CH-3 DIGITAL DOCUMENTATION

CREATE A DOCUMENT USING A WORD PROCESSOR

1. Define word processing

➢ Word processing describes creating or editing a document using
a word processor, such as Microsoft Word, Google Docs,
or OpenOffice Writer.
➢ For example, a student could create a book report in a Word Processor
application. Then, the student could print it, save it, display it on the
screen, or send it over e-mail.

2. List some of the Word processing applications

➢ Microsoft Works
➢ Open Office Writer
➢ Word Perfect
➢ Google Drive Document, etc

3. What are some of the Word Processing tools?

➢ Tables
➢ Bullets and numbering
➢ Spelling and Grammar
➢ Find and Replace
➢ Mail merge etc

4. How to create a new document in MS Word?

➢ Open MS Word.
 ➢ select File > New.

➢ In the Search for online templates box, select a category under

the search box like Business, Personal, or Education.

➢ Click a template to see a preview. ...

➢ Select Create.

5. Explain about the parts of a Word Processor Window.

6. What is the use of Cursor and mouse pointer?

➢ The insertion point—also called a cursor—is the blinking line in
your document that indicates where text is inserted when you type.
➢ The pointer or mouse cursor echoes movements of the pointing
device, commonly a mouse, touchpad or trackball.
➢ This kind of cursor is used to manipulate elements of graphical user
interfaces such as menus, buttons, scrollbars or any other widget.
 APPLY EDITING FEATURES

1. Define Undo and Redo

➢ Microsoft word provides two important features called the Undo
and the Repeat or Redo.
➢ The Undo feature (Ctrl + Z) is used to undo the previous action.
➢ The Repeat or Redo feature (Ctrl + Y) is used to repeat the
previous action.
2. How to move and copy text?

Cut and paste method

➢ Select the text.

➢ On the Clipboard group on the Home tab, click the Cut button. or
➢ Right click and choose Cut.
➢ Place the insertion point where you want the text to be inserted.
➢ On the Clipboard group on the Home tab, click the Paste button.or
➢ Right click and choose Paste.

Drag-and-drop editing method

➢ Select the text.

➢ Drag the selected text, placing the mouse pointer’s insertion point
at the desired location.

Drag-and-drop editing method

➢ Select the text.

➢ Press and hold the Ctrl key as you drag the selected text, placing the
mouse pointer’s gray line at the desired location.
3. How to Copy and Paste text?

Copy and paste method

➢ Select the text.

➢ On the Clipboard group on the Home tab, click the Copy button. or
➢ Right click and choose Copy.
➢ Place the insertion point where you want the text to be inserted.
➢ On the Clipboard group on the Home tab, click the Paste button. or
➢ Right click and choose Paste.

4. How to Select a piece of text?

Select all text

➢ Click anywhere within the document.

➢ Press Ctrl+A on your keyboard to select all text in the document.

Select specific text

You can also select a specific word, line of text, or one or more
paragraphs.

➢ Place your cursor in front of the first letter of the word, sentence, or
paragraphs you want to select.
➢ Click and hold while you drag your cursor to select the text you
want.

Other ways to select text

➢ To select a single word, quickly double-click that word.

 ➢ To select a line of text, place your cursor at the start of the line, and
press Shift + down arrow.
➢ To select a paragraph, place your cursor at the start of the
paragraph, and press Ctrl + Shift + down arrow.

5. How to select non-consecutive text items?

To select items that are not next to each other, follow these steps:

➢ Select the first item that you want. For example, select some text.
➢ Press and hold CTRL.
➢ Select the next item that you want.

6. How to select a vertical block of text?

➢ To select a vertical block of text, click at the start of the block.
➢ Then, hold down the [Shift] key and click a second time at the
opposite end of the block.

7. How to use Find and replace option?

Find and Replace is a function in Word that allows you to search for
target text (whether it be a particular word, type of formatting or string of
wildcard characters) and replace it with something else.

Steps to use Find and Replace option:

➢ Select the Replace option under Editing group or press ctrl+H

➢ In the ‘Find what’ field, enter the word to be found.
➢ In the ‘Replace with’ field, enter what you want to insert instead.
➢ Choose Replace to replace the word only once.
 ➢ Choose Replace All when you want to replace all instances of the
word in your document.
8. How to navigate to a particular page number?

➢ Press F5.
➢ Word displays the Go To tab of the Find and Replace dialog box.
➢ Enter the page number to which you want to move.
➢ Click on Go To or press Enter.

