COMPUTER SECURITY AND ETHICS CHAPTER # 05- Short / Detailed Question Answers

 COMPUTER SCIENCE 9TH - Short / Detailed Question Answers

COMPUTER SECURITY AND ETHICS
CHAPTER # 05


Q.1: What do you know about computer security?
Ans:
Computer Security:
"Computer security is the protection against theft or damage to our computer hardware, software and information present on them from threat of viruses or unauthorized use."

Explanation:
The computer has become an important part of our life. We store important data on our computers in the shape of documents, pictures, programs, etc. Therefore, we expect that all our information must remain safe and our computer runs properly without any problem.
Few threats can cause problems for our computers. These threats may be different types of viruses or unauthorized use of a computer. To prevent our computer from such threats, we need to abide by computer security.

Q.2: Why is computer security important? Write any three reasons.
Ans:
Importance of Computer Security:

  1. Prevent from viruses and malware:

    • Computer security is important for our computer's overall health.
    • It keeps our information protected and helps prevent viruses and malware, which allows programs to run quicker and smoother.
  2. Secure Private Information:

    • It safeguards confidential and sensitive information.
    • The advancement in science and technology has changed day-to-day activities. We rely on computers and mobile phones, where we access a lot of information which we do not want to share with others. This information may include our passwords, banking details, contacts, pictures, etc. To protect this information we need to make our devices secured that no one can damage or access this information without our consent.
  3. Provide Safe Environment:

    • Computer Security is important as it enables people to perform their work in safe environments.
    • It helps in the execution of essential business processes.

Q.3: Explain Cyber Bullying with an example.
Ans:
Cyber Bullying or Harassment:
Cyber bullying or harassment is a type of cyber-crime in which electronic means like a computer, mobile phone or internet are used for online bullying or harassment.

Example:
Harmful bullying behavior can include:

  • Posting rumors
  • Threats
  • Passing inappropriate remarks
  • Leaking personal information
  • Blackmailing and
  • Committing hate speech

Effect of Cyber Bullying or Harassment On Victim:

  • The perpetrator does it with the intent to cause harm to the victim.
  • Victims may experience lower self-esteem, intent to commit suicide and a variety of negative emotional responses, including being scared, frustrated, angry and depressed.

Q.4: Write a short note on cybercrime.
Ans:
Cybercrime:
As communication, trade, and services are relying more on computers and networks. The cybercrimes are growing too. Cybercrime is the crime that is committed through a computer and network. Cybercriminal uses devices to gain unauthorized access to important information. As Stealing passwords and important information, hacking social media accounts, accessing any individual bank account and making transactions, committing online frauds are some of the examples of cybercrime.
Cybercrime is illegal and also punishable. According to Pakistan's Cybercrime Law, any offender who interrupts the privacy of a person or organization and harms their repute may be sent to jail for three to five years including a heavy fine.

Q.5: Define malware? And describe different types of malware?
Ans:
Malware:

  • The term malware is the contraction of malicious software.
  • Malware is a broad term that encompasses computer viruses, worms, spyware, adware and others.
  • Malware is a program that is written generally to cause a mess. They can be so dangerous that they can also damage devices.
  • However, commonly malware encrypt, steal or delete data, hijack core functions of computing and disturb different activities.

Q.6: Who is a hacker?
Ans:
Hackers:
Hacker can be a person who has in-depth knowledge of computer systems, networks and programs. A hacker is someone who uses his or her extensive skills to identify and overcome a network loophole. Hackers constantly seek further knowledge and freely share what they have discovered. Hackers are generally considered as bad people however, hackers can also help us to improve the data and network security. Government and business organizations are now hiring ethical hackers, also known as white hat hackers, to prevent data theft.

Q.7: What is ethical hacking?
Ans:
Ethical Hacking:
Ethical Hacking sometimes called as Penetration Testing is an act of intruding / penetrating into system or networks to find out threats, vulnerabilities in those systems which a malicious attacker may find and exploit causing loss of data, financial loss or other major damages. The purpose of ethical hacking is to improve the security of the network or systems by fixing the vulnerabilities found during testing. Ethical hackers may use the same methods and tools used by the malicious hackers but with the permission of the authorized person for the purpose of improving the security and defending the systems from attacks by malicious users.

Ethical hackers are expected to report all the vulnerabilities and weaknesses found during the process to the management.

Q.8: Who is a cracker?
Ans:
Crackers:
Crackers are persons who gain unauthorized access to another system. They bypass passwords or licenses of computer programs, change source code or intentionally breach computer security. They do it with negative intentions. Crackers can also make targeted system unavailable or non-functional. They commit these activities generally for money but they may do it for fame or just for challenge or fun.

Q.9: Describe computer crime in real life.
Ans:
Computer Crime in Real Life:
As technology is growing the data security has become so crucial. We can be a victim of computer crime at any time. Computer crime can range from an international data security threat to a personal offense. In 2013, hackers managed to hack 1 billion email accounts of the users. Likewise, in 2017, the Wanna Cry virus attacked the National Health Service in the United Kingdom which made the whole system non-functional for several days. As far as personal offenses are concerned, hacking the social media and mail accounts are so common. There are many genres of computer crime or now called cyber-crimes. Some examples of such crime in real life are discussed here.

(i) Hacking:
Hacking is perhaps the most common crime in the computer world. Hackers can steal our WiFi, email or social media accounts passwords. Hackers also attack a website and take it down. However, the scope of hacking is much wider. The hackers can also steal sensitive information from government and business organizations, make fraudulent transactions and erase data on the cloud or network computers.

(ii) Credit and Debit Card Scam:
Keeping debit or credit cards is a common practice but insecure use of these cards can be dangerous. If a person has information about our debit or credit card he or she can make fraudulent transactions. There are various ways to get this information. One way is through scamming. Scammers set small machines inside an ATM or credit card machine. These machines copy the data which is then misused by the scammers. Debit and credit cards are also secured with PIN codes.

User has to keep this code secret otherwise any person can use the card for online shopping and other purposes. All he or she needs to know our credit card number, PIN and security code printed on the back of the cards.

(iii) Phishing:
Phishing is a method of trying to gather personal information using false e-mails and websites. In phishing, perpetrators contact the target person through email, telephone or text message and pose as a legitimate and trusted individual. He or she asks the target to provide sensitive data such as personally identifiable information.

(iv) Clickjacking:
If we see video tagged as "OMG? You won't believe what this boy has done!" or we find a button on a website that asked to click to claim a reward we had never applied for? This is a kind of fraud which is called Clickjacking. Usually, culprits target children or novice internet users to click on a link containing malware or trick them into sharing private information via social media sites.

(v) Cyber Bullying or Harassment:
Electronic means like a computer, mobile phone or internet are also used for online bullying or harassment. Harmful bullying behaviour can include posting rumors, threats, passing inappropriate remarks, leaking personal information, blackmailing and committing hate speech. The perpetrator does it with the intent to cause harm to the victim. Victims may experience lower self-esteem, intent to commit suicide and a variety of negative emotional responses, including being scared, frustrated, angry and depressed.

Q.10: Your friend has become a victim of cyber harassment. What two advices will you give him or her?
Ans:
Pakistan is in the list of the fastest-growing countries that are using the internet. This opens the doors for the fact that cyber bullying is increasing as well but yet there is no legislation for cybercrimes in Pakistan.

If my friend becomes the victim of cyber harassment, I will give him advice that

  1. Write down an application (in English or in Urdu), describe complete problem, provide as much evidence, details as he/she can and send it to FIA National Response Center for Cyber Crimes.

  2. The Citizens-Police Liaison Committee (CPLC) has set up a women complaint cell aimed at dealing with women harassment issues across the country. Complaints can be made on these numbers: 021-35662222, 021-35682222.

Q.11: What is cyber-attack?
Ans:
Cyber Attack:
Cyber-attack occurs when a cyber criminal uses a computer or any device to launch attacks to other single or multiple computer networks. The culprit tries to enter in a computer system and network through cracking, scam links, phishing or any other method. Generally cyber-attacks are committed for getting any benefit or causing harm to the victim computer, network or websites. A cyber-attack either disables the targeted computer, deletes information or knocks it offline. It may also steal information from the computer or network.

