CH 01

1. What is a computer? Draw a block diagram to illustrate the basic organisation of a computer
system and explain the functions of various units.

Ans: Computers are devices that transform data into meaningful information. Data can be
anything like marks obtained by you in various subjects. It can also be the name, age, sex,
weight, height, etc. of all the students in a class. Computer can also be defined in terms of
functions it can perform. A computer can

(i) Accept data

(ii) Store data

(iii) Process data as desired

(iv) Retrieve the stored data as and when required and

(v) Print the result in the desired format.

The functions of various units.

CH 01

1. Input Devices: Input devices accept data and instructions from the user.Following are the
examples of various input devices, which are connected to the computer for this purpose.

(i) Keyboard: A keyboard is the most common input device. Several kinds of keyboards are
available, but they resemble each other with minor variations. The keyboard in most common
use is the QWERTY board. Generally standard keyboard has 104 keys. In these keyboards, the
cursor control keys are duplicated to allow easier use of the numeric pad.

(ii) Mouse: Mouse A mouse is an electro-mechanical, hand-held device It is used as a pointer. It

can perform functions ike selecting menu commands, moving icons, resizing windows, starting
programs, and choosing options.

(iii) Light Pen: An input device that utilises a light-sensitive detector to select objects on a
display screen. A light pen is similar to a mouse except that with a light pen you can move the
pointer and select objects on the display screen by directly pointing to the objects with the pen.

(iv) Optical/magnetic Scanner: These devices are used for automatic data collection. The
devices of this category completely eliminate manual input of data. For example, the bar-code
reader is actually just a special type of image scanner. An image scanner translates printed.

(v) Touch Screen: Touch Screen Touch panel displays and pads are now being offered as
alternatives to keyboard. Here the input can be given through the computer screen, that accepts
the input through monitor; users touch electronic buttons displayed on the screen or they may
use light pen.

(vi) Microphone for voice as input: Microphone Microphone is an input device, which takes voice
as input. Voice communication is more error-prone than information through a keyboard.

There are two types of microphones available

(a) Desktop Microphone.

(b) Handheld Microphone.

(vii) Track Ball: TrackBall Trackball, a pointing device, is a mouse lying on its back to move the
pointer, you rotate the ball with your thumb, your fingers, or the palm of your hand. There are
usually one to three buttons next to the ball, which you use just like mouse buttons. The
advantage of trackball over mouse is that the trackball is stationary so it does not require much
CH 01

space to use it. In addition, you can place a trackball on any type of surface, including your lap.
For both these reasons, trackballs are popular pointing devices for portable computers.

2. Output Devices: Output devices return processed data that is information, back to the user.

Some of the commonly used output devices are:

(i) Monitor: Out of all the output devices, monitor is perhaps the most important output device
because people interact with this device most intensively than others. Computer information is
displayed, visually with a video adapter card and monitor. Information processed within the CPU,
that needs to be visually displayed, is sent to video adapter. The video adapter converts
information from the format used, in the same manner as a television displays information sent
to it by a cable service.

(ii) Printers: After a document is created on the computer, it can be sent to a printer for a hard
copy (printout). Some printers offer special features such as coloured and large page formats.

Some of the most commonly used printers are:

(a) Laser Printer.

(b) Inkjet Printer.

(c) Dot Matrix Printer.

(d) Line Printer.

(iii) Plotter: Other Peripherals: Some common computer peripherals include keyboards, mice,
tablet pens, joysticks, scanners, monitors, speakers, printers, external hard drives, and media
card readers. While these are the more common peripherals you’ll see on the market, this isn’t
an exhaustive list.

2. What is an input device? Briefly describe various important input devices.

CH 01

Ans: Input t devices accept data and instructions from the user. Following are the examples of
various input devices, which are connected to the computer for this purpose.

(i) Keyboard: A keyboard is the most common input device. Several kinds of keyboards are
available, but they resemble each other with minor variations. The keyboard in most common
use is the QWERTY board. The standard keyboard has 104 keys. In these keyboards, the cursor
control keys are duplicated to allow easier use of the numeric pad.

(ii) Mouse: Mouse A mouse is an electro-mechanical, hand-held device It is used as a pointer. It

can perform functions like selecting menu commands, moving icons, resizing windows, starting
programs, and choosing options.

(iii) Light Pen: An input device that utilises a light-sensitive detector to select objects on a
display screen. A light pen is similar to a mouse except that with a light pen you can move the
pointer and select objects on the display screen by directly pointing to the objects with the pen.

(iv) Optical/magnetic Scanner: These devices are used for automatic data collection. The
devices of this category completely eliminate manual input of data. For example, the bar-code
reader is actually just a special type of image scanner. An image scanner translates printed.

(v) Touch Screen: Touch Screen Touch panel displays and pads are now being offered as
alternatives to the keyboard. Here the input can be given through the computer screen that
accepts the input through the monitor; users touch electronic buttons displayed on the screen or
they may use a light pen.

(vi) Microphone for voice as input: Microphone Microphone is an input device, which takes voice
as input. Voice communication is more error-prone than information through a keyboard.

There are two types of microphones available

(a) Desktop Microphone.

(b) Handheld Microphone.

(vii) Track Ball: TrackBall Trackball, a pointing device, is a mouse lying on its back to move the
pointer, you rotate the ball with your thumb, your fingers, or the palm of your hand. There are
usually one to three buttons next to the ball, which you use just like mouse buttons. The
advantage of trackball over mouse is that the trackball is stationary so it does not require much
CH 01

space to use it. In addition, you can place a trackball on any type of surface, including your lap.
For both these reasons, trackballs are popular pointing devices for portable computers.

3. Discuss two basic types of monitors CRT and LCD.

Ans: Two basic types of monitors CRT and LCD are:

(i) CRT: Cathode Ray Tube (CRT): CRT or Cathode Ray Tube Monitor is the typical monitor that
you see on a desktop computer. It looks a lot like a television screen, and works the same way.
This type uses a large vacuum tube, called cathode ray tube (CRT).

(ii) LCD: Liquid Crystal Displays (LCD): This type of monitor are also known as flat panel monitor.
Most of these employ liquid crystal displays (LCDs) to render images. These days LCD monitors
are very popular. When people talk about the capabilities of various monitors, one critical
statistic is the resolution of the monitor. Most monitors have a resolution of at least 800 x 600
pixels. High-end monitors can have resolutions of 1024 x 768 pixels or even 1280 x 1024 pixels.
Thus monitors are available either in low resolution or in high resolution.

