What is word processing?
Word processing is the use of computer software to create, edit. View, store, retrieve and print text documents. A text document is a written communication like letters reports, memo and so on. The software that is used for word processing is called a word processor.
Examples of word processors
Microsoft word
WordStar
WordPerfect
Word pro
Corel WordPerfect
Lotus notes
Perfect writer
MultiMate advantage
Professional write
Word processors are used in place of typewriters because of the quality of outputs, ability to replicate copies without having to retype or photocopies.
Application areas of word Processing
Word processing is used in the following areas:
In offices
In publishing
In journalism
In education
For writing articles
Version:
Microsoft Word Versions: MS office 2000, 2003, 2007, 2010.
Facilities available in a word processor:
Typing document
Editing document
Storing or saving documents
Move, copy and paste
Insert, remove words, sentences, paragraph etc.
Type, using different fonts types and sizes.
Editing features of a word processor
Editing features in MS word include:
Copy, cut and paste
Format painter
Find and replace
Goto
Spelling and grammar
Thesaurus
Word count
Copy, cut and paste
You can use word’s cut feature to remove information from a document. You can use the Paste feature to place the information you cut anywhere in the same or another document. In other words, you can move information from one place in a document to another in the same or different document by using the Cut and Paste features. The office clipboard is a temporary storage area where copied and cut files are kept. When you copy or cut, word stores the data you copied/cut on the Clipboard. You can paste the information that is stored on the Clipboard as often as you like. When you copy/cut a document, the copied/cut data can be pasted into a new location.
Copying a document
Copying a document or portion of a document means duplicating the document. The original document will still remain while the duplicate of it will be found in a new location. To copy a document five major methods are involved and they are:
Shortcut method
Keyboard method
Drag and drop method
Ribbon bar method
Right click mouse method
Shortcut method
Highlight the portion of a document to be copied
Right-click on the highlighted text
Select Copy
Position the insertion point in a new location
Right-click in an empty space
Select paste
Keyboard method
Highlight the document to be copied.
Press the keys CTRL + C to copy.
Position the cursor on the insertion point
Press the keys CTRL + V to paste.
Drag and drop method
Highlight the document to be copied.
Hold down the CTRL key as you drag the highlight to a new location.
Release the mouse button.
Ribbon bar method
Highlight the document to be copied.
Click copy on the Home Ribbon.
Position the insertion point in a new location
Click Paste from the Home Ribbon.
Right click mouse method
Highlight the document to cut.
Right click on the highlights and select cut
Position the insertion point in a new location
Right click on an empty space.
Click on paste.
FIND and REPLACE
When a mistake is made all over a document, for example, you mistakenly typed fred instead of fried, the find and replace feature helps to locate the errors and quickly replace them with the expected text. To apply the find and replace feature in a document:
Click on Home Ribbon
Click on the Find icon and drop down arrow and click find
Click on the Replace Tab
Type the error text in the FIND WHAT text box and the corrected in the REPLACE if you want it one after another.
Click cancel button to abort the operations.
Spelling and Grammar
They check whether a document is error free both in spelling and grammar. To confirm if a document is error free using the spelling and grammar tool:
Click on Review ribbon
Click on the Spelling & Grammar icon
It selects a sentence and asks you to ignore or click on its suggestion and click change. Select the one that applies.
Click Next Sentence to move to next error.
Click close if you don’t want to continue.
When a spelling and grammar action is completed a dialog box as shown is displayed,
Click ok
Formatting a document
Formatting a document makes the document presentable. Formatting entails the following:
Font
Font Face: the text outlook format of a document: Microsoft has embedded the fo;;owing font face: Arial, Times New Romans, Tahoma, Elephant, Freestyle Script, Imprint MT, Shadow, and so on.
To set a font face for your text, do the following
Type the text
Highlight the text
From the home Ribbon click on the font face (ctrl + shift + F)
Click the drop down arrow and select a font face of your choice.
Font Size: This displays text sizes of your choice: Microsoft has embedded font sizes ranging from 8-72.
To select a font size for your text, do the following:
Type the text
Highlight the text
From the Home Ribbon, click on the Font size (ctrl + shift + F)
Click the drop down arrow and select a font size of your choice.
Font style: This displays effects on text such as bold, italic, regular, bold italic.
BOLD
To select a bold font style for your text, do the following:
Type the text
Highlight the text
From the Home Ribbon, click on the B
ITALIC
To select a bold font style for your text, do the following:
Type the text
Highlight the text
From the Home Ribbon, click on the I
UNDERLINE
To select an underline font style for your text, do the following:
Type the text
Highlight the text
From the Home Ribbon, click on the U
To select the different underline font style for your text, do the following:
From the Home Ribbon, click on the drop down arrow
Click on the desired underline style.
Font Color: This displays color for your text, do the following:
Type the text
Highlight the text
From the Home Ribbon, click on the A icon drop down arrow.
Click on the desired color of your choice.
Font Effect: This displays other effects on your text such as strike through, subscript, superscript
Strikethrough
To apply Strikethrough effect on your text, do the following:
Type the text
Highlight the text
From the Home Ribbon, click on the” Abc” icon drop down arrow.
Double Strikethrough
Type the text
Highlight the text
From the Home Ribbon, click on the icon beside font.
Subscript
Type the text
Highlight the text
From the Home Ribbon, click on the”X2” icon.
Superscript
Type the text
Highlight the text
From the Home Ribbon, click on the “X2”icon.
Change case
Type the text
Highlight the text
From the Home Ribbon, click on the “Aa” icon.
Character spacing: This displays different characteristics of spacing that can be applied on a text they include: Expanded or condensed, kerning, and so on
Paragraph:
Indent and spacing: This feature creates a text with spacing before and after. The effects here are : alignment , indentation , spacing , tabs.
Alignment
Right click the white space on a document and select paragraph.
Click on indent and spacing tab. In the general options in the alignment drop down menu, select your desired choice.
Click ok to apply to the document.
Indentation
Type the text
Highlight the text
Right click on the text and select paragraph
Click on indent and spacing tab. In the indentation options, select your desired choice as shown in the dialog box.
Click ok to apply to the document.
Features of word processing
A good word processor should have the ability to create, save and retrieve documents.
It should have the ability to find and replace words in a document.
It should be capable of wrapping your text.
Generate multiple copies of a document with the aid of the printer.
Every word processor should have the ability to manage files in the computer.
Ability to display graphics
A good word processor should have the ability to spell check your document.
Ability to mail merge documents
To format a document and apply headers and footers
EVALUATION
- Define Word Processing and Word Processor
- List five (5) examples of Word Processor
Reading Assignment: Reading Assignment:
Hiit @ School, Computer Studies for Senior Secondary Education. Pgs 96-100.
WEEK FOUR (4) WEEKEND ASSIGNMENT
OBJECTIVE
- The following are examples of a word processor EXCEPT one.
a. Corel Draw b. Microsoft Word c. Word Perfect d. Perfect Writer
- _______ is the use of computer software to create, edit, view, store, retrieve and print text document.
- Word Processor b. Word Communication c. Word Processing d. Word Application
- The following are types of display effect of a Font Style EXCEPT one
- Italics b. Underline c. Times New Roman d. Bold
- ________feature create a text with spacing before and after.
- Indent and Spacing b. Superscript c. Change Case d. Double strikethrough
- The following are examples of Indent and spacing EXCEPT one
- Alignment b. Indentation c. Tabs d. Ribbon
THEORY
- Write out the steps to carry out the following; (i) Change Case (ii) Subscript (iii) Superscript (iv) Strikethrough (v) Double Strikethrough
- List and explain the different methods in copying a document
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