K E Y B OA R D

Windows 7 and MS Office 2007

(With MS Office 2010 updates)

FOR NEPAL

Class 5

SANGEETA PANCHAL
ALKA SABHARWAL

Approved by Government of Nepal, Ministry of Education, Curriculum Development Centre,

Sanothimi, Bhaktapur as an Additional Learning Material from 2074 to 2076 B.S.

1
 3
Oxford University Press is a department of the University of Oxford.
It furthers the University’s objective of excellence in research, scholarship,
and education by publishing worldwide. Oxford is a registered trade mark of
Oxford University Press in the UK and in certain other countries.

Published in India by
Oxford University Press
YMCA Library Building, 1 Jai Singh Road, New Delhi 110001, India

© Oxford University Press 2014

The moral rights of the author/s have been asserted.

First Edition published in 2014

All rights reserved. No part of this publication may be reproduced, stored in

a retrieval system, or transmitted, in any form or by any means, without the
prior permission in writing of Oxford University Press, or as expressly permitted
by law, by licence, or under terms agreed with the appropriate reprographics
rights organization. Enquiries concerning reproduction outside the scope of the
above should be sent to the Rights Department, Oxford University Press, at the
address above.

You must not circulate this work in any other form

and you must impose this same condition on any acquirer.

ISBN-13: 978-0-19-945180-7
ISBN-10: 0-19-945180-X

Typeset in Optima
by Vertex Designs, New Delhi 110030
Printed in India by Universal Offset, Delhi 110092

Illustrations by Mammoth Designz

 Preface
Computer science in the past decade has developed into a fascinating and wide-ranging
field with limitless opportunities for creativity and application. Today, computers impact
every facet of our life. Thus, a basic knowledge of computers has become essential for
success in any sphere. There is, therefore, a compelling need to introduce children to
computers at an early stage of learning. This introduction should aim to empower them
with the basics of the subject and at the same time open up room for them to explore and
learn on their own.
Keyboard: Windows 7 and MS Office 2007 (with MS Office 2010 updates), a series of
eight books for Classes 1 to 8, is a comprehensively revised edition of Keyboard: Computer
Science with Application Software and carries forward the very same interesting and
interactive approach that is a hallmark of the existing edition.
The contents are based on the most recent feedback from teachers and incorporate
the latest trends in computer education. We have taken particular care to update facts
and figures, and to include the latest advancements in the field of information and
communication technology. Thus, trendsetting topics such as social networking and cloud
computing have been explained along with devices such as smartphones and tablets. Also,
in keeping with the times, there is greater focus on animation and web-designing concepts.
The series introduces the subject in a language that is simple and direct. Technical jargon
is used only where necessary and all such terms are defined at the end of each chapter.
Comic strips, icons, cartoon characters, and illustrations make the learning process an
enjoyable experience. A detailed description of the key features of the books is given in the
Key Features spread spanning pages 4 and 5.
All screenshots are Windows 7-based (Professional Edition), and the MS Office version is
2007 with a comparative study of MS Office 2010. Throughout the MS Office chapters, the
new or additional features in MS Office 2010 have been described under a distinct new
key feature called Update Office 2010.
The inclusion of Worksheets in Books 1 to 5 and that of termwise Assessment Papers in
classes 6 to 8 comply with the continuous assessment recommendations of various boards.
The focus of Books 1 to 5 is on learning the basics of computer science and on
understanding the MS Office package along with Logo as a programming language.
Books 6 to 8 move beyond the fundamentals and introduce Flash (version 8), HTML,
Dreamweaver (version CS3), Photoshop (version CS3), and Visual Basic (version Microsoft
Visual Basic 2010 Express), in addition to QBASIC.
We welcome constructive comments and suggestions for improving the course.
Sangeeta Panchal
Alka Sabharwal
Key Features
Each chapter in this book is
introduced through two delightful
characters, Goggle and Toggle.
Hi! I am Goggle. My
friend Toggle and I will
accompany you into the
world of computers.
Hello there!
My name is Toggle.

The course is supported by the following key features:

◗ Learning Tools
◗ Assessment Tools
◗ For Teachers the course includes teacher’s notes within the coursebook, comprehensive
teacher’s manuals, and an exciting new digital teaching aid—Oxford Educate.

LEARNING TOOLS

Fast Forward
Practice Time
provides keyboard
shortcuts for menu included after every
commands, to help users major topic, provides
save time while performing situational
routine operations. exercises along with
their solutions to
reinforce learning.

Update Office 2010

describes the new
Top Tip or additional
gives students useful features introduced in
tips on the options MS Office 2010 when
available for different compared with
operations. MS Office 2007.
 ASSESSMENT TOOLS FOR TEACHERS

EXERCISES
Exercises contain both objective and descriptive
questions, and test learners on all aspects of
conceptual theory covered in a chapter.
In the Lab
In the Lab challenges students to apply the
concepts learned to real-life situations.
Worksheets
Oxford Educate is an exciting new digital teaching
aid that integrates in a single resource an e-book
with interactive teaching tools and learning
materials.
The Test Generator accompanying Oxford Educate
is an innovative, easy-to-use assessment tool. It
is designed to aid teachers in creating a variety of
test papers from an extensive pool of questions
for effective evaluation.

Unit-based Worksheets that conform to the The course is also supported by

continuous assessment recommendations of
various boards.
The Appendices contain Projects, National
Cyber Olympiad Questions for practice, Revision
Questions, and a Keyboard Shortcuts list.
(a) Teacher’s Notes within the coursebook
that provides important information and
suggestions on creative approaches to a
chapter or a topic.
(b) Teacher’s Manuals that include lesson plans,
the complete answer key to the coursebook,
worksheets, and test papers.

Did You Know?

Computer Manners
provides interesting
information on the topic presents computer
being covered. etiquette in a
child-friendly manner
using cartoon
strips.

Tricky Terms Memory Bytes

at the end of each summarizes each
chapter provides a list of chapter for a quick
important terms along recapitulation of all
with their definitions the topics in
for easy recall. that chapter.

Preface
Key Features
1. Characteristics and Evolution
of Computers
• Early Calculating Devices
• Evolution of Computers
• Characteristics of Computers
2. Data Storage Devices
• Input and Output Devices
• Memory
Contents
3 • Inserting Clip Art
4 • Inserting Picture from a File
7 Worksheet 2 89
7. More on MS PowerPoint 2007 91
• Creating a New Presentation
• Add Slides to Presentation
18 • Themes
• Run PowerPoint Slide Show
• Viewing and Organizing Slides

8. Microsoft Excel 2007 106

3. Formatting in MS Word
• Page, Column, and
Paragraph Formatting
• Printing a Document
Worksheet 1
29
• Starting MS Excel
• Components of MS Excel Window
• Data Types
• Creating and Saving a Workbook
• Entering Data and Selecting Cells
44

4. Features of MS Word 46 9. First Step to the Internet 120

• Internet
• Spelling & Grammar
• Requirements for Connecting
• Thesaurus and Change Case
• Find and Replace to the Internet
• Bullets and Numbering • World Wide Web (WWW)
• Search Engines
• Insert Symbol
• E-mail
• Netiquette
5. Creating Tables in MS Word 60
• Creating a Table
• Modifying a Table 10. Flowcharting 133
• Algorithms and Flowcharts
• Formatting a Table
• Rules of Flowcharting
6. Working with Objects in MS Word 74 • Concept of a Loop
• Creating, Editing, and Formatting
WordArt Worksheet 3 141
• Changing the Appearance of a
Drawing Object Appendices 143
 CHAPTER
Characteristics and
1 Evolution of Computers
Hey Toggle, my friend said that Really Toggle? Tell me
the earlier computers did not look more about them.
like the computers we now have. Is
that so?

All right, I will tell you all

That’s true Goggle. The first
about the evolution of
computers were very heavy
computers.
and needed a lot of space.

You have learnt in the previous classes that a computer

In this Chapter
accepts, stores, and processes data according to a
given set of instructions to produce the output. But • Early Calculating
do you know how a computer was developed? The Devices
computers we use today are very different from the • Evolution of Computers
early devices that were invented for doing calculations. • Characteristics of
Computers
Let us learn about some of the early calculating
devices.

EARLY CALCULATING DEVICES

Some of the early calculating devices are as follows:

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 Abacus
The abacus (Fig. 1.1) was probably the first
calculating device. It has a wooden frame with
beads sliding on wires.

It was used to perform simple calculations

like addition, subtraction, multiplication, and
division.
Fig. 1.1 Abacus
Did You Know?
Some of the most popular
It is still in use today in many countries, specially
abacuses were developed in countries of Asia and Africa.
in China, Japan, and
Russia.

Napier’s Bones
In 1616, Sir John Napier made a calculating
device and called it Napier’s bones (Fig. 1.2). The
device was called Napier’s bones because it had
numbers carved on bones or on strips of wood.

It was used for addition, subtraction,

multiplication, and division, and to find the
square roots of numbers.

Pascaline Fig. 1.2 Napier’s bones

In 1641, Blaise Pascal invented the Pascaline,

the first mechanical calculator.

It consisted of a rectangular box with movable

wheels (Fig. 1.3).

It was used for adding, subtracting, multiplying,

and dividing numbers up to the hundreds and
thousands.
Fig. 1.3 Pascaline

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Difference Engine
In the nineteenth century, Charles Babbage invented a machine called the difference
engine (Fig. 1.4) to prepare mathematical tables.

