COMPUTER SCIENCE 9TH - Short / Detailed Question Answers
OFFICE AUTOMATION
Q.1: What is a word processor? Write any three applications of a word processor.
Ans: Word Processor:
Word Processing refers to the act of using a computer to create, edit, save and print documents. In order to perform word processing, specialized software (known as a Word Processor) is needed. One example of a Word Processor is Microsoft Word, but other word processing applications are also widely used. Examples include: Microsoft Works Word Processor, Open Office Writer, Word Perfect and Google Drive Document.
Applications of a Word Processor: A Word Processor allows users to create a wide variety of documents including (but certainly not limited to) reports, letters, memos, newsletters and brochure. In addition to typing text, the word processor allows us to add content such as pictures, tables, and charts to our documents as well as decorative items including borders and clipart.
The editing and formatting capabilities of the word processor demonstrate the application’s true power. Text can be inserted, edited, moved, copied or deleted within our document and the appearance of the text can be modified in numerous ways. Most word processors also give us the ability to check our spelling and grammar and many have built-in dictionaries and other tools to assist us in our writing.
Q.2: What do you know about MS Word?
Ans: MS Word:
Microsoft Word (MS Word) is one of the most famous word-processing software. It was first released and made public in early 1980s by Microsoft. It allows its user to type text and manipulate it. MS Word first introduced the concept of WYSIWYG (What You See Is What You Get) by introducing text formatting and document preview exactly as we would get it on a paper. It has advanced features like tables, images, advanced formatting and reviewing that give its users the ability to customize their documents as required. Latest versions of MS Word come as a part of Microsoft Office Suite (which includes other software as well like MS Excel and MS Power Point). MS Word is still most widely used word-processing software in the world.
Q.3: Discuss the Page Layout Tab in MS Word. How many groups does this tab have? Name them.
Ans: Page Layout Tab:
The Page Layout Tab allows the user to control the look and feel of his or her document. The user can set margins, apply themes, control page orientation and size, add sections and line breaks, display line numbers, and set paragraph indentation and lines.
The Page Layout tab has five groups of related commands, namely:
- Themes
- Page Setup
- Page Background
- Paragraph
- Arrange
Q.4: Describe Themes Group in the Page Layout Tab.
Ans: Themes Group:
A theme is a predefined set of formatting, colors, and settings that changes the overall design and look of the entire document. Applying themes to our work gives it a professional look. There are different themes available relevant to the type of document being composed.
Q.5: What does Page Setup Group do? Name the options in Page Setup Group.
Ans: Page Setup Group:
Page Setup settings help us set the page layout properties such as margins, orientation, and size. The settings in this section are often applied throughout the document.
The Page Setup Group has seven options:
- Margins
- Orientation
- Size
- Columns
- Breaks
- Line Numbers
- Hyphenation
Q.6: Discuss the Margins and Paper Size options in the Page Setup group.
Ans: Margins (HOTKEY: ALT + P + M):
A margin is the area or space between the main content of a page and the page edges. This button is used to change the margins of the entire document or selected section.
Size (HOTKEY: ALT + P + S + Z):
The size button is used to choose the size of the paper for the current section or the entire document.
Q.7: Name and describe two options in Orientations.
Ans: Orientation (HOTKEY: ALT + P + O):
Page orientation or print orientation is the placement of contents on a page. This button sets the contents of the page or section in portrait (Vertical) or landscape (Horizontal) layouts.
Q.8: How can we apply Margins in a document?
Apply a Predefined Margin Setting
- Select Layout → Margins.
- Select the margin measurements you want.
Create a Custom Margin
- Select Layout → Margins.
- Select Custom Margins.
- In Margins, use the Up and Down arrows to enter the values you want.
- Select OK when done.
Change Default Margins
- Select Layout → Margins → Custom Margins.
- Set your margins.
- Select Set As Default.
- Confirm your selection.
Q.9: Explain the 'Column' option in the Page Setup group.
