CBSE | DEPARTMENT OF SKILL EDUCATION

Comprehensive Notes
Information Technology (402)

Part A

Employability

Skills

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 Unit 1 Communication Skills
Introduction to Communication
Communication plays an important role in our daily life. Being a
professional or student reading, writing, speaking, and listening
are very important to communicate with someone effectively.

The word "Communication" originates from the Latin word

"commūnicāre" which means "to share".

In other words, Information, knowledge, and opinions are

exchanged between two or more people on any given issue
through the transmission of symbolic messages is called
communication.
In professional life, there are many parties involved such as customers,
clients, vendors, distributors, media people, and many more. Hence it is
more important to communicate properly to run a business or
organization smoothly.

Parts of communication
There are three parts of communication:

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Transmitting
There are always two parties involved in communication.
1. Sender
2. Receiver
The message is transmitted from one medium to another from sender to
receiver. In other words, transmitting also refers convey a message with
the help of various communication mediums.

Listening
Listening is also one of the most important parts of communication. To
evaluate, understand and respond to the message, listening is very
essential. Listening makes communication more effective.

Feedback
The receiver after receiving the message gives a response in the form of
feedback. Feedback confirms the understanding of the receiver and plays
a vital role in the communication cycle.
Let's understand with this example:

Student: Good Morning, Sir.

Teacher: Good Morning.

Student: Sir, My exam is approaching now, Can you guide me on how to score good
marks? Teacher: Yes, First of all, get away from Social Media and cut shot your screen
time. That is a great distraction.
Student: Okay, Sir.

Teacher: Revise your syllabus thoroughly, and do writing practice.

Student: Thank you so much, Sir. I will follow your instructions and try my best.

In the above conversation, the Student started the conversation. The

student is Sender and Teacher is Receiver. The student sends the
message and the Teacher is giving a response. In the final line, the Student
has given the feedback.
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Communication Process and Elements
Observe this screen and understand the communication process:

After observing the above pictures, there are 5 elements of the

communication process.

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They are as follows:

1. Sender - A person begins the communication

2. Message - The information needs to be conveyed through the

communication process
3. Channel - The means or medium used to send and receive the
message

4. Receiver - A person to whom the message is sent

5. Feedback - The final response of the receiver

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Methods of Communication

There are certain parameters involved in choosing the right method of

communication.
They are:
They are:
The right method of
communication affects
various stakeholders of the
organization.
So it is very important to
consider the above factors
and choose the right
method.

Follow this link for questions and answer on the topic of Methods of
Communication.

Important Questions Communication Skills

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Verbal Communications
Communication that can be done using sounds, words, language, and
speech is called verbal communication. In this communication, speech is
the most important part. It helps to establish a good relationship and
better connectivity.
Different Forms of Verbal Communication

Advantages of Verbal Communication

Verbal communication offers the following advantages:
1. Very easy mode of communication
2. Ideas can be exchanged by saying
3. Get quick response
4. The interaction can be changed as per the response received from
another person
5. More reliable, effective, and flexible for all involved in the process
6. Save money and time
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Disadvantages of Verbal Communication
1. Sometimes it is difficult to understand the meaning of spoken words
2. Emotions and body language are observed easily
3. No legal validity
4. Cannot be recorded for future use or any other purpose
5. Cannot be used for community staying at a remote place
6. Cannot be used for lengthy conversations
7. Information can be leaked

Mastering Verbal communication

Priya is a very intelligent girl. But she gets
nervous while addressing the assembly. Even
she is also very shy and hesitates while
speaking with teachers and other elders. So
she needs to improve her communication.
She can follow the given points in order to
master verbal communication skills:

1 Think Before Prepare well for the topic before speaking to the
audience. Understand the audience and make
You Speak
communication in such a way that they can understand.
Make a point list of what you are going to present or say.

2 Concise and Speak clearly and with clear pronunciation with a

moderately loud voice and speed. The points of
Clear

information should be to the point. Avoid repetition of

information.

3 Confidence and Main eye contact, be normal and be attentive. Keep your
Body Language body language friendly.
Follow this link to read questions and answers on topic verbal
communication.

Questions and Answers Verbal Communication

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Non-verbal communication

Nonverbal communication is also an important type of communication.

Sometimes we need not speak a single word and want to convey a
message. In this situation simply we are using signals and messages to
others through expressions, gestures, postures, touch, space, eye
movement, and para language.
Correct body language is very important for non-verbal communication.

Importance of non-verbal communication

Observe this chart, which tells everything about the importance of non-
verbal communication:

The chart
shows that:
1. 55% of
communication is
done using body
movement and
expression or
gestures
2. 38% of
communication is
done using voice,
speech and visual data

3. Only 7% of communication is done through words

Data produced by the above chart says that 55%+38%=93% of
communication is non-verbal communication. Some of the commonly
used gestures, postures and body language are as follows:
1. Gestures:
➢ Raising hands to greet or say goodbye
➢ Pointing a finger at someone

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 2. Expressions:
➢ Expression shows different feelings
➢ Smiling Face - Happiness
➢ Sad Face - Sadness
3. Body Language:
➢ Various body postures such as standing straight, showing
interest, etc.
4. Postures:
➢ Proper body postures indicate how confident you are and
what your feelings
5. Touch:
➢ While communicating touch can be used to encourage
someone or to call someone etc.
6. Space:
➢ The physical distance while communicating with each other
is called space.
➢ The distance depends on the intimacy or closeness
between them
7. Eye Contact:
➢ It maintains the flow of conversation, and affection, seeks
attention, etc.
8. Paralanguage:
➢ Speaking tone, speed, and volume depends on various
feelings.
➢ Hence use tone and volume as per the requirements
Follow this link for questions on non-verbal communication

Non-verbal communication solved questions

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Visual Communication
Using pictures, charts, graphs, and diagrams to convey a message is
known as visual communication. This can be represented by posters,
advertisements, banners, and electronic displays.

It is very easy to understand the graphics and visual images compared

to text messages for the audience. It is mostly used in advertisements,
teaching, and learning, presentations, etc. It remains consistent and
simple.

Communication Cycle & Importance of

Feedback
The communication cycle is a step-by-step process initiated by the
sender to feedback sent by the receiver. Feedback is very important for
the sender to get acknowledgment and improve the process.
Good feedback can be:

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Types of feedback
The types of feedback are as follows:

Importance of Feedback
Let's discuss reasons why feedback is very important in communication:

Follow this link to get access to solved questions on the topic importance
of feedback:

Important questions importance of feedback

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Barriers to effective communication
For effectiveness, we adhere to the 7 Cs of communication. If any of
them is missing, then it leads to miscommunication.
These 7 Cs are as follows:

A few barriers to effective communication are as follows:

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Linguistic Barriers
The barriers of different languages at a workplace. There are different
language speaking people working in an organization, hence this is a very
common communication barrier that creates confusion and
misunderstanding among the people involved in communication.
Examples – Slang language, professional jargon, regional
colloquialisms etc.

Physical Barriers
It is related to environmental and natural conditions. Sometimes the
receiver is not able to understand the gestures, posture, and general
body language. In this scenario, the communication becomes less
effective.
Examples – text messages are less effective than face-to-face talk

Organizational Barriers
Every organization are having its own standards, rules regulations,
formal structures, behavioral norms, procedures, policies, and code of
conduct. Sometimes employee and employer relationship is also one of
the barriers and makes communication less effective. Sometimes rules
and procedures also make communication difficult.

Cultural barriers
Sometimes people coming from different backgrounds and cultures can
be also a barrier to communication. Because of their cultural beliefs and
habits, they make their assumptions and opinions which makes the
communication less effective.
Examples – Countries like India and Japan consider formality as a
sign of professionalism, whereas countries like Australia prefer
more informal workplaces. An Indian employee working for an
Australian company might consider communicating more
informally. Similarly, an Australian should communicate formally to
seem more professional.

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Interpersonal Barriers
Interpersonal barriers are likely to make communication less effective. It
includes selective perceptions, emotional disconnects, workplace gossip,
biased language, gender differences, stage fear, etc.

Ways to overcome barriers to effective

communication

Get access to important questions on barriers of effective communication

topic by following this link:

Important questions barriers of effective

communication

Watch this video to understand more:

Click here to watch video

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Writing Skills - Part of Speech
Writing is one of the vital factors of communication especially for verbal
communication. As you know verbal communication includes written
notes, emails, letters, chapters, blogs, SMS/chats etc.

In writing, we use words, words make phrases, and sentences. The group
of words which make complete sense is known as a sentence whereas a
group of words that does not make complete sense is known as a phrase.

A sentence always starts with a capital letter and ends with a full stop or
question mark or exclamation mark.
Examples:

• When the periodic test 1 will start?

• Probably be in July.

• Thank you, let us prepare for it!

Capitalization
In the English language we are using capital letters while writing many
times, this is called capitalization. There is a specific grammar rule for
capitalization in English. This rule is known as TINS.

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Punctuation
Symbols also play an important role in writing any language. These
symbols are known punctuations. These symbols are full stop(.),
comma(,), exclamation mark(!), apostrophe (') etc. It is used to separate
the different parts of a sentence for better reading and understanding.
Punctuation Symbol Use Example
Full Stop . To end the sentence and 1) Goa is a
with full forms beautiful Place.
2) A.T.M
3) Mr. Rakesh is
Engineer.
Comma , Indicates a pose in a 1) Mr. Sagar, Mr.
sentence and separates two
Varun, and Mr.
or more things in the
Amit are good
sentence friends.
2) After my
morning
breakfast, I
usually take
coffee.
Question ? It ends the question 1) Where are you
going?
Mark
2) What are the
next topics?
Exclamation ! It indicates very strong 1) What lovely
mark feelings hairstyles he has!
2) Wow! What a
fabulous catch he
has taken!
Apostrophe ' Used followed by an ‘s’ to 1) This is Mohit's
show possession or work place.
belonging and Used with 2) That's
amazing work.
Basic Parts of Speech
The word's function in meaning and grammatical structure inside the
sentence is indicated by the part of speech. For example, nouns,
pronouns, verbs, adverbs, etc.

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Part of speech Role Sentence Word
It is used with the replacement of nouns
Nouns It refers to a Nisha plays Carom Sparrow,
person, place, very well. Here Truth,
animal, thing 'Nisha' and 'Carom' India,
or idea are nouns. Ramesh,
June,
Tuesday
Pronouns It is used with Nisha plays Carom very I,
replacement of well.
He,
nouns
She won many
She,
competitions. She was
awarded many prizes. It,
Here ''She" is a They
replacement for Nisha

Adjectives Words used to Nisha plays in a Big,

describe other world-class Carom
Blue,
words tournament. Here
'world-class' is an Strong,
adjective that Naughty,
describes the noun
Carrom
Verbs Words that Nisha drives a car daily. Drive,
indicate actions Stand,
in the sentence Play

Adverbs It answers the Nisha slowly parked Easily,

questions the car. Nicely,
about verbs. Carefully

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Supporting parts of speech

Supporting parts Use Example

speech

Chapters Generally used before The player was

nouns an - before the surprised because
vowel a - before consonant he was fined by a
the - refers to a committee
specific/particular word
Joins two nouns, Generally used before Sachin and Sehwag
phrases or nouns an - before the were good openers.
sentences vowel a - before a
consonant the - refers to a
specific/particular word
Prepositions Connects one word with The book is on the
another to usually answer the table.
questions ‘where’, ‘when’, and
‘how’.
Interjections Expresses strong emotions, Oh no! India lost
such as the match.
happiness, surprise, anger
or pain.
Follow this link to read the questions on the topic of writing skills - part
of speech.

Important questions part of speech

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Writing Skills - Sentences
Framing sentences requires a subject and a verb, and a few of them have
an object also.

In a sentence the subject performs an action generally, a verb

describes an action and the object receives an action.

Types of object
There are two types of objects in the sentence. They are:
1. Direct
2. Indirect
The object which directly acted on by the verb is called a direct object
whereas the object which answers a question such as to/for who is
called an indirect object.

Types of Subjects
Observe the given sentences:
Suhas is playing guitar.
The guitar is being played by Suhas.

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In the above sentences, the verb is playing. But the subject is different. In
the first sentence, the subject Suhas performs the task. In the second
sentence, the subject is Guitar which receives an action. Hence, Sentence
1 is an Active sentence whereas Sentence 2 Passive sentence.
A sentence where the subject performs the task is an Active sentence.
Whereas a sentence in which the subject receives an action is known as
a Passive sentence.
There are four types of sentences apart from active and passive voice
sentences. They are given in the below diagram:

Paragraph
A group sentence makes a paragraph that shares a common thought
idea or theme. A group of words forms a sentence and a group of
sentences forms a paragraph. For example, if you writing a paragraph
about Virat Kohli, the paragraph can be of sentences about his personal
information like name, age, personality etc. and some other details.
In the next paragraph, you can use more description about his cricketing
skills and career as well as his achievements.
Watch this video for more understanding:

Click here to watch video | Important solved

questions writing skills
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 Unit 2 Self-Management Skills
What is Self-Management?
Self-management refers to the person's ability to control his/her
emotions, thoughts, and behavior effectively in different
situations.

Self-management is also referred to as self-control. It includes

motivating oneself and setting goals. Nowadays people having strong
self-management skills are doing better than others. Employers also
strongly preferred self managed employees.

To do best in daily routine the following skills need to be improved:

The above areas help a person in developing personality and abilities

to do better in their personal and professional life.

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So now let us discuss skills that need to be mastered to achieve success in
life. Observe the following infographics to understand skills that need to be
mastered to achieve success in life.

Stress Management
Sometimes we are worrying about some results. For example,
passing or failing in exams, getting success in life or not, certain
tasks given in no time, some urgent projects without preparation,
etc. People are hesitating to take up some kind of task. This is called
stress.

Stress is positive sometimes when it motivates one to achieve more

and Stress is negative when it continues for a long time and due to
that some health problems and mental troubles arise.
Let us see what is stress?

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What is stress?

"Stress is emotional, mental, physical, and social

reaction to any perceived demands or threats. These
demands or threats are called stressors. Stressors
are reasons for stress."

— CBSE Study Materials

Examples:
1. Exams are approaching but you feel, you are not prepared
2. Loss of someone very close in the family
3. Worried about people what will say about their attitude and
outfit
4. Sometimes due to lack of sleep
Stress management is very essential for people now. Because
nowadays almost everyone has stress in either way. There are many
occasions where stress can be helpful also.
Positive Stress - The stress helps you to finish tasks on deadline
and can motivate
Negative Stress - Stress that stays for a long time can create
problems Negative stress can harm emotional and physical health,
and limit the ability to function well and maintain relationships.
Managing stress is nothing but just how you handle daily pressures
effectively and find solutions to problems. The ultimate goal of stress
management is balancing life, work, relationships, relaxation, and fun.

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ABC of stress management

Three steps to manage stress

Stress management techniques

The following techniques will help in reducing stress from routine life.
1. Time Management: It is the most effective technique to manage
stress. Time management allows one to perform tasks on or before a
deadline and mind feel relaxed and calm.
2. Physical Exercise and fresh air: Doing physical exercises helps in
proper blood circulation and relaxes the body. Yoga and breathing
exercises are also very helpful techniques in stress management.
3. Healthy Diet: Healthy diet provides the strength to do daily work
efficiently. Add Dal, Roti, Vegetables, and fruits to your diet.

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4. Positivity: Looking at good things and staying positive also helps in
reducing stress. Rather than thinking about math results while chasing
a huge score, trying to maintain the run rate to achieve the score will
be more helpful.
5. Organizing Life and no delaying: Stress can be reduced by
organizing things, completing work on a timeline, and monitoring the
assignments.
6. Sleep: Good sleep will help to function body and mind better. At least
7 hours of sleep relaxes the body and mind.
7. Holidays with family and friends: A break from routine work helps
in maintaining relationships and keeps you fresh. Taking a break from
routine work and visiting new places or relative places will help in
reducing stress.

Ability to work independently

Observe the following which defines what is the ability to work
independently:

Emotional Intelligence
The ability to identify one's emotions as well as others is known as
emotional intelligence.
It includes these three skills:

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Awareness regarding our own emotions is very critical for all of us. To
manage stress and keep the brain active, and open-minded as well as
overcome failures, and keep emotions in check. Emotional intelligence
helps in building better rapport and maintaining relationships.

Sonu and Monu are working in a multinational company. Both of them

joined the company on the same day. After a few months, Monu got a
promotion and a hike in salary. Sony felt sad and disappointed. He is not
behaving well as earlier. Here Sonu would have been emotionally
intelligent and accepted the facts. He needs to improve his performance
and understand the reasons why Monu got promoted.
An individual need to follow these steps to manage emotional intelligence:

Watch this video for more understanding:

Click here to watch video

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Self-awareness - Strength and weakness
analysis
Self-awareness refers to the process of knowing one's strengths and
weaknesses. Identify strengths and weaknesses to achieve success in life.
Strength and weakness analysis converts strengths and weaknesses into
exceptional talent. Strength and weakness analysis begins with knowing
yourself.

Knowing yourself
To know yourself you should be aware of your likes, dislikes, interests,
background, opinions, and values. Understand what you do well that
measures your strengths.

Strength and weakness analysis

Know your personal characteristics such as name, qualifications, and
interpersonal relationships, and understand them. In addition to this,
know your inner strengths, hidden talents, skills, and even weakness.

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Observe the following table which contains strengths and
weaknesses:
Strengths Weaknesses

Creative Writing Find difficulties in solving math

problems

Confident in speaking in front of an Like to speak English fluently

audience

Playing a musical instrument Not like to lose any game or sports

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Techniques for identifying strengths and
weaknesses
Finding strengths

Finding weaknesses

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Find answers to these questions for a
better analysis
How am I different from others?
1. What do I do better than others?
2. What do other people admire in me?
3. What makes me stand out?
4. Where do I worry and struggles?
5. Where, how and why do others perform better than me?
6. What advice for improvement do I often receive from others?
Difference between interest and ability
Interests Abilities

Things that you like to do in your free An acquired or natural capacity

time that make you happy.

Things you are curious about or Enable you to perform a particular job
would do even if no one asked you to or task with considerable proficiency.
do it.

Self-Motivation
Self-motivation is a force that encourages us to do
things. It helps us to achieve our goals, feel
happy, and improve our quality of life.

In other words, Self-motivation refers to the ability to do the things that

need to do be done without someone or something influencing us.
Examples of self-motivation:

Suresh is wants to crack JEE Mains. So he started coaching classes

for JEE mains for learning basics. After his school he is going to
coaching institute at evening and do the practice along with his
study.
Radha wake up at 5 and doing Riyaz for her hobby as singing. She
wants to be a professional singer. Every day she is doing practice at
least two hours in the morning. Nobody told her to do this. She is
doing this by herself only.

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Various people are motivated by various things in their lives.

