Computer Notes for class 9th FBISE
Chapter 3 Office Automation
Write short answers to the following questions.
i. What is a word processor? Write some advantages of it over a typewriter.
Ans: Word Processor:
Word processor is computer application software that is used for the creation of different types of documents on computer. Word processor allows user to delete, modify and rearrange document without retyping any of the existing text.
Advantages of using a word processing program Over a Typewriter:
- We can delete mistakes
- We can save
- We can add pictures
- Different colour
- Spell check
All these things cannot be done on a typewriter.
ii. Name any three types of documents which can be prepared in Word.
Ans: With word processing programs, users can create many types of documents such as letters, reports, resumes, newsletters, memos, flyers, etc
iii. Differentiate between page break and section break.
Ans: Page Breaks:
A page break is a marker that tells Word-Program that the contents which follow are to appear on a new page. Word automatically, inserts a page break when the user reaches the end a page.
Section Breaks:
A section break also inserts a new page but it allows the user to change the page format without having any effect on the formatting of the previous pages.
iv. Why header and footer are important in a Word document?
Ans: Importance of header and footer:
Header refers to information that appears at the top of a page. Footer refers to information that appears at the bottom of a page.
The type of information that may appear in the header or footer includes book title, document title, chapter number and title, page number, company name, etc.
v. What is the-purpose of control buttons in Word window?
Ans: Control Buttons:
Every Window has a set of three control buttons that appear in a row on the right side of the title bar. These are the Minimize, Maximize/Restore and close buttons if you point at one of these buttons, a control-menu appears telling you the action that can be taken on clicking it.
vi. Why hyperlinks are created in Word document?
Ans: You can add hyperlinks to your document that give your readers instant access to information in another part of the same document. The hyperlink can be text or graphics. By using hyperlinks, you can provide information to readers without repeating the same information on different pages.
vii. Name any three areas of application of Excel.
Excel allows us to perform calculations like a calculator
1) Pivot Tables
2) Conditional Formatting
3) Sorting and Filtering
viii. Differentiate between relative and absolute cell addressing in Excel.
Ans: Relative Cell Addressing:
In Excel, cell addresses included in a formula or function are relative cell addresses. Relative cell address means when a formula is copied to other cells, the cell references in the formula change to reflect the formula’s new location.
Absolute Cell Addressing:
User can address a particular cell location no matter where the formula appears by using absolute cell address. Absolute cell addressing keeps a cell reference constant when copying a formula or function. Absolute cell addresses begin with a dollar sign in the formula, such as =$C$5 + $D$5.
ix. What are the advantages of protecting an Excel worksheet?
Sometimes the data in your worksheets contain important information that you may not want others to edit or delete. Fortunately, you can protect sensitive information in elements down to the cell level in Excel. When a worksheet is protected, other users can only view the information in it but changes cannot be made.
x. How graphical representation of spreadsheet data can be helpful in business.
Ans: A chart is used to represent data graphically. Charts are very helpful in the explanation and representation of data. A commonly used chart is the Column chart. Data is inserted into individual cells in rows or columns, allowing it to be sorted and filtered, and then displayed in a visual presentation.
Write long answers of the following questions.
i. Which shortcut keys are used in Word to move cursor to the beginning of line, end of line, top of the document and end of the document?
Ans: Shortcut keys for cursor movement are shown in Table.
| Cursor Movement | Shortcut Key |
| beginning of line | Home |
| end of line | End |
| top of the document | Ctrl + Home |
| end of the document | Ctrl + End |
ii. Write the mouse commands used for selecting various items in a Word document such as single word, sentence, paragraph etc.
| Item to Select | Mouse Command |
| single word | Double click the word. |
| sentence | Press and hold down Ctrl key and click anywhere in the sentence |
| paragraph | Move the mouse pointer to the left of the paragraph until it changes to a right-pointing arrow and then Double click. |
iii. Explain text and paragraph formatting in Word.
Ans: Text Formatting:
Formatting text means changing the font type, size, style, colour and effects of text.
Changing the Font Type and Size of Text:
Open the Home tab and click the arrow on the right side of the currently selected font type and choose another font type. To change the font size, click the arrow on the right side of the font size and select a font size from the drop-down list or type a new font size.
Paragraph Formatting:
Paragraph formatting refers to change of format of text of paragraph such as font size, colour, line spacing, alignment etc. Paragraph formatting tools, are provided in the Paragraph group of Home tab and Page Layout tab.
Paragraph alignment refers to the appearance of lines in a paragraph in relation to left or right margins. Left align is the default setting for paragraph alignment. Paragraph indentation refers to the distance of paragraph from left margin.
iv. Describe the Paste Special command used in Excel. Paste Special:
Excel copies all the information in the selected range of cells when you paste data. Excel’s Paste Special command allows many other options while pasting cells such as paste only formats of selected cells without contents or paste contents without formulas.
Commonly used options of Paste Special dialog box are explained below.
All: Use to paste all the information in the selected cell range. This is same as normal paste command.
Formulas: Used to paste text, numbers and formulas without formatting.
Values: Used to convert formulas in the selected cell range to their calculated values and then apply the paste command.
Formats: Used to paste only the formatting of selected cell range without Cell contents.
All except borders: Used to paste all the information in the selected range without copying any borders if used.
v. Describe how functions are used in Excel with examples.
