UNIT-4 Word Processing b.com III Computer

8/8/2019 UNIT-4 Word Processing b.com III Computer

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UNIT-4 ( Word Processing)Total Marks : 10

Q.1:- Give a brief introduction to word processing . ?Ans:- The creation of text documents. Word processing software is veryuseful. It has replaced the electric type writer in most offices,because of the easiness in which documents can be edited, searched andreprinted. Advanced word processors functions as simple desktoppublishing system. Most word processing is performed on general-purposecomputers using word processing software such as Microsoft word. Thekeyboard of a word processor is similar to that of a typewriter but itscapabilities far extend the typewriter’s.

Editing functions such as inserting, deleting, moving and copyingcharacters, word, lines, are fast and easy with only a few keystrokes.Advanced programs will number pages in the same place on every pageautomatically, and check the spelling every word in our document. Weprint our document only after it looks exactly the way we want it to.Finally, copies of our documents can be stored on a disk, enabling torecover, edit and print them at any time.

Most word processors will check you spelling and many have thesaurusesand will check our grammar.

Q.2 :- With the help of definition and steps explain the formatting oftext in word.

Ans:- Formatting means changing the appearance of the text meanschanging the font size, font color, font style etcSteps for formatting Text:-

(a) Select the text we want to format(b) Go to the format menu and select font. The font window open(c) Select the font tab, if it is not already selected.(d) Select the font, font style and font size we want to use.(e) Go to the underline drop down menu and select the type of

underline we want, if any(f) Go the the color drop-menu and select the font color we want.(g) Select the effects we want tin the effects box by clicking on

the check box for each effect we want the test we have.(h) Preview our changes in the preview box at the bottam of thewindow

(i) Click ok.

Q:3. Write a brief note on Tabs and Alignment option. Ans:- Tab stops position: Type the position on the ruler where we want

to create a new tab stop, or select and existing tab stop from the listto modify its properties.

Prepared by: Mukesh verma ( PGDBA, M.Com)M:- 9212528831 email:[email protected]




Default Tab Stops:- Specifies the amount of spacing that is applied eachtime we press the Tab key.Tab stops to be cleared: Display tab stops that have been naked fordeletion from the Tab stop position list. Cleared tabs are deleted fromthe list whey we click.

Q.4:- Define word count features of word processing:Ans:- Sometimes it is required to know the number of words typed in aparticular document. It is usually required when you are given andassignment to write an article of a fixed number of words. May be 200 to400. so after type each line user may like to know how many words thefile has become.

Q.5:- What do you under stand by the term clipboard:Ans: The clipboard is the temporary storage area which is used forkeeping the cut/copied, text/graphics. This cut/copied text/graphics can

be used for copying/ pasting it else where.

Q.6: Explain the Ms-office. What are the components of ms-office.?Ans:- Combining a software products to sell them as one unit is not new.Software bundles have been famous around for year.The office set, leading software provide office application such as wordprocessing, spreadsheet, database, and presentation graphics. Add tothis some auxiliary applications such as electronic mail, graphingpersonal information management, and organization charting, offering theentire suite of products. The Microsoft corporation of USA offering suchtype of suite. There are several version of Microsoft office available

in the market place. Latest one was Ms-office-98The component of Ms-office is as follows:(a) Microsoft word(b) Microsoft Excel(c) Microsoft PowerPoint(d) Microsoft Excel(e) Microsoft Outlook express(f) Microsoft Front page(g) Microsoft Binder.

Q.7 :- Explain the Menu Bar. ? Ans:- The Menu bar :- The menu bar is directly below the Title Bar and

it displays the menu. The menu gives instruction to the software. Pointwith your mouse to the menu option and click the left mouse button tohighlighter a drop-down menu. We can not use the left and right arrowkeys on our keyboard to move left and right across the menu bar option.We can use the up and down arrow keys to move up and down the drop-downmenus. To select an option, highlight the item on the drop-down menu andpress enter.





Q.8:- What is toolbars. ? Ans:- Toolbars : Toolbars provide shortcuts to menu commands. Toolbars

are generally located just below the Menu bar, before proceeding withthe lesson, make sure the Toolbars we will use—Standard and Formationare available. Follows these steps :-Point to View on the Menu bar and click the left mouse buttonPress the down arrow key until Toolbars is highlights and press Enter.In the sub-menu displayed standard and Formation should have checkmarknext to them.If both standard and Formatting have a checkmark next to them, press ESCto close the menu.

Q.9. :- What do you mean by document view in Ms-word. Explain thedifference types of document view in Ms-word. ?

Ans: - Document View : With word, we can display our document in one offour views:Normal view, outline view, page/Print Layout view and online/Web layout.

