Computer Science – IX (2017 Syllabi) Chapter: 03

EXCERCISE - SHORT Q/A

Q. 1. What is a word processor? Write some advantages of it over a typewriter.

A word processor is application software used to create, edit, format, retrieve,
save & print a text document for instance resume, report, letter etc. It facilitates
the user to arrange a doc in different layouts & formations.
Following are the advantages of using a word processor program over a typewriter.
❖ It is easy to edit a document using word processing software.
❖ Word processor enables us to preview the document before printing. This feature helps
in correcting the mistakes before printing.
❖ Word processor enables the user to save the document for future use.
❖ Word processor provides a variety of options for formatting a document to make the
document good looking & presentable.
❖ Word processor allows setting of margins, line spacing, automatically wrapping the text
around the margins inserting, deleting, and searching the document for a particular
sequence of characters, underline, boldface or italicized material.
❖ Word Processor is electrically able to “cut” or “copy” a block of material from a
document & “paste” it any number of times, somewhere else either in the same or
some other doc.

Q. 2. Name any 3 types of documents which can be prepares in Word.

Word provides features to create different types of docs for instance resume,
report, letter, flyers, memos, newsletters etc.

Q. 3. Differentiate between page break & section break.

Page break is a marker which notifies Section break inserts a new page but it
Word program that the contents which allows the user to change the page
follow to appear on new page. format without having any effect on the
OR formatting of the previous pages. OR
After a page break, the following text will Section Breaks split the doc into sections,
start at the beginning of the next page. enabling user to have different formatting
for each section: for example -
different page numbering, margins,
header/footers, page orientation & borders.

Q. 4. Why header & footer are important in a Word document?

Header & footer are typically used in multiple-page docs to display common
information. In addition to page numbers, a header / footer can contain info such
as: doc/topic name, page #, an author name, a logo etc. The header is the first
item that viewers see at the top of the page & the footer is the last item at the
bottom of the page. It sets the tone for the whole page/doc.

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Q. 5. What is the purpose of control buttons in Word window?

Program-Level Control Buttons is used to place/unplaced the word window, on

the right edge of the title bar that minimize, restore/resize or close the program.

Quick Access Toolbar displays buttons to perform frequently used commands with a single
click. Frequently used commands in Word include Save, Undo, Redo, and Print. For
commands that you use frequently, you can add additional buttons to the Quick Access
Toolbar.

Ribbon Organizes commands on tabs & then groups the commands by topic for performing
related document tasks.

Q. 6. Why hyperlinks are created in Word document?

Hyperlinks are created to have quick access/link to the section of the same doc or
to the other file/web page. Hyperlink word is usually appear in blue color &
underlined & the mouse behavior also changed when user click on it.

Q. 7. Name any 3 areas of application of Excel.

Microsoft Excel is a spreadsheet program used to store & retrieve numerical data
in a grid format of columns & rows. Excel is ideal for entering, calculating &
analyzing business data such as sales figures, sales taxes or commissions.

Q. 8. Differentiate between relative & absolute cell addressing in Excel.

Relative & absolute references behave differently when copied & filled to other
cells.
❖ Relative references change when a ❖ Absolute references
formula is copied to another cell. remain unchanged when copied or
❖ By default, all cell references are relative filled.
references. When copied across ❖ We can use an absolute reference to
multiple cells, they change based on keep a row and/or column constant.
the relative position of rows & columns. ❖ An absolute reference is designated
❖ For example, if we copy the formula in a formula by the addition of
=A1+B1 from row1 to row5, a dollar sign ($). It can precede the
the formula will become =A5+B5. column reference, the row reference,
or both. For example, =A$1$ + K$1$.

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Q. 9. What are the advantages of protecting an Excel worksheet?

❖ Protection of formulas or data is done on a cell-by-cell basis. No need to worry
about users deleting information or changing formulas by mistake.
❖ The data in worksheets may contain important information that user may not
want others to edit or delete. Fortunately, user can protect sensitive
information in elements down to the cell level in Excel.
❖ Using password on an Excel spreadsheet, only an authorized user can make
changes to your spreadsheet. In Excel, users have five different options for
password protection. User can protect a single document from unauthorized
use.