Ans: Working with Functions in Excel:
Functions are built-In formulas in Excel that allow user to easily perform common calculations on data. Functions can be entered in a worksheet using keyboard, Insert Function command or AutoSum drop-down menu.
Using Keyboard to Find Average:
The following are the steps to calculate average sale for Acer laptop computer during the first quarter using the AVERAGE function.
Select cell where the result will appear.
Type = av to display the Formula AutoComplete list.
Point to AVERAGE function and Double-click.
Select the range of cells to insert it as argument to the AVERAGE function.
Press Enter key.
Using Insert Function command to find the Highest Value:
The following are the steps to find the highest value.
Select cell where the answer will appear.
Click Insert Function command. Insert Function dialog box will be displayed.
Select MAX in the function list and Click OK.
Type range of cells in the Number 1 text box of Function Arguments dialog box and click OK.
Using AutoSum Drop-down Menu to Find the Lowest Value:
The following are the steps to find the lowest value in the range using AutoSum drop-down menu.
Select cell where the answer will appear.
Click Formulas tab.
Open the AutoSum drop-down menu in the Function Library group and select Min.
Type the range and press Enter.
vi. Describe how formulas are used in Excel with examples.
Ans: Working with Formulas in Excel:
A formula is an expression that performs calculations. It consists on operators, constants and cell addresses.
All the Excel formulas begin with equal sign (=) just like functions. For example, to multiply two numbers 4 and 7, the formula will be =4*7. User can also use cell addresses in formulas such as = (A4+B4)/15. This formula will first add the contents of cell A4 and B4 and then divide the sum by 5.
Examples:
Following are the steps to calculate the total number of laptop computer sale for the months of January, February and March in the worksheet.
Click cell where the answer will appear.
Type the formula in the cell such as =B5+B6+B7+B8
To calculate the total number of laptop computers sold in the months of February and March Copy the formula from cell.
Click the cell, point to the fill handle and drag it through required cell.
Excel automatically recalculates Formula Results:
Whenever the user changes the value in a cell, the result of the formula in which that value is used will be automatically updated. This feature known as automatic recalculation is one of the main advantages that spreadsheets have over calculators.
Select the best answer for the following MCQs.
i. Which of the following software is used for creating professional documents?
A. Spreadsheet Software
B. Word processor
C. Typing Tutor
D. Both A and B
ii. Which of the following tab of Word Ribbon contains Clipboard group?
A. Page Layout
B. Insert
C. File
D. Home
iii. By default how many tabs are there in Word Ribbon?
A. 7
B. 8
C. 9
D. 10
iv. What is used for creating decorative effects in Word?
A. Paragraph formatting
B. Text formatting
C. Page formatting
D. WordArt
v. Which of the following tab contains the commands for creating charts in Excel?
A. Home
B. Formulas
C. Insert
D. Data
vi. Which of the following command in Excel allows the user to view only certain data in a worksheet based on a condition?
A. Data validation
B. Data filtering
C. Conditional formatting
D. Data manipulation
vii. Which of the following command in Excel restricts user from entering wrong data cells of a worksheet?
A. Data validation
B. Data Filtering
C. Conditional formatting
D. Data manipulation
viii. Which of the following command is used to apply formatting to one or more cells based on the value of the cell?
A. Data validation B. Data filtering
C. Conditional formatting
D. Data manipulation
ix. Which of the following shortcut keys are used for pasting selected text?
A. Ctrl + C
B. Ctrl + X
C. Ctrl + V
D. Ctrl + P
×. Which of the following command is used in Word to select the entire document?
A. Double-click
B. Triple click
C. Ctrl + Single click
D. Shift + Single click
Lab Activities
1. Type the following text and apply the commands given at the end.
COMPUTER ETHICS
Computer ethics is concerned with the moral guidelines for the ethical use of computer technology. It emerged with the invention of computer. It specifies what is right and what is wrong when using computer technology. The following are some important points of computer ethics.
Computer should not be used to harm other people
Computer should not be used to commit any type of crime
Computer users should not create computer virus
i.Center the title and make it bold
ii. Apply font size 16 to the title
iii. Justify the paragraph
iv. Underline and bold the words “Computer ethics” in the paragraph
v. Apply italics and bold to the words “computer technology”
vi. Apply bullets to the last three lines
2. Create weekly timetables of you class in Word and give title to it using WordArt
3. Create the following worksheet in Excel and calculate sum and average using formulas.
| Expenses of 1st Quarter | ||||||
| S.No. | Expenses | Jan | Feb | Mar | Total | Average |
| 1 | Salary | 87000 | 102400 | 113800 | ||
| 2 | Rent | 2500 | 2500 | 2500 | ||
| 3 | Utilities | 3250 | 3500 | 3080 | ||
| 4 | Transport | 7830 | 6885 | 8940 | ||
| 5 | Miscellaneous | 4500 | 6708 | 7740 | ||
4. Create a column chart for expenses in the months of January, February and March for the above worksheet.
5. Create the following worksheet in Excel and enter marks in the subject columns in the range 0 to 75. Restrict data entries in the subject columns to the specified range using data validation command.
| S.No. | Student Name | Mathematics | Physics | Computer | Chemistry |
| 1 | Abrar Nabi | ||||
| 2 | Mumtaz Akbar | ||||
| 3 | Muhammad Bilal | ||||
| 4 | Javed Akhtar | ||||
| 5 | Afzal | ||||
| 6 | Muslim Khan |
6. Write a leave application in Urdu using the Inpage Urdu editor.