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Introduction to word processing program

1. Uses of a word processor

2. Examples of word processor programs
3. Advantages of word processing
4. Features of a word processor

Lunching MsOffice word 2007

1. Launch Word.
2. Identify the components of the Word window.
3. Create a new document.
4. Save a document.
5. Locate and open an existing document.
6. Close the Word application

2. Create and edit a Word document. (Editing)

1. Insert Text
2. Select Text
3. Delete Text
4. Move Text
5. Cut, Copy and Paste
6. Find & Replace
7. Undo Changes
Use the proofing tools.

8. Check spelling and grammar.

9. Use synonyms and the thesaurus to replace words.
10.Use the AutoCorrect tool.
11.Insert text with the AutoCorrect tool.
12.Find and replace text.

Apply character formatting. (Formatting)

1. Change fonts and font sizes.

 2. Apply font styles, character styles, and special character effects.
3. Change the case of text.
4. Highlight text in a document.
5. Change Text Case
6. Change Text Color
7. Text Alignments
8. Indent Paragraphs
9. Create Bullets
10.Set Line Spacing
11.Borders and Shades

5. Format paragraphs.
1. Add bullets, numbering, borders, and shading.
2. Set line and paragraph spacing.
3. Align and indent paragraphs.
4. Insert page breaks.
5. Create and modify headers and footers.
6. Apply paragraph styles.
6. Preview and print a document.
1. Use Print Preview.
2. Print a document.

A word processor is a software program capable of creating, storing, and printing

typed documents. 

A word processor is a software that allows us to create, edit, view, format and
print text document in the computer.
Uses of a word processor

A word processor is one of the most used computer programs because of its
versatility in creating a document. Below is a list of the top examples of how you
could use a word processor.
 Book - Write a book.
 Letter - Write a letter to one or more people. 
 Memo - Create a memo for employees.
 Report - A status report or book report.
 Résumé - Create or maintain your résumé.
 Help documentation - Support documentation for a product or service.
 Journal - Keep a digital version of your daily, weekly, or monthly journal.
 Document - Any text document that requires formatting.

Examples of word processor programs

Although Microsoft Word is the most popular word processor available, other
options are available. Below is a listing of some popular word processors in
alphabetical order.
1. Abiword.
2. Google Docs (online and free).
3. LibreOffice -> Writer (free).
4. Microsoft Office -> Microsoft Word.
5. Microsoft WordPad.
6. OpenOffice -> Writer (free).
7. Kingsoft WPS Office -> Writer (free).
8. Corel WordPerfect.
 Features of word processing program
1. Text formatting - Changing the font, font size, font
color, bold, italicizing, underline, etc.

2. Multimedia - Insert clip art, charts, images, pictures, and WordArt into a

document.

3. Adjust the layout - Capable of modifying the margins, size, and layout of a

document.

4. Indentation and lists - Set and format tabs, bullet lists, and number lists.

5. Insert tables - Add tables to a document.

6. Header and footer - Being able to adjust and change text in

the header and footer of a document.

7. Thesaurus - Look up alternatives to a word without leaving the program.

8. AutoCorrect - Automatically correct common errors (e.g., typing "teh" and

having it autocorrected to "the").

9. Headers and footers - The headers and footers of a document can be

customized to contain page numbers, dates, footnotes, or text for all pages or
specific pages of the document.

10. Insertion Point: The blinking vertical line that appears in a document. It
indicates where the next text you type will appear.
11. Word wrap: A feature that automates the process of creating new lines in a
word processor. When you enter enough text to fill the current line, the word
processor starts a new line.
12. Dragging text: A technique where you drag selected text from one location
to another.
13. Title bar: The title bar displays the name of the program and the file that's
currently open. It is located at the very top of the software program.
14. Menu bar: The menu bar lists the names of the menus offered in the
application or program. Click a menu name to open that menu, then click the
 command you want to choose. Selecting text:  It is where you highlight or
blacken text.
15. Font: The typeface of letters, such as Times New Roman  OR Arial.  Fonts
are measured in point sizes.  The higher the point sizes, the bigger the font. 
The standard font size for business letters and memos is 12 point.
16. Bold: A formatting attribute applied to characters in an application. Bolding
turns the characters thicker and darker.
17. Italic: An attribute or style you apply to text to make it look slanted or
italicized.
18. Underline: The underline feature underlines text or numbers in any
application.
19. What is alignment?
20. 1) How text is positioned on the page.
21. 2) It shows if text is centered (text in middle of line or page), aligned left
(text is positioned along the left margin), aligned right (text is positioned
along the right margin), or justified (text is even along the left and the right
margins).
22.
23. Print Preview: A feature which lets you see how a file or document will
appear when you print it.
24. Indent: To set one or more lines of a paragraph "in" from the left or right
margin in a document. Indents are pre-set (defaulted) at .5 inches or 1/2 inch.
25. File Saving: The process of naming and storing a file or document to a hard-
drive (C-drive), diskette
26. File Name: Names given to files when saving a file. They provide a unique
description of the document or file.
27. When naming a file, the user is limited to a maximum of 255 characters or
letters.
28. The filename can also have spaces within the name, but some characters are
excluded.
 Lunching MS Office Word 2007

The steps used to lunch MS word:

 Step 1: Click on the start button.

