Chapter 13- Word Processing
Word processing is the preparation of documents such as letters, reports, books etc. A word
processor is an application package or program that allows you to edit, print and save these
documents for use at a later date. (microsoft word, lotus word pro, adobe, google docs)
Starting Word using the Start button on the taskbar
1) Select the windows button menu
2) When the Programs menu appears, select Word from the microsoft office menu
Word wrap allows text to move automatically to the next line without you needing to press
the ‘enter’ key.
Different views of a document
- Web layout
- Print layout
- Read mode
View Tab:
Print Layout: you can create, edit and format your
docs.
Web Layout: enables you to look at a document as a
web page to see what it would look like before being
published on the internet.
Read mode: enables you to view doc with minimum
eye strain and with tools optimised for reading. It
removes distracting screen elements.
Outline view: It allows you to adjust the structure of
the doc.
Draft view: the layout of each page of the document is
simplified to enable you to enter text quickly.
Saving a new document
1) Choose the ‘save as’ command from the ‘File’
tab or click on the save icon.
2) Select location to save the file from the drop
menu of the save as dialog box
3) Type name in the ‘file name’ box.
4) Click save button
Saving a previously saved document
1) Select ‘save’ from the ‘file tab’ or click on the
save icon to save the document in its current
format.
Closing a document
1) Selecting the ‘close’ option from the ‘file’ tab
2) Or clicking on the ‘close’ button at the top
right-hand corner of the document window.
Retrieving a document
1) Select ‘open’ from the ‘file’ tab
2) Click on ‘browse’
3) When the list of files is displayed, click on
desired file
4) Click on ‘open’
Printing a document
1) Click on the ‘quick print’ icon on the ‘quick access’ toolbar
OR
1) Select ‘print’ from the ‘file’ tab. The ‘Print’ dialog box appears
2) Make appropriate selections
3) Click the ‘print’ icon.
Cutting, copying and pasting
Cut removes an item from the document and places it in the clipboard. It can then be
interesting anywhere, this is pasting. The copy places a copy of an item selected onto the
clipboard.
Selecting an entire document
1) Choose ‘select all’ from the editing group on the ‘home’ tab
Selecting text using the mouse
1) Position cursor in front of the first character of text to be selected.
2) Left click and drag the cursor over the text.
Cutting/Copying and pasting text
1) Select text to be cut
2) Right click, dialog box appears. Select ‘cut’ or ‘copy’
3) Place the cursor where you want cut text to be moved.
4) Right click and select paste.
Drag and Drop
1) Select the text to move
2) Drag text where you want text to be placed, a dotted rectangle should appear
3) Release button
Find function
1) Click ‘Find’ from the ‘editing’ group on the ‘home’ tab
2) Enter the word in the ‘find what’ box
3) Select ‘find next’
Replace function
1) Select ‘replace’ from the ‘editing’ group from ‘home tab’
2) Enter word to replace in ‘find what’ box
3) Enter the word or phrase you wish to replace it with in ‘replace with’ box
4) Click ‘find next’ and click ‘replace’
Spelling and grammar checks
1) Position cursor at the start of document
2) Select ‘spelling and grammar’ from the ‘proofing’ group in the ‘review’ tab.
3) If there is an error, ‘Navigation’ pane is displayed, choosing whether to change or
ignore or add a word to the dictionary.
Thesaurus: replace a word with a synonym.
1) Click on word to replace
2) Click on ‘thesaurus’ in ‘proofing’ group of the ‘review’ tab
3) Replace word by clicking on down arrow and ‘insert’
Selecting the right proofing language
1) select ‘review’ tab, ‘language’ group select ‘language’ and a drop down box appears
2) Click ‘set proofing language’
Line Spacing
1) Place the insertion point in a paragraph
2) Select ‘line and paragraph spacing’ icon from ‘paragraph’ group
3) Select the required spacing from the line spacing box
Alignment/Justification
1) Select text
2) Select desired alignment from ‘paragraph’ group, ‘home’ tab
Indent text: ‘home’ tab, ‘paragraph’ group, click decrease or increase indent.
Mail Merge can produce large volumes of personalised letters without having to type it
individually. Merging required the use of 2 files: the main document (primary file) and data
source (secondary file).
Main document contains letter and merge fields eg.<<name>>
Starting the mail merge
1) Click the ‘mailings’ tab. In the start mail merge group, select ‘start mail merge’ and
‘letters’ from the drop down menu.
Creating the data source
1) In the ‘start mail merge’ group on the ‘mailings’ tab, choose ‘select recipients’
followed by ‘Type new list’ from the drop down menu
2) In the ‘New Address List’ dialog box, you can customise the predefined fields by
clicking on the ‘customise columns button’
3) Fill in information by clicking ‘new entry’
4) Save the address list by clicking OK
5) Insert the merge fields. Click on the ‘mailings’ tab, ‘write & insert’ group, select
‘insert merge fields’
6) Place fields in their respective locations
7) ‘Mailings’ tab, ‘finish’ group, select ‘finish & merge’.
Creating columns
1) Click the ‘layout’ tab, ‘page setup’ group and choose columns.
2) A drop down menu will appear allowing you to choose the no. of columns.
Insert a column break
1) Position the insertion point where you want to end the column
2) Select ‘breaks’ from the ‘layout’ tab, ‘page setup’ group. A drop down menu appears.
3) Select column from the list
Inserting a table
1) Click on ‘insert’ tab, ‘tables’ group, a drop down box will appear.
2) Use grid to select desired table measurements, right click when done
3) To edit, edit click and select ‘insert’ to add cells, select delete to delete cells
Creating a Fillable Form
1) On the ‘developer’ tab, click ‘design mode’ and insert controls.
2) To exit, click ‘design mode’ and view fillable form
Types of Controls
● Text control- allows users to enter text. There
are two types: rich text content, which allows
users to format text and long paragraphs. Plain
text, content, limits what the users can add.
● Picture control- user can insert picture
● Combo box- allows users to select from a list of
choices or type in their own info.
● Drop down box- users can select only from the
list of choices provided.
● Date picker
● Checkbox
Properties: each content control has properties that you can set or change
1) Select your content control, ‘developer’ tab, ‘control’ group and click ‘properties’
