The Learning Tree Haripur Prepared by: Zahra Miskeen

UNIT 3
OFFICE AUTOMATION
 Give short answers to the following questions.
i. Define a spreadsheet software.

Ans: SPREDSHEET:

A spreadsheet is a computer application developed by Microsoft Corporation. It displays data in

multiple cells usually in two dimensional matrix or grid consisting of rows and columns. It is used to
organize, format and calculate data. Each cell contains alphanumeric text, numeric values or
formulae. Spreadsheets are frequently used for financial information because of their ability to re-
calculate the entire sheet automatically after a change to a single cell is made. Microsoft Office Excel
2016 is commonly used spreadsheet software.

ii. Give a few examples of word processing software.

Ans: WORD PROCESSING:

The process of writing, editing, formatting and printing certain reports or documents is called word
processing.

WORD PROCESSING SOFTWARES:

Examples of word processing software are Microsoft Word, Word Perfect, Microsoft WordPad, Sun
Star Office, Abi word, Open Office and Text Edit etc.

iii. How you can insert a symbol in a Word document?

Ans: INSERTING SYMBOL IN A DOCUMENT:

In Word 2016, you can insert mathematical symbols into equations or simply on blank location.

 Go to Insert tab.
 In the Symbols group, click on arrow next to ΩSymbols and then click More Symbols.
 Click the arrow next to the name of the symbol Subset and then click the name of the
symbol that you want to display.
 Click on Insert button to insert the symbol.
iv. How equation editor can be used in Word document?

Ans: Word 2016 includes built-in support for writing and changing equations.

a. Write an equation:
 Go to Insert tab.
 In the Symbols group, click the arrow next to Equations and then click Insert New
Equation.
 Type an equation.

b. Insert a frequently used or preformatted Equation:

The Learning Tree Haripur Prepared by: Zahra Miskeen

 On the Insert tab, in the Symbols group, click the arrow next to Equations and then click the
equation from the built-in menu that you want.
v. How you can insert header, footer and ruler in Word window?

Ans: The Header is a section of the document that appears in the top margin, while Footer is a
section of the document that appears in the bottom margin. Headers and footers generally contain
information such as page number, date and document name etc.

a. To insert a Header or Footer:

 Go to Insert tab.
 Click the Header or Footer command.
 A menu appears with a list of built-in options.
 Click one of the built-in option and it will appear in the document.
 Place the cursor in the Header or Footer and add your desired text.
b. To insert a ruler:

A Ruler is used to vertically or horizontally align the text in the document. To show the ruler in the
top and left hand side in a Word window:

 Click on the View tab.

 In the Show section, check the box next to Ruler.
vi. What is the use of Hyperlink in Word document?

Ans. Hyperlink:

A Hyperlink is a piece of text or an image in a document that can connect readers to another
portion of the document or a web page.

Use of hyperlink:

Sometimes, link to a location in the same document is needed. Links can be useful for directing
others who read the document to a specific site or adding a bibliography to a school assignment.

vii. What is a function in Excel? Explain different parts of function with one example.

Ans. Function:

A function is a predefined formula that performs calculations using specific values in a particular
order. One of the key benefits of functions is that they save time since you do not have to write the
formula.

Parts of a Function:

Each function has a specific order as follows:

 All the functions begin with = sign.

 After the = sign define the function name.
 After the function name there will be an argument.
*An argument is the cell range or cell references that are enclosed by parenthesis.
 If there is more than one argument, separate each by a comma.
The Learning Tree Haripur Prepared by: Zahra Miskeen

An example of a function with one argument to add a range of cells, A3 through A9 is:

=SUM (A3:A9)

An example of a function with more than one argument to calculate the sum of two cell ranges
is:

=SUM (A2:A7, B4:B9)

viii. What is the purpose of using Urdu editor?

Ans. Urdu Editor:

Urdu editor is an application software to create documents in Urdu language, the national language
of Pakistan.

