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Word-Processing Basics

Mar 13, 2019

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Word-Processing Basics. List the four basic functions of word processing programs. Name two tools used to navigate a word processing document. Summarize four key features of word processing programs. Identify three standards for word-processing documents. Objectives.

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List the four basic functions of word processing programs. • Name two tools used to navigate a word processing document. • Summarize four key features of word processing programs. • Identify three standards for word-processing documents Objectives

Explain how to identify document files in a list of files • Describe the benefits of selecting text. • Contrast different editing tools, such as the Cut and Copy commands, and the Undo and Redo commands. • Explain what default formatting is. Objectives

Identify four parts of any document that can be formatted. • Summarize the advantage of dividing a document into sections for formatting. • Compare portrait and landscape orientation. • Describe the benefits of creating documents in a desktop-publishing program. Objectives

AutoCorrect • Autosave • Insertion Point • Pagination • Word-Processing program • Word Wrap • Clipboard • Copy Key Terms

Cut • Paste • Redo • Select Text • Undo • Default • Page formatting Key Terms

Sans Serif • Section • Serif Key Terms

1n 1968, IBM first used the term word processing. The term described machines that could be used to type a document, remember the typist’s keystrokes, and produce more than on copy. With this new tool, workers saved time. Introduction

Word-processing programs are used for creating and printing text documents. These programs have four functions: • Writing – entering text and symbols into a document • Editing – revising or reorganizing the text • Formatting – changing how the text looks on the page • Printing – producing a printed copy See the next three slides Functions of Word Processing-Program

Writing Editing

Word-processing programs can be used to create almost any kind of printed document, such as letters, reports, and brochures. They can also be used to created calendars, return address labels, and labels for homemade CDs. Word process application is the most used by people than any other application. Use of Word Processing

When you open a word-processing program, a new blank document is created. It looks like a blank piece of paper on the screen. In Word 2010, you can create another document at any time by clicking the File tab, clicking the New command, selecting Blank Document, and clicking the Create button. Working with a Word-Processing Document

In Windows OS, most word-processing programs allows you to create a new document by pressing Ctrl+N (hold the Ctrl key and press N). In Mac OS, this similarly done by pressing Command+N. Every time you create a new document you need to save it. Click the Save button on the Quick Access toolbar. When the Save As dialog box opens, name your document. Working with a Word-Processing Document

Insertion Point – shows where the text you type will appear. It moves as you type. Scrolling – As you write, you might want to reread or change something you wrote earlier. That is made easy by scrolling using the mouse or keyboard to move through the document. See the next slide Working with a Word-Processing Document

Save Button Click the File tab to begin creating a new document. Scroll bar Insertion Point Document area

Most word-processing programs have these features to help you write, edit and save your work. • With word wrap, the program automatically starts a new line, or “wraps” the text , when the current line is full. • When a page is full, the pagination feature automatically starts a new page. You can also force a new page by inserting a special character, called a page break. Basic Features

The AutoCorrect feature fixes common spelling mistakes as they are typed. You can turn off this feature or modify it to accept unusual words that you often use. • The AutoRecover or autosave feature protects you from losing work. It does so by automatically saving a document as often as you want. If the computer shuts down accidentally, you can retrieve the most recently saved version. Basic Features (Continued)

Text wraps automatically at the right margin. Page Break Page Break

As you write, keep in mind three standards of style to make your work look professional. • Two Standards are met automatically by many programs. They change two hyphens (--) to an em dash (-). They also convert quotation marks to curly quotation marks, or “smart quotes.” • One standard is not automatic – you have to remember to do it. This standard is to type one space, not two, between sentences. Typing Standards for Word-Processing Documents

Opening a Document for Editing Editing can take pace at any time after you have created the document. You can go back and edit text you recently entered., or you can edit a document you created , saved, and closed. You can use a word-processing program’s Open Command to open file, or you can use your operating system’s file management features to find files on a disk (hard drive). In Windows, file names have extensions, such as .txt, .rtf, docx (Windows 2010), or .wpd, although these extensions may be hidden form view. Editing a Document

Selecting Text Usually, people edit more than one character at a time. The select text feature lets you highlight anything from a word to a whole document. Then you can delete it, move it, copy it, or change its formatting. To select text, simply click and drag the mouse over the text you want. Most programs also let you select text by using the keyboard. You hold down the shift key while you use the arrow keys and other keys to select the text. Selected text is highlighted on the screen; that is, it appears with a different background color. Editing a Document

Two common reasons for selecting text are cutting and copying. Both actions place the text in the Clipboard. The Clipboard stores cut or copied text while you work. Once you close the program or shut down the computer, items on the Clipboard are no longer available. • The Cut command removes the selected text from a document and places it on the Clipboard. • The Copy command places a duplicate of the selected text on the Clipboard. Cutting, Copying and Pasting

Pasting command is use to insert an item copied or cut to the Clipboard. Simply place the insertion point where you want the item to appear. Then, click the Paste icon on the Clipboard group of the Home tab or press Ctrl+V. The copied item or text appears where you want it. Cutting, Copying and Pasting Cut Paste Copy Commands in the Home tab, Clipboard group

