DELTA CENTRAL COLLEGE OF MANAGEMENT AND SCIENCES

(DECCOMS)
IN AFFILIATION WITH
TEMPLE GATE POLYTECHNIC
ABA, ABIA STATE.
COURSE TITLE: INFORMATION TECHNOLOGY
COURSE CODE: OTM 214 DEPARTMENT: ACCOUNTING
TIME ALLOWED: 2 HOURS INSTRUCTIONS: ANSWER FIVE QUESTIONS

QUESTION 1
1a. List and explain 7 (seven) features of spreadsheet (14 marks)

QUESTION 2
2a. What is a spreadsheet and what is the most widely used spreadsheet (3 marks)

2b. MS Excel have some specific features that are synonymous with it. List and explain 4 (four)
of these features.
(8
marks)

2c. outline the process of starting excel (3 marks)

QUESTION 3
3a. What is a cell and a label in excel (4 marks)

3b. How can you insert a new worksheet before an existing worksheet (4 marks)

3c. Highlight the process to rename a worksheet (4 marks)

3d. Give a brief explanation of how to enter data into your worksheet. (2 marks)
QUESTION 4
4a. how can you enter the following data in a cell. (8 marks)

4b. What are the ways to edit excel worksheet data (4 marks)

4c. Briefly state how to insect a single row (2 marks)

QUESTION 5
5a. What are visual aids (2 marks)

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5b. What are the various times that visual aids can be used (6 marks)

5c. What are the “dos” of Microsoft powerpoint (4 marks)

5d. Explain pre-prepared slides and spontaneously produced slides (2 marks)

QUESTION 6
6a. Define a flip chart (2 marks)

6b. What are the different rules for designing visual aids (4 marks)
6c. Define the terms “online processing” and “offline processing” (4 marks)

6d. How do you insert a clip art image on PowerPoint (4 marks)

QUESTION 7
7a. What do you understand by “email” (4 marks)

7b. Highlight five advantages and five disadvantages of email (10 marks)

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 MARKING SCHEME
1a. List and explain 7 (seven) features of spreadsheet (14
marks)

FEATURES OF SPREADSHEETS

There are a number of features that are available in Excel to make your task easier. Some of the
main features are:

1. AutoSum - Helps you to add the contents of a cluster of adjacent cells.

2. List AutoFill - Automatically extends cell formatting when a new item is added to the end of
a list.
3. AutoFill - Allows you to quickly fill cells with repetitive or sequential data such as
chronological dates or numbers, and repeated text. AutoFill can also be used to copy functions.
You can also alter text and numbers with this feature.
4. AutoShapes - Toolbar will allow you to draw a number of geometrical shapes, arrows,
flowchart elements, stars and more. With these shapes you can draw your own graphs.
5. Wizard - Guides you to work effectively while you work by displaying various helpful tips
and techniques based on what you are doing.
6. Drag and Drop - It will help you to reposition the data and text by simply dragging the data
with the help of the mouse.
7. Charts - It will help you in presenting a graphical representation of your data in the form of
Pie, Bar, Line charts and more.
8. PivotTable - It flips and sums data in seconds and allows you to perform data analysis and
generating reports like periodic financial statements, statistical reports, etc. You can also analyse
complex data relationships graphically.
9. Shortcut Menus - The commands that are appropriate to the task that you are doing will
appear by clicking the right mouse button.

2a. What is a spreadsheet and what is the most widely used spreadsheet (3
marks)

A spreadsheet is a large sheet having data and information arranged in rows and columns. As
you may know, Excel is one of the most widely used spreadsheet applications. It is a part of
Microsoft Office suite. Spreadsheet is quite useful in entering, editing, analysing and storing
data. Arithmatic operations with numerical data such as addition, subtraction, multiplication and
division can be done using Excel. You can sort numbers/ characters according to some given
criteria (like ascending, descending etc.) and use simple financial, mathematical and statistical
formulas.