4. What is software? Discuss its various categories with the help of a diagram.

Ans: Computers cannot do anything on its own. It is the user who instructs the computer; what
to do, how to do and when to do. In order to perform any task, you have to give a set of
instructions in a particular sequence to the computer. These sets of instructions are called
Programs. Software refers to a set of programs that makes the hardware perform a particular
set of tasks in particular order.Software can be classified mainly into following categories and
sub-categories are shown in Figure.
CH 01

(i) System Software: When you switch on the computer the programs stored in ROM are
executed which activates different units of your computer and makes it ready for you to work on
it. This set of programs can be called system software. System softwares are sets of programs,
responsible for running the computer, controlling various operations of computer systems and
management of computer resources. Operating System (OS) falls under this category. An
operating system is a system software that provides an interface for a user to communicate
with the computer, manages hardware devices (disk drives, keyboard, monitor, etc), manages
and maintains disk file systems and supports application programs. Some popular Operating
systems are UNIX, Windows and Linux. Although the operating system provides all the features
users need to use and maintain their systems, inevitably, they still do not meet everyone’s
expectations. This has led to another type of system software called “Utilities”. These are
programs that bridge the gap between the functionality of an OS and the needs of users. utility
programs are a broad category of software such as compress zip)/uncompress (unzip) files
software, anti virus software, split and join files software, etc.

(ii) Application Software: Application software is a set of programs, which are written to perform
specific tasks, for example: An application package for managing library known as library
information system is used to manage information of library such as: keeping book details,
account holder details, book issue details, book return details tc. Another application package
for managing student details is called student’s information system, manages student’s roll no,
name, parents name, address, class, section, processing of examination results etc. Application
software can be broadly.

Classified into two types:

(a) Generalised packages.

CH 01

(b) Customised packages.

5. Distinguish between system and application software.

Ans: Between system and application software are:

(1) System software:

(i) System Software is the type of software which is the interface between application software
and system.

(ii) In general, System software is developed using low-level language which is more compatible
with the system hardware in order to interact with.

(iii) System software is essential for operating the computer hardware. Without these software,
a computer may not even start or function properly.

(iv) System software is used for operating computer hardware.

(v) System software is installed on the computer when the operating system is installed.

(2) Application software:

(i) Application Software is the type of software which runs as per user request. It runs on the
platform which is provided by system software.

(ii) In the case of Application software, high level language is used for their development as they
are developed as some specific purpose software.

(iii) Application software is not essential for the operation of the computer. These are installed
as per the user’s requirements.

(iv) Application software is used by users to perform specific tasks.

(v) Application software is installed according to the user’s requirements.

CH 01

6. Write short notes on:

(a) Laser Printer: A laser printer produces high quality print that one normally finds in publishing.
It is extremely fast and quiet. Moreover, the operation of a laser printer is easy with automatic
paper loading and no smudging or messing up of ink ribbons. The fastest laser printer can print
up to 200 pages per minute in monochrome (black and white) and up to 100 pages per minute
in colour.

(b) High level language: To overcome the limitation, high level language has been evolved which
uses normal English-like, easy to understand statements to solve any problem. Higher level
languages are computer independent and programming becomes quite easy and simple.

Various high level languages are given below:

(i) BASIC (Beginners All Purpose Symbolic Instruction Code): It is widely used, easy to learn
general purpose language. Mainly used in microcomputers in earlier days.

(ii) COBOL (Common Business Oriented language): A standardised language used for
commercial applications.

(iii) FORTRAN (Formula Translation): Developed for solving mathematical and scientific
problems. One of the most popular languages among the scientific community.

(iv) C: Structured Programming Language used for all purposes such as scientific application,
commercial application.

(v) C++: Popular object oriented programming language, used for general purpose.

(c) Compiler: The software (set of programs) that reads a program written in high level language
and translates it into an equivalent program in machine language is called a Compiler.

(d) Plotter: A plotter is a special kind of output device that, like a printer, produces images on
paper, but does so in a different way. Plotters Are designed to produce large drawings or
images, such as construction plans for buildings or blueprints for mechanical objects. A plotter
can be connected to the port normally used by the printer. An array of different coloured pens in
a clip rack and a robotic arm is part of the plotter.
CH 01

7. Write a note on Computer language and its classification.

Ans: Languages are a means of communication. Normally people interact with each other
through a language. In the same pattern, communication with computers is carried out through
a language. This language is understood both by the user and the machine. Just like every
language like English, Hindi has its grammatical rules; every computer language is bound by
rules known as SYNTAX of that language. The user is bound by that syntax while
communicating with the computer system.

Its classification are given below:

(i) Low Level Language: The term low level means closeness to the way in which machines
understand.

(ii) Machine Language: This is the language (in the form of 0’s and 1’s, called binary numbers)
understood directly by the computer. It is machine dependent. It is difficult to learn and even
more difficult to write programs.

(iii) Assembly Language: This is the language where the machine codes consisting of 0’s and 1’s
are substituted by symbolic codes (called mnemonics) to improve their understanding. It is the
first step to improve programming structure. assembly language programming is simpler and
less time consuming than machine level programming, it is easier to locate and correct errors in
assembly language than in machine language programs. It is also machine dependent.
Programmers must have knowledge of the machine on which the program will run.

(iv) High Level Language We know that low level language requires extensive knowledge of the
hardware since it is machine dependent. To overcome the limitation, high level language has
been evolved which uses normal English-like, easy to understand statements to solve any
problem.

(v) Higher level languages are computer independent and programming becomes quite easy
and simple.

Various high level languages are given below:

(a) BASIC (Beginners All Purpose Symbolic Instruction Code): It is widely used, easy to learn
general purpose language. Mainly used in microcomputers in earlier days.
CH 01

(b) COBOL (Common Business Oriented language): A standardised language used for
commercial applications.

(c) FORTRAN (Formula Translation): Developed for solving mathematical and scientific
problems. One of the most popular languages among the scientific community.

(d) Structured Programming Language used for all purposes such as scientific application,
commercial application, developing games etc.

(e) C++: Popular object oriented programming language, used for general purpose.
Post navigation
CH 02

1. List out various steps to search for a file or folder.

Ans: Click the Start button, type the file name or keywords with your keyboard,
and press Enter. The search results will appear. Simply click a file or folder to
open it.

2. Describe the following.

(a) Recycle bin: The Recycle Bin is an analogy to a physical trash can; users
place items to be thrown out there, and when the trash can fills up it is
emptied. The Recycle Bin is similar as items that are deleted are sent there,
then the Recycle Bin may be manually emptied or once it is full, it will remove
the oldest files first.

(b) Task bar: The Taskbar is a user interface component in the Microsoft
window operating system that allows quick access to open apps, files, and
system settings. It is typically located at the bottom of the screen and provides
quick access to important features such as the Start menu, the system tray,
and the task manager. To start applications, switch between open applications
and access system settings, and users can use the Taskbar. Additionally, the
Taskbar can be altered to fit the user’s requirements and preferences. For
example, the size and placement of the icons can be changed, and new icons
for commonly used programs can be added.

