Introduction to Word Processing

Learning Objectives

• State the uses of a word processor.
• Identify the parts of a word processing window.
• Create, save and close a document.
• Type, select and correct text in a document.

Uses of a Word Processor

A word processor is a program used to create, edit, format and print documents made mainly of text. It is used for letters, reports, assignments, minutes of meetings, brochures and examination files. Its advantage over a typewriter is that a change can be made after the text has been written, and the change appears in every copy that follows.

Other office tasks share the same programs. A spreadsheet calculates on numbers, a presentation program produces slides, and a database program stores linked records. A single office suite supplies several of these under one licence, which reduces the cost for a school.

Parts of the Window

The title bar shows the name of the open document. The quick access toolbar holds the commands used most often, such as save, undo and print. The ribbon holds the remaining commands under tabs named Home, Insert, Layout and Review.

The document area is the white page on which the text is typed. The ruler shows the margins and the indents. The status bar shows the page number, the word count and the zoom level. The scroll bar moves through a long document.

Word count can be applied to a selection, so counting only part of a document is possible and is often what is wanted.

Creating and Saving a Document

A new document is opened from the new command, or from a template when a particular style of document is required. Before typing, the margins, the orientation and the paper size are set from the layout tab, and the font, the size and the spacing are chosen.

Saving is done with the save command, which keeps the same name, and save as, which asks for a new name and a new folder. The document format uses the extension.docx. A document that must keep exactly the same layout on any computer is exported as a PDF.

Documents should be saved often and a backup kept in a second place. A document closed without saving loses everything typed since the last save.

A document saved only in memory is lost when the computer is switched off. Saving is what creates the file.

Typing, Selecting and Correcting

Text is typed at the insertion point, a blinking line that shows where the next character will appear. The enter key starts a new paragraph and the tab key indents. The space bar inserts a space, and the shift key combined with a letter gives a capital letter.

Selecting is done by dragging across the text, by clicking in the left margin beside a line, or with the keyboard. Shift and an arrow key extends a selection one character at a time, and control and A selects the whole document. A selection can then be cut, copied, replaced or formatted.

The spelling and grammar checkers underline doubtful words. Right clicking a suggestion accepts it, and ignoring a suggestion leaves it as it is. The thesaurus suggests another word with a similar meaning, and word count reports the length of the selection.

The enter key starts a new paragraph. The tab key indents the line, and it does not start a new paragraph.

Replacing text by typing over it destroys the original unless the selection was cut or copied first.

Practical Work

1. Create a new document, type a heading and three paragraphs, and save it as AssignmentOne.docx in your folder.
2. Use the ruler to set the left and right margins to 2.5 centimetres and record the result.
3. Select one paragraph, change the font, the size and the alignment, and record what you changed.
4. Use the thesaurus to replace two words with alternatives of a similar meaning.
5. Check the spelling of a paragraph and correct the flagged words.
6. Export the document as a PDF and confirm that the layout has not changed.

Scenario-Based Questions

1. A student typed four pages of work and closed the computer without saving. Explain what happened and how it could have been prevented.
2. Explain the difference between the enter key and the tab key when typing a document.
3. A document needs to be printed exactly as it appears on the screen on a computer in another school. Explain which format should be used.
4. Explain how to copy a paragraph from one place in a document to another without deleting the original.
5. Your friend says the spell checker proves a document is correct. Explain why this is not true.
6. Explain what a template saves a student who has to produce twenty reports of the same style.
7. Describe how to find the number of words in a selected paragraph only.

Lesson objectives

By the end of the week, learners should be able to:

1. Define a word processor and name three examples.
2. Identify the main parts of the Word window.
3. Create a new document and set standard formatting.
4. Apply heading, paragraph, alignment and spacing.
5. Save a formatted document under a clear filename.

Key vocabulary

• Word processor: software for creating, editing and formatting text.
• Ribbon: the strip of tabs and groups at the top of the window.
• Tab: a labelled section such as Home or Insert.
• Group: a set of related commands within a tab.
• Cursor: the blinking insertion point showing where typing begins.
• Save: storing the current document under its existing name.
• Save As: creating a new copy or changing the format.
• Filename: the name identifying a stored file.

Common misconceptions

• "Save and Save As do the same thing." Save updates the existing file; Save As creates a new copy.
• "Word saves automatically when closed." Closing without saving discards changes unless newer versions offer to keep them.
• "A word processor is only a typewriter." It also edits, formats, checks spelling and prints.

Teacher activities

1. Starter: display a typewritten page and a formatted document; ask which is easier to correct.
2. Name three word processors and open Word or LibreOffice Writer on the projected screen.
3. Tour the window: title bar, ribbon tabs, groups, ruler, workspace, scroll bar and status bar.
4. Model creating a new document and typing two paragraphs.
5. Demonstrate selecting text and applying bold, italics, underline and alignment.
6. Set the notice task and finish with the save routine demonstration.

Student activities

1. Answer the starter and give one reason.
2. Name three word processors and label a screenshot of one window.
3. Create a new blank document and set A4 paper and normal margins.
4. Type a three-line notice without formatting.
5. Apply heading, paragraph, alignment and spacing to the notice.
6. Save as a DOCX filename, reopen to confirm and close without saving.

Practical / learning evidence

A formatted one-paragraph notice containing a centred heading, body text, bullets and an underlined sentence, saved as a DOCX with a clear filename. Reopen and inspect independently.

Resources and preparation

Computers with Microsoft Word or LibreOffice Writer, blank screenshots and a notice text for typing. Disable Caps Lock before drills. Check that computers start and that the software opens cleanly.

Assessment for learning

Inspect the reopened file for consistent formatting and correct filename. Ask two learners to run the save routine without prompts. Watch for inconsistent alignment and correct them live.

Inclusion and homework

Provide the notice text as a printed copy so learners focus on formatting. Allow a partner to read steps aloud. Extend confident learners with line spacing, borders and coloured headings. Homework: list five things a word processor can do that a typewriter cannot.