10
Microsoft Office Word 2003
1. What do you know about MS Office? What are its various components?
Ans.: Microsoft Office (shortened as MS Office) is a commercial office suite of related applications, services, and servers for the Microsoft Windows and Mac OS X operating systems. It was first launched by Microsoft in 1989 and afterwards, several versions have been released. The current versions of MS Office are Office 2010 for Microsoft Windows and Office 2011 for Mac OS X. However, MS Office 2003 (that we are going to discuss in this chapter) is one of the commonly used productivity suite that was released by Microsoft on 21st October 2003.
The first version of MS Office contained only three components including Microsoft Word, Microsoft Excel, and Microsoft PowerPoint. However, over the years, a number of new components have been added to the suite. The components of MS Office 2003 include Word 2003, Excel 2003, PowerPoint 2003, Outlook 2003, Access 2003, Publisher 2003, InfoPath 2003, Project 2003, Visio 2003, FrontPage 2003, and OneNote 2003.
2. What is word processing?
Ans.: Word processing is the manipulation of characters, words, text, numbers, sentences, and paragraphs in the document so that it is error-free and looks attractive. Initially, the work of preparing and formatting document was done manually with the help of typewriter, which was time consuming and could not be modified or used again. These days, this task is performed with the help of computers, making it much easier.
Word processing involves not only typing, but also checking the spelling and grammar of the text and arranging it correctly on the page. A variety of different typefaces is also available for a variety of effects. It is possible to include pictures, graphs, charts, and many other things within the text of the document. It also allows for changes in margins, fonts, and colour.
3. Define word processor and explain its features.
Ans.: A word processor is an application program used to create, format, edit, and print electronic documents. It enables to develop and modify documents such as letters, reports, memos, etc.; store them electronically on a disk; display them on the screen; and print them on a printer. The use of a word processing program results in reduced retyping time for error-free hard copy, facilitation of document revision, change before committing to paper, faster output speed, reduced proofreading, and elimination of stationary wastage.
Features of Word Processor
Using the built-in features of the word processor, you can create letters, tables, newsletters, and academic papers that are easier to revise and much more aesthetically pleasing than the documents created using a typewriter. Some of the other features that make the word processor a powerful tool to create documents are as follows:
Extensive built-in features: It can be used to make mail merge documents, envelopes and labels, etc. | |
Easy to learn: To operate the word processor, no special skills are required. Most of the word processors are easy to learn and use. | |
Foreign language features: It allows documents to be created in different languages other than English. This is helpful for users who do not know English or require work to be done in some other ‘specified’ language. | |
Tables and graphics: The use of tables, charts, and graphics are also supported by the word processor. Thus, helps to increase the visual clarity of the text. | |
Linking and embedding: It allows linking and embedding of objects such as a chart, a video clip, a picture, etc. in a document. This is possible by using Object Linking and Embedding (OLE) technology that can be used to share information between programs. | |
Easy formatting: It helps in formatting style, font, and paragraph to increase the readability of the text and to enhance the visual appearance. | |
Extensive help: It includes an extensive built-in help feature that can be used to ask queries. This means that the user can easily type in this built-feature to know how to perform an action or set of actions, etc. | |
Spelling and grammar check: It helps to check and remove spelling and grammatical mistakes. Also, it helps in knowing synonym(s) or the meaning of a particular word. |
4. Name any two types of word processors.
Ans.: The first word processor was WordStar that was released by Micropro International Inc. in 1979. Since then, many word processing programs have evolved. Some of these are free/open-source software while others are commercial software. Table 10.1 lists some of the commonly used word processors along with their manufacturer.
Type of Word Processor |
Word Processor |
Manufacturer |
Free/Open Source Software |
AbiWord |
SourceGear |
|
EZ Word |
IBM and Carnegie Mellon University |
|
KWord |
KDE |
|
LyX |
|
Commercial Software |
Lotus Word Pro |
IBM |
|
Microsoft Word |
Microsoft |
|
WordPerfect |
Corel |
|
StarOffice Writer |
Sun Microsystems |
5. What is MS Word? What are its advantages?
Ans.: Microsoft Word (shortened as MS Word) sold as a part of the MS Office suite is one of the most popular and widely used word processor that can be effectively used to produce professional documents quickly and efficiently. The first version of MS Word was introduced in 1989 that included only some basic features. Since then a number of versions have been released (the latest being Word 2010) and with each version, MS Word has grown substantially with many features such as common spell checker, data integration, etc. MS Word 2003 is one of the most widely used versions. It is a highly versatile tool, ideal for creating short documents like letters and memos with enough layout, and graphics-handling capabilities for a sophisticated publishing.
