Word processing describes the process of creating or editing a document using a word
processor, such as Microsoft Word or OpenOffice Writer. For example, with a word processor, a
student could create a book report and then print it, save it to a disk, display it on the screen, or
send it over e-mail. Also, a person looking for a job could create a résumé using a word
processor, then email or print and mail it to job recruiters.
Before computers people used typewriters to write reports or other documents, which had
nowhere near the capabilities as today's word processors. With a word processor, you can easily
edit and make changes to a document, move text around in a document, add images, change
fonts, check for spelling errors, and much more.
Word processing is the phrase used to describe 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 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:
text: Allows you to insert text anywhere in the document.
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.
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.
: Allows you to send a document to a printer to get hardcopy.
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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 any
words that it does not recognize.
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.
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The line dividing word processors from desktop publishing systems is constantly shifting. In
general, though, desktop publishing applications support finer control over layout, and more
support for full-color documents.
Advantages and Disadvantages of Word Processors
Word processors such as Microsoft Word and WordPerfect are programs that make it possible
for computer users to type up, save, edit and print documents. You can use word processors to
create documents with a combination of text and graphics, although documents created in word
processors are often not as sophisticated as those made with specialized programs. Word
processors make it easy for you to create documents for contrasting purposes, including for work
and school-related tasks.
Editing
When people used typewriters to type up their thoughts, they had to use whiteout to edit out
mistakes. Word processing software makes it possible for you to go back and edit your work
quickly and easily. After saving a word processor document, you can go back and make changes
to words or whole sentences. If you misspell a word, you can go back and correct it easily. Many
word processors have spelling and grammar check features that help you with the editing
process. You are also able to move around sections of text with a word processor program.
Images
Word processors contain different backgrounds, borders and clip art that people can use to
create different types of documents, such as flyers; reports; greeting, note or business cards;
envelopes; stationary; brochures; invitations; resumes; tests and quizzes; calendars; newsletters;
and time sheets. Although these programs usually don't contain as large of a collection of
graphics as Photoshop or other graphic design programs, they are often easier to use. Word
processors work for people that want to create basic documents with graphics. For individuals
creating reports, word processors offer graphics in the forms of tables and charts. When
computer users create tables and charts, they can put in numbers to make the charts or tables
look a certain way and reflect information from their reports.
Templates
Computer users don't have to create documents from scratch because word processors feature
templates that help them to form their documents. These templates often feature pre-loaded
text and graphics to show people how to put together certain types of documents. They are able
to delete text within the documents to customize the templates to their wants and needs. For
individuals that don't have experience creating certain types of documents, such as flyers,
templates help to guide them on what types of fonts, spacing and graphics to use.
Costs
Word processors such as Microsoft Word usually cost anywhere from $50 to hundreds of dollars,
depending on whether they are a part of an office package, and they become outdated after a
few years, according to How to Make a Website. The costs of word processing software often
adds to the costs of computers, which are often between $900 to $3,000 as of the date of
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publication, depending on specials, computer brands and computer types, according to the
University of Melbourne.
Adaptability
To be able to open documents created within word processing programs, you have to have the
same or compatible software version. If you work on other computers with older versions of
word processors, you can't get into documents created in the newer version, which could be a
problem if you need to access a document for an important presentation or project.
Accessibility
You need to have knowledge of how to access different features, such as bullets, fonts, color
schemes or toolbars to use word processors. To know what the different features are and to
have a sense of how to use them, most individuals need to have some type of training in using
computers as well as word processing software. Even people who have worked with a certain
word processing program for years may have a difficult time adapting to a new version of that
program because it is set up differently.
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