WORD PROCESSORS
Chapter outline
1.1 Definition of word processor.
1.2 Purpose of word processing.
1.3 Using a word processing package (Microsoft word).
1.4 Editing and formatting a document.
1.5 Creating and editing a table.
1.6 Mail merge document.
1. 7 Inserting graphics.
1.8 Printing a document.
Definition of a word processor
What is a word processor?
A word processor is an application software that enables a person to create, save, edit,
format and print text documents. Word processing is the act of using a word processor.
Examples of word processors
Examples of word processors include, Microsoft Word, Corel WordPerfect, WordStar,
Lotus WordPro and many others.
A word processor has a number of advantages over he type writer that include:
1. A document can be stored in the computer for future reference in computer files
that do not occupy physical space like the one on paper. This creates a paperless
document-processing environment.
2. Typing using a word processor is easier and more efficient because some actions
are automated. For example, word-wrap feature automatically takes the cursor to
the beginning of the next line once you reach the end of the current. Another
automatic features common in most word processors is automatic insertion of a
new page after reaching the end of the current page.
3. Most word processors have special editing tools such as spelling and grammar
checkers and thesaurus that help the user to easily Correct grammar and spelling
mistakes. A thesaurus helps to find a word or phrase with similar meanings.
4. With insert and type over modes available in most word processors, one can
easily insert or replace a word or a phrase without affecting the structure and
neatness of the document.
5. Word processors have superior document formatting features. Formatting refers to
the art of making the document more attractive and appealing to the eye. Such
features include, underlining, boldfacing, italicization, applying different colors
etc.
1
, 6. While a typewriter may require that we retype the entire document when we want
many copies, with a word processor, printing lets you produce as many copies per
session as needed.
7. Using the cut, copy and paste commands, you can incorporate other text without
having to retype it.
Basic word processing features and concepts
1. They allow the user to create a file, save it and open it again and again for
reuse, editing or formatting.
2. They have almost similar document windows with the following
Features: (a) Most are designed to look like a piece of paper with a few (b)
Most of the screen is blank before typing of text.
(c) There is a cursor, which blinks at the position where you can Begin entering text. (d)
There is a status bar or line that provides the user with current status information such as
saving operation, the name of the file in use, the current page, the current imaginary
horizontal-line and column cursor position.
(e) Word wrap: The feature that automatically moves a word or cursor to the beginning of
the next line if it does not fit at the end of the current line.
(g) Scrolling: This is the vertical movement of text document on the screen. We
can scroll through a text document using the up or do n arrow keys, page up and page
down keys and also using, a mouse in windows based word processors.
(h) Help: Sometimes we get lost, confused or need more information on how to
use an application. Help contains instruction, tips, pointers, explanations and guidance.
You can get help by either pressing F 1 on the keyboard or clicking Help from the menu.
(i) Editing Modes: Word processors have two editing modes, insert and type over mode.
In insert mode, every character typed between words, lines or characters is placed at the
cursor position. This pushes all the text in front of the cursor away without deleting it.
However in type over mode every character typed deletes what was there before and
replaces it with new text at the cursor position.
3. Nearly all word processors have a spelling checker, thesaurus (Dictionary of
synonyms) and grammar checker.
4. They provide for the use of headers and footers, indexing, footnotes and references,
typefaces (fonts) and character set.
5. Most word processors have ability to create and import tables, text and graphics from
other programs.
Mostly, word processors are used for writing letters, reports, projects, books, essays,
memos curriculum vitae etc.
Factors to consider when choosing a word processor The choice of a word processor
depend on:
1. The type of operating system. For example, most microcomputers are currently
running on Windows based operating system such as Microsoft Windows. This means
2
,that you should consider acquiring a graphical user interface based Word Processor, 2. Its
user-friendliness, i.e. ease of use.
3. Its formatting and editing features. They should be good and varied.
Using a word processing package Microsoft Word
.
Microsoft Word is one of the components of Microsoft Office. Microsoft Office is
integrated software with a number of interrelated programs. The programs include
Microsoft Word, a spreadsheet called Microsoft Excel, and a database management
system called Microsoft Access, communication software called Microsoft Outlook, and a
presentation package called Microsoft PowerPoint among others.
Although there are several versions of Microsoft Word, the most common are Word 97,
Word 2000, WordXP and Word 2003. These versions of Microsoft Word are found in
Microsoft Office 97, 2000, XP and 2003 suites respectively.
Starting Microsoft Word
There are a number of ways you can start Microsoft Word. However the Simplest
is by using programs start menu.
Starting Microsoft Word from the start menu
1. Click the start button.
2. Point to programs/ all programs if you are using Windows XP
3. Click from the programs menu
Microsoft Word screen layout
Once you start Microsoft Word, it provides you with a blank document window referred
to as the new document template where you can create your document.
