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GNDU Question Paper-2022
B.A 1
st
Semester
COMPUTER SCIENCE
(Computer Fundamental & PC Software)
Time Allowed: Three Hours Maximum Marks: 75
Note: Attempt Five questions in all, selecting at least One question from each section. The
Fifth question may be attempted from any section. All questions carry equal marks.
SECTION-A
1. (a) What is a computer.? Explain components of a computer.
(b) Discuss the following Input Devices: MICR, Scanners and Mouse.
2. (a) Explain the functional characteristics and storage organization of
(i) Magnetic tapes
(ii) Magnetic disks.
(b) Discuss the following output devices: Printers and Voice response units.
SECTION-B
3. Discuss the following features with usage in MS-Word:
(i) Insert a second document into an open document
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(ii) Page setup
(iii) Border and shading
(iv) Header and footer.
4. Explain the following with their use in MS-Word:
(i) Table Formatting
(ii) Spell Checking.
(b) What is the purpose of using Mail-Merge in MS-Word? Explain the steps required to
use Mail-Merge.
SECTION-C
5. Discuss the uses of MS-PowerPoint. What are the various steps needed to make a
presentation in MS-PowerPoint?
6. (a) What are the various types of views available in MS-PowerPoint? Explain each one.
(b) Discuss the following features w.r.t. MS-PowerPoint:
(i) Printing Slides
(ii) Slide show.
SECTION-D
7. (a) How creation, editing and formatting of a graph is done in M6-Excel?
(b) Discuss the following features of MS-Excel:
(i) Use of functions on different data with example
(ii) Printing a worksheet.
8. Write short note on the following features of MS-Excel:
(i) Sorting the data
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(ii) Querying the data
(iii) What-if analysis
(iv) Linking different sheets.
GNDU Answer Paper-2022
B.A 1
st
Semester
COMPUTER SCIENCE
(Computer Fundamental & PC Software)
Time Allowed: Three Hours Maximum Marks: 75
Note: Attempt Five questions in all, selecting at least One question from each section. The
Fifth question may be attempted from any section. All questions carry equal marks.
SECTION-A
1. (a) What is a computer.? Explain components of a computer.
(b) Discuss the following Input Devices: MICR, Scanners and Mouse.
Ans: (a) 1. (a) What is a Computer? Explain Components of a Computer.
Once Upon a Time in the Digital World...
Imagine a world where everything happens faster—messages are sent in seconds,
calculations that took days are done in milliseconds, and huge libraries are stored in your
pocket. This magical power comes from one of the most revolutionary inventions of the
modern age—the computer.
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But what exactly is a computer? Why is it so important in our lives? And how does it even
work? Let’s go step by step and understand this amazing machine like a story.
What is a Computer?
A computer is an electronic machine that takes data as input, processes it using a set of
instructions called a program, and gives us useful output. It can also store this data for
future use.
In simple words:
Computer = Input → Process → Output → Store
Let’s say you want to add two numbers: 4 and 5.
• You type them on the keyboard (input).
• The computer adds them (processing).
• It shows you the result “9” on the screen (output).
• And if you want, it can save it in a file (storage).
That’s the basic idea of how a computer works.
Definition (Technical)
A computer is an electronic data processing machine that can perform a variety of tasks by
following a set of instructions. It consists of both hardware (physical parts) and software
(programs or instructions).
Why Do We Need Computers?
Computers are everywhere:
• In schools, colleges, and universities for learning.
• In hospitals for managing patient data.
• In banks to handle transactions.
• In homes for entertainment, online shopping, and communication.
They are fast, accurate, never get tired, and can store a lot of information. They help us save
time, energy, and resources.
Main Components of a Computer
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Now that we know what a computer is, let’s look at how it’s made. Think of a computer as a
human body:
• The brain is the processor.
• The hands and mouth are input/output devices.
• The memory is the storage.
There are two main types of components:
1. Hardware
2. Software
Let’s understand each in detail.
1. Hardware – The Physical Body of the Computer
Hardware refers to the physical parts of the computer that you can touch and see.
a) Input Devices
These are the devices through which we enter data into the computer.
• Keyboard – Like a typewriter, it is used to type text, numbers, and commands.
• Mouse – A pointing device used to click, drag, and drop.
• Scanner – Used to convert physical documents into digital format.
• Microphone – Captures sound and sends it to the computer.
• Webcam – Captures live video and images.
Just like how humans receive information through eyes and ears, the computer gets data
through input devices.
b) Processing Device (CPU)
This is the brain of the computer. It stands for Central Processing Unit. It processes all the
instructions and performs calculations.
CPU has two main parts:
• ALU (Arithmetic Logic Unit): Performs arithmetic (like addition, subtraction) and
logical operations (like comparing numbers).
• CU (Control Unit): Controls all parts of the computer and tells them what to do, like
a traffic police officer.
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Processor speed is measured in GHz (Gigahertz). The higher the GHz, the faster the
computer.
c) Output Devices
These are the devices through which the computer shows results or outputs to the user.
• Monitor – Also called VDU (Visual Display Unit), it shows text, pictures, and videos.
• Printer – Gives printed output on paper.
• Speakers – Used for sound output.
• Projectors – Displays visual output on a large screen.
Just like how we speak or write to communicate, computers use output devices to give us
results.
d) Memory / Storage Devices
Computers need memory to store data, just like humans need brains to remember.
Two types of memory:
1. Primary Memory (Main Memory) – Temporary storage.
o RAM (Random Access Memory): Stores data temporarily while the computer
is on. Faster but volatile (data is lost when power is off).
o ROM (Read Only Memory): Contains startup instructions. Non-volatile (data
stays even when power is off).
2. Secondary Memory (Permanent Storage) – Stores data for long-term use.
o Hard Disk Drive (HDD)
o Solid State Drive (SSD)
o Pen Drive / USB
o CD/DVD
2. Software – The Mind or Intelligence of the Computer
Without software, the hardware is like a body without a soul. Software is a set of programs
or instructions that tell the computer what to do.
a) System Software
Helps the computer to work properly.
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• Operating System (OS) – It manages the entire system. Examples: Windows, macOS,
Linux.
• Device Drivers – Help connect hardware devices.
• Utilities – Tools like antivirus, disk cleaner.
b) Application Software
Used by users to do specific tasks.
• MS Word – For typing documents.
• Excel – For spreadsheets and calculations.
• Browsers – Like Chrome, Firefox.
• Games – Like PUBG, FIFA, etc.
c) Programming Software
Used by programmers to write code and create software.
• Examples: Python, C++, Java, Visual Studio, etc.
How Does a Computer Work? (Step-by-Step)
Let’s say you want to watch a video online:
1. You click on a video using a mouse (input).
2. The CPU processes the request.
3. The data is fetched from memory or internet.
4. The video is shown on the monitor (output).
5. You can save the video on your hard disk (storage).
This cycle continues for every task you do on the computer.
Conclusion: Computers Are Our Digital Helpers
A computer is not just a machine; it is a powerful tool that assists us in every field—
education, medicine, business, science, and entertainment. It is made up of two main parts:
hardware (physical parts) and software (instructions/programs).
Knowing the components of a computer helps us understand how it works and how we can
use it better in our studies, careers, and daily life.
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Whether you're writing an assignment, learning online, creating art, or playing games—your
computer is your companion in the digital journey. The more you understand it, the more
powerfully and wisely you can use it.
(b) Discuss the following Input Devices: MICR, Scanners and Mouse.
Ans: Input Devices: MICR, Scanners, and Mouse
In the world of computers, input devices are like messengers between humans and
machines. They help us communicate with computers by allowing us to enter data and
instructions. Among these devices, three important ones are MICR (Magnetic Ink Character
Recognition), Scanners, and the Mouse. Each of these has a unique role and is used in
different fields of work. Let’s explore each of them in detail, like a story that unfolds in the
world of computing.
1. MICR (Magnetic Ink Character Recognition)
Let’s begin with a device that you might not see every day unless you work in a bank —
MICR.
Imagine you walk into a bank to deposit a cheque. You see a machine that seems to “read”
the bottom line of the cheque — the account number, bank code, and cheque number. That
magical reading is done by MICR technology.
What is MICR?
