Microsoft Word Document Long Answer Type Questions Part 2

Microsoft Word Document Long Answer Type Questions Part 2

Question 1.
Discuss about Formatting Paragraph.
Answer: This feature is used to format paragraphs in a document. There are several formatting options available, such as line spacing, spacing before and after paragraphs, paragraph alignment, and applying bullets and numbering.

Paragraph Group Ribbon:
There is a Paragraph Group under the Home Tab as well as under the Page Layout Tab. Each of these groups is used to perform different paragraph formatting tasks.

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Paragraph Dialog Box:
This dialog box is used to apply formatting to paragraphs in a document. The formatting can also be applied to selected text within a document.

  • Click either the Home Tab or the Page Layout Tab.
  • Click the Paragraph Dialog Box Launcher button in the bottom right comer of the Paragraph Group. The Paragraph dialog box will display.

Indents and Spacing:
The features in this area are used to change the spacing between paragraphs, to specify the alignment for a paragraph, and to change the indentation options for a paragraph.

  • Click the Indents and Spacing tab.
  • Under the General category, click the Alignment list arrow to choose the type of alignment for the paragraph.
  • To apply indentation to the paragraph, click the Left or Right spinner arrows. These arrows are used to specify the amount of spacing from the left margin for the indent.
  • To apply a special type of indent, click the Special list arrow. The options here are:
  • None – Select this option when the paragraph is not to have any indentation applied.
  • First Line – This option is used to apply indentation to the first line of a paragraph, but not the rest of the lines in the paragraph.
  • Hanging – Use this option to apply indentation to all the lines of a paragraph except the first line.

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  • To apply before and after spacing for a paragraph, click the spinner arrows beside the options under the Spacing group.
  • To change the line spacing for a document, click the list arrow under Line Spacing and select an option from the list.
  • To set tabs for the document, click the Tabs button.
  • To make these changes for all documents created in Word, click the Default button.

Line and Page Breaks:
The features in this area are used to determine how text will appear in a document. For instance, to keep a heading with a paragraph, click the Keep with next option.

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  • Click the Line and Page Breaks tab.
  • Select Widow/Orphan Control to keep one line of a paragraph from appearing at the top or bottom of a page.
  • To keep lines of selected text together so that the text appears all on one page, click the Keep with next check box.
  • To keep lines of a paragraph all on one page, click the Keep lines together check box. This means that the paragraph will not break in the middle, but will all stay on one page of a document.
  • To insert a page break before a paragraph, click the Page break before check box.
  • The Formatting Exceptions area is used add or remove line numbering in a paragraph or to prevent hyphenation of text in a paragraph.
  • When all the changes have been made, click the OK button to apply the formatting to the paragraph.

Question 2.
Write a short notes on Bullets and Numbering?
Answer:
List Styles, Bullets or Numbers are automatically applied when a particular type of item is selected.

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  • These styles can be changed to suit individual styles.
  • The different type of lists are:
    • Bullets – Bullets should be used when a list of items does not have to be in any particular order. To apply bullets to a list of items, click the Bullets button in the Paragraph Group of the Home Tab.
    • Numbering – Numbering is applied to a list when items have to be completed in a particular order. To apply numbering to a list, click the Numbering button in the Paragraph group under the Home Tab.
    • Multilevel List – In the Paragraph Group under the Home Tab, click the Multilevel List button to apply an outline style to the list of items.
  • To define a new List Style, click the List Arrow for the Multilevel List.
  • Click Define New List Style.
  • The Define New List Style dialog box will appear.
  • To change the formatting, click the List Arrow for Click level to modify.
  • Choose the list level that is to be changed.
  • Define the parameters, such as bullet type, font, bold, and so forth.
  • Click the OK button to apply the changes to the list.

Modify Buller/Number Style:

  • Click the list arrow for the item you plan to modify; Bullets or Numbering.
  • The Define New Bullet or Define New Number Format dialog box will appear.
  • Make the appropriate changes to the bullets or numbers.
  • Click the OK button to save the changes.

Question 3.
Discuss about Find and Replace.
Answer:
This feature is used to find and replace text throughout an entire document. To use this feature:

  • Click the Home Tab.
  • In the Editing Group, click the Replace button.
  • The Find and Replace dialog box will appear with the Replace tab selected.
  • In the Find what box, input the text you are searching for. This can be one word or a string of words.
  • In the Replace With box, input the text that is to replace what is in the Find What box.
  • Click the More button to access additional features for replacing text.
  • Do one of the following:
    • Click the Replace All button to replace all the specified text in the whole document.
    • Click the Find Next button to locate the specified text and then click the Replace button.

