SRIRAM INSTITUTE OF PROFESSIONAL AND VOCATIONAL STUDIES

BASIC COMPUTER

Ques 1:- what is the definition of Computer ?

Ans: - computer is an electronic machine that performs calculations and
operations based on the instructions provided by the software or
hardware program. It is designed to execute application and provides an
output after taking input and processing it for a fraction of seconds.
A computer is made up of multiple components i.e. hardware and
software.

Ques 2: - who is the father of computer?

Ans: - Charles Babbage.

Ques 3: - which language does computer understand?

Ans: - binary (0,1)

Ques 4: - From which word has the word computer been

derived?
Ans: - compute (calculation).

Ques 5: - Full form of COMPUTER and BASIC?

Ans: - COMPUTER: BASIC:
Common Beginner’s/ Business
Operating All Purpose
Machine Symbolic
Particularly Instruction
Used for Code
Technology
Education
Research

Ques 6: - How many types of Software are there ?

Ans: - There are three types of Software-
1. System software e.g. - operating system
2. Utility software e.g. - System drives and antivirus
3. Application software e.g. - word, excel, tally etc.

Ques 7: - Which one is the longest key in keyboard?

Ans: - Space Bar Key.

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Ques 8: - What is the name of the first calculating device?

Ans: - ABACUS (ABUNDANT BEADS ADDITION CALCULATION UTILITY
SYSTEM )(frame Calculator).

Ques 9: - What are the Components of Computer?

Ans: - Some basic components of computer are:
1. Monitor -Display
2. CPU (Central Processing -Brain Of Computer
Unit)
3. Keyboard -Text Typing
4. Mouse -Cursor Pointer
5. UPS(UNIT POWER SUPPLY) -Unit Power Supply
6. Speakers
7. Printer

Ques 10: - What are the components of CPU?

Ans: - Some basic components of C.P.U. are:
1. Processor
2. Processor Fan
3. Hard disk
4. Mother Board
5. RAM/ROM
6. BIOS Cell
7. SMPS (Switch Mode Power Supply)
8. CD ROM

Ques 11:- What is Data?

Ans: - It refers to the calculation of raw, facts that is in the form of
information after proper processing.

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Ques 12: - Chart of Computer?

Ans: -

computer

INPUT OUTPUT
C.P.U
DEVICE DEVICE

Eg:- C.U. M.U A.L.U. Eg:-

KEYBOARD MONITOR,
MOUSE, SPEAKER,
JOYSTICK, P.M. S.M.
PRINTER,
OCR , PLOTTER,
OMICR RAM ROM HARD DISK PROJECTOR

[Link] [Link] CD,DVD

[Link] [Link] FLOPPY

[Link]

[Link]

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C.P.U = CENTRAL PROCESSING UNIT

C.U. = CONTROL UNIT
M.U. = MEMORY UNIT
A.L.U = ARITHMETIC LOGICAL UNIT
P.M. = PRIMARY UNIT
S.M. = SECONDARY UNIT
RAM = RANDOM ACCESS MEMORY
ROM = READ ONLY MEMORY
[Link] = STATIC RAM
[Link] = DYNAMIC RAM
[Link] = ELECTRONICAL ROM
E.P. ROM = ELECTRONICAL [Link]
E.E.P. ROM= ELECTRONICAL ERASABLE PROGRAMABLE ROM
H.D.D. = HARD DISK DRIVE
F.D.D. = FLOPPY DISK DRFIVE
C.D. = COMPACT DISK
D.V.D. = DIGITAL VIDEO DRIVE
V.D.U. = VISUAL DISPLAY UNIT

Ques 13: - Chart of IPO cycle ?Ans: -

IPO: - INPUT
PROCESS
OUTPUT CYCLE

0,1- BINARY &

MACHINE LANGUAGE

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Ques 14: - What is Processing?

Ans: - Processing means performing Arithmetic calculations, operations,
like division, multiplication, addition, subtraction, etc. The activity of
processing data using a computer is called Data Processing. It involves
getting the input data, manipulating data and display the output.

Ques 15: - What is Hardware?

Ans: - Hardware is that important part of computer which we can touch
and see. Example – Keyboard mouse, hard disk.

Ques 16: - What is software?

Ans: - Software is that important part of computer which we can see but
can’t touch. And which help us to operate a computer, and to solve our
particular problem.
Example- M.S word , Excel, CTT, C language.

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Ques 17: -Types of computers ?

Ans: -
CLASSIFICATION OF COMPUTER

BASED ON SIZE BASED ON WORK BASED ON PURPOSE

MICRO ANALOG SPECIAL

COMPUTER COMPUTER PURPOSE

MINI DIGITAL GENERAL

COMPUTER COMPUTER PURPOSE

MAIN FRAME HYBRID

COMPUTER COMPUTER

SUPER
COMPUTER

There are three types of computers based on work.

1. Analog computers: - Analog computers are such computers which

processes tasks using continuous signals. Analog computers are used to
measure temperature, pressure, voltage and electric current. They are
helpful in the field of education, research and engineering. E.g.
Thermometer, Speedometer, Seismometer.

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THERMOMETER SPEEDOMETER SEISMOMETER

2. Digital computers: - A Digital Computer is an electronics device

that uses binary code to Perform a wide range of tasks, from simple
calculations to storing, retrieving, and processing data.

3. Hybrid computers: - A hybrid computer is a special type of

computer that combine Analog and digital features. It can process data
quickly like a digital computer and measure real-world values like an
Analog computer. These special computers are used in hospitals, weather
stations, and factories.

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Types of computers based on their size

1. Supercomputer: - A supercomputer is the most powerful and fastest
type of computer, capable of performing billions or trillions of
calculations per second. These computers require special cooling systems
and occupy large physical spaces.
Uses: Weather forecasting, climate modelling, quantum physics, nuclear
simulations, artificial intelligence research.

2. Mainframe Computer: - A mainframe computer is a large and

powerful system used by large organizations for processing and storing
massive amounts of data. It can support hundreds or even thousands of
users simultaneously, making it ideal for industries where large-scale
data handling and security are crucial.

