Unit 3: Word Processor

Lecturer Neesha Rajkarnikar

SoB, PU
Pokhara
 Word Processor:-
 Word processor can be defined as an activity in which raw
text is typed as input and output is produced in the form of
formatted letters, documents or notes. A formatted document
is a document which has well defined margins, page heading,
page numbers, footnotes, etc. The general form of word
processing can be shown as

Formatted
Raw stream of Word In the form of notes,
Processor letters, documents
-unformatted text Text

 The tools that are used for the job of word processing are
called word processor.
 Features of Word Processing
 It is used for text editing and publishing documents

 It is used for formatting and editing documents

 It helps to check spelling and grammars of the document

 It is used for web publishing, mail merging and image

insertion

 It is used for coloring and numbering documents pages

 It is used for automating the work with macros

 It is used for drawing charts and graphs

 It is used for working with objects such as word art,

equations, etc
The window of MS-Word
Standard format of word document
 Font: Times New Roman

 Font size: Headings-14pts Normal-12pts

 Margin: 1 inch in all side but 1.5 inch in left side

because it is used for binding

 Line spacing: 1.5 lines

 Write page number on bottom middle part of

your report. There is no page number in chapter
page

 Proper use of table of contents, reference

 Views Modes
 Normal View:- This is the default mode in which we enter, edit and modify
the text. This mode does not show any margin areas and images or
pictures in the document.

 Print Layout View:- In this mode, the document is displayed as it will

printed on printer. In this mode, margin areas, pictures and drawings and
header and footer information are all displayed. This mode occupies a lot
of memory space.

 Web Layout View:- In this mode, the document is displayed as the web
page.

 Outline View:- This mode displays the document in the form of points. So, it
is easy to make notes of them. This mode displays an extra window on the
left side of the document which is known as document map. And this
document map shows the outline view of the document structure. That
means headings and sub-headings are displayed and by clicking on them
we can view any part of the document.
 Editing a Document

Selecting a Text:

The easiest way of selecting any text is click and drag using mouse.

 Any Word :- Double click on the word.

 A line of text :- Place the mouse pointer on the left margin

area of line and ,press ctrl &click.

 Multiple Line :- Click and drag mouse vertically to the left.

 Paragraph :- Triple click anywhere in the paragraph

 Whole Document :- Ctrl + A

 Vertical block of text :- Hold Alt key from the keyboard and
click & drag.
 Copying and Moving the text

For Copying:-

 Select the text.

 Follow the option: EditCopy from the menu bar or press

Ctrl+C from the keyboard.

 Place the inserting pointer (cursor) to the required place

and follow the menu option: EditPaste or press Ctrl+V.

For Moving:-

 Select the text.

 Follow the option: EditCut from the menu bar or press

Ctrl+X from the keyboard.

 Place the inserting pointer (cursor) to the required place

and follow the menu option: EditPaste or press Ctrl+V.
Undo/Repeat or Undo/Redo:-

 If you want to cancel out some previous operations or

effects then use undo option from EditUndo or press Ctrl+Z
from the keyboard.

 To make the previous undone operations once again

effective then use redo or repeat option from Edit Menu or
from the standard toolbar or use Ctrl+Y from the keyboard.

Find and Replace:-

 To find a particular word, in the whole document, or to

replace the word by any other word we use find and
replace option from the edit menu.
 Some important shortcut keys
in MS-Word
 Ctrl + A--Selects all text.

 Ctrl + C--Copy the selected item.

 Ctrl + X--Cuts the selected item.

 Ctrl + V--Paste the selected item.

 Ctrl + B -- Bold highlighted selection.

 Ctrl + N -- Open new/blank document.

 Ctrl + I -- Italicise highlighted selection.

 Ctrl + U -- Underline highlighted selection.

 Ctrl + Z -- Undo last action.

 Password protection in word document
 Protecting documents is different than saving document with
password. It protects the document for adding, deleting and
modifying the text of document. After protection, users are not
allowed to type and modify any text on the document but they
can open the document file

 Step in password protection of word document

1. Open the document you want to make read only/protect

2. Choose the Review from menu bar and select the Protect
Document

3. A sidebar will appear on the right with "Protect Document"

options
 Password protection in word document (Contd..)

