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Domestic Data, Entry Operator, (Job Role), Qualification Pack: Ref. Id. SSC/Q2212, Sector: Information Technology and Information, Technology enabled Services (IT–ITeS), , Textbook for Class IX, , Prelims.indd 1, , 9/26/2018 10:13:03 AM
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ISBN 978-93-5292-095-2, First Edition, September 2018 Bhadrapada 1940, PD 5T BS, © National Council of Educational, Research and Training, 2018, , ALL RIGHTS RESERVED, No part of this publication may be reproduced, stored in a, retrieval system or transmitted, in any form or by any means,, electronic, mechanical, photocopying, recording or otherwise, without the prior permission of the publisher., This book is sold subject to the condition that it shall not,, by way of trade, be lent, re-sold, hired out or otherwise, disposed off without the publisher’s consent, in any form of, binding or cover other than that in which it is published., The correct price of this publication is the price printed on, this page. Any revised price indicated by a rubber stamp or, by a sticker or by any other means is incorrect and should, be unacceptable., OFFICES OF THE PUBLICATION, DIVISION, NCERT, , 165.00, , NCERT Campus, Sri Aurobindo Marg, New Delhi 110 016, , Phone : 011-26562708, , 108, 100 Feet Road, Hosdakere Halli Extension, Banashankari III Stage, Bengaluru 560 085, , Phone : 080-26725740, , Navjivan Trust Building, P.O. Navjivan, Ahmedabad 380 014, , Phone : 079-27541446, , CWC Campus, Opp. Dhankal Bus Stop, Panihati, Kolkata 700 114, , Phone : 033-25530454, , CWC Complex, Maligaon, Guwahati 781 021, , Phone : 0361-2674869, , Publication Team, , Printed on 80 GSM paper with NCERT, watermark, Published at the Publication Division, by the Secretary, National Council of, Educational Research and Training,, Sri Aurobindo Marg, New Delhi 110 016, and printed at Laxmi Print India,, 519/1/23, Sansar Compound, Dilshad, Garden Industrial Area, Shahdara,, Delhi -110 095, , Prelims.indd 2, , Head, Publication, Division, , : M. Siraj Anwar, , Chief Editor, , : Shveta Uppal, , Chief Business Manager, , : Gautam Ganguly, , Chief Production Officer, , : Arun Chitkara, , Editor, , : Bijnan Sutar, , Production Officer, , : Abdul Naim, , Cover and Layout, DTP Cell, Publication Division, , 9/26/2018 10:13:03 AM
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Foreword, The National Curriculum Framework–2005 (NCF–2005) recommends, bringing work and education into the domain of the curricular,, infusing it in all areas of learning while giving it an identity of its, own at relevant stages. It explains that work transforms knowledge, into experience and generates important personal and social values, such as self-reliance, creativity and cooperation. Through work one, learns to find one’s place in the society. It is an educational activity, with an inherent potential for inclusion. Therefore, an experience, of involvement in productive work in an educational setting will, make one appreciate the worth of social life and what is valued and, appreciated in society. Work involves interaction with material or, other people (mostly both), thus creating a deeper comprehension, and increased practical knowledge of natural substances and social, relationships., Through work and education, school knowledge can be easily, linked to learners’ life outside the school. This also makes a departure, from the legacy of bookish learning and bridges the gap between, the school, home, community and the workplace. The NCF–2005, also emphasises on Vocational Education and Training (VET) for, all those children who wish to acquire additional skills and/or seek, livelihood through vocational education after either discontinuing, or completing their school education. VET is expected to provide a, ‘preferred and dignified’ choice rather than a terminal or ‘last-resort’, option., As a follow-up of this, NCERT has attempted to infuse work, across the subject areas and also contributed in the development, of the National Skill Qualification Framework (NSQF) for the, country, which was notified on 27 December 2013. It is a quality, assurance framework that organises all qualifications according, to levels of knowledge, skills and attitude. These levels, graded, from one to ten, are defined in terms of learning outcomes, which, , Prelims.indd 3, , 9/26/2018 10:13:03 AM
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the learner must possess regardless of whether they are obtained, through formal, non-formal or informal learning. The NSQF sets, common principles and guidelines for a nationally recognised, qualification system covering Schools, Vocational Education and, Training Institutions, Technical Education Institutions, Colleges, and Universities., It is under this backdrop that Pandit Sunderlal Sharma Central, Institute of Vocational Education (PSSCIVE), Bhopal, a constituent, of NCERT has developed learning outcomes based modular, curricula for the vocational subjects from Classes IX to XII. This, has been developed under the Centrally Sponsored Scheme of, Vocationalisation of Secondary and Higher Secondary Education of, the Ministry of Human Resource Development., This textbook has been developed as per the learning outcomes, based curriculum, keeping in view the National Occupational, Standards (NOS) for the job role and to promote experiential learning, related to the vocation. This will enable the students to acquire, necessary skills, knowledge and attitude., I acknowledge the contribution of the development team, reviewers, and all the institutions and organisations, which have supported in, the development of this textbook., NCERT would welcome suggestions from students, teachers and, parents, which would help us to further improve the quality of the, material in subsequent editions., Hrushikesh Senapaty, Director, New Delhi , National Council of Educational, June 2018 , Research and Training, , (iv), , Prelims.indd 4, , 9/26/2018 10:13:03 AM
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About, , the, , Textbook, , The IT–ITeS sector is growing at a fast pace and is a very important, industry in India and abroad. In the growing business opportunities, in various domains around the globe, there is a huge transfer of, information from one place to another. Large amount of data are, churned thus creating a need for proper management of the data, that are collected. The companies also have to concentrate on their, core activities and resort to outsourcing the data entry process. The, rapid growth in the IT industry along with the entry of many small, and large outsourcing companies in this area, has led to a huge, demand for trained personnel for various job roles, such as Data, Entry Operator., Domestic Data Entry Operators in the IT-ITeS Industry are also, known as a Data Entry Operators. These individuals are responsible, for providing daily work reports and work on hourly basis. They, are also responsible for electronic entry of data from the client site, on to the office site or vice-versa. Individual tasks vary depending, on the size and structure of the organisation. This job requires the, individual to have thorough knowledge of various technology trends, and processes as well as have updated knowledge about database, management systems and IT initiatives. The individual should know, fast and accurate typing or data encoding. This job involves working, on a computer, and appropriate software to enter accurate data, regarding different issues like retrieving data from a computer or to, a computer., The textbook for the job role of “Domestic Data Entry Operator”, has been developed to impart knowledge and skills through, hands‑on learning experience, which forms a part of the experiential, learning. Experiential learning focuses on the learning process for, the individual. Therefore, the learning activities are student-centered, rather than teacher-centered., The textbook has been developed with the contribution of the, expertise from the subject and industry experts and academicians, , Prelims.indd 5, , 9/26/2018 10:13:03 AM
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for making it a useful and inspiring teaching-learning resource, material for the vocational students. Adequate care has been taken, to align the content of the textbook with the National Occupational, Standards (NOSs) for the job role so that the students acquire, necessary knowledge and skills as per the performance criteria, mentioned in the respective NOSs of the Qualification Pack (QP)., The textbook has been reviewed by experts so as to make sure that, the content is not only aligned with the NOSs, but is also of high, quality. The NOSs for the job role of Domestic Data Entry Operator, covered through this textbook are as follows:, 1. SSC/N3022 – Undertaking data entry services, 2. SSC/N9001 – Managing work to meet requirements, 3. SSC/N9003 – Maintaining a healthy, safe and secure working, environment, Unit 1 of the textbook explains the various career opportunities, within the IT–ITeS sector. It then details the various IT enabled, services. Maintaining the work area as well as the health and safety, aspects within the IT service sector are also covered in the first, unit. Unit 2 will help students to learn typing skills using a typing, tutor. It also covers the ergonomics and sitting posture, to put the, student on a firm footing in terms of health aspects associated with, computer systems. Unit 3 deals with basic Word Processing skills, so that students can learn to enter and edit the text to prepare the, document. Unit 4 deals with basic spreadsheet skills to prepare, a worksheet so that students can learn to create and manipulate, the data in the spreadsheet. Unit 5 covers the basic presentation, skills to prepare a slide presentation so that students can learn, to create presentations., Dipak D. Shudhalwar, Associate Professor (CSE) and Head, Department of Engineering and Technology, PSSCIVE, NCERT, Bhopal, , (vi), , Prelims.indd 6, , 9/26/2018 10:13:03 AM
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ACKNOWLEDGEMENT, The National Council of Educational Research and Training (NCERT), expresses its gratitude to all members of the Project Approval Board, (PAB) and officials of the Ministry of Human Resource Development, (MHRD), Government of India, for their cooperation in the development, of this textbook. The Council also extends gratitude to all the, contributors for sharing their expertise and valuable time by positively, responding to the request for the development of this textbook., The Council expresses it gratitude towards Rajesh Khambayat, Joint, Director, PSS Central Institute of Vocational Education (PSSCIVE),, Bhopal, for providing support and guidance in the development of, this textbook. We are thankful to the course coordinator Dipak D., Shudhalwar, Associate Professor (CSE) and Head, Department of, Engineering and Technology, PSSCIVE, NCERT, Bhopal, for his, untiring efforts towards solely developing the content for this textbook, and also providing software related photographs used in the textbook., The images used other than these are under Creative Commons, License. Ganesh Kumar Dixit and Jayant Mishra, Consultants in, IT–ITeS, Department of Engineering and Technology, PSSCIVE, Bhopal,, are also duly acnowledged for their untiring efforts and contribution in, the development of this textbook for vocational skills., The Council is grateful to Saroj Yadav, Professor and Dean (A), NCERT,, and Ranjana Arora, Professor and Head, Department of Curriculum, Studies, and Mamur Ali, Assistant Professor, CIET, NCERT, New Delhi,, for carefully evaluating and giving suggestions for the improvement of, this book and its finalisation. The Council acknowledges the copy editing, and valuable contribution of Shilpa Mohan, Assistant Editor (Contractual), and Sanjeev Kumar, Copy Holder in shaping this book. The efforts of, Pawan Kumar Barriar, DTP Operator, and Haridarshan Lodhi, DTP, Operator (Contractual), Publication Division, NCERT, for flawless, layout design are also acknowledged., The Council is grateful to the Ministry of Human Resource, Development for the financial support and cooperation in realising, the objective of providing a quality textbook for the Indian, vocational students., , Prelims.indd 7, , 9/26/2018 10:13:03 AM
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Contents, , Prelims.indd 9, , Foreword, , iii, , About the Textbook, , v, , Unit 1 : Introduction to IT–ITeS Industry, , 1, , Unit 2 : Data Entry and Keyboarding Skills, , 15, , Unit 3 : Digital Documentation, , 45, , Unit 4 : Electronic Spreadsheet, , 98, , Unit 5 : Digital Presentation, , 137, , Answer Key, , 175, , List of Credits, , 177, , 9/26/2018 10:13:04 AM
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1, , Introduction to, IT – ITeS Industry, , Introduction, Information and Communication Technology (ICT), has become one of the basic requirements of the, modern society. In today’s digital era, we use mobile, devices to perform the tasks of our daily life. It is, difficult to think of any event without the use of, digital devices. Information Technology (IT) is one, of the world’s fastest growing economic activities,, which envisages easier flow of information at various, levels in the desired pattern. The Information, Technology, enabled, Services, (ITeS), sector, has not only changed the way the world looks at our, country but has also made significant contributions, to the Indian economy. This session will introduce, the basic concepts and ideas related to Information, Technology (IT) and IT enabled Services (ITeS)., , Information Technology, Information Technology (IT) means creating, managing,, storing and exchanging information. IT includes all, types of technology used to deal with information,, such as computer hardware and software technology, , Unit 1.indd 1, , 9/6/2018 12:10:38 PM
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Notes, , used for creating, storing, and transferring information., Computer takes data as input, processes it and, produces the results as output. The information is the, result of data processing. Data refers to the facts or raw, material, which are processed to get the information., Number of boys and girls in a class is a factual data of, the classroom. This is an example of data related to the, students in the class. Some conclusion can be drawn, based on the data. This conclusion is information. The, decisions are taken on the basis of data and information., IT is a tightly integrated part of business. Computers, and information systems are an essential part of every, business today. Like accounting and legal, every business, needs to invest in technology to compete. IT has several, benefits for a business, such as it helps in reaching more, potential customers, developing a business relationship, with potential customers, streamlining operations,, reducing costs, improving efficiency, maximising profit,, minimising waste, providing better service to customers,, supporting better relationships with key partners, and, allowing customers to better guide the business., , Information Technology enabled Services, (ITeS), Information Technology that enables the business, by improving the quality of service is Information, Technology enabled Services (ITeS). ITeS is also called, web-enabled services or remote services that cover the, entire operations which exploit Information Technology, for improving the efficiency of an organisation. These, services provide a wide range of career options that include, opportunities in all offices like call centres, payrolls,, logistics management, revenue claims processing,, medical billing, coding, medical transcription, legal, databases, back office operations, content development,, GIS (geographical information system), web services, and Human Resource (HR) services, etc., ITeS is defined as outsourcing of processes that, can be enabled with information technology and, covers diverse areas like finance, HR, administration,, health care, telecommunication, manufacturing, etc., 2, , Unit 1.indd 2, , Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:38 PM
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E-enabled services radically reduce costs and improve, service standards. In short, Internet service provider, aims to provide B2B e-commerce solutions. ITeS, offers different services integrated in a single delivery, mechanism to end users. The services may include:, Medical Transcription, Customer Relationship, Management, Data Entry and Data Processing,, Software development, Data Warehousing, IT Help, Desk Services, Enterprise Resource Planning and, Telecommunication Services., , Notes, , BPO services, Business Process Outsourcing (BPO) services means, performing business operations through an outside, service provider. BPO also comes under IT services as, IT plays a very useful role in optimising the business, performance. The BPO industry is highly organised and, hence various kinds of jobs are outsourced in India., India has the expertise in reducing costs with firm, control on the quality of the service., Some of the BPO services are as follows:, (a) Financial and Accounting Services, (b) Taxation and Insurance Services, (c) E-Publishing and Web Promotion, (d) Legal Services and Content Writing, (e) Multimedia and Design Services, (f) Document Management Services, (g) Software Testing Services, (h) Health Care Services, , BPM industry in India, The IT BPM (Business Process Management) industry, has been fueling India’s growth. In addition to contributing, towards the country’s Gross Domestic Product (GDP), and exports, the growth of the IT BPM industry has, provided India with a wide range of economic and social, benefits which includes creating employment, raising, income levels, and promoting exports. It has placed India, on the world map with an image of a technologically, advanced and knowledge‑based economy. This sector, attracts amongst the largest investments by venture, Introduction, , Unit 1.indd 3, , to, , IT–ITeS Industry, , 3, , 9/6/2018 12:10:38 PM
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Notes, , capitalist and has been credited with enabling the, entrepreneurial ventures of many in the country., The IT-BPM industry has almost doubled in terms of, revenue and contribution to India’s GDP over the last decade, (2008–18). BPO Service Industry is doing exceptionally, well in India because of the following advantages:, (a) BPO service providers in India invest in hi-tech, hardware and software to deliver the best of, services. They follow quality checks to ensure, error free and exceptional service., (b) Government of India is encouraging the BPO, Industry in India by providing necessary, infrastructure and logistical support., (c) BPO Industry in India is highly developed and, capable of delivering numerous types of BPO, services in exceptional quality., , Structure of the IT-BPM industry, The organisations within the IT‑BPM industry are, categorised along the following parameters:, • Sector the organisation is serving, • Type as well as range of offering the organisation, provides, • Geographic spread of operations, • Revenues and size of operations, , 4, , Unit 1.indd 4, , (a), , Multinational Companies (MNCs): MNCs have, their headquarters outside India but operate in, multiple locations worldwide including those in, India. They cater to external clients (both domestic, and/or global)., , (b), , Indian Service Providers (ISPs): ISPs started, with their operations in India. Most of these, organisations have their headquarters in India, while having offices in many international, locations. While most have a client base,, which is global as well as domestic, there are, some that have focussed on serving only the, Indian clients., , (c), , Global, In-house, Centers, (GIC): GIC, organisations cater to the needs of their parent, company only and do not serve external clients., Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:38 PM
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This model allows the organisation the option to, keep IT Operations in-house and at the same time, take advantage of expanding their global footprint, and offering opportunities for innovation in a, cost-effective manner., , IT applications, In technologically developed nations, Information, Technology has become a part of everyday life. For a, user, computer is a tool that provides the desired, information, whenever needed. The use of computer, and Information Technology can be observed at home,, workplace, in the modern service industry and in all, aspects of our life. It includes listening to music,, watching movies, playing games, doing office work,, chatting and sending messages, managing daily planner,, reading books, paying utility bills, booking ticket to, travel, bank operations, etc. Computers and ICT is used, in industries, in offices, and in house also. The various, application areas are business, banking, insurance,, education, marketing, health care, engineering design,, military, communication, animation, research, agriculture, and government., , Fig. 1.1: IT applications, , IT in home computing, A personal computer (PC) is used to work at home, to, do household accounts, play games, surf the web, use, Introduction, , Unit 1.indd 5, , to, , IT–ITeS Industry, , 5, , 9/6/2018 12:10:38 PM
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e-mail, create music, and pursue a, range of other hobbies. PC is also, used to play games. It includes action, games, role playing games, puzzles, and many more. A PC with a CD-ROM, drive, sound card, and speakers can, play audio CD. A computer can be, used from home to study a wide range, of online training courses. Computers, and digital devices are now used for, online shopping and e-commerce., Fig. 1.2: IT in home computing, , IT in everyday life, In our daily life, we use washing, machines, microwave oven and many, other products using which have, embedded software. We can store all, the information about our important, work, appointments schedules and list, of contacts in a computer. Computer, is, therefore, playing a very important, role in our lives and now we cannot, imagine the world without computers., , IT in library, Fig. 1.3: IT in everyday life, , Nowadays many libraries are, computerised. Each book has a, barcode associated with it. This, makes it easier for the library to, a keep track of books and the, availability of a specific book., Computer software is used to issue, and return the book. Each book, in the library has a magnetic strip, attached to it that is deactivated, before the book can be borrowed., , IT at workplace, Fig. 1.5: IT in library, , 6, , Unit 1.indd 6, , In the office environment, computers, and computer applications are used, to perform office work more effectively., Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:39 PM
