Unit III Digital Documentation

 

Unit III

Digital Documentation

1. Objective Type Questions   

a.      Status bas shows_______________________.

i. Page number                                               ii. Page Style

iii. Zoom Slider                                                iv. All of these

 

b.      ________  toolbar contains the various options of formatting a document.

i. Standard                                                       ii. Formatting

iii. Status                                                         iv. All of these

 

c.       When you bring the mouse pointer on any tool and see the meaning of the tool, it is called____________.

i. Tip Tool                                                        ii. Tool meaning

iii. Tool Tip                                                      iv. None of these

 

d.      The _____________ is a flashing vertical line in the body of the text.

i.  Mouse Pointer                                            ii. Mouse Cursor

iii. Text Cursor                                                 iv. None of these

 

e.      ________ control the movement of text cursor in a document.

i. Arrow keys                                                   ii. Function Keys

iii. Special Keys                                               iv. None of these

           

f.        The ________________ alignment aligns selected text to both right and the left margin.

i.  Left Alignment                                            ii. Right Alignment

iii. Centered Alignment                                  iv. Justified Alignment

 

g.      Which among the following Tab is used to add a Header and/or Footer?

i. Home                                                           ii. Insert

iii. Design                                                        iv Layout

 

h.      To insert stars, banners, callouts, connectors etc., click on the ______ option in the insert tab.

i. Symbols                                                        ii. Pictures

iii. Shape                                                         iv. All of these

 

i.        Which shortcut key is used to insert table?

i.  CTRL+F12                                                    ii. ALT=DELETE

iii. CTRL+DELETE                                             iv. TAB+DELETE

 

j.        Which of the following is not a valid type of data source in mail merge?

i. Spreadsheet                                                 ii. Text file

iii. MySQL                                                        iv. CSV file

 

k.       The default orientation of a page in Writer is ___________.

i. Portrait                                                         ii. Landscape

iii. Book                                                           iv. None of these

 

l.        Which of the following does not come under page formatting?

i. Setting margins                                            ii find and replace

iii. Setting header and footer                         iv page orientation

 

m.    Which option should be used to type H₂O to get 2 at its proper place?

i. Bold                                                              ii. Superscript

iii. Underline                                                   iv. Subscript

 

n.      What option should be used to change the word “Books” to the word “Copies” in a document?

i. Find                                                              ii. Find and Replace

iii. Spell check                                                 iv. Spelling and grammar check

 

o.      What is the option to print the document so that the height of the page is less than its width?

i. Landscape                                                    ii.   Portrait

iii. Indent                                                         iv. Tab setting

 

p.      Saving an existing document with some other name using the Save As option_____.

i. replace the current document                    ii. Leaves the current document intact

iii. is not possible                                            iv. Closes the document

 

2. State True or False.

a.      The page number appears with gray background and is printed with background. False

b.      Writer creates a table as wide as the page area. True

c.       A new column is created in table by pressing tab key. False

d.      Mail merge is used to prepare multiple copies of the same document. True

e.      The Form Letter contains the variable information in mail merge. True

f.        The portrait and landscape orientations are set in Paper option under Properties. True

g.      In Print Range by default, current page is selected for printing. False

h.      By default, the page size is A4. False

 

3. Fill in the blanks.

a.      The unrecognized word which is not present in Writer dictionary is displayed in Not in Dictionary text box.

b.      To display non-printing character, press Ctrl+F10 keys.

c.       The Cut option helps to remove or out the selected text form its original place.

d.      Typing means adding text in a document.

e.      Making changes in the existing text is known as Editing Text.

f.        The default orientation of a page in Writer is Portrait.

g.      Keyboard shortcut to italicize the selected text is Ctrl+I.

h.      To find a word in a document, we can use Ctrl+F keys.

i.        To close an opened document, we should go to File menu.

j.        By pressing the Home key, we jump to the beginning of line and by pressing End key we jump to end of the line.

k.       While saving the document for mail merge, we must ensure that it is saved in .odt writer format.

l.        Address Block contains the field names and address that retrieves names from the data source file of address.

m.    Data is organized under different fields of information, e.g., in a letter, Name and City might be two fields.

n.      Salutation means initial greeting, for example Dear Mr. Jones.

o.      On selecting document type, we can create Letter and E-mail message.

 

4. Short Answer type Questions

1.      What is clipboard?

Ans. The clipboard is a storage area to temporarily store the data that we cut or copy. It allows us to transfer text or objects between documents or within the same document

2.      What are the advantages of word processor over typewriters?

Ans. Word processor has significant advantages over typewriters; it is fast and easy to type     and it includes editing and formatting features. It also has tools like spell and grammar             check, thesaurus etc. We can digitally share and save the documents.. 

3.      What is text area? What do you understand by workspace?

Ans. Text area is the white area of the LIbreOffice Writer widow where we type the text. It is called work area or Document window too. However the workspace is the entire application window, which includes the text area plus all other elements like menus, toolbars, and rulers.

