ICT NOTE
CREATING WORD PROCESSING DOCUMENT
Introduction
Word processing software is an application software or program that allows users to type, edit or format a text or document.
That is you can type your document, edit the content of your document and you can effect changes to the document by formatting characters, words or sentences. Giving the document a style makes it look more attractive.
Microsoft Office Word is the commonest word processing software being used by many people.
Other word processing applications are:
- WordPerfect,
- Applix Word-Linux,
- Abi Word,
- Ted,
- Pages,
- Bean,
- Groff,
- Ashampoo office Textmaker,
- Frame Maker,
- K-Word,
- Lotus Word Pro,
- Easy Word,
- IntelliTalk, etc.
- Office button,
- Ribbons
- Quick Access Toolbar
- Document Windows,
- Horizontal rule,
- Status bar,
- Scroll bars, etc .
Commonly used features of the office button
Office Button
The office button / file is located at the top-left corner of the window which is clicked to display a menu.
The Commands are Briefly Explained
- New: create a new blank file.
- Open: displays the content of a file.
- Save: used to store or update files already saved.
- Save as: used to store file for the first time.
- Print: used to produce hardcopies of files.
- Prepare: used to check if a document is ready to be shared with others. It also restricts others who may effect changes to the document.
- Send: used to post or forward a file documents to others.
- Publish: used to place a document on the web.
- Close: used to exit or abort the active file or document.
- My Recent Documents: this displays recently opened document.
- Word Option Button: when this button is clicked, it opens a dialogue box which contains options that are used to customize the word window.
- Exit Word Button: used to abort the active window.
Quick Access Tool bar
It is a shortbar displayed at the top left of an application window which contains command buttons that are frequently used.
Names Functions
Save Used to save a file or text
Undo Used to reverse an action executed
Redo Used to reverse the last undo
Drop Down Arrow Used to display list of submenu
The user can customize this toolbar by clicking the dropdown arrow on the right. Customize is the addition of some buttons to the toolbar or hiding some buttons on the toolbar.
*Title Bar*
It is a horizontal bar usually at the top of a window or dialogue box that shows the name of the application and the control buttons. The control buttons are
- minimize,
- maximize,
- restore and
- close buttons.
*Command Tabs/Tabs*
They are designed buttons which are clicked to display ribbons. To display a ribbon of a tab, click on the tab .Another way you can select and display a ribbon of a tab is, place the left pointer on the home tab and scroll the mouse wheel backwards to select the next tab to the right.
*Ribbons*
The ribbon is a horizontal panel at the top of an application window usually below the command tabs which contains command buttons that are used to accomplish a task.
The default ribbon is the Home ribbon.The most commonly buttons display at the forefront of the ribbon.
It indicates the place where you will be entering text. When you launch a new document, the insertion point always blinks at the top left corner of the text area.
Tab Stop
Tab stops: Are used for displaying columns of data with each column of data being separated from the next column by a tab space. There are different types of tab stop.
These include:
- Left Tab Stop: This sets the starting location of text which will display to the right as you type in text. The default alignment tab stop is left.
- Right Tab Stop: This sets the tab right end for your text and when you enter text at this tab stop it will move to the left.Double click the left tab stop to display it.
- Centre Tab Stop: This tab stop, allows you to position the text at the centre of the tab stop. Click the left tab stop to display it.
- Decimal Tab Stop: This is used to align numbers around a decimal point. Triple click the left tab stop to display it.
- Bar Tab Stop: This displays a vertical line to separate the columns. Click the left tab stop four times to display it.
- Indent first line: Click on this control and then click on the top part of the horizontal ruler where you would like the first line of that paragraph to begin. click the left tab stop five times to display it.
- Hanging Indent: Click on this control, then click on the bottom half of the horizontal ruler where you would like all lines after the first line of the paragraph to be indented. Click the left tab stop six times to display it.
Left Indent
It shows the left side of a paragraph relative to the margin of the page.
