∧

Computer Applications
CBSE

IX

Author
Sarika Kaushal

Indiannica Learning Private Limited

(formerly known as Encyclopædia Britannica (India) Private Limited),
a subsidiary of Navneet Education Limited
New Delhi, India
 Published in India by
Indiannica Learning Private Limited
(formerly known as Encyclopædia Britannica (India) Private Limited),
a subsidiary of Navneet Education Limited.
A-41, Mohan Cooperative Industrial Estate, Main Mathura Road, New Delhi 110044

© Indiannica Learning Private Limited 2019

The moral rights of the author/s have been asserted.

First Published 2011

Revised Edition 2019

All rights reserved. No part of this work may be reproduced or utilized in any form or by any means, electronic or
mechanical, including photocopy, recording, or by any information storage and retrieval system without permission
in writing from the publisher. Enquiries concerning reproduction outside the scope of the above should be sent to
the address above. You must not circulate this book in any other binding or cover and you must impose this same
condition on any acquirer.

ISBN: 978-93-88411-58-5

Illustrated by Sanjay Charadva

Printed in India by ……………………………………………………………

Published by Sumit Gupta, Managing Director

Indiannica Learning Private Limited
(formerly known as Encyclopædia Britannica (India) Private Limited),
a subsidiary of Navneet Education Limited.
 Preface

Computer Applications in the school curriculum for class IX deals with concepts related to
computer technology. Computers are an integral part of our lives, and it is essential for learners to
keep face with fast-changing computer technology. It is imperative to enable learners to apply the
computer technology tools and provide them ample scope to explore and experiment with these
tools. Computer Applications, an Indiannica Learning school book for class IX, is based on the
2018 CBSE syllabus for Computer Applications (code 165), earlier Foundations of Information
Technology. The book communicates about information technology through an interactive and
hands-on approach.
All the application programs are based on the open-source software from OpenOffice.org.
The key concept behind this book is its task-based approach which encourages learning through
application. The chapters are supplemented with examples which are given in a graded manner to
make the process of learning simple and effective. To indicate the specific skill to be evaluated icons
have been inserted beside the relevant text. These are coded as given below.

Life skills: t Thinking, s Social, e Emotional

Attitudes and values towards: t Teachers, m Schoolmates, p School programmes,

e Environment, v Values

Activity: l Literary, c Creative, s Scientific, p Performing arts and Clubs: Club

The book includes Writer, Impress, Calc, and Base programs of OpenOffice.org and the add-ons are
Try it out, Did you know, Word bank, HOTS, Lab Activity, sample test papers along with lesson objectives
and summary.
The expectations are that the book help learners make use of computer application tools with ease and
also make them future-ready. We look forward to your response to the book and to any suggestions
that you may have to improve it.
My thanks go to my family members for their continuous support and encouragement.
 Sarika Kaushal
 Contents

Unit – Basics of Information Technology • Inserting review comments

1. Computer System 1 • Insert and overwrite modes
• Characteristics of a computer • Drawing toolbar
• Components of a computer system 7. Advance Word Processor Features 106
• IPO cycle • Lists
• Applications of computers • Working with tables
2. Input, Output, and Storage Devices 16 • Adding images to documents
• Input devices • Mail merge
• Output devices • Page settings
• Storage devices • Clipboard
3. Computer Software 29 • Digital signature
• System software • Working with equations
• Application software 8. Presentation Software 143
• Specific purpose application software • Impress
• Utility software • Basic elements of a slide
• Mobile applications • Types of slide layouts
4. Computer Networking 43 • Saving a presentation
• Computer network • Using Impress Wizards
• Data transmission • Types of slide views
• Cloud computing • Editing and formatting slides
• Multimedia: images, audio, video, and • Adding pictures to slides
animations • Using charts
• Social networking • Using headers and footers
• Chat sites • Animating objects
Unit – Cybersafety • Inserting sound
5. Cybersafety 60 • Executing the slide show
• Cybersafety Concerns 9. Spreadsheet Software 182
• Cybersafety • Opening a spreadsheet in Calc
• Cybersecurity • Important terms
• Saving a workbook
Unit – Office Tools
• Working with a spreadsheet
6. Word Processor 70
• Toolbars
• OpenOffice Writer
• Formatting cell content
• The Writer interface
• Inserting columns
• Starting a new document
• Inserting rows
• Opening an existing document
• Deleting cell content
• Saving a document
• Deleting rows or columns
• Closing a document and the Writer
• Performing calculations
window
• Cell referencing
• Editing and formatting documents
• Printing a worksheet
• Using footnotes and endnotes
• Functions
• Spelling check
• Inserting a table in a worksheet
• Undoing and redoing changes
• Charts
• Tracking changes
Unit – Scratch or Python 12. Introduction to Scratch 254
10. Introduction to Python 228 • Starting Scratch
• Programming Languages • Parts of the Scratch window
• Introduction to Python • Creating simple scripts
• Python development environment • Saving a project
• Writing and running a Python program • Opening an existing project
• Inserting comments • Exiting from Scratch
• Using escape sequence Answers to Exercises 273
• Writing programs using operators Sample Question Papers 280
11. Python—Variables and Data Types 242
• Data Types
• Variables
• Arithmetic operations in Python
 COMPUTER APPLICATIONS
CLASS IX
(Code No.165)
Effective from the session 2018-19
1. Prerequisites
No background in computer science is required.
2. Learning Outcomes
1. Familiarity with basics of computers.
2. Ability to navigate the file system.
3. Create and edit rich text documents, spreadsheets, and presentations.
4. Perform basic data manipulation using spreadsheets.
5. Use Indian languages in documents.
6. Send and receive emails, follow email etiquette, and communicate over the internet.
7. Create and upload videos.
8. Safe and correct usage of websites, social networks, chat sites, and email.
3. Distribution of Marks
Unit No. Unit Name Marks
1 Basics of Information Technology 5
2 Cyber safety 10
3 Office Tools 5
4 Scratch/Python 10
5 Lab Exercises 70
Total 100

4.1. Unit 1: Basics of Information Technology

•  Familiarity with the basics of computers: design of computers, and overview of communication technologies
•  Computer Systems: characteristics of a computer, components of a computer system – CPU, memory,
storage devices and I/O devices
•  Memory: primary (RAM and ROM) and secondary memory
•  Storage devices: hard disk, CD ROM, DVD, pen/flash drive, memory stick
•  I/O devices: keyboard, mouse, monitor, printer, scanner, web camera
•  Types of software: system software (operating systems), application software, mobile applications
•  Operating systems: kernel, device drivers, and file systems (very basic idea)
•  Computer networking: wired/wireless communication, common protocols: Wi-Fi, Bluetooth, cloud
computers (private/public)
•  Multimedia: images, audio, video, animation
•  Chat sites, and social networks.
4.2. Unit 2: Cyber-safety
•  Safely browsing the web and using social networks: identity protection, proper usage of passwords, privacy,
confidentiality of information, cyber stalking, reporting cybercrimes
•  Safely accessing websites: viruses and malware
4.3. Unit 3: Office tools
•  Introduction to a word processor: create and save a document.
•  Edit and format text: text style (B, I, U), font type, font size, text colour, alignment of text. Format paragraphs with line
and/or paragraph spacing. Add headers and footers, numbering pages, grammar and spell check utilities, subscript and
superscript, insert symbols, use print preview, and print a document.
•  Insert pictures, change the page setting, add bullets and numbering, borders and shading, and insert tables – insert/
delete rows and columns, merge and split cells.
•  Use auto-format, track changes, review comments, use of drawing tools, shapes and mathematical symbols.
•  Presentation tool: understand the concept of slide shows, basic elements of a slide, different types of slide layouts, create
and save a presentation, and learn about the different views of a slide set – normal view, slide sorter view and hand-outs.
•  Edit and format a slide: add titles, subtitles, text, background, and watermark, headers and footers, and slide numbers.
•  Insert pictures from files, create animations, add sound effects, and rehearse timings.
•  Spreadsheets: concept of a worksheet and a workbook, create and save a worksheet.
•  Working with a spreadsheet: enter numbers, text, date/time, series using auto fill; edit and format a worksheet including
changing the colour, size, font, alignment of text; insert and delete cells, rows and columns. Enter a formula using the
operators (+,-,*, /), refer to cells, and print a worksheet.
•  Use simple statistical functions: SUM (), AVERAGE (), MAX (), MIN (), IF () (without compound statements); embed
charts of various types: line, pie, scatter, bar and area in a worksheet.
4.4. Unit 4: Scratch or Python
Alternative 1: Educational programming language - Scratch
•  Introduction to Scratch.
•  Drag and drop commands, creating simple scripts, repeating blocks of commands.
•  Discuss x-y plane, create scripts to move the cat (Scratch mascot).
•  Create a script to draw diagrams using the pen feature.
Alternative 2: Python - (provided as an option to children with special needs)
•  Introduction to Python
•  A simple “Hello World” program
•  Running a Python program
•  The notion of data-types and variables: integer, float, string
•  Arithmetic operations: +, -, *, /

5. Lab Exercises
•  Basic I/O devices: use the mouse and keyboard, draw a figure.
•  Working with the operating system: Navigation of the file system using a mouse and keyboard, and then doing the same
with shell commands.
•  Word processing: create a text document, create a letter, report, and greeting card.
•  Create a text document with figures in it. It should describe a concept taught in another course.
•  Discuss the following in a text document about the basic organisation of a computer: CPU, memory, input/output
devices, hard disk.
•  Create a text document in an Indian language other than English.
•  Create a presentation.
•  Create a presentation with animation.
•  Create and edit existing images, and then include them in a presentation.
•  Animate pictures and text with sound effects in a presentation
•  Create a simple spreadsheet and perform the following operations: min, max, sum, and average.
•  Create different types of charts using a spreadsheet: line, bar, and pie.
•  Send an email to your friends. Attach some documents that you have prepared earlier. Put some friend in the CC and
BCC list. Interact with friends to find out who was in the BCC list.
•  Do an online chat with multiple friends. Transmit documents using the chat platform.
•  Create a video and upload it on YouTube.
•  Write basic Scratch/Python programs.

Breakup of marks for the Practicals:

S.No. Unit Name Marks
1 Lab Test (30 marks)
Proficiency with the OS 2.5
Word processing 5
Handling spreadsheets 7.5
Creating presentations 7.5
Writing basic Python/Scratch programs 7.5
2 Report File + viva (25 marks) 5
Report file:4 documents each with a word
processor, spreadsheet, and presentation 20
tool
Viva voce (based on the report file) 5
3 Project (that uses most of the concepts that 15
have been learnt)
Acknowledgements
 1 Computer System

We will learn about

• Characteristics of a computer • IPO cycle
• Components of a computer system • Applications of computers

Nowadays, the computer plays an important role in our

daily life. It has become an essential part of our life just
like television, telephone, or any other electronic device.
Technically speaking, a computer is an electronic machine that can
be programmed to do a wide variety of tasks. It performs a task by
executing a given list of instructions. Desktops and laptops
are examples of computers that are widely used today. These
are also known as personal computers (PCs) and are the most
commonly used computers. Fig. 1.1: Desktop
Besides personal computers, other types of computers also exist
and these are:
1. Minicomputer: A powerful computer with simultaneous
support for many users.
2. Mainframe: A large computer with high-power to perform
billions of calculations from different sources simultaneously.
3. Supercomputer: A powerful machine having the ability to
process billions of instructions per second and solve complex
mathematical calculations. Fig. 1.2: Laptop

1
Fig. 1.3: Mainframe Fig. 1.4: Supercomputer
 CHARACTERISTICS OF A COMPUTER
A computer solves complex problems quickly and accurately. Besides speed and accuracy, a
computer has many other important characteristics, such as a very large storage capacity. Some of its
characteristics are described below.

Speed
A computer has very high processing speed. As per
the instructions given, electronic circuits perform data Try it out
operations inside the computer. It can carry out millions
t s
Find out the speed of various computers
of operations on the data in one second. The speed of a
being used in your computer lab.
computer is measured in megahertz (MHz) or gigahertz
(GHz). Different computers have different speeds.

Storage
Along with internal storage, a computer also has a secondary storage, where we can store large
amounts of data and instructions for future use.

Calculation
A computer can perform arithmetical operations such as addition, subtraction, multiplication, and
division as well as logical operations like comparing numerical and alphabetical data.

Accuracy
A computer is highly accurate in doing calculations. It gives an accurate output on every correct input which
shows the complete dependency of output on the given instructions and data. If the input provided is
incorrect, the output will also be incorrect. This concept is commonly called garbage in, garbage out (GIGO).

Reliability
Modern computers are extremely reliable on producing consistent results due to extremely low failure
rate of electronic components. They can perform complex calculations without any problem.

Versatility
Versatile means flexible. Various tasks can be performed simultaneously on a computer such as playing
a game and sending e-mails.

Communication
Computers are commonly used for exchanging data through a global network of computer systems.
Exchange of information through the Internet with the help of computers has become very popular
worldwide.

Diligence
A computer is very diligent and can continuously work giving error-free results. It does not get tired and
can perform tasks accurately and efficiently.

2
COMPONENTS OF A COMPUTER SYSTEM
The basic components of a computer system are discussed further.

Input devices
The input or instruction to the computer is given through input devices. Following are the most
commonly used input devices.
Keyboard
A keyboard is used to enter data into a computer. There are several types of keyboards. The QWERTY
keyboard is the most commonly used type of keyboard. It has the following sets of keys.
Typing (alphanumeric) keys: The text input is entered using these keys. These are alphabet (A–Z),
number (0–9), punctuation (, . ‘’), and symbol keys (+ – @ % *).
Control keys: These include the Ctrl, Alt, Shift, Windows logo key, Esc, and other keys. These are
generally used with other keys for carrying out certain tasks.
Function keys: The keys labelled as F1, F2, …, F12 are called Function keys. These are 12 in
number. Each function key performs a specific task. For example, pressing the F1 key generally opens
a help guide.
Navigation keys: These keys include the Home, Page Up, Page Down, End, and Arrow keys and are
used to move around in a document.
Numeric keypad: Here, the numbers are grouped together in a block like a calculator. It is handy for
entering numbers quickly.

Fig. 1.6: Mouse

Fig. 1.5: Keyboard
Mouse
It is a device that allows you to point to things on the screen of
the monitor, click, and open files and folders.
There are various other input devices which we will discuss in
the next chapter.

Output devices
Output devices are used to show the result of the operation
performed by the computer. The most commonly used output
devices are:
Monitor
This device operates like a TV set and lets the users see how the
computer is responding to their commands. Fig. 1.7: Monitor

3
 Printer
This device is used to get the hard copy or printout of the output generated by the computer.

Fig. 1.8: Printer

Central processing unit

The central processing unit (CPU) of a computer system is responsible for executing various
instructions, performing arithmetic and logic operations, and controlling various input and output
devices. As a computer cannot function without the CPU, it is often regarded as the brain of the computer.
The CPU follows four steps to complete its cycle of operations.
• The first step is to collect instructions from memory.
• The second step is to convert and organise the
collected instructions into decoded information.
Did You Know?

• The third step involves the execution of instructions. The first CPUs were used in the
early 1960s. Today, Intel is the
• The final step is to write-back the results of the
best known manufacturer of
execution step. The CPU write-backs the results either
computer CPUs.
to its own internal register or to the main memory of the
computer.
The CPU comprises three major units: the storage or
memory unit (MU), the control unit (CU), and the arithmetic logic unit (ALU).
Storage or memory unit (MU)
This unit stores all the data and instructions. Memory in a computer is generally of two types: primary
memory and secondary memory.
Primary memory
It is the main memory of a computer. It stores those programs and data that is currently in use by the CPU
by communicating directly with the CPU. It consists of random access memory (RAM) and read only memory
(ROM).

4
RAM
RAM has storage cells meant for read and write operations. As these cells can be accessed directly, these are
called random access memory. RAM temporarily stores data while the CPU is working on it. Since it is a volatile
memory, the data is lost on loss of power supply.

Fig. 1.9: RAM

RAM is two types: dynamic (DRAM) and static (SRAM).

SRAM keeps the data as long as the power is on. It also gives a fast access to data. SRAM is primarily
used for registers (small amounts of memory) in CPU and fast cache memory.
DRAM is smaller and much slower than SRAM. It also
stores data for a very short time. Therefore, data stored Try it out t s
in DRAM needs to be refreshed periodically even when Go to your computer lab and find out the
the power is on. Because of its smaller size, DRAM is capacity of RAM being used in various
generally used for the main memory of the computer. computers there.

ROM
Unlike RAM, ROM is a non-volatile memory. Data is
not lost on losing power supply. However, once data is
written on a ROM, we cannot rewrite on it. ROMs store
programs that are important for a computer operation,
such as the bootstrap program, which starts a computer by
loading an operating system, and the basic input or output
system (BIOS), which addresses external devices in a
personal computer.
Fig. 1.10: ROM
There are three different types of ROMs.
PROM—Programmable ROM. The information recorded on this cannot be erased.
EPROM—Erasable programmable ROM. Exposure to UV light can erase the information recorded
on EPROM.
EEPROM—Electrically erasable programmable ROM. Electrical signals can erase the information
recorded on EEPROM.
Thus, EPROM and EEPROM are types of ROMs that are rewritable, but it is a very time-consuming
process.

5
 Secondary memory
Secondary memory devices are auxiliary storage devices, such as hard disk, DVD, floppy disk, and
CD-ROM. These are called the non-volatile memory devices or the permanent storage devices.
Although slower than the primary memory, secondary memory provides much greater storage
capacity. As it is non-volatile, it stores inactive programs and archives data.

Fig. 1.11: Hard disk Fig. 1.12: CD-ROM Fig. 1.13: Floppy disk Fig. 1.14: DVD

We shall study about various secondary devices in the next chapter.

Unit of memory
Data is stored inside a computer in terms of bits (short form of binary digits). A bit can take the value
of either 0 or 1. A byte is a group of 8 bits while a nibble is a group of 4 bits.
Computer memory is generally expressed in terms of byte, kilobyte, megabyte, and gigabyte. The
relationship between these units is given below:

1 byte = 8 bits 1 terabyte = 1024 gigabytes

1 kilobyte = 1024 bytes = 1024 × 1024 megabytes
1 megabyte =
 1024 kilobytes = 1024 × 1024 × 1024 kilobytes
= 1024 × 1024 bytes = 1024 × 1024 × 1024 × 1024 bytes
1 gigabyte = 1024 megabytes
= 1024 × 1024 kilobytes
= 1024 × 1024 × 1024 bytes

Control unit
The control unit (CU) is responsible for managing the operations of the CPU and guiding other mechanisms
for the completion of specific tasks. It collects instructions from memory and converts them into signals for
controlling other parts of the computer. These signals transfer data between memory and ALU or activate
peripherals to perform input or output operation.
Arithmetic logic unit
The ALU comprises electronic circuits that can execute arithmetic and logic operations. ALU, along with
different registers, stores data or keeps information regarding the latest action performed. It usually performs
four types of arithmetic operations—addition, subtraction, multiplication, and division.
ALU also performs three different logical comparisons which are equal to (=), less than (<), and greater than

6
(>). It can compare letters, numbers, or special characters.

IPO CYCLE
A computer basically works on the IPO principle—that is, Input-Processing-Output. The IPO cycle is how a
computer takes in data, processes it, gives output, and saves the output information.

Processing

Arithmetic
Logic Unit
(ALU)

Control
Input Output
Unit

Memory Secondary
Unit Storage

Fig. 1.15: IPO cycle

The steps of the IPO cycle are explained below.

Step 1: Input
The first step provides data to the computer to perform specific tasks. Input devices enter this data
into the computer. Commonly used input devices are keyboard, mouse, joystick, tablet, scanner,
digital camera, microphone, and light pen.

Step 2: Processing
The data from the input devices goes to the central processing unit (CPU). The CPU
interprets the input instructions and produces specific outputs. The control unit (CU), the
arithmetic logic unit (ALU), and the memory unit (MU) of the CPU work in the following
manner to complete a task.
• The CU receives the instruction from memory.
• It then interprets the instruction and directs the necessary data to be moved from the memory to the
ALU.
• The ALU carries out the actual operation on the data.
• The memory stores the result of the operation.

Step 3: Output
The final step involves displaying the result of the processing on the output devices. The output
device communicates the result of data processing to the user. Output devices that are commonly
used are the monitor, printer, and the speaker.

7
 Fig. 1.16 demonstrates an example of how the CPU processes data.

Control Unit

Step 1:
ADD INSTRUCTION
The CU ets instr uction
from the memory.

Step 3:
LET X = N1 + N2 The CU directs the
ALU to carry out
Memory addition on the
locations Step 2: numbers N1 and N2.
N1 = 40
N2 = 80
The two
RESULT X
numbers are
moved from
Memory Unit the memory N1
to the ALU. +
N2

Step 4:
RESULT
The result is stored
in the memory.
ALU

Fig. 1.16: CPU at work

APPLICATIONS OF COMPUTERS
Today, computers are being widely used in a variety of fields. Some of the fields or institutions where
the use of computers has become common are given below:
1. Educational institutions:
• Help teachers prepare assignments
• Impart computer-aided learning
• Explore and use online resources
• Help students make projects
• Keep track of grades
• Make circulars Fig. 1.17
• Keep and maintain all accounts
2. Hospitals:
• Hospital administration
• Recording or maintaining the medical history of the patients
• Diagnosis of diseases
• Monitoring the condition of patients
Fig. 1.18
8
3. Banks:
• Opening new accounts and managing the existing ones
• Maintaining and updating customer information
• Tracking and recording transactions
• Managing online transactions
• Storing information about products and services offered by
the bank
4. Science and technology: In this field, computers Fig. 1.19
• provide precision and accuracy
• facilitate research and development (R&D) work
• help in the launching of rockets
• help in putting satellites into the orbit
• help in weather forecast
• aid in designing houses, buildings, vehicles, rockets, satellites,
and defence equipment Fig. 1.20
5. Publishing: Computers have become an integral part of the publishing world in
• editing
• typesetting
• printing
6. Miscellaneous: Computers are being used to a large extent in our day-to-day activities like
• creating and editing documents such as letters, greeting cards, and invitations
• drawing and painting
• playing games
• listening to music and watching movies
• chatting
• sending and receiving e-mails
• browsing the Internet for searching and downloading relevant
information Fig. 1.21
• booking rail, air, and movie tickets
• hotel reservation

Wordbank

Input devices: Devices that are used to give data and instructions to a computer
Output devices: Devices that show the output produced by a computer
CPU:  erforms arithmetical and logical operations on data and controls other
P
parts of the computer

9
 Memory: Area of a computer where all the data and instructions are stored
Byte: Measuring units of computer memory; 1 byte consists of 8 bits
Bits: Short form of Binary digits, consists of 0 and 1
IPO cycle: The Input-Processing-Output cycle on which a computer works

We have learned

• A computer is a programmable electronic machine that can perform a variety of tasks.

• The components of a computer are input devices, CPU, and output devices.
• A computer is a very high-speed electronic device.
• Arithmetic operation means performing calculations on numeric data.
• Logical operation means comparing numerical as well as alphabetical data.
• Modern computers can perform very complicated calculations without any error.
• Fast communication through the Internet is possible because of computers.
• A computer can work for hours with the same accuracy without getting tired.
• Keyboard and mouse are the two most commonly used input devices.
• Monitor and printer are the two most commonly used output devices.
• The CPU comprises three major parts—memory unit (MU), control unit (CU), and
arithmetic logic unit (ALU).
• A computer works on IPO cycle.
• The control unit receives instructions from memory and then decodes them to produce signals.
These signals in turn activate peripherals to carry out input or output functions.
• The ALU comprises electronic circuits, which make it capable of performing arithmetic and
logic operations.
• The arithmetic operations that the ALU can perform are—addition, subtraction,
multiplication, and division.
• The logic operations that the ALU can perform are—equal to (=), less than (<), and greater
than (>).
• Computer systems have two kinds of memory—primary memory and secondary or auxiliary
memory. The primary memory includes RAM and ROM, while the secondary memory
includes hard disk, CD, DVD, pen drive, and so on.
• RAM is a volatile memory.
• Computer memory is measured in terms of bytes. 1 byte consists of 8 bits.

10
 Solved Examples
   1.  Name the characteristic of a computer that    9.  Differentiate between RAM and ROM.
refers to its working continuously for long Ans. The differences between RAM and ROM are
hours without getting tired. given below:
Ans. Diligence
(i) RAM is a volatile memory, whereas ROM
is a non-volatile memory.
   2.  Name the non-volatile main memory of a
computer. (ii) ROM is used to store system instructions,
Ans. ROM whereas RAM is used to store data related
to currently running user program.
   3.  Which component of a computer is called its
brain?   10.  Write the difference between different types of
Ans. CPU ROM.
Ans. There are three types of ROMs. The difference
   4.  Name the three types of ROM. between them is explained below:
Ans. PROM, EPROM, EEPROM.
• PROM stands for programmable read only
   5.  You want to purchase a desktop computer for memory. The data written on it cannot be
personal use. Given below are the features erased.
that you look for in a computer while buying • EPROM stands for erasable programmable
it. Arrange them in the decreasing order of read-only memory. The data stored on the
preference. EPROM can be removed by exposing it to
(i) Appearance UV light.
(ii) Size • EEPROM stands for electrically erasable
(iii) Speed (RAM) programmable read-only memory. The data
stored on the EEPROM can be removed by
 (iv) Features like Bluetooth and wireless LAN using electrical signals.
Ans. (iii), (iv), (ii), (i)    EPROM and EEPROM are types of ROM that
can be programmed again after erasing the data
   6.  Define a computer.
stored on them.
Ans. A computer is an electronic machine that can be
programmed to do a wide variety of tasks.   11.  What are the steps a computer CPU undergoes
to complete a cycle of operation?
   7.  What do you mean by volatile memory?
Ans. The CPU undergoes the following steps to
Ans. Volatile memory refers to the memory that loses
complete a cycle of operation:
the data stored in it when the power is switched
off. (i) Fetch instruction from the memory.
(ii) Decode the instruction and organise the
   8.  What are the functions of the CPU?
decoded information.
Ans. CPU is considered to be the brain of a
computer. Its functions include executing (iii) Executing the instruction.
program instructions, performing arithmetic (iv) Displaying the result of the processing.
and logical operations, and controlling the input
and output devices.

11
 Exercises
t 1. Match the columns.

(a) RAM (i) Explains how computer takes data, processes it, and generates
output.
(b) Accuracy and (ii) An input device generally used in video games.
reliability
(c) ROM (iii) Not physically connected to the computer. Works using
infrared and radio waves.
(d) IPO cycle (iv) Random Access Memory
(e) Bits and bytes (v) Characteristics of a computer
(f ) Joystick (vi) Non-volatile memory

(g) Cordless mouse (vii) Units of memory

t 2. Fill in the blanks.

(a) MHz stands for ........................ (g) The two commonly used secondary storage
(b) ........................ and ........................ are the devices are........................ and ........................
two main characteristics of a computer. .

(c) The two most common input devices are (h) ALU is .........................
........................ and ......................... . (i) 1 byte = ........................ bits and
(d) The two most common output devices are 1 MB = ........................ bytes.
........................ and ......................... . ( j) ........................ is the component of
 (e) CPU stands for ......................... . CPU that performs the arithmetic and
........................ operations.
 (f ) IPO stands for ......................... .

t 3. State the following as true or false.

(a) The printer is an example of an output (c) The speed of a computer is measured in
device. bytes.
(b) The CPU of the computer performs logical (d) RAM is a non-volatile memory.
and arithmetical operations. (e) 4 bits make up a byte.

t 4. Answer the following questions. [Very short answer type]

(a) What is a computer? (c) What is a mainframe computer?
(b) What are the main components of a (d) What is the unit for measuring the speed of a
computer? computer?

12
 (e) What do you understand by versatility in a (h) What does the central processing
computer? unit do?
(f) Name the two commonly used input (i) What are the types of memory?
devices.
( j) What is the full form of RAM?
(g) Name the two commonly used output
devices. (k) What is the full form of ROM?

t 5. Answer the following questions. [Short answer type]

(a) How has a computer become a daily need of (e) Why is CPU called the brain of a computer?
our lives? (f ) What do you mean by memory in a
(b) Which is the most common type of computer computer?
today? Mention some other types of (g) RAM is a volatile memory. Explain.
computers. (h) What is an IPO cycle?
(c) Write a short note on the diligence of a (i) Name the parts of a CPU.
computer.
( j) What is the difference between bit and byte?
(d) What is a mouse used for?

t 6. Answer the following questions. [Long answer type]

(a) How does a CPU work? (d) Differentiate between volatile and non-
(b) What are the functions of CU, ALU, and volatile memory.
MU? (e) What are the secondary storage devices used
(c) Differentiate between primary and secondary for?
memory.

t 7. Select the correct alternative(s).

(a) Which part of a computer is responsible for (c) Which of the following is called volatile
the processing of data? memory?
(i) Memory (i) ROM
(ii) Keyboard (ii) RAM
(iii) CPU (iii) Hard disk
(iv) None of the above (iv) None of the above

(b) Data is stored in computers in the (d) Which part of the CPU performs
form of calculations on data?
(i) Characters (i) Control Unit
(ii) Numbers (ii) Memory Unit
(iii) Binary digits (iii) ALU
(iv) All of the above (iv) None of the above

13
 (e) Which of the following is not a characteristic (k) The main components of a computer are
of a computer? (i) CPU, memory, keyboard, monitor
(i) High processing speed (ii) CPU, printer, memory, monitor
(ii) Diligence (iii) CPU, monitor, speaker, keyboard
(iii) Reliability (iv) None of the above
(iv) Lethargic
(l) The computer is
(f ) Select the correct sequence of CPU’s cycle
(i) an electronic machine
of operation.
(ii) an analogue machine
(i) Fetch instruction from memory, decode
it, execute the decoded information, (iii) Both (i) & (ii)
give output (iv) None of the above
(ii) Decode the instruction, send it to (m) What does MIPS stand for?
memory, execute it
(i) Mental Input Processing System
(iii) Execute the instruction, decode it, send
(ii) Millions of Instructions Per Second
it to memory
(iii) Most Intelligent Processing System
(iv) None of the above
(iv) None of the above
(g) What is the function of the control unit?
(n) The speed of a computer is measured in
(i) Perform calculations
(i) kmph
(ii) Data entry
(ii) GHz
(iii) Control I/O devices
(iv) None of the above (iii) m/s

(h) Select the three main components of (iv) None of the above
a CPU. (o) Which of the following are types of memory?
(i) ALU, Control Unit, Printer (i) Secondary memory
(ii) Memory, ALU, Keyboard (ii) Primary memory
(iii) Control Unit, ALU, Memory (iii) Tertiary memory
(iv) None of the above (iv) All of the above
(i) The type of ROM which can be (p) Which of the following are characteristics of
reprogrammed is a computer?
(i) PROM (i) Is very fast
(ii) EEPROM (ii) Gets tired
(iii) Both (i) & (ii) (iii) Does not make errors
(iv) None of the above (iv) None of the above
(j) Arrange the units of memory in ascending (q) Which of the following are essential
order. components of a computer?
(i) Bit, Byte, Megabyte, Kilobyte (i) Mouse
(ii) Bit, Byte, Kilobyte, Megabyte (ii) Keyboard
(iii) Bit, Kilobyte, Byte, Terabyte (iii) Digital camera
(iv) None of the above (iv) Monitor
14
 (r) Which of the following is known as the brain (t) Which of the following are units of memory?
of a computer? (i) Metre
(i) Mouse (ii) Kilobyte
(ii) Printer (iii) Terabyte
(iii) CPU (iv) All of the above
(iv) None of these
(s) Which of the following computers is the
fastest?
(i) Mainframe
(ii) Desktop
(iii) Supercomputer
(iv) Laptop

l Lab Exercise
c Create charts on the following topics:
(a) IPO cycle (c) Types of memories
(b) Characteristics of a computer (d) Primary and secondary storage

•  Why is RAM called a volatile memory?

•  Why is CPU called the brain of a computer?
s
• The main memory of a computer also consists of ROM, which is a non-volatile
memory. Still, the main memory of a computer is often referred to as volatile memory.
Why?

15
 Input, Output, and
2 Storage Devices

We will learn about

• Input devices • Storage devices
• Output devices

INPUT DEVICES
The various devices that are used for entering information and instructions into a computer for
processing or storage purposes are called input devices.
An input device converts input data and instructions into electrical signals that a computer can
understand. These electrical signals are in the form of binary code. The keyboard, mouse, joystick,
scanner, and microphone are some common examples of input devices.
Keyboard
Keyboard is one of the most commonly used input devices. It is used to enter data into the computer.
The design of the modern keyboard is the replica of the original typewriter keyboard, in which letters
and numbers are arranged to prevent the type-bars from getting stuck while typing quickly. This
design is known as the QWERTY design, taken from the first six letters of the upper-left-hand of the
alphabet keys.

Fig. 2.1: Keyboard

A keyboard usually includes keys for alphabet, numbers, and some commonly used symbols. Most
of the keyboards contain at least 104 keys. Serial or USB plugs connect keyboards with personal
computers.

16
 Mouse
A computer mouse is a hand-operated electronic device that
Right click acts as an input device. At the bottom of a mouse there is a ball
that rolls on the surface of a pad. The movement of the mouse
ball controls the movement of a pointer on the computer
Scroll wheel screen. The pointer helps us to point at or select things on the
computer screen. The mouse has two or three buttons on the
Left click
top that help the pointer to make selections and a scroll button
Fig. 2.2: Mouse to move the pointer up and down.

In some graphic programs like MS Paint and Adobe Photoshop, the mouse is used to draw and paint.
There are different types of mouses: mechanical, optomechanical, optical, and cordless.
Mechanical mouse
It has a rubber or metal ball on its underside that helps the mouse move in every direction.
Mechanical sensors detect the direction of movement of the ball and accordingly move the pointer on
the screen in the same direction. A mouse pad is necessary under the mouse for movement.
Optomechanical mouse
This is similar to the mechanical mouse except for optical sensors that are used for detecting the motion of
the ball.
Optical mouse
It uses a laser to detect the movement of the mouse. With the absence of any mechanical moving
parts, it has a very quick and accurate response in comparison of the mechanical and optomechanical
mouses.
Cordless mouse
Try it out
A cordless mouse has no physical connection with t s
the computer. It uses infrared or radio waves for Find out the type of mouse being
communication with the computer. The best thing used in your school’s computer lab.
about a cordless mouse is that there is no cord to
constrain or obstruct its movement.

Scanner
A scanner is an input device that is used to convert a document
with text or graphic image into a digitised form that can be stored
as an electronic image on a computer. The electronic image is
given to a computer for further processing or editing.
A scanner can capture images from photographic prints, pages of
magazines, posters, and other similar sources.
Scanners with very high-resolution can scan objects for high-
resolution printing, but scanners with lower resolution are
Fig. 2.3: Scanner
sufficient to capture for computer display.

17
 There are different types of scanners as detailed below:
Flatbed scanner It is made up of a flat glass surface on which the document to be scanned is placed.
A sensor array and a light source under the glass surface move across and capture the content on the
document. An image of the content on the document is created and transferred to the computer as an
input. Flatbed scanners are particularly effective for bound documents such as books.
Sheet fed scanner A sheet fed scanner has a horizontal or vertical slot, where the document to be
scanned is fed. Here, the paper is moved across the stationary scan head. Such scanners mostly scan
single-page documents.
Handheld scanner It is a small manual scanning device that moves over the document that is to be
scanned.
Photo scanner It scans photographs that require resolution and colour depth.
Film scanner A film scanner scans photographic films directly into a computer. It then gives us direct
control over certain aspects, such as cropping and ratio of original image on the film.
Portable scanner Portable scanners are small in size, which makes it easy to carry them around,
and are used to scan text documents. They cannot scan high resolution photographs or other similar
applications.

Web camera
A web camera (or webcam in short) is a small digital camera that is used for
sharing real-time images and videos on the world wide web. Video chats
or video conferencing is the most common use of a webcam. However,
web cameras are also being used as security cameras. A web camera can be
connected to a computer through wire or wirelessly. Some computers come
with built-in web cameras.
Fig. 2.4: Web camera
OUTPUT DEVICES
Various devices used to deliver the processed data (computer output) to a human operator or, in some
cases, a machine, are called output devices.
An output device translates the digitised
signals into a form comprehensible to the
user. Monitor, printer, and speakers are some
common examples of output devices.
Monitor
A computer monitor is an output device that
looks like a TV screen. It is a video display unit
(a) (b)
(VDU) that displays the input data entered by the user
and the output generated by the CPU. This helps Fig. 2.5: (a) LCD and (b) CRT computer monitors
the user to ensure that correct data is being
entered and also see that the CPU is producing the correct output.

18
A computer can have either a black and white or a colour monitor. Computer monitors are available
in different sizes. The most commonly used monitor sizes in a personal computer are 15" and 17".
There are two basic types of monitors: cathode-ray tube (CRT) and flat-panel display.
In CRT displays, beams of electrons are emitted by an electron gun on a phosphorus-coated surface.
These beams form visible patterns of data.
Flat-panel displays use any of these four media for visual representation of data—liquid crystal diodes,
light-emitting diodes, plasma panels, and electroluminescence.
In an advance video display system, the user has to touch the screen instead of using a keyboard. The
user can scroll a page, zoom, divide the screen into multiple colours and windows, and in some cases
can even activate commands.

Printer
A printer is an output device required to convert the
desired output into printed images and text.
These are generally categorised in two main
groups, impact printers and non-impact printers. 
In an impact printer, tiny wire pins physically
contact the sheet of paper and strike the ink
ribbon. In a non-impact printer, text and graphics
are produced without actually striking the sheet of
paper.
Based on the print method or technology, printers
are categorised as inkjet, laser, dot matrix, and
thermal printers. Dot matrix printer is a type of
impact printer, while the others are the types of Fig. 2.6: Printer
non-impact printers.
Given below is a brief description on some of these printers.
Inkjet printer
Inkjet printers consist of nozzles that spray tiny droplets of ink on paper. The droplets form characters
in a matrix of dots. The dots formed are of the size of tiny pixels. Inkjet printers can print
high-quality text and graphics.
Advantages of inkjet printer
• They produce good-quality images.
• They are lightweight and compact.
• Inkjet printers are considerably cheaper than laser printers.
Disadvantages
• Using an inkjet printer over a period of time is more expensive than using a laser printer owing to
the cost of ink.

19
 • You need time to dry the printed paper since the ink supply on the paper is in droplets.
• Printing speed is slow hence inkjets are not designed for high-volume printing.

Laser printer
A laser printer etches an image on a photoconductor drum using a laser light beam altering the
electrical charge on the drum wherever it hits. The charged portions of the drum pick up the toner
from its reservoir on which the drum is rolled and then transfer the toner on a sheet of paper with the
help of heat and pressure.
High-quality prints, good print speed, and a low (black and white) cost per copy are the features of
laser printers. They are the most commonly used for many general-purpose office applications.

Advantages of laser printers

• Laser printers produce high-quality laser prints with high level of accuracy.
• Laser printers are very fast, which makes them suitable for high-volume printing.
• Laser printers are generally cost effective for high-volume printing.
• There is no problem of wet pages in a laser printer.
Disadvantages
• Initial cost of laser printers is much more than that of inkjet printers due to their large size.
• They are heavier.
Dot matrix printer
In a dot matrix printer, the pins strike against an ink ribbon to print closely spaced dots of appropriate
shape. These printers are not suitable for producing high-quality output, but are suitable for printing
multi-page forms—that is, carbon copies, which laser and inkjet printers cannot do.
Advantages of dot matrix printer
• They can work on multi-stationery—that is, they
can create carbon copies.
• They have the lowest printing cost per page.
Disadvantages
• Very noisy
• Low speed
• Can print only low-resolution graphics with
limited colour.
Photo printers, portable printers, and all-in-one Fig. 2.7: Dot matrix printer
(multifunction) printers are some other types of
printers. These are used to perform specific functions. Photo printers and portable printers generally
use inkjet print method, whereas multifunction printers use either inkjet or laser print method.

20
STORAGE DEVICES
Computer memory is divided into main (or primary) memory responsible for holding data and
instructions while executing a program and auxiliary (or secondary) memory responsible for holding
data and programs not currently in use and also provides long-term storage. Secondary memory is,
however, much slower than the primary memory. Primary memory consists of RAM and ROM. We
have already discussed them in the previous chapter. Here, we will learn about various secondary
storage devices.
There are a number of secondary storage devices available to store your data for future use. Some of
these secondary storage devices are discussed in the following pages.

Hard disk drive

A hard disk drive consists of magnetic disks, called platters, that record and store information. Each
platter has a magnetic head, also called read or write head, which moves across the surface of the platter.
The magnetic head writes binary data onto the spinning platter and also reads data from it. The data is
recorded on the platter in circular tracks.
As the data is stored magnetically, the information recorded on the hard disk remains intact even after
we switch off the computer. Today, hard disks for personal computers can store data up to about 200
gigabytes or more.

Disk
Read or Write
head
Saved data

Spindle

Fig. 2.8: Hard disk

Removable storage devices

A removable storage device is a device used for storage and transfer of data. Some examples of
removable storage devices are removable hard disks, compact disks (CD-ROMs and DVDs), and
portable pen drives or flash drives. There is a rapid increase in the amount of storage space on
removable storage devices in recent years.