Q.12: Give two examples of phishing.
Ans:
Example 1:
There are targeted and simple forms of phishing emails designed to get victims to purchase cards, or to give up personal email or phone numbers. The "email compromise" gets its name because the attacker mimics the email of a known sender. However, these can also be sent through a legitimate, albeit hacked account. The messages start out by basic greetings then progress into requests for money or data. Since the content is highly personalized it's often easy to get hooked.

Example 2:
There are targeted and simple forms of phishing emails designed to get victims to interact and establish a rapport. The messages start out as basic greetings or job opportunities and then progress into requests for money or data.

Q.13: What will you do in case of becoming a victim of computer cyber-crime?
Ans:
The perpetrator of cyber-crime always asks to keep his or her contact secret otherwise the victim may face heavy loss. The response of the victim of cyber-crime, bullying or harassment is very crucial. There are ways to get rid of such miseries. First thing is to report such incidents to the trusted people that are highly likely parents and teachers.

The government has also taken measures to curb cybercrimes especially cyber bullying and harassment. In Pakistan, the National Response Centre for Cyber Crimes has been set up to help the victims of cybercrimes. An online complaint can be launched through the form available on the website or help may be sought by calling helpline 9911 which is available 24/7.

Q.14: Define malware.
Ans:
Malware:
The term malware is the contraction of malicious software. Malware is a broad term that encompasses computer viruses, worms, spyware, adware and others. Malware is a program that is written generally to cause a mess. They can be so dangerous that they can also damage devices. However commonly malware encrypt, steal or delete data, hijack core functions of computing and disturb different activities.

Q.15: Describe the different types of malware.
Ans:
Different Malware:
Types of malware can include computer viruses, worms, adware and spyware.

(i) Computer Virus:
A computer virus is a computer program that can spread across computers and networks by making copies of itself, usually without the user's knowledge. It can also modify other computer programs, insert its own code and change computer settings. Viruses are harmful. They can range from displaying irritating messages to make the documents inaccessible or even delete them. Viruses generally latch on a host file and when they execute they infect other files or programs. Boot Sector, Resident, Macro Viruses and File Infector are some examples of viruses.

(ii) Worm:
A computer worm spreads copies of itself from computer to computer. A worm can replicate itself without any human interaction. It does not need to attach itself to a file or program to cause damage. It can do several malicious tasks, such as dropping other malware, copying itself onto devices physically attached to the affected system, deleting files and consuming internal storage and memory resources.

(iii) Adware:
Adware is advertising-supported software. They present endless ads and pop-up windows that could potentially consume memory and processing resources. Adware can also change the different settings of internet browsers like homepage and default search engine. Normally, these are not as dangerous as other malware.

However, Adware annoys the user and slows down the processing. The advertisements produced by adware are sometimes in the form of a pop-up or sometimes in little windows that may not be closed. Adware programs include games, desktop toolbars or utilities. Commonly, adware is web-based and collects web browser data to target advertisements, especially pop-ups.

(iv) Spyware:
Spyware is a malware that monitors a device and steals important information about a person or organization without their consent and sends such information to another person or organization. Spyware takes control over a mobile phone or computer without the user's knowledge. They capture information like web browsing history, email messages, usernames and passwords and online payment information. Spyware can come through cookies or even when we install software without reading its terms and conditions. System monitors, cookies trackers, rootkits and key-loggers are few examples of Spyware.

Q.16: Describe the ways of viruses spread.
Ans:
Ways of Viruses Spread:
A computer virus is just like a flu virus. It is designed to spread from one device to another device and can replicate itself. Any device that is infected from a virus can infect other devices. It means that viruses come from outside. Here are some ways how they come:

(i) USB Flash Disk and CDs:
USB Flash Disks are the most common media to transfer files. An infected computer can spread a virus to a clean USB flash disk that is inserted and likewise, an infected USB can transmit the virus onto a clean computer. The Auto Run function in Windows as launches installers and other programs automatically when a flash drive or CD is inserted. This action can initiate a virus spreading process onto the computer. Copying infected files from the USB or CD can also infect the computer.

(ii) Internet Downloads:
Computer viruses also spread through files or software downloads from the Internet. They can be attached to software or files that we download. The viruses come from the internet can also make our computer accessible to hackers.
Though, almost every antivirus software provides a shield against malicious downloads, it is highly recommended that the software and files must be downloaded from trusted sources.

(iii) Computer Network:
Users must be careful because files picked from a Local Area Network (LAN) may be infected and cause damage to our computer or operating system. The some can happen to transfer files from one mobile device to another mobile device via Bluetooth etc.

(iv) Email Attachments:
Email attachments have been a popular medium to spread viruses. Viruses can easily be transferred from one computer to another through email attachments. The infected email may come from an unknown or fake email address. Perpetrators who spread these viruses use either fake email or change a few letters in a trusted email address. People in our contact list may also send us infected files as they may not be aware of it themselves. Users must check the origin of the email before opening the attached files or clicking any link that is given in the email. Especially spam mails must be checked carefully before clicking on its attachment.

Q.17: Define antivirus software. Describe some antivirus software.
Ans:
Antivirus:
Antivirus are utility software designed to protect computers from any potential threats of data or hardware loss. It is highly recommended that the user must install an antivirus on an operating system like Windows. Antivirus software works in the background and monitors every software that is running and the emails or data coming from the internet.
In case of any suspicious activity, antivirus alerts the user and asks for action. Normally, antivirus tries to clean the files and if not succeeded it quarantines the infected files. It is highly recommended that the user should update the antivirus regularly. Many antivirus software can be found on the internet and most of them are generally free. However, in the free version of antivirus, some advanced features are not available. Paid customers are called premier users and they get advance security features.

(i) Avast:
Avast is one of the largest security companies in the world, Avast's management claims that they are using next-gen technologies to fight cyber-attacks in real time. They also claim that Avast has an immense cloud-based machine learning engine that receives a constant stream of data from hundreds of millions of users. This facilitates learning at extraordinary speeds and makes artificial intelligence engine smarter faster to stop viruses.

(ii) Norton:
Norton Antivirus has been a popular antivirus utility since 1991. This is a part of a large family of security and other utility software by Semantic Corporation. Norton Antivirus is easy to use, has the configuration options that experts need, comes highly rated by the testing labs and is exactly designed to have the least possible impact on our system performance.

(iii) McAfee:
McAfee claims that it provides a combination of antivirus, privacy and identity tools and features. This enables users to stay protected against the latest virus, malware, ransomware and spyware attacks while keeping their identity and privacy protected and personal.

Q.18: Write down some safeguards against malware.
Ans:
Safeguard against Malware:
Keeping ourselves safe from malware and viruses is mostly in our hands. More than 90% of computers are infected due to the user's mistake. Our computers have caught a virus if they start slowing down, behave unusually, crash during processes or restart several times, show annoying messages and some of our documents disappear or become inaccessible. We must avoid this situation to be created. Some simple measures can prevent our system from malware and viruses.

  • Install anti-virus software and keep it updated.
  • Run scheduled scans regularly with any anti-virus software.
  • Keep our operating system updated.
  • Do not click on internet links which have unusual labels, images or captions.
  • Do not open email attachments or click on hyperlinks from unknown senders.
  • Scan USB flash drive, SD cards and mobile phones before opening.
  • Use spam blocking or filtering tools to block unsolicited emails, instant messages and pop-ups.
  • Only download files and programs from trusted source on the Internet.
  • Never use an open Wi-Fi.

Q.19: Describe some steps to recover data.
Ans:
Keeping the Backup of Data:
Besides this, we should also take some measures to recover data from any potential loss. Some steps in this regard are:

  • Create a system restore point regularly and check if it is not disabled.
  • Write important data on CDs or DVDs. Since they are write-protected, they do not catch viruses.
  • Have the back-up of important files at more than one place.
  • We can also have documents on cloud storage like Google Drive and Microsoft One Drive.

Q.20: Define authentication mechanism.
Ans:
Authentication Mechanism:
The authentication mechanism is the hardware or software-based mechanic that forces users to prove their identity before accessing data on a device. The process makes sure the only authenticated user gets access to data or devices.

