CLASS IX-INFORMATION TECHNOLOGY (402)-NOTES

PART A: EMPLOYABILITY SKILLS (TOTAL 10 MARKS)

UNIT 1: Communication Skills

UNIT 2: Self-Management Skills
UNIT 3: Information and Communication Technology Skills
UNIT 4: Entrepreneurial Skills
UNIT 5: Green Skills

PART B: SPECIFIC SKILLS (TOTAL 40 MARKS)

UNIT 1: Introduction to IT-ITeS industry

UNIT 2: Data Entry and Keyboarding skills
UNIT 3: Digital Documentation
UNIT 4: Electronic Spreadsheet
UNIT 5: Digital Presentation

PART A: EMPLOYABILITY SKILLS (TOTAL 10 MARKS)

UNIT 1: COMMUNICATION SKILLS

In the present time, a thorough knowledge of language with communication skills is very important in
any occupation or business. Speaking more than one language can help you to communicate well with
people around the world. Learning English can help you to communicate with people who understand
English besides the mother tongue.

Communication has three important parts:

1. Transmitting —The sender transmits the message through one medium or another.
2. Listening — The receiver listens or understands the message.
3. Feedback —The receiver conveys their understanding of the message to the sender in the form of
feedback to complete the communication cycle.

The various elements of a communication cycle are:

Sender: the person beginning the communication.
Message: the information that the sender wants to convey.
Channel: the means by which the information is sent (mobile phone, laptop etc.).
Receiver: the person to whom the message is sent.
Feedback: the receiver‘s acknowledgement and response to the message.

Methods of Communication:

Method Description
1. Face-to-face informal There is nothing better than face-to-face
communication communication. It helps the message to be
understood clearly and quickly. Also, since body
language can be seen in this case; it adds to the
effectiveness of the communication.
2.e-mail e-mail can be used to communicate quickly with
one or many individuals in various locations. It
offers flexibility, convenience and low-cost.
3.Notices/Posters It is effective when the same message has to go
out to a large group of people. Generally used for
where email communication may not be
effective. For example, ‗Change in the lunch time
for factory worker,‘ or ‗XYZ Clothing will remain
closed for customers on Sunday.‘

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4. Business Meetings Communication during business meetings at an
organisation are generally addressed to a group of
people. It can be related to business, management
and organisational decisions.
5. Other Methods There can be various other methods like social
networks, message, phone call for
communication, newsletter, blog, etc.

TYPES OF COMMUNICATION:
Depending on the communication, there may be different types of communications.
1. Verbal communication
2. Non-verbal communication
3. Visual communication

1. Verbal communication: Verbal communication includes sounds, words, language, and speech.
Speaking is one of the most effective and commonly used way of communicating. It helps in
expressing our emotions in words.

Types of Verbal Communication:

i. Interpersonal Communication : This form of communication takes place between two individuals
and is thus a one-on-one conversation. It can be formal or informal.
Examples
a. A manager discussing the performance with an employee.
b. Two friends discussing homework.
c. Two people talking to each other over phone or video call.
ii. Written Communication: This form of communication involves writing words. It can be letters,
circulars, reports, manuals, SMS, social media chats, etc. It can be between two or more people.
Examples
a. A manager writing an appreciation e-mail to an employee.
iii. Small Group Communication: This type of communication takes place when there are more than
two people involved. Each participant can interact and converse with the rest.
Examples
a. Press conferences
b. Board meetings
c. Team meetings
iv. Public Communication: This type of communication takes place when one individual addresses a
large gathering.
Examples
1. Election campaigns
2. Public speeches by dignitaries

Advantages of Verbal Communication:

It is an easy mode of communication in which you can exchange ideas by saying what you want and
get a quick response.

Disadvantages of Verbal Communication:

Since verbal communication depends on written or spoken words, sometimes the meanings can be
confusing and difficult to understand if the right words are not used.

2. Non-verbal communication: Non-verbal communication is the expression or exchange of

information or messages without using any spoken or written word. In other words, we send signals
and messages to others, through expressions, gestures, postures, touch, space, eye contact and para
language.

Types of Non-Verbal Communication:

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i. Facial Expressions: Our expressions can show different feelings, such as Happiness, Sadness, Anger,
Surprise, Fear, etc.
ii.Posture: Postures show our confidence and feelings. For example, a straight body posture shows
confidence while a slumped posture is a sign of weakness.
iii. Gestures or Body Language: Gestures include body movements that express an idea or meaning.
For example, raising a hand in class to ask a question and biting nails when nervous.
iv: Touch: We communicate a great deal through touch. For example, a firm handshake to display
confidence and pat on the back to encourage someone.
v.Eye Contact: The way we look at someone can communicate a lot. Eye contact shows that we are
paying attention to the person as opposed to looking away, which can make the other person feel
ignored.

3.Visual Communication:
Visual communication proves to be effective since it involves interchanging messages only through
images or pictures and therefore, you do not need to know any particular language for understanding it.
It is simple and remains consistent across different places. Some common types of visual
communication are shown:

1. Under construction

2. No pet allowed

3. Danger

4. No mobile phone

Communication Cycle and Importance of Feedback:

Feedback is an important part of the communication cycle. For effective communication, it is important
that the sender receives an acknowledgement from the receiver about getting the message across. While

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a sender sends information, the receiver provides feedback on the received message. Feedback can be
positive or negative.

Types of Feedback:
i. Positive Feedback : a) I noticed you finished the work perfectly. Great job!
b) I really appreciate you taking that call. Can you please also share the
details?
ii. Negative Feedback: a) You keep forgetting to smile at the hotel guests when you talk to them.
b) You take really long to reply toe-mails! Are you always so busy?
iii. No Feedback: a) It is also a feedback in itself which indicates disagreement of ideas.

A good feedback is one that is:

• Specific: Avoid general comments. Try to include examples to clarify your statement. Offering
alternatives rather than just giving advice allows the receiver to decide what to do with your feedback.
• Timely: Being prompt is the key, since feedback loses its impact if delayed for too long.
• Polite: While it is important to share feedback, the recipient should not feel offended by the language
of the feedback.
• Offering continuing support: Feedback sharing should be a continuous process. After offering
feedback, let recipients know you are available for support.

Importance of Feedback:
Feedback is the final component and one of the most important factors in the process of communication
since it is defined as the response given by the receiver to the sender. Let us look at certain reasons why
feedback is important.
• It validates effective listening: The person providing the feedback knows they have been understood
(or received) and that their feedback provides some value.
• It motivates: Feedback can motivate people to build better work relationships and continue the
good work that is being appreciated.
• It is always there: Every time you speak to a person, we communicate feedback so it is impossible
not to provide one.
• It boosts learning: Feedback is important to remain focussed on goals, plan better and develop
improved products and services.
• It improves performance: Feedback can help to form better decisions to improve and increase
performance.

What is Effective Communication?

We now know that there are different methods of communication: non-verbal, verbal and visual.
However, all these methods can only be effective if we follow the basic principles of professional
communication skills.
These can be abbreviated as 7 Cs i.e., Clear, Concise, Concrete, Correct, Coherent, Complete and
Courteous.

FIG: 7C‘s

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Barriers to Effective Communication:
Physical Barriers
Physical barrier is the environmental and natural condition that act as a barrier in communication in
sending message from sender to receiver. Not being able to see gestures, posture and general body
language can make communication less effective. For example, text messages are often less effective
than face-to-face communication.
Linguistic Barriers
The inability to communicate using a language is known as language barrier to communication which
cause misunderstandings and misinterpretations between people. For example, slang, professional
jargon and regional colloquialisms can make communication difficult.
Interpersonal Barriers
Barriers to interpersonal communication occur when the sender‘s message is received differently from
how it was intended. It is also very difficult to communicate with someone who is not willing to talk or
express their feelings and views. Stage fear, lack of will to communicate, personal differences can
create interpersonal barriers to communication.
Organisational Barriers
Organisations are designed on the basis of formal hierarchical structures that follow performance
standards, rules and regulations, procedures, policies, behavioural norms, etc. Superior-subordinate
relationships in a formal organisational structure can be a barrier to free flow of communication.
Cultural Barriers
Cultural barriers is when people of different cultures are unable to understand each other‘s customs,
resulting in inconveniences and difficulties. People sometimes make stereotypical assumptions about
others based on their cultural background, this leads to difference in opinions and can be a major
barrier to effective communication.

