SRI KAILASH WOMEN’S COLLEGE, THALAIVASAL

DEPARTMENT OF IT

PAPER NAME:OFFICE

AUTOMATION PAPER

CODE:23UITS01

SEMESTER III
 UNIT-I

Introductory concepts: Memory unit– CPU-Input Devices: Key board, Mouse and
Scanner.Outputdevices:Monitor,Printer.IntroductiontoOperatingsystems &its
features:DOS–UNIX–Windows. Introduction to Programming Languages

UNIT-II
Word Processing: Open, Save and close word document; Editing text – tools, formatting,
bullets;SpellChecker - Document formatting – Paragraph alignment, indentation, headers
andfooters,numbering;printing–Preview,options,merge.

UNIT-III
Spreadsheets:Excel– opening,entering text an data,formatting,navigating;Formulas–
entering,handlingand copying;Charts–creating,formatting and
printing,analysistables,preparationoffinancialstatements,introduction to data analytics.

UNIT-IV
Database Concepts: The concept of data base management system; Data field, records,
and files,Sorting and indexing data; Searching records. Designing queries, and reports;
Linking ofdatafiles; Understanding Programming environment in DBMS; Developing
menu drive applications in query language(MS–Access).

UNIT-V
Power point: Introduction to Power point - Features – Understanding slide
typecasting &viewingslides – creating slide shows. Applying special object –
including objects & pictures – Slide transition–Animation effects,audio
inclusion,timers.
Textbooks

Peter Norton, “Introduction to Computers” –Tata McGraw-Hill.

Reference Books

Jennifer Ackerman Kettel, Guy Hat-Davis, Curt Simmons, “Microsoft

2003”, TataMcGraw- Hill.
 UNIT-I
Introduction to Computers:

Meaning of a Computer:
 Computer is a machine that can solve problems by accepting data performing certain
operations andpresenting the results of those operations under the direction of detailed step- by-
step instructions.
 Such a set of sequenced instructions, which cause a computer to perform particular operations,
iscalled a program.
 The term computer has been derived from theword “COMPUTE” which means calculate.

Definition of a computer

 Computer is an electronic device, used for performing calculations and controllingoperations that
be either expressed in logical or numerical terms.

 It stores and process data in binary form according to instructions given to it in avariable program.

 Computer need to be told exactly what to do and how to do to accomplish a task

 It is a combination of hardware and software.
 Software is the set of instructions given to the computer to perform a task.
 The physical parts that make up computer are called hardware, whichare made of circuits and transistors

The three main operations of computer are

1. Takes in data and instructions (input)

2. works with the data (processing)
3. puts out information (output)
Characteristics of a Computer:

The following are the main characteristics of a computer-

1. Speed: Computer is able to process the data and give the output in fractions of seconds
such that required information is available to the user on time and hence enables him to
take right decisions at the right time.

2. Accuracy:Computer is error free. There is no scope for inaccuracy in the results given by the
computer. Incorrect calculations, errors, mistake do not take place in a computer system.

3. Reliable:
Today, computer is extensively used because of their reliability. The output
generated by the computer is very reliable to the extent that the input is reliable.

4. Storage capacity: Another important characteristic of a computer is that it has brain of its
own with brilliant memory. It can accept and store any information for a long time. It stores
large amount of data and can recall information instantly .The main memory of the computer
is relatively small and holds certain amount of information. Therefore the data is stored in
secondary memory

5. Versatile:The computer performs three basic operations. It accepts information from the
user; secondly it performs the basic arithmetic operations and logical operations and
finally generates the desired output in the desired form.

6. Automatic (Programmable): Computer is a device, which is more than a calculator.

Once instructions are given to the system it works automatically without any human
intervention until the completion of program until it meets logical instruction to terminate
the job.

7. Diligent: A computer is a device, which is indefatigable (untiring) and therefore does

not feel tired nor gets distracted like a human being. All the instructions are performed at
same speed and accuracy

8. Recreation:In recent years, computers were used mainly for entertainment and
amusement, like computer games and other programs, computer animation gives life and
movement to inanimate objects. Multimedia too helped in popularizing the use of computers.

9. Networking capacity: A computer can be connected with other computers. This feature of
connectivity with other computers leads to the evolution of computer networking.

10. Compactness: Now-a-day’s size of computers has decreased o lot due to increased technology. The
laptop and Notebook computers can be taken outside.
Elements of a Computer:

A computer consists of three basic elements/components such as hardware, software

and memory.

Hardware:

 The physical devices that make up a computer are referred to as hardware.

 It includes the tangible aspects of computers and can be touched such as mouse,
printers, monitor, microphone, scanner etc.
 Hardware is usually used for input and output purposes. It takes instructionsfrom the user
from input devices such as mouse, key board etc and displays the output (after
processing) on the other hardware devices such as monitor, LCDs, scanner, printers etc.

Software:

 The software of the computer includes operating system which executes allthe
programs and instructions given by the user.
 The computer software itself is categorized into two
SOFTWARE

SYSTEM SOFTWARE APPLICATION SOFTWARE

System Software

 It is collection of programs designed to operate, control, and extend the processing

capabilities of the computer itself.

 System software are generally prepared by computer manufactures. These software

products comprise of programs written in low-level languages which interact with
the hardware at a very basic level.

 System software serves as the interface between hardware and the end users.

 Includes the software execution by the computer itself such as Windows and DOS.
 Application Software

Application software products are designed to satisfy a particular need of a particular

Environment.

Application software may consist of a single program, such as a Microsoft's notepad for writing and
editing simple text.

It may also consist of a collection of programs, often called a software package, which work
together to accomplish a task, such as a spreadsheet package.

Memory:

 The memory of the computer can also be categorized under hardware but sometimes it is
considered as a separate element of the computer system.

 Memory allows the user to store the data and processes performed by the computer.

Memory is divided mainly into RAM, ROM and secondary storage devices.

 All these components are essential for the effective functioning of computer system
Central Processing Unit (CPU).

Central Processing Unit (CPU)

 The full form of CPU is Central Processing Unit . It is a brain of the computer. All types of data
processing operations and all the important functions of a computer are performed by the CPU.
 It helps input and output devices to communicate with each other and perform their respective
operations. It also stores data which is input, intermediate results in between processing, and
instructions.

Different Parts of CPU

Now, the CPU consists of 3 major units, which are:
1. Memory or Storage Unit
2. Control Unit
3. ALU(Arithmetic Logic Unit)
Let us now look at the block diagram of the computer:

Here, in this diagram, the three major components are also shown. So, let us discuss these major components:
 Memory or Storage Unit
 As the name suggests this unit can store instructions, data, and intermediate results. The memory unit is
responsible for transferring information to other units of the computer when needed.
 It is also known as an internal storage unit or the main memory or the primary storage or Random
Access Memory (RAM) as all these are storage devices.
 Its size affects speed, power, and performance. There are two types of memory in the computer, which
are primary memory and secondary memory.
Some main functions of memory units are listed below:
 Data and instructions are stored in memory units which are required for processing.
 It also stores the intermediate results of any calculation or task when they are in process.
 The final results of processing are stored in the memory units before these results are released to an output
device for giving the output to the user.
 All sorts of inputs and outputs are transmitted through the memory unit.
Control Unit
 As the name suggests, a control unit controls the operations of all parts of the computer but it does
not carry out any data processing operations. For executing already stored instructions, It instructs the
computer by using the electrical signals to instruct the computer system.
 It takes instructions from the memory unit and then decodes the instructions after that it executes
those instructions. So, it controls the functioning of the computer. It’s main task is to maintain the
flow of information across the processor.
Some main functions of the control unit are listed below:
 Controlling of data and transfer of data and instructions is done by the control unit among other parts of
the computer.
 The control unit is responsible for managing all the units of the computer.
 The main task of the control unit is to obtain the instructions or data which is input from the memory unit,
interprets them, and then directs the operation of the computer according to that.
 The control unit is responsible for communication with Input and output devices for the transfer of data or
results from memory.
 The control unit is not responsible for the processing of data or storing data.

ALU (Arithmetic Logic Unit)

ALU (Arithmetic Logic Unit) is responsible for performing arithmetic and logical functions or operations. It
consists of two subsections, which are:
 Arithmetic Section
 Logic Section
Now, let us know about these subsections:
Arithmetic Section:
 By arithmetic operations, we mean operations like addition, subtraction, multiplication, and division,
and all these operation and functions are performed by ALU. Also, all the complex operations are
done by making repetitive use of the mentioned operations by ALU.
Logic Section:
 By Logical operations, we mean operations or functions like selecting, comparing, matching, and
merging the data, and all these are performed by ALU.
Note: CPU may contain more than one ALU and it can be used for maintaining timers that help run the
computer system.

MEMORY

The memory is that part of the computer where programs and data are stored. There are
two types of memory:
1. Primary Memory
2. Secondary Memory
 MEMORY

PRIMARY MEMORY SECONDARY MEMORY

MAGNE
RAM ROM CACHE REGISTER MAGNE OPTI
TIC TIC CAL
DISK TAPES DISK

PRIMARY MEMORY (MAIN MEMORY):

o Primary memory holds only those data and instructions on which computer is
currentlyworking.

o It has limited capacity and data is lost when power is switched off. It is
generally made upf semiconductor device. These memories are not as fast as
registers.

o The data and instruction required to be processed reside in main memory.

 Primary storage or main memory stores three types of information for very brief
periods of time:

 Data to be processed by the CPU.

 Instructions for the CPU as to how to process the data.
 Operating system programs that manage various aspects of the computer’s operation.

There are four main types of primary storage

1. Random access memory (RAM)
2. Read-only memory (ROM).
3. Cache memory and
4. Register

Random Access Memory(RAM):

This is that part of primary storage where data and program instructions are held
temporarily while being manipulated and executed.

It is called Random Access Memory because any of the locations on a chip can be
randomly selected and used to directly store and retrieve data and instructions.

RAM is volatile i.e. it is depends on a steady supply of electricity and when the power isshut off,
everything stored is lost.

Access time in RAM is independent of the address i.e., each storage location inside the
memory is as easy to reach as other locations and takes the same amount of time.

Data in the RAM can be accessed randomly but it is very expensive.

RAM chip may be classified as:

Static RAM chip: It also provides volatile storage, but as long as it is supplied with power, it
needs no special regenerator circuits to retain the stored data.

Static RAM chips are more complicated and take up more space than dynamic RAM chips.
Therefore, static RAMs are used in specialized applications while dynamic RAMs are used in
primary storage section.

Other types of RAM

are:  SDRAM (Synchronous Dynamic RAM)
 DDR (Double Data Rate SDRAM)
 Rambus DRAM (RDRAM)
Dynamic RAM chip (DRAM)

DRAM, unlike SRAM, must be continually refreshed inorder to maintain the data. This
is done by placing the memory on a refresh circuit that rewrites the data several hundred
times per second.
DRAM is used for most system memory because it is cheap and small.

Read Only Memory (ROM):

 Read only memory chip contains the stored data when the supply is cut. So, unlike RAM chips,
ROM chips are non-volatile.

 ROM chip may contain micro program control instructions that cause the machine to perform
certain information such as starting the computer or instructions to the Operating System.

 ROM chip can only read. It doesn’t accept any input data on instructions from user. The actual
contents are set by the manufacturers andthey are unchanged and permanent.

 ROM chips are not only used in the computer but also in other electronic items like washing
machine and microwave oven. ROM is mainly of three types:

Programmable read only memory (PROM)

 Allows a chip to be programmed by the user for converting critical and lengthy
operations into micro programs that are fused into a chip.

 The user buys a blank PROM and enters the desired contents using a PROM program.
 Inside the PROM chip there are small fuses which are burnt open during programming.

 It can be programmed only once and is not erasable. Once they are in a hardware form,
they can be executed at a very high speed and can’t be altered.

Erasable PROM (EPROM)

The EPROM chip has a small window on top allowing it to be erased by exposing it to
ultra-violet light for duration of up to 40 minutes.

After reprogramming the window is covered to prevent new contents being erased

Electrically Erasable PROM (EEPROM)

It can be erased and reprogrammed about ten thousand times. Both erasing and
programming take about 4 to 10 ms (milli second).

In EEPROM, any location can be selectively erased and programmed. EEPROMs can
be erased one byte at a time, rather than erasing the entire chip.

Hence, the process of re-programming is flexible but slow.

Cache Memory:

Cache memory is typically integrated

directly with the CPU chip or placed
on a separate chip.

Many processors also have built-in

specialized storage elements that are used for
specific processing and control purposes.

A computer microprocessor can access

more quickly than it can access regular RAM.

The basic purpose of cache memory is to store program instructions that are frequentlyre-
referenced by software during operation.

Fast access to these instructions increases the overall speed of the software program.

One element used during processing operations is a high speed Buffer Memory (cache memory),
which is both fast and expensive, as compared to primary storage.

It is a small amount of memory typically of 256 or 512 kilobytes.

L1 and L2 are levels of cache memory in a computer.

L1 is "level-1" cache memory, usually built onto the microprocessor chip itself.

L2 (that is, level-2) cache memory is on a separate chip that can be accessed more quickly
than the larger "main" memory.

Registers

Registers are a special high-speed storage area within the CPU. All data must be represented in a
register before it can be processed.

For example, if two numbers are to be multiplied,The number of registers that a CPU has and
the size of each (number of bits) help determine the power and speed of a CPU.

For example a 32-bit CPU is one in which each register is 32 bits wide. Therefore, each CPU
instruction can manipulate 32 bits of data.
SECONDARY MEMORY:

Secondary (Auxiliary) storage is the non-volatile memory that is stored externally to the
computer.

A secondary medium usually used for the storage of large amount of data for permanent
or long-term storage of data or programs.

While the secondary media can hold much more data than primary storage, access to the data is
slower.

Capacity: A simple diskette for a personal computer holds the equivalent of 500 printed
pages, or one book. An optical disk can hold the equivalent of approximately 400 books.

Reliability: Data in secondary storage is basically safe, since secondary storage is physically
reliable. Also, it is more difficult for unscrupulous people to tamper with data on disk than
data stored on paper in a file cabinet.

Convenience: With the help of a computer, authorized people can locate and access data
quickly. Different secondary storage media can be ranked according to the following
criteria:

Retrieval speed - The access time of a storage device is the time it takes to locate and retrieve
the stored data. A fast access time is preferable for any storage media.

Storage capacity- A device’s storage capacity is the ability to store data. A large storage
capacity is desired.

Cost per bit of capacity- Low cost is preferred. Secondary storage media with all sizes of computers
can be broadly categorized into:

1. Magnetic tape.
2. Magnetic disk.
3. Optical disk.

Magnetic tape:

Magnetic tape is a one-half or one-fourth inch ribbon of Mylar (a plastic like material) coated with a
thin layer of iron-oxide material.

It is a medium that is often selected to store large files that are sequentially accessed and processed.
Its data density (the number of characters that can be stored in a given physical space) is high and its
transfer rate (the speed with which data can be copied into processor storage) is fast.
Magnetic disk:

A magnetic disk is a Mylar or metallic platter on which electronic data are stored. Unlike
magnetic tapes, data on magnetic disks can also be read randomly.

The data are recorded as tiny invisible magnetic spots on its iron oxide coating.

It consists of two or more metal platters mounted on central spindle like a stack.

Each platter is covered with a magnetic coating, and the entire unit is encased in a sealed
chamber.

The access time for data stored on a magnetic disk is determined by two factors:

 The seek time i.e. the time required for positioning read/write headover the proper
track.

 The search time i.e. the time requiredfor spinning the

required data under the head.

Magnetic disks come in various sizes. They can be portable

or permanently mounted in their storage devices, disk drives.
They can be made of rigid metal (Hard Disks) or flexible
plastic (Floppy Diskettes).

Optical Technology:

Optical technology involves the use of laser beams highly concentrated beams of light.
It comes in the form of Optical laser disk, Optical card and Optical tape.

Optical Laser Disk: A common version of the optical disk is the

CD- ROM (compact disk, read–only memory). While not suited to
applications where data changes, they are very convenient for storing data
that remains constant.

CD-ROM [Compact Disc Read Only Memory] is a Compact Disc

contains data accessible by a computer.
INPUT AND OUTPUT DEVICES:

INPUT: Input is the process of entering and translating incoming data in machine- readable
form. The data to be entered are often referred as input. Input process involves data
preparation, processing and accuracy checks.

There are two types of input device: manual and automatic.

A Manual Input Device requires a human hand to control i.e. (Mouse, Keyboard, Scanner,
Camera, track ball, joystick, and Graphics tablet.)

An Automatic Input Device inputs data without the need for human intervention (once the
device has been set up), e.g. MICR, OMR, barcode reader, webcam, microphone.

OUTPUT: The result of processing is also often referred as output.

Output that can be understood by humans can be in the form two types: Hard copy &Soft
copy.

Hard Copy is the output on paper and can be read immediately or stored and read later.
This is a relatively stable and permanent form of output.

Soft Copy is usually a screen-displayed output. It is a transient form of output and is lost
when the computer is turned off.
INPUT DEVICES:

An input device is a peripheral device through which data are entered and transformed
into machine-readable form.
Let us have a look at various input devices available.

Keyboards

Standard keyboard is the most common and familiar input

device. A typical computer keyboard contains all letters, numbers,
symbols of a regular typewriter, plus other keys.
Keyboards are of two sizes 84 keys or 101/102 keys, but now keyboards with 104 keys or 108 keys
are also available for Windows and Internet.

S.No. Keys Description

These keys include the letter keys (A-Z) and digits keys (0-9)
1 Typing Keys
which generally give same layout as that of typewriters.
It is used to enter numeric data or cursor movement.
2 Numeric Keypad Generally, it consists of a set of 17 keys that are laid out in
the same configuration used by most adding machine and
calculators.
The twelve functions keys are present on the keyboard. These
3 Function Keys are arranged in a row along the top of the keyboard. Each
function key has unique meaning and is used for some
specific purpose.
These keys provide cursor and screen control. It includes four
4 Control keys directional arrow key. Control keys also include Home, End,
Insert, Delete, Page Up, Page Down, Control(Ctrl),
Alternate(Alt), Escape(Esc).
Keyboard also contains some special purpose keys such as
5 Special Purpose Keys Enter, Shift, Caps Lock, Num Lock, Space bar, Tab, and
Print Screen.

Every key on the keyboard underneath it consists of a tiny chip called as keyboard
controller, when a key is pressed the controller places the code into the part of the memory
called keyboard buffer.

The buffer temporarily holds the data till it is processed. The signal the keyboard sends to
the computer is called as interrupt.

The keyboard sends an interrupt request to the system software and the data is processed.
Mouse

A mouse is a pointing device. It usually contains one or three buttons: as the user rolls it
on a flat surface, the mouse controls cursor movement on the screen.
When the user presses one of the buttons, the mouse either marks a place on the screen
or makes selections from data on the screen.
It can be used for many applications ranging from games to designing products with
graphics. It can be used as an alternative to keyboard or it can be used in combination with a
keyboard to enhance input operations.

Advantages:

 Easy to use
 Not very expensive
 Moves the cursor faster than the arrow keys of keyboard.

Scanners

Optical Recognition when a device scans a printed surface and translates the image the
scanner sees into a machine-readable format that is understandable by the computer.

Optical Recognition can be of the following types

Optical Mark Recognition (OMR)

It uses mark sensing to scan and translate, based on its location,

which is a series of pen or pencil marks into a computer readable form.
For instance, the objective type multiple choice question paper we get in
the bank recruitment exam.

A computerized optical mark reader scores the tests by identifying

the position of the mark

Optical Bar Recognition (OBR)

This is slightly more sophisticated type of optical recognition. An optical

bar reader recognizes and interprets bar codes or product codes which are
arranged to represent data, such as the name of the manufacturer, and the type
of the product etc.

on the basis of the width of the lines. A scanner reads the bar code, and
the computer then matches the price and product.

Optical character recognition (OCR)

 This is most sophisticated type of optical recognition. An optical card
reader works in much the same way as a human eye.

It recognizes specially shaped numerical and alphabetic characters.

MICR (MAGNETIC INK CHARACTER RECOGNITION)

 MICR systems use special ink which can be magnetized, to print characters that canthen be read
and decoded by special magnetic devices.
 The common E13B font is used to write these special kinds of cheques.
 E13B font contains 0-9 numbers & 4 symbols.
 Detection of characters is a two step process.
 First MICR Reader-Sorter reads the data on cheques & sorts the cheques fordistribution for
further processing.
 The reading station is used to sense and identify the magnetic characters as theypass through.
Magnetized characters are read by the head. E.g. MICR is used in Banks to cheques the MICR systems
WHAT IS OUTPUT DEVICE
 The output devices are the devices which are used to display the resultgenerated by the
computer system.
 Monitor, printer, plotter, speaker are the example of output devices.
MONITER
The monitor is the common output device mostly used It is a softcopy outputdevice.
It can be thought of as a high resolution TV set.
The monitor can also determine if the display will be colour, black and white, orinclude graphical objects
(pictures).
Two types of monitors are used.
CRT monitors.
Non CRT
monitors.
RT monitors
Most computer monitors are based on Cathode Ray Tube (CRT) technology.
The basic operation of these tubes is similar to that in television sets.
In CRT display CRT is a specialised vacuum tube in which images are producedwhen electron beam
strikes a phosphor surface.
CRT monitor contains cathode, control grid, acceleration anode, deflection plates& phosphor coated screen.
Cathode: the cathode is heated by filament and produced high speed & largeamount of electrons.
Control Grid: used to control the brightness of the screen. It controls the numberof electrons.
Accelerating anodes: they are with focusing lens are applied with positiveelectrons.
Horizontal deflection plate: moves electron side by side.
Vertical deflection: moves electrons up & down.
Screen: contains millions of tiny red, green, blue phosphor dot that glow whenstruck by electron beam that
travels across screen to create a visible image.

NON CRT DISPLAY.

