1. Word-Processing Basics

2. Objectives List the four basic functions of word processing programs.
Name two tools used to navigate a word
processing document.
Summarize four key features of word
Identify three standards for word-processing
documents

3. Objectives Explain how to identify document files in a list of files
Describe the benefits of selecting text.
Contrast different editing tools, such as the Cut and Copy commands, and the Undo and Redo commands.
Explain what default formatting is.

4. Objectives Identify four parts of any document that can be formatted.
Summarize the advantage of dividing a
document into sections for formatting.
Compare portrait and landscape orientation.
Describe the benefits of creating documents
in a desktop-publishing program.
Using Keyboard Shortcuts in MS Word

5. Key Terms AutoCorrect Autosave Insertion Point Pagination
Word-Processing program
Word Wrap
Clipboard
Copy

6. Key Terms
Cut
Paste
Redo
Select Text
Undo
Default
Page formatting

7. Key Terms
Sans Serif
Section
Serif
Master Page

8. Introduction
1n 1968, IBM first used the term word processing. The term described machines that could be used to type a document, remember the typist’s keystrokes, and produce more than one copy. With this new tool, workers saved time.

9. Functions of Word Processing-Program
Word-processing programs are used for creating
and printing text documents. These programs
have four functions:
Writing – entering text and symbols into a
document Editing – revising or reorganizing the
text
Formatting – changing how the text looks on
the page
Printing – producing a printed copy
See the next three slides

10. Writing
Editing

11. Formatting

12. Printing

13. Use of Word Processing
Word-processing programs can be used to create almost any kind of printed document, such as letters, reports, and brochures. They can also be used to create calendars, return address labels, and labels for homemade CDs. Word Processing Application is the most used by people than any other application. “Why?”

14. Working with a Word-Processing Document
When you open a word-processing program, a new blank document is created. It looks like a blank piece of paper on the screen. In MS Word 2010, you can create another document at any time by clicking the File tab, clicking the New Document command, electing Blank Document, and clicking the create button.

15. Working with a Word-Processing Document
In Windows OS, most word-processing programs allows you to create a new document by pressing Ctrl+N (hold the Ctrl key and press N). In Mac OS, this similarly done by pressing Command+N. Every time you create a new document you need to save it. Click the Save button on the Quick Access Toolbar (looks like a Floppy Disk Icon). When the Save As dialog box opens, name your document.

16. Working with a Word-Processing Document
Insertion Point – shows where the text you type will appear. It moves as you type. Scrolling – As you write, you might want to reread or change something you wrote earlier. That is made easy by scrolling using the mouse or keyboard up and down arrows to move through the document. See the next slide

17. Click the File tab to begin creating a new document.
Save Button
Click the File tab to begin creating a new document.
Scroll bar
Insertion Point
Document area

18. Basic Features Most word-processing programs have these features
to help you write, edit and save your work.
With word wrap, the program automatically
starts a new line, or “wraps” the text , when the
current line is full.
When a page is full, the pagination feature
automatically division or starts a new page. You can
also force a new page by inserting a special
character, called a page break.

19. Basic Features (Continued)
The AutoCorrect feature fixes common
spelling mistakes as they are typed. You can turn off this feature or modify it to accept unusual words that you often use.
The AutoRecover or autosave feature
protects you from losing work. It does so
by automatically saving a document as
often as you want. If the computer shuts
down accidentally, you can retrieve the
most recently saved version.

20. Text wraps automatically at the right margin.
Page Break will move the text below to the next page.
Page Break

21. Typing Standards for Word-Processing Documents
As you write, keep in mind three standards of style to
make your work look professional.
Two Standards are met automatically by many
programs. They change two hyphens (--) to an em
dash (-). They also convert quotation marks to curly
quotation marks, or “smart quotes.”
One standard is not automatic – you have to
remember to do it. This standard is to type one space,
not two, between sentences.

22. Editing a Document
Opening a Document for Editing Editing can take place at any time after you have created the document. You can go back and edit what you recently entered, or you can edit a document you created, saved, and closed. You can use a word-processing program’s Open Command to open file, or you can use your Operating system’s file management features to find files on a disk (hard drive). In Windows, file names have extensions, such as .txt, .rtf, docx (Word 2010), or .wpd, although these extensions may be hidden from view.

23. Editing a Document
Selecting Text Usually, people edit more than one character at a time. The select text feature lets you highlight anything from a word to a whole document. Then you can delete it, move it, copy it, or change its formatting. To select text, simply click and drag the mouse over the text you want. Most programs also let you select text by using the keyboard. You hold down the shift key while you use the arrow keys and other keys to select the text. Selected text is highlighted on the screen; that is, it appears with a different background color.