Ways to Overcome Barriers to Effective Communication:

• Use simple language
• Do not form assumptions on culture, religion or geography
 Try to communicate in person as much as possible use visuals
• Take help of a translator to overcome differences in language
• Be respectful of other‘s opinions

UNIT 2: Self-Management Skills

Introduction:
Self-management, also referred to as ‗self-control,‘ is the ability to control one‘s emotions, thoughts
and behaviour effectively in different situations. This also includes motivating oneself, and setting
goals. People with strong self-management skills are better in doing certain things better than others.

Basics of Self-management:
To perform well at work and life in general, we must be able to manage and improve yourself in
various skills including discipline and timeliness, goal-setting, problem solving, teamwork,
professionalism, etc.

Following are some of the skills you must master to succeed in life:
• Self-awareness: Ask for honest feedback. Gather insights on your personality and work-specific
proficiencies. Think about your daily interactions and how you handled situations well or could have
handled them differently.
• Responsibility: Taking responsibility for your tasks is very important. Taking ownership is the step
towards self-development. For example, if you have been assigned a task by a teacher; ensure you take
complete ownership. Even if you are unable to complete the task on time, you must report it and then
correct it.
• Time Management: Prioritise the things you have to do. Remove waste and redundancy from work.
Make a time table and follow it diligently.
• Adaptability: Stay current with best practices and read up on new information always. Prepare
yourself for new changes, so that you can transition seamlessly.

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Stress Management:
Have you ever felt worried that you will not pass in an exam? Do you feel pressurised when people
around you bring up certain topics for discussion (issues that you are not comfortable with)? Do you
fear that you will be unsuccessful in life?
If yes, then you are going through stress.

What is Stress?
Stress can be defined as our emotional, mental, physical and social reaction to any perceived demands
or threats.

Stress Management:
There are many instances when stress can be helpful. The stress created by a deadline to finish a paper
can motivate you to finish the assignment on time. But when experienced in excess or for a long period
of time, stress has the opposite effect. It can harm our emotional and physical health, and limit our
ability to function well at home, in school and within our relationships. Managing stress is about
making a plan to be able to cope effectively with daily pressures. The ultimate goal is to strike a
balance between life, work, relationships, relaxation and fun.
So, we must always keep in mind the ABC of stress management
A: Adversity or the stressful event
B: Beliefs or the way you respond to the event
C: Consequences or actions and outcomes of the event

Three Steps to Manage Stress

Step 1: Be aware that you are stressed
Step 2: Identify what is causing you stressed
Step 3: Apply stress management methods.

Management Techniques:
Here are a few simple stress management techniques.
• Time management: Proper time management is one of the most effective stress-relieving techniques.
• Physical exercise and fresh air: A healthy lifestyle is essential for students. Stress is generally lower
in people who maintain a healthy routine. Doing yoga, meditation and deep breathing exercises help in
proper blood circulation and relaxes the body.
• Healthy diet: Having a healthy diet will also help you reduce stress.
• Positivity: Focussing on negative aspects of life will add more stress. Instead, learn to look at the
good things and stay positive. For example, instead of feeling upset over a scoring less in a test, try to
maintain a positive attitude and look at ways to improve the next time.
• Organising academic life; no delaying: By keeping class notes organised, finishing in assignments
on time, and keeping track of all deadlines, stress can be reduced to a great extent.
• Sleep: We should get a good night‘s sleep for at least 7 hours so that our brain and body gets
recharged to function better the next day.
• Holidays with family and friends: Going to a relative‘s place, such as your grandparents‘ house or a
new place during your summer vacations can help you break from the normal routine and come back
afresh.

Ability to Work Independently

If we can become a calm and relaxed person, we will be have the ability to work independently, which
means.
1. becoming self-aware, self-monitoring and self-correcting.
2. knowing what we need to do.
3. taking the initiative rather than being told what to do.
4. recognising our mistakes and not blaming others.
5. having the ability and the will to learn continuously.

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Emotional Intelligence:
Emotional intelligence is the ability to identify and manage one‘s own emotions, as well as the
emotions of others. It is generally said to include at least three skills:
• Emotional awareness : the ability to identify and name one‘s own emotions.
• Harnessing emotions : the ability to harness and apply emotions to tasks like thinking and problem
solving.
• Managing emotions : the ability to regulate one‘s own emotions when necessary and help others to
do the same.

Some steps to manage emotional intelligence are as given below.

• Understand your emotions: Observe your behaviour and note the things you need to work on. You
can then work on the things you need to improve.
• Rationalise: Do not take decisions abruptly; be rational in your thinking.
• Practise: Do meditation and yoga to keep yourself calm.

Self-awareness — Strength and Weakness Analysis:

Being self-aware means that you can identify your strengths and weaknesses. Self-awareness,
therefore, will help you in converting your weakness into strength and strength into an exceptional
talent.

Knowing Yourself “Who am I?” Understanding who you are, what you like or dislike, what are your
beliefs, what are your opinions, what is your background, what you do well and what you do not do
well is important because only then can you actually measure your strengths and weaknesses.

In other words, being self aware actually means knowing your inner strengths, hidden talents, skills and
even weaknesses.

Techniques for Identifying our Strengths and Weaknesses

Finding Strengths (or abilities)
• Think of anything that you are always successful at.
• Think about what others like in you.
• Take out time and think about what you do well.
Finding Weaknesses
• Point out the areas where you struggle and the things you find difficult to do.
• Look at the feedback others usually give you.
• Be open to feedback and accept your weaknesses without feeling low about it. Take it as an area of
improvement.

You can find your strengths and weaknesses once you find answers to the questions given here.
• How am I different from others?
• What do I do better than others?
• What do other people admire in me?
• What makes me stand out?
• Where do I worry and struggles?
• Where, how and why do others perform better than me?
• What advice for improvement do I often receive from others?

Self-motivation:
We have heard about the story of the hare and tortoise? Who won that race in spite of being slow? The
tortoise. The key to win was that the tortoise never thought less of itself and stayed motivated even
though it was lagging behind. But slowly and gradually it crossed all hurdles and continued the race
without being demotivated. Self-motivation is simply the force within you that drives you to do things.
Self-motivation is what pushes us to achieve our goals, feel happy and improve our quality of life. In
other words, it is our ability to do the things that need to be done without someone or something
influencing us.

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Building Self-motivation
There are four steps for building self-motivation, which are as given below.

1. Find out your strengths: Identify your likes and dislikes. Understand what makes you happy.
For example, I love cooking.
2. Set and focus on your goals: Define the goals you want to achieve and focus all your energy to
achieve your goal.
3. Develop a plan to achieve your goals: Plan and set timelines to achieve your goals, Plan a list of
activities that you will do to achieve each goal.
For example, after schooling, you may be required to appear for a competitive examination to join
Hotel Management Institute.
4. Stay loyal to your goals: Work towards achieving your goal, even when you are facing difficult
time.
For example, even though I did not clear the Hotel Management entrance exam, I will find out other
ways to become a chef.

Self-regulation — Goal Setting:

A man was travelling and stopped at an intersection. He asked an elderly man, ―Where does this road
take me?‖ The elderly person asked, ―Where do you want to go?‖ The man replied, ―I don‘t know.‖
The elderly people said, ―Then take any road. What difference does it make?‖ How true is that? When
we do not know where we are going, any road will take us there. So in life, we need to have a clear
vision of what we will do and where we want to go.

Goal setting is a very essential factor in our personal life. The process of goal setting in our life helps
us decide on how to live our life, where we want to be, and how we want to be in the future.

How to Set Goals?