Right Indent
It shows the right side of a paragraph relative to the margin of the page.
Horizontal and Vertical Rule
They help us to view and set paragraphs, indents, tab stops, page margin and column width. They are marked off in units of measure. The horizontal rule is displayed across the top of the document window while the vertical rule is displayed at the left vertical side of the document.
Document Window/Text Area
This is the broad empty space where text, charts and graphics are entered.
Status Bar
It displays information about a command or toolbar button, an operation in progress or the locations of the insertion point. Status bar is located at the bottom of the application window. The status bar displays from left to right, the page number, the section number and the page currently visible in the document. It also displays your position on the page and tells you about the current state of any selected keys on the keyboard.
Zoom slide
The zoom slide is used to magnify or reduces the size of a text. The default zoom is 100%.
Viewing a Word Document
Microsoft Office Word provides various methods of viewing a document. This allows you to see different levels of details in a document. The various views of a document are
- Print layout
- Web layout
- Outline
- Full screen Reading layout
- Draft/Normal
Print Layout
This is the default view in word. It shows the original document with font sizes, indents and line spacing. It does not show formatted columns, footers and headers.
Web Layout Window.
The web layout view of a document gives a view similar to viewing of a page in a web browser. In this view, the entire document appears on a single page, with tables and text wrapping to fit into the window
Outline Layout Window
The outline view shows the structure of a document. Each heading and subheading in a document is formatted with built-in heading styles The headings are indented according to their levels. In this view, paragraph formatting, commands and the rulers are not available.
Full screen reading view
This view of a document can be used to read long documents in a manner similar to reading an actual book. It displays two pages of text at a time.
Draft / Normal View
The draft of a document displays the normal view of the document, where it does not display certain elements such as pictures, headers, footers and text boxes. Draft view enables you to edit or format a document quickly .Now let us discuss the features on the ribbons. The ribbon has groups, command buttons and dialogue box launcher.
Groups
The groups are logical collections of command buttons that are utilized or used to perform a task in the document window. Commonly used command buttons are displayed on the ribbon.
Dialogue box launcher
Dialogue box launcher is a drop down arrow that appears mostly at the bottom right of a group which is clicked to display dialogue box with more option of commands of that particular group.
Command buttons are used to accomplish a task. Examples of command button is Bold. Now let us discuss the various ribbons, their groups.and the command buttons on them.
Home Tab and its Ribbon
The home command tab displays the Home ribbon by default. This ribbon contains five (5) groupings namely: Clipboard, Font, Paragraph, Style and Editing.
Clipboard Group
The clipboard groups contain: cut, copy, paste and format painter.
Cut - used to remove a text completely from its location.
Copy - create a duplicate of a text, or document.
Paste - place the currently copied or cut text or file at a new location.
Format painter - copies formatted text features and applies the features to another text
Clipboard
The clipboard is an internal memory of an application that holds copied or cut data temporarily.
The features in the clipboard are
- Cut,
- Copy,
- Paste and
- Format Painter.
The clipboard group has dialogue box launcher when clicked displays the clipboard on the left pane of the application window.
Font Group
Font is the typeface or appearance of text.
The table below is showing the buttons on the font group.
Buttons Names Functions
B Bold Makes selected text thick and heavy.
I Italic Makes a selected text italic or slant
U Underline Creates a line under selected text.
abc Strike through Draws a line through a selected text.
x₂ Subscript Lowers a text beneath other text on the same line and is reduced in font size.
x² Superscript Raises a text above other text on the same line and is reduced in font size.
Aa Change case Changes text to upper or lower case.
Calibri (Body) Font Type Changes the font of the selected text.
11 Font size It is used to either increase or reduce the size of a text.
A Grow font It is used to increase the font size of a text.
A Shrink font It is used to reduce the font size of a text.
Text Highlighter Colour Text Highlight Colour it is used to highlight a text to stand out.
Font colour Font colour Gives the text a colour.
Font
The font is the typeface or appearance of a text on a computer screen.
