Computer and IT Applications UNIT-1 Notes

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UNIT-1 is all about word processing software🤷‍♂️

Text processing / Word processing

A word processing program allows user to enter, edit and print text documents.

"It is used for creating, editing and printing the documents using a computer".

Generally any sort of document that includes lot of text and even images is created with the help of word processor.

The biggest advantage of a world processing software is that one can make changes in the document without retyping the whole document again as we do in a typewriter.

The process of editing document using word processor is defined as a word processing.

Types of word text processing software:

Word star software
Akshar
Word perfect
MS Word,etc

We will discuss in detail the features and the process of doing word processing using MS Word.

NOTE: MS Word is a word processing software application used for creating documents ranging from letters, to reports, to flyers, to brochures or can be any sort of document which can even include images, charts, etc.

MS Word has an updated menu which is known as ribbon which consist of all the features in tabs that we get in MS Word.

Features of MS Word

It provides the quick formatting tools.
It has the click and type feature which means we do not have to retype the whole document to delete or insert anything within the document.
It allows us to collect and paste data from multiple documents.
It provides a personalised menu.
It allows us to draw and format tables.

"We can easily create a document, format it, save it and even can open it again and again for previewing or maybe for printing."

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Editing of documents in MS Word

The very basic editing tools provided by MS Word are:

1. Undo and redo

Undo command is used to erase the changes done by the user.

Shortcut key: ctrl + Z OR alt + backspace

Redo command is used for just opposite, that is, it reverses the changes of undo command. Shortcut key : ctrl + Y

2. Cut, copy & paste

Cut command is used to remove a selected text or group of text from the document.

Shortcut key : Ctrl + X

Copy command is used to copy a selected text from a document.

Shortcut key : ctrl + C

And paste command is used to paste the copied text in a document.

Shortcut key : ctrl + V

3. Select all

To select the entire text of a document, we give this command.

Shortcut key : ctrl + A

4. Find (ctrl + F) and replace (ctrl + H)

This command is used to find a specific word in the document and replace it with another word in the whole document.

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Formatting of documents in MS Word

We have end number of formatting options in MS Word.

Some are mentioned below:

Font style & size
Bold, italic & underline
Highlight font colour
Alignments (left, right, centre & justify)

Types of formatting

Word provides us with two types of formatting

1. Character formatting

A formatting which includes all the options of font dialogue box as well as characters spacing and highlighting a particular text.

Ctrl + D is the shortcut key to open font dialogue box.

2. Paragraph formatting

A formatting which is used to format a particular group of lines and includes alignment option, line and page breaks, bullet and numbering as well as multi level list or outline number list.

All these formatting options are available on the home tab in the paragraph group.

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Proofreading of documents in MS Word

For poofreading the prepared document, MS Word provides us the following tools:

1. Line colours

MS Word indicates the errors in a document with underlining the text from different colours of lines.

Blue line denotes contextual spelling error.
Red Line denotes miss-spelled word.
Green line denotes a grammatical error.

2. Spelling and grammar

The inbuilt tool of MS word which helps us to check the spelling and grammar in our document.

3. Thesaurus

The inbuilt tool of MS word which helps to find the synonyms of a selected word.

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Presenting information in tables

"The horizontal and vertical intersection of lines in the form of rows and columns is known as a table."

Parts of table

Column (Vertical intersection)
Rows (Horizontal intersection)
Cell (Box which contains the data

We are provided with the following features to enhance table in MS Word:

You can create or insert data in a table.
You can add or delete rows and columns of a table.
You can change the table styles.
You can resize the cells of table or modify borders of a cell or even do shading to enhance the appearance of table.
You can split or merge/combine cells from one to many cells or many to one cell.
You can sort the information or data in a table in different orders such as ascending or descending order, alphabetical order, etc.

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Using graphics in Word

"Graphics are used in many different forms in a document in order to enhance the appearance of a document and make it appealing."

