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Background

We can use word processors to more conveniently prepare different types of documents. The documents include Letters, Tables, Newspaper extracts, project reports among others.


Objectives

By the end of this topic, you should be able to:


1. Define a word processor
2. State the purpose of word processing
3. Use a word processing package
4. Format and edit a document
5. Create and edit a table
6. Insert and edit Objects
7. Create and update a mail merge document
8. Print a document

Introduction

Assume you visited a meteorological station and your teacher has asked you to gather information to guide you develop a weather project in your community.

Write a report of the trip using the following heading

The Trip to the Meteorological Station



The teacher has also asked you to include the following sub-headings in your report:

Weather Instruments,Weather Elements Weather Forecasting.

You are supposed to make your report as attractive as possible by incorporating tables, pictures and other features of your own choice.You may use different colors and both capital and small letters to make your report more appealing. This is an example of a hand written report.


Some people use a type writer to write a report.

A type writer does not give options of manipulating the report to add colour, pictures and such like things.



A simpler and easier way of creating an attractive report is by using a Word Processor


Background

Hardware, software and live-ware

Internet is defined as a network of networks that connects computers worldwide via a huge set of telecommunication links. It is a global network connecting millions of computers


Definition

A word processor is an application software that enables a person to create, edit, manipulate objects and pictures and print text documents. Word Processors are specialized programs that allow you to change the look and feel of a text document. The programs include tools that help you to create documents by inserting tables and photographs among many other features.
In this lesson you will learn how to use a word processor to create a more attractive document with ease.


Point to the button to see an example of a word processed document.

Advantages of a Word Processor

Compared to a type writer and other document creating tools, a word processor has a number of advantages that include;

  • Storing documents electronically for future reference in computer files that are space effective.
  • Automating tasks such as insertion of a new page after reading the end of the current page and word wrap.
  • Editing tools such as spelling and grammar checkers which help the user correct grammar and spelling mistakes with ease
  • Printing facilities that allow you to produce many copies of the same document
  • Formatting to produce neat documents
  • Easily inserting or replacing a word without affecting the neatness of a document

Examples of word processors include:

  1. MS word
  2. Corel Word perfect
  3. Lotus AMI Pro
  4. Open Office
  5. Word Star

We shall use MS word because its the most commonly used word processor

Getting started with Microsoft Word

Observe the video clip of getting started with Microsoft Word



Using Microsoft Word

Using Microsoft word, you will find it easier to write and present a more attractive and appealing meteorological report than the one you wrote by hand.To Start MS word click on start button at the bottom left hand corner of your computer(P).Click on programs (P) Microsoft office (P) then lastly click on Microsoft office word. The blank MS window pane opens like this one (P). Use the keyboard to type your report in the MS Open Window Pane so that it appears like this (P). Pane opens like this one (P). Use the keyboard to type your report in the MS Open Window Pane so that it appears like this (P). We shall apply some of the features available in Microsoft word to your report. After these applications, you will practice applying the remaining features on your own.

Getting Started

Observe the video clip of getting started with microsoft word.

Preparing your report in MS word.

In this lesson, you wil learn how to apply bold (P), italics(P) underline (P) and drop caps(P) to your report.





Applying Bold, Italics and Underline

Follow instructions given to format your word document

  1. Before you apply a feature to text, always select the text first by inserting the cursor before the text pressing on shift key and clicking at the end of the text while still pressing on shift key.
  2. To apply 'BOLD' on the heading, "The Trip to the Meteorological Station" select the heading and then click on bold button. Click on save button to save your changes.
  3. To underline your heading, select it and then click on underline button. Click on save button to save your changes.
  4. To italize your sub-heading 'Introduction' Select it and then click on italics button. Click on save button to save your changes Italize the remaining sub-headings. In addition, apply bold to your subheadings.

Block Options

Selecting

Always select text before editing or formatting the text.



To select a word, place the insertion pointer on the word, then double click it.




To select a sentence, position the mouse pointer at the left margin until it changes to an arrow bending to the right. Click once.




To select a paragraph, position the cursor at the beginning of the paragraph. Press shift key and click at the end of the paragraph.




Deleting Text

Select the text to be deleted then press Delete key.





Restoring deleted Text

Click the Edit menu, then the undo command.


Copying and Pasting text and objects


1.Highlight the text to be copied.


2.Click edit then copy.


3.Position the insertion pointer where you want the text to be placed. Click edit then paste.



Applying Drop Caps


Applying Superscript, Subscript and Different Cases





To apply superscript, select in the first in paragraph 2 (P) and while the cursor is blinking (P) click on the superscript button on the menu bar (P). Save your changes.

