CHAPTER 3

Basics of Word Processing

What is word processing?

Word processing is an application program that allows to create letters, reports, newsletters, tables, form letters,
brochures, and Web pages.
It allows users to create, edit and print documents.Eg:- MS Word, Open Office.org Writer etc.
List features of word processing software.
• Able to create professional documents such as letters CV etc fast, using built-in and custom templates.
• It allows users to manage large documents using various features like table of contents, index, and cross-references.
• It allows users to work on multiple documents simultaneously.
• Mail Merge is a feature which helps in group mailing
• AutoCorrect and AutoFormat is a feature used to correct typographical errors automatically.
• The print zoom facility scales a document on different paper sizes, and allows you to print out multiple pages on
a single sheet of paper.
• The nested tables feature supports putting one table inside another table.
• Able to export and save your word documents in PDF and XPS file format.

List features of MS Word 2007.

• MS Word 2007 interface uses a new component called Ribbon to group the tools by task and sub task.
• The MS Word 2007 provides a lot of pre-formatted template to produce documents, reports etc.
• MS Word 2007 also provides features for creating chart and diagram which include three-dimensional shapes,
transparency, drop shadows, and other effects.
• Using MS Word 2007 digital signature feature, you can ensure the authenticity, integrity, and origin of the
document.
• While sharing a document which is in its final form with others, you can use MS Word 2007 “Mark As Final”
features to protect the document from any changes.
• Various types of formatting tools are available to enrich the document.
How to start MS word
Click on the Start button→ All Programs→Microsoft Office→Microsoft Office Word 2007.

Explain word screen layouts

1) Ribbon:
• An area across the top of the screen that makes almost all the capabilities of Word available in a single area.
• The Ribbon replaces the menus and toolbars in previous versions.
• The Ribbon exposes most of the features that used to be hidden in File menus.
• The Ribbon makes it easier to see and find commands to format your document.
• The Ribbon can be reduced to a single line of tabs by pressing CTRL + F1.
2) Title bar
• A horizontal bar at the top of an active document.
• This bar displays the name of the document and application.
• At the right end of the Title Bar is the Minimize, Restore and Close buttons.
3) Menus
• The features in Word 2007 display as various tabs such as Home, Insert, Page Layout, References etc.
• To view all sub tasks/options (expanded form) in each menu, you must click the required option.
• In the collapsed menu, all the commands will be displayed.
4)Tabs
• An area on the Ribbon that contains buttons that are organized in groups.
• The default tabs are Home, Insert, Page Layout, Reference, Mailings, Review and View.

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5) Shortcut Menus
• These features allow you to access various Word commands faster than using the options on the menu bar.
• The shortcut menus are helpful because they display only those options that can be applied to the item that was
selected and, therefore, prevent searching through the many menu options.

6) Quick Access Toolbars

• MS Word 2007 provides a customized quick access toolbar to organize the tools available for easy and fast access
of the commands.
• A customizable toolbar at the top of an active document.
• It is used for easy access to frequently used commands.
• To add/modify simply click on the “More Commands” option which will display the menu for customized selection
of tools as per requirement.
7) Rulers
• The rulers display horizontal and vertical scales that reflect the width and height of typing area.
• The horizontal scale is invaluable when you want to quickly set tabs, margins, and indents.
• Steps :
Select the View tab → select/deselect the Ruler/Gridlines
8) Typing Screen Objects
(a) Insertion Point:
• The black vertical blinking line is the insertion point.
• It is initially at the top left side of the typing area.
• It indicates the place where your typing is inserted into the document.
• As you type, the blinking line continuously moves along towards right inserting in that line.
• When the up, down, left, or right arrows of the keyboard is used, the insertion point moves accordingly.

(b) Mouse Pointer:

• It is also known as Mouse cursor.
• When you move the mouse around in the typing area, the mouse pointer is in the shape of a thin Ibeam.
• As you move the mouse near the menu bar and toolbars, the mouse pointer becomes a pointing arrow.

(c) End-of-Document Marker:

• The horizontal line (like a short underline) at the end of the document is called end-of-document
marker.
• It is seen only in Normal view.
9) Vertical and Horizontal Scrollbars
• The typing area is bordered on the right side by the vertical scroll bar with a scroll button and arrows.
• The single down arrow scrolls down through the document line by line.
• The double down arrow allows to move to the top of the next page.
• The single up arrow allows to scrolls up line by line.
• The double up arrow allows to move to the top of the previous page.
• We can also drag the vertical scroll button up and down the scroll bar to move up and down through
the document.

How to create new document

• Click Microsoft Office Button → Click ‘New” Or Press Ctrl + N
• Select ‘Blank Document’
• Click ‘OK’

How to open an existing document

• Click Office / File Button → Click “Open” Or Press Ctrl +O
• Choose file from Open dialog box
• Click ‘Open’ button

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Difference between save a new and existing document
Save New Document Save Existing Document
• Click Office / File Button -- > Click “Save” • Click Office / File Button -- > Click “Save as”
➔ Save dialog box appear→ Save Inbox, type ➔ Save as dialog box open→ Select the
File Name Save location→ Save Inbox, type File Name → Save

• Ctrl +S • F12
• If the document is already named and saved
• If the document is already named and saved earlier and if you want to save new location use
earlier, it will simply save the document by clicking Save as in the office button.
‘save’ button in main tool bar

How to protect a document from accessing

• Select Office Button →Save As command on the menu bar.
• The Save As dialog box appears.
• Move the cursor on the Tools tab on the down left side of Save As dialog box and click.
• Click on General Options. The General Option dialog box opens.
• Type a password in Password to open box. (A password can include up to 15 character case-sensitive letters,
numerals, spaces and symbols. As we type the password, Word displays an asterisk (*) for each character you
type.)
• Click OK.
• Confirm Password dialog box appears. Retype the password you typed earlier.
• Click OK on Confirm Password dialog box and then click OK on Save dialog box and then click OK on Save As
dialog box.

How to protect a document as read only document

• select Office Button →Save As command on the menu bar.
• The Save As dialog box appears.
• Move the cursor on the Tools tab on the down left side of Save As dialog box and click.
• Click on General Options. The General Option dialog box opens.
• Check-mark (√) the Read only recommended check box.
• Type a passwords in Password to open box and Password to modify box.
• Click OK.
• Confirm both Passwords by Retyping the passwords you typed earlier.
• Click OK on Confirm Password dialog box and then click OK, then click OK on Save As dialog box.

How to close a document

Close the current document by selecting Office Button →Close command

HOW TO Print a Document on a Different Paper Size

• Choose Office Button→Print command on the menu bar.

The Print dialog box will open. Select the Options like print range, Number of copes, Printer name etc.
• Select the appropriate paper size in Scale to paper size: under Zoom in Print dialog box.
• Click OK.

How to printing a document’s multiple pages in a single sheet of paper

• Open the document to be printed.
• Choose Office Button →Print command .

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• The Print dialog box will open. Select the Options like print range, Number of copies, Printer name etc.
• Select the appropriate paper size in Pages per sheet: under Zoom in Print dialog box.
• Click OK.

How to exit word program

We can quit the Word program by selecting Office Button→Exit command on the menu bar.