Uses: Banking systems, airline reservations, government data

management, enterprise resource planning (ERP).

3. Minicomputer (Midrange Computer): - A minicomputer is

smaller and less powerful than a mainframe but more powerful than a
personal computer. Minicomputers were once popular for controlling
manufacturing processes, database management, and scientific
applications, but are now largely replaced by servers.

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4. Microcomputer (Personal Computer): - A microcomputer,

also known as a personal computer (PC), is the most common and widely
used type of computer. It is designed for individual use and is relatively
small, affordable, and easy to operate. Microcomputers come in various
forms, including desktops, laptops, tablets, and smartphones.

Ques 18: -Generations of computer ?

Ans: -
1. First Generation (1942–1955)
These computers used vacuum tubes to process data. They were huge,
often taking up entire rooms, and generated a lot of heat. Programming
was done in machine language (binary code), and they had no
operating systems. They were mostly used for scientific and military
purposes.
Example: ENIAC, UNIVAC

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2. Second Generation (1955–1963)

The invention of the transistor replaced vacuum tubes, making
computers smaller, faster, and more energy-efficient. They supported
assembly language, which was easier to use than binary. These
machines were more reliable and used in business and scientific fields.
Example: IBM 1401, CDC 1604

3. Third Generation (1964–1971)

This era introduced integrated circuits (ICs), which packed many
transistors onto a single chip. Computers became even smaller and more
powerful, and they could run multiple programs at once
(multiprogramming). High-level programming languages like COBOL and
FORTRAN became common.
Example: IBM System/360

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4. Fourth Generation (1971–1980)

The development of the microprocessor (a chip that contains the entire
CPU) revolutionized computing. This led to the creation of personal
computers (PCs). These machines are fast, compact, and affordable,
with graphical user interfaces (GUIs), operating systems like Windows,
and internet access.
Example: Intel 4004, Apple Macintosh, modern laptops

5. Fifth Generation (1980-Present and Beyond)

Focused on Artificial Intelligence (AI), these computers aim to think and
learn like humans. They use technologies like machine learning,
natural language processing, robotics, and quantum computing.
Voice assistants, facial recognition, and self-driving cars are examples of
this generation.
Example: AI assistants, IBM Watson, autonomous vehicles

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Ques 19: - what are the main characteristics and features

of computers ?
Ans : - Characteristics of a Computer
1. Speed: Computers can process millions of instructions per second.
Tasks that would take humans hours or days can be completed in seconds.
• Example: Calculating complex mathematical equations or
rendering high-resolution graphics happens almost instantly.

2. Accuracy: Computers perform operations with a high degree of

precision. Errors usually occur due to human input, not the machine
itself.
• Example: A computer will correctly calculate 2 + 2 as 4 every
time, unless there's a programming error.

3. Automation: Once programmed, computers can perform tasks

automatically without human intervention.
• Example: A washing machine with a microcontroller runs its
cycle automatically once started.

4. Storage: Computers can store vast amounts of data and retrieve it

quickly. This includes documents, images, videos, and more.
• Example: A modern smartphone can store thousands of photos
and apps thanks to its internal memory.

5. Versatility : Computers can perform a wide range of tasks, from

word processing to gaming to scientific simulations.
• Example: The same laptop can be used for writing a book, editing
a video, and attending a virtual class.

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6. Diligence: Unlike humans, computers don’t suffer from fatigue or

boredom. They can work continuously without losing efficiency.
• Example: A server can run 24/7 without needing rest, handling
millions of requests.

7. Multitasking: Computers can perform multiple tasks

simultaneously, thanks to multi-core processors and advanced operating
systems.
• Example: You can listen to music, browse the internet, and
download files at the same time.

8. Communication: Computers can communicate with other devices

and systems through networks, enabling data sharing and collaboration.
• Example: Email, video conferencing, and cloud storage are all
possible because computers can connect and exchange data.

9. No Intelligence: Computers do not have their own thinking ability.

They follow instructions given by humans through software.
• Example: A computer won’t know what to do unless it's
programmed—unlike humans who can make decisions based on
experience.

10. Reliability: Computers are highly reliable when properly

maintained. They produce consistent results and rarely fail.
• Example: Banking systems rely on computers to process
transactions accurately and securely.

Ques 20: -Difference between RAM and ROM?

Ans: - RAM (Random Access Memory) is temporary memory
that stores data while your device is running. It helps your phone or
computer work faster by holding active apps and tasks.
• Volatile memory — data is lost when power is off.
• Used for: Running apps, multitasking, browsing, gaming.
Example:
When you open WhatsApp or Instagram, RAM keeps it running smoothly
until you close it or restart your phone.
Types of RAM

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• SRAM: Fast, Used in CPU cache for fast access.
Example: Cache memory in your phone’s processor — helps apps
open faster.
• DRAM: Main working memory in phones and PCs.
Example: RAM in your phone — keeps apps running while you're
using them.

• SDRAM: Syncs with processor speed.

Example: RAM in laptops — helps run multiple programs smoothly.
• DDR RAM: Faster versions of SDRAM, Modern RAM used in gaming
and high-performance devices.
Example: DDR4 in gaming phones — handles heavy apps like video
editors or games.

ROM (Read-Only Memory) is permanent memory that stores

essential instructions for your device to start and operate.
• Non-volatile memory — data stays even when power is off.
• Used for: Booting the system, storing firmware and system apps.
• Example:
Your phone’s operating system (Android/iOS) is stored in ROM — it
loads every time you turn on your device.
Types of ROM
• PROM: Programmed once, used in appliances.
Example: Pre-installed emergency dialer app in a basic phone — can't be
changed.
• EPROM: Can be erased with UV light, reprogrammed and used in old
systems
Example: Used in old system boards to store boot instructions.

