Word Processor

WORD PROCESSOR
Definition: is a application software used for typing, editing, and manipulation of a document
in a desired form.
Typical uses
 Letters,
 Memos
 Cvs
 Faxes
 Mailing labels
Advantages of electronic documents
 One can add, delete, rearrange words, sentences

 Can used to store and retrieved instantaneously for repeat time
 Design and appearance can be enhanced in many ways
 Document can be printed as many times
 Easily to be shared
 It allow to generate a table of contents and indexes easily
 It allows the user to insert pictures, tables, charts, drawings & features that will make
the text richer & more interactive.
The default Word document includes the following layout tools:
 Title bar: displays the document name and the application.
 Menu bar: Contains the list of menus available inside word, each menu contains a specific
set of commands.
 Standard toolbar: provides shortcuts in the form of buttons for frequently performed
tasks.
 Formatting toolbar: Contains a list of formatting options available inside the format
menu.
 Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the
default unit of measure is in inches.
 White page area: is the space area where you type, edit and format your document.
 Insertion point : is the blinking vertical line that indicates the position on the screen
where text or graphics will be placed.
 Task pane : is a small window within the word window that provides shortcuts to
commonly used tasks.
 Scroll bars : are used to move up and down or left and right in a document.
.
 Microsoft Office button is located in the top left corner of the miscrosoft word
application (2007) window. It replaces and enhance the file menu found in previous
msword version
 The quick access toolbar is located on the title bar to the right of the office button. It
servers as a respository for the most used function and can be customised to suit your
needs
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 The status bar at the bottom of the word screen displays staus information about the
various word setting. It include buttons that allows you to switch views and change
the zoom factor for the document. The left side of the status bar displays number of
pages in the document with the current number of words in the document.
 Keyboard shortcut are key combination that allow you to perform certain commands
within the program using keyboard quickly. They save time. A plus + betwen two
keys indicate when more than one key should be pressed simultaneously for example
Ctl+A indicate hold down Ctl key and then press A key. Examples of keyshort cuts
Ctl +V = Paste, Ctl +S = save, Ctl+Z = undo, Ctl +A = select all
 All commad can accessed quickly using keytips which appear infront of ribbon tabs
with single letter or combination of letters for users to type to activate the feature.
Press the Escape key or the Alt key second time to cancel the display of keytips.
MICROSOFT WORD RIBBON
Ribbon - section is panel accross th top of window that contain the comand button
and icons. It replaces the tradtional menu bar and drop-down menus.
Ribbon section displays a set of tab names that each provide access to a specific of
related commads.
The seven main tabs are: Home, Insert, Page layout, References, Mailings, Review
and View. Each group contain various command buttons which allow you to make a
selection from various options for example Font group on home tab
 Home tab contain seven groups: clipboard, font,paragraph, styles and editing.
 Insert tab contain seven groups: pages, tables, illustration, links, header &
footer, text and symbols
 Page layout tab contain the five groups : themes, page setup, page
background, paragraph, arrange
 References tab contain six groups: table of contents, footnotes, citations &
bibliography, captions, index, table of authorities.
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 Mailings tab contain five groups: create, start mail merge, write & insert
fields, preview results and finish.
 Review tab contain seven group: proofing, language, comments, tracking,

changes, compare and protect.
 View tab contain five group : document views, show, zoom, window and
macros
 Contextual tabs appear only when certain object are selected. The tab expose
functionality specific to the selected object. For example selecting a picture it
will bring pictures tab which will provides options for working with picture.
Contextual tabs remain hidded if the object to which they apply are not
selected.
WORKING WITH A WORD DOCUMENT

Your can open a document in any of the following ways
 Click on the Office button and select Open option
 Press the Ctl + O keys
 If the Open icon is displayed on the Quick Acess toolbar, you can click on it
When you have finished working on a document you need to save and close it.
You can save file in one of the following

 Click on the Save icon on the quick access toolbar
 Click on the Office button and then click on the Save on th options
 Press Clt + S
Note: - Save and Save As commands, when you are saving the document for the fist time you
can use Save or Save As comman. Save option will automatically default to the Save
As dialog box since you will need to specify the desired location , filename and file
type for the file.
 Save command saves a document using same path and filename previously used to
save document. It replaces the exsting document file with the changes you have just
made . it aslo retains the current file type.
Saves As command
 Saves As command allows you to select a path and specify a file name and file type.
This allows you to save both an original version of a document and a recieved
document as two separate files or save the same file in more than one location.
You can Save As a file using one of the following
 Click on the Office button and then click on the Save As on th options and select Word
document
 Press F12.
You will use Save As for the following reasons
 Save a copy of the existing file to another location

 Save a copy or a revised version of the file under a different filename
 Save the file as a different type
 If you want to change th location , file name or file type of the file
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 Any combination of the above
Examples of different format availabe to save word document
Word 97-2003(*.doc) – allows users working with earlier version
Word XML format (*.xml) is a modern format that can be read by number of
applications
Word Template (*.dotx) this enable you to use document as a template (skeleton
outline) for futer document
Outline /RTF( Rich Text Format) (*.rtf): this enables users who are using a
completely different application work with document.
Web Pag ( *.htm/*html) if the document is saved in this format it can be viewed in a
web browser such as internt explorer.
PDF (Portable Document Format) this format allows document to be viewed, but not
edited, using special reader such as Adobe Acrobat Reader.
You can close document using any of th following
 Click on the close button of the document window. Right corner of the screen
 Click on the Office button and then click on the close option
 Press the Ctl + W keys
 Press the Ctl + F4 keys
There are five document view available
 Print layout – this is default view. It allows you to see how text, graphics and other
element will be postion on printed page.
 Full screen reading – allows you to view the document with the ribbon and most
other secreen element hidden. It displays two pages simultanously, scaling the content
of your document to pages that fit comfortably on your screem making it easier to
read.
 Web layout- this allow you to view the document as it would look as a webpages
when viewed in web browser
 Outline – this allow to view the document outline and show the outlining tool
 Draft – it is text only view used for quickly typing, editing and formating text.
Certain element like header, footer, page margin and backgroud are not displayed.
Page breaks are indicated with dotted line.
FINALISING A DOCUMENT
Finalilising a document may included the following
- Spelling and grammer check in the document
- Reading through the document
- Adjusting page breaks
- Adjusting document setup and layout if required
- Obtaining data about the document eg doing word count
- Making back up of the document
- Distrubing the document
- Producing output in either hardcopy or electronic format

Word Processor

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Word Processor

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WORD PROCESSOR

Advantages of electronic documents

 One can add, delete, rearrange words, sentences

Ctl +V = Paste, Ctl +S = save, Ctl+Z = undo, Ctl +A = select all

MICROSOFT WORD RIBBON

 Review tab contain seven group: proofing, language, comments, tracking,

WORKING WITH A WORD DOCUMENT

You can save file in one of the following

You can Save As a file using one of the following

 Save a copy of the existing file to another location

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