Word Module

  • What exactly is word processing? Word processing involves the creation, editing, manipulation, storage and printing of text with the help of a word processing program. To manipulate text we are referring to inserting text, deleting text, moving text, copying text, correcting spelling errors and much more. Using a word processor you can create documents such as letters, pamphlets, text documents, posters, reports etc.

    Advantages of Word Processing

    • It prevents unnecessary duplication of documents when changes have to be made because it is not necessary to retype the entire document.
    • Editing is easy and saves time.
    • Saving of copies takes little space and documents can be retrieved again for editing.
    • The layout of a document is easy to set up and manage. Page length and margins can be determined and changed quickly.
    • The quality of the final text is neater, character style can be changed.
    • Mail merge and spell checks can be done.

    Disadvantages of Word Processing

    • You need a computer and it is not cheap.
    • Application software must be updated frequently.
    • A working knowledge of word processing is essential.
    • It is impractical for short texts.
    • Information can be lost due to power failure and damaged disks/ drives.

    Microsoft Word

    After starting up your computer, you will either be taken immediately to your desktop or you might be required to ‘log in’ depending on your settings. The centre’s computers are set to ask for a log in. Use your regular log-in procedure to get to the desktop. Click on the Microsoft button in the bottom left hand side of the screen to launch your program.

    • Microsoft Button
    • All Programs
    • Microsoft Office
    • Microsoft Word

    When the program opens it will look like the image below. A separate application window will open and if you look at the task bar at the bottom of the page you will see the Microsoft Word icon has now appeared there. This tells you that word is open.

    The Ribbon

    The ribbon consists of 10 tabs, each tab contains various groups which each have different functions. Since this is a beginner course we will not be using all the tabs but we will still quickly go through them.

    The ribbon tabs are:

    • File
    • Home
    • Insert
    • Page layout
    • References
    • Mailings
    • Review
    • View
    • Add-Ins
    • Acrobat

    All the commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

    Saving a document

    Once you have finished working on your document you need to follow the following procedure to save your document.
    • Click on File
    • Click on Save

    A save dialogue box will open, find the correct folder where you want to save your work, the computer will open by default to My Documents, find the correct folder you want to save your document in.

    • Click on the Name bar
    • Type in the name of the document
    • Click on save

    Opening an existing document

    Click the File tab, and Click Open or (Press CTRL+O) If you have recently used the document you can click on the button called Recent Documents, a list of all the recent documents will be shown on the right hand side of the screen, simply click on the document you require. If the document you want is not there; Click the File tab and click Open or (Press CTRL+O) In the dialogue box move to the folder you require, click on the document to select it and click on open.

    Typing and inserting text

    To enter text, place your cursor where you want the text to be and simply start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button.
    The keyboard shortcuts listed below are also helpful when moving through the text of a document:

    Move ActionKeystroke
    Beginning of the lineHOME
    End of the lineEND
    Top of the documentCTRL+HOME
    End of the documentCTRL+END

    Selecting Text

    To change any attributes of text it must be selected first.
    You select the text by dragging the mouse over the desired text while keeping the left mouse button pressed. Below are the shortcuts for selecting a portion of text.
    Selection Technique
    Whole word: double-click within the word
    Whole paragraph: triple click within the paragraph
    Several words or lines: move the cursor to where you want to begin
    Selecting: click the left mouse button and drag the mouse over the words.
    Entire document: click on the editing button on the Home tab, select, select all or CTRL+A
    To deselect the text: click anywhere outside of the selection on the page or press an arrow key on the keyboard.

    Inserting Pictures aand Clipart

    Place your cursor in the document where you want the illustration/picture
    • Click the Insert Tab on the Ribbon
    • Click the Picture button/Clipart button
    • Browse to the picture you wish to include:
    • Click the Picture
    • Click Insert
    Pictures, once inserted can be modified to suit your needs. Backgrounds can be removed, colours can be enhanced or changed, borders and shadows can be added and images can be resized. To resize an image, Select the image Move the mouse to the image handles that appear at the corners of the image Click and drag to make the image bigger or smaller. The crop tool will cut off sections of the image.

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