DOCUMENT PRODUCTION (MS –WORD)

1. What is the use of a House style?

A house style is used to make sure that all documents from an organisation have
consistency. It saves time in planning, creating and formatting documents. It reduces typing
errors and reduces the risk of missing important information such as company logo,
telephone number etc.
2. Which are the two categories of font faces?

• Serif fronts- fonts with short strokes at the end of individual letters. Mainly
used in newspapers and books as serif fonts are easier to read.
Ex - Times New Roman, Bell MT

• Sans-serif fonts- text without any strokes

Ex- Calibri, Arial
3. What is the use of a format painter?
Format painter helps to copy the formatting from a part of a document and apply it to
another. It copies paragraph formatting as well as font formatting.
4. What do you mean by widows and orphans in a document?
Widow is the last line or word of a paragraph which appears at the top of the next
page or column.
Orphan is the first line of a paragraph that appears at the bottom of a page or column
and the rest of the paragraph appears in the next page.
5. What is a gutter in a document?
Gutter Space represents the area outside the margins that is used to bind the document
together. Gutter position can be top or left depending upon the type of the binding used.
6. Name the text alignments in MS word Text can be aligned in 4 ways

• Left aligned – text aligned to the left margin

• Centre aligned – text aligned to the centre of the page
• Right aligned – text aligned to the right margin
• Fully justified – text aligned to both margins(distributes text evenly between
the margins)
7. Write the difference between a page break and column break?
A page break forces the text to appear on the start of a new page leaving white space at
the end of the previous page. It is useful for removing widows and orphans from a document.
A column break forces the text to appear into the top of the next available column
which may be in the same page or the next page. It is also useful for removing widows and
orphans from a document.

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 8. What is a section break and what are the uses of it?
A section break is used to split the areas of a document with different layouts. There
are two types of section break.
1) Next page – which forces a page break as well as a change in layout
2) Continuous – Which allows different layout on the same page
Uses of section break
1) To have different layouts on the same page
2) To have different headers / footers with in a document
3) To have different orientation with in a document
9. What is a header and footer? Why are they needed?
A header is the area of the document between the top of the page and the top margin.
A footer is the area of the document between the bottom of the page and the bottom margin.
We can insert text or graphics as header or footer. It has to be placed only in one page
automatically it’s replicated in the other pages of the document. Headers and footers are
needed to make sure that every page has elements such as page number, file name or logos
consistently.
10. What do you mean by wrap text around an image in document production?
Wrap text refers to the wrapping of text with respect to the image. Ex.
Whether the text should be paced behind or above the image or in line with image etc.
Some of the layouts for wrap text are
1) In Line with Text
2) Square
3) Tight
4) Behind Text
11. Expand these extensions
RTF- Rich Text Format
CSV – Comma Separated Values
12. How to insert automated file name, centre aligned in the footer
1) Double Click in the footer
2) INSERT QUICK PARTS FIELD FILENAME
3) Center align the file name
13. How to convert the measurement unit cm to in (centimetres to inches)
FILE OPTIONS ADVANCED DISPLAY Show measurements in units of INCHES

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14. Name the two Orientations a document can have
Landscape and Portrait

15. Give examples of proofing techniques.

Proofing techniques are used to check whether spelling, grammar, punctuation and
page layout of a document is accurate.
Such as correct margin settings, objects fitting with in the space provided, list and tables
should not split over two column or pages, no blank pages or columns, no windows and
orphans, images should not be distorted, objects should not overlap.

16. What do you mean by maintaining the aspect ratio of an image?

Aspect ratio of an image describes the proportional relationship between the width and
height of an image. If the aspect ratio is maintained, even if the image is resized the ratio
between its width and height will be preserved.
11.Try these short cut keys

Ctrl+B Change selected text to be Bold

Ctrl+I Change selected text to be in Italics

Ctrl+U Change selected text to be Underlined

Ctrl+E To center align the selected text

Ctrl+S Save current document file.

Ctrl+X Cut selected item.

Ctrl+C Copy selected item.

Ctrl+V Paste the copied item

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 CHARTS IN MS WORD
1. Create a COLUMN CHART as per the following data
MONTH RAINFALL (MM)

JAN 35

FEB 25

MAR 20

APRIL 20

MAY 25
JUNE 55

JULY 65 Chart title

RAINFALL
60

50

40

30 Data label
50
20

25
10 20
15
10
0
JAN FEB MAR APR JUNE
months
Vertical
RAINFALL
axis title

Vertical axis title Legend

Legend – represents the data based on which the graph is plotted. Using Options in chart tool
we can change the position of the legend as well as turn on and off this.

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2. PIE CHART

RAINFALL
JAN FEB MAR APR MAY

25

45

35

15

20

3. HORIZONTAL BAR CHART

RAINFALL

MAY 45

APR 15

MAR 20
RAINFALL

FEB 35

JAN 25

0 5 10 15 20 25 30 35 40 45 50

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Describe how you would produce the following table in a word processor
WEEKLY SCHEDULE

TOPICS NO. OF PERIODS NO. TESTS

SCIENCE 15 2

MATHS 20 3

1. From insert menu, insert a table with 4 rows and 3 columns

2. Merge cells in the first row and enter the title “WEEKLY SCHEDULE”. Make the text bold
and center aligned. Shade the the 1st row in grey colour.
3. Enter corresponding texts in the 2 row cells. Make the text italic, bold and center aligned
3. Enter the texts in the 3rd and 4th row’s corresponding cells and keep them left aligned. Set
the row & column width as shown in the diagram

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