Word Processing - Word Processing GUI, Opening and Closing of documents, Text

creation and Formatting, Table handling,Page setup

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Spreadsheet: Structure of Spreadsheet, Manipulation of cells;, Formulas and
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A word processor's graphical user interface (GUI) is made up of icons, menus,

and windows that allow users to interact with the program:
 Icons
Small graphical representations of tasks, usually found on the toolbar. For
example, the "B" icon is used to make text bold.
 Menus
Lists of options that organize tasks into categories. For example, the "File"
menu in Microsoft Word contains options like "New", "Open", "Save", and
"Print".
 Windows
The work areas where users interact with the program. The main window is
where users type and edit text. Other windows may appear when performing
certain functions, like changing font or saving a document.
With a GUI word processor, users can see the document on the screen
exactly as it will appear when printed, which is known as "what you see is
what you get" (WYSIWYG).
Some examples of word processing applications include: Microsoft Word,
Microsoft Works Word Processor, Open Office Writer, Word Perfect, and
Google Drive Document.

Opening and Closing Documents

Previous

Next

Word automatically starts with a blank page. For opening a new file, click on
"New".
 To close a document, click "X" in the upper right corner of window.

Opening the document

To open an already existing document, follow the below steps.

 Click on the "File → Open".

 From the window opened, select a file you want to open and double click on it or
just right-click and select "open".
 Shortcut key is Ctrl + O.
 Save and Save As
After finishing our work, we must save the document permanently, as it is useful
for future reference.

 As RAM is a temporary storage memory, we must save our file on the hard disk.
 To save a document, go to "File" menu and select "Save" option
 Shortcut key is "Ctrl + S".
 Then the file gets saved under a default name.
 Save As option is used to rename a file.

 If you want to save your document in another location with same or different
name, you can use "Save As" option.
 The shortcut key for Save As is "F12".
 To use Save As option in a document, follow the below steps −
o Go to File menu
o Click Save As
o Select the drive where you want to save the document.
o Then type any Name in the File Name box at the bottom of dialog box.
o Then click Save option.
If you're new to Microsoft Word, you'll need to learn the basics
of typing, editing, and organizing text. Basic tasks include the
ability to add, delete, and move text in your document, as
well as how to cut, copy, and paste.
Using the insertion point to add text
The insertion point is the blinking vertical line in your
document. It indicates where you can enter text on the page.
You can use the insertion point in a variety of ways.

 Blank document: When a new blank document

opens, the insertion point will appear in the top-left
corner of the page. If you want, you can begin typing
from this location.

 Adding spaces: Press the spacebar to

add spaces after a word or in between text.
 New paragraph line: Press Enter on your keyboard
to move the insertion point to the next paragraph
line.

 Manual placement: Once you begin typing, you can

use the mouse to move the insertion point to a
specific place in your document. Simply click
the location in the text where you want to place it.
  Arrow keys: You can also use the arrow keys on
your keyboard to move the insertion point.
The left and right arrow keys will
move between adjacent characters on the same
line, while the up and down arrows will
move between paragraph lines. You can also
press Ctrl+Left or Ctrl+Right to quickly move
between entire words.

In a new blank document, you can double-click the mouse to

move the insertion point elsewhere on the page.

Selecting text
Before you can move or format text, you'll need to select it. To
do this, click and drag your mouse over the text, then release
the mouse. A highlighted box will appear over the selected
text.
When you select text or images in Word, a hover toolbar with
command shortcuts will appear. If the toolbar does not appear
at first, try hovering the mouse over the selection.

To select multiple lines of text:

1. Move the mouse pointer to the left of any line so it
becomes a right slanted arrow.

2. Click the mouse. The line will be selected.

3. To select multiple lines, click and drag the mouse
up or down.

4. To select all of the text in your document, choose

the Select command on the Home tab, then
click Select All. You can also press Ctrl+A on your
keyboard.
Other shortcuts include double-clicking to select a word
and triple-clicking to select an entire sentence or paragraph.

To delete text:
There are several ways to delete, or remove, text:

 To delete text to the left of the insertion point, press

the Backspace key on your keyboard.
 To delete text to the right of the insertion point,
press the Delete key on your keyboard.
 Select the text you want to remove, then press
the Delete key.

If you select text and start typing, the selected text will
automatically be deleted and replaced with the new text.

Copying and moving text

Word allows you to copy text that's already in your document
and paste it in other places, which can save you a lot of time
and effort. If you want to move text around in your document,
you can cut and paste or drag and drop.
To copy and paste text:
1.

