Chapter - 1 Word Processing What do you understand by Word-Processing? Since ancient times, people have been using written documents for expressing themselves in a more permanent manner than possible. Written documents also used by man as a means of communication for long distance. As man has progressed, so has the need for more effective, quality documentation. Handwriting, printing process and typewriters are the three ways that are used by the people for getting the effective quality of documents. But Explain the features of Word processing • Efficient mode of Text editing • Facility of Cut, Copy, Paste • Search and Replace Text • Justification, Indentation etc. • Pagination is the process of separating a document's text into pages. The separations between pages are called page breaks. Spell Checking Microsoft Ward provides several ways to check spelling and grammar: • Automatically correct spelling and grammar • Automatically check spelling and grammar as you type • Check spelling and grammar all at once • Check the spelling and grammar of text in another language

Importing/Exporting Text You can import data from a Word text file, such as a mail merge data source. You can insert Microsoft Access data into a new or existing Word document: Mail Merging is the process of transferring selected information from one document to another document. You can use the Mail Merge Helper to create form letters, mailing labels, envelopes, or catalogs. The Mail Merge Helper guides you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents. Introduction of MS-Office Business software integration has come into own with the release of Microsoft Office, which combines a new common look and a more polished interface - with a seamless exchange of information between the office applications. Thus, we can focus on our documents, rather than on the intricacies of the software that creates them. Word In addition to using word for anything you'd use a word processor for, you can use it as the foundation for creating letters, memos, reports, and any other documents that will include or be included in documents from the other office applications, Excel Use Excel to formulate and analyze numbers, manage and sort lists and create graphs, maps and pivot tables. The list and numbers can be created and stored in Excel or in an external source such as an Access Database. PowerPoint

Use Power Point to present your thoughts, ideas and plan to various audiences - for example, your board of directors, sales prospects, Multimedia, animation and links to your office data make Power Point ideal for timely information on powerful presentation, Outlook Outlook is included with office to manage pertinent information about your contacts, facilitate the scheduling of your time; navigate your hard drive, and provide a universal inbox for all of your mail source. Access Use Access to store track and reports information. You can also use Access to create databases that track membership list, client data, student registrations, inventory, tracking and customer invoicing. Opening and saving your Office documents By using the improved File Open and File Save dialog boxes, you can gain access to more files at one time in every Office program. Use the Places Bar to go to the folders and locations you use the most. Click History to see the last 20 to 50 documents and folders that you have worked with. Then, click the Back button to easily return to previously opened files and folders. Learn about opening a document and saving a document. Getting Started with Microsoft Word we'll take things slowly and introduce you to the basics of word processing. It can be rather daunting when you're just starting out, and you feel you're never going to get the hang of things. This is a very common experience for beginners, so don't worry about it. After a while you'll be zipping around Microsoft Word like a pro! Ok then, let's take a first step on the journey - launching Word. 1. Click on the Start button in the bottom left hand corner of your computer screen.

2. The Start button should be clicked once with the left mouse button. 3. When the menu pops up, move your mouse up to Programs or All Programs. 4. A sub menu will appear showing you all the software you have on your machine. Locate Microsoft Word 5. Then click once with your left hand mouse button. Microsoft Word will start up If you added a shortcut to your Desktop, then double click your shortcut to launch Microsoft Word. (Double clicking, if you are a complete beginner, means two fast clicks with the left hand mouse button.) But regardless of how you start Word, you should now be looking at a screen that looks something like the one the following page:

Your screen will look like the one shown here.