MS Word is a word processor that enables you more than creating and editing a document. It offers a wide variety of other functions and tools that allow you to format the document. Some of the advantages of MS Word are as follows:
You can make changes to a document without retyping the entire document unlike conventional typewriter. | |
Selected text or paragraphs can be moved or copied throughout the document. | |
You can arrange the text in columnar style as seen in the newspaper. Textboxes can be added to the document. | |
Page layout and margins can be adjusted as per the requirement. | |
Word can provide the statistics of your document such as total number of characters, words, or lines in the document. | |
Page numbers and header and footer can be included. | |
You can merge multiple files or documents. |
6. Explain the different components of MS Word window.
Ans.: When MS Word is opened, the main screen of the program appears (Figure 10.1). This main window has different components. They are described as follows:
Title bar: It is located at the top of the Word window and displays the names of the application and active document. It also tells you which MS Word application is currently active. At the extreme upper left corner of the title bar, there is a small Word icon (referred as the Control menu). Clicking this icon displays a pull-down menu, which contains options to change the size of the window and placement of the document. On the right end of the title bar, there are Minimize, Restore Down/Maximize, and Close buttons. | |
Menu bar: It has many different menus, which control all options, functions, and commands for the entire MS Word application. Each menu can be activated by pressing Alt+ the underlined letter of the menu from the keyboard. By default, MS Word 2003 contains nine menus, which have an associated pull-down menu. For example, the File menu contains commands to open, create, and print a document. | |
Toolbar: Generally, it is positioned just below the menu bar. It contains command buttons that provide single-click entry to carry out many text-processing tasks. Word 2003 has 21 toolbars each having its own functions. By default, only Standard and Formatting toolbars are displayed in the Word environment. Additional toolbars like Drawing and Picture toolbars can be added by right-clicking on the menu bar and selecting the desired toolbar(s) from the pop-up menu that appears. Alternatively, select Toolbars from the View menu, and then select the desired toolbar(s) from the pop-up menu. | |
Ruler: MS Word has two rulers: horizontal and vertical. These rulers are used to change the format of a document by adjusting the indents, margins, tab stops, and table columns. You can hide or view rulers by clicking the Ruler option from the View menu. | |
Status bar: It is located at the bottom of the Word window and it provides information related to current cursor location, current page number, total number of pages, and program status notes (like Spelling and Grammar status, overtype mode indicators, etc.). | |
Work area: It is the area in the middle of the Word window that allows you to type text, insert images, tables, and performs many more such actions. Within this area, small blinking vertical line (known as cursor) appears, which marks the position where the next typed character will appear in the work area. | |
Document view: Word can display the documents with varying levels of details through different views. The main difference between these views is your personal preference as to how you wish to work with the document. MS Word provides the following views:
|
7. Explain File and Edit menu commands in MS Word.
Ans.: The File menu of MS Word provides commands to perform file management operations while the Edit menu provides commands to perform editing functions. Some of the commands have associated options also. The commands available in File menu are described as follows:
New: To create a new document. | |
Open: To open an existing document. | |
Close: To close the current document without exiting the MS Word. | |
Save: To save the active document. | |
Save As: To save the active document with a different file name, location, or format. | |
Save as Web Page: To save the active document as a web page in HTML format. | |
File Search: To search for a file of specific type such as an Office file, an Outlook item, or a web page in the computer. Search criteria can also be specified. | |
Permission: To specify access permission to a document to prevent its content from being forwarded or copied by unauthorized people. | |
Versions: To save and manage multiple versions of a document in a single file. | |
Web Page Preview: To display the active document as a web page in browser before publishing it. | |
Page Setup: To specify the margins, paper size and orientation, and other layout options for the active document. | |
Print Preview: To view the appearance of the printed document onscreen before printing the final output. | |
Print: To print the document. | |
Send To: To view the list of options where the active document can be sent. | |
Properties: To display the property sheet for the active document. | |
Exit: To close the MS Word application. |
In spite of these commands, the File menu also displays the list of documents that have been recently opened.
