Word processing

What is Word Processing and Word Processor?

Word Processing

Word processing Means using a computer to create, edit and print documents. Word processing is the most common computer application. It was one of the earliest applications for the Personal Computer.

Word processing is the act of typing, editing and printing out of textual/graphical information using a word processor. Microsoft Word is a word processing program. When you use a program like Microsoft Word to create a document, you have performed word processing.

Word processing is the process of adding text to a word processing unit such as a computer or typewriter. The typed words are stored in the computer or word processor temporarily to allow for editing before a hard copy of the document. The term "word processing" is a fairly general term, so it may refer to several types of writing without the use of pen and paper. Typewriters, for example, process words directly onto a paper without storing the data, while computers use specific programs to store the typed data before printing.
Modified typewriters have been commonly used in the past for word processing. The typewriter would store the data — usually with the use of a computer chip — before printing the words onto a page. The person using the word processor could then check the writing for errors before printing the final draft. When computers became common in the workplace and at home, word processors became mostly obsolete, though some models are still used for a wide range of purposes, including as educational devices for students with special needs.
Computers have generally taken over word processing duties. The computers feature specific programs in which a person can type manuscripts of any length. The data is stored as an electronic document that can be opened, closed, saved, and edited at any time. This allows the user to make corrections or changes to a document multiple times before printing out a hard copy of the document. In many cases, the document is not printed out onto hard copy paper at all; instead, it can be used on the internet, in e-mails, or for other digital purposes.
Simpler programs, such as text editors or notepads, can be used to record text quickly without excess formatting options, such as multiple fonts or font sizes. Such programs are easy to use and do not come loaded with formatting features, such as color, multiple fonts, line spacing options, and so on. They are meant to be used for quick word processing that will not need to be formatted for presentation.
Word processing software often includes several features unavailable on typewriters or older word processors. Such features may include the ability to manipulate the layout of the text, the size and color of the font, the type of font used, line spacing, margin adjustments, and the ability to insert photos, web links, graphs, charts, and other objects directly into the document.

Using a computer to create, edit, and print documents. Of all computer applications, word processing is the most common. To perform word processing, you need a computer, a special program called a word processor, and a printer. A word processor enables you to create a document, store it electronically on a disk, display it on a screen, modify it by entering commands and characters from the keyboard, and print it on a printer.

Word processing can be performed either electronically or mechanically. Electronic word processing involves the use of a computer device running appropriate word processing software, such as Microsoft Word or WordPerfect. Mechanical word processing involves the use of devices like a typewriter.

Word Processor

 A word processor is a device (e.g. typewriter, computer) or software (e.g. Microsoft Word, WordPerfect, Word pad, etc.) that is used for performing word processing tasks.  A word processing software like Microsoft Word must be installed in a word processing device such as a PC (running an appropriate platform/operating system) before it can be used.

Microsoft Word, as a word processor, is highly sophisticated and offers specialized features/tools to enable users effectively perform their word processing tasks as well as enjoy the experience. Microsoft Word stands out among all its contemporaries in the word processing arena.

A word processor can be electronic or mechanical. An electronic word processor can be in the form of a hardware device (such as PC); a simple or an integrated sophisticated software package (such as MS Word). The hardware and the software are complementary, in the sense that, without the other, neither can be used as a word processor. A mechanical word processor, on its part, can be in the form of the now less fashionable typewriters. Mechanical word processors don't need software to perform a word processing task.

A great advantage the electronic word processors have over the mechanical counterparts is that it makes it easier to produce a neat error-free document. Electronic word processors are more versatile, efficient and give the user greater control and better features to make word processing a desirable task.

Word Processing Compared to Using a Typewriter:

The great advantage of word processing over using a typewriter is that you can make changes without retyping the entire document. If you make a typing mistake, you simply back up the cursor and correct your mistake. If you want to delete a paragraph, you simply remove it, without leaving a trace. It is equally easy to insert a word, sentence, or paragraph in the middle of a document. Word processors also make it easy to move sections of text from one place to another within a document, or between documents. When you have made all the changes you want, you can send the file to a printer to get a hard copy.

Word processors vary considerably, but all word processors support the following basic features:

 Insert text: Allows you to insert text anywhere in the document.

 Delete text: Allows you to erase characters, words, lines, or pages as easily as you can cross them out on paper.

 Cut and paste: Allows you to remove (cut) a section of text from one place in a document and insert (paste) it somewhere else.

 Copy: Allows you to duplicate a section of text.

 Page size and margins: Allows you to define various page sizes and margins, and the word processor will automatically readjust the text so that it fits.

 Search and replace : Allows you to direct the word processor to search for a particular word or phrase. You can also direct the word processor to replace one group of characters with another everywhere that the first group appears.

 Word wrap: The word processor automatically moves to the next line when you have filled one line with text, and it will readjust text if you change the margins.

