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CBSE-IX-Foundation of Information Technology .

09: MS-Word 2007 Advanced

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  • Qstn #6
    Define the term Mail Merge.
    Ans : Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes by linking a main (common) 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.
    You can create your own merge fields, specific to your data source, or you can use a predefined set provided by Word. e.g. in a form letter, your main document would be the letter informing the person that they have won money, or their car service time has arrived.
  • Qstn #7
    What is merged document?
    Ans : Merge document is a combination of the main documents and the data source that can either be reviewed in MS-Word file or can be directly sent to the printer.
  • Qstn #8
    What do you understand by merge field while performing Mail Merge?
    Ans : Merge field is a placeholder that you insert in the main document, e.g. insert the merge field <city> insert a city name, such as “Paris” that is stored in the city data field.
  • #
    Section : C
    Long Answer Type Questions
  • Qstn #1
    Which feature is provided by Word to customise the look of a custom shape? Write down the steps involved.
    Ans : Drawing Custom Shapes
    By using the three freehand drawing tools, i.e. Curve, Freeform and Scribble desired shapes can be created.
    Curve lets you draw shapes that have different curves. Freeform lets you draw shapes that have both straight lines and curves. Scribble lets you draw shapes freehand with fine detail.
    To draw custom shapes, from the Insert tab, in the Illustrations group, click Shapes —> select the desired tool.

    1. To create a Curve click and release the mouse button to begin your curve. As you draw, click and release the mouse button to anchor point which your curve will form around. To finish your drawing, double click.
    2. To create a Freeform click and release the mouse button to begin your freeform shape. As you draw, click and release the mouse button to anchor the endpoints of straight lines or click and drag the mouse to draw curves, you can do both in one drawing. To finish your drawing, double click.
    3. To create a Scribble click and drag the mouse to draw your scribble. To finish your drawing, release the mouse button.

    Editing Custom Shapes
    MS-Word provides a feature called Edit Points, to customise the look of custom shapes. This feature allows reshaping of small segments of a drawing. For editing custom shapes, do the following:

    1. Click the Custom Shape.
    2. From the Format tab, in the Insert Shapes group, click Edit Shape —> select Edit Points.
      Black dots, called Edit Points will appear at various places in the shape.
    3. To make the desired changes, click and drag an Edit Points.
    4. When you are finished editing of your object, to turn off Edit Points, click anywhere on the page outside of the shape.
  • Qstn #2
    Explain the purpose of AutoFormat feature of Word 2007. How it can be used in a Word document?
    Ans : Auto-formatting feature of Word processing tool allows the automatic formatting of certain kinds of text while’ typing. By selecting certain formatting options, the Microsoft Office 2007 system programs can automatically format certain kinds of text as you type, such as replacing a typed hyphen (-) with a dash (—).
    Turn On or Off Automatic Formatting
    To turn On or Off the automatic formatting, do the following:

    1. Click the Microsoft Office button and then click Word Options.
    2. Click Proofing and then click AutoCorrect Options... button.
    3. AutoCorrect: English (U.S.) dialog box will appear.
    4. In this dialog box, click the AutoFormat As You Type tab.
    5. Select or clear the options that you want.
      Note: For including specific text or symbols, such as fractions you have to turn on AutoCorrect option and also needs to set-up your own AutoCorrect entry.
    6. Click OK button.

    Turn On AutoCorrect
    To turn On AutoCorrect option, do the following:

    1. Click the Microsoft Office button and then click Word Options.
    2. Word Options dialog box will appear.
    3. In this dialog box, in the left pane, click on the Proofing.
    4. Then, in the corresponding right pane, click AutoCorrect Options... button.
    5. AutoCorrect: English (U.S.) dialog box will appear and in this box, click AutoCorrect tab.
    6. Select the Replace text as you type check box.
    7. Click OK button.

    Set-up your own AutoCorrect Entry
    To set-up your own AutoCorrect entry, do the following:

    1. On the Insert tab, in the Symbols group, click Symbol option and then, click More Symbols... .
    2. Symbol dialog box will appear.
    3. In this dialog box, click the Symbols tab or the Special Characters tab.
    4. Click AutoCorrect... button.
    5. The symbol or character that you have selected will appear in the With: box.
    6. In the Replace: box, type the text sequence that you want to change automatically to the symbol or character appearing in the With: box.
    7. Click Add button.
    8. Click OK button.
    9. Close the Symbol dialog box.
  • Qstn #3
    What do you mean by comments? How review comment is done in Word document?
    Ans : In MS-Word 2007, comments are very useful tool to proof-read a report. These are useful in the writing process for making notes to your own understanding, especially when you are in the flow of writing and you do not want to stop and check a fact or a resource.
    A note can be made for checking that fact later. Also, comments can be used to guide an author’s attention to the areas where special attention is needed.
    Inserting Comments
    MS-Word allows users to insert comments within documents. For inserting comments in your document, do the following:

    1. Select the text to which you want to add a comment.
    2. From the Review tab, in the Comments group, click New Comment.
    3. In the Comment box, type a comment.
    4. When finished, click outside the Comment box.

    Editing and Deleting Comments
    Once you add comments, you can edit or delete them. You cannot make changes to comments made by other reviewers.
    Editing Comments
    For editing comments, do the following:

    1. Select the comment to be edited.
    2. In the Comment box, type your changes.
    3. When finished, click outside the Comment box.

    Deleting Comments
    For deleting comments, do the following:

    1. Select the comment to be deleted.
    2. From the Review tab, in the Comments group, click Delete option. The comment will be deleted.

