COMPILED BY: WESLEY M. NYANDIKA 1

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1 MICROSOFT WD Word processing is the activity of entering, editing formatting, storing and printing text. It involves the use of word processors. Word processor: is a program or software package that has the facility to process documents. E.g MSWord Word perfect Word star MultiMate Features of a good word processor 1. has the ability to store typed documents 2. ability to print preview before printing 3. ability to insert, overwrite, delete, words, paragraph or sentence 4. Ability to copy cut and paste sections of a text without retyping. 5. Ability to print a document 6. Ability to search and replace words within a document 7. Ability to scroll through text using cursor and scroll bars 8. Ability to word wrap 9. Ability to set margins, line spacing, page break, set tabs and page numbers 10. Ability to minimize, maximize and close texts. COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 1

2 Menu Bar Title Bar Formatting tool bar Minimize button maximize button Closing button Ruler Standard tool bar Vertical scroll bar Status bar Drawing tool bar Horizontal scroll bar COMPILED BY: WESLEY M. NYANDIKA 2 Scroll Buttons Work area

3 Microsoft word processor screen layout Title bar: shows the name of the document Standard tool bar: contains buttons/icons that are used for performing some shortcut actions quickly. Formatting tool bar: contains icons for formatting shortcut Menu bar: contains a list of activities from which other options to be performed on the text can be picked from Ruler: gives information about indents, margins and tabs Scroll bars/buttons: used for moving through the text Concepts of word processing 1. creation of a document 2. saving of a document 3. retrieving of a document 4. closing of a document 5. exiting of a document 1. Creation of a document click on FILE choose NEW from the pull down menu in the dialog box that appears choose BLANK DOCUMENT click on CREAT/OK Click on the NEW icon Press Ctrl +N 2. Saving a document Two types are involved: Save a new document COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 3

4 Save changes to an existing document Save a new document Click on FILE Choose SAVE AS On the dialog box that appears specify the I. File name II. Location to save Click on SAVE Click on the SAVE icon Press Ctrl+S Save changes to an existing document Click on FILE Choose SAVE Click on the SAVE icon Press Ctrl+S 3. Retrieving a document 1. Click on FILE 2. Choose OPEN 3. In the dialog box that appears specify the name of the document you want to open 4. Click on OPEN COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 4

5 Click on the OPEN icon Press Ctrl+O 4. Closing a document We normally close an active document i.e. the document on which you are working on 1. Click on FILE 2. Choose CLOSE Click on the CLOSE icon 5. Exiting a document 1. Click on FILE 2. Choose EXIT Click on the EXIT icon Editing features of word processing: 1. selecting of a text 2. moving of a text 3. copying of a text 4. deleting of a text 5. inserting and overwriting 1. Selecting a Text Is the process of highlighting text on a given screen It is for the propose of performing any action on a given text COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 5

6 Can be achieved through various ways 1. To highlight a single word, click at the beginning of the first letter and while still holding down the left mouse button drag up to the point you want/ end of the word. You can always drag up to the end of the sentence if you want to highlight the whole sentence 2. To highlight the sentence at once, position the cursor to the left most part of the margin, the cursor will change to a right pointing arrow. Click ones to highlight the whole sentence. 3. To highlight more sentences upward or downwards drag either downward or upwards. You can also use the arrow keys companied with the shift key to highlight text. 1. To highlight one word, hold down the shift key then use either left or right arrow up to the end of the word. 2. To highlight the whole sentence hold down the shift key then press the End key 2. Moving a text Text can be moved from one location to another that is either one word, the whole sentence, paragraph or the whole document. It can be achieved through CUT and PASTE 1. highlight the text you want to move 2. click on EDIT 3. choose CUT the highlighted text disappears from its original place 4. Position the cursor where you want the text to be located. 5. Click on EDIT 6. Choose PASTE 1. Highlight the text 2. click on the CUT icon 3. position the cursor where you want the text to be located 4. click on the PASTE icon 1. highlight the text 2. press Ctrl+X COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 6

7 3. place the cursor where you want the text to be located 4. press Ctrl+V 3. copying text 1. highlight the text 2. click on EDIT 3. choose COPY 4. position the cursor to the new location 5. Click on EDIT 6. choose PASTE 1. highlight the text 2. press Ctrl+C 3. place the cursor where you want the text to be located 4. press Ctrl+V 4. Deleting text Achieved by: DELETE key and BACK SPACE key Delete key erases to the right Back space key erases to the left 1. highlight the text to delete 2. Press the DELETE or BACK SPACE key. 5. inserting/overwriting In WD text can be inserted between already existing text. WD normally works in the INSERT MODE that is the newly typed text is positioned between the already existing text WD can also change to the OVERWRITE MODE that is the newly typed text replaces the already existing text COMPILED BY: WESLEY M. NYANDIKA 7

