Chapter : 3

(Ms-Word, Ms- Excel, Ms- Powerpoint)

Ms-Word Exercise

1) Fill in the blanks :-

1) Alignment buttons are available on the Home tab.
2) Work Area/document area is the rectangular area of the document window,
where user can type his/her content.
3) Portrait format changes the page orientation vertically
4) Cut command is used to move the text to a new page.
5) Each individual rectangle in a table is called cell
6) Print Preview option is used to display a document before printing.

Multiple Choice Questions :

1) Which extension is given to a document in MS-Word?
a) .odt b) .com c) .docx
Ans: c) .docx

2) The status of your document like current page and number of pages are given
by ……………
a) Formatting toolbar b) Status bar c) Standard toolbar
Ans: b) Status bar

3) The general arrangement of the text in the document is

………………………….
a) Margin b) text alignments c) formatting
Ans: c) text alignments

4) The ………………….. alignment makes sure that none of the edges of text
appear ragged.
a) Left b) right c) center d) justify
Ans: d) justify

5) Line spacing or paragraph spacing is measured in terms of lines or points,

which is known as …………………….
a) text wrapping b) PDF c) leading
Ans: c) leading

6) Header and Footer are inserted at the …………………… of the document.

a) top and bottom b) left and right c) center
Ans: a) top and bottom

3) Answer the following :-

1) How do you locate MS-Word 2007 on your computer system?
Ans :- The following steps will guide you to locate MS-Word 2007 on your computer:
i) First of all bring your mouse /arrow pointer on Start button and click on it. It is
available on the blue bar(known as Task bar) at the bottom of the screen.
ii) Select and click the option All Programs.
iii) A pop-up box opens where you have to select and click the option as MS-
Office.
iv)When you click on MS-Office option, a list of programs/applications that comes
under MS-Office appears. From the displayed list select MS-Word 2007 .
2) What is formatted text?
Ans :- Formatted Text is where the text is been created/ designed ;
1) Changing the handwriting pattern of the text,
2) Adding colour, style, size, shading to the text,
3) Making the selected text appear in bold, italics, underlined etc.
4) Applying margins, alignments, tabs,etc.
5) Inserting chart, pictures, symbols, bullets & numbers etc.
These are all done to attract the attention of the reader.

3) What is Mail Merge?

Ans :- Mail Merge helps the user to create multiple envelops, letters, labels etc, by
making use of the information that is stored in a database/spreadsheet.

4) What is Data Source?

Ans :- Data source is the information or data like spreadsheet, document, database etc.
which provides information to the user such as their names, addresses, contact details
etc.

5) What are Table Styles?

Ans :- Table styles are the pre-defined designs, templates, which can be applied for
the created tables, by which the table looks attractive.

6) Write the name of alignments, which are available in MS-Word 2007.

Ans :- The name of alignments that are available in MS-Word 2007 are Left, center,
right and justify alignments.

7) What is the difference between the Save and Save As option?

Ans :- The difference between the Save and Save As option is as followed :-
  i) Save option :- By making use of this option, the user can save the changes
made to the file/document after saving the file/ document process is over.
 ii) Save as option :- With the help of this options we can save the newly created
file/document for first time by applying our name to it.

8) Write the steps to insert Word Art text in a document.

Ans :- The steps to insert Word Art text in a document is as follows :-
 i) In the Text group of Insert tab, select the option as Word Art
 ii) Select and click on the Word Art that you want to insert.
 iii) A box display where the user has to type the text. You can also add effect,
fill to a Word Art too.
9) What is the need to modify the spacing of the lines or paragraph of your text?
Ans :- The modification of the spacing of lines or paragraph of the text is done,
because, when the space between the lines is increased, it will be easier to read.

10) How do you insert a table in your document?

