Introduction to Word Processing
Word processing is one of the most common uses of a computer. It helps users prepare documents such as letters, reports, invitations and certificates. Instead of writing and correcting every copy by hand, a word processor allows a user to create a document, make changes, improve its appearance, save it and print it.
This note introduces the meaning of word processing, its benefits, common word-processing software, software licensing categories, and the use of cloud-based and mobile word processors.
1. What Is Word Processing?
Word processing is the process of preparing documents using a computer. It involves creating and editing text documents and arranging their content so that they are clear and presentable.
A word processor allows a user to:
- Create a new document.
- Edit existing text by inserting, deleting or changing content.
- Format text and page layout, for example by changing font style, size, alignment and spacing.
- Save a document so it can be used again.
- Retrieve a previously saved document.
- Print a hard copy of the document.
- Share a document with other people.
These actions make it easier to prepare and update documents than rewriting an entire document whenever a change is needed.
Example: Preparing a letterA student can type a letter, correct spelling mistakes, change the heading to a larger font, save the file and print it. If the date or address changes, the student can edit the saved document instead of typing the whole letter again.
Common documents prepared using word processors
Word processors can be used to prepare many kinds of documents, including:
- Letters: formal or informal communication.
- Reports: documents that present information, findings or explanations.
- Invitations: documents that provide details about an event.
- Certificates: documents that recognise participation, achievement or completion.
2. Benefits and Features of Word Processing
Word-processing applications provide tools that make document preparation more convenient and professional.
Creating and editing
Users can create new documents and change existing ones. Text can be inserted, removed, moved or rewritten without preparing the document from the beginning.
Inserting images and other objects
Pictures, charts and other graphics can be added to a document. These objects can help explain information and make a document more attractive.
Saving and retrieving
A document can be saved as a file and opened later. This makes it possible to continue working on a document or reuse its contents when needed.
Print preview and printing
Print preview shows how a document is expected to appear on paper. It allows the user to check page layout, margins and page breaks before printing. The user can then print the document using an available printer.
Spell checking and grammar checking
Spell-checking tools identify possible spelling errors. Grammar-checking tools may identify possible grammar problems and suggest corrections. These tools are useful, but users should still review suggestions because automated checks may not understand the intended meaning.
Find and replace
The Find feature searches for a word or phrase in a document. Replace can substitute the selected word or phrase with another one. This is especially useful when the same correction must be made in several places.
Example: Find and replaceIf a report uses an old project name many times, the user can search for that name and replace it with the new project name instead of editing every occurrence manually.
Mail merge
Mail merge is a feature used to create many personalised documents from one main document and a list of recipient details.
The main document contains the common text and placeholders for information such as a person's name or address. A data source contains the individual details. The word processor combines them to produce separate personalised copies.
A simplified mail-merge process is:
Example: Creating invitation lettersA school organising an event may prepare one invitation template and a list containing the names and addresses of parents. Mail merge can produce a separate invitation for each parent while keeping the main message the same.
3. Word-Processing Software
Word-processing software is application software designed to create, edit, format, save, retrieve and print text documents. It provides tools for entering text and arranging the document.
Common examples include:
- Microsoft Word: a word processor in Microsoft's Microsoft 365/Office product family.
- Google Docs: a web-based word processor that supports online document creation and collaboration.
- LibreOffice Writer: a word processor included in the LibreOffice office suite.
- Apple Pages: a word-processing and page-layout application from Apple.
Although these applications provide similar basic functions, they may differ in their pricing, licensing, platforms, collaboration tools and file-format support.
4. Commercial Software and Free and Open Source Software (FOSS)
Word-processing software can be grouped according to how it is licensed and distributed. Two categories shown in the note are commercial software and Free and Open Source Software (FOSS).
Commercial software
Commercial software is software developed and distributed as a commercial product. It is commonly sold for a price or provided through a paid licence or subscription.
Typical characteristics include:
- It is developed and distributed by a company or commercial organisation.
- Users may need to pay for a licence or subscription.
- The provider may offer official customer support.
- The source code is generally not made available for users to freely modify.
Microsoft Word is a commercial word processor. Access to its full features is commonly provided through a paid Microsoft 365 subscription or another applicable licence.
Free and Open Source Software (FOSS)
Free and Open Source Software (FOSS) is software distributed under licences that give users specified freedoms to use, study, modify and redistribute the software. The source code is made available under the terms of its licence.
Typical characteristics include:
- It can generally be obtained and used without paying a software purchase fee.
- Its source code is available for users to study.
- Users may modify and redistribute it when they follow the licence conditions.
