INTRODUCTION TO WORD

PROCESSING
Word Processing : Creation, editing, and/or printing of
documents and texts by means of computer systems.

Features and advantages :

• Editing is possible before printing
• Data can be made attractive by formatting, such as
bold, italic, underline and many more.
• Documents can easily be send electronically
• Spell-check feature is provided
Application areas of word
processing :
• Business - Legal Copies, Letterheads, Letters,
Memos, Circulars etc.
• Education - To develop word processing skills
from the very beginning
• Home - Dealing with assignments being
completed at home, or occasionally
recreational ex. Maintaining diary
Introduction to parts of a word window
 Below is the table, describing parts of Word Windows:

Title Bar Displays the name of the currently active word

document.
Ruler Bar Allows you to format the vertical and horizontal
alignment of text in a document.
Tool Bars Word has a number of tool bars that help you
perform task faster and with great ease. Example :
Standard Tool Bar, Formatting Tool Bar
Status Bar Displays information about the currently active
document.
Scroll Bar Allows scrolling the content or body of document.

Workspace Area in the document window where text can be

entered.
Menu Bar Contains menus doing separate tasks.
 Basic Tasks in WORD :

Task Description

Creating a document •Step : File>>New(Ctrl + N)

•Function : Creates a New Document
Opening a document •Step : File>>Open(Ctrl + O)
•Function : Opens previously created document
Saving a document •Step : File>>Save(Ctrl + S)
•Function : Save document
Closing a document •Step : File>>Exit(Alt + F4)
•Function : Exits current document
Formatting Text •Step : Format>>Font(Bold, Italic, Underline, Font
style, and size buttons etc. are available on formatting
toolbar)
•Function : To apply formatting to the document
Page Setting •Step : File>>Page Setup(Alt+F+U)
•Function : Margin, Paper and layout can be set for the
page
Editing: Editing includes three
basic functions
Spelling Check & Grammar
•Cut – Step : Edit>>Cut(Ctrl+X)
•Function : To cut/move text
•Copy – Step : Edit>>Copy(Ctrl+C)
•Function : To Copy text
•Paste – Step : Edit>>Paste(Ctrl+V)
•Function : To paste the text which is
cut/copied.
•Step : Tools>>Spelling and Grammar(F7)
•Function : To check spelling and grammar of
the selected text.
Copying a block to another file :
Select text >> Click Edit >> Copy >> Move cursor to
the location in another file, where that selected block
is to be pasted >> Click Edit >> Paste

Newspaper Style Columns :

Select text >> Click Format >> Columns >> Enter
number of columns >> Click ok

Headers and Footers :

A text or graphics usually printed on top or bottom of
every page in document.
Step : View>>Header and Footer(Shortcut - Alt+V+H)
Finding Text :
• It is a feature used to find specific word or phrase.
Step  Edit>>Find(Shortcut - Ctrl+F)

Setting Up Printers :
• Click Start menu on desktop
• Click Printers and Faxes
• Right click the printer which you want to save as
default Pinter and select Set As Default Printer
Printing the document file :
Step : File>>Print(Shortcut - Ctrl+P)

Insert clip art

Step : Insert>>Picture>>Clip Art

Insert graph
Step : Select data>>Insert>>Chart
A chart wizard opens giving different options to the user,
specify the requirement and click Next, repeat the process
and finally click Finish.

Using Macros :
A macro is a set of computer instructions that you can
record and associate with a shortcut key combination or a
macro name. Whenever shortcut key combination is pressed
or macro name is clicked, your computer program carries
out the instructions of the macro. Advantage : Saves time.
 Tables

Creating table using table : Table>>Insert>>Table(Shortcut -

Alt+A+I+T)

Adding Rows : Table>>Insert>>Rows Above/Rows

Below

Adding Columns : Table>>Insert>>Rows Above/Rows

Below

Deleting Rows : Table>>Delete>>Rows

Deleting Columns : Table>>Delete>>Columns

Changing Column Width & Table>>Cell Height and Width>>Click

Row Height : on Column/Row tab>>Choose the
desired measurement>>Click OK
 Mail Merge
• Mail Merge deals with three elements : Main document, List
– Names and Address details of recipients, and the final
document
• Main document contains information which is identical in
each copy. And the placeholders for the unique data which
will be different for each copy (Ex. Name & Address) as
shown in figure.
• List is the database of recipients which can be imported
from excel or created and saved in word only so that this
information can be merged in the document as shown in
figures
• Final Document
• As mail merge is finished, a set of individual
documents is obtained, each with identical
data but different data in
placeholders (merge fields).
APT Contact
• Landline No. 4082444 /
2445 / 2453
• Mobile No. 9755557307
• Website :
www.aptinfoservices.com
• E-mail :
info@aptinfoservices.com