Lecture 4

WORD PROCESS

Word Processor/Word Processing

What is Word Processor?
What is Word Processing?
Why do we use Word Processors?
Types of Word Processors?
Using MicrosotWord.

Word Processing cont.

What is word processor?

Word Processor is referred to as application

software that is used to perform different task
on a text-based documents.

The different tasks are: creating, saving, editing,

formatting and printing a file.

What is word processing?

Word Processing is a general term that

describes the act of entering, editing and
printing text using a Word Processor.

Word Processing cont.

Some of the advantages of using Word

Processors?

It is faster to create documents because of the

availability of formatting and editing features.
They allow multiple copy printing.
They enable users to store documents for
future use.
They have features like mail merging which
enables users to merge standard documents
with lists of addresses to produce letters to
different recipients.

Why do we us Word-Processing

To allow us to complete different tasks e.g.

Prepare documents like application letters

Type and design a Company Brochures,
Adverts, etc
Type and design our research report(s)
Create a Time table
Etc, etc.

Types of Word-Processors

Some examples of Word Processor

Microsoft Word
WordPerfect
OpenOffice.org Writer
Etc, etc.

Working with Microsoft Word

What is Microsoft Word ?

Microsoft Word is a computer application

software or program
Microsoft Word is a word processor that is used
mostly on Microsoft Operating System
Microsoft Word is a good tool for working with
text-based documents like: Letters, timetable,
brochures, research report, etc.
Note: Different programs are used to create different
kinds of documents

Working with Microsoft Word

How to start Microsoft Word
Click the Start Applications button on the
lower right corner of the computer's desktop

Go to All Programs and wait for the next menu

to appear
Go to Microsoft Office and wait for the next
menu
Click on Microsoft Word
Note: You can try the same steps to open
different programs

Working with Microsoft Word

Microsoft Word cont

Title bar

Menu bar

Tool bars

Scroll bars
New document

Microsoft Word Basics

Microsoft Word has many functions or tasks.

Remember the different tasks of a word

processor are:
creating,
saving,
editing,
Formatting,
and printing a file.

Document or a file
What is a file?

A file is a collection of related information.

A collection of data or information that has a name,
called the filename.
Almost all information stored in a computer must be in
a file.
This information can be in form of letters, numbers
and special characters.
There are many different types of files: data files, text
files, program files, directory files, and so on.
Different types of files store different types of
information. For example, program files store
programs, whereas text files store text.
It may be a program, a database, a dissertation, a
reading list, a simple letter etc.

Document or a file

Different file formats

Each different type of file has a different file

format.
The file format specifies how the information
is organized.
Examples of file formats are:
Text, data, image, audio, video, web,
programs, system, font, etc
The files have file extensions a suffix at the
end of a filename, which indicates what kind
of file it is.

Document or a file

File extensions

For example, you can tell that the file is an

image file or text or any other file format from
its file extension
.doc Open document Text
.xls Open document Spreadsheet
.ppt Open document Presentation

Other examples

.txt, .doc, .wpd, .wri, .wps, .odt, .ods, .odp, .pdf,

.jpg, .tif, .mp3, .wav, .wma, .drv, .sys, etc.

Creating a document or a file

Creating a document or a file

Creating a document is the process of

generating a new document.
When a program is started, usually a new
document is automatically generated.

An empty page on your screen

A new document picks the default or preset

settings. Example: Page size, font and font
size, margins, orientation, etc
Text is entered by typing at the cursor
position

Creating a document or a file

Creating a new document or a file

Select File Menu from menu bar

Choose New from the resulting dropdown
menu
Click on Text document or
On the Tool Bar click on the New button
Select Text document from the resulting
dropdown menu. Or
Use the Keyboard shortcut CTRL KEY + N
Each new document will have a default name
Untitled1, Unititled2, etc.

Saving a document or a file

What is Saving a document or a file?

Saving a document is the process of storing a

new document on to any storage device.
A new created file must be give an
identification that is the filename.
After the file is saved, the Title bar shows the
name of your saved document.