CD-ROM
CD-ROM refers to Compact Disk Read-Only Memory. It is a data storage device. The data that can
be recorded on a CD may include text, pictures, multimedia, games, audio, video, and encyclopaedias.
It is widely used for distributing computer software.
There are two types of CD-ROMs: CD-R and CD-RW.

21
 CD-R is a recordable CD-ROM disk. It can be written only once, but can be
read again and again.
CR-RW is a rewritable disk. This type of CD-ROM allows erasing previously
recorded data and writing new data on the same disk.
A device called CD-ROM drive is required to read a CD-ROM. A CD- ROM
drive can only read data from a CD-ROM, it cannot write on a CD-ROM. A
CD-Writer, on the other hand, can read as well as write a CD-ROM. To write
Fig. 2.9: CD-ROM
data on a CD-ROM, we also need software called CD burner software.

DVD
DVD, known as Digital Versatile Disk (originally named Digital Video Disk), is an optical disk storage
technology. It is much faster than a CD and can store high-quality audio, video, and any other kind of
digital information.
DVDs are available in single- and double-sided versions. A double-sided
DVD can store data on both the sides. DVDs are of the same dimensions
as CD-ROMs, but can store much more data. The data-storage capacity
of a typical single-sided DVD is about 4.7 gigabytes, while that of a CD-
ROM is about 700 megabytes. A double-sided DVD can store much more
data.
Like a CD-ROM, DVDs also come in many versions. DVD-ROM
can only be read and not written. In DVD-R and DVD+R, data can be Fig. 2.10: DVD
recorded only once. On the other hand, DVD-RW, DVD+RW, and DVD-
RAM enable us to record and erase data multiple times.

CD-ROMs and DVDs are the removable storage devices used for taking backups and archiving
of data.
As they can store a large amount of data and are portable, which makes them useful and convenient.

Blu-ray discTM
Blu-ray is an optical data-storage technology developed for the purpose of recording, rewriting, and
playback of high-definition (HD) video as well as storing a large amount of data. It is called Blu-ray as
it uses blue-violet laser to read and write data from and to the disk.
The blue laser has shorter wavelength as compared to red laser, which is used in a DVD. The shorter
wavelength of blue laser makes it possible for more data to be packed in less storage space. A single-layer
Blu-ray disc nowadays has the storage capacity of 25GB, while dual-layer disc has the storage capacity of
50GB.

22
 Did You Know?
The CD-ROMs were introduced by
Philips and Sony Corporation.

Fig. 2.11: Blu-ray disc

Blu-ray technology relies on hard-coating for protection, which will make the discs more resistant to
scratches and fingerprints than today’s DVDs.
Blu-ray is a new technology that is projected as a successor of DVD technology. Currently, the high
price of Blu-ray is a big constraint. However, as it goes into mass production and the costs go down, it
is expected to grow in popularity.

Flash drive
A flash drive, also known as a pen drive, is a small, portable, and
lightweight storage device. It is connected to a computer by a USB
(universal serial bus) port and is used for copying and moving data from
one computer to another. A flash drive can store data up to 4 TB. Fig. 2.12: Pen drive

External hard drive

The external hard drive is the same as a hard disk. The only difference is
that it is attached outside the system unit. It is a portable storage device and
can be attached to a computer through a USB or FireWire connection, or
wirelessly.
Fig. 2.13: Removable hard
Difference between primary and secondary memory drive
1. Volatility Primary memory (RAM) is volatile while secondary
memory is non-volatile.
2. Capacity Whereas primary memory (RAM) has limited storage capacity, secondary memory can
store virtually unlimited amount of data.
3. Access time Primary memory (RAM) resides on the motherboard, which makes its distance from
the CPU much shorter than that of the secondary storage devices. This makes the CPU take only a
few nanoseconds to access RAM.
4. Cost The cost per unit of data storage in primary memory is quite expensive as compared to
secondary memory.

23
 Wordbank

Blu-ray: An optical data-storage technology developed for the purpose of

recording, rewriting, and playback of high-definition (HD) video and
for storing a large amount of data
Input devices: Various devices used to enter information and instructions into a
computer for storage or processing
Output devices: Various devices used to deliver the processed data (that is, the computer
output) to a human operator or, in some cases, a machine
Printer: An output device that converts computer output into printed images
Scanner: An input device that converts a document containing text or graphic
image into a digitised form that can be stored as an electronic image on
a computer
Secondary memory: Memory that provides long-term data storage by keeping the data and
programs not currently in use

We have learned

• The keyboard is one of the primary input devices used with a computer.
• A computer mouse is a hand-operated electronic device that acts as an input device.
• Inkjet printers consist of nozzles that spray tiny droplets of ink on paper.
• A laser printer uses a beam of laser light to etch an image on a photoconductor drum.
• In a dot matrix printer characters and illustrations are produced when pins strike against an ink
ribbon to print closely spaced dots in the appropriate shape.
• A hard disk consists of magnetic disks, called platters, that record and store data.
• DVD is an optical disk storage technology that is much faster than a CD and can store high-
quality audio, video, and any other kind of digital information.
• Pen drive is a portable memory device that is used for transferring audio, video, and data files
from the hard drive of one computer to another.

Solved Examples
   1.  Name two input devices. a number of metal pins that strike an ink
Ans. Keyboard and Mouse ribbon placed between the printhead and the
paper. The impact makes a mark on the paper,
   2.  Name the device that is used to point at and producing text and images.
select objects on the computer screen.
Ans. Mouse    4.  What is Blu-ray?
Ans. Blu-ray is an optical storage format developed
   3.  What is an impact printer? to enable recording, rewriting, and playback
Ans. The printhead of an impact printer contains of high-definition (HD) video. The storage

24
 capacity of a Blu-ray disk is very large. A Ans. Difference between primary and secondary
single-sided Blu-ray disk can store about 23GB memory
data while a double-sided disk can store about
(i) Volatility Primary memory (RAM) is
46GB data.
volatile while secondary memory is non-
volatile.
   5.  Explain the need for secondary storage.
Ans. Secondary storage is a non-volatile storage of (ii) Capacity While primary memory (RAM)
data. It holds data and programs not currently has limited storage capacity, secondary
in use and provides long-term storage. Hard memory can store virtually unlimited
disk, CD-ROM, DVD, and pen drive are amount of data.
some of the commonly used secondary storage
(iii) Access time Primary memory (RAM)
devices.
resides on the motherboard, so the
distance between CPU and primary
   6.  How does a Blu-ray disk store much more data
memory is much shorter as compared to
than a DVD?
the distance between CPU and secondary
Ans. Blu-ray technology employs blue-violet laser to
storage devices. Thus, it takes the CPU
read and write data from and to the disk. The
only a few nanoseconds to access RAM
blue-violet laser has a shorter wavelength
whereas it takes several milliseconds to
(405 nm) than the red laser (650 nm), which is
access secondary storage devices.
used in a DVD.
(iv) Cost Primary memory is very expensive
 The shorter wavelength of blue laser makes it
compared to secondary memory in terms
possible for more data to be packed in less space.
of cost per unit of data storage.
   7.  Describe the difference between primary and
secondary memory.

Exercises
t 1. Match the columns.

(a) CD-ROMs and memory stick (i) Scans photographic films directly into a computer.
(b) RAM (ii) Is not physically connected to the computer and
works using infrared and radio waves.
(c) Film scanner (iii) Non-impact printer.
(d) Cordless mouse (iv) Has large storage capacity and can store 23GB of
data.
(e) Thermal printer (v) Primary memory
(f ) Blu-ray (vi) Storage devices

25
t 2. Fill in the blanks.
(a) ............................ and ............................ are (f ) An ............................ device is used to enter
the two types of mouse. information and instructions into a compter.
(b) ............................ is a device used to print the (g) ...................... is a type of an impact printer.
data on paper. (h) ......................... record and store information
(c) ............................ mouse uses laser for in a hard disk drive.
detecting mouse movement. (i) To write data on a CD-ROM, we require ......
(d) In laser printers, .............................. is used to ..............................
discharge the image areas onto the rotating ( j) A hard disk consists of ............................ that
drum selectively, thereby reversing the strong record and store information.
negative charge to a weak positive charge.
(e) The primary memory is ............................
than the secondary memory.

t 3. State the following as true or false.

(a) The storage capacity of Microdrive is 20GB. (d) The main function of heating element in
(b) Optomechanical mouse uses infrared Inkjet printers is to get heated up forming a
and radio waves to communicate with a bubble in the ink.
computer. (e) The main difference between DVD-R and
(c) Printing speed is faster in an Inkjet printer DVD+R is that the later can record data only
than that in a Laser printer. once.

t 4. Answer the following questions. [Very short answer type]

(a) Name two secondary storage devices. (e) Name any one place where smart cards are
(b) Name any two types of scanners. used.
(c) Expand CRT and USB. (f) Name the two different types of monitors.
(d) What is the storage capacity of a flash drive?

t 5. Answer the following questions. [Short answer type]

(a) Define the role of a computer mouse. (d) What is a web camera?
(b) Define smart cards. (e) What is the function of a scanner?
(c) How are CRT displays different from flat- (f) Why does a computer need a monitor?
panel displays?

t 6. Answer the following questions. [Long answer type]

(a) Name and explain any two secondary storage (d) What do you mean by removable storage
devices. devices? What are their advantages?
(b) How does a cordless mouse work? How is it (e) Differentiate between DVD and Blu-ray disk.
different from an optical mouse? (f ) Compare dot-matrix, inkjet, and laser
(c) Describe different types of scanners. printers.

26
t 7. Select the correct alternative(s).
(a) You created a project document in the need to make a soft copy of it. Which device
school and now you want to take a backup do you think can be used for this?
of the same. The file size of the document (i) Printer
is approximately 2 GB. Which secondary
storage device would be the easiest and best (ii) Scanner
choice for this? (iii) Photocopier
(i) Floppy drive (iv) None of the above
(ii) Pen drive (f) You are listening to some music on your
(iii) CD-ROM computer. At the same time (and in the same
room), your parents are watching television.
(iv) None of the above
What device should you use so that you can
(b) Which secondary storage device is smaller in listen to the music without disturbing your
size, has the highest storage capacity, and is parents?
scratch proof?
(i) Speaker
(i) Floppy disk
(ii) Headphone
(ii) Pen drive
(iii) Scanner
(iii) Memory stick
(iv) None of the above
(iv) None of the above
(g) Your father wants to take a backup of his
(c) You need to take printouts of your project office data, which is approximately 10–20GB.
document. You need two copies of the What would be the best option to go for, if
printouts, but it is not important to have a price is not an issue?
coloured printout. Which printer will be
more economical to use? (i) Using a DVD ROM

(i) Laser printer (ii) Using a Blu-ray disk

(ii) Dot matrix printer (iii) Using a CD-ROM

(iii) Inkjet printer (iv) None of the above

(iv) None of the above (h) Which of these secondary devices has the
maximum data storage capacity?
(d) Your teacher immediately needs to get 1000
photocopies of a handout for distribution (i) Memory Stick
to the students of the class. Which printer
(ii) Floppy
should be the most suitable for getting the
work done quickly and efficiently? (iii) CD-ROM

(i) Dot matrix printer (iv) Blu-ray

(ii) Laser printer (i) Which of the following is/are input devices?
(iii) Inkjet printer (i) Monitor
(iv) None of the above (ii) Scanner
(e) Your class teacher gave you a hard copy of (iii) Mouse
a collage and asked you to modify it using (iv) All of the above
Photoshop or any other graphics software. To
modify the collage using computer, you first

27
 (j) Which of the following is/are output devices? (iii) Rat
(i) Scanner (iv) All of the above
(ii) Plotter (l) Which of the following secondary devices has
(iii) Blue-ray the maximum capacity to store data?

(iv) None of the above (i) Memory stick

(ii) Floppy disk
(k) Which of the following is a type of mouse?
(iii) CD-ROM
(i) Optical mouse
(iv) Blu-ray disk
(ii) Joystick

l Lab Exercise
c Create a chart on the following topics:
(i) Input devices
(ii) Secondary storage devices

•  How is the Blu-ray technology different from DVD technology?

s
•  Between primary and secondary memory, which one is faster and why?

28
 3 Computer Software

We will learn about

• System software • Utility software
• Application software • Mobile applications
• Specific purpose application software

A computer needs instructions to do various tasks. A set of instructions that is aimed at performing
a specific task is called a program. A set of programs and procedures required to perform various tasks
on a computer system is called software. Software comes in the form of programming languages.
Programming languages are of two types, low-level languages and high-level languages.
The teacher tells the class that there are two types of low-level languages—machine language and
assembly language. In machine language, a program is written using the sequences of bits—0s and
1s. This is the only language that is understood by a computer. In assembly language, commands are
written in a language much closer to natural language—English, to be specific. High-level language
enables programmers to write programs using English language words and mathematical symbols.
There are three main types of software: System Software, Application Software, and Utility Software.
Given below is a brief description of these software.

SYSTEM SOFTWARE
System software controls the internal functioning of a computer. Some of the main functions of an
operating system are as follows—
• Controlling the working of all the input and output devices
• Running the application software on the computer
• Controlling all the storage operations
An operating system that comes installed within a computer is a type of system software. Windows,
MS-DOS (Microsoft Disc Operating System), Linux, UNIX, and macOS are some common
operating systems.

Operating systems
An operating system provides an interface between the user and the computer. Its main function is to
convert the instructions given in high-level language to low-level language, which is understood by a
computer and vice versa. It also provides a way for communication between computer hardware and
running application.
29
 An operating system allows programs to access computer
resources. But an operating system alone cannot do a complete Applications
job. Subparts of an operating system make different parts of the
computer hardware work together and respond to the software,
which are discussed below.
Kernel
Kernel
A kernel provides an interface between application software and
hardware.
CPU Memory Devices
It is the central element of an operating system and controls all
the programs running on a computer. It connects the system
hardware to the application software and manages the way Fig. 3.1: Kernel
the software (user-level applications) communicates with the
hardware (CPU, disk memory, and so on).
The kernel is one of the first programs that are loaded into RAM, the computer’s main memory.
It stays in the main memory till the system remains on. It is loaded in a protected area of the
memory. This prevents it from being overwritten by programs or other parts of the operating
system.
The kernel of an operating system manages the system resources, such as the CPU, memory, and
input or output devices. It provides access of these system resources to application programs. An
application program cannot access the system resources directly. The application program sends a
request for a system resource to the kernel. These requests from the application programs to the
kernel are referred to as system calls. The kernel translates these system calls into instructions for the
CPU and other resources.
The kernel is responsible for translating the command into a language understood by the computer.
It not only helps in booting of the computer but also is responsible for functioning of memory and
peripheral devices, such as monitor, keyboard, and printer. It is specific to the hardware on which it
runs. The main functions of the kernel are as follows:
• Process management • Device management
• Memory management • Interrupt handling
• Disk management • File system
• Task management • Data security
Every operating system has a kernel. Examples are Linux kernel (used on numerous operating
systems, including Linux and Android) and XNU, kernel for macOS along with Apple TV Software,
iOS, watchOS, tvOS, and audioOS.
Device drivers
A computer system consists of many hardware devices, such as a keyboard, mouse, monitor, disk
drive, sound card, printer, and scanner. An operating system controls all the actions of these devices.
But the operating system and these hardware devices cannot directly communicate with each other.
Thus, device drivers are required.

30
A device driver is a program that enables hardware devices to communicate with the computer’s
operating system. Without an appropriate device driver, a hardware device may not be able to receive
proper instructions from the operating system and accordingly cannot function properly.
Some devices, such as CPU, keyboard, and mouse, do not require us to install device drivers as these
are the main parts of a computer. So, codes for these devices are added to the BIOS and thus are
directly executed by the CPU.
Some other devices, such as sound card, video card, and network card, require a specific driver in
order to function properly.
File systems
A computer stores data in the form of files. A file is a named collection of related information
recorded on a storage device. In other words, it is a sequence of bits, bytes, lines, or records created by
a user. Each file is referenced by its address on the storage device.
The system used by an operating system to organise and keep track of files is called a file system. This
system manages the way in which files are stored. Nearly all the operating systems organise files in a
hierarchical structure. The collection of related files is called a directory. In Windows OS, a directory
is known as a folder.
File systems also keep information about unused space on the disk and details of each file, such as size,
owner, creation date, access control, and encryption.
To manage the data storage, the operating system uses different files. An operating system is
responsible for accessing, storing, and retrieving data on a computer’s hard drive, and it is done using
a file system. Thus, a file system is used to control how information is stored and retrieved. Different
files contain different information due to difference in the types of the files. A file system performs
many functions. Some of them are listed below.
• Create: For creating a new file
• Delete: For deleting the existing file
• Open: To open an existing file
• Close: For closing an opened file
• Read: For reading from the file
• Write: For writing into the file
The part of the computer memory that is unused and can be used to store data is marked as sectors,
which in turn is organised into groups, known as blocks. A file system identifies the size and position
of the file and stores them in the desired sector or block. Every file has several letters at the end of a
filename, which is usually separated by dots and is known as the file extension. A file extension is used
to identify the type of file. For example, in the filename xyz.exe, the extension .exe indicates that it is an
executable file. Some of the most commonly used file extensions are listed below.
File Type Extension Function
Executable .exe These are the files that are ready to execute or run as
a program.

31
 Batch .bat These files contain a list of commands executed in a
sequence by a command interpreter.
Text .txt These files store standard text data.
Library .lib They are library files.
Archive .zip These are compressed files.

APPLICATION SOFTWARE
Application software programs are designed to handle specialised tasks. For example, there are specialised
software programs for drawing graphics, preparing presentations, calculating salaries of employees,
and preparing school results.
The application software is installed onto the operating system. It instructs the computer to carry
out the commands given by the user and generally includes programs that process data for the
user. Application software thus includes word processors, spreadsheets, database management,
inventory and payroll programs, email clients, web browsers, and many other applications.
These application software are capable of handling different types of data like text, numbers,
and graphics.
Given below are some general-purpose application software.

Word processing software

A word processing software is used to create and edit documents using text data and includes
data formatting tools. It is generally used to create content like a letter or a report. Some
examples of word processing software are Word, WordPad, Pages, OpenOffice Writer, Word
Perfect, and Symphony Documents.
The word processing software can be used to create reports, letters, and invitations.
The following figure shows an example of a Word Processor.

Fig. 3.2: A word processor

32
Database management system
A database is a structured collection of data. Database management system (DBMS) is an application
software that is used to organise and manage data in a database. It allows the database users to store,
retrieve, and update data from the database. Some examples of DBMS are Oracle, MS Access, SQL
Server, and MySQL.
A DBMS can be used in schools to maintain students’ records or in offices to maintain employee database.
The following figure shows an example of a DBMS software.

Fig. 3.3: Example of a DBMS

Electronic spreadsheets
A spreadsheet is a grid that organises data into columns and rows. Spreadsheets make it easy to display
information. It also allows users to insert formulas and make working with numerical data easy. Excel,
Lotus 1-2-3, OpenOffice Calc, and Numbers are some examples of electronic spreadsheets.
A spreadsheet software can be used by children to do calculations like finding the aggregate marks or percentage. It can
be used by the teachers to create a class list with the marks.
The following figure shows an example of a spreadsheet software.

33
 Fig. 3.4: A spreadsheet
Multimedia software
Multimedia software allow users to create multimedia files that include text, audio, video, computer
graphics, and animation. PhotoShop, CorelDRAW, Flash, Director, Maya, and Premiere are some
software that are used to create multimedia files.
To play multimedia files, we need multimedia players. Examples of some popular media players are
Real Player and Windows Media Player.
The following figure shows an example of a multimedia player.

Fig. 3.5: A multimedia player

Presentation software
A presentation software is used to display information in the form of a slide show. This type of software
generally includes the following functions: (i) insertion, formatting, and editing of text;
(ii) methods to include graphics in the text; and (iii) a functionality to execute the slide shows.
Keynote, PowerPoint, and OpenOffice Impress are examples of presentation software.

34
 Fig. 3.6: Example of a presentation software
A presentation software can be used by a teacher to create a presentation on a topic with emphasis on some key points.
Students can use this software to present a topic for class discussion in an impressive and interesting way.

SPECIFIC PURPOSE APPLICATION SOFTWARE

Apart from the general purpose application software, there are some specific purpose application
software as mentioned on the following page.

Accounting management
An accounting management software is used to maintain books of accounts on computers. The software
can be used to record transactions, maintain account balances, and prepare financial statements and reports.

Reservation system
A reservation system software is used to manage all kinds of online bookings for flight, train, hotels,
and motels. When the online booking is done, the customer is notified via email.

HR management
An HR management software is used in offices to maintain the records of the employees and to deal
with new appointments. This also includes managing employees’ salaries, perks, and tax.

Attendance system
An attendance system software is used to monitor the attendance of the employees of a company.

Payroll system
A payroll system is used to calculate the salary of the employees. It also handles the grade, and perks of
the employees.

Inventory control system

Inventory is a list of goods and materials required in an organisation. An inventory control system is
used to keep track of inventory levels for each item in the inventory list by determining when and how
much stock to replenish. It also updates the inventory list for every item received, produced, and sold.

35
 Billing system
A billing system handles the billing of a product used or purchased. Supermarkets use this software
to calculate and generate the bills. Electricity boards use this software to calculate the electricity bill of
the consumers based on the units consumed for a specific time period.

UTILITY SOFTWARE
Utility software is a program that supports the application or development environment in the
computer. It typically performs a limited number of tasks. Some of the commonly used utility
programs are File Management (which includes creating, moving and renaming folders, and
copying and deleting files), Antivirus, Disk Defragmenter, Encryption, and Decryption tools.

File manager
The file manager utility software allows a user to search, create, delete, save, copy, rename, sort,
and view the properties of files and folders.

Disk defragmenter
The disk defragmenter utility software rearranges the data on the hard disk. The fragmented
files are then reunited so that the computer can run more efficiently.

Antivirus programs
Antivirus is a protective software that protects a computer against malicious software which include
viruses, Trojans, key loggers, and other codes that steal your computer data. Kaspersky Internet Security,
Norton Internet Security, and McAffee VirusScan are some examples of antivirus software.

Encryption and decryption tools

Nowadays, confidential information is also stored on computers and sometimes is transmitted over
the Internet. It becomes essential to ensure information security and safety. Thus, the data needs to
be converted into a coded form that is not easily understood by an unauthorised person. This data
conversion is called encryption. The encrypted data is then transmitted over the network.
At the receiving end, the encrypted data needs to be decoded so that the receiver of the information is
able to read the information. The technique used to convert the coded data back to its original form is
called decryption.
A number of encryption and decryption tools are available in the market. One of such tools is
Encryption And Decryption Pro. It provides protection to email messages, documents, and other
confidential files from unauthorised access. This tool encrypts data with AES 256-bit key encryption
algorithm.

MOBILE APPLICATIONS
With the shifting of mobile phone from merely a verbal-communication tool to a multimedia tool,
there is a rapid increase in mobile applications. A smartphone is not only a phone but also a
mini-computer in which you can surf the Internet, check emails, store pictures, play games, and
do so many other things. There has been a rapid progress in mobile technology, and access to high-

36
speed Internet-enhanced mobile computing has generated the need for the development of mobile
applications or mobile apps.
A Mobile app is a type of application software designed to run on mobile devices, such as smartphones
and tablets. These are generally small in size, developed to perform a specific task only. It may or may
not require the Internet to run.
Mobile apps include information-gathering apps, such as calendar, contacts, calculator, and weather,
apps related to games, GPS, online banking, ticket booking, social networking, factory automation,
location-based services, sports, entertainment, video chats, and bill payment. This is all due to rapid
development in technology and growth in popularity with an increase in smartphone users.
Mobile apps are made for specific mobile platforms, such as Apple’s iOS and Google’s Android.
An app developed for iOS will not run on Android. Likewise, an Android app will not run on iOS.
Mobile app developers generally develop different versions of an app for each platform.
Google Play, Apple’s App Store, and Amazon AppStore are some popular app stores from where we
can download a wide variety of apps.
Some of the advantages of a mobile app are listed below.
1. It provides quick access to data as it can store data locally on the device.
2. It allows us to work online as well as offline, thus providing an aid in managing mobile data.
3. It is a cheaper way to expand our business by reaching out to the clients in less time.
4. Customisation is possible with apps based on alarms, reminders, to-do lists, and notifications based
on an individual’s requirement making life more comfortable, easier, and more productive.
5. Educational apps, such as e-books, e-library, education videos, and education games, provide an
access to quality educational materials.
Some of the disadvantages of a mobile app are listed below.
1. Most of the apps run in the background using up the resources, thereby decreasing battery life.
2. Most of the applications ask for permission to access your device’s information to properly run it,
thereby compromising personal information of the individual. In case you don’t allow the access,
the app simply may not install on the device.
3. A mobile app needs to be developed for several platforms, such as Android, MS Windows, and
iOS, seeking potential market share which can be costly.
Some popular mobile apps are WhatsApp, Facebook, Google Maps, Truecaller, Paytm, Twitter, and
OlaCabs.

37
 Wordbank

Program: A set of instructions aimed at performing a specific task

Software: A set of programs and procedures aimed at performing various tasks on
a computer system
System software: A set of one or more programs that control the internal functioning of
a computer
Operating system: Software that manages a computer’s resources such as CPU, memory,
and I/O devices
Application software: Programs designed to handle specialised tasks
Encryption: The technique used to convert data into a coded form that is not easily
understood by an unauthorised person
Decryption: The technique used to convert the encrypted (coded) data back to its
original form

We have learned

• A word processing software is used to create and edit documents using text data and includes data
formatting tools.
• A database management system (DBMS) is an application software that is used to organise and
manage data in a database.
• A spreadsheet is a grid that organises data into columns and rows.
• Multimedia software allow users to create and play audio and video media files.
• A presentation software is used to display information in the form of a slide show.
• Utility software is a program that supports the application or development environment in the
computer.
• Antivirus is a protective software designed to protect your computer against malicious software
which include viruses, Trojans, key loggers, and other codes that steal your computer data.

Solved Examples
   1.  Name the software that protects a computer    3.  Name two commonly used application software.
system against malicious programs. Ans. Word processor and Presentation software
Ans. Antivirus
   4.  What do you mean by encryption?
   2.  Name the software that manages the resources Ans. Encryption is the process by which data is
of a computer system. converted into a coded form so that it is not
Ans. Operating system easily understood by an unauthorised person.

38
    5.  What is decryption? software, presentation software, and accounting
Ans. Decryption is the process by which coded data software are examples of application software.
is converted back into its original form so that
the receiver is able to read it.    9.  What is an operating system?
Ans. An operating system is a system software that
   6.  What is a program? manages a computer’s resources such as CPU,
Ans. A program is a set of instructions that is aimed memory, and I/O devices. It not only contains
at performing a specific task. drivers to communicate to various hardware
devices, but also offers a very specific graphical
   7.  Define the term software. user interface (GUI) to control the computer
Ans. Software is a set of programs and procedures system. MS Windows, Unix, Linux, and Mac
aimed at performing various tasks on a OS are examples of operating system.
computer system.
  10.  What are utility software?
   8.  Differentiate between system software and
Ans. Utility software is a program that supports the
application software.
application or development environment
Ans. System software is a set of one or more programs in a computer. Utility software typically
that control the internal functioning of a perform a limited number of tasks. Some
computer. For example, the program used to of the commonly used utility programs are
boot a computer system is system software. File Manager, Antivirus, Disk Defragmenter,
Application software are programs designed to Encryption, and Decryption tools.
handle specialised tasks. For example, graphics

Exercises
t 1. Match the columns.

(a) Accounting management software (i) Software for creating and editing documents
(b) Presentation software (ii) Manages transactions
(c) Linux (iii) Software for creating presentations
(d) Spreadsheet software (iv) Application software
(e) Word processor (v) Software for creating electronic spreadsheets
(f ) Microsoft Power Point (vi) System software

t 2. Fill in the blanks.

(a) __________ software, Application software, (c) A set of instructions aimed at performing a
and __________ software are the three types specific task is called a ______________ .
of software.
(d) __________ is a set of one or more programs
(b) ______________ and ______________ are that control the internal functioning of a
the examples of application software. computer.

39
 (e) MS Access is an example of a ___________ . (i) ___________ are programs that support the
application or development environment in a
(f  ) An ___________ acts as an interface between
computer.
the user and the computer system.
(j) ___________ are used to encode and decode
(g) ___________ are programs designed to
data.
handle specialised tasks.
(h) A ___________ organises and manipulates
data in a database.

t 3. State the following as true or false.

(a) Software are programs used to perform tasks (d) An application program is used to manage
on the computer. system resources.
(b) There are two types of operating systems: (e) Microsoft Word is an operating system
Application software and System software. software.
(c) Virus scanner is a type of utility software.

t 4. Answer the following questions. [Very short answer type]

(a) What do you call a set of instructions aimed (d) Name the utility software that you use to
at performing a specific task? secure your system.
(b) Name the software that is used to control the (e) What do we call the software that acts as an
internal functioning of a computer. interface between the user and the computer
system?
(c) Name the application software that is used to
organise and manage data in a database.

t 5. Answer the following questions. [Short answer type]

(a) Define system software. (d) Discuss any two specific-purpose application
software.
(b) Define application software.
(e) What are the different types of software?
(c) What is a database management system?

t 6. Answer the following questions. [Long answer type]

(a) Differentiate between system software and (d) What is utility software? Discuss any two
application software. utility software.
(b) What are multimedia software? (e) What is an operating system? Discuss four
functions of an operating system.
(c) What is a word processor? Give two
examples of word processors.

40
t 7. Select the correct alternative(s).
(a) Which of the following is/are functions of (g) The basic requirement to run a
system software? computer is:
(i) Creating text documents (i) MS Office
(ii) Controlling internal functioning of the (ii) Antivirus
computer (iii) Operating system
(iii) Interacting with input or output devices (iv) Photoshop
(iv) All of the above
(h) The set of instructions aimed at performing a
(b) Which of the following is/are functions of specific task is called
application software?
(i) Program
(i) Booting a computer
(ii) Instruction house
(ii) Preparing presentations
(iii) CPU
(iii) Creating text documents
(iv) None of the above
(iv) All of the above
(i) This is a utility software.
(c) Which of the following is/are examples of
application software? (i) Database
(i) OpenOffice.org Writer (ii) Operating System
(ii) Oracle (iii) Antivirus
(iii) Linux (iv) Presentation
(iv) Maya (j) A set of programs and procedures intended
to perform various tasks on a computer
(d) Which of the following is/are examples of
system is called
system software?
(i) MS Windows (i) Software

(ii) OpenOffice.org Impress (ii) Hardware

(iii) GNU/Linux (iii) Microprocessor

(iv) All of the above (iv) None of the above

(e) Which of the following is/are examples of (k) The three types of computer software are
utility software? (i) System software, Utility software,
(i) Encryption and decryption tools Movie software
(ii) Antivirus (ii) Application software, Spying software,
System software
(iii) OpenOffice.org Calc
(iii) System software, Application software,
(iv) All of the above
Utility software
(f) Your class teacher wants to explain some
(iv) None of the above
topic in an interesting way through some
visuals. Which of the following software (l) Which type of software do we use to create
should she use? and edit text documents?
(i) Spreadsheet (i) Spreadsheet
(ii) Presentation software (ii) Word Processor
(iii) Word processor (iii) Presentation software
(iv) Database management system (iv) None of the above

41
 (m) Which software acts as an interface between a (q) Which of the following is not a DBMS?
user and the computer?
(i) MS Access
(i) Operating system (ii) Oracle
(ii) Application software (iii) SQL Server
(iii) Utility software (iv) None of the above
(iv) Decryption tool (r) Which is the first software to be loaded into a
(n) An operating system is a computer after assembling it?
(i) System software (i) Word processor
(ii) Utility software (ii) Device drivers
(iii) Application software (iii) Operating system
(iv) Word processing software (iv) Antivirus
(o) The software used to organise data in a grid (s) Which of these is not an application
of rows and columns is software?
(i) Multimedia software (i) Accounting management
(ii) Word processor (ii) Reservation system
(iii) Spreadsheet (iii) LINUX
(iv) DBMS (iv) DBMS
(p) Which of the following is not a function of (t) Encryption and Decryption tools are
an operating system? used for
(i) Controlling I/O devices (i) Data security
(ii) Database management (ii) Data processing
(iii) Memory management (iii) Data storage
(iv) Act as an interface (iv) None of the above

l Lab Exercise
c Create a chart on Types of Software.

•  Why is an operating system called a system software?

s
• Every day your class teacher has to enter the daily attendance of students in the
computer. Which application software does your class teacher use for this? What more
details do you think the software should include to become more useful?

42
 4 Computer Networking

We will learn about

• Computer network • Multimedia
• Data transmission • Social networking
• Cloud computing • Chat sites

As we know, computers are used to store large amounts of data. Further, there are times when the
information stored on different computers needs to be shared. For example, in a school, students’
information like attendance, marks scored, fee payment, and personal details are stored in computers
in different departments like Admin and Accounts. If, at any point of time, the Principal wants to
monitor the attendance and fee payment details of a specific student, then he or she has to access the
computers in the Admin and Accounts departments. Also, when the Accounts department has to
send the fee details of a child to his parents, then the address information can be obtained from the
Admin department. This exchange of information between different computers is made possible by
connecting them together in a computer network.

COMPUTER NETWORK
A computer network is a system where the computers are interconnected for the purpose of sharing
information. A minimum of two computers are needed to form a network.

Fig. 4.1: A computer network

43
 Advantages of a network
A network provides various advantages as discussed below:
• Communication: Using a network makes it easy for people who live in far away places to exchange
information. Email and chat programs allow people connected through a network to correspond
with each other in a faster and cost-effective way. They can also exchange photographs or text
documents by sending them as email attachments.
• Resource sharing: A network allows data files to be shared among all the connected computers. Common
hardware devices like a printer or scanner can be accessed by all computers connected in a network.
• High reliability: The copy of a document can be made available on many computers. So, if one of the
computers is not available (due to hardware failure), the other copies (stored on other computers)
could be used.
• Cost effectiveness: A software program can be installed in one system and can be used by other
computers in the network. This reduces the need to buy multiple copies of the software program,
which in turn reduces cost.

Types of networks
As the computers are connected with each other in a computer network, one major aspect in this
interconnection is the distance. The computers connected in a network can be lying in the same
building or many kilometres away from each other. Depending upon the distance, the networks are
classified into the following types: local area network (LAN), metropolitan area network (MAN), and
wide area network (WAN).
Local area network
A local area network (LAN) is a computer network used
for connecting computers within a small geographical
area like an office, home, school, college, or university
campus. Because of its localised nature, LAN is a high-
speed network.
LANs are typically owned, controlled, and managed by
a single person or an organisation.
A LAN interconnects a large number of electronic
devices, including computers, modems, file servers, and
various printers. The first LANs were created in the
late 1970s. They were used to create high-speed links Fig. 4.2: Local area network (LAN)
between various large central computers.
Here, let us see how LAN can be useful in a school:
• Several computers on the network can use common resources like printers or scanners.
• Communication is possible through electronic mail.
• Computers on a network can share several programs.
• Certain programs, like library database, can be made centralised.

44
• Information of students, teachers, and parents can be stored and centralised.
• Online tests can be conducted.
Metropolitan area network
A metropolitan area network (MAN)
spans a city or town. If we have more
than one LAN in a city, then we can
join them using a MAN. For example,
there are many colleges in Delhi under
Delhi University. These colleges have
their own LANs. The LANs of these
colleges can be joined together with
the help of a MAN. The range of a
MAN can extend to a few kilometres.
They use wireless media to connect
different LANs.
Wide area network
A wide area network (WAN) is used to
interconnect computers across larger
Fig. 4.3: Metropolitan area network (MAN)
geographical areas like two cities or
states or even across different countries
or continents. For instance, many universities within a country can be linked together through a
WAN. The Internet is the world’s largest WAN. Using this WAN (i.e. the Internet), people sitting in
Indiannica office at New Delhi can communicate with their counterparts in Chicago quickly.
Let us consider a school which
has many branches in Delhi
and other cities of India as well
as abroad. Each branch of the
school has a LAN that connects
its different departments.
Different branches of the
school within a city are
connected through a MAN.
Finally, different branches of
the schools in different cities of
India and abroad are connected
through a WAN.
Thus, we see that multiple
LANs or MANs are Fig. 4.4: Wide area network (WAN)
interconnected to form a WAN.
This interconnection is built using either satellites, microwave links, radio transmission, or infrared
links.

45
 DATA TRANSMISSION
A network is created for the purpose of transmitting data or information from one computer to
another. In order for data transmission to occur, a communication channel needs to be established
between the two machines. This channel can be established by using either wired or wireless
networking technologies.
The choice of technology depends upon the kind of data required to be transmitted, the speed of
transmission, and the transmission distance.

Wired networking technology

Wired networking technology is a method where the data is transmitted from one place to another
through a physical medium. This technology uses a wire as the communication channel, hence
the name wired. The best examples of data transmission through a wire are Cable TV Networks and
Telephone Networks.
There are various kinds of wires or cables used in wired technology for the transmission of data. Some
examples are co-axial cable, ethernet cable, and fibre optic cable.

Co-axial cable
A co-axial cable is generally used to transmit TV
signals from an antenna to our TV sets. Copper wire
A co-axial cable consists of a copper wire core Outer conductor
surrounded by an insulating material, which is in
turn surrounded by an outer conductor of braided
wire. There is an outer plastic jacket that covers the
braided wire. This outer jacket minimises electrical Insulation
and radio frequency interference.
Co-axial cable was originally designed to carry
telephone signals from one place to another with little Outer plastic shield
noise or disturbance but is being used in some local
area networks also. Fig. 4.5: Co-axial cable

Ethernet cable
Another type of media used to transfer data from one place to another
is ethernet cable.
Ethernet cables are used to connect together network devices such
as computers, hubs, and switches. Each end of an ethernet cable
has a jack with eight pins to plug into the ethernet port of different
devices.

Fig. 4.6: Ethernet cable

46
There are two types of ethernet cables: straight through or regular cable and crossover cable.
A straight through cable is used to connect a computer to a hub or switch in a network. On the other
hand, a crossover cable can directly connect two computers.
Fibre optic cable
An optical fibre is a transparent thin fibre, which is usually made of glass or plastic. The fibre consists of
a core surrounded by a cladding layer. Optical fibres are used to transmit data in the form of light beams.
Optical fibre has a high data-carrying capacity and transmits data at a faster rate.
The optical fibre, being flexible, can be used as a medium for telecommunication and networking and
can be bundled as cables. Transparent glass fibres are always used in long-distance telecommunications
applications.
The optical fibre cable is of two types—multimode fibre and single-mode fibre. The multimode fibre
is mostly used for shorter distances, while the single-mode fibre is used for longer distances links.
Advantages of fibre optic cables
• Light weight
• Fast data transmission rates
• High data-carrying capacity
• Ability to transmit data over long distances without much loss
• Higher data security and lower interference
• Longer life
Disadvantages
• Higher cost of installation
• Fragility

Wireless networking technology

Wireless networking technology is a method of communication that uses electromagnetic waves (like
infrared, microwave, and radio waves) to transmit data between devices. This technology does not use
cables or wires, hence the name wireless.
There are different technologies available for wireless transmission of data which depend upon the
distance of data transmission and the speed of transmission. Infrared, Bluetooth, and Wi-Fi are some
examples of the wireless networking technology.
Infrared
Infrared waves are used for short-range communication—that is,
communication between devices that are not very far from each
other, such as a remote control and television. These waves use non-
visible light to communicate.

Fig. 4.7: Infrared communication

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 The link between the two devices is established by pointing them at each other. The direct line-of-
sight (LOS) path between the devices should be free from obstructions.
Most cell phones available in the market today use infrared technology to transfer data from cell to
cell, from cell to computer, or vice versa. The security of infrared system is good because of short
range. So infrared system in one room will not interfere with a similar system in an adjacent room.
Portable computers like laptops also have infrared devices, so they can be used on LAN without
connecting them physically through wires.
Drawbacks of Infrared technology
• There should not be any physical obstruction between the two devices that are transferring data.
• Using this technology, only two devices can communicate at a time.
Bluetooth
Bluetooth is a wireless technology used for connecting electronic devices such as computers,
headphones, digital cameras, speakers, and mobile phones. It uses low-frequency radio waves to
transmit information over short distances.
Bluetooth technology allows communication with several devices at the same time, thus overcoming
the limitation posed by infrared technology.
Wireless fidelity
Wireless fidelity (Wi-Fi) is a wireless technology. It uses high-frequency radio waves to allow data
transfer over a short distance, may be a few hundred feet.
Wi-Fi is used to provide wireless Internet access to many devices, such as laptops, smartphones, and
smart televisions. It also allows local area networks (LANs) to operate without cables, which makes it
a suitable network for homes and business needs.
Wireless-enabled devices can be connected to the Internet when they are near Wi-Fi access areas.
These areas are popularly known as hot-spots. Hot-spots have become quite common at public places
such as hotels, coffee shops, railway stations, and airports.
Advantages of using Wi-Fi
• Flexibility You can access the Internet, send or receive
files, and even print documents within 100 metres of the
Wi-Fi access point.
• Reduces cable clutter It reduces the clutter of wires
and cables behind the computer.
• Reduces cost It saves the cost and hassles of installing
and maintaining cables.
• Eliminates reconfiguring computers People can
use Wi-Fi Internet of the same location time and again
without having to reconfigure their Internet settings on
the devices each time.
Fig. 4.8: Wi-Fi network

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Disadvantages
• Security Anyone with a Wi-Fi-enabled device can access the data and Internet connection. So, it is
important to secure your Wi-Fi connection.
• Effect of weather Weather conditions such as thunderstorms can adversely affect the Wi-Fi signals.