Types of self-motivation
There are two types of self-motivation.

Qualities of self-motivated people

Self-motivated people have different mind-sets and they are
different from ordinary people.
They have these qualities:

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Examples:
Mr. E Shreedharan, Former Managing Director, Delhi Metro Rail
Corporation Ltd, was a self-motivated and energetic person. With his
dedication and respect for others, he motivated his team to work hard and
achieve results.

Mahashay Dharmapal Gulati, the founder of Mahashian Di Hatti (MDH)

Private Limited started with a small shop in Karol Bagh but with his focus,
dedication, and clear ideas, MDH (Spice Company) became one of the most
popular brands in India besides having a good reputation all over the
world.

Building self-motivation
There are four steps to building self-motivation, they are as follows:

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Self-regulation: Goal Setting
A man was traveling and stopped at an intersection.
He asked an elderly man, “Where does this road take me?”
The elderly person asked, “Where do you want to go?”
The man replied, “I don’t know.”
The elderly people said, “Then take any road. What difference does
it make?”
How true is that? When we do not know where we are going, any
road will take us there. So in life, we need to have a clear vision of
what we will do and where we want to go.

Goal setting is a very important factor in personal life. It helps to

how you live your life, where and how you want to be in the future.

Goals
Set of dreams with a deadline to fulfill them. Example - Find a career
in the field in which you love to work.

Goal Setting
Determining goals and putting in the effort to achieve them.
Goals allow us to bifurcate what things are important in our life. It
helps to focus on the result rather than on important work. Hence it
also helps to make a successful career and life.

How to set goals?

The SMART method can be used to set goals. The SMART method
stands for:

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Examples:
Specific
Not a specific goal: “I would learn to speak English.”
Specific goal: “I would learn to speak English fluently by joining
coaching classes after my school every day, and in six months I will
take part in the inter-school debate competition.”

Measurable
Not measurable goal: “I want to be rich.”
Measurable goal: “I want to have 5 times more money than what I
have today in my hand at the end of this year.”

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Achievable
Bigger Goal: “I want to become a teacher in my school.”
Breaking it into smaller goals:
1. Complete higher secondary
2. Complete Graduation
3. Complete B.Ed.
4. Apply for jobs in the teaching field
Realistic
Unrealistic goal: “I will read my entire year’s syllabus in one day and
get good marks.”
Realistic goal: “I spend 3 hours every day of the year after school to
revise my subjects to get good marks in the exams.”
Time-bound
Not a time-bound goal: “I want to lose 10 kg someday.”
Time-bound goal: “I want to lose 10kg in the next 6
months.” Watch this video for more understanding:

Click here to watch video

Follow this link to get access to questions based on self-management
skills:

Important questions self-management skills

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Part B

Subject
Specific
Skills

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 Unit 1

Digital

Documentation
(Advanced)
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 Chapter 1 Apply styles in the Document

Watch this video for practical understanding:

Watch video for Chapter 1

Introduction to styles
In class 9, you learned to prepare documents with various kinds of
formatting in LibreOffice Writer. Formatting is very essential to make
your document presentable and readable with an attractive look. These
formatting can be applied in two ways in LibreOffice Writer.

Manual formatting can be applied by selecting parts of

a document like pages, paragraphs, or words through
the formatting toolbar or using options under the
format menu. In manual formatting, we need to
repeat the number of steps to apply the same
formatting on different contents
frequently. Manual formatting is helpful in small-size document. Manual
formatting is not a good choice for a large document.
Hence we need to achieve the following in a large document formatting:

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In document, styles are used for these purposes.
What are styles?
Styles refers to a collection of formatting that can be
saved and applied to the various parts of a document.

For example, I wish to create a heading with the following format and
save the style name as MyHeading1:
1. Fonts - Verdana
2. Size - 16
3. Color - Blue
4. Weight - Bold
5. Alignment - Center
After applying the given set of formatting and saving the style
MyHeading1, it can be applied on various parts frequently.
To make any change in the formatting just make relevant changes to the
style applied, and it will be reflected on all parts.
Styles offers better content management with a pleasant and attractive
look of the document.
Style categories in writer
LibreOffice writer provides different style categories. The style
categories in writer are as follows:

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Styles and formatting window
LibreOffice Writer provides styles and formatting window to apply the
above style categories. All the formatting options available under the
formatting toolbar can be also applied using styles and formatting
window as well. This styles and formatting window contains many
predefined styles.
Follow these steps to open the styles and formatting window in
LibreOffice Writer. There are four ways to open it, they are:

If the toolbar is not present in the window, it can be available by clicking

the View --> Toolbar and enable Formatting/"Formatting (Styles)"
option.

The Styles window contains various options to apply styles in the

document.

These options are :

1. Category Style icons

2. Fill Format icon

3. Style Action button

4. List of styles present in selected category

5. Show Preview and spotlight Checkbox

6. Drop down to filter the style

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In the screenshot, you can see the styles window which contains
different styles category icons, fill format, style action button, list of
styles etc.

From the bottom, the Show Preview option displays the style along with
its name in the list.
Observe these screenshots:

At the bottom of the Styles window, there is a drop-down list to select a

filter for style which is set to Hierarchical by default.

Using Fill Format Mode

The Fill Format mode is present in the styles window in LibreOffice
Writer's Styles window on top. In the above image, the Fill Format
Mode icon is highlighted with the number 2.

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To apply a selected style to different parts of a writer's document you
need to apply them individually.
• The Fill Format Mode option is provided to apply the selected style to
the various parts of a document in just a click.
• It is useful when the same style is required to be applied to many parts
of a document.
• It can apply any style from the list of styles selected from the styles
window.

Steps to apply Fill Format mode

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Practical Activity - Apply Heading 1 style to
headings in a document
[1] Create a document and type the desired headings. I have created
three headings as follows:

Select the Heading 1 Style from the list of styles as follows:

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[2] Now click on Fill Format Mode Icon

[3] Now apply Heading 1 to the headings created in documents

individually.

After applying headings, it looks like as follows:

[4] Now quit from Fill Format Mode by clicking again on the Fill Format
Mode icon or pressing Esc key from the keyboard.

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Creating and Updating Style in LibreOffice
Writer
Now you are familiar with predefined styles available in the Style gallery.
LibreOffice Writer also provides a way to create custom styles as per the
needs of user. When the predefined styles are not enough to apply the
customization for formatting, new styles can be created.
LibreOffice Writer provides two ways to create a new style:

Creating a custom style using new style

from a selection
To create a custom style using a new style from the selection option,
follow these steps:

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Practical Activity - Creating a new style
using New Style from Selection option
To create a new style using New Style from Selection option, follow the
given steps:
[1] Type the required text and format as needed

Here I have created a chapter heading with the following formatting:

1. Font : Arial rounded MT bold

2. Font Size: 18

3. Bold

4. Color: Red

5. Highlight Color=Yellow

[2] Now select the heading typed in the document

[3] Open Styles window and Click on the option New Style From Selection
from Style Action button

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[4] A new dialog box appears with a new style name prompt, enter new
style name. Click on OK

[5] The style is available in the style gallery.

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Updating style from Style Action Button
If changes are required for styles , they can be updated from Style action
button. Existing style can be easily modified as per need using Update
Selected Style option from Style action button. Follow the given steps to
update the style:

Practical Activity - Update Style in

LibreOffice writer
[1] Select the content

[2] Change the formatting

[3] Now click on Update Selected Style from Style Action button.

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[4] The style gets updated in style gallery

Creating a custom style using drag and drop

To create a style using drag and drop follow these steps:

[1] Prepare the formatted contents as per requirements.

[2] Now select and drag content over the Styles window. A New Style
dialog box will appear. Type the style name. Click on OK button.

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[3] A new style will be added to the styles gallery.

Load Style from a template or another

document
The styles can be also imported from another document or template.
LibreOffice Writer provides an option to copy styles from an existing
document to new documents. No additional formatting or efforts needed
to copy styles. Load Style option under Style action button copies the
style from an existing document. Here are the steps:
[1] Open a new document in which a style from existing document needs
to be copied.
[2] Click on Load Style From Template option from the style action
button.

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 [3] A load style dialog box will appear as displayed below:

[4] Select template or from file button. Here I have selected From File
button. A file open dialog box appears. Select the file from which styles
needs to be copied.

Follow this link for NCERT Exercise Solutions:

NCERT Solutions Chapter 1

Watch Video

Page 52 of 244
 Chapter 2
Insert and Use Images the Document
Watch this video for more understanding:

Watch the video for entire chapter

Importance of images in document
Images are very essentials for an interactive and attractive
documentation. An interactive document contains rich text including
graphs, diagrams, images, and other visual objects. A document having
pictures or images are always better than pure text based document.

Images help to understand the information cited in the document quickly.

A picture inserted into the digital document is called a digital image. A
picture is a digital image, which is representation of image in finite set of
digital values 0 or 1, known as pixels. These are stored in various types of
graphics files with the file extension, such as GIF, JPG, JPEG, PNG, BMP,
etc.

LibreOffice Writer provides various methods and options to work with

images and make our document interactive as well as attractive.
So let us see how to insert images in document!

Ways to Insert and use images in document

There are various ways to insert images in document. LibreOffice Writer
provides various tools insert and images and work with images.
These ways are as follows:

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Insert Images using Insert Image Dialog
Follow the given steps to insert the image in the document:
1. Place the cursor where image is required in the document.
2. Click on Insert --> Image option. Now the Insert Image dialog box
will appear.
3. Select an Image file to be inserted.
4. Click on Open button.
5. The image will be inserted into the document.

Practical Activity Insert Image using insert

image dialog
Insert your photo image in the document "Chapter 1 Applying Styles in
Document.odt" file.
[1] Open the file "Applying Styles in Document.odt" in LibreOffice Writer.
[2] Click on Insert --> Image option.

[3] Insert image dialog box will appear. Select a file to insert a picture.

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[4] Click on the Open button, this will insert a picture in the document.
Resize the picture as required.

Insert an image using Drag and Drop

The image can be also inserted using drag and drop. Follow these steps
to insert image using drag and drop.

1. Open the LibreOffice Writer document in which the image is to be

inserted.
2. Open a folder where the image is saved.
3. Now drag desired image into document where you want to insert the
picture. The image will be inserted.

Practical Activity Insert Image using drag

and drop option
Insert an image using drag and drop from desktop in the document
"Applying Styles in document.odt".
[1] Open the document "Applying styles in document.odt". Place the
cursor where the picture is required.
[2] Restore the LibreOffice Writer window and adjust the size of window
as needed.

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Now the files and folders are displayed on desktop. Select the file from
desktop to be inserted into the document.
[3] Now drag the selected image file into the document. Image will be
inserted.

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Insert an image using Cut or Copy, Paste
Copy and Paste images is a very easy task. Simply, copy the image from
the source and paste it into the document at the desired location.

Practical Activity Insert Image using Cut or

Copy, Paste image
Insert an image using copy-paste in the document "Applying Styles in
document.odt".
[1] Open the file "Applying Styles in document.odt". Place the cursor
where the image is required.
[2] Open the folder from where you need to copy the image. Copy the
image by Right click --> Copy option or press Ctrl + C.
[3] Return to the document and paste the image, Paste the image
through Edit -> Paste or Ctrl + v.
[4] The image gets inserted into the document.

Insert an image by linking

Sometimes we need the same image in the document multiple times. So
rather than inserting them frequently, images can be inserted using the
link option.

A link provides a reference link of the image rather than an image.

Inserting an image as a link reduces the size of the document because
the original file is saved at once only. When the link is opened the image
file gets merged at the place where the reference was stored and
displayed to the user.

There are two ways to insert image as a link:

1. Ensure the options link should be marked before inserting the
image from the insert image dialog box.
2. Press the Ctrl + Shift key while dragging the image.

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It will display the message as follows:

Resizing image
When an image is inserted in the document, it is inserted with an original
size. Hence sometimes to fit the image in document, it should be resized.
Resizing image refers to changing the size of image by enlarging or
reducing the image pixels.
To resize any image in LibreOffice writer follow the given steps:
1. Select the image inserted in the document.
2. Now some dots appear on the image.
3. Pint the mouse on the respective dots from where you need resize
image.
4. Drag according to the need.
5. The image gets resized.
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Modifying an Image
LibreOffice Writer facilitates various options to modify images through
image toolbar. Image toolbar provides various options to modify the
image such as resizing, cropping, deleting, and rotating the image.

Image Toolbar
LibreOffice Writer displays an image toolbar when the image is inserted
and selected. To keep the image toolbar always on the screen, click on
View --> Toolbars --> Image.
The image toolbar looks like as follows:

The image toolbar has the following options:

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[1] Image Filter: LibreOffice Writer provides 11 types of filters to
improve image, they are :

Apply each filter and observe the changes in the image.

[2] Image Mode: It provides 4 options to be applied to image, they
are:

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[3] Crop Image:

it is used to trim or cut an image and change the image size as well as
the aspect ratio (length to width). In general crop tool allow to removal
of unwanted parts from the image.
[4] Flip: There are two buttons to flip images. They are:
1. Flip Vertically
2. Flip Horizontally

It turns an image upside down but maintains the image's left-right

orientation, just like a reflection in Stillwater. This is not equivalent to
rotating the object or defined area 180 degrees.

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 Horizontal flip, also known as image mirroring, is a technique that
involves flipping an image horizontally, resulting in a mirrored
version of the original image.

This transformation essentially swaps the left and right sides of the
image, creating a mirror image effect.

[5] Rotate: LibreOffice Writer offers three options for rotating an image.
They are:
1. Rotate 900 Left
2. Rotate 900 Right
3. Rotate
This option rotates an image to 90 degree from left.
Select the image and click on the button highlighted
above.

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The preview looks like as follows:

Now let's see the rotate image 900 right option.

This option rotates an image 90 degrees right. See this preview:

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 The third rotate option allows free-form rotation. Select the option and
rotate using the points available on the image.

The preview of this option is as follows:

[6] Transparency: This option makes the image transparent by a specific

percentage. You can apply the percentage value from the toolbar.

Here I have applied 50% transparency on image. See the preview:

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[7] Colour: This option opens a new color dialog. It contains options for
applying colors like red, green, blue as well brightness, contrast and
gamma. The percentage can be increased or decreased in the
percentage.

See the preview, here I have applied 50% red color on my image:

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Delete Image
Deleting images is a very easy task in LibreOffice Writer. Click on the
image and press the Delete key the image will be deleted from the
document.

Creating Drawing objects

Drawing objects allows you to draw various diagrams, mind maps, flow
charts, callouts etc. LibreOffice Writer provides a drawing toolbar to use
different shapes and make drawing.

Drawing objects allows one to draw good-quality designs, diagrams, and

drawings in the document. These drawings can be also copied into other

files. Activating drawing tools

The drawing tools can be activated from View --> Toolbars -->
Drawing option. The drawing toolbar will be docked in the window at
the bottom, just above the status bar in LibreOffice Writer as follows:

This toolbar contains various basic drawing objects of different shapes.

These shapes include lines, arrows, curves and polygons, rectangles,
ellipses, circle, triangle, basic shapes, Symbol shapes, Block Arrows,
Stars and Banners, Callout shapes, Flow chart shapes, Text box, and font
work.

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Creating Drawings using drawing tools
1. Select a drawing object to make a drawing. The mouse pointer will be
changed into drawing functions.
2. Move the point as per the need and shape needs to be drawn.
3. Release the mouse pointer to finish drawing.
4. The drawing function remains active till. You can deactivate it by
pressing the Esc key from the keyboard or clicking on the select icon
from the drawing toolbar.

Changing the drawing object properties

The properties of drawing objects can be changed. When a shape or

drawing is drawn in LibreOffice Writer another toolbar will appear.

This toolbar is the Drawing Objects Properties toolbar which can be used
for customizing the drawing toolbar and drawing objects.

The drawing properties toolbar allows you to move, resize, rotate, edit,
and configure for various purposes.

The properties changed before creation are known as setting default

values. The properties can be modified by right-clicking on the object.

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Setting or Changing properties of drawing
object
To set the properties before drawing object follow these steps:
1. Select the drawn object.
2. From the drawing object properties toolbar click on the icon of the
property to be modified.
3. Change the value of the parameter.
4. Repeat steps 2 and 3 to change all desired properties.

Resize the objects

To resize the objects, follow the given steps:
1. Select the object to resize.
2. Move the mouse pointer as per the requirement from the dots and
points.
3. For resizing and maintaining the original shape of the drawing, use
corner handles.
4. Using edge handles will resize the drawing non-proportionally.
For resizing multiple objects, press the shift key.

Grouping objects
Follow these steps to group objects.
• Select the objects by clicking on them.
• Select the group tool from Drawing
Object Properties or Choose Format ->
Group --> Group or Right click on
selection and Select Group option.
There are four options under Group. They
are:
1. Group
2. Ungroup
3. Enter Group
4. Exit Group

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Positioning images in the text
Positioning the image is another important aspect of the document when
working with text, images, and drawing objects.

Text and Other drawing objects or images are not arranged properly is
not good practice for documentation. Hence positioning them in the text
becomes necessary.

LibreOffice Writer provides the following options to position the images

in the text:

These options are accessible through on of the following:

1. Format Menu

2. Context Menu (By Right Click)

3. Drawing Objects Properties Toolbar

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Anchoring
Anchoring refers to the reference point for an image
or drawing object. It allows to retain position of
image or object to a page, paragraph, a character or
a frame.

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When it is set to any specific reference point the object moves
accordingly.

Text Wrapping
It places the image relative to the text. It has the following options:

Alignment
The vertical or horizontal placement of the image with respect to the
anchor in the document is known as alignment. An image can be aligned
in different options as follows:
1. Horizontal
a. Left
b. Centered
c. Right
2. Vertical
a. Top
b. Center
c. Bottom

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Arrangements
Arrangements refer to the position of the current drawing/image with
respect to other drawing or text. The available options are as follows:

Follow the given link for NCERT solutions:

NCERT Solutions Chapter 2
Watch Video

Page 72 of 244
 Chapter 3 Create and Use template
Watch this video for more understanding with practical:

Watch this video for practical understanding

Introduction to templates
The template is a predefined styled document that can be customized
further. Templates help to create some professional and formal
documents.

While creating documents sometimes we need copies of specific parts of

documents such as a few pre-defined styles, images, tag lines, etc.

A template can be created with some predefined text and other parts. A
template saves the effort and time to format documents as well as
frequently used content.

Some popular examples of templates are invitation cards, resumes,

certificates, reports etc.

A template contains all the features that a normal document has. It can
have text, graphics, and styles such as headings, text formats, page
numbers, headers, and footers.

A template has the same kind of formatting, content segregation, and

appearance.

In LibreOffice Writer, all documents are based on templates. If no

template is specified then LibreOffice Writer uses the default template
as a blank document template.

