word processor

Introduction There has always been a need to come up with better writing tool to improve on efficiency and legibility of the written work.  These tools include manually type writers, electronic type writers. ELECTRONIC WORD PROCESSORS An electronic word processor is application software documents, Examples of common word processors include; Microsoft word, cavil word perfect, lotus word pro and apple works. WORD PROCESSOR Definition:  Is software for preparing formatting and editing of a document. Eg: of word processors packages; 1) Microsoft word 2) Microsoft works 3) Apple work 4) Open office writer 5) Lotus word pro, 6) Corel word perfect. THE DIFFERENT BETWEEN WORD PROCESSOR AND MICROSOFT WORD A word processor is the type of software.  Word processing is what you do with a word processor. So Microsoft word processor, typing a letter in Microsoft word is word processing. BENEFIT OF USING A WORD PROCESSOR OVER TYPEWRITERS 1) Word processor can save data while typewriters cant 2) You can edit while you work on a word processor, but with a typewriter you have to start over 3) Easy to correct mistake while a typewriter cant       4) Typewriter also didn't have features like spell check while word processor has STARTING MICROSOFT WORD There are two alternatives. Alternative 1 Using start button. 1.Click start button,the menu will appear. 2.Select all programs 3.Select Microsoft office,the group menu will appear. 4.Double click the Microsoft word 2003-2010 the window will appear. Alternative 2 Using keyboard 1.Pres window logo key. 2.Select all programs for double click on microsoft word 2003-2010 NOTE If you select  all programs follow procedure 3 and 4 above other wise 3.The window will appear. FEATURES OF A WORD PROCESSOR Most word processors have common features.  Each task appears in a rectangular are called Application window. TITTLE bar A title bar indicates the tasks which are currently running on its right.  There are; minimize, restore and close button Menu bar The menu bar provides the user with a group of commands.  Each command has a drop down list, when clicked, used to create and manipulate documents Tool bar Tool bar consist of buttons of command (icons) that provide shortcuts to command available in the menu bar.  The two default tool bars are the standard and formatting tool bar.  DOCUMENT WINDOW This is the work area where you create documents.  It is resembled on an ordinary piece of paper. STATUS BAR The status bar is the communication channel between the user and application program.  It displays the current page, section line and activities such as file saving process.  Search and replace:  Allows you to direct the word processor to search for a particular word or phrase.  Print feature :  Allows you to send a document to a printer to get hard copy  File management:   Many word processors contain file management capabilities that allow you to create, move and search for files.  Font specification:  Allows you to change font within a document.  Mail merges:   This is particularly useful for generating many files that have the same format but different data.  Generating mailing labels is the classic. Example of using merges.  Spell checker:  A features that allows you to check the spelling of words  Table of contents and indexes:  Allows you to automatically create a table of content and index based on special codes that you insert in document.  WYSIWYG (What you see is what you get): With WYSIWYG, a document appears on the display screen exactly as it will look when printed. OPEN A FILE WITH WINDOW XP 1) Open word 2007 2) Click the Microsoft button a menu will appear 3) Click open, the open dialog box will appear 4) Use the look in field to move to the folder in which you saved the file.  The file is named lesson two docx 5) Click lesson Two docx 6) Click open.  The file you create during the previous lesson appears ALTERNATE METHOD OPENING A FILE WITH KEYS 1) Open word 2007 2) Press Ctrl+O 3) Locate the folder in which you saved your file.  The file is named lesson two docx. 4) Click lesson two docx. 5) Click open. The file you create during the previous lesson appear DOCUMENT VIEWS
Draft view
Web layout
Print layout
Reading layout
Outline view

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ADVANTAGES OF WORD PROCESSOR PROGRAMS
      Easier to use due to automated features such as word- wrap, auto correct and auto complete.
      They have superior editing tools such as spelling checker etc. hence making editing easier.
      Can store documents for future retrieval
      They have superior formatting feature that make a document more appealing to the reader

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        The user can produce multiple copies more easily
        Copy and move (cut) operating making it easier to manipulate documents.

