END USER COMPUTING

CICT 1101
Lecture 2: Word Processing
WORD PROCESSING

 A software program capable of creating, storing, and printing text documents.

 It allows users to write and modify text, display it on a screen, save it
electronically, and print it out.
 A computer program that provides for input, editing, formatting, and output
of text, often with some additional features.
 Allow users to create resumes and cover letters, business correspondence,
blog posts, novels, and more.
 Help users to create text documents, edit (insert, delete and replace) text and
objects, format the document to increase readability and appearance, print a
copy of the document, and save the document for future use or reference.
 Examples are: Microsoft Word, Word star, Word perfect, Corel, Lotus, Word
pro etc.
BASICS OF WORD PROCESSSING USING MICROSOFT WORD

 Microsoft Word is a word processing software package. You can use it to

type letters, reports, and other documents.
 STARTING WORD
1.Through search box, type “Word”.
2.If pinned in the start screen. Click the start menu and select Word
3.From the taskbar (Quick Launch Area if pinned there click on the
Word icon
CREATING A NEW DOCUMENT

After starting Word, a new blank document opens up by default. Type and format the
text as desired here. Two methods to create a new document once you open Word:
1. Click on the “File Tab” and then New. Click Blank document and a new document
appears formatted using the normal template. Note the choices for a new
document under Templates.
2. Add the “New Document” symbol to the Quick Access Toolbar. Click the “File Tab”,
choose “Options”, “Quick Access Toolbar”, “New”, “Add”, and “OK”. Alternatively
 Click the “Arrow” to the right of the “Quick Access Toolbar”, Click “New”. Now the
New Document button shows on the Quick Access Toolbar. Click the New button and
the new document window appears.
NEW DOCUMENT
When you open Word, you see two things (main parts):
 The ribbon, which sits above the document, and includes a
set of buttons and commands that you use to do things in
and with your document (like print it). That is the area that
spans the top of MS Word.
 A blank document, (text area) which looks like a white
sheet of paper and takes up most of the window.
WHAT IS THE RIBBON

The Ribbon is a user interface element that is located belo

w a Quick Access Toolbar and the Title Bar.
Comprises of tabs like;
 Home, Insert Layout, References, Mailing, Review, View, etc.

The Ribbon has three parts which will help you understand
how to use it.
 They are tabs, groups, and commands.
RIBBON PARTS

Tabs: The Ribbon has several basic tabs across the top. Each
represents an activity area.
Groups: Each tab has several groups that show related
items together.
Commands: A command is a button, a menu, or a box
where you can enter information. They allow users to
perform actions or open menus with further related actions.
DIALOG BOX LAUNCHERS IN GROUPS.

 Some groups have a small diagonal arrow in the lower-right corner

called the Dialog Box Launcher which can be opened according to the
action required.
 Click it to see more options related to that group (or a particular group).
ADDITIONAL TABS APPEAR.
 Certain tabs appear only when you need them in the newer versions of word.
 Say you insert a picture and want to do more with it, like crop it or change
how text wraps around it.
 Where are those commands found?
 You don’t need to hunt for them. Instead:
1. Select the picture.
2. The Picture Tools appear. Click the Format tab.
3. Additional groups and commands appear for working with pictures,
like the Picture Styles group.
 When you click away from the picture, the Picture Tools disappear, and the
other groups come back.
THE QUICK ACCESS TOOLBAR.

 The Quick Access Toolbar is the small area to the upper left of the
Ribbon. It contains the things that you use over and over every day:
Save, Undo, and Repeat.
THE TITLE BAR

 Next to Quick Access toolbar is the Title bar.

 The Title bar displays the title of the document on which you are
currently working.
 Word names the first new document you open Document1.
 As you open additional new documents, Word names them sequentially.
 When you save your document, you assign the document a new name.
 Title bar also displays the name of the program on which you are
currently working on.
TEMPORARILY HIDE THE RIBBON

 The Ribbon makes everything nicely centralized and easy to find.