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• EEPROM: Can be updated electrically, used in BIOS
Example: Stores BIOS settings in a computer — like boot order or system
time.
• Flash ROM: Stores large data and updates easily, used in phones, USB
drives, SSDs
Example: Your phone’s operating system and apps — can be updated
regularly.

Ques 21: -Memory units in Computer?

Ans: -

Ques 22: -Advantages and Disadvantages of computers?

Ans: -Advantages of Computers
A. Speed and Efficiency: Computers can process data and
perform calculations much faster than humans.
B. Connectivity: Computers enable global communication through
email, video conferencing, and social media.
C. Multitasking: They can run multiple applications
simultaneously, helping users manage various tasks at once.
D. Educational Tools: Computers support e-learning, simulations,
and interactive tutorials, enhancing education.
E. Entertainment: From gaming to streaming, computers offer
diverse entertainment options.

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F. Remote Work: Computers enable flexible work environments,
allowing people to work from anywhere.
G. Access to Information: They provide instant access to vast
knowledge via the internet.

Disadvantages of Computers
• Cybersecurity Risks: Computers are vulnerable to hacking,
viruses, and data breaches.
• Health Issues: Prolonged use can lead to eye strain, poor
posture, and reduced physical activity.
• Social Isolation: Excessive computer use may reduce face-to-
face interactions.
• Job Displacement: Automation may replace certain jobs,
especially in manual or repetitive roles.
• Environmental Impact: Manufacturing and disposing of
computers contribute to e-waste and pollution.
• Cost: High-quality computers and software can be expensive to
purchase and maintain.

Que 23: -How Many Default Icons in Window?

Ans- 1) My Computer 2) User Files(My Documents) 3) Network
4) Recycle Bin 5)Control Panel

Que 24: - What is keyboard. And what are the types of

keys in keyboard?
Ans:-Keyboard is that device using which we give instructions to the
computer and after a specific process get output. There are five types of
keys.
Functional Keys :- F1-F12
Alphabets Keys:- A-Z
Number Keys :- 1-0
Arrow & Directional Keys :- 
Special Keys:- Ctrl, Alt, Shift, Window

Que 25: - How many keys are there in keyboard?

Ans:-101 TO ABOVE

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Ques 26: -General Shortcut Keys:

Ans: -

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M.S. PAINT
Ques 27: - Write down the steps to open MS Paint?
Ans: - There are two ways: -
Start Button > All programs > Accessories > MS Paint
Window + R > Run Wizard, MS paint, PBrush > Enter

Ques 28: -What is paint?

Ans: - Paint is a basic graphic utility that is include in all the Microsoft
window version. MS paint can be used to draw and colour picture as well
as black and white.

Ques 29: - Difference between Cut-Paste & Copy-Paste?

Ans: - In cut-paste the original data get moved to another location. It
simply relocates the data leaving the original location left empty. Copy-
paste duplicates the data multiple times while the original data remains
unchanged.

Ques 30: - Difference between Save and Save as?

Ans: - In save command we can simply save any file and in save as we
can create a duplicate copy of the existing file or we can make changes in
the existing file also.

Que 31: - Full form of RGB and its range?

Ans:- R-RED, G-GREEN, B-BLUE and its Range-255

Que 32: -Page Zoom Limit in MS paint?

Ans- Minimum-12.5 Maximum- 800

Ques 33: - Write down the file extensions which are used
to save images in [Link]?
Ans: - Common File Extensions in Paint:
• .bmp — Bitmap image (default format in older versions of Paint)
• .png — Portable Network Graphics (supports transparency, widely
used)
• .jpg / .jpeg — Joint Photographic Experts Group (compressed
image format)

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• .gif — Graphics Interchange Format (supports animation and
transparency)
• .tiff — Tagged Image File Format (high-quality image format, less
common)

Ques 34: - Types of selection in M.S. PAINT?

Ans: - There are five types of selections in M.S. PAINT. Which
are following:-

Ques 35: - What is the use of paste from or import to

canvas?
Ans: - By using this command we can open multiple pictures
one by one on the current page.

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Ques 36: - MS Paint shortcut keys:

Ans: -

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Create these in [Link]: -

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NOTEPAD
Ques 37: - What is notepad?
Ans: - Notepad is the most basic text editing programme which allow
you to open and create text file.

Ques 38: - How many types of page orientations?

Ans: - there are two types-
1. Portrait
2. Landscape

Ques 39: -How Many Item a Title Bar Contain in Notepad?

Ans- File Name, Application Name, Minimize, Maximize, Close.

Ques 40: - Total no. of Commands in Notepad?

Ans- File Menu:- New, Open, Save, Save As, Print, Page Setup, Exit.
Edit Menu:- Undo, Cut, Copy, Paste, Delete, Find, Find Next, Replace,
Select All, Goto, Time &Date
View Menu:- Status Bar
Format Menu:-Word Wrap, Fonts
Help Menu:- View Help

Ques 41: - File extensions which is used to save file in

NOTEPAD?
Ans- Common File Extensions Used in Notepad
• .txt – Text File → Used for writing plain text
• .csv – Comma-Separated Values → Used for table data (opens in Excel)

Ques 42: - How to change font style and size in paint?

Ans- Steps to Change Font in Notepad
• Open Notepad
Start by opening the Notepad application.
• Click on “Format” in the top menu
This is located at the top of the Notepad window.
• Select “Font…”
A new window will open showing font options.

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• Choose your font style
Examples: Arial, Times New Roman, Courier New
• Choose font size
Select a number like 12, 14, 16, etc.
• Click “OK

Ques 43: - Shortcut keys in Notepad?

