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INTRODUCTION TO MS-WORD 9.1 INTRODUCTION Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter. The typist first types a draft copy of the letter. The officer goes through it to check mistakes regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the letter as suggested by the officer. This is a simple example of word processing. There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days. MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson. 9.2 OBJECTIVES After going through this lesson you should be in a position to start the MS-WORD package be familiar with the MS-WORD screen advantages and Features of Word Processing some common Word Processing Packages how to invoke Ms-Word learn the capabilities of Ms-Word 9.3 WHAT IS WORD-PROCESSING? Word Processor is a Software package that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it. Editing a

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INTRODUCTION TO MS-WORD

 

9.1 INTRODUCTION

Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter. The typist first types a draft copy of the letter. The officer goes through it to check mistakes regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the letter as suggested by the officer. This is a simple example of word processing.

There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days.

MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson.

9.2 OBJECTIVES

After going through this lesson you should be in a position to

start the MS-WORD package be familiar with the MS-WORD screen advantages and Features of Word Processing some common Word Processing Packages how to invoke Ms-Word learn the capabilities of Ms-Word

9.3 WHAT IS WORD-PROCESSING?

Word Processor is a Software package that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it. Editing a document involves correcting the spelling mistakes, if any, deleting or moving words sentences or paragraphs.

(a) Advantages of Word Processing

One of the main advantages of a word processor over a conventional typewriter is that a word processor enables you to make changes to a document without retyping the entire document.

(b) Features of Word Processing

Most Word Processor available today allows more than just creating and editing documents. They have wide range of other tools and functions, which are used in formatting the documents. The following are the main features of a Word Processor

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i. Text is typing into the computer, which allows alterations to be made easily. ii. Words and sentences can be inserted, amended or deleted.

iii. Paragraphs or text can be copied /moved throughout the document. iv. Margins and page length can be adjusted as desired. v. Spelling can be checked and modified through the spell check facility.

vi. Multiple document/files can be merged. vii. Multiple copies of letters can be generated with different addresses through the mail-merge facility.

(c) Some Common Word Processing Packages

The followings are examples of some popular word processor available

Softword WordStar Word perfect Microsoft word

9.4 IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features. Some of the important features of Ms-Word are listed below:

i. Using word you can create the document and edit them later, as and when required, by adding more text, modifying the existing text, deleting/moving some part of it.

ii. Changing the size of the margins can reformat complete document or part of text.

iii. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included.

iv. Spelling can be checked and correction can be made automatically in the entire document. Word count and other statistics can be generated.

v. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made.

vi. Tables can be made and included in the text.

vii. Word also allows the user to mix the graphical pictures with the text. Graphical pictures can either be created in word itself or can be imported from outside like from Clip Art Gallery.

viii. Word also provides the mail-merge facility.

ix. Word also has the facility of macros. Macros can be either attached to some function/special keys or to a tool bar or to a menu.

x. It also provides online help of any option.

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IN-TEXT QUESTIONS 9.1

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1. State True or False

a. Word processor is Software Package that enables you to create, edit, print and save document. b. WordStar is a popular Word processor. c. Changing the size of the margins cannot reformat complete document or part of the text. d. Word has the facility of Macros. e. Word does not allow the user to mix the graphical pictures with text.

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9.5 GETTING STARTED WITH MS-WORD

We have already told you that for working in Ms-Word you should be familiar with WINDOWS. If you have not covered WINDOWS so far then read that first and then go through MS-WORD. By now you must be aware of the fact that a software package is improved from time to time. These improvements are sold in the market as new versions of the same software. Thus you will find many versions of MS-WORD being used in different offices. In this lesson we will cover the version MS-WORD 97, which is latest in the market and contain many improvements over the older versions. However, you do not have to worry if you have an older version such as WORD 6.0 or WORD 95. All the commands available in these older versions are also available in WORD 97 and they are compatible.

While working in MS-WORD you have to work with a mouse. Also one can work, to some extent, through the keyboard. The use of mouse is simpler as it is fully menu driven. In MS-WORD every command is available in the form of ‘icons’.

You can go inside MS-WORD by the following way

1. Take the mouse pointer to START button on the task bar. Click the left mouse button. The monitor will show like as follows:

 

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Fig. 9.1

2. Move the pointer to programs. You will notice another menu coming up to the right. 3. In that menu identify where Microsoft word is placed. Move the cursor horizontally to come out of programs. 4. Move into the rectangular area meant for Microsoft word. Click the left mouse button there. The computer will

start MS-WORD. You will find the screen as follows.