Normal View:- Normal view is the most often used and shows suchformatting as line spacing, font, point size, and italics. Multiple-column text is displayed line one continuous column.

Outline View: - outline view displays the document in outline form.Headings can be displayed without the text. A heading can be moved andthe accompanying text moved with it.

Page/ Print Layout View :- The page Layout view shows the document, as itwill look when it is printed. It is printed. It allows you to displayfootnotes, headers and footers in the documents.

Online/Web Layout View :- The online/ Web Layout view optimize thedocument for online viewing ( viewing the document in browser). Itdisplays the document as if publishing on the web.

Q.10 :- What is the difference between Paragraph indenting and Page Margin. ?

Ans :- Indention determines the distance of the paragraph from eitherthe left or right margin. Within margins, we can increase or decreasethe indention of a paragraph by using the Increase Indent and DecreaseIndent ( Also known as an outdent), Which pulls the paragraph out towardthe left margin.

We can indent a single line in a paragraph to set it of from the rest ofthe paragraph. It’s common to create a first-line indent, which movesthe first line of a paragraph in by a specified distance but leaves therest of the paragraph in by a specified distance but leaves the rest of





the paragraph where it is. We can also create a hanging indent, in whichthe first line of the paragraph is not indented, but subsequent lineare.Page Margin:- Page Margin are the blank space around the edges of thepage. In general, we insert text and graphic in the printable areainside the margins. However, we can position some items in the margins— for example headers, footers and page numbers.

Use the default page margin or specify your own.Set margins for facing pages Use Mirror margins to set up facing pagesfor double-sided documents, such as books or magazines, in this case,the margins of the left page are a mirror image of those of the rightpage.

Add a margin for binding Use a gutter margin to add extra space the sideor top margin of a document we plan to bind. A gutter margin ensuresthat text isn’t observed by the binding.

Q. 11 :- What is text alignment. Name and briefly explain the differenttypes of text alignment.Ans: The Text alignment refers to the text layout within a paragraphrespect to document margins. The text layout within a paragraph withrespect to document margins is known as text alignment.For example left, right, center and justified. Etc.There are two types of text alignmentHorizontal alignment :- The horizontal alignment refers to the textalignment with respect to left and right margin. Follows are types ofhorizontal text alignment.

Left alignment :- This alignment aligns selected text, flushed left withthe left margin or left paragraph indent and leaves a ragged right edge.This is the default alignment.Right alignment :- This alignment aligns selected text, flushed rightwith the right margin and leaves a ragged left edge.Centered alignment:- This alignment centers selected text between theleft and right margins or paragraphs indents.Justified alignment :- In this alignment, the text is flushed both leftand left and right margins.Vertical alignments :- The vertical alignment refers to the textalignment with respect to top and bottom margins. It can be of fourtypes viz. top, bottom, middle and justified alignments.

Q.12 :- Explain “Print Preview” and “Page Orientation”. ?Ans:- Print Preview means previewing a document prior to being printedthat is, viewing to see how the document will actually ook when printed.Print preview shous how the different pages will be printed and alsohelps adjust the coloumn and margin easily. Print preview





A view that shows how a document will look when we print it. We can viewmultiple pages at a time, magnify or reduce the size of the page on thescreen, check page breaks, and make changes to text and formatting.To display a document in print preview, click print Preview on the Filemenu.Page orientation refers to whether the text in a page will print lengthwise or width wise. Two types of orientation are supported.Portrait :- When text is printed lengthwiseLandscape :- When text is printed width wise.

Q.13:- What is the advantage of word processor? Explain ?Ans:- Word processor helps business personnel to solve many of difficultproblems of creating, validating, managing and exchanging data betweenapplications. Following are the main advantages of word processor.It helps in producing relatively error-free documents in the derivedformat.

It can print any number of copies without retyping and all appears to bethe original copies not lime photocopies.Word processor indicates regarding syntactical, semantically errors,which are quite easy to correct further.It helps in preparing eye-catching documents though its specialformatting, graphics, and object linking and Embedding features, whichis the need of the competitive business world.Word processor is an efficient tool as it helps in saving time andeffort. When creating business letters and sending reminders. It doesnot required retyping except few modifications because sending reminderis a common phenomenon in business community.

It makes the editing and formatting very convenient.Document managing can be automated more efficiently.Word processor such as Ms-Word is web enabled that is, document createdin Ms-word can be uploaded and can be used as on External markupLanguage (XML).

