Mater Dei College

Tubigon, Bohol
Summer 2021
AE 113 – IT APPLICATION TOOLS IN BUSINESS

Topic 3
WORD PROCESSING SOFTWARE

BUSINESS SOFTWARE

- application software that assists people in becoming more effective and efficient while performing
their daily business activities.

Popular Business Programs

1. Word processing software – sometimes called a word processor, allows users to create and
manipulate documents containing mostly text and sometimes graphics.
FEATURES:
Clip art – is a collection of drawings, diagrams, maps and photographs that you can insert in
documents.
Margins – the portion of the page outside the main body if text, including the top, the bottom, and
both sides of the paper.
Wordwrap – allows users to type words in a paragraph continually without pressing the ENTER key
at the end of each line.
Scrolling – is the process of moving different portions of the document on the screen into view.
Find or Search – allows you to locate all occurrences of a certain character, word, or phrase.
Replace – allows you to substitute existing characters or words with new ones.
Spelling checker – reviews the spelling of individual words, sections of a document, or the entire
document.
Header – is text that appears at the top of each page.
Footer – is text that appears at the bottom of each page.

Developing a Document
1. Create a document – enter text or numbers, insert graphical images, and perform other tasks
using an input device such as keyboard, mouse, microphone, or digital pen.
2. Edit a document – means to make changes to its existing content. Common editing tasks include
inserting, deleting, cutting, copying, and pasting.

Inserting – adding text to a document.

Deleting – removing text or other content.
Cutting – is the process of removing a portion of the document and storing it in a temporary storage
location sometimes called a clipboard.
Pasting – is the process of transferring an item from a clipboard to a specific location in a document.

3. Format a document – changing the appearance of the document.

A. Font – is a name assigned to a specific design of characters.
Two basic types of fonts
1. Serif font – has short decorative lines at the upper and lower ends of the characters.
Example: Times New Roman
2. Sans serif font – does not have the short decorative lines at the upper and lower ends of
the characters. Example: Arial
B. Font size – indicates the size of the characters in a particular font.
C. Font style – adds emphasis to a font such as bold, italic and underline.

4. Saving a document – the computer transfers the document from memory to a storage medium
such as a USB flash drive, hard disk, or CD.

5. Print a document – the computer places the contents of the document on paper or some other
medium.

Microsoft Word 2007 and 2010 Parts and Controls

To familiarize Microsoft Word you need to know the basic parts and controls when you open the program. We
labeled every part of the interface of Microsoft word 2007 and 2010 to make it easy for you to understand.
And this is the Microsoft Word 2010.

Quick Access Toolbar – Collection of buttons that provide one click access to commonly used commands such
as Save, Undo or Redo. You can also customize this according to your preference.
Title Bar – A bar the display the name of active document.
Ribbon – The main set of commands and controls organized task in Tabs and groups, you can also customize
the ribbon according to your preference
Vertical Scroll Bar – Scroll bar to use when you want to scroll vertically through the document window
Horizontal Scroll Bar – Scroll bar to use when you want to scroll horizontally through the document window.
Zoom Control – Used for magnifying and shrinking of the active document.
View Shortcut – Buttons used to change how the worksheet content is displayed. Print Layout, Full Screen
Reading, Web Layout, Outline or Draft.
Status Bar – It displays information about your document, such as what page you are currently viewing and
how many words are in your document, etc.
Ruler – It used to set the alignment and margins of the elements in the documents.
Insertion Point – It 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 is located in the top-left corner of the page.
Document Window – The white space where you can type or attached all the data you need in the document.
Office Button/File Menu – Office button in MS Word 2007 and File Tab for MS Word 2010 or higher version. It
provides access to document level features and program settings.
TABS IN MS WORD 2007 TABS IN MS WORD 7. 2019
Review
1. Home 1. File 8. View
2. Insert 2. Home
3. Design 3. Insert
4. Layout 4. Design
5. References 5. Layout
6. Mailings 6. References
7. Mailings
8. Review
9. View
10. Help
Foxit PDF (OPTIONAL)

Uses of Microsoft Word in Business

Word may be the word processing powerhouse in Microsoft's Office suite, but the program can do more
than just put words on paper. It also incorporates desktop publishing, design and data handling features, allowing
businesses to create many different types of professional documents for both internal and external purposes.

Using Word for Letters and Mailings

Businesses typically use Word to manage their outgoing correspondence needs. For example, you can use the
program to create a single letter at a time or to create a mailshot that sends a letter to some or all of your
customers. Mail merge functions can automatically populate a letter template with relevant contact and address
information, using databases you create yourself in Word or data you import from other Office programs such as
Excel or Outlook. Word can also print address labels and envelopes.

Using Word to Create Documents and Forms

You can use Word to create just about any kind of business document, including company reports, presentations,
budgets, proposals and plans. It can help you build a library of key forms, such as invoices, statements, receipts,
memos and agendas. Word's design features are easy to use, enabling you to use data visualization tools to
add tables, charts and graphs to your documents. Its SmartArt function uses graphics to communicate
information.

Using Word to Produce Promotional Materials

You can use Word to create promotional and marketing materials that you send out to customers and prospects.
Common options include brochures, flyers and newsletters. Award certificates and cards may be useful if you
run internal promotions to incentivize your employees. Word can also handle stationery design, allowing you to
format and produce your own letterheads and even business cards. This may be particularly useful for small
businesses that may struggle to pay third-party design and print costs.

Using Word to Build Branding

If you want your employees to use a standardized letter or memo format, you can design one and save it as a
template that the entire company can use. You can use styles and themes to define exactly how all of your
business documents will look, giving you a consistency of color, fonts and effects. If you prefer, you can download
free Microsoft templates. Microsoft groups some templates into style sets, so you could apply the same theme
to a range of marketing materials, documents and forms, giving you a consistency of branding.

