Word processing Tutorial

Word processing is the production, storage and manipulation of text on a computer or word processor. A word processor can be a machine or computer program used for producing, storing, manipulating, and formatting text entered via a keyboard and providing a printout. It follows then that a word processor enables a user to create and modify a document by entering commands and text (characters) via keyboard, store it electronically on a disk, display it on a screen, and print it via a printer. A text editor is a computer program (utility) that lets a user enter, edit, store, and usually print text (characters and numbers each encoded by the computer and arranged to have meaning to users or to other programs). A word processor computer program provides special capabilities beyond that of a text editor, such as the WordPad program that comes as part of Microsoft's Windows operating systems. It is content-free software and considered to be general purpose application software.

Features of word processors Of all computer applications word processing is the most common, used to create, edit, store and print documents. To perform word processing on a computer a special program, referred to as a word processor, and printer are required. Most word processors possess features that enable users to manipulate and format documents in more sophisticated ways. More advanced word processors are sometimes termed full-featured word processors. Features are listed herewith File management - capabilities that allow to create, delete, move, and search for files. What You See Is What You Get [WYSIWYG] - a document appears on the display screen exactly as it will look when printed. Preview facilities print preview Layout facilities Page size, margins, columns, breaks, Tabs, Indents, Line-spacing, Alignment, Headers and Footers, page numbering Editing facilities Search and Replace, Move, Copy, Cut, Paste Paragraph Font typeface (style), size, colour, bold, underline, italic, subscript and superscript Graphics Allows embedding of illustrations and graphs into a document. o Some word processors allow users to create illustrations; others allow illustrations produced by a different program. Cross reference Footnotes, endnotes Mail merge - Allows merging of text from one file into another file. o Particularly useful for generating many files that have the same format but different data. o Examples: Useful for generating mailing labels and form letters. Tables of contents, indexes - Automatic creation of a table of content; indexes are based on special codes inserted to the document. Communication facilities Email, Fax Statistics Word count, page count Built-in utilities - Spell checker, Dictionary, Thesaurus, Grammar checkers Review facilities Tracking, comments Macro - a character or word that represents a series of keystrokes. The keystrokes can represent text or commands. o The ability to define macros allows you to save yourself a lot of time by replacing common combinations of keystrokes.

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Word processing Tutorial

Microsoft Office Word (MS Word) is a word processor that assists in generating professional-looking documents by providing a comprehensive set of tools for creating and formatting documents in the Microsoft Office Fluent user interface. Features such as review, commenting, and comparison capabilities help quickly gather and manage feedback from colleagues. Advanced data integration ensures that documents stay connected to important sources of business information. As such it is general-purpose application software referred to as productivity tool that forms part of the Microsoft Office suite. MS Word 2007 Open software MS Word New document: Click the ribbon Office Button Click (select) option New from the drop-down menu; a dialog box titled New Document would appear. Do the following: In dialogue box New Document Templates lists Blank and Recent Ensure the Blank Document icon (command) is selected Click Create button.
Tabs Groups Commands (icons)
Document

Window (panel)

Tips for generating Word documents 1. Go to Page Layout tab Page Setup group. 2. Provide .page setup specifications you require; page themes are optional. 3. Return to Home tab. 4. While NOT complete: Enter text to document; format and style text as appropriate. 5. Go to Insert tab 6. While NOT complete: Go to the appropriate groups and insert objects 7. Go to other tabs if required. 8. Stop

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Word processing Tutorial

Export data Integrated software package or software suite facilitates the sharing of data across applications. NB.: Before executing export tasks, it is recommended to save a copy of your database solution. MS Access 2007 Open software and retrieve database named Elections04. Get Report: Go to navigation (object) pane Click (select) report object desired. Go to ribbon Click (select) External Data tab Word icon (command) in the export group. A dialog box titled Export- RTF file would appear. Do the following: Selecting destination for the data to export Ensure File name in text field corresponds with the report selected Specify export options check radio button option Open destination file after the export operation is complete Click OK button Dialog box closes and a Word document titled with the selected report name and rtf (rich text format) extension shall appear. The Word document can be modified to meet the set criteria of the question. Save document. Close Word software. A dialog box tilted Export RTF file would appear. Do the following: Save export steps Check option title Save export steps. Click Close button
Navigation pane Tab Icon (command) Dialog Box