MICR stands for Magnetic Ink Character Recognition. It is a character recognition technology
used mainly by banks to read information printed with magnetic ink. The text is printed in a
special font using magnetic ink (usually iron oxide-based), which can be detected and read
by machines.
History and Use
Back in the 1950s, when cheque processing became a challenge due to growing banking
transactions, MICR was introduced as a solution. Banks started using it for automated
cheque processing to save time and avoid manual errors.
How MICR Works
MICR works in two main steps:
1. Magnetizing: The cheque is first passed through a machine that magnetizes the ink.
2. Reading: Then it goes through a MICR reader which detects the magnetic signal of
each character and converts it into digital data that the computer understands.
This way, the machine can accurately read account numbers and transaction details without
being confused by handwriting or ink smudges.
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Advantages of MICR
• Accuracy: Very reliable in reading characters, even if they are marked or dirty.
• Security: Difficult to forge, which adds to transaction security.
• Speed: Speeds up processing of thousands of cheques in a day.
Where is MICR Used?
• Banking systems – for cheque clearance.
• Financial institutions – for document validation.
• Government offices – for secure document recognition.
2. Scanners
Now, imagine you have an old photograph that you want to send to your friend through
email. You place the photo on a flat machine, click a button, and the image appears on your
computer. That’s the Scanner at work.
What is a Scanner?
A scanner is an input device that captures images from physical items — like documents,
photos, or even pages from a book — and converts them into digital form. Once scanned,
the image or text can be viewed, edited, stored, or sent electronically.
How Scanners Work
Think of a scanner like a digital camera. Here’s how it functions:
1. Light Source: It shines a bright light on the document.
2. Reflection: The light reflects back and is captured by sensors.
3. Conversion: The reflected light is converted into a digital image using analog-to-
digital conversion.
4. Output: The scanned image is displayed on your computer screen.
Types of Scanners
1. Flatbed Scanner: Most common. You place the document on a glass surface, like a
photocopier.
2. Sheet-fed Scanner: Feeds documents one at a time (used for bulk scanning).
3. Handheld Scanner: You move the scanner over the document manually.
4. 3D Scanners: Used to scan objects and create 3D models (used in design, gaming,
etc.).
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Uses of Scanners
• Digitizing paper documents for records and backups.
• Editing photos or artwork.
• Scanning QR codes or barcodes in business and retail.
• Converting books into eBooks using OCR (Optical Character Recognition).
Advantages of Scanners
• Preservation: Helps preserve old photos or documents.
• Easy Sharing: Scanned files can be emailed or uploaded.
• Time-Saving: Useful for digitizing large volumes of content.
• High Accuracy: Scans even small details or text precisely.
3. Mouse
Now let’s talk about one of the most familiar devices — the Mouse. It’s small, handy, and
sits beside your keyboard, quietly waiting for your next move.
What is a Mouse?
A mouse is a pointing device that allows users to interact with the graphical user interface
(GUI) of a computer. It helps you move the pointer on the screen, click on icons, drag files,
and much more.
Why is it Called a Mouse?
The name “mouse” comes from its shape, which resembles a real mouse with a tail (the
cable). It was first developed in the 1960s by Douglas Engelbart, and today it’s a key part of
personal computing.
Working of a Mouse
A mouse usually has:
• Two buttons (left and right)
• A scroll wheel in the middle
• Sensors or a laser/optical light to detect movement
When you move the mouse on a surface, the sensors detect the direction and speed and
move the pointer on the screen accordingly. Clicking buttons sends instructions to the
computer.
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Types of Mouse
1. Mechanical Mouse: Uses a rubber ball inside to detect movement (now outdated).
2. Optical Mouse: Uses LED lights and sensors.
3. Laser Mouse: More accurate than optical, used for gaming or professional design.
4. Wireless Mouse: Uses Bluetooth or radio signals to connect without wires.
5. Trackball Mouse: You rotate a ball on the mouse to control the cursor.
Uses of a Mouse
• Navigation: Moving through files, apps, and the web.
• Drawing and Design: Important for digital artists and architects.
• Gaming: Special gaming mice have extra buttons and precision control.
• Data Entry and Office Work: Speeds up work like copying, pasting, dragging, etc.
Advantages of a Mouse
• User-Friendly: Easy for beginners to learn.
• Fast: Quick movement and control on screen.
• Efficient: Makes GUI-based work smoother.
• Multi-functional: Used for clicking, scrolling, selecting, and dragging.
Conclusion
Each input device plays a special role in making our interaction with computers easier and
more effective. While MICR helps banks process cheques quickly and securely, Scanners
bridge the physical and digital worlds by turning paper into pixels. The Mouse, on the other
hand, gives us the power to command the computer with just a movement of our hand.
Understanding these devices not only improves your computer literacy but also helps you
appreciate how technology simplifies our daily lives. Whether you're a student scanning
notes, a gamer using a high-speed mouse, or a banker processing cheques, these input
devices are working silently in the background to make your digital journey smoother.
2. (a) Explain the functional characteristics and storage organization of
(i) Magnetic tapes
(ii) Magnetic disks.
Ans: Introduction: The Story of Data Storage
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Imagine a huge library. In this library, there are two types of storage systems:
• One is a long tape recorder-like machine that stores books in a long row.
• The other is a spinning disc with books arranged in circular racks, where you can
directly go and pick the book you want.
These two storage systems represent magnetic tapes and magnetic disks, which are
traditional storage devices used in computers to save and retrieve data.
Let’s dive into their functional characteristics and storage organization, explained as if we
are exploring this data library together.
(i) Magnetic Tapes: The Long Story Ribbon
What Are Magnetic Tapes?
Magnetic tape is a sequential access storage device. Think of it as a long ribbon, like a
cassette tape, made of plastic and coated with a magnetic material. Data is stored by
magnetizing this material in different patterns.
Magnetic tapes have been used since the 1950s and are still used today, especially for
backing up large amounts of data.
Functional Characteristics of Magnetic Tapes
1. Sequential Access
o You can’t jump directly to a specific point on the tape.
o The tape head must wind through the tape from the beginning until it finds
the desired data.
o Like an old movie cassette – to watch a scene in the middle, you have to fast
forward or rewind.
2. High Capacity
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o Modern magnetic tapes can store terabytes of data.
o Very useful for archiving old files, logs, or backups.
3. Cost-Effective
o Magnetic tapes are cheaper than many other storage devices in terms of cost
per GB.
o Good for long-term storage where speed isn’t the top priority.
4. Durability
o If stored properly, tapes can last for 10 to 30 years.
o They need to be kept in dry and cool places.
5. Slow Data Retrieval
o Since they are sequential, accessing data can take a lot of time, especially if
it's near the end of the tape.
6. Portability
o Tapes are compact and easy to transport, just like pen drives or DVDs.
Storage Organization of Magnetic Tapes
The storage in magnetic tapes is linear and block-oriented.
1. Tracks and Blocks
o A tape is divided into several parallel tracks across its length.
o Data is written on these tracks in blocks.
o Each block is separated by a gap, called the Inter-block Gap (IBG).
2. Recording Techniques
o Common methods include:
▪ Serial recording: Writes data along the tape in sequence.
▪ Serpentine recording: When one track ends, the tape reverses
direction and writes on another track.
3. Tape Drives
o Tapes are loaded into tape drives that read and write data.
o The drive controls the speed and direction of the tape movement.
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4. File Structure
o Tapes store data in files.
o Each file ends with a file mark.
o Finding a file involves reading each mark sequentially.
(ii) Magnetic Disks: The Fast Spinning Wheel
What Are Magnetic Disks?
Magnetic disks are the direct access storage devices (DASD). The most common examples
are hard disk drives (HDDs) and floppy disks (used earlier).
Imagine a CD or DVD, but instead of reading music, it stores data. The disk is coated with a
magnetic material, and it spins at high speed while a read/write head moves across it to
read or write data.
Functional Characteristics of Magnetic Disks
1. Direct Access
o Unlike tapes, you can jump directly to any piece of data.
o It’s like having a bookshelf where you can instantly pick any book without
looking through each one.
2. High Speed
o Data is retrieved quickly due to random access.
o Perfect for applications that need frequent and fast data access (e.g., OS files,
databases).
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3. Large Storage Capacity
o Hard disks can store gigabytes to terabytes of data.
o Common in desktops, laptops, and servers.
