Unit-3 Digital Documentation Class 9

Solutions
1. What are the features of 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 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 a digital documentation, the user
can use the find and replace function. Ctrl + H or Function Key
F5 is the shortcut key of find and replace.
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 embed 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 difference between a text editor and a word
processor software. Write the name of any text editor or
word processor available in 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 a different type 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, table, list etc.
 The common word processor available in the market are
–
a.Microsoft Word
b.Digital Document
c. WordPad
 7. List the various components of LibreOffice suite.
Explain each component in one line.
 Answer – Libre office suite includes the following components:
 Writer (Word processor): This program is used to write letters,
books, blogs, and reports.
 a. Calc (Spreadsheet) – is 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) – is 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 typewriter, electronic
typewriter and word processing software.
Manual Typewriter –
 Modification not possible
 Text cannot cut, copy or paste in 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
LibreOffice.
11. What are the special characters? How can you insert
them in a document?
Answer – Many time we required to use a special characters in
LibreOffice for example #, @, *, _, €,,, £ . The keyboard has a
 limited space for keys and symbols. Most signs and symbols you
can insert in 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 click
option
12. How will you count the total words of a document?
Answer – When you type a word in a document, LibreOffice
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 Microsoft Word
document?
Answer – Documents can be opened, created, and saved. All
common file types are well-supported by Writer. Writer utilizes
the ODF format, which has the file extension .odt, by default.
You can save the document in Microsoft Word using following
steps –
Step 1 – Click on file
Step 2 – Open Save dialog box Step 3 – Write a file name Step 4 –
Click on Save
15. What is the importance of password in the document?
How will you protect the document using 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
password 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 – LibreOffice provides Mail merge facilities to the users,
that allows 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 Greeting line from the Enter menu.
17. What are the advantages of table? Prepare your report
card of Class VIII in table format.
Answer – The most significant advantage of including a table is
that it provides a visual grouping of data. It is a set of data that
is consistent and uniform. 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.
1. Which of following is not a component of the Office Suite?
(a) Writer
(b) Impress
(c) Internet Explorer
(d) Base
Ans: (c) Internet Explorer
2. The most widely used word processing software in late 1970s
 was .
(a) Word Perfect
(b) Word
(c) Word Star
(d) Writer
Ans: (c) Word Star
3. We can change the mistakes noticed in which of the
following?
(a) Electronic typewriter
(b) Word processor software
(c) Simple typewriter
(d) Both (a) and (b)
Ans: (d) Both (a) and (b)
4. Header and Footer is available in which of the following
menus?
(a) File Menu
(b) Insert Menu
(c) View Menu
(d) Edit Menu
Ans:(b) Insert Menu
5. To hide or view ruler we should go to which of the
following menus?
(a) Tools Menu
(b) Insert Menu
(c) View Menu
(d) Edit Menu
Ans:(c) View Menu

6. To check the grammar we should go to which of the following

menus?
(a) Tools Menu
(b) Insert Menu
(c) View Menu
(d) Edit Menu
Ans: (a) Tools Menu
7. To replace a word Bombay with Mumbai, we should go to which of
the following menus?
(a) Tools Menu
(b) Edit Menu
(c) View Menu
(d) Language Menu
Ans: (b) Edit Menu
8. To close an opened document, we should to go to which of
the following menus?
(a) File Menu
(b) Insert Menu
(c) View Menu
(d) Edit Menu
Ans: (a) File Menu
9. Which of the following is the default extension of the
writer file?
(a) .obt
(b) .doc
(c) .odt
(d) .docx
Ans: (c) .odt
10. Which of the following technique selects a sentence in
Writer?
(a) Single click (Pressing left button of mouse)
(b) Double Click
(c) Triple Click
(d) None of the above
Ans:(c) Triple Click

