Microsoft Word/ MS-Excel
(Part A/ B)
Information Technology and Its Application in Business
B.Com (Non CBCS)
Unit – 3: Microsoft Word (Part A)
1. What
is meant by word processing ? 2012
Ans: Word
processing refers
generally to the creation, editing, formatting, storage, and output of both
printed and online or electronic documents. Word processing is undoubtedly the
most-used business application for personal computers, perhaps
alongside World Wide Web browsers and electronic-mail (e-mail)
applications.
Word-processing software includes
basic applications designed for casual business or home users and powerful,
advanced applications capable of meeting the most-demanding needs of
businesses. Many word-processing applications are designed for use as part of a
suite or integrated group of word-processing, spreadsheet, and presentation
programs. For example, Microsoft Word, probably the most widely used
word-processing software, is part of the Microsoft Office suite, which includes
Microsoft's PowerPoint presentation program and Excel spreadsheet program.
2. Cutting, copying and Pasting 2012
a)
Cutting: Select the word and press
Ctrl+X to cut or alternatively right click on the word and select cut.
b)
Copying: Select the word and press
Ctrl+C to copy or alternatively right click on the word and select copy.
c)
Pasting: Copy or cut the word/line and right click on the place of document
where you want to paste and select Paste or alternatively press Ctrl+V.
3. Using Bullets and Numbering in a document 2012
Ans: Choose
a new bullet or numbering format
1)
Click
a bullet or number in the list that you want to change.
2)
On the Home tab, under Paragraph,
click the arrow next to Bullets or Numbering.
3)
Click
the bullet or numbering list format that you want in
the Bullet Library or the Numbering Library.
4. Justification of Text 2012
Ans: Alignment
determines the appearance and orientation of the edges of the paragraph:
left-aligned text, right-aligned text, centered text, or justified text, which
is aligned evenly along the left and right margins. For example, in a paragraph
that is left-aligned (the most common alignment), the left edge of the
paragraph is flush with the left margin. Vertical alignment determines the
position of the text within a section of a document relative to the top and
bottom margins, and is often used to create a cover page.
Steps in Justification:
a) Select the text that you want to
align.
b) On the Home tab,
in the Paragraph group, click Align Left or Align
Right or Justify .
5. Inserting
header and footer 2013
Ans: Steps to insert header and footer:
a) From the main menu, Select INSERT.
b) Click either Header or Footer
command.
c) From the drop-down menu,
select Blank to
insert a blank header or footer, or choose one of the built-in
options.
d) When you're finished, click Close
Header and Footer in the Design tab, or hit the Esc key.
6. Printing a
particular page of a document: 2014
Ans: Steps to print a particular page in a
document:
a) Open the document
b) Click on the MS-Word icon and
select print or alternatively press Ctrl+P.
c) Select the page range, Current
page.
7. Changing the
case of a particular word. 2014
Ans: Steps to Change the case of a particular
word:
a) Select the word which you want to
change the case.
b) Go to Home Menu, and Select Change
Case – Symbol (Aa)
c) select Sentence case, Lower Case or
Upper case which you need.
(iv) Using bullets and numbering
8. What is meant
by protecting a document and how can it be done in MS-Word? 2015
Ans: Protecting a document means setting
password for a document to prevent unauthorized access to the document. To set
a password the following steps is to be followed:
a)
Click the Microsoft Office Button
b)
Click Tools, and then click General
Options.
c)
Do one or both of the following:
d)
If you want reviewers to enter a
password before they can view the document, type a password in the Password
to open box.
e)
If you want reviewers to enter a
password before they can save changes to the document, type a password in the Password
to modify box.
9. Differentiate
between copy-paste and cut-paste. 2015
Ans: Cut/Copy and Paste are computing basics,
giving you the capacity to alter rapidly and effortlessly. Since it is such an
essential yet imperative skill, a large number of you definitely know the
drill. Cut and paste remove text or objects from the first area to move it
somewhere else. COPY and paste the first set up while you copy it to another
area.
10.
Printing odd or even pages in a document. 2016
Ans: Steps to print a particular page in a document:
a) Open the document
b) Click on the MS-Word icon and
select print or alternatively press Ctrl+P.
c) Select the page range, select all.
d) Select from print what – Document
and print – odd or even pages.
11.
Inserting a picture in a document. 2016
Steps to insert picture in a document:
a)
Open the Word document
that you want to insert a photo in.
b)
Click the place in your document where
you want the picture to appear.
c)
Access the "Insert Picture"
dialog box.
d)
Browse to the photo you
want to insert.
e)
Click the file, then click "Insert."
f)
Modify the picture as
necessary.
