Page | 27 IX-COMPUTER “CHAPTER-3” OFFICE AUTOMATIONPage | 28 CHAPTER-3 OFFICE AUTOMATION Used to make professional-quality documents, letters, reports, etc., MS Word is a word processor developed by Microsoft. it has advanced features which allow you to format and edit your files and documents in the best possible way. Microsoft Excel is a spreadsheet developed by Microsoft for Windows, macOS, Android and iOS. It features calculation or computation capabilities, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. Excel forms part of the Microsoft Office suite of software Qi. What is a word processor? Write any three applications of a word processor? ‘Ans: A word processor, or word processing program, does exactly what the name implies. It processes words. It also processes paragraphs, pages, and entire papers. Some examples of word processing programs include Microsoft Word, WordPerfect (Windows only), AppleWorks (Mac only), and OpenOffice.org 1) MS Word is used to type letters and documents. 2) MS Words for creating and editing text documents. 3) MS Word is also able to decide the color of text, the size of text; being able to bold or italic text; run spell checks; ete. Q2. Describe Page Layout Tab of MS Word. PAGE LAYOUT TAB: The Page Layout Tab holds all the options that allow you to arrange your document pages just the way you want them. You can set margins, apply themes, control of page orientation and Size, and set paragraph indentation | and lines. The page layout tab of MS Word 2010 has five groups of related |=) ex" commands namely Themes, Page Setup, Page Background, Paragraph and Arrange. ioe Q3. Why do we use Theme Group in Page Layout Tab? ‘THEMES GROUP: A theme is a set of colors, fonts, and effects that determines the overall look of your document. Themes are great way to change the tone of your entire document quickly and easily. There are different themes available relevant to the type of document being composed. Qa. What do we do in Page Setup Group of MS Word? PAGE SETUP GROUP: The Page Setup Group on the “Page Layout tab of the Ribbon contains buttons that let RST c ‘you make changes to the page setup of the document |_| | oe such as margins, orientation and size. The settings in this | "27" Ser 2 syenenaton section are often applied throughout the document. roves I Ss. No | Buttons Name Description Hotkey : Margins Margins | of the entire document or selected section. | Alt*P*M™ This Button is used to change the = orientation of a document from portrait to 2. t Orientation | Landscape. The landscape’s width is larger | Alt#P+0 ica than its height. The portrait’s height is larger than its width i size | This button is used to choose the size of | piipysiz the paper. For further Details: 0342-2004125Page | 29 i E Columns | This button is used to split the text into two altspsa bor or more columns. iu This button is used to Insert page, and a 5. | rabies Breaks | section breaks into a document amee 6. | Diinetumnen- | Une | To add line numbers on the side of e3Ch | pleat Numbers _| line This button is used to specify how 7, | »® Hyphenation- | Hyphenation | hyphenation in a document should be | Alt+P+H. applied. Q5. How can we apply Margins in a document? The following are the steps to successfully change or apply margins to your document. 1. Open the particular document. 2. Select the ‘Page Layout' tab on the ribbon. 3. Select ‘Margins’ 4. Choose from predefined margin settings or select ‘Custom Margins' to choose your own size. Q5. Explain the "Columns" options in the Page Setup group. How to add Columns in a document? COLUMN: This button is used to split the text into two or more columns. To add columns to a document: 1, Select the text you want to format. 2. Click the Page Layout tab. 3. Click the Columns command. A drop-down menu will appear. 4, Select the number of columns you want to insert. The text will then format into columns. Ifyou want to remove the columns; click the Columns command and select One for the number of columns. Q7. _ Describe the different types of breaks in MS Word. BREAKS IN MS WORD: There are two major types of breaks: () Page Break (i) Section Break i. Page break: Page break has three options. (a) Page: When we click on the 'Page,' the text and pictures after the cursor are moved to its next page. (b) Column: The text and pictures that are after the cursor are moved into a new column. (c) Text Wrapping: A text-wrapping break breaks a line of text and moves the text to the next line. ii, SECTION BREAK: Section Break has four options. (a) Next Page: It inserts a page break, but also creates two separate sections of the document so that each section can have its own unique