Unit II

Elements of Word Processing

1. Word Processing Basics
Microsoft Word is a popular word processing software. It helps in arranging written text in a proper
format and giving it a systematic look. This formatted look facilitates easier reading. It provides spell-
check options, formatting functions like cut-copy-paste, and spots grammatical errors on a real-time
basis. It also helps in saving and storing documents.

It’s also used to add images, preview the complete text before printing it; organize the data into lists
and then summarize, compare and present the data graphically. It allows the header and footer to
display descriptive information, and to produce personalized letters through mail. This software is
used to create, format and edit any document. It allows us to share the resources such as clip arts,
drawing tools, etc. available to all office programs.

In this chapter, you will learn about Concepts related to MS Word in detail. You will know about Word
Processing Basics, Opening and Closing the Document, Text Creation and Manipulation, Formatting
Text, and Table Manipulation.

Basics of Word Processing

Word processor is used to manipulate text documents. It is an application program that creates web
pages, letters, and reports.
S. No. Word Processing Concepts & Description

Opening Word Processing Package

1 Word processing package is mostly used in offices on microcomputers. To open a new
document, click on "Start" button and go to "All Programs" and click on "Microsoft Word".

Opening and Closing Documents

2
Word automatically starts with a blank page. For opening a new file, click on "New".

Page Setup
3 Page setup options are usually available in "Page Layout" menu. Parameters defined by
the user help in determining how a printed page will appear.

Print Preview
4 This option is used to view the page or make adjustments before any document gets
printed.

Cut, Copy and Paste

5
In this section, we shall learn how to use cut, copy and paste functions in Word.
 Table Manipulation
6 Manipulation of table includes drawing a table, changing cell width and height, alignment
of text in the cell, deletion/insertion of rows and columns, and borders and shading.

Opening Word Processing Package

Word processing package is mostly used in offices on microcomputers. To open a new document,
click on "Start" button and go to "All Programs" and click on "Microsoft Word".
Menu Bar
A menu bar is located below the title bar. A menu bar is an application window to furnish application
or window-specific menus. Menu bar has File Menu along with Home, Insert, Design, Page Layout,
References, Mailings, Review, And View.

 File − It has options such as, Save, Save As, Open a New Document, Print, etc.
 Home − It has icons to change Font Size, Style, Alignment, Borders, etc.
 Insert − It has icons to insert Table, Shapes, Chart, Pictures, Screenshot, Header, Footer, etc.
 Design − It has icons to change Themes, Colors, Fonts, Effects, Page Borders, etc.
 Page Layout − It has icons to set Margins, Orientation, Size, Breaks, Indent etc.
 References − It has icons to Add Text, Update A Table, Insert Footnote, Index.
 Mailings − It has icons to start Mail Merge, Add Labels, Envelopes, etc.
 Review − It has icons for Spelling And Grammar Check, Thesaurus, Word Count, Comments,
Tracking, etc.
 View − It has icons like: Zoom, Print Layout, Switch Windows, Split, etc.

You may use a particular menu to give an instruction to the software. Place mouse over menu option
and click left mouse button to open drop-down menu. You can use left and right arrows on your
keyboard to move left and right across menu bar option. Up and down arrow keys can be used to
scroll drop-down menu.

Using Help menu

Help menu → By clicking this button, you can get help for any information you need. Help button is
located at the top right corner of window. It looks like a question mark, "?". Shortcut key for help
menu is F1.

Using Icons below Menu Bar

The bar located below menu bar is the toolbar. Toolbar provides shortcuts to menu commands. It has
icons which represent commonly used functions.

Icons Icons Functions

To save a file.

To print current file.

To check for page orientation before the document gets printed.

To check spelling, grammar and writing style.

 To remove selected word or sentence from the document.

To copy selected word or sentence from the document.

To paste content from the clipboard.

To reverse the last command. Shortcut key for undo is "Ctrl + Z"

To redo last command. Shortcut key for Redo is "Ctrl + Y"

To set borders to content.

To insert a single table or more tables as required into the document.

To change number of columns in the document.

To change font color.

To change font style.

Opening and Closing Documents

Word automatically starts with a blank page. For opening a new file, click on "New".
  To close a document, click "X" in the upper right corner of window.

Opening the document

To open an already existing document, follow the below steps.