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CREATING A DOCUMENT USING MICROSOFT WORD Microsoft word, commonly referred to as word, is the most common word processor.  The five commonly used versions of word are word 97, 2000, 2002(XP), 2003 and 2007. While word 97-2003 look alike and are compatible, word 2007 radically divorces from these version in the look and manually out, there is no file menu and once text is highlighted a floating formatting tool bar is displayed above the selected text.  More over document saved in 2007 format cannot be opened in previous version unless you save the file in compatibility mode for consistency; we shall use word processing software called Microsoft word 2003. Typing text When typing, once the cursor reaches the end of the current line it automatically jumps to the next line.  If one word does not fit in current line it automatically wraps at the beginning of next line.  This is referred to as word wrap Saving file
      On the file menu, click the "save as" command.
      Select the storage location from the "save in" list box
      Type a name of the file in the "file name" box then click "Ok"

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EDITING A DOCUMENT Making changes or modifying an existing document is called editing, some editing operations includes: Deleting text To delete a character, a word or a block of text
        Highlight the text to be deleted
        Press the "delete" key or the "backspace" key.

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Find and replace Find and replace is used to locate a word or a phrase and replace it with another: To" find and replace" a word of phrase.
        On the edit menu , click find or replace
        On the "find what" box , type the word or phrase to find
        Click the "replace" icon in the replace box, type the word or phrase to replace the target word or phrase.

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Spelling and grammar checker Spelling and grammar checker automatically locates misspelled words and grammatical mistakes. To spell check a document
        On tools menu bar click spelling and grammar or press F7
        In the spelling and grammar dialog bar.  Misspelled words are shown in red while grammatically incorrect phrases are in green.
        From the suggestion list, select the correct spelling and grammar.
        Click change (all) button.  To ignore, click the ignore (all) button.

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LIMITATION OF SPELL CHECKER
Names of people and places are not usually included.
The same two words in a row may not be detected
If a word is spelt incorrectly but used in the wrong context it will not be detected
Quality of dictionaries can vary

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Thesaurus The thesaurus allows the user to automatically find words or phrases with similar meaning (synonyms) or opposite meaning (antonyms) to the one selected. To use the thesaurus
        Highlight text
        On tools menu, point language then click thesaurus.
        Select a synonym or an antonym 

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Autocorrect and auto text Auto correct and auto text are used to automatically correct a commonly misspelled word and insert a predefined text when creating a document. To create an autocorrect or auto text
        On the insert menu, point to Auto text, and then click auto text command.
        Click the autocorrect or auto text tab and type the autocorrect or auto text.
        Click to apply and close the dialog box.

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Undo and redo Undo reverses the most recently command while redo reverts back to the cancelled action.
        Click on the edit menu, click undo or redo.  Alternatively, press ctrl + Z to undo or ctrl + y to redo. 

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FORMATING A DOCUMENT Formatting refers to enhancing the appearance of a document. You format text, paragraphs, pages, or the entire document. Text formatting We format text by applying different font types, style, size, color and another attributes. Text font To format text font -          Highlight the text to be formatted -          On the format menu , click font -          In the font dialog box , select the font , style , size and color -          Apply other font attributes then click OK  Font dialog box Note:   A faster way of applying font formats is by using the formatting tool bar. Case The cases applied to text are:  lower case, upper case, Sentence case, title case and toggle case.    The use of case in these sentences is deliberate To change case
        Highlight the text
        On the format menu , click change case

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In the change case dialog box, select case then click Ok  Superscript and subscript Superscript appears just above the rest of characters as in cm 2 superscript Subscript appears just below other characters as in  H02  subscript To make text superscript or subscript -          Highlight characters -          On the format menu click font -          On the font dialog box check superscript or subscript Paragraph of formatting A paragraph is a separate block of text dealing with a single theme and starting on a new line or what.  Some of the formatting features you can apply into a paragraph Include alignment, setting tabs and indents, drop cap, bullets and numbering, line, spacing , inserting column and page breaks. Alignment is the arrangement of text relative to the left margin, centre of the page or the right margin. The five major alignment options available are the left, center, right, justified and force justified. To align text -          Highlight the text -          On the format menu click paragraph. -          In the dialog box, select the alignment option then click OK Note:  You can apply alignment by simply clicking any of the five alignment buttons on the formatting toolbar. Line spacing You can set the space between line, paragraphs or blocks of text To space line -          Highlight the lines of text -          On the format menu, click paragraphs dialog box. -          In the paragraph dialog box, select the line spacing option from the line spacing list box then click the Ok button Setting tabs and indents Tab refers to definite cursor stop when the tab key is pressed.  Indenting is moving a sentences or block of text away from the margin using the tab key. To set tabs and indents -          On the format menu click tabs -          In the tab dialog box , set the tab stop, alignment and leading then click Ok -          Press the tab key to increase or the space bar to decrease the indent.  Alternatively click the Increase/Decrease indent buttons on the formatting tool bar. Paragraph dialog box  DROP CAP A drop cap is a large character in a paragraph that occupies more than one line down. To create a dropped cap -          Highlight the paragraph you want to begin with drop cap -          On the format menu, click drop cap -          Click dropped or In margin -          Specify the number of lines & other options then click Ok BULLETS AND NUMBERING Bullets and numbers are used to create ordered lists. To add bullets or numbers.
      Highlight the text.
      On the format menu, click bullets and Numbering.
      In the dialog box  displayed, click Bullets or Numbered
      Click bullet or numbering thumbnail you want to apply.

