WORD PROCESSING Programs

WORD PROCESSING WORD PROCESSING

ProgramsPrograms

OFFICE PRODUCTIVITY SOFTWAREOFFICE PRODUCTIVITY SOFTWARE

SPREADSHEET SPREADSHEET

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DATABASE DATABASE

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DESKTOP PUBLISHING DESKTOP PUBLISHING

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PRESENTATION PRESENTATION

ProgramsPrograms


What is a Word Processing Program

• Word processors provide tools for Word processors provide tools for creating, editing, and formatting text-creating, editing, and formatting text-based documents.based documents.

• You can use a word processor to create You can use a word processor to create virtually any type of document, from a virtually any type of document, from a simple letter to a complete book.simple letter to a complete book.

• A word processor's formatting tools let A word processor's formatting tools let you create professional-quality you create professional-quality documents easily. documents easily.

• Document areaDocument area

• Menu barMenu bar

• ToolbarsToolbars

• RulersRulers

• Scroll BarsScroll Bars

• Status Bar 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 The Word Processor's Interface

Common Features of Productivity Common Features of Productivity ProgramsPrograms Taskbar

Title Bar

Menu Bar

Tool Bar


Menu barMenu bar ToolbarsToolbars

RulerRuler

Document areaDocument areaStatus barStatus bar

Scroll barScroll barScroll boxesScroll boxes

Word ProcessingWord ProcessingWhat features are Common to most Word

Processing Software?Page Size

Letter: 8½” x 11”:

Legal: 8½” x 14”:

Common Features of Productivity ProgramsCommon Features of Productivity Programs

Word ProcessingWord Processing

Orientation

Portrait Landscape



Margins

White Space



Lining it up

Left Centre FullyJustified

Right


Changing the Look of TextFormat – anytime you change the look of your documentDefault font – word processors are programmed to use specific font/typeface/font sizeFont styles – 2 basic varieties – serif & sans serif fonts

•Serif have serifs or “tails” on the letters and are more formal•Sans serif do not have ‘tails’ & are considered less formal &

cleaner in appearance

Font Size – range from very tiny to very large•Business documents are keyed in a 12-pt font

Font Enhancements – 3 generally used Bold, Italic, & Underline•turn on the enhancement at the click of your mouse, click

again & it will turn it off OR you can highlight the text, then change the style by clicking the icon or using Ctrl/B for bold, Ctrl/I for Italics, or Ctrl/U for underline.


Changing the Look of Text

Line Spacing

SingleSpacing

1.5 Spacing DoubleSpacing


BulletedList

Changing the Look of Text

Bullets & Numbers

NumberedList

1.

2.

3.

4.

5.


Spell Check & Thesaurus

Spell Check

• misspelled words are underlined in red• Located under TOOLS > SPELLING AND

GRAMMAR or F7 or button.

• ALWAYS proofread documents for spelling. The Spell Check will not catch the incorrect spelling of a word that has more than one spelling, such as “to” “too” and “two” OR “there” “their” and “they’re”


Spell Check & Thesaurus

Thesaurus• What’s another word for…?• Click your cursor on the word you want to

replace, and then go to Tools > Language > Thesaurus OR b button OR by SHIFT F7

• Thesaurus will list different ways that the word you want to replace can be used & give you a list of other appropriate words

• DO NOT just choose any word from the list that the Thesaurus suggests. Make sure that the word you want to replace is appropriate.


Grammar Check• Checks for common grammatical errors• Compares the sentence structure with a series

of grammar rules programmed in the software

• Will underline the section with a green wavy line

• DO NOT automatically accept a Grammar Check’s suggestion. The program may incorrectly interpret the intended meaning of your sentence.


Help Menu1. Contents

• Similar to Table of Contents with Chapter Headings

• Double clicking on the Chapter Headings will open that “Chapter” to show you sub-headings

2. Index• Similar to the Index at the back of a book• Lists all the topic headings• Key in the term you are looking for & it will

return all the Topic headings that contain that term

3. Find• Locate every instance of the word you key in its

directory regardless of section/topic• i.e. “bullet” might appear in 1 or 2 topic

headings, but Find might locate 40-50 places where the word is used.


