MBA 1st Year - Unit III: Word Processor Software
(Lab Work)
1. Introduction to Word Processing
A word processor is software used to create, edit, format, and print documents such as letters,
reports, and resumes. The most commonly used word processor is Microsoft Word. Word
processing software simplifies text editing and offers various tools for formatting and designing
documents.
Examples: Microsoft Word, Google Docs, LibreOffice Writer, WPS Office Writer.
2. Basic Word Processing Operations
- Opening a New Document: File → New → Blank Document.
- Saving a Document: File → Save or Save As → Choose location and file name.
- Closing a File: File → Close or click the close button on the top right.
- Opening an Existing Document: File → Open → Browse to select the file.
- Printing a Document: File → Print → Select printer and number of copies.
3. Editing and Formatting Text
- Selecting Text: Click and drag the mouse or use Shift + Arrow keys.
- Editing Text: Add, delete, or modify text as needed.
- Copy, Cut, Paste: Ctrl+C, Ctrl+X, and Ctrl+V.
- Undo/Redo: Ctrl+Z (undo), Ctrl+Y (redo).
Finding and Replacing Text:
Home → Find (Ctrl+F) or Replace (Ctrl+H) to quickly locate or replace words.
Character Formatting:
Change font type, size, color, bold, italics, underline from the Home tab.
Paragraph Formatting:
Set alignment (left, right, center, justify), line spacing, bullets, and numbering.
Use Increase/Decrease Indent to adjust margins.
4. Page Design and Layout
- Margins: Set page margins (Layout → Margins).
- Orientation: Choose Portrait or Landscape.
- Paper Size: Set A4, Letter, etc.
- Headers and Footers: Insert → Header/Footer to add repeating text on pages.
- Page Numbers: Insert → Page Number to add numbering.
- Watermark: Layout → Watermark to add background text/logo.
5. Editing and Proofing Tools
- Spell Check: Automatically highlights spelling errors (red underline).
- Grammar Check: Detects grammatical issues (blue underline).
- Thesaurus: Provides synonyms and antonyms (Review → Thesaurus).
- Word Count: Shows number of words, pages, and characters.
- Track Changes: Useful for reviewing and editing shared documents.
6. Using Graphics, Tables, and Charts
- Inserting Pictures: Insert → Pictures → Choose image file.
- Shapes: Insert → Shapes to draw arrows, boxes, etc.
- SmartArt: Insert → SmartArt for diagrams and processes.
Tables:
Insert → Table → Select number of rows and columns.
Format tables using borders, shading, and alignment options.
Charts:
Insert → Chart → Select type (Bar, Pie, Line) and enter data.
Useful for visualizing numerical information.
7. Document Templates and Wizards
- Templates: Pre-designed document layouts such as resumes, letters, and reports.
File → New → Choose Template.
- Wizards: Step-by-step guides that help create specific documents easily.
Example: Mail Merge Wizard, Resume Wizard.
8. Creating and Printing Merged Documents
Mail Merge: A feature that combines a document with a data source (like Excel) to personalize
multiple copies.
Steps:
1. Open a new document.
2. Go to Mailings → Start Mail Merge.
3. Select recipients from a list or database.
4. Insert merge fields (e.g., name, address).
5. Preview results and print or email documents.
9. Useful Tips for Word Processing
- Use styles for consistent formatting.
- Always proofread before printing.
- Save your document regularly (Ctrl+S).
- Use section breaks for different layouts in the same file.
- Use hyperlinks for quick navigation within or outside the document.
