ICT101

Computing Skills
Fundamentals

Lecture 06 – Introduction to
Word Processing
Department of Computer Science
B. Gopolang (247-275)
 Previous Lesson
• The internet, owner & its penetration
• Intranet vs extranet
• Internet services
• WWW
• Email
• Chatting services
• Discussion forums

2
 Learning Objectives
At the end of the lecture, students should be able to:
• Understand the various types of application software
• Know when to use a word processing application
• Perform basic word processing tasks using Microsoft
Word

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 1. Software (recap)
• Major software categories:
• System software
• For managing and control of h/w components and
allow for interaction between the h/w and s/w.
• E.g. Operating System
• Utility software: Helps maintain and protect the
computer system. (E.g. anti-virus & firewalls)
• Application software
• Programs designed for performing specific end-user
tasks. E.g. Ms Word 4
 2. Some types of Application software
Type Uses Examples
Document Word processing, Ms Word, WordPerfect,
production desktop publishing, FrontPage, Apache OpenOffice
etc Writer, etc.
Numerical Numerical data Ms Excel, Lotus-1-2-3, SPSS,
Analysis processing etc

Presentation Presentations Ms Powerpoint, OpenOffice

Impress, Corel Presentations
Databases computer databases Ms Access, Oracle, DB2, etc
processing
Graphics Drawing, photo Paint, CorelDraw, AutoCAD,
editing, CAD, etc. etc 5
 3. Word processing
• Involves using suitable software to create, edit, format,
store, retrieve, and print text documents.
• One of the most common PC activity
• Word processor:
• an electronic device or application software, that
performs … composition, editing, formatting, and
sometimes printing of documents. (Wikipedia)
• E.g.: letters, CV, reports, books, newsletters, etc.
• Many word processors
• E.g.: Microsoft Word, WordPerfect, AbiWord, etc 6
 4. Microsoft Office Word 2013
• One of the most commonly used word processors
• Part of the Microsoft Office Suite
• It features ribbons
• Related commands grouped together into tabs
• E.g. Home tab, Page Layout tab, etc
• Replaces toolbars – used in older Ms Word versions
• Has adopted WYSIWYG concept
• Has a lot of useful word processing features.

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 Title bar
Quick
Access
i) Word 2013 Window Window
control
Toolbar
buttons

Tabs

Ribbon
Cursor point
Text area

Rulers

Scroll bars

Status bar Document View buttons Zoom slider

 ii) Writing and editing features
• Text Insertion point
• cursor
• Use usual keyboard characters for text entry
• Other useful keys:
• Spacebar: space character
• Enter: NewLine character
• Backspace: Delete previous character
• Delete: Delete next character
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• Some useful keyboard shortcut keys (time-saving)
Key Effect on insertion point
Home Beginning of current line
End End of current line
Pg Dn Moves to next page
Pg Up Moves to previous page
Left arrow Moves 1 character to the left
Right arrow Moves 1 character to the right
Down arrow Moves 1 line down
Up arrow Moves 1 line up 10
• Many useful writing and editing features
• Mostly under Home and Review menus

a) Copy & Paste / Cut & Paste

• Copy and Paste/Cut and Paste involve using the
Clipboard (temporary storage)

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b) Undo/Redo

 Undo: Enables recovery from mistakes

 Redo: for reversing undo

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c) Find/Replace

 For searching for specific words and

even replacing them by new words.

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d) Spell /grammar checking
◦ We can Change, Ignore or Add To Dictionary
◦ WARNING: Be careful  Not smart enough!
◦ How does MS Word flag/signal possible errors?

 Grammar Spelling
e) Thesaurus
◦ For displaying synonyms & sometimes antonyms
◦ E.g. after: afterwards, next, later, before (Antonym) 14
 iii) Formatting Features
• Use to change document appearance
• MsWord has many!
• Mostly under Home, Insert & Page Layout menus

a) Cover page:
• Under Insert tab
• Introduces the document & gives it a professional finish
• Many templates available in MsWord

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b) Font type:
• Many font types available
• Most commonly used: Times New Roman & Arial
c) Font sizes
• Text size in points e.g. 28 pt, 40 pt.
• Most commonly used sizes: 10pt and 12pt
d) Typefaces
• Bold, Italics, Underlined, regular
• Used to highlight certain parts of text
• Do not overuse 16
e) Indentation

Decrease level Increase level

f) Lists

Bulleted list Numbered list

• ICT121 i. ICT121
• ICT122 ii. ICT122 17
g) Text alignment

Justified. Starts at the left margin

and ends at the right margin. Spaces
adjusted to enable this.