4. Check the box under "Formatting restrictions" and "Editing

restrictions". Make sure the drop down menu is selected as
"read only"

5. Click the button "Yes, start enforcing protection" and you will
prompted for a password.

6. Enter the password and save the document

 The document is now read only. Users can still open and read the
document without knowing the password. The password is
required only if you want to edit the document. For this, you have
to click on "Stop Protection" that shows up at the bottom of the
sidebar when you open such a protected document and type the
correct password.
 Formatting a Document:-

 In MS-Word the document preparation process can be a 3 step

process.

 Text Entry

 Text Editing

 Text Formatting

 Formatting is necessary to make a document attractive.

 MS-Word provides a lot of formatting features to make the

document attractive and those features are available within
the format menu bar.
 Formatting a Document (Contd..)

Some of the common features are:

Aligning the paragraph:-

 Paragraph alignment means to adjust the paragraph text in a

same column either left, right, center or justify. For this 4 alignment
options are available.

 Left Alignment

 Right Alignment

 Center Alignment

 Justify
 Formatting a Document (Contd..)
Line Spacing and Paragraph Spacing:-

 Line spacing is the amount of gap between the lines in a

paragraph. Different line spacing available in MS-Word is:

a. Single Line Spacing

b. 1.5 lines

c. Double

d. Exactly

e. Multiple

f. At Least

 Generally, the space between the paragraph is given by pressing

the enter key.

 To provide the paragraph spacing even we can use

FormatParagraph Menu option.
 Formatting a Document (Contd..)

Paragraph Indents:-

 When we enter to the new paragraph, the starting word of

the paragraph is placed after some gap (space). This
spacing is called indent. MS-Word provides 4 types of indent.

a. Left Indent

b. Right Indent

c. First Line Indent

d. Hanging Indent
 Formatting a Document (Contd..)

Bullet and Numbering:-

 MS-Word provide a features known as bullet and numbering

that is used to provides bullet or number symbol to different
points in a document.

 It provides various types of numbering and bullets formats.

Drop cap:-

 MS-Word provides a facility to have large size first character of

any paragraph which is known as drop cap.
 Formatting a Document (Contd..)

Font Size and Font Style:-

 We can provide different character sizes and character styles

to make a document more attractive.

 This character size and styles are known as font size and font
style.

Bold, Italics and Underline:-

 Bold highlights some words or lines.

 Italics is used to make alphabets slightly horizontal and

underline features underline the word or line.
 Proof Reading Tools:-

Proof reading is basically a process of improving the quality of

document in which MS-Word find outs spelling and grammatical
mistakes and corrects them accordingly.

 Spell Checker:- It checks the spelling mistakes in the document

that has been already created. It starts reading the document
from the beginning and displays incorrect spelling and suggests
various suitable spellings. We can select or re-type correct spelling.

 Grammar Checker:- Similar to spell checker, it is used to identify

grammatical mistakes and isolate them.

 Thesaurus:- It is used to check synonyms or antonyms of any word.

It provides a list of synonyms for a particular word and highlights
the one of them that is closes to the required word.
 Proof Reading Tools:-
 Step in Thesaurus

 Type in Ms Word, the word that you want to get a thesaurus

entry
 Right click the word and then click "synonyms"
 Choose from one of the synonyms entries of the word to get the
similar meaning of the word
 Else choose Thesaurus for getting the opposite meaning of the
word.

 Auto Correct:- To automatically detect or correct misspelled words

and incorrect capitalization, MS-Word used auto correct options.
Auto correct can also be used to insert some of the common
symbols. For e.g. "teh" press space the auto correct option will
replace "teh" by "the" automatically.

 Online Spell Checker:- As we typed any document or text the online

spell checker automatically detect the spelling mistakes and
underline them.
 Templates

 Microsoft word provides several ways to create a new

document.

 You can start with a new, blank document or you can use a
predefined template.

 A template is a sample document, or pattern, that you can

personalize.

 It determines the basic structure for a document and contains

document settings such as AutoText entries, fonts, key
assignments, macros, menus, page layout, special formatting,
and styles.
 Working with long document

 If you want to create a professional quality document, then it is

important to get the margins right.

 One of the best features of word processors is the ability to create

templates which can be used as the basis of future documents.
By creating templates in Microsoft Word, you can focus your
energy on the document content and leave the formatting up to
the template.

 Don't let macros scare you; Word macros really are easy to use
and will save you a lot of time in the long run.

 Long documents generally have headers and footers to help

people figure out where they are in the document.
 Indexes and table of contents
 An index lists the terms and topics that are discussed in a
document, along with the pages that they appear on.

