STUDY SESSION 10: WORD PROCESSING SOFTWARE

Introduction

In this study session, you will be introduced to word processing software. Word processing

software is used to manipulate a text document, such as a report. You typically enter text by

typing, and the software provides tools for copying, deleting and various types of formatting.

Some of the functions of word processing software include:

 Creating, editing, saving and printing documents.

 Copying, pasting, moving and deleting text within a document.

 Formatting text, such as font type, bolding, underlining or italicizing.

 Creating and editing tables.

 Inserting elements from other software, such as illustrations or photographs.

 Correcting spelling and grammar.

Word processing software typically also contains features to make it easier for you to perform

repetitive tasks. For example, let's say you need to send a letter to all your customers regarding

a new policy. The letter is the same for all customers except for the name and address at the

top of the letter. A mail merge function allows you to produce all the letters using one template

document and a table with customer names and addresses in the database.

Text editors shouldn't be confused with word processing software. While they do also allow

you to create, edit and save text documents, they only work on plain text. Text editors don't use

any formatting, such as underlined text or different fonts. Text editors serve a very different

purpose from word processing software. They are used to work with files in plain text format,

such as source code of computer programs or configuration files of an operating system. An

example of a text editor would be Notepad on the Windows platform.

 Learning outcomes for study session 10

At the end of the study session, you should be able to:

 Discuss the concept of word processing software

 Identify features of word processors

 Highlight the various aspects related to the word screen

10.1- Features of Word Processors

Word-processing packages are computer software that are used for typing or generating

documents. Document can simply be in form of letters, forms, memo, pamphlets, handbill or

posters. When compared to typewriter (manual or electric), computer word processors have the

following capabilities:

 Automatic Word wrapping

 Automatic Page Numbel1ng

 Automatic Spell-checking

 Ease of Editing

 Ease of adding newspaper Column, Tables

 Advanced Thesaurus

 Ability to produce several copies

 Ability to add graphical aids and drawing pictures etc.

Among these software packages are the Microsoft Word, Word Perfect, Ventura, Page Makers,

Corel Draw, Print Master, Jetset etc. We shall center the lecture on the use of MSWORD.
 10.2 - Microsoft Word

When you use a computer program to create, edit, and produce text documents, you are

probably Word processing.

Microsoft Word, often called MSWORD, is a window-based word processor for creating

documents. It has some advanced features that make typesetting easier and smarter for users.

In addition to word features, it has graphical interface that makes it user friendly. MSWORD

is the most commonly used application in MS Office suite. MS Office suite is a collection of

MS-WORD, MS-Excel, MS-PowerPoint, MS-Access and others depending on the version. For

this course, we are using Microsoft Word version 2007 or simply MS-WORD 2007.

With Word 2007, it is easier than ever to efficiently create a wide range of business and

personal documents, from the simplest letter to the most complex report. Word includes many

desktop publishing features that you can use to enhance the appearance of documents so that

they are appealing and easy to read. The program has been completely redesigned to make

these and other powerful features more accessible. As a result, even novice users will be able

to work productively in Word after only a brief introduction.

To load up the software, click the Start button, select Programs and double click on MS-Word

2007 from the program drop down menu. If the icon is not listed, then click on MS Office and

then double click MS- WORD 2007 from the MS Office list. You will get into an environment

below:
MS Word 2007 Screen

Microsoft Office Button

Tab Title bar

Ribbon

Quick Access Toolbar Tab Group

Cursor Status bar Dialog Box Launcher View Toolbar

Typing Area

From the moment you launch any of the applications in the 2007 Microsoft Office System, you

will notice a dramatic difference: The entire user interface has been redesigned to be more

intuitive, easier to navigate, and better suited to the task at hand. The interface is based on the
way people use their computers today and it is a simplified, smart system that brings you just

the tools you need, when you need them. No more clicking through menus, submenus, and

nested dialog boxes. Now the commands you need come to you, depending on the type of

object you select and the application you are using. We now introduce the new elements in the

Office 2007 user interface so that you’ll recognize the features as you begin to use the

applications.

The new Word environment is designed to more closely reflect the way people generally work

with the program. When you first start Word, this environment consists of the following

elements:

 Commands related to managing Word and Word documents as a whole (rather than

document content) are gathered together on a menu that is displayed when you click

the Microsoft Office Button Microsoft Office Button

 Commands can be represented as buttons on the Quick Access Toolbar to the right of

the Microsoft Office Button. By default, this toolbar displays the Save, Undo, and

Repeat buttons, but you can customize the toolbar to include any command that you

use frequently.

 The title bar displays the name of the active document. At the right end of the title bar

are the three familiar buttons that have the same function in all Windows programs.