- Development and support may involve a community of contributors, an organisation or commercial service providers.
The word free in FOSS refers to freedoms granted by the licence; it does not simply mean that every related service or distribution must always have no cost.
Examples: LibreOffice Writer and Apache OpenOffice WriterLibreOffice Writer and Apache OpenOffice Writer are examples of open-source word processors. Their source code is available under their respective open-source licences.
Comparison
| Commercial software | Free and Open Source Software (FOSS) |
|---|---|
| Commonly sold or provided under a paid licence or subscription. | Often available to use without a purchase fee. |
| Source code is generally not freely available for users to modify. | Source code is available under the applicable open-source licence. |
| Official support may be provided by the vendor. | Support may be provided by communities, organisations or service providers. |
| Example: Microsoft Word. | Examples: LibreOffice Writer and Apache OpenOffice Writer. |
Key Idea: The main distinction is the software licence and the freedoms it gives users. FOSS makes source code available under licence conditions that permit activities such as studying and modifying it; commercial software is commonly distributed under a more restrictive proprietary licence.
5. Cloud-Based and Mobile Word Processing
Word processing is not limited to software installed on a desktop computer. Documents can also be created and edited through online services and mobile applications.
Cloud-based word processing
Cloud-based word processing allows users to create, edit and store documents online using an internet-connected service.
Common characteristics include:
- Documents can be accessed from different devices through an internet connection.
- Users can work with documents without keeping the only copy on one computer.
- Online services may provide sharing and collaboration features.
- Changes can be saved to cloud storage, depending on the service and its settings.
Google Docs is a cloud-based word processor. Users can create and edit documents through a web browser or supported app and access them from different devices when signed in and connected.
Example: Microsoft Word with Microsoft 365Microsoft Word is available as part of Microsoft 365. Depending on the plan and setup, users can work with documents online and store or access files through OneDrive.
Mobile word processing
Mobile word processing means creating, editing and viewing documents using applications on devices such as smartphones and tablets.
Examples include the Google Docs app and Microsoft Word mobile app. These allow users to:
- Create documents while away from a computer.
- Read and edit existing documents.
- Make changes while travelling or attending classes.
- Access documents through supported cloud services.
A student can open a document using a word-processing app, correct a paragraph and save the changes. The student can later continue editing the document on a tablet or computer if the file is available through the relevant account or storage service.
Cloud-based and mobile word processing compared with desktop use
| Desktop word processing | Cloud-based or mobile word processing |
|---|---|
| Often uses software installed on a computer. | Uses a web service or an application on a computer, smartphone or tablet. |
| Files may be stored locally on the computer or on other storage. | Files may be stored online and accessed from supported devices. |
| Work is commonly done at the computer where the software is available. | Documents can be accessed from different supported devices. |
| Internet access may not be required for basic work with locally available software and files. | An internet connection is commonly needed for online access and synchronisation; some apps also provide offline features. |
6. Important Terms to Remember
- Word processing: preparing and editing documents using a computer.
- Word processor: application software used to create and manage text documents.
- Formatting: changing the appearance and layout of text or a document.
- Retrieve: opening or accessing a previously saved document.
- Print preview: viewing the expected printed layout before printing.
- Find and replace: searching for text and substituting it with other text.
- Mail merge: combining a main document with a data source to create personalised documents.
- FOSS: software whose licence makes its source code available and grants specified freedoms to use, study, modify and redistribute it.
- Cloud-based application: an application or service that uses online resources to provide functions and access to data.
- Mobile application: software designed to run on a mobile device such as a smartphone or tablet.
7. Exam-Focused Points
- Be able to define word processing and identify its main activities: creating, editing, formatting, saving, retrieving and printing documents.
- Know the purpose of key features such as spell checking, find and replace, print preview and mail merge.
- Distinguish commercial software from FOSS by considering licensing and source-code availability. Remember that FOSS does not simply mean software that is free of charge.
Key Idea: Mail merge uses a common main document and a data source to produce multiple personalised documents. It is not the same as copying and editing each document individually.
Summary
Word processing is the computer-based preparation of documents. Word processors help users create, edit and format documents, insert graphics, check spelling and grammar, find and replace text, save and retrieve files, preview pages and print documents. Mail merge is useful for producing many personalised documents from a template and a data source.
Examples of word processors include Microsoft Word, Google Docs, LibreOffice Writer and Apple Pages. They may be distributed under different licences, including commercial and open-source licences. Word processing can also be carried out through cloud-based services and mobile applications, allowing users to work with documents on different supported devices.