Q.21: Describe the types of security mechanism.
Ans:
Types of Security Mechanism:
There are many ways a computer secured system may authenticate a user. Some of them are:

(i) Username and Password:
A username and a password are the pair of keyboard known by the user. They are presents to the computer to authenticate the user. Usernames and passwords are the default authentication mechanism on the web today.
However, recent large scale computer attacks have made usernames and passwords an unacceptable authentication mechanism. Additional authentication mechanisms are needed to fully authenticate.

(ii) Personal Identification Number:
PIN stands for Personal Identification Number. It is a security code for verifying our identity. Similar to a password, our PIN should be kept secret because it allows access to important services such as financial transactions and confidential emails. The PIN provides security when a credit/debit card is lost or stolen because the PIN must be known before making money withdrawal or transfer.

(iii) Biometric Verification:
Unlike authentication processes, biometrics verification makes sure that the real person gets access to the data or device. Biometric authentication relies on the unique biological characteristics of a person. Biometric authentication systems capture details in real-time and compare it with existing data in the database. If both samples of the diametric data match, authentication is confirmed. Scanning fingerprints are the most common way of biometric. However, some other advanced ways include retinal scans and iris, facial and voice recognitions.

Q.22: Describe personal ethics in computer field.
Ans:
Personal Ethics in Computer Field:
Professional ethics involve the personal and corporate principles and rules that guide behaviors within the context of a profession. The role of a professional code of ethics is to clarify values and rules and can be used as a framework for discipline.

Computing professionals' actions change the world. To act responsibly, they should reflect upon the wider impacts of their work, consistently supporting the public good.

Here are some guiding principles:

  • Contribution to society and human well-being, acknowledging that all people are stakeholders in computing.
  • People are stakeholders in computing.
  • Be honest and trustworthy.
  • Respect the equipment.
  • Avoid causing any harm.
  • Be fair and act not to discriminate, bully or harass.
  • Respect the work required to produce new ideas, inventions, creative works, and computing artifacts.
  • Respect privacy and maintain confidentiality.
  • Maintain high standards of professional competence, conduct and ethical practice.
  • Create opportunities for other individuals or groups to grow as professionals.
  • Manage personnel and resources to enhance the quality of work life.
  • Ensure that the public good is the central concern during all professional computing work.
  • Access computing and communication resources only when authorized.
  • Foster public awareness and understanding of computing, related technologies and their consequences.

Q.23: Define information accuracy. Why is information accuracy important?
Ans:
Information Accuracy:
The information accuracy is the type of measurement that assures the information is correct and true. It is also necessary that the information should not be generated from the malicious data. For information accuracy, the data must be from reputable sources. In the era of information explosion, we need to be more careful while using or disseminating information. The use of unreliable sources results in inaccurate information. Especially, the accuracy of information shared on social media is often questionable.

Q.24: What is an intellectual property right?
Ans:
Intellectual Property Right:
When any person develops software, writes a book or research paper or invents any method or the machine, it becomes the intellectual property of that person. Intellectual property is intangible creations of the human intellect. Just like other property the intellectual property can be stolen. To prevent theft or illegal use or spread of intellectual property, Intellectual Property Right is exercised. Through these rights, intellectual property is protected with the help of copyrights, patents, and trademarks.

They allow creators or owners of patents, trademarks or copyrighted works to benefit from their work or investment. Under these rights, no other person or organization can copy or reproduce any other's intellectual property. Intellectual property rights are acclaimed worldwide. In Pakistan, Intellectual Property Organization (IPO) regulates the matters regarding intellectual property rights.

Q.25: Describe patent, copyright and trademark.
Ans:

(i) Patent:
A patent is a grant of exclusive rights for an invention to make, use and sell the invention for a limited period, in Pakistan 20 years. Owning a patent gives the patent holder the right to stop someone else from making, using or selling his or her invention without permission. To protect students and scholars, the Higher Education Commission also offers support to get patents registered with Intellectual Property Organization (IPO). The patentable process or invention must be novel, possess inventive steps and can be used in industries.

(ii) Copyright:
Copyright is a legal instrument that provides legal rights to the creator of artwork, literature, or a work that conveys information or ideas. In simple words, copyright is the right of copying. Copyright gives control over how the work is used. Copyright intends to advance the progress of knowledge by giving an author of a work an economic incentive to create new works. The © sign is also often displayed on copyrighted objects.

(iii) Trademark:
Trademark identifies a product or services and distinguishes it from other products and services. Trademarks are protected by intellectual property rights which identifies that the product or service belongs to a specific organization. It can be an easily recognizable word, phrase, logo, or symbol and often mentioned as TM (Trade Mark). Trademark helps organizations to market their products and services locally and globally. Developing trademarks is creative work and can be done professionally. There are many software available for developing trademarks.

Q.26: What do you know about software piracy?
Ans:
Software Piracy:
Software piracy is referred to the illegal use, copying or distribution of copyrighted software. Software piracy is a huge threat to the software industry. It causes a significant loss of revenue for developers and vendors. Because of piracy, vendors have fewer resources to devote to research and development of new products. Since they earn less profit, they are forced to pass these costs on to their customers.

Software companies have tried various techniques to stop software piracy but most of them have remained unsuccessful. They applied for copy-protection which demands the user to enter keys or credentials. Today, most software requires registration which is mainly online. However, these measures could not stop software piracy.

Using pirated software is also risky for users. Aside from the legal consequences of using pirated software, users of pirated software lose some practical benefits as well. Pirated software may not work properly or stop working at any time. Furthermore, pirated software users cannot access customer support, upgrades, technical documentation, training and bug fixes.

Q.27: Write few lines about plagiarism.
Ans:
Plagiarism:
Plagiarism is presenting someone else's work or ideas as your own without full acknowledgment to the author or conceiver. Academic honesty demands that the users of any ideas, words and data should acknowledge the originators. Plagiarism is unethical and can have serious consequences. College and universities encourage students to submit their original work and cite the ideas and words borrowed from any other sources. Failing to this may cause serious penalties. There are online services to check and fix the plagiarism issues. Academic organizations hire the plagiarism detection service. One of the most user services is Turnitin.


DATA COMMUNICATION AND COMPUTER NETWORKS CHAPTER # 04 - Short / Detailed Question Answers

 COMPUTER SCIENCE 9TH

COMPUTER SCIENCE 9TH - Short / Detailed Question Answers
DATA COMMUNICATION AND COMPUTER NETWORKS
CHAPTER # 04


Q.1: Define communication and data communication.

Ans:
Communication:
Communication is the process of sharing a message. A conversation between two people is an example of communication.

Data Communication:
Data communications refers to the sharing of a virtual message. Electronic communications, like emails and instant messages and phone calls are examples of data communications. Data communication is the exchange of digital messages between two devices. It involves a sender and a receiver which communicate via some form of transmission medium such as a cable.

Q.2: Define the following terminologies of data communication.

(i) Data
(ii) Data Communication
(iii) Data Transmission
(iv) Analog Signals
(v) Digital Signals
(vi) Data Rate/Bit Rate
(vii) Baud Rate
(viii) Signal to Noise Ratio

Ans:
Data:
Collection of raw facts and figures is called data. The word data is derived from Latin language and it is plural of Datum. The text, numbers, symbols, images, voice and video which are processed by computers and digital devices are called data. Data can be considered as unprocessed information.

Data Communication:
Data Communication is the process of transferring data electrically from one place to another. It is the processor exchange of data and information between two parties such as human and electronic or computing device.

Data Transmission:
The data transmission means emission of data in any direction via wireless or wired medium. Transmission may occur between source and destination.

Analog Signals:
Analog signals are continuously varying signals or waves that change with time period and used to represent data. An analog signal can be used to measure changes in some physical quantities such as light, sound, pressure or temperature.

Digital Signals:
A digital signal is an electrical signal that is converted into a pattern of bits to represent a sequence of discrete values, at any given time. It can only be one of the finite numbers represented as 0 or 1.