Types of graphics available on the Word document are:

1. Clip art

This option is available in the Illustrations group of insert tab where you can search clip arts by the name of objects and insert them in your document.

2. Word art

It is available in the insert tab and is a powerful tool which helps in creating visual impact of the text in a document.

3. Symbols and diagrams

There are numerous graphical representation of symbols and diagram available on the word

4. Charts

This option is available in the Insert tab within the illustration group which can be used for presenting statistical data in the document.

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Some other formatting features available in the word document are :

1.Table of content

It is said to be a section where you list the chapters or major sections of a document with their page numbers

This option is available in Table of contents group of reference tab.

2. Index

It is said to be a reference to a particular term or topic in the document with their respective page numbers whuich helps a person to easily find out that topic within less time in a long detailed document.

This option is available in Index Group of Reference tab.

3. Bookmarks

It works the same as the physical bookmark which we use in our books.

It helps the reader to find a particular topic in a long document easily with the help of bookmarks created by the user.

It is available in the links group of insert tab.

4. Cross-references

This tool of MS word allows the user to link one part of a similar document to another part of a document.

It is available in the links group of insert tab.

5. Hyperlink

It is referred to as a piece of text or image in an electronic document that connects the reader to another part of document or to another webpage.

This option is available in the links group of insert tab.

6. Fotenotes and Endnotes

These both tools are used to explain, comment on or provide reference to something in a document.

Generally, fote notes appear at the bottom of pages in a document and End notes appear at the end of whole document.

These tools are available in the Fote notes group of reference tab.

7. Bibliography

This tool is used for listing sources of information used in a document.

This option is available in the Citations and bibliography group of reference tab.

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Tracking of changes

MS word provides us with the feature of "track changes" which helps us to review all the changes made in any document in order to accept or reject those changes.

Some of the options rre explained below:

1. Track changes tool

This tool activates the feature of tracking changes in the document.

2. Balloons

This feature shows all the changes made in a document at the side of document instead of showing it within the document.

3. Mark up

This tool is used to specify the display style of all the changes made in any document.

4. Accept and reject buttons

These tools are used to accept or reject the changes made in a document.

5. New comment tool

It is used to write a note for any part of a document which is visible to the reader while tracking changes.

These comments can be modified, eleted or replied by the reader while tracking changes.

6. Password protection of documents

If a document is being circulated among many users, then one needs to set the limit of changes which can be made in that document in order to keep it authentic.

And hence, the feature of password protection of documents is provided.

One can completely deny changes in a document or one can set a limit on the changes in a document or one can allow changes only in few parts of a document.

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Creating Documents in alternate formats

In order to share a document with other people in PDF or Webpage format so that the document can be shared with one's who do not have a word application software, we can create documents in alternate formats.

Furthermore, a PDF file restricts formatting as well as prevents editing by other users.

Some formats are:

1. HTML (.html OR .htm)

It is the simplest Webpage format for a word document.

2. Rich text format (.rtf)

It is a minimalist format which preserves formatting and graphics.

3. Plain text (.txt)

Is used when one needs to save only the text of a document and everything else other than text is lost

4. Word document (.doc OR .docx)

It is used to save the document aa it is.

It is the most accessible format to save the original document as it is.

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Mail Merge

When user wants to send invitation letters (generally invitation letters have the identical standard information except the mailing address of the recipient) to a group of people, then the problem is to print all letters separately every time for which the user has to go back to the same document and change the address every time to print the invitation letter for a new recipient

To solve such problem, MS word provides a facility named as mail merge which allows the merging of main document with the mailing address list.

This option is very helpful while creating multiple copies of any kind of letter, email, notice, etc.

Components of Mail merge

1. The main document

This document contains the standard information which has to be sent to all the recipients.

2. Feild names

It specifies the places where the variable information is to be inserted while using mail merge.

3. Data file

It it is the source of information which has to be used in the field names

4. Merged document

It is the document created after merging the content of data file and main document.