To know the template associated with a document, click on File -->

Properties option. It will open a properties dialog box. Here template is
showing blank because I have used the default template.

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Using a predefined template
To use a pre-defined template follow these steps:

Practical Activity - Create a document using

a predefined template business letter
[1] Open LibreOffice Writer.
[2] Click on File --> New --> Templates... or Press Ctrl + Shift + N

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[3] A templates dialog box appears.

[4] Select "Modern business letter serif" template and click on Open
button.

[5] Now the template will open and customize the required content as
needed.

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Creating a template
LibreOffice Writer allows the creation of customized templates for further
use. Templates can be created for future use in LibreOffice Writer. Follow
these steps to create a template in LibreOffice Writer.
1. Create and format a document in LibreOffice Writer as needed.
2. Click on File --> Templates --> Save As Template option.
3. The Save As dialog box appears.
4. Type the desired name for template in template name box.
5. Select the template category.
6. Mark the option Set as the default template if you want the current
template as a custom default template.
7. Click on Save button.

Practical Activity - Create a template named

certificate
[1] Prepare certificate format for template certificate.

[2] Click on File --> Templates --> Save as Template option.

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[3] Template save as dialog box will appear. Type name "Certificate"
and select category - "My Templates". Then "Save" Button.

[4] The template is saved into selected category.

Using saved template

Follow the given steps to use saved template created by users.
[1] Click on File --> Templates --> Manage Templates.

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[2] Templates dialog box will appear with saved templates created by
users.

[3] Choose the desired template and click on Open.

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Using online templates
LibreOffice Writer also provides an option to use online template. Follow
below given steps to use template online.
1. Click on File --> Templates --> Manage Templates option.

2. A Templates dialog box will appear.

3. Select the option Browse Online Templates in the lower left

corner of the dialog box.
4. It will open an online template gallery.

5. Select and download a template.

6. Save the template into a directory.

If Browse Online Templates option is not present in templates dialog box,
download Online templates from here.

Import downloaded template

To import a downloaded template into the built-in template gallery, follow
these steps:
[1] Click on File --> Templates --> Manage Templates option.
[2] A Templates dialog box appears.
[3] Click on the Manage --> Import option.

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A new category can be also created by clicking New Category button.
[4] Now Select Category dialog box will open, select the category in
which the template needs to be imported. choose the folder where
you saved the downloaded template.

[5] Choose the template and click on the open button.

Editing a template
To make changes in the created template LibreOffice Writer provides an
option to edit a template. There are two ways to edit template:
1. Edit Template From File --> Templates --> Edit Template
2. From Templates Dialog box
Follow these steps to edit a template.
Edit Template From File --> Templates --> Edit Template
[1] Click on File --> Templates --> Edit Template option

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[2] Now Templates dialog box will appear. Select a template to edit.

[3] Make the necessary changes and save the file.

Edit templates from the templates dialog

box
[1] Open the Templates dialog box by Clicking on File --> Templates --
> Manage Templates option.
[2] Select a template to edit and Right click on it. and Choose the Edit
Option.
[3] It will open the file, Make the changes, and save the file.

Setting up a custom default template

LibreOffice Writer provides certain ways to set up a custom default
template.
These ways are:
1. While
2. creating a template
3. Using Manage Template

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Follow these steps to set up a custom default template:
[1] Open the Templates dialog box using File --> Templates --> Manage
Templates.
[2] Select a template to set as default and right-click on it.

[3] Your template is set to default now.

[4] Now when a new file is opened, this template will be loaded by
default.
Follow this link to get access to NCERT solutions:
NCERT Solutions Chapter 3

Page 82 of 244
 Chapter 4 Create table of contents
Introduction to table of contents
LibreOffice Writer provides many advanced features apart from
formatting, inserting graphics, editing, styling, templates etc. Indexing
is the most important feature to navigate throughout the document
easily in documents.

Indexing helps to list the topics and subtopics as headings with page
numbers in the form of a table.

The table of contents has an automated table of contents (headings) in

a document. The contents (headings) in the Table of Contents are
known as entries.

These entries are taken from various categories of headings from the
document. These entries are displayed in the form of hyperlinks that allow
to quickly navigate to the heading by a just a click.

Hierarchy of headings
LibreOffice writer provides up to 10 levels of headings. They are
ranging from H1 (Heading 1) 10 H10 (Heading 10). These headings can
be used as per the needs of the user. The higher level of headings has
larger fonts.
To apply headings in documents follow the given steps:
1. Type the required headings in the document.
2. Select the text and open the Styles and Formatting window.
3. Click on Paragraph Styles categories.
4. Choose and Apply relevant headings from the list.

Creating table of contents

Before creating a table of contents you must ensure the proper level of
headings must be created. If headings are not inserted in the document, it
just creates an empty Table of Content.

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Follow the below steps to create a Table of Contents in the document:
[1] Prepare a document using different levels of headings as per the
requirements.
[2] Now place a cursor where Table of Content is required.
Now click on Insert --> Table of Contents and Index --> Table of
Contents, Index or Bibliography option.

[3] The table of contents, Index, or Bibliography dialog box appears

as displayed in this screenshot:

[4] Apply the desired options for a table of contents and click on the OK
button.
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Table of Contents, Index, or bibliography
The table of contents, index, or bibliography dialog box has five tabs.
They are as follows:

Type
This tab allows to select type of table of contents and few other options.
These options are as follows:
1. Type and Title: This option provides the title, type and protection
against manual changes.
a. Title: User can type the desired title for the Table of Contents.
By default the title is - Table of Contents.
b. Type - It has different options for the type of TOC. LibreOffice
writer provides different kinds of indexes under this option
such as:
i. Table of Contents iv. Index of Tables
(default) v. User-Defined
ii. Alphabetical Index vi. Table of Objects
iii. Table of Figures vii. Bibliography
c. Protected against manual changes: Restrict manual
changes in Table of contents

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 d. Create Index or Table of Contents: This option allows to
creation of an index or table of contents for the parts of
documents and selecting the levels of heading.
i. For: There are two options in this -
1) For 2) Chapter
ii. Evaluate up to level: By default 10 levels of headings
are available but user can restrict them to desired
levels
e. Create From: This option consists of three sub-options to
create index or table of contents from Headings, Additional
Styles and Index Entries.
2. Entries: This tab contains options like Level, Structure and
Formatting, Format etc. This option also allows to add or delete
entries as well as it is also used to apply character styles to individual
elements. To begin, click a level number in the Level column to select
the outline level whose elements to format. The Structure line
displays the elements for entries in that level. Each button on the
Structure line represents one element, it has the following buttons:
a. LS: LS stands for Link Start. It represents the start of the
hyperlink.
b. N#: It represents the “chapter number”, which means the
heading number value assigned to a heading style in Tools >
Chapter Numbering, not just for chapters but also for other
levels of headings.
c. E: It represents the chapter (or sub-chapter) text formatted with
the paragraph style used for each level.
d. T:It represents a tab stop.
e. #:It represents the page number.
f. LE: LE stands for Link End. It represents the end of a hyperlink.
g. Each white field on the Structure line represents a blank space
where you can add custom text or another element.

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 3. Styles: This tab provides options to change the paragraph style
applied to element in table of contents. The best method is to keep
assigned styles only, but in a few instances, if any change is
required, can be done using a tab. It has two panes: Level and
Paragraph Styles. Follow the given steps to apply the custom styles
in outline level:
a. In the Levels list, select the outline level.
b. In the Paragraph Styles list, click on the desired paragraph style.
c. Click the < button to apply the selected paragraph style to the
selected outline level.
4. Columns: It divides the table of contents into different columns.
5. Background: It allows to apply a background either color or image
to the table of contents:
a. Apply color as a background:
i. To add color to the background of the table of contents,
select the Color button from the row of buttons near the top
of the dialog, then select a color and click OK.
b. Apply image as a background:
i. Click on Bitmap button in the background tab
ii. It shows the bitmap options. iii. Select the desired option to
apply the image as a background.
iv. The bitmap styles can be custom positioned/sized, Tiled,
Stretched etc.
v. The Add/Import button allows to insert an image from
computer.
c. Remove background:

i. To remove background from the table of contents click on

None button.

Editing table of contents

To edit the table of contents in the LibreOffice writer, follow the given
steps:
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 1. Open the document containing the table of contents.

2. Right-click anywhere on the table of contents.

3. Choose the Edit Index option.

4. Apply the desired changes for editing.

5. Click on OK button when you finish.

Updating table of contents

LibreOffice writer does not update the Table of Contents automatically.
The Table of Contents will be updated manually after doing some manual
changes. The table of contents needs to be updated when some manual
changes occurs in the hierarchy of headings.
Follow the given steps to update Table of Contents.
1. Open the document containing the table of contents.
2. Right-click anywhere on the table of contents.
3. Choose the Update Index option.
4. The table of contents will be updated automatically.

Delete table of contents

To delete table of contents, follow the given steps:
1. Open the document containing the table of contents.

2. Right-Click anywhere on table of contents.

3. Choose the Delete Index option.

The table of contents gets deleted.

Watch this video for more understanding

Page 88 of 244
 Unit 2
Electronic

Spreadsheet

(Advanced)
Page 89 of 244
 Chapter 5
Analyse Data using scenarios and goal seek
Watch this video for more understanding with practical demo:

Practical Demo - Watch now

Data analysis is one of the important aspects of routine work for any
organization. The spreadsheet software is the best software for analysing
data.
LibreOffice Calc is a spreadsheet software that is used to analyse data easily
and effectively. Spreadsheet allows to represent the data in tabular form
to do the following:
1. retrieve
2. correlate
3. explore and visualize data to identify patterns, trends, and relationships
4. manipulate data
5. interpret results

Analysing data is the process to extract useful

information for making effective decisions.

So let us begin Analyse Data using scenarios and goal seek with LibreOffice
Calc with Consolidating data.

Consolidating Data
Data consolidation is a tool that allows to use of a function and combine
data from multiple sheets together and summarize data in a single
worksheet.
In other words, Data consolidation refers to extracting data from multiple
sheets and making a summary in a different sheet using a function.
To consolidate data, the following things are necessary:
1. Prepare multiple sheets with common data entries
2. Data types provided in the different sheets must match with each
other
3. All sheet labels should match
4. The first column must be a primary column for data consolidation
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Steps to Consolidate Data
To consolidate data follow the given steps:
[1] Prepare worksheets as follows and rename them as PT 1, and PT 2
respectively:

[2] Now create a blank spreadsheet with matched labels to consolidate data
as follows and rename as consolidated:

[3] Place the cursor in C2 cell of the consolidated sheet as displayed below:

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[4] Click on Data --> Consolidate

[5] The consolidation dialog box appears.

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 Options:
1. Function: This option provides functions to summarize records in a
consolidated sheet. The functions are as follows:
o Sum o Count(numbers only)
o Count o StDev(sample)
o Average o StDevP(population)
o Max o Var(sample)
o Min o VarP(population)
o Product
2. Consolidation Ranges: Here the range of cells will be added. Ranges
can be created or selected randomly.
3. Source Data Ranges: This option contains name ranges defined
through the Data --> Define Ranges option. By default -undefined-
ranges are given.
4. Copy Results to: This option specifies the range of cells where the
result needs to be displayed.
5. Add: To add range of cells for data consolidation.
6. Delete: To delete range of cells from data consolidation.
7. Options: The options button has the following options for consolidated
data:

• Consolidated by - Allows to consolidate data according to row or

columns
o Row Labels
o Column Labels
• Options - Link to source data allows to change the consolidated result
when changes are made to the original data.
[6] Choose the appropriate options as per requirement such as function, add the
ranges of cells, and choose an additional option then click on OK.

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Add range to data consolidation:

[7] Click on the OK button, finally.

Result

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Steps to define range:
Spreadsheet allows to define a range of cells with a specific name. To define
range in LibreOffice Calc follow these steps:
[1] Select the range of cells which is going to be defined.

[2] Click on Data --> Define Range option.

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[3] Define Database Range dialog box appears as displayed below:

[4] Type the Range Name in the Name box and click on the Add button.

[5] Click on OK button.

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Creating Subtotals
LibreOffice Calc provides an option to Group records according to a specific
column and creates an outline from them.

Subtotals in spreadsheets create an automatic group

based on a columns having repeated data and
aggregates the result in a group.

It uses a summary function like sum, max, min, average, etc. to group data in
a spreadsheet. The data can be grouped into multiple columns. It can group
subtotals on specific columns and sort them in ascending order or descending
order.
Subtotals Dialog box in LibreOffice Calc
To open the subtotal dialog box in the LibreOffice calc follow these steps:
Click on the Data --> Subtotals option.

The subtotals dialog box in LibreOffice Calc has the following options:
1. Grouping and Options tabs: The subtotals dialog box contains tabs
for groping records like 1st Group, 2nd Group, 3rd Group, and
Options tabs. The grouping tabs (1st Group, 2nd Group, 3rd Group)
provide options such as Group by to select a column for the subtotal
group. It also allows selecting all columns for grouping.
o Options tab: This tab has two options as follows:

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 ▪ Groups: The groups option has three sub options:
▪ Page break between groups: Allows page break
between groups
▪ Case sensitive: Checks for case sensitivity for
grouping column names
▪ Pre-Sort area according to groups: Allows sorting
and enables sort option
▪ Sort: By selecting this option data can be sorted in
Ascending or Descending order including formats and
custom sort orders such as months and days.
2. Calculate subtotal for: This option allows to select a column to
compute the subtotal on it. All columns present in the worksheet are
available here for selection. Any number of columns can be selected at
a time for subtotal calculation.
3. Use Function: It provides various functions to compute subtotal.
These functions are : Sum, Count, Max, Min, Product, Count (Numbers
Only), StDev(Sample), StDevP(Population), Var(Sample),
VarP(Population).

Practical Activity - Creating Subtotals

Observe the data given below and create subtotals for the same.

Here I am going to display sum of products in ascending order with subtotals.

So lets begin!

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[1] Select the data and click on Data --> Subtotals option.

[2] The subtotals dialog box appears. Select the column on which grouping
option is required. Select the column against the option Group by as below
here I have selected Product column, Select column to Calculate subtotals for
and Sum function:

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[3] Click on OK button and it will display the result as follows:

Here subtotals created for given data. On left of the results the outline is
created automatically. By clicking on + and - sign it can be expanded and
collapsed. This outline can be removed using Data --> Group and Outline -
-> Remove Outline option.

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What-if Scenarios
A what-if scenario is one of the spreadsheet tools that allows you to save a set
of values under various names and present them under a specific name
assigned. Users can create several scenarios on one spreadsheet.
What-if scenarios are used for the following purposes:
1. To explore and compare values based on changing conditions
2. It can provide optimization of output for any project
3. It generates various outputs with different kind of input that allows
users to choose the best result for them

Example Creating a Scenario

Let's create a scenario for a team's net run rate in a cricket tournament. Net
run rate is calculated by the below-given inputs match by match:
1. Runs scored in each match
2. Overs faced in each match
3. Runs given in each match
4. Overs bowled in each match
The formula to calculate the net run rate is:
RR=(runs_scored/overs_faced)-(runs_given/overs_bowled)
For each match, I have created a different scenario and named them as Match
1, Match 2 , Match 3 etc.
The screenshots are as follows:

Steps
Follow the below given steps to create a scenario:
[1] Select the cells that contain values.
[2] Click on the Tools --> Scenarios option. The Create Scenario dialog box will
appear as displayed below.

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[3] Type the scenario name in the Name of Scenario box, Edit the comment in
the comment box, and Change the desired color from settings.

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[4] Click on the OK button.
[5] Repeat steps 3 and 4 for each scenario, and change the date, name, and
desired options as per the requirements.

Goal Seek
Goal Seek allows you to set a target value by changing variables in a
spreadsheet. It requires a cell to have a formula and input variables. The input
variables can be changed to get the desired value set as a target. It is one of
the what-if tools.
For example, Priya is a class 10 student. Her PT 1 result is as follows:

She aimed to score 90% marks. But she feels she got less marks in Social
Science. So here goal seek help her to see what exact mark she needs to score
to score in Social Science to achieve 90%.

The Goal Seek dialog box in LibreOffice Calc

To open Goal Seek dialog box in LibreOffice Calc click on Tools --> Goal Seek
option. The Goal Seek dialog box looks like as follows:

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It provides three options:

Formula cell Target value

It is a cell which It is the values
contains a to be achieved
formula. using goal seek

Variable cell
It is the cell in which the
value needs to be
changed

Steps for Goal Seek

To use Goal Seek option follow the given steps:
[1] Place the cursor in the cell in which Formula has been entered.

[2] Now click on Tools --> Goal Seek... option.

Goal Seek dialog box will appears.

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[3] By default it shows the absolute cell reference on first box which contains
a formula. Type the target value in the target value box and choose the cell
reference to be changed to achieve the desired result.

[4] Click on OK button. This will open a message box to display the message
such as "Goal Seek succeeded. Result 22.5. Insert the result into the
variable cell?"

[5] Click on Yes button to keep the value otherwise No. The value is to be
displayed in the cell as below:

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Solver in LibreOffice Calc
The solver option is present in the Tools menu. It is a more elaborated form of
Goal Seek. The solver is operated on multiple variables. It is designed to
minimize or maximize optimization according to rules and specified conditions.

The solver dialog box

The solver dialog box contains the following options:

You can see these options in the dialog box:

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Steps to apply solver
To apply solver in LibreOffice Calc, follow the given steps:
[1] Select data and click on Tools --> Solver option.

[2] The solver dialog box appears as discussed above.

[3] Apply different options to solve. Here I have applied the following:
1. Target Cell: $B$7
2. Value of: 95
3. By changing cells: $B$2,$B$4,$B$5,$B$6
4. Liming Conditions: Cells $B$2,$B$4,$B$5,$B$6 <=25

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[4] Click on Solve button. It will display a new message box with a message –
"Solving successfully finished.
Result:95
Do you want to keep the result or do you want to restore previous values?"
As displayed in the above dialog box click on the relevant button to keep the
result in the sheet.
Follow this link to get access for NCERT solutions:
NCERT solutions Chapter 4 Analyse Data using goalseek and
Scenario

Watch Video

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 Chapter 6 Link spreadsheet data
Watch this video for practical understanding:

Practical Demo – Watch now

Link spreadsheet data is one of the important aspects of spreadsheet software.
Sometimes the same data will have entered in different worksheets and
calculations may require. The master spreadsheet contains basic data and
some of the fields from the master sheet need to be copied into another sheet.
In this scenario, linking is the key tool.

Ways of linking spreadsheet data

There are three ways to link spreadsheet data.

You need to set up multiple sheets in the LibreOffice for linking spreadsheet
data. So let us begin with setting up multiple spreadsheets.