page layout (b) Continuous: It inserts a break, but continues the next section on the same page. (c) Odd Page: This section break will place a break, and then continue the next section on the next odd page, e.g., Page 1,35. (4) Even Page: This section break will place @ break, and then continue the next section on the next even page e.g., Page 2,4,6. Q8. How to set the background of page in MS Word? PAGE BACKGROUND GROUP: Page Background group consists of 3 buttons, namely Watermark, Page Color, and Page Borders. These buttons are mostly used for special settings of a document such as Certificates, Invitations, and Brochures, etc. For further Details: 0342-2004125Page | 30 s.no| Buttons | Name Description Hotkey i eae 7 AlteP+PeW is button is used to paste logos, images, or 1. | Wotermaic | Watermark | tort behind the content of a page. ‘AltePa SC This button is used when users want to apply @ 2 Page Color | olor for the background of the page. Ait PaPB i Page | This button is used to put a border around the » | page Border | page. Borders Q9. Why do we use Watermark in a document? Give some examples of Watermarks. A watermark is a faded background image that displays behind the text in a dacument. You can use them to indicate a document's state (confidential, draft, etc.), add a subtle company logo, or even for a bit of artistic flair. Here's how to'add and manipulate watermarks to your Word document. List four uses of spreadsheets in business Q10. _ Describe Paragraph Group of Page Layout Tab in MS Word. PARAGRAPH GROUP: The Paragraph group will allow you to set indented icons and line spacing for your document. You can also click on the Paragraph Dialog Box icon for additional paragraph formatting options. ne | Buttons / Icons Name Description Hotkey 1 Ste |e = Indent | To change the indent for the left | Alt+PH+L = = left margin applied to the whole paragraph 2. . Indent | This button is used to apply right | Alt+P+I+R o Right __| margin to a paragraph. 3. 7 ‘Space This button is used to change the $2 Before: pt amount of spacing before a paragraph | Alt+PsS+B Before of text 4. ‘Space This button is used to change the pa After, Opt = ‘After amount of spacing after a paragraph of | Alt+P+S+B text Q11. Why do we use Arrange Group in Page Layout Tab? ARRANGE GROUP: By using the arrange group you can group shapes, pictures, or other objects. Grouping lets you rotate, flip, move, o resize multiple shapes or objects as though they are a single shape or object. S. | Buttons / Re eee Name Description Hotkey 1 This button is used to place a picture on the page | Alt+P+P+O whenever you want 2. This button is used to specify how text will wrap | AlteP+THW Wrap Text | around an object For further Details: 0342-2004125Page | 31 3 Bring | Bting @ Selected picture in front of all other | AltPeA+F Forward | Object 4 ‘Send a selected picture behind of all other | Alt+PrA+é Send | objects Backward 5 This button is used to select show, hide and | AIt+P+A+P Selection | change the order of object in the document. Selection Pane Pane © |e aign~ | align | TS Allen 2 group of selected objects to the let, | AICP A¥A right, top or bottom 7 This button is used to group object together asa | AlteP+A+G Group single object. 8 Rotate | T0 rotate or flip an object AltePeALY Q12. Differentiate "Bring Forward" and “Send Back" options in the Arrange Group with example. DIFFERENCE BETWEEN "BRING FORWARD AND "SEND BACK”: When two or more pictures are overlapped, these options help to arrange the picture as to which one will be placed at the front and which one will go behind it. Bring Forward: Takes the object at the back and puts itin front, the first object in line. Send Back: Takes the object that is first in line and puts it behind the other objects. Q13. Define a Table of Contents. In What way docs a TOC help book reader? TABLE OF CONTENTS (TOC): A Table of Contents (Toc) is an organized listing of the sections, groups, and heading of content in a document and identified by page numbers where they are placed. It provides an overview of the document and allows readers to go directly to specific section of contents in the document. Q14. How tocreate a Table of Contents? ‘AUser can apply Automatic or Manual methods to create a Table of Contents. Te create a TOC, go to the References Tab, where the Table of Contents button appears a: the first option of that tab. (i) Automatic Table: Creates a Table of Contents automatically based on the content used as Heading presets of MS Word. Automatic Table of Contents will create the appropriate levels and show page numbers where those Headings are placed. (i) Manual Table: will create a template of a generic