Microsoft Word/ MS-Excel | Information Technology and Its Application in Business Notes | B.Com (Non CBCS)

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 , and then click Save As.

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 , and then click Word Options.

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 (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) 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 (formula: A sequence of values, cell references, names, functions, or operators in a cell that together produce a new value. A formula always begins with an equal sign (=).). 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 cellsRelative 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,...)

0/Post a Comment/Comments

Kindly give your valuable feedback to improve this website.

{ads}