MS Word Document Long Answer Type Questions Part 2
Discuss about Paragraph formatting in MS- Word?
This feature is used to format paragraphs in a document. There are several formatting options available, such as line spacing, spacing before and after paragraphs, paragraph alignment, and applying bullets and numbering.
Paragraph Group Ribbon:
There is a Paragraph Group under the Home Tab as well as under the Page Layout Tab. Each of these groups is used to perform different paragraph formatting tasks.
Paragraph Dialog Box:
This dialog box is used to apply formatting to paragraphs in a document. The formatting can also be applied to selected text within a document.
- Click either the Home Tab or the Page Layout Tab.
- Click the Paragraph Dialog Box Launcher button in the bottom right comer of the Paragraph Group. The Paragraph dialog box will display.
Indents and Spacing:
The features in this area are used to change the spacing between paragraphs, to specify the alignment for a paragraph, and to change the indentation options for a paragraph.
- Click the Indents and Spacing tab.
- Under the General category, click the Alignment list arrow to choose the type of alignment for the paragraph.
- To apply indentation to the paragraph, click the Left or Right spinner arrows. These arrows are used to specify the amount of spacing from the left margin for the indent.
- To apply a special type of indent, click the Special list arrow. The options here are:
- None – Select this option when the paragraph is not to have any indentation applied.
- First Line – This option is used to apply indentation to the first line of a paragraph, but not the rest of the lines in the paragraph.
- Hanging – Use this option to apply indentation to all the lines of a paragraph except the first line.
- To apply before and after spacing for a paragraph, click- the spinner arrows beside the options under the Spacing group.
- To change the line spacing for a document, click the list arrow under Line Spacing and select an option from the list.
- To set tabs for the document, click the Tabs button.
- To make these changes for all documents created in Word, click the Default button.
Line and Page Breaks:
The features in this area are used to determine how text will appear in a document. For instance, to keep a heading with a paragraph, click the Keep with next option.
- Click the Line and Page Breaks tab.
- Select Widow/Orphan Control to keep one line of a paragraph from appearing at the top or bottom of a page.
- To keep lines of selected text together so that the text’ appears all on one page, click the Keep with next check box.
- To keep lines of a paragraph all on one page, click the Keep lines together check box. This means that the paragraph will not break in the middle, but will all stay on one page of a document.
- To insert a page break before a paragraph, click the Page break before check box.
- The Formatting Exceptions area is used add or remove Sine numbering in a paragraph or to prevent hyphenation of text in a paragraph.
- When all the changes have been made, click the OK button to apply the formatting to the paragraph.
Explain about formatting a Document in MS-Word.
Answer: Formatting means dressing a document. This process involves controlling the view of text, layout of text and the use of pictures. This can be done in ways. Character formatting, paragraph formatting and document formatting.
Character formatting: This includes controlling the font type, font size, font style and font color.
- Font Type: This refers to the characteristics of letters, symbols and punctuation marks in a document. Different font sizes decide the space occupied by a letter. T he main categories of fonts are ‘mono space’ and ‘Proportional’ where in the former every letter occupies same width of place and in the latter the user specifies the width.
- Font Size: A font is measured in points, one point making l/72 of an inch. Word processor allow to work with font sizes from one point to several hundred points.
- Font Style: This is used to control the font style commonly used styles are bold, Italic, and Under lining.
Paragraph Formats: This includes settings applied to one or more paragraphs, and hence involves line spacing, paragraph spacing, alignment, indents, tab stops, borders and shading.
Line and Paragraph spacing: Line spacing provides control the amount of space between each line of text. Paragraph spacing refers to the amount of space between each paragraph.
Indents and Alignment: Indents determine how close a paragraph will be to the margin. Alignment refers to the orientation of the lines of a paragraph with respect to margins.
Tabs and Tab Stops: Tabs are used to align columns of text accurately or create tables. Tab stop is a position on screen and in document, which is the stopping point for the Tab key on the keyboard. The tab stop positions are set by the user.
Borders, shading and shadows: A border is a line drawn on one or more sides of a paragraph. Shading consists of color or pattern of the background to the text. A drop shadow is a partial shadow around a bordered paragraph which makes it to be viewed as if the paragraph is floating.
Document Formatting: This includes the size of page, its orientation, and headers or footers. The page size and orientation can be set up as per the requirements of the document. The standard size of paper is 8 14 by 11 – inch paper. Headers and Footers are lines of text that run along the top and bottom of every page.
Columns and Sections: Columns divide the number of columns in a format and the section is a divided part of a document.
Enumerate the process of autoformat in MS-Word.
One of the most common complaints from Word users is that Word automatically formats documents as you’re working on them.
The AutoFormat feature is intended to save you time and to help you format your document consistently. But many users find it disturbing when Word applies unwanted formats or when Word formats elements of the document sporadically.