Using Cut and Paste – Moving a sentence from the middle of a paragraph to the beginning can be done by selecting and dragging it. You can use Cut and Paste to move that sentence farther – for example, to another page – or to move text or a graphic from one document to another. You can even open a new window, paste the text you cut from another document, and save the pasted text as a new document. Cutting, Copying and Pasting

Using Copy and Paste – Copying and pasting saves time when you need to repeat some text. You can also copy and paste to bring a graphic from one document into another. Undoing and Redoing – Word-processing programs have commands that can undo or cancel and edit. If you delete a word by mistake, you can use the Undo command to put it back. Many programs also have a Redo command. You can use this feature to put a change back in effect after canceling it with Undo. Cutting, Copying and Pasting

Merging – Most word-processing programs have a mail merge feature you can use to generate customized form letters, mailing labels, envelopes, and even e-mails. You create a word-processing document that includes the content you want everyone to receive and then merge it with a data source of customized information, such as names and addresses. Cutting, Copying and Pasting

Appearance is Important A document’s formatting – its appearance – is sometimes as important as its contents. This is why word-processing programs have so many tools to format documents. Word-processing programs include many preset formats, called defaults. The program applies these formats automatically, unless you change them. Formatting a Document

Formatting Characters Character formatting lets you change the look of letters. Three primary formats are applied to Characters: • The font is the family used. • Font size is the height of characters, measure in points. One point equals 1/172 inch. • Font styles are characteristics such as boldface and italic. Formatting a Document

Formatting Characters There are four general categories of fonts. Serif fonts, such as Times New Roman, have serifs, or lines projecting from the ends. They are easy to read and are often used for document text. San Serif fonts, such as Arial, do not have serifs, and are often used for headings. Script fonts are used to simulate hand-writting. Decorative fonts have embellishments such as a curlicues Formatting a Document

Formatting Paragraph A paragraph is any text that ends with the press of the “Enter Key”. Whenever you press Enter, you create a paragraph. You can change many paragraph formats, including: • Alignment – This is the way a paragraph lines ups between the page’s left and right margins Formatting a Document

Formatting Paragraph • Line spacing – This is the amount of space between the lines of the text in a paragraph • Indentation – This is added space between a margin and the text. • Tabs – These are stops placed along a line. Pressing the Tab key moves the insertion point to the next stop. Tabs can be used to align text in tables or columns. Formatting a Document

Formatting Pages Page formatting affects how and where text is positioned on the page. The main features in page formatting are: • Orientation – Text can be printed in one or two directions, or orientations. In portrait orientation, text is printed down the page’s long edge, creating a page that is taller than it is wide. Formatting Sections

Formatting Pages • Orientation – In landscape orientation, text is printed down the page’s short edge, creating a page that is wider that it is tall. • Headers and footers – This is special information placed at the top of the page – headers – or at the bottom – footers. These placeholders can show page numbers, the date, or the document’s title. Formatting Sections

Publishing from a Desktop Desktop-publishing (DTP) programs are used to create high-quality publications that look as if they were produced on a printing press. They can be used to do some of the same tasks as word-processing programs, but they greatly expand design options so you can create high-quality documents. Basics of Desktop Publishing

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10.1: Introduction to Word Processing Software

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A word processing program is a software program that includes tools for entering, editing, and formatting text and graphics. The electronic files you create using Word are called documents. One of the benefits of using Word is that document files can be stored in a variety of places on your computer, or in the cloud using one drive, and easily shared with others via disks, emails, or online file storage. Microsoft Word allows users to accomplish the following tasks.

• Type and edit text.
• Copy and move text from one location to another in the document, or to other documents.
• Format text and paragraphs with fonts, colors, pictures, tables, and many other tools.
• Design pages for specific purposes- from personal letters to sophisticated memos and reports.
• Enhance documents for readability with pictures, charts, graphics, etc.
• Use mail merge features to quickly and easily send customized communications to customers.
• Share documents securely to others.
• Communicate clearly and professionally with others by using the built-in tools of Word.

Now that you are aware of some of the uses for Microsoft Word, let's get started by creating a new document. Launch Microsoft Word and click on “Blank Document”.

Take some time to explore the user interface. A few notable features of Word include:

• Title bar: displays the name of the document and the name of the program. Until you give a new document a different name, its temporary name is Document 1. The left side of the title bar contains the Quick Access toolbar, which includes buttons for saving a document and undoing, redoing, and repeating a change. The right side of the title bar contains the Ribbon Display Options button, which you use to hide or show the Ribbon and tabs, the resizing buttons, and the program Close button.
• The File Tab provides access to Backstage view where you manage files and the information about them.
• The Ribbon contains the Word tabs. Each tab on the Ribbon includes buttons for commands related to editing and formatting documents. The commands are organized in groups. For example, the Home tab includes the Clipboard, Font, Paragraph, Styles, and Editing Groups. The Ribbon also contains the “Tell me what you want to do” box, which you can use to find a command or access help. The ribbon also contains the share command, which you can use to easily share documents.
• The document window displays the current document. This is the space you are working inside.
• The rulers only appear in the Print Layout view. The horizontal ruler displays left and right document margins as well as the tab settings and paragraph indents, if any, for the paragraph. The vertical ruler displays the top and bottom button margins.
• The vertical and horizontal scroll bars are used to navigate inside your document. They contain arrows to help you navigate the document.
• The status bar displays the page number of the current page and the total number of pages and words in the document. It also displays spelling and grammar checking.
• The view buttons on the status bar allow you to adjust the view, toggling between print layout, read mode, or web layout view. The Zoom slider allows you to zoom in and out of the document.

