WORD PROCESSOR

Introduction
NOTES
- Traditionally, typewriters have been used in offices to create official documents such as letters, reports
and minutes. However with the prices of computers coming down, most offices and individuals prefer
creating their documents using electronic word processors.
Electronic Word processing
- Word processing is the art of creating, saving, editing, formatting and printing text and graphic
documents using an electronic word processor.
An electronic word processor is application software that enables the user to create, edit, format and print
text documents.
Examples of word processors include: -
a. Microsoft ® Word.
b. Corel WordPerfect.
c. Lotus Word Pro.
d. Apple Works
e. Open Office Writer
f. AmiPro

Traditional word processor used to handle text-based documents only, however modern Graphic User Interface
(GUI) word processor support other functions such as graphics design and manipulation, e-mailing, mail
merging etc.
Purpose of word processing
1. In schools, teachers can use to type lesson plans and tests (exams).
2. Used for preparing board minutes and reports, letters to parents and activity lists by school secretaries.
3. Used by students and scientists for typing research papers.

Advantages of electronic word processors over manual typewriters

1. A document can be stored (saved) for future use unlike in typewriting where the same document may
require retyping if required in future.
2. Typing using a word processor is easier and more efficient due to automated features such as word
wrap, auto-complete and autocorrect.
3. Most word processors have superior editing tools such as thesaurus, autocorrect, spelling and grammar
checkers.
4. Electronic word processors provide predefined features for generating headers, footers, indexes,
footnotes and references.
5. Word processors have superior document formatting features. Formatting refers to the art of making
the document more attractive and appealing to the eye. Such features include underlining, boldfacing,
italicization, applying different colors etc.
6. One can be able to protect the document using password. (Secret Word).
7. Most word processors have ability to create and import tables, text and graphics from other programs.
8. With electronic word processing, it is possible to print multiple copies once.

Common features in word processors

Regardless of the type of word processor used, the following features are common in almost all word
processors:-
1. They allow the user to create a file, save it and open it again for reuse, editing or formatting.
2. They have editing tools such as spelling checker, thesaurus and auto-correct features.
3. They provide predefined features for generating headers, footers, indexes, footnotes and references.
4. They can be used to import tables, text and graphical objects from other programs.
5. GUI based word processors have common application document layout with the following features: -
a. Title bar – indicates the task currently and name of the application program used. On its right are
the minimize, maximize (restore) and the close button
b. Menu bar – provides the user with group of commands. Each command has a drop down list with
command used to create or manipulate a document.
c. Toolbars – consists of button of commands (icons) that provide shortcuts to commands available in
the menu bar. The two default toolbars are the standard and formatting toolbars.
d. Document window – a paper-like electronic work area where a document is created.

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 e. Status bar – the communication channel between the user and the application program. It displays
the current page number and the section etc.

Choosing a word processor:-

The choice of a word processor depends on the following factors: -
1. The type of operating system. For example, most microcomputers are currently running on Windows
based operating system such as Microsoft windows. This means that you should consider acquiring a
GUI based word processors.
2. Its user friendliness i.e. eases of use.
3. It’s formatting and editing features. They should be good and varied.
Creating documents using a word processor
Microsoft Word is the most common word processing application program used today. Microsoft Word is a
member of Microsoft Office Suite that consists of several integrated programs. This includes: -
a. Word processor – Microsoft word.
b. Spreadsheet – Microsoft Excel.
c. Database – Microsoft Access
d. Desktop Publisher – Microsoft publisher.
e. Presentation – Power point
f. Microsoft Outlook.
- Commonly used versions of Word are Word 97, 2000, 2003, XP, and 2007.
- While versions of Word 97 to Word 2003 looks alike and are compatible, Word 2007 radically deviates
from these versions in look and feel, as well as menu layout. It has no File menu and once you
highlight text, a floating formatting toolbar is displayed above the selected text. Moreover, documents
saved in Word 2007 format cannot be opened in the previous version unless you save the file in
compatibility mode.
Starting Microsoft Word 2007
There are three ways of starting Word.
a. Click on start button, select all programs, Microsoft Office and click on Ms Word 2007.
b. Click on the Word 2007 icon on the desktop
c. When you open any word document, it starts word automatically.

SCREEN LAYOUT
- Immediately Word is started a blank screen is presented from where the user is required to enter and
edit his/her text.

Features of a word processor window

Title bar
Menu bar
Standard toolbar
Formatting toolbar
Horizontal ruler
Vertical ruler
Horizontal scroll bar
Vertical scroll bar
Status bar
Text area
Insertion pointer
Window sizing button

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 Parts of an Application window
A B C D E F

G H I J K L

a. Text area – It is where one types text or inserts graphics.

b. Insertion pointer – It is a blinking vertical bar indicating where the text will be inserted as one types.
c. Scroll bars and buttons – They are horizontal and vertical bars on the borders of a window that the user
drags to scroll upward, downwards, to the right or left of a document. Scroll arrows are arrows at the
end of the scroll bars that the user clicks instead of dragging the scroll button. OR They are used to
help the user to (navigate) view different areas of active documents.
d. Title bar – It is located at the top of the window. It displays the name of the application and the name
of the document.
e. Menu bar – It displays the available menus in word which contains a list of commands. It is located
below the title bar.
f. Toolbars – These are rows of buttons or icons that represent commands. The command buttons are
shortcuts to the same commands one access from the menu bar. There are various toolbars available in
Ms Word but the most common are the Standard and Formatting toolbars.
i. Standard toolbar
It is below the menu bar. It contains commands used to carry out common tasks such as
launching a new document window, opening a file, saving, spelling and grammar checking
etc.
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 To see what other commands are, just point to the icon on the toolbar and a text tip will be
displayed showing the function of the icon.
ii. Formatting toolbar -
g. Rulers
- Used to set tab stops, indent paragraphs, adjust column widths and change page margins. A horizontal
ruler is below the formatting toolbar.
h. Status bar
- It is an interactive strip at the bottom of the screen that acts as a communication link between the user
and the application program. It displays interactive activities like file saving progress, mode indicators
(on/off) opening, cursor position, background printing, current page, section, line.