Analytical Engine
Charles Babbage also invented the first general-purpose computer known as the
analytical engine (Fig. 1.5), which had the same basic elements as the modern
computer—input, output, and memory devices.

Due to his path-breaking contribution to computing, Charles Babbage is called the

father of modern computers.

Fig. 1.4 Difference engine Fig. 1.5 Analytical engine

EVOLUTION OF COMPUTERS
Computers are classified into different generations based on the technology used.

First-Generation Computers (1940–1958)

The following were the characteristics of the first-generation
computers:

• They used vacuum tubes (Fig. 1.6).

• They were very large in size, had small internal storage,
and were very expensive. Fig. 1.6 Vacuum tubes

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 Some examples of first-generation computers are as follows:

Mark I
Mark I was designed by Howard H. Aiken in
the year 1944. It was about 15 metres long
and the wires connecting the various parts of
the machine were about 800 kilometres long
(Fig. 1.7)! The machine was slow and took 3 to
5 seconds per calculation but it was the first
Fig. 1.7 Mark I
fully automatic calculator.

ENIAC (Electronic Numerical Integrator and Computer)

The ENIAC was developed by John Presper
Eckert and John W. Mauchly in the year
1946. It was the first fully electronic digital
computer (Fig. 1.8). It consisted of 18,000
vacuum tubes, occupied 63 square metres,
and weighed more than 27,000 kilograms!
It was originally built to help the army
in launching bombs and missiles more
accurately. It did not have stored programs; it
had to be programmed by manual wiring for
Fig. 1.8 ENIAC
each task.

A stored program refers to a set of instructions stored Did You Know?

in the computer for quick calculations. The instructions
The ENIAC could add
can be written in different computer languages known two large numbers in 200
as programming languages. microseconds, whereas
Mark I took about 5
EDSAC (Electronic Delay Storage Automatic seconds.
Calculator)
The EDSAC was designed by Professor M. Wilkes
of Cambridge University, England, in the year 1949 and was slightly faster than the
ENIAC. It weighed approximately 6000 kilograms and occupied an area of 20 square
metres.

It was the first electronic computer that used stored programs.

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EDVAC (Electronic Discrete Variable Automatic Computer)
The EDVAC was proposed by John P. Eckert and John
W. Mauchly in 1944 even as the ENIAC was being Did You Know?
developed. John von Neumann, who also gave the Although the EDVAC was
concept of stored programs, joined them later to help in designed earlier than the
designing the EDVAC. It was completed in 1948. EDSAC, its development
got delayed. This made
The EDVAC weighed approximately 8000 kilograms EDSAC the first computer
and covered an area of 45.5 square metres. It had the that used the concept of
capacity to hold stored programs as well as data. stored programs.

UNIVAC I (Universal Automatic Computer)

UNIVAC I was developed in the year 1951, also by J. Presper Eckert and John
Mauchly. It weighed approximately 13,000 kilograms and occupied an area of 35.5
square metres. It was the first commercially available electronic computer and also the
first computer to handle both numeric and text data.

Limitations of First-Generation Computers

The major limitations of the first-generation computers were as follows:
• Their operating speed was quite slow.
• Their power consumption was very high.
• They required large space for installation.
• Their potential to be programmed for tasks was quite limited.

Second-Generation Computers (1959–1964)

The following were the characteristics of the second-generation computers:
• They used transistors (Fig. 1.9).
• They were smaller, faster, cheaper, and more
efficient than the first-generation computers.
• They contained all the components that we
associate with modern-day computers—printer,
storage capacity, disk storage, operating system, etc.
• The programming languages like COBOL and
FORTRAN came into use at this time.
Fig. 1.9 Transistors
IBM 1401 and RCA 501 are examples of second-
generation computers.
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 Third-Generation Computers (1964–1970)
The following were the features of the third-generation computers:

• They used integrated circuits (ICs), popularly known as chips

(Fig. 1.10), for the first time.
• They were smaller in size as compared to the
second-generation computers.
• They had greatly enhanced storage capacities than the Fig. 1.10 Chip
second-generation computers.
• They used an operating system that allowed them to run different programs at the
same time.
IBM 360 series and 370 series are examples of third-generation computers.

Fourth-Generation Computers (1971–present)

The following are the characteristics of the fourth-generation computers, i.e., the
present-day computers:

• They use microprocessors, a type of very-large-scale

Did You Know?
integrated circuits (VLSIC), which contain all the
components of a CPU on a single chip. The VLSICs Intel developed the first
commercially available
perform the bulk of processing and control all parts
microprocessor called
of a system. The use of microprocessors resulted in
Intel 4004 in 1971.
decreased size and increased efficiency.
• They have much greater computing power and
storage capacity than the earlier-generation computers.
• They use improved storage devices that are cheaper than the earlier ones.
• They can be linked together (i.e., networked) to share storage capacity, space,
data, etc.
IBM PC and Apple Macintosh are examples of fourth-generation computers.
Nowadays, laptops and palmtops, which can be carried anywhere with ease, have
become very common.

Till the fourth-generation computers, the major focus was and has been on reducing
size and improving efficiency. This resulted in smaller, yet faster computers. However,
the only drawback of these computers is the lack of ability to think, which one is
attempting to achieve in the so-called fifth-generation computers.

12
Fifth-Generation Computers (1989–future) Did You Know?
The fifth-generation computers are referred to as
The first supercomputer
supercomputers. Supercomputers have very high built by India was PARAM
storage capacities, high speeds, and the ability to carry 8000 completed and
out highly sophisticated operations. installed in 1991.

The CRAY-1 series is an example of supercomputers.

Fifth-generation computing also involves artificial intelligence (AI). Artificial intelligence

is a branch of computer science that aims to create computers that can think, behave,
and react in the same way as humans do. The fifth-generation computers are expected
to overcome the lack of thinking power in the earlier generations.

Table 1.1 summarizes the important characteristics of all the five generations of
computers.
Table 1.1 The five generations of computers
Gener- Period Main Characteristics Examples
ation component
First 1940-58 Vacuum • Large size, comparatively small storage, EDSAC
tubes slow speed EDVAC
• High power consumption
• Large installation area
• Difficult to program
Second 1959-64 Transistors • Smaller, faster, and cheaper IBM1401
• Contained all the components of modern- RCA 501
day computers — printer, storage capacity,
operating system, etc.
• Programming languages like COBOL and
FORTRAN came into use.
Third 1964-70 Integrated • Smaller size IBM 360
circuits • Increased storage capacity series and
(chips) • Different programs could be run together 370 series
Fourth 1971 Micropr- • Greater computing power Modern-
-present ocessors • Greater storage capacity day PCs,
• Used better storage devices that cost less laptops,
• Could be linked together or networked palmtops
Fifth 1989 Artificial • Very high speed and storage capacity CRAY-1
-future intelligence • Ability to carry out sophisticated operations series
• Might overcome the lack of thinking power

13
 CHARACTERISTICS OF COMPUTERS
The characteristics of a typical modern-day computer are as follows:
Speed A computer can perform complex mathematical and statistical calculations at a
very high speed.
Accuracy A computer is very accurate. If the data entered into the computer and the
set of instructions are correct, then the result produced will be accurate.
High Storage A computer has a very high storage capacity. It can store a large amount
of information in a very small space. The information stored can be recovered instantly
and correctly whenever desired.
Diligence Being a machine, a computer does not suffer from boredom or lack of
concentration and continues to work with the same accuracy till power is supplied to it.
Versatility Versatility is the ability to perform different types of jobs. A computer can
perform different types of jobs efficiently. It can work with different types of data like
pictures, audio, and video.

Limitation
Today’s computers lack the ability to make decisions. They need to be told what to do
at each and every step. In an unexpected situation, a computer will either produce
incorrect results or will not complete the task.

Tricky Terms
Abacus The first calculating device made of a wooden frame and beads sliding
on wires
Napier’s Bones The calculating device made by Sir John Napier that had numbers
carved on bones or strips of wood
Pascaline The first mechanical calculator that was invented by Blaise Pascal
Difference Engine A machine invented by Charles Babbage for preparing mathematical
tables
Analytical Engine The first general-purpose computer invented by Charles Babbage
ENIAC Electronic Numerical Integrator and Computer
EDSAC Electronic Delay Storage Automatic Computer
EDVAC Electronic Discrete Variable Automatic Computer
UNIAC I Universal Automatic Computer

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Artificial Intelligence A branch of computer science that aims to create computers that
can think, behave, and react in the same way as humans do
Diligence The property of being able to work efficiently and
accurately over a long period of time
Versatility The ability to perform different types of jobs efficiently

Memory Bytes
Early Calculating Devices
• The abacus was probably the first
calculating device.
• In 1616, Sir John Napier made a
calculating device called Napier’s bones.
It was used for addition, subtraction,
multiplication, and division.
• The fourth-generation computers use
microprocessors, have much-improved
computing power, and very high storage
capacities.
• Supercomputers have a very high storage
capacity and high speed; they might have
the ability to make decisions in the future.