In the document window, you should see a blinking cursor. This is known as your “insertion point”. Your insertion point is where text or objects we are placed in the document. You can change the insertion point using your arrow keys or mouse.

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Word Processing Software: A Beginner’s Guide

• April 30, 2024

A word processor is a digital tool that lets you create, edit, format, and save text documents on your computer or smart device. Coming with a bunch of advantages over traditional pen and paper, there aren’t many people who haven’t used one at some point.

But, everyone has different levels of ability, so we thought it would be useful to have a simple-but-detailed look at word processing software, what the basic functions are, and where you can find them. So, there’s the intro – let’s get into word processing software, and what it can do.

Contents Toggle 1. ‘Which word processor should I use?’ 2. Common word processor terms 3. Understanding the interface 4. How to create a new document 5. How to format text 6. Paragraph formatting 7. Applying styles 8. How to cut, copy, & paste text  9. Find & replace 10. Undo and redo 11. Working with images, shapes, & tables 12. Headers, footers, & lists 13. Spellcheck & autocorrect 14. AI assistance 15. Templates 16. Keyboard shortcuts 17. Saving your work 18. Comments & tracked changes 19. Printing 20. More word processing tips

The Basics:

We’re going to take things right from the top, and if you’re reading this, you probably know what’s coming next. But, this is a ‘101’ article, so we’re going to get right down to the basics of word processing software before we take a look at everything else.

1. ‘ Which word processor should I use?’

There are many word processors available, each with its own features and functionalities – and, if you’re a beginner, knowing which one to go for may leave you feeling a little overwhelmed. Here are some of the most-used ones.

Microsoft Word: The industry standard, offering a vast array of tools for professional and personal use.

Google Docs: A free, cloud-based word processor with excellent collaboration features. Perfect for working on documents with others online.

Apple Pages: Designed for Mac users, Pages offers a user-friendly interface and integrates seamlessly with other Apple products.

OfficeSuite Documents: This is a very viable alternative to Microsoft Word, offering a high level of compatibility with other file formats, and is just one part of an office pack that also features Sheets, Slides, PDF, & Mail.

If you’re feeling a little overwhelmed with choice, take a look at our guide on what to look for in a free word processor .

2. Common word processor terms

You’ll be seeing a bunch of terms being used in this guide, so just in case, we’ve put together a glossary of the most popular. But, seeing as that might be a bit long, it’s in a drop-down format, so just click the link below to show or hide the definitions.

See common terms

Font – refers to the design of the characters you type. Common fonts include Times New Roman, Arial, and Calibri.

Font size is the size of the characters in a font, measured in points (pt).

Bold, italics, and underline are formatting options that can be applied to text to make it stand out.

Alignment refers to how text is positioned on a line. Text can be left-aligned, right-aligned, centered, or justified.

Line spacing refers to the amount of space between lines of text. Common line spacing options include single spacing and double spacing.

Paragraph formatting includes options such as indentation, spacing before and after paragraphs, and line spacing.

Margins are the spaces around the edges of a page.

Headers and footers are lines of text that appear at the top and bottom of every page, respectively.

Bullets and numbering can be used to create lists.

Tables can be used to organize information in rows and columns.

Find and replace is a feature that can be used to find and replace text in a document.

Spell check is a feature that can be used to check for spelling errors in a document.

Formatting is the process of changing the appearance of text, such as by changing the font, font size, or alignment.

Editing is the process of making changes to the content of a document, such as adding, deleting, or moving text.

Document is a file that contains text, formatting, and other elements.

Template is a pre-formatted document that can be used to create new documents.

File is a collection of data stored on a computer.

Open is to load a document into a word processing program.

Save is to store a document on a computer.

Print is to create a physical copy of a document on paper.

Close is to exit a document.

3. Understanding the interface

Most word processor software solutions share a similar layout, designed to make everything you need easily visible and accessible.

For the following guide and screenshots, we’ll be using OfficeSuite Documents .

Menus : Located at the top of the screen, menus contain a list of commands categorized by function (e.g., File, Edit, Format).

Toolbars : Rows of icons offering quick access to frequently used commands like font style, bold, or italics. You can customize toolbars to display the ones you use most.

Workspace : The main area where you type and edit your document. It typically resembles a blank page and provides a visual representation of your work.

4. How to create a new document

Here’s how to create a new document:

• Open your chosen word processor application.
• Look for the “ New ” or “ File ” menu option, usually found towards the top-right of your menu.
• Select “ New Document ” (or something with similar phrasing).
• A blank document will open in the workspace, ready for you to start writing.
• Word processors also offer templates for specific document types like letters, resumes, or reports, providing a pre-formatted structure to save you time. More on that later.

Formatting:

Now that you’ve got your document started, let’s take a look at how to format it for clarity and impact. By using a combination of text formatting, paragraph formatting, and styles, your document will go from plain text to a visually appealing and professional piece of work.

