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Word Processing Software

Word Processing Software

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Published by HadianGates
A Fairly Comprehensive Guide - all about the World of Word processing Software.
Originally made in Word with a Table of Contents (the hyperlinks in this PDF conversion do not work - sorry, Word only).
A Fairly Comprehensive Guide - all about the World of Word processing Software.
Originally made in Word with a Table of Contents (the hyperlinks in this PDF conversion do not work - sorry, Word only).

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Published by: HadianGates on Jul 31, 2010
Copyright:Attribution Non-commercial


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Word Processing Software 2
Producing Information 2
How to produce information that communicates effectively and accurately, takinginto account time, content, meaning and organisation of the information and theneeds of the audience. 2
Writing in Your Audience’s Language 2
Audience Definition
Determining your Audience Type
Three Categories of Audience
Developing Audience Awareness
Writing for an Audience
Writing Purpose
Details to Consider
Reader versus Audience
Writing Skills 5
The Importance of Style
Writing Letters 5
Writing Reports 6
Formal Reports 6
Formal Memorandum 7
The Importance of Careful Proofing 8
Keeping it Accessible 9
An Accessible Information Policy 9
Producing Clear Print for Accessibility 10 
Large Print 11
Word Processing Documents 12
How to produce word processing documents that are complex in terms of contentand meaning as well as the understanding, skills and techniques needed toproduce them. 12
Styles 12
Header styles and the Table of Contents 13
Table styles 14
Character styles 15
Line and page breaks 15
Captions and cross references 16
Turn off auto formatting 16
Character-based formatting 16
Continue previous list 16
Keyboard shortcuts 17
Word Processing Software
Producing Information
How to produce information that communicates effectively and accurately,taking into account time, content, meaning and organisation of theinformation and the needs of the audience.
Writing in Your Audience’s Language
The content of your communication is not what you intend to say but what your audience understands. Put anotherway, if you mean to say one thing and your audience picks up another, you have failed terribly in your writing.As such, it is important to fine-tune your writing such that you are able to deliver your message without confusingyour recipients. One of the best ways to achieve that is by understanding their language and filtering what youwrite through that.When we talk to someone face-to-face, we know just who we are talking to. We automatically adjust our speech tobe sure we are communicating our message. Many writers don't make those same adjustments when they write todifferent audiences, usually because they don't take the time to think about who will be reading what they write. Tobe sure that we communicate clearly in writing, we need to adjust our message - how we say to and whatinformation we include - by recognizing that different readers can best understand different messages.
Audience Definition
An audience is a group of readers who reads a particular piece of writing. As a writer, you should anticipate theneeds or expectations of your audience in order to convey information or argue for a particular claim. Youraudience might be your instructor, classmates, the chairperson of an organization, the staff of a managementcompany, or any other number of possibilities. You need to know your audience before you start writing.
Determining your Audience Type
Audiences come in all shapes and sizes. They may be a group of similar people or combinations of different groupsof people. You'll need to determine who they are in order to analyze your audience.Writers determine their audience types by considering:
Who they are (age, sex, education, economic status, and political/social/religious beliefs);
What Level of Information they have about the subject (novice, general reader, specialist or expert);
The Context in which they will be reading a piece of writing (in a newspaper, textbook, popular magazine,specialized journal, on the Internet, and so forth).You'll need to analyze your audience in order to write effectively.
Three Categories of Audience
Three categories of audience are the "lay" audience, the "managerial" audience, and the "experts."The "
" audience has no special or expert knowledge. They connect with the human interest aspect of articles.They usually need background information; they expect more definition and description; and they may wantattractive graphics or visuals.The
audience may or may have more knowledge than the lay audience about the subject, but theyneed knowledge so they can make a decision about the issue. Any background information, facts, statistics neededto make a decision should be highlighted.The
may be the most demanding audience in terms of knowledge, presentation, and graphics or visuals.Experts are often "theorists" or "practitioners." For the "expert" audience, document formats are often elaborate andtechnical, style and vocabulary may be specialized or technical, source citations are reliable and up-to-date, anddocumentation is accurate.
3Developing Audience Awareness
When we talk to someone face-to-face, we always know just who we're talking to. We automatically adjust ourspeech to be sure we communicate our message. For instance, when we talk to three-year olds, we shortensentences and use simpler words. When we talk to, for example, a college tutor, we use longer sentences andmore formal language.In short, we change what we say because we know our audience.Interestingly, many writers don’t make the same adjustments when they write to different audiences, usuallybecause they don’t take the time to think about who will be reading what they write. But to be sure that wecommunicate clearly in writing, we need to adjust our message - how we say it and what information we include -by recognizing that different readers can best understand different messages.Analyzing your audience is essential. You need to investigate exactly who will read what you are going to write. Forexample, you might investigate who reads the journal articles or trade magazines in your field of interest or work.Check out some of those magazines or journals and browse through several issues. In addition, you mightinterview people who will be your readers.Remember: Analyze your audience BEFORE you start writing, so you'll know what format, style, vocabulary, orlevel or information is expected.Writers in the advertising business spend a great deal of time researching their targeted audiences. Once theyknow who their audience is, they can mould their advertising - their words, format, graphics, images - to appeal tothat specific audience.You can determine the characteristics about your target audience through a demographic profile, or byinvestigating information or assumptions about your particular audience.
Writing for an Audience
Once you know your audience, you are ready to begin writing. Knowing your audience enables you to select orreject details for that specific audience. In addition, different audiences expect different types or formats for texts.For example,readers of Environmental Impact Statements don't want to read rhyming poetry extolling the virtues ofnature. Mothers getting letters from children don't want to read a laboratory report about the events of the pastmonth.Knowing the knowledge level of your audience will help you determine how to write, how much information toinclude, how long to make your text, how subjective or objective you should be, and how formal or informal yourtext should be.As you write, keep in mind that you don’t want to insult your audience by either using inappropriate humour orbeing patronizing or pretentious, so adjust your tone and your vocabulary accordingly. Remember that conveyingsarcasm and irony is very difficult in any type of writing and neither of those has a place in most academic orbusiness writing.
Writing Purpose
Writers need to consider both audience and purpose in writing because the two elements affect writing significantly,and decisions about one affect the other. For instance, a main purpose in advertising is to sell a product.Advertisers seek the audience who is most likely to purchase a product. Once they have identified this group(called the "target audience") they can write their ads to capture the attention of this audience. Hence, theirpurpose, which is to sell a product or service, shapes what they write. Consider WHY you are writing.All readers have expectations. They assume what they read will meet their expectations. As a writer, your job is tomake sure those expectations are met, while at the same time, fulfilling the purpose of your writing.Once you have determined what type of purpose best conveys your motivations, you will then need to examinehow this will affect your readers. Perhaps you are explaining your topic when you really should be convincingreaders to see your point. Writers and readers may approach a topic with conflicting purposes. Your job, as awriter, is to make sure both are being met.

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