Bifurcation of Syllabus

Data Entry Operations (229)

Total no. of Lessons= 9

Lesson TMA (40%) Public Examination (60%)
(No. & name) (No. of lessons 3 ) (No. of lessons 6)
1. Basics of Public Examination
Computer

2. Operating TMA
System

3. Basics of Word TMA

Processing

4. Formatting of Public Examination

Documents

5. Mail Merge Public Examination

6. Basics of TMA
Spreadsheets

7. Formatting of Public Examination

Spreadsheets

8. Formulas, Public Examination

Functions and Chart

9. Creating Public Examination

Presentation
 Sample Question Paper
Data Entry Operations (229)
Time 2:00 hrs M.M. 40

Note:

i. This question paper consists of 25 questions in all.

ii. All questions are compulsory.

iii. Marks are given against each question.

iv. Section A consists of

a. [Link]. 1 to 7 – Multiple Choice type questions (MCQs) carrying 1 mark each.

Select and write the most appropriate option out of the four options given in
each of these questions.

b. [Link]. 8 to 17 – Objective type questions. [Link]. 8 to 10 carry 02 marks

each (with 2 sub-parts of 1 mark each) and [Link]. 11 to 17 carry 01 marks
each. Attempt these questions as per the instructions given for each of the
questions 11 – 17.

v. Section B consists of

a. [Link]. 18 to 22 – Very Short questions carrying 02 marks each to be answered in the

range of 30 to 50 words.

b. [Link]. 23 to 24 – Short Answer type questions carrying 03 marks each to be answered

in the range of 50 to 80 words.

c. [Link]. 25 – Long Answer type questions carrying 04 marks each to be answered in the
range of 80 to 120 words.

d. Section B offers internal choices for some questions. Attempt only one of the given
choices in such questions
S No Marks
SECTION - A
1. Styles and formatting windows is available in: 1
A. Format Menu
B. Insert Menu
C. Tools Menu
D. View Menu
2. Which of the following is not a valid data type in MS Excel? 1

A. Number
B. Character
C. Label
D. Date/Time
3. Which of the following is not a valid function in MS-Excel? 1

A. SUM() B. COUNT()
C. SUBTRACT() D. COUNTA()
4. Which is not a formatting style? 1

A. Bold
B. Italic
C. Underline
D. Regular
5. “Ctrl + Page Up” is used for : 1

A. Moving the cursor one paragraph down

B. Moving the cursor one page down
C. Moving the cursor to top of the page
D. None of the above
6. What type of chart is useful for comparing parts of a whole? 1

A. Pie chart B. Column Chart

C. Line Chart D. Dot Graph
7. Short cut key for Print is : 1

A. Ctrl + Y
B. Ctrl + X
C. Ctrl + V
D. Ctrl + P
8. In the questions given below, there are two statements marked as 2
Assertion (A) and Reason(R). Choose the correct option out of the
choices given below in each question:

(i). Assertion: In MS Word when the text reaches to right hand margin,
it automatically gets shifted to the new line.
 Reason: It is the Text Wrap feature available in word processor.

a. Both A and R are true and R is the correct explanation of A.

b. Both A and R are true but R is NOT the correct explanation of

A.

c. A is true but R is false

d. A is false but R is true

e. Both are A & R are false​

(ii). Assertion: Writer is application software.

Reason: Application software is software which performs specific

tasks for an end user.

a. Both A and R are true and R is the correct explanation of A.

b. Both A and R are true but R is NOT the correct explanation of

A.

c. A is true but R is false

d. A is false but R is true

e. Both are A & R are false​

9. State True of False: 2

1. End key moves the cursor to the beginning of a line.

2. Backspace key deletes the character to the left of the cursor.
10. Fill in the blanks: 2

i. Shortcut key for Cut is _____________.

ii. Shortcut key for Copy is _____________.
11. Fill in the blank 1

_____________ key(s) should be pressed to go to the top of the

document.
12. All formulas in MS Excel must begin with ____ sign. 1

13. MS Word is a _________________ software. 1

14. What is the shortcut key for opening a blank new document? 1

15. Which bar is used for quick access to commonly used commands and 1
tools?
16. Which bar is used for border and pattern tab in MS-Excel? 1

17. Each table which appears as spreadsheet grid is called _____. 1

SECTION - B

18. What is Control Unit (CU)? 2

OR
What is Arithmetic Logic Unit(ALU)?

