Subsidiary

ICT for
Uganda

Curriculum Topic 4 out of 15:

COMPUTER WORD PROCESSING
Recommended Coverage Duration: 12 periods (2 weeks)
Senior Five Term I

ORDER TEXTBOOK / DOWNLOAD AT: WWW.MUKALELE.NET

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 1/46

 Background
• Computer word processing encompasses production of professional looking
documents like letters, memos and circulars. In a typical office where many
documents are typeset, formatting and editing of such documents becomes a
nightmare where manual modes of document production, filing and transmission
are used.
• In order to minimise and eliminate such hassles, several electronic devices and
services by computerised systems and electronic typewriters have been developed
for more efficiency and effectiveness in document production.
• Computerised word processing systems have got easy to use document edit and
format features capable of making documents look more and more business like if
well mastered. Some people and organisations earn their living by producing
documents for others using computerised systems.
• Therefore, it is important that our learners are introduced to the basic practical
knowledge and skills of word processing in order to be able to produce, and
communicate documents better.
Learning Outcome: The learners should be able to demonstrate basic knowledge and
skills in document production.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 2/46

 Presentation Outline
UACE Sub – ICT Topic 4:
Introduction to Word Processing
• Sub Topic 4.1: Introduction to Word Processing
• Sub Topic 4.2: Working with Word Processing
Software

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 3/46

 Sub Topic 4.1: Introduction to Word
Processing
Sub topic Objectives:
4.1.1 Defining the concept of word processing.
4.1.2 Describing various examples of word processors
(Ms. Word, Abiword, OpenOffice.Org Writer, Latex editor and Lyx).
4.1.3 Opening a word processor.
4.1.4 Identifying basic features of a word processor.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 4/46

 4.1.1 Defining the concept of word
processing.
• Word processing is the process of creating text
documents containing objects like tables, and
simple graphics using computer applications.
• Word processors are the most commonly used
computer applications in the world.
• Word processors are mostly used for writing letters,
reports, projects, books, essays, memos, resumes
(CVs) etc. Manual type writers were phased out
following the emergence of computer based word-
processor applications.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 5/46

 4.1.1 Defining the concept of word
processing.
Advantages of Using Electronic Word Processors as Compared to Manual
Type Writers
• Word processors can save softcopies for future use while with a type writer;
a document has to be fully retyped if needed again.
• During typing with a word processor, it is possible to undo a mistake, while
any error made with a type writer is immediately impacted on the printout.
• A type writer prints one character at a time while a word processor prints
many pages at a time.
• There is a variety of quick text formatting features such as bold, italic,
underline, colour, etc. in a word processor whereas there are limited
formatting options with a typewriter.
• A word processor provides grammar and spell check options whereas a
typewriter cannot help in spell checking.
• It is easier to insert graphics and drawings in a word processor yet it is not
easy to draw with a type writer.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 6/46

 4.1.1 Defining the concept of word
processing.
Advantages of Using Electronic Word Processors as Compared to Manual Type
Writers
• A word processor allows the user to type continuously without pressing the enter
key at the end of each line (word wrap) whereas the user needs to advance the
lever of a typewriter manually, at the end of every line.
• It is very simple to align text in a document to Left, Centre, Right or Justified
whereas with a type writer, one has to manually align the text, which is very
difficult.
• A word processor has edit features such as Copy and Paste in which repeatedly
occurring text in a document can be copied to and pasted from the clipboard
whereas a type writer has no clipboard.
• A word processor can work on many pages at a go by inserting pages numbers,
footers, headers, watermarks, etc. whereas a type writer works on one page at a
time.
• A word processor can insert drawings word arts and pictures whereas with a type
writer, drawings and pictures can only be drawn by a hand on the stencil.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 7/46