Data Rate/Bit Rate:
Data rate is the rate at which data is transferred. It is normally measured in bits per second. Bit is the actual binary digit which is the basic unit of data transmission. Bit can hold either 0 or 1. Data rate can be ranging from bps (bits per second) for smaller values to kbps (kilo bits per second) and mbps (megabits per second). It is also called bit rate. Data rate becomes faster when more bits are transferred in one second.

Baud Rate:
The baud rate is the number of signals transmitted per second and one signal can represent one or more bits. It is used to describe the maximum change in an electronic signal. For example, if a signal changes 1200 times in one second, it would be measured at 1200 baud.

Signal to Noise Ratio:
Signal-to-noise ratio (abbreviated SNR or SIN) is a measure used in engineering that compares the level of a desired signal and the level of background noise. It is defined as the ratio of signal power to the noise power, often expressed in decibels.

Q.3: Differentiate between Analog and Digital signals.
Ans:
Difference between Analog and Digital Signals:

Analog SignalDigital Signal
1. An analog signal is a continuous wave that changes by time period.A digital signal is a discrete wave that carries information in binary form.
2. Analog signal has no needs fixed range.Digital signal has a finite number i.e. 0 and 1.
3. An analog signal can easily be disturbed by other signals or waves.A digital signal is less prone to other signals disturbance.
4. The human voice is example of an analog signal.Signals used by computer are the digital signal.
5. An analog signal is represented by a sine wave.A digital signal is represented by square waves.
6. Analog signals are long term waves need to be boosting.Digital signals are short term signals remain within digital devices / electronic.

Q.4: Differentiate between data rate and baud rate.
Ans:
Difference between Data Rate and Baud Rate:

Data Rate or Bit RateBaud Rate
1. Bit rate tells the number of bits transmitted per unit of time (Second).Baud rate is used when we want to know the number of signal units transmitted per unit of time (Second).
2. Bit rate is the number bits (0's and 1's) transmitted per second.Baud rate is the number of times a signal is traveling comprised of bits. One signal can represent more than one bit.
3. Bit rate = baud rate x the number of bits per signal unitBaud rate = bit rate / the number of bits per signal unit

Q.5: How can we measure bit rate and baud rate? Give an example of each.
Ans:
Both bit rate and baud rate are generally used in data communication. Bit rate is the transmission of number of bits per second. On the other hand, Baud rate is defined as the number of signal units per second. The formulas which relate both bit rate and baud rate is given below:

  • Bit rate = Baud rate x the number of bits per baud
  • Baud rate = bit rate / the number of bits per signal unit

Q.6: Explain components of communication system using simple example.
Ans:
Components of a Communication System:
A Communication system has the following five components as shown in the given figure.

Protocol

SenderMessagesTransmission Medium (Wired or Wireless)Receiver
Protocol

(i) Message
It is the information or data to be communicated. Common forms of information include text, numbers, pictures, audio and video.

(ii) Sender
It is the device that generates and sends a message. It can be a computer, telephone handset, etc.

(iii) Receiver
It is any particular digital electronic device which has capability to receive data in form of message. The location of receiving computer is generally different from the sending computer. Like sender, it can also be a computer, telephone handset, etc.

(iv) Medium
It is the channel or path through which the message is carried from sender to the receiver. Some examples include twisted-pair cable, coaxial cable, radio waves, etc.

(v) Protocol
Protocols are the rules and procedures on which computers exchange data on network. Sender and receiver follow same protocols to communicate with each other. In other words, a protocol is an agreement between two parties or vendors, using communication devices.

Example:
When a person talks with another person directly, then the speaker is the transmitter conveying the information in the form of sound waves through a communication channel, the intervening air, and the listener is the receiver. If the distance between the speaker and the listener is large, sound waves cannot reach from the speaker to the listener directly and communication is not possible. Now to make communication possible we have to change the communication channel and method.

Q.7: List the properties of a good communication system. Explain anyone.
Ans:
Properties of a Good Communication System:
The effectiveness of a data communications system depends on the fundamental characteristics which include delivery, accuracy and timeliness.

(i) Delivery:
Making sure that the data is delivered is the first fundamental characteristic of any communication network. The system must be able to deliver data in correct order to the correct destination.

(ii) Accuracy:
The system must deliver the data accurately. Data that has been altered during transmission and left uncorrected is not useful.

(iii) Timeliness:
The data must be delivered in a timely manner. Late delivered data is useless.

Q.8: Define transmission medium or Communication Channel. Name its groups.
Ans:
Transmission Medium:
Transmission Medium or Communication Channel is a wireless or physical path between the sender and receiver through which data is sent and received from one place to another. Data is transmitted normally by electromagnetic or electrical signals through different types of wires, atmosphere or vacuum. Transmission media broadly classified into two groups; guided and unguided as shown in the given figure.

Transmission Media

  • Guided Media

    • Coaxial
    • Fiber Optics
    • Twisted
      • Unshielded
      • Shielded
  • Unguided Media

    • Radiowaves
    • Microwaves
    • Infrared

Q.9: Describe guided media and its types.
Ans:
Guided Media:
If in guided media signals are transmitted in a narrow pathway by using physical links. It is also called Wired or Bounded transmission media. The physical links are the cables that are tangible or have physical existence. There are three common types of guided media used for the networks. Each of them has its own characteristics like transmission speed, effect of noise, physical appearance, cost, etc.

(i) Twisted Pair Cable:
As name suggests, this cable is made by two separate wires twisted together. A twisted pair cable is made up of insulated copper wires. The insulation and twisting of wires prevent external interference. Each pair of wires has unique color code. This type of cable is widely used in different kinds of data and voice infrastructures. There are two types of twisted pair cables:
(a) Unshielded Twisted Pair (UTP)
(b) Shielded Twisted Pair (STP)

(a) Unshielded Twisted Pair (UTP):
This type of cable can block interference but it is vulnerable to external interference. It is mostly used for telephonic applications. It is less expensive and easy to install.

(b) Shielded Twisted Pair (STP):
This type of cable consists of a special coating to block external interference. It is used in fast-data-rate Ethernet and also in voice and data channels of telephone lines.

(ii) Coaxial Cable:
Coaxial cable is also known as coax. It has an outer plastic covering containing two parallel conductors each having a separate insulated protection cover. Cable TVs and analog television networks widely use coaxial cables.

(iii) Fiber-Optic Cable:
In optical fiber or fiber-optic cable data is transferred in the form of light. It uses the concept of reflection of light through a core made up of glass or plastic. The core is surrounded by a less dense glass or plastic covering called the cladding. It is used for transmission of large volumes of data at very high speed.

Q.10: Describe unguided media and its types.
Ans:
Unguided Media:
Unguided media is also termed as wireless or unbounded transmission media. As the name implies, it does not require physical medium such as wire for the transmission of electromagnetic signals. There are three major types of Unguided Media.

(i) Radio Waves:
Radio waves are also called electromagnetic waves. These are easy to generate and can penetrate through buildings. Radio waves are omnidirectional and propagated in all directions. It means that sending and receiving antennas do not need to be aligned. FM, AM radios, television and cordless phones use radio waves for transmission.

(ii) Microwaves:
Microwave transmission is a line of sight transmission i.e. the sending and receiving antennas need to be properly aligned with each other. The distance covered by the signal is directly proportional to the height of the antenna. These are mostly used for mobile phone are two types of microwave transmission.

  • Terrestrial:
    Terrestrial microwaves have both stations having antennas on earth.

  • Satellite:
    In satellite system antennas are on satellite in orbit and others are on stations on earth. They work at remote places so it can be used in mobile devices.

(iii) Infrared:
It uses infrared light to transmit Signals. LED is used to transmit signals and light receivers (photodiodes) to receive signals. They use terahertz frequency. It cannot penetrate walls or other objects. Infrared light is transmitted generally line on sight (point to point). Wireless infrared communications can be used to establish short range wireless links or wireless Local Area Network.

