Pranavi verma-class-9-word-processing

Word Processing (Basic)
Unit 8

This Unit Covers:
 Basics of Word Processor
 Introduction to MS Word 2010
 User Interface of MS Word 2010
 Spell and Grammar Check
 Document Editing and Formatting
 Bullets and Numbering
 Creating Tables in MS Word 2010
 Different Views of a Document
 Printing a Document
 Adding Borders and Shades in a Document
Learning Objectives

 Word Processing is the process to create, edit, save and print the text
documents on the computer using a word processor, such as Microsoft
Word, OpenOffice Writer and WordPad.
 In the current technology-driven world, activities such as creating, managing
and maintaining documents have become an integral part of our day-to-day
business.
 These documents serve as the source of information for an organization and
help in conducting various business activities such as decision-making,
planning, knowledge sharing and information analysis.
 You can use a word processor to cater your needs for creating and managing
documents required for your day-to-day business.
Introduction

 Microsoft Word (MS Word) is a word processor developed by Microsoft.
 The default extension of the MS Word 2010 document is .docx.
 Some major features of a word processor are:
 Fast speed: Enables you to type much faster as compared to any conventional
typewriter.
 Easy editing: Allows you to perform all types of editing tasks in a text document, such
as insertion, deletion and modification.
 Permanent storage: Allows you to save your text document and also access your saved
document whenever required.
 Simple formatting: Enables you to format your document easily, for example, you can
change the text of your document to bold, italic or different fonts.
 Adding graphics: Facilitates insertion of pictures, diagrams and other visual elements
into text documents.
Session 1: Getting Started with a MS Word 2010

 You can start MS Word 2010 by clicking the Start
button on the Task bar and then selecting All
Programs  Microsoft Office  Microsoft
Word 2010 in the Start menu, as shown in the
given figure.
 Now, a blank document opens in MS Word
2010, as shown in following figure:
Starting Microsoft Word 2010

 When you start MS Word 2010, a blank document is automatically created
and opened.
 To create a blank document from the already opened MS Word 2010
window, you need to click the File tab and then select the New option in the
Backstage view.
Opening a New Document
 Now, select the Blank
document template under
Available Templates
category and click the
Create button in the
Backstage view, as shown
in given figure.
 A new blank document
gets opened on your
screen.

 By default, an MS Word 2010 document is saved as a file with the .docx
extension.
 You can save a document by specifying the location where you want to save
your document, the name of the document, the format in which you want to
save your document, and then click the Save button in the Save as dialog
box, as shown in the following figure:
 You can access this dialog box by clicking the File tab and then selecting the
Save As option from the Backstage view.
Saving the Document

 After you have finished working with the MS Word 2010 document, you can
close the document by clicking the Close button at the top right corner of the
document window.
 You can also close the currently open document by first clicking the File tab
and then selecting the Close option from the Backstage view, as shown in
the following figure:
Closing the Document

 Quitting from MS Word means we are closing all the currently open word
documents.
 To exit from the MS Word 2010 application, you need to first click the File tab
and then select the Exit option from the Backstage view, as shown in the
following figure:
Quitting from Microsoft Word 2010

 The document created in the MS Word application is editable, which means
you can make any kind of modifications in it.
 To edit a document, you need to first open a document and then edit the
document.
Session 2: Editing and Saving a Document
 You can open an existing
document by first selecting the
document from the desired
location and then clicking the
Open button in the Open dialog
box, as shown in the given
figure.
 You can access this dialog box
by clicking the File tab and then
selecting the Open option
from the Backstage view.

 The selected document gets opened, as shown in the given figure.
 Now, edit the text in the opened document by entering some text in it, as
shown in given figure.
 Now, save the document by using one of the following ways:
 By click the File tab and then select the Save option from the Backstage view.
 By pressing the CTRL+S keys
 By clicking the Save button in the Quick Access Toolbar.
Session 2: Editing and Saving a Document
Displaying the Opened Document Displaying the Document after Editing

 The user Interface of MS Word 2010 is shown in the following figure:
Session 3: Identifying Elements of User Interface

 The Home tab contains all the basic editing and formatting commands, such
as font size, font face; alignment of the text, namely, left, right, center and
justify; bullets; styles; indent settings; and sort.
 These commands are clubbed to form groups and these groups are further
clubbed to form tabs.
 The Home tab in MS Word 2010 is shown in the following figure:
 The Home tab also contains various groups and these groups have their
respective purpose to perform certain actions in a document.
 These groups are Clipboard, Font, Paragraph, Styles and Editing.
Exploring Home Tab in Ribbon