 4.1.1 Defining the concept of word
processing.
Advantages of Using Electronic Word Processors as Compared to Manual Type
Writers
• With A word processor, you can use mail merge feature to create a set of
documents, such as a letter that is sent to many customers, by only creating one
main document and inserting different fields for the customers’ details whereas
with a type writer, you have to type the each document separately.
• A type writer requires a lot of strength to strike a key so as to have a strong impact
on the stencil in order to get a reasonably visible printout whereas a computer
keyboard has easy-to-press buttons which don’t require too much strength during
typing.
• A type writer makes a lot of noise during its operation as compared to a word
processor which is relatively quiet.
• A word processor has a lot of symbols whereas a type writer can only add the
English alphabet and commonly used symbols that are currently calibrated on the
typewriter.
• A Word processor can add preformatted elements (templates e.g. cover pages,
resumes, etc. whereas with a type writer it is up to the typist to know the layout
andwww.mukalele.net
www.mukalele.net

professional look ofUACE SUB-ICT 4:types.

document Introduction to Word Processing Slide 8/46
 4.1.1 Defining the concept of word
processing.
Disadvantages of Using Electronic Word Processors
• Word processors cannot be used without Electricity.
• Word processors Use is Expensive due to the cost of computers.
• They have led to Unemployment of typists because one person using a word
processor can do work which would be done by many using type writers.
• Many people are Computer illiterate, and cannot use the program.
• Computers have Viruses, which lead to loss of data in soft copies.
• Using word processors on light emitting computer monitors for long leads to eye
disorders, which isn’t the case with type writers
• Word processors require purchase of hard ware like printers in order to obtain hard
copies yet with typewriters, whatever is typed is permanent and instantly available
as a hard copy: there is no delay for printing or risk of unintended file deletion. NB:
It is this tangible writing experience free from computer meltdowns or deletions
that is saving the typewriter from extinction.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 9/46

 4.1.2 Examples of word processors.
Examples of word processors include:
Microsoft Word,
Corel WordPerfect,
Apple Pages,
OpenOffice.org Writer,
Google Docs etc.
NB: Text editors are not fully word processing applications
because they are generally used to type without any special
formatting. Text editors are mainly used to create small
notes, memos and programs. Examples of common text
editors are: Notepad, Notepad++, Gedit etc.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 10/46

 4.1.3 Opening a word processor.
• Click “Start” >> “Programs” >> “Microsoft Office”
>>“Microsoft Office Word.”
• Or Type the program name WINWORD in the run
dialog box and click Ok. If there is an icon of
Microsoft Word available on your desktop (shaped
like a square with a "W" in the middle), you can
open up the program by double-clicking the icon.

Word 2016 Icon

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 11/46

 4.1.4 Identifying basic features of a
word processor
The features are the functionalities the program can do.
Below are some of the features of word processors.
• Word Wrap: this feature automatically sends a word that
does not fit within the margin settings onto the next line,
without the user pressing Enter key.
• Find: allows the user to locate all occurrences of a
particular character, word or phrase.
• Replace: allows the user to substitute existing characters,
words or phrases with the new ones.
• Spell checker: allows the user to check spellings of the
whole document at one time or to check and even correct
the spelling of individual words as they are typed (Autocorrect)
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 12/46

 4.1.4 Identifying basic features of a
word processor
• Grammar checker: this reports grammatical errors, usually by a
wavy green line, and suggests ways to correct them.
• Thesaurus: suggests alternative words with the same meaning
(synonyms) for use in the document.
• Mail Merge: This is feature used to create similar letters to be
sent to several people. The names and addresses of each person
can be merged with one single main document.
• Automatic page numbering: numbers the pages automatically
in a document
• Tables: allow users to organize information into rows and
columns.
• Multi-columns: arranges text into two or more columns that
look similar to newspaper or magazine
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 13/46

 4.1.4 Identifying basic features of a
word processor
• Drop cap – Formats the first • Word Count: Establishes the
letter in paragraph to be number of words, characters,
dropped across two or more paragraphs, etc. in a document.
lines. • Headers and Footers: Used to
• Clip art: refers to pre-made insert text in the top and bottom
images about various subjects margin through the document.
used to illustrate concepts in • Footnotes and Endnotes are used
documents. as references that provide
• Template: document with a additional information about a
specific format and layout based word or phrase within a
on to initiate new similar document.
documents. • Insert and Delete allows a user to
• Printing: allows a user to obtain add and remove portions of text
a hard copy of a document from while editing document.
thewww.mukalele.net
printer.
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 14/46

