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Unit 3, Office Automation Tools

The document discusses the use of word processing software OpenOffice Writer. It describes the various components, tabs and functions of OpenOffice Writer that allow creating, editing and formatting text documents. These include tabs for file, edit, view, insert, format etc and their functions.
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0% found this document useful (0 votes)
2K views21 pages

Unit 3, Office Automation Tools

The document discusses the use of word processing software OpenOffice Writer. It describes the various components, tabs and functions of OpenOffice Writer that allow creating, editing and formatting text documents. These include tabs for file, edit, view, insert, format etc and their functions.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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GBSSS New Seemapuri

Information Technology, Class 11


Office Automation Tools

Digital Documentation OpenOffice Writer


The generation of text-based documents requires the use of word processing
software. The user can edit, format, and print documents using its features.
Tables and images can both be included in a word document. It could be a
book, a letter, an artwork, a website, etc.

Start OpenOffice Writer


To start using the OpenOffice Writer software, any one of the following steps
needs to be performed –
Start >> Programs >> OpenOffice

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.

c. Status Bar – It displays information about the current open document. It


displays the current page number, total pages in the document, zoom slider
etc.

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

a. File – To apply commands to current document, to open or close document


b. Edit – For editing the current document, for example, cut, paste
c. View – For controlling display of document on the screen
d. Insert – For inserting new elements in document, like, comments, special
characters, graphics, and objects
e. Format – For formatting the layout and content of document
f. Tools – For spelling check, gallery of object art to add to document, to
configure menus
g. Table – To insert, edit, delete a table in a text document
h. Windows – For manipulating and displaying document windows

File Tab

The OpenOffice Writer is used to create a text document. The document is


stored as a file in the computer with the extension .odt. For example, a
document stored as a file Anita.odt. File tab contain, New, Open, Close, Save
etc.

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.

b. Format Paragraph – Format >> Paragraph, With the help of Format


paragraph you can change the indentation and spacing, border, alignment,
etc.

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 Table tab consists of commands that operate on a table.

a. Convert Table to Text or Text to Table – Table >> Convert, If text is to be


converted to table, the text to table option appears, select it to convert text to
table, if a table is already present, then table to text option appears.
Tools 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

The Window tab consists of commands that work on a window. The


commands in this tab allow the user to open a new window or close an
existing window. Also, the name of all currently open windows is also
displayed.

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.

Following are some of the popular uses of spreadsheets –

1. Managing financial data such as bank account information, budgets,


transactions, billing, and receipts.
2. Handling inventory, reviews, employee information, surveys, etc., using
data entry forms.
3. Tracking student performance by calculating grades and other relevant
information such as attendance, highest score, and lowest score.
4. Creating lists of items which may not be numeric such as student list,
grocery list.
5. Managing company information such as profit and sales by creating graphs
from the data.

Main Features of OpenOffice Calc

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.

Calc Main Window

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.

• File – It contains commands to create a new file.


• Edit: It contains commands to edit a file such as Cut, Copy, Paste,
Paste Special, Select All, Find & Replace, Delete Contents,
Delete Cells, Headers & Footers.
• View – It contains commands to modify the view of the Calc such
as Toolbars, Full Screen, Zoom.
• Insert – It contains commands for inserting Cells, Rows,
Columns, Sheet, Sheet From File, Function, Function List,
Picture, Chart etc.
• Format – It contains commands to alter the layout of the
spreadsheet such as formatting Cells, altering Rows, Columns,
Sheet.
• Tools – It contains options to o spellcheck (Spelling), insert
macros (Macros) etc.
• Data – It contains commands to manipulate data such as Sort,
Filter, Validity.
• Window – It contains commands to modify the window such as
New Window, Close Window.
• Help – It contains the options getting help related to OpenOffice
Calc such as OpenOffice Help.

Standard Bar – It lies below the Menu bar. It contains icons which perform
similar operations as contained in the Menu bar options such as New, Open,
Save, Print, Page Preview, Cut, Copy, Paste, Sort, Chart, Find & Replace,
Spelling.

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.

Column Headers – Column headers are in the form of alphabets –


A,B,C,…shown at the top of each column.

