Transcript Computer Literacy 2

Word processing
Computer Literacy 2
25 Sep 2007
Structural units
 Character
 formatting may differ letter by letter,
 font (type face), font style, size,
 distortion, letter-spacing, kerning.
 Paragraph
 consistent in one paragraph,
 justification, indentation, space,
 line breaks, page make-up.
 Section
 may be set for more subsequent paragraphs,
 page size, columns, running header and footer,
 section boundary may be on
 paragraph boundary: continuous,
 new page, odd page, even page.
Paragraph
 New paragraph: Enter ¶
 Alignment:
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left,
justified, (forced),
center: headings,
right: tables.
 separation of
paragraphs:
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Header
Spacing after paragraph
Spacing before paragraph
Line feed
4
Spacing after paragraph
a must in demanding
documents (either left
aligned or justified).
2
First line indent Spacing before paragraph
Right indent
Left indent
First line: hanging
Right indent
indentation (not space,
not tabulators): 1-2 em,
spacing (not empty line).
 Hyphenation:
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3
Top margin
Left (outer) margin
Right (inner) margin
Type area
5-6
Bottom margin
Floating
object
Footer
Positioning
 On page (vertical):
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the page make-up is created by the program with respect to
the page size, margins, type face, size, etc.
influenced by: line breaks, break points, special marks, etc.
floating objects may be placed relative to the page.
 In line (horizontal):
 floating objects
 relative to a paragraph,
 relative to the left (outer) side of the page,
 table (mostly recommended),
 tabulator positions: automatic, left, center, right justified,
or decimal:
Page make-up – line breaks
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Keep with next: headings
Keep together: headings, tables
New page: headlines
Orphan/widow lines:
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avoid: last line of paragraph on the
top of page, top of column, after
image, except if the line is full,
tolerate: first line of paragraph on the
bottom of page, bottom of column,
avoid: first line of paragraph above
image.
 At least 34 lines of text is
needed
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orphan lines to avoid
tolerated widow lines
text is too short on this page
orphan lines to avoid
after a heading,
before or after an image,
on last page (before a chapter starting on new page).
Page make-up – sections
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continuous, new page, odd/even page.
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same for a section, but
may differ on even and odd pages,
may differ on the first page
of the section,
may contain cross-reference
(e.g. date, actual heading,
page number, number of pages, etc.).
 Running header and footer
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 Paper layout
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one-sided, two-sided,
vertical alignment: top,
paper size: A5B5A4,
margin size, ratio:
see on slide Paragraph.
 Text in more than one column
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on last page the columns should have
the same height.
column height is
not the same
 Break
Using styles
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Example: we want bigger space between paragraphs
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Bad solution: two Enters (later, the size of the space can be
changed only one-by-one, no possibility to fine-tune the space)
Good solution: modify the space between the paragraphs in the
style definition
How to realize?
example
Modify style
in advance
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In the Styles and Formatting
Task Pane select the Body Text
style and select Modify
Change the space between
paragraphs, and OK
All the text written with Body
Text style is changed
immediately.
afterwards
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Set the new space for an arbitrary
paragraph (which is Body Text style)
In the Styles and Formatting Task Pane
select the Body Text style and in the drop
down menu select Update to Match
selection
All the text written with Body Text style
takes the new formatting.
This can be automated, if you set the Automatic refresh
toggle in the Modify style window.
Styles
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Style: collection of formatting
settings
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types: character-, paragraph-, list-,
table style.
elements to be set: character-,
paragraph formatting, tabulatorpositions, border, language,
numbering,
based on other style, only the
difference is defined (inheritance),
for the comfort of typing, also the
style of the following paragraph can
be set (e.g. body text after heading),
Operations with styles
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styles may be transferred between
documents,
creating and using template
documents,
reformatting of the text using styles
in template document.
Predefined Styles
 Important paragraph styles:
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Body text style: style of the text
Heading styles:
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makes easy to create Table of Contents,
can be target of cross-reference,
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Normal style: predecessor of all styles (inheritance), don’t use.