4. Data Volatility
o Data is not lost when power is off (non-volatile).
o Reliable for permanent data storage.
5. Mechanical Movement
o Since disks have moving parts (spinning platter and read/write head), they
are prone to wear and tear.
6. Noise and Power Consumption
o They generate some noise and use more electricity than solid-state drives
(SSD).
Storage Organization of Magnetic Disks
Magnetic disks are organized in a logical structure made of:
1. Platters
o A hard disk contains one or more circular platters coated with magnetic
material.
o These platters spin around a central spindle.
2. Tracks
o Each platter is divided into concentric circles called tracks.
o Like rings on a tree trunk.
3. Sectors
o Each track is further divided into sectors, usually 512 bytes each.
o This is the smallest unit of data on a disk.
4. Cylinders
o All tracks at the same position across platters form a cylinder.
o This helps the read/write head move vertically without shifting across
platters.
5. Clusters
o Multiple sectors can form a cluster, used by the file system to manage data.
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6. Read/Write Head
o Each platter has a read/write head that moves across the surface to read or
write data.
o The head floats just above the platter surface as it spins at thousands of RPM
(rotations per minute).
Access Mechanism
Data access involves several steps:
1. Seek Time
o Time taken by the head to reach the desired track.
2. Rotational Latency
o Time taken for the platter to rotate to the desired sector.
3. Transfer Time
o Time taken to actually read or write the data.
The total access time is the sum of the above three.
Comparison: Magnetic Tape vs Magnetic Disk
Feature
Magnetic Tape
Magnetic Disk
Access Type
Sequential
Direct (Random)
Speed
Slow
Fast
Cost
Cheaper (per GB)
Costlier
Portability
High
Moderate
Durability
Long life if stored properly
Mechanical damage is possible
Usage
Backups, Archives
Operating systems, databases
Data Retrieval
Linear search
Immediate access
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Conclusion: Choosing the Right Tool
In our data library, magnetic tapes are like old archive rooms – quiet, slow, but packed with
ancient treasures, stored for decades. Magnetic disks, on the other hand, are like dynamic
book shelves, where you can run in, grab your book, and leave in seconds.
Both magnetic tapes and magnetic disks have specific roles in the world of data storage.
Tapes are great for long-term storage, while disks are ideal for daily usage and fast access.
Understanding their functional characteristics and storage organization helps students and
professionals make better decisions in data handling, computer architecture, and system
design.
(b) Discuss the following output devices: Printers and Voice response units.
Ans: Let’s imagine you are working on your computer. You type a document, maybe an
assignment, design a presentation, or fill out a form. After you are done, you want to get a
hard copy of it or maybe hear how it sounds aloud. This is where output devices come into
play.
Output devices are hardware components that help you get the final result of what you did
on the computer. Two very commonly used output devices are Printers and Voice Response
Units (VRUs). Let us understand both in detail, as if we are narrating their journey in our
daily lives.
1. Printers – Your Document’s Way into the Real World
Let’s start with printers. Imagine you just wrote a beautiful poem on your computer. Now
you want to give it as a gift to your friend. But a computer screen is not the best way to do
that. You want a paper copy. This is where the printer becomes your friend.
What is a Printer?
A printer is an output device that takes information from a computer and transfers it to
paper, usually in the form of text or images. The result is called a hard copy.
Think of the printer like a magic bridge between the digital world and the physical world.
Whatever is on your screen—whether it is a document, a photo, or a drawing—can be
printed out and held in your hands.
Types of Printers
Printers come in different types based on their technology. Let’s understand the two major
categories: Impact Printers and Non-Impact Printers.
A. Impact Printers – The Old Typewriters’ Cousins
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These printers physically strike the paper to produce text or images. It’s a bit like the way a
typewriter works.
1. Dot Matrix Printer
• It uses a set of tiny pins that strike an ink ribbon to create dots on the paper.
• These dots form characters and graphics.
• Advantages: Cheap and can print through multiple layers of paper (carbon copies).
• Disadvantages: Noisy and low-quality print output.
2. Daisy Wheel Printer
• Uses a wheel with petals (like a daisy flower), and each petal has a character.
• The wheel spins, and the correct petal is struck onto the paper through an ink
ribbon.
• Advantages: Neat and clean text.
• Disadvantages: Slow and can only print text (not graphics).
B. Non-Impact Printers – Quiet and Modern
These printers don’t strike the paper. They use spray or laser technology to print.
1. Inkjet Printer
• Sprays tiny drops of ink onto paper.
• Good for photos and color printing.
• Advantages: Inexpensive, high-quality color prints.
• Disadvantages: Ink cartridges can be costly, and ink can smudge.
2. Laser Printer
• Uses a laser beam to produce an image on a drum, which then attracts toner
(powder) and transfers it to paper.
• Best for sharp, fast, and large-volume printing.
• Advantages: Fast, high-quality, and cost-effective for large use.
• Disadvantages: Costly to buy but cheaper in the long run.
3. Thermal Printer
• Uses heat to print on specially coated thermal paper.
• Commonly used in billing machines, ATMs, and barcode printers.
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• Advantages: Quiet, fast.
• Disadvantages: Paper is expensive and fades over time.
Uses of Printers in Daily Life
• Printing documents in offices and schools
• Photos for memories
• Invoices and bills in shops
• Tickets, barcodes, and ID cards
• Posters and advertisements
2. Voice Response Units – Computers That Speak
Now, let’s say you call a bank. A voice says, “Welcome to ABC Bank. Press 1 for balance
enquiry, press 2 to talk to customer care...” This is not a human; it's a Voice Response Unit
(VRU).
What is a Voice Response Unit?
A Voice Response Unit, also known as a Voice Output Device, is an output device that
converts text or data from the computer into spoken words or sound.
In simple words, it’s the computer’s way of talking to us. These devices are often part of
Interactive Voice Response (IVR) systems, which allow computers to interact with people
using voice.
How Does It Work?
• The computer stores audio messages or uses text-to-speech (TTS) software to
convert written text into spoken words.
• When you request something (like checking your balance), the system processes
your input and gives you a voice response.
• Sometimes pre-recorded messages are used; other times, the computer speaks using
artificial voices.
Types of Voice Response Systems
1. Pre-recorded Voice Response
o Human voice is recorded and stored.
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o Used for fixed messages like “Your call is important to us.”
2. Text-to-Speech (TTS) Systems
o The system generates human-like voice from typed text.
o Used for reading out dynamic content, like your bank balance or account
number.
Applications of Voice Response Units
A. In Customer Service
• Used in helplines and call centers.
• Offers 24/7 service without human staff.
• You can get information like train timings, account balances, or booking status.
B. In Navigation Systems
• GPS voice assistants help in driving by saying things like “Turn left in 200 meters.”
C. In Healthcare
• Used for reminders to patients (medicine timing, doctor appointments).
• Helps visually impaired people to use technology.
D. In Education
• Language learning software and e-learning tools speak out words to help with
pronunciation.
• Reading tools for children or differently-abled learners.
E. In Smart Devices
• Devices like Alexa, Siri, and Google Assistant are advanced versions of VRUs.
• They speak, take commands, and give responses through voice.
Advantages of Voice Response Units
• Helps non-literate or visually impaired people.
• Speeds up customer service without human involvement.
• Available 24/7.
• Makes technology more user-friendly and interactive.
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Challenges with VRUs
• Sometimes the computer voice sounds robotic.
• It may not understand accents or unclear speech.
• Limited flexibility – can’t always replace human intelligence.
Conclusion
In our digital life, Printers and Voice Response Units are like bridges that help us interact
with computers in human ways—by seeing on paper or hearing by voice.
• Printers give us a physical copy of what’s on the screen.
• Voice Response Units give us a spoken version of computer output, especially useful
in phones and smart devices.
Both devices have changed the way we live, work, study, and communicate. They continue
to evolve with technology, becoming faster, smarter, and more human-like every day.
Whether you’re printing your university assignment or calling your bank’s customer care,
remember—you’re using these powerful output devices that help make the digital world
more real and interactive.
SECTION-B
3. Discuss the following features with usage in MS-Word:
(i) Insert a second document into an open document
(ii) Page setup
(iii) Border and shading
(iv) Header and footer.