9. Define Non-printing characters

➢ Non-printing characters or formatting marks are characters for
content designing in word processors, which are not displayed at
printing.
➢ The most common non-printable characters in word processors are
pilcrow, space, non-breaking space, tab character etc.
10. How to check spelling and grammar?

To start a check of the spelling and grammar in your file just press F7 or
follow these steps:

➢ click the Review tab on the ribbon.

➢ Click Spelling or Spelling & Grammar.
 ➢ If the program finds spelling mistakes, a dialog box appears with the
first misspelled word found by the spelling checker.
➢ After you decide how to resolve the misspelling (ignoring it, adding
it to the program’s dictionary, or changing it), the program moves
to the next misspelled word.
11. How to use Synonyms and Thesaurus?
➢ The Thesaurus is a software tool that is used in the Microsoft Word
document to look up (find) synonyms (words with the same
meaning) and antonyms (words with the opposite meaning) for the
selected word.
➢ Generally, the Thesaurus is used in the Word documents when we
write an email, letter, project report, or research papers.

Method 1: Using synonyms option

This method is used for the desktop version of a Word document. This is
the easiest and fastest way to use the Thesaurus in Word.

To use a Thesaurus in a Word document, follow the below-mentioned

steps -

➢ Open a new Word document or an existing Word document.

➢ Type a new word or search a word from an existing document
that you want for the Thesaurus.
➢ Highlight the typed or selected word. A blue background will
appear behind the word.
➢ Right-click on the selected or typed word. A drop-down menu
will appear on the screen.
➢ Place cursor on the Synonyms option.
➢ Once you place the cursor on the Synonyms option, a list of
synonyms window pops out to the right or left of the screen, as
shown in the below screenshot.
➢ Click on the Thesaurus at the bottom of the pop-up window.
➢ Select the thesaurus word that you want to insert and click on the
drop-down icon associated with the selected word.
➢ Click on the Insert button.
➢ Now, you can see that the selected word is replaced with its
synonym in the Word document.
METHOD-2

➢ Click the word in your document that you want to look up.
➢ On the Review tab, click Thesaurus.
 ➢ To use one of the words in the list of results or to search for more
words, do one of the following:
1. To replace your selected word with one of the words from the
list, point to it, click the down arrow, then click Insert.
2. To copy and paste a word from the list, point to it, click the
down arrow, then click Copy. You can then paste the word
anywhere that you like.
3. To look up additional related words, click a word in the list of
results.

APPLY FORMATTING FEATURES

1. How to remove manual formatting?

➢ Select the text that you want to return to its default formatting.
➢ On the Home tab, in the Font group, click Clear All Formatting.
2. What are the common text formatting options?
➢ Some of the formatting options in MS Word are changing the font,
font size, font color, or make the text bold, italic, or underline.

3. How to change the text case?

To change the case of selected text in a document, do the following:

➢ Select the text for which you want to change the case.
➢ Go to Home > Change case .
➢ To capitalize the first letter of a sentence and leave all other letters
as lowercase, click Sentence case.
➢ To exclude capital letters from your text, click lowercase.
➢ To capitalize all of the letters, click UPPERCASE.
➢ To capitalize the first letter of each word and leave the other letters
lowercase, click Capitalize Each Word.
➢ To shift between two case views (for example, to shift
between Capitalize Each Word and the opposite, cAPITALIZE
eACH wORD), click tOGGLE cASE.
4. Define Superscript and Subscript.
➢ A superscript or subscript is a number, figure, symbol, or indicator
that is smaller than the normal line of type and is set slightly above
it (superscript) or below it (subscript).
 ➢ When you add a trademark, copyright, or other symbol to your
presentation, you might want the symbol to appear slightly above
the rest of your text.

To use the Superscript or Subscript buttons:

1. Select the text or number you want.

2. Go to Home and select Superscript or Subscript .

5. Explain Indenting paragraphs.

Indent Individual Paragraphs in Word

If you want to indent single, existing paragraphs, the quickest method is

the Tab key.

The Tab Key Method

➢ Insert your cursor at the start of the paragraph.

➢ Press the Tab key on your keyboard.

Indent All Paragraphs in Word

➢ If you want to indent all existing paragraphs, the quickest method is

the ruler.

➢ However, you can also use the Paragraph dialog box if you would
like to make additional adjustments to alignments and line
spacing simultaneously.

6. Explain Aligning paragraphs

Alignment is how text flows in relation to the rest of the page (or column,
table cell, text box, etc.).

There are four main alignments: left, right, center, and justified.