(c) Quitting a program: Quitting a program to quit a program, select the

close button (×) in the upper-right corner of the window OR Click on File menu
and select ‘Close’ option.

(d) File Management in Windows: File management in Windows can be

done through Windows explorer or My Computer. Windows Explorer displays
the hierarchical list of files, folders, and storage drives (both fixed and
removable) on your computer. It also lists any network drives that have been
mapped to as drive letters on your computer. Windows Explorer can be used
to copy, move, rename, and search for files and folders. For example, to copy
CH 02

a file, you can open a folder that contains the desired file to be copied or
moved, and then just drag and drop the file to the target folder or drive.

3. Write down the steps to delete a file or folder from the computer.

Ans: The steps to delete a file or folder from the computer:

(i) Click File Explorer icon.

(ii) Go to the location where you store your file or folder.

(iii) Click the name of the file or folder you wish to delete.

(iv) Press the delete key (on the keyboard) or right click the file or folder and
click Delete.

4. What are the steps to install software on the computer?

Ans: The steps to install software in the computer:

(i) Click Start, click Control Panel.

(ii) Double-click Add or Remove Programs.

(iii) Click on Add New Programs, and then select the source where the
software to be installed is located such as CD or Floppy drive.

(iv) Follow the instructions on your screen to install the Software.

5. Write down various steps to rename a file or folder.

Ans: The various steps to rename a file or folder are:

CH 02

(i) Click on Start, and then click on My Documents.

(ii) Click on the file or folder you want to rename.

(iii) Under File, click Rename.

(iv) Type the new name, and then press the ENTER key.

(v) File or folder can also be renamed by right-clicking it and then clicking
Rename.
CH 03

1. Write any two uses of rulers in Word Program.

Ans: There are two types of the ruler on MS Words.

Horizontal Ruler: It is used to set the left and right margins of the document.

Vertical Ruler: It is used to set the top and bottom margins of the document.

2. What is a mouse pointer?

Ans: A mouse pointer is a small, graphical symbol or icon that appears on

your computer screen and moves in response to your physical mouse
movements. It serves as a visual representation of the position and actions of
your mouse.

3. What is an end-of-document marker?

Ans: End-of-Document Marker: The horizontal line (like a short underline) at

the end of the document (seen only when Word is in Normal view) is called
end-of-document marker. This marker lets you know where the end of the
document occurs.

4. Explain the steps in renaming a document.

Ans: Find and select the file, then select File > Rename. Type the new name
and press Enter. When you start a new, blank, document in Office for the web,
your document gets a name like “Document4” or “Presentation2”

5. What are the steps in protecting a document from accessing?

Ans: If you want to protect a document from other users accessing it, give a
password to your file.
CH 03

Follow the steps given below:

(i) When the file is open, select the Office Button → Save As command on the
menu bar. The Save As dialog box appears. Move the cursor on the Tools tab
on the down left side of the Save As dialog box and click. A submenu will
appear.

(ii) Click on General Options. The Save dialog box opens.

You will see two boxes: Password to open and Password to modify.

(iii) Type a password in Password to open the box. (A password can include
up to 15 character case-sensitive letters, numerals, spaces and symbols. As
you type the password, Word displays an asterisk (*) for each character you
type).

(iv) Click OK. TheConfirm Password dialog box appears(see Save dialog box
and Confirm Password dialog box Retype the password you typed earlier.
Click OK on Confirm password dialog box and then click OK on Save dialog
box and then click OK on Save As dialog box.

(v) when you open the file again next time it will ask you to type the
password.. Remember, you will not be able to open that file without the
password. Also, don’t forget that the passwords are case sensitive; that is,
‘XYZ’ and ‘xyz’ are two different passwords.

6. How do you modify a password given to protect a document?

Ans: If you suspect that someone knows your password and you want to
change it, modify it by typing present password in Password to open: box and
new password in Password to modify: box in the Save dialog box.

7. What are the steps in printing a document’s multiple pages in a single

sheet of paper?
CH 03

Ans: If you want to print multiple pages of a document in a single sheet

of paper, follow the steps given below:

(i) Open the document to be printed.

(ii) Choose Office Button → Print command on the menu bar. The Print dialog
box will open. Select the Options like print range, Number of copies, Printer
name etc. See that the printer is switched on and the paper is available in the
printer tray.

(iii) Select the appropriate paper size in Pages per sheet: under Zoom in Print
dialog box.

(iv) Click OK.

8. Write any three options available in the Print dialog box.

Ans: Three options available in the Print dialog box.

(i) Multi-column Printing.

(ii) Duplex Printing.

(ii) Draft Printing.

CH 04

1. What is the command in the menu bar to change text to Title Case?

Ans: The command in the menu bar to change text to Title Case is Shift + F3.
It is used to change the text between Title case, Upper case, and Lower case
in Ms-word, Ms-powerpoint and Ms-Excel.

2. Explain the steps in inserting a symbol.

Ans: The steps in inserting a symbol: Place the insertion point where the
special character will be inserted. From the Insert command tab, in the
Symbols group, click SYMBOL » select More Symbols. select the Special
Characters tab. From the Character scroll box, select the desired character.
Click INSERT.

3. What is a font face? Mention any two font families.

Ans: Font-face it is the font family selection which specifies the list of
prioritised fonts and generic font names. It is a type of font or sometimes font
family. Example, Times New Roman. Regular: It doesn’t refer to a font or font
family, just a regular stile of text written with no special styling.

There are Two Font Families are:

(i) serif.

(ii) scripty.

4. How do you set line spacing in a paragraph?

Ans: Line Spacing determines the height of each line of text in the paragraph.
The default (single line spacing) depends on the size of the font characters.
Individual line spacing is easy to change. Choose Home → Paragraphs sub
task menu and click on the down arrow located near lower right corner to
display the paragraphs formatting submenu.. The Paragraph dialog box
CH 04

appears. The Indents and Spacing tab of the Paragraph dialog box provides a
drop-down under Line spacing: for simple but effective control of the space
between lines under most circumstances. The preview area demonstrates the
relative effect of single, one-and-a-half and double line spacing. Single
spacing causes 12-point line spacing, 1½ line spacing is 18 points and double
spaced lines will be 24 points apart.All these line spacing settings can be
made by choosing the appropriate options from the Line spacing menu in the
Paragraph dialog box.

5. Write the steps for moving text.

Ans: Select the text. Press and hold the Ctrl key as you drag the selected text,
placing the mouse pointer’s grey line at the desired location.