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INSERTING COLUMNS Columns subdivided a page into several vertical sections To set columns
      Highlight the text
      On the format menu , click columns
      In the columns dialog box enter the number of columns , set the column width then click Ok

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PAGE AND COLUMN BREAKS Page, section and column breaks are used to force the cursor to move to a new page section or Column even before the end of the current. To insert a break.
      Position the insertion pointer where you back want to create a break
      On the Insert menu, click Break
      In the Break dialog box ,set the break type the Ok

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FORMATTING THE ENTIRE DOCUMENT Page setup Page setup options let you define the paper size, margins and operations. To set up a page
      On the file menu , click page setup
      In the page setup dialog box

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Click any of the following.
        Margins tab to set up page margins
        Paper tab to specify the paper type and orientation
        Layout tab to specify the page content layout relative to the margins

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      Click OK to apply  the settings                                            

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PAGE NUMBERING Page numbers are used to organize a large document for case of reference. To insert page numbers
      On the insert menu , click page numbers
      In the position box, specify whether to place the page numbers at the top of page (header) or at the bottom of the page (footer)
      In the alignment box – specify whether to align page numbers to the left, center or right of the page
      If you don't want a number on the first page, clear the show number on the first page check the box then click Ok.

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Note:    click on the format button to specify other page number options such as numbering type and font. HEADER AND FOOTER Header are lines of text that appear at the top margin every page or selected pages while footer appear at the bottom margin
      On the view menu, click  Header and Footer
      To create a header, enter text or graphical object in the header area.
      To create footer , click inside the footer area and enter the text or graphical object
      Click CLOSE on the Header and footer tool bar

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FOOT NOTES AND END NOTES Footnotes and endnotes are used in large documents to explain, comment or provide reference for text in a document.  Footnotes appear at the bottom of the page while endnotes appear at the end of a section or a document. To insert footnote or endnote.
      On the insert menu, point to reference and then click Footnote. A dialog box is displayed.
     In the location section , click footnotes or endnotes and specify the location of the footnote or endnote
     In the format section, specify the number type start and continuity.
     Click Insert. 

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CREATING AND MANIPULATING TABLES A table is made up of rows and column of cells. It is used to organize and present information in rows and columns Creating a table To create a table
      Click where you want to insert the table
      From the table menu , point to Insert and then click table
      In the dialog box , set the number of column and rows
      Specify the auto format option if needed to be 

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EDITING AND FORMATING A TABLE To delete rows or columns
      Select the row
      On the table menu, point to Delete then click Row/column

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To insert rows or columns
      Click the insertion pointer where you want to insert the rows/column
      On the table menu , point to Insert then click Rows/ column 

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To merge cells
      Highlight the cells
      On the table menu, click Merge cells.

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To split cells
      Highlight the cells to split
      On table menu, click split cell
      Enter number of rows or columns

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Performing calculations in a table To calculate numerical values in a table, use cell references.  A cell is a cross- section of rows and column.  Column is represented by letter, A, B, C.   While rows are represented by 1, 2, 3…… as shown below:  To perform calculations in a table
      Place the insertion pointer to where you want the result to be displayed
      On the table menu, click formula
      Type a formula in the formula box e.g.  = SUM (A1    .  E1)
      Click Ok

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Note:  You can select a formula from past function list and use ABOVE and LEFT instead of typing a formula and using cell references respectively PRINTING A DOCUMENT Word processing is not complete without producing a hard copy.  To print a document
      Preview it by clicking "print preview" on the file menu
      Click print from the file menu
      Select the printer range, number of copies and other options then the dialog  box

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Trouble shooting printing related problems Some of the printing problems you may encounter are
        Lack of  two- way communication due to pear installation of the printer software (drives) if the printer is off or not connected
        Paper jams due to use of poor quality of paper or paper folds
        Poor quality print due to poor quality ink or toner used.

