Microsoft Word Document Long Answer Type Questions Part 1

Microsoft Word Document Long Answer Type Questions Part 1

Microsoft Word Document Long Answer Type Questions Part 1

Question 1.
What is MS- Word? Explain it Features
Answer:
Word processing describes creating or editing a document using a word processor, such as Microsoft Word, Google Docs, or Open Office Writer. For example, a student could create a leave letter in a Word Processor application. Then, the student could print it, save it to a disk, display it on the screen, or send it over e-mail. Also, a person looking for a job could create a resume using a word processor, then e-mail or print and mail it to job recruiters.

Features of MS-Word:
Easy Typing : In MS Word, typing is so easy because we need not click enter button after the end of a line as in case of type writer. The word processor itself takes the matter to the next line of the document. This facility is called word wrapping.

There is no limit for typing the matter in word processing. You can type the matter continuously without resorting to new page or file. But in a type writer, if you complete a page, you have to take another blank page and start typing.

You can easily rectify mistakes as the typed matter appears on the screen.

Easy: The document so typed can be stored for future use. The process of storing is called saving. We can preserve the document for any number of years in word processing.

Adding, Removing and Copying Text: Documents can be modified easily in MS Office. We need not strike off any word as in the case of type writer. We can easily place a new word in place of existing one. The new word or paras will automatically be adjusted in the place of deleted or modified text. We can also copy a part or whole of the matter from one file or document to another document.

Spell Check of words: The spellings of words in the document can be rectified automatically. We can find alternative words to our typed words. Not only that, even the grammatical errors can also be rectified in word processor.

Change the Style and Shape of Characters and Paragraphs: The documents in word processor can be made attractive and appealing because the shape and style of characters or letters in the documents can be changed according to our requirements. You can even change the gap between one line and other line in the document. This process is called line spacing. Not only the lines but also paragraphs can be aligned to make it more appealing to the readers. This facility is called alignment in word processing.

Bullets and Numbering: Bullets are special symbols which can be put for different points or paras in a document whereas
numbers are ascending figures like 1, 2, 3, ____ etc. Which can be assigned to different points in the para or document. In word processor we can assign such bullets or numbers automatically with a single command.

Headers and Footers: A Header is the text appearing above the document and Footer is the text appearing below the document. In Word Processor, we can create these Headers and Footers in the document easily.

Creation of Tables: Tables can be created neatly in word processor. If you give directions for required number of rows and columns, word processor provides a ready made table to work.

Inserting Pictures Objects: A picture is worth 1000 words. In word processor, we can insert the picture in the document to make it more attractive. These pictures can be obtained from clip art which is available in word processor.

Preview Facility: Before getting a print of our document, we can get a preview of document. If mistakes are there, we can change the document.

Mail Merge Facility: If we want to send the same information to different persons, there is a facility in Word Processor known as Mail Merge. The main body of the letter can be typed once and we can send the same to different addresses.

Question 2.
Discuss about Word Processing Advantages and Applications?
Answer:
The following are the advantages of Word Processing.

Easy: The document so typed can be stored for future use. The process of storing is called saving. We can preserve the document for any number of years in word processing

Clarity: word processors have fonts that help make the document clear or easy to read as compared to different handwriting

Synchronization: People in two different locations can create a document through synchronization. This means both can edit and add content almost simultaneously

Quality: It produces error free documents. The spell and grammar check in word processing makes the document to be neat and error-free. We can get multiple copies of excellent formatted nature in word Processing.

Spell Check of words: The spellings of words in the document can be rectified automatically. We can find alternative words to our typed words. Not only that, even the grammatical errors can also be rectified in word processor.

Storage of Text: We can take any number of copies with word processor. Not only that, if we need the same document with some slight changes, we need not type the same letter again. Just by making some slight changes, we can obtain a modified copy easily.

Time Saving: We can get any number of copies of document in future without retyping. We can get the, copy of document on any printer.

