1

MS OFFICE

Microsoft Word

I) Fill in the blanks:-

1) A table is a grid of horizontal rows and vertical columns.

2) There are four types of text alignments in Word, namely left, right, centre and justify.

3) Paragraph Spacing determines the amount of space above or below a paragraph.

4) The white space around the text on a printed page is called the Page margin.

5) The Header is the text which appears at the top margin of every page.

6) By default, a Word document has one column.

7) Print Preview is a way to view the document on-screen before printing the final output.

8) Indent is the extra space between the text in a document and the left and right margins.

9) A table can be created by using the Insert - Table option from the Insert tab.

10) Word provides a feature called Wordart that helps to create special text effects.

11) Autoshapes contains several categories of shapes like lines, basic shapes, flowcharts
that you can use in your documents.

12) Tables are used to organize and present data in the form of rows and columns.

13) ClipArt is a useful feature of Word, which allows you to add images to your document.

14) Find and Replace commands give you the options of searching for a text or replacing a
particular text or piece of text with some other text.

15) Arrangement of information in rows and columns is called a table.

II) State True or False:-

1) In the first line indentation, all the lines of the paragraph are indented from the left
margin. Ans: False

2) Line spacing determines the amount of space above or below a paragraph. Ans: False

3) When you create a new table and enter the text in it, by default the text is left aligned.
Ans: True
 2

4) You cannot insert images in your word document. Ans: False

5) Once you have drawn the various objects, you can format, resize, move and colour them.
Ans: True

6) You can enter text as well as numerical data in a table. Ans: True

III) Answer the following:

1) How will you Create tables in MS Word?

Ans: There are many ways to create tables in Word. Some of the commonly used methods
are:
• Using a toolbar button to insert the table.
• Choosing Insert from the Table menu.
• Drawing the table using the Tables and Borders toolbar tools.
2) How can you change the size of a cell in a table?
Ans: The width of a column or the height of a row in a table, can be changed simply by
taking the pointer to the border of the column or row and dragging the border. The pointer
changes its shape, when taken to the border.
3) How can you move a table?
Ans: The table can be moved by taking the mouse pointer to the upper left corner and
dragging it with the table move/delete handle.
4) Write down the steps to add a Row in a table.
Ans: The following are the steps to add a row in a table:
1) When you insert a table, Table tools options come up.
There are two additional tabs under Table tools – Design and Layout.
2) Go to Layout.
3) On the table click on the row where you want to insert a new row.
4) Choose from the options under Rows and Columns group – Insert above (Row) or Insert
below (Row). The Row gets inserted.
 3

Insert table Window :

Find and Replace Text – Home Tab

Find Command:
The find command searches quickly for a particular word, phrase, or formatting within your
document. Use Find, to easily and efficiently search for references to specific items. For
example, if you needed to find the location in a document where a survey was addressed,
search for the word survey to find each location of the word. When you click the find
command, a Navigation pane opens to the left of the work area. At the top of the pane, in the
text field, type the word or phrase you want to find. All matches found will be displayed in
the Navigation pane. In the document, each match will be highlighted.
Click a specific match in the Navigation pane to move directly to that location in the
document. Mouse-over each match to see its page number in a screen tip.
Steps:
1. Home Tab > Editing group > Find. The Navigation pane displays on the left.
2. Click the text field where it says Search Document.
3. Type the word or phrase you wish to find.
4. Click the magnifying glass search icon.
5. Click any result in the Navigation pane to go to that location.
 4

Replace command:
The replace command gives you an additional option when finding items. You can find a
particular word, phrase, or formatting and immediately replace it with another word, phrase,
or formatting. You would want to use this feature when a particular word or phrase is
outdated or would better be expressed differently. For example, if a document was created
using the acronym HCC instead of Holy Cross Convent High School, use of the Find and
Replace to search for each instance of HCC and Replace it with HCCHS.
Steps:
1. Home Tab > Editing group > Replace. The Find and Replace dialog box displays.
2. In the “Find what:” field, type the word or phrase to find.
3. In the “Replace with:” field, type the word or phrase with which to replace the word or
phrase found.
4. Click the Find Next button to find the next instance.
5. Click the Replace button to replace the word or phrase.
* Please Note: If you are absolutely certain you want to replace all words or phrases found,
without checking, then only click the Replace All button.

MS WORD (Contd...)

1) What is format Painter in MS Word?

