Word Processing Notes
Computer Applciations in Business Notes
B.Com 3rd Sem CBCS Pattern
1. What is meant by word processing ? What are its features?2012
Ans: Word processing refers generally to the creation, editing, formatting, storage, and output of both printed and online or electronic documents. Word processing is undoubtedly the most-used business application for personal computers, perhaps alongside World Wide Web browsers and electronic-mail (e-mail) applications.
Word-processing software includes basic applications designed for casual business or home users and powerful, advanced applications capable of meeting the most-demanding needs of businesses. Many word-processing applications are designed for use as part of a suite or integrated group of word-processing, spreadsheet, and presentation programs. For example, Microsoft Word, probably the most widely used word-processing software, is part of the Microsoft Office suite, which includes Microsoft’s PowerPoint presentation program and Excel spreadsheet program.
Features of MS-word or Word processing
The main features are:
a) We can create professional documents fast using custom templates.
b) We easily manage large documents using various features like the ability to create table of contents, index, and cross-references.
c) We can easily add, remove and copy text in a word file.
d) We can work on multiple documents simultaneously.
e) We can easily condut spelling and grammar check.
f) With the help of mail merge, we can quickly send the same information to a large number of people. The maid body of the letter can be typed once and we can send the same to different addresses.
g) AutoCorrect and AutoFormat features catch typographical errors automatically and allow us to use predefined shortcuts and typing patterns to quickly format our documents.
h) The print zoom facility scales a document on different paper sizes, and allows you to print out multiple pages on a single sheet of paper.
i) We can export and save our word documents in PDF, XML and XPS file format.
2. Cutting, copying and Pasting 2012
Ans:
a) Cutting: Select the word and press Ctrl+X to cut or alternatively right click on the word and select cut.
b) Copying: Select the word and press Ctrl+C to copy or alternatively right click on the word and select copy.
c) Pasting: Copy or cut the word/line and right click on the place of document where you want to paste and select Paste or alternatively press Ctrl+V.
3. Using Bullets and Numbering in a document 2012
Ans: Choose a new bullet or numbering format:
a) Click a bullet or number in the list that you want to change.
b) On the Home tab, under Paragraph, click the arrow next to Bullets or Numbering.
c) Click the bullet or numbering list format that you want in the Bullet Library or the Numbering Library.
4. Justification of Text 2012
Ans: Alignment determines the appearance and orientation of the edges of the paragraph: left-aligned text, right-aligned text, centered text, or justified text, which is aligned evenly along the left and right margins. For example, in a paragraph that is left-aligned (the most common alignment), the left edge of the paragraph is flush with the left margin. Vertical alignment determines the position of the text within a section of a document relative to the top and bottom margins, and is often used to create a cover page.
Steps in Justification:
a) Select the text that you want to align.
b) On the Hometab, in the Paragraphgroup, click Align Left  or Align Right or Justify .
5. Inserting header and footer 2013
Ans: Steps to insert header and footer:
a) From the main menu, Select Insert
b) Click either Header or Footer
c) From the drop-down menu, select Blankto insert a blank header or footer, or choose one of the built-in options.
d) When you’re finished, click Close Header and Footerin the Designtab, or hit the Esc
6. Changing the case of a particular word. 2014
Ans: Steps to Change the case of a particular word:
a) Select the word which you want to change the case.
b) Go to Home Menu, and Select Change Case – Symbol (Aa)
c) select Sentence case, Lower Case or Upper case which you need.
d) Using bullets and numbering
7. What is meant by protecting a document and how can it be done in MS-Word? 2015
Ans: Protecting a document means setting password for a document to prevent unauthorized access to the document. To set a password the following steps is to be followed:
a) Click the Microsoft Office Button 
, and then click Save As.
b) Click Tools, and then click General Options.
c) Do one or both of the following:
-If you want reviewers to enter a password before they can view the document, type a password in the Password to open
-If you want reviewers to enter a password before they can save changes to the document, type a password in the Password to modify
8. Differentiate between copy-paste and cut-paste. 2015
Ans: Cut/Copy and Paste are computing basics, giving you the capacity to alter rapidly and effortlessly. Since it is such an essential yet imperative skill, a large number of you definitely know the drill. Cut and paste remove text or objects from the first area to move it somewhere else. COPY and paste the first set up while you copy it to another area.
