Unit-4

Office tools
Important questions for exam point of view.

1.Write the functions of MS Office Tools?

Ans: we can list the functions of office tools as follows:

1) Organize files
2) Calculate and analyze data
3) Store, access, manipulate or delete specific data
4) Design graphics and animations
5) Make slideshows
6) Edit pictures and videos
7) Maintain attendance records
8) Manage records of school, library, railway, etc.

2. Explain various types of MS office tools?

Ans: Different types of office tools are as follows:

1.Word Processor Tool: This software deals with text documents. It helps to create, format,
manipulate, and save text files. Example: MS-Word, WordPad, WordPerfect, Google Docs,
LibreOffice .

2.Presentation Tool: This tool helps the user to break the information into small parts called
slides. Example: MS-PowerPoint, Lotus Freelance, Google Slides, LibreOffice Impress.

3.Spreadsheet Tool: This software contains the data in the form of rows and columns. The
intersection of a row and column is a cell. They store the data and have various formulas
which in turn helps to analyze, calculate, and draw conclusions from data. Example MS-
Excel, Google Sheets, LibreOffice Calc, Gnumeric

4.Database Management Systems: A database management system is a tool that is used

to store, search, extract, or delete information from a database. MySQL, PostgreSQL, Oracle
Database, Microsoft Access, MS-Access.

3. Write short note on Writer?

Writer is the word processor component of OpenOffice.org (OOo). In addition to theusual

features of a word processor. Writer provides these important features:
• Templates and styles

• Page-layout methods, including frames, columns, and tables

• Embedding or linking of graphics, spreadsheets, and otherobjects

• Built-in drawing tools

• Master documents—to group a collection of documents into a single

Document

• Change tracking during revisions

• Database integration, including a bibliography database

• Export to PDF, including bookmarks

4.Write short note on LibreOffice/OpenOffice?

Ans: LibreOffice is a freely available, fully-featured office productivity suite. Its native file
format is Open Document Format (ODF), an open standard format that is being adopted by
governments worldwide. LibreOffice can also open and save documents in many other
formats, including those used by several versions of Microsoft Office.LibreOffice includes the
following components.

• Writer (word processor)

• Calc (spreadsheet)
• Impress (presentations)
• Draw (vector graphics)
• Base (database)
• Math (formula editor)

5.Write the advantages of LibreOffice/OpenOffice?

Ans: Advantages of LibreOffice are:-

1) No licensing fees. LibreOffice is free for anyone to use and distribute at no cost.
2) Open source. You can distribute, copy, and modify the software as much as you wish,
in accordance with the LibreOffice Open Source licenses.
3) Cross-platform: LibreOffice runs on several hardware architectures and under
multiple operating systems, such as Microsoft Windows, macOS, and Linux.
4) Extensive language support: The LibreOffice user interface, including spelling,
hyphenation, and thesaurus dictionaries, is available in over 100 languages.
 5) Consistent user interface: All the components have a similar “look and feel”, making
them easy to use and master.

6.Write advantages and disadvantages of linking of Image file?

Linking an image has two advantages and one disadvantage:

Advantage

• Linking can reduce the size of the document when it is saved,

Because the image file itself is not included.

• You can modify the image file separately without changing the

Document

Disadvantage

If you send the document to someone else, or move it to a

Different computer, you must also send the image files, or the receiver will

Not be able to see the linked images. You need to keep track of the location

Of the images and make sure the recipient knows where to put them on

Another machine, so the Writer document can find them.

7. Write short note on open office impress ?

Ans: Impress is OpenOffice. Org’s presentations (slide show) module. You can create slides
using Impress. It contains different elements like text, bulleted and numbered lists, tables,
charts, clip art and a range of graphic objects. Impress has access to the spelling checker
and thesaurus. Also, it comes with pre-packaged text styles, background styles with online
help.

8. Write the steps to create the presentations Using open office impress?

Ans: we can create a presentation by any one of the following methods .

1. By selecting an Empty presentation

2. By selecting From template
3. By selecting from Open existing presentation

There are following step involved in creating presentation by using Empty presentation.
 • Create a blank presentation from the presentation wizard pop up by clicking
the “Empty Presentation” radio button
• Click on “create” button
• A new blank presentation is created

9. Explain how hyperlinks can be inserted using Open office writer?

Ans: You can insert hyperlinks using the Hyperlink dialog. To turn existing text into a link,
highlight it before opening the Hyperlink dialog. Select Insert > Hyperlink from the menu bar.

Hyperlink dialog showing details for Internet links.

On the left hand side, select one of the four types of hyperlink:

Internet: a web address, normally starting with http://

Mail & News: for example an email address.

Document: the hyperlink points to another document or to another place in the

presentation.

New document: the hyperlink creates a new document

10. What do you mean by alignment of text? How many types of alignments are available
in Writer?

Answer: The alignment of text means how text is placed on the screen with respect to the
margins. There

are four types of alignment.

They are left, right, center and justify alignment.

11. What do you mean by indentation in a document? List the two types of indentation.

Answer: Indentation refers to the distance of text or paragraph from either the right or the left
margin.

The two types of indentation are:

Decrease Indent – This option moves the text towards the left margin of the document by a
certain amount. Increase Indent – This option moves the text towards the right margin
of the document by a certain Amount..

