Word Processing

What we’ll cover for this lecture topic:

– Types and Examples of Application software
– Creating Documents with Word
– What is logical and physical document structure?
– Demos (as much as time permits)
• Including some useful hints and strategies

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 Application Software (1)
• Some types:
– Document production:
• Word-processing, desktop publishing, web page
authoring
– Graphics
• Photo editing, Painting & drawing, CAD, animation,
video
– Presentation
– Numerical Analysis:
• Spreadsheets, graphing, statistical
– Databases

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 Application Software (2)
• More types:
– Reference:
• Dictionary, encyclopedia, maps
– Connectivity or communications:
• Web browser, email, remote control, home networking
– Education and training
– Business: accounting and finance
– Games!
– Office suites:
• Word-processing, spreadsheet, presentation, and
database software all carefully integrated

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 Application Software (3)
• Some Examples:
– Document production:
• MS Word, WordPerfect, FrameMaker, FrontPage, …
– Graphics
• PhotoShop, CorelDraw, AutoCAD, 3D Max, Maya,
Adobe Premiere
– Presentation
• MS PowerPoint
– Numerical Analysis:
• MS Excel, Lotus 1-2-3, SPSS, …
– Databases
• MS Access, Lotus Approach, Oracle
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 Application Software (4)
• More Examples:
– Reference:
• MS Encarta, MS Streets, StreetFinder, Webster
Online,…
– Connectivity or communications:
• MS Internet Explorer, MS Outlook, Netscape
Communicator, Opera, Mulberry, AOL, …
– Education and training
– Business: accounting and finance
– Games!
– Office suites:
• MS Office, MS Works, OpenOffice, StarOffice, …
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 The Microsoft Office Suite
BASIC SUITE PROFESSIONAL SUITE
Also includes:
• Word processor (Word) • Presentation maker
• Spreadsheet (Excel) (PowerPoint)
• Email utility (Outlook) • Desktop Web publisher
• Web browser (Internet (Front Page)
Explorer) • Database (Access)

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 Word proc. & desktop publishing
 A word processor is an application that allows
the user to compose and edit simple documents
 ADVANTAGES:
– Corrections and revisions are easy
– Many formatting details handled automatically
• What are defaults?
– Customized forms, form letters, and mail-merge
• Can be stored and reused
– Structural templates can be defined by the user
• do it once, use it over and over without affecting original

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 • Like computers, text documents have both:
– a logical structure, which stays the same no
matter how the document is represented, and

– a physical structure, that may be

• different on paper than on a screen;
• different with one page layout than another
• different from printer to printer

– When document gets put out: the “best fit” to

that device is calculated from the logical
structure that the computer knows.

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 • SO WHAT? What’s that mean?
• BEWARE: what you see is not
always what you get.
– The physical structure of a document is
system-dependent; i.e., fonts and tab
spacing vary among systems.
– In addition, systems must often
approximate the physical format due to
limitations of the printer. As a result,
formatting on the printout may not
match the formatting shown on the
screen.

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 LOGICAL STRUCTURE
The information in a document and the order in which it is
presented is referred to as the document’s logical structure.
Here is one simple logical ordering of information:
Table of contents
Title
Author
Date
Abstract
Major heading 1
Subhead 1
Text
Major heading 2
Subhead 2
Text
References
Footnotes
Bibliography
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 • Previous page shows parts of document’s
logical structure: how my ideas are organized.
• Different from layout--how my ideas are
represented or shown.
– Example: Use of major headings
• An important idea becomes a major heading: that’s
part of the logical structure.
• How I will show that the idea is a major heading is
part of the physical structure.
– Such as how?

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Writing and editing
• Creating the logical structure:
TEXT ENTRY

• Modifying the logical structure:

EDITING
• MS Word has many tools to help.
– Many under Edit and Tools menus. A few:
• Cut & Paste
• Copy & Paste
• Find & Replace
• Spell/grammar check
• Thesaurus
– Hint: use key combinations to save time.
Buttons are ok but often slower to use. Why?
 PHYSICAL STRUCTURE
Formatting
Formatting—e.g., indentation, text color, style, size, etc.—
changes the physical structure of a document.

– where ink will be on paper…or dots on

the screen. “Page layout”
– Logical structure is converted into pixels:
one set of pixels on screen; different set for
each printer.

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 Now is the time for all
goodmen ….

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 • Many formatting tools-- File & Format menus
(again, keyboard shortcuts are handy). A few:

– Page Setup (margins; page orientation; ...)

– Font Type, Size, Style, Color
– Text Alignment
– Header & Footer formatting
– Number & bullet lists
– Insert (Break; Page no; Art...)
– Borders
– Tabs
– Lists: numbered, bulleted, etc.
– Tables ... DEMO
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