Unit 3: Digital Documentation

 Unit 3: Digital Documentation

Q1. What do you mean by document and documentation?

Ans. A document is a paper with written contents and the process of preparing a document is called documentation.

Q2. What is a word processor?

Ans. A word processor is a computer application used for the production of printable material.

Q3. Write any two limitations of using a typewriter.

Ans. Two limitations of using a typewriter are:

1. In case of any typing error, the whole sheet is to be typed again.
2. It is not possible to type all the characters using the typewriter.

Q4. Write any four features of the Word Processor.

Ans. Four features of a word processor are :

1. We can Create, edit, save, retrieve, and print the document
2. We can insert pictures or graphs within the document.
3. We can check spelling and grammar.
4. We can format paragraphs as well as pages.

Q5. Name any two Web-based word processors.

Ans. Two Web-based word processors are: (write any two)

1. Google Docs
2. Office 365 Word
3. Microsoft OneDrive Word

Q6. Expand FOSS.

Ans. Free and Open Source Software

Q7. Write any two uses of a Word Processor.

Ans. Two uses of Word Processors are:

1. Students use Word Processors for preparing project reports and assignments.
2. Word processors are used in the business for preparing letters, reports, and many other different types of documents.

Q8. Write two ways of starting Open Office Writer in Windows.

Ans. Two ways of starting Open Office Writer in Windows are: (Write any two)

1. Double click OpenOffice Writer shortcut, which is usually on the computer desktop.
2. Click on the Start or Windows button, and select OpenOffice → OpenOffice Writer from the application window.
3. Using the Search command, type the word ‘writer’ in the search field, and select OpenOffice Writer from the offered results.

Q9. How can you open a new file in Writer with the help of Mouse and Keyboard?

Ans. Keyboard: Press Ctrl + N and Mouse: Click on File → New → Text Document

Q10. What is the default file extension of Writer?

Ans. .odt

Q11. Write the keyboard shortcut for the following:

1. To open a new file
2. To open an existing file
3. To save a file

Ans. Keyboard shortcuts are:

1. To open a new file ———–Ctrl + N
2. To open an existing file ——Ctrl + O
3. To save a file —————–Ctrl + S

Q12. Write the steps to Save a document using the password.

Ans. Steps to save a document using a password are:

1. Select File → Save
2. Select the location and type a suitable name for the document.
3. Click on the Save button.
4. Put a tick on the checkbox Save with a password.
5. Type the password to open the file in the Set password dialog box.
6. Type the same password in the second box and click the OK button.

Q13. What is Text Cursor?

Ans. The Text Cursor is a flashing vertical line in the body of the text.

Q14. What is the purpose of the Home and End Key of the Keyboard in Writer?

Ans. Pressing the Home key takes the Cursor to the beginning of the line and pressing End key takes the Cursor to the end of a line.

Q15. Complete the following table:

Key Combination Purpose in Writer Ctrl + End  ? Ctrl + Home  ?

Ans.

Key Combination	Purpose in Writer
Ctrl + End	the cursor jumps to the end of the document
Ctrl + Home	the cursor jumps to the beginning of the document

Q16. Aman is working as Open Office Writer. By mistake, he had made some changes and now he wants to erase the last change. Which option will help him to do so?

Ans. Undo

Q17. Write the keyboard shortcut for Undo and Redo?

Ans. Undo – Ctrl + Z and Redo – Ctrl + Y

Q18. Write one difference between Copy & Paste and Cut & Paste.

Ans. Copy and Paste: It is used to make a duplicate copy of selected text.

Cut and Paste: It is used to move a selected text from one place to another.

Q19. Match the following:

Task Process Select a single word at a time By triple click Select a complete sentence at a time By quadruple click Select a complete paragraph at a time By Pressing Ctrl + A To select a complete document By double click Ans. Task Process Select a single word at a time By double click Select a complete sentence at a time By triple click Select a complete paragraph at a time By quadruple click To select a complete document By Pressing Ctrl + A  Q20. How can you Select non-consecutive text items in Writer using Mouse?

