Word Processing Software
Word processing software is used to create and manipulate a text document, such as a resume or report. After keyboarding the text, the software provides tools for copying, deleting and formatting the material.
Some of the functions of word processing software include:
- Creating, editing, saving and printing documents
- Copying, pasting, moving and deleting text within a document
- Formatting text, including choosing the font and bolding, italicizing and underlining it
- Creating and editing tables
- Inserting images and multimedia
- Correcting grammar and spelling issues
Word Processing Applications
Currently, Microsoft Word (MS Word) is the most popular word processing software. Another program is WordPerfect by the Corel Corporation. This product is still in use, and its niche market is the legal profession, given its built-in support for legal templates. While Microsoft Word and Word Perfect are commercial software, a third program, Writer, which is part of OpenOffice by Apache, is open source and can be downloaded and used free of charge. Finally, there is Pages, which is part of iWork by Apple.
Although there are minor differences found among the different word processing software programs, they all accomplish pretty much the same thing, and the one you use is partly a matter of personal preference. However, it is also important to consider what type of software the people you normally collaborate with use. In many cases, people within the same organization will use the same software. This makes it easier to share and work on the same document together.
That said, Word processing applications allow you to change formats. Let's say a colleague created a file in iWork; they can save that document into a Doc or DocX file so you can open it in Microsoft Word.
Desktop Publishing
Desktop publishing (DTP) are used to create page layouts of documents for publication in print or online. It's a way to combine text and illustrations in a way that is not possible or very difficult to do when using word processing software. For example, consider a product catalog, where the visual impact of the document is very important. While the text describing each product is important, just as important is the quality of the images and how the text and illustrations are organized on a page.
Typically, DTP software is a little more difficult to use than regular word processing software, partly because there are so many different options and design concerns to consider. Graphic designers, who create documents using a combination of images and typography, typically use DTP programs.
While word processing and desktop publishing software programs both involve the use of text and images to create documents, there are some key differences between the two. For example:
- Desktop publishing software provides many more advanced options for layout, allowing for full control of how text and images are placed within a document.
- Desktop publishing software includes a full range of digital typography tools, allowing for complete control of how the fonts appear on the page.
- Desktop publishing software makes it much easier to work with multiple pages. Consider a fold-out brochure where the content and images extend across multiple pages, a very difficult project to complete in Word!
- Desktop publishing software allows for full control over the printing process, ensuring that colors will look great on a particular type of paper.
Word processing software programs include a number of tools for adding page numbers, inserting illustrations, and formatting text into columns. However, these programs do not allow for complete control over a document's look, making desktop publishing software the better choice when design is important.
DTP Applications
There are a number of different desktop processing applications. One of the most widely used is InDesign by Adobe. Other options include Microsoft Publisher, Scribus, QuarkExpress and Xara Page & Layout Designer.
PDF Documents
Both word processing and desktop publishing software can be used to create printed documents. While creating paper copies is not always the most effective way to distribute documents, copying text into an e-mail message would remove most, if not all, of the formatting and layout.
One alternative is to create documents in a portable document format, or PDF, a digital document that preserves all of the original formatting but does not require the original software to open the file. Using desktop publishing or word processing software, choose print to PDF to create the file, which anybody can view using a free PDF reader.
PDFs can also be set up for electronic signatures. This makes them a key tool when you cannot obtain a signature in person.
Lesson Summary
Let's review! Word processing software is used to create and manipulate a text document, such as a resume or report. Software programs include Microsoft Word, Pages, Writer and WordPerfect.
Desktop publishing (DTP) software is used to create page layouts of documents for publication in print or online. Graphic designers who create documents using a combination of imagines and typography, typically use DTP programs, such as InDesign by Adobe. Desktop publishing software allows the user to create a portable document format (PDF), a digital document that preserves all of the original formatting but does not require the original software to open the file.
PDFs can also be set up for electronic signatures. This makes them a key tool when you cannot obtain a signature in person.
