Information Technology

Code 402
CLASS – 10

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 Information technology – Vocational (Code-402)
CLASS – 10
ANSWER KEY (Part B)
Unit-1 Digital Documentation
Ch-1 Applying Styles in a

Document Assessment Time

A. Select the correct option.

1. It is a predefined combination of various formatting features.
(b) Style
2. The Styles group is available under the ............................ tab.
(c) Home
3. The ........................ styles are used to control all the aspects of a paragraph's appearance.
(b) Paragraph
4. What operation do you perform in the current document to change a style?
(i) Change Style
B. Write T for True and F for False.
1. The Styles pane opens on the left of the window, by default. (False)
2. The Styles pane is a floating or dockable pane. (True)
3. Page Styles include page size, margins, headers and footers, borders, and backgrounds.
(True)
4. You cannot modify the predefined styles in Word. (False)
5. Style set is a combination of title, heading, and paragraph styles. (True)
C. Answer the following questions.
1. What are styles?
A style is a predefined combination of various formatting features, like font style,
colour, and size that is applied to the selected text in a document to quickly
change its appearance.
2. What is the difference between Paragraph and Character styles?
Paragraph style is used to control all the aspects of a paragraph’s appearance,
such as text alignment, tab stops, line spacing, and so on. On the other hand, the
Character style affects the characters only, for example, it enables you to set the
font and size of text, or bold and italic formats.
3. How can you apply a style to the selected text?
There are two methods to apply styles on the selected text.
(i) Applying styles from Styles group
(ii) Applying styles from Styles Pane
4. How do you create a custom style?
To create a new custom style, follow the given steps:
 Click on the dialog box launcher in the Styles group. The Styles pane opens.
 Click on the New Style button located at the bottom of the Styles pane.
 The Create New Style from Formatting dialog box opens.
 Set the properties of the style, such as Name, Style type, and others
in the Properties section.
 You can select the formatting options, such as Font, Size, Style, Colour,
Alignment, etc., from the Formatting section.

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 
Observe that the Add to Quick Style list check box is selected, by default.
This means that the style that you have created will be added to the Styles
gallery.
 Click on the OK button.
Ch-2 Adding Graphics in a Document

A. Select the correct option.

1. You can insert a picture in a document from the ................................. group of the Insert
tab. (c) Illustrations
2. .................................... is a collection of pictures or images that are available in Microsoft
Office gallery. (b) ClipArt
3. You can fill colour in a shape by using the ............................. option in the Shape Styles
group of the Format tab. (b) Shape Fill
4. .................................... handles are used to resize an image diagonally. (a) Corner Handles
5. By using the............................ dialog box, you can make changes in the picture
properties. (a) Format Picture
B. Write T for True and F for False.
1. You can draw a shape in the document by selecting any shape from the Insert tab. (True)
2. The ‘Drawing Object Properties’ tab opens when you select an object. (True)
3. Drawing objects can be grouped together so that they can be treated as a single object.
(True)
4. Picture alignment options are available in the Insert tab. (False)
5. You can bring any image in front of all the images by using the ‘Bring Forward’ option.
(True)
C. Answer the following questions.
1. List the different ways of inserting images in a document.
Ans: In Word, there are several ways to insert images in a Word document.
(i) Inserting an image from a file
(ii) Inserting a scanned image
(iii) Inserting an image from Clip Art
2. Why do you group images?
Ans: It is often convenient to group shapes together so that they can be treated
as a single object. A group of objects can be formatted in a way similar to an
individual object.
3. How can you wrap an image with text?
(i) Select the image.
(ii) Click on the Format tab > Wrap Text drop-down button in the Arrange group.
(iii) Select the required wrap option.
4. What is Clip Art?
Ans: Clip Art is a collection of pictures or images that are available in Microsoft Office
gallery.

Ch-3 Working with Templates

Assessment Time

A. Select the correct option.

1. By default, the ................................. option is selected when you click on the File > New
option.
(a) Blank document
2. A file saved with the extension .dotx is called a …………………………………… .
(b) Template
3. Which option do you select in the ‘Save as type’ box to save a document as template?
(b) Word Template

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 4. Which option helps in creating a template based on the existing template?
(c) New from existing
B. Fill in the blanks.
1. A ................................. gives an initial foundation to build a document. (Template)
2. ......................................... is the default template for a Word document. (Normal.dotm)
3. Clicking on the ................................. option displays the recently used templates. (Recent
templates)
4. A template can be created in Word by saving a document with ............................ or
…............................... extension. (.dot, .dotx)
C. Answer the following questions.
1. What are templates?
A template is a predefined layout that contains sample content, themes, colours, font
styles, background styles, etc., and gives an initial foundation to create a document.
2. How can you create a document using a predefined template?
To use a built-in template, follow these steps:
(i) Click on the New option on the File tab. A gallery of templates will be displayed.
(ii) Click on the Sample templates option under the Available Templates.
(iii) Select the required template. You will find the preview of the selected
template in the Preview pane present on the extreme right of the window.
(iv) Select the Template radio button in the Preview pane and click on the
Create button.
3. What are Add-ins?
Add-Ins are the additional programs that are used to extend the capabilities of MS
Word by adding custom commands and specialised features.

Ch-4 Using a Table of Contents

Assessment Time

A. Select the correct option.

1. What does TOC stand for?
(b) Table of Contents
2. Which tab has the ‘Table of Contents’ option?
(a) References
3. You can specify the hierarchy level of headings in your table of contents by using the
…................... option.
(c) Show levels
4. By default, Word uses ......................levels of headings as the hierarchy level.
(b) Three
B. Fill in the blanks.
1. The Table of Contents (TOC) consists of ………………………… and.........................of a book.
(Headings, Sub-headings)
2. Word generates all the entries automatically as ........................ in the TOC.
(Hyperlinks)
3. Usually, a Table of Contents is inserted after the ........................ in a document.
(Title page)
4. .......................... are the lines that join the topics and sub-topics to the page numbers.
(Tab leaders)
C. Answer the following questions.
1. What is TOC?
Ans: The Table of Contents (TOC) consists of headings and sub-headings of a book or

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 document. It is a necessary index, generally available in long documents, books,
drafts, etc. It includes titles or first-level headings, such as chapter names, and
sometimes it even includes second-level headings, and occasionally third-level
headings.
2. List any two characteristics of a good TOC.
Ans: A good table of contents has the following characteristics:
 It should be easy to read and simple to use.
 It should be organised and formatted properly.
3. What do you mean by hierarchy of headings?
Ans: If a document contains multiple headings, then you can give these headings
as a hierarchy of headings. For example, you can categorise headings in different
headings levels, such as 1, 1.1, 1.2, 2, 2.1, and so on.
4. How can you update an existing TOC?
Ans: Word does not update the TOC automatically. You need to update the TOC
every time when you make a change in your document. To update TOC, follow
these steps:
(i) Click anywhere in the TOC.
(ii) Click on the References tab and select the Update Table option from
the Table of Contents group. Or
(iii) The Update Table tab appears on the top-left corner of the TOC. Click on it. Or
(iv) Right-click on the table of contents and select the Update field option
from the context menu.
(v) You will get a dialog box. Select the Update entire table option and click on OK.
(vi) Word will update the TOC to reflect the changes in the document.