• Pascaline, the first mechanical calculator, • Artificial intelligence is a branch of

was invented by Blaise Pascal.
• Charles Babbage invented the difference
engine to prepare mathematical tables.
He also invented the first general-purpose
computer called the analytical engine.
Evolution of Computers
• Computers are classified into different
generations based on the technology
used.
• The first-generation computers used
vacuum tubes, and were heavy and
expensive.
• The second-generation computers used
transistors, and were smaller and faster
than the first-generation computers.
• The third-generation computers used
integrated circuits (ICs), and were smaller
than the second-generation computers.
computer science that aims to create
computers that can think, behave, and
react in the same way as humans do.
Characteristics of Computers
• A computer can perform basic operations
like addition and subtraction at a very
high speed.
• A computer is very accurate.
• A computer has a very high storage
capacity.
• A computer does not suffer from
boredom.
• A computer can perform different types of
jobs efficiently.
Limitation
• A computer lacks the ability to make
decisions.

15
 E X E R C IS E S
1. Fill in the blanks with the correct words.
Charles Babbage decisions John von Neumann Pascaline vacuum tubes
a. Blaise Pascal invented the first mechanical calculator called .................... .
b. ................... is called the father of modern computers.
c. The first-generation computers used .................... .
d. ................... developed the concept of stored programs.
e. Computers lack the ability to make .................... .
2. Write T for the true statement and F for the false one.
a. Abacus is probably the first calculating device. .........
b. Charles Babbage invented the difference engine. .........
c. MARK I was faster than the ENIAC. .........
d. Examples of first-generation computers are the ENIAC and UNIVAC I. .........
e. The computers that we use at home possess artificial intelligence. .........
3. Write one word for the following.
a. The first fully automatic calculator ....................
b. The first fully electronic digital computer ....................
c. The first electronic computer that used stored programs ....................
d. The first commercially available electronic computer ....................
e. It has all the components of the CPU on a single chip ....................
4. Answer the following.
a. Name the computer built to help the army in launching bombs and missiles more
accurately.
b. What are the limitations of the first-generation computers?
c. What is a supercomputer?
d. List any two characteristics of computers.
e. What is artificial intelligence?
5. Choose the correct option.
a. The .............................. -generation computers were very large in size.
i. Second ii. First iii. Third iv. Fourth
b. The main component of second-generation computers was
i. Vacuum tube ii. Transistor iii. Integrated circuit iv. Microprocessor
c. The first electronic computer was the
i. ENIAC ii. UNIVAC iii. EDVAC iv. EDSAC
d. A microprocessor is used in the ................... generation of computers.
i. First ii. Second iii. Third iv. Fourth

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 e. Artificial intelligence is associated with the ........................... generation of computers.
i. Third ii. First iii. Fifth iv. Second

In the Lab
1. The computer science teacher has asked
the students to make a chart on the
various generations of computers. Take
pictures from a magazine or from the
Internet (request your teacher to help you
out) and paste the pictures on the chart
to make it more attractive.
2. Make a list of the supercomputers
designed in India along with their use.
Search for information on the Internet
(take the help of your teacher).
3. Search the Internet and make a chart on
the type of computers used in making
robots. You can take the help of your
teacher or an elder at home to search
for the right kind of information and
pictures.
4. Make a four-column table and
distinguish the four generations of
computers on the basis of size, main
component used, and efficiency, in the
format shown below.

Generation Size Main component used Efficiency

Teacher’s Notes
• A PowerPoint presentation could be made on different generations of computers to make the topic interesting, and
more pictures of the early computers could be included.
• Before discussing the features of computers, the students could be encouraged to describe what they understand
about computers.
• A spare CPU cabinet could be opened up and shown to the students to make them understand how it looks from
the inside. If possible, a microprocessor could also be shown.

17
 CHAPTER

2 Data Storage Devices

You know Toggle, the teacher said Can a computer store any amount It does have a limitation. But then,
that the computer has a memory! of data and instructions in its we have other storage devices like
Does it mean it remembers things? memory? Doesn’t it get overloaded? CD-ROMs and pen drives. … Ok! Ok!
Will explain all this in detail.
Not exactly, Goggle.
A computer uses its
memory to store data
and instructions.

A computer performs various operations (input,

In this Chapter
processing, and output) with the help of certain input,
memory, and output devices. All these devices are • Input and Output Devices
together are called computer peripherals. Let us learn • Memory
about them.  Binary Digits
 Primary Memory
 ROM
INPUT DEVICES
 Secondary Memory
The devices through which data and instructions are
entered into a computer are called input devices.
An input device converts the data and instructions into electrical signals that are
recognized by the computer.

Some input devices are used to enter data directly into the computer (e.g., keyboard);
others called pointing devices are used to point and select options on the screen
(e.g., mouse).
18
You have learnt about the following input devices in class 4 — keyboard, mouse,
trackball, joystick, light pen, scanner, web camera, digital camera, and microphone.
Let us learn about two more input devices.
Stylus
Graphics Tablet
A graphics tablet consists of a flat surface on which the user
may write a word or draw an image using a special pen
called a stylus (Fig. 2.1). The image generally does not appear
Fig. 2.1 Graphics tablet
on the tablet itself but is displayed on the computer monitor.

Touch Screen
A touch screen is a computer display screen that recognizes
the touch input. A user interacts with the computer by
touching words or pictures on the screen (Fig. 2.2). Touch
screens are used in Automated Teller Machines (ATMs), in
Fig. 2.2 Touch screen
tablet PCs, in railway and airport terminals for arrival and
departure enquiries, in hospitals for accessing patient records, etc.

OUTPUT DEVICES
The devices that are used to get the output from a computer are called output devices.
You have learnt about the following output devices in Class 4 — Visual Display Units
(VDUs), speakers, headphones, projectors, and printers. Let us learn more about the
VDU and the printer.
The diagonal length
Visual Display Unit (VDU) of the screen

A VDU is similar to a TV screen and can display both text

and graphic images (Fig. 2.3). The output shown on the
VDU is called the soft copy. A VDU is also known as a
monitor. The size of a monitor is measured by the diagonal
length of the screen, e.g., we have 11-inch, 14-inch, 15-
inch, 17-inch, 19-inch, and 21-inch monitors.
Fig. 2.3 Visual display unit
Printer
A printer provides the output in a permanent readable form on a physical medium like
paper or transparent film. The printed output is called the hard copy.

19
 Printers are of two main types: impact and non-impact. Ribbon
Print head
Paper
Impact Printer
In an impact printer, a print head strikes an ink ribbon,
which in turn strikes the paper to make a mark on the
paper (Fig. 2.4). This means that there is mechanical contact Fig. 2.4 Contact between
between the print head and the paper. Examples of impact print head and paper in an
printers are dot matrix, daisy wheel, and line printers. impact printer

Dot matrix printer

In this type of printer, the print head contains a number of pins (9, 18, or 24) arranged
vertically. As the print head moves in back-and-forth motion across the paper, some of
the pins are pressed against the ink ribbon to form a pattern of dots on paper [Figs. 2.5
(a)–(c)].

It can print multiple carbon copies; therefore, it is used for printing receipts or bills.
It is slow and noisy, and gives low-quality output. Nowadays, it has been largely
replaced by non-impact printers.

(a) Dot matrix printer (b) Print head of a dot (c) Pins form a pattern
matrix printer of dots
Fig. 2.5 Dot matrix printing
Non-impact Printer
In this type of printer, there is no mechanical contact between the print head and the
paper. Examples of non-impact printers are inkjet and laser printers.

Inkjet printer
In an inkjet printer, the print head sprays extremely small
droplets of ink on the paper to form the desired character or
image (Fig. 2.6). It is faster and has better printing quality than
a dot matrix printer; however, the printout has a tendency to
smear if it gets wet. Fig. 2.6 Inkjet printer

20
Laser printer
In a laser printer (Fig. 2.7), a laser beam (a dense beam of light)
produces an image of the desired character on a drum (called a
roller). The roller is passed through powdered ink called toner.
The toner sticks to the parts of the drum that were hit by the
laser beam. Finally, the characters are transferred to the paper
through a combination of heat and pressure. A laser printer is
very fast and produces high-quality printouts. Fig. 2.7 Laser printer

MEMORY
The storage capacity of a computer is called its memory. Memory enables the
computer to store data, instructions, and information.

Data are facts, figures, words, etc., that we want the computer to work on.

Instructions are the commands that tell the computer how to work on the given data.

Information is the result or the output given by the computer.

Binary Digits
A computer works with only two digits — 0 and 1. The data input into the computer
are first converted into 0s and 1s for the computer to understand them. These digits are
called Binary digits or bits. A bit is the smallest chunk of information a computer can
work with.

A computer language represented in bits is known as a binary language. 8 bits make

up a byte. A byte is denoted by B.

So, 1 B = 8 bits

The memory of a computer is represented in bytes, i.e., a byte is the unit of measuring
computer memory. The higher units of memory are given in Table 2.1.

Table 2.1 Higher units of memory

1 kilobyte (KB) = 2 B = 1024 B
10

1 megabyte (MB) = 210 KB = 1024 KB = 1024 × 1024 B

1 gigabyte (GB) = 210 MB = 1024 MB = 1024 × 1024 × 1024 B
1 terabyte (TB) = 210 GB = 1024 GB = 1024 × 1024 × 1024 × 1024 B
1 petabyte (PB) = 210 TB = 1024 TB = 1024 × 1024 × 1024 × 1024 × 1024 B

21
 Types of Memory
There are three types of computer memory — primary memory, read-only memory
(ROM), and secondary memory (Fig. 2.8).

