IT TOOLS APPLICATION MODULE 2 (WORD PROCESSING)

I. INTRODUCTION TO WORD PROCESSING

 The term “word processing” means writing, editing and production of documents as letters,
reports and books, through the use of a computer program or a computer system.
 Most people, who use a computer, commonly use word processing tools.
 The word processing software allows user to create text documents that includes pictures and
drawings.
 Microsoft word is a versatile, easy-to-use word processing program.

II. WHAT A USER CAN DO WITH MS WORD?

 A word processor enables users to
- Create documents like letters, resume, letter heads & business usage.
- Store it electronically on a disk.
- Enter and modify characters using keyboard and print with the help of printer.
 The Word processor has different variety of uses and applications within the business circle,
home and education departments.
 It saves time of the user and enhances do

III. THE ADVANTAGE OF USING MICROSOFT WORD

 MS word has many features like highlight, table creation, justify, fonts, paragraph, bullets
and numbering, editing the document, adding pictures and graphs, creating group letters,
spelling and grammar check etc.

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IV. OPENING A WORD PROCESSING PACKAGE

 The word processing package can be opened in many ways, some of them are
 Single click the word icon on the task bar.
 Double click the word icon on the Desktop.
 If the word icon is not on the Taskbar or Desktop, users can access it by clicking
Start → All Programs → Microsoft Office → Microsoft Office Word 2010.

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V. HOW TO OPEN AN EXISTING DOCUMENT

 Under File Menu, click Open.

 It will navigate the user to the Open window.

 From file list, select All Word Document.
 Choose the drive and folder from which the file needs to be opened.
 Choose the desired file to be opened and then click Open or just double click on the file
to be opened.

VI. SAVING A DOCUMENT

 Saving a document is the process of applying the modifications to the original word
document.
 It is simply done with the keyboard shortcut CTRL+S or by clicking SAVE icon .
 Whenever the user creates or edits a document, it is stored in the temporary memory until
the user saves the document permanently.
 The data can be lost if a power failure or computer hardware problem occurs.

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 So, it is always good practice to save the work frequently.

 In the word software, user can use either the Save or Save As command to save a
document.
 Some guidelines about saving documents in word

 Use Save option to save a document for the first time.

 Use Save As to save an existing document under a new name. Save As creates an
entirely new file and leaves the original document unchanged.
 Use Save to update an existing document

 The first step in saving a document for future use is to assign a file name. The rules for
naming documents are
 File names can contain up to 260 characters, including the drive letter, the folder
name and extension.
 The following characters cannot be used in a file name: /\
can include uppercase letters, lowercase letters, or a combination of both.
 They can also include spaces.
 Before saving a new document, decide as where to save it.
 Word saves documents in the current drive and folder, when the location is not specified.
 Under File menu click Save As.


place by selecting the New Folder option in the Save As dialog box.

 Then choose the file type and type the file name in the File name text box, and then click
Save button.
 After the document is saved in the desired location, if user wish to save the edited content
again, they should use the Save button from File Menu or Ctrl+S to save the edited text.

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VII. CLOSING A DOCUMENT

 After finishing the work on a document then the user needs to save it and then close the
document, and he can open another document or exit the Word.
 The easiest ways to close a document and exit Word are
 Click the Close button in the upper right corner of the Word window.
 Choose the Close command from the File tab.
 The Keyboard shortcuts to close word are
 Press Ctrl + W to close a document.
 Press Alt + F4 to exit Word.
VIII. TEXT SELECTION
 Selecting text is a basic technique that makes revising documents easy.
 When text is selected, that area of the document is called selection, and it appears as a
highlighted block of text.
 A selection can be a character, group of characters, word, sentence, or paragraph or the
whole document.
 User can select the text in several ways, depending on the size of the area you want to
select
IX. TEXT SELECTION METHOD
 Select the text by dragging the mouse over the desired text while keeping the left mouse
button depressed, or hold down the SHIFT key on the keyboard while using the arrow
buttons to highlight the text.
 The following information contains shortcuts for selecting a portion of the text
 Whole word → double-click within the word.
 Whole paragraph → triple-click within the paragraph.
 Several words or lines → drag the mouse over the words or hold down SHIFT
while using the arrow keys.
 Entire document, choose → Edit | Select | Select All from the Ribbon, or press
Ctrl+ A.
 In Word, user can select noncontiguous text by keeping Ctrl button depressed
and then selecting the text with mouse
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X. EDITING TEXT
 Using the word, user can quickly and painlessly edit text you which have already typed.
 There are many ways to edit content in a document.
 Some options are as listed below
 Tying and Inserting Text
 Inserting Additional text
 Copy and Paste text
 Deleting Blocks of text
 Undo and Redo changes
XI. TYPING AND INSERTING TEXT
 To Edit the text, just start typing, the text will appear where the blinking cursor is located.
 Move the cursor by using the arrow buttons on the keyboard or positioning the mouse
and clicking the left button.
 The keyboard shortcuts listed below are also helpful while typing the text in a document.
 Beginning of the line → HOME key
 End of the line → END key