Q.14:- What are the limitations of Word Processor. ?Ans:- Word processor allows only text manipulation and elementarycalculations. However business environment requires data analysis andaccurate statistical tool need to be applied on data. As documents onfeatures provided by word processing packages are insufficient to securethe documents stored in the computer. Word processor cannot interactwith all other software.

Q.15 :- What are columns and margins and its types in Word processor.Discuss gutter and mirror margins.?Ans:- Sometimes we need to put our text in multiple columns asnewspaper. This can be done by creating newspaper columns in thedocument. The text flow within news paper columns flows from top to





bottom and across column flows from the bottom of one column to the topof the next.The margin is the distance from the text to the paper’s edge. The termand the graphics are usually printed inside the margins. The ruler linein word processor displays the positions of margins. The margins are ofdifferent types.:Left Margin— This is the distance between the text and the left edge ofthe paper.Right Margin—This is the distance between the text and the right edge ofthe paper.Top Margin—This is the distance between the text and the top edge of thepaper.Bottom Margin—This is the distance between the text and the bottom edgeof the paper.Gutter Margin : If we plan to bind a document, use a gutter margin whichadd extra space to the inside margin to provide scope for binding. That

is, gutter margin is the extra space inside margins to ease up binding.Mirror Margin:- If we want to print a document on both sides of a paper,we can set the mirror margins on facing pages. That is mirror marginsmean the same inside margins and same outside margin on a page i.e., theleft and right margins on a page become right and left marginrespectively on the next page.

Q.16: What is Mail Merge. Write advantages of Mail Merge. Also writesteps for mail merge a document .Ans:- Mail Merge:- Use the Mail Merge wizard to create from letters,mailing labels, envelopes, directories, and mass-e-mail and fax

distributions, to complete the basic process,Steps:Open or create a main document in a mail merge operation in Word, thedocument that contains the text and graphics that are the same for eachversion of the merged document, for example, the return address orsalutation in a form letter.Open or create a data source: A file that contains the information to bemerged in to a document. For example, the list of names and addresses wewant to use in a mail merge. We must connect to the data source beforewe can use the information in int. with individual recipientinformation.Add or customize merge fields ( merge field: A place holder that weinsert in the main document. For example, insert the merge filed<<city>> to have word insert a city name, such as <<paris>>, that’sstores in the city data field) in the main document.Merge data from the data source into the main document to create a new,merged document.Data source with recipient information, such as names and addresses maindocument with merge fields that are placeholders for recipientinformation.





Resulting merged documentThe wizard guides through all of these steps. If we prefer to workoutside the wizard, we can use the mail merge toolbar (toolbars: A barwith buttons and options that we use to carry out commands. To display atoolbar, use the Customize. To see more buttons, click Toolbars optionsat the end of the toolbars. Either way, the end result is that each rowin the data source produces and individual form letter, mailing label,envelopes or directory them.We can use mail merge to create any type of document that maps fields( Filed : A set of codes that instructs Microsoft Word to insert textgraphics, page numbers and other material into a document automaticallyfor example, the Data filed insert the current data. To date, not justmailing or directories.A data source is a file—for example, a Microsoft outlook contact Listthat contains the data that various in each copy of a merged document.

Q.17:- What is OVR mode. Explain briefly. ?Ans:- Inserting Text :- we can insert text. To insert, we must be in theInsert mode, To check to see whether we are in the Insert mode, look atthe status bar, located at the very bottom of the screen. Look at theresides of the status bar. If the leters “ OVR” are gray, we are in theinsert mode. If the letter “OVR” are black, we are in overtype mode.To change to the insert modeDouble clik on the letter “OVR”The letter “OVR” should not be grayAlternate Method—Setting options by using the MenuGo to the Menu bar. Click on Tools

Highlight options at the bottom of on the drop-down menu. Press EnterClick on Edit tabThe overtype Mode box should be blank. If the box is blank, click ok.If the overtype mode box is not blank, click on the box to remove thecheckmark. Then click on okAlternate method---setting options by using keysPress Alt+t,o (toggles between overtype and insert)Press Enter.

Q.18:- What is format Painter. ? How it can be use explain?Ans:- Format Painter:- A handy feature for formatting text is theformatting a paragraph heading with a certain font face, size, and styleand we to format another heading the same way, we do not need tomanually add each attribute to the new headline. Instead, use the formatpainter by following these steps:Place the cursor within the text that contains the formatting we want tocopy.Click the Format Painter button in the standard toolbar. Notice that ourpointer now has a paintbrush beside it.





