MS Word Document Long Answer Type Questions Part 1

MS Word Document Long Answer Type Questions Part 1

MS Word Document Long Answer Type Questions Part 1

Question 1.
What are the Features of MS-Word
Answer:
Microsoft Word is a full-featured word processing program, developed by Microsoft Corporation, which is a package works under GUI. In addition to basic text editing and formatting, Word has many automated page layout features which allow you to quickly and easily create sophisticated documents that were beyond the capabilities of the word processing programs. Ms-Word offers various useful features, they are

1. Fast: Typing text in Ms-Word becomes speedy.

2. Editing Features: Any type of correction like insertions, deletion, modifications etc., can be made easily as and when required.

3. Permanent Storage: With Ms-Word Documents can be save as long as desired. The saved document can be retrieved whenever desired.

4. Formatting Features: The typed text can be made to appear in form or style (Bold, Italic, underline, different fonts etc.). All these are possible due to formatting features of Ms: Word.

5. Graphics: Ms-Word provide the facility of incorporating drawings and images in the documents which enhances their usefulness.

6. OLE (Object Linking and Embedding): Ms-Word provide facilities to link or embed objects in a document. OLE is program – integration technology that you can use information to share between programs through objects. Objects are saved entities of different types like charts, equation, video clips, audio clips, pictures etc.

7. Spell Check: Ms-Word not only is capable of checking spelling mistakes but also can suggest possible alternatives for incorrectly spelt words. It can also check for grammatical mistakes and suggest alternatives or improvements.

8. Find and Replace: Ms-Word is also capable of finding some given text in the whole document and also supports in replacing that text.

9. 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.

10. Macros: Macros are the most powerful feature in MS- Word. Since a macro allows us to customize and automate our work. We can also add or change keyboard shortcuts to speed up our work.

Question 2.
Explain the components of MS-Word Environment Window.
Answer:
The goal of the Word interface is to make working with a document more intuitive. Tasks that are performed often are not hidden. The Live Preview feature show’s the formatting changes in the window before they are applied to the text or image. To access the command move the mouse pointer over the command and the format will appear in the window.

MS Word Document Long Answer Type Questions Part 1 1

File Tab: This is the Backstage View area. Contained within this tab are commands for managing Word documents as a whole such as Print, Save, Save As, Open, and Close options.

Title Bar: This bar displays the name of the program that is open, along with the document name. Minimize, maximize-‘ restore, and close buttons are located on the right side of this bar.

Tabs: Tabs are used to access the different commands for working in the Word program. When the tab is accessed, different commands pertaining to that tab will display.

Quick Access Toolbar: This toolbar displays the Save, Undo, and Redo buttons. It can be customized to contain any of the commands that are used frequently such as Open, Close, and Print.

Ribbon: The ribbon contains the options that make it possible to use the different commands in the Word program.

Dialog Box Launcher: When this button is clicked, a dialog box containing more commands for that particular group will display.

Rulers: These rulers can be used for placing material on a page, for resizing table columns and rows, and for determining the location of the insertion point on the page.

Document Window: This is the area where the data is input into the document. When more than one document is open, each document has its own window.

Scrollbars: Scrollbars are used to move up and down on a page in Word. These bars will appear when the page is too long or too wide to fit within the document window.

Status Bar: This bar provides information about the current document, To turn off the display of an item, right-click the status bar and then click on that item.

View Toolbar: This toolbar is used to change to different available views in Word. These are Read Mode, Print Layout, and Web Layout.

Zoom Buttons: These buttons are located on the far right of the status bar. With these buttons, it is possible to change the size of the view of the document.

Question 3.
Explain Different Ribbons and Tabs Available in MS-Word.
Answer:
The Ribbon is a user interface element which was introduced by Microsoft in MS Office 2007. It appear below the Quick Access Toolbar and the Title Bar. It have seven tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab has specific groups of related commands.

MS Word Document Long Answer Type Questions Part 1 2

File Tab:
The File tab is a section on the Office Ribbon that gives you access to file functions. For example, you can access the Open, Save, Close, Properties, and Recent file options.

Home Tab:
The Home tab is the default tab in Microsoft Word. Home tab has five groups of related commands; Clipboard, Font, Paragraph, Styles and Editing. It is helpful for edit document style, font size, adding bullets etc.

Insert Tab:
Insert Tab is the second tab in the Ribbon. It is useful to add some extra features on your documents like add table, pictures, clip art, shapes, page number, bookmark, header, footer etc. It has seven groups of related commands; Pages, Tables, Illustrations, Links, Header & Footer, Text and Symbols.

Page Layout Tab :
It is the third tab in the Ribbon. It is used for change page size, page color, page margin, watermark. It has five groups of related commands; Themes, Page Setup, Page Background, Paragraph and Arrange.

References Tab:
It is the fourth tab in the Ribbon. It is useful to enter document sources, bibliography etc. It has six groups of related commands; Table of Contents, Footnotes, Citations & Bibliography, Captions, Index and Table of Authorities.

