04 Word processing

I have to prepare a letter. Do

you know how to prepare a
letter using a computer?
Is there any word
processing software in
your computer?

Word processing software?

What’s that?

4.1 Let’s identify Word Processing

Composing, editing (manipulating) and/or storing a text based document in any

style is called word processing.

A word processor can be any tool from a simple pencil to a complicated computer
software.

Exercise 1 : see Workbook 4.1

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 History of Word Processing
Composing letters and documents started a long time ago. It started with writing
using objects such as leaves, stone chips and skin and developed so rapidly as to use
a computer software to prepare a document by now.
Writing using various objects that were
available in the environment.
(leaves, skin, stone chips etc..)

Invention of paper and composing

books by copy writing manually

Use of wood blocks and clay blocks for

printing

Invention of the printing machine

Invention of the manual typewriter

Invention of the electric/electronic typewriter

Use of computer for word processing

Special landmarks in the use of computer for word processing

word processing (Decade 1960) processing programme (1979)

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 4.2 Let’s learn about Word Processing Software

creating a document, editing its content, modifying (formatting) its colour or style
and sometimes printing it in different styles.
Examples for word processing software

Word Writer
Corel Word Perfect

iWork Pages

Benefits of a word
processing
software Creating a document Saving (storing) for
future retrieval
Printing a Search text in the
document document

Formatting
(editing) of
document
Word Count
Display spelling & grammar
Printing a several
errors and give a chance for
copies
correction

Exercise 2 : see Workbook 4.2

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 4.3 Let’s learn about the Keyboard
It is essential to know how to use a keyboard when preparing a document with a
word processing software. By practising to use the computer keyboard correctly,

Typical Keyboard
The keys in the keyboard can be divided into several groups based on the function.

Control keys Esc F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12

Print
Screen Scroll
Sys Rq Lock
Pause
Break

Function keys ! " £ $ % & * ( ) _ + Back space

>

Page Num
- Insert Home
1 2 3 4 5 6 7 8 9 0 = Up Lock

Character keys Q W E U O
{ } Page 7 8 9
Tab R T Y I P [ ] Enter
Delete End
Down Home Pg Up

: ~
A S D F G H J K L @ 4 5 6
Navigation keys
Caps Lock
; ' #
< > ? 1 2 3
shift
\ Z X C V B N M , . /
shift End Pg Dn

Numeric keypad Ctrl Alt Spacebar Alt Gr Ctrl

0
Ins
Del
Enter

Figure 4.1 Key arrangement on a typical keyboard

Control These keys are used alone or in combination with other

Keys) keys to perform certain actions. The most frequently used
control keys are Ctrl, Alt and Esc.

Character
Keys These keys are used to type in letters, numbers, punctuation
marks and symbols when preparing a document.

Function
Keys functionality of these keys may differ from programme to
programme.

Navigation These keys are used for moving around on a webpage and
Keys for editing text. They include the arrow keys, Home, End,
Page Up, Page Down, Delete and Insert keys.

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 Numeric
Keypad The numeric keypad is used to enter numbers quickly.

How the keys are arranged in a typical keyboard is shown in Figure 4.1. It is also
known as QWERTY keyboard considering the design for alphabets. In some cases,
keyboards that are slightly different from this type of keyboard are also available.

Use of Caps Lock key

When the Caps Lock key
is pressed once capital
letter's are typed. When it
is necessary to type normal
Caps Lock
letters, press the caps lock key
key
again.

shift
shift
key shift
shift key

• Press Caps Lock key once space , C, D

• Press Caps Lock key again space a, c, d

Use of Shift Key

There are two shift keys on the right and left sides of the keyboard. When + A A
letter keys are pressed while keeping the shift key pressed, English capital
letters are typed. Similarly when other keys are pressed while keeping the shift ?
+ / ?
key pressed, the symbol on the top of the key is typed.

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 Space bar – It is used to create an empty space between two words. If pressed once, a single space is created and if
pressed twice, two spaces are created and so on.
eg:-
Pressing once
Thank you
Pressing twice
Thank you
Tab key – It creates a somewhat big space between two words. Pressing the tab key once creates a single space and
pressing it twice creates two spaces and so on.
eg:
Pressing once
Thank you
Pressing twice
Thank you
Enter key – Pressing the enter key once, moves the cursor down to the next line.
eg:
Pressing once Thank
you

Arrow keys – It moves the cursor up, down, left or right on the screen.
Backspace key – When pressed once, it deletes any character, space, number or any other object to the left of the cursor.
(cursor’s current position)

Exercise 3 : see Workbook 4.3

4.4 Let’s use the Keyboard correctly

Sitting with the correct posture

As you learned in Grade 6, computer typing can be more
successful, when you sit with the correct posture in front of the
computer. Improper sitting will cause pain in the hands, neck,
back and in other joints.

Placing the Keyboard in the right place

When sitting for typing, it is essential to keep the body right
in front of the space bar of the keyboard. So that, it will enable
the user to manipulate all the keys in the keyboard more
conveniently.

