Unit 2 Electronic Spreadsheet

CBSE(class – 10)
What are the learning outcomes of electronic
spreadsheet?
1. Analyse data using scenarios and goal seek
2. Link data and spreadsheets
3. Share and review a spreadsheet
4. Create and Use macros in spreadsheet

Important Questions Use Consolidating data

Class 10
Let’s start the article Important Questions Use Consolidating data Class 10 with very short
answer questions of one mark.

Very short answer questions (One mark

questions)
[1] Divya wants to prepare a master sheet with a combination of data from another 3 worksheets.
Which of the following feature is useful for her?

a) Data Table

b) Data Consolidate

c) Link worksheets

d) Cell Referencing

Ans. b) Data Consolidate

[2] The consolidate option is available under __________ menu.

a) File

b) Insert

c) Tools

d) Data
Ans. d) Data

[3] The copy results to option are

a) the cell references where the result is going to be displayed

b) the absolute cell references

c) the relative cell references

d) the cell references to be used for formula

Ans. a) the cell references where the result is going to be displayed

[4] Which of the following function is set as by default in data consolidation?

a) count

b) sum

c) max

d) min

Ans. b) sum

[5] Shaan is working on a spreadsheet and he performed the operation data consolidation. But he
wanted to generate the results in the target instead of the actual results. Select the appropriate
option he can choose?

a) Copy to

b) Consolidation Ranges

c) Link to source data

d) Function

Ans. c) Link to source data

[6] The data can be consolidated by

a) by row labels and Column Labels

b) by row number and column name

c) by values

d) by link

Ans. a) by row labels and column labels

[7] Gayatri is working in OO calc. She is searching for the option to define a range. Help her to
search the option by selecting one of the correct options?

a) Insert – Define Range

b) Tools – Define Range

c) Format – Define Range

d) Data – Define Range

Ans. d) Data – Define Range

[8] The __________ can be used to select arrays, and then choose a statistical function to apply
them.

a) consolidation

b) subtotal

c) goal Seek

d) scenario

Ans. b) subtotal

[9] Kapil is unable to find the subtotal option. Suggest an option to select the menu under which
Subtotal is available:

a) Tools

b) File

c) Insert

d) Data

Ans. d) Data

[10] __, totals/add data arranged in an array—that is, a group of cells with labels for columns
and/or rows Which step one must follow before using the Subtotal option?

a) consolidate

b) rename data

c) filter data

d) subtotal

Ans. d) subtotal
[11] The sort option is available on _____________ tab in subtotal group.

a) 1st Group

b) Options

c) Group by

d) Use function

Ans. b) Options

[12] To activate custom sort which of the following option is correct in oo calc?

a) Tools -> Options -> General -> Sort Lists

b) Tools -> Options -> OpenOffice.org Calc -> Sort Lists

c) Tools -> Options -> OpenOffice.org Calc -> Sorting

d) Tools -> Options -> OpenOffice.org Calc -> Sort Value

Ans. b) Tools -> Options -> OpenOffice.org Calc -> Sort Lists

[13] Which of the following tool is used to test the what-if questions?

a) goal seek

b) scenarios

c) subtotal

d) Consolidate data

Ans.b) scenarios

[14] Each scenario in a spreadsheet

a) have a name

b) can be edited

c) can be formatted separately

d) all of the above

Ans. d) all of the above

[15] Which of the following statement is correct with respect to scenarios print?

a) prints everything
b) prints all named scenarios

c) prints only current active scenario

d) prints only formulas

Ans. c) prints only current active scenario

[16] A _____________ is a saved set of cell values for calculation.

a) scenario

b) goal seek

c) consolidation

d) format

Ans. a) scenario

[17] Minesh wants to switch the scenarios frequently. Which of the following options are helpful
for him?

a) Scrollbars

b) Ruler bars

c) Navigator and drop-down list

d) Navigation bar

Ans. c) Navigator and drop-down list

[18] Linking helps in

a) connecting data from different sources

b) keep data organized between multiple sheets

c) make calculations across multiple worksheets

d) All of these

Ans. d) All of these

[19] Ankit is setting up multiple sheets for linking. But he is not identifying the sheets.
Help him which component help to identify the worksheets?