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Fig. 9.2

Let us discuss the important components of the screen.

a. Title Bar

The title bar displays the name of the currently active word document. Like other WINDOWS applications, it can be used to alter the size and location of the word window.

b. Tool Bars

Word has a number of tool bars that help you perform task faster and with great ease. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars are displayed just below the title bar. At any point of time any tool bar can be made ON or OFF through the tool bar option of View Menu.

(c) Ruler Bar

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The Ruler Bar allows you to format the vertical alignment of text in a document.

(d) Status Bar

The Status Bar displays information about the currently active document. This includes the page number that you are working, the column and line number of the cursor position and so on.

(e) Scroll Bar

The Scroll Bar helps you scroll the content or body of document. You can do so by moving the elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them to move up and down and left and right of a page.

(f) Workspace

The Workspace is the area in the document window were you enter/type the text of your document.

(g) Main Menu

The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main menu further displays a sub menu. Some of the options are highlighted options and some of them appear as faded options. At any time, only highlighted options can be executed, faded options are not applicable. Infect if the option is faded you will not be able to choose it. You may not that any option faded under present situation may become highlighted under different situations.

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IN-TEXT QUESTIONS 9.2

1. Choose the best answer.

a. While working in Ms-Word you have to work with

i. Mouse only ii. Keyboard only

iii. Both mouse and keyboard

b. In Ms- Word every command is available in

i. Print ii. Letter

iii. Icons

c. You can go inside Ms-Word by the following way

i. Take the mouse pointer to START button on the task bar and click the left mouse button. ii. Take the mouse pointer to START button and click the right mouse button.

iii. Move the mouse pointer on the screen.

 

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2. State True or False

a. The title bar displays the name of the currently active word document. b. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. c. The tool bar allows you to format the vertical alignment of text. d. The scroll bar helps you to scroll the content or body of document. e. The workspace is the area in the document window where you enter/type the text.

 

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9.6 MAIN MENU OPTIONS

The overall functions of all the items of main menu are explained below.

(a) File

You can perform file management operations by using these options such as opening, closing, saving, printing, exiting etc. It displays the following sub menu.

 

Fig 9.3 File Sub menu

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(b) Edit

Using this option you can perform editing functions such as cut, copy, paste, find and replace etc. It displays the following sub menu.

Fig. 9.4 Edit Sub menu

(c) View

Word document can be of many pages. The different pages may have different modes. Each mode has its limitations. For example in normal mode the graphical picture cannot be displayed. They can only be displayed in page layout mode. Using the option "View" you can switch over from one mode to other. It displays the following Sub menu.

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Fig. 9.5 View Sub menu

(d) Insert

Using this menu, you can insert various objects such as page numbers, footnotes, picture frames etc. in your document. It displays the following Sub menu.

Fig. 9.6 Insert Submenu

(e) Format

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Using this menu, you can perform various type of formatting operations, such as fonts can be changed, borders can be framed etc. It displays the following Sub menu.

Fig. 9.7 Format Submenu

(f) Tools

Using this menu, you can have access to various utilities/tools of Word, such as spell check, macros, mail merge etc. It displays the following Sub menu.

Fig. 9.8 Tool Submenu

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(g) Table

This menu deals with tables. Using this menu you can perform various types of operations on the table. It displays the following Sub menu.

Fig. 9.9 Table Sub menu

(h) Window

This menu allows you to work with two documents simultaneously. This would require two windows to be opened so that each one can hold one document. Using this menu, you can switch over from one window to another. It displays the following Sub menu.

Fig 9.10 Window Sub menu

(i) Help

Using this menu, you can get on-line help for any function.

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IN TEXT QUESTION 9.3

1. State True or False

a. Using View option you can perform editing functions such as cut, copy, paste, find and replace etc. b. Using the Edit option you can switch over from Normal mode to Out line mode. c. Using Insert menu you can insert various objects such as page numbers, footnotes, picture frames etc. d. Using Tools menu you can access to various utilities of word such as spell check, macros and mail merge

etc. e. Window menu allows you to work with two documents simultaneously.

 

9.7 WHAT YOU HAVE LEARNT

At the end of this lesson you have learnt the important features of Ms-Word. We started with procedure to invoke Ms-Word. We identified toolbars available in the main menu of Ms-Word are discussed.

