DIGITAL DOCUMENTATION
Q.1. What is a word processor?
Ans: A word processor is an application software which is used for creating, storing and
printing documents.
Q.2. What are the features of Word Process?
Answer – The following are some of the features offered by major word processors.
Select and move text from one place in the document to another
Copy the text to other places inside the document
Move or copy a selected text from one document to any other document
Change the font size and style of the document’s text
Format paragraphs and pages
Check spelling and grammar
Create a table and change the size of chosen rows, columns, or cells
Combine one or more documents
Print the specified text or selected pages of the document
Insert photos or graphs into the document
Q.3. What is Word Processing? Name some Word Processing software.
Ans. Word processing is creating or editing a document using a word processor, such as
Microsoft Word, Google Docs, or OpenOffice [Link] Processors are used to write
documents such as articles, letter, resume, report, poem and also making posters. They
can help to:-
1. Correct any spelling mistakes
2. Edit the document
3. Print the document
4. Change the appearance of different portions of the document
5. Insert header & footer, page numbers, pictures or images in the document
[Link] information in a tabular form and many more
Some of the most popular Word Processing software are:-
Open Office Writer , MS-Word , Note pad , Google Documents
Q.4 Write the short cuts for the following:-
Create a New Document:- Ctrl +N
Save a Document:- Ctrl + S
Open a Document:- Ctrl + O
Close a Document:- Alt + F4
Q.5 What is the difference between Save and Save As Option available in MSWord?
A. If we save a file using File Menu -> Save, the previous file is overwritten and new
changes will reflect in the existing file [Link] if we save a file using File Menu -> Save
As, the previous file will not be replaced and a new file will be created with a new name.
Q.6 What is GUI(graphical user interface)?
A. GUI is a type of user interface that allows users to interact with electronic devices
using images rather than text commands. This type of interface have graphical symbols
or icon in the Ribbon.
Q.7 Name the Eight tabs and their groups.
Home Tab:- Clipboard, Font, Paragraph, Styles, Editing
Insert:- Pages, Tables, Illustrations, Links, Header & Footer, Text
Page Layout:- Themes, Page Setup, Page Background, Paragraph arrange
References:- Table of Contents, Footnotes, Citations, & Bibilography, Captions,Index,
Table of Authorities
Mailings:- Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review:- Proofing, Comments, Tracking, Changes, Compare, Protect
View:- Document View, Show/Hide, Zoom, Window, Macros.
Q.8 What are the two types of Page Orientation? How do we change the page
orientation?
A. The Two types of Page orientation are:-
1. Portrait:- means that the page is taller than it is wider.
2. Landscape:- means that the page wider than it is taller.
Steps to change the page orientation:-
1. Click on Page Layout tab
2. Click on the Orientation button. This will give you two options: Portrait and
Landscape.
3. To change the orientation, click on the desired orientation icon.
Q.9. What is Print Preview? Write steps to check Print Preview.
A. Print Preview enables you to see what the document will look like when it is printed.
Steps to check Print Preview:-
1. Select File-> Print-> Print Preview option.
2. A Print Preview tab opens. A sample Print Preview of the page displays.
Q.10. What are tabs? How do we set tabs?
A. Tabs are often used to format documents. Different types of tabs are:-
1. A Left Tab stop – sets the start position of text that will then run to the right as you
type.
2. A Centre Tab stop – sets the position of the middle of the text. The text centers on this
position as you type.
3. A Right Tab stop – sets the right end of the text. As you type the text moves left.
To set Tabs, do the following:-
1. Click the tab selector at the left end of the ruler until it displays the type of tab that you
want.
2. Click the ruler at the location you want.
Q.11. List the various software available for word processing.
The various word processing software are –
Microsoft Word
WordPad
Lotus Word Pro
Open Office Writer
LibreOffice Writer
Apple Work (Mac computers only)
Word Perfect (Windows computer only)
Google Doc
[Link] difference between a text editor and a word processor software.
A word processor is a kind of text editor with greater features. The main purpose of a
text editor is to write and modify text. Word processors provide a different type of
faculty like copy, cut, paste, undo, and redo.
A word processor allows you to modify text as well as do additional functions like text
formatting, inserting images, headers and footers, table, list etc.
[Link] the various components of LibreOffice suite. Explain each component in
one line.
Answer – Libre office suite includes the following components:
Writer (Word processor) – This program is used to write letters, books, blogs,
and reports.
Calc (Spreadsheet) – is a program that is used to perform mathematical
calculations.
Impress (Presentation) – it allows you to use multimedia. It has a drawing tool as
well as special effect animation.
Draw (vector graphics) – is a vector drawing tool that can create anything from a
simple diagram or flowchart to a complex diagram or flowchart.
Base (Database) – It allows us to change forms, reports, and queries, as well as
establish a relationship.
Math (formula editor) – It can produce complex equations as well as characters .
Q14. Explain Mail Merge.
A mail merge is a method of personalizing a message you’ve written and sending it to
a large group of people, giving the impression that you prepared the letter specifically
for them.
Q.15. Which two documents are essential for mail merge?
Answer – The following two documents are required for Mail Merge.
Data Source – This is usually a list of names, phone numbers, and addresses to
merge. This is the structured representation of the bulk data. This might be in the
form of an excel spreadsheet.
Main Document – This is the template or main document. This template
placeholder contains or embed the data from the data source.
Q16. What are the advantages of Mail Merge?
Answer – Advantages of mail merge are –
It’s simple to send the same mail to a big group of recipients using the Mail
Merge tool.
We don’t have to type each recipient’s name separately in each letter when we
use Mail Merge.
It’s one of the most efficient ways to mass-produce hundreds of personalized
letters in a short amount of time.
It is simple to amend the letter because any change made in the main letter will
be reflected in all other recipients’ letters.
Q17. Give examples of databases in which the Data Source can be created.
Answer – Any database that supports Open Database Connectivity (ODBC) can be
utilized as a data source. They can also be made in spreadsheets using Excel, or other
similar software.
For example –
Spreadsheet
Text file
CSV file
OpenOffice base or Access
Q18. What is Subscript, Superscript?
Subscript – to make the selected text lower than the normal text position.
Superscript – to make the selected text higher than the normal text position.
Q19. What is Text Wrapping?
Text Wrapping enables you to surround a picture with text. The text wraps around
the graphic or a picture.
Q20. What is the importance of password in the document? How will you protect
the document using password in Writer?
The password is essential for effective authorization in the document. By offering
security to the users, we can safeguard the document using a password. Only authorized
users can use the password option to access their documents.
We can protect our sensitive documents with the aid of passwords. We can protect any
document with the help of password using a variety of technologies. The password
ensures that data is kept safe. To avoid being hacked.