6. Write the steps for copying text.

Ans: Copying means to make a copy of the selected text and insert in another
location, leaving the original text unchanged.

To copy text, follow the steps given below:

(i) Select the text that will be moved.

(ii) Select Home → Clipboard sub task menu command on the menu bar, or
click the Cut button on the standard tool bar,or press CTRL+X keys. This will
move the text to aClipboard.

(iii) Choose HomeC → lipboard sub task menu command on the menu bar,
click the Copy button on the standard toolbar, or press CTRL+C keys to copy
the text to the clipboard.

7. What is the use of AutoCorrect feature in Word?

CH 04

Ans: When we type on MS WORD if we write a wrong spelling of a word that

time the auto correct feature is used it is so useful for us.

it automatically makes the spelling correct which makes this a unique

feature are:

(i) Its purpose is to automatically correct common spelling mistakes and typos
as you type.

(ii) On the AutoCorrect tab, select or clear Replace text as you type.

(iii) Autocorrect, a program that corrects typos by guessing what words users
meant to type.
CH 05

1. Briefly explain the following:

(a) Main document.

(b) Data source. and

(c) Merge document.

Ans: (a) Main document: In a Mail Merge operation, the personalised

document (such as, a standard letter, or envelope, or mailing label) is known
as the main document.It is the document containing the text and graphics that
stay the same for each version of the merged document – for example, the
return address and body of a form letter.

(b) Data source: Data source is a file that contains the names and addresses
or any other information that varies with each version of a mail-merge
document. For example, a list of names and addresses for a form letter you
want to send to a list of clients or other people.

(c) Merge Document: When you merge the main document with data source,
a third document called merge document will be produced. The merge
document can be merged to the screen to view letters along with addresses;
or directly to the printer to print the letters along with addresses and print
addresses on envelopes or labels; or save as some other file that can be used
later for printing. Inserting the data or information from the data source in the
main creates the merge document. For example, insert the merge field «City»
in a letter document to have Word insert a city name, such as “New Delhi” that
is stored in the City data field.

2. Write any two features of Mail Merge.

Ans: Two features of Mail Merge are:

CH 05

(i) The Mail Merge feature makes it easy to send the same letter to a large
number of people.

(ii) By using Mail Merge, we don’t have to type each recipient’s name
separately in each letter.

3. Explain steps in creating a main document for form letters.

Ans: Create the Main Document: Click New Blank Document on he

Standard toolbar. Select Mailings→Start Mail Merge subtask on the main tab
bar.Under sub task Start Mail Merge, select Envelopes. The Microsoft Word
will display the Envelope Options dialog box.

4. Write steps in editing existing data records in Main Merge.

Ans: To edit the existing data records in the data source file, follow these
steps:

(i) Open the data source file and then select Use an existing list option from
the Select Recipients dialog box displayed in step 3 of the Mail Merge Wizard.
The toolbar will appear on the screen.

(ii) Now click on the Browse option to display the Select Data Source dialog
box. Now search the folder where you have stored the data file which you
want to use and the click on the Open button to access the data file.

(iii) You can open various data file formats such as Access database, Excel
files, Word File, Rich Text format etc.

(iv) Once the data file is selected, based of the type of data file selected, Mail
Merger will ask you to define how to distinguish between data fields and data
record.
CH 05

(v) Once it is done, the data file will be loaded into Mail Merge and you can
now click on the Edit Recipient List button to be able to edit the list as per your
requirement.

(vi) To locate a data record that you want to change, move to the record
number you want to change its contents by clicking the arrow keys or typing
the record number; or click Find, and then search for information that you
know the record contains.

(vii) Edit the records that you want to change and save the changes.

5. How do you create a data source using Word table?

Ans: In fact, the Mail Merge Wizard guides you step by step through setting up
a Word table that contains your names, addresses, and other data. Instead of
taking advantage of Mail Merge Wizard, you can also create a data source by
entering field names and data directly in a Word table.

Follow these steps to do this:

(i) Insert a table by selecting tab Insert → Table command on the main tab bar
and create a table as given below.

(ii) Type the data field names on the top row of the table. Start typing the data
records from the second row.

(iii) When you finish entering all the data records, save the table as a Word
document. Your data source document is ready.

(iv) Using Excel Worksheet to Create a Data Source You can also use Excel
programs to create.
CH 05

6. Write steps in using Excel worksheet as a data source for your Mail
Merge.

Ans: Using Excel Worksheet to Create a Data Source You can also use Excel
programs to create a data source.

Follow these steps do this.

(i) Start Excel program. Open Worksheet.

(ii) Type the data field names on the top row of the worksheet. Start typing the
data records from the second row.

(iii) When you finish entering all the data records, save the Worksheet.

(iv) Select the data field names and data records you typed in the worksheet,
and then click on Copy button in the standard toolbar. Close the file and then
exit the Excel Program.

(v) Open Word program: Open a new document and then click on the Paste
button. The data will be copied to the word document in a table form. Save the
document. Your data source document is ready.
CH 06

1. What are the main features of MS Excel?

Ans: The main features of MS Excel are:

(a) Results-oriented user interface The new results-oriented user interface

makes it easy for you to work in Microsoft Office Excel. Commands and
features that were often buried in complex menus and toolbars are now easier
to find on task-oriented tabs that contain logical groups of commands and
features. Many dialog boxes are replaced with drop-down galleries that
display the available options, and descriptive tooltips or sample previews are
provided to help you choose the right option.

(b) More rows and columns, and other new limits The grid of Excel 2007 is
having 1,048,576 rows and 16,384 columns. Thus it provides a user with
1,500% more rows and, 300% more columns than the Microsoft Office Excel
2003. The last column in Excel 2007, is XFD instead of IV in Excel 2003. The
number of cell references per cell is increased to limit the maximum available
memory. The formatting types are also increased to an unlimited number in
the same workbook as compared to the earlier limit of four thousand types of
formatting.

(c) Office themes and Excel styles By the help of a specific style, in Excel
2007, the data can be quickly formatted in the worksheet by the help of a
theme. You and share themes across other releases of Office 2007 e.g. Word
2007, Powerpoint 2007.

(i) Applying a theme: Themes are used to make great-looking documents. A

theme is defined as a predefined set of colours, lines, fonts and fills effects.
Theme can be applied to a specific item like tables, charts or it can also be
applied to entire Workbook.

(ii) Using styles: A predefined theme based format is called style. It can be
applied to change the appearance of Excel charts, tables, PivotTables,
diagrams or shapes. Styles can be customised to meet user specific
CH 06

requirements. It is important to note that in case of charts you cannot create

your own styles, but you can use existing styles.