Ans: Understanding MS Word Features through a Student's Journey
Let’s imagine a university student named Riya. Riya is working on her final-year project
report using MS Word (Microsoft Word), a popular word processing software. Like most
students, she wants her document to look professional, organized, and easy to read. To
achieve this, she explores some very important features in MS Word. Let’s go on this
journey with her and understand the usage of the following features:
(i) Insert a Second Document into an Open Document
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What is it?
Sometimes, you might want to combine two documents. Instead of copying and pasting text
from one file to another (which can mess up formatting), MS Word provides a neat feature
called "Insert Text from File".
Why Use It?
Let’s say Riya already wrote the introduction in one document and the conclusion in
another. She now wants to merge both into her final report. This feature saves time and
keeps formatting clean.
How to Do It?
1. Open the main document where you want to insert the second file.
2. Place your cursor at the position where the new content should appear.
3. Go to the “Insert” tab on the Ribbon.
4. Click on “Object” (in the Text group) → then choose “Text from File”.
5. A dialog box opens. Choose the file you want to insert and click Insert.
Result: The content from the second document will be added exactly where your cursor was
placed.
Real-Life Use
This is helpful when combining:
• Different sections written by multiple team members.
• Old documents reused in a new report.
• Revisions submitted in separate files.
(ii) Page Setup
What is it?
Page setup refers to how your page is formatted: its size, orientation, margins, and layout.
These settings decide how your document looks when printed or viewed.
Why Use It?
Riya’s college has given specific guidelines:
• Use A4 size
• Margins should be 1 inch on all sides
• The report should be in portrait mode
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She uses Page Setup to follow these guidelines correctly.
How to Do It?
1. Go to the “Layout” tab (older versions may show “Page Layout”).
2. Click on “Margins” to select or set custom margins.
3. Click on “Orientation” to choose Portrait or Landscape.
4. Click on “Size” to select the paper size, like A4 or Letter.
For more detailed settings:
• Click on the small arrow in the bottom right corner of the “Page Setup” group.
• A dialog box appears where you can adjust margins, paper size, and layout more
precisely.
Common Usage
• Assignments often require specific margin sizes.
• Booklets may use landscape orientation.
• Flyers may need custom sizes.
Tip: Always check page setup before printing, to avoid paper waste and formatting errors.
(iii) Border and Shading
What is it?
Borders and shading help highlight or decorate parts of your document. You can add
borders to text, paragraphs, tables, or entire pages, and shading can be used to add
background color.
Why Use It?
Riya wants her title page to look attractive. She adds a border around the page, and adds
some shading behind the headings to make them stand out.
How to Use It?
To Add Borders:
1. Select the text or page you want to add a border to.
2. Go to the “Design” tab (for page border) or “Home” tab (for paragraph/text border).
3. Click on “Borders” → Choose from options like “Box,” “Shadow,” or “Custom.”
4. For full-page borders, click “Page Borders” from the Design tab, and then customize
your style, color, and width.
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To Add Shading:
1. Select the text or paragraph.
2. On the “Home” tab, click the “Shading” button (paint bucket icon).
3. Choose a color from the list or select More Colors.
Usage Examples
• Highlighting important definitions
• Making section headings stand out
• Creating certificates or formal pages with borders
Bonus Tip: Use light colors for shading in professional documents to keep them readable.
(iv) Header and Footer
What is it?
Headers appear at the top of each page; footers appear at the bottom. These spaces usually
include information like:
• Page numbers
• Document title
• Author name
• Date
Why Use It?
Riya’s professor wants every page to have:
• Her name
• The subject title
• Page number
Using headers and footers saves her from typing this information on every page manually.
How to Add or Edit:
1. Go to the “Insert” tab.
2. Click on “Header” or “Footer” → Choose a style.
3. A design tab appears where you can type and customize content.
4. To insert page numbers:
o Click on “Page Number” → choose position (top, bottom, left, right).
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5. To exit header/footer editing, click “Close Header and Footer” or press Esc.
Customizations:
• Use “Different First Page” if you don’t want the header/footer on the cover page.
• Use “Different Odd & Even Pages” for printing books.
Uses in Real Life
• Academic reports often include the student name and roll number in the header.
• Business documents use company logos or slogans in headers.
• Page numbers are a must for long documents.
Conclusion: Why These Features Matter
By using these features, Riya is now able to:
• Combine all parts of her report smoothly
• Maintain proper layout and format
• Present a neat and professional document
• Save time and avoid repetitive tasks
These MS Word tools may seem small, but they make a big difference in the final quality of
your work. Whether you're preparing assignments, reports, resumes, or even books,
mastering these features helps you work smartly and professionally.
Quick Summary Table
Feature
Use
Where to Find
Example
Insert Second
Document
Combine two files
Insert > Object > Text
from File
Merging intro &
conclusion
Page Setup
Adjust page size, margins
Layout > Page Setup
A4, Portrait, 1-inch
margin
Border and Shading
Decorate or highlight text
Home / Design tab
Add border to title
page
Header and Footer
Info on top/bottom of
each page
Insert > Header/Footer
Name + Page
Numbers
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4. Explain the following with their use in MS-Word:
(i) Table Formatting
(ii) Spell Checking.
Ans: (i) Table Formatting in MS Word
Why Ananya Needed a Table?
Ananya had to include a survey result in her project report. She had collected data from 50
students about their study habits. Writing all of this data in paragraphs would make it
difficult to read. So, she decided to use a table to present it neatly.
What is a Table in MS Word?
In simple words, a table is a grid made up of rows and columns. It helps organize data in a
structured format. You can compare values, list items, or display related information
together.
In MS Word, inserting a table is easy:
• Go to the "Insert" tab on the ribbon.
• Click "Table".
• Select the number of rows and columns you need.
Now, let’s dive into Table Formatting, which helped Ananya make her table attractive and
readable.
Table Formatting Options and Their Use
Once the table was inserted, Ananya wanted it to look professional. She explored several
formatting features under the "Table Design" and "Layout" tabs.
1. Table Styles
MS Word offers ready-made table styles with different colors, borders, and shading. Ananya
selected a style with a blue header row and alternating grey rows. This made her table look
modern and clean.
Use: Table styles help improve readability and give a consistent look to your document.
2. Borders and Shading
Ananya used this option to:
• Add borders around specific cells.
• Remove borders from cells she didn’t want to highlight.
• Apply shading (background color) to the header row for emphasis.
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Use: Helps differentiate important sections or highlight data.
3. Adjusting Row Height and Column Width
Some of her data was getting cut off. So, she:
• Adjusted column width by dragging the borders.
• Increased row height for better spacing.
Use: Makes content visible and well-spaced.
4. Aligning Text in Cells
Some cells looked messy. So, she aligned text:
• Center aligned headings.
• Left aligned long sentences.
She used the Layout tab > Alignment group to do this.
Use: Keeps the text well-positioned and improves appearance.
5. Merging and Splitting Cells
In the title row, Ananya wanted a single cell across the entire row to display the table name.
So, she selected all cells in the first row and clicked Merge Cells.
Later, for a specific section, she needed to divide a cell into two. So, she used Split Cells.
Use: Gives you control over cell arrangement and structure.
6. Text Direction
To save space, she made the heading of one column vertical using the Text Direction tool.
Use: Saves space and allows creative layout.
7. Sorting Data
She wanted to sort the survey results alphabetically by name. So she selected the column
and clicked Layout > Sort.
Use: Helps organize data in logical order (A-Z, smallest to largest, etc.).
Final Touch
After formatting the table, Ananya previewed her document. The table looked professional
and made it easier for her teacher to understand the data.
(ii) Spell Checking in MS Word
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Ananya’s Small Mistake
After completing her report, Ananya proudly printed a copy. But then, she noticed
something embarrassing: She had written "studing" instead of "studying" in multiple places!
That’s when she realized the importance of Spell Checking in MS Word.
What is Spell Checking in MS Word?
Spell Checking is a tool that automatically detects spelling and grammar mistakes in your
document. MS Word uses a built-in dictionary to compare every word. If it finds a mistake, it
underlines the word in red (spelling) or blue/green (grammar).