Ch-5 Using Mail Merge

Assessment Time

A. Select the correct option.

1. The ...................................... is the letter that you wish to send to multiple recipients.
(a) Main Document
2. A merged document is created by merging the main document with the
…................................... fields.
(b) Data Source
3. You can print multiple address ..................................... on a single sheet by using the
Mail Merge feature.
(c) Labels
B. Write T for True and F for False.
1. The process of mail merge involves only two steps. (False)
2. You cannot edit any address label in a merged document. (False)
3. The data source is associated with the main document. (True)
4. You can find the Start Mail Merge option in the Mailings tab. (True)
C. Answer the following questions.
1. What do you understand by the term Mail Merge?
Ans: Mail Merge is a process to create and print multiple copies of a document,
address labels, and envelopes, etc., in one go.
2. Name the documents that are combined while using the Mail Merge feature.
Ans: While using the Mail Merge feature, the Main document and Data Source are
combined together.
3. Define the term data source.
Ans: Data source consists of a mailing list. The data is organised in a tabular form
along with the field names. For example, First Name, Last Name, Address, City,
State, Contact No, etc.
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 The data source is associated with the main document, so that its field names can
be used in the main document, and it becomes easy to merge addresses with the
main document.
4. What is a main document?
Ans: The main document is the letter that you wish to send to multiple recipients.
5. What are the main steps involved in Mail Merge?
Ans: Mail Merge involves three basic steps — creating a main document,
specifying a data source, and merging the data source with the main document.
6. What are labels? How can the Mail Merge feature help in printing labels for the letters?
Ans: Labels refer to address labels to be printed on envelops or top of the letters.
After printing your letters, you may wish to post them. For this, you need to either
write the addresses on the envelope or print the labels for individual address.
This is a time-taking task. The Mail Merge feature can help you in printing
multiple address labels on a single sheet.

Brain Developer
SECTION 4: APPLICATION BASED QUESTIONS (UNSOLVED)

1. Pooja wants to import a style in her document from another document. What steps
should she follow to accomplish the task?
Ans: To import a style in her document, Pooja should follow the given steps:
 Creating new styles in a document with base formatting
 Importing styles to another document
 Applying the styles
2. Rohan wants to insert some pictures in a document. Suggest any two ways by which he
can insert pictures in the document. Describe the steps also.
Ans: Two methods to insert pictures in a document are:
(i) Inserting an image from a file
(ii) Inserting an image from Clip Art

Inserting an image from a file

To insert an image from a file, follow the given steps:

 Click on the Insert tab and select the Picture button in the Illustrations group.
 The Insert Picture dialog box appears.
 Browse for the picture you wish to insert.
 Choose the desired file and click on the Insert button.

Inserting an image from Clip Art

Follow the steps given below to insert Clip Art into a document:
 Click on the Insert tab. In the Illustrations group, click on the Clip Art option.
 The Clip Art gallery appears in the task pane on the right.
 Enter keywords in the Search for: field that are related to the image you wish to
insert, or type in the file name of the Clip Art.
 To narrow down your search, click on the down arrow in the Result should be:
field and deselect any type of images that you do not wish to see.
 Click on the Go button. In the displayed list of results, select the desired Clip Art to
insert it in the document. Or
Click on the drop-down arrow next to an image in the task pane and select Insert, Copy, or

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 any other options from the list.
3. Rayan has inserted a picture in a document and wants to resize and rotate the inserted
picture. Suggest the steps to do the same.
Ans: To resize an image, follow the given steps:
(i) Select the image that you want to resize. You will notice four corner
handles and four side handles.
(ii) Drag any Side handle in or out to shrink or stretch it in a direction. Or
(iii) Drag any Corner handle in or out to make it smaller or bigger,

respectively. To rotate an image or a shape, follow the given steps:

(i) Select the image that you want to rotate.

(ii) Click on the Rotate option in the Arrange group of the Format tab.
(iii) A rotation handle appears. Now, bring the pointer on the rotation handle and
drag it clockwise or anticlockwise to rotate the image or shape.
4. Sunita wants to create a flowchart to find the solution of a problem using a Word
document. Suggest a suitable option using which she can create the different
shapes of a flowchart.
Ans: Sunita can use the Shapes feature of MS Word to draw the different shapes
for the flow chart.
5. Jyoti has created an invitation card to invite people on her parent's wedding anniversary.
She has inserted different drawing objects in the card. Suggest a method to group all the
objects together so that they can be treated as a single object.
Ans: To group objects, follow the given steps:
(i) Draw any three basic shapes in a document.
(ii) Click on the Home tab. In the Editing group, click on the Select drop-down
button and choose the Select Object option from the drop-down list.
(iii) Then, hold down the left mouse button to draw a box over the shapes.
All the shapes in this box will be selected.
Or
(iv) Press and hold Shift or Ctrl key while you select the objects.
(v) Now, right-click on the selected shapes that you want to group. A shortcut
menu appears that holds Group and Ungroup option. Select the Group
option. Or
(vi) Click on the Format tab and select the Group option from the Arrange
group. Further, select the Group option from the drop-down list.
(vii) You will now see that all the objects are grouped together.
6. Anand has made his annual report using Word. He is facing some difficulty in positioning
the images within the text. Guide him how he can adjust the text around the image.
Ans: There are various methods to position an image in a document:
(i) Wrapping Text
(ii) Arranging Images
(iii) Aligning Images
7. Akansha has created an invoice in a Word document. She wants to save it as template.
Help her accomplish the task.
Ans: To save a Word document as a template, follow the given steps:
(i) Click on the New option in the File tab. By default, the Blank document
option is selected.
(ii) Click on the Create button present on the extreme right task pane.

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 (iii) A new document will open. Make the desired changes in the page layout,
like margin settings, orientation, styles, etc. You can also specify the header
and footer, like page number, date/time, etc.
(iv) After specifying all the required settings, click on the Save As option in the File tab.
(v) Specify the name for the template in the File name text box and select
Word Template in the Save as type list box.
(vi) Click on the Save button.
(vii) The Word document will be saved as a template.
8. ABC Corporation is organising its annual sales meeting, for which it needs to send the
invitation letters to its vendors. Which feature of Word can it use to print multiple
letters with the corresponding address labels?
Ans: The Mail Merge feature of Word can be used to print multiple letters with the
address labels.

