Word processing: edit, format, save and preview
Change the message, then its appearance
In a word processor such as Microsoft Word, editing changes the content: adding, deleting or replacing words and numbers. Formatting changes its appearance, such as bold text or paragraph alignment. Making a wrong date bold does not correct it.
One notice, different tasks
Suppose a notice says “Practice session: Monday”, but the session is on Tuesday.
| Task | Type of change |
|---|---|
| Replace Monday with Tuesday | Editing: correct the content |
| Make the heading bold | Formatting: change its appearance |
| Centre the heading | Formatting: change paragraph alignment |
First check what the notice says; then make it easy to read.
Keep the original when you need a new version
To keep an original and work on a separate version, create the separate copy before editing. Give it a different name or location and check which file you have open.
Depending on the Word version and storage setup, the command may be Save As, Save a Copy or Create a Copy. Cloud AutoSave may save changes to the open original, so copying only after editing may be too late to keep that original unchanged.
In a document already saved locally with AutoSave off, Save records the latest changes in the same file. It does not require a new file name for every edit.
Use a table for rows and columns
A table keeps related entries in cells, arranged in rows and columns. For example:
| Session | Day |
|---|---|
| Reading practice | Tuesday |
| Number practice | Thursday |
Each horizontal line of entries is a row; each vertical group is a column. A table is more suitable for this structure than trying to align entries with repeated spaces.
Before printing, use Print Preview to inspect how the pages will look: check the heading, page breaks and whether table text fits. Previewing is a check; it is not the same as sending the document to the printer.
- Keep the original: create and open a separately named copy before making changes.
- Edit the message: replace Monday with Tuesday in the notice.
- Format it: make the heading bold and put the schedule into a clear two-column table.
- Save the working copy and inspect Print Preview before choosing to print.
Five practice checks
- A notice shows the wrong day. Which action corrects its content?
Show answer
Correct answer: C
Replacing the day changes what the notice says, so it is editing. The other actions change its appearance while leaving the wrong day in place.
Option A: Bold formatting emphasises the existing text; it does not replace the wrong day.
Option B: Alignment changes where the paragraph appears, not which day it names.
Option D: A larger font does not make an incorrect day correct.
Hint: Distinguish changing the words from changing how those words look.
- You must keep a cloud-stored original unchanged and prepare a revised version. What should you do first?
Show answer
Correct answer: A
Creating the copy before editing separates the revised version from the original. With cloud AutoSave, edits to the open original may already have been saved. Copy commands and labels depend on the version.
Option B: A later copy can contain the edited text; it does not guarantee that the original stayed unchanged.
Option C: A name planned for later does not prevent current edits from changing the open original.
Option D: AutoSave can save edits to the original; it is not a guarantee that the original remains unchanged.
Hint: Keep the sequence clear: separate copy first, edits afterwards.
- Which feature is best suited to arranging a schedule in rows and columns?
Show answer
Correct answer: D
A table provides cells in rows and columns, so a session can stay alongside its day. Saving and spelling checks have different jobs.
Option A: AutoSave concerns saving changes, not arranging entries into rows and columns.
Option B: Spell-checking does not create the schedule's row-and-column structure.
Option C: Repeated spaces are not a table structure and can make alignment difficult to maintain.
Hint: Look for the feature that supplies cells for related entries.
- Before sending a document to the printer, which feature lets you inspect its page layout?
Show answer
Correct answer: B
Print Preview shows how the pages will look before printing, helping you check page breaks and whether content fits. Previewing alone does not send a print job.
Option A: Renaming changes a file's name; it does not show the print layout.
Option C: Save As creates a separately saved version when used that way; its purpose is not print-layout inspection.
Option D: Find and Replace works with document content, not the print-preview view.
Hint: You want to inspect the pages before committing them to paper.
- A document is already saved locally, AutoSave is off, and you want to record edits in that same file. Which command is appropriate?
Show answer
Correct answer: C
In the stated situation, Save records the latest changes in the existing file. A separately named copy is useful when a different version is wanted, but that is not this question's goal.
Option A: Previewing the pages is not the same as saving the edited file.
Option B: This creates another version rather than simply updating the same file.
Option D: Changing appearance does not itself perform the requested save operation when AutoSave is off.
Hint: The question asks for the same file, not another version.
Keep the jobs separate
Edit the content → format the presentation → save the intended file → check the print layout. Command names can vary; understand the job before memorising a menu path.
Sources: Microsoft guidance on creating and formatting a Word document, saving files, copying before editing, and print preview.
Syllabus connection: Office basics appear in section 13.11.5.2 of the SSC CGL 2026 notice, under Tier II Computer Knowledge. This lesson covers selected Word tasks.
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