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Emphasize (em): usually cursive,
Strong (strong): usually bold,
Typewriter (tt): usually a monotype type face,
Cite (cite): usually cursive,
Definition (dfn): usually cursive.
 Some character styles:
 Why use styles?
Whit styles we can give a structure to the text, and later we can set
the format of the structure elements :
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–
so the structure may be set independent from the formatting,
easier to achieve uniform appearance,
text may be reformatted in one step;
needs more attention.
Views
 Normal: does not appear
example
 most part of the page make-up,
 float objects,
 margins, headers, footers.
 Print layout / Print preview
 the page, the page make-up, margins, floats, etc. all
appear.
 Outline: if Heading styles were used
 the hierarchy of the Headings are seen, subtitles may be
opened as they are subfolders,
 for review, and changing the order of chapters.
 Web layout
 HTML source
example
Tables
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Create empty table:
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Fixed column width (fixed editing),
Autofit to contents (page make-up): the content sets the size,
Autofit to windows (page make-up): fills the space between
margins, column widths in percentage,
Create table from text:
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Row-separator: Enter,
Column-separator: selectable (tabulator, semi-colon, etc.),
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Merge, Split cells
All cells are a separate text text box (with own margin, justification,
etc.),
properties:
formatting:
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table: in-line or floating; left/right justified; fixed column width, autofit to
contents or windows; cellmargins;
row: height: fixed, increasable or fit to contents, page break in row, header
row;
column: width: fixed, fit to contents or proportional (%);
cell: width: fixed, fit to contents or proportional (%); top, center or bottom
justified; custom margins;
Whole table on one page; if not possible, repeat rows at the top of
each page.
Other elements of the document
 Formulas: MS Equation,
 Images, Figures:
 From file, from scanner or camera, ClipArt, WordArt,
 Draw vector images:
 Drawing canvas toolbar: canvas size, switch in-line/floating
 Drawing toolbar: full-featured vector-based drawings
 Formula- (image-, table-) caption
 can be target of cross-reference,
 easy to create list of figures,
 formatting should differ from the body text at least
in two or three attributes.
Inserting objects
 Place of insertion
 inline: the object is also a character, e.g. formulas,
(nearly) column-wide or centered figures, tables,
 float: the text runs around the object
 anchored to the page or the paragraph,
 the text should run around only on one side,
 all lines should contain at least 40 characters,
 under text (water mark): makes reading harder.
 Inserted object may appear
 converted (e.g. Excel table to Word table),
 as an object (may be edited with the original application,
needs import filter),
 as an icon or hyperlink.
 Way of insertion
 embedded: inserted object will be part of the file,
 linked: our file contains only a link to the originating file.
Readability
 Letter: serif, variable line width, 10-12 pt
 Line length: 40-80 character
 more: too much, hard to find the start of the next line,
 less: impossible to do the page make-up.
 Line feed:
 1.1-1.2 em (e.g. 10/11 pt, 10/12 pt, 11/13 pt),
 maximum 1.5 em.
 Margin: should be big enough to
 catch the paper without hiding out the text,
 hide the surroundings, it should not disturb the reader.
 Color and paper: should be high contrast
 text: black, other color is lighter and reduces the
readability,
 paper: dull white or creamy,
 background of webpage: should not be patterned.
Well arrangement, structure
 Heading formatting
 always keep with next paragraph and on one page,
 chapter title on new page (or always on odd page),
 always more space above a sub heading than after
 higher heading level, higher emphasis,
 at most 34 heading level,
 table of contents should have different formatting, than
the headings themselves,
 in scientific works the heading should be numbered.
 Float objects
 caption should be separated from the text,
 float may go on the margin,
 text should run around only on one side.
1. Ordered lists:
a) do not justify,
b) use order hierarchy.
Literature
1.
2.
3.
4.
Bivins, Thomas  Ryan, William E.: How to produce
creative publications: traditional techniques &
computer applications. Lincolnwood (USA), 1991,
NTC Business Books
Cotton, Bob  Oliver, Richard: Understanding
hypermedia. London, 1993, Phaidon Press
Fennel, John  Nancy, Aldrich-Ruenzel (eds.):
Designer’s guide to typography. New York, 1991,
Watson-Guptill Publications.