To apply subscript, select c in the second oC in paragraph 2. (P). Click on the subscript button on the menu bar (P)3. To apply different text case caps, Select your heading, (P). Click on 'change case button' and select capitalize each word(P).Save changes


Components of a Spreadsheet

Nearly every part of the spreadsheet has its own term and it is quite useful to know your spreadsheet vocabulary to make using Excel easier. There are three basic parts of an Excel Spreadsheet: The worksheet, databases and graphs.
1. Column - The vertical segments that you see on the spreadsheet are called columns. (P). The illustration below shows column 'A'. Excel uses letters to represent columns. (P)
2. Row -(P)The horizontal segments, that run left-to-right, are referred to as rows. The illustration below shows row 1.(P)Excel uses numbers to represent rows.(P)
3. Cell - The intersection between a row and column is referred to as a cell. (P) The illustration below shows a cell.
4. Worksheet- comprises rows and columns(P)
5. Database- a container for related data contained in a worksheet(P)
6. Graph- A pictorial representation of a worksheet (P)
Excel Cells

To apply Undo, Redo, Drag and Drop, Cut and Paste and Alignment

 

Applying undo and redo

Key in the text I am a Form 2 student after introduction
Click on unto button and observe what happens
Observe what happens to your document by clicking redo and unto buttons again.

Applying Drag and Drop

S
elect the text Nairobi(P).
Position the mouse pointer over the selection and hold down the left mouse button while moving it (P).
A dimmed insertion point moves in the document (P). This shows you the position to which the selected text will be transferred when you release the left mouse button.(P)

Applying Cut and Paste

Select the text Nairobi(P)
Click on the 'Cut' button on the Standard toolbar (P)Position the cursor after the word station at the (P)4. Click on (P).
Applying the alignment features: Left, Centre, Right and Justify (P)1. Select the whole text document (P)2.Click on each one of the following buttons as you observe the changes that occur in each case:Left (P) Centre(P) Right (P) and justify(P)Align your text left(P)

.

Applying bullets and numbering and Indenting paragraphs

 

Inserting a Picture

Inserting a Picture

Position the insertion point after paragraph one .

From the Insert menu, select Picture

Click the insert button to insert the picture

Resize the picture using the arms around it.

Practice Inserting pictures of weather instruments after paragraph two .

Your teacher will resize for you your pictures to 340 by 240 pixels

Position the insertion point after paragraph one(P)
From the Insert menu, select Picture(P) and then select the folder where the picture is (P).
A preview of images appears(P)In the Pictures list box, select the picture you want to use(P)If you rest the pointer on the picture for a short while some key words which help one identify the purpose or message of the picture appear(P)
Click the Insert button to insert picture(P)

Creating and modifying a table


 




Creating and modifying a table

Creating a table

To create a table, position the cursor after the paragraph elements of weather Click on the table button. Click insert table (P) and choose 2 rows and 5 columns.Fill in the rainfall data that you had collected at the meteorological centre.

Modifying the table

To add a row to the table, select the row next to which you want to add the row as follows : Right click on the selected row . Select add rows aboverow adds above the selected row. In the same way, select a column. Right click on the selected column and select add a column on the right. Fill more rainfall data in the table.


Presenting data into a bar chart.

You can present rainfall data in a table into a bar chart as shown:



Inserting and editing Objects


1. Select any object in your document to apply 3-D effects(P)
2. Click the 3-D icon from the Drawing toolbar(P)
3. Select the desired style and click(P)
4. Experiment inserting and editing other objects(P)

Using Mail Merge

You can use mail merge to sent a letter to your friends telling them how your trip to the meteorological station was exciting (P)You will do this by:
1. Writing the letter which is also refferred to as the main document. 2. Here is an example of such a letter(P). 3. Creating the addresses file(P) The adresses file is also known as the Data Source(P). Here is an example of the data source(P).
3. Merging the data source with the letter (main document). 4. A diagrammatic representation of the mail merge process is as shown

Setting up the Main Document
We shall set up our letter by following this procedure. 1. From the Tools menu, choose Mail Merge. (P) 2. In the Main Document section, click on Create (P)and then choose Form Letters from the drop-down list(P)
3. Click on the Active Window button on the dialog box(P) Creating a New Data Source: 1. In the Data Source section of the 'Mail Merge Helper', click the Get Data button.(P)
Note: This option is unavailable until you specify the main document.(P)

Creating Data Source.


1.Choose Create Data Source. 2.In the Field Names in header row box, Word lists field names that are commonly used in a data source. 3. To delete a field name that you do not require in your data source, select the Field Name, and then click Remove Field Name.

