ITI (Trade - COPA) Day-9

ITI COPA (Computer Operator & Programming Assistant) – Basic Notes

Topic -

Using Word Processing Software (MS Word) 

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1. Introduction to Word Processing Software

A Word Processing Software is an application software used to create, edit, format, store, retrieve, and print text-based documents. It allows users to prepare professional documents such as letters, reports, resumes, notices, manuals, and forms easily and efficiently.

Earlier, documents were prepared using typewriters, which had many limitations such as no editing, no formatting, and wastage of paper. Word processing software has replaced typewriters by providing advanced features like spell check, formatting, templates, graphics, tables, and mail merge.

Examples of Word Processing Software

• Microsoft Word

• LibreOffice Writer

• Google Docs

• WordPad

Among these, Microsoft Word is the most widely used word processing software and is a part of Microsoft Office Suite.

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2. Introduction to Various Applications in MS Office

Microsoft Office is a collection (suite) of application software developed by Microsoft. Each application is designed to perform a specific type of task.

Main Applications of MS Office

1. MS Word

• Used for creating and editing text documents.

• Examples: letters, reports, resumes, applications.

2. MS Excel

• Used for spreadsheets and calculations.

• Examples: salary sheets, marksheets, budgets.

3. MS PowerPoint

• Used for creating presentations.

• Examples: seminars, training programs, meetings.

4. MS Access

• Used for database management.

• Examples: employee records, student databases.

5. MS Outlook

• Used for email communication, calendar, and contacts.

6. OneNote

• Used for digital note-taking.

Advantages of MS Office

• Easy to use

• User-friendly interface

• Professional output

• Compatibility with other software

• Widely accepted in offices and industries

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3. Introduction to MS Word

MS Word is a powerful word processing software used to create professional-quality documents. It provides a WYSIWYG (What You See Is What You Get) environment, meaning the document appears on the screen exactly as it will be printed.

Features of MS Word

• Text formatting

• Page layout control

• Spell and grammar check

• Inserting images, tables, charts

• Mail merge

• Macros and templates

• Printing support

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4. MS Word Interface: Office Button, Toolbars and Components

1. Title Bar

• Displays document name and application name.

• Contains minimize, maximize, and close buttons.

2. Office Button (MS Word 2007) / File Tab (Newer Versions)

The Office Button provides access to file-related commands.

Functions:

• New – Create a new document

• Open – Open existing document

• Save – Save current document

• Save As – Save with different name or format

• Print – Print document

• Close – Close document

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3. Toolbars / Ribbon

The Ribbon is a strip at the top of the Word window that contains tabs and command groups.

Main Tabs in Ribbon

Home Tab

• Clipboard: Cut, Copy, Paste

• Font: Font style, size, bold, italic, underline

• Paragraph: Alignment, line spacing, bullets, numbering

• Styles: Predefined text styles

Insert Tab

• Pages: Cover page, blank page

• Tables

• Pictures and shapes

• Header and footer

• Page numbers

• Symbols

Page Layout / Layout Tab

• Margins

• Orientation (Portrait/Landscape)

• Size

• Columns

• Page borders

References Tab

• Table of contents

• Footnotes and endnotes

• Citations and bibliography

Mailings Tab

• Mail merge

• Envelopes

• Labels

Review Tab

• Spelling and grammar

• Thesaurus

• Track changes

• Word count

View Tab

• Document views

• Zoom

• Ruler

• Navigation pane

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4. Status Bar

• Shows page number, word count, language, and zoom level.

5. Scroll Bars

• Used to move document up, down, left, or right.

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5. Creating, Saving and Opening Documents

Creating a New Document

Steps:

1. Open MS Word

2. Click Office Button/File tab

3. Click New

4. Select Blank Document

5. Click Create

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Saving a Document

Steps:

1. Click Office Button/File tab

2. Click Save or Save As

3. Choose location

4. Enter file name

5. Click Save

Shortcut Key: Ctrl + S

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Opening an Existing Document

Steps:

1. Click File tab

2. Click Open

3. Select document

4. Click Open

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6. Formatting Documents in MS Word

Formatting means changing the appearance of text and pages to make documents attractive and readable.

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A. Text Formatting

• Font style (Arial, Times New Roman)

• Font size

• Bold (Ctrl + B)

• Italic (Ctrl + I)

• Underline (Ctrl + U)

• Font color

• Highlight text

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B. Paragraph Formatting

• Alignment (Left, Center, Right, Justify)

• Line spacing

• Indentation

• Bullets and numbering

• Borders and shading

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C. Page Formatting

• Page size

• Margins

• Orientation

• Page borders

• Header and footer

• Page numbers

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7. Printing Documents in MS Word

Printing allows producing a hard copy of a document.

Steps to Print

1. Click File tab

2. Click Print

3. Select printer

4. Choose pages and copies

5. Click Print

Print Preview helps to see how the document will look before printing.

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8. Working with Objects in MS Word

Objects are non-text elements added to documents.

Types of Objects

• Pictures

• Shapes

• WordArt

• Charts

• SmartArt

• Text Boxes

Inserting Objects

• Use Insert tab

• Select required object

• Adjust size and position

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9. Macros in MS Word

A Macro is a set of recorded commands that automate repetitive tasks.