➢ Left-aligned text is text that is aligned with a left edge.

➢ Right-aligned text is text that is aligned with a right edge.
➢ Centered text is text that is centered between two edges.
➢ Justification controls the spacing between words. A justified text
increases the space between words to fill the entire line so that it is
aligned with both the left and right edges.
7. How to change Font colour?

You can change the color of text in your Word document.

➢ Select the text that you want to change.

➢ On the Home tab, in the Font group, choose the arrow next
to Font Color, and then select a color.

➢ You can also use the formatting options on the Mini toolbar to
quickly format text. The Mini toolbar appears automatically when
you select text.
8. What is highlighting?
➢ Word contains many highlighters to make your text pop off the
screen just as if you were highlighting paper with a fluorescent
marker.
➢ You can select text or an image and then highlight it, or use the
Highlight tool to mark different parts of a document.
➢ You can also remove highlighting or quickly find highlighted items
in your document.

To Highlight selected text

➢ Select the text that you want to highlight.

➢ Go to Home and, select the arrow next to Text Highlight Color.

➢ Select the color that you want.

To Highlight multiple parts of a document

This method is best for highlighting multiple parts of a document because

the Highlight tool stays on until you decide to turn it off.
 ➢ Go to Home and select the arrow next to Text Highlight Color.

➢ Select the color that you want.

The Text Highlight Color button displays the selected color, and
the mouse pointer becomes a when you point to the area of your
document that contains text.

➢ Select the text or graphic that you want to highlight.

➢ To stop highlighting, select the arrow next to Text Highlight
Color and select Stop Highlighting, or press Esc.

The mouse pointer becomes a when you point to your document.

9. How to apply background colour to your page?

➢ Go to Design > Page Color.

➢ Choose the color you want under Theme Colors or Standard
Colors.
 ➢ If you don't see the color you want, select More Colors, and
then choose a color from the Colors box.
➢ To add a gradient, texture, pattern, or picture, select Fill
Effects, and then go to Gradient, Texture, Pattern,
or Picture and select an option.

10. How to apply bullets and numbering?

➢ In bulleted lists, each paragraph begins with a bullet character.
➢ In numbered lists, each paragraph begins with an expression
that includes a number or letter and a separator such as a
period or parenthesis. The numbers in a numbered list are
updated automatically when you add or remove paragraphs in
the list.
To apply Bullets

➢ To insert a bulleted list, click on the HOME tab, and under the

Paragraph icon group on the ribbon menu, locate the Bullets

icon.

➢ Click on the arrow beside it to reveal the drop-down menu, and

select the kind of bullet you would like to use.
 ➢ Type the list, pressing Enter once to insert another bullet. When
finished, simply press Enter twice.

To insert Numbering:

➢ Click on the HOME tab, and under the Paragraph icon group,

locate the Numbered List icon.

➢ Click on the arrow beside it to reveal the drop-down menu, and

select the kind of number or letter scheme you would like to use.
 ➢ Begin typing the numbered list, pressing Enter once to create a new
entry within the list.

➢ When finished, simply press Enter twice.

11. How to assign colour, border and background to paragraph?

➢ Select the paragraph(s) to which you want to add shading and/or
border(s).

➢ To add a border, click Type » select the desired border

option.

➢ To add shading, click the next to Color » select the

desired shading option.
12. How to set up basic page layout using styles?

To set Page orientation

➢ Word offers two page orientation options: landscape and portrait.

➢ Landscape means the page is oriented horizontally.

➢ Portrait means the page is oriented vertically.

To change page orientation:

➢ Select the Layout tab.

➢ Click the Orientation command in the Page Setup group.

➢ A drop-down menu will appear. Click

either Portrait or Landscape to change the page orientation.

➢ The page orientation of the document will be changed.

To change Page size:

➢ By default, the page size of a new document is 8.5 inches by 11

inches.

➢ Word has a variety of predefined page sizes to choose from.

➢ Select the Layout tab, then click the Size command.

➢ A drop-down menu will appear. The current page size is

highlighted. Click the desired predefined page size.

➢ The page size of the document will be changed.

To use a custom page size:

Word also allows you to customize the page size in the Page Setup dialog
box.

➢ From the Layout tab, click Size. Select More Paper

Sizes from the drop-down menu.

➢ The Page Setup dialog box will appear.

➢ Adjust the values for Width and Height, then click OK.
To set Page margins:

➢ A margin is the space between the text and the edge of your
document.