Adding a field name

To add a Field name to the data source, type the new field name in the Field name: box(P), and then choose the Add Field Name button. (P)
Note: The field name should not contain any spaces.
To change the order of field names select a Field name and then click the Move arrows (Up or Down arrows) until the field name is in the correct position. (P) When you add a new field name, it usually appears at the bottom of the list, and so you will need to move the new field name to the most logical position.(P)
When you finish, click the OK button and save.(P) The Data source that has been created is just the structure and has not got any records yet.(P)

Inserting Merge Fields into the Main Document

In the main document you need to indicate where you want specific information from the data source to be inserted during mail merge. You indicate such places using placeholders called Merge Fields. For each field or category of information to appear in the merged document there must be a merge field.

To insert a merge field

Move the insertion point to the place where you want to place the Merge Field.
Click the Insert Merge Field button on Mail Merge toolbar and then choose the merge field you want to insert.The Insert Merge Field button  Save the main document.To Merge the Data Source with the Main Document: Click the Mail Merge Helper button. Choose the Merge button.

Selecting a location for the merge results

  1. Click on the Merge to drop list box to select a location for the merge results. (P)
  2. The New Document option will create a new document for the merged letters. (P)
  3. The Print option sends the resulting merged documents directly to the printer, while the Electronic mail option will send the merged documents by email (provided the email addresses are listed). (P)
  4. Click on Merge.(P)

Preparing Envelops

To prepare envelopes to send out your merged document, the following procedure is suitable for use on non-standard mailing lists that are used only once and then become obsolete. For example, a list of job applicants who have qualified for an interview, or a wedding guest list to be sent thank you notes.


Creating Envelops

  1. From the Tools menu, choose Mail Merge
  2. Click on Create then select Envelopes
  3. On the message box that appears, click on Active Window(P)
  4. This will make the active document the Main Document.(P)
  5. Create or open an existing data source(P)
  6. In the message box that appears click on Set Up Main Document button.(P)
  7. The Envelopes dialog box shown below appears(P)
  8. Click on Envelope size list box and select your envelope size(P)
  9. Click Ok(P)
  10. The envelope Address dialog box appears.
  11. Click the Insert Merge Field button and select the fields to be inserted in the envelope.
  12. Merge the main document to your data source to produce the merged envelopes

Malala Kabala,
Musire Secondary School,
P.O. BOX 14,
MASENO
KENYA


16th November, 2009

Dear Friend,

I hope this letter finds you well. I am fine this end. I am writing to let you know that recently, I visited Nairobi Meteorological Station in the company of my school mates and was so excited to discover many things about weather in our country. I will be sharing with you the report about the visit and some of the pictures when we meet in December, during the school holidays.
With your help, I am thinking about setting up a weather station in our community. This might help people in our community to understand more about weather forecasting and make informed decisions while planning their activities. This will enhance livelihoods in our community. What do you think?
I look forward to hearing from you.

Your caring friend,

Kabala

Starting and Using Mail Merge



To start mail merge, open a blank MS word Window pane. From the mailings tab,(P) choose start mail merge then select Step by Step Mail Merge Wizard(P)Select letters and click next, Use current document P) then click on next(P) Type a new list and click create recipients list.
Fill the particulars of your recipients in the fields.(P) Here is an example of recipientslist. Paste the letter you wrote in the blank MS window pane to start the process of merging the letter with the recipients
To add recipient information to your letter, click a location in the document address book (P) and Greeting line. (P)Adjust your preferences accordingly. Preview your letters(P) And complete the merge (P)
Note that there are many options to mail merging. Practice as many options as possible and apply those that are appropriate to your situations

You can send your merged document via e-mail, fax or print.









Features of a Word Processor

Word processor features allow the user to create a document file, save it and open it again for reuse, editing or formatting. They have similar document windows with features. Examples of these features are:

  • A design like a piece of paper with electronic improvements
  • A blank screen
  • A cursor blinking at a position where you can begin entering text
  • A status bar that provides user with the current status information such as saving operation, name of file, use, current page and cursor position
  • Word wrap feature that automatically moves a word or a cursor to the beginning of the next line
  • Scrolling feature. This involves the vertical movement of text on the screen.
  • HELP. It contains instructions, tips, pointers, explanations and guidance. This is achieved by pressing F1 on the keyboard or clicking help from the menu bar.
  • Editing modes. Word processors have two editing modes: Insert and type over.

Formatting

It refers to applying various features to enhance the document's appearance. Three main formatting styles are Text, Paragraph and Page formatting.

Editing

Editing means making neccessary changes to your weather report. The more you read your report, the more you may find that you need to make neccessary changes to make it more focused.


Paragraph Formatting


1. Alignment


2. Indenting


3. Bullets and Numbering



Applying undo and redo

Key in the text I am a Form 2 student after introduction
Click on unto button and observe what happens
Observe what happens to your document by clicking redo and unto buttons again.