END key

XII. INSERTING ADDITIONAL TEXT

 Text can be inserted in a document at any point using any of the following methods
 Type Text
 Copy and Paste Text
 Cut and Paste Text
 Drag Text
 Type Text
 Place the cursor where user wants to add text and type it.

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 Check whether if user is in Overwrite mode or not.

 When editing text in overwrite mode, it replaces any existing characters to the
right side of the insertion point.
 To make it in non-overwrite mode, follow these steps
 Click File menu, then at the bottom, click Option.
 In the left pane, click Advance.
 Under editing options, select or clear the Use Overtype mode check box.

 Copy and paste Text

 To select a word or a line, then click the Copy button under home tab or use Ctrl
+ C.
 Then place the cursor where to paste the copied text.
 Click Paste button under home tab, or use Ctrl + V.
 Cut and Paste Text
 Select a word or a line, then click the Cut button under home tab or use Ctrl+ X.
 Then place the cursor where to paste the text.
 Click Paste button under home tab, or use Ctrl + V.

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 Drag Text
 To move within the same document
 Select a portion of text that the user wants to move from any of selection
options.
 Then move the mouse pointer to the selected text and hold the left mouse
button while moving around the document.
 Take mouse pointer to the place where to place it.
 To move within different documents
 Keep both the documents open, click Arrange all button under the View
tab
 After that, two documents will display like this.

 Select the text from one document and hold user left mouse button and
drag that text to the next document.
 User can switch through the different window to move the text by using
the Alt + Tab keys.
XIII. DELETING BLOCKS OF TEXT
 User can use Backspace or Delete key on the keyboard to delete text.
 Backspace

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 The Backspace key will delete text to the left of the insertion point.
 Ctrl + Backspace
 This key will deletes the whole word to the left of the insertion point.
 Delete
 The Delete key will delete the text to the right of the insertion point.
 Ctrl + Delete
 This key will deletes the whole word to the right of the insertion point.
 Using selection Method
 Select the text or a line or a paragraph to delete by using any one of the selection
methods such as
 By simply double click on a word.
 By using Shift + Arrow keys (depends on the direction).
 By using Ctrl + double click on different words.
 Press Ctrl + A which select the entire document.
 Then click Delete key on the keyboard.
XIV. UNDO AND REDO CHANGES
 Word remembers the changes made by the user in a document and lets the user to undo or
redo those changes.
 For example, if the user accidentally deletes a text, then the user can use the Undo
command Ctrl + Z to reverse the action and restore the text.
 If user changes his mind and decide to keep the deletion, then they can use the Redo
command Ctrl + Y to reverse the canceled action.
 To undo changes use any one of the following methods
 Click the Undo button on the Quick access toolbar.
 Use key combination (Ctrl + Z).
 To redo changes
 Click the Redo button on the Quick access toolbar.
 Use key combination (Ctrl + Y).

XV. FIND AND REPLACE

 To find a particular word or phrase in a document
 Click Find button on the Editing group on the Ribbon.

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 Or use keyboard shortcuts as Ctrl + F.

 To find and replace a word or phrase in the document
 Click Replace button on the Editing group tab.

 Type the text in Find what text box and Replace with text box to replace particular word.

