Word-Processing Basics
Hernandez, Alan
Dominguez, Jose
Chapter Outline
Chapter Outline
Chapter 6 Overview
Lesson 6–1 Creating a Document
Lesson 6–2 Editing a Document
Lesson 6–3 Formatting a Document
Chapter Review and Assessment
Chapter 6 Overview
The first used term word processing. The
term described machines that could be
used to type a document, remember the
typist’s keystrokes, and produce more than
one copy. With this new tool, workers
saved time.
That was just the beginning. Today’s wordprocessing programs do much more.
Suppose you were writing something by
hand and made a mistake or changed your
mind about what you wanted to say. If you
were using a pen, you would probably
cross out the words you wanted to change
or brush on correction fluid. Doing that
leaves the page messy, though. With wordprocessing software, you can change the
text and still create neat pages. You can
even save what you typed and use it again
a day, a week, or even a year later.
6–1 Creating a Document
program - a program
that creates
documents through
writing, editing,
formatting, and
printing functions
programa de
procesamiento de
texto -programa que
elabora documentos
mediante funciones
de escritura, edición,
asignación de
formato e impresión
insertion point - a mark that indicates where
entered text will appear in a document
punto de inserción - marca que indica dónde
aparecerá el texto introducido en un
word wrap - the automatic starting of a new
line when the previous line is full
salto automático de línea - inicio automático
de un nuevo renglón cuando el anterior está
pagination - the automatic division of a
document into pages
paginación - división automática de un
documento en páginas
AutoCorrect - a feature that fixes common
spelling mistakes as they are typed
autocorrección - recurso que corrige errores
de ortografía comunes a medida que se
escribe el texto
• Autosave- a feature that automatically saves
a document at set increments of time
• autoguardar - recurso que guarda
automáticamente un documento a intervalos
Functions of WordProcessing Programs
Word-processing programs are used for creating
and printing text documents. These programs
have four functions:
•writing—entering text and symbols into a
•editing—revising or reorganizing the text
•formatting—changing how the text looks on the
•printing—producing a printed copy
These tasks do not need to be done all at once or
even in the order shown here. Whatever the
order, these four functions are at the heart of
word processing.
Uses of Word Processing
programs can be used
to create almost any
kind of printed
document, such as
letters, reports, and
brochures. They can
also be used to create
calendars, returnaddress labels, and
labels for homemade
CDs. It is no surprise
that word-processing
software is the
application that people
use more than any
other application.
Working With a Word-Processing
When you open a word processing program, a new, blank
document is created. It looks like a blank piece of paper on the
screen. The program is ready for you to start writing. You can
create another new document at any time by clicking the
Office button, clicking the New command, selecting Blank
Document, and clicking the Create button. In most word
processing programs, you can also create a new document by
pressing Ctrl+N (hold the Ctrl key and press N).
Every time you create a new document, you need to save it.
Click the Save button on the Quick Access toolbar. When the
Save As dialog box opens, name your document.
Insertion Point The insertion point shows where the text you
type will appear. It moves as you type.
Scrolling As you write, you might want to reread or change
something you wrote earlier. That is made easy by scrolling—
using the mouse or keyboard to move through the document.
Figure 6.1.2 All word processing programs share these basic
features, but the New and Save commands may be on
different toolbars and menus from Office 2007.
You can scroll up or down by using the mouse to click the scroll
bar or drag the scroll box at the right of the document window.
Many mouse devices have scrolling wheels. You can also use
the Up and Down arrow keys or the Page Up, Page Down,
Home, and End keys to move around in the document.
Basic Features
Most word-processing programs have four basic
features. They help you write, edit, and save your work.
•With word wrap, the program automatically starts a
new line, or “wraps” the text, when the current line is
full. If you wish, you can force text onto a new line by
pressing Enter.
•When a page is full, the pagination feature
automatically starts a new page. You can also force a
new page by inserting a special character, called a page
•The AutoCorrect feature fixes common spelling
mistakes as they are typed. You can turn off this feature
or modify it to accept unusual words that you often use.
•The AutoRecover or autosave feature protects you
from losing work. It does so by automatically saving a
document as often as you want. If the computer shuts
down accidentally, you can retrieve the most recently
saved version.
Standards for Word-Processing
As you write, keep in mind Documents
three standards of style to
make your work look
• Two standards are met
automatically by many
programs. They change two
hyphens (--) to an em dash
(—). They also convert
quotation marks to curly
quotation marks, or “smart
• The other standard is not
automatic—you have to
remember to do it. This
standard is to type one
space, not two, between
What is the purpose of the insertion point in a word-processing program?
Shows where the text you type will appear. It moves as you type.
2) How do you use a mouse to scroll through a document? How do you use
the keyboard?
That by scrolling-using the mouse , or keyboard to move through the
3) Of the three standards of word-processing style, which do you think puts
more demands on the person using the program? Why?
The two that automatically meet because it has many programs.
Step 1:
A blank document is created
Step 2:
Start writing the first paragraph
Step 3:
Click the Office button on the Quick Access toolbar to save her work
Step 4:
Click the save button on Quick Access toolbar
Step 5:
Step 6:
Step 7:
6–2 Editing a Document
• select text- a software
feature that allows the user
to highlight, or select, any
amount of text in a
document for editing
• seleccionar texto - recurso
de software que permite al
usuario resaltar una
cantidad cualquiera de texto
de un documento para
• copy - places a duplicate of the selected text
or object on the Clipboard
• copy - pone una copia del texto u objeto
seleccionado en el ‘Clipboard’(sujetapapeles)
• cut - removes the selected text or object from
a document and places it on the Clipboard
• cut - remueve el texto u objecto seleccionado
y lo pone en el ‘Clipboard’(sujetapapeles)
• paste - inserts into a document a duplicate of
text or object from the Clipboard
• paste - inserta en el documento una copia del
texto u objeto que esta en el
• Undo- removes the most recent edit from a
• undo - (deshacer) deshace la edicion mas
reciente de un documento.
