MS Word Document Long Answer Type Questions Part 3

MS Word Document Long Answer Type Questions Part 3

MS Word Document Long Answer Type Questions Part 3

Question 1.
Explain about Table Format by using Table Styles (Auto Format)
Answer:
After you create a table, Microsoft Office Word 2007 offers you many ways to format that table. If you decide to use Table Styles, you can format your table all at once, and even see a preview of what your table will look like formatted in a particular style before you actually apply the style.

Use Table Styles to format an entire table
After you create a table, you can format the entire table by using Table Styles. By resting your pointer over each of the preformatted table styles, you can preview what the table will look like.

  • Click in the table that you want to format.
  • Under Table Tools, click the Design tab.
  • In the Table Styles group, rest the pointer over each table style until you find a style that you want to use.
  • Click the style to apply it to the table.
  • In the Table Style Options group, select or clear the check box next to each the table element to apply or remove the selected style.

Add or remove borders
You can add or remove borders to format a table the way that you want.

Add table borders

  • Under Table Tools, click the Layout tab.
  • In the Table group, click Select, and then click Select Table.
  • Under Table Tools, click the Design tab.
  • In the Table Styles group, click Borders, and then do one of the following:
    • Click one of the predefined border sets.
    • Click Borders and Shading, click the Borders tab, and then choose the options that you want.

Remove table borders from the whole table

  • Under Table Tools, click the Layout tab.
  • In the Table group, click Select, and then click Select Table.
  • Under Table Tools, click the Design tab.
  • In the Table Styles group, click Borders, and then click No Border.

Add/Remove table borders to specified cells only

  • On the Home tab, in the Paragraph group, click Show/Hide.
  • Select the cells that you want, including their end-of-cell marks.
  • Under Table Tools, click the Design tab.
  • In the Table Styles group, click Borders, and then click the border that you want to add/No Border.

Display or hide gridlines
Gridlines show the cell boundaries of a table on the screen wherever the table doesn’t have borders applied. If you hide the gridlines in a table that has borders, you won’t see the change because the gridlines are behind the borders. To view the gridlines, remove the borders.

  • Under Table Tools, on the Layout tab, in the Table group, click View Gridlines.

Add a cell

  • Click in a cell that is located just to the right of or above where you want to insert a cell.
  • Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher.
  • Click one of the following options: Shift cells right/Shift cells down/insert entire row/insert entire column

Add a row

  • Click in a cell that is located just below or above where you want to add a row.
  • Under Table Tools, click the Layout tab.
  • Do one of the following:
    • To add a row just above the cell that you clicked in, in the Rows and Columns group, click Insert Above.
    • To add a row just below the cell that you clicked in, in the Rows and Columns group, click Insert Below.

Add a column

  • Click in a cell that is located just to the right or left of where you want to add a column.
  • Under Table Tools, click the Layout tab.
  • Do one of the following:
    • To add a column just to the left of the cell that you clicked in, in the Rows and Columns group, click Insert Left.
    • To add a column just to the right of the cell that you clicked in, in the Rows and Columns group, click Insert Right.

Delete a cell, row, or column

  • Do one of the following:
    • A cell-Click the left edge of the cell.
    • A row- Click to the left of the row.
    • A column-Click the column’s top gridline or top border.
  • Under Table Tools, click the Layout tab.
  • In the Rows & Columns group, click Delete, and then click Delete Cells, Delete Rows, or Delete Columns, as appropriate.

Merge cells
You can combine two or more cells in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns.

  • Select the cells that you want to merge by clicking the left edge of a cell and then dragging across the other cells that you want.
  • Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.

Split cells

  • Click in a cell, or select multiple cells that you want to split.
  • Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.
  • Enter the number of columns or rows that you want to split the selected cells into.

Repeat a table heading on subsequent pages
When you work with a very long table, it will be divided wherever a page break occurs. You can make adjustments to the table so that the table headings are repeated on each page.
Repeated table headings are visible only in Print Layout view and when you print the document.

  • Select the heading row or rows. The selection must include the first row of the table.
  • Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows.

Question 2.
How to add borders and shading to page?
Answer:
Borders and shading are used to add visual effects to text. Borders are lines that can be added to the top, bottom, or sides of paragraphs or pages. Several preset borders come with Word, making it easy to create a box border.

  • Click the Home Tab.
  • In the Paragraph Group, click the Borders button (see illustration below).

MS Word Document Long Answer Type Questions Part 3 1

  • A list of different border locations will appear (see illustration above).
  • Some of the border locations apply to tables, and some to text.