19. What is the difference between compiler and assembler? 2

OR
What is Machine language and Assembly language?
20. In context of mail merge, what is the data source? 2

21. Write down the steps to hide slides of a Power Point Presentation. 2

22. Differentiate between the slide sorter view and the slide show view of 2
Power Point Presentation.
23. Briefly describe about computer organization. 3

24. Explain about different slide layouts available in MS-PowerPoint? 3

OR
How do you insert picture bullets in slides?
25. Explain how you will create a data source using the mail merge helper 4
during the mail merge process.
OR
Write steps in editing existing data records in Main Merge.
 Data Entry Operations 229
Time 2:00 hrs M.M. 40
Marking scheme

S No Distribution Marks
of Marks
1. A. Format Menu 1 1

2. B. Character 1 1

3. C. SUBTRACT() 1 1

4. D. Regular 1 1

5. C. Moving the cursor to top of the page 1 1

6. A. Pie chart 1 1

7. A. Ctrl + P 1 1

8. i. a 1x2 2
ii. a
9. 1. False 1x2 2
2. True
10. i. Ctrl + X 1x2 2
ii. Ctrl + C
11. Ctrl + Home 1 1

12. =(equals to) 1 1

13. Word processing 1 1

14. Ctrl + N 1 1

15. Tool Bar 1 1

16. Formatting Tool Bar 1 1

17. Datasheet 1 1

18. The process of input, output, processing and storage is 1x2 2

performed under the supervision of Control unit.
It decides when to start receiving data, when to stop it,
where to store data etc.
OR
The ALU is responsible for all the Arithmetic and
Logical operations. The major operations performed by
the ALU are addition, subtraction, multiplication,
division, logic and comparison.
19. The software (set of programs) that reads a program 1x2 2
written in high level language and translates it into an
equivalent program in machine language is called as
Compiler.
The software (set of programs) that reads a program
written in assembly language and translates it into an
equivalent program in machine language is called as
Assembler.
OR
Machine Language: This is the language (in the form of
0’s and 1’s, called binary numbers) understood directly
by the computer. It is machine dependent. It is difficult
to learn and even more difficult to write programs.
Assembly Language: This is the language where the
machine codes comprising of 0’s and 1’s are substituted
by symbolic codes (called mnemonics) to improve their
understanding. It is the first step to improve
programming structure.
20. Data source is a file that contains the names and 1x2 2
addresses or any other information that vary with each
version of a mail-merge document.
Ex: A list of names and addresses for a form/ letter you
want to send to number of clients or other people.
21. If you do not want a slide to appear during the slide 1x2 2
show, but do not want to delete the slide as it may be
used later, the slide can be hidden by right clicking on
the slide in the slide pane and select Hide. You can
unhide a hidden slide in a similar manner.
22. Slide sorter view: A small image of each slide is 1x2 2
displayed on slide sorter view. Slides can easily be
ordered and sorted using this view. You can also use
this view to add special effects.
To access slide sorter view, click on slide sorter view
button at the bottom left of the window or Select View
🡪 Slide sorter command.
Slide show view: The slide show view is the view to
use when you preview your presentation to make sure
everything is in place or when you deliver a
presentation to an audience.
 To access Slide show view, Click on slide show button
at the bottom left of the window or select view🡪Slide
show command.
23. The computer performs basically 5 major operations of 1x3 3
functions irrespective of their size and make. These are
(i) It accepts data or instructions by way of
input.
(ii) It stores data.
(iii) It can process data as required by the user.
(iv) It gives results in the form of output
(v) It controls all operations inside a computer.
24. There are 9 different slide layouts available .They are as 1x3 3
follows:
1. Title slide: This option is useful for beginning a
presentation.
2. Title and Content: Anytime you need to make
list of things that fall underneath a general
subject, title and content layout can be used.
3. Section Header: This option is useful for
making a major section within the presentation.
4. Two Content: This option is useful for putting
different elements or text boxes.
5. Comparison: This is useful option for doing
pro/con lists.
6. Title only: This option is great for beginning of
a presentation. No subtitles are included in this
layout.
7. Blank: Use this layout if you want a blank slide
formatted according to the master slide.
8. Content with caption
9. Picture with caption
OR
1. In slide view, create a text box by selecting
Insert→Text Box from the menu bar.
2. "Draw" the text box on the slide by holding
down the left mouse button while you move the
mouse until the box is the size you want it.
3. Choose the Bullets or Numbering from the
Home → Paragraph menu bar.
4. Change the Size of the bullet by changing the
percentage in relation to the text.
5. Choose a color for the bullet from the Color
menu. Click More Colors for a larger selection.
 6. Select one of the bullet types shown and click
OK. Or click the Picture button to view the
Picture Bullet window. Select one of the bullets
and click OK. Or click the Character button to
select any character from the fonts on the
computer. Select a symbol font such as
Wingdings or Webdings from the Bullets from
drop-down menu for the best selection of icons.
Click on the characters in the grid to see them
larger. Click OK when you have chosen the
bullet you want to use.
25. You can use the mail merge wizard to create a 1x4 4
MS-Word, MS-Excel or Access database data source.
Follow the given steps as mentioned below:
I. Create the main document or open existing
document.
II. Select “Type a new list” from the “Select
Recipients” dialog box. Then select “Create”
option.
III. A dialog box appears to create a list with
new set of data.
IV. You can start entering data to the respective
fields.
V. When you finish specifying the required
data fields. Click “Ok”. The “Save As”
dialog box appears.
VI. Locate the folder that you want to save the
data source in, type a file name and then
click “Sava As” dialog box.

