Topic A: Basic word processing

Lecture: Mr Mzizi

Module: FPCSA-GROUP 1

WEEK 2
Word processing – the use of a program (software application) running on a
computer that allows users to create, edit, format, and store documents.

Create a Document

Steps to create a new word processing

document (Word, Office 365):

1. Start Microsoft Word.

2. Click the File tab.
3. Click the New tab.
4. Click Blank document. (A new blank document appears.)
5. Type your text. The text you type will be inserted into the document.
Edit a Document

Editing a document – revising a document, focusing on correcting errors, improving the

accuracy of language, rearranging, making words and sentences clearer and more effective,
etc.

Editing in word processing may include the following tasks:

• Adding text (terms, phrases, paragraphs, etc.)

• Deleting a part of a text
• Copying text
• Moving text
• Pasting text
• Checking for grammar and spelling
• Formatting text

Select Text

Before editing text, you’ll need to select it. This is also sometimes called “highlighting text.”

1. Click File Explorer icon.

2. Go to the location where stores your file or folder (hard drive, USB, etc.).
3. Open the document you wish to edit.

4. Move the I-beam pointer to where you wish to select text.

1. To select a word: double-click the word.
2. To select an entire line of text: move the I-beam to the left of the line until it
turns into a right-pointing arrow , then click.
3. To select a paragraph: triple-click the paragraph.
4. To select any amount of text: click and drag the I-beam over the text to
highlight it.
5. To select an entire document: move the I-beam to the left of any text until it
turns into a right-pointing arrow , then triple-click. Or click
the Home tab, under Editing, click Select, and then click Select All.
Delete (or remove) text

Method 1

1. Select the text you wish to delete.

2. Press the Delete key (on the keyboard).

Method 2

1. Move the I-beam pointer to the text you want to delete. Click to set the insertion point
there (a blinking vertical line).
2. To delete text to the left of the insertion point, press the Backspace key on the
keyboard. (On a Mac keyboard, press the Delete key.)

3. To delete text to the right of the insertion point, press the Delete key on the keyboard.
(On a Mac keyboard, press the fn key plus the Delete key.)
Copy and Paste

Copy vs. cut

• Copy – duplicates the selected item (text, symbol, table, image, etc.).
• Cut – removes the selected item from its original position.

Copy and paste vs. cut and paste

• Copy and paste – duplicates the selected item. The selected item can be found in both
original and the new, pasted location(s).
• Cut and paste – duplicates the selected item then deletes the original. The selected
data can be found only at the new, pasted location (the item has moved from one
location to another).

Steps to copy / cut and paste

Method 1

1. Open the document you wish to edit.

2. Select the item you wish to Copy or Cut.
3. Right-click the highlighted item and click Copy or Cut. You can also use your
keyboard:
a. Copy: Cntr + c (On a Mac, it is Cmd + c)
b. Cut: Cntr + x (On a Mac, it is Cmd + x)

4. Position the insertion point where you wish to insert the item.

5. Right-click and click the Paste icon. You can also use your keyboard by
pressing Cntr + v (On a Mac, it is Cmd + v).
Method 2

1. Open the document you wish to edit.

2. Select the item you wish to copy or cut.
3. Click the Home tab at the top (on the ribbon). Click the Copy button.

4. Position the insertion point where you wish to insert the item.
5. Under the Home tab at the top, click the Paste button.
Review a Document

Check Spelling and Grammar

Method 1

1. Open the document you wish to edit.

2. Right-click a word that is underlined with a wavy line (that indicates a misspelled

word).
3. Select the correct spelling from the suggestion list to correct the spelling error. For
each error, Word will offer one or more suggestions.

Method 2

1. Open the document you wish to edit.

2. Click the Review tab.
3. Click the Editor button (it may also say, “Spelling and Grammar”). If the program finds
spelling errors, the Spelling & Grammar pane will appear.

