CHAPTER 3:

Introduction to Word Processing

PREPARED BY:
MR. MAQBOOL AHMED
 What is word processing?
• An application software or program used to
undertake various word processing tasks such as
writing memos, letters, reports etc
• an application software used to compose, format,
edit, save, produce and print documents
• You can manage information through the use of
application software/program i.e word processing
(typing, editing, formatting, storing, printing
students, schools, educational information)
Application areas of word processing :

• Business - Legal Copies, Letterheads, Letters,

Memos, Circulars etc.
• Education - To develop word processing skills
from the very beginning
• Home - Dealing with assignments being
completed at home, or occasionally
recreational e.g. Maintaining diary
 Advantages
1. Faster Disadvantages
2. Can edit documents 1. Equipment costs
3. Change font style, 2. Upgrade software
size, colour 3. Train staff
4. Change layout 4. More complicated
5. Print many copies 5. Virus, popup
6. Less noise
7. Add pictures
8. Make tables
9. Email documents
 Screen Elements Overview
Microsoft Word 2010
• The main parts of the
Microsoft Word 2010
window are as follows:
1) File Menu,
2) Quick Access Toolbar,
3) Title bar,
4) Tabs,
5) Ribbon,
6) Status Bar,
7) Zoom Controls, and
8) Dialog Box.
 File Menu

• In Microsoft Word 2010, the File menu allows

you to access your Recent documents, Print,
Save, Open and view the properties of your
document.
File Menu
 Quick Access Toolbar
• The Quick Access Toolbar appears at the top, left hand
corner of the window next to the Office button. It includes
most common commands such as Save and Undo. You can
customize the toolbar by adding command buttons to it.

• To add or remove a button from the Quick Access Toolbar,

click the list arrow at the right end of the toolbar to display
the pop-up menu. Next, click the button name from the pop-
up menu list. A check next to the name tells you which
function will be on the Quick Access Toolbar.
Ribbon
Tabs
 Display and Hide Toolbars
• In Microsoft Word 2010 and 2007, the Mini-
Toolbar only appears above the text you select
and provides quick access to formatting tools.
Display and Hide the Ribbon
 Page Views
• Microsoft Word 2010 and 2007, allows you to
look at your document in different ways called
Page Views. To change from one page view to
another, click on the corresponding view
button.
• You can change the view of the document by
selecting the View tab or by clicking the
appropriate Page Views Selector Buttons at
the bottom right-hand corner of your screen.
If you click on the first button on the right , your page view
will be Draft view. This view allows you to view your document as
text only with no special formatting or layout. You will see page,
section, and column breaks in this view as well. The dotted line in
the image below indicates a page break.
• The Outline View shows topic levels of
an outline or entire document.
• In the Web Layout View you see
backgrounds, AutoShapes, and other effects in
Web documents. You can also see how text
wraps to fit the window and how graphics are
positioned.
• The Print Layout View is an editing view
displaying your document as it will print. Use
this view to see margins, page numbers, and
footers, as they will appear when the document
is printed out.
• Full Screen Reading is a new page view
feature. This view is designed to provide a more
comfortable view for reading your document.
Word changes the screen size and screen
elements when in Full Screen Reading view. The
following tools are provided to help you edit your
document: 1) Navigation button allows you to
navigate throughout your document. 2) View
Options button will let you change how you view
your document on the screen. 3) The Close
button will exit the Full Screen Reading view and
return to Print Layout view.
 Opening a New Document
• When you open Microsoft Word, the program
generally provides you with a new, untitled
document labeled Document 1. If you do not
see a new document or if you want to create a
new document after you have opened
Microsoft Word, there are several options to
choose from.
 Opening an Existing Document
• To open an existing 2010 document:
If the document you want to open is one that
was used recently, it will be listed under the
Recent Documents list.
• Click the File tab and select the Recent tab and
a list of the recent documents will appear.
 Saving a New Document
• To save a new 2010 document:
In order to save a document in Microsoft
Word 2010 click the File tab, then Savsfsdse.
The Save As window will open the first time you save regardless of
whether you clicked Save or Save As because you need to give the
file a name and destination.
 Saving an Existing Document
• To save an existing Word 2010 document:
Click File tab and Save.
• To save an existing Word 2007 document:
Click the Office button and then click Save.
• OR
Click the Save icon located on your Quick
Access Toolbar if you have customized the
toolbar to display this feature.
 The keyboard commands below are
shortcuts for moving around documents.
 Formatting Text
Introduction
• When you discuss formatting you are referring
to the way something looks. Microsoft Word
gives you the option of changing the size,
color, and style of text or paragraphs in a
document. This lesson will discuss basic
formatting concepts as well as the specific
ways to accomplish those formatting tasks
using Microsoft Word.
From the Home Tab:
Word 2010 window
 Paragraph Formatting
• There are a number of paragraph formats that make
formatting documents much easier. The following
section outlines the justification, indention, line
spacing, and tab set options. The following diagrams
will demonstrate how to perform the commands using
the toolbars, ruler, and the Paragraph dialog box.
• To select a paragraph for formatting, place your cursor
anywhere within the paragraph. If you need to format
more than one paragraph, you will have to highlight
each of the paragraphs. Once a paragraph format has
been applied it will be applied to all of the following
paragraphs.
 Justification
• There are four buttons on the Formatting
Toolbar which can be used to select whether
text is Left Align, Centered, Right Align or
Justified.
 The following is a description of the
different justifications:
• Left-align – alignment along the left margin.
• Centered – text that is centered between the left and right margins.
• Right-align – alignment along the right margin.
• Justified – alignment along both the left and right margins.

