INTRODUCTION

MODULE NAME : BASIC COMPUTER APPLICATIONS

MODULE CODE : NMT04104
SESSION 3.
5.1.3 UTILIZE WORD PROCESSING APPLICATION IN
PREPARING REPORTS
 DEFINE WORD PROCESSING PROGRAM.

 A word processing program is software used to create, edit, format, and print text-based documents.
These programs provide tools to manage text, such as setting fonts, adjusting alignment, inserting
images, tables, and page layout elements, and managing styles and formatting for a professional-
looking output. Common features also include spelling and grammar checks, track changes, and
collaborative editing. Examples of word processing programs include Microsoft Word, Google Docs,
and Apple Pages.
 LAUNCH / START WORD PROCESSING PROGRAM.

To Start Microsoft Word on your computer, follow these steps:

1. Search in Start Menu:
1. Click the Start button or press the Windows key on your keyboard.
2. Type Microsoft Word into the search bar.
3. Select Microsoft Word from the list of results.

2. Launch from Desktop (if you have a shortcut):

1. Double-click the Microsoft Word icon on your desktop.

3. Open from the Taskbar (if pinned):

1. Click the Microsoft Word icon on your taskbar.
 IDENTIFYING PARTS OF WORD PROCESSING
INTERFACE.

In a typical word processing interface (like Microsoft Word), several key components help
users create and format documents effectively. Here’s a breakdown of the most common
parts:
1. Title Bar: Displays the name of the document and the program.
2. Ribbon: Contains tabs like Home, Insert, Layout, etc., each holding groups of related
tools and commands.
3. Tabs and Groups: Each tab has a set of grouped tools. For example, the Home tab often
has groups for Clipboard, Font, Paragraph, Styles, etc.
4. Quick Access Toolbar: Located at the top, it holds frequently used commands like Save,
Undo, and Redo.
5. Document Area: The main workspace where users type and format text.
 IDENTIFYING PARTS OF WORD PROCESSING
INTERFACE CONTS...

6. Ruler: Located at the top and sometimes the side of the document area, it helps set
margins, tabs, and indentations.
7. Status Bar: Shows information like page number, word count, and document view options.
8. Scroll Bars: Vertical and horizontal bars for navigating through the document.
9. View Options: Usually found in the status bar, options like Print Layout, Read Mode,
and Web Layout adjust the way the document appears on the screen.
10. Zoom Control: Allows you to zoom in or out of the document for easier readability or
editing.
CREATE A WORD DOCUMENT (PERFORM DATA ENTRY, COPY,
CUT, PASTE, UNDO, REDO, REPLACE TEXT, ERROR CORRECTION
AND SAVE DOCUMENT).

Here's a step-by-step guide for creating and editing a document in Microsoft Word:
1. Create a New Document
 Open Microsoft Word.
 Select Blank Document from the opening screen to start a new document.
2. Perform Data Entry
 Begin typing your content directly into the document area.
3. Copy, Cut, and Paste Text
 Copy: Select the text you want to copy, right-click and select Copy or press Ctrl + C.
 Cut: Select the text you want to cut, right-click and select Cut or press Ctrl + X.
 Paste: Place your cursor where you want to paste the text, right-click and select Paste or press Ctrl + V.
CREATE A WORD DOCUMENT (PERFORM DATA ENTRY, COPY, CUT, PASTE, UNDO,
REDO, REPLACE TEXT, ERROR CORRECTION AND SAVE DOCUMENT) CONTS...

4. Undo and Redo Actions

 Undo: Press Ctrl + Z to undo your last action.
 Redo: Press Ctrl + Y to redo the last action if you’ve undone it.
5. Replace Text
 Go to Home > Replace (or press Ctrl + H).
 In the Find what field, type the text you want to replace.
 In the Replace with field, enter the replacement text.
 Click Replace or Replace All to make the changes.
CREATE A WORD DOCUMENT (PERFORM DATA ENTRY, COPY, CUT, PASTE, UNDO,
REDO, REPLACE TEXT, ERROR CORRECTION AND SAVE DOCUMENT) CONTS...

