WORD PROCESSORS

A word processor is a computer program or application that allows the

user to create, edit, save and print word documents. Word processors are
one of the most common programs used on computers.
A Word Processor is a computer program that enables a person to
create, save, retrieve, edit, format, and print text based documents.
Word processing is the art of text manipulation. It involves creating &
producing professional looking documents such as letters, memos,
reports, etc.
Word Processing refers to the act of using a computer to create, edit,
save and print documents. In order to perform word processing,
specialized software (known as a Word Processor) is needed. One example
of a Word Processor is Microsoft Word, but other word processing
applications are also widely used.
These programs allow users to create a wide variety of documents
including (but certainly not limited to) reports, letters, memos, newsletters
and brochures. In addition to typing text, the word processor allows you to
add content such as pictures, tables, and charts to your documents as
well as decorative items including borders and clipart.

Features of a word processor

Create documents: Users can create documents like resumes, cover
letters, business correspondence, and more
Edit documents: Users can modify text, insert, delete, and move text
Format documents: Users can format text with bolding, underlining,
italicizing, and font type
Add elements: Users can add tables, charts, pictures, and other
elements from other software
Check spelling and grammar: Users can check spelling and grammar in
their documents
Examples Microsoft Word, Google Docs, OpenOffice, Corel WordPerfect,
and Lotus Word Pro.
Advantages of a Word Processor:
1. You can make changes without retyping the entire document.
2. Documents can be saved, edited and retrieved later.
3. Word document files are relatively small in size.
4. Text and graphics can be easily inserted, formatted or deleted at any
point.
5. Text and graphics can be easily copied, cut and pasted at any point.
6. Many hard copies of the document can be created easily.
7. Mistakes can easily be corrected.
8. They are easy to learn and use.

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Disadvantages of a Word
Processor:
1. It requires a computer (and
electrical
power) to use
2. Documents or data can be lost
by a
computer malfunction
Disadvantages of a Word Processor:
1. It requires a computer (and electrical power) to use
2. Documents or data can be lost by a computer malfunction

3. Symbols and equations are

easier to
write than create on a computer
4. Viruses can attack and corrupt
word
processors and their files.
3. Symbols and equations are easier to write than create on a computer
4. Viruses can attack and corrupt word processors and their files.

Microsoft Word being the most commonly used word processor, it has
many versions of; some are Microsoft Word 2002, Microsoft Word 2003,
Microsoft Word 2007, Microsoft Word 2010, Microsoft Word 2013 and
Microsoft Word 2016. Microsoft Word is part of the Microsoft Office Suite

When choosing a word processor

Consider the operating system you use
Consider how easy the program is to use
Consider the formatting and editing features

Word Processing Terminologies

The first step of learning word processing is understanding the
terminology you will encounter as you work through this lesson.

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1. Alignment: Alignment refers to the way text is arranged in the
document between the margins. In horizontal alignment,
paragraphs of text can be left aligned (flush against the left margin),
right aligned (flush against the right margin), or centered (each line
within the paragraph centered between the margins). There is a
fourth alignment option known as "justified". Text in a justified
paragraph will be spread evenly across the page and appear as a
block with text lining up on both the left and right margins.
2. Application: Another word for a software program. In word
processing, the application is a Word Processor such as Microsoft
Word.
3. AutoCorrect: This feature is used to correct typos and misspelled
words. When AutoCorrect is turned on, common mistakes are
automatically replaced using a default a list of words that are stored
in the word processing application. The user can also typically
modify the list to include their own common misspellings.
4. Clipboard: The clipboard is a temporary holding area the computer
uses for any item that has been copied or cut. When an item such as
text is placed on the clipboard, it can then be pasted elsewhere in
the document. Items will stay on the clipboard until they are deleted
or erased. The manner in which the clipboard is cleared depends on
the application being used. Quite often, the clipboard is cleared
when another item is cut or copied or if the application is closed.
5. Copying: The process of copying will take an existing item in a
document and creates a duplicate in a new location in the document
(or even in another document). When an item is copied, it is stored
temporarily on the clipboard waiting to be pasted elsewhere.
6. Cursor/ Insertion Point: The cursor (also known as the insertion
point) is a flashing vertical bar on the screen that indicates where
entered text or objects will be placed in the document. To place the
cursor to a new location in your document, you would move your
mouse pointer to the new location and click the left mouse button
once. The flashing cursor should now appear in the new location and
any text typed or object inserted will be placed there.
7. Cutting: The process of cutting is used to move text or objects in a
document. Cutting takes an existing item in a document, removes it
from its current location and stores it on the clipboard. The item can
then be pasted elsewhere in the document (or even in another
document) as long as it remains on the clipboard.
8. Document: A document is the file that is created using a word
processor. Documents can contain many different types of items
such as text, images, tables, charts, borders and clip art.
9. Editing: Editing is the process of making changes or corrections in a
document. It includes alterations to the text itself, moving or
copying items to other locations and applying formatting options to
the document itself and items within it.
10. Footer: The footer is an area that appears at the bottom of
every page in a document that can contain one or more lines of

