Tutorial - Word processing

8/12/2019 Tutorial - Word processing

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Word processing Tutorial

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Word processing is the production, storage and manipulation of text on a computer or word processor.

A word processor can be a machine or computer program used for producing, storing, manipulating, andformatting text entered via a keyboard and providing a printout. It follows then that a word processor enablesa user to create and modify a document by entering commands and text (characters) via keyboard, store itelectronically on a disk, display it on a screen, and print it via a printer.

A text editor is a computer program (utility) that lets a user enter, edit, store, and usually print text (charactersand numbers each encoded by the computer and arranged to have meaning to users or to other programs).A word processor computer program provides special capabilities beyond that of a text edito r, such as theWordPad program that comes as part of Microsoft's Windows operating systems. It is content-free softwareand considered to be general purpose application software.

Features of word processorsOf all computer applications word processing is the most common, used to create, edit, store and printdocuments. To perform word processing on a computer a special program, referred to as a word processor,and printer are required.

Most word processors possess features that enable users to manipulate and format documents in moresophisticated ways. More advanced word processors are sometimes termed full-featured word processors.

Features are listed herewith - File management - capabilities that allow to create, delete, move, and search for files . What You See Is What You Get [WYSIWYG] - a document appears on the display screen exactly as it will

look when printed. Preview facilities print preview Layout facilities Page size, margins, columns, breaks, Tabs, Indents, Line-spacing, Alignment, Headers and

Footers, page numbering Editing facilities Search and Replace, Move, Copy, Cut, Paste

Paragraph - Font typeface (style), size, colour, bold, underline, italic, subscript and superscript Graphics Allows embedding of illustrations and graphs into a document.

o Some word processors allow users to create illustrations; others allow illustrations produced by adifferent program.

Cross reference Footnotes, endnotes Mail merge - Allows merging of text from one file into another file.

o Particularly useful for generating many files that have the same format but different data.o Examples: Useful for generating mailing labels and form letters.

Tables of contents, indexes - Automatic creation of a table of content; indexes are based on special codesinserted to the document.

Communication facilities Email, Fax Statistics Word count, page count Built-in utilities - Spell checker, Dictionary, Thesaurus, Grammar checkers Review facilities Tracking, comments Macro - a character or word that represents a series of keystrokes. The keystrokes can represent text or

commands.o The ability to define macros allows you to save yourself a lot of time by replacing common

combinations of keystrokes.


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Microsoft Office Word (MS Word) is a word processor that assists in generating professional-lookingdocuments by providing a comprehensive set of tools for creating and formatting documents in the MicrosoftOffice Fluent user interface.

Features such as review, commenting, and comparison capabilities help quickly gather and managefeedback from colleagues.

Advanced data integration ensures that documents stay connected to important sources of businessinformation.

As such it is general-purpose application software referred to as productivity tool that forms part of theMicrosoft Office suite.

MS Word 2007Open software MS WordNew document: Click the ribbon Office Button Click (select) option N ew from the drop-down menu; adialog box titled New Document would appear. Do the following: In dialogue box New Document Templates lists Blank and Recent Ensure the Blank Document icon (command) is selected Click Create button.

Tips for generating Word documents1. Go to Page Layout tab P age Setup group.2. Provide .page setup specifications you require; page themes are optional.3. Return to Home tab.4. While NOT complete: Enter text to document; format and style text as appropriate.5. Go to Insert tab6. While NOT complete: Go to the appropriate groups and insert objects7. Go to other tabs if required.8. Stop

Groups Window (panel)Tabs Commands (icons) Document


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Export dataIntegrated software package or software suite facilitates the sharing of data across applications. NB.: Beforeexecuting export tasks, it is recommended to save a copy of your database solution.

MS Access 2007 Open software and retrieve database named Elections04 .Get Report: Go to navigation (object) pane Click (select) report object desired.Go to ribbon Click (select) External Data tab Word icon (command) in the export group. A dialog boxtitled Export- RTF file would appear.Do the following: Selecting destination for the data to export Ensure File name in text field corresponds with the report selected Specify export options check radio button option Open destination file after the export operation is

complete Click OK button

Dialog box closes and a Word document titled with the selected report name and rtf (rich text format)extension shall appear.The Word document can be modified to meet the set criteria of the question.

Save document.Close Word software. A dialog box tilted Export RTF file would appear.

Do the following: Save export steps Check option title Save export steps . Click Close button

See export data: reportQuery.rtf

Navigation pane Tab Icon (command) Dialog Box


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Security A security warning that certain content in database has been disabled

MS Access 2007 Open software and retrieve database named Elections04 .

