Data Entry: Basic of Word Processing: Introduction and Main Features of Word Processing

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Word processing is an application program that allows you to create letters, reports, newsletters, tables, form letters, brochures, and Web pages. Using this application program you can add pictures, tables, and charts to your documents. You can also check spelling and grammar. In this lesson, we will learn Word 2007 and use its features, tools and techniques. All Professional Documents will be discussed using this package only.

Main Features of Word Processing

  • Page Breaks: This command begins the next page of the text.

  • Formatting or Page Design: All information such as spacing between lines or number of lines per page, etc. can be specified at the time of entering a text. But these can be changed as desired before taking prints.

  • Editing of Text: A Powerful set of editing commands are available in a word processing program, to edit the text after it has been typed in.

  • Scrolling: When a text becomes long the user can move the text up or down this is called scrolling.

  • Search and Replace: This commands searches through the entire document to locate each occurrence of a particular character string and replace it with another.

  • Spelling Checker: A word processor program includes a spelling checker component. It checks every word of the document.

  • Syntax Checkers: A word processing package may also include a syntax checker. It checks for improper syntax.

  • Mail Merge: Many word processing packages include mail merge facility.

Features of Word 2007

Push Pins

As you work on documents, they appear in the Recent Documents list under the Office button in the top left corner. A single click on one re-opens it for editing, until it's pushed off the bottom of the list by new arrivals. Clicking the push pin sticks the document to the list for as long as you need to work on it.

Image of Push Pins

Image of Push Pins

Table Styles

Tables are a great way to present information, and now, it's easy to make them pretty with the built-in table styles.

Smart Art

Attractive, easy to use, pre-created charts and diagrams come in handy and save time when I want to add some visual interest to a document, as an alternative to a table.

Image of Smart Art

Image of Smart Art

Cropping Images

I am often pasting screenshots of websites into documents, and I think they are tidier without the browser window around them. I want the viewer to focus just on the web page content. The image cropping tool is invaluable for quickly trimming an image down, without need for external image software.

Visual Previews

I love seeing changes happen as I make them, such as when resizing an image or previewing different styles. Such a change from the earliest versions of Word, where you waited many minutes for a page to re-render after adding an image!

Track Changes

When collaborating on a document, it's critical to see the changes others make. Enabling this feature makes that such a breeze.

Compare Documents

However, if your collaborators forget to track their changes, this feature will find them, by comparing two different versions of the same document. You can easily accept, reject and merge changes into a final version.

Inspect Document

  • After a series of revisions, changes tracked and accepted or rejected, and comments added and removed, running the Document Inspector is wise. It will let you know about any last stray changes and comments, so that the version you release is truly the final one.

  • Read more about issues related to tracking changes in these two blog posts:

  • Oops: Tracking Changes in Microsoft Word

  • MS Office Features for Tracking Revisions

Save as PDF

Not everyone has Office 2007, but most people have or can install Adobe Reader or one of several other PDF readers. You can save your document as a PDF directly from Word with no additional software required.

Image of PDF

Image of PDF

The Ribbon Bar

Last but not least, I've found that the grouping of features on the Ribbon Bar really does make sense. A skeptic at heart, I've come to enjoy using this interface over the options buried many levels deep in menus.

Image of Ribbon Bar

Image of Ribbon Bar

Starting MS Word Program

1. Click on the Start button.

2. In the menu that appears select All Programs→Microsoft Office→Microsoft Office Word 2007. In few seconds, you will see Word screen on the monitor.

You can also start your MS Word program by double clicking on Microsoft Word icon, which lies on the Microsoft Office Shortcut Bar (MOSB).

Word Screen Layout

The word Window contains a number of objects such as tabs, Menus, Sub menus, etc.


  • Commands include web layout, print layout, outline, task pane, toolbars, ruler, header and footer, footnotes, full screen view and zoom. Normal: Selecting this will show your current document in a layout without the document margins. The features in Word 2007 display as various tabs such as Home, Insert, Page Layout, References etc. To view all sub tasks/options (expanded form) in each menu, you must click the required option.

  • Shortcut Menus: A shortcut menu is a menu that appears when you right-click an object. In Microsoft Forms, the following objects have shortcut menus: The Toolbox, each page in the Toolbox, and each item on a page of the Toolbox. Individual controls on a form. For example, the shortcut menu on the side is produced by selecting or expanding the Border option of the paragraph sub-task of the Home Tab from the Tab bar.


Microsoft Word includes several built-in toolbars, including the two default toolbars that are visible when you start Word: The Standard toolbar and the Formatting toolbar. The Ribbon is a set of menus and tools that spans the top of Office 2010 and 2007 programs. It replaced the menus (e.g., File, Edit, and View) that were available in earlier versions of Office. The Ribbon groups commands previously found in menus or toolbars into collections based on activities.

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