CLOUD COMPUTING
Cloud computing is the use of hardware and software to deliver services to clients using a group
of remote servers over the Internet. Here, the term cloud refers to the Internet. Various companies
provide cloud services to store files and applications on remote servers. These companies that offer
cloud-computing services are called cloud providers. They provide computing resources, such as
servers and storage space over the Internet. Amazon, Google, Microsoft, IBM, and Salesforce are
some of the major cloud-computing service providers.
Cloud computing allows users to store and process data directly on the server without keeping files on
their local computers, and software can be used without installing them on the local systems. Also, a
user does not need to be in a specific place to access the services.
Microsoft Office 365, OneDrive, Google Drive, and Picasa are a few examples of cloud-computing
services. Microsoft Office 365 provides online services, such as emails, shared calendars, instant
messaging, and conferencing, to large organisations. OneDrive is like a storage space where a user can
store files, photos, and documents and access them anytime, anywhere via the Internet.
It is better to keep files on a remote database rather than on a storage device, letting the user to access
it from anywhere using the Internet. Storing and managing data and software needs is the main
advantage of cloud computing. Different models of cloud computing exist based on the type of the
data you work on. These are discussed below.

Public cloud
In this type of cloud, the service provider makes resources, applications, and storage available to
general public. Cloud service provider stores data in its data centre and manages and maintains it. It
is highly advantageous to different organisations as it eliminates the need for testing and deployment
of new products. This cloud is more vulnerable to security breaches as it is open to a large number
of users. Since hardware, application, and bandwidth costs are maintained by cloud-service provider,
these services appear to be inexpensive. Examples of public clouds are IBM SmartCloud, Sun Cloud,
Google App Engine or Cloud, Microsoft Azure, and Amazon Web Services.

Private cloud
A private cloud, also known as internal or corporate cloud, is dedicated to a single organisation for its
internal use. The number of users using this cloud is limited. It is more secure than the public cloud.
In this type of cloud, data is stored on a company’s intranet or hosted data centre and protected
behind a firewall. The storage location can be an organisation’s on-site data centre or any third-party
data centre. Private network is responsible for maintenance of services and infrastructure, but the
organisation is solely responsible for the maintenance of hardware and software services, which in
turn are responsible for very high level of security but with heavy costs.
HPE, VMware, Dell EMC, and Oracle are some private cloud providers.

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 MULTIMEDIA: IMAGES, AUDIO, VIDEO, AND ANIMATIONS
Multimedia is a combination of different contents, such as texts, graphical arts, audio, animations,
video, and other interactive contents. It can be delivered using a computer or other electronic media.
It is an effective communication tool in areas, such as companies as a presentation and sales tool,
home for entertainment and games, educational sectors for teaching and training, and in public places
for information and advertising.

Image formats
Over the years, various file formats for images have been developed, based on specific application and
hardware. These image formats are based on compression techniques used due to different storage
sizes of images. Some of the commonly used image formats are discussed below.

Windows bitmap (BMP)

• It is an MS Windows’ system standard graphics file format.
• It is mainly used in Paintbrush and other programs.
• It has a capacity to store 2 (black and white), 16, 256, or 16.7 million colours.
• These files are usually not compressed.
• The default file extension for Windows Bitmap files is .bmp.
Joint photographic experts group (JPEG)
• It is a standard created by the Joint Photographic Experts Group for compression of photographic
images.
• Taking the advantage of limitations in the human vision, it achieves high rates of compression. The
human eye is relatively insensitive to tonal (brightness) differences in the brightest areas. JPEG
discards tones in an image leaving the colours in an image untouched.
• It uses lossy compression technique for achieving desired quality.
• It uses 16-bit format and is capable of displaying millions of colours.
• The default file extension for these files is .jpeg or .jpg.
Graphics interchange format (GIF)
• It has been developed by the team at CompuServe as bitmap image format.
• It is suitable for those images that use a few distinctive colours since the format is limited to only
eight bits per pixel or 256 colours. One such example is graphics drawing.
• It uses one of the best compression techniques leading to store large images efficiently.
• Animations can be easily done with GIFs, such as animated banner ads.
• In comparison to the JPEG file format, it has better quality in high-frequency images and a sudden
change in the size of the image doesn’t lead to any blurring effect.
• The default file extension for these files is .gif.

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Portable document format (PDF)
• PDF is the default file format for an Acrobat file. Adobe Reader is a free reading utility and hence a
file in this format is easily readable.
• Being very popular in desktop publishing, it has overcome the problems of rendering and printing
in other formats.
Photoshop format (PSD)
• It is the default file format for an Adobe Photoshop file.
• It is the only format supporting all Photoshop features, such as layers, channels, paths, adjustment
layers, layer styles, and editable text.
• Unfortunately, it is unrecognised by almost all applications.

Sound file formats

There are many sound file formats to choose from. Some of them are discussed below.
Audio interchange file format (AIFF)
• It is developed as a high-quality audio format by Apple, Inc.
• It is based on Electronic Arts’ Interchange File Format (IFF).
• Files are not cross-platform and remain unsupported almost on all web browsers.
• The extension used by AIFF files is .aif or .aiff.
Waveform audio file format (WAVE or WAV)
• It is the standard audio format for sound files, developed by Microsoft and IBM.
• Since the release of Windows 3.1, it has been the native sound format for all Windows operating
systems with support for built-in WAV playback in almost every browser.
• The file extension used by WAV files is .wav or .wave.
Musical instrument digital interface (MIDI)
• It is a format used to send music between electronic musical devices, such as synthesisers and PC
sound cards.
• With this file format, one can play music using electronic keyboards and other midi-compatible
musical instruments. Storage of the output from these devices to a file is easy and can be played
back on any compatible instrument.
• Sound is not digitised.
• It is a shorthand representation of music stored in numeric form and can only send information
about the note instead of actual musical note.
• It contains only instructions (notes) due to which files are extremely small. The extension used by
this file format is .mid or .midi.
MPEG-1 audio layer III or MPEG-2 audio layer III (MP3)
• It is developed by Motion Picture Experts Group (MPEG) responsible for setting international
standards for digital formats for audio and video, mainly used in Video CDs and DVDs.

51
 • MP3 is the audio format for the MPEG files.
• It is one of the most popular sound formats for music. Its encoding system uses good compression
(small files) with high quality.
• It is widely recognised as one of the most popular formats for storing music files and listening to
music on the World Wide Web.
• It uses .mp3 or .mpga (for MPG Audio) file extensions.
Advanced systems format (ASF)
• It is developed by Microsoft as a specifically designed streaming format to run audio files over the
Internet.
• It can include audios, videos, slide shows, and synchronised events.
• Files are highly compressed, and data can be delivered without any interference on TV or radio.

SOCIAL NETWORKING
One of the best developments that the world has recently seen is that of social networking. It is the
use of certain websites and applications to form online community of people who can share their ideas
and interests. It keeps people connected with their family and friends.
Social networking websites help users find useful information. People can set up their accounts to
create a digital profile. They can select and follow members as their contacts. Creating a digital profile
on social networking sites is very easy. It is a very useful tool for finding relevant information. But it
has its own demerits as well.
Some of the advantages of social networking are as follows.
1. It is free and can be used to establish contacts with old friends, make new friends, and form online
communities.
2. It can be used to interact with people having similar ideas or interests such as books, movies or
hobbies.
3. It can be used to educate students and teachers.
Some of the disadvantages of social networking are as follows.
1. One’s privacy is always on stake as hackers can use your personal information and share them on
the Internet. Files shared on a social networking site can be shared very easily by others.
2. Interfering with people’s personal lives is among the biggest demerits of the social networking.
This is known as cyberbullying.
3. It is time-consuming and highly addictive. People used to get involved extensively and eventually
get detached from rest of the society.
Facebook, Twitter, and Google+ are a few common social networking websites. Some social
networking sites, such as Socialcast, LinkedIn, and Yammer, also provide platforms for business
interactions.

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CHAT SITES
A chat site is a website that provides a platform for people with common interests to send and receive
messages in real time. Two people can chat when they are online and logged in at the same time.
Chat rooms are mainly based on topics that attract certain groups of people. These topics may be
based on sports, television, and so on.
There are many websites developed for the sole purpose of conducting chats. Talk City is one such
example. DawnChat (https://dawnchat.com/), Gather Online (www.gatheronline.com), and Chatib
(www.chatib.us) are some other examples of chat sites.

Wordbank

Hot spots: An area or a location that provides Internet access via a wireless network
Wi-Fi: A wireless technology that uses radio waves to allow data transfer over a short
distance
Multimedia: The medium of communication that integrates the different types of media,
such as text, audio, video, computer graphics, and animation

We have learned

• A local area network (LAN) is used to connect computers within a small geographical area like a
building, office, home, school, or college.
• A metropolitan area network (MAN) spans within a city or a town.
• A wide area network (WAN) is used to interconnect computers across larger geographical areas
like two cities or states or even across different countries or continents.
• Wired networking technology is a method where the data is transmitted from one place to another
through a physical medium—that is, a wire or cable.
• Wireless networking technology is a method of communication that uses electromagnetic waves
(like infrared, microwave, and radio waves) to transmit data between devices.

Solved Examples
1.  For a school, LAN is required to be set up. Ans. LAN
Which type of wired technology will you
suggest keeping in mind the cost constraint? 3.  What is a LAN?
Ans. Ethernet cable Ans. A LAN is a computer network that is used to
connect computers within a small geographical
2.  Which among these is a high-speed network: area like an office.
LAN, MAN, and WAN?

53
 4.  What are the distance limits in LAN and WAN? 9.  What is a Wi-Fi hot spot?
Ans. A LAN operates between 1 m and 10 km. A Ans. Wi-Fi hot spots refer to locations, such as
WAN, however, has no distance limits. The airports and coffee shops, that use Wi-Fi
nodes in a WAN could be located anywhere technology to connect to the Internet. Wi-Fi-
throughout the world. enabled devices such as laptops can get access to
the Internet when near such locations.
5.  What is multimedia?
Ans. Multimedia is an emerging medium of 10.  What are the different components of
communication that combines different types multimedia?
of media, such as text, audio, video, computer Ans. Multimedia is a means of communication that
graphics, and animation. combines several different types of media, as
described below.
6.  In an office, there are five blocks. These blocks
• Text: The basic information to be
need to be connected to a network. What type
disseminated is generally in the form of text
of network will you suggest?
messages. To create an impact on the target
Ans. As all the blocks are located in the same office,
audience, the text messages should be clear
maybe within a distance of a few hundred
and crisp.
metres, a LAN can be established in this case.
• Images or Graphics: Impressive graphics
7.  What is wireless networking technology? or images instantly attract our attention.
Ans. Wireless networking technology is a method They enhance the visual appeal of a
of communication that uses electromagnetic presentation, leaving a lasting impression on
waves to transmit data between devices. This the minds of the audience. Text messages
technology does not use cables or wires, hence complemented with beautiful images makes
the name wireless. a communication more effective.

8.  You have stored a large number of songs on • Sound: Audio creates an effect on our mind.
your PC. You need to transfer some songs on We tend to remember what we hear for a
to your father’s mobile phone. Which wireless much longer time than what we read.
technology will you prefer? Give reasons to • Video or Animation: Video or animation
justify your choice. involves moving images. Videos can be added
Ans. Bluetooth. to give live demonstrations that give a real-
  Bluetooth enables electronic devices to life feel to a communication. Animations
communicate at high speed (about 1 Mbps) can be used to add entertainment or fun to a
within a short range of about 10 metres. This is communication.
done without connecting the devices through
11.  Discuss some applications of multimedia.
a wire. Also, you do not need an Internet
Ans. Multimedia is becoming a popular medium of
connection for this.
communication. Some common applications of
  If both your PC and your father’s mobile multimedia are described below.
support Bluetooth, then Bluetooth would be
• Entertainment: In the entertainment industry,
the best choice to transfer data between them.
multimedia is used to develop special effects
in movies and animations. Interactive

54
 multimedia allows the user to control, it easier to understand complex concepts
combine, and manipulate the multimedia. through 3D multimedia animations.
Multimedia games, which are quite popular
• Research: Multimedia is used in research
among kids, are good examples of interactive
and development (R&D) for modelling
multimedia.
and simulation. Nuclear scientists can,
• Education: Multimedia is increasingly being for example, simulate nuclear tests using
used in education today for developing multimedia applications instead of actually
computer-based tutorials (called CBTs) and carrying out nuclear explosions.
reference encyclopaedias. Students find

Exercises
t 1. Match the columns.

(a) MAN (i) Picasa

(b) Wi-Fi (ii) Local Area Network
(c) Optical fibre (iii) Chat site
(d) Internet (iv) A physical medium for data transmission
(e) LAN (v) Social networking site
(f) Cloud computing (vi) Metropolitan Area Network

(g) Gather Online (vii) The largest WAN in the world

(h) Yammer (viii) Enables hi-speed wireless data transfer

t 2. Fill in the blanks.

(a) A ............................ is a system where  (f ) ............................ is a worldwide network of
computers are interconnected for the interconnected computers.
purpose of sharing information. (g) ........................... are responsible for offering
(b) ............................ is a high-speed network. cloud computing services.
(c) The Internet is the world’s largest ................. (h) ............................ link related pieces of
(d) In order for data transmission to occur, information in order to allow a user to
a ............................ should be established easyily access them.
between the two machines. (i) The software used to retrieve and view
 (e) ............................ is a method where the data documents from the WWW is called .............
is transmitted from one place to another ( j) The Web operates within the Internet’s basic
through a physical medium. ............................ format.

55
t 3. State the following as true or false.
(a) MAN is a computer network that spans (f) Amazon Web Services is an example of
across a city. private cloud service.
(b) The Internet is an example of a LAN. (g) A website is a collection of web pages.
(c) Wi-Fi is used for high-speed data (h) The World Wide Web is an information
transmission through cables. retrieval service of the Internet.
(d) Infrared waves are used for short-range (i) Multimedia does not include audio and
communication. video.
(e) Bluetooth is used to connect electronic (j) Socialcast also provides platforms for
devices over long distances. business interactions.

t 4. Answer the following questions. [Very short answer type]

(a) What do you call a group of computers (d) Name the network of which Internet is an
interconnected so that information could be example.
shared between them? (e) Name the technology that is used to establish
(b) Name the network that spans over a short high-speed LANs without using cables.
geographical area of up to a few hundred (f) Name any two private cloud providers.
metres.
(c) Which kind of network would you use to
connect computers at multiple locations
within a city?

t 5. Answer the following questions. [Short answer type]

(a) What is a computer network? (g) What kind of services Microsoft Office 365
(b) What are the different types of computer provides?
networks? (h) How are chat sites different from social
(c) What is data transmission? networking sites?

(d) What is a communication channel? (i) What are cloud providers? Give two
examples.
(e) What is Bluetooth?
(j) Explain public cloud computing.
(f) What is cloud computing?

56
t 6. Answer the following questions. [Long answer type]
(a) Explain the following terms with examples: (f  ) Write a short note on
•  WAN (i) Social networking
•  LAN (ii) Cloud providers with examples
•  MAN (iii) Multimedia
(b) Discuss two methods of communication (g) Explain different models of cloud
each for wired and wireless technologies. computing.
(c) Explain the advantages of using a computer (h) What is the main purpose of cloud
network. computing? Explain any two cloud
computing services.
(d) What is wireless networking technology?
(e) Explain the advantages of using a Wi-Fi
connection.

t 7. Select the correct alternative(s).

(a) Which of the following networks is used to (e) Which of the following is true about infrared
connect computers across multiple cities? communication?
(i) LAN (i) It is used for long-range
(ii) MAN communication.

(iii) WAN (ii) Two devices separated by a wall cannot

communicate using infrared.
(iv) None of the above
(iii) It is not necessary to maintain a
(b) Cable TV network is an example of direct line-of-sight path between the
(i) Wi-Fi network communicating devices.
(ii) wired technology (iv) None of the above
(iii) wireless technology (f ) Which of the following is not true about
Wi-Fi technology?
(iv) none of the above
(i) It offers flexibility.
(c) Ethernet cable is used to:
(ii) It reduces cable clutter.
(i) Carry signals from antenna to TV sets
(iii) It reduces cost.
(ii) Transmit data over long distances
(iv) Weather conditions have no effect on
(iii) Connect computers
Wi-Fi signals.
(iv) All of the above
(g) Which of the following is a public cloud
(d) Which of the following cable causes service?
minimum data loss?
(i) HPE
(i) Ethernet
(ii) Picasa
(ii) Optical fibre
(iii) Microsoft Azure
(iii) Co-axial cable
(iv) Yammer
(iv) None of the above

57
 (h) A company having a huge office, comprising (i) Co-axial cable
10 floors, is planning to set up a network to (ii) Crossover Ethernet cable
connect its in-house computers. What type
of network would the company set up? (iii) Straight through Ethernet cable

(i) WAN (iv) None of the above

(ii) MAN (n) Which cable transmits data in the form of

light beams?
(iii) LAN
(i) Co-axial cable
(iv) None of the above
(ii) Ethernet cable
(i) Which of the following networks would be
regarded a WAN? (iii) Fibre optic cable
(i) A network connecting computers on (iv) All of the above
different floors of a multi-storeyed
(o) Which wireless technology will not work if
building
there is an obstruction between two devices
(ii) A network connecting different that want to communicate?
branches of a school in the same city
(i) Wi-Fi
(iii) A network connecting overseas offices
of a company (ii) Bluetooth

(iv) None of the above (iii) Infrared

(j) Which one of the following is a social (iv) None of the above
networking site as well as a business tool? (p) Name the popular wireless technology
(i) Twitter used for high-speed (about 1 Mbps)
voice and data transfer within a range of
(ii) LinkedIn
about 10 metres among devices such as
(iii) Salesforce computers, headsets, mobile phones, and
(iv) Talk City PDAs.
(k) What kind of network Internet is? (i) Infrared
(i) LAN (ii) Bluetooth
(ii) MAN (iii) Wi-Fi
(iii) WAN (iv) None of the above
(iv) None of the above (q) Which technology can be used to
(l) Which of the following is/are multimedia set up high-speed wireless LAN
software(s)? networks?

(i) CorelDraw (i) Bluetooth

(ii) Director (ii) Infrared
(iii) Oracle (iii) Wi-Fi
(iv) Both (i) and (ii) (iv) None of the above
(m) Which wire can directly connect two (r) Which of the following also allows
computers together? conferencing to large organisations?

58
 (i) Google Drive transferring information over longer
(ii) OneDrive distances

(iii) Microsoft Office 365 (iii) Both (i) and (ii)

(iv) None of the above (iv) None of the above

(s) What is the main advantage of Bluetooth (t) The rate of data transfer is fastest in
technology over infrared technology? (i) LAN
(i) Bluetooth technology allows (ii) MAN
communication with several devices at (iii) WAN
the same time
(iv) None of the above
(ii) Bluetooth technology can be used for

l Lab Exercise
c (a) Make a chart on Networking technologies. (b) What kind of network does your computer
lab have? Make a chart on the features of that
network.

• Rahul’s father frequently travels to different parts of the world on business trips.
Name the technology that will enable him to stay connected to people
s
in his office wherever he goes.
• Can Infrared technology be used to establish communication between two electronic
devices separated by a wall? Why?

59
 5 Cybersafety

We will learn about

• Cybersafety concerns • Cybersecurity

• Cybersafety

The world is witnessing a digital revolution, driven by technological advancements. Today,

information technology dictates the way we communicate, do business, entertain ourselves, study, and
even conduct research. In fact, information technology has transformed every aspect of our life.
The driving force behind this change is the Internet. The Internet is a global network of
interconnected computers and other devices. It has created a virtual world of interconnected machines
and humans, called cyberworld or cyberspace.

Fig. 5.1: Cyberworld

Cyberspace is a man-made world without any physical boundaries. It is a dynamic world that is
constantly evolving.
Every good thing has a flip side, so does the Internet. Some people take advantage of the dynamic,
infinite, and intangible nature of cyberspace to misuse it. They indulge in unlawful activities aimed at

60
stealing sensitive information or harming other computers and networks. Such unlawful activities in
the cyberspace are called cybercrimes.
Cybercrimes include frauds, identity theft, data theft, plagiarism, and violation of privacy. Let us
discuss some of these issues and look at ways to tackle them.

CYBERSAFETY CONCERNS
People who indulge in cybercrimes are called cybercriminals. Cybercriminals can intrude into systems
and steal confidential data, such as passwords, credit card numbers, bank account details, and any other
information that may be of use to them. Let us study some activities that cybercriminals indulge in.

Hacking
Hacking is an act of gaining unauthorised access into a computer or network. A person who gains
unauthorised access to someone else’s computer system is called a hacker.
Hackers are a security threat. However, some organisations employ the services of hackers to identify
loopholes in their systems. This helps the organisations to take corrective measures to make their
data and systems secure. Law enforcing agencies can use the services of hackers to track activities of
cybercriminals and prevent cybercrime.

Malware attacks
Malware is a malicious software program designed to harm a computer system, gain unauthorised
access to a computer system, or gather sensitive information. Malware can be of different types:
viruses, worms, and Trojans.
Virus
A computer virus is a malicious software program that replicates
itself. It attaches itself to a program or a file and activates
whenever the infected file is opened or run. The virus replicates
itself rapidly and infects other files on the computer, causing
greater damage. Fig. 5.2: Laptop attacked by a virus
A virus can modify programs, delete files, or format hard
disks. Computer viruses are often spread through email attachments, file downloads, and
infected portable devices. ILOVEYOU, Melissa, and Anna Kournikova are some examples of
computer viruses.
Worms
A worm is a malicious software program that is designed in such a way that it copies itself from one
computer to another, without any human intervention. Unlike a computer virus, a worm can copy
itself automatically. An email worm, for example, sends copies of itself to all email addresses listed
in the email contact list of the infected computer. A network worm makes copies of itself through a
network.
Worms replicate themselves very quickly and in great number. They clog networks and cause delays
in opening web pages or web services. Sasser, Code Red, Blaster, and Conficker are some examples of
computer worms.

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 Trojans
A Trojan horse is a malicious program that is disguised as a useful program. A Trojan might damage the hard
disk of the infected computer. Some Trojans create a backdoor, allowing a remote access to the victim’s
system. This enables cybercriminals to spy on the user, steal sensitive data, or disrupt the system.
Unlike viruses and worms, Trojans do not replicate themselves. However, they can spread through
email attachments, chat software, and address book of the infected system. CryptoLocker, Flashback,
and Vundo are some examples of Trojans.

Denial-of-Service (DoS) attack

A denial-of-service (DoS) targets a computer system and prevents the legitimate users from
accessing it. It causes disruption in the services of a host connected to the Internet devices or other
resources.
Oveloading the server with requests is the most common type of DoS attack. In such a case, the
server is unable to process such large number of requests. As a result, the genuine users are not able to
access the services. Mafiaboy, Operation Ababil, and Mirai IoT botnet are some examples of denial-of-
service attacks.

Spam
The term spam refers to unsolicited bulk emails, which can be either
commercial (such as advertisements) or non-commercial (such as
jokes or chain letters). We often receive multiple copies of the same
message in an attempt to force the message on us.
Most spams are commercial advertisements, often for untrustworthy
products, schemes related to lotteries and other monetary benefits,
or some kinds of legal services. Generally, it is the recipients or the
carriers who pay for the spams and not the sender. Fig. 5.3 Spam emails

Identity theft
Identity theft is a major problem in the growing world of cyberspace. Identity theft occurs when
someone’s personal information, such as name, date of birth, bank account details, and debit or credit
card details, is stolen for the purpose of committing a fraud.
A cyber thief may use the stolen identity to get a new
credit card in the victim’s name. They can then make
online transactions or purchases using the credit card.
The victims of cybertheft have huge debts in their
names without even knowing about it.
Some of the ways in which identity theft can happen
include
• browsing the web using unsafe connections,
• disclosing personal details in chat rooms,
Fig. 5.4 Identity theft
• opening unsolicited emails,

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• shopping on insecure or fake websites,
• using insecure passwords, and
• phishing.

Phishing
Phishing is an act of sending deceptive email messages and aimed at gaining sensitive information of
unsuspecting people. Such emails appear to be coming from reliable sources.
They direct the people to fake websites that mimic the websites of their bank or credit card provider.
The victims are then asked to verify or update the confidential information. This information is then
used to cheat them or to commit identity theft.

Cyberbullying and cyberstalking

Cyberbullying is an act of harassing a minor using the Internet or mobile phones. It can take place
through text messages, emails, or social media posts. Examples of cyberbullying include sending
upsetting messages, sending threatening emails, posting mean comments, and uploading embarrassing
photos of someone. Cyberbullying among adults is referred to as cyberstalking.
Cyberstalking is the use of the Internet to harass or threaten someone. Cyberstalkers obtain personal
information of the victims and keep a tab of their online activities. They often harass the victim by
sending objectionable or threatening messages. Cyberstalking is a criminal offence.
If you ever face such a situation while being online, immediately bring it to the notice of elders or
parents.

CYBERSAFETY
Cybersafety refers to the use of cyberspace in a safe and responsible manner. In the ever-expanding
complex world of cyberspace, the users should be aware of the online risks and take appropriate
actions to protect themselves while being online.
Certain cybersafety guidelines have been proposed to promote positive online behaviour among users.
Let us look at some of the basic cybersafety guidelines.
• Be cautious and do not click unknown links or ambiguous URLs.
• Download only trusted applications and that too from reputable sources.
• S
 et a strong alphanumeric password that is a combination of numbers, letters, and special
characters. Avoid using personal information or common words in your passwords.
• Do not share your passwords with anyone. Keep changing the passwords regularly.
• Make personal information secure, and put adequate access restrictions on it.
• L
 imit the information you share online. Do not post sensitive information such as your address,
family details, or your whereabouts.
• D
 o not share your personal information or organisational data with anyone over the phone, while
chatting, or online.

63
 • I f someone known to you posts information about you, make sure it is not something you are
uncomfortable sharing with strangers.
• If you suspect any data or security breaches, immediately report to the concerned authorities.
• Verify the information before posting it online. Do not post misleading or false information.
By diligently following these guidelines, we can minimise the risks and stay safe in the cyberspace.

CYBERSECURITY
Cybersecurity refers to securing computers, networks, and data to protect them from unauthorised
access, malware attack, data theft, and disruption of services. Let us discuss some cybersecurity
measures that can help us to tackle the growing menace of cybercrimes.

Identity protection
While working on the Internet, you must not post personal information on sites in the public domain.
This may lead to loss of your personal information and one might misuse it to scam you.
Make online transactions and provide your personal details only on secure and trusted e-commerce
sites. Be wary of ambiguous sites. Do not share any personal information on such sites.

Passwords
It is always a better idea to use passwords to secure data
and information. The password you create must be
strong enough that is not easily cracked. Given below
are some tips to create a password and secure it.
• Always create a password with at least 8 characters.
• A
 password should be a combination of upper case
and lower case letters along with numbers and Fig. 5.5 Protecting systems using passwords
symbols.
• Never keep your name, date of birth, personal information, or common words as your password.
• Avoid using the same password for different accounts.
• Keep changing your passwords at regular intervals.
• D
 o not let web browsers to remember your passwords,
especially when browsing using a public connection.
• Never share your password with anyone.

Firewall
A firewall is a network security system, which prevents unauthorised access
to a private network. A firewall can be a software program, a hardware, or a
combination of both. The firewall examines all incoming information. It blocks
the information that does not meet the specified security criteria.
Fig. 5.6 Firewall

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Antivirus
An antivirus is a computer program that is designed to detect and
destroy computer viruses and other malware. To protect computers
or networks from virus attacks, we need to install antivirus software
programs in them. The antivirus needs to be updated regularly to
deal with new viruses being created. A computer without an antivirus
installed is highly vulnerable to cyberattacks.
An antivirus will scan files to look for known viruses by matching
definitions in a virus dictionary. It is also able to identify suspicious
behaviour from any program that might indicate infection. Symantec, Fig. 5.7 Using antivirus
McAfee, Kaspersky, Avira, AVG, and F-secure are some of the well-
known antivirus solutions.

Privacy and confidentiality of information

Privacy refers to protecting the sensitive information. It is very important to control privacy settings on
social media accounts. To protect online privacy settings, keep the following points in mind:
• Read all the terms and conditions under privacy settings. Avoid accepting them blindly.
• Connect with only the people you know and trust.
• Before going offline, log out of accounts, sites, and systems that you have used.
Confidential or private data must be kept secured, that is, it must be protected against unauthorised
access. Sharing of too much personal information over the Internet must be avoided.

Reporting cybercrimes
Cybercrimes should be reported to suitable law enforcement authorities. These crimes can be
reported to the following agencies:
• Local Law Enforcement Agency: It includes the police department. The police department has
its own cybercrime investigation cell that can investigate depending on the severity of the crime.
• Indian Computer Emergency Report Team (CERT-In): CERT-In has been formed to serve
as a national agency to perform various functions in the field of cybersecurity.

Wordbank

Cyberbullying: The act of harassing a minor using the Internet or mobile phones
Cybercrimes: The unlawful activities in the cyberspace
Cyberspace: A virtual world of interconnected machines and humans
Cyberstalking: The use of the Internet to harass or threaten someone
Hacker:  person who indulges in gaining unauthorised access to someone else’s
A
computer system
Hacking: An act of gaining unauthorised access into a computer or network

65
 Malware:  malicious software program written to gain unauthorised access to a
A
computer system or gather confidential information
Phishing: An act of sending deceptive email messages and gaining sensitive
information from people
Spam: The unsolicited bulk emails, which can be either commercial or non-
commercial
Trojan horse: A malicious program that is disguised as a useful program and aimed at
damaging a hard disk
Virus: A malicious software program that replicates itself and infects other files
on the computer system
Worm: A malicious software program that copies itself from one computer to
another without any human intervention

We have learned

• The Internet is a global network of interconnected computers and other devices.

• Cybercriminals can intrude into systems and steal confidential data such as
passwords, bank account details, and any other information that may be of use to them.
• Some malicious software programs are written to harm computer systems.
• The harmful software can gain unauthorised access to a computer system and steal
confidential data.
• A denial-of-service (DoS) targets a computer system and preventing the legitimate users from
accessing it.
• When someone’s personal information is stolen for the purpose of committing a fraud, it leads
to identity theft.
• The users should follow cybersafety guidelines to promote positive online
behaviour.
• Some security measures should be taken to secure computers, networks, and data.
• The users can protect their identity while working online by using passwords, using
firewall, and installing antivirus.
• One must report the cybercrime to the concerned law enforcement agency.

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 Solved Examples
1. Define the Internet. 5. Write any three methods you should use to
Ans. The Internet is a global network of protect data from unauthorised access.
interconnected computers and other devices. Ans.  To protect data from unauthorised access, we
should use passwords, firewall, and antivirus.
2 . What is malware?
Ans.  Malware is a malicious software program 6. Where can you report cybercrimes?
written to harm a computer system, gain Ans.  Cybercrimes can be reported to the following
unauthorised access to a computer system, or agencies:
gather sensitive information.
•  Local Law Enforcement Agency:
It includes the police department. The
3. Give any two methods by which a virus can be
police department has its own cybercrime
spread.
investigation cell that can investigate
Ans.  A computer virus can spread through email
depending on the severity of the crime.
attachments and file downloads.
•  Indian Computer Emergency Report
4 . What do you understand by DoS attack? Team (CERT-In): CERT-In has been
Ans.  A denial-of-service (DoS) attack involves formed to serve as a national agency to
causing disruption in the services of a host perform various functions in the field of
connected to the Internet. Its aim is to prevent cybersecurity.
the legitimate users from accessing targeted
computer systems, devices, or other resources.

Exercises
t 1. Match the columns.

(a) Virus (i) CryptoLocker

(b) Worm (ii) Mafiaboy
(c) Trojan horse (iii) Get-rich-quick scheme
(d) Denial-of-service attack (iv) Code Red
(e) Spam (v) Melissa

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t 2. Fill in the blanks.
(a) A is a malicious software program prevent unauthorised access to a private
that replicates itself rapidly when activated network connected to the Internet.
and causes harm to infected computer or data. (d) A is a person who
(b) A is a computer program that gains unauthorised access to another person’s
detects and destroys computer viruses and computer system.
other malware. (e)  is a software program
(c) A is a software that copies itself from one computer to
program or a piece of hardware that helps another without any human action.

t 3. State the following as true or false.

(a) A secure password must be a combination perform various functions in the field of
of upper case letters, lower case letters, cybersecurity.
numbers, and symbols. (d) Phishing is an act of sending deceptive email
(b) A denial-of-service (DoS) attack is caused by messages and gaining sensitive information
a malware that disguises itself to be useful. from people.
(c) Local Law Enforcement Agency has been (e) Flashback is a well-known example of worm.
formed to serve as a national agency to

t 4. Answer the following questions. [Very short answer type]

(a) What do we call the person who gains (c) Name the different types of malware.
unauthorised access into a computer? (d) What is cybercrime?
(b) Give two examples of a computer virus. (e) What is cyberspace?

t 5. Answer the following questions. [Short answer type]

(a) What is an antivirus? (d) What is a firewall?
(b) How does identity theft occur? (e) What is a Trojan horse? How does it spread?
(c) Explain the term phishing. (f) What is a computer virus?

t 6. Answer the following questions. [Long answer type]

(a) List out some cybersafety measures that help (e) How does a computer virus spread from one
promote a positive and safe online behaviour system to another?
among users. (f) Briefly explain the following terms.
(b) Where do you report a cybercrime? (i) Denial-of-service attack
(c) Differentiate between a computer virus, a (ii) Cyberbullying
worm, and a Trojan horse.
(d) How can you secure your system from
unauthorised access?
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t 7. Select the correct alternative(s).
(a) A malicious software program that is (iii) protects a computer from computer
disguised as a useful program is called viruses and other malware.
(i) worm. (ii) antivirus. (iv) prevents users from accessing data on a
(iii) malware. (iv) Trojan. private network.

(b) Which of the following is not malware? (e) Which of the following is not an antivirus?

(i) Mellissa (ii) McAfee (i) McAfee

(iii) Vundo (iv) Code Red (ii) CryptoLocker

(c) The bombardment of unwanted or junk (iii) F-secure

mails is called (iv) Norton Internet Security
(i) phishing. (f) Which of the following statements is correct?
(ii) virus attack. (i) You should keep your passwords short.
(iii) spam. (ii) Y
 ou should keep the same password for
(iv) denial-of-service attack. all your accounts.

(d) An antivirus is a software program that (iii) You should use more than one password
wherever possible.
(i) corrupts files on a computer system.
(iv) You should share your passwords with
(ii) h
 ackers use to gain unauthorised access your friends.
to another computer.

l Lab Exercise
c 1. Create a presentation on Cyberbullying and (a) What would you do if you get to know
cybercrimes. Use animations and transition effects someone who is being cyberbullied?
to enhance the presentation. (b) From where can you get support if you are
2. Create a Word file and and enter information on being cyberbullied?
the following:

• O
 ne of your friends used public Wi-Fi on his tablet. Are there any risks
involved? Write yes or no and give reasons for your answer.
s
• What security measures can be taken to secure cloud services?
• W
 hat do you understand by biometrics? How do they work? Are they safe
to use?

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 6 Word Processor

We will learn about

• OpenOffice Writer • Using footnotes and endnotes
• The Writer interface • Spelling check
• Starting a new document • Undoing and redoing changes
• Opening an existing document • Tracking changes
• Saving a document • Insering review comments
• Closing document and Writer window • Insert and overwrite modes
• Editing and formatting documents • Drawing toolbar

Word processing involves using a computer to create and edit documents using text data. A word
processing software that lets you create, modify, display, store, and print a document is called a word
processor.
Creating documents using a word processor has the following advantages:
• It allows one to make changes without retyping the entire document. In the case of a typing mistake,
it allows going back to the place where the error is located and making the correction.
• It makes insertion or deletion of text anywhere in the document very easy.
• It also allows moving the text from one place on a document to another or even to an entirely
different document.
• It saves the document in the computer’s hard disk. This makes it easy to refer to the document
whenever required.
• It allows taking hard copy printouts using a printer as and when required.
WordStar was the first commercially successful word processing software (that is, the word processor)
that was widely used in the early eighties.
Today, a large number of word processors are available. Some common features found in all these
word processors are:
• Text insertion To insert text anywhere in the document.
• Text deletion To erase characters, words, lines, or paragraphs of text easily.
• Cut, copy, and paste To duplicate text or to move the text from one place to another in a document.
• Setting page size and margins To define and change page sizes and margins.
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• Find and replace To search for a particular word or phrase and replace it with another word or
phrase.
• Word Wrap To automatically move to the next line when one line is filled with text.
• Print To send documents to a printer to print hard copies.
The most simple word processors called text editors, like MS Notepad or WordPad, support these features.
The more advanced word processors like MS Word and Apache OpenOffice Writer contain some
additional features such as:
• Font specifications This feature allows changing font type, size, and colour of the text within a
document.
• Footnotes and cross references It allows placement of footnotes and cross references in a document.
• Inserting graphics It allows embedding images, charts, and graphs into a document.
• Headers, footers, and page numbers It allows specifying customised headers and footers at every
page of a document along with the page number.
• Page layout It allows specifying different margins and indentations in a page.
• Spell check It allows checking and correcting the spellings.
Typical applications of a word processor include writing letters, memos, reports, making cards,
invitations, and computer-based tutorials.
MS Word is the most widely used word processor today. It is a proprietary software available with MS
Windows operating system only. Most of us might have worked with MS Word at some point of time
or the other. But there are a few constraints
of MS Word. First, we have to restrict our
choice of operating system to MS Windows.
Did You Know?

Open-source software are those

Second, we have to incur extra cost to buy this software programs where the source
software. Finally, it may not support files from code is included with the compiled
other word processors. version. This means that the source
code is freely available to the public and
Today, we have a number of open-source modification is encouraged. This means
software available for free. These software that whoever is using the OpenOffice is
do not bind us to one particular machine or allowed to modify the source code. This
operating system. encourages constant development and
Apache OpenOffice is an open-source office innovation in the software.
suite for word processing, presentations,
spreadsheets, graphics, databases, and more. You can download it from www.openoffice.org.
In this chapter, we will discuss the word processor called Writer from the Apache OpenOffice.

OPENOFFICE WRITER
Writer is the word processing component of Apache OpenOffice for creating text documents. Along
with the basic features of a word processor—that is, Spell check, Autocorrect, Find & Replace, Mail
merge, and so on. Writer has the following important features:

71
 • Styles and templates
• Page-layout methods including columns and tables
• Embedding or linking spreadsheets and other objects
• Built-in drawing tools
• Track changes during revisions
• Database integration, including a bibliography database
• Export to PDF, including bookmarks
There are several other features offered by Writer.
Writer can also read the MS Word documents and save documents in MS Word format.

THE WRITER INTERFACE

The Writer window mainly consists of four components: Menu bar, Standard toolbar, Formatting
toolbar, and Status bar (see Fig. 6.1).

Vertical scroll bar

Formatting toolbar
Menu bar

Standard toolbar

Horizontal scroll bar Status bar

Fig. 6.1: The Writer window

Menus
The Menu bar is located across the top of the Writer window, below the Title bar. When you click a
menu, a submenu drops down to show the commands it contains.
• File menu contains the commands such as New, Open, Save, etc.
• Edit menu contains the commands such as Cut, Copy, Paste, Undo, Find & Replace, etc.
• View menu contains the commands such as Print Layout, Toolbars, Zoom, etc.
• Insert menu contains the commands for inserting elements like Special characters, Header, Footer,
Pictures, etc. in the document.
• Format menu contains the commands to format the layout of the document.

72
• Table menu shows all the commands required to insert and edit tables in the document.
• Tools menu contains functions like Spell Check, Customise, Mail Merge Wizard, and Options.
• Window menu contains the commands related to the document window.
• Help menu contains the Help file.

Toolbars
The Writer window has two toolbars: Standard toolbar and Formatting toolbar. The Standard toolbar
contains the standard options like Cut, Copy, Paste, Print, Spell Check, Inserting Tables, and so on.
The Formatting toolbar contains options like Font Size and Style, Alignment, B, I, and so on to format
the text.
Print file
New Save directly Cut Paste Table

Open Spelling and Copy Format

grammar paintbrush
(a)

Italic Alignment Font color

Styles and Apply style Font name Bold Underline Background

formatting color
(b)

Fig. 6.2: (a) Standard and (b) Formatting toolbars

You can customise the toolbars by following the steps given below:
View    Toolbar    Customise
Rulers
The Writer window has horizontal and vertical rulers. To show or hide these rulers, go to View    Ruler.
To see the ruler options, go to Tools    Options    OpenOffice.org Writer    View (see Fig. 6.3).

Fig. 6.3: Setting for displaying the rulers

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 Status bar
The status bar is located at the bottom of the window. It displays Page number, Page style, Language,
Insert mode, and Selection mode (see Fig. 6.4).

Fig. 6.4: The status bar

STARTING A NEW DOCUMENT

In the Writer, you can start a new document in one of the following ways:
1. Press Ctrl + N, or
2. Go to File    New    Text Document, or
3. Click the New button on the main toolbar.
If a document is already open, the new document opens in a new window.

Creating document from a template

The Writer contains templates that you can use to create new documents:
File    New    Templates and Documents.
In the window that opens (Fig. 6.5), select the template you want to use for your document.

