Computer Class 8 Chapter-3

 Advanced Features of MS Word

Multiple Choice Questions (MCQs)

1. By default, new Word workbooks do not have:

• (a) Pages
• (b) Text
• (c) Headers or Footers
• (d) Images
  Answer: (c) Headers or Footers

2. Which tab in MS-Word contains the Header and Footer option?

• (a) Home
• (b) Insert
• (c) Page Layout
• (d) View
  Answer: (b) Insert

3. Mail Merge is used to create:

• (a) Form letters
• (b) Mailing labels
• (c) Envelopes
• (d) All of the above
  Answer: (d) All of the above

4. In Mail Merge, the data source is typically an:

• (a) Word document
• (b) Excel workbook
• (c) PowerPoint presentation
• (d) PDF file
  Answer: (b) Excel workbook

5. Which of the following is NOT a type of hyperlink you can insert?

• (a) Link to a website
• (b) Link to an existing file
• (c) Link to a location in the current document
• (d) Link to a printer
  Answer: (d) Link to a printer

6. A Drop Cap is a:

• (a) Small letter at the end of a paragraph
• (b) Large capital letter at the beginning of a text block
• (c) Special font style
• (d) A type of header
  Answer: (b) Large capital letter at the beginning of a text block

7. To remove columns from a document, you click the Columns command and select:

• (a) Two
• (b) Three
• (c) One
• (d) None
  Answer: (c) One

8. Which tab contains the Macros option?

• (a) Insert
• (b) Page Layout
• (c) View
• (d) Mailing
  Answer: (c) View

Fill in the Blanks

1. A ________ is the information that appears at the top of each printed page. (Header)
2. The main document in Mail Merge is linked to the data source by common fields of data, called ________. (Merge fields)
3. To start the Mail Merge Wizard, you click the ________ tab and select Step by Step Mail Merge Wizard. (Mailing)
4. A macro is a recorded set of ________ or commands. (Keystrokes)
5. Hyperlinks in a Word document appear in ________ color and are underlined. (Blue)

True or False

1. You can only add a header, not a footer, in a Word document. (False)
2. In Mail Merge, Step 1 is to select the type of document you want to create. (True)
3. You cannot edit a header once it has been inserted. (False)
4. Columns are commonly used in newspapers and magazines. (True)
5. A macro can only be used to change font size, nothing else. (False)

Differentiate Between

1. Header and Footer

Header	Footer
Appears at the top of each printed page.	Appears at the bottom of each printed page.
Used for information like document title, chapter name, or company logo.	Used for information like page numbers, date, or document author.

2. Hyperlink and Macro

Hyperlink	Macro
Used to jump to a new document, a location in the current document, or a website.	Used to automate repetitive tasks and actions.
When clicked, it navigates to the linked location.	When run (clicked), it performs a series of recorded commands.
Typically appears as blue, underlined text or an image.	Appears as an icon on the Quick Access Toolbar or can be assigned to a button/keyboard shortcut.

 Application-Based Questions

1. You have to send an invitation letter for the annual day function to 50 parents. Which feature of MS-Word will you use to create personalized letters for each parent without typing each one separately? Explain briefly.
Answer: You would use the Mail Merge feature. You would create a main document (the invitation letter) and a data source (an Excel workbook containing the parents' names and addresses). By linking the main document to the data source using merge fields, Word will automatically generate 50 personalized letters, each with the correct parent's name and address.

2. You need to print 50 envelopes with different addresses for your school's alumni meet. How will you do this using MS-Word?
Answer: To print envelopes with different addresses, you would use the Mail Merge feature. You would:

1. Create a data source (like an Excel list) with all the alumni addresses.
2. Start the Mail Merge Wizard and select "Envelopes" as the document type.
3. Use the "Use an existing list" option to select your address list.
4. Insert merge fields (like First_Name, Last_Name, Address) on the envelope.
5. Preview the results and then print the envelopes.

3. You find yourself repeatedly changing the font of selected text to "Calibri", size 14, and making it bold. How can you make this process faster?
Answer: You can use the Macro feature. You would:

1. Go to the View tab, click on Macros, and select "Record Macro."
2. Give the macro a name (like Format_Calibri_14_Bold).
3. Perform the steps: change the font to Calibri, size to 14, and click Bold.
4. Stop recording.
5. Now, whenever you need to format text this way, you can just click the macro icon on your Quick Access Toolbar to apply all the formatting automatically.

4. You are writing a report and want to add the page number at the bottom of every page and the document title at the top of every page. How will you do this?
Answer: You would use the Header and Footer feature.

1. Click the Insert tab.
2. To add the document title at the top, click Header and select a style. Type the document title in the header.
3. To add the page number at the bottom, click Footer and select a style that includes a page number, or click Page Number in the Header & Footer group and choose a position.
4. Close the Header and Footer to return to the document.

