CAGAYAN STATE UNIVERSITY-APARRI

COLLEGE OF INFORMATION AND COMPUTING SCIENCES

Word Processing using a Word Processor

WORD PROCESSOR
• A word processor is a software program capable of creating, storing,
and printing typed documents.
• Word processors can create multiple types of files, including text
files (.txt), rich text files (.rtf), HTML files (.htm & .html), and Word files
(.doc & .docx). Some word processors can also be used to create XML
files (.xml).
• Word processing describes creating or editing a document using
a word processor, such as Microsoft Word, Google Docs, or OpenOffice
Writer.

For example:
A student could create a book report in a
Word Processor application. Then, the student
could print it, save it to a disk, display it on the screen,
or send it over e-mail.
Annual
A person looking for a job could create a résumé using Report
a word processor, then e-mail or print and mail it to job Supply
recruiters. List
Newsletter

Examples of Word Processor Programs Agenda

1. Microsoft Word
2. Google Docs
3. LibreOffice
4. Apache OpenOffice
5. Polaris Office
6. Zoho Writer
7. Dropbox Paper
8. Apple Pages
9. Free Office TextMaker
10. WPS Office

MICROSOFT WORD
Microsoft Word is a word processing application that allows users to create a variety
of documents like letters, flyers, and reports. With the introduction of several enhanced features—
including the ability to create and collaborate on documents online—Word has the ability to do
more with word processing projects.

The Word Interface

When you open Word for the first time, the Word Start Screen will appear. From here, you'll be able
to create a new document, choose a template, or access your recently edited documents.
From the Word Start Screen, locate and select Blank document to access the Word interface.

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Parts and Functions of MS Word

Program Level Control

Quick Access Toolbar Title bar
Buttons

File tab Tabs

Ribbon

Group Name Ruler

Insertion Point

Scroll bar

Document
Window

Zoom Slider

View Options

Status

Parts
Quick Access Toolbar Displays buttons to perform frequently used commands with single click.
(QAT) Frequently commands in Words include Save, Undo, Redo, And Print.
Title bar Displays the name of the document and the name of the program.
Program Level Control The buttons on the edge of the title bar that minimize, restore or close
Buttons the program.
Ribbon Organizes commands on tabs, and then groups the commands by
topic for performing related document tasks.
File Tab Display MS Office Backstage view, which is a centralized space for all
of your management tasks such as opening, saving, printing,
publishing, or sharing a file.
Tabs Display across the top of the Ribbon, each tab relates to a type of
activity; for example, laying out a page.
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Group Name Indicate the name of the groups of related commands on the
displayed tab.
Ruler This is used to set margins, indents, and tabs.
Dialog Box Launcher This appears as very small arrow in the lower-right corner of many
groups on the Ribbon. Clicking this button opens a dialog box or task
pane that provides more options about the group.
Insertion point Indicates, with a blinking vertical line, where text or graphics will be
inserted.
Document Window Displays the active document.
Scroll Bar Provides a visual indication of your location in a document. You can
use the mouse to drag a document up and down to reposition the
document.
Status bar Displays on the left side, the page and line number, word count, and
the Proof button. On the right-side displays button to control the look of
the window
View Options Contains buttons for viewing the document in Print lay out, Full Screen
Reading, Web Layout, Outline, or drafts views, and also displays
controls to Zoom Out and Zoom In.

Read The best way to read a document,

Mode including some tools designed for
reading instead of writing.
Print Check out how your document will
Layout look when it’s printed.
Web See how your document will look as a
Layout webpage.
This layout is also great if you have
wide tables in your document.
Outline See your document in outline form
where content is shown as bulleted
points.
This view is useful for creating
headings and moving whole
paragraphs within the document.
Draft Switch your view to see just the text in
your document.
This is useful for quick editing because
headers/footers and certain objects
won’t show up, allowing you to focus
on your text.

Zoom Slider The Zoom Slider increases or decreases the viewing area.

