What is Word Processing ?

 Then Now
It is also known as a
document preparation
System


It is a programme where
you can type and print
documents


It has replaced the old
typewriters
 What Is a Word Processor?

A word processor is a software program

designed to make the computer a useful
electronic writing tool that can edit, store,
and print documents.
Application areas of word processing :


Business - Legal Copies, Letterheads, Letters,
Memos, Circulars etc.

Education - To develop word processing skills
from the very beginning

Home - Dealing with assignments being
completed at home, or occasionally
recreational e.g. Maintaining diary
 Teachers Use Word Processing

 Create certificates  Create newsletters

 Create brochures  Book report forms
 Design place cards  Mail merge letters to
for the classroom parents
Students Use Word Processing

 Research reports  Design letterhead

 Resumes stationery
 Notes
 Create a Letter
Current Word Processors

 Younger Students  Older Students

 Clicker Writer  Writer’s Companion
 Write:OutLoud  AppleWorks
 Paint, Write & Play!  Microsoft Works
 Kid Works Deluxe  WordPerfect
 Storybook Weaver  Microsoft Word
Deluxe
Word
Processing

Advantages
 Disadvantage
s
1. Faster
Equipment costs
2. Can edit documents
1.
Upgrade
3. Change font style, 2. software Train
size, colour
staff
3.
4. Change layout
More complicated
4.
5. Print many copies Virus, popup
6. Less noise 5.
7. Add pictures
8. Make tables
9. Email documents
MICROSOFT OFFICE WORD 2007
What is MS Word 2007?

 Word 2007 is the word processing software in the

Microsoft 2007 Office suite
 It allows you to easily create a variety of professional-
looking documents using features such as themes,
styles, and SmartArt
 The 12th version of Microsoft’s word processing
software.
 Was released in November 2006.
 Has new features along with the popular Ribbon
interface.
Opening Microsoft Word 2007

1. Opening Microsoft Word from desktop

Look for Microsoft Word 2007 icon on your start screen
Double click on the Word 2007 icon
2. Opening Microsoft Word from start menu
You can open Word by clicking on the Start Menu at the
bottom left of the screen.

The Start Menu will open

Go to “All Programs” in the Start Menu
Select “Microsoft Office”
Click the MS Office Word 2007 from this menu.
Parts of MS Word 2007 Environment
 The Office Button  The Zoom Slide
 The Tabs  The Document Area /
Workspace
 The Ribbon
 The Rulers (Horizontal &
 The Groups
Vertical)
 The Quick Access Toolbar
 The Scrollbars (Horizontal &
 The Title Bar Vertical)
 The View Buttons  The Status Bar
 The View Ruler Button  The Dialog Box Launcher
 The Split Button  The Select Browse Object
 The Tab Selector  The Minimize Button
 The Insertion Point  The Maximize Button
The Restore Button
Parts of MS Word 2007
Environment

Select
Browse
Object
 The Office Button
Is located in the upper-left
corner of the following 2007
Microsoft Office system
programs: Word, Excel,
PowerPoint, Access, and
Outlook (in the composing
and reading windows).
The Office Button Menu
When you click
the Office Button ,
you see the same basic
commands available on
the File menu in earlier
releases of Microsoft
Office to open, save, and
print your file.
However, in the 2007
Office release, more
commands are now
available, such as
Finish and Publish.
 The Office Button Menu
 The options available in the Office Button menu are:
New: Creates a new document
Open: Opens an existing document from disk
Save: Saves the open document to disk
Save As: Saves the open document to disk under a different
name
Print: Prints the open document
Prepare: Prepares the document for distribution, through
such tasks as adding a signature or encryption
Send: Sends the document to another user by email or fax
Publish: Makes the document publicly available via a
document server or a public web space
Close: Exits the open document
 (Ribbon) Tabs

The Ribbon Tabs are the access or control portions in

order for a ribbon to be activated or displayed.
Three Types of Tabs

1. Standard Tabs (Home, Insert, Page Layout,

References, Mailings, Review, View, Help)
2. Contextual Tabs (Ex. Picture Tools, Drawing, or
Table)
These are tabs that appear only when they are needed
on the type of task.
3. Program Tab (Ex. Print Preview)
A Program Tab replaces the standard set of tabs
when you switch to certain views or modes.
 The Ribbon

 The Ribbon replaces the traditional drop-down

menus and toolbars in Microsoft Office.

