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SECTION THREE: BASIC WORD PROCESSING

SECTION THREE CHAPTER OUTLINE

3.Using Notepad

1. Starting Notepad

2. Components of a notepad window

3. Entering text in notepad

4. Editing text in notepad

5. Saving a notepad document

6. Closing a notepad document

7. Other notepad operations

SECTION 3: BASIC WORD PROCESSING

Section Objective: To make students familiar with the operations required for basic word processing

In this section, we will learn operations required for basic word processing. Word processing helps in increasing your productivity. It allows you to create electronic documents such as memos, letters, and reports. These documents help are easy to edit and transfer.

CHAPTER 3. USING NOTEPAD Chapter Objective: Make the students familiar with notepad program

Notepad program offers only such features, as are essential for simple word processing requirements. Its output is more like that of a typewriter, so you can write a letter, document, report etc. in this program but you cannot make a table or include a graphic in it. Some of the basic operations are explained in the following text.

TOPIC 3.1: Starting Notepad

We have learnt how to start the notepad program in Chapter 2.2. However, we will revise the steps again here.

1. Press the Start button to open the Start menu.

2. Use the arrow direction keys to reach to Programs option. You can also press 'P' key on the keyboard to reach Programs.

3. When you are at Programs, press Enter, to open the Programs sub-menu. This sub-menu lists all the programs and program folder in the computer.

4. On the Programs sub-menu, the first option is 'Accessories' which will appear pre-selected. Press Enter key again. This will open the Accessories sub-menu with a listing of programs and program folders.

5. On the Accessories sub-menu, either use the direction key to move down to Notepad and press Enter, or simply press 'N'. This will launch the Notepad program in a new window.

6. If you have been working in an existing notepad file and you want to create a new document, then you can press Alt key and F key to open the File menu drop down. Here use the down arrow direction key to reach the option labeled 'New' and press Enter. This will open a new notepad document.

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TOPIC 3.2: Components of a notepad window

The notepad window consists of the following components:

2.1 Title bar - This is the top most part of the notepad window. It is a thin rectangular strip that displays the name of the opened notepad document on the left-hand corner. For example, when we open a notepad program from the start menu, the title bar will display 'Untitled - Notepad' on the left-hand corner.

On the right-hand corner of the title bar, the three buttons - Minimize, Maximize, and Close - are displayed.

2.2 Menu bar - This is a horizontal row of for command options, and is located just below the title bar. These command options are File, Edit, Search and Help. The menu bar is accessed by pressing the Alt key. This takes the cursor to the File menu option. To access the various command options inside File menu, press Enter key. To access other command options, press the right arrow direction key.

2.3 Content Pane - This occupies the maximum space of a window. The user performs all tasks in this pane.

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TOPIC 3.3: Entering Text in notepad

As soon as the notepad program is launched, the cursor will start blinking on the top left- hand corner in the content pane. You can start typing in text from your keyboard. As you type, the cursor will advance on the screen, displaying the exact point where the next character will be placed. When the text entered reaches the right edge of the notepad window, the cursor is automatically moved to the next line. This process is called word wrap. You should know about the following points about entering text:

1. In a new document, if you start typing the text will start appearing from the top left-hand corner of the notepad document.

2. You may want to leave some margin on the left-hand side, for example for text that follows a heading. Leaving margin from left is called indentation. You can do this by pressing tab. This leaves a margin of an inch. If you press again, the cursor will shift another inch and so on.

3. To begin a new paragraph, press Enter and the cursor will be placed at the beginning of a new line. If you want to keep some space between two paragraphs, press Enter twice.

4. To type a single character or few characters in upper case (Capital letters), then press Shift key down, while you type the characters that have to appear in upper case. Release the Shift key, to resume writing in lower case (small letters).

5. If you want to type a lot of text in upper case (capital letters), press the Caps Lock once. After this all text will appear in Upper case. Press the Caps Lock once again, to resume writing in upper case.

6. To go to the beginning of a line of text, press Home key once.

7. To go to the end of a line of text, press End key once.

8. To go to the beginning of the whole document, press Control key and then Home key.

9. To go to the end of the whole document, press Control key and then End key.

10. If you want to reach words or text somewhere in the middle of the line, you may either use the left and right arrow keys to move character by character. To move word by word, press down the control, while you press the left or right arrow key.

