Word Processing. ► This is using a computer for:  Writing  EditingTEXT  Printing  Used to write letters, books, memos and produce posters etc.  A.

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Presentation transcript:

Word Processing

► This is using a computer for:  Writing  EditingTEXT  Printing  Used to write letters, books, memos and produce posters etc.  A Word Processing Package is an example of a General Purpose Package (GPP).

Word Processing ► They have all the usual GPP features plus: Enter & edit text Word-wrap Search & Replace Spelling check Grammar check Standard Paragraph Formatting: Text alignment Line spacing Text style Page size & layout Tabulation & tables Margins

Search & Replace ► Sometimes this is called ‘Find & change. ► This is replacing one word with another. ► There are two types of Search & Replace:  Selective  Global

Search & Replace - Selective ► This shows you each word before changing it and asks you to confirm that you want it changed before going on to the next word. ► This can be a safer option as you will not change words by accident.

Search & Replace - Global ► This means that every occurrence of the word is replaced throughout the whole document without asking you to confirm it. ► This must be used carefully i.e.  If you choose to globally change is to are you could end up with the word Britareh instead of British!

Spelling check ► A spell checker in a word processor has a built in dictionary. ► When you ask it to check the spelling of a document, it goes through every word and checks to see if it is in it’s dictionary. ► If not, it will be highlighted. ► It will also offer suggestions of words that are similar to the one you were trying to spell.

Spelling Check ► You can ignore the spell check if you are happy with the word. ► You can accept one of the spell checks suggestions. ► You can add a word the spell check doesn’t recognise to it’s dictionary.

Spelling Check ► Spell checkers can make mistakes. ► If you use the wrong word i.e. their instead of there but you have spelt it correctly – it will not highlight this mistake! ► They also have a bad habit of highlighting names as incorrect – these can be added to the dictionary.

Grammar Check ► Works in a similar way to a spell checker by highlighting grammatical errors and suggesting alternative words or phrases. ► It doesn’t have a dictionary but is programmed with a set of rules.

Standard Paragraph ► If you find you are typing the same paragraph over & over again, you can save it to backing storage. ► It can then be cut and pasted into a document any time you need it. ► This saves time as the text has already been typed. ► If spell checked when created, you don’t need to check it again – it will still be right!

Standard Letter ► There are many situations where a standard letter can be used to save typing the same letter again and again: Like a standard paragraph, the file is saved on backing storage and copy and pasted when necessary.

Mail Merge ► If a standard letter has to go to many people, the list of names and addresses (mailing list) can be stored on a database. ► When a standard letter is produced, blanks are left for name and address which are merged from the database. ► When sent out, this is known as a mail shot.

Mail Merge - sequence ► Create standard letter using word processor. ► Create a Database with the required fields. ► Select the required records. ► Mail Merge! (insert fields into standard letter). ► Print the letters. ► Post the letters – mail shot.