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The surprisingly subtle ways Microsoft Word has changed how we use language

For 40 years there’s been an invisible hand guiding the way many of us write, work, and communicate. Its influence has been pervasive, yet its impact has been subtle to the extent that you’ve likely never noticed. That invisible hand is Microsoft Word.

At its launch in October 1983 , this influential software was known as Multi-Tool Word, and not long after, changed to Microsoft Word for Dos . Back then, there were more than 300 word processing programs across multiple platforms. People of a certain age will remember WordStar or WordPerfect, yet in a little over a decade Word eclipsed these rivals. By 1994, Microsoft says it had claimed a 90% share of the word-processing market , making it one of the most successful, well-known software products in history.

While establishing how many people use Word is tricky, recent filings show there are 1.4 billion Windows devices in use each month , and more than 90% of the Fortune 500 use the software. If only a third of those people used Word, it would still be more than the population of North America.

This context is important because it helps to explain why, and how, Word has had such influence on our lives.

Ironically, given its ubiquity, Word has rarely been a pioneer when it comes to features. As mentioned, it was far from the first word processor. It’s often credited with introducing grammar tools, despite the fact these were developed decades earlier . And the idea behind "track changes" – where you can see edits to a document – wasn’t a Microsoft invention .

Yet Word’s superpower was using smart, simple design choices to make such features accessible to a global audience, not just techies. Its "What You See is What You Get" (WYSIWYG) design philosophy is now commonplace in software and on the internet. Word introduced line breaks, along with bold and italic fonts on screen. It revolutionised typeset-quality printing, as well as the use of templates. And it was in these templates that Word’s early impact on communication emerged.

Before word processors on personal computers sprang onto the scene, entire teams of typists were a common presence in offices (Credit: Getty Images)

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"Word templates led people to use the same formatting in communications, and eventually, this has become instantiated as a norm," says Gloria Mark, a professor of informatics at the University of California, Irvine, where she studies human-computer interaction. If you work in finance, there's a specific way reports are expected to be laid out. Letters follow a set pattern, memos are largely formatted in the same way. "Users know where to find information in these standardised documents; they don’t need to spend time trying to find what they need."

If you take this idea of professional conformity a step further, Word has also been significant in helping establish English as the global language of business . While it would be an overstatement to say Word alone made English the dominant language , as a US firm, Microsoft's mother-tongue is American-English. When this is coupled with Word’s ubiquity, it at least reinforces this dominance.

"Word primarily operates in English," says Noël Wolf, a linguistic expert at the language learning platform Babbel. "As businesses become increasingly global, the widespread use of Word in professional and technical fields has led to the borrowing of English terms and structures, which contribute to the trend of linguistic homogenisation."

Word's spell-checker and grammar features have become subtle arbiters of language, too. Although seemingly trivial, these tools "promote a sense of consistency and correctness", says Wolf, and this uniformity comes at the cost of writing diversity.  "Writers, when prompted by the software's automated norms, might unintentionally forsake their unique voices and expressions."

This becomes even more invasive when you look at the role and impact of autocorrect and predictive text. Today, when typing on Word, the software can automatically correct your spelling, and make suggestions for what to write next. These suggestions aren't (yet) based on your personal writing style and tone – they're rule-based. The suggestions you see will be the same as millions of others. Again, this may feel innocuous but it's another example of how Word standardises language by loosely guiding everyone down the same path. 

"Without auto-completion, a person might check a thesaurus when searching for a word," says Mark. "With auto-completion, it can lead to more rote use of language and may not encourage original writing ."

Word may not recognise vocabulary or grammar conventions that are part of local dialects, and will try to correct them

For those trying to learn a language , or even get better at their native tongue, features such as autocorrect have been found to have a negative impact on student's writing abilities and spelling skills. There is also some evidence that, in adults at least, rather than making users lazy spellers, autocorrect features can reduce exposure to misspellings and so avoid the disruptive impact this can have on our memory for how a word should be spelt .

Clippy: the assistant that users loved to hate

Another cultural legacy of Microsoft Word is  a character called Clippy . Around the turn of the century, this animated paperclip would pop up in the Office programs offering help with drafting. Clippy's badgering tone and lack of common sense made it widely unpopular , so it was eventually discontinued. However, Clippy lives on in pop culture as  an internet meme , where its passive-aggressive advice is used for humour. In academic circles, it is also widely cited as an example of a failure in technological pedagogy . For those missing Clippy, however, the character has made a reappearance in Microsoft Teams .

Wolf adds that by promoting uniformity in written communication, grammar and spelling features in word processors such as Word "enforce established language norms".

"Word may not recognise vocabulary or grammar conventions that are part of local dialects , and will try to correct them," she says. This can effectively marginalise regional nuance, she adds. On an individual scale, these impacts may seem minimal but they become magnified when repeated on a software that has millions, if not billions of users. 

Such tools play a broader role in the evolution of language more generally, too. Because Word defaults to US-English, so too do its spellchecking features. Write a word ending in "-ise" and it will suggest changing it to "-ize", unless you've taken the time to change the default settings.

Of course, it is worth remembering that Word isn't just available in English. It supports around 100 languages , including European Spanish and Latin-American Spanish.

But when the differences between dialects are subtle, the suggestions made by the software become less noticeable and more persuasive.

Take the word "trialing/trialling" for instance. "Trialing" is considered the US-English spelling. The Oxford English Dictionary (OED) doesn't even recognise "trialing" as a word , instead, opting for the use of the double-L common in British-English. Despite such a clear distinction by the OED, the American spelling regularly makes its way into British-English publications and style guides. There's an argument that this is because of increasingly global audiences and would again be an overstatement to lay the increasing Americanisation of English entirely at the feet of a piece of word processing software, but as part of influence of American culture has had on language more generally , it may have played a role.

Similarly, the efficiency brought about by standardisation can shape how we write, not just what we write. When clarity is put ahead of stylistic or poetic flair – Word's grammar checker has a specific "clarity" refinement option – it can have implications for how we value forms of creativity.

Based on a quick, albeit arbitrary, experiment, if Harper Lee had used Word to write To Kill a Mockingbird, the software's clarity refinement would have suggested changing: "I never loved to read. One does not love breathing," to "I never loved to read. Breathing is necessary." Does this remove the poetry and depth of the original? The example is somewhat facetious, but it illustrates the effects using such tools can have. In an age where clarity and readability are prioritised by search engines, and in which the glut of online content is said to be shrinking our attention span, such seemingly subtle shifts could potentially have far-reaching impact on creative writing.

Clippy the paperclip was intended to be a helpful assistant for users, but was a divisive tool that was eventually retired (Credit: Getty Images)

Yet there’s no denying Word has improved accessibility and diversity in myriad other ways. By bringing word processing into people's homes, it has empowering more people to write, create and contribute. This increases diversity of voice, rather than impeding it. In 2018, Microsoft added dictation features into Word to empower people with dyslexia and dysgraphia to easily type with their voice. It is one of a number of accessibility features in the software.

In the early days of its adoption, word processing was even linked with promoting greater, not worse, essay-writing prowess. In a 1992 study, essays written on a word processor were rated "significantly higher" than those written by hand . Word processing allowed students to make "microstructural rather than macrostructural" changes to their work, and by being able to continuously revise their writing, the end result was seemingly improved.

According to Wolf, word processing has taken some of the cognitive load out of writing, which allows more space for creativity. For example, while spell-check may not promote spelling retention, "when used mindfully, spell-checkers serve as valuable aids by enhancing language proficiency and communication", says Wolf. "They enable users to focus on word choice and strategy of communication rather than spending time and energy pinning down the correct spelling."