Ans. By using the mouse

• Select the first piece of text.
• Hold down the Ctrl key and use the mouse to select the next piece of text.
• Repeat as often as needed.

Q21. How can you select a vertical block of text in Writer?

Ans. To select the vertical block of text select from the menu: Edit → Selection Mode → Block Area, or press Ctrl + F8 (Keyboard shortcut).

Q22. Which feature of Writer is used to search for a text and replace it with another text?

Ans. Find and Replace

Q23. Which feature of Writer is useful to jump to a particular page number? Under which menu this option is available? Also, write the keyboard shortcut to open this feature.

Ans. In such a situation, the ‘Go to Page’ feature of Writer is useful. This option is available in the Edit menu. Keyboard Shortcut is: Ctrl + G

Q24. What are non-printing characters in Writer? What is the keyboard shortcut to display the non-printing characters?

Ans. Those characters which are not displayed at printing are called non-printing characters. The keyboard shortcut to display non-printing characters is: Ctrl + F10

Q25. Write three ways to open the Spelling and Grammar dialog box.

Ans. Three ways to open the Spelling and Grammar dialog box are:

1. Select Tools menu → Spelling and Grammar
2. Click the Spelling and Grammar button on the Standard toolbar
3. Press the keyboard key F7.

Q26. Write the steps to open the Page Style dialog box.

Ans. Click on the Format menu→ PageSetup and then click on the Page option.

Q27. What do you mean by formatting text?

Ans. Formatting a text means changing a text’s appearance, such as its size and color.

Q28. Write various methods of formatting text.

Ans. Various methods of formatting text are:

1. Use the menu options from the menu bar.
2. Use the readily available buttons on the formatting toolbar.
3. Use the context menu. The context menu appears by right-clicking on the selected text.
4. Use the keyboard shortcut.

Q29. Write various ways to clear the text formatting in Writer.

Ans. Various ways to clear text formatting are:

1. select the text and choose Format → Clear Direct Formatting from the Menu bar
2. Click the Clear Direct Formatting button on the Formatting toolbar
3. Use Ctrl+M from the keyboard.

Q30. Write any two common text formatting features of Writer.

Ans. Two common text formatting features of Writer are: (Write any two)

1. Changing font size – by selecting font size.
2. Changing font style – bold, italic, underline
3. Changing font type – by selecting font drop-down.
4. Changing font color – by selecting the font color icon

Q31. Write the keyboard shortcuts for the following:

Task Keyboard Shortcut Making the text bold ? Making the text Italic ? Making the text Underline ? Ans. Task Keyboard Shortcut Making the text bold Ctrl + B Making the text Italic Ctrl + I Making the text Underline Ctrl + U

Q32. How many Change case options are available in Open Office Writer? Name all of them.

Ans. There are 6 change case options in Writer.

1. Upper case
2. Lower case
3. Cycle case
4. Sentence case
5. Capitalize every word
6. Toggle case

Q33. Write the steps to apply Superscript and Subscript in Writer.

Ans. To apply superscript: Select the text and select Format → Text → Superscript
To apply subscript: Select the text and select Format → Text → Subscript

Q34. Write four types of alignment that can be applied to a paragraph in Writer.

Ans. Four types of alignment are:

1. Left alignment
2. Right alignment
3. Center alignment
4. Justified

Q35. Write the keyboard shortcut for the following:

Task Keyboard Shortcut Right alignment of the paragraph ? Center alignment of the paragraph ? Left alignment of the paragraph ? Justified alignment of the paragraph ? Ans. Task Keyboard Shortcut Right alignment of the paragraph Ctrl + R Center alignment of the paragraph Ctrl + E Left alignment of the paragraph Ctrl + L Justified alignment of the paragraph Ctrl + J

Q36. How can you assign a background color to the paragraph?

Ans. To assign a background color to the paragraph:

1. First,      select the paragraph.
2. Select Format →Paragraph → Area→ Colour, then select the color.

Q37. Write the steps to assign a border to a paragraph.

