Word processing

Wordprocessing,Features,Advantages,Disadvantages,Linking and Embedding

Word Processor:

A word processor is an electronic device or computer software application, that performs the task of composition, editing, formatting, and sometimes printing of documents.A word processor is a type of application software. Just as the word ‘application’ sounds, Word processors as spreadsheets, databases etc. allow users to accomplish a task with the computer. These tasks are the ones that differentiate word processors with other application software.

Word Processing:

Word processing is the act of creating, saving, editing, formatting and printing text and graphic documents using an electronic word processor.

Examples of Word Processors

  1. Microsoft Word
  2. Google Docs
  3. Open Office Writer
  4. Ami Pro
  5. Corel Word Perfect
  6. Lotus Word Pro
  7. Apple Works

Common features in word processing 

Most word processors, have the following features:

  1. They allow the use to create, save, edit, format and retrieve files.
  2. Have editing tools such as spelling checkers.
  3. Have predefined features such as generating headers, footers, indexes, footnotes and references.
  4. They can be used to create and import tables, graphics, text etc.
  5. Have a user friendly layout that allows the user to do an action easier and efficiently.

Advantages of  Word Processors:

There are numerous advantages of word processors over traditional word processors like typewriters and they include:

  1. Provision of storage area
  2. Its more easier and efficient because of automated features like word wrap, auto complete, auto text etc.
  3. Have superior editing tools such as thesaurus , auto-correct, spelling and grammar checkers
  4. Have superior document formatting features like Bolding, italics, underline, emboss etc
  5. Ability to create tables and organize information in an organized manner
  6. Its possible to print multiple copies
  7. Produce neat work
  8. Easier to deal with graphics
  9. Can be reconfigured to correspond with user needs like indenting, setting gutters, paper size etc.
  10. Are flexible and portable- i.e can be used from one machine to another and text format can easily be converted.

Disadvantages of Word Processors:

  1. Require skills to use
  2. Require electric power to function
  3. They are expensive to acquire

How to choose a correct word processor?

To be able to choose a correct word processor, consider the following points:

  1. Check the type of operating system you are using and check whether it can support which word processors
  2. If its user friendly
  3. Consider your user needs
  4. Consider the cost of purchase
  5. Whether it has most common features available with most word processors
  6. Whether it comes with a warranty
  7. Whether it has inbuilt automatic updates
  8. Whether it comes with a documentation that has help and support.

Editing And Formatting a Document:

Editing refers to making necessary changes to an existing document. e.g deleting, inserting, overtype, typeover etc. The tools that can be used to edit include: find, replace, thesaurus, undo and redo, spelling and grammar checkers, autocorrect, autocomplete etc.

Block operations

block operation is used to refer to working with a subset of data Highlighting a block of text: To highlight means to select a subset of data you want to work with and this is done with either a mouse or a keyboard. To select a character:

  1. drag the mouse on the character or
  2. use shift+left or right arrow keys

To select a word/phrase:

  1. Double click on the word/phrase or
  2. Drag the mouse on the word/phrase or
  3. Use shift+up or down arrow keys

To  select a sentence:

  1.  Drag the mouse on the paragraph or
  2. use Shift+Home or End keys or Shift+up or down arrow keys

To select a page:

  1. Drag the mouse on the entire page or
  2. use Shift+Page Down or Page Up arrow keys

To select the entire document:

  1. Drag the mouse over the document or
  2. Press Ctrl+A or Shift+Ctrl+End or Shift+Ctrl+Home

Editing Modes

Editing modes provides the user with a variety of editing options. There are two types of editing modes namely: Insert mode and typeover mode

Insert Mode

Implies that when text is inserted between words or characters, it pushes the existing text to the right as you type.

Typeover Mode

Also known as Overtype implies that when text is typed between existing words or characters, the new text automatically replaces the characters on the right of the insertion pointer as you type.

To turn on/off Overtype Mode  (Office 2010)

  1. Click the file tab , and then at the bottom of the dialog, click Word Options.
  2. In the left pane, click Advanced.
  3. Under Editing options, select or clear the Use overtype mode check box or select “Use insert key to control overtype mode” to switch the mode from the insert key.

Deleting Text

To delete a character, a line, sentence or a block of text;

  1. Use the delete key or backspace key on the keyboard depending on the position of the cursor
To restore deleted text, use the undo command (Ctrl+V) either use the undo control from the quick launch toolbar

undo command

Find and Replace Command

The Find Command

The find command and is a feature that searches for a word or phrase in a block of text To use the find command;

1.    On the home tab under editing group select the find control option
find command
2.    On the task window that appears, type the phrase you want search; the phrase will automatically highlight the searched phrase
3.    To customize advanced search, click on the down arrow right of the text box then choose options option oradvanced search option then more button
advanced option
a)    Match case option; Searches for a phrase that matches the case of the search phrase
b)    Find whole words only; searches for a phrase that holistically matches the searched phrase
c)    Use wildcards; a wildcard is a character that will match any character or sequence of characters in a search e.g. k* searches for any word that begins with k
d)    Sound like; searches for phrases that sounds same in pronunciation
e)    Find all word forms; Check this option to find singular, plural, present tense, past tense, and participle forms of the word you’re searching for.

Linking and Embedding:

Both linking and embedding are similar in their functionality. You have the freedom to add objects like files, images, or audio files either by embedding or linking in a Word document, HTML document, or even an Excel spreadsheet.

What is Linking? Linking is a way to add a file to another file. The linked file can be placed on your computer, or you may be linking a web page. You link the web pages by including the entire URL to the target document (Word, HTML or Excel). When you try to upload two linked files on a web site, then you have to ftp both the files. In case of sending such files via emails, you need to place both the files in a folder before zipping it and sending it across.



What is Embedding?


Embedding is a way to incorporate a document into an existing file. Once a document is embedded into another file, they start to exist as a single file. Say if a pie chart from an Excel file is embedded in a Word document and you make changes to this pie chart, then it does not get reflected in the Word document. The original document’s size gets bloated due to the embedded file.
Differences between Linking and Embedding:
When the files are linked, then a change in the linked file gets updated in the destination file. In the case of embedding, changes in the embedded file do not propagate to the destination file. You need to manually make the changes in the destination file by double-clicking the embedded file.
1. In the case of linking, the data gets stored in the source file and is updated there
whenever a change occurs in the linked file.
2. In the case of embedding, the data is stored in your file and any updates in the original source file
are not reflected.
3. You can use linking when:
  • You need to make a presentation the next morning but the financial report is still not updated. You can link this report to your presentation. When the report gets updated, it will reflect in the presentation.
  • You want to add a logo to your company’s letterhead but it is still not finalized. You can link it to the letterhead so that the final logo is reflected on the letterhead when completed.
4. You can use embedding when you wish to distribute an organization chart in which
the role displayed changes according to the recipient.




(Visited 455 times, 1 visits today)