 You can make the text bold, italic or underline text in a document by
selecting the text on which you want to apply bold, italic or underline and
then clicking the Bold (B), Italic (I) or Underline (U) button under the Font
group of the Home tab.
 The following figure shows the bold text:
Session 4: Formatting a Document- Bold, Italics &
Underline

 The following figure shows the italicized text:
 The following figure shows the underlined text:
Session 4: Formatting a Document- Bold, Italics &
Underline

 MS Word contains built-in dictionaries that allow you to carry out automatic
spelling and grammar checks in a document.
 To check spelling errors in a document, you need to click the Spelling &
Grammar button in the Proofing group of the Review tab, as shown in the
following figure:
 Now, the Spelling and Grammar dialog box appears. It shows some
suggestions of correct words for the wrong word.
 To correct the word, the Spelling And Grammar dialog box offers the
following options:
 You can click any suggested word and then the Change button.
 You can edit the sentence under Not in Dictionary text area and then click the Change
button to accept this editing.
 You can also add the new word in the dictionary by clicking the Add to Dictionary
button.
Session 5: Checking Spelling in a Document

 The given figure shows
the first suggested word
remove to correct the
spelling.
 The misspelt word gets
corrected in the
document and a Microsoft
Word message box
appears.
 Click the OK button in the
Microsoft Word message
box to close it, as shown
in the given figure.
Session 5: Checking Spelling in a Document

 MS Word allows you to carry out automatic grammar check to correct
language errors in a document.
 It contains built-in dictionaries that help spell check a document.
 To check grammar in the document, you need to click the Spelling &
Grammar button in the Proofing group of the Review tab,
 Now, the Spelling and Grammar dialog box appears. It shows some
suggestions of correct words for the wrong word such as helps, as shown in
following figure:
Session 6: Checking Grammar and Using Thesaurus

 Now, select any suggested word and click the Change button in the Spelling
and Grammar dialog box .
 The grammar of the sentence gets corrected in the document, as shown in
Session 6: Checking Grammar and Using Thesaurus

 Suppose you are writing a paragraph and need an appropriate word with
similar meaning to the word that you want to use in the paragraph.
 In such a case, you can use thesaurus to find synonyms (different words with
the same meaning) and antonyms (words with the opposite meaning) of the
word.
 To use thesaurus in the document, you need to select the word on which you
want to apply thesaurus and then click the Thesaurus button in the Proofing
group of the Review tab.
 Now, the Research task pane appears. In this pane, the list of words similar
to the word you are looking for is displayed.
Thesaurus

 Place the mouse pointer on the word that you want to insert in the
document.
 Now, click the arrow of the desired word and then select the Insert option
from the drop-down list, as shown in the following figure:
Thesaurus

 To copy and paste some text in a document, you need to first select the text
that you want to copy and then click the Copy button in the Clipboard group
of the Home tab, as shown in the following figure:
 Now, place the mouse cursor at the location where you want to paste the
copied text and the click the Paste button under the Clipboard group of the
Home tab.
 The copied text is in the document at the current location of the cursor, as
shown in the following figure:
Session 7: Performing Copy-Paste and Cut-Paste Operations

 To copy and paste some text in a document, you need to first select the text
that you want to cut and then click the Cut button in the Clipboard group of
the Home tab, as shown in the following figure:
 Now, place the mouse cursor at the location where you want to paste the cut
text and the click the Paste button under the Clipboard group of the Home
tab.
 The text is pasted in the document at the current position of the cursor, as
Session 7: Performing Copy-Paste and Cut-Paste Operations

 In a Word document, you may want to find out whether a particular word or
text is in the document or not.
 In addition, you may also want to replace a particular word or text with some
other word.
 It would be a cumbersome, time-consuming, monotonous and error-prone
process to go through the entire document word by word, search for the
particular word or text and then delete and replace it with a new word.
 MS Word 2010 provides an easy option to automatically find a word and
replace it with a new word.
Session 8: Finding and Replacing Text in a Document

 The Find feature helps you search a particular word, phrase or sentence in
your document.
 To find a word in an MS Word 2010 document, you need to click the Find
button in the Editing group of the Home tab.
 The Navigation pane on the left side of the screen appears. Now, type the
desired word to find in the search box, as shown in the following figure:
 If the desired word is found in the document, it gets highlighted in yellow
and a preview appears in the Navigation pane. If you find more occurrences
of the word, click the up and down arrow to navigate through results
Finding Text