11. Which of the following is a shortcut key to Redo any

operation?
(a) CTRL + R
(b) CTRL + Y
(c) CTRL + X
(d) CTRL + Z
Ans: (b) CTRL + Y
12. To find a word in a document we can use which of the
following function key?
(a) F5 key
(b) F8 key
(c) Fl key
(d) None of the above
Ans: (d) None of the above
13. Spellings are corrected automatically in Writer because of
which of the following features?
(a) Auto Text
(b) Auto Correct
(c) Auto Complete
(d) All of the above
Ans: (b) Auto Correct
14. The default table size is .
(a) 1 column, 1 row
(b) 2 columns, 1 row
(c) 2 columns, 2 rows
(d) 1 column, 2 rows
Ans: (a) 1 column, 1 row
15. What is the shape of the mouse pointer when drawing a
table?
(a) Pencil
(b) White pointing arrow
(c) Black pointing arrow
(d) Black plus
Ans: (b) White pointing arrow
16. Which shortcut key is used for automatic spell checking?
(a) SHIFT + INSERT
(b) SHIFT + F7
(c) CTRL + INSERT
(d) TAB + INSERT
Ans: (b) SHIFT + F7
17. Which shortcut key is used to insert table?
(a) CTRL + F12
(b) ALT + DELETE
(c) CTRL + DELETE
(d) TAB + DELETE
Ans: (a) CTRL + F12
18. Which of the following is not valid type of data source in
mail merge?
(a) Spreadsheet
(b) Text files
(c) MySQL
(d) CSV file
Ans: (b) Text files
19. The default orientation of a page in Writer is .
(a) portrait
(b) landscape
(c) book
(d) None of the above
Ans: (a) portrait
20. Which of the following does not come under page
formatting?
(a) Setting margins
(b) Find and replace
(c) Setting header and footer
(d) Page orientation
Ans: (b) Find and replace
21. Saving an existing document with some other name using
the Save As option .
(a) replaces the current document
(b) leaves the current document intact
(c) is not possible
(d) closes the document
Ans: (b) leaves the current document intact
22. Keyboard shortcut to italicize the selected text is
(a) Ctrl + U
(b) Shift + U
(c) Ctrl + I
(d) Shift + I
Ans: (c) Ctrl + I
23. Which option should be used to type H2O, to get 2 at its
proper place?
(a) Bold
(b) Superscript
(c) Underline
(d) Subscript
Ans: (d) Subscript
24. What option should be used to to change the word ‘Books’
to the word ‘Copies’ in a document?
(a) Find
(b) Find and Replace
(c) Spell check
(d) Spelling and grammar check
Ans: (b) Find and Replace
25. What is the option to print the document so that the
height of the page is less than its width?
(a) Landscape
(b) Portrait
(c) Indent
(d) Tab setting
Ans: (a) Landscape
Fill in the blanks:

1. The submenu item with three dots ‘…’ just after the submenu name,
denote that it will open the dialog box
2. The submenu item with right hand side arrows ‘►’, means, clicking
on it will open Submenu
3. Formatting Tool Bar contains various options for document
formatting
4. By pressing the Home key you jump to the beginning of the line
and by pressing the End key you jump to end of the line
5. After using the undo command, to go back again to the previous position
the, redo option or command is used.
6. Double click is used to select the word
7. Headers appear at the top and footers appear at the bottom of every
page.
8. In the landscape page orientation the height of the page is less than its
width.
9. The Print Preview option is used to see how the document will look like
when it will be printed.
10. In mail merge the file holding the mailing addresses is called as data
source.
State whether the following statements are True or
False
1. To open word processor ‘Window’ menu option is selected.
ANS: (TRUE)
2. Current file name is shown in Status Bar.
ANS: (FALSE)
3. Open icon for opening a file is part of Standard Tool Bar.
ANS: (TRUE)
4. Format Menu contains the options that apply to the whole document.
ANS: (TRUE)
5. It is possible to open a MS-Word file in Libre Office-Writer.
ANS: (TRUE)
6. We cannot open Libre Office-Writer file in MS-Word.
ANS: (TRUE)
7. Writer does not permit to copy a selected text in to another document.
ANS: (FALSE)
8. It is possible to copy a selected text without using Menu options and keyboard
options.
ANS: (TRUE)
9. To open the ‘Find & Replace’ dialog box, we have to go to Format menu.
ANS: (FALSE)
10. We can find all the cities included in a document using ‘Find and Replace’
feature of Writer.
ANS: (TRUE)
11. While typing if an incorrect spelling is detected a red line is marked under it.
After correcting it, the red line is converted into green line.
ANS: (FALSE)
12. The text written in Header and Footer is printed on each page of the
document.
ANS: (TRUE)
13. The page number appears with gray background and is printed with
background.
ANS: (TRUE)
14. Writer creates a table as wide as the page area.
ANS: (TRUE)
15. A new column is created in table by pressing tab key.
ANS: (FALSE)
16. Mail merge is used to prepare multiple copies of the same document.
ANS: (FALSE)
17. The Form Letter contains the variable information in mail merge.
ANS: (FALSE)
18. The portrait and landscape orientations are set in Paper option under
properties.
ANS: (FALSE)
19. In Print Range by default current page is selected for printing.
ANS: (TRUE)
20. By default the page size is A4
ANS: (TRUE)

Short answer questions

Que 1.In a document all the occurrences of word “this” have to be
changed to “these”. Which option is suitable for this and what is the
shortcut command used for it?
 Ans: Find and Replace option is suitable to replace all the occurrences of word “this”
by another word “these”. Shortcut command used for it is Ctrl + H in LibreOffice.
Shortcut command used for it is Ctrl + F in OpenOffice.
Que 2. Which two documents are essential for mail merge?
Ans: 1.Main Document
2. Data Source
Que 3.Explain the concept of Word Processing.
Ans: Word processing is the use of computer software to enter, edit, format, store,
retrieve and print the document. The document can be a letter, notice, report,
business correspondence, etc.
Que 4. List the various software available for word processing.
Ans: Various software available for word processing are:
1. Microsoft Word
2. LibreOffice Writer
3. OpenOffice Writer
4. Google Docs