(d) Rich conditional formatting It is easy to use and apply conditional formats.
A few tricks are required to observe the relationships in data, which helps to
great extent for analysis purposes.

2. Differentiate between a worksheet and a workbook?

Ans:

worksheet workbook

(i) A Worksheet is basically a (i) A workbook is a file that contains

single-page spreadsheet multiple spreadsheets. A worksheet
containing information. contains a matrix of rectangular cells,
organised in a form of rows and columns.

(ii) worksheet is a single tab (ii) A workbook contains one or more

within the workbook that is worksheets, consisting of related
used for organising and information.
analysing data.

(iii) A collection of worksheets (iii) a workbook is a large container that

is referred to as a workbook holds multiple worksheets.
(spreadsheets).
3. What are the different types of data that can be entered into worksheet
cells?

Ans: The three types of data you can enter into a cell are data, labels and
formulas. Data – values, usually numbers but can be letters or a combination
of both. Labels – headings and descriptions to make the spreadsheet easier
to understand. Formulas – calculations that update automatically if referenced
data changes.
CH 06

4. Explain three different ways you protect your workbook.

Ans: Three different ways you protect your workbook.

(i) Click the Microsoft Office Button, and then click Save As.

(ii) Click Tools, and then click General Options.

(iii) Do one or both of the following:

(a) If you want reviewers to enter a password before they can view the
workbook, type a password in the Password to open box.

(b) If you want reviewers to enter a password before they can save changes
to the workbook, type a password in the Password to modify box.

5. How do you find a single number or name you want in a large

worksheet containing thousands of numbers and names? Is it possible
to replace a name or number with some other name or number? How?

Ans: To find a single number or name in a large worksheet, you can use the
“Find” function. In Excel, you can access this by pressing Ctrl + F on your
keyboard. A small window will pop up where you can type the name or
number you’re looking for.

Yes, it is possible to replace a name or number with some other name or

number through various methods, including encryption, encoding, or simply by
substituting one value for another.

(i) Encryption: Encryption is a method of converting data into a coded form to

prevent unauthorised access. One common type of encryption is symmetric
encryption, where the same key is used for both encryption and decryption.
Another type is asymmetric encryption, where different keys are used for
encryption and decryption. By encrypting data, the original name or number is
CH 06

replaced with an encrypted version that appears as a random sequence of

characters or numbers.

(ii) Encoding: Encoding involves converting data into a specific format or

representation according to a set of rules or standards. For example, ASCII
(American Standard Code for Information Interchange) and Unicode are
encoding schemes used to represent text characters using numeric values.
Similarly, Base 64 encoding converts binary data into ASCII characters for
transmission over text-based systems. Encoding can be reversible or
irreversible, depending on the encoding scheme used.

(iii) Substitution: substitution to use something or someone instead of

another thing or person: substitute something for something You can
substitute oil for butter (= use oil instead of butter) in this recipe. In
cryptography, substitution ciphers are techniques where each letter in the
plaintext is replaced by another letter based on a fixed system. For example,
in a Caesar cipher, each letter in the plaintext is shifted a certain number of
positions down the alphabet. Substitution can also be used to replace
numbers with other numbers or names with other names.

6. How do you select a single cell, a single column, a single row, a

cluster of cells, and an entire worksheet?

Ans: (i) Select single cell column are:

(a) To select a single cell, left-click on it.

(b) To select a range of cells, click and hold the left mouse button and drag
through the range you want to select.

(c) To select multiple ranges, press the CTRL key while selecting a range or
clicking on individual cells with the mouse.
CH 06

(ii) Single column: Single Column allows the fields in a section to be listed
one below the other. Double Column. Double Column allows the fields in a
section to be displayed in two columns.

(iii) A single row A single-row subquery is used when the outer query’s results
are based on a single, unknown value. Although this query type is formally
called “single-row,” the name implies that the query returns multiple
columns-but only one row of results.

(iv) A cluster of cells: In a computer system, a cluster is a group of servers

and other resources that act like a single system and enable high availability,
load balancing and parallel processing. These systems can range from a
two-node system of two personal computers (PCs) to a supercomputer that
has a cluster architecture.

(v) Entire worksheet: Press CTRL+A. Note If the worksheet contains data,
and the active cell is above or to the right of the data, pressing CTRL+A
selects the current region. Pressing CTRL+A a second time selects the entire
worksheet.

7. Difference between Move cells and Copy cells.

Ans: When you move or copy a cell, Excel moves or copies the entire cell,
including formulas and their resulting values, cell formats, and comments.

(i) Select the cells that you want to move or copy.

(ii) On the Home tab, in the Clipboard group, doone of the following:

(a) To move cells, click Cut. Keyboard shortcut for CTRL+X.

(b) To copy cells, click Copy. Keyboard shortcut or CTRL+C.

(iii) Select the upper-left cell of the paste area.

CH 06

(iv) On the Home tab, in the Clipboard group, click Paste . Or CTRL+V.

8. What are the different features available in Page setting command?

Ans: The different features available in Page setting command are:

(i) Themes Group: The Themes Group is available in the top left corner.

(ii) Margins: Margins are one of the commonly used page settings.

(iii) Orientation: The Orientation option will provide the option of page
orientation.
CH 07

1. What is Format Painter? When do you think Format Painter is useful

in Excel?

Ans: Format Painter is a tool that allows you to copy the format you use in a
section of your Word document and apply it to another area. This feature is
similar to the copy and paste keyboard shortcut, but it duplicates visual
formatting instead of text content.

Use Format Painter to quickly apply the same formatting, such as colour, font
style and size, or border style, to multiple pieces of text or graphics. With
format painter, you can copy all of the formatting from one object and apply it
to another one—think of it as copying and pasting for formatting.

2. Explain different preset styles available in Excel.

Ans: In Microsoft Excel, there are several preset styles available for formatting
cells, ranges, tables, and charts. These styles help users quickly apply
consistent and professional- looking formatting to their data.

Some of the common preset styles in Excel include:

(i) Title.

(ii) Heading 1, Heading 2, Heading 3, etc.

(iii) Total.

(iv) Good, Bad, and Neutral (for conditional formatting).

(v) Currency.

(vi) Percent.
CH 07

(vii) Comma.

(viii) Date.

(ix) Time.

(x) Table styles (various predefined formats for tables).

(xi) Chart styles (various predefined formats for charts).

(xii) Accent 1, Accent 2, Accent 3, etc. (for colour schemes).

(xiii) Linked Cell (for data linked to external sources).

(xiv) These preset styles can be accessed from the “Styles” group on the
“Home” tab in Excel.