Uses of Macros

• Save time

• Increase efficiency

• Reduce errors

Examples

• Formatting text automatically

• Repeating document layouts

Macros are created using Visual Basic for Applications (VBA).

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10. Mail Merge in MS Word

Mail Merge is a powerful feature used to create multiple documents with the same format but different data.

Applications of Mail Merge

• Sending letters

• Printing address labels

• Creating certificates

• Salary slips

Components of Mail Merge

1. Main Document

2. Data Source (Excel, Access, Word table)

3. Merge Fields

Steps of Mail Merge

1. Open Mailings tab

2. Start Mail Merge

3. Select recipients

4. Insert merge fields

5. Preview results

6. Finish and merge

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11. Templates in MS Word

A Template is a pre-designed document format that saves time and ensures consistency.

Examples of Templates

• Resume

• Letterhead

• Report

• Invoice

• Certificate

Templates include predefined styles, fonts, and layouts.

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12. Other Important Tools in MS Word

• Spell Check and Grammar

• Find and Replace

• Word Count

• Track Changes

• Comments

• Thesaurus

• AutoCorrect

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13. Importance of MS Word for COPA Students

• Essential office skill

• Required for clerical and data entry jobs

• Useful in documentation and reporting

• Enhances professional communication

• Foundation for advanced office applications

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MCQ Questions (30 Questions for CBT Exam)

1. MS Word is a:

A) System software
B) Application software
C) Utility software
D) Programming software
Ans: B

2. MS Word is used for:

A) Calculations
B) Database
C) Word processing
D) Presentations
Ans: C

3. Which software is part of MS Office?

A) Linux
B) MS Word
C) Windows
D) DOS
Ans: B

4. WYSIWYG stands for:

A) What You See Is What You Get
B) When You Save Is What You Get
C) What You Select Is What You Get
D) What You Send Is What You Get
Ans: A

5. Shortcut key to save document:

A) Ctrl + P
B) Ctrl + O
C) Ctrl + S
D) Ctrl + N
Ans: C

6. Which tab is used to insert pictures?

A) Home
B) Insert
C) Review
D) View
Ans: B

7. Bold formatting shortcut key:

A) Ctrl + I
B) Ctrl + U
C) Ctrl + B
D) Ctrl + F
Ans: C

8. Which feature checks spelling mistakes?

A) Thesaurus
B) Grammar
C) Spell Check
D) Track Changes
Ans: C

9. Mail Merge is used to:

A) Format text
B) Print same letter to many people
C) Insert images
D) Create tables
Ans: B

10. Which tab is used for Mail Merge?

A) Home
B) Insert
C) Mailings
D) Review
Ans: C

11. Header appears at the:

A) Bottom of page
B) Top of page
C) Middle of page
D) End of document
Ans: B

12. Footer appears at the:

A) Top of page
B) Bottom of page
C) Center of page
D) Side of page
Ans: B

13. Which object is used for diagrams?

A) WordArt
B) SmartArt
C) ClipArt
D) Symbol
Ans: B

14. Macro is used to:

A) Insert pictures
B) Automate tasks
C) Check spelling
D) Print document
Ans: B

15. Which tab is used to change margins?

A) Home
B) Insert
C) Layout
D) Review
Ans: C

16. Which alignment spreads text evenly?

A) Left
B) Right
C) Center
D) Justify
Ans: D

17. Template means:

A) Blank page
B) Pre-designed document
C) Image file
D) Chart
Ans: B

18. Print Preview is used to:

A) Edit text
B) View before printing
C) Save document
D) Format page
Ans: B

19. Which tab is used to check word count?

A) Home
B) Review
C) Insert
D) View
Ans: B

20. Which object adds decorative text?

A) SmartArt
B) WordArt
C) Shape
D) Chart
Ans: B

21. Shortcut for copy:

A) Ctrl + X
B) Ctrl + V
C) Ctrl + C
D) Ctrl + Z
Ans: C

22. Which software is used for spreadsheets?

A) Word
B) Excel
C) PowerPoint
D) Access
Ans: B

23. Orientation options are:

A) Horizontal & Vertical
B) Left & Right
C) Portrait & Landscape
D) Top & Bottom
Ans: C

24. Find and Replace is used to:

A) Insert text
B) Delete file
C) Search and change text
D) Format page
Ans: C

25. Track Changes is used for:

A) Editing images
B) Reviewing documents
C) Printing
D) Saving
Ans: B

26. Which tab is used to insert tables?

A) Home
B) Insert
C) Review
D) View
Ans: B

27. Word count shows:

A) Number of pages
B) Number of paragraphs
C) Number of words
D) Number of letters only
Ans: C

28. Which key combination prints document?

A) Ctrl + S
B) Ctrl + P
C) Ctrl + O
D) Ctrl + N
Ans: B

29. MS Word documents have extension:

A) .xls
B) .ppt
C) .doc / .docx
D) .txt
Ans: C

30. MS Word is mainly used in:

A) Gaming
B) Programming
C) Office work
D) Hardware repair
Ans: C