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  • When all the text has been replaced, a message as shown in the illustration below will appear.

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  • Click OK to exit the dialog box.
  • Click the Cancel or Close button once the complete. process is

Question 4.
How do you insert various objects? Explain
Answer:
This feature is used to embed an object such as a Word document, a PowerPoint Presentation, or an Excel chart in the Word document.

  • Click the Insert Tab.
  • In the Text Group, click the Objects list arrow.

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  • Select Object from the list.
  • The Object window will display.

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Create New Object:
With this option, it is possible create Adobe, PowerPoint, Spreadsheet, and other Objects in Word. The Ribbon for the Program, such as PowerPoint, will display when the object is inserted.

  • Click the Create New tab, if necessary.
    • Scroll down the list to locate additional objects.
    • Select the object to insert.
  • Click the Display as Icon check box if the object is to be inserted as an icon.
  • Click OK to insert the object.
  • The selected object will appear in the Word Document.

Create from File:

  • Click the Create from File tab
  • Click the Browse button.
  • The Browse window will display.
  • Select the File that is to be inserted.
  • Click the Insert button.
  • The File Name and Path will appear in the File Name box.
  • Select any of the other options.
  • Click the OK button.
  • The File will appear in the Word Document.

Text from File:

  • Click the Insert Tab.
  • In the Text Group, click the Object list arrow.
  • Select the Text from File option.
  • The Insert File window will display.
  • Select the File that is to be inserted.
  • Click the Insert button.
  • The selected file will appear in the Word Document.

Question 5.
Discuss about Headers and Footers?
Answer:
The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain additional information such as page numbers, dates, an author’s name, and footnotes, which can help keep longer documents organized and make them easier to read. Text entered in the header or footer will appear on each page of the document.

To create a header or footer:
In our example, we want to display the author’s name at the top of each page, so we’ll place it in the header.

  • Double-click anywhere on the top or bottom margin of your document. In our example, we’ll double-click the top margin.

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  • The header or footer will open, and a Design tab will appear on the right side of the Ribbon. The insertion point will appear in the header or footer.
  • Type the desired information into the header or footer. In our example, we’ll type the author’s name.
  • When you’re finished, click Close Header and Footer. Alternatively, you can press the Esc key.

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To insert a preset header or footer:
Word has a variety of preset headers and footers you can use to enhance your document’s design and layout. In our example, we’ll add a preset header to our document.

1. Select the Insert tab, then click the Header or Footer command. In our example, we’ll click the Header command.

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2. In the menu that appears, select the desired preset header or footer In our example, we’ll select a header.

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3. The header or footer will appear. Preset headers and footers contain placeholders for information such as the title or date; they are known as Content Control fields.
4. To edit a Content Control field, click it and type the desired information.
5. When you’re finished, click Close Header and Footer. Alternatively, you can press the Esc key. If you want to delete a Content Control field, right-click it and select Remove Content Control from the menu that appears.

Editing headers and footers:
After you close the header or footer, it will still be visible, but it will be locked. Simply double-click a header or footer to’ unlock it, which will allow you to edit it.

Design tab options:
When your document’s header and footer are unlocked, the Design tab will appear on the right side of the Ribbon, giving you various editing options:

Hide the first-page header and footer: For some documents, you may not want the first page to show the header and footer, like if you have a cover page and want to start the page numbering on the second page. If you want to hide the first page header and footer, check the box next to Different First Page.

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Remove the header: If you want to remove all information contained in the header, click the Header command and select Remove Header from the menu that appears.

Remove the footer: If you want to remove all information contained in the footer, click the Footer command and select Remove Footer from the menu that appears.

Question 6.
Explain the following into Header or Footer (a) Insert the date or time (b) Adding Page Numbers.
Answer:
With the Page Number command and the commands available in the Insert group, you can add page numbers, the date and time, pictures, and more to your header or footer.

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To insert the date or time into a header or footer:
Sometimes it’s helpful to include the date or time in the header or footer. For example, you may want your document to show the date when it was created.

On the other hand, you may want to show the date when it was printed, which you can do by setting it to update automatically. This is useful if you frequently update and print a document because you’ll always be able to tell which version is the most recent.

  • Double-click anywhere on the header or footer to unlock it. Place the insertion point where you want the date or time to appear. In our example, we’ll place the insertion point on the line below the author’s name.
  • The Design tab will appear. Click the Date & Time command.

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  • The Date and Time dialog box will appear. Select the desired date or time format.
  • Check the box next to Update Automatically if you want the date to change every time you open the document. If you don’t want the date to change, leave this option unchecked.
  • Click OK.
  • The date will appear in the header.