SECTION 5: SHORT ANSWER TYPE QUESTIONS (UNSOLVED)

1. Why do you use styles in a document?

Ans: While working in Microsoft Word, you may want to keep all the headings in a
document in centre, uppercase, bold, and with a slightly larger font size than the
regular text. For this, each time you need to apply formatting to the heading and
have to go through the entire process to get the text the way you want it. However,
if you define the formatting commands in a style, you can apply it any time, when
required.
2. How can you edit any style based on a specific requirement in a document?
Ans: You can make the changes in the style that you have created. To do this,
follow the given steps:
(i) Right-click on the style that you have created from the Styles gallery. A
shortcut menu appears.
(ii) Select the Modify option. The Modify Style dialog box appears.
(iii) Make the required changes in the style such as Name, Type, Font, Size,
Colour, Alignment, etc., and click on OK.
(iv) Select any one of the two options given at the bottom of the Modify Style
dialog box, i.e., Only in this document or New documents based on this
template, depending on whether you want the style to be applied to the
current document only or new documents based on this template.
(v) Click on OK. The required changes will be applied to the style.
3. How can you open the Format Picture dialog box in Word?
Ans: You can open the Format Picture dialog box by right-clicking on the image
and choosing the Format Picture option.
4. How can you resize an image in a
document? Ans: To resize an image, follow
the given steps:
(i) Select the image that you want to resize. You will notice four corner
handles and four side handles.
(ii) Drag any Side handle in or out to shrink or stretch it in a direction. Or
(iii) Drag any Corner handle in or out to make it smaller or bigger, respectively.
5. What steps should be followed to create a template using a blank template?
Ans: To create a template using a blank template, follow the given steps:
(i) Click on the New option in the File tab. By default, the Blank document
option is selected.
(ii) Click on the Create button present on the extreme right task pane.
(iii) A new document will open. Make the desired changes in the page layout, like

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 margin settings, orientation, styles, etc. You can also specify the header and
footer, like page number, date/time, etc.
(iv) After specifying all the required settings, click on the Save As option in the File tab.
(v) Specify the name for the template in the File name text box and select
Word Template in the Save as type list box.
(vi) Click on the Save button.
6. What are Add-Ins? From where you can select the Add-Ins option in a Word
document? Ans: Add-Ins are the additional programs that are used to extend the
capabilities of MS Word by adding custom commands and specialised features. To
use the Add-Ins, follow the given steps:
 Click on the File tab > Options command.
 The Word Options window opens.
 Click on the Add-Ins option in the left pane.
 The Add-Ins pane opens on the right.
7. Why is table of contents required in a document? Explain.
Ans: A table of contents acts as a map for the users. It allows them to find the
information in the document using the chapter names and page numbers. It is a
necessary index, generally available in long documents, books, drafts, etc
8. Why is using the Manual Table option not recommended while creating a table of
contents? Ans: To insert a table of contents manually is not a recommended option
as the chances of errors while typing are higher.

SECTION 6: LONG ANSWER TYPE QUESTIONS (UNSOLVED)

1. Describe any one method to create a style in

Word. Ans: To create a new style, follow the
given steps:
 Click on the dialog box launcher in the Styles group. The Styles pane opens.
 Click on the New Style button (as shown in the Figure 1.4) located at the
bottom of the Styles pane.
 The Create New Style from Formatting dialog box opens.
 Set the properties of the style, such as Name, Style type, and others
in the Properties section.
 You can select the formatting options, such as Font, Size, Style, Colour,
Alignment, etc., from the Formatting section.
 Observe that the Add to Quick Style list check box is selected, by default.
This means that the style that you have created will be added to the Styles
gallery.
 Click on the OK button.
2. Which tab is added on the Ribbon when you insert a drawing object in a Word
document? How can you change the properties of the drawing objects using this
tab?
Ans: When you insert a drawing object, the Format tab appears under the Drawing
Tools context menu on the ribbon. Using this tab, you can change the properties of
the drawing objects. For example, you can change the colour of a drawing object
or the outline, group the drawing objects, etc.
3. How can you use a template created by you in a Word document?
Ans: When you create a new document in Word, a default template
Normal.dotm is always associated with it. However, you can select your own
template with the document while creating a new document. To use a template
with a document, follow the given steps:
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 
To create a new document, click on the File tab > New option. The
Backstage view opens with a list of Available Templates.
 Click on the My templates option. The New dialog box opens.
 Browse through the list of templates created by you and select the one with
which you want to create a new document.
 Make sure the Document option is selected in the Create New section of
the New dialog box.
 Click on OK. A new document based on your own template will be created.
4. How many methods are available in Word to create a table of contents? Explain
any one. Ans: Word provides three methods to create a table of contents in a
document:
 Using inbuilt types
 Using the Manual Table option
 Using the Insert Table of Contents option
To create table of contents using inbuilt types, follow these steps:
 Make sure that the headings are styled consistently. For example, use the
Heading 1 style for the chapter names, Heading 2 style for topics, Heading 3
style for sub- topics, and so on.
 In the document, position the cursor where you want to insert the TOC.
Usually, a table of contents is inserted after the title page in a document.
 Click on the References tab and select the Table of Contents option.
 A submenu appears. Word gallery has two inbuilt types of table of
contents, Automatic Table 1 and Automatic Table 2. Select any one
of them.
 A table of contents will appear in the document.
5. Can you update a table of contents? If yes, write the steps to perform the task.
Otherwise, justify your reason.
Ans: Word does not update the TOC automatically. You need to update the TOC
every time when you make a change in your document.
To update TOC, follow these steps:
 Click anywhere in the TOC.
 Click on the References tab and select the Update Table option from the
Table of Contents group. Or
 The Update Table tab appears on the top-left corner of the TOC. Click on it. Or
 Right-click on the table of contents and select the Update field option
from the context menu.
 You will get a dialog box. Select the Update entire table option and click on OK.
 Word will update the TOC to reflect the changes in the document.

