Word Processing

Word Processing
 Word processing is the use of computer software to create, edit, and print
documents (text).
 You can easily create and edit documents, such as:
 Letters
 Reports
 Newsletters with pictures and graphics
 Word processing includes a number of tools to format your pages.
 For example, you can organize your text into columns, add page
numbers, insert illustrations, etc.
 However, word processing does not give you complete
control over the look and feel of your document.
 When design becomes important, you may need to use
desktop publishing software to give you more control over
the layout of your pages.
 What Application Software is Available?
 Microsoft Word is the most widely used word processing software.
 Microsoft estimates that over 500,000,000 people use the Microsoft
Office suite, which includes Word.
 Many other word processing applications exist, including WordPerfect
and open source applications such as OpenOffice.org Writer,
LibreOffice Writer, AbiWord, KWord, and LyX.
 Web-based word processors, such as Office Web Apps or Google Docs,
are another relatively new category of application software.
 Word Processing Software

 Word processing software is used to manipulate a text document, such as a resume or

a report.
 You typically enter text by typing, and the software provides tools for copying,
deleting and various types of formatting.
 Word processing software typically also contains features to make it easier for you to
perform repetitive tasks.
 For example, let's say you need to send a letter to all your customers regarding a new
policy.
 The letter is the same for all customers except for the name and address at the top of
the letter.
 A mail merge function allows you to produce all the letters using one template
document and a table with customer names and addresses in the database.
 Text editors shouldn't be confused with word processing software.
 While they do also allow you to create, edit and save text documents,
they only work on plain text.
 Text editors don't use any formatting, such as underlined text or different
fonts.
 Text editors serve a very different purpose from word processing
software.
 They are used to work with files in plain text format, such as source code
of computer programs or configuration files of an operating system.
 An example of a text editor would be Notepad on the Windows platform.
Some of the functions of word processing software include:
 Creating, editing, saving and printing documents.
 Copying, pasting, moving and deleting text within a document.
 Formatting text, such as font type, bolding, underlining or italicizing.
 Creating and editing tables.
 Inserting elements from other software, such as illustrations or photographs.
 Correcting spelling and grammar.
 There are a number of different word processing applications.
 One of the most widely used is word, which is part of Microsoft
office.
 Another widely used one is WordPerfect by the Corel Corporation.
 A third one is writer, which is part of Open office by Apache.
 While the first two are commercial software, open office is open
source and can be downloaded and used free of charge.
 Finally, there is pages, which is part of iWork by Apple.
 Where is Word Processing Software Used?

 Word processors have a variety of uses and applications within the

business world, home and education.
 Businesses tend to have their own format and style for any documents
produced. In Business word processing is used for:
 legal copies
 letters and letterhead
 memos
 reference documents
 Many homes have word processors on their computers, in the
home word processing tends to be educational, planning or
business related, dealing with assignments or work being
completed at home, or recreational. Examples include:
 writing short stories
 letter writing
 résumé/CV creation
 card creation
 In education word processing is used in a variety of
different ways in the
 production of assignments
 Notes
 Exams and
 for practicing its uses!
12 Starting Word processor application
 Most of the time, we will be able to start the word processor of our
choice from the Program option under the Windows Start menu.
 Of course, we might also create a shortcut on the desktop to access
our word processor.
 Click the Start button on the taskbar.
 Click All Programs on the Start menu.
 Click the Microsoft Office folder.
 Click Microsoft Office Word 2007,2010,2013 and 2016.

