COMPUTER APPLICATION

UNIT-1

Introduction to Word Processing

1. What is Word Processing?

Word processing refers to the use of computer software to create, edit, format, store, and print
text-based documents. It replaces traditional typewriting by offering features like text formatting,
spell check, grammar check, and the ability to save and edit documents.

2. Features of Word Processing Software

Word processing software includes various features that enhance document creation and editing.
Some key features are:

a. Text Editing

 Insert, delete, copy, cut, and paste text.

 Undo and redo actions.
 Find and replace words or phrases.

b. Formatting Features

 Font style, size, and color adjustments.

 Bold, italic, underline, and strikethrough text.
 Text alignment (left, center, right, justified).
 Line and paragraph spacing.
 Bullets and numbering.

c. Page Layout

 Page size and margins adjustment.

 Page orientation (portrait or landscape).
 Headers, footers, and page numbering.

d. Tables and Graphics

 Insert and format tables.

 Add and edit images, charts, and diagrams.

e. Spell and Grammar Check

 Automatic spell-checking.
  Grammar and punctuation correction suggestions.
 Thesaurus for synonyms and antonyms.

f. Document Saving and Printing

 Save in multiple formats (DOCX, PDF, RTF, etc.).

 Print preview and printing options.
 Export and share documents.

g. Collaboration and Sharing

 Track changes and comments for reviews.

 Cloud storage integration (Google Drive, OneDrive).
 Real-time collaboration with multiple users.

3. Popular Word Processing Software

Several word processing programs are widely used, including:

 Microsoft Word (part of Microsoft Office)

 Google Docs (cloud-based, real-time collaboration)
 LibreOffice Writer (open-source alternative)
 WPS Office Writer (free alternative)
 Apple Pages (Mac-based word processor)

4. Advantages of Word Processing

 Efficiency: Faster document creation and editing compared to handwriting or
typewriting.
 Flexibility: Easy to make corrections and modifications.
 Professional Appearance: Advanced formatting options enhance document
presentation.
 Storage and Retrieval: Save multiple versions of a document and retrieve them when
needed.
 Collaboration: Allows multiple users to work on the same document simultaneously.

5. Applications of Word Processing

Word processing is used in various fields, including:
  Education: Creating assignments, research papers, and study materials.
 Business: Preparing reports, invoices, letters, and presentations.
 Publishing: Writing and formatting books, magazines, and newsletters.
 Government & Legal Work: Drafting official documents, contracts, and policies.

Use of Templates in Word Processing

A template is a pre-designed document format that serves as a starting point for creating new
documents with a consistent structure, layout, and style. Templates help save time and ensure
uniformity across documents.

1. Purpose of Templates
Templates are used to:

 Maintain consistency in formatting across multiple documents.

 Reduce the time needed to create new documents.
 Ensure professional and polished document designs.
 Provide a standardized structure for reports, letters, resumes, and other documents.

2. Common Uses of Templates

a. Business Documents

 Letterheads
 Invoices
 Business reports
 Meeting agendas

b. Academic and Research

 Research papers
 Thesis formats
 Lecture notes

c. Personal Documents

 Resumes and CVs

 Cover letters
 Invitations and greeting cards
d. Government and Legal Documents

 Contracts
 Forms and applications

3. Benefits of Using Templates

✅ Saves Time

Instead of creating documents from scratch, users can start with a ready-made template.

✅ Ensures Professional Appearance

Templates have pre-set styles, fonts, and formatting for a polished look.

✅ Minimizes Errors

Templates reduce formatting mistakes and ensure consistency.

✅ Standardization Across Teams

Organizations use templates to ensure all documents follow company branding and guidelines.

4. Where to Find Templates?

Templates are available in most word processing software:

 Microsoft Word: Built-in and online templates.

 Google Docs: Free templates for resumes, letters, and reports.
 LibreOffice & WPS Office: Open-source template libraries.

Working with a Word Document

A Word document is a file created using word processing software, such as Microsoft Word,
Google Docs, LibreOffice Writer, etc. It allows users to create, edit, format, and save text-
based documents. Below is a detailed guide on working with a Word document.

1. Creating a New Document

Microsoft Word

1. Open Microsoft Word.

2. Click on "Blank Document" to start a new file.
3. You can also choose a template for pre-designed layouts.

Google Docs

1. Go to docs.google.com.
2. Click on Blank document or choose a template.

2. Opening an Existing Document

To open a document:

 Microsoft Word: Click on File → Open, then select the file from your computer.
 Google Docs: Click on File → Open, then choose from Google Drive or upload from your device.

3. Editing a Document
Once a document is open, you can:

 Type and delete text using the keyboard.

 Cut, copy, and paste text using:
o Ctrl + X (Cut)
o Ctrl + C (Copy)
o Ctrl + V (Paste)
 Find and Replace text: Ctrl + H (Find & Replace in Word).

4. Formatting a Document
a. Text Formatting

 Change font style, size, and color from the toolbar.

