Lecture4 working with_word_processing

Word Processor/Word Processing
 What is Word Processor?
 What is Word Processing?
 Why do we use Word Processors?
 Types of Word Processors?
 Using MicrosotWord.

Word Processing cont.
 What is word processor?
 Word Processor is referred to as application
software that is used to perform different task
on a text-based documents.
 The different tasks are: creating, saving, editing,
formatting and printing a file.
 What is word processing?
 Word Processing is a general term that
describes the act of entering, editing and
printing text using a Word Processor.

Word Processing cont.
 Some of the advantages of using Word
Processors?
 It is faster to create documents because of the
availability of formatting and editing features.
 They allow multiple copy printing.
 They enable users to store documents for
future use.
 They have features like mail merging which
enables users to merge standard documents
with lists of addresses to produce letters to
different recipients.

Why do we us Word-Processing
 To allow us to complete different tasks e.g.
 Prepare documents like application letters
 Type and design a Company Brochures,
Adverts, etc
 Type and design our research report(s)
 Create a Time table
 Etc, etc.

Types of Word-Processors
 Some examples of Word Processor
 Microsoft Word
 WordPerfect
 OpenOffice.org Writer
 Etc, etc.

What is Microsoft Word ?
 Microsoft Word is a computer application
software or program
 Microsoft Word is a word processor that is used
mostly on Microsoft Operating System
 Microsoft Word is a good tool for working with
text-based documents like: Letters, timetable,
brochures, research report, etc.
Note: Different programs are used to create different
kinds of documents
Working with Microsoft Word

How to start Microsoft Word
 Click the Start Applications button on the
lower right corner of the computer's desktop
 Go to “All Programs” and wait for the next menu
to appear
 Go to “Microsoft Office” and wait for the next
menu
 Click on Microsoft Word
 Note: You can try the same steps to open
different programs
Working with Microsoft Word

Microsoft Word cont…
New document
Title bar Menu bar Tool bars
Scroll bars

Microsoft Word Basics
 Microsoft Word has many functions or tasks.
 Remember the different tasks of a word
processor are:
 creating,
 saving,
 editing,
 Formatting,
 and printing a file.

Document or a file
 What is a file?
 A file is a collection of related information.
 A collection of data or information that has a name,
called the filename.
 Almost all information stored in a computer must be in
a file.
 This information can be in form of letters, numbers
and special characters.
 There are many different types of files: data files, text
files, program files, directory files, and so on.
 Different types of files store different types of
information. For example, program files store
programs, whereas text files store text.
 It may be a program, a database, a dissertation, a
reading list, a simple letter etc.

Document or a file
 Different file formats
 Each different type of file has a different file
format.
 The file format specifies how the information
is organized.
 Examples of file formats are:
Text, data, image, audio, video, web,
programs, system, font, etc
 The files have file extensions a suffix at the
end of a filename, which indicates what kind
of file it is.

Document or a file
 File extensions
 For example, you can tell that the file is an
image file or text or any other file format from
its file extension
 .doc – Open document Text
 .xls – Open document Spreadsheet
 .ppt – Open document Presentation
 Other examples
 .txt, .doc, .wpd, .wri, .wps, .odt, .ods, .odp, .pdf,
.jpg, .tif, .mp3, .wav, .wma, .drv, .sys, etc.

Creating a document or a file
 Creating a document or a file
 Creating a document is the process of
generating a new document.
 When a program is started, usually a new
document is automatically generated.
 An empty page on your screen
 A new document picks the default or preset
settings. Example: Page size, font and font
size, margins, orientation, etc
 Text is entered by typing at the cursor
position

Creating a document or a file
 Creating a new document or a file
 Select “File Menu” from menu bar
 Choose “New” from the resulting dropdown
menu
 Click on “Text document” or
 On the “Tool Bar” click on the “New” button
 Select “Text document” from the resulting
dropdown menu. Or
 Use the Keyboard shortcut “CTRL KEY + N”
 Each new document will have a default name
Untitled1, Unititled2, etc.

Saving a document or a file
 What is Saving a document or a file?
 Saving a document is the process of storing a
new document on to any storage device.
 A new created file must be give an
identification that is the “filename”.
 After the file is saved, the Title bar shows the
name of your saved document.

