3.
ICT
Soft Tools : Word Processor
Q1. Fill in
the blanks
1.
The geographical
interface panel at the top of window of a Microsoft office application is
called Ribbon.
2.
With an existing
word document open, when we select the save option from the Office button menu
we overwrite the previous version of
the document.
3.
Paragraph text
that is aligned flush with both the left and right margins of the paragraph is
called insertion text.
4.
The small
diagonal arrow at the bottom right of some groups on the ribbon is called the
dialog box launcher.
5.
In Word 2007 Styles can be put (applied) to word
within a paragraph, characters within a paragraph, and heading.
6.
The AutoCorrect facility can automatically
insert text, graphics and symbols in to word documents.
7.
The tool
repeatedly apply a selected character or paragraph formatting is called the Format Painter.
8.
To cut and move
selected text and graphics to office clipboard Ctrl,X and Shift, Del keys must be pressed together.
9.
To change the
case of selected text in word using keyboard you must pressed shift+F3.
10.
The Mail
Merge facility in the word 2007 can be used to send a letter to a number of
recipients or to create labels using
database..
11.
Borders,
shading and Page borders are highly customizable features used in the creation
of Page
Layout.
12.
Show readability statics option of word 2007 gives the custom summary of text
based on statistical and linguistic analysis.
Q2. State weather True or False
1.
A special format
file standardized the styles in related documents is called a template in word True.
2.
Pressing the
backspace key once deletes the word preceding the insertion point. False
3.
The office button
has the option to increase the security of document. True
4.
The auto correct
future option in MSWord is used for error correction as well as formatting. True
5.
When at the last
cell of a table, clicking the tab key adds a new column to the table. False
6.
MS Word is used
for simple word processing applications only. False
7.
Ms Word marks
certain typing patterns as errors. False
8.
The vertical
alignment is done using the alignment tool buttons False
9.
Simple cell is
the one in which information is being entered True
10.
The easiest way
to get help on any topic in Word 2007 is to press Shift + F3 on the key board False
Q3. Rewrite the following statements
selecting correct option.
1.
In Word 2007
window, we will find the status of num lock ,caps lock , and insert keys on The
Status Bar.
2.
In word 2007, the
minimize/maximize buttons are present in the Upper right corner of the word window.
3.
In word 2007, in
the page set up group of the page layout tab, the size option allows us to change the paper size.
4.
In word 2007 to
copy text, or graphics in the same document or to the other documents , we can
use Copy command in the clipboard
group of home tab.
5.
The file
extension of a document created using word 2007 is .docx
6.
The exit word
button is located in the Office Button
Menu.
7.
The default page
orientation in the word window is called Portrait.
8.
While checking
spelling, you can direct Word to leave all instances of spelling as typed by
clicking Ignore all.
Q4. Rewrite following statements by
selecting two correct options:
1.
In which of the
following ways you can save a document in word 2007?
a)
Select the save option from office button menu
b)
Press CTRL+S simultaneously on the keyboard.
2.
In Word 2007 to
chance the horizontal alignment of paragraph such that the text is aligned with
the left margin we can.
a)Select the text, click on the align
text left button on the paragraph group of the home tab.
d)Select the text , select paragraph
from the right click context sensitive menu and set Alignment to left in the
general section of paragraph dialog box.
3. How can we change the inter paragraph spacing (ie. spacing before
and after paragraph) in a document in word2007.
a) Click the line spacing button of the
paragraph group of the home tab, select the line spacing options from the
dropdown menu, and enter the appropriate values in the spacing section of the
paragraph dialog box.
b) From the right click context –
sensitive menu, select paragraph, and enter the appropriate values in the
spacing section of the paragraph dialog box.
4. How can we insert a page break in document in word 2007?
a) Select the insert tab on the ribbon,
and click on page break in the pages group.
b) At the appropriate insertion point,
select paragraph from the right click context sensitive menu, select the line
page breaks tab in the paragraph dialog box, and enable the page break before
option.
5. In Word 2007 the command to reverse the previous action.
a) Press Ctrl+Z on the keyboard.
b) Press Undo button on the quick access
toolbar.