Type reference book for PostScript users. Dublin,
1994, Agfa
Word menus: File menu
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File menu: File opening, closing, printing
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New: Start working using template (opens Task Pane)
Open: continue previous work
Close: close actual document
Save: quick save of the actual document
Save as: save with other name, to other folder, or with other type
Save as webpage: saves as web page
Search: search file on name or content (in Task Pane)
Web Page Preview: like Save As Web Page, and opens in Internet Browser
Versions: save a new version of the document
Page Setup: set paper size, margins, etc.
Print Preview: shows the result of printing on the screen
Print: select printer and start printing
Send To: the according application must be installed
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Mail Recipient: send the actual document as an attachment of an e-mail
Fax Recipient: send the actual document as a facsimile
Properties: additional information about the document to help later search
Exit: closes all open documents and exists Word
Word menus: Edit menu
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Edit menu: Clip board, Search, Objects
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Undo: recall last operation (may recall until start of the work)
Redo: recall the recall, just after recall
Repeat: do again the same operation
Cut: the selected part moves to the clipboard (selection disappears)
Copy: duplicates the selected part on the clipboard (selection remains)
Office Clipboard: appears ~, not only the last element can be pasted
from here (opens Task Pane)
Paste: inserts the content of the clipboard to the cursor
Paste Special: insertion with selection of format and way of insertion
Paste as hyperlink: creates a link to the source
Clear
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Formats: clears only formatting but not text
Contents: clears text (with formatting)
Select All: selects the whole content of the document
Find: search text in the document
Replace: search text and change to something else
Go To: jumps to the next or given page, section, line, figure, etc.
Links: list of the linked objects in the document
Object: list of the embedded objects in the document
Word menus: View menu
View menu: appearance of the working area
Normal: content of the document appears without page make-up
Web Layout: the document would be of this kind on the Web
Print Layout: the document with full page make-up
Outline: shows the structure, may used with Heading1–9 styles
editable views
of the
document
Task Pane: new window on the right hand side (see on separate slide)
Toolbars: turn on/off the toolbars of the icons
Ruler: turn on/off the horizontal and the vertical ruler
Document Map: the structure of the document appears in a new window, helps
navigating in long documents
Header and Footer: makes the running header and footer editable
Footnotes: jumps to the next footnote
Markup: show/hide reviewing and comments
HTML source: opens MS Script Editor (if installed) and shows the HTML code of the
document (only when saved as web page)
Full Screen: hide all menus and icons, maximize the document area
Zoom: magnification of the view
Word menus: Insert menu
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Insert menu: inserts the following elements at the cursor:
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Break: page break or section break
Page numbers: set page numbering
Date and Time: actual date and time as constant text
Auto Text: thesaurus of prepared text
Field: automatically refreshed text, e.g. number of pages, date,
time, etc.
Symbol: special characters not accessible on keyboard
Comment: create a new comment
Reference
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Footnote: new footnote
Caption: new caption (for figures, tables, equations)
Cross-reference: reference to an item of a list, footnote, heading,
etc.
Index and Tables: creates Table of Contents using Heading styles or
Table of Figures using captions
Web Component
Word menus: Insert menu cont’d
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Insert menu, continued
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Picture: Insert a picture from
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Clip Art: the collection of the Office system (in Task Pane)
From File: any file, the corresponding import filter must be installed
From Scanner or Camera: a TWAIN compatible device
Organization Chart: creates hierarchical diagrams
New Drawing: creates line drawing using the Drawing toolbar
Auto Shape: opens the AutoShapes menu on the Drawing toolbar
WordArt: creates figure using text distortion
Chart: creates simple 2D or 3D diagram
Diagram: creates some type of simple diagrams
Text box: creates floating object that may contain text or any other
object (picture, drawing, etc.)