1. LCD(Liquid Crystal Display)

In LCD, a liquid crystalline material is sandwiched between two glass or a plasticplates.
The front plate is transparent and the back plate is reflective.
 There is a coating of thin film on the front plate.
The coating is transparent and conductive. Its sections (segments) are in theshape of desired characters.
LCDs do not emit their own light. Therefore, a light source is to be used.
LCDs simply change the reflection of available light. Today, most LCDs used areof the type that produces
dark images on a silver background.
2. PDP (Plasma Displays Panel) OR LED
 In Plasma Displays, ionized gas is sandwiched between two glass plates.
 A number of parallel wires run horizontally as well as vertically.
 A small amount of current is passed through one horizontal and one vertical wireto cause the gas to glow at
a spot at the intersection of the wires.
 The IBM 581 display employs 960 horizontal and 768 vertical pixel as comparedto IBM-PC colour
graphic adapter which is provided with 320 X 200 pixels in medium resolution and 640 X 200 in high
resolution. Printer
The printer is a most commonly used output device.
It is used to producing the hard copy output.
It prints characters, symbols & graphics on the paper.
Printer can be categorised according to the technology used in printer, speed,and approach of
printing, colours, language & the quality of printing.
ainly printer can be classified in two types:
Impact printer
Non impact
printer
IMPACT PRINTER:
 It works on the same mechanism of type-writer.
 It forms a character or image by striking mechanism such as hammer or wheelagainst to ink
ribbon, leaving an image on paper.
 It is oldest technology and still is in used.
 It can capable to print single character or line at the same time.
 Commonly types of impact printers are dot matrix, daisy wheel, chain, drumprinter.
Imapact printer has two types:
1. character printer
2. Line printer
1.CHARACTER PRINTER
1. Dot matrix printer:
 Character printer.
 Capable to print single character at the same time.
 Forms characters & images as a pattern of dots.
 Contains a print head which moves horizontally across paper.
 Uses 5 × 7 matrix to form a character.
 Print by hammering the pins on inked ribbon to leave ink impressions on thepaper.
 Able to print 30 to 600 characters per second.
2. DAISY WHEEL PRINTER:
 Character printer.
 Able to print a single character at the same time.
 Contain a metal wheel on which the characters & numbers are raised on the eachpetal.
 The wheel is rotated very fast when the desired characters arrives at correctposition a print
hammer strike to produce output.
 Different type of font face can be used by replacing the daisy wheel.
 Able to print bold letter by striking on specific characters twice or thrice.
 Capable to print 10 to 50 characters per second.
INE PRINTER
1.DRUM PRINTER:
 It’s a line printer.
 Able to print a line at the same time.
 Consist of a solid cylindrical drum with characters embossed on it in circularband.
 Each band consists of character set which contains 96 characters.
 Drum rotates fastly when desired characters arrives an appropriate hammerstike on ribbon & character
is print on paper.
 Capable to print 300 to 2000 lines per minute.
. CHANIN PRINTER:
 It’s a line printer.
 Able to print a line at the same time.
 Consist of a metallic chain on which all characters of character set are embossed.
 Character set contains 48, 64 or 96 characters.
 Characters are embossed several times.
 Chain rotates at high speed when the desired characters in correct position thehammer strikes &
the characters are print on paper.
 Capable to print 400 to 2500 lines per minutes.
ON IMPACT PRINTER:
 Non impact printer forms characters & images on paper without actually strikingthe paper.
 Paper & print head come in contact & hence the text or image is formed.
 Ink jet & laser printer are example of non impact printer.
.INK-JET PRINTER:
 It’s non-impact printer.
 It’s a character printer.
 Forms characters and all kinds of images by spraying drops of ink on to thepaper.
 Print head contains 64 tiny nozzles.
 To print a character the printer the printer selectively heats the appropriate setof nozzle as the print
head moves horizontally.
 Inkjet printer can either colour or monochrome.
 Capable to print 30 to 400 characters per minutes.
.LASER PRINTER:
 It’s non-impact printer.
 It’s a page printer.
 Three main components laser beam, a multi-sided mirror, a photo conductive drum & toner.
 To print page laser beam is focused on drum by spinning multisided mirror.
 Drum is electric charged.
 Toner which is composed of oppositely charged ink particles, stick to the drum.
 Then toner focused on the paper with heat & pressure to generate output.
 Low speed laser printer can print 4 to 12 page per minute while high speed laserprinter Capable to print
500 to 1000 pages per minutes.
Operating System
An operating system (OS) is a type of system software that manages a computer’s hardware and software
resources. It provides common services for computer programs.
 An OS acts as a link between the software and the hardware. It controls and keeps a record of the execution of all
other programs that are present in the computer, including application programs and other system software.
Functions of Operating System
1. Memory Management :
It is the management of the main or primary memory. Whatever program is executed, it has to be present in the
main memory. Main memory is a quick storage area that may be accessed directly by the CPU. When the
program is completed, the memory region is released and can be used by other programs. Therefore, there can be
more than one program present at a time. Hence, it is required to manage the memory.
The operating system do in memory management listed below:
Allocates and de allocates the memory.
Keeps a record of which part of primary memory is used by whom and how much.
Distributes the memory while multiprocessing.
In multiprogramming, the operating system selects which processes acquire memory when and how much
memory ey get.
2. Processor Management/Scheduling
Every software that runs on a computer, whether in the background or in the frontend, is a process. Processor
management is an execution unit in which a program operates.
The operating system determines the status of the processor and processes, selects a job and its processor,
allocates the processor to the process, and de allocates the processor after the process is completed.
When more than one process runs on the system the OS decides how and when a process will use the CPU.
Hence, the name is also CPU Scheduling.
The OS: Allocates and de allocates processor to the processes.
Keeps record of CPU status.
3. Device Management
An operating system regulates device connection using drivers. The processes may require devices for their use.
Allocates and de allocates devices to different processes.
Keeps records of the devices.
Decides which process can use which device for how much time.
4. File Management
The operating system manages resource allocation and de-allocation. It specifies which process receives the file
and for how long. It also keeps track of information, location, uses, status, and so on. These groupings of
resources are referred to as file systems. The files on a system are stored in different directories.
The OS:
Keeps records of the status and locations of files
. Allocates and de allocates resources.
 Decides who gets the resources.
5. Storage Management
Storage management is a procedure that allows users to maximize the utilization of storage devices while also
protecting data integrity on whatever media on which it lives.
Network virtualization, replication, mirroring, security, compression, de duplication, traffic analysis, process
automation, storage provisioning, and memory management are some of the features that may be included.
The operating system is in charge of storing and accessing files. The creation of files, the creation of
directories, the reading and writing of data from files and directories, as well as the copying of the contents of
files and directories from one location to another are all included in storage management.

MS-DOS Operating System

A disk operating system (DOS) is an operating system for x86 based personal computers mostly developed by
Microsoft. MS-DOS, its rebranding as IBM PC DOS, and some operating systems attempting to be compatible
with MS-DOS. Sometimes it is referred to as "DOS", which is also the generic acronym for disk operating
system.

MS-DOS was the main operating system for IBM PC compatible personal computers during the 1980s. It was
gradually superseded by operating systems offering a graphical user interface (GUI) in various graphical
Microsoft Windows operating system generations.
 Features of DOS

o MS-DOS does not offer GUI (Graphical User Interface) and doesn't accept mouse inputs. It is a character-
based interface system where all commands are entered in the text at the command-line prompt.
o A disk operating system manages files, folders and allows program loading and execution. It can control
hardware devices such as disk, memory and allocate resources.
o MS-DOS offers a file system to organize, read and write files to the disk storage.
o It is a single-user operating system and performs various tasks to ensure the proper operation of systems.
o It uses a 16-bit file allocation table (FAT16), and a 16-bit interface is used to define the location of the
memory of each file uniquely. These identifiers are stored in a tabular format with the name File
Allocation table.
o MS-DOS does not support a multiuser operating system, and it is less secure and does not have a concept
of user roles. It is very lightweight due to its basic interface and limited features.

UNIX operating system

UNIX is a powerful Operating System initially developed by Ken Thompson, Dennis Ritchie at AT&T Bell
laboratories in 1970. It is prevalent among scientific, engineering, and academic institutions due to its most
appreciative features like multitasking, flexibility, and many more. In UNIX, the file system is a hierarchical
structure of files and directories where users can store and retrieve information using the files.

Features of UNIX Operating System:

Let's discuss the features of UNIX OS one by one in detail.

Multitasking: A UNIX operating system is a multitasking operating system that allows you to initiate more
than one task from the same terminal so that one task is performed as a foreground and the other task as a
background process.

Multi-user: UNIX operating system supports more than one user to access computer resources like main
memory, hard disk, tape drives, etc. Multiple users can log on to the system from different terminals and run
different jobs that share the resources of a command terminal.

Portability: This feature makes the UNIX work on different machines and platforms with the easy transfer of
code to any computer system.

File Security and Protection: Being a multi-user system, UNIX makes special consideration for file and system
security.

Command Structure: UNIX commands are easy to understand and simple to use. Example: "cp", mv etc. While
working in the UNIX environment, the UNIX commands are case-sensitive and are entered in lower case.

Communication: In UNIX, communication is an excellent feature that enables the user to communicate
worldwide.
 Open Source: UNIX operating system is open source it means it is freely available to all and is a community-
based development project.

Accounting: UNIX keeps an account of jobs created by the user. This feature enhances the system performance
in terms of CPU monitoring and disk space checking.

Introduction to Linux
Linux is an open-source Unix-like operating system-based family on the Linux kernel, and the OS kernel was first
published on 17 September 1991 by Linus Torvalds.

Famous Linux distributions are Ubuntu, Fedora Linux, and Debian, the latter of which is composed of several
different modifications and distributions, including Xubuntu and Lubuntu. Commercial distributions are SUSE
Linux Enterprise and Red Hat Enterprise Linux.

Uses of Linux OS
Web servers
W3Cook releases stats that utilize the top 1,000,000 Alexa domains, which estimate that 96.55% of web servers
use Linux, 1.73% use Windows, and 1.72% use FreeBSD as of May 2015.
Laptops and desktops
As of May 2022, the estimated Linux market share is around 2.5% on desktop computers, according to web server
statistics. Microsoft Windows include a market share of approximately 75.5%, while macOS has around 14.9%.
Mobile devices
Android has become the leading OS for smartphones which is Linux kernel-based. In July 2022, 71.9% of
smartphones worldwide using the internet used Android. Also, Android is a famous OS for tablets, being liable for
more than 60% of table sales as of 2013.
Film production
Linux has been the preferred platform in the film industry for years. The first big film released on a Linux server
was 1997's Titanic. Since then, big studios, including Industrial Light & Magic, Weta Digital, Pixar, and
DreamWorks Animation, have relocated to Linux.
Government use
Linux distros have also got popularity in several national and local governments. Kerala has gone to the mandating
extent that every state high school use Linux on their systems. China utilizes Linux exclusively as the OS for its
Loongson processor family for achieving technology independence.
A few regions have integrated their Linux distribution in Spain, which is extensively used in official and
educational institutions. Also, Germany and France have taken steps toward Linux adoption.

What is a Programming Language

 A programming language is a computer language that is used by programmers (developers) to
communicate with computers. It is a set of instructions written in any specific language ( C, C++,
Java, Python) to perform a specific task.
 A programming language is mainly used to develop desktop applications, websites, and mobile
applications.
What is the need for programming languages?

Several software packages are made using programming languages, together with:

Types of programming language

1. Low-level programming language

Low-level language is machine-dependent (0s and 1s) programming language. The processor runs low- level
programs directly without the need of a compiler or interpreter, so the programs written in low-level language
can be run very fast.

Low-level language is further divided into two parts -

i. Machine Language

Machine language is a type of low-level programming language. It is also called as machine code or object code.
Machine language is easier to read because it is normally displayed in binary or hexadecimal form (base 16) form.
It does not require a translator to convert the programs because computers directly understand the machine
language programs.

The advantage of machine language is that it helps the programmer to execute the programs faster than the high-
level programming language.

ii. Assembly Language

Assembly language (ASM) is also a type of low-level programming language that is designed for specific
processors. It represents the set of instructions in a symbolic and human-understandable form. It uses an
assembler to convert the assembly language to machine language.

The advantage of assembly language is that it requires less memory and less execution time to execute a program.

2. High-level programming language

High-level programming language (HLL) is designed for developing user-friendly software programs and
websites. This programming language requires a compiler or interpreter to translate the program into machine
language (execute the program).

The main advantage of a high-level language is that it is easy to read, write, and maintain

High-level programming language includes Python, Java, JavaScript, PHP, C#, C++, Objective C, Cobol, Perl,
Pascal, LISP, FORTRAN, and Swift programming language.

A high-level language is further divided into three parts -

i. Procedural Oriented programming language

Procedural Oriented Programming (POP) language is derived from structured programming and based upon the
procedure call concept. It divides a program into small procedures called routines or functions.

Procedural Oriented programming language is used by a software programmer to create a program that can be
accomplished by using a programming editor like IDE, Adobe Dreamweaver, or Microsoft Visual Studio.

ii. Object-Oriented Programming language

Object-Oriented Programming (OOP) language is based upon the objects. In this programming language,
programs are divided into small parts called objects. It is used to implement real-world entities like inheritance,
polymorphism, abstraction, etc in the program to makes the program resusable, efficient, and easy-to-use.

The main advantage of object-oriented programming is that OOP is faster and easier to execute, maintain, modify,
as well as debug.

iii. Natural language

Natural language is a part of human languages such as English, Russian, German, and Japanese. It is used by
machines to understand, manipulate, and interpret human's language. It is used by developers to perform tasks
such as translation, automatic summarization, Named Entity Recognition (NER), relationship extraction,
and topic segmentation.

ONE MARK

1. What is the primary function of a computer's memory unit?

A. Input processing
B. Data storage
C. Output generation
D. Power supply
Answer: B. Data storage

2. Which type of memory is volatile and loses its content when the power is turned off?

A. RAM
B. ROM
C. Cache memory
D. Hard disk
Answer: A. RAM

3. Which of the following is considered non-volatile memory?

A. RAM
B. ROM
C. Cache memory
D. Virtual memory
Answer: B. ROM

4. The CPU cache is a type of memory that is used to:

A. Store long-term data

B. Speed up data access by the CPU
C. Manage input devices
D. Control output devices
Answer: B. Speed up data access by the CPU

5. Which memory is used to store the BIOS (Basic Input/Output System) in a computer?

A. RAM
B. ROM
C. Cache memory
D. Virtual memory
Answer: B. ROM
6. What is the purpose of virtual memory in a computer system?

A. Increase RAM capacity

B. Store permanent data
C. Enhance CPU performance
D. Manage input devices
Answer: A. Increase RAM capacity
7. Which memory unit is often used as temporary storage for data being processed by the CPU?

A. RAM
B. ROM
C. Cache memory
D. Hard disk
Answer: C. Cache memory

8. What does the acronym RAM stand for?

A. Read-Only Memory
B. Random Access Memory
C. Real-time Active Memory
D. Rapid Array Memory
Answer: B. Random Access Memory

9. The hard disk is an example of which type of memory?

A. Volatile memory
B. Non-volatile memory
C. Cache memory
D. Virtual memory
Answer: B. Non-volatile memory

10. Whichmemory is used by the operating system to create a temporary storage area when the physical
RAM is full?

A. RAM
B. ROM
C. Cache memory
D. Virtual memory
Answer: D. Virtual memory

11. Which of the following is a CPU input device?

a) Printer
b) Monitor
c) Keyboard
d) Speaker
Answer: c) Keyboard

12. Which device is used for pointing and clicking on the computer screen?

a) Scanner
b) Mouse
c) Printer
d) Keyboard
Answer: b) Mouse

13. What type of device is a scanner?

a) Input device
b) Output device
c) Storage device
d) Processing device
Answer: a) Input device

14. What is the primary function of a keyboard?

a) Display images
b) Input text and commands
c) Produce sound
d) Print documents
Answer: b) Input text and commands

15. Which of the following is an output device?

a) Keyboard
b) Monitor
c) Mouse
d) Scanner
Answer: b) Monitor

16. A device used for converting printed text or images into digital format is called:

a) Printer
b) Monitor
c) Mouse
d) Scanner
Answer: d) Scanner

17. What is the purpose of a printer in a computer system?

a) Input data
b) Output data on paper
c) Store data
d) Process data
Answer: b) Output data on paper

18. Which device is commonly used for producing a hard copy of a document?

a) Mouse
b) Scanner
c) Printer
d) Keyboard
Answer: c) Printer

19. What is the main output device for displaying information on a computer?

a) Scanner
b) Keyboard
c) Monitor
d) Printer
Answer: c) Monitor
20. Which device converts digital signals into audible sound?

a) Printer
b) Monitor
c) Speaker
d) Keyboard
Answer: c) Speaker

21. Which technology is commonly used in modern monitors for displaying images?
a) CRT
b) LCD
c) Dot Matrix
d) Thermal
Answer: b) LCD

22. What type of printer uses a ribbon and impacts the characters on the paper?
a) Laser
b) Inkjet
c) Dot Matrix
d) Thermal
Answer: c) Dot Matrix

23. What is the primary function of an operating system?

a) Word processing
b) File management
c) Spreadsheet calculations
d) Graphics design
Answer: b) File management

24. Which term refers to the number of pixels displayed on a monitor screen?
a) Resolution
b) Refresh rate
c) Brightness
d) Contrast ratio
Answer: a) Resolution

25. Which printer is known for its high-quality photo printing?

a) Dot Matrix
b) Laser
c) Inkjet
d) Thermal
Answer: c) Inkjet

26. What is the purpose of the kernel in an operating system?

a) User interface
b) Memory management
c) File storage
d) Application execution
Answer: b) Memory management

27. What is the aspect ratio of a widescreen monitor?

a) 4:3
b) 16:9
c) 1:1
d) 3:2
Answer: b) 16:9

28. Which type of printer uses powder toner?

a) Inkjet
b) Laser
c) Dot Matrix
d) Thermal
Answer: b) Laser

29. Which scheduling algorithm gives each process a fixed time slot?
a) Round Robin
b) First Come First Serve (FCFS)
c) Shortest Job Next (SJN)
d) Priority Scheduling
Answer: a) Round Robin

30. What does "LED" stand for in the context of monitors?

a) Liquid Emission Display
b) Light Emitting Diode
c) Laser Edge Display
d) Liquid Crystal Display
Answer: b) Light Emitting Diode

31. What is the primary purpose of a programming language?

A. Communication with computers

B. Communication between programmers
C. Entertainment
D. Data storage
Answer: A. Communication with computers

32. Which programming paradigm emphasizes the use of functions and avoids changing state and
mutable data?

A. Procedural
B. Object-oriented
C. Functional
D. Imperative
Answer: C. Functional

33. Which language is known for its simplicity, readability, and having a large standard library?

A. C++
B. Python
C. Java
D. Ruby
Answer: B. Python

34. What is the purpose of a compiler in programming?

A. To execute code directly
B. To convert source code into machine code
C. To debug programs
D. To format code for readability
Answer: B. To convert source code into machine code

35. In object-oriented programming, what is encapsulation?

A. Hiding implementation details and exposing an interface

B. Grouping variables and functions into a single unit
C. Inheriting properties from a superclass
D. Dynamic allocation of memory
Answer: A. Hiding implementation details and exposing an interface

36. Which programming language is commonly used for web development and can be executed on the
client side?

A. Java
B. JavaScript
C. C#
D. PHP
Answer: B. JavaScript

37. What does SQL stand for in the context of programming?

A. Structured Query Language

B. Simple Question Language
C. Scripted Query Language
D. Standard Question Language
Answer: A. Structured Query Language

38. Which of the following is not a high-level programming language?

A. Python
B. Assembly language
C. Java
D. Ruby
Answer: B. Assembly language

39. What is the purpose of the "if-else" statement in programming?

A. To loop through code

B. To perform conditional branching
C. To define functions
D. To declare variables
Answer: B. To perform conditional branching

40. Which type of programming language is designed for a specific purpose and often used for scientific
and mathematical computations?

A. General-purpose programming language

B. High-level programming language
C. Low-level programming language
D. Domain-specific programming language
Answer: D. Domain-specific programming language
5 MARKS

1. Explain about memory and its type.

2. Discuss the concept of keyboard, mouse.
3. Explain OS functions.
4. What is the purpose unix OS.

10 MARKS

1. Explain the role of a monitor as an output device in a computer system.

2. Describe the CPU (Central Processing Unit)
3. Explain about programming languages.
4. Describe the output devices with example
5. Describe the input devices with example
 UNIT-II

WORD PROCESSING

Introduction A word processor is a software package that turns your personal computer into a
machine that will "process words".

MS Word, Word perfect, Word star are the examples of word processor packages. In this unit you
will know word processing using MS Word.

You will also learn different topics on file management. You will learn the details of creating,
opening, saving, closing documents and starting or quitting Word.

You will also learn the use of “Find” file command on the File menu to locate document or preview
documents before printing and to open, delete, copy, print or move several documents simultaneously in
lesson 2.

You will use the print preview command to preview document before printing and use print
command to print your active document.

You will familiar to various powerful commands and learn how to use some of their more
advanced features in the last two lessons.

File Operations

Learning Objectives

On completion of this lesson you will be able to learn :

• how to start Microsoft Word

• how to create a new document
• how to open a file
• how to save a file document
• how to close a document
• how to exit or quit MS Word.

Starting MS Word
MS Word works under MS Windows and you can quickly start Word from the MS-DOS
command prompt if you are working in MS-DOS.

1. At the command prompt, type win and Press ENTER.

2. From the Program Manager window, click MS Word/MS
Officegroup icon.
3. From the MS Word/MS Office Window, double -click
oruse the arrow keys to select and then press ENTER.
 Creating a New Document

When you start Word, a new blank document appears on your screen. Word temporarily
assigns it the name Document 1.

If a new document using default settings is what you want, just start typing.

Using File menu :

From the File menu, choose New. At this time the following New dialog box will appear.

Using the Standard toolbar :

You can create a document quickly with the Normal template byclicking
.

Opening Document
Using the file menu :

From the file menu, choose Open or Click. . Then the following open dialog box will be
displayed.

Select the name of the file from the File Name box
If you do not see the file then select the desired drive from the Drives list box
and directory from Directories list box.
Choose OK button or double click on the desired file.
File opening short cut (short-cut method) :

Word also provides a convenient file opening short-cut, it keeps track of the last four files
that you worked on and displays their names at the bottom of the drop down file menu.

To open one of these documents, simply choose File and click on the desired document name

Saving a Document
When you open a document, Word copies it from the disk and displays it on your screen.
Changes made to the document are stored temporarily in the computer’s memory.
To keep the changes permanently, you mustsave the document on a disk.

To save a document

From the File menu, choose Save, or click .

To save a new, unnamed document :
From the File menu, choose Save As or click .. Then the following save dialog box will appear.

Do one of the following :

To save the document Do this

On the current drive Type a name in the File Name box.
and
in the current directory Select a different drive or
directory.
On a different drive Or type the complete location and
and
in a different directory filename in the File Name box.
Choose OK button

To save all open documents :From the File menu, choose Save All.
Closing a Document
When you finish working on a document, close it to free up memory. You can quit Word
when you finish working on documents.

Using the File menu

From the File menu, choose Close.

If you choose the Yes button but have not named the document, Word displays the Save As
dialog box, type file name, choose OK. If you choose the No button the document will be closed
without saving the document.

Using the mouse

You can double-click the document control-menu box in the upper-left corner of the
document window to close a document. See the following figure.