5. How to format text

Formatting individual characters within your text allows you to emphasize key points and improve readability. Here are some common formatting tools:

Bold : Makes text stand out, often used for headings or important information.

Italics : Adds emphasis or indicates foreign words or phrases.

Underline : Can be used for emphasis or hyperlinks (depending on the context).

Font styles, colors and sizes : Choose from various fonts (e.g., Times New Roman, Arial) to create a specific look and feel. Adjust the font size and color for better readability or to differentiate headings from body text.

6. Paragraph formatting

Formatting entire paragraphs affects their overall presentation and organization and can help make your document quicker to read and easier on the eye.

Alignment : Align your text left, right, centered, or justified (straight edges on both sides).

Indentation : Create space at the beginning of each paragraph for a clean, organized look.

Line Spacing : Adjust the space between lines of text for improved readability.

7. Applying styles

Styles are pre-defined sets of formatting options that can be applied to text with a single click, ensuring consistency throughout your document and saving you time from applying individual formatting for each instance.

Most word processors offer a variety of built-in styles like Heading 1, Heading 2, Body Text, and Caption. You can also create custom styles to match your specific needs.

8. How to cut, copy, & paste text 

These common word processor functions allow you to rearrange text sections efficiently or copy content from other sources. They can be found in the “Edit” part of your menu, or by right-clicking on your selected text.

Cut : Removes the selected text from its current location and stores it temporarily in the clipboard (a hidden storage area). You can use the keyboard shortcut Ctrl+X

Copy : Creates a duplicate of the selected text in the clipboard, leaving the original text intact. You can use the keyboard shortcut Ctrl+C

Paste : Inserts the content from the clipboard at the current cursor location in your document. You can use the keyboard shortcut Ctrl+V.

9. Find & replace

Find : Locates specific words or phrases within your document. This is helpful for searching for typos, inconsistencies, or specific information.

Replace : Not only finds but also allows you to replace the searched term with a different word or phrase. This is a powerful tool for making widespread edits quickly and accurately.

10. Undo and redo

These editing tools give you the freedom to experiment and make changes without fear of permanent mistakes, so go ahead and use them to refine your document as you want.

Undo : Reverts the last action you performed. This is a lifesaver if you accidentally delete something or make an unwanted change. Most word processors allow you to undo multiple actions.

Redo : Reverses an undo action, bringing back the change you previously undid.

You can find “ Undo ” and “ Redo ” under the “ Edit ” section of your top menu, or by clicking on the back arrow in the top toolbar.

11. Working with images, shapes, & tables

Inserting images and shapes : Enhance your document with visuals by inserting pictures, charts, or graphs. Most word processors allow browsing your computer files or even online sources to locate images.

Formatting images : Resize, crop, and adjust image properties like brightness and contrast to seamlessly integrate them into your document’s layout.

Creating and formatting tables : Organize information clearly with tables. You can insert rows and columns, define cell borders, and merge cells for a professional look.

12. Headers, footers, & lists

Lists : Use bulleted or numbered lists to present information in a clear, concise way. Great for steps in a process, key points, or features of a product.

Headers and footers are areas at the top and bottom of a page used to display recurring information like page numbers, titles, and dates for better document organization and readability

13. Spellcheck & autocorrect

There’s no need to worry about your spelling. Depending on your word processor, you’ll be able to find spell check features under the “Review” tab in the top menu.

14. AI assistance

Some word processors will have an AI assistant to help you with your writing. With OfficeSuite Documents, just hit the button in your toolbar and let the assistant help you refine your writing. More on that here.

15. Templates

Save time and effort by using pre-designed templates. These offer pre-formatted layouts for specific document types like resumes, business letters, or brochures. You can usually find these under the “ File ” menu, where you’ll then need to click on “ New ”, or when you open a new, blank document.

16. Keyboard shortcuts

Most word processors offer keyboard shortcuts for frequently used commands. Learning these shortcuts can significantly boost your productivity. Here are some of the more common ones you can use in OfficeSuite and other word processors. The shortcuts may vary on the software you use.

Bold : Ctrl+B

Italic : Ctrl+I

Underline : Ctrl+U

Print : Ctrl+P

Save : Ctrl+s

Find : Ctrl+F

Replace : Ctrl+H

Copy : Ctrl+C

Cut : Ctrl+X

Paste : Ctrl+V

Collaboration and sharing:

Sharing your work is easy. Most word processors offer built-in sharing features, including the ability to save your work to a cloud storage service like MobiDrive , Google Drive or OneDrive. Then, within the platform, you can invite others to access and edit the document by sharing a link.

This allows for real-time collaboration, where everyone can see changes as they happen. Alternatively, you can choose to send a copy of your document as a PDF or another format, depending on whether you want them to edit it or just view it.

Here’s a lot more information on how to use MobiDrive .

17. Saving your work

Before you share your work, it’s super important to save it. Most word processors offer various file formats to choose from, but here are some of the more common ones you’ll find.

Document format (e.g., .docx for Microsoft Word): The native format of your chosen word processor, typically containing all formatting and layout information.

