Section 9a. Word Processing and. Desktop Publishing Software. Word Processing Programs and Their Uses

This lesson includes the following sections: • Word Processing Programs and Their Uses Section 9a • The Word Processor's Interface • Entering and Ed...
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This lesson includes the following sections: • Word Processing Programs and Their Uses

Section 9a

• The Word Processor's Interface • Entering and Editing Text • Formatting Text • Special Features of Word Processing Software

Word Processing and Desktop Publishing Software

• Desktop Publishing Software • Converting Documents into World Wide Web Pages

Word Processing Programs and Their Uses •

Word processors provide tools for creating, editing, and formatting text-based documents.

You can use a word processor to create virtually any type of document, from a simple letter to a complete book.

A word processor's formatting tools let you create professional-quality documents easily.

Word processors provide tools to produce professional looking documents.

The Word Processor's Interface Most Windows-based word processors offer a similar set of tools, which you use to navigate, edit, and format documents: •

Document area

Menu bar



Scroll Bars

Status Bar


Menu bar Ruler

Scroll bar Scroll boxes Document area Status bar


Entering and Editing Text – Adding Text to a Document • You create a document by entering text in the document window. • A blinking insertion point shows you where characters will be placed as you type. • When you type to the end of a line, the program automatically moves the insertion point to the next line. This feature is called word wrap.

Entering and Editing Text – Editing a Document Making changes to an existing document is called editing. Tools are provided for erasing and retyping text quickly: •

The Backspace and Delete keys let you erase one or more characters.

Overtype mode lets you type over previously entered text.

AutoCorrect can automatically correct spelling and typing errors.

Undo and Redo let you reverse the effect of a previous action.

Here, a selected block of text is deleted.

Entering and Editing Text - Selecting Text • Word processors let you work with entire blocks of text. You can format, move, copy, or delete a block. • To work with a block of text, you must first select it, using one of many selection options. Selected text is highlighted on the screen. • When you are finished working with selected text, you can deselect it.


Formatting Text Formatting a document means controlling its appearance.

Formatting Text - Character Formats •

You can use multiple fonts in a document, such as Arial or Times.

Word processors let you apply different sizes – measured in points – to the text in a document.

You can apply type styles to your text, such as bold, italic, and underline, among others.

Formats fall into three broad categories: •

Character formats

Paragraph formats

Document formats


Formatting Text - Paragraph Formats •

In a word processor, you create a new paragraph whenever you press Enter. You can format each paragraph in a different way.

You can set the amount of blank space between lines in a paragraph and between paragraphs in a document.

To align a paragraph, you set the space between its edges and the page's margins. You can also indent a paragraph's first line.

Borders and shading create special effects for paragraphs.

Formatting Text - Document Formats •

Margins are the amount of blank space between the edges of the text and the edges of the page.

Word processors let you print documents on different size paper, in portrait or landscape orientation.

Headers and footers are commonly used in long documents, to provide continuing information along the top or bottom of the pages.

Three-column format section

Heading section

As shown on the next graphic, documents can be divided into sections to give each a unique format.

Special Features of Word Processing Software Today's word processors provide a variety of specialized tools, including: •

Language tools


Mail Merge

Support for graphics and sounds


Special Features of Word Processing Software - Language Tools Language tools can help you improve the quality of your documents by catching language errors. Language tools include: •

Spell checkers, which can help you find and correct misspelled words.

Grammar checkers, which help your document conform to accepted grammatical rules.

Thesauri, which can help you make the best word choices.


Special Features of Word Processing Software - Tables Whoops!

Tables let you set up rows and columns of information.

You can format a table in dozens of ways, add headings, and more.

Special Features of Word Processing Software - Mail Merge

Special Features of Word Processing Software - Support for Graphics and Sounds

Mail merge is the process of combining a form letter with contents of an address database.

• Word processors allow you to add images to your documents.

Using mail merge, you can create a standard letter and automatically make a copy for each person in your database.

• Once you add a graphic to a document, you can select it, move it, resize it, and more. • You also can add sound files to a document. A sound file appears as an icon; click the icon on screen and the file plays.

Special Features of Word Processing Software - Templates Imported graphic

• A template is a predesigned document. • A template simplifies document design. You simply open the document and type your text.

Embedded sound file


Desktop Publishing Software

Examples of Desktop Publishing Software • Adobe PageMaker • QuarkXPress • Adobe FrameMaker

Desktop publishing (DTP) software is specialized for designing and laying out long documents, such as magazines or books.

DTP software provides special tools for fine-tuning the appearance of text and graphics in a document.

DTP software can produce documents that are ready to be sent to a professional printer.

Examples of Desktop Publishing Tools • • • •

Type controls Graphics controls Page layout and document controls Prepress controls

Converting Documents Into World Wide Web Pages •

Word processors can create documents in HTML format, ready to be published on the World Wide Web.

To create an HTML document, create a normal document then save it in HTML format. The word processor inserts all the required HTML tags.

Many word processors include HTML templates, which let you easily create finished Web pages.