table of contents. This table will need to be edited and defined manually by providing all the headings, sub headings, and page numbers. Q15. Briefly discuss about Typing in Urdu & Sindhi Language. . MS Word 2010 helps in writing letters, applications, CVs, question papers and books in default language set by Microsoft Windows (that is usually English). . MS Word 2010 also supports typing text in various other languages like Urdu and Sindhi. To be able to write in other languages, the keyboards for those languages have to be installed in Microsoft Windows. . MS Word also supports changing and setting its default language. © Tochange the default language, go to the File menu and select Options. From the Word Options dialog box, select Language tab. . Now choose one of the available languages as the default language for MS Word 2010. For further Details: 0342-2004125Page | 32 Q16. What is a Ms Excel? MICROSOFT EXCEL (MS EXCEL): Microsoft Excel (IMS Excel) is a software that uses spreadsheet system to organize, display, format and calculate data using advanced features and formulas. MS Excel offers advanced features to perform calculations, Visualize data in graphs and create pivot tables. It efficiently makes use of spreadsheets to organize, analyze and store data in tabular and graphical forms. It is the most widely used spreadsheet system. Q17. Write applications/uses of an MS. Excel. APPLICATION: 1) MSExcel used to create grids of text, numbers and formulas specifying calculations. 2) It is used to create simple and complex spreadsheets such as marks sheet, payroll sheet, balance sheet ete. 3) We canalso insert pictures, shapes, smart art and create charts if we want. 4) As formulas can be applied in MS Excel so automatic calculation makes it easier for us to create long sheets. Q18. Define Sorting with steps to apply sorting in MS Excel. Sorting is the process of rearranging or reordering data based on different criteria according to the needs of the user. STEPS TO APPLY SORTING IN MS EXCEL: i) First select all the rows and columns which make up your sheet. ii) Goto the Data tab. iii) Select the Sort option. iv) Inthe Sort dialog box, choose required heading/column from the Sort by dropdown list V) Select either A to Z or Z to A for alphabetic, or smallest to largest / largest to smallest for numeric data, Q19. What do you mean by Formulas in MS Excel? FORMULAS: MS Excel allows its user to perform numerous calculations on data like addition, subtraction, multiplication and division. Comparison of two numbers or finding their average. Formulas tell MS Excel what calculation needs to be performed on the data, Formulas always start with an equal sign Q20. Write steps to multiply two values using formula bar in Ms. Excel? i) Typevalues in A2 and B2 ii) Select cell C2. iil) Type = (equal sign). iv) Select cell A2 in the worksheet by using the mouse or the keyboard. v)Type* vi) Select cell 82 in the worksheet by using the mouse or the keyboard. vii) Press Enter. vili) The answer will be calculated by MS Excel and displayed in the selected cell (C2). Q21. Write steps that will multiply 37 by 15 using the formula bar in MS Excel. © Assuming cell Al contains the value 37 and cell Bl contains the value 15. The * following will be the steps to multiply 37 by 15 via a formula bar. + 1.Select the cell in which you wish to have the results of 37 x 15 for example C1. * .2.Goto the formula bar and type ‘equals to’ sign (=), cell (Ai), multiplication sign (*) © and cell (B1), Q22. What is chart in MS. Excel? Write steps to apply chart. CHARTS: Charts are also known as graphs. They include diagrams and tables. It is a set of data Visually. Visual information helps us to understand better as compare to huge sheets. heavy TCI = ug For further Details: 0342-2004125 SHAH PanPage | 33 STEPS TO CREATE CHART: i) ii) it) iv) Select the table you have prepared. Goto insert tab Click the chart button Select chart type (Bar charts, column charts line charts, pie charts etc.) SECTION A (MULTIPLE CHOICE QUESTIONS) au: 10, 11 12, 13, 14, 15, 16. 