ICT Skills

01. Highlighting

What does highlighting mean?

Highlighting usually means selecting a piece of text, part of the screen, a sound file or a graphic so that you can copy, paste, cut or delete it. Highlighting is usually shown either by changing the background colour of the item that is selected or by ‘handles’ appearing around the selected item. It is also sometimes just called ‘selecting’.

In some word processors there is a special feature called highlighting which does not mean the text has been selected, but simply makes that piece of text stand out from the rest. For example, it might be highlighted using a different background colour.

02. Highlighting text

Many applications allow you to highlight (select) text. You will need to highlight (select) text in order to cut, copy or paste it.

Move the cursor to the beginning of the section of text you want to highlight.
Click the mouse.
Hold down the ‘Shift’ key on the keyboard.
Move the cursor to the end of the section of text that you want to highlight.
Click the mouse.
The text will now be highlighted to show that it has been selected.

03. Copying text

Many applications allow you to copy text.

To copy text:

Highlight (select) the section of text you want to copy.
Either:
Hold down the ‘Ctrl’ key at the bottom left of your keyboard. Keeping it pressed down, press the ‘C’ key.

Or:
a) Select ‘Edit’ from the menu bar.
b) Select ‘Copy’ from the drop-down menu.
Your text has been copied to the ‘Clipboard’ and you can now paste it somewhere else.

04. Cutting text

Many applications allow you to cut text. This deletes the text and then allows you to paste it somewhere else.

To cut text:

Highlight (select) the section of text you want to cut.
Either:
Hold down the ‘Ctrl’ key at the bottom left of your keyboard. Keeping it pressed down, press the ‘X’ key.

Or:
a) Select ‘Edit’ from the menu bar.
b) Select ‘Cut’ from the drop-down menu.
Your text has been deleted and moved to the ‘Clipboard’ and you can now paste it somewhere else.

05. Pasting text

Many applications allow you to paste text. You will need to have previously copied or cut some text in order to paste it.

To paste text:

Move the cursor to the place where you want the text to appear.
Click the mouse.
Either:
Hold down the ‘Ctrl’ key at the bottom left of your keyboard. Keeping it pressed down, press the ‘V’ key.

Or:
a) Select ‘Edit’ from the menu bar.
b) Select ‘Paste’ from the drop-down menu.
Your text will then appear in the place you have selected.

06. Selecting graphics

Many applications allow you to select graphics.

To do this
You may need to use a special tool to select the graphic that you require. This will depend on the program you are using (you should be able to find out from the program’s help files).

Or:
You may be able to select the graphic in the same way you would highlight (select) text.

Or:
You may simply have to open or click on the graphic that you require.

07. Copying graphics

Many applications allow you to copy graphics.

To copy graphics:

Select the graphic that you want to copy.
Either:
Hold down the ‘Ctrl’ key at the bottom left of your keyboard. Keeping it pressed down, press the ‘C’ key.

Or:
a) Select ‘Edit’ from the menu bar.
b) Select ‘Copy’ from the drop-down menu.
Your graphic has been copied to the ‘Clipboard’ and you can now paste it somewhere else.

08. Cutting graphics

Many applications allow you to cut graphics. This deletes the graphic and then allows you to paste it somewhere else.

To cut graphics:

Select the graphic that you want to cut.
Either:
Hold down the ‘Ctrl’ key at the bottom left of your keyboard. Keeping it pressed down, press the ‘X’ key.

Or:
a) Select ‘Edit’ from the menu bar.
b) Select ‘Cut’ from the drop-down menu.
Your graphic has been deleted and moved to the ‘Clipboard’ and you can now paste it somewhere else.

09. Pasting graphics

Many applications allow you to paste graphics. You will need to have previously copied or cut a graphic in order to paste it.

To paste graphics:

Move the cursor to the place where you want the graphic to appear.
Click the mouse.
Either:
Hold down the ‘Ctrl’ key at the bottom left of your keyboard. Keeping it pressed down, press the ‘V’ key.

Or:
a) Select ‘Edit’ from the menu bar.
b) Select ‘Paste’ from the drop-down menu.
Your graphic will then appear in the place you have selected.

