3.9 Word processing

 v Word Processing: -

Ø Word processing is an application program that allows you to create letters, reports, newsletters, tables, form letters, brochures, and Web pages.

Ø Using this application program, we can add pictures, tables, and charts to your documents.

Ø We can also check spelling and grammar.

Ø Word processing is also used composition, editing, formatting and sometimes printing of any sort of written material.

Ø Features:

·        Document Creation: Start with a blank page or use templates.

·        Text Editing: Insert, delete, copy, cut, paste, and move text easily.

·        Formatting: Change font style, size, color, bold, italic, underline, and text alignment.

·        Paragraph & Page Layout: Set margins, spacing, indentation, columns, and page orientation.

·        Tables & Charts: Insert tables, graphs, and charts for data representation.

·        Images & Multimedia: Add pictures, shapes, SmartArt, and hyperlinks.

·        Proofing Tools: Spell check, grammar check, thesaurus, and autocorrect.

·        Mail Merge: Create personalized letters, labels, and emails in bulk.

·        Collaboration: Track changes, comments, and share documents.

·        Security: Protect documents with passwords and restrict editing.

 

v Formatting: -

Ø Formatting a document means adjusting the appearance, layout, and style of text, paragraphs, and pages to make the document professional and easy to read.

Ø Types of Formatting: -Formatting is generally divided into three levels:

1.      Character (Text) Formatting.

2.      Paragraph Formatting.

3.      Page Formatting.

 

1)    Character (Text) Formatting: -

Ø  Character (Text) Formatting is applied to individual characters or words.

·        Font Style & Size: Choose fonts like Times New Roman, Arial; set size (e.g., 12 pt).

·        Bold, Italic, Underline: For emphasis (special attention given to something because it is important).

·        Font Color: Change text color for headings or highlights.

·        Highlighting: Emphasize text using background color.

·        Case Conversion: Change text to Uppercase, Lowercase, Title Case.

 

Example:

This is Bold Text,

Italic Text,

Colored Heading.

2)    Paragraph Formatting: -

Ø  Paragraph Formatting applied to a block of text (a paragraph).

·        Alignment:

i.        Left Align: Default, text starts from left margin.

ii.       Right Align: Text aligned to the right margin.

iii.     Center Align: Used for titles or headings.

iv.     Justify: Distributes text evenly across both margins.

·        Line Spacing: Distance between lines (Single, 1.5, Double).

·        Paragraph Spacing: Space before or after a paragraph.

·        Indentation:

i.         First Line Indent: First line shifted inward.

ii.       Hanging Indent: All lines except first line indented.

iii.      Left/Right Indent: Entire paragraph shifted inward.

·        Bullets and Numbering:

i.         Bulleted lists (•)  

ii.       Numbered lists (1., 2., 3.)

·        Borders & Shading: Add decorative borders or background color.

 

3)    Page Formatting: -

Ø  Page Formatting Changes the layout and design of the entire page.

·        Page Size: Common sizes (A4, Letter).

·        Page Orientation: Portrait (vertical) or Landscape (horizontal).

·        Margins: Space between text and page edges (Top, Bottom, Left, Right).

·        Page Borders: Add decorative or plain borders.

·        Columns: Split text into two or more columns (like newspapers).

·        Page Background: Colors Watermarks (e.g., “Confidential”) Additional Formatting Features.

·        Headers & Footers: Add text or graphics at the top/bottom of every page. Include page numbers, dates, titles.

·        Styles: Predefined sets of formatting (Heading 1, Heading 2, Normal).

·        Themes: Apply coordinated colors, fonts, and effects to the entire document.

 

v Tables: -

Ø  A table is a structured arrangement of data in rows and columns, which helps in organizing and presenting information clearly.

Ø  It is used to organize information neatly.

Ø  It is used to compare data easily.

Ø  It is used to improve readability of complex data.

Ø  It is commonly used in reports, invoices, schedules, timetables, data lists.

 

Components of a Table: -

·        Rows: Horizontal divisions (e.g., Row 1, Row 2).

·        Columns: Vertical divisions (e.g., Column A, Column B).

·        Cells: Intersection of a row and a column.

·        Borders: Lines that separate rows and columns.

·        Header Row: The top row that usually contains column titles.