Ans. Column (HOTKEY: ALT + P + J):
This button is used to split the text into two or more vertical columns. As we format our documents in Word, we may find it better to lay out our text in columns. This is usually done if we are developing a newsletter or a magazine layout. The number of columns we use is up to us. To add columns, we follow these steps:
(i) Position the insertion point at the beginning of the material we want to appear in columns.
(ii) Choose the Page Layout tab on the ribbon.
(iii) In the Page Setup group, click the Columns drop-down list.
(iv) Pick the number of columns we want to use for the selected text.
When we do step (iii) we can select the most common numbers of columns (1, 2, or 3). If we want more columns than these, click the More Columns option in step (iv) and we will see the Columns dialog box where you can set up to 45 columns.
Q.10: Describe the different types of breaks in MS Word.
Ans. Breaks (HOTKEY: ALT + P + B):
Breaks button is used to insert page, section or column breaks in the document. When we are working on a multi-page document, there may be times when we want to have more control over how exactly the text flows. Breaks can be helpful in these cases. There are many types of breaks to choose from depending on what we need, including page breaks, section breaks, and column breaks.
Q.11: Discuss the Line Numbers and Hyphenation option in Page Setup group.
Ans:
Line Numbers (HOTKEY: ALT + P + L + N):
This button is used to add line numbers on the left side of each line of the documents.
Hyphenation (HOTKEY: ALT + P + H):
This button is used to specify how hyphenation in a document should be applied.
Q.12: What does Page Background Group do? Name the options in Page Background Group.
Ans:
Page Background Group:
These settings are used mostly for special documents such as certificates, invitations, brochures, essays, etc. It consists of 3 buttons namely, Watermark Page Color and Page Borders which can bring changes or add anything to the background of our document.
Q.13: Why do we use Watermark in a document? Give some examples of Watermarks. How can we use Watermark in MS Word?
Ans:
A watermark is a faded background image that displays behind the text in a document. It is simply that image or text that appears mainly behind the main document. Watermarks are normally used to prevent counterfeiting. What watermarking does is to prevent or make it difficult for people to use these documents as their own. Microsoft Word has some in-built watermarks that can be chosen. For instance, the in-built watermarks options include draft, confidential and other functionalities.
For instance, watermarked documents will normally display the status of the document like "confidential", "Draft" among others. It is important to note that watermarks can be in form of texts or even images like logo, pictures and other things of value.
Watermark (HOTKEY: ALT + P + P + W):
This button is used to insert logos, images or text behind the contents of the document.
Q.14: Discuss the Page Color and Page Border options in Page Background group.
Ans:
Page Color (HOTKEY: ALT + P + P + C):
This button is used when the user wants to apply a color for the background of the page.
Page Border (HOTKEY: ALT + P + P + B):
Border button is used to put a border around the page.
Q.15: Describe the Paragraph group in MS Word and its options.
Ans:
Paragraph Group:
The Paragraph Group is where we can modify all the settings of the paragraphs that appear in our document. This allows us to set a few basic paragraph styles and also adjust the indents and spacing.
Indent Left (HOTKEY ALT + P + I + L):
Indent Left is used to define the amount of blank space (in centimeters) used to separate a paragraph from the left margin.Indent Right (HOTKEY: ALT + P + I + R):
Indent Right is used to define the amount of blank space (in centimeters) used to separate a paragraph from the right margin.Space Before (HOTKEY: ALT + P + S + B):
Space Before is used to indicate how much space (in points) is added before the selected paragraph.Space After (HOTKEY: ALT + P + S + A):
Space After is used to indicate how much space (in points) is added after the selected paragraph.
Q.16: What does Arrange Group do?
Ans:
Arrange Group:
The buttons in Arrange Group help the users to quickly arrange graphical and other elements of the document in relation to the main textual content.
Q.17: List and define Position and Wrap Text options in Arrange group.
