UNIT – 5 MS WORD.

TERMINAL QUESTION
Q1. How do you customize word document?
ANS - 3 Customizing the Word Application
MS Word provides many customizations to the Word application. Customizing
the application enables a user to configure the application according to his/her
preferences. For example, the user can set:
 Set spelling preferences
 Control animation and sound effects can be turned on or off here
 Set Auto Recover options
 Hide or show rulers, scrollbars, and other interface elements etc.
Popular settings Changes made here will span all Office applications. Changes
that can be made here include:
 Username
 Initials
 Language  Interface color.
 Set up spell checking options etc.
1. Click Office Button. A drop down menu appears.
2. From the drop down menu, select Word Options at the bottom right hand
corner of the menu. A dialog box opens.
3. Select Popular from the right hand side options.
4. User can now modify and customize the settings.
Contextual spelling A new feature of Office 2007 that allows applications to
check for errors with words that are used in the wrong context. A blue squiggly
line appears at the bottom of the word. I.e. we do not want to lose the game.
Enable / Disable contextual spelling
1. Click Office Button. A drop down menu appears. 2. From the drop down
menu, select Word Options at the bottom right hand corner of the menu. A
dialog box opens.
3. Select Proofing option from the right hand side options.
 To enable contextual spelling, check the Use contextual spelling option
(rectangle).
 To disable contextual spelling, uncheck the Use contextual spelling option.
Show mini Toolbar on Selection This is the feature that shows a mini toolbar
that appears when the mouse is placed over highlighted text. This option is
controlled by checking (enable) or unchecking (disable) Show Minitoolbar on
selection from the popularoption.
Enable live preview This feature enables live preview. This option is controlled
by checking (enable) or unchecking (disable) Enable live preview from the
popular option.
Configuring smart tags Smart tags are context sensitive menus. They appear
automatically when a user uses certain specific functions i.e. AutoCorrect /
Paste.
Enable / Disable Smart tags -1. Click Office Button. A drop down menu appears.
2. From the drop down menu, select Word Options at the bottom right hand
corner of the menu. A dialog box opens
3. Select advanced option from the right hand side options.  To enable Smart
tags, check the Smart Tags option (rectangle).  To disable contextual spelling,
uncheck the Smart Tags option.

Q2 - Describe the different layout in document view.

ANS - Document Views Document views refer to the view the user works when
he/she works on a document. There are 5 main document views in Word
2007.To select any of the above views Click View tab > Document views
(subgroup). Selectview type.
Print layout Shows the document precisely as it will be printed with page
breaks, headers, footers, and pictures arranged correctly onscreen. To enable
this view, click on View tab > Print Layout (documents view subgroup)
Full Screen Reading It is designed for users to read documents. It utilizes the
full space of the screen. To enable this view, Click on View tab > Print Layout
(documents view subgroup).
In addition -- it provides viewers with many different options
 view a single page, 2 pages  increase font size
 Enable typing  Enable tracking etc.
Web Layout Used to view how pages would appear if published on the web as
HTML documents.
Outline View Outline view shows the document structure and allows the
creator to freely move document elements (charts, graphs, tables, graphics,
paragraphs).
Draft View Shows the document structure including section breaks. It hides
certain layout elements making it much faster to scroll through complex
documents.

Q3.Explain the navigation through MS word in detail.

ANS - Navigating through - a Word Document This section explores the various
methods available for navigating through a word document.
1 Navigating with Thumbnails and Document Map
 Thumbnails and document map enable a user to easily navigate documents.
 To enable Thumbnail / Document map navigation, Click on View tab>
Show/Hide (subgroup).
 Check the document map and thumbnails checkbox.
 A task pane opens to the left of the document.
NOTE: For document maps to work, built in heading styles must be applied to
the headings within the document.
Using Key Boards Key board shortcuts offer a user one of the fastest ways of
navigating a document. The keyboard shortcuts have remained the same as in
the earlier version. The following table lists some of the most commonly used
keyboard shortcuts.
Q4. What is mail merge? How do you mail merge in a word
document?
ANS - Performing a Mail Merge Used for
 creation of letters --  documents  labels
Using the mail merge wizard. The mail merge wizard provides the easiest
method for creating a mail merge. It provides step by step instruction to users.
 To start mail merge wizard, Click onMailings tab> Start mail Merge
(subheading).
 Click on Start Mail Merge icon and from the drop down menu select Step by
Step MailMerge Wizard option listed at the ends of the menu.
 A task pane opens on the right hand corner of the window.  In Select
document type, select letter option. (rectangle box).
 Click on Next: Select starting document _________ link at the bottom of the
task pane (rectangle box).
 The task pane changes. On this new task pane, select Use current document
option.
 Click on Select recipients links ___________ at the bottom of the task pane
 The task pane changes again. In the Select recipients option, select Type a
new list
 Click the create link right below the top section. A dialog box opens.
Second step in mail merge wizard - Click the customize columns icon. Another
dialog box opens. Select Phone numbers, Email address and click Delete.
Since we are creating a letter, we do not need the phone numbers and email
addresses. Each time you click on Delete, a dialog box opens and asks for
confirmation.
Customizing icon in mail merge (third step) - After deleting all the unnecessary
columns, Click OK. The modified dialog box closes. On the previous dialog box,
enter data in the respective columns.
Data entry columns (fourth step) –
 Use any data. Enter about seven records.
 After completing the entries click OK.

 Widows will prompt you to save your newly created address list as a
temporary db.
Specify where you want to save the data and click save (the new data is saved
as a DS_STORE File (.DS_Store)).
 The following dialog box opens next  The name of the data source is listed
on the Data Source column.  The links at the bottom of the dialog box enables
a user to check, modify, edit and delete unwanted records.  Click OK. You will
be taken back to the task pane.

Q5. List the steps in printing a document.

ANS - Printing Documents To print a document Click on Office button > print
option. This opens up a print dialog box.
Print dialog box - The top most drop down menu under the heading printer,
allows user to select a printer when multiple printers are available.
The find Printer button opens up a wizard that enables a user to locate a
printer either in the network or attached to the computer.
The Page Range option enables a user to select which pages to print. A user
has three options available:
 All -when a user selects this option, Word prints all the pages in the
document
 Current Page - when a user selects this option, Word prints ONLY that page
that is open on the screen
 Pages – Allows a user to specify range of pages to print. For example: if a
document consists of 10 pages and the user want to print pages 3 to 8, the
user has to select this option and enter 3-8 in the text field next to the option.
Alternately, if the user wants to page a single page, user types in the exact
number of the page. For example, to print page 3 only, user types in 3-3.
Print Preview The print preview button enables a user to preview how the
document looks prior to printing. This is a particularly useful feature when the
document consists of many pages.