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Word Processing and Desktop Publishing
Software
lesson 13
This lesson includes the following sections:
• Word Processing Programs and Their Uses
• The Word Processor's Interface
• Entering and Editing Text
• Formatting Text
• Special Features of Word Processing Software
• Desktop Publishing Software
• Converting Documents into World Wide Web Pages
• Word processors provide tools for creating, editing, and formatting text-based documents.
• You can use a word processor to create virtually any type of document, from a simple letter to a complete book.
• A word processor's formatting tools let you create professional-quality documents easily.
Word Processing Programs and Their Uses
Word processors provide tools to produceprofessional looking documents.
• Document area
• Menu bar
• Toolbars
• Rulers
• Scroll Bars
• Status Bar
Most Windows-based word processors offer a similar set of tools, which you use to navigate, edit, and format documents:
The Word Processor's Interface
Menu bar Toolbars
Ruler
Document areaStatus bar
Scroll barScroll boxes
• You create a document by entering text in the document window.
• A blinking insertion point shows you where characters will be placed as you type.
• When you type to the end of a line, the program automatically moves the insertion point to the next line. This feature is called word wrap.
Entering and Editing Text –Adding Text to a Document
Entering and Editing Text –Editing a Document
• The Backspace and Delete keys let you erase one or more characters.
• Overtype mode lets you type over previously entered text.
• AutoCorrect can automatically correct spelling and typing errors.
• Undo and Redo let you reverse the effect of a previous action.
Making changes to an existing document is called editing. Tools are provided for erasing and retyping text quickly:
• Word processors let you work with entire blocks of text. You can format, move, copy, or delete a block.
• To work with a block of text, you must first select it, using one of many selection options. Selected text is highlighted on the screen.
• When you are finished working with selected text, you can deselect it.
Entering and Editing Text - Selecting Text
Here, a selected block of text is deleted.
Electrical.wpd
• Character formats
• Paragraph formats
• Document formats
Formatting a document means controlling its appearance.
Formats fall into three broad categories:
Formatting Text
• You can use multiple fonts in a document, such as Arial or Times.
• Word processors let you apply different sizes – measured in points – to the text in a document.
• You can apply type styles to your text, such as bold, italic, and underline, among others.
Formatting Text - Character Formats
• In a word processor, you create a new paragraph whenever you press Enter. You can format each paragraph in a different way.
• You can set the amount of blank space between lines in a paragraph and between paragraphs in a document.
• To align a paragraph, you set the space between its edges and the page's margins. You can also indent a paragraph's first line.
• Borders and shading create special effects for paragraphs.
Formatting Text - Paragraph Formats
• Margins are the amount of blank space between the edges of the text and the edges of the page.
• Word processors let you print documents on different size paper, in portrait or landscape orientation.
• Headers and footers are commonly used in long documents, to provide continuing information along the top or bottom of the pages.
Formatting Text - Document Formats
As shown on the next graphic, documents can be divided into sections to give each a unique format.
Heading section
Three-column format section
• Language tools
• Tables
• Mail Merge
• Support for graphics and sounds
• Templates
Today's word processors provide a variety of specialized tools, including:
Special Features of Word Processing Software
• Spell checkers, which can help you find and correct misspelled words.
• Grammar checkers, which help your document conform to accepted grammatical rules.
• Thesauri, which can help you make the best word choices.
Language tools can help you improve the quality of your documents by catching language errors. Language tools include:
Special Features of Word Processing Software - Language Tools
Whoops!
• Tables let you set up rows and columns of information.
• You can format a table in dozens of ways, add headings, and more.
Special Features of Word ProcessingSoftware - Tables
• Mail merge is the process of combining a form letter with contents of an address database.
• Using mail merge, you can create a standard letter and automatically make a copy for each person in your database.
Special Features of Word ProcessingSoftware - Mail Merge
• Word processors allow you to add images to your documents.
• Once you add a graphic to a document, you can select it, move it, resize it, and more.
• You also can add sound files to a document. A sound file appears as an icon; click the icon on screen and the file plays.
Special Features of Word ProcessingSoftware - Support for Graphics and Sounds
Imported graphic
Embedded sound file
• A template is a predesigned document.
• A template simplifies document design. You simply open the document and type your text.
Special Features of Word ProcessingSoftware - Templates
• Desktop publishing (DTP) software is specialized for designing and laying out long documents, such as magazines or books.
• DTP software provides special tools for fine-tuning the appearance of text and graphics in a document.
• DTP software can produce documents that are ready to be sent to a professional printer.
Desktop Publishing Software
• Word processors can create documents in HTML format, ready to be published on the World Wide Web.
• To create an HTML document, create a normal document then save it in HTML format. The word processor inserts all the required HTML tags.
• Many word processors include HTML templates, which let you easily create finished Web pages.
Converting Documents Into World Wide Web Pages
• Identify three basic word processing tools that simplify document editing.
• Explain what is meant by "selecting" parts of a document.
• Identify five special features commonly found in modern word processors.
• Distinguish desktop publishing software from word processing software.
• Describe how word processors can convert normal documents into World Wide Web pages.
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