COMPUTER MEMORY

Primary memory Read-Only Secondary memory

(internal memory) Memory (ROM) (external memory)

Randam Access Floppy Hard Blu-ray Flash drive

CD DVD
Memory (RAM) disk disk disc (pen drive)

Fig. 2.8 Classification of computer memory

Primary Memory
Primary memory is also called internal memory and is the
main area in a computer where data, instructions, and
information are stored.

This memory can be directly accessed by the CPU. The

CPU accesses the memory in a random manner; hence, it
is also called random access memory (RAM).

The CPU can access data from RAM (Fig. 2.9) only till the Fig. 2.9 RAM
time the computer is switched on.

As soon as the power to the computer is switched off, the stored data and instructions
disappear from RAM. This kind of memory that loses its contents when the power is
turned off is also known as volatile memory.

RAM is also called read/write memory as we can read

Did You Know?
information from it and also write on it. Akash, one of the world’s
low-priced tablets, has
Read-Only Memory (ROM) been developed by
ROM is a memory from which the information can DataWind, London, and
IIT, Rajasthan.
usually only be read. That is why it is known as read-
only memory (ROM).

22
This memory can also be directly accessed by the CPU. The
data and instructions stored in ROM (Fig. 2.10) are retained
even when the computer is switched off.

This kind of memory that retains its contents even when the
power is turned off is known as non-volatile memory. Thus,
ROM has the features of both primary memory (directly
accessed by the CPU) as well as secondary memory
(non-volatile). Secondary memory will be discussed in
detail in the next section. Fig. 2.10 ROM

Writable and erasable ROMs are also available nowadays (Table 2.2).
Table 2.2 Types of ROM
Programmable read-only memory It is a type of ROM that can be programmed to record
(PROM) information. Once the information has been recorded,
it cannot be changed.
Erasable programmable read-only It is a type of ROM in which data can be erased using
memory (EPROM) ultraviolet light.
Electrically erasable programmable It is a type of ROM in which data can be erased using
read-only memory (EEPROM) electrical signals.

Secondary Memory
Primary memory is volatile and has limited capacity. So, it is important to have some
other form of memory on which data and programs can be stored even when the
computer is turned off.

Secondary memory or external memory is where programs and data are stored for
future referencing. It is also called auxiliary memory.

It is different from primary memory in the fact that it is not directly accessible by the
CPU and is non-volatile. The secondary or external storage devices have a much larger
storage capacity.

Examples of secondary storage devices are floppy disks, hard disks, CDs (compact
disc), DVDs (digital versatile disc), Blu-ray discs, and flash drives (pen drive). Let us
learn about each of these.

23
 Floppy disk
A floppy disk is made up of a magnetic disc in a square plastic case. In addition to
storing data, it can also be used for transferring data from one computer to another.
Floppy disks are available in two sizes [Figs. 2.11 (a) and (b)].

(a) Size: 3½ inches in diameter (b) Size: 5¼ inches in diameter

Storage capacity: 1.44 MB Storage capacity: 1.2 MB
Fig. 2.11 Floppy disks

For using a floppy disk, a floppy disk drive is needed.

This storage device, though very popular at one time,
is now hardly used and has been replaced by CDs
and DVDs.

Hard disk
A hard disk is a part of a unit called a hard disk
drive, which stores data (Fig. 2.12). Hard disk drives
come in different storage capacities, e.g., 320 GB,
500 GB, and 1 TB.

A hard disk is made up of a collection of discs (one Fig. 2.12 Hard disk
below the other), known as platters.
Track
The platters are coated with magnetic material and
each platter consists of a number of invisible circles
(all having the same center) called tracks. The tracks
are further divided into sectors (Fig. 2.13).

Data are recorded on these tracks in the form of tiny

magnetic spots. The presence of a magnetic spot
represents the bit ‘1’ and its absence represents the Sector
bit ‘0’. Fig. 2.13 Tracks and sectors

24
CD-ROM
A CD-ROM (Compact Disc Read-Only Memory) also consists of tracks
and sectors. It can store up to 700 MB of data (Fig. 2.14).

CD-ROMs are available in two main forms:

• CD-R (compact disc recordable): Data once written onto it

Fig. 2.14 CD-ROM
cannot be erased; it can only be read.
• CD-RW (compact disc rewritable): Data once written onto it can be erased to write
or record new data many times. It is also called an erasable CD.
To use a CD-ROM, a device called a CD-ROM drive is needed.

DVD
A DVD (Digital Video Disc) is also called a Digital Versatile Disc.
It stores up to 4.7 GB of data. It looks similar to a CD (Fig. 2.15). To
use a DVD, a device called a DVD-ROM drive is needed.
Fig. 2.15 DVD
Blu-ray disc
A Blu-ray disc looks similar to a CD or a DVD but can contain up
to 25 GB of data (Fig. 2.16). To use a Blu-ray disc, a Blu-ray reader
is required. Some higher models of laptops have a Blu-ray reader.

Flash drive
A flash drive (Fig. 2.17) comes in various storage capacities, e.g., Fig. 2.16 Blu-ray disc
1GB, 2 GB, 4 GB, and 8 GB. It can be used to read,
write, delete, or transfer data. It is
Top Tip
widely used nowadays because it
is easy to use and small enough to Fig. 2.17 Pen drive You can play CDs in a
be carried around in your pocket. or fl ash drive DVD drive but you cannot
play DVDs in a CD drive.
To use a flash drive, a USB port (Fig. 2.18) is needed. The
device is plugged into the USB port of a computer.
Did You Know?
USB Port
The name Blu-ray is derived
from the technology that is
used: ‘Blu’ from blue-violet
Device
laser and ‘ray’ from an
connected optical ray.
Fig. 2.18 USB port

25
 Computer Manners

✘ ✔

The CD/DVD drive is meant only for CDs and DVDs. Inserting any other object might
damage it.

Tricky Terms
Bit A binary digit, either 0 or 1
Byte 8 bits make up a byte; a unit of measuring computer memory
RAM Random access memory
ROM Read-only memory
PROM Programmable read-only memory
EPROM Erasable programmable read-only memory
EEPROM Electrically erasable programmable read-only memory
Floppy Disk A storage device made up of a magnetic disc in a plastic case
Hard Disk A storage device made up of a collection of discs called platters; a part
of a unit called a hard disk drive
CD-ROM Compact Disk Read-Only Memory
DVD Digital Versatile Disc or Digital Video Disc
Blu-ray Disc It stores more data than a DVD
Flash drive A small, easy-to-use storage device that can be carried around in your
pocket

26
 Memory Bytes
Input Devices
• A graphics tablet consists of a flat surface
on which the user may write a word or
draw an image using a special pen called
a stylus.
• A touch screen is a computer display
screen that recognizes the touch input.
Output Devices
• Printers are available in two main types:
impact (e.g., dot matrix) and non-impact
(e.g., inkjet and laser).
Binary Digits
• A bit (binary digit) is the smallest chunk
of information a computer can work with.
It is either 0 or 1.
• A byte consists of 8 bits. Byte is the unit
for measuring the memory of a computer.
Primary Memory
• It is also called random access
memory (RAM).
• RAM is also known as read/write memory
as we can read information from it and
also write on it.
ROM
• It has the features of both primary
memory (directly accessed by the CPU) as
well as secondary memory (non-volatile).
Secondary Memory
• Secondary memory devices are floppy
disks, hard disks, CDs, DVDs, Blu-ray
discs, and flash drives.
• A flash drive or pen drive can be easily
carried around in your pocket.

E X E R C IS E S
1. Fill in the blanks with the correct words.
RAM 8 binary flash ROM volatile
a. The computer works with only two digits, 0 and 1, called the ................. digits.
b. 1 byte = ................. bits
c. The memory that loses its content when the power is turned off is known as .................
memory.
d. ................. and ................. are memories that can be directly accessed by the CPU.
e. ................. drive is a portable device used to store, access, and transfer data.
2. Write T for the true statement and F for the false one.
a. ROM is a volatile memory. ........
b. PROM, EPROM, and EEPROM are types of ROM. ........
c. Floppy disks are now not used for data storage. ........
d. CDs, DVDs, and Blu-ray discs look similar. ........
e. Once the data is stored in a pen drive, it cannot be erased. ........

27
 3. Write one word for the following.
a. A special pen attached to a graphics tablet ........................
b. It is also known as a VDU ........................
c. This type of printer is used for bulk printing ........................
d. The memory that retains its content even when the power is turned off ........................
e. Discs that are present one below the other in a hard disk ........................
4. Answer the following.
a. What are the three types of memory used to store data known as?
b. What is non-volatile memory?
c. What does ROM stand for? Name the three types of ROM.
d. Why do we need secondary memory?
e. Arrange in ascending order (lowest to highest) of capacity.
floppy disk hard disk CD-ROM DVD Blu-ray disc pen drive
5. Choose the correct option.
a. It is the smallest chunk of information that a computer can work with.
i. bit ii. 0 iii. 1 iv. Byte
b. It is volatile memory, i.e., it loses data when power is switched off.
i. RAM ii. ROM iii. CD iv. DVD
c. The storage capacity of a computer is called its ............. .
i. CPU ii. Binary digit iii. Memory iv. Peripheral
d. Which one is not a secondary memory?
i. CD ii. DVD iii. ROM iv. Pen drive
e. 1 MB is equal to ................ .
i. 1024 bytes ii. 1024 KB iii. 1024 GB iv. 1024 TB

In the Lab
1. Make a list of the input, output, and get the information.
secondary storage devices used in your
3. Suparna wants to make a chart on
computer lab.
secondary storage devices. Help her
2. Lavanya’s father wants to buy a pen make the chart. Get pictures from a
drive. What options does he have? magazine or the Internet.
Design an interesting chart on the main
4. Make a list of the places where you find
companies which manufacture pen
a touch screen, and write short notes on
drives, and the capacities available
how they are used in these places.
with pictures. Take help of an elder to

Teacher’s Notes
• The proper handling of floppy disks, CD-ROMs, DVDs, and Blu-ray discs could be discussed.
• If a corrupted floppy disk is available, the jacket could be removed and the disk inside the floppy could be shown.
• The storage and retrieval of data from a pen drive could be demonstrated to the students.