The commands available in Edit menu are described as follows:
Undo: To undo the last change(s) made to the document. | |
Repeat: To repeat the last command or action. | |
Cut: To remove the selected text and place it on the clipboard. | |
Copy: To copy the selected text and place it on the clipboard. | |
Office Clipboard: To view the contents of the clipboard. | |
Paste: To insert the contents of the clipboard at the insertion point in the document. | |
Paste special: To paste, link, or embed the contents of the clipboard in the active document. | |
Paste as Hyperlink: To insert the content of the clipboard as a hyperlink at the insertion point. | |
Clear: To delete the selected text or object without using the clipboard. | |
Select All: To select all the text and graphics in the active document. | |
Find: To search for the specified text or formatting in the document. | |
Replace: To search for and replace the specified text and formatting. | |
Go To: To move the insertion point to a specific page number, comment, footnote, or other location. | |
Links: To display or change information for each link used in the active document. | |
Object: To activate the application in which the selected object was created to edit the placed object. |
8. Explain the steps involved in creating, saving, and closing a document.
Ans.:
Creating a New Document
Whenever you start Word, it opens a new untitled document window so that you can begin a new project. If Word is already running, and you want to create a new document, click on New Blank Document button on the Standard toolbar. A new document can also be opened by following the steps given below:
Saving a New Document
Once a document is created, you must save it for future references. To save a newly created document, follow the steps given below:
Once you have saved the new document, clicking on the Save button or choosing Save from the File menu does not display any dialog box. However, whenever you choose Save As from the File menu, the Save As dialog box appears.
Closing a Document
After finishing all the Word processing activities, you may want to close the document. For this, follow any of the steps given below:
Select Close from the File menu to close the active document. | |
Click on the Close Window button at the upper right corner of the active document window. |
If you have made changes to the document to be closed and have not saved those changes, Word will ask whether to save the changes before closing the file.
9. Why do you need to select the text? How do you select the text?
Ans.: Before performing any operation on text such as moving, copying, formatting, etc., the text must be selected. Whenever you select the text, it gets highlighted. Depending on your requirement, you can select a word, a line, or multiple lines, etc. You can select a word, a line, or multiple lines, etc. using mouse as well as keyboard shortcuts as listed in Table 10.2.
To Select |
Mouse Action | Keyboard Shortcuts |
A word |
Double-click anywhere on the word. | Ctrl + Shift + Right-arrow or Ctrl + Shift + Left-arrow |
A line |
Click on the left margin next to the line. Note that the mouse cursor will change to arrow . | Shift + End or Shift + Home |
Multiple lines |
Click on the left margin and keep on dragging till the desired lines are selected. | Shift + Up-arrow or Shift + Down-arrow |
Paragraph |
Triple-click anywhere in the paragraph. | Ctrl + Shift + Up-arrow or Ctrl + Shift + Down-arrow |
Entire document |
Triple-click in the left margin. | Ctrl + A |
Rectangular area |
Press Alt key and then drag the mouse. | Ctrl + Shift + F8 and use arrow keys |
10. Explain formatting features in MS Word.
Ans.: Formatting refers to changing the appearance of a document to make it more presentable. Formatting features of MS Word include text formatting, paragraph formatting, page formatting, and column formatting.
Text Formatting
Changing the attributes of text is known as text formatting. As you enter and edit text, you can change its appearance to add emphasis and make the document easier to read. You can change the appearance of the text by setting the typeface (font), size, line spacing, and colour. Formatting can be done by using the Formatting toolbar or by using the Format menu. To format text using the Formatting toolbar, follow the steps given below:
Command | Button | Description |
Font | It changes the font of the selected text. | |
Font Size | It changes the font size of the selected text. | |
Bold | It bolds the selected text. | |
Italic | It italicizes the selected text. | |
Underline | It underlines the selected text. | |
Highlight | It highlights the selected text. | |
Font Color | It changes the font colour of the selected text. |
Text can also be formatted using the Format menu. For this, follow the steps given below:
Paragraph Formatting
In addition to desired portions of text, you can also format the entire paragraph at once. Paragraph formatting includes alignment and indentation operations. These operations are performed to give a well-defined ‘structure’ to the document. This gives a professional look to the document. To align or indent a paragraph, follow the steps given below:
Command | Button | Description |
Align Left | It left aligns the paragraph or selected text. | |
Center | It centre aligns the paragraph or selected text. | |
Align Right | It right aligns the paragraph or the selected text. | |
Justify | It justifies the paragraph or selected text. | |
Decrease Indent | It decreases the indent of the selected paragraph. | |
Increase Indent | It increases the indent of the selected paragraph. |
A paragraph can also be formatted using the Paragraph dialog box. For this, follow the steps given below:
Page Formatting
Word provides some advanced formatting options that are used for page design and layout such as page breaks, page numbering, headers and footers, or margins.
Inserting Page Breaks
By default, Word automatically paginates the documents using margins and paper size settings. However, if required, you can add a page break manually also. A page break forces Word to end the current page and start a new one. This is useful when you need to start a new page and you have not typed down to the end of the current page. The manual insertion of a page break is called the hard page break whereas when Word automatically starts a new page, it is called the soft page break. To add a hard page break to the document, follow the steps given below:
Note that automatic page breaks are displayed as widely spaced dotted lines. The user may not delete these page breaks. On the other hand, manually inserted page breaks can be removed by selecting the line representing the page break and then pressing the Delete key.
