Word processing

Most people are familiar with word processing packages such as Microsoft Word or Lotus Word Pro. All word processing programs allow you to:

• enter [enter: insert text into the word processed document ] and edit [edit: alter the text in your word processed document ]text
• save
• print
• cut/paste/copy text and images
• spell check
• format text
• insert tables
• insert headers and footers
• add page numbers
• add bullet points

Example of word processing formatting

Text styles

Text formatting is changing the way text looks on the page.

Text formatting allows you to change the size of titles, make headings bold and put lists into bullet points. Using these features will help you to make your project a lot easier to read.

The normal features of text formatting are shown in the image below:

Word processing allows you to change the font, size and colour of text

Formatting text

To format text:

1. Highlight the text you want to format and then click the 'Format' button on the toolbar.
2. Click 'Font' and then click on the required font, style and size.

A box with three columns. First column has a list of font styles, eg Arial, comic sans and Times New Roman. The second column has a list of styles, eg bold, underline and regular. The final box has a list of sizes, 8, 10, or 12 points.

Alternatively, you can highlight the text you need to format, and then click one of the buttons on the toolbar

A toolbar with a one of icons including a Bold B, a letter underlined, rows of text formatted in the centre, to the left, and to the right and numberered bullet points.

Now have a go yourself. Play the interactive activity to practise changing fonts in a word processing package.

Tables

Tables are really useful for organising and displaying information. Most word processing packages allow you to insert tables into your document.

You then need to enter the number of rows and the number of columns you would like your table to have. Remember that rows go across the page, and columns go down the page.

Enter the number of rows and columns

The table will then appear in your word processing document.

A table with three columns and two rows.

Columns

Text formatted into columns is easier to read

If you look in a magazine or newspaper, you'll see that the text on most pages is split into columns. This layout is used to make it easier for people to read. It's often difficult for your eyes to follow long rows of text.

If you're asked to produce a leaflet or newsletter, you might want to put large blocks of text into columns.

1. Highlight the block of text that you'd like to put into columns.
2. Select the Format option on the toolbar, and then click Columns.
3. The box below will pop up. Choose the number of columns you would like. The box below is set up for two columns.
4. You can also choose the width of the columns and how far apart they are.

Choose the column layout you would like for your document

Images

In a word processing package, you can insert the following images:

• shape outlines
• images from other files
• symbols
• Clipart
• diagrams

Click on Insert, and then the Picture option

Clipart

Most Word Processing packages will allow you to insert Clipart images. These are free from copyright and can be used in your DiDA project. However, don't get into a habit of using Clipart. Examiners have probably seen these images hundreds of times before.

Clipart images of a football in net and a testtube.

Autoshapes

Autoshapes allows you to draw shape outlines, files, organisation charts, banners and speech bubbles. These could be used in newsletters or leaflets you're asked to produce.

A star, a speech bubble outline and an outline of three stacked files.

Headers and footers

In most word processing packages, you will be able to add headers and footers.

Headers can include your name, the date or name of the file. Footers are often page numbers, appendix notes or the date that the document was created.

The header and footer tool is under the View option on the toolbar

Use the toolbar to insert dates, times and page numbers in the header and footer of pages

Printing

To print a document, you can either:

• click the print icon

  

  on your toolbar
• select 'File' and then 'Print'
• press Ctrl + p (if using a PC) or apple + p (if using a Mac) on your keyboard.

Often when you're printing a document, you may not want to print every page. You might just want to print the first page or a selected paragraph. Word processing packages allow you to do all of these.

You can also choose whether you print in black and white or colour. You might want to print just on 'draft' instead of 'best quality'.

Before printing, always make time to check the settings in the Print Setup page - a few seconds checking this page could save you hundreds of unwanted printouts!

Each Print Setup page is slightly different, but have a look at the one below that includes most functions.

A Print Setup box with options to choose which pages to print and orientation - landscape or portrait.

Saving

It's essential to regularly save your documents. Computers can crash and lose your work at any time!

To save your work select:

The Save icon on the toolbar is or File (located on the main menu), then Save.

Clicking on the Save icon will save the document as the same name. You may also want to save your document as a new name. It's a good idea to make a copy of a document before you start making any major changes to it.

On the toolbar, click on File and Save As to rename a file with a new name.

Make sure you save your file to the correct folder

For more advanced Save features, click on Tools, Options.