Basics Word-Processing Basics Objectives List the four basic functions of word processing programs. Name two tools used to navigate a word processing

Word-Processing Basics Basics

Objectives

List the four basic functions of word

processing programs.

Name two tools used to navigate a word

processing document.

Summarize four key features of word

processing programs.

Identify three standards for word-processing

documents

Objectives

Explain how to identify document files in a list of files

Describe the benefits of selecting text.

Contrast different editing tools, such as the Cut and Copy commands, and the Undo and Redo commands.

Explain what default formatting is.

Objectives

Identify four parts of any document that can

be formatted.

Summarize the advantage of dividing a

document into sections for formatting.

Compare portrait and landscape orientation.

Describe the benefits of creating documents

in a desktop-publishing program.

Using Keyboard Shortcuts in MS Word

Key Terms

AutoCorrect

Autosave

Insertion Point

Pagination

Word-Processing program

Word Wrap

Clipboard

Copy

Key Terms

Cut

Paste

Redo

Select Text

Undo

Default

Page formatting

Key Terms

Sans Serif

Section

Serif

Master Page

Introduction

1n 1968, IBM first used the term word

processing. The term described machines

that could be used to type a document,

remember the typist’s keystrokes, and

produce more than one copy. With this new

tool, workers saved time.

Functions of Word Processing-ProgramWord-processing programs are used for creatingand printing text documents. These programshave four functions: Writing – entering text and symbols into adocument Editing – revising or reorganizing thetext Formatting – changing how the text looks on the page Printing – producing a printed copy

See the next three slides

Writing

Editing

Formatting

Printing

Use of Word Processing

Word-processing programs can be used to

create almost any kind of printed document,

such as letters, reports, and brochures. They

can also be used to create calendars, return

address labels, and labels for homemade

CDs. Word Processing Application is the most

used by people than any other application.

“Why?”

Working with a Word-Processing Document

When you open a word-processing program, a

new blank document is created. It looks like a

blank piece of paper on the screen. In MS Word 2010,

you can create another document at any time by

clicking the File tab, clicking the New Document

command, electing Blank Document, and clicking the

create button.


In Windows OS, most word-processing programs

allows you to create a new document by pressing

Ctrl+N (hold the Ctrl key and press N). In Mac

OS, this similarly done by pressing Command+N.

Every time you create a new document you need to

save it. Click the Save button on the Quick Access

Toolbar (looks like a Floppy Disk Icon). When the Save As

dialog box opens, name your document.


Insertion Point – shows where the text you type

will appear. It moves as you type.

Scrolling – As you write, you might want to reread

or change something you wrote earlier. That is

made easy by scrolling using the mouse or

keyboard up and down arrows to move through the

document.

See the next slide

Scroll barInsertion Point

Document area

Click the File tab to begin creating a new document.

Save Button

Basic Features

Most word-processing programs have these features

to help you write, edit and save your work. With word wrap, the program automatically

starts a new line, or “wraps” the text , when the

current line is full. When a page is full, the pagination feature

automatically division or starts a new page. You can

also force a new page by inserting a special

character, called a page break.

Basic Features (Continued)

The AutoCorrect feature fixes commonspelling mistakes as they are typed. You can turn

off this feature or modify it to accept unusual words that you often use.

The AutoRecover or autosave featureprotects you from losing work. It does soby automatically saving a document asoften as you want. If the computer shutsdown accidentally, you can retrieve themost recently saved version.

Text wraps automatically

at the right margin.

Page Break

Page Break will move the text below to

the next page.

Typing Standards for Word-Processing Documents

As you write, keep in mind three standards of style to

make your work look professional. Two Standards are met automatically by many

programs. They change two hyphens (--) to an em

dash (-). They also convert quotation marks to curly

quotation marks, or “smart quotes.” One standard is not automatic – you have to

remember to do it. This standard is to type one space,

not two, between sentences.

Editing a Document

Opening a Document for EditingEditing can take place at any time after you havecreated the document. You can go back and editwhat you recently entered, or you can edit adocument you created, saved, and closed. You can use a word-processing program’s OpenCommand to open file, or you can use yourOperating system’s file management features tofind files on a disk (hard drive). In Windows, filenames have extensions, such as .txt, .rtf, docx(Word 2010), or .wpd, although these extensionsmay be hidden from view.

Editing a Document

Selecting Text

Usually, people edit more than one character at a time. The select text feature lets you highlight anythingfrom a word to a whole document. Then you candelete it, move it, copy it, or change its formatting.To select text, simply click and drag the mouse overthe text you want. Most programs also let you selecttext by using the keyboard. You hold down the shiftkey while you use the arrow keys and other keys toselect the text. Selected text is highlighted on thescreen; that is, it appears with a different backgroundcolor.

