COMPUTER SCIENCE – 11

Chapter 8
Word Processing
Contents
• Word Processing & Word Processor
• Text Editor
• Full-featured Word Processors
• Microsoft Word
• Entering & Editing Text
• Selection & Deletion
• Undo & Redo
• Formatting Document
• Character Formatting
• Paragraph Formatting
• Page Formatting
• Using Tables in Documents
• Printing a Document
• Using Text Boxes
• Using Graphics
Word Processing & Word
Processor
Q.1 What is meant by Word Processing?
Q.2 What is word processor? What are the advantages of word processor over
using a typewriter?
 Word Processing
• Word processing → Process of creating & editing a word document
• Includes formatting & printing documents in different ways
• Contain text, pictures/images, or different types of graphics
• Most commonly used in business organizations, government offices/agencies,
schools, and individuals for creating different types of documents
• Purpose of word processing
• Preparing Books
• Preparing Magazines
• Preparing Letters & different office documents
• Preparing Newspapers & Advertisements etc.
 Word Processor
• Word processor or word processing software → software used for word processing
• Provides a facility for creating & editing all kinds of documents
• Enables user to add images, charts, and graphics
• Can be used for creating documents for publishing on web
• Word processing software → Microsoft Word (or MS Word)
Advantages of Word Processor over Typewriter
• Typewriter
- Once document created on paper → cannot be edited again
- No facility for formatting documents etc.
- Images are manually inserted in document
• Word Processor
+ Make changes without retyping entire document
+ Easily correct typing mistakes
+ Easily delete text from document
+ Easy to insert a word, sentence, or paragraph in the middle (or any location) of a document
+ Easily shift a portion of a document from one place to another → within a document, or between
different documents
+ Send document to a printer to get a hardcopy
+ Many hard copies can be created
Text Editor
Q.3 What is text editor or simple word processor? Describe its basic features.
 Text Editor
• Text Editor → word processor that provides only basic features for creating &
editing a document
• Simple word processor
• Used for creating & editing simple word documents
• Text Editors → WordPad & NotePad
Basic Features of Text Editor
• Insert Text → allows to insert text anywhere
• Delete Text → allows to delete selected characters, words, lines, or paragraphs
• Copy → allows to copy selected text into a clipboard
• Cut → allows to move selected text into a clipboard
• Selected text removed from document
• Feature used → if to remove text from one place to another
• Paste → allows to paste (insert) text or item from clipboard into specified location
 Text Editor
Basic Features of Text Editor
• Page Size & Margin
• Allows user to define various page sizes & margins
• Automatically re-adjust text according to page size & margins
• Search & Replace
• Allows user to search a particular word or text
• Can also replace a word or text with another
• Word Wrap
• During text entering, cursor automatically shifts to next line when reaches right margin
• Text "wraps around" to next line
• No need to hit Enter key after typing one line
• Also re-adjust text if user changes margins
• Save → allows user to store document permanently on disk for later use
• Print → allows user to send a document to a printer to make its hardcopy
Full-featured Word Processors
Q.4 What is the full-featured Word Processor? Describe its important features.
 Full-featured Word Processors
• Most Word processors support additional advanced features in addition to basic features
provided by text editors
• Enable users for creating & editing high-quality documents
• Full-Featured Word Processors →Microsoft Word
Features of Full-Featured Word Processors
• File Management
• File management capabilities that can be used to create, delete, move, and search files
• Font Specifications
• Allows user to change fonts within a document
• Appearance of text → font or typeface
• Footnotes & Cross-References
• Allows user to add footnotes
• Footnote → added at bottom of page
• Also enables to easily cross-reference other sections of the document
• Graphics
• Allows user to insert pictures & graphs
• Some provide facility to create & edit pictures & graphics
• Some provide facility to insert pictures created in different graphics programs
 Full-featured Word Processors
Features of Full-Featured Word Processors
• Headers & Footers
• Allows user to specify information for headers & footers
• Header → information added at the top of each page
• Footer → information added at the bottom of each page
• Page Numbering
• Automatically keeps track of page numbers so that correct number appears on each page
• Layout
• Allows user to specify page sizes, margins, indents, line spacing within a document
• Macros
• Macros can be created in Word processor
• Macro → sequence of commands or other actions
• Frequently used commands are recorded as a macro
• Shortcut key is assigned to it
• Commands in macro executed → when shortcut key assigned is pressed
• Speed up editing or formatting process
• Mail Merge
• Provides a shortcut method to create form letters, mailing labels, envelopes, etc.