a) Title Bar

b) Name Box
c) Sheet tab

d) Formula bar

Ans. c) Formula bar

[20] Which of the following is not a type of hyperlink?

a) Web

b) FTP

c) Telnet

d) relative

Ans. d) relative

[21] Aditya wants to share the worksheet with his colleagues. Suggest the correct option
from the below given options:

a) Insert – Share Document

b) Format – Share Document

c) Tools – Share Document

d) Data Share Document

Ans. c)

[22] Nirmal wants to change the default colour settings of changes made by the user.
Which of the following option is correct for him?

a) Edit – Changes – Color

b) Tools – Options – OpenOffice.org Calc- Changes

c) Tools – Option – Changes – Color

d) Tools – Changes – Color

Ans. b)

23] ______________ is a sequence of commands or keystrokes that are stored and

saved for future use.

a) Goal Seek

b) Macro

c) Formula
d) Cell reference

Ans. b) Macro

[24] Which of the following statement is not correct for macro?

a) Macro language is very flexible

b) It can perform both simple and complex tasks

c) It can repeat the same task over again and again

d) It can run automatically as and when needed

Ans. d)

[25] The macros in the spreadsheet are being created in

a) macro player

b) macro recorder

c) macro storage

d) macro drive

Ans. b) macro recorder

[26] Rutu wants to create a macro in spreadsheet software. But she forgot the
command from menu. Select an appropriate command from the following:

a) Tools -> Macros -> Create Macro

b) Tools -> Macros -> Play Macro

c) Tools -> Macros -> Record Macro

d) Tools -> Macros -> Start Macro

Ans. c) Tools -> Macros -> Record Macro

[27] When all the commands are recorded in macros, you can use
___________________ button to stop the macro recorder.

a) Stop Recording

b) Exit Recording

c) Save Recording

d) Break Recording

Ans. a) Stop Recording

Ans. c) Statment A and B are correct

[28] If no libraries exist, then the ____________ library is automatically created and
used.

a) default

b) automatic

c) built-in

d) standard

Ans. d) standard

[29] By default, the macro New Module dialog box gives a new name to the module is

a) New Module1

b) Module1

c) New Module

d) Module0

Ans. b) Module1

[30] Function names are

a) case sensitive

b) case insensitive

c) editable in the worksheet

d) not repeatable

Ans. b) case insesitive

[31] The security warning dialog box provides which of the following buttons:

a) Enable Macros, Disable Macros, Help

b) Active Macros, Deactive Macros, Exit

c) Run Macros, Stop Macros, Cancel

d) Edit Macros, Save Macros, Exit

Ans. a) Enable Macros, Disable macros, help

[32] Arun got the message – “This document contains macros. Macros may contain
viruses. Execution of is disabled due to the current macro security settings in Tools –
Options – OpenOffice.org – Security. Therefore, some functionality may not be
available.” Which of the following is the cause for this message?

a) The macros are disabled

b) The macros are enabled

c) The macros are created but with errors

d) The macros are not created in the standard library

Ans. a) The macros are disabled

[33] The ___________ is automatically loaded when the document is opened.

a) Spreadsheet Macro Templates

b) Spreadsheet Macro Functions

c) Macro Standard Library

d) Macro Recorder

Ans. c) Macro Standard Library

[34] The arguments passed to macro from Calc are always

a) numeric Values

b) defined ranges

c) values (Numeric or text)

d) existing macros

Ans. a) Numeric Values

[35] Which of the following function refer to a current spreadsheet?

a) ThisComponent.Sheets

b) ThisComponent.LoadSheets()

c) ThisComponent.getSheets()

d) ThisComponent.openSheets()

Ans. c) ThisCompnent.getSheets()
Answer the following:

