CCC Study Material in English Elements of Word Processing

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CCC Study Material in English Elements of Word Processing

Elements of Word Processing (CCC Study Material

Microsoft Word 2007 is a word processing software package. You can use it to type letters, brochures, newsletters, reports and other documents. It also gives you the ability to use your computer for desktop publishing. MS-Word 2007 is the word processing software developed and marketed by Microsoft in 2006. It allows you to easily create a variety of impressive and effective documents using features ich as formatting text, working with pictures and many more.

Word Processor (NIELIT CCC Study Material)

Word processing software is used for the creation of text-based documents. It is a GUI based software used in the windows environment. A word processor is a software package that processes textual matter and creates organized documents. In a precise manner, a word processor is a software application that, as directed by the user, performs word processing which includes the composition, editing, formatting and sometimes printing of any sort of material. There are many software packages available to do the job of word processing. Some amplest of word processing software’s are Apple Works, Microsoft Word, Star Office, Text Maker, Word Perfect, etc.

Features of Word Processor (DOEACC CCC Study Material)

Word processing packages have the following features:

1. Text Editing
2. Auto Formatting
3. Formatting text
4. OLE
5. GUI Interface
6. Language and Grammar
7. Graphics
8. Mail Merge
9. Security of files
10. Online Help option, etc.

Getting Started with MS-Word 2007 To Start MS-Word 2007: Click Start button — All Programs — Microsoft Office — Microsoft Office Word 2007 It opens MS-Word with a blank document. By default, the name of the blank document is Documentl.dOCX, where .docx is the extension of a MS-Word 2007 file.

Start the Word 2007 The major components of MS-Word 2007 are: Office Button It is found in the top-left corner of MS -Word window and loops like the pictures to the right. When the Office button is clicked, many of the options such as New, Open, Save, Save As, Prepare, Print, Send, Publish, Close, etc., can be found Title Bar It is located at the top of the window and display the document name. The format of the name displayed on the title bar is ‘Document name-Microsoft Word’. Quick Access Toolbar It is placed to the right of the Office button. It contains shortcut for the commonly used tools, like save, undo, redo, etc. It can also be placed below the ribbon also. Control Buttons There are three type of control buttons are as follows: (i) Minimize button (ii) Maximize or Restore down button (iii) Close button Ribbon F In ribbon, there are many buttons/options that e grouped into categories according to tab such as Clipboard, Font, Paragraph, Styles, Editing, etc., ‘which are the groups of Home tab. Tabs Tabs are similar to the menu system of MS-Word 1003. Instead of having drop down menus, MS-Word 2007 created a ribbon system, where buttons and commands are grouped under the tabs.some groups include a dialog launcher button in heir lower right corner to bring up additional option. Different types of tabs are: Home Tab is is used to change font, styles, setting of paragraph,  etc. Insert Tab is used to insert page breaks, tables, illustrations, links, header and footer, text and symbols, etc, Page Layout Tab is used to change themes, margins, insert a page border, column, format Paragraph, etc. References Tab is used to insert table footnotes, citation and v captions, index, etc. Mailings Tab is used to create envelopes, labels, start mail write and insert fields and preview results, etc. Review Tab is used for proofing, comments, tracking, ing the documents, etc. View Tab is used to change the outline or draft views, the ruler or document map, zoom, switch windows, etc.

• After inserting a picture in MS-Word 2007, a new tab appears namely- Picture Tools Format, It includes adjust, picture styles, arrange and size groups in it. By using this tab, a user can edit pictures according to his/her need.

Ruler It appears on the top and on the left side of the document window. Ruler is used to set tabs, indents and margins for a document. It allows to format the horizontal or vertical alignment of text in a document. Scroll Bar Scroll bar is used to view the whole active window. There are two types of scroll bars i.e. horizontal and vertical scroll bars. Status Bar It is displayed on the bottom of the window and used to view the information such as page number, current page, current template, column number, line number, etc. Zoom Control Lets you zoom in for a closer look at your text. The zoom control consists of a slider. You can slide it left or right to zoom in or out, to increase or decrease the zoom factor. View Buttons The group of five buttons located to the left of the zoom control lets you switch among word’s various document views. Like

• Print Layout View
• Full Screen Reading View
• Web Layout View
• Outline View
• Draft View