 To create an index, you mark the index entries by providing the

name of the main entry and the cross-reference in your
document, and then you build the index.

 Similarly, you can create a table of contents by choosing the

heading styles — for example, Heading 1, Heading 2, and
Heading 3 — that you want to include in the table of contents.

 Microsoft Office Word provides a gallery with multiple tables of

contents styles to choose from.

 Mark the table of contents entries, and then click the table of
contents style that you want from the gallery of options.
 Citation, Reference and Bibliography

 A citation is a reference to the source of information used in your

research.

 Any time you directly quote, paraphrase or summarize the essential

elements of someone else's idea in your work, an in-text citation is
required

 References include sources that have been directly cited in your

paper.

 Bibliographies, on the other hand, contain all the sources that you
have used for your paper, whether they are directly cited or not.

 In a bibliography, you should include all of the materials you consulted

in preparing your paper.
What is object linking and embedding in
Word?

 OLE (Object Linking and Embedding) is a

component document technology from
Microsoft that allows you to dynamically link
files and applications together.
 What is mail merge and its process?

 Mail merge is a tool which allows you to create form letters,

mailing labels and envelopes by linking a main document to a
data source.

 It is the process of combining a list of data with a template.

 A mail merge is used to create form letters, mailing labels,

envelopes, directories, and mass e-mail message and fax
distributions.

 There are three documents that are involved in the mail merge
process: the main document, the data source, and the merged
document.
 What are the advantages of mail merge?

 The Mail Merge feature makes it easy to send the same letter to
a large number of people.

 By using Mail Merge, we don’t have to type each recipient’s

name separately in each letter.

 We need to proofread only the main document.

 It is economical and saves a lot of time.

 It is one of the fastest ways to produce hundreds of personalized

letters.

 It is easy to edit the letter as a single change made in the main

letter will be reflected in the letters meant for all other recipients.
 How can you create ten job application letters with same
contents for 10 different organizations or ten birthday invitation
letters for 10 of your friends with the help of Mail Merge in Ms
Word? Explain with the help of step to be followed.

1. Create a source document i.e job application

letters/birthday invitation.

2. Click on Mailings in the menu bar and then click on Start Mail
Merge.

3. Then click on Step by Step Mail Merge Wizard.

4. Then select the type of document on which you are working

on; in our case Letter and click on next option.
5. Then select the starting document; in our case, use the current
document and click on next option

6. Then select the recipients. You can either use the address of 10
different organizations from the Existing list or Type a new list. If you
choose the new list option then click on the Create option. Enter
the name, address, city etc of the different organizations and then
save the information as mdb files. Then click on next option.

7. Then add various items like Address block, Greeting Line etc on
the suitable location within the document. Then click on next
option

8. Then preview the letter and its different recipient and then Click
on next option to complete the merge process.

9. Finally you can print or edit the individuals letters

What is macro in MS Word?

 Macros enable you to automate routine

operations and tasks in Microsoft programs.

 A macro is a small program that records the

actions you take to complete a specific task, for
example, adjusting the page layout to a specific
format.

 You then run the macro to apply all of the

recorded actions in just a single click!
 Step in Macro using Ms word 2007
1. First click on View from the menu bar and then on
Macro

2. Then click on Record New Macro.

3. Then a dialogue box will appear. You type in the

Macro name i.e.Test

4. After that click on the keyboard icon

5. Enter the shortcut key you want to use in the "Press

new shortcut key" box i.e. press Ctrl+Z. This will be the
shortcut key you will be using to automate the task you
will record later
 Step in Macro using Ms word 2007 (Contd..)

5. Click on the assign button

6. After that click on close button to close the dialogue

box

7. You can now proceed recording the tasks you wanted

to do

8. Next, after you have done recording all the tasks that
needs to be done, you click on Stop Recording then you
can now use the shortcut key that you have just created
for repetitive times until you delete the recorded macro
Insert a Hyperlink

 You can hyperlink documents together so that

when someone read and see the link, they can
click on a hyperlink and it will take them to a
previous document that is referred to in the
instant document.

 Word hyperlinks feature makes it easy to link to

from one document to the other.
Steps in inserting a hyperlink
1. Select Insert → Hyperlink from the main menu.
The Insert Hyperlink dialog box will appear.

2. Enter the text you wish to display as your link in

the text to display: field

3. Choose among the various link option: Existing

File or Webpage, Place in this document,
create new document and email address

4. Enter the address or location to which link is

pointed

5. Click OK
 Thank You

Questions?