• redo - removes the most recent edit from a
• redo - desace el efecto del comando
Opening a Document for Editing
Editing can take place at any time after you
have created the document. To do so, you
need to open the file you created so you
can work on it again.
You can use a word-processing program’s
Open command to open a file, or you can
use a file management program to find files
on a disk. In Windows, file names have
extensions, such as .txt, .rtf, .doc, or .wpd,
although these extensions may be hidden
from view. On a Macintosh computer,
documents are simply listed by file name.
To select text, simply click and drag the
mouse over the text you want. Most
programs also let you select text using the
keyboard. You hold down the Shift key while
you use the arrow keys and other keys to
select the text. Selected text is highlighted
on the screen; that is, it appears with a
different background color.
Word-processing programs make editing
easy. You can add words simply by typing
them. You can delete characters by pressing
the Delete or Backspace keys. Powerful
features in these programs help you do
even more.
Selecting Text
• Usually, people edit
more than one
character at a time.
The select text feature
lets you highlight
anything from a word
to a whole document.
Then you can delete
it, move it, copy it, or
change its formatting.
Cutting, Copying, and Pasting
Two common reasons for selecting text are
cutting and copying. Both actions place the
text in the Clipboard.
The Cut command removes the selected
text from a document and places it on the
The Copy command places a duplicate of
the selected text on the Clipboard.
The Cut, Copy, and Paste commands can be
found in the Clipboard group of the Home
tab in Microsoft Word 2007.
To Paste an icon on the Clipboard group of
the Home tab or press Ctrl+V. The copied
item or text appears where you want it..
Using Copy and Paste Copying and pasting
saves time when you need to repeat some
text. You can also copy and paste to bring a
graphic from one document into another.
Undoing and Redoing
• Word-processing
programs have
commands that can undo
or cancel an edit. If you
delete a word by mistake,
you can use the Undo
command to put it back.
Many programs also have
a Redo command. You
can use this feature to
put a change back in
effect after cancelling it
with Undo.
6–3 Formatting a Document
• Style- a set of formats for similar elements in a
• estilo - conjunto de formatos para elementos
similares de un documento
• default - a preset option in a program
• opción automática - opción preestablecida en
un programa
• Section- a part of a document that contains
specific format settings
• Sección- parte de un documento que contiene
parámetros de formato específicos
• page format- the arrangement of text on a
• formato de página- disposición del texto en
una página
Appearance Is Important
A document’s formatting—its
appearance—is sometimes as
important as its contents. This is
why word-processing programs
have so many tools to format
Word-processing programs
include many preset formats,
called defaults. The program
applies these formats
automatically, unless you change
them. For example, many word
processors use Times New Roman
as the default font. Word 2007,
however, uses Calibri, but you can
change to a different font
whenever you want.
You can format four distinct
parts of a document: characters,
paragraphs, sections, and pages.
Formatting Characters
Character formatting lets you change the
look of letters. Three primary formats are
applied to characters:
The font is the family of characters used. A
font is a named set of characters that have
the same appearance. Popular fonts are
Times New Roman and Arial .
Font size is the height of characters,
measured in points. One point equals 1/72
Font styles are characteristics such as
boldface and italic.
Programs make it easy to format similar
groups of characters the same way
throughout a document. For instance, you
can create a set of formatting
characteristics, called a style, for all the
subheadings in a document. When you
apply that style to all subheadings, you
apply that group of formats in one step.
Formatting Paragraphs
A paragraph is any text that ends with the press of the
Enter key. Whenever you press Enter, you create a
paragraph. You can change many paragraph formats,
Alignment—the way a paragraph lines up between the
page’s left and right margins
Line spacing—the amount of space between the lines
of text in a paragraph
Indentation—added space between a margin and the
Tabs—stops placed along a line. Pressing the Tab key
moves the insertion point to the next stop. Tabs can be
used to align text in tables or columns.
You can apply these paragraph formats through
dialog boxes, but you can also apply some of them by
using ruler settings. In Word 2007, for example, you
can create a tab stop by displaying the ruler and then
clicking the horizontal ruler at the point where the tab
stop should appear. You can change a paragraph’s
indentation by dragging indent markers, which
normally are found at each end of the ruler. Ruler
settings apply only to the paragraph that contains the
insertion point, or to selected paragraphs.
Formatting Sections
In some word
processors, a section is
part of a document
that contains specific
format settings. A
document begins as
one section, but it can
be split into more than
one. You can format
each section in its own
unique way.
Formatting Pages
Page formatting affects how and where text is positioned
on the page. The main features in page formatting are:
Paper size—Various sizes of paper can be used to create
Orientation—Text can be printed in one or two directions,
or orientations. In portrait orientation, text is printed down
the page’s long edge, creating a page that is taller than it is
wide. In landscape orientation, text is printed down the
page’s short edge, creating a page that is wider than it is
Margins—the space between the four paper edges and the
text. This open space frames the page and can make the
text easier to read.
Headers and footers—special information placed at the top
of the page (headers) or at the bottom (footers). These
placeholders can show page numbers, the date, or the
document’s title.
Graphics—drawings, photographs, or other images. Some
graphics, like charts and graphs, are informative. Others are
decorative. Many word-processing programs let you create
or add graphics.
Chapter Assessment

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