UCU 103 – PRINCIPLES OF COMPUTING

Chapter 10: Word Processing

At the end of the chapter the learner shall be able to;
 Explain the different word processing terms
 Creating new documents and open existing ones
 Type and edit text
 Use Save and Save As
 Perform spelling and grammar check after typing a document
 Apply formatting to text and page
 Print preview a document and print it
 Follow the mail Merging wizard to mail merge a document

10.1. Introduction
Word processors are programs that enable you to Create, Edit and Format documents such letters, memos
and reports. Examples of word processors are, Microsoft Word, Word perfect, Word star.

10.1.1 Features of a good word

Word processors vary considerably, but all word processors support the following basic features:
1) Allow adding, inserting and deleting of text anywhere in the document.
2) Allows copy, cut and paste:
 Allows you to remove (cut) a section of text from one place in a document and insert (paste)
it somewhere else.
 Copy: Allows you to duplicate a section of text.
3) Allows multiple formatting of text e.g. bold, italics, font style, bullets and numbering.
4) Allows you to define various page sizes and margins, and the word processor will automatically
readjust the text so that it fits.
5) Allows you to direct the word processor to search for a particular word or phrase. You can also
direct the word processor to replace one group of characters with another everywhere that the first
group appears.
6) Provide graphical features such as pictures, graphs, and arts.
7) The word processor automatically moves to the next line when you have filled one line with text,
and it will readjust text if you change the margins – feature called word wrapping.
8) Allows you to send a document to a printer to get hardcopy.
9) Allows access to different documents simultaneously.

10.2. Microsoft Word (MS-WORD 2007 / 2010)

10.2.1 Loading Ms-Word
 Click start button at the task bar
 Point at programs
 Click at Microsoft word

Loading can also be achieved by clicking the Ms Word icon on the Microsoft shortcut bar (only if it is
available)

10.2.2. The Word Application Window

The Word application window contains tools you'll use to work with documents. In the application
window, you display and edit a document, and use various features to enhance the appearance of your
document.

The Ms Word screen contains various features. The common ones are:
The word Screen and the Ribbon

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 1

The Word Application Window
The Word application window contains tools you'll use to work with documents. In the application
window, you display and edit a document, and use various features to enhance the appearance of your
document.
Title Bar

Office Button Ruler

Menu Bar
Quick Access
Tool Bar Clipboard Font Tool Bar Paragraph Tool Bar Styles Toolbar
Tool Bar

Status Bar Document Area Scroll Bar Zoom tool

Component Description
Quick Access Located in the uppermost left of the window. The Quick Access Toolbar provides one-
Toolbar click access to core commands such as Save, Undo, and Redo. It can also be customized
to include additional commands based on user preference.
Title bar Located along the top of the window. The title bar displays the name of the current
document.
Ribbon Located directly below the title bar. The ribbon contains common commands and
features used to create and edit documents.
Document area The main portion of the window. The document area is where you display documents.
Scroll bars Located to the right of and directly under the document area. The scroll bars allow you to
navigate a document vertically or horizontally.
Status bar Located along the bottom of the window. The status bar shows information about the
current document, such as the number of pages or words.
Zoom Tool Used to change the Sizes of documents

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 2

Quick Access Tool
1) Located in the uppermost left of the window. The Quick Access Toolbar provides one-click access to
core commands such as Save, Undo, and Redo. It can also be customized to include additional
commands based on user preference.

2) More command icons can be displayed on the Quick Access toolbar by selecting from the Customized
quick Access Toolbar

The Ribbon

10.3. The Ribbon

The ribbon is a graphical menu panel that appears at the top of the application window. It was designed to
provide a central location for accessing various functions of the environment without having to navigate
the user interface extensively. From the ribbon, you can access most, if not all, of the commands that you
will need to use in the application.

The ribbon is made up of two parts: the tabs and the command groups that make up each tab. Each tab has
an organizational title that references the specific functions that the command groups within that tab
provide. Each command group also has an organizational title, with the specific commands within each
group associated with a specific task in the application environment. You can customize the ribbon by
adding, removing, or rearranging tabs, groups, and commands.

Tab Description
FILE Displays the Backstage View, where you can access commands that perform file-
related tasks, such as saving and printing. On the FILE tab, you can also get
information about a document, and configure Word customization options.

