Lesson 1

INTRODUCTION TO WORD PROCESSING

Word Processing refers to the act of using a computer to create, edit, save and print documents.

In order to perform word processing, specialized software (known as a Word Processor) is needed. One
example of a Word Processor is Microsoft Word, but other word processing applications are also widely
used. Examples include: Microsoft Works Word Processor, Open Office Writer, Word Perfect and
Google Drive Document, etc.

These programs allow users to create a wide variety of documents including (but certainly not limited
to) reports, letters, memos, newsletters and
brochures. In addition to typing text, the
word processor allows you to add content
such as pictures, tables, and charts to your
documents as well as decorative items
including borders and clipart.

The editing and formatting capabilities of the

word processor demonstrate the application's
true power. Text can be inserted, edited,
moved, copied or deleted within your
document and the appearance of the text can
be modified in numerous ways. Most word
processors also give you the ability to check
your spelling and grammar and many have
built in dictionaries and other tools to assist
you in your writing.

Advantages of Word Processor

There are various advantages of word

processor software, which are given below.

• Quality
• Storage of Text
• Security

1. Quality

Word processor helps us to create error free documents. Every document prepared through word
processor is absolutely correct in spelling and grammar, there is no possibility in it, and word processor
allows us to make many copies of the same format.

2. Storage of Text
In word processor we can create of any number of page document and in word processor we can copy
any word or sentence any number of times.

You can also use it by making some changes in any old word file in the word processor, for which we do
not need to create a new word file.

3. Security

In a word processor, we can secure any document while creating it. As soon as someone opens that
document, he asks for password before opening the document, and only after entering the correct
password, the document will open.

Uses of Word Processor

There are various uses of word processor software, and this word processor are used in different
fields which are - education field, planning or business-related works, for making assignments and
home, etc.

With the use of this word processor software, you can do many things, whose names are given
below.

• Memos.
• Making Card.
• Letter writing
• Legal Copies.
• Making resume/CV.
• Letters and letterhead.
• Reference documents.
• writing short stories.

Launching a Word Program

To open a new document, click on "Start" button and go to "All Programs" and click on "Microsoft
Word".

LESSON 2
The Word Interface
When you open Word for the first time, the Start Screen will appear. From here, you'll be able to create
a new document, choose a template, and access your recently edited documents. From the Start
Screen, locate and select Blank document to access the Word interface.
Working with the Word environment
All recent versions of Word include the Ribbon and the Quick Access Toolbar, where you'll find
commands to perform common tasks in Word, as well as Backstage view.
The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs,
which you can find near the top of the Word window. The Ribbon brings the most popular commands to
the forefront, so you do not have to search for those commands in various parts of the program for things
you do all the time.
There are three basic components to the Ribbon. It is good to know what each one is called so that you
understand how to use it.
1. Tabs: There are seven basic ones across the top. Each represents an activity area.
2. Groups: Each tab contains several groups of related commands.
3. Commands: A command is a button, a box to enter information, or a menu. Some groups have a
small diagonal arrow in the lower-right corner. That arrow is called a Dialog Box Launcher . If
you click it, you will see more options related to that group.

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no
matter which tab is selected. By default, it shows the Save, Undo, and Redo commands, but you can
add other commands depending on your needs.
To add commands to the Quick Access Toolbar:
 1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select the command you want to add from the menu.
3. The command will be added to the Quick Access Toolbar.

The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your
document with precision. If you want, you can hide the Ruler to create more screen space.
Backstage view
Backstage view gives you various options for saving, opening a file, printing, and sharing your
document. To access Backstage view, click the File tab on the Ribbon.
Document views and zooming
Word has a variety of viewing options that change how your document is displayed. You can choose to
view your document in Read Mode, Print Layout, or Web Layout. These views can be useful for
various tasks, especially if you're planning to print the document. You can also zoom in and out to
make your document easier to read.
Switching document views
Switching between different document views is easy. Just locate and select the desired document view
command in the bottom-right corner of the Word window.
• Read Mode: This view opens the document to a full screen. This view is great for reading large
amounts of text or simply reviewing your work.
• Print Layout: This is the default document view in Word. It shows what the document will look
like on the printed page.
• Web Layout: This view displays the document as a webpage, which can be helpful if you're
using Word to publish content online.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the Word
window. You can also select the + or - commands to zoom in or out by smaller increments. The number
next to the slider displays the current zoom percentage, also called the zoom level.
Saving the document / file
• Select the File tab to access Backstage view

• In the backstage view Choose Save As

• Save As dialog Box will be displayed.

