Part-B
UNIT-III Digital Documentation
Chapter 3- MS Word
A. Multiple Choice Questions
(a) DOC1 (b) Document1 (c) Document (d) None of the above
3. In which layout does MS-word displays the content of document in such a way that they can be shrunk or expanded?
Answer: (c) Outline view
4. Which of the following features of MS-Word can be used to automatically correct, incorrectly typed words?
(a) Spell Checker (b) AutoText (c) AutoCorrect (d) All of the above
Answer: (c) AutoCorrect
5. Which key(s) should be pressed to move to the beginning of the document?
(a) Home (b) CTRL+Home (c) PgUp (d) SHIFT+Home
Answer: (b) CTRL+Home
6. Paragraph marks indicate:
(a) beginning of a paragraph (b) end of a paragraph (c) end of sentence (d) current cursor position in a document
Answer: (b) end of a paragraph
7. Which of the following text effects lowers the selected text below the base line and changes it to smaller font size?
(a) Superscript (b) Subscript (c) Emboss (d) Small caps
Answer: (b) Subscript
8. A drawing object in MS-Word can be: (a) grouped (b) ungrouped (c) filled with color (d) all of the above
Answer: (d) all of the above
B. State 'T' for True or 'F' for False
1. If you double-click on a word, it selects that word.
Answer: True (T)
2. Ruler Bars are located on both, the top and left hand side of the document window in Normal and Print Layout views.
Answer: False (F)
3. AutoCorrect corrects wrong words, when it is invoked.
Answer: False (F)
4. Default tabs are set at every half-inch, starting from the left margin.
Answer: True (T)
5. A Tab Stop can be removed by dragging it off the ruler.
Answer: True (T)
6. Hanging indents format the paragraph so that it indents all lines of a paragraph, except the first line.
Answer: True (T)
7. A header appears only on the first page of a document, whereas footers appear on all the pages of the document.
Answer: False (F)
8. In a cell of a table, you cannot enter a graphic object.
Answer: False (F)
9. Mail-merge feature of MS-Word provides a quick and easy way for mass producing forms, letters, envelopes, mailing labels, phone list, etc.
Answer: True (T)
10. You cannot undo certain operations like saving, printing, opening and creating of documents.
Answer: True (T)
C. Short Answer Type Questions
1. What do you mean by editing and formatting of text?
- Answer: Editing means making changes to the content of a document (such as inserting, deleting, or moving text). Formatting means changing the appearance and layout of the text (such as font style, size, color, and alignment) to make it look neat.
2. What is Word Wrap? What is the use of Undo and Redo features of MS-Word? What is the relation between Redo and Undo features of Word?
- Answer: Word Wrap automatically moves a word to the next line if it doesn't fit at the end of the current line. Undo reverses the last action performed, while Redo reverses the effect of the Undo command. Redo only works after Undo has been used.
3. What do you mean by alignment? What are the different alignments that can be applied on a paragraph?
- Answer: Alignment refers to the horizontal positioning of text between the margins. The four types are Left Align, Right Align, Center Align, and Justify.
4. What are indents? How are indents different from margins?
- Answer: Indents are the distance between paragraph text and the page margins. Margins control the blank space around the edges of the entire page, whereas indents control the spacing of individual paragraphs relative to those margins.
5. What is the use of Bullets and Numbering?
- Answer: They are used to organize lists clearly. Bullets are used for unordered items, and numbering is used for sequential lists or steps.
6. What do you mean by insertion point in MS-Word?
- Answer: The insertion point is the blinking vertical cursor on the screen that shows where the next typed text or object will appear.
7. What is the difference between text alignment and indentation?
- Answer: Text alignment sets how lines line up against the left, right, or center, while indentation pushes an entire paragraph (or its first line) inward away from the margins.
8. What is the difference between AutoCorrect and AutoText?
- Answer: AutoCorrect automatically fixes common spelling mistakes and typos as you type. AutoText stores frequently used blocks of text or graphics to insert them quickly using a short trigger name.
9. How will you select the following:
- (a) a word: Double-click on the word.
- (b) a sentence: Hold down the
Ctrlkey and click anywhere inside the sentence. - (c) a paragraph: Triple-click inside the paragraph.
- (d) multiple paragraphs: Click and drag the mouse pointer down through the paragraphs in the left margin.
- (e) an entire document: Press
Ctrl + A.
10. What are the advantages of word processors over typewriters?
- Answer: Easy error correction without retyping, ability to save and store documents electronically, advanced formatting features, and built-in tools like Spell Check and Find & Replace.
11. How can you replace a word globally in a document?
- Answer: By opening the Find and Replace dialog box (
Ctrl + H), typing the word in "Find what" and the replacement in "Replace with", and clicking Replace All.
12. What does paragraph spacing mean? How is it different from line spacing? Explain the need for each and every difference between the two.
- Answer: Paragraph spacing is the space before or after an entire paragraph, while line spacing is the distance between individual lines within a paragraph. Both help improve readability and visually separate content.
13. What is AutoSaving in Word? How is it beneficial? How can you save your document with a password? Write the steps.
- Answer: AutoSaving automatically saves backup copies to prevent data loss. To save with a password: Go to File > Save As > click Tools > General Options > enter a Password to open, click OK, re-enter to confirm, and save.
