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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 very
useful. It has replaced the electric type writer in most offices,
because of the easiness in which documents can be edited, searched and
reprinted. Advanced word processors functions as simple desktop
publishing system. Most word processing is performed on general-purpose
computers using word processing software such as Microsoft word. The
keyboard of a word processor is similar to that of a typewriter but its
capabilities far extend the typewriter’s.

Editing functions such as inserting, deleting, moving and copying

characters, word, lines, are fast and easy with only a few keystrokes.
Advanced programs will number pages in the same place on every page
automatically, and check the spelling every word in our document. We
print 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 to
recover, edit and print them at any time.

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

Q.2 :- With the help of definition and steps explain the formatting of
text in word.
Ans:- Formatting means changing the appearance of the text means
changing the font size, font color, font style etc
Steps 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 the
window
(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 list
to modify its properties.
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Default Tab Stops:- Specifies the amount of spacing that is applied each
time we press the Tab key.
Tab stops to be cleared: Display tab stops that have been naked for
deletion from the Tab stop position list. Cleared tabs are deleted from
the 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 a
particular document. It is usually required when you are given and
assignment to write an article of a fixed number of words. May be 200 to
400. so after type each line user may like to know how many words the
file has become.

Q.5:- What do you under stand by the term clipboard:

Ans: The clipboard is the temporary storage area which is used for
keeping 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 word
processing, spreadsheet, database, and presentation graphics. Add to
this some auxiliary applications such as electronic mail, graphing
personal information management, and organization charting, offering the
entire suite of products. The Microsoft corporation of USA offering such
type of suite. There are several version of Microsoft office available
in the market place. Latest one was Ms-office-98
The 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. Point
with your mouse to the menu option and click the left mouse button to
highlighter a drop-down menu. We can not use the left and right arrow
keys 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-down
menus. To select an option, highlight the item on the drop-down menu and
press enter.
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Q.8:- What is toolbars. ?

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

Q.9. :- What do you mean by document view in Ms-word. Explain the

difference types of document view in Ms-word. ?
Ans: - Document View : With word, we can display our document in one of
four views:
Normal view, outline view, page/Print Layout view and online/Web layout.
Normal View:- Normal view is the most often used and shows such
formatting 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 and
the accompanying text moved with it.

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

Online/Web Layout View :- The online/ Web Layout view optimize the
document for online viewing ( viewing the document in browser). It
displays 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 either
the left or right margin. Within margins, we can increase or decrease
the indention of a paragraph by using the Increase Indent and Decrease
Indent ( Also known as an outdent), Which pulls the paragraph out toward
the left margin.

We can indent a single line in a paragraph to set it of from the rest of

the paragraph. It’s common to create a first-line indent, which moves
the first line of a paragraph in by a specified distance but leaves the
rest of the paragraph in by a specified distance but leaves the rest of
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the paragraph where it is. We can also create a hanging indent, in which
the first line of the paragraph is not indented, but subsequent line
are.
Page Margin:- Page Margin are the blank space around the edges of the
page. In general, we insert text and graphic in the printable area
inside 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 pages
for 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 right
page.

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

Q. 11:- What is text alignment. Name and briefly explain the different
types of text alignment.
Ans: The Text alignment refers to the text layout within a paragraph
respect to document margins. The text layout within a paragraph with
respect to document margins is known as text alignment.
For example left, right, center and justified. Etc.
There are two types of text alignment
Horizontal alignment :- The horizontal alignment refers to the text
alignment with respect to left and right margin. Follows are types of
horizontal text alignment.
Left alignment :- This alignment aligns selected text, flushed left with
the 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 right
with the right margin and leaves a ragged left edge.
Centered alignment:- This alignment centers selected text between the
left and right margins or paragraphs indents.
Justified alignment :- In this alignment, the text is flushed both left
and left and right margins.
Vertical alignments :- The vertical alignment refers to the text
alignment with respect to top and bottom margins. It can be of four
types 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 printed
that is, viewing to see how the document will actually ook when printed.
Print preview shous how the different pages will be printed and also
helps adjust the coloumn and margin easily. Print preview

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A view that shows how a document will look when we print it. We can view
multiple pages at a time, magnify or reduce the size of the page on the
screen, check page breaks, and make changes to text and formatting.
To display a document in print preview, click print Preview on the File
menu.
Page orientation refers to whether the text in a page will print length
wise or width wise. Two types of orientation are supported.
Portrait :- When text is printed lengthwise
Landscape:- 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 difficult
problems of creating, validating, managing and exchanging data between
applications. Following are the main advantages of word processor.
It helps in producing relatively error-free documents in the derived
format.
It can print any number of copies without retyping and all appears to be
the 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 special
formatting, graphics, and object linking and Embedding features, which
is the need of the competitive business world.
Word processor is an efficient tool as it helps in saving time and
effort. When creating business letters and sending reminders. It does
not required retyping except few modifications because sending reminder
is 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 created
in Ms-word can be uploaded and can be used as on External markup
Language (XML).