Page Numbering
Word provides a useful feature of page numbering. You can add page number using either header and footer (discussed later in the chapter) or the Insert menu. To add page number using the Insert menu, follow the steps given below:
Setting Page Margins and Page Orientation
Page margins determine the distance between the text and the edge of the paper. Usually, the pages in a Word document have a portrait orientation. However, to create a poster or to display a wide table, you can change the orientation to landscape. To specify the page margins and orientation in the document, follow the steps given below:
Changing Paper Size and Paper Source
Different sizes of papers such as letter, legal, or A4 are required for various purposes. In addition, it is also possible to instruct Word as to where the paper should be loaded from. For example, your printer may have two paper trays: the first page of a document may require letterhead paper that is stored in the top paper tray, while the rest of the document requires bond paper stored in the bottom tray. The Paper tab on the Page Setup dialog box allows you to choose the desired paper size and source. To change the paper size and source, follow the steps given below:
Specifying Page Layouts
The page layout is used to control advanced layout settings for headers and footers, section breaks, vertical alignment, and line numbers. To change the page layout, follow the steps given below:
Column Formatting
You can format the text in newsletter-style columns flowing from one column to the next on the same page. To do this, follow the steps given below:
11. How can you change the case of characters from lowercase to uppercase in MS Word?
Ans.: To change the case of characters from lowercase to uppercase, follow the steps given below:
12. What are text alignments in MS Word?
Ans.: Alignment signifies the style used to line up the text in a page. MS Word offers several types of alignment: left, centre, right, and justify. Note that in Word by default, the text is left-aligned. To align the text, follow the steps given below:
13. Write a short note on Format Painter.
Ans.: Format Painter is a handy feature for formatting text. It provides a quick way of copying formatting from one piece of text to another. For example, if you are formatting a paragraph heading with a certain font face, size, and style, and you want to format another heading the same way, you need not manually add each attribute to the new heading. Instead, you can use the Format Painter, which is a time saving feature for quickly copying the format of a block of text. This can be done by following the steps given below:
14. Describe Cut Paste and Copy Paste operation in MS Word.
Ans.: Cut and Paste: When you are working on a document, sometimes you may decide to move a certain portion of text (or even images) into some other area or in some other document. If text is to be moved within the same document or to another document, it should be first cut and then pasted. When you choose to cut the text, Word removes it from the current document and places it in the clipboard, a temporary storage area in computer memory. Now to place the text stored in the clipboard, you will have to perform the paste action.
Copy and Paste: Copy operation is used when you want the same text (or even images) to appear at other place(s) also. Copying the text is similar to the cut operation, except that copy retains the text at the original place, but in case of cut, the text is removed from the original location. To place the copied text (that is in the clipboard), you need to use the paste operation.
To perform the cut, copy, and paste operations, follow the steps given below:
15. Explain Find and Replace in MS Word.
Ans.: Find and Replace option in MS Word is used to locate a particular word, phrase, or set of characters in a document, and replace it with something else. Although you could manually scan through the document for find and replace purposes, it takes time and there is always the possibility that you might miss the text in question on a first or second pass. MS Word's Find and Replace feature swiftly and unerringly locates anything you are looking for, and once the desired text is located, it can automatically be replaced by the new text. For example, if you have used ‘January 2004’ in the document and later want it to be replaced with ‘January 2005’, Word finds all instances of ‘January 2004’ and replaces it with ‘January 2005’. MS Word also finds and replaces all grammatically wrong word(s). For example, if you want to replace the word ‘narrow’ with the word ‘broad’ throughout a document, Word intelligently changes not only ‘narrow’ to ‘broad’, but also words like ‘narrower’ to ‘broader’.
To find and replace text within the document, follow the steps given below:
16. What do you mean by headers and footers? Write the steps to insert headers and footers in a document.
Ans.: Headers are text that appears at the top of every page, and footers contain text that appears at the bottom of each page. Every Word document contains header and footer areas where you can put a document title, author name, page number, graphics, and any other essentials that you want to repeat over several (or all) pages in the document. If nothing is inserted in the headers and footers, they still exist, but are left blank and take up no space on the page. What you put in the header or footer appears on every page of the document.