We can use SMART method to set goals. SMART stands for:
• Specific : A specific and clear goal answers six questions. Who is involved in the goal? What do I
want to do? Where do I start? When do I start and finish? Which means do I use? Why am I doing this?
Not a specific goal: ―I would learn to speak English.‖
Specific goal: ―I would learn to speak English fluently by joining coaching classes after my school
everyday, and in six months I will take part in the inter-school debate competition.‖
• Measureable : A measureable goal answers the questions ―How much?‖, ―How many?‖ and ―How
do I know that I have achieved results?‖
Not measurable goal: ―I want to be rich.‖
Measurable goal: ―I want to have 5 times more money than what I have today in my hand at the end of
this year.‖
• Achievable :Breaking down big goals into smaller parts will make the goal achievable.
Bigger Goal: ―I want to become a teacher in my school.‖
Breaking it into smaller goals:
ƒ. Complete higher secondary
ƒ. Complete Graduation
ƒ. Complete B.Ed.
ƒ. Apply for jobs in the teaching field
• Realistic :A realistic goal would be something that we want to achieve and can work towards.
Example of unrealistic goal: ―I will read my entire year‘s syllabus in one day and get good marks.‖
Realistic goal: ―I spend 3 hours every day of the year after school to revise my subjects to get good
marks in the exams.‖
• Time bound :A SMART goal should have a timeframe by when the goal needs to be achieved. This
encourages us to take actions to completely fulfill the goals.
Not a time bound goal: ―I want to lose 10 kg someday.‖
Time bound goal: ―I want to lose 10kg in the next 6 months.‖

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Time Management and Its Importance
Time management is the ability to plan and control how you spend the hours of your day well and do
all that you want to do.
An example of good time management skills would be when you decide to finish your homework
immediately after school so you have time to watch TV later in the evening. Time management is the
thinking skill that helps us to
• complete tasks on time.
• make a daily timetable.
• make a good guess at how long it will take you to do something.
• submit homework and assignments on time.
• not waste time during the day.

Four Steps for Effective Time Management

Step 1: Organise
• We plan our day-to-day activities.
• We make a timetable that we follow.
• We keep our surroundings and study table clean and mess free.
• We put things back where they belong.
• It helps us save time!
Step 2: Prioritize
• We make a to-do list that has all our activities and we rank them in the order of importance.
For example, you may rank doing homework as the most important task.
It helps us to get the most important task done first and also to track what is pending.
Step 3: Control
• We have a control over our activities and time.
• We avoid time wasters like chatting on the phone, surfing gossip sites, etc., and focus on more
important
things.
Step 4: Track
• We identify and note where we have spent our time. This will help us analyse if we have used our
time \ effectively or not. It also helps us to identify time-wasting activities

UNIT 3: Information and Communication Technology Skills

Introduction:
ICT stands for Information and Communication Technology. ICT refers to all the methods, tools,
concepts related to storing, recording and sending digital information.

Computer Hardware and Software

A computer system consists of two main parts— the hardware and the software. The physical parts that
we can see and touch are called Hardware. These are the keyboard, monitor, CPU, etc.
There is another important part i.e., the software. Software are the set of programs which makes the
hardware work the way we want. The most important software in any computer is the Operating
System (OS).

Function Keys
Keys labeled from F1 to F12 are function keys. The function of the F1 key in most programs is to get
help on that program.
Some keyboards may have fewer function keys.
(a) Control keys: Keys, such as Control (CTRL), SHIFT, SPACEBAR, ALT, CAPS LOCK and TAB,
are special control keys that perform special functions depending on when and where they are used.
(b) Enter key: The label on this key can be either ENTER or RETURN, depending on the brand of
computer that you are using. You use the ENTER or the RETURN key to move the cursor to the
beginning of a new line. In some programs, it is used to send commands and to confirm a task on a
computer.

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(c) Punctuation keys: Punctuation keys include keys for punctuation marks, such as colon (:),
semicolon (;), question mark (?), single quotation marks (‗ ‘), and double quotation marks (― ‖). (d)
Navigation keys: Keys, such as the arrow keys, HOME, END, PAGE UP, and PAGE DOWN are
navigation keys. These are used to move up and down, right and left in a document. The HOME and
END keys move the cursor to the left/right end of a line of text, respectively. The PAGE UP and PAGE
DOWN keys are used to move one page up and one page down, respectively.
(e) Command keys: Keys, such as INSERT (INS), DELETE (DEL), and BACKSPACE are command
keys. When the INSERT key is turned ON, it helps you overwrite characters to the right of the cursor.
The DELETE key and the BACKSPACE key are used to remove typed text, characters and other
objects on the right and left side of the cursor, respectively.
(f) Windows key: Pressing this key opens the Start menu

Files and Folders:

All information stored in a computer is kept in files. Different types of files store different types of
information. Each file is given a file name and has a file name extension that identifies the file type.
The file name and file name extension are separated by a period or a ‗dot‘. For example, a document
(e.g., Neha) created using Notepad (a type of computer application to create simple text files) will have
the extension .txt. There are other types like .doc, .xls, etc. An image file usually has an extension .jpg
while a sound file usually has .mp3. A folder is a location where a group of files can be stored.

Importance of Care and Maintenance of Computers:

Taking care of electronic devices, such as computer and mobiles helps them to work properly. A
computer is a delicate machine with a lot of moving electronic parts. We need to protect it from dust
and damage. If we are careless, it will not work efficiently.

Keeping a Device Clean:

(i) Keyboard: First we should not eat anything over a keyboard. You can clean a keyboard
with a soft brush.
(ii) Screen: You can wipe the screen with a soft cloth to remove any finger marks.
(iii) Be careful with food and drinks: Avoid eating and keeping glasses of water or cups of coffee
near a computer.
(iv) Handle devices carefully: Handle and move your laptop carefully and avoid dropping or banging
it against a hard surface.
(v) Keep the computer cool: If a computer, laptop or mobile device gets overheated, the internal parts
can be damaged. We should make sure the fan is functioning. You can also use an external fan too.
(vi) Do not overcharge your battery: Sometimes we keep a device plugged in for charging even after
it is fully charged. Always unplug the device once it is charged 100%.
(viii) Do not run too many programs at a time: When too many programs are running at the same
time, the computer can become slow and even crash.

Backup Your Data

Backing up data means to save the information present on your computer on another device, such as
CD/DVD drives or hard disk. Data can recovered from here in case the computer stops working
completely.
Scanning and Cleaning Viruses:
Sometimes computer viruses can enter a computer from such attacks we can install anti-virus software.
This will prevent any viruses from entering and will also clean any viruses that may enter our system
before they affect the data.

Increasing Computer Performance

If we have been using a computer for a long time we have a lot of unnecessary files and data, such as
temporary files and images. When they use too much hard-disk space, the performance of the computer
goes down. It is important that we keep cleaning by removing any extra files. We can use some disk
cleaner software, which help us clean up the unnecessary files.

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Removing SPAM from your Computer
Sometimes we get mails from companies who are advertising a product or trying to attract you to their
website. Such mails are called SPAM. We should never respond to SPAM and delete it on a regular
basis.
Computer Security and Privacy
Personal information can be lost or leaked in two ways:
1. We are not careful in giving out personal information over the Internet. For example, we share our
account details and password on unsecure sites.
2. A person gets unauthorised access to our computer. This can happen in the office if we leave are
computer without logging out.

Threats to Computer:
(a) Theft: Theft means stealing of information or hardware. These maybe of three types:
• Physical: Where a person may steal your desktop computer or laptop.
• Identity: Where a hacker steals your personal information and assumes your identity.
• Software Piracy: This is stealing of software and includes using or distributing
unlicensed and unauthorised copies of a computer program or software.
(b) Virus: Viruses are computer programs that can damage the data and software programs or steal the
information stored on a computer. Major types of viruses are Worms and Trojan Horse.
• Worms: These are viruses that replicate themselves and spread to all files once they
attack a computer. This makes it very difficult to remove them.
• Trojan Horse: A Trojan Horse disguises itself i.e., it appears to be a useful software program
but once it reaches a computer it starts behaving like a virus and destroying data.
c) Online Predator: Online predators are people who trap you into inappropriate relationships.
They may be older people posing to be your age, bullying you into doing illegal activities online and
sometimes face to face.
d) Internet Scams: Sometimes you may receive very attractive offers saying you have won a huge
money in a lottery and that you can claim the prize by depositing a certain amount of money. When
you deposit the money using credit card or online banking, you not only lose the deposit money but
your card account information may be misused later.