• For example: to send result cards to all students of a college → mail-merge method is used
 Full-featured Word Processors
Features of Full-Featured Word Processors
• Spell Checker
• Allows user to check incorrect spelling of words & correct these incorrect words
• Highlights misspelled word
• Thesaurus
• Thesaurus → means vocabulary
• Advanced Word processor has a complete dictionary
• User can select a simple word for a difficult word from a list of alternate words
• Tables of Contents and Indexes
• Allows user to automatically create a table of contents & index based on special codes that user inserts
• Document Windows
• Allows user to edit two or more documents at the same time
• Each document appears in a separate window
• Particularly valuable where working on a large project that consists of several different document files
• WYSIWYG
• WYSIWYG → What You See Is What You Get
• Printed copy will be similar as appears in document window
Microsoft Word
Q.5 How is the Microsoft Word launched or loaded?
Q.6 Briefly describe the Word Processor’s Interface.
 Loading Microsoft Word
• Loaded or started by using different ways
• Common way → by using Start Menu
Procedure to start Microsoft Word
• Click Start Button to display Start menu
• Select Programs option from Start menu → submenu will appear
• Point Microsoft Word in Programs menu &
click mouse
• When Microsoft Word successfully loaded
→window appears with blank document
• Window has various elements → used for
different purposes during creating and
editing a document
 Word Processor’s Interface
• Represents the way through which user can interact with Word processor
• Consists of main editing window
• Displays a document & several tools for editing
• Tools, to work with document, are grouped together in different toolbars
• Title Bar
• Topmost bar of application window
• Displays name of program (i.e. Microsoft Word) & name of the document
• Menu Bar
• Commands used to perform different tasks during creating or editing documents → grouped
together under Menu bar
• For example: File menu → contains commands to open, save, and print documents, etc.
• Standard Toolbar
• Contains shortcut command buttons for performing commonly used tasks
• Tasks → opening & saving documents, copying, and moving information, etc.
• Formatting Toolbar
• Contains formatting command buttons & options
• Buttons or options → used to apply commonly used text formats
 Word Processor’s Interface
• Ruler
• Shows margins, position of tabs, indents, & other elements of the page
• Used to adjust margins, set tabs, change paragraph indents, etc. by using the mouse
• Document Window
• Rectangular portion of screen → user views, enters & edits a document
• Main component of a word processor interface
• Contains all other tools or components also
• Status Bar
• Status bar → Bar at the bottom of the Microsoft Word Window
• Displays basic information about the status of the document
• For example: basic information → position of cursor, total pages of document, and page number of
current page being displayed, mode of insertion, etc.
• Task Pane
• Task Pane appears on right side of document window
• Gives access to most commonly used commands
• Commands inside Task Pane → may change during performing different operations
Entering & Editing Text
Q.7 What do you mean by entering and editing text in a word processor?
Q.8 Describe the typing modes in the Word processor.