17, 18, 19, 20, 21, For further Details: 0342-2004125 Choose the correct answer from the given optior The group of programs that helps office workers to do a number of routine tasks easily and efficiently is called: a) operating system —_b) e-mail ©) anti-virus 4) office automation The software that is used to format a document is: a) MS Word b) MS Excel ©) MSPower point —_d) MS Access Which among following is correct extension of word files? a) xls b) doc or docx ) ppt d) dew Which of the following software is used for creating professional documents? a) Spreadsheet b) Word Processor _¢) Typing Software) Both (a) & (b) If we want to change the overall design of a word document, we should use: a) themes b) page layout ©) watermark d) margins A is a set of colors, fonts, and effects that determines the overall look of your document. a) themes b) page layout ©) watermark d) margins Which of the following tab of word ribbon contains page setup group? a) Page Layout b) Insert ©) References d) Review Which of the following shortcut keys are used for pasting selected text or object? a) Ctrl+T b) Ctrl+V, c) Ctrl+C d) Ctrl +P Which of the following shortcut keys are used for moving selected text or object? a) Ctrl+X b) Ctrl+V octl+e d) Ctrl +P Background color on a document is not visible in: a) Web layout view. _b) Print preview ©) Page d) Document Watermark option available in which group? a) Paragraph Group 'b) Page Background Group ) Arrange Group d) None of the Above The Text which comes on top of every page is-called . a) Heading b) Top ) Footer d) Header The space left between the margin and the start of a paragraph is called a) Spacing, b) Gutter ©) Indentation d) Alignment Which one can be used as watermark in a word document? a) Text b) Image c) Both a and b d) None of the above The direction of a rectangular page for viewing and printing is called a) Orientation b) Direction ) Print Layout d) Preview A Table of Contents can be added in a Word document by going to the tab. a) insert b) References View d) None What can be searched by find? a) Format b) Characters ©) Symbol d) All of above feature of writer helps us to build an automated index from heading. a) TOC b) style ©) Template d) None Index and tables option available in menu. a) File b) Edit View d) insert Default language of Microsoft Word is: a) English b) Urdu ) Sindhi d) Arabic 8: 22 23, 24, 25, 26. 27, 28, 29, 30, 31, 2 33, Page | 34 To change the default language, select the: a) Home key b) File menu: ) Design option d) Insert ‘The software that is use for accounting purpose is: a) MS Word b) Ms Excel ©) MSPower Point —_d) MS Access Spreadsheets are created in a) MS Word b) MS Excel ©)MSPower Point —_d) MS Access The MS-Excel File contains blank a) Workbook b) Worksheet ©) Book d) None of these Microsoft Excel is an Electronic a) Workbook b) Record book ©) Spreadsheet d) None of these ‘The function which is used to re-arrange data according to specific criteria is called: a) Filtering b) Sorting ©) Organizing d) Grouping Which of the following tab contains the commands for sorting data in excel? a) Home b) Insert ©) Formulas d) Data ‘The special character that initiates the formula mode in a cells: a)/ b)= Q- qt ‘The correct formula to calculate the total in the given table is: A 8 a D E F i Name English | Sindhi/Urdu | “Maths | Science | Total 2[ Ghulam Shabir | 40 41 41 40 3] Riaz Huss: 41 39 34 38 4 | Nabil Ahmed a1 35 S| Anwar Ali 40 38, a) =B2+C2+D24E2 c) SUM(B2 to E2) Charts are basically used to a) design tables b) show the quantities and their relationships graphically ) organize data in tables d) Sort data in different columns Which chart will be suitable to show the share of three partners in a business? : Oo | Charts are basically used to: a) design tables b) show the quantities and their relationships graphically ©) organize data in tables d) Sort data in different columns SECTION B (SHORT ANSWER QUESTIONS) For further Details: 0342-2004125 What is @ word processor? Write any three applications of a word processor? Why do we use Theme Group in Page Layout Tab? Describe Page Layout Tab of MS Word? How can we apply Margins in a document? Explain the "Columns" options in the Page Setup group. How to add Columns in a document? Describe the different types of breaks in MS Word. Why do we use Watermark in a document? Give some examples of Watermarks. 88 9. 10, 11. 12, 13, 14, 15, Page | 35 Differentiate "Bring Forward” and "Send Back” options in the Arrange Group with example Define a Table of Contents. In What way docs a TOC help book reader? What is a MS Excel? Write applications/uses of an MS. Excel. Define Sorting with steps to apply sorting in MS Excel Write steps that will multiply 37 by 15 using the formula bar in MS Excel. What do you mean by Formulas in MS Excel? What is chart in MS. Excel? Write steps to apply chart. SECTION C (DETAILED ANSWER QUESTIONS) NOV awn For further Details: 0342-2004125 What do we do in Page Setup Group of MS Word? How to set the background of page in MS Word? Describe Paragraph Group of Page Layout Tab in MS Word. Why do we use Arrange Group in Page Layout Tab? How to create a Table of Contents? Define a Table of Contents. In What way does a TOC help book reader? Briefly discuss about Typing in Urdu & Sindhi Language,