How Ananya Used Spell Check
There are two ways to use this tool:
1. Automatic Spell Check (Real-time)
As she typed, MS Word underlined errors:
• Red underline: Spelling mistake
• Blue/green underline: Grammar suggestion
She could right-click the underlined word to see suggested corrections. For example:
• “studing” → Suggestion: “studying”
She clicked on the correct suggestion, and the word was automatically corrected.
2. Manual Spell Check
To ensure she didn’t miss anything, she:
• Went to the "Review" tab
• Clicked on "Spelling & Grammar"
MS Word opened a pane and showed errors one by one. Ananya could:
• Change the word (choose the correct suggestion)
• Ignore the error (if it wasn’t actually wrong)
• Add to Dictionary (if it’s a proper noun like her name)
Benefits of Spell Checking
✔ Professional Quality
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Ananya’s final report had no spelling or grammar errors, giving her a professional edge.
✔ Time Saving
Instead of manually reading each sentence, Spell Check found errors quickly.
✔ Better Grades
Correct spelling and grammar help make a good impression and can affect grading.
✔ Learning Opportunity
Ananya also learned the correct spelling of many words by seeing suggestions.
Customizing Spell Check
Ananya explored the options in:
• File > Options > Proofing
Here she could:
• Turn spell check on or off
• Decide whether to check grammar
• Choose the dictionary language (e.g., UK or US English)
Final Thoughts
In the end, Ananya submitted a well-formatted, professional-looking report—thanks to
Table Formatting and Spell Checking in MS Word.
These tools might seem simple, but they play a huge role in making documents effective.
Whether you are working on assignments, reports, resumes, or presentations—mastering
these tools will save you time, prevent errors, and improve clarity.
Summary
Feature
What It Does
Why It's Useful
Table
Formatting
Adjusts the look and structure of
tables
Improves readability and
organization of data
Spell Checking
Finds and corrects spelling/grammar
errors
Ensures a polished, professional
document
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(b) What is the purpose of using Mail-Merge in MS-Word? Explain the steps required to
use Mail-Merge.
Ans: What is the Purpose of Using Mail Merge in MS Word?
Let’s Understand the Concept Like a Story…
Imagine you are the class representative of your university department. You’ve just been
given a task by your professor:
“Send a congratulatory letter to all students who passed the final project with distinction.
Mention their name and marks in the letter. Make sure each student gets a personalized
letter.”
Now think about it… you have a list of 100 students. Are you going to type each student’s
name, marks, and address manually in 100 letters?
That would take hours—and you might still make mistakes.
This is where Mail Merge comes in as your savior.
What is Mail Merge?
Mail Merge is a powerful feature in Microsoft Word that allows you to create a batch of
personalized documents—like letters, emails, envelopes, or labels—from a single template.
It combines a main document (your message) with a data source (like a list of names and
addresses), and automatically generates separate versions for each entry in the list.
In short:
Main Document + Data Source = Multiple Personalized Documents
Purpose of Mail Merge
The main purpose of using Mail Merge in MS Word is to:
1. Save time by avoiding repetitive typing.
2. Generate personalized content for each recipient.
3. Maintain accuracy by reducing human errors.
4. Work with large datasets like mailing lists, student lists, company employees,
etc.
5. Professional communication with customized information like name, address,
marks, membership ID, etc.
Whether you are sending:
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• Admission letters
• Event invitations
• Fee reminders
• Employment offer letters
• Newsletters
Mail Merge helps you automate the process.
Components of Mail Merge
Before jumping into the steps, let’s understand the two main parts involved in Mail Merge:
1. Main Document
This is the template you create in MS Word. It contains:
• The body of the letter or content
• Static text (same for everyone)
• Placeholder fields like «Name», «Marks», «Address», etc. (dynamic fields)
2. Data Source
This is the external file (usually Excel or Word table) that contains the personal information
of each recipient. Think of it as a mini database.
For example:
Name
Marks
Address
Riya Sharma
85
Delhi
Aman Verma
91
Chandigarh
Sneha Roy
88
Kolkata
Step-by-Step Guide to Using Mail Merge in MS Word
Let’s now go through the steps to perform Mail Merge like a pro.
Step 1: Prepare the Data Source
Before opening MS Word, create your data source in Microsoft Excel or a Word table.
In Excel, enter:
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• Column headings: Name, Marks, Address, etc.
• Each row should represent one person’s data.
Save the Excel file in an easy-to-find location.
Step 2: Create the Main Document in MS Word
1. Open a new Word document.
2. Type the main message that you want to send.
Example:
Dear «Name»,
Congratulations! You have successfully passed the final project with «Marks» marks.
Keep up the great work!
Yours truly,
Department of Computer Science
Notice the placeholders like «Name» and «Marks»—these are merge fields you will insert
later.
Step 3: Start the Mail Merge Process
Go to:
Mailings Tab → Start Mail Merge → Step-by-Step Mail Merge Wizard
This wizard helps you do everything in an organized way.
Step 4: Select Document Type
Choose what you want to create:
• Letters
• Email messages
• Envelopes
• Labels
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• Directory
Select “Letters” for our example.
Click “Next” to continue.
Step 5: Select Starting Document
Choose:
• Use the current document (your typed template)
• Start from a template
• Start from an existing document
Choose “Use the current document” and click Next.
Step 6: Select Recipients
Here you choose your data source file.
1. Click on “Browse…”
2. Locate and select the Excel file you saved earlier.
3. A dialog box will appear asking you to select the worksheet (if your Excel has
multiple sheets).
4. Select the correct one and click OK.
Now MS Word connects your template with the data source.
Step 7: Insert Merge Fields
Click where you want to insert a field.
1. Go to Mailings Tab
2. Click “Insert Merge Field”
3. Choose from your column headers like «Name», «Marks», «Address», etc.
Example:
Dear «Name»,
You scored «Marks» in your final assessment.
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These fields will be replaced with real values when you complete the merge.
Step 8: Preview Your Letters
Go to:
Mailings Tab → Preview Results
Here you can:
• See how the final letters will look
• Use arrows to go through each recipient’s version
Check for:
• Spelling errors
• Formatting issues
• Correct placement of fields
Step 9: Complete the Merge
Finally, go to:
Mailings → Finish & Merge
You get 3 options:
1. Edit Individual Documents – Creates a new Word file with all personalized letters
2. Print Documents – Send directly to printer
3. Send Email Messages – For email merges (needs Outlook)
Choose “Edit Individual Documents” if you want to save the personalized letters as a file.
You’re done!
Bonus Tip: Use Mail Merge for Emails Too!
If you want to send personalized emails:
• Use “Email messages” in Step 4
• Make sure your Excel file has an Email column
• You need Microsoft Outlook installed and configured
• Finish merge → Send Email Messages → Choose subject line and field
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Real-World Applications of Mail Merge for Students
Use Case
Description
University Letters
Personalized academic letters, results, or notices
Event Invitations
Sending invites to participants with their names
Certificates
Auto-generating certificates with names & grades
Internship Emails
Sending resume updates to multiple companies
Alumni Newsletters
Customized messages to alumni with batch details
Final Thoughts: Why Should University Students Learn Mail Merge?
• Saves hours of manual work
• Looks more professional than copy-pasting
• Makes bulk communication easy and organized
• Builds useful Microsoft Office skills for future jobs
You don’t need to be a tech expert. Just follow the steps, and Mail Merge will do the hard
work for you.
In Summary
Mail Merge is your digital assistant that helps you send personalized content to many
people in just a few clicks. Whether it's letters, emails, or certificates, it reduces your work,
increases your efficiency, and impresses your professors or employers.
SECTION-C
5. Discuss the uses of MS-PowerPoint. What are the various steps needed to make a
presentation in MS-PowerPoint?
Ans: MS PowerPoint: A Tool That Brings Ideas to Life
Imagine you are standing in front of your class, ready to give a seminar. You have done your
research. You have your points clear. But how do you present them in a way that keeps
everyone’s attention? This is where MS PowerPoint becomes your best friend.
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Just like an artist needs a canvas and colors to create a painting, a student, teacher, or
professional needs MS PowerPoint to create a visual and engaging presentation.
Let’s understand this tool in detail — what it is, how we use it, and what steps are involved
in creating a great presentation.
What is MS PowerPoint?
MS PowerPoint (Microsoft PowerPoint) is a presentation software developed by Microsoft,
used for creating slideshows that include text, images, charts, animations, videos, and more.