Security: We can protect the documents in word processing by giving passwords. So there is a less chance of viewing the documents by unauthorized persons.

Dynamic Exchange of Data: We can have dynamic exchange of objects and pictures from other documents into word processing documents. The documents can be linked to each other.

Word Processing Applications:
1) Microsoft Word:
Microsoft Word is a writing app that helps you to transform documents into web pages. It offers a real-time translation facility with just one tap. This program enables you to read and edit documents attached to the email.

2) Google Doc:
Google Doc is an online application that helps you to format text and paragraphs. It contains numerous fonts and images. This tool offers templates for writing documents. You can use the application to create and make changes in files anywhere at any time.

3) Grammarly:
Grammarly is a widely used writing enhancement tool. It offers numerous writing styles, suggestions for grammar, vocabulary, and syntax. You can use this tool via the website, as a browser extension, or as an app that you download to your computer.

4) AutoCrit:
AutoCrit is a fully-featured word process and editing tool. It helps you to resolve your grammar and spelling mistakes. The tool also allows you to check spelling and grammar. It also offers free spelling & grammar checker.

5) Prowritingaid:
Prowritingaid is a tool that offers world-class grammar and style checking facility. It helps you to edit documents faster. This software includes more than 1000s of style to improve your writing.

6) Jotter Pad – Writer, Screenplay, Novel:
JotterPad is an Android application that is designed especially for writers. It has a plain text editor helping you to write books, poems, novels, essays, etc. The tool enables you to focus on converting your thoughts into a plain text file.

7) Readable:
Readable is a word processor that helps you to test the readability, grammar, and spelling of your text. It supports integration with API into your content management software. You can paste your text into this tool, and it will give you instant analysis. It also recommends improvement.

Question 3.
Write a short notes on Parts of Word Window.
Answer:
The goal of the Word interface is to make working with a document more intuitive. Tasks that are performed often are not hidden. The Live Preview feature shows the formatting changes in the window before they are applied to the text or image. To access the command move the mouse pointer over the command and the format will appear in the window.

File Tab: This is the Backstage View area. Contained within this tab are commands for managing Word documents as a whole such as Print, Save, Save As, Open, and Close options.

Title Bar: This bar displays the name of the program that is open, along with the document name. Minimize, maximize- restore, and close buttons are located on the right side of this bar.

Tabs: Tabs are used to access the different commands for working in the Word program. When the tab is accessed, different commands pertaining to that tab will display.

Quick Access Toolbar: This toolbar displays the Save, Undo, and Redo buttons. It can be customized to contain any of the commands that are used frequently such as Open, Close, and Print.

Ribbon: The ribbon contains the options that make it possible to use the different commands in the Word program.

Dialog Box Launcher: When this button is clicked, a dialog box containing more commands for that particular group will display.

Rulers: These rulers can be used for placing material on a page, for resizing table columns and rows, and for determining the location of the insertion point on the page.

Document Window: This is the area where the data is input into the document. When more than one document is open, each document has its own window.

Microsoft Word Document Long Answer Type Questions Part 1 1

Scrollbars: Scrollbars are used to move up and down on a page in Word. These bars will appear when the page is too long or too wide to fit within the document window.

Status Bar: This bar provides information about the current document. To turn off the display of an item, right-click the status bar and then click on that item.

View Toolbar: This toolbar is used to change to different’ available views in Word. These are Read Mode, Print Layout, and Web Layout.

Zoom Buttons: These buttons are located on the far right of the status bar. With these buttons, it is possible to change the size of the view of the document.

Question 4.
Explain how to (a) Create a Document (b) Opening a Document (c) Saving a Document, (d) Printing a Document (e) Closing a document (f) Copying a paragraph.
Answer:
a) Create a Document: By default MS-Word creates a new document automatically whenever the MS-Word is started. In addition there are few ways to create a new document are discussed below:

Using Menu Commands:

  • Click on File, Drop Down menu will appear
  • Choose New…, New dialog will appear
  • Choose Blank Document and click OK button.