The font includes the font type, font size and font style. The font type is the various fonts such as calibre, Times New Roman, etc. The font size is dimension of the text. It is measured in points such as 12, 14, 16 points. etc. The default font size is 11 points and the least size is 8 points with 72 as the biggest font size. By default there are no decimal numbers such as 12.5 points in a pre-designed font sizes. However you can type it and apply and it will take effect. The font styles are the predefined formatting options that are used to change the appearance of a text. The four main styles are: Regular, Italic, Bold, Bold Italic. When the user applies all these features to change the typeface or the appearance of the text, we call it formatting. The diagram below shows formatting lines of text using these features.
Anointed Series Textbook and Workbooks are the best ICT books - Regular
Anointed Series Textbook and Workbooks are the best ICT books- Bold
Anointed Series Textbook and Workbooks are the best ICT books - Italic
Anointed Series Textbook and Workbooks are the best ICT books- Bold Italic
From the diagram above, you can see that the font type displayed is the ‘Calibre’ and the font size is 11. By default, these features are displayed by the program when you launch Microsoft Office Word 2007. The ‘Regular’ of the font style is also selected. You can apply the buttons on the ribbon or click the font dialogue box launcher to display by default but for the others. The font window is shown below.
The table below is showing buttons on the paragraph Group
Buttons Names Functions
🡠Left Align Arranges the left margin of the text to be straight with right margin rough or rag.
🡡 Centre Places the text at the centre of the page leaving equal margins for both left and right.
🡢 Right align Arranges the right margin of the text to be straight with the left margin rough or rag
🡣 Justify Arranges text so that both left and right margin will be straight and also give equal space between words or text.
≡ Line spacing It is used to give equal interval between two or more horizontal lines in a document.
🞓 Shading Gives background colour to the text.
☐ Bottom Border It is used to add a border around a selected text.
● Bullet Adds bullet attribute to a selected text.
≡ Numbering Adds number attribute to a selected text.
≡ Multilevel It is used to arrange lines of text in slanting form.
↶ Decrease Indent It is used to indent paragraph further to the left
↷ Increase Indent It is used to indent paragraph further to the right.
A↓Z↑ Sort It is used to arrange selected text alphabetical
¶ Show/Hide It is used to display or hide paragraph mark
Paragraph Group
Buttons Names Functions
Left Align Arranges the left margin of the text to be straight with right margin rough or rag.
Centre Places the text at the centre of the page leaving equal margins for both left and right.
Right align Arranges the right margin of the text to be straight with the left margin rough or rag
Justify Arranges text so that both left and right margin will be straight and also give equal space between words or text.
Line spacing It is used to give equal interval between two or more horizontal lines in a document.
Shading Gives background colour to the text.
Bottom Border It is used to add a border around a selected text.
Bullet Adds bullet attribute to a selected text.
Numbering Adds number attribute to a selected text.
Multilevel It is used to arrange lines of text in slanting form.
Decrease Indent It is used to indent paragraph further to the left.
Increase Indent It is used to indent paragraph further to the right.
Sort It is used to arrange selected text alphabetically.
Show/Hide It is used to display or hide paragraph mark.
Paragraph Dialogue box
The group dialogue box launcher is clicked to show the Paragraph dialogue box or Paragraph dialogue window. This window displays default settings for the features. You can change the default settings such as alignment, indentation, line spacing, etc.
.jpeg)
Paragraph window
The Style group.
This group enables the user to select different titles and sub-title styles for the text. The default is normal.
.jpeg)
Editing Group
Find - It is used to look for a particular text in a document.
Replace - It is used to substitute a selected text.
Select - It is used to select a text or subjects.
Editing Group
This group enables the user to select different titles and sub-title styles for the text. The default is normal.
Editing Group
Find - It is used to look for a particular text in a document.
Replace - It is used to substitute a selected text.
Select - It is used to select a text or subjects.
Insert Tab and its Ribbon
The insert command tab contains seven (7) groupings.