Fig. 6.5: Creating new documents from a template

74
OPENING AN EXISTING DOCUMENT
Open an existing document in any of the following ways:
1. By clicking File    Open, or
2. By clicking the Open button on the main toolbar, or
3. By pressing Ctrl+O on the keyboard.
Note that if there is an already opened document, the second document opens in a new window.
After the Open dialog box appears (Fig. 6.6), select the file you want and click Open.

Fig. 6.6: The Open dialog box

A Microsoft Office file associated with OpenOffice.org can also be opened by double-clicking
on it.

SAVING A DOCUMENT
A new document in Writer can be saved by following these steps:
1. Press Ctrl+S, or
Select File    Save, or
Click the Save button on the main toolbar.

75
 2. The Save As dialog box appears (Fig. 6.7). Enter the file name and specify the extension in which
you want to save the file under the Save as type option. The default file extension for saving an
OpenOffice document is .odt.

Fig. 6.7: Save As dialog box

To provide security to your document, you can make it password-protected. Check the Save with
password option below Save as type option to get the following window. Provide a password and then
click OK to save the document.

Fig. 6.8: Set Password window

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Saving as a Microsoft Word document
To save a document as a Microsoft Word file, follow these steps:
1. Click File    Save As.
2. The Save As dialog box appears. Select the extension in which you want to save the file in the Save
as type drop-down menu.
3. Now click Save.

Fig. 6.9: Saving a file in MS Word format

CLOSING A DOCUMENT AND THE WRITER WINDOW

To close a document, simply select File    Close.
A document in Writer can also be closed by clicking on the close (X) icon on the document window.
The Writer window has two close (X) icons on the top right-hand corner. Click the small (X) icon
to close the document, but leave the Writer window open. Click the larger (X) icon to close both the
documents and the Writer window.
A message box is displayed if the document has not been saved since the last change. The message box
contains the following options:
1. Save If you press the Save button, the document is saved before closing.
2. Discard If you press the Discard button, the document is closed without saving the changes made
since the last save.
3. Cancel If you press the Cancel button, nothing happens. You return to the document.
The Writer window can also be closed completely by clicking File    Exit.

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 EDITING AND FORMATTING DOCUMENTS
The Writer lets you create text documents on the computer and contains features to edit and format
the documents. We will discuss some of the important features here.

Selecting text
Before making any changes in the text, you need to select it. The text can be selected by using the
mouse, or the keyboard, or both.
Selecting text using the mouse
• One word Double-click the word.
• One sentence Triple-click at any place in the sentence.
• One paragraph Click four times at any place in the paragraph or put the cursor at the beginning of
the paragraph and use Ctrl + Shift + Down arrow key.
• Entire document Place the cursor at the beginning of the document, press the Shift key and then
click at the end of the document.
Selecting text using the keyboard
• One word or group of words Place the cursor at one end of the word. Press the Shift key and
move the cursor with the help of the Left or Right arrow key to the other end of the word or words.
• One line Place the cursor at the beginning of the text. Press Shift + Down arrow key or End key.
• A group of lines After selecting one line using the previous step, keep pressing the Down arrow
key along with the Shift key.
• Entire document To select the entire document, press Ctrl + A.

Fig. 6.10: Selecting non-consecutive blocks of text

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Besides selecting blocks of text, you can also select non-consecutive items and vertical blocks
of text.
Selecting non-consecutive text
To select non-consecutive text (see Fig. 6.10) using the mouse, follow these steps:
1. Select the first block of text.
2. Keep the Ctrl key pressed and select the next block of text using the mouse.
3. Repeat the above steps to select multiple blocks of text.
After selecting the text, you can now copy, delete, or replace it with new text. The style of the text can
also be changed.
Selecting a column of text
For selecting a column of text that is separated by spaces or tabs, you can use block selection mode. To
change to block selection mode, use either of these methods:
Edit menu    Selection Mode    Block Area
or
Click the status bar on STD
(Fig. 6.11) several times till it
changes to BLK. Fig. 6.11: The status bar showing the STD selection mode
Now, use the mouse or keyboard to select a vertical block of text, as shown in Fig. 6.12.

Fig. 6.12: Selecting a vertical block of text

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 Copying and moving text
The Writer allows you to copy or move the text within a document.
Using drag and drop
Moving text to a new location
1. After selecting the text, place the cursor anywhere over the selected text.
2. Click keeping the left mouse button pressed.
3. Now drag the text to the place where it needs to be moved.
4. Release the mouse button.

Copying text
1. After selecting the text, place the cursor anywhere over the selected text.
2. Now keep the Ctrl key pressed and follow these steps:
• Click keeping the left mouse button pressed.
• Now drag the text to the place where a copy of the original text needs to be created.
• Release the mouse button.
Note that the text retains the formatting it had before the drag.
Using cut, copy, and paste commands
Moving text to a new location
1. After selecting the text, use Edit    Cut, the keyboard shortcut Ctrl+X, or the Cut icon on the
toolbar to cut the text from its current location.
2. Place the cursor at the new location where the text needs to be moved.
3. Now use Edit    Paste, the keyboard shortcut Ctrl+V, or the Paste icon.

Copying text
1. After selecting the text, use Edit    Copy, the keyboard shortcut Ctrl+C, or the Copy icon on the
toolbar to make a copy of the text.
2. Place the cursor at the new location where a copy of the original text needs to be created.
3. Now use Edit    Paste, the keyboard shortcut Ctrl+V, or the Paste icon.
In the paste operation, the pasted text retains its original formatting (such as bold and italics).
To make the pasted text take on the formatting of the surrounding text where it is to be pasted, follow
these steps:
1. After selecting the text, use Edit     Copy, the keyboard shortcut Ctrl+C, or the Copy icon on the
toolbar. A copy of the text is created.
2. Place the cursor at the new location where a copy of the original text needs to be created.

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3. Now do either of the following:
• Use Edit    Paste Special, or
click the triangle to the right of the Paste icon, or
• Click the Paste icon without releasing the left mouse button.
4. Select Unformatted text from the resulting menu.

Find and replace text

This feature allows you to search for specific word(s) inside the document and replace them with
other word(s). For example, you notice that in a long document a word is misspelled at a number of
places. Finding that word throughout the document and correcting it at all places becomes a tedious
task. In such cases, you can use the Find & Replace feature of Writer to find that particular word and
replace it with the correct spelling at all places.

Fig. 6.13: The Find & Replace dialog box

To find text
1. Choose Edit    Find & Replace. The Find & Replace dialog box opens.
2. Now enter the text that you need to find in the Search for text box.
3. Click either Find or Find All.

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 On clicking Find, the Writer shows the next text that matches your entry. The text can be read and
edited. Click Find again to advance to the next occurrence of the text.
On clicking Find All, the Writer selects all the text that matches your entry. Now you can carry out
changes to all occurrences of the found text in one step.
To find and replace text
1. Select Edit    Find & Replace.
2. Enter the text that you need to find in the Search for text box.
3. Enter the text to replace the found text in the Replace with text box.
4. Click either Replace or Replace All.
On clicking Replace, Writer searches the entire document for the text starting from the current cursor
position. After the text is found, the Writer highlights it. Now, click Replace to replace the highlighted
text with the text in the Replace with text box. Again, click Find to move to the next found text without
replacing the current selection.
On clicking Replace All, the Writer will replace all instances of the text that matches your entry.
The Find & Replace dialog box also contains the following options:
Match case Checking this option enables you to find words that match the case of the text provided
in the Search for text box. For example, if you provide the word to be searched as REPLACE, then
checking the Match case option will ensure that only the word REPLACE is found whereas words such
as replace and Replace are ignored.
Whole words only Checking this option enables you to find the text to be searched only where it
appears as a full word and not part of another text. For example, if the word to be searched is replace,
then checking the Whole word only option will ensure that only the word replace is found whereas words
such as replaces and replacement are ignored.
Additional features
There are more features in the Find & Replace dialog box for additional functionality as discussed
below. These features are visible when you click the More Options button of the Find & Replace dialog box.
Similarity search The similarity search finds text that almost matches the text you are searching for.
You can set the number of characters that are allowed to differ.
Check the Similarity search option and optionally click the ellipsis (...) button to change the settings.
Search for Styles This feature allows you to find all the text in the document to which a certain style
is assigned. For example, searching text containing the Heading 2 style.
1. Choose Edit    Find & Replace.
2. Click More Options.
3. Check Search for Styles. The Search for text box displays a list of styles that are applied in the current
document.
4. Select the style you want to search for and then click Find or Find All.

82
Formats This feature allows you to find all the text in your document to which a certain direct
character formatting (bold, italic, superscript, and subscript) is assigned.
1. Choose Edit    Find & Replace.
2. Click More Options.
3. Click the Format button.
4. Click Find or Find All.
Regular expressions This option allows you to search for words in your document using wild card
characters.

Inserting symbols
The Writer allows you to enter characters that are not available on the keyboard—for example—, ®,
©, ¾, ö, and ø. These are special characters.
To insert a special character, follow these steps:
1. Place the cursor where you want the symbol to appear.
2. Now click Insert    Special Character. The Special Characters dialog box opens.
3. Select the character that you wish to insert and then click OK. The selected characters are
displayed in the lower left side of the dialog box. After selecting each character, it is displayed on
the lower right side of the dialog box along with its numerical code.
[Note: Different fonts include different special characters. If you do not get the specific special
character you want, try changing the Font selection.]

Fig. 6.14: The Special Characters dialog box

83
 Try it out
t s
¤  Do you know  ¤
1 £ = Rs. _______
Find the number that is ¼ of 32 and ¾ of 12 ¿
Oh! Is the ¿ character in the above statement actually a question mark (?) ?

Formatting paragraphs
Formatting paragraphs allows you to enhance the appearance of a paragraph. Fig. 6.15 shows different
paragraph formatting icons on the Formatting toolbar.

Open
Styles
and
Formatting Apply Line Numbering Decrease Border
Window Style Centered Justified Spacing: 1.5 On/Off Indent Color

Align Align Line Line Bullets Increase Shading

Left Right Spacing: 1 Spacing: 2 On/Off Indent Color

Fig. 6.15: The Formatting toolbar

Paragraph alignment
By setting the alignment, we can control the placement of text between the margins of a page. There
are various alignment options:

Left: In this option, the text is aligned with the left page margin.

Right: In this option, the text is aligned with the right page margin.

Center: In this option, the text is centred between the page margins.

Justified: In this option, the text is aligned evenly along both the left and right
page margins.

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 (a) Left align (b) centre align

(c) Right align (d) Justified

Fig. 6.16: Different paragraph alignments

Alignment using Format menu

1. Place the cursor on the paragraph that you want to align.
2. Go to the Format menu and click on Paragraph.

Fig. 6.17: Using Format menu for paragraph alignment

85
 3. In the Paragraph dialog box that opens, go to the Alignment page.

Fig. 6.18: Options for paragraph alignment

4. Click Left, Right, Center, or Justified, depending on the alignment required.

Alignment using Formatting toolbar

1. Place the cursor in the paragraph that you want to align.
2. Click Left Align, Center Align, Right Align, or Justified icons on
the Formatting toolbar (see Fig. 6.19).
Fig. 6.19: Alignment icons
Fig. 6.20 shows an example of alignment using Formatting toolbar.

(a) Right align

(b) Left align

(c) Centre align

(d) Justified

Fig. 6.20: An example showing paragraph alignment

86
Alignment using keyboard shortcuts
Given below are keyboard shortcuts for different paragraph alignments.
Left: Ctrl + L
Center: Ctrl + E
Right: Ctrl + R
Justify: Ctrl + J

Indents and spacing

It provides the indenting and spacing options for paragraphs. To set indents and spacing, follow the
path given below.
Format    Paragraph    Indents & Spacing tab
In the Indents & Spacing tab, you can set Indents, spacing, and line spacing as explained below.
Indent
This option lets you enter the amount of space you want to leave between the left and the right page
margins and the paragraph. It has various options as given below.
Before text It indents the paragraph from the left page margin.
After text It indents the paragraph from the right page margin.
First line It indents the first line of a paragraph.
Automatic It automatically indents a paragraph according to the specified font size and line spacing.
Spacing
It lets you specify the amount of space between the selected paragraphs. The various options
associated with it are described below.
Above paragraph—lets you enter the amount of space that you want to leave above the selected
paragraph(s)
Below paragraph—lets you enter the amount of space that you want to leave below the selected
paragraph(s)
Line spacing
It lets you specify the amount of space between the lines of a text in a paragraph. Various options
available in Line spacing are given below.
Single—lets you apply single line spacing to the current paragraph
1.5 lines—sets the line spacing to 1.5 lines
Double—sets the line spacing to two lines
Proportional—lets you enter a percentage value in the box. The value of 100% corresponds to single
line spacing.
At Least This lets you set the minimum line spacing value.

87
 First line indent

Spacing Indent after

above paragraph
paragraph

Spacing
below
paragraph
Line
spacing 1.5
Indent
before
paragraph

Fig. 6.21: Setting indents and spacing

Formatting characters
Formatting characters refers to applying different formatting styles to a character or group of
characters. You can format your text with styles such as bold, italic, underline, superscript, subscript,
etc. You can also change the font attributes like font type, size, and colour.
Formatting characters using Format menu
First, select the text. Then, follow the path given below to apply various formatting options:
Format menu    Character    Character dialog box
By setting appropriate values for various options in the Character dialog box, you can format
characters as per your requirement.
1. Changing the font type Go to the Font tab and select a font of your choice from the list of fonts.

Fig. 6.22: Changing the Font type Fig. 6.23: Examples of different fonts
88
2. Changing the font typeface From the Typeface list, select a typeface style.
3. Changing the font size From the Size box, select the size for the text.

Fig. 6.24: Examples of different typefaces Fig. 6.25: Examples of different font sizes

4. Changing the font colour Select the text. Go to the Font Effects tab and choose a colour from
the Font color box.

Fig. 6.26: The Font Effects tab Fig. 6.27: Examples of different font
colours

89
 5. From the Effects, Relief, Overlining, Strikethrough, and Underlining options, choose the
appropriate styles for the text.

Fig. 6.28: Applying text effects Fig. 6.29: Examples of overlining,

strikethrough, and underlining

6. Superscript and subscript: You can raise or lower a character from its normal position by
choosing the superscript or subscript option from the Position tab and providing the percentage by
which it is to be raised or lowered.
For example, consider the chemical equation given below.
NAOH + HCL = NACL + H2O
Notice the number 2 in H2O. It is appearing below the baseline of the text. This is called a subscript.
Now, consider the mathematical expression (a+b)2. In this expression, the number 2 appears slightly
above the other text. It is called a superscript.
To set a text as subscript or superscript, select Format    Character.

Fig. 6.30: Changing text position

90
Formatting characters using Formatting toolbar
Character formatting can also be performed directly by using tools provided on the Formatting
toolbar as shown below.
1. Applying B, I, U styles

Fig. 6.31: Example of subscript and superscript

Step 1: Type the text.

Step 2: Select the text and press the button B. The text will become bold.

Open
Styles
and
Formatting Apply Font Increase Font
Window Style Size Italic Superscript Font Color

Font Bold Underline Subscript Reduce Highlighting

Name Font

Fig. 6.32: The Formatting toolbar showing character formatting icons

91
 Step 3: Select the text again and press the button I. The text will become slanting.
2. Changing font colour and size
Step 1: Select the text and press the Font Color icon from the formatting toolbar. Choose the desired colour.
Step 2: You can change the Size and Colour for the text in each line.

Fig. 6.33: Making text bold, italic, and underlined Fig. 6.34: Changing font colour and size

Try it out
t s
Create the following document in OpenOffice.org
Writer and apply suitable formatting.
The Writer lets you design and produce
Save the document with the name
text documents that can include graphics,
“Firstdoc.Odt”
tables, or charts.
You can then save the documents in a
variety of formats, including the standardised
Format Paintbrush
Open Document Format (ODF), Microsoft
The Format Paintbrush tool on the standard
Word (.doc) format, or HTML.
toolbar is used to copy formatting from
a selected text or an object, so that it can And you can easily export your document
be applied to another text or object. The to the Portable Document Format (PDF).
formatting can include text size, formatting
styles (B, I, U), Font type, alignment, etc.

For example, consider that you have prepared a document containing many paragraphs. In this
document, some formatting style has been applied to the first paragraph. Now, you want to apply the
same formatting style to the other paragraphs of the document. To do so:
1. Select the paragraph whose formatting you want to copy.

92
2. Click the Format Paintbrush icon. The cursor changes to a paint bucket.
3. Select or click the paragraphs on which you want to apply the copied formatting.
[Note: If you need to apply the formatting to more than one selection, double-click the Format
Paintbrush icon. After you apply all the formatting, click the icon again.]

USING FOOTNOTES AND ENDNOTES

You can provide references to additional information in your document in the form of footnotes and
endnotes. Footnotes referenced on a page appear at the bottom of the page. Endnotes appear together
at the end of a document.

Inserting footnotes or endnotes

To insert a footnote or an endnote, put the cursor where you want the footnote or endnote marker to
appear. Then, follow the steps given below:
1. Select Insert    Footnote/Endnote.
2. In the Insert Footnote/Endnote dialog box that appears, select the numbering format (Automatic or
Character).
The Automatic option uses a number sequence whereas the Character option enables you to use
some other character to sequence the footnotes or endnotes.
3. Select the Type (Footnote or Endnote).
A footnote (or endnote) marker is inserted and the cursor is moved to the bottom of the page (or to
the endnote area at the end of the document). Type the footnote or endnote content in this area.
To delete a footnote or endnote, delete the footnote marker. When the contents of the footnote or
endnote are deleted, the numbering of other footnotes or endnotes is adjusted automatically.

Fig. 6.35: The Insert Footnote/Endnote dialog box

93
 Defining the format of footnotes or endnotes
To format the style of footnotes, follow the given steps:
1. Select Tools    Footnotes/Endnotes.
2. In the Footnote Settings dialog box, go to the Footnotes or Endnotes tab and choose the settings as
required.

Fig. 6.36: Formatting footnotes or endnotes

SPELLING CHECK
The Writer provides a Spelling checker to check the spelling of words in your document. To perform
a spelling check on a document select Tools menu    Spelling and Grammar. If the document contains
any misspelled words, the Spelling dialog box appears.
The Spell check can also be started by clicking its icon on the Standard toolbar.
The AutoSpellcheck feature checks each word and shows a wavy red line under any misspelled word.
Once the word is corrected, the red wavy line disappears.

Fig. 6.37: The error highlighted in the Spelling checker

94
Using language tools
The Writer allows you to set the language for your documents.
To set the language, select Tools    Language on the main menu.

Fig. 6.38: The Language menu

The language menu contains the following options:

• For selection This option is used to apply a specified language to the selected text.
• For paragraph This option is used to apply the selected language to the paragraph where the
cursor is located.
• For all text This option is used to apply the specified language to the whole document.
Alternatively, you can follow the path given below to change the language setting of the whole
document.
Tools    Options    Language Settings    Languages

Fig. 6.39: The Language Settings toolbar

95
 Using synonyms
Synonyms are different words or phrases that have a similar meaning. For example, the words
bigger and larger are synonyms. Sometimes, while preparing a report, you want to use synonyms
for certain words but you cannot recall the appropriate synonyms. The OpenOffice.org Writer
contains the Thesaurus that can provide you with synonyms for the selected word.
To use the Thesaurus, select Tools    Language    Thesaurus.
Let us consider an example:
1. Type the word ‘Happy’ and click it.
2. Click Tools  Language  Thesaurus. (The Thesaurus window appears.)
3. In the Synonym box, select the word Joyful.
4. Click the OK button. Happy is replaced by the word Joyful.
The shortcut option to open Thesaurus is Ctrl+F7.

UNDOING AND REDOING CHANGES

To undo the most recent change, follow one of the steps given below:
Press Ctrl+Z.
or
Click the Undo icon on the Standard
toolbar.
or Fig. 6.40: Using Edit menu to undo the last action
Select Edit    Undo from the menu bar. The Edit menu shows the latest changes that can be undone
(see Fig. 6.40).
On the toolbar, click the triangle to the right of the Undo icon. It will display a list of all the changes
that can be undone (see Fig. 6.41).
Once the changes have been undone, Redo becomes active.
To redo a change, follow one of the steps given below:
Press Ctrl+Y.
or
Click the Redo icon. As with Undo, click the triangle
to the right of the arrow to get a list of the changes that
can be reapplied.
or
Select Edit   Redo. Fig. 6.41: List of actions that can be undone

96
TRACKING CHANGES
The Writer allows you to keep a track of the changes made in a document (that is, added or deleted
text or changes in formatting) by marking the changes made. These marked changes help another
person to review the document and accept or reject each change.
To track changes in your document,
follow the steps given below.
1. Select Edit    Changes    Record
to begin tracking changes. A check
mark before Record shows that
the track feature is on.
2. Select Edit    Changes    Show
to show or hide the display of
changes.
3. To add a comment on a marked
change, place the cursor in the
area of the change and then select
Edit    Changes    Comment.
The comment is displayed in Fig. 6.42: Inserting a comment for recording change
the list in the Accept or Reject
Changes dialog box.
4. To stop recording changes, select Edit    Changes    Record again.

Accepting or rejecting changes

1. Select Edit    Changes    Accept or Reject.
2. In the Accept or Reject Changes dialog box, select a change. The actual change is highlighted in the
document to enable you to see the change made by the editor.
3. Select Accept or Reject to accept or reject the selected change. You can also click Accept All or Reject All
if you want to accept or reject all the changes.

Fig. 6.43: The Accept or Reject Changes dialog box

97
 INSERTING REVIEW COMMENTS
To insert a comment in a Writer document, go to the Insert menu and select Comment or use the shortcut
Ctrl+Alt+C. It inserts an anchor at the current cursor position and a comment box in the margin. You can
enter your comment in the comment box. A line connects the anchor and the comment box. The author’s
name and the date and time when the comment was created also appear at the bottom of the comment box.

INSERT AND OVERWRITE MODES

Press the Insert key to toggle between the insert and overwrite modes.
In the overwrite mode, the text present to the right of the cursor position is replaced with the text you
type. In the insert mode, any text present to the right of the cursor moves forward to make space for
the text you type.
Click in the area on the Status bar that indicates the current mode in order to switch to the other
mode.

DRAWING TOOLBAR
Using the Drawing toolbar, you can add shapes, lines, text boxes, and call outs to the current
document. To open the Drawing toolbar, go to View  Toolbars  Drawing. Click the shape you want
to draw and drag it where you want to place it on the document.
The Drawing toolbar also contains a Fontwork Gallery tool that helps you insert different styles of
text in your document as shown here.
1. From the Menu Bar, click View    Toolbars    Drawing. The Drawing toolbar opens.
2. Click the Fontwork Gallery icon from the Drawing toolbar. The Fontwork Gallery opens.
3. From the Fontwork Gallery, choose the appropriate font style for the text in your document.

Fig. 6.44: Fontwork Gallery Fig. 6.45: Inserting Fontwork style in the
document

98
 Did You Know?
Desktop publishing (DTP) is a more sophisticated form
of word processing. It involves the use of computer
and software to create documents, such as books, for
professional printing. Adobe InDesign and Quark XPress
are the two most popular DTP software. In addition to
these software, you also need graphic programs, for
example, Adobe Photoshop and CorelDRAW.

Wordbank

Word processor:  word processing software that includes the functionality to create,
A
store, display, modify, and print a document
Text editors: Simple word processors with limited functionality
Format Paintbrush:  ool used to copy formatting from a selected text or an object so that
T
it can be applied to another text or object
Spelling checker: A tool to check the spelling of words in your document
Find & Replace:  he feature in Writer that allows searching for specific word(s) inside
T
documents and replacing them with other word(s)

We have learned

• Writer is the word processing component of OpenOffice.org (OOo) for creating text
documents.
• The Writer window mainly consists of four components: Menu bar, Standard toolbar,
Formatting toolbar, and Status bar.
• The Menu bar is located across the top of the Writer window.
• The default file extension for saving an OpenOffice document is .odt.
• Paragraph alignment allows you to control the placement of text between the margins of a page.
• The Indents feature lets you specify the amount of space between the left and the right page
margins and the paragraph.
• The Spacing feature lets you specify the amount of space between the selected paragraphs.
• The Writer allows you to keep track of changes made in a document (that is, added or deleted
text or changes in formatting) by marking the changes made.
• Line spacing lets you specify the amount of space between the lines of the text in a paragraph.
• Formatting characters refers to applying different formatting styles to a character or group of
characters.
• The Writer provides a Spelling checker to check the spelling of words in the document.

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 Solved Examples
   1.  Write the method used to open the Fontwork Ans. Symbols are the special characters which do not
Gallery. appear on the keyboard, for example ® and ©.
Ans. To open the Fontwork Gallery, select View  To insert a symbol in a Writer document, click
Toolbars  Drawing. Insert  Special Character. From the Special
Characters dialog box that opens, select the
   2.  What all operations can you do in a word
symbol you want to insert and press OK.
processor?
Ans. A word processor allows you to create, store,    8.  Explain Synonyms.
display, modify, and print a document. Ans. Synonyms are different words or phrases in
the same language that have a similar meaning.
   3.  What do you understand by text wrapping?
The OOo Writer contains the Thesaurus that
Ans. Text wrapping means shifting the text to the
provides synonyms for the selected word.
next line when the current line is filled with
text. To use the Thesaurus, select Tools 
Language  Thesaurus.
   4.  Name the four components of Writer window.
Ans. The four components of Writer window are    9.  What is DTP?
Menu Bar, Standard Toolbar, Formatting Ans. DTP stands for Desktop Publishing. It is a
Toolbar, and Status Bar. more sophisticated form of word processing.
Using this software, books are created for
   5.  What are the shortcut commands for opening professional printing.
and saving a document in Writer?
Ans. The shortcut command for opening a   10.  What is the major difference between the
document in Writer is Ctrl + O and the software provided by Microsoft and the
shortcut command for saving a document in open-source software?
Writer is Ctrl + S. Ans. Software provided by Microsoft are proprietary
software. They are licensed software for which
   6.  How could you provide security to your the user has to pay a price. Microsoft does not
document? encourage modifications to its software and
Ans. You can provide security to your document therefore does not provide source code to the
by making it password-protected. To provide users.
password to an OpenOffice.org Writer
document, check the “Save with password” Open-source software is software available with
option which appears at the bottom of the “Save source code. It gives users the rights to modify
As” dialog box. the software. Also, this is a free software that
can be downloaded from the Internet.
   7.  What are symbols and how are they inserted in
an OpenOffice.org Writer document?

100
 Exercises
t 1. Match the columns.

(a) A tool used for creating and modifying text documents. (i) Justify
(b) The default file extension for saving an OpenOffice document. (ii) Ctrl+N
(c) The formatting option used to increase the thickness of the text. (iii) Spell Checker
(d) The feature in OpenOffice text document used to check the (iv) Format paintbrush
spellings.
(e) In the given equation Z2=X2+ Y2, the option used to raise (v) Word processor
2 above the other text.
(f) The tool used to copy formatting from one paragraph to another. (vi) Bold
(g) The shortcut used to create a new window. (vii) Superscript
(h) The shortcut command for selecting one paragraph. (viii) odt
(i) The alignment that aligns the text evenly along both the left (ix) Ctrl+shift + 
and right page margins.

t 2. Fill in the blanks.

(a) The three commonly used formatting (f ) .............................................. is used to give
options in the Writer are ......................., different styles to the text.
......................., and ....................... . (g) To track changes in a document, select
(b) ......................., ......................., ......................., .......................  Changes ........................
and ....................... are the four alignments
(h) ....................... option present in the Edit
available in the Writer.
menu creates another copy of the same text
(c) To insert footnotes, select .......................  present in the document.
Footnote/Endnote.
(i) ....................... option is used to raise the
(d) To insert symbols in your document, you can position of text.
choose .......................  Special Character. (j) ....................... is used to copy the formatting
(e) The Writer word processor is a free software of the selected text, so that it can be applied
and can be easily downloaded from the site to another text.
....................... .

t 3. State the following as true or false.

(a) The page number is displayed in the status (e) To select a vertical column of the text, the
bar. selection mode should be STD.
(b) To open a new document, press Ctrl+O. (f) To search certain text in a document to
which a specific character style has been
(c) The default file extension of an OpenOffice
writer file is odt. applied, select Insert   Format.

(d) To select a sentence in the Writer, double- (g) The endnotes are placed at the end of a
click anywhere in the sentence. document.

101
 (h) Using the header, you can place certain text ( j) Using View option you can perform editing
at the bottom of each page. functions such as cut, copy, paste, find and
replace, etc.
(i) To track changes in a document, select
Edit    Changes    Record.

t 4. Answer the following questions. [Very short answer type]

(a) Name the program that you use to create and (f ) Where do you find the option for inserting
format text documents. footnotes and endnotes?
(b) Where do you find the ruler option? (g) What option do you use if you want the
Writer to suggest an alternative for a given
(c) What is the shortcut command for opening a
word?
new document?
(h) Can you track the changes made in a
(d) What should be the selection mode for
document? Name the option used for this
selecting a vertical column of text?
purpose.
(e) What option will you use for lowering a text
below the baseline?

t 5. Answer the following questions. [Short answer type]

(a) Name and explain any two options under the (d) Why are symbols used?
formatting toolbar? (e) What is the Find & Replace feature?
(b) Name the different paragraph alignments. (f ) Write the steps to access Format paintbrush.
(c) How do you use the spell check feature in
the Writer?

t 6. Answer the following questions. [Long answer type]

(a) Name the four components of a window and (e) What are footnotes/endnotes and why are
explain their functions. they used?
(b) Differentiate between the Writer and MS (f ) Explain the role of Subscript and Superscript
Notepad. options in a text document with the help of
(c) Explain any two options under the Standard an example.
and Formatting toolbars. (g) What is the function of the Format
(d) Explain all the four types of alignments in a paintbrush?
text document.

t 7. Select the correct alternative(s).

(a) Which of the following program helps to (b) ...................... contains readymade pictures
create text documents and lets you go back for a word processor.
and make corrections as and when necessary?
(i) Peripheral
(i) Home row keys (ii) Clip art
(ii) Toolbar (iii) Highlight
(iii) Folder (iv) Execute
(iv) Word processor
102
 (c) What type of software is used for creating (i) Which OpenOffice text document utility
letters, cards, and invitations? could you use to find the synonym of a
word?
(i) Database
(ii) Word Processor (i) Spelling checker

(iii) Spreadsheet (ii) Thesaurus

(iv) Operating Program (iii) Outliner

(d) What is the file extension of OpenOffice text (iv) Grammar checker
document files? ( j) For which of the following tasks would the
(i) odt Writer most likely be used?

(ii) doc (i) Keep an account of money spent

(iii) dom (ii) Do a computer search in media centre
(iv) txt (iii) Maintain an inventory
(e) In H2O the number 2 appears lowered. What (iv) Type a biography
effect has been applied? (k) Which of the following bar is not a part of
(i) Superscript the Writer interface?
(ii) Lowered (i) Formula bar
(iii) Subscript (ii) Toolbar
(iv) Laid down (iii) Status bar
(f ) Why are headers and footers used in a (iv) Menu bar
document?
(l) While working in a text document you have
(i) To enhance the appearance of the to work with
document
(i) Mouse only
(ii) To mark the beginning and end of a page
(ii) Keyboard only
(iii) To make documents more readable
(iii) Both mouse and keyboard
(iv) To allow headers and footers to appear
on a document when it is printed (m) In a text document every command is
available in
(g) What is the Thesaurus used for?
(i) Letter
(i) Spelling options
(ii) Icon
(ii) Grammar options
(iii) Printer
(iii) Synonyms
(iv) Menu
(iv) Opposite words
(h) Desktop publishing is a more sophisticated
form of which of the following types of
software?
(i) Spreadsheet
(ii) Graphing
(iii) Word processing
(iv) Database

103
 (n) Menu Item in dim colour (grey) indicates (ii) Header and Footers
that the menu is (iii) Database management
(i) unavailable for current context (iv) Spell check
(ii) not a required menu (r) Which is not an option of the File menu?
(iii) a toggle menu (i) New
(iv) an overused menu (ii) Open
(o) Which view in a text document cannot (iii) Undo
display graphics?
(iv) Save
(i) Normal view
(s) To select a vertical block of text, the selection
(ii) Page layout view mode is changed
(iii) Print preview (i) from BLK to STD
(iv) None of these (ii) from STD to BLK
(p) Which menu would you access to insert (iii) from STD to EXT
header or footer in a document?
(iv) None of the above
(i) Insert
(t) Which of the following is not a valid
(ii) Edit alignment option?
(iii) View (i) Center
(iv) Tools (ii) Left
(q) Which of the following is not a word (iii) Justified
processor feature?
(iv) Corner
(i) Page setting

l Lab Exercise
c (a) Write the article given below in the Writer and apply the instructions that follow.
Education in India—A Historical Background
Vedas, Puranas, Ayurveda, Yoga, and Kautilya’s Arthashastra are some of the texts that
the traditional Indian knowledge system can be proud of. In ancient India, formal
education was imparted under the Gurukul system.
In ancient India, young boys had to stay at the Guru’s (the teacher’s) home and
complete their education. This ancient system of education produced many geniuses.
But at the same time, we cannot deny the fact that it was hardly egalitarian. Women
and people of lower castes were denied the right to education. The spread of various
movements, such as Jainism, Buddhism, the Bhakti, and Sufi, did have some liberating
impact on the life and condition of the women, the sudras and atisudras.

104
 Education System in India
The present education system in India mainly consists of elementary education,
secondary education, senior secondary education, and higher education. [Elementary
education is of eight-year duration (classes I to VIII), secondary and senior secondary
education are of two-year duration each (classes IX and X ) and classes (XI and XII).
Higher education in India starts after a student has passed the senior secondary
examination or class XII.] Depending on the stream, graduation in India can take three
to five years. Postgraduate courses are generally of 2-3 year duration. After completing
postgraduation, scope/option for research in various educational institutions also
remains open.

Instructions
1. Give suitable colour and size to the heading 6. Change the colour of the first paragraph to
Education in India—A Historical Background. blue. Now, use the Format Paintbrush option
to change the colour of the second and the
2. To give emphasis on certain words, use Italics
third paragraphs also.
as done in the above document.
7. Use the Spell check feature to check the
3. The font of the whole document should be
spellings in the document.
Calibri and size should be 12 points.
8. Use proper spacing wherever required.
4. The document alignment should be justified.
5. Use the formatting features (like B, I, U)
wherever required.

(b) Write a letter to your class teacher asking for permission to take leave for two days as you have to attend
an important family function. Use appropriate formatting features along with proper placement/
alignment of text wherever required.

•  How could you create hyperlinks in the OpenOffice text document?

s
•  Could you convert your text document file to a web page? How?

105
 Advance Word
7 Processor Features

We will learn about

• Lists • Page settings
• Working with tables • Clipboard
• Adding images to documents • Digital signature
• Mail merge • Working with equations

LISTS
Sometimes we need to organise data in the form of a list. Here, we will discuss two types of lists:
ordered (numbered) and unordered (bulleted).
Consider an example where your class teacher has given you the task of preparing the class list. You
can prepare the list in the following ways.

Class List IX A Class List IX A

•  Bhavya 1.  Aanka
•  Meher or 2.  Bhavya
•  Aanka 3.  Meher
•  Vitika 4.  Vitika

The first type of list is called the bulleted list while the second list is called the numbered list.
When data is to be presented in a particular order, we use the numbered list. In the above example, the
second option (numbered list) seems a better choice because a class list should always be in alphabetical
order.
Let us now consider another example where you have to write the names of 10 carnivorous and 10
herbivorous animals. In this case, there is no specific order in which you can write the names. So here
the bulleted list can be used.

106
To create lists in the Writer, follow the path given below:
Format menu     Bullets and Numbering
The Bullets and Numbering dialog box opens.
1. To create an unordered or bulleted list, 2. To create an ordered or numbered list, select
select the Bullets tab. the Numbering type tab.

Fig. 7.1: Bullet styles Fig. 7.2: Numbering styles

The following figures show examples of lists created in the Writer.

Fig. 7.3: A bulleted list Fig. 7.4: A numbered list

Try it out
t s
Select the best Indian team from the current cricket players. What type of list
would you use to display the names of these players according to their batting
order? Create the list and show it to your teacher.

107
 Using the Bullets and Numbering toolbar
To create a list, the Bullets and Numbering toolbar can also be used. Fig. 7.5 shows the various tools
on the Bullets and Numbering toolbar.
Demote
One Move
Level Up
Numbering with with
Off Subpoints Subpoints

Demote
Bullets One Move Restart
On/Off Level Up Numbering

Numbering Promote Move Bullets

On/Off One Down and
Level Numbering
with
Subpoints

Promote Insert Move

One Unnumbered Down
Level Entry with
Subpoints

Fig. 7.5: Bullets and Numbering toolbar

Creating nested lists

It is also possible to create a list in which one or more list items contain a sublist. Such a list is called a
nested list. To create a nested list, follow the steps given below:
1. Type the first item.
2. Go to Format    Bullets and Numbering and
apply a style of your choice.
3. Go to the Outline page and select the nested
style that matches your requirement.
4. Use the Options tab to modify the layout of
the list.
5. Click OK.

Fig. 7.6: Choosing a nested list style

108
Fig. 7.7: Numbering style for level 1 list items

Fig. 7.8: Numbering style for level 2 list items

109
 Music streams: Try it out
1. Vocal t s
Create a list of the following type.
• Classical
• Hindustani Means of transport:
• Carnatic 1. Land transport
• Western i. Fast moving vehicles
• Light, Bhajan, and Ghazal (a) Train
2. Instrumental (b) Car
Fig. 7.9: A nested list (c) Motorbike
ii. Slow moving vehicles
WORKING WITH TABLES (a) Cycle rickshaw
Tables are a useful means to organise and present data in (b) Bullock cart
the form of rows and columns. 2. Air transport
Consider an example where your class teacher asks you i. Aeroplane
to prepare a list, which also includes the Roll Number ii. Helicopter
and Admission Number of all the children. The best 3. Water transport
way to display this type of data is in the form of a table i. Ship
containing multiple rows and columns as shown below. ii. Boat

Roll No. Admn. No. Name

1 3444 AARTI GUPTA
2 7676 ANKITA SINGH
3 6456 BHAVUK THAKUR
4 8978 NITIN MEHRA

To insert a new table in the Writer, first position the cursor at the desired location, and then use any
one of the following methods to open the Insert Table dialog box:
Go to Table    Insert    Table.
or
Press Ctrl+F12.
or
 n the Standard toolbar,
O
click the Table icon.

Fig. 7.10: Insert Table dialog box

110
In the Insert Table dialog box, specify the following properties of the new table.
1. Name Enter a name for the table.
2. Size Specify the initial number of columns and rows for the new table.
3. Options Set up the following characteristics of a table:
• Heading The top row(s) in the table should be defined as headings.
• Repeat heading In case the table spans more than one page, the heading row(s) of the table
should be repeated at the top of the subsequent pages.
• D on’t split table Spanning the table over more than one page should be avoided. In case the table
starts at the end of the page, the table will get automatically shifted to the following page.
• Border Each cell of the table should be surrounded with a border.
• A utoFormat On selecting one of the many predefined table layouts, open a dialog box.

Using table icon on the Standard toolbar

1. To insert the table, place the cursor at the desired location.
2. Now click the arrow next to the Table icon on the Standard
toolbar.
3. A table grid appears (Fig. 7.11). Click and move the mouse across
the grid to select the size of the table.

Inserting rows
For inserting rows in a table, follow the steps given below:
1. Select the row where you want to insert more rows. Fig. 7.11: The table grid
2. Go to Table    Insert    Rows. The Insert Rows
dialog box appears (Fig. 7.12).
3. Select the number of rows to be inserted.
4. Also, select the position of the inserted rows.
Choosing Before will insert the rows before the
selected row. Choosing After will insert the rows
after the selected row.
5. Click OK.

Inserting columns
Fig. 7.12: Insert Rows dialog box
For inserting columns in a table, follow the steps
given below:
1. Select the column where you want to insert more columns.
2. Go to Table    Insert    Columns. The Insert Columns dialog box appears (Fig. 7.13).
3. Select the number of columns to be inserted.

111
 4. Also, select the position of the inserted columns.
Choosing Before will insert the columns before the
selected column. Choosing After will insert the
columns after the selected column.
5. Click OK.

Deleting rows and columns

For deleting rows and columns, follow the steps
given below:
1. Select the row(s) or column(s) to be deleted. Fig. 7.13: Insert Columns dialog box
2. Go to Table    Delete    Rows or Columns.
3. The selected row(s) or column(s) are deleted.

Splitting cells
To split a cell into two or more cells, follow the
steps given below:
1. Place the cursor into the cell which needs
to be split.
2. Go to Table    Split Cells.
3. In the Split Cells dialog box, provide the
following information:
• Number of cells to be created
• Direction of split (horizontal or vertical)
Fig. 7.14: Split Cells dialog box
4. Click OK.