 The Replace feature enables you to replace a word or phrase in your
document at all occurrences with another word or phrase.
 To replace some text in a document, you need to click the Replace button in
the Editing group of the Home tab.
 The Find and Replace dialog box appears. Now, type the text that you want
to replace in the Find what text box and type the new text (the text with
which you want to replace the existing text) in the Replace with text box.
 Click the Find Next button in the Find and Replace dialog box to find the first
occurrence of the existing text, as shown in the following figure:
Replacing Text

 Now, click the Replace button in the Find and Replace dialog box.
 The existing text is replaced with the new text, as shown in the following
figure:
 This process continues when the last occurrence of the existing text has been
replaced.
Replacing Text

 Suppose you want to elaborate on the various parts of an equipment or
device, or you want to explain a sequential process in a document.
 In such cases, you can use bulleted or numbered lists to present the
information in an eye-catching and easily readable manner.
 You can create bulleted lists whenever you want to present a set of
independent options or parts of a device.
 You can create numbered lists whenever you want to explain a sequential or
procedural activity.
 In an MS Word 2010 document, a bulleted list starts with an asterisk or some
other character and a numbered lists starts with the number 1, the letter a
and the Roman numeral I.
 You can create a new bulleted or numbered list or make the existing text a
bulleted or numbered list as per your requirement.
Session 9: Creating List of Items Using Bullets &
Numbering

 To create a bulleted list in a document, you need to select the text that you
want to make as bulleted list and then click the down-arrow of the Bullets
button under the Paragraph group of the Home tab.
 Now, select the desired bullet format that you want for the bulleted list from
the drop-down list, as shown in the given figure.
 Now, the document appears with the bulleted list.
Numbering

 To create a numbered list in a document, you need to select the text that you
want to make as numbered list and then click the down-arrow of the
Numbering button in the Paragraph group of the Home tab.
 Now, select the desired number format that you want for the numbered list
from the drop-down list, as shown in the given figure.
 Now, the document appears with the numbered list.
Numbering

 You can change the font and font size of the text in MS Word 2010
documents through a few mouse clicks.
 There are several fonts and font sizes that you can choose to apply on a
particular text.
 To change the font of the text, you need to select the text whose font you
want to change.
Session 10: Applying Font Style
 Now, click the down-
arrow of the Font combo
box in the Font group of
the Home tab and then
select the desired font
face from the drop-down
list, as shown in the given
figure.
 The font of the selected
text changes.

 To change the font size of the text, you need to select the text whose font
size you want to change.
 Now, click the down-arrow of the Font Size combo box in the Font group of
the Home tab and then select the desired font size from the drop-down list,
as shown in the following figure:
 The font size of the selected text changes.
Session 10: Applying Font Style

 In a MS Word, while adding text in a document, you will find that each line of
the text appears uniformly at an equal distance from the left margin of the
page by default. Such a uniform setting of the text with respect to the page
margins is called alignment.
 The text alignment is of four types:
 Left Alignment: Aligns the selected text with respect to the left margins. This is the
default alignment.
 Right Alignment: Aligns the selected text with respect to the right margins.
 Centre Alignment: Aligns the selected text between the left and right margins.
 Justified Alignment: Aligns the selected text with respect to both left and right margins.
Session 11: Aligning the Text

 To adjust alignment of the text in a document, you need to select the text
which you want to align in the document, as shown in the following figure:
 Now, click the desired text alignment button(in our case Justify) in the
Paragraph group of the Home tab.
 The selected text alignment is applied to text, as shown in the following
figure:
Session 11: Aligning the Text

 In MS Word 2010, there are various views with which you can work in
different ways with the same document.
 Each document view displays a distinct picture of the document to enable
you to focus on different aspects of an MS Word 2010 document at different
times.
 The document views that are available in MS Word 2010 are as follows:
 Print Layout view: Allows you to view how the document will look when you print it.
You can view and work with the text, pictures, headers and footers, page borders and
page margins. This is the default view of the document.
 Full Screen Reading view: Allows you to focus primarily on the text, pictures and other
contents of the document.
 Web Layout view: Allows you to view how the document will look as a Web page.
 Outline view: Allows you to view an outline of the organization of text in the document.
The document is divided into various levels, for instance, Heading 1 is level one and
Heading 2 is level two.
 Draft view: Allows you to focus only on the text in the document. This view facilitates
easy and quick writing and editing of text.
Session 12: Views of a Document

 Printing is one of the most important features of MS Word application.
 To perform the printing operation, you have to first preview the document.
 Previewing of the document is done so that if there is any inconsistency in
the presentation of the document, it is corrected before it goes for print.
 You can print a document by clicking the File tab and then selecting the Print
option in the Backstage view.
Session 13: Printing a Document
 The print-related options
appear in the Backstage view.
 Now, specify the printer and
number of copies you want to
print, and finally click the
Print button in the Backstage
view, as shown in the given
figure.