28
 CHAPTER

3 Formatting in MS Word

Look, Toggle! I have typed some You can use the paragraph and page Then, could you also teach me
sentences in MS Word. But the formatting features of MS Word. I’ll how to print this document?
page is not looking good. help you with this.

Sure buddy!
Goggle, the right amount of space
between the lines and paragraphs
makes the page look good.

Settings that are standard or pre-defined in a software are

In this Chapter
called default settings. But, we can make changes to these
default settings. In Class 4, you learned some basic formatting • Page, Column, and
features of MS Word. In this chapter, let us explore some Paragraph Formatting
other formatting features like paragraph, page, and column • Printing a Document
formatting.

PAGE FORMATTING
Making changes to the settings of a page is
called page formatting. The Page Layout tab of
MS Word is used for page formatting (Fig. 3.1).
Fig. 3.1 Page Setup group of
the Page Layout tab

29
 Margins are the amount of white space between the text
and the edge of the page on all four sides. The default
setting for the top, bottom, left, and right margins in MS
Word is 1 inch. The steps to change the page margins are
as follows:

1. Click the Page Layout tab.

2. In the Page Setup group, click Margins.
3. From the drop-down list, click the type of margin you
want, say, Normal (Fig. 3.2).
Or

You can specify

your own margin
settings by clicking
Margins and then Fig. 3.2 Selecting
clicking Custom margin type
Margins. The
Page Setup dialog Top Tip
box appears.
Specify Top, To get the Page Setup
dialog box, click the Page
Bottom, Left, and
Layout tab. Then in the
Right margins
Page Setup group, click
(Fig. 3.3). Then
the Page Setup dialog box
click OK. launcher. Page Setup dialog
box launcher

Fig. 3.3 Page Setup dialog box

Setting Margins using Rulers

You can also set the margins using the ruler
bars. To display both the horizontal and the
vertical ruler bars, click the View tab. From
the Show/Hide group, select Ruler (Fig. 3.4).

On the horizontal and vertical ruler bars, the Fig. 3.4 Show/Hide group of the
shaded parts depict the margins (Fig. 3.5). View tab

30
The top and bottom margins are indicated by the top shaded part and the bottom
shaded part of the vertical ruler. To change the margin setting, say for the right
margin, place the mouse pointer on the right margin boundary. The pointer changes
to a double headed arrow called the margin marker. Drag the margin marker to the
desired location.
Horizontal ruler

Left margin
Right margin

Top margin

Vertical ruler

Bottom margin

Fig. 3.5 Rulers showing margins

Changing the Orientation of the Page

Orientation refers to the direction (along the length or along the width) in which the
page is being printed. The paper orientation can be either Portrait (document printed
along the width of the paper) or Landscape (document printed along the length of the
paper) [Figs. 3.6 (a) and (b)].

(a) Portrait (b) Landscape

Fig. 3.6 Page orientation

31
 The default page orientation in MS Word is Portrait. The steps to
change the orientation of the page are as follows:

1. Click the Page Layout tab.

2. In the Page Setup group, click Orientation.
3. Click Portrait or Landscape (Fig. 3.7).
You can also change the orientation of the page using the Page
Setup dialog box. Click the Margins tab of the Page Setup dialog Fig. 3.7 Changing
orientation
box and select the required orientation.

Setting Paper Size

The Paper tab of the Page Setup dialog box
allows us to choose any of the given paper sizes
from the Paper size drop-down list (Fig. 3.8). You
also have the option to set your own width and
height for the page.

Top Tip
You can also change the
paper size using the Page
Layout tab. Click the
Page Layout tab, and
then click the down arrow
of the Size option of Page
Setup group and choose Fig. 3.8 Paper tab of the Page
the required size. Setup dialog box

Inserting a Page Break

A page break indicates the end of a page. The steps to
insert a page break are as follows:

1. Click the position where

you want to insert a page
break.
2. Click the Insert tab.
3. In the Pages group, click
Fig. 3.9 Pages group of the
Page Break (Fig. 3.9).
Insert tab

32
COLUMN FORMATTING
By default, an MS Word document has one column. However,
the document can be formatted to have more than one
column, as we see in a newspaper (Fig. 3.10).

The steps to set column style are as follows:

Fig. 3.10 Columns in a
1. Select the text. newspaper
2. Click the Page Layout tab.
3. In the Page Setup
group, specify the
number of columns
by clicking the
Columns option (Fig.
3.11).
4. You can also click
More Columns to
get the Columns Fig. 3.11 Columns option
of the Page Setup group
dialog box (Fig 3.12).
Fig. 3.12 Columns dialog box
5. The number of columns you want to create can be chosen in two ways:
(a) By clicking one of the preset column formats in the Presets group boxes.
(b) By entering a number in the Number of columns box.
6. If you want columns of equal width, select the Equal column width check box.
For columns of different widths, type the column width for each column. Enter the
amount of space you want between columns in the Spacing spin box. The Width and
Spacing boxes will be activated only if you clear the Equal column width check box.
7. Click the Line between check box for inserting a line between the columns.
8. Click OK. MS Word will create columns with the chosen settings.

Practice Time
Sonali’s social studies teacher has asked her to type the following paragraph in MS Word.
Keep Smiling
Smiling is good for your health. When you smile, your heart rate slows down, your blood
pressure goes down, and your body begins to relax. A smile makes you look attractive.
Important points to remember:

33
 Smile and the world smiles back at you. It takes fewer muscles to smile than to frown.
Now the teacher wants her to format the paragraph in the following ways:
1. Make four copies of the paragraph.
2. Set the top and bottom margins to 1.25 inches.
3. Change the orientation to landscape.
4. Insert a page break after the second paragraph.
5. Change the number of columns to 2.
6. Save the document as ‘Smile’.
Can you help her with the task?
SOLUTION
1. The steps to make a copy of the paragraph are as follows:
a. Select the paragraph.
b. Click the Home tab.
c. In the Clipboard group, click Copy.
d. Click at the required position in the document.
e. Click Paste.
Follow steps (a) to (e) three times more to make four copies.
2. The steps to set the margins are as follows:
a. Click the Page Layout tab.
b. In the Page Setup group, click Margins.
c. Now, select Custom Margins.
d. The Page Setup dialog box appears. Set Top and Bottom margins to 1.25
inches. Then click OK.
3. The steps to change the orientation to landscape are as follows:
a. Click on the Page Layout tab.
b. From the Page Setup group, click Orientation.
c. Click Landscape.
4. The steps to insert a page break are as follows:
a. Click at the position where you want to insert a page break.
b. Click the Insert tab.
c. In the Pages group, click Page Break.
5. The steps to specify the text into columns are as follows:
a. Select the text. Click the Page Layout tab.
b. In the Page Setup group, specify the number of columns by clicking the
Columns option.
6. The steps to save the document are as follows:
a. Click the Office Button.
b. Select the Save As option.
c. The Save As dialog box appears.
d. In the file name box type ‘Smile’ and click Save.

34
PARAGRAPH FORMATTING
The paragraph formatting feature of MS Word can be
used to set the appearance of text in a paragraph.

Line Spacing
Line spacing is the amount of white space between the
lines of text in a paragraph. It is measured in lines or in
units called points. The steps to set line spacing are as
follows:

Fig. 3.13 Line spacing options 1. Place the cursor within the paragraph or select the
paragraph(s). Click the Home tab.
2. In the Paragraph group, click the Line spacing button (Fig. 3.13).
3. From the drop-down list, select the required
option.
Or

To set a specific measurement, click Line Spacing

Options from the drop-down list. The Paragraph
dialog box appears (Fig. 3.14). Click the Indents
and Spacing tab. Specify the line spacing and
click OK.

Paragraph Spacing
Paragraph spacing is the amount of white space
between paragraphs. It can be measured in lines
or points. The steps to set the spacing before and
after the paragraph are as follows:

1. Place the cursor within a paragraph or select Fig. 3.14 Paragraph dialog box
several paragraphs.
2. Click the Page Layout tab. Fast Forward
3. In the Paragraph Single line spacing CTRL+1
group, specify the Double line spacing CTRL+2
spacing before and 1.5 line spacing CTRL+5
after the paragraph Fig. 3.15 Paragraph group of the
(Fig. 3.15). Page Layout tab

35
 Setting Alignment
Alignment is the manner in which text is placed between the margins of a page. You
can change both the vertical and horizontal alignments.

Vertical alignment refers to the position of text in relation to the top and bottom page
margins. Horizontal alignment refers to the position of text in relation to the left and
right page margins.

Changing Vertical Alignment

Page Setup dialog
The steps to change the vertical alignment of text are as follows: box launcher

1. Click the Page Layout tab. In the Page

Setup group, click the Page Setup dialog
box launcher (Fig. 3.16).

