Easy2Siksha
GNDU Question Paper-2023
B.A 1
st
Semester
COMPUTER SCIENCE
(Computer Fundamental & PC Software)
Time Allowed: Three Hours Max. 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) Define Computer. What are the various components of a Computer System? Explain
each one.
(b) Discuss different types of printers?
2. (a) Differentiate between Primary Memory and Secondary Memory. Explain the
functional characteristics and storage organization of any one removable data storage
device.
(b) Discuss the input devices: MICR, Vision Input systems, scanner.
SECTION-B
3. (a) What is the advantage of using Mail-Merge feature of MS-Word? Write all the steps
required to implement Mail-Merge.
(b) Explain the following features along with their usage in MS-Word:
(i) Table formatting
(ii) Templates.
Easy2Siksha
4. Discuss the following features with their usage in MS-Word:
(i) Page Setup
(ii) Spell Check
(iii) Border & Shading
(iv) Header & Footer.
SECTION-C
5. Why MS-PowerPoint is used? What are the elements of MS-PowerPoint?
Discuss various steps required in the creation of a presentation in MS-PowerPoint.
6. Discuss the following features of MS-PowerPoint:
(i) Views
(ii) Slide Show.
SECTION-D
7. Explain the following features of MS-Excel:
(a) Querying the data
(b) Advance Filters
(c) What-if analysis
(d) Linking different sheets.
8.(a) Discuss different functions (any four) on different data with example in MS-Excel.
(b) Write step by step procedure to draw a graph in MS-Excel.
Easy2Siksha
GNDU Answer Paper-2023
B.A 1
st
Semester
COMPUTER SCIENCE
(Computer Fundamental & PC Software)
Time Allowed: Three Hours Max. 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) Define Computer. What are the various components of a Computer System? Explain
each one.
Ans: Introduction: What is a Computer?
Imagine you’re working late at night trying to finish a college assignment. You open your
laptop, type in your notes, search the internet for references, and even check your mail —
all at the same time. But have you ever wondered what exactly makes your laptop or
desktop work so efficiently?
A computer is an electronic machine that takes input, processes it based on instructions,
and gives meaningful output. In simple terms, it is a device that helps us store, retrieve, and
process data quickly and accurately.
Definition:
A computer is an electronic device that accepts data (input), processes it using a set of
instructions (called a program), stores the data, and provides the result (output) to the user.
Major Components of a Computer System
To understand how a computer works, think of it as a team — every member has a specific
role. These “members” are the components of the computer system. There are mainly five
major components:
1. Input Unit
Easy2Siksha
2. Central Processing Unit (CPU)
3. Memory/Storage Unit
4. Output Unit
5. Software
Let’s explore each one of them in detail.
Input Unit: The Gateway of Data
The Input Unit is like the front door of a house where you enter. It allows users to feed data
and instructions into the computer. Devices like the keyboard, mouse, scanner, microphone,
and webcam are examples of input devices.
Example:
• When you type an assignment using the keyboard or click using the mouse, you are
giving input to the computer.
Function:
• Convert user data into a format that the computer can understand (binary form).
Central Processing Unit (CPU): The Brain of the Computer
The CPU is often called the brain of the computer. It is the most critical part because it
handles all the processing of data. The CPU consists of two main parts:
(a) Arithmetic and Logic Unit (ALU)
• Performs all mathematical operations like addition, subtraction, multiplication, and
division.
• Handles logical operations like comparing numbers (greater than, less than, equal
to).
(b) Control Unit (CU)
• Acts like a manager. It doesn’t do the actual processing but controls and directs
other parts of the system.
• It fetches instructions from memory, decodes them, and then tells the ALU or other
units what to do.
Real-Life Comparison:
Think of the CPU as a chef. The chef (CPU) reads a recipe (instructions), gathers the
ingredients (data), and cooks the food (processes it) before serving (outputting) it.
Easy2Siksha
Memory/Storage Unit: The Library of the Computer
The memory unit stores data, instructions, and results temporarily or permanently.
There are two main types:
(a) Primary Memory (Main Memory):
• RAM (Random Access Memory): Temporary memory. It loses data when the
computer is turned off.
• ROM (Read-Only Memory): Permanent memory. Stores critical startup instructions.
(b) Secondary Memory (Storage Devices):
• These include Hard Drives, SSDs, CDs, Pen Drives, etc.
• Used for long-term storage.
Example:
• When you save your project in a folder, it goes into secondary storage (like a hard
drive).
Output Unit: The Result Provider
Once the data is processed, the computer needs to show the result to the user. This is
where the Output Unit comes in. It converts processed data from machine language into a
human-readable form.
Common Output Devices:
• Monitor – displays text, images, and videos.
• Printer – provides a hard copy of documents.
• Speakers – give audio output.
Example:
• When you finish typing and press "Print", the printer gives you a physical copy — this
is output.
Software: The Invisible Driver
Even the best hardware is useless without software. Software is a set of instructions that
tells the hardware what to do and how to do it. There are two types:
(a) System Software:
Easy2Siksha
• Manages and controls hardware (e.g., Operating Systems like Windows, Linux).
(b) Application Software:
• Helps users perform tasks (e.g., MS Word, Excel, Browsers).
Without software, your computer is like a car without fuel.
Conclusion
A computer is not just one machine but a combination of several components working
together like a team. The input unit takes in data, the CPU processes it, the memory stores
it, the output unit shows results, and the software guides everything.
Understanding these components gives us a clear picture of how computers simplify
complex tasks and help us in education, communication, business, and entertainment.
So next time you press a key, click a mouse, or save a file — remember, there’s a whole
team inside your computer working silently to make things easy for you.
(b) Discuss different types of printers?
Ans: Different Types of Printers – A Complete Guide
Imagine you just finished typing an important project or designing a poster, and now you
need a physical copy of it. What do you do? You use a printer! A printer is an output device
that converts soft copy (digital form) data into hard copy (physical paper) form. It is used
everywhere—from homes and schools to large offices and industries.
But not all printers are the same. There are many types of printers, each with its own style
of working, speed, quality, and cost. In this explanation, we will explore the different types
of printers in a simple and meaningful way.
Printers are broadly classified into two categories:
1. Impact Printers
2. Non-Impact Printers
Let’s explore both one by one.
1. Impact Printers
These are the oldest types of printers. They work like a typewriter—by physically striking an
inked ribbon against the paper to produce text or images.
Easy2Siksha
a. Dot Matrix Printer
• Think of this printer like a little hammer tapping the paper.
• It has a print head with tiny pins (usually 9 or 24) that strike against a ribbon to make
dots on the paper.
• These dots together form characters or images.
• It is noisy, but cheap and durable.
• Used where carbon copies or multi-part forms are needed, like in banks or ticket
counters.
Pros:
• Low cost
• Can print multi-copy forms
Cons:
• Noisy
• Low print quality
Image of Dot Matrix Printer
b. Daisy Wheel Printer
• Works like a typewriter with a wheel (like a daisy flower) containing characters on
each petal.
• The wheel spins and a hammer hits the correct petal to print the character.
• It gives high-quality text but is slow and limited to text only.