The Ribbon
Ribbon contains commands organized in three components:
• Tabs − These appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are examples of ribbon tabs.
• Groups − They organize related commands; each group name appears below the group
on the Ribbon. For example, group of commands related to fonts or group of commands
related to alignment, etc.
• Commands − Commands appear within each group as mentioned above.
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Home Tab
This is most used tab; it incorporates all text formatting features such as font and paragraph.

Insert Tab
This tab allows you to insert variety of items into a document from pictures, clip art, tables, and
headers & footers.

Page Layout Tab

This tab has commands to adjust page elements such as margins, orientation, inserting
columns, page backgrounds and themes.

Reference Tab
This tab has commands to use when creating a Table of Contents and citation page for a
paper. It provides you with many sample solutions to create these typically difficult to produce
documents

Mailing Tab
This tab allows you to create documents to help when sending out mailings such as printing
envelopes, labels and processing mail merges.

Review Tab
This tab allows you to make any changes to your document due to spelling and grammar
issues. It also holds the track changes feature which provide people with the ability to make
notes and changes to a document of another person.

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View Tab
This tab allows you to change the view of your document to a different two-page document
or zoom.

Creating and Opening Documents

Word files are called documents. Whenever you start a new project in Word, you'll need to create
a new document, which can either be blank or from a template. You'll also need to know how
to open an existing document.

To create a new blank document:

When beginning a new project in Word, you'll often want to start with a new blank document.
1. Select the File tab. Backstage view will appear.

2. Select New, then click Blank document.

3. A new blank document will appear.

To open an existing document:

In addition to creating new documents, you'll often need to open a document that was
previously saved.
1. Navigate to Backstage view, then click Open.

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2. Select Computer, then click Browse. Alternatively, you can choose OneDrive (previously known
as SkyDrive) to open files stored on your OneDrive.

3. The Open dialog box appears. Locate and select your document, then click Open.

If you've opened the desired presentation recently, you can browse your Recent
Documents rather than search for the file.

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Saving Documents

Save and Save As

Word offers two ways to save a file: Save and Save As. These options work in similar ways, with a
few important differences:
• Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need
to choose a file name and location the first time. After that, you can click the Save
command to save it with the same name and location.
• Save As: You'll use this command to create a copy of a document while keeping the
original. When you use Save As, you'll need to choose a different name and/or location for
the copied version.

To save a document:
It's important to save your document whenever you start a new project or make changes
to an existing one. Saving early and often can prevent your work from being lost. You'll also
need to pay close attention to where you save the document so it will be easy to find later.
1. Locate and select the Save command on the Quick Access toolbar.

2. If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file name. To save the document
to your computer, select Computer, then click Browse. Alternatively, you can click OneDrive to
save the file to your OneDrive.

4. The Save As dialog box will appear. Select the location where you want to save the document.
5. Enter a file name for the document, then click Save.
6. The document will be saved. You can click the Save command again to save your changes as
you modify the document.

You can also access the Save command by pressing Ctrl+S on your keyboard.

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Using Save As to make a copy

If you want to save a different version of a document while keeping the original, you can create
a copy. For example, if you have a file named Sales Report, you could save it as Sales Report 2 so
you'll be able to edit the new file and still refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the
first time, you'll need to choose where to save the file and give it a new file name.

By default, Word autosaves every 10 minutes. If you are editing a document for less than 10
minutes, Word may not create an autosaved version.
If you don't see the file you need, you can browse all autosaved files from Backstage view. Select
the File tab, click Manage Versions, then choose Recover Unsaved Documents.

Page Layout

Page orientation
Word offers two-page orientation options: landscape and portrait. Landscape means the page is
oriented horizontally, while portrait means the page is oriented vertically. Compare our example
below to see how orientation can affect the appearance and spacing of text and images.

