Microsoft Word Document Long Answer Type Questions Part 3

Microsoft Word Document Long Answer Type Questions Part 3

Microsoft Word Document Long Answer Type Questions Part 3

Question 1.
What is Mail Merge? How do you create Mail Merge in MS-Word?
Answer:
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook

To use Mail Merge:

  • Open an existing Word document, or create a new one.
  • From the Mailings tab, click the Start Mail Merge command and select Step by Step Mail Merge Wizard from the drop-down menu.

Microsoft Word Document Long Answer Type Questions Part 3 1

The Mail Merge pane appears and will guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list.

Step 1:

  • Choose the type of document you want to create. In our example, we’ll select Letters. Then click Next: Starting document to move to Step 2.

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Step 2:

  • Select Use the current document, recipients to move to Step 3.

Step 3:

  • Now you’ll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.
    • From the Mail Merge task pane, select Use an existing list, then click Browse… to select the file.

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    • Locate your file and click Open.
    • If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.
    • In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you’re done, click OK.
    • From the Mail Merge task pane, click Next: Write your letter to move to Step 4.
  • If you don’t have an existing address list, you can click the Type a new list button and click Create. You can then type your address list.

Step 4:

  • Now you’re ready to write your letter. When it’s printed, each copy of the letter will basically be the same; only the recipient data (such as the name and. address) will be different. You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

To insert recipient data:

  • Place the insertion point in the document where you want the information to appear.
  • Choose one of the four placeholder options: Address block, Greeting line, Electronic postage, or More items.
  • Depending on your selection, a dialog box may appear with various options. Select the desired options and click OK.
  • A placeholder will appear in your document (for example, «Address Block»).
  • Repeat these steps each time you need to enter information from your data record. In our example, we’ll add a Greeting line.
  • When you’re done, click Next: Preview your letters to move to Step 5.
  • For some letters, you’ll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to personalize it even further.

Step 5:

  • Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each document.
  • Click Next: Complete the merge to move to Step 6.

Step 6:

  • Click Print… to print the letters.
  • A dialog box will appear. Click All, then click OK.
  • The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.

Question 2.
What is Macro? Explain how do you Create and Run macros in MS-Word.
Answer:
Macros are used to speed up routine formatting, combine multiple tasks, and automate tasks. The Macro Recorder is used to record every keystroke and mouse click until the recorder is stopped. When the series of recorded actions need to be repeated, the macro can be run again. Microsoft Word comes with built-in macros such as Ctrl+S for Save or Ctrl+P for Print. If a new macro is given the same name as a built-in macro, the new macro actions will replace the built-in macro.

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Specify Macro Parameters:

  • Open a New Blank Page in Word.
  • Do one of the following:
    • Click the Developer Tab.
    • In the Code Group, click Record Macro.
      or
    • Click the View Tab.
    • In the Macros Group, click the Macro list arrow.
    • Click Record Macro, The Record Macro dialog box will display.

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  • In the Macro name box, input a name for the Macro. Macro names:
  • In the Store macro in box, click the template or document in which the macro is to be stored.
  • Type the narration of macro in description box.

Record the Macro:
Once all the options have been specified and either the OK or Closed button is clicked, the Macro will start recording.

  • Perform the actions that are to be included in the Macro.
  • To pause the recording of the Macro, do one of the following:
    • Click the Developer Tab.
    • Click Pause Recording in the Code Group.
      or
    • Click the View Tab.
    • In the Macro Group, click the Macro arrow, and click Pause Recording.
  • To stop recording the Macro, use click Stop Recording.

Run a Macro:
When the Keyboard option is selected when recording a Macro, it is a simple process to run the Macro. Just press the key combinations specified when the Macro was created. When this is done, the Macro will run. However, you could also run the Macro by completing the steps below.

  • Click the View Tab.
  • Click the top part of the Macros button in the Macros Group.
    or
  • Click the Developer Tab.
  • In the Code Group, click the Macros button. The Macros dialog box will appear.
  • Click the Name of the Macro that is to be run.
  • Click the Macros In drop-down arrow to obtain a list of the documents where Macros have been created.
  • Click the document that contains the Macro that is to be run.
  • To run the Macro, click the Run button in the Macros dialog box.

