Module – Word Processing

Lesson 1 – Introduction to Word Processing and the Interface

Word processing software is used to create, edit, format and share text-based documents such as reports,
letters, essays and forms. In this lesson, you’ll explore what a word processor does and learn your way
around the main screen.

Learning outcomes

By the end of this lesson you should be able to:

• Explain what a word processor is used for.
• Recognise common word processing programmes.
• Create, open, save and close documents.
• Identify the main parts of the word processor interface.
• Change views and zoom level.
• Type, select and move around text efficiently.

1. What is a word processor?

A word processor allows you to create and edit text documents digitally instead of using pen and paper.

You can use a word processor to:

• Type and edit text.
• Format text and paragraphs (fonts, alignment, spacing).
• Add images, tables, shapes and other objects.
• Use spelling and grammar tools.
• Apply layouts, themes and styles.
• Create professional documents using templates.
• Save, print and share documents.

Examples of word processing software:

• Microsoft Word (desktop and online).
• Google Docs (browser-based).
• LibreOffice Writer.

2. Creating and opening documents

When you open a word processor you can:

• Create a new blank document.
• Use a template (CVs, letters, flyers, reports).
• Open an existing saved document.

Common file types:

• .docx – Microsoft Word document (standard).
• .odt – OpenDocument Text format (LibreOffice).
• .pdf – exported, fixed layout format for sharing.
• .rtf – Rich Text Format (compatible across programmes).

Document properties (often shown under File → Info):

• Author name.
• File size.
• Last modified date.
• Page count and word count.

3. The word processor interface

Most word processors share a similar layout, even if they look slightly different.

• Title bar – shows the document name and sometimes the programme name.
• Ribbon / toolbar – contains command buttons grouped under tabs.
• Quick Access Toolbar – commonly used actions (Save, Undo, Redo).
• Tabs – such as Home, Insert, Design, Layout, References, Review, View.
• Document area / workspace – the main page where text is typed.
• Status bar – shows word count, spelling status, language and page number.
• Scroll bar – lets you move up and down the document.
• Zoom controls – adjust how large the page appears on screen.
• Context menu (right-click) – quick access to formatting actions.

Insert Image: labelled diagram of a word processor window showing Title bar, Ribbon, Quick Access Toolbar, Document area, Status bar and Zoom controls.

4. Views and zoom

Word processors provide different views to help you read or edit your document.

Common view options:

• Print Layout – shows the document as it will appear on paper (page breaks, margins).
• Web Layout – useful for content designed for online reading.
• Read Mode – optimised for reading, hides some editing tools.
• Outline View (Microsoft Word) – useful for long documents and headings.

Zoom options:

• Zoom in – makes the page appear larger.
• Zoom out – shows more of the page at once.
• Zoom slider – quick, adjustable zoom (often in the bottom-right corner).

5. Typing, selecting and navigating text

Typing:

• Text appears where the cursor (insertion point) is positioned.
• Press Enter to start a new paragraph.
• Press Backspace to delete characters to the left of the cursor.
• Press Delete to delete characters to the right of the cursor.

Selecting text:

• Click and drag to highlight text.
• Double-click selects a word.
• Triple-click (in many programmes) selects a whole paragraph.
• Ctrl + A selects all text in the document.

Navigating within the document:

• Arrow keys – move one character or line at a time.
• Ctrl + Arrow – jump between words.
• Page Up / Page Down – move by large sections of the page.
• Ctrl + Home – go to the top of the document.
• Ctrl + End – go to the bottom of the document.

Undo and Redo:

• Undo reverses the last action (often Ctrl + Z).
• Redo repeats an action that was undone (often Ctrl + Y or Ctrl + Shift + Z).

6. Saving and closing documents

Saving your work frequently helps prevent data loss.

• Save – updates the current file (shortcut: often Ctrl + S).
• Save As – saves a new copy with a different name, format or location.
• AutoSave – automatically saves your work (for example, Microsoft 365, Google Docs).
• Cloud saving (OneDrive, Google Drive) – allows access to documents from any device.

When closing a file, the programme will ask you to save any changes if they have not been saved.

7. Practical Activity

Complete these tasks in your own word processor:

1. Open your word processor and create a new blank document.
2. Type three sentences and use Enter, Backspace and Delete.
3. Practise selecting words, sentences and paragraphs (single, double and triple-click).
4. Use the Zoom slider to zoom in and out.
5. Switch between Print Layout and Read Mode (or similar views).
6. Save the document as Lesson1_Practice.docx.

Quick self-check quiz

Try these questions. Click to reveal the answers.

1. Which file type is the standard format for Microsoft Word?

2. Which part of the window shows the number of pages and word count?

3. What keyboard shortcut selects all text in the document?

4. Which view shows your document as it will look when printed?

5. What is the difference between Save and Save As?