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Word Processors

Omar Samy

Faculty of Mass Communication Cairo University

What is the Word Processor
• A word processor is a computer application used for the production of any sort of printable material (including composition, editing, formatting, and possibly printing) • Word processing is the ability to create documents using a word processor • Word processing developed as specialized programs on mainframe computers during the 1970s as online computing

• Time savings were gained because the originators of documents could make corrections and additions • Return them for revision in the electronic files and then re-review without checking the entire document again for new errors but only checking the updates. • Superior presentation and layout was achieved with the use of multiple fonts and superior print quality, when compared with typewriters.

Word processing refers to text manipulation functions such as automatic generation of: • Batch mailings using a form letter template and an address database (also called mail merging); • Indices of keywords and their page numbers; • Tables of contents with section titles and their page numbers; • Tables of figures with caption titles and their page numbers; • footnote numbering

Other word processing functions
• Spell checking • Grammar checking, In most languages grammar is very complex, so grammar checkers tend to be unreliable and also require a large amount of RAM • Thesaurus function (finds words with similar or opposite meanings) • Comments and annotations • Support for images and diagrams

Typical Word Processor Usage
• Within the business world, word processors are extremely useful tools. Typical uses include:
– – – – memos letters and letterhead legal copies reference documents

• Businesses tend to have their own format and style for any of these. Thus, in many ways word processors with layout editing and similar capabilities find widespread use in most businesses.

Typical Word Processor Usage
• Education
– Many schools have begun to teach typing and word processing to their students, starting as early as elementary school. – Typically these skills are developed throughout secondary school in preparation for the business world. – Undergraduate students typically spend many hours writing essays. – Graduate and doctoral students continue this trend, as well as creating works for research and publication.

Typical Word Processor Usage
– While many homes have word processors on their computers, word processing in the home tends to be educational or business related. – Dealing with assignments or work being completed at home. – Some use word processors for letter writing, résumé creation, and card creation

Microsoft Word
• Microsoft Office Word is Microsoft's flagship word processing software. It was first released in 1983 under the name Multi-Tool Word for Xenix systems • Microsoft Word was the first word processor for the IBM PC that showed actual line breaks and typeface (Fonts) markups such as bold and italics directly on the screen while editing

Microsoft Word
• Microsoft Office 2007, is the most recent version of Microsoft's productivity suite • Made available to retail customers on January 30, 2007 which was the same day of the formal launch to retail customers of Windows Vista • Any computer working with Windows operating system has two word processing programs
– Notepad – WordPad

• If you want to use MS Word you have to buy Microsoft Office package

Word Processing in Web 2.0
• Web 2.0 is the place that you can perform the ordinary computer work via the internet browser. • Zoho website is a good example for this technology.

First Assignment
• Write short paragraph about the difference between MS Word and Notepad WordPad and Zoho Word processing service.

Send your assignment to:
• Send you assignments to the following Email address:
– Subject : assignment##, Group##, Student IDs Example: Subject: Assignment08, Group07, id:06060217 , id:06060230 , id:06060217 id:06060237 – Attached file name Group## or Student Name

Lecture 2

Creating a Document
• Once you have started Word, to create a document all you have to do is start typing when the document window appears on the screen. The text will begin at the top left corner of the page. • After the window fills with text, the beginning of the document will start to disappear off the top of the document editing portion of the screen one line at a time as you type. • When a page is filled, a new page will begin automatically. • In Normal View a dotted line indicates where there will be a page break in your printed document.

Basic Editing Features
• Erasing Mistakes as You Type. To correct an error immediately after it is typed, tap the BACKSPACE key. • Restoring a Deletion. If you delete something by mistake, you can reverse what you just did by clicking the Undo button on the Standard Toolbar. • Moving Text Three buttons on the Standard Toolbar can be used to move text around in your document. These are the Cut, Copy and Paste buttons.

Saving a Document
• It is a good idea to save a document frequently, particularly before printing it, to safeguard against losing your work. • To save a document, click the Save button on the Standard Toolbar

Saving a Document

Saving a Document
• When you save any document for the first time, Word suggests a file name for you in the "File name:" text box that corresponds to the first heading or sentence in your document (up to 255 characters). • If you like that name, simply click the Save button to save the file in the default (or last used) folder on your computer. • If you want to give the file a different name, replace the suggested file name with the name you want to give your document (up to 255 characters, spaces allowed), then click the Save button

Saving a Document
• To remove the suggested name all you have to do is start typing. • The name of a document may contain 1-255 characters, including spaces. • The name of a document may not contain the following characters: | \ < > ? " : • The extension .doc will be associated with the file name to identify it as a Word document; however, you will not see the extension unless the Windows operating system has been set to show extensions.

