Computer Science (New) - For Class IX - UNIT. 3 - Office Automation

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Chapter No.3 - Office Automation
Descriptive Questions Answers

Q.1: Demonstrate Page Layout Tab of MS Word. Identify the different groups of Page Layout Tab and also describe different features available in groups of Page Layout Tab.
Ans: Page Layout Tab:
The Page Layout Tab allows user to control the look of document and personalize it.
Location:
It lies on the Ribbon between Insert and Reference Tab of the MS word processor.

Function OF Page Layout Tab:
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.

Groups Of Page Layout Tab:
The Page Layout tab has five groups of related commands namely:

Themes
Page Setup
Page Background
Paragraph
Arrange

(i) 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.

Features or Properties Of Theme Group:
There are different themes available relevant to the type of document being composed. This group includes following buttons namely:

Theme
Color
Fonts
Effects

(ii) 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.

Features or Properties Of Page Set Up:
This group consists of following buttons namely:

Margins
Orientation
Size
Columns
Breaks
Line Numbers
Hyphenation

(iii) Page Background Group:
These settings are used mostly for special documents such as certificates, invitations, brochures, essays, etc.

Features or Properties Of Page Background Group:
It consists of 3 buttons namely:

Watermark:
Page Color and
Page Borders

(iv) 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 spacings.

Features or Properties Of Paragraph Group:
This group consists of following buttons namely:

Indent Left
Indent Right
Space Before
Space After

(v) 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.

Features or Properties Of Arrange Group:
This group consists of following buttons namely:

Position
Wrap Text
Bring Forward
Send Backward
Selection Pane
Align
Group
Rotate

Q.2: Define and explain Table of Contents (ToC)?
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.

Importance:
It provides an overview of the document and allows readers to go directly to specific section or content in the document.

Location in a Document:
ToC usually appears after the Title Page in a document.

Inserting ToC In a Document:

To create a Table of Contents in MS Word document, Go to the References Tab (or File Tab in MS Word 2010) 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.

Types OF ToC:
A user can create to type of table of contents in a document, namely:

An Automatic table or
A Manual table

(i) Automatic Table:

Automatic Table creates 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 those Headings are placed.
MS Word 2010 provides an advanced feature for automatically creating a ToC.
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.

MS Word 2010

Q.3: Demonstrate the installation of multiple languages like Urdu and Sindhi in Microsoft Windows? How can we compose in Urdu and Sindhi languages in MS Word.
Ans: MS Windows Panel Setting:
To be able to write in other languages like Urdu and Sindhi, the keyboards for those languages have to be installed in Microsoft Windows, as:
1. To do so, first adding languages from the Regional Settings of Windows Control Panel.

2. Installation of these languages also installs their keyboard layouts and enables the ability to type text in those languages.

Purpose Of Multiple languages in MS Word:

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.

Installation Of Multiple languages Like Urdu and Sindhi in MS Word:
1. Default language of Ms word is English.
2. After installing keyboard for required languages in Microsoft Windows.
3. MS Word also need to bring changing and setting its default language.
4. To change the default language in MS Word,
5. Go to the File menu and select Options.

6. From the Word Options dialog box, select Language tab.

6. Now choose one of the available languages as the default language for MS Word 2010.

Q.4: What are the basics of MS Excel? OR What is an MS Excel? Write down its features?
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.

Features Of MS Excel:

MS Excel offers advanced features to perform calculations, visualize data in graphs and create pivot tables.
It efficiently makes use of spreadsheets to organize, analyze and store data in tabular and graphical forms.
It is the most widely used spreadsheet system and has a high demand in many organizations for keeping records of data and presenting them as tables and graphs.

Q.5: Identify the Elements of MS Excel User Interface?
Ans: MS Excel User Interface:
Following are the Interface Elements:

Quick Access Toolbar:
i) One click access to any frequently used command.
ii) By default, it shows the Save, Undo and Repeat commands.
Title Bar:
i) It lies next to the quick access toolbar or on top of the excel window.
ii) It displays the name of the open document.
Ribbon:
i) The Ribbon contains all the commands need to perform common task. It has multiple tabs. ii) Ribbon Tab: is a tab that organizes commands by topic. Each tab will have one or more groups.
iii) Ribbon Groups: Grouping of related commands.
iv) Dialog Box Launcher: Some groups have a small arrow called a dialog box launcher. It contains more options or additional commands.
v) Help Icon: is given for assistance.
Name Box:
i) Displays location or the name of a selected cell.
ii) It can be used to navigate to a cell location.
Formula Bar:
i) View, enter, or edit data, a formula or a function that will appear in specific cell.
Insert Function Button:
i) It lies between Name box and formula bar and represented by f_x.
ii) It displays Insert Function dialog box.
The Workspace area:
i) The work space area used in Excel consist of:
a. The columns and
b. The rows
ii) Columns:
a. A column is a group of cell that runs from the top of the page to the bottom.
b. Columns headers are identified by letters.
iii) Rows:
a. A row is a group of cell that runs from the left of the page to the right.
b. Rows indicators are identified by numbers.
Worksheet tabs:
i) Excel files are called workbooks. Each workbook holds one or more work sheets (also known as spreadsheets).
ii) Three worksheets appear by default when we open excel workbook.
iii) We can rename, add and delete worksheets.
iv) Tabs in bottom used to select individual worksheets or add new worksheet.
Select All Button:
i) Select all button lies at the upper left of all worksheets, at the origin of row and column labels.
ii) It selects all the cells in a worksheet.
Scroll Bars:
i) They are used to navigate through work sheet to view more data on the screen all at once.
ii) There are two scroll bars:
a, Vertical Scroll Bar: hold and slide up or down.
b. Horizontal Scroll bar: hold and slide left or right,
Zoom Control:
i) Click and drag the slider to use the zoom control.
ii) The number to the left of the slider bar reflects the zoom percentage.
Page View Buttons:
i) There are given three buttons to view a spreadsheet.
a. Normal View: is selected by default and shows unlimited numbers of cells and columns.
b. Page Layout View: Divides spreadsheet into pages.
c. Page Break View: To overview of a spreadsheet, page breaks are added.

Q.6: Define sorting in MS excel with example?
Ans: Sorting:
Sorting is the process of rearranging or reordering data based on different criteria like size, quality, value and quantity. MS Excel has the ability to sort data according to the needs of the user.
Example:
To help better understand this concept, take or create a list of products with their unit prices and quantities as:

The objective is to sort given 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 given 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.
Given Data will be rearranged and sorted alphabetically based on the values in Product column and their respective prices and quantities will also be rearranged as sorted data.
This data can also be sorted in terms of unit price and quantity.

Q.7: What are the common calculation performed in MS EXCEL? Also define formulas with example?
Ans: Common Calculations Perform In MS Excel:
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:

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.

Example:
To understand this concept, take an example of two numbers, which are 220 and 87 placed in columns A2 and B2, respectively. The objective is to add these two numbers using MS Excel formula.
To achieve this, follow these steps:

Select cell C2.
Type = (equal sign).
Select cell A2 in the worksheet by using the mouse or the keyboard. This action places the cell reference A2 in the formula of selected cell.
Type +.
Select cell B2 in the worksheet by using the mouse or the keyboard to put that cell's reference in the formula of selected cell.
Press Enter.
The answer (307) will be calculated by MS Excel and displayed in the selected cell (C2) where the addition formula was composed.

Likewise subtraction, multiplication, division and other mathematical functions can be applied with the help of formula.

Q.8: What do you mean by charts or graph in MS Excel? What are its different types? With the help of example display data with different charts?
Ans: Charts:
A chart is used to represent data graphically. 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.
Types Of Charts Or Graphs:
There are many types of Charts. Four most common types of chart used are:

Column Charts
Line Charts
Bar Charts
Pie Charts

Other Charts also used are:

Area Charts and
Surface charts

Column charts: use vertical bars to represent data. They can work with many different types of data, but they're most frequently used for comparing information.
Line charts: are ideal for showing trends. The data points are connected with lines, making it easy to see whether values are increasing or decreasing over time.
Bar charts: work just like column charts, but they use horizontal instead of vertical bars.
Pie charts: make it easy to compare proportions. Each value is shown as a slice of the pie, so it's easy to see which values make up the percentage of a whole.
Area charts: are similar to line charts, except the areas under the lines are filled in.
Surface charts: allow you to display data across a 3D landscape. They work best with large data sets, allowing you to see a variety of information at the same time.

Example:
To understand this concept, take an example of the average monthly temperature for Larkana in 2018 as shown below:

S.No.	Month	Temp	S.No.	Month	Temp
1.	January	23 °C	7.	July	41 °C
2.	February	26 °C	8.	August	39 °C
3.	March	32 °C	9.	September	39 °C
4.	April	38 °C	10.	October	36 °C
5.	May	43 °C	11.	November	31 °C
6.	June	44 °C	12.	December	24 °C

The temperature table contains data in a form which is not very helpful for every user to understand. If the same data is converted into a graph or chart, the user would be better able to reach a conclusion.
From the bar chart, we can easily derive the hottest and the coldest months and compare them with each other.

The same data, if displayed as a graph or chart, will give more meaning and a user can easily derive an understanding of such values at a glance.

Bar Chart

Line Chart

Making this chart is very easy . All we need to do is to select the table and click at chart button.

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