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In assembly-line industries, where, attention to detail, speed and efficiency, are important, automation is becoming, more and more common. Internet and, Office applications form the basis of, modern business., , IT in education, , Fig. 1.4: IT at workplace, , Computers and Information Technology are extensively, used in education for teaching-learning and assessment., The software and hardware technology, is used for creation and transmission, of information in various forms, including still pictures, audio, video, and animation to the learners. The, learning becomes easy and accessible, through IT. A lot of teaching resources, are available for teachers to teach, in a better way. Online assessment, Fig. 1.6: IT in education, helps to assess the students without, any biasness. The students, teachers and educational, administrators and every stakeholder in the education, sector has benefitted with the integration of IT in, education., (a) ICT in the classroom, There are many ways in which the ICT is used for, education in the classroom, such as, • e-learning classrooms;, • smart-board presentations;, • videos on experiments;, • creation of images and video;, • desktop publishing of magazines, letters and, documents;, • educational games;, • learning using the CD-ROM media; and, • gathering educational information on the, Internet., (b) Education — anywhere anytime, Any student in India can access the NCERT book online, through the website www.epathshala.nic.in or mobile app., Introduction, , Unit 1.indd 7, , to, , IT–ITeS Industry, , 7, , 9/6/2018 12:10:39 PM
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Apart from this there are a variety of websites and mobile, apps to access educational resources on any topic., You can also contact a teacher or a trainer via, Internet to use WBT (Web-based Training). In this way, education has reached the far flung areas by reaching, the unreached., (c) Teaching aids and media, ICT is used mostly as a teaching aid in schools to, • use pictures, animations and audio-visuals to, explain subjects that are difficult to explain., • make the lessons interesting using presentations., • organise lessons using the computer., • obtain the information relevant to the subjects., (d) Learning Management System (LMS), A Learning Management System (LMS) is being used by, many countries to manage school systems. A student, or teacher can register himself/herself on the official, website to access LMS and can get many services from, LMS. The student can be benefited by using LMS, as it, can be used to, • learn lessons anytime and anywhere., • submit queries, getting replies and submit, comments through forums., • participate in the co-curricular activities via, video., • monitor the progress of their children (by, parents)., , IT in entertainment, , Fig 1.7: IT in entertainment, , 8, , Unit 1.indd 8, , Information Technology has had a major, impact on the entertainment industry., Internet is a major source of entertainment., One can download and view movies,, play games, chat, use multimedia,, incorporate visual and sound effects using, computers, etc. Digital broadcasting has, changed the way we experience television,, with more interactive programming, and participation., Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:39 PM
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IT in communication, Communication is used to convey, messages and ideas, pictures, or, speeches. A person who receives this, must understand clearly and correctly., Modern communication makes use, of the computer system. We use, computers for email, chatting, FTP,, telnet and video conferencing., , IT in business, , Fig. 1.8: IT in Communication, , Computers are used in business organisations for payroll, calculation, budgeting, sales analysis, financial forecasting,, managing and maintaining stocks. A lot of business, transactions happen through Internet called e-commerce., IT facilitates marketing, customer visit, product, browsing, shopping basket checkout, tax and shopping,, receipt and process order. E-commerce offers services, pertaining to processing inventory management,, transactions,, documentation,, presentations,, and, gathering product information. Smart cards, such as, credit cards and debit cards are used in shops. These, cards have a metallic strip on which the user’s Personal, Identification Number (PIN), and account number is, stored and can be read when it is passed through a special, reader. Airlines use large-scale computer applications, for their reservations system, both in the airports and in, central reservations call-centers. Other businesses that, have large-scale computing requirements are insurance, claims systems and online banking, which both have, large numbers of users and operators interacting across, one system., , IT in science and engineering, Scientists and engineers use computers for performing, complex scientific calculations, Computer Aided, Design (CAD) or Computer Aided Manufacturing (CAM), applications are used for drawing, designing and, for simulating and testing the designs. Computers, are used for storing large amount of data,, performing complex calculations and for visualising, Introduction, , Unit 1.indd 9, , to, , IT–ITeS Industry, , 9, , 9/6/2018 12:10:40 PM
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Notes, , 3-dimensional objects. Complex scientific applications, like rocket launching, space exploration, etc., are not, possible without the computers., , IT in banking, Computer is an essential part of the modern banking, system. Every activity of a bank is now online. The, customer’s data and transactions are recorded by, computers. Recurring deposits (e-RD), Fixed deposits, (e-FD), money transfer from one account to another, (NEFT, RTGS), online transactions are done using, Internet. Capital market transactions, financial, analysis and related services are available in online, platforms. Bank customers use Automated Teller, Machines (ATM) for cash deposits and withdrawal,, or to view current balance., , IT in insurance, Insurance companies keep all records up to date, with the help of computer database. Procedures for, continuation of policies, starting date, date of next, installment, maturity date, interest dues, survival, benefits, and bonus are declared by using computers, in insurance companies. Many online policies are also, available which can be purchased by using the website, of insurance companies., , IT in marketing, In marketing, computers are used for advertising, of products, by using arts and graphics facility it is, possible to create interesting advertisements of various, products so that the goal of selling can be achieved., Using e-commerce websites, people can purchase items, even sitting at home., , IT in health care, ICT is used in the health sector in numerous ways., Hospital Management System is used to maintain and, manage patients’ records as well as various activities, pertaining to hospital administration. The computerised, , 10, , Unit 1.indd 10, , Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:40 PM
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Fig. 1.9 (a) MRI machine, , Fig. 1.9 (b) Detailed images, , machines are used for ECG, EEG, Ultrasound and CT, Scan. The variety of measuring instruments and surgical, equipment are used to monitor patients’ conditions, during complex surgery. Expert system is used for, diagnosis. Health care manufacturing companies use, computers to aid the production of diagnostic tools, and instruments. Computers are an integral part, of laboratories and dispensaries. They are used in, scanning and diagnosing different diseases., (a) Use of ICT in diagnosis, With the advancements in computer hardware and, software technology, various high-tech machines are, used in the diagnosis and treatment of critical diseases., Using expert system, diseases can be diagnosed at the, early stages and the patients can be given treatment, accordingly. Some of these machines are:, (i), , Computerised Axial Tomography Machine, (CAT): Using this machine three-dimensional, (3D) images of different parts of the body can be, made. These images are helpful in the diagnosis, of diseases., , (ii) MRI (Magnetic Resonance Imaging Machine):, MRI machines are used to give the digital, impression of internal organs of the body by, using strong magnetic fields and radio waves. The, digital images are very helpful in the detection, and in deciding the treatment of diseases., , Introduction, , Unit 1.indd 11, , to, , IT–ITeS Industry, , 11, , 9/6/2018 12:10:40 PM
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Fig. 1.10 (b) ECG Graph, , Fig. 1.10 (a) ECG Machine, , (iii), , Electrocardiogram (ECG) Machine: The, ECG machine is used to monitor the, heartbeat. When the heart pumps blood to, different parts of the body some electrical, impulses are produced. This machine, records the electrical impulses and shows, it in the form of a graph., , (iv), , Cardiac, Screening, Machine: This, machine displays the physiology of the, heart and it displays the movements, inside the heart. Through this machine, it is possible to diagnose problems of the, heart, such as thinning of veins and then, recommend treatment., , (v), , EEG (Electro ‑ encephalography) Machine:, This machine is used to record the activities, of the brain. The small electrical probes, attached to the head receive the electrical, impulses of the brain and display them on, a computer screen. This device can retrieve, the data in both states where a patient is, awake or asleep., , Fig. 1.11: Cardiac Screening Machine, and Display, , Fig. 1.12: EEG Machine and Display, , Fig. 1.13: Sugar Testing Machine, , 12, , Unit 1.indd 12, , (vi), , Blood Sugar Testing Machine: This device, analyses a sample of blood and determines, the blood glucose level., , (vii), , Blood Pressure Measuring Machine: This, device which is worn as a wrist band can, measure the blood pressure of a person at, Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:41 PM
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rest or when he/she is involved in some, physical activity., , IT in the government and public service, The government uses large-scale computer applications, in its daily operations and is actively encouraging, e-governance practices. Digital India and e-governance, initiative of Government of India are best examples of, this. Government and Non-Governmental Organisations, (NGOs) as well as International Government Agencies, use ICT applications to communicate and provide, various services to the people and is called as, e-governance. There are various official web portals of, the Government of India for e-governance. There are, various advantages of e-governance., The Income tax department, sales tax department,, preparations of voters list, preparation of PAN card, makes use of the computer system. Many government, services are available online. Electricity bills can now, be paid online. The government uses electronic voting, for elections, by replacing the traditional voting slip and, ballot box. People can enroll themselves in the electoral, roll through the State Election Commission portal., Computers are common-place in modern society, and, tend to make previously laborious manual tasks of data, entry much simpler and quicker., , Fig. 1.14: Measuring Blood, Pressure, , Practical Exercise, 1. Explore the impact of IT and ITeS in various areas in, 2., , 3., 4., 5., 6., , day‑to‑day life., Visit Indian government websites, such as the official, web portal of Department of School Education, MHRD,, Government of India. Make a list of all the valuable, information and the services you could obtain yourself., Make a list of e-government services that are provided by, other countries., Visit the various websites and list the areas where ICT is used., Identify the advantages of using ICT over conventional, methods in various areas., Observe other instances where ICT is used in business, and manufacturing and compile a list., , Introduction, , Unit 1.indd 13, , to, , IT–ITeS Industry, , 13, , 9/6/2018 12:10:41 PM
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Notes, , Check Your Progress, A. Give an example of the use of IT in the following areas., Avoid already discussed examples., Teacher Practice, , Example, , Classroom content transaction, Assessment of students, Library management, Student record management, B. Short answer questions (50 words), 1. What do you understand by the term IT and ITeS?, 2. What are the pros and cons of using ICT?, 3. What precautions are required to ensure that ICT, use is safe?, 4. What are the four main sub-sectors in the IT-BPM, industry?, 5. Give examples of use of IT in everyday life., 6. How is IT used in libraries?, 7. What are the various processes of education where, IT is used?, 8. Which software are used in digital communication?, 9. For what purpose is IT used in business?, 10. Which are the prominent areas where IT is used in, science and engineering?, 11. List the various uses of IT in a banking system., 12. Which are the different areas of healthcare where IT, is used? And how?, 13. List any 5 websites of the Indian government which, provide IT enabled services to the people., , 14, , Unit 1.indd 14, , Domestic Data Entry Operator – Class IX, , 9/6/2018 12:10:41 PM
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2, , Data Entry, and, Keyboarding Skills, , Introduction, In order to enhance operational skills in the use, of computers, knowledge of efficient and effective, keyboarding skills and typing ergonomics has become, inevitable today. With consistent, sincere efforts and, controlled environment, we can master keyboarding, skills and acquire high speed. Keying data into the, computer quickly and accurately, thus, becomes easy., There are various methods of typewriting. In this, unit, we will study about various types of keys, typing, ergonomics and positioning of fingers on the keyboard, according to touch method of typewriting and use of, typing software for learning keyboarding skills., , Keyboarding Skills, Keyboard is the most common text-based input device., Computer keyboards are similar to electronic typewriter, keyboards with additional keys. A keyboard generally, has more than 100 keys. Each key of a keyboard, corresponds to a single symbol. Some symbols require, pressing and holding several keys simultaneously or, in sequence. It allows entering alphabets, digits and, , Unit 2.indd 15, , 9/11/2018 5:17:06 PM
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Notes, , symbols into the computer. Simultaneous key press, can produce actions or computer commands. The touch, method of typewriting is a method of typing without, using the sense of sight to find the keys. There is no, need to search the key while typing and one has to move, only the finger which is needed to strike a key., A touch typist knows the location on the keyboard, through muscle memory. Touch typing typically involves, placing the eight fingers in a horizontal row along the, middle of the keyboard (the home row). Touch typing can, be done with two hands or by using a single hand also., A touch typist starts by placing his or her fingers on, the “start position” in the middle row and knows which, finger to move and how much to move it for reaching any, required key. It is important to learn placing fingers into, the start position blindly as the hands are frequently, raised from the keyboard to operate the line feed lever, (in the past) or (more recently) the computer mouse., Typing speed generally improves with practice. The, typing speed can be increased gradually and speeds of, 60 WPM (words per minute) or higher can be achieved., The rate of speed increase varies between individuals., Many websites and software products (e.g., Rapid, Typing Tutor) are available to learn touch typing and, many of these are free. There are many such software, available which are free of cost and are customised to, learn typing efficiently and effectively., Keyboards are also used for computer gaming, either, with regular keyboards or by using keyboards with, special gaming features., , Types of keys, Though there are several input devices viz. mouse,, touchscreen, character or voice recognition, etc., used, for giving input to the computer, yet the use of keyboard, is the most common method adopted for input of data, into a computer. A computer keyboard contains the, following types of keys:, • Alphanumeric keys: All of the alphabet (A-Z), and numbers (0-9) on the keyboard., , 16, , Unit 2.indd 16, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:06 PM
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• Punctuation keys: All of the keys associated with, punctuation, such as the comma (,), period (.),, semicolon (;), brackets ([]), and parenthesis ({ }) and, so on. Also, all of the mathematical operators such as, the plus sign (+), minus sign (-), and equal sign (=)., , Notes, , • Alt key: Short for Alternate, this key is like a, second control key., • Arrow keys: There are four arrow keys to move, the cursor (or insertion point) up (↑), down (↓),, right (→), or left (←). Arrow keys can be used in, conjunction with the, • Shift or Alt keys: To move the cursor in more, than one position at a time., • Backspace key: Deletes the character just to the, left of the cursor (or insertion point) and moves, the cursor to that position., • Caps Lock key: It is a toggle key, which when, activated, causes all alphabetic characters to be, uppercase., • Ctrl key: The control key is used in conjunction, with other keys to produce control characters., The meaning of each control character depends, on which program is running., • Delete key: The Del key deletes the character at, the current cursor position, or the selected object,, but does not move the cursor. For graphics-based, applications, the delete key deletes the character, to the right of the insertion point., • Enter key or Return key: It is used to enter, commands or to move the cursor to the beginning, of the next line., • Esc key: The Escape key is used to send special, codes to devices and to exit (or escape) from, programs and tasks., • Function keys: Special keys labelled F1 to F12., These keys have different meaning depending on, which program is running., When a key is pressed, an electrical contact is, formed. These electric signals are transmitted to a, , Data Entry, , Unit 2.indd 17, , and, , Keyboarding Skills, , 17, , 9/11/2018 5:17:06 PM
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micro‑controller in a coded form to the computer, describing the character which corresponds to that, key. Keyboards are used for text-based programs and, software. In the modern GUI based operating systems, and applications, more sophisticated pointing devices, were evolved, such as mouse, joystick, scanner, etc., , Numeric keypad, , Fig. 2.1: Numeric keys, , Numeric keypad (Figure. 2.1) is used when enormous, numeric data is to be entered. This keypad is just like, a simple calculator. It is normally located on the righthand side of computer keyboard. It contains numbers 0, to 9, addition (+), subtraction (–), multiplication (*) and, division (/) symbols, a decimal point (.) and Num Lock, and Enter keys. Numeric keypad may also work on dual, mode. On one mode, it represents numbers and on the, other mode, it contains various keys like arrow keys,, page up, page down, etc. NumLock is provided to switch, between the two modes. Usually, some of the keyboards, of laptops do not have a numeric keypad., , Home keys, Alphabets ASDF are home keys for the left hand and;, (semi-colon) LKJ for the right hand. The fingers are, trained to make the correct movement to other keys and, each finger returns immediately to its respective home, key after it has depressed the corresponding key in any, other row., , , , Fig. 2.2: Position on Home Row, , 18, , Unit 2.indd 18, , Guide keys, On a computer keyboard, keys, ‘F’ and ‘J’ are called guide, keys for left and right hand,, respectively. Both contain a, small raised tangible mark, with the help of which the, touch typist can place the, fingers correctly on the home, keys. Figure 2.2 shows the, position of fingers of both, hands on the Home Row., Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:07 PM
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Typing and deleting text, , Notes, , For typing text in a document you should, • click on the letters on the keyboard., For deleting text in a document you should, • use the backspace key or the delete key. The, backspace key will remove text from behind, (to the left of) your cursor position., For typing numbers in a document you should, • use the numbers lock or the numbers on the, second row of keys on the keyboard., , Typing capital letters, To type capital letters, switch ON the Caps Lock by, pressing the key before typing. A light will shine on the, top right side corner of the keyboard that shows Caps, lock is on. To switch it off, tap on the Caps lock key, before typing., , Typing symbols, Press and hold the key and then press the key with, the required symbol. There are two Shift keys on the, keyboard — to the bottom left and right of the letters., The Shift key is used to access the top symbols that are, one of the keys with two characters., , Typing sentences, To get space between typed words, press the space bar, once and then type the next word., , Creating new lines and spaces between paragraphs, The Enter or return key is used to create new lines and, spaces between paragraphs. Make sure that the cursor, is flashing from a new line. It is also used to authorise, instructions asked for the computer to perform., , Guide for typing, The cursor keys serve as a guide for typing. They can, be used to move the position of the cursor. The cursor, is the small downward line that flickers in a sentence, while typing. Move the position of the cursor by clicking, the position with a mouse., Data Entry, , Unit 2.indd 19, , and, , Keyboarding Skills, , 19, , 9/11/2018 5:17:07 PM