Ans:
Position (HOTKEY: ALT + P + P + O):
Position is used to place an object (picture or shape) on the page Position wherever you want.Wrap Text (HOTKEY: ALT + P + T + W):
Text wrapping is used to arrange the text around an object like an image.
Q.18: Differentiate "Bring Forward" and "Send Backward" options in the Arrange group with examples.
Ans:
Bring Forward (HOTKEY: ALT + P + A + F):
It brings a selected object in front of all other objects.Send Backward (HOTKEY: ALT + P + A + E):
Send a selected object behind all other objects.
Examples:
(Image of Bring Forward and Send Backward)
Q.19: Discuss the Selection Pane, Align, Group and Rotate options in Arrange group.
Ans:
Selection Pane (HOTKEY: ALT + P + A + P):
Selection Pane is used to select, show, hide, and change the order of objects in the document.Align (HOTKEY: ALT + P + A + A):
Align is used to place objects like pictures, shapes, icons, etc. in alignment with margins, edge, or relative to another object in the document.Group (HOTKEY: ALT + P + A + G):
Group is used to combine two or more objects together so that they can be treated as a single object.Rotate (HOTKEY: ALT + P + A + Y):
Rotate is used to rotate or flip the selected object.
Q.20: Discuss ToC. How can it be used in MS Word?
Ans:
Table of Contents (ToC):
A Table of Contents (ToC) is an organized listing of the sections, groups, and headings 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 sections or content in the document. ToC usually appears after the Title Page in a document. MS Word 2010 provides an advanced feature for automatically creating a ToC.
A user can create an Automatic or a Manual table of contents in a document.
To create a Table of Contents in MS Word document, go to the References Tab where Table of Contents button appears as the first option of that tab. MS Word provides several options of creating a ToC that include Automatic Table creation, Manual Table creation or the user can even create a Customized Table of Contents based on the requirements of the document.
(i) Automatic Table:
Automatic Tables create a Table of Contents automatically based on the content used as Heading presets of MS Word. Based on the type of Heading, Automatic Table of Contents will create the appropriate levels and show page numbers where respective topics are placed. The only difference between Automatic Table 1 and Automatic Table 2 is the title of the table that is "Contents" or "Table of Contents".
(ii) Manual Table:
Choosing Manual Table from the Table of Contents menu 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. To extend the table, simply copy and paste the template lines and edit them to preserve proper formatting.
Q.21: In what way does a ToC help book reader?
Ans:
The table of contents serves two purposes:
- It gives users an overview of the document's contents and organization.
- It allows readers to go directly to a specific section of a document.
The table of contents typically includes only major sections of the document, though in some cases an expanded table of contents that provides a more detailed view of a complex document may be desirable.
A table of contents is particularly useful when a document is divided into multiple pages. A table of contents provides links to sections of the same document. Those sections could be located on the same documents easily.
Q.22: How can we type in Urdu and Sindhi Languages in MS Word?
Ans:
Typing in Urdu and Sindhi Languages:
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. To change 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.
Q.23: What is MS Excel?
Ans:
MS Excel 2010:
Microsoft Excel (MS Excel) is a software that uses spreadsheet system to organize, display, format, and calculate data using advanced features and formulas. MS Excel is a part of Microsoft Office Suite and integrates with other applications in the Office Suite. MS Excel enables its effective features to perform calculations, visualize data in graphs and create pivot tables. It efficiently manages use of spreadsheets as organized data in tabular and graphical forms. It is the most widely used spreadsheet system and has a high demand in many organizations for keeping records of data and presenting them as tables and graphs.
Q.24: List four uses of spreadsheets in business.
Ans:
Common uses of spreadsheets in business are:
- Storing data
- For example: a list of clients, contact information, employee timesheets, sales, and purchases.
- Manipulate and analyze data
- Presentation / visualization
- Modeling and planning
- Business accounts and budgeting
- Preparing wages
- Making invoices
- Statistical analysis and reports making.