Ans-

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TYPING IN NOTEPAD(each line 10 times)

HOME ROW PRACTICE (a s d f | j TOP ROW PRACTICE (q w e r t |
k l ;) y u i o p)
• asdf jkl; • qwer yuiop
• asdfg jkl;h • qwerqwer yuiopyuiop
• asdf jkl; gh asdf jkl; gh asdf jkl; gh • qwerty yuiop qwerty yuiop
asdf jkl;
BOTTOM ROW PRACTICE (z x c v NUMBER ROW PRACTICE (1 2 3
b | n m , . /) 4 5 6 7 8 9 0)
• zxcvbnm • 1234567890
• zxcv bnm, bnm, • 1! 2@ 3# 4$ 5% 6^ 7& 8* 9( 0)
• zxcvb nm,./ zxcvb nm,./ • 123456789009876543
21

FULL SENTENCE PRACTICE (All Rows Integrated)

• The quick brown fox jumps over the lazy dog.
• Pack my box with five dozen liquor jugs.
• Bright vixens jump; dozy fowl quack.
• Typing fast requires focus and accuracy.
• Every letter on the keyboard has its place.
• Practice daily to improve your typing speed.

Tips
• Keep your fingers on the home row keys: ASDF and JKL;.
• Sit straight, keep wrists relaxed, and eyes on the screen.
• Type with all ten fingers and focus on accuracy first.
• Practice daily to build speed and confidence.
• Stay calm, maintain rhythm, and avoid looking at the keyboard.

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WORDPAD
Ques 44: - What is Word pad?
Ans: - Word pad is similar to notepad in term of basic formatting
functions. But WordPad has more formatting options and allows users to
insert picture & embedded objects.

Ques 45: - How many types of Indents?

Ans: - there are two types-
1. Increase indent 2. decrease indent

Ques 46: - How many types of Alignment?

Ans: - There are four alignment-
1. Left (ctrl+L)
2. Centre (ctrl+E)
3. Right (ctrl+R)
4. Justify (Ctrl+J)

Ques 47: - What is the use of Object option?

Ans- The "Object" feature in WordPad allows you to insert items like
images, charts, or files from other software into your document. This
makes it easy to combine different types of content in one place while
keeping them editable in their original programs. The "Object" feature in
Microsoft Word offers more advanced capabilities compared to WordPad

Ques 48: -Total No. of Measurement Unit in Ruler of

WordPad?
Ans- There are Four types
1). Inches 2). Centimetres 3). Points 4). Picas

Ques 49: -Font zoom limits in WordPad & MS word?

Ans- By Default-:- 8-72 Min-1 Max-1638.
By manual

Ques 50: -Page Zoom Limit in WordPad & MS word?

Ans- Minimum-10 Maximum- 500 Normal- 100

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Ques 51: -Types of word wrap option in WordPad?

Ans-There are three types of Word Wrap settings in WordPad.

Word Wrap Type Description Best Use Case

Text continues on one line Viewing code, logs, or
No Wrap until Enter is pressed. preformatted text
Horizontal scroll needed.
Text wraps automatically General writing,
Wrap to Window to fit the window size. reading, and editing
Adjusts with resizing.
Text wraps based on the Precise formatting for
Wrap to Ruler ruler's margin settings, printing or layout work
not window size.

Ques 52: - File extensions which is used to save file in

WordPad?
Ans- WordPad File Extension
1. .rtf – Rich Text Format
➤ Default format in WordPad. Supports text formatting like bold,
italic, colours.

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Ques 53: - Shortcut keys in WordPad ?
Ans-

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PRACTICAL ASSIGNMENT – WORDPAD

A. Create a Personal Introduction Document
Assignment Title: (My Introduction)
Objective:
To practice typing, formatting, organizing personal and professional information
in resume format, and saving a document using WordPad.
Instructions:
1. Open WordPad on your computer.
2. Type the following information using your own details:
o Full Name o Father’s Name
o Age o Mother’s Name
o Course/Batch/Roll No. o Address
o Hobbies o Email ID
o Contact No. o Why you want to learn
o Gender computers (3–4 lines)
o Date of Birth
3. Career Objective:
Write 2–3 lines describing your career goals or why you want to pursue
vocational education.
4. Work Experience (if any):
Include any internships, part-time jobs, or volunteer work:
o Organization Name
o Role/Designation
o Duration
o Responsibilities
5. Strengths:
Mention 4–5 personal strengths:
6. Technical Skills:
Mention any computer or vocational skills you have learned:
7. Declaration:
Write a short declaration at the end:
I hereby declare that the above information is true to the best of my knowledge
and belief.
8. Apply basic formatting:
o Make your name bold and underlined.
o Use bullet points for hobbies.
o Change the font to Calibri and size to 14.
o Centre-align the title: “My Introduction”.
9. Save the file with the name: YourName_Intro.rtf
10. Take a screenshot of your WordPad window and submit it along with the
file.
B. Write a short paragraph (5–6 lines) on “Uses of Computers in Daily
Life” and format it using:
• Italics
• Highlighted text (if available)
• Different font colour for the heading

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MICROSOFT WORD([Link])
Ques 54: - What is M.S. Word?
Ans: - Microsoft Word is a word processing software developed by
Microsoft that allows users to create, edit, format, and print text
documents. It’s widely used for writing letters, reports, resumes, and
other professional or academic materials.

Ques 55: - What is the Ribbon in MS Word?

Ans: - The Ribbon is the toolbar at the top of the Word window. It
contains tabs like Home, Insert, Layout, and Review, each with groups of
commands. These commands help users format text, insert objects, and
manage pages. The Ribbon makes it easy to find tools while working.

Ques 56: - What is the use of the Insert tab in MS Word?

Ans: -The Insert tab allows users to add elements like pictures, tables,
shapes, charts, page numbers, and headers into their document. It helps
make documents more informative and visually appealing. This tab is
especially useful for creating certificates, resumes, and reports.

Ques 57: - What is the Header and Footer in MS Word?

Ans: -A header appears at the top of each page, and a footer appears at
the bottom. They are used to add page numbers, document titles, dates,
or author names. Headers and footers help organize long documents and
make them look neat and consistent.

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Ques 58: - What is a template in Microsoft Word?
Ans:-A template is a pre-designed document layout used to save time.

Ques 59: - How do you insert a hyperlink in MS Word?