Insert Tab and its Ribbon
Insert Groups and their functions
Groups Names Functions
Pages Group The page group enables the user to insert cover page and/or blank page into a document.
Tables Group This button enables the user to insert tables into a document.
Illustrations Group Allows the user to insert pictures, clipart, shapes, smartcards, charts, etc into the document.
Links Group
HyperLinks - insert hyperlink or bookmarks into document. Bookmark identifies text and allows the quickest way to navigate through long documents.
Cross-reference enable user to refer to particular page, section or units.
Header and Footer Group
Header and Footer: (used to) places a text or graphic at a top or bottom of every page of a document. Eg. Page numbering.
Text Group
Text box - Used to insert text into a document. When textbox is inserted, it displays format command tab and its ribbon. This ribbon contains command buttons that are used to modify the text.
Quick Parts - It is used to insert reusable pieces of content such as titles, etc.
WordArt - It is used to insert decorated text. Drop Cap - Create a large capital letter at the beginning of a paragraph.
Signature Line - It is used to insert a digital signature line.
Date & Time - It is used to insert date and time.
Object - It is used to insert in-built objects.
Symbols Group
Equation button - contains more equation formulas that are used for calculation. Clicking the drop down arrow displays more options.
Symbol - contains more symbols that can be used for calculations. Clicking the drop down arrow displays more options that are not on the keyboard and can be used.
Page Layout Command Tab and its Ribbon
This tab displays a ribbon that contains five (5) grouping.
Reference Groups and their functions
Groups Names Functions
Theme Group
A theme is an in-built decorative style which gives a text or document a professional look and appeal.
Page Background Group
Watermark is a faded text or image at the background of a text usually used for documents that restrict duplication.
It is Used to insert watermarks
Page colour - Gives background colour to the page.
Page boarder - Gives thick outline border to the page of a document.
Page Setup Group
Position – It is used to place the selected object into the document.
Bring to front - Places the selected object in front.
Sent to Back - Places the selected object behind others.
Text wrapping – Changes the text wraps around a selected text.
Align – Arranges the edges of multiple selected text. Group – Puts objects together. Rotate – Flips the selected text.
Groups Names Functions
Arrange Group Line number:
Hyphen: Is used to number lines alongside the margin.
Breaks two or more words.
Groups: Command Buttons and their Functions on Page Layout Ribbon
Reference Tab and its Ribbon
The reference command tab displays a ribbon that contains six (6) groups.
Page Layout Groups and their functions
Groups Names Functions
Table of Content Group Table of Content
Add text
Update Table Table of Content: Places table of content in a document.
Add text: Places the current paragraph in a document.
Update table: It used to update table of content
Footnotes Group Insert footnote
Insert endnote
Next footnote
Show notes Insert footnote: Places footnote text into the document.
Insert endnote: Places endnote text into a document.
Next footnote: Moves to the previous or next footnote.
Show notes: It is used to navigate through the document to display footnotes.
1. Parts of the Keyboard
-
Keyboard Keys and Their Functions
Use: Type letters (A–Z), numbers (0–9), and symbols.
Layout: Usually in the QWERTY format.
Use: Quickly enter numbers (like a calculator).
Location: On the right side of most full-size keyboards.
Function Keys (F1–F12)
Use: Provide shortcuts for specific tasks in software.
Navigation Keys
Use: Move the cursor or scroll through pages.
Examples: Arrow keys, Home, End, Page Up, Page Down.
Modifier Keys
Use: Work with other keys to perform special actions.
Examples: Ctrl, Alt, Shift.
Lock Keys
Use: Turn certain functions on or off.
Examples: Caps Lock, Num Lock, Scroll Lock.
System Keys
Use: Control basic system functions.
Examples: Esc (cancel), Enter (confirm or new line), Backspace/Delete (remove text).
Sir please I can't find the homework
ReplyDeleteSir please there are 3 set of questions in the theory questions. Which one should we copy?
ReplyDeleteHello sir
ReplyDelete