MS Word Document Long Answer Type Questions Part 5
Discuss about Insert tab commands in MS-Word.
The Insert Tab is used to insert different features such as tables, pictures, clip art, shapes, charts, page numbers, word art, headers, and footers into a document. Each of the groups and buttons available on this tab discussed below.
- Cover Page: This button can be used to insert a pre-formatted cover page for a document. The information that is to appear on the page is filled in after the page is created.
- Blank Page: To insert a new blank page for a document at the cursor position, click this button.
- Page Break: Click this button to end a page at the current cursor position and start a new page.
- Tables: This button is used to insert a table into the document. A grid will appear that can be used to create the table. Additional options for creating a table are also available, such as drawing a table or using the Quick Tables feature.
- Picture: Click this button. The Insert Picture dialog box will appear. This dialog box is used to select the picture that is to be inserted into the document.
- Online Pictures: Click this button to find and insert pictures from the Bing Image Search site. It is also possible to log into a Microsoft Account to insert pictures.
- Shapes: This button is used to insert ready-made shapes such as circles, squares, arrows, and triangles into a document.
- Smart Art: To insert a Smart Art graphic into the document, click this button. Smart Art graphics are objects such as Venn diagrams and organizational charts.
- Chart: Use this feature to insert a bar, area, or line chart. When this button is clicked the Insert Chart dialog box will display. In this dialog box, it is possible to specify the type of chart.
- Screenshot: This feature can be used to insert a picture of any window that is available on the desktop. When the button is clicked, a gallery of the available windows will display. Click any of the window icons. An image of that window will appear in the Word document.
- Store: To insert add-ins from the Office Store, select this option.
- My Add-ins: Use this feature to insert an App into a document and use the Web to enhance the work. Apps need to be downloaded from the Office Store before they can be inserted into the document.
- Wikipedia: This feature is used to access Wikipedia content from Office. Using this feature will simplify the process of referencing text and images.
- Online Video: This feature is used to insert videos from a variety of sources. When the button is clicked, three options are available: Bing Video Search, YouTube, and i From a Video Embed Code. It is also possible to search for videos on YouTube by logging into your Microsoft Account.
Hyperlink: To insert a link to items such as a Web page, another document, or an e-mail address, click this button. It is also possible to link to different areas of a document using headings and bookmarks. When the button is clicked, the Hyperlink dialog box will display. This is where the link can be specified.
Bookmark: This button is used to create a bookmark. A bookmark is used to assign a name to a specific area within a document. A hyperlink can then be created to the bookmark.
Cross-Reference: While creating a document, this button is used to refer to another area in a. document such as headings, figures, and tables. Usually a hyperlink is created to the area in the document that the cross reference is referring to.
- Comment: This feature can be used to insert a comment about a part of a document.
Header and Footer Group:
Header: To insert text that appears at the top of each page of the document, click this button. A gallery of header styles and formats will appear. Click the heading style that is to be applied to insert it into the document.
Footer: This button is used to insert text that appears at the bottom of each page of the document. A gallery of footer styles and formats will appear. Click the footer style that is displayed to insert it into the document.
Page Number: Click this button to insert a page number into the document. A list of page number locations will display. Move the mouse pointer over each of the items to display a gallery of page number styles. The Page Number will then be inserted into the Header or Footer area of the document.
Text Box: Text boxes are used to highlight text within a document. Click this button to display a gallery of different types of text boxes. Move the mouse pointer over the items for a description of each style. To draw a text box around selected text, click the Draw Textbox link.
Quick Parts: Click this button to insert preformatted text, auto-text, document properties, and fields into a document. Several different types of Quick Parts are available. It is also possible to create customized Quick Parts to use later in documents.
WordArt: To insert decorative text into the document, click this button. A gallery of different styles of WordArt will display. Click the desired format to create the WordArt image.
Drop Cap: Drop caps are used to create a large capital letter at the beginning of a paragraph. When this button is clicked the three options for Drop Caps will display.
Add a Signature Line: This button is used to insert a digital signature line into a document that indicates who must sign the document. A Digital ID must be obtained before this feature can be used.
Date and Time: To insert the date and time into a document, click this button. The dialog box that appears displays several date and time formats.
Object: Use this button to insert an object such as an Excel Worksheet or an Excel Chart into the document. A new object can be created or another document can be inserted.
Equation: This button is used to insert a mathematical equation into a document. The equation tools ribbon will appear when the button is clicked. This ribbon is used to create the equation. A list of common equations is also available.
Symbol: Click this button to insert a symbol such as a copyright or trademark into the document.
Discuss about Layout tab commands in MS-Word.
This tab is used to make changes to the layout of a page within a Word document such as orientation, margins, page breaks, and page borders. The description of each of the groups and buttons within this tab as below.
Page Setup Group:
Margins: This button is used to change the margins for a document. A list of possible margins will display. Click the Custom Margins link to apply custom settings for the margins.
Orientation: To change the orientation of a document, from portrait to landscape, click this button.
Size: Click this button to change the size of the paper that will be used for the document. A list of different paper sizes will appear. Click the More Paper Sizes link to specify a size that is not in the list.
Columns: To apply column formatting to a document, click this button. A gallery of different column formats will appear. Select from one of the options in the list. Click the More Columns link to open the Columns dialog box.
Breaks: This button is used to insert page, column, and section breaks into a document. A gallery of different types of breaks will display.
