Word processor
Explanation
MS Word or Word Processor is use for printing letters, preparing mailing lists and creating documents reports. The speed of these operations is much faster than what is possible on any word processing package. You can even check the spellings and grammar in the documents. Moreover, you can add page numbers or change margins. You can even emphasize the selected words by printing them in boldface, italics or in bold italics.
Word can store very long letters in the computer hard disk. You can then modify such letters or print copies just by pressing a few keys from the keyboard. In case you want to make changes in a letter, you can do so without retyping the whole letter. In addition, Word can be used to send the same letter to several different addresses using the Mail-Merge facility or through electronic mail facility on the Internet. Thus, you do not have to type each individual letter for every person.
Word Processing Terminologies
Word Wrap:
A word processor automatically moves the text to the next line when you type beyond the right margin. This is known as Word Wrap.
Editing of Text:
With a Word Processor, you can insert new words, new sentences or paragraphs, anywhere in the text typed earlier. The new text will get adjusted automatically.
Similarly, you can delete any portion of the text and the remaining part of the matter will get adjusted automatically.
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| Figure 1.1 Adding/deleting text |
In Figure 1.1, you will see that the word processor has inserted the newly typed phrase "But using a word processor", and "deleted the text will get adjusted automatically".
Selection:
A selection is a group of words that are put together. A word processor can perform various operation on a selection, such as copying, moving or deleting. The selection in Word appears highlighted as shown in figure 1.2. By giving the correct command, you can move or copy the selection to another place in the same document or to another document.
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| Figure 1.2 Marked text highlighted on the screen |
Moving/Copying Selection:
You can move a selection to another location in the same document or copy the text at another location with the help of a word processing. This saves the efforts of retyping the text. In figure1.3, the highlighted paragraph in figure 1.2 is moved to a new location. Also, a copy of the highlighted paragraph in figure 1.2 is copied in figure 1.4 by using the copy text command.
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| Figure: 1.3 Highlighted text in Figure 1.3 moved to a new location |
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| Figure: 1.4 Highlighted text in Figure 1.2 and copied to a new location |
Search and Replace:
With a word processor, you can search for any specified word of character in a document and replace it with another word as desired. For example, suppose you want to replace the word DISC in a document with DISK. You can simply use the search and replace feature of a word processor to do the same.
Dictionary/Grammar Check:
You can check spelling and locate error in your document by using a Word. Figure 1.5 shows the faculties available in most of the word processor packages including Word 2021. To check spelling in every word of the text you can use dictionary available in MS Word.
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| Figure: 1.5 Facilities available for checking a document in a word processor |
Character Styles and Sizes:
You can change the type and size of characters so that a printed document appears more attractive and professional. You can use bigger and bold letters for main headings. You can use italic characters to emphasize a word. Some examples of styles and sizes of characters are shown below.
Header, Footer and Page Numbering:
A header is a special text which is printed at the top of each page above the normal text.
A footer is a special text which is printed at the bottom of each page. Word can generate page numbers automatically in a document, also print headers and footers on each page.
Figure 1.6 shows the header, footer and page number printed by a Word processor on a document.
Margin and Columns:
The left and right margins are the distances between the text and the left and right edges of the paper. It is normally one inch but you can adjust it easily. You can also print text in two or more columns as in a newspaper(see figure 1.7).
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| Figure:1.7 Two columns of text in MS Word |
Justification of the Text:
Justification is the alignment of the text typed within the given margins. The text can be left, right, center or even justified. The following examples illustrate various types of the text justification (see figure 1.8).
In left justification, the text has a straight left edge and an uneven right edge.
In right justification, the text has a straight right edge and an uneven left edge.
In center justification, the text appears between the right and left edges of the paper.
In even (full) justification, the text is aligned on both the left and right margins of the page.
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| Figure: 1.8 Different paragraph justification |
Line Spacing:
In a word processor, the spacing between the lines can be adjusted. You can leave one or more blank line between every two typed lines but the default line spacing for a word processor in single line spacing. When one line is left blank between two typed lines, it is known as double line spacing. This kind of spacing is normally used for draft letters. Figure 1.9 shows as paragraph first typed in single line spacing.
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| Figure:1.9 Single and double line spacing in the text |
Tab Setting:
You can set tabs in a word processor for typing columns in a document as in the case of a typewriter. You may want to use the ruler to set Manual tab stops at the left side, middle and right side of your document.
Tables:
A tables is made up of rows and columns of cells that you can fill with text and graphics.
Tables are used to organize and present information, but they have a variety of other uses as well. You can use them to align numbers in columns, and then sort and perform calculation.
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