12. Differentiate between a bulleted list and a numbered list.

Answer:
 1. A bulleted list is used for typing unordered lists where items in the list are not in a
Sequence.
2. A numbered list is used for ordered lists where the sequence of the items is
important.

13.List the types of data that can be entered in the calc.

Ans: Data that can be entered in a calc can be of following types:

• Text
• Numbers
• Formula

14. Mention the keyboard keys to perform the following in OpenOffice Calc.

(a) Go to the next column

Ans: Tab

(b) Go to next row

Ans: Enter

(C )Enter a new line in the same column.

Ans: Ctrl + Enter

15.What is a spreadsheet? List its uses.

Answer: A spreadsheet application is in the form of a grid or a table that organizes data into
rows and columns. It is used to analyze and make projections using the numeric data. A
spreadsheet application is generally used for the following –

• Enter data
• Edit data
• Format data
• Perform calculation on the data
• Present data in graphical form

16.Which feature of Open-Office Calc should be used for the following?

(a) To display the content in multiple lines in the same cell when it exceeds the width of
the cell.
Ans: Warp Text

(b) To display a series of values such as Monday, Tuesday and so on. In a selected range
of cells.

Ans: Autofill

17.Explain workbook and worksheet.

Ans:

Workbook:

In calc workbook is a file that contains many worksheets, that you can use to organize
various kinds of related information. By default, workbook contains three worksheets
namely ‗sheet 1‘, ‗sheet 2‘, and ‗sheet 3‘.

Worksheet:

In calc worksheet is a single spreadsheet that contains cell, rows and columns. A worksheet
begins with row number ‗1‘ and column A. Each cell can contain a number, text or formula.

18.What’s the maximum number of rows and cells for a spreadsheet file?

Ans:The limitations of Apache OpenOffice Calc are

• maximum number of rows: 1,048,576

• maximum number of columns: 1,024
• maximum number of sheets: 256

19. How do I protect cells in my spreadsheet?

Cell protection is active for all cells by default. If only certain cells are to be protected, this
setting must Be turned off.

To exclude cells from the protection:

1. Select the cells to be excluded from protection

Hold down the Ctrl key while clicking on non-adjacent cells to highlight the ones that are to
be protected.

If you only want to protect a small number of cells, it may be easier to clear the protection
for all cells and the re-activate protection for the appropriate cells. For this, select the entire
Spreadsheet: press CTRL + A or click on the little gray box above row 1 and to the left Of
column A.

2. Select Format → Cells from the main menu

3. Click on the Cell Protection tab
4. Clear the check mark for the Protected option
5. Click OK

Initially, however, the protection is not activated. To activate the protection:

• Select Tools → Protect Document → Sheet to protect the current sheet only
• Select Tools → Protect Document → Document to protect all sheets in the current
document

20.How can I rename a sheet?

Ans:

• Right-click the sheet tab you wish to rename and select Rename Sheet from the
popup menu, or
• Select Format → Sheet → Rename from the main menu, or
• Double-click the sheet to rename it

21.How can I change the order of sheets in my spreadsheet?

Ans:You can move a sheet to a different position, click and hold the sheet tab at the bottom
of the screen With the mouse and drag it to its new position.

You can also move sheets (even across different documents) using the menu:

1. Right-click the sheet you want to move and select Move/Copy Sheet… from the pop-
up Menu, or

Select Edit → Sheet → Move/Copy from the main menu.

2. Specify the new position of the sheet in the dialog.

You can even move the sheet to a different document that is opened in Calc.

3. Click OK .

22.How can I see the row and column captions as I scroll through a sheet that is larger
than my display?

Ans There are two ways to obtain this result:

Mode 1 (with a single row or column caption): Freeze the caption.

1. Click on the cell just below and to the right of the row and column that will contain
your caption.
2. Select Window → Freeze from the main menu.

If you have either row captions or column labels, you can create a cross freezing by clicking
on the uppermost left side cell that does not contain a caption. For example, in a sheet with
single row and column captions, choose the B2 cell. The position of all cells above and to
the left of the cell where the Freeze was activated will be frozen.

Mode 2 (with multiple row or column captions): Split the sheet.

1. Click on the cell just below and to the right of the row and column that you want to
contain your caption.
2. Select Window → Split from the main menu.

The sheet window will be split. The result is different from Mode 1 because you can scroll all
sections of the split window, showing the caption according to your needs.

There is another (almost hidden) way to split a sheet window:

At the top of the right scroll bar and at the right of the bottom one, you can see little black
lines. When the mouse is over one of these zones, the mouse pointer changes into a dragging
icon.

1. When this icon shows, click and hold down the left mouse button to display a
borderline in the grid of cells.
2. With the mouse, drag the line on the grid to the row or column that will contain your
caption.
3. Release the mousebutton. The sheet will be split at this border.

23.How can I use cells from different Calc files?

Ans:

1. Open the source file

2. Select the cells and press CTRL + C to copy them to the clipboard
3. Open the target file
4. Select a target cell and select Edit → Paste Special from the main menu
5. Check the Link box in the Options section

The inserted data are now linked to the original document. Whenever the data changes in
the source document this will be reflected in the target document.