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CHAPTER 3.

Word Processing.
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Introduction to Word processing

Sometimes abbreviated as WP, a word processor is a software program capable of creating,
storing, and printing typed documents.
Word processors can be used to create multiple types of files, including Text files (.txt), Rich
Text files (.rtf), HTML files (.htm & .html), and Word files (.doc & .docx). Some word
processors can also create XML files (.xml).
Features of a word processor
WPS – Word Processor.
MS Word
Unlike a basic plaintext editor, a word processor offers dozens of additional features that can
give your document or other text a more professional appearance.
Below is a listing of some of the most popular features of a word processor. Note: Some more
advance text editors can perform some of these functions.
 Text formatting - Changing the font type, font size, font color, bold, italicizing, etc.
 Multimedia - Insert clip art, charts, images, pictures, and video into a document.
 Spelling and Grammar - Can look for spelling and grammar errors in a document.
 Adjust the layout - Capable of modifying the margins and layout of a document.
 Indentation and lists - Set and format tabs, bullet lists, and number lists.
 Insert tables - Add tables to a document.
 Header and footer - Being able to adjust and change text within the header and
footer of a document
 Thesaurus - Look up alternatives to a word without leaving the program.
 Auto Correct - Automatically correct common errors (e.g., typing "teh" and having it
autocorrected to "the").
 Mailers and labels - Create mailers or print labels.
 Import data - Import and format data from CSV, database, or another source.
 Macros - Setup macros to perform common tasks. Examples of word processor
programs. Although Microsoft Word is the most popular word processor available,
other options are available.
Below is a listing of different word processors in alphabetical order.
 Abiword
 Apple iWork – Pages
 Apple TextEdit - Apple macOS includes Word processor
 Corel WordPerfect
 Google Docs (Online and Free) – Google.
 LibreOffice -> Writer (Free)
 Microsoft Office -> Microsoft
Other examples and uses of a word processor
Discuss the database concepts;

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When it comes to computer programs, a word processor is one of the most used programs on
a computer because of its versatility in creating a document. Below are just a few other
examples of how you could use a word processor.
a) Book - Write a book.
b) Document - Any text document that requires formatting.
c) Help documentation - Support documentation for a product or service.
d) Journal - Keep a digital version of your daily, weekly, or monthly journal.
e) Memo - Create a memo for employees.
f) Report - A status report or book report.
Types of word processing applications. There are a number of different word processing
applications. One of the most widely used ones 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 OpenOffice by Apache. While the first two are commercial software,
OpenOffice is open source and can be downloaded and used free of charge. Finally, there is
Pages, which is part of iWork by Apple.
Features of Standard Word Processors
Word processors that support only these features (and maybe a few others) are called text
editors. Most word processors, however, support additional features that enable you to
manipulate and format documents in more sophisticated ways. These more advanced word
processors are sometimes called full-featured word processors. Full-featured word processors
usually support the following features:
 File management: Many word processors contain file management capabilities that
allow you to create, delete, move, and search for files.
 Font specifications: Allows you to change fonts within a document. For example,
you can specify bold, italics, and underlining. Most word processors also let you
change the font size and even the typeface.
 Footnotes and cross-references: Automate the numbering and placement of
footnotes and enables you to easily cross-reference other sections of the document.
 Graphics: Allows you to embed illustrations and graphs into a document. Some word
processors let you create the illustrations within the word processor; others let you
insert an illustration produced by a different program.
 Headers, footers, and page numbering: Allows you to specify customized headers
and footers that the word processor will put at the top and bottom of every page. The
word processor automatically keeps track of page numbers so that the correct number
appears on each page.
 Layout: Allows you to specify different margins within a single document and to
specify various methods for indenting paragraphs.
 Macros: A macro is a character or word that represents a series of keystrokes. The
keystrokes can represent text or commands. The ability to define macros allows you
to save yourself a lot of time by replacing common combinations of keystrokes.
 merges: Allows you to merge text from one file into another file. This is particularly
useful for generating many files that have the same format but different data.
Generating mailing labels is the classic example of using merges.
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 spell checker: A utility that allows you to check the spelling of words. It will
highlight any words that it does not recognize.
 Tables of contents and indexes: Allows you to automatically create a table of
contents and index based on special codes that you insert in the document.
 Thesaurus: A built-in thesaurus that allows you to search for synonyms without
leaving the word processor.
 Windows: Allows you to edit two or more documents at the same time. Each
document appears in a separate window. This is particularly valuable when working
on a large project that consists of several different files.
 WYSIWYG (what you see is what you get): With WYSIWYG, a document appears
on the display screen exactly as it will look when printed.
Opening Microsoft Word.
On Start button, choose all programs, find Microsoft office and click Ms office Word
(from the list).

