Word Processing | Computer Operator Loksewa Praparation

📋 Loksewa Preparation — Computer Operator

Word Processing
Complete Notes

Everything you need to know about word processing for the Computer Operator examination — features, shortcuts, mail merge, document security, and more.

Word Processing refers to the use of computer software to create, edit, format, store, and print text-based documents. It allows users to efficiently manage written content for various purposes such as letters, reports, resumes, and books.

✦ Features of Word Processing

Text Editing

Insert, delete, copy, cut, and paste text easily.

Basic Formatting

Change font style, size, color, bold, italics, and underline.

Spell & Grammar Check

Detects and suggests corrections for spelling/grammar errors.

Page Layout

Controls margins, orientation, columns, and line spacing.

Tables & Graphics

Insert tables, images, charts, and shapes.

Mail Merge

Automates sending personalized letters/emails to multiple recipients.

Header & Footer

Adds page numbers, dates at top/bottom of pages.

Find & Replace

Locates specific words and replaces them throughout the document.

AutoCorrect

Automatically corrects typing mistakes and inserts predefined text.

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🗂 Types of Word Processing Software

Type	Features	Examples
Basic Text Editors	Text editing only	Notepad
Standard Word Processors	Basic formatting and simple features	WordPad
Advanced Word Processors	Spell check, mail merge, graphics, and all major features	MS Word, LibreOffice Writer, Google Docs

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⚙ Basic Document Operations

1. Creating a DocumentFile → New or open the software and start typing.
2. Saving a DocumentFile → Save or Ctrl+S — choose name, location, and format (.docx, .pdf, .txt).
3. Opening a DocumentFile → Open or Ctrl+O — browse and select from saved location.
4. Previewing a DocumentFile → Print Preview or Ctrl+P → Preview to check before printing.
5. Printing a DocumentFile → Print or Ctrl+P — choose printer, copies, page range, orientation.

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🖥 Word Processing Environment

Menu Bar

Contains drop-down menus: File, Edit, View, Insert, Format, Tools, Table, Window, Help.

Toolbars

Standard, Formatting, and Drawing toolbars for quick access to common features.

Status Bar

Shows page number, word count, language, and cursor position.

Rulers

Horizontal and vertical rulers to adjust margins, indents, and tab stops.

Scrollbars

Vertical (up/down) and horizontal (left/right) scrollbars for navigation.

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⌨ Important Keyboard Shortcuts

Ctrl+C

Copy

Ctrl+X

Cut

Ctrl+V

Paste

Ctrl+Z

Undo

Ctrl+S

Save

Ctrl+P

Print

Ctrl+F

Find

Ctrl+H

Find & Replace

Ctrl+L

Align Left

Ctrl+R

Align Right

Ctrl+E

Center

Ctrl+J

Justify

Ctrl+Enter

Page Break

F7

Spelling & Grammar

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⊞ Working with Tables

1. Creating a TableInsert → Table → select number of rows and columns.
2. Adding Rows/ColumnsRight-click inside row/column → Insert → Insert Rows Above/Below or Columns Left/Right.
3. Deleting Rows/ColumnsRight-click → Delete → Delete Row / Delete Column.
4. Merging CellsSelect multiple cells → Right-click → Merge Cells.
5. Splitting CellsSelect cell → Right-click → Split Cells → Choose rows/columns.
6. Borders & ShadingTable Tools → Design → Borders / Shading to apply styles and background colors.

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↦ Indentation & Tab Setting

Types of Indentation

First Line Indent Hanging Indent Left Indent Right Indent

💡 Ctrl+M increases indent  |  Ctrl+Shift+M decreases indent

Types of Tab Stops

Left Tab Center Tab Right Tab Decimal Tab

💡 Set tab stops by clicking on the Ruler or via Paragraph → Tabs.

📰 Newspaper Columns: Go to Layout → Columns → choose Two, Three, or custom. Use Ctrl+Shift+Enter to move text to the next column.

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📄 Document Formatting Elements

Header & Footer

Insert → Header & Footer. Can include page numbers, dates, and document titles. Appears on every page.

Footnotes & Endnotes

References → Insert Footnote / Endnote. Footnote at page bottom; Endnote at document end.

Page Numbers

Insert → Page Number. Can be placed in headers, footers, or margins.

Page Break

Ctrl+Enter — moves text to a new page.

Section Break

Layout → Breaks — allows different formatting in sections of the same document.

Graphics & Charts

Insert → Pictures / Chart / WordArt / Symbol / SmartArt for visual elements.

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📧 Mail Merge

Mail Merge allows users to create personalized documents (letters, emails, labels) by merging a main document with a data source like an Excel sheet or database.

📝

Open New Document
Mailings → Start Mail Merge

👥

Select Recipients
Existing List or New List

🔖

Insert Merge Fields
Name, Address, etc.

👁

Preview Results
Check output

✅

Finish & Merge
Print or Send Email

📌 Commonly used for: personalized letters, invoices, certificates, and invitations.

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🔍 Proofing Tools

AutoCorrect

Automatically fixes common mistakes while typing. E.g., "teh" → "the". Configure: File → Options → Proofing → AutoCorrect Options.

Spelling & Grammar

Red underline = spelling error. Blue/Green = grammar issue. Shortcut: F7. Review → Spelling & Grammar.

Thesaurus

Suggests synonyms and antonyms. Select word → Review → Thesaurus.

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🔒 Document Security

Security Feature	How to Apply
Password Protection	File → Info → Protect Document → Encrypt with Password
Restrict Editing	Review → Restrict Editing → define permissions
Digital Signature	File → Info → Protect Document → Add a Digital Signature
Track Changes	Review → Track Changes
AutoRecover	File → Options → Save → AutoRecover Every X Minutes
Read-Only Mode	File → Info → Protect Document → Always Open Read-Only

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क Devanagari Script in Word Processing

Popular Devanagari Fonts

Preeti, Mangal, Kantipur, Kruti Dev. Install via TTF file in Fonts settings.

Typing in Nepali

Windows: Settings → Language & Region → Add Nepali Keyboard.

English to Devanagari

Use Google Input Tools or Preeti to Unicode converters for easy typing.

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Computer Operator Loksewa Word Processing MS Word PSC Nepal Computer Notes Mail Merge Document Security