9.8 TERMINAL QUESTIONS

1. What do you understand by Word processing? Give examples.

2. Describe the important features of Ms-Word.

3. Describe the various options available in the main menu bar of Ms-Word.

4. What are the different types of toolbar?

5. Define two methods to start Ms-Word.

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==

Word processing

Preparation of textual documents on computer. A word-processing system typically consists simply of a personal computer linked to a computer printer, but it may instead employ a terminal linked to a mainframe computer. Word processing differs from typewriter typing in numerous ways. Electronic text can be moved around at will; misspelled terms can be corrected throughout the document by means of a single command; spelling and grammar checkers can automatically alert the user to apparent errors of spelling, punctuation, and syntax; and the document's format, layout, and type fonts and sizes can be changed repeatedly until a satisfactory design is achieved. Since all editing ideally occurs on-screen, word processing can result in decreased paper usage and simplified editing. When the final draft is ready, the document can be printed out (in multiple copies if necessary), sent as an e-mail attachment, shared on a computer network, or simply stored as an electronic file.

Aspects

Sci-Tech Encyclopedia:

The use of a computer and specialized software to write, edit, format, print, and save text. In addition to these basic capabilities, the latest word processors enable users to perform a variety of advanced functions. Although the advanced features vary among the many word processing applications, most of the latest software facilitates the exchange of information between different computer applications, allows easy access to the World Wide Web for page editing and linking, and enables groups of writers to work together on a common project. See also Computer; Software engineering; World Wide Web.

Writing is accomplished by using the computer's typewriterlike keyboard. The characters appear on the computer screen as they are typed. A finite number of characters can be typed across the computer screen. The word processor “knows” when the user has reached this limit and automatically moves the cursor to the next line for uninterrupted typing. The position on the computer screen where a character can be typed is marked by a blinking cursor. The cursor can be positioned anywhere on the screen by using the mouse, or the keys marked with arrows on the keyboard. See also Computer peripheral devices; Electronic display.

In addition to writing, the latest word processors provide tools to create and insert drawings anywhere in the document. Typical features allow users to draw lines, rectangles, circles, and arrowheads, and to add text.

Editing allows users to correct typographical errors, add new sentences or paragraphs, move entire blocks of text to a different location, delete portions of the document, copy text and paste it somewhere else in the document, or insert text or graphics from an entirely different document. Most word processing programs can

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automatically correct many basic typographical errors, such as misspelled words, two successive capital letters in a word, and failure to capitalize the first letter of the names of days and of the first word in a sentence. Some other helpful editing tools commonly found in word processors include an automatic spelling checker, a thesaurus, and a grammar checker.

Formatting enables users to define the appearance of the elements in a document, such as the font and type size of all headings and text, the left, right, top, and bottom margins of each page, and the space before and after sentences and paragraphs. Most word processors allow all the elements in a document to be formatted at once. This is accomplished by applying a “style.”

Word processors are approaching the formatting power of full-featured desktop publishing applications. The formatted page can be viewed on the computer screen exactly as it will be printed. This is referred to as “what you see is what you get” (WYSIWYG).

The latest word processors have many features for allowing groups of people to work together on the same document. For instance, multiple versions of a document can be saved to a single file for version control; access levels can be assigned so that only a select group of people can make changes to a document; edits can be marked with the date, time, and editor's name; and text colors can be assigned to differentiate editors. In addition, some word processors have editing features that include highlighting text, drawing lines through text to represent deleted text, and using red underscoring to identify changed text.

Accounting Dictionary:

Word Processing

Method that involves the use of computerized equipment to automatically produce written letters and documents, reports, memorandums, reminder letters, audit bid proposals, contracts, confirmations, representation letters, and billings. Typically, word processing programs (e.g., Word) allow the user to insert, delete, rearrange, search and replace, write style sheets, and move text from one document to another. A table of contents may be prepared from headings and subheadings. A glossary and index may also be furnished. Windows can display different portions of the same document or of completely independent but related documents.

Business Encyclopedia:

Word Processing

Word processing is the term applied to the computerized production of text-based documents. Documents that are often produced by word-processing systems include memos, letters, mailing labels, reports, proposals, manuals, and basic newsletters. The following sections review the history, components, and features of word processing.

History of Word Processing

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Throughout most of the twentieth century, business and government documents were produced with typewriters, first manual and then electric ones. In the mid-1970s, however, computer technology made its way into the typewriter arena, and computerized typewriters were created. Adapting the term data processing, which had been used to refer to computers whose main function was to process data, developers coined the term word processing to refer to the new computerized typewriters.