Ans: -To insert a hyperlink, select the text or image, then go to Insert >
Link or press Ctrl + K. Enter the web address or file path. Hyperlinks
allow readers to click and visit websites, open files, or jump to sections
within the document. They’re useful in digital reports and e-books.

Ques 60: - What is the use of Comments in Word

documents?
Ans: - Comments let users add notes beside specific text without
changing the content. They’re helpful for giving feedback, asking
questions, or suggesting edits during group work or proofreading.

Ques 61: - What is the Navigation Pane used for?

Ans: -The Navigation Pane helps users move quickly through a document.
It displays headings, pages, and search results, making it easier to
manage and edit long or complex files.

Ques 62: -What Is Cross-reference in Microsoft Word?

Ans: -Cross-reference is a feature in Microsoft Word that allows you to
create a clickable link to another part of the same document—such as a
heading, figure, table, footnote, or numbered item. It helps readers easily
jump to related content without scrolling or searching manually.
Step-by-Step Process to Insert a Cross-reference
1. Write your document and include headings, figures, or numbered
items.
2. Place your cursor where you want the reference to appear.
3. Go to the References tab on the Ribbon.
4. Click Cross-reference.
5. In the dialog box:
o Choose the reference type (e.g., Heading, Figure, Table).
o Select the specific item you want to link to.
o Choose what to insert (e.g., only the text, page number, or
both).
6. Click Insert, then Close.
The cross-reference will appear as a clickable link, and it will update
automatically if the target item changes location.

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Ques 63: -How to Create a Table of Contents in Microsoft
Word
Step 1: Use Heading Styles
• Select the text you want to appear in the TOC (e.g., chapter titles or
section names).
• Go to the Home tab or add text option in Reference tab
• Apply a heading style like Heading 1, Heading 2, or Heading 3.
• These styles tell Word what to include in the TOC.
Step 2: Place the Cursor Where You Want the TOC
• Click where you want the Table of Contents to appear (usually at
the beginning of the document).
Step 3: Insert the Table of Contents
• Go to the References tab.
• Click Table of Contents.
• Choose a built-in style (e.g., Classic, Modern, or Simple).
• Word will automatically generate the TOC using your heading
styles.
Step 4: Update the Table of Contents
• If you make changes to headings or page numbers:
• Click anywhere inside the TOC.
• Click Update Table.
• Choose Update page numbers only or -update entire table.
Step 5: Customize the TOC (Optional)
• Click Custom Table of Contents under the Table of Contents menu.
• You can change:
• Number of heading levels
• Whether to show page numbers
• Formatting styles
Tips
• Use Heading 1 for main titles, Heading 2 for sub-sections.
• Avoid manual formatting—use styles for consistency.
• You can insert multiple TOCs for different sections if needed.

Ques 64: - Define Mail-Merge?

Ans: - Mail Merge is a feature in Microsoft Word that lets you create
personalized documents—like letters or envelopes—for many people at once by
combining a template with a list of names and addresses. It saves time and
ensures consistency in bulk communication.
MAIL MERGE PROCESS IN MICROSOFT WORD
Step 1: Prepare Your Data Source
• Create a list of recipients in Microsoft Excel.

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• Include column headers like: Name, Address, City, Pin Code, Email,
etc.
• Save and close the Excel file.
Step 2: Open Microsoft Word
• Start a new blank document or open a template.
Step 3: Start the Mail Merge Wizard
• Go to the Mailings tab.
• Click Start Mail Merge → Choose your document type:
o Letters – for personalized letters
o Envelopes – for printing recipient addresses directly on
envelopes
o Labels – for address or name tags
• For guided help, click Step-by-Step Mail Merge Wizard.
Step 4: Select Starting Document
• Choose:
o Use the current document
o Start from a template
o Start from an existing document
Step 5: Select Recipients
• Choose Use an existing list.
• Browse and select your Excel file.
• Confirm the sheet and column headers.
• Click OK.
Step 6: Insert Merge Fields
You can insert personalized data using three key tools:
Address Block
• Click Address Block to insert a formatted address (Name, Street,
City, etc.).
• Choose the format (e.g., Mr. John Smith, 123 Main Street…).
• Match fields if needed.
Greeting Line
• Click Greeting Line to insert a salutation like:
o Dear Mr. Smith,
o Hello John,
Individual Fields
• Use Insert Merge Field to manually place fields like Name, City,
Pin Code anywhere in the document.
Step 7: Preview Your Documents
• Click Preview Results to see how each document will look.
• Use arrows to scroll through different recipients.
Step 8: Complete the Merge
Click Finish & Merge → Choose:
• Edit Individual Documents – to make changes before printing

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• Print Documents – to send directly to printer
• Send Email Messages – if merging emails

Ques 65: -Define default Page Setup in Microsoft Word

Ans:-
Setting Default Value Purpose / Notes
Page Size Letter (8.5 x Standard for U.S. documents; A4
11 inches) (8.27 x 11.69) is common
internationally
Top Margin 1 inch (2.54 Space from top edge to start of text
cm)
Bottom Margin 1 inch (2.54 Space from bottom edge to end of
cm) text
Left Margin 1 inch (2.54 Space from left edge; affects
cm) binding and alignment
Right Margin 1 inch (2.54 Space from right edge; balances
cm) layout
You can adjust these by going to Layout > Margins > Custom Margins in
Word.

Line Spacing Range in Microsoft Word

Line Spacing Value (in Description
Option lines)
Minimum Exactly 0.5Tightest spacing; useful for compact
layouts but may cut off tall fonts
Normal (Default) 1.15 Slightly more than single spacing;
improves readability
Maximum 3.0 Widest preset spacing; creates large
gaps between lines
Custom Any value You can manually set spacing like 1.2,
2.3, etc., or use “Exactly” or
“Multiple” options
You can adjust these under Home > Line and Paragraph Spacing > Line
Spacing Options.

Ques 66: -What Is a Macro in Microsoft Word?

Ans: -A macro is a tool that records a series of actions—like formatting
text, inserting tables, or applying styles—and saves them as a shortcut.
When you run the macro, Word repeats those actions automatically. This
is useful for saving time and reducing errors in repetitive tasks.