Protecting your Data:

To protect our data from theft and viruses we can take the following measures:
(a) Use passwords to login to your computer: Use passwords that are difficult to guess. Passwords
are difficult to hack if they are a mix of small (For example ‗a b c d‘) and capital letters(For example,
‗H J E R‘), numbers (For example ‗8 7 6 5‘) and special characters(For example, ‘% ^ # $‘). This
would prevent unauthorised people from using your computer.
(b) Install Anti-virus and Firewall: Anti-viruses and Firewall monitor the data coming in and out of a
computer and prevent and viruses from entering.
(c) Encrypt Data: This is usually done by banks and companies in which important customer
information is stored. They can encrypt their entire hard disk using encrypting feature in Windows
(Bitlocker). This would force users to use a decryption password (or key) before starting the computer
thus preventing unauthorised usage.
(d) Secure sites: Give details of your credit card or bank account only on secure sites. See in the
address bar of the browser. If the site address starts with https://and a lock symbol, then it is safe to
give your credit card and bank details.

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UNIT 4: Entrepreneurial Skills

Introduction:
Entrepreneurship is the type of self-employment where one is running a business to satisfy the needs of
people and looking for ways to make the business better to make profits.

Successful entrepreneurs have the following qualities.

• They are confident. They believe in themselves and their abilities.
• They keep trying new ideas in their business.
• They are patient.
• They are creative and think differently about business ideas.
• They take responsibility for their actions.
• They take decisions after thinking about them.
• They work hard.
• They do not give up when they face a difficulty.

Entrepreneurship and Society:

There are two ways where one can earn a living are through wage employment and self-employment.
Wage employed people are people who work for a person or an organization and get paid for that work.
Self-employed people are those who start businesses to satisfy the needs of people. A self-employed
person who is always trying to make his/her business better by taking risks and trying new ideas is an
entrepreneur.

Qualities and Functions of an Entrepreneur:

Quality is a way in which a person acts or behaves. Following should be the qualities of an
Entrepreneur.
a) MAKING DECISIONS: An entrepreneur makes decisions everyday. This includes what to
produce or sell, how much and where to sell.
b) MANAGING THE BUSINESS: An entrepreneur plans the future of his or her business.
He/she arranges for raw material, hires people for work and tells everyone what to do. They
also check if the plan is being followed.
c) DIVIDE INCOME: The entrepreneur divides the business money to many groups. He/she
spends money to buy material, pays rent of the building and salaries to people.
d) TAKING RISK: Risk is the chance of something going wrong. An entrepreneur takes risks
against fires, lost items and theft.
e) CREATE A NEW METHOD, IDEA OR PRODUCT: An entrepreneur is always trying new
things. He/she does this to increase their importance and income.

Myths about Entrepreneurship:

A myth, or a misconception, is a false belief or opinion about something. Following are the myths
about Entrepreneurship:
Myth/Misconception 1: The misconception is that every business idea needs to be unique or
special.
A person can take an idea that is already there in the market and do something different with it.
Example: Ganesh is an entrepreneur who started a car rental business. He wanted to be different from
other car rental businesses. So, he thought of a new idea of adding luxury cars like Mercedes and BMW
to his business. After 10 years of being in the business, he now has 200 cars, of which 75 are luxury
cars.
Myth/Misconception 2: The misconception we have is that a person needs a lot of money to start
a business.
The money used to start a business is called capital. Capital is important for starting. However, every
business does not need a lot of capital to start. In the activity, you would have seen that every
entrepreneur started with a different amount. Some had a lot of money, and some did not. But, they are
successful today.

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Myth/Misconception 3: A misconception we have is that only a person having a big business is an
entrepreneur.
Sheila is 35 years old. She loved to drive. She worked hard for five years and bought a taxi for herself.
She wanted to be different from other taxi drivers in the city. She said ‗hello‘ to her customers. She
would put that day‘s newspaper in her car, for her customers to read. She had a small TV where
customers could watch different channels. She also had a board with the numbers of the nearby
hospitals and hotels. Because of this, customers would stand in line to take a ride in her amazing taxi!

Myth/Misconception 4: A misconception we have is that entrepreneurs are born, not made.

Sometimes, we think that only some people have the talent for doing business. An entrepreneur is a
person who does whatever it takes to make the business successful.

UNIT 5: Green Skills

Introduction:
The environment around us affects all aspects of our life; and all our day-to-day activities also affect
the environment. Those who live in cities get their food supply from surrounding villages and in turn,
are dependent on forests, grasslands, rivers, seashores, for resources, such as water, fuel wood etc. We
use natural resources for food. Everything around us forms our environment and our lives depend on
the natural world around us. Over the years, with economic development, there has been an increase in
environmental pollution.
For example, with the introduction of high input agriculture, we can grow more food by using
fertilisers, pesticides and hybrid crops. But it has led to soil and environmental degradation. We need to
plan the use of resources in a sustainable manner so that we and our future generations can enjoy the
good environment.

Sustainable Development:
What is Sustainable Development?
Sustainable development is the development that satisfies the needs of the present without
compromising the capacity of future generations, guaranteeing the balance between economic growth,
care for the environment and social well-being.

Importance of Sustainable Development

Economic development is using up resources of the world so quickly that our future generations, the
young people of the world, would have serious environmental problems, much worse than those that
we are facing at present. With increasing population and income, the consumption of goods is
increasing day by day. This has led to increase in production and utilisation of natural resources, which
are required for producing goods. Society must thus change its development strategy to a new form
where development will not destroy the environment. This form of sustainable development can only
be brought about if each individual practices a sustainable lifestyle.
For example, sustainable agriculture consists of environment friendly methods of farming that allow
the production of agricultural crops or livestock without damage to human or natural systems. It also
involves preventing the use of chemicals so as to avoid adverse effects to soil, water and biodiversity.

Problems Related to Sustainable Development

Three major problems related to sustainable development are:
(a) Food: The amount of rich, fertile land needed to grow crops, such as wheat, rice, etc., is becoming
less as we are using up more and more land for other purposes. Soil nutrients are also getting depleted
and lots of chemicals are spoiling the soil due to use of chemical fertilisers.
(b) Water: We use fresh water from rivers and ponds for drinking and cleaning but dump garbage into
them. The rivers and ponds are getting polluted. This way after several years, we will have no clean
water for our use.
(c) Fuel: We are using a lot of wood from trees as fuels and for construction of homes and furniture.
As more and more trees are being cut, it is affecting the climate of the place. Extreme weather
conditions, such as floods, extreme cold or heat, are seen in many places, which affect the people living
there.

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Sustainable development includes
• reducing excessive use of resources and enhancing resource conservation;
• recycling and reuse of waste materials;
• scientific management of renewable resources, especially bio-resources;
• planting more trees;
• green grassy patches and trees to be interspersed between concrete buildings;
• using more environment friendly material or biodegradable material and
• use of technologies, which are environmental friendly and based on efficient use of resources.

Our Role in Sustainable Development:

Increasing population and development has led to the increase in consumption of the natural resources.
The more the population, the more food, energy and water we need. When we grow more crops, the
soil‘s nutrients are consumed and slowly the soil becomes unusable. Similarly, is we continue to use
fossil fuels, such as coal, oil and natural gas, very soon we will run out of these natural resources. We
use so many resources from nature but what do we give back to nature? Factories give out smoke that
pollutes the air. Garbage collected from homes is dumped into landfills. Untreated garbage can lead to
disease and unhealthy environment. Sewage from the cities is dumped into the seas and lakes making it
unsafe for marine life. This shows that though we are using the natural resources, we are doing nothing
to return or give back to nature. Natural resources are limited and with time they will get over and if we
do not do anything about it, our future generations will not be able to survive.

Sustainable Development Goals:

The United Nations has formed 17 Sustainable Development Goals (SDGs) were launched at the
United Nations Sustainable Development Summit in New York in September 2015, forming the 2030
Agenda for Sustainable Development United Nations has formed 17. It has set targets that the countries
have to should work towards and achieve by 2030.