3. Explain steps to create a new style.

Ans: You can create a custom style by selecting the text you want to use as a
style, going to the “Styles” or “Format” menu, and choosing the option to
create a new style. In the dialog box that appears, you can specify the
formatting attributes you want to apply and give the style a name.

(i) Right-click the text on which you want to base a new style.

(ii) In the mini toolbar that appears, click Styles, and then click Create a Style.

(iii) In the Create New Style from Formatting dialog box, give your style a
name and click OK.

4. How to copy styles from one open workbook file to another?

CH 07

Ans: (i) Open the workbook that contains the cell styles that you want to copy.

(ii) Open the workbook that you want to copy the styles into.

(iii) On the Home tab, in the Styles group, click the More button next to the cell
styles box that contains previews of styles.

(iv) Click Merge Styles.

5. What are the different tabs available in the Format Cells dialog box?

Ans: There are six tabs in the Format Cells dialog box: Number,
Alignment, Font, Border, Patterns, and Protection. The following sections
describe the settings available in each tab.

(i) Alignment tab: These options allow you to change the position and
alignment of the data with the cell. The Format Cells dialog box offers you
more options than the alignment buttons on the Formatting toolbar. For
example, you can change the orientation of the text.

(ii) Font tab: All of the font attributes are displayed in this tab including font
face, size, style, and effects. Using Formatting toolbar you can bold, italicise,
and underline your cell entries. For even more formatting options you can use
the Format Cells dialog box.

(iii) Border and Pattern tabs: You can use the Formatting toolbar for adding
borders, cell shading, and font colour. These buttons are actually tear-off
palettes. When you click on the picture portion of the button, the format of the
picture displayed will be applied to the contents of the cell(s) you have
selected in the worksheet. You can change the picture displayed on the button
by clicking on the button’s small drop-down arrow to access the palette of
samples from which to choose.
CH 07

Follow these steps to apply a border and colour to a selection sing the
options in the Format Cells dialog box.

(a) Select Format → Cells to display the Format Cells dialog box.

(b) Select the Border tab.

(c) In the Presets area, choose None, Outline, or Inside to specify the location
for the border.

6. What are the different features available in:

(a) Number tab.

(b) Border tab. and

(c) Patterns tab in Excel’s Format Cells dialog box?

Ans: The different features available in below:

(a) Number tab: The data type can be selected from the options on this tab.
Select the range you would like to format and click on one of the Category
number as shown in to apply that style to your numbers. Select General if the
cell contains text and number and it does not have any specific number
format. If you select Number Category you can represent numbers as
integers, decimals with number of decimal as option etc. For example, if you
want to restrict the number of decimals.

(b) Border tab: The Border tab in the Properties dialog box lets you modify
table borders. It appears when you right-click a table and then select
Properties. This tab contains controls for: Lines and Curves.
CH 07

(c) The Format Cells dialog box appears with the Patterns tab on top, as
shown on the following page. You can click the down arrow to the right of the
Fill Colour button on the Formatting toolbar and click a shade of grey or a
colour from the colour palette that appears. colours. 4 Click the Pattern down
arrow.

7. How do you:

(a) Hide a column.

(b) Unhide a column.

(c) Hide a worksheet.

(d) Unhide a worksheet?

Ans: (a) Hide a column: When columns are hidden, they are not deleted and
they will only be hidden in the current View. Information in hidden columns can
still be seen when you expand a row.

(b) Unhide a column: To unhide column A, right-click the column B header

or label and pick Unhide Columns. To unhide row 1, right-click the row 2
header or label and pick Unhide Rows.

Tip: If you don’t see Unhide Columns or Unhide Rows, make sure you’re
right-clicking inside the column or row label.

(c) Hide a worksheet: (i) Right click on the sheet tab which you want to hide.

(ii) Choose Hide option from the context menu, as shown.

CH 07

(d) Unhide a worksheet: To unhide the hidden sheet, right click on any of the
visible sheets. Unhide Dialog will appear. Choose the sheet from the list to
unhide. In our case only one sheet is displayed to unhide.

8. How do you resize your worksheet columns or rows?

Ans: In Microsoft Excel, you can resize worksheet columns or rows by

following these steps:

(i) To Resize Columns:

(a) Select the column(s) you want to resize.

(b) Go to the “Home” tab on the ribbon menu.

(c) In the “Cells” group, click on the “Format” dropdown menu.

(d) Choose “Column Width…” option.

(e) Enter the desired width in the “Column Width” dialog box and click “OK”.

(ii) To Resize Rows:

(a) Select the row (s) you want to resize.

(b) Go to the “Home” tab on the ribbon menu.

(c) In the “Cells” group, click on the “Format” dropdown menu.

(d) Choose “Row Height…” option.

(e) Enter the desired height in the “Row Height” dialog box and click “OK”.
CH 08

1. What is the importance of charts and graphics in providing

information?

Ans: Charts and graphs help to express complex data in a simple format.
They can add value to your presentations and meetings, improving the clarity
and effectiveness of your message. Graphs and charts are effective visual
tools because they present information quickly and easily. It is not surprising
then, that graphs are commonly used by print and electronic media.
Sometimes, data can be better understood when presented by a graph than
by a table because the graph can reveal a trend or comparison.

2. Briefly explain any five different components of a chart?

Ans: Five different components of a chart are:

(i) The title bar sits at the top of an app on the base layer. Its main purpose is
to allow users to be able to identify the app via its title, move the app window,
and minimise, maximise, or close the app.

(ii) Axis: The x-axis represents the horizontal dimension and typically
corresponds to the independent variable or input. However, the y-axis
represents the vertical dimension and usually denotes the dependent variable
or output. Together, they form a Cartesian coordinate system to map and
analyse data.

(iii) Data series: A data series is a row or column of numbers that are entered
in a worksheet and plotted in your chart, such as a list of quarterly business
profits. Charts in Office are always associated with an Excel-based worksheet,
even if you created your chart in another program, such as Word.

(iv) labels and annotations: labels and annotations provides additional

context and information to help viewers understand the chart more
effectively .
CH 08

(v) legend: A legend is a description of unusual characters, symbols, or

markings on a document. The legend> tag is used in HTML to specify a
caption for the fieldset> element. Each data series in a graph is identified by
the legend.

3. Explain the process of creating a chart using Chart Wizard dialog box.

Ans: Chart Wizard in Excel is used to apply different charts, which can be
Column, Bar, Pie, Area, Line, etc. Chart Wizard, which is now named as Chart
in the new version of MS Office, is available in the insert menu tab.

(i) Column Charts: This type of chart is used to compare values across
categories. They give very effective results to analyse the data of the same
category on a defined scale.