Ans: A feature in Microsoft Word that applies a style from one part of the document to
another. The text with the desired style (font, size, etc.) is highlighted and Format
Painter (paint brush icon) is clicked. Format Painter is used when you want to
copy formatting from one item to another. For example if you have written text in Word,
and have it formatted using a specific font type, color, and font size you could copy
that formatting to another section of text by using the Format Painter tool.
 5

2) Write down the steps to use Format Painter.

1) Select the text or graphic that has the formatting that you want to copy.
Note: If you want to copy text formatting, select a portion of a paragraph.
2) On the Home tab, click Format Painter.
3) Use the brush to paint over a selection of text or graphics to apply the formatting. To
stop formatting, press ESC.

3) Write down the steps to insert a symbol:

1) From the Insert tab, click Symbol.
2) Choose the symbol that you want from the drop-down list. If the symbol is not in the list,
click More Symbols.
3) In the font box, choose the font you are using, click the symbol you want to insert, and
select Insert.
4) Steps to add Bullets

1) Within your Microsoft document, place your cursor or highlight the text where you wish
to insert a bulleted list.
2) Under the Home tab in the “Paragraph” section, click the - Bullets Drop-down menu.
3) Choose a bullet style.
5) Steps to add Numbers

1) Within your Microsoft document, place your cursor or highlight the text where you wish
to insert a numbered list.
2) Under the Home tab in the “Paragraph” section, click the [Numbering] drop-down menu.
3) Choose a numbering style.

**************************
 6

MS EXCEL

I) State True Or False:

1) You can sort the data up to three fields at a time. Ans: True

2) A chart is always created on a separate worksheet. Ans: False

3) A pie chart is used to plot a single set of series. Ans: True

4) You can paste a formula or a function by using Paste option under Edit menu. Ans: True

II) Fill in the blanks:

1) The intersection of a row and a column is called a cell.

2) The count function in Excel tells how many numeric entries are there.
3) The statistical calculations and preparation of tables and graphs can be done using Excel.
4) Formulas in MS Excel must begin with an Equal to Sign
5) The process of arranging the items of a column in some sequence or order is
known as Sorting.
6) The Auto Fill feature of MS Excel quickly completes a series of data.
7) The basic unit of a worksheet into which you enter data in Excel is called a cell
8) An Excel file is generally called a Workbook.
9) Column chart displays data in the form of vertical bars and the Bar chart displays data in
the form of long rectangular rods.

III) Answer the following:

1) What is a function in Excel?

Ans: A function is a predefined formula that performs calculations using specific values in a
particular order. Excel includes many common functions that can be used to quickly find
the sum, average, count, maximum value and minimum value for a range of cells.

2) What are cell styles in MS Excel?

Ans: A cell style is a defined set of formatting characteristics, such as fonts and font sizes,
number formats, cell borders, and cell shading. Microsoft Office Excel has several built-in
cell styles that you can apply or modify.
 7

3) How is Excel beneficial?

Ans: MS Excel is used for various purposes by business establishments. Some organizations
use this spreadsheet software for generating memos, track sales trends, and other business
data. MS Excel has a simple interface that allows users to easily understand this software and
also perform basic activities.

4) Explain the different types of functions in Excel.

The most commonly used functions in MS excel formulas.

FUNCTION CATEGORY DESCRIPTION USAGE

01 SUM Math & Trig Adds all the values in a range of cells =SUM(E4:E8)

02 MIN Statistical Finds the minimum value in a range of cells =MIN(E4:E8)

03 MAX Statistical Finds the maximum value in a range of cells =MAX(E4:E8)

04 AVERAGE Statistical Calculates the average value in a range of cells =AVERAGE(E4:E8)

05 COUNT Statistical Counts the number of cells in a range of cells =COUNT(E4:E8)

06 DAYS Date & Time Returns the number of days between two dates =DAYS(D4,C4)

07 NOW Date & Time Returns the current system date and time =NOW( )

5) Basic Formulas in MS Excel:

Excel can calculate basic equations like addition, subtraction, multiplication, and division.
Let’s say you just want to add two numbers, with the answer appearing in a particular cell.
(As you may remember, all formulas begin with an = sign.)
To write a formula that adds two numbers together (for example, 181 + 376)
1. Click on the cell where you want the answer to the equation to appear.
2. Begin by typing the = sign.
3. Type the numbers you want to add separated by the + sign (without spaces): 181+376.
4. Your entire equation should look like this: =181+376
5. Press the Enter key.
6. You will now see the sum 557 appear in the cell.
You can repeat these steps for subtraction, multiplication, or division too. Instead of the plus
sign (+), use (-) for subtraction, (*) for multiplication, and ( / ) for division.