Ans. The steps to assign a border to the paragraph are:

1. Select the paragraph, then select Format → Paragraph → Borders → Select Line – Style, Width, Colour.
2. After selecting, click ‘Ok’.

Q38. What is page style in Writer?

Ans. Page styles define the basic layout of all pages in the document. It includes page size, margins, header and footer, border and background, number of columns, etc.

Q39. Write the steps to insert a page break?

Ans. To insert the page break select Insert → Page Break from the Menu bar or use the keyboard command (Ctrl + Return).

Q40. What is Header and Footer?

Ans. The header is the text that appears at the top margin of the page. The footer is a text that appears at the bottom margin of the page.

Digital Documentation Class 9 Questions and Answers

Q41. How can you insert header and footer in Writer?

Ans. To insert a header in the document, select Insert →Header and Footer → Header

To insert the footer in the document, select Insert →Header and Footer → Footer

Q42. How can you insert page numbers in the footer section?

Ans. To insert page numbers in the footer section, place the cursor in the footer section and select Insert →Page Number.

Q43. Name any four elements that can be inserted in Writer.

Ans. Four elements that can be inserted in Writer are: (Write any four)

1. Images
2. Shapes
3. Objects
4. Chart
5. Symbols
6. Special Character
7. Tables

Q44. Write the steps to add background color to the paragraph in Writer.

Ans. Steps are:

1. Select the paragraph
2. Right-click anywhere in the paragraph, and choose Paragraph from the context menu.
3. In the dialog, select the Area tab, then choose Color.
4. Click OK

Q45. Which menu will help us to insert images, special characters, and charts in the Writer document?

Ans. Insert menu

Q46. Write the steps to insert an image in Writer.

Ans. Steps are:

1. Place the cursor where you want to insert the image and select Insert → Image.
2. A file manager will appear.
3. Select the image file and click on the Open button or just double-click on the image file

Q47. Write the steps to insert a special character in Writer.

Ans. To insert a Special Character select Insert → Special Character

Q48. How can you divide a page into columns?

Ans. To divide the page into columns, select Format → Column. A Column dialogue box will appear. Enter the number of columns in the Column entry box and click OK.

Q49. What is the table?

Ans. The representation of data in a tabular format is called a table. A table has a number of rows and columns.

Q50. Write the steps to create the table in Writer.

Ans. The simplest way to create a table is, click the Table icon on the Standard toolbar. On the drop-down graphic, choose the size of the table.

Q51. How can you delete rows or columns in a table?

Ans. To delete one or more rows or columns, place the cursor in the row or column you want to delete. Right-click and choose to Delete → Rows or Delete → Columns.

Q52. How can you delete a table?

Ans. To delete a table :

• Click anywhere in the table.
• Choose Table → Delete Table from the Menu bar.

Q53. What is Print Preview in Writer?

Ans. Print Preview is useful to check the document before printing. A user can check whether the document is prepared as needed, such as indentation, borders, etc.

Q54. How can you print a document in Writer?

Ans. To print the document press Ctrl+P. A Print dialog box will appear. From the Print dialog, you can choose options as per your requirement. They are Printer, Properties, Print Range, Copies and Options. Press OK. The selected options will work for the current document only

Q55. Explain all three options to print the number of pages in a document.

Ans. The three options to print the number of pages in a document are :

1. To print all the pages in sequence, choose the option All pages.
2. To print a single page, or the number of nonconsecutive pages, choose the option Pages, and give the page numbers separated by a comma.
3. To print only the selected text, choose the option, Selection

Q56. What is Mail Merge?

Ans. Mail merge is the process of merging the main document (letter or certificates) with the mailing address of various persons. The main document is merged with the mailing address, hence the name mail merge.

Q57. Mr. Rathi is a principal of BPP School. He wants to send a letter to your parents regarding a meeting. The matter of the letter will be the same but the addresses will be different for different parents. Which special feature of Writer will help him to accomplish this task easily.

