Word Processing: Basic Operations

• Word processing software is used to create, edit, format, and print text-based documents.

Basic Operations

• Most word processors allow starting with a blank document or a template when creating a new document.
• Documents stored on a computer or in cloud storage can be opened.
• Saving a document frequently using "Save" or "Save As" is important; a file name and format should be chosen (e.g., .docx, .pdf).
• Closing a document can be done while keeping the application open, or the word processor can be exited entirely.

Text Input and Editing

• Text is entered into the document simply by typing.
• Words, sentences, or paragraphs are selected using the mouse or keyboard shortcuts like Shift + arrow keys.
• Text can be inserted by clicking where you want to add text and then typing.
• The Backspace or Delete key removes characters or selected text.
• Copy (Ctrl+C), cut (Ctrl+X), and paste (Ctrl+V) functions allow moving text within the document or between different documents/applications.
• Undo (Ctrl+Z) and Redo (Ctrl+Y) commands reverse or reapply actions.

Formatting Text

• Font type (e.g., Arial, Times New Roman), size, and style (e.g., bold, italic, underline) can be changed.
• Font size is adjusted using points (e.g., 12pt, 14pt).
• Bold, italic, and underline styles emphasize text.
• Text color can be changed.
• Text can be aligned to the left, right, center, or justified.
• Line spacing can be adjusted.
• Paragraph spacing can be adjusted before and after paragraphs.
• Indentation of paragraphs can be increased or decreased.
• Bulleted or numbered lists can be created.

Page Layout

• Margins (top, bottom, left, right) of the page can be set.
• Orientation can be chosen between portrait (vertical) and landscape (horizontal).
• Paper size can be selected (e.g., A4, Letter).
• Headers and footers can be added, containing information such as page numbers, date, or document title.
• Page numbers can be inserted in the header or footer.

Working with Objects

• Images can be inserted from files or online sources.
• Images can be resized by dragging the corners or using the size settings.
• Images can be repositioned within the document.
• How text flows around images can be controlled using text wrapping (e.g., square, tight, through, top and bottom).
• Shapes like rectangles, circles, arrows, etc., can be inserted.
• Tables organizing data in rows and columns can be inserted.
• Rows and columns can be added or deleted, cell sizes adjusted, and table borders and shading formatted when modifying tables.

Proofing

• The spell check feature identifies and corrects spelling errors.
• The grammar check feature identifies and corrects grammatical errors.
• The thesaurus is used to find synonyms for words.

Mail Merge

• Mail merge creates personalized documents (e.g., letters, envelopes) for multiple recipients.
• A spreadsheet or database is used as the data source for recipient information.
• Merge fields are inserted into the document to display personalized information.
• Merged documents are previewed, and the merge process is completed to create the final documents.

Printing

• The document can be previewed to see how it will look when printed.
• Print settings such as number of copies, page range, and printer selection can be adjusted.
• The document can be printed to a physical printer or saved as a PDF file.

File Management

• Folders are created to organize documents.
• Files are renamed to better reflect their content.
• Unwanted files are deleted.
• Backup copies of important documents are created to prevent data loss.

Styles

• Predefined styles (e.g., Heading 1, Heading 2, Normal) are applied to format text consistently.
• Existing styles are modified to customize their appearance.
• New styles are created to meet specific formatting needs.

Sections

• A document is divided into sections to apply different formatting to different parts.
• Section breaks (e.g., next page, continuous) define the boundaries of sections.
• Different headers, footers, margins, and page orientation are applied to different sections.

Table of Contents

• A table of contents is automatically generated based on the headings in the document.
• The table of contents is updated to reflect changes in the document's headings and page numbers.

Track Changes

• Track changes are enabled to record all edits made to the document.
• Changes made by different users are reviewed and accepted or rejected.
• Comments are added to the document to provide feedback or ask questions.

Macros

• A series of actions are recorded as a macro to automate repetitive tasks.
• Recorded macros are run to quickly perform the automated tasks.

Accessibility Features

• The accessibility checker identifies and fixes accessibility issues in the document.
• Alternative text is added to images to make them accessible to users with visual impairments.

Collaboration

• Documents are shared with others for review and collaboration.
• Multiple users can work on the same document simultaneously through co-authoring.