Review Questions Answer Key

Microsoft Word 2013 Expert

Answers to Review Questions

Lesson 1

1.  Where would you go to change the type of content the reviewing balloons should show?

To change the type of content that shows in the reviewing balloons, open the Tracking Options command from the Review tab.

2.  How does Word display changes or comments made by multiple reviewers?

Word applies a different color to each person who is asked to review the same document and, within comments, replies appear below the previous comment, thereby setting up a path you can follow.

3.  Why would you not use the Accept All Changes automatically with a reviewed document?

Be careful when using the Accept All Changes as all the recommended changes may not be suitable for the document and may also change things you do not want such as formatting or deletion of text,. Always try to review each change in the document before clicking the Accept option.

4.  Why might you need to do a comparison of documents?

If you have two or more documents that look the same, but the last modified dates are different or if the files were last used by different people at different times, you may need to compare the documents to see which one should be used. The Compare command saves you manually reviewing the differences.

5.  How does Word create draft versions of a document?

Draft versions are created with the AutoSave feature that Word uses to create “backup” versions of a document that has not been saved for a while. These draft versions are listed below the Manage Versions feature in the Info category of Backstage.

6.  Why might you want to compare two documents instead of automatically combining them?

You may want to compare two documents when you want to determine which document might have a specific piece of text or which one may be the version you need to use.

7.  Why might you see a message indicating a possible conflict with styles?

This can occur when you are merging/combining documents that have different templates with similar style names. Word will prompt you to indicate which document has the styles you want to apply in the combined document.

8.  Which of the following would be considered the most secure password?

a.  13_JaNuaRy

9.  When might you want to use the Document Inspector before distributing a document?

If you are planning to share the document with others in digital form, it is best to have Word inspect the document to ensure there is no personal or other information that someone will see when they look at the properties of the document.

10.  Can a document that has been marked as final be modified by others?

Yes, unless a password has been applied to the document. You can reverse the Mark as Final command and edit the document if no password was previously applied to the document.

Lesson 2

1. Which two wildcards are the most commonly used?

a. ?

c. *

2. Mark where the baseline is in the following text:

Press + and click the Advanced tab

3. What does SBCS refer to?

d. Single Byte Character Set

4. Which feature works in conjunction with AutoCorrect to assist in text entry or format specific text?

b. AutoFormat

5. If you type a web address and it does not appear as a link when you press the Space, what can you do to correct this?

You should go to the AutoFormat tabs within the AutoCorrect feature to reset all Internet and other paths that should appear as hyperlinks. To reset that web address as a link after you reset the AutoFormat option, you can press Space again after the address or use the Hyperlink command on the Insert tab.

6. How can you set Word to show the titles in your document in the Navigation pane?

Apply Heading styles to the titles in the document according to the level for the title (such as main title, subheading, or sub-subheading) and the titles will appear in a hierarchical display in the Navigation pane.

7. Which symbol should you see and then click to link text into an empty text box?

b.

8. What can you do if the keyboard sequence you entered has been assigned to another style or item when trying to assign a keyboard shortcut to a style?

Click in the Press new shortcut key field and delete the text that is there. Press another keyboard sequence and determine whether the sequence is Assigned or Unassigned. You may need to do this several times until you find a keyboard sequence that is unassigned.

9. How can you differentiate between a character and a paragraph style when you create a new style?

When creating a new style, ensure Character is selected in the Style type field and choose only character formatting attributes to be included in the style.

10. Why might you want to insert a StyleRef field in a header for a major title in your document?

Insert a StyleRef field for the title in the header so that it automatically updates the title text if it should change when you are editing the document. This is a time saving tool as it will update the text accordingly, enabling you to continue editing.

Lesson 3

1. If you always enter the filename at the end of each document, which feature would you activate for this automatically occur?

b. Quick Parts

2. Which option would you use to insert dynamic content?

c. Field

3. Where can you go to view which document property field to use within a Quick Part?

To view the information for various document property fields, click File. The information can be seen in the Property fields displayed on the right side of Backstage.

4. Why should you click the Save command when you see the message regarding changes made to the Building Blocks.dotx file?

You should click the Save command when you see the message regarding changes made to the Building Blocks.dotx file, as this is the template that contains any Quick Parts you create, regardless of which gallery was used. For these Quick Parts to be available for future use, you must save the Building Blocks template when you exit Word.

5. Why might you want to create a new theme with customized fonts or colors?

Create a new theme with customized fonts when you need specific formatting elements such as matching your company colors and standards for documents.

6. How do style sets differ from themes?

Style sets are designed to be applied with selected pieces of text, whereas themes are designed with formatting options that can be applied to the whole document.

7. If you discover there is a virus attached to the Normal template, what can you do to remove the virus and prevent it from attaching to future documents?