2b. MS Excel have some specific features that are synonymous with it. List and explain 4 (four)
of these features. (8
marks)

(a) Results-oriented user interface

The new results-oriented user interface makes it easy for you to work in Microsoft Office Excel.
Commands and features that were often buried in complex menus and toolbars are now easier to

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find on task-oriented tabs that contain logical groups of commands and features. Many dialog
boxes are replaced with drop-down galleries that display the available options, and descriptive
tooltips or sample previews are provided to help you choose the right option.
(b) More rows and columns, and other new limits
The grid of Excel 2007 is having 1,048,576 rows and 16,384 columns. Thus it provides a user
with 1,500% more rows and 6,300% more columns than the Microsoft Office Excel 2003. The
last column in Excel 2007, is XFD instead of IV in Excel 2003. The number of cell references
per cell is increased to limit as maximum available memory. The formatting types are also
increased to unlimited number in the same workbook as compared to the earlier limit of four
thousand types of formatting.
(c) Office themes and Excel styles
By the help of a specific style, in Excel 2007, the data can be quickly formatted in the worksheet
by the help of a theme. You can share themes across other releases of Office 2007 e.g. Word
2007, Power point 2007.
Applying a theme: Themes are used to make great-looking documents.
A theme is defined as a predefined set of colors, lines, fonts and fills effects. Theme can be
applied to a specific item like tables, charts or it can also be applied to entire workbook.
Using styles: A predefined theme based format is called style. It can be applied to change the
appearance of Excel charts, tables, PivotTables, diagrams or shapes. Styles can be customized to
meet user specific requirements. It is important to note that in case of charts you cannot create
your own styles, but you can use preexisting styles.
(d) Rich conditional formatting
It is easy to use and apply conditional formats. A few tricks are required to observe the
relationships in data, which helps to great extent for analysis purposes. Important data trends and
exceptions can be easily observed by the help of implementation and management of multiple
conditional formatting rules which apply rich visual formatting in the form of data, gradient
colors, and icon sets to data that meets those rules.
(e) Easy formula writing
Some improvements that make formula writing much easier are as given below
Resizable formula bar: To prevent the formulas to cover the other data in worksheet, the
formula bar automatically resizes to accommodate complex, long formulas. More levels of
nesting can be used to write longer formulas as an enhanced feature of earlier versions of Excel.
Function AutoComplete: Function AutoComplete feature helps to write the proper formula
syntax more quickly. It helps in detecting the functions that you want to use and helps in
completing the formula.
Structured references: Excel 2007 provides structured references to refer the named ranges and
tables in a formula. This is in addition to the cell references, like D1 and A1C1.
Easy access to named ranges: You can organize, update and handle multiple named ranges in a
central location by the help of Excel 2007. This helps you to work on your worksheet, interpret
its data and formulas.
(f) Improved sorting and filtering
Enhanced filtering and sorting techniques of Excel can be used to arrange worksheet data more
quickly to find the desired answers. In Excel 2007 you can sort data by color and by more than 3
levels. You can also filter data by color or by dates, display more than 1000 items in the
AutoFilter drop-down list, select multiple items to filter, and filter data in PivotTables.

2c. outline the process of starting excel (3

marks)

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1. Click on (with the help of mouse) the Start button on the Taskbar at the bottom left corner of
the Screen
2. Highlight the All Programs item. The program menu will open.
3. Select Microsoft Office from the list of programs. (these steps are shown below)
4. Click on Microsoft Excel. Symbolically these actions are shown below.

3a. What is a cell and a label in excel (4 marks)

EXCEL WORKSHEET

Excel allows you to create worksheets much like paper ledgers that can perform
automatic calculations. Each Excel file is a workbook that can hold many worksheets. The
worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The
letters and numbers of the columns and rows (called labels) are displayed in gray buttons across
the top and left side of the worksheet. The intersection of a column and a row is called a cell.
Each cell on the spreadsheet has a cell address that is the column letter and the row number.
Cells can contain text, numbers, or mathematical formulas.

3b. How can you insert a new worksheet before an existing worksheet (4
marks)

Select the worksheet before which you want to insert a new worksheet then follow steps as
1. Select Home tab
2. Click cells Group
3. Click Insert
4. Click Insert Sheet
Say if you want to insert a new worksheet before a sheet name Physics

3c. Highlight the process to rename a worksheet (4 marks)

1. To rename a worksheet follow the steps as
2. Right click on the worksheet tab which you want to rename
3. Select rename from the Pop Up menu
4. Type new name for the Worksheet (Chemistry in our example)

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3d. Give a brief explanation of how to enter data into your worksheet. (2
marks)
To enter data into your worksheet you must first have a cell or range selected. When you open an
Excel worksheet, cell A1 is already active. An active cell will appear to have a darker border
around it than other cells on the worksheet. The simplest way to select a cell is with your mouse
pointer. Move your mouse to the desired cell and click on it with right button. Whatever you type
goes into the cell. To select a range of cells, click on one cell, hold down the left mouse button
and drag the mouse pointer to the last cell of the range you want to select. You can also use
keyboard shortcuts given at the end of this lesson for selecting cells.

