The Computer Revolution/Software/Word processing

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[edit] Word Processing

Introduction and Overview

Word processing is probably the most common among the "productivity" software applications in use. The computer was certainly adopted quickly as a replacement for the typewriter when users had increased access to computers and discovered its advantages in document creation, editing, formatting and saving -- that is, its word processing capabilities. This is especially true when it comes to making changes to previously created documents. No longer is it necessary to re-type entire pages and/or documents in order to add, delete and make corrections, among other things. It has become as simple as retrieving the originally typed document from the computer (or storage device), making the necessary changes and either printing it with the "push of a button" (or few keystrokes) or putting the new version back into a file on the computer or on a storage device. In fact, there should be less chance of errors and typos because of such features as spelling and grammar checking options.

Possibly the greatest advantage in word processing is the "word wrap" feature which eliminates the need for time consuming "carriage returns," therefore also decreasing the expenditure of energy in the typing process. In order to do "word processing," one needs a computer and a program called a "word processor" (http://www.webopedia.com/TERM/W/word_processing.html Retrieved Oct 2, 2006).

Computers are generally sold with factory installed word processing software, but often this software is not the product or version desired by the customer. For example, the functionality of the software (e.g., Notepad) is more limited compared to the likes of Microsoft Word. As a result, purchasers tend to purchase, install and upgrade to a more common and familiar word processor.

In the early 1980s, word processing software such as DW3 (DisplayWriter) was command based and, as a result, more dependent upon "function" keys for implementing commands. Since the 1990s, users are not required to remember specific functions because the programs tend to be more 'user friendly' in terms of providing icons and drop-down menu options for the user's convenience. Although it may take one some time to find the appropriate command, a user can search and/or browse -- even request "help" from the program itself -- to find what they wish to accomplish in their document.

Perhaps the most common and familiar to computer users are such word processing software as Microsoft Word and WordPerfect. In fact, word processing has advanced to the point of being within a "suite" of productivity software applications and, as a result, can utilize the interconnectivity of the programs in this "suite" to produce advanced word document presentations with such features as 'linked' tables, maps and websites.

For more technical documents, there's an option to utilize a feature called "Cite While You Write" which inserts commands into the menu (i.e., 'Tools') of the word processing program (e.g., Microsoft Word) to give the user direct access to references and enables the bibliographic software (e.g., EndNote or ProCite) to conduct bibliographic formatting during the writing stage in the open document (Thomson ISI ResearchSoft, 2003, "EndNote 7 ... Bibliographies & More Made Easy," p. 38; ISI ResearchSoft, 2000, "ProCite," pp. 63-64).

Today, rather than purchasing word processing software, there is the option to use Free Software (e.g., AbiWord). Many word processors can open and save Microsoft Word Document files [and] .... suitable for a wide variety of word processing tasks [and] ... available for a number of languages and operating systems" (http://www.abisource.com/ Retrieved Oct 3, 2006).. Another option is to make use of web based word processors (e.g., Writely). One can "share documents instantly & collaborate [in] real-time ... edit your documents from anywhere ... store your documents securely online ... [and is] easy to use ... [because it provides] a familiar, desktop feel" (https://www.google.com/accounts/ServiceLogin?service=writely&passive=true&continue=http%3A%2F%2Fwww.writely.com%2F&ltmpl=homepage&nui=0 Retrieved Oct 2, 2006).

While there are many word processors available, each and everyone has the ability to perform the basics. That is, word processors enable the user to create or type a document, edit (make additions and corrections, as well as check spelling and grammar, move, copy and paste text), format (e.g., change spacing and capitalization, bold, italicize and underline text), print and save (http://www.compusmart.ab.ca/alummis/beginnerword/index.htm Retrieved Oct 2, 2006). Word processors can be quite complicated and provide the user with very advanced functions (as noted above), but the following discussions will begin by focusing on the basics for the benefit of all users.

Microsoft Word 2007 attempts to change the de facto word (and office) document file format, but the Open Document is used across more word processors and is gaining in popularity faster.

Basics of "building" a Document: Creating

When you enter text onto a new word document by a use of a keyboard you are not only inputting data into the computer but you are also forcing the computer to begin word processing in a new document (William.B & Sawyer.S, 2007. Using Information Technology. The McGraw-Hill Publishing Inc: New York). Three functions of word processing assist you with this process of what we call creating or starting a new document. The most integral function is the cursor. This small arrow or vertical line that appears on the screen allows you to see where you are located in the document. It allows you to navigate through the document so that you do not loose your place.

On the left side of your document you will also find a scrolling device that allows you to quickly move back and forth through the document from beginning to end. This device allows you to preview the beginning and end of the document while saving a vast amount of time (William.B & Sawyer.S, 2007. Using Information Technology. The McGraw-Hill Publishing Inc: New York).

Correcting-Editing

Editing is the process of making changes or modifications to an existing document. In word processors there are many features that can assist you with editing your document. Word processing allows people to spend less time with editing and formatting which in turn allows them to put more time into the piece they are writing (http://office.microsoft.com/en-ca/word/HA101650321033.aspx, Retrieved December 5, 2006). Information technology has greatly improved the process of human editing but also has allowed us to become “editing inept” as we the computer just does it for us with the touch of a button. Essentially an English professor may say we have become lazy in our approach to English.

Part of the reason we have become lazy is due to the fact that word processing has made it so easy for us to edit. Instead of whiteout or erasing if we make a mistake we can use the insert & delete button. If we feel we want to make additions to the document we can use the insert button and start typing wherever we place the cursor. All other text will shift (William.B & Sawyer.S, 2007. Using Information Technology. The McGraw-Hill Publishing Inc: New York). You can also replace text in a document meaning if you have typed one word throughout the whole document but realize you made a mistake you can find all instances of the words and then replace them with the word you meant to have. This feature saves the average writer an enormous amount of time. Making a mistake used to be a great annoyance in those handwriting days because it meant using an eraser, whiteout or even starting over however now with the undo command you can undo the last mistake you made just by using a touch of a button or simple command – Control Z on the keyboard. (William.B & Sawyer.S, 2007. Using Information Technology. The McGraw-Hill Publishing Inc: New York).

Editing in word processing also allows you to cut and paste which used to be a function only with scissors and glue however you can do this on the computer also with a touch of a button. Word processing also allows you to copy a word, paragraph or picture and paste to another location or another file. If you are having trouble thinking of a synonym all you have to do is use the built in thesaurus which is part of Microsoft word.

The last two elements of word processing that we have become to increasingly rely on in our daily careers, schooling and writing is spelling and grammar check. The computer will scan your document and pick up any miss-spelled word errors or grammar issues you may have in your writing. This English technique is and was one that you would spend hours and hours on in your English class learning however now the computer will automatically check and fix for you. Be careful with the spell check feature as if the word is spelled correctly but in the wrong context it will not pick it up. These features are good but still need the human eye to totally understand the language.