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.

MS Word Document Long Answer Type Questions Part 5

MS Word Document Long Answer Type Questions Part 5

MS Word Document Long Answer Type Questions Part 5

Question 1.
Discuss about Insert tab commands in MS-Word.
Answer:
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.

MS Word Document Long Answer Type Questions Part 5 1

Pages Group:

  • 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 Group:

  • 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.

Illustrations Group:

  • 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.

Add-ins Group:

  • 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.

Media Group:

  • 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.

Links Group:

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.

Comments Group:

  • 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 Group:
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.

Symbols Group:
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.

Question 2.
Discuss about Layout tab commands in MS-Word.
Answer:
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.

MS Word Document Long Answer Type Questions Part 5 2

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.

Paragraph Group:
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.

Arrange Group:
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.

Selection Pane:

  • 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.

Question 3.
Discuss about Mailings tab commands in MS-Word.
Answer:
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.

MS Word Document Long Answer Type Questions Part 5 3

Create Group:
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.

MS Word Document Long Answer Type Questions Part 4

MS Word Document Long Answer Type Questions Part 4

MS Word Document Long Answer Type Questions Part 4

Question 1.
Write a short note to the following in MS-Word (a) Shapes (h) Clip Art (c) Word Art (d) Drawing Tools.
Answer:
a) Shapes:

  • In Microsoft Word, click the Insert tab at the top of the program window.
  • On the Insert tab, in the Illustrations group, click the Shapes option.

MS Word Document Long Answer Type Questions Part 4 1

  • Select the type of shape you want to add from the drop-down menu that appears.

MS Word Document Long Answer Type Questions Part 4 2

b) Clip Art: It refers to pre-made images used to illustrate any medium. Today, clip art is used extensively in both personal and commercial projects, ranging from home-printed greeting cards to commercial. Clip art comes in many forms, both electronic and printed. However, most clip art today is created, distributed, and used in an electronic form. Since its inception, clip art has evolved to include a wide variety of content, file formats, illustration styles, and licensing restrictions. Clip art is generally composed exclusively of illustrations.

Microsoft offered clip art as a built-in feature of their products. In 1996, Microsoft Word 6.0 included only 82 WMF clip art files as part of its default installation. Today, Microsoft offers clip art as part of over 140,000 media elements in the Microsoft Office product suite.

c) Word Art: Microsoft WordArt is used to create special graphic effects for logos, headings, or attractive graphics. To start WordArt, Choose Insert —> Picture and click WordArt. The WordArt gallery dialog box is shown with number of present WordArt styles.

MS Word Document Long Answer Type Questions Part 4 3

Select the design that we want to use, and then click OK to display the Edit WordArt Text dialog box, enter the text in this box, then click OK.

When we click OK, word displays the text with selected style and selected surrounded by handles, along with the WordArt toolbar, as shown here.

MS Word Document Long Answer Type Questions Part 4 4

Change the size and position of the graphic by dragging it, use the toolbar to customize it, or click elsewhere to deselect it.

d) Drawing Tools: You can also create your own graphics in your documents using the drawing tools provided on the Word Drawing toolbar. This toolbar provides you with a number of tools, including line, arrow, rectangle, oval, and text box tools. You can also use the appropriate tools to change the fill color on a box or circle, to change the line color on your drawing object, or to change the arrow style on arrows you have placed on the page.

To display the Drawing toolbar, select View, point at Toolbar, and then select Drawing from the toolbar list.

The Drawing toolbar appears at the bottom of the document window just above the Word status bar. The Drawing toolbar and the tools available on it are show below.

MS Word Document Long Answer Type Questions Part 4 5

Creating a New Object:
To draw a particular object, click the appropriate button on the toolbar. Then drag the mouse to create the object in your document. To draw a square or circle, click the Rectangle tool or the Oval tool and hold down the Shift key and draw the object with the mouse. If you find that you aren’t very good at actually drawing graphic objects, click the AutoShapes pop-up list and select a particular object shape from the list provided.

Question 2.
Discuss about Clip Arts in Ms-Word?
Answer:
Depending on which version of Office you have, you may be able to use an Office library of clip art, or get clip art from the web.

Inserting Clip Art:
In the newer versions of Office, there’s no longer a clip art library, but Office still helps you insert clip art.

  • Select Insert > Online Pictures

MS Word Document Long Answer Type Questions Part 4 6

 

  • Type a word or phrase to describe what you’re looking for, then press Enter.
  • Filter the results by Type for Clipart.
  • Select a picture.
  • Select Insert. The image is inserted in your Office document.

