2.1 Meaning and Importance of Word Processing
Word processing is the use of a computer and word processing software to create, edit, format, store, retrieve and print text documents such as letters, memos, reports, minutes, notices and CVs. Unlike handwriting or a typewriter, a word processor lets the user make changes on screen before printing, reuse documents, check spelling and grammar automatically, and add tables, pictures and page numbers. It is one of the most widely used computer applications in offices, schools, businesses and homes, and a basic skill expected of almost every office worker. Example: the secretary at a county land registry types and formats a land transfer letter on a word processor, corrects errors on screen, saves a copy for records and prints only the final version.
Key terms in word processing
- Word processor: Software used to create and edit text documents, such as Microsoft Word, Google Docs or LibreOffice Writer.
- Document: A file created in a word processor, such as a letter or report.
- Editing: Changing the content of a document by inserting, deleting, copying or moving text.
- Formatting: Changing the appearance of text and pages, such as font, size, colour, alignment and margins.
- Template: A ready-made document layout used as a starting point for new documents.
- Word wrap: The automatic movement of text to the next line when the current line is full.
- Cursor (insertion point): The blinking line that shows where typed text will appear.
Importance of word processing
- Easy editing: Errors can be corrected on screen without retyping the whole document.
- Professional appearance: Fonts, styles, tables and graphics give documents a neat, consistent look.
- Storage and retrieval: Documents are saved electronically and found quickly when needed.
- Reuse of documents: Letters, forms and reports can be reused and updated instead of starting again.
- Spelling and grammar checking: Built-in tools detect and suggest corrections for errors.
- Mass production: Mail merge creates many personalised letters from one document.
- Collaboration: Several people can review, comment on and edit the same document, including online.
- Reduced paper use: Documents are proofread on screen and shared electronically, saving paper and printing costs.
Word processor and typewriter compared
| Feature |
Word processor |
Typewriter |
| Correcting errors |
Easy, on screen before printing |
Difficult, needs correction fluid or retyping |
| Storage |
Saved electronically and reused |
Paper copies only |
| Formatting |
Many fonts, sizes, colours and styles |
Limited to the machine's typeface |
| Graphics and tables |
Easily inserted |
Very difficult |
| Copies |
Unlimited prints and electronic copies |
Carbon copies only |
| Spelling check |
Automatic |
None |
| Speed for long documents |
Fast |
Slow |
Areas where word processing is used
- Offices: Letters, memos, minutes, reports and circulars.
- Schools and colleges: Notes, examinations, timetables and report forms.
- Business: Quotations, invoices, proposals and contracts.
- Legal and government offices: Affidavits, agreements, policy papers and official letters.
- Publishing and media: Articles, newsletters, brochures and books.
- Personal use: CVs, application letters and personal records.
Worked example: time saved by editing on screen
Time saved = (time to retype on a typewriter − time to edit on a word processor) × number of documents
At a microfinance branch, correcting a two-page letter takes 25 minutes to retype on a typewriter but 5 minutes to edit on a word processor. The office corrects 30 such letters a month.
Time saved = (25 − 5) × 30
Time saved = 20 × 30 = 600 minutes
Time saved = 600 ÷ 60 = 10 hours per month
Worked example: paper saved by proofreading on screen
Paper saved = drafts avoided × pages per draft × number of documents
A school office used to print 2 draft copies of each 3-page report before the final copy. By proofreading on screen, it now prints only the final copy for 40 reports a term.
Paper saved = 2 × 3 × 40
Paper saved = 240 sheets per term
The rest of this chapter
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Create a free account 🔒2.2 Examples of Word Processors
A word processor is a software program designed to create, edit, format, save and print text documents, and many different programs are available, from paid office suites to free and online tools. They share core features such as typing, editing, formatting, s…
🔒2.3 Working with word documents
Working with word documents means using the word processor's window, views and features to produce, manage and share documents efficiently. It involves understanding the parts of the window, choosing the right view for the task, following the stages of documen…
🔒2.4 Open and close word processor
Opening a word processor means starting the program so that documents can be created or edited, while closing it means exiting the program properly after saving work. Both are basic skills, but doing them correctly saves time and protects work: closing without…
🔒2.5 Create a new document
Creating a new document means starting a fresh file in the word processor, either as a blank page or based on a ready-made template, so that text and other content can be added. A blank document gives full freedom to design the layout, while a template provide…
🔒2.6 Save a document
Saving a document stores it as a file on a storage device or online so that it can be opened, edited, printed or shared later. Work that is not saved exists only in temporary memory and is lost if the computer is switched off, the power fails or the program cr…
🔒2.7 Switch between open documents
Switching between open documents means moving from one document window to another when several documents are open at the same time. Office work often requires this, for example copying figures from a report into a letter, comparing two versions of a policy or…
🔒2.8 Enhancing productivity