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Pointing devices, Instead of typing, directly some items can be selected, from computer screen, for example "print" or "close", button. This can be done using point and draw devices,, such as mouse. Not only to select, but drawing of line,, curve and shapes is also possible with such devices., Other examples of point and draw devices are joystick,, light pea, touch pad or track ball and touch screen., , Mouse, Mouse is a pointing device used to point a particular, place on the screen and select to perform one or more, actions (Figure 2.3). It can be used to select menu, commands, resize windows, selecting actions from, screen icons, etc. A mouse primarily comprises of three, parts: the buttons, the handling area, and the rolling, object. By default, the mouse is configured to work for, the right hand. The left-handed persons can change the, settings as per the needs., Left button, , Scroll Wheel, , Left, , Right, , Right button, , Fig. 2.3: Mouse buttons, , Fig. 2.4 (a) How to hold the, mouse, , Fig. 2.4 (b) Position of fingers, while holding the mouse, , Put the right hand on the mouse, the index finger goes, on the left button, and the middle finger goes on the, right button (Figure 2.4 [a & b]). Hold the mouse with, thumb and ring finger. To click, press a mouse button, lightly and release it immediately., Mouse pointer, The mouse pointer allows to point on the screen. The, pointer changes as shown below., This mouse pointer will appear as you move it, around the screen (it can also be used to move things)., 20, , Unit 2.indd 20, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:07 PM
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Fig. 2.4: Correct and incorrect positioning of fingers on the mouse, , It will appear as you move it around the screen., This mouse pointer will also appear as you move, it around the screen, particularly if it is over text. (This, shape can be seen when you are about to type text.)., While working on a web browser, the pointer, change to a pointing finger symbol as moved it over the, page. This identifies a hyperlink. Click the left mouse, button once to follow the hyperlink to another page., Mouse operations, All mouse do not use the same mechanical operation, but all of them accomplish the same task. Some of them, use a tracking ball at the bottom and some of them, use a type of light beam to detect the motion of mouse., Laptops are equipped with a small flat surface or, sometimes with a very short stick for performing same, job as mouse. The most conventional kind of mouse, has two or three buttons on its top. These buttons are, used for different actions. Using left button of mouse, different operations like selection, dragging, moving, and pasting can be done. With the right button we can, open a context menu for an item, if it is applicable., Data Entry, , Unit 2.indd 21, , and, , Keyboarding Skills, , 21, , 9/11/2018 5:17:07 PM
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Notes, , The common mouse actions are as follows:, (a), (b), (c), , (d), , (e), , (f), , Click or left click: It is used to select an item., Press down once on the left button with your, index finger., Double click: It is used to start a program or, open a file or trigger an action., Right click: It is used to display a set of commands, and available options. Move the mouse pointer to, the desired position, position your middle finger, on the right mouse button, keeping the mouse, still, click lightly with the middle finger on the, right button., Drag and drop: It allows to select and move an, item from one location to another. Position the, mouse on an object, hold down the left side of the, mouse, and drag the object., Scroll: Many applications provide scrollbars on, right side of screen if the page length is more than, the monitor/screen length. Instead of using page, down key or arrow keys, one can use scroll key, of a mouse to scroll up or down. If the scroll key, is not available, one can click on the scroll bar, on the application screen with the let button of, the mouse. Use the scroll wheel on the mouse to, move the page on the screen up or down., Blocking: Blocking is another way of selecting, text. It is used to select text that needs to be edited, or formatted. Click at the beginning of the word, or sentence and hold down the left button, then, drag along the text and see it being highlighted in, black. At the end of the text or sentence release, the left button., , Typing ergonomics, Typing ergonomics provides the logistic support for, efficient and effective typewriting. They are important to, attain and maintain accuracy and speed. Some of these, factors included are as given as below., , Sitting posture, While operating the computer keyboard, sit straight,, slightly bending your neck forward. Check your comfort, 22, , Unit 2.indd 22, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:07 PM
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Fig. 2.5: Sitting posture while working on computer, , and sitting position of body. Touch the lower portion of, your back to the lower portion of the back rest of the, chair. Touch both the feet to the floor (Figure 2.5)., , Position of hands, Put your forearms at level with the keyboard and palms, down (Figure 2.6). Keep your wrists straight and hang, , WRONG!, , Fig. 2.6 Correct screen angle view, , Data Entry, , Unit 2.indd 23, , and, , Keyboarding Skills, , Fig. 2.7 Wrong way of sitting, , 23, , 9/11/2018 5:17:07 PM
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Notes, , your elbows naturally. Don’t touch the elbows to the, body nor be too far away from the body (Figure 2.7)., Bend at about a 90 degree angle., , Monitor placement, Do not bend your neck while working on the monitor, and keep the upper border of screen at eye level. The, distance of screen from the user depends on the size, of the screen. Keep an approximate distance of about, 60–65 cms for 17 inches screen., , Mouse and keyboard placement, Keep the keyboard and mouse together at an, approximate distance of 20 cms, which will help in, smooth and effortless operation of keyboard. Same, height of keyboard, mouse and elbows helps the users, to work comfortably., , Chair and table placement, Adjust computer chair and table to an optimal height., The chair of the computer user must be supportive to, his/her lower back. Keyboard and vibrating devices,, such as printers, should be on separate tables. The, computer table should also have sufficient space for, your legs. With the correct ergonomics, typewriting, becomes a natural phenomenon without causing, unnecessary fatigue., , Placement of matter to be typed, Place the matter for typing to the left or right side of, the keyboard preferably on a Copy Holder which has a, sloping surface., , Positioning of fingers on the keyboard, As typing is equivalent to pen or pencil now-a-days,, mastery of computer keyboard has become obvious., Mastery typewriting skills means to attain necessary, knowledge and skill of keyboard operation by correct, positioning of fingers., In the Home Row Approach, also called Horizontal, Approach, all the eight fingers of both the hands rest on, 24, , Unit 2.indd 24, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:07 PM
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Home Keys during the keyboard operation. The fingers, are trained to make the correct movement to, the other keys in such a way that each finger, returns immediately to its home key after it has, depressed the corresponding key in any other, row. The thumb of the right hand is used to, operate the Space Bar., , Allocation of keys to fingers, Fig. 2.8: Allocation of keys to fingers, The keyboard learning process starts from, the second row (Home Row) followed by the Third Row, (Upper Row), First Row (Bottom Row) and the Fourth, Row (Number Row). The fingers of both the hands have, to operate the keys allotted to them on each row, (Figure 2.8). It must be remembered that each, finger has to operate only the key allotted to it., , Allocation of keys to fingers on the, second row (home row), Place four fingers of each hand on Home Keys, as shown in Figure 2.9. The remaining two, keys ‘g’ and ‘h’ on the second row are operated, by the forefingers (Index Finger) of left and, right hand, respectively., , Let's Practice 1, , Fig. 2.9: Positioning of fingers on the Home, row, , A. Type the following in double line spacing to, get perfection over the Home Row., asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh, asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh, asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh, Instructions:, •, •, •, •, •, , Do not look at the keyboard, Each letter should come beneath the other, Concentrate your mind on the text, Typing should be done quite accurately with, constant rhythm, Repeat this process until mastery over this, exercise, , Data Entry, , Unit 2.indd 25, , and, , Keyboarding Skills, , 25, , 9/11/2018 5:17:07 PM
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While typing on the upper row, keep fingers on home, row. Lift fingers of left hand and strike upper row key, one by one and type, q w e r t (r and t are typed by the same finger), Now, again lift the fingers of right hand and strike, upper row keys one after another and type, p o i u y (u and y are typed by the same finger), You should ensure that one finger should move, at a time, while other fingers should remain on the, home row., , Notes, , Allocation of keys to fingers on the first row, (bottom row), After learning how to operate keys on Home Row and, Third Row, the next step is to learn how to operate keys, on the First Row. Keys Z, X, C, V, B, N, M, Comma, Full, Stop and ‘/’ sign are located on this row., , Let's Practice 3, A. Type the following words and sentences in, double line spacing to practice the Upper Row, of the keyboard., qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy, qwert poiuy qwert poiuy post quite type quaypoleripehope, wait role what show flow goal wool post quite type quay, pole ripe hope wait role what show flow goal wool self help, is the order of the day. Self helpis the order of the day the, writer was happy, the writer was happy., In the earlier two rows, all the eight fingers of both, the hands were used to operate the keys. But while, typewriting on the First Row, little finger of left hand is, not used, i.e., no key is assigned to it. So, from the Home, Row, turn downwards the Ring Finger of left hand and, strike key ‘z’. Similarly, type keys ‘x’ and ‘c’ with middle, and forefinger, respectively. Type full stop, comma, m,, n with little, Ring, Middle and forefinger of right hand,, respectively, which will appear as given below., zxc .,mn, Alphabets ‘v’ and ‘b’ are to be typed with forefinger, of left and right hand, respectively., Data Entry, , Unit 2.indd 27, , and, , Keyboarding Skills, , 27, , 9/11/2018 5:17:07 PM
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Allocation of keys on bottom row is depicted below:, LF, , RF, , MF, , IF, , IF, , –, , Z, , X, , C, , V, , IF, , IF, , MF, , RF, , LF, , B, , N, , M, , ,(Comma), , .(Fullstop), , Let's Practice 4, A. Type the following words in double line spacing, to practice the Bottom Row of the keyboard., gameroxytimetaximindcampjumplazy,size;zeal,haze,zone;zinc., Gameroxytimetaximindcampjumplazy,size;zeal,haze,zone;zinc., on,no,man,can,child,chalk,number,member,remember,general, on,no,man,can,child,chalk,number,member,remember,general, , Allocation of keys to fingers on the Fourth Row, (Number Row), In this row, type 1, 2, 3 with little, ring and middle, 9fingers of the left hand, respectively, and 4 and 5 with, the index finger (forefinger). Similarly type 0, 9, 8 with, little, ring and middle fingers of right hand, respectively,, 7 and 6 with index finger (forefingers)., , Fig. 2.11 Numeric Keypad on keyboard, , LF, , RF, , MF, , IF, , IF, , 1, , 2, , 3, , 4, , 5, , IF, , IF, , MF, , RF, , LF, , 6, , 7, , 8, , 9, , 0, , Using numeric keypad, , Fig. 2.12: Positioning of, fingers on the number row, , 28, , Unit 2.indd 28, , Efficient and effective use of numeric keypad is important, in numeric data entry. The numeric keypad has four, columns and five rows. The row which has 4, 5, 6 and, + is called Home Row. This is the row which is initially, practiced by a touch typist. The allocation of keys on, this row is as shown in Figure 2.12., On a numeric keypad, the number 5 is the guide, key. It has a small raised tangible mark which serves as, a guide for the touch typist in the placement of fingers, on other keys., Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:08 PM
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Allocation of rest of the keys on numeric keypad, ‘0’ is to be pressed by the right-hand thumb. One can, also make use of calculator keyboard for numeric, keypad practice., , Notes, , Successful keyboarding tips, The following points may be kept in mind for successful, keyboarding techniques., • Press the keys with feather touch and do not put, undue pressure., • Rest your fingers on Home row while typing., • Allow your fingers to fall naturally on the keys so, that each rests on top of the next key along the, same horizontal row., • While typing, release the key immediately as soon, as you press it. Holding the key for long time, will, repeatedly type the same character., • Do not look at the keyboard while practicing., • Press the keys with equal intervals of time in, rhythm., • Press the keys only with the fingers allotted for them., • While pressing a key, say slowly pronounce the, character on the key., • Do not take any mental stress while typing., • Secure typing ergonomics., • Maintain patience if committed mistake at initial, stage., • Maintain a balance between speed and accuracy,, as both are equally important. Do not sacrifice, accuracy for speed., • To gain mastery of computer keyboard,, undertake repeated practice of typewriting, words, sentences, passages and figures without, looking at the keyboard., , Check your typing ergonomics, •, •, , Do you sit in the correct posture while working, on computers? Yes/No, Is your desk and chair ergonomic, and if not,, have you adjusted them? Yes/No, , Data Entry, , Unit 2.indd 29, , and, , Keyboarding Skills, , 29, , 9/11/2018 5:17:08 PM
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Notes, , •, •, •, , Are your computer table, mouse, keyboard, placed in correct position? Yes/No, Is your computer/laptop correctly placed on, your desk? Yes/ No, Have you arranged your tools on your desk to, prevent twisting and reaching? Yes/No, , Using typing software, There are many software available which are free, of cost and are customised to learn typing efficiently, and effectively., , Introduction to Rapid Typing Tutor, Rapid Typing Tutor is a Free and Open Source Software, (FOSS) designed to learn typing skills on the computer., It is free to use and share with others for free, but only, by using the original distribution package. Learning to, type is fun with the typing game included with Rapid, Typing Tutor., , Touch typing technique, Touch typing improves typing speed and accuracy. A, touch typist never looks at the keyboard. The fingers hit, the right keys by habit. The typist is entirely focused on, the text being typed, reading the words and phrases as, the fingers type the text reflexively. Touch typing can be, learned by performing special exercises., Stage one of the process begins with learning, the Home Row of the keyboard (the row beginning, with the Caps Lock key). Looking at the keyboard, is strictly forbidden. This is followed by learning, the lower and upper rows, the numbers row,, uppercase letters and special symbols., Stage two involves memorising frequently, used syllables and typing words containing, these syllables., Stage three involves typing actual text to perfect, the skills acquired., , 30, , Unit 2.indd 30, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:08 PM
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Touch typing rules, , Fig 2.13: Keyboard layout for learning typing, , •, , The F, D, S, A, and J, K, L, ; keys (on a QWERTY, keyboard) represent the base position. Keyboards, usually have small protrusions on the F and J keys., They help your fingers locate the base position, without looking at the keyboard. Try to return your, fingers to the base position after each keystroke., • Colour coding shows which finger should press, each key (see the picture above). The left index, finger is reserved for all the red keys. The right, index finger is reserved for green keys, and so, forth. Use the thumb of whichever hand is more, convenient for you to press the Space key., • The base position on the numeric pad is the, number 5 key for the middle finger, 4 for the index, finger, and 6 for the ring finger. The numeric pad, simplifies and speeds up numerical data input., • Uppercase letters and symbols appearing on keys, in the numbers row are typed by one hand with, the little finger of the other hand holding down, the SHIFT key., • Do not look at the keyboard. Try to locate the, right key with your fingers., After configuring settings in Wizard, Rapid Typing’s, main window will appear as shown in Figure 2.14., Let us familiarise with the Typing Tutor interface., The window is composed of the following controls:, Taskbar allows to set or change some basic, options to start a lesson (keyboard layout, level,, lesson, and background)., , Data Entry, , Unit 2.indd 31, , and, , Keyboarding Skills, , 31, , 9/11/2018 5:17:08 PM
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Three horizontal, buttons in the topright corner (Options,, About and Help), can display the, corresponding dialogs., , Fig 2.14: Rapid Typing’s main window, , Three vertical buttons, in the top-left corner, (Lesson, Statistics, and Lesson Editor), are used for switching, between current, lesson, User Statistics, and Lesson Editor., , Text panel is the area where the text to be typed, is displayed. You can easily edit it in Lesson, Editor, if necessary., Lesson control panel includes several controls, to pause/resume the current lesson, enable/, disable sounds, and adjust the sound volume., Keyboard is the virtual keyboard that will help you, to learn touch typing with all 10 fingers. You can, customise its appearance in the 'Lesson' section., , Begin lessons, To start your first lesson, in Typing Tutor, select, the keyboard layout, level, and lesson category on the, Taskbar shown below., There are four drop-down, lists in the top-left corner of the, screen. Therefore, moving from, left to right, the procedure will, be as follows:, • Choose the layout (i.e., the, language of keyboard); it's, "EN" on the picture above., Fig 2.15: Beginning or Introduction to Rapid Typing tutor, • Then, select a level (there, are three levels available —, Introduction, Beginner); it's "Beginner" on the picture above., 32, , Unit 2.indd 32, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:08 PM
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•, , Specify lesson category (depending on the level, chosen, the available categories may vary)., • Finally, choose the lesson that you would like to, study., • When everything is ready, press any key, then, put your fingers in the initial position shown on, the keyboard and start typing the text., There is also the Lesson Control Panel just above the, Keyboard from where you can suspend/resume the, current lesson or adjust the sound effects:, • To start/resume a lesson, click the ► button just, above the top-left corner of the keyboard., • To pause a lesson, click the ║ button that is, displayed instead of the ► button., • To restart the current lesson, click the button,, which is the far right button on the Taskbar., • To enable/disable sounds in the current lesson,, click the, button located above the top-right, corner of the keyboard and set the sounds volume, using the vertical slider., Notes, •, , You can also set the background image for the, Text Panel by choosing an option (Animation,, Wallpaper or Plain) from the dropdown list on, the Taskbar in top-right corner of the window., , Fig 2.16 Selecting a Lesson, , Data Entry, , Unit 2.indd 33, , and, , Keyboarding Skills, , 33, , 9/11/2018 5:17:08 PM
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•, , •, , •, , While making your way through the lessons, you, will probably mention two progress bars (one, in green and another in yellow) on the Lesson, Control Panel., The green progress bar (upper) shows the, percentage of completion for the current, lesson, and the yellow progress bar (lower), reflects the acceptable time period for typing a, single character., When the yellow progress bar runs out at least, once, Typing Tutor records that you have, broken the rhythm at this character., , How to interpret your results, Each time you complete a lesson, the Results dialog, window displays your achievements in this lesson., The Results dialog window consists of two tabs called, Rating and Errors. The first one looks like shown in, figure 2.17, You can review your metrics: overall skill level, between Beginner and Champion (upper slider indicator), as well as words per minute, characters per minute and, accuracy in per cent (three remaining sliders below). In, the text area, you can check your mistakes that occurred, during the lesson., , Fig 2.17: Results dialog window for your achievements, , 34, , Unit 2.indd 34, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:08 PM
