Unit 3

Word Processing

Master document creation, formatting, tables, mail merge, and advanced features of MS-Word and OpenOffice Writer.

📝 MS-Word 📄 OO Writer Formatting Tables Mail Merge Templates

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3.1 What is Word Processing?

Word Processing is the creation, editing, formatting, storing, and printing of text documents using a computer application. A word processor allows you to type text, correct mistakes easily, format the appearance of the document, and produce professional-quality output.

Objective: Word processing replaces the traditional typewriter. Unlike a typewriter, you can edit, reformat, copy, and move text before printing. Documents can be saved and reused any number of times.

🖊️

Create Documents

Type letters, reports, resumes, applications, newsletters, and books with ease.

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Edit Freely

Insert, delete, cut, copy, paste and rearrange text without retyping the whole document.

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Format Professionally

Choose fonts, sizes, colours, alignment, borders and styles for a polished look.

🖨️

Print & Share

Print on paper, save as PDF, email as attachment, or publish as a web page.

💾

Save & Reuse

Save documents in multiple formats (.docx, .odt, .pdf, .txt, .html) for future use.

🔄

Mail Merge

Create personalised letters for hundreds of people automatically using a data source.

💻

3.2 MS-Word and OpenOffice Writer

Feature	MS-Word	OpenOffice / LibreOffice Writer
Developer	Microsoft Corporation	Apache / The Document Foundation
Cost	Paid (part of MS Office)	Free and Open Source
File Format	.docx (default), .doc	.odt (default), .doc, .docx
Interface	Ribbon-based menus	Traditional menus + Sidebar
PDF Export	Save As → PDF	File → Export as PDF
Mail Merge	Mailings tab	Tools → Mail Merge Wizard
Templates	Extensive built-in library	Good selection, online templates
Platform	Windows, Mac	Windows, Mac, Linux

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3.3 The MS-Word Interface

File

Home

Insert

Design

Layout

References

Mailings

Review

View

| 1 2 3 4 5 6 |

Official Letter

Date: 13.04.2026

To,
The Manager,
Tamil Nadu Department of Education,
Chennai – 600 006.

Sir/Madam,

I wish to bring to your kind attention that...

Page 1 of 1 Words: 42 English (India) 100%

Part of the Interface	Description
Title Bar	Shows document name and window control buttons (Minimize, Maximize, Close).
Ribbon / Menu Bar	Contains tabs (Home, Insert, Layout…) with groups of related commands.
Toolbar	Quick-access buttons for Bold, Italic, Underline, Alignment, Fonts.
Ruler	Shows margins, tab stops, and paragraph indentation.
Document Area	The white page where text is typed and formatted.
Scroll Bars	Vertical and horizontal bars to navigate through the document.
Status Bar	Shows page number, word count, language, and zoom level.
Icons / Toolbar Buttons	Small pictures representing commands. Hover to see the tooltip label.

📌 Key Points

MS-Word uses .docx format; OpenOffice Writer uses .odt format.
Both can save and open each other's files.
The Ribbon in MS-Word replaces the traditional menu bar.
The Status Bar at the bottom shows page number and word count at a glance.
Use the Ruler to set indents, margins, and tab stops visually.

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3.4 Working with Documents

🆕

New Document

MS-Word: File → New → Blank Document or Ctrl+N.
Creates a fresh empty page.

📂

Open Document

File → Open or Ctrl+O. Browse and select an existing file to open it.

💾

Save Document

Ctrl+S saves over existing file. File → Save As saves with a new name or format.

❌

Close Document

Ctrl+W or File → Close. Word prompts to save unsaved changes before closing.

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Convert Formats

File → Save As → choose PDF, .txt, .html, .rtf, .odt. Useful for sharing across platforms.

📤

Send / Share

File → Share → Email as attachment, or save to OneDrive/Google Drive for collaboration.

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3.5 Text Editing Operations

Before you can format or move text, you must select it. Click and drag the mouse over text to select it, or use keyboard shortcuts like Shift + Arrow keys. Selected text appears highlighted in blue.