To insert header and footer in a document, follow the steps given below:
Command | Button | Description |
Insert Page Number | It inserts page numbers that automatically update when pages are added or deleted. | |
Insert Number of Pages | It prints the total number of pages in the active document. | |
Format Page Number | It formats the page numbers in the current section. | |
Insert Date | It inserts date that automatically updates so that the current date is displayed. | |
Insert Time | It inserts time that automatically updates so that the current time is displayed. | |
Switch Between Header and Footer | It switches the insertion point between the header and footer areas. or It moves the insertion point from header to footer area or vice versa. |
17. What is the use of Bullets and Numbering? How to use them in your document?
Ans.: In many situations, you need to prepare a list of actions. For example, while writing an algorithm, it is always advisable to use bullets and numbering to list all the steps. If these steps are written in a paragraph form, separated only by colons or commas, it may become difficult to understand the text. MS Word 2003 supports list-makers with its Bullets and Numbering features. To use bullets and numbering, first select the text you want to format. Next, use the Bullets or Numbering button on the Formatting toolbar to apply bullets or numbering (Figure 10.14).
Bullets and numbering can also be applied to text by selecting Bullets and Numbering from the Format menu. This will display the Bullets and Numbering dialog box (Figure 10.15). To apply bullets, use the Bulleted tab, and if a numbered list is to be made, use the Numbered tab. There are seven default bullet formats (and seven default numbering formats) available in the dialog box. You can modify any of these to create your own formats.
If you want to remove the bullets or numbering, select the text and click the Bullets or Numbering button on the Formatting toolbar.
18. What is a table? How it is created in MS Word? Explain with the help of an example.
Ans.: A table is one of the most powerful features of MS Word that provides a means of presenting information in an organized and attractive manner. It is used to display the information in a tabular form, that is, a grid of rows and columns of cells.
Creating a Table
In MS Word, creating a table is a simple task. You can create a table using the Table menu or Insert Table button on the Standard toolbar. You can also draw the table in the document.
To illustrate the table creation, consider the sample table shown below:
To create the given sample table using the Table menu, follow the steps given below:
While entering the data, if you need to move to the previous cell, press Shift + Tab key. When you reach the last cell of the table you can press the Tab key again to create a new row in the table.
To create a table using the Insert Table button, follow the steps given below:
To draw a table in the document, follow the steps given below:
19. How to manage tables in MS Word?
Ans.: Once you have created a table, you can modify its structure by adding and deleting rows and columns, merging and splitting the cells, or resizing the rows and columns. You can delete the entire table also.
Adding and Deleting Rows and Columns
New rows can be added to an existing table. The simplest way to do this is to move the cursor to the last column of the last row and press the Tab key. You can also insert rows and columns using the Table menu. For this, follow the steps given below:
For deleting rows and columns from the table, click inside the row or column that you wish to delete or select several rows or columns to delete. On the Table menu, point to Delete, and then click Rows or Columns.
Merging Cells
It allows you to combine one or more selected cells into a single cell. Note that you cannot merge cells if only one cell is selected. You can use this feature to remove the dividing borders of the cells and merge them into a single cell. Note that you cannot merge cells if only one cell is selected. To merge cells, follow the steps given below:
Splitting Cells
You can split the merged cells into a number of rows and columns. To split cells, follow the steps given below:
Resizing Rows and Columns
It means changing the height of row or the width of column in a table. A row and column can be resized using the Table Properties dialog box or with the mouse. To change the row height, follow the steps given below:
20. List the various options available in Table and Borders toolbar.
Ans.: The Tables and Borders toolbar allows you to add border styles, shading, text effects, alignment, and more options to your table (Figure 10.21).
Table 10.6 lists all the available buttons on the Tables and Borders toolbar.
Command | Button | Description |
Draw Table | It inserts a table by dragging onto the document. | |
Eraser | It removes any line in the table. This is mainly used to merge cells by removing the dividers between them. | |
Line Style | It defines the style and thickness of the table border. | |
Line Weight | It defines the width for the table's border. | |
Border Color | It defines the colour of the table's border. | |
Outside Border | It applies line style, line weight, and border colour settings to the outside border of the cell with the insertion point or to any selected part of the table. | |
Shading Color | It opens a palette of colours from where you can select a colour to apply it as a background shading to the cell containing the insertion point or to any selected part of the table. | |
Insert Table | It displays the Insert Table dialog box. | |
Merge Cells | It is only available if two or more cells are selected. Use it to remove the dividing borders of the cells and merge them into a single cell. | |
Split Cells | It splits a cell into more than one cell. | |
Align Top Left | It defines the horizontal and vertical alignments of the text within a cell. | |
Distribute Rows Evenly | It makes the selected rows or cells to equal row height. | |
Distribute Columns Evenly | It makes the selected columns or cells to equal column width. | |
Table AutoFormat | It opens the Table AutoFormat dialog box from where you can choose from predetermined table styles. | |
Change Text Direction | It toggles the direction of text in a cell between vertical and horizontal. | |