Q.5 Write the short notes on:
1. Adding an autocorrect entry while
checking spelling?
Ans. To add a text entry to word’s autocorrect list during a spelling
check:
1.
Right click with
the word with red wavy underline.
2.
Click Autocorrect
on the Spell-it popup menu. The cascading submenu shows maximum five
alternative words from the dictionary.
3.
If the word or
spelling you intend to use is not in the list, click AutoCorrect Options that
opens a dialog box. here, in the replace text box, type the word that you
mistyped, and in the with box, type correct spelling and click Add button.
2.Creating letters for mail merge?
Ans: 1. The Mail Merge facility of MS Word is
available under the Mailings Tab and can be used to send a similar letter to
different recipients or to make labels using a data base.
2. Performing a mail merge consists of preparing two documents:- the main letter and the database to which it is linked.
3. Each field (Heading) of the database provides a Merge field in the main document.
4. MS Word prepares one letter for each of the records (rows) of the database.
5. You can preview the each copy of the letter before printing the whole set.
2. Performing a mail merge consists of preparing two documents:- the main letter and the database to which it is linked.
3. Each field (Heading) of the database provides a Merge field in the main document.
4. MS Word prepares one letter for each of the records (rows) of the database.
5. You can preview the each copy of the letter before printing the whole set.
3.Creating Table of Contents for given word document?
Ans: There are different
ways a Table can be inserted in a Word 2007 document.
1. When we click on the Table command we see a grid of rows and columns. Clicking and dragging on the required number of rows and columns will insert a table having the desired rows and columns. See picture given alongside.
2. If we require a different number of rows and columns from what is available in the grid we can use the Table -------> Insert Table Command. In the dialog box that comes up enter the desired number of rows and columns and press Enter.
3. Preformatted tables along with sample data can also be inserted in MS Word by using the Table --------> Quick Table Command.
4. A table can also be inserted by using the Draw Table or the Excel Spreadsheet commands.
1. When we click on the Table command we see a grid of rows and columns. Clicking and dragging on the required number of rows and columns will insert a table having the desired rows and columns. See picture given alongside.
2. If we require a different number of rows and columns from what is available in the grid we can use the Table -------> Insert Table Command. In the dialog box that comes up enter the desired number of rows and columns and press Enter.
3. Preformatted tables along with sample data can also be inserted in MS Word by using the Table --------> Quick Table Command.
4. A table can also be inserted by using the Draw Table or the Excel Spreadsheet commands.
Q.6 Answer the following questions?
1. State and briefly explain the
different horizontal paragraph alignment styles in a word document?
Ans: Align Text Left
A left-aligned paragraph is considered
normal. The left side of the paragraph is even and the right side is jagged.
To left-align a paragraph, press Ctrl+L or click the Align
Text Left button. This type of alignment is ragged right.
Center
Centering a paragraph places each line
in that paragraph in the middle of a page, with an equal amount of space to the
line's right and left.
To center a paragraph, press Ctrl+E or use the Center
button.
Align Text Right
A right-aligned paragraph has its right
margin even. The left margin, however, is jagged.
To right-align a paragraph, press Ctrl+R or click the Align
Text Right button.
Justify
Full justification occurs when both the left and
right sides of a paragraph are lined up flush with the page margins.
To fully justify a paragraph, press Ctrl+J or click the
Justify button.
2.What is Format Painter Explain its use
in brief?
Ans: A number of Microsoft Office
programs, including Excel, PowerPoint, Publisher and Word offer the pre-defined
Format Painter tool. Format Painter is used when you
want to copy formatting from one item to another. For
example if you have written text in Word, and have it formatted using a
specific font type, color, and font size you could copy that formatting to
another section of text by using the Format Painter tool.
3.How does autocorrect feature work ? Why u may need to customize the
autocorrect option?
Ans: One of the
most frequent mistakes occurs when a user interchanges two letters of a word.
In Word 2007 the Autocorrect feature can automatically correct these mistakes.
For example the word ‘the’ is often typed in as ‘teh’ and the word ‘can’ is often typed in as ‘cna’. Since this correction is done automatically, it helps to save time. Errors that might otherwise have been overlooked are also avoided.