 Step 2: Move the mouse pointer over All Program Option.
 Step 3: Move the mouse pointer over Microsoft office option.
 Step 4: Click on the Microsoft Office Word 2007. Then Word window
appears on the screen.

The components of the Word window

The interface of MS word 2007 uses a new component called Ribbon to group the
tools by task, within task by sub tasks and related commands that are used more
frequently. The new user result oriented interface presents the tools to you in a
more organised and efficient manner, which are easy to locate.

1. Tabs are more task oriented such as Home, Insert, Page Layout
2. Within each tab, the related sub-tasks are grouped together
3. Related command buttons are also grouped together to execute a command or
to display a command menu
Let us see how easy it is to enter text in a Word document. We assume you know
that when you start Word, it displays a new document by default as shown below
−

Document area is the area where you type your text. The flashing vertical bar is
called the insertion point and it represents the location where the text will appear
when you type. Keep the cursor at the text insertion point and start typing the text.
We typed only two words "Hello Word" as shown below. The text appears to the
left of the insertion point as you type −
The following are the two important points that will help you while typing −
 You do not need to press Enter to start a new line. As the insertion point
reaches the end of the line, Word automatically starts a new one. You will
need to press Enter, to add a new paragraph.
 When you want to add more than one space between words, use the Tab key
instead of the spacebar. This way you can properly align text by using the
proportional fonts.
Copying, cutting, and pasting - Once text is entered into a document, it can
be copied or cut and pasted in the current document or another document.

Cut: To remove a selection and place it on the Clipboard (temporary buffer space
to hold cut and copied items). You can then paste the cut selection to another
location.

Copy: To duplicate selected text or objects. Copying objects places them on the
Clipboard (temporary buffer space to hold cut and copied items). You can then
paste the copied selection to another location.

Paste: When you insert cut or copied information from the Clipboard into another
location.

Find - Word processors give you the ability to quickly find any word or text in any
size of the document.

Search and Replace - You can use the Search and Replace feature to replace any
text throughout a document.

Spelling and Grammar - Checks for spelling and grammar errors in a document.

Adding Tables
Tables are used to display data in tabular format. We should following steps to
create table using Ms-Word:
Step 1: Place the cursor on the page where you want to insert the new table.
Step 2: Click on the Insert Tab.
Step 3: Click the Tables Button on the Tables Group. You can create table by
following ways:
 Highlight the number of row and columns.
 Click on Insert Table and enter the number of rows and columns.
 Click on Draw table, create your table by clicking and entering the rows and
columns.
 Click on Quick Tables and choose a table.
Adding Symbols and Special characters
Special characters are punctuation, spacing, or typographical characters that are not
generally available on the standard keyboard. To insert symbol and special
characters follow the following steps:
 Step 1: Place your cursor in the document where you want the symbol.
 Step 2: Click on Insert Tab.
 Step 3: Click the Symbol button in the Symbols group.
 Step 4: Choose the appropriate symbol.

Adding Picture

To insert picture we should follow following steps:

 Step 1: Place the cursor in the document where you want to insert the
picture.
 Step 2: Click on Picture button from the Illustration group of Insert Tab.
Then picture dialog box will appear.
 Step 3: Browse the picture from the box and select it.
 Step 4: Click on Insert from the Insert picture dialog box.
Adding SmartArt
It is a collection of graphics that can be utilized to organize information within
your document. To insert SmartArt follow the following steps:
 Step 1: Place your cursor in the document where you want to insert
SmartArt.
 Step 2: Click the SmartArt button from the Illustration group of Insert Tab.
 Step 3: SmartArt Graphic dialog box appear.
 Step 4: Choose the SmartArt types or style from the box.

Adding Watermark
Watermark may be any text or design that appears behind the text on our
document. We should follow following steps to add watermark on our document:

 Step 1: Click on the Page layout tab.

 Step 2: Click on the Watermark button in the Page Background group.
 Step 3: Select the desired watermarks.
Spelling and Grammar Check

Ms-Word checks spelling mistakes and grammatical error in our document and
then inform us where the mistakes are. The spelling mistakes words are underlined
with red line and grammatical errors are underlined with green line.

 Step 1: Click on the Review tab.

 Step 2: Click on the Spelling and grammar button from the proofing group.
Then the Spelling and Grammar dialog box will appear.
 Step 3: Select the correct spelling from the given list.

Formatting Text

There are lots of font types available in Ms-Word. We can follow following steps
to change font type:

 Step 1: Select the text you want to change the font type.
 Step 2: Click on the drop down arrow of Font button in the Font group on
the Home tab. The list of font types will appear.
 Step 3: Click on the font name that you want to apply.
Changing the Font Size

We can increase or decrease the size of the font in the document. We should follow
following steps to change the size of the font:

 Step 1: Select the text whose size you want to change.

 Step 2: Click on the drop-down arrow of the Font size button in the font
group of the Home tab.