Quitting Word

When you quit word, Word closes all documents. If you have not saved changes to one or
more of the open documents Word asks if you want to save the documents before quitting.

To Quit Word:
Double click the Word control menu box or choose Exit from the file menu.
Hands on Practice

A) Start MS Word.
B) Create a document with Normal template and type the following:

School of science and Technology offers Diploma and Advanced Diploma in Computer
Applications. The aims of the Diploma programs are to train personnel to meet the recent
increasing demand in the computer field.

The objective of the programs are to develop skills in :

I. Computer and its areas of application

II. Computers for office automation, DTP, computer programming andsoftware development.

C) Save the document as Bou.doc.

D) Close the Bou.doc.

E) Exit from MS Word.

Searching for Documents

The Find File command on the File menu helps you locate documents by searching a disk,
directories, or folders for filenames or for specificwords or phrases in the documents.
To search for documents:

1. From the File menu, choose Search.Word does one of the

following:

a) The first time you use search, Word displays the Search dialogbox, as shown below :
b) If
you've used search at least once before, Word uses the lastsearch criteria you specified.
Choose the Search button.

1. Type a file name or select a type of file.

2. Select the drive, type desired paths in the Location box,
3. Select the Include sub-directories check box, to
search allsub-directories of the selected
directory.
4. Choose the OK button.
5. Choose the Close button.

2. To search for documents by using advanced search criteria :

1. From the File menu, choose Find File.
2. In the Find File dialog box, choose the Search button.

3. Choose the Advanced Search button, and then do one or more of thefollowing :

A) To search by location, select the Location tab. To search by filename, type the name in the File
Name box. To search by file type in the File Name box.
To search a directory that is not listed in the Search In box, select the directory in the
Directories box, and then choose the Add button.
To delete a directory from the Search In box, select it and then choose the Remove
button. To remove all directories from the Search In box, choose the Remove All button.
To search all sub-directories of the selected directories, select the Include Sub-directories
check box.

B) To search by summary information or content, select the Summary tab. Type the
summary desired information.
C)To search for the date a file was created or last saved, select the Timestamp tab. Type the range
of dates during which the filewas created or last saved. In the by box, type the name of the person
who created or saved the file.

3. Choose the OK button.

4. In the Search dialog box, choose the OK button.
5. Choose the Close button.
Previewing Documents and Viewing

You can preview the contents of documents or view information about a document such as itssize,
last modification date and its summary information.

To view and edit summary information :

1. From the File menu, choose Find File.

2. In the Listed Files box, select the file whose summary informationyou want to view.
3. In the View box, select Summary.

a) For editing, choose Command button

a) Choose Summary
b) Choose the OK button
4. When you finish viewing or editing summary information andchoose the Close button.

To select multiple files in the Find File dialog box :

1. From the File menu, choose Find File.
2. In the Listed Files box, click the first filename you want to select.
3. While holding down CTRL click each additional filename you
wantto select.
Managing Documents with Find File

With the help of you can easily open, copy, print, and delete several files simultaneously
without having to leave Word.

To manage documents by using the Find File command, first find the files you want to work
with by specifying the appropriate search criteria.

When Word displays thelist of files, select the files you want to work with, and then select
the appropriate options in the Find File dialog box.

To manage files with the Find File command :

1. From the File menu, choose Find File.

2. In the Find File dialog box, select the desired file or files,

3. To open the files normally, choose the Open button.

4. To
perform other tasks, choose the Commands button, and then choose the appropriate
command to do one or more of the following :

To Do this
Open a file as read only Choose Open Read Only.
Print a file Choose Print, select the desired options
and then choose the OK button.
View and edit summary Choose Summary, and then choose the
information and statistics Statistics button to view statistics.
Delete a file Choose Delete.
Copy a file Choose Copy. In the Directories and
Drives boxes, select the desired
location. Then choose the OK button.
Sort files Choose Sorting, and then select the
option desired.
Create a new directory or Choose Copy, and then choose. TheNew
folder directory button.
Editing Text

Add text

1. Place the cursor where you want to add the text.

2. Start typing.

Replace text

1. Select the text you want to replace.

 To select a single word, double-click it.

 To select a line, click to the left of it.

3. Start typing.

Format text

1. Select the text you want to format.

2. Fromthe pop up toolbar or the Home tab, select an option to change the Font, Font Size, Font Color,
or make the text bold, italics, or underline.

Copy formatting

1. Select the text with the formatting you want to copy.

2. Click Format painter, and then select the text you want to copy the formatting to.
To edit text

1. In print preview, display the desired page .

2. Move the mouse pointer over the document.
3. Click the desired location in the document.

4. Click to restore the I-beam pointer, and then edit thedocument.

5. Click and then click in the document, to return to theoriginal magnification or click
, to print the document or click the Close button to exit print preview.

TOOLS:

Format text

b) Insert hyperlink (Link)

c) Edit and remove links

d) Copy and paste from Microsoft Word

e) Add and edit a table

f) HTML editor

g) Resize the edit window

h) Track changes

i) Marginal comments

1) Format text
Microsoft Word provides a range of text formatting tools to customize the appearance of your
document. You can change font styles, adjust font size and apply bold, italics, underline, and strike
through formatting.

Additionally, you can modify text colour, highlight text, and apply various alignment options to
create visually appealing and well-structured content.

2. Insert Hyperlink (Link)

With the hyperlink tool, you can insert clickable links into your document. This allows you to
connect to websites, email addresses, specific locations within the document, or even files on
your computer.

Adding hyperlinks can provide additional information or references for your readers to explore.
3. Edit and remove links
Microsoft Word enables you to edit or remove existing hyperlinks in your document. You can
modify the URL, change the display text, or update the link's appearance.

Similarly, if you want to remove a hyperlink, you can easily do so while retaining the plain text.

4. Copy and paste from Microsoft Word

This is one of the most utilized Microsoft Word Tools that allows you to copy content from one
Microsoft Word document and paste it into another.

It ensures that the formatting, styles, and other attributes of the copied text are preserved. Copying
and pasting from Word saves time and effort when transferring content between documents.

5. Add and edit a table

Microsoft Word offers a table creation tool that allows you to insert and customise tables within
your document.

You can specify the total number of columns and rows, adjust cell size, merge cells, apply borders,
and format the table to organize and present data in a structured manner.

6. HTML editor
The HTML Editor Tool in Microsoft Word enables you to edit the HTML code of your document
directly.

This advanced Tool is particularly useful for users familiar with HTML markup. This allows the
users to have more control over the document's structure and formatting.

7. Resize the edit Window

You can adjust the size of the Microsoft Word editing window to fit your preferences and work
environment.

This allows you to view more or less content at once, providing a comfortable and personalised
editing experience.

Join today and master Microsoft Office with our comprehensive Microsoft Office Training.

8. Track changes
The track changes tool in Microsoft Word helps in collaborative editing by highlighting all
modifications made to the document.

You can easily identify added, deleted, or modified text and accept or reject changes based on your
preferences.

This Tool is valuable for reviewing, Proofreading, and incorporating feedback from multiple
contributors.
9. Marginal comments

Microsoft Word allows you to insert marginal comments or annotations alongside the main
document.

These comments provide additional information, suggestions, or feedback on specific sections.

They are useful for collaboration and communicating ideas without directly altering the
document's content.

Formatting,Bullets and Numbering:

In bulleted lists, each paragraph begins with a bullet character. In numbered lists, each paragraph
begins with an expression that includes a number or letter and a separator such as a period or
parenthesis.

The numbers in a numbered list are updated automatically when you add or remove paragraphs in
the list.

You can change the type of bullet or numbering style, the separator, the font attributes and
character styles, and the type and amount of indent spacing.

Select the set of paragraphs that will become the list, or click to place the insertion point where you
want the list to begin.

Do any of the following:

STEP 1:Click the Bulleted List button or the Numbered List button in the Control panel (in
Paragraph mode). Hold down Alt (Windows) or Option (Mac OS) while clicking a button to display
the Bullets And Numbering dialog box.
STEP 2:Choose Bullets And Numbering from the Paragraph panel or Command panel. For
List Type, choose either Bullets or Numbers. Specify the settings you want, and then click OK.
STEP 3:Apply a paragraph style that includes bullets or numbering.
 STEP 4:To continue the list in the next paragraph, move the insertion point to the end of the list
and press Enter or Return.

STEP 5:To end the list (or list segment, if the list is to be continued later in the story), click the
Bulleted List or Numbered List button in the Control panel again, or choose Bullets And Numbering
from the Paragraph panel menu.

Format a bulleted or numbered list

Using the Type tool , select the bulleted or numbered paragraphs you want to reformat.

Do any of the following to open the Bullets And Numbering dialog box:
STEP 1:Choose Bullets And Numbering from the Control panel menu (in Paragraph mode) or the
Paragraph panel menu.

STEP 2:Alt-click (Windows) or Option-click (Mac OS) either the Bulleted List button or the
Numbered List button .
STEP 3:In the Bullets And Numbering dialog box, do any of the following:
STEP 4:Change the bullet character.
STEP 5:Change the numbered list options.
STEP 6:Choose a style for the numbers or bullets from the Character Style list.
STEP 7:To change the position of the bullet or number, specify any of the
following: Alignment
Left-aligns, centers, or right-aligns the bullets or numbers within the horizontal space allotted for
numbers. (If this space is narrow, the difference between the three options is negligible.)
Left Indent
Specifies how far the lines after the first line are indented.
First Line Indent
Controls where the bullet or number is positioned.
Increase the First Line Indent value if you want the punctuation in long lists to be aligned.
For example, if you want “9.” and “10.” to be aligned on the period, change the Alignment to
Right and gradually increase the first line indent until the numbers align (make sure Preview is turned
on).
Change bullet characters
If you don’t want to use one of the existing bullet characters, you can add other bullet characters to
the Bullet Character grid. A bullet character that is available in one font may not be available in
another font. You can choose whether the font is remembered with any bullet character you add.
Change the bullet character

STEP 1:On the Control panel menu or Paragraph panel menu, select Bullets And Numbering.
STEP 2:In the Bullets And Numbering dialog box, select Bullets from the List Type menu.
STEP 3:Select a different bullet character, and then click OK.

Add a bullet character

STEP 1:In the Bullets And Numbering dialog box, select Bullets from the List Type menu, then click
Add.
STEP 2:Select the glyph that you want to use as the bullet character. (Different font families and font
styles contain different glyphs.)
STEP 3:If you want the new bullet to remember the currently chosen font and style, select Remember
Font With Bullet.
STEP 4:Click Add.

Remove a bullet character

STEP 1:In the Bullets And Numbering dialog box, select Bullets from the List Type menu.

STEP 2:Select the bullet character you want to remove, and click Delete. (The first preset bullet
character cannot be deleted.)

Change numbered list options

In a numbered list, the numbers are updated automatically when you add or remove paragraphs in
the list.
Paragraphs that are part of the same list are numbered sequentially. These paragraphs do not
have to be consecutive to one another as long as you define a list for the paragraphs.
You can also create a multi-level list, in which list items are numbered in outline form and are
indented by different degrees.
STEP 1:Open the Bullets And Numbering dialog box.
STEP 2:Under Numbering Style, select the type of numbering you want to use from the Format menu.
STEP 3:In the Number box, use the default expression—period (.) and tab space (^t)—or construct a
number expression of your own. To enter a number expression, delete the period after the number
metacharacter (^#) and do one of the following:
STEP 4:Type a character (such as a closing parenthesis) or more than one character in place of the
period.
STEP 5:Choose a character style for the expression. (The style you choose applies to the entire number
expression, not just to the number.)
For Mode, choose one of the following options:
Continue From Previous Number
Numbers lists sequentially.
Start At
Starts numbering at a number or other value that you enter in the text box. Enter a number, not a
letter, even if your list uses letters or Roman numerals for numbering.
Specify any other options, and then click OK.

Spell checker

Use Editor, on the Home tab choose Editor.

By default, Editor checks for several categories of issues, and the suggestions may or may not suit your
writing style. To finely tune Editor for suggestions you want, do the following:

STEP1:In the Editor pane, choose Settings.

STEP 2:In the Word Options dialog box, next to Grammar & Refinements, choose Settings.
STEP 3:Scroll through the list of options. Select issues you want Editor to check, and clear the issues
you want Editor to ignore. Note: Choosing Reset All returns to the default settings.
STEP 4:Choose OK.

Tip: Editor is designed to empower you to bring out the best in your writing. We are continually
making updates to its suggestions and experimenting to learn which suggestions are most welcome. If
you have feedback for us, choose Help Improve Office? at the top of the Word window to open the
Feedback pane

Document Formatting:

Create a document
1. Open Word. Or, if Word is already open, select File > New.
2. In the Search for online templates box, enter a search word like letter, resume, or invoice. Or, select a
category under the search box like Business, Personal, or Education.
3. Click a template to see a preview. ...
4. Select Create.

Add and format text

STEP 1:Click on your new blank page and type some text.

STEP 2:Select text to format and choose font options on

the Home tab: Bold, Italic, Bullets, Numbering, and more.
Add Pictures, Shapes, SmartArt, Chart, and more

Select the Insert tab.

Select what you want to add:

Tables - choose Table, hover over the size you want, and select it.

Pictures - select Pictures, browse for an image on your computer, a online stock image, or with
an image search on Bing.

Note: Older versions of Word may have Online Pictures on the ribbon next to Pictures.

Shapes - select Shapes, and choose a shape from the drop-down.

Icons - choose Icons, pick the one you want, and select Insert.

3D Models - select 3D Models, choose from a file or online source, pick the image you want,
and select Insert.

SmartArt - choose SmartArt, pick a SmartArt Graphic, and select OK.

Chart - select Chart, choose the chart you want, and select OK.

Screenshot - select Screenshot and select one from the drop-down.

Paragraph alignment:

To align or justify text, move your cursor into the paragraph you want to change, then click
the left-align, right-align, centered, or justify buttons.

Alignment is how text flows in relation to the rest of the page (or column, table cell, text box, etc.).
There are four main alignments: left, right, center, and justified.

 Left-aligned text is text that is aligned with a left edge.

 Right-aligned text is text that is aligned with a right edge.
 Centered text is text that is centered between two edges.

Justification controls the spacing between words. A justified text increases the space between words to
fill the entire line so that it is aligned with both the left and right edges.

Indentation:

In many documents, indenting is a good way to distinguish the start of a new paragraph, especially
when there is no paragraph spacing.

To indent, hit the Tab key once on your keyboard at the start of a paragraph.

One tab at the beginning of the first line of a paragraph. For more

paragraph dialog box.

Paragraph Dialog Box: Indentation

Open the paragraph dialog box by clicking the small arrow icon in the bottom-right corner of the
Paragraph group.
The indentation section is toward the middle of the dialog box.

The Left and Right settings indent the entire paragraph to the left and right.

Indentation Comparison

Without indentation

With 1-inch indentation on left and right sides

The Special drop down menu allows you to choose to indent the first line of the paragraph or to
create a hanging indent.
 Upon choosing First or Hanging, another field will appear to let you choose how big the first line
or hanging indent will be.

Hanging indent First line indent

Header and footing:

The header is a section of the document that appears in the top margin, while the footer is a
section of the document that appears in the bottom margin.

Headers and footers generally contain additional information such as page

numbers, dates, an author's name, and footnotes, which can help keep longer documents
organized and make them easier to read.

Text entered in the header or footer will appear on each page of the document.

To create a header or footer:

In our example, we want to display the author's name at the top of each page, so we'll place it in the
header.

STEP 1:Double-click anywhere on the top or bottom margin of your document. In our example,
we'll double-click the top margin.
STEP 2:The header or footer will open, and a Design tab will appear on the right side of the Ribbon.
The insertion point will appear in the header or footer.

STEP 3:Type the desired information into the header or footer. In our example, we'll type the author's
name and the date.

STEP 4:When you're finished, click Close Header and Footer. You can also press the Esc key.

STEP 5:The header or footer text will appear.

To insert a preset header or footer:

Word has a variety of preset headers and footers you can use to enhance your document's design
and layout. In our example, we'll add a preset header to our document.

STEP 1:Select the Insert tab, then click the Header or Footer command. In our example, we'll click
the Header command.

STEP 2:In the menu that appears, select the desired preset header or footer.

STEP 3:The header or footer will appear. Many preset headers and footers contain text placeholders
called Content Control fields. These fields are good for adding information like the document
title, author's name, date, and page number.

STEP 4:To edit a Content Control field, click it and type the desired information.
STEP 5:When you're finished, click Close Header and Footer. You can also press the Esc key.

STEP 6:If you want to delete a Content Control field, right-click it and select Remove Content
Control from the menu that appears.

Editing headers and footers

After you close the header or footer, it will still be visible, but it will be locked.
Simply double-click a header or footer to unlock it, which will allow you to edit it.
Design tab options

When your document's header and footer are unlocked, the Design tab will appear on the right side
of the Ribbon, giving you various editing options:

Hide the first-page header and footer: For some documents, you may not want the first page to show
the header and footer, like if you have a cover page and want to start the page numbering on the
second page. If you want to hide the first-page header and footer, check the box next to Different First
Page.

Remove the header or footer: If you want to remove all information contained in the header, click
the Header command and select Remove Header from the menu that appears. Similarly, you can
remove a footer using the Footer command.

Page Number: You can automatically number each page with the Page Number command. Review
our Page Numbers lesson to learn more.
Additional options: With the commands available in the Insert group, you can add the date and
time, document info, pictures, and more to your header or footer.

To insert the date or time into a header or footer:

Sometimes it's helpful to include the date or time in the header or footer. For example, you may
want your document to show the date when it was created.

On the other hand, you may want to show the date when it was printed, which you can do by
setting it to update automatically. This is useful if you frequently update and print a document
because you'll always be able to tell which version is the most recent.

STEP 1:Double-click anywhere on the header or footer to unlock it. Place the insertion point where
you want the date or time to appear. In our example, we'll place the insertion point on the line below the
author's name.

STEP 2:The Design tab will appear. Click the Date & Time command.

STEP 3:The Date and Time dialog box will appear. Select the desired date or time format.
STEP 4:Check the box next to Update automatically if you want the date to change every time you
open the document. If you don't want the date to change, leave this option unchecked.
STEP 5:Click OK.
The date will appear in the header.

.
Printing:Preview,options,merge
Print a document in Word
1. Select File > Print.
2. To preview each page, select the forward and backward arrows at the bottom of the page. If
the text is too small to read, use the zoom slider at the bottom of the page to enlarge it.
3. Choose the number of copies, and any other options you want, and select the Print button.

Select File > Print. To print only certain pages, print some of the document's properties, or print tracked
changes and comments, select the arrow under Settings, next to Print All Pages (the default), to see all
of your options.
Merge a document

1. Select the Insert tab.

2. Select Object, and then select Text from File from the drop-down menu.
3. Select the files to be merged into the current document. Press and hold Ctrl to select more than
one document.

ONE MARK

1. What does the "Save As" option in the File menu do?

A) Save the current document with a new name and location.

B) Save changes to the existing document.
C) Print the document.
D) Close the document without saving.
Answer: A) Save the current document with a new name and location.

2. Which tool is commonly used for selecting, copying, and pasting text in a word processor?

A) Eraser
B) Highlighter
C) Clipboard
D) Zoom tool
Answer: C) Clipboard
3. What is the purpose of the "Undo" option in the Edit menu?

A) Redo the last action.

B) Delete the current selection.
C) Reverse the last action.
D) Save the document.
Answer: C) Reverse the last action.

4. Which tool is used for changing the appearance of text, such as font, size, and color?

A) Format Painter
B) Text Highlighter
C) Font Styler
D) Text Effects
Answer: C) Font Styler

5. What does the "Cut" operation do in the Edit menu?

A) Remove the selected text and copy it to the clipboard.

B) Copy the selected text to the clipboard.
C) Delete the selected text permanently.
D) Change the font of the selected text.
Answer: A) Remove the selected text and copy it to the clipboard.

6. Which command is used to insert a new page in a document?

A) Insert Page
B) New Page
C) Page Break
D) Add Page
Answer: C) Page Break

7. What is the purpose of the "Find" tool in word processing?

A) Replace text in the document.

B) Search for specific words or phrases in the document.
C) Change the font style.
D) Cut selected text.
Answer: B) Search for specific words or phrases in the document.

8. Which option in the File menu is used to close the current document without closing the entire
application?

A) Save
B) Close
C) Exit
D) New
Answer: B) Close

9. What is the purpose of the "Spell Check" tool in word processing?

A) Change the document language.

B) Check for and correct spelling errors.
C) Apply special effects to text.
D) Adjust line spacing.
Answer: B) Check for and correct spelling errors.

10. Which tool is used for adjusting the layout and appearance of a document, such as margins and page
orientation?

A) Design Tool
B) Layout Editor
C) Page Setup
D) Document Styler
Answer: C) Page Setup

11. Whatdoes the term "italicize" mean in word processing?

a) Make text bold

b) Underline text

c) Make text slanted

d) Highlight text

Answer: c) Make text slanted

12. Which option is used to create a bulleted list in most word processors?
a) Ctrl + B

b) Ctrl + U

c) Ctrl + L

d) Ctrl + I

Answer: c) Ctrl + L

13. Whatis the purpose of a spell checker in word processing software?

a) Format text

b) Correct grammatical errors

c) Check for spelling mistakes

d) Create bullet points

Answer: c) Check for spelling mistakes

14. Which option is commonly used to change the font size of selected text?
a) Ctrl + F

b) Ctrl + P

c) Ctrl + ]

d) Ctrl + [
Answer: c) Ctrl + ]

16. What does numbering do in a word processor?

a) Adds bullets to text

b) Organizes text into lists

c) Assigns a unique number to each item

d) Changes font color

Answer: c) Assigns a unique number to each item

17.Which function identifies and suggests corrections for words that are misspelled in a document?
a) Grammar checker

b) Thesaurus

c) Word count

d) Spell checker

Answer: d) Spell checker

18.What does the "align left" option do in text formatting?

a) Center-align text

b) Justify text

c) Align text to the left margin

d) Align text to the right margin

Answer: c) Align text to the left margin

19. In a bulleted list, what is the purpose of indentation?

a) Change font style

b) Add space between bullets

c) Create a numbered list

d) Create a hierarchical structure

Answer: d) Create a hierarchical structure

20.Which feature helps you ignore specific words or phrases during a spell check?
a) Grammar check

b) Thesaurus

c) Ignore all

d) AutoCorrect
Answer: c) Ignore all

21. What does the "underline" formatting option typically signify?

a) Make text bold

b) Highlight text

c) Emphasize or denote importance

d) Strikethrough text

Answer: c) Emphasize or denote importance

22.What does the term "justified" refer to in paragraph alignment?