Creating a document using Microsoft Word.

Creating a document is the process of typing text in a clean page. A new document picks the software present
format specifications i.e. default settings which fit most Word processing applications e.g. paper size, margins,
orientation etc.
Text is entered at either the Insert mode or Type over mode by pressing the insert key on the keyboard.
i. Insert mode: - It inserts characters and moves all characters to the right of the typed mode character
one position to the right.
ii. Type Over mode: - It overwrites characters to the right of the cursor.
Typing text
- When typing, once the cursor reaches the end of the current line, it automatically jumps to the next line.
If a word does not fit in the current line, it automatically wraps at the beginning of the next line, this is
referred to as word wrap.
Creating a new document
Steps: -
i. Click on Office button (top left).
ii. Select New from the drop down (pull down) menu.
iii. Click Blank document from the resulting dialog box or select the template you want to open.
iv. Click Create button.
Alternatively press Ctrl + N to open a new blank document.
Saving a document
Saving is the process of making a document exists in the storage media (storing). One saves a document for
future references or for later modification purposes.
There are two saving commands, namely: -
i. Save: - This saves the active documents and overwrites any previous file with the name.
ii. Save As: - It allows one to enter a new file name or existing location of active documents. If there is an
existing file with the same name you have chosen or typed, the file is overwritten.
Steps for saving
- From the Office button, click “Save As” or “Save” command as indicated above from the drop down
menu. The Save As dialog box appears.
- In the File Name text box, enter the name of the file of your choice.
- From the Look in or Save in text box, select the drive or folder where you want to save your file.
- Click the save button to start the saving process.
Alternatively
Press Ctrl + S: - To save existing document
Click Save icon on the title bar
Protecting a document with password
- A password is a combination of characters that prevents other users from opening and changing a
document without permission. Or it is a string of characters used to prevent access to the protected item
or documents from unauthorized users.
- It can contain any combination of letters, numerals, spaces and symbols and it can be up to 15
characters long.
- When one types a password, Ms Word masks each character you type by displaying an asterisk (*)
instead of the actual character in the password.
NB: Passwords are case sensitive.
Steps (Using Word 97 - 2003)
i. Create or open the document you want to protect
ii. On the File menu, choose Save As
iii. Click the down arrow on the Tools button in the Save as dialog box.
iv. Click Security Options
v. Type in the password to open. This prompts the user to enter password when opening a document.
vi. To protect against modification, type in a password in the password to modify text box and then click
OK
Steps (Using Word 2007)

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 a) Create or open a document you want to protect
b) On the Office button (pull down menu for Office button), Choose Save As. From the resulting sidekick
menu, select – (Word 97 – 2003) – This is to save a document that is fully compatible with word 97 –
2003.
c) Click the down arrow on the Tools button in the Save As dialog box.
d) Note that one must specify the area where you want to save your document e.g. in a folder or a
particular drive
e) Click Security Options
f) Type in the password to open. This prompts the user to enter password when opening a document.
g) To protect against modification, type in a password in the password to modify text box and then click
OK

Closing the current document

Closing a document means unloading the current active document from memory so that the user can create or
open another without necessarily exiting from Word. To close a document: -
a) On Office button pull down menu, click Close. Alternatively press CTRL + F4
b) Save document changes if prompted.
Opening an existing document
i. On the Office button, click Open command from the pull down menu or on the Standard toolbar, click
the Open button. Alternatively press CTRL + O key combination on the keyboard. The Open dialog
box will appear.
ii. Select a drive or folder where the file is saved.
iii. In the File name dialog box, type or select the name of the document you want to open.
iv. If the document is in another format supported by Word, select the file Format in the Files of type list.
v. Click the open button.
Exiting from Word
i. To exit from Word, save changes to your document.
ii. On Office button menu, click Exit Word. Alternatively press Alt + F4
Exiting from Word document means quitting the program completely. Therefore make sure that all the opened
documents are saved properly before exiting.
EDITING WORD DOCUMENTS.
- Editing is the process of making changes or modifying an existing document through addition of text,
deletions and insertions.
- Apart from manual editing using delete, insert and overtype/overwrite commands, Microsoft word
provides the user with inbuilt tools such as spelling and grammar checker, thesaurus, undo and redo,
find and replace etc.
Editing features of a word processor
a) Cursor movement – Page down, page up, arrow keys, or the mouse clicks, Home, End.
b) Inserting and overtyping – The INS or INSERT keys on the keyboard.
c) Search and Replace – Word processor have advanced features for quickly updating any misspelled
words or wordings in your document by using the search and replace command found on the Edit
menu.
Block options
Selecting
- Selecting text is the process of highlighting particular areas in your text in order to apply certain
features.
- One selects text and graphics by using the mouse or the keyboard.
Selecting text with a mouse
1.
To select a word, place the insertion pointer on the word then double click it.
2.
To select the entire line, position the mouse pointer on the left margin until it changes to an arrow then
click once.
3. To select a paragraph, place the pointer at the beginning or end of the paragraph. Notice that the pointer
changes to I-beam. Now drag the I-beam over the text to be selected and release the mouse button at
the end of the text you wish to work on.
4. To select multiple lines of text move the pointer to the left of the paragraph until it changes to a right-
pointing arrow and then drag up or down.
5. To highlight any amount of text, hold down the mouse button and drag over the text.
6. To select multiple paragraphs – move the pointer to the left of the paragraphs until it changes to a right
pointing arrow and then double click and drag up or down.
7. To select an entire document press CTRL + A or move the pointer to the left of the text until it changes
to a right pointing arrows and then triple click.
8. To select any amount of text, hold down the left button of the mouse and drag over the text.
Other method of selecting text, items or a table and drawing objects include: -
a) Shift + Right Arrow – One character to the right.