Setting up multiple sheets

Let's take an example of a report card making system. To create a report card
system, multiple sheets must be set up. They are:
1. Student Profile - Contains basic data of students. This sheet has fields
like rollno., name of the student, fathers' name, mother's name, date of
birth, GRNo etc.
2. Marks Entry - Contains data for marks entry. For each subject, the
components are PT1, PT2, PT3, multiple tests, portfolio, subject enrichment
activity, and theory marks, co-scholastic areas such as work education, art
education, physical education discipline and attendance.
3. Grade Computation - Contains data for each subject weightage for
components like periodic tests, multiple tests, portfolio, subject
enrichment, and term exam. Grades for all co-scholastic subjects and
result status.

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4. Report Card - Contains report card format and linked cells for marks and
grades.

Setting up multiple sheets by inserting new sheets

Let us begin setting up multiple sheets for creating report cards. In the
beginning, create a master worksheet with basic data to be displayed in the
report card. Here I have created a student profile sheet for the same. Follow
these steps to create it:
1. Open a new blank spreadsheet.
2. Type the required data in the spreadsheet.

Rename a spreadsheet
[1] Click the sheet tab present at the bottom of the spreadsheet.
[2[ Choose Rename option from the context menu.

OR

Click on Sheet --> Rename Sheet option as displayed in the screenshot.

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[3] A dialog box appears to enter new name of spreadsheet. Type the name of
the spreadsheet as "Student Profile" and click on OK button.

[4] The sheet name will be renamed.

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Insert a new spreadsheet
After completing the student profile spreadsheet, a new spreadsheet was
created for the student marks entry. Hence, we need to insert a new
spreadsheet for the student. Follow these steps to insert a new spreadsheet in
the LibreOffice calc.
[1] Click on Sheet --> Insert Sheet option as displayed in the screen shot.

OR
Right click on sheet tab and choose Insert Sheet option as below:

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[2] The insert sheet dialog box appears as displayed below:

This dialog box has following options:

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 1. Position: This option allows to choose the position where the new
sheet is required to be inserted. The positions are:
o Before current sheet: By selecting this, the sheet will be
inserted to the left side the current spreadsheet
o After current sheet: By selecting this, the sheet will be inserted
to the right side of the current spreadsheet
2. Sheet: This option has three options:
o New Sheet : Allows to insert a blank new sheet
o No. of sheets: If multiple sheets are required at time, this option
allows to insert multiple sheet. Just enter the number of sheets
are required and click on ok.
o Name: It allows to enter a name for sheet.
o From file: A sheet is required to be inserted from the file.
3. OK and Cancel Buttons: Click on ok button for new spreadsheet.
[3] A new spreadsheet opened in the workbook.

Creating reference to other sheets using keyboard

I have created a student profile sheet to maintain details to be displayed in
report card. Now three more sheets will be prepared by linking the cell through
creating references. These sheets are Marks Entry, Grade sheet and report
card.
For marks entry, I am taking details like rollno and name from student profile
spreadsheet.
Here the steps are given to create a reference using keyboard:
[1] Open the newly inserted spreadsheet in the workbook and place the cursor
where reference is to be created. Here I am creating reference in cell A6.

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[2] Now press = to create reference.

[3] Now press Ctrl + pg up key to move the cursor in a spreadsheet from
where the reference is to be created. In my spreadsheet it is student profile
roll no. column.

[4] Now press after selecting cell. The cursor automatically jumps to marks
entry spreadsheet and display the roll no. i.e. 801.

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[5] Now repeat the step 4 again for name column and create a reference for
name. Then drag roll no and name for all roll number vertically.

[6] Now enter the marks for every subject.

While creating cell reference using keyboard the following keys should be
remembered:
• Switch between spreadsheets - Ctrl + pg up (Left), Ctrl + pg dn (Right)
• Navigation keys - Relevant arrow keys among left, right, up and down
The cell reference in LibreOffice calc starts with a $ sign. This $ refers a sheet
name enclosed with a single quote followed by a . (dot) sign. Here in my
example it is referenced as - $'Student Profile'.A2

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Creating reference to other sheets using mouse
To create a reference using mouse follow these steps:
1. Place the cursor where the cell reference is to be created.
2. Now type = and move the sheet from which the cell reference is to be
created.
3. Select the cell which reference to be created.
4. Release the mouse button when you finished.
To update the values automatically in referenced cells click on Tools -->
Options --> LibreOffice Calc --> General --> Update (Always from
trusted locations) option as displayed in the following screenshot.

Creating hyperlinks in spreadsheet

Hyperlinks are text written in the cell that allows to jump from one file to
another. Hyperlinks can links more than one file as well as creates links of
different parts of same file. A website or online links can be also created using
hyperlinks.
Absolute and Relative Hyperlink
The hyperlink can be absolute or relative.
The absolute hyperlink contains the complete address (path) of the file. Hence
when the file is shifted or removed from its original location, the link will be
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broken. The absolute hyperlink contains the file which is saved in different from
where the spreadsheet is saved.
For example, C:\\LibreOfficeCalc\Files\Hyperlink.ods is an absolute
hyperlink.
The relative hyperlink contains only the filename. The relative link file will be
saved in the same folder where the spreadsheet is saved.
For example, The spreadsheet is saved in
C:\\LibreOfficeCalc\Files\Hyperlink.ods and
LibreOfficeCalc\Files\Photo1.jpg is relative link.
If the file is moved from the original location along with the directory then also
the relative link will work as it is.
Creating hyperlink
To create a hyperlink, follow these steps:
[1] Select the cell in which the hyper link is to be created.
[2] Click on Insert --> Hyperlink option.

[3] The hyperlink dialog box will appear. The hyperlink dialog box looks like as
follows:

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The hyperlink dialog box has following options:

[4] Select appropriate option to link out of the above and apply desired
settings.
[5] Click on OK button.

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Editing Hyperlink
The steps to edit existing link are as follows:
[1] Place the cursor anywhere in the link and right click on it and choose the
Edit hyperlink option from the context menu.

[2] Hyperlink dialog box will appear.

[3] Apply the desired settings and click on OK.

Delete hyperlink
To delete hyperlink, follow the steps given below:
[1] Place the cursor anywhere in the hyperlink.
[2] Right click on the hyperlink and choose the remove hyperlink option from
the context menu.

[3] The hyper link will be removed.

Linking to external data

Internet is the big source of information. This information is stored in the
websites which is collection of different web pages. These web pages are crated

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through HTML. The LibreOffice calc allows to link these HTML pages in the form
of external data.
The external data allows to copy the tables present in the website into the
spreadsheet.
To open external data dialog box, follow the below given steps:
[1] Open the spreadsheet where external data is to be inserted.
[2] Select the cell to store the first cell of the table in the external data.
[3] Select Sheet --> External Links

[4] The External Data dialog box will appear as below:

The dialog box has following options:

1. URL or External Data Source: Type the URL of HTML source file.
2. Available Tables/Ranges: It shows the list of available tables or
ranges from source.

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 3. Update Every: Specify the time to update the source after a specific
interval.
[5] Type the url in URL or external data
source box and press enter. It will ask
for import options. Click ok button.
Click here for the link used in this
activity.
[6] Select any table in the available
tables/ranges. I have selected
HTML_11 table.
[7] The data will be inserted.

Linking to registered data sources

LibreOffice calc allows to linking with databases to other data sources. Register
the database with LibreOffice base. To register the database, follow the given
steps:
[1] Click on Tools >
Options > LibreOffice
Base > Databases
option. It will open this
dialog box.
[2] Select the database or
create new database by
clicking on New button.
[3] I have created a new
database. It will open
dialog box to create a
database link and click on
registered name.

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[4] When the ok button is pressed the database will be added to registered
database.

Follow the below given links for NCERT Questions and Solutions:

NCERT Solutions Chapter 6 Linking spreadsheet data

Watch Video

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 Chapter 7 Share and Review a spreadsheet
Introduction
Sometimes in network we need a file which can be handled by more than 1
user at a time.
A shared spread sheet can be accessed by more than 1 person at same time.
This sheet allows to make changes simultaneously.
It allows collaboration with multiple users so connected users can contribute,
make changes and review it.
It makes hassle-free work of keeping track of multiple changes or copies of
spreadsheet.

Sharing spreadsheet
Ensure that all computer should be connected to a network in computers.
To share a spreadsheet, follow the given steps:
1. Click on Tools --> Share Spreadsheet.
2. Share Document dialog box will appear. This dialog box contains an option
to check Share this spreadsheet with other users which enables
sharing the document.

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 3. Click on ok button. It will ask to save the file if the file is not saved.
4. After saving the file the word shared is written followed by file name in
the title bar.

Opening and saving a shared file

Follow the below given steps to open the shared file:
1. Click on File --> Open option.
2. It opens a dialog box like this:

This dialog box is showing a warning!

3. Open a file.
4. Saving the shared spreadsheet is something as similar as saving
unshared files. But if multiple users work on the same spreadsheet and
changes do not conflict, the message will appear stating that other
users save the changes.
5. If there is any conflict with the changes, then a dialog box to resolve the
conflicts will appear, at the same time no other user can save the shared
spreadsheet.
6. If another user is trying to save the shared document and resolve
the conflicts, then you will be notified with a message that the file is
locked.

Recording changes
When multiple users work on the same spreadsheet simultaneously on a shared
spreadsheet, the changes done in the spreadsheet must be saved.

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The recording changes feature allows you to accept or reject changes from
different users. While performing this task, the spreadsheet will turn off the
shared feature.

Turning off the sharing mode

To enable recording changes, disable the shared spreadsheet feature. Follow
these steps to enable the recording changes option:

Highlight Changes made by users

After this, follow the below given steps to recording changes:
1. Ensure the feature Track Changes from the Edit menu should be enabled.
To do so click on Edit --> Track Changes --> Record.

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2. Now apply the desired changes in the spreadsheet. Observe the changes
made in a cell is highlighted with red colour border in spreadsheet.

1. The changes made in cell will be display the description about the changes
made when the mouse is placed on cell.

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 Add, Edit, and format the Comments
The changes made in LibreOffice calc are highlighted and a comment is added
automatically when the mouse cursor is placed on the cell. However, multiple
users can also add their own comments on the same. Let's see how comments
will be added.

Add Comments
To add a new comment follow the given steps:
1. Click Edit --> Track Changes --> Comment option.

The comment can be also inserted from the Insert --> Comment option.
2. A new add comment dialog box will appear as displayed in the screenshot.

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3. The comment will be added to the cell and when the mouse is placed on the
cell it will be displayed.

Edit Comment
Once the comment is added to the spreadsheet, it can be edited, or deleted
easily. To do so follow the given steps:
1. Right-click on the cell in which the comment is added and choose the Delete
Comment option.

2. The comment box will appear. Type the desired text in the box. Click
anywhere the spreadsheet to come out from the comment box.

Delete Comment
To delete the comment, follow the given steps:
1. Place the cursor on the cell where the comment is added.
2. Right-click on it.
3. Select the Delete Comment option.
4. The comment will be deleted.

Show Comment
Once the comment is added to the spreadsheet it is only displayed when the
mouse pointer is hovered on the cell. To show the comment follow the given
steps:

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 1. Place the cursor on the cell where the comment is added.
2. Right-click on it.
3. Select the Show Comment option.
4. The comment will be permanently shown.

Hide Comment
To hide these comments, click on the cell where the comment is added and the
Hide Comment option will be available. Click on this option to Hide them.

Format Comment
The format comment option is used to format the cell having comments. Right-
click on the cell and select Format Cell. Apply the desired formatting.

Reviewing Changes
After completing the editing process by all users, the changes need to be
accepted or rejected. To accept or reject changes follow these steps:
1. Show the changes by clicking Edit --> Track Changes --> Show option.

It will open Show Changes dialog box.

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 a) Show changes in a spreadsheet: Shows the changes made by the
user.
b) Date: The user can specify the date and time, author, range, and
comments.
c) Show accepted changes: This option shows accepted changes.
d) Show rejected changes: This option shows the changes rejected by
the user.
2. This option allows for review changes.
Accept or Reject Changes
To accept or reject changes follow the steps:
1. Click on Edit --> Track Changes --> Manage.

2. A Manage changes dialog box open as displayed in the following:

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The following options are available in the manage changes dialog box:
1. List Filter: It shows the list of changes made in the spreadsheet
2. Accept: This button accepts a selected change
3. Reject: This button rejects a selected change
4. Accept All: This button accepts all the changes made by users
5. Reject All: This button rejects all the changed made by users
3. Click on relevant button to accept or reject changes. The changes look likes
as follow in the manage changes dialog box.

4. Click on close button after applying desired changes.

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Merging and Comparing
When a spreadsheet is accessed by multiple users, it has different versions.
Hence it can be compared or merged together. Follow these steps to merge
the spreadsheet.
1. Open both the spreadsheets to be merged.
2. Click on Edit --> Track Changes --> Merge Document option. The
Merge with dialog box will open.
3. Open a file to be merged.
4. It will display the manage changes dialog box with the changes between
the spreadsheets. Accept the changes through accept all button.
5. The changes will be reflected in the spreadsheet.
6. Save the file.
Similarly, two spreadsheets can be compared. Follow these steps to compare
spreadsheets:

• Open the spreadsheet to compare.

• Click on Edit --> Track Changes --> Compare Document. This will
open the Compare to dialog box to compare the spreadsheet.
• Select the spreadsheet and open.
• The manage changes dialog box will open. Accept the changes.
• Click on OK button.

Follow this link to get access of NCERT Solutions:

NCERT Solution Chapter 7 Share and review a spreadsheet

Watch Now

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 Chapter 8 Use macros in spreadsheet
Watch this video to understand the chapter with practical explanation:

Watch Now Macros in spreadsheet

While working with spreadsheet we need few tasks to be repeated again and
again. Macros allow to automate repeated tasks in the same way over and over
again.

Macro is a powerful feature of spreadsheet that allows to record a set

commands performed by user and can be run anytime are per the requirement.

Macros needs to be created. It can be recorded before use. Now let us see how
to record a new macro in spreadsheet.

Record macro
Macro records a series of commands or keystrokes in spreadsheet. These can
be recorded one time and then can be used number times later.

By default, in LibreOffice Calc the macro recording feature is not active. So

ensure that it should be activated before recording macro. To activate macro
in LibreOffice Calc, follow these steps:

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Observe these screenshots:

Macro cannot record the following commands:

1. Opening windows

2. Action carried out in another window than where recording was started

3. Window switching

4. Action not related to the spreadsheet contents

5. Selection will be recorded only if the they are done by using keyboard

6. The macro recorder works only in calc and writer

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Follow the given steps to record a macro:
[1] Click on Tools > Macros > Record Macro option. Stop recording button
will open.

[2] Perform the commands or actions which needs to be recorded. Now click
on Stop Recording option.

[3] It will open basic macros dialog box with Macro Name, Save Macro in,
Existing Macros in etc.

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[4] The by default macro name is Main and saved in standard in the Standard
Library in module1. Macro name can be changed.
[5] Click on Save button.

Rules of naming macro

Spreadsheet follows some rules for naming a macro. They are :
1. Macro name always starts with alphabet
2. Macro name does not contain a letter
3. Macro name does not contain a special character except underscore

Running a macro
To run a macro in LibreOffice calc, follow these steps:

[1] Place the cursor from where the macro needs to be recorded.

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[2] Click on Tools > Macros > Run Macro option.

[3] Macro select dialog box window will appear as displayed in below given
screenshot:

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[4] Select the library which contains macro module and select the name of
macro. Click on Run button.

Creating and Organizing a simple macro

Organizing macro is important tool in spreadsheet software. In a spreadsheet,
there may be various macros created by user for different purposes. When
macro is created, either it is created through new library or existing module
stored in a library.

Follow the given steps to organize macro:

[1] Click on Tool > Macros > Organize Macros > Basic option.

[2] It will open the LIbreOffice Basic Macro dialog box window as displayed in
below screen shot.

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[3] The basic organizer dialog box will appear as displayed in below screenshot:

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This dialog box has following basic components:

Creating a new library to store a macro

To create a new library click on Libraries tab > Choose the location and
Library and click on New button.

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[2] Type the new Name for library and click on OK.

Creating a new module to store a macro

Click on Modules tab > New Button. Type new module Name and click on OK.

Macro As Function
Sometimes we need to do some tasks repetitively in spreadsheet. For example
a same formula is used frequently in spreadsheet on different cells and there
is no predefined function for it.

In this scenario, Macro will be created, that performs the calculations. This will
save time and efforts to type the desired formulas. These macros can be
created Macro As Function.

A function is created in macro editor in between Function and End Function

block.

Function <Function_Name>
tasks
End Function

A function can accept arguments or values. Some operations can be performed

on these arguments and result is returned.

Creating a macro as a function

Let see how to create a macro as function, Observe the scenario and open the
code editor for writing a function.
I am writing a function which returns a pie value spreadsheet. Create a new
spreadsheet or edit existing macro. Follow the given steps:
1. Click on Tools > Macros > Edit Macros option.
2. Now choose the module to write function.
3. Type the desired code for a function.
4. Save the code and close editing window.

Code for accepting pie value:

Option Explicit
Sub Main

End Sub
Function pie_val()
pie_val=3.14
End Function

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Using a function
Open spreadsheet and type the function with = sign as below:
=pie_val()

Press enter key and see the result.

Passing Argument to Macro Function

A function may have some arguments. A macro function can accept some
arguments as values and as references. Let us create a macro function that
accept two values and display the large number.
Edit macro as suggested above and write code as below:
Function two_max(x,y)
If x>y Then
two_max=x
Else
two_max=y
End IF
End Function

Using Macro function in LibreOffice by

Passing Argument
In spreadsheet, the function is used by writing = sign followed by function
name with arguments. Have a look at this website.

The above function will return maximum value from given two numbers.

Output 1 Output 2

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Passing the arguments as values
Arguments passed to macro function as a value. It is not possible to know
which cells are used. User is will provide the referenced cells rather than values.
These reference can be provided either range as string or parse string and
obtain values in the referenced cells.

Macros to work like built- in functions

The normal macro functions are something which is not really behave as built-
in functions. Macros does not appear in the built-in functions list. It is only
possible to write functions as they behave like built-in function by writing add-
in.