Line Numbers: To number lines in a document, click this button. Line numbering can be continuous throughout the document or can be re-started with each page or each section of the document. To open the Page Setup dialog box, click the Line Numbering Options link.
Hyphenation: This button is used to specify how hyphenation in a document should be applied. The options are None, Automatic, or Manual. Click the Hyphenation Options link to specify additional hyphenation options.
Page Setup Dialog Box Launcher: This button is located in the lower right comer of the Page Setup Group. It is used to open the Page Setup dialog box where Margins and other paragraph formatting options can be specified.
Indent: This feature is used to apply a temporary right or left margin to a document. The size of the indent is specified by clicking the spinning arrow for each option. This option is usually used to format long quotes in a document or to indent bulleted or numbered lists.
Left: To change the indent for the left margin, click the spinning arrows for this option. The indent will be applied to the whole paragraph, not parts of the paragraph.
Right: The spinner arrows for this button are used to apply a temporary right margin to a paragraph.
Spacing: To change the spacing before and after a paragraph, click this button. This option can be used in place of pressing the Enter key twice before and after each paragraph in a document. It is the same as inserting an . extra line before and after a paragraph.
Before: Click the spinning arrow to change the amount of spacing before a paragraph of text. The spacing will change in increments of six. The spacing of 12 represents one blank line between paragraphs.
After: To change the spacing in increments of 6 after each paragraph in a document, click the spinning arrows for this option. The number six is equal to one-half of a blank line between paragraphs.
Paragraph Settings Dialog Box Launcher: This button is located in the lower right comer of the Paragraph Group.
It is used to open the Paragraph dialog box. In this box it is possible to specify the amount of spacing between paragraphs and how to break paragraphs in a document.
Position: When a graphic image, WordArt, or a text box has been inserted into a document, this button is used to select the position of the object on the page.
Wrap Text: This button is used to specify how text will wrap around an object. Several options are available in the list that appears.
Bring Forward: When one object has been placed on top of another one, this option is used to bring the bottom one to the front of the other one. Click the arrow for this button to select from Bring Forward, Bring to Front, or Bring to Front of Text.
Send Backward: To place an object placed on top of another one in the back, click this button. Click the arrow for this button to select from Send Backward, Send to Back, or Send to Back of Text.
- Align: Click this button to align a group of selected objects to the left, right, top, or bottom.
- Group: This button is used to group objects together so that they can be treated as a single object.
- Rotate: To rotate or flip an object, click this button.
Discuss about Mailings tab commands in MS-Word.
Each individual tab is divided into groups. Under the Mailings Tab, each group is used to perform different steps in the mail merge process. The Mailings tab can also be used to create Mail Merges. Each group under this tab is described below.
Within the Create group, it is possible to create individual envelopes or to create single sheets of labels.
Envelopes: To create a single envelope, click this button,. The Envelopes and Labels dialog box will appear. If a recipient address has been included in the letter, it will appear in the delivery address area. That address can be used or another address can be input.
Labels: Use this button to create a sheet of labels or individual labels. When the button is clicked, the Envelopes and Labels dialog box will appear. Input the address information into the Address area. Specify whether the label is to be a full page of the same label or if the label should print in a particular area on the label sheet.
Start Mail Merge Group:
This group is used to start the Mail Merge process.
Start Mail Merge: Use this button to select the type of document that is to be created such as letters, e-mail messages, envelopes, labels, and a directory. When envelopes or labels are selected, a dialog box will display which allows for the selection of the size envelopes or labels that are to be used for the merge. This button is also used to access the Step-by-Step Mail Merge Wizard . This wizard provides step-by-step instructions for creating the Mail Merge.
Select Recipients: This button is used to select a list of recipients that was created earlier either in Excel or Access. It is also used when a new list of recipients needs to be created. The new list will be created using an Access database.
Edit Recipient List: Use this button to make changes to the list of recipients or to decide which recipients are to receive the letter. Sorting and filtering options are available in this area.
Write & Insert Fields Group:
Use this group to insert the information from the recipient lists into the body of the letter.
- Highlight Merge Fields: This button is used to highlight the fields in the document that have Mail Merge information.
- Address Block: Click this button to insert the address into a Mail Merge document. For information on how to do this, see the Mail Merge documents on the Word Training Web Page.
- Greeting Line: This button is used to insert the Salutation (Greeting Line) into a document. For information on how to do this, see the Mail Merge documents on the Word Training Web Page.
- Insert Merge Field: To display a list of merge fields that can be inserted into a document, click this button. The Merge Fields come directly from the data source that is attached to the document. Click on the field name to insert it into the document.
- Rules: This button is used to specify criteria for inserting special fields into the document, such as IF statements.
- Match Fields: Click this button to tell Word the meaning of different fields in the Mail Merge. For instance, your Home field might be equal to Words Home Phone field.
- Update Labels: When fields or other items are added to the first label in the Mail Merge document, this field will populate the rest of the labels with the same information.
Preview Results Group:
This group is used to preview the letters as they will appear when printed.
- Preview Results: To preview each of the letters as they will appear when the Mail Merge is complete, use this button. This option can be used to check for input errors in the data source.
- Check for Errors: Use this button to check the Mail Merge main document for any field name errors.
- Finish & Merge Group: To complete the merge, use this group. Within this group, it is possible to select to edit individual documents, to send the documents directly to the printer, or to send the document as an e-mail message.