Clip art and copyright:
The licensing filter (Creative Commons only or All) can help you choose images that are appropriate for the use you have in mind.

When using pictures or clip art from Bing, you’re responsible for respecting copyright, and the license filter in Bing can help you choose which images to use.

Free image library – the Pickit add-in:
Another option is to install an Office add-in named Pickit that puts free, licensed clip art in Office.

Get Pickit on your computer:

  • Open the Office app you want to add Pickit it to (Word, PowerPoint, or Excel).
  • On the Insert tab, in the Add-ins group, select Store.
    Use the Store button on the Insert tab of the Office ribbon to install Office add-ins The Office Add-ins dialog box opens.
  • In the dialog box, use the Search box to look for Pickit Free Images.
  • Click the Add button for Pickit Free Images.
  • Close the Office Add-ins dialog box.

Pickit may take a few moments to be “loaded” into the Office app. When it’s done, on the Home tab, you’ll see the circular pink Pickit icon:

Find and insert images with Pickit:
Once Pickit is on your computer, you can find pictures with it as described here:

  • On the Home tab, select the Free Images button. The Pickit Free Images task panel opens on the right side of the application window.
  • On the pink toolbar near the top, use the second tab, the Pickit market, to browse for images.

New kinds of clip art for Microsoft 365:
Microsoft 365 doesn’t have traditional clip art anymore, but subscribers get two fresh kinds of art in its place – icons and 3D models, available on the Insert tab of the ribbon.

  • Icons are ready-made images that you can insert, pivot, rotate, color, and resize (with no loss of quality).
  • 3D graphics look alive and can be rotated to any position you like.

Question 3.
Explain the following MS-Office Concepts i) Tables ii) Graphics Hi) Templates; iv) Macros; v) Mail Merge
Answer:
i) Tables: Although tabs can be used to set up rows and columns of information in a document, MS-Word provide features that let you create Tables in just a few steps. The size of a table is limited only by the amount of page space that can be devoted to it, and tables can be formatted in dozens of ways. Tables are typically set up with a header row across the top to describe the contents of each column. Many tables also include a special first column that describes the contents of each row.

Word’s tables feature allows you 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.

ii) Graphics: With a MS-Word, you can easily add graphic images – photos, drawings, or clip art – to your documents. You set the cursor where you want the graphic to appear, tell the Ms- Word program that you want to insert a graphic and then locate the graphic file. After the graphic has been imported, you can move size, crop, and add borders to it. You can even adjust the alignment so that your text flows around the picture.

iii) Templates: Templates are predefined documents that are blank except for preset margins, fonts, paragraph formats, headings, rules, graphics, headers, or footers. You can open a document template, type your text into it, save it, and you’re done. Templates free users from manually formatting complex documents.

iv) Macros: A macro is a series of word commands grouped together as a single command to make everyday tasks easier. You can assign a macro to a toolbar, a menu, or a shortcut key and run it by simply clicking a button, selecting a menu choice or pressing a key combination. Macros are recorded as instructions in word’s macro language, WordBasic. You can create a macros in two ways:

  • Record a series of actions using the keyboard and mouse. This is the easiest way.
  • Type a macro directly into a macro-editing window. This way you have more flexibility and can include word basic instructions that you can’t record using the keyboard and mouse.

For complicated macros, consider combining these two ways: Record as much as possible, and then edit the result in the macro-editing window. Record further pieces, edit them, and add them as necessary.

v) 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.

Question 4.
What are the various views provided by MS-Word? Explain
Answer:
In Microsoft Word, there are many different views of your document you can use when you are editing your document. Some are good for seeing what your document will look like, some are good to see an outline of your document, and others are just plain text entering.

Different Views
All the different views can be accesses by clicking the View menu and clicking the View type you want from the menu that appears.

MS Word Document Long Answer Type Questions Part 4 7

Print Layout View: Print layout view will allow you to see exactly how objects will be positioned on a page. This view is also useful when setting up margins.

Web Layout View: Web layout view should be used when you are working on web pages in Word. Backgrounds will appear and the graphics and other objects will be aligned just as if you were in a web browser; only you will still be able to edit the document while in this view.

Normal View: You can use normal view when you are just typing text. The layout of graphics and other objects is simplified in this view. If you are working with objects other than text, you should use Print Layout View.