Pros:
• High-quality text
Cons:
Easy2Siksha
• Very slow
• Cannot print graphics
Image of Daisy wheel Printer
c. Line Printer
• It prints an entire line at a time, making it faster than Dot Matrix or Daisy Wheel
printers.
• Used in large organizations for printing bulk data.
Pros:
• Fast printing speed
Cons:
• Noisy
• Limited print quality
Image of Line Printer
2. Non-Impact Printers
These printers do not strike the paper. Instead, they use modern technology like lasers, ink
spray, or heat. They are quieter, faster, and more efficient than impact printers.
Easy2Siksha
a. Inkjet Printer
• Very common in homes and small offices.
• Works by spraying tiny droplets of ink directly onto the paper.
• Can print color and high-quality images.
Pros:
• Excellent print quality
• Can print color images and photos
Cons:
• Ink cartridges can be expensive
• Slower compared to laser printers
Image of Inkjet Printer
b. Laser Printer
• Works like a photocopier using laser technology.
• A laser beam forms an image on a drum, and toner (powdered ink) sticks to the
image and is transferred to the paper.
• Fast and perfect for high-volume printing.
Pros:
• Very fast
• High-quality and sharp prints
• Cost-effective for large printing
Cons:
• Expensive initially
• Color laser printers are costlier
Easy2Siksha
Image of Laser Printer
c. Thermal Printer
• Uses heat to print on special thermal paper.
• Often seen in billing machines, ATMs, and cash registers.
• It is small, quiet, and fast, but the print fades over time.
Pros:
• No ink or toner needed
• Compact and low maintenance
Cons:
• Requires thermal paper
• Print may fade quickly
Image of Thermal Printer
d. LED Printer
• Similar to laser printers but uses LEDs instead of a laser to draw the image.
• Fewer moving parts, so it’s more reliable and durable.
Easy2Siksha
Pros:
• Faster than laser printers
• Less wear and tear
Cons:
• Still quite expensive
• Quality is similar to laser, not better
Image of LED Printer
Other Special Types of Printers:
3D Printer:
• Not for paper, but for creating 3D physical objects from plastic, metal, or resin.
• Used in medicine, architecture, engineering, and even fashion.
• Works by building objects layer by layer from a digital design.
Photo Printer:
• Specifically made for printing high-quality photographs.
• Uses special photo ink and photo paper.
• Common for professional photographers and studios.
Conclusion
Printers have evolved from noisy impact printers to silent, fast, and colorful non-impact
printers. Depending on your need—be it printing documents, photos, receipts, or 3D
models—there’s a suitable printer for every purpose.
Easy2Siksha
Here’s a quick comparison table:
Type of Printer
Printing Method
Color Support
Speed
Quality
Cost
Dot Matrix
Pins striking ribbon
No
Slow
Low
Low
Inkjet
Ink sprayed on paper
Yes
Medium
High
Medium
Laser
Laser & toner
Yes
Fast
Very High
High
Thermal
Heat on thermal paper
No
Fast
Medium
Low
Daisy Wheel
Mechanical hammer
No
Very Slow
High (Text)
Low
LED Printer
LEDs & toner
Yes
Fast
High
High
3D Printer
Layered material
Not applicable
Slow
Very High
Very High
2. (a) Differentiate between Primary Memory and Secondary Memory. Explain the
functional characteristics and storage organization of any one removable data storage
device.
Ans: Understanding Memory in Computers – Like a Human Brain
Imagine your brain. You can remember things instantly for a short while (like a phone
number someone just told you), and you can also store memories long-term (like your
birthday or favorite movie). Similarly, a computer uses Primary Memory for short-term tasks
and Secondary Memory for long-term storage.
Let’s break these two types of memory down in a simple way.
Primary Memory (Main Memory)
Definition:
Primary memory refers to the internal memory of the computer that is directly accessed by
the CPU (Central Processing Unit). It is used to store data and programs that are currently in
use.
Examples:
• RAM (Random Access Memory)
• ROM (Read-Only Memory)
Easy2Siksha
• Cache Memory
Characteristics:
1. Volatile: RAM loses all data when the computer is turned off.
2. Fast Access: It provides quick access to data for active processes.
3. Expensive: It is costlier per GB compared to secondary memory.
4. Temporary Storage: Only stores data temporarily while programs are running.
Function:
When you open a program, it loads from the hard drive into RAM so that your CPU can
access it faster. Without RAM, even the simplest program would run very slowly.
Secondary Memory (Storage Devices)
Definition:
Secondary memory refers to storage devices that hold data permanently. It is not directly
accessed by the CPU and is used for long-term data storage.
Examples:
• Hard Disk Drives (HDD)
• Solid State Drives (SSD)
• CDs/DVDs
• Pen Drives (USB Flash Drives)
• Memory Cards
Characteristics:
1. Non-Volatile: Data remains stored even after power is off.
2. Slower than Primary Memory: Access speed is lower.
3. Large Capacity: Can store large volumes of data (from GBs to TBs).
4. Less Expensive: Cheaper per GB compared to RAM.
Function:
Think of secondary memory as a big library. All your documents, music, movies, and
software are saved here even when the computer is turned off. When needed, the data is
transferred to RAM for processing.
Easy2Siksha
Comparison Table: Primary vs Secondary Memory
Feature
Primary Memory
Secondary Memory
Volatility
Volatile (data lost on power off)
Non-volatile (data retained)
Speed
Very fast
Slower than primary
Access by
CPU
Directly accessed by CPU
Not directly accessed
Capacity
Limited (in GBs)
Very high (GBs to TBs)
Cost
More expensive
Less expensive
Purpose
Temporary storage for active
processes
Permanent storage for data and
software
🖴 Removable Data Storage Device: Pen Drive (USB Flash Drive)
Let’s now explore one of the most commonly used removable storage devices – the Pen
Drive.
What is a Pen Drive?
A pen drive is a small, portable, USB-based flash memory device that is used to store and
transfer data. It can be plugged into a USB port of a computer or laptop.
Imagine a pen drive like a mini suitcase – you can store your files inside and carry it
anywhere!
Functional Characteristics of Pen Drive:
1. Portable: Easy to carry and use anywhere.
2. Non-Volatile: Retains data without power.
3. Plug-and-Play: No installation needed—just plug it in and use it.
4. Rewritable: Files can be erased and written multiple times.
5. Durable: No moving parts, so less prone to physical damage.
6. Compatible: Works with computers, smart TVs, car stereos, and more.
Storage Organization:
Easy2Siksha
Pen drives use a type of memory called flash memory. Here's how data is stored and
accessed inside it:
1. Data Blocks and Pages: The pen drive’s internal memory is divided into blocks and
pages. Data is written in pages (usually 4KB) and erased in blocks (typically 128KB or
more).
2. File System: It uses a file system like FAT32 or exFAT which organizes files into
folders, allows naming, and keeps track of file locations.
3. Memory Controller: A tiny chip inside the pen drive, called the controller, manages
how data is written, read, and deleted from the flash memory.
4. Wear Leveling: Since flash memory can wear out after repeated writes, modern pen
drives use a technique called wear leveling to spread out data evenly and increase
the device’s lifespan.
