Unit 3 - Digital Documentation
1. 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
2. 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?
Answer – To replace a text in a digital documentation, the user can use the find and replace
function. Ctrl + H or Function Key F5 is the shortcut key of find and replace.
3. 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.
4. Explain the concept of Word Processing.
Answer – A word processor is computer software that allows you to type and work with
text.
It’s a program that allows you to write and view documents.
It is a piece of software or hardware that allows you to create, edit, and print
documents.
You can type text in it, save it electronically, display it on a screen, or edit it by
entering commands and characters before printing it
When compared to other computer applications, word processing is the most
frequent.
The majority of word processors are now used as cloud services.
5. List the various software available for word processing.
Answer – 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
6. Write difference between a text editor and a word processor software. Write the name
of any text editor or word processor available in market.
Answer – 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.
The common word processor available in the market are –
Microsoft Word
Digital Document
WordPad
7. List 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 .
8. Compare the features of manual typewriter, electronic typewriter and word processing
software.
Answer –
Manual Typewriter Electronic Typewriter Word Processing
Modification not possible Modification possible Modification possible
Text cannot cut, copy or
Cut, copy or paste is allowed Cut, copy or paste is allowed
paste in document
You are not allowed to create You are allowed to create You are allowed to create multiple
multiple copies multiple copies copies
pell checking or grammar fSpell
Spell checking or grammar Spell checking or grammar
checking or grammar function is
function is not available function is not available
available
Cannot save the file You can save the file You can save the file
9. Explain the different views to display a document.
Answer –
Print layout – This view shows a document on the screen in the same format as it will
appear when printed. Margins, page breaks, headers and footers, and watermarks
are all visible.
Full Screen – This view shows as much of the document’s content as the screen will
allow at a size that is pleasant to read.
10. What are the various methods for selecting the text in a document? Give the steps to
select a paragraph.
Answer – The following ways can be used to select a text, line, or paragraph in a document:
Shortcut key – Click anywhere in the document and press Ctrl + A to select all of the
text.
Click and drag – Clicking and dragging the mouse in any direction is the most popular
approach to selecting text in a document.
Double Click – You can also choose a single word or line by double-clicking on it.
Shift + Arrow – Hold down the [Shift] key while pressing the right and left arrow keys,
as well as the up and down arrow keys, to move one character or one line at a time.
Triple Click – You can select a paragraph using triple-click in LibreOffice.
11. What are the special characters? How can you insert them in a document?
Answer – Many time we required to use a special characters in LibreOffice for example #, @,
*, _, €,,, £ . The keyboard has a limited space for keys and symbols. Most signs and symbols
you can insert in document using the following methods.
Step 1 – Create a new document
Step 2 – Select the special character option from the Insert menu
Step 3 – Insert the special character in the document using click option
12. How will you count the total words of a document?
Answer – When you type a word in a document, LibreOffice Writer counts the number of
pages and words for you. The page number and text are displayed in the document’s status
bar.
13. What are the various menu of Writer GUI?
Answer – File, Edit, View, and Insert are the most frequent GUI menus. The menus are set up
in such a way that the commands that are related are grouped together. E.g. Open, saving,
and closing, will always be available from the file menu.
14. 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?
Answer – Documents can be opened, created, and saved. All common file types are well-
supported by Writer. Writer utilizes the ODF format, which has the file extension .odt, by
default.
You can save the document in Microsoft Word using following steps –
Step 1 – Click on file
Step 2 – Open Save dialog box
Step 3 – Write a file name
Step 4 – Click on Save
15. What is the importance of password in the document? How will you protect the
document using password in Writer?
Answer – 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.
16. Explain Mail Merge.
Answer – 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.
17. What is mail merge? Write down the steps to create mailing labels to paste on
wedding cards.
Answer – LibreOffice provides Mail merge facilities to the users, that allows you to combine
mail and letters for mass mailings from a single email address. It is a function of word
processing that allows fixed content to be sent to several users at the same time.
The steps for inserting Mail Merge is –
Step 1 – Go to the mailings tab and select the start mail merge option.
Step 2 – Select the step-by-step mail merging wizard from the drop-down menu.
Step 3 – Select the type of documentation and then click Next.
Step 4 – Select Recipients from the drop-down menu.
Step 5 – Choose Type a New List from the drop-down menu and click Create.
Step 6 – Create a custom field and write the letter. To add an address, click the
address block.
Step 7 – Select Greeting line from the Enter menu.
18. 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.
19. 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
20. What are the advantages of table? Prepare your report card of Class VIII in table
format.
Answer – The most significant advantage of including a table is that it provides a visual
grouping of data. The advantage of table is –
It is a set of data that is consistent and uniform.
An easy method for formatting in a professional manner.
It is possible to add data to it in the form of rows and columns.
Easily you can update the data in a tabular format.