It is part of the Microsoft Office Suite, alongside Word and Excel.
In simple words, it helps people share information visually and interactively. Whether you're
in a classroom, boardroom, or seminar hall, PowerPoint allows you to present ideas clearly
and creatively.
Uses of MS PowerPoint
Let’s break it down like a story — meet Amit, a university student.
Amit has to present a group project on climate change. Instead of just reading from notes,
he decides to make a PowerPoint presentation. Here's how he uses it:
1. For Educational Presentations
Amit adds:
• An introduction slide explaining climate change.
• A slide with images and diagrams showing melting glaciers.
• A slide with a chart of rising temperatures across decades.
This helps the audience visualize the facts, making his points clearer. MS PowerPoint is
widely used in:
• Seminars
• Classroom lectures
• Academic conferences
• Student assignments
2. For Business and Professional Use
Let’s say Amit’s cousin, Priya, works in a marketing company. She uses PowerPoint to:
• Present sales reports
• Share marketing strategies
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• Display performance charts
• Showcase product pitches
PowerPoint makes it easier for her to communicate business ideas to clients.
3. For Personal Use
People also use PowerPoint for:
• Wedding slideshows
• Birthday photo albums
• Family functions
• Travel stories
In these cases, PowerPoint becomes a tool for storytelling.
4. For Online Learning and Tutorials
PowerPoint is also used by:
• YouTubers and online educators
• Bloggers and tutorial creators
They make recorded presentations with voice-over, animations, and screen captures.
Advantages of Using MS PowerPoint
Let’s look at why so many people use it:
Feature
Benefit
Visual Appeal
Helps make boring topics interesting
Easy Editing
Modify slides anytime
Multimedia Support
Add sound, videos, and images
Animation & Transition
Keeps audience engaged
Templates
Saves time and effort
Presenter View
Helps speaker with notes during presentation
So, MS PowerPoint is not just software — it’s a storytelling companion.
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Steps to Create a Presentation in MS PowerPoint
Now let’s come to the main part: how do you actually create a presentation?
We’ll follow Amit again as he prepares his project on climate change.
Step 1: Open MS PowerPoint
• Click on the PowerPoint icon.
• Choose “Blank Presentation” or select a pre-designed template.
• The first slide appears — this is usually the title slide.
Step 2: Choose a Design Theme
• Go to the “Design” tab on the top menu.
• Choose a theme that suits your topic — clean and professional for formal use,
colorful and fun for informal use.
Tip: Use consistent design and readable fonts. Don’t use too many colors.
Step 3: Add Slides
• Click “New Slide” from the Home tab or press Ctrl + M.
• Choose different layouts for different types of content: Title, Title + Content,
Comparison, Picture with Caption, etc.
Amit adds:
• A slide for Introduction
• A slide for Causes
• A slide for Effects
• A slide for Solutions
Step 4: Insert Content
• Use bullet points to break long paragraphs.
• Add images, graphs, or icons to support your content.
• Go to the Insert tab to insert:
o Pictures
o Shapes
o Charts
o Tables
o Videos
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o SmartArt diagrams
Tip: Keep each slide focused on one idea only.
Step 5: Add Transitions and Animations
• Use Transitions to make slides appear smoothly. (From the Transitions tab)
• Use Animations to bring text or images into view. (From the Animations tab)
Amit uses simple “Fade In” transitions between his slides and a “Fly In” animation for
important points.
Caution: Too many animations can distract your audience. Keep it simple.
Step 6: Add Notes (For Yourself)
• Below each slide, there is a Notes section.
• Amit adds key speaking points for each slide here. These help him remember what to
say during the presentation.
Step 7: Slide Show and Rehearse
• Click on the Slide Show tab and then “From Beginning” to view your presentation.
• Check the timing, content flow, and readability.
• Practice presenting out loud. You can even record your slideshow.
Step 8: Save Your Presentation
• Go to File > Save As.
• Choose location and give your file a name like ClimateChange_Presentation.pptx.
Pro Tip: Save your presentation in multiple formats:
• .pptx – Editable format
• .pdf – For easy sharing
• .ppsx – Direct full-screen presentation
Step 9: Present with Confidence
When Amit goes to class and presents his slides, his classmates stay focused and engaged
because:
• His slides are clear and visually organized.
• His presentation flows smoothly.
• He speaks confidently because he rehearsed well.
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Final Thoughts
PowerPoint is more than just a presentation tool — it's a way to bring ideas to life, engage
people, and communicate effectively. Whether you’re a student like Amit, a teacher, a
businessperson, or a creative artist, MS PowerPoint helps transform your ideas into
powerful stories.
When you use PowerPoint properly:
• Your presentations become more understandable
• Your ideas are more convincing
• And your audience stays connected with you
So next time you need to present something — whether it’s a project, report, or story —
remember that MS PowerPoint is right there to support you, slide by slide.
6. (a) What are the various types of views available in MS-PowerPoint? Explain each one.
Ans: Understanding Different Types of Views in MS PowerPoint
Imagine you’re planning a big event—like your college fest. You’ve got to make a
PowerPoint presentation to explain the idea to your teachers, students, and sponsors. But
as you start working, you realize that you don’t need to see everything the same way all the
time. Sometimes, you just want to look at the slides like a photo album. Other times, you
want to see the text like a script. And at some points, you want to rehearse your speech or
prepare for printing.
This is where PowerPoint views come in.
PowerPoint gives you different "views" to look at your presentation from different angles
and for different purposes. Each view is like a different pair of glasses that helps you focus
on specific tasks while creating or delivering your presentation.
Let’s explore each type of view one by one—like a tour guide walking you through the
features of a magical presentation tool!
1. Normal View – Your main workspace
Think of Normal View as your home base. This is the view you use most of the time when
you're creating slides. On the left, you see a list of your slides (called the slide pane), in the
center, you see the currently selected slide, and at the bottom, there’s a space to write
notes.
• Use it to: Add text, pictures, charts, animations, and transitions.
• Why it's helpful: It gives you an overall idea of how your slide looks while still letting
you focus on one slide at a time.
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2. Outline View – The writer's playground
In Outline View, PowerPoint shows only the text content of your slides—no pictures or
design elements. It’s like reading the script of a movie without watching the visuals.
• Use it to: Plan your speech, check your flow of content, or quickly edit text across
many slides.
• Why it's helpful: It helps you focus only on what you're going to say, not how it
looks.
3. Slide Sorter View – Your presentation at a glance
Ever laid out photographs on a table to decide their order in an album? That’s exactly what
Slide Sorter View is like. You see all your slides as small thumbnails.
• Use it to: Rearrange, add, or delete slides quickly.
• Why it's helpful: It gives you a bird’s eye view of your whole presentation, which is
great for organizing your story.
4. Notes Page View – Presenter's secret tool
This view shows one slide at a time with a big area underneath for notes. These are your
speaker notes—things you want to say during the presentation but don’t want your
audience to read on the slide.
• Use it to: Write and read talking points while presenting.
• Why it's helpful: Keeps your presentation clean while giving you private cues for
your speech.
5. Reading View – View like your audience
Reading View displays the slide in full-screen mode, just like a real presentation, but with
navigation controls.
• Use it to: Preview your presentation without launching Slide Show mode.
• Why it's helpful: Great for checking animations and transitions without taking over
your entire screen.
6. Slide Show View – The final showtime
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This is the view your audience sees when you present. Your slides take up the full screen,
and you move from one slide to the next.
• Use it to: Deliver your presentation to an audience.
• Why it's helpful: Perfect for practicing and actually presenting. This view brings your
slides to life.
7. Master Views – The designer’s toolkit
There are three types of Master Views:
• Slide Master View
• Handout Master View
• Notes Master View
These views help you control the overall design and layout of your slides, handouts, and
notes pages.
• Use it to: Make consistent design changes across all slides—like adding a logo,
header, or footer.
• Why it's helpful: Saves time when you want a uniform look without editing each
slide one by one.
Final Thoughts
Each view in PowerPoint serves a unique purpose. Just like a photographer uses different
camera lenses for different shots, a presenter uses these views to build, edit, organize, and
deliver a presentation effectively.
So next time you open PowerPoint, don’t just stick to one view—switch between them as
needed. It will make your work smoother, smarter, and more professional. And who knows?