A. Centered
B. Left-aligned
C. Right-aligned
D. Evenly aligned
Answer: D. Evenly aligned

23.Which type of indentation is commonly used for the first line of a paragraph?

A. Hanging indentation
B. Left indentation
C. Right indentation
D. First-line indentation
Answer: D. First-line indentation

24.In document formatting, what is the purpose of headers and footers?

A. Adjusting font size

B. Adding images
C. Providing additional information at the top and bottom of each page
D. Aligning paragraphs
Answer: C. Providing additional information at the top and bottom of each page

25.Which option describes the alignment where text is aligned to both the left and right margins?

A. Centered
B. Justified
C. Left-aligned
D. Right-aligned
Answer: B. Justified

26.What is the purpose of line spacing in document formatting?

A. Adjusting paragraph spacing

B. Controlling the space between lines of text
C. Changing font style
D. Setting margins
Answer: B. Controlling the space between lines of text
27. Which of the following is a common element found in headers?

A. Page numbers
B. Footnotes
C. Paragraphs
D. Bulleted lists
Answer: A. Page numbers

28.What is the default alignment for text in most word processing documents?

A. Centered
B. Right-aligned
C. Left-aligned
D. Justified
Answer: C. Left-aligned

29.What is the purpose of indentation in document formatting?

A. Adjusting line spacing

B. Enhancing font style
C. Creating space at the beginning of a paragraph
D. Changing page orientation
Answer: C. Creating space at the beginning of a paragraph

30.Which tab is commonly used to access header and footer options in word processing software?

A. Layout
B. Insert
C. Home
D. Format
Answer: B. Insert

31.Which alignment is typically used for titles and headings?

A. Justified
B. Centered
C. Left-aligned
D. Right-aligned
Answer: B. Centered

32.What is the purpose of bullet points and numbering in document formatting?

A. Adjusting margins
B. Creating footnotes
C. Organizing and emphasizing information
D. Changing font color
Answer: C. Organizing and emphasizing information

33.Which of the following is a function of footers in document formatting?

A. Inserting images
B. Providing additional information at the bottom of each page
C. Changing paragraph alignment
D. Adjusting line spacing
Answer: B. Providing additional information at the bottom of each page
34.In word processing, what is the purpose of the "Tab" key?
A. Creating hyperlinks
B. Indenting paragraphs
C. Adding page breaks
D. Changing font style
Answer: B. Indenting paragraphs

35. Which option allows you to control the space between paragraphs?
A. Line spacing
B. First-line indentation
C. Page break
D. Header
Answer: A. Line spacing

36.What does the term "margins" refer to in document formatting?

A. Text alignment
B. Blank spaces around the edges of a page
C. Line spacing
D. Font size
Answer: B. Blank spaces around the edges of a page

37.What is the purpose of a print preview feature?

A) Edit documents
B) Save files
C) View how a document will appear when printed
D) Change font styles
Answer: C) View how a document will appear when printed

38. Which printing option allows you to print on both sides of a page?

A) Duplex printing
B) Collate printing
C) Monochrome printing
D) Draft printing
Answer: A) Duplex printing

39. In printing, what does DPI stand for?

A) Document Print Interface

B) Dots Per Inch
C) Digital Print Integration
D) Dual Print Imaging
Answer: B) Dots Per Inch

40.What is a common function of the "Merge" feature in printing software?

A) Combine multiple documents into one

B) Change font color
C) Resize images
D) Rearrange page layout
Answer: A) Combine multiple documents into one
41.Which printing option allows you to print multiple copies in a specific order?

A) Collate
B) Staple
C) Zoom
D) Crop
Answer: A) Collate

42.What is the purpose of print spooling in the context of printing?

A) Cancel print jobs

B) Manage print queues
C) Store print jobs temporarily
D) Adjust print settings
Answer: C) Store print jobs temporarily

43.Which printing option helps conserve ink by using less ink for printing?

A) High-quality printing
B) Draft printing
C) Color printing
D) Borderless printing
Answer: B) Draft printing

44.What does the term "printer resolution" refer to?

A) Printing speed
B) Paper size
C) Print quality
D) Printer brand
Answer: C) Print quality

45.Which print option allows you to print a selection rather than the entire document?

A) Range printing
B) Collate printing
C) Draft printing
D) Duplex printing
Answer: A) Range printing

46. What does the term "watermark" typically refer to in the context of printing?

A) Print error
B) Background image or text on a document
C) Print queue
D) Printer driver
Answer: B) Background image or text on a document
5 MARK

1. Explain about Formatting bullets and numbering.

2. Explain about document formatting in paragraph alignment.
3. Describe on editing text in MS-Office.

10 MARK

1. Explain about printing and spell checker. With example

2. Explain about Tools, formatting bullets and numbering.
3. Describe word processing in MS-OFFICE.
4. Explain about Document formatting in headers and footers.

******************************UNIT II- COMPLETED********************************

 UNIT-III

SPREADSHEETS

What is an Excel Worksheet?

An Excel worksheet is a software program/document that collects rows and columns designed to
store information in an organized manner.

An Excel worksheet also enables users to apply mathematical and statistical logic to the data and
manipulate it according to the requirements of the business strategies.

So, this was a brief introduction to Excel Worksheet. In the next section, you will learn how to
create a new Excel Worksheet.

How to Create an Excel Worksheet?

To create a new Excel worksheet, you need to follow the steps mentioned below.

By default, when you start Microsoft Excel, there is an option of selecting a variety of worksheets,
as shown below.

You can select the option based on the requirements. For now, create a blank worksheet. The blank
worksheet looks as shown below.
Insert a New Excel Worksheet

There might be a situation where you would need to include another worksheet along the side of
the existing worksheet. This collection of Excel Worksheets is called an Excel Workbook.

To insert a new worksheet, you can right-click on the sheet name in the bottom sheet tracker tray,
as shown below.

By selecting the new worksheet option from the available options, you can create a new worksheet
as displayed below.
 A new dialogue box will appear on the screen, where you can select the option to include a new
sheet.

In the next part, you will learn how to rename a worksheet.

Rename Excel Worksheet

You can rename the Excel Worksheet by right-clicking on the sheet name and selecting the rename
option from the dialogue box as shown below.

In the next segment, you will learn how to delete a worksheet.

Delete Excel Worksheet

If you wish to eliminate the Excel Worksheet, you must right-click onto the worksheet tab and
select the delete option from the dialogue box as shown below.
 Worksheets in Excel can also be hidden. Now, you will see how that can be done.

Hide Excel Worksheet

Sometimes, you might have to keep a particular worksheet hidden. You can achieve this
by right-clicking the worksheet name on the worksheet tray and selecting the hide option from
the dialogue box, as shown below.

If you want to unhide the hidden worksheet, you can right-click on the existing worksheet and
choose the option of Unhide, as shown below.
 The following dialogue box will show the list of hidden sheets, and you can choose the sheet you
wish to unhide, as shown below.

In the next part, you will learn to move or copy an Excel Worksheet.

Move or Copy an Excel Worksheet

To move or copy an excel worksheet, you must right-click on the sheet name you wish to move or
copy and select the option of copy or move option from the dialogue box as shown below.

After selecting the option, you will find a new dialogue box, as shown below.
 The first step is to select the workbook where you want to copy or move the current worksheet. It
can be the current workbook or a different workbook, as shown below.

The next step is to select if you want to move (cut and paste) the worksheet or copy the worksheet.
If you wish to copy the sheet, then make sure you select the tick option as shown below.

If you wish to move the worksheet to a new workbook, then select the new workbook option in the
first menu and do not select the tick in the last option that reads "make a copy".

In the upcoming part, you will learn to protect the cells in the excel worksheet.

Excel Opening

create a new blank workbook:

1. Select the File tab. Backstage view will appear.
2. Select New, then click Blank workbook.

.
3. A new blank workbook will appear.

To open an existing workbook:

In addition to creating new workbooks, you'll often need to open a workbook that was previously
saved. To learn more about saving workbooks, visit our lesson on Saving and Sharing Workbooks.

1. Navigate to Backstage view, then click Open.

2. Select
Computer, then click Browse. You can also choose One-drive to open files stored on
your One-drive.

3. The Open dialog box will appear. Locate and select your workbook, then click Open.
 .

If you've opened the desired workbook recently, you can browse your Recent Workbooks rather
than search for the file.

To pin a workbook:

If you frequently work with the same workbook, you can pin it to Backstage view for faster access.

1. Navigate to Backstage view, then click Open. Your recently edited workbooks will appear.

2. Hover
your mouse over the workbook you want to pin. A pushpin icon will appear next to the
workbook. Click the pushpin icon.
3. The workbook will stay in Recent Workbooks. To unpin a workbook, simply click the pushpin icon
again.

Using templates

A template is a predesigned spreadsheet you can use to create a new workbook quickly.
Templates often include custom formatting and predefined formulas, so they can save you a lot of
time and effort when starting a new project.

To create a new workbook from a template:

1. Click the File tab to access Backstage view.

2. Select New. Several templates will appear below the Blank workbook option.
3. Select a template to review it.
4. A preview of the template will appear, along with additional information on how the template
can be used.
5. Click Create to use the selected template.

5.A new workbook will appear with the selected template.

You can also browse templates by category or use the search bar to find something more specific.
 It's important to note that not all templates are created by Microsoft. Many are created by
third-party providers and even individual users, so some templates may work better than
others.

To exit Compatibility Mode, you'll need to convert the workbook to the current version type.
However, if you're collaborating with others who only have access to an earlier version of Excel, it's
best to leave the workbook in Compatibility Mode so the format will not change.

To convert a workbook:

If you want access to the newer features, you can convert the spreadsheet to the current file format.

Note that converting a file may cause some changes to the original layout of the workbook.

1. Click the File tab to access Backstage view.

2. Locate and select the Convert command.

3. The Save As dialog box will appear. Select the location where you want to save the workbook, enter
a file name for the workbook, and click Save.

The workbook will be converted to the newest file type.

Entering text and data

 Enter text in a cell
 Edit information in a cell
 Delete information in a cell
 Select multiple cells

Entering text in a cell

 You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is
not a number or formula.

Numbers are values used when making calculations. Formulas are mathematical calculations.

To enter data into a cell:

 Click the cell where you want to type information.
 Type the data. An insertion point appears in the cell as the data is typed.

 The data can be typed in either the cell or in the formula bar.

 Data being typed appears in the both active cell and the formula bar.
  Notice the Cancel and Enter buttons in the formula bar.

 Click the Enter button to end the entry and turn off the formula bar buttons.

Excels Auto-complete feature keeps track of previously entered text. If the first few characters
you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining
characters for you.

Editing information in a cell

Information in a spreadsheet is likely to change over time. Information can be changed in two
ways.

The quick and easy method:

 Click the cell containing the information you want to change.
 Type the new entry. The old entry is replaced by the new entry.

If the original entry is long and requires only a minor adjustment (in spelling, for example), you
can directly edit the information in the cell.

To edit information in a cell:

Method 1: Direct cell editing

 Double-click the cell containing the information you want to change.

 The cell is opened for direct editing.

 Make the necessary corrections.

 Press Enter or click the Enter button on the formula bar to complete the entry.

Method 2: Formula bar editing

 Click the cell containing the information you want to change.

  Edit the entry in the formula bar.

Deleting information in a cell

To delete data that already appears in a cell:

 Click the cell containing the information you want to delete.
 Click the information displayed in the formula bar.
 Click the Cancel button to delete an entry and turn off the formula buttons.

OR

 Click the cell containing the information you want to delete.

 Press the Delete key, OR
 Right-click and choose Clear Contents from the shortcut menu.

To delete data being typed but not yet added to the cell:
 Cancel an entry by pressing the Escape key.
Using the Undo and Redo features

Sometimes you might do something to a spreadsheet that you didn't mean to, like type the wrong
number in a cell. Excel XP allows you to undo an operation.

Use the Undo button on the Standard toolbar to recover an error. The last single action is
recoverable.

To undo recent actions one at a time:

 Click the Undo button.

To undo several recent actions at once:

 Click the arrow next to the Undo button.
 Select the desired Undo operation(s) from the list.

 Microsoft Excel reverses the selected action and all actions that appear in the list above it.

An Undo operation can be canceled by applying a Redo. This is useful when an Undo operation
was mistakenly applied.

Remember, a redo is possible only if you have not changed an Excel spreadsheet since the last
Undo operation was completed:

To redo an Undo operation:

 Press the Redo button.

To redo several recent Undo actions at once:

 Click the arrow next to Redo button.
 Select the desired Redo operation from the list.
  Microsoft Excel reverses the Undo operation.

Selecting multiple cells

The currently selected cell in Excel XP is called the active cell. You can also select a group of
adjacent cells, or a cell range.

Many operations can be done against a cell range, including moving, copying, deleting, and
formatting.

A cell range can be defined in different ways: select a specific range of cells, select multiple
columns or rows, or select the entire worksheet.

To select a range of cells:

 Move to the first cell in the range.
 The mouse pointer becomes a large cross.
 Click and hold the left mouse button and drag left or right, up or down to the last cell you
want to select.
 Release the mouse button.
 The cells you selected are shaded.

To select all cells in a column or row:

 Click the gray column heading to select the entire column. Click and drag the cursor
across other column headings to select those columns.

 Click the gray row heading to select the entire row. Click and drag the cursor down through
the row headings select those rows.
To select an entire worksheet:
 Click the gray rectangle in the upper-left to select the entire worksheet.

If the cells and columns you want to select are not directly next to one another, select one of the
ranges you want to select, then hold down the Control key while selecting other ranges.

Formatting Navigating

Data Cleaning and Data Formatting in Excel has always been the toughest task for a data analyst.
Most business decisions are based on reports the analysis team generates and shares. One mistake
around the data format is a perfect recipe for disaster.

This tutorial on Formatting in Excel by Simplilearn is your one-stop solution to learn the
fundamentals of data formatting in excel. By the end of this tutorial, you will be able to recognize and
rectify all the common mistakes you make while preparing your reports.
What Is Formatting in Excel?

Formatting in Excel is a simple process of modifying or manipulating data in spreadsheets from

one form to another. Formatting can be done based on appearance and data types.

Now that you know the fundamentals of Data Formatting in Excel, you will learn how to
implement formatting in real-time.

How to Format Data in Excel?

As discussed before, formatting in excel can be done based on various requirements, including
appearance, datatype, and data organization. You can do Data Formatting in Excel by navigating the
home tab.

Moving ahead, you will now learn how to implement formatting in Excel based on the number or
datatype formatting in the next section.

Number Formatting in Excel

Number Formats might sound simple, but improper number formats may lead to improper reports
in the end. A simple scenario can explain the situation in a better way.

Now, imagine you work with an automotive store, and your store manager requests you to find the
customer that made the highest purchase in the month to award the customer a discount on his next
purchase.

Let us assume all transactions are saved in dollar format except the one. In a hurry, you
missed adding dollar format to it, which is the highest transaction made in the month. This simple
scenario explains how easily things could go sideways.

In this section, you will learn what is number Formatting in Excel and how to add number
formatting in Excel?

Number Formats can be done in a few simple steps as follows:

 Select a cell or a cell range or the complete column where you wish to add Number Formats

 Navigate to the Home button.

 In the Number Group, select the drop-down to access the Number formatting as shown below.

There is another more straightforward way.

 Select a cell or a range of cells or an entire column

 Right-click on any selected cell

 A drop-down will appear as shown below

General

General is a number format selected as the default by excel for any number you type into the
spreadsheet.

The number appears the same way you type it without additional decimals or modifications.

Number

Number Format is exclusively used when you are working with numbers.

The Number Format will add decimal points to your data to keep it more accurate, and you can also
customize the number of decimal points you wish to have.

Currency

Currency Number Format is used when you want to represent numbers in the form of currency.
For example, annual investment data. You might use dollars to represent such kinds of data.
Accounting

Accounting is completely similar to currency. You can use the accounting Number Format to add
decimal places to your currency to make it more accurate.

Date

The Date Format is employed in spreadsheets to consider your input as a calendar date instead of a
regular number.

Time

The Time Format converts the general default number format to the time format.

Percentage

The Percentage Data Format represents the values in terms of percentages.

For example, the Excel spreadsheet calculates the percentage values and multiples by 100 and
denotes the decimal values in a percentage format.

Fraction

The Fraction Format displays the general number in the form of a fraction according to the type of
fraction you chose.

Scientific

The Scientific Number Format differs slightly from currency or a general or decimal number. The
Scientific Number Format has an exponential number that indicates the power of a number.

Apart from exponents, the scientific number format also includes trigonometry, calculus, roots of a
number, etc.
Text

The text includes the textual type of data. Here, Excel treats any number of data you type as text
format and keeps it the way it is without adding any decimals or mathematical symbols.

Special

You also have symbols besides numbers, text, and scientific notations. These symbols are entitled
as special symbols. While using these symbols, you need to select the Format of the special symbol.

Custom

Apart from all the available options, Excel also provides its users with a customizable option that
will help them use existing formats and customize them to create a completely new one.

So far, you have learned about number Formatting in Excel. Apart from number formatting, you
can also carry out formatting at the cell level.

You will now learn Cell Formatting in Excel in the next segment of this tutorial.

Cell Formatting in Excel

Cell Formatting in Excel is a little different from number formatting in Excel. Cell formatting is
related to text alignment, color, font, cell background color, images, etc.

First, let us check the font options in Cell Formatting in Excel.

 Navigate to the Home tab and search for the Font group.

 Click on the drop-down icon, and Excel will provide you with a wide variety of font options,
as shown below.
 After the Font option, you can go through the font color, bold, italic, and underline options along
with the text alignment in the same Home tab.

A little towards the right side in the alignment group, you have text alignment, text wrapping, and
text indentation options, as shown below.

Text Color Formatting in Excel

The Text color option will help users customize the text color in Excel with various color options, as
shown below.

Cell Color Formatting in Excel

The Cell background color option will help users modify the cell background color in the spreadsheet,
as shown below.
Cell Borders Formatting in Excel

The spreadsheet borders option will allow users to add cell borders as per the requirement of the
users.

Clipboard and Text Paste in Excel

You have the clipboard group on the left side of the font tab. The clipboard group will help you
with a variety of paste options.

The copied text on the clipboard can be pasted, or you can also use a custom paste option.
Conditional Formatting in Excel

On the right side of the Number Format Group, you have Conditional Formatting, Cell Formatting,
and Table Formatting options, as shown below.

The Conditional formatting option will allow the users to highlight or mark cells on excel
spreadsheets based on logical functions and formulae, as shown below.
Table Formatting in Excel

The Table Formatting in excel will allow you to modify the tabular data in Excel with various
options, as shown in the image below.
Cell Formatting in Excel

The Cell Formatting option in Excel will allow users to modify individual cell background colors per
the user requirements, as shown below.
Navigating formulas

How to make a simple Excel formula by using constants and operators

In Microsoft Excel formulas, constants are numbers, dates or text values that you enter directly in
a formula. To create a simple Excel formula using constants, just do the following:

 Select a cell where you want to output the result.

 Type the equal symbol (=), and then type the equation you want to calculate.
 Press the Enter key to complete your formula. Done!

Here is an example of a simple subtraction formula in Excel:

=100-50

How to write formulas in Excel using cell references

Instead of entering values directly in your Excel formula, you can refer to the cells, containing
those values.

For example, if you want to subtract a value in cell B2 from the value in cell A2, you write the
following subtraction formula: =A2-B2

When making such a formula, you can type the cell references directly in the formula, or click the
cell and Excel will insert a corresponding cell reference in your formula.

To add range reference, select the range of cells in the sheet.

Note. By default, Excel adds relative cell references. To switch to another reference type, press
the F4 key.
 A big advantage of using cell references in Excel formulas is that whenever you change a value in
the referred cell, the formula recalculates automatically without you having to manually update all
the calculations and formulas on your spreadsheet.

How to create an Excel formula by using defined names

To take a step further, you can create a name for a certain cell or a range of cells, and then refer to
that cell(s) in your Excel formulas by simply typing the name.

The fastest way to create a name in Excel, is to select a cell(s) and type the name directly in
the Name Box. For example, this is how you create a name for cell A2:

A professional-like way to define a name is via the Formulas tab > Defined names group
or Ctrl+F3 shortcut. For the details steps, please see creating a defined name in Excel.

In this example, I've created the following 2 names:

 revenue for cell A2

 expenses for cell B2

And now, to calculate the net income, you can type the following formula in any cell on any sheet
within the workbook in which those names were created: =revenue-expenses

In the same manner, you can use names instead of cell or range references in arguments of Excel
functions.

For example, if you create the name 2015_sales for cells A2:A100, you can find a total of those
cells by using the following SUM formula: =SUM(2015_sales)

Of course, you can get the same result by supplying the range to the SUM
function: =SUM(A2:A100)

However, defined names make Excel formulas more understandable. Also, they can significantly
expedite creating formulas in Excel especially when you are using the same range of cells in multiple
formulas. Instead of navigating between different spreadsheets to find and select the range, you just
type its name directly in the formula.

How to make Excel formulas by using functions

Excel functions are nothing else than predefined formulas that perform the required calculations
behind the scene.

Each formula begins with an equal sign (=), followed by the function name and the function
arguments entered within the parentheses. Each function has specific arguments and syntax (particular
order of arguments).

For more information, please see a list of the most popular Excel functions with formula examples
and screenshots.

In your Excel spreadsheets, you can create a function-based formula in 2 ways:

 Using the Formula Wizard

 Writing a formula yourself in a cell or formula bar

Create a formula in Excel by using the Function Wizard

If you do not feel very comfortable with Excel spreadsheet formulas yet, the Insert Function
wizard will give you a helpful hand.

1. Run the function wizard.

To run the wizard, click the Insert Function button on the Formulas tab > Function Library group,
or pick a function from one of the categories:

Alternatively, you can click the Insert Function button to the left of the formula bar.

Or, type the equal sign (=) in a cell and pick a function from the drop-down menu to the left of the
formula bar.

By default, the drop-down menu displays 10 most recently used functions, to get to the full list,
click More Functions…
2. Find the function you want to use.

When the Insert Function wizard appears, you do the following:

 If you know the function name, type it in the Search for a function field and click Go.

 If you are not sure exactly what function you need to use, type a very brief description of the
task you want to solve in the Search for a function field, and click Go. For example, you can
type something like this: "sum cells", or "count empty cells".

 If you know what category the function belongs to, click the small black arrow next to Select
a category and choose one of the 13 categories listed there. The functions belonging to the
selected category will appear in the Select a function

You can read a short description of the selected function right under the Select a function box. If
you need further details regarding that function, click the Help on this function link near the bottom of
the dialog box.Once you've found the function you wish to use, select it and click OK.
3. Specify the function arguments.

In the second step of the Excel function wizard, you are to specify the function's arguments. Good
news is that no knowledge of the function's syntax is required.

