OFFICE AUTOMATION KEY
PART A
1. What is MS-WORD?
Microsoft Word, often abbreviated as MS Word, is popular word processing software
developed by Microsoft for creating, editing, and formatting documents.
2. List 4 short cut keys in MS-WORD
Here are four commonly used shortcut keys in Microsoft Word.
Ctrl + S: Save the document.
Ctrl + C: Copy the selected text or object.
Ctrl + V: Paste copied text or object.
Ctrl + B: Bold the selected text.
3. What is the use of Format Painter in MS-Word?
The Format Painter in Microsoft Word is a handy tool that allows WE to quickly copy
formatting from one part of OUR document and apply it to another.
4. What is Page Break in MS-WORD?
In Microsoft Word, a page break is a command that separates content onto a new
page. It's used to control the layout and ensure that specific content starts on a fresh page
when needed. There are manual page breaks that WE insert yourself and automatic page
breaks inserted by Word based on formatting and page size.
5. How to insert a SIGNATURE with an email?
To insert a signature in an email:
1. Open OUR email client.
2. Access email settings.
3. Create or edit OUR signature, customizing it as needed.
4. Save OUR changes.
5. When composing or replying to emails, OUR signature will automatically be added
to the end of OUR message.
6. What is MS-EXCEL?
Microsoft Excel, often referred to as MS Excel, is a popular spreadsheet software
developed by Microsoft. It is used for organizing, analyzing, and presenting data in a tabular
format. Excel provides tools for performing calculations, creating charts, graphs, and tables,
and is widely used in various fields for tasks such as financial analysis, data management,
and reporting.
7. How to print a document in MS-WORD?
To print a document in MS Word:
1. Open OUR document.
2. Click "File" (or the Office button in older versions).
3. Select "Print."
4. Choose OUR printer and adjust settings if needed.
5. Click "Print" to print the document.
8. How to insert a formula in MS-EXCEL?
To insert a formula in Microsoft Excel:
1. Open OUR Excel spreadsheet.
2. Select the cell where WE want the result of the formula to appear.
3. Click on the formula bar at the top (or press "=" directly in the cell).
4. Enter OUR formula. For example, to add numbers in cells A1 and A2, WE can type
"=A1+A2."
5. Press "Enter" to apply the formula. Excel will calculate the result and display it in
the selected cell.
9. What is a cell address in MS-EXCEL?
A cell address in MS-Excel is a unique identifier for a specific cell, consisting of a
letter for the column and a number for the row, like "A1" or "C3." It's used for referencing
and working with individual cells in formulas and data management.
10. How to wrap text within a cell in MS-EXCEL
To wrap text within a cell in MS Excel:
1. Select the cell where WE want text to wrap.
2. Go to the "Home" tab in the ribbon.
3. Find the "Alignment" group.
4. Click the "Wrap Text" button.
11. How to add a new slide in MS-POWERPOINT
a. Open OUR PowerPoint presentation.
b. Go to the slide where WE want to insert a new slide after or before.
c. Click the "New Slide" button in the Home tab on the ribbon. This will insert a
new slide after the current one.
12. Write any two uses of MS-POWERPOINT
Two common uses of Microsoft PowerPoint are:
1. Presentation Creation: PowerPoint is widely used to create visual and interactive
presentations. It allows users to combine text, images, graphics, and multimedia
elements to convey information and ideas effectively. PowerPoint is a popular tool for
business presentations, educational lectures, training sessions, and more.
2. Slide Shows and Storytelling: PowerPoint is used for creating engaging slide shows
and storytelling. It enables the sequential display of content in a visually appealing
manner, making it suitable for storytelling, showcasing products, sharing project
updates, and delivering persuasive pitches or proposals.
PART-B
13. What are the basic functions of MSWORD
The basic functions of Microsoft Word (MS Word) include:
1. Word Processing: MS Word is primarily a word processing application used for
creating, editing, and formatting text-based documents. It allows users to type, edit,
and format text with features like fonts, styles, alignment, and paragraph formatting.
2. Document Editing: Users can edit documents, such as letters, reports, essays, and
more. WE can cut, copy, paste, and delete text, as well as undo and redo actions.
3. Formatting: MS Word offers a wide range of formatting options, including font
styles, sizes, colors, text effects, and paragraph formatting like indentation, spacing,
and alignment. Users can create professional-looking documents.
4. Spell and Grammar Checking: It includes built-in spell and grammar checking tools
to help users correct errors in their documents.
5. Templates: Word provides pre-designed templates for various document types,
making it easier to create documents with a consistent and polished appearance.