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 b) Shift + Left Arrow – One character to the left.
c) Ctrl + Shift + Right arrow – To the end of a word
d) Shift + End – To the end of a line
e) Shift + Home – To the beginning of a line
f) Shift + Down arrow – one line down
g) Shift + Up arrow – One line up
h) Ctrl + Shift + Down arrow – To the end of a paragraph.
i) Ctrl + Shift + Up arrow – To the beginning of a paragraph.
Moving and Copying text and objects
Copying involves creating an exact copy of a word, sentence or paragraph in another place within the document
or in another document (duplicate).
Moving involves removing a character, word or paragraph from one location to another place in the same
document or to another document (no duplicate).
Copying text
i. Position the mouse pointer in the selection bat to the left of the paragraph to be copied
ii. Double click the mouse
iii. Click the copy button on the standard toolbar
iv. Move the insertion point to the location where the paragraph on the clipboard is to be copied.
v. Click the paste button.
Or
i. Press Ctrl + C to copy the highlighted text
ii. Move the insertion point to the location where you want
iii. Press Ctrl + V to paste.
Moving text
i. Position the mouse pointer in the selection bar to the left of the paragraph to be moved.
ii. Double click the mouse.
iii. Click the cut button on the standard toolbar. Word removes the selected paragraph from the screen and
places it on the clipboard.
iv. Move the insertion point to the location where the paragraph on the clipboard is to be pasted.
v. Click the paste button
Short cut
i. Highlight the text
ii. Press Ctrl + X to cut
iii. Move the pointer to a new location
iv. Press Ctrl + V to paste the text.
Deleting Text
To delete a character or a word from the right to the left
1. Place the insertion pointer on the right of the word.
2. Press the backspace key.
To delete a character to the right of the cursor position
1. Place the insertion pointer on the left of the word.
2. Press the delete key.
To delete a block of text
a) Highlight the text to be deleted
b) Press the Delete/Del key.
Editing Modes
- There are two editing modes in a word processor that assists the user in editing individual characters in
a text document. These are: - Insert mode and Type over mode.
- One can be able to insert a word or a phrase in a sentence by positioning the insertion point where he or
she would like the text inserted.
- Word always inserts the text to the left of the insertion point. The text to the right of the insertion point
moves to the right and downward to accommodate the added text. In word, the default typing mode is
Insert mode.
Insert Mode
- As one types a character in insert mode, word inserts the character and moves all the characters to the
right of the typed mode characters one position to the right.
- One can change to overtype mode by double clicking the OVR mode indicator on the status bar or by
pressing INSERT key on the keyboard.
Type Over mode
It is also known as overtype in Word, when text is typed between existing words or characters, the new text
automatically replaces the characters on the right of the insertion pointer as one types.

FIND AND REPLACE

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Find helps one to search for a particular word in a document. It automatically locates the word or phrases of
interests.
If one wants to replace a word or phrase, use the replace option.
Find
- Select Home on the menu bar, under editing menu click Find. A Find dialog box will be displayed.
- Enter the phrase or text to find in the Find What text box.
- Click on Find Next and word automatically locates the word.
Replace command
On the Edit menu, click Replace.
- In the Find What box, enter the text you want to search for.
- In the Replace with box, enter the replacement text.
- Select any other options that you want.
- Click Find Next, Replace or Replace All to navigate through the search replaces process.
One can specify search options by clicking the More buttons: These options includes: -
1. Match case: This identifies only text that matches in case with that in the find what box e.g. it will not
find the word DEEN if you typed deen and selected the match case option.
2. Whole word: Searches for a word or phrase that is whole. If it is part of another word, it will not be
found e.g. the word ever will not be found in words like however, whenever etc, during the search.
3. Use wildcards: Wildcards are special symbols such as * and ? that are used to represent a set of words
with certain characters in common e.g. names like Jeff, Joe, Jane can be represented using a wildcard
as J* which means all names starting with J.
4. Like: - Searches for words which are similar in pronunciation e.g. fare and fair.