OR

To edit the existing data records in the data source file,

follow these steps:
1. Open the data source file and then select Use
an exiting list option from the Select
Recipients dialog box displayed in step 3 of
the Mail Merger Wizard. The toolbar will
appear on the screen.
2. Now click on the Browse option to display
the Select Data Source dialog box. Now
search the folder where you have stored the
 data file which you want to use and the click
on Open button to access the data file.
3. You can open various data file format such
as Access database, Excel files, Word File,
Rich Text format etc.
4. Once the data file is selected, based of the
type of data file is selected, Mail Merger
will ask you to define how to distinguish
between data fields and data record.
5. Once it is done, the data file will be loaded
in to Mail Merger and you can now click on
Edit Recipient List button to be able to edit
the list as per your requirement.
6. To locate a data record that you want to
change, move to the record number you
want change its contents by clicking the
arrow keys or typing the record number; or
click Find, and then search for information
that you know the record contains.
7. Edit the records that you want to change and
save the changes.
 QUESTION PAPER
DESIGN
Subject: Data Entry Operations Class: Secondary

Marks: 40 Duration: 2 hours

1. Weightage by Objectives

Objectives Marks % of the total Marks

Knowledge 8 20

Understanding 24 60

Application 8 20

Total 40 100
2. Weightage to Type of Questions

Type of Questions
No. of Ques Marks
Objective Type 1 (1 marks) 7 7
(MCQ)
Objective Type 2 (2 marks) 3 6
Objective Type 2 (1 marks) 7 7
(fill in the blanks, match the column, paragraph or case-based Questions, one-word
questions, true False, etc.)

Very Short Answer (VSA) - 2 5# 10

Short Answer (SA) - 3 2## 6

Long Answer (LA) - 4 1### 4

Total 25 40

Note:
#
- 2 questions will have internal choices.
##
- 1 questions will have internal choices.
###
- 1 questions will have internal choices.
3. Weightage to Content Areas
Unit/Sub Unit Marks

L1-Basics of Computer 9

L 4- Formatting of Documents 12

L 5- Mail Merge 6

L 7- Formatting of Worksheets 1

L 8- Formulas, Functions and Chart 4

L 9- Creating Presentation 8

Total 40

4. Difficulty level of Question Paper

Level Marks % of marks given

Difficult 08 20

Average 20 50

Easy 12 30

Total 40 100
 Secondary Course
Learner’s Guide: Data Entry Operations (229)

1
BASICS OF COMPUTER

COMPUTER: Computer is an devices, output devices and

electronic device which takes raw data peripheral devices.
(input) from the user and processes INPUT DEVICES: Keyboard,
through set of instructions (called Mouse, Light Pen, Optical Mark
program) and gives the result (output). Reader, Optical Character reader,
Microphone, Track Ball.
 Computer can process both
numerical and non-numerical
(arithmetic and logical) calculations.
 Computer was invented by Charles
Babbage.
 The brain of computer is called
Central Processing Unit (CPU).
 Central Processing unit has 3 major
parts: Memory Unit, Control Unit
and Arithmetic Logic Unit.
OUTPUT DEVICES: Monitor
(CRT, LCD and LED), Printer (Laser
Control Unit printer, Ink-Jet Printer, Dot Matrix
and Line printer), Plotter (Flat Bed
and Drum) and Speakers.
Arithmetic Logic Unit

Memory Unit

MAJOR PARTS OF A
COMPUTER: CPU, Key Board, Mouse, ARITHMATIC LOGIC UNIT:
Monitor and Continuous power supply ALU performs all arithmetic
Unit. operation (addition, subtraction,
 The external devices for computers multiplication, division etc.) and
are classified into 3 categories: Input Logical operation (comparison,
greater than, less than etc.).

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 Secondary Course
Learner’s Guide: Data Entry Operations (229)

CONTROL UNIT (CU): It is COMPILER: It converts the high level

programs into machine code. It scans
referred as control unit. CU performs
all the entire program at a time.
Major operations like input, output
and processing. Programming languages like C, C++
MEMORY: It is classified into 2 & Java uses compilers.
categories. Primary memory and INTERPRETER: Interpreter also
Secondary memory. converts the high level program to
 Primary memory consists of RAM machine level language. It interprets
and ROM. Secondary memory the program line by line. Interpreter
includes devices like hard disk, CD, takes less amount of time to analyse
DVD, pen drive, Zip drive etc. the source code. Programming
SOFTWARE: It is referred as set of languages like Python, JavaScript
programs. Software can be broadly uses interpreters.
classified as: System software and ASSEMBLER: Assembler is quite
Application software. similar to compiler. It converts
 System software is mainly of two assembly language to machine code.
types: Operating systems and
Utilities Difference
 Application Software are General High Level Low Level
 Programmer-  Machine-friendly
packages and customized packages
friendly language
language  Non-portable
LANGUAGES: The computer  Portable  Difficult to
language is used to write programs  Easy to understand
or any specific applications. Broadly understand  Difficult to
the computer language can be  Easy to debug debug
classified into 3 categories: assembly
language, machine language and CHECK YOURSELF
high-level language.
1. Identify various parts and write the
 Machine language or machine code names in the blank boxes
consists of binary code. It is directly
understood by the computer.
 Both machine and assembly
language are hardware specific.