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 text. One common use of the footer is to insert the current page
number on every page in the document.
11. Font: A font is a set of letters and numbers of one particular
typeface. The font includes not only the typeface, but other
characteristics such as size, spacing and emphasis. An example of a
font would be Arial, 12 point, italic.
12. Formatting: The process of formatting a document involves
specifying how the document will look in its final form on the screen
and when printed. Common formatting options include the font, font
size, color, alignment, spacing, margins and other properties.
13. Header: The header is an area that appears at the top of
every page in a document that can contain one or more lines of
text. One common use of the header is to include information about
the document (such as the title) on every page in the document.
14. Highlighting / Selecting: Highlighting (or Selecting) an object
or area of text is typically the first step to making a change to that
item. When an item is highlighted (or selected) the next action
(whether it be formatting, deleting, copying, or cutting) will typically
only affect that item. Items are usually highlighted (selected) using
the mouse by clicking in the starting position (and holding down the
mouse button) and dragging to the end of the area that you want to
select.
15. Indent: The space between the margin of the page and the
text. Most word processors allow for both left and right indentation.
One other common use of indention is what is known as a "first line
indent" where only the first line of a paragraph is indented and the
remaining lines of text lie directly against the left margin of the
page.
16. Insertion Point/ Cursor: The insertion point (also known as the
cursor) is a flashing vertical bar on the screen that indicates where
entered text or objects will be placed in the document. To place the
insertion point to a new location in your document, you would move
your mouse pointer to the new location and click the left mouse
button once. The flashing insertion point should now appear in the
new location and any text typed or object inserted will be placed
there.
17. Landscape: Page orientation refers to the way the rectangular
page is turned or positioned for viewing or printing. The two types of
orientation in word processing are portrait and landscape. Portrait
orientation is where the height of the page is greater than the width.
Landscape orientation, on the other hand, has a greater width than
height (the page is turned on its side).
18. Legal Size: The term "Legal" in the page layout area of a word
processing application refers to the size of the paper being used to
print the document. The dimensions of legal sized paper are 8.5 X
14 inches.
19. Letter Size: The term "Letter" in the page layout area of a
word processing application refers to the size of the paper being

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 used to print the document. The dimensions of letter sized paper
are 8.5 X 11 inches.
20. Line Spacing: Line spacing refers to the amount of white space
between lines of text in a paragraph. Commonly used line spacing
settings are single spaced and double spaced.
21. Margin: The margin is the white space between the edge of
the page and where text or other items can be placed in your
document. Margin settings can be adjusted to include more or less
space around the edge of the page and left, right, top and bottom
margins can be changed independently of one another.
22. Menu Bar: The menu bar typically appears at the top of the
word processing application's window and contains a listing of the
main commands in the form of text. Menu items that are common
among multiple applications include File, Edit, View and Help. When
you click on one of these items, additional options appear in a drop-
down menu on the screen.
23. Paragraph: In a word processing document, a new paragraph
is created each time the enter key on the keyboard is pressed. A
paragraph can be made up of several lines of text, a single item, or
nothing at all. Microsoft Word has a view that will show you where
each paragraph in a document begins or ends.
24. Paragraph Spacing: Paragraph spacing refers to the amount of
white space that is left between paragraphs when the enter key is
hit. Unlike line spacing, paragraph spacing does not affect the
amount of space between lines of text, but instead, between one
paragraph and the next.
25. Pasting: After text or another item is cut or copied it is placed
on the clipboard. The process of pasting takes the item on the
keyboard and places it in current location of the insertion point.
26. Portrait: If the page layout indicates Portrait page orientation,
the vertical edge of the paper is larger than the horizontal edge.
Portrait orientation is the most common orientation in word
processing. Landscape (where the horizontal edge is larger than the
vertical edge) is the other option.
27. Print Preview: Print Preview is a word processing feature that
will show you what your document will look like on a piece of paper
if it were to be printed.
28. Rulers: The rulers appear at the top and side of the document
within the word processing window and are used to show the
position of the margins, tabs, indents, columns, rows and other
items that are set for the document.
29. Scroll Bars: Since many documents are too long to fit legibly
on a single computer screen, vertical and horizontal scroll bars are
included to allow you to move through the document and change
the area of the document that is currently being viewed on the
screen.
30. Selecting / Highlighting: Selecting (or Highlighting) an object
or area of text is typically the first step to making a change to that
item. When an item is selected (or highlighted) the next action