 

Creating a Table Methods: -

1.  Insert → Table → Select grid size (e.g., 4x3 table).

2.  Draw Table: Manually draw rows and columns.

3.  Convert Text to Table: Convert text separated by tabs or commas into a table.

4.  Insert Excel Spreadsheet: For advanced calculations inside Word.

 

Formatting a table: -

·        Borders and Shading: Change line styles, thickness, colors, and background shading.

·        Table Styles: Predefined designs with color themes.

·        Font Formatting: Apply bold, italic, size, color to text inside cells.

 

Table Layout Options: -

Ø  Insert/Delete: we can insert rows and Columns.

Ø  Merge Cells: we can combine two or more cells into one.

Ø  Split Cells: we can divide a cell into multiple cells.

Ø  Change Row Height & Column Width: we can adjust manually or use AutoFit.

Ø  Text Alignment in Cells: we can apply text alignment in cells.

·        Top, Middle, Bottom.

·        Left, Center, Right.

·        Text Direction: Rotate text vertically or diagonally inside a cell.

 

Advanced Features: -

Ø  Sorting data: We can arrange table data in ascending or descending order (A–Z or Z–A).

Ø  Apply Formulas: Perform basic calculations like SUM, AVERAGE in table cells.

Ø  Table Properties: Control table alignment (Left, Center, Right) and size.

 

v Mail merge: -

Ø  Mail Merge is a word processing feature that allows us to create multiple personalized documents (like letters, invitations, labels) from a single template using a data source.

Ø  Uses of Mail Merge are to create Business letters to customers, Certificates for students, Event invitations, Salary slips and more.

Ø  The following steps are used to create mail merge in word document.

 

Step 1: - Purpose of Mail Merge:  

·        To send the same content to multiple recipients with personalized details.

·        Commonly used for: Letters, Certificates, Invitations and Mailing labels 2.

 

Step 2: - Components of Mail Merge:

·        Mail Merge involves two main elements:

i.     Main Document: The template document containing the common text (e.g., invitation letter).

ii.   Data Source: A list of details for each recipient (e.g., Name, Address, Phone) or can be an Excel sheet, database, or Word table.

 

Step 3: - Fields in Mail Merge:

·        Merge Fields: Placeholders in the main document where individual data appears.

·        Examples: «FirstName», «LastName», «Address».

 

Step 4: - Steps to Perform Mail Merge in MS Word:

1.      Start Mail Merge Go to Mailings → Start Mail Merge → Select document type (Letters, Envelopes, Labels).

2.      Select Recipients Choose an existing data source (Excel, CSV, Access) or create a new list.

3.      Insert Merge Fields Place fields like «Name», «Address» in the main document.

4.      Preview Results Check how each document looks with actual data.

 

Step 5: - Complete the Merge:

·        Merge to print or create separate documents.

 

Advantages: -

·        Saves time and effort.

·        Maintains accuracy and consistency.

·        Personalizes bulk communication.

v Collaborative Editing: -

Ø  To collaborate on a Word document, save it to OneDrive, then click the "Share" button in the top right to invite people by email or generate a link.

Ø  We can set permissions to allow editing or viewing only and will see collaborators' real time changes with colored markers.

Ø  To review suggestions, use the "Review" tab and turn on " Track Changes.

 

1)    Save to OneDrive: -

·        Open your document in Microsoft Word.

·        Click File -> Save As or the Share button.

·        If the file isn't already on OneDrive, we will be prompted to save it there.

 

2)    Share the Document: -

·        With the document open and saved on OneDrive, click the "Share" button in the top right corner of the Word window.

·        A share pane will appear.

·        Enter the names or email addresses of the people you want to collaborate with.

·        We can also "Copy link" to generate a shareable link.

 

3)    Set Permissions: -

·        Before sending, you can set the level of access

§  Allow editing: Others can make changes to the document.

§  View only: Others can only read the document.

·        We can choose to share with specific people, anyone with the link, or people within the organization.

 

4)    Collaborate in RealTime: -

·        When you share the document, collaborators can open it via the link in their web browser or the Word app.

·        They can then edit the document simultaneously, and you will see their changes appear in real time.

·        Colored markers and names will appear in the document to indicate where each collaborator is working.

 

5)    Use Track Changes: -

·        To track and review specific suggestions or changes, go to the "Review" tab and select "Track Changes".

·        This feature marks additions with an underline and deletions with a strikethrough, often in different colors for each user, allowing you to accept or decline changes.