 Entering Text
• Entering Text, Inserting Text → Process of typing new text in a document
• New text is typed at cursor position
• Cursor → small blinking vertical bar → Insertion point
• Represents position where new text will be inserted or written
• To insert new text → position cursor at the location where to insert
• When text is typed (from keyboard) → it appears & cursor automatically
moves towards right
• On reaching end of the line → cursor automatically moves to the start of next
line
 Editing Text
• Word processing software provides facility to change text without retyping
the entire document (Unlike typewriter)
• Editing document → process of changing an existing document
• Insertion Mode
• Used to insert new text in existing document
• When text typed at cursor position → existing text at right of cursor moves forward to
make space for new text
• Default mode of Microsoft Word
• Overtype Mode
• Existing text at right of cursor is overwritten when new text is typed
• To change from Insert mode to Overtype mode
• Press Insert key on keyboard
• [OVR] indicator on Status bar will be highlighted
• To change to Insert mode from Overtype mode
• Press Insert key again
Selection & Deletion
Q.9 Why the text/graphics is selected in a word document?
Q.10 What is meant by deleting or Erasing Text?
 Selection in Word
• Most of operations are performed on selected text
• Operations → formatting text, copying text, deleting text, or changing any
attribute of the text, etc.
• So, select text before applying commands for such operations
• Selection of text
• Drag mouse over desired text while keeping left mouse button pressed
• OR
• By holding down SHIFT key while using arrow keys or other navigation keys
 Deleting Text
• Deleting Text, Erasing text → Removing text from document
• Del & Backspace keys → used to delete text/graphics from document
• Del key →deletes character to right of the cursor
• Backspace key → deletes character to left of the cursor
• Del & Backspace keys → delete just one character at a time
• To erase multiple characters → first select, then press Del key
• Deleted text not placed into clipboard
Undo & Redo
Q.11 Describe the Undo and Redo commands.
 Undo & Redo
• Can cancel or re-cancel most recent actions that were performed in current
document
• Actions → copy/cut, paste, delete, formatting text, etc.
• Canceled or re-canceled → order in which they are performed
• Once document closed then opened again
• previous actions performed cannot be canceled or re-canceled
Undo Command
• Used to cancel an action
• Each time Undo is applied → last action is canceled
• Procedure to apply Undo command
• Click Edit menu on Menu bar
• Select Undo command from Edit menu
• OR Click Undo icon on Standard Toolbar
• OR Press Ctrl + Z
 Undo & Redo
Redo Command
• Used to cancel an Undo command action
• Each time Redo is applied → last Undo command action is canceled
• Procedure to apply REDO command
• Click Edit menu on Menu bar
• Select Repeat command from Edit Menu
• OR Click REDO icon on Standard Toolbar
• OR Press Ctrl + Y
Formatting Document
Q.12 What is meant by formatting a document?
 Formatting Document
• Process of changing appearance of document
• Can format a single character, word, line, paragraph, or the whole document
• Document is formatted to make it more attractive & beautiful
• All word processing programs → have document formatting features
• Formatting toolbar, easiest way to change different attributes of text
• Types of Document Formatting
• Character Formatting
• Paragraph Formatting
• Page Formatting
Character Formatting
Q.13 What is character formatting? Explain the font and its types.
Q.14 Explain the characteristics of the font.
 Character Formatting
• Changing appearance of individual characters or text
• Changing text font, font size, font style, and characters spacing, etc.
Font
• Font → appearance of text in document, typeface
• Fonts have different names such as "Times New Roman", "Arial" etc.
• Same text in different fonts has different appearances
• PAKMAN → Times New Roman
• PAKMAN → Arial
Type of Fonts
• Serif Fonts
• Have extra decorative lines (or curls) at upper & lower ends
• Example → Times New Roman category of font.
• Sans-Serif Fonts
• Have no extra decorative lines (or curls) at upper & lower ends
• Example → Arial category of font
 Characteristics of Font
• Font Size
• Measured in points
• 1 inch → 72 points
• Default size → 10 points
• Common font size used in business documents → 12-points type
• Can be set from formatting toolbar
• Font Style
• Used to bold, italicize, & underline text
• Formatting toolbar contains separate buttons for all of these options
• Font Color
• Used to change color of text
• More effects
• strikethrough, shadow, and outline, etc.
Paragraph Formatting
Q.15 What is meant by paragraph and paragraph formatting?
