Unit- 6 Digital Documentation (Advanced)
Chapter- 14 Templates, Table of Contents and Mail Merge
III. Short Answer Questions:
1. What is a template? What are the ways to insert templates in a Word document?
Answer: A template is a document with pre-defined features that is used to create other documents. All Word documents are based on one template or the other.
There are different ways to insert templates in Word:
* From installed templates
* From my templates
* From Microsoft office online
2. Write steps to create a new template from an existing template in Word.
Answer: Steps to create a new template from an existing template:
1. Click on Microsoft office button and then click on New option.
2. Under Templates, click on New from existing option.
3. Select template, and then click on create new option.
4. Make the changes that you want.
5. Click on Microsoft office button, point to save as option.
6. Type template name and click on Save button.
3. How will you save a template in the default folder of word to display it in the new document window?
Answer: Follow these steps to add a template to windows default templates folder:
1. Go to the folder or location where the required template is stored.
2. Right click the template file name, select copy option.
3. Browse to the default location for templates on your computer.
4. Right click anywhere in the default folder, and then select paste option.
5. To see if your template has been added to my templates, click on Microsoft office button and select new option to open the new document window.
6. Under templates, click on My templates option to open the new dialog box. Your template is now displayed under the My templates tab.
4. Write steps to add protection to a template in Word 2007.
Answer:
1. Open the template that you want to protect from changes.
2. Click on design mode in the controls group in the developer tab.
3. On the developer tab, in the protect group, click protect document button, and then click on restrict formatting and editing option from drop down menu.
4. Select the allow only this type of editing in the document.
5. Select the restrictions that you want.
6. Click on yes, start enforcing protection button.
7. Enter new password.
8. Click on Ok button.
5. What are Add-ins in MS Word? Write steps to load or upload templates from Add-ins.
Answer: Add-ins are supplemental programs that you can install to extend the capabilities of Microsoft office word by adding custom commands and specialized features.
Steps to upload templates from Add-ins:
1. Click on Microsoft office button.
2. Click on Add-ins option in the left pane.
3. Click on Mange drop down arrow and select word add-ins.
4. Click on Add button.
5. Go to the folder, select it and click OK.
6. Checked items are currently loaded.
7.Click OK button.
6. What is the use of table of contents feature?
Answer: Table of contents is just like the list of chapters at the beginning of a book. It lists each chapter in the document and the page number where that chapter begins.
You could create a table of contents manually by typing the section names and page numbers but it would take a lot of work.
7. What is hierarchy of headings in a table of contents?
Answer: Styles not only give a professional and consistent look to your document, they also serve another important purpose-adding a hidden layer of organization and hierarchical structure to your document.
8.Write in brief to create a table of contents in a word document.
Answer: Before you start, make sure that the headings are styled consistently. For example, you can use the heading 1 style for chapter titles and the headings 2 and heading 3 styles for chapter sub-headings etc. In our example we will create a table of contents for our document, which is a book comprising of six chapters. The table of contents will list chapter names along with the page numbers where they begin.
9. What does the table of contents dialog box help you to do?
Answer: Word provides you options to change the level of headings, show or hide page numbers, display hyperlinks instead of page numbers, change line style, modify the format of text, change character style or paragraph style and do many more things when customizing the table of contents. You can access these options from the table of contents dialog box.
10. How will you apply character styles to a table of contents? Write your answer in brief.
Answer: Word allows you to format the text of individual elements in a table of contents by applying character styles. To access the options for applying character style to the text of TOC, you can open modify style dialog box and choose the required formatting style settings. Here, you can select the type of style, style based on and font formatting attributes for the selected TOC element.
11. How will you update a table of contents?
Answer: Follow the steps to update a table of contents:
1. Click anywhere in the table of contents or select text in it.
2. On the references tab, in the table of contents group, click update table.
3. The update table of contents dialog box shows two options-update page numbers only and update entire table.
4. Select Update entire table option and click OK.
12. What is mail merge? What is its importance?
Answer: `Mail merge is a very important feature of word processor. It is used to create a series of documents with same text and multiple addresses. In the process of mail merge we merge a main document with different mailing addresses to create several copies of the main document, bearing addresses of different individuals.
13. What are mailing labels?
Answer: Mailing labels ae usually pieces of paper with adhesive on the back that can be affixed to packages or envelopes to identify the name and address of a recipient. They may also indicate the name and addresses of the person sending the mail. Mailing labels are extremely useful and time saving for the people who must send out a large volume of mail.
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