Indent,
Alignment, Line spacing, Space
before and after, Orientation,
Borders, Shading, Tabs.
Section level of
formatting
Margins, Page Numbers,
Orientation, Columns
A. Character Formatting
1. Bolding- bold the title “Why Type Instead of Write?” Select the title and then press the BOLD
tool, which is the B in the toolbar, or press <CTRL> + B.
2. Italicizing- Select the text to italicize as above, and then click on the I or press <CTRL> + I.
3. Underlining- Select the text to italicize as above, and then click on the U or press <CTRL> + U.
4. Font and Size- font refers to the design of the shapes of a complete set of characters while point
size refers to the size of the character.
a.
To change the font, select the desired text and click on the font pull-down menu in the toolbar.
Select your favorite font and watch the text change to the new font.
b.
To change the size of the text, select the desired text and click on the size pull-down menu in
the toolbar. Select the desired size and watch the text change size.
B. Paragraph Formatting
1. Justification- by default the text in Word is left justified.
a.
There are four types of justification represented by icons in the toolbar.
1.
44
The first icon is LEFT JUSTIFICATION.
Workshop 3 p 45
2.
Next is CENTER JUSTIFICATION.
3.
Then it’s RIGHT JUSTIFICATION.
4.
Finally it’s FULL JUSTIFICATION (like columns in a newspaper).
2. Line Spacing- by default Word is single spaced
a.
To change the spacing of a single paragraph place the cursor at the beginning of the paragraph
and select FORMAT  PARAGRAPH from the menu bar. Then select the desired line spacing
from the pull-down menu.
b.
To change the spacing of the entire document, select the entire document using one of the
previous methods. Then follow the above directions.
c.
Once text is selected, you can use the following shortcut keys to change the spacing:
1.
<CTRL+1> formats the current paragraph to be single-spaced.
2.
<CTRL+2> formats the current paragraph to be double-spaced.
3. Tabs. There are five different types of tabs, left, center, right, decimal, and bar align. When you
add tabs, they apply to all lines within the same paragraph. Tabs are used to make columns of text,
or to organize blocks of text.
a.
Left Align Tab- this tab will align the text to the left. Set a left tab at the 1” mark on the ruler.
b.
Center Align Tab- this tab will center the text. Set a center tab at the 2” mark on the ruler.
c.
Right Align Tab- this tab will align the text to the right. Set a right tab at the 3” mark on the
ruler.
d.
Decimal Align Tab- this tab will align the decimal places. Set a decimal tab at the 4” mark on
the ruler. This tab is very useful when making tables with numbers. It is conventional to have
all numbers line up at the decimal point.
e.
Bar Align Tab- this tab will create a bar on the document and align the text on the left along
the bar. Set a bar tab at the 5” mark on the ruler.
f.
Now that you have practiced setting tabs press the tab button and notice that the cursor moves
to the place where the tab was set.
g.
To remove a tab, simply click on the tab and drag straight down off the ruler.
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Workshop 3 p 46
Decimal Tab
Left Tab
First Line
Indent
Right Tab
Horizontal
Ruler
Right Margin
Left and
Hanging
Indent
Right Indent
Tab Mark
Manual
Line Break
Figure 3.3. Usage of paragraph formats. The horizontal ruler shows the
formatting of the second paragraph. Explore this file in detail by
opening paragraph.doc from week3 folder.
C. Formatting sections and breaks
In this section you will identify the
different Word elements and you will learn
how to create a section with different number
of columns and margins in the middle of a
document. This skill is essential give
documents the look and organization you
prefer. Use the file wordproc.doc to
practice as indicated.
Several important document elements
are not visible or printed in the final version
of the document. However, you must be able
to see them so you can control the formatting
of your document. The most important ones
are regular space, non-breaking space,
manual line break, tab, paragraph, page
break, and section break. In order to see these
elements on the screen, you use the toggle
button that looks like a paragraph mark
in the tool bar.
46
Figure 3.4. Text flow and organization can be
controlled with several types of Section breaks.
Margin size and number of columns can be
formatted independently for each section.
Workshop 3 p 47
1. Click on the button to display all nonprinting characters in the wordproc.doc
file. Notice that spaces show as dots and
paragraphs are ended by symbols that
resemble a reversed “P.”
