2.1 Meaning and Importance of Word Processing
Word processing is the use of a computer program, called a word processor, to create, edit, format, store, retrieve and print text documents such as letters, reports, memos, CVs and minutes. Unlike handwriting or a typewriter, a word processor lets the user change text freely on screen before printing, correct errors instantly, apply consistent formatting and save the document to reuse later. Word processing is one of the most common computer skills required in offices, schools and businesses. Example: a secretary at a county assembly types the minutes of a committee meeting, corrects them after review, formats them in the official style and emails them to members, all without retyping the document.
2.1.1 Meaning of terms
- Word processing: The activity of producing documents using a computer.
- Word processor: The application software used for word processing, such as Microsoft Word or Google Docs.
- Document: A file created in a word processor, containing text and sometimes tables, images and other objects.
- Editing: Changing the content of a document, such as adding, deleting or moving text.
- Formatting: Changing the appearance of a document, such as fonts, sizes, colours, alignment and spacing.
2.1.2 Typical documents produced by word processing
- Letters and memos: Official and personal correspondence.
- Reports and proposals: Business, research and project documents.
- Curriculum vitae and applications: Job and admission documents.
- Minutes and agendas: Records of meetings and lists of items to be discussed.
- Notices, flyers and newsletters: Information for staff, customers and communities.
- Contracts and forms: Legal agreements and fill-in forms.
2.1.3 Importance of word processing
- Easy editing: Errors can be corrected and text changed at any time without retyping the whole document.
- Professional appearance: Fonts, styles, tables and images produce neat, attractive documents.
- Saving and reuse: Documents can be stored and reused as templates, saving time on repeated work.
- Spelling and grammar checking: Built-in tools help reduce errors before documents are printed or sent.
- Mass production: Many copies or personalised letters can be printed, for example using mail merge.
- Easy sharing: Documents can be emailed, shared online and edited by several people.
- Saving paper and time: Documents can be checked on screen before printing, reducing waste.
- Improved productivity: Features such as find and replace, templates and automatic numbering speed up work.
Example uses in different settings
- School: A deputy principal prepares examination timetables and letters to parents.
- Bank: Loan officers produce customer agreements from standard templates.
- Hotel: The front office prints menus, guest letters and event programmes.
- Contractor: A site manager writes progress reports and variation letters to the client.
- Hospital: Administrators prepare duty rosters, circulars and policy documents.
2.1.4 Word processor compared with a typewriter
| Feature |
Word processor |
Typewriter |
| Correcting errors |
Instant, on screen, no trace |
Correction fluid or retyping |
| Editing after typing |
Easy to insert, delete and move text |
Requires retyping the page |
| Formatting |
Many fonts, sizes, styles and layouts |
Limited to the machine's typeface |
| Storage |
Saved electronically for reuse |
Only paper copies |
| Copies |
Unlimited printed or electronic copies |
Carbon copies or retyping |
| Sharing |
Email and online sharing |
Physical delivery only |
| Spelling check |
Automatic checking |
None |
2.1.5 Limitations of word processing
- Need for equipment and power: Requires a computer, software and electricity.
- Risk of data loss: Unsaved or unbacked-up documents can be lost through power failures or faults.
- Over-reliance on spell check: Checkers can miss wrong words that are correctly spelt.
- Security risks: Documents can be copied, altered or accessed by unauthorised people if not protected.
- Cost: Some word processing software must be bought or subscribed to.