Highlight the text we want to add the same format to with the mouse andrelease the mouse button.To add the formatting to multiple selections of text, double-click theFormat Painter. Button instead of clicking once. The format painter thenstays active until we press the ESC key to turn it off.Q. 19:- Define Auto correct facility with example. How auto correct canbe done. ?Ans:- we can also correct common mistakes as we type, using a facilitycalled Auto correct.To try this, add a new paragraph after the first one ( Click After theword functions and press the ENTER key twice)Type |Teh|Press the SPACE BARNotice the word is automatically changed to correct spelling |The|Complete the sentence we just stared by typing the words.We can also add words to word’s pre-set list of Auto corrections.

Complete the sentence we just stared by typing words.Now to spell check just his one sentenceHighlight the sentenceClick on the spelling button (A B C) on the toolbar.When the misspelled word appears, instead of clicking on the changebutton, click instead on the auto correct button.Then choose No in the message box that appears.This will change the spelling to the suggestion, and add the word to thelist.

Q.20:- What is word Art. How Word Art object can be inserted in the Ms-

word explain with example. ?Ans:- The Word Art—The Word Art program that came with Ms-office we cancreate special text effect by using Word Art. In office 2000, we cancreate these effects directly in our program by inserting word Artdrawing objects by using the Word Art buttons on the Drawing toolbarsand we also have added features, such as 3-D effects and textured fills.Text effects created in the Word art Program are not automaticallyconverted to new drawing object.Insert a Word Art drawing object—Create text effects by inserting aMicrosoft office drawing object.On the drawing toolbar, click insert Word Art.Click the type of word Art drawing object we want, and then click okIn the Edit Word Art Text dialog box, type the text we want to formatselect any other options we want, and then click okTo add or change effects to the text, use the buttons on the Word Artand Drawing toolbars. The word Art toolbars appears when we click theWord Art Special text.Change the text in a Word Art drawing object.Double click the special text effect we want to change.Edit the text, make any other changes we want, and then click ok.





Q.21:- Explain pictures in Ms-word. How you will insert a picture in ourdocument with example. ?Ans:-Pictures: Pictures are graphic that were created from another file.They include bitmaps, scanned pictures and photographs and clip art. Wecan change and enhance picture by using the options on the picturetoolbar and a limited number to options on the Drawing toolbars. In somecases, we must ungroup and convert a picture to a drawing object betweenwe can use the Drawing toolbars options.Insert a pictureInsert clip art or a picture from the Chip Gallery.Insert a picture from another fileInsert a scanned picture.Insert a picture from another file—Click where we want o insert thepicture.On the Insert Menu, point to picture, and then click from File

Locate the picture we want to insert.Double click the picture we want to insert.Scan a picture and insert in a document.To do this procedure, our device( a scanner or a digitial camera) mustbe connected to our computer. We should also make sure that we haveinstalled the device software.Set up the picture in the scanning deviceOn the Insert Menu in Microsoft word, point to picture, and then clickfrom scanner or Camera.If we have more than one device connected to our computer, select theone we want to use under device.

When the image appears in the document, make any changes we wantcropping the picture, and adjusting its brightness, contrast and colour.

Q.22:- What is Table ? What is the use of Table in Ms-word documentExplain with example how will insert a table in our document.Ans:- Tables are used to display data and there are several ways tobuild them in word. Begin by placing the cursor where we want the tableto appear in the document and choose one of the following methods.There are two ways to add a table to the document using he Insertfeature.Click the Insert Table button on the standard toolbars. Drag the mousealong the grid, highlight the number of rows and columns for the tableor, select Table |Insert| Table from the menu bar. Select the numberrows and columns from the menu bar. Select the number rows and columnsfor the table and click ok.Draw the Table—A table can also drawn on to the document.Draw the table by selecting Table |Draw Table from the menu bar. Thecursor is now the image of a pencil and the Tables and Borders toolbarshas appeared.





Draw the cells of the table with the mouse. If we make a mistake, clickthe Eraser button and drag the mouse over the area to the deleted.To draw more cells click on the Draw Table button.

Q.23:- How will you insert row and column in a Table.? Give example.?Ans:- Inserting Rows and Columns—once the table is drawn, insertadditional rows by placing the cursor in the row we want to be adjacentto. Select Table | Insert| Rows above or Rows Below. Or, Select anentire row and right click with the mouse . choose Insert row from theshortcut menu. Much like inserting a row, add a new by placing thecursor in a cell adjacent to where the new coloumn will be added. SelectTable |Insert| coloumns to the Left or Coloumns to the Right. Or, Selectthe column, right click with the mouse and select insert coloumns.

Q.24:- What are the various features that can be used from changing thetext appearance in Ms-word. ?Ans:- The following options are available in Ms Word to change the textappearance.

