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January 17, 2015

Word Processing - Features and Advantages


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Friends, in our previous post, we have discussed about the basics of MS Office along with it's packages (MS Word, MS Excel, MS Power Point and MS Access). MS Word is used for word processing. Among the many word processors, MS Word is the most famous word processor. Word Processing means typing the word or information. However, word processing not only involves typing but also editing and formatting of letters, information. In simple words, we can say that the Word Processing is the act of using a computer to create, edit, save and print documents.

Some Applications of Word Processor

Some of the areas where word processor is used are given below
  • A letter requesting leave or order in an office. 
  • A notice given to appeal to members. 
  • A report sending by a manager to head office. 
  • An essay creating by a student. 
  • A brochure used for admission in Schools, Colleges and Real Estate Offices. 
In order to perform word processing, specialized software (known as a Word Processor) is needed. As we have mentioned above, Microsoft Word (MS Word) is one example of Word Processor, but other word processing applications are also widely used. Examples include: Microsoft Works Word Processor, Open Office Writer, Word Perfect and Google Drive Document.

Word Processing - Features and Advantages

With word processor, like MS Word, we can type, edit, save and print the various letters, documents, notices, memos and statements. We can have many facilities in Word Processor than a type writer.

A word processor has many unique features as discussed under :
  1. Easy Typing : In MS Word, typing is so easy because 
    • we need not click enter button after the end of a line as in case of type writer. The word processor itself takes the matter to the next line of the document. This facility is called word wrapping.
    • There is no limit for typing the matter in word processing.   You can type the matter continuously without resorting to new page or file. But in a type writer, if you complete a page, you have to take another blank page and start typing.
    • You can easily rectify mistakes as the typed matter appears on the screen.
  2. Easy : The document so typed can be stored for future use. The process of storing is called saving. We can preserve the document for any number of years in word processing. 
  3. Adding, Removing and Copying Test : Documents can be modified easily in MS Office. We need not strike off any word as in the case of type writer. We can easily place a new word in place of existing one. The new word or paras will automatically be adjusted in the place of deleted or modified text. We can also copy a part or whole of the matter from one file or document to another document. 
  4. Spell Check of words : The spellings of words in the document can be rectified automatically. We can find alternative words to our typed words. Not only that, even the grammatical errors can also be rectified in word processor. 
  5. Change the Style and Shape of Characters and Paragraphs : The documents in word processor can be made attractive and appealing because the shape and style of characters or letters in the documents can be changed according to our requirements. You can even change the gap between one line and other line in the document. This process is called line spacing. Not only the lines but also paragraphs can be aligned to make it more appealing to the readers. This facility is called alignment in word processing.
  6. Bullets and Numbering : Bullets are special symbols which can be put for different points or paras in a document whereas numbers are ascending figures like1, 2, 3, ...... etc. Which can be assigned to different points in the para or document. In word processor we can assign such bullets or numbers automatically with a single command. 
  7. Headers and Footers : A Header is the text appearing above the document and Footer is the text appearing below the document. In Word Processor, we can create these Headers and Footers in the document easily. 
  8. Creation of Tables : Tables can be created neatly in word processor. If you give directions for required number of rows and columns, word processor provides a ready made table to work .
  9. Inserting Pictures Objects : A picture is worth 1000 words. In word processor, we can insert the picture in the document to make it more attractive. These pictures can be obtained from clip art  which is available in word processor. 
  10. Preview Facility : Before getting a print of our document, we can get a preview of document. If mistakes are there, we can change the document. 
  11. Mail Merge Facility : If we want to send the same information to different persons, there is a facility in Word Processor known as Mail Merge. The main body of the letter can be typed once and we can send the same to different addresses. 

Other Features of M. S. Word Processor

In addition to above features, the following are the additional features in word processing.
  1. Paper Size and Orientation : We can select any size of paper and orientation in M.S. Word. We can select a small paper for visiting card and a middle size paper for typing a notice etc. 
  2. Macros : With the help of macros, we can avoid certain type of repetitive works. This saves our time and efforts. 
  3. Multi-Column Facility : We can create different columns to form the text on it. 
  4. Index and Table of Contents : We can even prepare the index and table contents in M.S. Word. 
  5. We can link the word documents with web pages in Internet. 

Advantages of Word Processing

The following are the advantages of Word Processing.
  1. Quality : It produces error free documents. The spell and grammar check in word processing makes the document to be neat and error-free. We can get multiple copies of excellent formatted nature in word Processing.
  2. Storage of Text : We can take any number of copies with word processor. Not only that, if we need the same document with some slight changes, we need not type the same letter again. Just by making some slight changes, we can obtain a modified copy easily.
  3. Time Saving : We can get any number of copies of document in future without retyping. We can get the copy of document on any printer. 
  4. Security : We can protect the documents in word processing by giving passwords. So there is a less chance of viewing the documents by unauthorized persons. 
  5. Dynamic Exchange of Data : We can have dynamic exchange of objects and pictures from other documents into word processing documents. The documents can be linked to each other. 
That's all for now friends. In our next post we shall learn "How to work with MS Word". Happy Reading :)
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