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To change page orientation:

1. Select the Page Layout tab.
2. Click the Orientation command in the Page Setup group.

3. A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.

4. The page orientation of the document will be changed.

Page margins
A margin is the space between the text and the edge of your document. By default, a new
document's margins are set to Normal, which means it has a one-inch space between the text
and each edge. Depending on your needs, Word allows you to change your document's margin
size.

To format page margins:

Word has a variety of predefined margin sizes to choose from.
1. Select the Page Layout tab, then click the Margins command.

2. A drop-down menu will appear. Click the predefined margin size you want.

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3. The margins of the document will be changed.

Formatting Text
Formatted text can draw the reader's attention to specific parts of a document and emphasize
important information. In Word, you have several options for adjusting the font of your text,
including size, color, and inserting special symbols. You can also adjust the alignment of the text
to change how it is displayed on the page.

To change the font:

By default, the font of each new document is set to Calibri. However, Word provides many other
fonts you can use to customize text and titles.
1. Select the text you want to modify.

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2. On the Home tab, click the drop-down arrow next to the Font box. A menu of font styles will
appear.
3. Move the mouse over the various font styles. A live preview of the font will appear in the
document. Select the font style you want to use.

4. The font will change in the document.

When creating a professional document or a document that contains multiple paragraphs, you'll
want to select a font that's easy to read. Along with Calibri, standard reading fonts include
Cambria, Times New Roman, and Arial.

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To change the font size:

1. Select the text you want to modify.

2. Select the desired font size formatting option:

Font size drop-down arrow: On the Home tab, click the Font size drop-down arrow. A menu
of font sizes will appear. When you move the mouse over the various font sizes, a live
preview of the font size will appear in the document.

Font size box: When the font size you need is not available in the Font size drop-down
arrow, you can click the Font size box and type the desired font size, then press Enter.

Grow and shrink font commands: Click the Grow Font or Shrink Font commands to change
the font size.

3. The font size will change in the document.

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To change the font color:

1. Select the text you want to modify.

2. On the Home tab, click the Font Color drop-down arrow. The Font Color menu appears.
3. Move the mouse over the various font colors. A live preview of the color will appear in the
document.

4. Select the font color you want to use. The font color will change in the document.

Your color choices aren't limited to the drop-down menu that appears. Select More Colors... at
the bottom of the menu to access the Colors dialog box. Choose the color you want, then
click OK.

To highlight text:
Highlighting can be a useful tool for marking important text in your document.
1. Select the text you want to highlight.

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2. From the Home tab, click the Text Highlight Color drop-down arrow. The Highlight Color menu
appears.

3. Select the desired highlight color. The selected text will then be highlighted in the document.

If you need to highlight several lines of text, changing the mouse into a highlighter may be a
helpful alternative to selecting and highlighting individual lines. Click the Text Highlight
Color command, and the cursor changes into a highlighter
You can then click, hold, and drag the highlighter over the lines you want to highlight.

To remove highlighting, select the highlighted text, then click the Text Highlight Color drop-down
arrow. Select No Color from the drop-down menu.

To use the Bold, Italic, and Underline commands:

The Bold, Italic, and Underline commands can be used to help draw attention to important words
or phrases.
1. Select the text you want to modify.

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2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in the Font group. In our
example, we'll click Bold.

3. The selected text will be modified in the document.

To change the text case:

When you need to quickly change text case, you can use the Change Case command instead of
deleting and retyping text.
1. Select the text you want to modify.

2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.

4. The text case will be changed in the document.

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To change text alignment:

1. By default, Word aligns text to the left margin in new documents. However, there may be times
when you want to adjust text alignment to the center or right.

Align Text Left: This aligns all selected text to the left margin. The Align Text Left command is the
most common alignment and is selected by default when a new document is created.

Center: Align selected text to the center of the document

Align Text Right: This aligns all selected text to the right margin.

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Justify: Distribute all text evenly between the margins. It gives your document clean, crisp edges
so it looks more polished.

Inserting objects, Layout, Designing Documents

Symbols
Sometimes you may find that you need to add a symbol to your text, such as the Copyright
symbol ©. Word offers a collection of symbols for currency, languages, mathematics, and more.