Before (MS Word 2003 or earlier) we have menus and

toolbars

In MS Word 2007 and later no more menus & toolbars; we

have the ribbon
 The Ribbon

 The Ribbon is designed to help you quickly find the

commands that you need to complete a task.
 Commands are organized in logical groups, which are
collected together under tabs.

Font
Group
Minimizing the Ribbon

There are two ways to minimize the Ribbon.

FIRST (Through the Customize Quick Access Toolbar)
1. Click Customize Quick Access Toolbar.

2. In the list, click Minimize the Ribbon.

3. To use the Ribbon while it is

minimized, click the tab you want to
use, and then
click the option or command you
Minimizing the Ribbon

There are two ways to minimize the Ribbon.

SECOND (Double-Clicking the Active Tab)
1. To quickly minimize the Ribbon, double-
click the name of the active tab. Double-click a
tab again to restore the Ribbon.

The Page Layout Tab is the active tab.

Advantages vs. Disadvantages of
Minimizing the Ribbon

ADVANTAGES DISADVANTAGES
 Bigger document  Difficulty in accessing
display. the tools you want to
 Less distractions. use.
 Difficulty in
controlling the
Ribbons.
 The (Ribbon) Group

 Can contain a number of related tools and commands in

buttons, check boxes, combo boxes, toolbars, menus,
and so on, then, labeled with a name.
 For example, the following Font group organizes
related font commands and contains numerous
Ribbon items:
 The Home Ribbon

 This ribbon contains the most commonly used commands in

MS Word.
 Here is the list of “groups” we can find:
Clipboard
A group where you can find the Cut, Copy, Paste &
Format Painter and show the Office Clipboard Task
Pane.
Font
A group where you can find the tools related to
the manipulation of Fonts.
The Home Ribbon

Paragraph
A group where you can find the tools for bullets and
numbering, multi-level lists, tabs, alignments, line
spacing, shading and borders, sort and indentions.
Styles
A style is a predetermined set of formats that you
can use repeatedly throughout all your documents.
Editing
A group under Home Ribbon where the Find,
Replace and Select commands can be found.
 The Insert Ribbon

 This ribbon contains the commands normally needed to

insert text, illustrations, symbols, etc. into a document.
 Here is the list of “groups” under Insert:
Pages
This group contains commands to create a pre-
formatted cover page, insert a blank page, or initiate a
page break in the current document.
Tables
Includes commands to Insert or Draw a new
table, or insert an existing table from an Excel
spreadsheet.
The Insert Ribbon
Illustrations
Contains the commands needed to insert pictures,
Clip Art, shapes, graphics, or charts into the
document.
Links
Provides the ability to insert links and cross-references
to external items or other locations within the current
document.
Header & Footer
Allows the user to insert, format, modify, or delete
headers, footers, and page numbers.
The Insert Ribbon
Text
Contains various options to insert or modify text
fields in the document;
Symbols
Includes commands to insert mathematical equations
or pre- defined symbols
 The Page Layout Ribbon

 This ribbon contains the commands related to the

layout and appearance of the page or pages in the
document.
 Here is the list of “groups” under Page Layout:
 Themes
 This grouping allows the user to change the overall
design of the entire document, including colors,
fonts, and effects.
In the Page Layout Ribbon
Page Setup
Includes the commands to change the parameters
(margins, orientation [landscape or portrait], paper
size, number of columns, page and section breaks,
line numbers, and hyphenation) that determine the
overall appearance of the page.
Page Background
Provides the ability to insert or change a watermark,
color, or borders for the background of the page.
Paragraph
Allows the user to specify the indentation, line spacing
and page breaks.
Arrange
This grouping applies primarily to graphics or charts.
 The References Ribbon

 This ribbon contains a variety of references that can be

used within a document.
 Here is the list of “groups” under References :
Table of Contents
Provides ability to add, format, or edit a Table of
Contents.
Footnotes
Includes commands to insert, format, and edit footnotes
in a document.
Captions
Contains the commands to insert a caption to an image, a
The References Ribbon
Citations & Bibliography
Allows user to cite a book, journal article, or other
source for a segment of information within the
document. Also includes option of adding a
bibliography.
Index
Provides the ability to insert an index within the
document and mark entries to be included in that index.
Also includes buttons to edit or delete an existing
index.
Table of Authorities
Includes commands related to a Table of Authorities,
which lists the cases, statutes, and other authorities cited
within the documents. Commands include creating,
editing, or deleting the table, as well as selecting
 The Mailings Ribbon

