Word processor

A word processor is a software application used for creating, editing, formatting, and printing
documents. It offers a range of tools to manipulate text, such as spell-checking, grammar correction,
style formatting, and the ability to include images, tables, and other multimedia elements. Examples
of word processors include:

Advantages of word processor

1. Ease of Editing
- Text can be easily added, deleted, or rearranged without rewriting the entire
document.
- Features like cut, copy, paste, and undo make editing efficient.
2. Formatting Options
- Allows customization of font styles, sizes, colors, and alignment.
- Supports text formatting like bold, italics, underline, and more.
3. Document Design
- Incorporates tables, images, charts, and multimedia into documents.
- Templates for letters, resumes, reports, and flyers simplify design.
4. Error Checking
- Built-in tools for spell check, grammar correction, and style suggestions.
- Reduces errors and enhances document quality.
5. Time-Saving Features
- Automated functions like numbering, bullet points, and headers/footers.
- Options for saving templates and reusable content blocks.

Disadvantages of word processor

1. Cost
- Many popular word processors, such as Microsoft Word, require a paid license or
subscription.
- High-end software may not be affordable for everyone.
2. Complexity for Beginners
- Some users may find it challenging to learn advanced features.
- Overwhelming options can lead to confusion for those who only need basic
functionality.
3. Dependence on Technology
- Requires a computer or device and electricity, making it inaccessible during power
outages.
- Users may face difficulty if their device malfunctions or software crashes.
4. File Compatibility Issues
- Documents created in one word processor might not open or display correctly in
another.
- Converting files to different formats (e.g., PDF) can sometimes result in formatting
errors.
6. Risk of Data Loss
- Unsaved work can be lost due to power failures or software crashes.
- File corruption or accidental deletion can result in significant setbacks.

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 How to open?
Step 1: Press the Windows key + R to open the Run window.
Step 2: In the Open field of the Run window, type "winword".

Step 3: Click the OK button, and the Microsoft Word application will launch.

 How to use word?


File Tap
This tab holds the information related to the file like save, open, new, print, etc.
It also displays the information about the document. It is one the most
important features of MS-Word.

 Ribbon
The ribbon hold all of the information in the MS word in a more visual stream
line manner through a series of tabs.

 Home Tap
This is the most useful tap in Microsoft word. It is mostly used for text
formatting. We can work with fonts, paragraph, styles and document editing
with this tap.

a.
Paragraphs Alignment
-Align the text left or Right: select the text that you want to align.

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 : On the Home tab, in the paragraph group, click Align left or Align right.
- Center the text: select the text that you want to center.
: On the Home tab, in the paragraph group, click center.

- Justify the task: You can justify the text, which might make the last line of the text in
paragraph considerably shorter than the other line.

b. Find text
You can quickly search for every occurrence of a specific word or phrase.

c. Find and Replace Text

You can automatically replace a word or phrase with another For
example: you can replace Acne with apex.
d. Add Bullets or Numbering to a list
Select the items that you want to add bullets or numbering too.
- On the Home tab, in the Paragraph group, click Bullets or numbering.

e. Make text bold

Select the text that you want to make bold, and move your pointer to the toolbar above
your selection.
f. Make the text ITALICS
Select the text that you want to make italics, and move your pointer the minitoolbar
above the selection.

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 Underline Words and the spaces between them
-select the text that you want to underline. h.
Change the color of the text
- select the text that you want to change and move your pointer to the mini toolbar that
appears with your text and selection.
->Example of the Home tap tools

Video provides a powerful way to help you prove your point. When you click Online Video,
you can paste in the embed code for the video you want to add. You can also type a keyword
to search online for the video that best fits your document.

ITALIC
i. Borders BOLD
UNDERLINE

j. Format painter
You can use the Format-Painter on the write tab to apply text formatting and some basic
graphics formatting such as borders and fills.

 Insert tap
This tap helps us to insert a variety of items into a document from picture, clip
art, tables and headers and footers options.