Ans :- There are 3 ways to insert table in your document which are;
- Insert table by adding values,
- Draw table, and
- Insert table by dragging,

The steps to insert table in document are as follows :-

i) Inserting table by dragging :- This method allows the user to insert table by
dragging the diagram and clicking on it. Dragging will specify the number of rows
and columns to be inserted in table. The steps are :-
 a) Keep the cursor where you want to insert table in the document.
 b) From the Insert Tab click on the arrow just below the table command.
 c) Once you click on the small arrow just below the table command, diagram
appears where you can select the number of columns and rows that is to be
inserted in the table. Once dragging is done, then click on it. You will find the
table is automatically inserted.

ii) Adding table by inserting values :- This method allows the user to insert the table
automatically in the document just by defining values of number of rows and
columns. The steps are :
 a) Keep the cursor where you want to insert table in the document.
 b) From the Insert Tab, click on the arrow just below the table command.
 c) Select the option as Insert Table from the Insert table drop down list.
  d) Add the numeric values for the number of rows and columns in the Insert
table box that is to be inserted in the table.
 e) After adding the necessary values, click on OK button. The table
automatically gets inserted in document.
iii) Adding table by drawing it:– This method, allows you to add table in the
document by drawing it with the help of the pencil. The steps are ;
 a) Keep the cursor where you want to insert table in the document.
 b) From the Insert Tab, click on the arrow just below the table command.
 c) Select the option as Draw Table from the Insert table drop down list.
 d) Once the option Draw Table is selected, the arrow cursor on the screen gets
converted into the form of pencil shape.
 e) Now click on the pencil shape with the help of mouse and drag it.

MS-Excel Exercise

1) Fill in the blanks :-

1) Excel is a electronic spreadsheet software package.

2) Address of the cell at 10th column and 30th row is J30.
3) The cell having bold boundary is the active cell.
4) Any formula in Excel starts with an is equal to sign (=).
5) In Relative cell/ Relative referencing, the relative address of the cell gets adjust
with respect to the current cell.
6) For absolute referencing, ($)dollar sign is used before the parts of formula.
7) If you enter 15+30 in a cell, Excel will display #NAME.
8) Arguments are text, number cell references enclosed within parenthesis in a
formula.

2) Multiple Choice Questions :

1) A worksheet is a …………………………..?
a) collection of workbooks b) processing software c) combination of rows and
columns d) None of the above
Ans: c) combination of rows and columns

2) By default, a workbook in Excel contains how many worksheets

a) 16 b) 3 c) 15 d) 256
Ans: b) 3

3) The Autofill can apply from

a) Left to right b) right to left c) up to down d) All of these
Ans: d) All of these

4) The default page orientation in Excel is

a) Landscape b) Horizontal c) Portrait d) None of these
Ans: c) Portrait

5) The default alignment of text in a cell is

a) Left b) Right c) Centered d) Justified
Ans: a) Left

6) Cell address $B$$ in a formula means

a) It is a mixed reference b) It is a an absolute reference c) It is a relative reference d)
None of the above

Ans: b) It is a an absolute reference

7) A cell range starting from first row, first column to fourth row and fifth
column can be represented as
a) [A1:E4] b) [AO:E3] c) [E4:A1] d) [E3:AO]
Ans: a) [A1:E4]

8) COUNTA (4, 78, False, 18) will return …………………………………..

a) 2 b) 3 c) 4 d) 5
Ans: c) 4
9) Which of the following charts is used for comparing the changes in data over a
period of time?
a) Bar chart b) area chart c) Scatter chart d) Line chart
Ans: b) area chart

10) For selecting a non continuous range of cells, you need to do what?
a) Press Alt key b) Press shift key c) Press Esc key d) Press Ctrl key
Ans: d) Press Ctrl key

3) Answer the following :-

1) Define the term workbook
Ans :- Workbook is collection of many worksheets or a single one. It is the separate
file just like the other files of other applications.

2) Rohan is new to Excel. His instructor has asked her to open Excel on her PC
and questioned him about active cell. Help Rohan in identifying the active cell on
his screen.
Ans :- Active cell is the small rectangle box in the worksheet where the box is
highlighted with dark black coloured border around it. When the cell is currently
active, cursor inside the cell starts to blink which indicates the user its ready to work
in it.

3) What is the default alignment of number, text and formula in a spreadsheet?,

Ans :-The numbers are right aligned, Text values are left aligned where as the formula
are right aligned.

4) Sahil has clicked on the cell residing at the intersection of first row and ninth
column. What will be the address of the selected cell.
Ans :- If Sahil has clicked on the cell residing at the intersection of first row and ninth
column, then the address of the cell will be I1. Alphabet I indicated as column and
number 1 indicated as row.

5) How many cells would be there in the cell range [A1:B2]

Ans :- There would be 4 cells within the cell range [A1:B2].

6) If = 6-5*2 is entered in a cell, then what will be the cell content?