Mailings Tab:
Mailings tab is fifth tab in the ribbon. It is least used tab. It has five groups of related commands; Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

Review Tab:
It is the sixth tab in the Ribbon. It is useful for check spelling and grammar, word count etc. It has six groups of related commands; Proofing, Comments, Tracking, Changes, Compare and Protect.

View Tab:
View tab is sixth tab in die Review tab. It is useful to view your documents in different format and it is useful to record and view your macros. It has five groups of related commands; Document Views, Show/Hide, Zoom, Window and Macros.

Question 4.
Explain how to (a) Create a Document (b) Opening a Document (c) Saving a Document, (d) Printing a Document, (e) Closing a document (f) Copying a paragraph
Answer:
a) Create a Document: By default MS-Word creates a new document automatically whenever the MS-Word is started. In addition there are few ways to create a new document are discussed below:

Using Menu Commands

  • Click on File, Drop Down menu will appear
  • Choose New…, New dialog will appear
  • Choose Blank Document and click OK button.

Using Keyboard Shortcuts

  • Press Ctrl + N, New dialog will appear
  • Choose Blank Document
  • Click on OK Button.

b) Opening a Document: To begin working with an existing document first we have to open the document. Word offers three ways to open an existing document. They are

Using Menu Commands:-

  • Choose Open Command from File Menu, Open Dialog will appear.
  • Choose the appropriate directory from Look in list and select the document from the file list.
  • Click on Open Button

Using Keyboard Shortcuts:-

  • Press Ctrl+O, Open dialog will appear
  • Choose the appropriate directory from Look in list and select the document from the file list.
  • Click on Open Button

c) Saving a Document: After creating a document we have to save on the auxiliary device for future reference. To do this word offers three ways, they are

Using Menu Commands:-

  • Choose Save Command from File Menu, Save as Dialog will appear.
  • Choose the appropriate directory from Save in list and type the document name at file name Field.
  • Click on Save Button

Using Keyboard Shortcuts:-

  • Press Ctrl+S, Save as dialog will appear
  • Choose the appropriate directory from Save in list and type the document name at file name Field.
  • Click on Save Button

d) Printing a Document: Whenever we want to take the prepared document on paper (i.e. Hard Copy), Word offers three ways to print an existing document. They are

Using Menu Commands:-
Choose Print Command from File Menu, Print Dialog will appear.
Set the printing options, such as printer, paper size, Number of Copies etc.
Click on OK Button

Using Keyboard Shortcuts:-

  • Press Ctrl+P, Print dialog will appear
  • Set the printing options, such as printer, paper size, Number of Copies etc.
  • Click on OK Button

e) Closing a document:- We have to close the current file, to close the file

Choose close command from the File menu or press Alt+F4 from the keyboard or Click the close button on the file window or menu bar.

If the file has been saved before and if there are no new changes, the application will simply close the file. If the file contains unsaved changes, the application will prompt to save them and will close the file when finished.

f) Copying a paragraph:

  • Select the Text.
  • Select Copy from the Edit menu, or Click Copy Button on the Standard toolbar or right-click on the text and choose Copy from the Context Sensitive menu that appears.
  • Go to the location where you want to copy the text and place your curser there.
  • Select Paste from the Edit menu, Click Pate Button on the Standard toolbar.

Question 5.
Explain various techniques of editing.
Answer:
The great thing about word processors is that you can go back and edit your document as much as you like, before printing it out.
To edit your document, you need to be able to do two things.

  • You need to identify the text you want to change.
  • You need to make your change. Broadly, there are five kinds of change you can make to a document:
    • Add text
    • Delete text
    • Copy text
    • Move text
    • Change formatting

Identify the text you want to affect:
If you want to make a change to some existing text, you need to identify what text is to be affected. After identifying you need to “select” that text. When you select text, Word highlights the text.

Five quick ways to position the cursor

  • Click with the mouse.
  • Use the arrow keys. The arrow keys move one line up or down, or one character left or right.
  • Ctrl + an arrow key moves one word left or right, or one paragraph up or down.
  • Home moves to the beginning of the line. End moves to the End of the line.
  • Ctrl-Home moves to the beginning of the document. Ctrl- End moves to the end of the document.

Five quick ways to select text:-
Position the cursor, using one of the methods shown above. Then:

  • Hold down the Shift key. Click where you want the selection to end.
  • Hold down the Shift key. Use any of the methods listed above to move the cursor to create the selection.
  • Double-click to select one word.
  • Triple-click to select one sentence.
  • Ctrl+A to select the whole document.

Add text:
To add text to your document, use the keyboard or the mouse to position the cursor where you want to add your text, then type. If any text is selected, your typing will over-write the selected text.

Delete text:
Click or use the keyboard to position the cursor. Press the Delete key to delete the character in front of the cursor. Press the Backspace key to delete the character behind the cursor.

To delete a large block of text, select it and press the Delete key.

Copy text from one place to another:
You can be wonderfully lazy with Word. Don’t ever type anything twice.