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Create a free account 🔒2.2 Examples of Word Processors
There are many word processors available, produced by different developers for different devices and budgets. Some are installed on a computer and work offline, while others run in a web browser and save documents online, and some are paid while others are fre…
🔒2.3 Working with word documents
Working with word documents means using the word processor's window, tools and views to produce a document from start to finish: planning it, typing, editing, formatting, checking, saving and printing or sharing it. Before using individual commands, a user nee…
🔒2.4 Open and close word processor
Opening a word processor means starting the program so that documents can be created or edited, and closing it means ending the program properly after work is saved. Knowing several ways to open and close the program, and the difference between closing a docum…
🔒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 from a template that already has a layout and formatting. A blank document gives full freedom to design the content, while a template saves time and gives a pr…
🔒2.6 Save a document
Saving a document means storing it as a file on a storage device or in the cloud so that it can be opened, edited, shared and printed later. Until a document is saved, it exists only in the computer's temporary memory and can be lost through a power failure, a…
🔒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. This is common when copying text from one document to another, comparing two versions, or referring to a source while writing. W…
🔒2.8 Enhancing productivity
Enhancing productivity in word processing means using the program's time-saving features so that documents are produced faster, more accurately and with less repetitive work. Instead of doing every task by hand, users can rely on shortcuts, automatic correctio…
🔒2.9 Set basic options/preferences
Options, also called preferences, are settings that control how the word processor looks and behaves, such as the user name, default file location, automatic saving, measurement units, proofing language and default font. Setting them correctly at the start sav…
🔒2.10 Help resources
Help resources are the sources of guidance that users turn to when they do not know how to perform a task or when something goes wrong in the word processor. They include the program's built-in Help, the search box on the ribbon, screen tips, online support ar…
🔒2.11 Use magnification/zoom tools
Zoom (magnification) tools change how large a document appears on the screen without changing the actual size of the text or the printed page. Zooming in makes text and objects look bigger for detailed work or easier reading, while zooming out shows more of a…
🔒2.12 Display, hide built-in tool bar
Built-in toolbars are the bars of commands supplied with the word processor, mainly the ribbon, the Quick Access Toolbar, the mini toolbar, the ruler and the status bar. They can be shown, hidden, collapsed or customised so that the user has the commands they…
🔒2.13 Using navigation tools
Navigation tools are the features that let users move quickly around a document to a particular page, heading, word or position, instead of scrolling slowly through every page. They include the scroll bars, keyboard navigation keys, the Navigation pane, the Go…
🔒2.14 Typing Text
Typing text is entering words, numbers and symbols into a document at the insertion point, the flashing vertical line that shows where the next character will appear. Word processors make typing easier than on a typewriter because text wraps automatically to t…
🔒2.15 Document editing (copy, cut, paste commands, spelling and Grammar check)
Document editing means changing the content of a document after it has been typed: inserting, deleting, copying, moving and correcting text so that it is accurate and well organised. The copy, cut and paste commands let users reuse or move text without retypin…
🔒2.16 Document formatting
Document formatting means changing the appearance of a document so that it is clear, attractive and easy to read, without changing its content. Formatting is applied at different levels: to characters (text formatting), to whole paragraphs (paragraph formattin…
🔒2.17 Creating tables
A table is an arrangement of information in rows and columns, where each box formed by a row and column is called a cell. Tables organise data such as timetables, price lists, schedules, budgets and comparisons so that it is easy to read and compare. Word proc…
🔒2.18 Formatting tables
Formatting tables means changing the appearance and layout of a table so that its information is clear, attractive and easy to read. It includes applying table styles, borders and shading, adjusting column widths and row heights, aligning text in cells, and po…
🔒2.19 Graphical objects
Graphical objects are non-text items placed in a document, such as pictures, shapes, icons, SmartArt diagrams, charts, text boxes and WordArt. They make documents more attractive, explain ideas visually and break up long text, for example a logo on a letterhea…
🔒2.20 Document Print setup
Print setup is the preparation of a document and the printer before printing, so that the printed copy comes out on the right paper, from the right printer, with the expected layout and quality. It includes choosing the printer, setting the paper size and pape…
🔒2.21 Page layout,
Page layout is the arrangement of text and objects on each page of a document, including columns, breaks, headers and footers, page numbers, page borders, watermarks and sections. A good layout makes a document easy to read, gives it a professional look and ma…
🔒2.22 Margins set up
Margins are the blank spaces between the edges of the paper and the text area of a page, at the top, bottom, left and right. They frame the content, keep text away from the edges where printers cannot print, leave room for binding, punching or notes, and give…
🔒2.23 Orientation.
Page orientation is the direction in which a page is set up and printed: portrait, where the page is taller than it is wide, or landscape, where the page is wider than it is tall. Choosing the right orientation lets content fit naturally on the page, for examp…
🔒2.24 Word Document Printing
Printing produces a paper (hard) copy of a document, or a PDF file, from the word processor. After the page and printer have been set up, the user chooses what to print, how many copies, which pages and in what order, then sends the job to the printer. Knowing…
🔒2.25 Meaning & Importance of electronic spreadsheets
An electronic spreadsheet is an application program that arranges data in a grid of rows and columns and can perform calculations on it automatically using formulas and functions. Each box in the grid, called a cell, can hold text, numbers, dates or formulas,…
🔒2.26 Electronic Presentations
An electronic presentation is a set of slides created with presentation software and shown on a computer screen or projector to support a talk, lesson, report or proposal. Slides combine short text with pictures, tables, charts, diagrams, sound and video, and…