8 One can switch between the INSERT and the OVERWITE mode by pressing the INSERT KEY or double click on the OVR 6. Find/search and replace This is feature that allows one to find a given word and replace it with a new one 1. click on EDIT 2. choose FIND/SEARCH 3. In the dialog box that appears specify the word or phrase you want to find. 4. click on FIND NEXT to find the word 5. to replace the word, specify the new word or phrase in the dialog box 6. Click on REPLACE ALL to replace all the occurrence of the found word. Proof reading a document Proof reading means checking through the text for any grammatical or spelling errors before correcting It can be achieved by: 1. Spelling and grammar check 2. Thesaurus 3. Autocorrect 1. spell and grammar check WD automatically detects spelling and grammar errors while typing To correct this: 1. click on TOOLS 2. choose SPELLING AND GRAMMAR 3. a dialog ox appears showing the wrongly spelled word and the relative correct suggestions 4. choose the correct suggestion 5. click on CHANGE to correct the misspelled word or CHANGE ALL to correct all the misspelled words COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 8

9 6. Click on IGNE to leave the word as it is or click on IGNE ALL to leave all the words as they are. 2. Thesaurus Is a feature that allows the user to get words of a similar meaning to the selected words 1. select the word/ phrase 2. click on TOOLS 3. choose LANGUAGE then THESAURUS 4. a dialog box appears indicating the word you highlighted and the related synonyms 5. choose the synonym 6. click on REPLACE 4. Auto correct Is a feature that allows one to automatically correct errors while typing 1. click on TOOLS 2. choose AUTO CRECT 3. In the dialog box click in the check box having correct spelling as you type. 4. click on OK WD also provides the AUTO COMPLETE feature which automatically completes some specified standard words on typing the first character. UNDO/ REDO Undo It is to reverse the earlier done activity Redo Performing an earlier reversed activity 1. click on EDIT 2. chose either UNDO or REDO COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 9

10 Click on the UNDO or REDO icon Text formatting It involves the performing of various activities on the highlighted text to enhance its appearance as per the users needs Activities performed include: bolding italic underlining fonts drop caps superscript/subscript change case Bold/Italics/Underline/Fonts/Superscript/Subscript 1. highlight the text 2. click on FMAT 3. choose FONT 4. In the dialog box that appears specify various options you want to choose e.g. Bold-make the text bold Italics-italize the text Underline-underline the text Font size (12, 14, 20.) - Type (Times New Roman ) 5. Click on OK Or 1. Highlight the text 2. Click on the respective icons from the formatting tool bar COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 10

11 Drop Cap Is a situation whereby the first letter of the first word of the first paragraph is dropped by a specified number of lines, as shown bellow: W 1. highlight the character to be dropped 2. click on FMAT 3. choose DROP CAP 4. In the dialog box choose the DROP CAP format that you want, the number of lines you want it to drop by. 5. click on OK Change Case Text can be either in lowercase or uppercase 1. highlight the text 2. click on FROMAT 3. choose CHANGE CASE 4. In the dialog box specify the type of case you want. E.g. Sentence case: all first characters in the sentence are capitalized Title case: all the first characters of each word are capitalized Toggle case: is a mixture of upper and lowercase 5. click on OK Bullets and numbering 1. highlight the text 2. click on FMAT COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 11

12 3. choose BULLETS AND NUMBERING 4. Click on the BULLETS TAB if its bullets you want to insert or click on NUMBERED TAB if its numbers you want to insert. 5. Choose the type of bullets or number you want 6. Click on OK Columns Procedure 1. Highlight the text 2. Click on FMAT 3. Choose COLUMNS 4. In the dialog box that appears choose the columns that you want and specify the number of columns. 5. Choose line between if you want the columns to be divided by a line 6. Click on OK. Page Formatting 1. page layout 2. page setup Page setup 1. Page orientation: This refers to the positioning of the page in relation to the text There are two types of orientations: landscape portrait Landscape Appears in a wide format with the horizontal lines being the longest Portrait Has the vertical lines being the longest COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 12

13 1. click on FILE 2. choose PAGE SETUP 3. in the dialog box click on the PAPER SIZE tab and specify the orientation 4. click on OK Headers and Footers Header: is the text that appears at the top of every page Footer: is the text that appears at the bottom of every page 1. click on VIEW 2. choose HEADER and FOOTER 3. in the dialog box type in the HEADER or FOOTER 4. click on CLOSE Margins A margin is a vertical or a horizontal line within which text is typed. 1. click on FILE 2. choose PAGE SETUP 3. in the dialog box click on the MARGIN tab 4. specify the top or bottom, left or right margins 5. click on OK Tabs Are normally used for creating columns 1. Click on FMAT 2. In the dialog box choose a value of the tabs steps from the tab stop position 3. Choose the type of TAB i.e. left, right, or center 4. Click on the SET BUTTON followed by OK COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 13