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Ques 67: -What is the use of Track Changes in Microsoft
Word?
Ans: -Track Changes in Microsoft Word is a feature that records every
edit made to a document, including insertions, deletions, and formatting
changes. It highlights these edits so others can review, accept, or reject
them. This is especially useful for collaborative writing, proofreading,
and maintaining a clear history of revisions.

Ques 68: -Types of Document views in Microsoft Word?

Ans: -Microsoft Word offers several document views to help users work
efficiently depending on their task—whether it's editing, reading, or
formatting. Here are the main types of document views available:
• Print Layout: Shows how the document will look when printed.
• Read Mode: Optimized for reading, hides editing tools.
• Web Layout: Displays as if viewed in a browser.
• Outline: Shows headings and structure for organizing.
• Draft: Simplified view for fast text editing.

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Ques 69: - Shortcut keys in M.S. WORD?

Ans: -

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Create the following in M.S. Word

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Create the following I.D. card formats for student with the help of
Mailing Tab

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Create Column, Area and Bar chart using the data given

Chart 1

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Chart 2

Chart 3

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Chart 4

Chart 1

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Chart 1

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MICROSOFT EXCEL (M.S. EXCEL)

Ques 70: -What is Microsoft Excel?

Ans: -Microsoft Excel is a spreadsheet program developed by Microsoft
for organizing, analysing, and visualizing data. It allows users to perform
complex calculations, use built-in formulas, create charts and pivot
tables, manage large datasets, and automate repetitive tasks using
functions and macros for efficient data management and reporting.

Excel Version Maximum Maximum Last Column File

Rows Columns Name Format
Excel 1985 (Excel 16,384 256 IV XLS
1.0)
Excel 95 (v7.0) 16,384 256 IV XLS
Excel 97 (v8.0) 65,536 256 IV XLS
Excel 2000 (v9.0) 65,536 256 IV XLS
Excel 2002 (XP) 65,536 256 IV XLS
Excel 2003 65,536 256 IV XLS
Excel 2007 1,048,576 16,384 XFD XLSX
Excel 2010 1,048,576 16,384 XFD XLSX
Excel 2013 1,048,576 16,384 XFD XLSX

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Excel 2016 1,048,576 16,384 XFD XLSX
Excel 2019 1,048,576 16,384 XFD XLSX
Excel 2021 / 1,048,576 16,384 XFD XLSX
Microsoft 365

Ques 71: -What is a formula in Excel?

Ans: -A formula is an equation that performs calculations using
numbers, text, or cell references. It always begins with an equal sign (=).
For example, =A1+B1 adds values from two cells. Formulas can perform
mathematical, logical, and statistical operations easily and dynamically
in Excel.

Ques 72: - What is a function in Excel?

Ans: -A function is a predefined formula that simplifies calculations in
Excel. Common examples include SUM(), AVERAGE(), and IF(). Functions
save time by performing specific tasks quickly without writing long
formulas, making data analysis and processing faster, easier, and more
accurate.

Ques 73: - What are absolute and relative cell references?

Ans: -Relative references (like A1) change automatically when copied,
while absolute references ($A$1) remain fixed. Mixed references (A$1 or
$A1) partially lock rows or columns. These references control how
formulas adjust when moved or copied across cells in Excel.

Ques 74: -What is the use of charts in Excel?

Ans: -Charts in Excel visually represent data to make comparisons and
trends easier to understand. Users can create bar, line, pie, or column
charts. They help interpret numerical data, making reports and
presentations more attractive and meaningful.

Ques 75: -What is sorting filtering and merging in Excel?

Ans: - Sorting arranges data in ascending or descending order. You can
sort alphabetically, numerically, or by date, making data analysis and
reporting more organized and clearer.

Filtering displays only rows that meet specific criteria while hiding
others. It’s useful for focusing on required data without deleting or
moving other information.

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Merging combines two or more cells into one larger cell, usually for
headings. Found in Home → Merge & Centre, but may remove other
data.
There are four merge options in Excel:
1. Merge & Centre – Combines selected cells into one and centres the
content.
2. Merge Across – Merges cells in each row individually across
selected columns.
3. Merge Cells – Simply combines cells into one without centering
content.
4. Unmerge Cells – Reverts merged cells back to individual cells.

Ques 76: -What is a worksheet and workbook?

Ans: -A worksheet is a single spreadsheet page containing rows and
columns. A workbook is an Excel file that can contain multiple
worksheets. Together, they help organize related data in one file for easy
access, management, and analysis.

Ques 77: -What is a pivot table?

Ans: -A Pivot Table is an Excel feature used to summarize, analyze, and
compare large datasets. It allows dynamic grouping, filtering, and total
calculation without changing the original data, helping users quickly
generate reports, insights, and summaries from raw data efficiently.

Ques 78: -What is conditional formatting?

Ans: -Conditional formatting automatically changes a cell’s appearance
based on specific conditions or rules. For example, it can highlight cells
greater than 1000 in green. It helps visualize data trends, detect errors,
and emphasize important information without manually editing cell
formats.

Ques 79: -What is the use of charts in Excel?

Ans: -Charts in Excel visually represent data to make comparisons and
trends easier to understand. Users can create bar, line, pie, or column
charts. They help interpret numerical data, making reports and
presentations more attractive and meaningful.

Ques 80: -What is data validation in Excel?

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Ans: -Data validation restricts the type of data entered in a cell. For
example, you can allow only numbers between 1 and 100 or select values
from a dropdown list. It helps maintain accuracy, consistency, and data
integrity in worksheets.

Ques 81: -How do you freeze panes in Excel?

Ans: -Freeze Panes keeps specific rows or columns visible while scrolling
through data. It is found under the View tab. This feature is especially
useful for large datasets to keep headers or important references fixed on
screen.