 Sub Topic 2: Working with Word
Processing Software
Sub topic Objectives:
1. Creating a new document.
2. Using inbuilt word document templates.
3. Naming and saving a file in a given location.
4. Identifying features of word processor interface.
5. Typesetting content in a new document.
6. Word processor edit features.
7. Formatting documents
8. Using external data (importing text and clips and other images from
digital sources, files or websites.)
9. Manipulating images (resizing, cropping and maintaining aspect
ratio.)
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 15/46

 4.2.1 Creating a new document
• Each time a new document is created, Word will assign a
temporary name such as “Document1” and this appears on
the title bar at the top of the screen until you save the
document and allocate a filename.
• To create a new document:
• i. Click on the FILE TAB and select NEW.
• ii. From the group of available templates select the type of
document you wish to create (Choose Blank document).
• iii. Click the CREATE Button underneath the preview on the
right. A blank document will appear on-screen ready for
you to start entering information.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 16/46

 4.2.1 Creating a new document
• Alternatively, you can create a new document using
CTRL+N Keyboard shortcut.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 17/46

 4.2.2. Using inbuilt word document
templates
• All documents you create in Word are based on a specific template.
When you create a new document using the New Blank Document
button or CTRL N, you are creating a document based on the
NORMAL template with set margins, default fonts, sizes, etc.
• To choose a template:
– i. Click on the FILE TAB and select NEW.
– ii. Select a document type from either the AVAILABLE TEMPLATES group or
– OFFICE.COM templates.(these will only be available if online).
– iii. A list of available templates should appear.
– iv. Select one of the documents from that group. A document based on your
selection will appear on-the right to allow you to preview it.
– v. If you are happy with your selection click on the CREATE button below the
preview.
– vi. A new document is created ready for you with the general layout, formats
and content of the desired template.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 18/46

 4.2.3. Naming and saving a file in a given
location
– When you create a brand new document and click on File
Menu>>Save or the Save button on your Standard Toolbar or Ctrl+S, y
will be presented with the Save As dialog box because Word wants to know three
things as shown in the
dialog box below:

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 19/46

 4.2.3. Naming and saving a file in a given
location
The difference between save and save as
Once you have answered the above three questions and you have
correctly saved your new document, clicking on that same save
button no longer gives you the dialog box. Why? Because Word
assumes you do not want to make those three choices again. Word
assumes you simply want to update the originally saved copy by
overwriting it with this new version of the same file. If, however,
you do want to either put a copy of this same file in a new location,
create a new copy with a new name, or change the file type, you must
go to the File menu and choose Save As (or press F12).
When you choose File/Save As, you can use the dropdown box at the
top of the Save As dialog box, labeled Save in, to select the location,
filename and / or filetype in which you want to save your new copy.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 20/46

 4.2.4 Identifying features of word processor
interface
• Word processor
interface consists of
many components that
help you use its
features. Some of these
components include the
menu bar, title bar, file
tab, ribbon, status bar,
ruler, and a lot more
as labelled in the figure
below.
Task: Launch a word
processor and use the mouse
to point on each the buttons
and components on its
interface. Take note of the
screen tip that appears when
you point on each of the
buttons.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 21/46

 4.2.5 Typesetting content in a new
document
• When typing, do not press the Enter key at the end of each line; the
insertion point will automatically move to the next line when the current
one is full. It will not divide a word between two lines. This is called word-
wrap. Only press the Enter key when you want to begin a new paragraph.
• If you want the insertion point to go to the next line within the same
paragraph, use the Shift + Enter keyboard combination. This will force the
insertion point to a new line. If you want the insertion point to go to the
next page, then use Ctrl + Enter.
• The auto correct feature checks for errors as you type, and automatically
correct common typing errors.
• If AutoCorrect does not recognize a word’s spelling, it alerts you by
displaying a wavy red line under the word, or a green line in case of a
grammatical error.
• To correct the error, right click in the error and choose the right alternative
or use the Alt+F7 keyboard combination.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 22/46

 4.2.5 Typesetting content in a new
document
• Activity: Launch Microsoft Word and create a new
blank document. Type in the content as below.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 23/46