Adding page numbers:
Word can automatically label each page with a page number and place it in a header, footer, or side margin. When you need to number some pages differently, Word allows you to restart page numbering.

To add page numbers to a document:
In our example, we’ll add page numbering to our document’s footer.

1. Double-click anywhere on the header or footer to unlock it. If you don’t already have a header or footer, you can double-click near the top or bottom of the page. The Design tab will appear on the right side of the Ribbon.
2. Click the Page Number command. In the menu that appears, hover the mouse over Current Position and select the desired page numbering style.
3. Page numbering will appear.
4. To edit the font, font size, and alignment of page numbers, select a page number and click the Home tab. Word’s text formatting options will appear.
5. When you’re finished, press the Esc key. The page numbering will be formatted.

Alternatively, you can add page numbers to the header or footer by clicking the Page Number command and then selecting Top of Page or Bottom of Page. If you have an existing header or footer, it will be removed and replaced with the page number.

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To restart page numbering:
Word allows you to restart page numbering on any page of your document. You can do this by inserting a section break and then selecting the number you want to restart the numbering with.

  • Place the insertion point at the top of the page you want to restart page numbering for. If there is text on the page, place the insertion point at the beginning of the text.
  • Select the Page Layout tab, then click the Breaks command. Select Next Page from the drop-down menu that appears.
  • A section break will be added to the document.
  • Double-click the header or footer that contains the page number you want to restart.
  • Click the Page Number command. In the menu that appears, select Format Page Numbers.
  • A dialog box will appear. Click the Start at: button. By default, it will start at 1. If you want, you can change the number.
  • Click OK.

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  • The page numbering will restart.

Question 7.
Write a short notes on Page Formatting in MS-Word.
Answer:
Formatting means dressing a document. This process involves controlling the view of text, layout of text and the use of pictures. This can be done in ways. Character formatting, paragraph formatting and document formatting.

Character formatting: This includes controlling the font type, font size, font style and font color.

  • Font Type: This refers to the characteristics of letters, symbols and punctuation marks in a document. Different font sizes decide the space occupied by a letter. The main categories of fonts are ‘mono space’ and ‘Proportional’ where in the former every letter occupies same width of place and in the latter the user specifies the width.
  • Font Size: A font is measured in points, one point making 1/72 of an inch. Word processor allow to work with font sizes from one point to several hundred points.
  • Font Style: This is used to control the font style commonly used styles are bold, Italic, and Under lining.

Paragraph Formats: This includes settings applied to one or more paragraphs, and hence involves line spacing, paragraph spacing, alignment, indents, tab stops, borders and shading.

Line and Paragraph spacing: Line spacing provides control the amount of space between each line of text. Paragraph spacing refers to the amount of space between each paragraph.

Indents and Alignment: Indents determine how close a paragraph will be to the margin. Alignment refers to the orientation of the lines of a paragraph with respect to margins.

Tabs and Tab Stops: Tabs are used to align columns of text accurately or create tables. Tab stop is a position on screen and in document, which is the stopping point for the Tab key on the keyboard. The tab stop positions are set by the user.

Borders, shading and shadows: A border is a line drawn on one or more sides of a paragraph. Shading consists of color or pattern of the background to the text. A drop shadow is a partial shadow around a bordered paragraph which makes it to be viewed as if the paragraph is floating.

Document Formatting: This includes the size of page, its orientation, and headers or footers. The page size and orientation can be set up as per the requirements of the document. The standard size of paper is 8 14 by 11 – inch paper. Headers and Footers are lines of text that run along the top and bottom of every page.

Columns and Sections: Columns divide the number of columns in a format and the section is a divided part of a document.

Question 8.
Discuss about Auto Correct options.
Answer:
AutoCorrect is used to automatically detect and correct typos, misspelled words, and incorrect capitalization. For example, if you type teh plus a space, then AutoCorrect replaces what you have typed with the. If you type This is the house plus a space, AutoCorrect replaces what you have typed with This is the house.

You can also use AutoCorrect to quickly insert symbols that are included in the built-in list of AutoCorrect entries. For example, to insert the symbol for copyright © you can type (c). The parentheses must be included. In addition, AutoCorrect checks for bulleted and numbered lists and formats them properly.

If the list of built-in entries doesn’t contain the corrections that you want, the corrections can be added to the list of choices.