12.
Changing a sentence into toggle case. 2016
Ans: Steps to Change the case of a particular
word:
a) Select the word which you want to
change the case.
b) Go to Home Menu, and Select Change
Case – Symbol (Aa)
c) Select toggle case
13. Find and replace a text in a
document. 2014,
2016, 2017
Ans: MS-Word "Find and Replace"
feature will search an entire document or selected area for your specified
text. MS-Word also offer a "Replace" function. The
"Replace" function allows you to find and replace text based on
entered values or the contents of another cell.
Find and Replace Feature
1. Select the
area which is to be search. No selection is necessary if whole document is to
be selected.
2. Hold the
"Ctrl-H" keys to open the "Find and Replace" window.
3. Enter the
text you wish to find or replace in the "Find What" field.
4. Enter the
text you wish to use for replacement in the "Replace With" field.
5. Click
"Replace All" to find and replace each instance of the text part
located in the selected cells or entire sheet. Alternatively, click
"Replace" to find and replace the first instance of the text in your
currently selected cell. Click "Close" when completed.
Alternatively, Find and replace button is also
selected from Home tab.
14. Insert a table with 5 nos. of rows
and 4 nos. of columns. 2013, 2017
Ans: In
MS-Word, we can insert table by choosing from a selection of preformatted
tables — complete with sample data — or by selecting the number of
rows and columns that you want. You can insert a table into a document, or you
can insert one table into another table to create a more complex table.
Steps
to insert a table:
1)
Click where you want to insert a
table.
2)
On the Insert tab, in the Tables
group, click Table, and then, under Insert Table, drag to select
the number of rows and columns that you want. In the given questions we have to
select 5 rows and 4 columns.
Draw a table: You
can draw a complex table — for example, one that contains cells of
different heights or a varying number of columns per row.
1)
Click where you want to create the
table.
2)
On the Insert tab, in the Tables
group, click Table, and then click Draw Table.
3)
To
define the outer table boundaries, draw a rectangle. Then draw the column lines
and row lines inside the rectangle.
15. Insert only the even/odd page
numbers in a document in the bottom. 2017
Ans:
You want to format the headers so that when you open the brochure, page numbers
on odd-numbered pages appear on the right, and page numbers on even-numbered
pages appear on the left. Follow these steps to add odd and even page headers
to your Word documents:
a)
Click anywhere on page 1.
b)
On the Insert tab, click Header in the
Header & Footer group.
c)
Click Austere (Odd Page) or any Header
formatted for odd pages.
d)
Under Header & Footer Tools, click
the Design tab and then click to select the Different Odd & Even Pages
check box in the Options group.
e)
Click the Next Section button in the
Navigation group.
f)
Click Header in the Header & Footer
group.
g)
Click Austere (Even Page).
If
your document already has a header that is not formatted for odd and even
pages, you don't have to delete it and start over. You can simply convert it to
an odd/even format by following these steps:
a)
Double-click the header area in your
document.
b)
Under Header & Footer Tools, click
the Design tab, and then select the Different Odd & Even Pages check box in
the Options group.
c)
Click the Next Section button in the
Navigation group.
d)
Click Header in the Header &
Footer group.
e)
Click Austere (Even Page) or any
Header formatted for even pages.
16. How can spell check be performed
in MS-Word? 2013,
2015, 2018
Ans:
MS-Word will underline words with red line if it believes there is a spelling
error and will underline words green line whose structure it believes to be
grammatically incorrect. To check spelling automatically, the user must enable
automatic grammar and spelling check.
Steps:
1. Click Microsoft office Button
2. Click Word Option (last Line)
3. Then Select Proofing and select auto
correct option
If you want to check the whole file at a time,
then click on the review button from the
main menu and select spelling & grammar to check the whole document at a
time.
17. How can bullets and numbers be
inserted for a piece of text? 2018
Ans: Word can automatically create bulleted
and numbered lists as you type if Automatic bulleted lists check box and
the Automatic numbered lists check
box are checked, or you can quickly add bullets or numbers to existing
lines of text.
Steps:
a)
Type * (asterisk) to start a
bulleted list or 1. to start a numbered list, and then press SPACEBAR or
the TAB key.
b)
Type any text that you want.
c)
Press ENTER to add the next list item.
d)
Word automatically inserts the next
bullet or number.
e)
To finish the list, press ENTER twice,
or press BACKSPACE to delete the last bullet or number in the list.
