Microsoft Word Questions and Answers

Q1- What us a Word Processor? Write any five important features of a Word Processor. 

Ans:- A Word processor is application software, which is capable of creating, editing, saving and printing documents. It is much advanced than a text editor. Some of the important of a Word Processor are as follows:

i) Ease And  Speed:- A Word processor provides an easy and fast way to type text.

ii) Editing Features:- Using a Word processor, you can apply editing operations to the text, such as copying, moving, and deleting. 

iii) Formatting Features:- It provides various formatting features, such as, Boldface, Italics, Underlining, Font Color and WordArt, etc.

iv) Storage Features:- It stores all your documents for future use, which can be retrieved whenever you want. 

v) Graphics Features:- You can add pictures, drawings, and charts, etc., to your documents, which help in enhancing the overall presentation of a document.   

Q2- Explain the parts of Ribbon. 

Ans- The Ribbon is divided into three sections:

i) Tabs:- They are designed to be more task oriented. Tabs are quite similar to the drop-down menu. Clicking on a tab displays the related groups of commands. 

ii) Groups:- Each tab gas several groups that show related commands.

iii) Commands:- A command is a button, clicking on which a certain action could be performed. 

Q3- List the three different ways of creating a blank document in MS Word.

Ans- In Word, you can create a blank document in three ways:

i) Click the Office Button and select New option.

ii) Press Ctrl+N Key combination.

iii) Click the New button located on the Quick Access Toolbar.

Q4- Compare the application of Enter Key with the Word Wrap feature.

Ans- Unlike a traditional text editor, if the text does not fit in a line, the Word automatically shifts it to the next line and fits the typed text within the specified left and right margins. This feature us called Word Wrap. On the contrary, the Enter key is used to place the text in a new line, to mark the end of a paragraph, and to leave a blank lime in between two paragraphs.

Q5- What are the formatting marks? Explain the different formatting marks that we use.

Ans- Formatting marks are some special characters which mark the places in the text document where you have pressed those keys.

These are also known as non-printing characters as they do not appear on the paper while a document is printed. Word offers the feature of displaying those keys. You can view the Formatting marks by clicking on Home tab>Paragraph group>Show/Hide button. You will observe the formatting marks on your document wherever you press the corresponding keys.

Some of the formatting marks are:

i) Space Mark (.): Dots (.) show how many times the Spacebar key has been used between each word. 

ii) Paragraph Mark (ll): This character represents the position where the Enter Key is used.  

iii) Line Break ( ): This character represents the position where you have used Shift+Enter key combination to mark the end of a line. 

iv) Tab Mark ( ): This character represents the position where you have pressed the Tab key to mark the Tab stops.

Q6- Differentiate between copying and moving a piece of text? 

Ans- Copying text means to copy the selected text to another location without deleting it from its original place. Moving text means cutting the selected text from its original place and pasting it to a new location.

Q7- What do you understand by the term Clipboard?

Ans- Clipboard is a temporary storage location that can be used for short-term data storage and/or transfer operations between documents or applications via copy-paste operation. 

Q8- What do you mean by Formatting? Name the types of Formatting available in MS Word.

Ans- Formatting means arranging the general appearance of text in a document. By applying various formatting effects on a document or text you can enhance its look. Formatting includes changing font, its size, highlighting certain words, line spacing, changing case, setting tabs and margins, bulleted or numbered lists, etc. 

There are three types of formatting as follows:

i) Character Formatting 

ii) Paragraph Formatting 

iii) Page Formatting

Q9- What do yo mean by Text alignment? What are the two categories of Text alignment?

Ans- Text alignment refers to the positioning of text alignment before you begin typing. You can also select an entire document, and then change the alignment of the text. 

There are two categories of text alignment:

i) Text Alignment 

ii) Horizontal Vertical

Q10-What are Header and Footer? Why do we need them?

Ans- Header and Footer are those little identifiers that run across the top and bottom of the document respectively. They include information, such as page numbers, date, title of a book/chapters, author's name and slide show theme, etc. They can also be modified later. Header and Footer are used whenever you need to repeat certain text or graphics on each page. Generally, they contain information, like page number, data, Title of book/chapter, author's name etc.

Q11- Define the term Tab Stops. 

Ans- Tab Stops are the predefined text position on the ruler bar that are used to indent a paragraph or a line, Pressing a tab key hops over to the next tab stop and inserts a character in the document.

Q12. What do you understand by Line Spacing? Explain the most commonly used Line Spacing options. 

Ans- Line spacing refers to the vertical distance between consecutive lines of text.

The most commonly used Line Spacing options are:

i) Single: This line, plus a small amount of extra space. The amount of extra space varies depending on the font that is used. 

ii) 1.5 lines: This option is one-and-one-half times more than of single line spacing. 

iii) Double: This option is twice than that of single line spacing.

Q13- Explain the concept of Horizontal text alignment and types.