XVI. STEPS TO FIND AND REPLACE A TEXT

 Click the Editing button on the ribbon bar to reveal the edit options. The Edit options
may be visible already if your Word window is large enough to support them.
 Click the Replace menu item.
 The Find and Replace dialog box appears, with the selected Replace tab.

 In the Find what, type the word in the document. In the Replace with, type the word to be
replaced.
 Click the Replace All button to replace all instances of the word in the document.
 A dialog box will appear indicating the number of replacements made. Click the OK
button
 If the user thinks this type of global replace is risky, then they can use the Replace button
to approve each replacement. This same dialog box is used for the Find feature, which
allows the user to search for text in the document.
 Click the Close button to close the Find and Replace dialog box if it is still open.

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XVII. PRINTING A DOCUMENT

 After creating a document, printing is easy. User can use any of the following methods
 Choose Print from the File tab.
 Press Ctrl + P
 Clicking the Print button sends the document directly to the printer, using Word’s default
settings.

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XVIII. STEPS TO PRINT A DOCUMENT

 Click the File tab. Click the Print command. The Print tab displays Word’s default print
settings and a preview of the document.

 Click the PRINT button to accept the default print settings.

 Then select the PAGE RANGE and NUMBER OF COPIES and click OK button.

XIX. CHARACTER FORMATTING

 The text in user document is very plain. So, user can add some formatting features like
BOLD, ITALIC, UNDERLINE, FONT, FONT COLOUR etc., to add some interest and
emphasis to the text.

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 Use the mouse to drag and select a word in a document.

 Clicking somewhere else in the document removes the selection highlighting.
 The font style of the text can be modified as needed. User can select it from several
available font styles.
 Font size can be kept as needed by choosing the required size.
 Font colors can be changed by selecting the text and choosing the appropriate color from
the color pane.
 Click the Bold button to add bold formatting. Since the text is selected, the text appears
darker and slightly larger.
 User can use the Bold button to remove the bold formatting as well.

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 User can also apply formatting to a large block of text rather than to one word or line at a
time.
 Similarly, users can add italic and underline.
 Italic
 This formatting slants the characters.
 Use this sparingly in documents.
 It is suitable for emphasis, but it slows down the reader.
 Click the Underline button to add underline to the text.
 The Bold formatting, the italic and underline formatting can also be applied or removed
by clicking again on the corresponding buttons. Formatting can also be combined.

XX. PARAGRAPH FORMATTING

 Paragraph formatting is the process of modifying the contents of the paragraph to make it
formal, attractive and understandable.

 Paragraph formatting types

 Alignment of Paragraph.
 Paragraph Indenting.
 Bullets and Numbering.

XXI. ALIGNMENT OF PARAGRAPH

 There are three types of alignment
 Align the text left or right
 Center the text

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 Justify the text

 Align the text left or right
 Select the text to align.
 On the Home tab, in the Paragraph group, click Align Left or Align Right button.
 Center the text
 Select the text to center.
 On the Home tab, under Paragraph group, click Center button.
 Justify the text
 Select the text to justify.
 On the Home tab, under Paragraph group, click Justify button.

XXII. PARAGRAPH INDENTING

Method 1
 Select the line to apply the indent, then press "Increase indent" or "Decrease indent"
button in "Paragraph" group.

Method 2

 Open the Paragraph dialog box on the lower right corner inside “Paragraph” group, click
the small arrow. User can open this through the “Paragraph” group in the “Home” tab or
the “Page Layout” tab.

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 Find the “Indentations” section. This can be found in the “Indents and Spacing” tab.
 Click the drop down menu under “Special”. Select “First Line” it automatically indent the
first line of each new paragraph
 Enter the indent size
 Enter the amount that each line needs to be indented.
 The most commonly used size is 0.5 or 1/2 of an inch.
 User can see a preview of the changes in the Preview section at the bottom of the
dialog box.
 Click OK to save user changes and apply them to the document.
 Click the “Set as default” button if user wants to set the changes revert automatically take
effect only after new documents.

