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TYPICAL EXAM THEORY QUESTIONS
Instructions:
_1. Every question Contains equal Marks
- Choose any Three Question (60 marks)_ TIME: 1:
QUESTION ONE
Answer this question with regard to a word processing package. State the name of the program you are describing.
a) Define the terms headers and footers as used within a word processing package. Describe how both may be implemented. Explain why one of them might include a variable quantity. [5MARKS]
Headers and footers are typically used in multiple-page documents to display descriptive information. In addition to page numbers, a header or footer can contain information such as: The document name, the date and/or time you created or revised the document, an author name, a graphic, a draft or revision number.
This descriptive information can appear in many different combinations. For example, the second page of a business letter typically contains a header with the name of the addressee, the page number, and the date. A report can contain a footer with the report name and a header with the page number and chapter name. A newsletter can contain a header with a title and logo on the first page and a footer with the title and page number on the pages that follow. Adjust your Headers and Footers via the “Header and Footer” selection on the View dropdown menu on the Menu toolbar. Page number and date and time included on the footer are variable quantity as they will be changing every time or on every page
b) Commonly used phrases such as one’s name or company name can be added to a document simply by pressing one or two keys. Explain in detail HOW to instruct the word processing program to achieve this.
That can be done by a macro which is typically a series of commands or instructions that are combined to form a single command. Macros can save you time by letting you automate relatively simple tasks that you need to perform often, as well as complex procedures that consist of many steps.
Word processing
Activate macro by choosing record under the macro tool, assign the macro to a key or a button, the record all the activities that you would wish to automate, when done stop the recording and the activities have successfully recorded on the macro, if one knows all the activities to be recorded in a macro complex Macros can be created in visual basic for the
computer to use and also assigned a key on the program [5 MARKS]
e) Explain how to include a table created as a spreadsheet file into the middle of a word processing document.
- Open a new or existing document in Microsoft Word.
- Click the "Insert" tab > Locate the "Tables" group.
- Select the "Table" icon > Choose the "Insert Table..." option.
- Set the "Number of columns," "Number of rows," and "AutoFit behavior" to your desired specifications > Click [OK].
- Open the Excel file and use your mouse to select the data you wish to import.
- Right-click on the range of cells you have highlighted and select "Copy."
- Switch back to Word and highlight the table cells where you want to import the Excel data.
- Right-click on the Word table and click the option you want under "Paste Options."
[5 MARKS]
QUESTION TWO
a) Explain what is meant by mail merge. Describe how it is set up and used. [5 MARKS]
Mail merge is used to create a document or item for each item on an existing list. For example, you might use mail merge to create a mailing label for each contact that you have in a spreadsheet. Mail merge can also be used to create form letters and other documents as well.
There are three files involved in creating and printing letters using the mail merge process:
Your main document This document contains text and graphics (a logo or image, for example) that are identical for each version of the merged document. The body of the letter is an example of identical content. Your mailing list This is the data source that is used to populate information in the letter. Your mailing list has names, for example, and your main document is the letter that will be addressed to the names in your list. Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls information from the mailing list and puts it in your main document, resulting in a personalized letter for each person.
QUESTION THREE
a) Suggest possible changes that a person could make to a lengthy document AFTER seeing a print preview.
At print preview you can change the following settings:
Page orientation-either portrait or landscape Margins- changes can be made on the document margins to reduce or increase the numbers of pages Page ranges-specify which pages you want to print Duplex printing-specify if you are printing both sides of one side Black & white printing for black-and-white printers
[4 MARKS]
b) Choose TWO different types of printer used in word processing and for EACH one:
- Describe briefly the advantages and disadvantages of using this printer
- Give a typical application [5 MARKS each]
QUESTION FOUR
a) Finally, a document is to be printed. Describe the options presented to the user before the printing actually begins. At print preview you can change the following settings:
Page orientation-either portrait or landscape Page ranges-specify which pages you want to print Duplex printing-specify if you are printing both sides of one side Black & white printing for black-and-white printers [6 MARKS]
b) A previously created document is loaded from a file. It contains some underlined words and some emboldened words. Explain how the WORD PROCESSING PROGRAM is able to detect that such text needs to be displayed differently from the rest of the text. [5 MARKS]
c)It is required to display the middle part of a document with a different font and font size from the rest of the text. Explain how to achieve this
- Select your text so that it’s highlighted -To change the font style, click the arrow next to the font style in the ribbon at the top of your document. -Choose your font style from the drop-down list given.
-Next to the font style box is a box containing a number and an arrow. This changes the size of the font. Click on the arrow. -Choose the size of font from the drop-down list of options. [5 MARKS]
QUESTION FIVE
In the context of word processing, explain the following terms and describe HOW each is achieved:
a) Automatic paragraph numbering and bullets [3 MARKS]
b) Cut and paste [3 MARKS]
c) Font [2 MARKS]
d) Justification [2 MARKS]
e) Preview document on screen [2 MARKS]
f) Word-wrap