Q.11: What is the difference between radio wave, microwave and infrared wave?
Ans:
Difference between Radio wave, Microwave and Infrared waves:

S NoBasisRadiowaveMicrowaveInfrared Wave
1.DirectionThese are omnidirectional in nature.These are unidirectional in natureThese are unidirectional in nature
2.PenetrationAt low frequency, they can penetrate through solid objects and walls but high frequency they bounce off the obstacle.At low frequency, they can penetrate through solid objects and walls. At high frequency, they cannot penetrate.They cannot penetrate through any solid object and walls.
3.Frequency rangeFrequency range: 3KHz to 1GHz.Frequency range: 1 GHz to 300 GHz.Frequency range: 300 GHz to 400 GHz.
4.SecurityThese offers poor securityThese offers medium securityThese offers high security
5.AttenuationAttenuation is highAttenuation is variableAttenuation is low
6.Government LicenseSome frequencies in the radio waves require government license to use theseSome frequencies in the microwaves require government license to use theseThere is no need of government license to use these waves.
7.Usage CostSetup and usage cost is moderateSetup and usage cost is highUsage cost is very less
8.CommunicationThese are used in long distance communicationThese are used in long distance communicationThese are not used in long distance communication

Q.12: Describe the different types of flaws and faults in transmission signals.

Ans:

Transmission Impairments:
Sometimes, signals traveling through transmission media lose their quality. This means that received signal is not same as the signal that was sent. This phenomenon is called transmission impairments. Transmission impairments are those defects that occur when data is transmitted. There are three causes of impairment i.e. attenuation, distortion and noise.

(i) Attenuation:
Attenuation means loss of energy. A signal loses its energy due to the resistance of medium while it is transmitted. Its strength decreases with increase in distance. Amplifiers are used to overcome attenuation and make signal stronger again. It is measured in decibels.

(ii) Distortion:
Distortion means change in the shape of the signal. A composite signal has several frequencies. When it travels through a medium different component of signal may reach at different time at destination because each component has different speed in that medium. This is called distortion. They have different phases at sender and receiver ends.

(iii) Noise:
Unwanted signal that mixes up with the original signal during the transmission of data is called noise. It can be induced noise, crosstalk noise, thermal noise and impulse noise which may damage the signal.

Q.13: Describe the communication devices and their functions.
Ans:
Communication Devices:
A communication device is any type of hardware capable of transmitting and receiving data, instructions and information.

(i) Switch:
A switch or network switch is a networking device that connects computers and other devices like printers, scanners and cameras on a network. Data cables from all computers and other devices of network are plugged into the switch to enable communication between them.

(ii) Router:
A Router is a device that connects two or more networks. Routers are a combination of hardware and software. The main function of a router is to determine the optimal data path and transfer the information through that path, also known as network traffic controller.

(iii) Modem:
Modem is short for Modulator and Demodulator. Modulation is the process of converting digital signals into analog signals. Demodulation is quite opposite; it converts analog signals into digital signals. Modem has the ability of sending and receiving signals that allows computers to share information with each other. This sharing of information is possible over phone lines, cables or satellite connections.

(a) Dial-up Modem:
Dialup modems use standard telephone lines to transmit and receive information. A dialup modem can be internal or external. It is important to remember that telephone lines carry only analog signals, whereas data packets sent by the computer are in digital form. In order to send these packets across a telephone line, modem converts digital signals into analog.

(b) DSL Modem:
DSL stands for Digital Subscriber Line. Like dial-up modem, DSL modem also uses telephone lines to transfer digital signals. DSL modem has a built-in network switch which enables use of twisted pair wires to deliver data and voice at high speed as compared to dial-up modem. Some DSL modems also have wireless communication functionality.

(c) ISDN Modem:
Integrated Services Digital Network is a digital phone connection that can transmit data, voice and video over a normal telephone line at the same time which was not done before. It is faster and expensive technology. Since ISDN work on digital transmission it converts analog voice to digital signals before transmission.

(iv) Network Interface Card (NIC):
Network cards also known as Network Interface Cards (NICs) are hardware devices that connect a computer with the network. They are installed on the motherboard. They are responsible for establishing a physical connection between the network and the computer. Computer data is translated into electrical signals and sent to the network via Network Interface Cards. Modern motherboards have built-in NICs.

Q.14: Define and explain computer network.
Ans:
Computer Networks:
Computer networks are just like a highway on which data can travel. A computer network connects parts of distributed system including hardware and software. It shares common functions and features like data and devices which is very important nowadays.

A computer network is a group of computers and related equipment connected by a communication links to share data and other resources. The related equipment may be printer, scanners, fax machines, server, etc. The resources may include a file server, internet connection, etc.

Q.15: Define computer networking.
Ans:
Networking:
Networking is the act of joining computers and its accessories so that exchange of information and sharing of resources take place. In today's world, networking plays a vital role in computers and telecommunication fields. Modern organizations create a networking environment and device connectivity for fast, inexpensive and reliable communication.

Q.16: Describe the types of computer networks.
Ans:
Types of Computer Networks:
Computer networks can be categorized by their size as well as their purpose. The size of a network can be expressed by the geographical area they occupy and the number of computers that are part of the network. Networks can cover anything from a handful of devices within a single room to millions of devices spread across the entire globe. There are three types of computer network:

(i) Local Area Network (LAN)
(ii) Metropolitan Area Network (MAN)
(iii) Wide Area Network (WAN)

(i) Local Area Network (LAN):
LAN is a group of computer and peripheral devices which are connected in a limited area such as school, laboratory, home and office building. Useful resources like internet access, storage space and printers can be shared through LAN. It can be built with inexpensive hardware such as hubs, switches, network adapters and network cables. Data and software are also shared through LAN.

Examples: Some examples of LAN are:

  • Networking between two computers.
  • Networking in the home, school, library, laboratory, college/university campus, or office.
  • Wi-Fi which is also known as wireless LAN.

(ii) Metropolitan Area Network (MAN):
In MAN, computer network can spread across an entire city, college campus, or a small region. It can cover the area of several miles and may include multiple small networks or LANs. MANs offer very fast communication but they are expensive to establish. Therefore, only large business organization or universities set up MAN. It also requires security measures to prevent unauthorized access.

Examples: Some examples of MAN are:

  • Cable TV network
  • Telephone networks providing high-speed DSL lines
  • IEEE 802.16 or WiMAX, that provides high-speed broadband access with Internet connectivity to customer premises.

(iii) Wide Area Network (WAN):
A Wide Area Network is used for long distance transmission of data. WAN helps to cover a larger geographical area and connect cities, provinces or even countries.

Using WAN technology, computers may be linked together in different countries using satellites, microwaves or telecommunication links. Therefore, large business, research and educational organizations situated at longer distances use WAN. A WAN may include multiple MANs and LANS. WANs are set up with expensive devices and need some dedicated connections.

Example: Internet is the example of WAN.

Q.17: Define topology. What does the topology of network describe?
Ans:
Topology:
The physical layout in which computers are connected is called topology. The topology of network describes the way computers are connected. Topology is a major design consideration for computer networking.

Q.18: Describe merits and demerits of different topologies of network.
Ans:
Bus Topology:
As name suggests, in Bus Topology computers and other devices are connected with a single cable. The central cable is the backbone of the network and every device communicates with the other device through this bus. The advantages of Bus Topology are simplicity, low cost and easy expansion of the network. The disadvantage of the Bus Topology is that a breakdown in the bus cable brings the entire network down.

Ring Topology:
In Ring Topology, computers are connected in a ring or circle shape. The signal travels around the loop in one direction and passes through each computer. The recipient of the message receives the message while another computer acts like a repeater to send it to the next computer. The failure of a link or a computer can make the entire network non-functional.

Ring Topology Image

Star Topology:
In a star topology, all the computers are connected to a central device called hub or switch. To communicate with any computer, the sender must send information to the hub. Then the hub transmits that information to the destination. The advantages of star topology are easy to set up and easy expansion of the network. Another feature of Star topology is that if one link to the hub breaks, only the station using that link is affected not the whole network. It requires more cable length than a bus topology. If the connecting network device (network switch) fails, nodes attached are disabled and cannot participate in computer network communication.

Star Topology Image

Q.19: Define standards and network standards. Explain the purpose of Standard Organization.
Ans:
Standards:
Standards are rules that define the appearance, functionality, or protocols of some equipment.

Network Standards:
They are essential for network communication. Network standards define rules of communications among computing devices. This ensures that companies (i.e., Cisco and IBM) that manufacture computing and networking products follow these uniform standards. By following standards, all hardware becomes compatible in the network, allowing efficient networking to take place.