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The colour indication is as follows:, • Green letters denote right inputs., • Yellow letters stand for right inputs exceeding, the acceptable timeframe., • Red letters denote wrong inputs within the, acceptable timeframe., • Orange letters indicate wrong inputs that, also exceed the acceptable timeframe (it's the, worst result)., , Notes, , Error window, On the Error tab you can view your detailed statistics for, the current lesson. This tab shows your errors and delays, percentage both in the graphical and table view. This will, help you to better understand which letters are still hard, for you to type. You can switch between the Errors in, percent chart (by clicking the button just below the tabs), and Delay in percent chart (by clicking the button)., On the bar chart, the X-axis corresponds to the, letters used in the lesson, while the Y-axis shows the, errors or delays related to each letter. If there aren't any, errors and delays for a certain character, it won't show, up on the chart., Note, When you select a row in the table, the corresponding bar, on the chart will be highlighted. When you select a column, in the table, the chart will show either errors or delays., Then, you can click the Next button below to proceed, to the next lesson, Repeat to go through this lesson, once again, or Records to check whether your results, are great enough for Typing Tutor's Hall of Fame., To view the results of all the lessons that you've, already completed (not only the current one), go to the, Statistics section., , View and analyse statistics, To view the results of all the lessons that you have, already completed: (i) Open the Statistics section, and, (ii) choose the button in the top-left corner of the main, window. The Statistics screen will open as shown, in Figure 2.18., Data Entry, , Unit 2.indd 35, , and, , Keyboarding Skills, , 35, , 9/11/2018 5:17:08 PM
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Fig 2.18: Overall statistics and progress of your typing, , Here, you can review your overall statistics and, progress both in graphical and table view. The following, options are available:, • Click the button in the top-left corner of the, window (or press Ctrl+1 on your keyboard) to see, your CPM speed (characters per minute) progress., • Click the button (or press Ctrl+2 on your, keyboard) to see your WPM speed (words per, minute) progress., • Click the button (or press Ctrl+3 on your keyboard), to see how your typing accuracy changes in the, different lessons., , Fig 2.19: Statistics for a particular lesson, , 36, , Unit 2.indd 36, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:08 PM
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Notes, , Fig 2.20: Overall rating, , •, , To remove a metric from your statistics, select a, lesson in the right table and click the button (or, press Delete on your keyboard)., , •, , On the Taskbar in the upper part of the window,, you can choose keyboard layout, level and course, for which you'd like to see statistics., , •, , You can also switch between the Lesson Group, (that is, statistics by lessons) and Day Group, (statistics by days) options in the far right, drop‑down on the Taskbar., , Detailed lesson statistics, To review the statistics for a particular lesson, choose, this lesson in the right table and click the Lesson tab in, the top-right corner. The Lesson tab contains the same, data that are displayed upon completion of every lesson., For details, see How to Interpret Your Results section., , Working with lesson editor, To open Lesson Editor, click the button in the top-left, corner of the Rapid Typing window., Lesson Editor window is composed of the following, controls:, •, , Taskbar which allows to select the keyboard, layout and level of the lesson to edit., , •, , Toolbar which includes Basic_lesson1 or lesson, 2…., for inserting text., , Data Entry, , Unit 2.indd 37, , and, , Keyboarding Skills, , 37, , 9/11/2018 5:17:08 PM
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Fig 2.21: Typing using the basic keys, , Fig 2.22 Type using Shift key, , • Navigation Tree which, shows the existing, courses and lesson, hierarchy., • Text Panel, an area, where you can edit, the text of the lesson, currently selected in, the Navigation Tree., • Lesson Metrics which, displays the number, and percentage of, words, characters,, spaces and specific, characters in the, lesson., • Keyboard, which is, the virtual keyboard, that highlights the, characters used in, the currently selected, lesson. You can, customise its, appearance in the, 'Lesson' section., , Fig 2.23 Type using Digit key, , 38, , Unit 2.indd 38, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:09 PM
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Lesson Editor makes all the, lessons fully customisable., You can add, insert, change,, and delete lessons, group, them in courses, and review, the corresponding metrics., You can type using the, basic keys, such as Shift, keys,, Digit, keys, and, Numerical pad., , Calculating the typing speed, The typing speed can be, Fig 2.24 Type using the Numeric Keypad, measured, with, different, accuracies, such as, • How many words are typed for a certain time, period (the least accurate)?, • How many characters are typed for a certain time, period?, • How many keystrokes are made for a certain, time period (the most accurate)?, Also there are, • Simple speed (Gross speed), • Net speed (takes into account the errors), The following table lists the detailed descriptions of, typing speed types., Types, , Description, , WPM, , the number of words typed in WPM = ( Words without errors + Words with, a one minute period of time, errors ) / Time spent in minutes, , Net WPM, , the WPM without words with Net WPM = WPM - ( Words with errors / Time, errors, spent in minutes ), , CPM, , the number of characters CPM = ( Characters without errors + Characters, typed in a one minute period with errors ) / Time spent in minutes, of time, , Net CPM, , the CPM without characters Net CPM = CPM - ( Characters with errors /, with errors, Time spent in minutes ), , KPM, , the number of keystrokes in a KPM = (Keystrokes without errors + Keystrokes, one minute period of time, with errors ) / Time spent in minutes, , Net KPM, , the KPM without keystrokes Net KPM = KPM - ( Keystrokes with errors /, with errors, Time spent in minutes ), , Data Entry, , Unit 2.indd 39, , and, , Keyboarding Skills, , Formula, , 39, , 9/11/2018 5:17:09 PM
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A student typed 240 characters per 2 min with errors in, 20 characters., Simple speed = 240 characters / 2 min = 120 cpm, Net speed = 120 cpm - ( 20 errors / 2 min ) = 100, net cpm, , Typing accuracy, Typing accuracy is defined as the percentage of correct, entries out of the total entries typed. The following, table lists the different formulas for the typing, accuracy calculation., Description, , Formula, , Accuracy in the words, percent, , Accuracy = ( 100% - Words with errors * 100%) /, Total number of words, , Accuracy in the characters, percent, , Accuracy = ( 100% - Characters with errors * 100%), / Total number of characters, , Accuracy in the keystrokes, percent, , Accuracy = ( 100% - Incorrect keystrokes * 100%) /, Total number of words, , Sometimes it's convenient to evaluate the typing, accuracy in the Errors (percentage errors). See table, below—, , Typing rhythm, Description, , Errors in the words, percent, , Formula, , Errors % = Words with errors * 100% / Total number of, words, , Errors in, percent, , the, , characters, Errors % = Errors = Characters with errors * 100% / Total, number of characters, , Errors in, percent, , the, , keystrokes, Errors % = Incorrect keystrokes * 100% / Total number of, keystrokes, , In the touch typing techniques the typing rhythm is, very important. Typing rhythm means the keystrokes, , 40, , Unit 2.indd 40, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:09 PM
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should come at equal intervals. To control the constant, typing speed, the Slowdown indicator is used. The, following table shows the different formula for the, Slowdown (percentage slowdowns) calculation:, Description, , Formula, , Slowdown in the words, percent, , Slowdown % = Words with delay * 100% / Total number, of words, , Slowdown in the characters, Slowdown % = Characters with delay * 100% / Total, percent, number of characters, Slowdown % in the keystrokes, Slowdown % = Keystroke delay * 100% / Total number, percent, of keystrokes, , Overall rating calculation, Overall rating (%) = ( Net speed / Course goal: Speed), *100% where:, •, , Net speed is Net WPM, Net CPM or Net KPM, the, value depends on the current options, , •, , Course goal: Speed is customised in the options, for each course, , (a) Good typing speed, An average professional typist types usually in speeds, of 50 to 80 wpm, while some positions can require 80, to 95 and some advanced typists work at speeds above, 120 wpm., The fastest typing speed on an alphanumeric, keyboard, 216 words in one minute, was achieved by, Stella Pajunas in 1946., As of 2005, writer Barbara Blackburn was the fastest, alphanumerical English language typist in the world,, according to The Guinness Book of World Records. Using, the Dvorak Simplified Keyboard, she maintained 150, wpm for 50 minutes, and 170 wpm for shorter periods., Her top speed was 212 wpm., , Data Entry, , Unit 2.indd 41, , and, , Keyboarding Skills, , 41, , 9/11/2018 5:17:09 PM
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3. Which of the following operation is not performed by a, mouse?, (a) Left Click, (b) Right Click, (c) Middle Click, (d) Double Click, 4. In the Rapid typing tutor, which of the following is not, true?, (a) Green letters denote right inputs., (b) Yellow letters stand for right inputs in extra time., (c) Red letters denote wrong inputs within time., (d) Orange letters indicate wrong inputs with in time., 5. The lesson control panel can be used for______________., (a) animation, (b) enable or disable sounds, (c) plain, (d) background, B. Fill in the blanks, 1., , A touch typist knows the location on the keyboard, through ________________memory., , 2., , The typing speed is measured in ________________., , 3., , Alphabets (A–Z) and numbers (0–9) are known as, ________________keys., , 4., , Del key deletes the character at the ________________, cursor position., , 5., , A standard keyboard has________________Function keys., , 6., , Numeric keypad is used to enter ________________ data., , 7., , Page Up key is used to shift the ___________ one page up., , 8., , Pressing the End key moves the cursor to the, ________________character of the line., , 9., , On numeric keypad ‘0’ is to be pressed by the, ______________thumb., , 10., , The numeric keypad has __________ columns and, __________ rows., , C. State whether the statements given below are True or, False., 1., , The Alt key is always used with the other key., , 2., , There are 5 arrow keys on the keyboard., , Data Entry, , Unit 2.indd 43, , and, , Keyboarding Skills, , 43, , 9/11/2018 5:17:09 PM
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3., , The Backspace key is used to delete the character on the, right to the cursor., , 4., , Caps lock key is a toggle key., , 5., , The control key is used in conjunction with other keys., , 6., , Enter key is also known as Return key., , 7., , The function keys have different meaning in different, software., , 8., , The keys ‘F’ and ‘J’ are known as guide keys., , 9., , There are two Caps Lock keys on the keyboard., , 10., , The mouse has two scroll buttons., , 11., , PageDown key is used to move the cursor on next page., , 12., , Pressing the Home Key, moves the cursor to the first, character in the document., , 13., , On a numeric keypad, the number 8 is the guide key., , 14., , In Rapid typing tutor, the right input entered is denoted, by yellow color., , 15., , In Rapid typing tutor, the right input entered in exceeding, time frame is denoted by Red colour., , D. Short answer questions (50 words), 1., , Discuss the various types of keys available on a computer, keyboard., , 2., , Differentiate between Home Keys and Guide Keys., , 3., , What do you understand by Guide Keys? Name the Guide, keys of a, , , , 44, , Unit 2.indd 44, , (a) computer keyboard, (b) typewriter, , 4., , Explain the role of typing ergonomics., , 5., , Why the use of various typing software is common, now-a-days?, , 6., , Mention the finger allocation of keys of the Bottom Row of, computer keyboard., , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:17:09 PM
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3, , Digital, Docu mentation, , Introduction, In earlier days, manual typewriters were used for, typing a document, which was replaced by electronic, typewriter and now a computer is used for this purpose., Word processing, data processing, communication and, presentation are the most common activities performed, in an office. Office productivity software is used to, perform these activities effectively., A document is a paper with written contents, and the process of preparing a document is called, documentation. Documentation is required to, preserve the contents for a longer period or to be used, as evidence. The documents can be letters, reports,, thesis, manuscripts, legal documents, books, etc. A, handwritten document can have certain disadvantages, like understanding the specific handwriting. With the, advancement in computer hardware and software, technology, the process of handwritten documentation, consequently automated to computer word processing., A data entry operator should possess the skills to, use the office productivity tools with a good typing, speed. Although typing skill is the essential criteria for, , Unit 3.indd 45, , 9/11/2018 5:20:40 PM
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Word processing, The term word, processing was invented, by IBM in the late, 1960s. By 1971 it was, recognised by the New, York Times as a "buzz, word". (source: http://, www.computernostalgia., net/articles/istoryof, WordProcessors.htm), , data entry operator, a little care has to be taken while, using the word processing software. A typist used to hit, the space bar a number of times to arrange the text., This is not required in the computer, as the automated, features for editing and formatting are available., Word processing is the use of computer software to, enter, edit, format, store, retrieve and print the, document. The document can be a letter, notice, report,, business correspondence, etc., A word processor is a computer application used for, the production of printable material. In the beginning, WordStar was the most widely used word processing, software. There are several limitations to using a, typewriter, which are as given below., 1. In case of any typing error,, the whole sheet is required, to be typed again., 2. To send same letter to, two or more persons, with different addresses, requires multiple typing, efforts., , Fig. 3.1: Typewriter, , 3. Typewriter, does, not, have all the required, characters or symbols. It, is not possible to type all, the characters using the, typewriter., , 4., , It is not possible to produce a document in the, desired format using a typewriter., In the year 1974 Xerox company had introduced, an electronic typewriter, as an attempt to solve the, problems of the manual typewriter to some extent, (http://www.computernostalgia.net/articlesHistoryof, Word Processors.htm)., In electronic typewriter, it is possible to make, changes in the content, make multiple copies with, minor changes. But it has a limitation of very small size, screen to display the contents. Its screen can view only, one or two lines. In late 1970s, with the development of, 46, , Unit 3.indd 46, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:40 PM
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computer software technology, word processing software, was introduced. In this software the document can be, navigated, edited, formatted and printed. The modern, word processors take advantage of a GUI (graphical, user interface) providing some form of what-you-seeis-what-you-get (WYSIWYG) editing. This means, the, special effects on text are also visible on the screen., Word processing software not only provides basic, ability to enter and modify the text but also provides, efficient text manipulation functions that can be used, for documentation. Modern word processors provide, attractive features. Some of the features provided by, popular word processors are as listed below., • Create, edit, save, retrieve and print the document, • Select and move the text from one place to another, in the document, • Copy the text to other places within the document, • Move or copy a selected text from one document, to any other document, • Change the font size, font style of the text in the, document, • Format paragraphs as well as pages, • Check spelling and grammar, • Create table, modify the size of the selected rows,, columns or cells, • Combine one or more documents, • Insert pictures or graphs within the document, • Print the selected text or selected pages of the, document, Word processors are being used in the business,, home, and education, i.e., in schools and colleges for, preparing letters, reports, and many other different, types of documents. Students use it for preparing, project reports and assignments. Teachers use word, processors for preparing question papers and notes., Office suite is a collection of programs, which are, useful for word processing, spreadsheet preparation,, presentation, and database management. There are, several office suits. We will be using LibreOffice, because, of its several advantages., Digital Documentation, , Unit 3.indd 47, , Notes, , 47, , 9/11/2018 5:20:40 PM
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LibreOffice is a free and open source software (FOSS),, fully-featured office productivity suite. Currently the, versions of LibreOffice is 6.0 and above are available., It is available free for downloading from the website, www.libreoffice.org. This suite is available in many, languages and runs on many platforms (Windows,, Mac and Linux). It uses Open Document Format (ODF), file format, for publishing documents. LibreOffice, components are integrated with each other and have a, similar ‘look and feel’, which makes it easy to use and, train. The components of LibreOffice are Writer for word, processing, Calc for spreadsheet preparation, Impress, for presentation, Base for database management, Draw, for drawing and others. LibreOffice includes support, for opening and saving files in many common formats, including Microsoft Office, HTML, XML, WordPerfect,, and PDF., , Getting started with word processor – Writer, LibreOffice writer word processer, , Web-based word, processer, •, •, •, , 48, , Unit 3.indd 48, , Google Docs, Office 365 Word, Microsoft OneDrive, Word, , Several word processing software are available to, prepare the report. But we will prefer to use LibreOffice, Writer, because it is free and an open source software, (FOSS) with rich features of word processing. Some, word processors are also available freely on the web., A school teacher arranged a field visit of Class IX, students to a National level IT job fair. The purpose was, to know the scope and opportunity in IT–ITeS sector., After the visit the students were given an assignment, to submit a report which should include details about the, IT–ITeS industry in India with pictures, responsibilities of, a Data Entry Operator and the education and experience, required to be one. The students had to prepare a draft, report on a paper. It had to be typed and printed. Initially, the students thought to use a typewriter to type the, report, but the typewriter cannot provide the facility to, type with various fonts and colours and also they would, not be able to add pictures using a typewriter. Therefore,, they prepared the report by using the word processing, software on the computer. This provides various features, Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:40 PM
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to make the report more attractive. It was printable and, changes could be made in the file anytime. There are a, variety of computer software applications used to prepare, such reports, letter in offices, schools and colleges. Let, us study how to use the word processing application to, prepare a report., Let us prepare the report in LibreOffice Writer. The, presentation of the final report should be as shown in, the following REPORT page., , Notes, , Report, Field Visit to IT Job Fair, We visited the IT Job Fair, 2018 held at Kasturchand, Park, Nagpur on 5th July. It was quite a knowledgeable, experience for us. We got to know about the IT Sector in, depth., The Information Technology & Information Technology, Enabled Services (IT/ITeS) sector is a field which is, undergoing rapid evolution and is changing the shape of, Indian business standards. This sector includes software, development, consultancies, software management, online, services and Business Process Outsourcing (BPO)., India's IT industry is expected to grow at a rate of 12–14%, during 2016–17 as per a report by India's software industry, body National Association of Software and Services Companies, (NASSCOM.), , Data entry employment is a wide field. Sometimes, referred to as a key entry operator, data entry specialist,, data entry clerk or an information processing worker., These are also the common core functions and data entry, skills of the job., Job Tasks and Responsibilities Education and Experience, , 1. Prepare, compile and sort, documents for data entry, 2. Check source documents, for accuracy, 3. Verify and correct data, where necessary, 4. Update and delete, unnecessary files, 5. Combine and rearrange, data from source, documents where required, , Digital Documentation, , Unit 3.indd 49, , 1. High school certificate, 2. Formal computer, training an advantage, 3. Proficient in relevant, computer office, applications, 4. Accurate keyboard, skills and proven, ability to enter data at, the required speed, , 49, , 9/11/2018 5:20:40 PM
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5. Enter data from source, documents into computer, database, and forms, 6. Scan documents into, document management, systems or databases, , Double click means to, move the mouse pointer, over the desired item, and click the left mouse, button twice, quickly,, click-click., , 7. Knowledge of correct, spelling, grammar and, punctuation, , To prepare the above report, we will first learn how, to open LibreOffice Writer and then type the text of the, above report., , Starting LibreOffice Writer, In general, you will find a shortcut of LibreOffice on the, desktop or on the Quick Launch Taskbar. The process, may slightly differ according to the operating system, you are using (Windows or Linux)., (i) To start LibreOffice Writer in Windows, double, click LibreOffice Writer shortcut, which is usually, found on the computer desktop (Figure 3.2)., , Fig. 3.2: Starting LibreOffice in Windows, , 50, , Unit 3.indd 50, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:40 PM