2. Select the text you want to copy.

3. Click the Copy command on the Home tab. You can also
press Ctrl+C on your keyboard.

4. Place the insertion point where you want the text to

appear.
 5. Click the Paste command on the Home tab. You can also
press Ctrl+V on your keyboard.

6. The text will appear.

To cut and paste text:

1.
2. Select the text you want to cut.

3. Click the Cut command on the Home tab. You can also
press Ctrl+X on your keyboard.

4. Place your insertion point where you want the text to

appear.
5. Click the Paste command on the Home tab. You can also
press Ctrl+V on your keyboard.

6. The text will appear.

You can also cut, copy, and paste by right-clicking your
document and choosing the desired action from the drop-down
menu. When you use this method to paste, you can choose
from three options that determine how the text will be
formatted: Keep Source Formatting, Merge Formatting,
and Keep Text Only. You can hover the mouse over each icon
to see what it will look like before you select it.

To drag and drop text:

1.

2. Select the text you want to move.

3. Click and drag the text to the location where you want it
to appear. A small rectangle will appear below the arrow to
indicate that you are moving text.

4. Release the mouse, and the text will appear.

If text does not appear in the exact location you want, you
can press the Enter key on your keyboard to move the text to
a new line.

Undo and Redo

Let's say you're working on a document and accidentally delete
some text. Fortunately, you won't have to retype everything
you just deleted! Word allows you to undo your most recent
action when you make a mistake like this.

To do this, locate and select the Undo command on the Quick

Access Toolbar. You can also press Ctrl+Z on your keyboard.
You can continue using this command to undo multiple changes
in a row.
By contrast, the Redo command allows you to reverse the last
undo. You can also access this command by pressing Ctrl+Y on
your keyboard.

Symbols
If you need to insert an unusual character that's not on your
keyboard, such as a copyright (©) or trademark (™) symbol,
you can usually find it with the Symbol command.

To insert a symbol:
1. Place the insertion point where you want the symbol
to appear.

2. Click the Insert tab.

3. Locate and select the Symbol command, then
choose the desired symbol from the drop-down
menu. If you don't see the one you want, select More
Symbols...

4. The symbol will appear in the document.

FORMATTING TEXT
Formatted text can draw the reader's attention to specific
parts of a document and emphasize important information. In
Word, you have several options for adjusting text,
including font, size, and color. You can also adjust
the alignment of the text to change how it is displayed on the
page.

To change the font size:

1. Select the text you want to modify.

2. On the Home tab, click the Font Size drop-down

arrow. Select a font size from the menu. If the font
size you need is not available in the menu, you can
click the Font Size box and type the desired size,
then press Enter.
 3. The font size will change in the document.

You can also use the Grow Font and Shrink Font commands
to change the font size.
To change the font:
By default, the font of each new document is set to Calibri.
However, Word provides many other fonts you can use to
customize text.

1. Select the text you want to modify.

2. On the Home tab, click the drop-down arrow next

to the Font box. A menu of font styles will appear.
3. Select the font style you want to use.
 4. The font will change in the document.

When creating a professional document or a document that

contains multiple paragraphs, you'll want to select a font that's
easy to read. Along with Calibri, standard reading fonts include
Cambria, Times New Roman, and Arial.

To change the font color:

1. Select the text you want to modify.

2. On the Home tab, click the Font Color drop-down

arrow. The Font Color menu appears.
3. Select the font color you want to use. The font color
will change in the document.
Your color choices aren't limited to the drop-down menu that
appears. Select More Colors at the bottom of the menu to
access the Colors dialog box. Choose the color you want, then
click OK.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to help
draw attention to important words or phrases.

1. Select the text you want to modify.

2. On the Home tab, click the Bold (B), Italic (I), or
Underline (U) command in the Font group. In our
example, we'll click Bold.

3. The selected text will be modified in the document.

To change text case:
When you need to quickly change text case, you can use
the Change Case command instead of deleting and retyping
text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case command
in the Font group.
3. A drop-down menu will appear. Select the desired
case option from the menu.

4. The text case will be changed in the document.

To highlight text:
Highlighting can be a useful tool for marking important text in
your document.

