Chapter 17

Many books contain a gutter margin. Explain what is meant by a gutter margin.

• Used as an extra margin

• Adds extra space to the inside / top margin

• Helps to ensure the text is not obscured by the binding

Complete the following sentences using the most appropriate words from the list.

centre double line space footer gutter hanging header indented justified left wrapping

(a) A margin between the main content of the page and the fold of a book is called a

Gutter

(b) An area at the top of a page is called a

Header

(c) Feature of word processing that causes text to flow around an image is called

Wrapping

(d) When text is aligned along both the left and right margins this is called

Justified

A receptionist in a medical centre is going to send out emails to patients about medical results. The receptionist will use the data from patients’ medical and personal records and mail merge these. One of the disadvantages of this system is that the receptionist will have access to personal data.

Describe other disadvantages of using mail merge.

• The email appears generic

• If the email is not checked and the data not kept up to date before the mail

• merge the errors are more difficult to change

• If a mistake is made on the master/template then all emails are affected

• Emails can be sent with wrong data/records which could be embarrassing

• Emails could be sent to the wrong patient

• Moving the data file/source/renaming the file can cause the mail merge to fail

• The emails may be directed to junk mail folders

Complete the following sentences using the most appropriate words from this list of word processing terms.

bullet centred gutter hanging header justified landscape orphan portrait widow

(a) The orientation of a page that is wider than it is high is called

Landscape

(b) A symbol placed in front of each item in a list is called a

Bullet

(c) The indentation of a paragraph where all the lines except the first are indented is called

Hanging

(d) The last line of a paragraph that appears as the first line of the next page is called a

Widow

Complete the following sentences using the most appropriate words from the list.

centred a footer a gutter a header indented justified landscape an orphan portrait a widow

(a) The orientation of a page that is taller than it is wide is called

portrait

(b) An area at the bottom of a page is called

a footer

(c) The first line of a paragraph that appears as the last line of the previous page is called

an orphan

(d) Text that is aligned horizontally in the middle of a line is called

centred

Choose two features of multimedia presentations which would not be found in a word processed document

bullets images numbers photographs sound tables text video

Sound

Video

Explain why page, section and column breaks are used in documents.

• To adjust pagination

• To avoid orphans/widows

• To improve layout on the page

• To allow for the change of orientation of pages in the document

• To enable to start a new chapter on a new page

The owner of the soccer club is planning to create membership cards for all its members using mail merge. The membership card will include personal data from the new system. Describe the steps required to perform the mail merge.

• Open/load the word processor

• Click on mailings/mail merge

• Load/create the membership card template/master document

• Tags/field/place holders are placed in the membership card

• Select/locate the data/recipient list in the new system//load data source

• Link the new system to the membership card template

• The membership card is merged with the new system

• The data from the fields are imported into the membership card

• The data replaces the tags/field/place holders

• Preview results

• Check spelling/proof read

• The membership cards are saved/printed/sent

A student has produced some work for a school project. A page of the work is shown.

(a) The student has placed a column break in his document. Explain the purpose of setting a column break.

• Places a hard break in the location selected

• Could remove widows/orphans

(b) After running a spell check and proofreading his document the student notices that one word is still showing an error. Explain why this word has caused an error and how the student could ensure that the error does not reappear when this word is used in future.

One from:

• The word does not appear in the dictionary

• The word is written in Latin and the dictionary is in English.

One from:

• Add the word to the dictionary

• Set the dictionary to allow scientific names/Latin

• Set (the dictionary) to ignore the word

A student has created a document with images for her geography project. The layout of page one is portrait orientation. The student needs to set page two as landscape orientation. Before she can set the landscape orientation she needs to insert a break.

(a) State the type of break that is needed.

Section break

(b) Each page of the document includes a footer. Explain why a footer is used.

• Information is repeated on each page

• Allows easier navigation in the document

• Saves time for the user to add information manually

• Information only needs to be entered once

A student is working on a project on the World Games. He has produced some information but has decided to produce a second layout including a table. The original layout and the new layout are shown.

(a) Explain, step by step, how the table was created, without the text being entered by hand.

• Load the document

• Highlight the text

• Click Insert then Table

• Select Convert text to table

• Click on 2 columns

• Click separate by :

• Click ok

(b) The student checks the text he has written using a spell checker. Explain how a spell checker works.

• Compares each typed word with its dictionary/database

• Uses algorithms to check the spelling

(c) Explain why the suggestions made by the spell checker do not always give the correct response

• Real names are not recognised

• Badly spelt words will not be recognised

• Incorrect grammar may not be recognised

• It will not find words that sound the same but have been used incorrectly

• Some words may be spelt incorrectly but form another word

• They do not learn from their mistakes unless added to the dictionary

• They may use the wrong dictionary

The director will include images and information about the wallabies in the document. Each page will be set out in 2 columns with a line between them.

(a) Describe the steps taken to create the columns. Assume the software has been loaded and the text has been entered.

• Highlight the body text

• Select layout/page set up

• Select columns

• Select more columns

• Select two columns

• Click line between

• Save the document

(b) Describe the steps taken to add the image as shown.

• Click insert

• select picture from file

• Locate the image

• Load the image

• Right click and list menu

• click format

• Format the image

• Position the image

• Click wrap text

• Save the document

(c) As the document is being written for the zoo it needs to conform to the corporate house style. Explain what is meant by corporate house style.

Two from:

• Used to make sure that all documents and other materials from an

• organisation have consistency

• Set of rules which state how all documents and written communication from

• an organisation should be formatted

• Use of branding

Three from:

• Use of corporate/same colours

• Same font

• Same style of font

• Margins and white space look similar

• Graphics are similar

• Logos are the same

• Language used is the same on all documents within the organisation

• Position of the images are the same

Falyaz has created a diary using word processing software. The diary entry for 17th May 2020 is shown.

(a) Write down formatting features of the word processing software used to make this diary entry

• Bold on date

• Superscript on the date

• Left aligned on date

• Fully justified

• Text/word wrap

• Highlighted text

• Italics

(b) The original diary entry typed into the word processing software did not include an image. Describe the steps that would be carried out by Falyaz to include in his diary entry an image taken from his digital camera.

Part 1

• Plug in/Bluetooth the digital camera to the computer//Plug in the SD card/memory card

• Select the image to be uploaded

• Upload the image to the computer

• Save the image on the computer

Part 2

• Load/open the word processing software

• Load the diary entry file

• Place the cursor where you want the image to be

• Click insert…image

• Choose/find/browse the image from the folder

• Insert the image in the text

Part 3

• Reformat/resize/crop the image

• Reposition/place the image

• Click word wrap/text wrap

• Save the document

(c) Falyaz wants to add a header in his word processed diary. Explain what is meant by a header and why it is needed.

what is meant by a header:

• It is an area of a document on every page

• At the top of a page

• The area is between the top of the page and the top of the margin

why it is needed:

• To show consistency on each page

• To ensure that each page has the same data in the header

• Saves time for the author typing out the data on each page