Word Processor

Module 2
Word Processor:
A word processor is a software package that can process the words i.e.
using it
you create a document,
edit it,
modify it,
save it etc.
Creation of a document involves the typing of words by the user into the primary
memory of the computer and then it is saved permanently on the backup memory.
Following are some example of popular word processors:
WordPerfect
WordStar (first word processor)
MS Word

MS Word :
Word is an application program that allows you to create and type
 letters,
 reports,
 memos,
 proposals,
 newsletters,
 Web pages,
 tables
 communication related documents.
 It has complete variety of documentsand the document type is impressive.
 Batch mailings using form letter template and an address database (also called
mail merging);
 footnote numbering;

 Bullet and numbering feature of Word incrementing the numbering on
subsequent lines.
 Word has innovative features including hyper linking and WebPages designing.
 Word includes features that allow you to convert documents into a format that
can be viewed on the Internet that is in hypertext Markup Language (HTML).

MENU BAR: A menu bar of MS Word includes the following tools.
File

(i)

Edit View Insert

Format

Tools Table

Window

Help

File Menu:On selecting the option File from menu bar, a drop down
menu will be displayed having the following options:

Detail of some of these options is an under:
New( Ctrl + N )
Shows a sub-menu for selection of Blank-Document. A user can easily use
them and can create his document.

Open:( Ctrl + O )
This option is used to open an existing document. To open a document:
Select the option open from drop-down menu. The open dialogue box will be
displayed.
Select the directory where the document is stored from the list of directories
displayed.
Enter the file name to be retrieved, or click on the name of the file in the files
list and click on OK to complete the process.
The document will be displayed.
Close:
It is used to close a document with which you are working on. In case you have
not saved the document, Word will prompt you to do so. Click on save if you want to
save the document, No to quit without saving and cancel to abort closing the
document and continue working.
Save:
When you key in your document, the document is stored in the internal memory
of the machine. In order to preserve the document for future use, you must save it on
the disk.
To do so select the Save option from drop down menu of file option.
A dialogue box will be displayed.
If name is not given prior to this command, it prompts for the name, you can
use long description names if you want.
Key in the name of the new file in the file name text box and click on OK.
By default, the new document will be saved as a word document, with an
extension .DOC.
Save As:
To save a file in a directory other than the default directory i.e. the directory
highlighted in the directory lists of the Save As dialogue box:
Click on the name of the directory in which you want to save the document and
click on OK.
To specify a different drive to save your file on:

Click on the drive text box. A list of available drives will be displayed.
Select the drive on which you want to save your file by clicking on it and click
on OK to complete the process.
Page Setup:
After having created a draft copy of a document, you may find that the format
of the page is not what you want it to be. The margins (left, right, top, bottom) are to
be adjusted boundary of the text on your document. To change the margins:
Select the Page Setup option. The page setup dialogue box will be displayed.
Click on the margins. Enter the size of the left, right, top, bottom margins in
the text boxes.
When you create a document, you should take into consideration, the size of the
paper on which the document is to be printed so that you can get the best
possible output.
Exit:
Exit to Windows desktop. If files are not saved, all are automatically saved after
prompting.

(ii)

Edit-Menu:
The second option on the menu bar is edit. Click on the option edit and

following drop down menu will be displayed:

Undo: (Ctrl
+ Z)
Undo
reverses your
last

action.

Each

click

reverses one
more action.
Repeat:

It repeats last operation. If you cannot repeat the last action the repeat command
changes to can't repeat.
Cut: (Ctrl + X)
Cuts selected Text/Paragraph. Cut text can be used elsewhere in same file or in
other files or on desktop.
Copy: (Ctrl + C)
Selected Text/Page is used for copying to file or another folder.
Paste: (Ctrl + V)
Text cut earlier can be pasted anywhere and as many times as needed.
Clear:
Clear acts as Delete.
Select All: (Ctrl + A)
Selects whole text.
Find:( Ctrl + F )
Displays Dialog box. Find the Text to be searched.
Replace:( Ctrl + H )
The Find and Replace option of the word is convenient way of searching for a
word in a document and replacing it with something else. It can be used in a situation
where an error has been committed in a document consistently and has to be corrected.
Click the replace option and the replace box will be displayed. Enter the text to be
searched for in the Find what text box and text to replace it with in the replace with
text box. Then click on replace the replace each occurrence, one by one, or replace all
to replace every occurrence with the new contents.
(iii)

View:

Third option in the Menu bar is View. Click on this option and following drop
down menu will be displayed:

Page-Layout:
In this view, you can see how objects will be positioned on the printed page.
This view is useful for editing headers and footers, for adjusting margins and for
working with columns, drawing objects and frames.

Full Screen:
Display full screen for editing & displays.
Toolbars:
It will display toolbar on screen.
Ruler:
It will display rulers (Left, Right etc.) on screen.
Header and Footer:
Displays Header and Footer Menu with various selection choices and option to
write Header or Footer.
Footnotes:
Footnotes can be added at end of page.
Zoom:
Zoom gives Zoom-Menu, where size can be selected as
500%(Maximum)
100%
10% (Minimum)
Page Width
Whole page, Many Pages

Assignment Questions
Q.1.

Define the term Word Processor and its types. Also explain the features of MS

word.
Q.2.

Differentiate between save and save as.

Q.3.

What is the main function of page layout?

Q.4.

How can you find a particular word in your file?

Q.5.

How can you delete the formatting of your text.

Q.6.

Can you only copy the formatting of a section and apply it to the another

section? If yes, then how?

Word Processor

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