File: inserts the whole content of another file (e.g. text from another
Word document)
Object: inserts objects created by other applications, e.g. MS Equation
Bookmark: labels fractions of text for later use, may be target of crossreferences
Hyperlink: creates a hyperlink from the selected part
Word menus: Format menu
 Format menu: Formatting the selected text
 Font: settings for font formatting
 Paragraph: settings for paragraph formatting
 Bullets and Numbering: setting the format of numbered
and unordered lists
 Borders and Shading: border, shading, fill, pattern and
background image of a paragraph, page or float
 Columns: section with more than one column
 Tabs: setting of tabulator positions
 Drop Cap: Nice formatted first letter
 Text direction: only for text boxes and table cells
 Change Case: convert the selected text between all
small – First Letter Capital – ALL CAPITAL (Shift-F3)
Word menus: Format menu cont’d
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Format menu, continued
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Background: these settings applied for the whole document
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Select color: background color of web pages
More Colors: select/mix more colors (only on Web pages)
Fill Effects: background patterns (only on Web pages)
Printed Watermark: set watermark text or image (except on Web pages)
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Table of Contents in Frame: creates table of contents with links in a new
frame
New Frames Page: starts a new page with frames
Theme: collection of predefined webpage formattings (only on Web
pages)
Frames: create HTML frames (only on Web pages)
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AutoFormat: Applies the autoformat and autocorrection settings for the
document (or selected text)
Styles and Formatting: opens the Styles and Formatting task pane
Reveal Formatting: opens the Reveal Formatting task pane
Object, Frame, AutoShape, Picture: sets the properties of the selected
object
Word menus: Tools menu
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Tools menu: tools for complex tasks
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Spelling and Grammar: spell checker and grammatical suggestions (if the
corresponding language modul is installed)
Language
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Set Language: set the language of the selected text (overwrites the lenguage
defined in the style)
Translate: translates the selected word/sentence if a dictionary is available (in task
pane)
Thesaurus: finds similar words
Hyphenation: turns on the hyphenation
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Meet Now: starts Microsoft NetMeeting
Schedule Meeting: needs Exchange server
Web Discussions: needs Office Server Extensions
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Fix broken text: corrects accented letters with wrong code page
Word Count: text statistics
Autosummarize: automatically creates short summary (only english text)
Speech: reads the text aloud (only english)
Track Changes: turns on proof-mode: only marks changes
Compare and Merge Documents: compares two documents and marks differences
Protrect document: protects the document with password (may be applied to
sections)
Online Collaboration:
Word menus: Tools menu cont’d
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Tools menu, continued
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Letters and Mailings
 Mail Merge Wizard: körlevél és borítékcímke készítése varázslóval (munkaablak)
 Show Mail Merge Toolbar (Körlevél eszköztár megjelenítése): az előbbi, csak gyalog
 Envelopes and Labels (Boríték és címke): gyors borítéknyomtatás
 Letter Wizard (Levél varázsló): gyors levélformázás
Tools on the Web (Eszközök a weben): irány a Microsoft weblapja
Macro (Makró)
 Macros (Makrók): definiált makrók kezelése
 Record New Macro (Új makró rögzítése): tevékenységek egy sorának rögzítése, mint
makró
 Security (Biztonság): makrófuttatás biztonsági szintjének beállítása
 Visual Basic Editor (Visual Basic szerkesztő): rögzített makrók továbbszerkesztése,
új makrók programozása
 Microdoft Script Editor: ~ indítása
Templates and Add-Ins (Sablonok és Bővítmények): dokumentumsablon lecserélése,
további eszközök hozzáadása
