Lesson 3: Word Processing (Week 4)

Lesson Overview
Microsoft Word is the most popular word processing software used today. A word
processor is essentially a computerized version of the standard typewriter. However, the computer
adds features like spell check, the ability to save and store documents, copy and paste functions,
the ability to add images and shapes to documents, and many more.

General Objectives of the Topic

At the end of the lesson, the students can:

1. Describe advantages of MS word application in the real world.

2. Select appropriate formatting features for the preparation of a document

Lesson Proper

Microsoft Word (often called Word) is a graphical word processing program that users can
type with. It is made by the computer company Microsoft. The purpose of the MS Word is to allow
the users to type and save documents.

Features of MS Word:

 Opening Saved File, Creating and saving a file

 Basic Word Formatting Features
 Paragraph formatting
 Inserting header and footer and Page number
 Checking spelling and grammar
 Subscript and superscript
 Inserting symbols
 Print preview and printing
 Inserting clipart and picture
 Page Layouts
 Using Bulleted and Numbered Lists
 Border and shading
 Searching a word and replacing it by another word
 Inserting table

Opening Saved File, Creating and saving a file

Open a Saved Document (File) in Microsoft Word

While you are creating a document, it is often important to save it for future use. The
saved document now becomes a file. A file is a complete, named collection of
information, such as a user-created document. It is the basic unit of storage that enables
a computer to distinguish one set of information from another. It is a collection of data
that a user can retrieve, change, delete, save, or send to an output device, such as a
printer or e-mail program.

From the foregoing explanation, you realize that a saved document can be retrieved,
viewed and reused. Here are the steps involved in opening/retrieving a saved
document/file in Word environment.
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 1. On the Menu bar, click File, and then click Open. The Open dialog box appears.
2. In the Look in list, click the drive or folder that contains the file you want to open.
3. Click the file.
4. You'll see a preview of the selected file in the Preview box.
5. Click Open.

Create a New Document (File) in Microsoft Word

In addition to working with existing documents, you will want to be able to create new
documents. Each time you open Word, a new blank document appears; however, you
will also need to know how to create new documents while an existing document is open.

To create a new blank document:

1. On the Menu bar, click File.

2. Select New. The New Document dialog box appears.
3. Select Blank document under the Blank and recent section. It will be highlighted by
default.

4. Click Create. A new blank document appears in the Word window.

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 Save a Document in Microsoft Word

As you create a document, you will need to store it for future reference or use.

In Word, you can save your documents in various ways. You can save all open documents
at the same time. You can also save a copy of the active document with a different
name or in a different location.

To save a document:

1. Open the File menu and click Save. The Save As dialog box
appears.
2. In the File name box, enter a desired name for the document.
3. Click Save.

Basic Word Formatting Features

Bold, Italic and Underline

These keys are found on the Formatting Toolbar and

can easily dress up your document and make it
appear more professional. They are represented by
the B, I, and U.

Font Type, Font Size, Font Colors and Alignments

Changing the size of words in your document is one

of the best ways to call attention to specific parts or provide a title or sections. You can
change the size of the whole document, or just a word, or just a character. By following
the format on the picture, we can see the difference.

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 I am Calibre font style
with 44 points font size
and a font color of red. I
am also center aligned.
Paragraph Formatting

About line spacing

Line spacing is the space between each line in a paragraph. Microsoft 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 is 1.08 lines, which is slightly
larger than single spaced.

To format line spacing:

1. Select the text you want to format.

2. On the Home tab, click the Line and Paragraph Spacing command.
A drop-down menu will appear.

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 3. Move the mouse over the various options. A live preview of the line spacing will
appear in the document. Select the line spacing you want to use.