10. Adding images

You can add images to a wide variety of computer applications, such as word processor programs, desktop publishing programs and multimedia authoring programs.

Adding images is usually done using one of three methods:

Using the ‘Import’ or ‘Insert’ option, which sometimes has its own menu and is sometimes located on the ‘File’ menu, and then locating the saved graphic file in the folder where it is stored.
Copying and pasting the graphic from a graphics program into the program where you want it to appear, and then moving the graphic to the desired position.
Treating the graphic as text. This usually means copying and pasting the graphic from a graphics program into a text box in the program where you want it to appear.

11. Combining text & images 1

The different parts for a printed presentation are text and graphics. The graphics could be photographs or drawings.

To create your presentation you might use text you have taken from another source (e.g. the Internet) as well as text you have written yourself.

Some of the graphics you will use may have come from other sources (e.g. clip art); others may be pictures you have created yourself. Make sure you know the file names of everything you need to use.

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12. Combining text & images 2

You can combine text and graphics in a word processor (adding graphics to text). Or you can use a graphics program (adding text to graphics).

You can also combine text and graphics in desktop publishing programs, presentation programs (such as PowerPoint) and multimedia authoring programs, although in all these cases the text and graphics will probably be kept in separate text and graphics boxes.

13. Using layout features 1

Many programs – such as word processors, multimedia authoring programs, desktop publishing programs and presentation programs (such as PowerPoint) – allow you to use layout features.

Most programs provide templates so that the layout is already done for you, or you can create your own layout if you prefer.

Some programs allow you to choose to add columns for your text, borders for text boxes, borders for the screen design or document, boxes and borders for your graphics, etc.

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14. Using layout features 2

You will usually be able to click on an ‘Add Text Box’ button and then draw a text box to the size and shape that you want it on screen. You will then be able to add text and alter the text size and style by either clicking on the box itself or by selecting the box and then clicking on a 'Font' button.

You will usually be able to add a graphic either by pasting the graphic on to the screen and then moving it to the correct position, or by creating a picture box and then importing the graphic into the box.

Many programs will also allow you to draw simple graphics on the screen to create border designs and backgrounds.

You will need to look at the help files for the program you are using in order to find out more about the various layout features you can use.

15. Printing

These instructions are generalised and will work on most programs.

Make sure your printer is switched on and connected.
Make sure you have saved your work before printing.
Select ‘File’ from the menu bar.
Select ‘Print’ from the drop-down menu.
Follow the on-screen instructions for your printer.

16. Creating a brochure

This could be done on a computer using a desktop publishing program or a graphics program. Windows’ multi-tasking abilities allow you to have several programs open at once (e.g. a word processor and a graphics program). This makes it easy to copy and paste text or graphics from one program to another.

The brochure could be serious, or it could explain information by using cartoons or sketches.

17. Creating a poster

This could be done on a computer using a desktop publishing program or a graphics program.

Windows’ multi-tasking abilities make it easy for you to include both text and graphics on the same poster.

When you are writing the text for your poster, remember the 5 Ws:

Who?

What?

When?

Where?

Why?

Example of a poster encouraging people to read more books

18. Presenting information

It is usually a good idea to create all the components (different parts) for your presentations separately. They should be saved separately, so that you can use them again in other presentations.

In print-based presentations you will usually want to use both text and graphics. In electronic presentations you may wish to use any combination of text, still images, moving images and sound.

As you continue to use a computer in your work, try to build up your own directories of text, graphics, sound and moving images. You can then use these in a variety of presentations.

19. Electronic presentations 1

Electronic presentations are presented on screen instead of on paper. This means you can use sound and video as well as text and graphics.

An electronic presentation could be a word processed document, a multimedia presentation (including PowerPoint presentations), or a website.

Make sure you have all the text, still images, moving images and sound that you want to use. Combining these components (different parts) to create a presentation is exciting. You have to begin to think in sound and pictures instead of just words.

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20. Electronic presentations 2

Points to remember

One of the main mistakes that people make is to start off by using too many words. Words are just one of the media involved, and should not be allowed to dominate the whole presentation. Base your presentation around the graphics that you have. Words are easy to produce but graphics present more difficulties.