Operation	How to Do It	Purpose
Insert	Click where you want to type and start typing	Add new text into a document
Delete	`Delete` key (deletes right), `Backspace` (deletes left)	Remove unwanted characters
Cut	`Ctrl+X` or Right-click → Cut	Remove selected text and place in clipboard
Copy	`Ctrl+C` or Right-click → Copy	Duplicate selected text to clipboard
Paste	`Ctrl+V` or Right-click → Paste	Insert clipboard content at cursor position
Undo	`Ctrl+Z`	Reverse the last action
Redo	`Ctrl+Y`	Reapply the last undone action
Find	`Ctrl+F` → type search term	Locate specific text in document
Search & Replace	`Ctrl+H` → type Find and Replace text	Replace one word/phrase with another throughout
Select All	`Ctrl+A`	Select the entire document

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3.6 Page Setup and Margins

Before printing, set up the page to control how the document looks on paper. Go to Layout → Page Setup (MS-Word) or Format → Page (Writer).

Setting	Options / Description
Page Size	A4 (210×297mm) — standard for India. Letter, Legal, A5 also available.
Orientation	Portrait (tall) for letters; Landscape (wide) for tables/charts.
Margins	Top, Bottom, Left, Right. Default: 1 inch (2.54 cm). Adjust for formal documents.
Paper Tray	Select which printer tray to feed paper from (if multiple trays available).
Columns	Divide the page into 2 or 3 columns like a newspaper or newsletter.
Border & Shading	Add a decorative border around the page or highlight text with a colour background.

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3.7 Sections, Frames and Master Documents

Sections: Divide a document into independent parts, each with its own margins, columns, headers, and footers. Insert via Insert → Break → Section Break.
Frames: Containers for text or images that can be placed anywhere on the page, independent of the main text flow.
Anchoring: Ties a frame or image to a specific paragraph or page so it moves with the content.
Wrapping: Controls how the main text flows around an inserted image — Square, Tight, Through, Top and Bottom, or In Line with Text.
Page Break: Forces text to start on the next page. Insert → Break → Page Break or Ctrl+Enter.
Column Break: Forces text into the next column in a multi-column layout.
Master Documents: A container document that links several sub-documents (chapters) into one large document. Useful for books and long reports.
Web Page: Save document as .htm/.html to publish on a website. File → Save As → Web Page.

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3.8 Headers, Footers, and Page Numbering

Header: Text that appears at the top of every page — e.g., document title, company name.
Footer: Text at the bottom of every page — e.g., page number, date, file path.
Access via: Insert → Header & Footer in MS-Word.

Page Numbering: Insert → Page Number. Choose position (top/bottom), alignment (left/centre/right), and format (1,2,3 or i,ii,iii or A,B,C).
Date & Time: Insert → Date & Time. Option to update automatically each time the document is opened.
Author / Document Properties: Insert → Quick Parts → Field → Author, FileName, etc.
Footnotes & Endnotes: References → Insert Footnote (Alt+Ctrl+F). Footnotes appear at the bottom of the page; Endnotes at the end of the document.

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3.9 Table of Contents and Index

Apply Heading Styles

Select chapter titles and apply Heading 1, Heading 2, etc. from the Styles group on the Home tab.

Insert Table of Contents

Click References → Table of Contents → choose an Automatic style. Word generates the TOC with page numbers automatically.

Update the TOC

Right-click the TOC → Update Field → Update entire table. Do this whenever you add or remove content.

Insert Index

Mark index entries (References → Mark Entry), then click References → Insert Index to generate the index at the back of the document.

📌 Documents Key Points

Always save with Ctrl+S regularly to prevent data loss.
Use Save As (F12) to save a copy in a different name or format.
Find & Replace (Ctrl+H) is very powerful — can replace text throughout an entire document in one step.
A4 (Portrait) is the standard page size for official documents in India.
Headers and footers appear on every page automatically once inserted.
A Table of Contents is generated automatically from Heading styles — no manual typing.

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3.10 Formatting Text — Font Styles

Formatting changes how text looks without changing what it says. Good formatting makes a document easier to read and more professional. All formatting options are in Home → Font group.

Font Family

Calibri, Times New Roman, Arial, Lora

Font Size

10pt 14pt 18pt

Bold

This text is bold

Italic

This text is italic

Underline

This is underlined

Strikethrough

Deleted text

Superscript

10^th April, E=mc²

Subscript

H₂O, CO₂

Colour

Blue Red Green

Highlight

Highlighted text

UPPERCASE

change case

Small Caps

Small Capitals Style

Tip: Select text first, then click the format button. To remove all formatting from selected text, press Ctrl+Space (MS-Word) or click the Clear Formatting button (eraser icon).