Using Keyboard Shortcuts:

  • Press Ctrl + N, New dialog will appear
  • Choose Blank Document
  • Click on OK Button.

b) Opening a Document: To begin working with an existing document first we have to open the document. Word offers three ways to open an existing document. They are

Using Menu Commands:-

  • Choose Open Command from File Menu, Open Dialog will appear.
  • Choose the appropriate directory from Look in list and select the document from the file list.
  • Click on Open Button

Using Keyboard Shortcuts

  • Press Ctrl+O, Open dialog will appear
  • Choose the appropriate directory from Look in list and select the document from the file list.
  • Click on Open Button

c) Saving a Document: After creating a document we have , to save on the auxiliary device for future reference. To do this word offers three ways, they are

Using Menu Commands:-

  • Choose Save Command from File Menu, Save as Dialog will appear.
  • Choose the appropriate directory from Save in list and type the document name at file name Field.
  • Click on Save Button

Using Keyboard Shortcuts:-

  • Press Ctrl+S, Save as dialog will appear
  • Choose the appropriate directory from Save in list and type the document name at file name Field.
  • Click on Save Button

d) Printing a Document: Whenever we want to take the prepared document on paper (i.e. Hard Copy), Word offers three ways to print an existing document. They are

Using Menu Commands:-

  • Choose Print Command from File Menu, Print Dialog will appear.
  • Set the printing options, such as printer, paper size, Number of Copies etc.
  • Click on OK Button

Using Keyboard Shortcuts:-

  • Press Ctrl+P, Print dialog will appear
  • Set the printing options, such as printer, paper size, Number of Copies etc.
  • Click on OK Button

e) Closing a document:- We have to close the current file, to close the file

Choose close command from the File menu or press Alt+F4 from the keyboard or Click the close button on the file window or menu bar.

If the file has been saved before and if there are no new changes, the application will simply close the file. If the file contains unsaved changes, the application will prompt to save them and will close the file when finished.

f) Copying a paragraph:

  • Select the Text.
  • Select Copy from the Edit menu, or Click Copy Button on the Standard toolbar or right-click on the text and choose Copy from the Context Sensitive menu that appears.
  • Go to the location where you want to copy the text and place your curser there.
  • Select Paste from the Edit menu, Click Pate Button on the Standard toolbar.

Question 5.
Discuss about Editing of a Document in MS-Word,
Answer:
The great thing about word processors is that you can go back and edit your document as much as you like, before printing it out. To edit your document, you need to be able to do two things.

  • You need to identify the text you want to change.
  • You need to make your change. Broadly, there are five kinds of change you can make to a document:
    • Add text
    • Copy text
    • Change formatting
    • Delete text
    • Move text

Identify the text you want to affect:
If you want to make a change to some existing text, you need to identify what text is to be affected. After identifying you need to “select” that text. When you select text, Word highlights the text.

Five quick ways to position the cursor

  • Click with the mouse.
  • Use the arrow keys. The arrow keys move one line up or down, or one character left or right.
  • Ctrl + an arrow key moves one word left or right, or one paragraph up or down.
  • Home moves to the beginning of the line. End moves to the End of the line.
  • Ctrl-Home moves to the beginning of the document. Ctrl- End moves to the’end of the document.

Five quick wavs to select text:-
Position the cursor, using one of the methods shown above.
Then:

  • Hold down the Shift key. Click where you want the selection to end.
  • Hold down the Shift key. Use any of the methods listed above to move the cursor to create the selection.
  • Double-click to select one word.
  • Triple-click to select one sentence.
  • Ctrl+A to select the whole document.

Add text:
To add text to your document, use the keyboard or the mouse to position the cursor where you want to add your text, then type. If any text is selected, your typing will over-write the selected text.

Delete text:
Click or use the keyboard to position the cursor. Press the Delete key to delete the character in front of the cursor. Press the Backspace key to delete the character behind the cursor.

