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Slide 1 Word Processing. Slide 2 What is a word processor? A word processor is a computer that you use for writing, editing and printing text. A dedicated.

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Presentation on theme: "Slide 1 Word Processing. Slide 2 What is a word processor? A word processor is a computer that you use for writing, editing and printing text. A dedicated."— Presentation transcript:

1 Slide 1 Word Processing

2 Slide 2 What is a word processor? A word processor is a computer that you use for writing, editing and printing text. A dedicated word processor is a system that can only be used for word processing. Why use a word processor? You can type your work at the keyboard and print it out when you need it (this printout is called a hard copy ).You can save your work to disk and use it again. You can make whatever changes you want to your work.

3 Slide 3 Word Processing 2Text Redrafting Allows the user to edit a document or letter by moving, deleting or copying words, characters, whole sentences or paragraphs 1Word Wrap If a word does not fit into the space at the end of a line it is carried to the start of a new line automatically 3Text Style The style of the text can be changed to Bold Italic or underline Main Features Word processors have all the features that are found in all general purpose packages such as Open, Save,Print. They also have features special to word processing such as:-

4 Slide 4 4Text Formatting Allows the user to change the font size, font style, font colour, line spacing and alignment. 5Page Break Allows the user to end a page and start a new page whenever they want. This is useful when you want to keep paragraphs together to make the document neat and professional 6Page Setup Allows the user to change the margins to make the width and length of the page bigger or smaller and to change the layout of the page to landscape or Portrait Also used to change the size of the page eg A3 or A4

5 Slide 5 7Text Alignment LeftText lined up on the left-hand side of the page. RightText lined up on the right-hand side of the page. CentreText lined up in the centre of the page. FullText has extra spaces so that the left-hand and right-hand sides are both lined up. Left Centre Right Full

6 Slide 6 8Spell Checker. When a user selects the spell check facility (i)Each word in their document is compared with a dictionary file containing approximately 50,000 words. (ii) Any word not found is highlighted and alternatives offered to the user. (iii) The user selects either ignore or replace with one of the alternatives offered. Some up to date spellcheckers have an auto correct facility which automatically corrects spelling without asking. For example if the user types teh instead of the An auto correct facility would automatically change it.

7 Slide 7 Spellcheckers do have limitations though and a user must always remember to proof read (read through their document) to make sure that it is error free. Some of the errors that a spell checker may miss are to instead of too or twotheir instead of there you instead of yourwhere instead of were Another limitation is that a spell checker does not recognise peoples names, towns and abbreviations. This is because they are not in the dictionary. However the spellchecker can learn new words by adding them to the dictionary

8 Slide 8 9Grammar Check Works in a similar way to a spell checker, by highlighting sentences that it thinks contain grammatical errors and suggesting alternative words or phrases. 10Others Word count and Thesaurus 11Templates Are prepared layouts and are used when a certain type of document is used often. In Microsoft Word there are many templates eg Letters Memos, CVs, and Reports. Anyone can create a template eg a school or business may wish to make a template for a Letterhead

9 Slide 9 12Tabulation Instead of using the spacebar to lay out columns of text you should always use the Tab Key on the keyboard. This means that all columns will line up evenly and give a quality look to a document. One One One £372.34 Two Two Two £5.90 Three Three Three £87.00 Fifteen Fifteen Fifteen £0.23 There are different types of tabs Left Centre Right Decimal

10 Slide 10 13Tables As an alternative to tabs tables can be easily created and automatically formatted to give a professional presentation. Tables also have the advantage of being able to carry out simple calculations and to provide a data source for mail merging.

11 Slide 11 14Search and Replace Most word processing packages have the facility to replace all or selected occurrences of a word (or phrase) with another word (or phrase). In Microsoft Word it is called Find / Replace.

12 Slide 12 There are several options: (i)Selective search and replace shows you each word before changing it and asks you to confirm this. (ii)Global search and replace replaces every occurrence of a word throughout the whole document without asking you to confirm each change. (iii) Find whole or part of a word. Eg search for SMART whole word: will only find the word smart Part word : in addition to smart will find all words which incorporate the word smart including smarties, smartipants... (iv)Case sensitive

13 Slide 13 15Standard Paragraphs Sometimes different letters use the same paragraphs. Standard paragraphs are stored as separate files and a combination of these paragraphs can be used to make a document. Example: In a lawyers office there are lots of legal terms and conditions that have to be incorporated into various legal documents. Having standard paragraphs saves having to type the same thing in again and again. A legal contract could be made quickly using standard paragraphs.

14 Slide 14 16Standard Letter A standard letter is letter saved as a file and can be used again and again. It has spaces left for personal details such as names and addresses and dates of appointments. Example: every month a bank sends out a letter to customers who have overdrawn their accounts: The following slide shows an example of a letter sent to these customers

15 Slide 15 Dear {Name} {Name} {Address} {Town} {Postcode} High Street Bank Main Street Glasgow You have overdrawn account no.{number} by £{amount} this month. Please call in to the bank on {day and date} to discuss this situation with the bank manager. Yours sincerely Manager

16 Slide 16 The personal details {in brackets} that are inserted into a standard letter are usually stored as records on a database file or a table in a word processor. Taking the details from the database/table and putting them in a standard letter is called a mail merge. Steps Taken to produce a mail merge 1Create standard letter using a word processor and save as a file 2Create data source using a database or table in a word processor and save as a file 3Use the mail merge feature in a word processor and merge the two files together.

17 Slide 17 17 Printer Drivers When you purchase a printer you also get software called a Printer Driver. This software allows the printer to understand the codes that the word processing software is sending it. For example the word processor will have a special code for underlining text and the printer driver will translate this into the appropriate code for the printer being used

18 Slide 18 18 Optical Character Recognition (OCR) This is software that allows text to be scanned and converts it into a word processed document. Sometimes though characters can be recognised wrongly eg a 1 (one) and l (letter) and so an OCR document has to be carefully proof read. Features of word processors eg spell checker and search and replace will help the user to edit an OCR document to correct any mistakes.

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