In an age where clarity and readability are prioritised by search engines, seemingly subtle shifts could potentially have far-reaching impact on creative writing

This has the potential to become even more impactful as artificial intelligence (AI) is integrated into word processing. But opinion is divided. On one hand, by removing technical aspects of spelling, sentence construction and so on, AI may free people up to be even more creative. Its ability to learn and understand a person's unique writing style could lead to an era of highly personal, unencumbered imagination. "[Generative AI] cannot be entirely relied upon to produce accurate prose every time , but it can reduce the process of creating text to editing," according to Ed Challis, head of AI strategy at UiPath, which develops robotic automation software. He believes this will "lead to innovations across all areas of content creation and communication".

That said, a potential over-reliance on automation could discourage users from actively learning and improving their linguistic and written skills, believes Wolf. If large language models are being trained on decades of increasingly homogenised content, there's the risk this will make things worse, not better. 

Whatever happens, the next 40 years are likely to continue the push-pull effect Word has had on language and society over the previous 40.

"Microsoft Word's impact on linguistic evolution is a complex interplay between standardisation and diversification," says Wolf. "It can homogenise language but also enables expression in various languages. The ultimate impact depends on how individuals and communities choose to use this powerful tool in the evolving landscape of global communication."

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Online Computer Skills

Word Processor: Understanding Fundamentals, Features, and Examples

Word processors have transformed the way we handle text documents. From the era of typewriters to today’s digital word processing programs, the evolution has been remarkable. These office machines are no longer just dedicated machines for secretaries; they have become indispensable computer programs used in various industries such as law firms and offices. Offering a multitude of features, word processors streamline tasks like editing, formatting, and printing. They support different file formats and provide tools that enhance productivity and efficiency.

Understanding Word Processor Fundamentals

Basic components.

A word processor is a software application used for creating, editing, formatting, and printing documents. It consists of basic components such as a blank page or document where users can input text. This allows for the creation of various types of documents like letters, reports, essays, and more. Word processors include menus and toolbars that provide access to different functions and formatting options.

Word processors also have features like spell checkers and grammar checkers which help in ensuring the accuracy of the content being created. These tools are essential for identifying spelling errors or grammatical mistakes within the document.

Formatting Options

In word processing , formatting options play a crucial role in enhancing the visual appeal of documents. Users can manipulate the appearance of text by changing font styles (like Times New Roman or Arial), adjusting sizes (such as 12-point or 14-point), and altering alignments (left-aligned, right-aligned, centered). For example:

Users can change the font style to make headings stand out.

Adjusting text size helps emphasize important points.

Aligning text correctly enhances readability.

Furthermore, word processors allow users to incorporate lists (bulleted or numbered) into their documents. These lists aid in organizing information effectively.

Editing Tools

Word processors come equipped with an array of editing tools that enable users to manipulate text easily. Commonly used functions include cutting , copying , and pasting selected portions of text within a document or between different documents.

Cutting removes selected text from its original location.

Copying duplicates selected content without removing it from its original place.

Pasting inserts copied or cut content at a new location within the same document or into another one.

These editing tools streamline the process of moving sections of texts around without having to retype them entirely.

Features and Capabilities Essential in Word Processing

Spell check.

A word processor with a spell check feature automatically identifies and highlights misspelled words. This ensures that documents are free from spelling errors, enhancing professionalism. For instance, if you accidentally type “teh” instead of “the,” the word processor will immediately flag it for correction.

The spell check function is particularly useful when working on important documents like essays or reports. It helps to catch typos that could otherwise go unnoticed, ensuring the document’s accuracy and credibility.

Auto-Save and Undo/Redo Functionalities

Word processors equipped with auto-save capabilities automatically save work at regular intervals. This prevents the loss of data in case of unexpected power outages or system crashes. The undo/redo functionalities allow users to reverse or repeat their recent actions easily.

Imagine typing a lengthy paragraph only to accidentally delete it; with the undo feature, you can swiftly revert back to retrieve your work without having to retype everything from scratch.

Collaboration Features

Collaboration features such as track changes and comments enable seamless teamwork when multiple individuals are working on a document simultaneously. Track changes highlight modifications made by different users, making it easy to review and accept/reject alterations.

For example, in a group project where each member contributes different sections of a report, track changes help keep track of who made which edits—ensuring transparency and accountability within the team.

Advanced Formatting Options

Advanced formatting options like tables, headers, and footers enhance document presentation by allowing users to organize content effectively. Tables can be used for presenting data neatly while headers and footers provide space for titles, page numbers, or other essential information.

When creating professional documents such as business proposals or academic papers, these advanced formatting options help structure content logically while maintaining visual appeal.

User Preferences and Feedback in Word Processing

Customizing experience.

Users’ preferences are vital in shaping their word processing experience. From font styles to default language settings, the ability to customize these aspects enhances user comfort and productivity. For instance, some users prefer a specific font size or color scheme for better readability during long hours of document creation.

Customizable shortcuts allow users to streamline their workflow by assigning unique key combinations for frequently used functions. This personalized approach empowers users to tailor the word processor according to their individual needs and habits.

Improving Features

Feedback from users serves as a valuable resource for developers seeking to enhance existing features and introduce new ones. By actively engaging with user feedback, developers can identify pain points, address software bugs, and implement improvements that align with user expectations.

For example, if multiple users express difficulty in locating a particular tool within the interface, developers can consider redesigning the layout or adding intuitive prompts for easier navigation. This collaborative process fosters continuous improvement based on real-world usage scenarios.

Ensuring Inclusivity

Accessibility options within word processors cater to users with specific needs, ensuring inclusivity across diverse demographics. These options encompass features such as screen readers for visually impaired individuals or voice-to-text functionality for those with motor skill limitations.

Moreover, customizable display settings enable users to adjust contrast levels or utilize specialized color schemes tailored towards mitigating visual impairments like color blindness. By integrating these accessibility options into word processors, developers create an environment where all users can engage with the platform comfortably and effectively.

Selecting the Right Word Processor for Your Needs

Consider your requirements.

When selecting a word processor , it’s crucial to consider your specific needs. Think about the type of documents you’ll be creating and editing. Do you need advanced formatting options, such as tables and graphs? Are collaborative features important to you? Understanding your requirements will help narrow down the options.

Think about your budget . Some word processors are free, while others require a subscription or one-time purchase. It’s essential to find a balance between cost and functionality that aligns with your financial situation.

Lastly, compatibility is key. If you work with teams or clients who use different software, ensuring compatibility can save time and prevent formatting issues when sharing documents.

Compare Software Options

To make an informed decision, compare different word processing software based on their features, user interface, and customer reviews. Look for features that are essential to your work—spell checkers, grammar tools, templates—and prioritize them in your comparison.

Consider the user interface as well. A clean and intuitive design can enhance productivity by making it easier to access tools and navigate through documents efficiently.

Reading customer reviews provides valuable insight into real-world experiences with each word processor. Pay attention to feedback regarding reliability, performance speed, ease of use, and customer support responsiveness.

Cloud-Based vs Offline

Determining whether a cloud-based or offline word processor suits your workflow better is crucial in today’s digital landscape.

Cloud-based: Allows access from any device with an internet connection; facilitates real-time collaboration; automatic backups ensure data security.

Offline: No reliance on internet connectivity; potentially faster performance for large documents; full control over file storage location.

Carefully weigh the advantages of both types based on how you typically work. For example:

If collaboration across remote teams is frequent or if seamless access from multiple devices is necessary,

then a cloud-based option might be more suitable.

if working predominantly in environments without reliable internet connectivity,

then opting for an offline word processor could be more practical.

By considering these factors—requirements assessment, budget evaluation, software comparison based on features/user interface/customer reviews—and determining whether cloud-based or offline best fits your workflow, you can confidently select the right word processor tailored specifically to meet all of your needs.

Exploring Microsoft Word for Text Manipulation

Formatting text.

