Word Processing – SS3 Data Processing Lesson Note (Second Term)

Word processing is the use of a computer to create, edit, format, store and print text-based documents such as letters, reports, memos and manuscripts.

Behavioural objectives

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

1. define word processing and a word processor;
2. give examples of word processors;
3. state the application areas of word processing;
4. list the facilities and features of a word processor;
5. state the advantages of word processing over a typewriter.

What is word processing?

Word processing is the use of computer technology to create, edit and print text-based documents.

• Create: type a new document using the keyboard.
• Store: save the document electronically on a disk or flash drive.
• Display: show the document on the screen.
• Modify: change the text by entering characters and commands from the keyboard.
• Print: produce a paper copy on a printer.
• Documents produced: letters, reports, memos, manuscripts and other official documents.

What is a word processor?

A word processor is a software application or electronic device used to compose, edit, format, store and sometimes print text documents.

• Software word processor: a program installed on a computer, such as Microsoft Word.
• Dedicated word processor: an electronic machine built only for typing and printing documents.

What are examples of word processors?

Common word processors include Microsoft Word, WordPerfect, WordStar and Soft word.

• Microsoft Word: the most widely used word processor in Nigerian schools and offices.
• WordPerfect: a word processor also sold as Corel WordPerfect.
• WordStar: an early word processor popular in the 1980s.
• Soft word: a word processing package listed in the Nigerian scheme of work.
• Other examples: Google Docs, LibreOffice Writer and WPS Writer.

Where is word processing used?

Word processing is used wherever text documents are produced.

• Offices: typing letters, memos, minutes of meetings and reports.
• Publishing: preparing manuscripts for books and magazines.
• Journalism: writing news stories and features.
• Education: writing lesson notes, assignments, projects and question papers.
• Articles: writing articles for newspapers, journals and websites.

What facilities are available in a word processor?

A facility is a task that a word processor lets the user carry out.

1. Type a document: enter text from the keyboard.
2. Edit and insert: correct errors and add new words, sentences or paragraphs.
3. Move, cut, copy and paste: shift or repeat text without retyping it.
4. Store a document: save a file and open it again later.
5. Fonts: type in any font style and size of your choice.
6. Word wrap: text moves to the next line automatically at the right margin.
7. Colour variety: change the colour of text, background and shapes.
8. Spelling and grammar checks: mark and correct spelling and grammar mistakes.
9. Page size: choose a paper size such as A4 or letter.
10. Insert objects: add a table, diagram, picture or chart.

What features does a word document have?

A feature is a tool that controls how a document looks or how its text is handled.

• Justification: lines of text are spaced to line up evenly with both the left and right margins.
• Alignment: the position of text on the page: left, centre, right or justified.
• Adjustment: changing margins, line spacing and indents to suit the page.
• Overstriking: typing over existing characters so that they are replaced.
• Search and replace: find a word in the document and change it to another word.
• Copying and cutting: copy text to repeat it, or cut it to remove it and place it elsewhere.
• Page numbering: numbers are added to pages automatically.
• Headers and footers: text repeated at the top (header) or bottom (footer) of every page.

How do you create a document in a word processor?

A document is created by typing, editing, formatting, saving and printing, in that order.

1. Open the word processor, for example Microsoft Word.
2. Type the text of the document.
3. Edit the text to correct errors and add or remove words.
4. Format the text by choosing the font, size, alignment and spacing.
5. Save the document with a file name.
6. Print the document if a paper copy is needed.

What are the advantages of word processing over a typewriter?

A typewriter is a mechanical machine that prints characters straight onto paper as each key is pressed.

A word processor holds the text in the computer first, so it can be changed before it is printed.

• No retyping: changes and adjustments are made without retyping the whole document.
• Easy correction: mistakes are corrected by taking the cursor back to the error.
• Clean deletion: a paragraph can be deleted without leaving a gap.
• Easy insertion: a word, sentence or paragraph can be added in the middle of a document.

Evaluation

1. A word processor enables you to do all the following except
   • (a) create a document
   • (b) produce an application
   • (c) store a document electronically on a disk
   • (d) display a document on a screen
2. A word processor cannot be used to create one of these
   • (a) letter
   • (b) report
   • (c) meme
   • (d) memos
3. All these are examples of word processors except
   • (a) Microsoft Word
   • (b) WordPerfect
   • (c) WordStar
   • (d) Word predictor
4. Word processors can be applied in the following areas except
   • (a) Offices
   • (b) Publishing
   • (c) Journalism
   • (d) Swimming
5. One of these is not a feature of the word processor
   • (a) Tweet
   • (b) Justification
   • (c) Adjustment
   • (d) Alignment

Answers

1. b
2. c
3. d
4. d
5. a

Assignment

Write short notes that define word processing, list five facilities available in a word processor, and state three advantages of word processing over a typewriter.