CS_Document Management - I

A Word document is a digital file created using a word processing application, typically Microsoft Word. For example, text, tables, etc. They are used in composing letters, reports and possess features that are used in grammar checks and text formatting. Like any other types of files, Word documents have the extensions: .doc, .docx. .rtf, and PDF.

 
On the other hand, Google Docs is a complimentary online word processing tool that enables individuals to create, modify, and collaborate on documents over the internet, even in real-time, with changes automatically stored in the cloud. Google Docs is included in the Google Workspace (Formally Google Drive).
 
Microsoft Word and Google Docs are both proper word processing tools designed for crafting and modifying a variety of documents. Although their functionalities are comparable, their user interfaces vary slightly. While Microsoft Word is a stand-alone program included in the Microsoft Office Suite, Google Docs operates in the cloud and is accessed through a web browser.

Figure 1: The Microsoft Word Working Environment (Interface)

Microsoft Word has a main Ribbon at the top of the window that acts as the main control center. The Ribbon is sectioned into tabs that include Home, Insert, and Page Layout, etc. Each of these contain groups of commands relating to the associated tasks. For example, the Review tab includes Spelling & proofing, accessibility, etc.  

Below the Ribbon, is the Ruler for managing indents and tabs, and the main Document Pane that has the content of the document.

The bottom of the window has the Status Bar, which provides information like page and word count.

Figure 2: Google Docs Working Environment (Interface)

Unlike Microsoft Word, Google Docs has only a minimum number of features reflected on top of the window. There is a Menu Toolbar with dropdown menus that have commands like File, Edit, and View, among others.

Right below the toolbar is the Shortcuts Toolbar, for quick access to frequently used formatting options.

The main document is where content is populated, and the Ruler is also available for adjustments. Unlike Word, Google Docs automatically works, and the "Saved changes" notification appears to confirm that this has happened.

CLASS ACTIVITY

Margins & Orientation

1.     To change page Margins: Go to the Layout tab, click Margins, and select a preset or create a custom margin. Whereas in Google Docs, go to File, choose page setup, and adjust the margin values.

2.     Change orientation: Navigate to the layout tab, click Orientation, and select the orientation. In Google docs, go to file, and select page setup.

Fonts & Paragraphs

1.     To modify font: Select a block of text of interest. Form the ribbon, select the Home tab and choose font. For Google Docs, use the Shortcuts Toolbar to modify the font type and size.

2.  Working with the font family: Select text and click the font color icon to choose a new color. To change the font to bold, Italic, or underline: Highlight the text and click the B, I, or U to bold, italicize, or underline, respectively.    

3.     Paragraph alignment: Select the paragraph and use the alignment buttons to left align, right align or justify. in the Paragraph group or on the Shortcuts Toolbar.

4.     Adjust Line Spacing: From the Home tab, select paragraph, and then use the line and paragraph spacing tool to change it to a desired spacing.

Headers and Footers

1.     Insert a Header/Footer: Double-click the top or bottom of a page to activate the header/footer area. In Google Docs, go to Insert > Headers & footers.

2.     To add a Page Number: While in the header or footer area, go to Insert, choose page Number. And for Google Docs choose to insert, page elements, page numbers and choose a format.

3.     To have a unique header/footer on the first page, select the page option.

Lists

Lists organize information. The commonly used are: bulleted and numbered lists.

1.     Bulleted List: Select the typed items and click the Bulleted List icon in the toolbar and choose the style. 

2.     Numbered List: elect the items and click the Numbered List icon. and choose the numbering methods from Arabic numerals, Roman numerals, or letters.

3.     Multi-Level List: Indent the next line. This will create a nested list, with a new bullet or numbering style. To return to the previous level, press Shift + Tab.