 Click on the "File → Open".
 From the window opened, select a file you want to open and double click on it or just right-
click and select "open".
 Shortcut key is Ctrl + O.
Save and Save As

After finishing our work, we must save the document permanently, as it is useful for future reference.
 As RAM is a temporary storage memory, we must save our file on the hard disk.
 To save a document, go to "File" menu and select "Save" option
 Shortcut key is "Ctrl + S".
 Then the file gets saved under a default name.
Save As option is used to rename a file.
 If you want to save your document in another location with same or different name, you can
use "Save As" option.
 The shortcut key for Save As is "F12".
 To use Save As option in a document, follow the below steps −
o Go to File menu
o Click Save As
o Select the drive where you want to save the document.
o Then type any Name in the File Name box at the bottom of dialog box.
o Then click Save option.
Print Preview

 This option is used to view the page or make adjustments before any document gets printed.
 By using print preview, you can discover any errors that may exist in the document or fix the
layout before printing, which can save ink/toner and paper.
 For printing, you may specify the number of copies you want and the pages you want.
 Shortcut key for printing is "Alt + F and Press W and then V" or Ctrl + P.
Printing of Documents

 To print a document, choose File → print.

 Here all the pages of a document will be selected by default.
 To print specific pages that are not in sequence, use comma (,) to separate page numbers.
 To print a selected text inside the document, highlight the area in document that you want to
print and choose File → print from menu bar.
 When print window opens, click on radio button to select printer and click ok.
 To print multiple pages on a page, choose the number of pages to print on one page from the
‘Settings’ of print window. Then click ok.
 Shortcut key is "Alt + F → Press W and then P".
2. Text Creation and manipulation
 There are several kinds of word documents, such as blank documents that starts from scratch,
templates, web pages, reports, etc.
 A template is helpful in reusing format of a document.
 Manipulation of text includes cut, copy, paste, or moving text to any location.

Document Creation

 Click start → All programs → Microsoft Office → Click Microsoft Office 2013 → Word 2013.
Word will open a blank document.
 Another way to create a document is to choose File → New from the menu bar and select the
document type. Press Ctrl + N on the keyboard. This menu allows you to open a blank
document, a template or an existing document.
 To enter text in blank document, just start typing. The blinking I-Beam (Cursor), positioned at
the top of window, will show exactly where your text begins. As you type, word will
automatically wrap text to the next line. If you have finished typing on a line and would like to
move to the next blank line, press enter.
Editing Text

 Modifying existing text in an old document or entering new text in an existing document is
known as editing of the text.
 Editing text can be done by three options: "Find", "Replace", "Select".
o Find → To find a word in a document.
o Replace → To replace existing word with a new word.
o Select → To select a word or sentence.
Text Selection

 Document is built up by typing one character at a time. While editing and formatting, words,
lines, paragraphs, or sometimes the whole document can be selected.
 Once a part of text in a document is selected, changes can be made to that text.
 The selected text can be moved, copied and changed to italic, bold or underline.
 Font and color of the text can also be changed.
 Both mouse and keyboard can be used to select the text.
 Using mouse, text can be selected by either double-clicking or by clicking and dragging.
 Using keyboard, text can be selected by pressing the shift key + arrow keys.
 To select the entire page, use shortcut, "Ctrl + A".
Cut, Copy and Paste

Cut

 Deleting unnecessary data from a document is called cutting.

 In Microsoft Word, you can cut text from one area of a document and paste that text anywhere
in the document.
 After you cut the text, it gets stored in the clipboard.
 If you want to cut any text or word from a document, it is advisable to highlight the word first.
 To cut, Right Click → Cut.
 The shortcut key is "Ctrl + X".
Copy

 Copy option can be used when we need to retype the same text as it reduces time and effort.
 By using copy option, you can copy the text from one location to another.
 Information stored on the clipboard stays there until new information is either cut or copied.
 Each time you use cut or copy, you replace the old information on the clipboard with the
information you just cut or copied.
 To copy, Right Click → Copy.
 The shortcut key is "Ctrl + C".
Paste

 Select your text and then copy it..

 Use mouse to move the cursor to desired position to paste the copied text.
 Click paste to insert the copied text in its new place.
 You can paste clipboard information as often as you like.
 To paste, Right Click → Paste.
 The shortcut key is "Ctrl + V".

