"How To" Use a Word Processor
Using a word processing program like Microsoft Word, WordPerfect, or Microsoft Works may seem fairly easy and intuitive, but in reality, it is not. Most people who grew up with typewriters, try to use a word processor program just like a typewriter, which is not how this software was meant to be used. Even those who have never used a typewriter tend to overlook many of the valuable features of a word processor program.
The true value of a word processing program is in its flexibility. With a typewriter, if you made a change to the first page of a long document, you had to retype the entire document. With a word processor, if you make a change to the first page of a document, all the other pages will adjust to that change automatically. That is, the adjustments will be made if you have created the document properly. Here are a few tips:
The Dangerous Spacebar
The overuse of the spacebar is really the biggest mistake of most novices. Because the computer uses better spaced fonts than a typewriter, extra spaces after sentences are not needed. There should be no extra spaces after colons, semi-colons, etc.
Most importantly, never use the space bar to move text over on the page. If you want the text to be centered on the page, let the word processing program center it for you. Most programs have an icon on the Formatting toolbar at the top of the page that will center the text automatically. Then if you change the size of the page the text will still be centered. If you want to indent the first line of a paragraph, use the tab key not the space bar, or set up a paragraph with a first line indent.
If you would like to create text or numbers in columns, again, don't use the space bar to move the text. Instead set tab stops by clicking your mouse in the ruler at the top of the screen. There are several different types of tabs that can be used. Read the word processor's help file to learn how to use them. In a program like Word you can also create columns automatically. Choose format, then Columns, then fill in the information requested to create the columns of the size and type to fit your needs.
WordWrap
Word processing programs will automatically wrap the text from one line to the next. So don't hit the enter key when you get to the end of the line. Just keep typing and let the computer figure out where to break the text. Also, do not separate a word by hyphenating it at the end of the line. If you let the computer complete the word wrap function, and you later insert, or delete text, the computer will automatically adjust the lines. If you hit the enter key yourself at the end of the line and/or hyphenate words and you later add or delete text, your spacing will be messed up causing you a lot of extra work.
Headers & Footers
A header is a line or two of text and/or graphics that appear on every page or every section of a document. A footer is the same, except that it appears at the bottom of the page. In Word you set up a header and/or footer by clicking on View, then Header/Footer, then entering the information you would like to have appear. Use headers and/or footers for any page numbers, dates, and/or repeating titles. Then when you make any changes to the document, the page numbers and other information will adjust automatically.
Styles/Templates
Most word processing programs use style sheets, which are sometimes called templates. Basically, a style sheet is a form that defines the layout of a document. You specify the size of the pages, the fonts you will use, the margins, and other details. Then you create a template with those parameters that can be used over and over again. You can define different style sheets or templates for different projects. For instance you can use a more informal style for personal letters, and a more formal one for business documents. Look up "template" or "style sheet" in your word processing documentation or help file for information on how to create these templates.
Defaults
Word processing programs use default settings to create documents. Unless you change these settings, and/or create and use a new template, every document will be based on these default settings. In Microsoft Word, the default template is called the "normal" template. If you find that every document in Word uses fonts that are too small, click on Format, then choose Font. Change the font size to something larger. Then click on Default, or Set as Default, and every document that you create from then on will use the larger font that you specified.
Headings
If you are creating Chapter Titles or other titles in the document, don't just make them bold, centered, and/or italic. Instead, give them the same type of formatting by choosing a style and formatting option. In Microsoft Word, this style shows up in the Formatting toolbar at the top of the screen. It will say something like "normal", or "Heading 1". If you don't see the Formatting area, click on View, Toolbars, then make sure there is a checkmark in front of Formatting.
Highlight your Chapter Titles or other titles and choose a format like "Heading 1" or "Heading 2". Then when you modify the heading style to suit your needs, all the headings that use that style will be automatically updated. (Look in the help menu for information on how to do this.)
Don't be afraid to play with your word processing program a little. Read the help file. Try different things. And don't use your word processing program like a typewriter. It is much, much more powerful than any typewriter ever was.