 This ribbon contains the commands commonly used

when creating documents intended to be distributed via
email, printed letters, or web postings.
 Here is the list of “groups” found under Mailings:
 Create
 Includes the commands needed to create address,
format, and print envelopes and labels.
The Mailings Ribbon

Start Mail Merge

Allows user to start a mail merge to create a form
letter intended to print or email to multiple to a
number of different recipients
Write & Insert Fields
Contains options to add fields to a Mail Merge
document, such as an address or greeting.
Preview Results
Allows the user to preview the results of the mail
merge, search for specific recipients, or auto-check
for errors.
Finish
Includes options to complete the mail merge, and
 The Review Ribbon

 This ribbon contains the commands needed to review

and revise an existing document.
Proofing
Assists the user with proofing and correcting a
document.
Allows the user to check the spelling and grammar,
search references, thesaurus, translate text, enable
ScreenTip, set language, etc…
Comments
Provides ability to insert, delete, or navigate
between comments about selected text in the
document.
 The Review Ribbon

 Here is the list of “groups” under Review.

Tracking
Tracks all changes made to the document,
insertions, deletions, & formatting changes.
Changes
Allows user to accept, reject, and navigate between
changes to the document.
Compare
Provides the ability to compare or combine multiple
versions of a document.
Protect
Includes settings to restrict how people can access and
edit the document.
 The View Ribbon

This ribbon contains settings that affect how the

document appears on the screen.
Here is the list of “groups” found under View:
 Document Views
 Allows the user to specify whether the
document is displayed as it will appear when
printed out, in a full- screen view to maximize
the amount of data displayed on a single
screen, as it would appear on a Web page, in
outline form, or as a draft that allows the user
to quickly edit the text.
The View Ribbon
Show/Hide
Provides the user with the ability to display or hide various
features associated with a document, including a ruler,
gridlines, a message bar, document map, or a thumbnails’
pane.
Zoom
Includes options to specify the zoom level of a document.
Window
Contains settings that allow the user to open and view
multiple Word documents at the same time.
Macros
Provides the ability to define a sequence of actions to
perform on a document or multiple documents that can be
executed again and again in one step – by running the
The Dialog Box Launcher

 Is a button found at the right bottom corner of some of

the groups in a ribbon in order to display the other
tools through a dialog box.
 Dialog Box is a type of window used to enable a so-
called “dialog” between the computer and a user
through buttons, check boxes, drop-down menus,
combo boxes and others.
 Some Groups with Dialog Box Launchers include
Clipboard Font, Paragraph, Styles, Page Setup,
Footnotes
 The Quick Access Toolbar

 It is a customizable toolbar that contains commands

that you may want to use frequently.
 You can place the quick access toolbar above or
below the ribbon.
 To place the Quick Access Toolbar below the Ribbon:
1. Click the Drop-Down Arrow at the end of the Quick
Access Toolbar.
2. Select and click the Show Below the Ribbon option
in the
 The Zoom
Slider

 A new interface for setting the view size of your

document by sliding/dragging the arrow slider to
Zoom In or Zoom Out.
 The View Ruler
Button

 A small button found right above the Vertical

Scrollbar and used to show/hide easily the rulers
(Vertical or Horizontal Rulers) by clicking it.
The View Buttons

 In Word 2007, you can view your document in one of five

views: Draft, Web Layout, Print Layout, Full Screen
Reading, or Online Layout.
 The View Buttons are located at the bottom of the
Word 2007 workspace between the Status Bar and the
Zoom Tool.
The View Buttons

 Draft View is the most frequently used view. You use

Draft view to quickly edit your document.
 Web Layout view enables you to see your
document as it would appear in a browser such as
Internet Explorer.
 Print Layout view shows the document as it will look
when it is printed.
 Full Screen Reading view formats your screen to make
reading your document more comfortable.
 Outline View displays the document in outline form.
You can display headings without the text. If you
move a heading, the accompanying text moves with
it.
 The Insertion Point

 The Insertion Point is also known as Cursor used to

indicate the point where the next characters typed from
the keyboard will appear on the display screen.
 The insertion point is usually represented by a blinking
vertical line.

 You can reposition the insertion point by pressing arrow

keys or by moving the I-beam pointer.
The Status Bar

 The Status bar

appears at the
very bottom of
your window and
provides such
information as the
current page and
the number of
words in your
document.
THANK
YOU