Q. 10. How graphical representation of spreadsheet data can be helpful in

business?
Charts are visual representations of worksheet data. Charts often make it easier to
understand the data in a worksheet because users can easily pick out patterns &
trends illustrated in the chart that are otherwise difficult to see.

EXERCISE - LONG Q/A

Q. 1. Which shortcut keys are used in Word to move cursor to the beginning of
line, end of line, top of the document & end of the document?
beginning of line: Home
end of line: End
top of the document: Ctrl + Home
end of the document: Ctrl + End

Q. 2. Write the mouse commands used for selecting various items is a Word
document such as single word, sentence, paragraph, etc.
Refer to page#73 (selecting text)

Q. 3. Explain text & paragraph formatting in Word.

Text formatting means changing the Paragraph formatting means changing
font type, size, style, color & effects of the format of paragraph such as line
text etc. spacing, alignment etc.
The features related to the text The features related to the paragraph
formatting are available in FONT group formatting are available in PARAGRAPH
& dialog box. group & dialog box.

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Q. 4. Describe the Paste Special command used in Excel.

If user wants to paste only a specific aspect of the copied data like its formatting
or value, would use one of the Paste Special options.

Q. 5. Describe how functions are used in Excel with examples.

A function is a predefined formula that performs calculations using values
indicated in a particular order. To use functions correctly, you need to be aware of
the different parts of a function.
The specific way in which a function is used, referred to as syntax. The syntax for a
function is: An equal sign (=), the function name & one / more arguments.
Equals (=) – A formula in Excel always starts with an equal sign (=). It informs
Excel that the succeeding characters represent a formula. Everything placed after
the equals sign will be used to calculate the final value displayed in the cell.
Function name – This is the name denoting a particular mathematical, logical or
statistical function. For instance, SUM is the function name for addition, MAX &
MIN are function names for the largest & smallest results from a range of numbers
& IF is used to determine whether a statement is True or False.
Argument – Arguments supply the information for the function to calculate, such
as a range of cell references. You can include a maximum of 1024 arguments in a
function provided that the not even a single strong of characters in the function
statement exceed 255 characters. Arguments must be enclosed within parentheses.
The individual values or cell references inside the parentheses are separated by
commas or colons.
Examples: =AVERAGE(E4:E9) =SUM(K4,K9)

Q. 6. Describe how formulas are used in Excel with examples.

An Excel formula is an equation entered into a cell on the spreadsheet. It is used to
perform calculations on the values entered to obtain the desired result. There are
numerical/mathematical, statistical & logical formulas that make easy work of
complex calculations.
To create a simple formula in Excel:
1. Select the cell where the answer will appear.

2. Type the equals sign (=).

3. Type in the formula name, follow its arguments within the parenthesis.
4. Press Enter.

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Q. Define 2 types of manipulating data?

Filtering Validation

Filtering data means displaying only the Validation checks are made on data to
information that the user needs based on make sure that the data is accepted /
a condition. validated.
For example, user could filter a list of A validation rule detects any data that is
students for viewing who belong a inaccurate, incomplete / unreasonable. A
particular class. User could also filter a list screen message is notified if any unusual
of people whose ages are above 30. data is entered.

Q. Describe two typing modes used in MS Word.

INSERT MODE OVERTYPE MODE

In insert mode, text is inserted into the In overtype mode, text overwrites the
document at the insertion point. existing text from the insertion point.
This is the default mode. Press the Insert key for overtype mode.
When user type any character, it The [OVR] indicator on the status bar
appears at the insertion point while the will be highlighted.
existing text on the right moves forward In over type mode the new text will
to make room for the new text overwrite on the existing text at the
insertion point.

Q. What are the different levels of formatting a document?

A. Text Formatting is the changing in appearance of the text in a doc, referred

as text formatting. Character formatting includes, selection of typeface, font sizes
& styles for text is called character formatting.” The most common way to
highlight text is to apply bold face, Italic or underline character-formatting styles.

