Microsoft OfficeTips and Tricks
Beth Poss, M.A., CCC/SLPSPED 646Towson University
Rationale Universal Design for Learning is
based on flexible and multiple modes of engagement, presentation, and expression
Productivity tools such as MS Office enable:
▪ Presentation of materials in multiple ways.▪ Multiple ways for students to demonstrate learning.▪ Multiple ways for students to interact and make
meaning out of curriculum and materials.
Microsoft Office
Is readily available on almost every computer.
Built in features provide flexibility for students and educators.
Highlight
Highlight vocabulary words Highlight the answers Students use as a learning tool
Highlight Text (Word)
Click and drag over the text and select highlight pen.
Hold down CTRL/Shift use the
arrow keys to select text choose the highlight pen in the toolbar.
Or use View Toolbars Reviewing select highlight pen in toolbar drag across desired text.
Highlight
Or: Go to Home Find more format font all “ai” vowel combinations red 14 pt to help recognize certain vowel combinations
Format Paint Brush (Word and PPT)
Highlight word, change the font color.
Change anything throughout the document quickly by double clicking paint brush. It will hold the format.
Select the material by highlighting. HomeFormat Painter go to new
material and “paint over it with the format painter.
Changing Font Color
Use font color to emphasize a word or sentence instead of underlining.
Underlining increases decoding difficulties.
Scraped changes the visual appearance of the word.
Changing Background Color
Rationale▪ Engagement▪ Text/Background Contrast may be helpful for some students
Word Overuse
To demonstrate a student’s overuse of a word: find and replace the overused word with the same word in a different font color.
To teach strategies to correct the problem have the student find each word and use the synonyms to find an alternative word.
right click to bring up Synonym tool
Word: Enlarge Text
Increase Font Size tool bar item. Or:
Highlight the text, ALT/Shift and use the greater than or less than signs accordingly.
You can increase the view size of the text on the screen w/o increasing the font. On the bottom right tool bar increase
the percentage in the zoom box. The text will print in regular font and
size.
Turn off Check Spelling and Grammar for Reluctant Writers
So reluctant writers don’t get bogged down every time they see the squiggly line.
Tools options turn off check spelling and check grammar.
Writers can then check spelling by running spell check under tools or right clicking on a misspelled word.
Check Readability
Under select Select Proofing Check Readability Statistics Run spell check when complete. Will give you readability statistics
and a grade level.
Word: Thesaurus and Dictionary
The thesaurus helps refine writing as well as expose students to a multitude of new vocabulary words.
Review ribbon Thesaurus. Students with learning disabilities can have
great difficulty looking up a word in a standard dictionary. The Word dictionary provides an instant definition for a highlighted word.
Review ribbon Research
Word: Auto Correct
Auto correct automatically corrects certain errors. It also auto corrects capitalization errors.
Within the auto correct feature, a list of common mistakes can be added to an existing “error table” and the correction can be inserted.
Auto Correctintegrated in all office products
Under Word Options You can add words and use for
abbreviated expansion. When you type the acronym the program will automatically fill in the words.
Name, address, etc. Acronyms such as MVP- most valuable
player make sure the acronym you use would
not be used for something else.
Create Cartoons Create cartoons for students or
allow them to create cartoons. Draw toolbar Autoshapes
Callouts Select bubble. You can pair it with clip art
cartoons. The bubble is a text box.
Insert Picture and Format Painter
For emergent readers who need pictures with text, the pictures can be inserted anywhere in the document.
With the format painter, a word can be replaced with a picture or picture and text.
Add Pictures
To add a picture: Insert picture or clip art. To crop the picture—double click on the
picture. On the picture tool bar you can select crop
tool. From this toolbar you can also select the way
you want text to wrap. To clarify information about a picture you can
add text box.
Auto Summarize
Research a topic and write a report. Copy and paste digital text into Word. Use the auto summarize feature (needs to be
added from Word Options). Experiment with the summary feature and
choose which percentage is most appropriate for the student’s language level.
You may have to alter some of the text to include all of the information you want.
From select
Writing Templates
For those needing additional writing support, a teacher can provide structured writing opportunities with templates than have prompt questions.
The students can then type their answers on the template and save their file as a document.
Writing Templates
To create a template for your class
Go to new blank document My Template
Select Blank Template Click Template button,
then OK Key in information Save document (it is saved as template)
Available Templates
Microsoft Word has many templates available when opening a new blank document including letter, fax, and report templates.
Other educational templates including report templates are available online at. http://office.microsoft.com/education/templates.
Tables: Create Customized Ruled Paper
Use the table feature in Word to create specially lined paper for students with handwriting challenges.
Tables- Ruled lines
Ruled lines could be added to a worksheet for student who have difficulty writing on a single line.
What is the fastest animal in the jungle?
Creating Lines
Under table in the Insert ribbon draw table- click and drag diagonally for the size and shape you want.
Select the line width. Using the pencil cursor select the location of your line. Click drag and release.
You can also select a broken line.
Tables- Creating a Reading Response Sheet
Tables Insert table the number of columns and rows you want.
Place titles in top rows. Put the stimulus for writing on the
left. Students respond in other columns.
Use “Labels” to Make Flash Cards
Concept Mapping
A graphic organizer Use Shapes and Smart Art on the
Insert ribbon
Editing Documents
Open document. Before editing, click on Review
ribbon Track changes Highlight changes Select track changes while editing.
Check the 1st box. Check the 2nd box. Click on options to explore.
Editing: Adding Comments
Review New Comment. The comment is numbered and
placed in a separate comment pane. Word then highlights the text where
the comment was placed.
Conclusion
Microsoft Word is a powerful program.
The things you have seen here are just a few ways that it can be used to support struggling writers.
Microsoft adds new features each year that can often be used by your students.
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