Unit 3 : Digital Documentation

D. Short answer questions (50 words)

1. In a document all the occurrences of word “this” have to be changed to “these”. Which
option is suitable for this and what is the shortcut command used for it?
Step 1: Select EditFind and Replace (or) Ctrl+H
Step 2: Type ‘this in find box
Step 3: Type ‘these in Replace box.
Step 4: Press Replace all button.

2. Which two documents are essential for mail merge?

In mail merge two documents are created. One with the common contents is the main
document or form letter and other holding the address list is called the data source.

3. Explain the concept of Word Processing.

Word processing is the use of computer software to enter, edit, format, store, retrieve and
print the document. The document can be a letter, notice, report, business correspondence,
etc.

4. List the various software available for word processing.

 Libreoffice writer
 Openoffice writer
 MS Word
 Google Docs
 Office 365 Word
 Microsoft OneDrive Word

5. Write difference between a text editor and a word processor software. Write the name of
any text editor or word processor available in market.
Word processing software not only provides basic ability to enter and modify the text but
also provides efficient text manipulation functions that can be used for documentation.
Example : Libreoffice writer, MS Word
Text editor software provides only basic ability to enter and modify the text. Example
Notepad,Gedit

6. List the various components of LibreOffice suite. Explain each component in one line.
The components of LibreOffice are
 Writer for word processing.
 Calc for spreadsheet preparation.
 Impress for presentation.
 Base for database management.
 Draw for drawing

7. Compare the features of manual typewriter, electronic typewriter and word processing
software.

8. Explain the different views to display a document.

Single page view- It displays one page at a time

Multiple Page view – It displays multiple pages based on the zoom percentage

Book View- It displays two pages at a time as it appears in the book.

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9. What are the various methods for selecting the text in a document? Give the steps to
select a paragraph.

• To select the text in Writer, swipe the mouse cursor over text.
• To select a single word at a time Position the mouse pointer anywhere on that word
and double click.
• To select a complete sentence at a time Position the mouse pointer anywhere in the
sentence and triple click.
• To select a complete paragraph at a time Position the mouse pointer anywhere in the
paragraph and quadruple click.
• To select a document Press Ctrl + A on the key board.
• To select the non-consecutive text -select the first piece of text. To select the next
piece of text hold down the Ctrl key and use the mouse. repeat it as often as needed.
• To select the vertical block of text select Edit → Selection Mode → Block Area.

10. What are the special characters? How can you insert them in a document?
we may require to enter the special character, such as ≤, ≥ etc.. which cannot be typed by
using the keyboard. To do this select Insert → Special Character then select a character
and press ok.

11. How will you count the total words of a document?

To count the total words of a document go to Tools --> word count or in the status bar we
found total No. of words in a document.

12. What are the various menu of Writer GUI?

Writer menus are : File, Edit, View, Insert, Format, Table, Tools, Windows, Help.

13. What is the default extension assigned to the document in Writer when you save it?
Write down the steps to save the document to Microsoft Word document?
The default extension is .odt

Steps to save the document:

Step 1 :Select File → Save
Step 2 : Choose microsoft word format
Step 3 : Type the file name and press save button.

14. What is the importance of password in the document? How will you protect the
document using password in Writer?
We can protect a document using a password. Because it helps us to keep the content safe
and secure, by preventing unauthorized access.

Steps to protect the document:

1. Select file save
2. Choose the location and type the filename.
2. Click on “save with password” check box and click save.
3. “set password” dialog box opens
4. Type the password and also confirm it and then click ok.

15. What is mail merge? Write down the steps to merge document?
Mail merge is a very important feature of word processor. It is used to create a series of
same documents with multiple address. Mail merge is the process of merging the main
document with the mailing address of various persons.
Steps to create mailing labels
1. Select tools  mail merge wizard
2. Select the starting document  use the current document  next
3. Select document type letter next
4. Steps to follow in the Insert address block
 select address listPress ‘Add’ button to add the respective address document then
select it.
 Press ‘More’ button to set which format the address of a person appear in the main
document.
 Press ‘Match Fields’ button to match the fields of address document with format.
 Press next.
5. create salutation  click on the check box The document should not contain
salutation next
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6. Adjust layout  make the adjustments and click finish
7. Save document  Save as single large document  type the file name  Save

16. What are the advantages of table? Prepare your report card of Class VIII in table format.
 Tables arrange data in rows and columns and give a flexible and attractive way to
represent information.
 With the help of tables, we can present data in a well organized manner.
 It also makes comparative analysis of data.
 It provides visual grouping of information.
Steps to prepare report card using table.
Step 1: Identifying number of rows and columns.
Step 2: Select Tableinserttable or press Ctrl+12
Step 3: Type report card in name file, no. of rows and columns then click on insert
button.
Step 4: Type the content in the rows and columns then align it.

17. Write an application to your Principal for field visit to any IT Industry.
From:
Student name(write your name)
IX ‘A’
Smt. Narbada Devi J Agarwal Vivekananda Vidyalaya Sr. Sec.
III main road, MKB nagar, Vyasarpadi
Chennai – 39

To:
The Principal,
Smt. Narbada Devi J Agarwal Vivekananda Vidyalaya Sr. Sec.
III main road, MKB nagar, Vyasarpadi
Chennai – 39

Respected Madam,
Sub: Request to arrange for a field trip to an IT Industry

We the students of IX Std are interested to visit an IT industry to know

about the various sectors in the field of Information Technology. We request you to
arrange for a field trip to an IT industry to enrich our knowledge.

Thanking you
Yours faithfully,
Signature of Student