Compatible format (e.g., .doc for older Word versions): Saves the document in a format readable by other word processors with some potential loss of formatting.

Plain text (.txt): Saves only the raw text content, without any formatting or layout. This format is universal but lacks visual appeal.

PDF : Saving your work as a PDF is a great way to preserve the formatting of the file if you’re not sure what software or device the recipient is using. You can read more about how to save pages as a PDF in our handy guide.

You can save your work by clicking “ File ” from your top menu, or using the shortcut Ctrl+S .

18. Comments & tracked changes

Even if you’re not working in real-time, you can still collaborate through comments and track changes:

Comments : Allow you to leave notes or questions directly within the document for others to see and address.

Track changes : Highlights changes made to the document, allowing reviewers to see additions, deletions, or formatting modifications. This promotes transparency and facilitates approvals.

By using these collaboration features, you can work on documents with anyone else, exchange feedback, and ensure everyone is on the same page.

19. Printing

Once your document is finalized, you might want to print a physical copy. Here’s what to consider:

Formatting for print: Adjust margins, headers, and footers to ensure everything fits correctly on the page. You can often use a “Print Preview” function to visualize the layout before printing.

Printing options: Most word processors offer printing options like selecting which pages to print, number of copies, and duplex printing (double-sided).

20. More word processing tips

So, there’s a quick look into how to use a word processor, and should be enough to get you typing away happily. The good news is that we a have a bunch of other articles which can help you create written content using OfficeSuite Documents, or any other word document.

How To Convert Pages To PDF – Find out more about PDFS, why they are great, and how you can convert your work.

How To Copy A Word Document – Knowing how to copy a word document is important for when you want to share or preserve your work. Here’s how.

What To Look For In A Free Word Processor – There are many word processors out there, but how do you choose one? Well, you can find out here.

How to brainstorm with Documents – Word processors are a great tool for brainstorming. Here are some tips on how to get your creativity flowing.

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Unit 9. Basic word processing skills

Topic A: Basic word processing

Click play on the following audio player to listen along as you read this section.

Word processing – the use of a program (software application) running on a computer that allows users to create, edit, format, and store documents.

Create a Document

• Start Microsoft Word .
• Click the File tab.
• Click the New tab.
• Click Blank document . (A new blank document appears.)
• Type your text. The text you type will be inserted into the document.

Edit a Document

Editing a document – making revisions to a document, focusing on correcting errors, improving the accuracy of language, rearranging, making words and sentences clearer and more effective, etc.

Editing in word processing may include the following tasks:

• Adding text (terms, phrases, paragraphs, etc.)
• Deleting a part of a text
• Copying text
• Moving text
• Pasting text
• Checking for grammar and spelling
• Formatting text

Select Text

Before editing text, you’ll need to select it. This is also sometimes called “highlighting text.”

• Go to the location where stores your file or folder (hard drive, USB, etc.).
• Open the document you wish to edit.

• To select a word: double-click the word.

• To select a paragraph: triple-click the paragraph.
• To select any amount of text: click and drag the I-beam over the text to highlight it.

Delete (or remove) text

• Select the text you wish to delete.
• Press the Delete key (on the keyboard).
• Move the I-beam pointer to the text you want to delete. Click to set the insertion point there (a blinking vertical line).

• To delete text to the right of the insertion point, press the Delete key on the keyboard. (On a Mac keyboard, press the fn key plus the Delete key.)

Copy and Paste

Copy vs. cut.

• Copy – duplicates the selected item (text, symbol, table, image, etc.).
• Cut – removes the selected item from its original position.

Copy and paste vs. cut and paste

• Copy and paste – duplicates the selected item. The selected item can be found in both original and the new, pasted location(s).
• Cut and paste – duplicates the selected item then deletes the original. The selected data can be found only at the new, pasted location (the item has moved from one location to another).

Steps to copy / cut and paste

• Select the item you wish to Copy or Cut .
• Copy: Cntr + c (On a Mac, it is Cmd + c )
• Cut: Cntr + x (On a Mac, it is Cmd + x )

• Position the insertion point where you wish to insert the item.

• Select the item you wish to copy or cut.

Review a Document

Check spelling and grammar.

• Select the correct spelling from the suggestion list to correct the spelling error. For each error, Word will offer one or more suggestions.
• Click the Review tab.

• Click one of the options from the suggestion list to change the spelling error. The program will move to the next misspelled word.

Find Synonyms

• Right-click a word for which you wish to find a synonym for.
• Click the Synonyms command from the pop-out menu.
• Find a desired word in the list and click it to replace the original word.
• If none of the synonyms are desired, click the Thesaurus command to open the full thesaurus. (The Thesaurus pane will appear.)
• Find a desired word in the Thesaurus pane list and right-click it and then click Insert .

• Select a word for which you wish to use the thesaurus.

• Find a desired word in the “Thesaurus” pane and right-click it and then click Insert .
• Close the Thesaurus pane.

the use of a program (software application) running on a computer to create, edit, format, and store documents.

making revisions to a document, focusing on correcting errors, improving the accuracy of language, rearranging, making words and sentences clearer, more effective, etc.

make a duplicate of the selected items (text, symbol, table, image, etc.) and place it in another location.

removes the selected item from its original position.