The earliest word processors were very expensive and not financially feasible for most traditional secretarial situations. Because of word-processing systems' expense and limited capability, cost-benefit studies had to be conducted to determine if the investment could be economically justified. Thus many secretarial positions were moved into centralized secretarial pools, called word-processing centers, so the word-processing equipment could be used more efficiently.

In the early 1980s, the introduction of the personal computer made it possible to perform multiple functions on the same machine—data processing, word processing, graphic creation, and more. This advancement made systems easier to cost justify, which greatly increased sales. As sales escalated, the cost of computer hardware and software declined, because of competition and economies of scale. With less expensive hardware and more powerful software, businesses and private households purchased personal computers at an even faster pace, and the demand for word-processing software skyrocketed. The increased power and capability, coupled with plummeting costs, largely eliminated the need for many word-processing centers, and many of today's managers and professionals have computers at their own workstations and perform their own word-processing tasks. Keying information directly into a word-processing program, rather than handwriting text, can double or triple the efficiency of document production.

Components of a Word-Processing System

Word-processing (WP) technology requires both hardware and software components. WP hardware consists mainly of a computer and a printer for producing paper documents. However, because electronic mail, or e-mail, is such a major means of communication today, systems will benefit from a modem, or a link to a network for transmitting word-processing documents electronically.

The computer monitor should be large enough for easy reading of the text. Word-processing software can also enlarge the documents on the screen, which greatly helps those who are visually impaired. Word processors can display text and graphics on the computer screen the same way they will appear when printed on paper. This feature is described by the acronym WYSIWYG (pronounced wizzie wig), which stands for what you see is what you get. The keyboard and mouse should be situated for comfortable use. Carpel-tunnel syndrome, a condition causing discomfort and numbness in the arms and hands, can result from frequent use of a keyboard that is not properly aligned with the operator's body.

Because today's documents often include graphics, which require extra computer power and storage space, computers used for word processing should have fast processors and plenty of hard-disk space. WP systems also should include a laser or ink-jet printer to output professional-looking documents. Color printers are needed in situations requiring color output. Also, for applications involving graphically rich documents, a desktop scanner and digital camera may be added.

Word-processing software usually comes bundled with several other software packages, including spreadsheet and slide show software. Other parts of the package may include photo-editing and graphics software, plus clip art and photographs.

Word Processing Features

The following word-processing features can greatly contribute to the processing of documents.

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Text composition: Text can be entered into a new document by typing on a keyboard or copying it from other documents. With newer voice-recognition software, you can even speak into a microphone and have the software turn your spoken words into text. Word processors include a thesaurus to assist you in selecting words to use as you compose the message. They also include automatic outliners to assist in organizing the basic structure of the text, as well as counters to calculate the number of words in a document.

Text editing: Once a first draft is created, you can easily add and delete characters. With the cut-and-paste feature, text blocks can also be moved from one part of a document and placed in another location. Further, word processors include spell-checking and grammar-checking features to help identify and fix writing errors. They will not catch all errors, however, so human editing and proofreading are still required. The search-and-replace feature will find all occurrences of selected words or characters and replace them with something else.

Typography: Word processors can print text using any of thousands of different typefaces, commonly called fonts. Times Roman, Arial, Century Schoolbook, Garamond, and Helvetica are well-known fonts. In addition to choosing different fonts for text, you can modify the size, color, case, and style of the text. The height of type is measured in units called points, with one point being equal to 3/72 of an inch. Thus, 72-point type is approximately one inch tall. The type in documents to be read by general audiences should usually be from 10 to 12 points tall. Colored text should be used judiciously, making sure the color complements the message.

Case refers to whether the text is displayed as small letters (lowercase), capital letters (uppercase), or small caps (all letters are capitalized, in a type size slightly smaller than that of the surrounding text, but with the first letter of words that would normally be capital larger, in the type size of the surrounding text). Addition ally, changes can be made in the style, such as using italics, boldface, and underlining.

Spacing: The amount of space between words, characters, and lines of text can be modified as needed. Word processors can adjust to any measurement, such as 1.2, 2, or even 5 lines of spacing between lines.

Line formatting: By adjusting left and right margins, you can increase or decrease the length of a line of text (from a readability standpoint, the ideal line length is approximately forty characters). Further, you can create multiple columns of text on a page, such as is common in most newsletters.

Text can also be left justified (all text lines are aligned on the left), right justified (all text lines are aligned on the right), or fully justified (all text lines are aligned on the left and right). Left-justified text is perceived to be less formal; fully-justified text is more formal. Text can also be horizontally centered, which is useful for titles and headings.