Q.16 Describe the important attributes or features of paragraph formatting.
 Paragraph Formatting
• Paragraph → a group of sentences
• In Word processor → New paragraph is inserted when Enter key is pressed
• A word document may contain multiple paragraphs
Formatting Paragraph
• Formatting applied to a paragraph
• Includes line spacing, paragraph spacing, paragraph indents, paragraph alignments, tab stops,
borders, and shadings, etc.
• Paragraph formatting done → using paragraph dialog box, horizontal, and vertical
Ruler elements
• Place cursor within paragraph
• Select Paragraph command from Format menu → dialog box appear
• Select your required options
• Indentation (left and right)
• Special paragraph spacing (none, first line indent, hanging indent)
• Spacing before or after the paragraph
• Line Spacing (single, 1.5, double), etc.
 Attributes of Paragraph Formatting
(i) Line Spacing
• White space between two adjusts lines of a paragraph
• Space between lines of text in a paragraph
• Single-spaced, double-spaced or can be set to any spacing
• Default setting → single-spaced
(ii) Paragraph Spacing
• White space before and after the paragraph
• By default → same as line spacing but can be changed
(iii) Margins
• White spaces around top, left, right, and bottom of document page
• Boundaries of text
• Text cannot cross boundaries
• All four margins (top, bottom, left, and right) can be same or different
 Attributes of Paragraph Formatting
(iv) Indents
• White space between page margin & text in a paragraph
• Indentations are applied to set margins of selected paragraph
• Can be changed using Paragraph dialog box & Horizontal Ruler
(v) Text Alignment
• Arrangement of lines of text with respect to left & right margins
• Alignment options → left, right, center, and justified
• Paragraph alignment icons or buttons on Formatting Toolbar can be used to align text
• → align text to the left margin.
• → align text to the right margin.
• → center the line or paragraph.
• → align text along both left & right margins
(vi) Adjusting Tabs
• To accurately move insertion point to a specified horizontal distance with one keystroke
• Tab stop → position in document usually measured from left to right
• Keyboard’s Tab key → moves insertion point (Cursor) forward, to the right, until it encounters a tab stop
Page Formatting
Q.17 What is page formatting? Describe the main features of page formatting.
 Page Formatting
• Layout of page when it is printed on printer
• Includes page size, page orientation, headers, and footers, etc. and many more
Features of Page Formatting
1- Page Size 2- Page Orientation
• Length & width of a page • Direction in which a document is printed on paper
• Can set page size according to our own choice through the printer
• Changing page size can disturb formatting of whole • Portrait
document • Selected to print document along length of
• Recommended to set the page size of document the paper
before formatting it • Default orientation for printing
• Most documents or letters are printed in
3- Headers and Footers portrait orientation
• Header → information added to top of every page • Landscape
of document • Selected to print document along width of the
• Includes page number & document title paper
• Footer → information added to bottom of each • Table with a large number of columns is often
page of document printed in landscape orientation
 Setting Page Size & Orientation
• Procedure to set page size & orientation
• Click File menu on Menu bar
• Choose Page Setup from File menu → Page Setup dialog box appear
• Click Paper Size tab to display paper size & orientation options
• Select paper size
• either by specifying its width & height
• OR choose predefined standard paper sizes → legal, A4, letter, etc.