Accessing cells directly

LibreOffice Calc internal objects can be directly manipulated in CALC
spreadsheet. To access a cell in spreadsheet ThisComponent is automatically
set to the reference.
A Calc document contains sheets and the macro accesses these via a call to
ThisComponent.getSheets(). Use getCellByPosition(col, row) to return
a cell at a specific row and column.
Function SumCellsAllSheets()
Dim TheSum As Double
Dim i As integer
Dim oSheets
Dim oSheet
Dim oCell
TheSum = 0
oSheets = ThisComponent.getSheets()
For i = 0 To oSheets.getCount() - 1
oSheet = oSheets.getByIndex(i)
oCell = oSheet.getCellByPosition(0, 1) ' GetCell A2
TheSum = TheSum + oCell.getValue()
Next
SumCellsAllSheets = TheSum
End Function

Sorting
For sorting in through macros, following functions are useful:

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 • oSortFields(): Sort the data in different fields
• oSortDesc(): Sort the data in descending order
• oCellRange(): Specifies the cell ranges for sorting
• oSheet():Refers a sheet

Observe this code:

Sub SortRange
Dim oSheet ' Calc sheet containing data to sort.
Dim oCellRange ' Data range to sort.
REM An array of sort fields determines the columns that are
REM sorted. This is an array with two elements, 0 and 1.
REM To sort on only one column, use:
REM Dim oSortFields(0) As New com.sun.star.util.SortField
Dim oSortFields(1) As New com.sun.star.util.SortField
REM The sort descriptor is an array of properties.
REM The primary property contains the sort fields.
Dim oSortDesc(0) As New com.sun.star.beans.PropertyValue
REM Get the sheet named "Sheet1"
oSheet = ThisComponent.Sheets.getByName("Sheet1")
REM Get the cell range to sort
oCellRange = oSheet.getCellRangeByName("A1:C5")
REM Select the range to sort.
REM The only purpose would be to emphasize the sorted data.
'ThisComponent.getCurrentController.select(oCellRange)
REM The columns are numbered starting with 0, so
REM column A is 0, column B is 1, etc.
REM Sort column B (column 1) descending.
oSortFields(0).Field = 1
oSortFields(0).SortAscending = FALSE
REM If column B has two cells with the same value,
REM then use column A ascending to decide the order.
oSortFields(1).Field = 0
oSortFields(1).SortAscending = TRUE
REM Setup the sort descriptor.
oSortDesc(0).Name = "SortFields"
oSortDesc(0).Value = oSortFields()
REM Sort the range.
oCellRange.Sort(oSortDesc())
End Sub

Follow this link to read NCERT solutions Chapter 5 Using macros in spreadsheet.

NCERT Solutions Chapter 5 Using macros in spreadsheet

Watch Video

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 Unit 3
Database
Management

System

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 Chapter 9 Appreciate the concept of
Database Management System
Whenever we are working with computers, we are working with data and
information. So first understand about data and information.
Watch this video for instead reading:
Chapter 8 Introduction to database

Data
Data refers to raw facts, figures and text.
Suppose, you have something like this: 1, Maharshi, 2500, 9898123456
This can be considered as data. Some facts are given in form of numbers and
text.

Information

Information refers to the meaningful data.

Suppose, you have something like this table:

No Name Fees ContactNo
1 Maharshi 2500 9898123456
In the above example each and every value has some meaning. Like 1 is a
number seems like serial no, Maharshi is name, 2500 is fees and 9898123456
is contact number.

Concept of database
After the introduction of data and information, this data and information should
be organized in proper manner to access them as and when required. To serve
this purpose database is needed.

The database refers to collection of data and information in organized

manner.

For example, in school we have data related to students and teachers.

Everyday it is used to maintain the proper work records and transactions.
So here school need to store it in an organized manner.

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The software used to create, update and retrieve data is known as
Database Management System.

Examples of DBMS are - MS Access, OO Base, LibreOffice Base, Oracle,

Ingress, MySQL etc.

Organized manner means that data can be divided into different columns,
records and other objects. This facility is provided by the Database. School
can maintain data and information related to students in a database.

Database Management is one of the crucial task of any organization. The

primary objective of database Database Management system are as follows:

1. Ease of entering data

2. Efficient Storage
3. Accurate and Fast retrieval
4. Manipulating Data
5. Organizing data

Advantages of Database
Database offers following advantages:
1. Reduces Data Redundancy
2. Sharing Data
3. Data Integrity
4. Data Security
5. Privacy
6. Backup and Recovery
7. Data Consistency
1 Reduces Data Redundancy

When your data is organized into a database, it reduces data redundancy. Data
redundancy means that duplication of data. Into a database, the system
generates multiple copies of it sometimes. So every time the same database
cannot be affected while performing the transactions.

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2 Sharing Data

The process of sharing data become very easy with database. In a DBMS
system there are multiple users and schemas. These users can share their
information and data as and when required. So any user can share their data
with any user.

3 Data Integrity

When multiple users are working on same database, they must access accurate
and consistent data. So these multiple users are performing multiple task
simultaneously. In this process every user must ensure the data and
information should be correct and accurate.

4 Data Security

In a database, your data is secured and safe as you have your own user's
schema with username and password. Every user on database has provided
the authorised account to access data. Unauthorised users cannot access any
kind of data from outside.

5 Privacy

It is most important rule in database. It means that only authorised users

access their data in an authentic way. The privacy can be set according to
user's access role. Means proper roles should be assigned to the users for
access.

6 Backup and Recovery

Most often we need to take backup and recover data. Due to multiple
operations on same database by different users or may any other reason data
backup should be taken and recover accordingly. Although this task is handled
by DBMS automatically.

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7 Data Consistency

Data consistency refers to the multiple copies of same database. The same
database appears consistently among all the users at a time. The changes
made by any user, immediately available to another user.

Features of Database
The database offers many features to the users. Some of them are as follows:

1. It stores the data and information in multiple tables.

2. Each contains data related to each category or items. For example, in
school database tables are students, teachers, exam etc.
3. Each table can have at least column that hold unique values. For
example in students table adm_no (Admission Number) can be used. In
teachers table teacher ID or teacher code can be generated.
4. Some of the keys should be generated like primary key, foreign key etc.

Watch this video for more understanding:

Concepts of Database

Data Models (Not mentioned in Syllabus)

Data Models refers to the structure of database which is somewhat related to
the image of database. It describes how the data is stored and can be retrieved
from database. The data models offer:
1. Summarize the description of database
2. It helps in database creation
3. Provides a transparent picture of database
4. It creates a clear structure from database design to implementation
5. It consists of components that describes data, their relationships, and
constraints

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There are 3 popular data models:

Hierarchical Data Model

This model stores data at different levels of hierarchy. It is just like a structure
of company which shows the members are connected from top level to bottom
level from CEO/Owner to Workers.
For example: A school stores students data using hierarchical model as follows:

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Network data model
Below is a conceptual representation of a network data model for school
database
1. School: Central node
o Connects to Principal, Vice-Principal, Departments, Admin
Staff, and Facilities.
2. Principal and Vice-Principal:
o Connected to Teachers in all departments.
3. Departments: Each department node (e.g., Science, Mathematics)
connects to:
o Teachers (who may teach in multiple departments).
o Students (students can belong to multiple departments).
o Courses/Subjects (Courses can be part of multiple
departments).
4. Admin Staff:
o Connected to School.
o Administrative staff may also manage Facilities.
5. Facilities:
o Shared across departments.
o Links to departments, teachers, and students who use them (e.g.,
laboratories for science, sports for physical education).
6. Teachers:
o Connected to multiple departments and subjects.
o Teachers may instruct different subjects (e.g., a science teacher
might teach both Physics and Chemistry).
7. Students:
o Can be connected to multiple departments (e.g., a student might
be enrolled in both Science and Mathematics).
o Connected to their respective Subjects.
8. Courses/Subjects:
o Courses like Physics, Mathematics, and Chemistry are
connected to multiple students and departments.

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Example Network Relationships:
1. Teacher1 can be connected to both Physics and Chemistry.
2. Student1 can be connected to both Mathematics and Physics.
3. Facilities (like Laboratories) are shared between the Science
Department and Teachers/Students using them.
4. Principal and Vice-Principal are connected to all Departments and
Teachers.

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Concepts and examples of a relational
database
Dr. E.F.Codd proposed the relation database model in 1970. All data elements
are stored in form of tables in rows and columns. These table data are related
with common fields or columns.

A relational database refers to a database that stores record with referential

integrity. It means that one of the columns of the database column referred to
another table.
Observe these tables structures:
Table - Salesman
Salesman_ID S_Name City Commission Contact_No
001 Aditya Ahmedabad 0.20 800011112
002 Rutu Surat 0.15 9898562341
Table - Customer
Customer_id Customer_name City Salesman_id Contact_No
001 Alok Anand 001 7845632158
002 Harsh Bhuj 001 7722556622
003 Dhruvi Valsad 002 8744556611
004 Ruma Nadiad 002 6354411255
In these tables you can observe, few common columns such as salesman_id,
city and contact_no. These tables contain salesman_id in salesman table as a
primary key and salesman_id in Customer table is as a foreign key. Hence
these tables are related with each other through this column.
Now let's have look at some most commonly used terminologies in RDBMS.

Entity
Entity refers to an object which information is going to be stored in database.
For example, Customer data is going to be stored in a database, the Customer
is entity. A customer is having certain attributes such as Customer ID,
Customer Name, City, Contact Number etc.

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Each entity is a collection of certain attributes associated with it. These
attributes are represented by columns in a database table.

Table
A table is set of logically related records. A table can have certain columns and
number of rows.

Concept of the primary key, foreign key, and

composite key
Referential integrity can be generated by using the primary key. The database
table can have at least one primary key. This primary key ensures the record's
uniqueness. A primary key helps to improve the speed of database retrieval.

A primary key is a column of a table that identifies the unique

records. In other words A primary key is also known as unique
identifier of the table. A column or set columns that forms the
primary have unique records.

A single table can have a one column as primary key at a time. Although
more than one column can be assigned as a primary key as table called
composite primary key.

Features of Primary key

1. It identifies the rows uniquely
2. It cannot be null
3. It cannot have a duplicate value
4. There can only one primary key
This primary key can be used as foreign key in another table that provides a
reference to the table.
The table which is referenced is known as parent table generally having primary
key where as the table which is taking reference is known as child table having
a foreign key.

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Candidate Key
The fields or columns have eligibility to serve as primary key are called
candidate keys. These columns does not contain a null values or any duplicate
values. So in salesman table all are candidate keys as no values is repeated in
the entire table.

Alternate Key
After assigning the primary key to a table, the remaining candidate keys are
known as alternate key. For example in Salesman Table salesman_id is
assigned as a primary key, hence s_name, city, commission and contact_no
are alternate key.
Watch this video for more understanding:

Watch Now
Concept and examples of field, record, table
Field
It is a column of table. It is also known as attribute. A table can have fields
which are individual record characteristics and are represented as columns
within table. Data values are stored in a database as a field which can be any
of a data type.

Record
A row of a table is known as a record. It is also known as a tuple. The data
values stored in the fields for related to an object is called a record.

Table
A table is collection of row and columns.

Relational Database Management Software

E.F.Codd has proposed database model in 1970. Relational model is most
popular database model. All data is stored in rows and columns in relational
data model.
Relational Database Management Software offers the features of related tables
and objects in the database. You can create a primary key and foreign key and
make a relational database using relational database management software.

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There are few examples of RDBMS software such as MSAccess, OO Base,
MySQL, SQLServer etc.
Follow this link to read NCERT solutions Chapter 8 Introduction to Database
Management System.

NCERT Solutions Chapter 8 Introduction

to Database Management System
Follow this link to get more important questions including previous year board
exam questions.

Important questions appreciate the

concept of database

Page 157 of 244

 Chapter 10 Starting with LibreOffice Base
Create and edit tables using wizard and SQL
command
In this chapter you will learn how to create table using wizard and SQL
command. So let us begin with LibreOffice base.
Watch this video for more understanding:
Chapter 9 Starting with LibreOffice Base

Introduction to LibreOffice Base

LibreOffice base is a free open source Database Management System software.
It is one of the applications of LibreOffice package.
To download LibreOffice, Click here.

Starting LibreOffice Base

After installing LibreOffice, to open LibreOffice base follow the given steps:
[1] Click on Start > All Apps > LibreOffice 24.2 > LibreOffice Base.

[2] It opens Database Wizard. Database wizard has two main steps
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Create and Edit tables using wizard and SQL
commands
In this section you will learn how to create and edit tables using wizard and
SQL commands using OpenOffice and LibreOffice.

Create Database using OpenOffice Base

After installation of Open Office 4.1.7, you will get applications like OO Writer,
OO calc and OO Base. To work with database open OO Base. Follow these steps
to do so:
Step 1: Click on Start Menu.
Step 2: Find Open Office 4.1.7 and click on it.
Step 3: Now select Open Office Base.

How to start OO Base

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Step 4: The database wizard will open to select or create a database.
If you are opening it first time select create a new database option and then
follow the wizard instructions.

If you have already created a database select open an existing database file
option and follow the wizard instructions.

Open an existing database in OO Base in wizard

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Now OO Base will open, the interface of OO Base is something like below-given
screenshot:

Create Database using LibreOffice Base

Open LibreOffics base by following these steps:
[1] Click on Start > LibreOffice X.X.X > LibreOffice Base.

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[2] A database wizard will appear.

[3] Click on Select Database option. Choose Create a new database and choose
the option HSQLDB Embedded from drop down list and click on Next button.
[4] Now move to the step 2 Save and Proceed. Choose options for register
database or not and select option for creating tables or editing database. Click
on Finish button.

[5] It will ask to save database. Type the filename and save at database at
desired location.

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The LibreOffice database is saved with .odb extension.
As the main parts of OO/LO Base window are highlighted with numbers. They
are as following:
1. Database Objects selection window
2. Tasks Window
3. Description Window
4. Database Object window
5. Properties window of selected Database objects

Database Objects Selection window

This windows allows to select the database objects and you can do work upon.
There are four basic icons available in this window:
1. Tables
2. Queries
3. Forms
4. Reports
All of these we will discuss in upcoming sessions.

Tasks Window
This window allows selecting the specific tasks as per the selected object from
the database object selection window. Here you will observe different tasks are
available for different objects. But the common task is to create and use wizard.

Description Window
This windows shows the description of the selected task.

Database Object Window

It shows the different database objects such as Tables/Queries/Forms/Reports
created by user.

Properties window
It displays the information of selected object from database object window.
Now we will discuss, how to create table in OO/LO Base for Create and Edit
tables using wizard and SQL commands Class 10.

Create a table
There are 3 ways to create a table in OO\LO Base.
Page 163 of 244
Prepare a table structure on paper before creating a table in OO\LO Base,
because it will asks to select a primary key other constraints, so define a
primary key and assign the column otherwise OO\LO base will add one column
named ID when you save the table with your confirmation.
If primary key is not there, OO\LO base won't allow to insert records in the
table.

Create table in Design View

The design view of LibreOffice base is used to create a table by entering and
specifying values in the table design. It offers more flexibility to the user for
database table operations.
Follow these steps to create a table in design view:
[1] Click on Tables --> Create Table in Design View option from the tasks
window.

It will open a design window to view table structure and allows you to write
table field names and data types as well as other properties of the field.
Crate table in Design view window is divided into two parts:
1. The upper half consists of a grid structure with three columns:
o Field Name: Gives a field name to the table
o Field Type: Specifies data type for the field

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 o Description: To give more information about the field. The
description is not important part of table creation.
2. The lower half consists of field properties. It shows the various
properties of a field assigned by designer. These properties can be
changed as per the need to control and validate the data.
3. Some common field properties are as follows:
4. AutoValue : It Yes/No properties, it assigns an automatic value
starting with 0.
5. Length: Specifies the no. of digits of character present in the field
value.
6. Default Value: If value is not entered or skipped by user, the default
value will be accepted in the field.
7. Format Example: Set a specific format for the value
The table design windows looks like as follows:

Type appropriate field names, choose desired field types and type the
description if necessary.

Setting Primary key in table design

To set the primary key follow the given steps:

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 • Select the field which can be assigned as a primary key for the table.
• Right click on selected field.
• Choose primary key option.
• A key icon will appear in front of the field name.

Save the table

Click on Save As icon in toolbar or Click on File > Save option. It will open
Save As dialog box. Type the table name and click on OK.

Now once table is created, it will appear in the objects window. Double click to
open it and add records you want by typing them.

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Watch this video to understand it properly and comment your views on the
video:

Watch Now
Use wizard to create table
The wizard allows to create a table from predefined sample tables with
predefined fields. It is just like drag and drop type work where you have to
choose the fields and other important things for your table. Follow these steps
to create a table through wizard:
[1] Click on Table --> Use wizard to create table option from the tasks
window.

A wizard appears with the 4 basic steps:

Select fields:
This option displays two categories business & Personal. Choose the sample
table from the Sample Tables dropdown.
Now select the required fields from the list of Available Fields. Now click on Add
button available with > sign or Add to all button with >> to select the all the
available fields. You can remove the unwanted fields by clicking on remove <
or remove all << button.

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Click on Finish.
Set types and formats:
Select the field name to set types and formats.
Select appropriate types and formats for your fields and click on next.

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Set primary key:
Select a field for a primary key to the table.
Select various options for the primary key.
Click on next.

Create Table:
This allows renaming the table and provides three options to work with the
table. These options are - insert data immediately, Modify the table
design, and create a form based on this table.

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Click on Finish and start your work accordingly!!
The next section is very important for the topic Create and Edit tables using
wizard and SQL commands Class 10 because a fixed 2 marks question is
coming to create table in board exam.

Create table using SQL commands

OO\LO base also support SQL view to create a table. To work with SQL mode
you need to install java jdk for proper command execution.
Download Java from here
Steps:
[1] Click on Tool --> SQL command. Execute SQL statement will open.

[2] Write following command to create table and click on Execute:

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Now lets we will see very important points to be remembered while creating
tables.
Points to be remembered:
1. Follow these rules for giving names to your fields and table:
o It must start with an alphabet
o A special character should not use in names
o It should not be a default keyword
2. Enclose all the names like table and fields in double-quotes.
3. You can type the command words into capital as most of the books
suggesting to type commands in the capital, but it is not necessary.
Watch this video for more details:

Watch Now
Follow this link to refer NCERT Solutions Chapter 9 Starting with LibreOffice
base.

NCERT Solution Chapter 9 Starting with

LibreOffice Base
Follow this link for more important previous year questions:

Previous year questions on Creating table

using wizard and SQL Commands
Data types in LibreOffice Base
Your database tables can have different types of values or data. It defines
which kind of data we are going to use in our tables. The nature of data to be
entered for various fields are of different types.
Field Data Type
Names Text
Marks Number including decimals
Admission Date Date
Class Number without decimals
Photo Binary Object
The memory size of database tables are depends on the data types and values
entered in the table.
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There are five basic types of data we can insert into the table.
1. Numbers - It stores numeric values having integers and fractional
numbers.
2. Text - It holds the textual data with the combination of numbers and digits
and special characters.
3. Date-Time - The date-time data type is used to save the dates into a
database field.
4. Binary - Binary types stores large types of data such as images, audio or
video files.
5. Other Variable - Other variable types can have data of other remaining
objects.