1. Pictures
This tap helps us to insert a pictures.

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 2. Shapes
To insert a shape, follow these steps:
 On the insert tab, click on the shapes button in the Illustrations group.

Different types of shapes appear.

 Click on the desired shape from the gallery.

3.SmartArt
This feature of ms word allows inserting different graphics such as cycle,
pyramid, process etc. in an effective way at any position of the current
documents.

3. Charts

Steps to Insert a Chart in Word:

a) Open the Insert Tab: o Click on the Insert tab in the Ribbon at
the top of the Word window.
b) Select the Chart Option: o In the Illustrations section of
the Insert tab, click on Chart.
c) Choose the Chart Type:
o A dialog box will appear with different types of charts you can insert, such as:
 Column: Vertical bars to represent data.
 Line: Lines connecting data points to show trends.
 Pie: A circle divided into segments to show proportions.
 Bar: Horizontal bars to represent data.
 Area: Shows relative magnitude of values over time.
 Scatter: Displays data points in a coordinate grid.  Other
options: Radar, Stock, Surface, etc.

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 4. Header and footer
In Microsoft Word, headers and footers are areas at the top and bottom of each page,
respectively, where you can insert information that repeats across the document. This could include things
like page numbers, document titles, author names, dates, and logos.

5. Table
In Microsoft Word, tables allow you to organize and present data in a structured
grid format, which is especially useful for things like lists, schedules, or
comparative data.

6. Equation and Symbol

In Microsoft Word, you can insert equations and symbols through the Insert tab.
These features are useful for adding mathematical formulas, scientific notations,
and special characters (like currency symbols, Greek letters, or other special
characters) to your document.

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7. Text box
In Microsoft Word, a Text Box allows you to insert a block of text that can be freely
placed anywhere in the document. It's useful for things like adding side notes,
creating callouts, or enhancing the document's layout with decora tive or highlighted
text.

8. Page number
Inserting page numbers in Microsoft Word allows you to automatically number
the pages of your document. This is especially useful for long documents, reports,
or academic papers where you want to keep pages organized.

9. Comments
In Microsoft Word, comments are a helpful feature that allows users to add
annotations or feedback to specific parts of a document. This feature is
particularly useful in collaborative environments, such as during peer reviews,
editing, or drafting. Comments can be attached to specific text, and you can reply
to them, making it easy to track discussions and changes.

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10. Blank page and Cover page
In Microsoft Word, you can easily insert blank pages and cover pages to enhance
the organization and presentation of your document. Here's how you can insert
these elements.

11. Hyperlink

In Microsoft Word, hyperlinks are often used to enhance documents by providing

quick access to external resources or related content.

 Design
The Design tab offers pre-made document styles called "Themes" for consistent
formatting. It also provides tools for customizing page backgrounds with colors,
watermarks, and borders.

1.Themes

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 In Microsoft Word, themes are predefined sets of formatting choices that include
colors, fonts, and effects, which can be applied to your entire document to create a
consistent and professional look.

Components of a Theme:
a) Theme Colors: A set of colors used for text, headings, hyperlinks, and backgrounds.
b) Theme Fonts: A combination of fonts for headings and body text.
c) Theme Effects: Styles for lines, fills, and other visual
elements.

2. Colors and Fonts

In the Design tab of Microsoft Word, the Colors and Fonts options are
part of the Themes group. They allow you to customize the visual style
of your document by selecting or modifying the color palette and font
pairings.

3. Paragraph spacing
Paragraph spacing in Microsoft Word controls the space before and after paragraphs, enhancing the
readability and appearance of your document.

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4. Effects
WordArt allows you to apply text effects in a more creative way. These include 3D, shadow, gradient
fills, and outlines.

5. Watermark
A watermark in Microsoft Word is a faint text or image that appears behind the content of the
document, usually to indicate the document's status (like "Confidential," "Draft," etc.) or to add
branding with a logo. You can easily insert and customize a watermark in Word.co

6. Page color
In Microsoft Word, the Page Color option is available under the Design tab, and it allows you to apply
a background color to your entire document. Here's a detailed guide on how to use the Page Color
tool in the Design tab.