• Choose page orientation (Portrait OR Landscape)
• Click OK button to apply settings
 Applying Headers & Footers
• Procedure to insert header or footer
• Click View menu on Menu bar
• Select Header and Footer from View menu → Header and Footer Toolbar appear
• Header and footer sections are also activated
• Type Information for Header and Footer one by one
• Select other options if required and click Close button of Toolbar
 Inserting Page Numbers
• Can very easily arrange printed pages if page numbers are given
• otherwise sorting of pages may become difficult
• Page numbers inserted → into header or footer section
• Procedure to insert page numbers
• Click Insert menu on Menu bar
• Select Page Numbers →Page Numbers dialog box appear
• Select position for page numbers from Position dropdown list box
• For example → select Top of page (header) or Bottom of page (footer)
• Select alignment of page numbers from Alignment dropdown list box
• For example → select "Right" to insert page numbers at right of top or bottom of page
• Click Format button to set format of page number & select required options for page
numbers
• Click Ok button to apply settings
 Columns
• Text of a word document can be arranged into multiple columns
• Number of columns → depends upon size of paper
• Example → newspapers, and some magazines →text appears column form
• Columns → useful format for certain types of documents
• Easy to make columns of the text → MS Word
• Procedure to create columns
• Select text whose columns are to be created
• Click Format menu on Menu bar
• Select Columns command → Columns dialog box will appear
• Select number of columns, width of each column and space between columns
• Click OK button
Using Tables in Documents
Q.22 What is a table? How it is created in a word document?
 Using Tables in Documents
• Table is used to organize information in rows and columns
• Table → combination of rows and columns
• Cell → intersection of a row and column
• Data is written into cells
• Useful for arranging images and text on a page
• Procedure to insert or create a table by using menu bar
• Place insertion point at position where table is to be inserted
• Click Table menu from Menu bar → dropdown menu will appear
• Select Insert from Table menu → submenu will appear
• Select Table from submenu → Insert Table dialog box will appear
• Enter number of columns & number of rows
• Click on AutoFormat button for applying a predefined format to table
• Table AutoFormat dialog box will appear
• Select an appropriate format from dialog box & then click Ok button to apply format
• Use of this step is optional
• Click Ok button of Insert Table dialog box
 Inserting Rows and Columns
• Once a table is created →additional rows & columns can be inserted
• New row or column can be inserted anywhere into the table
• Inserting Rows
• Procedure to insert a new row by menu bar
• Place mouse pointer in row, where a new row is to be inserted
• Select Insert from Table menu → submenu will appear
• Select an appropriate option from Insert submenu
• For example → select a row option to insert a row above or below selected row
• Inserting Columns
• Procedure to insert a new column by menu bar
• Place mouse pointer in column, where a new column is to be inserted
• Select Insert from Table menu → submenu will appear
• Select an appropriate option from Insert submenu
• For example →select Columns to the Right option to insert a new column to right of selected
column
 Resizing & Moving Table
Resizing a Table
• Procedure to resize a table
• Place mouse pointer over table → resize handle will appear on right bottom corner
of table
• Place mouse pointer over resize handle → mouse pointer change its shape
• Drag resize handle to change table size
Moving a Table
• Procedure to move a table
• Place mouse pointer over table → move handle will appear on left top corner of
table
• Place mouse pointer over move handle → mouse pointer change its shape
• Drag move handle to change table location
Printing a Document
Q.25 What is meant by printing a document? Write the procedure to print the
document on the printer.
 Printing a Document
• Once document created → can be printed on paper through printer
• All word processors provide facility for printing a document
• Procedure to print a document on printer
• Select Print command from File menu
• OR Press keyboard shortcut Ctrl + P
• Print dialog box will appear with various options
• such as pages to be printed
• number of copies to be printed etc.
• Select your required options & click Ok button
• If Print icon is clicked → whole document is sent to printer
• Print dialog box is not displayed
• One copy of whole document is printed
Using Text Boxes
Q.26 What is the use of text boxes in MS Word?
 Using Text Boxes
• Rectangular box
• Text or image is inserted into text box
• Can be set at any location in document
• Text box along text can be moved around the page
• User can resize text box, apply border & shade to it, alignment, and
orientation of text inside it
• Procedure to create a Text box
• Select Text Box command from Insert menu
• OR by just clicking Text Box icon from drawing toolbar
• Cursor shape changes as ‘’
• Move cursor to position, where text box is to be created, then click and drag mouse by
holding left mouse button
• Text box will be created
• Type text into text box or insert any other image
Using Graphics
Q.27 What are the uses of graphics in Word processor? Explain types/categories
of graphics? Write the procedure to insert a picture into the document.