Bullets and numbered lists, in particular, don’t always work as they should and are the source of much frustration for Word users.
Fortunately, it is possible to turn off all or some of the Auto Format features. Simply follow these steps:
- Select AutoCorrect Options from the Tools menu
- Click the AutoFormat As You Type tab
- Deselect the options you would like to disable Most of the options are self-explanatory.
Note: this only disables the AutoFormat as you type option. If you choose to AutoFormat your document after you are finished entering your text by choosing AutoFormat from the Format menu, a separate set of options will apply.
Discuss about Previewing and Printing a Document in MS-Word.
This feature is used to preview documents or to send documents to a printer.
- Click the File Tab.
- Click the Print button.
- The Print and Preview window will display (see illustration below).
- A Preview of the document will appear on the right side of the window.
- Click the arrows at the bottom of the Preview area to move from page-to-page.
- Click the Zoom button to see a larger view of the document.
- The Printer options will appear in the middle column of the window.
- The Printer will default to the printer set for your computer.
- In the Printer list, select a different printer, if necessary.
- Specify the “Number of Copies to print.
- Click the Printer Properties button to change print options.
- Under Settings click the Print All Pages list to select other print range options.
- Print All Pages – To print every page of the document, click this button.
- Print Selection – Click this button to print just the selected text in a document.
- Print Current Page -Click this button to print the page where the insertion point is located.
- Pages Custom Range – This button is used to specify the pages that are to be printed.
- Specify whether the document is to be printed on one side or both sides.
- Print One-Sided – All the pages of the document will print on one side.
- Print on Both Sides – Flip pages on long edge
- Print on Both Sides – Flip pages on short edge.
- Manually Print on Both Sides – The paper need to be reloaded when prompted to print the second side of the document.
- Click any of the other options under Settings, such as change paper size or select page orientation, to change page margins.
- Click the Print button to send the document to the selected printer.
How do you create headers and footers in MS- Word.
The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain additional information such as page numbers, dates, an author’s name, and footnotes, which can help keep longer documents organized and make them easier to read. Text entered in the header or footer will appear on each page of the document.
To create a header or footer:
In our example, we want to display the author’s name at the top of each page, so we’ll place it in the header.
- Double-click anywhere on the top or bottom margin of your document. In our example, we’ll double-click the top margin.
- The header or footer will open, and a Design tab will appear on the right side of the Ribbon. The insertion point will appear in the header or footer.
- Type the desired information into the header or footer. In our example, we’ll type the author’s name.
- When you’re finished, click Close Header and Footer. Alternatively, you can press the Esc key.
To insert a preset header or footer:
Word has a variety of preset headers and footers you can use to enhance your document’s design and layout. In our’ example, we’ll add a preset header to our document.
1. Select the Insert tab, then click the Header or Footer command. In our example, we’ll click the Header command.
2. In the menu that appears, select the desired preset header or footer. In our example, we’ll select a header.
MS Word Document Long Answer Type Questions Part 2 7
3. The header or footer will appear. Preset headers and footers contain placeholders for information such as the title or date; they are known as Content Control fields.
4. To edit a Content Control field, click it and type the desired information.
5. When you’re finished, click Close Header and Footer. Alternatively, you can press the Esc key. If you want to delete a Content Control field, right-click it and select Remove Content Control from the menu that appears.
Editing headers and footers:
After you close the header or footer, it will still be visible, but it will be locked. Simply double-click a header or footer to unlock it, which will allow you to edit it.
Design tab options:
When your document’s header and footer are unlocked, the Design tab will appear on the right side of the Ribbon, giving you various editing options:
Hide the first-page header and footer: For some documents, you may not want the first page to show the header and footer, like if you have a cover page and want to start the page numbering on the second page. If you want to hide the first page header and footer, check the box next to Different First Page.
Remove the header: If you want to remove all information, contained in the header, click the Header command and select Remove Header from the menu that appears.
Remove the footer: If you want to remove all information contained in the footer, click the Footer command and select Remove Footer from the menu that appears.
Explain the following into Header or Footer (a) Insert the date or time (b) Adding Page Numbers.
With the Page Number command and the commands available in the Insert group, you can add page numbers, the date and time, pictures, and more to your header or footer.
To insert the date or time into a header or footer:
Sometimes it’s helpful to include the date or lime in the header or footer. For example, you may want your document to show the date when it was created.
On the other hand, you may want to show the date when it was printed, which you can do by setting it to update automatically. This is useful if you frequently update and print a document because you’ll always be able to tell which version is the most recent.
- Double-click anywhere on the header or footer to unlock it. Place the insertion point where you want the date or time to appear. In our example, we’ll place the insertion point on the line below the author’s name.
- The Design tab will appear. Click the Date & Time command.