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 UNIT - II: Electronic Spreadsheet (Advanced)
CHAPTER – 6: ANALYSING DATA IN A SPREADSHEET

ASSESSMENT TIME

A. Select the correct option.

1. It collates the data from different ranges and places it in a worksheet.

a. Consolidate
2. It generates a subtotal to summarise the data.
c. Subtotals
3. Which tab holds the ‘What-If Analysis’ option?
b. Data Tools
4. It is the elaborate form of Goal Seek.
c. Solver
5. It is used to set a goal to find the optimum value for one or more target
variables.
b. Goal Seek

B. Fill in the blanks.

1. A scenario is a ........................ that you enter in a worksheet to perform calculations.
Set of values
2. It is a good practice to use ........................ data while applying the Subtotal command to it.
Sorted
3. The ........................ tool displays the result of applying formula to a list of alternative values
for
variables in a separate range of cells.
Data Table
4. .............................. can process only one input value at a time.
Goal Seek
5. .............................. deals with equations with multiple unknown variables.
Solver

C. Answer the following questions.

1. What is data consolidation?

Ans: Data Consolidation: Consolidating data means combining data from different
sources into one place. For example, you have sales data from four different zonal
heads in four different worksheets. In such a case, to analyse data, you need to
collate everything into one worksheet. It will become a tedious and tiresome task, if
you combine it manually using the traditional way of copying and pasting. Excel
provides the Consolidate feature that lets you collate the data with minimal efforts. It
selects the contents of the cells from several worksheets and maintains the collected
data in a master worksheet.
2. Explain the use of Scenarios.
Ans: A scenario is a set of values that you enter in a worksheet to perform
calculations. You can easily create, edit, and format different groups of values (in
form of scenarios), and name them as per your choice. You can create as many
scenarios as you want and then compare them without changing the values,
manually.
3. What is Goal Seek?
Ans: Goal Seek is another useful data analysis tool of Excel. It is used to set a
goal to find the optimum value for one or more target variables, given with the
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 certain conditions. It allows you to try different values in the formula to arrive at a
solution for the input value.
In other words, Goal Seek is another What-If Analysis tool that helps you obtain the
input value that result in the target value that you want.
4. What is the basic difference between ‘Scenario Manager’ and ‘Data Table' tools?
Ans: Scenario Manager: It is an important tool of Excel, which you use to test the
‘What-If’ questions. It enables you to manage and view data from different input
values. Forexample, if you want to calculate the effect of different interest rates on an
investment, you could add a scenario for each interest rate, and quickly view the
results.
Data Table: is a way to see different results by altering an input cell in your formula.
Instead of creating different scenarios, you can create a data table to quickly try out
the different values for the formulas. You can create a one or two variable data table.

CHAPTER – 7: LINKING DATA AND SPREADSHEETS

ASSESSMENT TIME

A. Select the correct option.

1. In the formula = SUM ('Records of Students'!B4:D4), ‘Records of Students’ is a:

a. Sheet name
2. Which of the following is a relative hyperlink?
b. /Picture.jpg
3. The ‘Hyperlink’ option is available in the ..................... tab.
a. Insert
4. It opens the ‘Select Data Source’ dialog box.
b. Data > From Access
5. What is the keyboard shortcut to insert hyperlink in your worksheet?
c. Ctrl + K

B. Fill in the blanks.

1. Linking spreadsheet data enables you to keep the information................... without editing
multiple locations every time the data changes. (Updated)
2. To insert a new worksheet, click on the ………………………… tab and select the …………………………
option. (Home, Insert)
3. You need to type ........................ manually, if you are entering it using the keyboard.
(Reference)
4. A ....................... is a coloured and underlined text or graphic. (Hyperlink)
5. A........................ is a partial address. (Relative Hyperlink)

C.Answer the following questions.

1. Why do you link the spreadsheets data?

Ans: Linking spreadsheet data enables you to keep the information updated
without editing in multiple locations, every time the data changes. The ability to
create links eliminates the need of having identical data entered and updated in
multiple sheets. This saves time, reduces errors, and improves data integrity. It is a
quick way to get the data from one worksheet to another by using the ‘copy and
paste’ method.
2. How do you insert a new sheet in a workbook?
Ans:When you launch Excel on your computer, it opens a worksheet, named
Sheet1. You can add as many worksheets as you want. To insert a new worksheet,
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 click on the Insert Worksheet button beside the sheet tabs, or choose Home >
Insert > Insert Sheet from the menu bar, or press Shift + F11. This inserts a new
sheet in the current workbook.
3. Differentiate between the absolute and relative hyperlinks.
Ans: Relative Hyperlink: A relative hyperlink contains a partial address, which is
relative to the address of the destination file. For example, you have saved a
workbook ABC.xlsx and an image file Capture.jpg in D: drive. To create a relative
hyperlink of the image file to the workbook, the relative path will be \Capture.jpg.
Relative linking is only possible when both the source and destination files are on
the same drive or location. However, a relative link will break if any of the files
(source or destination) is moved from its location.
Absolute Hyperlink: An absolute hyperlink is a hyperlink that contains the full address of the
destination file or web page. The following are examples of absolute hyperlink:
https://kips.in/index.php/books
C:\Users\KIPS\Documents
4. How can you import the data from external data sources in Excel? Explain.
Ans: You can insert data in a spreadsheet from different external sources, such as
from MS Access, Web, Text, and other sources (SQL Server and XML Data
Import). When you import data, you make a permanent connection that can be
refreshed, whenever required. Import the data from Access to the Excel worksheet.
To do so, follow the given steps:
 Open the Excel worksheet in which data is to be inserted from an external source.
 Open the Data tab and choose the From Access option from the Get External Data
group.
 The Select Data Source dialog box opens. Choose a database file and click on Open.
 The Select Table dialog box opens. Choose the desired table.
 The Import Data dialog box opens.
 Choose the Table option to view data in a tabular format.
 Also, choose whether you want to put the data in the Existing worksheet or
in a New worksheet. Click on OK.
 The Access table is displayed in the worksheet.

CHAPTER – 8: SHARING AND REVIEWING A SPREADSHEET

ASSESSMENT TIME

A. Select the correct option.

1. Which of the following tab contains the ‘Share Workbook’ option?

a. Review
2. Which of the following is the correct choice to turn on the 'Track Changes' feature in Excel?
a. Review > Track Change > Show Changes
3. Which dialog box allows you to accept or refuse changes in a spreadsheet?
a. Accept / Reject Changes
4. Which of the following group in the Review tab has the ‘Track Changes’ option?
c. Changes
5. Which dialog box helps you to fix the conflict changes in a spreadsheet?
b. Resolve Conflicts

B. Write T for True and F for False.

1. Some commands are not available when document sharing is activated. (True)
2. All the users will be able to save the shared document while you are resolving the conflicts.
(False)
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 3. Changes in a spreadsheet are marked by a border around the cells. (True)
4. You can add comments to add some information or provide a feedback. (True)

© Kips Learning Pvt. Ltd. 2020

C.Answer the following questions.

1. How can a group of people work on the same Excel spreadsheet simultaneously?
Ans: When you share a worksheet, multiple users can work on it simultaneously.
They can enter data, insert rows and columns, add and change formulas, and also
format the same spreadsheet. To share a spreadsheet, follow the given steps:

 Start the Microsoft Excel 2010 application.