You just enter the cell or range references in the arguments' boxes and the wizard will take care of
the rest.

To enter an argument, you can either type a cell reference or range directly into the box.
Alternatively, click the range selection icon next to the argument (or simply put the cursor into the
argument's box), and then select a cell or a range of cells in the worksheet using the mouse.

While doing this, the function wizard will shrink to a narrow range selection window. When you
release the mouse button, the dialog box will be restored to its full size.

A short explanation for the currently selected argument is displayed right under the function's
description. For more details, click the Help on this function link near the bottom.
 Excel functions allow you to perform calculations with cell residing on the same worksheet,
different sheets and even different workbooks.

In this example, we are calculating the average of sales for 2014 and 2015 years located in
two different spreadsheets, which in why the range references in the above screenshot include the
sheet names. Find more about how to reference another sheet or workbook in Excel.

As soon as you've specified an argument, the value or array of values in the selected cell(s) will be
displayed right to the argument's box.

4. Complete the formula.

When you have specified all the arguments, click the OK button (or just press the Enter key), and
the completed formula is entered into the cell.
Write a formula directly in a cell or formula bar

As you've just seen, creating a formula in Excel by using the function wizard is easy, thought it's
quite a long multi-step process.

When you have some experience with Excel formulas, you might like a faster way - typing a
function directly into a cell or formula bar.

As usual, you start by typing the equal sign (=) followed by the function name. As you do this,
Excel will perform some kind of incremental search and display a list of functions that match the part of
the function's name you've already typed:

So, you can either finish typing the function name on your own or select from the displayed list.
Either way, as soon as you type an opening parenthesis, Excel will show the function screen
tip highlighting the argument you need to enter next.

You can type the argument in the formula manually, or click a cell (select a range) in the sheet and
have a corresponding cell or range reference added to the argument.

After you've input the last argument, type the closing parenthesis and hit Enter to complete the formula.

Tip. If you are not quite familiar with the function's syntax, click the function name and the Excel
Help topic will pop-up right away.
Handling and Copying

Use Cut, Copy, and Paste to move or copy cell contents. Or copy specific contents or attributes
from the cells. For example, copy the resulting value of a formula without copying the formula, or copy
only the formula.

When you move or copy a cell, Excel moves or copies the cell, including formulas and their
resulting values, cell formats, and comments.

You can move cells in Excel by drag and dropping or using the Cut and Paste commands.

Move cells by using Cut and Paste

1) Select a cell or a cell range.

2) Select Home > Cut or press Ctrl + X.
3) Select a cell where you want to move the data.
4) Select Home > Paste or press Ctrl + V.

Copy cells by using Copy and Paste

1. Select the cell or range of cells.

2. Select Copy or press Ctrl + C.
3. Select Paste or press Ctrl + V.

ONE MARKS

1. What is the file extension for an Excel workbook?

A) .xlsx B) .doc C) .pdf D) .txt

Answer: A) .xlsx

2. Which ribbon tab in Excel contains the options for formatting cells and text?

A) Home B) Insert C) Format D) Data

Answer: A) Home

3. To open an existing Excel workbook, you would typically use the command:

A) Save B) Open C) Close D) New

Answer: B) Open

4. What is the shortcut key to save an Excel workbook?

A) Ctrl + S B) Ctrl + C C) Ctrl + P D) Ctrl + O

Answer: A) Ctrl + S

5. In Excel, rows are labeled with:

A) Numbers B) Letters C) Symbols D) Colors

Answer: A) Numbers

6. Which function key is used to open the "Save As" dialog in Excel?

A) F2 B) F4 C) F10 D) F12

Answer: D) F12
7. The formula bar in Excel is used for:

A) Entering cell data B) Formatting cells

C) Sorting data D) Printing the worksheet

Answer: A) Entering cell data

8. What does the function VLOOKUP do in Excel?

A) Vertical Lookup B) Value Lookup C) Variable Lookup D) Volume Lookup

Answer: A) Vertical Lookup

9. Which view in Excel allows you to see how the printed page will look?

A) Page Layout View B) Normal View C) Page Break Preview D) Print Preview

Answer: C) Page Break Preview

10. To select the entire worksheet in Excel, you can use the shortcut:

A) Ctrl + A B) Ctrl + X C) Ctrl + Z D) Ctrl + C

Answer: A) Ctrl + A

11. How can you initiate the process of opening a file in most software applications?

A. Ctrl + O B. Ctrl + S C. Ctrl + N D. Alt + F4

Answer: A. Ctrl + O

12. What keyboard shortcut is commonly used to paste copied text?

A. Ctrl + P B. Ctrl + V C. Ctrl + X D. Ctrl + C

Answer: B. Ctrl + V

13. In a spreadsheet, what function is used to enter a sum of selected cells?

A. =SUM() B. =COUNT() C. =AVERAGE() D. =MAX()

Answer: A. =SUM()

14. Which key combination is often used to open a new tab in web browsers?

A. Ctrl + T B. Ctrl + W C. Ctrl + N D. Ctrl + S

Answer: A. Ctrl + T

15. What key is pressed to start a new line in a word processing document?

A. Enter B. Tab C. Shift D. Esc

Answer: A. Enter

16. What type of field is used to store numerical data with decimal points in a database?

A. Text B. Integer C. Float D. Date

Answer: C. Float

17. Which button is commonly used to open a new email message in an email client?

A. Compose B. Send C. Delete D. Archive

Answer: A. Compose

18. What is the primary input field called where you type your search query in a search engine?

A. URL Bar B. Search Bar C. Command Line D. Navigation Bar

Answer: B. Search Bar

19. In presentation software, what command is used to begin a slideshow?

A. F5 B. Ctrl + P C. Alt + S D. Shift + Enter

Answer: A. F5

20. Which key is commonly used to move to the next input field in an online form?

A. Tab B. Enter C. Shift D. Esc

Answer: A. Tab

21. How can you quickly navigate to the end of a document in most word processors?

A) Ctrl + End B) Ctrl + Home C) Ctrl + Shift + End D) Ctrl + Shift + Home

Answer: A) Ctrl + End

22. Which shortcut is commonly used to apply bold formatting to selected text?

A) Ctrl + B B) Ctrl + I C) Ctrl + U D) Ctrl + H

Answer: A) Ctrl + B

23. In Excel, what is the symbol used for multiplication in a formula?

A) + B) / C) * D) -

Answer: C) *
24. To merge cells in a table in Microsoft Word, you would use:

A) Ctrl + M B) Ctrl + Shift + M C) Merge Cells option in the ribbon D) Ctrl + Merge

Answer: C) Merge Cells option in the ribbon

25. How can you undo the last action in most applications?

A) Ctrl + Z B) Ctrl + Y C) Ctrl + X D) Ctrl + C

Answer: A) Ctrl + Z

26. What is the shortcut for saving a document in many applications?

A) Ctrl + S B) Ctrl + P C) Ctrl + O D) Ctrl + N

Answer: A) Ctrl + S

27. Which function key is commonly used to access the Help menu in many applications?

A) F1 B) F2 C) F3 D) F4

Answer: A) F1

28. In PowerPoint, what is the shortcut to start a slideshow from the beginning?

A) F5 B) F8 C) F10 D) F12

Answer: A) F5

29. What does the function VLOOKUP in Excel do?

A) Searches for a value in a range and returns a corresponding value

B) Adds up a range of numbers

C) Multiplies a range of numbers

D) Finds the average of a range of numbers

Answer: A) Searches for a value in a range and returns a corresponding value

30. How can you select the entire contents of a document or file?

A) Ctrl + A B) Ctrl + E C) Ctrl + C D) Ctrl + X

Answer: A) Ctrl + A

31. What is the purpose of the "copy" command in computing?

a. Move files to a different location b. Duplicate files or directories

c. Delete files permanently d. Rename files

Answer: b. Duplicate files or directories

32. In programming, what does the term "pass by reference" mean?

a. Passing the value of a variable b. Passing the memory address of a variable

c. Passing a copy of the variable d. Passing a constant value

Answer: b. Passing the memory address of a variable

33. When handling sensitive data, what is a common practice to ensure secure copying?

a. Use public Wi-Fi networks b. Copy data to unencrypted external drives

c. Employ encryption during the copying process d. Share data openly on social media

Answer: c. Employ encryption during the copying process

34. What command is commonly used for copying files in a Unix/Linux environment?

a. Mv b. cp c. rm d. ls

Answer: b. cp

35. In object-oriented programming, what is a shallow copy?

a. Duplicating the content of an object

b. Creating a new object with the same reference as the original

c. Copying only the top-level properties of an object

d. Deleting an object

Answer: c. Copying only the top-level properties of an object

36. When handling exceptions in programming, what is the purpose of the "finally" block?

a. Execute code regardless of whether an exception occurs or not

b. Handle specific types of exceptions

c. Terminate the program

d. Skip the code in case of an exception

Answer: a. Execute code regardless of whether an exception occurs or not

37. What is the keyboard shortcut for the "copy" command in most operating systems?

a. Ctrl+C b. Ctrl+V c. Ctrl+X d. Ctrl+Z

Answer: a. Ctrl+C
38. In data structures, what does a "deep copy" involve?

a. Creating an identical copy of an object

b. Copying only the top-level attributes of an object

c. Copying an object along with all the objects referenced by it

d. Deleting an object

Answer: c. Copying an object along with all the objects referenced by it

39. When handling files in programming, what is the purpose of the "write" operation?

a. Read the content of a file

b. Delete a file

c. Create a new file

d. Modify the content of a file

Answer: d. Modify the content of a file

40. What is the significance of a "buffer" when copying data?

a. Speeds up the copying process by storing data temporarily

b. Deletes unnecessary files

c. Halts the copying process

d. Encrypts the copied data

Answer: a. Speeds up the copying process by storing data temporarily

****************************UNIT III COMPLETED******************************

 UNIT-IV

CHARTS

CREATING:

Charts

A chart is a tool you can use in Excel to communicate data graphically. Charts allow your audience
to see the meaning behind the numbers, and they make showing comparisons and trends much easier.

A chart is a visual representation of data, in which the data is represented by symbols such as bars
in a bar chart or lines in a line chart.

Chart Elements
The different parts that make up a chart are referred to as chart elements. Chart elements give more
descriptions to your charts, thus making your data more meaningful and visually appealing.

Follow the steps given below to insert the chart elements in your graph:

Step 1 − Click the chart. Three buttons appear at the upper-right corner of the chart.
Step 2 − Click the Chart Elements icon. A list of available elements will be displayed.

The following chart elements are available:

Excel charts have a handful of elements. Some of these elements are displayed by default, others
can be added and modified manually as needed.

1. Chart area
2. Chart title
3. Plot area
4. Horizontal (category) axis
5. Vertical (value) axis
6. Axis title
7. Data points of the data series
8. Chart legend
9. Data label

Chart Area: The chart area is everything within the outside border. This is the area that makes up the
chart. All charts have a chart area.

Chart titles: When you create a chart, a Chart Title box appears above the chart.

Plot Area: The plot area is the area which is enclosed by the two axis. This area can have its own
border as well as a background color. The plot area is everything enclosed by the axes. This does not
include titles, legend, etc.

Axes: Charts typically have two axes that are used to measure and categorize the data.

vertical axis (also known as value axis or y axis), andA horizontal axis (also known as category axis
or x axis)3-D Column charts have a third axis, the depth axis.

Axis titles: Axis titles give the understanding of the data of what the chart is all about.You can add axis
titles to any horizontal, vertical, or the depth axes in the chart.
Data Series: A data series is a collection of data points (or markers) and normally corresponds to the
data within a single row or column. This could be a series of columns, bars or a series of squares or
crosses joined together by a line.

Data labels:Data labels make a chart easier to understand because they show the details about a
data series or its individual data points. You can change the location of the data labels within the
chart, to make them more readable.

Legend:When you create a chart, the Legend appears by default. You can hide a Legend by
deselecting it from the Chart Elements list.

Creating Charts with Insert Chart :To create a chart in Excel, you start by entering the numeric data
on a worksheet, and then continue with the following steps.

1. Prepare the data to plot in a chart

• You can organize the data in rows or columns, and Microsoft Excel will automatically determine the
best way to plot the data in your graph

• The data in the first column (or columns headings) is used as labels along the X axis of your chart.

• The numerical data in other columns are used to create the labels for the Y axis.

• Either the column headings or data in the first column are used in the chart legend.
Excel automatically chooses the data for the legend based on your data layout.

2.Select data to include in the chart

• Select all the data you want to include in your Excel graph. Be sure to select the column headings if
you want them to appear either in the chart legend or axis labels.

3. Inset the chart in Excel worksheet

• To add the graph on the current sheet, go to the Insert tab > Charts group, and click on a chart type
you would like to create. To use the option Recommended Charts, follow the steps given below −

Step 1 − Select the data.

Step 2 − Click the Insert tab on the Ribbon.
Step 3 − Click Recommended Charts.

Formatting Charts in Excel

Once you create a chart it's easy to format and enhance your chart using Excel's menus and
commands.
To change chart style in Excel, simply right click or double click on the chart item you want
to format to view the formatting options for that item.

Just a few of the chart items you can format are:

• Chart Titles, Axis Titles, and Data Labels

• Chart Lines
• Axis Labels
• Plot Area / Chart Area

Overall, there are 3 ways to customize charts in Excel 2016 and Excel 2013.

1. Select the chart and look for the needed options on the Chart Tools tabs on the Excel ribbon.
2. Right-click an element on the chart and select the corresponding context menu item. For example,
here's the right-click menu for customizing the chart title:

3. Use on-object chart customization buttons. These buttons appear in the top right corner of your chart
as soon as you click on it.

Chart Elements button. It launches the checklist of all the elements you can modify or add to your
graph, and it only shows those elements that are applicable to the selected chart type.
The Chart Elements button supports Live Preview, so if you are not sure what a certain element is,
hover the mouse on it and you will see what your graph would look like if you select that option.

Chart Styles button. It lets you quickly change the chart styles and colors.

Chart Filters button. It allows you to show or hide data displayed in your chart. For more options,
click the Chart Elements button, find the element you want to add or customize in the checklist, and
click the arrow next to it.
The Format Chart pane will appear on the right of your worksheet, where you can select the
options you want:

Format your chart using the Ribbon

1. In your chart, click to select the chart element that you want to format.
2. On the Format tab under Chart Tools, do one of the following:
✓ Click Shape Fill to apply a different fill color, or a gradient, picture, or texture to the chart element.
✓ Click Shape Outline to change the color, weight, or style of the chart element.
✓ Click Shape Effects to apply special visual effects to the chart element, such as shadows, bevels, or
3-D rotation
3. To apply a predefined shape style, on the Format tab, in the Shape Styles group, click the style that
you want. To see all available shape styles, click the More button
4. To change the format of chart text, select the text, and then choose an option on the mini toolbar that
appears. Or, on the Home tab, in the Font group, select the formatting that you want to use.

Types of Charts:

Excel provides you different types of charts that suit your purpose. Based on the type of data, you can
create a chart. You can also change the chart type later. Excel offers the following major chart types −

• Column Chart
• Bar Chart
• Pie Chart
• Doughnut Chart
• Line Chart
• Area Chart
• XY (Scatter) Chart
• Bubble Chart
Surface Chart
Column Chart
A Column Chart typically displays the categories along the horizontal (category) axis and values along
the vertical (value) axis. To create a column chart, arrange the data in columns or rows on theworksheet.

Line Chart
Line charts can show continuous data over time on an evenly scaled Axis. Therefore, they are ideal for
showing trends in data at equal intervals, such as months, quarters or years.
In a Line chart −
• Category data is distributed evenly along the horizontal axis.
• Value data is distributed evenly along the vertical axis.
To create a Line chart, arrange the data in columns or rows on the worksheet.

Pie Chart
Pie charts show the size of items in one data series, proportional to the sum of the items. The data
points in a pie chart are shown as a percentage of the whole pie. To create a Pie Chart, arrange the data
in one column or row on the worksheet.

A Pie Chart has the following sub-types −

• Pie
• 3-D Pie• Pie of Pie
• Bar of Pie
Doughnut Chart
A Doughnut chart shows the relationship of parts to a whole. It is similar to a Pie Chart with the
only difference that a Doughnut Chart can contain more than one data series, whereas, a Pie Chart can
contain only one data series.
A Doughnut Chart contains rings and each ring representing one data series. To create a
Doughnut Chart, arrange the data in columns or rows on a worksheet.

Bar Chart
Bar Charts illustrate comparisons among individual items. In a Bar Chart, the categories are
organized along the vertical axis and the values are organized along the horizontal axis.
To create a Bar Chart, arrange the data in columns or rows on the Worksheet.

A Bar Chart has the following sub-types −

• Clustered Bar, Stacked Bar, 100% Stacked Bar,

3-D Clustered
Bar, 3-D Stacked
Bar,
3- D 100% Stacked Bar etc.

Area Chart
Area Charts can be used to plot the change over time and draw attention to the total value across
a trend. By showing the sum of the plotted values, an area chart also shows the relationship of parts to
a whole. To create an Area Chart, arrange the data in columns or rows on the worksheet.
XY (Scatter) Chart
XY (Scatter) charts are typically used for showing and comparing numeric values, like scientific,
statistical, and engineering data. A Scatter chart has two Value Axes −

• Horizontal (x) Value Axis

• Vertical (y) Value Axis

It combines x and y values into single data points and displays them in irregular intervals, or
clusters. To create a Scatter chart, arrange the data in columns and rows on the worksheet.
Place the x values in one row or column, and then enter the corresponding y values in the
adjacent rows or columns. Consider using a Scatter chart when −

• You want to change the scale of the horizontal axis.

• You want to make that axis a logarithmic scale.
• Values for horizontal axis are not evenly spaced.
• There are many data points on the horizontal axis.
• You want to adjust the independent axis scales of a scatter chart to reveal more information about data
that includes pairs or grouped sets of values.
• You want to show similarities between large sets of data instead of differences between data points.
• You want to compare many data points regardless of the time.
The more data that you include in a scatter chart, the better the comparisons you can make.

Bubble Chart
A Bubble chart is like a Scatter chart with an additional third column to specify the size of the
bubbles it shows to represent the data points in the data series.
A Bubble chart has the following sub-types −
• Bubble
• Bubble with 3-D effect

Surface Chart
A Surface chart is useful when you want to find the optimum combinations between two sets of
data. As in a topographic map, colors and patterns indicate areas that are in the same range of values.To
create a Surface chart −
How to create a chart template

In Excel 2013 and 2016, to save a graph as a chart template, right-click the chart and pick Save as
Template in the pop-up menu:

Clicking the Save As Template option brings up the Save Chart Template dialog, where you type
the template name and click the Save button.

By default, the newly created chart template is saved to the special Charts folder.

All chart templates stored to this folder are automatically added to the Templates folder that
appears in the Insert Chart and Change Chart Type dialogs when you create a new or modify an
existing graph in Excel.

How to apply the chart template

To create a chart in Excel based on a specific chart template, open the Insert Chart dialog by
clicking the Dialog Box Launcher in the Charts group on the ribbon.

On the All Charts tab, switch to the Templates folder, and click on the template you want to apply.

To apply the chart template to an existing graph, right click on the graph and choose Change

Chart
Type from the context menu. Or, go to the Design tab and click Change Chart Type in the Type group.

Either way, the Change Chart Type dialog will open, you find the desired template in the
Templates folder and click on it.

How to delete a chart template in Excel

To delete a graph template, open the Insert Chart dialog, go to the Templates folder and click the
Manage Templates button in the bottom left corner.

FORMATING AND PRINTING:

I have a dataset containing some names of fruits as Product and their Sales value of 4
months (January to April). Now, I will show you how you can format Excel to print using
thisdataset.
Formatting Orientation to Print in Excel

While formatting Excel to print you must choose the orientation of the page. Follow the steps given
below to format orientation in your Excel spreadsheet.

Steps:

Firstly, go to the Page Layout tab >> click on the Page Setup button.

Now, you will see the preview version of the printed copy.

Finally, click on OK.

Selecting Paper Size in Excel to Print

Now, I will show you how to select paper size to print in Excel. Go through the steps given below
to print your Excel spreadsheet.

STEPS

 In the beginning, open the Page Setup box following the steps shown in Method1.

 Then, select any Paper size of your choice. Here, I will select A4 as Paper size.

 Finally, click on OK.

Choosing Printer to Print in Excel

You will also need to choose a printer option to print in Excel. The steps to choosing a printer are given
below.

Steps:

Firstly, go to the File tab.

Then, go to the Print option.

After that, choose any Printer of your choice. Here, I will select the Microsoft Print to
PDF option.

Selecting Print Area to Print in Excel

Next, I will show you how to select the print area to print in Excel. Go through the steps given below to
print your Excel spreadsheet.Steps: In the beginning, go to the File tab.
 Then, go to the Print option.
After that, select Print Active Sheets if you want to print the Active Sheets from
the Settings option. On the other hand, choose Print Entire Workbook if you want to print the
Entire Workbook.

Additionally, you can also print a specific selection from the worksheet in Excel.
Firstly, select your preferred range. Here, I will select Cell range B2:F12.
Then, go to the Page Layout tab >> click on Print Area >> select Set Print Area.

Formatting Print Titles to Print in Excel

This is one of the most useful printing options in Excel.Let’s say you have a heading row in your
data and you want to print that heading row on every page you print.

You can do it with the Print Title option. Here are the steps:

In the beginning, go to the Page Layout Tab >> click on Print Titles.
 A dialog box of Page Setup will appear.
After that, from the Sheet tab of the Page Setup box, specify the following things.

Print Area: Select the entire data that you want to print. Here, I will select cell range B2:F12.

Rows to repeat at the top: Heading row(s) which you want to repeat on every page. Here, I will
select Row 4.

Columns to repeat at the left: Column(s) which you want to repeat at the left side of every page if
you have any.

 Finally, click on OK.

Selecting Page Order to Print in Excel

The Page Order option is useful when you have a large number of pages to print. Using the Page
Order option is quite simple. You can specify the page order while printing. Here are the steps.

Steps:

In the beginning, open the Page Setup box following the steps shown in Method1.
Then, go to the Sheet tab.
Now, here, you have two options:
The first option (Down, then over) is if you want to print your pages using vertical order.
The Second option (Over, then down) is if you want to print your pages using horizontal order.

As I said it’s quite useful to use the page order option when you have a large number of pages to print,
you can decide which page order you want to use. Here, I have selected the Down, then over option.

Finally, click on OK.