6. Page Layout and Design: Users can control page layout aspects like margins, page
orientation (portrait or landscape), headers, footers, and page numbering.
7. Inserting Objects: MS Word allows WE to insert images, tables, charts, shapes, and
other objects into OUR documents, enhancing visual appeal and information
presentation.
8. Collaboration: It supports real-time collaboration, enabling multiple users to work
on the same document simultaneously and leave comments.
9. Table of Contents and Indexing: Word can automatically generate a table of
contents, indexes, and other navigational elements.
10. Document Protection: It offers features for securing documents with passwords,
restricting editing permissions, and protecting sensitive information.
14. Write a short note on Input Devices.
Input devices are hardware components that allow users to interact with computers
and input data or commands. They are essential for sending information to a computer
for processing. Here are some common input devices:
1. Keyboard: The keyboard is one of the most common input devices, allowing users
to input text, numbers, and commands into a computer. It consists of a set of keys
representing letters, numbers, symbols, and functions.
2. Mouse: A mouse is a pointing device that enables users to control the cursor on the
screen. It has buttons for selecting items and a scroll wheel for navigation.
3. Touchscreen: Touchscreens are commonly used in mobile devices, tablets, and
some computer monitors. Users can interact with the computer by directly touching
the screen.
4. Graphics Tablet: Graphics tablets, often used by graphic designers and artists,
allow precise drawing and input using a stylus on a sensitive surface.
5. Scanner: Scanners are used to convert physical documents, photos, or images into
digital formats. They capture and digitize printed or handwritten material.
6. Webcam: Webcams are input devices with a camera that captures video and
images. They are often used for video conferencing, live streaming, and taking
pictures.
7. Microphone: Microphones capture audio input, allowing users to record voice,
conduct voice commands, or participate in audio chats and video calls.
8. Joystick and Gamepad: These devices are used primarily for gaming and
controlling movements and actions within video games.
9. Barcode Reader: Barcode readers scan barcodes on products or documents and
convert them into machine-readable data, often used in retail and inventory
management.
10. Biometric Devices: These devices use biological characteristics like fingerprints,
iris scans, or facial recognition to verify a user's identity for security and
authentication.
15. What is the use of Subscript and Superscript in MS-WORD
Subscript and superscript are text formatting options in Microsoft Word and other
word processing software. They are used for different purposes:
1. Subscript: Subscript is when a character or text is lowered below the baseline. It is
commonly used for chemical formulas (e.g., H2O), mathematical equations (e.g., x2),
and footnotes. In chemical formulas, it represents the number of atoms in a molecule,
and in math, it indicates an exponent or index.
2. Superscript: Superscript is when a character or text is raised above the baseline. It
is often used for mathematical exponents (e.g., 2^3), ordinal numbers (e.g., 1st, 2nd,
3rd), and references, such as footnote markers.
In Microsoft Word, WE can format text as subscript or superscript using the following
steps:
- Select the text WE want to format.
- Go to the "Home" tab in the ribbon.
- In the "Font" group, WE'll find options for subscript and superscript. Click the
respective button to apply the formatting.
These formatting options are helpful in creating documents with scientific or technical
content, where precise notation is required, or in documents where WE need to
maintain proper typographic conventions, such as footnotes and ordinal numbers.
16. What is auto sum in excel?
AutoSum in Excel is a built-in function that allows WE to quickly add up a range of
numbers in a spreadsheet. It simplifies the process of performing basic mathematical
operations, such as addition, by automatically generating a SUM function for the
selected range of cells. Here's how to use AutoSum:
1. Select the cell where WE want the sum to appear.
2. Click the "AutoSum" button in the Excel toolbar or ribbon. It often looks like the
Greek letter sigma (Σ) and is usually located in the "Editing" group or on the "Home"
tab.
3. Excel will attempt to detect a range of numbers for the sum based on OUR
selection. It will create a SUM function that adds up the numbers in the selected
range.
4. If Excel's automatic selection doesn't match OUR intended range, WE can
manually adjust the selection by dragging the cursor over the cells WE want to
include in the sum.
5. Press "Enter" to apply the SUM function, and the sum of the selected numbers will
appear in the cell.
AutoSum is a handy tool for quickly calculating totals in Excel without having to
write out the SUM function manually. It's especially useful when working with large
sets of numerical data or when WE need to perform repetitive calculations.