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WORD PROCESSING.

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10 Best Word Processing Software Programs in 2024 (Free & Paid)

Senior Content Marketing Manager

May 13, 2024

When you sit in on a virtual conference or when your boss starts firing off their favorite productivity tips, what do you do? You open a digital document and take notes. 📝

…probably with the same word processing software you’ve used since the ninth grade. 👀

Word processing software isn’t what it used to be— it’s better .

These tools have evolved beyond the boring blank screens we felt forced to use. Now, word processing can actually be fun!

Rich text editing, dynamic formatting, intuitive writing assistance , and collaboration features are some of the greatest benefits to using top word processing software. But the best part? It’s also incredibly affordable.

Follow along as we dive into every must-have word-processing feature and the 10 best word-processing software for every team, writing style, and use case! Complete with detailed feature comparisons, pros and cons, pricing, ratings, and more!

What is a Word Processing Software?

What should you look for in word processing programs, 2. microsoft word, 3. google docs, 4. grammarly, 5. wps office, 6. dropbox paper, 9. evernote, 10. libreoffice.

Word processing software is an application used to capture, format, and edit any form of writing—whether it be your general thoughts, meeting notes, SOPs, or email drafts. Your mind may immediately go to typewriters, but the benefits of word-processing software extend much further than that.

Thanks to the modern development of project management software , collaboration tools, and intuitive design, word processing software can do more than you ever thought possible! You can edit one document alongside your peers, arrange documents by category , share them via simple links, and flex your creativity with rich formatting. And these days, that’s just the bare minimum!

The thing is, there are a ton of word processing software to choose from these days.

In fact, we’d bet our bottom dollar that you can think of a few off the top of your head as we speak! You might even have a top three!

But with the number of new, flexible, and exciting features being added to word processing tools each day, it’s important to know what to look for in your go-to software in order to best serve your use case and to get the most bang for your buck.

All this talk about advanced features makes you wonder—what does this functionality actually look like?

You don’t have to settle for the basic features we grew up struggling with. You also don’t have to fork over an arm and a leg to access powerful software that can take your documents so much further!

Here is a list of our favorite, must-have features to look for in your next word-processing software:

• Ease of use : Make sure your software is easy to learn, share with others, and efficiently supports your most-used functions
• Cloud-based and a reliable offline mode : Things happen! You might lose your wifi connection, need to switch devices, or be asked to share your documents on the spot. Cloud-based software and offline functionality ensure these hurdles won’t pose any real problem
• Collaboration features : These features make it possible for you to edit and develop documents in real-time with the team! With clarity and without overlap. And consider it a bonus if you can also tag your team or comment on your text
• Custom permissions and sharing : Especially if you often work with stakeholders, clients, or other departments, it’s important to have the ability to choose who can edit, view, or give access to your work
• Version history : This is your way of keeping a digital paper trail. Plus, if you make a mistake, you’ll have the power to go back and restore your text
• Integrations : The more integrations, the more information you can pull into your documents! Plus, it goes both ways, multiple integrations with your chosen word processing software means you can also access your documents from virtually anywhere and from any other tool

10 Best Free Word Processor Software Examples in 2024

There’s no reason why your word-processing software can’t be exciting, dynamic, or collaborative.

Digital editors and document sharing have come a long way in the past decade and we have tons of software to show for that growth! The challenge then becomes finding a tool that’s tailored to your unique needs and aligns with your work style.

So what do you do? You refer back to this list!

We’ve researched and tested the best word-processing software to bring you 10 of our favorites based on their best features, limitations, pricing, ratings, and more!

ClickUp is the ultimate all-in-one productivity tool for teams across industries to centralize their work into one collaborative platform. ClickUp is known for its rich set of fully customizable features, including a built-in document editor to create everything from simple to-do lists to detailed wikis, then connect them directly to your workflow.

With the ability to convert text into actionable tasks, embed data from virtually any other work tool, and collaborate on documents in real-time, ClickUp Docs is the ideal word processing tool for teams, students, and enterprise companies alike.

ClickUp best features

• ClickUp AI to assist in writing compelling copy, brainstorming, editing, proofreading, summarizing notes and more!
• Advanced word processing and work management features across every pricing plan , even Free Forever
• Embed media, tables, bookmarks, and even other documents into ClickUp Docs to bring more context and value into your roadmaps and knowledge bases
• Live detection in ClickUp Docs lets teams edit, contribute, and comment on the same document in real-time
• Link Docs to tasks and add widgets to automatically update workflows from your document editor
• Turn highlighted text into action items and delegate them to the team with threaded comments and @mentions
• Hundreds of templates for any use case , including several created specifically for ClickUp Docs
• Easy and secure sharing via URL for any guest, collaborator, or even public access
• Over 1,000 integrations to embed work into ClickUp Docs from virtually anywhere
• Nested pages and styling options to create visual hierarchies within every Doc

ClickUp cons

• There can be a bit of an adjustment period learning all of ClickUp’s advanced features
• Some views are not yet offered on the mobile app

ClickUp pricing

• Free Forever
• Unlimited : $7 per user, per month
• Business : $12 per user, per month
• Enterprise : Contact ClickUp for custom pricing
• ClickUp AI: Add to any paid plan for $5 per member per month

ClickUp ratings and reviews

• G2:  4.7/5 (5,680+ reviews)
• Capterra : 4.7/5 (3,540+ reviews)

Microsoft Word is a powerful word processor for anyone to create Word documents, spreadsheets, emails, and more. It’s part of the Microsoft Office Suite, which makes it easy to integrate with other Microsoft products like Excel and PowerPoint.