2. Insert two manual line breaks by pressing
<SHIFT> + <ENTER> twice after the
word “operation.” in the first paragraph. The
line is ended and separated further from the
top of the paragraph, but it is all still within
the same paragraph. This means that any
paragraph formatting applied to the parts
before the line break will also apply to the
text after the line break.
Figure 3.5. The Format Columns window.
3. Place the cursor on the empty paragraph right before the line “”Like Riding a Bicycle” and
experiment inserting different breaks using INSERT  BREAK. Notice that section breaks can be
continuous or they can also create several types of page breaks. Select a continuous break. Figure
3.5 shows the effects of several types of section breaks.
4. Now place the cursor at the blank paragraph above “If typewriters scare you…” and insert another
continuous section.
5. To change margins, place the cursor anywhere in the middle section you just created and format
margins and columns. Select FILE  PAGE SETUP, click on the Margins tab and change margins
to 2” on the right and left sides.
a.
Notice that there are other options available under PAGE SETUP… Margins, such as
orientation of the page (from Portrait to Landscape) and gutter size. The gutter puts space on
one side of the document for binding. The effects of changes can be previewed in the page
represented at the bottom right of the dialog.
b.
The PAGE SETUP… dialog has three tabs, Margins, Paper and Layout. The Paper tab is used
to specify the size and source of paper for printing. The Layout tab is use to determine the kind
of section, whether headers and footers are different in the first page and odd/even pages,
header and footer position, line numbers, and borders for the section.
6. Next, make two columns in the middle section. Select FORMAT  COLUMNS…, click on Two and
make sure that at the bottom it indicates that it will be applied to this section only (Figure 3.5). In
order to make sure your document has been formatted properly, click on the Print Preview icon at
the tool bar
.
47
Workshop 3 p 48
Figure 3.6. Dialog for inserting and formatting page numbers.
7. Header and Footer- To insert a header or footer
a.
Select VIEW  HEADER AND FOOTER in the menu bar. This activates the editing of both
header and footer areas.
b.
Use the toolbar to set the justification and type the desired text such as the date. The floating
Header/Footer toolbar has icons to insert page number, date, etc. To switch between editing
header and footer click on the icon
. Hover with the mouse over each of the icons in the
floating header/footer toolbar to learn what they do.
8. Page Numbering- Page numbers are placed in the header and footer. To insert page numbers:
a.
Select INSERT  PAGE NUMBERS in the menu bar.
b.
Then choose the position and alignment (Figure 3.6). Formatting of page numbers can be done
by selecting the numbers in the header or footer and using the usual paragraph and character
formatting.
c.
Page numbers can be restarted at any desired value in each section.
D. Hands-on practice
1. Open WordPractice01.doc from week3 folder. The file has text without any special format.
You will format it to look like Figure 3.7. Click on SHOW/HIDE to see all non-printing characters
and set the view to Page Layout. Place the cursor at the beginning of the third paragraph, before
“This is the first…,” and insert a continuous section break by selecting INSERT  BREAK… 
CONTINUOUS  OK .
2. Place the cursor at the beginning of the 5th paragraph, before “Because…” Insert a Next Page
section break by selecting INSERT  BREAK…  NEXT PAGE  OK .
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Workshop 3 p 49
Figure 3.7. Example of a document with complex section formatting
displayed in Page Layout View.
3. Format the page size, margins and header/footer position. Place the cursor anywhere before the first
section break and choose FILE  PAGE SETUP; click on the Margins tab and enter 0.3 in all
margins. Select Portrait orientation and Apply to: This section. Click on the Paper tab,
select Custom size in the paper size drop-down list, and enter 3.5” for Width and 4” for Height.
Apply to: Whole document. Finally, click on the Layout tab and enter 0.1” for both Header and
Footer distance From edge. Apply to Whole document and click OK .
4. Format the margins and columns for the second section. Place the cursor anywhere in the second
section and select FILE  PAGE SETUP; on the MARGINS tab enter 0.5 for the left and right
margins and apply to this section only. Now select FORMAT  COLUMNS and click on the icons
showing TWO COLUMNS. Set the distance between columns to 0.3”, apply to this section only, and
click OK .
5. With the cursor in the first page, select INSERT  PAGE NUMBERS… Format. In the Number
format drop-down list select i, ii, iii,… and click OK twice. Place the cursor in the second page,
and repeat the procedure but this time select 1, 2, 3, … and Start at 1. Take time to notice the
options for inserting page numbers in different positions, etc.