• Select the directory or location - where you want to save or create a new folder by clicking New
Folder icon.

• Enter the file name in the File name box.

• Click Save. The file is saved under the new name.

Difference Between Save and Save As

The key difference between Save and Save As is that Save allows you to update a previously saved
file with new content, whereas Save As allows you to save a new file or an existing file to a new
place with the same or different name.
 LESSON 3
Creating and Opening Documents
Word files are called documents. Whenever you start a new project in Word, you'll need to create a
new document, which can either be blank or from a template. You'll also need to know how to open an
existing document.
To create a new blank document:
When beginning a new project in Word, you'll often want to start with a new blank document.
1. Select the File tab to access Backstage view.
2. Select New, then click Blank document.
3. A new blank document will appear.
To create a new document from a template:
A template is a predesigned document you can use to create a new document quickly. Templates often
include custom formatting and designs, so they can save you a lot of time and effort when starting a
new project.
1. Click the File tab to access Backstage view, then select New.
2. Several templates will appear below the Blank document option. You can also use the search
bar to find something more specific.
3. When you find something you like, select a template to preview it.
4. A preview of the template will appear. Click Create to use the selected template.
5. A new document will appear with the selected template.
To open an existing document:
In addition to creating new documents, you'll often need to open a document that was previously saved.
1. Navigate to Backstage view, then click Open.
2. Select This PC, then click Browse. You can also choose OneDrive to open files stored on your
OneDrive.
3. The Open dialog box will appear. Locate and select your document, then click Open.
4. The selected document will appear.
 LESSON 4
EDITING A WORD DOCUMENT
Editing is the process of making changes or corrections in a document. It includes alterations to the text
itself, moving or copying items to other locations. Basic tasks include the ability to add, delete,
and move text in your document, as well as how to cut, copy, and paste.

Using the insertion point to add text

The insertion point is the blinking vertical line in your document. It indicates where you can
enter text on the page. You can use the insertion point in a variety of ways.
• Blank document: When a new blank document opens, the insertion point will
appear in the top-left corner of the page. If you want, you can begin typing from
this location.
• Adding spaces: Press the spacebar to add spaces after a word or in between
text.
• New paragraph line: Press Enter on your keyboard to move the insertion point
to the next paragraph line.
• Manual placement: Once you begin typing, you can use the mouse to move the
insertion point to a specific place in your document. Simply click the location in
the text where you want to place it.
• Arrow keys: You can also use the arrow keys on your keyboard to move the
insertion point. The left and right arrow keys will move between adjacent
characters on the same line, while the up and down arrows will
move between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to
quickly move between entire words.
In a new blank document, you can double-click the mouse to move the insertion point elsewhere on the
page.
Selecting text
Before you can move or format text, you’ll need to select it. To do this, click and drag your mouse over
the text, then release the mouse. A highlighted box will appear over the selected text.
When you select text or images in Word, a hover toolbar with command shortcuts will appear. If the
toolbar does not appear at first, try hovering the mouse over the selection.
To select multiple lines of text:
1. Move the mouse pointer to the left of any line so it becomes a right slanted
arrow.
2. Click the mouse. The line will be selected.
3. To select multiple lines, click and drag the mouse up or down.
4. To select all of the text in your document, choose the Select command on the
Home tab, then click Select All. You can also press Ctrl+A on your keyboard.
Other shortcuts include double-clicking to select a word and triple-clicking to select an entire sentence
or paragraph.
To delete text:
There are several ways to delete, or remove, text:
• To delete text to the left of the insertion point, press the Backspace key on your
keyboard.
• To delete text to the right of the insertion point, press the Delete key on your
keyboard.
• Select the text you want to remove, then press the Delete key.
If you select text and start typing, the selected text will automatically be deleted and replaced with the
new text.
Copying and moving text
Word allows you to copy text that’s already in your document and paste it in other places, which can
save you a lot of time and effort. If you want to move text around in your document, you can cut and
paste or drag and drop.
To copy and paste text:
1. Select the text you want to copy.
2. Click the Copy command on the Home tab. You can also press Ctrl+C on your keyboard.
3. Place the insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. You can also press Ctrl+V on your keyboard.
5. The text will appear.
To cut and paste text:
1. Select the text you want to cut.
2. Click the Cut command on the Home tab. You can also press Ctrl+X on your keyboard.
3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. You can also press Ctrl+V on your keyboard.
5. The text will appear.
You can also cut, copy, and paste by right-clicking your document and choosing the desired action from
the drop-down menu.
To drag and drop text:
1. Select the text you want to move.
2. Click and drag the text to the location where you want it to appear. A small rectangle will appear
below the arrow to indicate that you are moving text.
3. Release the mouse, and the text will appear.
If text does not appear in the exact location you want, you can press the Enter key on your keyboard to
move the text to a new line.
Undo and Redo
Let’s say you’re working on a document and accidentally delete some text. Fortunately, you won’t have
to retype everything you just deleted! Word allows you to undo your most recent action when you make
a mistake like this.
To do this, locate and select the Undo command on the Quick Access Toolbar. You can also
press Ctrl+Z on your keyboard. You can continue using this command to undo multiple changes in a
row.