Typical Storage Capacity:
Pen drives come in various storage sizes:
• 4 GB (basic use)
• 16 GB to 64 GB (documents and multimedia)
• 128 GB or more (for large data and software backups)
Use Cases:
• Transferring files between devices
• Bootable drives for operating system installation
• Backup for important data
• Storing presentations or educational content
Conclusion:
In a computer system, Primary Memory acts like the brain’s short-term memory – fast but
temporary. Secondary Memory, including devices like pen drives, acts as long-term memory
– slower but permanent and portable. Understanding both helps in managing storage better
and optimizing computer performance.
Pen drives, being small yet powerful, are essential tools for students, professionals, and
anyone who needs quick and convenient data storage on the go. They are truly a modern-
day replacement for bulky storage solutions and continue to evolve in speed and capacity.
Easy2Siksha
(b) Discuss the input devices: MICR, Vision Input systems, scanner.
Ans: Introduction to Input Devices
Input devices are hardware components that allow users to enter data and instructions into
a computer system. These devices act like a bridge between the user and the computer.
Some common input devices include keyboard, mouse, and touchscreen. But apart from
these, there are some specialized input devices used for specific purposes like MICR, Vision
Input Systems, and Scanners. Let’s understand these in an easy and interesting way.
1. MICR (Magnetic Ink Character Recognition)
Imagine you go to a bank to deposit a cheque. Have you ever noticed the strange-looking
numbers printed at the bottom of a cheque? These numbers are not printed with regular
ink. They are printed using a magnetic ink and are readable by both humans and machines.
That’s where MICR comes in.
MICR stands for Magnetic Ink Character Recognition. It is a technology used mainly in the
banking industry to verify the legitimacy and content of documents like cheques.
How it works:
MICR uses special ink that contains iron oxide, which is magnetic in nature. When a cheque
is inserted into a MICR reader, the device magnetizes the ink and then passes it through a
reader head that detects the magnetic signal. Each character gives out a unique magnetic
pattern, which is then translated into readable text by the computer.
Advantages:
• High security: MICR makes cheque processing safer and helps in fraud detection.
• Speed: It allows fast and accurate data entry, as machines can read the information
quickly.
• Accuracy: It reduces human errors because the information is machine-readable.
Common Use:
• Banking systems
• Financial documents
• Processing of cheques
2. Vision Input Systems
Let’s take an example from real life. Have you seen how some airports or companies use
facial recognition or retina scanners to allow entry? That’s an example of a vision input
system.
Easy2Siksha
Vision input systems are input devices that use cameras, sensors, and software to capture
and interpret visual data. These systems are designed to “see” just like the human eye but
process the data using computer algorithms.
Types of Vision Input Systems:
1. Biometric systems: These scan faces, fingerprints, or eyes.
2. Surveillance systems: Used in security setups to monitor people or activities.
3. Industrial vision systems: Used in factories for quality control, detecting defective
products.
How it works:
A camera captures an image or video. The software analyzes the visual data to detect
patterns or identify objects. For example, in a facial recognition system, the computer
compares the captured face to a stored database of images.
Advantages:
• Automation: Helps in automatic recognition without human involvement.
• Security: Improves safety in restricted areas.
• Efficiency: Speeds up identification and quality control processes.
Applications:
• Facial recognition in phones
• Retina scanning in security systems
• Object detection in robotics
3. Scanner
Think about the last time you wanted to save a hardcopy document as a softcopy on your
computer. You probably used a scanner. A scanner is a device that captures images or text
from physical documents and converts them into digital format.
Types of Scanners:
1. Flatbed scanner: You place the document on a glass surface, and the scanner scans it
from below.
2. Handheld scanner: A small portable scanner that you move manually across the
page.
3. Sheet-fed scanner: Automatically pulls in pages one by one for scanning.
4. Drum scanner: Used for very high-quality image scanning, mainly in professional
printing.
Easy2Siksha
How it works:
The scanner uses a light source to illuminate the document. A sensor detects the reflected
light, and the scanner software converts this information into a digital image or text using
OCR (Optical Character Recognition) if the document contains text.
Advantages:
• Digitization: Converts paper documents to computer-readable files.
• Preservation: Helps preserve important documents by storing them electronically.
• Sharing: Makes it easy to send documents via email or upload to the cloud.
Applications:
• Creating digital copies of documents
• Scanning photographs
• Archiving old records
Conclusion
In today's world, technology has become smarter and faster. Input devices like MICR, Vision
Input Systems, and Scanners are excellent examples of how specialized tools help improve
accuracy, security, and efficiency in our day-to-day digital tasks. Whether it’s scanning a
cheque at the bank, unlocking your phone with your face, or saving a paper document on
your laptop — these devices are quietly working in the background to make our digital life
smoother and smarter.
By understanding how these devices work, students and professionals can appreciate the
important role technology plays in various fields like banking, security, business, and
education.
SECTION-B
3. (a) What is the advantage of using Mail-Merge feature of MS-Word? Write all the steps
required to implement Mail-Merge.
Ans: Introduction
Imagine you are the manager of a college or a company and you want to send a letter to 100
different people. The content of the letter is the same, but the name and address of each
person is different. Would you type the same letter 100 times just to change the name and
address each time? Of course not! That would be a waste of time and energy.
Easy2Siksha
This is where Mail Merge in MS Word becomes a powerful and time-saving tool. It helps us
automatically create personalized letters, envelopes, labels, and emails for multiple people
– all in one go. It works like magic – but with a logical process!
What is Mail Merge?
Mail Merge is a feature in Microsoft Word that allows you to create a batch of documents
that are personalized for each recipient. These documents could be:
• Letters
• Envelopes
• Labels
• Emails
Each document has the same layout, format, and content, but certain parts (like name,
address, phone number, etc.) are customized for each person using data from a list or
database.
Advantages of Using Mail Merge
Let’s explore the advantages of using the Mail Merge feature:
1. Saves Time and Effort
You don't need to write the same document multiple times. Just write it once and let
Mail Merge do the rest.
2. Reduces Errors
Manual typing increases the chances of spelling errors. With Mail Merge, the data is
fetched from a reliable source like Excel, so the chances of mistakes are lower.
3. Sends Personalized Communication
You can address each person by name, making the document look personal and
professional.
4. Efficient for Large Mailings
It is very useful when you are sending the same message to many people – like in
schools, companies, banks, or government offices.
5. Works with Various Sources
Mail Merge works well with Excel, Outlook, Access, and other data sources.
6. Professional Output
The final letters or emails look neat and well-organized.
Easy2Siksha
Components of Mail Merge
Mail Merge mainly involves two parts:
1. Main Document – The letter or message you want to send.
2. Data Source – The list of recipients, usually in an Excel sheet or database.
Steps to Implement Mail Merge in MS Word
Let’s go through the step-by-step process of using Mail Merge in MS Word. Follow these like
a story:
Step 1: Prepare the Data Source
Before starting Mail Merge, you need a list of people to whom you want to send letters. This
list is usually made in Microsoft Excel and includes information like:
First Name
Last Name
Address
City
Zip Code
Ravi
Sharma
123, MG Road
Delhi
110001
Anita
Verma
45, Park Street
Mumbai
400001
Save this file carefully. It will be used later.