Standard Organization:
Standard Organization develops, coordinates, revises, amends and reissues technical standards. These standards are intended to address the requirements of a group of concerned devices. There are several organizations working on standardization of computing equipment to enable the interoperability among different devices manufactured by different companies in different regions. IEEE, IETF, ITU and ANSI are examples of standard organizations.

Q.20: Write a few lines about different standard organizations.
Ans:
(i) International Organization for Standardization (ISO):
It covers a wide range of fields. The ISO has members from the standards committees of various governments across the world. It is even responsible for developing models which provide high level of system compatibility, quality enhancement, improved productivity and reduction in costs. The ISO is also responsible for endorsing and coordinating the functions of the other standards organizations.

(ii) Institute of Electrical and Electronic Engineering (IEEE):
It is an international professional non-profit organization. Electronics, computer and communication engineers, researchers, scientists and students are the members of IEEE. This organization develops communication and information processing standards for all field related to electrically computer engineering.

(iii) International Engineering Task Force (IETF):
It is a large international community of network designers, operators, vendors and researchers concerned with the development of internet architecture and smooth operation of the internet.

(iv) International Telecommunication Union (ITU):
This organization is a specialized agency that is responsible for resolving the issues that concern with information and communication technologies.

(v) American National Standards Institute (ANSI):
It is the official standards agency for the United States. ANSI is a completely private, non-profit organization comprised of equipment manufacturers and users of data processing equipment and services. It supervises standards for products, services, processes, systems and personnel in the United States. ANSI membership is comprised of people from professional societies, industry associations, governmental and regulatory bodies, and consumer goods.

Q.21: What is network architecture?
Ans:
Network Architecture:
It is the design of a computer network. It is a framework for the specification of a network's physical components, their functional organization and configuration, operational procedures and communication protocols used. Just like OSI / TCP layered architecture.

Q.22: Why OSI model is broken up in layers?
Ans:
The OSI model is conceptual. It is broken up into layers so a person can visualize network communications from the application to the medium. It works going up the stack at the destination as well. Rather than just "all the magic happens", it is broken down so you can visualize the steps a computer takes when it encapsulates data.

Breaking things down into layers also allows for better troubleshooting. If there is no data being received on my NIC, then we can assume it is a layer 1 or 2 problem. If we are getting routing errors, then we most likely have a layer 3 problem. It allows an administrator to better pinpoint an issue.

Q.23: Describe ISO's OSI Model.
Ans:
ISO's OSI Model:
The Open Systems Interconnection model is a conceptual model developed by ISO. It characterizes and standardizes the communication function of a telecommunication and computing network. Its goal is the interoperability of different communication systems with standard communication protocols. This model divides a communication system into seven abstraction layers.

LayersFunctions
7. ApplicationThis layer enables users to access the network with applications such as email, File transfer, etc. These applications produce the data, which is transferred over the network.
6. PresentationIt receives information from the application layer and converts it to uniform network format (ASCII or Unicode) which is acceptable by rest of OSI model and destination. Encryption and decryption are also the responsibility of this layer. This layer also reduces number of transfer bits by compression.
5. SessionThis layer establishes, maintains and ends a session or logical connection between applications on two computers. It manages who can transmit data at a certain time and for how long. This layer adds checkpoints. If session fails only data after the most recent checkpoint need to be transmitted.
4. TransportIt ensures the reliable transmission of data. Transport layer manages error control, flow control and quality of the service. If the data is not properly transmitted it requests to resend.
3. NetworkThe function of this layer is the selection of the shortest and suitable path from source to destination, from the number of routes available. It is also responsible to convert logical address (IP address) to physical address (MAC address).
2. Data LinkThis layer is responsible to transmit data using physical addresses. Data Link Layer ensures error free transmission of packets. Packet in this layer is referred as Frame.
1. PhysicalIt is responsible for converting electrical signals into bits. It also defines the cable types to be used as transmission media, cards, topology and other physical aspects.

Q.24: Describe TCP / IP Model.

Ans:
TCP/IP Model:
TCP/IP is a suite of communication protocols used to interconnect network devices on the internet. These are set of rules and procedures. TCP/IP specifies how data is exchanged over the internet by providing end-to-end communications. It also identifies how data should be broken into packets, addressed, transmitted, routed and received at the destination. With reference to OSI layers, we can understand the functions of TCP/IP layers.

OSI LayersTCP / IP LayersFunctions
ApplicationApplication LayerUsing protocols like HTTP and FTP, this layer allows interaction with applications. Application layer is also responsible to encode and decode data and establish communication between two devices.
Presentation
Session
TransportTransport LayerUsing protocols like UDP and TCP, this layer establishes a logical connection between two devices and makes sure the reliable delivery of data.
NetworkInternet LayerIt is responsible for packet forwarding by accessing physical path.
Data linkNetwork Access LayerUsing the logical addressing this layer decides how data will be sent across different networks paths.
Physical

Q.25: What is a network address?
Ans:
Network Address:
Network addresses are like our house addresses. They must be unique and distinctive. This avoids confusion for the postman. A network address is any Logical or Physical Address that uniquely identifies it from others. This address is needed to distinguish a network node or device on a computer network. It is a numeric or symbolic number or address that is assigned to any device that seeks access to network or is the part of a network. We have to remember, Physical and Logical Address are different.

Q.26: Differentiate between Physical and Logical Addresses.
Ans:
Difference between Physical Address and Logical Address:

Physical AddressLogical Address
1. Physical address is attached with ROM of the NIC card.Logical address is assigned to a device.
2. Physical Addressing means MAC (Media Access Control) provided by manufacture and attached address of the NIC. The card which is used to connect your machine to the internet.Logical addressing means IP addressing that is provided by your Internet Service Provider (ISP) or set by network administrator.
3. Physical addressing cannot be changed. They are also called hardware address.Logical Address can be changed
4. Physical address is a 48 bit mac addressLogical address is a 32 bit IP Address.
5. It is globally Unique and permanent.It is unique in one network and temporary.

Q.27: Define and explain IPV4 Address.
Ans:
IPV4 Address:
An IP address is a unique number or address used to identify a device on a network. The device could be a computer, printer, smartphone, tablet, etc.

Every device connected to the internet must have an IP address to communicate with other devices. IP address acts as a telephone number or a car registration number. It shows ownership and location. IP address allows a device to communicate and be located by other devices on the internet. IPV4 stands for Internet Protocol version 4.

An IPV4 address is made up of 32 binary bits, which is divided into two parts, network and host. The network portion of the address mentions the computer network and the host portion identifies the computer or any other computing device. IP version 4 (IPV4) addresses are comprised of four number segments separated by dots. Example of an IP address is 192.168.108.105.

OFFICE AUTOMATION- Short / Detailed Question Answers-Chapter #03

 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:

  1. Themes
  2. Page Setup
  3. Page Background
  4. Paragraph
  5. 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:

  1. Margins
  2. Orientation
  3. Size
  4. Columns
  5. Breaks
  6. Line Numbers
  7. 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

  1. Select Layout → Margins.
  2. Select the margin measurements you want.

Create a Custom Margin

  1. Select Layout → Margins.
  2. Select Custom Margins.
  3. In Margins, use the Up and Down arrows to enter the values you want.
  4. Select OK when done.

Change Default Margins

  1. Select Layout → Margins → Custom Margins.
  2. Set your margins.
  3. Select Set As Default.
  4. 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:

  1. Storing data
    • For example: a list of clients, contact information, employee timesheets, sales, and purchases.
  2. Manipulate and analyze data
  3. Presentation / visualization
  4. Modeling and planning
  5. Business accounts and budgeting
  6. Preparing wages
  7. Making invoices
  8. 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:

  1. Select cell C2.
  2. Type = (equal sign).
  3. 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.
  4. Type +
  5. 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.
  6. Press Enter.
  7. 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 NoMonthTempS NoMonthTemp
1January23°C7July41°C
2February26°C8August39°C
3March32°C9September39°C
4April38°C10October36°C
5May43°C11November31°C
6June44°C12December24°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

FUNDAMENTALS OF OPERATING SYSTEM CHAPTER# 02- Short / Detailed Question Answers

 COMPUTER SCIENCE 9TH - Short / Detailed Question Answers

FUNDAMENTALS OF OPERATING SYSTEM
CHAPTER# 02

Q.1: Define Operating System. Give three examples of operating systems.
Ans:
Operating System (OS):
An Operating System is a software which performs all the basic tasks like booting the computer, file management, memory management, process management, and controlling peripheral devices such as hard disk, printer, etc. It manages computer resources efficiently.

