MS Word Document Long Answer Type Questions Part 6

MS Word Document Long Answer Type Questions Part 6

MS Word Document Long Answer Type Questions Part 6

Question 1.
Discuss about View tab commands in MS-Word.
Answer:
This tab is used to display a document in different ways within the Microsoft Word window. The illustrations below shows the Views Tab groups and buttons. Each group under this tab is described below.

MS Word Document Long Answer Type Questions Part 6 1

Document Views Group:
Read Mode: To read the document in full screen reading mode, click this button. This mode will show the document in pages side by side. Images and other document objects will display. Tools designed for reading instead of writing are available in this mode.

Print Layout: To see how the document will look when it is printed, click this button: This view will show the Headers and Footers, Images, Word Art, or other formatting applied to the document.

Web Layout: This View will display the page as it will look if saved as a Web Page. Not all of the images will ‘ display the same as they do in Print Layout View. It may be necessary to make adjustments to the image locations.

Outline: To see an outline of the pages in the document, click this button. Word Art, Clip Art, and other special features may not display. Just the text of the document will display.

Draft: Click this button to view the document as a draft to quickly edit the document. Items such as Headers and Footers will not display when in this view.

Show Group:

  • Ruler: The ruler is used to change tabs and margins and to determine the length of the document. Click the check box for this option to display the ruler in the Word window.
  • Gridlines: Gridlines are used to align objects within a document. Clicking the check box will turn this feature on and off.
  • Navigation Pane: Click this button to open the Navigation Pane. This pane allows you to navigate through the document by heading, by page, or by searching for text or objects.

Zoom Group:

  • Zoom: Click this button to open the Zoom dialog box. This dialog box can be used to set the zoom level for the document.
  • 100%: To view the document at 100% of the normal size, click this button. This is the default view for documents.
  • One Page: To view one page of the document, click this button. This will reduce the view of the document to approximately 49% of the normal size.
  • Multiple Pages: To view two pages of the document at one time, click this button.
  • Page Width: When this button is clicked, the document view will change so that it displays in the whole Word window.

Window Group:
New Window: To create a new window with a view of the current document, click this button. This means that an additional view of the document will be displayed.

Arrange All: When more than one document has been opened in Word, this view will show all the open documents in a tile format. This makes it possible to view all the documents at one time.

Split: This button is used to split the current document into two windows so that material from other parts of the document can be displayed at the same time.

View Side by Side: To view open documents side by side, click this button. This makes it easier to compare two documents.

Synchronous Scrolling: When a document window has been split, this button is used to move both screens through the document at the same time.

Reset Window Position: This button is used to reset the position of two documents that are displayed side by side so that they share the window equally.

Switch Windows: To switch to another window that is currently open, click this button.

Macros Group:
Click this button to record a macro or to view other macros. Macros are small programs that record the steps taken in a document to perform a specific task, such as sending a document to print.

Question 2.
Discuss about Tab Stops in in MS-Word.
Answer:
A tab is used to control the vertical spacing , for certain items in the text. A Tab Stop is the location on a line of text where, when a Tab key is pressed, the insertion point is moved. When using a Tab, it isn’t necessary to press the Spacebar. Tabs can help to prevent uneven margins in the document. Tab stops may be set using the ruler or the Tabs dialog box.

Tabs Dialog Box:

  • Click the Home Tab.
  • In the Paragraph Group, click the Paragraph Settings Dialog Box Launcher Button.
  • The Paragraph dialog box will display.
  • In the bottom left comer of the box, click the Tabs button. The Tabs dialog box will display.

Tabs Dialog Box Options:

  • Tab stop position: This option enables the user to enter individual measurement values, such as 1-inch.
  • Set: After a value has been entered, press Set to add the value to the list of tab settings.
  • Clear: If a tab stop needs to be cleared, select the value from the list and click the Clear button.
  • Clear All: To clear the entire tab list, click Clear All.
  • Default tab stops: To set the tabs every 0.5-inches in the document or for the selected text, click this option. Click the scrolling arrows to specify the default tab.

Tab Alignment:

  • Left: This tab stop option left-aligns text at the tab stops. This is the default for all tab stops. Leaders cannot be set for this type of tab stop.
  • Center: Click the Center option button to center align the text at the tab stop. Leaders can be set for this type of tab stop.
  • Right: To right-align the text at the tab stop, click this option button. Leaders can be set for this type of tab stop.
  • Decimal: To align numbers at the decimal point, click this tab stop option button. This will align lists of numbers so the decimal points align with each other. Leaders can be set for this type of tab stop.
  • Bar: When this tab stop option button is clicked, a vertical bat will be inserted at the tab stop. Leaders cannot be set for this type of tab stop.

Tab Leader:
A leader is a character that Word uses in a tab’s blank area. It provides a path for the eye to follow across the page when a tab stop is applied to the text.

  • 1 – None: This option will remove leader characters. This is the default for all tab stops.
  • 2 – Dot Leader ( ): To display a series of periods inside the tabs, select this option.
  • 3 – Hyphen ( ): To display a series of hyphens inside the tabs, select this option.
  • 4 – Underline ( ): Select this option to display a series of underlines inside the tabs.

Question 3.
Discuss about 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.

MS Word Document Long Answer Type Questions Part 6 2

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.

MS Word Document Long Answer Type Questions Part 6 3

  • 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 4.
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 iike, in reverse order.

MS Word Document Long Answer Type Questions Part 6 4

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 5.
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 6.
Explain the steps involved in Sorting the items in Word Processor:
Answer:
Word’s Table -> Sort command will attempt to sort selected text alphabetically, numerically, or chronologically at your request. Sorts can be up to three levels “deep.” They can be used in free-form text, but are much more powerful when used with a table. To sort a table with this command, follow these steps:

MS Word Document Long Answer Type Questions Part 6 5

  • Save your work, just in case.
  • Place the insertion point in the table you wish to sort,
  • Pick Table—»Sort. Word will highlight (select) the entire table, and you will see the following Sort dialog box.
  • If you have labels at the top of your table, choose the option My List Has Header Row. There will be up to three drop-down lists containing the column labels (if you have them) or column numbers.
  • Specify the sort order by choosing the desired column for each sort level.
  • Choose a sort order for each column.
  • Tell Word if the data in each column is text, numbers, or dates by choosing from the Type drop-down lists.
  • Click OK and Word will sort.

Question 7.
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 MS Word 2010.

Question 8.
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 9.
Write a short note on Table.
Answer:
A table is a grid of rows and columns that intersect to form cells. The lines that mark the cell boundaries are called gridlines. It’s often easier to read or present information in table format than in paragraph format.

Table properties
This option is used to change the table properties as shown below. It is comprised of the following options as shown below. These are

  • Table: This option is used to set the table preferred width, alignment, wrapping, borders and shading, default cell margins.
  • Row: This option is used to set the row height, allow page break across pages, repeat as header row in each of the pages.
  • Column: This option is used to set the column width.
  • Cell: This option is used to set a preferred width.
  • All text: This option is used to set the title and description.

Question 10.
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.

MS Word Document Long Answer Type Questions Part 6 6

    • 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 forniat, 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.