6. Change the orientation of the paper to Landscape in the third section. For this, place the cursor in
the third section, select FILE  PAGE SETUP and click on LANDSCAPE in the Margins tab. Make
sure that it will be applied to This section, and click OK .
7. Format the paragraph indentations and spaces. Select all paragraphs except for the last one and
insert a First Line Indent by dragging the top half of the left slider two notches to the right (0.25”)
on the horizontal ruler. While the paragraphs are still selected, go to FORMAT  PARAGRAPH 
Indents and Spacing and enter 6 in the Spacing After box. Click OK .
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Workshop 3 p 50
8. Complete the formatting by adding a hanging indent in the last paragraph. Place the cursor in the
last paragraph and drag the bottom half of the HANGING INDENT slider to the right a couple of
notches. In order to drag only the bottom half you must take care to place the mouse on the
pentagon that points up. If you “grab” the slider by the bottom, you will drag the whole thing,
modifying left and hanging indent together.
Now read the document!
IV. Automated tasks and Graphics
Word can be used to create nicely formatted documents such as resumes, to create long
documents as report and books, and to facilitate repetitive tasks such as addressing the same
letter to many people.
A. Correction and Formatting
1. AutoCorrect
a.
Replacing Words- Sometimes a document you are typing includes a long word used multiple
times. Instead of having to type the whole word many times, you can put the word into the
AutoCorrect library. Every time you type the first few characters, the word is automatically
completed for you.
b.
Open the document Anthro.doc and notice that this document uses the term “Australopithecus
afarensis” over and over again. We can use AutoCorrect to type a simpler word that once typed
will be replaced by the longer phrase.
c.
Highlight the term “Australopithecus afarensis” from the middle of the first paragraph.
d.
Select TOOLS AUTOCORRECT OPTIONS from the menu bar.
e.
In the REPLACE box we can type our shortcut such as “aa.”
f.
In the WITH box we can type “Australopithecus afarensis.”
g.
Click on the add button and the shortcut is now in the library.
h.
Now go back to the document and type “aa ” and see how it changes. Make sure you type a
space after “aa” otherwise the program does not know if you have completed the word.
i.
Take a minute to notice all the options that the
AutoCorrect contains. It contains commonly
misspelled words; it will capitalize words for
you such as “I”, and it also contains a set of
icons   that can be created by pressing a few
keys.  Note: If you want to type a lower case I
in the middle of a sentence, after it has been
automatically capitalized, hover with the mouse
over the letter until the Autocorrect bar and
arrow appear below the letter. Click on the arrow to display the drop down menu and select
Change back to “i.”
2. AutoFormatting
50
a.
In the menu bar select FORMAT  AUTOFORMAT.
b.
Click Options to see what AutoFormatting will do to the document.
c.
Take a minute to notice everything that AutoFormat will do. Open the file wordproc.doc and
experiment by applying AutoFormat to it.
Workshop 3 p 51
B. Spell Check and Print Preview
1. Spell Check/ Grammar Check
a.
Notice the words underlined in red are not in the Word dictionary, so usually they are
misspelled. However, if the word is a name, Word will often underline it. To turn the underling
off select TOOLS  SPELLING AND GRAMMAR in the menu bar and then select Options.
b.
Notice the words underlined in green are grammar mistakes, for example a missing comma or
run-on sentence. Inspect the suggestions offered by Word and determine if you want to change
the text or ignore the suggestion. By default, Word marks every use of passive voice as a
potential problem, because it is best to use direct, clear sentences with a subject.
2. Print Preview
a.
Always preview the document before printing to make sure the document looks exactly as you
expect.
b.
To perform a print preview, select FILE  PRINT PREVIEW from the menu bar. Then notice
your options such as how many pages are previewed at one time.
C. Macros
1. A macro is a series of Word commands including page formatting and tasks such as spell check
and print preview that can put into one command. Technically, a macro is a program written in
Visual Basic and usually created by recording a set of actions performed manually.
a.
To record a new macro, first open a NEW document.
b.
Select TOOLS  MACRO  RECORD NEW MACRO or double click REC in the status bar.
2. In the New Macro window, give the macro a name that does not include spaces, commas, or
periods. You can select whether the macro will be available to all of your documents or only within
the current one. A description of the macro is optional, but strongly recommended for future
reference.