Ans :- If = 6-5*2 is entered in a cell, then the cell content will be – 4

7) In a spreadsheet software, the formula =A1+$A$2 were entered in cell A3 and

then copied into cell B3. What is the formula copied into B3
Ans :- Here, you had not made use of any function. If the formula =A1+$A$2 were
entered in cell A3 and then copied into cell B3, then the formula would be the same
=A1+$A$2

8) Write down the formula for adding values of cells A1 to A5

Ans :- The formula for adding the values of cells A1 to A5 is
=sum(A1:A5) or = sum (A1+A2+A3+A4+A5).

9) State the difference between COUNT () and COUNTA () function.

Ans :- The difference between COUNT () and COUNTA() function is as followes :-
  i) COUNT () :- This function is used to only calculate the range/number of cells
that only contains numeric values. If any text is type in between, then this
function skips the cell that contains text, and does not take within the cell
range.
 ii) COUNT A () :-This function is used to calculate the number of cells that
falls within the selected range, it includes the cell which contains text and
numeric values with the selected cell range.
10) Write down the importance of legend in charts.
Ans :- Legend are useful in identifying the different plotted data series on the chart.
Legends can be of different colour, pattern etc which can be easily identified by the
user.
11) What is the difference between a workbook and worksheet
Ans :- The difference between a workbook and worksheet are as followes:-

i) Worksheet :– It is the single page in excel where you can work on it. Worksheet is
made up rows and columns. There are 16384 columns and 10,48,576 rows total in a
single worksheet. The columns are labelled alphabetically from A to XFD and rows
from 1 to 10,48,576. There are 3 worksheets named as Sheet1, Sheet2, Sheet3 by
default in Excel. You can rename and change the colour of the worksheet name.

ii) Workbook:- It is collection of worksheets. In other terms, it is the file like the
other files of different applications. You can save the workbook with your name.

12) Define the meaning of formula

Ans :- Formula is the sum/ equation which is used to solve arithmetical problems,
calculations. Formulas are entered in the cell, and every formula must start with = (is
equal to sign). If we don’t add the = (is equal to sign) at the beginning of the formula
then we not get desired result. Formulas are totally depend upon the operand/maths
symbols in between the values. We can also make use of formula in doing basic
calculations in addition, subtraction, division and multiplication.

14) Selecting the maximum value of a range A1 to B20.

Ans :- For selecting the maximum value of range A1 to B20 we make use of MAX ()
function.

15) Calculating average of marks entered in cells E5, F5, G5, H5 and I5
Ans :- For calculating the average of marks entered in cells E5, F5, G5, H5, and I5,
we make use of AVERAGE () function. We will have to write as ‘=AVERAGE
(E5:I5)'.
16) Akriti has entered 49+30 in a cell. The worksheet is not displaying 79 in the
cell. Instead, 49+30 is getting displayed. Help, Akriti in rectifying the problem
Ans :- This is because Akriti has not made the use of proper function/formula in
solving the problem. She has to give ‘equal to' (=)or ‘plus’ (+) sign before the
numbers. She will have to write as =49+30 in the cell instead of 49+30. Or she can
also write as =sum(49+30) and press enter key. She’ll get the answer as 79 in the
result box.

17) For what purpose Pie charts are useful?

Ans :- As per the information/data provided, Pie chart splits/divides the chart/shows
the size of the items. It is displayed as point as the whole pie charts percentage. For
the easy identification, it can be of different colour or pattern.

18) Explain the concept of cell referencing along with its various types.
Ans :- At the time of making use of formula the cell is been referred,(ie cell address is
referred) during calculation time. This is called cell referencing. There are three types
of cell referencing;
i) Absolute cell referencing ii) Relative cell referencing and iii) Mixed cell
referencing

MS-PowerPoint

Exercise:
1. Fill in the blanks :-
1) An electronic page in presentation is called Slide.
2) New Slide button for inserting a new slide can be found on Home tab.
3) In Slide Sorter view, you can see all the slides in a presentation concurrently.
4) Transition is a special effect that allows to specify how to navigate from one slide
to another.
5) The Custom Animation enhance using the flying effect on the text and character.