If bullets and numbering do not begin
automatically
a)
Click the Microsoft Office Button
b)
Click Proofing.
c)
Click AutoCorrect Options, and
then click the AutoFormat As You Type tab.
d)
Under Apply as you type, select
the Automatic bulleted lists check box and the Automatic numbered
lists check box.
Add bullets or numbering to a list
a)
Select the items that you want to add
bullets or numbering to.
b)
On the Home tab, in the Paragraph
group, click Bullets or Numbering
18. What is mail merge and what are its
benefits? How can the main document and the data source be created for the mail
merge process in MS-Word? 2015,
2018
Ans: Mail merge is a specific feature of
MS-Word, which enables users to send a similar email or document to more than
one recipient at a time. It enables connecting a single form template with a
data source that contains information about the recipient’s name, address and
other predefined and supported data.
Benefits of Mail Merge: With the help of mail
merge feature, one mail is sent to more than one recipient at a time which
saves times and efforts. It simplified producing mass mailing.
Steps in Mail Merge:
1. In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group,
click Start Mail Merge.
2. Click Step-by-Step Mail Merge Wizard.
3. Select your document type. (Letters, E-mail, Envelopes,
Labels, Directory etc.)
4. Select the starting
document. Select Use the current document and then click Next: Select recipients.
5. Create new list of recipients by
adding address list of various recipients or select from outlook contacts or
type a new list. Selecting Edit recipient list opens up
the Mail Merge Recipients dialog box,
where you can edit the list and select or unselect records. Click OK to accept the list as is.
6. Then Click Next: Write your letter.
7. Click Address block to add the recipients' addresses at the top of
the document. In the Insert Address Block dialog box,
check or uncheck boxes and select options on the left until the address appears
the way you want it to.
8. Then, Preview your letter and click Next: Complete the merge.
Unit – 3: MS-Excel (Part B)
1. State the difference between formulas and
functions in MS- Excel. 2012, 2013, 2015
Ans: A
Formula is an expression which calculates the value of a cell. A formula may
consist of one or more functions and operators. Formulas are user made, not
predefined.
On the other
hand, functions are pre-defined instructions already set in MS-Excel that
cannot be altered. No formulas or operators can be added with functions. For
example: SUM(), AVERAGE () etc.
2. Explain the Autosum feature of MS- Excel with
an example. 2012, 2013, 2017
Ans: The AutoSum feature in excel makes it very easy to find total
rows and columns using the SUM worksheet function. There is a special
command button on the standard toolbar that will allows us to insert the SUM
function very quickly. This command is known as the AutoSum command.
Steps: If you need to find sum of a column or row of numbers, you
have to select a cell next to the numbers you want to sum. After that
click AutoSum on
the Home tab,
press Enter, and you will
get the sum of the numbers.
3. Write the steps of using find and Replace
function in MS-Excel. 2012
Ans: Excel's "Find and Replace"
feature will search an entire spreadsheet or selected cells for your specified
text. Excel also offer a "Replace" function. The "Replace"
function allows you to find and replace text based on entered values or the
contents of another cell.
Find and Replace Feature
1. Select the
cells or sheet which is to be search.
2. Hold the
"Ctrl-H" keys to open the "Find and Replace" window.
3. Enter the
text you wish to find or replace in the "Find What" field.
4. Enter the
text you wish to use for replacement in the "Replace With" field.
5. Click
"Replace All" to find and replace each instance of the text part
located in the selected cells or entire sheet. Alternatively, click
"Replace" to find and replace the first instance of the text in your
currently selected cell. Click "Close" when completed.
4. Write a detailed note on Ms- Excel and its
application in business . 2012
Ans: Originally released in 1985, Microsoft Excel has
become the most-used
spreadsheet program in the world. Microsoft Excel is a program that provides
spreadsheet comprised of rows and columns which is capable of storing large
amount of data. It is a full-featured
spreadsheet program that allows the user to perform a specific work related to
decision making in the areas of business and economic applications. The
specific work may be related to organizing statistical data, performing
statistical and mathematical calculations, drawing inferences related to
statistical applications, drawing graphs and charts based on the data
availability, and also help in developing professional looking of
reports.
Applications
of MS-Excel in Business:
MS-Excel
now a day is the most widely used software
because of its various utilities. Some of the uses of MS-Excel are stated
below:
1)
Data
Analysis: Excels allows users to analyze data in a spreadsheet using several
different formulas. Formulas can be applied to find specific data, string data
together, evaluate data or transform data. It can also perform complex
calculations or financial analyses.