Step 2: Open MS Word and Create Main Document
Now open Microsoft Word and type the main letter – the one you want to send to
everyone. Leave placeholders (blank spaces) where personal information like name or
address will go.
For example:
Dear <<First Name>>,
We are pleased to inform you that your membership has been approved.
Address: <<Address>>, <<City>>, <<Zip Code>>
Thank you!
Don't worry about the <<>> brackets; MS Word will automatically insert the actual data.
Step 3: Start Mail Merge
Easy2Siksha
Click on the "Mailings" tab in the top menu bar of Word. Then follow these:
• Click on Start Mail Merge
• Choose the type of document you want: Letters, E-mails, Labels, etc.
Step 4: Select Recipients
Now it’s time to connect your Word document with the Excel file (data source):
• Click on Select Recipients
• Choose “Use an Existing List…”
• Browse and open your Excel file
• Select the appropriate worksheet
Now Word knows who the recipients are and what details they have.
Step 5: Insert Merge Fields
Now place the cursor where you want to insert the recipient’s details. Then:
• Click on Insert Merge Field
• Choose from the list: First Name, Last Name, Address, etc.
Your letter will look something like:
Dear «First_Name»,
We are happy to inform you that…
This field will be replaced with the actual name from your list when the documents are
created.
Step 6: Preview the Results
Click on “Preview Results” in the Mailings tab to see how the letter will look for each person.
You can scroll through and check each one.
Step 7: Finish & Merge
Now you are ready to generate the letters:
• Click on Finish & Merge
• Choose either:
Easy2Siksha
o Edit Individual Documents (to create and edit each letter)
o Print Documents (to print directly)
o Send Email Messages (for emails)
That’s it! MS Word will generate separate letters or messages for each recipient using the
data you provided.
Conclusion
Mail Merge is one of the most helpful tools in Microsoft Word for anyone who needs to
send the same message to many people with a personal touch. It saves time, reduces errors,
and improves communication quality. Whether you are in college, business, or any
organization, mastering Mail Merge will make your work more efficient and professional.
(b) Explain the following features along with their usage in MS-Word:
(i) Table formatting
(ii) Templates.
Ans: Understanding Key Features of MS Word: Table Formatting and Templates
Microsoft Word is more than just a tool for typing documents. It is a powerful word-
processing software that offers various features to make our documents look professional,
well-organized, and visually appealing. Two such important features are Table Formatting
and Templates. These features help users to organize content clearly and efficiently without
much technical effort.
Let’s understand these two features in detail with their usage and benefits.
(i) Table Formatting
What is a Table in MS Word?
A table in MS Word is a grid of rows and columns that helps in organizing data neatly. Tables
are used when we want to present data in a structured way — like when we are writing a
timetable, making a price list, showing results, or presenting statistics.
Think of a table as a way to bring order to the content that might otherwise look scattered
in paragraphs.
How to Insert a Table:
To insert a table in MS Word:
1. Go to the “Insert” tab on the top menu.
Easy2Siksha
2. Click on the “Table” option.
3. Choose the number of rows and columns you need by highlighting the grid or
selecting Insert Table for more control.
Once you insert a table, it appears on your document as a set of empty cells where you can
enter text, numbers, or even images.
What is Table Formatting?
Table Formatting refers to changing the appearance and style of a table. It helps in making
the table:
• Visually appealing,
• Easy to read,
• Professionally presentable.
Different Table Formatting Options:
Let’s explore some key formatting features available in MS Word:
1. Table Styles:
• MS Word offers pre-designed table styles.
• You can choose from a variety of color schemes, border styles, and shading options.
• This is helpful when you want your table to match the theme of your document.
2. Borders and Shading:
• You can change the thickness, style, and color of borders.
• You can add shading (background color) to certain rows or columns to highlight
important data like totals or headings.
3. Merge and Split Cells:
• You can merge multiple cells into one, for example to create a heading that spans
across columns.
• You can also split a cell into multiple rows or columns.
4. Adjust Row Height and Column Width:
• You can manually adjust the size of rows and columns for better spacing.
• This is useful when the content is not fitting properly or looks too compressed.
5. Align Text in Cells:
• You can align the content in each cell (left, right, center, top, or bottom).
Easy2Siksha
• This improves the readability and neatness of your table.
6. Sort Data:
• You can sort the data in a table alphabetically or numerically.
• This is especially useful when you are dealing with a list, such as students’ names or
prices.
Why Use Table Formatting?
• Makes data look neat and organized.
• Helps in comparing information easily.
• Adds professionalism to reports and projects.
• Saves time by using built-in styles rather than manual design.
(ii) Templates
What is a Template in MS Word?
A template is a pre-designed document layout that you can use as a starting point for your
own document. Templates come with pre-set formatting, headings, fonts, and even
placeholders for text or images.
Think of a template like a “ready-made shirt” — all you have to do is wear it. Similarly, with
a template, all you have to do is replace the sample text with your content.
Types of Templates:
MS Word offers many templates for different purposes. Some examples include:
• Resume or CV templates
• Cover letters
• Business letters
• Invoices
• Newsletters
• Reports
• Meeting agendas
How to Use a Template:
Easy2Siksha
To use a template:
1. Open MS Word.
2. Click on “File” > “New”.
3. Choose from the available templates or search online (e.g., “Resume”).
4. Select the template you like and click “Create”.
5. Replace the sample content with your own information.
Benefits of Using Templates:
1. Saves Time:
Templates give you a head start. You don’t have to spend time designing the layout from
scratch.
2. Professional Look:
Templates are designed by professionals. So, even if you’re not good at designing, your
document still looks neat and polished.
3. Consistency:
Using templates ensures consistency in formatting, headings, fonts, and alignment
throughout the document.
4. User-Friendly:
Templates have hints or instructions like "Enter your name here" or "Type your address",
making it easy to follow even for beginners.
Examples of Where Templates Are Useful:
• A student making a project report can use a “Report Template” for clean formatting.
• A job seeker can use a resume template to prepare a professional CV.
• A business owner can use an invoice template to send bills to clients.
• A teacher can use a lesson plan template to prepare class notes.
Conclusion:
Both Table Formatting and Templates are powerful features in MS Word that make work
easier, faster, and more attractive. Table formatting helps to organize and highlight data in a
structured way, while templates provide a quick and efficient way to create professional
documents.
Easy2Siksha
As university students, using these features can enhance the quality of your assignments,
projects, and even job applications. Once you start using them regularly, you’ll notice how
much time and effort they save — and your documents will look much better too!
4. Discuss the following features with their usage in MS-Word:
(i) Page Setup
(ii) Spell Check
(iii) Border & Shading
(iv) Header & Footer.
Ans: Understanding Key Features in MS Word:
Imagine you are working on your university assignment. You open MS Word and start
typing. But soon, you realize you need to format your document properly. The page doesn’t
look right, the spellings are not checked, the content looks plain, and your teacher wants
your name and roll number on every page. You start wondering — how do I manage all of
this?
Well, that’s where some of the most useful features of MS Word come into play — Page
Setup, Spell Check, Border & Shading, and Header & Footer.