Right justified
This text is centred.

Left justified (all lines start at the same horizontal

distance from the left margin) 18
h) Page Orientation
• By default, new documents are displayed in portrait
• But you can change between Portrait and Landscape
• Can also have both orientations in a document
• How: Insert a section break before and
another one after the affected page(s)
◦ Then apply the preferred orientation
i) Columns
• Can have multiple columns 19
j) Headers and Footers
• Header: placed at the top of every page
• Footer: at the bottom of every page

k) Page numbering
• MS Word can automatically insert page numbers
◦ To ensure pages have correct page numbers
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l) Tables
• Under Insert tab

ID Name Test 1 Test 2

201510349 Segale, K 84 76
201515342 Kgole, J 69 58
• We can select rows/columns
• Can also set/change height/width or use Autofit 21
m) Wrap-around/word wrap
• MS Word automatically moves to the next line when line
of text is filled
• And text is readjusted when margins change

n) Paper size
• Usually A4 (US letter in the US )

o) Help is available.
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p) Drawings
• Under Insert tab
• Various options available:
i. Shapes INPUT PROCESSING

ii. ClipArt

iii. WordArt (fancy text)

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q) Equation Editor
• For writing equations
• Under Insert tab

r) Template
• A document that creates a copy of itself when opened
(.dotx or .dotm).
• E.g. Business plan with predefined page layout, fonts,
margins, styles, etc.
• Template can be protected e.g. a disclaimer 24
s) Tracking changes
• For tracking changes when reviewing document

• To activate: Click Track Changes

• Can make changes: delete, insert, move, etc.

• To deactivate: Click Track Changes again
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• You can also add comments to changes
• Adding a comment:
• Place cursor where you want the comment
• Click New Comment

• Deleting a comment
• Right click on the comment
• Then select Delete Comment 26
• Sample document with track changes turned ON.
t) Reviewing changes
 Accept changes:
document is modified
to reflect new changes
 Reject changes:
document not
updated ◦ For navigating
through changes

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u) Form
• A structured document
• Completed electronically
• E.g.:

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v) Mail merge
• For creating a set of documents e.g. admission letter sent
to many students.
• Letters have identical information, BUT each has
student-specific content (based on a data source)
• How to use:
◦ Set up main document
◦ Connect document to a data source (.mdb)
◦ Refine list in data source
◦ Add mail merge fields to main document
◦ Preview and complete the merge 30
 Data Source

Main document 31
 iv) Academic Features
• Accessed through the References Tab

• One can then add:

• Table of Contents
• Table of Figures
• Footnotes and Endnotes
• Citations/Bibliography
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a) Table of Contents (ToC)
 Can be generated
automatically
 Page numbers in the
generated ToC re-adjust
automatically when
document grows/shrinks

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b) Table of Figures (ToF)
 Can be generated automatically
 How?

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 When automatically generated, page numbers re-adjust
accordingly when document grows/shrinks

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c) Footnotes and Endnotes
• Footnotes: Notes at the end of the page
• Endnotes: Notes at the end of the document
• Used for
• References
• Elaborations/explanations of points raised in
the main text
• Both automatically numbered with superscripts
• Footnotes: starts from 1.
• Endnotes: starts from Roman numeral i. 36
 • Inserting Footnote/Endnote
• Move to the end of the text where you want to insert
the Footnote or Endnote

Insert Move from one note

Endnote to the next within
the document
Insert Shows location of
Footnote note at end of
page or document 37
• Note within text

• Note at end of the page

• Deleting footnote:
◦ Highlight note to delete within text
◦ Press Delete key 38
d) Bibliography
 First add each source to your
document
◦ Click Insert Citation
◦ Select Add New Source

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 Make reference to a sources by citing it in your
document citation
Hayes (2011) identified two principles that are essential
for results’ transferability.

 How to generate Bibliography

◦ Place cursor where
bibliography should be
added
◦ Click Bibliography
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Sample Bibliography

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 Summary
• Word processing
• Using Microsoft Word
• Editing features
• Formatting features
• Academic features

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Next lesson

• Advanced Hardware Concepts

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Q&A

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