Printing Comments to Print

You can print comments in excel with a smart way.Sometimes when you have comments in your
worksheet, it’s hard to print those comments in the same manner they have. So, the better option is to
print all those comments at the end of the pages.Yes, you can do this. Here are the steps. Steps:

Firstly, open the Page Setup box following the steps shown in Method1.
Then, go to the Sheet tab.
After that, in the Print section, select at the end of the sheet using the comment dropdown.
 Finally, click OK

Using “Fit to” from Scaling to Print

This is also a quick fix to print data in excel.

I’m sure you have faced this problem in excel that sometimes it’s hard to print your data on a
single page.

At that point, you can use the Scale To Fit option to adjust your entire data into a single page.

Steps:

Firstly, open the Page Setup box following the steps shown in Method1.

Then, from here you can use two options.

First, adjust using % of normal size.

Second, specify the number of pages in which you want to adjust your entire data using width &
length.
Here, I have inserted 100% as normal size.
 After that, I inserted 1 in the Fit to box.
Finally, click on OK.

Using Excel Custom Header/Footer Format to Print

You can apply a number of decent things with Custom Header/Footer.

Well, normally we all use page numbers in the header and footer. But with a Custom option, you can
use some other useful things as well.

Here are the steps.

Steps:

Firstly, open the Page Setup box following the steps shown in Method1.
Then, go to the Header/Footer tab.
After that, click on the Custom Header/ Footer button. Here, I will click on the Custom
Header Button.
 Then, here you can select the alignment of your header/footer.
And following are options you can use.
 Page Number
 Page Number with total pages.
 Date
 Time
 File Path
 File Name
 Sheet Name
 Image

Now, insert the text “How to Format Excel to Print” in the Center section.
Afterward, click OK.

Then, click on the Custom Footer Button.

 Now, the Footer box will appear.
After that, select the section of your choice to place to add the Page number.
Here, I selected the Center section and then clicked on the Page Number icon.

Then, click on OK.

Next, to preview the printed page, click on Print Preview.

Then, you will find the Header and Footer added to the page like below.

Finally, click OK.

Centering Data on Page to Print in Excel

This option is useful when you have less data on a single page.Let’s say you just have data Cell
range B2:D12 to print on a page. So you can align them into the center of the page while
printing.These are the steps.
Steps:

In the beginning, open the Page Setup box following the steps shown in Method1.
Then, go to the Margins tab.
Now, In “Center on Page” you have two options to select.
o Horizontally: It will align your data into the center of the page.
o Vertically: This will align your data into the middle of the
page. Next, turn on both options.
Finally, click OK.

Using Custom Margins to Format Excel to Print

Now, we will show you how to use Custom Margins to format Excel spreadsheets to print.nd, here
are the steps to easily adjust margins.

Steps:Firstly, go to the File tab.

Then, go to the Print option, and you’ll get an instant print preview.
 After that, from the bottom right slide of the window, click on the Show Margins button.
Now, it will show all the margins applied.

Finally, you can change them by just drag and drop.

Changing Cell Error Values to Print in Excel
This option is pretty awesome.The thing is, you can replace all the error values while printing with
another specific value. Well, you have only three other values to use as a replacement.

Here, we have a dataset containing the Name, Working Days, Salary, and Salary per Day of
some employees. But, in Cell E8 it shows a #DIV/0! Error. Now, I will show how to replace this error
value while printing with another specific value in Excel.

Steps:

In the beginning, open the Page Setup box following the steps shown in Method1.
Then, go to the Sheet tab.
After that, select a replacement value from the Cell error as a dropdown.
You have three options to use as a replacement.
 Blank
 Double minus sign.
 #N/A Error for all the
errors. Here, I will select <blank>.
Finally, after selecting the replacement value click OK.
Customizing Number Format for Page Number in Excel to Print
This option is basic.

Let’s say you are printing a report and you want to start the page number from a custom number
(5). You can specify that number and the rest of the pages will follow that sequence.

Here are the steps.

Steps:

In the beginning, open the Page Setup box following the steps shown in Method1.
Then, in the input box “First page Number”, enter the number from where you want
to start your page numbers. Here, I will insert 5 in the box.
Finally, click OK.

ANALYSIS TABLES:

Here are some tips for getting the most out of Analyze Data:

Analyze Data works best with data that's formatted as an Excel table. To create an Excel table,
click anywhere in your data and then press Ctrl+T.

Make sure you have good headers for the columns. Headers should be a single row of unique,
non-blank labels for each column. Avoid double rows of headers, merged cells, etc.

If you have complicated, or nested data, you can use Power Query to convert tables with cross-tabs,
or multiple rows of headers.

Didn't get Analyze Data? It's probably us, not you.

Here are some reasons why Analyze Data may not work on your data:
 Analyze Data doesn't currently support analyzing datasets over 1.5 million cells. There is currently
no workaround for this. In the meantime, you can filter your data, then copy it to another location to run
Analyze Data on it.

String dates like "2017-01-01" will be analyzed as if they are text strings. As a workaround, create
a new column that uses the DATE or DATEVALUE functions, and format it as a date.

Analyze Data won't work when Excel is in compatibility mode (i.e. when the file is in .xls format).
In the meantime, save your file as an .xlsx, .xlsm, or .xlsb file.

Merged cells can also be hard to understand. If you're trying to center data, like a report header,
then as a workaround, remove all merged cells, then format the cells using Center Across Selection.
Press Ctrl+1, then go to Alignment > Horizontal > Center Across Selection.

We're always improving Analyze Data

Even if you don't have any of the above conditions, we may not find a recommendation.

That's because we are looking for a specific set of insight classes, and the service doesn't always
find something.

We are continually working to expand the analysis types that the service supports.

Here is the current list that is available:

Rank: Ranks and highlights the item that is significantly larger than the rest of the items.

Trend: Highlights when there is a steady trend pattern over a time series of data.
 Outlier: Highlights outliers in time series.

Majority: Finds cases where a majority of a total value can be attributed to a single factor.

PREPARATION OF FINANCIAL STATEMENTS:

Financial Statement?

Financial Statements are summary reports which contain the state of the financial situation of a
company or organization.

They include the reports of the like balance sheet, Income statement, and Cash Flow statement.
They are the written documents or records that the company performs throughout the year.

There are 3 main parts of a financial statement report:

1. Balance Sheet

It summarises the financial position of the company after a certain period. It is also known as
a Statement of Financial Position/condition.

In general, a balance sheet contains 3 portions. And, these are Assets, Liabilities, and Owners’
equity A balance sheet provides a glimpse of the company’s finances.
 The sheet consists of the company’s liabilities, assets, and shareholder’s equities. Balance sheets
are organized according to the equation:

Assets = Liabilities + Shareholder’s Equity

 Assets: These are the main resources owned by the company. Assets can be classified into
many types. Like Current and Fixed assets, Tangible and Intangible assets, etc.
 Liabilities: They are things that the company owes to a person or a company like cash, loans,
etc.
 Owners Equity: It represents the value for a company’s shareholders after all the company’s
assets were sold off and all company liabilities were paid off.

Income Statement

It reports the profit and loss of a company over a certain period. So, the income statement is made
of 3 parts:

1. Revenue

2. Expense

3. Profits.

So, it contains all incomes and expenses in a certain period and calculates net profit.
Cash Flow Statement

Cash flow statements are the bridge between the Income statement and the Balance sheet. There are
also 3 parts to it:

 Operations: It is the main source of revenue for a company or organization. Cash flows
regarding main operations will be included here.
 Investment Activity: Cash received or paid due to buying or selling any assets, taking loans,
paying interest on loans, etc are included here.
 Financing Activity: Cash flows regarding any changes in equity earning or borrowing entities
like bonds, stocks, or dividends.
ONE MARK
1. Which software is commonly used for creating and formatting charts?
a) Microsoft Excel
b) Adobe Photoshop
c) Google Docs
d) Notepad
Answer: a) Microsoft Excel
2. Which chart type is best suited for showing trends over time?
a) Pie chart
b) Bar chart
c) Line chart
d) Scatter plot
Answer: c) Line
chart
3. What does formatting a chart involve?
a) Changing the chart type
b) Adjusting colors and fonts
c) Adding data labels
d) All of the above
Answer: d) All of the above
4. Which option in Excel allows you to print a chart?
a) Print Chart
b) Export as PDF
c) Print Screen
d) Print Preview
Answer: d) Print Preview
5. Analysis tables are used to:
a) Present raw data
b) Compare different data sets
c) Perform calculations on data
d) All of the above
Answer: d) All of the above
6. In Excel, which function is commonly used to perform calculations on data in analysis tables?
a) SUM
b) COUNT
c) AVERAGE
d) All of the above
Answer: d) All of the above
7. Which chart type is best suited for comparing parts of a whole?
a) Bar chart
b) Line chart
c) Pie chart
d) Scatter plot
Answer: c) Pie
chart
8. What is the primary purpose of creating charts?
a) To make data easier to understand
b) To make data harder to interpret
c) To confuse the audience
d) To hide information
Answer: a) To make data easier to understand

9. Which option allows you to change the design of a chart in Excel?

a) Format Chart
b) Design Chart
c) Modify Chart
d) Customize Chart
Answer: b) Design
Chart
10Which chart type is used to show the relationship between two variables?
a) Pie chart
b) Bar chart
c) Line chart
d) Scatter plot
Answer: d) Scatter plot
11. What does the term "legend" refer to in a chart?
a) A mythological story
b) A key that explains the colors or symbols used in the chart
c) The title of the chart
d) The data labels
Answer: b) A key that explains the colors or symbols used in the chart
12. Which function in Excel allows you to round numbers in analysis tables?
a) ROUND
b) SUM
c) IF
d) COUNT
Answer: a) ROUND
13. Which option in Excel allows you to add a title to a chart?
a) Title Chart
b) Add Title
c) Chart Title
d) Insert Title
Answer: c) Chart
Title
14. In a bar chart, which axis typically represents the categories or groups?
a) X-axis
b) Y-axis
c) Z-axis
d) None of the
above Answer: a) X-
axis
15What is the purpose of a trendline in a chart?
a) To add decoration
b) To show a trend or pattern in the data
c) To confuse the audience
d) To hide information
Answer: b) To show a trend or pattern in the data
16. Which chart type is commonly used to display hierarchical data?
a) Pie chart
b) Bar chart
c) Tree map
d) Scatter plot
Answer: c) Tree
map
17. Which option allows you to change the color scheme of a chart in Excel?
a) Color Chart
b) Design Chart
c) Format Chart
d) Customize Chart
Answer: b) Design Chart
17. Which Excel feature allows you to filter and sort data in analysis tables?
a) Data Validation
b) PivotTables
c) Conditional Formatting
d) Goal Seek
Answer: b) PivotTables

18. What is the purpose of a data label in a chart?

a) To provide a title for the chart
b) To identify individual data points
c) To label the axes
d) To change the chart type
Answer: b) To identify individual data points

19. Which chart type is best suited for comparing values across different categories?
a) Line chart
b) Scatter plot
c) Bar chart
d) Pie chart
20. Answer: c) Bar chart
What is the primary purpose of preparing financial statements?
a) To assess employee performance
b) To comply with legal requirements
c) To provide information about a company's financial performance
d) To facilitate tax evasion
Answer: c) To provide information about a company's financial performance

21. Which financial statement reports a company's revenues and expenses over a specific period?
a) Balance Sheet
b) Income Statement
c) Cash Flow Statement
d) Statement of Retained
Earnings Answer: b) Income
Statement
22. Which accounting principle states that expenses should be recorded in the same period as the
revenues they help to generate?
a) Matching Principle
b) Revenue Recognition Principle
c) Historical Cost Principle
d) Conservatism Principle
Answer: a) Matching
Principle
23. What does the Balance Sheet represent?
a) A company's financial performance over time
b) A company's cash flows during a period
c) A company's financial position at a specific point in time
d) A company's revenues and expenses
Answer: c) A company's financial position at a specific point in time
24. Which of the following is not a component of the Balance Sheet?
a) Assets
b) Liabilities
c) Equity
d) Revenues
Answer: d)
Revenues
25. Which financial statement provides information about a company's cash receipts and cash payments
during a specific period?
a) Balance Sheet
b) Income Statement
c) Cash Flow Statement
d) Statement of Changes in Equity
Answer: c) Cash Flow Statement
26. What does EBITDA stand for?
a) Earnings Before Interest, Taxes, Depreciation, and Amortization
b) Earnings Before Income, Taxes, Depreciation, and Amortization
c) Earnings Before Interest, Taxes, Depreciation, and Assets
d) Earnings Before Income, Taxes, Depreciation, and Assets
Answer: a) Earnings Before Interest, Taxes, Depreciation, and Amortization
27. Which financial statement is used to reconcile the beginning and ending balances of retained
earnings?
a) Income Statement
b) Balance Sheet
c) Statement of Cash Flows
d) Statement of Retained Earnings
Answer: d) Statement of Retained
Earnings
28. What is data analytics primarily used for in finance?
a) Identifying trends and patterns in financial data
b) Calculating financial ratios
c) Filing tax returns
d) Managing payroll
Answer: a) Identifying trends and patterns in financial data
29. Which of the following is not a common data analytics tool used in finance?
a) Microsoft Excel
b) Tableau
c) Python
d) Adobe Photoshop
Answer: d) Adobe Photoshop
30. Which type of data analytics focuses on understanding the past performance of a company?
a) Descriptive Analytics
b) Predictive Analytics
c) Prescriptive Analytics
d) Diagnostic Analytics
Answer: a) Descriptive Analytics
31. Which data visualization tool is commonly used for creating interactive and shareable dashboards in
finance?
a) Microsoft Word
b) PowerPoint
c) Tableau
d) Adobe
Illustrator Answer:
c) Tableau
32. What is the purpose of predictive analytics in finance?
a) To analyze historical data
b) To forecast future financial trends
c) To create financial reports
d) To monitor real-time financial transactions
Answer: b) To forecast future financial
trends
33. Which programming language is commonly used for data analysis and financial modeling?
a) Java
b) C++
c) Python
d) HTML Answer:
c) Python
34. Which statistical technique is commonly used for detecting outliers in financial data?
a) Regression Analysis
b) Hypothesis Testing
c) Anomaly Detection
d) Time Series Analysis
Answer: c) Anomaly
Detection
35. What is the primary goal of prescriptive analytics in finance?
a) To explain why certain financial events occurred
b) To predict future financial trends
c) To provide recommendations for decision-making
d) To visualize financial data
Answer: c) To provide recommendations for decision-making
36. Which of the following is an example of unstructured data in finance?
a) Stock prices
b) Financial statements
c) Social media posts
d) Sales transactions
Answer: c) Social media posts
37. What is the purpose of sentiment analysis in finance?
a) To measure the emotional response of investors
b) To forecast stock prices
c) To analyze financial statements
d) To detect fraudulent activities
Answer: a) To measure the emotional response of investors
38. Which data analytics technique is commonly used for risk management in finance?
a) Cluster Analysis
b) Monte Carlo Simulation
c) Decision Trees
d) Neural Networks
Answer: b) Monte Carlo Simulation

39. What is the role of data visualization in financial analysis?

a) To make financial data more aesthetically pleasing
b) To communicate insights effectively
c) To manipulate financial data
d) To automate financial reporting
Answer: b) To communicate insights effectively
 UNIT-IV

Concept of Database Management System

 A Database Management System (DBMS) is a software system that is designed to
manage and organize data in a structured manner. It allows users to create, modify,
and query a database, as well as manage the security and access controls for that
database.
 DBMS provides an environment to store and retrieve the data in coinvent and
efficient manner.
Key Features of DBMS
 Data modeling: A DBMS provides tools for creating and modifying data models,
which define the structure and relationships of the data in a database.
 Data storage and retrieval: A DBMS is responsible for storing and retrieving data from
the database, and can provide various methods for searching and querying the data.
 Concurrency control: A DBMS provides mechanisms for controlling concurrent access to
the database, to ensure that multiple users can access the data without conflicting with each
other.
 Data integrity and security: A DBMS provides tools for enforcing data integrity and
security constraints, such as constraints on the values of data and access controls that
restrict who can access the data.
 Backup and recovery: A DBMS provides mechanisms for backing up and recovering the
data in the event of a system failure.
 DBMS can be classified into two types: Relational Database Management System
(RDBMS) and Non-Relational Database Management System (NoSQL or Non-SQL)
 RDBMS: Data is organized in the form of tables and each table has a set of rows and
columns. The data are related to each other through primary and foreign keys.
 NoSQL: Data is organized in the form of key-value pairs, documents, graphs, or column-
based. These are designed to handle large-scale, high-performance scenarios.

Field - a field consists of a grouping of characters. A data field represents an attribute (a characteristic or
quality) of some entity (object, person, place, or event).

Record - a record represents a collection of attributes that describe a real-world entity. A record consists
of fields, with each field describing an attribute of the entity.

File - a group of related records. Files are frequently classified by the application for which they are
primarily used (employee file). A primary key in a file is the field (or fields) whose value identifies a
record among others in a data file.

Sorting and Indexing

sorting

 Sorting is the process or arranging items in a set in a specific order. Sorting a table would create a
copy of the table in which the rows may have a different order than the original.
  Storing the new table would require an amount of space similar to that of the original table.
 Due to this reason sorting is used less frequently; only used when a new copy of the sorted table is
required. Sorting is allowed using multiple fields, such as sorting addresses using the states and
then sort using the cities inside the states.
Indexing
 Indexing is a method that is used to improve the data retrieval speed in a table of a database. An
index could be created using a single or more columns in a table and the index is stored in a
separate file. This file contains the logical order of rows along with their physical position in the
table.
 The space required by an index file is typically less than the space required to store the table.
Unique indices will prevent the table from containing duplicate values of the index. Indexing
would make the data retrieval more efficient.

What is the difference between Indexing and Sorting?

 Indexing and sorting are two methods that can be used to create an order in a data table. Indexing
would create an index file that contains only the logical order of rows along with their physical
position in the table whereas with sorting, a copy of the sorted table has to be stored.
 Usually, the index file requires lesser space than storing a sorted table. Furthermore, some
operations like running queries and searching would be faster with a table with indexes.
 In addition, indexing would not change the original order in the table, while sorting would change
the order of rows. Also, operation such as linking tables would require having an index.
 What are queries?
 Queries are a way of searching for and compiling data from one or more tables. Running a
query is like asking a detailed question of your database. When you build a query in Access, you
are defining specific search conditions to find exactly the data you want.

DESIGNING QUERIES

 Queries are far more powerful than the simple searches or filters you might use to find data
within a table. This is because queries can draw their information from multiple tables. For
example, while you could use a search in the customers table to find the name of one customer at
your business or a filter on the orders table to view only orders placed within the past week,
neither would let you view both customers and orders at once. However, you could easily run a
query to find the name and phone number of every customer who's made a purchase within the
past week.
 A well-designed query can give information you might not be able to find out just by examining
the data in your tables.
 When you run a query, the results are presented to you in a table, but when you design one you
use a different view. This is called Query Design view, and it lets you see how your query is
put together.
 Click the buttons in the interactive below to learn how to navigate the Query Design view.

One-table queries

Let's familiarize ourselves with the query-building process by building the simplest query
possible: a one-table query.

We will run a query on the Customers table of our bakery database. Let's say our bakery is
having a special event, and we want to invite our customers who live nearby because they are the
most likely to come. This means we need to see a list of all customers who live close by,
and only those customers.

We want to find our customers who live in the city of Raleigh, so we'll search for "Raleigh" in
the City field. Some customers who live in the suburbs live fairly close by, and we'd like to
invite them as well. We'll add their zip code, 27513, as another criteria.

If you think this sounds a little like applying a filter, you're right. A one-table query is actually
just an advanced filter applied to a table.

To create a simple one-table query:

1. Select the Create tab on the Ribbon, and locate the Queries group.

2. Click the Query Design command.

3. Access will switch to Query Design view. In the Show Table dialog box that appears,
select the table you want to run a query on. We are running a query on our customers, so
we'll select the Customers table.
4. Click Add, then click Close.
5. The selected table will appear as a small window in the Object Relationship
pane. In the table window, double-click the field names you want to include in
your query. They will be added to the design grid in the bottom part of the
screen. In our example, we want to mail invitations to customers who live in a
certain area, so we'll include the First Name, Last Name, Street Address, City,
and Zip Code fields.
6. Set the search criteria by clicking the cell in the Criteria: row of each field you
want to filter. Typing criteria into more than one field in the Criteria: row will set
your query to include only results that meet all criteria. If you want to set multiple
criteria but don't need the records shown in your results to meet all of them, type the
first criteria in the Criteria: row and additional criteria in the or: row and the rows
beneath it. Because we want to find customers who either live in Raleigh or in the
27513 zip code, we'll type "Raleigh" in the City field and "27513" into the or: row of
the Zip Code field. The quotation marks will search these fields for an exact
match.

7. After you have set your criteria, run the query by clicking the Run command on
the Design tab.
 8. The query results will be displayed in the query's Datasheet view, which looks like a table.
If you want, save your query by clicking the Save command in the Quick Access Toolbar.
When prompted to name it, type the desired name, then click OK.

Now you know how to create the simplest type of query with only one table. In the next lesson, you'll
learn how to create a query that uses multiple tables.

Create a Report
1. Select the table or query you want to base the report on.

2. Click the Create tab on the ribbon.

3. Click the Report button.
You can also select either the Blank Report button (to create and display the report in
Layout View) or the Report Design button (to create and display a blank report in
Design View).
A report is instantly created based on the active table or query, and appears in Layout View.

4.Click the Save button.

5.Give the report a name and click OK.
 The report is saved and appears in the Navigation Pane.There are several ways to create reports
in Access, they're listed in this table.

Linking Of DataFile
The database linking workflow consists of a few simple steps:
1. Open or create a drawing with the entities you want to link.
2. Create a new database connection, specifying the database you want to use.
3. For the database table you want to link to, specify the field/column which is the “unique
id” of the data in that table.
4. Link entities, one by one, to records in the relevant database table.
5. View the data in the database.
6. Run a query.
 7. Specify the label format.

Creating a New Database Connection

You need to tell the program where to find the database containing the information you want to
link to the drawing entities.

1. In the Database Links window, select Data Connections ► Add Connection.

2. Browse for a database file. This can be an MS Access, MS Excel or any other supported
type of database file. Select the database file you want and click Open.

3. Type a name for the new connection and click OK.

4. The new connection displays in the connection tree on the left side of the Database
Linking window. The database tables in the database connection are displayed
beneath
 the connection node. Each database table has one or more Label Formats and Queries
attached to it.

UNDERSTANDING PROGRAMMING ENVIRONMENT IN DBMS:

There are many components available in the DBMS. Each component has a significant task in the DBMS. A
database environment is a collection of components that regulates the use of data, management, and a group
of data. These components consist of people, the technique of Handel the database, data, hardware, software,
etc. there are several components available for the DBMS. We are going to explain five main topics of the
database below.

