KAIRI SECONDARY SCHOOL

FORM 2 COMPUTER STUDIES MARCH 2020 BREAK

ASSIGNMENT

KCSE TOPICAL QUESTIONS

WORD PROCESSING

1. a) What is a word Processor? (1 mk)

A computer program that enables a person to create, retrieve, edit, format, and

print text based documents

b) List two common examples of word processing software widely used in the

market today.

(2 mks)

-Microsoft word

-WordPerfect

-Lotus WordPerfect

-WordStar

-WordPad

2. Give three comparisons of the traditional method of typing a document on a

Typewriter against using a word processor (6mks)

 Correcting typing mistakes using a word processor is easy; it is hard to correct

mistakes on a typewriter.
  Producing multiple copies of the same page is possible using a word processor,

but it is not possible to produce multiple copies on a typewriter.

 Text formatting features are available on a word processor, e.g. front size, font

type, font colour, boldfacing, italicization, etc.

 The documents created can be stored in the computer for future reference

 Typing using a word processor is easier & more efficient because most of the

actions are automatic. For example; the word wrap feature automatically takes the

text cursor to the beginning of the next line once it reaches the end of the current

line.

 A new page is automatically inserted after reaching the end of the current page

 Graphics can be added within documents using a word processor

 Grammar& spelling mistakes can be checked & a text-editing tool that provides

alternative words with similar meanings.

 A word processor allows mail merging, which makes it possible to produce

similar letters and sent them to several people.

3. a) What is a template? (1mk)

It is a document that acts as a blue print or outline for other documents of the

same type. It contains the standard text, graphics and formatting for use in all

documents of this type.

b) State two advantages of using a template to create a document.

(2mks)

- It helps save time and makes creating of new documents easy

4. Explain the difference between overtypes and insert mode in word processing

(2mks)

Type over deletes the current text at cursor position and inserts new text.

Inserting pushes the old text away as new text is inserted at cursor position.

5. Veronica tried to retrieve a document file following all the steps correctly. The

filename did not appear in file list box. State three causes for this.

(3mks)

- The file may not have been saved

- The file may have been deleted

- The file may be located in a different folder from the one she was trying to

retrieve from (or may have been moved).

- The file may have been destroyed by a computer virus.

6. Mwikali selected a paragraph in word processing. Explain what happened after

pressing the following keys on the keyboard: (3mks)

i) CTRL + B -Changes the paragraph to bold/removes bold from paragraph

ii) CTRL +A -the whole document is selected

iii) CTRL+ U -the selected text is underlined/removes underline from the

selected text.
7. Precisely explain the role of the following editing features of a word processor;

(3mks)

i) Find and replace -To find words that you want replaced by others

ii) Undo and redo- Undo reverses the previous/latest action, while redo

does the undone action

iii) Thesaurus -It gives suggestion of words or phrases with similar

meaning

(synonyms), and sometimes antonyms to the selected word.

iv) Autocorrect -It checks for wrongly spelled words, and automatically

replaces

them with the correct ones as set by the user.

8. Give the steps you would use to find and replace the occurrence of a particular word

in Microsoft Word. (4mks)

- Click on edit, select find (or replace)

- Type the word you want to replace with in the replace with box

- Click replaces or Replace all if you want to replace all the occurrences of that

word in your document at once.

9. Name and explain the use of any three buttons found in a spell-check dialog box

(6mks)

Change: Accepts the current selection in the suggestions box

Ignore Once: Leaves the highlighted error unchanged (if the highlighted
 word is a valid word) & finds the next spelling or grammar error

Ignore all: retains all the occurrences of the same word or phrase in the

document from another language, e.g. a Kiswahili.

Add: Adds the highlighted word in the Suggestions box to the Custom

dictionary.

10. Clearly explain the meaning of the following terms as used in word processing:

(7mks)

i) Editing a document - Making changes to an already typed/existing document.

ii) Blocking text- Selecting a group of text in order to work with it as a

whole, e.g. a word sentence or paragraph.

iii) Printing – having your work copied on a piece of paper as output

iv) Saving- Storing a file/document permanently in the computer’s secondary

memory (e.g., hard disk) so as to be used in the future.

v) Italicizing text- making the text saint forward

vi) Header- It is a standard text or information such as page numbers, chapter

titles, etc that appears above the top margin of every page in a document or in a

section

vii) Footer-It is a standard text or information that appears below the bottom

margin of every page in a document.