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 3

 Tab Description
HOME Contains the frequently used commands you'll use to start working with a Word
document. The command groups on this tab include Clipboard, Font, Paragraph,
Styles, and Editing. They allow you to format and edit text.
INSERT Contains commands that insert different objects into your document, such as charts,
tables, and pictures. Groups on this tab include Pages, Tables, Illustrations, Links,
Header & Footer, Text, and Symbols.
PAGE Contains commands used to customize document pages, including controlling the
LAYOUT placement of text and graphics. Groups on this tab include Themes, Page Setup, Page
Background, Paragraph, and Arrange.
REFERENCES Contains commands to create references to the document content, such as footnotes and
indexes. Groups on this tab include Table of Contents, Footnotes, Citations &
Bibliography, Captions, Index, and Table of Authorities.
MAILINGS Contains commands to create mailing documents, such as faxes, letters, and emails.
Groups on this tab include Create, Start Mail Merge, Write & Insert Fields, Preview
Results, and Finish.
REVIEW Contains commands to review and edit the content in a document. Groups on this tab
include Proofing, Comments, Language, Tracking, Changes, Compare, and Protect.
VIEW Contains various commands to switch between different document views. Groups on
this tab include Document Views, Show, Zoom, Window, and Macros.

10.3.1. Types of Menus

A. File
Displays the Backstage View, where you can access commands that perform file-related tasks, such as
saving and printing. On the FILE tab, you can also get information about a document, and configure Word
customization options.

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 4

B. Home Menu
Contains the frequently used commands you'll use to start working with a Word document. The command
groups on this tab include Clipboard, Font, Paragraph, Styles, and Editing. They allow you to format
and edit text.
Tools Bars

Sub-menus under this menu

1) Clipboard: Cut, Copy, Paste
2) Font – Font, Font size, Bold, Itallics, Underline, Strike out, subscript, Super Script, change case, text 3.
highlighting, font colour, etc.
3) Paragraph:- Bullets, Numbering, Multilevel list, Decrease & Increase Indent, Sort, Paragraph Align
Left, Center, Right & Justify, Line Spacing, Shading and Borders.
4) Styles Toolbar;- font style (heading style & Normal styles)
5) Editing Toolbar;- Find, Replace and Select tools

C. Insert Menu
Contains commands that insert different objects into your document, such as charts, tables, and pictures.
Groups on this tab include Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols.

Sub-menus under this menu

1) Pages toolbar;- Cover page, Blank page & Page break
2) Tables Toolbar
3) Illustrations Tool bar; Picture, Clip Art, Shapes, Smart Art, Chart
4) Links; Hyperlink, Bookmarks, Cross-reference
5) Header & Footer Tool bar; Header toolbar, Footer Toolbar, Page numbering toolbar
6) Text Toolbar; Text Box toolbar, Quick Parts, Word Art, Drop Cap, Signature Line, Date & Time,
Object
7) Symbols; Equation, Symbol

D. Page Layout Menu

Contains commands used to customize document pages, including controlling the placement of text and
graphics. Groups on this tab include Themes, Page Setup, Page Background, Paragraph, and Arrange.

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 5

Sub-menus under this menu
1) Themes Toolbar; Themes, Colors, Fonts & Effects
2) Page Set-up; Margins, orientation, Size, Columns, Breaks, Line Numbering, Hyphenation
3) Page Background; watermark, page color, page borders
4) Paragraph; Indenting, Spacing
5) Arrange; position, bring to front, send to back, text wrapping, Align, rotate etc.

E. References Menu
Contains commands to create references to the document content, such as footnotes and indexes. Groups
on this tab include Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and
Table of Authorities.

Sub-menus under this menu

1) Table of content;
2) Footnotes;
3) Citation and Bibliography
4) Captions
5) Index
6) Table of Authority

F. Mailings Menu
Contains commands to create mailing documents, such as faxes, letters, and emails. Groups on this tab
include Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish.

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 6

Sub-menus under this menu
1) Create mailing labels
2) Mail Merge
3) Write and Insert fields
4) Preview results
5) Finish & Merge

G. Review
Contains commands to review and edit the content in a document. Groups on this tab include Proofing,
Comments, Language, Tracking, Changes, Compare, and Protect.

Sub-menus under this menu

1) Proofing; Spelling & Grammar checking, Thesaurus, Word Count, Translate
2) Comments; insert, Delete, previous & next
3) Tracking;
4) Changes; Accept, Reject, Previous & Next etc
5) Compare
6) Document protection

H. View Menu
Contains various commands to switch between different document views. Groups on this tab include
Document Views, Show, Zoom, Window, and Macros.

