Unit 3, Office Automation Tools
Unit 3, Office Automation Tools
OpenOffice Components
It consists of different components like Tabs, Ruler bar, Status bar, Scroll bar
and Work Area. The Writer layout and its general features are described as
follows:
a. Tabs – (File, Edit, View, Insert, etc.) contain drop down menu which have
commands provided by the tab.
b. RulerBar – There are two rulers – Horizontal and Vertical. The Ruler Bar
allows us to adjust the indentation and margins.
d. Scroll Bar – There are two scroll bars – horizontal and vertical. They help
to scroll the content or the body of document.
e. Work area – It is the working area where the text of the document is typed.
Writer Tabs
The File, Edit, View, Insert, Format, Tools, Modify, and Window tabs are
available in the OpenOffice Writer. A help tab is also included. A drop-down
menu with several commands and settings shows when one of the tabs is
clicked. Decide which command you want to run.
The key tasks that can be performed using the tabs are as follows
File Tab
a. New – It is used to create a new file, Steps for creating new file is –
File >> New
b. Save As – When we want to save file first time or we want to save file in
different file name, then you can use Save As
File >> Save As
c. Page Preview – Print preview helps to see how the printed page will look
like after prining. Steps to use print preview are –
File >> Page Preview
d. Printer Setting – You can make settings for the printer using printer
setting.
File >> Printer Setting
e. Print – Print the document to the connected printer. You can select the size
of the paper, print multiple apges on a single sheet etc.
File >> Print
Edit Tab
The Edit tab consists of commands required to perform editing on the current
document. It contains several commands.
a. Move Text – Remove the text to be moved by selecting the text and then
applying File -> Edit -> Cut. Then take the cursor to the place in document
where you want to move the text. Then do File -> Edit -> Paste.
b. Copy Text – Select the text to be copied and then apply the commands
File -> Edit -> Copy. Then take the cursor to the place in document where you
want the copied text. Then do File -> Edit ->Paste.
c. Find and Replace – This is used to find words and then replace it with the
new one . This option is useful to find word at multiple places in the document
and replace all of them with the new one.
View Tab
The View tab consists of commands required for viewing the current
document on the screen.
a. Toolbars – Select View >> Toolbars. A drop down menu appears. Select
the toolbars that you want to be displayed on the screen. A displayed toolbar
shows the icons for the commands.
Insert tab
The Insert tab consist of commands required for inserting different elements in
a document.
a. Insert Header – Insert >> Header >> Default, A header box opens in the
upper part of the document. Enter the content you want to write in a header.
b. Insert Footer – Insert >> Footer >> Default, A footer box opens in the
lower part of the document. Enter the content you want ot write in the header.
c. Insert Fields – Insert >> Fields, A pop-up menu appears and select the
eleemnt to be inserted. The selected element will insert at the location of the
cursor.
d. Insert Hyperlink – Insert >> Hyperlink, A dialog box opens. On the left side
of the dialog box, select where you want to link – a webpage, docuemnt, mail
or to a new document.
e. Insert Table of Content – Insert >> Indexes & Tables, Select Table of
content. Click Ok. A table of content will be inserted in your document.
f. Insert Table – Insert >> Table, A dialog box appears. Enter the table name,
numbers of rows and columns. Click Ok. A table will be inserted in the
document.
g. Insert Formula – Insert >> Object >> Formula, A pop up menu of element
appears then select the eleemnt and write the formula.
Format Tab
The Format tab consist of commands required for formatting the document.
a. Format Character – Format >> Character, A dialog box contain font type,
typefae, and size, you can also give font effects and backgound.
c. Format Bullets and Numbering – Format >> Bullets and Numbering, You
can select bullets of different kinds or numbering. In the document the bullets
are inserted at the location at which the cursor is present.
d. Format Page – Format >> page, This allows to format the whole page –
borders, color, alignment, number of columns etc.
e. Change case – Format >> Change case, there are 6 different types of
change case available in digital documentation.
Table Tab
The Tools tab consists of commands that can be used on the document for
better results.
a. Check spelling and grammar – Tools >> Spelling and Grammar, The
grammar and spelling you can check with the help of Spelling and Grammar
option.
b. Find Number of Words – Tools >> Word Count, if the text is already
selected, then word count displays the number of words and characters in the
selected text.