PROOFREADING
- It refers to checking whether the document has typographical or grammatical errors. Microsoft Word
has proofreading tools such as Spelling and grammar checker, Thesaurus, Autocorrect, Auto-complete.
SPELLING AND GRAMMAR CHECKER
- It is an inbuilt tool that helps the user to correct spelling errors and incorrect grammar structures.
However, the checker can only recognize errors of those words whose correct spelling is in its
dictionary. A correctly spelt word used wrongly cannot be detected hence the document should be
proofread just before and after printing.
Steps for spell checking a document: -
i. On review menu click Spelling and Grammar checker or press F7
ii. In the spelling and grammar dialog box, misspelled words are shown in red while grammatically
incorrect phrases are in green.
iii. The lower plane of the dialog box suggests to the user a list of suggested correct words.
iv. From the dialog box, click one of the following buttons: -
a. Click Change to correct only the highlighted incorrect word.
b. Click Change ALL to correct all the occurrences of the misspelled word.
c. Click Ignore to retain the highlighted and continue. For example, although a word like Jembe may
not be in the custom dictionary, in the Kenyan context, the word is acceptable therefore if
highlighted, click Ignore.
d. Click Ignore All to retain all the occurrences of the same word or phrase in the document from
another language e.g. Kiswahili.
e. Click Add to add the word into the custom dictionary.
AUTOCORRECT
It automatically detects wrongly spelled or capitalized words and replaces them with the correct word. However,
the settings of autocorrect are user defined e.g. if a person keeps on typing the word certain as certain, set the
autocorrect feature to replace the later with the former. Another example is if one types a bout plus a space,
then Autocorrect replaces what you have typed with “About.”
One can also use Autocorrect to quickly insert text graphics or symbols e.g. type ( c ) to insert © for inserting
copyright symbol, ( r ) ® - registered, ( tm ) ™ - trade mark ac to insert Accounts, : ) , : ( - , etc.

To view the autocorrect options.

i. Under the Insert menu, click on symbols then more symbols.
ii. In the symbols dialog box, click on Autocorrect button at the bottom left.
iii. Autocorrect dialog box will be displayed.
iv. To set the capitalization options, select or clear the first four check boxes.
v. To turn on or off the Autocorrect entries, select or clear the Replace text as you type check box.
vi. To turn on the spelling checker corrections, select the Replace text as you type check box, and then
select the Automatically use suggestions from the spelling checker check box.
vii. To turn off the spelling checker corrections, clear the Automatically use suggestions from the spelling
checker check box.

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THESAURUS
It is an editing tool that helps the user to automatically find words or phrases with similar meaning (synonyms)
or opposite meaning (antonyms) to the one selected.
Steps: -
Highlight or select the text.
On the Review menu, click on Thesaurus.
i. Select a synonym or an antonym.
ii. For example;
iii. Erase, remove, cancel, scrap, cross out, scrub are synonym.
iv. Insert is the antonym.
AUTOCOMPLETE
The auto-complete feature displays a complete word when the user types the first few characters of the word.
This enables the user type faster by simply accepting the suggested word if indeed he/she intended to type it.
To accept the suggestion, simply press the Enter key and continue typing other word or phrases.
To turn auto-complete on/off: (When using word 2003)
1. Click Insert menu and point to AutoText. A drop down list is displayed.
2. Click AutoText.
3. Select or clear the Show AutoComplete tip for AutoText and dates check box.
4. Type in text in the Enter AutoText entries here then click Add.
5. Click Close
Undo and Redo
Undo reverses the most recently executed command while redo reverts back to the cancelled action
To Undo – on the standard toolbar, click the Undo arrow and to Redo – click the Redo arrow.
Alternatively, press Ctrl + Z to Undo or Ctrl + Y to Redo

FORMATTING A DOCUMENT
- Formatting refers to the process of enhancing the appearance of a document. One can format a word, a
sentence, paragraph or a whole (entire) document to enhance its appearance.
Text formatting attributes
- It involves formatting text by applying different fonts (type, styles, size of characters), text color,
underlining, bolding, italicizing, making a character(s) superscript or subscript.
- To apply character formatting to a single word, select the word. To apply character formatting to several
words or a few characters within a word, select the text you want to change.
- From the font menu displayed under formatting toolbar, point to any formatting attributes you want to
apply to the text.
- One can click on the arrow at the bottom right of the font menu to display Font dialog box or press Ctrl +
D.
a) Bolding
It makes the text look thick and darker than the rest of the text in a document.
To apply bolding format to the text or numbers
 Select the text you want to change.
 On the formatting toolbar click Bold (B) or press Ctrl + B
b) Underlining text
Underlining is placing a line of any style under a word or sentence. To underline:
 Select the text you want to change.
 On the formatting toolbar, click Underline (U)
Or
Press Ctrl + D to open the font dialog box.
Choose the required underline from the underline style section
Click OK.
c) Change case
It is a process of switching between each of the five cases available in Microsoft word.
 Sentence case
Only the first characters of a sentence are capitalized or uppercase.
 Lowercase
All the characters in a word or sentence are presented in lowercase.
 Upper case
All the characters in a word or sentence are presented in uppercase.
 Title case
Only the first characters of each word in a sentence are capitalized.
 Toggle case
All the characters in a word or sentence changes from uppercase to lowercase or vice versa.
To vary the case of text: -
Select the text you want to change.

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On the formatting toolbar, under Font, click on the icon “Aa” with an arrow pointing down.
Click the capitalization option you want.
Alternatively, press Shift + F3 to choose the case you want.
d) Italicizing
It is making all characters in a word or sentence to slant forward.
To italicize: -
- Position the mouse pointer in the selection bar to the left of the line to be formatted and click.
- With the text selected, point to the italic button from the formatting toolbar and click.
e) Superscript / Subscript.
A superscript describes text that is slightly higher than other text on a line while a subscript describes text that is
slightly lower than other text on a line.
For example: -
 Subscript - H2O
 Superscript - CM3
To make text superscript or subscript
i. Highlight the character(s).
ii. On the formatting toolbar under Home menu, select either superscript X2 or subscript X2.
iii. Alternatively, click on the bottom right arrow and a font dialog box will be displayed (Ctrl + D).
iv. Click superscript or subscript.
NB: One can press Ctrl + = (equal sign) for subscript while Ctrl + Shift + + (plus sign).