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7. Page Borders
In Microsoft Word, you can easily add page borders to enhance the appearance of your document,
especially for formal or design-heavy documents like reports, invitations, and brochures. Here's how
to add and customize page borders.

8. Tittle
In Microsoft Word, the "tittle" refers to the small dot above lowercase i and j characters in many
fonts.

 Layout Tap
This tap has commands to adjust page elements such as margins, size, orientation, inserting
columns and page break.

1.Margins
In Microsoft Word, margins refer to the space around the edges of the page where text and other
content are placed. You can adjust the margins to control how much white space appears on the top,
bottom, left, and right sides of your document.

2. Orientation
In Microsoft Word, Orientation refers to the layout of your document’s pages—specifically, whether
the pages are oriented in Portrait (vertical) or Landscape (horizontal) mode. You can change the
orientation of the entire document or just a specific section.

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3. Size
In Microsoft Word, Page Size refers to the dimensions of the document's pages, such as the width
and height. The default page size is typically Letter (8.5" x 11") in many regions, but Word allows you
to change the page size to suit different needs, such as A4, Legal, or custom sizes.

4. Columns
In Microsoft Word, columns allow you to split your text into multiple vertical sections, which is often
used in newsletters, brochures, or newspapers. You can create columns to organize content more
efficiently across the page.

5. Indent
In Microsoft Word, indentation refers to adjusting the space between the text and the
margins of the document. It helps in organizing text, especially for paragraphs, and makes
documents easier to read. You can adjust the first line, left, and right indentation, depending
on the formatting you need.

Types of Indentation in Microsoft Word:

a). First Line Indent:

• The first line of a paragraph is indented more than the other lines in the paragraph.
This is commonly used in essays or reports to make the beginning of each paragraph.

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helps in organizing text, especially for paragraphs, and makes documents easier to read. You
can adjust the first line, left, and right indentation, depending on the formatting you need.

Types of Indentation in Microsoft Word:

a). First Line Indent:

• The first line of a paragraph is indented more than the other lines in the paragraph. This is
commonly used in essays or reports to make the beginning of each paragraph.

Center Align

• Centers the text equally between the left and right margins, creating even space on both
sides. It is often used for titles, headings, and other short blocks of text.

3. Right Align

• Aligns text to the right margin, leaving the left side uneven. This is useful for right-aligned
headers or dates.

4. Justify Align

• Distributes the text evenly across the page, aligning both the left and right margins. This
creates a clean, uniform look but may cause uneven spacing between words.

 References tab
The References tab in Microsoft Word is dedicated to managing citations bibliographies, and other
reference-related tasks. It includes tools for inserting citations and creating a bibliography using
various citation styles. Users can also add footnotes, endnotes, and manage table of contents,
enabling efficient document structuring and academic writing.

 Mailings Tab

This tap allows us to create documents to help when sending out mailings such as printing
envelopes, labels and processing mail merges.

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  Review Tab
This tap allows us to make any changes to the documents due to spelling mistake and
grammar issue. It also hold the track changes feature which provide to make notes and
changes to a document of another person.

 View Tab
This tap allows us to change the view of the document to a different two page document or
zoom.

a. Zoom
In Microsoft Word, zoom refers to the feature that allows you to adjust the view of
your document, making it appear larger or smaller on your screen. Zooming doesn't
affect the actual size of the text or layout but changes how you view it while working
in the document.

b. Rular
ln Microsoft Word, the ruler is a tool that helps you align text, graphics, tables, and other
elements on your page. It appears at the top and left side of the Word window and shows
measurements in inches (or other units depending on your settings). The ruler allows you to
adjust margins, indents, tab stops, and more with precision.

c. Read mode
Read Mode in Microsoft Word is a special viewing mode designed for reading
documents on the screen without the distractions of editing or formatting tools. It
optimizes the page layout for easier reading, adjusting the content to fit the screen
and allowing you to focus on the text.