  • Select the text you want to move.
  • Choose Ctrl+C.
  • Use the mouse or the keyboard to position the cursor where you want the text to appear.
  • Choose Ctrl + V

Move text from one place to another:
To move text:

  • Select the text you want to move.
  • Choose Ctrl+X
  • Use the mouse or the keyboard to position the cursor where you want the text to appear.
  • Choose Ctrl+V

To move one or more paragraphs at a time, up or down in the document, select the paragraph(s). Use Alt-Shift-Up Arrow to move the text up. Use Alt-Shift-Down Arrow to move the text down.

Change formatting
To change the formatting of a few words, or to change the formatting of a paragraph separately from its style:

  • Select the text you want to format.
  • Choose Format —> Font, Format -> Paragraph, or Format —> Borders and Shading and make your selections.

Question 6.
Explain drag and drop method of editing.
Answer:
Drag-and-drop editing with the mouse is an easy way to move or copy a selection. This feature is especially convenient for copying or moving text a short distance or between two documents that appear on the screen simultaneously.

Drag-and-drop editing also allows you to scroll through a document to copy or move text and graphics over long distances, such as numerous pages. To scroll through a document when performing a drag-and-drop operation, drag the selected item beneath the horizontal ruler or above the horizontal scroll bar.

A quick way to gather several pieces of text and graphics for pasting is to use a second document window. Or, you can drag and drop selections onto the desktop to create scrap documents. To open and work with a new document window, choose File-»New and then Window-»Arrange All. Use drag- and-drop editing to move or copy text and graphics between the document windows. To move or copy text and graphics between windows using drag-and-drop editing, follow these steps:

  • Select the text or graphics that you want to move.
  • Do one of the following:
    • To move a selection, point to the selection and hold down the mouse button until you see the drag-and-drop pointer.
    • To copy a selection, hold down the Ctrl key, point to the selection, and then hold down the mouse button until you see the drag-and-drop pointer.
  • Drag the pointer to the new location. Note that the object is inserted at the location of the insertion point, not at the pointer.
  • Release the mouse button to drop the text into place.

Question 7.
Explain the procedure how to format the Text in MS-Word?
Answer:
There are several features that can be changed for the font in a document. It is possible to change the type of font, the font style, the font size, and the font color. It is also possible to apply special effects such as all caps or small caps to a font. Special text effects may also be added to selected text. Many of these changes can be made using the Font Group under the Home Tab. Other features may be changed using the Font dialog box.

Use Font Group Ribbon:
Several font changes can be made to selected text by using the Font Group Ribbon such as changing the font type and size. Additionally bold, italic, and underlining can be applied to the text by using the appropriate buttons on the Formatting toolbar.

MS Word Document Long Answer Type Questions Part 1 3

Use Font Dialog Box:

  • Select the text to which the changes are to be made.
    • Click the Home Tab.
    • In the Font Group, click the Dialog Box Launcher button. The Font dialog box will display
  • To change the Font Type, click one of the options under Font.
  • The chosen Font Type will appear in the textbox under Preview.
  • To change the Font Style, click one of the options from the Font Style list.
    • Regular: When this option is chosen, the selected text will not have any style applied.

MS Word Document Long Answer Type Questions Part 1 4

    • Italic (Ctrl+I): To have the selected text appear in italics, choose this option.
    • Bold (Ctrl+I): To bold the selected text, click this option.
    • Bold Italic(Ctrl+BI): To apply both bold and italic formatting to the selected text, click this option.
  • To change the Size of the font, click one of the sizes under. that option.
  • To change to a size font that is not specified in the list:
    • Click in the Size box and input a number.
    • After the number is entered, press the Enter key on the keyboard.
    • The dialog box will close and the formatting will be applied to the selected text in the document.
  • To change the color of the font, click the list arrow for Font Color and select a color from the gallery of colors that appear.
  • To have the selected text underlined, click the list arrow for Underline Style and choose a style from the list.
  • To change the color for the underline, click the Underline Color box and choose a color from the gallery of colors that appears.
  • To apply a special effect to the text, click one of the options under Effects.
    • Strike through – Click this check box if you want to have a line through the selected text.
    • Double Strike through – Click this check box to place two lines through the selected text.
    • Superscript(Ctrl+Shift+=) – To have the selected text raised slightly above and smaller than the rest of the text, click this check box. Example
    • Subscript (Ctrl+ =) – To place the selected text slightly lower and smaller than the rest of the text, click this check box. Example
    • Small Caps – When this check box is selected, all the letters will appear as caps. However, the letters that are capitalized will appear slightly larger than the ones that are not. example —> EXAMPLE
    • All Caps – To have all the letters and words in the selected text appear in all capitals., click this check box. example—> EXAMPLE
    • Hidden – When this option is chosen, the selected text will not appear in the document when it is printed out. It will appear with a dotted underline in the document window.
  • Once all the changes have been made to the font options, click the OK button to exit the dialog box and make the changes.