PARAGRAPH FORMATTING
A paragraph is a distinct unit of information that has its own formatting characteristics. Some of the formatting
features one can apply include: -
Alignment, setting tabs and indents, drop cap, bullets and numbering, line spacing, inserting columns and
pages, setting breaks etc.
a) Alignment
Alignment is the arrangement of text relative to the left margin, centre of a page, or right margin. The five major
alignment options available include: -
Left, Center, Right, Justified and Distributed (force justified)
 Left alignment
Lines of text are lined up evenly along the left margin but unevenly at the right margin. This is the
default alignment. To align left:
- Highlight the paragraph.
- Under Home menu on the formatting toolbar, select left alignment under paragraph (lines appearing
above paragraph) or click on the arrow appearing at the bottom right. From the resulting paragraph
dialog box, select the tab for indents ant spacing.
- Select Left alignment from under General options.
 Right alignment
The lines of text are lined up evenly along the right margin but unevenly at the left margin. To align
right:
- Highlight the paragraph.
- Under Home menu on the formatting toolbar, select left alignment under paragraph (lines appearing
above paragraph) or click on the arrow appearing at the bottom right. From the resulting paragraph
dialog box, select the tab for Indents ant Spacing.
- Select Right alignment from under General options.

 Center alignment
The lines of text are centered unevenly between the left and right margins. To center paragraph: -
- Highlight the paragraph
- Under Home menu on the formatting toolbar, select center alignment under paragraph (lines appearing
above paragraph) or click on the arrow appearing at the bottom right. From the resulting paragraph
dialog box, select the tab for Indents ant Spacing.
- Select Center alignment from under General options
 Justification
The lines of text are arranged evenly along the left and right margin. To justify a paragraph follow the
same steps for center alignment and then select Justified.
 Distributed
A distributed or force justified paragraph is force justified evenly along the left and right margin even if
a line has only one word.

b) Drop caps

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A Drop Cap is a large dropped initial capital letter spanning several lines, usually at the beginning of the first
paragraph of a chapter or section, that draws attention to that paragraph (such as at the beginning of this
paragraph, for example).
The main use of the drop cap is to attract the readers’ attention.
There are two types of Drop Caps:
 The Dropped style, where the Drop Cap is surrounded by the text in the paragraph as in the first
example below.
 In Margin style, where the Drop Cap is placed in the margin, as in the second example below.

To Add a Drop Cap

1. Click anywhere within the paragraph to which you want to add a Drop Cap.
2. Click the Insert tab from the menu bar.
3. Click the Drop Cap button on the Text command set.
4. Select the drop cap style you want from the list.
5. To modify Drop Cap settings:
a. Click Drop Cap Options from the list
b. Select a font for the Drop Cap from the Font drop-down list.
c. Enter the number of lines across which the Drop Cap should span in the Lines to Drop box.
d. Enter the amount of distance that should be between the Drop Cap and the paragraph text (in inches).
e. Click OK when finished.

c) Indenting paragraphs
The term indent is used to describe the distance or blank spaces used to separate a paragraph
with the left or right margins. You can indent first sentence in a paragraph (first line indent),
the whole paragraph (full paragraph indent) or the rest of the text except the first line
(hanging indents).

d) Line spacing
Line spacing refers to the vertical distance between lines of text. The default line is spacing is
single spacing. Character spacing on the other hand, refers to the space between the
characters in the text.

e) Setting tab stops

Tabs stops refer to the location the cursor or an insertion pointer stop when the tab key is
pressed. Tab stops are used in word processors to align text or numerical data relative to the
left alright margin. Tabs are also used to create data in column form. By default data tab stop
is set at 0.5 of an inch.

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 f) Bullets and numbering
Bullets and numbering is a paragraph level formatting used to make ordered list easier to read
and the follow.

Widow and Orphan

A "widow" is the last line of a paragraph that appears alone at the top of the next page, and an "orphan" is the
first line of a paragraph that appears alone at the bottom of a page. Default widow and orphan settings are
typically configured for two lines in order to prevent isolated single lines.

How to Set the Widow/Orphan Control in Microsoft Word

The widow/orphan control in Microsoft Word is a feature that will prevent single lines of paragraphs from
appearing on a separate page from the rest of the paragraph.
The widow/orphan control will automatically keep two lines together on a page, shifting them as necessary
when you add or take text away from the document. Some companies or publishers do not want the
widow/orphan control turned on. In this case, you will need to know how to turn it off.
Microsoft Word 2007
1. Step 1
Open your document in Microsoft Word. If you have not started writing yet, you can set the widow/orphan
control before you start. If you have already started writing, select all of the text before proceeding.
2. Step 2
Select the "Home" menu. In the "Paragraph" section, click on the little box to the right of "Paragraph." A
dialogue box will appear.
3. Step 3
Click on the "Line and Page Breaks" tab. Look for "Widow/Orphan Control" at the top, under "Pagination."
Click on the box to the left. If there is a check mark in the box, the widow/orphan control is turned on and
Word will make sure there are no single lines separated from their paragraphs. If there is no check mark in
the box, the control is turned off.
4. Step 4
Click "OK" when you have made your selections. Your paragraphs should now be set the way you wanted.
Microsoft Word 1997-2003
5. Step 1
Open your document in Microsoft Word. If you have not started writing yet, you can set the line spacing
before you start. If you have already started writing, select all of the text before proceeding.
6. Step 2
Click on the "Format" menu, then "Paragraph."
7. Step 3
Click on the "Line and Page Breaks" tab. Look for "Widow/Orphan Control" at the top, under "Pagination."
Click on the box to the left. If there is a check mark in the box, the widow/orphan control is turned on and
Word will make sure there are no single lines separated from their paragraphs. If there is no check mark in
the box, the control is turned off.
8. Step 4
Click "OK" when you have made your selections. Your paragraphs should now be set the way you wanted.