Method 3

 Click on the "Page Layout" tab, at the top of the Ribbon in MS-Word 2010.
 In the section of "Paragraph" click on the little arrow button in the bottom
righthand corner.
 The user will be navigated to the same "Paragraph" dialog box which can be
viewed in the 2nd method.
 Then make all the changes as user desired and click OK, and continue typing

XXIII. BULLETS AND NUMBERING

 To apply Bullets and Numbering to the selected text. Go to the Paragraph section under
Home tab, use bullets and numbering button.
 Click small down arrow on the Bullets button.
 User may navigate to a display box. From that display box user can select any bullet from
different types of bullets to insert.

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XXIV. PAGE DESIGN AND LAYOUT

 While creating the document, the user should first consider about the page layout of the
document.
 The page layout affects how content appears and includes the page's orientation, margins,
and size.


Page layout is the part of graphic design that deals in the arrangement of visual elements
on a page.
 MS word offers the following Page Design and Layout options:
 Page Orientation.
 Page Margins.
 Page Size.
XXV. PAGE ORIENTATION
 Word offers two page orientation options
 Landscape
 Portrait
 Landscape means the page is oriented horizontally, while portrait means the page is
oriented vertically.

XXVI. STEPS IN CHANGE PAGE ORIENTATION


 Click the Orientation command in the Page Setup group.

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A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.
 The page orientation of the document will be changed.
XXVII. PAGE MARGINS
 A margin is the space between the text and the edge of your document.
 By default, a new document's margins are set to Normal, which means it has a one-inch
space between the text and each edge.
 Depending on user needs, Word allows to change the document's margin size.

XXVIII. STEPS TO FORMAT PAGE MARGINS

 The word has a variety of predefined margin sizes to choose from.
 Select the Page Layout tab, and then click the Margins command.
 A drop-down menu will appear. Click the predefined margin size, which is
needed.
 The margins of the document will be changed.

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XXIX. STEPS TO USE CUSTOM MARGINS

 Word also allows user to customize the size of margins in the Page Setup dialog box.
 From the Page Layout tab, click Margins. Select Custom Margins, from the drop-
down menu.
 The Page Setup dialog box will appear.
 Adjust the values for each margin, and then click OK.
 The margins of the document will be changed.

XXX. PAGE SIZE

 By default, the page size of a new document is 8.5 inches by 11 inches.
 Depending on the project, user may need to adjust the document's page size.
 It's important to note that before modifying the default page size, user should check to
see which page size his printer can accommodate.

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XXXI. STEPS TO CHANGE THE PAGE SIZE

 The word has a variety of predefined page sizes to choose from.
 Select the Page Layout tab, and then click the Size command.
 A drop-down menu will appear. The current page size is highlighted. Click the desired
predefined page size.
 The page size of the document will be changed.

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XXXII. STEPS TO USE CUSTOME PAGE SIZE

 Word also allows the user to customize the page size in the Page Setup dialog box.
 From the Page Layout tab, click Size. Select More Paper Sizes, from the dropdown menu.
 The Page Setup dialog box will appear.
 Adjust the values for Width and Height, and then click OK.
 The page size of the document will be changed.
 Alternatively, user can open the Page Setup dialog box by navigating to the Page Layout
tab and clicking the small arrow in the bottom-right corner of the Page Setup group.

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XXXIII. CHECKING AND CORRECTING SPELLING

 Word checks the spelling and grammar frequently as the contents are typed.
 A red squiggly line under a word denotes that Word thinks it has been spelt incorrectly.
 If the line is green, then the grammar may be incorrect.
 If the line is blue, then the word is correctly spelled but improperly used.

XXXIV. TO RUN A SPELLING AND GRAMMAR CHECK

 User can check the whole or part of the text for mistakes using the Spelling and Grammar
button.
 From the Review tab, click the Spelling & Grammar command.

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 The Spelling and Grammar pane will appear.

 For each error in your document, Word will try to offer one or more suggestions.
 User can select a suggestion and click Change to correct the error.
 Word will move through each error until the user review them all.
 After the last error has been reviewed, a dialog box will appear confirming that the
spelling and grammar check is complete.
 click OK.
 If no suggestions are given, user can manually type the correct spelling in his document.