To insert a symbol:
1. Place the insertion point in the location where you want to insert a symbol.

2. On the Insert tab, click the Symbol drop-down arrow. A menu of symbols will appear.
3. Select the desired symbol

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4. The symbol will appear in your document.

If you don't see the symbol you're looking for, click More Symbols... to open the Symbol dialog
box. Locate and select the desired symbol, then click Insert.

Inserting table
A table is a grid of cells arranged in rows and columns. Tables are useful for various tasks such as
presenting text information and numerical data. In Word, you can create a blank table, convert
text to a table, and apply a variety of styles and formats to existing tables.
To insert a blank table:
1. Place your insertion point where you want the table to appear, then select the Insert tab.
2. Click the Table command.

3. A drop-down menu containing a grid of squares will appear. Hover the mouse over the grid to
select the number of columns and rows in the table.

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5. You can now place the insertion point anywhere in the table to add text.

To move the insertion point to the next cell, press the Tab key while typing. If the insertion point is in
the last cell, pressing the Tab key will automatically create a new row.

To merge cells in a table:

1. Highlight the cells that you want to merge.

2. Right click on the highlighted cells.

3. Select Merge cells and click.

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3. Select Merge cells and click.

Selected cells will be merged.

To convert existing text to a table:

In this example, each row of information contains an item name and price, separated by tabs.
Word can convert this information into a table, and it will use the tabs to separate the data into
two columns.
1. Select the text you want to convert.

2. From the Insert tab, click the Table command.

3. Select Convert Text to Table from the drop-down menu.

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4. A dialog box will appear. Choose one of the options in the Separate text at: section. This is how
Word knows what text to put in each column.

5. Click OK. The text appears in a table.

Modifying tables
1. Hover the mouse near the location where you want to add a row or column, then click the plus
sign that appears.

2. A new row or column will appear in the table.

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Alternatively, you can right-click the table, then hover the mouse over Insert to see various row
and column options.

To apply a table style:

1. Click anywhere on the table, then click the Design tab on the right side of the Ribbon.

2. Locate the Table Styles group, then click the More drop-down arrow to see all available table
styles.

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3. Select the desired style.

4. The selected table style will appear.

To add borders to a table:

1. Select the cells you want to add a border to.

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2 From the Design tab, select the desired Line Style, Line Weight, and Pen Color.

3. Click the Borders drop-down arrow.

4. Select the desired border type from the menu that appears.

5. The border will appear around the selected cells.

Inserting Pictures
Add a Picture
Microsoft Office is equipped with a Picture folder with several photo selections. You can also save
additional photos to the Picture folder or create a new folder for your pictures. From the Insert
ribbon, you can add a picture to your document:

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A. From File
1. Click on the Picture button, from the Illustrations group.
2. Navigate to your desired Picture folder.
3. Select a photo.

4. Click on the Insert button.

B. Online Pictures
Within Microsoft Office there are numerous online pictures (clip art and stock photographs) to
illustrate a specific topic. From the Insert ribbon, add a graphic to your document:
1. Click on the Online Pictures button, from the Illustration group.
2. The Insert Picture window will appear.
3. In the Search box, type your desire graphic topic, and then press the Enter key.
4. Select your desired Picture, and then click on the Insert button.

Inserting Shapes
The Shapes option allows you to insert a variety of shapes on to your document, such as
rectangles, circles, arrows, lines, flowchart symbols, and callouts. From the Insert ribbon, add a
shape to your document from the multiple selections:
1. Click on the Shapes button, from the Illustration group.
2. The Shape panel will appear, select your desired shape.
3. The mouse pointer will change into a plus sign.
4. Hold the left mouse button down, and while dragging your desired shape will appear.

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Note: Continuing to drag the mouse will enlarge the shape.