See export data: reportQuery.rtf Page | 3

Word processing Tutorial

Security A security warning that certain content in database has been disabled MS Access 2007 Open software and retrieve database named Elections04. NOTE - Security Warning
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Actions To enable database content 1. Click Options button 2. See dialogue box titled Microsoft Office Security Options appear 3. Check (select) radio button Enable this content option 4. Click OK button Mail Merge Source document Automatic sourcing of pertinent details such as names, addresses - from a database for form letters, envelopes, etc. in order to facilitate distribution to multiple recipients. MS Access 2007 Open software and retrieve database named Elections04 Enable database content Open query: Go to navigation pane Right click on the report query object; a pop-up menu appears. Do the following: In pop-up menu Click (Select) option Design View. The query panel shall appear Go to Query Tools tab Click Make Table icon (command) in Query Type group; a dialog box titled Make Table would appear. Do the following: In Make Table dialog box. Enter table name in combo box titled Table name Ensure check of radio button option current database Click OK button Page | 4

Word processing Tutorial

Mail Merge - MS Access 2007 (cont.) Make Table: Go to Query Tools tab Click Run icon (command) in Results group; a message box titled Microsoft Office Access would appear. Do the following: In message box Click Yes button An object titled with the table name would appear in the navigation (object) pane Close query: Go to the panel title Right click Click (select) Close option from pop-up menu; a message box titled Microsoft Office Access would appear. Do the following: In message box Click No button The query is unchanged and panel is closed. Merge data with Microsoft Office Word document. Go to navigation (object) pane Click (select) table object desired in the navigation pane Export data: Go to ribbon Click External Data tab Click More icon (command) in the export group. Click (select) option Merge it with Microsoft Office from drop-down menu; a dialog box titled Microsoft Word Mail Merge Wizard would appear. Do the following: In dialogue box Microsoft Word Mail Merge Wizard Ensure checked (select) radio button to Link your data to an existing Microsoft word document Click OK button; a dialog box titled Select Microsoft Word document. Do the following: In dialogue box Select Microsoft Word document Search (browse) for Word document results01 Open document: Click (select) results01 Click Open button. Dialog box closes and Word document opens as a minimized window.
Object Tab Icon (command) Dialog box

Navigation pane

Tasks bar

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Word processing Tutorial

Mail Merge MS Word 2007 See document - Form letter
Tab Icon (command) Source document Mail Merge Panel

Button (command)

Open document: Click window (minimized) in tasks bar. Go to Mail Merge panel Ensure (select) Step 3 of 6 Edit source document: Click hyperlink Edit recipients list; a dialogue box titled Mail Merge Recipients Do following: In dialog box Mail Merge Recipients Refine list: Click hyperlink (Sort); a dialog box appear Filter and Sort o Sort fields: 1. Constituency name, 2. Party ID; order ascending o Filter field - Party ID = UPM Click OK button Return to source document: Click OK button

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Word processing Tutorial

Mail Merge MS Word 2007
Dialogue Box - Address Block Tab Icon (command) Address Block commands Mail Merge panel

Go to Mail Merge panel Ensure (select) Step 4 of 6 While NOT complete do: Write and insert fields Example 1: Place cursor at appropriate section of form letter Click hyperlink Address block; a dialogue box titled Insert Address Block appears Do following: In dialog box Insert Address Block o Refine Address: Click checkboxes for respective sections o Match Fields: Click Match Fields button; a dialog box titled Match Fields Click OK button Return to source document: Click OK button

Constituency field

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Word processing Tutorial

Mail Merge MS Word 2007
Office Button Tab Icon (command) Record navigator (next)

Go to Mail Merge panel Ensure (select) Step 5 of 6 While NOT complete do: Preview Results Examine document Traverse records: Click record navigator in Preview Results group Go to Mail Merge panel Ensure (select) Step 6 of 6 Finish and Merge: Click icon (command) finish & merge Merge document: Scroll down to view individual merged documents Save document. Stop ... End of Mail Merge.

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Word processing Tutorial

Word document - Ballot MS Word 2007
Page Layout Page Borders Page Layout Watermark Home Heading 2 Home Heading 3 Insert Table Insert Shape s

Page Layout Page Setup Two pages per sheet

Ribbon Keystrokes 1. Tab 2. Group 3. Command (icon)

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Word processing Tutorial

Word document results01 MS Word 2007
Insert Word Art Page Layout Column Insert Header Insert Date & time

Page Layout Breaks (Column)

Insert Text Box

Insert Footer

Ribbon Keystrokes 4. Tab 5. Group 6. Command (icon) NOTE Insert break: Click Breaks icon (command) Click column option from drop-down menu. Cursor should appear in right column for data entry. Leave space for inserting merge fields to letter.

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Word processing Tutorial

Word document Rich Text Format MS Word 2007
File name

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