Word processing software is the most widely used office automation application and most, if not all, electoral management bodies (EMBs) use it in their daily work.
By the end of the twentieth century, word processors associated with a personal computer had replaced the use of most typewriters worldwide, except in places deprived of a basic power supply infrastructure.
A word processor enables a user to create and manipulate a document, display it on a screen, store and retrieve it electronically, and print hard copies.
Unlike typewriters, word processors make it possible to correct and change the text of documents as well as exchange texts between different documents without retyping it. Illustrations such as diagrams, graphics, figures, photos and special characters can also be easily incorporated into the text, if necessary. Editing operations such as correcting typing mistakes or moving, deleting, copying and inserting text can be easily done.
These features make word processing a powerful office automation tool because it can decrease the time needed to prepare a new document or to rework an old one.
These documents can also be easily printed if the computer is connected to a printer either directly or through network connections.
Word processing features
All word processing software contains a set of basic features:
The insert function places new text or figures anywhere in a document.
The copy function duplicates designated sections of a document.
The delete function erases characters, words, lines, pages or figures.
The paste function inserts material that was removed or copied from other parts of a document.
The format function is used to layout a document by specifying page, margin and tab size, and applying special design features such as font type and colour, bolding, italics, underlining and highlighting.
The find and replace function searches for a specific character, word or phrase in the document and substitutes it for another one.
The column and table function creates, manipulates and formats columns and tables.
The mail merge function produces customized letters and documents tailored to recipients listed in a table or database.
The file management function stores, accesses, moves and deletes computer files.
The print function generates a hard copy of an electronically stored computer file.
Besides these basic features, most word processors are able to check spelling, insert a header/footer, footnotes and create a table of contents, indexes and cross-references.
Most word processors also offer a limited set of tools to create illustrations. These illustrations may be imported from different software and inserted into the document.
Since word processing software enables documents to be saved as computer files, several versions of a single document can be saved and accessed for comparison
For documents that need to be shared and edited by several people, there is a tracking function that enables multiples users to insert changes and comments.
The list of features offered by word processing software continues to grow as existing word processors are updated and new software becomes available.
Other considerations
Word processors combined with high-quality printers are able to produce documents that were once only produced by professional typesetters. Today, an increasing number of documents are created in-house by staff members without specific skills.
There are many uses for word processors in electoral administration. Virtually any application that involves the production of written material can benefit from use of a word processor. Most elections publications and correspondences such as books, brochures, forms, letters and newsletters can be produced in-house.
Many books, magazines and websites are available to help choose suitable word processing software. Often, word processing software is bundled with the appropriate computer hardware, either as part of a purchase agreement or as part of government or even the EMB standard for office automation tolls.
Although most software packages come with user manuals and self-paced on-screen tutorials, it is still desirable to provide training for all users. While external trainers are available in most countries, EMBs may be able to use its own skilled staff to provide in-house training.
