Class 9 – Digital Documentation

D. Short Answer Questions

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?
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.

2. Which two documents are essential for mail merge?
Answer –

1. Data Source – This is usually a list of names, phone numbers, and addresses to merge. This might be in the form of an Excel spreadsheet.
2. Main Document – This is the template or main document containing placeholders for the data.

3. Explain the concept of Word Processing.
Answer – A word processor is computer software that allows you to type and work with text.

• It’s a program that allows you to write and view documents.
• It allows you to create, edit, and print documents.
• You can type text, save it electronically, display on screen, or edit it before printing.
• Word processing is one of the most common applications.
• Many word processors are now cloud-based.

4. List the various software available for word processing.
Answer –

• Microsoft Word
• WordPad
• Lotus Word Pro
• OpenOffice Writer
• LibreOffice Writer
• Apple Work (Mac only)
• Word Perfect (Windows only)
• Google Docs

5. 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.

• Text editor: main purpose is to write and modify text.
• Word processor: includes copy, cut, paste, undo, redo, formatting, inserting images, tables, etc.
  Examples: Microsoft Word, Digital Document, WordPad.

6. List the various components of LibreOffice suite. Explain each component in one line.
Answer –

• Writer (Word processor): used to write letters, books, blogs, and reports.
• Calc (Spreadsheet): performs mathematical calculations.
• Impress (Presentation): allows multimedia, drawings, animations.
• Draw (Vector graphics): tool for diagrams, flowcharts.
• Base (Database): to manage forms, reports, queries, relationships.
• Math (Formula editor): for equations and special characters.

7. Compare the features of manual typewriter, electronic typewriter and word processing software.

• Manual Typewriter: No modification, no copy/paste, no multiple copies, no spell check, cannot save file.
• Electronic Typewriter: Modification possible, multiple copies possible, no spell check, can save file.
• Word Processing: Modification possible, multiple copies possible, spell check available, can save file.

8. Explain the different views to display a document.
Answer –

• Print Layout: Shows document as it will appear when printed.
• Full Screen: Displays maximum content, with simplified toolbar. Allows navigation and comments.

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

• Ctrl + A – Select all text.
• Click and drag – Select text manually.
• Double Click – Select a word.
• Shift + Arrow keys – Select character/line.
• Triple Click – Select a sentence.
• Quadruple Click – Select a paragraph.

10. What are the special characters? How can you insert them in a document?
Answer – Special characters are symbols not directly on the keyboard (e.g. #, @, €, £).
Steps: Insert menu → Special Character → Select and insert.

11. How will you count the total words of a document?
Answer – LibreOffice Writer automatically counts words and pages, shown in the status bar.

12. What are the various menus of Writer GUI?
Answer – File, Edit, View, Insert, etc. Related commands are grouped under menus.

13. 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 – Default extension: .odt.
Steps: File → Save → Enter file name → Choose MS Word format → Save.

14. What is the importance of password in the document? How will you protect the document using password in Writer?
Answer – Passwords provide security and restrict access to authorized users only. They protect sensitive documents from unauthorized access.

15. What is mail merge? Write down the steps to create mailing labels to paste on wedding cards.
Answer – Mail Merge allows sending the same document to multiple users with personalized data.
Steps:

1. Go to Mailings → Start Mail Merge.
2. Choose Step-by-step wizard.
3. Select type of document.
4. Select Recipients → Create new list.
5. Create custom fields, add address block.
6. Add greeting line → Finish.

16. What are the advantages of table? Prepare your report card of Class VIII in table format.
Answer –

• Provides visual grouping of data.
• Data is uniform and consistent.
• Easier professional formatting.
• Rows and columns allow easy updates.