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(ii) Alternatively, click on the Start or Windows, button, select LibreOffice → LibreOffice Writer, from application window., (iii) Using the Search command, type the word ‘writer’, in the search field, and select LibreOffice Writer, from the offered results., (iv) In Ubuntu Linux, find the LibreOffice Writer icon on, the application launcher, or search it by clicking, on ‘Show Applications’, as shown in Figure. 3.3., , Fig. 3.3: Starting LibreOffice in Linux, , Creating a document, Step 1 Create a new text document by using File, Menu → New → Text Document., Step 2 Now save the file by clicking on the File, Menu → Save. Give the name of the file (for example:, report). By default, the file is saved in .odt format., Different file formats are as under, Step 3 Saving the file by another name, It is possible to make another copy of the file by saving it, with another name using the Save As option. Once the, user saves the document by giving a name, it is called, a ‘File’. The user can save the file with another name, Digital Documentation, , Unit 3.indd 51, , To create a new document:, Keyboard shortcut: Ctrl+N;, Mouse options: File →, New → Text Document, , 51, , 9/11/2018 5:20:40 PM
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in other location using the Save As, option. The user will get two files the, previous one and the one with new, name., Step 4 Closing the document—, After finishing the work, close the, file, as too many opened files will, cause a disturbance in working. To, close the file, select, File → Close, Step 5 Opening the document—It, may further require to open a file, for editing. Select File → Open, (Ctrl+O) and the document will be, open for editing, (Figure 3.4)., (a) To Save a document using, password, 1. Select File → Save, Fig. 3.4: Opening a New Text Document in Writer, , 2. Select the location on disk to, save the file, 3. Type a suitable name for the, document, , 4. Click on Save button, 5. To save the document with password, put a tick, on the checkbox Save with a password, 6. Type the password to open the file in Set password, dialog box, 7. Type the same password in the second box and, click OK button, , Parts of the Writer window, The various parts of the Writer window have been briefly, explained below., (a), , 52, , Unit 3.indd 52, , Title bar: Title bar is located on the top of Writer, window. It shows the title of the currently opened, document. The name of the document means, the file name of the document saved on the disk., For a new document, it shows the title of the, Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:40 PM
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Fig. 3.5: Parts of the main Writer window, , document as Untitled X, where ‘X’ is the, document number Untitled 1, Untitled, 2, Untitled 3... etc., as we go on opening, the new document (Figure 3.5)., (b), , Menu bar: It appears below the Title, Bar. It shows the menu items File, Edit,, View, Insert, Format, Tables, Tools,, Window and Help. On selecting a menu, item, its submenu will open below the, menu item. We can select any item in, the submenu as per the requirement., As an example Figure 3.6 shows the, submenu for File menu., • Selecting the File menu, shows the, submenu as shown in Figure 3.6., • The submenu item which shows, three dots ‘...’ just after the submenu, name, means, clicking on it will open, the dialog box., • The submenu item which shows right, hand side arrows ‘►’ just after the, submenu name, means, clicking on it, will open another submenu., , Digital Documentation, , Unit 3.indd 53, , Fig.3.6: Submenu for File menu, , 53, , 9/11/2018 5:20:40 PM
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(c), , Toolbars: The tool bar appears below Menu Bar., By default, the Standard Tool Bar and Formatting, Tool Bar will appear. The other tool bars can, be activated by clicking on ‘View’ menu, and, selecting the ‘Toolbars’ of submenu. The user can, choose the required toolbars by clicking on it. The, selected toolbar will show the √sign before the, toolbar. Suppose we select the Find toolbar then, the Find word in the toolbar will appear as √Find., , (d) Standard toolbar: It contains commands in the, form of icons., (e), , Formatting toolbar: It contains the various, options for formatting a document. A graphical, representation of commands is shown in the form, of icons., , (f), , Status bar: This is positioned at the left bottom, of the Writer window and displays the number of, pages, words, the language used, zooming, etc. It, is located at the bottom of the workspace., (g) Scroll button and scroll bar: It is used to scroll, the document., (h) Zoom: It allows to change the, scale of the text and pictures, in the document only for view., It does not affect the physical, document. It is used to check the, finishing quality of the document., To know the meaning of other, tools, position the mouse pointer on, the tool and see the Tool Tip., Fig. 3.7: Status bar, , Cursor movement, Text Cursor: The Text, Cursor is a flashing, vertical line in the body, of the text. The 4 arrow, keys (←↑↓→) on the, keyboard are called as, cursor control keys., , 54, , Unit 3.indd 54, , (a) Text Cursor Movement, •, •, , Observe the location of the Text Cursor., Press the different cursor control keys on the keyboard, and watch how the Text Cursor moves around., , Let's Revise, Practice using the cursor control keys until you are able, to position the text cursor exactly where you want it., Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:41 PM
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There are two keys above the cursor control keys marked, as Home and End. Pressing the Home key jump to the, beginning of the line and pressing End key jump to the, end of a line., • Position the Text Cursor on a line of the document., • Press the Home key and observe that the Text, Cursor jumps to the beginning of the line., • Press the End key and observe that the Text, Cursor jumps to the end of the line., When these keys are pressed in combination with, Ctrl key, the cursor jumps to the beginning and end of, the document., • To jump to the beginning of a document, press, the Ctrl key, hold it down, then press the End key, (Ctrl+Home)., • To jump to the end of a document, press the, Ctrl key, hold it down, then press the End key, (Ctrl+End)., , Notes, , Mouse pointer, This is the mouse pointer. It takes the pointer, shape while moving it around the screen., The mouse pointer changes to I shape, when, moved over the text in a document., Moving the ‘I’ shaped mouse pointer over the text and, clicking on the desired text, helps to get the text cursor, while editing the document. Thus, the mouse is used to, control the Text Cursor location., Let's Revise, Practice positioning the Text Cursor using the mouse., , Let's Practice 1, Open the LibreOffice Writer and enter the text as in the, following paragraph. Save the document as “Activity, 1” in your folder. Close the document., Report, Field Visit to an IT Job Fair, We visited the IT Job Fair, 2018 held at Kasturchand, Park, Nagpur on 5th July. It was quite knowledgeable, Digital Documentation, , Unit 3.indd 55, , 55, , 9/11/2018 5:20:41 PM
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experience for us. We came to know about the various, information of the IT Sector., The Information Technology & Information Technology, Enabled Services (IT-ITeS) sector is a field which is, undergoing rapid evolution and is changing the shape of, Indian business standards. This sector includes software, development, consultancies, software management, online, services and Business Process Outsourcing (BPO)., To open existing file, Keyboard, shortcut:Ctrl+O, Mouse options: File, →Open, To undo the changes, Keyboard shortcut:, Ctrl+Z, Mouse options: Edit →, Undo, Copy option (CTRL+C), is used to make one, or more copies of the, selected text whereas, Cut option (CTRL+X), is used to move the, selected text from one, place to another., , Editing the document, (a) Undo and Redo, •, •, , •, , Open the existing file (For example, report.odt), and then start editing in it., If, by mistake, you have made some changes and, now you want to erase the last change done, then, use the Undo option., After undo command, again if you want to go back, then use the Redo option., , (b) Moving and copying text, Cut and Paste: It is used to move a selected text from, one place to another., • Select the text and click on Edit → Cut option or, press CTRL+X, • Place the cursor where the text has to be moved., Click on Edit → Paste option or press CTRL+V, (c) Copy and Paste, It is used to make a duplicate copy of selected text., Step 1: Select the text and click on Edit→ Copy, option or press CTRL+C, Step 2: Place the cursor where the text has to be, duplicated. Click on Edit→Paste option or press, CTRL+V, (d) Selecting text, It is necessary to select the text to perform copy and, paste operation. The selected text will be highlighted., For editing the text you must first select the required, text. The editing can be done on the selected text., , 56, , Unit 3.indd 56, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:41 PM
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(e) Selection criteria, To select the text in Writer, swipe the mouse cursor over, text. There are several selection tricks to speed up the, selection process as below., To select a letter or letters, , Drag the Mouse across the letter(s), , To select a single word at a Position the mouse pointer anywhere on that word and, time, double click., To select a complete sentence Position the mouse pointer anywhere in the sentence and, at a time, triple click. (Triple click means to quickly click the left mouse, button three times.), To, select, a, complete Position the mouse pointer anywhere in the paragraph and, paragraph at a time, quadruple click (Quadruple click means to quickly click the, left mouse button four times.), A document, , Press Ctrl + A on the key board., Drag the mouse pointer till you see a right arrow which is, white. Then click it thrice., , Let's Revise, Practice selecting words, sentences, paragraphs, and shift click option until you can do it accurately, and easily., A portion of the text can be selected by clicking and, dragging. To do this, position the mouse pointer at the, beginning point of the selection, click and hold the left, mouse button down, and move the mouse pointer to the, end of the desired selection., To de-select the text, move the mouse pointer, to an unselected location and click the left mouse, button once., To select all of the text in a document, press Ctrl+A., Ctrl+A means to hold the Ctrl key down and press, the A key., Let's Revise, Practice selecting all text till you can do it accurately., (f) Selecting non-consecutive text items, The above process shows the selection of continuous, text. But suppose if the text is not continuous and you, have been asked to select a part of the text from a, paragraph, then perhaps you may say that it is not, Digital Documentation, , Unit 3.indd 57, , By using the, keyboard, • select the first piece, of text., • press Shift+F8. This, puts Writer in ‘Adding, selection’ mode., • use the arrow keys to, move to the start of, the next piece of text, to be selected. Hold, down the Shift key, and select the next, piece of text., • repeat as often as, required., • press Esc to exit from, this mode., , 57, , 9/11/2018 5:20:41 PM
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By using the, mouse, • select the first piece, of text., • hold down the Ctrl, key and use the, mouse to select the, next piece of text., • repeat as often as, needed., , possible to select the non-consecutive text. But Writer, provides a way to select the non-continuous text using, the keyboard and mouse. Figure 3.8 shows the selection, of non-consecutive items., , To select the vertical, block of text select from, menu:, Edit → Selection Mode, → Block Area,, or press Ctrl+F8, (Keyboard shortcut)., , Fig. 3.8: Selecting non-consecutive text items, , (g) Selecting a vertical block of text, It is also possible to select a, vertical block or ‘column’ of text, that is separated by spaces or tabs, (Figure 3.9)., (h) Find and Replace, This feature is used to search for a, text and replace it with other text., • Select Edit → Find & Replace,, the dialog box will open., Fig. 3.9: Selecting vertical block of text, , Fig. 3.10 : Find and Replace the word, , 58, , Unit 3.indd 58, , • Type the text to find in the Find box., • To change the text with different, text, enter the new text in the, Replace box. For example, while, writing the paragraph the word ‘IT, Job Fair’ was typed but it should be, ‘NationalITJobFair’.Solet’sreplaceit, (Figure 3.10), Step 1: Click on Edit Menu → Find &, Replace option or press CTRL+F, Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:41 PM
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Step 2: Write text under Search For option and click on, Find button to locate the entered word. This will select, the word which you want to search for. Also, you can, click on Find All to select and display all occurrences of, the entered text., Step 3: Write the text under Replace with option., Now click on Replace if you want to change only first, occurrence of it and use Replace All to replace all the, matching occurrences., (i) Jumping to the page number, Sometimes we may require to jump to a particular page, number. It becomes difficult to scroll down if it is a large, document with several pages. In such a situation, ‘Go, to Page’ feature of Writer is useful. To do this, select the, Edit Menu→ Go to Page (Keyboard shortcut: Ctrl+G)., Specify the page number in the dialog box. The cursor, will move to the first character of the specified page, number directly (Figure 3.11)., , Find only locates the, text given in Search, for whereas Replace, changes the text into the, Replace with text., Find will search one, instance at a time, whereas Find All will, search all instances in, one go., , Fig. 3.11 : Go to Page, , (j) Non-printing characters, In computer data entry, anything entered is treated as, a character. We can see the characters like alphabet,, numbers, punctuation marks, on the computer screen., But, when, you, press keys like Enter,, the Space Bar, and, the Tab key, that, do not appear on, the screen, we are, actually, entering, these characters in, the document., It is very helpful to, see these non-printing, characters, on, the, display to see the exact, Fig. 3.12: Non-printing characters, formatting of the document., To display the non-printing character, press the toggle, formatting mark (¶) or use keyboard shortcut Ctrl + F10., The tab space is shown by → sign and spacebar is shown, by dot (.) as shown in Figure 3.12., Digital Documentation, , Unit 3.indd 59, , 59, , 9/11/2018 5:20:41 PM
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(k) Checking spelling and grammar, While writing a report on paper, sometimes we may not, remember the spelling of some words. In this situation, we refer to the books or confirm the spelling from, teachers or parents. Also while, word processing a document, we, may commit spelling mistake. In, such cases, the Writer helps us to, correct the spelling. It also provides, a grammar checker to check the, grammar of the sentence. It can be, used separately or in combination, with the spelling checker. This is, one of the important features of any, word processing application., If any grammatical errors are, detected, they are underlined by a, wavy blue line. Right-clicking on this, line brings up a context menu as, shown in Figure 3.13. The first entry, in the menu describes the suspected, broken grammatical rule. We can do, the correction as suggested., So after typing a paragraph, of a report, one can check the, spelling and grammar. A spelling, checker checks to see if each, Fig 3.13. Context menus for suspected grammar errors, word in the document is in the, installed dictionary. The grammar, checker, can be used separately or, in combination with the spelling, checker., To check the spelling and, grammar of the document (or, selected text), select Tools →, Spelling and Grammar, or click, the Spelling and Grammar button, on the Standard toolbar, or press, the keyboard key F7., The Spelling and Grammar, dialog (Figure 3.14) opens., Fig. 3.14 Spelling and Grammar dialog box, , 60, , Unit 3.indd 60, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:41 PM
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You can choose to restart from, the beginning of the document, when the check reaches the end of, the document., Automatic Spell Checker checks, each word as it is typed and displays a, wavy red line under any unrecognised, words. Right-click on an unrecognised, word to open a context menu, (Figure 3.15). Certain suggestions will, be displayed for the selected word., Click on the most appropriate word, out of the suggested words to replace, the underlined word. After making, corrections, the line disappears., (l) Using synonyms and the, thesaurus, Sometimes you search for a word having, a similar in meaning to the word you, have in mind. A word processor helps, to look up synonyms (different words, with the same meaning) and antonyms, (words with the opposite meaning) in, the thesaurus. The list of synonyms, can be accessed from a context menu, (Figure 3.16). Right-click on a word, and point to Synonyms on the context, menu. A submenu of alternative words, and phrases are displayed. Click on, a word or phrase in the submenu to, replace it with the highlighted word or, phrase in the document., Synonyms are different from a, dictionary. A dictionary contains, definitions, and, pronunciations,, whereas thesaurus will have words, with similar meanings or opposite, meanings., Let’s check the thesaurus for, words which have similar meanings to, ‘market’ in ‘IT job market’., Digital Documentation, , Unit 3.indd 61, , Fig. 3.15 Right click to spell check, , Fig. 3.16: Synonyms on the context menu, , 61, , 9/11/2018 5:20:41 PM
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Notes, , Formatting a document, The first step in document preparation is to use page, setup. The Page Formatting is explained in the next, section. But for the document preparation, Page setup, is taken here., To setup a page, select and click on the Format →, PageSetup and the Page option., , Page style dialog, The Page style dialog box has the several options as, shown in Figure 3.17., , Fig. 3.17 : Page Style dialogue, , It allows to select paper size and format (A4, A5,, B4, Letter). User can adjust ‘Orientation’ as Portrait or, Landscape. The user can set the Margins (Left, Right,, Top, Down)., , Formatting text, Formatting Text refers to the formatting of paragraphs, and characters. To do the formatting, first select the text, and then apply the required text formatting features., 62, , Unit 3.indd 62, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:41 PM
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There are various methods of formatting text. We can, apply any one method as per the suitability. These, methods are, • use the menu options from menu bar., • use the readily available buttons on the formatting, toolbar., • use the context menu. The context menu appears, by right clicking on the selected text., • use the keyboard shortcut., (a) Removing manual formatting, To see the effect of formatting the text, first remove, manual formatting. For this, select the text and choose, Format → Clear Direct Formatting from the Menu bar,, or click the Clear Direct Formatting button on the, Formatting toolbar, or use Ctrl+M from the keyboard., It will clear the existing formatting on the text and then, you can apply the fresh formatting features., (b) Common text formatting, Some of the common text formatting features, generally used have been shown in Figure 3.18., 1. Changing font size – by selecting font size., 2. Changing font style – bold, italic, underline, 3. Changing font type – by selecting font, drop down., 4. Changing font colour – by selecting font, colour icon., On the Format Toolbar, you will find the, Fig. 3.18 : Text formatting, buttons representing the letter a in Bold, Italic, and Underline form. These are toggle buttons., To apply any of the effect of bold, italic and underline,, first select the text. Then press the desired buttons on, the formatting toolbar. The keyboard shortcuts for bold, (Ctrl+B), for italic (Ctrl+I) and (Ctrl+U) for underline., Applying the required font effects will change the font, as shown in the Figure 3.18., (c) Changing text case, It is possible to change the case of the text. There are, 6 Change Case options in LibreOffice Writer as shown, Digital Documentation, , Unit 3.indd 63, , 63, , 9/11/2018 5:20:41 PM
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in Figure 3.19. These operate on currently, selected text., (d) Superscript and Subscript, For example, in the date 5th July, the, ‘th’ character appearing after 5 is in the, superscript case. In some situations,, such as while writing scientific/chemical, formula, such O2, the character 2 is in the, subscript case., Now, in our example, change the 5th July to, 5th July., • To apply superscript: Select the text and, select Format → Text → Superscript, • To apply subscript: Select the text and, select Format → Text → Subscript, Fig. 3.19: Changing case, , Let's Practice 2, Open the Word Processing software and perform the, following., 1. Prepare your page as follows., Size – A4, , Orientation, Landscape, , Margins – 2’ from left and right, 1.5’ from top and bottom, , Use ‘Page Setup’ Dialogue Box. 2. Use Bold, Italic,, Underline, Change Case, Font Color and Format the, text as shown below and save it as Activity 3. Close, the document., Report, Field Visit to IT Job Fair, We visited the IT Job Fair, 2018 held at Kasturchand Park,, Nagpur on 5th July. It was quite knowledgeable experience, for us. We came to know about the various information in IT, Sector., The Information Technology & Information Technology, Enabled Services (IT-ITeS) sector is a field which is, undergoing rapid evolution and is changing the shape of, Indian business standards. This sector includes software, development, consultancies, software management, online, services and Business Process Outsourcing (BPO)., , 64, , Unit 3.indd 64, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:42 PM