Q.28 What are the uses of the picture toolbar?
Q.29 Describe Drawing Tools in Word for creating vector images.
Q.30 What are AutoShapes?
Q.31 What is WordArt? How Word Art object is inserted in the document and
edited?
 Using Graphics
• Graphics → used to make document more meaningful & attractive
• Almost all Word processors → provide facility to use graphics
• MS Word → provides many tools for manipulating graphics
Types of Graphics
(i) Bitmap Graphics
• Pixels → consist of small dot patterns
• Possible to edit each individual pixel
• File size → often very large
• Example → painted pictures
(ii) Vector Graphics
• Consist of points that are connected with lines and curves to form different shapes
• Shapes → can be edited by moving points
• Considered as drawings
• File size → often very small than bitmap graphics
• Example → line charts
 Inserting Picture into the Document
• Examples → scanned pictures, photographs, bitmaps, etc.
• Can be inserted & modify by using Picture toolbar
• Procedure to insert a picture stored in a file
• Choose Picture from Insert menu and then choose From File option
• Insert Picture dialog box will appear
• Locate image file & select it
• Click Insert button of dialog box
 Picture Toolbar
• Picture toolbar → available in MS Word to work with pictures
• Accessed: by selecting View  Toolbars  Picture
• Picture toolbar will appear
• Contains many options to manipulate a picture
• shape, color, brightness, and size, etc. of the picture can be changed
 Drawing Tools for Creating Vector Graphics
• MS Word provides drawing tools for creating vector graphics
• Vector graphics → lines, arcs, etc.
• Any shape can be drawn according to our own choice
• Drawing toolbar contains many options for drawing lines and shapes
• Consists of buttons/icons for creating & inserting different graphics
• Graphics → lines, circles, rectangles, text boxes, WordArt, and AutoShapes
• Also has tools for editing and formatting the graphics
• To display Drawing toolbar
• Click Drawing icon on standard toolbar
• Drawing toolbar will appear
• Besides drawing tool → MS Word provides basic shapes
• Basic shapes → rectangle, and circle, etc.
 AutoShapes
• MS Word provides many basic shapes that can be inserted
• Basic shapes → AutoShapes
• Shapes → geometrical shapes, arrows, flowchart symbols, stars, and banners
• AutoShapes toolbar allows user to insert AutoShapes
• Procedure to add an AutoShape
• Click AutoShapes on Drawing toolbar
• Popup menu with different options for AutoShapes will appear
• Point to a category, and then click shape to be inserted
• Mouse pointer changes to move shape (+).
• Drag mouse to draw selected shape
• OR
• To insert a shape with a predefined size, click document
• Selected shape will be inserted
 WordArt Graphics
• WordArt → work of art
• Can be done in MS word → convert text into an image
• WordArt feature → used to turn ordinary text into graphics objects
• Can be converted into a variety of shapes by rotating, adding shades, colors,
borders, shadows, etc.
• Procedure to insert a WordArt object
• Click on Insert WordArt icon on Drawing toolbar
• OR Choose WordArt from Picture submenu
• WordArt Gallery will appear
 WordArt Graphics
• Choose a required text effect and click OK
• Edit WordArt Text dialog box will appear
• Enter text in Text: window
• choose options for font type, style, and size
• Click OK
 Editing a WordArt Graphic
• Once effect is created using WordArt → can be edited just like any other
graphic object
• Word processor provides Word Art toolbar
• appears → select a Word Art object
• Procedure to edit a WordArt
• Select WordArt object → WordArt toolbar will appear
• Click Edit Text… option on toolbar
• Edit WordArt text dialog box will appear
• Change text and click Ok button of the dialog box
For more details, refers to

PM Series

Computer Science
ICS Part-1

by
CM Aslam, Aqsa Aslam, Mudassir Ahmad & Atif Mansoor

Publisher: Majeed Sons