You can temporarily hide the Word window by clicking the Minimize button, adjust
 the size of the window with the Restore Down/Maximize button, and close the active

document or quit Word with the Close button.

 Below the title bar is the Ribbon, which makes all the capabilities of Word available in

a single area so that you can work efficiently with the program.

 Commands related to working with document content are represented as buttons on the

tabs that make up the Ribbon. The Home tab is active by default. Clicking one of the

other tabs, such as Insert, displays that tab’s buttons.

 On each tab, buttons are organized into groups. Depending on the size of the program

window, in some groups the button you are likely to use most often is bigger than the

rest.

Depending on your screen resolution and the size of the program window, a tab might

not have enough room to display all of its groups. In that case, the name of the group

resembles a button, and clicking the button displays the group’s commands.

 Related but less common commands are not represented as buttons in the group. Instead

they are available in a dialog box, which you can display by clicking the Dialog Box

Launcher at the right end of the group’s title bar

 Some button names are displayed and some aren’t. Pausing the mouse pointer over any

button for a few seconds (called hovering) displays a ScreenTip with not only the

button’s name but also its function.

 Some buttons have arrows, but not all arrows are alike. If you point to a button and both

the button and its arrow are in the same box and are the same colour, clicking the button

will display options for refining the action of the button. If you point to a button and

the button is in one box and its arrow is in a different box with a different shade, clicking
 the button will carry out that action with the button’s current settings. If you want to

change those settings, you need to click the arrow to see the available options.

The Ribbon:

The Ribbon: is the dramatic new replacement for the customary menu system in previous

versions of Microsoft Office. In other words, the menus and toolbars have been replaced with

the Ribbon. The Ribbon stretches across the top of the work area in Word, Excel, PowerPoint,

and Access, and it appears in selected windows in Outlook, giving you tabs, contextual

commands, and more that are related to the current operation you are performing. The Ribbon

is designed to help you quickly find the commands that you need to complete a task. Commands

are organized in logical groups, which are collected together under Tabs. Each Tab relates to a

type of activity, such as writing or Laying out a page. To reduce clutter, some tabs are shown

only when needed. For example, the Picture Tools Tab is shown only when a picture is selected.

The Ribbon is actually a collection of several components:

  The Quick Access Toolbar (appears in the top left of the window and contains the

Microsoft Office button, which opens the File menu), and the Save, Undo, and Redo

icons. (You can customize the QAT to add tools you use frequently.)

 Command tabs (such as Home, Insert, Page Layout, References, Mailings, Review, and

View) stretch across the screen just below the window title bar.

 Command sets are the commands available for the selected tab that relate to what you’re

trying to do. The name of the command set appears below the commands (for example,

Clipboard, Font, and Paragraph).

 Contextual commands appear only when an object (a table, chart, etc.) is selected.

10.3-Summary of study session 10

In this Study session, we have discussed about the general overview of the Microsoft word and

different menus.

You have learnt that word processing is an application program that allows you to create letters,

reports, newsletters, tables, form letters, brochures, and Web pages. Using this application

program you can add pictures, tables, and charts to your documents. You can also check

spelling and grammar.

Some of the main features of word processing applications discussed here are:

 Create professional documents fast, using built-in and custom templates

 Work on multiple documents simultaneously

 AutoCorrect and AutoFormat features catch typographical errors automatically and

allow you to use predefined shortcuts and typing patterns to quickly format your

documents.

 The nested tables feature supports putting one table inside another table.
  Tables of contents with section titles and their page numbers.

 Cross-referencing with section or page numbers.

 MS Word 2007 has useful features and tools introduced to produce professionally

created documents. You can easily create, format, edit professional-looking user

document using comprehensive set of easy to use tools provided by MS Word.

 Tabs are more task oriented such as Home, Insert, Page Layout.

 Within each tab, the related sub-tasks are grouped together.

 Related command buttons are also grouped together to execute a command or to display

a command menu.

Finally, you have learnt about different buttons on the menus in tabular form with their symbol

and description.

10.4 - Self Assessment Questions for study session 10 (SAQs)

1. Having understood the basics of word processing software, critically explain the

difference between Microsoft word and notepad.

2. MS Word gives the user a collection of different options to format text in the most

suitable form. Discuss two menus that are of interest to you.

3. Outline some differences in MS Word 2007, 2010, 2013 and 2015

4. What is the relationship between application software and system software?

References/ Suggestions for further Reading

Introduction to computers by Norton, peter, 4th ed. THM
Introduction to digital computer design by Rajaraman, V/ Radhakrishan T. 4th ed. PHI
How to manage computer at work? By Jones, Graham Jaico
Fundamentals of computers by Rajaraman, V 4th ed PHI
Digital computer fundamentals by Bartee, T.C. 6th ed. TMH
Computer today by Basandra, SK updated ed. Galgotia