Sort Ascending | It sorts the rows in a table in ascending order. | |
Sort Descending | It sorts the rows in a table in descending order. | |
AutoSum | It adds the content of a range of cells. |
21. Explain the Table AutoFormat feature.
Ans.: To make a table more presentable, MS Word provides Table AutoFormat feature that allows to apply different formats such as borders, shading, special fonts and colour, etc. to a table in a quick and easy manner. To apply an AutoFormat to a table, follow the steps given below:
22. List the steps to insert a picture from a file in a MS Word document.
Ans.: Pictures are used in the document to enhance its readability and understandability. These include bitmaps, scanned pictures, photographs, and clip art. Word allows you to insert pictures or scanned photographs from other programs and locations into the Word document. To add photographs or graphics from an existing file, follow the steps given below:
23. List the options available in Picture toolbar.
Ans.: Picture toolbar provides various options that allow you to change the image effects. Table 10.7 lists all the available buttons on the Picture toolbar.
Command | Button | Description |
Insert Picture | It displays the image selection window and allows user to change the image. | |
Color | It allows making the image in greyscale, black and white, or watermark. | |
More/Less Contrast | It modifies the contrast between the colours of the image. | |
More/Less Brightness | It darkens or brightens the image. | |
Rotate Left 90° | It rotates the picture 90° to the left. | |
Crop | It deletes outer portions of the image. | |
Line Style | It adds a variety of borders to the graphic. | |
Compress Pictures | It reduces the picture's file size. | |
Text Wrapping | It modifies the way the document text wraps around the graphic. | |
Format Picture | It displays all the image properties in a separate window. | |
Set Transparent Color | It sets transparent colour on the object. | |
Reset Picture | It deletes all the modifications made to the image. |
24. What is Clip Art? Write the steps to add a clip art in a MS Word document.
Ans.: MS Word comes with its own set of pictures in the Clip Gallery. The Clip Gallery includes a wide variety of clip art that makes it easy for you to enhance your documents with professionally designed images. Most clip art images are in metafile format, which means you must ungroup an image and convert it to a drawing object in order to enhance it. To add a clip art from the Clip Gallery, follow the steps given below:
25. What is the role of the Drawing toolbar in MS Word?
Ans.: The Drawing toolbar is used to change and enhance the drawing objects with colours, patterns, borders, and other effects. The drawing toolbar includes the options listed in Table 10.8.
Command | Button | Description |
Draw | It gives you options to group images, move items forward or back, move or rotate images, and set AutoShape defaults. | |
Select Objects | It used to select objects in the document. To select a single object, click the object with the arrow. To select one or more objects, drag the arrow over the objects you want to select. | |
AutoShapes | It displays the inbuilt shapes. | |
Line | It draws a straight line where you click or drag in the document. | |
Arrow | It draws an arrow headed line where you click or drag in the document. | |
Rectangle | It draws a rectangle or a square where you click or drag in the document. | |
Oval | It draws an oval or a circle where you click or drag in the document. | |
Text Box | It draws a textbox where you click or drag in the document. | |
Insert WordArt | It activates the WordArt Gallery using which you can insert WordArt objects. | |
Insert Diagram or Organization Chart | It allows you to insert a diagram or organization chart from the Diagram Gallery. | |
Insert Clip Art | It OPENS the Clip Art task pane using which you can insert desired clip art images. | |
Insert Picture | It lets you select and insert the picture at the specified location. | |
Fill Color | It adds, modifies, or removes the fill colour or fill effect from the selected object. | |
Line Color | It adds, modifies, or removes the line colour from the selected object. | |
Font Color | It adds, modifies, or removes the text colour from the selected text. | |
Line Style | It lets you choose the thickness and style of the line. | |
Dash Style | It lets you make various dashed line styles. | |
Arrow Style | It determines the look and type of arrows. | |
Shadow Style | It allows you to give images a shadow and format that shadow. | |
3-D Style | It allows you to give images a three-dimensional (3D) look and format it. |
26. Explain spelling checking operation in MS Word. Write the necessary steps to perform spell and grammar check in MS Word.
Ans.: MS Word automatically checks the spelling and grammar as you type the text and provides visual clues about the spelling and grammar unless this feature is turned off. Misspelled words are underlined in red, while sentences with grammatical flaws are underlined in green. Note that these lines are for viewing purposes only and will not be printed. Word can perform a spelling and grammar check in either the selected portion of text or the entire document.
Although spelling and grammatical errors can be corrected manually, Word provides an easy-to-use assistance when you right-click on the error, as shown in Figure 10.25. When you right-click on a spelling or grammatical error, Word displays a pop-up menu with suggestive corrections. Select the desired correction and Word will automatically make the correction.
