Word processing software:

Word processing software can be used to write, edit, format, save, and print documents. Though typewriters have been in use for a long time, they can be used only for typing. In the case of a typewriter, if there are any typographic errors, the document will have to be retyped. But using the word processing software, the document can be typed, edited, spell checked, formatted, and saved before being printed. An example of word processing software is MS Word.

Writing

Writing is made easy using a word processor. However, a word processor does not merely serve the purpose of writing. It has features like word wrapping and autosave that help in document creation. Word wrapping is a feature that enables the user to automatically move to a new line. Using the enter key at the end of the sentence will enable the user to start a new paragraph. Thus, the document's appearance is taken care of by the software itself. Initially, the document will be stored in the Random Access Memory (RAM) of the computer. Since this is a temporary memory, the document needs to be saved in a permanent location.

Editing

Editing documents was a tedious task prior to the development of word processing software. The flexibility of a word processor makes editing faster and easier. Making modifications like insertions and deletions in the document is easy using a word processor. The facility to select certain portions of the text for deletion saves a lot of time. There are several other features like insert mode and type over mode that facilitate typing. In the insert mode, the text moves to the right as a person starts typing, so that he/she can insert text in the middle of the document. In the type over mode, the new text replaces the existing text. If the document has to be reorganized after typing, the cut and paste option can be used. When one wants to use the cut and paste facility, the portion of the text that has been cut has to be stored in a temporary location until it is pasted back. This temporary location is called the clipboard. Spell checker and grammar and style checker are the two editing tools that are present in a word processing software. The spell checker makes use of an in-built dictionary to ensure that the words are spelt correctly. The grammar and style checker uses algorithms to detect grammatical errors.

Formatting

Formatting of text is related to the appearance of the document. Apart from the content, it is also important for any document to be presented in a neat and clear format. Most of the word processing software has a default format for margin, tab, and line spacing. If this format does not suit the requirements of the users, they can change the format settings. Document formatting can be done at three levels: character, paragraph, and section levels.
Character formatting allows the user to modify the character size (the size of letters in the document), fonts (Arial, Times New Roman, etc.), emphasis (i.e., bold, italic, underline), superscripts (characters positioned above the line), and subscripts (characters positioned below the line).

Saving and Printing

The document needs to be saved after writing, editing, and formatting. Saving the document will enable the users to revert to the document some time later. The document is generally saved in a specific location on the hard disk by assigning a filename to it. There are certain file naming conventions that need to be followed based on the operating system used. For example, in DOS, a filename can have only up to 8 characters and in Mac, up to 32 characters. If the document needs to be printed, the user can use the print option and also change the settings and format as per his/her requirements. The options that can be chosen are the number of copies, the number of pages, the type of printing (landscape, portrait), and the print quality.

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