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Introduction To Word Processing

Word processing software allows users to format text documents with features like changing fonts, adding tables and pictures, and arranging text in columns or with bullets or numbers. Documents can be edited using tools like spell check, grammar check, and a thesaurus. Common uses of word processors include letters, essays, reports, invoices and memos.

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CARRY
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75 views

Introduction To Word Processing

Word processing software allows users to format text documents with features like changing fonts, adding tables and pictures, and arranging text in columns or with bullets or numbers. Documents can be edited using tools like spell check, grammar check, and a thesaurus. Common uses of word processors include letters, essays, reports, invoices and memos.

Uploaded by

CARRY
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Word Processing

Software

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Learning objectives

Know the basic features of word


processing software.
Be able to identify these features as they
appear in a word processing document.
Understand what a spell checker does
and why it is not 100% reliable.
Know some of the advanced features of
word processors.

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Word processing

Word processing is the software most people use for


text-based documents because it can turn this:

into this:

It’s still the same words, but now it looks so much better.

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What are its basic features?

A word-processed document can be formatted (choosing


the way the document looks) by:

changing the font size, style and colour of the words


laying text out in tables or columns
making lists like this one using bullets or numbers
adding pictures and borders
adding headings that automatically appear on every
page (headers)
adding page numbers and footnotes.

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Columns

You can arrange the way the text on your document is


laid out by splitting it into columns.

This is useful when you are making a newsletter with lots


of information in it.

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Bullets and numbering

Making a list with numbers or bullet points is a good way


of making information easy to follow.

You can even change the way the bullet looks, choosing
circles, squares, arrows or even your own picture. You
can choose different ways of numbering lists too.
 Box bullet 1. Numbered list
• Circle Bullet I. Coloured Roman numeral

Picture bullet i. Lower case Roman numeral


☻ Symbol bullet a. Coloured letter
 Tick bullet a) Letters in brackets

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Alignment

Aligning text controls where it appears on the page.

This text is aligned left, which is the format used on most


body text.

Centred text is often used for headings and titles.

Right align is mostly used for addresses in letters.

Justify aligns the text on both the right and left edges by
altering the spaces between the words and characters, so that
the document appears straight on both sides, like this.

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Altering text

As well as changing where your text is positioned on the


page, you can alter the format of the text.

You can choose:


font colour and size of the text.
The most commonly used formats are bold, italic and
underline, although there are many other decorative options
such as shadow and emboss.

One useful feature is superscript, where some of the text


is made smaller and positioned above the usual line. This is
used mostly in maths and science. X2 and °C are good
examples.

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Making tables

Creating tables is easy in a word processing


document but you need to be sure you
create the right table to suit your purpose.

You need to choose the number of rows and columns and


also set the size of them so they best display your data.

The table can be set to automatically adjust to fit your text.


You can choose text alignment and use sort functions to
arrange the data. Merging and shading cells and changing
the colours and thickness of the borders allows you to create
a really attractive table to display your data.

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Headers and footers

Headers and footers are blank spaces that sit at the top and
bottom of the document. You can write what you like in them
and they will appear on every page. You could include your
name, the date and the page number.

Header with
company name

Footer with page


number and date
Your computer can
automatically work out the
date and page number for you. 

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Margins and borders

If you look at a book you’ll notice that the writing inside


doesn’t reach the edge of the page. Margins are the spaces
that surround the edge of your text.
Borders can be added to the whole page or just some of the
text. The borders can have different appearances. They can:
have lines around them.

have an embossed effect


so that the work looks like
it is standing out (3D)

be made up of pictures
instead of lines.

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Pictures

Word processors allow you to


insert images into your work,
and then move them around
and resize them.
 
If you don’t have your own
image, word processors have
their own library of images
built into the program. This is
called clip art.
 
Word wrap can be used to
arrange words around images.

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Identify the features

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Using the tools

Word processors allow you to select text and then to use


the cut, copy and paste functions.
Cut – removes the text from the page and
places it on a clipboard. A clipboard is a
simple program designed to hold small
pieces of data for short periods of time.
Copy – also places the text on the clipboard, but without
removing the original from the document.
Paste – retrieves the text from the clipboard and places it
back into the document. Paste does not remove the text
from the clipboard so you can paste in the same piece of
text over and over again.

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Editing and checking

A benefit of using word processing software is that documents


can be edited. Editing means to look over a document and
rethink it and correct it.
The software comes with a dictionary which will spell check
the document. Words can usually be added to the dictionary.
A grammar check can be done
which will look at the way each
sentence is written. Suggestions
are made if the grammar does not
comply to the set of rules
programmed into the software.
The thesaurus is a very useful feature. When you prefer not to
use a certain word, the thesaurus can suggest an alternative.

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Indexing

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What can it be used for?

Word processors are used in producing just about any kind


of document:

Letters, invoices Essays Reports


and memos
What others can you think of?
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Summary

Word processing software is most commonly used for


text-based documents.
Documents can be formatted and different fonts and font
styles used.
Documents can be edited with the help of tools such as
spell and grammar check.
A number of features, including setting styles and
templates, ensure consistency within documents.
Tables can be added and formatted in many different ways.
Other features, such as mail merge and producing a table
of contents or an index, can save users a lot of time and
improve the presentation of documents.

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