However you may need to use other specialised templates such as Faxes and letters,
Memos and Web page. How? Click File then select New from the menu. The New dialog
box in Figure 1.3 that appears enables a person to select a template by activating
templates tab then double clicking its icon.
With Windows multitasking capability, you can have more than one document window at
the same time sharing one application window. However, each document window will
have its own title bar but both will share other facilities like the menu bar of the
application window.
However only one document window will be visible on the desktop at a time while others
remains minimized or covered. This window is referred to as the active document
window. To switch between document windows, click their buttons on the taskbar.
Parts of a window
Title bar
3
, A title bar is mostly a blue strip at the top of the window that displays the title of the
currently running application or task. However it is possible to change the color of the
title bar using the display properties.
The title bar also enables the user to move the window around the desktop. This is
possible by pointing to it then dragging using the mouse.
On the right of the title bar are three tiny buttons called minimize, restore/ maximize and
the close buttons.
The minimize button reduces a window to become a button on the taskbar.
The restore/maximize button stretches the window to cover the entire desktop or restore it
to its original size respectively.
The close button is used to close and exit a window.
Menu bar
Provides a drop down list of commands that one can use to perform a task. Examples are
File, Exit, Window and Help. Figure 1.4 shows the File drop down menu.
Too/bars
These are rows of buttons or icons that represent commands. The command buttons are
shortcuts to the same commands you can access from the menu bar. There are various
toolbars available in Microsoft Word but the most common are the Standard and
Formatting toolbars (Figure 1.5 and 1.6)
To see what other commands are, just point to the icon on the toolbar and a text tip will
be displayed showing the function of the icon. Most of these commands will be discussed
later.
Hiding and displaying the toolbars
1. Click the View menu option.
2. Position the pointer on Toolbars.
3. Click the type of tool bar required to select it.
Selected toolbars have ticks or check marks next to them as shown in Figure 1.7.
Rulers
Microsoft Word provides the user with vertical and horizontal on screen rulers that helps
the user position text or objects in the right position.
If the ruler is not visible on the screen, then display it using the following procedure.
1. Click the View menu option.
2. On the drop down menu that appears, click Ruler. A check mark or tick will appear
next to it showing that the ruler is displayed on the screen.
4
Chapter outline
1.1 Definition of word processor.
1.2 Purpose of word processing.
1.3 Using a word processing package (Microsoft word).
1.4 Editing and formatting a document.
1.5 Creating and editing a table.
1.6 Mail merge document.
1. 7 Inserting graphics.
1.8 Printing a document.
Definition of a word processor
What is a word processor?
A word processor is an application software that enables a person to create, save, edit,
format and print text documents. Word processing is the act of using a word processor.
Examples of word processors
Examples of word processors include, Microsoft Word, Corel WordPerfect, WordStar,
Lotus WordPro and many others.
A word processor has a number of advantages over he type writer that include:
1. A document can be stored in the computer for future reference in computer files
that do not occupy physical space like the one on paper. This creates a paperless
document-processing environment.
2. Typing using a word processor is easier and more efficient because some actions
are automated. For example, word-wrap feature automatically takes the cursor to
the beginning of the next line once you reach the end of the current. Another
automatic features common in most word processors is automatic insertion of a
new page after reaching the end of the current page.
3. Most word processors have special editing tools such as spelling and grammar
checkers and thesaurus that help the user to easily Correct grammar and spelling
mistakes. A thesaurus helps to find a word or phrase with similar meanings.
4. With insert and type over modes available in most word processors, one can
easily insert or replace a word or a phrase without affecting the structure and
neatness of the document.
5. Word processors have superior document formatting features. Formatting refers to
the art of making the document more attractive and appealing to the eye. Such
features include, underlining, boldfacing, italicization, applying different colors
etc.
1
, 6. While a typewriter may require that we retype the entire document when we want
many copies, with a word processor, printing lets you produce as many copies per
session as needed.
7. Using the cut, copy and paste commands, you can incorporate other text without
having to retype it.
Basic word processing features and concepts
1. They allow the user to create a file, save it and open it again and again for
reuse, editing or formatting.
2. They have almost similar document windows with the following
Features: (a) Most are designed to look like a piece of paper with a few (b)
Most of the screen is blank before typing of text.
(c) There is a cursor, which blinks at the position where you can Begin entering text. (d)
There is a status bar or line that provides the user with current status information such as
saving operation, the name of the file in use, the current page, the current imaginary
horizontal-line and column cursor position.
(e) Word wrap: The feature that automatically moves a word or cursor to the beginning of
the next line if it does not fit at the end of the current line.
