Word ProcessingWord Processing

Word ProcessingWord Processing

►This is using a computer for:This is using a computer for: WritingWriting EditingEditing TEXTTEXT PrintingPrinting

Used to write letters, books, memos and Used to write letters, books, memos and produce posters etc.produce posters etc.

A A Word Processing PackageWord Processing Package is an example is an example of a of a General Purpose Package (GPP).General Purpose Package (GPP).

Word ProcessingWord Processing

► They have all the usual GPP features plus:They have all the usual GPP features plus:

Enter & edit Enter & edit texttext

Word-wrapWord-wrap Search & Search & ReplaceReplace

Spelling Spelling checkcheck

Grammar Grammar checkcheck

Standard Standard ParagraphParagraph

Formatting:Formatting:

Text Text alignmentalignment

Line spacingLine spacing Text styleText style

Page size & Page size & layoutlayout

Tabulation & Tabulation & tablestables

MarginsMargins

Search & ReplaceSearch & Replace

►Sometimes this is called ‘Find & Sometimes this is called ‘Find & change.change.

►This is replacing one word with This is replacing one word with another.another.

►There are two types of Search & There are two types of Search & Replace:Replace: SelectiveSelective GlobalGlobal

Search & Replace - SelectiveSearch & Replace - Selective

►This shows you each word before This shows you each word before changing it and asks you to confirm changing it and asks you to confirm that you want it changed before going that you want it changed before going on to the next word.on to the next word.

►This can be a safer option as you will This can be a safer option as you will not change words by accident.not change words by accident.

Search & Replace - GlobalSearch & Replace - Global

►This means that every occurrence of This means that every occurrence of the word is replaced throughout the the word is replaced throughout the whole document without asking you to whole document without asking you to confirm it.confirm it.

►This must be used carefully i.e.This must be used carefully i.e. If you choose to globally change If you choose to globally change isis to to areare

you could end up with the word you could end up with the word BritBritareareh h instead of Britinstead of Britisish!h!

Spelling checkSpelling check

►A spell checker in a word processor has a A spell checker in a word processor has a built in dictionarybuilt in dictionary..

►When you ask it to check the spelling of When you ask it to check the spelling of a document, it goes through every word a document, it goes through every word and checks to see if it is in it’s dictionary.and checks to see if it is in it’s dictionary.

► If not, it will be highlighted.If not, it will be highlighted.► It will also offer suggestions of words It will also offer suggestions of words

that are similar to the one youthat are similar to the one youwere trying to spell. were trying to spell.

Spelling CheckSpelling Check

►You can ignore the spell check if you You can ignore the spell check if you are happy with the word.are happy with the word.

►You can accept one of the spell checks You can accept one of the spell checks suggestions.suggestions.

►You can You can addadd a word the spell check a word the spell check doesn’t recognise to it’s dictionary.doesn’t recognise to it’s dictionary.

Spelling CheckSpelling Check

►Spell checkers can makeSpell checkers can make

mistakes.mistakes.

► If you use the wrong word i.e. If you use the wrong word i.e. theirtheir instead of instead of therethere but you have spelt it correctly – it will but you have spelt it correctly – it will not highlight this mistake!not highlight this mistake!

►They also have a bad habit of highlighting They also have a bad habit of highlighting names as incorrect – these can be added to names as incorrect – these can be added to the dictionary.the dictionary.

Grammar CheckGrammar Check

►Works in a similar way to a spell checker Works in a similar way to a spell checker by highlighting grammatical errors and by highlighting grammatical errors and suggesting alternative words or phrases.suggesting alternative words or phrases.

► It doesn’t have a dictionary but is It doesn’t have a dictionary but is programmed with a set of rulesprogrammed with a set of rules..

Standard ParagraphStandard Paragraph

► If you find you are typing the same If you find you are typing the same paragraph over & over again, you can paragraph over & over again, you can save it to backing storage.save it to backing storage.

► It can then be cut and pasted into a It can then be cut and pasted into a document any time you need it.document any time you need it.

►This saves time as the text has already This saves time as the text has already been typed.been typed.

► If spell checked when created, you don’t If spell checked when created, you don’t need to check it again – it will still be need to check it again – it will still be right!right!

Standard LetterStandard Letter

►There are many situations where a There are many situations where a standard letterstandard letter can be used to save can be used to save typing the same letter again and typing the same letter again and again:again:

Like a Like a standard paragraph, standard paragraph, the file the file

is saved on backing storage and is saved on backing storage and

copy and pasted when necessary. copy and pasted when necessary.

Mail MergeMail Merge

► If a If a standard letterstandard letter has to go to many has to go to many people, the list of names and people, the list of names and addresses (mailing list) can beaddresses (mailing list) can bestored on a database.stored on a database.

►When a standard letter is When a standard letter is produced, blanks are left forproduced, blanks are left forname and address which arename and address which aremerged from the database.merged from the database.

►When sent out, this is known as a When sent out, this is known as a mail shot.mail shot.

Mail Merge - sequenceMail Merge - sequence

►Create Create standard letterstandard letter using word using word processor.processor.

►Create a Database with the required Create a Database with the required fields.fields.

►Select the required records.Select the required records.►Mail Merge! (insert fields into standard Mail Merge! (insert fields into standard

letter).letter).►Print the letters.Print the letters.►Post the letters – mail shot.Post the letters – mail shot.