11. The text that appears on the screen is written in a particular style. Just like people have different styles of handwriting, similarly there are different types of electronic text and these different types are called Fonts. Different fonts are used for different purposes. Notepad comes with a pre-set type, style and size of font. The most popular font types are Times New Roman, Arial and Verdana, You may change the pre-set or default font by following the instructions given below:

A. If you want to change the font in a new document:

1. Press Alt key and E key to open the Edit menu drop down.

2. Use the down arrow direction key to reach the option labeled 'Set Font' and press Enter.

3. This will open the font dialog box. It has three selections.

  • The first one is labeled Font and it refers to the type of font, for example Arial and Verdana are different types of fonts.
  • The next selection is style which refers to the way the selected font should appear. There are four choices, namely regular which means normal upright style, italics which means with a slight tilt towards right, bold means a stronger imprint, and bold italics which means a stronger imprint with a slight right tilt.
  • The last selection is labeled size and it refers to the size of the font.
4. When the Font dialog box opens, the cursor is placed in the Font selection option. Use the up or down arrow direction keys to reach the font you wish to select.

5. After you have selected the Font type, press Tab key. This will place the cursor in the Style selection. Use the up or down arrow direction keys to reach the style you wish to select.

6. After you have selected the Font style, press Tab key. This will place the cursor in the Size selection. Use the up or down arrow direction keys to reach the font size you wish to select.

7. After you have selected the Font size, press Tab key. This will place the cursor on the OK button. Press Enter to complete the selection process.

B. If you want to change the font after you've typed some text or in an existing notepad document.

1. Press Alt key and E key to open the Edit menu drop down.

2. Use the down arrow direction key to reach the option labeled 'Select All' and press Enter.

3. This will select all the text in the document. To change the font type, style or size, follow the steps described above.

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TOPIC 3.4:  Editing Text in notepad

If you were using a typewriter, you need to make a fresh copy to make any changes to already printed text. However, word processors allow any number of changes to already typed text. Some important editing operations are as follows:

1. Deleting text a character at a time: To start deleting characters, move the cursor to the character you want to start deleting. You can delete text each character at a time by pressing delete key or backspace key. Delete key will erase one character at a time as the cursor moves from left to right. Backspace key will delete one character at a time as the cursor moves from right to left.

2. Deleting text a word at a time: To delete text a word at a time, press down control key and then use the delete key to delete words from left to right; or press down control key and then use backspace key to delete words from right to left.

3. Deleting text a block of text: If there is a lot of text to be deleted the faster way is to select the text to be deleted and then press delete key.

4. Selecting text: You can select one character at each press of key, one word at a time or complete lines. When you select text, it is highlighted on the screen.

  • To select one character at a time, press shift key and then press right arrow direction key to begin selecting characters from left to right or press left arrow direction key to begin selecting characters from right to left.
  • To select one word at a time, press shift key, control key and then press right arrow direction key to begin selecting words from left to right or press left arrow direction key to begin selecting words from right to left.
  • To select a single line, press shift key and End key if you are at the beginning of the line, or press shift key and Home key if you are at the end of the line.
  • You can continue selecting more lines after selecting one line, by holding down the shift key and then using the up or down arrow key depending upon which direction you want to make the selection.
  • If you have selected text, and then you press any of the following keys:
          a. Number keys, b. Alphabet keys, c. Punctuation keys, d. Tab Key e. Space bar, f. Back space, g. Enter, h. Insert, or i. Delete

Then the selected text will be replaced by the operation represented by these key that was pressed.

  • To deselect, selected text press any arrow key or page up, page down keys.
5. Cut Text: This operation is required when you want to remove text from one place in your document and place it to another place. Cut operation allows you to remove the text. To cut text, select the text that you want to cut. Then, Press Alt key and then E key, to open the Edit menu drop-down. Now, use the down arrow direction key to reach the option labeled Cut and press enter. The selected text will be removed. You can also cut the selected text by pressing Control key and X key.