Work Area/Work Space It is the rectangular area of the document window, where you can type the text. Using Help Button To open Help window, click the Microsoft Office Help button in the right corner of the ribbon or press the Fl key on your keyboard. Now, Help dialog box appears. Word help dialog box Help option allow users to search and find any topic about that program. To use this feature ,write any topic name in text box and click on Search button or press Enter. It will then display the related information that topic

Creating a New Blank Document

Each time when you open MS-Word, a new blank document appears. However, you will also need to know how to create new documents while an existing document is open. Steps to create a new blank document Step 1 Click the Microsoft Office button. Step 2 Select New, the New Document dialog box appears Step 3 Select Blank document under the Blank and recent section. (It will be highlighted by default,) Step 4 Click Create, a new blank document appears.

Saving a Document

To permanently store a document on hard disk, you must save the document and assign a name to it. Use the Save As Command Steps to save a document using Save As command: Step 1 Click the Microsoft Office button. Step 2 Then click Save As -+ Word document (or press Ctrl+S). The Save As dialog box appears. Step 3 Select the location, where you want to save the document using the drop down menu. Step 4 Enter the name of the document in File name box. Step 5 Click the Save button. Use the Save Command  Steps to save a document using Save command: Step 1 Click the Microsoft Office button. Step 2 Select Save from the menu. Step 3 Save the document in its current location with the same file name.

• Save” means the file gets saved under its current name, in whatever folder it was saved before or in the default folder of that computer whereas ‘Save As” gives you the opportunity to save the file under a different name and in another folder, “Save As” allows you to save the updated version with a new name while at the same time preserving the old version.

Closing a Document

Steps to close an active document: Step 1 Click the Microsoft Office button. Step 2 Click close.

• File extension of MS-Word is .doc or .docx. A file extension is a suffix (separated from file name by a dot) to the name of computer file. It indicates what type of file it is.

Page Setup

Page Setup group is used to do page setting  like setting margin, page orientation, etc. You can change size layout orientation and margin of paper through this group. Steps to do setup of the page: Step 1 In the Page Layout tab go to me Page Setup group. Step 2 Press the dialog box button of the page Setup group, which is placed in the left bottom corner and shown as You can get this dialog box by double clicking on ruler also. This dialog box has three tabs which are as follows: Margins With the help of this tab, user can modify the margin orientation of the page. It allow for the Top, Bottom, Left and Right margins to be set. Paper With the help of this tab, user can customize the setting that are related to size, height and width of the paper, etc. Layout With the help of this tab, user can customize the section Headers, Footers and Vertical alignment of the  page.

Print Preview

Print preview is a feature that allows a user to view how a printed version of the document would look like on the screen before printing a hard copy. Steps to preview the document before printing: Step 1 Click the Microsoft Office button. Step 2 Select Print —, Print Preview. The document opens in Print Preview format. Step 3 Click Print to print the document or Close Print Preview to exit the preview format of the document. In Print Preview format, you can do many tasks: (i) Modify the margins. (ii) Change page orientation. (iii) Change the page size. (iv) Zoom in and Zoom out to view various parts of the document. (v) View multiple pages. (vi) Access Word options to change settings.

Printing

Once you complete all the modifications in your document, you may want to print it for various reasons. This topic covers three basic features of printing in MS-Word including Print Previe’ , Quick Print and Print. Print Steps to print a document: Step 1 Click the Microsoft Office button or Click the Ctrl+P key from the keyboard. Step 2 Select Print. The Print dialog box appears. Step 3 Select the pages range you would like to print, either All, Current page or Pages. Step 4 Select the Number of copies. Step 5 Check the Collate box if you are printing multiple copies of a multi-page document. Step 6 Select a printer from the Printer Name drop down list. Step 7 Clicks OK.

Text Creation and Manipulation

After opening word document user start typing. Cursor inserts a character at its current position, forcing all characters past it one position further. Enter key is used to go to the next line. To correct or remove the mistakes of the text at the time of typing use Backspace or Delete key.

Document Creation

To create the document follows these steps: Step 1 Choose the New option from Microsoft Office button. The following dialog box will appear: Step 2 Select the blank document from it and click on create, a new blank document. Or Press Ctrl + N to create the new blank document. Editing the Text After typing the text in the document, the user can edit that text as per his/her requirement. To add some text in the document, click the pointer on the correct position and then start typing, the all typed text will add to the right hand de of the cursor. Backspace or Delete key are used to remove any character or text, paragraph or ‘word, etc.