1. The _____________ feature provides the contents of one cell from more than one sheet that
can be combined in one place.
2. You cannot combine more than one worksheet cell data into different sheets and use the
formula. (True/False)
3. How to open a consolidated dialog box in OO Calc?
4. To create a range, which of the following option is used?
a. Insert → Names → Rang b. Insert → Names → Define c. Insert → Range d. None
of these
5. Which of the following button is used to define a range after typing name?
a. Add b. OK c. More d. Delete
6. The row labels and column labels options will only available when you click on _______
button.
7. The __________ option is used to update the value in consolidated worksheet formula cell
automatically when the
8. Which of the following option allows to select the source of data for the consolidation?
a. Function b. Consolidation Ranges c. Source Data range d. Copy results to
9. Which of the following option of consolidate dialog box allow to select destination cells?
a. Function b. Consolidation Ranges c. Source Data range d. Copy results to
10. Once ranges are added to consolidated dialog cannot be deleted. (True/False)

Find the answers for Objective Type Questions for Use Consolidating data Class 10.

Answers
1. Consolidate
2. False
3. Click on Data → Consolidate option.
4. b. Insert → Names → Define
5. a. Add
6. Consolidate by
7. Link to source data
8. c. Source Data range
9. Copy result to
10. False

In the next section of the article Use Consolidating data Class 10 you wilto l get short answers
questions of 2 marks.
Short answer questions:(2/3 Marks questions)
Q – 1 What do you mean by consolidating data?
Ans.:

 Consolidating data is a process to gather data from various separate worksheets and add to a
master worksheet.
 In other words, data consolidation takes data from a series of worksheets or workbooks and
summaries it into a single worksheet that can be updated easily.

Q – 2 Write steps to use consolidating data in OO Calc.

Ans.: Follow these steps to consolidate data:

1. Create separate worksheets as per the requirements.

2. Place the cursor in the target worksheet where data consolidation is needed.
3. Click on Data – Consolidate option. A data consolidate dialog box appears.
4. Select the required function from the Function drop-down button.
5. Add the ranges by selecting the Source data range and Add button as you need.
6. Select the copy results to cell to display the result.
7. Click on OK button.

Q – 3 Write the options available in the Consolidate dialog box.

Ans.: The following options are available in consolidating the dialog box.

 Function
 Consolidate Ranges
 Select data range
 Copy results to
 Labels
 Link to source data
 Button – OK, Cancel, Help, Add, Delete, More

Q – 4 What is the role of function option in consolidate dialog box?

Ans.: The function option in consolidate dialog box allows to select the function in the
destination cells. This is the first thing that has been done by the user in the consolidating data
process.
Q – 5 What is the consolidation ranges list?
Ans.: The consolidation ranges list displays the list of selected ranges from where the input is
coming. It is the ranges of other sheets or input values. It is displayed like this: $Sheet1.$A$6.
Q – 6 How to add input value cells without creating ranges for data consolidation?
Ans.:
Step 1: Click on the source data range option.
Step 2: Click on the shrink button.
Step 3: Move to the source worksheet and select the cell.
Step 4: Now again click on the shrink button.
Step 5: Click on the Add button.
Q – 7 How to define ranges?
Ans.: Follow the given steps to define ranges in OO Calc.

1. Select the cells for which range is going to be defined.

2. Click on Data – Define Range option.
 3. Name for the range.
4. Click on OK button.

Q – 8 What is the significance of Copy results to option in Data consolidation?

Ans.: Copy results to option in data consolidation provides the option to select the cell where the
result will be displayed. Basically, it contains the function and target cells to calculate the result.

Q – 9 Name a few functions available in the data consolidation function drop down.

Ans.: The data consolidation function drop-down has the following functions in the Function
drop-down list.

1. Sum
2. Count
3. Average
4. Max
5. Min
6. Product etc.

Q – 10 Explain the option Link to source data.

Ans.: The option Link to source data is given to insert the formulas. Basically, it produces the
results in the target range instead of the actual results.

If this option is clicked in data consolidation, then any values modified in the source ranges are
automatically updated in the target range.

The corresponding cell references in the target range are inserted in consecutive rows, which are
automatically ordered and then hidden from view. Only the final result, based on the selected
function, is displayed.