Ans. Mail Merge

Q58. How many documents are created in Mail Merge? Name them

Ans. Two documents are created in Mail Merge

1. Main Document
2. Data Source

Q59. How can you open the Mail Merge Wizard?

Ans. To open the mail merge wizard select Tool→ Mail Merge Wizard

Q60. Write all the steps involved in Mail Merge Wizard.

Ans. Steps are:

1. Select starting document
2. Select document type
3. Insert address block
4. Create Salutation
5. Adjust layout

 

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EXTRA QUESTIONS WITH ANSWER

1. What are the features of the Word Process?

Answer – The following are some of the features offered by major word processors.

a. Select and move text from one place in the document to another

b. Copy the text to other places inside the document

c. Move or copy a selected text from one document to any other document

d. Change the font size and style of the document’s text

e. Format paragraphs and pages

f. Check spelling and grammar

g. Create a table and change the size of chosen rows, columns, or cells

h. Combine one or more documents

i. Print the specified text or selected pages of the document

j. Insert photos or graphs into the document

2. In a document all the occurrences of the word “this” have to be changed to “these”. Which option is suitable for this and what is the shortcut command used for it?

Answer – To replace a text in digital documentation, the user can use the find and replace function. Ctrl + H or Function Key F5 is the shortcut key for finding and replacing.

3. Which two documents are essential for mail merge?

Answer – The following two documents are required for Mail Merge.

1) Data Source – This is usually a list of names, phone numbers, and addresses to merge. This is the structured representation of the bulk data. This might be in the form of an Excel spreadsheet.

2) Main Document – This is the template or main document. This template placeholder contains or embeds the data from the data source.

4. Explain the concept of Word Processing.

Answer – A word processor is computer software that allows you to type and work with text.
a. It’s a program that allows you to write and view documents.

b. It is a piece of software or hardware that allows you to create, edit, and print documents.

c. You can type text in it, save it electronically, display it on a screen, or edit it by entering commands and characters before printing it

d. When compared to other computer applications, word processing is the most frequent.

e. The majority of word processors are now used as cloud services.

5. List the various software available for word processing.

Answer – The various word processing software are –

·         Microsoft Word

·         WordPad

·         Lotus Word Pro

·         Open Office Writer

·         LibreOffice Writer

·         Apple Work (Mac computers only)

·         Word Perfect (Windows computer only)

·         Google Doc

 

6. Write the difference between a text editor and a word processor software. Write the name of any text editor or word processor available in the market.

Answer – A word processor is a kind of text editor with greater features. The main purpose of a text editor is to write and modify text. Word processors provide different types of faculty like copy, cut, paste, undo, and redo.

A word processor allows you to modify text as well as do additional functions like text formatting, Inserting images, headers and footers, tables, lists, etc.

The common word processor available in the market are –
a. Microsoft Word
b. Digital Document
c. WordPad

7. List the various components of the OpenOffice suite. Explain each component in one line.

Answer – Open office suite includes the following components:

Writer (Word processor): This program is used to write letters, books, blogs, and reports.

a. Calc (Spreadsheet) – a program that is used to perform mathematical calculations.

b. Impress (Presentation) – it allows you to use multimedia. It has a drawing tool as well as special effect animation.

c. Draw (vector graphics) – a vector drawing tool that can create anything from a simple diagram or flowchart to a complex diagram or flowchart.

d. Base (Database) – It allows us to change forms, reports, and queries, as well as establish a relationship.

e. Math (formula editor) – It can produce complex equations as well as characters.

8. Compare the features of manual typewriters, electronic typewriters,s, and word processing software.

Manual Typewriter –

·         Modification not possible

·         Text cannot be cut, copied, or pasted into the document

·         You are not allowed to create multiple copies

·         Spell checking or grammar function is not available

·         Cannot save the file

Electronic Typewriter –

·         Modification possible

·         You are allowed to create multiple copies

·         Spell checking or grammar function is not available

·         You can save the file

Word processing –

·         Modification possible

·         You are allowed to create multiple copies

·         Spell checking or grammar function is available

·         You can save the file

 

9. Explain the different views to display a document.

Answer –
a. Print layout – This view shows a document on the screen in the same format as it will appear when printed. Margins, page breaks, headers and footers, and watermarks are all visible.

b. Full Screen – This view shows as much of the document’s content as the screen will allow at a size that is pleasant to read.