Sub-menus under this menu

1) Document Views; print layout, Full Screen reading, Web layout, Outline, Draft etc
2) Show/Hide; Ruler, Gridlines, Document Map, Thumbnails
3) Zoom;
4) Window;
5) Switch Window
6) Macros

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 7

10.4. Creating, Saving and Closing Documents
10.4.1. Creating
Option 1
1. Click the Office button, click New then double click the Blank Document icon.

Option 2
2. On the standard tool bar click the ‘New’ (icon)

10.4.2. Scrolling through a document

a) On the right of the screen you have a vertical scroll bar; at the bottom of the screen you have a
horizontal scroll bar. At either end of the scroll bars are arrows pointing in opposite directions.
b) C licking on these arrows will scroll a document up or down, left or right, depending on which arrow you
select.
 You also can scroll by positioning the mouse arrow on the scroll box itself, holding down the left
mouse button, and dragging the box in the scroll bar.
 You can also scroll and position the cursor very precisely by using the arrow keypad on the keyboard
10.4.3. Saving a New Document
To save a new document
1) Click Office Button/file and choose Save As.
2) Type the file name on the File name box that appears.
3) Chose the location to save the file in the Save in box e.g. Hard disk(C), secondary storage such as
Flash Disk etc
4) Select the Save As Type format or accept the default (.docx for word 7 and above. Previous
version save as .doc)
5) Click the Save button.

10.4.4. Opening an Existing Word Document

1) Click Office Button/file and the Open menu
2) Select the location of the file in the secondary memory

3) Select the file

4) Click Open button

10.4.5. Closing or Exiting Document

1) Click Office Button/file

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 8

2) Either Click Close button to close the document BUT remain in Word
OR
Click Exit word to both close the file and exit word

10.5. Selecting Text/Block of Text

SELECT DO THIS
1) A word Drag over the word or Double click it
2) A graphic Click anywhere within the graphic
3) A line of text Drag over the text or Double click at the start of line
4) A sentence Hold Down Ctrl key and click anywhere in the Sentence
5) A paragraph Triple click anywhere in the paragraph to select
6) Entire document From Edit, click Select All or Ctr+A

10.6. Formatting
10.6.1. Formatting Text
a. To bold text
 Select or highlight the text.
 On the font menu click Bold button (B).
b. To Italicize text
 Select or highlight the text.
 On the font menu click Italics button (I).
c. To underline text
 Select or highlight the text.
 On the font menu click Italics button (U).
d. To change Font size and Font Type
 Select or highlight the text.
 On the font menu Select the font size OR the Font type by clicking he Down Arrow to the right
of the boxes

e. To change the font color

 Select the text.
 On the font menu select the font color by clicking the down arrow to the right of menu button
shown below.

 Under color box, choose the color desired.

10.6.2. Formatting Paragraphs

Word displays text, as it will appear when printed.

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 9

a. Line Spacing
Line spacing determines the amount of vertical space between the lines and text. Word uses single line
spacing by default.
Inserting line spaces
 In the paragraph menu.
 Click the down arrow to the right of line spacing button and select the required line spacing
specification

b. Aligning text
 Select or highlight the text.
 In the paragraph menu, choose and click alignment desired i.e. left, center, right, justify

c. Creating drop caps

1) Place the cursor at the beginning of the line/paragraph you want to have a drop cap on.
2) In the format menu, click drop cap.
3) Under position in the dialogue box choose either Dropped or in margin.
4) In the lines to drop box specify the number
5) Click Ok.
Note: You can specify the distance from the text and type of the font for the drop cap.
d. Change case
1) Highlight or select the text.
2) In the font menu, click the down arrow to the right of the change case icon then select required
change case format.

e. Adding bullets and numbers

1) Select the items, which you want to add bullets or numbers.
2) In the paragraph menu section, click down arrow to the right of the bullets icon, then select the
required bullet type

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 10

 3) For numbers.
4) In the paragraph menu section, click down arrow to the right of the Numbering icon, then select
the required numbering format

f. Remove bullets or numbering

1) Select the items, which you want to remove bullets or numbers.
2) On the paragraph menu click the respective format Icon (Bullets or numbering)
g. Page Break
1) Position the cursor where you want the page break to appear.
2) From the Page Layout menu, Click the down arrow to the right of Breaks command

h. Insert a picture
You can insert a clip art or a picture from the clip Gallery.
1) Position the insertion point (cursor) where you want to insert a clip art or a picture.
2) From the Insert menu, click the Picture command icon.
3) Click a clip art category then choose a clipart and click insert clip.
i. To resize the objects
1) Click inside the object i.e. clipart, word art or a drawing.
2) Position the mouse pointer in either of the placeholders.
3) Click and drag to the desired size.
4) Release the mouse button.