(ii) Line Charts: Data represented in columns or rows in a worksheet can be

plotted with the help of a line chart. Line charts can be used to display
continuous data over time with respect to a common scale. Thus Line Charts
are best suitable for viewing data trends at equal intervals of time. The
horizontal axis is used to represent the category data and all the value data is
distributed uniformly along the vertical axis.

(iii) Pie charts: In a situation where one has to show the relative proportions
or contributions to a whole, a pie chart is very useful. In case of pie chart only
one data series is used. Small number of data points adds more to the
effectiveness of pie charts. Generally there should be maximum five or six
data points or slices in a pie chart. If the points are more in number then it
becomes very difficult to interpret the chart.

Also, it is very important to note that the values of to be used in the pie chart
must be all positive. If there are some negative values, in that case the
negative values will be automatically converted in to positive values, this will
be desired.
CH 08

(iv) Bar Charts: Bar charts are used to show comparisons between individual
items. To make a bar chart the data should be arranged in the form of rows
and columns on a worksheet.

(v) Area Charts The data which is arranged in the form of rows or columns on
a worksheet can be plotted in an area chart. Area charts are used to highlight
the degree of a change over time. Area charts are also used to draw attention
to the total value across a trend.

4. Briefly explain the following:

(a) Bar charts:

Ans: Bar charts are used to show comparisons between individual items. To
make a bar chart the data should be arranged in the form of rows and
columns on a worksheet.

(b) Pie charts:

Ans: In a situation where one has to show the relative proportions or

contributions to a whole, a pie chart is very useful. In case of pie chart only
one data series is used. Small number of data points. adds more to the
effectiveness of pie charts. Generally there should be a maximum of five or six
data points or slices in a pie chart. If the points are more in number then it
becomes very difficult to interpret the chart. Also, it is very important to note
that the values to be used in the pie chart must be all positive. If there are
some negative values, in that case the negative values will be automatically
converted in to positive values, this will be desired.

5. List any four features of Chart Formatting toolbar.

Ans: Four features of Chart Formatting toolbar are:

CH 08

(i) Chart Elements: This feature lets you add or remove various elements of
the chart, such as axes, titles, data labels, legend, gridlines, and trendlines. It
provides options for customising the appearance and visibility of these
elements.

(ii) Chart Type: This feature enables you to change the type of chart you’re
using, such as switching between bar, line, pie, or scatter plot charts. It allows
you to experiment with different chart types to best represent your data.

(iii) Chart Layouts: This feature offers predefined layouts for arranging chart
elements in different configurations. It allows you to quickly modify the
arrangement and formatting of your chart without manually adjusting each
element.

(iv) Chart Type: This feature allows you to quickly apply predefined styles to
your chart , including different colour schemes , fonts and effects.

6. How do you copy a chart to Word created in Excel 2007?

Ans: In Microsoft Excel 2007 chart wizard is removed and also not brought
back in Excel 2010 also. Instead the ribbon is provided as a new place to get
your chart related needs fully filled. The buttons on the Insert tab of the ribbon
are just the starting point to make a chart. After we get the ribbon it becomes
very simple to start making a chart. Whenever we click on some component of
a chart, we observe that the Chart Tools are displayed to the ribbon. Three
additional tabs which provide a variety of chart design, layout and formatting
options, will also be added. First, the Layout tab is used to add all sorts of
elements related to the chart or change the way they are shown in the chart.
Second, the format tab is used to apply special effects which were not
available in the earlier versions of Excel, such as the bevel effect etc. It may
be a little difficult to be acquainted with this new type of chart interface, but
once you start working, you’ll be proud to show off your professional looking
results. It is worth mentioning that you can right click on an element of the
chart for quick access to specific features with respect to that particular
CH 08

element e.g. if you right click on any chart axis, you will get the Format Axis
dialog box.

7. List any five categories of AutoShapes in Excel.

Ans: Five categories of AutoShapes in Excel are:

(i) Lines: After clicking the Lines button on the AutoShapes toolbar, draw a
straight line, arrow, or double-ended arrow from the first row of options by
clicking the respective button. Click in the worksheet where you would like the
line to begin and click again where it should end. To draw a curved line or
freeform shape, select curved lines from the menu, click in the worksheet
where the line should appear, and click the mouse every time a curve should
begin. End creating the graphic by clicking on the starting end or pressing the
ESC key. To scribble, click the last button in the second row, click the mouse
in the worksheet and hold down the left button while you draw the design. Let
go of the mouse button to stop drawing.

(ii) Connectors: These lines can be used to connect flow elements.

(iii) Basic Shapes: Click the Basic Shapes button on the AutoShapes toolbar
to select from many two- and three dimensional shapes, icons, braces, and
brackets. Us the drag-and-drop method to draw the shape in the worksheet.
When the shape has been made, it can be resized using the open box
handles and other adjustments specific to each shape can be modified using
the yellow diamond handles.

(iv) Block Arrows: Select Block Arrows to choose from many types of two-
and three-dimensional arrows. Drag-and drop the arrow in the worksheet and
use the open box and yellow diamond handles to adjust the arrowheads.

(v) Flow Chart: Choose from the flow chart menu to add flow chart elements
to the worksheet and use the lines menu to draw connections between the
CH 08

elements. We have drawn a flowchart using lines, flow chart elements and
connectors.

8. You are asked to prepare a flow chart. What kind of AutoShapes you
would like to use?

Ans: Flowcharts are a great tool for breaking down difficult to understand
processes into accessible concepts. Creating a successful flowchart requires
you to simplify the information and present it in a clear, concise format. To
create a flowchart in Excel, you’ll need to create a grid, set and connect the
shapes from the Shapes menu, and add the appropriate text. Similarly, to
create a flowchart in Word, you’ll need to insert a canvas, enable a grid, and
create and connect shapes from the Shapes menu before adding text.

(i) Lines: After clicking the Lines button on the AutoShapes toolbar, draw a
straight line, arrow, or double-ended arrow from the first row of options by
clicking the respective button. Click in the worksheet where you would like the
line to begin and click again where it should end. To draw a curved line or
freeform shape, select curved lines from the menu, click in the worksheet
where the line should appear, and click the mouse every time a curve should
begin. End creating the graphic by clicking on the starting end or pressing the
ESC key. To scribble, click the last button in the second row, click the mouse
in the worksheet and hold down the left button while you draw the design. Let
go of the mouse button to stop drawing.

(ii) Connectors: These lines can be used to connect flow elements.

(iii) Basic Shapes: Click the Basic Shapes button on the AutoShapes toolbar
to select from many two- and three dimensional shapes, icons, braces, and
brackets. Us the drag-and-drop method to draw the shape in the worksheet.
When the shape has been made, it can be resized using the open box
handles and other adjustments specific to each shape can be modified using
the yellow diamond handles.
CH 08

(iv) Block Arrows: Select Block Arrows to choose from many types of two-
and three-dimensional arrows. Drag-and drop the arrow in the worksheet and
use the open box and yellow diamond handles to adjust the arrowheads.