14. Why do we add borders and shading to a paragraph?
- Answer: To highlight important information, visually separate sections, and enhance the presentation.
15. What is a table in MS-Word?
- Answer: A grid of horizontal rows and vertical columns that intersect to form cells, used to organize text and numbers.
16. What is the advantage of Mail Merge facility in Word or a Word-processing package?
- Answer: It allows users to quickly mass-produce personalized letters, envelopes, or labels by combining a single template with a data list.
17. Why do we add borders and shading to a paragraph? (Repeated)
- Answer: To emphasize key text and improve visual appeal.
(Note: Continuing with the remaining questions from the book text...)
18. What are Headers and Footers? Why are they used?
- Answer: Headers and footers are text or graphics printed at the top and bottom margins of every page. They are used to display consistent information like page numbers, document titles, or dates.
19. What are indents? How they are different from margins?
- Answer: (Covered in Q4 above) Indents manage paragraph spacing from margins, whereas margins set the page boundary.
20. What is the advantage of grouping the drawing objects in MS-Word?
- Answer: Grouping combines multiple objects into a single unit so they can be moved, resized, or formatted together.
21. How can you check spelling in MS-Word? What are the various options available to correct the wrong spelling?
- Answer: Press
F7or right-click a red-underlined word. Options include Change, Change All, Ignore Once, Ignore All, and Add to Dictionary.
22. What is page break? What are soft and hard page breaks?
- Answer: A page break marks where a page ends. A soft page break is added automatically by Word, while a hard page break is inserted manually by the user (
Ctrl + Enter).
23. Describe the Mail Merge operation in Microsoft Word. What is Mail Merge Helper? What are the steps involved in its usage?
- Answer: Mail Merge combines a template with a recipient data list. Steps include: selecting the document type, setting up recipient data, inserting merge fields, previewing results, and finishing the merge.
24. How can you set up headers and footers in MS-Word?
- Answer: Go to the Insert tab, click Header or Footer, choose a style or edit, type your content, and close the header/footer window.
25. What are Tab Stops? List and describe five basic Tab Stops. What are the uses of Bar and Decimal tab stops?
- Answer: Tab stops dictate cursor jump positions on the ruler. Five basic stops: Left, Center, Right, Decimal, and Bar. Decimal aligns numbers by their decimal point, and Bar inserts a vertical separator line.
26. What are the different components of MS-Word's application window?
- Answer: Title Bar, Quick Access Toolbar, Ribbon, Rulers, Document Area, Scroll Bars, and Status Bar.
D. Long Answer Type Questions
1. What is Mail Merge? What are the files required to perform a Mail Merge operation? Can you use a data file from other application for performing a mail-merge operation?
- Answer: Mail Merge produces bulk personalized documents using a main document and a data source. Yes, external files like Excel spreadsheets or Access databases can be used as data sources.
2. What is a table in MS-Word? How can you address a cell of Word's table? Can you perform calculation on a table?
- Answer: A table is a grid of rows and columns. Cells are addressed using column letters and row numbers (e.g., A1). Yes, basic calculations can be done using the Formula command.
3. What are the important features of word processor that make them very useful?
- Answer:
- Editing/formatting,
- Word Wrap,
- Proofing tools (Spell Check),
- Find & Replace,
- Tables/graphics, and
- Mail Merge.
4. What are the different layouts in which you can view/see a document?
- Answer:
- Print Layout View,
- Full Screen Reading / Read Mode,
- Web Layout View,
- Outline View, and
- Draft (Normal) View.
5. MS-word is not only a word processor but also a proof reader. Comment on this statement.
- Answer: Word checks spelling, grammar, and typos in real time using red/blue underlines, suggests corrections, uses AutoCorrect, and provides a Thesaurus for vocabulary.
6. Write short notes:
- (a) Tab stops: Specific positions on the ruler where text aligns when Tab is pressed.
- (b) Bullets and Numbering: Tools used to structure lists with symbols or numbers.
- (c) Word-wrap: Automatic text wrapping to the next line at the margin.
7. In word, how can you select:
- (a) a word: Double-click the word.
- (b) a complete line of text: Click in the left margin beside the line.
- (c) multiple lines of text: Click and drag down the left margin.
- (d) a sentence: Hold
Ctrland click inside the sentence. - (e) a paragraph: Triple-click inside the paragraph.
- (f) a block of text: Click start, hold
Shift, click end. - (g) the whole document: Press
Ctrl + A. - (h) a graphic object: Click directly on the object.
8. Differentiate the following:
- (a) A paragraph and a sentence: A sentence expresses a complete thought with punctuation; a paragraph contains one or more sentences separated by the Enter key.
- (b) Moving text and copying text: Moving cuts text to a new location; copying leaves the original and creates a duplicate.
- (c) Undo and Redo: Undo reverses the last action; Redo restores what was undone.
- (d) AutoCorrect and AutoText: AutoCorrect fixes errors instantly; AutoText inserts saved text blocks manually.
- (e) Normal view and Print layout view: Normal hides page margins/elements for quick typing; Print Layout shows exact printed formatting.
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