Working with Data

Data – There are various types of data that can be entered in a cell:

1. Labels – These are alphabetic or alphanumeric entries without


numeric value. They can be a combination of letters, numbers,
space, special characters etc. Labels are left justified by default.
2. Numbers or Values – These are numeric data which may be
integers or can contain decimals or fractions. Values are right-
justified by default.
3. Formulas – Used to perform calculations such as addition,
subtraction, multiplication, division, average. Formulas must
begin with an = sign.
Moving Data within a Spreadsheet – For moving data from one cell to
another we have the cut-copy-paste functions.

Using AutoFill – Using this function in Calc, data is generated automatically


depending on a specified series. The act of entering numbers into a table’s
serial number (S.No) column is a very typical example. This column, which is
quite commonly used, typically carries a series of numbers. Use Calc’s
AutoFill command to fill in the serial numbers (let’s say 1 to 100)
automatically.

Formatting Data

Formatting a document means adding elements of style and presentation to


documents to improve the readability and make them more attractive.

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 –

• Merging / Splitting Cells – In order to merge cells, select the cells


and click on the Merge Cells icon in the Standard Bar. To split the
merged cells, select the cell and click on the Merge Cells icon.
• Wrap Text – It means to break the text into multiple lines i.e.
adjusting the row height to fit the text within the cell but keeping
the column width of the cell same. Steps to wrap text:
1. Right-click on the cell.
2. Select the option – Format Cells.
3. A dialog box opens up. Open the Alignment Tab and check the
option – Wrap text automatically

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:

1. Right-click on the cell.


2. Select the option – Format Cells.
3. A dialog box opens up. Open the Alignment Tab and check the
option – Shrink to fit cell size

Numeric Data Formatting –

Some of the commonly used number formats are discussed below –

• Currency – In the currency format, you can prefix or suffix


currency symbols to the numeric data.
• Percent – It displays the number as a percentage. Two decimal
places are added to the number and the percent symbol (%) is
suffixed at the end.
• Standard – It sets the number in the cell to the default format by
removing any other numeric formatting applied.
• Decimals – Decimal places can be inserted or removed by using
the Add Decimal place or Delete Decimal place icon respectively.
• Date – By default, the date format in Calc is dd/mm/yy. But in
case you want to change the format, you can find various date
formats in the Format Cells dialog box.

Functions
Commonly used mathematical functions in Calc –

• SUM(n1;n2…) – To calculate the sum of arguments n1, n2…


• PRODUCT (n1; n2…) – To calculate the product of arguments n1,
n2…
• SQRT (n) – To calculate the square root of a number n.
• POWER (n; p) – To calculate power p of a number n.
• LOG (n; b) – To calculate log a number n to base b.
• ROUND (n; d) – To round a number n to digits d.
• SIN (n), COS (n), TAN (n) – To calculate sine, cosine and tangent
of n.
• RAND BETWEEN (f; l) – Returns a random number between f
and l.
• QUOTIENT (a; b) – To calculate integer quotient of division a/b.
• ABS (n) – To calculate the absolute value of a number n.

Absolute and Relative Addressing

Relative Addressing

The method of addressing instructions and data sections by specifying their


location in reference to the location counter or to some other symbolic location
is known as relative addressing. This kind of addressing is never done in bits,
words, or instructions; it is always done in bytes.

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

Various references An absolute reference and a relative reference combine to


provide a mixed reference in Excel. This indicates that a portion of the
reference, either the row or the column, is fixed, while the remaining portion is
relative.

Sorting and Filtering Data

Sorting – The Sort Ascending and Sort Descending commands on the


Standard toolbar, as well as the Data menu, which opens a dialogue box with
extra options, make it simple to arrange data in Calc.

Steps to sort data in ascending order using the Standard Toolbar –

Step 1: Select the cells you want to sort.


Step 2: Click on the Sort Ascending icon on the Standard Toolbar.
Data will be sorted according to the first column of the selected cells.

Steps to sort data in ascending order using the Sort command –

Step 1: Select the cells you want to sort.


Step 2: Click on the Sort option in the Data menu which opens a dialog box.
Step 3: You can change the select the column based on which you want to
sort the data. Also, you can select the Ascending or Descending option.
Step 4: Click on OK.

Filtering Data – Applying a filter means displaying data based on some


conditions or filters. Filters can be applied by using the Filter option in the Data
menu.

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.

Step 1: Select the data.