3. Assign the macro a shortcut key for easy access in the future. Click on the keyboard icon and then
choose a shortcut key such as <ALT> + 1. Make sure it is unassigned; then click Assign and
Close.
4. Notice that there is now a cassette tape attached to the arrow. Everything you do in Word is now
being recorded, including cursor movement, etc. You can always pause the recording and perform
actions that you do not want recorded, and then resume recording.
5. Perform the actions you want to be recorded such as changing the font, point size, line spacing,
spell check, and end in a print preview. To end in a print preview, stop recording before closing the
print preview.
 Note: when making font changes you need to go to FORMAT  FONT for the changes to be applied in the
macro.
6. Make sure you stop recording the macro by clicking on the SQUARE or double clicking REC.
7. To run the macro use the shortcut key you created because it’s much quicker than going back to the
toolbar and selecting RUN MACRO. You can also go to TOOLS -> MACRO  RUN MACRO.
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Workshop 3 p 52
D. Creating a Mail Merge
1. A mail merge is useful when it is necessary to send out multiple copies of the same letter to
different recipients. Through using placeholders (fields) for the information that changes from
letter to letter, such as the name and address, the letter has to be typed only once. At the time of
creating the personalized letters, Word automatically inserts the proper information in the fields.
2. A mail merge consists of three parts and is completed in six major steps that are tracked by the
wizard. You can proceed forwards or back up as necessary during the process. The three parts are:
a.
Main document
b.
Data source
c.
Merged document
3. Open the document main.doc from week3. This is the main document that we will use in the
merge.
4. Once the document has been opened, select TOOLS  LETTERS AND MAILINGS  MAIL
MERGE WIZARD. Alternatively, display the task pane and select the Mail Merge pane. You will
see the Mail Merge window on the right of the screen. The current and next steps are displayed at
the bottom right of our screen.
5. STEP 1: Selecting document type. Under the heading Select document type, select the Letters
option at the top of the wizard. Then select Next or click on the arrow pointing to the right at the
bottom of the wizard.
6. STEP 2: Selecting the main Document. Choose Use the current document, because we have
already opened the letter we will merge. Then select Next.
7. STEP 3: Selecting Recipients. At this step we will need to create a list a recipients for the mail
merge. Under the heading Select recipients, choose Type a new list, because we do not have any
existing lists to use.
a.
Under the Type a New List heading, click
appear. Here is where we can add our recipients.
b.
By Selecting Customize… we can add or delete fields. Microsoft Word will ask if you are sure
you want to delete the field, just click Yes. The only fields we will need in this example are:
Tiltle, First Name, Last Name, Address 1, City, State and Zip Code. When you are done
deleting the extra fields click OK .
c.
Enter text in the fields for the first recipient. When you are done with the first person’s
information, select New Entry to enter the second person’s information. We can view our
entries by click Next or Previous. When you are done adding entries (enter at least three
people) select Close.
d.
A Save Address List window appears, prompting us to save the list. Navigate to the week3
folder in your portable storage (Flash drive or Floppy disk), type Data as the filename and
save it. Note: the file will be saved as a Microsoft Access file. Microsoft Access is a
database management software application explained in later chapters.
1.
52
. A New Address List window should
A Mail Merge Recipient window now appears. Take a moment to look over the data and
check to make sure everything is correct. Here we have the option to Edit… the list. By
clicking Edit…, you can go back and add a more recipients if needed.
Workshop 3 p 53
2.
e.
Click OK if all the data are correct. We are now ready to move onto STEP 4. Click on
Next at the bottom of the pane.
STEP 4: Write Your Letter. We are given the option to write the letter, if we have not done so
already. Since we already have the letter, we are ready to add the recipient information (i.e.
First Name, Last Name, etc.)
1.
First place your cursor on the first line and then go to the Mail Merge pane on the right
side and select More items… under the Write your letter heading. An Insert Merge
Field window appears. Select First Name and click Insert. Notice <<First_Name>>
appears on the documents where we left our cursor. Now insert the Last Name, Address 1,
City, State and Zip Code fields. Then click Close.
2.
Now we need to go to our main document and edit the placement of the fields. Place a
space between <<First_Name>> and <<Last_Name>> and add a manual line break after
<<Last_Name>>. Insert another manual line break after Address 1, comma and space after
City, and space after State. Place the cursor after Dear and insert a space; then, click again
on More items… and insert <<Title>> and <<Last_Name>>. Close the window and add a
space between the fields just added. When you are done click on Next at the bottom of the
wizard.
f.
