Int 1 RevisionInt 1 Revision

Word ProcessingWord Processing

Most people are familiar with word Most people are familiar with word processing packages such as processing packages such as

Microsoft Word, Open Office and Microsoft Word, Open Office and Word Perfect. Here are some of the Word Perfect. Here are some of the

most commonly used word processing most commonly used word processing tools:tools:

Standard featuresStandard features

All word processing programs allow All word processing programs allow you to:you to:

enter and edit text enter and edit text save save print print cut/copy/paste - you can copy from cut/copy/paste - you can copy from

one part of a document to another one part of a document to another check your spelling check your spelling

Text formattingText formatting Text formatting is important to make the text Text formatting is important to make the text

appear as you would like it to look. The appear as you would like it to look. The normal features are:normal features are:

different fonts different fonts different text sizes different text sizes different alignments (left, centre, right or different alignments (left, centre, right or

justified) justified) bold print bold print underline underline italics italics bullet points bullet points

Files typesFiles types

.DOC – The file type used by Microsoft .DOC – The file type used by Microsoft Word can only be edited in Microsoft Word can only be edited in Microsoft WordWord

.RTF – Rich Text File, can be edited with .RTF – Rich Text File, can be edited with other text editors can save formatting other text editors can save formatting information.information.

.TXT – Plain text, can not use certain .TXT – Plain text, can not use certain characters, just text, low file size but characters, just text, low file size but none of the bells and whistles of word none of the bells and whistles of word documents.documents.

Mail-mergeMail-merge Mailmerge is a word processing feature Mailmerge is a word processing feature

which allows users to 'personalise' letters which allows users to 'personalise' letters with names and addresses from a with names and addresses from a databasedatabase. . The four main steps in setting up a mail-The four main steps in setting up a mail-merged letter are:merged letter are:

1.1. Create the database with fields for the names Create the database with fields for the names and addresses of the people to send the letter and addresses of the people to send the letter to. to.

2.2. Write the letter using a Write the letter using a word word processing processing package and link the letter to the database. package and link the letter to the database.

3.3. Use a query to find a subset of relevant Use a query to find a subset of relevant people and send a targeted letter to them. people and send a targeted letter to them.

Mail Merge ContinuedMail Merge Continued

4.4. Using the mail merge wizard, enter Using the mail merge wizard, enter codes in the letter where the name codes in the letter where the name and address of the customers and address of the customers should appear. should appear.

5.5. Merge-printMerge-print, taking the data from , taking the data from the database and inserting it in the the database and inserting it in the letters, producing one letter for letters, producing one letter for each person in the subset of each person in the subset of relevant people from the database. relevant people from the database.

Other featuresOther features

Other features that may be expected Other features that may be expected include include find and replacefind and replace, which , which replaces one word with another, and replaces one word with another, and the ability to import graphics e.g. the ability to import graphics e.g. from a from a clip artclip art library. Headers and library. Headers and footers and page numbering are very footers and page numbering are very useful.useful.

Features of a word Features of a word processorprocessor

Spell checkerSpell checker Often in an exam you will be asked to Often in an exam you will be asked to

explainexplain how a spell checker works. how a spell checker works. It's It's notnot enough simply to say that it enough simply to say that it

checks a document for spelling mistakes.checks a document for spelling mistakes. Here's a fuller explanation:-Here's a fuller explanation:- A spell checker compares each word in a A spell checker compares each word in a

document with words stored in its document with words stored in its dictionary. If it does not recognise a word dictionary. If it does not recognise a word it will indicate an error and usually it will indicate an error and usually suggest alternatives.suggest alternatives.

Do spell checkers always Do spell checkers always get it right?get it right?

Not always. No dictionary contains every Not always. No dictionary contains every English word, especially technical ones.English word, especially technical ones.

Some words can be spelt in different ways.Some words can be spelt in different ways. For example:-For example:- Can you spot the error in the next Can you spot the error in the next

sentence? The spell checker can't.sentence? The spell checker can't. ""The children opened there books.The children opened there books."" And some spell checkers use "American" And some spell checkers use "American"

English.English. For example:-For example:- 'colour' might appear as color'colour' might appear as color

More Features of a word More Features of a word processorprocessor

Grammar checkerGrammar checker The computer checks the document to ensure that The computer checks the document to ensure that

sentences comply with the rules of English sentences comply with the rules of English grammar. grammar.

Search and replaceSearch and replace This does pretty much what you would expect. This does pretty much what you would expect.

You can type in one word or phrase and get the You can type in one word or phrase and get the word processor to replace it by another all the word processor to replace it by another all the way through a document.way through a document.

How does it work?How does it work? GlobalGlobal search and replace. Searches one term search and replace. Searches one term

through the entire document and replaces it with through the entire document and replaces it with another.another.

Oh no, not more Features of a Oh no, not more Features of a word processorword processor

Standard paragraphs and standard lettersStandard paragraphs and standard letters People often confuse these two terms.People often confuse these two terms. A A standard paragraphstandard paragraph is a piece of text stored is a piece of text stored

on file which can be copied and pasted into a on file which can be copied and pasted into a new document. new document.

Who uses standard paragraphs?Who uses standard paragraphs? Lawyers making up contracts will often use the Lawyers making up contracts will often use the

same phrases in many different contracts. same phrases in many different contracts. A lazy teacher writing school reports may use the A lazy teacher writing school reports may use the

same comments over and over:- "Could do same comments over and over:- "Could do better"!better"!

My goodness, even more My goodness, even more Features of a word processorFeatures of a word processor

A A standard letterstandard letter is a letter which is is a letter which is stored on a file which is sent to lots of stored on a file which is sent to lots of different people, with only slight changes different people, with only slight changes made to the personal details. Advertising made to the personal details. Advertising mail offering you entry into a prize draw mail offering you entry into a prize draw is a good example of a standard letter.is a good example of a standard letter.

Personal details are often merged into the Personal details are often merged into the letter from a database. (Mail Merge)letter from a database. (Mail Merge)

Who uses standard letters?Who uses standard letters? Companies sending out advertisements. Companies sending out advertisements. Libraries sending out reminders of videos Libraries sending out reminders of videos

or books overdue for return.or books overdue for return.

Advanced Data EntryAdvanced Data Entry

Text is normally typed in to the word Text is normally typed in to the word processor but it can be entered in more processor but it can be entered in more advanced waysadvanced ways Voice recognition Software – The user speaks Voice recognition Software – The user speaks

into a microphone and the computer will into a microphone and the computer will recognise the words and input them into a recognise the words and input them into a document.document.

Scanning text with a scanner and applying a Scanning text with a scanner and applying a OCR (Optical Character Recognition) OCR (Optical Character Recognition) program to recognise the characters as letters program to recognise the characters as letters and saving to a document that can be edited.and saving to a document that can be edited.