Information and Communication Technology: Standard 9
ICT Soft Tools - Word Processor
Q 1
How does the ‘autocorrect’ feature perform? Why is it necessary to customize the ‘Autocorrect’ option?
One of the most frequent mistakes occurs when a user interchanges two letters of a word. In Word 2007 the Autocorrect feature can automatically correct these mistakes.
For example the word ‘the’ is often typed in as ‘teh’ and the word ‘can’ is often typed in as ‘cna’. Since this correction is done automatically, it helps to save time. Errors that might otherwise have been overlooked are also avoided.
Autocorrect can also be used to apply special formatting. E.g. ‘(c)’ will automatically turn into ‘©’, and ‘(r)’ will turn into ‘®’.
When we repeat certain text often in our documents, we can customize the Autocorrect feature in Word to automatically type in this text when we type its abbreviation. E.g., Word can be customized to type in an address when one types the abbreviation ‘myadr’.
Mathematical symbols can be easily added when we use the Autocorrect feature of MS Word.
Q 2
How can the task of checking spelling, grammar and readability be accomplished?
To check and correct Spelling and Grammatical errors we should perform the following steps.
1) Click on the ‘Review’ tab.
2) In the first group “Proofing” click on the Spelling & Grammar Button.
3) MS Word automatically scans through the document and misspelled words are highlighted.
4) When MS Word finds a misspelled word it will provide suggestions as corrections for this error.
5) Select from this list and then choose either to Change the word or all occurrences of this misspelled word.
6) Sometimes, proper nouns, words not in the custom dictionary or words derived from Indian languages may show up as errors.
7) We can choose to ignore these errors by clicking on the ‘Ignore’ button.
8) We can also add such words to the Dictionary so that they will not show up as errors later.
9) Clicking on the ‘Check Grammar’ Tick box at the bottom of the dialog Box will automatically check the grammar and provide suggestions.
10) On completion of the spelling and grammar check MS Word provides statistics related to the readability of the document.
Q 3
Write the salient features of Word 2007 as a Word Processor.
Following are the salient features of MS Word as a Word Processor:
1) The text editor in MS Word allows the user to add, delete or modify the contents of the document very easily.
2) Editing commands are available which can change a single character, word, sentence or whole paragraphs
3) In addition, MS Word also allows us to Move (Cut and Paste) characters, words, sentences or paragraphs from one section of the docuent to another or even from one document to another.
4) Spelling, Grammar and Readability allows us to improve our document.
5) We can insert pictures, tables, charts, WordArt, SmartArt, Shapes, Text Boxes and other clip art to improve our presentation.
6) Besides the Help function provided in the program, there is an excellent Online Tutorial for getting help and solving all problems that may occur.
Q 4
Write a note on the Ribbon in Word 2007.
The area across the top of the document area and just below the title bar is known as the Ribbon. All the commands that can be performed in MS Word are available here.
This arrangement of the commands makes it easy to use as common actions are all shown in one place.
The ribbon is made up of 7 Tabs. Each Tab in turn is divided into several Groups which show related items together. The group has commands which could be buttons, menus or dialog boxes.
Q 5
How do you insert Tables in a Word Document?
1. When we click on the Table command we see a grid of rows and columns. Clicking and dragging on the required number of rows and columns will insert a table having the desired rows and columns.
2. If we require a different number of rows and columns from what is available in the grid we can use the Table -------> Insert Table Command. In the dialog box that comes up enter the desired number of rows and columns and press Enter.
3. Preformatted tables along with sample data can also be inserted in MS Word by using the Table --------> Quick Table Command.
4. A table can also be inserted by using the Draw Table or the Excel Spreadsheet commands.
Q 6
Explain the commands used to Format the Table.
The Layout Group under Table Tools has several options for formatting a table.
Inserting: We can Insert Columns to the Right or to the Left of the current column. Similarly Rows also can be inserted above or below the current Row. A single cell can also be inserted by shifting the adjoining cells to the right or below the current cell.
Deleting: The selected Columns, Rows or Cells can be deleted if required.
Merging or Splitting: Cells can be merged or split as desired. The table can also be split so that two separate tables are made.
Gridlines, Borders and Shading: Clicking on the View Gridlines toggles the display of the gridlines on the table. The gridlines are only for viewing purposes and will not be printed. The Borders and Shading command from the Home Tab will however give different borders or shading which can be printed.
Height and Width: The height of the rows and the width of the columns can be adjusted either by dragging the borders or by the specifying the exact measurement in the boxes provided.
Alignment: The contents of the cells can be aligned left, right or centered as well as top, bottom or in the middle.
Q 7
How do you add an Autocorrect entry during a Spell Check?
When running a Spell Check MS Word will highlight all entries not found in its dictionaries.
A dialog box will provide a list of suggestions for the incorrect word.
If this mistake is made frequently, we can add it to the list of autocorrect entries by clicking on the correct option and then clicking on Autocorrect.
In future if the same incorrect word is typed, it will automatically be corrected.
Q 8
Write a short note on creating letters with Mail Merge.
1. The Mail Merge facility of MS Word is available under the Mailings Tab and can be used to send a similar letter to different recipients or to make labels using a data base.
2. Performing a mail merge consists of preparing two documents:- the main letter and the database to which it is linked.
3. Each field (Heading) of the database provides a Merge field in the main document.
4. MS Word prepares one letter for each of the records (rows) of the database.
5. You can preview each copy of the letter before printing the whole set.