Word Processor Text Editor

It allows you to edit the text with

A text editor is used to writing and
multiple other functions like
edits text.
formatting of text.
It is a more extensive type of text It is used to edit plain text files.
editor.
It helps in functioning the
automatic grammar and spelling In this, You can also cut, copy,
checks. paste, undo and redo your text.
It comes in with some predefined
themes and templates into it Text formatting is not available in
which makes it easier. this editor.
The famous word processors are
Que
WordPad, 5. List the
NotePad, various components
AppleWorks, It includes CSS, PHP,
of LibreOffice HTML,
suite. Explain each
component in one line.
Microsoft. JavaScript, and other languages.
Ans: These are the components of LibreOffice suite:
Word Processing:- is the software that permits the user to write edit his work in the
documents.
Spreadsheets:- is the application that permits the user to store the data in the
tabular form.
Presentations: -is the application that permits the user to store and display the data
in slide show.
Vector Graphics and Flowcharts: -is the application that permits the user to compose
or edit the vector graphics images.
Databases: – is the application that permits the user to store the data using
modelling technique.
Manual typewriter Electronic typewriter Word processing
software
It is a hardware. It is a hardware. It is a software.

Once typed can not be Minor changes can be All type of changes can be
changed. done. done.
Very small size screen
No screen to display the to display the contents Entire content is visible on
contents. monitor.

Special symbol can not

Special symbol can not be be inserted. Special symbol can be
inserted. inserted.

Que 6. Compare the features of manual typewriter, electronic

typewriter and word processing software.
Ans:
Que 7. Explain the different views to display a document.
Ans: Different views to display a document in a LibreOffice Writer are:
1. Normal View: It is default view in Writer. This view allows to do formatting of a
document. Page break is visible in this view.
2. Web: This view shows that how your page will look like when you publish your
page on Internet. Page break is not visible in this group.
Que 8. What are the various methods for selecting the text in a
document? Give the steps to select a paragraph.
Ans: Select all text
1. Click anywhere within the document.
2. 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.
1. Place your cursor in front of the first letter of the word, sentence, or paragraphs
you want to select.
2. 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.
Que 9. What are the special characters? How can you insert them in a
document?
Ans: Special Characters: Special characters are special formatting character which
are applied in documents for better formatting they are not any text , Symbol etc.
Example — # , @ , * , _ , €, ¥ , ¢ , £
To insert Special characters in a document follow mentioned steps: Place the cursor
where you want to insert special character in document. Click on Insert tab
Select Symbol from Symbol group. Select More Symbols option
The symbols dialog box will appear . There click on special characters tab.
Double-Click the character which you want to insert and click Insert button.
Que 10.How will you count the total words of a document?
Ans: Word count is shown in the status bar, and is kept up to date as you edit. If you
want to count only some text of your document, select the text.
To display extended statistics such as count of characters without spaces, choose
Tools – Word Count.
Que 11. What are the various menu of Writer GUI?
Ans: various menu of Writer GUI:
File Edit Insert Format View Table Form ToolsWindow Help
Que 12. What is the default extension assigned to the document in
Writer when you save it? Write down the steps to save the document
to Microsoft Word document?
Ans: Default extension assigned to the document in Writer when is .odt
Save your document
Click FILE > Save, pick or browse to a folder, type a name for your document in the
File name box, and click Save.Save your work as you go Ctrl+ S often.
Que 13. What is the importance of password in the document? How will you protect the
document using password in Writer?
Ans: The password is very important in the document for proper authorization.
We can protect the document using the password by providing security to the
users.
Only authorized users can open their accounts or can access their documents using
the password option.
Steps to save a document using password are:
1. Select File —-> Save
2. Type a suitable name for the document.
3. Put a tick on the checkbox Save with a password.
4. Type the password to open the file in Set password dialog box.
5. Type the same password in the second box and click OK button.
Que 14. What is mail merge? Write down the steps to create mailing
labels to paste on wedding cards.
Ans: Mail merge is the process of merging the main document with the mailing
address of various persons. The main document is merged with the mailing address.
It is used to send invitations, letters or to print certificates for several people.
Steps to create mailing labels are:
1. Choose File > New > Labels
2. On the Labels tab, select the Database and Table.
3. Click the drop down arrow under Database field and move the required field to
Label text area.
4. On the Options tab, ensure that the Synchronize contents option is selected.
5. Click New Document. Now you have a new single document containing a series of
frames, one for each label of the selected type and filled with the data source
address fields that you selected.