 4.2.5 Typesetting content in a new
document
Additional Tasks
1. Save the document as Word Manual in rich text file format, in a new
folder ‘Manuals’ On the Desktop. Tip: You need to create the folder
within the save as dialog box while saving the file.
2. Save another copy of the file in My Document folder with file name
Training Exercise Second Copy.
3. Save another copy of the document in My Documents folder as a
word (.doc) document with file name Training Exercise.
5. Save another copy of the file to a flash disk or Local Disk D:\ with the
file name Training Exercise Backup Copy.
6. Close the file without exiting the word processing application.
7. Open the file you saved in the Manuals folder on the desktop.
8. Exit Word.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 24/46

 4.2.5 Typesetting content in a new
document
Hidden Characters: Many characters that you may type will
enter other, unseen characters to your document such as
Enter, Tab, Space etc that can have dramatic effects. These
hidden characters can be displayed so that you may see
exactly what you are entering into your document.
• To show/hide hidden characters
• Go to the HOME ribbon,
PARAGRAPH group and click
on the SHOW/HIDE
CHARACTERS button,
with a symbol resembling
an inverted p.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 25/46

 4.2.5 Typesetting content in a new
document
• As you type, Word will auto-scroll (shifting text up and
finally disappearing from the top of the document
window). The AutoComplete feature will automatically
complete dates and words you use regularly. After you
enter a few identifying letters, Word will display a small
box, or ScreenTip, that suggests the full word you are
typing.
Press the Enter key to
accept Word's suggestion,
or continue typing
to ignore the suggestion.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 26/46

 4.2.5 Typesetting content in a new
document
• The blinking cursor shows the current insertion point.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 27/46

 4.2.6 Word processor edit features
• To edit is to make • Cut <Ctrl> + <X>
changes to the content • Copy <Ctrl> + <C>
of a document. This can • Paste <Ctrl> + <V>
be by inserting, or • Undo <Ctrl> + <Z>
deleting content such as • Redo <Ctrl> + <Y>
text. Some of the • Find <Ctrl> + <F>
editing features include: • Replace <Ctrl> + <H>
• Delete <Del> or
<Backspace>
• Insert
• Cut – Copy - Paste
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 28/46

 4.2.6 Word processor edit features
Cut – Copy - Paste
• These terms originate from the times when typesetters
would lay out templates by physically cutting an item from
its current location, and gluing or pasting it in to the new
location.
• Moving Items (cut and paste)
– i. Select the text you want to move.
– ii. Press CTRL X to cut. the selected text will disappear.
– iii. Go to the location where you want to place the text
you cut.
– iv. Press CTRL V to paste the text into the new location.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 29/46

 4.2.6 Word processor edit features
Cut – Copy - Paste
Duplicating Items (copy and paste)
• i. Select the text you want to duplicate. Press CTRL C
to make a copy to the clipboard.
• ii. Move to the location where you want the copied
text to go. Press CTRL V to paste the copied text
back in to the document. The text in the original
location will not disappear.
• After copying you may paste your items several
times in different places.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 30/46

 4.2.6 Word processor edit features
The Office Clipboard Task Pane
• You can open the Office Clipboard in the task pane
by clicking the DIALOG LAUNCHER under the
CLIPBOARD group on the HOME ribbon.
• The Microsoft Office Clipboard allows you to collect many
items from any number of Office documents which you
can paste by clicking in the clipboard.
• The Office Clipboard works with the standard Copy and Paste
commands. Just copy an item to the Office Clipboard to add it to
your collection, then paste any from the Office Clipboard into any
Office document at any time. The collected items stay on the Office
Clipboard until you exit Office.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 31/46

 4.2.6 Word processor edit features
Find and replace text (Ctrl+F and Ctrl+H)
• You can automatically replace a word or phrase
with another — for example, you can replace Acme
with Apex.
• Note: The replacement text will use the same
capitalization as the text that it replaces. For
example, if you search for AKA and replace it with
Also known as, the result will be ALSO KNOWN AS.
• On the Home tab, in the Editing group, click
Replace.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 32/46