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 11

10.7. Editing Your Document
1) To undo mistakes
a) In the edit menu, click undo or click the Undo button on the standard toolbar.
2) To undo Specific actions
a) Click the down arrow to the right of the Undo Icon to display a list of the most recent actions.
b) Click the action you want to undo. If you don’t see the action, scroll through the list.

10.7.1. To insert page numbers, Footers and Headers

From the Insert menu, click the arrow at the bottom of each format Icon, then select the required style
Typically, footnotes and endnotes are used in printed documents to explain, comment on, or provide
references for text in a document. You can include both footnotes and endnotes in the same document. It
allows you to create appropriate notes and citations.

When you print the document, footnotes appear where you specified: either at the end of each page or
directly below the text. In the printed document, endnotes also appear where you specified: either at the
end of the document or at the end of each section.

Header

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 12

Footer

Page Numbers

Removing Page Numbers, Header and Footer

1) In the respective menu
2) Click remove header, footer or page number respectively

10.7.2. Indenting
Indenting refers to the situation where one line or several lines of a paragraph are set in from the rest of
the paragraph. This is accomplished in Word using the Indent Markers on the ruler at the top of the screen

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 13

There are three indent markers
1) First Line Indent marker on top,
2) Hanging Indent marker in the middle,
3) Left Indent marker below-- the small box on which the other margin markers sit). When you drag on
the small box (the Left Indent marker) all the markers move together.

Hanging Indents
The indent markers can also be set independently to achieve two types of indents.
 First, there is the traditional indentation commonly used for the first line of paragraphs- where you set
the margin for the first line in a few spaces from the rest of the paragraph
 Second, there is the indentation for lists such as bibliographies or itemized data-- where you set the
margin for the first line back a few spaces from the rest of the paragraph. Word refers to these
indents as "hanging indents," because the lines that follow look as if they are hanging off the first line.

Indenting the first line of paragraphs

 Click at the beginning of the first line of the first paragraph of the Abstract page (on the next line
after the Abstract header) on page 1, hold down the Shift key and click again at the end of the
Abstract (to highlight all the Abstract text)
 Now position the tip of the mouse arrow on the First Line Indent marker (the upper marker) on the
ruler at the top of the screen

10.8. Copying, Moving and Pasting Text

An existing piece of text may be required in a different document. Ms Word allows the user to copy this
text rather than retype then paste it to the required area. When text or graphic is copied or cut, it is stored
in the clipboard and can be pasted into as many documents as desired.

To copy and paste text

1) Select the text to copy.
2) From the Clipboard menu click Copy icon.
3) Position the cursor where the text is to be placed.
4) From the clipboard menu click bottom arrow to the right of the paste icon, then select the relevant past
type

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 14

Moving text
1) Select the text to move.
2) From the Clipboard menu click Cut icon.
3) Position the cursor where the text is to be placed.
4) From the clipboard menu click bottom arrow to the right of the paste icon, then select the relevant past
type

Note: When you cut, the text is completely removed from the original location.

10.9. Spell check, Find and Replace text

To spell check a Document
1) From the Review Menu
2) Click the Spelling & Grammar Icon

1) Follow the instructions as given to replace a word, ignore, edit etc

2) Click Ok button when spelling and grammar is complete.

To find text
1) On the edit menu, click Edit and choose Find.
2) In the find what box, type the word/text being sought
3) Click find next button
4) To close the dialogue box, click cancel button

To Replace Text
You can find and replace text at the same time
1) On the edit menu, click edit and choose replace
2) In the find what box type word / text as above
3) In replace with box type the word/ text to replace the sought word / text
4) Click replace all button
5) To close the dialogue box click cancel button

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 15

10.10. Changing Page Setup
Depending on the size of the paper required and / or paper orientation and layout, Ms –word will allow
changing of the defaults to users requirement.
To change page setup
1) Click Page Layout Menu
2) Click Icon for the required page format
Margins
 Select & click the relevant page setup template
OR
 Click Custom Margins

Orientation
 Click the required page orientation Icon.

10.11. Creating Table of Content

Word uses the headings in your document to build an automatic table of contents that can be updated
when you change the heading text, sequence, or level.
The text to appear in the Table of content should be of the style “Heading”

Steps
1) Go to a blank page where the table of content is to be placed – usually at the beginning of the
document and after the title page
2) Select the references menu
3) Select/Click Table of content
4) Select the preferred style and Click

10.12. Working with Tables

A table is made up of rows and columns that can be filled with text and graphics. You can sort and perform
calculations on them. Tables make it easy to read information that would otherwise have to be written in a
representative and lengthy fashion. Use tables to organize information and create interesting page layouts
with side-by-side columns of text and graphics.