Q.14:- What are the limitations of Word Processor. ?

Ans:- Word processor allows only text manipulation and elementary
calculations. However business environment requires data analysis and
accurate statistical tool need to be applied on data. As documents on
features provided by word processing packages are insufficient to secure
the documents stored in the computer. Word processor cannot interact
with 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 as
newspaper. This can be done by creating newspaper columns in the
document. The text flow within news paper columns flows from top to

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bottom and across column flows from the bottom of one column to the top
of the next.
The margin is the distance from the text to the paper’s edge. The term
and the graphics are usually printed inside the margins. The ruler line
in word processor displays the positions of margins. The margins are of
different types.:
Left Margin— This is the distance between the text and the left edge of
the paper.
Right Margin—This is the distance between the text and the right edge of
the paper.
Top Margin—This is the distance between the text and the top edge of the
paper.
Bottom Margin—This is the distance between the text and the bottom edge
of the paper.
Gutter Margin : If we plan to bind a document, use a gutter margin which
add 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 margins
mean the same inside margins and same outside margin on a page i.e., the
left and right margins on a page become right and left margin
respectively on the next page.

Q.16: What is Mail Merge. Write advantages of Mail Merge. Also write
steps 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, the
document that contains the text and graphics that are the same for each
version of the merged document, for example, the return address or
salutation in a form letter.
Open or create a data source: A file that contains the information to be
merged in to a document. For example, the list of names and addresses we
want to use in a mail merge. We must connect to the data source before
we can use the information in int. with individual recipient
information.
Add or customize merge fields ( merge field: A place holder that we
insert in the main document. For example, insert the merge filed
<<city>> to have word insert a city name, such as <<paris>>, that’s
stores 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 main
document with merge fields that are placeholders for recipient
information.
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Resulting merged document

The wizard guides through all of these steps. If we prefer to work
outside the wizard, we can use the mail merge toolbar (toolbars: A bar
with buttons and options that we use to carry out commands. To display a
toolbar, use the Customize. To see more buttons, click Toolbars options
at the end of the toolbars. Either way, the end result is that each row
in 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 text
graphics, page numbers and other material into a document automatically
for example, the Data filed insert the current data. To date, not just
mailing or directories.
A data source is a file—for example, a Microsoft outlook contact List
that 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 the
Insert mode, To check to see whether we are in the Insert mode, look at
the status bar, located at the very bottom of the screen. Look at there
sides of the status bar. If the leters “ OVR” are gray, we are in the
insert mode. If the letter “OVR” are black, we are in overtype mode.
To change to the insert mode
Double clik on the letter “OVR”
The letter “OVR” should not be gray
Alternate Method—Setting options by using the Menu
Go to the Menu bar. Click on Tools
Highlight options at the bottom of on the drop-down menu. Press Enter
Click on Edit tab
The 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 the
checkmark. Then click on ok
Alternate method---setting options by using keys
Press 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 the
formatting a paragraph heading with a certain font face, size, and style
and we to format another heading the same way, we do not need to
manually add each attribute to the new headline. Instead, use the format
painter by following these steps:
Place the cursor within the text that contains the formatting we want to
copy.
Click the Format Painter button in the standard toolbar. Notice that our
pointer now has a paintbrush beside it.

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Highlight the text we want to add the same format to with the mouse and
release the mouse button.
To add the formatting to multiple selections of text, double-click the
Format Painter. Button instead of clicking once. The format painter then
stays active until we press the ESC key to turn it off.
Q. 19:- Define Auto correct facility with example. How auto correct can
be done. ?
Ans:- we can also correct common mistakes as we type, using a facility
called Auto correct.
To try this, add a new paragraph after the first one ( Click After the
word functions and press the ENTER key twice)
Type |Teh|
Press the SPACE BAR
Notice 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 sentence
Highlight the sentence
Click on the spelling button (A B C) on the toolbar.
When the misspelled word appears, instead of clicking on the change
button, 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 the
list.

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 can
create special text effect by using Word Art. In office 2000, we can
create these effects directly in our program by inserting word Art
drawing objects by using the Word Art buttons on the Drawing toolbars
and we also have added features, such as 3-D effects and textured fills.
Text effects created in the Word art Program are not automatically
converted to new drawing object.
Insert a Word Art drawing object—Create text effects by inserting a
Microsoft office drawing object.
On the drawing toolbar, click insert Word Art.
Click the type of word Art drawing object we want, and then click ok
In the Edit Word Art Text dialog box, type the text we want to format
select any other options we want, and then click ok
To add or change effects to the text, use the buttons on the Word Art
and Drawing toolbars. The word Art toolbars appears when we click the
Word 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.
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Q.21:- Explain pictures in Ms-word. How you will insert a picture in our
document with example. ?
Ans:-Pictures: Pictures are graphic that were created from another file.
They include bitmaps, scanned pictures and photographs and clip art. We
can change and enhance picture by using the options on the picture
toolbar and a limited number to options on the Drawing toolbars. In some
cases, we must ungroup and convert a picture to a drawing object between
we can use the Drawing toolbars options.
Insert a picture
Insert clip art or a picture from the Chip Gallery.
Insert a picture from another file
Insert a scanned picture.
Insert a picture from another file—Click where we want o insert the
picture.
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) must
be connected to our computer. We should also make sure that we have
installed the device software.
Set up the picture in the scanning device
On the Insert Menu in Microsoft word, point to picture, and then click
from scanner or Camera.
If we have more than one device connected to our computer, select the
one we want to use under device.
When the image appears in the document, make any changes we want
cropping the picture, and adjusting its brightness, contrast and colour.