 A high level language is a

programming language that uses
English & mathematical symbols
as instruction.
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2. Identify the followings ACRONYMS

CPU: Central Processing Unit

MOUSE: Manually Operated User

Selection Equipment

VDU: Visual Display Unit

LED: Light Emitting Diode

3. What is a software? Choose the right LCD: Liquid Crystal Display
option.
A. ANY part of the computer that CRT: Cathode Ray Tube
has a physical structure
UPS: Uninterruptible Power Supply
B. Clothing designed to be worn by
computer users. RAM: Random Access Memory
C. Flexible parts of a computer
D. Instructions that tell the ROM: Read Only Memory
hardware what to do
4. Which is not an output device?
A. Key board
B. Monitor
ANSWERS
C. Printer
D. Plotter
5. Which among the following uses Check Yourself
compiler?
A. C++ 3. D
B. MS-Word 4. A
C. Adobe
D. Paint 5. A

STRETCH YOURSELF Stretch Yourself

1. Write about Input and Output

1. Briefly explain about various parts of
devices
computer.
2. Write the difference between high
level language and low level
language.
3. What is the different type of software?
4. Explain the role of control unit in
CPU.
5. What is the use of assembler?

3
 Secondary Course
Learner’s Guide: Data Entry Operations (229)

FORMATTING DOCUMENTS

FORMATTING: It refers to the  Multiple

arrangement of the content in an words/lines/paragraphs: Select
organized way. the text by left clicking using
mouse
 It addresses things like font Or
selection, font size and presentation. Hold Shift key along with the
 Presentation of a document includes Arrow Keys (Top, Bottom, Left and
formatting like spacing, margins, Right)
font style, indentation and creation  ENTIRE DOCUMENT:
of lists. EditSelect All Or Press Ctrl+A
 You can type text in text area. To  DELETE TEXT: You can use
change to separate paragraph press Backspace and Delete keys on the
Enter. key board.
 You can enter text in existing  To replace words, select
document also. Using arrows present textClick Replace from the
in keyboard or with the help of toolbar
mouse you can place cursor as per  Find and Replace box will be
your requirement. opened.
 BEGINNING OF DOCUMENT:  Find What: Type the word you
Press Home (present on the want to change
keyboard)  Replace with: Type the new word
 END OF DOCUMENT: Press End  FORMATTING TEXT:
(present on the keyboard)  Font Face: It is the basic typeface
 TOP OF DOCUMENT: press of the text.
Ctrl+Home
Select the type of font (from the drop
 END OF DOCUMENT: Press
down) of text you want to see like
Ctrl+End
Arial, Times New Roman, Calibri etc.
 Using spacebar, you can give space
between two words.  Font Size: It determines how
 TO HIGHLIGHT TEXT: large each letter will appear
 Whole word: Double click within
Select size from the drop down (Value
the word
ranges from 8-72)
 Whole Paragraph: Triple click
within the paragraph

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Learner’s Guide: Data Entry Operations (229)

 Font Style: It determines the  Right Alignment- Select Text 

emphasis or weight of the letters. Click on Right alignment icon
It can be Bold, Italicize or appears on the tool bar (Ctrl+R)
Underline.  Centre-Select Text  Click on
 To make text bold- Select Text  Centre alignment icon appears on
Click on B appears on tool bar Or the tool bar (Ctrl+E)
Select text  Ctrl+B  Justify-Align text to both left and
 To make text Italicize- Select right margins, adding extra space
TextClick on I appears on tool if necessary.
bar Or Select text  Ctrl+I  By default Tab Stops are set to 0.5-
 To make text underline- Select inch.
textclick on U appears on the  BULLETED NUMBERED LIST:
tool bar Or Select Text  Ctrl+U Click on Bulleted or Numbered list
from the formatted tool bar.
 FORMAT PAINTER: It is a  You can create nested list too.
handy feature present in Home tab.  When you copy or cut the text it is
If you want to do paragraph stored in an area of memory called
formatting which is done in another Clipboard.
earlier paragraph, Format Painter  To use Spelling and Grammar Press
can be used. F7.
 Formatting paragraphs allows  PAGE FORMATTING: It can be
you to change the look of the done using Page Layout tab
overall document.  Page margins can be done
 Click on Home tabClick on through Ruler bar and Page Set-
Paragraph sub section. You can do up dialog box.
alignment, line spacing and  Move the mouse over white ruler
indentation as appears on the tool to change into grey.
bar of the Home tab.
 PAGE SIZE AND
 Or
 Click on Home tabclick on small ORIENTATION: Click Page
arrow icon appears on Paragraph Layout tabSize (Different page size
sub- sectionParagraph Dialog can be opted as per requirement)
box appears  Page Layout  Orientation
 It contains Indents and Spacing (Portrait or Landscape)
and Line and page breaks.  Under Page Layout tab you can
change margins, page set up, page
background and paragraph settings
 ALIGNMENT OF TEXT:
 Left Alignment- By default text is
 HEADER: It is a text that is added
left aligned. To make text left align,
to the top margin in every page.
Select Text  Click on Left
click Insert  Select Header
alignment icon appears on tool bar
(Ctrl+L)