Your next presentation might just get a standing ovation at your university fest!
(b) Discuss the following features w.r.t. MS-PowerPoint:
(i) Printing Slides
(ii) Slide show.
Ans: (b) Discussion of Features in MS PowerPoint
MS PowerPoint is a powerful presentation software developed by Microsoft that helps us
communicate ideas effectively through slides. Whether you're a university student giving a
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seminar or a teacher preparing lecture notes, PowerPoint is your go-to tool. Today, let's
understand two important features of MS PowerPoint:
(i) Printing Slides
Let’s imagine you’ve prepared a beautiful presentation for your college project. You’ve
added titles, bullet points, images, and even a few graphs. Now your professor asks you to
submit a hard copy. How do you do that? The answer is: by printing slides.
What is Printing Slides?
Printing slides in PowerPoint means converting your digital presentation into a physical
paper form. You can print one slide per page or multiple slides on one page. You can even
print slide notes, outlines, or handouts for the audience.
Steps to Print Slides:
1. Open your presentation in PowerPoint.
2. Go to the File menu and select ‘Print’.
3. You will see several print settings:
o Printer selection: Choose the connected printer.
o Print All Slides: You can choose to print all, current slide, or a custom range.
o Full Page Slides: Click here to change the layout. Options include:
▪ Handouts (2, 3, 4, 6, or 9 slides per page)
▪ Notes Pages (shows slide with speaker notes)
▪ Outline View (only text content, useful for reviewing structure)
4. Select the number of copies and click ‘Print’.
Why is Printing Slides Useful?
• For submission: Some teachers ask for printed versions of presentations.
• For revision: Students often print slides before exams to review.
• For audience handouts: You can share printed handouts so your audience can follow
along or take notes.
Tips for Better Printing:
• Use ‘Grayscale’ or ‘Pure Black and White’ to save ink.
• Select 3 slides per page if you want space for notes.
• Review your slide size (usually 4:3 or 16:9) before printing to avoid cutoff.
So, printing slides helps you bring your presentation from the screen to paper — whether
for academic purposes or professional meetings.
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(ii) Slide Show
Now imagine it’s the day of your presentation. You stand in front of the class with your
laptop and projector ready. You click a button, and your slides appear one by one, smoothly
transitioning as you speak. This is called a Slide Show.
What is Slide Show?
A Slide Show is the mode in PowerPoint that displays your slides one after another on full
screen, the way your audience will see them during your presentation. It removes all editing
tools and focuses only on content.
How to Start a Slide Show?
1. Click the ‘Slide Show’ tab on the ribbon menu.
2. Click ‘From Beginning’ to start from the first slide, or ‘From Current Slide’ to continue
from where you are.
3. You can also press the F5 key for starting from the beginning or Shift + F5 to start
from the current slide.
During the Slide Show:
• Use the arrow keys or mouse click to move to the next or previous slide.
• Press ‘B’ to blackout the screen, and ‘W’ to white it out (useful to draw attention).
• Press Esc anytime to end the slide show.
Slide Show Tools:
PowerPoint also gives tools during the show:
• Laser pointer
• Pen or highlighter to mark things on screen
• Presenter View (on dual screens): Lets you see speaker notes and upcoming slides
without showing them to the audience
Why is Slide Show Important?
• It gives a professional and clean look to your presentation.
• It ensures the flow of ideas in a logical and timed sequence.
• It allows the speaker to focus on explaining, not worrying about managing the
content manually.
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Conclusion
Both "Printing Slides" and "Slide Show" are essential features of MS PowerPoint that serve
different purposes but contribute equally to effective communication.
• Printing is about creating physical material for offline use.
• Slide Show is about making an engaging live presentation in front of an audience.
As a university student, learning these tools not only helps in academics but also in future
career paths where communication is key. MS PowerPoint, with its easy-to-use features,
makes this possible.
SECTION-D
7. (a) How creation, editing and formatting of a graph is done in M6-Excel?
Ans: Introduction:
Imagine you're working on a college project, and your teacher asks for a presentation of
data. You’ve typed all your numbers in MS Excel—great! But a page full of numbers is hard
to understand, and not very appealing. This is where graphs or charts come in. A graph is a
visual way of representing data that makes your work not only look professional but also
easier to interpret. MS Excel makes this process very simple. Let’s take a journey through
how we can create, edit, and format a graph in MS Excel—step by step, like a story.
1. Creating a Graph in MS Excel
Let’s begin by creating a graph. Think of it as planting a seed.
Step 1: Enter the Data
First, open MS Excel and enter your data in rows and columns.
For example:
Month
Sales
Jan
5000
Feb
6000
Mar
5500
Apr
7000
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This is your raw material. Make sure the first row contains headings, and the data below is
neatly arranged.
Step 2: Select the Data
Now, select the data using your mouse—drag from the top-left to the bottom-right corner.
In the above case, select from A1 to B5.
Step 3: Insert a Chart
Now comes the fun part.
• Go to the "Insert" tab on the top menu.
• In the Charts group, you will see different types of charts like:
o Column or Bar Chart
o Line Chart
o Pie Chart
o Area Chart
o Scatter Chart
o and more.
Click on the type of chart you want (let’s say a Column Chart). Excel will immediately
generate a chart based on your selected data.
Boom! You've just created your first graph.
2. Editing a Graph in MS Excel
Now that you have the graph, maybe you want to tweak it—like trimming a plant to make it
look better.
Editing Titles and Labels
• Chart Title: Click on the default title (like “Chart Title”) and type your own, for
example, “Monthly Sales Report”.
• Axis Titles: Go to "Chart Elements" (a plus sign on the top right of the chart), and tick
"Axis Titles". You can now label your X-axis (e.g., “Month”) and Y-axis (e.g., “Sales in
Rupees”).
Changing Chart Type
Maybe the column chart doesn’t look as good as you thought.
• Right-click on the chart → Click "Change Chart Type" → Choose a new one like Line,
Pie, or Bar.
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Editing Data
You can update your graph by simply changing the values in the Excel sheet. The graph will
automatically adjust.
3. Formatting a Graph in MS Excel
This step is like decorating your room—it doesn’t change the structure, but it makes things
attractive.
Changing Colors
• Click on the chart → Go to the “Chart Tools” on the top → Under “Format” or
“Design” tab, you can:
o Change the color scheme.
o Add fill colors.
o Adjust border styles.
Chart Styles
• Under the Design tab, you’ll find different built-in styles. Just hover over them to
preview and click to apply.
Data Labels
Want your readers to see the exact values on the chart?
• Click the chart → Click the plus (+) sign next to it → Check “Data Labels”.
• You can move these labels to the top, center, or outside of the bars for clarity.
Gridlines and Legend
You can also remove or add gridlines to make your chart cleaner or more detailed.
• Use the Chart Elements (+ icon) to turn these features on or off.
• The Legend tells the reader what each color or line represents—very useful when
comparing multiple data series.
Tips for University Students:
1. Always label your axes and title to explain what the graph is about.
2. Choose the right chart type: Use Line charts for trends, Pie charts for parts of a
whole, Bar/Column charts for comparisons.
3. Don’t overdecorate: Keep your charts simple and readable.
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4. Use consistent colors if you're making multiple charts for the same report.
Conclusion:
Creating, editing, and formatting a graph in MS Excel is like telling a story visually. You start
with your data, choose how to represent it, then polish it to make it attractive and
understandable. For university students, this skill is extremely valuable—not only for
assignments and projects but also in future professional work.
With just a few clicks, you can turn boring numbers into an engaging visual that
communicates your message effectively. So next time you're using Excel, don’t just stop at
the numbers—go ahead and create that perfect graph!
(b) Discuss the following features of MS-Excel:
(i) Use of functions on different data with example
(ii) Printing a worksheet.
Ans: (b) Features of MS Excel
Microsoft Excel is one of the most powerful tools used in offices, schools, and businesses. It
is not just a spreadsheet software; it’s like a smart assistant that helps in managing and
analyzing data quickly. Two very important features of Excel are the use of functions on
different data and printing a worksheet. Let’s understand both in a very simple and story-
like way.