To change the text justification in Microsoft Word 2010 and 2007:

• Select the text you want to change.
• Click the Home tab and choose the appropriate justification button
from the Paragraph group. All text selected will follow that
formatting style.

OR
• Click on a Justification button and begin typing. All text after will
follow the selected justification.
 Indenting
• The Ruler at the top of the document window
displays the current margin and tab settings as
well as paragraph indentation. The two small
triangles on the left side of the ruler control the
left indents. The upper triangle controls the first
line indent. The lower triangle controls the
second line left indent called the hanging indent.
The rectangle below the bottom triangle is used
to create a left indent for an entire paragraph.
The triangle on the right side of the Ruler is used
to set the right indent for an entire paragraph.
 Changing the Left Indent of a
Paragraph Using the Ruler
To change the left indent of a paragraph:

• Select the paragraph.

• Drag the top and bottom triangle on the left
hand side (using the box) to the desired point
on the ruler.
 Changing Line Spacing

Or, select the paragraph or paragraphs and click on the

key Ctrl 1 for single space and Ctrl 2 for double space
.
 Cut, Copy, and Paste

• Text can be moved around in a document by

using the Cut, Copy, and Paste commands.
• The following section explains what each
command is used for and how to perform
each command.
• For Word 2007 you will be using the Home
tab, Clipboard group, and keyboard
shortcuts.
 Cutting Text
• Cutting text will remove the selected block of
text from its original location and place it
temporarily on the clipboard. You may choose
to paste the text into a new location or
continue typing. If you do not paste the text,
the information will be lost as soon as you
select Cut or Copy again.
 Cutting Text in Word 2010 and 2007:

• Highlight the text you want to cut.

• Select the Home tab and click the Cut
button from the Clipboard group.
OR
• Press the Ctrl key and the X key at the same
time on the keyboard.
Copying Text in Word 2010 and 2007:

• Highlight the text you want to copy.

• Select the Home tab and click the Copy
button from the Clipboard group.
OR
• Press the Ctrl key and the C key at the same
time on the keyboard.
 Paste

•Keep Source Formatting – Pasted selection keeps exact

style and format from destination copied.
•Match Destination Form – Pasted selection matches the
style and format of the document you have pasted onto.
•Keep Text Only – No format or style pasted.
•Set Default Paste (Word Windows OS only) - This opens
the Word Options dialog box (shown below) where you
can edit the default paste settings
.
 Formatting a Page
Changing Margins Using Page Setup
• Click the Page Layout tab on the Ribbon.
Click the Margins button from the Page
Setup group and a pop-up menu will appear.
You can choose from a list of default margin settings by
clicking the preferred button or you can click on the
Custom Margins button at the bottom of the pop-up
menu and the Page Setup dialog box will appear.
OR
Select the Page Layout tab and click the Dialog Box
Launcher found on the Page Setup group. The Page
Setup dialog box will appear and you can change your
margin settings.
 Inserting a Page Break
• Position the cursor where you would like to
place the Page Break.
• Select the Insert tab
• Click the Page Break button in the Pages
group and a page break will be inserted
automatically.
 OR
• Select the Page Layout tab from the Ribbon
and click the Breaks button in the Page Setup
group. A pop-up menu will appear and you
can choose what type of break you want.
 Adding Page Numbers
To add page numbers to a Word 2010 and
2007 document:
• Click the Insert tab
• Click the Page Number button from the
Header & Footer group. From the pop-up
menu choose the position you want (Top of
Page, Bottom of Page, Page Margins, or
Current Position).
 Headers and Footers
• A Header is text appearing at the top of each
page. A Footer is text appearing at the bottom
of each page. You may type text into a header
or choose to insert fields that are updated
automatically. Any text typed into a header or
footer may be formatted like the text in the
document.
To create a Header or Footer in Word