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 (whether it be formatting, deleting, copying, or cutting) will typically
only affect that item. Items are usually selected (or highlighted)
using the mouse by clicking in the starting position (and holding
down the mouse button) and dragging to the end of the area that
you want to select.
31. Spelling / Grammar Checker: Most word processing programs
include a utility that checks for proper spelling and grammar.
Depending on the application being used, these utilities may run
automatically and alert you to errors as you type (such as in
Microsoft Word) or require you to run the utility manually. Either
way, you typically will be given options as to whether or not to
accept the changes suggested by the utility. The exception to this
would be if AutoCorrect is turned on and the item in question
appears in the AutoCorrect listing.
32. Tabs: Tabs are used to control the placement of text on a
page. Tab stops can be set within the ruler at the top of the word
processing window. In addition to the location of a tab (example: 2
inches in from the left margin), the type of tab can also be set.
Common tab types include left, right, centered and decimal. The tab
type controls how the text will be aligned if it is forced to that tab
stop. When the tab key is pressed on the keyboard, the cursor will
move to the next tab stop location.
33. Table: A table is a collection of text, data or other items that
are arranged in columns and rows.
34. Template: A template is a starting point for a document that
contains initial formatting options, settings, colors, layout and
placeholders. A typical blank document begins with the "Normal"
template, but sometimes it is a time saver to begin with a
preformatted template when creating a more advanced document
(such as a brochure or flyer).
35. Tool bar: A tool bar consists of buttons that provide a shortcut
way of performing a commonly used function. There are many
different toolbars that exist in word processing applications, each of
which focuses on a particular topic or category.
36. Typeface: The typeface determines the shape of the letters
and numbers in a document. Common typefaces include Times New
Roman and Arial. A collection of letters and numbers of one
particular typeface makes up a Font.
37. Undo: The "Undo" command can be used to reverse the last
action (or series of actions) that you have performed in a document.
When using the Undo command, each item must be reversed
sequentially, meaning that if you would like to undo the action you
took 7 actions ago, you would first need to undo actions 1 through 6
as well.
38. Wizard: A wizard is an interactive feature built into the word
processing application (particularly in Microsoft Word) that will walk
you step-by-step through a specialized process. One example of a
Wizard included in Microsoft Word is the Mail Merge Wizard which

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 provides assistance with automatically creating letters, mailing
labels or envelopes from a list of names and addresses.
39. Word Processing: Word Processing refers to the act of using a
computer to create, edit, save and print documents.
40. Word Wrap: Word Wrap refers to the function of a word
processor that will automatically force text to a new line when the
right margin is reached while typing. Word Wrap eliminates the
need for pressing the Enter key on the keyboard at the end of every
line.

Keyboard Shortcuts
Some common commands are used in word processing to save time and work faster when writing
documents.

Below are some examples

• Open a File = Ctrl + O
• Bolding Text = Ctrl + B
• Finding Text = Ctrl + F
• Copying Text = Ctrl + C
• Pasting Text = Ctrl + V
• Undo = Ctrl + Z
• Select All = Ctrl + A
• Cut Text = Ctrl + X
• New File = Ctrl + N
• Save a File = Ctrl + S
• Print a File = Ctrl + P

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