2)
Data
Reporting: Excel also has the ability to analyze data into graphs by row,
column or group. Data can also be conditionally formatted to assign attributes
such as a color to cells within a certain range or certain value. Data can also
be quickly sorted and filtered to report a specific set of values or align data
in a certain order for easier viewing.
3)
Data
Management: Excel, at its most basic level, manages data through simple data
storage in spreadsheets. Data can be stored in spreadsheets in rows, columns,
groups or tables. The data can also be formatted in several ways such as dates,
money values or percentages.
4)
Security: MS-Excel files can be kept
password protected so the people can keep their files safe. People store their
important data in the MS Excel so that they can keep their data in an organized
way and save their time as well.
5)
Programming: MS-Excel also helps in
programming. MS-Excel supports almost all the programming language applications
used in creating macros.
5. What are the
different types of charts available in MS-Excel? What are their utilities? 2013
Ans:
Microsoft Office Excel supports numerous types of charts to help you display
data in ways that are meaningful to your audience. When you want to create a
chart or change an existing chart, you can choose from a wide range of chart
subtypes available for each of the following chart types:
1.
Column Charts
2.
Line Charts
3.
Pie Charts
4.
Bar Charts
5.
Area Charts
6.
Stock Charts
7.
Surface Charts
8.
Doubtful Charts
9.
Bubble Charts
10.
Radar Charts
Utilities of charts: Excel charts allow
spreadsheet administrators to create visualizations of data sets. By
highlighting a set of data within an Excel spreadsheet and
feeding it into the charting tool, users can create various types of charts in
which the data is displayed in a graphical way. Typical and large data can be
presented effectively with the help of excel charts.
6. What are the
steps involved in creating a chart in Ms-Excel. 2013, 2014, 2016, 2018
Ans:
Creating a chart in Microsoft Office Excel is quick and easy. Excel provides a
variety of chart types that you can choose from when you create a chart. For
most charts, such as column and bar charts, you can plot the data that you
arrange in rows or columns on a worksheet
in a chart. Some chart types, however, such as pie and bubble charts, require a
specific data arrangement.
Steps of inserting a chart in MS-Excel
a)
On
the worksheet, arrange the data that you want to plot in a chart.
b)
Select
the cells that contain the data that you want to use for the chart.
c)
On
the Insert tab, in the Charts group, Click the chart type, and
then click a chart subtype that you want to use
7. How will you
do the following in
MS-Excel?
2014,
2016
Text
wrapping: Wrap text is used to show multiple lines in a cell. You can format
the cell so the text wraps automatically, or enter a manual line break.
Enabling the Wrap Text Option:
In order to wrap text in one or more cells, first select the cell(s) that you
want to wrap, then enable the Wrap Text option for the selected cells using the
following methods: Click on the Wrap Text option, which is
located in the 'Alignment' group of the Home tab of the Excel
ribbon
8. Data Sorting: To sort a
range:
a)
Select the cell range you want
to sort.
b)
Select the Data tab on the
Ribbon, then click the Sort command.
c)
The Sort dialog box will
appear. Decide the sorting order (either ascending or descending).
d)
Once you're satisfied with your
selection, click OK.
e)
The cell range will
be sorted by the selected column.
Numbers formatting in excel
a)
Select the cell or range
of cells that you want to format.
b)
On the Home tab,
under Number, on the Number Format pop-up menu, click
Custom.
c)
In the Format Cells dialog box, under
Category, click Custom.
d)
At the bottom of the
Type list, select the built-in format that
you just created. For example, 000-000-0000.
e)
Click OK.
Autofill feature in Excel
The Excel Autofill feature can be used to
populate a range of cells with either a repeat value, a series of values, or
just a cell format. To use the simple Excel Autofill:
a)
Enter a value into the start cell;
b)
Use the mouse to drag the 'fill
handle' (the small black square at the bottom right of the start cell) across
the range of cells to be filled;
c)
When you drag the 'fill handle' across
the range of cells to be filled, Excel will fill the selected cells, by either
repeating the value in the first cell or by inserting a sequence from the first
cell value (e.g. 1, 2, 3, ...);
d)
Click on the 'Auto Fill Options' box,
which will appear at the end of your selected range of cells.
9. Write the
general forms (syntaxes) for the following functions:
2015
a) Round():Rounds a number to a specified
number of digits.
Syntax: ROUND(number,num_digits)
Number is the number you
want to round. , Num_digits specifies the number of digits to which
you want to round number.
b) Max():Returns the largest value in a set of
values.
Syntax: MAX(number1,number2,...)
Number1, number2, ... are
1 to 255 numbers for which you want to find the maximum value.