6. Error Correction
 Word automatically underlines spelling errors in red and grammar suggestions in blue.
 Right-click on any underlined word and select the correct spelling or grammar suggestion from the
menu.
7. Save the Document
 Go to File > Save or press Ctrl + S.
 Choose a location and enter a file name.
 Click Save to store your document.
FORMAT TEXT (BOLD, ITALICS, UNDERLINE, FONT, FONT SIZE,
ALIGNMENT, INDENTATION, LINE & PARAGRAPH SPACING,
LISTS, SUPERSCRIPT AND SUBSCRIPT).

Here’s how to apply various formatting options to text in Microsoft Word:

1. Bold, Italics, and Underline
 Bold: Select the text and press Ctrl + B or click the B icon in the Home tab.
 Italics: Select the text and press Ctrl + I or click the I icon.
 Underline: Select the text and press Ctrl + U or click the U icon.

2. Font and Font Size

Select the text you want to format.
 In the Home tab, choose a Font from the dropdown menu.
 Adjust the Font Size by selecting a size number from the dropdown or typing a custom size.
FORMAT TEXT (BOLD, ITALICS, UNDERLINE, FONT, FONT SIZE,
ALIGNMENT, INDENTATION, LINE & PARAGRAPH SPACING,
LISTS, SUPERSCRIPT AND SUBSCRIPT) CONTS...

3. Text Alignment
 Select the paragraph or text block.
 In the Home tab, choose:
 Align Left (Ctrl + L)
 Center (Ctrl + E)
 Align Right (Ctrl + R)
 Justify (Ctrl + J)
FORMAT TEXT (BOLD, ITALICS, UNDERLINE, FONT, FONT SIZE,
ALIGNMENT, INDENTATION, LINE & PARAGRAPH SPACING,
LISTS, SUPERSCRIPT AND SUBSCRIPT) CONTS...

4. Indentation
 Place your cursor in the paragraph you want to indent.
 Go to the Layout tab and adjust the Indent Left and Indent Right options.
 Alternatively, use the Increase Indent or Decrease Indent buttons in the Home tab.

5. Line and Paragraph Spacing

 Select the text you want to adjust.
 In the Home tab, click on the Line and Paragraph Spacing icon (looks like a few lines with arrows pointing up and
down).
 Choose your desired spacing, or click Line Spacing Options for more precise control.
FORMAT TEXT (BOLD, ITALICS, UNDERLINE, FONT, FONT SIZE,
ALIGNMENT, INDENTATION, LINE & PARAGRAPH SPACING,
LISTS, SUPERSCRIPT AND SUBSCRIPT) CONTS...

6. Lists (Bulleted and Numbered)

 To create a bulleted list, select the text and click the Bullets icon in the Home tab.
 For a numbered list, click the Numbering icon.
 You can customize list formats by clicking the small arrow beside each icon.

7. Superscript and Subscript

 Superscript: Select the text, then press Ctrl + Shift + = or click the Superscript icon in the Home tab.
 Subscript: Select the text, then press Ctrl + = or click the Subscript icon.
INSERT HEADER, FOOTER AND OBJECTS (PICTURES, SHAPES,
SYMBOLS, AND WORD ART) IN WORD DOCUMENT.

Here’s how to insert headers, footers, and various objects in a Microsoft Word document:
1. Insert a Header or Footer
 Go to the Insert tab.
 Select Header or Footer.
 Choose a style from the dropdown list, or click Edit Header or Edit Footer to customize.
 Enter the text you want in the header or footer, like page numbers, title, or author name.
 Click Close Header and Footer in the toolbar when done, or double-click in the document area

.2. Insert a Picture

 Go to the Insert tab and click Pictures.
 Choose This Device to insert an image from your computer or Online Pictures to search for one.
 Select the picture, and it will appear in the document.
 Use the sizing handles to adjust it as needed.
INSERT HEADER, FOOTER AND OBJECTS (PICTURES, SHAPES,
SYMBOLS, AND WORD ART) IN WORD DOCUMENT.