To start the spell and grammar check process, perform the steps given below:
Note that Word continues to perform spelling and grammar check until it finds the next mistake or until there are no mistakes left in the document or in the selected text.
27. Define and distinguish between AutoCorrect and AutoText facilities available in MS Word.
Ans.:
AutoCorrect
This feature automatically detects common errors like misspelled words, grammatical errors, and incorrect capitalization, and replaces them with the correct text. For example, ‘grammer’ is rectified as ‘grammar’. You can also use AutoCorrect to quickly insert text, graphics, or symbols. For example, type (c) to insert ©, or type asap to insert as soon as possible. There are several words available in the AutoCorrect list; however, you can also enter a word that is commonly misspelled in the dictionary. For this, select AutoCorrect Options from the Tools menu to display the AutoCorrect dialog box. In this dialog box, type in the misspelling in the Replace textbox and the corrected spelling in the With textbox. After that click the Add button and then close the dialog box by clicking the OK button.
AutoText
The Cut and Copy options store information on the clipboard. Each time you store new information on the clipboard, the old information is lost. If you wish to store text, graphics, tables, fields, bookmarks, and other items that are used frequently in your document, use AutoText to store them permanently. For example, if you want to write letters to your relatives inviting them for your birthday party and want to add your name and address again and again, create an AutoText entry. To do this, follow the steps given below:
28. What do mean by a thesaurus? How is it used in MS Word?
Ans.: Sometimes, you may wish to replace a word with its synonym. MS Word has the thesaurus feature, which does just the same. To use this feature, follow the steps given below:
29. What does the Mail Merge feature of MS Word do? What are its different components?
Ans.: Mail Merge feature of MS Word allows you to merge generic information that is to be repeated in each letter, mailing label, envelope, etc., with varying information, like a list of names and addresses of employees. This allows having almost identical documents in which the content of the documents is the same for each employee, however, each of it can be customized for a particular individual in the list. For example, if one wants to send a form letter to five or five hundred different people, Word can be used to personalize each one and create envelopes or mailing labels.
The components of the Mail Merge are as follows:
30. List the steps required to perform a mail merge. Explain with the help of an example.
Ans.: To understand how to perform mail merge, consider the sample invitation letter shown in Figure 10.28. Suppose you have to send this invitation to all your relatives and friends.
Now, to perform mail merge, follow the steps given below:
31. List the various options available in Mail Merge toolbar.
Ans.: Some of the tools available in Mail Merge toolbar are listed in Table 10.9.
Command | Button | Description |
Main Document Setup | It creates a main document. | |
Open Data Source | It opens the existing list from which recipients are selected. | |
Mail Merge Recipients | It allows to add or remove the recipients from the mail merge list. | |
Insert Address Block | It inserts a merge field for the address in the main document at the specified tlocation. This merge field will be replaced with an address from the mailing list. | |
Insert Greeting Line | It inserts a merge field for the greeting line in the main document at the specified location. | |
Insert Merge Fields | It inserts a merged field at the insertion point. | |
Insert Word Field | It inserts a word field at the insertion point. | |
View Merged Data | It switches between merge fields and the data that appears in them. | |
Highlight Merge Fields | It highlights the merge fields. | |
First Record | It shows the first record in the data store. | |
Previous Record | It shows the previous record in the data store. | |
Go to Record | It moves to the record specified in the box. | |
Next Record | It shows the next record in the data store. | |
Last Record | It shows the last record in the data store. | |
Find Entry | It finds a specified entry. | |
Check for Errors | It checks and reports errors. | |
Merge to New Document | It merges the main document and data. | |
Merge to Printer | It merges the document and prints it. |
32. What is a macro? Briefly discuss its utility. How do you record and execute a macro?
Ans.: MS Word allows you to automate frequently used tasks by creating macros. A macro is a series of commands and instructions that you can group together as a single command to perform a specific task automatically. You can use the macro recorder to record a sequence of actions.