The first thing to notice is the big white area dominating the screen. This is your page. Think of it as a blank piece of paper just waiting to be written on. Except, this is Word Processing, so you don't write on your blank piece of paper - you type on it. The most important thing on the big white area is that short vertical line at the top. Yours will probably be blinking on and off. The line is called a cursor (or caret) and this blinking is normal behavior for a cursor. The cursor is where all the action takes place. Try touching one or two of the letter keys on your computer keyboard and watch what happens. You should see the vertical line, the cursor, move to the right. Your letters will appear to the left of the cursor. In other words, when you tap a letter on your keyboard, the letter will appear where the cursor is. The cursor will move across, ready for the next thing you type. Let's get a bit of practice. Before we do, though, have you got a rather large, animated paper clip on your screen? If you have, then what you're looking at is the office assistant. You can switch him on and off. To switch the paper clip off, do the following: Click on the paper clip with your right hand mouse button From the menu that pops up, click the word "Hide" with your left mouse button

The paper clip should disappear The Title Bar

We will start with the Title bar, which is located at the very top of the screen. On the Title bar, Microsoft Word displays the name of the document on which you are currently working. At the top of your screen, you should see "Microsoft Word - Document1" or a similar name. The Menu Bar

The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu. The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. You use the menus to give instructions to the software. Point with your mouse to a menu option and click the left mouse button to open a drop-down menu. You can now use the left and right arrow keys on your keyboard to move left and right across the Menu bar options. You can use the up and down arrow keys to move up and down the drop-down menu.

The most frequently used menu options appear on the menu list. A chevron appears at the bottom of the list. Click the chevron to display additional menu options.

To select an option, click the option or use the arrow keys to move to the option on the drop-down menu and press Enter. An ellipse or a right arrow after a menu item signifies additional options; if you select that menu item, a dialog box appears. Items in gray are not available. You can customize your screen so that all of the menu options display when you click a menu item. This tutorial assumes that your menu is set to display all menu options. To customize your menu to display all of the menu options: 1. Click Tools on the Menu bar. 2. Click Customize on the drop down menu. The Customize dialog box opens. 3. Click the Options tab. 4. Click in the check box to select Always Show Full Menus. 5. Click Close.

Toolbars The Standard Toolbar The Formatting Toolbar Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the Menu bar. Before proceeding with this lesson, make sure the toolbars you will use -- Standard and Formatting -- are available. Follow these steps: The Ruler

The ruler is generally found below the main toolbars. The ruler is used to change the format of your document quickly. To display the ruler: 1. Click View on the Menu bar. 2. The option Ruler should have a check mark next to it. If it has a check mark next to it, press Esc to close the menu. If it does not have a check mark next to it, continue to the next step. 3. Click Ruler. The ruler now appears below the toolbars.

Document View You can display your document in one of four views: Normal, Outline, Page Layout, or Online Layout. Normal view Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column. Outline view Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it. Print Layout view The Print Layout view shows the document as it will look when it is printed. Online Layout view The Online Layout view optimizes the document for online viewing (viewing the document in a browser such as Internet Explorer). Before moving ahead, check to make sure you are in Normal view: 1. Click View on the Menu bar. 2. The icon next to Normal should have a box around it. If the icon next to normal has a box around it, press Esc to close the menu. If the icon next to Normal does not have a box around it, continue on to the next step. 3. Click Normal. You are now in Normal view.

Text Area

Just below the ruler is a large area called the "text area". You type your document in the text area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the insertion point. As you type, your work shows at the cursor location. The horizontal line next to the cursor marks the end of the document. Status Bar

The Status bar appears at the very bottom of the screen and provides such information as the current page, current section, total number of pages, inches from the top of the page, current line number, and current column number. The Status bar also provides options that enable you to track changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling and Grammar check.

Horizontal and Vertical Scroll Bars

The Horizontal and Vertical scroll bars, if turned on, enable you to move up and down or across the window simply by pressing the icons located on the scroll bars. The Horizontal scroll bar is located above the Status bar. The Vertical scroll bar is located along the right side of the screen. To move up and down your document, click and drag the Vertical scroll bar up and down. To move back and forth across your document, click and drag the Horizontal scroll bar. Nonprinting Characters Certain characters do not print but do affect the document layout. You can elect to see these characters on the screen as you type or have them remain invisible. For these lessons, you should opt to see them onscreen. Here are most of them: → .. ¶ ....

Denotes a tab Denotes a space Denotes the end paragraph Denotes hidden text

of

a

To show non-printing characters: 1. Click the

Show/Hide button. The button is orange.

Recently Used File List

If you enable the recently used file list, clicking File displays the most recently opened files near the bottom of the drop-down menu. You can click the file name to open the file quickly.