Text Selection

Click where you want to begin the selection, bold down the left mouse button and then drag the pointer over the text that you want to select. As it is shown in figure: Apart from this, use shift with the combination of following keys to do the further described tasks in the table.   Cut, Copy and Paste Cut and Paste Operation This option is used to move some content from one place to another. While paste option is used to paste some pre selected content at a new or desired place. To move some text from one place to another both the options are used. Following procedure is used to move some content in word: Step 1 Select a portion of the text using any one of the text selection methods. \Step 2 Next, you have various options available to cut the selected text and put it in clipboard. Just use any one of them:

• Use mouse right click and select Cut option\
• Using Cut button from ribbon
• Using Ctrl+X key

Step 3 Finally click at the place where you want to move the selected text and use either of these two options to paste the text

• Using Ribbon Paste button
• Using Ctrl+V key

Copy and Paste Operation

• The Copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard.
• The Clipboard is a temporary storage file in your computer’s memory.
• The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first copied item is deleted.
• The Paste feature allows you to select any of the collected items on the Clipboard and place it in the same or even another document.

Font and Size Selection Steps to format the font style of text: Step 1 Select the text you want to modify. Step 2 Click the drop down arrow next to the Font style box from the font group in Home tab. The Font Style drop down menu appears. Step 3 Move your cursor over the various font styles. A live preview of the font will appear in the document. Step 4 Click the font style you wish to use. Steps to format the font size of text: Step 1 Select the text you want to modify. Step 2 Click the drop down arrow next to the Font Size box on the Home tab. The font size drop down menu appears. Step 3 Move your cursor over the various font sizes. A live preview of the font size will appear in the document. Step 4 Click the font size you wish to usr

Alignment of Text

Steps to change the text alignment in a document: Step 1 Select the text you want to modify. Step 2 Select one of the four alignment options from the Paragraph group on the Home tab.

Formatting the Text

The paragraph formatting involves controlling the appearance of text in a paragraph as a whole. The paragraph formatting options are: paragraph indentation, line spacing, spacing before and after the paragraph, border and shading, etc.

Highlighting Text

Following steps are used to highlighting the text: Step 1 Select the required text. Step 2 Go to the Font group of Home tab and click on the highlight option arrow, a color box will open. Step 3 In this color box, select the required color. To finish the effect of  highlighting. Reopen the highlight option and select no color option.

 Change Text Color

Steps to format the font color of text: Step 1 Select the text you want to modify. Step 2 Click the drop down arrow next to the Font Color box on the Home tab. The Font Color menu appears.  

Paragraph Indenting

Indents are the white space added to the margins and decreasing the text area for – — paragraph. So, when you have a “right margin” and you want Paragraph Indenting to add a right indent of 1.0, your text will be printed 2.0’ from the right edge of the paper. The first line of each paragraph can be hdented differently from other lines in the agraph. The first line can be short than others. To indent a paragraph, follow these steps: Step 1 Select the paragraph. Step 2 Use increase or decrease indent option according to your need from the Paragraph tab in Home tab. Indentation can be done with the help of of horizontal ruler also. On horizontal ruler, appear one small triangle in the right two small triangles on one another with null rectangle in the left side. These all known as marker. These left and right indent markers are used to indent the ejected paragraph. User can move and set the paragraph by using these markers in left right.

Bullets and Numbering

working in a document, sometimes need to highlight some areas of text in form of lists for summarizing key points. To  achieve this purpose, we can use bullets. bullet could be an asterisk, black dot, or any other mark that is found before text and identifies key items or other extant text. A bulleted list or bullet list is … of items preceded with bullets instead F-numbers or other objects. You can create within a list in your document. Numbering or number list or order list is a listing order that is done with numbers, often used with a checklist or a set of steps that are to be performed in a particular order. Bullets and Numbering lists can be used in your documents to arrange and format text to emphasise and to draw the attention of the viewer.