 Open the file you would like to share, or create a new file.
 Save it in a network location, so that the other users can access it easily.
 With the workbook open, switch to the Review tab.
 Click on the Share Workbook option in the Changes group.
 The Share Workbook dialog box opens as shown in Figure 8.1.
 Select the Allow changes by more than one user at the same time. This
also allows workbook merging checkbox to enable sharing.
 Click on OK. If you have already saved the spreadsheet, a message appears
stating that the action will now save the workbook; click on OK to continue. If the
workbook has not been saved previously, the Save As dialog box appears. After
saving, the word [shared] is shown on the title bar along with the document’s title.
 Now, all the users can work together on the same workbook.
2. Why are track changes needed?
Ans: Sometimes, you may be required to record the changes done by you or the
other users in a spreadsheet to review later. The Track Changes feature in Excel is
used for this purpose. It enables you to keep a track of the changes done by you or
the other users in a spreadsheet. Track changes records the usual changes, such as
addition, deletion, content alterations, formatting, and makes the changes visible in
order to ease the review process. However, not all changes are recorded; likewise,
the change in the alignment of cell content is not recorded. Changes can be
accepted or rejected by the user.
3. What are comments?
Ans: Comments help in providing some extra information on the data stored in a
cell. They play an important role to add some facts, tips, or feedback for the
user.
4. Why do you compare and merge spreadsheets?
Ans: Sometimes, you have different versions of the same spreadsheet, and you
want to view all the changes and comments of all the users in one go. In such a
case, the Compare and Merge Workbook feature of Excel can be used. It is a
useful tool that allows you to compare all the changes made by the different users
and merge them into a single file. It also addresses the users when you accept or
reject the changes.

CHAPTER – 9: USING MACROS IN A SPREADSHEET

ASSESSMENT TIME

A. Select the correct option.

1. Which tab in Excel has the option to record a macro?

c. View
2. In Excel, to run a macro choose …………………………… .
c. View > Macros > View Macros
3. Which of the following keyword is used to define a macro as a function?
a. Function
4. Which key combination do you press to open the VBA?
a. Alt + F11

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B. Fill in the blanks.
1. ................................. automates the recorded actions and saves your time and efforts.
(Macros)
2. You are actually recording your mouse clicks and .......................... while creating a macro.
(Keystrokes)
3. A .......................... is a line of code that executes when you call it. (Function)
4. Each function has a …………………………… and may have............................. (Name, Parameters)

C. Answer the following questions.

1. What is a macro?
Ans: Macros are small programs that record your actions as you perform a task in
Excel. When you run the macro later, it repeats your keystrokes and thus actions.
This is why macros are great for automating repetitive tasks. The Macros feature of
Excel allows you to record a set of actions that you perform repeatedly in a
spreadsheet. You can run a macro as many times as you want. They automate the
recorded actions and save your time and efforts. Macros are very useful when you
have to repeat the same task in the same way, over and over again.
2. How can you record a macro?
Ans: Follow these steps to record a simple macro:
a. Click on the View > Macros > Record Macro.
b. The Record Macro dialog box opens as shown in Figure 9.1.
c. Type a name for the macro, for example, KIPS in Macro name field. By
default, Excel gives the name Macro1.
d. Assign a shortcut key Ctrl + Shift + K in the Shortcut key field. This key
combination will be used to execute the macro later on, i.e., when you press
the assigned key combination, the operations recorded in the macro will get
automatically executed.
e. In the Store macro in list box, choose where the macro is to be made
functional. By default, the macro works in the current workbook.
f. You can also provide some description related to the macro in the
Description box. This is optional.
g. Click on OK to start recording the macro.
h. Perform the operations that you want to record in the macro.
i. Click on View > Macros > Stop Recording to finish the recording of the
macro. Press the keyboard shortcut (here, Ctrl + Shift + K) to execute the
macro. Or
j. Click on the View > Macros > View Macros. Select the name of the macro
that is to be executed and click on Run. Observe that the operations
recorded in the macro get automatically performed.
3. Write the syntax to define a macro as a function.
Ans: A function is a line of code that gets executed on function calling. When you
call a function, it gets invoked and returns result as per the code. To define a
macro as a function, use the keyword Function. Each function has a name and
may have parameters whose values you pass when you call the function.
Syntax:
To define a simple function without parameters:
Function Function_Name () Body
of Function
Function_Name=Result
End Function
4. Write a VBA code to access the A4 cell of a worksheet directly using the cell object.
Ans:
Sub
sbGetCellData()
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 MsgBox Cells (1, 4)
End Sub

© Kips Learning Pvt. Ltd. 2020

 BRAIN DEVELOPER

Section 4: Application Based Questions (Unsolved)

1. Ravi is taking part in an election, where he requires 66% of votes to win the election.
Assuming that there are 200 total voting members, and currently he has only 98 votes,
which is not a sufficient number because it only makes 49% of the total voters. He wants
to calculate how many more votes does he need? Suggest a feature of Excel that he
should use to get the value.
Ans: Goal Seek
2. Manish has shared a spreadsheet with his friend Kunal to enter some information.
Help Kunal open the shared spreadsheet in Excel.
Ans: Locate the file in network location and double-click on it to open it.
3. Rani has received a spreadsheet that has been reviewed by her friend Kavyansh who
made all the corrections after turning on the Track Changes. Help Rani to accept or reject
the changes in the spreadsheet.
Ans: Click on Review>Track Changes>Accept/Reject Changes.
4. Suppose, you have sent a worksheet to your friend, and he reviewed the worksheet
without activating the track changes? Which feature of Excel can you use to easily
identify the changes? Ans: Use Compare and Merge Workbook feature.
5. Kanika has created a macro. Suggest how she can run the created macro.
Ans: Click on View> Macro> View Macros, select the macro name from the Macros
dialog box and choose Run.

Section 5: Short Answer Type Questions

(Unsolved)
1. Describe the use of the Resolve Conflicts dialog box in Excel.
Ans: If the spreadsheet has been opened and modified by another user since you
opened it, there may be come chances that the changes conflict while saving it. In
such situation, the Resolve Conflicts dialog box opens. Here, you must decide which
version of the conflict to keep, by clicking on Accept Mine or Accept Other option.
When all the conflicts are resolved, the document is saved.
2. Explain any two What-If Analysis tools of Excel.
Ans: The ‘What-If’ Analysis tools of Excel allow you to use different sets of values in
one or more formulas to explore all the various results.
 Scenario Manager is an important tool of Excel, which you use to test the
‘What-If’ questions. It enables you to manage and view data from different
input values.
 Goal Seek is another useful data analysis tool of Excel. It is used to set a goal
to find the optimum value for one or more target variables, given with the
certain conditions. It allows you to try different values in the formula to arrive
at a solution for the input value.
3. How do you insert comments in Excel.
Ans: To add a comment, follow the given steps:
 Select the cell on which you wish to apply comment.
 Open the Review tab and choose New Comment.
 The comment box pops-up.
 Enter the comment and click anywhere outside the comment box.
 The cell having comment will show a red dot on its top-right corner.
4. How can you record a macro in Excel?
Ans: Follow these steps to record a simple macro:
© Kips Learning Pvt. Ltd. 2020
  Click on the View > Macros > Record Macro.
 The Record Macro dialog box opens.
 Type a name for the macro. By default, Excel gives the name Macro1.
 Assign a shortcut key to the macro. This key combination will be used to
execute the macro later on.
 Click on OK to start recording the macro.
5. Which application software is used to edit the codes written in macro?
Ans: Visual Basic