XXXV. INGNORING ERRORS

 The spelling and grammar check is not always correct.
 Particularly with grammar, there are many errors Word will not notice.
 There are also sometimes when the spelling and grammar check will say something's an
error when it's actually not.
 This often happens with people's names, which may not be in the dictionary.
 If Word says something is an error, user can choose not to change it.
 For spelling error
 Ignore: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip all
other instances of the word in the document.
 Add: This adds the word to the dictionary so it will never come up as an error.
Make sure the word is spelled correctly before choosing this option.

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
For grammar errors
 Ignore: This will skip the word or phrase without changing it.
 For grammar errors, Word provides an explanation for why it thinks something is
incorrect. This can help you determine whether you want to change or ignore it.
XXXVI. AUTOMATIC SPELLING AND GRAMMAR ERROR CHECKING
 By default, Word automatically checks the document for spelling and grammar errors, so
user may not even need to run a separate check. These errors are indicated by colored,
wavy lines.
 The red line indicates a misspelled word.
 The blue line indicates a grammatical error, including misused words.
 A misused word occurs when a word is spelled correctly but used incorrectly.
XXXVII. STEPS TO CHANGE THE AUTOMATIC SPELLING AND
GRAMMAR CHECK SETTINGS
 A dialog box will appear. On the left side of the dialog box, select Proofing.

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 The dialog box gives several options to choose from

 If the user doesn’t want Word to automatically check spelling, uncheck Check
spelling as you type.
 If the user doesn’t want grammar errors to be marked, uncheck Mark
grammar errors as you type.
 If the user doesn’t want Word to check for contextual errors, uncheck Use
contextual spelling.
 By default, Word does not check for sentence fragments (incomplete sentences) and run-
on sentences.
 To turn on this feature, click Settings in the dialog box, then check the Fragments and
Run-ons option.

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XXXVIII. CREATING TABLES AND CHARTS

TABLE

 A table is made up of rows and columns. The intersection of a row and column is called a
cell.

Create a Table

 Click the Insert tab on the Ribbon

 Click the Table button
 Select Insert Table.

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 Click the arrows to select the desired number of columns and rows.
 Then click OK.

XXXIX. INSERT A ROW OR COLUMN

 Position the cursor in the table where the user would like to insert a row or column.
 Right click the mouse and click on Insert option.
 To insert a Row, Click either the Insert Row Above or the Insert Row Below button.
 To insert a Column, Click either the Insert Columns to Left or Insert Columns to Right
button. Or it can be done on layout tab.

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XL. DELETE A ROW OR COLUMN

 Position the cursor in the row or column which should be deleted.
 Then right click the mouse and click Delete Cells Option .
 Click the Delete entire row to delete a row or Click Delete entire column to delete a
column.
 Then click ok.

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XLI. CHARTS
 A chart is a tool which the user can use to communicate the data graphically.
 Including a chart in the document will help the reader to see the meaning behind the
numbers, and it makes the comparisons to be shown easier.
 The word has many different types of charts, allowing the user to choose the one that fits
best to the data.
 In order to use charts effectively, user needs to understand as how different charts are
used.

XLII. HOW TO INSERT A CHART

 Position the cursor on the document, where the chart is to be inserted.
 Open the Insert ribbon.
 Click Chart in the Illustrations section.

 Select the style of chart to insert and click OK.

 A chart and a spreadsheet will appear.
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 The data that appears in the spreadsheet is placeholder source data that the user will
replace with their own information.
 The source data is used to create the Word chart.

 Enter the data into the worksheet.

 If necessary, click and drag the lower-right corner of the blue line to increase or decrease
the data range for rows and columns.
 Only the data enclosed by the blue lines will appear in the chart.
 When it is done, click the close button to close the spreadsheet.
 The chart will be completed.
 User can edit the chart data at any time by selecting the chart and clicking the Edit Data
command on the Design tab.

XLIII. CREATING CHARTS WITH EXISTING EXCEL DATA

 If the user already has the data in an existing Excel file, for which the chart is to be
created. Then the user can transfer the data by copying and pasting it.
 To copy the data, open the spreadsheet in Excel, select and copy the desired data and
paste it into the source data area of the Word chart.
 User can also embed an existing Excel chart into a Word document.
 This can be useful when the user knows that user needs to update the data in his Excel
file and when he needs his Word chart to automatically update whenever the Excel data is
changed.

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