Word Processing II JSS1 Computer Studies Lesson Note

Now that you know the basics of word processing, let’s learn more ways to make your documents look better.

Font Styles and Effects

You can make your text look special with these effects:

• Strikethrough: Puts a line through text (like this)
• Superscript: Makes small text above the line (like 1^st^)
• Subscript: Makes small text below the line (like H₂O)
• Highlighting: Adds color behind text (like a marker)
• Drop caps: Makes the first letter of a paragraph very big

To use these effects:

• Select your text
• Click “Format” in the menu
• Click “Font” or “Text Effects”
• Choose the effect you want

Changing Line Spacing

Line spacing means the space between lines of text. You can make it:

• Single spacing (normal)
• 1.5 spacing (a little more space)
• Double spacing (twice as much space)
• Custom spacing (any amount you choose)

To change line spacing:

• Select your text
• Click “Format” or “Paragraph” in the menu
• Find “Line Spacing”
• Choose the spacing you want

Paragraph Indents

Indents are spaces at the beginning or end of paragraphs:

• First line indent: Only the first line moves in
• Hanging indent: The first line stays in place, but the rest moves in
• Left indent: The whole paragraph moves in from the left
• Right indent: The whole paragraph moves in from the right

To make indents:

• Click in the paragraph you want to change
• Click “Format” or “Paragraph” in the menu
• Find “Indentation” settings
• Set the indents you want

Working with Tables

Tables help organize information in rows and columns, like a grid.

Creating a Table

To make a table:

• Click where you want the table
• Click “Insert” in the menu
• Click “Table”
• Choose how many rows and columns you want
• Click “OK” or drag to create the table

Adding Content to Tables

To add information to a table:

• Click in a cell (box) in the table
• Type your information
• Press Tab key to move to the next cell
• Keep typing and pressing Tab to fill the table

Changing Table Appearance

You can make your table look better by:

• Adding colors to cells
• Changing border lines
• Making cells bigger or smaller
• Merging cells (joining them together)
• Splitting cells (dividing them into smaller cells)

To change how a table looks:

• Select the table or cells you want to change
• Right-click and choose “Table Properties”
• Make your changes
• Click “OK”

Using Styles

• Styles are saved formatting settings that you can use again and again.

Using Built-in Styles

Word processors come with many ready-to-use styles:

• Select your text
• Find the “Styles” section in the toolbar
• Click on a style you like
• Your text will change to match that style

Creating Your Own Styles

You can make your own styles:

• Format some text exactly how you want it
• Select the text
• Click “Styles” in the toolbar
• Click “New Style” or “Save Selection as New Style”
• Give your style a name
• Click “OK”

Now you can use your style on other text!

Working with Columns

Columns make text flow like in a newspaper. To create columns:

• Select the text you want in columns
• Click “Format” in the menu
• Click “Columns”
• Choose how many columns you want
• Click “OK”

Adding Page Numbers

To add page numbers:

• Click “Insert” in the menu
• Click “Page Numbers”
• Choose where you want the numbers (top or bottom)
• Choose the style of numbers
• Click “OK”

Creating a Table of Contents

A table of contents shows what’s in your document and what page it’s on.

To make a table of contents:

• Use heading styles for your titles and subtitles
• Click where you want the table of contents
• Click “Insert” in the menu
• Click “Table of Contents”
• Choose the style you want
• Click “OK”

The word processor will create the table of contents for you

Using Find and Replace

Find and Replace helps you find words and change them.

Finding Text

To find text:

• Click “Edit” in the menu
• Click “Find”
• Type the word you’re looking for
• Click “Find Next”

The word processor will find your word

Replacing Text

To find and replace text:

• Click “Edit” in the menu
• Click “Replace”
• Type the word you want to find
• Type the new word you want to use instead
• Click “Replace” (to change one at a time) or “Replace All” (to change all at once)

Adding Footnotes and Endnotes

Footnotes and endnotes are notes that explain things in your document:

• Footnotes appear at the bottom of the page
• Endnotes appear at the end of the document

To add a footnote or endnote:

• Click where you want the note marker
• Click “Insert” in the menu
• Click “Footnote” or “Endnote”
• Type your note
• Click back in the main document to continue

Mail Merge

Mail merge lets you create many similar documents with different information for each one.

Basic mail merge steps:

• Create your main document with placeholders
• Create or connect to a data source with your information
• Insert the placeholders in your document
• Preview your results
• Complete the merge to create all documents

Working with Templates

• Templates are ready-made documents you can use as starting points.
• Using Built-in Templates

To use a template:

• Click “File” in the menu
• Click “New”
• Look for templates (like letters, resumes, or reports)
• Click on the template you want
• Click “Create” or “Open”

Creating Your Own Templates

To make your own template:

• Create a document with the formatting you want
• Click “File” in the menu
• Click “Save As”
• Choose “Template” as the file type
• Name your template
• Click “Save”

Inserting Symbols and Special Characters

To add symbols like © or ± or letters from other languages:

• Click where you want the symbol
• Click “Insert” in the menu
• Click “Symbol”
• Find the symbol you want
• Click “Insert”

Track Changes

Track Changes lets you see what changes people make to a document.

To use Track Changes:

• Click “Review” or “Tools” in the menu
• Click “Track Changes” to turn it on
• Make changes to the document
• The changes will be marked in a different color
• You can accept or reject each change later

Document Protection

To protect your document from changes:

• Click “Tools” or “Review” in the menu
• Click “Protect Document”
• Choose what kind of protection you want
• Create a password if needed
• Click “OK”

Conclusion

Word Processing II teaches you more advanced ways to work with documents. These skills help you make better-looking and more professional documents. Remember to practice these skills to get better at them. The more you use your word processor, the easier it will be to create great documents.