|
||
What is Word processing used For? Word processing can be used for anything that can be put down in writing. You can recognize potential word processing applications by looking for the following characteristics on a project or task:
Repetitive Word processing is especially useful for repetitive tasks, such as preparing a large number of similar letters with some individual touches added to each. For example, you plan to send resumes to a series of employers but want each resume to appear to be individually typed. Instead of duplicating the resume by expensive typesetting or photocopying and sending the exact same thing to each person, you can print each one using a word processing application and customize it for that particular company.
Editing Involves the correcting of spelling, grammar, and sentence structure, and in general " cleaning up" the writing. For example, when working on an important report or speech, you may want to make frequent changes and corrections. Such editing would be fast and easy with word processing because it is done electronically. To do such constant revising and editing on a type writer would be time consuming and wasteful, each correction may mean a separate paper would have to be used.
Revisions are changes that must be made in a document, such as new dates, procedures and prices. Such change can be made on an electronically stored document in a word processing system by simply retrieving the document and entering a few simple commands such as search and replace.
Many documents are a mixture of variable and fixed parts. For example you plan to send out letters to 35 clients. Each letter has a different name, address, and salutation, but the body of the letter is essentially the same. Once this basic letter is typed and saved on the Computer, the word processing software allows you to tailor each letter to the person receiving it without retyping the entire letter.
Quality Appearance If you need a document that has quality appearance with no correction fluid marks, erasures or penciled in changes, then a computer with a word processor is what you need. Preparing document that must look perfect (particularly if you are not the world’s greatest typist) is a good reason for using word processing.
There are five major functions of word processing:
Creating a document involves the opening, naming, and original typing or keystroking of a document. A newly opened document appears as a blank screen ready to accept lines of text. By giving this document a new unique name you are creating a new document. As you type the characters are becoming a part of that new document. The document is being stored keystroke by keystroke into the primary storage area of the computer. This is called RAM. When you hear about a computer being measured in terms of ram you can now understand why it is important that the more ram you have the more information your computer bin can hold.
Editing includes the deletion, overwriting, or insertion of text. When you indicate that you want to edit a previously created and stored document, the word-processing software will retrieve it and displays it on the screen. All word processors have commands that allow users to delete, or replace characters, words, lines and blocks of text and insert other characters in their place.
Formatting is the alignment or positioning of the text in a document. This function includes setting margins, line spacing, page breaks, and other placement options. All word processors provide commands that allow a user to select a variety of formatting options.
Printing is the production of a hard copy from a stored document. The final document is printed on paper according to special format instructions that position the text the way you want it to appear as printed output.
Document Handling is the copying, deleting, or renaming of files by using special commands. Keeping track of your word processing documents is similar to maintaining a filing system. The careful word processing user will find it helpful to systematically organize documents according to topic, date or another meaningful scheme and then organizing each into folders in a main directory.
|
|
|