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Learner’s Guide: Data Entry Operations (229)

 FOOTER: It is a text that is added 4. Text-styling feature of MS word is

to the bottom margin in every page. A. Word Color C. Word Art
Click InsertPage break
B. Word Font D. Word Fill
 Using Page break option, you
can end the page as per your 5. We can insert a page number at
requirement, before the A. Footer
automatic page break
 Position the insertion point at B. Header
the end the line C. Both A & B
Or Press Ctrl+Enter
D. None

CHECK YOURSELF

STRETCH YOURSELF
1. In which option Header and Footer
appears
1. Write down the steps to do
A. Review C. Insert landscape orientation for a
document?
1. Write down the steps to do
B. Home D. Page Layout
2. landscape
How can youorientation
put watermark for toa
2. To apply centre alignment to a an existing document?
document?
3. How
2. Create
canayou
document of 1 page
put watermark to an
paragraph we can press
with portrait
existing document?alignment and
A. Ctrl + S C. Ctrl + A changeatheme
3. Create to civic
document of 1style.
page with
4. portrait
Create a alignment
document and and change
make
B. Ctrl + S+A D. Ctrl + E
the page
theme to size
civicas A3.
style.
3. Thesaurus tool in MS Word is used
4. Create a document and make the
for...
page size as A3.
A. Spelling B. Synonyms & Antonyms
ANSWERS
C. Finding word D. To make text bold
Check Yourself

1. C
2. D
3. B
4. C
5. C

3
 Secondary Course
Learner’s Guide: Data Entry Operations (229)

5
MAIL MERGE

MAIL MERGE: It can be used to

 Select Mailings Start Mail Merge
create personalized messages
Select document type from Mail
automatically for documents such as:
merge wizard
 Marketing emails  Document type can be letters, email,
 Envelopes addresses, directory and labels...
 Mailing labels  If the letter is open, Mailings 
 Newsletters Start Mail Merge  Step-by-Step
 Custom catalogues Mail Merge Wizard.
 Form letters and more!  A new pane will appear on the
right-hand side of your screen.
Under the first section that
says Select document type 
choose Letters.
 You can choose E-mail
messages if you want to send your
letter via an email.

Then click on Next: Starting

document at the bottom to
MAIN DOCUMENT: The
continue.
personalized document (standard
 Use the current document option
letter, envelope or mailing label) is
to use your current letter for the
known as main document.
task.
 If your letter is in another Word
DATA SOURCE: It is the file that
file, click the Start from existing
contains the names and addresses or
document to open that file.
any other information.
Then click on Next: Select
recipients at the bottom.
MERGE DOCUMENT: When you
 Select recipients  select Use an
merge the main document with data
existing list. You can select the Type
source a third document is known as
a new list option if you don’t have
merge document.
your recipients’ data gathered.

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 Then click Browse to import your  Within the Field Properties section,
Excel spreadsheet. enter a Mail Merge field in the Field
name box.
 Select the recipients you want to  Click Ok
use for mail merge.
 Sorting lets you sort your records DATA SOURCE: If existing
in ascending and descending database information is not present,
orders. Filtering lets you compare then you have to create Data Source.
the fields and filter out the ones
you don’t need.  Data source using Mail Merge
Finally, click Ok at the bottom. Helper: Mail merge wizard 
 Click NextWrite your letter at Select recipients Type a new
the bottom. list Select Create option

 Choose the data field you want to  A dialog box appears to create list
add and click Insert at the with new set of data (Title, First
bottom. Name etc...as Addresses)
 Click NextPreview your letters  Fill required data fields. Click Ok
 Click the left and right arrow  Save As box will appear. Locate
icons to view letters for each of the folder and save the file name.
your recipients.
MERGING DOCUMENTS: Once
Then click NextComplete the main document and Data Source
merge. created, you have to merge the
 Click Print to print these document.
personalized letters or select Edit
individual letters to edit these  Click on the location of your letter
letters. where to insert the Addresses
 Mail Merge from existing  Select Address Book from Mail
Template Merge wizardInsert Address
 Open MS-Word and choose a new Block
document or an existing document  Using Address Block, you can
that you would like to use as a Mail select the individual address field.
Merge template.  Click Office buttonSave As
 Click Insert tab  Select Quick
Parts Field.