Inserting SmartArt
SmartArt allows you to change graphic images into visual communication information including
graphical lists, process diagrams, organizational charts, etc. From the Insert ribbon, incorporate
SmartArt onto your document:

1. Click on the SmartArt button, from the Illustration group.

2. The SmartArt panel will appear.
3. Select your desired graphic image, and then click on the OK button.

Note: Depending on your selection, text and/or photos can be added.

Inserting Chart
To illustrate and compare data you are able to utilize the chart option. This is similar to the Excel
chart feature. From the Insert ribbon, add a chart onto your document:
1. Click on the Chart button, from the Illustration group.

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2. The Chart panel will appear.

3. Select your desired chart type, and then click on the OK button.
4. Your selected chart type will appear next to a spreadsheet.
5. Enter your desired data onto the spreadsheet and the chart will reflect your data.
6. On the spreadsheet window, click on the Close window button, and then your chart will appear
on your document.

Mail Merge
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name
tags, and more using information stored in a list, database, or spreadsheet. When performing a
Mail Merge, you will need a Word document (you can start with an existing one or create a new
one) and a recipient list, which is typically an Excel workbook

To use Mail Merge:

1. Open an existing Word document, or create a new one.
2. From the Mailings tab, click the Start Mail Merge command and select Step by Step Mail Merge
Wizard from the drop-down menu.

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3. The Mail Merge pane appears and will guide you through the six main steps to complete a
merge. The following example demonstrates how to create a form letter and merge the letter with
a recipient list.

Step 1:
Choose the type of document you want to create. In our example, we'll select Letters. Then click
Next: Starting document to move to Step 2.

Step 2:
Select Use the current document, then click Next: Select recipients to move to Step 3.

Step 3:
Now you'll need an address list so Word can automatically place each address into the
document. The list can be in an existing file, such as an Excel workbook, or you can type a new
address list from within the Mail Merge Wizard.
From the Mail Merge task pane, select Use an existing list, then click Browse... to select the file.

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Locate your file and click Open.

If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.

In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which
recipients are included in the merge. By default, all recipients should be selected. When you're
done, click OK.

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From the Mail Merge task pane, click Next: Write your letter to move to Step 4.

If you don't have an existing address list, you can click the Type a new list button and click Create.
You can then type your address list.
Step 4:
Now you're ready to write your letter. When it's printed, each copy of the letter will basically be
the same; only the recipient data (such as the name and address) will be different. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly where to add the data.
To insert recipient data:
Place the insertion point in the document where you want the information to appear.

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Choose one of the four placeholder options: Address block, Greeting line, Electronic postage, or
More items.

Depending on your selection, a dialog box may appear with various options. Select the desired
options and click OK.

A placeholder will appear in your document (for example, «AddressBlock»).

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Repeat these steps each time you need to enter information from your data record. In our
example, we'll add a Greeting line.

When you're done, click Next: Preview your letters to move to Step 5.
For some letters, you'll only need to add an Address block and Greeting line. Sometimes, however,
you may want to place recipient data within the body of the letter to personalize it even further.

Step 5:
Preview the letters to make sure the information from the recipient list appears correctly in the
letter. You can use the left and right scroll arrows to view each document.

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Click Next: Complete the merge to move to Step 6.

Step 6:

Click Print... to print the letters.

A dialog box will appear. Click All, then click OK.

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The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be
printed.

Basic Office keyboard shortcuts

CTRL + O - open document
CTRL + N - new document
CTRL + S - save document
CTRL + P - print document
CTRL + C - copy
CTRL + V - paste
CTRL + X - cut
CTRL + Z - undo
CTRL + Y – repeat/redo
CTRL + B - bold text
CTRL + I - italicize text
CTRL + U - underline text
CTRL + L - left alignment
CTRL + R - right alignment
CTRL + C - center alignment
CTRL + J - justified
CTRL + HOME - navigate to beginning of the document
CTRL + END - navigate to end of the document
CTRL + F - find text
CTRL + H - find and replace text
CTRL + K - add hyperlink to selection

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