➢ By default, a new document's margins are set to Normal, which

means it has a one-inch space between the text and each edge.

➢ Select the Layout tab, then click the Margins command.

➢ A drop-down menu will appear. Click the predefined

margin size you want.
To use custom margins:

➢ From the Layout tab, click Margins. Select Custom

Margins from the drop-down menu.
➢ The Page Setup dialog box will appear.

➢ Adjust the values for each margin, then click OK.

13. How to insert page break?
➢ Put your cursor where you want one page to end and the next to
begin.
➢ Go to Insert > Page Break.
14. How to create header/footer?
➢ A header is at the top of the page
➢ A footer is at the bottom of the page.
➢ Both header and footer stay constant throughout a document.
➢ Various information such as page numbers, time and date,
author’s name, company name, company logo, document title,
etc. can be added to both header and footer.
➢ Go to insert -> Header & Footer

15. How to insert page numbers?

➢ Select Insert > Page Number, and then choose the location and
style you want.
➢ If you don't want a page number to appear on the first page,
select Different First Page.
➢ If you want numbering to start with 1 on the second page, go
to Page Number > Format Page Numbers, and set Start at to 0.
16. How to set borders and backgrounds?
➢ The borders and shading for pages and paragraphs can be set using
Design -> Page Border option.
17. How to Insert images, shapes and special characters in a
document?

To insert an image:

➢ Click in your document where you want to insert your picture.

➢ Click the Insert -> Pictures and insert it.

To insert a shapes:

➢ From the Insert tab, click Shapes.

➢ Choose the shape that you want from the drop-down list.

To insert a special character:

➢ From the Insert tab, click Symbol.

➢ Click More Symbols.

➢ Select the Special Characters tab.

➢ Choose the character you want to insert, and select Insert.

18. How to divide page into columns?

➢ Open the document
➢ Select the Page Layout tab
➢ In Page Setup group click the Columns command
➢ It displays a list of options to split text into columns
➢ Select the desired option
19. How to format any shape or image?
➢ Any image or shape can be formatted using the various options
present under the FORMAT tab.

CREATE AND WORK WITH TABLES- Q & A

1. How to create a table in MS Word?

➢ For a basic table, click Insert > Table and move the cursor over the
grid until you highlight the number of columns and rows you want.
 ➢ For a larger table, or to customize a table,
select Insert > Table > Insert Table.

➢ If you already have text separated by tabs, you can quickly convert it
to a table. Select Insert > Table, and then select Convert Text to
Table.
➢ To draw your own table, select Insert > Table > Draw Table.

2. How to insert rows and columns in a table?

To Add a row above or below

➢ Click in a cell above or below where you want to add a row.

➢ Under Table Tools, on the Layout tab, do one of the following:
➢ To add a row above the cell, click Insert Above in the Rows
and Columns group.
➢ To add a row below the cell, click Insert Below in the Rows
and Columns group.
To Add a column to the left or right

➢ Click in a cell to the left or right of where you want to add a column.
➢ Under Table Tools, on the Layout tab, do one of the following:
➢ To add a column to the left of the cell, click Insert Left in
the Rows and Columns group.
➢ To add a column to the right of the cell, click Insert Right in
the Rows and Columns group.

3. How to delete rows and columns in a table?

➢ Right-click in a table cell, row, or column you want to delete.

➢ On the menu, click Delete Cells.
➢ To delete one cell, choose Shift cells left or Shift cells up.
o To delete the row, click Delete entire row.
o To delete the column, click Delete entire column.

4. How to split cells in a table?

➢ Click on a cell, or select multiple cells that you want to split.

➢ Under Table Tools, on the Layout tab, in the Merge group,
click Split Cells.
➢ Enter the number of columns or rows that you want to split the
selected cells into.

5. How to merge cells in a table?

➢ Merging means combining two or more table cells located in the

same row or column into a single cell.

➢ Select the cells that you want to merge.

 ➢ Under Table Tools, on the Layout tab, in the Merge group,
click Merge Cells.

6. How to delete a table?

➢ Select the table

➢ Click the “Layout” tab under “Table Tools”.
➢ Click “Delete” in the “Rows & Columns” section and select “Delete
Table” to delete the table.

7. How to copy/move a table?

When you copy a table, the original table remains in place. When you cut
a table, the original table is deleted.

➢ Click the table move handle to select the table.

➢ To copy the table, press CTRL+C.
➢ To cut the table, press CTRL+X.
➢ Place the cursor where you want the new table to appear.
➢ Press CTRL+V to paste the table in the new location.