Enhancing productivity in word processing means using the program's time-saving features to produce more work, of better quality, in less time. Features such as keyboard shortcuts, Find and Replace, AutoCorrect, templates, styles, Quick Parts and mail merge re…
🔒2.9 Set basic options/preferences
Options, also called preferences, are settings that control how the word processor looks and behaves for a particular user, such as the user name, default save location, default font, measurement units, AutoSave interval and proofing language. Setting them onc…
🔒2.10 Help resources
Help resources are the sources of guidance a user can turn to when they are unsure how to perform a task or solve a problem in a word processor. They include the built-in Help feature, the Tell Me or Search box, screen tips, online support websites, video tuto…
🔒2.11 Use magnification/zoom tools
Magnification or zoom tools change how large a document appears on the screen without changing the actual size of the text or the printed page. Zooming in enlarges the view to make small text, details and pictures easier to see and edit, while zooming out show…
🔒2.12 Display, hide built-in tool bar
Built-in toolbars are the bars of commands and screen elements provided by the word processor, such as the ribbon, Quick Access Toolbar, rulers, status bar and navigation pane. Users can display them when they need the commands and hide them to gain more space…
🔒2.13 Using navigation tools
Navigation tools help users move quickly around a document to find and reach the text, pages, headings or objects they need, instead of scrolling slowly from page to page. They include scroll bars, the mouse wheel, keyboard keys, the Navigation Pane, the Go To…
🔒2.14 Typing Text
Typing text is the entering of characters, words and paragraphs into a document using the keyboard. Good typing practice means placing text correctly, letting the word processor wrap lines automatically, using the right keys for spaces, new paragraphs and capi…
🔒2.15 Document editing (copy, cut, paste commands, spelling and Grammar check)
Document editing is the process of changing the content of a document to correct errors, improve wording and reorganise information. The main editing commands are copy, cut and paste, which duplicate or move text and objects, together with undo and redo, drag…
🔒2.16 Document formatting
Document formatting is the process of changing the appearance of a document's text, paragraphs and layout so that it is clear, attractive and easy to read, without changing its content. Formatting includes choosing fonts, sizes and colours, setting paragraph s…
🔒2.17 Creating tables
A table is an arrangement of information in rows and columns, made up of individual boxes called cells, used to present data clearly so it can be read and compared easily. In a word processor, tables are used for timetables, price lists, staff lists, budgets,…
🔒2.18 Formatting tables
Formatting tables means improving the appearance and readability of a table by applying table styles, borders, shading, fonts, cell alignment, column widths, row heights and table position. Well-formatted tables make data easy to scan, highlight important rows…
🔒2.19 Graphical objects
Graphical objects are non-text items placed in a document to illustrate, explain or decorate its content, such as pictures, shapes, icons, SmartArt diagrams, charts, text boxes and WordArt. They make documents more interesting and help readers understand infor…
🔒2.20 Document Print setup
Document print setup is the preparation of a document and printer before printing, so that the output comes out on the right paper, with the right layout and quality. It involves choosing the correct printer, paper size and paper source, setting single- or dou…
🔒2.21 Page layout,
Page layout is the arrangement of content on the pages of a document, controlled by settings such as page size, margins, orientation, columns, breaks, headers and footers, page numbers, page borders, page colour and watermarks. Good page layout makes documents…
🔒2.22 Margins set up
Margins are the blank spaces between the edges of the paper and the text area of a document, on the top, bottom, left and right of each page. Setting margins correctly gives documents a balanced, professional appearance, leaves room for binding, punching or ha…
🔒2.23 Orientation.
Page orientation is the direction in which a page is laid out for viewing and printing: portrait, where the page is taller than it is wide, or landscape, where it is wider than it is tall. Portrait is the default and suits most text documents, while landscape…
🔒2.24 Word Document Printing
Printing a Word document produces a hard copy of the document on paper using a connected printer. Before printing, the user chooses what to print and how, such as the number of copies, which pages, whether to collate and how many pages per sheet, and checks th…
🔒2.25 Meaning & Importance of electronic spreadsheets
An electronic spreadsheet is a computer program that organises data in a grid of rows and columns and performs calculations on it automatically. Each box in the grid, called a cell, can hold numbers, text, dates or formulas, and when a value changes, all resul…
🔒2.26 Electronic Presentations
An electronic presentation is a set of slides created with presentation software and shown on a computer screen, projector or large display to communicate information to an audience. Slides combine text, pictures, tables, charts, diagrams, audio, video and ani…
Chapter Practical Activities
Practical 1: Create, Save, and Switch Between Multiple Word Processor Documents
Interior Design · Level 6
Digital Literacy
PRACTICAL ASSESSMENT
TIME: 3 HOURS
⬇ PDFCandidate Instructions (Candidate Tool)
Type: Individual
INSTRUCTIONS TO CANDIDATE:
1. You are required to perform the following task:
i. Create three new word processor documents, save each with distinct filenames in the USB flash drive, and switch between the open documents.
