WORD PROCESSING: Common functions of word processors, desktop publishing

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Introduction to Computing CS101

LESSON 14

WORD PROCESSING

Focus of the last Lesson was on Application SW

Application SW are programs that interact directly with the user for the performance of a certain type of

work

That work generally falls into one of the following usage areas

Scientific/engineering/graphics

Business

Productivity

Entertainment

Educational

Today's Lecture

First among the four lectures that we plan to have on productivity software, a sub-category of

application software

This first Lesson will be on word processing

We'll learn about what we mean by word processing and also desktop publishing

We'll discuss the usage of various functions provided by common word processors

Word Processing

The art and science of converting written information into a form that looks pleasing when printed

One of the most popular activities on the PC

14.1 Word Processor

The tool used to perform word processing

Long time ago, a word processor was a HW/SW combination used solely for performing the word

processing task. It looked like a computer terminal or a PC, but could do only one task word

processing

Today, the term "word processor" generally means the SW used on a computer to perform the task of

word processing

Uses of Word Processors

Write a letter

Address labels

Research paper or report

Newsletter

Magazines

Book

And thousands of other tasks

Common Features

Type, cut, copy, paste, move text

Automatic line-breaks

Change font type, face, size, color

Change number of columns

Adjust margins and line, word, letter spacing

Have running headers, footers, page nos.

Insert tables, charts, graphics, drawings

Introduction to Computing CS101

Evolution of WP's

Manual & electric typewriters (1930-1960)

Were page oriented

Type face/size was changed by replacing the typing ball

Typewriters with magnetic storage (1960's)

IBM added storage capability using magnetic tape

Line editors on computers(1960's)

Stand alone word processors (1960's-1970's)

cost: $15,000 to 20,000

Current WP programs on uCs (1980's onwards)

14.2 Types: WYSIWYG-based & Markup-based

All early WP's and some of the modern ones as well are markup-based: similar to HTML

Generally are harder to learn, but may provide better control and smaller file size

Example: LaTeX

Most current PC-based WP's belong to the WYSIWYG category

Easy to get started due to the WIMP interface

Example: MS Word, Corel WordPerfect, Sun Star

14.3 Desktop Publishing (DTP)

A combination of word processing and graphic design. Used to develop elegant documents

In the olden times, DTP was used for designing magazines, newspapers & other professional-looking

items

These days, because of the low cost of DTP SW, it is being used for less-demanding and ordinary tasks

as well

The original Macintosh PC started the era of DTP or "Personal Publishing" in 1984

DTP vs WP

The difference between the two is diminishing with time

Most WP's now include many tools that, not long ago, were found only in DTP SW

Generally, DTP SW is a bit more difficult to use for us common computer users, whereas WP SW is

quite user-friendly

DTP SW generally provides finer control over the design/layout of a document

DTP: Requirements

High-end PC with a large-screen monitor

Laser printer

Scanner

DTP SW

Examples:

Adobe PageMaker

QuarkXPress

Corel Ventura

MS Publisher

14.4 Word Processors for the Web

Most common WP's and DTP packages now have the Web development ability

They also include features like auto-recognition of eMail addresses and URL's

However, specialized SW just for developing Web pages and sites is also available

Examples: DreamWeaver, FrontPage

Introduction to Computing CS101

The right font face & size for normal text

If text is too small, it becomes hard to read

Too large, wastage of space is the result. Plus the reader has to turn more pages than necessary

Either way, the reader gets annoyed

For general WP, 10-12 point size works well

Most users, either use the Times New Roman or Arial/Helvetica type face

Bold, Italic, Underlined Text

Bold fat

Italic slanted (Why the name italic?)

Underlined

All used to emphasize a certain segment of text

Plea:

Please do not over-do them

Their over-use makes it very difficult for the reader

And please, use one at a time: Text that is no only bold but also italic & underlined looks +ively awful

Select, Cut, Copy, Drag, Paste

Just select and cut or copy or drag

Can also paste after a cut or a copy

Just think about the pain that people suffered before the advent of the modern WP's

Movement of a single sentence from one page to another would have required re-doing all the pages in

between

Spelling & Grammar

Grammar checkers are not very helpful yet, but still useful and are improving with time

Warning: Spell checkers are not all that smart! Use them with care.

Disadvantage: My spelling ability is deteriorating day-by-day because of over-reliance on WP spell-

checkers. I am having great difficulty in writing even short-ish hand-written notes without spelling

errors

Thesaurus

My favorite tool

Helps you find synonyms and, sometimes, antonyms as well

Tables

Tables are sometimes useful for presenting info in an ordered fashion

Most WP's provide extensive table construction & manipulation features

Graphics & Drawings

You can insert graphics that are made using other apps into a WP document

Several WP's have a built-in drawing tool, which can be used for adding simple diagrams (e.g. a flow

chart, a simple street map) into a WP document

The Best Feature: Undo

Allows you to recover from your mistakes

Allows you to experiment without risk

Document View Mode

Most WP's provide several ways of viewing a document

I normally work in and recommend what is known as the "Print Layout" view mode

In this view, the WP works in a true WYSIWYG mode

Introduction to Computing CS101

Print-Preview & Printing

Make sure to preview your document before printing it

Do this to make sure about the"look" of the document before it is printed

Most people these days either use inkjet printers or laser printers

Color inkjet printers cost less but are slower

B&W laser printers cost around twice as much, but are faster and generally have finer resolution

Color laser printers are expensive

Automation

Table of contents

TOC can be automatically generated

Page nos. in the TOC get readjusted automatically

Index

Can be automatically generated

Page nos. in the index get readjusted automatically

Application of predefined styles

Change style; text changes automatically throughout the doc

Headers & Footers

Page numbers

Spelling error auto-highlight

Getting On-Screen Help

All WP's generally have some form of built-in help mechanism

To me, it seems like that many of those help-systems are designed to be "not-very-helpful": they make

finding answers to simple questions quite difficult

Nevertheless, do try them when you are searching for answers

14.5 Let's try to use MS Word for creating a CV

(Remember the TOC)

Today's Lesson was the ...

First among the four lectures that we plan to have on productivity software, a sub-category of

application software

This first Lesson was on word processing

We learnt about what we mean by word processing and also desktop publishing

We also discussed the usage of various functions provided by common word processors

Focus of the Next Lecture: Algorithms

To become familiar with the concept of algorithms

What they are?

What is there use?

To become able to write algorithms for simple problems

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