Saving a Previously Saved Document • If you have already saved your document at least once, when you click the Save button, Word will automatically save your modifications under the same file name you previously gave the document (and in the same folder). No dialog box will appear. • The modified version will replace the previous version of the document.

Printing a Document
• To print the document currently on your screen you can click the Print button on the Standard Toolbar — a picture of a printer, The entire document will be printed. • If you want to print only a part of a document, do the following:
– Click File on the Menu Bar. A list of menu options will drop down. – Choose (click) Print... to display the Print dialog box – Make the selection desired. For example, to print only the current page (i.e., the page where the insertion point is located), click Current Page. Note that the default selection is All. – When you are ready to print, click the OK button

Printing a Document

Closing a Document Window
• When you have finished working on a particular document but want to continue working in Word (on some other document), you should close the current document window and, if appropriate, save your document. • If you have already saved all modifications to the document, the document will be closed immediately; that is, without confirmation. • If you have made changes to the document since you last saved it, you will see a dialog box or "Office Assistant" bubble asking if you want to save the changes you made to the document.

Closing a Document Window
• When you close your document, the editing area and many Word features will disappear from view (only the File and Help items will remain on the Menu Bar, for example).

Opening an Existing Document
• There are two ways to open a document in Word. • If the document you want to open is one of the last four documents you worked on, you can simply click File on the Menu Bar and choose the document desired from the list near the bottom of the drop-down menu.

Opening an Existing Document
• To open any document, you can do the following: • Click the Open button on the Standard Toolbar • In the Open dialog box that appears, you'll see a list of documents. Look for the document name desired, then click that file name to highlight it and click the Open.

Ending a Word Session
• Click File on the Menu Bar and choose (click) Exit. • If you have more than one document open, close each document separately. When the last document is closed, you'll exit the program. • If you try to close a document that has not been saved since you last made changes to it, you'll see a dialog box asking if you want to save the changes.

Text Formatting Features
How to Bold, Italicize, or Underline Text As You Type • Click the appropriate button (or buttons) for the effect desired (such as Bold — to make a heading stand out, for example). Notice that the selected feature button (or buttons, if you've clicked more than one) appears depressed when clicked. • Type your text. • Click the same button (or buttons) to deselect the feature (s). Notice that the feature button (or buttons) no longer appears depressed when you click on it the second time.

Changing Font Typeface and Size
• By default, all text in your document will be displayed and printed using the Times New Roman typeface in 10-point type size. • You can make changes to a single word, a new paragraph (and subsequent paragraphs), or a section of selected text. • To change the font for a single word, click somewhere within a word to be changed.

Changing Font Typeface and Size
• To select (highlight) an entire document, you can:
– From the File menu, choose (click) Edit then Select All, or – With the mouse arrow pointer positioned in the margin, tripleclick the primary mouse button. – Press Ctrl+A

Using the Font Dialog Box
• If you choose the Font option from the Format menu, a dialog box will be displayed where, in addition to choosing font and font size, you can select other options for font appearance that are not available from the Formatting Toolbar.

Changing the Default Font
• There is a Default button in the Font dialog box that can be used to change the base font used for each document you create. • Make all font modifications desired, then click the Default button. • A dialog box will appear asking you to confirm that you want to change the font default. • If you click Yes, the font settings you specified will take effect for the current document and all new documents you create.

Lecture 3

Word Interface

Paragraph Formatting Features
• Word is a mainly paragraph-oriented program. • This means that much of the formatting you do will affect only the paragraph where the insertion point is located — or a section of text you have selected.

• Some basic paragraph formatting features are covered in this section: aligning a paragraph (this includes centering a heading); indenting a paragraph; setting line spacing; and setting tabs. All these settings can be modified by clicking Format on the Menu Bar, selecting Paragraph

Aligning a Paragraph
• There are four alignment (or justification) buttons on the Formatting Toolbar (as depicted, left) — Align Left, Align Center, Align Right, and Justify. • The default is Align Left. To set alignment for a new paragraph: • Tap the ENTER key to begin a new paragraph. • Click the appropriate button for the alignment desired (such as Align Center to center a heading). • Type your paragraph (this can be as little as one line, as in a heading). • Tap the ENTER key to end the paragraph and start a new one.

Aligning a Paragraph
• If you want to continue using the same alignment, simply continue typing. If you want to return to the previous alignment (such as Align Left), click the appropriate alignment button before continuing.

Paragraph Indents
Indent Formatting Buttons • Four buttons on the Formatting Toolbar provide quick access to the following paragraph indent formats (shown from left to right on the illustration, left):
(1) numbering and indenting a paragraph, (2) inserting bullets and indenting a paragraph, (3) decreasing a paragraph indent, and (4) increasing a paragraph indent.

Paragraph Indents
Increase or Decrease Indent • By default the indent will be 1/2 inch. • To indent a new paragraph:
– – – – Tap the ENTER key to begin a new paragraph. Click the Increase Indent button once. Type your paragraph. Tap the ENTER key to end the paragraph and start a new one.