Applying various styles to enhance the appearance of a document

b) Give any five document formatting features of a word processor.

(5mks)

- Bolding

- Font colouring

- Text alignment

- Font type

- Setting tabs

- Underlining

- Italicizing

- Font size.

c) Differentiate between ‘superscript’ and ‘Superscript is text formatted

to be at the bottom of a line.

Superscript is text formatted to be at the top of a line, Subscript is text formatted

to be at the bottom of a line.

12. What are page margins?

Non-printing but visible text-limiting borders that mark the distance that text

starts on a page away from the edge of the page

a) A Hard page break and a Soft page break. (2mks)

A hard page break is inserted on a page even before the end of the page, e.g. by

pressing CTRL+ ENTER or setting a manual page break.

For a Soft page break, the text cursor moves or creates a new page automatically

when at the end of the current page during typing.

b) Auto complete and AutoCorrect (2mks)

AutoComplete helps a person to type quickly by completing automatically a word

that he/she has already started to type

AutoCorrect automatically replaces mistyped words with the correct ones as set

by the user.

c) Drawing and inserting a table in a document (2mks)

Drawing – use the pen tool to draw the table

Inserting table- use the Table-Insert-table Command

14. Explain how a paragraph can be moved from one page to another using a word

processor. (4mks)

- Select the paragraph

- Click Cut on the Edit menu/ standard toolbar, (or Press CTL + ‘X’)

- Click to place the insertion point here you want to put the text

- Click on Edit, then choose Paste (or Press CTRL + ‘V’)

The vertical distance between two text lines in a document

b) Explain any three line spacing specification used in Microsoft Word.

(3mks)

i) Single space – accommodates the largest font in a line

ii) 1.5 line space- 1 ½ time that of single line spacing

iii) Double – twice that of single line spacing

iv) Exactly – a fixed line spacing that word does not adjust

v) At least – the minimum line spacing that is needed to fit the largest

font or graphic on the line.

vi) Multiple- a line spacing that is increased or decreased by a

percentage that you specify . (4mks)

16. Give any four text alignment features (4 mks)

- Left alignment

- centre alignment

- Right alignment

- Justified

17. List any thee sources of graphics that can be used in Microsoft word. (3mks)

- From Microsoft clip gallery

- From Scanner

- By drawing using the Drawing tools available in Ms-World

- Import from another file

18. a) Explain the concept of graphics that can be used in Microsoft word.
 (3mks)

Getting ready-made objects and text from other applications into the word

processor.

b) What is the difference between object linking and embedding? (2mks)

In linking, the object imported can only be edited in the original

application from which it was created.

In embedding, the object imported becomes part of the current application

and can be edited there.

19. Give a reason why it may be necessary to merge cells in a table.(1mk)

To create larger cells in a table without increasing the height or width of the

existing cells.

20. a) Define mail merging. (2mks)

 The process of generating personalized letters or documents by combining

a standard document, but addressed to different recipients.

b) Give two advantages of mail merge over copy and pasting several times to

mass mail a document. (2mks)

 combining of letters saves time when printing

 It allows producing of many documents at once

 The mailing list can be re-used on another document

21. a) Give two advantages of previewing a document before printing.

 To check whether the page layout is OK

 To confirm that no details are outside the printable area

 to go through the document before printing

 To save on printing papers & printer toner because; errors on the

printouts that may require reprinting will be minimal.

22. a) Distinguish between Portrait and Landscape orientations.

(2mks)

 In Portrait, text & graphics are printed with the longest side of the page

vertically upright, while in Landscape, text & graphics are printed with the

longest side of the page placed horizontally.

b) State two reasons why it is necessary to specify the correct paper size

before printing a document? (2mks)

 Select a paper size depending on the document page size needed

 To comply with printer capabilities

23. Outline any three main features that make word processors popular

programs.

(3mks)

 Saving of documents for future reference

 Printing of multiple documents after editing

 formatting of documents into required form

file.
 SPREADSHEETS

1. What is electronic spreadsheet software? (2mks)

 A computer program that looks like the manual ledger sheet with rows & columns for

entering data that can be manipulated mathematically using formulae.

