Unit-IV

Introduction To Word Processing

Word processing refers to the use of computer software to create, edit, format, and print documents. It's a
fundamental computer skill used for a wide range of tasks, from writing simple letters to producing
complex reports.

Key aspects of word processing:

 Creation:
o Word processing software allows users to input text, insert images, and create tables.
 Editing:
o It provides tools to modify text, including deleting, copying, moving, and pasting.
 Formatting:
o Users can change the appearance of text and documents by adjusting fonts, sizes, colors,
margins, and layouts.
 Storage and Retrieval:
o Documents can be saved electronically, making them easy to store, retrieve, and share.
 Printing:
o Word processing software enables users to print documents in various formats.

Examples of word processing software:

 Microsoft Word
 Google Docs

Advantages:

 Efficiency and Speed:

o Word processing significantly speeds up the writing and editing process compared to
traditional methods.
o Features like copy, paste, and spell check streamline document creation.
 Flexibility and Editing:
o Easy editing and revision capabilities allow for quick corrections and modifications.
o Various formatting options enable users to create professional-looking documents.
 Storage and Retrieval:
o Electronic storage makes it easy to save, organize, and retrieve documents.
o Digital files can be easily shared and distributed.
 Enhanced Presentation:
o Word processing software provides tools to enhance document appearance with fonts,
colors, images, and layouts.
o Features like spell check and grammar check improve document quality.
 Collaboration:
 o Modern word processors often include collaboration features, allowing multiple users to
work on the same document simultaneously.
o Cloud based word processors, like google docs, allow for real time collaboration.
 Automation:
o Mail merge and other automation features save time with repetative tasks.

Disadvantages:

 Dependence on Technology:
o Reliance on computers and software can be problematic in case of technical issues or
power outages.
o Software compatibility issues can also arise.
 Potential for Data Loss:
o Without proper backups, electronic documents can be lost due to hardware failures or
software errors.
 Distraction:
o The digital environment can be distracting, with notifications and other applications
competing for attention.
 Over-Reliance on Spell Check:
o Users may become overly reliant on spell check and grammar check, leading to a decline
in their own writing and proofreading skills.
 Cost:
o Software can cost money, and requires hardware to run it.
 Learning curve:
o While basic word processing is simple, fully utilizing all the features can require time and
training.
THE PARTS OF MS -WORD WINDOW

Title Bar
- displays the document name followed by a program name.•
Menu Bar
- contains a list of options to manage and customize documents.•
Microsoft Account
- Here you can use most of Microsoft word functionality. You must have
a proper internet connection then sign in with Microsoft account.•
Quick Access Toolbar
- This area gives you one click access to commands that you often use.•
Ribbon
- is a command bar that organizes a program's features into a series of tabs at the top of awindow. it
can replace both the traditional menu bar and toolbars. Ribbon tabs are composed
of groups, which are a labeled set of closely related commands.•
Document Window
- is a section of the screen used to display the contents of a document file on aGUI (graphical user
interface) operating system.•
Ruler
- lets you control the margins of your page and the indentation of paragraphs. They're greatfor precisely
lining up images, text, and other elements.•
Horizontal or Vertical Scroll Bar
- These are used to view parts of the document.•
Status Bar
- This displays the position of the insertion point and working mode buttons.•
View Options
- These change the layout view of the document to normal, web layout, print layout,and outline view.•
Navigation Pane
- allows you to jump around your document in several ways. You can use it to find text,
Word objects, such as tables and graphics, and to jump to specific headings and pages.•
Window Buttons
- minimize, restore and close buttons. When you click the restore button, the system restores
the window to its previous size and position. When you click the minimize button, thesystem reduces the
window to the size of its taskbar button, positions the window over the taskbar button, and displays
the taskbar button in its normal state. When you click the close button, the window will be
removed.•
Notification Area
- displays the programs running in the background and information such as thetime and date,
notifications, Internet connection status, and the current volume level.•
Task Bar
- a bar at the edge of the display of a graphical user interface that allows quick access tocurrent or
favorite applications.•
Zoom Slider or Zoom Bar
- allows the user to zoom in and zoom out of a document without havingto press any commands or keys.•
Ribbon Display Options
- are the neighbor of Minimize button on the top of your office page or window. by clicking
on your page, you can easily find it and use it. It contains three options which are: Auto-Hide Ribbon,
Show Tabs, and Show Tabs and Commands.

Creation of a word document

Creating a Word document is pretty straightforward! Here are several ways you can do it, depending on
your device and what you're starting with:

Using the Microsoft Word Application (Desktop or Web):

Desktop App (Windows):

1. Click the Start button.

2. Type "Word" and click on the Microsoft Word app when it appears.
3. The Word application will open, usually displaying a "New" tab or screen.
4. Click on Blank document. A new, empty Word document will open.

