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Word Processing
Part I

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 Overview
 Definition of Word Processing
 Advantages of Using a Word Processor
 Word Processing Terminology

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 Definition of Word Processing
 Manipulates text data to produce a
letter, report, memo or any other type of
correspondence
 Grouping of related words, sentences and
paragraphs is a document
 Create, modify, store, retrieve and print
all or part of document

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 Advantages of Using a Word
Processor
 It won’t improve your typing speed
 Does make it easier to correct and modify
the document
 Word wrap eliminates concern about
where to end a line
 Particularly powerful for editing a
document

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 Advantages of Using a Word
Processor
 Easy insertion and deletion of text
 Ability to combine text from two or more
documents
 Additional support with spelling and
grammar checkers
 Easy to modify to the output formatting

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 Word Processing Terminology
 Bold - produces dark or heavy print
 Center - centering text evenly between
the margins
 Edit - change or modify the document
 Font - type style and size

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 Word Processing Terminology
 Format - defines how printed document
will appear; e.g. underline, boldface,
print size, margin settings, line spacing,
etc.
 Grammar checker - checks for grammar,
phrasing, capitalization
 Justified - text is evenly aligned on both
left and right margin

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 Word Processing Terminology
 Spelling checker - checks words or entire
document for spelling
 Text data - any number, letter or symbol
you can type on the keyboard

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 Word Processing Terminology

 Word wrap - automatic adjustment of the

number of characters or words on a line;
eliminates need to press Enter key

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 Loading Word 97
 Start, Programs, Microsoft Word or
 Double-click on Word shortcut on the
desktop
 From the Microsoft Office Shortcut Bar,
click on New Office Document, then
Blank Document

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 menu bar Minimize,
Restore/Maximum
Standard tool bar Close buttons

Formatting
ruler tool bar
document
window

scroll bars
Status bar
 Using Office Assistant
 Automatically suggests help topics as you
work
 Anticipates your actions and responds
with suggestions on performing related
tasks
 Can activate the Office Assistant any
time its needed

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 Creating a New Document
 Planning - understand document’s
purpose and what it will say
 Entering - entering contents by typing
into word processor
 Editing - making changes to document, to
correct errors and enhance content

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 Creating a New Document
 Formatting - enhancing to make more
readable and attractive, such as boldface
text, italics and bullets
 Previewing and Printing - displaying
onscreen how document will look
printed, allows for final changes before
printing

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 Entering and Editing Text
 New Word document like a blank piece of
paper, but with many predefined or
default settings
 Default settings contained in the
document template

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 Document Template
 Every Word document based on a
document template
 Settings are stored in the Blank
document template
 Other templates can be used to create
different styles of memos, letters and
reports

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 Document Template

.5 inch tap
left paragraph stops right paragraph
indent indent
document page vertical position horizontal
number of insertion point position of
insertion point

Line position of
Document section insertion point
 AutoCorrect
 Part of Office 97 IntelliSense feature
 Makes basic assumptions about text user
is typing
 Uses assumptions to automatically
identify and correct an entry

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 AutoCorrect
 Corrects for capitalization and spelling
 Can prompt user by finishing common
phrases

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Spelling and Grammar Checkers
 Automatically advises user of misspelled
words or incorrect grammar
 Spelling Checker compares typed words
to those in a main dictionary
 Those failing to match are identified as
misspelled
 User can then correct herself or choose from
menu of suggested words

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Spelling and Grammar Checkers
 Grammar Checker looks for incorrect
verb and tense agreements, verb forms,
commonly confused words and others
 Words and phrases identified with a wavy
green line
 User can then edit, or choose from a menu of
suggested changes

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Inserting and Deleting Blank Lines
 If insertion point is on a line above
another line, and at the beginning or end
of the line, press Enter key to
 Two ways of deleting a blank line
 Pressing the delete key
 Click on Edit, Clear

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 Inserting Characters
 Move your cursor to the insert area
 Type in the text desired
 Add spaces if necessary

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 Deleting Words
 Position your insertion cursor and press
the Control Delete key

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 Word Wrap
 Feature that automatically decides where
to end a line
 Text is “wrapped” to next line based on
margin settings
 Saves time - pressing Enter key only
when starting new paragraph or
inserting blank line

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Moving Around the Document
Window
 Closing and Saving Files
 Moving Through a Document

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Opening, Closing and Saving Files
 Closing
 File, Close menu command
 File Close button
 Saving
 File, Save and Save menu commands
 Diskette file save icon

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 Moving Through a Document
 Moving mouse
 PgUp and PgDn keys
 Vertical scroll bar and buttons
 Horizontal scroll bar and buttons

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 Editing Key Summary
Action
Key
 Deletes
Ctrl + Delete
word to the right of insertion
point

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 Editing Key Summary
Action
Key
 Deletes
Ctrl + Delete
word to the right of insertion
point
 Ends a line and moves insertion point to
 next
Enterline or inserts a blank line

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 Editing Key Summary
Key Action
 <-Backspace  Deletes character
to the left of
insertion point

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 Editing Key Summary
Key Action
 <-Backspace  Deletes character
to the left of
insertion point
 Delete  Deletes character
to right of
insertion point

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 Editing Key Summary
Key Action
 <-Backspace  Deletes character
to the left of
insertion point
 Delete  Deletes character
to right of
insertion point
 Ctrl + <-  Deletes word to
Backspace left of insertion
point 34
 Editing Key Summary
Action
Key
 Reverses
Edit, Undo
your last action or command

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 Editing Key Summary
Action
Key
 Reverses
Edit, Undo
your last action or command
 Reverses the effects of Undo
 Edit, Redo

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 Displaying Special Characters
 Normally hidden characters that display
text characteristics
 Examples
 Paragraph symbol
 Dots for spacebar

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 Selecting Text

To select a word: Procedure:

 Multiple  Drag in the
paragraphs selection bar next
to the paragraphs

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 Selecting Text

To select a word: Procedure:

 Multiple  Drag in the
paragraphs selection bar next
to the paragraphs

 Document  Triple-click in the

selection bar or
press Ctrl and
click in the 41
 Selecting Text

To select a word: Procedure:

 Word  Double-click in the
word

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 Selecting Text

To select a word: Procedure:

 Word  Double-click in the
word
 Sentence  Press Ctrl and
click within the
sentence

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 Selecting Text

To select a word: Procedure:

 Word  Double-click in the
word
 Sentence  Press Ctrl and
click within the
sentence
 Line  Click in the
selection bar next
to the line 44
 Selecting Text

To select a word: Procedure:

 Multiple lines  Drag in the
selection bar next
to the lines

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 Selecting Text

To select a word: Procedure:

 Multiple lines  Drag in the
selection bar next
to the lines
 Paragraph  Triple-click on the
paragraph or
double-click in the
selection bar next
to the paragraph46
 Undoing Editing Changes
 Delete the change
 Click on the Undo button
 Click on the Edit, Undo menu

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 Documenting and Printing a
Document
 Documenting a File
 Previewing and Printing a Document
 Document Preview
 Exiting Word

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general document properties
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summary document properties
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document statistics
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 Previewing the Document
 View onscreen how document will look
printed out
 Each page displayed in a reduced sized so
that you can see the layout

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Print Preview
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 Print options

Print window
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