The Microsoft Office Button

You click on it to see these options: New, Open, Save, Save As, Print, Prepare, Send, Publish
and Close.

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The Ribbon
The Ribbon is the panel above the document. It has seven tabs:
 Home,
 Insert,
 Page Layout,
 References,
 Mailings,
 Review, and
 View.
Each tab is divided into groups. The groups are collections of features designed to
perform functions. Commonly used features are displayed on the Ribbon, to view
additional features within each group, click on the arrow at the bottom right of each group. A
blue information box will pop up just below where you stop your pointer.
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols Page
Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and
Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect

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View: Document Views, Show/Hide, Zoom, Window, Macros.

To remove the toolbar, right click on the blue section beside the Ribbon. Choose
Minimize the Ribbon. To view again, do the same.
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may
want to use frequently. You can add items to it. Right click on any item in the
Office Button or the Ribbon and click on Add to Quick Access Toolbar and a
shortcut will be added to the Quick Access Toolbar.
Moving in the text
The Cursor.
The cursor is the short vertical flashing line on your screen.
 The cursor shows you where you will start typing in a Word document. 
 When you are using the Tools in Microsoft Word your cursor will change to an arrow.
This is called a pointer. 
Scrolling
Your scroll bar is at the right-hand side of your screen. 
Click on the up/down arrow to go up/down the page.
Hold down the left mouse button to scroll up and down the screen more quickly.
Using the Keyboard in MS Word
 The arrow keys on your keyboard move your cursor around.
 To make a letter a capital letter: Hold down the Shift and the letter key at the same
time.
 For the signs on your keyboard: Hold down the Shift and the number keys
simultaneously. The Shift keys are on both sides of the keyboard. 
 The Space bar makes spaces between words when typing. Tap the bar one time to
make a space. 
 Use the Enter key to move your cursor to finish the line and make a new one.
 The Backspace key delete everything to the left of the cursor. 
 The Delete key will erase everything to the right of the cursor. 
 To make the cursor go to the end of the line press End.
 To make the cursor go to the start of a line press Home. 
 To make the cursor go to one page up/down press Page Up/Page Down.
 To make the cursor go to the top/end of the document press Ctrl+Home/Ctrl+End. 
Selecting text
 Put the cursor at the beginning or end of the words you want to select. 
 Put your finger on the left mouse button. 
 Hold down the left mouse button.
 Move the mouse across the words. 
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 Lift up your finger. 

 The word will be highlighted in blue. When this is done, you can move words
or change the size, the colour, and the style of the words on the computer. 
Basic actions with documents
Create a New Document
There are several ways to create new documents, open existing documents, and save
documents in Word:
Microsoft Office Button / New / Blank document
Opening an Existing Document
Microsoft Office Button -> Open -> Choose from the list
Saving a Document
Microsoft Office Button/ Save or Save as or
Press Ctrl + S on the keyboard, or
Click the File icon on the Quick Access Toolbar
Working on Multiple Documents
Several documents can be opened. All open documents will be listed in the View Tab of the
Ribbon when you click on Switch Windows. The current document has a checkmark beside
the file name. Select another open document to view it.
Document Views
a. Print Layout: This is a view of the document as it would appear when printed. It
includes all tables, text, graphics, and images.