STEP 5: Preview your letters. Here we can see what each letter will look like. Under the
Preview your letters heading, you can navigate through your list of recipients by clicking on
the arrow buttons (Figure 3.8). When you are done previewing your letters click on Next at the
bottom of the wizard.
g.
STEP 6: Complete the Merge; this is the final step for the mail merge. You can choose to print
the letters by clicking on Print… This sends the merged files to the printer without saving
individual letters for each recipient. The alternative that we will follow is to create and save a
separate file for each recipient.
1.
Here under the Merge heading, select Edit individual letters. A Merge to New
Document window will appear.
2.
We want to merge all the recipients we added to our new list so select All and then click
OK . The merged letter opens in a new window that will be automatically named Letters1.
3.
To save your merged mail, go to FILE  SAVE, name the document
MERGEDLETTER.DOC
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Workshop 3 p 54
Figure 3.8. Previewing the letters merged with the information for the
individual recipients.
E. Clip Art and Graphics
Word and other Office applications share utilities to create and add graphics and figures
to documents. A full set of drawing tools are accessible through the Drawing Toolbar. Word
contains a clipart library that is easily searchable to find pictures for many topics.
1. Adding clip art.
a.
Select INSERT  PICTURE  CLIP ART, or go directly to the Insert Clip Art task pane.
b.
In the clip art task pane enter a search term that describes the type of picture you need, and
click Search. All pictures that match the criteria will appear in the pane.
c.
Once you find the picture you want, click on its right side to display a drop-down menu, and
select Insert. Notice that the menu offers several commands to further explore the properties of
the picture, copy it, or add it to your personal collection (Figure 3.9)
d.
Notice that pictures from a file saved on a disk or the hard drive or an Excel chart can also be
added to a document.
e.
The link Clips online at the bottom of the clip art task pane starts the web browser and links
you to a large collection of downloadable clips.
2. Word can be used for more than just typing and editing papers and letter. Graphics can also be
created in Word using the drawing toolbar. As you will see in the next chapter, the same drawing
toolbar is available in Excel.
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Workshop 3 p 55
Figure 3.9. The Insert Clip Art task pane is used to search for, manage,
and add pictures to the document.
3. Creating graphics for your document- use the drawing toolbar to create graphics.
a.
Either in the toolbar click on the “A”-Cube-Cylinder Icon or select VIEW  TOOLBAR 
DRAWING in the menu bar.
b.
This will add an extra toolbar at the bottom of the screen.
c.
Notice all the options available to create graphics and text.
V. Finishing the job
A. Printing Files in Word
1. Always select FILE  PRINT PREVIEW before printing a file. This will allow you to see an exact
screen simulation of what will be printed. You can make sure that all pages have the look you want,
and that there are no odd page breaks, margins, or blocks of white space.
2. Once you have seen a preview of what the printer will produce select FILE  PRINT and then click
OK when the desired settings have been chosen.
B. Save your changes
1. Make sure everything has been saved then select FILE  EXIT or click on the X in the upper right
corner of the screen. If you are finished, eject your disk and log off the computer.
55
Homework 3 p 57
VI. Homework #3: Introduction and Uses of MS Word XP
10 Points
For this homework you will create a resume and a cover letter. Follow the instructions
listed very carefully and look at the templates as an example.
Do not print your work: bring resume and the cover letter to the next lab on your disk.
A. Resume
Follow these instructions carefully. Your grade will be based on the detailed tasks we
ask you to perform. Look at the template on the following page as a guide. Feel free to make
up any of the information but always apply the rules of propriety . Your resume will be
assessed as if it were your real resume for a business job application.
Save this resume as your email name (my file will be ealaca.doc).
1. The margins at the top, bottom, left, and right of the document should be 1”.
2. Provide at least four skills for each section. Don’t forget you can make some up.
3. For the work experience section, make sure you underline your job title. You need to have at least
three jobs under this heading.
4. For the honors and awards section, provide at least three entries.
5. Add two references in the last section.
6. The format of the resume should be exactly as in the sample below. You can view all formatting on
the sample, which is in the AMRCOPY folder for week 3. However, the document is locked so you
cannot copy or use it. You must create all formatting on your own for your resume.