10.12.1.Table Menus (Accessed when a table is selected)

Menu has two sub-menus

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 16

Design
Layout

Design Menu
Table styles options, table styles, draw borders

Layout Menu
1) Table; Select, View Gridlines, properties
2) Rows and Columns; Delete, Insert (top, bottom, right & left
3) Merge; Merge cells, Split cells, Split table
4) Cell size
5) Alignment
6) Data; sort, repeat header, convert to text etc.

10.12.2. Inserting a simple table:

1) Select Insert Menu
2) Select the Table menu
3) Click Insert

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 17

 4) In the no. of columns box enter the number of columns.
5) In the no of rows box enter the number of rows.
6) Click Ok.

10.12.3.Merging cells in a tab

1) Select the cells to be merged.
2) From the table menu choose Layout menu
3) Click merge cells.

10.12.4. Splitting the cells

1. Select cell to be split
2. From the table menu Choose the Layout menu
3. Choose split cells
4. Type the number of columns and rows each cell is to be cell split

10.12.5.To delete rows and columns in a table

1. Select the row or the column to be deleted
2. From the Table Layout menu click the down arrow at the bottom of the delete command icon

3. Select the required delete option

10.12.6.Adjusting column width
1) Position the mouse pointer over the column boundary until it changes shape
2) Drag the column boundary to the right or left

10.12.7.Adding rows to a table

1) Select the Table Layout menu
2) Select the required insert row option
10.12.8.To delete cells in a table
1) Select the Table Layout Menu
2) Click the down arrow at the bottom of the delete command icon
3) Select delete cell option.
10.12.9. Sorting
Information in the table can be sorted in either ascending or descending order
1. Click any cell in the table
2. From the Table Layout menu choose sort

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 18

 3. Select the appropriate sort parameters
4. Click Ok to sort
10.12.10. Performing calculations in a table
1. Click the cell in which you want the result to appear.
2. On the Table Layout menu, click Formula.

3. Enter the formula OR Select the function to from the Paste Function field
4. Click OK

10.13. Columns
Newspaper style columns
You can format text into multiple newspaper style columns. This is best applied when creating documents
like newspaper, newsletters or brochures.

Option 1
Using the column button on the standard toolbar
1. Highlight the text to be columned.
2. From the Page Layout, on the page set-up menu, click Columns Icon

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 19

3. Select the required columns options.

10.14. Templates
A template is a document that contains predefined settings. The use of templates ensures that there is
consistency between documents.
1. Click the File menu
2. Select New

3. Select the template that you want to use.

10.15. To Print a Document

You can print the active document by clicking the print icon on the standard toolbar. This will not give you
the option of choosing a variety of commands.
1) Click the File menu
2) Click print.

3) Select Print View to view how the document will print

4) Select Print to open the printer dialog box

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 20

 a) In the Printer name box select a printer.
b) Choose an option for the number of pages to be printed i.e.
 ALL: -Prints the entire document
 CURRENT PAGE: -prints the current page
 PAGE: -you can select certain pages within a document
c) In the number of copies box, specify the number of copies you want in each page.
d) Click Ok.

10.16. Mail Merging

If you had to type the same form letter 100 times, you know what boring and back breaking work it can be.
Never again, by setting up the form letter as a Ms Word merge documents, you need type the letter only
once.

STEP 1 Creating data Source

1) From the Mailing Menu
2) Click Select recipients, New Address List dialogue appear as shown below
3) Remove the fields not needed and / or create new field

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 21

1) Type in the details
2) Click OK. A Save dialogue box appears, so thatg you can save the documey,
3) Enter an appropriate Name, storing folder. Document is saved as Microsoft Office Address list

STEP 2
1. From the Mailing Menu
2. Click Start Mail Merge, the dialogue appear as shown below

3. Select Letters
Type the letter content

4. Click Select Recipients

 Select type new List - to create a new list
 Select Use Existing List - to open up an existing database
 Select from Outlook contacts - to use your email contact list

5. Select Insert Merge File

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 22

 Select the required fields and click insert button to paste the selected field into the document
Arrange them accordingly

6. Click Review Results to view the Mail merged document

UCC 103: Principles of Computing – Chapter 10 Word Processing Page 23