By contrast, the Redo command allows you to reverse the last undo. You can also access this command
by pressing Ctrl+Y on your keyboard.

Symbols
If you need to insert an unusual character that’s not on your keyboard, such as a copyright (©) or
trademark (™) symbol, you can usually find it with the Symbol command.
To insert a symbol:
1. Place the insertion point where you want the symbol to appear.
2. Click the Insert tab.
3. Locate and select the Symbol command, then choose the desired symbol from
the drop-down menu. If you don’t see the one you want, select More Symbols…
4. The symbol will appear in the document.

Spelling and Grammar Check

To run a Spelling and Grammar check on the Whole Document:
 1. From the Review tab, click the Spelling & Grammar command.
2. The Spelling and Grammar pane will appear on the right. For each error in your
document, Word will offer one or more suggestions. Click a suggestion to correct the
error.
3. Word will move through each error until you have reviewed all of them. After the last
error has been reviewed, a dialog box will appear confirming that the spelling and
grammar check is complete. Click OK.
NB: If no suggestions are given, you can manually type the correct spelling in your document.
Ignoring “errors”
The spelling and grammar check is not always correct.
If Word says something is an error, you can choose not to change it. Depending on whether it’s a
spelling or grammatical error, you can choose from several options.
• Ignore Once: This will skip the word or phrase without changing it.
• Ignore All: This will skip the word or phrase without changing it, and it will also skip all
other instances of the word or phrase in the document.
• Add to Dictionary: 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.
Automatic spelling and grammar checking
By default, Word automatically checks your document for spelling and grammar errors, so you
may not even need to run a separate check. These errors are indicated by colored lines below the
text.
• The red line indicates a misspelled word.
• The blue line indicates a grammatical error, which can include misused words.
To correct spelling or grammar errors:
1. Right-click the underlined word or phrase, then select the correct spelling or phrase from
the list of suggestions.
2. The corrected phrase will appear in the document.
You can also choose to Ignore All instances of an underlined word or add it to the dictionary.
Find and Replace
Using the Find and Replace feature in Word
Use the Find command to locate all instances of a particular word.
To find text:
1. From the Home tab, click the Find command. You can also press Ctrl+F on your
keyboard.
2. The navigation pane will appear on the left side of the screen.
3. Type the text you want to find in the field at the top of the navigation pane. In our
example, we’ll type the word we’re looking for.
 4. If the text is found in the document, it will be highlighted in yellow and a preview of the
results will appear in the navigation pane. You can also click one of the results below
the arrows to jump to it.
5. When you’re finished, click X to close the navigation pane. The highlight will disappear.

To replace text:
You may discover that you’ve made a mistake repeatedly throughout your document, like
misspelling someone’s name, or that you need to exchange a particular word or phrase for
another. You can use Word’s Find and Replace feature to quickly make revisions.
1. From the Home tab, click the Replace command. You can also press Ctrl+H on
your keyboard.
2. The Find and Replace dialog box will appear.
3. Type the text you want to find in the Find what: field.
4. Type the text you want to replace it with in the Replace with: field, then
click Find Next.
5. Word will find the first instance of the text and highlight it in gray.
6. Review the text to make sure you want to replace it. In our example, the text is part
of the title of the paper and does not need to be replaced. We’ll click Find
Next again to jump to the next instance.
7. If you want to replace it, you can click Replace to change individual instances of
text. You can also click Replace All to replace every instance of the text
throughout the document.
8. The text will be replaced.
9. When you’re done, click Close or Cancel to close the dialog box.
 LESSON 5

FORMATTING A WORD DOCUMENT

The process of formatting a document involves specifying how the document will look in its final form
on the screen and when printed. Thus making changes to the appearance of a document.