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To create a new blank document
 Click the Microsoft Office button.
 Select New. The New Document dialog box appears.
 Select Blank document under the Blank and recent
section. It will be highlighted by default.
 Click Create. A new blank document appears in the
Word window.
 Save a Document in Microsoft Word
 As you create a document, you will need to store it for future
reference or use.
 In Word, to save your documents in various ways.
 You can save all open documents at the same time.
 You can also save a copy of the active document with a different
name or in a different location.
 If you share documents with people who use previous versions of
Word, and you want to be sure the documents look the same when
they're opened in the earlier versions, you can turn off features that
are not part of that version.
 To save a document
 Open the File menu and click Save. The Save As dialog box appears.
 In the File name box, enter a desired name for the document.
 To save the document in a folder or a drive other than the default,
click the drop-down arrow in the Save in box, and then choose the
desired folder or drive.
 To save the document in a new folder within the current drive, click
the Create New Folder button on the toolbar within the Save As
dialog box, directly below the title bar of the Save As dialog box.
 Click Save.
 Open existing file
 While you are creating a document, it is often important to save it for
future use.
 The saved document now becomes a file.
 A file is a complete, named collection of information, such as a user-
created document.
 It is a collection of data that a user can retrieve, change, delete, save, or
send to an output device, such as a printer or e-mail program.
 From the foregoing explanation, you realize that a saved document can be
retrieved, viewed and reused.
Here are the steps involved in opening/retrieving a saved document/file in
Word environment.
1. On the Menu bar, click File, and then click Open. The Open dialog box
appears.
2. In the Look in list, click the drive or folder that contains the file you
want to open.
3. Click the file.
4. You'll see a preview of the selected file in the Preview box.
5. Click Open.
How to open an existing document

 Click on Open under File menu, or click on tool on the

Standard toolbar.
 The Open dialog box is seen on the screen. This is similar
to the Save As dialog box.
 Navigate to the folder where our file is located, select the
filename.
 Click on Open.
Use Save As to rename or relocate existing file

 With your document open, click File > Save As.

 Under Save As, select where you want to create your new
folder. ...
 In the Save As dialog box that opens, click New Folder.
 Type the name of your new folder, and press Enter. ...
 Click Save.
 Types of word file extension
 The DOCX and DOC file extensions are used for Microsoft Word
documents, part of the Microsoft Office Suite productivity software.
 DOCX: is part of Microsoft Office Open XML specification (also
known as OOXML or OpenXML) and was introduced with Office
2007.
 DOCX is a zipped, XML-based file format.
 Microsoft Word 2007 and later use DOCX as the default file format
when creating a new document.
 Support for loading and saving legacy DOC files is also included.
DOC

 DOC is the default format used with Office 97-2003. DOC

is a Microsoft proprietary Binary Interchange File Format.
 Microsoft Word 97-2003 uses DOC as the default file
format when creating a new document.
 Support for loading and saving DOCX files can be added
using an add-in.
 Types of word file extension

 Pertaining file extensions include:

 .docx – Word document.
 .docm – Word macro-enabled document; same as docx, but may
contain macros and scripts.
 .dotx – Word template.
 .dotm – Word macro-enabled template; same as dotx, but may contain
macros and scripts.
 .docb – Word binary document introduced in Microsoft Office 2007.
Tools used to format the text in word processor

 Formatting Toolbar: Provides tools for formatting like

bold, italic, underline, etc.
 Formatting refers to the way our text will look like– the
design of the characters, their size, the space between
paragraphs, their alignment, etc
• Many formatting tools-- File & Format menus (again, keyboard
shortcuts are handy). A few:
– Page Setup (margins; page orientation; ...)
– Font Type, Size, Style, Color
– Text Alignment
– Header & Footer formatting
– Number & bullet lists
– Insert (Break; Page no; Art...)
– Borders
– Tabs
– Lists: numbered, bulleted, etc.
– Tables ...
 Importance of formatting documents

 Formatting a word document refers to changing the appearance of the text

on the screen.
 Documents are prepared to read by others.
 Considering the easiness to read, formatting have a big role in making the
reader interested to read.
 Also the reader should be able to extract required information from the
document as it is meant to.
 Formatting is much important.
 Formatting makes the document readable and comprehensible to the
person reading it.
 The text within a document can be formatted in terms of how the actual
text appears.
 Formatting improves the readability of documents.
 A useful function with Word is that of the Styles which allow text to be
automatically formatted allowing consistent formatting of text within
body, titles, and subtitles of a document.
 Some of the formatting styles to apply to word documents are
 Changing font appearance (font style, size, color, weight, etc)
 applying formatting effects to text (bold, italic, underline, etc)
 Text alignment (left, right, center, justify)
 Text spacing (single, 1.5, double, multiple)
 Process of formatting documents

 Selecting Text
 You need to select text to be able to apply formatting to that text.
 Among the ways to select text:
 Click and drag with your mouse.
 Double-click a word to select the word.
 Triple-click in a paragraph to select the paragraph.
 Click and drag in the document's Selection Area in the left margin.
 Watch and follow along as your instructor shows you the most
commonly used text selection methods.
 The most commonly used commands in the Font group are:

1.Font. Choose between a wide selection of fonts.