NOTE - Security Warning

Actions To enable database content1. Click Options button2. See dialogue box titled Microsoft Office Security Options appear 3. Check (select) radio button Enable this content option4. Click OK button

Mail Merge Source documentAutomatic sourcing of pertinent details such as names, addresses - from a database for form letters,envelopes, etc. in order to facilitate distribution to multiple recipients.

MS Access 2007Open software and retrieve database named Elections04 Enable database content Open query: Go to navigation p ane Right click on the report query object; a pop-up menu appears.

Do the following: In pop-up menu Click (Select) option Design View .The query panel shall appear

Go to Query Tools tab Cl ick Make Table icon (command) in Query Type group; a dialog box titled MakeTable would appear.Do the following: In Make Table dialog box. Enter table name in combo box titled Table name Ensure check of radio button option current database Click OK button

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Mail Merge - MS Access 2007 (cont.) Make Table: Go to Query Tools tab Click Run icon (command) in Results group; a message box titledMicrosoft Office Ac cess would appear. Do the following: In message box Click Yes button

An object titled with the table name would appear in the navigation (object) paneClose query: Go to the pan el title Right click Click (select) Close option from pop-up menu; a messagebox titled Microsoft Office Access would appear.Do the following: In message box Click No button

The query is unchanged and panel is closed.

Merge data with Microsoft Office Word document.Go to navigation (object) pane Click (select) table object desired in the navigatio n paneExport data: Go to ribbon Click External Data tab Click More icon (command) in the export group. Click (select) option Merge it with Microsoft Office from drop-down menu; a dialog box titled M icrosoftWord Mail Merge Wizard would appear.Do the following: In dialogue box M icrosoft Word Mail Merge Wizard Ensure checked (select) radio button to Link your data to an existing Micro soft word document

Click OK button ; a dialog box titled Select Microsoft Word document .Do the following: In dialogue box Select Microsoft Word document Search (browse) for Word document results01 Open document: Click (select) results01 Click Open button.

Dialog box closes and Word document opens as a minimized window.

Object Tab Icon (command) Dialog box

Navigation pane Tasks bar


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Mail Merge MS Word 2007

See document - Form letter

Open document: Click window (minimiz ed) in tasks bar.

Go to Mail Merge panel Ensure (select) Step 3 of 6 Edit source document: Click hyperlink Edit recipients list ; a dialogue box titled Mail Merge RecipientsDo following: In dialog box Mail Merge Recipients Refine list: Click hyperlink (Sort); a dialog box appear Filter and Sort

o Sort fields: 1. Constituency name, 2. Party ID; order ascendingo Filter field - Party ID = UPM

Click OK buttonReturn to source document: Click OK button

Tab Icon (command) Source document Mail Merge Panel

Button (command)


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Go to Mail Merge panel Ensure (select) Step 4 of 6 While NOT complete do: Write and insert fields Example 1 : Place cursor at appropriate section of form letter Click hyperlink Address block; a

dialogue box titled Insert Address Block appears

Do following: In dialog box Insert Address Blocko Refine Address: Click checkboxes for respective sectionso Match Fields: Click Match Fields button; a dialog box titled Match Field s

Click OK buttonReturn to source document: Click OK button

Dialogue Box - Address Block TabMail Merge panelAddress Block commands

Icon (command)

Constituency field


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Go to Mail Merge panel Ensure (select) Step 5 of 6

While NOT complete do: Preview Results Examine document Traverse records: Click record navigator in Preview Results group

Go to Mail Merge panel Ensure (select) Step 6 of 6 Finish and Merge: Click icon (command) finish & merge Merge document: Scroll down to view individual merged documentsSave document.

Stop ... End of Mail Merge.

Office Button Tab Icon (command) Record navigator (next)


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Word document - Ballot

MS Word 2007

Ribbon Keystrokes1. Tab2. Group3. Command (icon)

Page LayoutPage Setup

Two pages per sheet

Page LayoutPage Borders

Page LayoutWatermark

HomeHeading 2

HomeHeading 3

InsertShape

InsertTable


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Word document results01

MS Word 2007

Ribbon Keystrokes4. Tab5. Group6. Command (icon)

NOTEInsert break: Click Breaks icon (command) Click column option from drop-down menu.Cursor should appear in right column for data entry.Leave space for inserting merge fields to letter.

InsertWord Art

Page LayoutColumn

InsertHeader

InsertDate & time

InsertFooter

InsertText Box

Page LayoutBreaks Column


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Word document Rich Text Format

MS Word 2007File name

Documents

Tutorial - Word processing