Auto Correct:

  • Click the File tab.
  • Click the Options link on the left side of the window.
  • The Word Options window will appear
  • Click the Proofing tab in the left frame of the Word Options window.
  • Click the AutoCorrect Options button (see illustration on previous page).
  • The AutoCorrect dialog box will appear
  • Click the AutoCorrect tab, if necessary.
  • Look at the options available under the AutoCorrect tab.

These options are:

  • Show AutoCorrect Options Buttons
  • Correct TWo INtial Capitals
  • Capitalize First Letter of Sentences
  • Capitalize First Letter of Table Cells
  • Capitalize Names of Days
  • Correct Accidental Usage of cAPS LOCK Key
  • Replace Text as You type

AutoFormat as You Type:

  • Click the File tab
  • Click the Options link on the left side of the window.
  • The Word Options window will appear (see illustration on page one).
  • Click the Proofing link in the left frame of the Word Options window.
  • Click the AutoCorrect Options button.
  • The AutoCorrect dialog box will appear.
  • Click the AutoFormat As You type tab
  • Click the check box for each of the items to make them active. The three categories are:
    • Replace as You Type – Items such as straight quotes, superscript, fractions, hyphens, or Internet paths will be replaced with the specified feature automatically.
    • Apply as You Type – When a number or bulleted item is input with a tab following, the bulleted or numbering feature will turn on automatically.
    • Automatically as You Type – When items under this option are chosen, the specified formatting will be applied to the document.  For instance, if an item is numbered, the next item in the list will automatically be formatted the same as the first item.
  • As you are inputting information into the document, the types of items specified in the list will correct automatically.

Auto Format:

  • Click the File tab.
  • Click the Options link (see illustration above) on the left side of the window.
  • The Word Options window will appear (see illustration on page one).
  • Click the Proofing link in the left frame of the Word Options window.
  • Click the AutoCorrect Options button.
  • Click the AutoFormat tab (see illustration below).
  • This tab is similar to the AutoFormat as You Type option.
  • It allows you to choose what items will format automatically while information is being input into the document.
    • Apply – Under, this heading, you can choose whether to apply formatting to heading styles, bulleted lists, list Styles, or other paragraph styles.
    • Replace – This is the same as the Replace as You Type option that was explained in the previous section.

Math Auto Correct:
When inputting the information for this option, the entries are case sensitive. This means that you must be sure to use capital letters when they are needed and not to input capital letters if they are not needed for the symbol.

  • Click the File tab.
  • Click the Options link on the left side of the window.
  • The Word Options window will appear.
  • Click the Proofing link in the left frame of the Word Options window.
  • Click the AutoCorrect Options button.
  • Click the Math AutoCorrect tab to look at the options available.
  • To add an equation to the list, click the Replace box.
  • Input the desired symbol or phrase.
  • In the With box, input the symbol.
  • Click the Add button.
  • Click the OK button to exit the dialog box.

Question 9.
Write a short notes on Spelling and Grammar.
Answer:
When Spelling and Grammar check is activated, Word displays a red line under words that do not appear in Word’s dictionary (such as misspellings and proper names) or are duplicate words (the, the) and a green line appears under words that have grammatical errors. These errors may be corrected as you encounter them or after the document is finished. Some words in a document that are correct will appear with a wave red underline.

Correct Spelling and Grammar While Typing:
To correct a grammatical or spelling error while typing, complete the following steps:

  • Right-click the first word that has a red wavy line.
  • A list of substitutions for that word will appear.
  • Click the correct spelling of the word.
  • If the word was the correct spelling, click the Ignore All button.

Correct Spelling and Grammar:
Spelling and Grammar may be checked during input or after the input is completed. The illustrations below show the Spelling and Grammar Task Panes that appears when a misspelled word or grammar error is detected.

 

Follow the steps below to check the spelling and grammar in a document.

  • Click at the beginning of the document.
  • Click the Review Tab.
  • In the Proofing Group, click the Spelling and Grammar button.
  • As the document is being checked, misspelled words or problematic sentences are selected and highlighted in the Spelling or Grammar Task Pane.
  • Appropriate alternatives are then suggested for the word or sentence.
  • These suggestions will appear in the box in the appropriate Task Pane.
  • One of the following options needs to be chosen:
    • Click a Suggestion and then click Change to make the substitution.
    • If the word is one that may appear more than once in the document, click the Change All button.
    • Click Ignore Once to skip the word or rule.
    • Click Ignore All or Ignore Rule to skip every instance of the word or rule.
    • If none of the suggestions is appropriate, click in the document and make the necessary changes.
    • Click the Resume button.
  • When the Spelling and Grammar check is completed, a message box will appear saying the Spelling or Grammar check is complete.
  • Click OK to return to the document.