TEST OF PRACTICAL KNOWLEDGE QUESTION
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 documents. After proofreading the printout, the Director effected certain corrections on the printout and instructed that the corrected version be saved with the filename "initial".
(a) Outline the steps the secretary would take to display the numbers 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 screen for the Director to see at the same for comparison.
(c) List the three steps to secure the document with password in order to prevent unauthorized access to the document.
(a) To display the numbers of words, lines of text, number of pages and number of paragraphs contained in the corrected version of the document, the secretary would take the following steps:
- Open the corrected version of the document.
- Select the entire document by pressing Ctrl+A on Windows or Command+A on Mac.
- Look for the "Word Count" feature in the menu or toolbar, usually under the "Tools" or "Review" tab.
- Click on "Word Count" to display the number of words, lines of text, number of pages, and number of paragraphs in the document.
(b) To display the original and corrected versions of the screen for the Director to see at the same time for comparison, the secretary would take the following steps:
- Open the original version of the document.
- Open the corrected version of the document in a new window or tab.
- Arrange the windows side by side using the "Snap" feature on Windows or the "Split View" feature on Mac.
- Zoom in or out on both windows to make the text easier to read and compare.
(c) To secure the document with a password to prevent unauthorized access, the secretary would take the following steps:
- Open the corrected version of the document.
- Click on "File" in the menu and select "Save As".
- In the "Save As" dialog box, click on the "Tools" dropdown and select "General Options".
- In the "General Options" dialog box, enter a password in the "Password to open" field and/or the "Password to modify" field.
- Click "OK" to save the password-protected version of the document.
Note: It's important to keep the password secure and share it only with authorized personnel who need access to the document.
(a) To display the numbers of words, lines of text, number of pages and number of paragraphs contained in the corrected version of the document, the secretary would take the following steps:
- Open the corrected version of the document.
- Select the entire document by pressing Ctrl+A on Windows or Command+A on Mac.
- Look for the "Word Count" feature in the menu or toolbar, usually under the "Tools" or "Review" tab.
- Click on "Word Count" to display the number of words, lines of text, number of pages, and number of paragraphs in the document.
(b) To display the original and corrected versions of the screen for the Director to see at the same time for comparison, the secretary would take the following steps:
- Open the original version of the document.
- Open the corrected version of the document in a new window or tab.
- Arrange the windows side by side using the "Snap" feature on Windows or the "Split View" feature on Mac.
- Zoom in or out on both windows to make the text easier to read and compare.
(c) To secure the document with a password to prevent unauthorized access, the secretary would take the following steps:
- Open the corrected version of the document.
- Click on "File" in the menu and select "Save As".
- In the "Save As" dialog box, click on the "Tools" dropdown and select "General Options".
- In the "General Options" dialog box, enter a password in the "Password to open" field and/or the "Password to modify" field.
- Click "OK" to save the password-protected version of the document.
Note: It's important to keep the password secure and share it only with authorized personnel who need access to the document.