Outline View: When you are working with large documents, or documents that are difficult to follow along with, you can use Outline View. Microsoft Word will simplify the structure of the document and make it easy to move and edit different parts. The different parts of the document will be separated with different types of bullets and indented lines.

Reading Layout View: Introduced in Word 2003, Reading View is intended to make it easier to read your document.

Question 5.
Discuss about File Tab in MS-Word.
Answer:
The File Tab is used to perform such tasks as opening, closing, printing or saving a document. The File Tab opens Backstage View.

MS Word Document Long Answer Type Questions Part 4 8

Info: This tab displays different commands for protecting your document, checking for issues with the document, and for managing different versions of the document.

New: This category will provide a gallery of different templates, including Blank Document, which can be used to create a new document. Click any of the templates to create a new document.

Open: Click this link to open a previously created document. The Open window will display. A list of recent documents will appear on the right side of the window. Folder names will appear in the middle of the window.

Save: To save a document, click this button. The Save As dialog box will appear the first time the document is saved. After the document has been saved the first time, clicking this button will override the old copy without asking.

Save As: Once a document has been saved, click this link to rename the document, to save the document in a different format, or to save the document to a different folder. To save the document in a different format, such as PDF, click the Save As list. A list of different options will appear.

Print: Click this link to open the Print& Preview window. Several different print options will appear in the middle column of the window. A preview of the document will appear on the right side of the window.

Share: This option is used to send a document using email, to invite people to share a document, to present the document online, or to post the document to a blog. Some of these features require access to Share Point or other online options.

Export: To access options for saving a document in different formats, such as PDF or to change the file type, select this category.

Close: Click this feature to close the currently open document. This is the document where the insertion point is located. The Word program, along with all other documents, will remain open.

Account: This area is used to make changes to your account such as changing the office background or the office theme. You also can find out information about the product and switch to another account.

Options: Click the button to open the Word Options window. This window is used to make changes to the overall format of the Word program. It is also the area where changes to the configuration of the Quick Access Toolbar and the ribbons are made.

Question 6.
Discuss about Home tab commands in MS-Word.
Answer:
The Home Tab is used to perform many of the common tasks such as changing fonts, cutting and pasting text and images into documents, changing paragraph formats, applying styles, and editing text. The groups and buttons for this ribbon are described in the below.

MS Word Document Long Answer Type Questions Part 4 9

Clipboard Group:

  • Paste: This button is used to insert items that have been stored on the clipboard into a document.
  • Cut: To remove text or other items from a document and store it on the clipboard, click this button.
  • Copy: Click this button to make a copy of selected text or another item in a document and store it on the clipboard.
  • Format Painter: To make a copy of selected text and then apply the formatting to other text in a document, click this button. A single click will apply the formatting to other selected text one time. To apply the formatting to other selected text several times, click the format painter button twice. When all the formatting has been applied, click the button again to deactivate the format painter.
  • Clipboard Launcher: This button is located in the lower right corner of the Clipboard group. It is used to open the Clipboard Task Pane. This task pane will display when items that are added to the clipboard are displayed. This allows more than one item to be added to the clipboard before the items are pasted into the document.

Font Group:

  • Font Type: To select the type of font for a whole document or for selected text within the document, click this button.
  • Font Size: This button is used to change the size of the font for the whole document or for selected text within the document.
  • Increase Font Size: Increases the font size of the current selection to the next larger size in the Font Size box.
  • Decrease Font Size: Decreases the font size of the current selection to the next smaller size in the Font Size box.
  • Change Case: To change the selected text to UPPERCASE, lowercase, or to apply other capitalization, click this button.
  • Clear All Formatting: To clear all the formatting that has been applied to selected text, click this button.
  • Font Style and Font Color Buttons: Font Style Buttons i.e Bold(Ctrl + B), Italics (Ctrl + I), Underling (Ctrl + U) and Strike through are used to set the font style to the Selected text. Whereas the font color button is used to change color of the selected text.
  • Superscript(Ctrl+Shift+=)/Subscript(Ctrl +=) Buttons: Superscript button is used to create the small letters above the line of text. Subscript button is used to create small letters below the text baseline.