Merging cells
Try it out t s
To merge two or more cells into one cell , Create the following table in the Writer.
follow the steps given below: Continuous & Comprehensive Evaluation
1. Select the cells which need to be merged. Term I Term II
2. Go to Table    Merge Cells. Subjects FA1 FA2 SA1 FA3 FA4 SA2
Using AutoFormat English
The AutoFormat feature allows you to select Hindi
a predefined table layout for your table.
Maths
1. Select your table.
Science
2. Go to Table   
AutoFormat. Social studies
3. The AutoFormat dialog box opens. Computer
Select the layout you want for your table.
4. Click OK.
112
Adjusting rows and columns
The Writer allows you to change the row height and width in a table. The steps are as follows:
1. Move the cursor over the edge of the cell whose height or width you want to adjust.
2. When the cursor changes to a double-headed arrow, click the left mouse button and drag the border
to the desired position.
3. Now release the mouse button.

Adding borders
To add borders in a table, follow the steps given below:
1. Go to Table    Table Properties.
2. In the Table Format dialog box, go to the Borders tab.
3. Choose the border style from Line arrangement.
4. Choose the line style and line colour for the border.
5. Click OK.

Fig. 7.15: Table Format dialog box

113
 Adding background colour
To give a background colour to the table, follow the
steps given below:
1. Go to Table    Table Properties.
2. In the Table Format dialog box, go to the
Background tab.
3. Select a background colour for the table.
4. Click OK.

ADDING IMAGES TO DOCUMENTS

The Writer allows you to make your documents
appealing by adding images. There are various
methods, as discussed below, by which you can add
images to your documents.

Inserting images from files

Fig. 7.16: Adding border and background
1. Place the cursor at the desired location to insert
colour to table
the image.
2. Go to Insert    Picture    From File.
3. In the Insert Picture dialog box (see Fig. 7.17), locate the desired file to insert.
4. Select the file and click Open.

Try it out t s
Create the following table in the Writer.
S.No. Cartoon Show/Film Your Favourite Character Why do you like it?

1 Bhootnath Banku He was brave and

naughty.
2

Now, fill more rows in the table. Give a nice border to it and also add background
colour.
Practise inserting extra rows and columns to this table and then deleting them. Also,
practise splitting and merging cells.

114
 Fig. 7.17: Insert picture dialog box
Inserting images from OpenOffice.org Gallery
OpenOffice.org (OOo) has an inbuilt art gallery that contains ready-to-use objects and images.
The OOo Gallery organises these objects and images under various themes. You can use these objects/
images in your documents.
To insert an image from the OOo Gallery into your documents:
1. Go to Tools    Gallery.
2. The OOo Gallery opens at the top of the document.
3. Select the image from the different themes available on the left side.
4. Drag and drop the image into the document.

115
Fig. 7.18: OOo Gallery
 Adding clip art in OOo Gallery
You can also add new themes to the Gallery.
For example, you can add clip art to the OOo
gallery. To do so, follow the steps given below:
1. Open a Writer. Thereafter, choose the Tools
menu and click Gallery. It opens the OOo
gallery at the top of the screen.
2. Now click the New Theme button on the top
left corner of the OOo Gallery. It opens the
Properties of New Theme dialog box.
3. Now type a name, such as ClipArt, for the new
theme in the text box under the General tab.
4. Go to the Files tab and click the Find Files
button.
Fig. 7.19: Selecting the folder containing clip art files
5. After the Select Path dialog box opens up,
browse the folder containing the clipart files to be added.

6. Click the OK button and close the Select Path dialog box and add the folder to the File Type list in the
Properties of New Theme dialog box.
7. After selecting the files you want to add to the OOo Gallery, click the Add or Add All button.
8. Now click the OK button to close the Properties of New Theme dialog box. The theme Clip Art is
now added to the list of themes in the OOo Gallery. On clicking the new theme created, you will
see the added pictures in the right pane of the gallery.

Fig. 7.20: Clipart pictures added in the OOo Gallery

116
Inserting images from clip art
To insert the clip art in your document, select the image and
drag it into the document. Fig. 7.21 shows an example of a clip
art image inserted in the Writer document.
Ungrouping the image
Sometimes an image consists of a series of images, which are
grouped together. To separate or ungroup such an image, right-
click the image and select Break. Alternatively, you can also
choose Format    Group    Ungroup. Fig. 7.21: Adding a clip art picture
in Writer

Fig. 7.22: Ungrouped image

MAIL MERGE Try it out t s

Sometimes we need to send a document (such as a Create a document on Migratory Birds in
letter or an invitation) to different people in different India and add images into it.
locations. Although the content of each letter remains
the same, the name and address is different on each individual letter. The Writer’s Mail Merge feature
helps us achieve this objective quickly and easily.
Using Mail Merge, the Writer creates a data source and merges it with the main document. The main
document contains the content of the letter or invitation whereas the data source contains the names
and addresses of people who will receive the document.
Mail Merge involves the following steps:
1. Creating the main document.
2. Creating the data source.
3. Merging the data source with the main document.

117
 Let us now create an invitation letter using Mail Merge Wizard:
Suppose you are throwing a party on your birthday for which you have to send invitations to your
friends. For this, you will have to create two documents: the first document consisting of the
invitation letter and the second document containing the names and addresses of your friends to
whom the invitations will be sent.
Follow the steps given below to create the mail merge invitation letters:
1. Type the following invitation in a new Writer document.

Fig. 7.23: The main document

2. Select Tools    Mail Merge. The following window will appear. Select the option Use the current
document and click Next.

Fig. 7.24: Selecting document type

118
3. In the next screen, you have to select the type of document: letter or e-mail. As you are going to
send the invitation to all your friends, choose the option Letter. [The option e-mail can be selected if
you want to send e-mail invitations.] Click Next.
4. In the next step you have to create the data list, which will contain all necessary fields like names
and addresses of the friends whom you want to send the invitation. So press the button Select
Different Address List.

Fig. 7.25: Inserting address block

5. The next window shows the Select Address List dialog box.

Fig. 7.26: Select Address List dialog box

119
 6. Choose the button Create to create a new data list. The New Address List dialog box opens. In this
dialog box, click the Customize button to open the following dialog box.

Fig. 7.27: Customize Address List dialog box

7. Select the field which is not required and press the option Delete. After customising the address list,
select OK and start entering the records.

Fig. 7.28: Customising address list elements

120
8. Press New after entering each record for entering the next record. After all the records have been
entered, select the option OK.

Fig. 7.29: Entering records

9. In the Save As dialog box that appears, enter the name of the file along with its location. Give the name
as datalist. Press the Save button to get the following screen. Match the fields and select Next.

Fig. 7.30: Matching addresses

121
 10. Make the changes wherever required and press Next.

Fig. 7.31: Creating a salutation

11. Again, press Next and now you can edit the document and adjust the fields at the desired location.
To edit the document, press the Edit Document button.

Fig. 7.32: Preview and edit document

122
12. The edited document will be observed as shown below. Press Next.

Fig. 7.33: The edited document

13. Now, if you want to edit an individual document, choose the option Edit Individual Document or
else select Next.

Fig. 7.34: Edit individual document option

123
 14. In the following dialog box, select Save merged document option. Press the Save Document button.

Fig. 7.35: Saving merged document

15. Select finish and check your merged documents.

Fig. 7.36: The merged document

124
Fig. 7.37 shows how the two documents merge.

The invitation
The Data Source
containing names and
addresses of the people
invited

Fig. 7.37: Displaying the merging of documents 125

 Try it out t s
Create a nice greeting card. Use mail merge to
customise it for sending it to five of your friends.

PAGE SETTINGS
In the Writer, page styles define the basic layout of all pages, including page size, margins, the
placement of headers and footers, number of columns, and the like.
There are several page styles in the Writer for you to use. You can also modify these page styles or
define new page styles.

Inserting a page break

To give a page break at a particular place, follow these
steps:
1. Position the cursor at the beginning of the paragraph
that you want to move to the start of the next page.
Now right-click to show the pop-up menu and
choose Paragraph.
2. Check the Insert option given under the Breaks section
of the Text Flow tab of the Paragraph dialog box.
3. Specify the break position.
4. Click OK. The paragraph is positioned at the start of
the next page. Fig. 7.38: Inserting a page break
Changing margins
The Writer allows you to change the page margins by using the rulers or using the Page Style dialog box.
Using the rulers
Margins are the shaded parts on the rulers. To change the margins, follow these steps:
1. Place the mouse pointer over the left margin. The pointer changes to a double-headed arrow.
2. Drag the mouse while keeping the left mouse button pressed to move the left margin.
3. Similarly, you can set the other margins also.

Left margin Right margin

Fig. 7.39: Setting page margins through ruler

Using the Page Style dialog box
1. Right-click anywhere on the page.
2. A pop-up menu appears. Select Page from the menu.
3. Now go to the Page tab of the dialog box and mention the desired margin values in the Left, Right,
Top, and Bottom margins (see Fig. 7.40).

126
 Fig. 7.40: Setting page margins

Page orientation
The Writer offers two-page orientation options: portrait and landscape. To change the orientation,
follow these steps:
1. Right-click anywhere on the page.
2. A pop-up menu appears. Select Page from the menu.
3. Now go to the Page tab of the Page Style dialog box, select Portrait or Landscape as Orientation (see Fig.
7.40).
4. Now click OK.

Setting a multiple-column page

It is possible to have multiple columns of the text on a page: evenly spaced or having a newspaper
style. You can create multiple columns on a new page and then add text, or you can convert the
existing text into multiple columns.
To define the number of columns on a page, follow the given steps:
1. Select Format    Columns to get the Columns dialog box (see Fig. 7.41).
2. Specify the number of columns and the spacing between the columns. You can select one of the
predefined column layouts.
3. Specify whether you want a vertical separator line to appear between the columns.
4. Click OK.

127
 Fig. 7.41: Setting multiple columns on a page Fig. 7.42: A two-column document

Reverting to a single-column layout

If you have set a multiple columns layout for your page, then you can revert to the single-column
style. To change to a single-column layout for the page style, follow the given steps:
1. Select Format    Columns.
2. Set the number of columns to 1 or click the single-
Header
column layout icon.
3. Click OK.

Adding headers and footers

The areas in the top and the bottom page margins are
called headers and footers respectively. You can add text
or graphics to headers and footers. These are mostly
used to insert certain fields, such as page numbers and
chapter headings, to a text document.
To add a header to a page, follow these steps:
1. Select the Insert    Header.
2. A submenu appears. Select the page style for the
current page.
3. Now add the text or graphics for the header.
Similarly, to add a footer to a page, select Insert     
Footer. From the submenu, select the page style for
the current page and add the text or graphics for the
footer.

Footer

Fig. 7.43: Showing headers and footers

128
Defining different headers and footers
You can use different headers and footers on different pages in your document on the basis of
different page styles. For example, you can use page styles to define different headers for even and odd
pages in a document.
To use different headers and footers, follow these steps:
1. After selecting Format    Styles and Formatting, go to
the Styles and Formatting window and click the Page Style
icon (Fig. 7.44).
2. Right-click on Right Page in the list of page styles and
select Modify.
3. Click the Header tab in the Page Style dialog box.
4. Check the Header on option and click the Organizer
tab.
5. Select Left Page in the Next Style box and click OK.
6. Now go to the Styles and Formatting window, right-click
Left Page in the list of page styles, and choose
Modify.
7. Click the Header tab in the Page Style dialog box
(Fig. 7.45).
8. Select the Header on option and click the Organizer tab
(Fig. 7.46).
9. Select Right Page in the Next Style box and click OK.
10. Go to the list of page styles and double-click Right Page Fig. 7.44: Style and formatting
to apply the style to the current page.
11. Enter text or graphics in the
header for the Left Page style.
After the next page is added to the
document, enter text or graphics
in the header for the Right Page
style.

Fig. 7.45: Checking header on

129
 Fig. 7.46: Setting style for Right page

Numbering pages
You can number the pages of your document. To do so, follow these steps:
1. Go to Insert    Footer.
2. Select the page style that you wish to add the footer to.
3. Select Insert    Fields    Page Number.
If you want you can align the Page Number
field as you would do the text.

Borders and shading

Look at the document in Fig. 7.47. You will
notice that it has a pair of lines on all the
four sides. These lines are called borders.
Borders are used to enhance the beauty of
a document. A border can be added along
one or more sides of the document. It is also
possible to vary the thickness of the border or
give colour to it.

Fig. 7.47: A document

130
To give a border to your page(s) in Writer, select Format    Page    Borders. You can also shade or
colour the background of the page from the Background tab of the Page Style dialog box. It is also possible
to set a picture as the background of the page.

Fig. 7.48: Page Style dialog box

Try it out t s
Create a text document on Saving the Environment and practise various page setting options on it,
like setting margins, page orientation, multiple columns, headers and footers, page numbers, and
borders.

Printing a document
A printout is the
hardcopy of the
document produced
by a printer. To take
a printout of your
document, select
File    Print to display
the Print dialog box,
and carry out the
following steps.
1. Select the printer.
2. Press the Properties
button and select the
orientation, paper
Fig. 7.49: Print dialog box
tray, and paper size.
131
 3. Specify the page range, number of copies to print, and the order in which the pages are to be printed.
4. If you want to print only a selected text, then select Selection.
5. Explore other tabs of the print dialog box to see other options.
6. If you want to print only even-numbered pages, then select Left pages option under Page sides in the
Page Layout tab. If you want to print only odd-numbered pages, then select Right pages option.
When you print more than one copy of the document, the collate option becomes active. Selecting collate
option will ensure that the printer prints a complete set of the first copy, then the second copy, and so on. In
case the collate option is not selected, the printer will print specified number of copies of the first page, then
the second page, and so on.

Fig. 7.50: Page Layout Options

Using the Standard toolbar

You can print one copy of a document directly without getting the Print dialog box. If you click the
Print File Directly icon on the standard toolbar, the document is sent to the default printer defined for
your computer.

Print preview
It is really important to see what your document looks like before the final output is printed. Print
preview feature displays how the document will look when printed. It allows you to make necessary
changes, if any, to the document before taking the final printout. This way you can save paper from
being wasted.
To preview the document before printing, select File    Page Preview.
The print preview window is shown in Fig. 7.51.
To close the preview window, click the Close Preview button on the toolbar.

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 Fig. 7.51: Print Preview window

CLIPBOARD
Clipboard is a simple container for holding data temporarily. We unknowingly use the clipboard while
performing the cut, copy, and paste operations. When we perform cut or copy operation on some data,
it is transferred into the clipboard. When we perform the paste operation, we are transferring the data
back from the clipboard. Thus, the clipboard helps us to transfer files and folders from one location to
another. It also helps us to move data within a file or even between the files.

DIGITAL SIGNATURE
When you send a document to a friend via email, how does your friend know that the document is
genuinely sent by you and is not a spam? The answer to this question of authenticating documents on
the Web lies in digital signatures.
A digital signature is an electronic signature required for authentication of the identity of the sender
of a message or the signer of a document. It ensures that the original content of the sent message or
document is unaltered. Digital signatures are not prone to imitation and can be easily transported
and automatically time-stamped. Before enabling the digital signatures feature in the Writer,
obtaining and installation of a digital certificate is necessary.
Digital certificates are electronic files serving as an online passport. A third party known as a
Certification Authority issues this and also confirms the identity of the certificate holder and provides
trustworthiness of the website to the visitors.

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 To get a digital signature, choose File    Digital Signature. You will get the following screen (Fig. 7.52).
Press Sign Document ... button and select the digital certificate before following other options.

Fig. 7.52: Digital Signatures dialog box Fig. 7.53: Select Certificate dialog box

A digital certificate contains details such as name of the individual, address, digital signature, public
key, serial number, and expiry date. At the receiving end, the web browser decrypts and verifies
the digital signature. If the digital signature is verified, a secure connection is enabled. In case of
an expired certificate or mismatched information, the browser pops up a dialog box with an alert
message.

WORKING WITH EQUATIONS

The Writer allows you to insert equations or mathematical expressions in your documents. Simple
expressions may be of the form A = 10 and B = 23. However, sometimes you may be required
to insert expressions that use special notations or formats. For example, consider the following
expressions:
A
• B
• A ï B

Fig. 7.54: Insert menu

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There may be several other expressions that you may find difficult to insert.
The Writer makes it easy for you to insert and edit any type of mathematical equation or expression
into your documents. The following steps show you the way to insert mathematical expressions in a
Writer document.
1. In a new Writer document, select Insert    Object    Formula (see Fig. 7.54).
2. The equation editor opens at the bottom of the screen with a floating Elements window. The
equations are typed in the equation editor.
If the Elements window does not appear, select View    Elements.
The Elements window (see Fig. 7.55) is divided into two parts:
• The top part shows the formula or symbol categories.
• The bottom part shows the formulas or symbols available in the selected category.

Fig. 7.55: Elements window

3. Select the required formula and type the

equation in the equation editor.

Fig. 7.56: Formulas list

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 In the main document, a small box appears. The formula you insert is displayed in this box. After
inserting the formula, click anywhere in the main document, the Equation Editor and Elements window
disappear.

Performing calculations in the Writer

The Writer allows you to perform calculations anywhere in the Writer document. To do this, select
Table    Formula or press the function key F2. The formula bar appears on the toolbar window.

Fig. 7.57: Formula bar

Type the formula, for example, =12+133, in the formula bar and press Enter.
The result of the calculation is inserted in the document window.

Fig. 7.58: Calculation result

Wordbank

Nested list: A list where one or more list items contain a sublist
OpenOffice.org (OOo) Gallery: An inbuilt art gallery in OpenOffice.org office software
that contains ready-to-use objects and images
Mail merge: The feature that creates a merged document by merging
a data source with the main document
Headers and footers:  reas in the top and the bottom page margins
A
respectively, where you can add text or graphics
Printout: A hard copy of a document produced by a printer
Print preview:  feature that displays, before actually printing the
A
document, how the document will look when printed

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 We have learned

• Tables are a useful way to organise and present data in the form of rows and columns.
• You can also add new themes, like Clipart, into the OOo Gallery.
• Mail merge helps us to create personalised mail merge documents such as greeting cards or
invitation letters.
• In the Writer, page styles define the basic layout of all pages. This includes page size, margins,
the placement of headers and footers, number of columns, and so on.
• There are two page orientations in the Writer: portrait and landscape.
• It is possible to have multiple columns of text on a page.
• Headers and footers can be used to insert fields like page numbers and chapter headings in a text
document.
• It is possible to number the pages in a document.
• Selecting collate option ensures that the printer prints complete set of the first copy, then the
second copy, and so on.

Solved Examples
1.  Give one example where a numbered list can be 5.  What are the two files created in Mail Merge?
used. Ans. The first file in Mail Merge is called the source file
Ans. A numbered list shows the contents in a specific that contains the content of the main document,
order. So, a common example is a class list, and the second file is called the data source file that
which is always numbered because the names are contains the address details of the recipients.
arranged in alphabetical order in the class list.
6.  Write the steps to change page margins.
2.  Write the method to insert a new row and a new Ans. a. Right-click anywhere on the page.
column in a table in an OpenOffice document.
b. Select page from the pop-up menu.
Ans. To insert a new row, select Table  Insert 
Rows, and to insert a new column, select Table c. In the page tab of the dialog box, specify the
 Insert  Columns. desired margin values in left, right, top, and
bottom margins.
3.  Differentiate between the terms splitting and
merging of cells in a table. 7.  What are the advantages of inserting a table in a
Ans. Splitting means dividing the cells into two or document?
more cells, while merging means combining two Ans. A table is used to store data in the form of rows
or more cells to form a single cell. and columns. The data in tabular form looks
more organised.
4.  What do you understand by AutoFormat
feature in tables? 8.  Write the steps to insert images in a document.
Ans. AutoFormat feature allows to select a Ans. Select Insert  Picture  From File to insert an
predefined layout for a table. To choose image.
AutoFormat, select Table  AutoFormat.

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 9.  Write steps to group or ungroup an image. 10.  What do you understand by a nested list?
Ans. Select the image and then select Format  Ans. A list where one or more list items contain a
Group  Ungroup. sublist is called a nested list.

Exercises
t 1. Match the columns.

(a) The place where ready-to-use pictures are stored. (i) Equation editor
(b) The set of lines appearing at the four sides of the page. (ii) Print Preview
(c) It stores data in the form of rows and columns. (iii) Numbered list
(d) The option where two documents are joined together to (iv) OOo Gallery
produce a single document.
(e) The option to add page numbers at the bottom of (v) Table
document pages.
(f  ) The option used to preview a page before it is printed. (vi) Mail Merge

(g) Option for arranging items in a specific order. (vii) Border

(h) The tool that is used to write the (viii) Footer
following expression: x2 + y2 = 25.

t 2. Fill in the blanks.

(a) To insert page numbers at the top or bottom (f ) Tables can be inserted in the text document
of every page, you can select Insert   using the option Table   ........................ 
........................   Page number. .........................
(b) ....................... is the option which will show (g) ........................ option is used to merge
how your document will look like when two text documents to generate a single
printed. document.
(c) The orientation of a page can be changed to (h) If an item of a list contains a sublist, the list is
landscape or portrait. This option is available called ........................ list.
under ........................  Page. (i) The .............................. option prevents a
(d) To display a list of items in a particular order, table from spanning more than one page.
........................ list can be chosen, and to (j) The ............................. feature contains
display the items without any specific order predefined table layouts.
........................ list can be chosen.
(e) ........................ text appears in the beginning
of each page and is common for the whole
document.

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t 3. State the following as true or false.
(a) A bulleted list is used to display data in a (e) The Collate option allows you to print
particular order. multiple copies of a document.
(b) In a table spanning multiple pages, check (f ) The Writer allows you to create newspaper
the option Repeat Heading to repeat the table style columns on a page of your document.
heading on each page. (g) It is possible to have different headers and
(c) You cannot use clipart images in the Writer. footers on different pages of your document.
(d) The Mail Merge feature allows you to merge (h) Print preview feature can help you avoid
a text document with a database file. wastage of paper.

t 4. Answer the following questions. [Very short answer type]

(a) Where do you find the Mail Merge option in (f ) Can you design a newspaper-style page in the
the Writer? Writer?
(b) Name the type of list that allows you to (g) Where does a header appear in a document?
arrange data items in a specific order. (h) How do you put page numbers at the bottom
(c) Which Writer option would you choose to of a document?
arrange data in rows and columns? (i) Is it possible to insert complex mathematical
(d) What option do you use to print multiple expressions in the Writer?
copies of complete sets of a document? (j) Where do you find the print preview
(e) Name the feature that is used for merging option?
two documents.

t 5. Answer the following questions. [Short answer type]

(a) What is the difference between a numbered (f ) Write the steps to insert an image in your
and bulleted list? document.
(b) Give one example where bulleted list can be (g) What do you mean by Mail Merge?
used. (h) What are the three basic steps of creating a
(c) Write the steps to create a nested bullet list. Mail Merge document?
(d) Why do we use tables? Write the steps to (i) How do you set the orientation of a page?
insert a table. ( j) What is clipart and how do you use it?
(e) Write the steps to split cells in a table. (k) Differentiate between headers and footers.

t 6. Answer the following questions. [Long answer type]

(a) Using lists, display the World XI Test cricket (c) What are split cells and merge cells options?
team. Arrange the players according to their Explain with an example the need for these
batting order. options.
(b) Make any three types of numbered (d) Create a table containing the following
lists. details of students of your class: Roll No.,

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 Name, Gender, Age, DOB, Interests, and (i) Speed = Distance
Hobbies.
Time

(e) Create a short text document and number its (ii) x 2 + x 2 + 2x x = (x + x )2

1 2 1 2 1 2
pages. Also, put a common title at the top of
each page of the document. (g) Create an invitation letter and provide a
border to it. Add a background colour to the
(f ) Create a page displaying the following page.
formulas in your document.

t 7. Select the correct alternative(s).

(a) Graphics for word processor (e) For which of the following tasks OpenOffice
(i) Peripheral text document is not best suited?

(ii) Clipart (i) Writing a thesis on a number of pages

(ii) Automatically formatting pre-written
(iii) Highlight
documents
(iv) Execute
(iii) Creating slides to show in a workshop
(b) Why are headers and footers used in a or seminar
document?
(iv) Combine the main document and the
(i) To enhance the overall appearance of data source to send letters.
the document.
(f ) Which of the following is not a feature of
(ii) To mark the starting and ending of a OpenOffice text document?
page.
(i) Margins and page length can be
(iii) To make large document more adjusted as desired
readable.
(ii) Spellings can be checked and modified
(iv) To allow inserting specific content to through the spell check facility
appear on all pages of the document when
(iii) Provide tools such as data
printed.
consolidation, goal seek, and scenario
(c) What is the minimum number of rows and (iv) Multiple documents/files can be merged
columns that a table can have?
(g) You need to edit the header or footer of a
(i) No rows and columns document. Which menu should you access?
(ii) 2 rows and 1 column (i) Insert
(iii) 2 rows and 2 columns (ii) Edit
(iv) 1 row and 1 column (iii) View
(d) Which of the following print commands (iv) Tools
should be selected to print the first five pages
(h) To insert lists in OOo Writer, select
of a document?
(i) Insert  Bullets and Numbering
(i) Print preview
(ii) Format  Bullets and Numbering
(ii) Page setup
(iii) Insert  Bullets
(iii) All pages
(iv) All of the above
(iv) Pages 1–5

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 (i) A list in which one or more list items contain (o) In OOo Writer, an image can be inserted from
a sublist is called (i) File
(i) Mega list (ii) OOo Gallery
(ii) Super list (iii) Clip Art
(iii) Nested list (iv) All of the above
(iv) Definition list (p) The correct Mail Merge steps are
(j) To insert a table in Writer (i) Create data source, create main
(i) Select Insert  Table document, merge the two documents
(ii) Press Ctrl+F12 (ii) Create main document, create data
source, merge the two documents
(iii) Select Table  Insert  Table
(iii) Merge the documents, create data
(iv) None of the above
source, create the main document
(k) Which of the following is not an option in
(iv) None of the above
the Insert Table dialog box?
(q) The Mail Merge Wizard is opened from
(i) Repeat heading
(i) Insert  Mail Merge
(ii) Don’t split table
(ii) View  Mail Merge
(iii) Heading
(iii) Tools  Mail Merge
(iv) None of the above
(iv) None of the above
(l) To access table AutoFormat feature, select
(r) In Mail Merge, the options for selecting the
(i) Table  AutoFormat
main document include
(ii) Insert  Table AutoFormat (i) Use the current document
(iii) Both (i) & (ii) (ii) Create a new document
(iv) None of the above (iii) Start from existing document
(m) The option to combine two or more cells to (iv) All of the above
form a single cell is
(s) In Writer, the Page Style defines
(i) Split Cells
(i) Page size and margins
(ii) Merge Cells
(ii) Number of columns
(iii) Combine Cells
(iii) Placement of headers and footers
(iv) None of the above
(iv) All of the above
(n) In the Table Format dialog box, the table
(t) To insert a page break, from the Paragraph
border is selected from
dialog box select
(i) Table tab
(i) Indent & Spacing tab
(ii) Borders tab
(ii) Alignment tab
(iii) Background tab
(iii) Text Flow tab
(iv) None of the above
(iv) None of the above

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l Lab Exercise
c Create a document containing the following table in OpenOffice and follow the instructions given below:

List of volcanoes in the Andaman Islands, India

Name Elevation Last eruption
(metre) (feet)
Barren Island 354 1161 2006
Baratang 2005
Narcondam 710 2329 Holocene
Deccan Traps – – 65 mya

Instructions
1. Merge the cells wherever required. 4. Use alignment options according to the
2. Increase the heading size and give it a blue given document.
colour. 5. Get appropriate border for the above
3. Use format paintbrush to set the formatting document.
for the entire text in the same format.

 ll the pages of a document you have created contain running heads at the
A
top and page numbers at the bottom. Explain if it is possible that the first page
s
displays neither the running head nor the page number.

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 8 Presentation Software

We will learn about

• Impress • Adding pictures to slides
• Basic elements of a slide • Using charts
• Types of slide layouts • Using Headers and Footers
• Saving a presentation • Animating objects
• Using Impress Wizards • Inserting sound
• Types of slide views • Executing the slide show
• Editing and formatting slides

A presentation is a form of communication before an audience with an objective to convey some

message. People give presentations because they want to communicate in order to:
• inform
• train
• persuade
The main purpose of any presentation—written, oral, or visual—is communication. To communicate
effectively, it is important to give every detail in a simple, concise, and interesting manner. A successful
presentation is the one that communicates your message effectively.
A presentation software (also known as presentation graphics) is a tool that helps in preparing multimedia
presentations. A multimedia presentation generally consists of a collection of pages called slides. The
presentation is displayed on a screen by showing different slides in a specific sequence. The process of
displaying the slides in a sequence on a screen is called a slide show.
The slide show is a combination of of text, pictures, graphs, audio, and video. It can be used to tell a
story and to support a speech or a public presentation.
Impress is a presentation software from Apache OpenOffice. It is an outstanding tool for creating
effective multimedia presentations. With the help of Impress, slides can be created, which may contain
different elements, such as text, charts, tables, graphics, and lists. Impress contains Wizards, inbuilt
Templates, and various other tools that help you create a visually appealing and effective presentation.

143
 IMPRESS
1. Click the OpenOffice.org icon and choose the Presentation option to open the Presentation Wizard.

Fig. 8.1: Clicking the Presentation option to start the Presentation Wizard
2. The first screen on the Presentation Wizard shows three options: Empty presentation, From template,
and Open existing presentation. Select Empty presentation and click Next.

Fig. 8.2: Selecting the type of presentation to open

3. Select a slide design from the second screen and click Next.

Fig. 8.3: Choosing a slide design

144
4. On the third screen, select the desired
Effect option for your presentation. You
can also set the speed of the presentation,
which shows three options as Slow, Medium,
and Fast. The speed indicates the speed of
transition of the slide. On this slide, you can
also adjust the Presentation type that allows
you to set the duration of every slide for the
slide show.

Fig. 8.4: Selecting slide transition effect and speed

5. After clicking the Create button on the last screen, you will get the following Impress window.

This section
is called Slides
Pane. It shows
the preview
of the slide
created.

This section shows different types of

slide views: This section is called Tasks Pane. It shows all the
tasks related to the slide. The options under it are:
(i) Normal
(i) Master Pages: You can choose the background
(ii) Outline style for your slides here.
(iii) Notes (ii) Layouts: Different layouts are seen here. Slides of
different layouts can be inserted from here.
(iv) Handout
(iii) Table Design: It provides standard table styles.
(v) Slide Sorter It also lets you modify the appearance of a table.
(iv) Custom Animation: Animation effects are
applied here.
(v) Slide Transition: The speed of the slide effect
is decided here.
Fig. 8.5: The Impress window

6. All the slides are created in the Normal view.

145
 BASIC ELEMENTS OF A SLIDE
You need to identify different elements to put in a slide. These elements could include Text, Title and
Headings, Objects (spreadsheet, chart, formulas, and so on.), and Pictures. After identifying the slide
elements, you need to select the appropriate slide layout.

TYPES OF SLIDE LAYOUTS

Impress has different types of slide layouts for various data that is required to be inserted in the slide.
If you want to insert a picture on the slide, then choose an appropriate picture layout for the slide.
Similarly, to add charts or graphs to the slide, you have to use a different layout. Have a look at the
different slide layouts given below and select the layout that best suits your requirement.

a b c d

e f g h

i j k l

Fig. 8.6: Default slide layouts in Impress

a.  Blank Slide g.  Title, 2 Content and Content
b.  Title Slide h.  Title, Content and 2 Content
c.  Title, Content i.  Title, 2 Content over Content
d.  Title and 2 Content j.  Title, Content over Content
e.  Title Only k.  Title, 4 Content
f.  Centered Text l.  Title, 6 Content

Figure. 8.7 shows an example of selecting slide layout design d.

Fig. 8.7: A slide designed using layout d

146
SAVING A PRESENTATION
The presentation file can be saved by choosing the option File    Save As (Fig. 8.8) and providing the
file name (Fig. 8.9). You can also use the shortcut Ctrl+Shift+S.

Fig. 8.8: Using Save As to save a file

Fig. 8.9: Providing the file name

USING IMPRESS WIZARDS

If you do not have enough time to create presentations, apply animation effects and background
colour to each and every slide, then the easiest and quickest way to create presentations is using

147
 wizards and selecting readymade templates. Presentation wizard lets you create interactive
presentations in a quick and easy way. To open the presentation wizard:
1. Choose File    Wizards    Presentation and select a template for your presentation from the first
screen of the Presentation Wizard.

Fig. 8.10: Using readymade template

148
2. The next two screens will be as shown below. These screens are similar to what we saw in the
Getting Started with Impress section.

Fig. 8.11: Selecting background, transition effect, and speed

149
 3. 
On screen 4, provide details like Your name, Subject of presentation, and Further ideas. On screen 5,
choose the pages and click the Create button.

Fig. 8.12: Providing basic details of the presentation

4. The final Impress screen looks similar to what you see in Fig. 8.13. The screen is divided into three
windows:
i. The left side shows the Slides pane where you see all the slides of your presentation.

150
 ii. The right side shows the Tasks pane that
contains menus, such as Layouts, Table
Design, Custom Animation, and Slide
Transition.
iii. The middle window shows the active
slide. On top of the active slide is a bar
showing different slide views. In the
following section, you will learn about
these slide views.

Fig. 8.13: The Impress screen

TYPES OF SLIDE VIEWS

There are five modes of slide views
in Impress: Normal, Outline, Notes,
Handout, and Slide Sorter.
1. Normal: Here, you can insert
objects or pictures along with
the text and can even choose the
background colour or effect for your

Fig. 8.14: Normal view

slides.
2. Outline: Here, you just see
the outline of your slide. This
view is used when you have to

Fig. 8.15: Outline view

151
 insert only the text in the slide.
3. Notes: This view gives you the area to add some notes related to your slide. But these notes are
just for reference and will not be displayed in the slide show.

Fig. 8.16: Notes view

4. Handout: In the Handout view, you can set up the layout of your slides for a printed handout. Click
Layouts in the Tasks pane to see the layouts available. Choose an appropriate layout for your handout.
You can even add a header and footer in the handout.
To Print a handout,
go to File    Print.
On the General
tab, select the
appropriate printer
and specify the
range of slides to be
printed. From the
Document list box,
select Handouts
and enter the
number of slides
you want to print
on each page.
Finally, click the
Print button.

Fig. 8.17: Handout view

152
5. Slide Sorter: In this view, the slides can be rearranged, if required, for the final slide show. It is
also possible to modify the slide transition effect in this view. The layouts and background colour
or image can be set in this view so that it becomes common for all the slides. Thus, the three
things that can be done in the slide sorter view are as follows:
i. Rearranging the slides
ii. Adjusting the background
iii. Adjusting the Slide Transition

Fig. 8.18: Slide Sorter view

EDITING AND FORMATTING SLIDES

Adding title and text
Layouts play a very important role while preparing a presentation. There may be certain slides where
you would just like to add title or text, while in other slides you would want to display images, charts,
or tabular data. Thus, it is really
important to select the appropriate
layout for your presentation. Take a
case where you want to insert a title
and text to the slide. There are two
methods of doing this as explained
below.

Method 1
1. Select the layout you want from
the Tasks window that appears on
the right side of the screen. Also,
select the slide view as Normal.
Fig. 8.19: Selecting the layout
153
 2. Click inside the box that says Click to add title. A cursor will appear inside the title box. Now, you
can add the title for your presentation, for example, SAVE TIGERS. To add text in the slide, click
the box that says Click to add text. Now, add the text that you want to display on the slide.

Fig. 8.20: Adding title and text

Method 2
This method is not specifically meant for inserting the title in the presentation. Here, you use the Text
tool to insert text in the slide.
1. From the Drawing toolbar that appears at the bottom of the screen, select the Text option (indicated
by the circle in Fig. 8.21).

Fig. 8.21: Using the text tool

154
2. Click inside the slide. A box appears in which you can enter the text. The formatting of the text
can be modified by selecting the box and changing the text in terms of font size, style, and colour.

Formatting text
Once the text is entered on the slide, you can format it. Select the text to be formatted and right-click
on it. From the context menu, select Edit style. Now, follow the steps given below:
1. Select the Font tab in the dialog box that opens.
2. From the Font tab, set options like font, typeface, and
size as per requirement.
Try it out t s
3. Now, go to the Font Effects tab, and select colour and
other appropriate styles for the text. Create a presentation on Wild Animals.
Give an appropriate title on the title page
4. You can also set alignment, indents, spacing, etc. as and add some text.
per requirement.

Changing background colour

Impress allows you to change the background
colour of your slides. Follow the steps given
below to change the background colour:
1. Click Format    Page.
2. The Page Setup dialog box opens. Go to the
Background tab. You will see the following
window (see Fig. 8.22).

Fig. 8.22: Page Setup dialog box

3. In the Fill option box, select the Color

option and choose the appropriate
background colour for the slide. Click
OK.
4. On clicking OK, you get a Page Settings
message box. If you click Yes, the
settings are applied to all the pages. If
you click No, the settings are applied
only to the current page.

Fig. 8.23: Selecting the background colour

155
 Apart from the color, you can also do the settings for Gradient,
Hatching, and Bitmap options.
Use all these options to give different effects to your slides.
Fig. 8.24 gives an example showing the use of gradient effect.

Try it out t s
In the presentation you have created on wild
Fig. 8.24: The Gradient effect
animals, give a different background colour on
each slide. You can also try other effects.

Using the Fontwork Gallery

OpenOffice.org has an inbuilt Fontwork Gallery that helps you insert different styles of text in your
slides. To add text of different styles:
1. From the Menu Bar, click View    Toolbars    Drawing. The drawing toolbar having the following
options will be observed at the bottom of the screen.

Fig. 8.25: Drawing toolbar

2. Click the Fontwork Gallery icon (indicated by the circle in Fig. 8.25) to open it.
3. From the Fontwork Gallery, choose the required font style.

Fig. 8.26: Fontwork Gallery

156
4. After selecting the font style, click inside the font style to change the text.

Fig. 8.27: Changing text

Try it out t s
Create a slide and try out different font styles from the Fontwork Gallery.

ADDING PICTURES TO SLIDES

Pictures or images play an important role in creating
effective presentations. They enhance the look of your
presentation and make it visually more appealing. Look at
the sample slide given in Fig. 8.28.

Inserting readymade shapes

You can insert different shapes like circle, face, square, etc.
in your slide, by choosing the appropriate shape tool from
the Drawing toolbar (see Fig. 8.25) that appears at the bottom
of the screen.
To insert a shape in Fig. 8.28: A slide with a picture
your slide:
1. Select the desired shape from the drawing toolbar by
clicking on it.
2. Go to the slide where you want to insert the selected shape.
3. Press the left mouse button and drag it over to get the
correct shape.
4. Release the mouse button. The desired shape appears in the
slide.
Fig. 8.29: Adding shapes on a slide

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 Adding text to the shapes
After the desired shape has been inserted, you can add text inside it. To add text inside the shape, click
inside the object and type the relevant text. Select the text and right-click on it. From the context menu,
select Character.... In the Character Formatting dialog box, go to Font tab and apply appropriate style.

Fig. 8.30: Adding text to shapes or objects

Try it out
t s
Create a slide and modify the image by adding different objects on it from the
Drawing toolbar. Also, insert text inside the object and apply different styles on it.

Inserting picture from file

To insert a picture in a slide: select Insert    Picture    From File.

Fig. 8.31: Inserting picture from a file

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Formatting picture
When a picture is selected, the Picture toolbar appears with a number of formatting options. If
the Picture toolbar does not appear on selecting an image, you can make it visible by selecting
View    Toolbars    Picture from the menu bar.
The picture toolbar contains various tools as shown below.

A B C
Fig. 8.32: The Picture toolbar

A: Magic Wand Icon—A number of options are available under it.

Fig. 8.33: Magic wand options

Given below are different tools available within the Magic Wand and their respective functions.

Tools Uses
Invert Inverts the colour values of a coloured image or the brightness values
in case of a greyscale image
Smooth Softens the contrast of an image

Sharpen Increases the contrast of an image

Remove Takes out a single pixel from an image

noise
Solarization • Duplicates the effects of too much light in a picture
• Opens another dialog box to adjust the parameters
Aging • Imitates the effects of time on a picture
• Can be applied several times
Posterize Reduces the number of colours used, and makes an image appear like a
painting
Pop Art Modifies the picture dramatically

Charcoal Displays the image as a charcoal sketch

Relief Adjusts the light source that in turn creates the shadow and hence the
relief effect
Mosaic Joins groups of pixels into a single area of one colour

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 B: This option is used to adjust the Graphics mode. The values under it are Default, Grayscale,
Black or White, and Watermark.
• Default—No change is applied when this option is selected.

Fig. 8.34: Default mode

• Grayscale—This option converts an image to greyscale.

Fig. 8.35: Grayscale mode

• Black or White—This option converts each pixel of an image to black or white depending on the
brightness value.

Fig. 8.36: Black or White mode

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 • Watermark—This option modifies the brightness of the image to make it suitable to be used as a
watermark.

Fig. 8.37: Watermark mode

C: This option is called Color adjustment.

On the Picture toolbar, click on the Color adjustment button. The Color adjustment dialog box
opens. It contains options to modify the individual colour components (red, green, and blue)
brightness, contrast, and gamma of an image. You can use Ctrl+Z keyboard shortcut to restore the
default values.

Fig. 8.38: Colour adjustment

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 Try it out t s
With just a few words and a relevant picture, your presentation can become really effective. Create a
five-slide presentation on Education. A sample slide is shown in Fig. 8.39.

Fig. 8.39: Sample slide on Education

Using images from

OOo Gallery
OpenOffice.org (OOo) has an
inbuilt art gallery that contains
ready-to-use objects and images.
The OOo Gallery organises these
objects and images under various
themes. You can use these objects or
images in your documents.
To insert an image from the OOo
Gallery into your document:
1. Go to Tools    Gallery.
2. The OOo Gallery opens at the
top of the document.