Using the Operating System's Context Menu (Right-Click):

 Windows:
1. Navigate to the folder where you want to save the new Word document.
2. Right-click in an empty area of the folder.
3. Hover over New in the context menu.
4. Click on Microsoft Word Document.
5. A new Word document file with a default name (e.g., "New Microsoft Word
Document.docx") will be created. You can then double-click it to open and start editing.

Typing directly into the search box on your taskbar or Start Menu.

1. Click on the search bar located on your Windows taskbar (it might say "Type here to search") or
open the Start Menu and start typing in the search area.
2. Type "Word". As you type, the search results will begin to filter.
3. You should see "Microsoft Word" (the application) appear in the search results.
4. Click on "Microsoft Word". This will launch the application, it will usually open to a "New"
screen where you can select a blank document or a template.

This method is quick and convenient because it allows you to bypass navigating through the Start Menu
or finding the application icon directly. I

Editing and saving documents

Saving Documents
Saving your work is crucial to prevent data loss. Here are the different ways to save a Word document:

1. Using the "Save" and "Save As" Options in the File Menu:

 Step 1: Click "File": In the top-left corner of the Word window, click on the File tab.
 Step 2: Choose "Save" or "Save As":
o Save: If you are saving the document for the first time, or if you want to save the changes
to an already named document in its current location and format, click Save.
o Save As: Use Save As in the following situations:
 Saving a document for the first time and need to give it a name and choose a
location.
 Creating a copy of an existing document.
 Saving the document in a different file format (e.g., .doc, .pdf, .txt).
 Saving the document to a different location.
 Step 3 (If "Save As"): The "Save As" dialog box will appear.
o Choose a Location: Browse through the folders on your computer or cloud storage (like
OneDrive) and select where you want to save the file.
o Enter a File Name: In the "File name" field, type a descriptive name for your document.
o Choose a File Format (Optional): Click the dropdown menu next to "Save as type" and
select the desired file format. The default format for newer versions of Word is ".docx".
o Click "Save": Once you've selected the location, name, and format (if needed), click the
Save button.

2. Using the Save Icon on the Quick Access Toolbar:

 Step 1: Locate the Save Icon: The Quick Access Toolbar is usually located at the very top-left of
the Word window, above the ribbon. It often includes a floppy disk icon representing the "Save"
command.
 Step 2: Click the Save Icon:
o If the document has been saved before, clicking the Save icon will simply save the
current changes to the existing file.
o If it's a new, unsaved document, clicking the Save icon will open the "Save As" dialog
box (as described in Step 3 above).

3.Using Keyboard Shortcuts:

 Step 1: Press the Shortcut:

o Ctrl + S (Windows) or Cmd + S (macOS): This is the universal shortcut for the Save
command.
o If the document is new, this shortcut will open the "Save As" dialog box. If it's an
existing document, it will save the changes.

Editing Documents
Once you have a Word document open

1. Direct Typing and Selection:

 Step 1: Place the Cursor: Click your mouse at the exact location in the document where you want
to make a change. The blinking vertical line (the cursor or insertion point) indicates where your
typing will appear.
 Step 2: Type New Text: Simply start typing on your keyboard. The new characters will be
inserted at the cursor's position.
 Step 3: Select Existing Text:
o Drag: Click and hold your left mouse button at the beginning of the text you want to
select, drag the mouse over the text, and release the button. The selected text will be
highlighted.
o Double-Click: Double-click on a word to select the entire word.
o Triple-Click: Triple-click within a paragraph to select the entire paragraph.
o Using the Keyboard: Use the Shift key along with the arrow keys (←, →, ↑, ↓) to select
text in a more controlled manner. Hold Shift and press the arrow keys to extend the
selection.
o Select All: Press Ctrl + A
 Step 4: Modify Selected Text: Once text is selected, you can:
o Delete: Press the Delete or Backspace key to remove the selected text.
o Replace: Simply start typing new text. The selected text will be automatically deleted and
replaced with what you type.
o Format: Use the options in the Home tab (Font, Paragraph, Styles) to change the
appearance of the selected text (e.g., font, size, color, alignment, bold, italics, underline).
o Copy, Cut, Paste:
 Copy: Select the text and press Ctrl + C
 Cut: Select the text and press Ctrl + X
 Paste: Place the cursor where you want to insert the copied or cut text and press
Ctrl + V

Formatting features of word processing

Alignment: Alignment refers to the way text is arranged in the document between the margins

AutoCorrect: This feature is used to correct typos and misspelled words. When AutoCorrect is turned on,
common mistakes are automatically replaced using a default a list of words that are stored in the word
processing application. The user can also typically modify the list to include their own common
misspellings.

Copying: The process of copying will take an existing item in a document and creates a duplicate in a
new location in the document (or even in another document). When an item is copied, it is stored
temporarily on the clipboard waiting to be pasted elsewhere.
Pasting: After text or another item is cut or copied it is placed on the clipboard. The process of pasting
takes the item on the keyboard and places it in current location of the insertion point.