(g) Scrolling: This is the vertical movement of text document on the screen. We
can scroll through a text document using the up or do n arrow keys, page up and page
down keys and also using, a mouse in windows based word processors.
(h) Help: Sometimes we get lost, confused or need more information on how to
use an application. Help contains instruction, tips, pointers, explanations and guidance.
You can get help by either pressing F 1 on the keyboard or clicking Help from the menu.
(i) Editing Modes: Word processors have two editing modes, insert and type over mode.
In insert mode, every character typed between words, lines or characters is placed at the
cursor position. This pushes all the text in front of the cursor away without deleting it.
However in type over mode every character typed deletes what was there before and
replaces it with new text at the cursor position.
3. Nearly all word processors have a spelling checker, thesaurus (Dictionary of
synonyms) and grammar checker.
4. They provide for the use of headers and footers, indexing, footnotes and references,
typefaces (fonts) and character set.
5. Most word processors have ability to create and import tables, text and graphics from
other programs.
Mostly, word processors are used for writing letters, reports, projects, books, essays,
memos curriculum vitae etc.
Factors to consider when choosing a word processor The choice of a word processor
depend on:
1. The type of operating system. For example, most microcomputers are currently
running on Windows based operating system such as Microsoft Windows. This means
2
,that you should consider acquiring a graphical user interface based Word Processor, 2. Its
user-friendliness, i.e. ease of use.
3. Its formatting and editing features. They should be good and varied.
Using a word processing package Microsoft Word
.
Microsoft Word is one of the components of Microsoft Office. Microsoft Office is
integrated software with a number of interrelated programs. The programs include
Microsoft Word, a spreadsheet called Microsoft Excel, and a database management
system called Microsoft Access, communication software called Microsoft Outlook, and a
presentation package called Microsoft PowerPoint among others.
Although there are several versions of Microsoft Word, the most common are Word 97,
Word 2000, WordXP and Word 2003. These versions of Microsoft Word are found in
Microsoft Office 97, 2000, XP and 2003 suites respectively.
Starting Microsoft Word
There are a number of ways you can start Microsoft Word. However the Simplest
is by using programs start menu.
Starting Microsoft Word from the start menu
1. Click the start button.
2. Point to programs/ all programs if you are using Windows XP
3. Click from the programs menu
Microsoft Word screen layout
Once you start Microsoft Word, it provides you with a blank document window referred
to as the new document template where you can create your document.
However you may need to use other specialised templates such as Faxes and letters,
Memos and Web page. How? Click File then select New from the menu. The New dialog
box in Figure 1.3 that appears enables a person to select a template by activating
templates tab then double clicking its icon.
With Windows multitasking capability, you can have more than one document window at
the same time sharing one application window. However, each document window will
have its own title bar but both will share other facilities like the menu bar of the
application window.
However only one document window will be visible on the desktop at a time while others
remains minimized or covered. This window is referred to as the active document
window. To switch between document windows, click their buttons on the taskbar.
Parts of a window
Title bar
3
, A title bar is mostly a blue strip at the top of the window that displays the title of the
currently running application or task. However it is possible to change the color of the
title bar using the display properties.
The title bar also enables the user to move the window around the desktop. This is
possible by pointing to it then dragging using the mouse.
On the right of the title bar are three tiny buttons called minimize, restore/ maximize and
the close buttons.
The minimize button reduces a window to become a button on the taskbar.
The restore/maximize button stretches the window to cover the entire desktop or restore it
to its original size respectively.
The close button is used to close and exit a window.
Menu bar
Provides a drop down list of commands that one can use to perform a task. Examples are
File, Exit, Window and Help. Figure 1.4 shows the File drop down menu.
Too/bars
These are rows of buttons or icons that represent commands. The command buttons are
shortcuts to the same commands you can access from the menu bar. There are various
toolbars available in Microsoft Word but the most common are the Standard and
Formatting toolbars (Figure 1.5 and 1.6)
To see what other commands are, just point to the icon on the toolbar and a text tip will
be displayed showing the function of the icon. Most of these commands will be discussed
later.
Hiding and displaying the toolbars
1. Click the View menu option.
2. Position the pointer on Toolbars.
3. Click the type of tool bar required to select it.
Selected toolbars have ticks or check marks next to them as shown in Figure 1.7.
Rulers
Microsoft Word provides the user with vertical and horizontal on screen rulers that helps
the user position text or objects in the right position.
If the ruler is not visible on the screen, then display it using the following procedure.
1. Click the View menu option.
2. On the drop down menu that appears, click Ruler. A check mark or tick will appear
next to it showing that the ruler is displayed on the screen.
4