Word offers various features to help you stay organized, such as template options for different types of formal documents and advanced editing tools. You can add images, tables, charts, hyperlinks, and other media to enhance the look of your MS Word documents. The program also provides many features to help make creating documents more efficient, such as a spellchecker, auto-corrector, and thesaurus. 

Microsoft Word best features

• OneDrive storage to save and access documents from anywhere
• Real-time collaboration to share and edit with others
• Spelling and grammar checker

Microsoft Word limitations

• Functions on the toolbar are different from version to version
• Many features of Word forms don’t transfer and cause the format to break when printing documents

Microsoft Word pricing

• Microsoft Word is available as a standalone version for $159.99 or with a Microsoft 365 subscription

Microsoft Word ratings and reviews

• Capterra: 4.7/5 (1,600+ reviews)
• G2: 4.7/5 (1,000+ reviews)

Google Docs is an online word processor that makes it easy to create and edit professional documents. With real-time collaboration tools, Google Docs provides a platform for groups of people to collaborate on a single project , ensuring that everyone stays up-to-date with the document’s progress. Features like templated and automated formatting are also available to make your document look professional. 

With Google Docs, users can track changes, comments, and suggestions as they make revisions and edits. All of the documents you create in Google Docs are automatically saved in the cloud, so you can access them from any device at any time. So whether you’re on your desktop or mobile device, you can continue working!

Google Docs best features

• @Mentions to pull relevant people, files, and events
• Smart Compose helps you write faster with fewer errors
• Third-party applications with project management tools
• Comment replies from Gmail 

Google Docs limitations

• Limitations on document sizes
• Not suitable as a scalable knowledge base system 

Google Docs pricing

• Google Docs is free with a Google account

Google Docs ratings and reviews

• Capterra: 4.7/5 (27,000+ reviews)

Grammarly is an AI-powered writing assistant. It helps you identify and fix grammar, spelling, punctuation, and other writing errors quickly. Grammarly offers suggestions while you’re using desktop apps or websites, including Gmail, ClickUp, LinkedIn, Google Docs, and more!

With Grammarly, you get feedback on your writing in real-time so you can improve it instantly. Plus, with its deep understanding of grammar topics and linguistics, you can trust your next report or project will be polished and professional. Grammarly makes it easy to focus on what’s important—creating strong, compelling content.

Discover the top content collaboration software !

Grammarly best features

• Style Guide to capture voice and style for consistent documents
• Text snippets to insert sentences and paragraphs in all workflows
• Tone Detector for effective communication
• In-app editor to upload documents

Grammarly limitations

• Doesn’t work for all apps and websites
• Expensive monthly subscriptions

Grammarly pricing

• Premium : $12/month
• Business : $15/member per month

Grammarly ratings and reviews

• Capterra: 4.7/5 (6,000+ reviews)
• G2: 4.6/5 (1,200+ reviews)

Check out these Grammarly alternatives !

WPS Office is a comprehensive office suite that provides you with the tools and features necessary to manage all your documents, files, and presentations efficiently. It supports popular file formats and is compatible with PC and mobile devices. With WPS Office, users can create and edit text documents, spreadsheets, and slide shows in an intuitive and user-friendly interface. 

It also includes powerful document management tools such as colorful themes, annotation, split PDF documents, and file format conversion. The software also has advanced collaboration capabilities that allow multiple users to work on the same file simultaneously. 

WPS Office best features

• 100,000+ templates organized by categories
• Multiple language support
• Text extraction 
• Watermark creation

WPS Office limitations

• Limited ability to handle different work styles and preferences
• A free plan is not available 

WPS Office pricing

• WPS Standard: Free
• WPS Pro : $23.99 for 6 months or $35.99 for 1 year

WPS Office ratings and reviews

• Capterra: 4.5/5 (1,200+ reviews)
• G2: 4.4/5 (200+ reviews)

Dropbox Paper offers a simple way to start a project. The drag–and–drop feature allows users to break down complex tasks into easily manageable chunks. By inviting teammates to collaborate on projects , everyone can contribute to the conversation, comment on each other’s work, and brainstorm in real-time. 

The Master Doc feature allows anyone to create a hub for other docs. For complex or long-term projects, organizing documents from the start will boost productivity. It provides you with an efficient way to access and manage all the related documents by creating links to them. You don’t need to spend extra time searching for files. Search or navigate within the master document!