(i) Use of Functions on Different Data (with Examples)
Imagine you are a university student managing your monthly expenses in Excel. You write
down all your expenses in one column – food, books, rent, transportation, etc. Now, you
want to know the total amount spent in a month. What will you do?
Typing everything manually and adding it in your calculator may take time. But Excel has a
magical feature called Functions.
What are Functions in Excel?
Functions are built-in formulas that help you do mathematical or logical operations quickly
and correctly. They save your time and reduce chances of error.
Example 1: SUM Function
Let’s say you have expenses written in cells A2 to A6.
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1 Expense Type Amount
2 Food 2000
3 Rent 5000
4 Books 1500
5 Travel 1000
6 Internet 700
Now, you want to add all these expenses. In cell A7, you can use the function:
=SUM(A2:A6)
And instantly, Excel will give you the total amount. Isn’t that smart?
Example 2: AVERAGE Function
You are a student and you scored marks in five subjects. To find the average score:
B
1 Subjects Marks
2 English 75
3 Math 88
4 Science 80
5 History 70
6 Computer 90
To find average:
=AVERAGE(B2:B6)
Excel calculates the average and displays it in seconds.
Example 3: IF Function
The IF function is like a decision-maker. Suppose you want to check if a student passed or
failed based on marks.
=IF(B2>=40, "Pass", "Fail")
This means: if the marks in B2 are 40 or more, it will show "Pass", else it will show "Fail".
Other Commonly Used Functions:
• MAX(range): Finds the highest value.
• MIN(range): Finds the lowest value.
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• COUNT(range): Counts the number of numeric values.
• NOW(): Shows current date and time.
• LEN(text): Tells the number of characters in a text.
Functions in Excel are like shortcuts to do calculations quickly, whether it's marks, budgets,
sales, attendance, or grades.
(ii) Printing a Worksheet
Now let’s say your teacher wants a hard copy of your expense sheet or mark list. You can’t
just take a screenshot and print it. Excel has a proper method for printing a worksheet.
Let’s understand this like a student preparing to submit a project.
Steps to Print a Worksheet in Excel:
1. Open Your Excel File
Complete your data and save the file.
2. Go to File Menu
Click on File in the top left corner.
3. Click on Print
A new window will open showing a print preview. This is how your sheet will look
when printed.
4. Select Printer
Choose the printer connected to your computer.
5. Set Print Area (Optional)
If you want to print only a certain part of the sheet:
o Select that area.
o Go to Page Layout > Print Area > Set Print Area.
6. Adjust Page Settings
o Orientation: Choose Portrait (vertical) or Landscape (horizontal).
o Margins: Set margin size.
o Scaling: If your data is large, use Fit Sheet on One Page.
7. Print Preview
Before printing, check if the sheet looks fine. Excel shows you a preview so you can
make changes if needed.
8. Click on Print Button
Finally, click Print and your worksheet will be printed.
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Tips for Printing:
• Use Gridlines: Go to Page Layout > Sheet Options > Gridlines > Print to show
gridlines in the print.
• Use Headers and Footers: Add date, page number, or file name using Insert >
Header & Footer.
• Repeat Rows on Top: For long data, repeat heading rows on every page using Page
Layout > Print Titles.
Conclusion
MS Excel is a brilliant software that helps us manage numbers and data smartly. With
functions, we can easily perform calculations, analyze marks, budgets, or attendance
without worrying about mistakes. And with its printing feature, we can create professional-
looking hard copies for reports, projects, and assignments.
8. Write short note on the following features of MS-Excel:
(i) Sorting the data
(ii) Querying the data
(iii) What-if analysis
(iv) Linking different sheets.
Ans: Understanding Key Features of MS Excel: A Story-Based Guide for Students
Let’s imagine you are a student named Rahul, working on a final year project. You and your team
have collected data about 100 students from your college, including their names, departments,
marks, attendance, and project scores. You’ve entered everything into an Excel spreadsheet, but
now you need to organize it, ask questions from it, do analysis, and maybe connect it with another
sheet. How can Excel help you with all of this?
Let’s break it down through four important features of MS Excel:
(i) Sorting the Data – Arranging with Intelligence
Imagine Rahul has a big table in Excel containing all the data. Now, he wants to see the names in
alphabetical order or maybe wants to list the students who scored the highest marks on top.
Sorting is the tool that helps with that.
➤ What is Sorting?
Sorting means arranging the data in a particular order — either ascending (A to Z or 1 to 100) or
descending (Z to A or 100 to 1) — based on a selected column.
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➤ Types of Sorting:
1. Single-Level Sorting: Sorting based on one column, like arranging names alphabetically.
2. Multi-Level Sorting: Sorting based on multiple columns, like first by department, then by
marks.
➤ How to Sort in Excel?
• Select the data range.
• Go to the "Data" tab.
• Click on "Sort A to Z" or "Sort Z to A" for quick sorting.
• Use "Sort" button for more options (like multi-level sorting).
Real-life use: Sorting helps Rahul find top performers, students with low attendance, or who belongs
to which department — instantly!
(ii) Querying the Data – Asking Questions, Getting Answers
Now Rahul wants to ask Excel: “Which students have scored above 80 in the project?” or “Show only
students from the Computer Science department.”
This is where Querying the data comes in.
➤ What is Querying?
Querying means filtering or asking questions about the data to find specific information without
changing the original dataset.
➤ How to Query in Excel?
• AutoFilter: Go to "Data" → "Filter". Click the drop-downs in the header row to choose your
conditions (e.g., Marks > 80).
• Advanced Filter: For more complex queries using multiple conditions.
➤ Example Queries:
• Show only students with marks > 80.
• Show only students with attendance < 75%.
• Show Computer Science students who scored more than 70.
Real-life use: This helps Rahul focus on specific sets of students quickly, saving time and effort.
(iii) What-if Analysis – Playing with Possibilities
Rahul now wonders: “What if I increase everyone's project marks by 5? Will their average improve?”
or “If a student gets full marks in the next test, will he pass the subject?”
This is where What-if Analysis becomes useful.
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➤ What is What-if Analysis?
What-if analysis lets you experiment with different values in your spreadsheet to see how changes
affect the outcome.
Think of it like a “test run” — you’re not changing your final data, just checking possibilities.
➤ Types of What-if Analysis:
1. Scenario Manager: Create and save different situations — like best case, worst case,
average case — and compare results.
2. Goal Seek: You set a target result, and Excel tells you what input will get you there.
3. Data Table: Shows how changing one or two variables affects the results.
➤ Example Uses:
• Increase or decrease marks to see the effect on average.
• Use Goal Seek to find out what minimum marks are needed to reach a total score of 250.
Real-life use: Rahul uses Goal Seek to find out how many more hours a student should study to
reach a desired score!
(iv) Linking Different Sheets – Connecting the Dots
Let’s say Rahul has three different sheets:
• Sheet 1: Marks
• Sheet 2: Attendance
• Sheet 3: Project Scores
Now he wants to create a final report in Sheet 4 that automatically pulls data from the other sheets.
This is possible by Linking different sheets in Excel.
➤ What is Linking?
Linking means connecting one cell or range in a sheet to another sheet, so that when the original
data changes, the linked data updates automatically.
➤ How to Link?
• Use a formula like =Sheet2!B3 in a cell in Sheet1.
• This means: Get the value from cell B3 in Sheet2 and show it in Sheet1.
➤ Benefits of Linking:
• Keeps data organized in separate sheets.
• Reduces duplication.
• Ensures accuracy and automatic updating.
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➤ Example:
In Sheet4, Rahul types:
=Sheet1!C5 + Sheet2!C5 + Sheet3!C5
This calculates the total score of a student from all three sheets.
Real-life use: Linking helps Rahul manage large data projects by keeping things modular and
dynamic.
Conclusion
Microsoft Excel is not just a tool for entering numbers — it’s a powerful data management and
decision-making platform. As we saw with Rahul's story, the four features:
1. Sorting – helps arrange data smartly,
2. Querying – answers specific questions,
3. What-if Analysis – tests different scenarios,
4. Linking Sheets – brings everything together,
are all essential for students, researchers, and professionals.
By mastering these features, university students can manage data efficiently, make smarter
decisions, and prepare better reports — all within the familiar world of Excel.
“This paper has been carefully prepared for educational purposes. If you notice any mistakes or
have suggestions, feel free to share your feedback.”