Or, Microsoft Word support the shortcut key Ctrl + ] to increase or Ctrl + [ to
decrease the font size.
Changing the Font Color

We can apply different color for the different text in the document. We should
follow the following steps to change color of font:

 Step 1: Select the text whose color you want to change.

 Step 2: Click on the drop down arrow of the Font color button in the font
group of the Home tab. Then color box with different colors will display.
 Step 3: click on the desired color from the list.

Changing the Font Style (Bold, Italic, and Underline)

Different font styles such as bold, italic and underline are available in Ms-Word.

 Step 1: Select the text you want to make Bold, italic or Underline.
 Step 2: To make the text Bold, click on the bold button in the Font group on
the Home tab. Or Ctrl + B
 Step 3: To make the text Italic, click on Italic button. Or Ctrl + I
 Step 4: To underline the text, click on the Underline button. Or Ctrl + U

Highlighting the Word

We can highlight the important words or sentences in a document by using
different colors such as red, yellow etc. We should follow following steps to
highlight the word:

 Step 1: Select the word which you want to highlight.

 Step 2: Click on Highlight button.

Change Text to Sentence Case

A sentence case is the case where the first character of every sentence is
capitalized. It is very simple to change the selected portion of text into sentence
case by following two simple steps −
Step 1 − Select the portion of text that that needs to be put in sentence case. You
can use any of the text selection methods to select the portion of text.
Step 2 − Click the Change Case button and then select the Sentence Case option
to capitalize the first character of every selected sentence.

Change Text to Lowercase

Changing text to lowercase is where every word of a sentence is in lowercase. It is
very simple to change a selected portion of text into lowercase by following two
simple steps −
Step 1 − Select the portion of text that needs to be put in lowercase. You can use
any of the text selection methods to select the portion of text.
Step 2 − Click the Change Case button and then select Lowercase option to
display all the selected words in lowercase.

Change Text to Uppercase

This is where every word of a sentence is in uppercase. It is very simple to change

selected text into uppercase by following two simple steps −
Step 1 − Select the portion of text that you want to change to a bold font. You can
use any of the text selection method to select the portion of text.
Step 2 − Click the Change Case button and then select UPPERCASE option to
display all selected words in all caps. All characters of every selected word will be
capitalized.
Capitalize Text

A capitalize case is the case where every first character of every selected word is
in capital. This is very simple to change selected text into capitalize by following
two simple steps −
Step 1 − Select the portion of text that needs to be capitalized. You can use any of
the text selection method to select the portion of text.
Step 2 − Click the Change Case button and then select the Capitalize Each
Word option to put a leading cap on each selected word.
Toggle the Text

The Toggle operation will change the case of every character in reverse way. A
capital character will become a character in lower case and a character in lower
case will become a character in upper case. It is very simple to toggle case of the
text by following two simple steps −
Step 1 − Select the portion of text that you want to change to a bold font. You can
use any of the text selection method to select the portion of text.
Step 2 − Click the Change Case button and then select
the tOGGLEcASE option to change all the words in lowercase into words in
uppercase; the words in uppercase words change to words in lowercase.
Many times it is required to go back and insert additional text in an existing line.
Microsoft Word provides two ways to insert text in existing text and we will show
how to use both the methods of inserting text −

Insert and Add Text

First we will see how inserted text will be added into the existing content without
replacing any existing content.
Step 1 − Click the location where you wish to insert text; you can also use the
keyboard arrows to locate the place where the text needs to be inserted.
Step 2 − Start typing the text that needs to be inserted. Word inserts the text to the
left of the insertion point, moving the existing text to the right
Insert and Replace Text

In the Insertion mode, text will be added into the existing content but same time it
will over write all the content which comes in its way.
Step 1 − Right-click the status bar and select the Overtype option from the
displayed menu.
When you select the Overtype option, the status bar will show the insert mode as
shown below −
Step 2 − Click on the Insert text available at the status bar and it will switch to
the Overtype mode as shown below −
Step 3 − Now click the location where the text needs to be inserted or you can use
the keyboard arrows to locate the place where the text needs to be inserted.
Step 4 − Start typing the text that needs to be inserted. Word will replace the
existing text with the newly typed text without moving the position of the exiting
test.
How to break page using Ms-Word?

A page break is a code inserted by the software program that tells the device where
to end the current page and begin the next.

To insert a page break while in Microsoft Word we should follow the following
steps:

 Step 1: Click Insert on the file menu.

 Step 2: Select Break from the drop down.
 Step 3: Select Page Break and click OK.
Or,
Microsoft Word supports the shortcut key Ctrl + Enter to insert a page break.
ADVANTAGES OF WORD PROCESSING

The advantages of Word processing are synonymous with the benefits provided by
MS-Word. The most prominent ones are enlisted below:

1. Create professional-looking documents

Office Word 2007 provides editing and reviewing tools for creating polished
documents more easily than ever before.

2. Easily avoid spelling errors

The spelling checker has been made more consistent across the 2007 Microsoft
Office system programs.

The features in Word 2007 display as various tabs such as Home, Insert, Page
Layout, References, Mailings, Review and View etc.