Basic Formulas in Excel : -

Arithmetic & Statistical Formulas

Sr. Formula Purpose Example Use
no. Case
1 =SUM(A1:A10) Adds values in a Total monthly
range expenses
2 =AVERAGE(A1:A10) Calculates average Average student
marks
3 =MIN(A1:A10) Finds smallest value Lowest temperature
recorded
4 =MAX(A1:A10) Finds largest value Highest sales figure
5 =COUNT(A1:A10) Counts numeric Number of
entries transactions
6 =COUNTA(A1:A10) Counts non-empty Number of filled
cells entries
7 =COUNTBLANK(A1:A10) Counts empty cells Count unanswered
questions
8 =ROUND(A1,2) Rounds to 2 decimal Round currency to
places ₹0.01
9 =ROUNDUP(A1,0) Rounds up to nearest Round up attendance
whole number count
10 =ROUNDDOWN(A1,0) Rounds down to Round down
nearest whole discount percentage
number
11 =RANK(A1,A1:A10) Returns rank of a Student rank in class
number
12 =LARGE(A1:A10,2) 2nd largest value Second highest score
13 =SMALL(A1:A10,2) 2nd smallest value Second lowest price
14 =PRODUCT(A1:A10) Multiplies all values Compound interest
calculation

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15 =MODE(A1:A10) Most frequent value Most common age in
survey
16 =MEDIAN(A1:A10) Middle value Median salary
17 =SUMSQ(A1:A3) Sum of squares Statistical analysis
18 =SUMPRODUCT(A1:A3,B1:B3) Multiplies and sums Weighted total
arrays
19 =INT(5.9) Rounds down to ₹5 from ₹5.90
integer
20 =ABS(-10) Returns absolute Distance from zero
value
21 =EVEN(3.2) Rounds up to next 4
even number
22 =ODD(3.2) Rounds up to next odd 5
number
23 =ISEVEN(4) Checks if number is TRUE
even
24 =ISODD(5) Checks if number is TRUE
odd
25 =MOD(10,3) Returns remainder of Check even/odd or
division cycle
26 =FLOOR(7.8,1) Rounds down to Round down to ₹1
nearest multiple
27 =CEILING(7.2,1) Rounds up to nearest Round up to ₹1
multiple
28 =POWER(2,3) Raises number to a 2³ = 8
power
29 =SQRT(16) Returns square root √16 = 4
30 =LCM(4,6) Least common 12
multiple
31 =GCD(8,12) Greatest common 4
divisor

Lookup & Reference Formulas

Sr. Formula Purpose Example Use
no. Case
32 =VL- Vertical lookup Find product
OOKUP(101,A2:D10,2,FALSE) name by ID
33 =HLOOKUP("Jan",A1:D5,2,FALSE) Horizontal lookup Get sales for
January
34 =INDEX(A2:C5,2,3) Returns value at Find item price
row/column
35 =MATCH(75,B1:B10,0) Finds position of Locate score in
value list
36 =LOOKUP(75,A1:A10,B1:B10) Finds closest match Estimate grade

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37 =FORMULATEXT(A1) Shows formula in Audit spreadsheet
cell
38 =TRANSPOSE(A1:A5) Converts rows to Rearrange data
columns layout
39 =ROW(A5) Returns row number 5
40 =COLUMN(B3) Returns column 2
number
41 =ROWS(A1:A10) Counts number of 10
rows
42 =COLUMNS(A1:D1) Counts number of 4
columns

Logical & Conditional Formulas

Sr. Formula Purpose Example Use Case
no.
43 =IF(A1>50,"Pass","Fail") Conditional logic Result based on marks
44 =AND(A1>50,B1<100) Returns TRUE if both Check if score is valid
are TRUE
45 =OR(A1>50,B1<100) Returns TRUE if either Check if any condition
is TRUE met
46 =NOT(A1>50) Reverses logic Check if score is NOT
above 50
47 =TRUE() Returns TRUE Used in logical tests
48 =FALSE() Returns FALSE Used in logical tests
49 =ISLOGICAL(TRUE) Checks if value is TRUE
logical
50 =ISNUMBER(A1) Checks if value is a TRUE
number

Date & Time Formulas

Sr. Formula Purpose Example Use Case
no.
51 =TODAY() Current date Auto-fill today's date

52 =NOW() Current date and time Timestamp for entry

53 =DAY(A1) Extracts day Day of birth

54 =MONTH(A1) Extracts month Month of invoice

55 =YEAR(A1) Extracts year Year of joining

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56 =HOUR(A1) Extracts hour Time tracking

57 =MINUTE(A1) Extracts minute Meeting duration

58 =SECOND(A1) Extracts second Stopwatch data

59 =WEEKDAY(A1) Day of week (1–7) Schedule planning

60 =NETWORKDAYS(A1,B1) Workdays between dates Project timeline

61 =EDATE(A1,1) Adds months Next billing date

62 =EOMONTH(A1,1) End of month Month-end report

Text Formulas
Sr. Formula Purpose Example Use
no. Case
63 =LEFT(A1,5) Extracts first 5 Get code prefix from
characters "SR12345" →
"SR123"
64 =RIGHT(A1,3) Extracts last 3 Get file extension
characters from "[Link]" →
"lsx"
65 =MID(A1,2,4) Extracts middle From "SR12345" →
characters "R123"
66 =LEN(A1) Returns character Validate ID length
count
67 =TRIM(A1) Removes extra spaces Clean " Hello " →
"Hello"
68 =CONCAT(A1,B1) Joins text from Combine first and
multiple cells last name
69 =A1&B1
Joins two values Combine first and
(concatenation) last name
70 =UPPER(A1) Converts text to "hello" → "HELLO"
uppercase
71 =LOWER(A1) Converts text to "HELLO" → "hello"
lowercase
72 =PROPER(A1) Capitalizes each word "sriram institute" →
"Sriram Institute"

73 =REPLACE("12345",2,3,"000") Replaces part of text "12345" → "10005"