Step 2: Select Data menu and click on Filter->AutoFilter.
Step 3: On the topmost cell of each column you will observe drop-down
boxes.
Standard Filter Standard filter is used to provide more options for filtering
such as combining multiple filters by using AND and OR operator. AND
operator implies that all the filters must be satisfied for displaying the data. OR
operator implies that at least one filter should be satisfied for displaying the
data.

Creating Charts and Graphs


In Calc, you can create graphs and charts to represent the data graphically.
Sometimes, it is very difficult to analyze spreadsheets containing huge amount
of data.

Creating Charts

Following are the steps required to insert a chart –

Step 1: Select the data which is to be included in the chart.


Step 2: Go to the Insert menu and select the Chart option.

Step 3: Chart wizard dialog box is displayed

Step 4: Select the chart type (Column chart, Bar chart, Pie chart etc.) and
click on the Finish button

Spreadsheet different type of chart

Column Chart – A Column chart is used to compare values across categories


by using vertical bars. The Column chart can be inserted by selecting the
Column option in the Chart type of the Chart Wizard.

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.

Scatter Chart – A Scatter chart is used to display relationships between


variables.
Macros
Every command and action you take to complete a task is recorded in a
macro. Using a macro, you can later replay the mouse movements and
keystrokes you made while working. The macro replays those actions in the
exact same sequence as you ran them. Therefore, you only need to execute
the macro if you wish to repeat the activities numerous times.

Create/Record Macros:

Step 1 : Go to the Tools tab on the Menu bar->Macros->Record Macro

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.

Run/Use Macros created:

Step 1 : Go to the Tools tab on the Menu bar->Macros->Run Macros

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 Tab

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.

2. What is the task of a word processing software?


Answer – A word processor is a tool or computer application that allows for
the entry, editing, formatting, and output of text.

3. Name an open source word processing software.


Answer – Apache OpenOffice Writer & Google doc

4. List the steps to start an OpenOffice Writer.


Answer – Click Start >> All Programs >> OpenOffice >> OpenOffice Writer
from the desktop if applicable. OpenOffice Writer users should select File >
New > Text Document. A text document appears on your screen in either
scenario. (The text document’s name can be seen at the top of the screen.

5. List the components of the main screen of OpenOffice Writer.


Answer – OpenOffice Writer’s home screen is divided into several sections,
including the Work Area, Ruler bar, Status bar, and Scroll bar.

6. Define the following:


a. Tabs
b. Ruler Bar
c. Status Bar
d. Scroll Bar
e. Work Area
Answer –
a. Tabs – Tabs like “File,” “Edit,” “View,” and “Insert” feature drop-down
menus with actions that are specific to the tab.
b. Ruler Bar – There are two rulers—a horizontal and vertical ruler—on the
ruler bar. We can change the margins and indentation using the Ruler Bar.

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).

8. What is the extension of the file created in OpenOffice Writer?


Answer – ODT is the extension for files produced by OOo Writer
(OpenDocument text). ODT files and Writer Files are the terms used in this
site to refer to files made in Writer.

9. What is the purpose of the following tabs?


a. File
b. Edit
c. View
d. Insert
Answer –
a. File – You can specify a file in the File tab where the log shall be saved. An
indicator that shows if file logging is active and a button to enable or disable it
are located at the top. (Take note that unless a file is chosen below, you
cannot enable it.) You can stop and start the file entering process using the
button.

b. Edit – Editing principles and objectives Editing is done to carry on or


emphasise the significance of a scene or tale. It is often referred to as
“creating diverse moods and atmospheres,” and this can be done by editing
techniques including fading, three-way colour correction, and shot pacing.

c. View – By limiting access to a predetermined set of a table’s rows and


columns, views offer an extra layer of security. A view has the ability to
conceal the complexity of a multiple table join.

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.

12. How is Find and Replace option useful?


Answer – By using Find and Replace, you may easily find and replace any
word or formatting style within a page. This is very useful for lengthy papers.
Perform the keyboard shortcut Ctrl+H or go to Editing in the Home tab of the
ribbon, then select Replace to use Find and Replace.

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.

15. What is a spreadsheet? List its uses.


Answer – In a spreadsheet application, data is arranged into rows and
columns and shown as a grid or table. Utilizing the numerical data, it is utilised
to assess and produce projections. Typically, a spreadsheet programme is
used for the following tasks –

• 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.