 But sometimes you don’t need to find things. You just want to work on
your document, and you’d like more room to do that.
 In that case, it’s just as easy to hide the Ribbon temporarily as it is to
use it.
 Here’s How:
1. Double-click the active tab. The groups disappear so that you have
more room.
2. To see all the commands again, double-click the active tab again to
bring back the groups.
STATUS BAR

 The Status bar appears at the very bottom of your window and provides
information as the current page and the number of words in your
document.
 You can change what displays on the Status bar by right-clicking on the
Status bar and selecting the options you want from the Customize
Status Bar menu.
 You click a menu item to select it. You click it again to deselect it. A
check mark next to an item means it is selected.
RULER

 The ruler is found below the Ribbon. You can use the ruler to
change the format of your document quickly.
 For example it helps you align the text, tables, graphics and
other elements of your document.
 It uses inches or centimeters as the measurements unit and
gives you an idea about the size of the document.
 If your ruler is not visible, follow the steps listed here:
1. Click the View tab to choose it.
2. Click the check box next to Ruler in the Show/Hide group. The ruler
appears below the Ribbon.
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 text displays at the cursor
location.
 The horizontal line next to the cursor marks the end of the document.
USING THE KEYBOARD

 The Ribbon design comes with new shortcuts.

 This change brings two big advantages over previous versions of Office
programs:
 There are shortcuts for every single button on the Ribbon.
 Shortcuts often require fewer keys.
 The new shortcuts also have a new name: Key Tips.
USING THE KEYBOARD

 To use Key Tips, start by pressing ALT. (Pressing ALT makes the
Key Tip badges appear for all Ribbon tabs, the Quick Access
Toolbar commands, and the Microsoft Office Button.)
 Next:
 Press the Key Tip for the tab you want to display. For
example, press H for the Home tab. This makes all the Key
Tips for that tab’s commands appear.
 Press the Key Tip for the command you want.
UNDERSTANDING DOCUMENT VIEW

 In Microsoft Word , you can display your document in one of five views:
1. Draft/Normal view: Draft view is the most frequently used view. You use
Draft view to quickly edit your document.
2. Web Layout: Web Layout view enables you to see your document as it
would appear in a browser such as Internet Explorer, Firefox or Chrome.
3. Print Layout: The Print Layout view shows the document as it will look
when it is printed.
4. Full Screen reading: Reading Layout view formats your screen to make
reading your document more comfortable.
5. Outline Layout: Outline view displays the document in outline form. You
can display headings without the text. If you move a heading, the
accompanying text moves with it.
START TYPING

 In the document, look for the cursor, which tells you where the content
you type will appear on the page. Word waits for you to start typing.
 If you’d like to start typing further down the page instead of at the very
top, press ENTER key on your keyboard until the cursor is where you
want to type.
 The cursor – a blinking vertical line in the upper-left corner of the page
 When you start typing, the text you type pushes the cursor to the right.
If you get to the end of a line, just continue to type. The text and the
insertion point will move on to the next line for you.
TYPING

 Once you’ve finished typing your first paragraph, press ENTER key to go
to the next paragraph.
 If you want more space between the two paragraphs (or any two
paragraphs), press ENTER again and then start typing your second
paragraph.
 If you make a mistake while typing, just press the BACKSPACE key to
“erase” the incorrect characters or words.
FIX GRAMMAR AND SPELLING
MISTAKES
 As you type, Word will warn you if you make spelling or grammar mistakes by
inserting a wavy red, green, or blue underline beneath the text that it thinks is
an error.
 Wavy lines like these warn you of spelling and grammar mistakes.
 Red underline: This indicates either a possible spelling error or that Word
doesn’t recognize a word, such as a proper name or place. (ciy – city, Mtwalo)
 Green underline: Word thinks that grammar should be revised. (
 Blue underline: A word is spelled correctly but does not seem to be the
correct word for the sentence.
 For example, you type “too,” but the word should be “to.”
 You right-click an underlined word to see suggested revisions. Click a revision
to replace the word in the document and get rid of the underlines.
FIX SPELLING AND GRAMMAR
MISTAKES
 You can also use Review tab under Proofing group, click Spelling
and grammar to spell check your document. (Every once in a while,
Word may not have an alternate spelling. And If you print a document
with the underlines, they will not show up on printed pages.)
 A caution about green and blue underlines: Word is really good at
spelling, which is pretty straightforward most of the time. But grammar
and correct word usage take some judgment.
 If you think that you are right, and Word is wrong, then you can right-
click the word and ignore the suggested revisions and get rid of the
underlines.
 Tip: If you prefer not to stop every time you see wavy underlines, you
can just ignore them as you go. When you are through, you can tell
Word to check spelling and grammar all at one time.
FORMAT TEXT
 To emphasize text bold, italic, and underlined formatting are some of the ways used.
 Calling of attention to any important information in a document can be done by
adding emphasis with bold, italic, or underlined formatting.
 Let’s make the text bold using the ribbon.
 There are several tabs across the top. Each tab represents an activity area.
 The second tab, Home tab, should be selected (if not, you click it to select it).
 Each tab has several groups of commands that show related items together.
 On the Home tab, look for Font group, where you’ll see buttons and commands that
perform a specific action on your document.
 For example, Bold button makes the text bold. Or you can change the font color