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Paragraph style, A paragraph in a, document can have, several sentences, a, single sentence, a single, word, or no words at, all. Every paragraph, in, a, LibreOffice, Writer document has, a, paragraph, style., The paragraph style, settings have a pop, down window. One can, change the paragraph, style by clicking on the, pop down window and, selecting the choices as, shown in Figure 3.20., , Fig. 3.20: Paragraph Style, , (a) Indenting paragraphs, The entire paragraph can be indented in one step., Place the Text Cursor anywhere in the paragraph,, select and click on the ‘Increase Indent’ tool. Each, time when you click on the Increase Indent tool, the, current, paragraph’s, indent will increase., There is also a Decrease, Indent, tool, that, removes the indent., Now increase the, indent of the third, paragraph, in, our, assignment of Report., The output will be as, Fig. 3.21 : Paragraph indentation, shown below in Figure 3.21., (b) Aligning paragraphs, The paragraph can be aligned as Left, Right, Center, and Justify. To align the paragraph, place the text, cursor in the title paragraph, select the appropriate tool, (Left, Right, Center or Justify) from the Format Toolbar., Digital Documentation, , Unit 3.indd 65, , 65, , 9/11/2018 5:20:42 PM
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To change the, paragraph style, • First, select, the, paragraph, by, paragraph selection, method., • Select the drop down, arrow of paragraph, style., • Select Text Body from, the pop down menu., • Move, the, mouse, pointer to outside the, selected text and click, the left mouse button, once to de-select the, text., , The selected words should now be centered in your, document., Move the mouse pointer over the four different, alignment tools and read the Tool Tips, Align Left, (Ctrl+L), Center Horizontally (Ctrl+E), Aligned Right, (Ctrl+R) and Justified (Ctrl+J). The Justified option, makes both the left and right sides of the paragraph line, up with the margins. All these text alignment are shown, in the Figure 3.22., , Fig. 3.22: Paragraph alignment, , To explore, more paragraph, formatting, features ..., • Select a paragraph, • Click on the required, tools on ‘Formatting, Tool Bar’ Or, • Open Format →, Paragraph Dialogue, Box, • Select the appropriate, tools, • Click Ok, , (c) Font colour, highlighting, and background colour, There are three more tools—Font Color, Highlighting,, and Background tools on the Format Toolbar., • To change the font color, select the small down, pointing arrow ▼ on the right edge of the Font, Color tool and select the colour from the colour, box., • To change the highlight colour, select the small, down pointing arrow ▼on the right edge of the, Highlighting tool and change the colour from the, colour box., , Let's Practice 3, Open the LibreOffice Writer and perform the following:, , 66, , Unit 3.indd 66, , 1., , Enter the text and format the paragraphs as, shown in Table (given on next page) in Column A., , 2., , Format it again as shown in Column B, (See Table on next page). Save and close, the document., Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:42 PM
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Column A, , Column B, , What is a computer?, A computer is an electronic device that, manipulates informationor data. It has the, ability to store, retrieve, and process data., You can use a computer to type document,, send email, and browse the web., You can also use it to handle spreadsheets,, accounting, database,, management,, presentations, games, and more., , What is a computer?, A computer is an electronic device that, manipulates information or data. It has, the ability to store, retrieve, and process, data., You can use a computer to type, documents send email and browse the Web., , (d) Using the bullets, and numbering, You can assign the, bullets or numbering, to the list items in the, document by using the, options on the Bullets, and Numbering toolbar., You can also create a, nested list by using the, buttons on the Bullets, and Numbering toolbar. The, general options available for, bullets and numbering are, shown in Figures 3.23 and, 3.24. A nested list has a sublist under it. Bullets and, Numbering dialog contains, more, detailed, controls, (Figure 3.25)., , Fig. 3.23 : Bullets, , Fig. 3.24: Numbering, , (e) Assigning colour,, border and background, 1., , To assign background, colour, to, the, paragraph, first select, the paragraph., , 2., , Select, Format, →, Paragraph → Area→, Colour, then select the, colour., , Digital Documentation, , Unit 3.indd 67, , Fig. 3.25: Bullets and Numbering dialog, , 67, , 9/11/2018 5:20:42 PM
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3., , To assign border to the paragraph, select the, paragraph, then select Format → Paragraph →, Borders → Select Line – Style, Width, Colour., , 4., , After selecting, click 'Ok'., , Let's Practice 4, Practice to assign normal bullets, and numbering to the list items, as shown in figure below. Create a, new document and enter the text, on Computer Memory. Assign the, variety of bullets and numbering as, shown in the adjacent figure., , Let's Practice 5, Make a list of bullets as shown, in the adjacent figure. Save the, document. Close the document., , Page formatting, , Fig. 3.26: Formatting page, , (a) Setting up basic page layout, using styles, Page styles define the basic layout, of all pages in the document., It includes page size, margins,, header and footer, border and, background, number of columns, etc., (Figure 3.26)., The Default Style is assigned to, the new document by default. It, appears on the taskbar of the writer, window. To change the various, parameters of the page, just click, on the Default Style on the taskbar, or click on the Format → Page., , (b) Inserting a page break, In multi-page documents the text flows from one page, to the next as you add information. In certain cases, we may require to break the current page and move, the next heading or next chapter to the new page in, 68, , Unit 3.indd 68, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:42 PM
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the same document. In such cases we have to break, the page forcefully and take the cursor to the next, page to insert the new heading. This is, called as a page break., To break the current page and start, the new page select Insert → Page, Break from the Menu bar or use the, keyboard command (Ctrl + Return)., The Page break can also be narrowed, down to the line and column, by using, Insert → Manual Break, as shown in, Figure 3.27., (c) Creating header/footer and page, numbers, In a multi-page document, it becomes, necessary to add a header and footer to, document for more readability. Headers, Fig. 3.27 : Insert manual break, appear at the top of every page; footers, appear at the bottom of a page. Headers, and footers are specified by page styles; therefore, all, the pages with the same page style will display the same, header and footer., To insert header in the document, select Insert →, Header and Footer → Header, To insert footer in the document, select Insert →Header, and Footer → Footer, You can give the document name or chapter name in, Different types of, the header section and page number in the footer section., software, To enter page numbers in the footer section, place, 1. Application Software, the cursor in the footer section and select Insert →, a. LibreOffice, • Writer, Page Number., (d) Defining borders and backgrounds, Assigning borders and backgrounds to important, paragraphs, frames and pages give attractive look to, the document. For example, by assigning borders or, backgrounds a reader is able to differentiate the points, to remember from the regular text., (i) Adding border: It is possible to apply the border,, either to individual characters or to selected text., The process is similar in each case. The preset, Digital Documentation, , Unit 3.indd 69, , • Calc, • Impress, b. Microsoft Office, c. Gimp, d. Adobe Photoshop, 2. System Software, (i) Windows, (ii) Linux, (iii) Mac, , 69, , 9/11/2018 5:20:42 PM
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Insert Elements in, Writer document, •, •, •, •, •, •, •, •, •, •, •, , Images, Shapes, Objects, Chart, Symbols, Special Character, Tables, Header and Footer, Page Numbers, Columns, WordArt/Fontwork, , Fig. 3.28: Adding border to paragraph, , shows the preview of the selected border, (Figure 3.28)., (ii) Adding background colour:, To add background color to the, paragraph, select the paragraph., Select the Area tab from the, Paragraph dialog. Alternately,, right-click anywhere in the, paragraph, and choose Paragraph, from the context menu. In the, dialog, select the Area tab, then, choose Color. Select the color, from the color grid to use for this, frame, and then click OK to apply, it to the background (Figure 3.29)., The color, gradient, bitmap,, pattern, hatch can be added in, the same way by clicking the, Fig. 3.29: Adding background to paragraph, respective buttons in the dialog., 70, , Unit 3.indd 70, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:42 PM
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To delete a color, gradient, bitmap, or other, background, select None near the top of the, Area page of the Frame dialog., (e), Inserting, images,, shapes,, special, characters in a document, The regular text in the document can be made, attractive and more informative by inserting the, various elements as listed below. You can also, explore more tools to be inserted in the document., (i) Inserting image: If you wish to include any, picture or image in your document, the image, file should be stored in your hard disk or, external storage, such as Pen drive. To insert, an image in your document, position the, cursor where you want to insert the file, select, Insert → Image. Another alternative is, just, click on the insert image icon, located below, Fig. 3.30: Selecting insert image option, the Formatting Toolbar. A file manger will, from Insert menu option, appear from where you can select the image, file. Select the image file and click on Open button or, just double click on the image file. The image will get, inserted in the file (Figure 3.30)., (ii) Inserting special characters:, Sometime we may require to, enter the special character,, such as ¶ or which cannot be, typed by using the keyboard., LibreOffice Writer provides a, feature to enter the number of, special characters as shown, in the following dialog. To do, this select Insert → Special, Character (Figure 3.31)., , Fig. 3.31 : Inserting special character, , (iii) Inserting shapes: It is possible to insert various, shapes in your document. The variety of shapes, consists of Lines, Arrows, Symbols, Stars,, Callouts, Flowcharts. For this, keep the cursor in, the place you wish to add the shape and select, Insert → Shape and then choose the further, element you wish to insert., Digital Documentation, , Unit 3.indd 71, , 71, , 9/11/2018 5:20:42 PM
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(f) Dividing the document page into columns, You may have seen some documents where its page is, divided into two or three columns. It is used in magazines, and newspapers. It is possible to arrange the regular, text into columns before or after adding the text., To divide the page into columns, select Format →, Column. A Column dialogue box as shown in, Figure 3.32 will appear. Enter the number of columns, in the Column entry box. Give the value for spacing, between the columns and click OK. On selecting the, number of columns up to 3, the formatted page will look, like as shown in Figure 3.33., , Fig. 3.32 : Column dialog box, , Fig. 3.33: Page formatted into 3 columns, , (g) Formatting the shape or image, User can format the shape or image inserted in the, document. For instance, user can change its size,, colour, add borders, change its position, etc., First, select the shape or image by clicking on, it. Then make use of the Tool Bar to perform the, required changes., , Creating and managing tables, • Create tables with, rows and columns, • Delete rows/columns, • Merge cells, • Split cells, • Colour the table, • Change text direction, , 72, , Unit 3.indd 72, , In a document it is normally seen that some data are, represented in tabular form. So we collect the similar, data and keep it under one heading. The representation, of data in a tabular format is called as table. A table has, a number of rows and columns. It is also possible to, have a table with one row and one column., Consider an example of representing your school, timetable, your marksheet, your teachers teaching, Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:43 PM
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various subjects. To represent such data you have to, create a table. LibreOffice Writer provides a very rich, tool for creating and managing a table. The various, features of the table are:, Time Table Class IX, Day/, Period, Time, , 1, , 2, , 7:30 to, 8:10, , 8:10 to, 8: 50, , 3, , 9:00, to, 9:40, , 4, , 9:40, to, 10:20, , 5, , 10:20, to, 10:40, , 10:40, to, 11:20, , 6, , 11:20, to, 12:00, , 7, , 12:10, to, 12:50, , 8, , 12:50, to, 13:30, , Day 1, Day 2, Day 3, Day 4, , LUNCH, BREAK, , Day 5, Day 6, , (a) Creating a table, The simplest way to create a table is, click the Table, icon on the Standard toolbar. On the drop-down, graphic, choose the size, of the table. To create, the table, click on the, cell representing the last, row of the last column, that you want. Holding, down the mouse button, (Figure 3.34) over the, Table icon will also, display the graphic., Another way to create, a table is by using the, Table dialog. Position the, cursor where you want to, insert the table, then:, Select Table → Insert Fig. 3.34: Creating table, Table from the Menu bar, as shown in Figure 3.35, (or Press Ctrl+F12)., Digital Documentation, , Unit 3.indd 73, , Fig. 3.35 : Insert Table, , 73, , 9/11/2018 5:20:43 PM
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It will create a simple table., After creating a table, you can, explore more features. For this,, select Table → Properties., (b) Inserting rows and columns, To insert one row or column in the, table:, • Place the cursor in the row or, column before or after which you, want to add new rows or columns., • Click on the Rows Above or, Rows Below icons in the Table, toolbar to insert one row above, or below the selected one., • Click on the Columns Left, or Columns Right icons in, Fig. 3.36 : Table properties, the Table toolbar to insert a, column to the left or right of the, selected one., • Choose Insert → Rows Above/Below or Insert, → Columns Above/Below. Set number to define, the number of rows or columns to be inserted,, and select the Position as Before or After., • Click OK to close the dialog box., (c) Deleting rows and columns, To delete one or more rows or columns, place the cursor, in the row or column you want to delete and do one of, the following:, • Click on the Rows or Columns icons on the Table, toolbar, • Right-click and choose Delete → Rows or Delete, → Columns., • Press Alt+Delete on the keyboard and use the, arrow keys to delete rows or columns as described, above for inserting., (d) Splitting and merging tables, One table can be split into two tables, and two tables, can be merged into a single table. Tables can only be, split horizontally., 74, , Unit 3.indd 74, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:43 PM
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(i) To split a table, •, , •, •, , •, , Notes, , Place the cursor in a cell that will be in the top, row of the second table after the split (the table, splits immediately above the cursor)., Choose Table → Split Table from the Menu bar., A Split Table dialog opens. You can select No, heading or an alternative formatting for the, heading—the top row(s) of the new table., Click OK. The table is then split into two tables, separated by a blank paragraph., , (ii) To merge two tables, •, , •, •, , Delete the blank paragraph between the tables., You must use the Delete key (not the Backspace, key) to do this., Select any cell in one of the tables., Right-click and choose Merge Tables in the, context menu. You can also use Table → Merge, Table from the Menu bar., , (e) Deleting a table, (i) To delete a table, •, •, , •, •, , Click anywhere in the table., Choose Table → Delete Table from the Menu, bar., Or, Select from the end of the paragraph before the, table to the start of the paragraph after the table., Press the Delete key or the Backspace key., , (f) Copying a table, To copy a table from one part of the document and paste, onto another part:, • Click anywhere on the table., • From the Menu bar choose Table → Select →, Table., • Press Ctrl+C or click the Copy icon on the, Standard toolbar., • Move the cursor to the target position and click, on it to fix the insertion point., Digital Documentation, , Unit 3.indd 75, , 75, , 9/11/2018 5:20:43 PM
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•, , Press Ctrl+V or click the Paste icon in the Standard, toolbar., , (g) Moving a table, To move a table from one part of a document to another part:, • Click anywhere in the table., • From the Menu bar, choose Table → Select, Table., • Press Ctrl+X or click the Cut icon in the Standard, toolbar., • Move the cursor to the target position and click, on it to fix the insertion point., • Press Ctrl+V or click the Paste icon in the Standard, toolbar. (This pastes the cells and their contents, and formatting.), • Return to the original table, click somewhere in it, and then choose Table → Delete Table from the, Menu bar., , Let's Practice 6, Create a table as shown in the figure below. Save it in, your folder., Time Table Class 9, Day/, Period, Time, , 1, , 2, , 3, , 4, , 7:30, to, 8:10, , 8:10, to, 8: 50, , 9:00, to, 9:40, , 9:40, to, 10:20, , 5, , 6, , 7, , 8, , 10:20 to 10:40 to 11:20 to 12:10 to 12:50 to, 10:40, 11:20, 12:00, 12:50, 13:30, , Day 1, Day 2, Day 3, Day 4, , LUNCH, BREAK, , Day 5, Day 6, , Printing a document, To quickly print the document without any option, Click, the Print icon. The entire document will be sent to the, default printer defined for your computer., 76, , Unit 3.indd 76, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:43 PM
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Print preview, Print Preview is useful to check the document before, printing. A user can check whether the document is, prepared as needed, such as indentation, borders, etc., , Fig. 3.37: Controlling printing, , Controlling printing, To print the document with certain options, use the, Print dialog (File → Print or Ctrl+P). A Print dialog box, will appear as shown in Figure 3.37., From the Print dialog, you can choose options as per, your requirement. They are Printer, Properties, Print, Range, Copies and Options. The selected options will, work for the current document only., If you click on a small triangle (▼), a list of names, of printers (only those which are installed on your, computer) will appear in line with the Name. You can, select the printer which you want., Digital Documentation, , Unit 3.indd 77, , 77, , 9/11/2018 5:20:43 PM
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Printing all pages, single and multiple pages, One can select the printing option as per their choice., There are three options to print the number of pages in, a document., • To print all the pages in sequence, choose the, option All pages., • To print a single page, or number of nonconsecutive pages, choose the option Pages, and, give the page numbers separated by comma. If, you want to print the pages that are consecutive, give the range of pages first and last page, (for example 3-8)., • To print only the selected text, choose the option,, Selection., , Mail Merge, Mail Merge is a very important feature of word processor., It is used to create a series of same documents with, multiple addresses. Mail merge is the process of merging, the main document (letter or certificates) with the, mailing address of various persons. The main document, is merged with the mailing address, hence the name, mail merge. It is used to send invitations, letters or to, print certificates for several people. For example, if you, wish to inform your customers of a new product, then, the company information and information about the, new product are the same in all the documents, but the, recipient information changes (first name, last name,, address, greeting ...)., For example, if your principal or class teacher wants, to send a letter or notice to your parents regarding any, meeting or function, obviously, the matter of the letter, will be the same but the addresses will be different for, different parents. One way is, to create a letter in Writer,, copy the address from address list to change the address, of each set of parents and print the letter. The procedure, of copying and changing is repeated as many times as the, number of parents. This way creating multiple documents, becomes very time consuming and tedious. It is not, possible if there are hundreds or thousands of addresses., The word processor has a special feature of mail merge, 78, , Unit 3.indd 78, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:43 PM
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to accomplish this task in one stroke. In mail merge two, documents are created. One with the common contents, is the main document or form letter and other holding, the address list is called the data source. The form letter, contains the actual information and variable names for, the data which varies in different letters. Data source, contains values of the corresponding variables of the main, document. For example, the address of all the parents, with respective time would be stored in data source., Form letter consists of the main document and the, data source., , Creating the data source, A data source is a set, of mailing addresses in, the form of a rows and, columns generally called, database. The content, of the database is in the, form of data records., Each row is a record, of each person, which, contains the various, fields, such as name,, address, pincode., To create an address, book using spreadsheet, or database is little, easier, as they use the, table format to store the, data. It is also possible to, create an address book, during the mail merge, process using mail merge, wizard (Figure 3.38[a])., Using Mail Merge:, 1., , Create a new, document and, type the letter, to be sent to the, multiple recipients., , Digital Documentation, , Unit 3.indd 79, , Fig. 3.38 (a) Select Mail Merge Wizard, , 79, , 9/11/2018 5:20:43 PM