Section 6: Long Answer Type Questions (Unsolved)

1. Distinguish between Scenario Manager and Data Table commands of Excel.

Ans: Scenario Manager enables you to manage and view data from different input
values. A scenario is a set of values that you enter in a worksheet to perform
calculations. You can easily create, edit, and format different groups of values (in
form of scenarios), and name them as per your choice. You can create as many
scenarios as you want and then compare them without changing the values,
manually.
Whereas, Data Table is a way to see different results by altering an input cell in
your formula. Instead of creating different scenarios, you can create a data table to
quickly try out the different values for the formulas. You can create a one or two
variable data table.
2. What is Solver? How it is different from Goal Seek in Excel?
Ans: Goal Seek is a useful data analysis tool of Excel. It is used to set a goal to find
the optimum value for one or more target variables, given with the certain
conditions. It allows you to try different values in the formula to arrive at a solution
for the input value. Solver is another What-if Analysis tool. It follows the Goal Seek
method to solve the equations but more elaborately. The only difference between
Goal Seek and Solver is that the Solver deals with equations with multiple unknown
variables. It is the elaborate form of Goal Seek.
3. How do you name a range of cells in Excel?
Ans: To create a named range in Excel, follow the given steps:
 Select the range of cells.
 Click on Data > Define Range.
 The Define Database Range dialog box opens. Specify a name for the
range in the Name field and then click on OK.
4. Why are spreadsheets merged? Also, explain the steps to merge multiple spreadsheets.
Ans: Sometimes, you have different versions of the same spreadsheet, and you want
to view all the changes and comments of all the users in one go. In such a case, the
Compare and Merge Workbook feature of Excel can be used. It is a useful tool that
allows you to compare all the changes made by the different users and merge them
into a single file. It also addresses the users when you accept or reject the changes.
To merge spreadsheet, follow these steps:
 Open a copy of the shared workbook.
 Click on the Compare and Merge Workbooks option on the Quick Access Toolbar.
 The Select Files to Merge into Current Workbook dialog box opens.
 Select another copy of the same shared workbook you want to merge. To
select multiple copies, hold the Ctrl or Shift key on your keyboard while
selecting the file names.
 Click on OK. The changes from each copy of the shared workbook will be
merged into a single copy.
© Kips Learning Pvt. Ltd. 2020
 5. How can you pass arguments to a macro?
Ans: A macro acts as a function. You can pass arguments (values / parameters) to a
macro when you call it. To allow a macro to accept a value, simply type a name for
that value between the parentheses at the top of the macro.

To define a macro with parameters:

Function Function_Name (Optional Parameter1, Optional Parameter2,...) Program

code
FunctionName=Result End
Function

To pass arguments to a macro while calling it in Excel directly by entering the

function name and argument(s) in a cell:

=Function_Name(Parameter1, Parameter2,...)

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 ANSWER KEY (Part B – Unit III)
Ch-10 Concepts of Database Management System
A. Select the correct option.
1. It is a collection of data that is stored in a systematic manner.
a. Database
2. It is a raw and unprocessed form of facts and figures.
b. Data
3. A record in a table refers to ……………………………………………… .
c. A set of related fields
4. What does DBMS stand for?
b. Database Management System
5. Which of the following is not true about the primary key?
c. A primary key field can be NULL.
B. Fill in the blanks.
1. ................................................... occurs when the same piece of data is duplicated unnecessarily in
multiple places in a database.(Data redundancy)
2. A...................................... enables the users to store data in several tables.(Relational model)
3. The primary key field cannot be ...................................... (NULL)
4 ............................................ refers to a combination of two or more attributes (fields) that uniquely
identifies the records in a table.(Composite key)
5 ............................................ means many users can access and modify the shared data at the same
time,without violating the data consistency.(Data concurrency)

C. Answer the following questions.

1. What is a database?
Ans: Database is a collection of data, which is stored in a systematic manner, i.e., in the form
of tables so that one can retrieve and manipulate the information quickly and efficiently from a
large set of data.
2. Distinguish between DBMS and RDBMS.
Ans: The Database Management System (DBMS) is a computerised record keeping system or
a software that enables you to create, store, modify, and extract information from a database.
The Relational Database Management System (RDBMS) is a type of the DBMS software that
uses the Relational Database (RDB) model for its database. A relational model enables the
users to store data in several tables.
3. What are tuples and attributes?
Ans: Tuples: All the rows (consists of a set of related information that belongs to a particular
object) in a table/database are called tuples or records.
Attributes: An attribute is a piece of information about an object. All the columns in a
table/database are called attributes.
4. Describe the primary key.
Ans: A primary key is a set of one of more fields that uniquely identifies each record in a table.
It does not contain any duplicate data. A table can have only one primary key. The value in the
primary key field is different for every tuple and thus helps in uniquely identifying the records.
5. What is a composite key? Give an example.
Ans: A composite key or composite primary key refers to a combination of two or more
attributes (fields) that uniquely identify the records in a table. It may be a candidate key or
primary key. For example, In the Customer table of Dominos database, the CustOrder_ID field
alone cannot become a primary key as many products can be purchased by the same
customer, thus the same customer can have multiple entries. Similarly, column Product_ID
alone cannot become a primary key as the same product can be purchased by different
customers. Hence, composite key is CustOrder_ID and
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 Product_ID, as records can be retrieved uniquely by using both the fields.

CHAPTER-11: Creating and Using

Tables ASSESMENT TIME

A. Select the correct option.

1. Which of the following is not a database
object? b.Handouts
2. The........................... is used to retrieve the information from a database.
Query
3. You cannot enter data in a table in the ....................... View.
Design
4. Which data type will you use to store the date of admission?
b. Date/Time
5. The........................... data type holds numbers with decimals.
a. Number

B. Fill in the blanks.

1. MS Access provides the facility to create ....................... between tables.(Relationship)
2. A field's .......................... determines what type of data can be entered into it.(Data type)
3. A ........................... accepts data from the user and inserts it to the corresponding table or
query.(Form)
4. The.......................... data type stores text and numbers.(Memo)
5 ............................ is a constraint in the table to check that every record in the table is
unique.(Primary
key)

C.Answer the following questions.