Saving a document or a file

Steps of Saving a new created file

For a new file you can use any of the saving

commands
Save As
Save
CTRL KEY + S

They will all give the same results depending

of different types of Word Processors.

Saving a document or a file

Steps of Saving a new created file

Select File Menu from menu bar

Choose Save As from the resulting
dropdown menu
Save As window is opened
Choose the right location for your file
Type the Filename
Click on Save button.

Closing without saving a document ******

Saving a document or a file

Difference between Save As and Save

Save As
This allows the user to enter a new filename.
It also allows to rename or change the location.
If there is an existing file with the same name you
have chosen, the file will be overwritten.

Save
This allows the user to instantly save the active
document.
It overwrites the previous file content with the new
changes.
It is used after the file has been given a filename.

Saving a document or a file

When you run a program you must know

how to:

Create a document
Save a document
Open or retrieve an existing document
Close a document
Exist from Word Processor
Shut down or close the computer.

Editing a document or a file

What is editing a document or a file?

Editing is a process of modifying the

document.
It involves:

Addition, deletion and insertion of text,

spellchecking.

When a user is does this she/he is basically

editing the document to meet the desired
satisfaction.
Some of the Editing features are:

Cursor Movement, Inserting & overwriting, search

& replace.

Editing a document or a file

Selecting options

Selection text
Copying text
Moving text
Deleting text
Insert and type over mode
Find and replace

Proof-reading

Spell check and grammar

Editing a document or a file

Using keyboard shortcuts

Selection text CTRL + A

Copying text CTRL + C
Cut text CTRL + X
Paste text CTRL + V
Insert and type over mode INSERT KEY
Find and replace CTRL + F
Spell check and grammar F7

Formatting a document or a file

What is formatting a document or a file?

It is a process of improving on the

appearance of a document.
You can format a word, a sentence,
a paragraph or the entire document to
improve on its appearance.
All this can be done using various Word
Processor features

Formatting a document or a file

Text Formatting

Bolding, Underlining Text, Italicizing, Drop

Cap, Change Case, Superscript/subscript

Paragraph Formatting

Text alignment

Left alignment, Right alignment, Center alignment,

Justification

Indenting Paragraph

First Line indent, Hanging Indent, Full Indent

Formatting a document or a file

Using keyboard shortcut

Bolding CTRL + B
Underlining Text CTRL + U
Italicizing CTRL + I

Text alignment

Left alignment CTRL + L

Right alignment CTRL + R
Justification CTRL + J

Formatting a document or a file

Paragraph Formatting

Spacing

Line spacing, Section breaks

Page Formatting

Page Layout

How the page is to be placed from the margins

Page Setup

Margins, Orientations, Paper Size, Tabs

Printing a document or a file

What is printing a document or a file?

It is the process of sending a document to an

outputting device the printer to produce a
hard copy or your document.
You send to print when you want to create a
PDF file.

Printing a document or a file

Steps of printing a document or a file

Select File Menu from menu bar

Choose Print from the resulting dropdown
menu
Under the Printer Name, choose the right
printer. sometime it is pre-set
Select the range of pages
Select the number of copies
Choose the collating procedure.
Confirm the print command by clicking on
OK button.

Review Questions

What is a Word Processor?

What are some examples of Word Processors?
What is a file? Give examples of different files.
How do we create a file?
How do we save a file?
Why do we save a file?
What is the difference between Save As and Save?
And how do retrieve a file?
What is involved in editing a document?
Why is it necessary to format a document?

ASSIGNMENT

Create a file
Save it in your folder
Type an application letter applying for a job as a Lecturer of
Introduction Computer and Information Technology, to:

The Director for Human Resources

Uganda Martyrs University
P.O. Box 5498

Kampala, Uganda
Save it in your names
Attach it to an e-mail message and sent it to me.
Note:
1. Utilize all the different function or tasks we have learnt today.
2. Remember the basics of a good e-mail message.
3. These two will earn an extra mark for you.
Good luck!