 Apply bold (Ctrl + B), italic (Ctrl + I), and underline (Ctrl + U).
 Align text: Left, Center, Right, or Justify.

b. Paragraph Formatting
  Adjust line spacing (single, 1.5, double).
 Add bullets or numbering to lists.
 Indent paragraphs for better readability.

c. Page Formatting

 Change margins from Layout → Margins.

 Adjust page size and orientation (Portrait/Landscape).

5. Inserting Elements
You can enhance a document by inserting:

 Tables: Insert → Table, then choose rows and columns.

 Pictures: Insert → Pictures, select an image from your computer.
 Shapes & Charts: Insert → Shapes/Charts.
 Headers & Footers: Insert → Header/Footer to add page numbers and titles.

6. Saving a Document
To save a document:

 Microsoft Word: Click File → Save As, then choose a location and format (DOCX, PDF, etc.).
 Google Docs: It auto-saves changes in Google Drive.

7. Printing a Document
To print:

 Click File → Print (Ctrl + P).

 Adjust settings (paper size, orientation, number of copies).
 Click Print.

8. Sharing and Collaborating

 Microsoft Word: Share via OneDrive or email.
  Google Docs: Click Share, enter an email, and set view/edit permissions.

9. Converting & Exporting Documents

You can convert Word documents into other formats:

 PDF: File → Save As → Choose PDF format.

 TXT, HTML, or RTF: Select the appropriate file type while saving.

10. Closing a Document

 Microsoft Word: Click File → Close or Ctrl + W.
 Google Docs: Simply close the browser tab; changes are saved automatically.

1. AutoCorrect

AutoCorrect is a feature in word processing software that automatically fixes common spelling
and grammar mistakes as you type. It is useful for correcting typos, capitalization errors, and
commonly misspelled words.

How AutoCorrect Works:

 If you type "teh" instead of "the," AutoCorrect changes it automatically.

 It fixes common grammar issues, like capitalizing the first letter of a sentence.
 You can add custom words or shortcuts to AutoCorrect.

How to Use AutoCorrect in Microsoft Word:

1. Click File → Options → Proofing.

2. Select AutoCorrect Options.
3. Add or remove words as needed.

2. AutoText

AutoText is a feature that allows you to save frequently used text or phrases and insert them
quickly without typing them out each time.

How AutoText Works:

  You can store names, addresses, email signatures, or common phrases.
 Instead of typing a full phrase, type a shortcut and press Enter to insert it.

How to Use AutoText in Microsoft Word:

1. Type a phrase you want to save.

2. Select the text and press Alt + F3.
3. Enter a name for the AutoText entry.
4. To insert the saved AutoText, type the shortcut and press Enter.

3. Bullets and Numbering

Bullets and numbering are used to create lists in documents. They help in organizing information
clearly.

a. Bullets

 Used for unordered lists.

 Each point is marked with a dot (•), checkmark (✔), or other symbols.
 Commonly used for notes, key points, and task lists.

b. Numbering

 Used for ordered lists.

 Numbers (1, 2, 3…) or letters (A, B, C…) are used to show sequence.
 Commonly used for instructions, steps, or ranking.

How to Apply Bullets and Numbering in Microsoft Word:

1. Select the text.

2. Click on the Bullets (•) or Numbering (1,2,3) button in the toolbar.
3. Choose a bullet or numbering style.
4. Press Enter to continue the list, or press Backspace to remove a bullet or number.

Conclusion

 AutoCorrect fixes typos automatically.

 AutoText saves and quickly inserts frequently used text.
 Bullets and Numbering help in organizing information clearly in lists.

1. Tabs
Tabs in word processing help align text at specific points on a page. They are useful for creating
structured layouts, such as lists, tables, and forms.

Types of Tabs in Microsoft Word:

 Left Tab (Default): Aligns text to the left.

 Center Tab: Centers text at the tab stop.
 Right Tab: Aligns text to the right.
 Decimal Tab: Aligns numbers by the decimal point.
 Bar Tab: Inserts a vertical line at the tab stop.

How to Set Tabs in Microsoft Word:

1. Click on the Ruler (View → Check "Ruler").

2. Click on the ruler where you want the tab stop.
3. Adjust tab alignment by clicking the Tab Selector on the left.
4. Press Tab key (Tab) to move to the tab stop.

2. Paragraph

A paragraph in word processing is a block of text that ends when you press Enter. Formatting
paragraphs correctly improves readability.

Paragraph Formatting Options:

 Alignment: Left, Center, Right, Justify.

 Spacing: Line spacing (single, 1.5, double), before/after paragraph spacing.
 Indentation: Adjusts how far a paragraph is pushed inward.

How to Format a Paragraph:

1. Select the paragraph.

2. Go to Home → Paragraph Group.
3. Adjust alignment, spacing, or indentation.

3. Formatting

Formatting refers to modifying text and paragraphs to enhance document appearance.

Types of Formatting:

 Font Formatting: Changing font style, size, color, bold, italic, underline.
  Paragraph Formatting: Alignment, spacing, indentation.
 Page Formatting: Margins, orientation, columns, and headers/footers.