4a. how can you enter the following data in a cell. (8 marks)

DATA ENTRY
You can enter various kinds of data in a cell.
1. Numbers: Your numbers can be from the entire range of
Numeric values: whole numbers (example, 25), decimals (example, 25.67) and scientific
notation (example, 0.2567E+2). Excel displays scientific notation automatically if you enter a
number that is too long to be viewed in its entirety in a cell. You may also see number signs (# #
# # # #) when a cell entry is too long. Widening the column that contains the cell with the above
signs will allow you to read the number.
2. Text: First select the cell in which data has to be entered and type the text. Press ENTER key
to finish your text entry. The text will be displayed in the active cell as well as in the Formula
bar. If you have numbers to be treated as text use an apostrophe (‘) as the first character. You
cannot do calculations with this kind of data entry.
3. Date and Time: When you enter dates and times, Excel converts these entries into serial
numbers and kept as background information. However, the dates and times will be displayed to
you on the worksheet in a format opted by you.
4. Data in Series: You can fill a range of cells either with the same value or with a series of
values with the help of AutoFill.

4b. What are the ways to edit excel worksheet data (4 marks)

Editing your Excel worksheet data is very easy. You can edit your data by any of the following
ways:
1. Select the cell containing data to be edited. Press F2. Use Backspace key and erase the wrong
entry. Retype the correct entry.
2. Select the cell and simply retype the correct entry.
3. If you want only to clear the contents of the cell, select the cell and press Delete key.
4. To bring back the previous entry, either click on Undo button on standard Toolbar or select
Edit→Undo command or use keyboard shortcuts CTRL+Z.

4c. Briefly state how to insect a single row (2 marks)

1. Do one of the following:

To insert a single row, select the row or a cell in the row above which you want to insert the new
row. For example, to insert a new row above row 5, click a cell in row 5.
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 CHAPTER SIX
INTRODUCTION TO VISUAL AIDS PRESENTATION
5a. What are visual aids (2 marks)

Visual aids can be a very powerful tool to enhance the impact of your presentations. Words
and images presented in different formats can appeal directly to your audience’s imagination,
adding power to your spoken words. Think of using visual aids for the following reasons:

 If they will save words.

-don't describe your results - show them;
 If their impact would be greater than the spoken word
-don't describe an image - show it.

Think about using a variety of different visual images. Try using photographs, tables, diagrams,
charts, drawings, key words, or video sequences. Be creative and deliberate in your choice of
images to achieve the most impact. Think of your next presentation. How can you display your
material visually? What techniques might help you present your argument or results in a
stimulating way? What might add emphasis to your spoken words?

5b. What are the various times that visual aids can be used (6 marks)

Think about using visual aids at the following times:

Introduction
 Display the title of your presentation;
 Define particular technical terms or units;
 Indicate a structure to your presentation by listing your main points;
 Display an image which encapsulates your theme(s);
 Highlight a question you intend answering during the course of your presentation;
Main points
 Highlight new points with an appropriate image or phrase;
 Support technical information with clearly displayed data;
 Indicate sequence by linking points together;
 Offer evidence from your research to support your argument;
Conclusion
 Summarise your main points on a slide;
 Present your conclusion in a succinct phrase or image;
 Display your key references to allow your audience to read more on your topic.
Different types of visual aids
There are different types of visual aids. The following advice will help you make the
most of those most commonly used.
5c. What are the “dos” of Microsoft powerpoint (4
marks)

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PowerPoint (or equivalent)
Microsoft PowerPoint is probably now the most commonly used form of visual aid. Used well, it
can really help you in your presentation; used badly, however, it can have the opposite effect.
The general principles are:

DO DON’T

Use a big enough font (minimum 20pt) Make it so small you can't read it

keep the background simple Use a fussy background image

Use animations when appropriate But don't over-do the animation - it gets
distracting

Make things visual Use endless slides of bulleted lists that all
look the same

5d. Explain pre-prepared slides and spontaneously produced slides (2

marks)
 pre-prepared slides : These can be words or images either hand written/drawn or
produced on a computer;
 spontaneously produced slides: These can be written as you speak to illustrate your
points or to record comments from the audience;

6a. Define a flip chart (2 marks)

Flip chart
A flip chart is a large pad of paper on a stand. It is a very useful and flexible way of recording
information during your presentation — you can even use pre-prepared sheets for key points.
Record information as you go along, keeping one main idea to each sheet. Flip back through the
pad to help you recap your main points. Use the turning of a page to show progression from
point to point. Remember to make your writing clear and readable and your diagrams as simple
as possible.