(v) Flow Chart: Choose from the flow chart menu to add flow chart elements
to the worksheet and use the lines menu to draw connections between the
elements. We have drawn a flowchart using lines, flow chart elements and
connectors.

9. Explain the steps in adding a Clip Art to your worksheet?

Ans: Steps to insert a Clip Art:

(i) Click on Insert Tab.

(ii) From Illustrations Group, Click on Clip Art.

(iii) Then Select a Collection and press Go Button.

(iv) Click on a clip from the collection.

(v) Clip will be inserted in the worksheet.

10. How do you add a photo or graphic to your worksheet from existing
file?

Ans: To add a photo or graphic to your worksheet from an existing file in

software follow these steps:

Microsoft Excel:

(i) Open your Excel worksheet.

CH 08

(ii) Click on the cell where you want to insert the image.

(iii) Navigate to the “Insert” tab on the ribbon at the top of the Excel window.

(iv) Click on the “Pictures” or “Illustrations” option, depending on your Excel

version.

(v) Browse your computer to locate the image file you want to insert and
select it.

(vi) Click “Insert” or “Open” to add the image to your worksheet.

You can then resize and reposition the image as needed by clicking and
dragging its edges.

11. What is the main differences between

(a) a column chart. and

(b) a bar chart.

Ans: The differences between a column chart and bar chart are given
below:

Column Charts Bar Charts

This type of chart is used to Bar charts are used to show comparisons
compare values across between individualitems. To make a bar chart
categories. They give very the data should be arranged in theform of
effective results to analyse rows and columns on a worksheet.
the data of the same
category on a defined
scale.
CH 08

This type of chart is used to A bar chart is used when you want to show a
compare values across distribution of data points or perform a
categories. They give very comparison of metric values across different
effective results to analyse subgroups of your data. From a bar chart, we
the data of the same can see which groups are highest or most
category on a defined common, and how other groups compare
scale. against the others.

12. Write a note on SmartArt.

Ans: On the Insert tab, in the Illustrations group, click SmartArt. In the Choose
a SmartArt Graphic dialog box, click the type and layout that you want. Enter
your text by doing one of the following: Click [Text] in the Text pane, and then
type your text.Visual representation of information and ideas is called
SmartArt graphics. They can be used to quickly, easily and effectively
communicate a message. The facility to create a SmartArt Graphic is
available in MS Excel 2007. You can copy and paste SmartArt graphics as
images into other programs such as Word and Powerpoint. To create a
SmartArt graphic, one has to choose a type for example, Process, Cycle,
Hierarchy or Relationship. A type represents a category of SmartArt graphic.
Each type is having several different types of layouts.
CH 09

1. Explain any three features of PowerPoint.

Ans: Three features of PowerPoint are:

(i) Text slides: On the slide, select the box that contains your text. Select the
Animations tab, and then pick an animation, such as Appear, Dissolve in, or
Fly In. For some animations, such as Fly In, select Effects Options on the
Animation tab to pick a direction for the bullets to fly in from, such as bottom,
top, left, or right.

(ii) Conceptual slides: Concept Slides are ready-made slides that you can
use to create opening and closing slides, or any other slide to illustrate a
concept, relationship, or idea.

(iii) Quantitative charts: qualitative data are words describing a

characteristic of the individual. There are several different graphs that are
used for qualitative data. These graphs include bar graphs, Pareto charts, and
pie charts. Pie charts and bar graphs are the most common ways of
displaying qualitative data.

2. Explain any one method of creating a presentation.

Ans: One method of creating a presentation are:

(i) PowerPoint offers three ways to create a presentation: Blank

presentation, From Design Template, or From AutoContent Wizard. The Blank
presentation option is one of the more commonly used methods. It offers
several blank slides, with layouts for text and graphics.

3. Write two ways of changing the view to slide show view.

Ans: Two ways of changing the view to slide show view are:
CH 09

(i) To access the Slide Show view, click on Slide Show button at the bottom
left of the window or select the View → Slide Show command on the menu
bar.

(ii) From the taskbar at the bottom of the sliding window, we can access the
Slide Sorter view.

4. Explain steps in inserting a text box in a slide.

Ans: The steps in inserting a text box in a slide are:

(i) Outline Text: The outline text can be used to create slides of a similar
nature. By using the Outlining toolbar, you can create heads, lists, and
paragraphs. Power Point uses the format of your outline to correctly insert text
in a slide. Heading 1 becomes the title of a slide, heading 2 becomes the first
line of the text box, and so on. When you select a predefined layout and
switch over to Outline view as explained earlier, you can see the Outline text
options on the left side window. To choose the Outlining toolbar, select the
Outline pane next to the slide pane on the left side below the menu bar.

(ii) Text Boxes: The text boxes are the way that PowerPoint puts text on a
slide. When you create a slide, and use a specific slide layout, the slide will
have one or more text boxes in it. Simply click on the existing text to add new
text. If you want to add a new text box to the slide, select the Insert → text
Box command on the menu bar and then draw the text box with the mouse at
a place where you want to insert the text box.

If you want to resize a text box, follow the steps given below:

(a) Select the text box you wish to resize by clicking on it with

the mouse. A border with eight handles will appear around the text box. The
four handles on the corners will resize the length and width of the box at once
while the handles on the sides will resize only in one direction.
CH 09

(b) Click one of the handles as per your requirement and drag it with the
mouse. Release the mouse button when it is the size you want to be. Move
the text box by clicking and dragging the thick dotted border with the mouse. If
you want to delete a text box from a template, simply click the order of the text
box, and then press the DELETE key on the keyboard.

5. How do you change the amount of space between lines in a text box?

Ans: Select the text you want to format. On the Home tab, click the Line and
Paragraph Spacing command, then select the desired line spacing. The line
spacing will change in the document.

6. How do you insert picture bullets in slides?

Ans: To use a picture as a bullet, on the Bullets tab, click picture, and then
scroll to find a picture icon that you want to use. To add a character from the
symbol list to the Bulleted or Numbered tabs, on the Bullets tab, click the gear
icon under Customise, click a symbol, and then click OK.

7. How do you add notes to your slides?

Ans: To add notes to your slides, do the following:

(i) On the View menu, click Normal.

(ii) Select the thumbnail of the slide you want to add notes to.

(iii) The notes pane will appear beneath your slide. Click where it says Click to
add notes and type whatever notes you’d like to add.

(iv) To hide the notes pane, click the Notes button.