Fig. 3.16 Page Setup group

2. The Page Setup dialog box appears. Click the

Layout tab (Fig. 3.17).
3. In the Vertical alignment box, click the option
you want.
4. In the Apply to box, click Whole document or
Selected Text.
5. Click OK.
Paragraph dialog
box launcher

Fig. 3.17 Page Setup dialog box

Changing Horizontal Alignment

The steps to change the horizontal alignment
of text are as follows:
Fig. 3.18 Paragraph dialog box launcher
1. Click the Home tab.

2. In the Paragraph group, click the Paragraph dialog box launcher (Fig. 3.18).

36
3. The Paragraph dialog box appears. Click the Indents
and Spacing tab (Fig. 3.19).
4. Select an alignment from the Alignment drop-down
list:
Left: Text is flushed with the left margin. The right
margin is uneven. This is also the default alignment
of MS Word.
Flush means the paragraph lines are levelled evenly
along one edge (left or right).
Right: Text is flushed with the right margin, the left
margin is uneven.
Centered: Text is centered between the left and right
Fig. 3.19 Paragraph dialog box
margins of a page.
Justified: Text is placed so that both the left
and right margins are even. Top Tip
5. Click OK. You can also set the horizontal
The paragraph will appear as shown in alignment of text by using the
buttons available in the Paragraph
Figure 3.20 depending on your choice of
group of the Home tab.
alignment. Align text right
Align text left

Align text at center Justify the text

Left aligned

Right aligned

Center aligned

Justified

Fig. 3.20 Types of horizontal alignment

37
 Practice Time
The computer teacher has asked the students of Class 5A to open the already saved
document ‘Smile’ and then practice the following formatting commands:
1. Change the line spacing to 1.5 lines.
2. Change the paragraph spacing.
3. Right-align the first paragraph and center-align the second paragraph.
SOLUTION
1. The steps to change the line spacing are as follows:
a. Place the cursor within the paragraph or select the paragraph(s).
b. Click the Home tab.
c. In the Paragraph group, click the Line spacing.
d. From the drop-down list, select the required line spacing option, i.e., 1.5.
2. The steps to change the paragraph spacing are as follows:
a. Place the cursor within a paragraph or select several paragraphs.
b. Click the Page Layout tab.
c. In the Paragraph group, specify the spacing before and after the paragraph.
3. The steps to change the alignment are as follows:
a. Select the paragraph(s). Click the Home tab.
b. In the Paragraph group, click the required alignment option.

Top Tip
Fast Forward
You can use the Print
Align text left CTRL+L
Preview option to see how
Align text center CTRL+E the document would look
Align text right CTRL+R when printed. For this, click
Justify CTRL+J the Office Button and
then select Print Print
Preview.

PRINTING A DOCUMENT
The steps to print a document are as follows:
1. Click the Office Button.
2. Select Print Print.

38
3. The Print dialog box appears (Fig. 3.21).

Select the printer.

Click for more

options.

Specify the pages

to be printed.

Print all, only odd,

or only even pages.

Fig. 3.21 Print dialog box

4. The steps to choose the settings in the Print dialog box are as follows:
a. Select the printer from the Name drop-down list.
b. Choose the pages to be printed in the Page range group box by selecting one of
the following available options:
All: This option prints the whole document.
Current page: This option prints the page where the cursor is placed.
Selection: This option prints the selected text.
Pages: This option prints individual pages by the page number or a range of
pages. You can use commas to separate the page numbers (e.g., 4,8,12). Use
a hyphen to print page ranges, e.g., 8-12. This will print all pages from page
numbers 8 to 12.
To print from a particular page to the end of the document, enter the starting
page number followed by a hyphen (e.g., 4-). You may also combine individual
page numbers and a range of pages (e.g., 4,8,12-25).
c. You can also print only odd-numbered or even-numbered pages. Select Odd
pages or Even pages option from the Print drop-down list.
d. Type the number of copies you want in the Number of copies box.

39
 e. You can choose whether to collate the pages or not. Suppose you want to print 4
copies of a document:
• If the Collate option is not selected, MS Word Top Tip
will first print 4 copies of page 1, then 4 copies If no text has been
of page 2, and so on. selected, the Selection
• If the Collate option is selected, MS Word will option of the Page range
print a complete set of pages 1 to 4, then a group box remains inactive.
second set, and so on.
f. After choosing from the options in the Print dialog box, click OK to print the
document. Make sure the printer is switched on.
Note: The Properties button at the top-right corner and the Options button at the
bottom-left corner of the Print dialog box allow you more choices on printing a
document.

Update
Printing a document has become easier in MS Office 2010. Office
1. Click the 2010
File tab.

4. Click Print Preview is

Print. automatically available
in Word 2010.

2. Select the
printer.

3. Specify the
number of copies.

Tricky Terms
Default Settings Settings that are standard or pre-defined in software
Page Formatting Making changes to the settings of a page

40
Margins The amount of white space between the text and the edge of the
page on all four sides
Orientation The direction (along the length or along the width) in which the
page is being printed
Line Spacing The amount of white space between the lines of text in a paragraph
Paragraph Spacing The amount of white space between paragraphs
Alignment The manner in which text is placed between the margins of a page
Horizontal Alignment The position of text in relation to the left and right page margins
Vertical Alignment The position of text in relation to the top and bottom page margins

Memory Bytes
• The Page Layout tab of MS Word is used
for page formatting.
• You can set the margins using the ruler
bars.
• To display both the horizontal and
vertical ruler bars, click the View tab.
From the Show/Hide group, select Ruler.
• You can also use the Page Setup dialog
box for page formatting.
• The paper orientation can be either
Portrait (document printed along the
width of the paper) or Landscape
(document printed along the length of the
paper).
• To change the orientation of the page
using Page Setup dialog box, click the
Margins tab of Page Setup dialog box and
select the required orientation.
• To insert a page break, click the position
where you want to insert a page break,
then click the Insert tab. In the Pages
group, click Page Break.
• To set columns style, select the text, and
then click the Page Layout tab. From the
Page Setup group, specify the number of
columns by clicking the Columns option.
• The paragraph formatting feature of MS
Word can be used to set the appearance
of text in a paragraph, e.g., line spacing,
paragraph spacing, and text alignment.
• To change the vertical alignment of text,
click the Page Layout tab. In the Page
Setup group, click the Page Setup dialog
box launcher, click the Layout tab, and
then click the option you want in the
Vertical alignment box.
• To print a document, click the Office
Button. Then select Print Print. The
Print dialog box appears. Choose the
required options and then click OK.

41
 E X E R C IS E S
1. Fill in the blanks with the correct words.
orientation default 1 horizontal View
a. ................... settings are the settings that are predefined in a software.
b. The default top margin is ................... inch.
c. To display both the horizontal and vertical ruler bars, click the ................... tab.
d. ................... refers to the direction in which the page is being printed.
e. ................... alignment refers to the position of text in relation to the left and right
margins.
2. Write T for the true statement and F for the false one.
a. The default page orientation in MS Word is Landscape. ........
b. By default, an MS Word document has one column. ........
c. Paragraph spacing is measured in lines or points. ........
d. You can only change the vertical alignment. ........
e. The keyboard shortcut to center-align text is CTRL+E. ........
3. Write one word for the following.
a. The default page orientation ...................
b. To insert a page break, click this tab ...................
c. To set column style, click this button of the Page Layout tab ...................
d. To change the alignment, click this tab ...................
e. Click this option of Office Button to print a document ...................
4. Answer the following.
a. What is page formatting?
b. What is paragraph formatting?
c. Define alignment.
d. Write the keyboard shortcuts to
i. Justify text ii. Left-align text
e. Write the steps to print a document.
5. Choose the correct option.
a. The amount of white space between the text and the edges of the page
i. Margins ii. Formatting iii. Alignment iv. None of these
b. To change the page margins, click the ....................... tab.
i. Home ii. Page Layout iii. View iv. None of these
c. Type(s) of page orientation are
i. Portrait ii. Landscape iii. None of these iv. Both (i) and (ii)

42
 d. In ................ orientation, text is printed along the length of the page.
i. Landscape ii. Portrait iii. Both (i) and (ii) iv. None of these
e. Which of the following cannot be set using the Page Setup dialog box?
i. Orientation ii. Top margin iii. Number of columns iv. Paper size

In the Lab
1. Anshul has created a document in MS
Word on the topic ‘National Symbols
of Nepal’. Help him use the formatting
features of MS Word in aligning the
paragraphs, formatting the appearance of
the page, and printing the document.
2. Type a poem in MS Word. Arrange the
poem in two columns and format the page
to enhance the appearance of the text.
3. Shalini, the science teacher, took a
class on various nutrients and their
sources. She wants the students to create
a document in MS Word on the topic
‘Nutrients’. Create a similar document
and use the formatting features to set
the page margins to 1.5 inches, arrange
the text in two columns, and set the
paragraph spacing to 2 points and line
spacing to 2 lines.
4. Arti, the English teacher, has taught
the students of class V B about types of
nouns. Create a document in MS Word
giving details about the types of nouns
with examples. The paragraphs should
be center-aligned and there should be
1.5 line spacing between all the lines.

Note: You may use different fonts, font colors and sizes for the headings and text, as
well as other formatting features you have learnt earlier to make your pages
look attractive.

Teacher’s Notes
• The features of MS Word covered in the earlier class could be briefly reviewed. How formatting can make a page
attractive could be explained to the students. How a document is printed could also be demonstrated and different
options of the Print dialog box could be explained.