Fig. 8.40: OOo Gallery

162
3. Select the image from the different themes available on the left side.
4. Drag and drop the image into the document.

Adding clip art in OOo Gallery

You can also add new themes to the Gallery. For example, you can add clip art to the OOo gallery. To
do so, follow the steps given below:
1. Open an OOo application, for example, Impress. Click the Tools menu and select Gallery to open
the OOo gallery.
2. On the top left corner of the OOo Gallery, click the New Theme button. The Properties of New
Theme dialog box opens up.
3. Under the General tab, type in a new name in the text box for the new theme.
4. Go to the Files tab.
5. Click the Find Files button. The Select Path dialog box opens up.
6. Locate the folder where the clip art files are stored. Click on the OK button to close the Select Path
dialog box. It will add the selected folder to the File Type list in the Properties of New Theme dialog
box.
7. Select the files to be added and then click the Add or Add All button to add them to the new theme
in the OOo Gallery.

Fig. 8.41: Selecting the folder containing clip art files

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 8. Click the OK button to close the Properties of New Theme dialog box. The theme Clip Art is added
in the list of themes in the OOo Gallery. Click the new theme created and you will see the added
pictures in the right pane of the gallery.

Fig. 8.42: Clip art pictures added in the OOo Gallery

To insert the clipart in your slide, select the image and drag it to the slide. Fig. 8.43 shows a clipart
image inserted into an Impress document.

Fig. 8.43: Adding Clip art picture in the slide

Ungrouping images
Some pictures are made by grouping together a series of images. To separate or ungroup such an
image, right-click the image and select Break. You can also choose Format    Group    Ungroup.

Fig. 8.44: An ungrouped picture

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USING CHARTS
Charts are the graphical representation of data. While creating a presentation that includes a lot of
data, this tool can be really effective. Take an example of a presentation on Sales, where you have to
show the names of the various products and their corresponding sales figures in 2009.

Product Sales in 2009

Toothpaste 1200
Soap 560
Brushes 776
Shampoo 896

To insert a chart in your slide:

1. Choose Insert    Chart.
2. Select the chart and right-click on it. Select the Chart Data Type option from the context menu.

Fig. 8.45: Right-click and select Chart Data Table Fig. 8.46: The data table

3. After selecting the data table, the chart is inserted into the slide as shown in Fig. 8.47.

Fig. 8.47: The chart on the slide

Try it out t s
Make a table showing popular brands of cars in India and their sales in 2009.
Now use this table to display a chart on a slide.

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 USING HEADERS AND FOOTERS
Whenever you need to repeat certain text or graphics on every page, you need not write the text again
and again. Instead, you can use the Header and Footer option. The Header is an area at the top margin
and footer is an area at the bottom margin of a page. Headers and footers can include text, graphics,
and nearly any other information that may be contained in a document. For example, the slides of a
presentation generally contain the page number that appears in the footer.

Inserting headers and footers

Suppose you are creating a presentation on SAVE TIGERS and you want this title to appear in all
the slides. You also want to show the slide number in each slide. What do you think you should do?
Will you insert the page number and title one by one individually in every slide? The answer is NO.
Impress allows you to achieve this by including this information as Headers and Footers. Headers allow
adding data at the top of the slides while footers allow adding data at the bottom of the slides.
Follow the steps given below to insert headers and footers in your documents.
1. To insert headers and footers, select View    Header and Footer (Fig. 8.48).

Fig. 8.48: Selecting Header and Footer from View menu

2. The next screen displays the Header and Footer dialog box as shown in Fig. 8.49.

Fig. 8.49: The Header and Footer dialog box

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3. Choose the Slide tab and select Date and time, Footer, and Slide Number as shown in Fig. 8.50.
Click Apply to All.

Fig. 8.50: Specifying Date and time, Footer, and Slide number

4. You can also add customised text headers on all the slides through the slide master. Go to
View   Master   Slide Master. Select the Text tool from the Drawing toolbar and drag to add
the header in the desired location in the slide master. Type the header text in the textbox and
select View   Normal. The header gets added to all the slides.

Fig. 8.51: Displaying Footer on the slides

Try it out t s
In your presentation on wild animals, add the following information
on all the slides at the bottom: your name, slide number, and date.

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 ANIMATING OBJECTS
Animation means making objects on a slide move. Slide objects that can be animated include text, pictures,
charts, Smart Art graphics, shapes, and so on. Animation makes your presentation impressive and interesting.
A beautiful animation can never go unnoticed. Through the animation effects, you not only provide emphasis
to an important component in your slide show but also highlight important parts of your presentation. Two
types of animation effects that are present in the Impress are Custom Animation and Slide Transition.

Custom Animation
Custom Animation effects are applied to different parts of the slide to
provide emphasis.

To apply animation, choose Slide Show    Custom Animation from the

Menu bar (Fig. 8.52). Alternatively, select Custom Animation from the
Tasks pane.

Select the object on your slide and press the Add button under Modify
effect on the Tasks pane. (Fig. 8.53) to see different animation styles.
The Custom Animation window (Fig. 8.54) opens that shows the custom
animation effects available in Impress. Select the desired animation
style for the selected object and click OK. For example, in the smiley
slide shown in Fig. 8.30, select the text I’M A SMILEY. Now add the
Spiral In effect to it. Fig. 8.52: Inserting animation

Fig. 8.53: The Tasks window Fig. 8.54: The Custom Animation window

168
Finalising the animation
Before finalising the animation you have chosen, click the Play button. This will show you a preview
of the animation effect selected by you. For example, test the animation effect given to text inside the
smiley object by pressing the Play button.

Fig. 8.55: Running a preview of an animation

Try it out
t s
In your wild animal presentation, add custom animation to one of the objects on your slide.

Slide Transition
Slide transition is a special effect that is used when introducing an object
or a slide during the slide show.
Slides can appear to dissolve into each other, push each other off the
screen, or open up like horizontal or vertical blinds.
Fig. 8.56 shows the various Slide transition effects available in Impress.
These transition effects can either be provided to a single slide or to all
the slides together.
Timing of the text box, pictures, and slides
The duration of an animation for the object or slide can be adjusted by
selecting the Automatically after option under Advance slide and entering
the time.
Adjusting the speed of transition
While adjusting the type of transition in the slide show, the speed of
the transition can also be adjusted. This can be done by choosing an
Fig. 8.56: Slide Transition

169
 appropriate speed under Modify transition. This is done so that at the time of running the slide show,
the variation in the slide transition effect can be provided.
The three different speeds provided in the slide transition are:
1. Slow—The changing of one slide to another appears very slow.
2. Medium—The changing of one slide to another appears comparatively faster.
3. Fast—The slide transition is very fast and quick.

Rehearse Timings
The Rehearse Timings feature is useful to control the timing of a presentation. You can record the time you
need to present each slide. You can then use the recorded time to move to the next slides automatically while
giving a presentation.
Using the Rehearse Timings option
1. Once the presentation is complete, select Slide Sorter view.
2. Click the Rehearse Timings icon in the slide view bar to start
the show or go to Slide Show    Rehearse Timings. Rehearse Timings
The first slide and a timer will appear in the bottom left
Fig. 8.57: Slide view bar
corner.

Timer

Fig. 8.58: Showing a timer while running the Rehearse Timings option

3. To advance to the next slide, click the timer. Repeat the process to apply on all the slides in your
presentation.

170
4. The time for each slide will be recorded. Save your
presentation. Try it out t s
In your Wild Animals presentation, try
5. Play the slide show and see if rehearse timing is
different slide transition effects. Now, use
working properly or not. You can also select Slide
the rehearse timings option to set the timing
Show    Slide Show Settings to change the settings
of your presentation.
for the slides in the presentation.

Action Buttons
Suppose you are creating a quiz presentation
on some topic. You may be aware that in a
quiz, until the answer is provided within a
given time the next question is not asked. So,
in a quiz presentation you would not want
to change the slide until a question has been
answered. Here, the operation of changing
the slide or showing the correct answer is
performed only by clicking certain buttons,
called action buttons.
Action buttons are the buttons created in the slide,
which when clicked perform some action like moving
to the next slide, to the last slide, or to the first slide.
In OpenOffice.org Impress, this feature can be
provided through the Interaction tool.
To add action buttons on your slide, follow the
Fig. 8.59: Sample slides
steps given below:
1. Consider the slide shown in Fig. 8.59.
2. Insert a shape in the slide that will act as a button for moving to the next slide.

Object

Fig. 8.60: Inserting an object that will be used as action button

171
 3. Select the object, which you have inserted, and right-click on it. Choose the option Interaction.

Fig. 8.61: Right-click menu for the object

4. Choose the action Go to next slide and press OK. Run the slide show and test the action button.

Fig. 8.62: Assigning action on the object

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INSERTING SOUND
You can give a nice audio effect to your presentation by inserting an audio file. Given below are the
steps to insert a sound file in the presentation:
1. Select Insert  Movie and Sound.

Fig. 8.63: Selecting Movie and Sound option

2. In the following screen (Fig. 8.64), select the audio file that you want to insert.

Fig. 8.64: Insert Movie and Sound dialog box

173
 3. Select OK. The audio file is inserted.

Fig. 8.65: Sound clip inserted

4. You can associate the playing of the audio file with a certain action like a mouse click on an object.
The following steps show you how this is done.
5. Insert an object on the slide. Select the object and right-click the mouse button. Choose the option
Interaction (Fig. 8.66).

Fig. 8.66: Selecting the Interaction tool

174
6. In the Interaction dialog box that appears, select the option Play Sound, browse the audio file to play,
and press OK.

Fig. 8.67: Selecting the audio file to play

7. Run the slide show and click the object to play the audio.

EXECUTING THE SLIDE SHOW

Once the presentation is complete in all respects, start the slide show by clicking Slide Show    Slide Show
from the menu bar. You can also press F5 key to run the slide show.
To go to the first slide in the slide show, you can press Home key, while to go to the last slide, you can
press End key. Press Esc key to end the slide show.

Try it out t s
Add Next slide and Previous slide buttons to your Wild Animals presentation. When you click the Next
slide button, the current slide should be replaced with the next slide. Similarly, when you click the
previous slide button, the previous slide should come on the screen.

Wordbank

Presentation: A form of communication before an audience with an objective to

convey some message
Presentation software: A tool that helps in preparing multimedia presentations.
Slide: A page of a presentation is called a slide
Fontwork Gallery: A gallery containing different font styles to be used in OpenOffice
documents
Slide Transition: A special effect used to introduce an object or a slide during the slide
show
Rehearse Timings: The feature that allows you to rehearse and time your presentation

175
 We have learned

• Impress is a presentation software from OpenOffice.org for creating effective multimedia

presentations.
• The different elements in a slide include Text, Title and Headings, Objects (spreadsheet, chart,
formulas), Pictures, and so on.
• A Wizard is a tool for creating presentations quickly and easily.
• There are five modes of slide views in Impress: Normal, Outline, Notes, Handout, and Slide
Sorter.
• In Outline view, you just see the outline of your slide. In this view, you can insert only text in
the slide.
• The Notes view gives you the area to add some notes related to your slide. However, these
notes are not displayed in the slide show.
• In Handout view, you can set the number of slides that can fit in a single printed page. Here,
you can even add headers and footers.
• In slide sorter view, the slides can be rearranged, if required, for the final Slide Show or
Presentation.
• The Drawing toolbar contains different shapes and objects that you can insert in your slides.
The drawing toolbar appears at the bottom of the screen.
• The Picture toolbar allows you to format a picture.
• In Impress, you can animate objects on your slide.

Solved Examples
1.  Which software of OpenOffice suite is used to    6.  What are the options that appear in the Tasks
create presentations? pane?
Ans. To create presentations, OpenOffice Impress is used. Ans. The options in the Tasks pane are Master Pages,
Layouts, Table Design, Custom Animation, and
   2.  What are the three different speeds in slide transition? Slide Transition.
Ans. The three different speeds in slide transition are
slow, medium, and fast.    7.  Explain slide transition.
Ans. Slide transition is a special effect that is used
   3.  Can action buttons be created to link to a website? when introducing an object or a slide during
Ans. Yes, action buttons can be used to link to a web the slide show.
page or website.
   8.  Will the data entered in the Notes view appear
   4.  Which is the shortcut key to run the slide show? during the slide show?
Ans. The shortcut key used to run the slide show is F5. Ans. No. The data entered in the Notes view are
notes just for reference. They are not displayed
   5.  Write the steps to insert a sound file in a during the slide show.
presentation.
Ans. To insert a sound file, select Insert  Movie and    9.  What is a presentation wizard?
sound and select the sound file. The file will be Ans. Wizard is a quick way of creating a presentation.
inserted in the presentation. A presentation wizard has slides with preset

176
 backgrounds and animation effects for quick (i) Rearranging the slides
creation of presentations.
(ii) Adjusting the background
  10.  What are the three things that can be done in (iii) Adjusting the slide transition
the Slide Sorter view?
Ans. The three things that can be done in the Slide
Sorter view are:

Exercises
t 1. Match the columns.

(a) Options from where the animation  (i) Drawing toolbar

effects are chosen.
(b) The preview of the slides created is shown (ii) Slide sorter
in this area of the screen.
(c) In this slide view, the total slides that can  (iii) Slide Transition
appear in a single print page can be adjusted.
(d) This toolbar contains different shapes like (iv) Slides Pane
circle, face, square, and so on.
(e) The slides can be rearranged in this view. (v) Handout page
(f ) The speed of the slide effect is adjusted in (vi) Custom Animation
this option.

t 2. Fill in the blanks.

(a) ........................ and ........................ are two (f ) To insert text at the top of every page,
types of slide views. ........................ can be used, and to insert text
at the bottom of every page, ........................
(b) Using the ........................ option, different types
can be used.
of slides can be inserted in the document.
(g) ........................ is used to adjust the timings
(c) To rearrange the slides, ........................ view
of the slide show.
can be used.
(h) ........................ when clicked, perform some
(d) To change the background colour of the
action.
slide, you can use .......................    Page
Option    Background. (i) The ........................ shows all the tasks related
to a slide.
(e) Many formatting options are available to
format the picture. One of the options is (j) In ........................ view, you can adjust the
Greyscale. Other options are ........................ number of slides that can fit a single page.
and .........................

177
t 3. State the following as true or false.
(a) A presentation consists of a collection of slides. (g) In the Handout view, you can add headers
(b) There are six types of slide views in Impress. and footers to the slides.

(c) A slide cannot have formulas and charts. (h) To give a background colour to your slide,
select Format    Page.
(d) To rename a slide, go to Slides Pane and
right click. Select Rename Slide, type the new (i) You can insert ready-to-use shapes or
name, and press OK. objects in your slide through the Insert
menu.
(e) You can rearrange slides in the slide sorter view.
(j) It is possible to add a text within the ready-
(f ) With Wizards, you can quickly create to-use shapes.
attractive presentations.

t 4. Answer the following questions. [Very short answer type]

(a) Name the slide views available in Impress. (g) How can you format a picture in Impress?
(b) What do you see in the Slides pane? (h) Name the toolbar that contains the Fontwork
(c) Name the option that is used to set the Gallery icon.
timing of slides before running the slide (i) Name the effect that is used while changing
show. a slide during a slide show.
(d) What do you see in the Handout (j) Name the tool from the Picture toolbar that
view? is used to soften the contrast of an image.
(e) In which view can you add a header and (k) What is the tool used to convert an image to
footer to your slides? grayscale?
(f ) What options do you use to create appealing (l) What is the final step after creating a
presentations in the quickest time? presentation?

t 5. Answer the following questions. [Short answer type]

(a) Write the steps to save a presentation. (f ) How can you adjust the colours of an image?
(b) What are slide layouts? Explain their use. (g) What are charts and how can you insert them
(c) What are the options available in the on a slide?
Drawing toolbar? (h) Write the steps to insert a sound file on a slide.
(d) Write the steps to add text and title in a (i) What do you mean by slide transition?
slide. ( j) How can you add a common text at the top
(e) What are action buttons? Explain their use. of all the slides of your presentation?

t 6. Answer the following questions. [Long answer type]

(a) How many types of slide views are there in (b) Explain the purpose of using different
Impress? Briefly explain each type. layouts.

178
 (c) What is Rehearse Timing and why is it used? insert slide number at the bottom of the
(d) Briefly explain the options available in the slide.
Magic Wand icon of the picture toolbar. (i) Insert a button on the slide you created
(e) How can you format text on a slide? above and link it to some audio (song) file
available on the computer. Write the text Play
(f) Write the steps to change the background a song on the button. When you run the slide
colour of a slide. show and press this button, the song should
(g) Write the steps to insert an image on a slide. start playing.
(h) Create a slide and insert an object in it. (j) Write a note on the animating objects in a
Write some text inside the object. Also, presentation.

t 7. Select the correct alternative(s).

(a) Which of the following file format can be (iii) Slide Transition button
added to a presentation? (iv) All of the above
(i) .jpg (f ) Which of the following views is not a valid
(ii) .gif slide view?
(iii) .bmp (i) Slide Sorter view
(iv) All of the above (ii) Normal view
(b) Which of the following options will apply the (iii) Presentation view
same ‘look’ to all the slides in a presentation? (iv) Outline view
(i) The slide layout option
(g) Which of the following views is the best view
(ii) Add a slide option to use when setting transition effects for all
(iii) Outline view the slides in a presentation?
(iv) A presentation design template (i) Normal
(c) To edit a chart, you can (ii) Slide Sorter
(i) Triple-click the chart object (iii) Notes
(ii) Click and drag the chart object (iv) Handout
(iii) Double-click the chart object (h) Which option is used to set custom timings
for slides in a presentation?
(iv) Click the chart object
(d) The special effects used to introduce slides (i) Slider Timings
are called (ii) Slider Timer
(i) Effects (iii) Rehearse Timings
(ii) Custom animations (iv) Slide Show
(iii) Transitions (i) Which of the following options is used to
(iv) Preset animations stop a slide show?

(e) Which of the following options is used to (i) The Esc key
add timing to the slides in a presentation? (ii) The Space bar
(i) Slide Show menu (iii) Enter key
(ii) Rehearse Timing button (iv) Mouse button

179
 (j) Which of the following options is not a way (ii) Select Insert  Sound
to create a new presentation?
(iii) Select Insert  Narration
(i) Using the Scan-In Slides feature
(iv) Right-click the document and choose
(ii) Using a blank presentation Add Sound option
(iii) Using a Wizard (p) Riya is preparing a presentation. She wants
(iv) None of the above some text present on a slide to fly in from the
left when she clicks the mouse. Which of the
(k) Which of the following options is the
following features should she use?
quickest way to create a presentation?
(i) Slide Show
(i) Starting from a blank presentation
(ii) Slide Transition
(ii) Auto creation wizard
(iii) Custom Animation
(iii) Wizards
(iv) Text Animation
(iv) None of the above
(q) Which of the following is not a Custom
(l) Which of the following tools is used to add
Animation effect?
text to a slide without using the standard
placeholders? (i) Fly in

(i) Text tool (ii) Appear

(ii) Line tool (iii) Jump

(iii) Drawing tool (iv) Checkerboard

(iv) AutoShapes tool (r) To open an Impress document in

OpenOffice.org, which option do you select?
(m) Which of the following options is present
only in the presentation software? (i) Text Document

(i) Spell check (ii) Presentation

(ii) Slide sorter view (iii) Database

(iii) Macros (iv) Drawing

(iv) Adding watermarks (s) Which one is not an option under Tasks
pane?
(n) Which of following statements is incorrect
about action buttons? (i) Master Pages

(i) It is possible to create our own. Action (ii) Layouts

buttons on a slide. (iii) Custom Animation
(ii) An action button can link a slide to a (iv) None of the above
website on the Internet. (t) Which one of the following is not a slide
(iii) Action buttons cannot be resized. transition speed option?
(iv) An action button can be used to move (i) Slow
to the next slide. (ii) Fast
(o) Which of the following is the correct way to (iii) Medium
add a sound file to a presentation?
(iv) Average
(i) Select Insert  Movies and Sound

180
l Lab Exercises
c (a) Create a presentation on Global Warming (ii) Your presentation must include the
taking into consideration the following India fact file (picture of National
points: Flag, National Anthem, etc.).
(i) The first slide should contain the title (iii) Create few slides on the Indian Army
Global Warming. and the freedom fighters.
(ii) The second slide should contain the (iv) Show through your presentation that
introduction on global warming. you are proud to be an Indian.
(iii) Include few slides on do’s and don’ts. (v) Make some slides on the Indian
(iv) The presentation must contain few Heritage. Include pictures of the
pictures on global warming. Taj Mahal, Lal Quila, Konark Sun
(v) Include some slogans on Global Temple, etc.
Warming. (vi) You can draw the picture of the National
(vi) End the presentation with some noble Flag in OpenOffice.org Draw.
thoughts. (vii) Include some pictures of the freedom
(vii) Use the formatting tools, clip art, and fighters.
pictures as much as possible. (viii) Also, give an appropriate background
(b) Create a presentation on Nature taking into to your presentation.
consideration the following points: (d) Create a presentation on Hacking taking into
(i) The first slide should contain the title consideration the following points:
Nature. (i) The first slide should contain the title
(ii) Choose one specific area in Nature Hacking.
(plants, trees, animals, or mammals) (ii) Write the definition of a hacker.
and give introduction on it. (iii) Say how a hacker is different from a
(iii) Draw a life cycle and show it cracker.
graphically. (iv) Tell what all a hacker can do.
(iv) Make some slides on the features of (v) Include some pictures.
the area chosen. (e) Create a presentation on IPO Cycle of the
(v) Include some interesting and amazing Computer taking into consideration the
facts. following points:
(vi) Include slides on what you can do to (i) The first slide should contain the title
save nature. IPO cycle.
(vii) Make some impressive slogans on (ii) Define the IPO cycle.
Save Nature. (iii) Draw the IPO cycle.
(viii) Use the formatting tools, clip art, and (iv) Create different slides for the
pictures as much as possible. input devices, output devices, and
(c) Create a presentation on My Country taking processing unit.
into consideration the following points: (v) Include picture for every unit of the
(i) The first slide should contain the title IPO cycle.
My Country My Pride. (vi) Check the Clipart to find pictures
suitable for the topics.

How can you play a sound clip whenever a slide changes?

s

181
 9 Spreadsheet Software

We will learn about

• Opening a spreadsheet in Calc • Deleting cell content
• Important terms • Deleting rows or columns
• Saving a workbook • Performing calculations
• Working with a spreadsheets • Cell referencing
• Toolbars • Printing a worksheet
• Formatting cell content • Functions
• Inserting columns • Inserting a table in a worksheet
• Inserting rows • Charts

Spreadsheets are programs consisting of a grid of boxes that can be used to organise, analyse, store,
and represent data in rows and columns. It also allows us to make automatic calculations using
formulas.
Take an example of organising marks scored by students of a class in different subjects and calculating
the percentage scored by each student. Calculation of percentage requires using a formula and
therefore a spreadsheet is the answer.

Computer
Roll No Name Eng Maths Science Science SST Percentage
1 Anny 89 90 100 97 88
2 Manu 87 100 89 97 99
3 Joseph 91 96 98 77 78

A spreadsheet is therefore used not only to organise the data in a tabular form but also to perform
calculations to get results.

182
Here, the spreadsheet window is shown in Fig. 9.1.

Columns (Named as A, B, C, ...)

Rows (Numbered as 1, 2, ...)

Fig. 9.1: Spreadsheet window

The intersection of a row and column is called a cell (indicated by the circle) that is used to store data.
Every cell has a unique address, corresponding to its row and column location.
In a worksheet, rows are represented using numbers (1, 2, 3, etc.), while columns are represented
using letters (A, B, C, etc.). A combination of a column letter and a row number forms a cell address.
For example, the cell address of the cell in the first column and second row is A2. Likewise, the cell in
the third column and fourth row would be C4. The computer can find its way around the spreadsheet
by using these cell addresses and perform the calculations on the numbers you enter in those cells.
In this chapter, we will study some basic functionalities of spreadsheets using the spreadsheet software
from OpenOffice.org called Calc.

OPENING A SPREADSHEET IN CALC

1. Click the OpenOffice.org icon and select the Spreadsheet option as shown in Fig. 9.2.
2. The Calc spreadsheet screen appears as shown in Fig. 9.3.

Fig. 9.2: Opening Calc spreadsheet Fig. 9.3: OpenOffice.org Calc spreadsheet

183
 3. Every single box in the spreadsheet is called a cell. The cell with dark rectangular box or border is
called the active cell. You can enter data in an active cell only.

Fig. 9.4: Active cell in a spreadsheet

4. Data is entered in the cells in the following way as shown below.

Character data Number data

Fig. 9.5: Entering data in a cell

IMPORTANT TERMS
Workbook and worksheet
When the Calc spreadsheet is opened, the default screen that is visible is called the worksheet. A
worksheet is the area that contains data. There are 65,536 rows in a Calc worksheet, while there are
1024 (AMJ) columns.

184
Collection of several worksheets makes a workbook. By default, a workbook has three worksheets with
the default names as Sheet1, Sheet2, and Sheet3.
Changing the name of a worksheet
To change the default name of a worksheet, double-click the sheet name and provide a new name for
the worksheet.

Sheet names
are given here.
Double-click
here and
change the
sheet name.

Fig. 9.6: Changing sheet name

Give a new name to

the worksheet and
press the OK button.

Fig. 9.7: Providing new sheet name

Cells
The rectangular box formed by the intersection of a row and column is called a cell. To enter data in a
cell, you need to select it. On selecting a cell, a dark rectangular box appears around it.

Cell range
A collection of selected cells in a spreadsheet is called a cell range.

185
 To select a cell range in a row, click the first cell, hold down the Shift key, and press the right arrow key
()  to select cells in the row. An example of selecting a cell range in a row is shown in Fig. 9.8.

Cells from A2 to C2 are

selected. This forms a cell
range. The cell range is
identified as A2:C2—the first
cell address and the last cell
address are separated by a
Colon.

Fig. 9.8: A horizontal cell range

To select cells in a column, select the first cell, hold

down the Shift key, and press the down arrow key ()
to make the selection. An example of this is shown in Cells from A2 to A6 are
selected. This forms a cell
Fig. 9.9. range. The cell range is
identified as A2:A6—the first
cell address and the last cell
address are separated by a
Colon.

Fig. 9.9: A vertical cell range

Sheets
A single document can contain many sheets.
A spreadsheet file is comparable to a book, while sheets are comparable to chapters in the book.
By default, three sheets appear in the spreadsheet file. More sheets can be inserted, if required, by
selecting Insert  Sheet.

SAVING A WORKBOOK
When a workbook containing a worksheet is saved, the worksheet gets automatically saved. To save a
workbook in OpenOffice.org Calc, we follow the following steps:

Fig. 9.10: The File menu

186
1. Select File  Save As.
2. Provide a name to the spreadsheet. The default file extension for a Calc spreadsheet file is .ODS.

Fig. 9.11: Saving a workbook

WORKING WITH A SPREADSHEET

A spreadsheet contains data in the form of rows and
columns. To enter data in a cell, just click the cell and start typing
the data. Let us create a list of friends in a school, as shown.
Let us call this worksheet Friends.
By default, the text is aligned left in the cell.

Fig. 9.12: Entering data in a spreadsheet

187
 Now, add more columns in the Friends worksheet to include information like class and address (see
Fig. 9.13).

Fig. 9.13: Creating a multi-column worksheet

Changing text alignment

The steps to change the alignment of
the text in a cell are:
1. Select the cell(s).
2. Right-click the mouse button.
3. Select the Format Cells option.

Fig. 9.14: Selecting Format Cells from the right-click menu

188
4. The Format Cells dialog box opens. Click the Alignment tab. Now change the Horizontal alignment
from Default to the alignment you want, say Right, and see the change (Fig 9.16).

Fig. 9.15: Choosing the alignment

Fig. 9.16: The new text alignment of the selected cell

Number data
In addition to a text data, a worksheet can also contain the numeric or number data. Let us see how
you can insert the number data in a cell.

189
 Add another column in the Friends worksheet and name it PERCENTAGE. Now, add some numeric
values in this column. You will notice that the number values in the cell are right aligned by default.

Fig. 9.17: Entering numbers

The default alignment of the number data can, however, be changed in the same way as done for text.

Entering Date and Time

Let us now learn to work with date and time data. Add a column for date of birth (DOB) in the
Friends worksheet, as shown below.

Fig. 9.18: Entering Date or Time data

The date and time data is also left aligned by default. Using the format option, you can adjust not only
the alignment but also the format of date and time. To select the format option, right-click on a cell
and select the Format Cells option.

190
 The Format is
adjusted from
here.

Fig. 9.19: Changing date format

Entering series data

Series data refers to the data which is in a continuous sequence or order. The common example of a
series is the roll numbers of children starting from 1 and increasing upwards till, say, 45. Calc helps you to
automatically generate or complete a data series. Given below are two methods of generating series data.
Method 1
1. In the Friends worksheet, insert a column for serial number (SNO) on the left side of the NAME
column. To do this, follow the given steps:
(a) Select the NAME column by clicking on A.
(b) Click the right mouse button and select Insert Columns.
 A new column is inserted, as shown below.

Fig. 9.20: Inserting a column

191
 2. Give heading SNO to the new column. Select the cells where you wish to insert the series.

Fig. 9.21: Select the cells to fill

3. Select Edit  Fill  Series.

4. The Fill Series dialog box opens. Provide the Start and the End values. Since there are 6 values,
so the start value is 1 while the end value is 6. Set the Series type as Linear. Since the serial number
increases by 1 at each step, keep the increment value at 1. Press the OK button. The SNO column
is filled with a number series from 1 to 6.

Fig. 9.22: The Fill series dialog box

Method 2
Another method of generating the series is by using the AutoFill tool. To use this tool, follow the steps
given below.
1. Enter the first two values of the series.
2. Select both the cells.

192
3. Place the cursor at the bottom right corner of the second cell and drag it down. A red box indicates
that the series is getting created.
4. Release the mouse wherever you want to end the series.
5. Check the output (see Fig. 9.24).

Fig. 9.23: Selecting the cells to fill

Fig. 9.24: Column A filled with AutoFill tool

[Note: Save the document with name Friends.ods.]

193
 Try it out t s
Create the following table in OpenOffice spreadsheet and follow the instructions
given below.

Roll No. Admn. No. Name Date of Admission Eng Marks

1 6767 Anne 12/Jan/92 90
2 4565 Barrack 14/Mar/96 87
3 7655 Chetna 23/Feb/92 68
4 9876 Eme 16/Sep/92 91
1. Create the table in Sheet1. Rename Sheet1 to Student data.
2. The values of the Roll No. column should be centre aligned and should be
entered using the AutoFill option.
3. The values of Admn. No. column should be left aligned.
4. The values of the Name column should be right aligned.
5. The values of the Date of Admission should be centre aligned and Eng Marks
should be right aligned.
6. Save the document as Doc1.ods.

TOOLBARS
The following toolbars are available on a spreadsheet window:
1. Standard Toolbar This toolbar contains some standard options of Cut, Copy, and Paste. Options
like New, Save, Print, etc. are also available in this toolbar.
Export Auto
Directly Page Spell Format Sort
Save as PDF Preview Check Copy Paintbrush Ascending

New Open Edit Print File Spelling Cut Paste Sort

File Directly Descending

Fig. 9.25: The Standard toolbar

2. Formatting Toolbar This toolbar deals with the text. It contains the options to format the text by
making it bold, italic, or underline. Alignment options and Font colour, size, and style options are
also available in this toolbar.
Align Center
Bold Italic Horizontally Justified

Style and Font Font Underline Align Align Number

Formatting Name Size Left Right Format

194 Fig. 9.26: The Formatting toolbar

3. Drawing Toolbars This toolbar contains options of drawing objects, like circles, squares, lines,
arrows, faces, and so on. that can be inserted in the spreadsheet file.

Symbol Flow
Line Ellipse Text Callouts Shapes Charts From File

Select Rectangle Freeform Basic Block Fontwork

Line Shapes Arrows Gallery

Fig. 9.27: The Drawing toolbar

4. Formula Toolbar This toolbar contains the Name Box drop-down menu that indicates the name
or address of the active cell and a long white box called the Input Line or Formula bar. It displays the
content of an active cell. The formulas are entered in the Input Line.

Name Box Input Line or Formula Bar

Fig. 9.28: The Formula bar

FORMATTING CELL
CONTENT
We can format the data in a worksheet
cell. Consider formatting the data of the
document Friends.ods. To format the data in
a worksheet cell of the given table, follow
the steps given below:
1. Select the cell.
2. Click the right mouse button and choose
the option Format Cells.

Fig. 9.29: Selecting Format Cells menu

195
 The Format Cells dialog box shows various options to format the text as shown below.

(a)  Changing font type and size

Generally, the title or headers in any document look different from the rest of the document. One way
to achieve this is to change the font type and size of the text. To change the font type and size, go to
the Font tab and select appropriate font, typeface, and size.

Fig. 9.30: Changing font style

196
(b)  Changing font colour
Colours make our document impressive. Moreover, when you want to represent or identify data in
a sheet, the best way to do so is through colours. To change the font colour, go to Font Effects tab and
select the colour you want.
The other options available in Font Effect are Overline, Underline, and Strikethrough, and so on.

Fig. 9.31: Changing the font colour

197
 (c)  Text alignment
As already discussed, the alignment of text in a cell can also be changed. To modify the horizontal and
vertical placement of the text, click the Alignment tab and select the appropriate alignment options.

Fig. 9.32: The alignment options

(d)  Giving borders to the cells

You can also give borders of different styles to a cell or a group of cells. To do so, go to the Borders tab
and choose appropriate border style from the Linear arrangement. Also, choose the line size and colour,
if needed.

Fig. 9.33: The border options

198
The following figure shows the effects of formatting applied to the previous table.

Fig. 9.34: Showing cell borders

(e)  Background colour

It is possible to give background colour to a cell or a group of cells. To do so, go to the Background tab
and choose the background colour you want.

Fig. 9.35: Applying background colour

Background colour can also be changed using the Bucket option seen on the Formatting toolbar .

199
 (f)  Cell protection
This option allows you to hide the formula in the cell and to protect your spreadsheet from being
modified.

Fig. 9.36: Cell protection box

INSERTING COLUMNS
You can insert additional columns anywhere in an already existing worksheet table—for example,
insert a column in the Friends table before the column CLASS (Column C).
1. Select the CLASS column in the Friends table, as shown.

Fig. 9.37: Column C selected

2. Click Insert  Columns. A column is inserted before the CLASS column.

200
3. CLASS column now becomes D and a new column is inserted at C, as shown.

Fig. 9.38: A new column inserted

INSERTING ROWS
Similar to inserting columns, you can also insert additional rows in an already existing table. For
example, insert a row in the Friends table before the row containing the information of Bhavya.
1. Select the third row, as shown.

Fig. 9.39: Row 3 selected

2. Click Insert  Rows. A row is inserted before Bhavya and the result is shown in Fig. 9.40.

201
 To insert cells in a worksheet, follow
the following steps:
1. Select the cells where new cells
need to be inserted.
2. Click Insert    Cells ... .
3. To insert one or more cells,
choose either Shift cells down or
Shift cells right from the Insert Cells
dialog box.
4. To insert an entire row or
column, choose either Entire row
or Entire column.
Fig. 9.40: A new row inserted You can also insert cells by choosing
Insert... from the right-click menu.
DELETING CELL CONTENT
It is possible for you to delete the content stored in a cell or a group of cells.
To delete the content of a cell, follow the steps given below:
1. Select the cell and press delete button. The Delete Contents dialog box appears.
2. Select the Delete all option and click OK. Every type of cell content will be deleted. To delete only
the text, you should select only the Text option.

To delete cells from a worksheet:

1. Select the cells that you wish to delete.
2. Click Edit    Delete Cells…
3. To delete one or more cells, choose either
Shift cells up or Shift cells left from the Delete
Cells dialog box.
4. To delete an entire row or column, choose
either Delete entire row(s) or Delete entire
column(s).
You can also delete cells by selecting the
Delete… option from the right-click menu.
Fig. 9.41: Delete Contents dialog box

DELETING ROWS OR COLUMNS

You can also delete a row or column in a worksheet. To do so, follow the following steps:
1. Select the row or column that is required to be deleted.
2. Right-click the mouse button and choose the option Delete. The row or column will be deleted.

202
 Try it out t s
Create the following spreadsheet
(Fig. 9.42).

PERFORMING CALCULATIONS
Calculations often involve the use of
formulas. A formula begins with an equal to
Fig. 9.42: A sample table
(=) sign. To perform arithmetic calculations,
formulas use following Arithmetic Operators:

Operator Function of the operator Example

+ Used for addition 15+3=18
− Used for subtraction 15−3=12
* Used for multiplication 15*3=45
/ Used for division 15/3=5
^ Exponential (to the power of) 15^3=3375

To insert a formula in a cell, follow the given steps:

1. Select the cell where the formula is to be inserted.
2. Insert an equal to sign (=) and then start entering the formula.
3. After entering the formula, click an area outside the selected cell.
4. Save the worksheet.
To start using formulas, create
the following table and calculate
the sum of marks obtained
in English and maths and the
percentage secured by the
students.

Fig. 9.43: A sample table

203
 After creating the table, follow the steps given below:
1. Write the formula =C2+D2 in cell F2 to calculate the total marks obtained.
2. Write the percentage formula = (C2+D2)*100/200 in cell G2.
3. You will notice that the total marks and percentage are calculated according to the formula supplied
and the values are displayed in the respective cells.

Fig. 9.44: Filling cells using a formula

Editing a formula
Once you have entered a formula in a cell, you can edit it any time later. To edit the formula follow
the given steps:
1. Select the cell containing the formula.
2. Go to the formula bar or press F2 key.
3. Make necessary changes in the formula.
4. Press Enter or anywhere outside the cell.
5. The formula is changed.
6. Save the worksheet.

Copying formula from one cell to other

In the previous example, the formulas are entered only in cells F2 and G2. However, the formulas for
calculating total marks and percentage will remain the same for all the students, only the cell references
will have to change. It is possible for you to copy the same formula to the Sum and Percentage cells
for other students also.

204
To copy the formula from one cell (say cell F2) to other cells (say cells in the range F3:F8), you can
use any of the following methods:
1. Copy the formula of the cell F2.
2. Select the cell range F3:F8.
3. Right-click and select Paste to paste the formula.
or
1. Keep the cursor at cell F2.
2. On the bottom right corner of the cell, a plus sign appears.
3. Place the mouse cursor over the plus sign and drag it down. The formula is copied to all other cells.

Fig. 9.45: Copying a formula

Repeat the same steps to copy the formula from cell G2 to cells in the range G3:G8.

CELL REFERENCING
Cell referencing refers to identifying a cell location through its address—for example, C1 and C3.
The way a cell is accessed at the time of performing calculations specifies the type of referencing.
There are three types of cell referencing:
1. Relative referencing
2. Absolute referencing
3. Mixed referencing

205
 Relative referencing
In the previous example, note that the formulas copied in the cell range F3:F8 appear as:

Cell address Formula copied

F3: =C3+D3
F4: =C4+D4
F5: =C5+D5
F6: =C6+D6
F7: =C7+D7
F8: =C8+D8

Notice that when the formula is applied to a particular cell, the reference to related data cells in it is
automatically changed. For example, the data cells for formula in cell F3 will be C3 and D3 while the
data cells for formula in cell F4 will be C4 and D4.
This type of referencing where data cells in a formula are referred with reference to or relative to the
address of the cell where the formula is entered is called relative referencing.

Fig. 9.46: An example of relative referencing

The cell ranges F2:F8 and G2:G8 are filled by using relative referencing. Here, with respect to the change
in the row, the formula changes references to data cells automatically.

Absolute referencing
Sometimes we do not want to change the reference to data cells in the formula. Wherever the formula
is copied, the reference to the data cells remains the same or fixed. This type of referencing where the
reference to a cell remains fixed is called absolute referencing. In case of absolute referencing, we add the
$ symbol as a prefix to the cell address.

206
There are three absolute reference styles: 

Reference Style Meaning

In this type, both the column and row reference are fixed. The
$A$1 formula does not change on copying or incrementing the values
using the fill handle.
In this type, only the column reference is fixed. On copying the
$A1
formula, the row reference gets changed.
In this type, only the row reference is fixed. On copying the
A$1
formula, the column reference gets changed.

For example, in the table shown in Fig. 9.47, type the following formula in cell D7:
=$C$3+$C$4
Now, copy the formula to cells in the range D8:D16. You will notice that all the cells now display
the same value. This is because reference to cells C3 and C4 has been fixed in the formula by using
absolute referencing. This method is useful when you insert a formula at one place but want to
display the result of the formula in different cells of the worksheet.

Fig. 9.47: An example of absolute referencing

The cell range D7:D16 in the above table was filled by using absolute referencing. Here, there was no
change in the reference to data cells with respect to change in the row.

Mixed referencing
Sometimes we want some cell references to remain fixed while reference to other cells may change.
In this case, we use a combination of relative and absolute cell referencing. Such type of referencing

207
 where we use a combination of relative and absolute cell references is called mixed cell referencing.
To understand mixed cell referencing, create the following table.