Formatted text can draw the reader's attention to specific parts of a document and emphasize important
information. In Word, you have several options for adjusting text, including font, size, and color. You
can also adjust the alignment of the text to change how it is displayed on the page.
To change the font size:
1. Select the text you want to modify.
2. On the Home tab, click the Font Size drop-down arrow. Select a font size from the menu. If the
font size you need is not available in the menu, you can click the Font Size box and type the
desired size, then press Enter.
3. The font size will change in the document.
You can also use the Grow Font and Shrink Font commands to change the font size.
To change the font:
By default, the font of each new document is set to Calibri. However, Word provides many other fonts
you can use to customize text.
1. Select the text you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font box. A menu of font styles will
appear.
3. Select the font style you want to use.
4. The font will change in the document.
To change the font color:
1. Select the text you want to modify.
2. On the Home tab, click the Font Color drop-down arrow. The Font Color menu appears.
3. Select the font color you want to use. The font color will change in the document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the bottom
of the menu to access the Colors dialog box. Choose the color you want, then click OK.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to help draw attention to important words or
phrases.
 1. Select the text you want to modify.
2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in the Font group. In
our example, we'll click Bold.
3. The selected text will be modified in the document.
To change text case:
When you need to quickly change text case, you can use the Change Case command instead of deleting
and retyping text.
1. Select the text you want to modify.
2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.
4. The text case will be changed in the document.
To change text alignment:
By default, Word aligns text to the left margin in new documents. However, there may be times when
you want to adjust text alignment to the center or right.
1. Select the text you want to modify.
2. On the Home tab, select one of the four alignment options from the Paragraph group. In our
example, we've selected Center Alignment.
3. The text will be realigned in the document.
Align Text Left: This aligns all selected text to the left margin. The Align Text Left command is the
most common alignment and is selected by default when a new document is created. (ctrl + L)
Center: This aligns text an equal distance from the left and right margins. (ctrl + E)
Align Text Right: This aligns all selected text to the right margin. (ctrl + R)
Justify: Justified text is equal on both sides. It lines up equally to the right and left margins. Many
newspapers and magazines use full justification. (ctrl + J)
PARAGRAPHS
As you design your document and make formatting decisions, you will need to
consider line and paragraph spacing. You can increase spacing to improve readability and reduce it to
fit more text on the page.
Line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize the line
spacing to be single spaced (one line high), double spaced (two lines high), or any other amount you
want. The default spacing in Word is 1.08 lines, which is slightly larger than single spaced.
Line spacing is also known as leading (pronounced to rhyme with wedding).
To format line spacing:
1. Select the text you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command, then select the desired line
spacing.
3. The line spacing will change in the document.
Adjusting line spacing
Your line spacing options aren't limited to the ones in the Line and Paragraph Spacing menu. To
adjust spacing with more precision, select Line Spacing Options from the menu to access
the Paragraph dialog box. You'll then have a few additional options you can use to customize spacing.
• Exactly: When you choose this option, the line spacing is measured in points, just like font
size. For example, if you're using 12-point text, you could use 15-point spacing.
• At least: Like the the Exactly option, this lets you choose how many points of spacing you want.
However, if you have different sizes of text on the same line, the spacing will expand to fit the
larger text.
• Multiple: This option lets you type the number of lines of spacing you want. For example,
choosing Multiple and changing the spacing to 1.2 will make the text slightly more spread out
than single-spaced text. If you want the lines to be closer together, you can choose a smaller
value, like 0.9.
Paragraph spacing
Just as you can format spacing between lines in your document, you can adjust spacing before and after
paragraphs. This is useful for separating paragraphs, headings, and subheadings.
To format paragraph spacing:
In our example, we'll increase the space before each paragraph to separate them a bit more. This will
make it a little easier to read.
1. Select the paragraph or paragraphs you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command. Click Add Space Before
Paragraph or Remove Space After Paragraph from the drop-down menu. In our example,
we'll select Add Space Before Paragraph.
3. The paragraph spacing will change in the document.
From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box.
From here, you can control how much space there is before and after the paragraph.
Page orientation
Word offers two page orientation options: landscape and portrait..
• Landscape means the page is oriented horizontally.
• Portrait means the page is oriented vertically.
To change page orientation:
1. Select the Layout tab.
2. Click the Orientation command in the Page Setup group.
3. A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.
4. The page orientation of the document will be changed.

PRINTING A DOCUMENT
To access the Print pane:
1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.
You can also access the Print pane by pressing Ctrl+P on your keyboard.
To print a document:
1. Navigate to the Print pane, then select the desired printer.
2. Enter the number of copies you want to print.
3. Select any additional settings if needed.
4. Click Print.