43
 Worksheet 1
(Chapters 1–3)

Maximum marks: 20

1. Find the names of five devices (calculating devices or storage devices) in the grid. (5)

A F G T D E R T Y U W A D F F
Z X C V D E F T G H A Q W S L
P A S C A L I N E E B E A A A
E R T Y S D F G H W A B A V S
H A R D D I S K E R C S R T H
Q F G T T E D D H J U T R T D
E E S A T O U C H S S R E E R
D F R E T T U J K K L I W W I
R R T Y H S H E E R T V G H V
G R A P H I C S T A B L E T E

2. Who am I? (5)
a. I am a calculating device made up of a rectangular box with movable
wheels ...........................
b. I am the first general-purpose computer ...........................
c. I am the settings that are standard or pre-defined in a software ...........................
d. I am the tab that you click to display the rulers ...........................
e. I am the manner in which text is placed between the margins of
a page .........................
3. With the help of the clues given, solve the following crossword puzzle. (4)
3

44
ACROSS
1. The default orientation of a page
2. The first calculating device
DOWN
3. The amount of white space between the text and the edge of the page
4. The smallest chunk of information that a computer can work with
4. Name the following figures. (3)

a. ..............................

b. ..............................

c. ..............................

5. Match the following. (3)

Column A Column B
a. 1 KB i. 1024 × 1024 × 1024 bytes
b. 1 GB ii. 1024 × 1024 × 1024 × 1024 bytes
c. 1 TB iii. 1024 bytes

45
 CHAPTER

4 Features of MS Word

Oh no! I always make mistakes while That’s great Toggle! Come, let’s learn more about
typing. The teacher finds many this and some other interesting
spelling mistakes in my projects. features of MS Word.

Hey, don’t worry Goggle. You can use

the Spelling & Grammar tool in MS
Word to correct spelling mistakes.

MS Word has many useful features that are helpful

In this Chapter
while creating a document. Let us learn about these
features. • Spelling & Grammar
• Thesaurus
• Change Case
SPELLING & GRAMMAR
• Find and Replace
You might have noticed that when you are typing • Bullets and Numbering
some text in MS Word, you get red or green wavy • Insert Symbol
lines under some words.

A red wavy underline indicates a misspelt word. Any word that is not there in the MS
Word dictionary is marked as misspelled. This includes proper names, technical terms,
etc. A green wavy line indicates grammatical mistakes.

46
The Spelling & Grammar tool of MS Word lets you check the spellings of the words
in an entire document or in a part of a document. The steps to check spelling and
grammar are as follows:

1. Position the cursor at the location where

you want to start checking the spelling.
2. Click the Review tab. Fig. 4.1 Proofing group of the Review tab
3. In the Proofing group (Fig. 4.1), click the
Spelling & Grammar button.
The Spelling and Grammar
dialog box appears (Fig. 4.2).
4. The un-recognized word
is displayed in the Not in
Dictionary text box and the
suggestions are displayed in
the Suggestions box. You can
choose from the following:
• Click the correctly spelled
word in the Suggestions list.
Fig. 4.2 Spelling and Grammar dialog box
• Click Change to change the
word or click Change All to
change the word in the entire document.
• Click Ignore Once if no correction is needed or click Ignore All to continue
checking the document but leaving all instances of the highlighted word
unchanged throughout the document.
• Click Add to Dictionary to add the word to the Top Tip
MS Word dictionary.
You can also correct a
misspelled word by right-
Fast Forward clicking the word and
selecting the desired
Check spellings F7 spelling from the options
displayed in the pop-up
menu. If no change is
required, click Ignore.

47
 On clicking the desired button, that action is
taken and then the next word is highlighted.
5. Repeat step 4 until a message box saying
‘The spelling and grammar check is
complete’ is displayed (Fig. 4.3).
Fig. 4.3 Message box
6. Click OK.
Top Tip
THESAURUS You can click the correctly
The Thesaurus tool provides a list of synonyms (i.e., spelled word in the
words with similar meaning) for a given word, and can suggestions list and click
be used to replace a word with one of its synonyms. the AutoCorrect button.
This will automatically
The steps to use Thesaurus are as follows: correct the identical
misspelled word when you
type it in future.
1. Click the Review tab.
2. In the Proofing
group, click
Thesaurus (Fig.
4.4).
3. The Research Thesaurus Fig. 4.4 Thesaurus button
task pane
appears to the right of the document window (Fig. 4.5).
4. Press ALT and click the word that you want to look up.
Results appear in the Research task pane.
5. To use one of the words in the list of results or to search
for more words, choose from the following:
• To use one of the words, select it, click the down
arrow, and then click Insert or Copy.
• To look up additional related words, click a word in
the list of results.
Fast Forward
Thesaurus SHIFT+F7

Fig. 4.5 Research task pane

48
CHANGE CASE
Sometimes after typing the text, you may feel that you should have written the
important words in capital letters (uppercase) or some words that are in capital letters
should have been in lowercase.

MS Word allows you to change the case of typed text to any of the following five
options:

Sentence case The first character in a sentence is capitalized and the rest are
in lowercase

lowercase All characters are in lowercase (small letters)

UPPERCASE All characters are in uppercase (capital letters)

Capitalize Each Word The first character of each word is capital and the rest are in
lowercase

tOGGLE cASE Changes the lowercase characters to uppercase and uppercase

characters to lowercase

The steps to change the case of text in a

document are as follows:

1. Select the text.

2. Click the Home tab.
3. In the Font group, click the Change Case
button (Fig. 4.6).
4. Click the desired option.
Fig. 4.6 Change Case options

FIND AND REPLACE

Sometimes you may need to search for a particular word or text in a document or you
may need to replace some word.

The Find command can be used to locate a specific word or text in a document.

The Replace command is used to replace a specific word or text in a document.

49
 Finding Text
The steps to find a word or text in a document are as follows:

1. Click the Home tab if it is not already selected.

2. In the Editing group, click Find (Fig. 4.7).
3. The Find and Replace dialog box is displayed with the Fig. 4.7 Editing group
of the Home tab
Find tab selected (Fig. 4.8).

Fig. 4.8 Find and Replace dialog box with the Find tab selected

4. In the Find what box, type the word or text you want to search.
5. Click the Find Next button to find the instance of the given word or text.
If MS Word finds the word or text, it will highlight that word or text.
6. Repeat step 5 until MS Word has finished searching the document.
7. When the search is finished, a message box will appear.
8. Click OK.
9. Close the Find and Replace dialog box.

Replacing Text
The Find and Replace commands can be combined to find a particular word or text in
the document and replace it with another word or text. The steps to find and replace a
word or text in a document are as follows:

1. Click the Home tab.

2. In the Editing group, click Replace.

50
3. The Find and Replace dialog box is displayed with the Replace tab selected (Fig. 4.9).

Fig. 4.9 Find and Replace dialog box with the Replace tab selected

4. In the Find what box, type the word or text to be searched.

5. In the Replace with box, type the word or text with which you want to replace the
word or text typed in the Find what box.
6. Click Find Next. If MS Word finds the word or text typed in the Find what box, it
will highlight that word or text. You can then choose from the following:
• Click the Find Next button to skip the occurrence of the word or text without
replacing it with that of the Replace with box.
• Click the Replace button to replace the word or text with that of the Replace
with box.
• Click the Replace All button to replace all occurrences of the word or text in the
Find what box with that of the Replace with box.
7. Repeat step 6 till you have replaced all occurrences of the word or text in the Find
what box.
8. A message box appears. Click OK.
9. Close the Find and Replace dialog box.

Practice Time
Alsan Public School organized a rangoli competition. Snehal has typed an article
to be printed in the school newspaper, giving details of the competition. She has
created the document in MS Word. By mistake, she typed the entire text in small
letters. Her computer teacher now wants her to do the following:

51
 1. Change the case of the heading so that the first character of each word is in
capital. Change the case of the paragraph to sentence case and the name of the
school to uppercase.
2. Check spelling and grammar.
3. Use Thesaurus for the word ‘talent’ and replace with another similar word.
4. Find the word ‘children’ and replace it with ‘students’ at all occurrences in the text.
SOLUTION
Start MS Word and type the following paragraph.
rangoli competition
a rangoli competition was held in alsan public school on 24th October 2011. children of
classes 7 to 10 participated and showcased their talent. they used organic colors, flower
petals, pulses, multicoloured diyas, etc. to present their best in rangoli. the efforts of the
children were appreciated by the school principal and the manager.
1. The steps to change the case are as follows:
a. Select the text. Click the Home tab.
b. In the Font group, click the Change Case button.
c. Select the desired change case option.
2. The steps to check spelling and grammar are as follows:
a. Position the cursor at the location where you want to start checking the
spelling. Click the Review tab.
b. In the Proofing group, click Spelling & Grammar. The Spelling and
Grammar dialog box appears.
c. The first unrecognized word is displayed in the Not in Dictionary text box
and the suggestions are displayed in the Suggestions box. You can choose
from the following:
• Click the correct word in the Suggestions list. Click Change to change the
word or click Change All to change the word in the entire document.
• Click Ignore Once if no correction is needed, or click Ignore All to
continue checking the document but leaving all instances of the highlighted
word unchanged throughout the document.
• Click Add to Dictionary to add the word to the MS Word dictionary.
On clicking the desired button, that action is taken and the next word is
highlighted.
d. Repeat step (c) until a message saying ‘The spelling and grammar check is
complete’ is displayed.