Q – 11 What is the use of consolidate by? What are the options provided by OO calc under
this option?

Ans.: The option consolidate by is used to select the matching the row label or column label. It
has two options:

1. Row labels
2. Columns labels

To consolidate by row labels or column labels, the label must be contained in the selected source
ranges. The text in the labels must be identical so that rows or columns can be accurately
matched.

If the row or column label does not match any that exist in the target range, it will be appended
as a new row or column.
 Macro

What is macro?
The best way to remember and learn something is by listening. So if you want to learn
something you can record the contents in your own voice and listen as many times as
you want and you can learn anything easily. Similarly, a spreadsheet provides a feature
called macro to record the commands, tasks, or the activities performed by the user on
a specific worksheet or set of worksheets, and then it can be used to avoid repetition of
commands or similar tasks in other worksheets.

A macro is a recorded name of set of tasks or commands in MS Excel which is

used to repeat them by single click or shortcut key.

Advantages of Macro
1. It saves user’s time
2. Repeat a number of commands in just one click or using the shortcut key
3. User can record numerous formatting commands or formulas in a single worksheet
4. User can use their names for each macro
5. It reduces the errors occurring with repetitive tasks
6. It is capable to perform any kind of complex calculations easily

The developer tab

MS Excel provides a developer tab to work with macros. By default, it is not activated in
excel. Follow these steps to activate the Developer tab.

1. Click on File –> Options.

2. A new dialog box appears, Find the customize ribbon from the dialog box.
3. Find the main tabs then Developer check box.
4. Click on the Developer checkbox.
5. Click on the OK button.
 Activate

Creating a macro
I have prepared data for salesmen for month wise sales and recording macro to prepare
a report. To create a macro follow these steps:

Data for macro

Step 1 Place the cursor in the cell C2.

Step 2. To start the process, click on the Developer –> Use relative references to copy
the relevant cell address of the worksheet.
User relative reference option from developer tab

Step 3 Now click on Developer –> Record Macro.

Record macro command from Developer tab

Step 4 Now record macro dialog box will appear as displayed in the following
screenshot.

Record macro dialog box

in MS Excel

1. Macro Name: Give a name for your macro.

2. Shortcut key: You can assign a shortcut key for the macro.
3. Store macro in: It provides three locations to store your macro as follows:
o Personal macro workbook
 o New Workbook
o This Workbook
4. Description: You can write a brief description of your macro.

Step 5 I have selected the option this workbook. Click on OK button. It will display two
buttons that indicates recording is started. Observer the following screen shot as given
1 and 2 number.

Stop macro recording

Step 6 Now type formulas in C13, C14, and C15. Similarly type the formulas for
Maximum and Minimum. Apply formatting if you want to apply and click on Stop
recording button as displayed in step 5.

Running Macro
Step 1 Place the cursor in D4.

Step 2 Now click on Developer –> Macros option.

Step 3 Macro dialog box will appear with the list of Macros.

Step 4 Select a macro to run from the list and click on Run button.
 S
tep 2 Open macros dialog box
Step 3 and 4 Select and macro and run

Step 5 Display result after running macro

Need for Share and review spreadsheet

When we are working with MS Excel in the workplace, there are some other people who
are working on the same worksheet.
In this scenario, we need to share the worksheet with multiple users on the network.
Therefore these users can work on the same file from different computers connected to
the network.

When they finished their work this spreadsheet needs to be reviewed for the changes
done by multiple users.

For that purpose spreadsheet software like MS Excel, OO Calc provides one feature
called Share and review spreadsheet. So let’s begin with this feature.

How to share the spreadsheet?

To share a spreadsheet follow the given steps:

Step 1 Open a saved spreadsheet for sharing.

Step 2 Click on Review –> Share workbook option from the changes group.

Share workbook in MS Excel

A share workbook dialog box will appear as displayed in the given scree shot.

Share workbook dialog box in MS Excel

Step 3 Click on the checkbox to allow another user on the network to do the changes.

Step 4 Click on OK button.