Window Tab
Help Tab
The Help tab consists of commands that provide help to the user of the
OpenOffice Writer software. On clicking on the help tab appears. You can
browse the Help for the command you want.
Spreadsheet OpenOffice Calc
Spreadsheets are used in various fields such as banking, finance, accounting,
and education.
Starting Calc
To start OpenOffice Calc, there are various ways in which you can start
it –
a. As a Windows application, you can click Start -> Programs ->OpenOffice
b. If the OpenOffice icon as shown in Figure 4.2 is on the desktop, double
click the icon.
Title Bar – The title bar at the top displays the information about the
spreadsheet such as name of the current spreadsheet (ExampleSheet),
extension of the spreadsheet (.ods), and name of the software (OpenOffice
Calc).
Menu Bar – Just below the title bar is the menu bar. It contains various menu
options.
Find Bar – It contains a text box which can be used to enter text which is
meant to be searched in the spreadsheet.
Formatting Bar – In the Formatting toolbar, the leftmost icon is for the Style &
Formatting and the following two boxes are the Font Name and Font Size lists.
Formula Bar – On the left side of the Formula bar is the Name box which
contains a letter and name combination such as C4, whenever you select a
cell on the spreadsheet. This combination is called Cell Reference.
Sheet Tabs – A single spreadsheet Calc file can contain multiple sheets. You
can traverse individual sheets by using the Sheet tabs. The current active
sheet has a white tab.
Status Bar – Status bar at the bottom provides information about the
spreadsheet and convenient ways to quickly change some of its features.
Sidebar – Located on the right side of the edit views of Calc, sidebar contains
frequently used tools grouped in decks such as Properties, Styles and
Formatting, Gallery, Navigator. Clicking on any of the vertical tabs opens the
deck for that tab.
Active Cell – When you select a cell, you will notice a heavy black border
around the selected cell as shown in Figure 4.3. The heavy black border
indicates that selected cell is the active cell.
Row Headers – Row headers are in the form of numbers -1,2,3…. which are
present at the left of each row.
Data – There are various types of data that can be entered in a cell:
Formatting Data
Numbers as Text – Calc evaluates each cell and determines whether the
entry is a Value or Label. Cells containing a combination of values and text is
automatically treated as a label.
Font – Font refers to the design for a set of characters. It is the combination of
typeface and other qualities, such as size, pitch, and spacing. The font can be
changed from the Formatting bar.
Font Name – Various font types are there in Calc such as Arial, Arimo, and
Century Schoolbook L.
Gridlines and Borders – The gray gridlines (vertical and horizontal lines) that
you can see in a Calc spreadsheet help you while you’re working in a
spreadsheet. Gridlines appear automatically showing you how the data is
organized into rows and columns.
Flow of Text – In order to control the flow of text within cells, Calc provides
various ways –
Shrink to Fit – This option shrinks the text to fit in the size of the existing cell.
In this case neither the row height nor the column width is changed. The text
size is decreased according to the cell. Steps to shrink the text size to fit the
cell:
Functions
Commonly used mathematical functions in Calc –
Relative Addressing
Absolute Addressing
When you wish to fix the location of a cell, you utilise absolute references. A
dollar sign is placed before each of these cell references. You are fixing the
value of a specific cell reference by doing this. For instance, the formula will
become = B1+B2 if you enter = A1+A2 into A3 and duplicate it to another
location: B3.
Mixed Addressing
Three types of filters can be applied – AutoFilter, Standard Filter and Advance
Filter. Let us study AutoFilter and Standard filter in detail –
AutoFilter – This filter is added on the topmost row of the selected data in the
form of a drop down list from which you can select data to be displayed or in
other words apply filters.
Creating Charts
Step 4: Select the chart type (Column chart, Bar chart, Pie chart etc.) and
click on the Finish button
Bar Chart – A Bar chart is the horizontal version of a column chart. It is used
if you have large text labels.
Pie Chart – A Pie chart is used to display the contribution of each value (slice)
to a total (pie) i.e., it can be used to plot various pieces of a single entity.
Line Chart – A Line chart is used to compare trends and changes in values
over time.