Cutting: The process of cutting is used to move text or objects in a document. Cutting takes an existing
item in a document, removes it from its current location and stores it on the clipboard. The item can then
be pasted elsewhere in the document (or even in another document) as long as it remains on the clipboard.

Editing: Editing is the process of making changes or corrections in a document. It includes alterations to
the text itself, moving or copying items to other locations and applying formatting options to the
document itself and items within it.

Font: A font is a set of letters and numbers of one particular typeface. The font includes not only the
typeface, but other characteristics such as size, spacing .

Formatting: The process of formatting a document involves specifying how the document will look in its
final form on the screen and when printed. Common formatting options include the font, font size, color,
alignment, spacing, margins and other properties.

Header: The header is an area that appears at the top of every page in a document that can contain one or
more lines of text. One common use of the header is to include information about the document (such as
the title) on every page in the document.

Footer: The footer is an area that appears at the bottom of every page in a document that can contain one
or more lines of text. One common use of the footer is to insert the current page number on every page in
the document.

Line Spacing: Line spacing refers to the amount of white space between lines of text in a paragraph.
Commonly used line spacing settings are single spaced and double spaced.

Print Preview: Print Preview is a word processing feature that will show you what your document will
look like on a piece of paper if it were to be printed.

Spelling / Grammar Checker: Most word processing programs include a utility that checks for proper
spelling and grammar. Depending on the application being used, these utilities may run automatically and
alert you to errors as you type (such as in Microsoft Word) or require you to run the utility manually.

Working with Tables and Graphs

One of the best ways to show data in a clear and professional manner is to work with tables and graphs in
Microsoft Word.

Benefits of Creating Tables in Word

presentation of data : A well-structured presentation of data
Data is arranged neatly in rows and columns in tables, which facilitates analysis and comparison.
Improved readability : Formatting large volumes of data into a structured table makes it easier to
interpret.

Adaptable Arrangement : For emphasis and clarity, you can quickly change Word's row height, column
width, borders, and shading.

A Professional Look : Your documents will appear neat and well-structured using pre-made table styles
and formatting options.

Updates are Simple : Word has the ability to update tables without the need for additional software.

Multiple choice questions

1.The transformation of raw data into meaningful information is known as

A. Data coding B. Data Collection C. Data Processing D. Data Retrieval

2. The people involved in using and managing the information system are called:

A. Users B. Managers C. Stakeholders D. All of the above

3. Which shortcut is used to save a document in MS Word?

A. Ctrl + A B. Ctrl + S C. Ctrl + C D. Ctrl + P

4.Which of these is considered as “input” in an information system?

A. Printer B. Report C. Raw data D. Monitor

5. Which tab in MS Word contains options for fonts and formatting text?

A. Insert B. Home C. Page Layout D. View

6. Which of the following is NOT a function of an information system?

A. Data coding B. Data Collection C. Data Processing D. Data Deletion

7. Data becomes information when it is:?

A. Stored in computer B. Typed by user C. Processed and meaningful D. Monitor

8. Which feature is used to check spelling in MS Word?

A. AutoCorrect B. Grammar Check C. Spelling & Grammar D. Thesaurus

9. A computer program that processes data in an information system is called:

A. Hardware B. Software C. Server D. Desktop

10. Which view shows how a document will look when printed?
A. Draft view B. Web layout C. Print Layout D. Outline view

11.Which of the following is NOT a component of an information system?

A. Hardware B. Software C. People D. Weather

12. Which of the following is a popular word processing software?

A. Adobe Photoshop B. MS Word C. VLC Player D. None

13. Which key combination is used to copy selected text in MS Word?

A . Ctrl + V B. Ctrl + C C. Ctrl + X D. Ctrl + z

14. Which of these file extensions is commonly associated with Word documents?

A. .xls B. .ppt C. .docx D. .pdf

15. Which of the following best defines information?

A. Processed data B. Raw facts C.Meaningless figures D. Computer output

Fill in the Blanks

1. The five components of an information system are hardware, software, data, people, and
__processes________.
2. ___Data_______ refers to raw facts and figures that have not yet been processed.
3. Data becomes __Information________ when it is processed and becomes meaningful.
4. The blank space around the edges of a document is called ____Margin______.

5. The ___Undo_______ option allows you to reverse your last action.

6. ___Users_______ are the people who use and manage information systems.
7. A ___decision_______ support system helps in making non-routine decisions.
8. __Management________ information system is used by middle managers to make tactical decisions.
9. __Highlight_______ is used to apply color to the background behind selected text.

10. The keyboard shortcut to paste copied text is ___Ctrl+v_______.

11. The __title________ bar shows the name of the document at the top of the window.
12. The shortcut to select all text in a document is ___ Ctrl + A _______.
13. A ____row______ is a horizontal collection of cells in a table.
14. The main purpose of an information system is to support ___ Operations and decision-making.
15. A ___word_______ processor is a software used to create, edit, and format text documents.