Here are 17 sustainable development goals to transform our world and also people can help towards
these Sustainable Development Goals.
1. No Poverty
2. Zero hunger
3. Good health and well-being
4. Quality Education
5. Gender equality
6. Clean Water and Sanitation
7. Affordable and Clean Energy
8. Decent Work and Economic Growth
9. Industry innovation and infrastructure
10. Reduced Inequalities
11. Sustainable Cities and Communities
12. Responsible Consumers and Producers
13. Climate action
14. Protect Life Below Water
15. Protect Life on Land
16. Peace Justice and Strong Institutions
17. Partnerships for the goals

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PART B: SUBJECT SPECIFIC SKILLS (40 Marks) CLASS-IX

UNIT 1: INTRODUCTION TO IT-ITES INDUSTRY

UNIT 2: DATA ENTRY & KEYBOARDING SKILLS
UNIT 3: DIGITAL DOCUMENTATION
UNIT 4: ELECTRONIC SPREADSHEET
UNIT 5: DIGITAL PRESENTATION

UNIT 1: INTRODUCTION TO IT-ITES INDUSTRY

UNIT 2: DATA ENTRY & KEYBOARDING SKILLS

UNIT 3: DIGITAL DOCUMENTATION

SESSION 1: CREATING DOCUMENT USING WORD PROCESSOR

Q. What is a word Processor?
A word processor is a package that processes textual matter and creates organized and flawless
documents. A word processing software provides a general set of tools for entering, editing and
formatting text.

Following are some features of word processor:

1. Fast: Typing text in a word processor becomes speedy as there is no mechanical carriage
movement associated.
2. Editing features: Any type of correction (insertions, deletions, modifications etc.) can be
made easily as and when required.
3. Permanent storage: With word processors, documents can be saved as long as desired. The
saved document can be retrieved whenever desired.
4. Formatting features: The typed text can be made to appear in any form or style (bold, italic,
underline, different fonts etc.). All this is possible due to formatting features of word
processors.
5. Graphics: Most modern word processors provide the facility of incorporating drawings in the
documents which enhances their usefulness.
6. OLE (Object Linking and Embedding): Most modern word processors provide facilities to
link or embed objects in a document. OLE is a program-integration technology that you can
use to share information between programs through objects. Objects are saved entities of
different types like charts, equations, video clips, audio clips, pictures etc.
7. Spell check: Word processors can check spelling mistakes, suggest possible alternatives for
incorrectly spelt words, check for grammatical mistakes and suggest improvements.
8. Mail Merge: The mail merge facility enables us to print a large number of
letters/documents/emails with more or less similar text. For instance, same invitation letter has
to be sent to invitees, only the names and addresses are to be changed. In such cases, mail-
merge proves to be very useful.

PARTS OF MAIN WINDOW OF WRITER WORD PROCESSOR:

The document window has following major components:
1. Title bar: Located at the top of the screen; it displays the name of the application
(OpenOffice.org Writer) and the active document.
2. Menu bar: Located below the Title bar, it lists the Writer menu options.
3. Formatting toolbar: Formatting toolbar consists of tools frequently used for formatting
document.

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 4. Standard toolbar: Standard toolbar consists of most frequently used commands and utilities.
5. Ruler bar: Ruler bar allows to format the vertical alignment of text in a document. It is used to
get tab stops, margins and indents.
6. Status bar: The status bar displays information which includes page numbers, the column and
line number on which our cursor is present at any given point of a time.
7. Scroll bar: Scroll bars are used to view different areas of the active window. There are two
scroll bars – a horizontal and a vertical scroll bar.
8. Workarea: The Workarea is the area in the document window wherein we enter the text of our
document.

DOCUMENT VIEWS:
A document view means or refers to a distinct appearance style of the document window on our
display. Modern word processors provide different ways, we can view our documents in depending on
our particular needs.
The Writer word-processor has three document-views available:
1. Print Layout 2. Web Layout and 3. Full Screen

1. Print Layout document view: It is the default view of a document. This view shows the document
as it will look if printed i.e., the borders of the page show, headers and footers are visible at their actual
locations, and the spacing appears proportionate to the printed document.
2. Web Layout document view: The web layout shows the document in a way it will appear online.
We can use this view to create, view, and edit pages as they‘ll appear online when opened in a browser.
3. Full Screen document view: In this view, we can read our document using the full screen of our
system. In full screen mode, the document is displayed in the selected view (Print or Web) but the
document fills the entire screen. Toolbars and sidebar are not displayed; in fact, no buttons, menus,
scrollbars etc. are shown.

CREATING A DOCUMENT:
1. Goto start button→All programs→OpenOffice→OpenOffice.org writer (Writer document
window will open).
2. Select the option File from the Menu bar. A drop down menu will be displayed.
3. From the menu, choose the option New. The New submenu will be displayed.
4. From the submenu, click at Text Document option or press Ctrl+N with this, a new document
window will be displayed for you to enter your text.

SAVING A DOCUMENT:
1. Click on the option File from the Menu bar.
2. Select the option Save As from the drop down menu. The Save As dialog box will be
displayed.
3. Type the name of the new file in the File Name text box.
4. Click on Save to complete the process. (By default the new document will be saved as a OOo
Writer document, with an extension .odt (ODF Text Document).

CLOSING A DOCUMENT:
To close a document on which you were working, Select Close from the File drop down menu and the
document file will be closed.

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EDITING A DOCUMENT:
For editing a document, we may need navigation, selection and then making desired changes. By
navigation it means moving around in a document. While editing a document, to make changes at a
particular location, we need to move to a particular position in a document. For this, various keys and
key combinations can be used in Writer.
Cursor Movement:
To move around in Writer document, arrow keys (↑, ↓, ←, →) can be used. We can use Ctrl+Home and
Ctrl+End to move to beginning or end of the document; Ctrl+← and Ctrl+→ to move word by word in
left or right directions; Home and End to move to the beginning and end of line respectively.
Scrolling through Mouse:
To scroll through mouse, we need to use scroll bars and scroll buttons with the help of the mouse
buttons.
Inserting/Overtyping in Documents:
Sometimes we need to insert new word or character in a document without losing the previous
information. In that case, we must make sure that Insert Mode is on. We can check this by prominent
INSRT in the status bar or Writer window. Now place the cursor at the desired position and type
whatever text we want to add. The text will be added and the previous information would be shifted to
right to accommodate new text.
On the other hand, if we want to overtype some word i.e., we want to delete a word and retype some
thing in place of it, then turn insert mode off by pressing Ins or Insert key on the keyboard. As soon as
we do it, the Writer window shows it by showing OVER in the status bar. Now place the cursor
(insertion point) at the desired position and type whatever we want to. Notice that the newly typed text
overtypes the previous text i.e., two actions happen: (i) old text is getting deleted and (ii) in space of the
old text, new text is getting typed.