6b. What are the different rules for designing visual aids (4
marks)
Designing visual aids
There are different rules for designing visual aids, some of which will apply directly to different
kinds of equipment. In general, sticking to the following guidelines will produce high quality
visual images:
 Use one simple idea for each visual;
 Make the text and diagrams clear and readable;
 Avoid cluttering the image;
 Keep your images consistent (use the same font, titles, lay out etc. for each image);

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 Make sure your images are of a high quality (check for spelling and other errors). Always
remember that an audience should be able to understand a visual image in a matter of
seconds.

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6c. Define the terms “online processing” and “offline processing” (4 marks)
The term 'online' processing is the term used to describe when a user is connected to a computer
or network (they are logged in) and are processing the data files at the same time as using the
input, output and storage devices.

To help speed up data input and output into computer systems, offline processing was 'invented'.
This removes the need for relatively slow input devices. Instead, data is stored in files on a high-
speed data storage device. This could be done in a number of ways. For example, an operator
might use a different computer system to simply type in data from paper forms into a file,
perhaps using a key-to-disk system or if the data was in a machine-readable form (such as
Optical Mark Recognition sheets), it could be read automatically and stored in a file. Then, when
the computer is ready, it can get all the data it needs from these files on the high-speed storage
device rather than from relatively slow input devices.
This is described as offline processing because the main computer doing the processing is not
immediately controlling and reading the data from its input devices. The data is being prepared
and stored away from that computer on a high-speed storage device and is then made available as
necessary.
'Online' and 'offline' are terms usually associated with networks. They describe whether a
computer or workstation is or isn't using the resources available on the network. In particular, it
describes whether or not they are using the processing power available on the network. If the
computer or workstation is using the network's processing power then it is said to be online. If it
isn't (but is physically connected) then it is said to be offline. The email example is one example
where you can be either online or offline. There are other examples. Someone working on a
network might be typing in data into a file on their workstation's disk. They are working 'offline'.
If this data is then used to update a master file held on the server then the user will go online to
do this. They contact the server by logging in, tell it where to find the data stored on disk, the
server processes the data and the master file is updated.

6d. How do you insert a clip art image on PowerPoint (4

marks)

How to Insert a Clip Art Image

1. Move to the slide on which you want to place clip art.
2. Apply a Slide Layout that includes content or clip art placeholder.
3. Open the Select a Picture dialog box by:
• Clicking on the Clip Art button on the content placeholder OR
• Double-clicking on the clip art placeholder
1. In the Search box, type a word or phrase that describes the clip you want.
2. Click Search. PowerPoint displays the search results in the Select Picture List.
3. Click on the clip art image you want and click OK.

7a. What do you understand by “email” (4

marks)

7b. Highlight five advantages and five disadvantages of email (10

marks)
Advantages of email
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 1. Fast and cheap
2. Ideal way to reach persons who are difficult to get on the phone (e.g. most physicians!)
3. Because it is written, you can compose and review your message before sending
4. Ideal for international communications (expense, problems reaching colleagues,
differences in time zones)
5. Convenient and non-intrusive: I typically review and answer emails late at night after the
kids have gone to bed
6. You can check your email from any computer in the world; e.g., while visiting, from a
hotel room, in your car, etc.
7. You can easily include all or part of previous messages, or the message you are
responding to, including point by point responses to questions, etc.
8. Ability to send same message to predefined groups of people
9. Ability to include attached files, documents, pictures, datasets Messages easily
achievable and storable in a database; search by sender, date, subject, or put into separate
mailboxes
10. Ability to paste from other applications directly into email document (e.g., a review of a
paper found on a website).
Disadvantages of email
1. You don't always know when/if your message has been read (some email programs notify
sender when email has been read)
2. Privacy issues
o Interception: By company, hospital, university administration, or by unauthorized
snoops on the Web (email can be encrypted)
o Difficult to delete: Emails are stored in a variety of places on computer disks.
Difficult to completely erase and destroy.
o Masquerade: Someone can masquerade as you; send emails in your name. No
unique signature.
o Forwarding function: A recipient can re-mail a sender's message to a large
number of people; e.g., you criticize the boss, and your colleague forwards your
critical letter to all the employees in the company

3. Easy to get swamped (but you can filter and sort messages)
4. A hazard for emotionally "fiery" people; you get mad, you fire off an email, the recipient
forwards it to 10 other people, including the target of your anger, and you pay the
consequences for many months to come.

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