Q.22:- What is Table ? What is the use of Table in Ms-word document

Explain with example how will insert a table in our document.
Ans:- Tables are used to display data and there are several ways to
build them in word. Begin by placing the cursor where we want the table
to appear in the document and choose one of the following methods.
There are two ways to add a table to the document using he Insert
feature.
Click the Insert Table button on the standard toolbars. Drag the mouse
along the grid, highlight the number of rows and columns for the table
or, select Table |Insert| Table from the menu bar. Select the number
rows and columns from the menu bar. Select the number rows and columns
for 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. The
cursor is now the image of a pencil and the Tables and Borders toolbars
has appeared.

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Draw the cells of the table with the mouse. If we make a mistake, click
the 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, insert
additional rows by placing the cursor in the row we want to be adjacent
to. Select Table | Insert| Rows above or Rows Below. Or, Select an
entire row and right click with the mouse . choose Insert row from the
shortcut menu. Much like inserting a row, add a new by placing the
cursor in a cell adjacent to where the new coloumn will be added. Select
Table |Insert| coloumns to the Left or Coloumns to the Right. Or, Select
the column, right click with the mouse and select insert coloumns.

Q.24:- What are the various features that can be used from changing the
text appearance in Ms-word. ?
Ans:- The following options are available in Ms Word to change the text
appearance.
1. Changing the Font:- Each font has a particular appearance, for
example Book Antiqua, Arial Black, and Times New Roman. Click on
the font menu on the menu bar. MS Word provides examples of each
font. The writer may want to highlight a group of words and change
the font to see how it affects different letters and readability.
2. Font Size choice :- Writers often increase the text size to have
certain 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 for
readability.
3. Font Style choice : There are a number of style choice, e.g.
plain text, bold, italics, underline, embossed, outline etc
available on the tool bar or in the format window. Any of these
styles can be applied to text within the same document.
4. Changing the Text color:- Changing the text color may helps the
writer emphasize different words or just make writing and reading
easier to see and understand. To print with colors one needs a
color printer. The color tool button is located on the menu bar or
is 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 steps
are followed.
1. Click anywhere in the file. Go to the insert menu and select
picture and the clip art. The clip gallery will open and display
categories to pictures. Scroll through the choices or use the

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search tool. When we find the picture we want, click on the

picture to add it to your project or the insert button.
2. Make the picture smaller by using the handless on each corner and
side of the graphic, notice that the corner ones maintain the
proportion of the graphic.

Formatting the Picture:- To Format the picture, double click on it

and then select the tight wrap option to make the graphic free-
floating so that is moves freely. If the graphic is free floating. It
can be relocated within the document is in line, it will appear in
the line of text as any letter or numbers that are of typed as one
type. It can be made bigger or smaller by clicking once on it and
clicking and dragging one of the corner handles. The picture toolbar
also provides the image control, contract and brightness tools to
change 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 the
page border tab.
2. To specify an artistic border, such as tree, select an option in
the art box.
3. Click one of the border option under setting. To specify that the
border appears on a particular side of a pge, such as only at the
top, click custom under setting. Under preview option, click where
we 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, click
options 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 a
particular document. It is usually required when we are given an
assignment to write an article of a fixed number of words, may be 200 to
400. so after typing each line user may like to know how many words the
file 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 the
table option. Still if we want, we can set tabs as we set in good old
typewriter.

Q.29:- what is difference between Save and Save As option.?

Ans:- Save as option allow to save with another name, may be another
format at another drive. It is not that the system will not allow we to
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save the file with the same name under Save As option. It will ask we
want to overwrite the file which exist. This is just a precautionary, so
that the user can not overwrite the file.

Q.30:- what is the meaning of bookmark. Write the steps for creating
and deletion of bookmark.?
Ans:- A book mark is a location in a document or a selection of text
that we name for reference purpose. After we place a bookmark we can
return to the same location again and again. By selection the bookmark
when we use word go to feature by pressing Ctrl + G. Bookmark are
specially 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 point
for crossing reference.
Steps for making a Book Mark
1) Place the cursoer where we want to insert the bookmark.
2) Once the insert menu and select the book mark to open the book
mark dialog box.
3) Type a name for the bookmark in the bookmark name box ( do not
enter 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 mark

1) 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 and
electronic thesaurus at your finger tips can greatly enhance the
quality o the return in our document.

***********************************End*******************************

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