Word's data visualization tools can make data easier to read and understand

Source: https://www.techwalla.com/articles/uses-of-microsoft-word-in-business
ONLINE MICROSOFT WORD ALTERNATIVES
Sometimes it's easier to create and collaborate online in real-time than by editing and managing
multiple versions on your local hard drive and sending the files via email. The web-based word processing
applications below will not only let you create the documents online but also quickly and easily share them
with others.

Dropbox Paper
Dropbox Paper is a free online word processor offered by the online cloud storage provider. To
start using it, you will need a Dropbox account. Once logged in, you get full access to the online suite.

Office Online
For Microsoft Word and Office aficionados, the best possible free online alternative for their
document editing needs is definitely Word online, which comes as part of the Office Online suite. Although
free MS Word web app is not a full-fledged version of its paid counterpart, it allows you to open, create
and edit Word documents online.

Google Docs
Google Docs allows you to create, collaborate and share documents, spreadsheets, presentations,
drawings and even forms. Google Docs is packed with features, which can be further extended
with various add-ons. While it will automatically save the file online and store it there, you can also have
the documents published as a web page, downloaded or emailed as an attachment in Word, ODT, PDF,
plain text or RTF formats. You can invite collaborators to work on the document with you or only allow
others to view it without the ability to edit. And if you are apprehensive of having to depend on the Internet
connection for document processing, don't worry. You can enable Google Docs offline access and keep
editing your documents even when you are disconnected from Internet. All it takes is a free Google
account.

Etherpad
Etherpad is an online document editor primarily intended for collaborative editing in, as the site
claims, "really real time". It's an open source, highly customizable tool for online document collaboration
with friends, fellow students and classmates, or colleagues at work.

Zoho
Zoho offers around 20 free online applications including Writer for word processing. You can link
your Zoho account to your Google and Yahoo accounts, as well. The Writer's interface shouldn't cause
anyone problems as it is comfortably familiar.

DOWNLOADABLE MICROSOFT WORD ALTERNATIVES

Some people are reluctant to cut the ties to their local computer and put all their work and business
documents online. If you're one of them and don't want to rely on an Internet connection, here are several
free word processing applications to round out our list. These you can download and install on your local
computer. Take advantage of all the desktop features of MS Word without the hefty price tag!

Apache OpenOffice
The Apache OpenOffice package actually includes six programs that all use the same engine
making them inherently the same and extremely easy to learn and use. The 6 applications included in the
Apache OpenOffice suite are: Writer (word processor), Calc (spreadsheets), Impress (presentations),
Draw (diagrams and illustrations) and Base (database manipulation) and Math (mathematical equations).
Writer can even natively do some things that Word cannot, like open PDF files without the addition of a
plug-in or commercial add-on. As the software is open source it is maintained by a large community
meaning help and bug fixes are freely available and quickly created. The downside to Writer is that it can
only open DOCX files without the ability to edit and save them. You can install this suite on Windows XP
to Windows 10, macOS and Linux.
LibreOffice
LibreOffice is another open source Microsoft Office alternative and a successor of the
OpenOffice.org project (in 2010, Oracle/Apache OpenOffice and LibreOffice projects went separate ways).
LibreOffice is distributed as a “monolithic software” consisting of seven components: Writer, Calc, Impress,
Draw, Base, Math, and Charts. LibreOffice Writer is a free and powerful word processor available for
Windows, Linux, and Mac. This Microsoft Word alternative can edit and save DOCX file format meaning
that if you often collaborate on documents with Microsoft Office users, LibreOffice Writer is your best
choice. It offers multi-language support, a spelling and grammar checker, ability to export in PDF and
EPUB ebook format, AutoCorrect and AutoComplete features, a lot of extensions and document
templates, and more regular updates and major and minor releases than Apache OpenOffice.

Jarte
Jarte is based on Microsoft WordPad Engine, but is still free. There is a paid version of the software
that adds on some extra functionality, but the free version is more than adequate and fully compatible with
Word and WordPad documents. Features include an ergonomic tabbed interface, small resource
requirements, portability, support for touchscreens, and quick loading time. It also has built-in spell
checking and can export to HTML and PDF files. Jarte allows you to insert images, tables, hyperlinks and
everything else that you have come to expect from Word. Jarte contains no ads, trial periods or crippled
features and is funded through user purchases of the Jarte Plus version.

WPS Office
WPS Office is a free document processing suite whose WPS Writer app will serve you well as a
Microsoft Word alternative. WPS Office 2016 Free can open and save to a long list of popular file formats
native to those applications like docx, doc, and more. You can get the application in languages other than
English: French, German, Spanish, Portuguese, Polish and Russian. The suite has the same familiar look
and feel of MS Office with one exception--it has a tabbed viewing window, so you can open more than one
document at a time. And also worth mentioning is WPS Cloud, the company's cloud document storage
service that offers up to 1GB of free storage that you can use. This is perfect if you're trying to find a free
Word alternative that's not only scalable for teams, but can also be as collaborative and seamless as its
Microsoft counterpart.

SoftMaker FreeOffice
SoftMaker FreeOffice is another great free suite that offers a full featured Microsoft Word
alternative. The suite's TextMaker application allows you to focus on creating documents just as you would
in MS Word. This suite offers up essential editing features and even a handful of basic templates for
creating and editing documents. Tables, charts, shapes and graphics are available along with standard
text formatting options. This application provides you with everything you need. The entire suite is available
for Windows, Linux, and Android, so you can keep your document processing tasks going even while away
from your desktop.