Autocorrect can also be used to apply special formatting. E.g. ‘(c)’ will automatically turn into ‘©’, and ‘(r)’ will turn into ‘®’.
When we repeat certain text often in our documents, we can customize the Autocorrect feature in Word to automatically type in this text when we type its abbreviation. E.g., Word can be customized to type in an address when one types the abbreviation ‘myadr’.
Mathematical symbols can be easily added when we use the Autocorrect feature of MS Word.
For example the word ‘the’ is often typed in as ‘teh’ and the word ‘can’ is often typed in as ‘cna’. Since this correction is done automatically, it helps to save time. Errors that might otherwise have been overlooked are also avoided.
Autocorrect can also be used to apply special formatting. E.g. ‘(c)’ will automatically turn into ‘©’, and ‘(r)’ will turn into ‘®’.
When we repeat certain text often in our documents, we can customize the Autocorrect feature in Word to automatically type in this text when we type its abbreviation. E.g., Word can be customized to type in an address when one types the abbreviation ‘myadr’.
Mathematical symbols can be easily added when we use the Autocorrect feature of MS Word.
4.How can one get help on any topic in word 2007?
Ans. The
easiest way to get help from Word 2007 is to press the F1 key. The cool part
about the F1 key is that if you press it while you're performing some obscure
task deep inside some strange dialog box or task pane, Word summons help for
that specific issue, telling you how to do what you want to do. Press F1 any
time you have a question, and help arrives. Keep in mind that Word's help works
best when you have an Internet connection, especially a high-speed, or broadband, connection. In the
Search box in the upper-left corner of the Help window, type a topic, command
name, or question. Or you can browse the table of contents directly below the
Search field. If you've used previous versions of Word, note that there’s no
more Office Assistant in Word 2007. You can mourn or rejoice as appropriate.
5.Match
the following:
1) Ctrl+X – Move the selected text to
Clipboard
2) Ctrl+C – Copy the selected text to
Clipboard
3) Ctrl+S – Save the document
4) Ctrl+P – Print the document
Q.7 Answer
in Brief
1. List
the various functions of a word Processor?
OR
Write
the salient features of a word processor.
Ans: Following are the salient features of MS Word as a Word
Processor:
1) The text editor in MS Word allows the user to add, delete or modify the contents of the document very easily.
2) Editing commands are available which can change a single character, word, sentence or whole paragraphs.
3) In addition, MS Word also allows us to Move (Cut and Paste) characters, words, sentences or paragraphs from one section of the document to another or even from one document to another.
4) Spelling, Grammar and Readability allows us to improve our document.
5) We can insert pictures, tables, charts, WordArt, SmartArt, Shapes, Text Boxes and other clip art to improve our presentation.
6) Besides the Help function provided in the program, there is an excellent Online Tutorial for getting help and solving all problems that may occur.
1) The text editor in MS Word allows the user to add, delete or modify the contents of the document very easily.
2) Editing commands are available which can change a single character, word, sentence or whole paragraphs.
3) In addition, MS Word also allows us to Move (Cut and Paste) characters, words, sentences or paragraphs from one section of the document to another or even from one document to another.
4) Spelling, Grammar and Readability allows us to improve our document.
5) We can insert pictures, tables, charts, WordArt, SmartArt, Shapes, Text Boxes and other clip art to improve our presentation.
6) Besides the Help function provided in the program, there is an excellent Online Tutorial for getting help and solving all problems that may occur.
2.List the various uses of word 2007?
Ans: 1. Spend more time writing and less time formatting.
2. Communicate more effectively with Smart Art diagrams and new charting
tools.
3. Quickly assemble documents using
Building Blocks.
4. Save as PDF or XPS directly from Office
Word 2007.
5. Publish and maintain blogs directly
from Office Word 2007.
6. Master your document review processes
using Office Word 2007 and Microsoft Office SharePoint Server 2007.
7. Connect your documents to business
information.
8. Connect your documents to business
information.
9. Reduce your file sizes and improve
corrupt file recovery.
3.Briefly explain the main components of
word2007 window?