1. Describe different database
objects. Ans:
 Tables: Tables store the complete data in a structured manner, in the form of rows and columns.
 Queries: Queries are used to ask questions from the database to retrieve records
or data based on certain criteria.
 Forms: A form has an attractive interface that accepts data from the user and inserts it in
the corresponding table or query. You can also use these forms to update any record in
the table or query.
 Reports: Reports are used to display the selected data in a printable format. These are
used for decision-making and analyzing the data by the organisations.

2. What are data types?

Ans: Every relational database stores the data in a table. Each table consists of fields and
every field has its own set of properties. They describe the characteristics and behavior
of data. The most important property of a field is its data type. A field's data type
determines what type of data can be entered into it. For example, a field whose data type
is 'Number' can only store numeric data and does not allow you to enter text into it.

3. Describe the use of the Text data type.

Ans: The Text datatype in Access is used to store text or a combination of text
and numbers (alphanumeric). It can store up to 255 characters.

4. Distinguish between Datasheet View and Design View.

Ans: In the Design View, you can create a table from scratch by defining the field names
and field types. You cannot enter the data while creating a table in the Design View. In
the Datasheet
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 View, you can enter, edit, or update the data of the created tables. This view does not
allow you to design the table structure from scratch.

5. What is a primary key?

Ans: Primary key is a standard feature of every database management system. It is a
constraint in the table to check that every record in the table is unique. The field that is
designated as the primary key of a table can neither have duplicate data nor can it be
left blank while making a data entry.

CHAPTER-12: Performing Operations on

Tables ASSESMENT TIME

A. Select the correct option.

1. Which of these is used to create a table in MS Access?
b. Table Design View
2. Which of the following property defines a criteria for a field?
a. Validation Rule
3. In the ....................................relationship, a record in a table can have only one matching record in
another table, and vice versa.
a. One-to-One
4 .................................... are links that associate a field in one table with a field in another table.
a. Relationships
5. Which of the following is true about the Referential Integrity?
c. Both a and b

B. Fill in the blanks.

1. Referential Integrity (RI) rule states that a foreign key must have a matching
… ................................. (Primary Key)
2. In ................................... relationship, a record in a table can have only one matching record in
another table, and vice versa.(One-to-One)
3. You cannot implement the .................................... relationship directly between two tables.
(Many-to-Many)
4. A ................................... defines the characteristics of the field.(Field Property)

C.Answer the following questions.

1. What is the use of tables in a database?

Ans: Tables are the easiest way to store, organise, and present a large amount of
information. They are the building blocks of a database. All the data is stored in a database
by using tables. A well- designed table helps the users to retrieve data from a database
easily.

2. How can you sort records of a table in the descending order?

Ans: To sort data in descending order, follow the given steps:

 Open a table and select the field that you want to sort.
 Click on the Home tab and select the Descending option in the Sort
& Filter group.
 The data will be sorted depending on your choice.

3. Describe Referential Integrity.

Ans: Referential Integrity is implemented when the user wants to fetch data from two or
more tables. This is possible only if all the tables have at least one common field. Referential
Integrity (RI)
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is a rule in RDBMS. It states that a foreign key must have a matching primary key, i.e., all its
references must be valid and the users cannot accidentally delete or modify data.

4. List the different types of relationships.

In relational database, there are different types of relationships that can exist between a
given pair of tables. These are listed as follows:
 One-to-One
 One-to-Many
 Many-to-Many

5. Give a real-life example of many-to-many relationship.

Ans: In this type of relationship, records of one table are associated with several
matching records of another table. For example, different customers can buy different
products.

CHAPTER-13: Retrieving Data Using

Queries ASSESMENT TIME

A. Select the correct option.

1. Which of the following row allows you to enter the condition for a query?
b. Criteria
2. Which of the following can be used with wildcard characters?
a. Like
3. The ............................. character retrieves zero or more characters from a field.
b.*
4. What does SQL stand for?
a. Structured Query Language

B. Fill in the blanks.

1. The ............................ guides you to create a query from a selected table.(Query Wizard)
2. In the Query Design View, the ............................. property is used to set multiple criteria in a
query.(OR)
3......................................... are special characters that are used as substitutes for one or more characters in
a string.(Wildcards)
4. A user can create and manipulate database anytime by using the ………………………………
commands.(SQL)

C.Answer the following questions.

1. What is a Query?
Ans: In RDBMS, a query is a database object that enables you to retrieve records from one
or more tables of a database or different databases that meet a specific condition or criteria.
Queries are used to view, change, summarise, and analyse records from the tables. The
information retrieved through a query is stored in a separate table, called the Query Table.

2. What is the difference between the Query Wizard and Query Design View?

Ans: A Query Wizard provides a quick way to create a query. You choose the contents of
a new query either from an existing list of tables or queries. With Query Wizard you can
quickly add the columns you need to add in a new query. On the other hand, in Query
Design, to create query you need to individually, manually choose each column.

3. What is SQL?

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Ans: Structured Query Language (SQL) is the language used in RDBMS for writing queries.
Using SQL, a user can create queries to fetch and manipulate the data of the database.

4. Distinguish between the DDL and DML commands.

Ans: Data manipulation is the process of editing or modifying the data. A user can
manipulate database anytime by using certain DML commands. These commands help in
retrieval, insertion, deletion, and modification of the information present in the database. On
the other hand, the DDL
commands are used to define and modify the structure of a database.

CHAPTER-14: Working with Forms and

Reports ASSESMENT TIME

A. Select the correct option.

1. A ....................... is a convenient and interactive way of entering data.
a. Form
2. The ....................... button is a part of the Record Navigation toolbar.
a. New Record
3.A........................ is an effective way to organise and summarise data from a database for viewing
and printing.
c.Report
4. The........................ is a section in a report that contains the information, which appears on each
page of the report.
a. Report header
5. The........................ section is printed at the end of every page of a report.
a. Page footer

B. Write T for True and F for False.

1. You can add or edit one record at a time in a table using a form. (True)
2. A form cannot have a different name from a table. (False)
3. Data can be inserted, updated, and deleted from a table by using a form. (True)
4. You can print a report only in the landscape form. (False)
5. Page footer is printed at the end of every page. (True)

C.Answer the following questions.

1. What is a form?
Ans: Access provides Forms, which prompt the user to provide information that can be
fed into a database. Forms allow you to add and update data in one record at a time in
a table. Creating forms for your database can make entering data much more
convenient.

2. What is the use of the Form Wizard?

Ans: The Form Wizard is an in-built feature of Microsoft Access. It makes the form creation
easy and fast. You can use it to have more control over a form.