MAIL MERGE
Mail merging is the process of generating personalized letters, labels or envelopes by merging two files; a main
document e.g. a letter, envelope or mailing label with a data source or address book. Mail merge is used when

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you want to sent out a standard yet personalized letter to several people at the same time. The three main tasks
in creating a merged document are:
i. Creating a main document e.g. a form letter.
ii. Creating or getting the data source i.e. the address book.
iii. Merging the two files to a new document, printer or e-mail.
The data source is a record divided into fields. When these fields are used in the merge document are called
merge fields. You then merge the two documents to produce personalized letters with different addresses.
To create a merged document:
1. Open or create a main document such as form letter. The main document contains the information you
want to distribute. (Type a letter/document in Ms Word)
2. On the menu bar click on Mailings. From the menu displayed click on Start Mail Merge. Click step
by step Mail merge wizard… from the dropdown menu.
3. Select the type of document you want to create. (Type of document you are working on e.g. Letters, E-
mail messages, Envelopes, Labels or Directory). Select letters
4. Click Next to continue in one of the steps (step 1 of 6) for the Next starting document.
5. Select starting document i.e. you can use the current document or start from a template or start from an
existing document. Click (Step 2 of 6: Select recipients)
6. Select the recipients either by using; an existing list or selecting from Outlook contacts or typing a new
list. Select Type a new list. Click Create for typing the names and addresses of recipients. A dialog
box will be displayed from which you can type recipient information in the table. To add more entries
click new entry. Click step (3 of 6) for writing your letter. Add recipient information if you have not
already done so on your letter. To add recipient information to your letter, click a location in the
document and then click one of the items an address block, greeting line, electronic postage.
7. When you have finished writing your letter, click next. Then you can preview and personalize each
recipient’s letter. Click Preview your letters. One of the merged letters will be previewed. You can
also preview other letters by clicking either << or >> displayed. You can also edit recipient lists.
8. Click (step 5 of 6). To complete the merge so that the Mail Merge will be ready to produce your
letters. To personalize your letters, click “Edit Individual Letters.” This will open a new document with
your merged letters. To make changes to all the letters, switch back to the original document. From the
dialog box for Merge to New document displayed you can select the range of records to merge i.e.
ALL or CURRENT RECORD or FROM __ to ___ and then Click Ok.
9. On the menu bar under Mailings you can also add an Address block, Greeting line and Insert Merge
Field on your document by selecting one of them.

Tables & columns

Microsoft Word: Tables & Columns
A table is a grid of rows and columns that intersect to form cells. The lines that mark the cell boundaries are
called gridlines. It’s often easier to read or present information in table format than in paragraph format. Using
Word’s table feature, you can create a table and insert text, pictures, or another table into the table’s cells.
Creating a Table
There are two ways to create a table:
1. Insert a table by using the Insert Table dialog box or the Insert Table button on the Standard Toolbar.

2. Draw a table by using the Tables and Borders Toolbar.

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Columns, Rows and Cells in a Table

Note: You can apply formatting options to tables, such as borders and shading, or display a table with or without
gridlines.
Using Draw table is similar to drawing a rectangle on graph paper – first draw a line from one corner of the
table to the corner diagonally opposite in order to define the boundary of the entire table and then draw the
column and row lines inside.
To quickly create a table:
 Click where you want to create a table.
 Click Insert from the menu bar and then Tables.
 From the resulting drop down, click on Insert table.
 Enter the number of columns and rows required.
 OR
Using Draw table.
 Click on the Table icon and click on “Draw table”.
 A pen like device is displayed on the screen.
 Hold down the left mouse button and drag it up the level you want.
 Click and drag to create table and to draw rows, columns and boarders.

Keying and Editing Text in Tables

Keying and editing text in tables is similar to working with text in paragraphs. The Insert and Delete keys work
the same way. But if you key text in a cell and press Enter, a new paragraph is created within the same cell. The
first row of a table is often called the header row, in which each cell contains a heading for the column of text
below it.