17. How to include slide number in MS-POWERPOINT?
To include slide numbers in Microsoft PowerPoint, follow these steps:
1. Open OUR PowerPoint presentation.
2. Click on the "Insert" tab in the ribbon at the top.
3. In the "Text" group, click on "Slide Number."
4. A dialog box or options menu will appear, depending on OUR version of
PowerPoint. Select the location on the slide where WE want the slide number to
appear. Common choices are at the top or bottom of the slide.
5. After selecting the desired location, click "Apply" or "Apply to All" if WE want
slide numbers on all slides.
The slide numbers will now appear on OUR PowerPoint slides. WE can adjust the
formatting and appearance of slide numbers by going to the "View" tab, selecting
"Slide Master," and making changes to the slide number placeholder on the master
slide if WE want to customize their look further.
18. Write about Merge and Centre option in MS Excel.
In Microsoft Excel, the "Merge and Center" option is a formatting feature that allows
WE to combine and center the content of multiple cells into a single cell. This can be
useful for creating titles, headings, or labels that span across multiple columns or
rows. Here's how to use the Merge and Center feature:
1. Select Cells: First, select the cells WE want to merge. WE can select a range of
cells by clicking and dragging OUR mouse or by holding down the Shift key and
using the arrow keys.
2. Merge and Center Button: Once the cells are selected, go to the "Home" tab in the
Excel ribbon.
3. Click "Merge & Center": In the "Alignment" group, WE'll find the "Merge &
Center" button. Click on the small arrow next to it to access a dropdown menu with
different merging options:
Merge & Center: This option combines the selected cells into a single cell and
centers the text both horizontally and vertically within that cell. It's the most
commonly used option.
Merge Across: This option merges cells in each row individually, which is
useful for creating multi-row headings.
Merge Cells: This option combines the selected cells into a single cell, but it
doesn't center the text. It only merges the content.
4. Choose an Option: Select the desired merge option.
5. Text Alignment: WE can further control text alignment within the merged cell
using the alignment buttons in the same "Alignment" group. For example, WE can
align the text to the left, right, or justify it.
The "Merge and Center" feature is helpful for creating more visually appealing and
organized spreadsheets, particularly for headers and titles that need to stand out.
However, be cautious not to overuse it, as it can complicate sorting and filtering data
in OUR Excel sheet, as merged cells are treated as a single unit when sorting.
19. How to FIND a word and REPLACE it in MS-WORD
To find and replace a word in Microsoft Word, follow these steps:
1. Open OUR Document: Open the MS Word document where WE want to find and
replace a word.
2. Access the Find and Replace Dialog Box
- On Windows: Press "Ctrl + H" on OUR keyboard or go to the "Home" tab,
and in the "Editing" group, click on "Replace."
3. Find What: In the "Find and Replace" dialog box that appears, enter the word or
phrase WE want to find in the "Find what" field.
4. Replace With: In the same dialog box, enter the replacement word or phrase in the
"Replace with" field if WE want to replace the found text. Leave it blank if WE only
want to find and not replace.
5. Additional Options (Optional):
- WE can use the "Find Next" and "Replace" buttons to find and replace one
occurrence at a time.
- To replace all occurrences at once, click "Replace All."
6. Match Case (Optional): If WE want to match the word's case (e.g., "word" but not
"Word"), check the "Match case" option.
7. Find Whole Words Only (Optional): To find whole words only (e.g., "cat" but not
"catalog"), check the "Find whole words only" option.
8. Format (Optional): WE can also find and replace text with specific formatting.
Click the "Format" button to access options for font, paragraph, and other formatting
settings.
9. Replace or Replace All: Depending on OUR needs, WE can either click "Replace"
to replace one occurrence at a time or "Replace All" to replace all occurrences in the
document.
10. Close the Dialog Box: Once WE've completed the find and replace operation,
close the "Find and Replace" dialog box.
OUR selected word or phrase will be found and replaced according to OUR
instructions throughout the document. Make sure to review the changes carefully,
especially when using "Replace All," to avoid unintended replacements.
PART C
20. Explain about Mail Merge in detail
Mail merge is a powerful feature in Microsoft Word that allows WE to create personalized documents,
such as letters, envelopes, labels, or email messages, for a large group of recipients. It's particularly
useful for businesses and organizations that need to send out mass communications while customizing
certain information for each recipient. Here's a detailed explanation of how mail merge works:
**Key Components of Mail Merge:**
1. **Main Document**: This is the primary document that contains the standard text and formatting,
which is consistent for all recipients. It serves as the template for OUR mail merge.
2. **Data Source**: The data source is typically an Excel spreadsheet, a Word document, an Access
database, or another data file. It contains the recipient-specific information WE want to include in the
merged documents, such as names, addresses, and other custom details. Each column in the data source
represents a field.