Utility of Macros
Some of the uses for macros are given below:
It speeds up routine editing and formatting. | |
You can combine multiple commands and perform them as a single command. | |
A complex series of tasks can be automated with the help of macros. | |
It makes a specific option in a dialog box more accessible. |
Recording and Executing a Macro
For creating the macros, you need to record the series of actions/tasks using the keyboard and mouse and assign the recorded macro. Assigning the macro means specifying to the computer the way you prefer to execute the macro. You can assign a macro to an icon in a toolbar, to a button, to a keyboard shortcut, to a combination of keys, or any option in a menu. To understand how to use macros, suppose you want to insert the same table at many places in a document. To record a macro for this, follow the steps given below:
33. List the steps for setting password in a Word document.
Ans.: MS Word allows you to set a password in your document to secure your document from being accessed by others. You can specify a password for opening your document as well as for modifying the document in case your document is shared in the network. To set the password, follow the steps given below:
34. Write a short note on Footnote and Endnote option in MS Word.
Ans.: Footnotes and endnotes are used in Word document to provide additional information about some text or word in the document. It may contain details about the location of the source or further explanation of the marked text or word that cannot be included in the main text. A footnote or an endnote consists of two parts: reference mark and associated note text. The reference mark can either be a number, a character, or some symbol. A footnote appears at the bottom of the page containing reference mark, whereas an endnote appears at the bottom of the last page of a document (i.e., end of the document). To insert a footnote or an endnote, follow the steps given below:
Note that the footnote or endnote can be deleted by deleting its note reference mark.
35. Write a short note on Print preview.
Ans.: Print preview is a way to view the appearance of the printed document onscreen before printing the final output. Previewing the document is a great way to catch formatting errors, such as incorrect margins, overlapped text, boldfaced text, and other text enhancements. This helps in saving costly printer paper, ink, and time. To view a document in print preview mode, choose Print Preview from File menu or click the Print Preview button on the Standard toolbar. In the print preview mode, the document appears as a reduced image in the Print Preview screen (Figure 10.49). To close the print preview and return to the document, click Close button.
36. Write the steps to print a document in MS Word.
Ans.: Once you are ready with all the formatting and editing, you can print the document. To print a document, follow the steps given below:
37. Write the basic shortcuts used in MS Word.
Ans.: Some basic shortcuts used in MS Word are listed in Table 10.10.
Action | Shortcut Key |
Open a document | Ctrl + O |
Create a new document | Ctrl + N |
Close a document | Ctrl + W |
Save as | F12 |
Save | Ctrl + S |
Help | F1 |
Ctrl + P | |
Close word application | Alt + F4 |
Bold | Ctrl + B |
Italic | Ctrl + I |
Underline | Ctrl + U |
Change case | Shift + F3 |
Font dialog box | Ctrl + D |
Left alignment | Ctrl + L |
Center alignment | Ctrl + E |
Right alignment | Ctrl + R |
Justified alignment | Ctrl + J |
Indent | Ctrl + M |
Undo | Ctrl + Z |
Redo | Ctrl + Y |
Cut | Ctrl + X |
Copy | Ctrl + C |
Paste | Ctrl + V |
Delete previous word | Ctrl + Backspace |
Find | Ctrl + F |
Replace | Ctrl + H |
Go to | Ctrl + G |
Multiple-choice Questions
1. _________ provides information related to current cursor location, current page number, total number of pages, and program status.
(a) Status bar
(b) Standard toolbar
(c) Formatting tool bar
(d) None of these
2. Which option should be used from the following so as to see the document before printout is taken?
(a) Insert table
(b) Print Preview
(c) Paste
(d) Format painter
3. A user can use the _________ and _________ commands to locate a particular word, phrase, or set of characters in a document, and replace it with something else.
(a) Find and Replace
(b) Print and Print Preview
(c) Header and Footer
(d) Spelling and Grammar
4. Which of the following options is used to display information such as document title, author name, page number, and graphics in word?
(a) Insert Table
(b) Header and Footer
(c) AutoCorrect
(d) Thesaurus
5. Tables can be created in a number of ways, one of the most commonly used method is to create table by clicking on the _________ menu.
(a) Format
(b) Window
(c) Help
(d) Table
6. The _________ toolbar is used to change and enhance the drawing objects with colours, patterns, borders, and other effects.
(a) Drawing toolbar
(b) Picture toolbar
(c) AutoFormat
(d) Autocorrect
7. The feature which automatically detects common errors, that is, misspelled words, grammatical errors, and incorrect capitalization is called _________.
(a) Goto
(b) Thesaurus
(c) AutoCorrect
(d) Spelling and Grammar
8. In Word 2003, _________ feature is used to replace a word with its synonym.
(a) Thesaurus
(b) AutoCorrect
(c) Tab
(d) AutoText
9. _________ feature(s) of MS Word allows one to merge generic information which is to be repeated in each letter, mailing label, or, envelope.
(a) Macro
(b) Mail merge
(c) AutoSummarize
(d) All of these
10. A _________ is a series of commands and instructions that one can group together as a single command to perform a specific task automatically.
(a) Mail merge
(b) AutoCorrect
(c) Macro
(d) None of these
Answers
1. (a)
2. (b)
3. (a)
4. (b)
5. (d)
6. (a)
7. (c)
8. (a)
9. (b)
10.(c)
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