Ans: Title Bar
The title bar shows the name of the document on screen. When a new document is started, Word 2007 gives it a generic name like ‘Document 1’ and this is displayed on the title bar. When you save the document with a name, the generic name on the title bar is replaced by the given name.
Quick Access Toolbar
Located in the top left corner of the Word 2007 window, the Quick Access Toolbar contains some of the most frequently used commands like Save, Undo, Redo. You can add more commands to the Quick Access Toolbar as per your need. This toolbar helps you to perform Word tasks speedily by providing one-click access to oft used commands.
Window Controls
These are a set of three buttons in the top right corner of the program window.
The title bar shows the name of the document on screen. When a new document is started, Word 2007 gives it a generic name like ‘Document 1’ and this is displayed on the title bar. When you save the document with a name, the generic name on the title bar is replaced by the given name.
Quick Access Toolbar
Located in the top left corner of the Word 2007 window, the Quick Access Toolbar contains some of the most frequently used commands like Save, Undo, Redo. You can add more commands to the Quick Access Toolbar as per your need. This toolbar helps you to perform Word tasks speedily by providing one-click access to oft used commands.
Window Controls
These are a set of three buttons in the top right corner of the program window.
·
The right
button,displaying an x, is the Close button . On clicking, this button closes
the current document but not the Word programme.
·
The left button is
the Minimize button which minimizes the program window to the taskbar.
·
The middle button,
sporting a rectangle, is the Maximize button, which, on clicking, maximizes the
Word 2007 window and the button image changes to a pair of rectangles. Another
click restores the program window to its previous size and the button image to
a single rectangle.
Ribbon
You can think of the Ribbon as a collection of seven horizontal tabbed toolbars arranged on top of each other. These toolbars are accessed through their tabs. The toolbars have command buttons, menus and input boxes arranged in groups. Some groups have dialog launchers (represented by a downward pointing arrow) which, when clicked, display a dialog box related to that group.
At any given time, only one tabbed toolbar is visible. When Word is launched, the Home tab is current and the toolbar attached to it is at the top, enabling you to invoke its commands by clicking them. When any other tab is clicked, its toolbar comes to the top and you can use the commands stored on it.
You may minimize the ribbon by clicking the 'Customize Quick Access Toolbar' button located to the right of the 'Quick access Toolbar' and choosing 'Minimize the Ribbon' from the drop-down menu. The Ribbon can also be minimized by double clicking the active tab; clicking any tab of the minimized Ribbon will redisplay it once again.
Office Button
Clicking 'Office' button reveals a drop-down menu showing commands for file operations. These commands are described below in brief.
·
New: When you click this button, the 'New Document' window
comes up displaying three panes. The first pane shows a list of templates
types, the second pane shows the templates available for the template type
selected in the first pane and the third pane shows a preview of the template
selected in second pane. You can start a new document based on a template
selected from amongst these. By default, the blank document template is chosen.
Clicking the Create button starts a new document based on the selected
template. Notice that Word 2007 offers a wide variety of templates from the
Microsoft Office Online.
·
Open: Starts the Open dialog where you can navigate to your
documents folder, select an existing (i.e. previously saved) document and open
it in Word window.
·
Save: Clicking Save button saves the current document if it
has been given a name and saved earlier, otherwise it launches the Save As
dialog.
·
Save As: Opens the Save As dialog. Here you can assign a name to
a new document and save it. You may also rename a document saved earlier and
save it with the new name.
·
Print: This command is used for printing the current
document.
·
Prepare: Clicking
this button opens a menu which provides information regarding the current
document and has commands for preparing it for distribution.
·
Send: You may use this command to email a document or to fax
it via internet.
·
Publish: This command allows you to create a blog post and
publish it.
·
Close: You can close the current document using this button.
However, the Word 2007 program keeps running.
·
Word Options: Opens the Word Options Dialog where you can chose your
preferred settings for display, proofing, saving, language, etc. It also
provides facility for customizing the Ribbon and the Quick access Toolbar.
·
Exit Word: Clicking this option closes the Word 2007 programme
together with all open documents.
Help Button
Located below the Window Controls in the top right corner of Word window, this button brings up the Word Help window.