Fig. 9.48: A sample table for mixed referencing

The above table contains the marks obtained by the children in two tests: Summative 1 and
Summative 2. Note that the maximum marks for Summative 1 and Summative 2 are given in cells D4
and D5 respectively.
To calculate the percentage of marks
obtained by the students in the two
tests, enter the following formula in
the cells D9 and F9:
D9: =(C9/$D$4) × 100
and F9: =(E9/$D$5) × 100
Copy the formula from cell D9
to the cells in the range D10:D15.
Similarly, copy the formula from cell
F9 to the cells in the range F10:F15.
Now, go to the individual cells and
observe the formula copied in each
cell.

Fig. 9.49: Output of mixed referencing

208
Try it out t s
1. Draw the following table in spreadsheet.

Fig. 9.50: The employee table

2. Write the formula =(10/100)* C7 in the cell D7.

3. Match your result with the one shown in Fig. 9.51.

Fig. 9.51: Applying a formula using mixed referencing

209
 4. Copy the same formula into cells D8 to D12.
5. Now, write the formula = $C$4 + D7 in cell E7 and copy it into cells E8 to E12.

Fig. 9.52: Filling cell E7 using the mixed reference formula

6. Write the formulas for total sales in cell C13 and total salary distributed in cell E13.

Fig. 9.53: Filling cell C13 using the mixed reference formula

210
You will notice that in the above worksheet while references to columns C and E cells change, the
references to cell addresses D4 and D5 remain fixed. This combination of relative referencing with
absolute referencing is called mixed referencing.

PRINTING A WORKSHEET
To print a sheet, select File  Print. The following window will appear.

Fig. 9.54: The Print dialog box

The Print dialog box provides options to print All sheets, Selected sheets, or even Selected cells. You can
even set the page range. If required, you can print multiple copies.

FUNCTIONS
A function is a predefined
formula. It also begins
with an equal to (=) sign
followed by the function
name and its arguments—
for example, SUM(15,
20). The name describes
what (type of calculations)
the function can do.
The arguments provide
the values on which the
function works.
A function always
returns some value. For
example, the function

Fig. 9.55: Sample table for testing SUM(), MIN(), MAX(),

and AVERAGE()
211
 AVERAGE(10, 20) return a value 15, which is the average of the two values provided (i.e. 10 and 20).
Some of the commonly used functions are SUM(), MIN(), MAX(), and AVERAGE(). To understand
these functions, let us create a table as shown in Fig. 9.55.
Let us now use the following functions to fill the empty cells in the above table.
SUM() function
The SUM() function is used to find the sum of value in a given range of cells.
Syntax: =SUM(Cell Range)
Write the formula as shown:
C11: = SUM (C3:C9)
E11: = SUM (E3:E9)
MAX() function
The MAX() function is used to find the maximum value in a given range of cells.
Syntax: =MAX(Cell Range)
Write the formula as shown:
D14: = MAX (C3:C9)
E14: = MAX (E3:E9)
MIN() function
The MIN() function is used to find the minimum value in a given range of cells.
Syntax: =MIN(Cell Range)
You can use this function in the
same way as you used the MAX()
function.
AVERAGE() function
The AVERAGE() function is used
to find the average of values in a
given range of cells.
Syntax: =AVERAGE(Cell
Range)
Write the formula as shown:
F14: = AVERAGE(C3:C9)
G14: = AVERAGE(E3:E9)
The table now looks as shown in
Fig. 9.56.

Fig. 9.56: Table demonstrating the effect of SUM(), MAX(),

and AVERAGE()

212
 Try it out
t s
Look at the following expense statement. Write formulas to calculate the Total Expenses,
Max Expense, Min Expense, and Average Expense and display them in cells C9 to C12.

Try it out
t s
Create a table of marks obtained in different subjects by all the students in your class. Calculate the
aggregate and average marks obtained by each student. Also, find out the lowest and highest marks
obtained in each subject.

IF function
IF function is one of the most powerful and useful spreadsheet functions. It can fill the cells in a
worksheet based on evaluating a condition.
The syntax of this function is IF (test; value1; value2).
The IF functions tests the given
condition. If the condition is true,
value1 is displayed. If the condition is
false, value2 is displayed in the cell.
Let us consider the following table
which includes a Grade column. A
student is given grade A+ if his or
her test percentage is more than 80
else he or she is given grade A.
Write the following formula in cell G3:
=IF(F3>80; “A+”; “A”)
Copy the formula to the cells in
the range G4:G9. You will get the
following result.

Fig. 9.57: Sample table demonstrating use of IF function

213
 Fig. 9.58: Table demonstrating use of IF function

INSERTING A TABLE IN A WORKSHEET

It is possible to insert a database table in a worksheet. To do so in OpenOffice Calc, follow the steps
given below.
1. Open a new spreadsheet in OpenOffice Calc. Select View  Data Sources or press the F4 key. The
Data Sources pane opens at the top of the Calc window.

Fig. 9.59: Opening the Data Sources pane

214
2. The left pane displays a list of databases.
3. Double click a database and double click Tables to see the list of tables in the database.
4. Right-click the table name and select Copy.
5. In the Calc spreadsheet, place your cursor at the location to insert the database table.
6. Click Edit  Paste.
7. You can also filter the table data before copying it into Calc. To do so:
a. Select Data    Filter    Standard Filter.
b. T
 o copy the filtered data into Calc, drag the blank top-left corner of the table from the Data
Sources right pane to an empty spreadsheet cell.

CHARTS
A chart is a graphical representation of data. Charts are the easiest way to understand and analyse data
as one can easily understand patterns and trends illustrated in the chart that are difficult to understand
in other cases.
OpenOffice.org Calc allows you to create charts from your worksheet data.
To insert a chart in Calc, follow the steps given below:
1. Select Insert  Chart.
2. The following window will appear.

Fig. 9.60: The Chart Wizard

3. Select the Chart Type, say Column, and press Next.

4. Select the data range, mention the range of values, and click Next.

215
 Click here to
menon the
cell range.

Fig. 9.61: Choosing data range

5. In the next window, mention the data ranges for the x-axis and y-axis respectively. Now, press Next.

Fig. 9.62: Customising data ranges

6. Provide appropriate Title, Subtitle, and x- and y-axis titles, as shown in Fig. 9.62, and click Finish.

Fig. 9.63: Providing titles

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7. The document will appear as shown in the following figure.

Fig. 9.64: Spreadsheet with the chart

Different types of charts

You can create different types of charts depending on your requirement.
Pie charts
Pie charts are used to pictorially represent a single data series. They show proportional size of items
that make up the series. For example, a pie chart is a good tool to show the percentage of your total
daily calorie intake in one day.
In the table discussed above, you can calculate the average marks obtained by the students and
represent them on a pie chart as shown below. Each portion on the pie chart represents the marks
obtained by a student out of the total marks obtained by all the students.

Fig. 9.65: Pie chart

217
 Column charts
Column charts depict comparisons between different items of
data with each column representing the value of one item of data.
An example of this would be comparison between the calories
intake of one person with that of another person.
You can show a comparison of the aggregate marks obtained by
different students (in the previous table) using a column chart, as
shown in Fig. 9.65.
Fig. 9.66: Column chart
Bar charts
The only difference between bar charts and column charts is
that the former run horizontally on the page instead of vertically,
which is the case in a column chart.
The same table can be represented in a bar chart as shown in Fig.
9.66.

Line charts
Line charts show trends over a given period of time. Each line
in graph depicts the changes in the data value of one item. For Fig. 9.67: Bar chart
example, one can show the sprouting, germination and growth of
a garden pea plant under favourable conditions over a period of
several weeks
The variation in aggregate marks obtained by different students
can be represented by a line chart as shown in Fig. 9.67.

Fig. 9.68: Line chart

Area charts
An area chart shows values as points on the y-axis and categories on the x-axis. A line connects the Y
axis values of each data series. The area between two lines is filled with a colour. The main aim of this
chart is to highlight the changes from one category to the next.
The aggregate marks data can now be represented in an area chart as shown below (Fig. 9.68).

Fig. 9.69: Area chart

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Scatter charts
An XY chart is basically based on one data series containing a name and lists of X and Y values. Each
value pair (X, Y) shows a point in a coordinate system. The name of the data series is based on the
Y values which is depicted in the legend.

Fig. 9.70: Scatter chart

A line chart differs from an XY scatter chart in the treatment of the category (X) data as the former
treats the input as non-numeric while the latter treats it as continuously varying numeric data. A line
chart also treats the input as categorical information or data, equally spaced along the x-axis such as
text labels to avoid any unexpected results in case the X values consist of numbers.
Fig. 9.69 shows the aggregate marks data in a scatter (XY) chart.

Wordbank

Absolute referencing: The type of referencing where the reference to a cell remains fixed
AutoFill: The option in Calc that helps to automatically generate or
complete a data series
Cell: The intersection of a row and column in a worksheet.
Cell range: A collection of cells forms a cell range
Cell referencing: Referring to a cell through its cell address
Chart: A graphical representation of data
Function: A predefined formula
Relative referencing: The type of referencing where the data cells in a formula are
referred with reference to or relative to the address of the cell
where the formula is entered
Workbook: Collection of several worksheets
Worksheet: The area in a spreadsheet where the data is written

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 We have learned

• A workbook has three sheets by default, named as Sheet1, Sheet2, and Sheet3.
• A Calc worksheet has 65,536 rows and 1024 columns.
• The default file extension for a Calc spreadsheet file is ‘.ods’.
• A spreadsheet contains data in the form of rows and columns.
• Formulas are used for performing calculations in spreadsheets.
• Formulas begin with an equal to (=) sign.
• A function consists of the function name and its arguments.
• A function always returns a value. For example, the function MIN(15, 20) returns a value 15,
which is the minimum of the two values provided.
• Mixed cell referencing uses a combination of relative and absolute cell references.
• The IF function can be used to fill data in a cell after evaluating a condition.
• Charts often make it easier to understand and analyse data.
• Pie charts are used to pictorially represent a single data series.
• Column charts are used to show comparisons between different items of data.
• Line charts are used to show trends over a given period of time.

Solved Examples
   1.  How do you insert text in a cell?    6.  What are the options under the Font Effects tab?
Ans. To insert text in a cell, just click the cell and Ans. The options under the Font Effects tab are
start entering the data. Font color, Outline, Shadow, Overlining,
Underlining, and Strikethrough.
   2.  Write the steps to insert a new column in a
spreadsheet.    7.  Which arithmetic operators can be used for
Ans. To insert a new column, just select Insert  calculations in a spreadsheet?
Column. Ans. The arithmetic operators which can be used for
calculations in a spreadsheet are +, –, *, /, and ^.
   3.  What is the quick way of formatting a cell’s
content?    8.  Name the three types of referencing in
Ans. Right-click the mouse button on the selected spreadsheet.
cell and choose Format Cells. Ans. The three types of referencing in spreadsheet
are relative referencing, absolute referencing,
   4.  In a spreadsheet, what does A2:B6 indicate? and mixed referencing.
Ans. A2:B6 specifies the cell range, i.e. the collection
of cells, A2, A3, A4, A5, A6, B2, B3, B4, B5, B6.    9.  What are the different alignments possible in a
cell?
   5.  Name any two features or tools under the Ans. The text in a cell can be aligned horizontally
Formatting toolbar and two features or tools and vertically. The options under horizontal
under the Drawing toolbar. alignment are left, center, right, and justified,
Ans. Two options under the Formatting toolbar while the options under vertical alignment are
are Bold and Italic while two tools under the top, center, and bottom.
Drawing toolbar are Text and Shapes (like line,
circle, and rectangle).

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   10.  Define worksheet. How many rows and rows and columns. There are 65,536 rows and
columns are there in a Calc worksheet? 1024 columns in a Calc worksheet.
Ans. A worksheet is the area in a spreadsheet where
the data is entered and stored in the form of

Exercises
t 1. Match the columns.

(a) A cell with a dark rectangular box. (i) Line chart

(b) A collection of worksheets. (ii) AutoFill
(c) The type of chart used to show comparison between (iii) Active cell
different items of data.
(d) The tool that helps in creating a data series. (iv) Workbook
(e) Formulas are entered here. (v) Insert menu
(f ) Data in a cell can be aligned from here. (vi) Formula bar
(g) Rows or columns can be inserted from here. (vii) Column chart
(h) In ‘Delete Contents’ dialog box, this option is selected (viii) Function
to delete only text data.
(i) The type of chart used to show a trend over a (ix) Text
given period of time.

(j) A predefined formula. (x) Format Cells

t 2. Fill in the blanks.

(a) Function used to find the sum of a cell range (f ) The toolbar containing the Cut and Paste
is called ....................... . options is called ....................... .
(b) The intersection of a row and column is (g) A Calc worksheet has ....................... rows
called a ....................... . and ....................... columns.
(c) By default, a spreadsheet file has .................... (h) The cell with dark boundaries is called
sheets. ....................... .
(d) ....................... shortcut key is used to move (i) The default alignment of number data in a
the cursor to the first cell. spreadsheet cell is ....................... .
(e) A formula always starts with ....................... (j) The ....................... tool is used to
sign. automatically generate a data series.

221
t 3. State the following as true or false.
(a) You can enter data only in an active cell. (f ) The function AVERAGE(10, 20, 30) will
(b) The default alignment of number data in a return the value 30.
cell is center. (g) In relative data referencing, the reference to
(c) The AutoFill tool helps in automatic data cells remains fixed.
generation of a data series. (h) The formula =D5+$E$6 is an example of
(d) The Default formatting command is used to absolute referencing.
format the contents of a cell. (i) D4:D10 refers to the cell range from D4 to
(e) The function MAX(5, 14, 8) will return the D10.
value 8. (j) The IF function fills a cell after evaluating a
condition.

t 4. Answer the following questions. [Very short answer type]

(a) What will be the cell address of the cell (f ) Name the dialog box that appears when you
formed by the intersection of the second delete the content of a cell.
column and the fifth row? (g) Identify the type of cell referencing in the
(b) What will be the value returned by function formula D2+F2.
AVERAGE(20, 15, 45)? (h) What does F3:F9 signify?
(c) Name the tool that is used to automatically (i) What will be the value returned by the
generate a data series. formula MAX(10, 8, 24, 16)?
(d) What is the first character you put while (j) Name the function that is used to fill a cell
inserting a formula? after evaluating a condition.
(e) Name the right-click menu option that is
used to format the content of a cell.

t 5. Answer the following questions. [Short answer type]

(a) Write down the steps to insert an extra row (d) What is the difference between a worksheet
and column in a worksheet. and a workbook?
(b) How can you align the text in a cell to left, (e) Explain the IF() function with the help of an
centre, or right? example.
(c) Explain the difference between line chart and (f ) Identify the formula in the cell C11.
scatter chart?

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 (g) What will be the cell address of the cell (iv) Seventh row and sixth column
formed by the intersection of the following: ........................
(i) first column and second row (v) Eleventh row and eleventh column
........................ ........................
(ii) Fourth column and third row (h) In the following spreadsheet, cell A3 and B3
........................ contain numbers while cell C3 contains a
(iii) Ninth row and second column formula.
........................

What will happen to the value displayed in cell C3 when:

(i) content of cell B3 is changed to 12 and
(ii) content of cell A3 is deleted?

t 6. Answer the following questions. [Long answer type]

(a) Differentiate between the following: (b) Explain the following functions in a
(i) Formatting toolbar and Standard spreadsheet along with examples:
toolbar (i) SUM()
(ii) SUM() and IF() functions. (ii) AVERAGE()
(iii) Cell and Cell Range. (c) What is cell referencing? Compare
(iv) MAX() and MIN() functions. relative referencing with mixed and absolute
referencing.

223
 (d) Create the following table and answer the (iii) Draw a chart to show a comparison of
questions that follow. total marks scored by each student.
(i) Identify the formula in cell G5 and fill (e) Look at the spreadsheet given here and
the cells in the range G6:G9. answer the questions that follow.
(ii) Find the highest marks scored in each
subject and fill them in the respective
cells in the range C11:F11.

(i) What will happen when the formula (v) What will be the value in cell D2 when
=B2+C2 is entered in D2? the content of C2 is deleted?
(ii) What will happen when the formula of (f ) The company High Life Fashions maintains
the cell D2 is copied to the cell D4? the salary details of their employees in a
(iii) What will happen when the formula spreadsheet as shown below. The spreadsheet
of the cell D2 is modified to shows a sample data of only 7 employees.
=$B2+$C2? Based on the information provided in the
below spreadsheet, answer the following
(iv) What will happen when the formula of questions.
the cell D2 is copied to the cell E4?

(i) Calculate the DA for each employee as NET SALARY = BASIC + HRA +
follows: DA - PF
DA = 10% of BASIC + HRA Show the output in column F.
Show the DA in column D. (iii) Find the maximum NET SALARY and
(ii) Calculate the net salary for each display the output in cell F9.
employee as follows:

224
 (g) Answer the questions based on the table roll number 1. Copy this formula to
given above. other cells in column J to display the
(i) Write the formula to find the lowest percentage for all other students.
marks in English in cell F9. (iv) Write the formula in cell K2 to display
(ii) Copy the formula to cells G9:I9 to the grade as A+ if the percentage
calculate the lowest marks in hindi, is greater than 80 otherwise display
maths, and computer. A – . Display the grades for all other
students.
(iii) Write the formula in cell J2 to calculate
the percentage for the student having

t 7. Select the correct alternative(s).

(a) All formulas in a Spreadsheet start with (ii) =Add(A1+A2)
(i) % (iii) =together(A1+A2)
(ii) + (iv) =A1 plus A2
(iii) = (e) To make a value in cell C1 10% smaller than
the value in C2, we enter the formula
(iv) –
(b) The division symbol is (i) =C2*1.10
(ii) =C2*110
(i) /
(iii) =C2%10
(ii) D
(iv) =C2*.90
(iii) \
(iv) ) (f ) In a spreadsheet, an active cell in indicated by
a
(c) The multiplication arithmetic operator is
represented by (i) Wide border

(i) ^ (ii) Blinking border

(ii) * (iii) Dotted border

(iii) / (iv) None of the above

(iv) X (g) You can print

(d) Which of the following options shows the (i) A range of cells by range name
correct formula to add two cells (say, A1 and (ii) An entire worksheet
A2)?
(iii) A single worksheet
(i) =A1 + A2
(iv) All of the above
225
 (h) The cell reference for a range of cells that (ii) Column F row 5
starts in cell A1 and goes over to column F (iii) Function available in cells
and down to row 7 is
(iv) Function key F5
(i) A1–F7
(o) Which of the following displays the contents
(ii) A1.F7 of an active cell?
(iii) A1,F7
(i) Cell
(iv) A1:F7
(ii) Menu bar
(i) The advantage(s) of using a spreadsheet are:
(iii) Formula bar
(i) Calculations can be done automatically
(iv) Name box
(ii) Changing data automatically updates
(p) You can insert labels for
fomulas and calculations
(iii) provides more flexibility to work with (i) All the data markers on a chart
large data (ii) A data series
(iv) All of the above (iii) A selected data marker
(j) The intersection of a row and column is (iv) All of the above
called (q) A group of cells is called
(i) A cell (i) Range
(ii) Data (ii) Group
(iii) A field (iii) Formula
(iv) An equation (iv) Range address
(k) The three types of data found in a (r) The drag and drop method can be used to
spreadsheet are
(i) Delete cell contents
(i) Data, words, and numbers
(ii) Add cell contents
(ii) Equations, data, and numbers
(iii) Copy cell contents
(iii) Words, numbers, and labels
(iv) All of the above
(iv) Numbers, formulas, and labels
(s) Which of the following types of software
(l) The easiest method to select a column is to represents data in rows and columns?
(i) Click the column heading (i) Drawing
(ii) Drag from the top cell in the column to (ii) Spreadsheet
the last cell in the column
(iii) Presentation
(iii) Click the column label
(iv) Word processing
(iv) Double-click any cell in the column
(t) What is the correct sequence of events to
(m) The key you press so that the cell accepts the remove a spreadsheet from a workbook?
entered data as its contents is
(i) Go to File    Save As    Save As
(i) Tab
Type    Excel worksheet
(ii) Insert
(ii) Right-click the spreadsheet and select
(iii) Enter Insert    Entire Column
(iv) Ctrl + Enter (iii) Right-click the Sheet tab and select the
(n) The cell labelled F5 refers to Delete sheet option
(i) Row F column 5 (iv) None of the above

226
 (u) Each spreadsheet is called a workbook (v) Which of the following types of charts can be
because added to a spreadsheet?
(i) It can be modified. (i) Line graphs and pie charts only
(ii) It can contain text and data. (ii) Only line graphs
(iii) It can contain many sheets including (iii) Bar charts, and line graphs only
worksheets and chart sheets. (iv) Bar charts, line graphs, and pie charts
(iv) You have to work hard to create it.

l Lab Exercise
c Create the following sheet.

(i) Find the DA of all the employees, (iv) Find the highest and lowest salary and
which is 15% of their salary. store the result in the cells F9 and F10,
(ii) Find the HRA of all the employees, respectively.
which is 30% of their salary. (v) Find the average salary of all employees
(iii) Find the total salary which is the sum of and store the result in cell D10.
Salary + DA+HRA.

If you enter formula =A1+$A$2 in cell A4 and then copy it to cell C3, what will
the formula copied to C3 look like?
s

227
 10 Introduction to Python

We will learn about

• Programming languages • Inserting comments
• Python • Using escape sequence
• Python development environment • Writing programs using operators
• Writing and running a Python program

PROGRAMMING LANGUAGES
Programming languages allow us to talk to computers. A programming language is a set of words,
commands, symbols, and rules that are used to write instructions for the computer or create software
programs. A program is a set of instructions written for the computer to perform a specific task.
Programming languages can be classified into three categories: machine language, assembly language,
and high-level languages.

Machine language
Machine language is the native language of a computer. It is hardware dependent. Each type of
computer machine will have its specific machine language.
A computer understands only binary digits (0 and 1). So instructions in machine language are written
using binary digits. The instructions written using machine language can be executed directly by the
CPU. Programming in machine language is a difficult task.

Assembly language
Assembly language uses mnemonic abbreviations (such as ADD and MOV) for writing instructions. It
is also machine specific.
A program written in assembly language needs to be translated into machine code before execution.
This is done by a software program called assembler.

High-level languages
High-level languages are easy to read and understand as they resemble human languages. C, C++,
Java, and Python are examples of high-level languages. They use English language words for writing
statements.
Programs written in high-level languages must be translated into a machine code before execution.
This can be done by either a compiler or an interpreter.

228
A compiler translates the entire program into a machine code in one go. An interpreter translates
one line of the code at a time. C, C++, and Java are examples of compiled languages. Perl, PHP, and
Python are examples of interpreted languages.

INTRODUCTION TO PYTHON
Python is a high-level programming language. It was developed by Guido van Rossum in the early
1990s at Stichting Mathematisch Centrum, Netherlands. When Guido began implementing Python,
he was also reading a BBC comedy series—Monty Python’s Flying Circus from the 1970s. Van
Rossum thought of having a short, unique, and slightly mysterious name for the language. So he
decided to call the language Python.
Python is an interpreted language. It uses an interpreter to interpret and run one instruction at a time.

Features of Python
There are several features of Python that make it a popular and powerful programming language. Let
us learn about some of these features.
Simple: Python uses simple English language words. It makes Python programs easy to understand.
Python programs are also shorter than some other popular languages.
Let us look at the following Java program to print Hello world on the screen.
public class HelloWorld
{
public static void main (String[] args)
{
System.out.println(“Hello world!”);
}
}
The same program can be written in Python with just a single line of code.
print(“Hello world!”)
Interpreted: Python is an interpreted language. It means the code written in Python is executed line
by line. This makes it easier to debug the code.
Easy to learn: Python has a simple syntax, which makes it easy to code in Python. People with no
programming background can also easily learn to program using Python.
In Java, every statement must terminate with a semicolon (;). In Python, end of a line means the end
of the statement.
System.out.println (“Hello world!”); (Java)
print(“Hello world!”) (Python)
Open-source programming language: Python has been developed under an open-source license,
which makes it freely usable and distributable.
Portable: Python is a portable programming language. The same Python program can be run on
different platforms without requiring changes.
229
 Object-oriented programming: Python is an object-oriented programming language. It makes use
of objects. An object provides the ability to reuse the same piece of code over and over again.
Embeddable: The Python programs can be combined with programs written in other languages such
as C, C++, and Java.

PYTHON DEVELOPMENT ENVIRONMENT

Python’s default installation comes with the Python interpreter and an integrated development and
learning environment (IDLE).
The Python interpreter translates Python code into a form that is understood by the computer.
IDLE is the standard development environment. It provides the environment to write and run
programs. It works in two modes—the interactive mode and the script mode.
The interactive mode is useful for running a single line of code. It displays the results automatically.
The script mode lets you work with more than one line of code. You can save the file or script and
run the code.

Interactive mode
To open IDLE in interactive mode, follow the steps given
here.
1. F
 rom the Windows Start menu, select IDLE (Python
3.6 32-bit).
2. T
 he interactive mode window (Python Shell) appears as
shown below.

Fig. 10.1: Starting IDLE

Fig. 10.2: Interactive window

I n the interactive mode, the command (instruction) is given at the command prompt (>>>). The
command executes when the programmer presses the Enter key.

Script mode
To start the script mode, follow the steps given here:

230
1. Click the File menu in Python Shell.

Fig. 10.3: File menu in Python Shell

2. Select the New File option to open the following script window.

Fig. 10.4: New script window

3. W
 rite the complete code and save the file. The file is saved with .py extension. To see the output,
run the script by pressing the F5 key or click on the Run menu and select the Run Module option.

Fig. 10.5: Run command

231
 WRITING AND RUNNING A PYTHON PROGRAM
Interactive mode
Let us begin by writing a program to print the message Hello world!.
1. Open IDLE and type the following line of code on the Python command prompt.
>>> print(“Hello world!”)

Fig. 10.6: Writing a program in interactive mode

2. To run the program, press the Enter key. IDLE will display the following output below the code.

Fig. 10.7: Running a program in interactive mode

Let us now try to understand the above code.
• In Python, print() is one of the basic functions. It is used to display information on the monitor.
• T
 he information to be displayed is given inside the parentheses as input to the print() function.
The input given is called the argument of the function.
• W
 hen the Enter key is pressed, the interpreter interprets the code and displays the following
message: Hello world!

Script mode
Let us write a program using the script mode of IDLE.
1. Open IDLE, click the File menu, and select the New File option in Python Shell.
2. Write the program: Type the following lines of code in the script window.
>>> print(“Hello everyone!”)
>>> print(“I’m writing this code using the script mode.”)
>>> print(“I’m sure you will enjoy coding with Python.”)

232
3. Save the program: From the File menu, select the Save option. Save the file with the name
MyPython1.py.
4. Run the program: To run the program, press the F5 key. The output is displayed in the Python
Shell as shown below.

Fig. 10.8: Running a program in script mode

Remember
• T
 o run a Python program in interactive mode,
just press the Enter key.
• T
 o run a Python program in script mode, press
the F5 key or select Run Module from the Run
menu of the script window.

Syntax
There are certain rules or syntax that one must follow while writing programs in Python.
1. P
 ython is a case-sensitive language. Here, print() and Print() are not the same. The function print()
is a predefined function in Python that starts with lowercase p.
>>> Print(“Hello world”) 
>>> print(“Hello world”) 
2. If the argument to the print() function is a string, it is enclosed within a pair of quotation marks.
>>> print(Hello world) 
>>> print(“Hello world”) 

233
 Fig. 10.9: Syntax error
3. T
 he argument to the print() function can also be a variable. If we want to print the value of the
variable, then the variable should not be enclosed within a pair of quotation marks.
>>> a=45
>>> print(“a”) 
>>> print(a) 

Fig. 10.10: Using arguments

As you can see, the command print(“a”) simply prints a as

the output. Try it out t s
On the other hand, the command print(a) displays 45 (the Open Python IDLE and write the
value of the variable a). statement:
print()
Run and see the output.
INSERTING COMMENTS
A program may contain hundreds or thousands of lines of code. It may sometimes become difficult
for others to understand such codes. Programmers use comments to describe large pieces of code.
A comment is a line of code that is ignored by the interpreter and does not display any output. It is used
to give the reader some information about the program or line of code.

234
In Python, a comment begins with the hash symbol (#). The text following the hash symbol is treated
as a comment. Let us consider the following code:
# This is a comment.
print(“Can you see the comment?”)

Fig. 10.11: Adding comments in a program

The output of the code is shown below.

Fig. 10.12: Output of the above program

You can see that the statement followed by the hash symbol (#) is ignored by the interpreter and is
not displayed in the output.

USING ESCAPE SEQUENCE

A simple print statement displays text in a single line. In certain situations, we may want to display the
text in separate lines. For this, Python provides escape sequences.
An escape sequence is a non-printable character. It is written using a backslash (\) followed by the
character. Let us consider an example to understand this. Suppose we want to display the message I am
learning Python! on the screen in the following way:
I
am
learning
Python
235
 In this case, we can write the statement as follows:
>>> print(“I \n am \n learning \n Python”)
The escape sequence \n, where n is known as the new line character, displays the text following it in a
new line. The output of the statement will be displayed as shown below.

Fig. 10.13: Using new line character

The escape sequence \t is used to add a horizontal tab space between two words and \v is used to
add a vertical tab space. The program given below depicts the use of these escape sequences.

Fig. 10.14: Using escape characters

WRITING PROGRAMS USING OPERATORS

The arithmetic operators are used to modify the values of operands. Operands are the numbers on
which the operators act. The arithmetic operators represent the basic mathematical operations such as
addition (+), subtraction (-), multiplication (*), and division (/). The Python interpreter allows you
to simply write the expressions and see the output. Consider the image shown below. It displays the
usage of all the arithmetic operators.

236
 Fig. 10.15: Using arithmetic operators

The precedence of multiplication and division is higher than addition and subtraction. Parenthesis can
be used to denote the order of calculations.

Fig. 10.16: Precedence of operators

Wordbank

Arithmetic operators: The mathematical operators used to do basic calculations such as

addition, subtraction, multiplication, and division
Assembly language: A low-level language which uses mnemonic abbreviations
Comments: The instructions that are ignored by the interpreter
Escape sequence: A non-printable character written using a backslash (\)
Machine language: Native language of a computer that uses binary digits 0 and 1
Operands: The values on which arithmetic operators act
Program:  set of instructions written to carry out a specific task on a
A
computer
Programming language: A
 set of words, symbols, commands, and rules used to write
instructions for the computer or software

237
 We have learned

• Assembler is a software program that translates an assembly language program to the machine
language.
• A high-level language uses the English language words for writing instructions.
• Python is a simple, high-level interpreted programming language.
• Python is an open-source language that is freely available.
• Python is an object-oriented programming language.
• Python’s package provides an integrated development and learning environment (IDLE) to
write and run Python programs.
• There are two modes in IDLE—interactive mode and script mode.
• The Python files are saved with .py file extension.
• The hash symbol (#) is used to add comments in Python.
• An escape sequence is a non-printable character that is written using a
backslash (\).
• The arithmetic operators can be used to do simple calculations in Python.

Solved Examples
1. Which language uses mnemonic codes? Ans. The steps to open script the mode are:
Ans. Assembly language (i) Open the interactive mode.
2. W
 hich is the native language of the (ii) Click the File menu.
computer? (iii) Select the New File option.
Ans. Machine language The script mode will be opened.
3. P
 ython is a portable language. Explain 6. W
 hat will be the output of the following
this statement. line of code?
Ans. T
 he same Python program can be run >>> print(“Hello \t world”)
on different platforms without requiring
changes. This makes Python a portable Ans. It will display the output as
language. However, we need to avoid Hello   world
platform-dependent features.
7. Are print and PRINT the same in Python?
4. W
 hich key will you use after the print
Ans. N
 o, print and PRINT are not the same in
statement to get the output?
Python as it is a case-sensitive language.
Ans. A
 fter writing the print statement, press
 hat is the function of \n escape
8. W
the Enter key to get the output on the
character?
screen.
Ans. I t displays the following text in a new
5. W
 hat are the steps to open the script
line.
mode?

238
 Exercises
t 1. Match the columns.

(a) Escape sequence (i) Hash symbol (#)

(b) Assembler (ii) Backslash (\)
(c) Comments (iii) High-level programming language
(d) Python (iv) translates the entire program into machine code
(e) Compiler (v) translates assembly language into machine language

t 2. Fill in the blanks.

(a) A set of instructions written to (e) The programs written in Python can be
carry out a specific task is called a saved in the mode.
. (f) The two modes of IDLE are
(b) IDLE stands for . and .
(c) Python is a level (g) The Python files are saved with
programming language. extension.
(d) The key is used to (h) A is a non-printable
run a program in Python. character that is written using a
backslash (\).

t 3. State the following as true or false.

(a) An assembler converts a high-level (f) Y

 ou can save a program in the
language program to a low-level language interactive mode.
program. (g) T
 he comments are ignored by the
(b) Python is a low-level programming interpreter.
language. (h) The # symbol is used to add comments
(c) Python is not an object-oriented in Python.
programming language. (i) T
 he precedence of addition is higher than
(d) Python is an open-source programming multiplication.
language.
(e) The compiler executes a program line by
line.

239
t 4. Answer the following questions. [Very short answer type]
(a) Is Python a case-sensitive language? (d) What is the function of the escape
sequence \t?
(b) What is the file extension of Python
program? (e) What is the function of the escape
sequence \n?
(c) What does the sign >>> indicate?

t 5. Answer the following questions. [Short answer type]

(a) Write the steps to save a Python program. (g) What is wrong with the following
statement?
(b) What is the syntax of the print statement?
Print (“Hello, how are
(c) How will you run a program in script
you?”)
mode? Mention the steps.
(h) Will the given statement give an output?
(d) Write a program to display the output as
If yes, write the output and if not, correct
Good Morning the statement.
(e) What will be the output of the following # I love Python
line of code?
print (“I love python”)
print (“hello \n hello \n
(i) What is an escape sequence?
hello”)
(j) D
 istinguish between interactive modes
(f) Write a program to print your name.
and script modes.

t 6. Answer the following questions. [Long answer type]

(a) Write the key features of Python (d) What are the two ways of writing and
programming language. running a program in Python?
(b) Write the steps to open the interactive (e) What are comments? How can you add
mode. comments in a Python program? Explain
with an example.
(c) Explain IDLE.

t 7. Select the correct alternative(s).

(a) Which of the following statements is (iii) M
 achine language uses English
correct? language words.
(i)  achine language uses mnemonic
M (iv) M
 achine language is hardware
abbreviations. independent.
(ii) T
 he instructions written in the
machine language can be executed
directly by the CPU.

240
 (b) Which of the following statements is (iii) PRINT (“Hello world”)
correct? (iv) print (“Hello world”)
(i) Python is a high-level language. (e) Which of the following statements is
(ii) P
 ython uses a compiler to run used to add a comment?
programs. (i) ‘ This is a comment.
(iii) E
 very statement in Python must (ii) & This is a comment.
terminate with a semicolon.
(iii) # This is a comment.
(iv) Python is a non-portable language.
(iv) * This is a comment.
(c) Which keyboard shortcut is used to run a
program in script mode?  hat is the function of \t escape
(f) W
sequence character?
(i) F2 (ii) F3
(i) It adds a vertical tab space.
(iii) F4 (iv) F5
(ii) It adds a horizontal tab space.
(d) Which of the following is the correct
syntax? (iii) It moves the text to the new line.

(i) Print (“Hello world”) (iv) I t deletes the character written after
it.
(ii) prn (“Hello world”)

l Lab Exercise
c 1. Write a program in Python and do the Save this program as MyPythonProgram on
following: your desktop.
(a) Add the numbers 10, 11, and 26. 2. Write a program in Python and do the
following:
(b) Find the difference between the numbers
90 and 57. (a) Show the use of comments.
(c) Find the square of the number 19. (b) Use all the escape sequence characters
and run the program to see the output.

• H
 ow is an interpreter different from a compiler? What is a source code s
and object code?
• What is the difference between open-source and closed-source software?

241
 Python—Variables and
11 Data Types

We will learn about

• Data types • Arithmetic operations in Python
• Variables

DATA TYPES
In real life, we come across different types of data. Let us consider a few examples.
1. T
 he name of a person is made up of a combination of letters of the English alphabet. For example,
the name Sachin consists of six letters.
2. An address consists of a sequence of characters (letters, numbers, and symbols).
3. The age of a person is expressed in numbers. For example, Sachin is 14 years old.
4. The gender of a person can be denoted by just one letter—M (for male) and F (for female).
In computer programming, data types are used to classify different types of data. A particular data type
defines the type of operations that can be performed on the data.
Each programming language has its native (built-in) data types. Python also has its own set of built-in
data types. Let us learn about some commonly used data types.

Integer
In mathematics, the integer number set includes whole numbers and negative numbers (I = […, –3,
–2, –1, 0, 1, 2, 3, …]). An integer is a numeric data type.
In Python, any number without a decimal will be considered an integer. For example, the numbers 40,
235, 0, –61, and –217 are all integers.

Floating-point number
In Python, any number expressed in decimal form is considered a floating-point number or a float. For
example, the numbers 2.4, 7.0, 13.5, 37.25, 2.175, –61.00, and –217.45 are all floats.

String
A string is a sequence of one or more characters (letters, numbers, and symbols). A string data value is
always enclosed within a pair of quotation marks.

242
Python accepts both single quotes and double quotes, provided there is consistency in the usage of
quotes. Consider the following examples of string data type.
‘Chetan’
“[email protected]”
“A-41, Mohan Cooperative Industrial Estate, New Delhi”

VARIABLES
Variables are named memory locations that are used to store data values. When a variable is declared,
some area in memory is reserved for it.
In programming languages such as C and C++, variables need to be explicitly declared before they
are used. A declaration statement specifies the data type and name of the variable. A declaration
statement may look something like this:
int a;
The above statement assigns integer data type to the variable a.

Rules for naming a variable

Python has certain rules for naming a variable.
• A variable name can only contain letters, numbers, and underscore.
• The variable name must begin with a letter or an underscore.
• Variable names are case-sensitive.
• A variable must not contain reserved words.
• A variable name cannot contain any space.

Assigning a value to a variable

In Python, there is no need to explicitly declare the data type of a variable. The declaration happens
automatically when a value is assigned to the variable.
The assignment (=) operator is used to assign a value to a variable. The general syntax for assigning
value to a variable is as follows:
variable_name = value
Look at the following examples.
name = “Pallavi” (Assigning a string value to the variable name)
age = 15 (Assigning an integer value to the variable age)
var1 = 10.50 (Assigning a float value to the variable var1)

243
 Printing the value of a variable
We can use the print statement to display the value stored in a variable on the screen.
The syntax for this is as follows:
>>> print (variableName)
Remember that if the argument to the print() function is a variable, then the variable is not enclosed
within quotes.
Let us understand this with the help of the following examples.
1. Let us assign some value to a variable counter and print its value.
>>> counter = 10 (Assigning a value to the variable counter)
>>> print (counter)
The output of the above code is shown below.

Fig. 11.1: Assigning a value to a variable

2. The following code assigns a floating-point value to the variable var1 and then prints its value.
>>> var1 = 10.1
>>> print (var1)
The output of the code is shown below.

Fig. 11.2: Assigning a floating-point value to a variable

244
3. The following code assigns a string value to the variable name and then prints its value.
>>> name = “Rahul”
>>> print (name)
The output of the previous code is shown below.

Fig. 11.3: Assigning a string value to a variable

4. We can embed the value of a variable at the end of a string. Consider the following program.
>>> name = “Rahul”
>>> print (“My name is”, name)
The output of this program is shown below.

Fig. 11.4: Embedding value of a variable at the end of a string

245
 String concatenation
String concatenation means adding or combining two strings. The plus (+) sign can be used to
concatenate strings. Let us understand this through the following example.
>>> first_name = “Rahul”
>>> last_name = “Verma”
>>> full_name = first_name + last_name
>>> print (full_name)
The output of the previous program is shown below.

Fig. 11.5: String concatenation

As you can see, the plus operator simply combines the two strings. However, by default there is no
space between the two strings Rahul and Verma.
Python has a way to deal with this problem. We can add a white space character between the two
strings as shown below.
>>> first_name = “Rahul”
>>> last_name = “Verma”
>>> full_name = first_name + “ ” + last_name
>>> print (full_name)
The output is shown in the image given below.

246 Fig. 11.6: String concatenation with space

String subset
A subset is a part of a string. There are two operators used to extract a substring from a string. These are
the index operator ([]) and the slice operator ([:]). The index operator is used to access an element in a
string. The syntax of the index operator is shown below.
string[index]
Here, the index is the integer value that denotes the index of the item you wish to access. The index of
a string begins with 0 and goes to -1, which marks the end of the string.
The slice operator returns the substring from the nth character to the mth character. This range
includes the nth character but excludes the mth character. The syntax of the slice operator is as follows:
slice[n:m],
where n and m both are integer values.
Try it out
The following program explains the t s
Create a string variable as
usage of the index and the slice
operator. name = “programming language”

>>> name = “Rahul Verma” Run the following statements and note down the
output.
>>> print (name[2])
1. print (name[:5])
>>> print (name[2:5])
2. print (name[3:]

The output is shown in the image given below.

