MS Word Document Long Answer Type Questions Part 4

MS Word Document Long Answer Type Questions Part 4

MS Word Document Long Answer Type Questions Part 4

Question 1.
Write a short note to the following in MS-Word (a) Shapes (h) Clip Art (c) Word Art (d) Drawing Tools.
Answer:
a) Shapes:

  • In Microsoft Word, click the Insert tab at the top of the program window.
  • On the Insert tab, in the Illustrations group, click the Shapes option.

MS Word Document Long Answer Type Questions Part 4 1

  • Select the type of shape you want to add from the drop-down menu that appears.

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b) Clip Art: It refers to pre-made images used to illustrate any medium. Today, clip art is used extensively in both personal and commercial projects, ranging from home-printed greeting cards to commercial. Clip art comes in many forms, both electronic and printed. However, most clip art today is created, distributed, and used in an electronic form. Since its inception, clip art has evolved to include a wide variety of content, file formats, illustration styles, and licensing restrictions. Clip art is generally composed exclusively of illustrations.

Microsoft offered clip art as a built-in feature of their products. In 1996, Microsoft Word 6.0 included only 82 WMF clip art files as part of its default installation. Today, Microsoft offers clip art as part of over 140,000 media elements in the Microsoft Office product suite.

c) Word Art: Microsoft WordArt is used to create special graphic effects for logos, headings, or attractive graphics. To start WordArt, Choose Insert —> Picture and click WordArt. The WordArt gallery dialog box is shown with number of present WordArt styles.

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Select the design that we want to use, and then click OK to display the Edit WordArt Text dialog box, enter the text in this box, then click OK.

When we click OK, word displays the text with selected style and selected surrounded by handles, along with the WordArt toolbar, as shown here.

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Change the size and position of the graphic by dragging it, use the toolbar to customize it, or click elsewhere to deselect it.

d) Drawing Tools: You can also create your own graphics in your documents using the drawing tools provided on the Word Drawing toolbar. This toolbar provides you with a number of tools, including line, arrow, rectangle, oval, and text box tools. You can also use the appropriate tools to change the fill color on a box or circle, to change the line color on your drawing object, or to change the arrow style on arrows you have placed on the page.

To display the Drawing toolbar, select View, point at Toolbar, and then select Drawing from the toolbar list.

The Drawing toolbar appears at the bottom of the document window just above the Word status bar. The Drawing toolbar and the tools available on it are show below.

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Creating a New Object:
To draw a particular object, click the appropriate button on the toolbar. Then drag the mouse to create the object in your document. To draw a square or circle, click the Rectangle tool or the Oval tool and hold down the Shift key and draw the object with the mouse. If you find that you aren’t very good at actually drawing graphic objects, click the AutoShapes pop-up list and select a particular object shape from the list provided.

Question 2.
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 Clip Art:
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

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  • 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.

Clip art and copyright:
The licensing filter (Creative Commons only or All) can help you choose images that are appropriate for the use you have in mind.

When using pictures or clip art from Bing, you’re responsible for respecting copyright, and the license filter in Bing can help you choose which images to use.

Free image library – the Pickit add-in:
Another option is to install an Office add-in named Pickit that puts free, licensed clip art in Office.

Get Pickit on your computer:

  • Open the Office app you want to add Pickit it to (Word, PowerPoint, or Excel).
  • On the Insert tab, in the Add-ins group, select Store.
    Use the Store button on the Insert tab of the Office ribbon to install Office add-ins The Office Add-ins dialog box opens.
  • In the dialog box, use the Search box to look for Pickit Free Images.
  • Click the Add button for Pickit Free Images.
  • Close the Office Add-ins dialog box.

Pickit may take a few moments to be “loaded” into the Office app. When it’s done, on the Home tab, you’ll see the circular pink Pickit icon:

Find and insert images with Pickit:
Once Pickit is on your computer, you can find pictures with it as described here:

  • On the Home tab, select the Free Images button. The Pickit Free Images task panel opens on the right side of the application window.
  • On the pink toolbar near the top, use the second tab, the Pickit market, to browse for images.