1. Select the text you want to highlight.

2. From the Home tab, click the Text Highlight
Color drop-down arrow. The Highlight Color menu
appears.

3. Select the desired highlight color. The selected text

will then be highlighted in the document.
To remove highlighting, select the highlighted text, then click
the Text Highlight Color drop-down arrow. Select No
Color from the drop-down menu.
If you need to highlight several lines of text, changing the
mouse into a highlighter may be a helpful alternative to
selecting and highlighting individual lines. Click the Text
Highlight Color command, and the cursor changes into a
highlighter. You can then click and drag the highlighter over the
lines you want to highlight.

To change text alignment:

By default, Word aligns text to the left margin in new
documents. However, there may be times when you want to
adjust text alignment to the center or right.

1. Select the text you want to modify.

 2. On the Home tab, select one of the four alignment
options from the Paragraph group. In our example,
we've selected Center Alignment.

3. The text will be realigned in the document.

Click the arrows in the slideshow below to learn more about the
four text alignment options.

arrow_back_ios


Align Text Left: This aligns all selected text to

the left margin. The Align Text Left command is
the most common alignment and is selected by
default when a new document is created.


Center: This aligns text an equal distance from

the left and right margins.
 

Align Text Right: This aligns all selected text to

the right margin.


Justify: Justified text is equal on both sides. It

lines up equally to the right and left margins. Many
newspapers and magazines use full justification.
arrow_back_ios

You can use Word's convenient Set as Default feature

to save all of the formatting changes you've made and
automatically apply them to new documents. To learn how to
do this, read our article on Changing Your Default Settings
in Word.

Challenge!
1. Open our practice document.
2. Scroll to page 2.
3. Select the words For Rent and change the font
size to 48 pt.
4. With the text still selected, change
the font to Franklin Gothic Demi. Note: If you
don't see this font in the menu, you can select a
different one.
5. Use the Change Case command to change For Rent
to UPPERCASE.
6. Change the color of the words For Rent to Gold,
Accent 4.
7. Remove the highlight from the phone number
(919-555-7237).
8. Select all of the text from For Rent to (919-555-
7237) and Center Align.
9. Italicize the text in the paragraph below About Villa
Piña.
10. When you're finished, your page should look like
this:




Table handling
Microsoft Word or MS-WORD is a graphical word processing program that
users can type with. It allows the users to type and save documents very
similar to other word processors. There are many versions of MS-word in
market, which the user can install as per te. In this tutorial, we will learn
about the tables in MS-Word.
Tables in MS Word are made up of rows and columns with an organized
arrangement of text. These tables can be used to align numbers in columns
and then various operations can be performed on them. Tables can also be
used to create page layouts. Rows in a table are series of data banks laid
out horizontally in a table or spreadsheet. Columns are vertical series of
cells in a chart, table, or spreadsheet.

How to Create a Table?

Tables in MS Word can be created in the following two ways:
1. Using the Grid
2. Using Table Dialogue Box
Using the Grid
Following are the steps of creating a table using the Grid provided in MS
Word:
Step 1: Go to the Insert tab and click on the Table button.
Step 2: In the dropdown menu, select the number of rows and columns from
the Grid.

Using Table Dialogue Box

Following are the steps of creating a table using Table Dialogue Box in MS
Word:
Step 1: Go to the Insert tab and click on the Table button.

Step 2: Under the grid, you will see an Insert Table button. Click on it.
Step 3: In the Insert Table Dialogue box, mention the number of rows and
number of columns as per the requirement and click on OK button.

How to Modify a Table?

We can also edit/modify a table to make it more creative. Multiple operations
can be performed on a table like changing the layout, splitting of cells,
merging the cells, applying borders, etc. Here, we will see some of the
operations performed on a table in MS Word.
Changing Layout of a Table

Changing the layout of a table can be done with the help of the following
steps:
Step 1: Select the table for which the layout is to be changed. Go to
the design tab.

Step 2: Click on the dropdown menu to get various different types of layouts
for your table.
Step 3: Select any layout as per the need.
Splitting the Cell

Splitting of a cell can be done with the help of the following steps:
Step 1: Select the cell that you want to split into multiple cells. Then go to
the Layout tab and click on the Split Cells button.

Step 2: In the dialogue box, mention the new dimensions as per the
requirement.
Step 3: Click on the Ok button.

Merging the Cells

Merging of various cells can be done by the following steps:

Step 1: Select all the cells that are to be merged into a single cell. Then go
over the layout tab, and you will see a Merge Cell button.
Step 2: Now click on the Merge Cell button and the selected cells will be
merged.