3. Insert a Shape
 In the Insert tab, click Shapes.
 Choose a shape from the dropdown menu (e.g., rectangle, circle, arrow).
 Click and drag in the document area to draw the shape, or click to insert it at a default size.
 Format the shape using the Shape Format tab that appears after insertion.

4. Insert a Symbol
 Go to Insert > Symbol and choose from the most recently used symbols.
 Click More Symbols for a larger selection of special characters and symbols.
 Select the symbol you want and click Insert to add it to your document.
INSERT HEADER, FOOTER AND OBJECTS (PICTURES, SHAPES,
SYMBOLS, AND WORD ART) IN WORD DOCUMENT.

5. Insert Word Art

In the Insert tab, click WordArt.
Choose a style from the dropdown gallery.
Enter your text in the WordArt box that appears, and use the WordArt Format tab for further customization.
WORK WITH TABLE IN WORD DOCUMENTS (INSERT A TABLE,
FORMAT TABLE, FORMAT TEXT IN A TABLE, PERFORM
CALCULATIONS, DELETE TABLE)

Guide to working with tables in a Microsoft Word document:

1. Insert a Table
 Go to the Insert tab.
 Click Table and choose the number of rows and columns by selecting from the grid, or click Insert Table
for a larger or custom-sized table.
 The table will appear in the document, allowing you to start entering data.

2. Format the Table

 Click anywhere in the table to open the Table Design and Layout tabs.
 In the Table Design tab, you can choose a Table Style from the gallery to apply a predefined style.
 Use Shading to add background color to cells or rows, and Borders to adjust line styles, colors, and
thickness.
WORK WITH TABLE IN WORD DOCUMENTS (INSERT A TABLE,
FORMAT TABLE, FORMAT TEXT IN A TABLE, PERFORM
CALCULATIONS, DELETE TABLE) CONTS…

3. Format Text in a Table

 Select the text within a cell, row, or the entire table.
 In the Home tab, use standard formatting options like Font, Font Size, Bold, Italics, and Alignment.
 To adjust the text alignment within a cell (e.g., center-align vertically), go to the Layout tab and select
Align Top, Center, Align Bottom, or other alignment options.

4. Perform Calculations in a Table

 Click in the cell where you want the result of a calculation to appear.
 Go to the Layout tab and click Formula.
 The Formula dialog box may suggest a function based on nearby cells (e.g., =SUM(LEFT) to add
values in cells to the left).
 Click OK to insert the result.
 Note: Word does not automatically update calculations, so if values change, right-click the result and
choose Update Field to refresh it.
WORK WITH TABLE IN WORD DOCUMENTS (INSERT A TABLE,
FORMAT TABLE, FORMAT TEXT IN A TABLE, PERFORM
CALCULATIONS, DELETE TABLE) CONTS…

5. Delete a Table
 Click anywhere inside the table.
 Go to the Layout tab under Table Tools.
 Click Delete > Delete Table to remove the entire table.
 PRINT WORD DOCUMENT.

To print a Word document, follow these steps:

1. Open the Document: Ensure the document you want to print is open in Microsoft Word.
2. Go to the Print Menu:
1. Click on File in the top-left corner.
2. Select Print from the menu.

3. Set Print Preferences:

1. Printer: Choose the printer you want to use from the dropdown menu.
2. Print Settings:
1. Pages: Specify which pages to print (e.g., all pages, specific pages, or ranges like 1-3).

2. Copies: Set the number of copies.

3. Print One-Sided or Two-Sided: Choose single-sided or double-sided printing.

4. Orientation: Choose between Portrait or Landscape layout.

5. Paper Size and Margins: Adjust if needed.

 PRINT WORD DOCUMENT CONTS...

4. Print:
1. Once all settings are configured, click Print to send the document to the printer.
 This will print the document according to your specified preferences.