Refrain from keeping the wrist or palm on the table

It is to be noted that while typing on the keyboard, both hands should
be raised above the keys of the keyboard. (hands should not touch
the keyboard or the table). So that, it will prevent numbness and pain

long run.
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 Pressing the keys softly

character, number or symbol. Pressing a key with force is

inconveniences and the keys in the keyboard may warn out

sooner as well.

Giving rest to both hands while not engaged in typing

While working on the computer, it is essential to give a rest
to both hands in circumstances where you are not engaged in
typing. In such occasions, both hands can be kept freely on the
table or the lap.

Exercise 4: see Workbook 4.4

4.5 Let’s create a Document using the Keyboard

Before creating a document,

it is necessary to know how
to use a computer keyboard
correctly
we need out of many
letters on the keyboard?

Before creating a document, one should have a good understanding about how
hands should be kept on the keyboard and manipulate keys.

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It is essential to follow the measures given below in order to gain correct computer
keyboard skills.

left hand right hand

~ % _
! @ # $ & *
>

( ) +
- Delete s
` 1 2 3 4 5 6 7 8 9 0 = A D F G H J K L

Tab Q W E R T Y U I O P { } l
[ ] \
A S D F G H J K L : "
Caps ; , Enter

Z X C V B N M < > ?
Shift , . /
Shift

Ctrl Alt Alt Ctrl

• Use fingers of both hands and always start typing having placed both hands on
the correct row of the keyboard.(as shown in the picture)

• Use appropriate keys for the appropriate fingers.

~ ! @ # $ % & ( ) _ +
>

* delete
` 1 2 3 4 5 6 7 8 9 0 - =

tab Q W E R T Y U I O P { [
} ]
I
\

caps lock A S D F G H J K L :
; ",
enter

shift Z X C V B N M ,
<
.> ?
/ shift

ctrl opt ent

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 Touch typing
The act of typing quickly and accurately without looking at the keys is
called touch typing.

4.6 Use of typing Tutor Software

software can be shown as the most suitable and the easiest way (method) to learn
touch typing.

edit
documents
easily accuracy –
speed – can
minimize
type very
errors in the
quickly
document

health – it
time –
prevents
time can be
prolonged
saved.
bone diseases
(illnesses)
decrease
job prospects fatigue – it
– typing speed of learning reduces both
is required touch typing mental and
for some accurately. physical fatigue
positions

Exercise 5: see Workbook 4.5

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Meanwhile, some examples for typing tutor software that can be downloaded freely
from the internet and their web addresses (URLs) are shown below.

Software Downloadable web address

Rapid Typing Tutor

http://www.rapidtyping.com/downloads.html

TIPP10

Typefaster

http://www.typefastertypingtutor.com/

Exercise 6 : see Workbook 4.6

Basically the keyboard has been produced for English language. However,
various techniques have been introduced into this keyboard for different
nationals to type (in) their own language through this keyboard. In our
country, Sinhala and Tamil keyboards are widely used.

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 Using Sinhala and Tamil Keyboard

Using Sinhala keyboard

Sinhala keyboards can be seen in two types based on the manner of entering Sinhala
letters.
Sinhala keyboard

Standard Sinhala

Sinhala characters can be entered to the computer both by character keys located in
the keyboard and by phonetics keys too.
• Use of Standard Sinhala Keyboard
In this model, it is essential to remember the location of keys on the keyboard.
This Sinhala keyboard is used (operated) in present computers and other data
communication devices as well. This model is used in Unicode system too.

@ # $ % * _ + Bk Spc
>

! & ( )

1 2 3 4 5 6 7 8 9 0 - =

Tab Q W E R T Y U I O P { }
[ ] \

Lock A S D F G H J K L Enter

Shift Z X C V B N M < > ? Shift

/

Space

Figure 4.3 – Standard Sinhala Keyboard (Wijesekara Sinhala Keyboard)

• Phonetics Keyboard
This is somewhat an easy method and the keyboard can be used according to Sinhala
sounds (based on Sinhala sound). Therefore it is not necessary to know the location
of the appropriate letters. You can send SMS messages in mobile phone using this
method. Therefore, you are already familiar with this method.

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 Figure 4.4 - Sinhala Phonetics Keyboard

Use of Tamil Keyboard

Unicode keyboard is mostly used when typing in Tamil letters.

Figure 4.5 - Tamil Phonetics Keyboard

To read a letter prepared by using Unicode font, it is not necessary to have

installed Unicode font in the computer of the user. However, to read a
letter prepared by using a font other than Unicode font, the relevant font
should have been installed in the computer of the user (user’s computer).
The Unicode font is an open source software. So it can be downloaded
freely from the internet.
In addition to Unicode font, several other fonts such as FMBindumathi,
FMAbhaya etc.. can be used to type in Sinhala letters while several other

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 Exercise 7 : See Workbook 4.7

Summary

³ Creation of letters and documents needed in day to day life easily is called
word processing.
³ Skill to use the keyboard correctly is essential in word processing through the
computer.
³ The keyboard that we use normally (day to day) is identified as QWERTY
keyboard.
³ The QWERTY keyboard can also be used for other languages such as Sinhala
and Tamil.
³ The Typing Tutor software can be used to practice the use of keyboard correctly.

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