Word Processor


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Word Processor

  1. 1. Module 2 Word Processor: A word processor is a software package that can process the words i.e. using it you create a document, edit it, modify it, save it etc. Creation of a document involves the typing of words by the user into the primary memory of the computer and then it is saved permanently on the backup memory. Following are some example of popular word processors: WordPerfect WordStar (first word processor) MS Word MS Word : Word is an application program that allows you to create and type  letters,  reports,  memos,  proposals,  newsletters,  Web pages,  tables  communication related documents.  It has complete variety of documentsand the document type is impressive.  Batch mailings using form letter template and an address database (also called mail merging);  footnote numbering;
  2. 2.  Bullet and numbering feature of Word incrementing the numbering on subsequent lines.  Word has innovative features including hyper linking and WebPages designing.  Word includes features that allow you to convert documents into a format that can be viewed on the Internet that is in hypertext Markup Language (HTML). MENU BAR: A menu bar of MS Word includes the following tools. File (i) Edit View Insert Format Tools Table Window Help File Menu:On selecting the option File from menu bar, a drop down menu will be displayed having the following options: Detail of some of these options is an under: New( Ctrl + N ) Shows a sub-menu for selection of Blank-Document. A user can easily use them and can create his document.
  3. 3. Open:( Ctrl + O ) This option is used to open an existing document. To open a document: Select the option open from drop-down menu. The open dialogue box will be displayed. Select the directory where the document is stored from the list of directories displayed. Enter the file name to be retrieved, or click on the name of the file in the files list and click on OK to complete the process. The document will be displayed. Close: It is used to close a document with which you are working on. In case you have not saved the document, Word will prompt you to do so. Click on save if you want to save the document, No to quit without saving and cancel to abort closing the document and continue working. Save: When you key in your document, the document is stored in the internal memory of the machine. In order to preserve the document for future use, you must save it on the disk. To do so select the Save option from drop down menu of file option. A dialogue box will be displayed. If name is not given prior to this command, it prompts for the name, you can use long description names if you want. Key in the name of the new file in the file name text box and click on OK. By default, the new document will be saved as a word document, with an extension .DOC. Save As: To save a file in a directory other than the default directory i.e. the directory highlighted in the directory lists of the Save As dialogue box: Click on the name of the directory in which you want to save the document and click on OK. To specify a different drive to save your file on:
  4. 4. Click on the drive text box. A list of available drives will be displayed. Select the drive on which you want to save your file by clicking on it and click on OK to complete the process. Page Setup: After having created a draft copy of a document, you may find that the format of the page is not what you want it to be. The margins (left, right, top, bottom) are to be adjusted boundary of the text on your document. To change the margins: Select the Page Setup option. The page setup dialogue box will be displayed. Click on the margins. Enter the size of the left, right, top, bottom margins in the text boxes. When you create a document, you should take into consideration, the size of the paper on which the document is to be printed so that you can get the best possible output. Exit: Exit to Windows desktop. If files are not saved, all are automatically saved after prompting. (ii) Edit-Menu: The second option on the menu bar is edit. Click on the option edit and following drop down menu will be displayed: Undo: (Ctrl + Z) Undo reverses your last action. Each click reverses one more action. Repeat:
  5. 5. It repeats last operation. If you cannot repeat the last action the repeat command changes to can't repeat. Cut: (Ctrl + X) Cuts selected Text/Paragraph. Cut text can be used elsewhere in same file or in other files or on desktop. Copy: (Ctrl + C) Selected Text/Page is used for copying to file or another folder. Paste: (Ctrl + V) Text cut earlier can be pasted anywhere and as many times as needed. Clear: Clear acts as Delete. Select All: (Ctrl + A) Selects whole text. Find:( Ctrl + F ) Displays Dialog box. Find the Text to be searched. Replace:( Ctrl + H ) The Find and Replace option of the word is convenient way of searching for a word in a document and replacing it with something else. It can be used in a situation where an error has been committed in a document consistently and has to be corrected. Click the replace option and the replace box will be displayed. Enter the text to be searched for in the Find what text box and text to replace it with in the replace with text box. Then click on replace the replace each occurrence, one by one, or replace all to replace every occurrence with the new contents. (iii) View: Third option in the Menu bar is View. Click on this option and following drop down menu will be displayed: Page-Layout: In this view, you can see how objects will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins and for working with columns, drawing objects and frames.
  6. 6. Full Screen: Display full screen for editing & displays. Toolbars: It will display toolbar on screen. Ruler: It will display rulers (Left, Right etc.) on screen. Header and Footer: Displays Header and Footer Menu with various selection choices and option to write Header or Footer. Footnotes: Footnotes can be added at end of page. Zoom: Zoom gives Zoom-Menu, where size can be selected as 500%(Maximum) 100% 10% (Minimum) Page Width Whole page, Many Pages
  7. 7. Assignment Questions Q.1. Define the term Word Processor and its types. Also explain the features of MS word. Q.2. Differentiate between save and save as. Q.3. What is the main function of page layout? Q.4. How can you find a particular word in your file? Q.5. How can you delete the formatting of your text. Q.6. Can you only copy the formatting of a section and apply it to the another section? If yes, then how?