6. Copying Text: This operation is required when you want to use the same text in many places. You can copy text from a document and place it within the same document at many places or in other documents at any number of places. To copy, select the text that you want to copy. Then, Press Alt key and then E key, to open the Edit menu drop-down. Now, use the down arrow direction key to reach the option labeled Copy and press enter. The selected text will be copied by the computer. You can also copy the selected text by pressing Control key and C key.

7. Pasting Text: Any text that you have cut or copied, can be pasted anywhere in the same document or any other document. To paste text, place the cursor at the place where you want to place the copied or cut text. Then, Press Alt key and then E key, to open the Edit menu drop-down. Now, use the down arrow direction key to reach the option labeled Paste and press enter. The cut or copied text will be pasted at the place where the cursor was positioned. You can also paste text by pressing Control key and V key.

8. Undo: This operation helps in reversing any operation conducted by you, by one step. For example, if you have deleted a large block of selected text by mistake, then you can reverse this operation. To undo a previous operation, press Alt key and then E key, to open the Edit menu drop-down. Now, use the down arrow direction key to reach the option labeled Undo and press enter. Alternatively, you can press Control key and Z key to conduct the undo operation.

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TOPIC 3.5: Saving a notepad document

Whenever you have done some work in any document, you need to perform a function called Save. This is a command to tell the computer that you want to retain all the work done in the document. Till the time you give save command, computer keeps all your work in a temporary file, and if you do not save your work, it will be lost from computer's memory. A good practice is to keep saving your work every 5 to 10 minutes so that there is no loss of work due to any thing going wrong. Otherwise, when you close the document the program will ask you whether you want to save the work.

A. To save work done in a new document

If you have started working in a new document, then whenever you want to save, press Alt key and F key to open the File menu drop down. Use down arrow direction key to reach the option labeled 'Save' and press Enter. This will open 'Save As' dialog box. In the Save As dialog box use the tab key to reach 'Save in' field. Here use the arrow direction keys to select the drive in which you want to save the new file. Press Tab again to reach the Contents box where all the folders under the selected drive are listed. In the contents box, use the arrow keys to select the folder in which you want to save the new file and press Enter. This will list all the sub-folders under the selected folder. You can select any sub-folder and press-enter to go inside it till you reach the folder in which you want to save the document. Once you have selected the folder, press Tab once again to reach the 'File Name' field. Here type the name you want to give to your document. Press Tab two times to reach the Save button and then press Enter. Your file will be saved in the name provided by you and in the folder specified by you.

An alternative way is to do all your work in the new document and then press Alt key and F key to open the File menu drop down. Use down arrow direction key to reach the option labeled 'Exit' and press Enter. There will be a confirmation dialog with the message that the text in the file has changed, and whether you would want to save the changes. There will be three buttons Yes, No or Cancel. Press Enter on Yes. This will open the Save As dialog box. The steps after this are the same as described above.

B. To save work done in an existing document

If you are working in an existing file or in a file that you have already saved, then to save your work press Alt key and F key to open the File menu drop down. Use down arrow direction key to reach the option labeled 'Save' and press Enter. This will save the work done by you in the opened file. If you work in the file after this and then close the file, there will be a confirmation dialog with the message that the text in the file has changed, and whether you would want to save the changes. There will be three buttons Yes, No or Cancel. Press Enter on Yes.

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TOPIC 3.6: Closing a notepad document

To close a notepad document, press Alt key and F key to open the File menu drop down. Use down arrow direction key to reach the option labeled 'Exit' and press Enter. If you have not done any changes in the document, the file will be closed. If you have made changes to the document, there will be a confirmation dialog with the message that the text in the file has changed, and whether you would want to save the changes. There will be three buttons Yes, No or Cancel. If you press Enter on Yes button, the changes will be saved. If you press Enter on No button, the file will be closed without saving the changes in the file. If you press Cancel, the file will remain open with the changes, but these changes will not be saved.