Let’s explore each of them one by one — like a journey from writing a rough draft to turning
it into a polished, professional document ready to be submitted.
(i) Page Setup
What is Page Setup?
The Page Setup feature in MS Word helps you to decide how your document will look when
it is printed or displayed. It controls the layout of your page — including margins,
orientation, paper size, and layout.
How to Access It:
• Go to the “Layout” tab (or sometimes "Page Layout" depending on the version).
• Click on the “Page Setup” group.
• You will find options like Margins, Orientation, Size, and a small arrow icon in the
bottom-right to open more detailed settings.
Key Components of Page Setup:
1. Margins:
o Margins are the blank spaces around the edges of the page.
Easy2Siksha
o You can set Top, Bottom, Left, and Right margins.
o For example, university assignments often require 1-inch margins on all sides.
2. Orientation:
o You can choose between Portrait (vertical) and Landscape (horizontal)
layouts.
o Portrait is commonly used for essays; Landscape might be used for tables or
charts.
3. Paper Size:
o Default is usually A4, but you can change to Letter, Legal, etc.
o Important when printing or submitting official documents.
4. Layout Tab (Inside Page Setup dialog):
o Set section breaks, apply layout to the whole document or a specific part.
o Choose to have different headers/footers for the first page or odd/even
pages.
Why It Matters:
Think of Page Setup as setting the stage for your content. Without proper setup, your
document may look clumsy, unprofessional, or not meet university submission guidelines.
(ii) Spell Check
What is Spell Check?
As the name suggests, Spell Check reviews your document and finds spelling and
grammatical errors. This feature is essential for avoiding silly mistakes and presenting
yourself as a clear and careful communicator.
How to Use It:
• Click on the “Review” tab.
• Click on “Spelling & Grammar”.
• MS Word will underline spelling errors with a red line and grammar issues with a
blue or green line.
• You can also right-click on a word to see suggestions and corrections.
Features of Spell Check:
1. Auto-Correct:
o Fixes common typing errors automatically (e.g., "teh" becomes "the").
Easy2Siksha
2. Thesaurus Integration:
o Right-click a word → choose Synonyms to improve your vocabulary.
3. Custom Dictionary:
o You can add words (like names, technical terms) to avoid being marked as
wrong again.
4. Grammar Suggestions:
o Helps with subject-verb agreement, punctuation, sentence structure, etc.
Why It Matters:
Even the smartest students make typos! Spell Check helps you polish your work and avoid
losing marks due to careless mistakes.
(iii) Border & Shading
What is Border & Shading?
This feature allows you to decorate or highlight sections of your document. You can add
borders around text, paragraphs, or entire pages, and you can use shading to fill areas with
color or pattern.
How to Use It:
• Go to the “Design” tab or the “Home” tab.
• In the Paragraph group, click on “Borders” and “Shading”.
• Choose from options like Bottom Border, Top Border, All Borders, Box, Shadow, etc.
• For page-level borders: Go to “Design” > “Page Borders”.
Common Uses:
1. Highlighting Important Text:
o E.g., put a border around an important definition or quote.
2. Stylish Title Pages:
o Add a border and background color to make the cover page attractive.
3. Tables and Certificates:
o Borders are useful for formal documents like certificates, awards, or tables.
4. Professional Layouts:
o Use shading to differentiate sections without using too many bold fonts.
Easy2Siksha
Why It Matters:
Border and shading bring life and structure to your document. They help in emphasizing
important content and improving the visual appeal — especially helpful when making
presentations, reports, or study notes.
(iv) Header & Footer
What is Header & Footer?
Headers appear at the top of every page, and Footers appear at the bottom. They usually
contain page numbers, document titles, author names, or dates.
How to Use It:
• Go to the “Insert” tab.
• Click on “Header” or “Footer”.
• Choose a built-in style or select Edit Header/Footer to customize.
• Click on “Page Number” if you want to insert page numbers.
Features:
1. Automatic Page Numbering:
o Ideal for multi-page assignments.
o Options to place numbers at top-right, bottom-center, etc.
2. Consistent Information:
o You can insert your name, subject, date, and it will appear on every page.
3. Different First Page:
o Useful if you don’t want the header on the title page.
o Select “Different First Page” option in the Design tab.
4. Odd and Even Page Headers:
o Useful for books or two-sided printing.
5. Inserting Time/Date:
o Use Quick Parts in the Header & Footer Design tab to auto-insert date/time.
Why It Matters:
Let’s say your professor has to read 50 assignments. If your name and page number are on
each page, it’s easier for them to identify and navigate your work. It adds a professional
touch and helps your work stand out as organized and complete.
Easy2Siksha
Conclusion
Microsoft Word is not just a simple typing tool — it's a powerful software that helps you
present your ideas in a professional, clear, and visually attractive manner. Features like Page
Setup, Spell Check, Borders & Shading, and Header & Footer may seem small at first, but
they play a huge role in creating a good impression on your professors, interviewers, or
clients.
Let’s quickly recall:
• Page Setup sets the foundation (margins, layout, paper size).
• Spell Check ensures clarity and correctness.
• Border & Shading add beauty and structure.
• Header & Footer keep your document neat and trackable.
SECTION-C
5. Why MS-PowerPoint is used? What are the elements of MS-PowerPoint? Discuss
various steps required in the creation of a presentation in MS-PowerPoint.
Ans: Introduction: A Powerful Visual Tool
Imagine you're asked to explain your project idea in class or give a business proposal during
an internship. Just speaking may not grab attention. But what if you could combine text,
images, videos, charts, and animations to make your message visually attractive? That’s
exactly what Microsoft PowerPoint (MS PowerPoint) helps you do!
MS PowerPoint is a powerful presentation software developed by Microsoft. It is part of the
Microsoft Office Suite and is widely used in schools, colleges, offices, and organizations to
create slide-based presentations that are clear, engaging, and professional.
Why is MS PowerPoint Used?
MS PowerPoint is popular because it makes it easy to create visually appealing
presentations. Let’s understand the uses in real-life situations:
1. For Teaching & Learning
Teachers use it to explain concepts with images and diagrams. Students use it for
project presentations, assignments, and seminars.
2. In Business
Companies use it to showcase data, reports, plans, and marketing ideas in meetings.
Easy2Siksha
3. For Training Sessions
PowerPoint makes it easier to organize training material with animations,
transitions, and videos.
4. In Events & Webinars
PowerPoint is used to design digital posters, photo slideshows, and speech outlines.
5. For Personal Use
You can create greeting cards, photo albums, or even digital resumes!
In short, MS PowerPoint helps to communicate ideas clearly and creatively using a mix of
text and visuals.
Elements of MS PowerPoint
To work with MS PowerPoint, you should be familiar with its basic components or elements.
These are like the tools and blocks you use to build your presentation.
1. Slides
The most important unit in PowerPoint. Each slide represents one screen of
information (like a page in a book).
2. Slide Layouts
These are pre-designed formats that help you decide where to place text, images,
charts, etc.
3. Placeholders
These are boxes on the slide layout where you can type text or insert images, charts,
etc.
4. Text Boxes
Used to enter and format text. You can change font style, size, and color easily.