1. Hardware

o Here the hardware means the physical part of the DBMS. Here the hardware includes
output devices like a printer, monitor, etc., and storage devices like a hard disk.
o In DBMS, information hardware is the most important visible part. The equipment which
is used for the visibility of the data is the printer, computer, scanner, etc. This equipment
is used to capture the data and present the output to the user.
o With the help of hardware, the DBMS can access and update the database.
 o The server can store a large amount of data, which can be shared with the help of the
user's own system.
o The database can be run in any system that ranges from microcomputers to
mainframe computers. And this database also provides an interface between the real
worlds to the database.
o When we try to run any database software like MySQL, we can type any commands with
the help of our keyboards, and RAM, ROM, and processor are part of our computer
system.

2. Software

o Software is the main component of the DBMS.

o Software is defined as the collection of programs that are used to instruct the computer
about its work. The software consists of a set of procedures, programs, and routines
associated with the computer system's operation and performance. Also, we can say that
computer software is a set of instructions that is used to instruct the computer hardware
for the operation of the computers.
o The software includes so many software like network software and operating software.
The database software is used to access the database, and the database application
performs the task.
o This software has the ability to understand the database accessing language and then
convert these languages to real database commands and then execute the database.
o This is the main component as the total database operation works on a software or
application. We can also be called as database software the wrapper of the whole physical
database, which provides an easy interface for the user to store, update and delete the
data from the database.
o Some examples of DBMS software include MySQL, Oracle, SQL Server, dBase,
FileMaker, Clipper, Foxpro, Microsoft Access, etc.

3. Data

o The term data means the collection of any raw fact stored in the database. Here the data
are any type of raw material from which meaningful information is generated.
 o The database can store any form of data, such as structural data, non-structural data, and
logical data.
o The structured data are highly specific in the database and have a structured format. But
in the case of non-structural data, it is a collection of different types of data, and these
data are stored in their native format.
o We also call the database the structure of the DBMS. With the help of the database, we
can create and construct the DBMS. After the creation of the database, we can create,
access, and update that database.
o The main reason behind discovering the database is to create and manage the data within
the database.
o Data is the most important part of the DBMS. Here the database contains the actual data
and metadata. Here metadata means data about data.
o For example, when the user stores the data in a database, some data, such as the size of
the data, the name of the data, and some data related to the user, are stored within the
database. These data are called metadata.

4. Procedures

o The procedure is a type of general instruction or guidelines for the use of DBMS. This
instruction includes how to set up the database, how to install the database, how to log in
and log out of the database, how to manage the database, how to take a backup of the
database, and how to generate the report of the database.
o In DBMS, with the help of procedure, we can validate the data, control the access
and reduce the traffic between the server and the clients. The DBMS can offer better
performance to extensive or complex business logic when the user follows all the
procedures correctly.
o The main purpose of the procedure is to guide the user during the management and
operation of the database.
o The procedure of the databases is so similar to the function of the database. The major
difference between the database procedure and database function is that the database
function acts the same as the SQL statement. In contrast, the database procedure is
invoked using the CALL statement of the DBMS.
 o Database procedures can be created in two ways in enterprise architecture. These two
ways are as below.
o The individual object or the default object.
o The operations in a container.

5. Database Access Language

o Database Access Language is a simple language that allows users to write commands to
perform the desired operations on the data that is stored in the database.
o Database Access Language is a language used to write commands to access, upsert, and
delete data stored in a database.
o Users can write commands or query the database using Database Access Language
before submitting them to the database for execution.
o Through utilizing the language, users can create new databases and tables, insert data and
delete data.
o Examples of database languages are SQL (structured query language), My Access,
Oracle, etc. A database language is comprised of two languages.

1. Data Definition Language(DDL):It is used to construct a database. DDL implements

database schema at the physical, logical, and external levels.

The following commands serve as the base for all DDL commands:

o ALTER<object>
o COMMENT
o CREATE<object>
o DESCRIBE<object>
o DROP<object>
o SHOW<object>
o USE<object>

2. Data Manipulation Language(DML): It is used to access a database. The DML provides the
statements to retrieve, modify, insert and delete the data from the database.

The following commands serve as the base for all DML commands:
 o INSERT
o UPDATE
o DELETE
o LOCK
o CALL
o EXPLAIN PLAN

6. People

o The people who control and manage the databases and perform different types of
operations on the database in the DBMS.
o The people include database administrator, software developer, and End-user.
o Database administrator-database administrator is the one who manages the complete
database management system. DBA takes care of the security of the DBMS, its
availability, managing the license keys, managing user accounts and access, etc.
o Software developer- theThis user group is involved in developing and designing the parts
of DBMS. They can handle massive quantities of data, modify and edit databases, design
and develop new databases, and troubleshoot database issues.
o End user - These days, all modern web or mobile applications store user data. How do
you think they do it? Yes, applications are programmed in such a way that they collect
user data and store the data on a DBMS system running on their server. End users are the
ones who store, retrieve, update and delete data.
o The users of the database can be classified into different groups.
i. Native Users
ii. Online Users
iii. Sophisticated Users
iv. Specialized Users
v. Application Users
vi. DBA - Database Administrator

Step-by-Step Guide to Developing a Menu-Driven Application in MS Access

1. Designing the Database Structure

  Tables: Define your database tables to store the necessary data.
 Relationships: Set up relationships between tables if needed, using the Relationships tool
in Access.

2. Creating Forms for User Interface

 Main Menu Form: Design a main menu form with buttons or a list of options for
users to navigate through different functionalities.
o Create buttons or use list boxes/comboboxes to represent different modules
or tasks.

3. Writing VBA Code for Menu Actions

 Open the VBA Editor: Press Alt + F11 to open the VBA editor in Access.
 Event Handling: Write VBA code to handle events like button clicks or list
selection changes.
o For each menu option, create a VBA procedure that opens the relevant form
or performs the required action.

Example:

vba
Copy code
' Example code to open a form from a menu option
Private Sub btnCustomers_Click()
DoCmd.OpenForm "Customers"
End Sub

4. Building Forms for Data Entry and Display

 Data Entry Forms: Create forms for adding, editing, and deleting records.
 Display Forms: Create forms to display data with filters and sorting options as needed.

Example:

vba
Copy code
' Example code to open a form for adding new records
Private Sub btnAddNew_Click()
DoCmd.OpenForm "NewCustomer", , , , acFormAdd
End Sub

5. Implementing Navigation and Validation

 Navigation: Use navigation buttons or tabs to move between forms and modules.
  Data Validation: Implement validation rules to ensure data integrity (can be done
using form events like BeforeUpdate).

6. Adding Reports and Queries

 Reports: Create reports for presenting data in a structured format.

 Queries: Develop queries to extract and manipulate data for forms and reports.

7. Testing and Debugging

 Testing: Test the application thoroughly to ensure all functionalities work as expected.
 Debugging: Use Access’s debugging tools and error handling in VBA to fix issues.

8. Deploying the Application

 Split Database: Consider splitting the database into front-end (forms, reports,
queries) and back-end (tables) for easier management and scalability.
 Distribution: Distribute the front-end file to users or deploy the application on a
network share.

Tips for Developing in MS Access

 Use Macros Sparingly: Prefer VBA over macros for greater flexibility and control.
 Optimize Performance: Index fields, optimize queries, and manage
resources effectively.
 User Interface Design: Design forms with user experience in mind, focusing on clarity
and ease of navigation.

I MARK

1. Which of the following is not a function of a database management system (DBMS)?

A. Data manipulation
B. File organization
C. Data security
D. Data redundancy
Answer: B. File organization
2. What is a data field in a database context? A. A single piece of information
B. A collection of related records
C. A type of database table
D. A unique identifier
Answer: A. A single piece of information
3. Which term refers to a collection of related data items? A. Field
B. Record
C. File
D. Database
Answer: D. Database
4. What is the purpose of sorting data in a DBMS? A. To arrange records in a
specified order
B. To delete unwanted records
C. To create a backup
D. To update records
Answer: A. To arrange records in a specified order
5. Indexing in a DBMS is used primarily for: A. Sorting records
B. Speeding up data retrieval
C. Encrypting data
D. Deleting records
Answer: B. Speeding up data retrieval
6. Which operation is used to locate specific records in a database? A. Sorting
B. Indexing
C. Searching
D. Deleting
Answer: C. Searching
7. In a DBMS, what is a query used for? A. To design reports
B. To store data
C. To retrieve data
D. To sort data
Answer: C. To retrieve data
8. Which database management system is commonly associated with menu-
driven applications and query languages like SQL? A. MySQL
B. MongoDB
C. MS Access
D. PostgreSQL
Answer: C. MS Access
9. What does SQL stand for in the context of databases? A. Structured Query Language
B. Sequential Query Language
C. Standard Query Language
D. Simple Query Language
Answer: A. Structured Query Language
10. Which feature of a DBMS helps in reducing data redundancy and maintaining
data integrity? A. Data sorting
B. Data indexing
C. Data normalization
D. Data encryption
Answer: C. Data normalization
11. What does ACID stand for in database transactions? A. Atomicity,
Consistency, Isolation, Durability
B. Association, Concurrency, Integrity, Durability
C. Atomicity, Concurrency, Integrity, Durability
D. Association, Consistency, Isolation, Durability
Answer: A. Atomicity, Consistency, Isolation, Durability
12. Which type of join in SQL returns all rows from both tables, joining records
where available? A. Inner join
 B. Outer join
C. Cross join
D. Natural join
Answer: B. Outer join
13. Which statement is used in SQL to add new data to a database? A. MODIFY
B. ALTER
C. UPDATE
D. INSERT
Answer: D. INSERT
14. In a relational database, what is a primary key used for? A. To uniquely identify
each record in a table
B. To connect two tables
C. To sort records
D. To perform calculations
Answer: A. To uniquely identify each record in a table
15. Which normal form ensures that there are no repeating groups within a table?
A. First Normal Form (1NF)
B. Second Normal Form (2NF)
C. Third Normal Form (3NF)
D. Fourth Normal Form (4NF)
Answer: A. First Normal Form (1NF)
16. Which type of database model uses a collection of objects to represent data
and relationships? A. Hierarchical
B. Network
C. Object-oriented
D. Relational
Answer: C. Object-oriented
17. Which statement accurately describes a foreign key in a relational database? A. It
is a key used for encryption purposes
B. It is a key that uniquely identifies each record
C. It is a key that refers to the primary key in another table
D. It is a key that allows sorting of records
Answer: C. It is a key that refers to the primary key in another table
18. Which type of DBMS architecture allows multiple users to access the
database simultaneously? A. Centralized DBMS
B. Distributed DBMS
C. Client-server DBMS
D. Hierarchical DBMS
Answer: C. Client-server DBMS
19. Which SQL command is used to delete data from a table? A. REMOVE
B. DELETE
C. ERASE
D. DROP
Answer: B. DELETE
20. Which SQL command is used to change the structure of a table in a database? A.
MODIFY
 B. ALTER
C. UPDATE
D. CHANGE
Answer: B. ALTER
21. Which statement defines the scope of a transaction in a DBMS? A. BEGIN
TRANSACTION
B. END TRANSACTION
C. COMMIT
D. ROLLBACK
Answer: A. BEGIN TRANSACTION
22. Which type of backup in DBMS includes all data that has been modified since
the last full backup? A. Incremental backup
B. Full backup
C. Differential backup
D. Snapshot backup
Answer: C. Differential backup
23. Which SQL command is used to retrieve data from a database? A. SELECT
B. RETRIEVE
C. GET
D. SEARCH
Answer: A. SELECT
24. Which term refers to a collection of tables in a database? A. Dataset
B. Workbook
C. Schema
D. Catalog
Answer: C. Schema
25. Which type of constraint in SQL ensures that all values in a column are unique?
A. UNIQUE constraint
B. PRIMARY KEY constraint
C. FOREIGN KEY constraint
D. CHECK constraint
Answer: A. UNIQUE constraint
26. In a database, what does CRUD stand for? A. Create, Read, Update, Destroy
B. Create, Register, Update, Delete
C. Convert, Read, Update, Deliver
D. Connect, Register, Undo, Delete
Answer: A. Create, Read, Update, Destroy
27. Which SQL clause is used to filter records returned by a SELECT statement?
A. FILTER
B. SEARCH
C. WHERE
D. SORT
Answer: C. WHERE
28. Which term refers to the process of ensuring data is accurately represented and
free from errors? A. Data validation
B. Data integrity
 C. Data normalization
D. Data verification
Answer: B. Data integrity
29. Which SQL command is used to retrieve unique records from a table? A. SELECT
DISTINCT
B. SELECT UNIQUE
C. DISTINCT
D. UNIQUE
Answer: A. SELECT DISTINCT
30. Which type of join in SQL returns only the rows that have matching values in
both tables? A. Inner join
B. Outer join
C. Cross join
D. Natural join
Answer: A. Inner join
31. Which SQL command is used to change data in a table? A. UPDATE
B. MODIFY
C. ALTER
D. CHANGE
Answer: A. UPDATE
32. Which term refers to a predefined formula that performs calculations on data in
a database? A. Query
B. Report
C. Function
D. Macro
Answer: C. Function
33. Which SQL command is used to create a new table in a database? A. CREATE
B. MAKE
C. NEW
D. BUILD
Answer: A. CREATE
34. Which statement accurately describes data redundancy in a database? A. It occurs
when data is uniquely identified
B. It occurs when data is stored in multiple places
C. It occurs when data is sorted in a specific order
D. It occurs when data is deleted from a table
Answer: B. It occurs when data is stored in multiple places
35. Which term refers to the process of dividing a database into multiple tables
to reduce redundancy? A. Data normalization
B. Data validation
C. Data integration
D. Data segregation
Answer: A. Data normalization
36. Which SQL command is used to remove a table from a database? A. DROP
B. DELETE
C. REMOVE
 D. ERASE
**Answer: A

5 MARK

1. Explain concept of DBMS

2. Explain the term 1.field 2.Record 3.File
3. Explain the sorting and

indexing 10 MARK

1. Explain in detail about Designing queries.

2. Explain in detail about Designing Reports.
3. Describe in detail about Understanding programming Environment.
 UNIT-V
POWERPOINT:
Microsoft PowerPoint is presentation software. It helps in quickly creating attractive and effective
slide show presentations.

Each presentation can consist of as many slides as the user wants. Each slide can carry text,
graphics and sound.

The slides can be animated to make them more attractive.

PowerPoint lets users create and edit individual pages called slides. There can be large number of
such slides in presentation.

PowerPoint provides ready-to-use templates for slides.

PowerPoint can be used to create:

• Video slide show on the computer screen.

• Color transparencies for overhead projector.
• Black and white transparencies for overhead projector.
• Speaker notes, remainder notes and back up information.
• Printed handouts.
• Presentation files

FEATURES OF POWERPOINT:

Better Organization charts and New Diagrams Types:

Organization charts now use the drawing tools in Power Point, resulting in smaller fields
sizes and easier editing.

Also, Power Point includes a new gallery of common conceptual diagrams.

You can customize these pre-drawn diagrams with text animation effects and a variety of formatting
styles.

Save Background or Selection as picture:

When you want to create a presentation using the drawing tools in Power Point, you can save
it as a picture by right-click it.

You can also save a texture or picture background from a slide in the
same way that makes it easy to reuse these graphic elements.

Insert Multiple Picture:

When you want to insert pictures from files on your hard disk drive, you can select multiple
pictures and insert them all at once.

Picture Rotation:
You can rotate and flip types of image file in a Power Point presentation including bitmaps.
Support for Audio and Video:

Sound and videos that you include in a presentation broadcast are heard and seen by the audience,
both in real-time or when archives.

Animation:

Different animation techniques are also available in the slides. The letters and pictures will fly from
top to bottom and from left to right.

Not only one technique, we can have many animation options. We can also get preview of various
animation effects

ADVANTAGES OF POWER POINT:

There are many advantages of computerized presentations.

1. The slides can be prepared for different types of audiences i.e., literates, illiterates, children, old
people etc.
2. They can be run automatically. There is no manual interference for running power point show.
3. There is no problem of getting slides out of order.
4. We can even take printouts of presentations and can be distributed to the audience.
5. The audience will easily be attracted by the colorful slides with sound and animation techniques.
6. The Built-in design templates allow the people to create colorful slides very easily.
7. If we want to change a part of presentation, we need not change all the slides. We can change all
slides by changing the Master slide.

PARTS OF MS-POWERPOINT WINDOW:

The parts of the MS-Power point window are:

Standard buttons- found at the top under the title bar of MS-PowerPoint 2007, they are the save,
undo and redo buttons.

Home Menu Toolbar- located beneath the title bar, it’s a toolbar menu compose of a group of
command buttons, namely:

1. Clipboard where the cut/ copy/paste located

2. Slides where the new
slide, reset, delete, layout located
3. Font where the font style, font size font color and other
formatting of text located,
4. Paragraph where the alignment, bullets,numbering,and indention of
paragraph located,
5. Drawing where the autoshapes and other format of shaped,alignment and
fill color of object located, and
6. Editing where the find, replace, and select located.

Insert Menu Toolbar- located next of home menu, it’s a toolbar menu compose of a group of
command buttons, namely:

1. Tables where you can insert table for your presentation,

2. Illustration where you can insert your own picture, clipart, photo album, shapes, smart art and
chart,

3. Links where you can link using the hyperlink or internet and put a hover action of your presentation,

4. Text where you can insert text box, header and footer, word art, date and time, slide number,
symbol and object,

5. Media Clips where you can insert movie and sound for your presentation.

Design Menu Toolbar- this is next of the insert menu, its a toolbar menu compose of a group of
command buttons,namely:

1. Page Setup where you can Page Setup, Orientation and Margin,

2. Themes where you can select a custom themes that will automatically apply once you hover
your mouse on it,

3. Background where you can apply background styles and hide

background graphics of your presentation templates(slides)

Animation Menu Toolbar- located next of design menu, it’s a toolbar menu compose of a group of
command buttons, namely:

1. Preview where you can preview you slide,

2. Animations where you can apply motion and effect or custom animation,

3. Transition of this slide where you can apply continues slide and setup time, sound, and speed for
your slide presentation.

Slide Show Menu Toolbar- next of animation menu, it’s a toolbar menu compose of a group of
command buttons, namely:

1. Start slide show where you can start your on mouse click and transition slide presentation,

2. Setup where you can setup show, rehearse and record narration,

3. Monitors where you can increase and decrease resolution of monitor screen, show presentation on,
and use presenter view.

Review Menu Toolbar- next of slide show menu, its a toolbar menu compose of a group of
command buttons, namely:

1. Proofing where you can check your spelling, research, thesaurus, translate, and language,

2. Comments where you can show mark up, new comment, edit comment, delete, previous and next of
your presentation slide.
CREATING PRESENTATIONS BASED ON A DESIGN TEMPLATE:

We can reuse and apply existing templates to give a jump-start to our presentation using templates.
There are many ways to use a template that you like and want to reuse.

1. Click the Microsoft Office Button , and then click New.

2.In the New Presentation dialog box, do one of the following:

Under Templates, do one of the following:

• To apply a template that you've recently used, click Blank and recent, click the template that you want,
and then click Create.

• To apply a template that you've installed to your local hard drive, click Installed Templates, and then
click Create.

• To create (and apply) a new template based on another template that installed on your local hard drive,
click New from existing, and then click Create New.

• To apply a template that you've saved to C:\Program Files\Microsoft Office\Templates\, click My

templates, select a custom template, and then click OK.

• To download and apply a template from Office Online, under Microsoft Office Online, click a
template category, select a template, and then click Download.
3. Add the content you want.

4. When you finish, click Save on the File menu.

5. Name your presentation, and then click Save.

CREATING PRESENTATIONS MANUALLY

One can start a presentation from a blank slide. This manual provides the steps to create a new
presentation from a blank slide:

 Open Microsoft Office PowerPoint 2007 from the start menu on your computer.

 Click on the Microsoft Office Button in the top left corner.

 Click on New

 Click Blank Presentation to open a blank PowerPoint and to start a new presentation.

 Click New Slide to select a slide template from the toolbox under the Home tab. This allows you to
 select the layout of the slide.

 Click in the textbox to enter the title and text to your slide.

 To add more slides, select the slide immediately before where you want the new slide

 Click the New Slide button on the Home tab to make a selection.

 Alternatively, one can duplicate current slides in the presentation by clicking Duplicate Selected
 Slides under the New Slide button on the Home tab.

 Once a template is selected, one can add a theme. Click the Design tab to make a selection from
the displayed themes. To allow for consistency, it is recommended that the same design template
is applied to the entire presentation

 Repeat steps 8 through 10 to create multiple slides until the PowerPoint presentation is complete.

 In order to save, click the Microsoft Office Button. Saving your PowerPoint prevents data loss.

 Click View and then Slide Show to view the slide show for presentation. When you present the
slides, this allows for full screen view of each slide.

Changing slide layout:

It is possible to change slide layout of a presentation already created. The steps are:

1. In normal or slide sorter view, select the slide you want to change.

2. On the Formatting toolbar, click common Tasks, and then click slide layout.

3. Use the scroll bar to view all layouts, click the one you want, and then click apply.

4. Rearrange any overlapping or hidden objects to fit the new layout.

Slide show:

PowerPoint allows us to start slide show from the first slide or from any slide within the slide show.

To start a slide show:

1. Select the Slide Show tab.

2. Click the From Beginning command in the Start Slide Show group to start the slide show with the
first slide.

3. We can start the slide show from the slide we prefer by selecting the slide and clicking on From
Current Slide from the Start Slide Show group.

4. Another option for starting the slide show is to select Slide Show view at the bottom of the window.

To advance and reverse slides:

1. mouse over the bottom-left of the screen. A menu will appear.

2. Click the right arrow to advance slides and the left arrow to reverse slides.

3. You can also use the arrow keys on your keyboard to advance and reverse slides.
To stop or end a slide show:

1. To end a slide show, select the menu box options command and click End Show.

2. we can also press the Esc key at the top left of your keyboard to end the show.

SAVING , OPENING AND CLOSING A PRESENTATION

Opening PowerPoint

To open PowerPoint in Windows, click on the

1. Start button --> Programs --> Microsoft

PowerPoint OR
Double-click on the PowerPoint icon on the desktop

3. When PowerPoint 2007 is opened, a blank Title slide appears by default as the first slide in your
new presentation. You can start a new presentation when you first open PowerPoint or after
PowerPoint is already open.

4. To change the layout of an open slide, click on the Layout button in the Home tab.
INSERTING, EDITING AND DELETING SLIDES:

❖ To insert and format text in a slide:

Step 1: Click inside a placeholder.

Step 2: Enter text. You may use the formatting toolbar at the top of the PowerPoint window to apply
various formats to your selected text. You may notice this toolbar is identical to the one used in
Microsoft Word.
Step 3: When you are finished entering text, click outside the placeholder on some “empty space.”