In Microsoft Word , formatting text is a breeze. You can apply different styles to your text, such as headings, subheadings, and body text. By using styles, you can ensure consistency throughout your document. For instance, if you decide to change the font or color of your headings later on, all instances of that heading style will automatically update.

You can easily add bullet points or numbering to make lists stand out. This feature comes in handy when creating outlines for essays or presentations. It helps organize information in a clear and visually appealing manner.

Line Spacing Adjustment

It’s simple! You have the flexibility to choose single-spacing for regular paragraphs and double-spacing for assignments or reports. By customizing the line spacing, you can enhance readability and overall presentation of your document.

For example:

Single-spacing is ideal for documents with smaller fonts where space optimization is key.

Double-spacing provides ample room for comments and feedback when submitting assignments.

Advanced Techniques

Beyond basic functions lies a world of advanced techniques within Microsoft Word . One such technique is mail merge , which allows users to create personalized documents like letters or envelopes by pulling data from an external source like an Excel spreadsheet.

Moreover, utilizing macros enables automation of repetitive tasks by recording a sequence of commands that can be executed with a single click. This saves time and effort especially when dealing with large volumes of similar tasks.

Lastly, creating hyperlinks within documents adds interactivity by allowing readers to navigate between sections effortlessly or access external resources directly from the document itself.

Collaboration Tools and Features in Modern Word Processors

Real-time collaboration.

Modern word processors come with real-time collaboration features, enabling multiple users to work on a document simultaneously. This means that you and your colleagues can edit the same document at the same time without having to wait for each other. For example, when using Google Drive’s word processor, several team members can access a single document and make changes in real time. This feature is particularly useful for group projects or when working with remote teams.

Real-time collaboration fosters efficiency as it eliminates the need to send files back and forth via email or other means. It allows everyone involved to see each other’s changes instantly, making it easier to stay updated on progress and contribute seamlessly. With this capability, tasks are completed more efficiently as there is no lag time between edits from different collaborators.

Commenting Features

Another essential tool within modern word processors is the commenting feature which facilitates feedback exchange between collaborators. When someone makes an edit or has a suggestion for improvement, they can leave comments directly within the document. These comments serve as a way of providing input without altering the original content until all parties agree on specific changes.

For instance, in Microsoft Word or Google Docs, users can highlight a section of text and add their comments regarding that particular segment. Whether it’s pointing out errors or offering suggestions for enhancement, these comments provide clear communication channels among collaborators while maintaining the integrity of the original content.

Version Control

Version control is another crucial aspect of modern word processors , ensuring that changes made by different users are properly tracked. This feature maintains a history of all revisions made to a document over time so that any previous version can be accessed if needed.

In tools like Microsoft Word online or those integrated into cloud storage platforms such as Google Drive, every change made by each user is automatically saved along with details about who made them and when they were made. This not only provides transparency but also offers peace of mind knowing that no important information will be lost due to accidental edits or deletions.

The Role of Spelling and Grammar Assistance

Spell checking.

Spell checking is a crucial support feature in word processors that helps users identify and correct misspelled words. This tool automatically underlines or highlights misspelled words, enabling users to easily spot errors. For instance, when writing an essay, if you accidentally type “teh” instead of “the,” the spell checker will immediately highlight the error, allowing you to fix it promptly. This ensures that your documents are free from embarrassing spelling mistakes.

The use of spell checking not only saves time but also enhances the overall quality of your work. By catching spelling errors as you type, this feature prevents inaccuracies from slipping through unnoticed. Imagine submitting a report with multiple misspellings; it could negatively impact how others perceive your professionalism and attention to detail. With spell checking, these errors can be swiftly corrected before finalizing any document.

Grammar Checking

Apart from identifying spelling errors, modern word processors come equipped with grammar checkers that provide invaluable support for improving sentence structure and clarity. These tools analyze sentences for grammatical accuracy and offer suggestions for enhancing overall coherence. For example, if a sentence lacks subject-verb agreement or contains improper punctuation, the grammar checker will highlight the issue and propose corrections.

The use of grammar checkers not only assists in rectifying grammatical mistakes but also serves as an educational tool by providing explanations for suggested changes. This fosters continuous learning by helping users understand why certain adjustments are necessary to improve their writing skills over time.

Comparing Word Processors with Text Editors and Desktop Publishers

Differences between word processors, text editors, and desktop publishers.

A word processor is a powerful tool used for creating, editing, formatting, and printing documents. It provides a wide range of features such as spell check, grammar check, font styles, and page layout options. On the other hand, text editors are more focused on manipulating plain text without advanced formatting capabilities like word processors. They are commonly used by programmers for coding purposes due to their simplicity and speed in handling large files. Meanwhile, desktop publishers offer sophisticated design features specifically tailored for creating professional layouts like magazines or brochures.

Word processors provide an extensive array of tools for document creation including templates for various types of documents such as resumes or letters. These applications also enable users to insert images into their documents effortlessly without needing to switch between different programs. Conversely, text editors lack these advanced features since they primarily focus on quick manipulation of plain text content often found in programming languages or scripts.

Desktop publishers serve as serious competition to word processors due to their ability to create visually appealing designs with complex layouts that cater to professional publication needs. This software offers precise control over typography elements like kerning and leading which is crucial when designing intricate print materials like magazines or advertisements.

Latest Trends in Word Processing Software Development

Enhanced writing experience.

Word processors have evolved with the integration of AI-powered writing assistants . These tools offer real-time suggestions for improving grammar, style, and tone. For example, when composing an email or drafting a report, these AI features can suggest alternative words or rephrase sentences to enhance clarity and coherence.

The use of AI in word processing software has significantly improved the overall writing experience by providing users with on-the-fly guidance and support. This advancement not only enhances productivity but also helps individuals improve their writing skills over time.

Personalized Recommendations

Moreover, AI-powered assistants analyze user behavior and patterns to provide personalized recommendations. For instance, based on a user’s previous documents or writing style, the assistant can predict preferred vocabulary choices or sentence structures. This personalized approach streamlines the writing process by offering tailored suggestions that align with individual preferences.

You’ve now delved into the world of word processors, understanding their fundamentals, essential features, user preferences, and even the latest trends in software development. As you navigate through the myriad of options available, remember to prioritize your specific needs and consider collaboration tools for enhanced productivity. Whether you’re a student, professional, or aspiring writer, selecting the right word processor can significantly impact your workflow and output. So, take the time to explore different options and gather feedback from peers before making your decision.

Now that you’re equipped with valuable insights into word processing, it’s time to put your knowledge into action. Test out different word processors, experiment with various features, and seek out the one that aligns best with your unique requirements. Happy word processing!

Frequently Asked Questions

What are the key features of a word processor.

A word processor offers essential features like spell check, formatting tools, and document collaboration. It simplifies tasks such as text editing, formatting, and file management.

How do I select the right word processor for my needs?

Consider factors like your specific requirements (e.g., collaborative features or advanced formatting), compatibility with other software, and user-friendly interface when choosing a word processor.

What is the difference between a word processor and a text editor?

A word processor provides advanced formatting options, while a text editor focuses on basic manipulation of plain text. Word processors are suitable for creating documents with complex layouts.

Can I use multiple languages in a word processor?

Yes, most modern word processors support multilingual capabilities allowing users to create content in different languages without any limitations.

What are the latest trends in word processing software development?

Cloud-based collaboration tools, AI-powered grammar assistance, seamless integration with other productivity apps are some of the latest trends shaping modern word processing software development.

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What is a word processor?

Learn more about the many capabilities of word processing software and how word processors have become an essential technology tool.

Discover easy word processing with Microsoft Word

Experience advanced capabilities both on- and offline, including world class collaboration tools so your team can stay in sync at all times.