3.11 Paragraph Formatting

Setting	Options	Where to Find
Alignment	Left (Ctrl+L), Centre (Ctrl+E), Right (Ctrl+R), Justify (Ctrl+J)	Home → Paragraph group
Indentation	Left indent, Right indent, First line indent, Hanging indent	Home → Paragraph → Indents
Line Spacing	Single (1.0), 1.5 lines, Double (2.0), Exactly, Multiple	Home → Line and Paragraph Spacing
Paragraph Spacing	Space Before / After paragraph (in points)	Layout → Spacing
Bullets	• Round, ▸ Arrow, ✓ Check — click Bullets button	Home → Paragraph → Bullets
Numbering	1. 2. 3. or a. b. c. or i. ii. iii. — click Numbering button	Home → Paragraph → Numbering
Borders	Add border lines around a paragraph or text box	Home → Borders drop-down
Shading	Fill a paragraph background with a colour	Home → Shading drop-down

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3.12 Page Formatting

Formatting Page: Layout → Page Setup → Margins, Paper, Layout tabs. Set all four margins and gutter margin for binding.
Page Tab settings: Vertical alignment (top, centre, bottom), line numbering, suppress endnotes.
Margins Tab: Set Top, Bottom, Left, Right margins. Mirror margins for double-sided printing.
Layout settings: Header & Footer distances, different first page, different odd & even pages.
Paper Tray: Select default tray or first page from a different tray (letterhead paper).
Border & Shading: Format → Borders and Shading → Page Border tab. Add art borders (trees, stars, etc.) for certificates and invitations.
Columns: Format → Columns. Set 2 or 3 columns with spacing and dividing line between columns.

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3.13 Styles and Templates

Style: A named collection of formatting settings (font, size, colour, spacing) that can be applied to text with one click. Examples: Heading 1, Normal, Title, Body Text.

Template: A pre-formatted document file (.dotx) that serves as a starting point for new documents. Contains styles, page layout, headers, and placeholder text.

Create a Style

Format text as desired → Home → Styles → New Style. Give it a name (e.g., "Office Heading").

Apply a Style

Select the text → click the style name in the Styles gallery on the Home tab.

Save as Template

File → Save As → choose Word Template (.dotx) type. Next time, File → New → select your template.

📌 Formatting Key Points

Justify alignment (Ctrl+J) is used in formal documents like letters and reports for a neat, even edge.
Line spacing of 1.5 is preferred for most official letters for readability.
Always set font to Arial 12 (English) or Marutham 12 (Tamil) as per COA syllabus requirements.
Styles ensure consistent formatting throughout a long document — change the style once to update everywhere.
Use First Line Indent for paragraphs in formal letters (5 spaces or 1.25 cm).
Superscript: 1^st, 2^nd — use Ctrl+Shift++. Subscript: H₂O — use Ctrl+=.

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3.14 Creating and Editing Tables

Table: A grid of rows and columns used to organise data. Each box in the grid is called a Cell. A table in MS-Word can have up to 63 columns and thousands of rows.

Insert a Table

Insert → Table → drag to select rows and columns, or choose "Insert Table" to specify exact numbers.

Navigate in Table

Press Tab to move to the next cell. Shift+Tab to go back. Arrow keys move within a cell.

Select Parts of Table

Click on a cell to select it. Click row/column selectors to select whole rows or columns. Ctrl+A selects entire table when inside it.

Format and Apply Styles

Table Design tab: choose pre-built table styles (colours, borders). Layout tab: set cell sizes, alignment, direction.

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3.15 Table Operations

Operation	How to Perform
Insert Row	Right-click row → Insert → Insert Rows Above/Below. Or click + button that appears on the left.
Insert Column	Right-click column → Insert → Insert Columns to Left/Right.
Delete Row/Column	Select row/column → Right-click → Delete Rows/Columns.
Merge Cells	Select multiple cells → Right-click → Merge Cells. Used for header rows spanning all columns.
Split Cells	Right-click a cell → Split Cells → choose how many rows/columns to divide into.
Split Table	Click in a row → Layout → Split Table. Divides table into two separate tables.
Sort Table	Select column → Layout → Sort → choose ascending or descending order.
Formula in Table	Layout → Formula. Enter `=SUM(ABOVE)` to total a column, `=SUM(LEFT)` for a row.
Borders & Shading	Design tab → Borders drop-down. Add outer border, inner gridlines, or custom borders.
Alignment	Layout → Alignment group: Align Top Left, Centre, Bottom Right, etc. for cell content.

Practical Tip: To create a monthly calendar, insert a 7-column table (one per day of week), add a merged header row for the month name, then type dates in each cell. Add borders and shading for a professional look.