24. Cutting, Copying and Pasting
Two common reasons for selecting text are Cutting
and Copying. Both actions place the text on the
Clipboard.
The Clipboard stores cut or copied text while you
work. Once you close the program or shut down
the computer, items on the Clipboard are no longer
available.
The Cut command removes the selected text
from a document and places it on the Clipboard.
The Copy command places a duplicate of the
selected text on the Clipboard.

25. Cutting, Copying and Pasting
Pasting command is used to insert an item copied or Cut to the Clipboard. Simply place the insertion point where you want the item to appear. Then, click the Paste icon on the Clipboard group of the Home tab or press CMD V or Ctrl+V. The copied item or text appears where you want it.
Cut
Paste
Copy
Commands in the Home tab, Clipboard group

26. Cutting, Copying and Pasting
Using Cut and Paste – Moving a sentence from the middle of a paragraph to the beginning can be done by selecting and dragging it. You can use Cut and Paste to move that sentence farther – for example, to another page – or to move text or a graphic from one document to another. You can even open a new window, paste the text you cut from another document, and save the pasted text as a new document.

27. Cutting, Copying and Pasting
Using Copy and Paste – Copying and pasting saves time when you need to repeat some text. You can also copy and paste to bring a graphic from one document into another. Undoing and Redoing – Word-processing programs have commands that can undo or cancel and edit. If you delete a word by mistake, you can use the Undo command to put it back. Many programs also have a Redo command. You can use this feature to put a change back in effect after canceling it with Undo.

28. Merging in MS Word
Merging – Most word-processing programs have a mail merge feature you can use to generate customized form letters, mailing labels, envelopes, and even s. You create a word-processing document that includes the content you want everyone to receive and then merge it with a data source of customized information, such as names and addresses.

29. Formatting a Document
Appearance is Important A document’s formatting – its appearance – is sometimes as important as its contents. This is why word-processing programs have so many tools to format documents. Word-processing programs include many preset formats, called defaults. The program applies these formats automatically, unless you change them.

30. Formatting a Document Formatting Characters
Character formatting lets you change the
look of letters. Three primary formats are
applied to Characters:
The font is the family used.
Font size is the height of characters,
measure in points. One point equals 1/172 inch.
Font styles are characteristics such as
boldface and italic.

31. handwriting. Decorative
Formatting a Document
Formatting Characters
There are four general categories of fonts. Serif
Fonts, such as Times New Roman, have Serifs,
or lines projecting from the ends. They are easy
to read and are often used for document text.
San Serif Fonts, such as Arial, do not have
Serifs, and are often used for headings. Script
Fonts are used to simulate
handwriting. Decorative
Fonts have embellishments such as a curlicues

32. Formatting a Document Formatting Paragraph
A paragraph is any text that ends with the
press of the Enter key. Whenever you press
Enter, you create a paragraph. You can
change many paragraph formats, including:
Alignment – This is the way a paragraph
lines ups between the page’s left and right
margins

33. Formatting a Document Formatting Paragraph
Line spacing – This is the amount of space
between the lines of the text in a paragraph
Indentation – This is added space between a
margin and the text.
Tabs – These are stops placed along a line.
Pressing the Tab key moves the insertion point
to the next stop. Tabs can be used to align text
in tables or columns.

34. Formatting Sections Formatting Pages
Page formatting affects how and where text is
positioned on the page. The main features in
page formatting are:
Orientation – Text can be printed in one or
two directions, or orientations. In Portrait
Orientation, text is printed down the page’s long
edge, creating a page that is taller than it is wide.

35. Formatting Sections Formatting Pages
Orientation – In Landscape Orientation, text is
printed down the page’s short edge, creating a
page that is wider that it is tall.
Headers and Footers – This is special
information placed at the top of the page –
headers – or at the bottom – Footers. These
placeholders can show page numbers, the date,
or the document’s title.

36. Basics of Desktop Publishing
Publishing from a Desktop Desktop-publishing (DTP) programs are used to create high-quality publications that look as if they were produced on a printing press. They can be used to do some of the same tasks as word-processing programs, but they greatly expand design options so you can create high-quality documents.

37. Basics of Desktop Publishing
Designing the Layout Master Page – The most important task and the one that is done first – is designing the document’s layout. The Master Page provides the pattern for all pages to follow and sets the basic features of the document’s look, including: page size and margins, number and width, and space between columns. Also, Font size and types.

38. Using Short-Cut Keys Navigation
Common Keyboard Shortcuts
Command
Windows
Macintosh
Boldface
Ctrl + B
Command + B
Italic
Ctrl +I
Command + I
Underline
Ctrl + U
Command + U
Cut
Ctrl + X
Command + X
Copy
Ctrl + C
Command + C
Paste
Ctrl + V
Command + V
Select All
Ctrl + A
Command + A
New Page
Ctrl + N
Command +N