Information Information TechnologyTechnology

Word Processing Word Processing

Word ProcessingWord Processing

Word ProcessingWord Processing is the is the preparation of documents such as preparation of documents such as letters, reports, memos, books, or letters, reports, memos, books, or any other type of correspondences. any other type of correspondences. A word processor is an application A word processor is an application software that allows you to create software that allows you to create and edit these documents.and edit these documents.

Examples of Word Examples of Word ProcessingProcessing

Microsoft WordMicrosoft Word LotusLotus Word ProWord Pro Word PerfectWord Perfect

Starting Microsoft Starting Microsoft WordWord

To start Microsoft Word using the To start Microsoft Word using the start button on the task bar:start button on the task bar:Click startClick startSelect programsSelect programsFrom the program menu select From the program menu select Microsoft OfficeMicrosoft OfficeThen select Microsoft WordThen select Microsoft Word

Microsoft Word Microsoft Word WindowWindow

Title BarTitle Bar

The title bar is the first bar from the top The title bar is the first bar from the top of the screen. It displays the name and of the screen. It displays the name and the type of document that is open. It the type of document that is open. It also displays the control menu icon in also displays the control menu icon in the left hand corner and three buttons the left hand corner and three buttons (minimize, maximize and close) in the (minimize, maximize and close) in the right hand corner.right hand corner.

Title Bar Cont’dTitle Bar Cont’d

The The Minimize buttonMinimize button, which reduces , which reduces Word to an icon on the taskbar.Word to an icon on the taskbar.

The The Maximize buttonMaximize button, which resizes , which resizes Word so that it takes up the whole Word so that it takes up the whole screen. When Word is maximized, the screen. When Word is maximized, the Restore button Restore button is displayed instead, is displayed instead, which restores Word to its previous size.which restores Word to its previous size.

The The Close buttonClose button, which closes Word., which closes Word.

Menu BarMenu Bar

This is where the pull-down menus that This is where the pull-down menus that allow you to perform various tasks in allow you to perform various tasks in Microsoft Word are displayed. The pull-Microsoft Word are displayed. The pull-down menus options shown are down menus options shown are FFile, ile, EEdit, dit, VView, iew, IInsert, Fnsert, Foormat, rmat, TTools, Tools, Taables, bles, WWindow and indow and HHelp. The pull-down menus elp. The pull-down menus contain additional options, that drop contain additional options, that drop down from the menu bar when an option down from the menu bar when an option is selected.is selected.

ToolbarsToolbars

Toolbars provide easy access to the Toolbars provide easy access to the commands contained in the menus. commands contained in the menus. Each toolbar option is shown by using an Each toolbar option is shown by using an icon (a small picture) that represents the icon (a small picture) that represents the command.command.

By default, Word displays two toolbars:By default, Word displays two toolbars:Standard ToolbarStandard ToolbarFormatting ToolbarFormatting Toolbar

Toolbar Cont’dToolbar Cont’d

Standard Toolbar:Standard Toolbar:

The standard toolbar has shortcuts to The standard toolbar has shortcuts to most frequently used instructions on the most frequently used instructions on the menu bar. For example, “open a file”, menu bar. For example, “open a file”, “print a document” and “save a file”, are “print a document” and “save a file”, are represented as pictures called icons and represented as pictures called icons and are placed on this bar. are placed on this bar.

Toolbar Cont’dToolbar Cont’d

Formatting Toolbar:Formatting Toolbar:

This toolbar contains icons that allow This toolbar contains icons that allow you to format and edit the appearance you to format and edit the appearance of the document, such as bold, underline of the document, such as bold, underline and center text and change the size and and center text and change the size and colour of text, etc.colour of text, etc.

Toolbar Cont’dToolbar Cont’d

Other Toolbars:Other Toolbars:

Microsoft Word provides several other Microsoft Word provides several other toolbars to use for various task. toolbars to use for various task. However, to maximize screen space, However, to maximize screen space, very few of them are displayed at any very few of them are displayed at any given time. given time.

Toolbar Cont’dToolbar Cont’d

You can hide or show a toolbar by:You can hide or show a toolbar by:Clicking View, then ToolbarClicking View, then ToolbarClick the menu item for the desired Click the menu item for the desired toolbar. toolbar.

If the toolbar was not currently being If the toolbar was not currently being shown, it will now be displayed and a shown, it will now be displayed and a check mark will be placed beside its check mark will be placed beside its menu item. Otherwise it will now be menu item. Otherwise it will now be hidden. hidden.

RulerRuler

The ruler displays the The ruler displays the measurements, indents, and tabs measurements, indents, and tabs of your document.of your document.