2. Give any two application programs classified as spreadsheets. (2mks)

 Microsoft Excel

 Lotus 123

 -Corel Quattro Pro

 -super calculators

 -Multiplan

 -VP-Planner

 -VisiCalc

3. Differentiate between the traditional analysis ledger sheet and an electronic

spreadsheet. (5mks)

An electronic spreadsheet;

- Has a large worksheet for data entry & manipulation as compared to manual

worksheet

- Has inbuilt formulae (called functions) that are non-existent in manual worksheets

- Uses the power of the computer to quickly carry out operations

- Has better document formatting & editing qualities than a manual worksheet

- Utilizes the large storage space available on computer storage devices to save &

retrieve documents.
 - Can easily be modified, while manual spreadsheets involve a lot of manual

calculations & are very difficult to amend

- The user can very quickly & efficiently perform complicated computations using

the information stored in an electronic spreadsheet.

- Enables the user to produce neat work

- Offers graphical representation of data leading to comprehensive decisions.

- It is accurate in its calculations & allows automatic recalculation on formulae.

For a manual worksheet, changing one value means rubbing the result & writing

the correct one again.

4. Explain five application areas where spreadsheet software can be used.

(5mks)

i) Accounting: - spreadsheet software can be used by accountants to record

their daily transactions & also keep financial records, e.g. they can record

sales & purchases, produce invoices, compile financial statements, calculate

profits, prepare budgets, etc.

ii) Data management: - a spreadsheet enables data & information to be

arranged neatly in tables, produced easily and also kept up-to-date, e.g. one can

edit, save , sort, filter, use forms to enter and view records, and worksheet data.

iii) Scientific applications: - spreadsheets can be used by scientists &

researchers to compile and analyze their results.

iv) Statistical analysis: - spreadsheets provide a set of statistical

Functions/tools that can be used to develop complex statistical or

engineering analyses, e.g., teachers can compile their students’ marks and
 produce results.

v) Forecasting: - using the ‘what if’ analysis technique, spreadsheets can be

used to find out the effect of changing certain values in a worksheet on the other

cells. This helps in financial forecasting, budgeting, etc.

5. State five features of spreadsheets that are useful in financial modeling. (5mks)

 Have inbuilt functions & formulae which can be used to perform most

mathematical statistical, trigonometric or financial calculations

 Allows automatic recalculation on formulae

 #have ability to perform ‘what if’ analysis, which can be used to find out the

effect of changing certain values in a worksheet on the other cells

 Have the ability to sort & filter data

 Have a data validation facility, which ensures that the correct data is entered into

the spreadsheet.

 Have a chart facility that can be used to draw Line graphs, Bar charts, Pie charts,

Histograms, etc.

 Some spreadsheets have a SOLVER facility that is used to uncover the best uses

of scarce resources so that desired goals such as profit can be maximized, or

undesired goals such as cost can be minimized.

 They enabled printing of entire worksheets, portions of a worksheet or several

worksheets within the shortest time possible

 Have the ability to summarize data using Consolidation and Pivot tables.
6. Define the following terms as used in a worksheet: (3mks)

i) Columns

These are the fields that make up the worksheet of a spreadsheet, and are

identified by letters.

They run vertically from top downwards

ii) Rows

These are the records that form a worksheet, and are identifies by numbers.

They run horizontally from left to right.

iii) Cell

A box formed when a row & a column intersect in a worksheet where the data is

entered

7. Explain the following concepts as used in spreadsheets: (4mks)

i) Automatic recalculation

This is whereby an electronic spreadsheet will adjust the result of a formula

automatically when the values are changed, so that they correspond with the

different input.

ii) ‘What if’ analysis

‘What if’ analysis is a feature in spreadsheets that is used to find out the

effect of changing certain values in a worksheet on the other cells.

It involves changing the values of one of the arguments in a formula in

order to see the difference the change would make on the result of the calculation.
 iii) Sheet tabs

These are names of the worksheets that appear at the bottom of the worksheet

window. They enable the user to move from one worksheet to another.

iv) Worksheet

A page (single sheet) stored in a workbook

8. Name four data types used in spreadsheets (2mks)

 Labels

 Values

 Functions

 Formulae