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Read the manual that comes with the printer to resolve printing problems\ DUPLEX PRINTING - This is the process of printing on both sides of the paper.  TYPES OF DUPLEX PRINTING 1) AUTOMATIC DUPLEX PRINTING 2) MANUALLY DUPLEX PRINTING AUTOMATIC DUPLEX PRINTING This is the automatic printing on both side of the paper
Click the Microsoft office button
Click print properties and then
Click duplex printing , or two – sided printing
Click OK.

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MANUAL DUPLEX PRINTING Manually printing on both side of the paper PROCEDURES Odd and even pages   
Click the Microsoft office button and then click print
On the option select odd page
Click ok
After the odd pages are printed , flip the stack of pages over and

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         Then in the print list, select even pages
Click ok

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Using advanced Features of a word processor Inserting graphical objects You can insert a graphical object such as a picture a clip art or drawing onto your document. To insert an object
      On the insert menu, point to picture
      Click on the following options

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        Click Art
        From file
        From scanner or camera
        Organization chart , Auto shape , WordArt or chart

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      Depending on the option selected insert or import the object

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Using styles A style is a predefined set of formats that can be applied to a block of text together at once. To create a style
      Highlight the text you want to see to create a style
      Apply various formats to the text.
      Click the style box in the formatting bar and type a name for the style
      Press enter to apply the style name

Note:  You can apply an existing style e.g. Headline1, to highlighted text Generating a table of contents  and indexes A table of contents (TOC) is a list of topics in a document and the pages they appear.  It is placed in the first pages of the document.  On the other hand, an index is a list of term used in the document and the pages they appear.  It is placed at the back pages. In order to generate a TOC, you must first mark entries by defining style To generate a table of content
     Turn to the page you want to insert the table of contents
     On the insert menu to reference and then click Index and tables
     Click the table of contents   tab
      Set the TOC entriesthen click Ok

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SORTING AND FILTERING Sorting is a process of arranging items / data in a given order. SORTING ORDER a)     Ascending order - Is the process of arranging data / item from the lowest to the highest. E.g.   A-Z OR  0, 1, 2, 3……… b)     Descending order -  Is the process of sorting data / items from the highest to the lowest. E.g.:  Z-A OR ………3, 2, 1, 0 SORT THE CONTENTS OF A TABLE 1) In print layout view (Print layout views a view of a document / other object as it will appear when you print it.  For example:  Items such as header, foot roles, columns and text boxes appear in their actual positions). Move the pointer over the table until the table move handle appear 2) Click the table move handle to select the table that you want to sort 3) Under table tools. On the layout tab , in the data group click sort 4) In t the sort dialog box select the option that you want  SORT A SINGLE COLUMN IN A TABLE 1) Select a column that you want to sort 2) Under table tools, on the layout tab, in the data group click sort, 3) Under my list has, click header row or no header row. 4) Click option 5) Under the sort option , select the sort column check box 6) Click OK MS – WORD CHART Define:  Is a graphical representation of the table data / items TYPES OF CHART i)   Bar chart ii)  Pie chart iii) Line chart iv) Column chart v) Area chart STEPS / PROCEDURES  i)   Open Ms – word office ii)   Go to insert tab iii)  Select chart under illustrations group iv)  In a new dialog box type of chart v)   Then click OK vi)  Enter data from the imported Ms – excel window vii) Then close Ms – excel window To generate an index you mark the index entries by providing the name of the main entry and the cross – reference in your document. To generate an index
      Mark the index entries in your document a special XE tag is add to the text.
      Turn to the page you want to insert the index
      On insert menu , point to reference then click Index and Tables
      Click the Index tab
      Set the index properties then click Ok

Password protecting a document To protect a document from unauthorized access or modification use a password.  Since password is case sensitive avoid mixed case, preferably use lower case. To create a password.
      On the tools menu, click options and then click the security tab
      Type in a password in the password to open box or the password to modify box
      Set other security options then click Ok.

Generating merged documents Mail merging is the process of generating personalized letters, labels or envelopes by merging two files, a main document e.g. Letter envelopes or mailing label with a data sources or addressing book.  The three main steps of creating a merged document are:
      Create a main document e.g. A formula letter
      Create or get the data source i.e. the address book
      Marge the two files to a new document , printer or e-mail

To create a merged documents
      On the Tools menu , point to letters and mailings then click Mail merge Wizard
      From the mail merge panel displayed , select the type of document to work on e.g. letters
      Click Next at the bottom of the panel to proceed
      The will take you through the six steps of creating a merged document.

Note:  To create a merged document using another revision of word, read it's on line help.