Word Processing PDF

Word processing software, such as Microsoft Word 2013, is the most commonly used type of software. Students, office assistants, managers, and professionals use word processing software to produce a variety of documents. Shown here are four common examples: a newsletter, invoice, partnership agreemen...

Word processing software, such as Microsoft Word 2013, is the most commonly used type of software. Students, office assistants, managers, and professionals use word processing software to produce a variety of documents. Shown here are four common examples: a newsletter, invoice, partnership agreement, and flyer. 1 One of the basic features of Word is the Ribbon, which enables you to create, modify, and enhance documents. There is a title bar which indicates the file name of the current document and includes Windows control buttons to access Word Help. At the top of the window is the Quick Access Toolbar which allows you to save a document, and undo or redo recent commands. At the bottom of the Word wind is the status bar which keeps you apprised of information in your document such as, word and page count, and your current position. There are view buttons which allow you to change the view of the document. The Zoom slider allows you to enlarge or reduce the onscreen size of the document. The scroll bars allow you to move through a document. The scroll bar appears if the document is long or wide enough to see additional page content. 2 When you create a blank document in Word, as you type your text will automatically push words to the next line when you reach the right margin. This is called the word wrap feature. This feature allows you to type without having to think about how much text will fit on one line. When Word wraps text from one line to the next it is known as a soft return. Soft returns change automatically as text is inserted or deleted, but is not considered a character. When you press the Enter key it is considered a hard return, which is a nonprinting character, called a paragraph mark. You can display nonprinting characters such as Tabs, Spaces, and Hard returns by selecting Show/Hide. To remove the display of nonprinting characters, click Show/Hide again. 3 To reuse text from a previously created document into a new document, insert the text from a saved document into the currently open document. Position the insertion point to where the text is to be inserted, click the Insert tab, click the Object arrow, click Text from File, navigate to the location of the saved document and double-click the file name. 4 With the automated spelling and grammar tools in Word, it is easy to produce an error-free document. A word that is considered misspelled is underlined with a red wavy line. A grammatical mistake or word usage error is underlined in blue. Word provides a thesaurus to help find a synonym for a particular word. If you have installed a dictionary, you will see a definition of the selected word at the bottom of the Thesaurus pane. 5 You can correct possible spelling, grammatical, or word usage errors in a document by right-clicking an underlined error. However, this can become time consuming. Word can check an entire document, pausing at each identified error so you can correct or ignore the problem. To check an entire document click the Review tab and click Spelling & Grammar in the Proofing group. You can also click the Proofing errors button on the status bar. If you need to know how many words are included in the document click Word Count on the Review tab. 6 Headers and footers give your documents a professional appearance. The header consists of one or more lines of text at the top of each page. The header might include the name of the organization, author, or title. The footer displays at the bottom of the page. It might contain a page number or the date the document was created. If you use the Header and Footer features to set up these areas, they appear automatically on every page of the document. You also have the option to use only a header or a footer, or to use both. The Header and Footer commands are on the Insert tab. You can format the text just as you would any other paragraph by setting typefaces, sizes, and alignments. You can select from a gallery of predefined header or footer styles or click Edit header or footer to create an unformatted header or footer. The discussion continues on the next slide. 7 A symbol is text, a graphic, or a foreign language character that can be inserted into a document. Symbols such as © are not located on the keyboard, you need to find them in Word’s library of symbols or use a shortcut key combination, if available. You can select a nonbreaking hyphen, nonbreaking space, and other special characters when you click the Insert tab Symbol, More Symbols, and Special Characters. Click a special character and click Insert to place it in a document. Depending on your font selection, your choices for symbols vary. Fonts such as Wingdings, Webdings, and Symbol contain a wealth of special symbols, many of which are actually pictures. Each symbol is assigned a character code. If you know the character code of the symbol, you can type it in and press Alt+X. 8 A margin is the area of blank space that displays to the left, right, top, and bottom of a document, between the test and the edge of the page. You can change a document’s appearance by adjusting the margins. You can change margins by clicking the Page Layout tab and then click Margins in the Page Setup group. Select from one of the predefined margin settings or click Custom Margin to adjust each margin individually. You can also click the File tab and click Print. Click Normal Margins or the previous margin settings to change one or more margins. 9 You will find that some documents are more attractive in either portrait or landscape orientation. A document displayed in portrait orientation is taller than it is wide, whereas a document shown in landscape is wider than it is tall. To change page orientation click Orientation on the Page Layout tab to select either Portrait or Landscape. Click the Margins on the Page Layout tab and click Custom Margins. On the Page Setup dialog box select either Portrait or Landscape. You can also click the File tab, click Print, and then click Portrait or Landscape Orientation. 10 A watermark is a text or graphic that displays behind text on a page. It is often used to display a very light washed-out logo for a company or to indicate the status of a document. Watermarks do not display on a document that is saved as a Web page. To insert a watermark, click the Design tab and click Watermark. Select from predesigned styles, or click Custom Watermark to create your own. To remove a previously created watermark click the Design tab, click Watermark, and then select Remove Watermark. You can create a Custom Watermark by clicking the Design tab, click Watermark, and then select Custom Watermark. You can select or change a watermark’s color, size, font, and text, in addition to that, you can include your favorite picture. 11 The Document Inspector checks for and removes different kinds of hidden and personal information from a document, for privacy or security reasons. Shown in the dialog box are the types of content that are affected by the Document Inspector. Because some information that the Document Inspector might remove cannot be recovered with the Undo command, you should always save a copy of the original document, using a different file name, before running any Inspector. Click the File tab, and then click Check for Issues. Click Inspect Document to open the Document Inspector dialog box, shown here. Select the types of content you want to check and click Inspect. Word lists the results and enables you to choose whether to remove the content from the document. 12 You may want to include information to identify your document such as author, document purpose, or intended audience. You do not want this information to appear in the document as it appears on the screen or as printed. You can use the Document panel to display descriptive information. You can also search for a file by the identifying information you assigned to a document. Click the File tab, click Properties arrow, and then click show Document Panel. For statistical information related to the current document, click the File tab and make sure that Info is selected. Data such as file size, number of pages, and total words are presented. You can modify some document information in this view by adding a title and comments. 13