Saving a Documents
When you are working in the Microsoft Word, any text you type and any changes you make are
stored in the Random Access Memory. If you want to keep your work, you need to save it to the

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storage device such as a pen drive, a location on a computer network or your computer's hard disk.
You can use the given steps to save a word file.

• Move your mouse to the file tap at the top of your ribbon area and click on it.

• Select the Save option.

• A box will display. Type the required file name on the file name box and finally click on the save
button to save it.

• Use the list on the left to choose where you want to save the file

Some sortcut key of MS word

Basic Editing Shortcuts:

• Ctrl + N: New document
• Ctrl + O: Open a document
• Ctrl + S: Save a document
• Ctrl + P: Print a document
• Ctrl + W: Close the document
• Ctrl + Z: Undo the last action
• Ctrl + Y: Redo the last undone action
• Ctrl + X: Cut selected text or object
• Ctrl + C: Copy selected text or object
• Ctrl + V: Paste text or object
• Ctrl + A: Select all content in the document
• Ctrl + F: Open the Find dialog box
• Ctrl + H: Open the Replace dialog box
• Ctrl + K: Insert a hyperlink
• Ctrl + E: Center align the selected text
• Ctrl + L: Left align the selected text
• Ctrl + R: Right align the selected text
• Ctrl + J: Justify the selected text (align both left and right)

Formatting Shortcuts:
• Ctrl + B: Bold selected text
• Ctrl + I: Italicize selected text

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 • Ctrl + U: Underline selected text
• Ctrl + Shift + W: Underline words only (without the spaces)
• Ctrl + Shift + D: Double underline selected text
• Ctrl + Shift + L: Apply or remove bullets
• Ctrl + T: Create a hanging indent
• Ctrl + M: Increase indent
• Ctrl + Shift + M: Decrease indent
• Ctrl + Q: Remove paragraph formatting (return to default style)
• Ctrl + Shift + N: Apply the Normal style to selected text

Navigation Shortcuts:
• Ctrl + →: Move one word to the right
• Ctrl + ←: Move one word to the left
• Ctrl + ↑: Move the cursor up one paragraph
• Ctrl + ↓: Move the cursor down one paragraph
• Home: Move the cursor to the beginning of the current line
• End: Move the cursor to the end of the current line
• Ctrl + Home: Move the cursor to the beginning of the document
• Ctrl + End: Move the cursor to the end of the document Miscellaneous

Shortcuts:

• Ctrl + Shift + C: Copy formatting

• Ctrl + Shift + V: Paste formatting
• Ctrl + Shift + F: Open the Font dialog box
• Ctrl + Shift + P: Open the Paragraph dialog box
• Alt + Tab: Switch between open applications
• Alt + F4: Close Microsoft Word
• Ctrl + Alt + 1: Apply Heading 1 style
• Ctrl + Alt + 2: Apply Heading 2 style
• Ctrl + Alt + 3: Apply Heading 3 style

Zoom and View Shortcuts:

• Ctrl + Mouse Scroll Wheel: Zoom in or out
• Ctrl + Alt + I: Switch to Print Preview mode
• Alt + V: Open the View menu
• Ctrl + Alt + Z: Zoom in or out in the document

Working with Tables:

 Tab: Move to the next cell in a table
 Shift + Tab: Move to the previous cell in a table
 Ctrl + Enter: Insert a page break (in a table, it moves the cursor to the next page)
 Ctrl + Shift + +: Insert a table (or select an area and press to insert a table in the current
space)

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  Some example of Lab work

1.
Calendar

Calendar of Sep/ Oct (2024)

SUN MON TUES WED THU FRI SAT

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 17 18 19 20 21

22 23 24 25 26 27 28

29 30 1 2 3 4 5

6 7 8 9 10 11 12

13 14 15 16

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 2. Flowchart diagram

Start

Input(a,b,c)

Calculate

C=a+b

no

Calculation
finish

yes
Output

Stop

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