UNIT-2

1:Discuss various aligments in MS Word ?

Ans : Align text left : If we wish to left a paragraph, then click on the left
alignment. Shortcut key : “Ctrl + L”

Align text center : If we wish to center a paragraph, then click on the center
alignment. Shortcut key : “Ctrl + E”

Align text right : If we wish to right a paragraph, then click on the right
alignment. Shortcut key : “Ctrl + R”

Align text justify : If we wish to justify a paragraph, then click on the justify
alignment. which might make the last line of text in a paragraph considerably
shorter than the other lines. Shortcut key : “Ctrl + J”

2:What is text formatting ?

Ans : We can format a document at different levels within MS Word. The most
basic level is called text formatting. This relates to formatting characters and words
within a document and covers the font type, font size, font colour, and font
attributes such as bold, italic or underlining.

3.How to change case in MS Word ?

Ans : We can change the case of text in Word 2007 by using the Change Case
button. The choices include UPPERCASE, lowercase, Sentence case, Capitalize
Each Word, and even tOGGLE cASE.

Click the Home tab to display the Font group > Select the text you want to change
> Click the Change Case button > Choose the item you want from the menu.

4.Why do we use paragraph ? / What are uses of paragraph ?

Ans : We will use this paragraph to illustrate several Microsoft Word features. It
will be used to illustrate Space Before, Space After, and line spacing. Space Before
tells Microsoft Word how much space to leave before the paragraph. Space After
tells Microsoft Word how much space to leave after the paragraph. Line Spacing
sets the space between lines within a paragraph.

5.What is Tabs (Tab stops) ? Name the tab stops available in MS Word ?

Ans : “Tab Stops” was a vital method for formatting particulars items within a MS
Word document.
Name of Tabs : 1. Left Tab stop, 2. Centre Tab stop, 3. Right Tab stop, 4. Decimal
Tab stop, 5. Bar Tab stop.

6.Name the tabs available in MS Word ?

Ans : 1. Home tab, 2. Insert tab, 3. Page layout tab, 4. References, 5. Mailings, 6.
Review, 7. View.

7.How to apply bullets and numbering in MS Word ?

Ans : To add bullets or numbering to a list of existing text items, follow these
steps:

1. Start Word, and then open our document.

2. Select the list items to which we want to add bullets or numbering.
3. On the Paragraphtoolbar from Home tab, do one of the following:

 Click the Bulletsbutton if you want to add bullets.

 Click the Numberingbutton if you want to add numbering.

8.What is table ? Mention the advantages of table ?

Ans : MS Word allow us to insert tables in our document. A table will help us
align columns and rows of text with ease.

Advantages : Tables help us format and organize complex data and present it as
part of a publication. Tables can be used as a layout tool, where we can insert and
format text or graphics without complicated publishing software.

11.How to print page range in MS Word ?

Ans : If we want to print pages 3 through 10 we would select File > Print from the
menu and type 3-10 in the Page Range box.

12.What is the procedure of inserting Symbols in an MS Word document?

Ans: Open the MS Word → Click the Insert tab →Click Symbols and select “more
symbols” →Select desired symbols and click Insert button.

13.How can you replace multiple wrong

with correct ones at a time in MS
Word? (MT)
Ans:- 1.Open the a data file ms office.

2. Key shortcut (Ctrl + H) and open the Find Replace dialog box.
3. Find what→ section type wrong word.
4. Replace with → section type correct word.
5. Click the Replace All.

16.What are the uses of Header and Footer in MS Word?

Ans: Header and footer are used to add common attributes of a file such as page
number, date/time, filename with path, module name, section name, author name
etc.

17.How can you correct the spelling and grammatical mistakes in MS

Word?

Ans: We might want to use automatic spelling and grammar checking (the wavy
red, blue, and green lines) to keep mistakes to a minimum while we work.
Keyboard shortcut: F7.

18.How can you add columns to an existing table in MS Word ?

Ans: Select a cell-> select layout tab->from the ROWS and COLUMNS
section/group select Insert left button or Insert right button.

19.What is mail merge ? Steps of mail merge ?

Ans : The Mail Merge feature is used to insert variable data into a fixed format by
combining two files into one file. Two files need to be created before we can
merge them; these are the data file and main document file.

Steps of mail merge : 1. Select document type, 2. Starting document, 3. Select

recipients, 4. Write letter, 5. Preview letter, 6. Complete the merge (Individuals)
Mail merge is a process used to create personalized documents, such as letters,
envelopes, labels, or emails, by merging a template document with a data
source. It's commonly used in word processing software like Microsoft Word.

Here are the steps for performing a mail merge in Microsoft Word:

1. **Prepare Your Data Source**: You need a data source containing the
information you want to merge into your document. This could be an Excel
spreadsheet, Access database, Outlook Contacts, or a plain text file.
2. **Open Microsoft Word**: Launch Microsoft Word on your computer.

3. **Create or Open a Document**: Either create a new document or open an

existing one that you want to use as your template.

4. **Start the Mail Merge Process**:

- In Word, go to the "Mailings" tab on the ribbon.
- Click on "Start Mail Merge" and select the type of document you want to
create (e.g., Letters, Envelopes, Labels).

5. **Select Recipients**:
- Click on "Select Recipients" and choose "Use an Existing List" if you have a
data source ready. Otherwise, you can choose "Type a New List" to enter the
recipient information manually.

6. **Connect to Your Data Source**:

- If you selected "Use an Existing List," browse for your data source file and
select it.
- If you chose "Type a New List," enter the recipient information directly into
Word.