New kinds of clip art for Microsoft 365:
Microsoft 365 doesn’t have traditional clip art anymore, but subscribers get two fresh kinds of art in its place – icons and 3D models, available on the Insert tab of the ribbon.

  • Icons are ready-made images that you can insert, pivot, rotate, color, and resize (with no loss of quality).
  • 3D graphics look alive and can be rotated to any position you like.

Question 3.
Explain the following MS-Office Concepts i) Tables ii) Graphics Hi) Templates; iv) Macros; v) Mail Merge
Answer:
i) Tables: Although tabs can be used to set up rows and columns of information in a document, MS-Word provide features that let you create Tables in just a few steps. The size of a table is limited only by the amount of page space that can be devoted to it, and tables can be formatted in dozens of ways. Tables are typically set up with a header row across the top to describe the contents of each column. Many tables also include a special first column that describes the contents of each row.

Word’s tables feature allows you to arrange columns of numbers and text without using tabs. It provides an alternative to newspaper columns, so that you can align paragraphs of text with graphics or with other text.

ii) Graphics: With a MS-Word, you can easily add graphic images – photos, drawings, or clip art – to your documents. You set the cursor where you want the graphic to appear, tell the Ms- Word program that you want to insert a graphic and then locate the graphic file. After the graphic has been imported, you can move size, crop, and add borders to it. You can even adjust the alignment so that your text flows around the picture.

iii) Templates: Templates are predefined documents that are blank except for preset margins, fonts, paragraph formats, headings, rules, graphics, headers, or footers. You can open a document template, type your text into it, save it, and you’re done. Templates free users from manually formatting complex documents.

iv) Macros: 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.

v) Mail Merge: 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 4.
What are the various views provided by MS-Word? Explain
Answer:
In Microsoft Word, there are many different views of your document you can use when you are editing your document. Some are good for seeing what your document will look like, some are good to see an outline of your document, and others are just plain text entering.

Different Views
All the different views can be accesses by clicking the View menu and clicking the View type you want from the menu that appears.

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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 5.
Discuss about File Tab in MS-Word.
Answer:
The File Tab is used to perform such tasks as opening, closing, printing or saving a document. The File Tab opens Backstage View.

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Info: This tab displays different commands for protecting your document, checking for issues with the document, and for managing different versions of the document.

New: This category will provide a gallery of different templates, including Blank Document, which can be used to create a new document. Click any of the templates to create a new document.

Open: Click this link to open a previously created document. The Open window will display. A list of recent documents will appear on the right side of the window. Folder names will appear in the middle of the window.

Save: To save a document, click this button. The Save As dialog box will appear the first time the document is saved. After the document has been saved the first time, clicking this button will override the old copy without asking.

Save As: Once a document has been saved, click this link to rename the document, to save the document in a different format, or to save the document to a different folder. To save the document in a different format, such as PDF, click the Save As list. A list of different options will appear.

Print: Click this link to open the Print& Preview window. Several different print options will appear in the middle column of the window. A preview of the document will appear on the right side of the window.

Share: This option is used to send a document using email, to invite people to share a document, to present the document online, or to post the document to a blog. Some of these features require access to Share Point or other online options.

Export: To access options for saving a document in different formats, such as PDF or to change the file type, select this category.

Close: Click this feature to close the currently open document. This is the document where the insertion point is located. The Word program, along with all other documents, will remain open.

Account: This area is used to make changes to your account such as changing the office background or the office theme. You also can find out information about the product and switch to another account.

Options: Click the button to open the Word Options window. This window is used to make changes to the overall format of the Word program. It is also the area where changes to the configuration of the Quick Access Toolbar and the ribbons are made.

Question 6.
Discuss about Home tab commands in MS-Word.
Answer:
The Home Tab is used to perform many of the common tasks such as changing fonts, cutting and pasting text and images into documents, changing paragraph formats, applying styles, and editing text. The groups and buttons for this ribbon are described in the below.