A word processor is a device or software program capable of creating, storing, and printing text documents. It allows users to write and modify text, display it on a screen, save it electronically, and print it out. Word processing software is one of the most common technology tools in the world, allowing users to create resumes and cover letters, business correspondence, blog posts, novels, and more. Traditionally, word processors were computer applications downloaded to a specific number of computers. But as cloud computing has become more common, so have browser-based word processors. These typically lack the more advanced features of a traditional program; however, they offer more flexibility and the ability to collaborate in real time. Read on to learn more about the various features of word processing software.

Text manipulation

The main feature of any word processor is the ability to manipulate text within a document, such as the ability to insert, cut and paste, and copy text. More advanced capabilities may include word wrapping, where the program automatically moves to the next line once you’ve filled the current one with text. The ability to quickly type, edit, and move text is what makes word processing programs such valuable tools for any computer user.

Font specifications

Another standard feature of word processors is the ability to change the look of fonts within a document. Most programs give users the ability to bold, italicize, and underline text, as well as change the font size. Different typefaces are usually available, helping users create a document that is more uniform and easier to read than something handwritten.

Page layout

Most word processing software allows users to change the layout of the document they’re creating. This could include changing the page size, margins, and indentations, and adding columns. It could also include the option to create headers and footers, and page numbers.

Basic word processors may give users the ability to add simple tables, graphs, or numbered lists, but those with more advanced capabilities offer greater options when it comes to adding visual elements. Some allow users to embed illustrations, more complex graphs, and even videos. These graphics can either be created within the word processing software itself or produced in a different program and then copied over.

Collaboration tools

Browser-based word processors make it easy for multiple people to collaborate on the same document. For example, Word on Office.com lets users track their changes, leave comments, tag and assign tasks to others, and review previous versions of the document. In a world where people need to collaborate across continents, these collaboration tools are invaluable.

Spelling and grammar assistance

Most word processing programs feature built-in spell checking as well as basic grammar checking. They may also have a searchable thesaurus and be able to provide suggestions for word choice. Some processors, however, have a more robust editing capability. For example, Microsoft Editor not only checks for spelling and grammar mistakes, but it also suggests areas that could use more clarity, checks online sources for similarities, and rates document readability.

The benefits of word processing software

Word processing software has become a technological necessity. Whether at home or at work, word processors help users write more in less time, in text that is easy to read. Plus, with cloud synchronization, users across the globe can create documents together in real time.

Text editors vs. word processors vs. desktop publishers

As we’ve learned, a word processor is a device or software program capable of creating, storing, and printing text documents. It allows users to write and modify text, display it on a screen, save it electronically, and print it out. These programs are great tools for the average user that needs to create text-heavy documents. When compared to text editors or desktop publishers, most users will find the features of a word processor perfect for their everyday needs.

What is a text editor?

A text editor is a simplified version of a word processor, allowing users to open, view, and edit plain text files. The focus here isn't on formatting the text, just editing it. Text editors, such as Microsoft Notepad, are primarily used by software programmers and web developers. These programs make it easier to write and edit in programming and markup languages and are ideal for users that need to write quickly and simply, or easily read source code.

What is a desktop publisher?

On the other end of the spectrum are desktop publishers. These systems are, in many ways, more advanced than word processors, and focused on the visual formatting of documents. Desktop publishers give professional designers more control over layout and colors, enabling them to create high-quality documents with both text and graphics that are ready to print.

Choosing the right word processor for you

• Do you work mostly in coding languages?
• Do you work with a lot of graphic elements?
• Do you need to collaborate with other writers?

Of course, make sure you pick a word processor for your preferred operating system, whether that me Windows, macOS, Android, or something else.

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GMAT Prep Online Guides and Tips

Gmat essay: format, scoring, and tips for the awa.

The GMAT Analytical Writing Assessment (AWA) can be one of the most intimidating sections of the exam for test-takers. Many students feel unsure of what is expected of them on the GMAT essay or how it’s scored. But there’s nothing to fear as long as you prepare!

In this article, I’ll go over the basics of the GMAT essay, the structure of the prompt, and how the Analytical Writing Assessment is scored. I’ll also give you plenty of GMAT essay tips and strategies to help you ace the Analytical Writing on test day.

The GMAT Analytical Writing Assessment

The GMAT Analytical Writing Assessment (AWA), frequently called the GMAT essay, consists of a single question. The AWA prompt will ask you to read a brief passage that presents an argument. In your essay, you will explain and critique the argument and the reasoning behind it. The GMAT AWA measures your ability to communicate clearly and effectively in written English, to think critically, and to analyze an argument.

The AWA is always the first section of the GMAT. It is the only section of the GMAT that is not multiple choice. You have 30 minutes to complete your writing sample, and there is no specific word count minimum or maximum.

Not sure how or what to study? Confused by how to improve your score in the shortest time possible? We've created the only Online GMAT Prep Program that identifies your strengths and weaknesses, customizes a study plan, coaches you through lessons and quizzes, and adapts your study plan as you improve.

We believe PrepScholar GMAT is the best GMAT prep program available , especially if you find it hard to organize your study schedule and don't want to spend a ton of money on the other companies' one-size-fits-all study plans.

The GMAT AWA Prompt

The basic structure of the GMAT essay prompt is the same on every test. You will always be given an argument and asked to analyze it. You won’t be asked to give your own opinion.

GMAT AWA prompts don’t require any business know-how or any outside knowledge of a specific topic. They cover subjects such as economics, politics, leadership, education, social issues, marketing, and the environment, among many others.

Here’s a sample AWA essay prompt:

In this section, you will be asked to write a critique of the argument presented. You are NOT being asked to present your own views on the subject.

The following appeared in the editorial section of a monthly business news magazine:

“Most companies would agree that as the risk of physical injury occurring on the job increases, the wages paid to employees should also increase. Hence it makes financial sense for employers to make the workplace safer: they could thus reduce their payroll expenses and save money.”

Discuss how well reasoned you find this argument. In your discussion be sure to analyze the line of reasoning and the use of evidence in the argument. For example, you may need to consider what questionable assumptions underlie the thinking and what alternative explanations or counterexamples might weaken the conclusion.

You can also discuss what sort of evidence would strengthen or refute the argument, what changes in the argument would make it more logically sound, and what, if anything, would help you better evaluate its conclusion.

Note that the directions and the two paragraphs after the quoted section will appear on every AWA prompt. They won’t change at all from test to test. The passage in quotes is the argument itself that you’re being asked to critique. Remember, you’ll never be asked for your personal opinion on the subject at hand, only your critique of the flaws in the argument being presented.

You can find a successful sample response here. Note that the author of the high-scoring sample response begins by paraphrasing the original argument and explaining its basic reasoning and conclusion. The author analyzes a different specific flaw in the argument in each body paragraph (four in total). He examines several false assumptions in the original argument that render it invalid. In the conclusion, the author restates the major flaws in the given argument. This writing sample is a great template for your own practice essays.

You can find a lengthy list of actual past GMAT essay prompts here. I highly recommend practicing with them! Analysis of an Argument prompts are very similar from test to test, so past prompts perfect for GMAT prep.

How Is the GMAT AWA Scored?

For the Analytical Writing Assessment , you’ll receive a score between 0 and 6, scored in half point intervals (so you could get a 5.5, for example, or a 5.0). You’ll be scored on your ability to express ideas effectively, to give examples to develop those ideas, to analyze the given argument accurately, and to demonstrate your grasp of written English.

Your final score is based on the average of two independent scores, one from a reader and one from an electronic scoring engine. The essay-scoring engine analyzes structural features (related to essay organization, such as having an intro, conclusion, and body paragraphs) and linguistic features (which may include the vocabulary, grammar, spelling, key words, and sentence structure used in the essay). The other reader is a trained expert GMAT essay scorer, usually a university faculty member. If there is a disparity of more than one point between the two scores, a third reader will score the essay as well.