 Choose Mail Merge from the

Categories list.
 Select Field namesSelect Merge
Field

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STRETCH YOURSELF
CHECK YOURSELF
1. How do you create and print
From letters?
1. In the first step of the Mail Merge 2. Can you use a merge field in the
Wizard, you need to select the subject box of an e-mail message?
..........
3. How do you perform a mail merge to
A. recipients' list envelopes?
4. How do you perform a mail merge to
B. starting document
labels?
C. document type
D. none

2. In Mail Merge, multiple copies of the

merged document can't be printed. ANSWERS
(True/False)
3. You can start 'Mail Merge' by
clicking on the .......... option in the
Ribbon. Check Yourself
A. Insert
B. Mailings 1. B
C. Review
D. None 2. False
4. In Mail Merge, the document
containing the common text is 3. Mailings
called……… 4. C
A. Merge Doc
B. Data Source 5. True
C. Main Document
D. Additional Source
5. Mail Merge saves time and efforts.
The statement is True or False (T/F)

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FORMATTING WORKSHEETS

 Alignment Tab: These options

 Formatting tools :It appears allow you to change the position and
 In the Home tab alignment of the data in the cell.
 In the mini toolbar (It appears when
 Font Tab: All Font attributes
you right click on a cell)
present here.
 In the Format cell dialog box
 Border & Fill Tab: You can
 Home Tab: Select Home tab, here
provide border to the sheet and fill
you can do formatting of text, cells or
different colours in background.
worksheet.
 Protect Tab: You can provide
 Mini Toolbar: Using mini toolbar
password to protect your worksheet.
you can do common formatting as
 Font Type  To clear a cell format:
 Font Size  Click in the Cell that contains
 Accounting Number Format formatting
 Comma Format  Select the Arrow on the Clear
 Font Colour button on the Home Ribbon
 Format Painter  Select Clear Formats
 Borders  To Apply the Currency
 Fill Colours & many more Format:
 Format cell dialog box:  Highlight Cells
Press Ctrl+1. Format Cell dialog  Click on Currency Style on the
box appears. Home Ribbon
Or
Select Home tabSelect Number  To Apply the Comma Format:
section to open Format Cell  Highlight Cells
dialog box  Click on Comma Style on the Home
Ribbon
 There are 6 tabs in Format Cell dialog  If necessary, click on the Increase
box: Number, Alignment, Font, or Decrease Decimal button
Border, Fill and Protection
 Format Painter:
 Number Tab: The data type can be Highlight Cells
selected from the options.  Format the cells to the desired
 General: If the cell contains text format
and number. It does not have  Select the formatted cells
any specific value.

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 Click Format Painter from the

Clipboard Section CHECK YOURSELF
 Highlight the cells you wish to
format
1. Which of the following is not a basic
 To AutoFit Columns: step in creating worksheet?
 Click on Column Header or any
other cell in the Column to change A. Save Workbook
width
 Go to Home tab Select Format B. Modify Workbook
from the Cells Group  Select
AutoFit Column width C. Enter text and data

D. Copy Workbook
 To AutoFit Rows:
 Click on Row Header or any other
2. To change the font of your entire
cell in the Row to change height
spreadsheet, to make it bold, italic or
 Go to Home tab Select Format
from the Cells Group on the underline it, you must first:
Ribbon  Select AutoFit Row
Height A. Select the font you wish to use

B. Go to Insert and select “Insert Font

 Columns and Rows in best fit:
options”
 Place your pointer on or near the
right edge of a column header of
C. Select all the cells to which you wish
the column you wish to adjust.
 The pointer changes to a double- to apply the formatting changes
headed arrow
D. Click the bold, underline or italic
 Double-Click your pointer buttons in the home tab.

 To Hide/Unhide Columns & 3. You can activate a cell by

Rows:
 Select Columns/RowsRight a. Pressing the Tab key
ClickHide/Unhide options
b. Clicking the cell
 AutoFormat: Select CellsHome
c. Pressing an arrow key
TabStyle GroupFormat as Table

d. All of the above

 Hide/Unhide Worksheet: Select
sheet  Right Click select
Hide/Unhide option

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4. To activate the previous cell in a

pre-selected range, press?
I. Create a new workbook as shown
A. Alt below and save the file with the name
B. Tab “Payroll”.
C. Enter
D. None of the above
II. Enter the labels and values in the
5. The Software which contains rows exact cells locations as desired.
and columns is called ______
III. Use AutoFill to put the Employee
A. Database B. Drawing Numbers into cells A6:A8.
C. Spreadsheet D. Word processing
IV. Set labels alignment appropriately.

STRETCH YOURSELF V. Format cell B2 to Short Date

format.

1. What is Format Painter? VI. Save your work

2. Write down the steps to hide
column and row.
3. How to copy styles from an open
workbook to another? ANSWERS
4. How to insert new sheet and
rename it? 1. D
5. How to do auto fit for rows and 2. C
columns? 3. D
6.
4. D
5. C

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FORMULAS, FUNCTIONS AND CHART

 Name of the function

 Formula: It is a mathematical  The purpose of the function
calculation on a set of cells.  The function needs what
argument in order to carry its
assignment

Function Defined
=Sum() Returns the Sum of the
selected cells
=Average() Returns the Average of
the selected cells
=Max() Returns the Highest
value of the selected
 The formula is shown only when the
cells
cell is selected by “clicking”.
=Min() Returns the Lowest
 BEDMAS rule to be followed for
value of the selected
calculations.
cells
 A spreadsheet without any formulas
=Count() Returns the number of
is a collection of data which are
values of the selected
arranged in rows and columns (a
cells
database) like a calendar, timetable or
simple list, etc.
 Auto Sum: The sum of cells can
also be done using Auto Sum
feature.
 Click on cell for which sum has to
be done
 Select the Formula tabClick
AutoSum from the function library
groupSelect SumPress Enter
 Functions: Functions are
more complex formulas that are  Date and Time Function:
executed by using the name of a  TODAY () – It is the function for
function and stating whatever today’s date in the blank
parameters the function requires worksheet. It returns the serial
 A function involves 4 main issues. number of the current date.

