Word Processing (10)

 Word Processing:

Word processing software: The software which is to designing brochures and type biography, typing printing and process the text and word etc.

Types of word processing:

1. Microsoft word:

•  One of the most well-known and widely used word processing applications on the market is Microsoft word.
• Microsoft corporation first released this program to the market in 1989.

2. Word Perfect: 

• Word Perfect is a word processing applications from Corel Corporation.
• Word Perfect was popular in the early 1990s.

3. Lotus Word Pro:

• It is produced and distributed by IBM Corporation.

4. iWork Pages:

• A page is a word processing program offered by apple Incorporated.
• It is a part of Apple's iWork of program.

Microsoft word : Most used Program

• Designed by Microsoft.
• Office 4.3 first processing package.
• Office Package (word: use for documentation, Excel: mathematical calculation, Power point: data presentation, access: database management .
• The current versions are Microsoft Office Word 2019. 

 Some Example of word processor:

• Start Office/ Open office
• Word Pro
• 602 Text
• Word Pad
• Word Express
• Microsoft Word
• Apple Works
• GoBe Productive
• Kword
• Copy write
• Word Star
• Ablity write
• Abword
• Think free office
• Word Perfect
• Mariner write
• Nisus writer Express
• Text Shield

Default setting by Microsoft office product:

1. Font: 2003 - Time New Roman, 2007 - Calibri(Body)
2. Font Style: Normal
3. Font Size: 2003 - 12 pt. (1 point = 1/72 inch), 2007 - 11 pt
4. Alignment: Left
5. Paper size: Letter (8.5*11) Portrait
6. Orientation: Portrait
7. Margin: 2003 - (Top -1",Bottom -1",Left -1.25", Right - 1.25"), 2007 (Top -1", bottom -1", Left -1", Right - 1)
8. Text color - Black
9. Page layout - Print layout
10. Page background - White
11. Tab position - 0.5"
12. Line spacing - 2003, 1(single line), 2007 - 1.15
13. Drop cap - 3 lines
14. header and footer - 0.5 inch
15. Number of font list - minimum - 8, maximum - 72
16. Default saving - My document
17. Extension - .doc,2007 - .docx
18. default case - sentence case
19. default recently used file - 4
20. measure unit of ruler - inch

Limitation of word:

1. Zoom - 10% to 500%
2. 1 to 1638 points
3. Number of heading - 9 Level
4. Minimum Paper size - .26*.26 cm
5. Maximum paper size - 55.87 *55.87
6. Number of newspaper column 1 to 45 numbers
7. Paragraph space, character space - 0 to 1584 points
8. Number of column in Table - 1 to 63
9. Number of rows in table - 1 to 32676
10. Left/right indent - -22 to 22 inch
11. Recent file list - 0 to 9 files
12. Number of copy for printing - 1 to 32767
13. Character Scale - 1% to 600%
14. Tab stop position - 0 to 22 inch
15. Custom" paper size - 0.1" to 22"
16. header and footer size - 0 to 22 inch
17. gutter margin 0 to 22 inch
18. page margin - -22 to 22 inch
19. text box and auto shape height and width - 0 to 22 inch
20. Text box and auto shape scale - 0% to 10675%
21. drop cap line - 1 to 10 line
22. Line weight - 0 to 1584 pt.
23. Horizontal and vertical grid - 0.01" to 22
24. File size - 32 MB
25. Size of word can open - 512 MB

Limitation of  Ms word table:

1. Column - Minimum -1, Maximum 63
2. Row - Minimum -1, Maximum - 32767
3. Height of table and row - minimum - 0"or 0%, Maximum - 22" or 600%
4. Width of column - minimum 0" or 0%, Maximum - 22" or 100%

Some Page size: 

1. Letter - 8.5"*11" (Default Page size)
2. Legal - 8.5"*11"
3. A3 - 11.69"* 16.54"
4. A4 - 8.27"*11.69"
5. Screen - 6.5*5.18"

Component of document window:

1. Menu bar/Ribbon
2. Standard tool bar
3. Drawing tool bar
4. Task pane: Show/hide task page press Ctrl+F1
5. Formatting tool bar
6. Ruler and Scroll bar
7. Status bar
8. (Note: to close the document shortcut key Ctrl+ W)

Menu Bar and Tool Bars:

• MS Word 2003 contained a set of pull down menu at the top just below the title bar e.g. File, Edit, View, Insert, format, Tools, Table and Help are the menu by default.
• Tool bars are the collection of frequently required commands. It contains buttons that helps you perform actions mostly with one click.
• Standard, Formatting and drawing are the most frequently used/common toolbar.
• MS word has many other toolbars such as Picture, Mail Merge, Table toolbar etc.

Ribbons and Ribbon Tabs:

• Menu bars and tool bars are replaced in word 2007 and 2010 by ribbons and ribbon tabs.
• Combination of icons and tabs is known as the Ribbon interface.

Default toolbar:

• Standard toolbar
• Formatting toolbar
• drawing toolbar

Scroll bars:

• A vertical scroll bar placed at the right edge of MS Word screen lets you scroll your document up or down.
• It helps you to display the left or right portion of your page.

