Introduction of Word

Processing

Word processing is an application program that allows you to create letters, reports, newsletters, tables, form
letters, brochures, and Web pages. Using this application program you can add pictures, tables, and charts to
your documents. You can also check spelling and grammar. In this lesson, we will learn Word 2007 and use its
features, tools and techniques. All Professional Documents will be discussed using this package only
 Objective
• work with any word processing program,

• create, save and open a document using a word processor,

• format a document inserting bullets/numbering, tables, pictures, etc.,

• set custom tabs and apply styles,

• prepare a document for printing,

• enhance the features of the document inserting graphics, tables, pictures, charts, etc., and using different
formatting styles.

• modify document using various editing and formatting features within or across documents,

• produce documents for various purposes and

• apply mail merge facility to send a document to different members.

Basic Components Of A Word
Word 2021 Window

Workspace/text area
Word 2021
 Basic Components Of A Word Window
1. The Title Bar: - The title bar displays the name of the application, i.e., Microsoft Word, its icon and the
name of the current Word document. It also has the control buttons. (Minimize, restore and close buttons).

2. The Menu Bar:- It is present below the title bar and displays the menus in the Word. Each option has
various sub options which are required for preparing the document.

3. Toolbars:- Toolbars provides you with all the requisite tools to prepare the document. It makes the task
easier. The most commonly used toolbars are Formatting toolbar (for formatting) and standard toolbar(for
basic operations). Generally placed just below the menu bar, though position can be changed by the user.

4. Ruler:- Vertical and horizontal alignment of the text, graphics, charts, etc can be done with the help of a
ruler.

5. Status Bar:- The status bar displays information about the current working document. This includes the
page number, the column and the number on which the cursor is positioned.

6. Scroll Bars:- The scroll bars help the user to scroll the contents up and down or sideways.
7. Previous Page Button:- It displays the previous page of the document.
8. Next Page Button:- It displays the next page of the document.
9. Workspace:- The workspace is the area in the window where the text is actually entered for processing.
 Opening and Closing Documents

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.

To close a document:-
click "X" in the upper right corner of window.
 => Save and Save as <=
Save:-
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:-
 Go to File menu
 Click Save As
 Select the drive where you want to save the document.
 Then type any Name in the File Name box at the bottom of dialog box.
 Then click Save option.
“ Opening and closing Documents “

Page Setup.

Use the Page Setup dialog box to set up

layout and print options of a page.

Click on the Page Layout tab, then in the

Page Setup group, click the Dialog Box

Launcher .

LAYOUT
 Print Preview & Printing of Documents

This option is used to view the page or make adjustments before any document gets

printed.

By using print preview, you can discover any errors that may exist in the document or fix

the layout before printing, which can save ink/toner and paper.

For printing, you may specify the number of copies you want and the pages you want.

Shortcut key for printing is "Alt + F and Press W and then V" or Ctrl + P.
 Printing of Documents
Printing of Documents:-

1. To print a document, choose File → print.

2. Here all the pages of a document will be selected by default.
3. To print specific pages that are not in sequence, use comma (,) to separate page numbers.
4. To print a selected text inside the document, highlight the area in document that you want to print
and choose File → print from menu bar.
5. When print window opens, click on radio button to select printer and click ok.
6. To print multiple pages on a page, choose the number of pages to print on one page from the
‘Settings’ of print window. Then click ok.
7. Shortcut key is "Alt + F → Press W and then P".
Opening and closing Documents

Printing document
 Text Creation and manipulation

Text Creation and Manipulation:-

There are several kinds of word documents, such as blank documents that starts
from

scratch, templates, web pages, reports, etc.

A template is helpful in reusing format of a document.

Manipulation of text includes

cut, copy, paste, or moving text to any
location.
 Document Creation

Document Creation:-
Click start → All programs → Microsoft Office → Click Microsoft Office 2021 → Word 2013. Word will
open a blank document.
Another way to create a document is to choose File → New from the menu bar and select the document type.
Press Ctrl + N on the keyboard. This menu allows you to open a blank document, a template or an
existing document.
To enter text in blank document, just start typing. The blinking I-Beam (Cursor), positioned at the top of
window, will show exactly where your text begins. As you type, word will automatically wrap text to the
next line. If you have finished typing on a line and would like to move to the next blank line, press enter.
 Editing Text

Editing Text:-
Modifying existing text in an old document or entering new text in an existing document is known
as editing of the text.
Editing text can be done by three options: "Find", "Replace", "Select".

Go to home
• Find → To find a word in a document.
• Replace → To replace existing word with a new word.
• Select → To select a word or sentence.
 Text Selection
Text Selection:-
1. Document is built up by typing one character at a time. While editing and formatting, words, lines,
paragraphs, or sometimes the whole document can be selected.
2. Once a part of text in a document is selected, changes can be made to that text.
3. The selected text can be moved, copied and changed to italic, bold or underline.
4. Font and colour of the text can also be changed.
5. Both mouse and keyboard can be used to select the text.

