a word processor is a software program capable of creating, storing, and printing documents. Users using word processors can create a document and make any changes anywhere in the document. This document can then be saved for modification at a later time or be opened on any other computer using the same word processor. Today, the word processor is one of the most frequently used software programs on a computer, with Microsoft Word being one of the most popular of these types of programs.

Text Editing and Formatting Documents Using Microsoft Office Word

Once you type your text on the MS Word window, it requires editing and formatting to give it a nice appeal. The best thing with Microsoft Word is that it highlights the quite obvious mistakes that you make, either typos, spellings or grammar related errors as you type. Some of them will be automatically corrected as you type, for instance, if you type the word ‘exampel’, the MS Word program will rectify it for you automatically. Most of the times you won’t even know if you had made a mistake. Thanks to the auto-correct feature in the program.

The Font Formatting Option

The option for changing font

The option for changing font | Source

Spelling and Grammar Checking

The best thing is for you to do grammar and spell checking after you finish typing. There are two ways you can check the spelling and grammar on your work:-

  1. You can right click on the underlined word or phrase and check on the given suggestions, then select the correct one.
  2. You can use the spelling and grammar tool. Click on tools and then select spelling and grammar. This tool comes in hardy when spell checking a lot of text. Check among the given words for the word you want.

For the words not in dictionary, you have to ignore them. You have the option of also adding words to the dictionary.

Spelling and grammar tool

Spelling and grammar tool | Source

Formatting a Document

When you format a text, you change its appearance in many ways such as font, font style, font colour, font size among others. To format any text, you must select it first. Text can be selected or highlighted using the following methods:-

  1. Click with the text pointer at the beginning of your text, hold down the left mouse button and then drag the mouse pointer to the end of your text.
  2. Click at the beginning of your text; hold down the shift key move using the right arrow key until you reach the end of your text. You can use the down arrow to move to another sentence.
  3. Click the beginning of your selection hold down the shift key then click at the end of your text.
  4. To select one word, double click on it.
  5. To select a whole paragraph triple click it.
  6. To select a whole document, click on its margin 3 times or click on edit and then select all or hold down CTRL key and then press A.

After successfully highlighting the text you want to format, click on the format menu and select font. On the dialog box that appears, you can change so many things related to font. The best thing is to try them out on the document you have typed.

Spell Checking by Right Clicking on the Specific Word

Spelling and grammar check by right clicking

Create a table

To create a table in Word 2007, navigate to the Insert Ribbon by clicking on the Insert tab, as shown in Figure A

Insert tab

Click on the Table button on the Insert Ribbon (Figure B) and mouse over the table configuration of rows and columns that you wish to insert (Figure C). This is by far the easiest way to create a table when you know exactly how many rows and columns you will need.

Insert Table
You can also choose one of the first two items from the list shown in Figure B and insert a table by way of the Insert Table dialog box (Figure D) or by drawing a table.


  1. Open an existing Word document, or create a new one.
  2. From the Mailings tab, click the Start Mail Merge command and select Step by Step Mail Merge Wizard from the drop-down menu.
    Screenshot of Word 2013

The Mail Merge pane appears and will guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list.

Step 1:

  • Choose the type of document you want to create. In our example, we’ll select Letters. Then click Next: Starting document to move to Step 2.
    Screenshot of Word 2013

Step 2:

  • Select Use the current document, then click Next: Select recipients to move to Step 3.
    Screenshot of Word 2013


Step 3:

Now you’ll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.

  1. From the Mail Merge task pane, select Use an existing list, then click Browse… to select the file.
    Screenshot of Word 2013
  2. Locate your file and click Open.
    Screenshot of Word 2013
  3. If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.
    Screenshot of Word 2013
  4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you’re done, click OK.
    Screenshot of Word 2013
  5. From the Mail Merge task pane, click Next: Write your letter to move to Step 4.
    Screenshot of Word 2013

If you don’t have an existing address list, you can click the Type a new list button and click Create. You can then type your address list.


Step 4:

Now you’re ready to write your letter. When it’s printed, each copy of the letter will basically be the same; only the recipient data(such as the name and address) will be different. You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

To insert recipient data:

  1. Place the insertion point in the document where you want the information to appear.
    Screenshot of Word 2013
  2. Choose one of the four placeholder options: Address block, Greeting line, Electronic postage, or More items.
    Screenshot of Word 2013
  3. Depending on your selection, a dialog box may appear with various options. Select the desired options and click OK.
    Screenshot of Word 2013
  4. A placeholder will appear in your document (for example, «AddressBlock»).
    Screenshot of Word 2013
  5. Repeat these steps each time you need to enter information from your data record. In our example, we’ll add a Greeting line.
    Screenshot of Word 2013
  6. When you’re done, click Next: Preview your letters to move to Step 5.
    Screenshot of Word 2013                                                 KKKKK

For some letters, you’ll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to personalize it even further.

Step 5:

  1. Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each document.
    Screenshot of Word 2013
  2. Click Next: Complete the merge to move to Step 6.
    Screenshot of Word 2013

Step 6:

  1. Click Print… to print the letters.
    Screenshot of Word 2013
  2. A dialog box will appear. Click All, then click OK.
    Screenshot of Word 2013
  3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.
    Screenshot of Word 2013