SESSION 2: APPLY EDITING FEATURES

UNDO and REDO:
The Writer also provides two buttons Undo and Redo. We can use Undo (shortcut key Ctrl+Z) for
undoing most recent actions. However, if we want to undo an Undo action, use Redo (shortcut key
Ctrl+Y).
Text Selection:
Sometimes we require to perform various operations that are performed on a block of text. (By block, it
means marked or selected piece of text). We can move an entire block to a new position or we may
delete an entire block of text or we may copy a block of text.
Block Operations (Cut, Copy, Paste) in Writer:
In Writer, we can select text by holding down SHIFT and pressing the key that moves the insertion
point i.e., arrow keys, page up, page down etc. keys.
To extend a selection Press
One character to the right Shift + Right Arrow
One character to the left Shift + Left Arrow
To the end of a word Ctrl + Shift + Right Arrow
To the beginning of a word Ctrl + Shift + Left Arrow
To the end of a line Shift + End
To the beginning of a line Shift + Home
One line down Shift + Down Arrow
One line UP Shift + UP Arrow
To the end of a paragraph Ctrl + Shift + Down Arrow
To the beginning of a paragraph Ctrl + Shift + UP Arrow
Once screen down Shift + Page down
Once screen UP Shift + Page UP

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To the beginning of a document Ctrl + Shift + Home
To include the entire document Ctrl + A

Copying selected Text (shortcut for Copy: Ctrl+C; for Paste: Ctrl+V):
To copy text in Writer, follow these steps:
(i) select the desired text holding SHIFT key.
(ii) Now right click on the mouse a shortcut menu is displayed, choose copy from here. (Alternatively,
we can click Copy button on the Standard toolbar.)
(iii) Now place the cursor at the desired position and choose Paste either from the shorthand menu of
selected text or click the Paste button on the Standard toolbar and our selected text will get copied at
the desired position.
Moving the selected text (shortcut for Cut: Ctrl+X):
To move selected text in Writer, follow these steps:
(i) Select the text.
(ii) Choose Cut either from shorthand menu (that gets displayed by right clicking on the mouse) or Cut
from Standard toolbar.
(iii) Place the cursor (insertion point) where the text is to be moved.
(iv) Click Paste (either from shorthand menu or Paste from Standard toolbar and our selected text gets
moved at the desired position.
Selecting a Vertical Block of Text:
If we have some text that is separated by spaces or tabs, we can select a vertical block or ―column‖
from it using OOo‘s block selection mode. For vertical text selection, we need to change the selection
mode to block selection mode by using the following procedure:
1. Click command Edit→Selection Mode→Block Area or press shortcut Alt+Shift+F8.
2. Now drag over the vertical block of text to be selected.

Find and Replace text:

Sometimes we need to search a particular text or word in the document. Or sometimes our situation
requires the replacements of some text or word. All word processors provide Find and Replace utilities
that can be used for this purpose.
The sequence for finding text is:
1. On the Edit menu, click Find & Replace.
2. In the Search for box, enter the text we want to search for.
3. Click Find button.
If we want to search for whole words, the we must click the checkbox Whole Words only and if we
want to match the case (upper case/lower case) of letter, click the box Match case. To cancel a search
in progress, press ESC.

The sequence for replacing text is:

1. On the Edit menu, click Find & Replace.
2. In the Search for box, enter the text we want to search for.
3. In the Replace with box, enter the replacement text.
4. Click either of the Find, Replace, or Replace All buttons.

Inserting Special Characters and Non-printing Characters:

Sometimes we need to insert special characters in our document such as €, µ, £ etc. There are no keys
available on the keyboard for these. To insert such special characters, Place the insert pointer at desired
position and then do the following:
1. Use command Insert menu → Special character

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 2. Next select desired font and character from the dialog box that appears.
3. After selecting desired character, click OK.

Jump to a Given Page Number:

Sometimes we need to go to a specific page number. Rather than scrolling down, we can use the
Navigator to directly go to a specific page.
For this, we need to do the following:
1. Press F5 to open the Navigator window.
2. Once open, type the page number in the Page Number field, and press Enter.
Using Grammar and Spelling check:
While typing in the documents, we may have committed some typographical and grammatical errors.
To rectify such errors, we would want a tool that can help us figure out the spelling mistakes or
grammatical mistakes.
Grammar and Spell Check along with Autocorrect (automatic correction of common mistakes) and
AutoText let us housekeep our document i.e., cleaning of unwanted errors.
Spelling checking and making corrections is done with the help of internally available dictionaries.
Writer provides two ways to check spelling and grammar:
I. If AutoSpellCheck is activated, as we type, Writer will automatically check our document and
underline possible spelling and grammatical errors. To correct an error, display a shortcut
menu, and then select the correction we want.
II. When we finish creating a document, we can have Writer search the document for spelling and
grammatical errors. When Writer finds a possible error, we can correct it and then continue the
check. This can be done either through the Spelling and Grammar option of Tools menu or
by clicking at ABC button of Standard toolbar.
To check spelling automatically as we type, do the following:
1. Activate automatic spell-check by clicking the AutoSpellCheck icon on the Standard toolbar.
2. Right-click a word with a red wavy underline, and then choose a suggested replacement word
from the list, or from the Autocorrect submenu.
3. If we choose a word from the Autocorrect submenu, the underlined word and the replacement
word are automatically added to the AutoCorrect list for the current language.
4. We can also add the underlined word to our custom dictionary by choosing Add option from
the shortcut menu.
Checking Spelling Manually:
We can also manually check the spelling of a text selection or the entire document by following the
steps given below. The spell-check starts at the current cursor position, or at the beginning of the text
selection.
1. Click in the document, or select the text that we want to check.
2. Choose Tools → Spelling and Grammar.
3. When a possible spelling error is encountered, the SpellCheck dialog opens and
OpenOffice.org offers some suggested corrections.
4. Do one of the following:
a) To accept a correction, click the suggestion, and then click Change.
b) We can also edit the sentence in the upper text box, and then click Change to accept
this editing.
c) To add the unknown word to a user-defined dictionary, click Add.
USING SYNONYMS AND THESAURUS:
The thesaurus is a list that contains synonyms or alternative words and phrases. To use it for synonyms,
we need to do the following:
1. Select the word or phrase we want to find alternatives for.

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 2. Select Tools → Language → Thesaurus or press the shortcut key as Control+F7.
3. Click on a meaning to show alternative words and phrases for that meaning of the word.
4. Select the desired synonym to use it.

SESSION 3: APPLY FORMATTING FEATURES

FORMATTING A DOCUMENT:
The general arrangement of text is known as formatting. Formatting provides documents a neater and
more legible outlook. There are several aspects of text formatting viz. character formatting, paragraph
formatting and page formatting.

Character formatting:
To enhance the appearance of our document, the character formatting plays an important role as it
decides how individual characters in the document should appear. The character formatting is
concerned about making decisions regarding the fonts and font-sizes, text attributes
(bold/italics/underline etc.), and text positioning (superscript/subscript) etc.
The Writer offers quite many text attributes (effects) which are all available at the same place. That is,
we can apply them through single command only.
To format characters in Writer, follow these steps:
i. Select the text to be formatted.
ii. Click on Character… option of Format menu to display the Character dialog box.
iii. From this dialog box, choose the desired font, size, and typeface.
iv. Click OK to conform, Cancel to abandon.

For bold/italics/underline effect, you can either click B/I/U in formatting toolbar or use shortcut keys
Ctrl+B (for bold), Ctrl+I (for italics), Ctrl+U (for underline).
We can choose different font effects such as font color, shadow, overline, underline, strikethrough etc.
by clicking at the tab Font Effects.
In the same way, we can select the text‘s position such as to make it superscript or subscript from the
Position tab.
Changing Case in Writer:
OpenOffice Writer offers us mainly four types of case conversions:
i. Lowercase e.g., this is sample text.
ii. Uppercase or Capital e.g., THIS IS SAMPLE TEXT.
iii. Sentence case e.g., This is sample text.
iv. Title/Capitalize every word e.g., This Is Sample Text.
v. Toggle case e.g., tHIS iS sAMPLE tEXT.
vi. Small Capitals e.g., THIS IS SAMPLE TEXT.

First two types of case-conversions can be done in two ways:

(i) To change the case of text to uppercase or lowercase you need to first select the text and
then click at command Format → Change case → Uppercase/Lowercase as per our
need.
(ii) Alternatively, we can select desired case from Effects box from Font Effects tab of
Character formatting dialog box. Recall that Character formatting dialog box appears by
clicking at command Format → Character.
Changing Font/Text Colour
To change the colour of some text all we need to do is:
(i) Select the text whose colour is to be changed.
(ii) Click Format menu → Character… option

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 (iii) In the character dialog, click at tab Font Effects.
(iv) Select desired Font colour from Font color box.

