Word Processing – SS1 Data Processing Lesson Note (Second Term)

Word processing is the use of a computer to create, edit, format, store and print documents.

Behavioural objectives

By the end of the lesson, students should be able to:

1. define word processing;
2. list the basic features of a word processing package;
3. state what a user can decide about the finished page;
4. outline the steps for producing a document;
5. state the uses of word processing.

What is word processing?

Word processing is the creation, input, editing and production of a document with a computerised device.

• Create: start a new document, such as a letter, a report or a school timetable.
• Edit: change the text by adding, removing or correcting words.
• Format: change how the text looks on the page.
• Print: produce a paper copy of the finished document.

What does a word processing package do?

A word processing package is software that lets you type in and manipulate text.

• Enter: type text into the computer using the keyboard.
• Store: save the document so that it can be opened again later.
• Format: arrange the text and the page to look neat.
• Copy: repeat text in another place without retyping it.
• Print: produce any number of paper copies once the page looks right.

It turns the computer into a sophisticated typewriter.

What are examples of word processing packages?

A word processing package is a program such as Microsoft Word, WPS Writer, LibreOffice Writer or Google Docs.

• Microsoft Word: widely used on Windows and Mac computers.
• WPS Writer: a word processor from the WPS Office suite.
• LibreOffice Writer: a free word processor.
• Google Docs: an online word processor used through a web browser.

What can a user decide about the finished page?

The software lets the user decide how the finished page will look before it is printed.

• Page size: the paper size, such as A4.
• Line width: how long each line of text is across the page.
• Margins: the blank space at the top, bottom, left and right edges.
• Layout: how text, pictures and tables are arranged on the page.

What are the basic features of word processing?

The basic features are the functions found in almost every word processing package.

• Text editing: changing text already typed by inserting, deleting or correcting it.
• Word wrap: text moves to the next line automatically when a line is full, so you do not press Enter at the end of each line.
• Creating documents: opening a new blank file and giving it a name when saving.
• Typing, inserting or deleting text: adding new words at any point or removing unwanted ones.
• Centring text: placing text midway between the left and right margins, as in a heading.
• Headers and footers: text that repeats at the top (header) or bottom (footer) of every page.
• Page numbering: numbers each page automatically.
• Layout setting: setting margins, page size and line spacing.
• Copy: repeating a piece of text in another place.
• Move: shifting text from one place to another within the document.
• Search and replace: finding every occurrence of a word and changing it to another block of text.

What is the difference between copy and move?

Copy makes a duplicate of selected text in a new place. Move takes the selected text out of its old place and puts it in a new one.

What are the steps for producing a document?

A document is produced by typing, correcting, formatting, saving and printing it in order.

1. Open the word processing package.
2. Type the text into a new document.
3. Edit the text to correct mistakes.
4. Format the page by setting margins, page size and alignment.
5. Add headers, footers and page numbers where needed.
6. Save the document with a clear file name.
7. Print the document.

What are the uses of word processing?

Word processing is used to prepare neat, correct documents quickly and to keep them for later use.

• Saving work: you can save your work for future use.
• Handy features: packages come with features such as borders and text layout.
• Templates: many professional-quality document templates are provided.
• Error detection: mistakes are easy to detect and correct.
• Spelling and grammar: the package helps to correct spelling and grammar.
• Inserting other elements: illustrations and photographs from other software can be added.

What is the difference between a typewriter and a word processor?

A typewriter is a machine that prints characters straight onto paper as keys are pressed. A word processor is software that holds text on screen so that it can be changed before printing.

Evaluation

1. Define word processing.
2. State what a word processing package helps you to do with text.
3. Mention three things you can decide about the finished page.
4. List four uses of word processing.
5. Explain word wrap.

Assignment

Write short notes on text editing, headers and footers, and three other basic functions of word processing. Give one use of each.