Word Processing1

2 Word Processing f What you need to know about: –entering text; –word-wrap; –alter text alignment; –line spacing –alter text style. –alter page size & layout –set margins

Word Processing3 Features you need to know Entering text Text is usually entered by typing at the keyboard. Text can also be captured using OCR software and a scanner

Word Processing4 Word-wrap If you type a word at the end of a line of text and there is not enough room, Word- wrap automatically moves it on to the next line rather than leaving part on one line and part on the next. Features you need to know

Word Processing5 Features you need to know Alter page size Your page size is usually set to A4, but you can change it easily by a simple click of the mouse.

Word Processing6 Alter page layout You can change the layout of a page by altering the margins, changing the positions of the headers and footers, by setting up columns on a page or by changing the layout from portrait to landscape. Features you need to know

Word Processing7 Features you need to know Page breaks You can make your document begin a new page at any point.

Word Processing8 Alter alignment Changing text alignment is changing the way text lines up on the page. It can be: left-aligned: lined-up with the left margin right-aligned: lined-up with the right margin Features you need to know

Word Processing9 Alter alignment centred: lined-up with both margins, an equal space between both left and right margins Features you need to know

Word Processing10 Justify: the software adjusts the spacing between words so that both edges of the text are even. Features you need to know Justify: the software adjusts the spacing between words so that both edges of the text are even

Word Processing11 Features you need to know Changing alignment is a simple matter of highlighting the text and selecting the correct icon.

Word Processing12 Features you need to know Line spacing: Line spacing is used to put more space between lines of text. This makes it easier to read and also allows comments to be added to print outs. LS can be single space or Double spaced. Double the space between each line

Word Processing13 Features you need to know Set margins You can set the margins by using the controls at the top of your page. The left margin The right margin The margin controls The ruler

Word Processing14 Alter the text style This lets you change the appearance of the text, for example by making it bold, italics or underlined. Represented by the icons on the toolbar Features you need to know B I U

Word Processing15 Word Processing g What you need to know about: –standard paragraphs; –search and replace; –spelling check; –grammar check –tabulation; –tables –page breaks

Word Processing16 Standard paragraph A paragraph that is typed, saved and then used in many documents over and over again. Especially useful in legal documents, when house buying or in the writing of wills. You can save paragraphs of text that are used frequently and then insert them into documents as you need them. This can save a lot of time. Features you need to know

Word Processing17 Features you need to know Search and replace This is a really useful feature. It looks for a word or phrase you want changed and then changes it for you automatically.

Word Processing18 Spellchecker Checks your document for words that are not in the applications dictionary Highlights any unknown words You decide if they are misspelled Offers alternatives Some things escape the spellchecker, for example correctly spelt but wrong words such as ‘there’ instead of ‘their’. Features you need to know

Word Processing19 Features you need to know Grammar check It is a good idea to check the grammar to make sure your text is sticking to the rules of the English language.

Word Processing20 Tabulation (TAB) By placing tab stops along the text ruler at any position you want you can produce columns of neatly arranged text. Tabs are less frequently used today and have been replaced by tables Left tabCentre tabRight tab

Word Processing21 Features you need to know Table A table is made up of rows and columns and is used to help organise the way in which text is laid out on a page. It is very useful when you are typing up lists or columns of information, or placing graphics beside text. NameAgeAddressTel No. Paul1013 Rue le Day Joules99Barbican St

Word Processing22 Word Processing c What you need to know about: –standard letter and mail merge; –create template; –edit scanned text from OCR.

Word Processing23 Standard letter The same letter that is used time and time again and sent to lots of people. When it is typed no details of names and addresses are entered. These details are inserted later automatically, usually from a database file using the process known as mail-merge. Features you need to know

Word Processing24 An example of a standard letter Dear *** ********* The school will be closing Friday 3 th of October and ******** will be have to wait in the assembly hall until the bus arrives at 3.35pm unless you wish to make alternative arrangements.

Word Processing25 Mail merge The process of mail merging takes data from a source file, usually a database file but it can be a spreadsheet or even a table in a word-processing document, and inserts it into the previously prepared standard letter and then sends it to the printer. Features you need to know

Word Processing26 Pupils who need transport file titleSurnamePupilsfirstname MrsCrookerLynne MrBrittleGary MrsJacksonJackie MsGuthrieLiam

Word Processing27 An example of a standard letter with fields inserted Dear The school will be closing early on Friday 3 th of October and will have to wait in the assembly hall until the bus arrives at 3.35pm unless you wish to make alternative arrangements.

Word Processing28 An example of a standard letter with data inserted after mail merge Dear MrsCrooker The school will be closing early on Friday 3 th of October and Lynne will have to wait in the assembly hall until the bus arrives at 3.35pm unless you wish to make alternative arrangements.

Word Processing29 An example of a standard letter with data inserted after mail merge Dear Mr Brittle The school will be closing early on Friday 3 th of October and Gary will have to wait in the assembly hall until the bus arrives at 3.35pm unless you wish to make alternative arrangements.

Word Processing30 Creating a templatetemplate A template has the structure of the document already in place For example it might have text boxes, text sizes, fonts and styles already in place so that you can start using it right away a template can save you lots of time Features you need to know

Word Processing31 Optical character-recognition (OCR) You need a scanner and OCR software OCR software enables you to edit text that has been scanned directly from a page OCR software then enables you to load the file into a word-processing document and add to it or alter it as you need to. Features you need to know

Word Processing32 OCR is used because it means you can input text without having to spend time at the keyboard. Time saved can be a big advantage to any user but especially so to business users. Features you need to know

Word Processing33 Character set A character set is all of the characters, symbols and numbers that can be produced by a keyboard Different languages will have different character sets

Word Processing34 Character sets