The Graduate Management Admissions Council (GMAC) defines a score of six as ‘outstanding,’ a score of five as ‘strong,’ a score of four as ‘adequate,’ a score of three as ‘limited,’ a score of two as ‘seriously flawed,’ and a score of one as ‘fundamentally deficient.’ A score of zero is ‘unscorable,’ which you’ll only get if you don’t write in English or write a clearly off-topic essay.

So what does it take to get a perfect score on the GMAT writing section? Here are the official GMAC scoring guidelines for an essay that should receive a perfect score of six:

A cogent, well-articulated critique of the argument, demonstrating mastery of the elements of effective writing, and displaying the following characteristics:

• Clearly identifies and insightfully analyzes important features of the argument
• Develops ideas cogently, organizes them logically, and connects them smoothly with clear transitions
• Effectively supports the main points of the critique
• Demonstrates superior control of language, including diction and syntactic variety and the conventions of standard written English. There may be minor flaws.

As you can see, the four main aspects of your essay that will be evaluated by your reader are the quality of your analysis, the development of your ideas, the effectiveness of your support (i.e., the examples you give you back up your ideas), and your mastery of writing in English. An essay scoring 5.0 or 5.5 might clearly explain and analyze the argument at hand, for example, but demonstrate a less sophisticated ability to communicate that analysis, or one idea may not flow logically into the next.

The rest of the GMAT AWA scoring guidelines can be found here.

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The business schools you select on exam day will receive your AWA writing sample itself as well as your AWA score, if they so choose. You can learn more about how business schools will use your AWA scores here.

The GMAT Analytical Writing Assessment Word Processor

On test day, you’ll use a basic word processor to write your essay. If you’re familiar with any standard text editor like Word or GoogleDocs, it should feel fairly comfortable to you.

You’ll see the prompt at the top of the screen as you write. You’ll be able to type with a standard keyboard, cut, paste, and undo your previous action.  However, there are no keyboard shortcuts. (Control +X won’t allow you to cut text, for example.)

I recommend that you write as many practice AWA responses as you can using the actual GMAT word processor, available in the GMATPrep software or GMATWrite , both provided by GMAC. This will help you to prepare for the actual circumstances of exam day and to feel more confident with any AWA prompt you get. If you don’t want to use the official materials, at least try to type your practice essays rather than writing them out by hand in order to simulate test conditions as closely as possible.

How to Study for the Analytical Writing Assessment: 6 Strategies

• Study logical fallacies. Every argument in a GMAT essay prompt will have several flaws in its premise, or its underlying reasoning, which you’ll need to be able to diagnose in order to score well on the essay. These flaws in reasoning are known as logical fallacies. Familiarize yourself with the most common kinds of logical fallacies ( here’s a great list ), so you can identify and discuss them on test day. Common logical fallacies in GMAT AWA prompts include the straw man, the insufficient sample, ad hominem, non sequitur, and circular reasoning, but you’ll find many others.
• Practice writing timed AWA samples with real topics under simulated test conditions. Use the GMATPrep software or the official list of real former GMAT essay prompts to practice writing essays as a regular part of your exam prep. Try to simulate testing conditions as much as possible: take no more than 30 minutes, don’t use any outside sources, and use a basic text editor. If you want to go a step further and have your practice essays scored by expert readers, you can use GMAC’s official writing tool, GMATWrite.
• Learn the art of breaking down arguments. Your job in the GMAT writing section is to break down a given argument into its various parts. What is the foundational reasoning of the argument, and what’s the conclusion that the author reaches? Why is that reasoning flawed, and/or why doesn’t it logically lead to the author’s conclusion? What would need to change about the argument in order for it to be logically sound? You can practice doing this with any kind of argument. Read editorials, newspaper articles, and other forms of persuasive writing and try to analyze them. Find the holes in their logic, if you can. Here’s a good guide to the parts that make up an argument.
• Have someone proofread your practice essays.  This tips is particularly if you are a non-native English speaker or have trouble with technical errors, since you want to spot these issues and resolve them. Don’t just learn from your corrections on a single practice essay. Instead, try to find patterns. Do you repeatedly spell a certain word incorrectly? Do you regularly have trouble with run-ons or fragments? Take note of these issues, brush up on any grammar concepts you need to, and make sure you routinely correct your mistakes as you write practice essays.
• Read sample essays by fellow GMAT test-takers. You can find and learn from plenty of high-scoring sample GMAT AWA responses at blogs like the GMAT Club .  Evaluate the essays honestly as you read. Why do you think they scored well? What is lacking in your own writing samples that these essays achieve? The more you understand about what readers look for when scoring your essay, the better you’ll be able to plan your approach to writing it.
• Create a template for how you plan to format your essay. The GMAT essay is not the time for creativity, especially since one of your graders is an automated essay-scoring engine. Choose a template and stick to it every time you practice, including the number of body paragraphs you want to use and how you want to structure your introduction and conclusion.

5 Top GMAT Essay Tips for Test Day

• Create an outline. You may feel like an outline is a waste since your time is so limited, but a brief outline will save you time and energy in the long run. Write your outline on either the provided GMAT scratch paper or in the AWA text editor itself (but make sure to erase when you’re done!). Take notes as you read the prompt on the logical fallacies you see in the argument. Next, choose the topics of your 2-4 body paragraphs and list them. Select a supporting example to back up your ideas in each body paragraph. This will be your blueprint for yourself as you write.
• Stay on topic. The AWA rubric requires you to stay on topic and respond to the specific question. This may seem obvious, but it can be easy to stray under time pressure. You can make it clear to your readers that you are staying on topic by directly quoting or using key words or phrases from the prompt.
• Use standard essay structure. Your GMAT essay should follow standard 4-5-paragraph essay structure: introduction, 2-4 body paragraphs, and conclusion. Each body paragraph should clearly address a specific (and different) aspect of the prompt. For example, you might address a different logical fallacy in each body paragraph. Also, every GMAT AWA response should contain an introduction, in which you should explain the main points of the argument at hand (without a too-extensive summary) and introduce the flaws you’ll be discussing in your critique, and a conclusion, in which you restate and paraphrase your main points, linking all your ideas together. Your introduction and conclusion should both be more concise than your body paragraphs, which should be more developed.
• Use transition words and phrases to give examples or to move on to a new concept. Each time you provide an example, shift between ideas or body paragraphs, or introduce an idea, it’s a good idea to use a transition word or phrase such as ‘for example,’ ‘similarly,’ ‘in the same vein,’ ‘in conclusion,’ or the like. Practice using them in your essay prep. Here is a good list of effective transition words and phrases.
• Leave time to proofread. Leave at least three minutes, but preferably five, to proofread your GMAT essay for technical errors in spelling, grammar, or structure before you submit your writing sample.

Review: Everything You Need to Know About the GMAT Essay

Let’s review the key points you need to know about the GMAT Analytical Writing Assessment.

• The GMAT Analytical Writing Assessment requires you to write an essay, using a basic word processor, that critiques a provided argument. It is the first section of the GMAT and is to be completed in 30 minutes.
• The AWA is scored by two readers in half-intervals on a scale of 0-6. You’ll be scored on your analysis, the examples you use, the development of your ideas, and your ability to write cleanly and effectively in English.
• To prepare for the AWA, you should familiarize yourself with logical fallacies, practice writing timed AWA responses under simulated test conditions with real GMAT prompts, practice breaking down arguments in other forms of persuasive writing, have someone you trust proofread your work, read sample high-scoring essays, and create a template for how you plan to format your essay on exam day.
• In order to do your best on test day, try the following GMAT essay tips: create an outline before writing, stay on topic, use standard essay structure, use transition words and phrases in your essay, and leave time to proofread.

What’s Next?