Examples: Most common operating systems are: DOS, Windows, Linux, Android, Mac OS, and IOS.

Q.2: List the functions of an OS. Describe them briefly.
Ans:
Functions of Operating System:
Operating system manages every activity of a computer. It is the master control program that provides an interface for a user to communicate with the computer.

System software and application software run on the operating system as shown in the given figure. Operating System performs the following functions.

(i) Booting
(ii) Resource Management
(iii) User Interface
(iv) Memory Management
(v) I/O Management
(vi) File Management
(vii) Process Management
(viii) User Management

(i) Booting:
Booting is a process of starting the computer operating system. It checks the computer resources and makes it ready to perform different tasks.

(ii) Resource Management:
Operating system manages all the hardware and software resources. This includes allocation and de-allocation of processor, memory access to shared cache memory and access to network resources.

(iii) User Interface or Command Interpreter:
We interact with the operating system through the user interface. The command interpreter is one of the parts of the operating system which reads the commands from the user, interprets them, and translates them into machine language instructions that the computer hardware can understand.

(iv) Memory Management:
Memory management module performs the task of allocation and de-allocation of memory space to programs and data in need of these resources.

(v) Input / Output (I/O) Management:
An Operating System provides the device driver to facilitate I/O functions involving I/O devices. These device drivers are software that control I/O devices through their controllers.

(vi) File Management:
It manages all the file-related activities such as organization storage, retrieval, naming, sharing, and protection of files.

(vii) Process Management:
A process is a job or activity to be performed by the system. Process management manages the creation, deletion, suspension, and resumption of processes. The term process refers here to program code that has been loaded into a computer's memory for execution by the central processing unit (CPU). In a multiprogramming system, there will be a number of computing processes. The operating system must ensure that each process gets a fair share of the CPU's time. The OS decides the order in which processes have access to the processor, and how much processing time each process should get. This function of OS is called process scheduling.

(viii) User Management:
In modern operating systems, user management describes the ability of administrators to control user access to various computer resources like software, I/O devices, storage system, networks, etc.

Q.3: Define interface and user interface. Describe the types of user interface.

Ans:
Interface:
An interface is a program that allows a user to interact with the computer or another computer over a network.

User Interface:
A User Interface (UI) is the part of an operating system, program, or device that allows a user to enter and receive information.

There are many types of User Interfaces. Two most common user interfaces are discussed below:

(i) Command Line Interface (CLI):
A Command Line Interface (CLI) is a screen or text-based representation in which the user types the commands on a place called prompt to operate the computer. Command contains a string of characters. CLI is difficult to use because the user has to remember the commands and their syntaxes but it is fast in use because text mode takes less resources. It was primarily provided to users by computer terminals on UNIX and personal computers including MS-DOS and Apple DOS.

(ii) Graphical User Interface (GUI):
A GUI provides a user-friendly environment where the user can interact with computers through graphical objects such as menus, icons, buttons, and other graphical objects. It is easy to use as users are supposed to just click on a picture to run commands without memorizing them. GUI is slower than CLI as graphical mode takes more memory and resources. Windows and iOS are examples of GUI.

Q.4: Differentiate between CLI and GUI. Write any two benefits of each.

Ans:
Difference between GUI and CLI:

S NoCLIGUI
1.CLI is difficult to use.Whereas it is easy to use.
2.It consumes low memory.While it consumes more memory.
3.In CLI we can obtain high precision.While in it, low precision is obtained.
4.CLI is faster than GUI.The speed of GUI is slower than CLI.

5. CLI operating system needs only keyboard.
While GUI operating system needs both mouse and keyboard.

6. CLI's appearance cannot be modified or changed.
While its appearance can be modified or changed.

7. In CLI, input is entered only at command prompt.
While in GUI, input can be entered anywhere on the screen.

8. In CLI, the information is shown or presented to the user in plain text and files.
While in GUI, the information is shown or presented to the user in any form such as: plain text, videos, images, etc.

9. In CLI, there are no menus provided.
While in GUI, menus are provided.

10. There are no graphics in CLI.
While in GUI, graphics are used.

11. CLI does not use any pointing devices.
While it uses pointing devices for selecting and choosing items.

12. In CLI, spelling mistakes and typing errors are not avoided.
Whereas in GUI, spelling mistakes and typing errors are avoided.

Q.5: Describe the types of operating system (OS).
Ans:
Types of Operating System:
The Operating System can be categorized as under:

  • Single User and Multi-user OS
  • Batch Processing OS
  • Time Sharing OS
  • Real Time Processing OS

(i) Single User And Multi-user Operating Systems:
In a Single User Operating System, a single user can access the computer system at a time. These types of operating systems are commonly used. DOS for PCs and Windows 98 for PCs are examples of single-user operating systems.

A Multi-user Operating System allows multiple users to access the computer at the same time. The operating system manages the memory and resources among the various users according to the requirement. Linux and UNIX are the most common examples of the multi-user operating system.

(ii) Batch Processing Operating System:
General term of Batch Processing is used for programs that are executed with minimum human interaction. This type of operating system does not interact with the computer directly (see the figure). Each user prepares his job and submits it to the computer operator. To speed up processing, jobs with similar needs are batched together and run as a group by an operator. The main function of a batch processing system is to automatically keep executing the jobs in a batch.

The benefits of batch processing are:

  • Batch systems can be shared by multiple users.
  • The idle time for batch system is very less.
  • Next job starts just after the current one.

(iii) Time Sharing Operating System:
Time sharing is a method that allows multiple users to share resources simultaneously. Multiple users can use specific computer at the same time in different places. A time sharing operating system is that in which from many tasks each task is given some time to execute so that all processes run smoothly without any problem. Multiple jobs are executed by the CPU by switching between them. As the system switches rapidly from one task or user to the other, a short time slot is given to each task or user for their executions and all feel that system is not shared. Thus, the user can receive an immediate response.

For example, in a transaction processing, the processor executes each user program in a short time. These systems are also known as Multitasking Systems.

The task can be from single user or from different users also. The time that each task gets to execute is called quantum. After this time interval is over OS switches over to next task.

(iv) Real Time Processing Operating System (RT OS):
A Real Time Processing Operating System is a time-bound operating system which has a fixed time limit. Processing has to be done within the defined time limit; otherwise, the system will fail. Real Time Process System is classified into two parts:

  • Hard Real Time System:
    A Hard Real Time System guarantees that critical tasks complete on time, even the shortest delay or urgency is not acceptable. Here, the system should meet the deadline. Missile systems and Air Traffic Control Systems are the best examples of Hard Real Time Systems.

  • Soft Real Time System:
    In this, the time constraint is less strict. The meeting of the deadline is not compulsory for each task every time. A critical real-time task gets priority over other tasks until it completes. It does not guarantee that the task will be completed in the defined time but before a certain time and according to the priority. Online Transaction System, Airline Ticket Reservation (where reservation could be delayed but should be done after checking available seats and completed before the aeroplane flight), etc., are examples of Soft Real Time Systems.

Q.6: What is the difference between single user and multi-user OS?
Ans:
Difference between Single User and Multi-user OS

CharacteristicsSingle User Operating SystemMulti-User Operating System
DefinitionA Single-User Operating System is a system in which only one user can access the computer system at a time.A Multi-User Operating System is a system that allows more than one user to access the computer system at a time.
Super UserA super user gets all the powers of maintaining the system and making changes to ensure the system runs smoothly.Super user does not exist when it comes to a multi-user operating system as each entity has control over their working.
ComplexitySingle-User Operating System is simple.Multi-User Operating System is complex.
PerformanceOnly one task at one time gets performed.Schedules different tasks for performance at any rate.
ExampleWindows, Apple Mac OSUNIX, Linux and Mainframes

Q.7: If you are a manager of a large organization which type of OS will you prefer? Justify your answer with any two reasons.
Ans:
If I am a manager of a large organization I will prefer Windows for the operating system (OS).