Short and Long Questions with Answers

Short-Answer Questions

1. Define header and footer.

Answer: A header is text that appears at the top of every page of a document. A footer is text that appears at the bottom of every page. Page numbers, dates, document titles, and other information can be placed in a header or footer.

 

2. Define Mail Merge.

Answer: Mail Merge is an MS Word feature used to create many copies of the same letter, notice, label, or email with different names and addresses. It uses a Main Document and a Data Source containing the variable information.

 

3. Define Macro.

Answer: A Macro is a recorded set of commands or instructions. When it is run, it automatically performs a task or a series of tasks that would otherwise have to be repeated manually.

 

4. Define hyperlink.

Answer: A hyperlink is a link attached to text, a picture, or another object. When clicked, it opens a webpage, file, document, email address, or another location in the same document.

 

(a) Define header and footer
Answer: A header is the information that appears at the top of each printed page, and a footer is the information that appears at the bottom of each printed page.

(b) Define mail merge
Answer: Mail merge is a very important tool which allows you to create form letters, mailing labels, and envelopes by linking a main document to a set of data or data source. The main document is linked to the data source by common fields of data, called merge fields.

(c) Define Macro
Answer: A macro is a feature that allows you to record keystrokes or commands so that things you find yourself doing over and over again can be done automatically with just one click.

(d) Define hyperlink
Answer: A hyperlink is a word, phrase, or image that you can click on to jump to a new document or a new section within the current document. Hypertext is text with hyperlinks.

 

Long-Answer Questions

1. How do you insert a header or footer in Word?

Answer: Follow these steps to insert a header or footer in MS Word:

1. Open the document in MS Word.
2. Click the Insert tab.
3. In the Header & Footer group, click Header or Footer.
4. Select the required style from the available designs.
5. Type the required text in the header or footer area. You may also insert a page number, date, document title, or other information.
6. After entering the information, click Close Header and Footer, or double-click in the main document area.

2. How do you insert a hyperlink to text in MS Word?

Answer: Follow these steps to insert a hyperlink:

1. Select the text to which you want to add the hyperlink.
2. Click the Insert tab.
3. In the Links group, click Link or Hyperlink. You can also right-click the selected text and choose Link or Hyperlink.
4. In the Insert Hyperlink dialog box, type the webpage address in the Address box, or select the required file or location.
5. Click OK.

The selected text will now become a hyperlink. Clicking it will open the linked webpage, file, or location.

 

3. How do you implement Drop Cap?

Answer: A Drop Cap is a formatting effect that makes the first letter of a paragraph large and extends it down across several lines. Follow these steps to apply it:

1. Place the cursor anywhere inside the paragraph where you want to apply the Drop Cap.
2. Click the Insert tab.
3. In the Text group, click Drop Cap.
4. Select Dropped to place the large first letter inside the paragraph. Alternatively, select In Margin to place it in the margin.
5. For additional settings, click Drop Cap Options and modify the font, number of lines to drop, and distance from the text.
6. Click OK.

(a) How to insert a header or footer in Word?
Answer: To insert a header or footer in a Word document, follow these steps:

1.       Click the Insert tab.

2.       Click either the Header button or the Footer button, depending on which you want to add.

3.       A list of built-in headers or footers will appear. Select any one by simply clicking on it.

4.       The selected header or footer will be applied to the document in editable mode. You can type your information.

5.       Once you are done, click Close Header and Footer to come out of the insertion mode.

(b) How to insert hyperlink to a text in MS-Word?
Answer: There are two ways to insert a hyperlink.
Method 1 (Using the Ribbon):

1.       Type out the text for the link and select it.

2.       Click the Insert tab.

3.       Click the Hyperlink command in the Links group.

4.       In the Insert Hyperlink window that opens, type the website URL into the address box.

5.       Press OK. The text will appear blue and underlined, indicating the hyperlink is ready.
Method 2 (Linking to other sources):
You can also link to:

·        An existing file on your computer

·        A location in the current document

·        A new document

·        An email address
You can do this by clicking on the corresponding button on the left of the Insert Hyperlink window.

(c) How to implement Drop cap?
Answer: To implement a Drop Cap in a Word document, follow these steps:

1.       Open a Word document and select the letter you want to insert as a drop cap.

2.       Click on the Insert tab.

3.       In the "Text" group, find and click the Drop Cap button.

4.       A drop-down menu will appear. Hold the mouse pointer over your choice to see a preview in your document.

5.       Click on your preferred style to apply it to the selected letter.

 

Chapter Fill-in-the-Blanks Answer Key

Question	Answer
(a) The act of creating, editing and producing a text document	Wordprocessing
(b) Provides access to commands grouped into tabs	Ribbon
(c) Tab containing Pages, Tables, Illustrations, Links, Header and Footer	Insert
(d) Tab containing Create, Start Mail Merge, Write and Insert Fields, Preview Results and Finish groups	Mailings
(e) Customizing a document by adjusting its layout and design	Formatting
(f) Text printed at the top of each page	Header
(g) Microsoft Word allows you to create envelopes and ____	Labels