Purpose of using Urdu Editor:

Urdu editors are very useful to develop documents like Urdu Newspapers, Magazines, Pamphlets
and Leaflets etc. This software offers many features like fonts, font styles font sizes, page layouts
etc. There are different types of Urdu editors available like Katib, InPage, Urdu Editor etc. InPage is
one of the most common and popular Urdu editor used.

ix. What is the purpose of office automation software?

Ans. The purpose of office automation software is to help organizations to collect and manage data
securely to accomplish everyday tasks and processes. The software safe time and money by placing
all of your documentation and resources in one place.

 Differentiate the following.

i. Word Art vs. Clip Art

Word Art Clip Art

Word Art is a stylish type of text to make the Clip Art is predefined pictures or symbols
text attractive and fancy provided by Microsoft. provided by Microsoft or they can be searched
online.

ii. Save vs. Save As

Save Save As
The Save command allows a user to save a The Save As command allows a user to save a
document back to its original location. new document or file in a new location.
The Save command allows a user to avoid data The Save As command allows a user to save an
loss as well as update previously saved work. existing file in new location under a different
name.
The Save command does not allows the user to The Save As command allows a user to change
change the file format. the file format.
This is applied to files that have been saved This is applied to previously saved files as well
before. as new files.
The shortcut key for Save command is Ctrl+S. The shortcut key for Save As command is F12.
The Learning Tree Haripur Prepared by: Zahra Miskeen

iii. Paste vs. Paste Special

Paste Paste Special

Paste command allows a user to insert the Paste Special command allows functionality
selected data from the clipboard into an similar to paste but provides additional options
application. to select how the inserted data should appear
on the application.
The keyboard shortcut for paste command is The keyboard shortcut for paste special
Ctrl+V. command is Ctrl+alt+V.

iv. Formula vs Function

Formula Function
A Formula is an expression entered in a cell A Function is a predefined formula that
that performs numeric calculations, logical performs calculations using specific values in a
comparison and text manipulation. particular order and begins with = sign.
Formulas are used to perform simple Functions are used to perform complex
calculations. calculations.
Formulas are user defined operations. Functions are built-in operations.
Examples: =B2+B3 Examples: =SUM (A3:A9)
=70+60 =SUM (A3:A9, B3:B5)

v. Page break vs. Section break

Page Break Section Break

Page break moves text to the next page before Section break creates a barrier between parts
reaching the end of the page. of the document for formatting purposes.
After page break each page has same header After section break each section has its own
and footer. header and footer.
Page break has three kinds: Section break has four kinds:
 Simple page break  Next page breaks
 Column page break  Continuous page breaks
 Text wrapping page break  Even page breaks
 Odd page breaks

vi. Workbook vs. Worksheet

Workbook Worksheet
A workbook is an excel file which is also called A worksheet is a single page spreadsheet
spreadsheet. organized in tabular form of rows and columns.
A workbook consists of at least one and can A worksheet is a part of workbook and has
have multiple sheets. many cells.
A workbook is like a file or a book. A worksheet is a single page of a file or a book.
The Learning Tree Haripur Prepared by: Zahra Miskeen

A workbook is a specific set of data. A worksheet is a general form of data.

A workbook cannot be converted into a A worksheet can be converted into a
worksheet. workbook.

vii. Cut vs. Copy

Cut Copy
Cut command allows a user to remove or Copy command allows a user to make a
delete the content from the document. duplicate of the original content.
Cut command removes original content from Copy command does not remove the original
the document. content from the document.
Cut command leaves empty space when Copy command does not leave empty space
applied to a file or document. when applied to a file or document.
Shortcut command for Cut is Ctrl+X. Shortcut command for Copy is Ctrl+C

 Explain different components of Word window.

Ans. Word Window:

The Word window opens with a new and blank document. The Word window has many
components such as Title bar, Tabs, Active tab, Ribbon, Zoom slider, Quick Access Toolbar etc.

Word Window Components:

1) Title Bar:

It is the top most bar that displays the Quick Access Toolbar at its left, the name of the current
document at the center and the Control Buttons at its right side.