How to Apply Formatting in Microsoft Word:

1. Select the text or paragraph.

2. Use options in the Home tab to change font, color, size, etc.

4. Indent

Indentation is the space between the text and the left or right margin. It helps structure content
neatly.

Types of Indentation:

 First Line Indent: Only the first line of the paragraph is indented.
 Hanging Indent: The first line stays at the margin, and the rest of the paragraph is
indented (used in bibliographies).
 Left Indent: Moves the entire paragraph to the right.
 Right Indent: Moves the entire paragraph to the left.

How to Set Indents:

1. Go to Home → Paragraph.
2. Click Increase/Decrease Indent buttons.
3. Use the ruler or Paragraph Settings for more control.

5. Page Formatting

Page formatting involves setting up the document’s layout, such as margins, size, orientation,
and headers/footers.

Key Page Formatting Options:

 Margins: Adjusts blank space around the page.

 Orientation: Portrait (vertical) or Landscape (horizontal).
 Size: Standard (A4, Letter) or custom page sizes.
 Columns: Split text into multiple columns.
 Headers & Footers: Add page numbers, dates, document titles.

How to Apply Page Formatting:

 1. Go to Layout (or Page Layout) → Page Setup.
2. Adjust margins, orientation, and size.
3. Click Insert → Header & Footer to add details at the top/bottom of the page.

Conclusion

 Tabs align text at specific points.

 Paragraph formatting controls text alignment and spacing.
 Text formatting enhances the appearance of content.
 Indentation structures paragraphs neatly.
 Page formatting defines the document layout for printing and presentation.

1. Header and Footer

a. What is a Header and Footer?

 A Header is the section at the top of a page that appears in all pages of a document. It
often contains titles, dates, or page numbers.
 A Footer is the section at the bottom of the page and usually includes page numbers,
document names, and copyright information.

b. How to Insert a Header or Footer in Microsoft Word

1. Click on Insert → Header & Footer.

2. Choose a pre-designed header/footer or click Edit Header/Footer.
3. Add text, page numbers, or images.
4. Click Close Header & Footer or press Esc.

c. Common Uses of Headers and Footers

 Adding page numbers (Insert → Page Number).

 Displaying chapter titles or document names.
 Including logos, dates, or author names.

2. Tables
Tables help organize data into rows and columns for better presentation.

a. How to Insert a Table in Microsoft Word

1. Click Insert → Table.

 2. Choose the number of rows and columns or select "Insert Table" for custom options.

b. Filling a Table

 Click inside a cell and start typing.

 Use the Tab key to move to the next cell.
 Press Enter to add more rows.

c. Formatting a Table

1. Click on the table, then go to Table Tools → Design.

2. Use the options to:
o Change colors and styles.
o Merge or split cells.
o Adjust column width and row height.

d. Common Uses of Tables

 Presenting financial data.

 Creating schedules and timetables.
 Structuring forms and applications.

3. Inserting Pictures and Videos

Adding images and videos enhances the visual appeal of a document.

a. How to Insert Pictures

1. Click Insert → Pictures.

2. Select an image from your computer.
3. Resize, crop, or rotate the image using the Picture Tools menu.

b. How to Insert Online Pictures

1. Click Insert → Online Pictures.

2. Search for images using Bing Search.
3. Select and insert the desired image.

c. How to Insert a Video

1. Click Insert → Online Video.

2. Paste a YouTube link or upload from OneDrive.
3. Resize and position the video.
d. Formatting Pictures and Videos

 Wrap Text to adjust text around images (Right-click → Wrap Text).

 Apply styles, borders, and effects from the Picture/Video Tools menu.

e. Common Uses of Pictures and Videos

 Adding company logos in business reports.

 Using illustrations in educational materials.
 Embedding videos in interactive presentations.

4. Mail Merge
Mail Merge is a tool that allows users to send personalized letters, emails, or labels to multiple
recipients using a single template.

a. Steps to Perform Mail Merge in Microsoft Word

Step 1: Open Mail Merge Wizard

1. Click Mailings → Start Mail Merge → Step-by-Step Mail Merge Wizard.

2. Select the type of document (Letters, Emails, Labels, etc.).

Step 2: Select Recipients

1. Click Select Recipients.

2. Choose from:
o Use an existing list (Excel or CSV file).
o Select from Outlook contacts.
o Manually enter names and addresses.

Step 3: Insert Merge Fields

1. Click Insert Merge Field.

2. Select fields like Name, Address, and Company Name.
3. Arrange the text properly in the document.

Step 4: Preview and Print

1. Click Preview Results to check individual entries.

2. Click Finish & Merge → Print Documents or Send Emails.

b. Uses of Mail Merge

  Sending personalized invitations.
 Creating bulk email campaigns.
 Printing customized address labels.

🎯 Conclusion

 Headers and Footers keep important information consistent across pages.

 Tables organize data effectively.
 Pictures and Videos make documents visually appealing.
 Mail Merge automates bulk communication.