A few years ago, typewriters were 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 refers to the art of creating, saving, editing, formatting and printing text and graphic documents using an electronic word processsor. An electronic word processor is an application software that enables the user to create, edit, format and print text documents. Examples of common word processors include; Microsoft® Word, Corel WordPerfect, Lotus Word Pro, Apple Works and OpenOffice Writer.
Although olden days (command based) word processors were used to handle text-based documents only, modern Graphic User Interface (GUI) word processors support other functions such as graphics design, e-mailing, mail merging among other functionalities.
Advantages of electronic word processors
Some of the advantages of electronic word processors over manual and mechanical word processing tools include:
- A document can be stored for future use unlike in manual processing where the same document may require rewriting if required in future.
- Typing using a word processor is easier and more efficient due to automated features such as word wrap, autotext and autocomplete.
- Most word processors have superior editing tools such as thesaurus, autocorrect, spelling and grammar checkers.
- Electronic word processsors provide inbuilt features for generating headers, footers, indexes, footnotes and references.
- Word processors have superior document formatting features. In word processing, formatting refers to the art of making the document more readable, attractive and appealing to the reader. Such features include, underlining, boldfacing, italicise and applying different colours.
- Most word processors have ability to create and import tables, text and graphics from other applications.
- With electronic word processing, it is possible to print multiple copies from a document.
Common features in word processors
Regardless of the type of word processor you may be using, the following features are common in most word processors:
- They allow the user to create a file, save it and open it for reuse, editing, formatting or printing.
- They have editing tools such as spelling checker, thesaurus and autocorrect features.
- They provide inbuilt features for generating headers, footers, indexes, footnotes and references.
- They have capability to import tables, text and graphical object from other programs.
- Windows-based word processors have common application window layout with the following features:
- Title bar – Indicates the task currently running. On its right are the minimise, restore and the close buttons.
- Main menu/tabs – Provides the user with list of commands used to create or manipulate a document.
- Toolbars/ribbons – Groups of command icons used to manipulate content in the application.
- Document window – This is an electronic paper-like work area where the content of a document (text and graphics) are inserted.
- Status bar – This is the communication channel between the user and the application program. The status bar displays document status information such as current page number, section and language.
Purpose of word processing
Word processors are used to create, save, edit, format and print documents like letters, reports, thesis, proposals, books and essays.
Choosing a word processor
The choice of a word processor depends on the following factors:
- The type of operating system installed on the computer. For example, most microcomputers are currently running on GUI-based operating system such as Microsoft Windows 10. This means that you may consider acquiring a GUI-based word processor.
- User-friendliness, i.e. ease of use of a word processing application.
- Richness of formatting and editing features.
Assessment Exercise 1.1
1. A computer that enables the user to create, save, retrieve, edit, format and print text documents is known as an electronic .
2. Mark the functions performed by a word processor.
- Writing letters.
- Writing projects.
- Writing reports.
- Writing essays.
- Writing books.
- Writing autographs.
3. Which one of the following is not a function performed by a word processor?
- Printing documents.
- Saving documents.
- Composing music.
- Creating documents.
- Editing documents.
- Formatting documents.
4. The initial copy for proofreading is
5. Drag the advantages and disadvantages of using a word processor over the typewriter to the correct column.
- Typing is easier.
- Superior document formatting features.
- Computers are more expensive.
- Possible to print multiple copies at once.
- Documents can be stored for further use.
- Computers need electric power.
6. Which one of the following is not a key feature of windows-based word processing software?
- Programming tools
- Editing tools
- Formatting tools
- Printing tools
7. Mark the common features found in most word processing applications windows.
- Bolding
- Bordering
- Italicising
- Bouldering
- Colouring
- Service provided by Star Cloud Ltd