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TOPIC 3.7: Other notepad operations

There are some other notepad operations that you should know. These are as follows:

A. Opening an existing notepad document

To open an existing notepad document, press Alt key and F key to open the File menu drop down. Use down arrow direction key to reach the option labeled 'Open' and press Enter. This will open the 'Open' dialog box. This is similar to the Save as dialog box. In the Open dialog box use the tab key to reach 'Look in' field. Here use the arrow direction keys to select the drive from which you want to open the notepad file. Press Tab again to reach the Contents box where all the folders under the selected drive are listed. In the contents box, use the arrow keys to select the folder from which you want to open the notepad file and press Enter. This will list all the sub-folders under the selected folder. You can select any sub-folder and press-enter to go inside it till you reach the folder from which you want to open the notepad file. Once you have selected the folder, use the direction keys to reach the file you want to open. Press Tab once again to reach the 'File Name' field. Here the name of the selected file will appear. Press Tab two times to reach the Open button and then press Enter. The selected file will be opened.

B. Making a copy of the notepad document

You can make a copy of the notepad document from the File menu drop-down. Press Alt key and F key to open the File menu drop down. Use down arrow direction key to reach the option labeled 'Save As' and press Enter. This will open the Save As dialog box and the steps to make a copy are same as described above for saving a new file. The only point to keep in mind is that when you are entering the name of the file, make sure that another text file does not exist with the same name in the same folder.

C. Selecting the complete document text

If you want to select the complete text in the document, press Alt key and E key to open the Edit menu drop down. Use down arrow direction key to reach the option labeled 'Select All' and press Enter. This will select the complete text in the document.

D. Time and Date

To print the current date and time, in the document press Alt key and E key to open the Edit menu drop down. Use down arrow direction key to reach the option labeled 'Time/Date' and press Enter. This will print the current date and time, wherever the cursor is placed in the document. An alternative method is to just press F5 key on the keyboard and the current date and time will be printed in the document.

E. Searching text in a notepad file

If you want to search a word or phrase in a document, press F3. This will open Find dialog box. This dialog box consists of;

  • Find what
  • Match Case
  • text field. In this field, you have to type or paste the word or phrase that you are looking for. - It means that the text to be searched will be matched exactly to the case typed in the Find What text box. For example, if you have typed the word or phrase in upper case (All caps) then the search results will consider the same words in upper case only. It will ignore any occurrence of the words or phrase in lower case. Similarly, if you have written the word to be searched in Title case, that is, the first character in upper case, and the rest of the characters in lower case; then the computer will be looking for the same word in only Title case.
(Match case appears as a selection box. You can reach it by using the Tab key. To make the selection, press the space bar once. To deselect it, press the space bar again.)
  • Direction -
  • This refers to the direction in which the search will be conducted. There are two options up, or down. So, if the cursor is say in the middle of the document and you choose up direction, then search will be conducted in the text between the middle and the beginning of the document.
(You can reach direction options by using Tab key. Down option will be pre-selected. You can change the option by using arrow direction keys. )
  • Buttons -
  • There are two buttons, Find Next and Cancel. Cancel will close the Find dialog box. Find Next will start the search on the word or phrase typed by you in 'Find What' field. The search will stop as soon as the first match is found. To conduct another search with the same word, press Enter. When you have completed the search press Tab to reach Cancel button and press Enter.

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Topic Exercises

1. Open a new notepad file, save it in Your hard drive and give it the name Notepad 1.

2. Enter two paragraphs of text in Notepad 1 and close it after saving changes.

3. Open another new notepad file, save it in Your hard drive and give it the name Notepad 2. Now copy the text written in Notepad 1 and paste it in Notepad 2.

4. In Notepad 2, select the last line of the first paragraph and delete it. Cut the first line of the first paragraph and paste it at the end of the document.

5. Select a word in Notepad 2 and search it in both documents.

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User Tip

Untitled

Untitled means that the newly created document has not been stored in the computer yet. The document is still in computer's temporary memory. To shift the document from temporary memory to the storage memory in hard disk, you have to perform the save function.

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Word Wrap

Whenever you open an existing document, ensure that this option is selected. To select this option press Alt key and E key to open the Edit menu drop down. Use down arrow direction key to reach the option labeled 'Word Wrap' and press Enter.

Back to text

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