52
 e. Click OK.
3. The steps to use Thesaurus are as follows:
a. Click the Review tab.
b. In the Proofing group, click Thesaurus.
c. The Research task pane appears to the right of the document window.
d. Press ALT and click the word that you want to look up, i.e., ‘talent’.
e. Results appear in the Research task pane.
f. To use one of the words in the list of results or to search for more words,
choose from the following:
• To use one of the words, point to it, click the down arrow, and then click
Insert or Copy.
• To look up additional related words, click a word in the list of results.
4. The steps to find the word ‘children’ and replace it with ‘students’ at all
occurrences are as follows:
a. Click the Home tab.
b. In the Editing group, click Replace.
c. The Find and Replace dialog box is displayed with the Replace tab
selected.
d. In the Find What box, type the text to be searched, i.e., ‘children’.
e. In the Replace with box, type the text you want to replace the text in the
Find what box with, i.e., ‘students’.
f. Click the Find Next button to highlight the word in the document.
g. Once you have found the word, click the Replace All button to replace all
occurrences of the text in the Find what box with the text in the Replace
with box.
Now, the text would look as given below.

53
 BULLETS AND NUMBERING
A bullet is a dot or a symbol that marks an important line of information. A bulleted
list is usually used when the order of items in the list does not matter (unordered). By
default, MS Word uses a simple black dot as a bullet.
Bullets button
A numbered list is used for listing when the
order of items is important, e.g., a sequence of
events or steps.

Creating a Bulleted List

The steps to create a bulleted list are as follows:

1. Position the cursor at the location where you

want to start the list. Fig. 4.10 Bullets button
Or

Select the paragraphs you want to include in the list. Top Tip
2. Click the Home tab. To use the default bullet
3. In the Paragraph group, click the down arrow next to style, you can simply click
the Bullets button (Fig. 4.10). the Bullets button in the
Paragraph group of the
4. The Bullet Library appears. Home tab.
5. Select the desired bullet.

Changing Bullet Style

The steps to change the bullet style are as follows:
1. Select the bulleted list.
2. Click the Home tab.
3. Click the arrow next to the Bullets button and then
click Define New Bullet from the drop-down list (Fig.
4.10).
4. The Define New Bullet dialog box appears (Fig. 4.11).
5. Click the Symbol button.

Fig. 4.11 Define New

Bullet dialog box

54
6. The Symbol dialog box appears
(Fig. 4.12).
7. Select the Font and then select the
required symbol.
8. Click OK to close the Symbol dialog
box.
9. Click OK to close the Define New
Bullet dialog box.

To Remove the Bullet

Fig. 4.12 Symbol dialog box
The steps to remove the bullets are as
follows:
1. Select the list.
2. Click the Home tab.
3. In the Paragraph group, click the down arrow
next to the Bullets button.
4. Click None.

Creating a Numbered List

The steps to create a numbered list are as follows:

1. Position the cursor at the location where you

want to start the list.
Or

Select the paragraphs you want to include in

Fig. 4.13 Numbering Library
Top Tip
To apply the default
numbering style, simply
click on the Numbering
button in the Paragraph
group of the Home tab.
the list.
2. Click the Home tab.
3. In the Paragraph group, click the down arrow
next to the Numbering button.
4. The Numbering Library appears (Fig. 4.13).
5. Select the desired numbering style.

55
 Practice Time
Sanket loves reading Aesop’s fables. His teacher wants him to
1. Create a document in MS Word and make a bulleted list of the fables he has
already read.
2. Change the bullet style by defining a new bullet.
3. Change the list to a numbered list.
Help him do these tasks.
SOLUTION
Start MS Word and create the document.
1. The steps to create the bulleted list are as follows:
a. Position the cursor at the location where you want to start the list.
b. Click the Home tab.
c. In the Paragraph group, click the down arrow
next to the Bullets button.
d. The Bullet Library appears.
e. Select the desired bullet and start typing the titles
(Fig. a).
2. The steps to change the bullet style are as follows:
a. Select the bulleted list.
b. Click the Home tab. (a)
c. Click the arrow next to Bullets button and then click Define New Bullet
from the drop-down list.
d. The Define New Bullet dialog box appears.
e. Click the Symbol button.
f. The Symbol dialog box appears.
g. Select the Font and then select the preferred symbol.
h. Click OK to close the Symbol dialog box.
i. Click OK to close the Define New Bullet dialog box
(Fig. b).
(b)
3. The steps to change the list to a numbered list are as
follows:
a. Select the paragraphs you want to include in the list.
b. Click the Home tab.
c. In the Paragraph group, click the down arrow next
to the Numbering button.
d. The Numbering Library appears.
e. Select the desired numbering style (Fig. c). (c)

56
SYMBOLS
Symbols are signs or special characters that can be inserted in an MS Word document.
Symbols like hearts, stars, and arrows can be inserted and formatted in a document
just like regular text. Each font has a separate set of symbols.

Inserting a Symbol
The steps to insert a symbol in a document are as follows:

1. Place the cursor at the position where you want to insert a

symbol. Click the Insert tab.
2. In the Symbols group, click the Symbol option (Fig. 4.14).
3. A list of symbols appears. Click the desired symbol.
Fig. 4.14 Symbol
button
4. If you want to see more
options, click More Symbols (Fig. 4.14).
5. The Symbol dialog box appears (Fig. 4.15).
6. Click the Symbols tab.
7. Select the desired font in the Font list. Then
select the desired symbol.
8. Click the Insert button, then click Close.
Fig. 4.15 Symbol dialog box

Tricky Terms
Thesaurus A tool that provides synonyms (words with similar meaning) for a given word
Bullet A dot or a symbol that marks an important line of information
Symbol A sign or a special character that can be inserted in an MS Word document

Memory Bytes
• MS Word checks spellings and marks underline. A green wavy underline shows
the misspelled words with a red wavy the grammatical mistakes.

57
 • You can use the Thesaurus feature to find
synonyms for words typed in the document
and to replace a word with one of its
synonyms.
• The Change Case options available in
MS Word are Sentence case, lowercase,
UPPERCASE, Capitalize Each Word, and
tOGGLE cASE.
• The Find and Replace commands can be
combined to find a particular word or
text in the document and replace it with
another word or text.
• A bulleted list is used when the order of
items in the list does not matter.
• By default, MS Word uses a simple black
dot as a bullet.
• Symbols like a heart or a star can be
inserted and formatted in a document just
like regular text.

E X E R C IS E S
1. Fill in the blanks with the correct words.
bullet symbols five green thesaurus
a. A ........................... wavy line indicates a grammatical mistake.
b. A ........................... provides a list of synonyms for a given word.
c. Change Case has ........................... options.
d. You can mark an important line of information using a ............................ .
e. ......................... are special characters that can be inserted in an MS Word document.
2. Write T for the true statement and F for the false one.
a. Click Add to Dictionary in the Spelling and Grammar dialog box to add
the word to the MS Word dictionary. ........
b. The Thesaurus option is available under the Home tab. ........
c. The Bullets button is available in the Paragraph group of the Review tab. ........
d. By default, a black dot is used as a bullet in MS Word. ........
e. Each font has a separate set of symbols. ........
3. Write one word for the following.
a. Click this tab to get the Change Case option ..........................
b. The option used to search a given word ..........................
c. The Symbol option is available under this tab ..........................
d. The Bullet button is available in this group of the Home tab ..........................
e. Click this tab to find the Spellings & Grammar tool ..........................
4. Answer the following.
a. What do the red wavy lines in an MS Word document indicate?
b. What is the use of the Thesaurus option?

58
 c. Which Change Case option will you use to get
i. all characters in capital letters ii. the first letter of each word in capital
d. Write the steps to remove bullets from an MS Word document.
e. Write the steps to apply the default numbering style in an MS Word document.
5. Choose the correct option.
a. A .......................-colored wavy line marks incorrect spellings.
i. red ii. green iii. blue iv. black
b. The Spelling & Grammar option is available in this group.
i. Home ii. Review iii. View iv. None of these
c. Which button will you click in the Spelling and Grammar dialog box if no correction
is required?
i. Ignore ii. Add to Dictionary iii. Ignore Once iv. Change All
d. The keyboard shortcut to check spelling and grammar.
i. F7 ii. F6 iii. F5 iv. F4
e. Find option is available in the ....................... group of the Home tab.
i. Font ii. Paragraph iii. Style iv. Editing

In the Lab
1. Write a paragraph in MS Word on the
topic ‘My Favourite Game’. Check
spelling and grammar.
2. Create a document in MS Word and
make a list of your favourite movies,
cartoon characters, and programmes
you like to watch on television. Have a
separate heading for each and describe
the main character briefly.
3. Sarthak has won prizes in various
competitions. His teacher has asked
him to create a document in MS Word
and make a list of events in which he
has won prizes. Help him create the list
using (a) bullets (b) numbers.
4. The computer teacher has taught the
students how to insert symbols in an MS
Word document. Archana has created
the design shown below using some of
these symbols. Use your imagination
to create designs of your own using
Symbols.

Teacher’s Notes
• The proper use of the Spelling & Grammar tool to correct spellings and grammatical mistakes could be demonstrated
to the students.
• Different options in the Find and Replace dialog box like Match case and Find Whole Words only could be explained.
• The importance of symbols in typing foreign words and phrases could also be demonstrated.

59