Numbers
LibreOffice Base Provides following different types of data types:
S.NO Name Data Signed Length
1 Tiny Integer TINYINT No 3
2 Small Integer SMALLINT Yes 5
3 Integer INTEGER Yes 10
4 Big Integer BIGINT Yes 19
5 Number NUMERIC Yes 19
6 Decimal DECIMAL Yes 19
7 Float FLOAT Yes 17
8 Real REAL Yes 17
9 Double DOUBLE Yes 17
10 Yes/No BOOLEAN No 1
Text
LibreOffice Base provides following types of text data types:
S.NO Name Data Length
1 Text VARCHAR User Defined
2 Text (fix) CHAR Fixed Length
3 Memo LONGVARCHAR 64000
Binary Types
The certain types of binary data types are as following:
1. LONGVARBINARY: This type will store a specific image with array of
bytes i.e. images, sound files etc. without validation.
2. BINARY(fix)/Binary: This is also used to store data into binary form.

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Date/Time
Sometimes you need to store dates like date of admission, date of joining, date
of birth, date of event, date of transaction with a specific time or without time.
The date/time data types is used to store such dates in LibreOffice base tables.
So in this section of Data types in Base we will talk about three types of
date/time data types supported by LibreOffice Base.
• DATE: It stores a date in common format like month, day and year i.e.
1/1/99. The date ranges are 1/1/99 to 1/1/9999
• TIME: It stores a particular time in hour, minute and seconds format. The
seconds since 1/1/1970.
• TIMESTAMP: It stores the value with and time together in the table field.

Other Data Types

In these types of data type, you can store any serialized objects of java like
connector or specific script through objects. It is mostly used for the coding
purpose only.

Video 1 - Video 2
Follow this link for more important questions on Datatypes in Base:

Important questions - Datatype in Base

Watch this video for more understanding:
Chapter 10 Working with multiple tables

Perform operations on tables

In this chapter, we will talk about insert data, edit records, delete records and
sorting data in the table using LibreOffice Base.

Insert records in the table

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Datasheet View
To insert data using datasheet view follow these steps:
Step 1 Open the database and select the table to insert a record.
Step 2 Now double click on the table name.

Step 3 A new screen appears with the title of table and database.

Step 4 Now insert records in the last row. Observe the above screenshot.
Step 5 Save the table when you finished.

SQL Mode
To insert data using SQL mode follow these steps:
Step 1 > Open database.
Step 2 > Click on Tools > SQL. A new window appears with the title Execute
SQL Statement.
Step 3 > Now type following command to insert record.
insert into "dept" ("dno","dname","loc") values (50,'TPP','Bhuj')

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Step 4 >Now click on execute button and click on close button when you get
the message "Command executed successfully. "
Step 5 > Click on close button.
Step 6 > Click View > Refresh Table option to see the updated table.
Observe the following screen shot:

insert into command in oo base

You can avoid the column names if you are going to insert all records. Observe
this command:
insert into "dept" values (60,'Hospital','Township')
Edit records in table
You can edit any records in similar two ways like datasheet view and SQL
command.

Edit records in Datasheet view

Follow the below given steps:
Step 1 > Open your database to edit table.
Step 2 > Select your table and double click on it to open it.
Step 3 > Now place your cursor on the record which you want to edit.
Step 4 > Click on Edit > Edit Data or click on edit icon available on the
standard toolbar or double click on data you want to edit.
Step 4 > Type the new data as you per requirement.
Step 5 > Save your records.

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Edit records through SQL
Open Execute SQL statement window. and type following command:
update "dept" set "deptno"=100 where "deptno"=10
The update command is used to edit records through SQL command. As you
have seen in the above command -
1. update - is a command to edit records
2. tablename - it is a table in which the record needs to be updated
3. set - This is a keyword used to set a new value
4. columnname = new value - it is a columnname with new value
5. where - it specifies the unique record of the table which is going to be
deleted
6. columnname = value - here the columnname is the column which is
having a unique record and the value is a unique value

Delete records from the table

You can delete records from the table using datasheet view and execute SQL
statement window. Open the database and table in datasheet view and open
the table from you want to delete the record.

Delete record in datasheet view

Place your cursor on the record in the table and do one of the following:
1. Click on Edit > Delete Record option. It will ask your confirmation to
delete selected data with "Yes"/"No" button.
2. Do Right-click and select delete option.
3. Select the entire row, do right-click and choose the option Delete Rows
and click on "Yes" button to confirm deletion.

Delete record using SQL view

Open Execute SQL statement window and write the following command:
delete from "dept" where "deptno"=100
It is almost similar like update with one difference that is, use delete from
tablename command.

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Common field Properties
Field properties are useful to restrict or enable data validation in the table.
Data Validation refers to the set of rules and regulation for data input.
So that incorrect data or invalid data can be avoided in the table.
To change the properties follow these steps:
1. Open your database and select the table to change the properties.
2. Right-click on a table and select edit option or Click on Edit > Edit
option. That opens the table in design view.
3. Now select the particular field to change the properties.
The common properties are as following:
• AutoValue - It provides Yes/No type option to accept the value
automatically at the time of insertion.
• Entry Required - It is also Yes/No type option to make the field value
mandatory at the time of insertion.
• Length - This option is used to specify the total length of the selected
field.
• Default Value - This option provides a default value to your field if
value is not inserted.
• Format Example - It allows to set your own format for the field values
like email format, zip code format etc.
Watch this video for more understanding:

Watch Now
Sorting Data
As you know that sorting rearranges the data in an ascending or descending
order. To sort data in Base, follow these steps:
Step 1 > Select the column which you want to sort.

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Step 2 > Now click on appropriate button from the toolbar as highlighted in
above screen shot. Your datasheet displays the result accordingly.
In the next article, we will discuss about the referential integrity.
Follow this link to get important questions on performing table operations.

Important questions perform table

operations in base
Referential Integrity
As now you are familiar with the terms primary key and foreign key which is
used for referential integrity. These keys link more than one table with each
other. The referential integrity helps to maintain the accuracy and consistency
of data in the relational database.
Sometimes we need to check the redundancy of data and inconsistency of data.
A particular record in a table should not be repeated as well as different data
should not appear for a single entity in a database.
To do this, relationship between two or more tables are required. For creating
relationship between tables a common field between two tables are mandatory.
For example:
A database contains to tables :
1. Dept: To store department details
2. Emp: To store employees details
Departments Table Emp Table
deptno dname empno ename deptno
10 HR 1111 Kiran Parmar 10
20 IT 1112 Mukul Chauhan 20
30 Accounts 1113 Animesh Patel 30
40 Marketing 1114 Bhavin Mishra 40
Important Facts to be known about referential integrity:
1. The common columns in both table must be same.
2. LibreOffice Base doesn't allow relationship if they are not same.
3. The common field in a table which is not repeated is called a primary key.
Here deptno is primary key in dept table.

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4. The common field in another table is called foreign key. Here deptno is
foreign key in emp table.
5. The table having primary key is called base/parent/master table.
6. The table having foreign key is called child/transaction table.
7. The record in master is known as known as master record.
8. The record in transaction table is known as transaction record.

Advantages of referential integrity

1. Add records into the referenced table even there are no matching records
in the parent table (Primary Key table)
2. Update records automatically when changes made to the parent table
3. Delete records from automatically from the parent table
4. Allows to retrieve linked data as and when required
5. Save the time of database developer
6. No need to enter the same data in separate tables
7. reduce data entry errors
8. Summarize data from related tables

Types of relationship
There are three types of relationships:

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Creating and Editing relationships
By using relationship we are going to provide a connection or link or association
between two tables. Hence it avoids data redundancy, in simple words, data
duplicity can be avoided.

Steps to Create a relationship in Base

Create table to create relationship with primary key and foreign key. You can
create relationship in two ways:
• Through Menu: Insert > New Relation
• Drag and Drop > Drag Primary Key column to related column into the
another table
Follow the below given steps to create relationship in OO base.
1. Click on Tool > Relationships. A new window appears to add tables in
the relationship.
2. If tables are not available, click on Insert > Add Tables option or click
on Add Tables icon on the taskbar.
3. Click on Insert > New Relations. A new window appears to select the
Tables, fields, update options, and delete options. Select appropriate
fields and options then click on the OK button. If you want to create a
relationship using drag and drop click on the field of the primary key of
one table and link them with the foreign key of the child table.
Similarly, you can set the relationship of other types as well. When you add a
relationship, the relation design window shows one line that connects your
tables.

Watch Now
Steps to Create a relationship in LibreOffice Base
Create a table event as follows:
EventID EventName Date Winner Score CategoryID
1 Soccer 2024-05-15 Team A 3.5 C003
2 Basketball 2024-06-20 Team B 4.2 C001
3 Cricket 2024-07-10 Team C 5.1 C002
4 Volley Ball 2024-08-25 Team D 6.2 C001
5 Kabaddi 2024-09-12 Team E 5.8 C003

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Create table EventCategory as follows:
Category_ID Category Teacher_Inc
C001 Net Games Manoj
C002 Bat-Ball Games Rajan
C003 Combative Games Ajay
Follow these steps to create a relationship in LibreOffice Base:
[1] Click on Tools > Relationships...

[2] A Relationship Design window will open with with add tables dialog box.

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[3] Add desired tables to create relationships.

[4] Click on Close button in Add tables dialog box and close it.
[5] Drag the common field CategoryID from category table and drop on to the
categoryid of event table.
[6] It will create line between these two tables as follows:

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As per relationship rules and principles, ensure these things:
1. No unmatched foreign key value should exist in the table.
2. If any records is deleted from master table, corresponding transaction
table record should be deleted or should be null.
LibreOffice allows these referential integrity options to choose:

Remove Relationship
Removing relationship is quite simple. You can remove this relationship using
one of the following:
1. Click on connecting line and press delete key.
2. Click on connecting line and do right click, then select Delete option.
Edit relationship is quite similar to delete relationship, click on connecting lines
and do right click on table and select edit option.
Follow this link to get NCERT solutions for Chapter 10 Working with multiple
tables in base.

NCERT Solutions Chapter 10 working with

multiple tables in base
Follow this link for more important questions on referential integrity in base.

Important previous year questions

referential integrity

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Chapter 11 Retrieve data using Query in base
As you are aware now how to create database and tables in OO base. The next
and very important object of the database is the query. So let me introduce
what is a query?
Watch this video for more understanding:

Chapter 11 Retrieve data using query in base

Database Query
A query is used to fetch data from records and display them in desired format.
Query help you to perform searching in the database and returning the
matching record from it. It can be run on multiple tables as well. You can filter
the results using criteria and display specific results. Base provides an option
to choose criteria for your search. So now let's start how to use the query in
Base for Retrieve data using Query Class 10.

Defining Query

A query is a command of DBMS system that retrieves data from

the one or more database tables by specifying some criteria.

Base provides three ways to perform a query:

3 Query
1 Query 2 Query in
using SQL
using wizard design view
view

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Query creation using the wizard
As you know wizard is a step by step process to complete a specific task. You
can perform query using wizard in OO Base. The steps are as following:
1. Open your database and select Queries from object pane.
2. Click on Use Wizard to Create Query option from the Tasks window.
3. Now Query Wizard will open. This query wizard has 8 simple steps.
a. Field Selection - This step allows to select the required fields
from the table. Select the table and click on the required fields
then click on the > button. Click on Next to go ahead.
b. Sorting Order - You can sort the records using this step. There
are four options to sort the records with different fields. Select
the column name and choose the order Ascending or Descending
order. Click on next.
c. Search Conditions - In this step you are allowed to select
specific conditions or criteria like Match all fields for all records or
match any of the following then Select the field and conditions
such as is equal to, is not equal to, is smaller than, is greater
than, is equal or less than, is equal or greater than, like, not like,
is null, is not null and enter the value at the last. Click on Next.
d. Detail or summary - It will show the detail or summary for your
query results. Click on Next.
e. Grouping - If you want to group the records according to certain
values this option is used. By default this option is disabled.
f. Grouping Conditions - If you have applied grouping in step 5,
then only this option will appear.
g. Aliases - This option allows you to choose the alias names from
your selected fields. Type the name in the box and click on Next.
h. Overview - This step displays the overview of your query. You
can display the query result or modify the query. If everything is
fine, click on Display query button. Finally, click on the finish
button to show the result.

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Here I have taken emp table for queries. Let's start!

Steps:
[1] Select Query from Database objects window.

[2] Select Use wizard to Create Query option. The Query Wizard will
appear.

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[3] Choose the table - EMP and desired fields (EMPNO, ENAME, DEPTNO and
Salay) as follows:

[3] Click on Next button. Now this step prompt to sort the record. Select the
sort order (Ascending or Descending). Click on Next button.

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[4] Specify the condition on desired field. Click on next field. I have given
condition here as salary >1500.

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[5] Now it will ask for aggregate function which is skipped in my query. Click
on Next button.
[6] Specify the alias names for the selected fields and click on next.

[7] Type the desired Query name and Click on Display Query radio button. Click
on Finish button.

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[8] The result will be displayed immediately after saving query.

The another way to perform query in Retrieve data using Query Class 10 is
Query using design.

Query in design view

Follow the given steps to perform query in design view:
1. Open your database and select Queries from the object pane window.
A new window appears to add tables for your query.
2. Select the table and click on Add Tables option.
3. Now come to fields row at the bottom given table and choose whatever
field you need to display in the query results.
4. If you want to use any alias for your fields type name exact below the
field name.
5. The next option is table, this is not mandatory when you are working
with a single table.
6. After then move down to the next row to sort your records. Just select
go to the row where you want to sort the records and select it.
7. Next is function, whenever you want to perform calculation or want to
use some functions you can select this option.

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 8. Next row is Criterion, which is very important to display the records
according to the criteria. Here you can use the comparison operators
like >,<,>=,<=,= or != etc.
9. Then number of criteria you can add as per the requirements.
10.Now finally save your query and view the results.

Displaying all records from EMP table

[1] Select Query from Database window.
[2] Click on Create Query in Design View... from Tasks pane.

[3] A new Query Design window will appear with Add Table or Query dialog
box. Click on Table radio button, Select table from the list, here EMP is
selected then click on Add button.

[4] Select EMP.* in the row Field.

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[5] Click File > Save option to save the query. A Save As dialog box appear.
Type desired name in the Query Name box. Click on OK button.

Specifying criterion in design view

Display empno, ename and salary of employee whose salary is more than 1500.

[1] Follow the steps from step 1 to step 3 as same as above.

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[2] Select fields in the row field as EMPNO, ENAME and SALARY and type

>1500 in Criterion.

[3] Save the query.

Query Output

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Sorting Data in LibreOffice Base using Query in Design View
Sort the employees data in ascending order of names.
[1] Add the table as above
[2] Select columns to be displayed from fields
[3] Select Sort option in the respective column. I have done it with Ename field.

[4] Save the query

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Query Output:

Using functions in LibreOffice base Query Design

Display maximum salary
[1] Add the table
[2] Specify the desired columns
[3] Go to function the Function field in Salary column and select Maximum

[4] Save the query

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Query Output:

Create Query in SQL View

This option allows using SQL command to display the results. As you are
familiar with DDL and DML commands in OO base, Select is one type of DML
command that allows displaying records from a table. Follow some OO base
typing etiquettes while using SQL view for Retrieve data using Query Class 10.
So let's see the complete process of how to use select in SQL view:
The syntax of select is something like this:
select */columns_list from table_name where conditions
In the above SQL statement,
• select is the command used for data retrieval
• */column list is used to specify all columns or specified columns from
the table
• from is, keyword specifies the name of the table to the next
• table_name is a table from where you want to fetch the records
• where is again keyword that restricts your records from the table
according to conditions
• condition use column name and specifies the column name and criteria
There are four ways you can use select query:
1. All records
2. All records with limited columns
3. Limited records with all columns
4. Limited records with limited columns

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All records
Whenever you want to fetch all records from table you can use this option. The
syntax and example are as following:
select * from "emp"
All records with limited columns
Whenever you want to fetch all records with limited columns from table use
specific column names with select clause. Consider the following example:
select "empcode","ename","job" from "emp"
Limited records with all columns
Whenever you want to access all columns * is used after select clause and to
limit records, where condition is used. With where condition some relational
operators are used as per the requirement. These operators are:
1. < : Display the records less than the specified column value.
2. > : Display the records more than the specified column value.
3. <=: Display the records less than or equal to the specified column value.
4. >=: Display the records greater than or equal to a specified column value.
5. = : Display the records equal to a specified column value
6. <>: Display the records no equal to the specified column value.
7. like: This operator is used to pattern matching criteria like the character is
starting with, ends with or have a specific position in the value. The '%' is
used to specified any number of character whereas '_' is used to specify
the position of characters. Suppose you want to search a record whose
fourth letter of name is 'i' and last character it 'T', then the query will be
written as - select * from "emp" where "ENAME" like '___I%T'.
8. not like: Display all the records except the specified pattern matching
9. is null: Display records with null values
10.is not null: Display records except null
select * from "emp" where "empno"<1020
select * from "emp" where "empno">1015
select * from "emp" where "job"<>'MANAGER'
select * from "emp" where "ename" like 'M%T'
select * from "emp" where "ename" is null
select * from "emp" where "ename" is not null

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Limited records with limited columns
Specify the column names after select and use where condition to restrict them.

selected "empno","ename" from "emp" where "ename"='MOHIT'

Sorting
To sort records using SQL order by clause is added to your query. Observe
following query:
select * from "emp" order by "ename"

Sometimes you need to group records which is our next topic for Retrieve data
using Query Class 10.

Grouping Records
To group records group by clause is used. Observe the following query:
select "job",count("job") from "emp" group by "job"

Follow this link to refer NCERT Solutions Chapter 11 Queries in base.

NCERT Solutions Chapter 11 Queries in Base
Follow this link for more important questions on Queries in base.
Important questions Queries in base

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Chapter 12 Forms and Reports in Base
LibreOffice Base
Forms and reports are key features of DBMS. Both are used to improve user
experience and customer interactions. So first we will discuss forms and then
reports.
Watch this video:

Chapter 12 Forms and reports 1 shot

Forms in Base
Basically, forms are used to collect data from the user.
It provides an interface to enter the data from the user side. In the database,
forms help to store data into the database directly from the interface.
By using forms user can view, enter, and change the data directly in the
database.

Creating a form using the wizard

To create a form using wizard follow the given steps:
1. Click on Forms option available at the database objects pane/window.
2. Now click on the option "Use wizard to create form..." in the tasks
window. The form wizard will appear.
3. This form wizard has 8 steps:
a. Field selection - Select the field you want to display on the form
b. Set up subform - This option allows to show the contents from
the table with a separate form. There are two options available
for this step:
i. Subform based on the existing relation
ii. Subform based on manual selection of fields
c. Add subform fields - This option only comes when you click on
Add Subform option to select fields for the subform.
d. Get joined fields - This option also related to subform and
appears only when you select Add Subform option.