To learn more about the format of all the GMAT sections, check out our complete  guide to the GMAT format .

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Want to understand all the ins and outs of how your test will be scored? Our expert explanation GMAT scoring  is a great resource.

If you’re nervous about the AWA and Verbal sections of the GMAT, our articles on GMAT verbal question types and GMAT vocabulary will definitely help you prepare.

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Author: Laura Dorwart

Laura Dorwart is a Ph.D. student at UC San Diego. She has taught and tutored hundreds of students in standardized testing, literature, and writing. View all posts by Laura Dorwart

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5.6: 6. Using the Word Processor for Revision

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The following excerpt from Kate Chopin’s “The Story of an Hour” has numerous mistakes in it. I would like you to print the excerpt and type it into a Word document using 10-point font and single spacing. Then I would like you to revise the document using the list of corrections given below. Go in the order given. If you go out of order, some of the steps might be somewhat messed up. So there are two parts to this: getting the excerpt onto Word as it is written here and then correcting it using the list at the bottom Good luck. You will have to send your revised version back to me as a Word document.

The Story of an Hour

Kate Chopin

(Para 1)Knowing that Mrs. Mallard was aflicted with a heart trouble, great care was taken to break to her as gently as possible the news of her husband’s death.

(Para 2)She did not hear the story as many women have heard the same, with a paralized refusal to accept its significance. She wept at once, with sudden, wild abandonement, in her sister’s arms. When the storm of grief had spent itself she went away to her room alone. She would have no one follow her.

(Para 3)It was her sister Josephine who told her in broken sentences, veiled hints that revealed in half concealing. Her husband’s friend Richards was there, too, near her. It was he who had been in the newspaper office when intelligence of the raileroad disaster was received. He had only taken the time to assure himself of its truth by a second telegram, and he had hastened to forestall any less careful, less tender friend in bearing the message.

(Para 4)There stood, facing the open window, a comfortable, roomy armchair. It had a rip in the arm but otherwise was very attractive. She sank into this, pressed down by a physical exhaustion that haunted her body and seemed to reach her soul.

(Para 5)She could see in the open square before her house the tops of trees that were all acquiver with the new spring life. The delisious breath of rain was in the air. In the street below a pedlar was crying his wares. The notes of a distant song which someone was singing reached her faintly, and countless sparrows were twittering in the eaves.

This story features three distinct points about a woman’s reaction to her husband’s death: she is immediately stunned by the news; she needs to be alone to deal with her grief; she starts to realize it might not be as bad as it seems.

I like this story very much and can’t wait to take English 102 with Jeff Meyers, a super-duper teacher.

Instructions for Editing “The Story of an Hour.”

• Double space the entire document.
• Center both the title and the author.
• Capitalize the title.
• Italicize the author.
• Indent each paragraph (remove paragraph number).
• Reverse the order of the second and third paragraphs.
• Change the word “refusal” to “inability” in the new third paragraph.
• Put commas around the phrase “in broken sentences” in the new second paragraph.
• Add this statement to the new second paragraph following the words “was received:” , with Brentley Mallard’s name leading the list of “killed.”
• Delete the second sentence from the fourth paragraph.
• Change “She sank into this” to “Into this she sank.”
• Place an extra line between the last paragraph of the story and the short explanation.
• Bullet and list the three features discussed in the final section.
• In the last sentence, change “super-duper teacher” to “super dupe.”
• Spell check the paper.
• Save the paper.
• Close the paper and then re-open it.
• Change the font to 12 point.
• Type your name, course number and date in the lower right-hand corner of the last page.
• Print a copy of the paper (you can pretend to do this, if you want).
• Authored by : Jeff Meyers. Provided by : Clinton Community College. License : CC BY: Attribution

Choose Your Test

Sat / act prep online guides and tips, how to format a college essay: 15 expert tips.

College Essays

When you're applying to college, even small decisions can feel high-stakes. This is especially true for the college essay, which often feels like the most personal part of the application. You may agonize over your college application essay format: the font, the margins, even the file format. Or maybe you're agonizing over how to organize your thoughts overall. Should you use a narrative structure? Five paragraphs?

In this comprehensive guide, we'll go over the ins and outs of how to format a college essay on both the micro and macro levels. We'll discuss minor formatting issues like headings and fonts, then discuss broad formatting concerns like whether or not to use a five-paragraph essay, and if you should use a college essay template.

How to Format a College Essay: Font, Margins, Etc.

Some of your formatting concerns will depend on whether you will be cutting and pasting your essay into a text box on an online application form or attaching a formatted document. If you aren't sure which you'll need to do, check the application instructions. Note that the Common Application does currently require you to copy and paste your essay into a text box.

Most schools also allow you to send in a paper application, which theoretically gives you increased control over your essay formatting. However, I generally don't advise sending in a paper application (unless you have no other option) for a couple of reasons:

Most schools state that they prefer to receive online applications. While it typically won't affect your chances of admission, it is wise to comply with institutional preferences in the college application process where possible. It tends to make the whole process go much more smoothly.

Paper applications can get lost in the mail. Certainly there can also be problems with online applications, but you'll be aware of the problem much sooner than if your paper application gets diverted somehow and then mailed back to you. By contrast, online applications let you be confident that your materials were received.

Regardless of how you will end up submitting your essay, you should draft it in a word processor. This will help you keep track of word count, let you use spell check, and so on.

Next, I'll go over some of the concerns you might have about the correct college essay application format, whether you're copying and pasting into a text box or attaching a document, plus a few tips that apply either way.

Formatting Guidelines That Apply No Matter How You End Up Submitting the Essay:

Unless it's specifically requested, you don't need a title. It will just eat into your word count.

Avoid cutesy, overly colloquial formatting choices like ALL CAPS or ~unnecessary symbols~ or, heaven forbid, emoji and #hashtags. Your college essay should be professional, and anything too cutesy or casual will come off as immature.

Mmm, delicious essay...I mean sandwich.

Why College Essay Templates Are a Bad Idea

You might see college essay templates online that offer guidelines on how to structure your essay and what to say in each paragraph. I strongly advise against using a template. It will make your essay sound canned and bland—two of the worst things a college essay can be. It's much better to think about what you want to say, and then talk through how to best structure it with someone else and/or make your own practice outlines before you sit down to write.

You can also find tons of successful sample essays online. Looking at these to get an idea of different styles and topics is fine, but again, I don't advise closely patterning your essay after a sample essay. You will do the best if your essay really reflects your own original voice and the experiences that are most meaningful to you.

College Application Essay Format: Key Takeaways

There are two levels of formatting you might be worried about: the micro (fonts, headings, margins, etc) and the macro (the overall structure of your essay).

Tips for the micro level of your college application essay format:

• Always draft your essay in a word processing software, even if you'll be copy-and-pasting it over into a text box.
• If you are copy-and-pasting it into a text box, make sure your formatting transfers properly, your paragraphs are clearly delineated, and your essay isn't cut off.
• If you are attaching a document, make sure your font is easily readable, your margins are standard 1-inch, your essay is 1.5 or double-spaced, and your file format is compatible with the application specs.
• There's no need for a title unless otherwise specified—it will just eat into your word count.

Tips for the macro level of your college application essay format :

• There is no super-secret college essay format that will guarantee success.
• In terms of structure, it's most important that you have an introduction that makes it clear where you're going and a conclusion that wraps up with a main point. For the middle of your essay, you have lots of freedom, just so long as it flows logically!
• I advise against using an essay template, as it will make your essay sound stilted and unoriginal.

Plus, if you use a college essay template, how will you get rid of these medieval weirdos?

What's Next?

Still feeling lost? Check out our total guide to the personal statement , or see our step-by-step guide to writing the perfect essay .

If you're not sure where to start, consider these tips for attention-grabbing first sentences to college essays!