 A table is a grid of cells created by the intersections of corresponding rows
and columns.
 A table can be used for a variety of tasks– from presenting numerical data to
creating unique layouts.
 To add a table in the document, you need to first click the Table button in the
Tables group of the Insert tab.
Session 14: Creating a Table
 Now, select the Insert Table option from the
drop-down list.
 Now, specify the number of columns and rows
in the Number of columns and Number of
rows spin boxes respectively and then click the
OK button in the Insert Table dialog box, as
shown in the given figure.

 A table with specified number of rows and columns is inserted in the document,
as shown in the following figure:
 After creating a table, you can also move from one cell to another by using the
mouse or a keyboard. It is required to enter data in a cell or to manipulate the
cell data.
 The following keys help you to move in a table:
 Tab: Press the Tab key to move one cell to the right.
 Shift + Tab: Press the Shift + Tab to move one cell to the left.
 Up Arrow: Press the up arrow button to move up by one row.
 Down Arrow: Press the down arrow button to move down by one row.
 Left Arrow: Press the Left arrow key to move one cell to left in the table.
 Right Arrow: Press the Right arrow key to move one cell to right in the table.
Session 14: Creating a Table

 MS Word allows you to add more rows and columns in a table.
 To insert columns to an existing table, you need to select the column where
you want to insert a new column. Now, click the Insert Left button in the
Rows and Columns group of the Layout tab to insert the column on the left-
hand side of the selected column.
 The new column inserted on the left-hand side of the selected column, as
 Similarly, if you want to insert a column on the right -hand side of the
selected column, then click the Insert Right button in the Rows and Columns
group of the Layout tab.
Adding a Row and Column in a Table

 To insert row to an existing table, you need to select the row above or below
which you want to insert a row. Now, click the Insert Above button in the
Rows and Columns group of the Layout tab to insert the row above the
selected row.
 The new row inserted above the selected column, as shown in the following
figure:
 Similarly, if you want to insert a row below a selected row, then click the
Insert Below button under the Rows and Columns group of the Layout tab.
Adding a Row and Column in a Table

 You can delete a row by first select the row that you want to delete and then
click the Delete button Rows and Columns group of the Layout tab.
 Now, click the Delete Rows option from the drop-down list, as shown in the
following figure:
 The selected row gets deleted.
Deleting a Row and Column in a Table

 You can delete a column by first selecting the column that you want to delete
and then click the Delete button Rows and Columns group of the Layout tab.
 Now, click the Delete Columns option from the drop-down list, as shown in
 The selected column gets deleted.
Deleting a Row and Column in a Table

 Formatting refers to the appearance and arrangement of the text in the
document. You can change the appearance of a table by changing the
border and colour of cells.
 To format a table in the document, you need to first select the table and then
select the desired format of the table in the Table Styles group of the Design
tab, as shown in the following figure:
 Now, the selected format applies to the table, as shown in the following
figure:
Session 15: Formatting a Table

 Using the convert text into table feature, you can convert text into a table to
organize it in the form of rows and columns to analyze it effectively.
 You can convert text into table by first selecting the text that you want to
convert into a table and then clicking the Table button under the Tables
group of the Insert tab.
 Now, select the Convert Text to Table option from the drop-down list.
 Now, select one separate character option under the Separate text at section
and click the OK button in the Convert Table to Text dialog box, as shown in
Session 16: Converting Text to Table and Table to Text

 A table gets created with specified rows and columns in the document.
 To convert the table to text, you need to first select the table in the
document and then click the Convert to Text button in the Data group of the
Layout tab.

 Now, select the Other radio button, press the spacebar key in the text box
adjacent to the Other radio button and then click the OK button in the
Convert Table to Text dialog box, as shown in the following figure:
 The table gets converted into text separated by space , as shown in the
following figure:

 By default, there are no pages, paragraphs or text borders in a blank MS
Word 2010 document.
 However, you can add borders to the paragraphs as well as to the pages in a
document.
 You can add a border to a single page, more than one page, or all the pages
in the document.
 You can add different types of borders to the pages; for instance, the border
can be a solid line or a broken line.
 In MS Word 2010, you can select the type, style, width and color of the page
border.
Session 17: Adding Borders to Pages and Paragraphs

 You can add a border to page by using the Border and Shading dialog box.
 You can access this dialog box by clicking the Page Borders button in the
Page Background group of the Page Layout tab.
 In this dialog box, you need to select the desired border from the Setting
section, select the desired line style, border color and width and then click
the OK button, as shown in the following figure:

 Now, the page border gets added in the document, as shown in the following
figure:

Adding Borders to a Paragraph
 You can also add border to a paragraph to make a document attractive and
eye-catching.
 To add border to a paragraph, you need to first select the paragraph on
which you add the border and then click the Page Borders button in the Page
Background group of the Page Layout tab.
 Now, select the desired
border from the Setting
section, select the desired
line style, border color and
width and then click the
OK button in the Borders
and Shading dialog box, as

 Now, the border gets added to a paragraph, as shown in the following figure:
Adding Borders to a Paragraph

 In an MS Word 2010 document, you can apply solid colors as the shade to a
paragraph.
 There are numerous predefined solid colors that you can choose to apply to
the paragraphs of a document.
 To add a shade to the Paragraph, you need to first select the paragraph and
then click the Page Borders button in the Page Background group of the
Page Layout tab.
Session 18: Applying Shadings to Paragraphs
 Now, select the Shading tab in the
Borders and Shading dialog box.
 Now, specify the desired colour in
the Fill section , the style of
shading in the Patterns section
and then click the OK button in the
Borders and Shading dialog box, as

.
Session 18: Applying Shadings to Paragraphs
 Now, the specified shading is applied to the selected paragraph, as shown in

 Before printing the MS Word 2010 document, you need to first set the page
margin. The page margins help in specifying the white area in the document.
 In page margins, you have to set the top, bottom, left and right margin in a
document.
 After setting the page margins, you need to set the page orientation, which
can either be portrait or landscape.
 At last, previewing of the document is done so that if there is any
inconsistency in the presentation of the document, it is corrected before it
goes for print.
Session 19: Previewing a Document, Adjusting its
Margins & Orientation

 Page margins refer to the blank white areas near the edges of a page.
 Every page has top, bottom, left and right margins.
 The area surrounded by these four margins, where you write, edit and
format the text is known as text area.
 Therefore, if you increase or decrease the margins of a page, you get less or
more space for writing text.
Margins
 You can set the margins of a
page, by clicking the down-
arrow of the Margins button
under the Page Setup group
of the Page Layout tab and
then selecting the
appropriate margin from the
drop-down list, as shown in
the given figure.

 The margins of all the pages of the document change accordingly, as shown
in the following figure:
 If you want to set the page margins according to your requirement, then
select the Custom Margins option from the list of margin types.
Margins

 MS Word 2010 offers the portrait and the landscape page orientations.
 By default, the pages of an MS Word 2010 document have the portrait
orientation.
 To change the page orientation to landscape, you need to click the down-
arrow of the Orientation button in the Page Setup group of the Page Layout
tab and then select the Landscape option from the drop-down list, as shown
in the following figure:
Orientation

.
Orientation
 Now, the pages of the document now appear horizontally, as shown in the
following figure:

 Previewing a document allows you to visualize the document in its printable
format before actually executing the Print command.
 To preview a document, you need to first click the File tab and then select
the Print option in the Backstage view.
 The print-related options are visible in the Backstage view.
 In the right pane, the preview of the document is displayed.
 In the right bottom of the right pane, the Zoom control button is available.
The + (plus) button is used to increase the preview document and the –
(minus) button is used to decrease the preview document.
 On the left bottom of the right pane, there are also two buttons, such as
Next ( ⊳) and Previous ( ⊲). The Next button is used to move to the print
preview of the next page and the Previous button is used to move to the
print preview of the previous page.
Previewing a Document

 Tabs are often used to align the text in the documents.
 Adding tabs and tabs stops can make text alignment a lot easier especially
while creating things such as a table of contents.
 A tab stop gets aligned basically somewhere on the ruler that will allow you
to press the tab key and align the text with tab stop in the following ways:
 Left Tab Stop: Refers to the starting position of the text
 Centre Tab Stop: Refers to the middle position of the text
 Right Tab Stop: Refers to the right end position of the text
 Decimal: Refers to the centers text over decimal point for a list of numbers
 Bar: Refers to the vertical line through a selected paragraph at the tab stop
 To set tabs in a document, click the dialog box launcher of the Paragraph
group in the Home tab and then click the Tabs button in the Paragraph
dialog box.
Session 20: Aligning Text Using Tabs

 Now, specify the tab stop position, alignment and leaders in the Tabs dialog
box.
 After that, first click the Set button and then click the OK button in the Tabs
dialog box, as shown in the given figure.
 The given figure displays the uses of tab in the document:
Session 20: Aligning Text Using Tabs
Displaying the uses of Tab
Setting Tab

Pranavi verma-class-9-word-processing

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