Ans- When you align the text with respect to left and right margins, it is called Horizontal text alignment. The text alignments that you generally use fall under this alignment present in the paragraph group on the Home tab:

i) Align Text Left: This is the default alignment of text in a document. The text is aligned along the left margin. while leaving a little space towards the right margin. 

ii) Align Text Right: The text is aligned along the right margin while leaving a little space towards the left margin. This alignment is mostly used to put dates on letterheads. 

iii) Center: The text is aligned centrally between the left and the right margin. It is mostly used for titles. 

iv) Justify: The text is aligned evenly between the left and the right margin. 

Q14- How are Indents different from Margins?

Ans- Margin and Indents are often confused as similar features of MS Word. However, their functioning is entirely different from one another.    

1. Margins are the space between the text and the edge of the page. Whereas Indents determine the space between the text and the margin.
2. Margins are set for the entire document, but Indent setting is used particularly for a line or a paragraph with margin.
3. Margins are the part of page formatting, and Indents are part of Paragraph formatting. 

Q15- Write the steps to insert a symbol in a document.

Ans- To insert a symbol in a document-

1. Place the cursor at the position where the symbol is to be added.
2. Select the Symbol button in the Symbols group on the Insert tab.
3. Select the desired symbol from the drop-down menu.
4. The selected symbol will appear on the document.

Q16- Define the term utility Explain the Find and Replace Utility.

Ans- Utility is feature within application software that help to perform a specific with ease .

Find and replace utility is  one of the very useful utilities of office suite. It make searching certain word (s) in a large document very convenient. These feature automates the process of search as well as  replacement of the text.

Q17- What do red green, and blue wavy lines as they appear under the text, signify in MS word?

Ans- MS  Word has inbuilt dictionary and a set of grammatical rules to check to spellings and grammar of the text document. Word program helps you to spot the errors by indicating them some specific mark .

A green wavy line  indicates  grammatical error.

A blue wavy line refers to a contextual spelling error.

Q18- How is thesaurus different form a dictionary? Explain a method to replace word with its synonym?

Ans- A thesaurus is a reference work that lists word grouped together according to similarity of meaning . It contains the list of synonyms of a word. On the contrary, a dictionary contains the definition and pronunciation of  of a particular word. 

To replace a word with it synonyms:

1. Select the word 

2. Click on the Review tab . Select Thesaurus command in the proofing group.

3. Click the drop - down arrow next to the most Suitable synonym in the Research pane 

5. Select Insert option.

Q19- Define the term shapes  in MS Word . Explain the steps to insert a shape in a document.

Ans- Shapes is a drawing feature that helps in drawing different shapes, like starts, banners, callouts, etc. Inserting shapes in a text document make it attractive. To insert a shape. 

1. Click on the Shapes buttons on the Insert tab. 

2. Select the desired shapes form the drop - down list.

3. The pointer change into cross hair symbol. Drag it on the Work Area.

Q20- What do you understand by grouping multiple objects?

Ans- Grouping object means making objects behave as single unit. The feature is mainly used in a situation where a large object is made using multiple small object.

Q21- What is a list? Explain the step to create a bulleted or  a numbered list.

Ans- A list is a number  of connected items names or sentence written or printed consecutively. one below the other. 

To create a bulleted  or numbered list: 

1. Click on Bullets or numbered  command buttons  on the Home tab.

2. Select the desired style form  the drop-down list.

3. The selected bullet or number style will appear in the document. 

Q22- Define the term. Describe a method to insert a table in a document. 

Ans- A table is an organised arrangement of text in the form of rows and columns. It is an effective way to present a large amount of information. MS Word provides different method to insert a table in a document. One of the methods is as follows:

1. Click on the insert tab. Select the Table button in the Table group. 
2. Select the desired number of columns and row in the Insert Table dialog box. Click OK.
3. Select the Insert Table option form the drop- down menu. 
4. The table with defined settings will be inserted.

Q23- Distinguish between Marge cells and Split Cells feature.

Ans- Marge Cells feature offers you to combine the multiple adjacent cells into a single cell. However, the Split Cells feature is just the reverse. It divides the cell(s) further into separate cells.

Q24- What are the main components of Mail Merge Process?

Ans- The steps are: 

1. Creating the Main Text Document.
2. Creating Data Source. 
3. Creating a merged document using the Main Text Document and Data Source.

Q25- What are the advantages of print Preview feature?

Ans- Print preview feature facilitates you to have an overall look of a document before sending  it to print. The merits of print preview feature are. 

1. It help you to check whether the text fall within the page margins or not.
2. It lets you to preview the overall formatting of a document.

Q26- What is a mail merge facility? Explain.

Ans- Sometimes, you face such situation when you need to send document containing similar text to a large number of people. For Example, a school wants to send invitation letters to parents requesting them to attend the Annual Sports Day or Science Exhibition. The general layout of all letters is the same . The letters  vary form one another only in terms of the Recipient's name and his/ her address. MS Word provides useful feature to create and print:

1. Multiple copies of a document to send a list of recipients:
2. Mailing labels.
3. Envelopes 

All these facilities, though different in application, are  based around the of a Data source, form which a document extract the  required information.