Question 3.
Explain about Undo and Redo?
Answer:
Word watches as you work. It remembers which steps you last took. When asked, it can frequently undo your errors. When you make a mistake in typing you can easily backspace, for a large error, such as deleting an entire block of text by mistake, you need to use the Undo feature. Undo command cancel the operations performed in the document whereas Redo command is used recall the operations which are canceled by Undo Command.

MS Word keeps a record of operations you have performed and you can choose to undo the last one or as many as you like, in reverse order.

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Undo command: This command is used to cancel the operations just made in the document. The undo command can cancel up to 100 actions from latest action to earliest.

  • Choose Undo command from Edit menu to cancel your last action.
  • If you press CTRL+Z repeatedly, it will cancel previous actions.
  • The Undo Toolbar Button and its associated drop down list let you cancel multiple actions in sequence.

Redo command: This command is used to recall the operations which are canceled by Undo. The Redo command can Recall up to 100 actions from last to earliest undo action.

  • Choose Redo command from Edit menu to cancel your last action.
  • If you press CTRL+Y repeatedly, it will cancel previous actions.
  • The Redo Toolbar Button and its associated drop down list let you recall multiple actions in sequence.

Question 4.
Explain how to change Font, Font style and Font size of a document in MS-Word.
Answer:
Changing Font: In Microsoft Word, you can change the font. This feature is illustrated in the following exercise:

Change the Font – Using the Menu:
1. Type the following:
Arial Courier Times New Roman
2. Select “Arial.”
3. Press Shift+Ctrl+F or Alt+HFN, Font dialog will appear
4. Choose the Font tab.
5. In the box below the Font field, click “Arial.”
6. Click OK.
7. Select “Courier.”
8. Press Shift+Ctrl+F or Alt+HFN, Font dialog will appear
9. Choose the Font tab.
10. In the box below the Font field, click “Courier New.”
11. Click OK.
12. Select “Times New Roman.”
13. Press Shift+Ctrl+F or Alt+HFN, Font dialog will appear
14. Choose the Font tab.
15. In the box below the Font field, click “Times New Roman.”
16. Click OK.
17. Your text should now look similar to the following: “Arial Courier Times New Roman”

Changing Font Size and Style:

1. Select the text which you want to change font size and style.

2. To Increase/Decrease the font size use the following shortcuts.
Ctrl+[ Decrease font size by One Point
Ctrl + ] Increase Font size by one point
Ctrl + < Decrease font size by Previous standard size , Ctrl + > Increase font size by Next Standard size.

3. To Change font style use the following shortcuts.
Ctrl+B Sets Bold font style
Ctrl+I Sets Italic font style
Ctrl+U Sets Underline font stlye

Question 5.
Write a short note on Ms-Word.
Answer:
Microsoft Word is a graphical word processing program that users can type with. It is made by the computer company Microsoft. The purpose of the MS Word is to allow the users to type add graphics and save and edit documents.

MS Word is a software designed by Microsoft Corporation for various documents relating to business which comprise of various contents in various forms such as

  • Written
  • Graphical
  • Pictures
  • Hyperlinks
  • Designs
  • Patterns

Its use is worldwide due to its simplicity, efficiency, scalability, reusability, speed in designing various graphical charts etc. One of the beauties is mail merge where a single letter once typed can be addresses to many recipients thus increasing the speed of clerical staff. Features such as convert to PDF, password locking helps user to secure sensitive information at office and elsewhere. We shall be working with MSWord 2010.

Question 6.
Ribbon
Answer:
The ribbon is a user interface element created by Microsoft, which was introduced with Microsoft Office 2007. It is part of the “Microsoft Office Fluent” interface and combines the menu bar and toolbar into a single floating pane. By default, the ribbon is located at the top of the screen in Office applications, such as Access, Excel, PowerPoint, Word, and Outlook. The ribbon is comprised of 3 components. They are tabs, groups and commands

Question 7.
Discuss about Format Painter.
Answer:
Format Painter is used to format a block of text with the same format that has been applied to another block of text. This is done in a simple three-step procedure.