2. You have been provided with the following resources for the practical task:
| Tools & Equipment | Materials |
|---|
| Computer with Microsoft Word or LibreOffice Writer installed | USB flash drive |
| Mouse and Keyboard | |
| Power supply and power cord | |
⬇ PDFResources Required (Cutting List)
| S/N | Item | Quantity |
|---|
| 1 | Computer with Microsoft Word or LibreOffice Writer installed | 1 Pc per Candidate |
| 2 | USB flash drive | 1 Pc per Candidate |
| 3 | Power supply and power cord | 1 Set per Candidate |
| 4 | Mouse and Keyboard | 1 Set per Candidate |
⬇ PDFAssessor Guide
| Items to be Evaluated | Marks Available | Marks Obtained | Comments |
|---|
| TASK 1: Basic Word Processor Operations |
Opened the word processor application correctly
(Award 2 marks for successfully opening the word processor; 0 if not) | 2 | | |
Created three new blank documents
(Award 1 mark for each new document created correctly) | 3 | | |
Saved each document with a unique filename on the USB flash drive
(Award 2 marks for each document saved correctly with a distinct filename on USB) | 6 | | |
Switched between the three open documents at least twice each
(Award 1 mark for switching between documents twice for each document) | 3 | | |
Closed all documents and exited the word processor correctly
(Award 2 marks for properly closing all documents and exiting the application) | 2 | | |
| Sub-Total | 16 | | |
| PRODUCT CHECKLIST |
All three documents are saved with distinct filenames on the USB flash drive and open without error
(Award 4 marks if all documents open correctly and are saved as required; otherwise 0) | 4 | | |
| Sub-Total | 4 | | |
| GRAND TOTAL | 20 | | |
ASSESSMENT OUTCOME: ☐ Competent ☐ Not Yet Competent (competent if at least 50%)
Practical 2: Customize Word Processor Interface with Preferences, Zoom, Toolbars, and Navigation
Interior Design · Level 6
Digital Literacy
PRACTICAL ASSESSMENT
TIME: 4 HOURS
⬇ PDFCandidate Instructions (Candidate Tool)
Type: Individual
INSTRUCTIONS TO CANDIDATE:
1. You are required to perform the following task:
i. Customize the word processor interface by setting preferences, using help resources, adjusting zoom to 150%, toggling the built-in toolbar visibility, and navigating to five different document sections in a 5-page sample document.
2. You have been provided with the following resources for the practical task:
| Tools & Equipment | Materials |
|---|
| Computer with word processing software | Sample 5-page document |
| User manual or help guide | USB flash drive |
⬇ PDFResources Required (Cutting List)
| S/N | Item | Quantity |
|---|
| 1 | Computer with installed word processing software (e.g. Microsoft Word or LibreOffice Writer) | 1 Pc per Candidate |
| 2 | User manual or help guide for word processing software | 1 Pc per Candidate |
| 3 | USB flash drive | 1 Pc per Candidate |
⬇ PDFAssessor Guide
| Items to be Evaluated | Marks Available | Marks Obtained | Comments |
|---|
| TASK 1: Interface Customization |
Candidate sets basic options/preferences such as default font, autosave interval, and language
(Award 3 marks if all preferences set correctly, else 0) | 3 | | |
Candidate accesses and uses the help resources to find instructions on toolbar customization
(Award 2 marks if help resource effectively used, else 0) | 2 | | |
Candidate adjusts magnification/zoom level to 150%
(Award 2 marks if zoom level set accurately, else 0) | 2 | | |
Candidate displays and hides the built-in toolbar at least once
(Award 2 marks if toolbar toggled correctly, else 0) | 2 | | |
Candidate uses navigation tools to move to at least five different sections in the document
(Award 3 marks if navigation is smooth and sections correctly identified, else 0) | 3 | | |
| Sub-Total | 12 | | |
| PRODUCT CHECKLIST |
Interface preferences saved and applied correctly
(Award 3 marks if preferences persist after reopening document, else 0) | 3 | | |
Zoom level set to exactly 150%
(Award 2 marks if zoom is exactly 150%, else 0) | 2 | | |
Toolbar visibility toggled correctly and visibly changes
(Award 2 marks if toolbar shows and hides as required, else 0) | 2 | | |
Navigation to five document sections verified
(Award 3 marks if candidate navigates to five distinct sections in the document, else 0) | 3 | | |
| Sub-Total | 10 | | |
| GRAND TOTAL | 22 | | |
ASSESSMENT OUTCOME: ☐ Competent ☐ Not Yet Competent (competent if at least 50%)
🔒Text Entry and Basic Editing in Microsoft WordPractical 3
🔒Format a Document with Text and Paragraph StylesPractical 4
🔒Apply and Modify Styles in a Word DocumentPractical 5
🔒Create and Format a Product Price Table in a Word DocumentPractical 6
🔒Insert and Format Graphical Objects in a Word DocumentPractical 7
🔒Configure Document Page Setup and Layout for PrintingPractical 8
🔒Print a formatted Word document with specified settingsPractical 9
🔒Identify and Explain Spreadsheet Fundamentals and Interface ComponentsPractical 10
🔒Spreadsheet Data Entry Demonstrating Cell Data TypesPractical 11
🔒Spreadsheet Data Manipulation and FormulasPractical 12
🔒Create and Explain a Basic PowerPoint PresentationPractical 13
🔒Create and Manage a 6-Slide Presentation on Environmental ConservationPractical 14
🔒Apply Theme and Use Zoom Tools in a PresentationPractical 15
