Word processing

2.1 Introduction to word processing

Word processors (Word, Google Docs, LibreOffice Writer) let you create, edit and format text documents.

Basic formatting

Font: typeface (Arial, Times New Roman). Size: in points (e.g. 12pt). Body text is usually 11–12pt; headings larger.

2.2 Text formatting and alignment

• Alignment: left, centre, right, justify. Body text is normally left-aligned.
• Bullet and numbered lists organise items.
• Indentation: pushes text in from the margin.
• Line spacing: 1.0 (single), 1.5, 2.0 (double).
• Borders & shading: emphasise paragraphs or whole pages.

2.3 Graphics and tables

• Insert image: Insert → Picture. Resize using the corner handles to keep proportions.
• Wrap text: choose how text flows around the image (in line, square, tight, behind text).
• Tables: rows × columns; useful for arranging data tidily.
• SmartArt: visual diagrams (org charts, processes, hierarchies).

2.4 Advanced formatting

• Headers and footers: text repeated at the top/bottom of every page (e.g. title, page number).
• Page numbers: Insert → Page Number.
• Styles: pre-defined formatting (Heading 1, Heading 2, Body). Update once, applies everywhere.
• Themes: a coordinated set of fonts, colours and effects across the whole document.
• Columns: split the page into 2 or 3 columns (newspaper style).
• Sections: break a document into parts that can have different page settings.
• Hyperlinks: clickable links to other documents or web pages.

2.5 Document review and collaboration

• Track Changes: records every edit so it can be reviewed and accepted/rejected.
• Comments: leave notes on parts of the document without changing the text.
• Compare/Merge: combine two versions of a document.
• Sharing & permissions: choose who can view, comment or edit.

2.6 Document design principles

• Audience first — who is reading this and what do they need?
• Clear hierarchy — headings and sub-headings guide the reader.
• Consistency — same fonts, sizes and colours throughout. Use Styles.
• White space — don't cram the page; margins and gaps make it readable.
• Limit fonts — usually 1–2 fonts is plenty.
• Proofread before sending or printing.