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2., , To create multiple letters using, Mail Merge Wizard, select Tool, → Mail Merge Wizard, as, shown. A window will appear as, shown in Figure 3.38(b)., , Fig. 3.38 (b) Select Main document, , Fig. 3.38 (c) Select document type, , 80, , Unit 3.indd 80, , 3., , Select Step1, ‘Select, Starting document → Use, the current document →, Next’. Click on the Next, button move to the next, step., , 4., , In Step 2, select the, Document type → Letter, → Next as shown in, Figure (3.38c), , 5., , In Step 3, click on the, button “Select Address, List”. The “Select, Address List” window, will open, which will, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:43 PM
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allow you to create the recipient list as shown in, Figures 3.38 (d and e)., , Fig. 3.38 (d) Select Address List, , Fig. 3.38 (e) Create Recipient List, , 6., , Click on the Create button. After clicking on the, Create button a New Address List window will, , Digital Documentation, , Unit 3.indd 81, , 81, , 9/11/2018 5:20:43 PM
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appear as shown in Figure (3.38f). In this window, under the Address Information section you can, enter the information of the recipient as shown in, the Figure 3.38 (f)., , Fig. 3.38 (f) New Address List, , 7. If you want to fill the, data of the recipient, as per the default, fields, then enter, the data as shown in, Figure 3.38 (g)., , Fig. 3.38 (g) Adding new address list, , 82, , Unit 3.indd 82, , 8. If you wish to, customise the, fields of recipient, information, click on, Customise button. A, 'Customise Address, List' window will, appear as shown in, Figure 3.38 (h). Now, you can add, delete, or rename any field, name. You can also, Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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change the order of appearance of, the fields using up/down arrow, button., (a) Add (for a new field), (b) Delete (to delete an, unnecessary field), (c) Rename (to change the name, of the field), After customising the fields, enter the, data in the new format., 9., , 10., , After entering the data of, first recipient as shown in, Figure 3.38 (g), click on the New, button to enter the information of, the next recipient. After entering, the information of the entire, recipient, click on the OK button, to close the list., , Fig. 3.38 (h) Customizing filed names, , After clicking OK button, the Save As dialog, box as shown in Figure 3.38 (i) will appear,, which will allow to save the list of recipient in, .CSV format (say MyList.csv) as shown in, Figure 3.38(i)., , Fig. 3.38 (i) Save recipient list in .CSV format, , Digital Documentation, , Unit 3.indd 83, , 83, , 9/11/2018 5:20:44 PM
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Fig. 3.38 (j) Recipient list created, , 11., , After saving the list a, window will appear as, shown in Figure 3.38 (j),, which will display the, various recipient list, created till now. You can, select any of the created, list till now. Select, the required list and, click on OK button from, any of the list to send, the letter., , 12., , After clicking on OK, button, you will move to, Step 3 of Mail Merge, , Wizard, a window Insert Address Block will, appear, which will show you the address block as, shown in Figure 3.38 (k)., , Fig. 3.38 (k) Insert Address Block, , 13., , 84, , Unit 3.indd 84, , Click on Next button, you will move to Step 4 of, Mail Merge Wizard. A Create Salutation window, Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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will appear as, shown in Figure, 3.38 (l) to set the, salutations, for, male and female, recipients. A way, of distinguishing, one group from, another is defined, by choosing from, the offered Field, names, for example,, Gender and by, entering the Field, value, for example,, Female., 14., , Click, on, Next, button, you will, move to last Step, 5 of Mail Merge, Wizard. An Adjust, layout window will, appear as shown, in Figure 3.38 (m), to set the layout, of the recipient, address on the, page. You can set, the top and left, margin. Click on, Finish button to, merge the letter, with the recipients, address., , 15., , In the next step,, Fig.3.38 (m) Adjust layout of Address Block, the Writer will, display the document with the Mail Merge, Toolbar below the standard toolbar as shown in, Figure 3.38 (n)., , Digital Documentation, , Unit 3.indd 85, , Fig. 3.38 (l) Create salutation, , 85, , 9/11/2018 5:20:44 PM
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Fig. 3.38 (n) Letter with mail merge toolbar, , 16., , Now click on, Edit Individual, Documents, button to merge, the letter with the, address of the, recipients. Here, you can verify, all letters of the, recipients before, printing., , 17., , You can use the, other options on, the Mail Merge, toolbar, such as, , (a) to exclude some of the recipient check on the, checkbox of Exclude recipient., (b) to save the merged document, click on the, Save Merged Documents button., (c) to print the merged document, click on the, Print Merged Documents button., (d) to send the letters by email, click on the Send, Email Messages button., , Fig. 3.38 (o) Final letter merged with the address, , 86, , Unit 3.indd 86, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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Let's Practice 7, 1., , Type the letter shown in the figure given below., Do not type the words and symbols appearing in, between <...>, as these are the fields. Keep single, space. Save the document in your folder., Computer Centre, DMS School, Bhopal, , Date: 3 August 2018, , <Title>, < Address Line1 >, < Address Line2 >, , Teacher Parent Interact Day, Please take this opportunity to discuss the progress of your child <Child, Name> by meeting the class teacher on <date> at <Time> at the Classroom., , Principal, 2., , Use Mail Merge. For Data source/Address List,, enter data of 10 people as shown in the table, below., Title, , First, Name, , Last, Name, , Address 1, , Address, 2, , Child, Name, , Date, , Time, , Mr., , Raman, , Sinha, , M P Nagar, , Bhopal, , Deepti, , 25-07-2018, , 9:00 am, , Dr., , Manish, , Mangal, , Shyamla, Hills, , Bhopal, , Shravya 25-07-2018, , 9:30 am, , Mrs., , Manmeet Kuar, , Akriti City, , Indore, , Simran, , 9:00 am, , 26-07-2018, , Let's Practice 8, 1. Open the Word Processing software and prepare, the following., •, •, •, , Certificates, Invitation cards, Forms, , Digital Documentation, , Unit 3.indd 87, , 87, , 9/11/2018 5:20:44 PM
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• Letters, • Announcements, • A banner, 2. Save the document. Create its PDF file., , Check Your Progress, A. Multiple Choice Questions, 1. Which of following is not a component of the Office Suite?, (a) Writer, (b) Impress, (c) Internet Explorer, (d) Base, 2. The most widely used word processing software in late, 1970s was_____________________., (a) Word Perfect, (b) Word, (c) Word Star, (d) Writer, 3. We can change the mistakes noticed in which of the, following?, (a) Electronic typewriter, (b) Word processor software, (c) Simple typewriter, (d) Both (a) and (b), 4. Header and Footer is available in which of the following, menus?, (a) File Menu, (b) Insert Menu, (c) View Menu, (d) Edit Menu, 5. To hide or view ruler we should go to which of the, following menus?, (a) Tools Menu, (b) Insert Menu, (c) View Menu, (d) Edit Menu, 6. To check the grammar we should go to which of the, following menus?, (a) Tools Menu, (b) Insert Menu, (c) View Menu, (d) Edit Menu, , 88, , Unit 3.indd 88, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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7. To replace a word Bombay with Mumbai, we should go to, which of the following menus?, (a) Tools Menu, (b) Edit Menu, (c) View Menu, (d) Language Menu, 8. To close an opened document, we should to go to which of, the following menus?, (a) File Menu, (b) Insert Menu, (c) View Menu, (d) Edit Menu, 9. Which of the following is the default extension of the writer file?, (a) .obt, (b) .doc, (c) .odt, (d) .docx, 10. Which of the following technique selects a sentence in, Writer?, (a) Single click (Pressing left button of mouse), (b) Double Click, (c) Triple Click, (d) None of the above, 11. Which of the following is a shortcut key to Redo any, operation?, (a) CTRL + R, (b) CTRL + Y, (c) CTRL + X, (d) CTRL + Z, 12. To find a word in a document we can use which of the, following function key?, (a) F5 key, (b) F8 key, (c) Fl key, (d) None of the above, 13. Spellings are corrected automatically in Writer because of, which of the following features?, (a) Auto Text, (b) Auto Correct, (c) Auto Complete, (d) All of the above, 14. The default table size is________________________., (a) 1 column, 1 row, (b) 2 columns, 1 row, (c) 2 columns, 2 rows, (d) 1 column, 2 rows, Digital Documentation, , Unit 3.indd 89, , 89, , 9/11/2018 5:20:44 PM
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15. What is the shape of the mouse pointer when drawing a, table?, (a) Pencil, (b) White pointing arrow, (c) Black pointing arrow, (d) Black plus, 16. Which shortcut key is used for automatic spell checking?, (a) SHIFT + INSERT, (b) SHIFT + F7, (c) CTRL + INSERT, (d) TAB + INSERT, 17. Which shortcut key is used to insert table?, (a) CTRL + F12, (b) ALT + DELETE, (c) CTRL + DELETE, (d) TAB + DELETE, 18. Which of the following is not valid type of data source in, mail merge?, (a) Spreadsheet, (b) Text files, (c) MySQL, (d) CSV file, 19. The default orientation of a page in Writer is_____________., (a) portrait, (b) landscape, (c) book, (d) None of the above, 20. Which of the following does not come under page, formatting?, (a) Setting margins, (b) Find and replace, (c) Setting header and footer, (d) Page orientation, 21. Saving an existing document with some other name using, the Save As option______________________., (a) replaces the current document, (b) leaves the current document intact, (c) is not possible, (d) closes the document, 22. Keyboard shortcut to italicise the selected text is, (a) Ctrl + U, (b) Shift + U, (c) Ctrl + I, (d) Shift + I, , 90, , Unit 3.indd 90, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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23. Which option should be used to type H2O, to get 2 at its, proper place?, (a) Bold, (b) Superscript, (c) Underline, (d) Subscript, 24. What option should be used to to change the word ‘Books’, to the word ‘Copies’ in a document?, (a) Find, (b) Find and Replace, (c) Spell check, (d) Spelling and grammar check, 25. What is the option to print the document so that the height, of the page is less than its width?, (a) Landscape, (b) Portrait, (c) Indent, (d) Tab setting, B. Fill in the blanks, 1. The submenu item with three dots ‘...’ just after the, submenu name, denote that it will open the, ________________., 2. The submenu item with right hand side arrows ‘►’, means,, clicking on it will open _____________________., 3. Formatting Tool Bar, _________________., , contains, , various, , options, , for, , 4. By pressing the Home key you jump to the ____________, and by pressing the End key you jump to ______________., 5. After using the undo command, to go back again to the, previous position the, ________________ option or command, is used., 6. Double click is used to select the _______________., 7. Headers appear at the _____________ and footers appear at, the _____________ of every page., 8. In the ______________ page orientation the height of the, page is less than its width., 9. The _________________ option is used to see how the, document will look like when it will be printed., 10. In mail merge the file holding the mailing addresses is, called as _____________., , Digital Documentation, , Unit 3.indd 91, , 91, , 9/11/2018 5:20:44 PM
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C. State whether the following statements are True or False, 1. To open word processor ‘Window’ menu option is selected., 2. Current file name is shown in Status Bar., 3. Open icon for opening a file is part of Standard Tool Bar., 4. Format Menu contains the options that apply to the whole, document., 5. It is possible to open a MS-Word file in Libre Office-Writer., 6. We cannot open Libre Office-Writer file in MS-Word., 7. Writer does not permit to copy a selected text in to another, document., 8. It is possible to copy a selected text without using Menu, options and keyboard options., 9. To open the 'Find & Replace' dialog box, we have to go to, Format menu., 10. We can find all the cities included in a document using, 'Find and Replace' feature of Writer., 11. While typing if an incorrect spelling is detected a red, line is marked under it. After correcting it, the red line is, converted into green line., 12. The text written in Header and Footer is printed on each, page of the document., 13. The page number appears with gray background and is, printed with background., 14. Writer creates a table as wide as the page area., 15. A new column is created in table by pressing tab key., 16. Mail merge is used to prepare multiple copies of the same, document., 17. The Form Letter contains the variable information in mail, merge., 18. The portrait and landscape orientations are set in Paper, option under properties., 19. In Print Range by default current page is selected for, printing., 20. By default the page size is A4., , 92, , Unit 3.indd 92, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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D. Short answer questions (50 words), 1. In a document all the occurrences of word “this” have to, be changed to “these”. Which option is suitable for this, and what is the shortcut command used for it?, 2. Which two documents are essential for mail merge?, 3. Explain the concept of Word Processing., 4. List the various software available for word processing., 5. Write difference between a text editor and a word, processor software. Write the name of any text editor or, word processor available in market., 6. List the various components of LibreOffice suite. Explain, each component in one line., 7. Compare the features of manual typewriter, electronic, typewriter and word processing software., 8. Explain the different views to display a document., 9. What are the various methods for selecting the text in a, document? Give the steps to select a paragraph., 10. What are the special characters? How can you insert them, in a document?, 11. How will you count the total words of a document?, 12. What are the various menu of Writer GUI?, 13. What is the default extension assigned to the document in, Writer when you save it? Write down the steps to save the, document to Microsoft Word document?, 14. What is the importance of password in the document?, How will you protect the document using password, in Writer?, 15. What is mail merge? Write down the steps to create mailing, labels to paste on wedding cards., 16. What are the advantages of table? Prepare your report, card of Class VIII in table format., 17. Write an application to your Principal for field visit to any, IT Industry., , Digital Documentation, , Unit 3.indd 93, , 93, , 9/11/2018 5:20:44 PM
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Practical Exercise, 1. Open writer with the help of icon and exit. Again open, writer from the applications option available on the, desktop., 2. Draw all the icons of standard toolbar and write its uses, in your practical note book., 3. Draw all the icons of formatting toolbar and write its uses, in your practical note book., 4. Create a new text document (using menu bar) showing, your name address and the name of your school. Save, this file with name mydocument1 at the desktop location., 5. Open the documents mydocument1; modify it by adding, your division and name of your class teacher. Save this, file as mydocument2 at any other location., 6. Open both the documents and switch from one to other., Close one of them and save other as mydocument3 with, password., 7. Open the document mydocument3 and zoom it for 50%,, 75%, 130% and 200%., 8. Open the file my document l and type the text given in, the box below: , The Word completion facility is little different than, Auto Correct facility. While typing as and when, you type two-three characters, Writer tries to guess, which word you are typing and offers to complete the, word for you. To accept the suggestion, press Enter., Otherwise, continue typing. Note that this facility is, available only for those words which are already typed, in the same document that is the word completion, facility is available for a word getting typed at least, for second time., Close the document and save it., 9. Open the mydocument2 and type at least 15 cities of your, state. Use Cut and Paste to arrange them in dictionary, order., 10. Open the document mydocument3 and copy the first, three sentences from mydocument l and close both the, files., 11. Open mydocument2 and type the following at the end of, the document:, , 94, , Unit 3.indd 94, , S. No., , Name, , City, , Total Marks, (OUT OF 300), , 1., , RIYA, , INDORE, , 245, , 2., , HARMAN, , ITARSI, , 267, , 3., , JAYANT, , BHOPAL, , 276, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:44 PM
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4., , AVIRAL, , JABALPUR, , 284, , 5., , ABHUDAY, , UJJAIN, , 235, , 6., , ALANKRITA, , GWALIOR, , 258, , 13. Open mydocument2 where you have stored 15 cities, in dictionary order. Delete cities at position number 3, and 7. Undo your deletion and delete cities at position, number 5 and 8., 14. Open mydocumentl. Find all the occurrences of the word, 'the' and replace it with 'e' if it is not in the beginning of, the sentence., 15. Open mydocument3 and insert a character 0 in front of, all the cities except Bhopal. Insert the character @ in, front of Bhopal., 16. Find out the number of words for the third paragraph., 17. Type your own address and store it in the table of Auto, Text. Use it in any other document., 18. Create the table as shown below by merging cells? Write, the steps., , 20. Create a table showing results of randomly selected 5, students of standard 9 as shown in the following table:, S.No., , R.No., , Hindi, , English, , Maths, , Science, , SST, , 1, , 1, , 25, , 24, , 24, , 24, , 24, , 2, , 4, , 15, , 23, , 26, , 23, , 15, , 3, , 6, , 25, , 21, , 24, , 25, , 17, , 4, , 7, , 24, , 20, , 17, , 24, , 24, , 5, , 9, , 22, , 16, , 23, , 21, , 26, , 6, , 11, , 20, , 18, , 22, , 22, , 26, , 22. Perform the operations stated below., (a) Write steps to count total words in a document?, (b) Is it possible to select the vertical block? If yes, then, write the steps., (c) What are the steps to select a non-consecutive text in, writer?, (d) What is Special character in writer and how will you, insert in a document?, , Digital Documentation, , Unit 3.indd 95, , 95, , 9/11/2018 5:20:44 PM
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23. Perform the operations stated below., (a) Change the width of column to best fit the content, (Text should fit exactly), (b) Move the table in the Centre position., (c) Increase the row height., (d) Make the data of all the cells vertically left aligned., (e) Insert a column to the left of the last column and type, the total of marks obtained by all the students., (f) Split the second cell into two cells horizontally and, type subject name and roll number in upper and, lower cells., (g) Insert a column to the left column inserted and move, the content of the last column to the newly inserted, column., (h) Type the average marks in the last column., 24. Create the table given below use cell merge where, required:, State : Madhya Pradesh, Crop, , Wheat, , Pulse, , Rice, , Average, , East, , 504, , 240, , 274, , 339.33, , West, , 547, , 455, , 108, , 370, , North, , 444, , 208, , 206, , 286, , South, , 247, , 647, , 648, , 514, , 25. The time table prepared for Class IX using a word, processor as shown below:, Time Table: Class IX – D, Class Teacher : ABC, Mon, , Hindi, , Maths, , Maths, , Eng, , SSC, , Science, , SUPW, , SUPW, , Tue, , Science, , Science, , SSC, , Eng, , Maths, , Maths, , Hindi, , SSC, , Wed, , SSC, , Maths, , Science, , Eng, , Sc.(Pr.), , Sc.(Pr.), , Sc.(Pr), , Games, , Thu, , IT, , IT, , Maths, , Eng, , Sc., , S. Sc., , SSC, , Games, , Fri, , Maths, , Maths, , Science, , Eng, , SSC, , Hindi, , Maths, , CTP, , The class teacher recommended some changes in the time, table to that should looks as follows:, Class Teacher : ABC, 1, Mon, Teu, Wed, , Unit 3.indd 96, , 3, Maths, , Science, SSC, , Maths, , 4, , 5, , 6, , 7, , 8, , Eng., , SSC, , Science, , SUPW, , SUPW, , Maths, , Maths, , Hindi, , SSC, , SSC, , Eng., , Science, , Eng., , IT, , Maths, , Eng., , Fri, , Maths, , Science, , Eng., , Sat, , Meditation, , Thu, , 96, , 2, , Hindi, , Activity, , B, R, E, A, K, , Sc.(Pr.), , Sc.(Pr.), , Games, , Sc., , SSC, , Games, , SSC, , Hindi, , House Meeting, , Maths, , CPT, , Bal Sabha, , Domestic Data Entry Operator – Class IX, , 9/11/2018 5:20:45 PM
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Name the word processing features that should be used to, make the changes. The changes recommended are listed, below:, 1. The headline should be centre aligned, 2. The Class Teacher’s name should span along all the, columns in the first row., 3. Add another row after the first row to indicate period, number., 4. The day names should be in italics bold., 5. At all the places in the table where a subject occurs twice, for consecutive columns, it should be displayed only, once spread over the two columns., 6. There should be a column after 4th period to accommodate, ‘BREAK’., 7. There should be a row for Saturday., 8. Period numbers and ‘BREAK’ should be in Bold., 9. Make border tick in size of BREAK., 10. The table should be centre aligned., , Digital Documentation, , Unit 3.indd 97, , 97, , 9/11/2018 5:20:45 PM
