Theory question 105
Word ProcessingPaper 2, Section B: Test of Practical Work
A Director gave a manuscript to the secretary for typesetting. The secretary is expected to provide the total number of words, lines of text, number of pages and number of paragraphs contained in the document. After proofreading the printout, the Director effected certain corrections on the printout and instructed that the corrected version be saved with the filename “updated” while the original document be saved with the filename “initial”. (a) Outline the steps the secretary would take to display the number of words, lines of text, number of pages and number of paragraphs contained in the corrected version of the document. (b) Highlight the steps the secretary would take to display the original and corrected versions of the document as well as the corrections effected on the document on the screen for the Director to see at the same time for comparison. (c) List the steps to secure the document with password in order to prevent unauthorized access to the document.
Show the model answer
(a) Open the file 'updated'; click Review → Word Count (or Tools → Word Count); the box shows pages, words, paragraphs and lines.
(b) Click Review → Compare → Compare…; choose 'initial' as Original document and 'updated' as Revised document; click OK – Word shows both versions and the marked changes side by side. (Or open both and use View → View Side by Side.)
(c) File → Save As → Tools → General Options; type a password to open; click OK; retype the password; click OK and Save. (Or File → Info → Protect Document → Encrypt with Password.)
Compare is on the Review tab.