Insert Bullets or Numbering on the List

Steps to insert bullets or numbering on a list:\ Step 1 Select the text that you want to format as a list, Step 2 Click the Bullets or Numbering option on the paragraph group from the Home tab. Step 3 Select the Bullets or Numbering style you would like to use. It will appear in the document. Step 4 Place your cursor at the end of a list item and press the Enter key to add Bullet or Numbering to the list. To remove numbers or bullets from a List, select the number or bullet and press Delete key. Editing in Bullets You can perform various functions in a bulleted list, e.g. define new bullets, using picture, font, etc., in place of bullets. Some of the methods are mentioned below Define New Bullets Steps to define new bullets on list: Step 1 Select an existing list. Step 2 Click the Bullets. Step 3 Select Define New Bullet from the list. The Define New Bullet dialog box appears as shown below: Now, there are three formats to insert bullets:

Using Symbol

Steps to insert a symbol as a bullet: Step 1 Click the Symbol … button. The Symbol dialog box appears. Step 2 Click the Font drop down box and select a font category. Step 3 Click a symbol to selection. Step 4 Clicks OK. The symbol now appears in the Preview section of the Define New Bullet dialog box. Step 5 Click OK to apply the symbol to the list in the document.

Using Picture

Steps to insert a picture as a bullet: Step 1 Click the Picture button. The Picture Bullet dialog box appears. Step 2 Click a picture to select it. Step 3 Clicks OK.

• The picture now appears in the Preview section of the Define New Bullet dialog box.

Step 4 Click OK to apply the picture to the list in the document. You can also insert the user defamed image as a bullet by just clicking on Import button of Picture Bullet dialog box. Using Font Steps to change the bullet format:\ Step 1 Click the Font button. The Font dialog box appears as shown below: Step 2 Select the Font, Font style, Size, Font color, etc., from drop down menu. Step 3 Click OK. The bullet format now appears in the Preview section of the Define New Bullet dialog box. Step 4 Click OK to apply the bullet format to the list in the document. Same as define new bullet, the numbering list also have define new bullet, format, for changing the format of numbering in the list. Apart from making numbering lists, you convert a paragraph to a numbered list. Select the paragraph and go to the numbering list option. From drop down list, Select any one of the given options to choose one style.

Changing Case

While formatting an article, sometimes ii need to change the font case in order to hasise the texts sentences. Word has developed a change case option. ich can be used to change the case of text s to change the text case i.e.  lowercase, uppercase, etc. Step 1 Select the text you want to modify. Step 2 Click the change case option from the Font group on the Home tab. Step 3 Select one of the case options from the list.

Table Manipulation

Table allow large amount of text and numbers to be presented in a way which is organised and easy to read. Student roll sport statistics, address, math formulas and many other documents often incorporate tables to share information. A table is an object consisting of rows and columns. The intersection of row and columns form cells. You can enter text, numbers, or graphics in a cell.

Insert a Table

Steps to insert a blank table in a document: Step 1 Place your insertion point in the document where you want the table. Step 2 Click the Insert tab and select the Table Step 3 Drag your mouse over the squares diagram to select the desired number of columns and rows in the table. Step 4 Click your mouse and then a table appears in the document. Step 5 Now, you can enter text into the table. Change the Width and Height of a Cell Normally, the height of row and width of a column in the word are automatically set but user can change this, according to his/her need. Change the Height of Row in a Table To Change the height of row in a table are as follows: Step 1 To change the height of a row, point the cursor on a cell of that row. Step 2 after clicking right, a content menu will appear from this menu click on ‘Table properties’ by doing so, a dialog box will appear.

Table PropertiesStep 3 Click the Column tab. Step 4 Click the Specify height’ check box in the size group. Type the value for the height of the row or choose the value with the help of up/down button. Step 5 Click the OK command button after selecting the value. By doing so, the height of the row will get equivalent to your entered row value.

Change the Width of Column in Table

To change the width of the column in table, the following steps are required: Step 1 Point the cursor on that column which to change the width of the column, Step 2 After clicking right, a content menu will appear from this menu click on the ‘Table properties’, by doing so, a dialog box will appear: Step 3 Click the Column tab. Step 4 Click the ‘Preferred width’ check box in size group. Type the value for width of the column or choose the value with the help of up/down button. Step 5 Click the ‘OK’ command button after selecting the value. The height and width of the Row and Column can be changed by drag and drop method also. For this, point the mouse pointer on the boundary of the cell, this will change the pointer into row arrow shape. Then drag the pointer till you get the required height and width and release it. Align the Text in a cell In a table, the text is by default aligned in the top of the cell. To change the alignment of cell, follow the given steps: Step 1 Click the cell in which you want to change the alignment of the text. Step 2 Click right, a context menu will appear. Click on cell, Alignment option from this menu and a drop down list will appear. Select the desired alignment from the list.

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