Reason of Choosing Windows as OS:

(i) Because Windows, in all its varieties, is so widely popular, we are less likely to have compatibility issues when sharing files with other organizations.
(ii) The familiar interface means that there will be less time wasted on learning a new OS.
(iii) Windows also offers the largest library of commercial software and gives us access to a large amount of freeware and shareware.
(iv) We'll have more options for hardware with Windows than with any other operating system. Drivers are easily available, and we can pick and choose our various components for our PC itself.

Q.8: What is the major difference between Soft Real Time and Hard Real Time systems?
Ans:
Difference between Hard Real Time and Soft Real Time System:

HARD REAL TIME SYSTEMSOFT REAL TIME SYSTEM
In hard real time system, the size of data file is small or medium.In soft real time system, the size of data file is large.
In this system response time is in millisecond.In this system response time are higher.
Peak load performance should be predictable.In soft real time system, peak load can be tolerated.
In this system safety is critical.In this system safety is not critical.
A hard real time system is very restrictive.A soft real time system is less restrictive.
In case of an error in a hard real time system,In case of a soft real time system, computation is rolled back to previously established a checkpoint.
Satellite launch, Railway signaling system etc. are some examples.DVD player, telephone switches, electronic games etc. are few examples.

Q.9: What will be the minimum configuration for installing Windows 10 OS?
Ans:
Minimum Configuration for Installing Windows 10 Operating System:

Operating system is the most essential software and there are many operating systems available. Windows is the most commonly used operating system which is developed by Microsoft. Choosing an operating system depends upon the hardware that we have. To maintain compatibility between hardware and software, the operating system vendor specifies the minimum hardware requirement. For installing Windows 10, we will need at least the following configuration.

ComponentMinimum Requirement
Processor1GHz (speed of CPU should be at least 1 Gigahertz)
Memory1GB for 32-bit or 2GB for 64-bit (RAM - Random Access Memory - a type of computer memory, 32 bit and 64 bit are data units)
Storage32GB (hard disk space should be at least 32 Gigabytes)
Graphic cardDirect X9 or later with WDDM 1.0 driver (graphic card is computer hardware that produces image seen on monitor screen)
Display800 × 600 (computer monitor capability)

Q.10: Write down the major steps for installing Windows OS.
Ans. Major Steps for Installing Windows

(i) Insert the Windows Installation DVD/Flash Drive
(ii) Restart your Computer
(iii) Wait for the first startup screen
(iv) Press or hold Del or F2 to enter the BIOS screen
(v) Locate the Boot order/ Boot sequence
(vi) Select Boot order/ Boot sequence as per your installation source
(a) USB Flash/USB Hard Disk
(b) USB CD/DVD ROM
(c) Internal CD/DVD ROM
(vii) Select any option:
(a) Upgrade
(b) Customize Installation (Advance)
(viii) Select any drive for installing your operating system
(ix) Follow the on-screen instructions.

Q.11: Define the process of software installation.
Ans. Software Installation:

Software installation is the process of making programs ready for execution. Software installation or installer is a computer program that installs files, such as applications, drivers, or other software, onto a computer. Software is installed on to computer by various means. They can be downloaded from the internet. They can also be installed from an installation CD or DVD or from a USB flash drive.

Q.12: Why it is important to install an antivirus?
Ans. Installing Antivirus:

To keep our computer secure and free from viruses, we need to install an antivirus software. A number of free antivirus software are available online. AVG, Avast, Avira and Kasperaky are some of the free antivirus software.

These days we need to download installation file from respective antivirus software and run it but make sure that computer has the access of internet. After running the installation file, antivirus software will be automatically installed on our computer. Most important component of an antivirus software is the virus database which antivirus software updates time to time. We must update our virus database for preventing virus threats.

Q.13: What is the purpose of office automation software? With examples, explain how can office automation help employees to be productive and efficient?
Ans: Office Automation Software:

Windows is an Operating System which needs to install other software to make the best use of our computer. Office Automation software is the most common software package that we install on our computers. Office Automation software is a group of computer programs that help users in their daily work. Generally you will find MS Office in school lab offices and other places.

Purpose of Office Automation:

Office automation eases organizational workloads by simplifying and automating processes like accounting, data management, training, facility management, and various administrative tasks.

Office Automation Helps Employees to be Productive and Efficient:

An office automation system doesn't consist of just going paperless. For example, maintaining all work product and client correspondence in a document management system. Yet, an office automation system offers organizations much more than going green by cutting down on paper. It is a powerful tool that can be used to eliminate manual processes, identify inefficient work flows, and facilitate improved decision making by implementing an office automation system offers organizations a broad range of benefits. These benefits include:

  • Improved accuracy
  • Reduced costs
  • Reduced time and resources
  • Data storage and management
  • Data insights and more informed decisions
  • Business process improvement

Improved Accuracy:

Humans make errors, properly implemented automated systems do not. Human errors are not only inefficient in that they must be corrected and lead to productivity delays, but they can be costly. For instance, adding too many digits when paying an employee or vendor. Serious mistakes can lead to security and compliance issues, potentially fines and penalties. An office automation system limits human intervention in the transfer of data, which minimizes the occurrence of errors.

Reduced Costs:

By automating complex business processes, organizations don't need to invest as much into hiring for those tasks. As a result, operational costs are lower, while productivity and profit margins are significantly higher.

Reduced Time and Resources:
Through automation, organizations can accomplish more with less. By eliminating tedious and time-consuming processes, employees can spend their time on more high-value tasks. For example, returning to the popular paperless benefit, with office automation software employees do not need to spend as much time collecting important documentation, entering that information, or filing away voluminous paper copies. The system does it for them.

Data Storage and Management:
Office automation systems simplify data storage while giving organizations the ability to monitor and control data through an electronic document management system. Common features include things like task management and reminder systems, as well as easy access to information by key stakeholders.

Data Insights and More Informed Decisions:
Office automation systems give organizations access to large data sets, reports, and analytics. Access to data enables more informed decisions. Moreover, by analyzing data and key performance indicators, organizations can implement improvements to their processes to remove bottlenecks and other inefficiencies.
Through business process improvements, organizations optimize performance, improve compliance and reduce costs and risk, and ensure a higher level of compliance. The ability to improve business processes is what separates office automation systems from piecemeal automation technology.

Q.14: Write down the major steps for installing MS-Office.
Ans: Major Steps for Installing MS-Office:

To install MS-Office package we need to take the following steps.
(i) Run the MS-Office setup from USB, DVD or Hard Disk backup.
(ii) Check the box marked, accept the terms of this agreement and click on 'Continue'.
(iii) Enter Product Key
(iv) Click on Install Now or Customize procedure.
(v) Select the package which you want to install. Click on 'Install Now'.
(vi) Then installation begins.
(vii) MS Office installer will notify automatically after finishing the installation.

Before installing MS-Office we should make sure that hardware and software meet with the minimum requirements for the version of MS-Office that we want to install. The minimum requirements may differ from version to version. (For MS- Office 2013 the minimum requirements are: 1.6 GHz processor, 1 GB RAM, 3 GB hard disk free space, minimum windows 7 operating system and graphics driver).

Q.15: List the programs available in MS Office and write why each program is used?
Ans: MS Office contains:

MS Office ProgramUses
(i) MS AccessIt is a database management system.
(ii) MS ExcelIt is a spreadsheet.
(iii) MS OneNoteIt gathers users' notes (handwritten or typed), drawings, screen clippings, and audio commentaries.
(iv) MS OutlookIt is often used mainly as an email application, but it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.
(v) MS PowerPointIt is a slide show and multimedia presentation program.
(vi) MS ProjectIt is a project management software product. It is designed to assist a project manager in developing a plan, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads.
(vii) MS PublisherIt is an entry-level desktop publishing application.
(viii) MS VisioIt is a diagramming and vector graphics application.
(ix) MS WordIt is a word processor.


CLI is faster than GUI.



The speed of GUI is slower than CLI.