2. Multiple Choice Questions :-

1) ……………….. is the default file name for a Powerpoint presentation.

a) Untitled 1 b) Book 1 c) Presentation 1 d) Document 1
Ans: Presentation 1

2) File extension for a Powerpoint 2007 presentation is ……………………

a) .ppt b) .pptx c) .docx d) .xlsx
Ans: .pptx

3) The custom animation can apply ……………………….

a) Font work gallery b) Gallery c) Text d) All of these
Ans: d) All of these

4) The entire presentation can be seen at a time ………………………….

a) Slide show view b) Outline view c) Normal view d) Slide sorter
Ans: d) Slide sorter

5) Special effects used to introduce slides in a presentation are.………

a) Transitions b) outline view c) custom animations d) annotations
Ans: a) Transitions

Answer the following :-

1) Write down the name of default view in a PowerPoint presentation
Ans :- Normal view is the default view in a PowerPoint presentation.

2) Differentiate between a presentation and a slide.

Ans :- The difference between presentation and a slide is as follows:-
 i) Presentation :- Presentation can be a single or a collection of more slides.
The presentation files are saved with an extension of .pptx along with the name
that we wish to give. Presentation1 is the by default filename of PowerPoint
file.
 ii) Slide :- Slide is a single page in PowerPoint presentation. We can add as
many slides as we want in our presentation. We can add text, picture, sound,
video, etc. into our slides. We can also apply the special effects like Transition
and Animation in the slides. Slides can be viewed by different views.
3) Write use of layouts in PowerPoint.
Ans :- In the slide, the technique which is used to adjust the things and objects is
called layout. There are placeholders for adding different objects like text, video,
sound etc.

4) In PowerPoint 2007 under the Insert tab, there is a button named Text Box.
What is utility of the feature.
Ans :- The Textbox under the Insert tab is used to add any text inside a box which we
want to add in our slide, picture, ClipArt etc. It helps to draw the attention of the
reader towards it as well as move the text within the document.

5) Animation is a feature, which you can use in your presentation. What is the
purpose of this feature?
Ans :- Animation is the effect which is applied to the text and characters in the slide.
It is used to make the presentation look much attractive and seek the attention of other
towards the topic presented in the presentation.

6) Write three functions that can be performed in slide Sorter view of

presentation.
Ans :- The three functions that can be performed in slide sorter view of presentation
are :
 i) You can view all the slides at one time.
 ii) You can change the sequence of the slides by dragging and dropping them.
 iii) As all the slides are displayed at one time, you can confirm that all the
necessary slides are available and nothing is deleted.
7) How are Header and Footer useful?
Ans :- Header and Footer is useful in terms that it contains the information like
creators/makers name, date and time, slide number, presentation title etc. The update
option in header and footer will automatically update the date and time whenever you
open
PowerPoint.

8) Differentiate between Slide Transition and Custom Animation.

Ans :- The difference between Slide Transition and Custom Animation is as follows :-
 i) Slide Transition :- Slide Transition is the effects applied for movements
from one slide to another. Slide transition is different from Animation.
Transition effect is only applied to the slides. The effects can be
applied/adjusted in term of slide changing like slides can be presented like
automatically (No need of pressing the mouse button for changing the slides, it
changes automatically) or on Mouse click (means the slide will change from
one to the next as the mouse button is pressed).
 ii) Custom Animation :- Custom animation is the special effect applied to the
characters, text or other objects within the presentation slide. It is used to make
our presentation more attractive.
9) Explain the various views of a slide available in PowerPoint 2007 ?
Ans :- The different views of a slide available in PowerPoint 2007 are :- Normal view,
slide sorter view, slide show view, notes page view.
 i) Normal view :- The presentation is by default viewed in Normal view. In
this view, the slides are arranged in a vertical way (which is known as the slide
tab positioned at the left side of the task pane) displaying the currently active
slide on the screen. You can edit or create or move the slides are in Normal
view
 ii) Slide sorter view :- In this view all the all the slides of the presentation are
viewed in the miniature form which means that all the slides are viewed at one
time. This view we can drag and drop any slides to rearrange in order.
 iii) Slide Show View :- In this view the slide is been viewed on the full
computer screen, just like viewed during presentation. This view provides some
features which allows to navigate the slides or we can other feature during
presentation.
 iv) Notes Page view :- In this view, there is place at the bottom of each slide
for us to add notes regarding the presentation if we wish to. It is also called as
speakers note. We can add speakers by this view to the slides. Directly in the
placeholders you can add the speakers notes or at the bottom of the slides.

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