And be sure to avoid these 10 college essay mistakes .

Ellen has extensive education mentorship experience and is deeply committed to helping students succeed in all areas of life. She received a BA from Harvard in Folklore and Mythology and is currently pursuing graduate studies at Columbia University.

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The GRE ® General Test

One test for graduate, business and law school

Select a step to learn more about your GRE ® General Test journey.

Overview of the Analytical Writing Measure

Analytical writing measure (beginning september 22, 2023).

The Analytical Writing measure of the GRE General Test administered beginning September 22, 2023, assesses your critical thinking and analytical writing skills by assessing your ability to:

• articulate and support complex ideas
• construct arguments
• sustain a focused and coherent discussion

It doesn’t assess specific content knowledge.

The Analytical Writing measure consists of a 30-minute “Analyze an Issue”  task. This task presents an opinion on an issue and instructions on how to respond. You’re required to evaluate the issue, consider its complexities and develop an argument with reasons and examples to support your views.

You’ll use a basic word processor developed by ETS to type your essay responses. The word processor contains the following functionalities: insert text, delete text, cut-and-paste and undo the previous action. Tools such as a spellchecker and grammar checker are not available.

Analytical Writing Measure before September 22, 2023

The Analytical Writing measure of the GRE General Test administered before September 22, 2023, assesses your critical thinking and analytical writing skills by assessing your ability to:

• construct and evaluate arguments

The Analytical Writing measure consists of two separately timed analytical writing tasks:

• The "Analyze an Issue" task presents an opinion on an issue and instructions on how to respond. You’re required to evaluate the issue, consider its complexities and develop an argument with reasons and examples to support your views.
• The "Analyze an Argument" task requires you to evaluate an argument according to specific instructions. You’ll need to consider the logical soundness of the argument rather than agree or disagree with the position it presents.

The two 30-minute tasks are complementary. The Issue task requires you to construct your own argument, while the Argument task requires you to evaluate someone else's argument.

Preparing for the Analytical Writing measure

Everyone — even the most practiced and confident of writers — should spend time preparing for the Analytical Writing measure to understand the skills measured and how the tasks are scored. It may also be useful to review the scoring guides, sample topics, scored sample essay responses and rater commentary for each task.

The tasks in the Analytical Writing measure relate to a broad range of subjects — from the fine arts and humanities to the social and physical sciences — but don’t require specific content knowledge. Each task has been tested by actual GRE test takers to ensure that it possesses several important characteristics, including the following:

• GRE test takers, regardless of their field of study or special interests, understood the task and could easily respond to it.
• The task elicited the kinds of complex thinking and persuasive writing that university faculty consider important for success in graduate school.
• The responses were varied in content and in the way the writers developed their ideas.

Published topic pools for the Analytical Writing measure

To help you prepare for the Analytical Writing measure, the GRE Program has published the entire pool of tasks from which your test tasks will be selected. You might find it helpful to review the Issue and Argument pools:

• Issue Topic Pool (PDF)
• Argument Topic Pool (PDF)  (the Argument task was removed from the General Test beginning September 22, 2023)

Test-taking strategies for the Analytical Writing measure (in the General Test beginning September 22, 2023)

• Before taking the GRE General Test, review the strategies, sample topics, sample essay responses with rater commentary, and scoring guide for the task. This will give you a deeper understanding of how raters evaluate essays and the elements they're looking for in an essay.
• It is important to budget your time. Within the 30-minute time limit, allow sufficient time to consider the issue and the specific instructions, plan a response, and compose your essay. You want your essay response to be the best possible example of your writing that you can produce under the testing conditions.
• Save a few minutes at the end of the timed task to check for obvious errors. An occasional spelling or grammatical error won’t affect your score, but serious and persistent errors detract from the overall effectiveness of your writing and lower your score accordingly.

How to Use Microsoft Word Effectively for Essay Writing

Microsoft Word for Essay Writing

Using the traditional pen and paper to draft your essay has not completely gone out of style. However, if you want to effectively write, proofread and format your essay all at the same time, you need a sophisticated approach that would allow you to do all these in due time to succeed in professional essay writing from scratch.

It doesn’t matter how you feel about the Microsoft Word program but it is a word processing tool that you can’t do without in your profession. You get to use it daily as you go about your work.

Learning the basic aspect of using the program is quite not difficult. Most of us get to use the word processing program after learning the basics without taking out time to learn the more important features the program has.

To most people, that aspect is not necessary once they can type, search and replace words and make use of the format margins. I am guilty of that myself. I didn’t take out time to learn more than the basics before joining the tool.

I found out in my continuous use of Microsoft Word over the years that the program has some tricks that help to save time. If you are an impatient writer like me that wants to get each job done in the soonest possible time, you should learn about these alternative tools in the program. You will save a lot of time doing so.

Features How to Use Microsoft Word Effectively for Writing

• Track Changes . This feature comes in handy when I want to edit my work or give constructive criticism of another person’s work. The changes you make on the document appear on a highlight and that includes changes in format and deletions. The TRACK CHANGES option can be seen in the REVIEW tab and with it, the texts you edit are highlighted in red color.
• Document Map . The use of headings gives you an overview of the entire structure of the document when you use the special feature called DOCUMENT MAP. This feature makes it easy for you to skip through long documents and also to get the full picture of the storyline.
• Headings and Styles . When you make the necessary changes of marking section and chapter titles with the heading, it will make it easy for you to format the heading for the document in a single place. I use NORMAL for the body of the document and HEADING1 for the chapter titles.
• Headers and Footers . On the old typewriter, the typist has to manually include the page number and author name. This has been upgraded to a word progressing tool. You can add that information just once using the HEADER and it automatically appears on all pages.
• Comments . This can also be seen in the REVIEW column. With this feature, you can include margin notes into your document. This feature can be used for plenty of functions by a writer. For instance, you can use it to include reminders for some editing work you need to do in the future. You can also use it to create reminders on ideas you wish to develop later on in your document.
• Table of Contents . Most documents don’t need a table of content but when a document requires it, it can be stressful to manually create one. Not just the creation aspect, you have to go through the stress of updating it anytime you add more information to your document. The headings feature and TABLE OF CONTENTS work together. That is the Table of contents creates a table of headings and includes the page number where the heading can be found.
• Views . Microsoft Word provides you with different view options. With this option, you can get an overview of your overall manuscript in different ways.
• Compare Documents . Making edits manually in an older version of a manuscript can be a pain in the ass. This feature provides a highlight to pronounce the difference between the two documents. With this feature, you can go through the document at a later date and pick the better version.
• Full Screen . If you wish to focus on your writing without worrying about different tabs and editing buttons, the full-screen option comes in handy to minimize distraction.
• View Side by Side . With this feature, you can open up and review two documents at the same time without having to close one first.
• Integration with Endnote . If you are working on a nonfiction project, you will need to include a lot of references in your work. The endnote feature enables you to keep track of your references in a neat way.
• Full Page . This feature enables you to view your work as a full document. This is not the best mode for reading, but it allows you to check your documents for formatting errors and blank pages.

You can effectively use Microsoft Word for your professional essay writing if you consistently practice with the software and look for new tips every day. Microsoft Word is easy-to-use software but you don’t want to stop at the mediocre level. There are other things you could do with your software as outlined in this educational piece.

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Word for Writing: A Comprehensive Guide for Students

Enhance Essays with Microsoft Word's Grammar Check

How to use a cross-reference in Word

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• Write great papers Article
• Captivate the class Article
• Stage your story Article

Write great papers

Write great papers with microsoft word.

You may already use Microsoft Word to write papers, but you can also use for many other tasks, such as collecting research, co-writing with other students, recording notes on-the-fly, and even building a better bibliography!

Explore new ways to use Microsoft Word below.