• Click the Insert tab. Depending on which note

you want to insert, click the Header or Footer
button.
• You may choose between a built-in header
and footer, or you may modify an existing one
by clicking Header or Footer.
•Design Tab will be active and you may
format your header and footer.
 Proofing
Introduction
• Once you have finished typing and formatting
your document you need to proof your work
for accuracy.
 Using the Spell Checker
Using Spell Checker
• There are two ways to spell check your
document.
• • In the Ribbon select the Review tab and
Select Spelling & Grammar.
 OR
• pressing on F7 on the keyboard will
automatically check for any errors.
• The Spelling and Grammar: dialog box appears
and Word begins spell and grammar checking
• When spell checker finds a word that is not in its dictionary,
the misspelled word is highlighted in red within the Not in
Dictionary: section of the dialog box. You may then choose
one of the following options:

• Ignore -- If the word is spelled correctly, and you do not want

to make changes to the word.
Ignore all – If the word is spelled correctly and you want Word
to ignore all cases of this word in the whole document.
Add to Dictionary – Allows you to add the word to the
Custom Dictionary. (For example if you would like to add a
name.)
Change -- If the word is misspelled, In the Suggestions: section
of the dialog box Word will give alternative spellings. Select
the correct spelling and click Change.
Change all -- This option causes Word to change all instances
of the misspelling in the document.
Undo – Allows you to reverse the most recent spelling and
grammar check actions, at one time.
 Using the Grammar Checker
• When checking grammar in a document, Word
will find a sentence that is not grammatically
correct, and display the error in green text.
 Following is an explanation of the options you have when checking
grammar in Word:

• Ignore Once -- If the grammar is correct and you do not want to

make changes.
• Ignore Rule -- If you want Word to ignore the grammar rule in all
instances where the rule applies for the whole document. (Ignore
All is the option for Macintosh users.)
• Next Sentence -- If you want to move to the next sentence without
changing anything.
• Change -- If you agree with the suggested grammatical change.
• Explain…-- Provides more information about the possible grammar
error. (Macintosh users do not have this option).

NOTE: The Grammar Checker is very good at detecting run-on

sentences, repeated words, and incomplete sentences. However,
some of the grammatical changes Word suggests may be subjective
or inappropriate in the context of your document. Use your
judgment when using the Grammar Checker.
 Using Print Preview
• Print Preview displays the document the way
it will be printed. In the Print Preview mode
you will notice when you move the mouse
pointer over the document it changes to a
small magnifying glass . Click the
magnifying glass on the document to zoom
the document in or out.
• The Magnifier Button is used to enter and edit
text in Print Preview mode. By default Word
has the button selected. Click on the
Magnifier button to deselect it and it will turn
the mouse pointer from a magnifying glass to
a cursor and then you may enter or edit text in
Print Preview mode.
 To preview your document
• Select the File tab and then Print, you will see
the document preview on the right.
 Definitions
• Clipboard: A temporary storage area for the last
thing you cut or copied.
• Filename Extension: Three letters that follow a
period after the filename; the extension identifies
the file type, for example, the
extension .doc identifies a file created using word.
• Floating Toolbar: a toolbar positioned in the
middle of the screen.
• Footer: Text that appears at the bottom of every
page in a document.
 Definitions.....
• Header: Text that appears at the top of every page in a document.
• Justify: The aligning of text either uniformly across a page, or to the
left, right or center.
• Paste: Inserting information into a document from the clipboard.
• Read-Only: A document that is protected so that users can open it to
read the contents but not make any changes or add any comments to
it.
• Template: A ready-made format, complete with margins, fonts,
headers, and footers, numbering, logos, or any other kind of
formatting the designer wants to appear on each page.*
• Toolbar: A series of buttons and menus in an application, which
allows the user to perform functions quickly, using the mouse.
 THANK YOU!
Any Question?