Ruler and Scroll Bars:

• MS word has a horizontal and a vertical ruler. It can be used as a guide to layout different objects on page.

List of Microsoft word Menu:

1. File menu: The file menu is one you will find yourself using extensively. It is used to create new documents, open existing documents and saving your new/ updated documents.

• New: This creates a new Microsoft word document. Shortcut key → Ctrl + N
• Save: Shortcut key → Ctrl + S, open the save as dialogue box : F12 Key
• Save As: To save the active document into different name/location/format. Shortcut key → F12 .
• Open: To load or open pre-existing / already save document. Shortcut key → Ctrl + O.
• Close: This close the active / current document. Shortcut key → Ctrl + W or Ctrl + F4.
• Exit: It exit/close the word application within document. Shortcut key → Alt + F4.
• Properties: It displays the information, of active document.
• Save as webpage: To save the active document in webpage format directly.
• Send: To send the active document into mail/fax etc.
• Version: To save the active document into different version of word.
• Print Preview: To view the document before the print. Shortcut key → Ctrl + P.
• Page setup: Also called Formatting of the page.

To open page setup:

• File→ Page setup → Page orientation

Margin Tab: Margin tab is used to set the Margin of page and Orientation of paper/page.

Types of Margin:

• Left Margin:
• Right margin:
• Top Margin:
• Bottom Margin:

Orientation:

• Portrait:
• Landscape:

Mirror margin (double side of page):

• Inside Margin: Margin at the binding side of page.
• Outside margin: Margin that page turning side.
• Gutter Margin: The extra space is added to the left/top side of page for binding purpose.

↬ Print: It allows producing hardcopy output of document. Shortcut key → Ctrl + P.

    2. Edit Menu: To edit the content of document. It includes commands relating to the editing of your document.

• Undo: It ignore the change/ reverts the last action. Shortcut key → Ctrl + Z.
• Repeat/ redo: Repeat the last action. Shortcut key → Ctrl + Y.
• Cut: It transfer the select object to the clipboard. Shortcut key → Ctrl + X.
• Copy: It transfer a copy of selected object to the clipboard. Shortcut key → Ctrl + C.
• Paste: To transfer a copy of clipboards content to the destination. Shortcut key → Ctrl + V.
• Clear: It also allows you to delete the selected element.
• Select All: This will select every element in the current document. Shortcut key → Ctrl + A.

        Double click: to select word, Triple click: To select single paragraph.

• Find: To search specified string, words, format into the document. Shortcut key → Ctrl+ F.
• Replace: Replace allows you to replace a given text with a substitute of your choice. Shortcut key → Ctrl + H.
• Go to: It is used to go to any line, page, section, bookmark, comment, footnote, endnote, table and heading. Shortcut key → Ctrl + G or F5.
• Links: This allows you to manage any linked objects in the current document.
• Objects: This command allows you to manage any embedded objects within the current document.

3. View menu: This menu is used to control not only the visual layout of your Word document but also the printing configuration.

• Normal view: It shows your current document in a layout without the document margin.
• Print layout view/ page layout view: This view will show the document in a layout including all margins and page breaks.
• Outline/ master document view: The Outline view allows you to change the structure of your document.
• Web Layout: The Web Layout view will show you how the current document will look on a web browser, a full-screen layout.
• Full screen / Reading view: It is screen view of document.
• Zoom: This will open the zoom dialogue box, enabling you to change the percentage of zoom for the current view.
• Markup: It show the command other track change from view menu.
• Task Pane: This command toggles (shows/hides) the Task Pane.
• Toolbars: It shows and hide the required toolbar and also can create new toolbar..
• Document map: The document map is a handy feature which allows you to navigate the current document.
• Footnote: This command will show all footnotes and endnotes.
• Ruler: Hide/show horizontal and vertical ruler bar. It is left and up side.
• Header and footer: An element that appear in the every document when printed.
• Header: An element/text that appear in top of every page.
• Footer: A text/ object that display in bottom of every page of document.
• Hide and show: It shows/hide the hidden character /word to document.

4. Insert menu: The insert menu is used to place various objects into your document, such as page numbers, pictures, symbols, comments and other objects.

• Break: The flow of text into the different part of document.
• Types of Breaks

1. Line break: Shift + Enter
2. Paragraph break: Enter
3. Column break: Ctrl + Shift + Enter.
4. Page Break: Ctrl + Enter.
5. Text warping break: Wrap/ break the text below the picture.
6. Section break: Create the sub document / separate setting. 1, b , page number.