4.      Expand the term WYSIWYG. Why Writer is called a WYSIWYG program?

Ans. The expanded form of WYSIWYG is “What You See Is What You Get”. It is called so because the printed copy of our document is similar to what we see it in its digital form.

5.      What are non-printing characters?

Ans. Non-printing characters are the characters that generally do not appear in the text areas when their keys are pressed on the keyboard. These characters are non-printable. Example: tab, spacebar, enter key etc.

6.      What are the different marks that writer uses for displaying nonprinting characters?

Ans. The mark used for the common non-printing characters are: pilcrow for Enter key, a single dot for space bar and a right arrow for tab.

7.      Write short notes on features of paragraph formatting in Writer.

Ans. Text Alignment (left, right, center, or justified) Indentation, Spacing, Lists, Borders & Shading, text flow, drop case, Transparency are the some of the features of the paragraph formatting.   

8. How is setting up Writer options useful?

Ans. Setting up Writer options is useful because it helps personalize the workspace, improve efficiency, maintain consistency, and reduce errors while creating documents.

9. What is formatting?

Ans. Formatting means changing the appearance of text or pages without changing the actual content. Formatting helps make a document neat, readable and professional in appearance.  There are two main types of formatting: Character formatting and Paragraph formatting.

10. What is character formatting?

Ans. Character formatting refers to changing the appearance of individual characters, words, or selected text in a document without altering the actual content. It helps make text stand out, look attractive, or convey emphasis.

11. How is paragraph formatting different from character formatting?

Ans. Paragraph formatting means to controls how text is arranged on the page. It includes alignment line spacing, indentation, and adding bullets or numbering. Character formatting, on the other hand means changing the appearance of selected text, such as letters or words, without affecting the rest of the document.

12. What are tables? How do you insert them in a Writer document?

Ans. Tables are a way to organize information in rows and columns so that data becomes easier to read and compare. Table can be inserted by various ways such as from table menu, from table icon on the standard toolbar and by pressing Ctrl+F12.

13. How will you save your text document in PDF format in writer?

Ans. A text document can be saved in PDF format by using the command Export or Export as PDF under the file menu of the writer document. It can be saved by clicking “Export Directly as PDF” icon on the Standard Toolbar.

Long Answer Type Questions.

1. Define margins. How can you set these margins in LIbreOffice Writer?

Ans. Margin is the gap between the edge of the page and beginning of text on the document i.e. the outer boundary of the text in the document beyond which the contents of the document do not flow. We can set these margins by taking the following steps:

·     Select Page Style option from the Format menu then Click on the Page tab.

·         In the Margins section, there are four options-Left, Right, Top and Bottom.  Set the desired measurement and click on the OK Button. 

2. What is meant by indentation? What are the different types of indents possible?

Ans. Indentation is the space between a paragraph and the left or right margin of a document. The main types of indents are left, right, first line, and hanging.

·         Left Indent: This moves the entire paragraph away from the left margin.

·         Right Indent: This moves the entire paragraph away from the right margin.

·         First Line Indent: This moves only the first line of a paragraph inward, away from the left margin.

·         Hanging Indent: In this type, the first line is not indented, but all subsequent lines of the paragraph are. This is commonly used for bibliographies and reference lists

3. What is text alignment? In how many ways can you align your text?

Ans. Text alignment is how text is positioned horizontally within a document, and there are four common ways to align it: left, right, center, and justified.                      

·         Left alignment: Text is aligned to the left margin, creating an uneven right edge.

·         Right alignment: Text is aligned to the right margin, leaving the left margin uneven.

·         Center alignment: Text is centered between the left and right margins, creating an even space on both sides. It is often used for headings or titles.

·         Justified alignment: Text is aligned to both the left and right margins, creating straight edges on both sides.

4. What are headers and footers in Writer? Where do they appear in a document?

Ans. Headers and footers are sections at the top (header) and bottom (footer) of a document's pages that contain consistent information like page numbers, titles, or the author's name. They appear on every page and are separate from the main document body, making them useful for navigation and consistent branding.  Headers appears at top of the document whereas, footers appears at the bottom of the document.

5. What are the advantages of find or replace feature of word processor?

Ans. The find and replace feature in word processors is advantageous because it saves time and effort by quickly locating and changing words or phrases throughout a document. It ensures consistency, corrects errors, and streamlines bulk edits, making it easier to update terminology, fix recurring typos, or change formatting across multiple instances.

6. Write procedure to insert page break in a writer document.

Ans. We can insert a page break using the following two methods

Method 1: Using the Menu

·         Place your cursor at the end of the content where you want the new page to start.

·         Go to the Insert tab in the toolbar.

·         Click on Page Break or Break (depending on your software).

·         Select Page Break from the options.

Method 2: Using the Keyboard Shortcut

·         Place your cursor where you want the page break to be inserted.

·         Press the Ctrl + Enter keys on your keyboard at the same time.