Styles: Another feature of word processors is styles, which consists of a number of text or formatting specifications that can be automatically applied anytime it is needed. For example, you might create a style called Main Heading, consisting of the following characteristics: Helvetica, 18-point, boldface, italics, and centered. After the style is created, you can apply it to any heading in a document, instead of having to go through the tedious process of selecting the text and then specifying all the characteristics one at a time.

Reference tools: Selected words can be electronically coded for inclusion in a table of contents or index, and the table of contents or index can then be automatically created. Footnotes and endnotes can be created in a similar manner.

Document formatting: Page-layout features are extremely flexible, giving numerous arrangement options for brochures, newsletters, cards, menus, business cards, invitations, and more. By modifying margins, column widths, paper size, and different page subdivisions, you can create a wide variety of documents.

Organizational elements: Word processors provide features to organize information and guide readers through the text. Page-organizing elements can include borders, page numbers, a dropped capital letter at the beginning

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of a paragraph, and vertical lines between columns. You can also put a colored background behind a block of text to set it off from the rest of the text on a page.

Other layout elements include bulleted lists, numbered lists, and highlighted text, all of which make the associated text more visible and accessible. Further, headers and footers can be typed once and then automatically generated on subsequent pages.

Tables: The tables feature is used for placing text elements in columns and rows, separated by horizontal and vertical lines. Financial information, sales information, telephone lists, and any other similar data can be quickly and effectively organized with the tables feature.

Graphics: Word-processing systems permit the addition of various types of graphics, such as bar charts, line charts, organization charts, clip art, and photographs. Communication can often be greatly enhanced by a combination of text and graphics, instead of just text alone. For example, the last two years' quarterly sales figures are much easier to read and compare in a bar chart than in written text.

Output: In addition to printing word-processed documents in paper form, either in color or black-and-white, these documents can also be output as electronic documents and placed on the Internet as Web documents. The process of creating Internet documents with word-processing software consists of creating the text and graphics in the usual manner and then using the software's Web features to convert the document to a Web-compatible format.

Database tools: Word processors contain tools for creating basic databases, such as address lists, and then generating mailing labels and mass mailings from those lists. The lists can also be searched for text items that match certain criteria, and the text can then be sorted according to various criteria.

Word-processing systems are a critical component of almost any business operation that requires the creation, editing, printing, and mailing of text. Their features will continue to evolve in the years ahead.

Bibliography

Norton, Peter. (1999). Word 2000 Tutorial. Columbus, OH:Glencoe McGraw-Hill.

O'Leary, Timothy J., and O'Leary, Linda I. (1999). Computing Essentials 1999-2000, Burr Ridge, IL: Irwin-McGraw-Hill.

Parsons, June Jamrich, and Oja, Dan. (1998). Computer Concepts, 3d ed. Cambridge, MA: Course Technology.

Rutkosky, Nita Hewitt. (1999). Corel WordPerfect 9. St. Paul, MN: EMC Paradigm.

[Article by: WILLIAM H. BAKER]

Dental Dictionary: word processing

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Thehandling, manipulating, or performing of some operation or sequence of operations by a dedicated machine (usually by a microprocessor) on free text.

Columbia Encyclopedia:

word processing

word processing, use of a computer program or a dedicated hardware and software package to write, edit, format, and print a document. Text is most commonly entered using a keyboard similar to a typewriter's, although handwritten input (see pen-based computer) and audio input (as for dictation) devices have been introduced.

Word processors have various functions that allow a person to revise text without retyping an entire document. As the text is entered or after it has been retrieved, sections ranging from words and sentences to paragraphs and pages can be moved, copied, deleted, altered, and added to while displayed. As word processors have become more sophisticated, such functions as word counting, spell checking, footnoting, and index generation have been added. In addition, a document's format-type size, line spacing, margins, page length, and the like-usually can be easily altered. To aid in these alterations, the text is displayed as it will appear when printed with indented paragraphs and lists, multiple columns, tables, etc; this is called a what-you-see-is-what-you-get (WYSIWYG) display.

Word processors are distinguished from text editors and desktop publishing systems. Text editors are designed for creating and editing computer programs. While they have features found in simple word processors, such as search and replace, that make the entry and editing of words and numbers easier, text editors provide only the most primitive facilities for text formatting and printing. Desktop publishers may include only simple word processing features but provide enhanced formatting functions, such as routines for merging text and graphics into complex page layouts

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