WORD PROCESSING

The following are key operations that we can perform in MS word

 Create a document
 Save a document
 Edit a document
 Format a document
 Print a document

Editing and Formatting

Editing text means making changes to the text content, such as adding or deleting words and characters.

Formatting text means changing the appearance of the text, such as making it larger.

Editing the document involves

 Insert
 Delete
 Move
 Replace
Formatting the document
Formatting a document usually means changing the layout and the design of the text in the document to
make it presentable, easily readable or according to requirements (e.g. for publication.)
Character Formatting:
 Font type and size
 Font style
 Font colour
 Effects

Paragraph Formatting:
 Line spacing
 Justification
 Indenting text
  Numbering and bullets
 Tab stops

Page Formatting:
 Paper size and page orientation
 Margins
 Headers & Footers
 Page and section breaks
 Page numbers

Character formatting:

Font type and size

Fonts can be used to place emphasize or draw attention to your text in a document. Titles and headings can
use a larger font to get attention while footnotes are usually in a smaller font.
Font style
Changes the way text appears. It includes plain text, Bold, Italics, Underline or a combination of a few.

Effects:
X2 Superscript: Character is raise above the normal line.
Example: 3rd or 4x2

X2 Subscript Character is place below the normal line.

Example: H2o or 4 10

abc Strike through: Draws a line through the text.

Example: Microsoft word

Paragraph Formatting:

Line and Paragraph spacing

The lines of text can be close together or there can be a lot of space between them. This is called line spacing.
You can set line spacing for the whole document, or for a block of text.

Text alignment (Justification)

You can place your text to the left, center, right or spaced between the left and right margins. This is called
aligning text.

You can align a word, sentence, paragraph or page of text.

Indentation
Pushes the text away from the margin
Tab: To indent the first line only in a paragraph, you can use the tab key on your keyboard.

Tab stops
Tab stop is the location the cursor stops after the tab keys is pressed.
You can use these to create column of text, without using tables, or simply space out words.

Bullets and Numbering

Bullets and numbers can be added to already typed text or to text that is being typed.

Word warp
Word warp allows words to automatically move to the next line if the previous line is full.

Page formatting
Page size
Refers to the size of the page. for example, every time you open a new word document, the default page size
is letter size.

Page orientation
The direction in which a document is displayed or printed. The two types of page orientation are portrait
(vertical) and landscape (horizontal).

Margins
This is the space between the text and the edge of the page. There are four margins on a page left, right, top
and bottom.

Page and section breaks

A page break is a point where you wish your separate your text on one page and push the rest of text to the
next page.

Page number
Allows you to number the pages in a document.
Headers and footers
Text at the top of the page is called a header.
Text at the bottom of the page is called a footer.

Foot notes and Endnotes

Footnotes and endnotes are used in the documents to provide references to the source documents for the
document text, to provide more detailed explanations and definitions that might otherwise distract the
reader left in the main body of the document.

Columns
1. Definition: Columns are used to format text in a newspaper-like layout, dividing text horizontally
across the page.
2. Creating Columns:
 Go to the Layout or Page Layout menu.

 Choose "Columns" and select the number of columns you desire.

 You can customize the width and spacing of columns as needed.

3. Editing Column Format:

 Adjust column width or spacing through the Columns dialog box for precise control.

 Apply columns to specific parts of your document by selecting the text before creating the

columns.
Printing the Document
1. Accessing Print Settings:
 Click on "File" and then "Print" to see printing options.

 Choose the printer, number of copies, and other settings like page range and orientation.

2. Preview Before Printing:

 Always preview your document to check the layout and ensure everything appears as intended

before printing.

Undo and Redo Changes

1. Undoing Changes:
 Use the "Undo" function (Ctrl + Z on Windows, Command + Z on Mac) to reverse the last action

taken in the document.

 You can undo multiple actions by repeatedly pressing the undo command.

2. Redoing Changes:
 The "Redo" function (Ctrl + Y on Windows, Command + Y on Mac) reverses the undo action.

 This is useful if you accidentally undo too many actions.

Combining Documents
1. Method 1: Copy and Paste:
 Open both documents. Select the content to be moved, copy it (Ctrl + C), then paste it into the

target document (Ctrl + V).

2. Method 2: Insert Text from File:
 In the target document, go to the Insert menu, select "Object" or "Text from File," and choose

the document you want to insert.

Working with Tables

1. Creating Tables:
 Use the "Insert" menu and select "Table." Choose the number of rows and columns you need.

 Alternatively, you can draw a table manually for custom cell shapes and sizes.

2. Entering Data:
 Click in a cell and start typing. Use the Tab key to move to the next cell.

3. Formatting Tables:
 Highlight cells, rows, or columns to apply formatting such as font size, text alignment, or color.
Modifying the Table Structure
1. Adding or Deleting Rows/Columns:
 Right-click in a cell to bring up options for inserting or deleting rows and columns.

 Select the appropriate option based on whether you want to add or remove elements.

2. Adjusting Column Width and Row Height:

 Drag the borders of cells to adjust their dimensions.

 For precise measurements, right-click and select "Table Properties."

3. Merging and Splitting Cells:

 To merge cells, select them, right-click, and choose "Merge Cells."

 To split a cell, right-click within the cell and select "Split Cells," then specify the number of

columns or rows.

Combine Documents
1. Combining documents allows you to merge content from multiple files into a single document.
2. How to Combine:
 Open the main document where you want to insert another document.

 Place the cursor where you want the new document to be inserted.

 Go to the "Insert" tab, select "Object", then "Text from File."

  Choose the document you wish to insert and click "Insert."
Spell Check and Grammar
1. Spell Check:
 Automatically checks spelling as you type, highlighting mistakes.

 Can be manually initiated by going to the "Review" tab and selecting "Spelling & Grammar."

2. Grammar Check:
 Works alongside spell check to identify grammatical errors.

 Provides suggestions for correction.

Thesaurus
1. Helps find synonyms for words to improve vocabulary and avoid repetition.
2. How to Use:
 Highlight the word you wish to find synonyms for.

 Right-click and select "Thesaurus," or go to the "Review" tab and select "Thesaurus."

Language Setting
1. Allows you to set the document's language, crucial for spell check and grammar tools.
2. Setting Language:
 Go to the "Review" tab, select "Language," then "Set Proofing Language."

 Choose the desired language and click "OK."

Comments
1. Comments are used for making notes or suggestions without altering the actual text.
 2. How to Add Comments:
 Select the text or place the cursor where you want to comment.

 Go to the "Review" tab and click "New Comment."

 Type your comment in the margin that appears.

Import Documents
1. Importing allows you to bring content from another document into the current one.
2. How to Import:
 Similar to combining documents, use the "Insert" tab, then "Object" > "Text from File" to select

and insert the content.

Object
1. Objects can be anything from images, charts, tables to external files.
2. How to Insert Objects:
 Go to the "Insert" tab.

 Choose "Object" and then select the type of object you want to insert.

Safety Features
1. AutoSave: Automatically saves your document at regular intervals to prevent data loss.
2. Backup Copies: Keep backup copies of documents in case of accidental deletion or corruption.
Password Protection
1. To restrict access or modifications to the document.
2. How to Set a Password:
  Go to "File" > "Info" > "Protect Document."
 Choose "Encrypt with Password." Enter the password and confirm.

Track Changes
1. Allows you to track and review changes made to the document.
2. How to Use:
 Go to the "Review" tab and click on "Track Changes" to enable.

 Changes made by anyone will be highlighted. You can accept or reject these changes.