Paragraph Group:

  • Bullets: To create a bulleted list within a document, click this button. Click the list arrow to display a gallery of bullet styles. Numbering and Multilevel Lists buttons are also available to Create bullets.
  • Increase / Decrease Indent: These Buttons are used to increase/Decrease Indent of the select text,
  • Sort: To sort a paragraph of text, a table, or a list, click this button. The sort dialog box will display. This dialog box is used to specify the criteria for the sort.
  • Show/Hide (Ctrl+Shift+8): This button is used to show the formatting, such as paragraph marks and tabs that have been applied to text in a document.
  • Alignment Buttons: Alignment buttons are used to align the selected text (i.e.Left Algn(Ctrl+L), Right Align (Ctrl+R), Center AlignfCtrl+E) and Justify(Ctrl+J)).
  • Line and Paragraph Spacing: To change the amount of spacing between lines of text or between paragraphs in a document, select this option. To apply the same spacing to a whole document, use the Paragraph Spacing options on the Design tab.
  • Shading: This button is used to color the background for the selected text in a document.
  • Borders: To create a border around selected text or a paragraph, click this button. The arrow beside the button will display a gallery of colors. Clicking the button will apply the border that is displayed on the button to the selected text.
  • Paragraph Box Launcher: This button is located in the lower right comer of the Paragraph Group. It is used to open the Paragraph Dialog Box where additional Paragraph formatting options are located.

Styles Group:

  • Styles Gallery: The styles gallery is used to apply different formatting to paragraphs in a document. Several different styles are displayed. To make changes to the Style, right-click on the Style Button and select modify.
  • Styles Launcher: This button is located in the lower right comer of the Styles group. It is used to display additional styles for use in documents.

Editing Group:
Find: To locate a particular word or phrase within a document, click this button. The Navigation Task Pane will display to the left of the document. Within this pane, the word or phrase that is to be found can be specified. A list of the possible matches will appear below the Search box.

Replace: This feature is used to locate text within a document and replace it with other text. When Replace is clicked, the Find and Replace dialog box will display with the Replace tab active. This is where the word(s) to be found and replaced are specified.

Select: Click this button to select text or objects within a document. The options are to select all the document, select objects within the document, or to select text with similar formatting.

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.

MS Word Document Long Answer Type Questions Part 3 3

  • 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.

MS Word Document Long Answer Type Questions Part 3 4

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.

MS Word Document Long Answer Type Questions Part 3 5

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.

MS Word Document Long Answer Type Questions Part 3 6

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.

MS Word Document Long Answer Type Questions Part 3 7

  • 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.

MS Word Document Long Answer Type Questions Part 3 10

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.

MS Word Document Long Answer Type Questions Part 3 11

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

MS Word Document Long Answer Type Questions Part 3 12

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.

MS Word Document Long Answer Type Questions Part 3 13

    • 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.

MS Word Document Long Answer Type Questions Part 2

MS Word Document Long Answer Type Questions Part 2

MS Word Document Long Answer Type Questions Part 2

Question 1.
Discuss about Paragraph formatting in MS- Word?
Answer:
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.

MS Word Document Long Answer Type Questions Part 2 1

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.

MS Word Document Long Answer Type Questions Part 2 2

  • 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.

MS Word Document Long Answer Type Questions Part 2 3

  • 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.

Question 2.
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.

Question 3.
Enumerate the process of autoformat in MS-Word.
Answer:
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.

Question 4.
Discuss about Previewing and Printing a Document in MS-Word.
Answer:
This feature is used to preview documents or to send documents to a printer.
PRINT:

  • 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.

MS Word Document Long Answer Type Questions Part 2 4

  • 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.

Question 5.
How do you create headers and footers in MS- Word.
Answer:
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.

MS Word Document Long Answer Type Questions Part 2 5

  • 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.

MS Word Document Long Answer Type Questions Part 2 6

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.

MS Word Document Long Answer Type Questions Part 2 7
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 7MS Word Document Long Answer Type Questions Part 2 8
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.

MS Word Document Long Answer Type Questions Part 2 9

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.

Question 6.
Explain the following into Header or Footer (a) Insert the date or time (b) Adding Page Numbers.
Answer:
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.

MS Word Document Long Answer Type Questions Part 2 10

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.

MS Word Document Long Answer Type Questions Part 2 11

  • 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.

MS Word Document Long Answer Type Questions Part 2 12

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.

MS Word Document Long Answer Type Questions Part 2 13

  • The page numbering will restart.

Question 7.
Write a note Tables in MS-Word
Answer:
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.

MS Word Document Long Answer Type Questions Part 2 14

  • 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.

Quick Tables:
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.

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.