  • Select the text that is the source of the formatting.
    • It isn’t necessary to select a whole block of text.
    • You can just click in the word or in a paragraph that the source formatting is applied to.
  • Click the Home Tab.
  • In the Clipboard Group, click the Format Painter button.

Microsoft Word Document Long Answer Type Questions Part 3 7

    • To apply the formatting to more than one area in the document, double-click the Format Painter button. This will allow you to apply the formatting to several different paragraphs without having to keep clicking the Format Painter button.
    • To apply the formatting to just one other word or paragraph in the document, single-click the Format Painter button. When the button is clicked just one time, it is only possible to apply the formatting to one other word or block of text.
  • Move to the first area that the formatting is to be applied to.
  • Click in the word or select the text.
  • When you release the mouse button, the formatting in the source text will be applied to the selected text.
  • Keep selecting the text throughout the document until the original format has been applied to all the desired text.
    • If the formatting that is being applied is a Paragraph format, it isn’t necessary to click at the beginning of the paragraph or to select a paragraph.
    • All that is required is for you to click somewhere inside the paragraph.
    • If the formatting is applied to characters and not a paragraph, then you must select the text that the formatting is being applied to.
  • When finished, click the Format Painter button again, or press Esc to turn this option off.
  • It doesn’t matter where the insertion point or mouse pointer is located when you turn off the Format Painter.

Question 8.
Discuss about Clip Arts in Ms-Word?
Answer:
Depending on which version of Office you have, you may be able to use an Office library of clip art, or get clip art from the web.

Inserting ClipArt:
In the newer versions of Office, there’s no longer a clip art library, but Office still helps you insert clip art.

  • Select Insert > Online Pictures

Microsoft Word Document Long Answer Type Questions Part 3 8

  • Type a word or phrase to describe what you’re looking for, then press Enter.
  • Filter the results by Type for Clipart.
  • Select a picture.
  • Select Insert. The image is inserted in your Office document.

Question 9.
What is Macro.
Answer:
A macro is a series of word commands grouped together as a single command to make everyday tasks easier. You can assign a macro to a toolbar, a menu, or a shortcut key and run it by simply clicking a button, selecting a menu choice or pressing a key combination. Macros are recorded as instructions in word’s macro language, WordBasic. You can create a macros in two ways:

  • Record a series of actions using the keyboard and mouse. This is the easiest way.
  • Type a macro directly into a macro-editing window. This way you have more flexibility and can include word basic instructions that you can’t record using the keyboard and mouse.

For complicated macros, consider combining these two ways : Record as much as possible, and then edit the result in the macro-editing window. Record further pieces, edit them, and add them as necessary.

Question 10.
What is Mail Merge
Answer:
The mail merge facility enables to print a large number of letters / documents with more or less similar text. For example, same invitation letter can be sent to invitees, only by changing the names and addresses.

Mail Merge features actually merges main document with a data source. The main document stores the original text with data area at appropriate places. These data areas are successively filled by the information in the data source and merged document is printed.

Question 11.
What is Different Views in MS-Word.
Answer:
All the different views can be accesses by clicking the View menu and clicking the View type you want from the menu that
appears.

Microsoft Word Document Long Answer Type Questions Part 3 9

Print Layout View: Print layout view will allow you to see exactly how objects will be positioned on a page. This view is also useful when setting up margins.

Web Layout View: Web layout view should be used when you are working on web pages in Word. Backgrounds will appear and the graphics and other objects will be aligned just as if you were in a web browser; only you will still be able to edit the document while in this view.

Normal View: You can use normal view when you are just typing text. The layout of graphics and other objects is simplified in this view. If you are working with objects other than text, you should use Print Layout View.

Outline View: When you are working with large documents, or documents that are difficult to follow along with, you can use Outline View. Microsoft Word will simplify the structure of the document and make it easy to move and edit different parts. The different parts of the document will be separated with different types of bullets and indented lines.

Reading Layout View: Introduced in Word 2003, Reading View is intended to make it easier to read your document.

Question 12.
How to Select text in a Document.
Answer:
There are several features that can be used to select text in a document. The below describes different ways that this can be accomplished.

Word:

  • To select a single word in a document, double-click the word.

Sentence:

  • To select a complete sentence in a document, hold down the CTRL key and then click in the sentence.