Dropbox Paper best features

• Search bar to find  publicly viewable docs associated with a team member’s email address
• Keyboard shortcuts to highlight specific text
• Custom templates to standard forms
• Auto-generated table of contents

Dropbox Paper limitations

• Limitations on file upload sizes in a Dropbox account
• Basic users can only be signed into three devices at a time

Dropbox Paper pricing

• Plus : $9.99/month for 1 user
• Family : $16.99/family per month for up to 6 users
• Professional : $16.58/month for 1 user
• Standard : $15/user per month for 3+ users
• Advanced : $24/user per month for 3+ users
• Enterprise : Contact Dropbox for pricing 

Dropbox Paper ratings and reviews

• Capterra: 4.4/5 (100+ reviews)
• G2: 4.1/5 (4,400+ reviews)

Notion is a document-based workspace for your notes, tasks, documents, and databases. It’s a versatile tool as a word processor to track any information, from project milestones and task reminders to travel plans and personal ideas. 

Notion’s operating system makes it easy to organize whatever you need to keep track of. With its intuitive drag-and-drop interface, you can quickly set up custom workspaces tailored to whatever type of project or goal. Plus, Notion allows you to link between different databases and notes, create checklists, embed media, and more.

Check out the best Notion alternatives !

Notion best features

• iOS, Windows, web browser, MacOS platforms
• Calendar, Kanban boards, lists, and gallery views
• Notion AI for writing assistance
• Bidirectional linking

Notion limitations

• Pricey premium plans compared to other word processors on this list
• Limited project and task management features

Notion pricing

• Plus : $8/user per month, billed annually
• Business : $15/user per month, billed annually
• Enterprise : Contact Notion for pricing 

Notion ratings and reviews

• Capterra: 4.7/5 (1,100+ reviews)
• G2: 4.6/5 (1,000+ reviews)

Coda is a powerful document editor for creating and managing content. With Coda, you can create documents from scratch, edit existing ones, track changes, collaborate with others in real-time, and share them securely. The editor provides a range of tools to help you write fluently and quickly—including text formatting, image editing, tables, and hyperlinks. 

Coda also comes with built-in collaboration features, so you can invite people to join in on projects and discuss changes easily. With its easy-to-use interface and intuitive tools, Coda is a word processor solution for anyone looking to build professional documents!

Coda best features

• Building blocks to upgrade documents into boards
• Dashboards to view connected data
• Google Calendar and Slack integrations
• Drag-and-drop basic templates

Coda limitations

• Not scalable as a document database compared to other word processors
• Limited integrations with other apps 

Coda pricing

• Pro : $10/month per Doc Maker, billed annually
• Team : $30/month per Doc Maker, billed annually
• Enterprise : Contact Coda for pricing 

Coda ratings and reviews

• Capterra: 4.6/5 (40+ reviews)
• G2: 4.7/5 (300+ reviews)

Bonus: Compare Coda Vs. Airtable

Evernote is an online note-taking application to help you be more productive and organized. With Evernote, you can store anything from text-based notes to images, videos, and audio recordings. You can even add reminders and read web pages offline. Evernote is available for various platforms, including mobile devices. Plus, it has a Web Clipper browser extension!

No matter what type of project you’re working on, Evernote makes managing the details easier. Whether it’s brainstorming new content ideas or planning a business meeting, Evernote gives you the freedom to capture, organize and sync all your information. With features like searchable tags and categories, you’ll have the tools to find what you need, when you need it.

Connect Evernote and ClickUp to manage your notes in one place!

Evernote best features

• Calendar view to connect schedules and notes
• Document scanner to go paperless
• Due dates and reminders functionality
• Google Calendar integration

Evernote limitations

• Limited number of saved templates on all plans
• Limited free plan only allowing users for 50 notes per user

Evernote pricing

• Personal : $10.84/month, billed annually
• Professional : $14.17/month, billed annually
• Teams : $20.83/month per user

Evernote ratings and reviews

• Capterra: 4.4/5 (7,700+ reviews)
• G2: 4.4/5 (1,900+ reviews)

LibreOffice is a free open source office suite designed to make completing everyday tasks easier. It’s an open-source product, meaning that it’s free and available to all users. LibreOffice includes programs for word processing, presentation building, spreadsheet editing, database manipulation, formula editing, drawing, and more. 

Together these tools provide an intuitive user experience and help individuals create their best work. With LibreOffice, you can develop financial reports, spreadsheets, presentations, and more. If you want more functionality, extensions are available through the LibreOffice repository. 

LibreOffice best features

• Formula editor to insert mathematical and scientific formulas
• LanguageTool APIs for grammar checking
• OpenDocument Format (ODF) extensions
• Custom templates 

LibreOffice limitations

• Outdated interface compared to other free word processing programs
• Not scalable as a long-term document database 

LibreOffice pricing

• LibreOffice is free

LibreOffice ratings and reviews

• Capterra: 4.3/5 (1,600+ reviews)
• G2: 4.3/5 (200+ reviews)

Check out these LibreOffice alternatives !

ClickUp—The Best Word Processing Tool for Your Work

It’s time to ask for more from your word processing software, ClickUp Docs will show you how. 🙂

Edit with the team, turn your thoughts into actionable tasks, and connect your documents directly to your workflow, all without leaving your editor! No other word processor can enhance the value of your documents like ClickUp can. But the best part? ClickUp does it all for free.

Access ClickUp Docs, unlimited tasks, tons of templates and resources, more than 1,000 integrations, and so much more when you sign up for ClickUp today .

Questions? Comments? Visit our Help Center for support.

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