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“Books”.

Sum_range are the actual cells to

 NOW () - It is similar function but it sum.
includes the current time also.
Ex: There are sum Asset Values
 DAY (serial_number) - This function (D2:D5) and related to each asset
returns the day of a date as an values there
integer are deprecation values (E2:E5). Using
 MONTH (serial_number) – It returns SUMIF function we have to calculate
month of a date as an integer the
ranging from 1 (January) to sum of depreciation for those Asset
12(December). Values which are more than 1,
 YEAR (serial_number) - Returns the 70,000/-.
year corresponding to a date as an The function is written in the cell E7
integer ranging from 1900 – 9999. like =SUMIF (D2:E5,”>150000,
E2:E5) which gives result 63,000/-
 Mathematical Function:
 SUMIF() – It is the function which
Charts: Charts allows you to present
adds the cells as per given specified data entered into the worksheet in a
criteria. The syntax visual format using variety of graph
 SUMIF(range,criteria,sum_range)- types.
Where
 Chart consists of chart title, x- axis
 Range it is the range of cells to
title, y-axis title, x-axis category, y-
evaluate.
axis value, data labels, legends, tick
 Criteria it is the criteria in the form
mark and grid lines.
of a
 Chart Title: A title given to the
number, expression, or text that
whole chart.
defines which cells will be added.
 X-axis Title: A title given to the X-
axis data range.
 Y-axis Title: A title given to the Y-
axis data range.
 X-axis Category: These are the
categories of the data which have
been plotted. These are taken from
the first row or the first column.
 Y-axis Value: This is the data range
marked to plot the data series.
 Data Labels: The vales of the data
series plotted.
e.g. criteria can be
expressed 1500, “1500”, “>1500” or

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 Legends: Specifies the colour, A. Formula bar B. Title bar

symbol or pattern used to mark
data series. C. Menu bar D. Standard tool bar
 Tick Mark: These marks are used to
show the scaling of X-axis & Y-axis. 2. In Excel, formula begins with which
 Grid Lines: It displays lines at the symbol
major intervals on the category.
A. + B. @ C. ( D. %
 How to draw Chart?
 Enter data to the worksheet 3. What would be a correct formula for
 Select data range using mouse or SUM () in Excel?
through keyboard
 Click Insert Tab & select a chart A. = SUM(B3:B9) B. SUM=B3+B9
type
 Select the sub-type of chart C. SUM(B3:B9) D. =ADD(B3:B9)
 Select title of the chart
 Provide a name to X-axis. Click on 4.
Layout Tab

 Graphics: Auto shapes & Smart Art

 Click on Insert Tab From the
Illustrations GroupClick on
shapes
 Different categories of Auto shapes
are available such as Lines,
Connectors, Basic shapes, Block In this image, which could you use to
arrows, Flow chart, Stars & subtract inventory costs from the
Banners and Call Outs. monthly budget:
 Adding Clip Art: Click on Insert
Tab Select Clip art from A. =B3-B2 C. =SUM(B3:B2)
Illustrations Group Choose a
clip B. =B3/B2 D. B2-B3

5. Which of the following option is a

CHECK YOURSELF formula?

1. Which field in the Excel window allows A. =SUM(A1:A5) B. ADD A1+ A5

and formulas to be entered?
C. Subtract the numbers from A1 to A5

D. A1 = A5

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STRETCH YOURSELF ANSWERS

Check Yourself:

1. A 2. C 3. A 4.C 5. D

6. A 7.A 8. B 9. A 10. B

Stretch Yourself: (Hint)

1. From the above figure do the addition, 1. Take cell values where figures
subtraction, multiplication and has given
division and write the result in 2. Select the area to which you
subsequent cells. intend to give a name
2. How to create Named Ranges?
From Ribbon, select Formulas
3. Insert a clip art to your sheet.
Click on Define Name from
4. How a column chart different from a Defined Names group
Bar chart?
Give any name of your choice
5. What do you mean by relative cell
address?

