Word Processor Notes | Piyush Sharma

WORD PROCESSOR NOTES

(Illustrations extracted from MS Word 2010)

MS Word Google Docs Libre Office WPS Office

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 Word Processor Notes | Piyush Sharma

Write short notes on the following with respect to Word Processing Software:
 Word Processing Software:
It is used to create text documents like poster, report, letter, long documents which also have images,
graphics, shapes, tables, charts etc. It has tools for composing, editing, formatting, and printing of
documents. Some examples of Word Processing Software are:
MS Word Google Docs Libre Office WPS Office

 Features of Word Processing Software:

o Graphical User Interface based software,
o Editing can be done any time after creating a document,
o Complete document or a part of the document can be reformatted.
o Formatting options available such as change Font Size, Font Colour, Font Style, Insert Page No,
Header & Footer,
o Tables & Pictures can be inserted in the document.

 File Tab:
File Tab or File Menu (Previously Office Button) have the basic file commands like New, Open, Close, Save,
Save As, Print, Share etc.

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 Quick Access Toolbar:

It is located on the upper left corner of the screen. It has the commonly used buttons. It has Save, Undo and
Redo buttons by default, which can be changed clicking on the drop-down menu on the right.

 Ribbon:
It is a user interface element located below the Quick Access Toolbar and the Title Bar. It has tabs such as
Home, Insert, Page Layout, References, Mailing, Review and View etc, with each tab having groups of related
commands.

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 Help Button:
To get information on a topic, a click on the ‘?’ symbol in the upper right corner will open Help window
where we can type a word or question in search field to find information.

 Create a New Document:

To create a new document, we have to open the Word Processing Software, as a result a new document is
created. If we want to create an additional document, click on File tab, click on New in left column, then click
on Blank Document and a new document will appear on the screen.

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 Open an Existing Document:

To open an already existing file, click on the File tab, click the Open button and the Open dialog box appears
on the screen, click on the file location (on the left panel), then select the File Name, click on Open (Bottom
Right).

 Saving a New Document:

While saving a new document for the first time, we can choose either of Save As option, a dialog box appears
on the screen, choose the location (Folder) where you want to save the file, write name of the file, then click
on Save.

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 Saving an Existing Document:

While editing an existing file, to save changes in the document, click on File Tab, then click the Save button
or click on Save button in the Quick Access Toolbar or use Save shortcut (Ctrl + S).

 Recent Option in File Tab:

The Recent option on the File tab allows you to quickly go to your other documents and open them.

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 Print Option in File Tab:

With the help of Print, we can take Printout of the document created in Word Processor. Also, we can choose
Orientation for Portrait or Landscape jobs, Double sided printing, Paper Size, etc. while printing. A Preview of
the document is also shown on the right side. Once you are done with your setting, click on the Print button
which will send your document to the printer for final printing.

 Save & Send Option in File Tab:

With the help of Save & Send, we can choose to send your document as an email attachment. Clicking the
Send as Attachment button causes a new Outlook email box to open with our Word file attached! We can
also choose to send it as a PDF file by clicking the Send as PDF button.

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 Home Tab in Ribbon:

The Home Tab in the Ribbon is the most frequently used tab and contains the most commonly used
document controls.

o Clipboard Group:
Clipboard group has buttons for Cut, Copy, Paste & Format Painter.
 Cut (Ctrl + X):
Use the cursor and left-click to highlight text or image from document that is to be cut, then
let go of the cursor to keep the text or image highlighted, then click on Cut or press Ctrl + X
or click on Cut in Right Click Menu. (Content is removed from its previous place)

 Copy (Ctrl + C):

Use the cursor and left-click to highlight text or image from document that is to be copied,
then let go of the cursor to keep the text or image highlighted, then click on Copy or press
Ctrl + C or click on Copy in Right Click Menu. (Original Content remains at its previous place)

 Paste (Ctrl + V):

Before pasting any text or image, it has to be cut or copied first. Now, click to the area where
the cut/copied text or image to be pasted, then click on Paste or press Ctrl + V or click on
Paste in Right Click Menu.

 Format Painter:
Use Format Painter to quickly apply the same formatting, such as colour, font style and size,
or border style, to multiple pieces of text or graphics. With format painter, we can copy all of
the formatting from one object and apply it to another one.
 Select the text or graphic that has the formatting that you want to copy.
 On the Home tab, select Format Painter in the Clipboard group (To format multiple
selections in the document, double-click on Format Painter).
 To stop formatting, press Esc.

o Font Group:
The font group has options for text editing, such as:
 Font or Type face or Font face (Ctrl + Shift + F):
To change the text writing style (text appearance) as per requirement we select the text to
be changed, then we choose Font option (Drop-Down Arrow), then select appropriate font.
Default Font in MS Word 2010 is Calibri (Body).

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 Font Size (Ctrl + Shift + P):

To change the size of the text as per requirement, we select the text, then we choose Font
Size option (Drop-Down Arrow), then select appropriate font size. Default Font Size in MS
Word 2010 is 11 points.

 Grow Font (Ctrl + Shift + >):

To increase the font size (Grow Font) level by level without choosing Font Size option, first we
select the text, then either use shortcut (Ctrl + Shift + >) or click on Grow Font option to
increase font size by 1 level.

 Shrink Font (Ctrl + Shift + <):

To decrease the font size (Shrink Font) level by level without choosing Font Size option, first
we select the text, then either use shortcut (Ctrl + Shift + <) or click on Shrink Font option to
decrease font size by 1 level.

 Change Case:
In Change Case menu, we have different text case options as follow:-
 Sentence Case.:
We apply “Sentence Case” by first selecting the text, then we click on Change Case,
then select Sentence Case. The first letter of first word of the selected text is
capitalized. Also, a Full Stop (.) is put at the end of selected text.

 lowercase:
We apply “lowercase” by first selecting the text, then we click on Change Case, then
select lowercase to convert the all the letters of the selected text to Lower case
(small letters).

 UPPERCASE:
We apply “UPPERCASE” by first selecting the text, then we click on Change Case,
then click on UPPERCASE to convert the all the letters of the selected text to Upper
case (CAPITAL LETTERS).

 Capitalize Each Word:

We apply “Capitalize Each Word” by first selecting the text, then we click on Change
Case, then click on Capitalize Each Word to change the first letter of each word in
selected text to Upper Case (Capital letter). It is also known as Title Case.

 tOGGLE cASE:
We apply “tOGGLE cASE” by first selecting the text, then we click on Change Case,
then click on tOGGLE cASE to change the case of each letter in selected text from
lower to UPPER and UPPER to lower as per the case of letter.
i.e. Computer becomes cOMPUTER and TiGeR becomes tIgEr.

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 Bold (Ctrl + B):

Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

 Italic (Ctrl + I):

Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

 Underline (Ctrl + U):

Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

 Strikethrough:
Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

 Subscript (Ctrl + =):

Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

 Superscript (Ctrl + Shift + +):

Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

 Text Effects and Typography:

Bold option is used to increase the width of the text. We first select the text then either use
shortcut (Ctrl + B) or click on Bold option.

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