• 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 Entering and Editing Text – Adding Text to a Document Document

Entering and Editing Text –Editing a Entering and Editing Text –Editing a Document Document

• The Backspace and Delete keys let The Backspace and Delete keys let you erase one you erase one or more characters.or more characters.

• Overtype mode lets you type over Overtype mode lets you type over previously entered text.previously entered text.

• AutoCorrect can automatically AutoCorrect can automatically correct spelling and typing errors.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 Entering and Editing Text - Selecting Text Text

Here, a selected block of text is deleted.Here, a selected block of text is deleted.

Electrical.wpdElectrical.wpd

• Character formats

• Paragraph formats

• Document formats

• Formatting a document means controlling

its appearance.•Formats fall into three broad categories:

Formatting Text Formatting Text

EXERCISEPlease type out the following paragraph:Please type out the following paragraph:

Tidying your locker might be quite a choice, but it sure makes it easier to find things once you have finished. To keep your computer organized, it pays to clean up every few weeks. By following the checklist below, you will be able to keep your files and documents tidy and organized.

- Back up all important files by saving copies to another rlocaiton

- Delete file you no longer need in order to free space on your hard drive

- Move files to the appropriate folders- Archive all files you rarely use by saving them on external

media- Empty your Trash or Recycle Bin regularly

• 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 Formatting Text - Character Formats 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 Formatting Text - Paragraph Formats 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 Formatting Text - Document Formats Formats

As shown on the next graphic, documents can be divided As shown on the next graphic, documents can be divided into sections to give each a unique format.into sections to give each a unique format.

Heading sectionHeading section

Three-column format sectionThree-column format section

• Language toolsLanguage tools

• TablesTables

• Mail MergeMail Merge

• Support for graphics and Support for graphics and soundssounds

• Templates Templates

Today's word processors provide a Today's word processors provide a variety of specialized tools, variety of specialized tools, including: including:

Special Features of Word Processing Special Features of Word Processing Software 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 Language tools can help you improve the quality of your documents by catching quality of your documents by catching language errors. Language tools include: language errors. Language tools include:

Special Features of Word ProcessingSpecial Features of Word Processing

Software - Language Tools Software - Language Tools

Whoops!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 ProcessingSpecial Features of Word ProcessingSoftware - Tables Software - Tables

• Word processors allow you to add images Word processors allow you to add images to your to your documents.documents.

• Once you add a graphic to a document, Once you add a graphic to a document, you can select you can select it, move it, resize it, and it, move it, resize it, and more.more.

• You also can add sound files to a You also can add sound files to a document. A sound file appears as an document. A sound file appears as an icon; click the icon on screen and the file icon; click the icon on screen and the file plays. plays.

Special Features of Word Special Features of Word ProcessingProcessingSoftware - Support for Graphics Software - Support for Graphics and Soundsand Sounds

Imported graphicImported graphic

Embedded sound fileEmbedded sound file

• A template is a predesigned A template is a predesigned document.document.

• A template simplifies document A template simplifies document design. You simply open the design. You simply open the document and type your text. document and type your text.

Special Features of Word ProcessingSpecial Features of Word ProcessingSoftware - Templates Software - Templates

EXCERICE CONTINUED

Business Letter Business Letter FormatsFormats

Full Block Format



Block Format


Semi-Block or IndentedFormat



To Comma, or Not to Comma?

2 Options for Punctuation2 Options for Punctuation1. Two-point or Mixed

• You key a colon (:) after the salutation & a comma (,) after the complimentary closing.Example: Dear Mr. Vennare: and Yours truly,

2. Open• There is NO punctuation after these letter

parts

There is no correct punctuation style. It is a matter of preference to the company you

belong to.


Business ReportsReportsReports are prepared in business to:• provide information• analyze information• propose/summarize a project• suggest actions be taken & predict their

outcomesParts of a Formal Business Report include:Parts of a Formal Business Report include:1. Title page – title of report, author’s name, the person or

organization for whom the report was prepared, date

2. Table of Contents – list of each heading and page on which the headings appear

3. List of Illustrations – charts, graphs, and pictures

4. Report Text – Introduction, Body & Conclusion & Recommendations

5. References – sources of information that were used


Documents

WORD PROCESSING Programs