9. Printing odd or even pages in a document. 2016
Ans: Steps to print a particular page in a document:
a) Open the document which is to be printed
b) Click on the MS-Word icon and select print or alternatively press Ctrl+P.
c) Select the page range, select all.
d) Select from print what – Document and print – odd or even pages.
10. Inserting a picture in a document. 2016
Ans: Steps to insert picture in a document:
a) Open the Word document that you want to insert a photo
b) Click the place in your document where you want the picture to appear.
c) Access the “Insert Picture” dialog box.
d) Browse to the photoyou want to insert.
e) Click the file, then click “Insert.”
f) Modify the picture as necessary.
11. Changing a sentence into toggle case. 2016
Ans: Steps to Change the case of a particular word:
a) Select the word which you want to change the case.
b) Go to Home Menu, and Select Change Case – Symbol (Aa)
c) Select toggle case
12. Find and replace a text in a document. 2014, 2016, 2017
Ans: MS-Word “Find and Replace” feature will search an entire document or selected area for your specified text. MS-Word also offer a “Replace” function. The “Replace” function allows you to find and replace text based on entered values or the contents of another cell.
Find and Replace Feature:
a) Select the area which is to be search. No selection is necessary if whole document is to be selected.
b) Hold the “Ctrl-H” keys to open the “Find and Replace” window.
c) Enter the text you wish to find or replace in the “Find What” field.
d) Enter the text you wish to use for replacement in the “Replace With” field.
e) Click “Replace All” to find and replace each instance of the text part located in the selected cells or entire sheet. Alternatively, click “Replace” to find and replace the first instance of the text in your currently selected cell. Click “Close” when completed.
f) Alternatively, Find and replace button is also selected from Home tab.
13. Insert a table with 5 nos. of rows and 4 nos. of columns. 2013, 2017
Ans: In MS-Word, we can insert table by choosing from a selection of preformatted tables — complete with sample data — or by selecting the number of rows and columns that you want. You can insert a table into a document, or you can insert one table into another table to create a more complex table.
Steps to insert a table:
a) Click where you want to insert a table.
b) On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the number of rows and columns that you want. In the given questions we have to select 5 rows and 4 columns.
Draw a table: You can draw a complex table — for example, one that contains cells of different heights or a varying number of columns per row.
a) Click where you want to create the table.
b) On the Insert tab, in the Tables group, click Table, and then click Draw Table.
c) To define the outer table boundaries, draw a rectangle. Then draw the column lines and row lines inside the rectangle.
14. Insert only the even/odd page numbers in a document in the bottom. 2017
Ans: You want to format the headers so that when you open the brochure, page numbers on odd-numbered pages appear on the right, and page numbers on even-numbered pages appear on the left. Follow these steps to add odd and even page headers to your Word documents:
a) Click anywhere on page 1.
b) On the Insert tab, click Header in the Header & Footer group.
c) Click Austere (Odd Page) or any Header formatted for odd pages.
d) Under Header & Footer Tools, click the Design tab and then click to select the Different Odd & Even Pages check box in the Options group.
e) Click the Next Section button in the Navigation group.
f) Click Header in the Header & Footer group.
g) Click Austere (Even Page).
If your document already has a header that is not formatted for odd and even pages, you don’t have to delete it and start over. You can simply convert it to an odd/even format by following these steps:
a) Double-click the header area in your document.
b) Under Header & Footer Tools, click the Design tab, and then select the Different Odd & Even Pages check box in the Options group.
c) Click the Next Section button in the Navigation group.
d) Click Header in the Header & Footer group.
e) Click Austere (Even Page) or any Header formatted for even pages.
15. How can spell check be performed in MS-Word? 2013, 2015, 2018
Ans: MS-Word will underline words with red line if it believes there is a spelling error and will underline words green line whose structure it believes to be grammatically incorrect. To check spelling automatically, the user must enable automatic grammar and spelling check.
Steps:
a) Click Microsoft office Button
b) Click Word Option (last Line)
c) Then Select Proofing and select auto correct option
d) If you want to check the whole file at a time, then click on the review button from the main menu and select spelling & grammar to check the whole document at a time.