and size of text with the Font Color and Font Size buttons.
ADD SOME STYLE
 You can make most changes to text from Font group, but formatting text
this way is handy when you want to change the format of just a few
characters or words.
 However, there’s a way to make all the changes with just one command,
by using styles.
 The Paragraph and Styles groups, on the Home tab
 The styles are on the Home tab, in the Styles group.
 You just choose the style you want, and the text size, font, attributes,
and paragraph formatting are changed for you automatically.
CHANGE MARGINS
 Page margins are the blank spaces around the edges of the page. There
is a 1-inch (2.54 cm) page margin at the top, bottom, left, and right
sides of the page.
 This is the most common margin width, which you might use for most of
your documents.
 But if you want different margins, you should know how to change them,
which you can at any time from the Margins button on the layout tab.
 When might you want different margins?
 When you type for example a very brief letter, or a recipe, an invitation,
or a poem, you might like different margins.
CHANGE MARGINS
 To use the ribbon to change margins, use the Layout tab.
 Click Layout tab to select it, and then, in Page Setup group, you click
Margins.
 You’ll see different margin sizes, shown in little pictures (icons), along
with the measurements for each of the margins.
 The highlighted margin in the list is Normal, the current margin. To get
narrower margins, you can click Narrow.
 If you want the left and right margins to be much wider, click Wide.
CHANGE MARGINS
 When you click the margin type that you want, your entire document
automatically changes to the margin type you selected.
 When you choose a margin, the icon for the margin you chose gets a
different color background (gets highlighted).
 If you click Margins button again, that background color tells you which
margin size has been set for your document.
SAVE, PRINT AND CLOSE YOUR DOCUMENT.

 At some point you may have a sentence or several paragraphs of ideas,

facts, or figures that you would regret losing if a power failure shut your
computer off.
 To keep your work, you have to save it, and it’s never too early to do
that.
 Backstage view, where you can save and print your document.
 On the ribbon, Click the first tab, File tab. This opens a large window
called the Backstage, a place where you take care of a lot of things,
such as saving you document, and printing it.
 In the left column, Click Save or Save As.
MOVING AROUND THE DOCUMENT
 The cursor (the vertical line) is at the end of the paragraph. To type
anywhere else in the document, you need to move the cursor to that
place.
 Move the cursor to another location by moving the pointer and then
clicking, or by using the keyboard.
 Here are a couple of ways to do that:
 With your mouse, move the cursor to where you want to type and then
click to insert the cursor. Then start typing. Or…
 Press the UP ARROW on your keyboard to move the cursor up one line
at a time. You can also use LEFT ARROW to move the cursor left, one
character at a time.
MOVING AROUND THE DOCUMENT
Tips:
 You can also press CTRL+LEFT ARROW to move left one word at a time.
(Keep in mind that in keyboard shortcuts the plus sign (+) is not a key; it
just means that you press the LEFT ARROW key while holding down the
CTRL key.)
USE THE SCROLL BAR
 If your document is getting long, it may not be practical to have to
continuously press arrow keys to move up or down the document.
Instead, use the scroll bar.
Here’s how it works:
 The scroll bar is on the right side of the window.
 To use it, click the scroll box, and then drag it up or down to move
through a document without moving the cursor.
 Or click the single scroll arrows at either end of the scroll bar to move up
or down.
 You can also scroll by using your keyboard. Press the PAGE UP (pg up)
key to go up one screen or PAGE DOWN (pg dn) to go down one screen.
FORMATTING MARKS