Hiding/Displaying the Ruler bar:Hiding/Displaying the Ruler bar:Select view from the menu barSelect view from the menu barClick rulerClick ruler

Scroll BarsScroll Bars

The scroll bars are used to scroll The scroll bars are used to scroll the text on the screen. Two types the text on the screen. Two types of scroll bars are:of scroll bars are:vertical scroll bar – that scrolls vertical scroll bar – that scrolls from top to button or button to top from top to button or button to top horizontal scroll bar – that scroll horizontal scroll bar – that scroll from left to right or right to left.from left to right or right to left.

Status BarStatus Bar

The status bar displays information about The status bar displays information about the document, such as the total number of the document, such as the total number of pages the document has, the current pages the document has, the current page, the position of the cursor from the page, the position of the cursor from the top of the page and the current line.top of the page and the current line.

Items on the status bar includes page, sec, Items on the status bar includes page, sec, 1/1, At, Ln, Col, REC, TRK, EXT and OVR1/1, At, Ln, Col, REC, TRK, EXT and OVR

Hiding/Displaying the Hiding/Displaying the Scroll Bars and the Scroll Bars and the

Status BarStatus Bar Select tools from the menu barSelect tools from the menu bar Click optionsClick options Select viewSelect view Under the show heading, click in the Under the show heading, click in the

check box of the Horizontal Scroll Bar, check box of the Horizontal Scroll Bar, Vertical Scroll Bar and/or Status Bar Vertical Scroll Bar and/or Status Bar as requiredas required

Click okClick ok

View ButtonsView Buttons

These are icons that control the type of These are icons that control the type of screen displayed. These buttons are screen displayed. These buttons are located to the left of the horizontal scroll located to the left of the horizontal scroll bar. They are:bar. They are:Normal viewNormal viewWeb layout viewWeb layout viewPrint layout viewPrint layout viewOutline viewOutline viewReading layoutReading layout

Task PaneTask Pane

The task pane window appears to the right of The task pane window appears to the right of the main word window. It provides guide lines the main word window. It provides guide lines in carrying out certain task.in carrying out certain task.

To show or hide the task pane: To show or hide the task pane: Click view Click view Then select task paneThen select task pane

To switch to the task pane of a different task:To switch to the task pane of a different task:Click the down arrow Click the down arrow Click the name of the desired task paneClick the name of the desired task pane

Document WindowDocument Window

The area for inserting text and The area for inserting text and pictures. It is also referred to as pictures. It is also referred to as the work area or worksheet.the work area or worksheet.

CursorCursor

The cursor (insertion point) is a blinking The cursor (insertion point) is a blinking rectangular bar that indicates where text rectangular bar that indicates where text will appear when you begin to type, or will appear when you begin to type, or delete when you press the backspace or delete when you press the backspace or delete key on the keyboard.delete key on the keyboard.

Default SettingsDefault Settings

Microsoft Word has default settings Microsoft Word has default settings such as the margin and font size, such as the margin and font size, type, colour.type, colour.

Word WrapWord Wrap

A word processing feature which A word processing feature which automatically adjusts lines of text to fit automatically adjusts lines of text to fit within the page margins. within the page margins.

When a line of text is typed that When a line of text is typed that extends beyond the right margin, extends beyond the right margin, Microsoft word automatically continues Microsoft word automatically continues to the next line.to the next line.

Auto CompleteAuto Complete

A feature that suggests text A feature that suggests text automatically based on the first few automatically based on the first few characters that a user types.characters that a user types.

This feature in Word guesses names of This feature in Word guesses names of calendar items, such as the days of the calendar items, such as the days of the week and months, as you type them, week and months, as you type them, and then suggests the complete word.and then suggests the complete word.

Saving a DocumentSaving a Document

Saving a new document:Saving a new document: Click File on the menu barClick File on the menu bar Then click save or save asThen click save or save as From the save as window that From the save as window that

pops up, select the storage pops up, select the storage location, type the file name location, type the file name

Click okClick ok

Save and Save asSave and Save as

When saving a file for the first time the save as When saving a file for the first time the save as window will appear whether you select save or window will appear whether you select save or save as option. save as option.

The difference comes about when you are The difference comes about when you are resaving a file. In this case, the resaving a file. In this case, the savesave option will option will save the file without prompting you to enter the save the file without prompting you to enter the storage location or file name, while the storage location or file name, while the save as save as option will give you the opportunity to select a option will give you the opportunity to select a storage location and enter a new file name. The storage location and enter a new file name. The save as option in this case will allow you to have save as option in this case will allow you to have the file stored two or more times.the file stored two or more times.

Exit Microsoft WordExit Microsoft Word

Click File on the menu bar Click File on the menu bar Then select exitThen select exit

oror

Click the Click the red Xred X at the right hand at the right hand cornercorner