CHAPTER-8

Word Processing
8.1 Word Processing:
Word processing is described creating or editing a document using a word
processor, such as Microsoft Word, Google Docs or Open Office Writer. For
example, a student could create a book report in a Word Processor application.
Then, the student could print it, save it to a disk, display it on the screen or
send it over e-mail. Also, a person looking for a job could create a résumé
using a word processor, then e-mail or print and mail it to job recruiters.
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.
Example of word processors:
I. Microsoft Word.
II. Word star.
III. Word perfect.
IV. Corel.
V. Lotus.
VI. Word pro.
VII. K Word.
VIII.PC-Write.
Word Processing Feature:
i. Availability of different fonts, character sizes and styles.
ii. Text paragraph and page formatting e.g. text alignment, indenting, page
number etc.
iii. Search and replace command which allow replacement of every incidence
of a certain combination of characters with a set of characters.
iv. Undo which allows action that has been performed to be reversed.
v. Printing of documents single or multiple choices.
vi. Changing font color.
vii. A word wraps which automatically starts a new line if there is insufficient
room at the hand margin.
viii. Mail merging that is very essential while similar letters have to be sent.
ix. Ability to create and import tables, text and graphics from other programs.

8.2 Microsoft Office:

Microsoft Office is a set of computer applications mainly used for business or
office purposes. First introduced in 1990, Office software is made by the
Microsoft Corporation.
MS Office helps simplify basic office tasks and improve work productivity,
Each application is designed to address specific tasks, such as word
processing, data management, making presentations and organizing emails.
Microsoft has developed multiple versions of Office that can be supported by
different operating systems, including Windows, Linux and macOS, Microsoft
Office is also offered In 35 different languages.
8.3 MS Word:
Sometimes called Winword, MS Word or Word, Microsoft Word is a
word processor published by Microsoft. It is one of the office
productivity applications included in the Microsoft Office suite.
Originally developed by Charles Simonyi and Richard Brodie, it was
first released in 1983. Microsoft Word is available for Microsoft
Windows, Apple macOS Android and Apple iOS. It can also run on the
Linux operating system using WINE.
Microsoft Word used for?
Microsoft Word allows you to create professional-quality documents,
reports, letters and résumés. Unlike a plain text editor, Microsoft Word
has features including spell check, grammar check, text and font
formatting, HTML support, image support, advanced page layout and
more.
Feature of MS Word:
i. Speedy typing with many types of typing.
ii. Facility to add graphics with text.
iii. Facility to link networking, e-mail, fax etc.
iv. Word wrapping facility.
v. Text Editing.
vi. Page formatting facility.
vii. Formatting of paragraphs.
viii. Securing and reusing work
ix. Getting the output of the job.
x. Dictionary facility.
xi. Spelling and grammar check facility.
xii. Import and export any document or graphics from anywhere.
Advantages of MS Word:
i. Quality: Word produces error free documents. The spell and grammar check
in word processing makes the document to be error free.

ii. Storage of text: We can take any number of copies with word processor. If
we need this same document with slight changes we need not type the same
letter again just by making some slight changes we can obtain a modified copy
easily.
iii. Time saving: We can get any number of copies of documents in future
without re typing.
iv. Securities: We can protect the documents of word by giving pass word.
v. Dynamic exchange of data: We can have dynamic exchange of objects and
pictures from other documents into word processing document. The documents
can be linked each other.
 Useful Word keyboard shortcuts:

Shortcut Description
Ctrl+A Select all contents of the page.
Ctrl+B Bold highlighted selection.
Ctrl+C Copy selected text.
Ctrl+D Open the font preferences window.
Ctrl+E Aligns the line or selected text to the center of the screen.
Ctrl+F Open find box.
Ctrl+I Italic highlighted selection.
Ctrl+J Aligns the selected text or line to justify the screen.

Ctrl+K Insert a hyperlink.

Ctrl+L Aligns the line or selected text to the left of the screen.
Ctrl+M Indent the paragraph.
 Shortcut Description
Ctrl+N Opens new, blank document window.
Ctrl+O Opens the dialog box or page for selecting a file to open.
Ctrl+P Open the print window.
Ctrl+R Aligns the line or selected text to the right of the screen.
Ctrl+S Save the open document. Like Shift+F12.
Alt+F, A Save the document under a different file name.
Alt+X Show the Unicode code of a highlighted character.
Ctrl+T Create a hanging indent.
Ctrl+U Underline the selected text.
Ctrl+V Paste.
Ctrl+W Close the currently open document.
Ctrl+X Cut selected text.
Ctrl+Y Redo the last action performed.
Ctrl+Z Undo last action.
Ctrl+Shift+ Sets the selected text to all capital letters.
A
Ctrl+Shift+ Ads double underline to the selected text.
D
 Shortcut Description
Ctrl+Shift+F Opens Font window to change the font.
Ctrl+Shift+L Quickly create a bullet point.
Ctrl+Del Deletes word to right of cursor.
Ctrl+Backspac Deletes word to left of cursor.
e
Ctrl+End Moves the cursor to the end of the document.
Ctrl+Home Moves the cursor to the beginning of the document.
8.4 MS Excel:
Microsoft Excel is a spreadsheet program used to record and analyze
numerical and statistical data Microsoft Excel provides multiple
features to perform various operations like calculations, pivot tables,
graph tools, macro programming etc. It is compatible with multiple OS
like Windows macOS, Android and iOS.
An Excel spreadsheet can be understood as a collection of
columns and rows that form a table Alphabetical letters are
usually assigned to columns and numbers are usually assigned to
rows. The point where a column and a row meet is called a cell.
The address of a cell is given by the letter representing the
column and the number representing a row.
Feature of MS Excel:
The image below shows the composition of features in MS Excel:

i. Home: Comprises options like font size, font styles, font color,
background color, alignment, formatting options and styles,
insertion and deletion of cells and editing options.
ii. Insert: Comprises options like table format and style, inserting
images and figures, adding graphs, charts and spark lines, header and
footer option, equation and symbols.
iii. Page Layout: Themes, orientation and page setup options are
available under the page layout option.
iv. Formulas: Since tables with a large amount of data can be
created in MS excel, under this feature, you can add formulas to your
table and get
v. Data: quicker
Adding solutions.
external data (from the web), filtering options and
data tools are available under this category.
vi. Review: Proofreading can be done for an excel sheet (like spell
check) in the review category and a reader can add comments in this
part.
vii. View: Different views in which we want the spreadsheet to be
displayed can be edited here. Options to zoom in and out and pane
arrangement are available under this category.
Advantage of MS Excel:
i. Best way to store data.
ii. You can perform calculations.
iii. All the tools for data analysis.
iv. Easy to data visualizations with charts.
v. You can print reports easily.
vi. So many free templates to use.
vii. You can code to automate.
viii. Transform and clean data.
8.5 MS PowerPoint:

PowerPoint is a presentation program developed by Microsoft. It is

included in the standard Office suite along with Microsoft Word and
Excel. The software allows users to create anything from basic slide
shows to complex
PowerPoint presentations.
is often used to create business presentations, but can
also be used for educational or informal purposes. The presentations
are comprised of slides, which may contain text, images and other
media, such as audio clips and movies. Sound effects and animated
transitions can also be included to add extra appeal to the
presentation. However, overusing sound effects and transitions will
probably do more to annoy your audience than draw their attention.
Features of MS PowerPoint:
i. Customize Color Schemes.
ii. Add Animation effects.
iii. Use the Slide, Notes and Handout Masters.
iv. Create Edit and Import Charts.
v. Create and Edit Tables
vi. Manage Hyperlinks.
vii. Create Custom Shows.
viii. Export Outlines & Presentation Slides to Word.
Advantage of MS PowerPoint:
i. It can be used virtually anywhere.
ii. It is a collaborative solution.
iii. You can choose to create your own design or use existing ones.
iv. Multiple uses.
v. Export in different formats.
vi It facilitates an effective way of communication with the audience.
8.6 Microsoft Access:
Microsoft Access is a Database Management System offered by
Microsoft, It uses the Microsoft let Database Engine and comes as a
part of the Microsoft Office suite of application.
Microsoft Access offers the functionality of a database and the
programming capabilities to create easy to navigate screens
(forms). It helps you analyze large amounts of information, and
manage data efficiently.
 Advantages of MS Access:
Now in this MS Access Tutorial, we will learn the pros
benefits for using MS Access application:
i. Access offers a fully functional, relational database
management system in minutes.
ii. Easy to import data from multiple sources into Access.
iii. You can easily customize Access according to personal and
company needs.
iv. Microsoft Access online works well with many of the
development languages that work on Windows OS.
v. It is robust, flexible and it can perform any challenging official
or industrial database tasks.
vi. MS-Access allows you to link to data in its existing location
and use it for viewing, updating. querying and reporting
vii. Allows you to create tables, queries, forms, reports and
connect with the help of Macros.
8.7 Spreadsheet-software:
Spreadshect software is a software application capable of
organizing, storing and analyzing data in tabular form. The
application can provide digital simulation of paper accounting
worksheets They can also have multiple interacting sheets with
data represented in text, mumeric or in graphic form. With
these capabilities, spreadsheet software has replaced many
paper-based systems, especially in the business world.
Originally developed as an aid for accounting and bookkeeping
tasks, spreadsheets
Spreadsheet software are now
is also widely
known as aused in otherprogram
spreadsheet contexts
where tabular lists
or spreadsheet can be used, modified and collaborated.
application.
Example: Lotus, Multi-plan, MS Excel etc.
Features of spreadsheet software:
i. Rows and columns. Through a spreadsheet's grid system of
rows and columns, all of your information is neatly organized in
one easy-to-read space.
ii. Formulas and functions.
iii. Data filtering and visualization.
iv. Custom formatting.
v. Accounting
vi. Analytic.
vii. Presentations
➤ Advantages of Spreadsheets:
i. They're, free.
ii. They require minimal training.
iii.Spreadsheets are difficult to share internally.
iv. Spreadsheets are easy to share externally.
v. There's no clear indication of who's working on what when.
vi. Multiple versions of the truth.
vii. Errors, errors everywhere.
viii. Reporting is painful.
➤ Disadvantages of Spreadsheets:
i. Spreadsheets are not user-friendly.
ii. Spreadsheets are not secure.
iii. It's hard to tell who edited the spreadsheet.
iv. There will be multiple versions of the truth.
v. Spreadsheets are prone to errors.
vi. Reporting is painful.
vii. Visualizing data is difficult.
viii. Critical customer data is at everyday life's mercy.
ix. There's no native integration with business systems.
x. Spreadsheets make it harder for managers to manage team
members.
xi. Spreadsheets don't offer mobile access.
xii. Spreadsheets are difficult to scale.
Q. Exercise-08
1. What is word processing? Or, what is word processing software?
2. Describe the Word Processing Feature.
3. What is Microsoft office?
4. What is Microsoft Word? Describe important Feature of MS-Word.
5. Write down the advantage of Microsoft word?
6. Write down the shortcut commend for MS-Word.
7. What is spread sheet program? Write the Name of spread sheet
software.
8. Write down the characteristics of spreadsheet analysis.
9. Write down the application of spread sheet analysis program.
10. What is MS-Excel?
11. State important features/ function of MS-Excel?
12. What is MS-Power point? Write some uses of it.
13. What is Microsoft Access? Advantages of MS Access.