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Shortcuts for Moving Between Cells
To move to Press
Next Cell Tab
Previous Cell Shift + Tab
First Cell in the Current Row Alt + Home
Last Cell in the Current Row Alt + End
Top Cell in the Current Column Alt + PgUp
Last Cell in the Current Column Alt + PgDn

EDITING A TABLE
1) Inserting rows and columns:
a. Adding rows to a table
 Place the cursor in the table where you want to add rows.
 Under layout on the menu bar, select the options you want to perform under Rows and
Columns e.g. Insert below, Insert left, Insert right, Insert above etc.
OR
 Right click within the table.
 From the resulting menu, point Insert and then you can choose Insert rows above or Insert
rows below.
b. Adding a column to a table
 Place the cursor in the table where you want to add columns.
 Right click within the table
 From the resulting menu, point to Insert and then Insert columns to the left or right.
Alternatively:
 Under layout menu in Rows and Columns click on icons – Insert to the left or right.
2) Adjusting the Column width
3) Deleting Cells, Rows and Columns
4) Merging Rows and Columns
Combining
5) Splitting Rows and Columns

PERFOMING ARITHMETIC CALCULATIONS IN A TABLE

Tables can be used for some spreadsheet functions e.g. you can sort table entries in alphabetical, numeric or
date order. You can also total a row or column of numbers in a table as well as perform other calculations such
as averaging, product, max and min, count, mean etc.
To calculate numerical values in a table we use cell references. A cell is a cross-section of row and columns.
Columns are the vertical arrangement of cell while rows are horizontal arrangement of cell.
Columns are represented by letters A, B, C… while rows are represented by 1, 2, 3… as shown below.
A1 B1 C1 D1 E1
A2 B2 C2 D2 E2
A3 B3 C3 D3 E3
A4 B4 C4 D4 E4

To perform calculations in a Word table

1. Click in the cell the result to be displayed.
2. On the menu bar select Layout and then click Formula (fx)
3. In the formula dialog box, type a formula for the function that you want to perform e.g. =SUM (A1:E1)
or =SUM(left) for values which are on the left hand side of the formula or =SUM(above) for values on
the right of the formula. In the Number for box, enter a format for the numbers. E.g. to display the
numbers a s a decimal percentage, click ‘0.00%’

NB:
Word inserts the result of the calculation as a field in the cell you selected. If you change the referenced
cells, you can update the calculation by selecting the field and then pressing F9.
SORTING TEXT
In Microsoft Word you can sort a list of text, numbers and dates in ascending or descending order.
To sort a list or table
1. Highlight the text list or table you want to sort. (Cursor to be in any cell in the table)
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 2. Click Layout on the menu bar. From the resulting menu, click Sort under Data. Sort dialog box will
be displayed.
3. Select the type of data to be used when sorting i.e. Text, Number or Date.
4. Click either Ascending or Descending order then click Ok

PERFOMING ARITHMETIC CALCULATIONS IN A TABLE

Tables can be used for some spreadsheet functions e.g. you can sort table entries in alphabetical, numeric or date
order. You can also total a row or column of numbers in a table as well as perform other calculations such as
averaging, product, max and min, count, mean etc.
To calculate numerical values in a table we use cell references. A cell is a cross-section of row and columns.
Columns are the vertical arrangement of cell while rows are horizontal arrangement of cell.
Columns are represented by letters A, B, C… while rows are represented by 1, 2, 3… as shown below.
A1 B1 C1 D1 E1

A2 B2 C2 D2 E2

A3 B3 C3 D3 E3

A4 B4 C4 D4 E4

To perform calculations in a Word table

4. Click in the cell the result to be displayed.
5. On the menu bar select Layout and then click Formula (fx)
6. In the formula dialog box, type a formula for the function that you want to perform e.g. =SUM(A1:E1)
or =SUM(left) for values which are on the left hand side of the formula or =SUM(above) for values on
the right of the formula. In the Number for box, enter a format for the numbers. E.g. to display the
numbers a s a decimal percentage, click ‘0.00%’

NB:
Word inserts the result of the calculation as a field in the cell you selected. If you change the referenced
cells, you can update the calculation by selecting the field and then pressing F9.
SORTING TEXT
In Microsoft Word you can sort a list of text, numbers and dates in ascending or descending order.
To sort a list or table
5. Highlight the text list or table you want to sort. (Cursor to be in any cell in the table)
6. Click Layout on the menu bar. From the resulting menu, click Sort under Data. Sort dialog box will
be displayed.
7. Select the type of data to be used when sorting i.e. Text, Number or Date.
8. Click either Ascending or Descending order then click Ok

GENERATING MAIL MERGE DOCUMENT

Mail merging is the process of generating personalized letters, labels or envelopes by merging two files; a main
document e.g. a letter, envelope or mailing label with a data source or address book. Mail merge is used when
you want to sent out a standard yet personalized letter to several people at the same time. The three main tasks
in creating a merged document are:
iv. Creating a main document e.g. a form letter.
v. Creating or getting the data source i.e. the address book.
vi. Merging the two files to a new document, printer or e-mail.
The data source is a record divided into fields. When these fields are used in the merge document are called
merge fields. You then merge the two documents to produce personalized letters with different addresses.
To create a merged document:
10. Open or create a main document such as form letter. The main document contains the information you
want to distribute. (Type a letter/document in Ms Word)
11. On the menu bar click on Mailings. From the menu displayed click on Start Mail Merge. Click step
by step Mail merge wizard… from the dropdown menu.
12. Select the type of document you want to create. (Type of document you are working on e.g. Letters, E-
mail messages, Envelopes, Labels or Directory). Select letters
13. Click Next to continue in one of the steps (step 1 of 6) for the Next starting document.
14. Select starting document i.e. you can use the current document or start from a template or start from an
existing document. Click (Step 2 of 6: Select recipients)

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 15. Select the recipients either by using; an existing list or selecting from Outlook contacts or typing a new
list. Select Type a new list. Click Create for typing the names and addresses of recipients. A dialog
box will be displayed from which you can type recipient information in the table. To add more entries
click new entry. Click step (3 of 6) for writing your letter. Add recipient information if you have not
already done so on your letter. To add recipient information to your letter, click a location in the
document and then click one of the items an address block, greeting line, electronic postage.
16. When you have finished writing your letter, click next. Then you can preview and personalize each
recipient’s letter. Click Preview your letters. One of the merged letters will be previewed. You can
also preview other letters by clicking either << or >> displayed. You can also edit recipient lists.
17. Click (step 5 of 6). To complete the merge so that the Mail Merge will be ready to produce your
letters. To personalize your letters, click “Edit Individual Letters.” This will open a new document with
your merged letters. To make changes to all the letters, switch back to the original document. From the
dialog box for Merge to New document displayed you can select the range of records to merge i.e.
ALL or CURRENT RECORD or FROM __ to ___ and then Click Ok.
18. On the menu bar under Mailings you can also add an Address block, Greeting line and Insert Merge
Field on your document by selecting one of them.