Paragraph formatting:
The paragraph formatting involves controlling the appearance of text in a paragraph. Some aspects that
contribute in paragraph formatting are : text alignment, tab stops, paragraph indentation, line spacing,
spacing between paragraph, and borders and shading.
Text Alignment in Writer:
The OOo Writer offers us four types of text alignments viz. left flush, right flush, centered, and
justified. To align a paragraph in desired manner, firstly select the paragraph and choose the desired
alignment button from formatting toolbar.
Alternatively, you can select the paragraph and then click on Paragraph option of Format menu. It will
display paragraph dialog box and from here we can choose the desired alignment from the Alignment
tab.
Paragraph Indentation in Writer:
To indent a paragraph in a Writer document, select the paragraph and from the Paragraph dialog box of
Format menu. We must make sure that Indents & Spacing tab is active before we set the indent for the
paragraph. From this tab, we can specify different indents:
 To specify left indent i.e., Before text indent, type the indent measurement in the box next to
Before text in the Indent section. For positive indent, specify positive value and for negative
indent, specify negative value.
 Similarly, for right indent i.e., After text indent, type the indent-measurement in the box next
to After text in Indent section.
 For First line indent, specify the value in the box next to First line.
 To specify hanging indent, you need to do two things i.e.,
 Specify a positive Before text indent (to work as hanging index)
 Specify a negative First line indent.
Line spacing in Writer:
Line spacing determines the space between two lines of text in a paragraph. In Writer, to change line
spacing of paragraph (default is single line spacing), select the paragraph and then use Line spacing
option in the Paragraph dialog box (Format→Paragraph’s command).
Paragraph Border and Shading:
In order to have a border around a paragraph, click in the paragraph or select the paragraph. Then use
Format → Paragraph command to open Paragraph dialog.
Under the Borders tab, you can choose the line-arrangement, line-style, line color for the paragraph
border. If we want to give shading/shadow to our paragraph, we can select the desired shadow style
from the Borders tab itself.
Inserting Breaks (Page Break/Line Break/Column Break):
When we type text in our text document in Writer, by default the text moves to next line only if the line
is fully fille4d with the text (the Word Wrap feature). Similarly, text will move to next page only if a
page is fully filled with the text and same applies to columns as well.
But in some cases, we may want to end a line or page or column, even if the line or page or column is
still incomplete and more text can fit into it. In other words, we want to manually insert a
line/page/column break.
We can do this by using Insert menu → Manual Break command as per following:
(i) Place the cursor at the position where we want to insert the break.
(ii) Click Insert menu → Manual Break command.

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 (iii) It will show Insert Break dialog, where we can choose which break we want to force, i.e., for
line break, choose Line; for Page break, choose Page and for column break, choose Column
from the Insert Break dialog.
(iv) Writer will internally enter a special code that will mark the break in the line/column or page
and text will move to the next line if we inserted a line break; to the next column if we inserted
a column break and to the next page if we inserted page break.
Page Formatting:
Making settings for page design and layout (i.e., about page size, orientation, margins etc.) is called
page formatting. The page formatting in Writer can be controlled through Page Style dialog box which
gets invoked by clicking at Page option of Format dropdown menu. Once in this dialog, we need to
click on Page tab.
Page Size (Paper Size)
To set the page size, click at the Page tab of Page Style dialog box and choose any of the predefined
paper size from Format box of Paper format section. We can choose desired Page-orientation by
clicking at one of the desired orientation buttons – Portrait or Landscape.
Margins
In Writer, we can set margins in two ways:
(i) Through ruler bars, and
(ii) Through Page Style dialog box.

(i) Setting Margins through Ruler Bars:

a) Move the mouse over the area where the white ruler changes to gray.
b) When the cursor becomes a double-ended arrow, click with the mouse and drag the margin
indicator to the desired location.
c) Release the mouse when the margin is set.

(ii) Through Page Style dialog box: To set margins through Page Style dialog box, choose page from
Format menu to invoke Page Style dialog box and then follow these steps:
a) Select Page tab on the Page Style dialog box.
b) Either type the desired measurement for the margins in the corresponding boxes or
increment/decrement the default measurements using increment/decrement buttons till we get
our desired result.
Headers and Footers:
In OOo Writer, headers and footers can be inserted using the Header and Footer options of the Insert
menu.
In header and footer area, we can type text, paste, graphics, format it, insert page number, date/time etc.
1) To add a header to a page, choose Insert → Header. And to add footer to a page, choose
Insert → Footer.
2) Alternatively, we can also choose Format → Page, click the Header or Footer tab, and then
select Header on or Footer on to add header or footer.
3) Type the heading in the Header box, we may use many of the standard text formatting options
such as font face, size, bold, italics, etc.
4) Click the Insert → Fields command to view a list of quick options available.
5) When we are finished adding headers and footer, click the Close button on the toolbar.
Numbering pages:
In order to number pages, usually the page-numbers are added to page footer. We may even add it to
header or place of our choice.
 To number pages (in footer), firstly make sure that footer area is added i.e., we must have used
command Insert → Footer command.

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  Now click Insert → Fields → Page Number to add page number to footer.

Columns:
To have multiple columns in our documents, we need to use command Format menu → Columns. It
will display columns dialog where we can specify how many columns we want and other settings like
column widths etc.

SESSION 4: WORKING WITH TABLES

A Table is an arrangement of text in the form of columns and row. A table can be useful for enhancing
our document. A table consists of vertical columns and horizontal rows. The intersection of a column
and a row is called a cell.
To Insert a Table using Table Button:
1) Place the insertion point where we want to insert a table.
2) Click the arrow of Table button on the Standard toolbar, then drag while holding down the
mouse button to highlight the number of rows and columns we want in our table.
3) When the displayed grid represents the desired number of rows and columns, release the mouse
button. An empty table will be inserted at the insertion point.
To Insert a Table using Insert Menu:
1) Place the insertion point where we want to insert the table.
2) Click the Table icon on Standard toolbar or select Table command from Insert drop-down
menu or press Ctrl+F12.
3) Specify the number of columns and rows we want to insert in Insert Table dialog box.
4) Click on OK. An empty table will be inserted at the insertion point.
Inserting Rows:
Once the table is drawn, we can insert additional rows by the following procedure:
1. Place the cursor in the row we want to be adjacent to the new row.
2. Select Table → Insert → Rows…
3. In the Insert Rows dialog, specify number of rows to be inserted and the Position i.e.,
Before/After, where rows are to be inserted.
Inserting Columns:
Much like inserting a row, we can add a new column by a similar procedure:
1. Place the cursor in a cell we want to be adjacent to where the new column will be added.
2. Select Table → Insert → Columns…
3. Now specify number of columns to be inserted and position where they are to be inserted as we
did for rows.
Deleting Rows and Columns:
To delete rows or columns of a table, all we need to do is to select the row/column to be deleted and the
select Table → Delete → Rows or Columns.
Merging and splitting cells:
Merging refers to combining two or more table cells into one cell and splitting means the opposite, i.e.,
dividing one cell into two or more table cells.
In Writer, to merge a group of cells into one cell:
1. Select the table-cells to be merged.
2. Click Merge Cells icon on Table toolbar
3. Or you may even select Table → Merge cells from the menu bar after step 1.
To split a cell into multiple cells:
1. Position the cursor inside the cell to be split.

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 2. Click Split cells icon on Table toolbar Or we may select Table → Split Cells from the menu
bar.
3. Now Writer will display Split Cells dialog. Here specify in how many cells the cell is to be
split. A cell can be split either horizontally (create more rows) or vertically (create more
columns). Specify these details in this dialog and click OK.
Formatting Tables and AutoFormat:
Like other formatting, Table formatting is also essential as it gives the desired look and feel to the
table-data. Also, it makes a table more presentable and readable. Formatting a table means giving a
certain look to the table by formatting:
 Its layout such as table border, shading etc.
 And formatting the contents of its cells.
Formatting a Table‘s layout:
To format a table‘s layout, we can apply borders and shading to it. For this, we need to select the cells
or entire table on which we want to apply the border and shading and follow the steps given below:
(i) Select the cell or range of cells or the entire table to be modified. We can select a single cell by
clicking in it; select a range with click and drag; or select a row or column using menu or
toolbar choices.
(ii) Now right-click the selection (whatever we have selected) and select Table from the shortcut
menu.
Alternatively select Table menu → Table Properties command after selecting cells/table.
(iii) It will display the Table dialog.
(iv) From the Table Format dialog box, select the Borders tab to add border to selected
cells/table to modify or select the Background tab to add background to selected cells/table.
Auto Formatting a Table:
Besides altering the structure of our table, we can also change its overall look. This can include
changing the border lines around the cells, and the colour inside of the cells.
The easy way to make this change is with the AutoFormat option. AutoFormat means choosing one
table design from a list of available performatted table-designs. To use AutoFormat, follow the
following procedure
 Click anywhere inside the table to select it.
 Click Table → AutoFormat…
 We will now get a window where we can pick from any pre-designed formats.
 When we have made our choice, click OK.
 Now the table will be changed to the new look as per our selection.

