Word processing software is probably the most widely used business application in modern computing. Word processing software has many applications in the electoral field.
In its simplest application, word processing software replaces the typewriter as a means of typing letters, reports and other written material. However, modern computer technology makes word processing software much more powerful and flexible than the manual typewriter.
Unlike typewriters, word processing software makes documents infinitely editable. Text can be typed, moved, cut, copied, pasted and deleted. Word processors generally use a 'clipboard' where text and images can be stored temporarily. Text that is 'cut' is deleted from the active document, but stored on the electronic clipboard. Text that is copied is stored on the clipboard but not removed from the active document. Any text on the clipboard can be copied or 'pasted' at any desired point in a document. Any text in a document can be moved around and edited at will.
The facility to copy text is very powerful - it means that large documents can be prepared quickly using existing material, and then edited as appropriate. It also means that text that has several different applications only needs to be typed once and then copied. The tedious re-typing of the typewriter era is unnecessary with modern word processors.
The facility to edit documents using word processors is also much more powerful than in the days of typed or handwritten manuscripts. Word processors make it much simpler to edit documents, making it much easier to 'polish' prose through extended editing.
Documents can also be saved in multiple iterations, so that different drafts or versions of the same document can be saved on disk and accessed as needed. For example, where one person changes another person's text, word processors can compare the two versions of the same document to identify what changes were made.
In addition to these improvements on the typing and editing processes, word processing software is capable of displaying text and images in many ways not possible with manual typewriters.
Other features of word processing software include the ability to:
- specify the font, point size and colour of text
- set customised margins and tab stops
- check spelling and grammar
- find specified text
- undo mistakes
- use lines, borders and shading
- highlight text with bold, italics, underlining, colour and (on screen) movement
- automatically number pages, paragraphs or items in a list
- automatically create dot points
- print pages in portrait (longest side vertical) or landscape (longest side horizontal) orientations
- add headers, footers and footnotes to pages
- incorporate pictures, images, symbols, graphics and (on screen) video
- create and incorporate drawn objects using drawing software
- create and manipulate tables
- incorporate data and images from other software programs, including spreadsheets and databases
- contain on-screen links (known as 'hyperlinks') which can transfer the user to other locations in the same document, to other documents stored on a local disk or a network, or to documents or web pages on the internet
- create 'mail merge' documents, for generating customised letters and documents tailored to recipients listed in a table or database
The list of features available in word processing software continues to grow as updates are issued.
Word processing capabilities are now so advanced that, combined with high-quality laser or ink-jet printers, they are able to produce high-quality documents that once could only be produced by professional typesetters. Word processors therefore have the potential to increase the quality and quantity of printed documents produced in-house by 'ordinary' staff members.
The uses of word processors for electoral purposes are many. Virtually any application that involves the production of written material can benefit from use of a word processor. Some possible applications that could be used by an election management body include producing all or most of its publications in-house, including books, brochures, forms and newsletters, and composing, editing and printing all correspondence in a standard corporate style, incorporating automatic printing of logos and corporate livery.
Many books, magazines and web sites can help you choose word processing software suitable for your purposes. In many cases, word processing software will be provided with the appropriate hardware, either as part of the purchase agreement or as part of a government standard.
It is desirable that all users of word processing software be trained in its use. In most countries external training providers will be available. Some electoral authorities may be able to provide in-house training using its own skilled staff. Most software packages also come with user manuals (paper and/or on-screen) and many come with self-paced on-screen tutorials.
