Basic English for Computing / Basic English for Computing (Units) / UNIT 16

Word processing

A word processing program or word processor is used for creating and editing text documents. The program facilities can be accessed using a menu bar, although the most common tools can also be accessed using rows of button icons known as toolbars. The standard toolbar contains icons for the most frequently used facilities such as saving, printing, and spellchecking. There are also icons for cutting, copying, and pasting, and for undoing any changes. The formatting toolbar has icons for formatting the text, i.e. changing the size and shape of text characters. For example, the user can align the text to the left or to the right, or can justify the text, i.e. have it aligned to both the left and right at the same time. Rectangular gridlines, which form what is known as a table, can be used to control the layout. A desktop publishing package gives more precise control of format and layout, and allows the user to prepare documents for printing by a professional printer.

A WIMP system uses dialog boxes to give information or to get information from the user. Note that the American English spelling dialog is normally used in computing although the British English spelling dialogue can also be used. A dialog box a window that opens on the display screen. It can contain various components, some of which are shown in the table below.

Component	Purpose
text box	allows the user to input text
drop-down list box	allows the user to choose from a list that opens when clicked
command button	starts a process
checkbox	allows the user to choose True or False

One way to find a file on a computer system is to use the Find dialog box. Having indicated what they are looking for, using text boxes, drop-down list boxes, and checkboxes, the user clicks the Search command button. The Find facility then searches for the file and displays its path on the screen.

16 Word processing

Tuning-in

Task 1 General purpose packages such as word processors and spreadsheets have a number of features in common. Match these commands (1-7) to their meanings (a-g).

1 Open a alter data in the document

2 New b begin a new file containing no data

3 Save с alter the appearance of the text (e.g. change the font)

4 Print d start the application ready for use

5 Insert e enter information into the file

6 Edit f save the document to disk

7 Format g send the data to the printer to be printed out

Listening: Word processing screen

Task 2 Study this word processing screen. Can you identify these components?

1 Menu bar 5 Formatting toolbar

2 Insertion point 6 Standard toolbar

3 Status bar 7 Ruler

4 Title bar

Task 3 Now listen to the explanation to check your answers.

Task 4 Number from 1 to 5 the features on the screen which allow you to:

1 insert a table 4 know which page you're on

2 print 5 underline part of a text.

3 change the font

Reading: Draft letters

Task 5 Study these two drafts of a letter. Underline the changes made in Draft 2.

14 Glancey Street Broadtown EL12 4PQ 5th January 1999 Ms J Huckcrby Draft 1 Customer Services Wanda Ltd. Somerton SP1 3QR Dear Ms Huckerby Re: Printer 6WL, Serial No 1563526 I purchased this printer from you in September, but it soon developed a fault. I sent it for repair under the guarantee on 19th November last year. It was returned on December 6th but it is still falty. I am returning it for further attention. Yours sincerely Paul Brandt

14 Glancey Street BROADTOWN EL12 4PQ 5th January 1999 Ms J Huckerby Draft 2 Customer Services Wanda Ltd. SOMERTON SP1 3QR Dear Ms Huckerby Re: Printer 6WL, Serial No 1563526 I purchased this printer in September, but it soon developed a fault. I sent it for repair under the guarantee on 19th November last year. It was returned on December 6th but it is still faultv. The paper jams every time it prints. I am returning it for further attention. Yours sincerely Paul Brandt

Task 6 Which of these word processing features has the writer used to make the changes in Draft 2?

Language work: Present perfect passive

Study this list of changes to Draft 2 of the letter in the Reading section. 1 tabs inserted 6 words deleted 2 spelling checked 7 words inserted 3 line spaces inserted 8 words underlined 4 text justified 9 characters made bold 5 letters changed to capitals

We can describe these changes like this. Tabs have been inserted. The spelling has been checked.

The words in bold are in the Present perfect passive. We form the Present perfect passive with has/have been + -ed (the past participle of the verb). The Present perfect passive describes changes in the recent past which have a result in the present. Remember that we use the passive form if we want to focus on the action and not the agent, or if it is very clear who or what the agent is.

Task 7 Describe rhe other changes which have been made in Draft 2 in the same way.

Task 8 Now look at the two versions of this letter. Describe the changes which have been made in Draft 2.

	ER Computing, РОВ 305, London 17th May			ER Computing, РОВ 305, London 17th May
Draft 1			Draft 2
Dear Mr Hunt, Thank you for your fax of the 14th and for your interest in the post of Computing Support Officer. Before we can proceed with your application, we need a full CV together with the names of two referees. Yours sincerely, Sarah Gaites Personnel Director			Dear Ms Fellows, Thank you for your letter of the 2nd and for vour interest in the post of Computer Programmer. Before we can proceed with your application, we need the names of two referees. Yours sincerely, Sarah Gaites, Personnel Director

Problem-solving

Task 9 Study these pairs of words in different fonts from a desktop publishing package. Which font in each pair would be most suitable for an advertisement? Explain your choices. Use these phrases.

It's too...

It's not... enough.

Writing

Task 10 Study these instructions for using the Find command.

1 Choose the Find command in the Edit menu.

2 Type the text you want to find in the Find What text box, for example, present.

3 Type the text exactly the way you want to find it.

4 If you want to find text that matches upper case and lower case with the way you type it, select Match Case.

5 If you want to find whole words only, select Find Whole Words Only. If not, you will find presenting, represent, presenter, etc.

6 Click on Find Next and the program will pause each time it finds the words you want.

7 The found text is highlighted on the screen.

Now write your own instructions for using Find and Replace based on this dialog box. Use your own examples.

Speaking

Task 11 Work in pairs, A and B. Explain to your partner in simple terms what you think are the functions of the labelled buttons on your copy of the standard toolbar.

Student A Your toolbar is on page 118.

Student В Your toolbar is on page 119.