Font and Size selection

 To change size of font in the file or document, first select the text you want to change.
 If you want to select all the text from document, click "Ctrl + A"
 From home menu, click font size option.
 You can also change style of the font using "Font Style" feature.
Alignment of Text

 You can align text to Left, Right, Center and Justify.

 By default, the content always appears to the left side of document.
 Alignment can be done by using mouse or keyboard shortcuts.
 For center alignment, click to "center align" icon or use shortcut key "Ctrl + E".
 For right alignment, click to "right align" icon or use shortcut key "Ctrl + R".
 For left alignment, click to "left align" icon or use shortcut key "Ctrl + L"
 If you click on "justify" it will align with respect to both left and right margins. The shortcut key
used here is "Ctrl + J".
3. Formatting the Text
 A font refers to set of characteristics that characters of Word support.
 The process of formatting a document includes controlling the appearance of text and layout
of text on page.
 Character formatting includes settings that control attributes of individual text character such
as Fonts, Font Size And Type Style.

Paragraph Indenting

 Indentation improves the readability of document.

 Options for indentation includes Left, Right, Center And Justify.
Bullets and Numbering

 Bullets and numbering are used to list important points and messages.
 When a document is in the form of long paragraphs, reader may not be able to quickly notice
important points or message. Bullets and numbering emphasize lists of things.
 To list points or topics in a document, bullets are used.
 Numbered list works well for directions or other points.
 While typing a document, details should be given step-by-step for easy understanding. MS
Word’s feature "Bullets and Numbering" fulfils this purpose.
 You can either use the word defaults for bullets and numbers or can define your own list.
Changing Case

We usually type content of documents in different forms such as Lower case, Upper case, Sentence
case, etc.
 Sentence Case → First character of the sentence is capitalized.
 Lower Case → Entire selected text will change to small letters.
 Upper Case → Entire selected text will change to capital letters.
 Title Case → First character of each word begins with a capital letter.
 Toggle Case → It changes lowercase to uppercase and vice-versa.
Table Manipulation

Manipulation of table includes drawing a table, changing cell width and height, alignment of text in
the cell, deletion/insertion of rows and columns, and borders and shading.
Draw Table

Tables can be easily inserted at any point of the document. A table is a simple way to arrange lengthy
lists. You can use tables to format all parts of your documents into rows and columns. Rows and
columns can be added or deleted either at the beginning, end or in the middle of table. For inserting
a table, simply click on "Tables" icon on Insert menu. Tables can be formatted to any size, and number
of rows and columns can be added as per requirement. Table formatting toolbar contains numerous
icons which can be used for different functions related to tables. Spin arrows in the columns and rows
help to select a row or a column.
Changing cell width and height

 When we create a table, all columns may have equal width or may have different widths
depending upon the usage.
 If you want to change column widths, "Ruler" or table properties from the table menu can be
used.
 By using "Ruler" you may change the row border and size.
Alignment of Text in a cell

 Select one or more cells in table, and click table layout menu.
 Under Alignment, click Align, and then select corresponding option.
Delete/Insertion of Row and Column

For inserting rows and columns into an existing table, position cursor either before or after the spot
where you want to insert.
Right-click mouse button to → Insert/Delete.
Inserting a column to the right

After finishing the table, in case you need to insert a column on the right-hand side of a particular
column in the table, you may use the following steps −
 Place cursor where you want to insert a column in the table.
 Right-click on mouse button → Insert column to right.
Insert rows above

After finishing the table, in case you want to insert a row in the top of a particular row in table you
may use the following steps −
 Place cursor where you want to insert a row in the table.
 Right-click on the mouse button → Insert row above.
Insert rows below

After finishing the table, in case you want to insert a row in the bottom of a particular row in the table,
you may use the following steps −
 Place cursor where you want to insert a row in the table.
 Right-click mouse button → Insert row below.
Delete Column

If you want to delete particular columns in a table, use the following steps −
 Select the column which you want to delete.
 Right-click mouse button → delete cells → delete column.
Delete Rows

If you want to delete particular rows in a table, use the following steps −
 Select the row which you want to delete.
 Right-click Mouse Button → Delete Cells → Delete Row.
Border and Shading

 Borders and shading is used to decorate a text.

 Select the text for which you need to apply borders or shading.
 Click home menu.
 Move to borders and shading icon.
 From the open window, select border style, width you want and click ok button.