❖ To delete text :
Option #1: Highlight the text you want to delete by dragging the cursor over the letters, and press the
delete key.
Option #2: Click on the selection rectangle around the text so that its border changes from hatch marks
to dots, and then press the delete key.

❖ To insert a new slide:

Option #1: Go to Insert->New Slide. A blank slide will appear in the workspace, positioned after the
selected slide or slide you were viewing.
Option #2: Click on the "New Slide” button on the formatting toolbar at the top of the PowerPoint
window

Option #3: On the Slides pane (off to the left), position your cursor to the point in the presentation
where you would like the new slide to appear (i.e. between slides, at the beginning of the presentation,
or at the end of the presentation). Right click, and choose “New slide” from the menu that appears.

❖ To delete a slide :

Option #1: Go to Edit->Delete Slide. The current slide will disappear from the workspace.

Option #2: On the Slides pane (off to the left), click on the slide you would like to delete, and then hit
the <Delete> key.
SLIDE:

A slide is a page, document or template where all the content of a presentation is written. It is just
like a page of paper or page of slide show. A single page in the slide show presentation is known as a
slide.

A slide is a container, which can contain – texts, pictures, charts, drawing and animations ECT.
which are also known as objects.

TYPES OF SLIDES:
Power Point offers 27 different types of slide layouts divided into four categories:

• Text Layout - A Text layout slide contains only text. The slide might contain one or two columns
of text, with or without a title.

• Content Layout – Content layout slides can contain up to four pieces of content in several
arrangements. Content is a graph, a photo, an organization chart, or some other visual
element.

• Text and Content Layout – The seven text and content layouts place text and content on a slide
in various arrangements.

• Other Layout – The other layouts don’t fit the other categories. For example, you can create a
slide with a single table, diagram, or organization chart. You can also create combinations with text,
media clip art, and charts.

1. Title Slide - Used at the start of your presentation, or to divide sections of your presentation.

2. Title and Content - The default slide layout and the most commonly used slide layout.

3. Section Header - Use this slide type to separate different sections of the same presentation,
rather than use an additional Title slide. It can also be used as an alternate to the Title slide layout.

Two Content - Use this slide layout if you wish to show text in addition to a graphic content type.

Comparison - Similar to the Two Content slide layout, but this slide type also includes a heading text
box over each type of content.

Use this type of slide layout to -o compare two types of the same content type (for example - two
different charts) o show text in addition to a graphic content type

Title Only - Use this slide layout if you want to place only a title on the page, rather than a title and
subtitle. You can then insert other types of objects such as clip art, WordArt, pictures or charts if
desired.

Blank - A blank slide layout is often used when a picture or other graphic object that needs no further
information, will be inserted to cover the whole slide.

Content with Caption - Content (most often a graphic object such as a chart or picture) will be
placed on the right side of the slide. The left side allows for a title and text to describe the object.

Picture with Caption - The upper part of the slide is used to place a picture. Under the slide you can
add a title and descriptive text if desired
FORMATTING SLIDES:

Adding transitions to a slide show:

1. In slide or slide sorter view, select the slide or slides you want to add a transition to.

2. On the slide show menu, click slide transition.

3. In the effect box, click the transition you want, and then select any other options you want.

4. To apply the transition to the selected slide, click apply. To apply the transition to all the
slides, click apply to all

5. Repeat the process for each slide you want to add a transition to. To view the transitions, on the slide
show menu, click animation preview.

Changing slide background:

You can change the appearance of your slide background by changing its color, shade, pattern, or
texture. You can also use a picture as a slide background, but you can use only one type of background
on a slide or master.

For example – you can have a shaded background, a textured background, or a picture as the back
ground, I but you can use only one of these on a single slide.

When you change the background, you can apply the change to only the current slide or to all the
slides and the slide master.
Formatting slide with color scheme:

The slides can be rearranged slide sorter view. Slides can be dragged or cut and paste can be used
to cut a slide and past it in any order in the presentation file.

If the user is satisfied with the presentation created, it should be saved by clicking ‘Save” on File
menu. Type a file name and click ‘Save’.

Thus, a presentation is created and saved in PowerPoint. It can be reviewed, rehearsed and
modified to make them more attractive.

The user can also ad narration to the presentation. Save the presentation after all the modifications
are carried out.

INSERTION OF OBJECTS AND CHARTS:

Inserting Slide Number, data and Time:

1. On the View menu, click Header and Footer.

2. To add the information to your slides, click the Slide tab.

3. To add the information to notes pages and handouts, click the Notes and Handouts tab.

4. Select the options you want.

5. To add the information to only the current slide, click Apply.

6. To add it to all slides in the presentation, click Apply to

All. Insert a Picture from the Clip Gallery:

1. Display the slide you want to add a picture to.

2. Click Insert Clip Art on the Drawing toolbar, and then click the pictures tab.

3. Click the category you want.

4. Click the picture you want, and then click Insert Clip on the shortcut menu.

5. When you are finished using the Clip Gallery, click the Close button on the Clip Gallery title bar

SLIDE TRANSITION:

PowerPoint is a presentation software program of the Microsoft Office package. PowerPoint uses
a graphical approach to presentations in the form of slide shows that accompany the oral delivery of
the topic.
This program is widely utilized in business and classrooms and is an efficient tool when used for
training purposes.
It provides “Power to your Point. PowerPoint is one of the only computer programs to learn.
PowerPoint presentations can be made into photo albums, complete with music or narrations, to
distribute on CDs or DVDs. All in all, PowerPoint is a “one-stop-shop” to make successful
presentations for the business world, the classroom, or simply for your own personal use. In this
chapter, we’ll discuss some advanced features of PowerPoint.

Adding slide Transitions

Transitions between slides cover much more than some movement between one slide and the next.
Slide transitions in PowerPoint many options including timings and sounds.

In either the Slide Sorter or Normal view, select the slide or slides to which you want to apply the
transition to. Now, let’s do it practically.

Step 1: From the Menu ribbon, select the Transitions tab.

Step 2: The most commonly used animations will appear in the center. To preview more transition
options, click the down arrow.

Step 3: Select a transition from the list. Clicking it will apply the transition to the slide. You can also
select Apply to All to apply the same transition to all your slides.
Step 4: In the Duration option, enter the speed at which you want the transition to play.
Step 5: In the Sound field, use the drop-down menu to select a sound to play during a slide
transition, if desired.

Step 6: Indicate how you want the slide transition to occur by selecting an option under the Advance
Slide heading.
Select On mouse Click if you want the transition to take place when you click the left mouse
button.
Select Automatically After if you want the transition to occur after a specified time.
Use the up and down arrow keys in the blank box to specify the number of seconds which should
pass before the transition takes place.
ANIMATION EFFECTS, AUDIO INCLUSION, TIMERS:
Select the object you want to animate.On the Animations tab, click the More drop-down arrow in
the Animation group.

A drop-down menu of animation effects will appear. Select the desired effect.

.
The effect will apply to the object. The object will have a small number next to it to show that it has an
animation. In the Slide pane, a star symbol also will appear next to the slide.

At the bottom of the menu, you can access additional effects.

Effect options

Some effects will have options you can change. For example, with the Fly In effect you can
control which direction the object comes from.

These options can be accessed from the Effect Options command in the Animation group.
To remove an animation:
Select the small number located next to the animated object.

Working with animations

To add multiple animations to an object:

If you select a new animation from the the menu in the Animation group, it will replace the
object's current animation.

However, you'll sometimes want to place more than one animation on an object,
like Entrance and Exit effects.

To do this, you'll need to use the Add Animation command, which will allow you to keep your
current animations while adding new ones.

 Select an object.
 Click the Animations tab.
 In the Advanced Animation group, click the Add Animation command to view the available
animations.
 Select the desired animation effect.

.
 If the object has more than one effect, it will have a different number for each effect. The numbers
indicate the order in which the effects will occur.
To copy animations with the Animation Painter:

In some cases, you may want to apply the same effects to more than one object. You can do this
by copying the effects from one object to another using the Animation Painter.

In our example, we want to copy an animation from one slide to another because they have
similar layouts.

 Click the object that has the effects you want to copy. In our example, we'll click our answer text.

.
 From the Animations tab, click the Animation Painter command.

.
 Click the object you want to copy the effects to. In our example, we'll click the answer text on the
next slide. Both objects now have the same effect.

To preview animations:

Any animation effects you have applied will show up when you play the slide show.

However, you can also quickly preview the animations for the current slide without viewing the
slide show.
 Navigate to the slide you want to preview.
 From the Animations tab, click the Preview command. The animations for the current slide will
play.

The Animation Pane

The Animation Pane allows you to view and manage all of the effects that are on the current slide.
You can modify and reorder effects directly from the Animation Pane, which is especially useful
when you have several effects.

To open the Animation Pane:

 From the Animations tab, click the Animation Pane command.

.
 The Animation Pane will open on the right side of the window. It will show all of the effects for
the current slide in the order in which they will appear.
 .

If you have several animated objects, it may help to rename them before reordering them in the
Animation Pane. You can rename them in the Selection pane.

To open the Selection Pane, click an object, then from the Format tab click Selection pane.
Double-click the name of an object to rename it.

To reorder effects from the Animation Pane:

 On the Animation Pane, click and drag an effect up or down.
 .
 The effects will reorder themselves.

To preview effects from the Animation Pane:

 From the Animation Pane, click the Play button.

.
 The effects for the current slide will play. On the right side of the Animation Pane, you will be able
to see a timeline that shows the progress through each effect.

If the timeline is not visible, click the drop-down arrow for an effect, then select Show Advanced
Timeline.
To change an effect's start option:

By default, an effect starts playing when you click the mouse during a slide show. If you have
multiple effects, you will need to click multiple times to start each effect individually.

However, by changing the start option for each effect, you can have effects that automatically
play at the same time or one after the other.

 From the Animation Pane, select an effect. A drop-down arrow will appear next to the effect.

.
 Click the drop-down arrow and select one of the three desired start options. Start on Click will
start the effect when the mouse is clicked, Start With Previous will start the effect at the same
time as the previous effect, and Start After Previous will start the effect when the previous
effect ends.
.

When you preview the animations, all of the effects will play through automatically. To test effects that
are set to Start on Click, you will need to play the slide show.

TIMERS:

PowerPoint timer common uses

Adding a PowerPoint countdown timer can be really useful when doing presentations:

A timer helps you and your audience know how much time has passed.

Timers are handy when you have a time limit you need to be aware of. For example, if you are
quizzing your audience, a countdown timer in the presentation will help them know how much time
they have left to answer your questions.

You can even use PowerPoint timers for a presentation break to ensure your audience knows exactly
when they’re expected to be back in their seats.
How do you put a timer on PowerPoint?
Adding a PowerPoint timer countdown is actually really easy! Here, you’ll find 3 ways to insert
them in your presentation slides. Let’s take a look at each one of them.
Option 1: Free PowerPoint Countdown Timer Add-ins
The easiest way to add a free countdown timer to your presentation is through a PowerPoint add-in.

You just need to open PowerPoint and go to the Insert ribbon > Get Add-ins.

This will take you directly to the Add-in store of Microsoft Office. Once there, you just need to type
“timer” in the search bar, and you’ll get all the options PowerPoint has to offer.
 There are many options from where to choose, and you can pick whichever fits best your
own needs. My personal favorites are PP Timer, EasyTimer, and Breaktime.

PowerPoint Timers Add-in Recommendation

PP Timer

PP Timer is one of the best options! They offer digital and analog timers, and they both look
professional yet visually appealing.

What's fantastic about PP Timer is the level of customization it offers. You can personalize
the time, font type and size, the text displayed at the beginning and end, a background image, and
even include a last-minute countdown.

EasyTimer

EasyTimer offers three options for PowerPoint countdown timers: A square analog clock, a digital
one, and a bar countdown timer.

Just as its name says, it’s very easy to use, and you just need to add your time. You can also
customize if you want a ticking noise as the seconds pass and a time’s up alarm.
Breaktime

Breaktime is ideal for those looking for a PowerPoint countdown timer for a presentation’s
break. As with Easy Timer, you need to type in how much time you want to countdown.

The best thing about Breaktime is that you can add a themed background to your timer. It offers
different design options, like coffee, books, and lunch. This is what the coffee break would look like:
 The only downside of these options is that they’re not very customizable. If you have an amazing
PowerPoint design, these presentation timers will probably not fit very well.

If you want a truly customized feature, chances are you are going to have to do it yourself.

In the next section, I’ll show you how to make your own PowerPoint countdown timer - step by
step!
Option 2: Create Your Own PowerPoint Timers

Making your own PowerPoint countdown timer is easier than you might think. Here you’ll find three
different versions of PowerPoint timers that are very easy to do on your own.

Bar PowerPoint Countdown Timer

A bar PowerPoint timer is one of the easiest and most effective ways to convey passing time. You
just need to follow these easy instructions:

1. Create the timer shape base

Go to the slide you will work on and draw a bar wherever you want your bar to be. Take into
consideration that it’ll look cleaner if the end of the timer (where it’ll disappear towards) fits the
border of the slide. Use the Insert tab > Shape > Rectangle to draw it.

2.

2. Add movement
Select the shape and go to the Animations Tab. Select Add Animation, and pick the Fly
Out option on the “Exit” group.
2. Make it look like a timer!

Now it’s time to customize the animation so it looks like a countdown timer! On the
Animation Tabs, click Effect Options. Here you’ll be able to choose in which direction you want
your timer to disappear.

If it’s a vertical bar, To Bottom is your pick! In the case of a horizontal bar PowerPoint timer,
select “To Left” or “To Right” as you prefer.
4. Customize your timer’s duration

Finally, let’s add the time. On the far right of the Animation Tab, on the “Timing” group, type
into Duration how much time you want your timer to countdown. And now you have a
customized PowerPoint countdown timer!

Make sure to check out that its start cue is On click (also in the “Timing” group”) so you can
control exactly when the countdown begins. If any of these options are unavailable when you’re trying
to follow these instructions, then you might not have your shape selected. Just click on your rectangle
and try again!

Clock PowerPoint Countdown Timer

Making a clock PowerPoint countdown timer is very similar to the bar one, and it’s also very easy.
1. Pick your timer base shape

First, you need to pick the shape that’s going to work as your countdown clock. Take into
consideration that it needs to be a shape, not an image.
 You need to be able to select only the inner circle of the clock (or the part you want to shade), in
order to make it work.

You can also use an icon for this. Templates by 24Slides offer a wide array of icons you can
download completely for free. There are hundreds of templates, so you’ll definitely find something that
fits your needs!
2. Pick your timer’s color
Select your shape and use the Shape Format Tab > Shape Fill to add color to it. This is how your
countdown clock will look when time’s up.
3. Add movement
While still selecting your shape, go to the Animations Tab > Add Animation > Wheel option in
the “Entrance” group.

3. Customize your timer’s duration

Now all you need is to type your time in Duration (On the Animation Tab > “Timing” group), just
like in the bar PowerPoint timer.

It should end up looking something like this:

4. Rename the Shape
Go to Shape Format > Selection Pane, and double-click on the shape's name. Next, rename the
shape to "countdown."
3. Access VBA Module
Open the Developer tab > View Code. Right-click on the VBA module and choose Insert > Module.

4.Set up Action on the Slide:

Return to the slide and select the rectangle shape. Go to Insert > Action, and choose Run macro.
To confirm your changes, click OK.
5.View your countdown timer in presenter mode

And you’re done! To view your countdown timer, go to the Slide Show Mode and click on the
rectangle shape to initiate the countdown.

ONE MARK

1. Whichsoftware is commonly used for creating presentations?

A) Microsoft Excel
B) Adobe Photoshop
C) Microsoft PowerPoint
D) Google Docs
Answer: C) Microsoft PowerPoint

2. What is the main purpose of PowerPoint?

A) Creating spreadsheets
B) Editing images
C) Creating presentations
D) Writing documents
Answer: C) Creating presentations

3. Which of the following is NOT a feature of PowerPoint?

A) Animation effects
B) Slide transitions
C) Word processing
D) Collaboration tools
Answer: C) Word
processing

4. What feature allows you to add movement to objects on a slide?

A) Animation effects
B) Slide transitions
C) Spell check
D) Font formatting
Answer: A) Animation effects

5. Which feature changes the way slides move from one to another during a presentation?
A) Animation effects
B) Slide transitions
C) Slide layouts
D) Design themes
Answer: B) Slide transitions
6. Whatis the purpose of slide layouts in PowerPoint?
A) To format text
B) To choose a color scheme
C) To organize content on a slide
D) To add animations
Answer: C) To organize content on a slide

7. Which view allows you to see all the slides in a presentation at once?
A) Normal view
B) Slide sorter view
C) Slide show view
D) Outline view
Answer: B) Slide sorter view

8. In
PowerPoint, which slide view is ideal for making edits to individual slides?
A) Normal view
B) Slide sorter view
C) Slide show view
D) Reading view Answer:
A) Normal view

9. Which of the following is NOT a slide type in PowerPoint?

A) Title slide
B) Content slide
C) Conclusion slide
D) Picture slide
Answer: D) Picture slide

10. Which slide type typically contains the title of the presentation and the presenter's name?
A) Title slide
B) Content slide
C) Conclusion slide
D) Transition slide
Answer: A) Title
slide

11. Which slide type is commonly used to present main points or details?
A) Title slide
B) Content slide
C) Conclusion slide
D) Transition slide
Answer: B) Content
slide

12. What is the function of a conclusion slide in a presentation?

A) To introduce the main topic
B) To summarize key points
C) To transition to the next topic
D) To add visual interest
Answer: B) To summarize key points

13. Which command allows you to add speaker notes to your slides?
A) Insert Notes
B) Add Comments
C) Edit Notes
D) View Notes
Answer: A) Insert Notes

14. What is the purpose of the Presenter View in PowerPoint?

A) To edit slides
B) To view slides in full screen
C) To present slides with speaker notes and a timer
D) To add animations
Answer: C) To present slides with speaker notes and a timer

15. Which feature allows multiple people to collaborate on a PowerPoint presentation simultaneously?
A) Track Changes
B) Comments
C) Co-authoring
D) Share presentation
Answer: C) Co-
authoring

16. What is the default file extension for saving PowerPoint presentations?
A) .pptx
B) .docx
C) .xlsx
D) .pdf
Answer: A) .pptx

17. Which of the following is NOT a method to start a slideshow in PowerPoint?

A) Clicking on the Slide Show button
B) Pressing F5 key
C) Pressing Ctrl + P
D) From the Slide Show
menu Answer: C) Pressing
Ctrl + P

18. What command allows you to print handouts of your presentation?

A) Print Presentation
B) Print Slides
C) Print Handouts
D) Print Notes Pages
Answer: C) Print
Handouts

19. Which feature allows you to record your presentation along with narration and timings?
A) Slide Show Rehearse
B) Record Slide Show
C) Slide Show Broadcast
D) Presenter View
Answer: B) Record Slide Show

20. What option allows you to customize the design of your slides quickly in PowerPoint?
A) Slide Layouts
B) Design Themes
C) Slide Master
D) Animation Pane Answer:
B) Design Themes
21. Whichsoftware is commonly used for creating presentations?
A) Microsoft Excel
B) Adobe Photoshop
C) Microsoft PowerPoint
D) Google Docs
Answer: C) Microsoft PowerPoint

22. What is the main purpose of PowerPoint?

A) Creating spreadsheets
B) Editing images
C) Creating presentations
D) Writing documents
Answer: C) Creating presentations

23. Which of the following is NOT a feature of PowerPoint?

A) Animation effects
B) Slide transitions
C) Word processing
D) Collaboration tools
Answer: C) Word
processing

24. What feature allows you to add movement to objects on a slide?

A) Animation effects
B) Slide transitions
C) Spell check
D) Font formatting
Answer: A) Animation effects

25. Which feature changes the way slides move from one to another during a presentation?
A) Animation effects
B) Slide transitions
C) Slide layouts
D) Design themes
Answer: B) Slide transitions

26. What is the purpose of slide layouts in PowerPoint?

A) To format text
B) To choose a color scheme
C) To organize content on a slide
D) To add animations
Answer: C) To organize content on a slide

27. Which view allows you to see all the slides in a presentation at once?
A) Normal view
B) Slide sorter view
C) Slide show view
D) Outline view
Answer: B) Slide sorter view

28. InPowerPoint, which slide view is ideal for making edits to individual slides?
A) Normal view
B) Slide sorter view
C) Slide show view
D) Reading view Answer:
A) Normal view

29. Which of the following is NOT a slide type in PowerPoint?

A) Title slide
B) Content slide
C) Conclusion slide
D) Picture slide
Answer: D) Picture slide

30. Which slide type typically contains the title of the presentation and the presenter's name?
A) Title slide
B) Content slide
C) Conclusion slide
D) Transition slide
Answer: A) Title
slide

31. Which slide type is commonly used to present main points or details?
A) Title slide
B) Content slide
C) Conclusion slide
D) Transition slide
Answer: B) Content
slide

32. What is the function of a conclusion slide in a presentation?

A) To introduce the main topic
B) To summarize key points
C) To transition to the next topic
D) To add visual interest
Answer: B) To summarize key points

33. Which command allows you to add speaker notes to your slides?
A) Insert Notes
B) Add Comments
C) Edit Notes
D) View Notes
Answer: A) Insert Notes

34. What is the purpose of the Presenter View in PowerPoint?

A) To edit slides
B) To view slides in full screen
C) To present slides with speaker notes and a timer
D) To add animations
Answer: C) To present slides with speaker notes and a timer

35. Which feature allows multiple people to collaborate on a PowerPoint presentation simultaneously?
A) Track Changes
B) Comments
C) Co-authoring
D) Share presentation
Answer: C) Co-
authoring
36. What is the default file extension for saving PowerPoint presentations?
A) .pptx
B) .docx
C) .xlsx
D) .pdf
Answer: A) .pptx

37. Which of the following is NOT a method to start a slideshow in PowerPoint?

A) Clicking on the Slide Show button
B) Pressing F5 key
C) Pressing Ctrl + P
D) From the Slide Show
menu Answer: C) Pressing
Ctrl + P

38. What command allows you to print handouts of your presentation?

A) Print Presentation
B) Print Slides
C) Print Handouts
D) Print Notes Pages
Answer: C) Print
Handouts

39. Which feature allows you to record your presentation along with narration and timings?
A) Slide Show Rehearse
B) Record Slide Show
C) Slide Show Broadcast
D) Presenter View
Answer: B) Record Slide Show

40. What option allows you to customize the design of your slides quickly in PowerPoint?
A) Slide Layouts
B) Design Themes
C) Slide Master
D) Animation Pane Answer:
B) Design Themes