5. Themes and Templates
These are ready-made design formats that give your presentation a consistent look
with coordinated colors and fonts.
6. Transitions
Effects that occur when you move from one slide to the next. They make the
presentation smooth and attractive.
7. Animations
These are effects that you apply to text, images, or objects within a slide to bring
them to life.
8. SmartArt and Charts
Used to represent data or processes in a visually appealing way (flowcharts, pie
charts, etc.).
Easy2Siksha
9. Notes Pane
Space to write extra notes for the speaker (not visible to the audience during the
show).
10. Ribbon and Tabs
The toolbar at the top (Home, Insert, Design, etc.) that contains all the tools and
features.
Steps to Create a Presentation in MS PowerPoint
Creating a presentation in PowerPoint is like telling a story, one slide at a time. Here’s a
simple step-by-step process:
Step 1: Open PowerPoint
• Open the MS PowerPoint application.
• You’ll be given a blank presentation or you can choose a template.
Step 2: Choose a Design or Theme
• Go to the ‘Design’ tab.
• Select a theme to give your slides a uniform and professional look.
Step 3: Create Slides
• Click on ‘New Slide’ under the ‘Home’ tab to add a new slide.
• Choose different slide layouts (title slide, content slide, comparison slide, etc.) as
needed.
Step 4: Add Content
• Text: Use the placeholders to type your headings and bullet points.
• Images/Charts: Click on ‘Insert’ to add pictures, graphs, shapes, or SmartArt.
• Videos or Audio: You can even insert short videos or background music.
Easy2Siksha
Step 5: Apply Transitions and Animations
• Transitions: Click the ‘Transitions’ tab to apply effects between slides (like fade,
push, wipe).
• Animations: Under ‘Animations’, add effects to text or images (like appear, zoom, fly
in).
Step 6: Use Speaker Notes (Optional)
• At the bottom, write notes to help you while presenting. These are not visible to the
audience.
Step 7: Preview Your Presentation
• Use the ‘Slide Show’ tab to preview how your presentation will look when displayed.
Step 8: Save Your Work
• Go to ‘File > Save As’ to save your presentation.
• You can save it as a .pptx file or even as a PDF or video.
Step 9: Present
• Press F5 to start the slideshow from the beginning.
• Use the keyboard arrow keys or mouse to move between slides.
Conclusion
MS PowerPoint is more than just a presentation tool. It’s a creative platform that allows you
to combine words, visuals, data, and design into one powerful message. Whether you're a
student, teacher, or professional, mastering PowerPoint will help you present your ideas
more confidently and effectively.
6. Discuss the following features of MS-PowerPoint:
(i) Views
(ii) Slide Show.
Ans: Features of MS PowerPoint: Views and Slide Show
Easy2Siksha
Microsoft PowerPoint is a powerful tool used for creating presentations. It allows users to
combine text, images, animations, and multimedia to convey information in a visual and
engaging way. Whether you are a student presenting a project or a professional giving a
business presentation, PowerPoint is one of the most widely used tools.
Two of the most important features in PowerPoint are Views and Slide Show. These help in
both the creation and the presentation of slides. Let’s explore both features in detail in a
storytelling and easy-to-understand manner.
(i) Views in MS PowerPoint
Imagine you are building a house. To do this properly, you need to look at the house from
different angles: front view, side view, and top view. Each angle gives you a different idea of
how to plan and build.
Similarly, when you create a presentation in PowerPoint, you need to see it from different
"views" to organize, edit, design, and finalize your slides effectively.
PowerPoint offers five main types of views, each serving a specific purpose:
1. Normal View
This is the default view when you open PowerPoint. It is like your workspace where you
create and edit slides. On the left side, you’ll see the list of all your slides in a column. In the
center, the selected slide appears in large size for editing. Below, there's a space to write
speaker notes.
Use: To add content, change layout, insert pictures, and type text on slides.
2. Slide Sorter View
This view shows all your slides in thumbnail (small image) form. You can easily drag and
drop slides to rearrange the order. It’s like laying out all your flashcards on a table to decide
which comes first.
Use: Best for organizing and reordering your slides.
3. Reading View
Reading View is like a mini slideshow but still keeps the PowerPoint window open. It is
useful when you want to review your presentation without going into full screen.
Use: To preview how the final slides will appear with animations and transitions.
4. Slide Show View
This is the actual presentation mode. The slide fills the entire screen, and all animations and
transitions play as designed. This is the view you use when you’re presenting to an
audience.
Use: To deliver your presentation during class, meetings, or seminars.
Easy2Siksha
5. Outline View (Optional in newer versions)
In this view, only the text content of the slides appears in outline form. It's helpful when you
want to focus on the text and structure of your presentation without being distracted by
images or graphics.
Use: To edit titles, bullet points, and organize content efficiently.
(ii) Slide Show in MS PowerPoint
Now imagine you have finished decorating your home, and it’s time to invite guests to give
them a tour. This is what Slide Show is all about in PowerPoint — presenting your work to
an audience.
What is a Slide Show?
A Slide Show is the final output of your PowerPoint presentation. When you click F5 or
choose Slide Show mode, your slides appear one by one on the screen, in full size, with all
animations, sounds, and effects.
Key Features of Slide Show:
1. Starting a Slide Show
There are different ways to start a slide show:
• Press F5 – starts from the first slide
• Press Shift + F5 – starts from the current slide
• Click on Slide Show tab → From Beginning or From Current Slide
This helps when you’re practicing or presenting specific parts.
2. Navigation Tools
While presenting, you can use:
• Arrow keys (← →) or mouse click to move between slides
• Right-click to access options like Go to Slide, End Show, Pen/Highlighter tools
• Laser pointer, ink, or pen tools to draw on slides for emphasis
3. Animations and Transitions
Slide Show mode displays all the creative effects like:
• Transitions: How a slide enters (like fade, push, wipe)
• Animations: Movement of objects (text flying in, image zooming, etc.)
These make your presentation engaging and interactive.
Easy2Siksha
4. Speaker Notes
Speaker notes written in Normal View can be seen by the presenter (if using Presenter
View) but not by the audience. These help you remember key points while presenting.
5. Presenter View
If you connect your laptop to a projector, Presenter View shows:
• Current slide
• Next slide
• Timer/Clock
• Your speaker notes
Audience only sees the main slides, and you get extra support to manage your time and
content smoothly.
6. Ending the Slide Show
To end the show:
• Press Esc key
• Right-click → select End Show
• Slide Show ends automatically after the last slide
Conclusion
Both Views and Slide Show are essential tools in MS PowerPoint that guide the user from
creation to final presentation. Views help in organizing and editing the content from
different perspectives, while Slide Show transforms your work into a live performance.
Think of it like this:
• Views are like backstage, where all the preparation and design happen.
• Slide Show is the stage where you perform in front of your audience.
Understanding and using these features effectively will not only improve your presentations
but also boost your confidence when presenting in class, college events, or even
professional settings.
Easy2Siksha
SECTION-D
7. Explain the following features of MS-Excel:
(a) Querying the data
(b) Advance Filters
(c) What-if analysis
(d) Linking different sheets.