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74 =FIND("a",A1) Finds position of "Data" → 2
character (case-
sensitive)
75 =SEARCH("a",A1) Finds position (case- "Data" → 2
insensitive)
76 =EXACT("apple","Apple") Checks if two texts FALSE
match exactly
77 =CHAR(65) Returns character 65 → "A"
from ASCII code
78 =CODE("A") Returns ASCII code of "A" → 65
character
79 =VALUE("123") Converts text to "123" → 123
number
80 =REPT("*",5) Repeats a character or "*****" for rating
string bar
81 =ARABIC("XIV") Converts Roman "XIV" → 14
numeral to number
82 =ROMAN(2025) Converts number to 2025 → "MMXXV"
Roman numeral

Additional Formulas
Sr. Formula Purpose Example Use Case
no.
83 =INFO("osversion") Returns system info Display Excel
like OS version environment details
84 =HYPERLINK("[Link] Creates clickable link Link to Sriram
[Link]","Visit Site") Institute website
85 =RAND() Returns random Generate random
number between 0 sample
and 1
86 =RANDBETWEEN(1,100) Returns random Lucky draw or quiz
integer between two number
numbers
87 =DOLLAR(1234.56,2) Converts number to ₹1,234.56
currency format
88 =QUOTIENT(10,3) Returns integer part 10 ÷ 3 → 3
of division
89 =MOD(10,3) Returns remainder of 10 ÷ 3 → remainder 1
division
90 =FACT(5) Returns factorial of a 5! = 120
number
91 =PI() Returns value of π Area of circle:
(3.14159…) =PI()*A1^2
92 =TEXT(1234.56,"₹#,##0.00") Formats number as ₹1,234.56
currency

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92 =TEXT(TODAY(),"dd-mm- Formats current date Display today's date
yyyy") as text as "28-10-2025"

93 =COUNTIF(A1:A10,">50") Counts cells matching Count scores above

a condition 50
94 =SUMIF(A1:A10,">50",B1:B10 Adds values where Total sales above ₹50
) condition is met
95 =AVERAGEIF(A1:A10,">50",B Averages values with Average marks above
1:B10) condition 50
96 =ISFORMULA(A1) Checks if cell TRUE if A1 has a
contains a formula formula
97 =ISTEXT(A1) Checks if cell TRUE if A1 has
contains text "Hello"
98 =ISBLANK(A1) Checks if cell is TRUE if A1 is blank
empty
99 =SHEET()
Returns sheet number
Sheet 1
of current sheet
100 =SHEET("GST")
Returns sheet number Sheet 3 if "GST" is
of named sheet third
101 =SHEETS()
Returns total number
5 sheets total
of sheets in workbook
102 =A1+A2 Adds two cells ₹100 + ₹200 = ₹300
103 =A1-A2
Subtracts one cell
₹500 - ₹200 = ₹300
from another
104 =A1*A2 Multiplies two cells ₹50 × 2 = ₹100
105 =A1/A2
Divides one cell by
₹100 ÷ 2 = ₹50
another

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Excel Shortcut Keys: -

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Microsoft PowerPoint

Ques 82: -What is Microsoft PowerPoint?

Ans: -Microsoft PowerPoint is a presentation software used to create
slides containing text, images, charts, animations, and videos for
displaying information visually during meetings, lectures, or professional
presentations.

Ques 83: -What is a slide?

Ans: -A slide is a single page of a PowerPoint presentation that contains
text, pictures, charts, videos, or animations used to convey a specific idea
or message clearly.

Ques 84: -What is a Slide Master?

Ans: -Slide Master controls the overall design, font, color, and layout of
all slides in a presentation, ensuring consistency and easier formatting
changes throughout the entire presentation.

Ques 85: -What is a Transition?

Ans: -A transition is the visual effect that appears when moving from one
slide to another during a presentation, helping to create a smooth and
engaging visual flow for viewers.

Ques 86: -What is an Animation?

Ans: -Animation in PowerPoint is the movement or effect applied to text,
pictures, or objects on a slide to make them appear, emphasize, or exit
dynamically during the slideshow.

Ques 87: -What is the use of Slide Sorter View?

Ans: -Slide Sorter View displays all slides as thumbnails, allowing users
to easily rearrange, duplicate, or delete slides and manage the sequence
of the presentation visually.

Ques 88: -What is the function of Notes Pane?

Ans: -The Notes Pane allows presenters to write personal notes or
speaking points for each slide, which are not visible to the audience
during the slideshow presentation.

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Ques 89: -What is the use of Slide Show View?

Ans: -Slide Show View displays the presentation in full-screen mode as it
appears to the audience, allowing navigation between slides and checking
transitions or animations live.

Microsoft PowerPoint Shortcut Keys: -

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Use of Following Keys: -

Ctrl Key: The Ctrl key is used in combination with other keys to
perform commands like copy, paste, cut, undo, redo, and select all quickly
and efficiently.

Shift Key: The Shift key is used to type uppercase letters, access
special symbols on number keys, and select text or objects when
combined with arrow keys or mouse.

Alt Key: The Alt key activates menu options, allows quick navigation
through programs, opens shortcut commands like Alt + Tab, and performs
alternative tasks within applications and Windows.

Tab Key: The Tab key moves the cursor to the next field, indents text in
documents, and helps navigate forms, cells, or dialog boxes efficiently in
programs.

Spacebar Key: The Spacebar key inserts spaces between words while
typing, removes text formatting with Ctrl + Space, and selects entire
rows in Excel when used with Shift.

Caps Lock Key: The Caps Lock key types all letters in uppercase
continuously without pressing Shift, useful for headings, names, and
typing long capitalized words conveniently.

Enter Key: The Enter key is used to start a new line or paragraph,
confirm commands, submit forms, and execute selected actions or
options in various applications.

Delete Key: The Delete key removes text, numbers, or objects placed
after the cursor, and can also delete files, cells, or selected items from
the computer permanently.

Backspace Key: The Backspace key deletes characters, numbers, or

spaces placed before the cursor, helping correct typing mistakes or
remove unwanted text while writing or editing.

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