Create/Record Macros:
Step 2 : Calc has started recording the Macro. Until you stop the recording,
every Calc command and keystroke will be recorded in the macro, in the order
in which they are entered.
Step 3 : After we have done all the required tasks, we will stop recording the
macro by clicking on the Stop recording option on the dialog box.
Step 2 : A dialog box will open as showing all the macros created.
Step 3 : The tasks performed during recording of the macro will be repeated
in the same order in which they were performed.
OpenOffice Impression
The development of presentations for a bigger audience requires presentation
software. With the use of the presentation software, users may make
presentations that include sound, text, movies, photos, and tables.
Slide Show Settings – Slide Show -> Slide Show Settings. A dialog box
opens . Select the slide to start from, animation allowed etc.
Custom Animation – Slide Show -> Custom Animation.A dialog box opens
on the right side of the screen. Select the element on the slide on which the
animation has to be applied. Click . Select the animation to be applied.
Slide Transition – Slide Show -> Slide Transition. A dialog box opens on the
right side. Select the transition you want to apply to the slide.
Office Automation Tools Class 11 Questions and
Answers
1. What is the need of a word processing software?
Answer – Using a standard word processor, a user can generate documents,
modify them using the keyboard and mouse, store them for later access, and
print them to a printer. Microsoft Word, Microsoft Notepad, and Corel
WordPerfect are all common word processing programs.
c. Status Bar – The status bar shows details about the open document that is
currently open. The zoom slider, total number of pages in the document, and
the current page number are all displayed.
d. Scroll Bar – Both a horizontal and vertical scroll bar are present. They aid
in scrolling the document’s body or content.
e. Work area – This is the area where the document’s text is typed.
7. List the tabs in the OpenOffice Writer. What are the key tasks
performed by the tabs.
Answer – The Tab key in word processing and text editing inserts the ASCII
tab character, advances the insertion point to the following tab stop in a table,
or inserts numerous space characters (depending on the programme used).
d. Insert – The user can add something (such a photograph) into a document
or file by using the Insert file menu and Ribbon area in software. For instance,
in Microsoft Word, the user can include a photo of themself into their paper
using the Insert tab in the Ribbon.
10. What is the difference between Save command and Save As
command?
Answer – When we save a document, the most recent version can be
modified to reflect the most recent working version and the newly created
document. We can save our work for the first time using Save As, and it will
also ask where and under what name it should be saved.
11. What is the difference between Move text and Copy text?
Answer – Moving and copying are different in that the first creates a duplicate
of a file or directory at a new location without changing its original content,
whereas the latter moves the original file or directory to a new location.
13. List the steps for inserting a hyperlink to a web page in a document.
Answer –
Step 1 : Select the text you want to use as link
Step 2 : Insert >> Links >> Link
Step 3 : Type or paste the destination URL
Step 4 : Click on OK to create a hyperlink
14. What is the difference between toggle case and sentence case when
using Change Case?
Answer – Sentence case will capitalise the first word; lowercase will change
all of the letters in the selection to lowercase; UPPERCASE will change all of
the letters to uppercase; and tOGGLE cASE will change all of the letters in the
selection to the opposite case.
• Enter data
• Edit data
• Format data
• Perform calculation on the data
• Present data in graphical form
16. Explain a workbook and worksheet.
Answer –
Workbook – You can use a file called a “Calculus Workbook” that contains
numerous worksheets to arrange various types of related material. The three
worksheets “sheet 1,” “sheet 2,” and “sheet 3” are included by default in a
workbook.
27. List the tabs in the OpenOffice Impress. What are the key tasks
performed by the tabs?
Answer – Insert tab are described as follows –
a. Insert page number, Date and Time – A Header and Footer Window
opens. Make settings here for date, time and page number.
c. Insert Hyperlink – A dialog box opens. On the left side of the dialog box,
select where you want to link – current presentation slides, new presentation
or Internet link. Then fill the details path, Form (text, button), etc. The Text is
the name that appears in your document as a hyperlink.
31. What is the difference between slide transition and slide animation?
Answer – The following are the differences between slide transition and
custom animation –
1. Slide Transition – The looks that move you from one slide to the next are
known as slide transitions.
2. Slide Animation – Slide animations are the motions you add to text,
images, and other items on a single presentation.