16. How can bullets and numbers be inserted for a piece of text? 2018
Ans: Word can automatically create bulleted and numbered lists as you type if Automatic bulleted lists check box and the Automatic numbered lists check box are checked, or you can quickly add bullets or numbers to existing lines of text.
Steps:
a) Type * (asterisk) to start a bulleted list or to start a numbered list, and then press SPACEBAR or the TAB key.
b) Type any text that you want.
c) Press ENTER to add the next list item.
d) Word automatically inserts the next bullet or number.
e) To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the list.
If bullets and numbering do not begin automatically
a) Click the Microsoft Office Button , and then click Word Options.
b) Click Proofing.
c) Click AutoCorrect Options, and then click the AutoFormat As You Type
d) Under Apply as you type, select the Automatic bulleted lists check box and the Automatic numbered lists check box.
Add bullets or numbering to a list
a) Select the items that you want to add bullets or numbering to.
b) On the Home tab, in the Paragraph group, click Bullets or Numbering
17. What is mail merge and what are its benefits? How can the main document and the data source be created for the mail merge process in MS-Word? 2015, 2018
Ans: Mail merge is a specific feature of MS-Word, which enables users to send a similar email or document to more than one recipient at a time. It enables connecting a single form template with a data source that contains information about the recipient’s name, address and other predefined and supported data.
Benefits of Mail Merge: With the help of mail merge feature, one mail is sent to more than one recipient at a time which saves times and efforts. It simplified producing mass mailing.
Steps in Mail Merge:
a) In a blank Microsoft Word document, click on the Mailingstab, and in the Start Mail Mergegroup, click Start Mail Merge.
b) Click Step-by-Step Mail Merge Wizard.
c) Select your document type. (Letters, E-mail, Envelopes, Labels, Directory etc.)
d) Select the starting document. Select Use the current documentand then click Next: Select recipients.
e) Create new list of recipients by adding address list of various recipients or select from outlook contacts or type a new list. Selecting Edit recipient listopens up the Mail Merge Recipientsdialog box, where you can edit the list and select or unselect records. Click OK to accept the list as is.
f) Then Click Next: Write your letter.
g) Click Address blockto add the recipients’ addresses at the top of the document. In the Insert Address Blockdialog box, check or uncheck boxes and select options on the left until the address appears the way you want it to.
h) Then, Preview your letter and click Next: Complete the merge.
18. How can we print a document in MS Word
Ans: Printing a Document: To print a document or selected pages follow the steps given below:
a) Open the document to be printed.
b) Choose Office Button Print command on the menu bar. The Print dialog box will open. Select the Options like print range, Number of copes, Printer name etc.
c) See that printer is switched on and the paper is available in the printer tray.
d) Click OK.
Printing a Document on a Different Paper Size
You might have created a document using some selected paper size. You may want to print that document in a different paper size or multiple pages in a single sheet of paper without disturbing the general format. You can do it using Zoom feature in Print dialog box. Follow the steps given below to resize your document to fit into a new paper size. If you want to print a document in a different paper size, follow the steps given below:
a) Open the document to be printed.
b) Choose Office Button Print command on the menu bar. The Print dialog box will open. Select the Options like print range, Number of copes, Printer name etc.
c) See that printer is switched on and the paper is available in the printer tray.
d) Select the appropriate paper size in Scale to paper size under Zoom in Print dialog box.
e) Click OK.
Printing a Document’s Multiple Pages in a Single Sheet of Paper
If you want to print multiple pages of a document in a single sheet of paper, follow the steps given below:
a) Open the document to be printed.
b) Choose Office Button Print command on the menu bar. The Print dialog box will open.
c) Select the Options like print range, Number of copies, Printer name etc.
d) See that printer is switched on and the paper is available in the printer tray.
e) Select the appropriate paper size in Pages per sheet under Zoom in Print dialog box.
f) Click Ok
19. Printing a particular page of a document: 2014
Ans: Steps to print a particular page in a document:
a) Open the document which is to be printed.
b) Click on the MS-Word icon and select print or alternatively press Ctrl+P.
c) Select the page range, Current page.