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Print view.

b. Full Screen Reading: This is a full view length view of a document. Good for
viewing two pages at a time.

c. Web Layout: This is a view of the document as it would appear in a web browser.
d. Outline: This is an outline form of the document in the form of bullets.
e. Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the bottom of
the screen or:
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- Click the View Tab on the Ribbon

- Click on the appropriate document view.
Close a Document
Microsoft Office Button / Close
Editing document

Inserting Additional Text:

 Type Text: Put your cursor where you want to add the text and begin typing.
 Copy and Paste Text: Highlight the text you wish to copy and right click and click
Copy (or Ctrl+C), put your cursor where you want the text in the document and right
click and click Paste (or Ctrl+V)
 Cut and Paste Text: Highlight the text you wish to cut and right click and click Cut or
Ctrl+X), put your cursor where you want the text in the document and right click and
click Paste (or Ctrl+V)
 Drag Text: Highlight the text you wish to move, click on it and drag it to the place
where you want the text in the document.
Search and edit
To find a particular word or phrase in a document:
Editing / Find
To find and replace a word or phrase in the document:
Editing / Replace
Undo Changes
Click the Undo Button on the Quick Access Toolbar.
Formatting text
On the Home Tab of the Ribbon, there are several areas controlling the style of the document:
Font, Paragraph, and Styles. A style is a format enhancing tool that includes font typefaces,
font size, effects (bold, italics, underline, etc.), colours and more.

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Change Font Typeface and Size

Click the arrow next to the font name and choose a font and size.
You can preview how the new font will look by highlighting the text, and hovering over the
new font type face.
Font Styles and Effects
Font Styles and Effects Font styles are predefined formatting options that are used to
emphasize text: Bold, Italic, and Underline.
 Select the text and click the Font Styles on the Font Group of the Ribbon, or 
 Select the text and right click to display the font tools
Change the spacing between characters
Selecting Expanded or Condensed alters the spacing between all selected letters by the
same amount. Kerning alters the spacing between particular pairs of letters.
Expand or condense the space evenly between all the selected characters
 Select the text that you want to change. 
 On the Home tab, click the Font Dialog Box Launcher, and then click the
Character Spacing tab. 
 In the Spacing box, click Expanded or Condensed, and then specify how much
space you want in the By box. 
Change Text Colour
 Select the text and click the Colours button included on the Font Group of the
Ribbon, or 
 Highlight the text and right click and choose the colors tool. 
 Select the color by clicking the down arrow next to the font color button.
Highlight Text
 Select the text 
 Click the Highlight Button on the Font Group of the Ribbon, or 
 Select the text and right click and select the highlight tool 
 To change the color of the click on down arrow next to the highlight button. 
Copy Formatting

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If you have already formatted text the way you want it and would like another portion
of the document to have the same formatting, you can copy the formatting. To copy the
formatting, do the following:
 Select the text with the formatting you want to copy.
 Copy the format of the text selected by clicking the Format Painter button
on the Clipboard Group of the Home Tab 
 Apply the copied format by selecting the text and clicking on it. 
Make a Hyperlink
 Select the text you wish to by a hyperlink. 
 Click the Insert tab. 
 Click on Hyperlink and OK. 
Insert current Date and Time
 Click the Insert tab. 
 Click on Date & Time. 
 Select the appropriate language and format. 
Formatting Paragraphs
Formatting paragraphs allows you to change the look of the overall document. You can
access many of the tools of paragraph formatting by clicking the Page Layout Tab of the
Ribbon or the Paragraph Group on the Home Tab of the Ribbon.
Change Paragraph Alignment
 Click the Home Tab
 Choose the appropriate button for alignment on the Paragraph Group.
- Align Left: the text is aligned with your left margin
- Centre: The text is centred within your margins
- Align Right: Aligns text with the right margin o
- Justify: Aligns text to both the left and right margin

***THE END***
Check another document named Chapter 3-2.2 MS Word notes.
Revision questions.
1. Below is a snapshot of the MS Word Home Tab. Name 1,2,3, 4 and 5.

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2. Explain the Features of a word processor that enable formatting and editing.

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