Ans: Understanding MS Excel Features with Real-Life Examples
Microsoft Excel is not just a tool to store and display data. It is a powerful software that can
help us analyze, organize, predict, and link data in smart ways. Imagine Excel as a virtual
assistant who helps you run a shop, analyze sales, manage inventory, forecast profits, and
even connect reports from different departments—all in one file.
Let’s take a look at four very useful but slightly advanced features of Excel:
(a) Querying the Data in Excel
What is Querying?
Querying in Excel means asking a question or making a request to extract specific data from
a large set of information. Imagine you have a giant Excel sheet with 10,000 rows of data
about products, prices, customers, sales, etc. Now you only want to see the sales made in
January or filter out all customers from Punjab. Instead of manually looking through the
rows, you can "query" Excel to show only the information you want.
Example Story: Rahul’s Electronics Shop
Rahul owns a big electronics store and keeps all his records in Excel—products, customers,
monthly sales, and returns. One day, he wants to know how many televisions were sold in
June and what the total revenue from those was.
Instead of scrolling through the data manually, he uses Microsoft Query, a built-in feature in
Excel, to connect to his data table and extract only the rows where:
• The product = "Television"
• The month = "June"
This is Querying the data—asking Excel to retrieve exactly what you need.
How to Query in Excel:
1. Go to the Data tab.
2. Click on Get Data or From Table/Range.
Easy2Siksha
3. Use Power Query Editor to:
o Filter rows
o Remove unnecessary columns
o Sort data
4. Click Close & Load to import the queried data into a new worksheet.
Benefits of Querying:
• Saves time.
• Reduces errors from manual filtering.
• Allows complex searches across multiple tables.
• Can connect to external databases like Access or SQL.
(b) Advanced Filters in Excel
What is an Advanced Filter?
An Advanced Filter allows you to extract data that meets multiple and complex criteria.
Unlike the simple filter (where you click a dropdown and check boxes), advanced filters give
you more control.
It can:
• Filter using multiple conditions.
• Extract unique records.
• Copy filtered data to another location in the worksheet.
Example Story: College Admission Records
Suppose Priya works in a college admissions office. She has a list of students with columns
like Name, Course, Marks, Category, and Admission Status.
She needs to find:
• Students who have scored more than 80 and are from the General category
• Students who have taken BSc or BA
• Students whose names start with “S”
To do this, she sets up criteria range (a small table above the main data), writes her
conditions, and uses the Advanced Filter option.
How to Use Advanced Filters:
1. Set up your data with proper headers.
Easy2Siksha
2. Create a criteria range (same headers, below which you enter the conditions).
3. Go to Data > Advanced.
4. In the dialog box:
o Choose your data range.
o Select your criteria range.
o Choose whether to filter in place or copy to another location.
5. Click OK.
Benefits of Advanced Filters:
• Handles complex queries using AND and OR logic.
• Filters across multiple columns.
• Can copy the results elsewhere for printing or reporting.
• Allows data cleaning and sorting for meaningful analysis.
(c) What-if Analysis in Excel
What is What-if Analysis?
What-if Analysis means predicting or testing possible outcomes by changing input values.
Excel helps you answer questions like:
• “What if the price increases by 10%?”
• “What if we sell 500 more units?”
• “How much profit will I earn if the cost goes down by ₹20?”
This is like a forecasting calculator. It doesn’t give you random guesses—it uses formulas
and logic to show how changes in input affect the output.
Three Main Tools of What-if Analysis:
1. Scenario Manager
2. Goal Seek
3. Data Table
1. Scenario Manager
Story: An entrepreneur, Anjali, is planning to open a bakery. She has 3 different budget
plans: Low Budget, Medium Budget, and High Budget. Each plan has different expenses,
expected income, and savings.
Easy2Siksha
Instead of creating three separate sheets, she uses Scenario Manager.
How it works:
• Define changing cells (e.g., cost, sales, rent).
• Name each scenario.
• Excel shows the results side by side.
Steps:
• Go to Data > What-If Analysis > Scenario Manager.
• Click Add, enter scenario name and values.
• After entering all scenarios, click Show to see results.
2. Goal Seek
Story: Ramesh runs a tuition center. He earns ₹500 per student. He wants to earn ₹50,000
in a month. How many students does he need?
He knows the formula:
Income = Students × ₹500
He uses Goal Seek to find the number of students required.
How it works:
• Set a target value for a formula cell.
• Change the input cell to achieve that target.
Steps:
• Go to Data > What-If Analysis > Goal Seek.
• Set cell: the total income cell.
• To value: ₹50,000
• By changing cell: number of students
• Click OK.
Excel calculates and shows how many students he needs.
3. Data Table
Story: A car showroom manager wants to see how profit changes with different
combinations of car prices and sales volumes.
Easy2Siksha
Instead of calculating each one manually, he makes a Data Table that auto-calculates all
combinations.
How it works:
• Shows multiple results based on two or more changing variables.
Steps:
• Create a table with variable values.
• Use formula in the corner.
• Go to Data > What-If Analysis > Data Table.
• Select row input and/or column input cells.
Benefits of What-if Analysis:
• Helps in forecasting.
• Supports decision-making.
• Easy to compare different plans or situations.
• Useful in budgeting, planning, and goal setting.
(d) Linking Different Sheets in Excel
What Does Linking Mean?
Linking means connecting one cell or range of cells in one worksheet to another—either
within the same file or across different files. It helps in real-time updates, consolidation of
data, and avoids duplication.
Story: Monthly Report Compilation
Let’s say Jyoti is preparing a yearly financial report for her company. Each month has a
separate sheet: January, February, March... up to December.
Now, in the summary sheet, she wants to show:
• Total sales from all months
• Monthly comparisons
• Yearly total
Instead of copy-pasting data every time, she links the cells using formulas.
Easy2Siksha
For example:
In cell A2 of the Summary sheet, she types:
=January!B2 + February!B2 + March!B2 … and so on.
Now, if the data in the monthly sheets change, the summary will automatically update.
How to Link Sheets in Excel:
1. Within the same workbook:
• Go to the summary sheet.
• Type =, then click the sheet and cell you want to link.
• Press Enter.
Example:
=Sheet2!A5 — This fetches value from cell A5 in Sheet2.
2. Between different workbooks:
• Open both files.
• Type =, switch to the other file, click the cell, and press Enter.
• Excel will show a path like:
=[Sales2024.xlsx]Jan!$B$3
Benefits of Linking Sheets:
• Reduces data entry.
• Automatically updates when the source changes.
• Helps in summarizing large datasets.
• Makes dashboards and reports dynamic.
Final Summary: All Four Features Together
Let’s imagine you are a manager at a supermarket chain. You use Excel to:
• Query product sales across 5 stores.
• Apply Advanced Filters to view only “Dairy Products” sold in March in Punjab.
• Use What-if Analysis to forecast how profit changes if you reduce price or increase
units sold.
Easy2Siksha
• Link different sheets so that all monthly sheets update the yearly performance
report automatically.
These features:
• Save time
• Reduce manual work
• Support smart business decisions
• Make you confident in using data effectively
Conclusion
Microsoft Excel is like a multifunctional toolkit—and these four features (Querying,
Advanced Filters, What-if Analysis, and Linking Sheets) take your skills to the next level.