4. The line spacing will change in the document.

Paragraph spacing

By default, when you press the Enter key, MS Word moves the insertion point down a little
farther than one line on the page. This automatically creates space between paragraphs.
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:

1. Select the paragraph or paragraphs you want to format.

2. On the Home tab, click the Line and Paragraph Spacing

command. Hover the mouse over Add Space Before
Paragraph or Remove Space After Paragraph from the drop-
down menu. A live preview of the paragraph spacing will
appear in the document.
3. Select the paragraph spacing you want to use. In our
example, we'll select Add Space Before Paragraph.
4. The paragraph spacing will change in the document.

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 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.

Inserting Header and Footer and Page Number

Headers and Footers

Headers and footers can help keep longer documents organized and make them easier
to read. Text entered in the header or footer will appear on each page of the document.

To insert a header or footer:

1. Select the Insert tab.

2. Click either the Header or Footer command. A drop-
down menu will appear.
3. From the drop-down menu, select Blank to insert a
blank header or footer, or choose one of the built-in
options.
4. The Design tab will appear on the Ribbon, and the
header or footer will appear in the document.
5. Type the desired information into the header or footer.

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 6. When you're finished, click Close Header and Footer in the Design tab, or hit the Esc
key.

After you close the header or footer, it will still be visible, but it will be locked. To edit it
again, just double-click anywhere on the header or footer, and it will become
unlocked.

Adding Page Numbers

Word can automatically label each page with a page number and place it in a header,
footer, or side margin. You can add page numbers to an existing header or footer, or you
can insert page numbers into a new header or footer.

To add page numbers to a document:

1. Select the header or footer. The Design tab will appear.

2. From the Design tab, select the Page Number command.
3. Click Current Position, and then select the desired style. The page number will appear
in the document.

Checking Spelling and Grammar

To make your document appear professional, you'll want to make sure it is free from
spelling and grammar errors. Word has several options for checking your spelling. You can
run a spelling and grammar check, or you can allow Word to check your spelling
automatically as you type.

To run a spelling and grammar check:

1. Go to the Review tab.

2. Click on the Spelling & Grammar command.

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 3. The Spelling and Grammar dialog box will open. For each error in your document,
Word will try to offer one or more suggestions. You can select a suggestion and click
Change to correct the error.

4. If no suggestions are given, you can manually type the correct spelling.

Ignoring "errors"

The spelling and grammar check is not always correct. Particularly with grammar, there
are many errors Word will not notice. There are also times when the spelling and grammar
check will say something's an error when it's actually not. This often happens with people's
names, which may not be in the dictionary.

If Word says something is an error, you can choose not to change it. Depending on
whether it's a spelling or grammar error, you can choose from several options:

For spelling "errors"

 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip all other
instances of this word 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.

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 For grammar "errors"

 Ignore Once: This will skip the "error" without changing it.
 Ignore Rule: This will skip this "error" and all other instances that relate to this grammar
rule.
 Next Sentence: This skips the sentence without changing it and leaves it marked as an
error. This means it will still show up if you do another spelling and grammar check later
on.

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 spelling and grammar check. These errors are
indicated by colored wavy lines.

 The red line indicates a misspelled word.

 The green line indicates a grammatical error.
 The blue line indicates a contextual spelling error. This feature is turned off by default.

Subscript and Superscript

Superscripts are numbers, letters, or symbols that appear slightly above the surrounding
text. Subscripts are letters, numbers, words, or phrases that appear slightly below the
surrounding text.

The superscript and subscript buttons can be used on any number, letter, or symbol in your
document.

1. Select the Home tab in the ribbon.

2. Place your cursor where you want to insert the superscript or subscript. Or, select the
existing text that you want to format as a superscript or subscript.
3. Select the Superscript or Subscript button in the Font group. The button’s background
will turn a darker gray than the surrounding ribbon when the formatting is turned on.

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Inserting Symbols

If you ever need to insert a special symbol or character into your document, such as a
copyright symbol or a paragraph mark, you can open the Symbol dialog box. This dialog
box offers a library of special symbols and characters ranging from mathematical symbols
to special quote marks.