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3.16 Columns, Pictures, and Drawing

Columns: Layout → Columns → Two / Three / Left / Right. Used for newsletters and brochures. Add a vertical line between columns via Columns → More Columns → Line between.
Insert Picture: Insert → Pictures → This Device (from your computer) or Online Pictures. Resize by dragging corner handles. Right-click → Wrap Text to set how text flows around it.
Insert ClipArt: Insert → Online Pictures → search Bing for clipart images to decorate documents.
Drawing: Insert → Shapes → choose rectangles, circles, arrows, flowchart shapes, etc. Right-click → Add Text to type inside shapes.
WordArt: Insert → WordArt → choose a decorative text style. Good for headings on posters and notices.
Text Box: Insert → Text Box → draw a box anywhere on the page and type inside it. Useful for sidebars and callouts.
SmartArt: Insert → SmartArt → choose organisational charts, process diagrams, lists.

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3.17 Lists — Bullets and Numbering

Bullet List (•)

• Apple
• Banana
• Cherry

Numbered List

1. First item
2. Second item
3. Third item

Alphabetical List

a) Option A
b) Option B
c) Option C

Roman Numerals

i. Introduction
ii. Methodology
iii. Results

Custom Bullet (▸)

▸ Key Point
▸ Another Point
▸ Third Point

Multi-level List

1. Unit 1
1.1 Topic
1.2 Topic

To create a bulleted list: Home → Bullets drop-down → choose bullet character. To change the bullet symbol, click "Define New Bullet" → Symbol button and pick any Unicode character.

📌 Tables & Objects Key Points

Use Tab key to move to the next cell in a table — pressing Tab in the last cell adds a new row.
Merged cells are used for table headers that span multiple columns.
=SUM(ABOVE) in a table formula totals all numbers above in the same column.
Always use Wrap Text (Square or Tight) when inserting images so text flows neatly around them.
Numbered and bulleted lists are found in Home → Paragraph group.
Multi-level lists (1, 1.1, 1.1.1) are used in reports, legal documents, and specifications.

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3.18 Spelling and Grammar Check

MS-Word automatically checks spelling and grammar as you type. Red wavy underline = spelling error. Blue/green underline = grammar issue. Right-click the underlined word for suggestions.

Auto-Check While Typing

Word underlines errors in real time. Right-click → choose the correct word from the list.

Full Document Check

Press F7 or Review → Spelling & Grammar. Word goes through the document showing each error with suggestions.

Add to Dictionary

For proper nouns (names, places) not in dictionary, click "Add to Dictionary" so they are not flagged again.

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3.19 Mail Merge

Mail Merge is a feature that creates personalised copies of a standard letter or label by combining a Main Document (the letter template) with a Data Source (a list of names and addresses in Excel or Word table).

Start Mail Merge

Mailings → Start Mail Merge → Letters (or Envelopes, Labels). Select the document type.

Select Recipients

Mailings → Select Recipients → Use an Existing List (choose your Excel file) or Type a New List.

Insert Merge Fields

Position cursor in the letter where each person's name/address should appear → Mailings → Insert Merge Field → choose «Name», «Address», «City», etc.

Preview and Finish

Mailings → Preview Results to see how each letter looks. Then Finish & Merge → Print Documents or Edit Individual Documents.

Mail Merge Uses: Sending the same circular letter to 500 members, printing address labels for envelopes, generating personalised admit cards or salary slips, creating certificates for prize winners.

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3.20 Word Completion and AutoCorrect

AutoCorrect: Automatically fixes common spelling errors as you type (e.g., "teh" → "the"). File → Options → Proofing → AutoCorrect Options.
Word Completion (AutoText): Type a few characters and Word suggests the complete word or phrase. Press Enter or F3 to accept. Saves time typing long phrases.
AutoFormat: Automatically applies formatting as you type — e.g., converts "1/2" to ½, creates bullet when you type "* " + Tab.
AutoSave: Word saves a recovery copy every 10 minutes by default. Adjust in File → Options → Save.