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CREATING PRESENTATION

 To open MS-PowerPoint: Click  Groups Categories: A Group of

on Start ->All programs ->Select buttons on a tab those are exposed
Microsoft Office -> Select Microsoft and easily accessible.
Office PowerPoint 2007
 In PowerPoint 2007 the commands  The Home tab is organized in 7
are displayed on the Ribbon for groups mainly related to slide
easy access. layout and formatting:
 Tabs are designed to be task- Clipboard, Slides, Font,
oriented. Paragraph, Drawing, and
 Groups within each tab break a Editing.
task into subtasks.  The Insert tab is organized in 5
groups: Tables, Illustrations,
 Ribbon: An area across the top of
Links, Text, and Media Clips,
the screen that makes almost all the
diagrams, charts, text boxes,
capabilities of PowerPoint available
sounds, hyperlinks, headers
in a single area.
and footers.
 Tab: An area on the Ribbon that  Design tab: It is organized in 3
contains buttons organized in groups.
groups. The default tabs are Home,
Insert, Design, Animations, Slide  Page Set up
Show, Review and View.  Themes
 Background
 Quick Access Tool Bar: A
customizable tool bar at the top of  Animations tab: It is organized
an active document. By default the in 3 groups.
Quick Access Tool Bar displays the  Preview
Save, Undo and Repeat buttons and  Animations
is used for easy access to frequently  Transition
used commands. Using the above options you can
 Title Bar: A horizontal bar at the give the animating effects to your
presentations and slide transitions.
top of an active document. This bar
displays the name of the  Slide show tab: This is
presentation and application. At the organized in 3 groups.
right end of the Title Bar Minimize,  Start slide show
Restore and Close button appears.  Setup
 Monitor

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 Text formatting:
 Review tab: It is organized in 3
groups:  To enter text in a title field,
 Proofing click inside the field and type
 Comments the text.
 Protect.  To change the appearance or
 View tab: It is organized into 6 colour of any text, select the
groups. text -> use the tools in the
 Presentation Views Font and Paragraph groups on
 Show/Hide the Home tab.
 Zoom  To add an additional text area
 Colour/Gray Scale to your document, click the
 Window Insert tab, then from the
Text group -> click the Text
 Macros.
Box button. Drag a box onto
 To open an existing
the slide using the mouse.
presentation: Click the Office  To reposition text on your
Button ->Click Open -> From the slide click the border of the
Open dialogue box, navigate to the text area, then drag it to its
folder. new position.

 Creation of new slide: Click on  To remove a text area from

Home tab -> New Slide -> Right-click your slide, click the border of
on the slide from the slides tab - the text area, then press the
>Select New Slide on the pop-up Delete key.
menu -> Click on a slide from the  Theme selection for
slides tab -> Press Enter Presentation: Click on the
Design tab, in the Themes group
-> click document theme that
you want or click more to see all
available document themes.

 Inserting Objects to the

Presentation:

 Inserting Pictures: Click on

Insert tab, in Illustrations
Group -> Click Picture ->
 Deletion of slide: Right-click Double-Click on folder where
the slide that you want to delete - picture is stored -> Double-click
> Click Delete Slide. on the picture as desired

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 Click office button -> select print

 Inserting Clip: Click on Insert preview option
tab  Page set-up group -> click on print
what box -> Click Notes pages to
 Illustrations Group -> Click Clip print and select Handouts to print
Art
 To specify page orientation -> click
** Note - Once Picture or Clip Art is on orientation -> Portrait or
inserted, if you want to resize it or give Landscape
it special effects. Click on the image
and the Picture Tools appear on the **Note – You can print only one slide
Ribbon. Click the Format tab, and use Thumbnail with notes per page when
printing notes
buttons and options there to work with
the picture.
 Inserting a Chart: Select the CHECK YOURSELF
slide where chart to be inserted ->
On the Insert tab, in the
Illustrations group -> click Chart -> 1.________ is a presentation program.
From the Insert Chart dialog box,
click chart -> click ok. A. U-torrent
 Inserting Smart Art: Click on
B. Mozilla Firefox
Insert tab, in the Illustrations group
-> Click Smart art - > Choose a
C. MS-PowerPoint
Smart art -> Click the type and
layout. D. Slide Panel
 Transitions Between Slides:
To choose an effect, click on the
Animations tab 2. In PowerPoint, the header and
footer button can be found on the
 To view presentation: insert tab in what group?
 Click on slide show tab, to start
from the first slide -> click from A. Tables group
beginning option or choose from
the current slide B. Text group
 The presentation opens in Slide
C. Object group
Show view
 Click to advance to the next slide D. Illustrations group
 Creating a Show: Click on office ->
choose power-point show option 3. Which is not the valid edition of
MS PowerPoint?
 Printing Handouts and Notes
(A) MS PowerPoint 2003
Pages:

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STRETCH YOURSELF
(B) MS PowerPoint 2007
(C) MS PowerPoint 2010 1. Create a presentation on your
village/city in 5 slides.
(D) MS PowerPoint 1920
2. How to do slide transition?
4. The slide that is used to introduce
3. Write down benefits of PPT
a topic and set the tone for the
presentation is called the
ANSWERS
(A) Title slide
F
(B) Bullet slide
TCheck Yourself:
(C) Table slide
1. C 2.B 3.D 4.A 5.A
(D) Graph slide
6.B 7.B
5. The PowerPoint view that displays
only text (title and bullets) is
(A) Outline view
(B) Notes page view

(C) Slide sorter

(D) Slide show

6. Which term is related with

increasing or decreasing the space
between characters?

(A) Page number

(B) Spacing

(C) Header

(D) Footer

7. What is the short-cut key to play

the slide from the beginning?

A. ctrl+F7

B. F5

[Link]+F5

D. Alt+F5
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