 Use Formatting marks to see what’s going on in your document by

looking at the formatting marks that MS Word automatically inserts as
you type.
 These marks are always in documents, but they are invisible to you until
you display them.
 To see formatting marks, go to the ribbon, at the top of the window.
 On the Home tab, in the Paragraph group, click the Show/Hide
button
( ). Click the button again to hide formatting marks.
 You can use them to see if your paragraphs seem to be far apart, and
the second paragraph starts farther to the right than the first paragraph.
BEHIND THE SCENES WITH
FORMATTING MARKS
 You can use them to see if your paragraphs seem to be far apart, and
the second paragraph starts farther to the right than the first paragraph.
 For example, a dot appears every time you press the SPACEBAR,
such as between words. One dot is one space; two dots are two
spaces, and so on.
 Normally there should be one space between each word.
FORMATTING MARKS
 Word inserts a paragraph mark ( ) each time you press ENTER
key to start a new paragraph.
 For example, if there are two paragraph marks between two paragraphs,
it means that ENTER was pressed twice. This creates extra space
between paragraphs.
 One arrow ( ) appears each time TAB is pressed.
 If there is one arrow before a paragraph and two arrows before the
second paragraph, this means that TAB was pressed twice in the second
paragraph.
MOVE TEXT BY USING CUT AND
PASTE
 If you want to move text around in the document, You don’t need to delete
the text and type it again where you want it. Instead, just use Cut and Paste.
 For instance, in the first paragraph, you decide that the second sentence
should be the first sentence in the paragraph.
 Select the sentence you want to move.
 On the ribbon, in Home tab, Click Cut ( ).
 Move the cursor to the beginning of the paragraph, where you want the sentence
to appear (after the dot formatting mark).
 On the Home tab, in the Clipboard group, click Paste ( ).
 In steps 2 and 4, you could instead use keyboard shortcuts to do the same
thing, by pressing CTRL+X to cut (think of the X as a scissor) and CTRL+V to
paste.
UNDO
 You’ve moved the sentence, but now that you look at it, you’re not happy with
the change. Fortunately, you don’t have to go through the entire cut-and-paste
process again to move the sentence back to its original place. Instead, use
Undo.
 On the Quick Access Toolbar at the very top of the window, click the Undo
button ( ).
 This will undo the last action you took, which in this case was pasting the
sentence in the new location.
 Or, to use another handy keyboard shortcut, press CTRL+Z or Alt+Backspace
on most Microsoft Windows applications.
 To Redo something you have undone or Repeat an action, press CTRL+Y or F4.
(If F4 not working, press F-Lock Key of Fn Key, then F4).
 The Redo button only appears after you have Undone an action.
LINE SPACING
 You can adjust the space between lines of text.
 If you’d like more or less space between lines throughout a document, or
in a selected area of text, such as in a letter address, it’s easy to change
the spacing.
Changing line spacing in a document.
 To change line spacing for an entire document, you need to select all the
text in the document by pressing CTRL+A.
 To change line spacing for a single paragraph, you can just place the
cursor inside the text; you don’t have to select the text.
 Then, on Home tab, in the Paragraph group, click Line Spacing ( ).
 A check mark in the list tells you what the current line spacing is. Click
the new line spacing you want.
ALIGN TEXT LEFT, CENTER OR RIGHT.
 Text can be left-aligned; right-aligned; centered; or justified, which means it’s
aligned evenly along the left and right margins.
 Horizontal alignment determines the appearance and orientation of the edges of
the paragraphs.
The Align buttons.
 The most common alignment is left-aligned, but you can change it to whatever
you want, for a single paragraph, a set of paragraphs, or the entire document
 For example, in many documents, titles are centered in the middle of the page.
 Select the text that you want to align, or press CTRL+A to select all the text in
the document.
 Then, on the Home tab, in the Paragraph group, click Align Left ( ) or Align
Right ( ), Center ( ), or Justify ( ).
 Simple Lists

 Lists are a useful component of any document, when you’re summarizing

information or making it easier to digest .
 Arranging information in lists can make it far easier to understand.

 To create a list, click on Home tab, Paragraph group, choose Bullets or

Numbers commands.
Creating Simple lists

Numbered lists are important for showing a sequence of information.

If you’re not worried about sequence, a bulleted list might be better.

Lists can be single-level, with all the items having the same
hierarchy (order) and indentation; or multilevel, meaning that
there’s a list within a list.
Multilevel list

 You create a multilevel list by typing or by using the commands on the

Ribbon exactly as you did with the single-level lists.
 When you’re ready to start the next level, press the Increase Indent
button type the first list item of that level, and then press ENTER.
List levels
When you’re
working with
different list levels,
you can move
between the levels
using the Increase
Indent and
Decrease Indent
buttons on the
Ribbon.

You can also increase and decrease indents by using

keystrokes.

Press TAB to increase the indent, and press SHIFT+TAB to

decrease it.