2) Ribbon:

It is located below the Title bar. In MS Word 2016, at the top of the ribbon there are nine Tabs.
Clicking a tab displays several related command Groups. Each group contains related command
button. Clicking the dialog box launcher gives the user to access additional commands via dialog
box.

The nine tabs of MS Word 2016 are File, Home, Insert, Design, Layout, References, Mailings, Review
and View.

3) Control Buttons:

It is located at the top right side of the Title bar. It is used to perform functions like minimize,
maximize and close.

4) Quick Access Toolbar:

It is located at top left of the tit le bar. It contains different commands for quick access like Save,
Undo and Redo etc. More commands can also be added in this bar by customizing it.

5) Ruler:
The Learning Tree Haripur Prepared by: Zahra Miskeen

It is used to vertically or horizontally align the text in a document. It can be hide or unhide by
pressing Ruler button in the View tab. There are two types of rulers:

i. Vertical ruler
ii. Horizontal ruler
6) Document Window:

It is the area where the document is created. User can enter text, images etc. in this area. It is the
main document area. The vertical blinking line in this area is called cursor. It defines the insertion
point. As the user types in, the text starts displaying at the insertion point.

7) Scroll Bars:

Scroll bars are used to move around the document vertically and horizontally. There are two types
of scroll bars:

i. Vertical scroll bar

ii. Horizontal scroll bar
8) Zoom Slider:

It is used to zoom in or zoom out of the document. The zoom range varies from 10% to 500%.

9) Status Bar:

It is located at the bottom of the Word window. It gives information about the present status of the
document such as the current page number and the number of words in the document.

 Define the following terms.

Spreadsheet:

A Spreadsheet is an application software that displays data in rows and columns. In a spreadsheet
software, user can enter, analyze and calculate data. Spreadsheets are frequently used for financial
information because of their ability to re-calculate the entire sheet automatically after a change to a
single cell is made. Microsoft Office Excel 2016 is commonly used spreadsheet software.
Workbook:
A Workbook is an Excel file that look like a specific book or a file. It is a combination of worksheets
and by default it has one worksheet. As, a workbook contains many sheets so we can easily organize
different kinds of information using a single workbook. We can easily increase or decrease the
number of sheets in a workbook.
Worksheet:
A worksheet is a single page spreadsheet organized in the tabular form of rows and columns. It is a
part of workbook and can have many cells. It is used to list and analyze data. We can enter and edit
data on several worksheets at the same time and perform various calculations very easily.
Cell:
The basic unit of worksheet for entering data is called cell. A cell is an intersection of a row and a
The Learning Tree Haripur Prepared by: Zahra Miskeen

column. Cell contains a value or formula or a text.

Cell address:

Cell address is the name of the active cell and can be found in the Name Box. Each cell has a name, or
an address based on the column and row it is in. The columns are identified by capital alphabets
whereas the numbers indicate the rows. Each cell has unique address through which it is identified.
Cell reference:
The cell addresses can be used as a part of formula and called as cell reference. It is used in formula
to indicate where the value is stored.
Formula:
A formula is an expression entered in a cell that performs numeric calculations, logical comparison or
text string using values in the worksheet.
Function:
A function is a predefined formula that performs calculations using specific values in a particular
order. It always begins with = sign.
Chart:
The graphical presentation of the data in a worksheet is called a chart. Chart is also known as graph.
Chart allow the audience to more easily understand the meaning behind the numbers in the
spreadsheet. You can create a chart in Excel and then copy it in Word.
 What is the purpose of Autofill command in Excel?
Ans. Autofill command in Excel is applied for automatic filling of data. Autofilling allows a user to fill
Cells that follow a specified pattern or it is based on data in other cells.
Auto filling data into a cell:
1. Position the cursor over the fill handle until the large white cross become a thin, black cross.
2. Drag it until all the cells you want to fill are highlighted.
3. Release the mouse button and all the selected cells are filled automatically with the information
from the original cell.