3. Can you change the name of a label? If yes, how?

Ans: Yes, we can change the name of a label in MS Access. To change the properties of
the label, follow the given steps:
 Click on a label to select it.
 Open Property Sheet by clicking on the Property Sheet option in the Tools group of
 the Design tab.
 In the Property Sheet, edit the Caption property by adding a new value.

4. What is the use of a report in Access?

Ans: A report is a summary of your database. It is an effective way to organise and summarise the
© Kips Learning Pvt. Ltd. 2020
data for viewing and printing. It consists of information obtained from tables or queries, and
presented as per the user's requirements. Reports are generally prepared and presented in
hard copy, if you need to share information from your database with someone but do not
want that person to actually work with your database. Reports also provide the facility to
group and sort the items, thus making it much more readable.

5. Distinguish between a from and report.

Ans: A report is a summary of your database. It is an effective way to organise and
summarise the data for viewing and printing. It consists of information obtained from tables
or queries, and presented as per the user's requirements. A form is a printed, or typed
document with blank spaces
for insertion of the required or requested information. Forms allow you to add and update
data in one record at a time in a table.

BRAIN DEVELOPER
SECTION 5: SHORT ANSWER TYPE QUESTIONS (UNSOLVED)

1. What is a tuple and attribute?

Ans: Tuples: Rows are referred to as records. A complete row with identical related
information is referred to as record, which is also called a Tuple.

Attribute: Columns are referred to as fields. A field describes a specific property of a record,
that is why a field is also known as an attribute. An attribute is a piece of information about
an object. relational database model

2. What is a composite primary key?

Ans: A composite key or composite primary key refers to a combination of two or
more attributes (fields) that uniquely identify the records in a table. It may be a
candidate key or primary key.

3. Describe the relational database model.

Ans: A relational model enables the users to store data in several tables. It has the
capability to retrieve data from the different related tables conveniently, to produce the
answers to questions that cannot be answered from individual tables alone. These tables
are related to one another in such a way that whenever there is a need, the data can be
joined by establishing a relationship between tables and information can be accessed
from them at once.

4. What is a data type?

Ans: Every relational database stores the data in a table. Each table consists of fields and
every field has its own set of properties. They describe the characteristics and behaviour of
data. The most important property of a field is its data type. A field's data type determines
what type of data can be entered into it. For example, a field whose data type is 'Number'
can only store numeric data and does not allow you to enter text into it.

5. Describe the Date/time data type.

Ans: The Date/time data type is used to store date or time data. The calculations related to
date or time can be done in this field type.

6. What is the use of Yes/No data type?

Ans: The Yes/No data type It is used at places where the field can have only one possible value -

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Yes/No or True/False.

7. Describe the use of the Table Design View option.

Ans: In the Design View, you can create a table from scratch by defining the
field names and field types. To create the table, click on the Table Design
option
in the Tables group of the Create tab.

8. Give an example of a One-to-One relationship.

Ans: In a one-to-one relationship, a record in a table can have only one matching record in
another table. In a one-to-many relationship, a record of one table is associated with several
matching records in the other. However, a record of the second table is associated with only
one record in the first table.

9. What is the use of Reports in MS Access?

Ans: In MS Access Reports are used to display the selected data in a printable format.
These are used for decision-making and analyzing the data by the organisations.

10. List any two DML commands.

Ans: The two most widely used DML commands are:
Select: This command retrieves data from the table.
Insert: This command inserts data into a table.

SECTION 6: LONG ANSWER TYPE QUESTIONS (UNSOLVED)

1. Describe any four advantages of DBMS.

Ans: Following are the different advantages of adatabase:

a. Enforcement of Data Standards: A database always holds data in a standard format. The
standard may relate to the naming of data, format of data, structure of data, etc.
Standardised data facilitates data interchange or migration between different systems.

b. Data Availability: The data of a database can be available anytime and anywhere.
DBMS enables multiuser access to information that is available remotely and 24 hours a
day, 7 days aweek.

c. Reduced Data Redundancy: Data redundancy occurs when the same piece of data is
duplicated unnecessarily multiple times in a database. The chances of data duplicity are very
high. In the database approach, ideally, all the information is kept at only one place and
shared among the users. There is no need to maintain a separate copy of the same data
over and over again. This capability minimises data duplication and redundancy.

d. Minimised Data Inconsistency: When the redundancy is not controlled, it leads

to data inconsistency. Data inconsistency occurs when the same data exists in
differentformats
in multiple tables. The DBMS reduces data inconsistency by implementing constraints and checks.

2. State the relationship and difference between a primary and foreign key.

Ans: A key plays an important role in relational database. It is used for identifying unique
records (rows or tuples) from a table. It also establishes a relationship among the tables.
Relationships are links that associate a field in one table with a field in another table.
A primary key is a set of one of more fields that uniquely identifies each record in a table. It does
not contain any duplicate data. A table can have only one primary key. The value in the primary
key field is different for every tuple and thus helps in uniquely identifying the records. A foreign key
is a field or set of fields that is used to establish a relation between the two tables. In other words,
it consists of one or more fields whose value matches with a primary key in another table.
Basically, a foreign key in one table is used to point at a primary key in another table. It acts as a
cross-reference between the tables. For maintaining the cross-reference, it makes use of the
primary key.

3. How can you create a blank database?

Ans: To create a database in MS Access, follow the given steps:
a. Open Microsoft Access. You will get the Backstage View of Access.
b. Click on the Blank database option under the Available Templates category.
The Blank database task pane appears on the right side that prompts you to
create afile.
c. Specify the file name in the File Name text box.
d. Click on the Create button.

4. What are tables? List the different ways available in MS Access to create tables.
Ans: Tables store the complete data in a structured manner, in the form of rows and
columns. Every table has a finite number of columns but it can have infinite rows.
Tables are the basic building blocks of a database. Data is stored in it by using
tables.

You can create tables in an existing database by any of the following methods:
a. Using Design View: In the Design View, you can create a table from
scratch by defining the field names and field types.
b. Using Datasheet View: In the Datasheet View, you can enter, edit, or update
the data of the created tables. This view does not allow you to design the
table structure from scratch.

5. What is SQL? Discuss any two DDL and DML commands with their syntax.
Ans: Structured Query Language (SQL) is the language used in RDBMS for writing
queries. Using SQL, a user can create queries to fetch and manipulate data from the
database.

The two popular DDL and DML commands are:

a. The Select command is a DML command. The Select statement is used to retrieve
multiple records from one or more tables of a database. It is the most commonly
used DML command.

Syntax: SELECT * FROM Table_name;

The DROP TABLE COMMAND is a DDL command. The DROP TABLE command is
used for removing an existing table from a database.
Syntax: DROP TABLE Table_name;