SESSION 5: USING PRINT OPTIONS

Printing options:
Before we print a document, we should view it to get an idea as to how it will look when printed. This
can be done through Page Preview. The page preview provides its own toolbar to let us decide how the
document is displayed within the preview. We can view one or more pages at a time, magnify or reduce
the size of the page on the screen and check page breaks.
To start a preview of the document before printing:
 Click the Page Preview button on the Standard Toolbar or select Page Preview from the File
menu.
Printing Brochures:
If we need to print a booklet or brochure, we can easily use Writer to print booklets and brochures.
To print a brochure in Writer, do the following:
1. Open the document we want to print.
2. Set the page orientation to Landscape under page formatting.

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 3. Click File menu → Print command.
4. It will open the print dialog, here select the Page Layout tab.
5. From the layout section, choose the ―Brochure‖ button.
6. From the Page sides section, select Back sides/Left pages from the ―Page sides‖ drop-down.
7. Now click Print button to print the left-side pages.
8. Now the left pages of our document will get printed. Place these printed pages again in the
printer tray for printing the right-side pages.
9. Click File → Print command again, then select Front sides/Right pages from the ―Page
sides‖ drop-down and click Print button to print the right-side pages.
10. And, we have our printed brochure in our hands.

SESSION 6: MAIL MERGE

Q. WHAT IS MAIL MERGE?
Mail merge is a way to take same text (e.g., a letter) we‘ve written and send it to a whole bunch of
people, but personalizing it with information about them so they might think that we typed that letter
personally for them.
We can also use mail merge to take a list of people‘s mailing addresses and generate labels or
envelopes with the address for a different person on each label or envelope.
In other words, we can say that Mail Merge feature automatically merges a common text with a
set of data coming from a database to produce unique letters.

COMPONENTS OF MAIL MERGE:

The three main components of the merging process are :
1. the Main document
2. the Data source and
3. the Merged document.

1. the Main document: It contains the main body of our letter, field names and merge instructions.
The basic information in the main document remains the same.

2. the Data source (Address database): It stores the information to be brought into the main
document. The Data source table contains a column for each category of information. The header row
is the first row of the table, it contains field names, which indicate the type of information in each
column.

3. the Merged document: The Writer uses a main text document and an address database to produce a
Merged document.

Creating Data Source:

To create a data source (address database) as per our needs, follow the steps given below.
1. Click File → New → Database command
2. Database wizard will start up. In its first step, select Create a new database and click Next>>
3. Click Finish in the next step and we‘ll be asked to save the database. Specify name of the
database and click save.
4. Once we have specified the name for our new database, we‘ll be taken to database window. In
the database window, under tables tab, click at the option: Use Wizard to Create Table…
5. In the first step, we‘ll asked to choose category of table, a sample table and fields that we want
to pick from the sample table in our own database table.

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 6. In the next two steps, keep the default settings and simply press Next>>. When we reach step
4, we‘ll be asked to specify name for our database table. Specify the name and click Finish.
Don‘t change any other setting i.e., the option Insert data immediately should be selected.
7. Now, we‘ll be taken to data view of the table, where we can type the actual data for our table as
we did.
8. Once we are through, save the table by pressing Ctrl+S and click Close button.
9. In the same way, close the database window.
10. The data source for mail merge use is ready.

Using Mail Merge:

Before we start using mail merge, we should be clear about the following things:
a) What text we want to put in the main text document,
b) the data in the data source
c) what all fields are to be picked from the data source and merged with main text document.
Creating Main Document:
We can proceed to the following steps to create the main document and use mail merge.
1. Start a new document
(File → New → Text document of Ctrl+N)
Initially type text without field names
2. In the beginning, type the text of main text document WITHOUT the field-names.
Insert fields from the data source
3. Now in the text that we typed in previous step, we need to insert fields from our data source.
a) For this, first we need to click the command Insert → Fields → Other… It will invoke
Fields dialog, where from Database tab, select Type as Mail merge fields (left box) and
expand the data source (right box) that we created by clicking on plus icon in front of it.
We expanded CLIENTS database as we created our data source by this very name only.
b) Once all the fields in our data source are visible, we can drag them to desired place in our
main text document.
c) Once through, click Close button of Fields dialog.
Start Mail Merge procedure
4. Now, click at command Tools → Mail Merge wizard.
5. Mail Merge wizard dialog will pop up. In this dialog, click Next>> in the first step while
retaining the default setting i.e., Use the current document.
6. In the next step, choose desired document type. We selected Letter then click Next>>
7. In the next two steps, simple click Next>>. When we reach step 6 i.e., Edit document, if we
want, we can make changes in the text of our document by clicking the Edit document button
in right pane. Then click Next>>.
8. Click Next>> in the eight step to reach ninth step, where we can specify whether to save or
print or send the merged documents.
9. Click Finish and we will get the merged documents.

Creating labels:
We can also create labels using mail merge feature by first creating the data source and then by
following the steps given below:
1. Click command File → New → Labels.
2. In the Labels dialog, select data source name, table and fields. Move the fields to label by
clicking left arrow button.
3. Click New Document button and save the new document.
4. Now use File → Print command to print this file to get the desired labels.

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UNIT 4: ELECTRONIC SPREADSHEET
Session 1: Create a Spreadsheet
Introduction to Spreadsheet:
A spreadsheet is a software tool that lets one enter, calculate, manipulate, and analyse set of numbers.
Various components of spreadsheets are as follows:
1) Worksheet: It is a grid of cells made up of horizontal rows and vertical columns. Number of rows
and columns vary from package to package. Worksheet contains 1048576 rows (OOo Calc V 3.30) and
1024 columns.

2) Workbook: A spreadsheet allows us to combine more than one worksheet in a file. Such a file
having multiple worksheets, is known as a Workbook.

3) Row Number: Row numbers start from 1 and go as 2,3,4,… and so on.

4) Colum letter: Each column is given a letter that identifies it. Column letters start from A and go as
B,C,…,Z, AA, AB, AC,…,AZ, BA, BB … BZ, … and so on. That is columns are lettered as A-Z, AA-
AZ, BA-BZ, … AMA-AMJ.

5) Cells: Cell is a unit of worksheet where numbers, descriptive text, formulae etc. can be placed. Cell
is formed by intersection of a row and a column and a unique address i.e., the combination of the
column letter and the row number.
For instance, if row 3 is intersected by a column F, then the cell formed out of it gets an address F3.
Similarly, C5 identifies the cell in column C, row 5.

6) Cell pointer: It is a cell-boundary that specifies which cell is active at that moment.

7) Current Cell: It is the cell which is active, i.e., where cell pointer points to and where the next entry
would take place. Always an entry takes place at the current cell.

8) Range of Cells: A range of cells is a group of (contiguous) cells that forms a rectangular area in
shape. A range may contain just a single cell, or a group of cells, but must form a rectangle in order to
be valid. A range is specified by giving the addresses of first cell in the range and the last cell of the
range. For instance, a range starting from F7 till G14 would be written as F7:G14.

Creating a worksheet:
On Windows OS, We can start OOo Calc by clicking Start button → All Programs → Openoffice →
Openoffice Calc.

Saving a worksheet:
To permanently save the work done in worksheet(s), we need to save the workbook we‘re working in.
When we save a workbook for the first time, we assign a file name and indicate where we want to save
the file on our computer‘s hard disk or in another location. To save a workbook follow the steps:
1) Either select Save on the File menu or click the Save icon on the standard toolbar.

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