Applying Borders and Styles on a Table

Borders and styles can also be applied to a table in a similar way as the
layout of a table is changed. Go through the following steps to do the same:
Step 1: Select the entire table and go over the design tab.
Step 2: Select the style that you want to apply to your table.

Converting Text to a Table

MS Word allows the conversion of existing text into a table with the help of
the following steps:
Step 1: Select the text that is to be converted into the table. Now go to
the Insert Tab and you will see a Table button.
Step 2: Click on the Insert Table button and in the drop-down menu, click
on the Convert Text to Table button.

Step 3: In the dialogue box, mention the dimensions of the required table
and other data that is required.
Step 4: Click on the OK button and the selected text will be converted to a
Table.

Inserting Images in a Table

MS Word allows adding images inside the table cells. To insert an image in a
table, go through the following steps:
Step 1: Select the cell in which you want to add the Image. Go to the Insert
tab and select the Pictures button.

Step 2: You can either choose a picture from your device or select one
online.
Step 3: Choose a picture from the browser window and click on the Insert
button.

Step 4: Selected Image will be added in the cell selected.

Performing Calculations in a Table

Mathematical calculations can also be performed on the values present in

the table. Microsoft provides various formulas to perform these operations.
By default, the sum of the values lying in the rows to the left or column lying
above are calculated by Word. Following are the steps to do the same:
Step 1: Select the cell in which the result of the mathematical operations is
required.

Step 2: Now go to the Layout tab and select the formula button.
Step 3: In the dialogue box, define the formula for the mathematical
operation, the default formula is the sum of the values to the left or above.

Step 4: After defining the formula, click on the OK button to apply the
formula on the cells given in the formula.
PAGE SETTINGS

The page settings are used to change the settings of document pages and other data, including:

 the margins of the pages

 paper orientation and size
 paper source for printing
 different first page or odd pages

The examples on this page show these features in Microsoft Word. The features may be located in slightly
different places in other word processors, but they work with similar principles.

PAGE MARGINS
The margins specify the area left between the edge of the paper and the text body.In Word, you can set the
margins on the tab Layout and the Page Setup group. Click on the Margins icon to select a suitable option
from a list.
You can set your own margin size by clicking on the button in the lower right-hand corner (see image above).
Enter the margin width you want in the fields of the Margins tab of the Page Setup menu that opens up, and
then close the window by clicking on OK.

You can also specify how far headers and footers (read more about headers and footers) are from the paper’s
edge, and any possible margins necessary for binding a book.

The Finnish Standards Association recommends (the SFS standard) a layout standard for documents; left
margin 2 cm, upper margin 1 cm. Right and nether margins are determined by the printer’s minimum
requirement (usually 0.9 cm).The recommendations of faculties and departments at the university may differ
quite a deal from the SFS standard, so please check with your own department what they recommend.

PAPER ORIENTATION
You can change the default orientation of a page to be printed horisontally instead of vertically. This is useful
e.g. if you have drawn a wide spreadsheet and you want to print it on one page. You can change the
orientation with Word on the tab Layout and the group Page Setup. Click on the Orientation icon to select the
orientation from the list:
Landscape = horizontal, Portrait = vertical.

PAPER SIZE
The paper size normally used in Finland is A4 (21 cm x 29.7 cm). If you want to print out a page on e.g. size A3
paper, you had better change the size of the page you are modifying. In addition, some printers may have the
default paper size Letter, which is different from A4. Please remember to check the paper size, especially if the
print-out looks different from the document on the screen.

You can change the paper size of a document in Word on the tab Layout and the Page Setup group. Click on
the Size icon to open a list where you can select one of the options for page size.
DIFFERENT FIRST PAGE
You can set the first page of your document to be different from the other pages. This is useful if you e.g. do
not want page numbering or other headers/footers on the first page.

You can set a different first page in Word by opening Layout and clicking on the button in the lower right-hand
corner of the Page Setup group (see image under the ‘Paper source’ sub-heading above). Go to
the Layout tab. Tick the box by Different first page and accept by clicking on OK.

DIFFERENT ODD AND EVEN PAGES

You can set the odd and even pages of your document to be different. In this way, you can make e.g. the
headers and footers for odd and even pages different (read more about headers and footers).
With Word, you can set your odd and even pages to be different by opening the Layout tab and clicking on the
button in the lower right-hand corner of the Page Setup group (see image after the sub-heading Paper source
above). Tick the box at Different odd and even and accept by clicking on OK.