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3.21 Document Security

Security Feature	How to Apply	Purpose
Password to Open	File → Info → Protect Document → Encrypt with Password	Only authorised users can open the file
Password to Edit	Review → Restrict Editing → set password	Others can read but not modify
Mark as Final	File → Info → Protect Document → Mark as Final	Signals document is complete; editing discouraged
Digital Signature	Insert → Signature Line (requires digital certificate)	Authenticates document; detects tampering
Track Changes	Review → Track Changes (Ctrl+Shift+E)	Records who changed what — for collaborative editing

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3.22 Wizards and Templates

Wizards: Step-by-step guides that help create complex documents like letters, faxes, agendas, and resumes. File → New → search for template type → click "More templates" on Office.com.
Letter Wizard: Helps format official and personal letters with pre-filled salutation, date, and closing lines.
Fax Wizard: Creates a professional fax cover page with sender/recipient details.
Resume Wizard: Creates a structured CV with sections for Education, Experience, Skills.
Web Page Creation: File → Save As → Web Page (.htm). Converts the document into an HTML web page viewable in a browser.
Book/Chapter Contents: Use Outline View (View → Outline) to organise chapter headings and subheadings, then generate a Table of Contents automatically.

🖨️

3.23 Printing Documents

Print Preview

File → Print — the right panel shows a preview. Check margins, page breaks, and layout before printing.

Choose Printer

Select from installed printers. Click "Printer Properties" to set paper size, quality (draft/normal/best), and colour mode.

Set Pages to Print

All Pages, Current Page, or type specific pages (e.g., 1-3, 5, 8-10). Set number of copies.

Print

Click the Print button or press Ctrl+P. For PDF output, choose "Microsoft Print to PDF" as the printer.

📌 Tools & Features Key Points

Press F7 to run Spell Check on the entire document at any time.
Mail Merge saves enormous time — one letter template + 500 names = 500 personalised letters printed automatically.
Track Changes (Ctrl+Shift+E) is essential for team editing — shows each person's edits in different colours.
Always preview before printing (Ctrl+P shows the print preview) — saves paper and ink.
Digital Signature confirms the document has not been altered after signing.
AutoSave creates recovery files — but always save manually with Ctrl+S too.

⌨️

3.24 MS-Word Keyboard Shortcuts

File Operations

Ctrl+NNew document

Ctrl+OOpen document

Ctrl+SSave document

F12Save As (new name/format)

Ctrl+WClose document

Ctrl+PPrint

Ctrl+ZUndo

Ctrl+YRedo

Text Editing

Ctrl+ASelect all text

Ctrl+CCopy

Ctrl+XCut

Ctrl+VPaste

Ctrl+FFind text

Ctrl+HFind and Replace

Ctrl+EnterPage break

F7Spell check

Text Formatting

Ctrl+BBold

Ctrl+IItalic

Ctrl+UUnderline

Ctrl+Shift++Superscript

Ctrl+=Subscript

Ctrl+SpaceClear character formatting

Ctrl+QClear paragraph formatting

Ctrl+DOpen Font dialog box

Paragraph Alignment

Ctrl+LAlign Left

Ctrl+EAlign Centre

Ctrl+RAlign Right

Ctrl+JJustify

Ctrl+1Single line spacing

Ctrl+2Double line spacing

Ctrl+51.5 line spacing

Ctrl+MIncrease indent

🧠 Practice Questions — Unit 3 (CBE Style)

1. The default file extension for MS-Word documents is:

A .txt

B .docx

C .odt

D .pdf

2. Which shortcut key is used to Find and Replace text in MS-Word?

A Ctrl+F

B Ctrl+G

C Ctrl+H

D Ctrl+R

3. In MS-Word, the keyboard shortcut to insert a Page Break is:

A Ctrl+B

B Alt+Enter

C Ctrl+Enter

D Ctrl+Shift+Enter

4. Mail Merge is used to:

A Merge two documents into one file

B Check spelling in a document

C Create personalised letters for multiple recipients using a data source

D Merge cells in a table

5. Which of the following paragraph alignments makes both the left and right margins even?

A Left align

B Right align

C Centre align

D Justify

6. Which tab in MS-Word contains the Mail Merge option?

A Insert

B Review

C Mailings

D References

7. To check spelling in MS-Word, press:

A F5

B F7

C F9

D F12

8. Match — The formula =SUM(ABOVE) in a Word table:

A Sums values to the left of the current cell

B Sums all values in the cells above the current cell in the same column

C Sums values in the entire table

D Calculates the average of the column

9. True or False: In MS-Word, Footnotes appear at the end of the entire document.

A True

B False — Footnotes appear at the bottom of the current page. Endnotes appear at the end of the document.

10. Which feature in MS-Word records all edits made by each user during collaborative editing?

A AutoSave

B Version History

C Track Changes

D Digital Signature

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