7. **Insert Merge Fields**:

- Place your cursor where you want to insert a merge field (e.g., recipient's
name, address).
- Click on "Insert Merge Field" in the Mailings tab and select the fields you
want to insert from your data source.

8. **Preview Your Merge**:

- Click on "Preview Results" to see how your merged document will look with
the data.
- Use the arrows in the "Mailings" tab to navigate through the records and
check for any errors or formatting issues.

9. **Complete the Merge**:

- Once you're satisfied with the preview, click on "Finish & Merge" in the
Mailings tab.
- Choose whether you want to "Edit Individual Documents" to make further
edits or "Print Documents" to print the merged documents.
10. **Save Your Merged Documents**:
- If you're editing individual documents, make sure to save them.
- If you printed the merged documents, you can save the main document for
future use.
Q20:Smart art in MS-Word
SmartArt is a feature in Microsoft Word (as well as other Microsoft Office
applications like PowerPoint and Excel) that allows you to create visually
appealing diagrams and graphics. It's useful for illustrating concepts,
processes, hierarchies, and relationships in your documents.

Here's how you can use SmartArt in Microsoft Word:

1. Open Microsoft Word: Launch Microsoft Word on your computer.
2. Insert a SmartArt Graphic:
 Place your cursor where you want to insert the SmartArt
graphic.
 Go to the "Insert" tab on the ribbon.
 Click on the "SmartArt" button in the Illustrations group.
3. Choose a SmartArt Graphic:
 The "Choose a SmartArt Graphic" dialog box will appear,
displaying various categories of SmartArt graphics.
 Select the category that best fits the type of graphic you want
to create (e.g., List, Process, Cycle, Hierarchy).
 Click on the specific SmartArt graphic you want to use.
 Click "OK" to insert the SmartArt graphic into your document.
4. Enter Text:
 After inserting the SmartArt graphic, you'll see placeholder
text and shapes.
 Click on the text placeholders within the SmartArt graphic and
type your own text.
 You can also add or remove shapes by using the buttons
provided in the SmartArt Tools tab that appears when you
click on the SmartArt graphic.
5. Format the SmartArt Graphic:
 Use the SmartArt Tools tab that appears when you click on the
SmartArt graphic to format it.
 You can change the colors, styles, and layouts of the SmartArt
graphic to customize its appearance.
 Experiment with different options until you achieve the
desired look for your graphic.
6. Modify the SmartArt Graphic:
 To make changes to the structure of the SmartArt graphic,
such as adding or removing shapes, click on the "Design" tab
under SmartArt Tools.
 Use the buttons in the "Create Graphic" group to add shapes,
change the layout, or promote/demote shapes.
7. Save Your Document:
  Once you're satisfied with your SmartArt graphic, make sure
to save your document to preserve your work.
Q 21:Page Break
Inserting a page break in Microsoft Word allows you to control where a new page begins within
your document. This feature is particularly useful when you want to start a new section, chapter,
or page layout without having to manually adjust the content.

Here's how you can insert a page break in Microsoft Word:

1. **Place Your Cursor**: Position your cursor at the location in your document where you want to
insert the page break. This could be at the end of a section, chapter, or wherever you want the
new page to begin.

2. **Insert the Page Break**:

- Go to the "Insert" tab on the ribbon.
- Click on the "Page Break" button in the Pages group.
- Alternatively, you can press `Ctrl + Enter` on your keyboard to quickly insert a page break.

3. **Verify the Page Break**: After inserting the page break, you'll notice that the content
following the cursor moves to the next page. This indicates that the page break has been
successfully inserted.

4. **Adjust Page Breaks (Optional)**: If you need to adjust the position of a page break, you can:
- Click on the page break line (it appears as a dotted line) to select it.
- Press the "Delete" key on your keyboard to remove the page break.
- Alternatively, you can click and drag the page break to a new location if you want to reposition
it manually.

5. **Save Your Document**: Once you've inserted and adjusted the page breaks as needed, make
sure to save your document to preserve the changes.

By following these steps, you can easily insert page breaks in Microsoft Word to control the layout
and formatting of your document.

Q22:Document Properties
In Microsoft Word, document properties are metadata that provide information about a document,
such as its author, title, subject, keywords, and more. These properties help users manage and
organize their documents efficiently. Here's how you can view and edit document properties in
Microsoft Word:

1. **View Document Properties**:

- Open the document in Microsoft Word.
- Go to the "File" tab in the ribbon.
- Click on "Info" in the menu on the left-hand side.
- On the right-hand side of the screen, you'll see the document properties under the "Properties"
section. This includes information such as the document's title, author, subject, keywords, and other
metadata.

2. **Edit Document Properties**:

- To edit the document properties, click on the "Properties" dropdown menu (located below the
document properties).
 - Select "Advanced Properties" from the dropdown menu. This will open the "Properties" dialog
box.
- In the "Properties" dialog box, you can edit various document properties, including:
- Title: The title of the document.
- Author: The author's name.
- Subject: The subject or topic of the document.
- Keywords: Keywords or tags associated with the document.
- Category: The category or classification of the document.
- Status: The status of the document (e.g., draft, final).
- Comments: Additional comments or notes about the document.
- And more.

3. **Save Document Properties**:

- After making changes to the document properties, click "OK" to save your changes and close the
"Properties" dialog box.
- You can now view the updated document properties in the "Info" section under the "File" tab.

By managing document properties, you can provide valuable information about your documents,
making them easier to organize, search, and identify. Additionally, document properties can be useful
for document management systems and when sharing documents with others.