 4.2.6 Word processor edit features
Find and replace text (Ctrl+F and Ctrl+H)
• You can automatically lookup (find) or replace
a word or phrase with another — for example,
you can replace Acme with Apex.
– On the Home tab, in the Editing group, click
Replace.
– In the Find what box, type the text that you want
to search for.
– In the Replace with box, type the replacement
text.
– To replace all occurrences of the text, click
Replace All.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 33/46

 4.2.7 Formatting documents
• Formatting refers to enhancing the appearance of a
document. You can format text, paragraphs, pages or the
entire document.
Formatting Text
Text formats can be applied to individual characters within a
document. The font and paragraph groups under the home ribbon
have buttons for executing frequently used formatting commands
such as Font style, size, color, bold, italic, underline, alignment, line
spacing, bulleting and numbering, indentation, highlight etc.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 34/46

 4.2.7 Formatting documents
The font dialog box
• Font
dialogue box
has more
commands
for changing
text effects.
Click on the
dialog box
launcher
under the
font group
to open it.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 35/46

 4.2.7 Formatting documents
Formatting paragraphs
• When you need to control how a paragraph lines up on a
page, you apply paragraph formats.
• As with character formatting, some of the most commonly
used options appear as buttons on the Formatting toolbar
whilst others can only be accessed via the Paragraph dialog
box.
• Paragraph formatting actions include Alignment (Left,
center, right, Justified), Spacing, and Indents. Indents allow
you to control the white space at the left and right hand
side of a paragraph.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 36/46

 4.2.7 Formatting documents
The paragraph dialog box
• The paragraph dialogue
box has more
commands for
controlling how
paragraphs and lines
appear on a page. Click
on the dialog box
launcher under the
paragraph group to open
it.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 37/46

 4.2.7 Formatting documents
The Ruler
• The markers on the ruler allow you to set custom indents
of paragraphs in a document. If you don’t need indents to
be a specified values, it is easier to use the ruler to choose
a suitable indent level.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 38/46

 4.2.7 Formatting documents
First line indent
• A first line indent is used where the first line of a
paragraph needs to start further in than the other
lines as in the example below:

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 39/46

 4.2.7 Formatting documents
Hanging indent
• A hanging indent is used where the first line of a paragraph
needs to start further back than the other lines.

Right indent
• A right line indent is used where the line of a paragraph
needs to stop on a page.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 40/46

 4.2.8 Using external data
Importing External text
• To insert data from an external file:
• i. Position the cursor at the point where you want to insert
the file.
• ii. Choose the INSERT ribbon TEXT group and the drop
down arrow to the right of OBJECT select TEXT FROM FILE.
The following dialog box will appear:
• iii. Select the folder containing the file you want to insert
and then click the file name to highlight it.
• iv. Click the INSERT button to insert the file.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 41/46

 4.2.8 Using external data
Inserting Clip Art or Graphic Images into a document
• A document’s appearance can be
improved by adding clip art,
symbols or graphic images. The
insert menu contains many tools
for inserting images.
• You may wish to insert simple
graphics, such as a picture from
file or a piece of clip art, into a
document. This can be done using
the Insert Picture command

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 42/46

 4.2.8 Using external data
Inserting symbols
• The symbols not
included on the
keyboard such as
letters of other
alphabets,
mathematical symbols
or currency symbols
can be inserted using
the Insert Symbol
command. The desired
symbol is chosen from
the Symbol Dialog box.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 43/46

 4.2.9 Manipulating images
• Microsoft Office offers very good image editing possibilities
as well. To edit images in MS Office, simply click twice on
every image to open the Picture formatting tab. You can
adjust the color, borders, and size of every image, as well as
add special effects, change contrasts, shapes, remove
backgrounds, insert text and much more.

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 44/46

 4.2.9 Manipulating images
Cropping image/Change dimensions
• Use the Crop option to remove unnecessary parts of the
image. It is also possible to change the dimensions in
order to make the image fit into the document better.
• You can also use
other available
options under
the picture tools
ribbon to rotate,
add borders,
layouts, wrapping,
and use handles to
resize the images.
www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 45/46

 Subsidiary ICT
for Uganda
End of Topic 4:
Introduction to Word Processing
Next Topic 5: Computer Hardware

www.mukalele.net
www.mukalele.net

UACE SUB-ICT 4: Introduction to Word Processing Slide 46/46