14 Tables A table is an intersection of rows and columns Creation of Tables 1. click on TABLES 2. choose INSERT TABLE 3. in the dialog box specify the number of rows and columns 4. click on OK Entering data in a table Click in any cell you want to enter the data and type in the text you want. Editing tables 1. Resizing rows/columns To resize the rows, position the cursor on the row line until it changes into a 2side pointed arrow Press down the left mouse button and while still holding it down drag upwards or downwards. 2. inserting rows/columns To insert a row 1. place the cursor where you want to insert the row 2. click on TABLES 3. choose INSERT 4. Specify row bellow or above. To insert a column 1. place the cursor where you want to insert the column 2. click on TABLES COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 14

15 3. choose INSERT 4. Specify column to the left or right 3. Deleting rows/columns 1. select the row or column to delete 2. click on TABLE 3. choose DELETE and specify either column, row or cells 4. Merging rows/columns It refers to combing of one cell or tables 1. highlight the cells to be merged 2. click on TABLE 3. choose MERGE CELLS 4. splitting rows/columns/cells Refers to subdividing of a cell or cells 1. highlight the cells to be split 2. click on TABLE 3. choose SPLIT CELLS 4. a dialog box appears that lets you specify the number of rows/columns to be split Formatting tables (borders and shading) This feature allows you to choose the boarder style and shading 1. click on TABLES 2. choose TABLE AUTOFMAT 3. in the dialog box, under the FMAT list choose the format you want which will apply to borders, shading, font and color 4. click on OK COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 15

16 Table conversions 1. table to text 2. text to table 1. Table to text 1. select the entire table/row/column you want to convert to text 2. click on TABLE 3. choose CONVERT 4. specify TABLE TO TEXT 5. a dialog box appears asking you to specify how they will be separated e.g. paragraph 6. click on OK 2. Text to table 1. select the text you want to convert to table 2. click on TABLE 3. choose CONVERT 4. specify TEXT TO TABLE 5. a dialog box appears asking you to specify how they will be separated e.g. paragraph, commas, tabs or other characters 6. click on OK Importing tables It enables one to import tables from one application into existing file 1. Click on INSERT 2. choose OBJECT COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 16

17 3. from the OBJECT TYPE select the type of object to insert e.g. an excel table or click on CREAT FROM FILE option which allows you to select any other table you wish to insert 4. click on OK Sorting 1. highlight the text list or table you want to sort 2. click on TABLE 3. choose ST 4. select the type of data to be used when sorting that is text, number, e.t.c 5. click on either ascending or descending 6. click on OK Mail-Merge Is a feature that enables you to generate letters or documents by combining the main document which is the letter with an existing data source that is name and address list In mail merge 3 items are created 1. primary file: main document 2. secondary file: data source 3. merged file: letters To create the main document: 1. click on FILE 2. choose NEW 3. blank document appears 4. type your letter Make sure you also type the data source and save it While in the main document (letter) 1. click on TOOLS 2. choose MAIL MERGE COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 17

18 3. a mail merge dialog box appears having 3 options 4. click on CREATE BUTTON then choose FROM LETTERS Select active window as the main document, this means that the currently running document will be the form letter that will be merged with the data source. 5. click on GET DATA 6. click on OPEN DATA SOURCE to use an existing list of names and address To create a new list of names and addresses click on CREATE DATA SOURCE 7. once you finish inserting the merge fields click on MERGE TO NEW DOCUMENT Automatically word will allocate the letter (main document) to each name and address (data source) To merge to a printer click on the merge to printer icon on the mail merge tool bar To send merged document via click on the merge button on the mail merge toolbar, in the dialoq box that appears select or fax, click the setup button to specify address or faxing number then click merge button. Inserting of graphics Graphic refers to non text images generated by a computer. Graphics or images can be inserted from various sources. From gallery 1. position the cursor where you want the image to be inserted 2. click on INSERT 3. choose PICTURE 4. select CLIP ART 5. On the dialogue box that appears specify/type the category of picture to insert 6. Double click on the image you want and it will be automatically inserted. Graphics can be inserted from various sources 1. from a scanner 2. from another file COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 18

19 To insert from a scanner: 1. position the cursor where you want the image to be inserted 2. click on INSERT 3. choose PICTURE 4. specify from scanner or camera 5. Double click on the image you want and it will be automatically inserted. To insert from another file: 1. position the cursor where you want the image to be inserted 2. click on INSERT 3. choose PICTURE 4. specify from File 5. specify the location from which to choose from e.g. flash drive, hard drive e.t.c 6. Double click on the image you want and it will be automatically inserted. Editing and formatting graphics 1. Resizing 2. enhancing 3. cropping Involves removing of unwanted parts of an image 4. updating Involves making some adjustments on the image Printing a document Print preview: This enables you to view the document before printing 1. click on FILE 2. choose PRINT PREVIEW Click on the print preview icon COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 19

20 Printing 1. click on FILE 2. choose PRINT 3. a dialog box appears for you to specify : type of printer what to print page orientation number of copies 4. click on PRINT Press Ctrl+P COMPILED BY: WESLEY M. NYANDIKA wesleynyandika@yahoo.com 20