Make sure that there are good links between the text, graphics and sound. Ideally each should be adding to a single message.

21. Fax

To fax a document to someone, you can use one of two methods. In both cases you will need to know the fax number of the person you are sending the fax to. Many people have fax/phones that will receive either voice or fax and some people have their computers set up to receive faxes via their ordinary phone line.

If your computer has a fax program such as ‘ww.fax’ installed on it and is attached to a phone line, you can use this program to create and send your fax. This type of program does not need a hard copy of your fax, so you do not need to print it out.
If you are using a fax machine, print out a copy of the document you want to send on white paper and follow the fax machine’s instructions for sending. (These vary from machine to machine.) You can send documents that are written by hand but you must remember that the quality of the fax transmission means that a certain amount of detail is always lost.

22. Hypertext links

A hypertext link is a section of text within a program that either links to another screen or document or causes a smaller window to pop up in front of the screen or document you are looking at. They are also sometimes known as hyperlinks.

There are many examples of hypertext links in this program. They are shown by green text. When you move your mouse over the hypertext link you will notice the cursor changes shape into a little hand. This is to show you that you can click on the link if you want to.

Here is a hypertext link to information about multi-tasking.

You can create hypertext links in a number of programs, such as multimedia authoring programs, presentation programs (such as PowerPoint) and word processors.

There are many ways of putting hypertext links into your own work and you should look at the help files in the program you want to use to see how to create hypertext links.

23. Multi-tasking

Windows allows you to use more than one program at a time. So, for example, you can have Microsoft Word open at the same time as Paint. This combination would allow you to copy a picture from Paint and then paste it into Word.

To use this feature of Windows you should use the buttons on the Windows task bar (this is usually at the bottom of the desktop screen) to switch between programs.

24. Presenting coursework

One of the major ways in which you will use word processing is in presenting your coursework. You will need to use it for answering written tasks and for presenting the results of your research into a subject.

You will probably wish to combine text and graphics. This will enhance the appearance of your work. Wherever possible, pictures and diagrams should also be used to provide extra information. They can sometimes replace lengthy descriptions and can help demonstrate the points you are making.

Points to remember when writing reports

Use clear sub-headings.
Use one font style only, but you can use several sizes.
Use typesizes 10–12 for body text – the main part of the work.
Use typesizes 14–20 for headings and 12–14 for sub-headings.

25. Screen dumping 1

During the construction of documents or web pages, it may be necessary to include images taken directly from screens or programs as you see them on your monitor. You will see examples of this technique on pages on this CD-ROM. This is called ‘screen dumping’. It can save much time in the recreation of images and is useful when recording a particular sequence of events; each step can be captured on screen and clearly repositioned in another program for presentation purposes, e.g. Microsoft Word.

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26. Screen dumping 2

To make a screen dump and paste it into Microsoft Paint:

Find a screen image or web page you would like to capture.
To capture the whole screen, press the ‘Print Screen’ key (usually at the top right of the keyboard). To capture only the active window, hold down the ‘Alt’ key and press the ‘Print Screen’ key.
Now load Paint from your ‘Start’ menu.
In Paint, select ‘Edit’ from the menu bar, then ‘Paste’ from the drop-down menu (or hold down the ‘Ctrl’ key and press ‘V’).
Your chosen screen will now appear as a captured image in Paint.

This can then be altered using the graphic options in the program, or you can cut and paste sections of the screen dump as you like.

To cut or copy part of the screen dump, use the ‘Select’ tool (the dotted rectangle button on the left of the screen). Click and drag a selection box around the area you want to cut or copy. This can then be pasted into other programs as usual.

27. Terminology

Many computer programs have been created in the United States and therefore use American spellings (e.g. ‘color’ instead of ‘colour’) in their menus and dialogue boxes.

In this skills centre, the Australian spellings have been used throughout. However, you should note that you may find different (American) spellings in your programs (e.g. ‘dialog’ instead of ‘dialogue’ and ‘color’ instead of ‘colour’). These are still the same functions, just spelt differently.