4. Click one of the options from the suggestion list to change the spelling error. The program
will move to the next misspelled word.
Find Synonyms

Method 1

1. Open the document you wish to edit.

2. Right-click a word for which you wish to find a synonym for.
3. Click the Synonyms command from the pop-out menu.
4. Find a desired word in the list and click it to replace the original word.
5. If none of the synonyms are desired, click the Thesaurus command to open the full
thesaurus. (The Thesaurus pane will appear.)
6. Find a desired word in the Thesaurus pane list and right-click it and then click Insert.
7. Close the Thesaurus pane.
Method 2

1. Open the document you wish to edit.

2. Select a word for which you wish to use the thesaurus.
3. Click the Review tab.
4. Click the Thesaurus button.

5. Find a desired word in the “Thesaurus” pane and right-click it and then click Insert.
6. Close the Thesaurus pane.
Topic B: Save, retrieve, and print
documents.
Save and Retrieve Documents

Save a new document or save a file to a specific location (Windows 10)

1. Click the File tab.

2. Click the Save As command.

3. Choose a location on your computer (the drive and folder) to save your file.
4. Type a name for your document in the File Name box.
5. Click the Save button.
Save an existing file in its current location.

1. Click the File tab.

2. Click the Save command.
3. Or click the Save button icon.

Retrieve a file from a specific location.

1. Start Word.
2. Click the File tab.
3. Click Open command.
4. Choose the location on the computer that stores your file (the drive and folder).
5. Click the name of the file you wish to open.
6. Click Open or double click the file name.
Print a Document

Printer – a device that is usually connected to a computer in order to transfer the text and
graphic information to paper.

How to print a document in Microsoft Word:

1. Load paper in the paper tray if needed.

2. Press the Power button to turn the printer on.
3. Choose the location on the computer that stores your file (the drive
and folder).
4. Open the file you wish to print.

5. Click the File tab.

6. Click the Print command.

7. Select the print options. Here, you can select:
1. How many copies you would like
2. Which pages you want to be printed. You can choose to print all pages, select
pages (for example, page 3 to 6), or just the current page (meaning the page
that is open on the screen).
 3. If the printer should print on one side of the page or both sides.

8. Click Print to start the printing process.

Topic C: Margin and alignment
Formatting – the appearance of a document. It is the shape, size, form, style, typeface,
general arrangement, etc. of a document.

Page layout – the arrangement of text, graphics, pictures, and other elements on a page. It
describes how each page of a document will appear when it is printed.

Basic page layout properties include

• Document margins
• Word / character spacing
• Line spacing
• Size and position of figures / images
• The number of columns
• How headers and footers appear
Document Margins

Set document margins (Word 2016)

1. Open the document you wish to set margins.

2. Click the Layout tab in the Ribbon.

3. Click the Margins button (in the Page Setup group).

4. Choose predefined margin settings (Normal) from the drop-down menu. (Or choose
the Custom Margins command and set the margins that you want.)
Change the page margins for part of a document

1. Select the part of the document for which you wish to change margins.
2. Click the Layout tab in the Ribbon.
3. Click the Margins button (in the Page Setup group).
4. Click the Custom Margins command and set the margins that you want

Text Justification and Alignment

Text justification / alignment – refers to how the left and right edges of a paragraph align
on a page.

Types of justification / alignment

• Left-justification (flush left): align text along the left side (ragged on the right).
• Right-justification (flush right): align text along the right side (ragged on the left).
• Center-justification: text is aligned to neither the left side nor right.
• Justify (full justification): align text along the both left and right sides.
Align the text left

1. Select the text that you wish to align.

2. Click the Align Left icon on the Home tab (or press Ctrl + L or Cmd + L on a Mac).
3. Left align (the standard layout – we read from left to right) is the default alignment for
text in a Word document.

Align the text right

1. Select the text that you wish to align.

2. Click the Align Right icon (or press Ctrl + R or Cmd + R on a Mac).
3. Right align is often used when formatting tables of data, attributions to authors of
quotes, etc.
Center text

1. Select the text that you wish to align.

2. Click the Center Align icon (or press Ctrl + E or Cmd + E on a Mac).
3. Center-justified text is commonly used on title pages, chapter titles, headings, etc.

Justify text

1. Select the text that you wish to align.

2. Click the Justify icon (or press Ctrl + J or Cmd + J on a Mac).
3. Justification gives text a cleaner, more formal look. Justified text is often used in
some newspapers, magazines, books, etc.
Topic D: Formatting
Bold, Italic, and Underline

• Bold – a typeface that makes a character thicker than the regular one. Boldfacing is
often used for emphasis, headings, subheads, highlight keywords, etc.
• Italics – a type style with characters that slope to the right. Italic is often used to
emphasize a particular word, sentence, or particular part of a document.
• Underline – add a line underneath the text, in order to show its importance and draw
attention to the text.