Rulers
The horizontal ruler is used to set tabs and indent text. You may use the vertical ruler to set vertical location of text in the document. If the rulers are not visible, click the View Ruler button immediately below the Ribbon on the extreme right.
The rulers show measurements in inches or centimeters, depending on the units of measure specified in Word Options.
Tab Selector
Repeated clicking of the Tab Selector shows five tab markers and two indent markers. By choosing the desired tab or indent marker and clicking on the horizontal ruler, you can set tabs or indent text.
Status Bar
On the left hand side, the status bar displays document information such as the current page number and total number of pages, word count, language, proofing error notification, etc. You can customize the information display by right clicking the status bar and and making selections out of the context menu that pops up.
View Buttons
These buttons allow you to use five different document views:
Located below the Window Controls in the top right corner of Word window, this button brings up the Word Help window.
Rulers
The horizontal ruler is used to set tabs and indent text. You may use the vertical ruler to set vertical location of text in the document. If the rulers are not visible, click the View Ruler button immediately below the Ribbon on the extreme right.
The rulers show measurements in inches or centimeters, depending on the units of measure specified in Word Options.
Tab Selector
Repeated clicking of the Tab Selector shows five tab markers and two indent markers. By choosing the desired tab or indent marker and clicking on the horizontal ruler, you can set tabs or indent text.
Status Bar
On the left hand side, the status bar displays document information such as the current page number and total number of pages, word count, language, proofing error notification, etc. You can customize the information display by right clicking the status bar and and making selections out of the context menu that pops up.
View Buttons
These buttons allow you to use five different document views:
·
Print Layout View: This view shows the document as it will look when it is
printed.
·
Full Screen Reading
View: This view shows the document on
full screen to make reading your document more comfortable.
·
Web Layout View: Web Layout view enables you to see your document as it
would appear in a browser such as Firefox or Internet Explorer.
·
Outline View: Outline view displays the document in outline form in
which headings could be displayed without the text. When you move a heading,
the accompanying text will move with it.
·
Draft View: This is the most frequently used view for editing your
document.
Zoom Tools
The Zoom slider lets you zoom out or zoom in the current document. The zoom range is from 10% to 500%. The current zoom level is displayed on the taskbar immediately left of the slider. Clicking the zoom level opens the Zoom dialog where you can specify the desired zoom level.
Vertical & Horizontal Scroll Bars
The vertical scroll bar is located at the extreme right of the Word 2007 window while the horizontal scroll bar is at the bottom of the window just above the status bar. Vertical scroll bar is always visible while the horizontal scroll bar appears only when the document width exceeds the screen width.
The scroll bars let you scroll the document up-down vertically or left-right horizontally. To scroll, you need to click and drag the scroll box showing three vertical/horizontal lines. The document moves in a direction opposite to the movement of the scroll box.
Text Area
Framed between the rulers and the scroll bars is a large area looking like a blank sheet of paper. This is the text area where you type the text of the document. You will see a blinking vertical line in the top left corner. This is the Cursor. The typed characters appear at its location. As a character appears at its location, the cursor moves to its immediate right.
Mouse Pointer
In Word, you use the mouse to choose commands, move around in the document, select and move text, etc. As you move the mouse pointer across the screen, it takes different shapes. It is a right pointing arrow within the left margin of the text area and an I-beam in the rest of the text area. Outside the text area, it takes the shape of a left pointing arrow.
The mouse is used to perform following actions :
The Zoom slider lets you zoom out or zoom in the current document. The zoom range is from 10% to 500%. The current zoom level is displayed on the taskbar immediately left of the slider. Clicking the zoom level opens the Zoom dialog where you can specify the desired zoom level.
Vertical & Horizontal Scroll Bars
The vertical scroll bar is located at the extreme right of the Word 2007 window while the horizontal scroll bar is at the bottom of the window just above the status bar. Vertical scroll bar is always visible while the horizontal scroll bar appears only when the document width exceeds the screen width.
The scroll bars let you scroll the document up-down vertically or left-right horizontally. To scroll, you need to click and drag the scroll box showing three vertical/horizontal lines. The document moves in a direction opposite to the movement of the scroll box.