 Print: Allows you to send a document to a printer to get hardcopy.

Features of Standard Word Processors:

Word processors that support only these features (and maybe a few others) are called text editors. Most word processors, however, support additional features that enable you to manipulate and format documents in more sophisticated ways. These more advanced word processors are sometimes called full-featured word processors. Full-featured word processors usually support the following features:

 File management: Many word processors contain file management capabilities that allow you to create, delete, move, and search for files.

 Font specifications: Allows you to change fonts within a document. For example, you can specify bold, italics, and underlining. Most word processors also let you change the font size and even the typeface.

 Footnotes and cross-references: Automates the numbering and placement of footnotes and enables you to easily cross-reference other sections of the document.

 Graphics: Allows you to embed illustrations and graphs into a document. Some word processors let you create the illustrations within the word processor; others let you insert an illustration produced by a different program.

 Headers , footers, and page numbering: Allows you to specify customized headers and footers that the word processor will put at the top and bottom of every page. The word processor automatically keeps track of page numbers so that the correct number appears on each page.

 Layout: Allows you to specify different margins within a single document and to specify various methods for indenting paragraphs.

 Macros: A macro is a character or word that represents a series of keystrokes. The keystrokes can represent text or commands. The ability to define macros allows you to save yourself a lot of time by replacing common combinations of keystrokes.

 Merges: Allows you to merge text from one file into another file. This is particularly useful for generating many files that have the same format but different data. Generating mailing labels is the classic example of using merges.

 Spell checker : A utility that allows you to check the spelling of words. It will highlight words that it does not recognize.

 Tables of contents and indexes: Allows you to automatically create a table of contents and index based on special codes that you insert in the document.

 Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word processor.

 Windows : Allows you to edit two or more documents at the same time. Each document appears in a separate window. This is particularly valuable when working on a large project that consists of several different files.

 WYSIWYG (what you see is what you get): With WYSIWYG, a document appears on the display screen exactly as it will look when printed.

The line dividing word processors from desktop publishing systemic constantly are shifting. In general, though, desktop publishing applications support finer control over layout, and more support for full-color documents.

The Benefits of Word Processing

Word processing simply means transferring thoughts into a printed document as speedily and efficiently as possible. Not that many years ago this meant that a secretary copy typed hand-written material, took shorthand dictation or used an audio tape and transcribed that using a typewriter.

More satisfaction

Using a typewriter meant that complete retypes were necessary if errors were made towards the bottom of a full page of typescript - with the possibility of making those same mistakes again. The introduction of word processing systems, usually called word processors, has done much to remove these unsatisfactory elements, to increase job satisfaction for modern office workers and to enable anyone to prepare their own printed documents.

Time saved

Another important advantage is that, once checked, material recalled from disc need not be checked again. Great time savings can thus be made by only having to make sure that the amendments have been made to a document.

Special characters

Word allows you to input characters such as a and b using the Symbol font and other extended characters such as æ and ¥ using the (normal text) setting.

There is absolutely no doubt that it is well worth learning all you can about word processing.

Advantages and Disadvantages of Word Processing:

Advantages:

1.      Most people can type faster than they can write

2.      Word-Processed documents are always legible

3.      Documents can easily be send electronically

4.      Can use certain features like hyperlinks

5.      Spell check

6.      Easy to erase and fix mistakes and edit text

7.      Faster to write by means of copy and paste of repeated texts

8.      Easy to edit and modify

9.      Can be reviewed and commented

10.  Can be transferred as soft copy

11.  Multiple copies can be printed

12.  Can contain images.

13.  Better presentation, multiple views

14.  It can contain different fonts

15.  Same document can contain different language contents

16.  can enlarge for people who have difficulty in reading

17.  Different colors, drawing can be used

18.  Can have software that can read the contents of document created in word.

19.  Has dictionary that can suggest and correct incorrectly spelled words

20.  Grammar content can be reviewed by inbuilt tools in word.

21.  Word art for extra flourish.

22.  Database integration for form letters.

23.  Can even print envelope formats.

24.  Settable document extras such as bullets and numbering, indentation, line spacing, etc.

 Disadvantages:

1.      Requires a computer (and electrical power) to write

2.      Data can be lost by a computer malfunction

3.      Requires a computer or printer to view document

4.      Certain languages (esp. Asian languages) require hundreds of symbols not easily accessed on a keyboard

5.      Symbols and equations are easier to write than create on a computer.

6.      If the power goes off you can't do it anymore.

7.      People can become reliant on using the word processor and their handwriting skills can deteriorate

8.      People can become reliant on the spell checker and not proof read their work properly

9.      Need to have access to a computer which has word processing software installed

10.  It takes time to learn to use the program effectively

11.  If we want to write something down quickly, it can take more time to switch the computer on, open the word processor and set up the document. Sometimes pen and paper is faster. etc.

Here is an example of word processing by MS Word.