Paragraph Formatting includes text alignment, line spacing, indenting, tab

settings, numbering & borders etc.

Section Formatting specifies page numbers, headers/footers for different sections or

chapters of a document

Document Formatting specifics the overall page layout for printing. It includes
choosing the paper size page orientation & margins. It allows user to enhance the
appearance of the doc.

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Q. Describe paragraph indenting. Also explain indent markers.

Indenting Paragraph means shifting the body of text within the normal page
margin.
• When user indents a paragraph, it temporarily changes the position of text
relative to the left and right margins.
• You can indent a paragraph on the left side only, on the right side only or on
both sides.
• Indentation is determined by the tab setting on the Ruler if you use increase
indent or decrease indent.
1) First Line Indent Marker sets the first line of a paragraph on the left
margin. It avoids the use of tab key at the beginning of every new paragraph.
2) Left Indent Marker moves the entire paragraph from the left margin.
3) Right Indent Marker moves the entire paragraph from the right margin.

Q. What are the different paragraph alignment options?

A. Aligning paragraph affects the outlook of the document. “The way how the
text is aligned with the margins of a document is called justification.” MS
Word provides four different types of alignments.

1 Left Justification Aligns text at the left margin.

2 Centre Justification Centers the line/paragraph between the margins.
3 Right Justification Aligns text at the right margin.
4 Full Justification Adjust the text entry between the left & right margins
by automatically.

Q. Define Line Spacing. Write down the shortcut keys for various line spacing
options.

Line Spacing allows the user to change the spacing between the lines/paragraph.
User can specify various line spacing options from the paragraph dialog box.
However the keyboard short cuts listed below provide
Short Cut Description
CTRL + 1 Single line spacing
CTRL + 2 Double line spacing
CTRL + 5 1.5 line spacing

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Q. How do you return to Word's application windows when you are in Full
Screen mode?

To return to the regular word Workspace or mode from full screen mode, click the
Full Screen button once or press [ESC].

Q. Name the tabs in Page set-up dialog box.

The Page setup dialog box provides three tabs
1. Margins
2. Paper (size/source)
3. Layout

Q. What are the methods for changing the margins in a document?

There are following methods to change the margins in a document.

1. Double click the grey area in the “Ruler”.
2. Select Margins Tab from File -> Page Set up Command.
3. Position the mouse pointers over the margins boundary (the line between
the gray area & the white area on the ruler) until a double headed arrow
block appears. Drag it to increase or decrease the margins. In order to
display the margins measurements in the ruler as user drag the margin in
boundary. Press [ALT] Key & hold it down.

Q. What are the two modes available in Print Preview?

It is better to preview a doc before passing for printing, WORD provides the
facility to review the doc in full-page display before sending command to
the printer. There are two modes available in print preview, which are as
follows:
1. Zoom Mode: Select Zoom Mode to view your document
2. Edit Mode: Select Edit Mode to modify and format your document
without leaving print preview.

Q. Why is it significant to know that the default mode in word is the Insert
mode?
In insert mode, text is inserted into the document at the insertion point.
This is the default mode. When you type any character, it appears at the
insertion point while the existing text on the right moves forward to make
room for the new text.

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Q. What happen if you press [enter] when the insertion point is in the middle
of a paragraph?
By pressing enter key when the insertion point is in the middle of the
paragraph, it will break the paragraph into another paragraph & it will
move the insertion point to the next line.

Q. What is the difference between the File, Save & File, Save as command?
SAVE COMMAND SAVE AS COMMAND
File; Save command is used to save a File; Save As command is used to save &
new file with a new name, it is also used old file with a new name.
to save an old file with its default name.

Define the types of Validation Checks used Ms. Excel?