    Or
    Right click on the comment, click Delete Comments from dropdown box. The comment will be deleted.
  • Qstn #4
    How do I tell Word to track the changes I made to my document?
    Ans : To turn On Track Changes (that is, to tell Word to track each change that you make in your document), do one of the following:
    * Press: Ctrl+Shift+E
    Or
    * On the Status bar, click “Track Changes Off’ to turn On track changes. If you cannot see “Track Changes” on the Status bar then right click the Status bar and click Track Changes.
    Or
    ” Click on Review Tab —>in the Tracking group, click on Track Changes. When the button is highlighted, Word is tracking change.
  • Qstn #5
    Write down the steps for Mail Merge operation.
    Ans : Sometimes you may need to send similar letter to a large number of people. But, each version of letter is not exactly same so, you may need to sit for hours to draft each letter individually.
    Normally, the mail content of such letters remains the same and only the specific information changes, such as name and address of the recipients. Microsoft Office Word 2007 Mail Merge feature can be proved to be a very useful tool in such a situation.
    Mail Merge feature enables you to generate a set of forms, letters etc., containing similar information that can be sent to a group of people. To use a Mail Merge system, you have to first store a set of information like a list of names and addresses in one file. In another file, you have to write a letter, substituting special symbols in place of names and addtesses (or whatever other information will come from the first file).
    Components of Mail Merge
    Following are the three main components of Mail Merge process:

    1. The Main Text Document refers to the main contents of the letter.
    2. The Data Source refers to the database that stores the information related to the name and address of the recipients.
    3. The Merged Document refers to the documents that is generated as a result of merging the main text document and the data source which is also refer to as finished documents.
  • Qstn #6
    While performing Mail Merge, in how many ways can you select recipients? Explain any one of them.
    Ans : When you open or create a data source by using the Mail Merge wizard, you are telling Word to use a specific set of variable information for your merge.
    Use one of the following methods to attach the main document to the data source (or Select recipients):
    Method 1: Use an Existing Data Source
    To use an existing data source, do the following:

    1. In the Mail Merge task pane, click Use an existing list.
    2. In the Use an existing list section, click Browse.
    3. Select Data Source dialog box will appear.
    4. In this dialog box, select the file that contains the variable information that you want to use and then, click Open button.
      If the data source is not listed in the list of files, select the appropriate drive and folder.
      If necessary, select the appropriate option in the All Data Sources list. Select the file and then, click Open.
      MS-Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
    5. Click OK to return to the main document.
    6. Save the main document.
      When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
    7. Type the name that you want to give to your main document and then, click Save button.

    Method 2: Use Names from a Microsoft Outlook Contacts List
    To use an Outlook Contact List, do the following:

    1. In the Mail Merge task pane, click Select from Outlook contacts.
    2. In the Select from Outlook contacts section, click Choose Contacts Folder.
    3. When the Select Contacts dialog box will be appear, select the Outlook contacts folder that you want and then, click OK button.
      Note:
      MS-Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
    4. Click OK to return to the main document.

    Method 3: Database of Names and Addresses
    To create a new database, do the following:

    1. In the Mail Merge task pane, click on Type a new list.
    2. In the Type a new list section, click Create... .
      The New Address List dialog box will appear. In this dialog box, enter the address information for each record. If there is no information for a particular field leave the box blank.
      By default, Word skips blank fields. Therefore, the merge is not affected, if blank entries are in the data form. The set of information in each form makes up one data record.
    3. After you type the one full information for a record, click New Entry to move to the next record.
      To delete a record, click Delete Entry. To search for a specific record, click Find... . To customise your list, click Customize Columns... . In Customize Address List dialog box, you can add, delete, rename and reorder the merge fields.
    4. Now, click OK button. Save Address List dialog box will appear. In this dialog box, type the name that you want to give to your data source in the File name box and then, click Save button.
    5. Mail Merge Recipients dialog box will appear. In this dialog box, make any changes that you want and then, click OK.
    6. Type the name that you want to give to your main document and then click Save button. To proceed to the next step, click Next: Write your letter to finish setting up your letter.
      When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
  • #
    Section : D
    Application Oriented Questions
  • Qstn #1

    1. Seema’s parents are planning to prepare invitation cards for 25 people for a pooja ceremony at their new house. Seema suggests to which feature of MS-Word for doing this job.
    2. What are the two components required during the mail merge process?
    Ans :

    1. Mail Merge feature of MS-Word is best feature for doing this job.
    2. Main Document Invitation Card Data Source List of 25 people, address etc.
  • Qstn #2
    You are Rohit/Reena, the head boy /head girl of your school. You want to send an invitation to the parents of students from 5th to 12th for the ‘Vanmahotsava’ organised by school. Which tool you request them to join this tree plantation campaign?
    Ans : Mail Merge
  • Qstn #3
    Tick two boxes to show features of a Word processor.
    Tick two boxes
    The tab key should be used to right align a heading.
    Fill series option enables you fill desired entries in a table.
    A spelling checker can be used to check whether you have used, ‘there’, instead of ‘theire’.
    The space bar should be used to start AutoFormat.
    You can use CiipArt to illustrate the text.
    Ans :
    Tick two boxes
    The tab key should be used to right align a heading.
    Fill series option enables you fill desired entries in a table.
    A spelling checker can be used to check whether you have used, ‘there’, instead of ‘theire’. √
    The space bar should be used to start AutoFormat.
    You can use CiipArt to illustrate the text. √
  • Qstn #4
    Sandhya is working on her coursework of computer.
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