**The Mail Merge Process:**
The process of performing a mail merge in Microsoft Word involves several steps:
1. **Start the Mail Merge**:
- Open Microsoft Word.
- Go to the "Mailings" tab in the ribbon.
- Select "Start Mail Merge" and choose the type of document WE want to create, such as letters,
envelopes, labels, or email messages.
2. **Select Recipients**:
- Click on "Select Recipients" and choose the data source for OUR mail merge. This is where WE
specify where Word should retrieve recipient information.
- WE can connect to an existing data source, create a new data source, or use an Outlook contact list.
3. **Insert Merge Fields**:
- In OUR main document, place the cursor where WE want to insert recipient-specific information.
- Click on "Insert Merge Field" in the "Mailings" tab to add placeholders for the data source fields.
For example, <<First Name>> or <<Address>>.
4. **Preview OUR Merge**:
- Click on "Preview Results" to see how the merged document will look for different recipients.
- Use the forward and backward arrows to navigate through the records and verify that the data is
correctly merged.
5. **Complete the Merge**:
- Click "Finish & Merge" in the "Mailings" tab.
- Choose whether WE want to print the documents, create a new document, or send them via email.
- If WE're printing, WE can specify the range of records to merge.
6. **Merge and Save/Print**: Word will merge the main document with the data source, creating
individual documents for each recipient. WE can then choose to print them or save them as separate
files.
**Common Uses of Mail Merge:**
- **Bulk Letters**: Creating personalized letters for a large mailing list.
- **Envelopes and Labels**: Generating address labels and envelopes for mass mailings.
- **Email Campaigns**: Sending personalized email messages to multiple recipients.
- **Certificates and Awards**: Creating certificates with individual names and details.
- **Invoices and Bills**: Generating customized invoices or billing statements.
Mail merge is a time-saving tool that streamlines the process of creating personalized documents for
mass distribution, reducing errors and ensuring a professional and tailored approach to OUR recipients.
21. Explain SUMIF AND AVERAGEIF functions in MS-Excel
In Microsoft Excel, the SUMIF and AVERAGEIF functions are used to calculate the
sum and average of a range of cells based on a specified condition or criteria. These
functions are especially useful when WE want to perform calculations on specific data
that meets certain criteria within a dataset.
**SUMIF Function:**
The SUMIF function is used to add up the values in a range that meet a specific
condition or criteria. It has the following syntax:
=SUMIF(range, criteria, [sum_range])
- `range`: This is the range of cells that WE want to evaluate based on the criteria.
- `criteria`: This is the condition or criteria that the cells in the range must meet to be
included in the sum.
- `[sum_range]` (optional): This is the range of cells that WE want to sum. If this
argument is omitted, Excel will sum the values in the `range` that meet the criteria.
For example, if WE have a list of sales figures in cells A1 to A10 and WE want to
find the sum of all sales greater than $1,000, WE would use the SUMIF function like
this:
`=SUMIF(A1:A10, ">1000")`
**AVERAGEIF Function:**
The AVERAGEIF function, on the other hand, calculates the average of values in a
range that meet a specific condition. It has the following syntax:
=AVERAGEIF(range, criteria, [average_range])
- `range`: This is the range of cells that WE want to evaluate based on the criteria.
- `criteria`: This is the condition or criteria that the cells in the range must meet to be
included in the average.
- `[average_range]` (optional): This is the range of cells that WE want to calculate the
average for. If this argument is omitted, Excel will calculate the average for the values
in the `range` that meet the criteria.
For example, if WE have a list of test scores in cells B1 to B10 and WE want to find
the average of scores that are greater than or equal to 70, WE would use the
AVERAGEIF function like this:
`=AVERAGEIF(B1:B10, ">=70")`
Both the SUMIF and AVERAGEIF functions are valuable tools for performing
conditional calculations in Excel, helping WE analyze and summarize data that meets
specific criteria.
22. How to set print options in power point?
To set print options in Microsoft PowerPoint, follow these steps:
1. Open OUR PowerPoint presentation.
2. Click on the "File" tab in the top left corner to access the Backstage View.
3. In the left pane, click on "Print" to open the Print options.
4. On the right side, WE'll see various print settings and options:
- **Printer**: Choose the printer WE want to use. If WE have multiple printers installed, select the
desired one.
- **Settings**: Click on "Settings" to access additional printing options such as the number of
copies, which slides to print, and the type of printout (slides, handouts, notes pages, or outline).