2.Font Size. Change the size of your text.
3.Bold. Bold your text.
4.Italic. Italicize your text.
5.Underline. Underline your text.
6.Strikethrough. Strikethrough your text.
7.Text Highlight Color. Highlight your text.
8.Font Color. Change the color of your text.
9.Clear All Formatting. Clear all formatting in the selection and return the
text to its default.
Apply common tools for formatting document

 Making emphasize on particular word of phrase is done

By Bold, Italicize and underline.
 Bold
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A typeface with thick heavy lines

1.Select/ highlighted word/phrase.
2.Choose the Home tab.
3.Click the Bold button in the Font group. You have bolded the word bold.
Note: To remove the bold , you can select the text and then click the Bold
button again.
4.Click anywhere in the text area to remove the highlighting.
 Italicize
32

1.Select/ highlighted word/phrase.

2.Choose the Home tab.
3.Click the Italic button on the Ribbon.
4. You have italicized the word Italicize.
Note: To remove the italics, select the text and click the Italicize button
again.
5.Click anywhere in the text area to remove the highlighting.
33 Underline
1.Select/ highlighted word/phrase
2.Choose the Home tab.
3.Click the Underline button in the Font
group . Alternatively, you can press the down
arrow next to the underline button and click
to choose the type of underline you want.
Note: To remove the underlining, click the
Underline button again.
4.Click anywhere in the text area to remove the
Mr. SIMANJILO,Emanuel

highlighting.
34 Font size using ribbon
1.Select/ highlighted word/phrase.
2.Choose the Home tab
3.In font group click font size arrow to select
font size
4.Select font size

Mr. SIMANJILO,Emanuel
35 Grow and Shrink Font size
1.Select/ highlighted word/phrase.
2.Choose the Home tab
3.In font group click to grow font size click to
shrink font size
4.Click anywhere in the text area to remove the
highlighting.

Mr. SIMANJILO,Emanuel
36 Font Color
1.Select/ highlighted word/phrase.
2.Choose the Home tab.
3.Click the Font color button in the Font group.
Select color .
4.Click anywhere in the text area to remove the
highlighting.

Mr. SIMANJILO,Emanuel
37 Highlight color
1.Make text look like it was marked with
highlighter pen
2.Select/ highlighted word/phrase.
3.Choose the Home tab.
4.Click the Highlighter color button in the
Font group. Select color .
5.Click anywhere in the text area to remove the
highlighting.
Mr. SIMANJILO,Emanuel
38 Font face
1.Select/ highlighted
word/phrase.
2.Choose the Home tab.
3.Click the down arrow to select
the font face in the Font
group. Select font face .
4.Click anywhere in the text
area to remove the
highlighting.
Mr. SIMANJILO,Emanuel
39 Text Alignment
Right Align
1. Select/ highlighted
word/phrase.
2. Choose the Home tab.
3. Click the down arrow to select
the font face in the Font group.
Select font face .
4. Click anywhere in the text area
to remove the highlighting.
Left Centre Justify
Align Align Align
Mr. SIMANJILO,Emanuel
40
Adding Bullets and Numbers
• You can emphasize a list of items by adding a
heavy dot, or bullet, before each item in the list
– Much easier to read and follow than lists that do not
have bullets

Mr. SIMANJILO,Emanuel

New Perspectives on Microsoft Office Word 2007 40

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Adding Bullets and Numbers

Mr. SIMANJILO,Emanuel

New Perspectives on Microsoft Office Word 2007 41