MS Word Document Long Answer Type Questions Part 3 2

  • Click the border location to apply it to the paragraph. The best for paragraphs are:
    • Bottom Border – This option will place a border at the bottom of the paragraph,
    • Top Border – Click this button to place a border at the top of the paragraph.
    • Left Border – Use this option to place a border to the left of a paragraph.
    • Right Border – This option will place a border to the right of the paragraph.
    • The other buttons in the list are used to insert borders into tables.
  • To place a Horizontal Line at the location of the insertion point, click the Horizontal Line button.
  • To open the Borders and Shading dialog box, click the Borders and Shading link at the bottom of the list.
  • The Borders and Shading dialog box will appear with the Borders tab selected (see illustration on next page).
  • Click one of the icons under Setting.
    • None – This button is used to remove the border from the selected text.
    • Box – Use this button to place a box border around the selected text.
    • Shadow – To place a shadow around the bottom and right edge of the border, click this button.
    • 3-D – This button is used to add a three-dimensional effect to the border.
    • Custom – This button is used to create the type of border desired.

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  • Under Style, choose a Style option. It may be necessary to scroll down to see all the available options.
  • To add a color border, choose a color from the Color drop-down list.
  • Click the drop-down arrow for the Width box to change the width of the border.
  • Preview shows where the borders will be placed and shows the design of the border.
  • The buttons around the Preview box allow borders to be removed from the top, bottom, left, or right side of the selected text or page.
  • Apply to allows you to specify what the border is to be applied to. The default value is paragraph.
  • The Options button brings up a dialog box that allows the distance the text will appear from the border to be changed.
  • Once all the selections have been completed, click OK to close the Borders and Shading dialog box.

Question 3.
How to insert symbols and Special Characters in Ms- Word.
Answer:
While creating a document you may need some symbols or some special character. These symbols or special character may not be present on your keyboard. The symbols or the special characters are specific to the type of font you are using like, the font Webdings include decorative symbols.

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1. Open an MS Word document on your screen. Click the cursor at a location in the document where you want to insert the symbol. Then click on the Insert tab present at the top of your Word window.

2. Under Insert Tab, you have Symbols drop down button present at the right-hand side of the window. Click the drop down arrow of the Symbols button. It will open up Symbols group where again you will find Symbol drop down button. Click on the Symbol drop down button.

3. Symbol drop down button will show you the recently used symbols. If the symbol of your interest is present there, then select it from there. Else we have More Symbols option present below the recently used symbols. Click on the More Symbols.

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4. A Symbol dialog box is opened which has Symbols and a Special Characters tab. To insert a symbol click on the Symbol tab. Under Symbol tab, you have a Font drop down box. Select the font of your choice and then select a symbol from that font. At the bottom of the window, you can see the Character code; it shows the character code in digits and the from drop down box shows that from where the Symbol belongs. Then click Insert and Close to close the Symbol window.

5. You can see the symbol is inserted in the document but by default, it appears very small you can change the size of the symbol by increasing the font.

6. To insert the Special Character, go the Special Character tab of Symbol Dialog box. Choose the symbol of your interest and click on the Insert and then Close. You can also increase the size of the special character in the same way you increased the size of the symbol.

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Question 4.
Discuss about Shapes in Ms-Word.
Answer:
Objects are drawn images that you create. An image can be one chosen from the AutoShapes or one drawn with rectangles, squares, etc. To insert an object follow the directions below.

Draw the Object:

  • Click the Insert Tab.
  • In the Illustrations Group, click the Shapes button.

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  • A gallery of different categories and shapes will appear (see illustration above).
  • Click one of the shapes in the gallery.
  • To draw the object in the document:
    • Click the object and then move the insertion point into the document.
    • The mouse pointer will change to a plus sign (see illustration).
    • Drag the mouse pointer until the object is the desired size.
    • Release the left mouse button to place the object into the document.

Format the Auto Shape:

  • Click the shape to select it.
  • The Drawing Tools Format Tab will appear just above the ribbon and tabs.
  • This ribbon is used to apply formatting to the shape.

Format Shape Task Pane:
In addition to using the Drawing Tools Format ribbon to format shapes, it is possible to use the Format Auto Shapes Task Pane. To do this:

  • Click the shape that is to be formatted.
  • Do one of the following:
    • Right-click the shape and then choose Format Shape.
    • Click the Drawing Tools Tab and click the Format Shape Task Launcher Button in the Shape Styles Group.