- **Full Page Slides**: WE can select how many slides to print on each page (1, 2, 3, 4, 6, or 9 slides
per page).
- **Color/Grayscale**: Choose whether to print in color or grayscale.
- **Print All Slides**: By default, PowerPoint prints all slides. However, WE can specify a range of
slides if WE don't want to print the entire presentation.
- **Collated**: Choose whether to print the slides in a collated order or not.
- **Scale to Fit Paper**: If OUR slides don't fit the paper size WE're using, WE can select this option
to scale them to fit the paper.
- **Frame Slides**: If WE want to include a border around each slide, WE can enable this option.
- **Print Comments**: To print any comments that have been added to the slides, check this box.
- **Print Hidden Slides**: If WE have hidden slides in OUR presentation but want to print them,
enable this option.
5. Once WE've configured OUR print options as needed, click the "Print" button to start printing OUR
PowerPoint presentation.
These print options give WE flexibility in customizing how OUR presentation is printed to meet OUR
specific needs and preferences.
23. Write the steps to include Header and Footer in MS-WORD.
To include a header and footer in Microsoft Word, follow these steps:
**Adding a Header:**
1. Open OUR MS Word document.
2. Go to the "Insert" tab in the ribbon.
3. Click on "Header" in the "Header & Footer" group.
4. A dropdown menu will appear with various built-in header styles. Choose one of these styles, or
click "Edit Header" at the bottom of the menu to create a custom header.
5. WE'll be taken to the header section of the document, and the header will be activated. WE can now
enter OUR header text or insert elements like page numbers, dates, and pictures.
6. Once WE've added OUR header content, simply click outside the header area to return to the main
document.
**Adding a Footer:**
1. Open OUR MS Word document.
2. Go to the "Insert" tab in the ribbon.
3. Click on "Footer" in the "Header & Footer" group.
4. A dropdown menu will appear with various built-in footer styles. Choose one of these styles, or click
"Edit Footer" at the bottom of the menu to create a custom footer.
5. WE'll be taken to the footer section of the document, and the footer will be activated. WE can now
enter OUR footer text or insert elements like page numbers, dates, and pictures.
6. Once WE've added OUR footer content, simply click outside the footer area to return to the main
document.
After adding a header and/or footer, WE can customize them further, such as changing the formatting,
positioning, or content. Headers and footers are useful for adding consistent information to all pages of
OUR document, such as titles, page numbers, company logos, or contact information.
24.Explain in detail about ANIMATION menu in MS-POWERPOINT.
The Animation menu in Microsoft PowerPoint allows WE to add dynamic effects to OUR presentation
slides to enhance the visual appeal and engage OUR audience. Animations can make content appear,
disappear, or move in various ways, adding interest and clarity to OUR message. Here's a detailed
explanation of the Animation menu in PowerPoint:
**Accessing the Animation Menu:**
1. Open OUR PowerPoint presentation.
2. Go to the "Animations" tab in the PowerPoint ribbon. This tab is where WE'll find all the tools and
options for adding animations to OUR slides.
**Animation Basics:**
**Animation Pane**: To see a list of all animations on a slide and manage their order and
timing, click "Animation Pane" in the "Advanced Animation" group. This is a helpful tool for
fine-tuning animations.
- **Transition to This Slide**: The "Transition to This Slide" option in the "Transition to This
Slide" group lets WE apply transition effects between slides. While not part of the Animation
menu, transitions control how one slide advances to the next.
**Adding Animations:**
1. **Select an Object**: Click on the object (text, image, shape, etc.) WE want to animate. If WE want to
animate multiple objects simultaneously, select all of them.
2. **Choose an Animation**: In the Animation menu, WE'll find a variety of entrance, emphasis, exit, and
motion path animations. Click the "Add Animation" dropdown to see the available options. Common
animations include "Appear," "Fade," "Fly In," "Zoom," and more.
3. **Customize Animation Options**:
- After adding an animation, WE can customize it by clicking on the animation in the Animation
Pane or by using the options in the "Animation" group in the ribbon. WE can adjust parameters like the
start, duration, and delay of the animation.
4. **Preview**: To preview the animation, click the "Preview" button in the "Preview" group. This shows
WE how the animation will work in OUR presentation.
5. **Repeat Steps**: To add more animations to other objects or elements on the slide, repeat the steps
above.
**Animation Order and Timing:**
- WE can control the order in which animations occur by using the Animation Pane. Simply drag and drop
animations to reorder them.
- Set the timing of animations using the "Start," "Duration," and "Delay" options in the Animation Pane or
the ribbon.