• Page Number: A symbol that is used to identify the sequence of page number of every page in document.
• Footnote: It is reference text. Shortcut key: Alt + Ctrl + F
• End note: All text are appear in the end of document / last page of document. Alt + Ctrl + D.
• Bookmark: A method of marking for location in document.
• Hyperlink: The link is established through hyperlink ( text, object) Shortcut key: Ctrl + K.
• Picture: This option is used to add picture in document.
• Diagram/Smart Art: The diagram command will open the diagram gallery dialogue box.
• Object (OLE): To insert object from different source application. It create link from excel, paint.
• File: Enables you to insert part or all of a file into the current document.
• Date and Time: It is used to add / insert current system date into the document.
•  Field: This command allows you to enter specified fields into your document.
• Caption: The description text/ name of object.
• Index and table: It create the table of content / document. But we set the heading. It generates to heading style.
• Text box: This allow you to insert text boxes document in required location.
• Auto text: It is a clip of text. Alt + F3.
• Comments: This command will place a comment into the document at the location of the curser.
• Symbol: This allows you to insert symbol and special characters into your document.
• Symbol: This allows you to insert symbols and special characters into your document.
• Reference: The Reference command will allow you to insert a footnote, caption, cross-reference, index, and tables.
• Web Component: This command is used to insert any web components into your Microsoft Word document.
• Font: This will change the font attributes of either the currently selected text, or any subsequent text, using the font dialog box it has two Tab.
• Paragraph: The command will open the paragraph dialogue box, allowing you to make changes to either existing text or subsequence text.
• There are four alignments (Left, right, center, and justify).
• Default alignment is Left.
• There are five types of line spacing: single line, double line, 1.5 line, multiple line, exactly.
• There are four types of indent: First line indent, Hanging indent,, right indent, left indent.
• Bullets and Numbering: This is a handy command, it creates indented lists with various formats.
• Borders and Shading: This command allow you to create borders and shading on elements within your micro soft word document.
• Columns: The Columns command will split the current document into the number of  columns you specify.
• Tabs: This command allows you to manage tabs, including the alignment, spacing, and whether the tab has a leader or not.
• Drop Cap: A drop cap is a letter at the start of a paragraph of text that spans 2 or more rows of text, you will often see add a drop cap character to your document or change an existing letter to a drop cap.
• Watermark: A watermark is simply a very faint image that appears behind your text.
• Text direction: This allows you to change the text direction of a text object, for example a text box.
• Change case: The Change case tool allows you to alter the case of existing text.
• Background: This changes the background color of your micro soft word document.
• Theme: The themes command will open the theme dialogue box, allowing you to change the theme of your document, including heading style, hyperlinks and background color.
•  Frames: This command opens the frame dialogue box
• Auto Format: The AutoFormat feature will format a whole document with preset attributes.
• Styles and Formatting: This will open the styles and formatting toolbar, allowing you create heading, lists and more.
• Reveal formatting: Clicking on this will show a dialogue box detailing the format attributes of the selected element.
• Object: Allows you to make changes to any existing objects within the current document.

6. Tools menu: The tools menu will also be one you may use regularly.

• Spelling and Grammar: This command will check the spelling and grammar of the current Microsoft word document.
• Language: The language tool has various options, including setting the language of the document, translating text, open the thesaurus and manage hyphenation.
• Word Count: This will open the word count dialogue box, enabling you to count the amount of words in the hole document, or the currently selected text.
• Auto summarize: This can be a handy feature of Microsoft word , depending on the type and format of your document.
• Speech: This will open the speech Recognition feature of Microsoft word ( if install available)
• Track change: Clicking on this command will cause Microsoft word to track any subsequent changes to the document.
• Compare and merge document: This command allows you to control the protection of the document, including tracked changes, comments and forms.
• Online collaboration: Enables NetMeeting allowing you to communicate with others in real time via the internet or local network.
•  Letters and Mailing: Gives you access to various features , including the mail merge wizard, the letter wizard, the Envelopes and labels tool, and the mail merge tool bar.
• Macro: This opens the Macro Dialogue box, allowing you to manage subsequent and existing macros.
• Templates and Add-Ins: Opens the Templates and Add-Ins Dialogue box, allowing you to add, remove or update styles and template.
• AutoCorrect Options: Opens the AutoCorrect dialogue box, enabling you to manage capitalization, and also the replace text as you type settings.
• Customize: Allows you to customize the Microsoft word.
• Options: This opens the main options dialogue box in Microsoft word. 

7. Table Menu: Tables are a great way of laying out content within your document.

• Draw Table: This command opens the tables and borders dialogue box with the draw table tool active.
• Insert: Allowing you to insert a whole table or just columns, rows and cells.
• Select: This command allows you to select the current table, column row, or cell.
• Merge cell: This tool will merge the currently selected cell into one.
• Table AutoFormat: This command will open the Microsoft Word Table, AutoFormat dialogue box, where you can choose from a number of different table templates, including preset fonts and cells background colors.
• Split Table: This command will split the current table, making the split at the currently selected cells.
• AutoFit: This tools gives you several options for resizing the selected table in relation with the contents or windows.
• Heading Rows Repeat: This handy tool will repeat the currently selected row at the top of every page for the length of the table.
• Convert: This command will convert existing text into a table format. The text will have to have a common separator to indicate the different columns, it will also needs new paragraphs where you would like each row.
• Sort: This opens the Sort Table dialogue box. You can choose which column you would like to sort and by what order.
• Formula: This tool allows you to apply a formula to the selected cell. For example, if you wanted to add up the contents of several rows n a specific column, you could use the SUM formula in the Formula dialogue box.
• Hide Gridlines: This simply hides the gridlines of the select table.
• Table Properties: This will displays the various properties of the selected table.