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Microsoft Office

Word processing tool

Word processing is the ability to create documents using a word processor. It can also refer to advanced shorthand techniques, sometimes used in specialised contexts with a specially
modified typewriter.

The word processing operators achieved considerable time saving largely due to:

* The faster typing speeds achieved as a result of electronic keyboards.

* The assistance of the word processing software for functions like layout and spell check, etc.

A complete word processor is that which lets us work with text and other features, for example, pictures, tables, artistic texts, to create interesting and meaningful pages.


Starting the word processor:

To start Microsoft Word, click on start, then on programs and choose Microsoft word.

The important components of application window  are:

Menu Bar: Provides menu options like File, Edit, View, etc.

Formatting Toolbar: Provides tools for formatting like bold, italic, underline, etc.

View Buttons: Provides options to switch between Normal, Web Layout, Print Layout, Outline and Reading views.

Standard Toolbar: Contains tools for standard tasks like Saving, Printing, Cutting, Copying, Pasting, etc.

Tab stop: A position we set for placing and aligning text on a page.

Drawing ToolBar: Provides tools for drawing basic shapes, inserting pictures, changing colours, etc.

Status Bar: This provides information about the current document.


Typing on the document

* When we start MS-Word, a blank document opens up. Word names the document as Document1. The user can rename the document.

* After we have started a new document, type in some introductory text into the document.

* When we start a new document, the insertion point (the blinking vertical line, also called cursor) appears in the first column of the first line.

* We can just type the text, and it will appear where the insertion point is.

* But in a document where we already have the text, we can place the insertion point anywhere in the text by clicking the mouse pointing at the desired location.


Other programs like WordPad, NotePad could also be used to create word documents, but these programs lack certain important features as compared to MS-Word. Therefore MSWord is
a more complete package for word processing. 


Formatting Text

* Formatting refers to the way our text will look like – the design of the characters, their size, the space between paragraphs, their alignment, etc.

* By using the mouse, position the insertion point (by clicking the mouse) at the beginning or end of the block to be selected and then click and drag to the end or beginning of the block.

* By using the shortcuts:

a. Double-click on a word to select it.

b. Triple-click on a paragraph to select it.

c. Ctrl+click on a sentence to select it.

There are basically two types of formatting:

1. Character Formatting

2. Paragraph Formatting


Character Formatting:

Character formatting is the one which we can apply to any individual character or to a group of characters.

Font: This decides the appearance of our characters.

Font Style: We can make characters stand out by making them Bold, Italic or both.

Size: This increases/ decreases the size of the characters – the size measured in points (72 points = 1 inch)

Font Colour: We can apply colours to the characters for printing the final document.

Underline: We can draw attention to some particular text by underlining it.

Effects: We can also apply effects to our text. Two most common ones are Superscript and Subscript. To make a character into Superscript, we need to select only that character,
and click the box against Superscript. 


Paragraph Formatting:

There are some formatting features that get applied to an entire paragraph or paragraphs, but not to any given character or a group thereof. Such formatting features are described as
paragraph formatting. It provides: 

Alignment: The alignment of a paragraph may be left, center, right.

* Left Alignment: All the lines of the paragraph will be aligned on the left.

* Right Alignment: All the lines of the paragraph will be aligned on the right.

* Center Alignment: All the lines of the paragraph will align to the center.

* Justify: The left as well as the right side of the paragraph will be aligned except for the last line.

Indentation: Indents are the left and right boundaries of selected paragraphs within a document.

This may be necessary when different paragraphs have different left and right boundaries.

For example, we can see the indentation in poems. The indentation options available in most word processors are Left and Right. Apart from these, we can have special indentation in
the form of First Line and Hanging. 

Spacing: This option allows us to have some space before and/ or after a paragraph or a group of paragraphs. We can select the paragraph(s) and select or type in the desired value
against the appropriate option – Before or After.

These values are measured in points. There is also a Line spacing option, which decides on the spacing between the lines of the paragraph. Normally we will type with the value
Single for it. But if we want to have more space between the lines, we can select 1.5 lines or Double for it.


Views in Word Processors

Most word processors provide us multiple views. We can select the one that suits the work at hand. We can display our document in one of the five views.

a. Normal layout view: Shows formatting such as line spacing, font, point size and italics.

b. Web layout view: Enables us to view our document as it would appear in a web browser such as the Internet Explorer.

c. The Print Layout view: Shows how the document will look when it is printed. 

d. Reading Layout view: Formats our screen to make reading our document more comfortable.

e. Outline view: Displays the document in outline form. Only headings can be displayed hiding the text under them. We can just move a heading; the accompanying text will automatically move with it.


Inserting picture in a document

We can insert picture from a picture file or we can use any of the clip arts provided with MSWord or any word processor of our choice.

* Open the Document New file.

* On the Insert menu, select picture, and then click Clip Art.

* The Clip Art task pane opens up.

* In the Clip Art task pane, type the search term (for example, “computer”) in the Search for field, and click on the Search button. If we are not looking for anything in particular,
don’t type in any text, just click.

* Select the insertion point in the document where we want to insert clip art, and then click the clip we want on the task pane.


To insert a graphic from a file

* On the Insert menu, select Picture, and then click from File.

* The Insert Picture dialog box opens up. Browse the graphic file.

* Click the file, and then click Insert.

* The picture gets inserted where the insertion point was located.


How to copy, move and Delete text

Word processor will allow us to copy or move text/ graphics from one part of the document to another or from one document to another.

* If the same text is appearing in more than one place, the copy option can save us from quite a lot of trouble.

* If we want to reorganise the document by changing the position of certain text, we need not delete the text from existing location and re-type at the new location – just
move it from its current location to the desired location.


To copy or move:

a. Select the item to copy or move. This can be a character, a few words, some paragraphs or a graphic.

b. If we want to copy, click on Copy from Edit menu.

c. If we want to move, click on Cut from Edit menu.

d. Place the insertion point at the destination location (this may be within the same document, or in another document), where we want the text or graphic to be copied or

e. Click on Paste from Edit menu.

* To delete some text or graphic, select the same and simply press the Delete key.


How to save a document

* Click on Save button on the formatting toolbar or Click on the Save option in the File menu.

* The Save As dialog box appears. The user can give the new document a name and save it as soon as we create it.

* Automatically, we will save our file in My Documents folder. If we need to save in some other location, navigate towards it by clicking on the arrow on the right, and selecting one of the available options.

* Type the file name as Document New and Type of document as Word document.

* We can cancel the process at any time by clicking on the Cancel button. 


How to open an existing document:

* Click on Open under File menu.

* The Open dialog box is seen on the screen. This is similar to the Save As dialog box.

* Navigate to the folder where our file is located, select the file name.

* Click on Open.


How to add Bullets and Numbering

Bullets are small dots, squares, dashes or graphics that are often seen before the text (word, line, sentence, paragraph or any other object). To add bullets,

* Select the object.

* Click on Bullets and Numbering from Format menu to open the Bullets and Numbering dialog box.

* Click on the bullet of your choice, and click OK. 

Instead of a bullet, a number may also precede a group of paragraphs. To do so, proceed as follows:

* Choose the numbered tab from Bullets and Numbering of Format menu to view the numbering options.

* Select the numbering option of choice, and click OK.

To remove bullet(s) or number(s) applied to paragraph(s), select the paragraph(s), open the Bullets and Numbering dialog box, and select None in Bulleted or Numbered tab. Click on OK.

Posted Date : 05-11-2021



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