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Homework 3 p 58
Your name here (first and last)
School Address
Permanent Address
Street
Street
City, State Zip Code
City, State Zip Code
Phone number
Phone number
email address
Objective: What is your objective or goal? Make sure that this section has a hanging indentation so the text
flows as shown here, with no text below the word “objective.”
Qualifications and Skills: Describe your qualifications in direct relation to the position you are applying
for. Use concise but complete sentences in active voice. Use the same indentation as in the
objective section.
Skill #1
Skill #5
Skill #2
Skill #6
Skill #3
Skill #7
Education
Date degree was or will be attained, Degree, Institution
Date degree was or will be attained, Degree, Institution
Employment and Experience
200X - 200X. Job Title #1, Department, Company or Institution. Description of job duties and
responsibilities. Your accomplishment. This should be very concise and to the point.
Order chronologically. (Starting date - ending date)
200X - 200X. Job Title #1, Department, Company or Institution. Description of job duties and
responsibilities. Your accomplishment. This should be very concise and to the point.
Order chronologically. (Starting date - ending date)
200X - 200X. Job Title #1, Department, Company or Institution. Description of job duties and
responsibilities. Your accomplishment. This should be very concise and to the point.
Order chronologically. (Starting date - ending date)
Honors and Awards
Honor or Activity, (Date)
Honor or Activity, (Date)
Honor or Activity, (Date)
References
Name, phone number, and email
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Homework 3 p 59
B. Cover Letter with Mail Merge
Again, follow these instructions very carefully. Remember to SAVE YOUR
DATA SOURCE onto the same disk as your cover letter. Follow the instructions
in the workshop carefully.
Save this main document as your email name plus the letters cvtltr. My file would be
named ealacacvrltr.doc
1. Begin the cover letter in a new document. Set the font at ARIAL, 12 pt.
2. Start the letter by typing your permanent address and phone number in the upper right hand corner
of the letter. Set the left align tab at 4.25”.
3. Then skip one line and type the date. This tab must also be set left align at 4.25”.
4. Now skip two lines and leave room on the left margin for where the company address will be
merged later.
5. Skip one line and begin the letter with Dear (do not type a name after this because you will merge
the name later).
6. Skip one line and type the body of the letter. The letter should have two to three paragraphs.
7. Close the letter appropriately with the salutation set with a left align tab at 4.25”.
8. Keep the letter under one page in length.
This letter is now your MAIN DOCUMENT for the mail merge. The following
information should be used as your DATA SOURCE.
9. Type the information under the respective field names. However, you must make up a company
name for each person. Save the data source as your email name plus dsrc.mdb.
10. Completely merge data source with main document and save as your email name plus mrg.doc.
You should have six separate pages (cover letters).
NOTE: Only completely merged cover letters with the following information will
be given full credit. Make sure you create unique company names to show you
worked on your own. Cover letters that are not merged by the beginning of lab
will not be given full credit.
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Homework 3 p 60
NAME
ADDRESS
CITY
STATE
ZIP
COMPANY
Brendon Welsh
1 Nordstrom Way
Beverley Hills
CA
90210
*create one
NAME
ADDRESS
CITY
STATE
ZIP
COMPANY
Gloria Estafon
128 Ricky Rd.
Martin
FL
35656
*create one
NAME
ADDRESS
CITY
STATE
ZIP
COMPANY
Joey Phatone
912 N. Sync Ct.
Manhattan
NY
20021
*create one
NAME
ADDRESS
CITY
STATE
ZIP
COMPANY
Spike Leah
530 Beemer Ave.
Davis
CA
95616
*create one
NAME
ADDRESS
CITY
STATE
ZIP
COMPANY
Kelly Larkson
903 Idol Way
Hollywood
CA
90112
*create one
NAME
ADDRESS
CITY
STATE
ZIP
COMPANY
Ruben Splutter
712 America Plaza
Anaheim
CA
91367
*create one
COVER LETTER TEMPLATE
Your Street
City, State Zip
Phone Number
Date
«Company_Name»
«Address_Line_1»
«City», «State» «Zip_Code»
Dear «First_Name» «Last_Name»,
Paragraph 1 (real Paragraphs, that means 3-5 sentences or you will lose points!). Make sure that the letter is
formatted as this one. For example, the paragraphs have first line indents of 0.25”.
Paragraph 2
Paragraph 3
Sincerely,
Your Name
60