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Clipboard Group:

  • Paste: This button is used to insert items that have been stored on the clipboard into a document.
  • Cut: To remove text or other items from a document and store it on the clipboard, click this button.
  • Copy: Click this button to make a copy of selected text or another item in a document and store it on the clipboard.
  • Format Painter: To make a copy of selected text and then apply the formatting to other text in a document, click this button. A single click will apply the formatting to other selected text one time. To apply the formatting to other selected text several times, click the format painter button twice. When all the formatting has been applied, click the button again to deactivate the format painter.
  • Clipboard Launcher: This button is located in the lower right corner of the Clipboard group. It is used to open the Clipboard Task Pane. This task pane will display when items that are added to the clipboard are displayed. This allows more than one item to be added to the clipboard before the items are pasted into the document.

Font Group:

  • Font Type: To select the type of font for a whole document or for selected text within the document, click this button.
  • Font Size: This button is used to change the size of the font for the whole document or for selected text within the document.
  • Increase Font Size: Increases the font size of the current selection to the next larger size in the Font Size box.
  • Decrease Font Size: Decreases the font size of the current selection to the next smaller size in the Font Size box.
  • Change Case: To change the selected text to UPPERCASE, lowercase, or to apply other capitalization, click this button.
  • Clear All Formatting: To clear all the formatting that has been applied to selected text, click this button.
  • Font Style and Font Color Buttons: Font Style Buttons i.e Bold(Ctrl + B), Italics (Ctrl + I), Underling (Ctrl + U) and Strike through are used to set the font style to the Selected text. Whereas the font color button is used to change color of the selected text.
  • Superscript(Ctrl+Shift+=)/Subscript(Ctrl +=) Buttons: Superscript button is used to create the small letters above the line of text. Subscript button is used to create small letters below the text baseline.

Paragraph Group:

  • Bullets: To create a bulleted list within a document, click this button. Click the list arrow to display a gallery of bullet styles. Numbering and Multilevel Lists buttons are also available to Create bullets.
  • Increase / Decrease Indent: These Buttons are used to increase/Decrease Indent of the select text,
  • Sort: To sort a paragraph of text, a table, or a list, click this button. The sort dialog box will display. This dialog box is used to specify the criteria for the sort.
  • Show/Hide (Ctrl+Shift+8): This button is used to show the formatting, such as paragraph marks and tabs that have been applied to text in a document.
  • Alignment Buttons: Alignment buttons are used to align the selected text (i.e.Left Algn(Ctrl+L), Right Align (Ctrl+R), Center AlignfCtrl+E) and Justify(Ctrl+J)).
  • Line and Paragraph Spacing: To change the amount of spacing between lines of text or between paragraphs in a document, select this option. To apply the same spacing to a whole document, use the Paragraph Spacing options on the Design tab.
  • Shading: This button is used to color the background for the selected text in a document.
  • Borders: To create a border around selected text or a paragraph, click this button. The arrow beside the button will display a gallery of colors. Clicking the button will apply the border that is displayed on the button to the selected text.
  • Paragraph Box Launcher: This button is located in the lower right comer of the Paragraph Group. It is used to open the Paragraph Dialog Box where additional Paragraph formatting options are located.

Styles Group:

  • Styles Gallery: The styles gallery is used to apply different formatting to paragraphs in a document. Several different styles are displayed. To make changes to the Style, right-click on the Style Button and select modify.
  • Styles Launcher: This button is located in the lower right comer of the Styles group. It is used to display additional styles for use in documents.

Editing Group:
Find: To locate a particular word or phrase within a document, click this button. The Navigation Task Pane will display to the left of the document. Within this pane, the word or phrase that is to be found can be specified. A list of the possible matches will appear below the Search box.

Replace: This feature is used to locate text within a document and replace it with other text. When Replace is clicked, the Find and Replace dialog box will display with the Replace tab active. This is where the word(s) to be found and replaced are specified.

Select: Click this button to select text or objects within a document. The options are to select all the document, select objects within the document, or to select text with similar formatting.