1. Changing the Font:- Each font has a particular appearance, forexample Book Antiqua, Arial Black, and Times New Roman. Click onthe font menu on the menu bar. MS Word provides examples of eachfont. The writer may want to highlight a group of words and changethe font to see how it affects different letters and readability.

2. Font Size choice :- Writers often increase the text size to havecertain text stand out or the make the test easier to read click

on the size menu on the menu bar on the /format font window forreadability.

3. Font Style choice : There are a number of style choice, e.g.plain text, bold, italics, underline, embossed, outline etcavailable on the tool bar or in the format window. Any of thesestyles can be applied to text within the same document.

4. Changing the Text color:- Changing the text color may helps thewriter emphasize different words or just make writing and readingeasier to see and understand. To print with colors one needs acolor printer. The color tool button is located on the menu bar oris an option in the format / font window.

Q.25 :- How are picture inserted from clip art in a ms-word document.How can it be formatted.?Ans:- To insert a picture from Clip Art in Ms-word, the following stepsare followed.

1. Click anywhere in the file. Go to the insert menu and selectpicture and the clip art. The clip gallery will open and displaycategories to pictures. Scroll through the choices or use the





search tool. When we find the picture we want, click on thepicture to add it to your project or the insert button.

2. Make the picture smaller by using the handless on each corner andside of the graphic, notice that the corner ones maintain theproportion of the graphic.

Formatting the Picture:- To Format the picture, double click on itand then select the tight wrap option to make the graphic free-floating so that is moves freely. If the graphic is free floating. Itcan be relocated within the document is in line, it will appear inthe line of text as any letter or numbers that are of typed as onetype. It can be made bigger or smaller by clicking once on it andclicking and dragging one of the corner handles. The picture toolbaralso provides the image control, contract and brightness tools tochange effect o the pictures.

Q.26:- What are the steps to insert a page border in a word document. Ans:- Steps to insert a page border are

1. On the format menu, click borders and shading and then click thepage border tab.

2. To specify an artistic border, such as tree, select an option inthe art box.

3. Click one of the border option under setting. To specify that theborder appears on a particular side of a pge, such as only at thetop, click custom under setting. Under preview option, click wherewe want the border to appear.

4. To specify a particular page or section for the border to appear

in click the option we want under Apply to option.5. To specify the exact position of the border on the page, clickoptions and then select option we want.

Q.27:- Define word count features of word processing. ?Ans:- Sometimes it is require to know the number of words. Typed in aparticular document. It is usually required when we are given anassignment to write an article of a fixed number of words, may be 200 to400. so after typing each line user may like to know how many words thefile has become.

Q,28:- What are uses of Tab. ?Ans :- user can set tabs to set our text in a tabular manner,unfortunately, this command is not much used due to the ability of thetable option. Still if we want, we can set tabs as we set in good oldtypewriter.

Q.29:- what is difference between Save and Save As option.?Ans:- Save as option allow to save with another name, may be anotherformat at another drive. It is not that the system will not allow we to





save the file with the same name under Save As option. It will ask wewant to overwrite the file which exist. This is just a precautionary, sothat the user can not overwrite the file.

Q.30:- what is the meaning of bookmark. Write the steps for creatingand deletion of bookmark.?Ans:- A book mark is a location in a document or a selection of textthat we name for reference purpose. After we place a bookmark we canreturn to the same location again and again. By selection the bookmarkwhen we use word go to feature by pressing Ctrl + G. Bookmark arespecially useful when we are modifying for editing a large document.Create a book mark when we close the document so on opening it again.We can find where we left. Bookmark are also useful as reference pointfor crossing reference.

Steps for making a Book Mark1) Place the cursoer where we want to insert the bookmark.

2) Once the insert menu and select the book mark to open the bookmark dialog box.

3) Type a name for the bookmark in the bookmark name box ( do notenter any space in the name.)or select any name from the list.

4) Choose {Add}5) Insert—Bookmark—Name type—Add

Steps for Delete a Book mark1) Click the insert menu and select the bookmark.2) Select the name of the bookamark we want to remove.3) Choose delete.

4) Choose close.5) Insert—Bookmark—name—Delete—Close.

Steps for Displaying a Book mark.1) Book mark are visible in the document. They can be made to appear

as brackets.2) Click the tools menu and select option.3) Select the view tab under show click bookmark.4) Choose ok.Tools—option—view tab—bookmark—ok.

Q.31:- How do you use treasures in word. ?Ans:- The thesaurus provide both synonymous word with similar meaning& antonymous (word with opposite meaning) having a powerful andelectronic thesaurus at your finger tips can greatly enhance thequality o the return in our document.

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UNIT-4 Word Processing b.com III Computer

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Transcript of UNIT-4 Word Processing b.com III Computer