Paragraph:

  • To select a paragraph in a document, do one of the following:
  • Triple-click in the paragraph.
  • Double-click in the selection bar on the left side of the. document.
  • The selection bar is the white area to the left of a document. A white arrow will appear in the selection bar next to the text that is to be selected.

Line of text:

  • To select a line of text, click in the selection bar next to the line of text. The selection bar is the white area to the left of a
    document. A white arrow will appear in the selection bar next to the text that is to be selected.

Entire Document:

  • There are different methods that can be used to select an entire document. Some of these are:
  • Triple-click in the selection bar.
  • Hold down the CTRL key and press the Letter A.
  • On the Home Tab in the Editing Group, click the Select button and then click Select All.

Large Amount of Text:

  • To select a large amount of text.
  • Place the insertion point at the beginning of the selected text.
  • Move to the end of the desired selection using the scroll arrows, the scroll box, or the scroll wheel on the mouse.
  • Hold down the Shift key. .
  • Click the left mouse button.
  • The text from the location of the Insertion Point to the end of the selection will be highlighted.

Question 13.
Discuss about Moving Around a Document
Answer:
There are several different ways to move around in a document. The list below describes some of these ways.

KEYBOARD METHODS:

  • End: Press this key on the keyboard to move the insertion point to the end of a line.
  • Home: To move the insertion point to the beginning of a line press this keyboard key.
  • CTRL + End: Press this key combination to move the insertion point to the end of a document.
  • CTRL + Home: To move the insertion point to the beginning of a document, press this key combination.

Arrow Keys:

  • Right, Left, Up, Down: To move the insertion point one character or line at a time, press one of these keys.
  • CTRL + Right Arrow: Press this key combination to move the insertion point one word to the right.
  • CTRL + Left Arrow: To move the insertion point one word to the left press this key combination.
  • Page Up: To move the document up one screen at a time, press this key.
  • Page Down: Press this key to move the document down one screen at a time.

MOUSE METHODS:
Scroll Bars:
These bars appear along the right side and the bottom of the document window. They are used to move around the document.

  • Up Scroll Arrow: This arrow is used to move through a document line by line. Just click the arrow to move up in the document.
  • Down Scroll Arrow: This arrow is used to move through a document line by line. Just click the arrow to move down in the document.
  • Scroll Box: This box is used to move through the document. Just click the box and drag the mouse up and down to move around in the document.

Question 14.
Write a short notes on Quick Access Tool bar
Answer:
The Quick Access Toolbar is a customizable toolbar that is located on the right side of the window above the Ribbon. It contains a set of commands that are independent of the tab that is currently being displayed. Command buttons can be added to the Quick Access Toolbar in addition to the default Save, Undo, and Redo buttons. The Quick Access Toolbar can be moved to one of the two possible positions, above the ribbon or directly below the ribbon.

Microsoft Word Document Long Answer Type Questions Part 3 10

Move the Toolbar:

  • Click the Customize Quick Access Toolbar arrow at the end of the Quick Access Toolbar.
  • Click the option Show Below the Ribbon.
  • To reverse the process, click the Customize Quick Access Toolbar arrow and select Show Above the Ribbon.

Add Commands:

  • Click the File Tab.
  • Click the Options link under Help.
  • Click the Quick Access Toolbar link.
    or
  • Click the Customize Quick Access Toolbar arrow at the end of the Quick Access Toolbar.
  • Click the More Commands option.
  • The PowerPoint Options window will display.
  • Click a command in the list on the .left.
  • Click the Add button to move the command to the list on the right.
  • Click the OK button to accept the changes.

Change Order of Buttons:

  • Click one of the items in the Customize Quick Access Toolbar list.
  • Click the up or down arrows to move the buttons.
  • When the changes have been made, click the OK button to save changes.

Remove Commands:

  • Click the Customize Quick Access Toolbar arrow at the end of the Quick Access Toolbar.
  • Click the command that is to be removed to remove the check mark.
  • The command will be removed from the toolbar.
    or
  • Right-click the command on the Quick Access Toolbar.
  • Click Remove from Quick Access Toolbar.
  • The command will be removed from the toolbar.