Numbered (or Bulleted) Paragraphs
To number or bullet a new paragraph: • Tap the ENTER key to begin a new paragraph. • To number and indent the paragraph, click the Numbering button once to "depress" it. To bullet and indent the paragraph, click the Bullets button once to "depress" it. • Type your paragraph. • Tap the ENTER key to end the paragraph and start a new one.

Numbered (or Bulleted) Paragraphs
First-Line and Hanging Indents • To indent the first line of a single paragraph one-half inch, you can simply tap the TAB key. If you'd like to indent the first line of every paragraph in your document automatically, you can use the Format Paragraph feature to set the indent

Numbered (or Bulleted) Paragraphs

First-Line and Hanging Indents
• This feature can also be used to set a hanging indent (where the second and subsequent lines of a paragraph are indented). • By default the indent distance for either a firstline or hanging indent will be .5", but you can set the distance to any amount you want.

First-Line and Hanging Indents

Line Spacing
• By default, any document you create will be single-spaced. To change the line spacing, do the following.
– Click Format on the Menu Bar. – Click Paragraph... to display the Paragraph dialog box. – Click the Indents and Spacing tab to bring it to the front. – Click the arrow to the right of the "Line Spacing:" text box to reveal the pull-down menu choices

Before and after spacing
• You can specify spacing before and after a paragraph. • If you use these settings, you will only have to tap the ENTER key once to end a paragraph and put extra space between paragraphs. • By default, these settings are shown in points. • There are 72 points to an inch. • You can also make these setting in inches (or decimal fractions thereof) by typing the desired number followed by the "inch mark" (such as .5"). • The program will convert the inches into equivalent points.

Line Spacing
• For example, to change to double spacing, click Double; to change to some specified number of lines, choose Multiple and type in the number of lines in the "At:" dialog box (this can be a whole number, such as 4, or a decimal number, such as 2.5). • Line Spacing Quick Tip: There are shortcut keys for setting single, 1.5, and double spacing. Position the insertion point or select text as described above, then use the applicable keyboard combination.
Single space Space and a half (1.5) Double space CTRL+1 CTRL+5 CTRL+2

Line Spacing

Lecture 4

Add bullets or numbering
• Bulleted and numbered lists in Microsoft Word are easy to create. You can quickly add bullets or numbers to existing lines of text, or Word can automatically create lists as you type. • Bullet is a dot or other symbol that is placed before text, such as items in a list, to add emphasis. • Microsoft Word can automatically create bulleted and numbered lists as you type, or you can quickly add bullets or numbers to existing lines of text.

Create bulleted and numbered lists as you type

• Type 1. to start a numbered list or * (asterisk) to start a bulleted list, and then press SPACEBAR or TAB. • Type any text you want. • Press ENTER to add the next list item. • Word automatically inserts the next number or bullet. • To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the list.

Create bulleted and numbered lists as you type
Note If bullets and numbers do not automatically appear, click AutoCorrect Options on the Tools menu, and then click the AutoFormat As You Type tab. Select the Automatic bulleted lists or Automatic numbered lists check box.

Add bullets or numbering to existing text
• Select the items you want to add bullets or numbering to. • On the Formatting toolbar, click Bullets or Numbering . • You can select different bullet styles and numbering formats by clicking Bullets and Numbering on the Format menu. • You can move an entire list to the left or the right. Click the first number in the list and drag it to a new location. The entire list moves as you drag, without changing the numbering levels in the list.

Format Bullets

Customize Bullets List

Picture Bullet
• Picture bullets are often used in documents created for the Web. • Select the items for which you want to add picture bullets or symbols. • On the Format menu, click Bullets and Numbering, and then click the Bulleted tab. • Click any style, and then click Customize. • Decide whether to use a picture or symbol for bullets. – Click Character to add a symbol. – Click Picture to add a picture. • Note If you want to use a picture that is not in the list, click Import and browse to the picture you want to use. • Click the picture or symbol you want to use, and then click OK twice.

Customize numbered list format
• Select the list that has the number format you want to change. • On the Format menu, click Bullets and Numbering, and then click the Numbered or Outline Numbered tab. • Click the list format that you want to modify, or the style that is closest to the format you want to modify. • Click Customize. • Select the options you want.

Customize numbered list format

Customize numbered list format

Outline Numbered
• You can turn an existing list into an outline numbered list (outline numbered list: A list created to apply a hierarchical structure to any list or document. A document can have up to nine levels) by changing the hierarchical level of items in the list. • Click a number in the list other than the first number, and then press TAB or SHIFT+TAB, or click Increase Indent or Decrease Indent on the Formatting toolbar

Outline Numbered

Outline Numbered