 Steps of Saving a new created file
 For a new file you can use any of the saving
commands
 Save As
 Save
 CTRL KEY + S
 They will all give the same results depending
of different types of Word Processors.

 Steps of Saving a new created file
 Choose “Save As” from the resulting
dropdown menu
 Save As window is opened
 Choose the “right location” for your file
 Type the “Filename”
 Click on “Save” button.
 Closing without saving a document ******

 Difference between “Save As” and “Save”
 Save As
 This allows the user to enter a new filename.
 It also allows to rename or change the location.
 If there is an existing file with the same name you
have chosen, the file will be overwritten.
 Save
 This allows the user to instantly save the active
document.
 It overwrites the previous file content with the new
changes.
 It is used after the file has been given a filename.

 When you run a program you must know
how to:
 Create a document
 Save a document
 Open or retrieve an existing document
 Close a document
 Exist from Word Processor
 Shut down or close the computer.

Editing a document or a file
 What is editing a document or a file?
 Editing is a process of modifying the
document.
 It involves:
 Addition, deletion and insertion of text,
spellchecking.
 When a user is does this she/he is basically
editing the document to meet the desired
satisfaction.
 Some of the Editing features are:
 Cursor Movement, Inserting & overwriting, search
& replace.

 Selecting options
 Selection text
 Copying text
 Moving text
 Deleting text
 Insert and type over mode
 Find and replace
 Proof-reading
 Spell check and grammar

 Using keyboard shortcuts
 Selection text – CTRL + A
 Copying text – CTRL + C
 Cut text – CTRL + X
 Paste text – CTRL + V
 Insert and type over mode – INSERT KEY
 Find and replace – CTRL + F
 Spell check and grammar – F7

Formatting a document or a file
 What is formatting a document or a file?
 It is a process of improving on the
appearance of a document.
 You can format a word, a sentence,
a paragraph or the entire document to
improve on its appearance.
 All this can be done using various Word
Processor features

 Text Formatting
 Bolding, Underlining Text, Italicizing, Drop
Cap, Change Case, Superscript/subscript
 Paragraph Formatting
 Text alignment
 Left alignment, Right alignment, Center alignment,
Justification
 Indenting Paragraph
 First Line indent, Hanging Indent, Full Indent

 Using keyboard shortcut
 Bolding – CTRL + B
 Underlining Text – CTRL + U
 Italicizing – CTRL + I
 Text alignment
 Left alignment – CTRL + L
 Right alignment – CTRL + R
 Justification – CTRL + J

 Paragraph Formatting
 Spacing
 Line spacing, Section breaks
 Page Formatting
 Page Layout
 How the page is to be placed from the margins
 Page Setup
 Margins, Orientations, Paper Size, Tabs

Printing a document or a file
 What is printing a document or a file?
 It is the process of sending a document to an
outputting device “the printer” to produce a
hard copy or your document.
 You send to print when you want to create a
PDF file.

Printing a document or a file
 Steps of printing a document or a file
 Choose “Print” from the resulting dropdown
menu
 Under the Printer Name, choose the right
printer. “sometime it is pre-set”
 Select the range of pages
 Select the number of copies
 Choose the collating procedure.
 Confirm the print command by clicking on
“OK” button.

Review Questions
 What is a Word Processor?
 What are some examples of Word Processors?
 What is a file? Give examples of different files.
 How do we create a file?
 How do we save a file?
 Why do we save a file?
 What is the difference between Save As and Save?
 And how do retrieve a file?
 What is involved in editing a document?
 Why is it necessary to format a document?

ASSIGNMENT
 Create a file
 Save it in your folder
 Type an application letter applying for a job as a “Lecturer of
Introduction Computer and Information Technology”, to:
The Director for Human Resources
Uganda Martyrs University
P.O. Box 5498
Kampala, Uganda
 Save it in your names
 Attach it to an e-mail message and sent it to me.
Note:
1. Utilize all the different “function or tasks” we have learnt today.
2. Remember the basics of a good e-mail message.
3. These two will earn an extra mark for you.
Good luck!

Lecture4 working with_word_processing

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Lecture4 working with_word_processing