Text Area
Framed between the rulers and the scroll bars is a large area looking like a blank sheet of paper. This is the text area where you type the text of the document. You will see a blinking vertical line in the top left corner. This is the Cursor. The typed characters appear at its location. As a character appears at its location, the cursor moves to its immediate right.
Mouse Pointer
In Word, you use the mouse to choose commands, move around in the document, select and move text, etc. As you move the mouse pointer across the screen, it takes different shapes. It is a right pointing arrow within the left margin of the text area and an I-beam in the rest of the text area. Outside the text area, it takes the shape of a left pointing arrow.
The mouse is used to perform following actions :
·
Point: Positioning
the mouse pointer on an item.
·
Single click:
Clicking the left mouse button once.
·
Double click:
Clicking the left mouse button twice in quick succession.
·
Triple click:
Clicking the left mouse button thrice in quick succession.
·
Right click:
Clicking the right mouse button once.
·
Drag & Drop:
Pointing to an item, pressing and holding the left mouse button while moving
the pointer to a new location and releasing the mouse button.
4.Explain the use of find and replace in
word 2007?
Ans. You can quickly
search for every occurrence of a specific word or phrase.
1. 
On the Home tab, in the Editing group, click Find. Or press CTRL+F.
On the Home tab, in the Editing group, click Find. Or press CTRL+F.
The Navigation pane opens.
In the Search Document box, type the text
that you want to find.
2. Click a result to see it in your document, or browse through all
the results by clicking the Next Search Result and Previous
Search Result arrows.
Find and replace text
3.
On the Home tab, in the Editing group,
click Replace.
4.
In the Find what box, type the text that you want to search for and
replace.
5.
In the Replace with box, type the replacement text.
6.
Click Find Next, and then do one of the following:
1.
To replace the
highlighted text, click Replace.
2.
To replace all
instances of the text in your document, click Replace All.
3.
To skip this
instance of the text and proceed to the next instance, click Find Next.
5.How can the task of checking spelling, grammar and readability
be accomplished?
Ans: 1) Click on the ‘Review’ tab.
2) In the first
group “Proofing” click on the Spelling & Grammar Button.3) MS Word automatically scans through the document and misspelled words are highlighted.
4) When MS Word finds a misspelled word it will provide suggestions as corrections for this error.
5) Select from this list and then choose either to Change the word or all occurrences of this misspelled word.
6) Sometimes, proper nouns, words not in the custom dictionary or words derived from Indian languages may show up as errors.
7) We can choose to ignore these errors by clicking on the ‘Ignore’ button.
8) We can also add such words to the Dictionary so that they will not show up as errors later.
9) Clicking on the ‘Check Grammar’ Tick box at the bottom of the dialog Box will automatically check the grammar and provide suggestions.
10) On completion of the spelling and grammar check MS Word provides statistics related to the readability of the document.
6. Explain how to insert table in a word document. Also,
explain the table formatting commands.
Ans: There
are different ways a Table can be inserted in a Word 2007 document.
1. When we click on the Table command we see a grid of rows and columns. Clicking and dragging on the required number of rows and columns will insert a table having the desired rows and columns. See picture given alongside.
2. If we require a different number of rows and columns from what is available in the grid we can use the Table -------> Insert Table Command. In the dialog box that comes up enter the desired number of rows and columns and press Enter.
3. Preformatted tables along with sample data can also be inserted in MS Word by using the Table --------> Quick Table Command.
4. A table can also be inserted by using the Draw Table or the Excel Spreadsheet commands.
1. When we click on the Table command we see a grid of rows and columns. Clicking and dragging on the required number of rows and columns will insert a table having the desired rows and columns. See picture given alongside.
2. If we require a different number of rows and columns from what is available in the grid we can use the Table -------> Insert Table Command. In the dialog box that comes up enter the desired number of rows and columns and press Enter.
3. Preformatted tables along with sample data can also be inserted in MS Word by using the Table --------> Quick Table Command.
4. A table can also be inserted by using the Draw Table or the Excel Spreadsheet commands.