Cutting, Copying and Pasting

Two common reasons for selecting text are Cuttingand Copying. Both actions place the text on theClipboard.

The Clipboard stores cut or copied text while youwork. Once you close the program or shut downthe computer, items on the Clipboard are no longeravailable. The Cut command removes the selected textfrom a document and places it on the Clipboard. The Copy command places a duplicate of theselected text on the Clipboard.


Pasting command is used to insert an item copiedor Cut to the Clipboard. Simply place the insertionpoint where you want the item to appear. Then,click the Paste icon on the Clipboard group of theHome tab or press CMD V or Ctrl+V. The copieditem or text appears where you want it.Cut

Paste

Copy

Commands in the Home tab, Clipboard group


Using Cut and Paste – Moving a sentencefrom the middle of a paragraph to thebeginning can be done by selecting anddragging it. You can use Cut and Paste tomove that sentence farther – for example, toanother page – or to move text or a graphicfrom one document to another. You can evenopen a new window, paste the text you cutfrom another document, and save the pastedtext as a new document.


Using Copy and Paste – Copying and pasting savestime when you need to repeat some text. You canalso copy and paste to bring a graphic from onedocument into another.Undoing and Redoing – Word-processingprograms have commands that can undo or canceland edit. If you delete a word by mistake, you canuse the Undo command to put it back. Manyprograms also have a Redo command. You canuse this feature to put a change back in effect aftercanceling it with Undo.

Merging in MS Word

Merging – Most word-processing programshave a mail merge feature you can use togenerate customized form letters, mailinglabels, envelopes, and even e-mails. Youcreate a word-processing document thatincludes the content you want everyone toreceive and then merge it with a data sourceof customized information, such as namesand addresses.

Formatting a Document

Appearance is Important

A document’s formatting – its appearance –is sometimes as important as its contents. Thisis why word-processing programs have somany tools to format documents.

Word-processing programs include manypreset formats, called defaults. The programapplies these formats automatically, unless youchange them.


Formatting Characters

Character formatting lets you change thelook of letters. Three primary formats areapplied to Characters: The font is the family used. Font size is the height of characters,measure in points. One point equals 1/172

inch.Font styles are characteristics such asboldface and italic.


Formatting Characters

There are four general categories of fonts. SerifFonts, such as Times New Roman, have Serifs,or lines projecting from the ends. They are easyto read and are often used for document text. San Serif Fonts, such as Arial, do not haveSerifs, and are often used for headings. ScriptFonts are used to simulatehandwriting. DecorativeFonts have embellishments such as a curlicues


Formatting Paragraph

A paragraph is any text that ends with thepress of the Enter key. Whenever you pressEnter, you create a paragraph. You canchange many paragraph formats, including: Alignment – This is the way a paragraphlines ups between the page’s left and rightmargins


Formatting Paragraph

Line spacing – This is the amount of spacebetween the lines of the text in a paragraph Indentation – This is added space between amargin and the text. Tabs – These are stops placed along a line. Pressing the Tab key moves the insertion pointto the next stop. Tabs can be used to align textin tables or columns.

Formatting Sections

Formatting Pages

Page formatting affects how and where text ispositioned on the page. The main features inpage formatting are:

Orientation – Text can be printed in one ortwo directions, or orientations. In PortraitOrientation, text is printed down the page’s longedge, creating a page that is taller than it is wide.

Formatting Sections

Formatting Pages

Orientation – In Landscape Orientation, text isprinted down the page’s short edge, creating apage that is wider that it is tall. Headers and Footers – This is specialinformation placed at the top of the page –headers – or at the bottom – Footers. Theseplaceholders can show page numbers, the date,or the document’s title.

Basics of Desktop Publishing

Publishing from a Desktop

Desktop-publishing (DTP) programs are usedto create high-quality publications that look as if they were produced on a printing press.

They can be used to do some of the sametasks as word-processing programs, but theygreatly expand design options so you cancreate high-quality documents.

Basics of Desktop PublishingDesigning the Layout

Master Page – The most important task andthe one that is done first – is designing thedocument’s layout. The MasterPage provides the pattern for all pagesto follow and sets the basic features of thedocument’s look, including: page size andmargins, number and width, and spacebetween columns. Also, Font size and types.

Using Short-Cut Keys NavigationCommon Keyboard Shortcuts

Command Windows Macintosh

Boldface Ctrl + B Command + B

Italic Ctrl +I Command + I

Underline Ctrl + U Command + U

Cut Ctrl + X Command + X

Copy Ctrl + C Command + C

Paste Ctrl + V Command + V

Select All Ctrl + A Command + A

New Page Ctrl + N Command +N