To remove the possibility of a virus attaching to any documents, delete the Normal template and let Word re-create it when it next starts.

8. If you want a newly-created template to be available in the New templates screen, where would you save the new template file?

d. \Documents\My Documents\Custom Office Templates

9. How could you use the Organizer feature to manage templates?

Use the Organizer feature to copy styles from one document template to another. For example, if you want styles created in one document to now be the standard styles for all documents, or to copy macros and Quick Parts from Normal to individual documents.

10. Why would you want to apply restrictions with styles?

Apply restrictions with styles when you do not want anyone to change the styles for that document; setting restrictions requires you to provide a password before you can make any changes to restricted styles.

Lesson 4

1. What is a mail merge?

A mail merge is the process of combining information from one or more documents for the purpose of a mass mailing.

2. Describe the purpose of a Main Document and the Data Source.

A main document contains the information that everyone receiving the mailing will see, whereas the data source contains the information that will change from one mailing to another such as a person’s name, the service or product offered, or the name of a trade show/event.

3. Explain the following terms and how you would use each in a data source:

a. Data Record

A data record contains all the information for one customer such as name, address, purchases or credit limit.

b. Data Fields

A data field is one piece of information that makes up a data record. It could be the first name, city, credit limit or another type of information.

c. Header Row

The header row is the grey line above a list containing the column headings identifying the information in each column. The column headings are then used as the names of each merge field that can be used in a mail merge process.

4. What is the benefit of using <Address Block> instead of inserting individual fields such as <First Name>, <Last Name>, <Address>, <City>?

Using the Address Block code reduces the amount of time you would spend inserting the individual fields into the form document. The Address Block contains common types of information and has been set up as a quick way to insert this information.

5. If you wanted a guide to take you through the merge process one step at a time, which option would you use?

Mail Merge Wizard

6. How can you set up labels to have the same address appear in each of the labels on an individual label form?

To have the same address appear in each label of a form, type the address in the Address field in the Envelopes and Labels dialog box.

7. When merging to labels, if you make a change to the first label, what do you need to do for all the labels to include the changes when the records are merged?

If you make a change to the first label, you must use the Update command to update all records to match the first label before completing the merge process.

6. If you want Word to prompt you to enter data to insert into the merge document only once, which Rule would you use?

Use the Fill in merge rule when you only want to enter the data once during the merge process.

7. What’s the difference between Next Record and Next Record If?

Use Next Record when you want Word to merge all the records in the data source, whereas Next Record If can be used when you want Word to merge the record if it does not match specific criteria, such as customers who have the same address.

8. How does an online form differ from a typical form?

An online form contains areas where users can enter or select information in fields such as text boxes, check boxes or drop-down lists.

9. Why should an online form be saved and distributed as a template on the network?

An online form should be saved and distributed as a template on the network to prevent any accidental changes from being made to the original form; it also gives each user a blank form they can complete and save as a new document.

10. How can you lock the form?

You lock a form by restricting any access to it other than to fill in the fields. To restrict the form, click the Developer tab and, in the Protect Group, click Restrict Editing. Then in the Editing restrictions area, click Allow only this type of editing in the document and change the option to be Filling in forms.

Lesson 5

1. How can you switch to Outline view?

d. Click View and click Outline in the Views group.

2. Which key sequence would you press to promote a text level?

b. Shift+Tab

3. Why is setting up a master document similar to creating a template?

Setting up a master document is similar to creating a template because you can insert as many options as you want for the layout and design. You can also set up titles for the subdocuments that will be inserted later. This includes any formatting for the text such as styles, macros, or Quick Parts that you want to be available to all the sub-documents.

4. Why might you see an error message about one of the subdocuments when you try to expand a master document three months from when it was created?

An error message about a subdocument occurs when it is no longer available from the noted path in the master document. If a subdocument has been renamed or deleted from the noted location, the master document will show an error link instead of the original hyperlink.

5. What is the fastest way to create a table of contents?

The fastest way to create a table of contents is by applying the standard heading styles (Headings 1 to 9) to all the titles in your document.

6. What is the difference between using Mark Entry and AutoMark for index entries?

When you only want to mark one occurrence of a selected piece of text for an index entry, use the Mark Entry command. Use AutoMark if you want Word to mark all occurrences of a selected piece of text regardless of how many times it appears in the document,

7. Why would you want to enter a citation into a document?

Insert a citation to record the source of this information, thereby acknowledging the copyright of the original author, as well as providing validation on the information you entered into your report.

8. Why might you want to add a caption to a table or an image?

When you add a caption to a table or image, it provides a reference in the document if this item is not close to the text for easy reference. This caption also becomes part of the list that is generated when you create a Table of Figures, thereby providing another source for the reader to find specific information.