Type/Character check ensures that the input data doesn’t contain invalid characters; e.g. a
person’s name shouldn’t contain numbers.
Range check ensures whether data is within given/acceptable values e.g. checks if a person’s
age is > 0 but is also < 150.
Length check ensures if the input data contains the required number of characters e.g. if a
field needs 6 digits, then inputting 5 or 7 digits should be rejected.
Format cell check ensures that data is in a specified format (template) e.g. (picture check)
date should be in the form dd/mm/yyyy.
Limit check is similar to a range check except only ONE of the limits (boundaries) is
checked e.g. input data must be > 10.

Q. What is Spreadsheet? Formula & Cell Reference?

It is used for wide variety of accounting purpose i.e. preparing data analysis
reports, accounts & marks sheets etc.
Formulas are a sequence of values, cell references, names, functions, or operators in
a cell that together produce a new value. A formula always begins with an equal
sign (=).
Cell reference is a set of coordinates that a cell occupies on a worksheet. For
example, the reference of the cell that appears at the intersection of column B and
row 3 is B3.
The following formulas contain relative references to & names of other cells. The
cell that contains the formula is known as a dependent cell when its value depends
on the values in other cells. For example, cell B2 is a dependent cell if it contains
the formula =C2.
Example What it does
=C2 Uses the value in the cell C2
=Sheet2!B2 Uses the value in cell B2 on Sheet2
=Asset-Liability Subtracts a cell named Liability from a cell named Asset

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Q. What do you mean by conditional formatting?

Conditional Formatting is a tool that allows user to apply formats to a cell or
range of cells & have that formatting change depending on the value of the cell or
the value of a formula. For example, user can have a cell appear colored-green
only when the value of the cell is greater than 75 or colored-red when the value is
lesser than 25.

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Word Processing Activity – 1

Design a flyer for a community event as below sample provided:

Load MS Word & open a new, blank doc.

Select the page size A4/letter & page
orientation as portrait/landscape.
Using any style of WordArt from Insert menu,
name the community event & move at the
top of the page.
Type the sentence that invites people to the
community event with date, time & venue.
Select the font, size, style, background &
colour etc.
Select the alignment of lines.
Add relevant picture from ClipArt or
download from the net.
Change the picture’s text wrapping from
Format menu, resize it & move at suitable
place.
Draw SmartArt & Shapes from Insert menu to
make the flyer more interesting, Change the colour etc.
Add a colourful border to the flyer from Page Layout menu.
Save the work in the specific folder.

Activity – 2

Design a business card for self or for father’s office/business as below sample provided:

Load MS Word & open a new, blank doc.

Select the page size A4 & page orientation as portrait from Page Layout menu.
Draw a rectangle textbox that is about 4” x 2” from Insert menu.
Set the boarder’s width, style & colour etc.
Add relevant business/company logo from file/ClipArt or download from the net.
Using WordArt or any font style, add business name. Resize & move it as needed.
Add another textbox for person name, address, contact no. & e-mail etc in it.
Set the font, size, style & alignment etc from Home menu.
Select all the objects with the shift key used in & make a group.
After finalizing all, copy it & paste at the rest of page to fill the page.
Save the work in the specific folder.

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Activity – 3

Design a calendar for any month or birthday events for the family & friends as below
sample provided:

Load MS Word & open a

new, blank doc.
Select the page size A4 &
page orientation as
landscape.
Using WordArt or any font
style, add title for the
calendar. Resize & move
it as needed.
Draw a table of 7 rows &
7 columns (as needed).
Set the width, style &
colour of outer line from
the Table’s properties.
Insert numbering for the
month.
Add the titles & memorandums in the cells.
Add relevant pictures from ClipArt/net.
Set the font, size, style, colour & alignment of the text etc.
Save the work in the specific folder.

Spreadsheet Activity – 1

Survey & use spreadsheet to organize & calculate the information as below sample
provided:
Load MS Excel & open a new, blank worksheet.
Rename the sheets as Rivers, Peaks & Employment.
Type the data as given & calculate the formulas for “Total Length” & “Total Employment” as
shown in specific cell.
Select the data range & apply the cell borders by clicking right mouse button.
Selecting the data range move the pointer to the insert menu & select chart type.
Format Data Series & Labels as needed from the dialogue appears clicking right mouse
button.
Save the work in the specific folder.

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