6. Using mouse, text can be selected by either double-clicking or by clicking and dragging.
7. Using keyboard, text can be selected by pressing the shift key + arrow keys.
8. To select the entire page, use shortcut, "Ctrl + A".
 Cut, Copy and Paste

Cut:-
1. Deleting unnecessary data from a document is called cutting.
2. In Microsoft Word, you can cut text from one area of a document and paste that text anywhere
in the document.
3. After you cut the text, it gets stored in the clipboard.
4. If you want to cut any text or word from a document, it is advisable to highlight the word first.
5. To cut, Right Click → Cut.
6. The shortcut key is "Ctrl + X".
 Cut, Copy and Paste

Copy:-
1. Copy option can be used when we need to retype the same text as it reduces time and
effort.
2. By using copy option, you can copy the text from one location to another.
3. Information stored on the clipboard stays there until new information is either cut or
copied.
4. Each time you use cut or copy, you replace the old information on the clipboard with the
information you just cut or copied.
5. To copy, Right Click → Copy.
6. The shortcut key is "Ctrl + C".
Cut, Copy and Paste

Paste:-
1. Select your text and then copy it..
2. Use mouse to move the cursor to desired position to paste the
copied text.
3. Click paste to insert the copied text in its new place.
4. You can paste clipboard information as often as you like.
5. To paste, Right Click → Paste.
6. The shortcut key is "Ctrl + V".
 Font and size selection

Font and Size selection:-

1. To change size of font in the file or document, first select the text you want to change.
2. If you want to select all the text from document, click "Ctrl + A"
3. From home menu, click font size option.
4. You can also change style of the font using "Font Style" feature.
 Formatting the Text
3.5.1 Paragraph Indenting
3.5.2 Bullets and
Numbering
3.5.3 Changing case
Formatting basically refers to how a text looks; it can be either the appearance, how it is written or arranged. There
are various options for formatting available in the Formatting Bar.

1. Font:- It refers to the style or the script of writing the characters. Egg: Arial, Calibri, etc.
2. Font Style:- There are four types of font styles available; Regular, Italics, Bold and Bold Italics. Select any style
that you want for the document.

3. Font Size:- From the Font Size Bar you can change the size of the fonts accordingly.
4. Highlight:- You can choose to highlight the desired text by any colour of your choice.
5. Change case:-In this, we have the option to change the cases; from capital letters to small letters or vice versa.
6. Text Alignment:- You can align your text or graphics either right or left with the help of the ruler.
Text Creation and manipulation
Alignment of Text

Alignment of Text:-
1. You can align text to Left, Right, Centre and Justify.
2. By default, the content always appears to the left side of document.
3. Alignment can be done by using mouse or keyboard shortcuts.

4. For centre alignment, click to "centre align" icon or use shortcut key "Ctrl + E".

5. For right alignment, click to "right align" icon or use shortcut key "Ctrl + R".

6. For left alignment, click to "left align" icon or use shortcut key "Ctrl + L"
7. If you click on "justify" it will align with respect to both left and right margins. The shortcut key

used here is "Ctrl + J".

 Formatting the Text
● Bullets and numbering:- When we need to add various points to the document, then bullets and
numbering option is used. You can bullets the points in varied ways.

● Header and Footer:- Both are the text items that are typically used in printed documents. A header is
printed on the top of the margin, whereas the footer is printed in the bottom of the margin. It includes page
numbers, the date, the company logo, the document title, etc.

● Backgrounds:- The background of the document can have different colours and effects, The background
can have patterns in single or multiple colours. Even, you can place a picture in the background.

● Borders: - You can beautify the text by adding borders to the paragraph or to the page.
 Table Manipulation
Draw Table:-
1. Tables can be easily inserted at any point of the document. A table is a simple way to arrange lengthy

lists.

2. You can use tables to format all parts of your documents into rows and columns. Rows and columns can

be added or deleted either at the beginning, end or in the middle of table.

3. For inserting a table, simply click on "Tables" icon on Insert menu.

4. Tables can be formatted to any size, and number of rows and columns can be added as per requirement.

5. Table formatting toolbar contains numerous icons which can be used for different functions related to

tables. Spin arrows in the columns and rows help to select a row or a column.
 Changing cell width and height

Changing cell width and height:-

1. When we create a table, all columns may have equal width or may have different
widths depending upon the usage.
2. If you want to change column widths, "Ruler" or table properties from the table
menu can be used.
3. By using "Ruler" you may change the row border and size.
Changing cell width and height:-
 Alignment of Text in a cell

Alignment of Text in a cell

1. Select one or more cells in table, and click table layout menu.
2. Under Alignment, click Align, and then select corresponding
option.
 Delete/Insertion of Row and Column

Delete/Insertion of Row and Column:-

● For inserting rows and columns into an existing table, position cursor either

before or after the spot where you want to insert.

● Right-click mouse button to → Insert/Delete.

 Border and Shading

Border and Shading:-

● Borders and shading is used to decorate a text.
● Select the text for which you need to apply borders or shading.
● Click home menu.
● Move to borders and shading icon.
● From the open window, select border style, width you want and click ok button.
1. Step- border and shading
2. Step -border and shading
3. Step- border and shading
 Summary
● This topic provides us with a clear idea about components of word processing basics, opening
and closing the documents, text creation and manipulation, formatting the text, table
manipulation, etc.