Getting started

Let’s get started by opening Microsoft Word and choosing a template to create a new document. You can either:

Select Blank document to create a document from scratch.

Select a structured template.

Select Take a tour for Word tips.

Next, let’s look at creating and formatting copy. You can do so by clicking onto the page and beginning to type your content. The status bar at the bottom of the document shows your current page number and how many words you've typed, in case you’re trying to stay maintain a specific word count.

To format text and change how it looks, select the text and select an option on the Home tab: Bold, Italic, Bullets, Numbering , etc.

To add pictures, shapes, or other media, simply navigate to the Insert tab, then select any of the options to add media to your document.

Word automatically saves your content as you work, so you don’t have to stress about losing your progress if you forget to press  Save .

Here are some of the advanced tools you can try out while using Microsoft Word.

Type with your voice

Have you ever wanted to speak, not write, your ideas? Believe it or not, there’s a button for that! All you have to do is navigate to the Home tab, select the Dictate button, and start talking to “type” with your voice. You’ll know Dictate is listening when the red recording icon appears.

Tips for using Dictate

Speak clearly and conversationally.

Add punctuation by pausing or saying the name of the punctuation mark.

If you make a mistake, all you have to do is go back and re-type your text.

Finding and citing sources

Get a head start on collecting sources and ideas for a big paper by searching key words in  Researcher in the References tab of your document.

Researcher uses Bing to search the web and deliver high-quality research sources to the side of your page. Search for people, places, or ideas and then sort by journal articles and websites. Add a source to your page by selecting the plus sign.

As you write, Researcher saves a record of your searches. Just select My Research to see the complete list.

Keep track of all your sources by using Word's built-in bibliography maker. Simply navigate to the References tab.

First, choose the style you want your citations to be in. In this example, we’ve selected APA style.

Select Insert Citation and Add New Source .

In the next window, choose what kind of work you’re citing—an article, book, etc.—and fill in the required details. Then select  OK to cite your source.

Keep writing. At the ends of sentences that need sources, select Insert Citation to keep adding new sources, or pick one you already entered from the list.

As you write, Word will keep track of all the citations you’ve entered. When you’re finished, select Bibliography and choose a format style. Your bibliography will appear at the end of your paper, just like that.

Make things look nice

Make your report or project look extra professional in the Design tab! Browse different themes, colors, fonts, and borders to create work you're proud of!

Illustrate a concept with a chart or a model by navigating to the  Insert tab and choosing  SmartArt . In this example, we chose Cycle and filled in text from the writing process to make a simple graphic. Choose other graphic types to represent hierarchies, flow charts, and more.

To insert a 3D model, select  Insert > 3D Models to choose from a library of illustrated dioramas from different course subjects and 3D shapes.

Invite someone to write with you

If you’re working on a group project, you can work on a document at the same time without emailing the file back and forth. Select Share at the top of your page and create a link you can send to other students.

Now, everybody can open the same file and work together.

Keep learning

Check out more Microsoft Word training and support

Microsoft paper and report templates

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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.

Key Concepts of Computer Studies Copyright © 2020 by Meizhong Wang is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Word-processors for writing essays

August 25, 2009 by Roy Johnson

sample from HTML program and PDF book

1. The advantages of using word-processors for writing essays are overwhelming. They offer editing and re-writing tools, spelling-checkers and grammar-checkers, plus many features for improved layout and presentation .

2. If you are only just starting to use a word-processor and still producing handwritten essays, don’t feel disadvantaged. Keep in mind however (as an encouragement) that as presentation standards are forced up by word-processors, tutors are likely to become less and less tolerant of untidy work.

3. The main advantage of a computer when writing essays is that it allows you unlimited scope for re-writing and editing what you produce. You may start out with only a sketchy outline, but to this you can add extra examples, delete mistakes, and move paragraphs around to improve your argument. You are able to build up to the finished product in as many stages as you wish.

4. At first you might continue to produce your first draft in handwritten form, then transfer it into your computer at the keyboard. You can then edit what you have written, either on screen or by printing out what you have produced. This is quite common for beginners.

5. You will probably feel a strong desire to see everything printed out as soon as possible. Later however, with experience, you might edit on screen, only printing out the finished version. Most recent word-processors allow you to see on screen what the finished document will look like.

6. Before you print out your final document, make sure to leave plenty of blank space around the text so that your tutor can write detailed comments on what you have produced. Take the trouble to set wide margins, and follow the guidelines for good page layout and presentation.

7. The word-processor will produce your documents very neatly, but will probably do so by using single line spacing. Even though you are likely to be pleased by the neatness, learn how to set for one-and-a-half or double spacing so that your tutor is still able to make helpful additions and corrections between the lines of text.

8. If your word-processor has a spell-checking facility, then use it before you print out your document. But remember that it is unlikely to recognise specialist terms and unusual names such as ‘Schumacher’, ‘Derrida’, or ‘Nabokov’. These will not be in the processor’s memory. You will have to check the correct spelling of these yourself, as you will any other unusual words.

9. Remember too that a spell-checker will not make any distinction between ‘They washed their own clothes’ and ‘They washed there own clothes’, because the word ‘there’ is spelled correctly even though it is being used ungrammatically in this sentence. Use your grammar-checker [if you have one] to locate such problems.

10. Use italics to indicate the titles of books. (Reserve bold for special emphasis.) It is important that you are consistent throughout your document.

A.J.P. Taylor, The Origins of the Second World War, London: Penguin, 1987.

11. Take full advantage of indenting to regularise your presentation of quotations . Use double indentation for those longer quotations which would otherwise occupy more than two or three lines of the text in your essay. Try to be consistent throughout.

12. Advanced users may well be tempted to take advantage of automatic footnoting. Word-processors can remove all the headaches from this procedure. However, do not clutter your text with them just for the sake of showing off your command of the technology.

13. In most cases, the size of font chosen should be eleven or twelve points. This will be easy to read, and will appear proportionate to its use, when printed out on A4 paper.

14. Choose a font with serifs (such as ‘Times New Roman’ or ‘Garamond’) for the body of an essay text. Avoid the use of sans-serif fonts (such as ‘Arial’ or ‘Helvetica’): these make reading difficult. Avoid using display fonts (such as ‘Poster’ or ‘Showtime’) altogether. These are designed for advertising.

15. Long quotations (where necessary) should normally be set in the same font as the body of the text, but the size may be reduced by one or two points. This draws attention to the fact that it is a quotation from a secondary source. Alternatively (or in addition) it may be set in a slightly different font.

16. If your word-processor automatically hyphenates words at the end of a line, take care to read through the work and eliminate any howlers such as ‘the-rapist’ and ‘thin-king’.

17. In laying out your pages, you should avoid creating paragraphs which start on the last line of a page or which finish on the first of the next. (These are called, in the jargon of the printing trade, ‘Widows and Orphans’). The solution to this problem is to control the number of lines on a page so as to push the text forward. An extra space at the bottom of a page is more acceptable than just one or two lines of text at the top of the next.

18. Titles, main headings, or essay questions may be presented in either a slightly larger font size than the body of the text, or they may be given emphasis by the use of bold .

19. Don’t use continuous capital letters in a title, heading, or question. In addition [even though many people think it is good practice] there should be no need at all to underline. If something is a title, a heading or a question at the top of an essay, then the larger font, and the use of bold should be enough to give it emphasis and importance.

20. Don’t forget to put your name and student ID number on any work you submit.

© Roy Johnson 2003

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USACO 2020 January Contest, Bronze

Problem 1. word processor.

Log in to allow submissions in analysis mode

• If Bessie types a word, and that word can fit on the current line, put it on that line.
• Otherwise, put the word on the next line and continue adding to that line.

INPUT FORMAT (file word.in):

Output format (file word.out):, sample input:, sample output:.