Applying Drag and Drop

S
elect the text Nairobi(P).
Position the mouse pointer over the selection and hold down the left mouse button while moving it (P).
A dimmed insertion point moves in the document (P). This shows you the position to which the selected text will be transferred when you release the left mouse button.(P)

Applying Cut and Paste

Select the text Nairobi(P)
Click on the 'Cut' button on the Standard toolbar (P)Position the cursor after the word station at the (P)4. Click on (P).
Applying the alignment features: Left, Centre, Right and Justify (P)1. Select the whole text document (P)2.Click on each one of the following buttons as you observe the changes that occur in each case:Left (P) Centre(P) Right (P) and justify(P)Align your text left(P)

.

Page Formatting

Page Layout

From file menu, chose page set up. The page set up dialogue box appears. Click on the layout tab. From the vertical alignment tab, select the alignment required then click ok

Columns

Highlight the text to which you want to create columns.From the format menue, click columns. The columns dialogue box appears.In the olumns dialogue box, select the number of columns.In the width and spacing boxes, specify the column width an space between columns.Click OK.

Headers

Headers, footers and page numbers are easily used to navigate a document. Headers are found at the top of every page while footers are found at the bottom.To insert headers and footers: Click on headers and footers from the view menu.In the text boxes that appear,type text in the top box to represent a header and text in the lower box to represent a footer.Practice inserting page numbers by clicking on the insert menu and choosing appropriate options.

Margins

To set up Margins, click the file menu then page set up. The page set up dialogue box appears. Click margins tab. Enter the values for the left, right, top and bottom margins in the respective boxes.lick OK.

Orientations

To select orientation, from file menu,choose page set up. Click the paper size tab.From the dialogue box, select the orientation required then click ok.

Paper Size

From the file menu,click page set up.In the page set up dialogue box, click the paper size tab .Select the size of paper require from the paper size list. Click ok


Using find and replace feature

  • Aim: To replace the text "weather Instruments" with "weather apparatus" in the weather report

  • 1. To find the text, "weather Instruments"

  • Activate the Find and Replace dialog
  • Key in the text "weather instruments" in the find what box.
  • Select the option you want from Reading Highlight Click on OK button.


  • 2. To replace "weather Instruments" with "weather apparatus"

  • Key in weather apparatus in the 'replace with' box.
  • Select replace or replace all option
  • A dialog box with the number of replacements done will appear.
  • Press OK
  • Proof - Reading

    Spelling and Grammar Checking

    To check spelling and grammar,


    1. Click tools menu


    2. Click on spelling and grammar on the drop down menu.

    In the spellings and grammar dialogue box that appears, check the highlight words and replace with the correct words in the lower pane of the dialogue box by choosing one of the following buttons:

    Change: To correct only the highlighted incorrect word.

    Change All: To correct all the occurrances of the mispelled word.

    Ignore : To retain the hilighted and continue.

    Ignore all: To retain all the occurrances of the same word.

    Lastly, click add to add the word into the custom dictionary.


    Thesaurus

    Using the Thesaurus helps you to add precision and variety to your writing. The Microsoft Word Thesaurus provides synonyms (words with a similar meaning) and sometimes antonyms (words with an opposite meaning) for a particular word. It also provides lists of related words and different forms of the selected word.

    For example, to find an alternative to the word 'teach', select 'teach'. Click the tools menu and chose 'language' then select 'thesaurus'. The thesaurus dialogue box appears with alternative word to 'teach'.

    Auto correct

    To apply auto correct to your document, click the tools menu then Auto correct. Practice using auto correct feature by applying options available


    Undo and Redo

    Inserting Weather Forecasting Pictures

    Misplaced audio

    Insert Pictures that show Weather Forecasting after the Paragraph about Weather Forecasting.



    Selecting a Cover for your Report


    Selecting a Cover for your Report

    1. Click on insert button and choose motion as the design of your cover.
    2. Right the title of your report and date for the cover

    Mail Merge

    Mail merge is a very useful tool in MS word. Its used to address a document to multiple recipients without need for retyping . The three main components of mail merge are:

    1. Main document or primary document
    2. Address list
    3. The merged document

    Creating the Main document :

    Creating the Address list:



    Creating the Merged document:
    steps
    Go to mailings on the menu and select insert merge field.
    Place the merge fields on the document
    Go to mailings on the menu and select finish and merge.
    Choose the merging option i.e. individual document, printer or email


    Printing


    Printing



    Printing is necessary in order to produce hard copies of a document. To print a document in MS word environment.
    Steps
    1.Go to file on the menu bar
    2.Select print from the drop down menu
    3.Preview your print out to check any  layout errors
    4. On the print dialog select the various options available i.e. copies, pages.
    5. Select OK to print .
    Nb: This is possible if the printer was already set up .

     

    Word Processors

     

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