10. What is macro
and how can it be created in MS-Excel? 2015
Ans:
Macro: An action or a set of actions that you can use to automate tasks. Macros
are recorded in the Visual Basic for Applications programming language. To
automate repetitive tasks, you can quickly record a macro in Microsoft Office
Excel. You can also create a macro by using the Visual Basic Editor in Microsoft
Visual Basic to write your own macro script, or to copy all or part of a macro
to a new macro. After you create a macro, you can assign it to an object so
that you can run it by clicking the object. If you no longer need to use a
macro, you can delete it.
Steps
to develop a macro
1.
On
the Developer tab, in the Code group, click Macro Security.
2.
Under Macro Settings, click Enable
all macros (not recommended, potentially dangerous code can run), and then
click OK.
3.
On the Developer tab, in the Code
group, click Visual Basic.
4.
If needed, on the Insert menu,
click Module.
5.
In the code window of the module, type
or copy the macro code that you want to use.
6.
To run the macro from the module
window, press F5.
7.
On the File menu, click Close
and Return to Microsoft Excel when you finish writing the macro.
11. Conditional formatting: 2016, 2017
Ans: Conditional formatting enables us to
highlight interesting cells or ranges of cells, emphasize unusual values, and
visualize data by using data bars, color scales, and icon sets based on
specific criteria. A conditional format changes the appearance of a cell range
based on a condition (or criteria). If the condition is true, the cell range is
formatted based on that condition; if the conditional is false, the cell range
is not formatted based on that condition.
For examples: Color scales are visual guides that help you
understand data distribution and variation. A two-color scale helps you compare
a range of cells by using a gradation of two colors. The shade of the color
represents higher or lower values. For example, in a green and red color scale,
you can specify higher value cells have a more green color and lower value
cells have a more red color.
Steps:
a) Select a range of cells, or make
sure that the active cell is in a table or PivotTable report.
b) On the Home tab, in the Styles
group, click the arrow next to Conditional Formatting, and then click Color
Scales.
c) Select a two-color scale.
12. What is Cell referencing and
mention its types? 2015, 2017, 2018
Ans: A cell reference refers to a cell or a
range of cells on a worksheet and tells Microsoft Office Excel where to look
for the values or data that you want to use in a formula. With cell references, you can use
data that is contained in different parts of a worksheet in one formula, or you
can use the value from one cell in several formulas. You can also refer to
cells on other worksheets in the same workbook. Here are some common examples:
a) =C2 (Return = the value in cell 2)
b) = Sheet2|B2 (Return = The value in cell B2 of Sheet2)
Types of Cell
referencing:
Cell referencing is of two types: relative and
absolute. Relative and absolute cell references behave
differently when copied from one cell and filled to other cells. Relative cell references change when a formula is copied from
one cell to another cell.
Absolute cell references, on the other hand, remain constant
when a formula is copied from one cell to another cell. This is done by adding dollar sign in front of the cell
reference. For example, a relative cell may look like = B1 + B2 but an absolute
cell reference might look like = $B$1 + $B$2.
13. Explain any two mathematical
functions in MS-Excel giving proper syntaxes. 2018
Ans:
Mathematical functions in excel are used to perform various mathematical
calculations like sum, average, count etc. For example:
A) Sum (): This is used to find sum of the
values within a given range of cell.
Syntax: Sum (Starting cell address: End Cell
address)
B)
Sumproduct (): Multiplies corresponding components in
the given arrays, and returns the sum of those products.
Syntax: Sum (Cell 1, Cell 2, Cell
3,……………………………………………..)
C) Average (): Returns the average
(arithmetic mean) of the arguments.
Syntax:
AVERAGE (number1, number2,…………………………………….)
14. What are logical functions? Give the
syntax of the logical function IF(). 2018
Ans: Logical
Functions: Logic Functions in Excel check the data and return the result «TRUE» if
the condition is true, and «FALSE» if not.
For Example:
A) Logical Function IF (): Returns one value if a condition you
specify evaluates to TRUE and another value if it evaluates to FALSE.
Syntax: IF(logical_test,value_if_true,value_if_false)
B)
Logical Function AND ():Returns TRUE if all its arguments are
TRUE; returns FALSE if one or more argument is FALSE.
Syntax: AND(logical1,logical2,
...)
C)
Logical Function OR(): Returns TRUE if any argument is TRUE;
returns FALSE if all arguments are FALSE.
Syntax: OR(logical1,logical2,...)
Post a Comment
Kindly give your valuable feedback to improve this website.