Fig. 11.7: Using slice operator

247
 ARITHMETIC OPERATIONS IN PYTHON
Python uses the following operators for the basic arithmetic operations.
Operator Name of operation Description
+ Addition Adds the two operands
– Subtraction Subtracts the right operand from the left operand
* Multiplication Multiplies the two operands
/ Division Divides the left operand by the right operand
Modulus Returns the remainder of the division of the left
%
operand by the right operand
Let us take some examples to make use of these operators in Python.
Program 1. Write a program to add the numbers 30 and 50 and print
their sum.
>>> num1 = 30
>>> num2 = 50
>>> sum = num1 + num2
>>> print (“The sum of the two numbers = ”, sum)

Fig. 11.8: Program to add two numbers

Program 2. Write a program to print the area of a rectangle with length = 8 cm and width
= 10 cm.
>>> length = 8
>>> width = 10
>>> area = length * width
>>> print (“The area of rectangle = ”, area, “sq cm”)

248
 Fig. 11.9: Program to print area of a rectangle

Wordbank

Data type: Classification of the type of data

Float: A numeric data type that consists of decimal numbers
Integer: A numeric data type that includes numbers without a decimal
String: A sequence of characters
Variable: A named memory location that is used to store data

We have learned

• In computer programming, data types are used to classify different types of data.
• The data types available in Python are: integer, floating-point number, and string.
• The decimal number is considered as floating-point number.
• In Python, there is no need to explicitly declare a variable.
• Combining two or more strings together is called string concatenation.
• The plus operator (+) is used to concatenate two strings.
• T
 he basic arithmetic operators such as + , -, *, /, and % are used to perform arithmetic
operations.

249
 Solved Examples
1. Define a variable. 6. E
 xplain with an example, how you
can add space while concatenating two
Ans. A
 variable is a location in memory that
strings.
has a name and is used to store data or
information. Ans. T
 o add a space between two strings, the
double quotation marks “ ” are used. For
2. What are data types?
example, the statements
Ans. D
 ata types are used to classify different
>> str1 = “Ajay” + “ “ +
>
types of data.
“Sharma”
3. W
 hat is the syntax of assigning a value to
>>> print (str1)
a variable?
will print the output as ‘Ajay Sharma’.
Ans. T
 he syntax of assigning value to a variable
is 7. W
 hat is an index operator? Write its
syntax.
variable_name = value
4. W
 rite a program to define two variables Ans. T
 he index operator is used to access an
element in a string. The syntax of the
‘varl’ and ‘var2’ with values as 10 and 20
index operator is
respectively. Also, add the numbers and
print their sum. string[index]
Ans. >>> var1 = 10  ere, index is the integer value that
H
denotes the index of the element you
>>> var2 = 20
wish to access.
>>> sum = var1 + var2
8. What is a slice operator? Write its syntax.
>>> print (“The sum is”,
Ans. T
 he slice operator returns the substring
sum)
from the nth character to the mth
5. W
 rite a program to display the area of a character. This range includes the nth
square. Take the side of the square as 10 character but excludes the mth character.
cm. The syntax of the slice operator is
Ans. >>> side = 10 slice[n:m]
>>> area = side * side where n and m both are integer values.
>>> print (“The area of the
square =”, area,“sq cm”)

250
 Exercises
t 1. Match the columns.

(a) Float (i) valid variable name

(b) plus operator (+) (ii) invalid variable name
(c) Integer (iii) A numeric data type consisting of decimal numbers
(d) _alex (iv) Used to concatenate two strings
(e) 123var (v) A numeric data type consisting of numbers without decimals

t 2. Fill in the blanks.

(a) A ___________ is a named memory (d) The ___________ data type is used to
location used to store data. store floating-point numbers.
(b) The ___________ operator returns the (e) A variable name can begin with a letter or
substring from mth to nth character. an _________.
(c) The __________ symbol is used to (f) The joining of two or more strings is
concatenate strings. called _____________.

t 3. State the following as true or false.

(a) In Python, data types are not explicitly (d) A variable name can contain space.
declared. (e) _123 is a valid variable name.
(b) The greater than (>) symbol is used to (f) T
 he number data types include integer as
assign a value to a variable. well as floating point values.
(c) The print statement without quotes
prints the value of a variable.

t 4. Answer the following questions. [Very short answer type]

(a) What are the two operators used to store decimal values?
extract a subset from a string? (e) Which operator is used to perform string
(b) How will you define an integer variable? concatenation?
(c) Which operator is used to assign a value (f) Is the variable name 123 valid?
to the variable? (g) What are the two numeric data types in
(d) Which data type in Python is used to Python?

251
t 5. Answer the following questions. [Short answer type]
(a) What is the use of index operator? (d) What is the use of slice operator? Explain
Explain with an example. with an example.
(b) How can you define a floating-point (e) Consider the string given below:
number in Python? >>> str1 = “I love Python!”
(c) Write V for valid and I for invalid variable  rite the output of the following lines of
W
names. code.
(i) _abc (ii) ABC (i) str1[5] (ii)  str1 [3:7]
(iii) 1&f (iv) 2var (iii) str1 [:5]
(v) Variable (vi) #var1

t 6. Answer the following questions. [Long answer type]

(a) How declaring a variable is different in (e) Write a program to define sides of a
Python than other languages? triangle as 10, 20, and 30 respectively.
Find the perimeter of the triangle and
(b) What is string concatenation? Explain
display the result.
with an example.
(f) W
 hat are the operations associated
(c) What are the rules for naming a variable
with the string data type? Explain with
in Python?
examples.
(d) Write a program to subtract two numbers
and display their output.

t 7. Select the correct alternative (s).

 onsider the given statement and answer the
C (c) What will be the output of the following?
questions (a) to (c). >>> print (str1[2:9])

>>> str1 = “Python is a (i) thon is (ii) on is
programming language”
(iii) on i (iv) Python
(a) What will be the output of the following?
(d) Which of the following is an invalid
>>> print (str1[:5]) variable name?
(i) Python (ii) Pyth (i) _A12 (ii) #67B
(iii) Python i (iv) Pytho (iii) Abc_1 (iv) _abc
(b) What will be the output of the following? (e) Which of the following statements
>>> print (str1[5:]) represents string concatenation?
(i) Python is a programming language (i) str3 = str1 – str2
(ii) thon is a programming language (ii) str3 = str1 * str2
(iii) n is a programming language (iii) str3 = str1 + str2

252
(iv) on is a programming language (iv) str3 = str1 / str2
l Lab Exercise
c 1. Make a Word file and write all the side of the triangle as 5). [Hint: use x **
important points required to create a 0.5 to find the square root of x]
variable and assign a value to the variable. 3. W
 rite a program in Python to calculate
Format the document using as many the total marks obtained by you in all the
features as you can. subjects. Also, find the average marks and
2. W
 rite a program in Python to calculate percentage.
the area of an equilateral triangle (take

· Sunita was working with Python. She wrote the following statements:
s
>>> counter = 10
>>> print (counter + 3)
Will the statements run? If yes, give the output.
· Consider the given statements and write the output.
>>> x = 3
>>> y = x + 1
>>> x = 2
>>> print (x, y)

253
 12 Introduction to Scratch

We will learn about

• Starting Scratch • Saving a project
• Parts of the Scratch window • Opening an existing project
• Creating simple scripts • Exiting from Scratch

A computer can do many amazing things. However, we need to instruct the computer what to do
and how to do it. The language in which the instructions for the computer are written is called a
programming language. There are many programming languages available. In this chapter, we will learn
about Scratch programming language.
Scratch is a visual programming language. It helps children to learn programming concepts in a fun
and interactive way. It is an open-source application, which is freely available and can be downloaded
from the URL https://scratch.mit.edu/download/. The current version of Scratch is 2.0.
Using Scratch, children can create interactive stories, games, and animations. It has a no-code
interface, which indicates that children or users don’t have to write program codes. As an alternative,
they have to drag and drop the blocks and connect them together. Each block has a specific command
and unique function.

STARTING SCRATCH
After downloading and installation, click the Start button and then select the Scratch 2 option.
Did You Know?

The Scratch was developed

by Kindergarten group at
Massachusetts Institute of
Technology (MIT). The group
Fig. 12.1: Starting Scratch
was led by Mitchel Resnick.

254
Alternatively, double-click on the Scratch icon on the desktop. The Scratch editor interface will
appear.

PARTS OF THE SCRATCH WINDOW

The Scratch window contains many parts. Let us learn about these different parts of the Scratch
screen.
Menu bar

Stage Scripts
area

Sprites pane Blocks palette

Fig. 12.2: Scratch window

Menu bar
The Menu bar is located at the top of the window. It shows commands to use the project.

Fig. 12.3: Menu bar

Green flag
Stage
Stage is the area where you
preview the project. It shows an Stage button
orange cat that is known as the
sprite. You can move, resize, or
Red button
make it play sound.
The bar above the stage has
following three icons.

Fig. 12.4: Stage area

255
 Stage button: It lets you switch between the default stage window and the full-screen mode.
Green flag: It is present on the right and is used to run the program codes (scripts) in the project.
Red button: It is used to stop a script.

Sprites pane
The Sprites pane shows thumbnails i icon
of all sprites in the project. To select a
sprite, click the sprite in the Sprites list. Sprites list
The letter i on the top left of a sprite
can be clicked to view its info. It also
shows the coordinates of the sprite in
the Cartesian plane. Fig. 12.5: Sprites pane
Adding a sprite
Choose sprite Upload sprite
The cat is the default sprite in Scratch. from library from file
The bar above the Sprites pane can be
used to add new sprites. It has four icons New sprite from
camera
that provide different options for adding a
sprite. Paint new sprite

Fig. 12.6: Options to add a new sprite

Choose sprite from library: This option is used to insert a sprite from the Scratch Library. When
you click this icon, the Sprite Library opens up. Choose the desired Category on the left and select the
sprite. Click OK to insert the sprite.

Fig. 12.7: Sprite library

256
Paint new sprite: This
option lets you draw a
new sprite. When you
click this button, the Paint
Editor opens on the right.
Draw the new sprite in the
Paint Editor. The new sprite Paint editor
gets automatically added to
the Sprites list.

Fig. 12.8: Painting a new sprite

Upload sprite from file:
This option lets you add a sprite saved on your computer. When you click this button, the Select file(s)
to upload dialog box opens up. Select the file you wish to insert and click the Open button. The selected
file will be added to the Sprites list.

Fig. 12.9: Select file(s) to upload dialog box

New sprite from camera: This button lets you add a sprite using your webcam by clicking a picture.
Adding a backdrop
Backdrop is the background of the stage
area. There are four options to add a
backdrop to a stage.
Paint new
Choose backdrop from library: This
backdrop
option lets you add a backdrop from the
Backdrop Library. On clicking this button, Choose backdrop New backdrop
the Backdrop Library opens up. Select from library from camera
the desired backdrop and click the OK
button.
Upload backdrop
Paint new backdrop: This option lets from file
you draw the backdrop. On clicking this Fig. 12.10: Options to add a new backdrop
257
 option, the Paint Editor opens. You can draw the
backdrop and use it.
Upload backdrop from file: This option Scripts tab
lets you use an image saved on your computer as the
backdrop.
New backdrop from camera: This option lets Block palette
you click a picture (using a webcam) and use it as
the backdrop.

Scripts tab
The Scripts tab opens up the Blocks Palette. The
Blocks Palette contains different fragments (blocks) Commands
of code. These code fragments are divided into ten Fig. 12.11: Scripts tab
groups of differently coloured blocks.
Script (Block palette) Description (Actions)
Motion Defines the motion of the sprite like move, turn, and set position
Makes sprite say, think, show, hide, switch pose, backdrop, and change
Looks
colour
Sound Plays different sounds, change volume, and add tempo
Pen Helps to draw (You can keep the pen down and draw images.)
Data Creates a variable name for the sprites
Events Helps control when to run certain scripts
Control Controls statements like if-then, if-then-else, wait, and repeat loops
Sensing Enables the programs to be responsive and enables us to do animations
Helps compute using arithmetic expressions, check for complicated
Operators conditions using logical operators, and draw a random figure or make
random moves or turns—with the same code.
More Blocks Helps create our own blocks
Upload costume
Scripts area from file
New costume from
The Scripts Area is where all scripts are created.
camera
The blocks from the Blocks Palette are dragged
into the Scripts Area to create scripts. To run a
block, click it.

Costumes tab Choose costume

from library
The Costumes tab lets you change the
appearance of a sprite. It also allows you to Paint new
change the size of the sprite and the direction costume
it faces. There are four different options to
add a costume.
Choose costume from library: It lets you add
a costume from the Costume Library.

258 Fig. 12.12: Costumes tab

Paint new costume: It lets you draw a new costume in the Paint Editor.
Upload costume from file: It lets you add an image stored on your computer.
New costume from camera: It lets you take a picture and add it.
To delete a costume, select it in the Costumes Area and click the cross (x) button on the top right
corner of the costume. Alternatively, you can right-click the costume and select the delete option.
You can also make a copy of a costume
by right-clicking on it and selecting Record new
sound
the duplicate option. Upload sound
from file
Sounds tab
The Sounds tab allows sound to be added to
a sprite. Click the sprite and then click the
Sounds tab. It displays various options to Choose sound
add sound. from library

Choose sound from library: Clicking this

option, opens the Sound Library. You can
select a category on the left and choose a
sound. To preview the selected sound, click
the Play () button. Click the OK button to
add the selected sound to the sprite. Fig. 12.13: Options to add sound

Fig. 12.14: Sound library

259
 Record new sound: This option lets you record sound and add it to the script.
Upload sound from file: This option lets you upload an audio file stored on your computer. When
you click this option, the Select file(s) to upload dialog box opens up. Choose the file you wish to upload
and click Open.

Fig. 12.15: Recording new sound Fig. 12.16: Select file(s) to upload dialog box

CREATING SIMPLE SCRIPTS

To create a script in Scratch, you need to drag code blocks from the Block Palette and drop them into
the Scripts area. Let us now learn how to create simple scripts.

Moving a sprite
The Move block is used to move a sprite, as shown in the following steps:
1. Select the Motion group of blocks from the Scripts tab.
2. D
 rag and drop the block into the Scripts Area. In this block, we need to specify the
number of steps by which the sprite should move. The default is 10 steps.
3. Click the block to run the script. The cat will move forward by 10 steps.
4. Change the number of steps to 50.
5. Again click the block. The cat will now move forward by 50 steps.
6. Now change the number of steps to –50.
The negative number will make the cat move in the opposite direction.
To remove a block from the script, you could simply drag a block from the script and drop it back in
the toolbox area or right-click the block and select the delete option.

Changing the direction of a sprite

The following steps show how to change the direction Try it out
of a sprite. Open a new Scratch project. Drag the
1. D
 rag and drop the block into the block into the Scripts Area.
o
Scripts area. We need to specify the angle by which Change the angle of rotation to 180 . Now,
the sprite should rotate. The default value is 15o. observe the output.

260
2. Click the block. The sprite will turn clockwise by 15o.
3. To turn the sprite by 90o, change the angle of rotation to 90o.
4. Drag and drop the block into the Scripts Area.
5. Click the block. The sprite will turn anticlockwise by 15o.

Drawing on the stage

We can draw on stage using the pen down block under the Pen group. Let us write some scripts to draw
on the stage.
Example 1: To draw a horizontal line
1. Drag the block from the Pen group into the Scripts Area.
2. From the Motion group, drag the block and plug into the block.
3. Change the steps in the move block to 100.
4. Click the blocks. A horizontal line is drawn on the stage.

Fig. 12.17: Drawing a horizontal line

Example 2: To draw a vertical line

1. From the Motion group, drag the block. Change the angle of rotation to 90o.
2. From the Pen group, drag the block into the Scripts Area.
3. From the Motion group, drag the block and plug it into the block.
4. Change the steps in the move block to 100.
5. Click the blocks. A vertical line is drawn on the stage.

261
 Fig. 12.18: Drawing a vertical line

Example 3: To draw a square

To draw a square, drag the blocks in the given order and plug them together.
1. Drag the block from the Pen group.
2. S
 elect the Motion group and drag the block. Plug it into the block.
Change the steps in the move block to 100.
3. D
 rag the block and plug it into the block. Change the angle of rotation
to 90o.
4. D
 rag the block and plug it into the block. Change the steps in the
move block to 100.
5. D
 rag the block and plug it into the block. Change the angle of rotation
to 90o.
6. D
 rag the block and plug it into the block. Change the steps in the
move block to 100.
7. D
 rag the block and plug it into the block. Change the angle of rotation
to 90o.
8. D
 rag the block and plug it into the block. Change the steps in the
move block to 100.
9. Click the blocks. A square will be drawn on the stage.

262
 Fig. 12.19: Drawing a square
The repeat block
To perform a command over and over again, the repeat block is used. It is found under the Control
group. The code to be repeated is enclosed inside the repeat block. We have to specify the number of
times the code needs to be repeated. Let us create a simple script that uses the repeat block.
Example 4: To rotate the sprite using the repeat block
1. From the Motion group, drag the block.
2. F
 rom the Control group, drag the block and drop it over the block. Fix the
number of repetitions to 50.
3. Click the blocks. You will see that the sprite rotates around itself.

Fig. 12.20: Rotating the sprite

263
 Example 5: To draw a square using the repeat block
1. From the Pen group, drag the block.

2. F
 rom the Motion group, drag the block and plug it into the block.
Change the number of steps to 100.

3. D
 rag the block and plug it into the block. Change the angle of rotation
to 90o.

4. F
 rom the Control group, drag the block and drop it over the set of above blocks. Fix the
number of repetitions to 4.

5. Click the blocks. A square will be drawn on the stage.

Fig. 12.21: Drawing a square using the Repeat block

Example 6: To change the pen colour

1. Select the sprite you want to move and click the Events group.
2. Move the block into the Scripts Area.

3. Click the Pen group and drag the block.

4. Drag and place the block under it.

5. Click the Motion group and select the block. Change the number of steps to 100.

6. Now drag and move the block and blocks.

7. Run the script and see the animation.

264
 Fig. 12.22: Setting the pen colour

Example 7: To create an animation of a walking man with costume change

1. Right-click the sprite (orange cat) and select the delete option.
2. Add a new sprite—Avery Walking from the Scratch Library.
3. Drag the block into the Sprites Area.
4. Add the block beneath it.
5. Now click the Motion block and drag the block.
6. Drag and add the block under the block.
7. Add block at the end.
8. Click the code to run the script.

Fig. 12.23: Animation of a walking man

265
 Example 8: To draw a circle
1. Click the Events group and drag the block.
2. Drag the block and place it under the block.
3. M
 ove to the Control group and drag the block. Set the
Try it out
value to 360.
Draw a circle with changing
4. N
 ow add the and blocks in the block.
the pen colour.
Change the values of both the blocks to 1.
5. Click the blocks to see the output.

Fig. 12.24: Drawing a circle

Setting the sprite position

The stage is divided into a grid of x and y coordinates.
The width of the stage is 480 pixels and height of the stage
is 360 pixels. The value of the x-coordinate determines
the horizontal location of the sprite and the value of the
y-coordinate determines the vertical location of the sprite.
The value of the x-coordinate ranges from –240 to 240 and
y-coordinate from –180 to 180. The middle of the stage has
x and y values as 0.
To determine the x and y value of a sprite, drag the sprite on
the Stage and observe the change in values shown below the Fig. 12.25: Stage coordinates
stage.

266
Let us take an example to set the position of sprite using the blocks.
1. Drag the block, and fit the block after it.
2. Drag the block, and place it inside the block. Change the value to 50.
3. Move the block into the Scripts Area and place it under the block.
4. Now drag the block and change the value to 70.
5. Move the block and place it beneath the block.

6. Drag and move the blocks and together and place

them under the block.

7. Click the green flag to run the script. See the changing size, colour, and position of the sprite.
Note: Similarly, you can change the position of the x-coordinate by using the block.
Example 9: To draw a rectangle by setting the coordinates
1. Drag the block from the Events group.
2. Click the Motion group and drag the block. Set the x value to –200 and y value to 90.
3. Drag the block.
4. A
 gain click the Motion group and drag the block. Set the values to 200 and 90
respectively. Repeat the step with the values 200 and –90 respectively.
5. N
 ow duplicate this block first with –200 and –90 respectively and then with values –200 and 90
respectively.
6. Run the block and see the output.

Fig. 12.26: Drawing a rectangle

267
 SAVING A PROJECT
A file in Scratch is called a project. To save a project, follow the given
steps:
1. Click the File option. The File menu appears.
2. Select the Save as option if you are saving the project for the first time.
3. The Save Project dialog box opens up.
4. T
 ype the name of the file in the File name field and click the Save
button. Fig. 12.27: Save option
The Scratch project is saved with .sb2 extension.

Fig. 12.28: Save Project dialog box

OPENING AN EXISTING
PROJECT
To open an existing project, follow the
given steps:
1. C
 lick the File menu and select the
Open option.
2. T
 he Open Project dialog box appears.
Select the folder where your file is
stored and click Open.

Fig. 12.29: Open Project dialog box

EXITING FROM SCRATCH
To close the Scratch program, click the File menu and select the Quit option. You will be taken out of
the Scratch Window.

268
 Wordbank

Blocks: Coloured blocks of codes that we move around to make Scratch programs
Script: A group of connected blocks that does its function when you double-click it
Sprite: A Scratch character that is used to create an animation
Stage: The area where you run the program codes

We have learned

• Scratch is a visual programming language that can be used to teach programming.

• T
 he main component of the Scratch interface is the sprite. It is a graphic object that is used to
create an animation.
• W
 e move around blocks to make Scratch programs.  A group of connected blocks forms a
script.
• T
 here are ten categories of blocks—Motion, Looks, Sound, Pen, data, Events, Control,
Sensing, Operators, and More Blocks.
• T
 o create an animation, we just need to drag and drop the code blocks into the
Scripts area.
• The Scratch files are saved as projects with .sb2 file extension.

Solved Examples
1. Which button is used to stop a script? 4. W
 hat is the file extension of a Scratch
project?
Ans. T
 he red button on the top right corner of
the Stage is used to stop a script. Ans. T
 he file extension of a Scratch project is
.sb2.
2. W
 hich group helps the sprite to change
colour? 5. H
 ow can you paint a new sprite?
Mention the steps.
Ans. T
 he Looks group helps the sprite to
change colour. Ans. T
 he steps to draw a new sprite are as
follows:
3. How can you save a project?
(a) M
 ove the mouse pointer in the
Ans. The steps to save a project are as follows:
Sprites area.
(a) Click the File menu.
(b) Click the Paint new sprite button.
(b) C
 lick the Save as option. If you are
(c) T
 he Paint editor window will open
saving the file for the first time, the
on the right.
Save Project dialog box opens up.
(d) Draw the scratch you wish to add.
(c) T
 ype in the name of the project in
the File name box.
(d) Click the Save button.

269
 6. W
 rite the steps to upload a backdrop from 7. W
 hat are the three ways to add sound
file. under the Sounds tab?
Ans. The steps are as follows: Ans. The three ways are as follows:
(a) C
 lick the Upload backdrop from file (a) Choose sound from library
option under New backdrop. (b) Record new sound
(b) T
 he Select file(s) to upload dialog (c) Upload sound from file
box opens up.
8. W
 hich option in the File menu will you
(c) S
 elect the location and choose the click to move out of the Scratch window?
desired file.
Ans. T
 he Exit option is used to close the
(d) C
 lick Open. The selected file will be Scratch window.
opened.

Exercises
t 1. Match the columns.

(a) Data (i) Runs the program codes in the project.

(b) Sound (ii) Helps control when to run certain scripts.
(c) Events (iii) Adds tempo.
(d) Control (iv) Creates a variable name for the sprites.
(e) Green flag (v) Repeats loops.

t 2. Fill in the blanks.

(a) The flag is used to run a (e) The tab lets you
script. change the look of the sprite.
(b) A is a character that is (f) T
 he area shows the
used to create an animation. preview the project.
(c) The part of the (g) The repeat command is found under the
Scratch screen contains blocks. block.
(d) The block lets you
play different sounds, stop, or change
volume.

270
t 3. State the following as true or false.
(a) Scratch is a visual programming language. (e) Sprites are a set of commands that are
dragged into the Scripts Area to create
(b) A sprite is a graphic element that is an
scripts.
orange cat by default.
(f) A
 script is a Scratch character that is used
(c) The red flag is used to run a script.
to create an animation.
(d) You can create your own blocks in
(g) The value of the x coordinate ranges
Scratch.
from –240 to 240.

t 4. Answer the following questions. [Very short answer type]

(a) What is the default sprite in Scratch? (d) What is the file extension of a Scratch
project?
(b) Which group will you click to draw
shapes? (e) How will you delete a costume? Mention
the steps.
(c) Which block will you use to move a
sprite in the forward direction by 50
steps?

t 5. Answer the following questions. [Short answer type]

(a) Write features of scratch. (e) What is the use of the repeat block?
(b) What is a Sprite? (f) M
 ention the steps to open an existing
(c) Mention the steps to upload a new sprite. project.
(d) What are blocks?

t 6. Answer the following questions. [Long answer type]

(a) Describe the parts of a Scratch Screen. library.
(b) Mention the different ways to start (d) How can you change costume of a sprite?
scratch. Mention the steps.
(c) Write the steps to add a sprite from the (e) Write the steps to add sound in Scratch.

t 7. Select the correct alternative(s).

(a) Which part of the Scratch window allows (i) Green flag (ii) Red button
you to preview the project? (iii) Stage button (iv) Sprites list
(i) Scripts area (ii) Stage (c) Which menu will you click to create a
(iii) Sprites pane (iv) Block palette new project?
(b) Which button lets you switch between (i) Edit (ii) File
the default stage window and full-screen (iii) Tips (iv) About
mode?

271
 (d) Which block helps the sprite to add and (iii) Scripts (iv) Stage
subtract numbers? (f) W
 hat are the x- and y-coordinate values
(i) Operators (ii) Sensing at the middle of the stage?
(iii) Control (iv) Events (i) (0, 180) (ii) (180, 0)
(e) Which tab opens up the Block palette? (iii) (0, 0) (iv) (240, 0)
(i) Sounds (ii) Costumes

l Lab Exercise
c 1. Create an animation where the cat turns 60 50 steps forward and turns around by 90
degrees and then starts moving 30 steps. degrees.
It should return to its original position after
2. C
 reate a Scratch project where the cat moves
turning around the stage in a square.
around by making a different sound every
time it moves 100 steps. 4. W
 rite a Scratch script to change the position
of the x-coordinate.
3. Create an animation of a cat where it moves

• C an you use a drawing created in MS Paint as a sprite? s

• What is the difference between adding a sound using the Sounds tab and
adding a sound using the Sound block?

272
 Answers to Exercises
Chapter 1
1. Match the columns.

(a) (iv) (b) (v) (c) (vi) (d) (i) (e) (vii)
(f ) (ii) (g) (iii)

2. Fill in the blanks.

(a) Megahertz (b) Speed; accuracy

(c) keyboard; mouse (d) monitor; printer
(e) Central Processing Unit (f ) Input-Processing-Output
(g) hard disk; CD ROM (h) Arithmetic Logic Unit
(i) 8; 1024 × 1024 (j) ALU; logic

3. State the following as true or false.

(a) True (b) True (c) False (d) False (e) False

7. Select the correct alternative(s).

(a) (iii) (b) (iii) (c) (ii) (d) (iii) (e) (iv)
(f ) (i) (g) (iii) (h) (iii) (i) (ii) ( j) (ii)
(k) (i) (l) (i) (m) (ii) (n) (ii) (o) (i); (ii)
(p) (i); (iii) (q) (i); (ii); (iv) (r) (iii) (s) (iii) (t) (ii); (iii)

Chapter 2

1. Match the columns.

(a) (vi) (b) (v) (c) (i) (d) (ii) (e) (iii)
(f ) (iv)

2. Fill in the blanks.

(a) Mechanical mouse; Optical mouse (b) Printer

(c) Optical (d) Laser beam
(e) faster (f ) input
(g) Dot-matrix printer (h) Platters
(i) CD burner software (  j) platters

3. State the following as true or false.

(a) False (b) False (c) False (d) True (e) False

273
 7. Select the correct alternative(s).

(a) (ii) (b) (ii) (c) (ii) (d) (ii) (e ) (ii)
(f) (ii) (g) (ii) (h) (iv) (i) (ii); (iii) (j) (ii)
(k) (i) (l) (iv)

Chapter 3

1. Match the columns.

(a) (ii) (b) (iii) (c) (vi) (d) (v) (e) (i)
(f ) (iv)

2. Fill in the blanks.

(a) System; Utility (b) Word Processor; Spreadsheet

(c) program (d) System software
(e) DBMS (f ) Operating system
(g) Application software (h) DBMS
(i) Utility software ( j) Encryption and decryption tools

3. State the following as true or false.

(a) True (b) False (c) True (d) False (e) False

7. Select the correct alternative(s).

(a) (ii); (iii) (b) (ii); (iii) (c) (i); (ii); (iv) (d) (i); (iii) (e) (i); (ii)
(f ) (ii) (g) (iii) (h) (i) (i) (iii) ( j) (i)
(k) (iii) (l) (ii) (m) (i) (n) (i) (o) (iii)
(p) (ii) (q) (iv) (r) (iii) (s) (iii) (t) (i)

Chapter 4

1. Match the columns.

(a) (vi) (b) (viii) (c) (iv) (d) (vii) (e) (ii)
(f ) (i) (g) (iii) (h) (v)

2. Fill in the blanks.

(a) computer network (b) LAN

(c) WAN (d) communication channel
(e) Wired networking technology (f ) Internet
(g) Cloud providers (h) Hyperlinks
(i) Web browser ( j) client-server

274
3. State the following as true or false.

(a) True (b) False (c) False (d) True (e) False
(f ) False (g) True (h) True (i) False ( j) True

7. Select the correct alternative(s).

(a) (iii) (b) (ii) (c) (iii) (d) (ii) (e) (ii)
(f ) (iv) (g) (iii) (h) (iii) (i) (iii) ( j) (ii)
(k) (iii) (l) (iv) (m) (ii) (n) (iii) (o) (iii)
(p) (ii) (q) (iii) (r) (iii) (s) (iii) (t) (i)

Chapter 5

1. Match the columns.

(a) (v) (b) (iv) (c) (i) (d) (ii) (e) (iii)

2. Fill in the blanks.

(a) Virus (b) Antivirus (c) Firewall (d) Hacker (e) Worms

3. State the following as true or false.

(a) True (b) False (c) False (d) True (e) False

7. Select the correct alternative(s).

(a) (iv) (b) (ii) (c) (iii) (d) (iii)

(e) (ii) (f) (iii)

Chapter 6

1. Match the columns.

(a) (v) (b) (viii) (c) (vi) (d) (iii) (e) (vii)
(f ) (iv) (g) (ii) (h) (ix) (i) (i)

2. Fill in the blanks.

(a) Bold; italic; underline (b) Left, Right, Center; Justified

(c) Insert (d) Insert
(e) www.openoffice.org (f ) Font work Gallery
(g) Edit; Record (h) Copy
(i) Superscript ( j) Format Paintbrush

275
 3. State the following as true or false.

(a) True (b) True (c) True (d) False (e) False
(f ) False (g) True (h) False (i) True ( j) False

7. Select the correct alternative(s).

(a) (iv) (b) (ii) (c) (ii) (d) (i) (e) (iii)
(f ) (iv) (g) (iii) (h) (iii) (i) (ii) ( j) (iv)
(k) (ii) (l) (iii) (m) (iv) (n) (i) (o) (ii)
(p) (i) (q) (iii) (r) (iii) (s) (ii) (t) (iv)

Chapter 7

1. Match the columns.

(a) (iv) (b) (vii) (c) (v) (d) (vi) (e) (viii)
(f ) (ii) (g) (iii) (h) (i)

2. Fill in the blanks.

(a) Fields (b) Print Preview

(c) Page (d) numbered; bulleted
(e) Header (f ) Insert; Table
(g) Mail Merge (h) nested
(i) Don’t split table ( j) AutoFormat

3. State the following as true or false.

(a) False (b) True (c) False (d) True (e) False
(f ) True (g) True (h) True

7. Select the correct alternative(s).

(a) (ii) (b) (iv) (c) (iv) (d) (iv) (e) (iii)
(f ) (iii) (g) (i) (h) (ii) (i) (iii) ( j) (iii)
(k) (iv) (l) (i) (m) (ii) (n) (ii) (o) (iv)
(p) (ii) (q) (iii) (r) (iv) (s) (iv) (t) (iii)

Chapter 8

1. Match the columns.

(a) (vi) (b) (iv) (c) (v) (d) (i) (e) (ii)
(f ) (iii)

276
2. Fill in the blanks.

(a) Normal; Slide sorter (b) Layouts

(c) Slide sorter (d) Format
(e) Black/White; Watermark (f ) Header; Footer
(g) Rehearse Timings (h) Action button
(i) Tasks pane ( j) Handout Page

3. State the following as true or false.

(a) True (b) False (c) False (d) True (e) True
(f ) True (g) True (h) True (i) False ( j) True

7. Select the correct alternative(s).

(a) (iv) (b) (iv) (c) (iii) (d) (iii) (e) (ii)
(f ) (iii) (g) (ii) (h) (iii) (i) (i) ( j) (i)
(k) (iii) (l) (i) (m) (ii) (n) (iii) (o) (i)
(p) (iii) (q) (iii) (r) (ii) (s) (iv) (t) (iv)

Chapter 9

1. Match the columns.

(a) (iii) (b) (iv) (c) (vii) (d) (ii) (e) (vi)
(f ) (x) (g) (v) (h) (ix) (i) (i) (j) (viii)

2. Fill in the blanks.

(a) SUM( ) (b) cell

(c) three (d) Home
(e) = (f ) Standard toolbar
(g) 65,536; 1024 (h) Active cell
(i) Right ( j) AutoFill

3. State the following as true or false.

(a) True (b) False (c) True (d) False (e) False
(f ) False (g) False (h) False (i) True (j) True

7. Select the correct alternative(s).

(a) (iii) (b) (i) (c) (ii) (d) (i) (e) (iv)
(f ) (i) (g) (iv) (h) (iv) (i) (iv) ( j) (iii)
(k) (iv) (l) (iii) (m) (i) (n) (ii) (o) (ii)

277
 (p) (iv) (q) (iii) (r) (i) (s) (ii) (t) (ii)
(u) (iii) (v) (iii) (w) (iii) (x) (iii)

Chapter 10

1. Match the columns.

(a) (ii) (b) (v) (c) (i) (d) (iii) (e) (iv)

2. Fill in the blanks.

(a) Program (b) Integrated Development and Learning Environment

(c) High (d) Enter
(e) Script (f) Interactive and Script
(g) .py file (h) escape sequence

3. State the following as true or false.

(a) False (b) False (c) False (d) True (e) False
(f) False (g) True (h) True (i) False

7. Select the correct alternative(s).

(a) (ii) (b) (i) (c) (iv) (d) (iv)

(e) (iii) (f) (ii)

Chapter 11

1. Match the columns.

(a) (iii) (b) (iv) (c) (v) (d) (i) (e) (ii)

2. Fill in the blanks.

(a) Variable (b) Slice (c) Plus (+)

(d) float (e) Underscore (f) String concatenation

3. State the following as true or false.

(a) True (b) False (c) True (d) False (e) True (f) True

7. Select the correct alternative(s).

(a) (iv) (b) (iii) (c) (i) (d) (ii) (e) (iii)

278
Chapter 12

1. Match the columns.

(a) (iv) (b) (iii) (c) (ii) (d) (v) (e) (i)

2. Fill in the blanks.

(a) Green (b) Sprite (c) Blocks palette (d) Sound

(e) Costumes (f) Stage (g) Control

3. State the following as true or false.

(a) True (b) True (c) False (d) True

(e) False (f) False (g) True

7. Select the correct alternative(s).

(a) (ii) (b) (iii) (c) (ii) (d) (i)

(e) (iii) (f) (iii)

279
 SAMPLE QUESTION PAPER-I
Computer Applications
Class IX
 Max. Marks : 30

1. Name any two external storage devices.[1]

2. Differentiate between system software and application software.[1]
3. What is the purpose of the Auto Fill feature in a spreadsheet?[1]
4. Define SUM() and AVERAGE() function. [1]
5. Differentiate between wired and wireless communication medium.[1]
6. What is mobile software? Give an example. [1]
7. Name any two ways to format text in a word processor. [1]
8. Write the steps to insert a picture in a webpage. [1]
9. Expand the term ‘IPO’. [1]
10. Define the term ‘cybercrime’. [1]
11. What is hacking? [1]
12. What are charts in a spreadsheet? Name any one chart. [1]
13. What is cyberstalking?  [1]
14. Differentiate between a workbook and a worksheet. [1]
15. Can we protect our computer from viruses? If yes, how? [1]
16. What is a computer virus? Name any two viruses. [2]
17. What are the possible effects of cyberstalking? Give any three points.  [3]
18. Answer the following questions based on Scratch: 
a. What does the command do? [1]
b. How can you exit from the full-screen view of the stage? [1]
c. What is the role of stage and sprite? [2]
d. What is the role of green flag and red dot in Scratch?  [2]
e.

Explain the stepwise procedure performed by the above commands. [4]

OR
Answer the following questions based on Python. (For children with special needs)
a. What is the output of the statement print(name[4]) if str = ‘Hello World!’? [1]
b. Which of the following is a valid variable name?
(i)  $AB (ii)  1AB (iii)  _AB (iv)  AB& [1]
c. What is the output of print(name[2:5]) if str = ‘Hello World!’? [1]
d. Give three features of the Python language. [3]
e. What are the rules for naming a variable? Give any four rules. [4]

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 SAMPLE QUESTION PAPER-II
Computer Applications
Class IX
 Max. Marks : 30
1. Write the expanded form of ROM and RAM. [1]
2. Write any two examples of operating systems. [1]
3. Explain MIN() and MAX() functions. [1]
4. Name any two types of charts. [1]
5. Define the term ‘multimedia’. [1]
6. Write the keyboard shortcut to create a new document in a word processor. [1]
7. Name any two secondary storage devices. [1]
8. Define the term ‘cybercrime’. [1]
9. Write the steps to insert/delete a row in a table. [2]
10. How can you protect your identity for safe browsing? [2]
11. How can you protect yourself from cyberstalking? Write any three points. [3]
12. Write any five ways to protect your system from a virus. [5]
13. Answer the following questions based on Scratch: 
a. What does the command do?  [1]
b. What is the ‘costumes’ option? [1]
c. What is the role of stage and sprite? [2]
d. Differentiate between repeat and forever control block. [2]
e.

Explain the stepwise procedure performed by the above commands. [4]

OR
Answer the following questions based on Python. (For children with special needs)
a. What is a variable? Explain with an example. [2]
b. What are arithmetic operators? Name any four arithmetic operators. [3]
c. Differentiate between the arithmetic operators * and /. [2]
d. What are data types? Explain any two data types in Python. [3]

281
 SAMPLE QUESTION PAPER-III
Computer Applications
Class IX
 Max. Marks : 30
1. Describe the agencies for reporting cybercrimes. [2]
2. Name the most important part of the CPU which is capable of executing arithmetic operations. [1]
3. What are the tips to create a secure password? [3]
4. Sarita wants to send birthday invites to 10 of her friends. She wants to create the invites using mail
merge. Name the two kinds of files she would require to do the task and define them briefly. [2]
5. Name any one non-impact printer. [1]
6. Write the ways in which identity theft can happen. [3]
7. “RAM is a Volatile Memory”. Explain. [1]
8. Name the cells included in the range AZ25:BB27. [1]
9. What is DoS attack? Give a few examples. [2]
10. Differentiate between application software and utility software. [2]
11. What are alignments in the context of an OpenOffice text document? [1]
12. Pratima wants to record her observations of increased level of pollutants in the city, recorded every
month, and make a comparative study after one year. Which software of OpenOffice should she use
for the same? [1]
13. Answer the following questions based on Python. (For children with special needs)
a. What is a comment? Explain with an example. [2]
b. Briefly describe Python Development Environment. [4]
c. Write a program to find the remainder on dividing 234 by 4. [4]
OR
Answer the following questions based on Scratch:
a. What is the function of Operators in Block palette? [1]
b. How can you draw a parallelogram in Scratch? Write the steps. [5]

c. What is the main difference between and blocks? [1]

d. How can you draw a new costume in Scratch? [1]

e. Briefly describe the Stage in Scratch. [2]

282
 SAMPLE QUESTION PAPER-IV
Computer Applications
Class IX
 Max. Marks : 30
1. What is a malware attack? Explain. [3]
2. What is data transmission? [1]
3. What do you understand by identity theft? [2]
4. Give one point of difference between the normal view and handout view in a presentation. [1]
5. What is the main function of an antivirus? Give few examples of antivirus software. [3]
6. Discuss the geographical scopes of LAN, WAN, and MAN. [2]
7. Define firewall. [2]
8. What are the different arithmetic operators available in a spreadsheet program?
Give an example by forming an expression using these operators. [2]
9. Name the toolbar which has the options to make the selected text bold or italics. [1]
10. Radhika has just purchased a PC. What should be the first software that needs to
be installed on her PC?  [1]
11. What is wireless fidelity (Wi-Fi)? [1]
12. What is the function of the Tasks Pane in OpenOffice Impress? [1]
13. Answer the following questions based on Scratch:
a. Explain different Block palettes. [5]
b. What output will you get on executing the following: [1]

c. Write the different ways of adding a sprite in Scratch. [4]

283
 OR
Answer the following questions based on Python. (For children with special needs)
a. Explain some of the features of Python. [4]
b. Briefly explain about string subset. [3]
c. What are basic rules of naming a variable in Python? [2]
d. What is an escape sequence? [1]

284
Notes

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 Notes

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