Make text bold

1. Open the document you wish to format.

2. Select the text for which you wish to bold.
3. Click Bold icon on the Home tab (or press Ctrl/Cmd + B).

Make text italic

1. Open the document you wish to format.

2. Select the text for which you wish to make italics.
3. Click the Italic icon on the Home tab (or press Ctrl/Cmd + I).
Underline text

1. Open the document you wish to format.

2. Select the text for which you wish to underline.
3. Click the Underline icon on the Home tab (or press Ctrl/Cmd + U).

Line Spacing

Line spacing – the space between lines of text in a paragraph.

• Most users use either single-spaced lines (one-line height) or double-spaced lines.
• Line spacing can make a document look cleaner and easy to read.

Set line spacing

Method 1

1. Open the document you wish to edit.

2. Select the text you wish to change the line spacing.

3. Click the Line Spacing icon on the Home tab in the Paragraph group.
4. Choose a line-spacing value from the drop-down list.
Method 2

1. Select the text you wish to change the line spacing.

2. Click the Paragraph dialog box launcher button (in the lower right corner of the
“Paragraph” group). Or right-click anywhere in the document and then
click Paragraph.

3. Click the Indents and Spacing tab.

4. Choose a desired Line Spacing option.

5. Click OK.
Method 3

Use keyboard shortcuts to set line spacing:

• Single-spacing: Ctrl/Cmd + 1
• Double-spacing: Ctrl/Cmd + 2
• 1.5-spacing: Ctrl/Cmd + 5
• 1.15-spacing: Ctrl/Cmd + 0

Use Help Features

Help menu / button – the user can click help button in Word to initiate a search, display the
help resources, and aid the user in their task.

Access help

• Method 1: Click the Help button on the title bar.

• Method 2: Press the shortcut key F1 to open the Help window.

• Method 3: Use help tutorials. Click out this blog post: Word 2016 – Tell Me Tool
• Method 4: Get help in the form of a Screen Tip.

Screen Tip (Tool Tip) – a small text box (a hint) appears when the mouse point rest on a
command, icon, button, etc. It displays the name of the item and sometimes a brief
description of its function and the shortcut key for the command.
Unit 9: Self-test
True or false

1. Formatting a document – making revisions to a document, focusing on correcting

errors, improving the accuracy of language, rearranging, making words and sentences
clearer, more effective, etc.
2. To select a paragraph: double-click the paragraph.
3. To delete text to the left of the insertion point: press the backspace key on the
keyboard.
4. Text Justification / alignment refers to how the left and right edges of
a paragraph align on a page.
5. Left-justification: align text along the left side (ragged on the left).
6. Bold – a typeface that makes an image thicker than the regular one.
7. Line spacing – the space between lines of text in a paragraph / document. Line
spacing can make a document looks cleaner and easy to read.

Fill in the blank

8. [Blank] refers the use of a program running on a computer that allows users to create,
edit, format, and store documents.
9. To select any amount of text: click and drag the [blank] over the text to highlight it.
10. Cut removes the selected data from its [blank] position.
11. A [blank] is a device that is usually connected to a computer in order to transfer the
text and graphic information to paper.
12. Formatting refers to the [blank] of a document. It is the shape, size, form, style,
typeface, general arrangement, etc. of a document.
13. [Blank]-justification: text is aligned to neither the left side nor right.
14. Italics – a type style with characters that slope to the [blank]. Italic is often used to
emphasize a particular word, sentence, or particular part of a document.
15. Underline – add a line [blank] the text, in order to show its importance and draw
attention to the text.
16. The user can click [blank] menu / button in Word to initiate a search, display the help
resources, and aid the user in his / her task.

Multiple choice

17. [Blank]-click refers to quickly click the left mouse button twice on any folder, file, or
program to open it.
a. right
 b. double
c. left
d. all of the above
18. To select a [blank]: double-click the word.
a. document
b. word
c. paragraph
d. all of the above
19. [Blank] refers to the arrangement of text, graphics, pictures, and other elements on a
page. It describes how each page of a document will appear when it is printed.
a. formatting
b. editing
c. page layout
d. all of the above
20. Basic page layout properties:
a. the number of columns
b. how headers and footers appear
c. document margins
d. all of the above
21. Justify (full justification): align text along the [blank].
a. both left and right sides
b. centre
c. right side
d. all of the above
22. [Blank] is a small text box appearing when the mouse point rest on a command, icon,
button, etc. It displays the name of the item and sometimes a brief description of its
function and the shortcut key for the command.
a. formatting
b. page layout
c. ScreenTip
d. all of the above