To delete a large block of text, select it and press the Delete key.

Copy text from one place to another:
You can be wonderfully lazy with Word. Don’t ever type anything twice.

  • Select the text you want to move.
  • Choose Ctrl+C.
  • Use the mouse or the keyboard to position the cursor where you want the text to appear.
  • Choose Ctrl + V.

Move text from one place to another:
To move text:

  • Select the text you want to move.
  • Choose Ctrl+X
  • Use the mouse or the keyboard to position the cursor where you want the text to appear.
  • Choose Ctrl+V

To move one or more paragraphs at a time, up or down in the document, select the paragraph(s). Use Alt-Shift-Up Arrow to move the text up. Use Alt-Shift-Down Arrow to move the text down.

Change formatting:-
To change the formatting of a few words, or to change the formatting of a paragraph separately from its style:

  • Select the text you want to format.
  • Choose Format —> Font, Format —> Paragraph, or Format —> Borders and Shading and make your selections.

Question 6.
Discuss about Formatting Text.
Answer:
There are several features that can be changed for the font in a document. It is possible to change the type of font, the font style, the font size, and the font color. It is also possible to apply special effects such as all caps or small caps to a font. Special text effects may also be added to selected text. Many of these changes can be made using the Font Group under the Home Tab. Other features may be changed using the Font dialog box.

Use Font Group Ribbon:
Several font changes can be made to selected text by using the Font Group Ribbon such as changing the font type and size. Additionally bold, italic, and underlining can be applied to the text by using the appropriate buttons on the Formatting toolbar.

Microsoft Word Document Long Answer Type Questions Part 1 2

Use Font Dialog Box:

  • Select the text to which the changes are to be made.
    • Click the Home Tab.
    • In the Font Group, click the Dialog Box Launcher button.

The Font dialog box will display

  • To change the Font Type, click one of the options under Font.
  • The chosen Font Type will appear in the text box under Preview.
  • To change the Font Style, click one of the options from the Font Style list.
    • Regular: When this option is chosen, the selected text will not have any style applied.

Microsoft Word Document Long Answer Type Questions Part 1 3

    • Italic (Ctrl+I): To have the selected text appear in italics, choose this option.
    • Bold (Ctrl+I): To bold the selected text, click this option.
    • Bold Italic(Ctrl+BI): To apply both bold and italic formatting to the selected text, click this option.
  • To change the Size of the font, click one of the sizes under that option.
  • To change to a size font that is not specified in the list:
    • Click in the Size box and input a number.
    • After the number is entered, press the Enter key on the keyboard.
    • The dialog box will close and the formatting will be applied to the selected text in the document.
  • To change the color of the font, click the list arrow for Font Color and select a color from the gallery of colors that appear.
  • To have the selected text underlined, click the list arrow for Underline Style and choose a style from the list.
  • To change the color for the underline, click the Underline Color box and choose a color from the gallery of colors that appears.
  • To apply a special effect to the text, click one of the options under Effects.
    • Strike through – Click this check box if you want to have a line through the selected text. Example
    • Double Strikethrough – Click this check box to place two lines through the selected text. Example
    • Superscript(Ctrl+Shift+=) — To have the selected text raised slightly above and smaller than the rest of the text, click this check box. Example
    • Subscript (Ctrl+ =) – To place the selected text slightly lower and smaller than the rest of the text, click this check box. Example
    • Small Caps – When this check box is selected, all the letters will appear as caps. However, the letters that are capitalized will appear slightly larger than the ones that are not. example -> EXAMPLE
    • All Caps – To have all the letters and words in the selected text appear in all capitals., click this check box. example -> EXAMPLE
    • Hidden – When this option is chosen, the selected text will not appear in the document when it is printed out. It will appear with a dotted underline in the document window.

Once all the changes have been made to the font options, click the OK button to exit the dialog box and make the changes.