1. Click the Insert tab on the Ribbon.

2. Click Symbol.
3. You can click a symbol to insert from the list.
4. Click More Symbols to open the Symbol dialog box.

5. Click the Symbols tab to view available symbols.

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 6. Click the Special Characters tab to view characters.
7. Click the symbol or character you want to insert.
8. Click Insert to insert the symbol into the document. The dialog box remains open in
case you want to insert more symbols. Click Close to exit.

Print Preview and Printing

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Inserting Clipart and Picture

Adding clip art and pictures to your document can be a great way to illustrate important
information or add decorative accents to existing text. You can insert images from your
computer or search Microsoft's extensive selection of clip art to find the image you need.
Once an image has been inserted, you can format text to wrap around the image.

To insert clip art:

1. Select the Insert tab.

2. Click the Clip Art command in the Illustrations group.

3. The clip art options appear in the task pane to the right of the document.
4. Enter keywords in the Search for: field that are related to the image you want to insert.

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 5. Place your insertion point in the document where you want to insert the clip art.
6. Click an image in the Clip Art pane. It will appear in the document.

To insert a picture from a file:

1. Place your insertion point where you want the image to appear.
2. Select the Insert tab.
3. Click the Picture command in the Illustrations group. The Insert Picture dialog box
appears.

4. Select the desired image file, and then click Insert to add it to your document.

Page Layout and Formatting

Word offers a variety of page layout and formatting options that affect how content
appears on the page. You can customize the page orientation, paper size, and page
margins depending on how you want your document to appear.

To change page orientation:

1. Select the Page Layout tab.

2. Click the Orientation command in the Page Setup group.
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 3. Click either Portrait or Landscape to change the page orientation.

Landscape format means the page is oriented horizontally, while portrait format
means it is oriented vertically.

To change page size:

1. Select the Page Layout tab.

2. Click the Size command, and a drop-down menu will appear. The current page size is
highlighted.

To format page margins:

1. Select the Page Layout tab.

2. Click the Margins command. A menu of options appears. Normal is selected by
default.
3. Click the predefined margin size you want.

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 To use custom margins:

1. From the Page Layout tab, click Margins.

2. Select Custom Margins. This will take you to the Page Setup dialog box.
3. Adjust the margin sizes for each side of the page, then click OK.

Using Bulleted and Numbered Lists

When you want to organize lists in Word, you can format them as either bulleted or
numbered lists. Word offers a variety of bullet options that allow you to customize your lists
to suit your needs.

To create a list:

1. Select the text you want to format as a list.

2. Click the Bullets or Numbering drop-down arrow on the Home tab.
3. Select the bullet or numbering style you want to use, and it will appear in the
document.
4. To remove numbers or bullets from a list, select the list, then click the Bullets or
Numbering commands.
When you're editing a list, you can press Enter to start a new line, and the new line will
automatically have a bullet or number. When you've reached the end of your list,
press Enter twice to return to normal formatting.

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Borders and Shading

To enhance the appearance of the text in a paragraph, you can quickly add a border
and shading to selected text. When you add a border, you can specify what sides you
want to include or exclude. For example, you can add a border on just the top and the
bottom and leave the sides open. Shading colors the background behind the selected
text or paragraph. If you want to customize borders and shading by changing line style,
color, and width preferences, you can make changes in the Borders and Shading dialog
box.

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Inserting Table

In Word, tables are useful for organizing and presenting data. You can create a blank
table, convert text to a table, and apply a variety of styles and formats to existing tables.

To insert a blank table:

1. Place your insertion point in the document where you want the table to appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram squares to select the number of columns and
rows in the table.

5. Click your mouse, and the table appears in the document.

6. You can now place the insertion point anywhere in the table to add text.

References

1. http://infobitt.blogspot.com/2010/06/open-save-save-document-automatically.html
2. https://www.mediacollege.com/microsoft/word/editing.html
3. https://edu.gcfglobal.org/en/word2010
4. https://erinwrightwriting.com/superscripts-and-subscripts-in-microsoft-word/
5. https://www.informit.com/articles/article.aspx?p=1617537&seqNum=14

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