The Ribbon is replaced by a single toolbar at the top of the screen with buttons for saving and printing the document, accessing references and other tools, highlighting text, and making comments in this mode. You can also change the view by moving from page to page.

10. What are the various methods for selecting the text in a document? Give the steps to select a paragraph.

Answer – The following ways can be used to select a text, line, or paragraph in a document:

a. Shortcut key – Click anywhere in the document and press Ctrl + A to select all of the text.

b. Click and drag – Clicking and dragging the mouse in any direction is the most popular approach to selecting text in a document.

c. Double Click – You can also choose a single word or line by double-clicking on it.

d. Shift + Arrow – Hold down the [Shift] key while pressing the right and left arrow keys, as well as the up and down arrow keys, to move one character or one line at a time.

e. Triple Click – You can select a paragraph using triple-click in OpenOffice.

11. What are the special characters? How can you insert them into a document?

Answer – Many times we are required to use special characters in OpenOffice for example #, @, *, _, €,,, £. The keyboard has limited space for keys and symbols. Most signs and symbols you can insert in the document using the following methods.

Step 1 – Create a new document
Step 2 – Select the special character option from the Insert menu
Step 3 – Insert the special character in the document using the click option

12. How will you count the total words of a document?

Answer – When you type a word in a document, OpenOffice Writer counts the number of pages and words for you. The page number and text are displayed in the document’s status bar.

13. What are the various menu of Writer GUI?

Answer – File, Edit, View, and Insert are the most frequent GUI menus. The menus are set up in such a way that the commands that are related are grouped together. E.g. Open, saving, and closing, will always be available from the file menu.

14. What is the default extension assigned to the document in Writer when you save it? Write down the steps to save the document to a Microsoft Word document?

Answer – Documents can be opened, created, and saved. All common file types are well-supported by the Writer. The writer utilizes the ODF format, which has the file extension .odt, by default.
You can save the document in Microsoft Word using the following steps –
Step 1 – Click on the file
Step 2 – Open the Save dialog box
Step 3 – Write a file name
Step 4 – Click on Save

15. What is the importance of a password in the document? How will you protect the document using the password in Writer?

Answer – The password is essential for effective authorization in the document. By offering security to the users, we can safeguard the document using a password.
Only authorized users can use the password option to access their documents.
We can protect our sensitive documents with the aid of passwords. We can protect any document with the help of passwords using a variety of technologies. The password ensures that data is kept safe. To avoid being hacked.

16. What is mail merge? Write down the steps to create mailing labels to paste on wedding cards.

Answer – OpenOffice provides Mail merge facilities to the users, that allow you to combine mail and letters for mass mailings from a single email address. It is a function of word processing that allows fixed content to be sent to several users at the same time.

The steps for inserting Mail Merge is –
Step 1 – Go to the mailings tab and select the start mail merge option.
Step 2 – Select the step-by-step mail merging wizard from the drop-down menu.
Step 3 – Select the type of documentation and then click Next.
Step 4 – Select Recipients from the drop-down menu.
Step 5 – Choose Type a New List from the drop-down menu and click Create.
Step 6 – Create a custom field and write the letter. To add an address, click the address block.
Step 7 – Select the Greeting line from the Enter menu.

17. What are the advantages of the table? Prepare your report card for Class VIII in table format.

Answer – The most significant advantage of including a table is that it provides a visual grouping of data.
The advantages of the table are –
It is a set of data that is consistent and uniform.
An easy method for formatting in a professional manner.
It is possible to add data to it in the form of rows and columns.
Easily you can update the data in a tabular format.