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 e. Arrange Controls - This option allows to arrange available form
controls. It provides three options like:
i. Label placement - Align Left or Align right,
ii. Arrangement of the main form as: Columnar - Labels at
Left, Columnar - Labels on Top, As Datasheet, In blocks -
Label Above
iii. Arrangement of subform - Columnar - Labels at Left,
Columnar - Labels on Top, As Datasheet, In blocks - Label
Above
f. Set Data Entry - This option provides two options:
iv. The form is to be used for entering new data only. Existing
data will not be displayed.
v. The form is to display all data
1. do not allow modification
2. do not allow deletion
3. do not allow the addition
g. Apply Styles - This step allows to apply formatting to the form.
You can select a colour and border styles for the form.
h. Set Name - This option allows setting the name for the form. You
can give a new name, by default it will show the table name in
the box. After then you can select one option like work wth the
form or modify the form.
Steps for creating forms in LibreOffice base:
[1] Click on Forms from Database Pane in LibreOffice Base.

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[2] Click on Use wizard to Create Form...

[3] A form wizard appears. Select desired query or table from which a form is
going to be developed. Here I have selected EMP table.

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[4] Select fields to be displayed on form. Click on Next button.

[5] Now wizard shows a step to display a sub form. Click on Next.

[6] One step Get joined fields will be skipped. and Arrange Control will
appear.

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[7] Select the Label Placement and arrangement of main form. I have
selected Columnar - Labels left. Click on Next.

[8] Select Data Entry options as I have selected - This from is to display all
data. Click on Next.

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[9] Apply the desired style for your form. I have selected Bright Blue and 3-
D look. Click on Next.

[10] This is last step of creating form. Type the form name and select the
option to what do you want to do with form after creating the form, I have
selected Work with the form option. Finally save your form.

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[11] Click on Finish. Your form ready and to be displayed immediately as
follows:

Observe the following screenshot I have Created a form in OpenOffice Base:

[1] Step 1

[2] Step 2 - Step 1 of Form wizard field selection. Here I have selected fields

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I have not used any subform in this lab activity so directly I jumped to Step 5
- Arrange Controls.
[3] Step 5 - Arrange Controls: Left Align, Columnar - Labels left

[4] Step 6 - Set Data Entry

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[5] Step 7 - Apply Style

[6] Set Name

[7] Final output of Form

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When you create forms using the wizard you will get some additional toolbars.
The form window appears with few toolbars:
1. Form Control - Available vertically at the left side
2. Form navigation - Available at the bottom
3. Form Design - Available below the form navigation
4. Drawing - Adjacent to form design

Options to enter or remove data from forms

When you complete all the steps of form wizard, you will get a form navigation
toolbar at bottom of the form window. In this form navigation, you will get Add
New record icon. Click on it and you are allowed to type a new record. Save
the record.
Observe the following screenshots:
Step 1

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Step 2

Modifying Form
Modifying form is a simple process. Click on the record box whatever you want
to modify and then save the record. To navigate through different records, use
form navigation control and modify it.

Changing Label and background

The form created through the wizard is not allowing to modify the labels
directly, because the displayed label and text box showing the field value are
grouped together by default. Ungroup them first and then you can change it.
Follow these steps:
• Right-click on the displayed field value in the form.
• Choose Group > Ungroup.
• Now click on the double click on the label.
• Field label properties will open.
• Find the label text and type your desired text. Now close the properties
window.
• Adjust the label accordingly.
• Save the form.
In a similar manner you can change the background, just select the background
as you want from the properties. Watch the video to understand it.

Watch Now
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Searching records using the form
To search a record using form, follow these steps:
1. Click on Find Record button from the navigation toolbar. A new dialog
box appears with the title "Record Search".
2. Type text you want to search in the search for option and in the box
available at the front of Text.
3. Select the fields whether all the fields or single field from the box. Apply
the desired settings and click on search button.
4. Now the record that you have searched, will be displayed on the screen.

Follow this link to refer NCERT solutions chapter 12 create forms and wizard.

NCERT Solutions Create forms in wizard

Follow this link for more important questions creating forms in wizard.

Important Questions create forms in wizard

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Creating reports in LibreOffice Base
First of all understand what is report? Why we need reports in database? So
answer are here!

What is a report?
A report is the final outcome of any computerized system. Suppose you are
giving online order from any online shopping website after completion of the
payment and delivery, you will get an invoice of the order. This invoice is one
of the example of reports.
1. You can summarize the data from the selected table in a printed form.
2. You can customize the report as and when required.
3. You can add header and footer of your choice.
4. You can apply formatting as per your need.
5. You can add controls as per the requirements.
6. You can select queries and tables to create a report.
Now let us begin with, how to create a report in LibreOffice Base using wizard.
Here we go!
[1] Select Reports option from Database Objects pane.

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[2] Now click on Use Wizard to create report option.

[3] The Report creation wizard appears. The first step is Field Selection,
Select Table and Fields to be displayed on form. and Click on Next.

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[4] The next step allows to edit the labels. If required supply new names for
the fields and click on Next.

[5] Now select grouping options, if required. Here I have not done grouping.
Click Next, if not required.

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[6] Sort options, if required. Click on Next.

[7] Select appropriate layout for the report. I have selected Columnar-
Single-column. Choose the layout as Default and select the orientation. I
have selected Landscape here. Click on Next.

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[8] This is last step of creating report using wizard. Type the desired name and
select Dynamic Report > Create Report now.

[9] Click on Finish. The report will be opened in LibreOffice Writer. The report
is displayed as follows.

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 Chapter 13 Health, Safety and Security at
Workplace
Every workplace accident, illness or dispute is a cost to organization, individual
and to their families. To improve the work environment and the productivity
safe and secure workplace is required. Employees must take responsibility for
their own health and safety rather than relying on “Safety Office” or
organization management.
Watch this 1 shot video:
Chapter 13 Health, safety and Security at workplace

Health
The social, mental and physical well-being of an employee is considered as
health concern. Every organization must keep certain regulations to maintain
good health of employees. To maintain health organization should the
following:
1. Cleanliness of workplace
2. Proper air conditioning to provide clean and cool air
3. Filtered water to drink
4. Fresh food cafeteria
5. Clean washroom

Safety
Safety refers to the workplace must be free from hazards and risk. A hazard
refers to something which cause a harm to the people at work. A risk is
probability to harm the people. So to provide a safe workplace a proper safety
guideline should be prepared by the organization and followed strictly.

Security
Every employee feels that they are secure at the workplace. It is a kind of
freedom from any potential harm. Every organization must have separate
security department. This department provides security for personal safety,
computer system safety, electrical safety, transport safety, and other
equipment safety. The proper security measures reduce the liabilities,

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insurance and compensation of organization. It will increase the business
revenue and reduce the operational charges of the company.

Workplace safety rules are very important for each and every organization.
They must follow some safety rules and procedure to maintain workplace
safety. These rules and procedures should be displayed at the crucial areas of
the organization and a comprehensive guide should be also displayed for some
procedures.

Reasons for Health, Safety and Security

Programs or Policies in Workplace
There are several reasons that can be specified for safety policy as given below.
• It clearly indicates the company’s commitment for their employee’s health
and safety.
• It shows the performance of the business and the safety performance are
compatible with each other.
• It clearly state that the company is not only doing the business for profits but
it is taking care of all its stake holders.
• The accountability of every one working for the company is outlined for the
workplace health, safety and security.
• Company can comply national policy on Occupational Health and Safety
(OH&S) of Government of India.
• Injuries and illness of the employees is prevented through such policy.
A typical policy of an IT company may contain the following OH&S clauses.
• Provide adequate resources to ensure continual improvement in its OH&S
performance.
• Comply with relevant OH&S legal and other requirements applicable to the
organisation and drive for ‘beyond compliance’ leadership.
• Set appropriate OH&S objectives & targets and conduct periodic performance
reviews against these targets.

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• Adopt measures and processes that focus on the prevention of occupation
related accidents, injuries, illnesses, and near-misses and strive to
continuously improve such processes.
• Ensure OH&S awareness and build competency associated at all levels to
handle individual OH&S responsibilities.

Workplace Safety Hazards

“A danger” or “A Risk” is associated with something is known as hazard. If
anything which causes a someone to hurt or injured is also known as hazard.
Some hazards pose to potential risks harm to people at work. That can damage
to work environment and everything else in it. Hazards could cause adverse
health effects and losses of property and equipment for organisations.
These hazards are categorised as follows:
Industry Hazard
Manufacturing Biological
Pharmaceuticals Chemical
Electrical
Radiation
Extreme Pressure Physical
Noises
Magnetic Fields
Workstations set up haphazardly Ergonomic

Physical Hazards
The risk arising from physical work environment is known as physical hazards.
This includes:

Floors

Facilities

Walls

Ceilings

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It also includes working with:

Machinery

Electricity Operated
machines

Many more

Falling Off Heights, Slipping and Tripping

The reasons for falling are attributed to faulty scaffolding and ladders, as a
result of contact with electricity, and slipping or crashing into anything that
throws the worker off balance.
On the other hand, trips and slips occur right on lower levels, particularly the
floor, on ramps and any uneven surface in the workplace. Various injuries result
from simply tripping over things at work, while many more accidents occur
when employees slip on the floor, from motorized vehicles or from scaffolding
or ladders.
To avoid falls and slips ensure these things:
1. All things must be arranged properly
2. Any spilt liquid or food or any other item like paint must be immediately
cleaned
3. Ensure proper lighting in areas such as stairways, light fixtures,

Electrical Hazards
Electric shocks at workplace is also one of the major concerns. There are many
reasons why workers get electrocuted or electric chock at work. It can have
caused due to :
1. Direct contact with live wire
2. Indirect contact with conductor
3. Exposed
4. Worn-out wiring
5. Overload of electrical outlets
6. Ungrounded or faulty equipment
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7. Unsafe use of electrical equipment
The following points should be keep in mind to avoid any such incident.

1 2
3
Must provided basic Must provided
Routine insepection
knowledge of using instructions about
should be take place
electrical equipments electrical safety

Fire Hazards
Fire safety is also another concern at workplace. Each company has to keep
certain standards to ensure fire safety. Fire not only damage the workplace or
equipment’s but also lead to injuries among its employees. To avoid fire at
workplace these points should be always kept in mind:

First response
All should All buildgs must
to fire calls and
Observe safety aware of all have fire
emergency
precautions emergency extinguishers
imitigation
exits and alarms
systems

Health Hazards
Health refers to the physical well-being of employees which includes condition
of their skins, eyes, ears and other body parts. In addition to this the unseen
situations such as their respiratory and cardiovascular system and nervous
system.
Hazards are present at any workplace and it may harm to any body part of
employee body. For example, too much noise may damage to sense of hearing,
too much light or toxic fumes and vapour may damage to eyes or nose. Some
long term issues may also arise such as lungs due to chemical usage.

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Potential Sources of Hazards in Organisation
There are various areas which are to be considered as potential sources of
hazards in organization. They are:
1. Bright light sources behind screen
2. Hazards using computers
3. Hazards using office equipment
4. Handling objects
Bright light sources behind the display screen can create contrast problems,
making it difficult to clearly see your work. Apply the following possible
solutions to avoid this:
• Use blinds or drapes on windows to eliminate bright light. Blinds and
furniture placement should be adjusted to allow light into the room, but not
directly into your field of view.
• Use indirect or shielded lighting where possible and avoid intense or uneven
lighting in your field of vision. Ensure that lamps have glare shields or
shades to direct light away from your line of sight.
• Reorient the workstation so bright lights from open windows are at right
angles with the computer screen.
• High contrast between light and dark areas of the computer screen,
horizontal work surface, and surrounding areas can cause eye fatigue and
headaches. So, use well-distributed diffuse light.

Hazards using computers

It includes following:

Poor sitting posture

Excessive duration of sitting in one position

Making same movement frequently

Glare from screen

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Above hazards may result into pain and strain such as muscle fatigue, harm
eyes etc. A person should do some stretching exercises or yoga practice to
alleviate such hazards.

Handling office equipment

Handling office equipment inappropriately can result into injuries. For example,
while working with sharp-edged equipment, if not taken care then it may cause
cuts. Staff members should be trained or relevant user manual should be
provided to use such equipment.

Handling objects
Handling or lifting heavy items inappropriately can be a source of potential
hazards. Always follow approved procedure and proper posture for lifting or moving objects.

Stress at work
It organization there may be various stress causing hazards. Such as:
1 2 3
Long working hours Aggressive conflicts Arguments with colleuagues

Have some relaxing hobbies for stress against long working hours.

Working Environment
Working environment also matters with respect to hazards. Some potential
hazards related to working environment includes:
1. Poor Ventilation
2. Chairs and Tables of inappropriate heights
3. Hard Furniture
4. Poor Lighting
5. Untrained staff for emergency procedures
6. Poor housekeeping
7. Physical or emotional pressure

Hazard Control
Hazards that have been identified and assessed as priorities require to
implement adequate control measures. Control measures should follow the
hierarchy with a strong emphasis on eliminating hazards at the source,
whenever possible.

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• Take all feasible measures to eliminate the hazard,
• If elimination is impractical or remains incomplete, take all feasible measures
to isolate the hazard.
• If it is totally impossible to eliminate or isolate the hazard, its likelihood to
cause injury should be minimised. Ensure that effective control measures are
being applied, such as installing proper exhaust ventilation and providing
personal protective clothing and equipment that is properly used and
maintained, and monitoring exposure among at-risk workers
Safety Guidelines Checklist
1. Store all cleaning chemicals in tightly closed containers in separate
cupboards.
2. Throw garbage daily.
3. Make sure all areas have proper lighting.
4. Do not wear loose clothing or jewellery when working with machines.
5. Never distract the attention of people who are working near a fire or with
some machinery, tools or equipment.
6. Where required, wear protective items, such as goggles, safety glasses,
masks, gloves, and hair nets.
7. Shut down all machines before leaving for the workplace.
8. Do not play with electrical controls or switches.
9. Do not operate machines or equipment until you have been properly
trained and allowed to do so by your supervisor.
10. Repair torn wires or broken plugs before using any electrical equipment.
11. Do not use equipment if it smokes, sparks or looks unsafe.
12. Cover all food with a lid, plastic wrap or aluminium foil.
13. Do not smoke in ‘No Smoking’ areas.
14. Report any unsafe condition or acts to your supervisor.
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Chapter 14 Workplace quality measures

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Maintain a good air quality to improve the working capabilities of employees
is necessity of any organization. A pollution free air is an essential
requirement for any organisation. Also most of the IT company’s makes
use of centralised air conditioning system to keep the temperature of working
place at pleasant level.
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Chapter 14 Workplace quality measures

Water pollution is another problem faced by many organisations. Most of the
human activities makes water polluted. The polluted water may cause the
disease. So an organisation must ensure to prevent air pollution or water
pollution.

Air and Water Quality Monitoring Process

Air and water pollution can be analysed by using several methods. There are
three common forms of analysis:

Physical Chemical Biological

For such analysis samples can be collected in the surrounding region of the
organisation. The water and air samples can be analysed by performing some
physical, chemical and biological tests. The temperature and content of the
sample can be easily measured.
For example, the various gases or percentage of various gases, such as
oxygen, nitrogen, carbon dioxide present in the air can be measured. The
PH value of the water can be measured through chemical analysis. The effect
of air and water on these plants and animals is studied. The microbial indicators
are used to monitor the health of the ecosystem.

Guidelines for Clean Air and Clean Water

A proper guideline may be followed by organisation to keep the surrounding
air and water clean.
Some of the points of such guidelines can be:

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1. Air pollution is mostly caused by production of the dust, mixture of solid
particles and gases in the surrounding air. So avoid dust production, generation
of solid particles and gases in the air.
2. Extensive use of automobile vehicles in the campus can lead to the air
pollution. So organisation must use limited number of vehicles to avoid air
pollution. Practice a no vehicle day in every week.
3. Ozone produced in the air can pollute the air. Many times it is called as a
smog. The generation of ozone gas must be kept at low level by the
organisation.
4. Most of the human activities pollute the surrounding water. The sewage or
the waste water can also cause the water pollution. Take care that their
waste is not mixed with the surrounding water.
5. Extensive use of fertilizers and pesticide must be avoided as it can make
the ground water polluted.

Importance of Cleanliness at Workplace

It is always safe to keep your workplace clean to avoid hazardous. The poor
handling and storage practices result in damages. A clean work station makes
your job easier and more pleasant. Common areas should be cleaned up by
all personnel, when necessary.
• All areas must be kept neat and clean. Each employee is responsible for the
cleanliness of their work area and all tools and equipment used.
• Spills and breakage are to be cleaned up immediately.
• Spaces around machines and equipment should be kept clear and clean at
all times to permit free movement.
• Floors should be kept clean and clear to prevent slipping and collision.
• Lighting fixtures are to be checked regularly to permit clear vision. Faulty
lights should be reported to administration, so that building maintenance/
facilities can be contacted to rectify the situation.

Office Ergonomics
Ergonomics is the science concerned with designing and arranging things so
that people can use them easily and safely. Applying ergonomics can reduce
the potential for accidents, injury to improve performance and productivity.
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In an office setting, the repetition of a seemingly innocuous task over a
period of time can cause an injury.
The resulting injuries can be physically painful and rehabilitation can be
difficult and time consuming. The following office ergonomics emphasize the
identification of early warning signs.

• No lumbar support
Sore lower Back
• Use back rest chair, put small pillow or lumbar support

• No upper back support

Burning in the upper
back • Put document holder or prop up to see without leaning
forward

• Working with head turned to side tilting head forward holding

telephone between the ear and shoulder
Stiff Neck
• Move or raise monitor to centre of desk check if headset is
available

• Reaching forward for long periods or reaching forward

frequently
Sore Shoulders
• Move closer to the keyboard, Bring mouse down to level of
keyboard or 1” higher

• Working with wrists extended too much repetition

Arching Wrists • Add a wrist rest to the front of keyboard and mouse pad rest
thumbs on front edge of keyboard so wrists can’t drop.

• Forget to blink
Dry Eyes
• Rest eyes periodically and do simple eye exercises

• Glares from overhead lights or windows eye glasses not correct

Eye strains and sore need vision check
eyes • Re-orient your desk and computer so light is not directly
behind or in front of you.

Computer Health and Safety Tips

With the increase use of computer, several health and safety issues related to
vision, musculoskeletal issues, body aches and pains may occur. Many of these
issues are preventable and if incurred are temporary. They can be resolved by
adopting simple corrective action.