MS Word Document Long Answer Type Questions Part 3 8

  • The Format Shape Task Pane will open (see illustration below).

MS Word Document Long Answer Type Questions Part 3 9

  • Fill and Line – This area is used to make changes to the fill color and line color for the shape.
  • Effects – Use this area to add different effects to the shape such as shadows and reflections.
  • Layout and Properties – To apply different alignment or other effects to the text in the shape, select this option. An option for adding alternative text to the image is provided. Alt Text is used by text readers to explain the image.

Question 5.
Discuss about WordArt in Ms-Word.
Answer:
WordArt allows visual enhancements to be added to the text in a presentation in addition to changing the font type and font size. WordArt styles allow for the text to be stretched horizontally, vertically, or diagonally and is an object that may be moved to any slide in a presentation. It is also possible to resize and rotate the WordArt object. The illustration below is an example of WordArt.

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Add a WordArt Object to a Document/Presentation:

  • Click the Insert Tab.
  • In the Text Group, click Word Art.
  • A gallery of WordArt styles will appear.
  • Click one of the WordArt styles to select it.
  • A WordArt placeholder will appear in the slide as shown in the illustration at the top of the page.
  • Select the text in this box.
  • Type the text for the WordArt.

Resize WordArt Text:

  • Select the WordArt object.
  • Do one of the following:
    • Click the File Tab and in the Font Group, click the Font Size button.
    • Click the File Tab and in the Font Group click the Increase Font Size button.
  • As the Font Size increases, the WordArt textbox will also expand

Move WordArt:

  • Select the WordArt object.
  • Move the mouse pointer over the WordArt until a four-headed arrow appears.
  • Drag the WordArt object to a different location.

Format WordArt:
In addition to using the Drawing Tools Format Toolbar, the Format Text Effects dialog box can be used.

  • Click the Drawing Tools Format tab.
  • In the WordArt Styles Group, click the Format Shape Task Pane Launcher button.
  • The Format Shape Task Pane will open with the Text Options tab selected.
  • Click one of the buttons at the top of the Task Pane. These are Fill and Line, Text Effects, and Textbox.
  • Click the Shape Options tab to apply additional formatting to the WordArt image.
  • When all the changes have been made, click the Close button.

Clear WordArt Formatting:
If after adding a WordArt image to a slide in the presentation, the formatting can be removed without removing the text. The text will change back to the normal formatting.

  • Click the Drawing Tools Format Tab.
  • In the WordArt Styles Group, click the More button.
  • Click the Clear WordArt link.
  • The text will appear in the presentation design without any formatting.

Question 6.
Write about Mail Merge?
Answer:
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook

To use Mail Merge:

  • Open an existing Word document, or create a new one.
  • From the Mailings tab, click the Start Mail Merge command and select Step by Step Mail Merge Wizard from the drop-down menu.

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The Mail Merge pane appears and will guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list.

Step 1:

  • Choose the type of document you want to create. In our example, we’ll select Letters. Then click Next: Starting document to move to

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Step 2.

  • Select Use the current document, then click Next: Select recipients to move to Step 3.

Step 3:

  • Now you’ll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.
    • From the Mail Merge task pane, select Use an existing list, then click Browse… to select the file.

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    • Locate your file and click Open.
    • If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.
    • In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you’re done, click OK.
    • From the Mail Merge task pane, click Next: Write your letter to move to Step 4.
  • If you don’t have an existing address list, you can click the Type a new list button and click Create. You can then type your address list.

Step 4:

  • Now you’re ready to write your letter. When it’s printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address) will be different. You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

To insert recipient data:

  • Place the insertion point in the document where you want the information to appear.
  • Choose one of the four placeholder options: Address block, Greeting line, Electronic postage, or More items.
  • Depending on your selection, a dialog box may appear with various options. Select the desired options and click OK.
  • A placeholder will appear in your document (for example, «AddressBlock»).
  • Repeat these steps each time you need to enter information from your data record. In our example, we’ll add a Greeting line.
  • When you’re done, click Next: Preview your letters to move to Step 5.
  • For some letters, you’ll only need to add an Address block and Greeting line. Sometimes, however, you may w’ant to place recipient data within the body of the letter to personalize it even further.

Step 5:

  • Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each document.
  • Click Next: Complete the merge to move to Step 6.

Step 6:

  • Click Print… to print the letters.
  • A dialog box will appear. Click All, then click OK.
  • The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.