AutoCorrect Options (Automatikus javítási beállítások): gépelés közbeni javítások
Customize (Testreszabás): menük és eszköztárak megjelenésének és elemeinek
módosítása
Options (Beállítások): a Word működését befolyásoló paraméterek összegyűjtve
Word menüi: Table menu
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Tables menu: work with tables, sorting
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Draw Table: create table or split/merge cells with drawing on the
screen
Insert
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Delete
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Table/Columns/Rows/Cells: erase the selected part of the table
Select
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Table: create table with given format, row and column number
Columns to the Left/Right: insert new columns to the left/right of
the actual column,
Rows Above/Below: insert new rows to the top/bottom of the
actual row
Cells: insert new cells
Table/Columns/Rows/Cells: select the desired part of the table
Merge Cells: convert two or more selected cells into one cell
Split Cells: create sub-cells in the cell
Table AutoFormat: apply pre-defined formatting to the table
Word menus: Table manu cont’d
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Tables menu, continued
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AutoFit
 AutoFit To Contents: a (kijelölt) cellák olyan szélesek, hogy a tartalom
éppen elférjen
 AutoFit To Window (… az ablakhoz): a (kijelölt) cellák olyan szélesek, hogy
a szövegtükröt éppen kitöltsék
 Fix Column Width (Rögzített oszlopszélesség): megóvja az oszlopot az
automatikus méretezéstől
 Distribute Rows/Columns Evenly (Azonos sormagasság/oszlopszélesség):
több kijelölt sor/oszlop méretét azonosra állítja
Heading Rows Repeat (Címsorok ismétlése): többoldalas táblázat fejlécnek
kijelölt sorait az új oldal(ak)on megismétli
Convert (Konvertálás)
 Text to Table (Szöveg táblázattá): táblázat létrehozása tagolt szövegből
(sorelválasztó: Enter, oszlopelválasztó: tabulátor, szóköz, vessző,
pontosvessző, vagy bármi más)
 Table to Text (Táblázat szöveggé): tagolt szöveg létrehozása táblázatból
Sort (Sorba rendezés): tagolt szöveg vagy táblázat rendezése
Formula (Képlet): egyszerűbb számítások végezhetők, változóként a
könyvjelzőket lehet használni
Hide Gridlines (Rácsvonalak elrejtése): nyomtatásban nem látható rácsvonalak
megjelenítése/elrejtése
Table Properties (Táblázat tulajdonságai): táblázat tördelésének megadása:
igazítás, szélesség, szöveg-körülfolyatás, oldaltörés helye, címsor, cellaméret,
függőleges igazítás
Word menüi: Ablak és Súgó menü
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Window (Ablak) menü: a nyitott dokumentumok ablakai
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New Window (Új Ablak): aktuális dokumentum megnyitása még egy
ablakban
Tile (Mozaikszerű elrendezés): nyitott dokumentumok egymás melletti
elrendezése a Word ablakán belül
Split (Felosztás): hosszú dokumentum távoli részei összehasonlíthatók
Jelenleg nyitott dokumentumok listája: másik dokumentum aktuálissá
tétele
Help (Súgó) menü: segítség a Word használatához
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Microsoft Word Help (Microsoft Word Súgója): tartalomjegyzék és keresés
Show the Office Assistant (Az Office Segéd megjelenítése): Gem Géza
tippjei és bohóckodása
What’s This? (Mi ez?): menüpontokra, ikonokra rámutatva leírást ad róluk
Office on the Web (Office a weben): az Office hivatalos weblapja
Activate Product (A termék aktiválása)
Detect and Repair (Hibakeresés és javítás): Office programok
sértetlenségének ellenőrzése, és első induláskori állapotok visszahozása
About Microsoft Word (Microsoft Word névjegye): Copyright információk
A munkaablak tartalma
Elérés menüből:
New document (Új dokumentum)
Clipboard (Office Vágólap)
Search (Egyszerű/Irányított keresés)
Fájl
Szerkesztés
Fájl
Insert ClipArt (ClipArt beszúrása)
Beszúrás  Kép
Styles and Formatting (Stílusok és
formázás)
Formátum
Reveal Formatting (Formázás felfedése)
Formátum
Mail Merge (Körlevél)
Translate (Fordítás)
Eszközök 
Levelek és
küldemények
Eszközök 
Nyelv
Copyright
© BUTE Dept. Of Architectural Representation
Team of the Department
(József Peredy, Mihály Szoboszlai, Zsolt Kiss, László Strommer, Pál
Ledneczki, Imre Batta, Péter Juhász, Tamás Fejér, András Kovács,
András Zsolt Kovács), 1998-2004.