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Musculoskeletal Problems
This problem include different areas of your body, such as neck, back, chests,
arms shoulders and feet. It occurs because of your wrong posture,
uncomfortable chair for sitting that is not ergonomically correct while working
on the computer.
To avoid this problem,
• Position your computer such that the end of the monitor should be at your
eye level.
• Keep the neck neutral with monitor directly ahead to prevent to turn your
neck.
• Keep your monitor at least arm length distance, or 20 to 30 inch away from
you.
• Maximise contact of your back against the backrest of the chair.
• Adjust height of armrests so that your elbows are at a 100–110 degrees
open angle.
• Place keyboard at a slight negative tilt if you are sitting upright.
• While typing, keep your hands slightly lower than elbows, with fingers
pointing downwards at the floor.
• Minimise any twisting of your wrists from side to side or up and down.
• Use a keyboard palm rest as needed only when you are not typing. Do not
rest your wrists when typing. It leads to wrist strain.
• Always take small breaks while working on the computer to stretch your
muscles, keep your blood flowing, and to rest your eyes.

Occupational Overuse Syndrome

Occupational overuse syndrome, also known as repetition strain injury (RSI),
is a collective term for a range of conditions, characterised by discomfort or
persistent pain in muscles, tendons and other soft tissues, with or without
physical manifestations. It is usually caused or aggravated by work, and is
associated with repetitive movement, sustained or constrained postures and/or
forceful movements. Psycho-social factors, including stress in the working
environment, may be important in the development of occupational overuse
syndrome.
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Repetitive use of muscle may feel pain in your neck, shoulder, wrist or
fingers. One of the most common conditions related to repetitive use of
muscles when using the computer is carpal tunnel syndrome. It causes pain,
numbness, and tingling in the hand and arm.
Ensure that you use appropriate posture when typing. For example, your
fingers should be above the ‘home position’ (asdf and jkl; keys) on the
keyboard, when your elbows are by your sides. Users should avoid gripping
the mouse too tightly. The keyboard and mouse should be kept at the same
level. In addition, use of ergonomic keyboard and mouse help to reduce the
risk of wrist related conditions.

Strain in Legs and Feet

Sitting to work for long time may cause strain in legs. Position your desk
chair to sit comfortably with your feet flat on the floor and your lower legs
vertical. Use a footrest for more support. Make sure that there’s enough
space to change position and stretch your legs out every now and then, too.

Eye Strain
Computer’s bright light, glare and flickering images can cause eye strain and
visual fatigue. When you constantly focus on screen, you forget about
blinking your eyes that can cause of drying eyes. Computer Vision Syndrome
is caused by poor lighting and glare on the computer screen. Both of these
factors place strain on the users eyes, causes blurry vision, burning and/or
watering eyes, headaches and in some instances shoulder and neck pain. It is
important to look after your eye health. Specifically wear anti-glare glasses to
work on computer.

To reduce the risks of visual problems:

• Adjust the brightness of computer screen to save your eyes from strain.
• Reposition the screen to avoid glare from lights or windows.
• Keep a proper vision distance from computer screen and blink your eyes in
an interval.
• Wear anti-glare glasses while working in computer.
• Keep the screen clean and use a desk lamp to make it easier to see.

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• Ensure the screen colours are easy to look at, and that the characters are
sharp and legible.
• Give your eyes periodic breaks from the screen and perform frequent
blinking. Look away from the screen into the distance for a few moments
to relax your eyes; focus on something 30 metres away for 30 seconds every
30 minutes.
• Keep your monitor between 18 to 24 inches away from your face. Lastly,
position monitors to avoid glare from sunlight and keep them clean.

Headaches
The following reasons may lead to headaches:

Muscle
tension

Vision Headaches Pain in

Problem causes the neck

Strain
eyes

To avoid such problems, take care of these things:

2
Try best to
keep neck
straight
1
3
Attend regular
take breaks
eye exams

Headache

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Obesity
Spending long hours on computers may lead lacks of physical activity and
exercise. In children prolonged use of computers or electronics in general, is
a major contributing factor to obesity. You should take a break and try to
squeeze in some exercise until you go back to work.

Stress Disorders
❖ Technology impacts our behaviours and emotions.
❖ Prolonged use of computers may be accompanied by poor health and
increased pressure on you in your workplace, which may lead to stress.
❖ The longer the stress untreated, the greater the chances of contracting more
serious health problems.
❖ Stress can lead to decreased attention span, lack of concentration, dizziness
and becoming easily burned out.
❖ To tackle this problem, promote your own health and prevent future health
conditions or by seeking treatment options for any stress that you may
encounter.
❖ Try things from yoga, to natural remedies, to medications as prescribed by
a medical provider to combat your stress.

Injuries from Laptop Use

The growing use of laptops cause more pain and strain. Laptops are designed
for short periods of use. In present day individuals choose to use laptops over
desktops more frequently, due to convenience. In laptop the screen and
keyboard are very close together and there is really no right way to use a laptop
because if you position the screen at the right height for your back and neck,
it will cause you to have to lift your arms and shoulders too high to use it and
vice versa. It will probably cause a problem. To overcome this problem, you
may use desktop that is set up ergonomically correct, while working for long
hours.

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Sleeping Problems
Artificial lighting from computer screens can trick your brain and suppress its
release of melatonin substance that assists your sleeping patterns. To tackle
this, refrain from using a computer right before going to bed.

Health and Safety Requirements for Computer

Workplace
The minimum health and safety requirements for computers including
Desktop computers, Laptops, Tablets, Smart phones, Television screens and
Video monitors are as follows:

Display Screen (Monitor)

Use the modern LED monitors of legible size and with adequate spacing
between the characters and lines. The image on the screen should be stable,
with no flickering or other forms of instability. The screen must be free of
reflective glare and reflections liable to cause discomfort to the user.

Keyboard
The keyboard should tilt and separate from the screen to find a comfortable
working position and avoid fatigue in the arms or hands. The space in front of
the keyboard must be sufficient to provide support for the hands and arms of
the user. The keyboard should have a matt surface to avoid reflective glare.
The symbols on the keys must be adequately contrasted and legible from the
design working position.

Work Surface
The work desk should be sufficiently large, low reflectance surface and allow
a flexible arrangement of the screen, keyboard, documents and related
equipment. The document holder shall be stable and adjustable so as to
minimise the need for uncomfortable head and eye movements.

Work Chair
The work chair must be stable and allow the user to move easily and find a
comfortable position. It should be adjustable in height. The user’s feet must
be placed flat on the floor or a footrest should be used.

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Space Requirements
The workstation should be designed to provide sufficient space for the user to
change position and vary movements. The user should have enough desk
space for the equipment they use.

Lighting
There must be satisfactory lighting conditions with appropriate contrast
between the screen and background environment. Possible disturbing glare and
reflections on the screen or other equipment should be prevented.

Reflections and Glare

Workstations should be designed so that sources of light, such as windows and
other openings, transparent or trans lucid walls, and brightly coloured fixtures
or walls cause no direct glare and no distracting reflections on the screen.
Windows shall be fitted with a suitable system of adjustable covering to
attenuate the daylight that falls on the workstation.

Noise and Heat

Noise emitted by equipment should not distract the attention. Noise
cancelling earphones may provide a solution if some noise is unavoidable.
The equipment may not produce excess heat which could cause discomfort to
users.

Cautions while Working on the Computer

It is important to work safely on computer. The static electricity generated
just by walking on the carpet can damage your computer component. So use
a surge protector when you plug your system in. A battery backup system is
the best way to protect against a power outage, as it provides the system
with constant voltage. Remove rings, watches and necklaces while working
on the computer. These ornaments are often made of conductive metals
which can damage Computer components by striking them static electricity.
Unplug all power sources and cables from computer. If you are working with
plugged in computer, then it might damage your hardware. Modern
processors will overheat within 7 secs if heat sink is not attached.

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Watch Out for Cords and Wires
Follow these simple rules:
1. Loose cords and wires can cause hazard and even electrical hazards. If a
cord or wire will cross a pathway safety it should be mark it with hazard
tape.
2. Avoid water at all times when working with electricity.
3. Never touch or try repairing any electrical equipment or circuits with wet
hands. It increases the electrical conductivity of the body for the flow of
electric currents.
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Chapter 12 Quality Measures

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 Chapter 15
Prevent Accidents and Emergencies

Accidents and Emergencies

An accident is an unplanned, uncontrolled, or unforeseen event

resulting in injury or harm to people and damages to goods.

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Chapter 15 one shot video

For example, a person falling down and getting injured or a glassware item
that broke upon being knocked over.

Emergency is a serious or crisis situation that needs immediate

attention and action.

For example, a customer having a heart attack or sudden outbreak of fire in

your organisation needs immediate attention.
Each organisation has procedures and practices to handle and report accidents
and to take care of emergencies. Although most of these procedures and
practices common across the industry, some procedures might be modified to
fit a particular type of business within the industry.
For example, procedure to handle accidents caused by slipping or falling will be
similar across the industry. You need to be aware of the general procedures
and practices as well as specific to your organisation.
The following are some of the guidelines for identifying and reporting an
accident or emergency:

Notice and Correctly Identify Accidents and

Emergencies
You need to be aware of what constitutes an emergency and what constitutes
an accident in an organisation. The organisation’s policies and guidelines will

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be the best guide in this matter. You should be able to identify such incidents
in your organization, and be aware of the procedures to tackle each form of
accident and emergency.

Get help Promptly and in the Most Suitable

Way
✓ Follow the procedure for handling a particular type of accident and
emergency. Promptly act as per the guidelines.
✓ Ensure that you provide the required help and support as laid down in
the policies.
✓ Remember that only properly trained and certified professionals may be
authorized to take decisions beyond the organisation’s policies and
guidelines, if the situation requires.

 Do not act outside the guidelines and policies laid down for your role even
if your actions are motivated by the best intention.
Follow Company Policies and Procedures for Preventing Further Injury While
Waiting for Help to Arrive
If someone is injured:
 do not act as per your impulse or gut feeling.
✓ Go as per the procedures laid down by your organisation’s policy for
tackling injuries.
✓ You need to stay calm and follow the prescribed procedures.
✓ Act within the Limits of your Responsibility and Authority when Accidents
and Emergencies Arise Provide help and support within authorised limit.
✓ Provide medical help to the injured only if you are certified to provide the
necessary aid. Otherwise, wait for the professionals to arrive and give
necessary help.
✓ Promptly Follow Instructions given by Senior Staff and the Emergency
Services
✓ Provide necessary services as described by the organisation’s policy for
your role.
✓ Work under their supervision when handling accidents and emergencies.

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Types of Accidents
The following are some of commonly occurring accidents in organisations:

Trip and Fall

Customers or employees can trip on carelessly left loose material and fall down,
such as tripping on loose wires, goods left on aisles, elevated threshold. This
type of accident may result in simple bruises to serious fractures.

Slip and Fall

Slips are mainly due to wet floors, spilling of liquids or throwing of other slip-
causing material on floors. Slip and fall is generally caused by negligence. It
can also be due to broken or uneven walking surface, such as broken or loose
floor tile. People should be properly cautioned against tripping and slipping.
For example, a “wet floor” sign will warn people to walk carefully on freshly
mopped floors. Similarly, “watch your steps” signs can prevent accidents
on a staircase with a sharp bent or warn against a loose floor tile.

Injuries caused due to Escalators or Elevators

(or lifts)
Although such injuries are uncommon, they mainly happen to children, ladies,
and elderly. Injuries can be caused by falling on escalators and getting hurt.
People may be injured in elevators by falling down due to sudden, jerking
movement of elevators or by tripping on elevators’ threshold. They may also
get stuck in elevators resulting in panic and trauma. Escalators and elevators
should be checked regularly for proper and safe functioning by the right person
or department.
If you notice any sign of malfunctioning of escalators or elevators, immediately
inform the right people. If organization’s procedures are not being followed
properly for checking and maintaining these, escalate to appropriate authorities
in the organization.

Accidents due to Falling of Goods

Goods can fall on people from shelves or wall hangings and injure them. This
typically happens if pieces of goods have been piled improperly or kept in an
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inappropriate manner. Always check that pieces of goods are placed properly
and securely.

Accidents due to Moving Objects

Moving objects, such as trolleys, can also injure people in the organisation. In
addition, improperly kept props and lighting fixtures can result in accidents.
For example, nails coming out dangerously from props can cause cuts. Loosely
plugged in lighting fixtures can result in electric shocks.
Handling Accidents
Try to avoid accidents in your organization by finding out all potential hazards
and eliminating them. In case of an injury to a colleague due to an accident,
do the following:

Assist the
supervisor

Inform the
supervisor

Attend the
injured person
immediately

Types of Emergencies
It is important to have policies and procedures to tackle the given categories
of emergencies. You should be aware of at least the basic procedures to handle
emergencies. Here are some general emergency handling procedures that you
can follow:

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First Aid
Should be quickly accessible to the employees. It should contain all the
important items for first aid required to deal with common problems such as
cuts, burns, headaches and muscle cramps.

Electrical Safety
Employees must be provided instructions about electrical safety such as
keeping water and food items away from electrical equipment. Electrical staff
and engineers should carry out routine inspections of all wiring to make sure
there are no damaged or broken wires.
Keep a list of numbers to call during emergency, such as those of police, fire
brigade, security, ambulance etc. Regularly check that all emergency handling
equipment such as the fire extinguisher and fire alarm system are in working
condition. Ensure that emergency exits are not obstructed and keys to such
exists are easily accessible. Never place any objects near the emergency doors
or windows

Evacuation
It is critical for employee to know who is the coordinator or authority to make
decisions during emergencies. The coordinator should be responsible to
handle evacuation process.

General Evacuation Procedures

Each organization has its own evacuation procedures as listed in its policies.
You should be aware of these procedures and follow them properly during an
emergency evacuation. In addition to organization’s policies, here are some
general evacuation steps useful in such situations,
• Leave the premises immediately and start moving towards the nearest
emergency exit.
• Guide your customers to the emergency exits.
• If possible, assist the person with disability to move towards the emergency
exit.
• You may carry your hand-held belongings, as you move towards the
emergency exit. Do not come back to pick up your belongings unless the area

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is declared safe.
• Do not use the escalators or elevators (lifts) to avoid overcrowding and
getting trapped, in case there is a power failure. Use the stairs instead.
• Go to the emergency assembly area. Check if any of your colleagues are
missing and immediately inform the person concerned.

Fire Hazards in the Workplace

The first step to fire safety is assessing the existence of fire hazards in
workplace. In most facilities, there are three main types of hazards to
evaluate – electrical hazards, combustible materials, and flammable
materials.
Electrical issues, such as damaged extension cords, blocked electrical panels
and heaters, and overloaded circuits often lead to fires. Fires are also
commonly caused by electrical events such as arc flash. Maintenance of
power cords and other electrical equipment should be conducted on a regular
basis.
Workplace fires are also commonly caused by improper storage of flammable
material or combustible dust. Both are dangerous and should be properly
handled and stored. Dust explosions can be another cause of fire hazard.
Fire Prevention
• All employees must know where the fire extinguishers are located, and how
to properly use them.
• Fire extinguishers and First Aid Stations should be clearly marked with
signs.
• Never block access to Exits, fire extinguishers, electric switches and panels.
• Do not block or stack material against doors, which would prevent them
from operating properly in event of a fire.
• Do not use flammable material near electrical panels, switches, lift trucks or
any electrical equipment.
• Make sure all equipment is properly grounded where needed.
• Fire extinguishers must be inspected regularly.
• Report to your supervisor of any defect in electrical, fire prevention or
material handling equipment.

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• No flammable material are to be placed around an exit door way.
Identification of Material and Ignition Sources
Materials are classified by risk, and are sorted according to these fire
classifications:
Class A Material: materials such as wood, cloth, and paper, which won’t
ignite on their own but will continue to burn once exposed to a heat source.
Class B Material: all liquid, grease, and gas materials that burn when
exposed to ignition sources.
Class C Material: electrical materials and equipment. These materials cause
fires very quickly and present a serious risk of arc flash.
Class D Material: any materials that are volatile and able to quickly ignite,
such as magnesium, potassium, and sodium.
Examples of ignition sources include:
• Open flames such as gas ovens, lighters in smoking areas, and welding
torches.
• Sparks from wood or metal saws and other types of equipment.
• Heat sources such as combustion engines, space heaters, ovens, and
machines that produce heat during operation.
• Chemical ignition from chemicals that combust under normal working
temperatures.
Select the suitable type of fire extinguisher
Water CO2 Dry Carbon Mechanical ABC Dry
Chemical Dioxide foam Powder
Powder
Class A Suitable Not Suitable Not Suitable Suitable Suitable
Class B Not Suitable Suitable Suitable Suitable
Suitable
Class C Not Suitable Suitable Not Suitable Suitable
Suitable
Class D Not Suitable Not Suitable Not Suitable Suitable
Suitable

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Fire Extinguisher
A fire extinguisher is a protection device used to extinguish fires. It is a
cylindrical pressure vessel containing an agent which can be discharged to
extinguish a fire. Demonstrate the operation of a fire extinguisher.
Procedure
Step 1: Identify the safety pin of the fire extinguisher, present in its handle.
Step 2: Break the seal and pull the safety pin from the handle.
Step 3: Use the fire extinguisher by squeezing the lever.

Step 4: Sweep it from side to side. Exercises

First Aid for Electrical Emergencies
Electrical accidents cause countless injuries. Injury could be minimised and
many lives can be saved if proper rescue techniques and treatment are used.
Electrical accidents may occur at any time or place. Timely response and
treatment of victims is a major concern. When an electrical accident occurs,
due to the effect of muscle cramping, a victim is often incapable of moving or
releasing the electrical conductor.
There should always be an emergency response plan for scheduled electrical
maintenance or work.

Electrical Rescue Techniques

An unconscious state because of an electrical shock

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Approaching the accident
• Never rush into an accident situation.
• Call 108 as soon as possible.
• Approach the accident place cautiously.
Examining the scene
• Visually examine victims to determine if they are in contact with energised
conductors.
• Metal surfaces, objects near the victim itself may be energised.
• Do not touch the victim or conductive surfaces while they are energised.
• Switch off the electrical circuits if possible.
Hazards and solutions
• Be alert for hazards, such as heated surfaces and fire.
• In case you cannot switch off the power source, take extreme care.
• Ensure that your hands and feet are dry.
• Wear protective equipment, such as gloves and shoes. Stand on a clean dry
surface.

Safety gloves and shoes

• Use non-conductive material to remove a victim from the conductor.
High voltage rescue
• Special training is required for rescues if high voltage is present.
• Protective equipment, such as gloves and shoes must be worn.

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First Aid
• A victim may require Cardio-Pulmonary Resuscitation (CPR). The following
image is showing the CPR procedure.

• If the victim is breathing and has a heartbeat, give first aid for injuries and
treat for shock.
• Ensure the victim gets medical care as soon as possible.
• Physician attending the victim must have detailed information to properly
diagnose and care for the victim.
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Page 243 of 244

Download Sample Papers from here:

Board Previous Papers:

S.No Board Paper Year

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CBSE and Other Sample Papers:

S.No Sample Papers Link

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