INSERTING GRAPHICS AND SPECIAL SYMBOLS

The term graphics refers to non-text images generated by a computer. They include photographs, drawings and
graphs. Graphics present information in a form that is easy to understand.
One can insert a graphical object from Microsoft Clip Gallery, a scanner or by using drawing tools available in
Microsoft Word.
Inserting a clip art or a picture from clip gallery:
1. Position the insertion pointer where you want your object to be inserted.
2. On the menu bar, click Insert menu – under illustrations click Clip Art. Clip arts Task pane will be
displayed.
3. To display a category of clip arts, type the category name in the Search for text box.
4. Click a thumbnail of the clip art you want to insert.
5. Using the object place holders to resize your object.
6. Click anywhere outside the object to remove the holders.
Inserting an image from a scanner:
The computer must be connected to a scanner to complete this procedure. A scanner is a data capture device that
transforms a hardcopy or real graphical object into digital form.
To scan an object:
1. Position the insertion pointer where you want your picture to appear,
2. On insert menu, point to Picture and then click from scanner or Look in scanner or camera.
3. To scan, follow the instructions that come with your scanner.
4. When the image appears on the screen you can edit and format it as required, the same way you would
with a clipart.
Inserting a picture from another file:
1. Position the insertion pointer where you want your picture placed.
2. On Insert menu, point to Picture, then click From file
3. Locate the file that contain the image you want to insert e.g. from your floppy disk, from a compact
disk (CD) etc.
4. Select the object you want to insert.
5. Then click the Insert button.
6. When the image appears on the screen you can edit and format it as required, the same way you would
with a clipart.
EDITING AND FORMATTING A PICTURE.
To format or edit a picture:
Microsoft word provides the user with a picture editing toolbar that lets you adjust the brightness, contrast,
change it to black and white or grayscale and crop the image.
Cropping refers to hiding the unwanted details so that they do not come when printing.
To format a picture, click it to select it then use the commands on the picture toolbar.
DRAWING AN OBJECT USING MS WORD DRAWING TOOLS:
Microsoft word provides the user with basic drawing tools such as polygons, lines, a circle, stars and banners,
callouts and many others.
To draw an object using Shapes:
1. Under Insert menu, click on Shapes - this inserts ready made shapes such as rectangle, polygon, circle,
flowchart symbol etc. – a menu is displayed showing categories of shapes you can choose from.
2. Point to the category required then select the type of object you wish to draw.
3. Place the pointer where you want to draw that shape and drag to the required size.
EDITING AND FORMATTING A DRAWN OBJECT
One can resize, move, fill colour and change the drawing outline.
To resize or moving a drawing:
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 i. Click anywhere inside it, the place holders appears.
ii. To move it, hold down the mouse button and drag.
iii. To resize it, place the pointer at one of the place holders and drag.
To fill the object with colour and fill effects:
1. Click the object, the place holders appear.
2. Click the down arrow of fill colour button, the one that looks like a bucket pouring ink.
3. Select the colour you want applied. To fill the drawing with texture, gradient or pattern, click the
Effects button. From the resulting dialog box select the appropriate fill effects.
INSERTING SYMBOLS
A symbol is a special character that is not included on the standard keyboard. For example Ω, β, Σ etc are
symbols that are not available on the standard keyboard. To insert a symbol:
1. Move the text cursor to the position where the new symbol will be inserted.
2. Click Insert menu then Symbol command under Symbols.
3. In the symbols dialog box select the appropriate symbol and click the Insert button.
4. Click Close button.
PRINTING WORD DOCUMENT
The main purpose of any word processor is to create documents for distribution. A document can be distributed
electronically via e-mail or as a printed hard copy. To get a hardcopy, your computer must be connected to an
online printer.
Using Print Preview:
Before one prints, it is very important that you preview your documents to confirm that no details are outside the
printable area and that the document layout is okay.
To preview:-
1. Click Office button.
2. Select Print from the drop down menu. From the menu displayed besides click on Print Preview and
make any other changes on the document before printing.
To Print:
1. From Office button, select Print from the resulting dropdown menu. Click Print from the sidekick menu
and select printer, number of copies and other printing options before printing. A print dialog box will
be displayed.
2. In the dialog box specify:
a. The type of the printer installed in your computer other than the default printer.
b. Whether to print the whole document or a range in the Page range box
c. Number of copies to print per page in the Number of copies box then;
3. Click OK to start printing.
TROUBLESHOOTING PRINTING RELATED PROBLEMS:
Some of the printing problems you may encounter are:-
 Lack of two-way communication due to poor installation of the printer software (drivers), if the printer
is off or connected.
 Paper jams due to use of poor quality of paper or paper folds.
 Poor quality print due to poor quality ink or toner.

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