Q.25: What is sorting? How can we sort a list in MS Excel?
Ans:
Sorting:
Sorting is the process of rearranging or reordering data based on different criteria like size, quality, value, and quantity.
Sorting Lists in MS Excel:
MS Excel has the ability to sort data according to the needs of the user. To help better understand this concept, take or create a list of products with their unit prices and quantities as shown below.
The objective is to sort this list of products with prices and quantities, in alphabetical order based on the names of the products. To achieve this, first select all the rows and columns which make up this product list then go to the Data tab and select the Sort option. In the Sort dialog box, choose product from the sort by dropdown list and make sure that in the Order dropdown list, A to Z is selected. Our data will be rearranged and sorted alphabetically based on the values in the Product column and their respective prices and quantities will also be rearranged as sorted data (as shown in the figure here). This data can also be sorted in terms of unit price and quantity.
Q.26: How can a user perform calculations in MS Excel?
Ans:
Formulas:
MS Excel 2010 allows its user to perform numerous calculations on data. Common calculations include addition, subtraction, multiplication, and division. Comparison of two numbers and finding their average is also possible. Formulas tell MS Excel what calculation needs to be performed on the data. Formulas always start with an equal sign (=). They are defined in the Formula Bar.
To understand this concept, take an example of two numbers, high are 220 and 87, placed in columns A2 and B2, respectively. The objective is to add these two numbers using an MS Excel formula. To achieve this, follow these steps:
- Select cell C2.
- Type = (equal sign).
- Select cell A2 in the worksheet by using the mouse or the keyboard. This action places the cell reference A2 in the formula of the selected cell.
- Type +
- Select cell B2 in the worksheet by using the mouse or the keyboard to put that cell's reference in the formula of the selected cell.
- Press Enter.
- The answer (307) will be calculated by MS Excel and displayed in the selected cell (C2) where the addition formula was composed. Likewise, subtraction, multiplication, division, and other mathematical functions can be applied.
Q.27: Write steps that will multiply 37 by 15 using the formula bar in MS Excel.
Ans:
Multiplying 37 by 15 using the formula bar in MS Excel:
(i) Type 37 in cell A1.
(ii) Then, type 15 in cell B1.
(iii) Then select cell C1.
(iv) In formula bar, type = (equal sign).
(v) In formula bar, after = type A1 * B1
(vi) Press enter.
(vii) The answer (555) will be calculated by MS Excel and displayed in the selected cell (C1).
Q.28: Why do we use charts in MS Excel?
Ans:
Charts:
Charts are also known as graphs. They include diagrams and tables. Charts feature in MS Excel allows the users to present a set of data visually. A huge set of data may not succeed in presenting its meaning to the reader, whereas visual information helps better understand those data values at a glance. To understand this concept take an example of the average monthly temperature for Larkana 2018 as shown below:
S No | Month | Temp | S No | Month | Temp |
---|---|---|---|---|---|
1 | January | 23°C | 7 | July | 41°C |
2 | February | 26°C | 8 | August | 39°C |
3 | March | 32°C | 9 | September | 39°C |
4 | April | 38°C | 10 | October | 36°C |
5 | May | 43°C | 11 | November | 31°C |
6 | June | 44°C | 12 | December | 24°C |
The temperature table contains data in a form which is not very helpful for every user to understand. If the same data is converted into a graph or chart, the user would be better able to reach a conclusion. From the bar chart, we can easily derive the hottest and the coldest months and compare them with each other.
The same data, if displayed as a graph or chart, will give more meaning and a user can easily derive an understanding of such values at a glance as seen in the below figures.
Annual Temperature of Karachi (Bar Chart)
(Bar Chart)
Annual Temperature of Karachi (Line Chart)
(Line Chart)
Making this chart is very easy. All we need to do is to select the table and click at chart button. There are many types of Charts. Four most common types of chart used are:
(i) Bar Charts
(ii) Column Charts
(iii) Line Charts
(iv) Pie Charts