Worksheet – A single spreadsheet with cells, rows, and columns can be


found in a calc worksheet. A worksheet always starts in row 1 and column A.
A formula, text, or number can be entered into each cell.

17. What is the purpose of using a spreadsheet?


Answer – The purpose of using spreadsheet are –
1. Managing financial data such as bank account information, budgets,
transactions, billing, and receipts.
2. Handling inventory, reviews, employee information, surveys, etc., using
data entry forms.
3. Tracking student performance by calculating grades and other relevant
information such as attendance, highest score, and lowest score.
4. Creating lists of items which may not be numeric such as student list,
grocery list.
5. Managing company information such as profit and sales by creating graphs
from the data.

18. What do you mean by Active Cell?


Answer – You’ll notice a thick black border surrounding the cell you’ve
chosen when you choose it. The selected cell is the active cell, as indicated by
the thick black border.

19. What are the various types of data available in a spreadsheet?


Answer – There are various types of data that can be entered in a cell –
a. Labels – These are alphabetic or alphanumeric entries without numeric
value. They can be a combination of letters, numbers, space, special
characters etc. Labels are left justified by default.

b. Numbers or Values – These are numeric data which may be integers or


can contain decimals or fractions. Values are right-justified by default.

c. Formulas – Used to perform calculations such as addition, subtraction,


multiplication, division, average. Formulas must begin with an = sign.

20. What is the purpose of AutoFill in Spreadsheet?


Answer – You can enter data automatically in Spreadsheet. Use the AutoFill
command to automatically expand a predictable sequence (such as 1, 2, 3,
days of the week, or hours of the day) that you are typing.

21. What is the need of a presentation software?


Answer – Users who want to deliver information to an audience can do so
with the aid of presentation software. It includes templates and tools for
adding text, photos, music, video, and graphs as well as other types of
content. Using presentation software, teachers can make their lessons more
engaging.

22. What is the task of a presentation software?


Answer – It is possible to construct presentations of ideas by combining text,
graphics, and audio or video using presentation software, a subcategory of
application software. A tale is told, a speech is supported, or information is
presented in a presentation.

23. Name an open source presentation software


Answer –
a. Apache OpenOffice’s Impress.
b. LibreOffice’s Impress.
c. FreeOffice 2018’s Presentation.
d. Google Slides.

24. List the steps to start an OpenOffice Impress.


Answer –
Step 1 : Click on Start Button
Step 2 : Click on OpenOffice.org
Step 3 : Click on OpenOffice.org Impress

25. List the components of the main screen of OpenOffice Impress.


Answer – The Slides pane, Workspace, and Tasks panes make up the main
Impress window. Several toolbars can also be shown or hidden while a
presentation is being created.

26. List the different view options in OpenOffice Impress.


Answer – Different ways in which presentation slides can be viewed are –
a. Normal View
b. Outline View
c. Slide Sorter
d. Slide Show
e. Notes Page
f. Handout Page

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.

b. Insert Fields – A pop-up menu appears. Select the element to be inserted.


The selected element will insert at the location of the cursor.

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.

28. What is the extension of the file created in OpenOffice Impress.


Answer – ODP is the file extension for files produced by OOo Impress
(OpenDocument Presentation). ODP files and Impress Files are the terms
used in this site to refer to files made in OOo Impress.

29. What is the purpose of the following views –


a. Normal
b. Outline
c. Slide Sorter
d. Slide Show
e. Notes Page
f. Handout Page
Answer –
a. Normal – This is the main editing view for writing and creating slides

b. Outline – This displays an outline of the text in the slides.

c. Slide Sorter – This presents all slides of the presentation in a miniature


form. It helps in viewing all slides together and allows easy moving of slides.

d. Slide Show – It shows slides as they will be actually presented. No editing


can take place in this view.
e. Notes Page – Allows users to make notes for the selected slide. The notes
can be seen only by the presenter while making a presentation. The note
page is not visible to the audience of the slide show presentation.

f. Handout Page – It displays slides on a page as seen when printed.

30. What is the need to use the Slide Master?


Answer – Each slide in your presentation has a general appearance that is
controlled by a slide master, including formatting and design. Every slide
layout will be updated as you make changes to the slide master within your
presentation. At least one slide master can be found in every template.

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.

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