As a university student, learning these will:
• Help you manage assignments better
• Make your research projects smarter
• Improve your data presentation
• Prepare you for future professional roles
8.(a) Discuss different functions (any four) on different data with example in MS-Excel.
Ans: 1. SUM Function (for Numerical Data)
What it does: The SUM function adds two or more numbers together. It is one of the most
commonly used functions when working with numerical data.
Syntax:
=SUM(number1, number2, ...)
or
=SUM(A1:A5) to add all the numbers from cell A1 to A5.
Example:
Let’s say a student has marks in 5 subjects:
• Math: 85
• Science: 78
• English: 90
• History: 88
• Computer: 95
Easy2Siksha
These marks are in cells A1 to A5. To find the total marks, use:
=SUM(A1:A5)
Real-life use: Students can use this function to calculate total marks or total expenses.
Business people can calculate total sales, total profit, or expenses using the SUM function.
2. AVERAGE Function (for Numerical Data)
What it does: The AVERAGE function calculates the mean (average) of a group of numbers.
Syntax:
=AVERAGE(number1, number2, ...)
or
=AVERAGE(B1:B5)
Example:
Using the same marks from above (A1 to A5), to calculate the average marks:
=AVERAGE(A1:A5)
This gives the average score of the student.
Real-life use: Teachers use the AVERAGE function to calculate class performance. It’s also
useful in finance to calculate average income, average spending, etc.
3. IF Function (for Logical/Conditional Data)
What it does: The IF function checks whether a condition is true or false and returns
different results depending on the outcome.
Syntax:
=IF(condition, value_if_true, value_if_false)
Example:
Suppose we want to check whether a student has passed. The passing mark is 40, and the
mark is in cell A1.
The formula would be:
=IF(A1>=40, "Pass", "Fail")
If the value in A1 is 50, the result will be “Pass”. If it’s 30, it will show “Fail”.
Real-life use: This function is very useful in making decisions. For example:
• If sales are above a target, show “Achieved”.
• If expenses exceed budget, show “Over Budget”.
Easy2Siksha
4. CONCATENATE / TEXTJOIN Function (for Text Data)
What it does: This function joins or combines text from different cells into one.
Note: In newer versions of Excel, TEXTJOIN or the & symbol is preferred over
CONCATENATE.
Syntax using &:
=A1 & " " & B1
Example:
Suppose:
• Cell A1 contains the First Name: “Rahul”
• Cell B1 contains the Last Name: “Sharma”
To get the full name in one cell, use:
=A1 & " " & B1
The result will be: “Rahul Sharma”
Real-life use: This function is helpful in merging first and last names, joining addresses, or
creating IDs like “Emp001Rahul”.
Summary Table
Function
Type of Data Used
Main Use
Example
SUM
Numerical
Add numbers
=SUM(A1:A5)
AVERAGE
Numerical
Find average value
=AVERAGE(B1:B5)
IF
Logical
Make decisions
=IF(A1>=40, “Pass”, “Fail”)
CONCATENATE / &
Text
Join text from multiple cells
=A1 & " " & B1
Conclusion
Excel functions are not just mathematical tools—they are smart assistants that help save
time and reduce mistakes. As students and future professionals, learning how to use
Easy2Siksha
functions like SUM, AVERAGE, IF, and TEXTJOIN will make your work easier, more efficient,
and more professional.
Practice these on your own Excel sheet with some made-up data. You’ll see how powerful
and fun it is to manage data once you understand these basic functions.
(b) Write step by step procedure to draw a graph in MS-Excel.
Ans: Step 1: Open Microsoft Excel
Start by opening Microsoft Excel. You can use a blank worksheet or open an existing one
that has the data you want to plot.
• Open Excel from your desktop or start menu.
• Click on “Blank Workbook” or open an existing file.
Step 2: Enter Your Data
Before drawing any graph, you need data. Think of data as the ingredients for your recipe.
Arrange your data neatly in columns or rows.
Here’s an example of simple data:
Month
Sales
Jan
1000
Feb
1200
Mar
1500
Apr
1300
• Column A: Categories or labels (like months, names, etc.)
• Column B: Values (like sales, marks, prices, etc.)
Make sure the first row contains headings, as Excel will use them in the graph's legend.
Step 3: Select the Data
Click and drag your mouse over the data you want to include in the graph. This tells Excel
what to show in the graph.
• Example: Select the range A1 to B5 in the example above.
Easy2Siksha
• Include both the headers (Month and Sales) and the actual values.
Step 4: Go to the “Insert” Tab
Once your data is selected:
• Click on the “Insert” tab at the top of the Excel window (in the Ribbon).
• This tab contains all the tools for inserting charts and graphs.
Step 5: Choose the Type of Graph
Excel offers many types of graphs. You should choose the one that best represents your
data.
Some common types are:
Graph Type
Best For
Column Chart
Comparing values across categories
Line Chart
Showing trends over time
Pie Chart
Showing percentage or proportion
Bar Chart
Horizontal version of column chart
Scatter Plot
Showing relationship between two variables
To insert:
• Click on the chart type you want, like Insert Column or Line Chart.
• Then choose a sub-type (e.g., clustered column, stacked line, etc.)
Step 6: Excel Automatically Creates the Chart
Once you select the chart type:
• Excel will instantly insert the graph into your worksheet.
• It will be based on the data you selected.
• You can click and drag the chart to move it around the sheet.
Step 7: Customize Your Graph
Easy2Siksha
Now, make your graph more meaningful and attractive.
• Chart Title: Click on the title and type something like "Monthly Sales Report".
• Axis Labels: Click on the horizontal and vertical axes to label them (e.g., "Month" for
X-axis, "Sales in ₹" for Y-axis).
• Legend: Shows what each color or line represents. You can move or format it.
• Change Colors: Use “Chart Styles” or right-click on elements to change colors and
appearance.
• Data Labels: Add actual numbers on the graph by right-clicking on the bars/lines and
choosing “Add Data Labels”.
Step 8: Resize or Move the Graph
• Click on the chart.
• Use the corners to resize it.
• Click and drag it anywhere in the sheet to reposition.
Step 9: Save Your Work
After completing your graph:
• Click on File > Save As.
• Choose location and format (Excel Workbook is best).
• Give a name like “Sales_Report_Graph”.
Bonus Tip: Use Chart Tools for More Features
When your graph is selected, two new tabs appear at the top:
• Chart Design: For changing chart type, layout, and styles.
• Format: For changing colors, shapes, and text styles.
You can explore these tabs to make your graph more professional.
Conclusion
Drawing a graph in MS Excel is not difficult—it’s just a step-by-step process that starts with
clear data and ends with a powerful visual. For university students, graphs are essential
Easy2Siksha
tools for assignments, projects, and presentations. They make your work not only look good
but also easy to understand.
Remember:
“A graph speaks louder than numbers.”
Whether you're tracking rainfall, displaying population growth, or comparing profits, Excel’s
graphs help you communicate clearly and confidently
“This paper has been carefully prepared for educational purposes. If you notice any mistakes or
have suggestions, feel free to share your feedback.”