- The Date and Time dialog box will appear. Select the desired date or time format.
- Check the box next to Update Automatically if you want the date to change every time you open the document. If you don’t want the date to change, leave this option unchecked,
- Click OK.
- The date will appear in the header.
Adding page numbers:
Word can automatically label each page with a page number and place it in a header, footer, or side margin. When you need to number some pages differently, Word allows you to restart page numbering.
To add page numbers to a document:
In our example, we’ll add page numbering to our document’s footer.
- Double-click anywhere on the header or footer to unlock it. If you don’t already have a header or footer, you can double-click near the top or bottom of the page. The Design tab. will appear on the right side of the Ribbon.
- Click the Page Number command. In the menu that appears, hover the mouse over Current Position and select the desired page numbering style.
- Page numbering will appear.
- To edit the font, font size, and alignment of page numbers, select a page number and click the Home tab. Word’s text formatting options will appear.
- When you’re finished, press the Esc key. The page’ numbering will be formatted.
Alternatively, you can add page numbers to the header or footer by clicking the Page Number command and then selecting Top of Page or Bottom of Page. If you have an existing header or footer, it will be removed and replaced with the page number.
To restart page numbering:
Word allows you to restart page numbering on any page of your document. You can do this by inserting a section break and then selecting the number you want to restart the numbering with.
- Place the insertion point at the top of the page you want to restart page numbering for. If there is text on the page’, place the insertion point at the beginning of the text.
- Select the Page Layout tab, then click the Breaks command. Select Next Page from the drop-down menu that appears.
- A section break will be added to the document.
- Double-click the header or footer that contains the page number you want to restart.
- Click the Page Number command. In the menu that appears, select Format Page Numbers.
- A dialog box will appear. Click the Start at: button. By default, it will start at 1. If you want, you can change the number.
- Click OK.
- The page numbering will restart.
Write a note Tables in MS-Word
Word’s tables feature allows 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.
Tables can be inserted into a document that already contains text or into a separate document. More than one table may be inserted into any one document. Tables can be created using the Table Grid, the Insert Table dialog box, or the Quick Tables option.
Creating Table Using Table Grid:
A table can be inserted into any portion of a document or can be created as a separate document.
- Go to the area in the document where the table is to be inserted.
- Click the Insert Tab.
- In the Tables Group, click the Table button.
- A list of options for creating a table will be displayed.
- In the Grid area, move the mouse pointer over the grid until the number of rows and columns is selected.
- The columns and rows that are being highlighted will show in an orange color.
- The table outline will appear in the document.
- When the desired number of columns and rows has been selected, click the Left Mouse button.
- The table should appear in the document.
- A table is similar to a worksheet in Excel, in that it contains columns, rows, and cells.
- Position the insertion point in the upper left cell of the table.
- Rows are indicated by the horizontal area of the table.
- Columns are indicated by the vertical area of the table.
- The cell is the area where a column and row intersect.
- Start inputting the information into the cells.
- To move from cell to cell, press the Tab key on the keyboard.
- To move back one cell at a time, press the Shift key and • then the Tab key on the keyboard.
- Once the table has been created, the Table Tools Contextual Tab will appear above the ribbon.
- While in the table, click the Table Tools-Design Contextual Tab.
- Move the mouse pointer over the Table Styles.
- A Live Preview of each design will appear in the document.
- Click the More button to view additional styles. This is in the lower right comer of the Style Gallery.
- Click the left mouse button to apply the style to the table.
Insert Table Dialog Box:
The Insert Table dialog box is another way that a table can be created. When this dialog box is used, it is possible to specify the number of columns and rows for the table along with specifying other options for creating the table.
- Click the Insert Tab.
- In the Tables Group, click the Tables button.
- Click the Insert Table button.
- The Insert Table dialog box will appear.
- Under Table Size, specify the number of columns and rows by clicking the appropriate spinner arrows.
- Under AutoFit Behavior, click one of the option buttons.
- Fixed Column Width – Click this option button to specify the exact width of each of the columns in the table.
- AutoFit to Contents – When this option button is selected, the width of the column will be determined by the longest entry in the column.
- AutoFit to Window – This is the best option to use if the document is going to be saved to display on the Web. With this option, the width of the columns is determined by the size of the browser window.
- To save these table dimensions for new tables, click the Remember Dimensions for New Tables check box.
- Click the OK button to insert the table into the document.
This feature provides templates of predesigned tables that can be easily inserted into a document. The table already contains formatting options.
- Click the Insert Tab.
- In the Tables Group, click the Tables button.
- Click the Quick Tables link at the bottom of the window.
- A gallery of predesigned tables will appear (see illustration below).
- Scroll the list to see what is available.
- Once a choice has been made, click the desired design.
- The table will appear in the document.
- Once the table has been created, the data in the table can be replaced with the data the table was being created for.