Word Processing - Features and Advantages
Saturday, January 17, 2015Basics
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Friends, in our previous post, we have discussed about the basics of MS Office along with its packages (MS Word, MS Excel, MS Power Point and MS Access). MS Word is used for word processing. Among the many word processors, MS Word is the most famous word processor. Word Processing means typing the word or information. However, word processing not only involves typing but also editing and formatting of letters, information. In simple words, we can say that the Word Processing is the act of using a computer to create, edit, save and print documents.
Some Applications of Word Processor
Some of the areas where word
processor is used are given below
A letter requesting
leave or order in an office.
A notice given
to appeal to members.
A report sending
by a manager to head office.
An essay creating
by a student.
A brochure used
for admission in Schools, Colleges and Real Estate Offices.
In order to perform word
processing, specialized software (known as a Word Processor) is
needed. As we have mentioned above, Microsoft Word (MS Word) is one example of
Word Processor, but other word processing applications are also widely used.
Examples include: Microsoft Works Word Processor, Open Office Writer, Word
Perfect and Google Drive Document.
Word Processing - Features and
Advantages
With word processor, like MS
Word, we can type, edit, save and print the various letters, documents,
notices, memos and statements. We can have many facilities in Word Processor
than a type writer.
We need not click enter button
after the end of a line as in case of type writer. The word processor itself
takes the matter to the next line of the document. This facility is
called word wrapping.
There is no limit for typing
the matter in word processing. You can type the matter
continuously without resorting to new page or file. But in a type writer, if
you complete a page, you have to take another blank page and start typing.
You can easily rectify
mistakes as the typed matter appears on the screen.
Easy: The document so
typed can be stored for future use. The process of storing is called saving. We
can preserve the document for any number of years in word processing.
Adding, Removing and Copying
Test: Documents can be modified easily in MS Office. We need not strike off
any word as in the case of type writer. We can easily place a new word in place
of existing one. The new word or paras will automatically be adjusted in the
place of deleted or modified text. We can also copy a part or whole of the
matter from one file or document to another document.
Spell Check of words:
The spellings of words in the document can be rectified automatically. We can
find alternative words to our typed words. Not only that, even the grammatical
errors can also be rectified in word processor.
Change the Style and Shape of Characters and Paragraphs: The documents in word processor can be made attractive and appealing because the shape and style of characters or letters in the documents can be changed according to our requirements. You can even change the gap between one line and other line in the document. This process is called line spacing. Not only the lines but also paragraphs can be aligned to make it more appealing to the readers. This facility is called alignment in word processing.
Bullets and Numbering:
Bullets are special symbols which can be put for different points or paras in a
document whereas numbers are ascending figures like1, 2, 3 ... etc. Which can
be assigned to different points in the para or document? In word processor we
can assign such bullets or numbers automatically with a single command.
Headers and Footers:
A
Header is the text appearing above the document and Footer is the text
appearing below the document. In Word Processor, we can create these Headers
and Footers in the document easily.
Creation of Tables:
Tables
can be created neatly in word processor. If you give directions for required
number of rows and columns, word processor provides a readymade table to work.
Inserting Pictures Objects: A picture is worth 1000 words. In word processor, we can insert the picture in the document to make it more attractive. These pictures can be obtained from clip art which is available in word processor.
Preview Facility:
Before getting a print of our document, we can get a preview of document. If
mistakes are there, we can change the document.
Mail Merge Facility: If
we want to send the same information to different persons, there is a facility
in Word Processor known as Mail Merge. The main body of the
letter can be typed once and we can send the same to different addresses.
Other Features of M. S. Word
Processor
In addition to above features,
the following are the additional features in word processing.
Paper Size and Orientation:
We can select any size of paper and orientation in M.S. Word. We can select a
small paper for visiting card and a middle size paper for typing a notice
etc.
Macros: With the help
of macros, we can avoid certain type of repetitive works. This saves our time
and efforts.
Multi-Column Facility:
We can create different columns to form the text on it.
Index and Table of Contents:
We can even prepare the index and table contents in M.S. Word.
We can link the word documents
with web pages in Internet.
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