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4, , Electronic, Spreadsheet, , Introduction, In our daily life or at workplace we have to perform various, calculations. Various methods are used depending on, the nature of calculations. We use our fingers or mental, calculations to perform simple calculations and use, a calculator for longer calculations. In science and, engineering, scientific calculators are used to a perform, complex calculations. Spreadsheet application is tool, which is used to perform all kinds of calculations easily, and accurately., In your childhood, you might have used a special, notebook with small cells marked with rows and columns, to practice mathematics. We have also learned the, multiplication table. Spreadsheet is a long sheet of rows, and columns on the computer screen to do data analysis, and calculation. In other words, a spreadsheet is a grid, which interactively manages and organises data in rows, and columns. It is also called as Electronic Spreadsheet., It is used for managing financial and accounting, documents, creating data reports, generating invoices,, data analysis from scientific and statistical researches,, and for doing a variety of calculations on data., , Unit 4.indd 98, , 9/5/2018 4:58:42 PM
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A spreadsheet software can also store, manipulate, and create graphical representations of data., User can enter data into a spreadsheet, do the, formatting, calculate and analyse the data for decision, making. Besides user's data, spreadsheet packages, also provide built-in formulae and functions for, common mathematical, financial, statistical, and, logical operations in a very sophisticated manner., Spreadsheet packages are widely used for data, analysis and accounting applications. Because of, these abilities the spreadsheet packages are used as a, universal programme for structured data preparation, and processing., As spreadsheets became larger, they became, difficult to manage. To handle the increasing size of the, spreadsheet, the concept of a workbook was identified., LibreOffice Calc is used to perform the following activities, accurately and efficiently., • Tabulation of data, • Simple mathematical calculations, • Complex calculations using formula and functions, • Arranging data in ascending and descending, order (sorting), • Filtering the required data, • Check the validity of data, • Protection of data using passwords, • Saving for future use, , Getting Started with Libreoffice Calc, There are various types of spreadsheet applications, developed by various software corporation. LibreOffice, Calc is the spreadsheet application of LibreOffice suite., , Spreadsheet, Softwares, •, •, •, •, , Microsoft Excel, LibreOffice Calc, OpenOfficeCalc, Apple Inc. Numbers, , Starting LibreOffice Calc, When installing the operating system Linux (Ubuntu),, the LibreOffice gets installed by default along with the, icons for each component of LibreOffice (Writer, Calc,, Impress, etc.). These icons are then placed on the, launcher. In Windows, you need to download LibreOffice, from its official website and install it on your computer., Electronic Spreadsheet, , Unit 4.indd 99, , 99, , 9/5/2018 4:58:42 PM
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(a) To start the LibreOffice Calc in Windows, •, , •, , In Windows, find the shortcut of LibreOffice on, Start menu or on the desktop. Double click the, shortcut to open LibreOffice., Or Click the window menu, select LibreOffice, application, then click LibreOffice Calc (Figure 4.1)., The Calc spreadsheet window will open., , Fig. 4.1 : Starting LibreOffice Calc in Windows, , 100, , Unit 4.indd 100, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:42 PM
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(b) To start LibreOffice Calc in Linux, In Ubuntu Linux,, find the Calc icon, on application, launcher or, search it by, clicking on “Show, Applications” as, shown in, Figure 4.2., , Parts of, LibreOffice Calc, Figure 4.3 shows, the parts of, Fig. 4.2: Starting LibreOffice Calc in Ubuntu Linux, LibreOffice Calc., A brief explanation about the parts is given below., , Fig. 4.3: User interface showing the parts of LibreOffice Calc, , Electronic Spreadsheet, , Unit 4.indd 101, , 101, , 9/5/2018 4:58:42 PM
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Notes, , 102, , Unit 4.indd 102, , (a) Title bar: The Title bar, located at the top,, shows the name of the current spreadsheet., When the spreadsheet is newly created, its, name is Untitled X, where X is a number. The, first created spreadsheet takes the name as, Untitled 1, second is Untitled 2 and so on., (b) Menu bar: Menu bar is located just below, the Title bar. It contains the menus with, commands for various tasks. Each menu item, has a submenu called pull-down menu. The, various menu items are briefly explained below., (i) File: contains commands applied to entire, document — Open, Save, Wizards, Export as, PDF, Print, Digital Signatures and so on., (ii) Edit: contains editing commands — Undo, Cut,, Copy, Paste, Select, Find & Replace and so on., (iii) View: contains commands for modifying the, user interface — Toolbars, Column & Row, Headers, Full Screen, Zoom and so on., (iv) Insert: contains commands for inserting, elements into a spreadsheet — Image, Media,, Chart, Object, Shapes, Date, Time, Headers, and Footers., (v) Format: contains commands for modifying, the layout of a spreadsheet — Cells, Rows,, Columns, Page, Styles and Formatting,, Alignment and so on., (vi) Styles: for managing styles., (vii) Sheet: contains commands to insert and, delete cell, rows and columns, insert sheet,, rename sheet, fill cell, etc., (viii) Data: contains commands for manipulating, data — Define range, sort, and so on., (ix) Tools: contains various functions to check and, customise spreadsheet — Spelling, Language,, Gallery, Macros and so on., (x) Window: contains commands to display, window — New Window, Split and so on., (xi) Help: contains links to the help system included, in the software and other miscellaneous, functions — Help, License Information, Check, for Updates and so on., Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:42 PM
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(c) Toolbars: The Calc opens with the Standard, and Formatting toolbars at the top of the, workspace by default. These toolbar provide, a wide range of common commands and, functions. Placing the mouse cursor over any, icon displays a small box called a tooltip. It, gives a brief explanation of the icon function., (i) Standard toolbar: The standard tool bar, shows the icons for most common operations,, such as editing, arranging, filtering, etc., used, while working on the spreadsheet., (ii) Formatting, toolbar: Formatting, toolbar, has the most common operation related to, formatting datasheet. It includes buttons for, font selection, size of text, alignment, cell, value formatting and indentation, etc., , Notes, , (iii) Formula toolbar: It allows entering and editing, the formula in the cell. Formula bar consists, of the following:, • Name box: shows the cell reference, for, example A1., • Functions wizard: search the function from, the list of available functions., • Sum: used to total the numbers in the cells, above the selected cell. The sum is placed in, the selected cell., • Function: clicking on the Function icon, inserts an equals (=) sign into the selected cell, and the Input line allow formula to be entered., • Input line: displays the contents of the, selected cell (data, formula, or function) and, allows editing the cell contents. To edit inside, the Input line area, click in the area, then, type the changes. To edit within the current, cell, just double-click in the cell., (d) Worksheet: The worksheet in Calc is also, referred to as spreadsheet. The spreadsheet, can have many sheets. Each sheet can have, many individual cells arranged in rows and, columns. The sheet tab shows its default, name as Sheet1, Sheet2, Sheet3, …., Electronic Spreadsheet, , Unit 4.indd 103, , 103, , 9/5/2018 4:58:42 PM
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(e) Rows and columns: The sheet, is divided into vertical columns and, horizontal rows. Each sheet can have, a maximum of 1,048,576 (220) rows, and 1024 (210) columns. The rows are, numbered as 1,2,3,4,… and columns are, numbered as A, B, C, D, …., Z, AA, AB,, AC, …., AZ, BA to BZ, CA,…., AMJ., Fig. 4.4: Rows,, , columns and active cell, , (f) Cell and cell address: The, intersection of a row and column, is called a cell. It is the basic element of a, spreadsheet. It holds data, such as text,, numbers, formulas and so on. A cell address, is denoted by its column (letter) and row, number. For example, D4, E9, Z89 are the, valid example of cell address., , (i) Active cell: In a spreadsheet, cell is the place, where we enter the data. Before entering any, data in the cell, it has to be first selected by, placing a cursor on it. When we position the, mouse cursor on a cell, it gets selected, and is, ready to take data from the user. This selected, or activated cell is called as active cell. It is, always highlighted, with a thick border. The, address of the active cell is displayed in the, name box. The figure shows, B3 as the active, cell in the worksheet., , Let's Practice 1, Write, •, •, •, •, •, •, •, , the cell address of the following, First row and first column ……….., First column and last row ………..., First row and last column ……….., Last column first row …….., Seventh column and tenth row ……., Tenth column and nineteenth row …….., The cell address LK89 is situated in row number, …. and column letter ….., , (ii) Active cell in a worksheet: To enter data in the, cell, it should be selected first. Active cell in a, worksheet can be moved and selected by the, key or a combination of keys., 104, , Unit 4.indd 104, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:42 PM
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Key or, Key Combination, , Result of Key or Combination, , Arrow keys, (←↑→↓), , Move a single cell in arrow direction, , Ctrl + Arrow, Keys, , Moves the cell to the end of the data, range in a particular direction, , Home, , Moves to column A along the row, where the active cell is, , Ctrl + Home, , Moves the cell to A1 position, , Ctrl + End, , Moves to bottom right cell of the data, range, , Page Up, , Moves the worksheet one screen up, , Page Down, , Moves the worksheet one screen down, , (iii) Range of cells: A block of adjacent cells in a, worksheet which is highlighted or selected is, called a range of cells. Observe the worksheets, below., • The column range is the number of cells spread, across the column. The cell address is represented, by single column letter and, multiple row number in a, sequence. In this example the, column letter C is constant, with rows varying from 2 to 7., The range of cells starts in C2, and ends in C7. This range of, cells consists of the cells,, namely C2, C3, C4, C5, C6,, and C7. The range of cells, starts in C2 and ends in C7, Fig. 4.5: Column Range, and it is represented by C2:C7, as shown in Figure 4.5., • The row range is the number, of cells spread across the row., The cell address is represented, by single row number with, columns varying from B to D, columns. The range of cells, Fig. 4.6: Row Range, starts in B3 and ends in D3. This range of cells, consists of the cells, namely B3, C3, D3, and it is, represented by B3:D3 as shown in Figure 4.6., • The row and column range is the number of, cells spread across the row and columns. This, Electronic Spreadsheet, , Unit 4.indd 105, , 105, , 9/5/2018 4:58:42 PM
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Fig. 4.7: Row & Column Range, , range is a matrix with number of, rows and number of columns. In, this example, the range starts in, cell B2 and ends in cell C7. This, range of cells consists of the cells, from B2 to B7 and cells from C2 to, C7. The range it is represented by, B2:C7 as shown in Figure 4.7., Note: The control key is used to, select more than one ‘range of cells’, in a worksheet. The control key is, marked as ‘Ctrl’ on the keyboard., , Let's Practice 2, Answer the questions, based on the following, worksheet., 1. What is the address of, the first cell represented, by Range1?, 2. What is the address of, the last cell represented, by Range1?, 3. Write the cell range represented by Range1., 4. Write the cell range represented by Range 2., 5. What is the name of the cell range along a row?, 6. What is the name of the cell range along a column?, 7. Write the cell range represented by Range 3., 8. Give the number of cells in the cell range, represented by Range 3., , Entering data, To enter any data in a worksheet, practically in the cell,, it is required to select the cell. Cell can be selected by, positioning the pointer in a cell. The data to be entered, can be the label, values or formula., (a) Label: Label is the any text entered by, using a keyboard. It may combine with, letters, numbers, and special symbols. By, 106, , Unit 4.indd 106, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:42 PM
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default the labels are left aligned as shown, in Figure 4.8., , Fig. 4.8: Labels are left aligned and values are right aligned by default, , (b) Values: The numerical data, , consisting of only numbers are, called values. By default values are, right aligned. There are various forms, of values, such as integer, decimal, and so on as shown in Figure 4.9., (c) Formulae: Any expressions that, begins with an equals ‘=’ is treated, as formula. In the expression, the, ‘=’ followed by values, cell address, and functions are called as formula., When a formula is entered in a cell, in a worksheet the value of the, equation is displayed in the cell and, the formula is shown in the formula bar., Note: The values do not display the preceding zero., If any value (e.g., telephone numbers), preceded by, 0, then the first letter ‘0’ is not displayed, when the, data is value. To show the preceding ‘0’, the data, type has to be specified as ‘Text’., , Fig. 4.9: Values are right aligned, , Fig.4.10 Expressions as formula, , Example: Getting the total value of cells A1 and B1 into, cell C1 see Figure 4.10., Electronic Spreadsheet, , Unit 4.indd 107, , 107, , 9/5/2018 4:58:43 PM
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Notes, , Mathematical operators used in formulae, Spreadsheet Software has the most powerful features, to calculate numerical data using formulae. As, we use a calculator for calculation, Calc can add,, subtract, divide, multiply and much more. LibreOffice, Calc uses standard operators for formulae, such as a, plus(+), minus(-), multiplication (*), a division (/) for, arithmetic operation., Note: The order of evaluation can be changed by using, brackets. (The expressions within the brackets are, evaluated first)., Mathematical Operators, , Operator precedence, , + addition, , First, , -, , subtraction, , Second ^, , *, , multiplication, , Third, , /, *, , Fourth, , +,-, , / division, , (), , ^ exponentiation (power), , Simple calculations using values and operators, Table 4.1 below shows a few formula written using, values and operators. More than one mathematical, operator can be included in the formula. Let us, learn how to evaluate the operators in order. See the, Tables 4.1 and 4.2., Table 4.1: Writing simple formula, , Operator, , Formula, , Result, , Addition (+), , = 23+ 6, , 29, , Subtraction, , 0–6, , -6, , Multiplication (*), , 9*6, , 54, , Division (/), , 88/8, , 11, , Exponentiation (^), , 2^5, , 32, , Table 4.2: Use of brackets in simple equations, Formula, , 108, , Unit 4.indd 108, , Evaluation, , Result, , = 4+5*3, , = 4+15, , 19, , = (4+5)*3, , = 9*3, , 27, , = 5*4^2, , = 5*16, , 80, , = (5*4)^2, , = 20^2, , 400, , = (4/4)^2, , = 2^2, , 4, , = 16/(4^2), , = 16/16, , 1, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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Let's Practice 3, Evaluate the following equations using operator, precedence and then test the result in the spreadsheet, 1. 8-4/2 , , 2. 5*5+8, , 3. 3+5*4 , , 4. 2^5+8, , 5. 3+2^2 , , 6. 5+6*2^2, , 7. 8/4*4 , , 8. -4/2+2, , 9. 1+2^2-2 , , 10. 4*3/2, , Formulae with cell addresses and operators, The main advantage of entering formula with cell, addresses and operators, works just like a variable., When the values of the cells concerned change, the, results obtained by the formula also get updated, accordingly. Suppose to add the values in two cells A1, and A2 and get the addition in cell A3. If we position the, cursor in cell A3 and simply add the values as =5+8,, then we will get the correct addition in cell A3. But if we, change the values in cell A1 to 6 and A2 to 7, then again, we have to get the addition in the cell A3 by writing, =6+7. But if we write the general formula in cell A3 as, =A1+A2. Then we need not to do the addition in cell A3., We will get the respective addition with the change in, values in cell A1 and A2., Example: For calculating the volume, of a box with given length, width, and height in cells A2, B2 and C2,, respectively, see the formula to, derive the volume entered in cell D2, (see Figure 4.12)., , Figure 4.12: Volume of Box, , Let's Practice 4, Create a worksheet based on the Figure 4.12. Observe, the changes in values obtained from the formula in, column D when you enter different values in cells A2,, B2 and C2., Note: Formula starts with ‘=’ sign and nothing should, be written on the left side of the equal sign (‘=’). If you, forgot to put the ‘=’ before the formula, it will be treated, Electronic Spreadsheet, , Unit 4.indd 109, , 109, , 9/5/2018 4:58:43 PM
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as a label. If you write the formula B1=A2+A3 in cell B2,, then it will be taken as a label and calculations will not, be performed. When you enter formula with the equal, sign (‘=’), a formula bar gets activated automatically., This helps in knowing whether the entered text is a, formula or not (Figure 4.14)., , Fig. 4.13: Incorrect way of formula, , Fig. 4.14: Correct way of formula, , Example: Let us create a simple spreadsheet to prepare, a shopping bill of stationary of the following items., Item, , Quantity, , Unit Price, , 3, , 40, , 12, , 25, , Notebook, , 6, , 30, , Pencil Box, , 1, , 50, , Color Box, , 1, , 120, , 20, , 3, , Register, Single Rule Copy, , Notebook Cover, , The steps to create the spreadsheet are as mentioned, below:, Step 1: Open the LibreOffice Calc by using the, standard process., Step 2: Observe that the Calc has created the, worksheets automatically. Give the specific, name to the worksheet say ‘Stationary Bill’. To, do this, • Select the menu Sheet → Rename Sheet., • Give appropriate name, say ‘Stationery Bill’ to, the worksheet and click OK. Notice the change in, the worksheet name., 110, , Unit 4.indd 110, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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Step 3: Enter the data given in the above table in the, worksheet., To enter the above data in the worksheet ‘Stationery, Bill’ do the following:, • Click (click means left click), on the cell A1. Enter the, word “Item” and press the, enter key., • Click on the cell B1. Enter, the word “Quantity” and, press the enter key., • Click on the cell C1. Enter, the word “Unit Price” and, press the enter key., You may drag the column to, Fig. 4.15: Data entry of text, number and formula, resize it. It may be required to, resize a column while entering name of items. To resize,, put the mouse at the edge of the column, and drag it to, the required length. Select the heading cells and make, them bold using formatting toolbar. Now enter the data, so that the worksheet appears as shown in Figure 4.15., Step 4: Save the worksheet, with appropriate name, so that the data may, not be lost. To save the, worksheet, click on File, → Save. A Save dialog, box will appear as shown, in Figure 4.16. Select, the location where you, want to save the file., Enter the name of the, file say, ‘Stationery_, Bill’, and Click on, the Save button. The, spreadsheet file will get, saved by default in ODF, Fig. 4.16: Saving worksheet using Save dialog box, format with the name, Stationery_Bill.ods. Remember the name, and location of file, to retrieve it in future., Now calculate the total cost of each item in this, worksheet. Enter the heading as we will insert a new, Electronic Spreadsheet, , Unit 4.indd 111, , 111, , 9/5/2018 4:58:43 PM
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column right to the ‘Unit Price’ and give the heading as, ‘Total Cost’ in the cell D1. Here we do not need to insert, the new column. Since we are editing the spreadsheet, in the sequential manner, the next column is available, for data entry. However, if you want to enter the data in, the previous column then you have to insert the column, before the column C. So that data in column C shifts to, column D and an empty column C is created., To insert the column before any column, position the, cursor on any cell of the column before which you want, to insert the column and select, Sheet → Insert Columns → Columns → Columns left, (Figure 4.17), Similarly, to insert the column to the right select, Sheet → Insert Columns → Columns → Columns, right, , Fig. 4.17: Inserting column in the spreadsheet, , Now to calculate the, total cost in column D for, each item, move the cursor, on the cell D2, and enter, the formula ‘=B2*C2’ to, calculate the total cost for, ‘Register’. We need to apply, the same formula for the, next items. So instead of, writing the formula again, Fig. 4.18: Inserting formula in the spreadsheet, and again in the next cell, D3 to D7, click on the cell D2, hold and drag it down to, D7. The formulas to calculate the total cost will be get, copied. Observe that the address of the cell gets changed, automatically as shown in Figure 4.18. Now enter the, 112, , Unit 4.indd 112, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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there are hundreds of items and also there are more, chances of error. When there is a large quantity of data it, becomes difficult and complex task to write formula using, only the cell addresses. In such situations, LibreOffice, Calc provides built in functions. SUM is the function to get, the sum of range of cells. So we can use the function,, ‘Sum(D2:D7)’ in D8 cell (Figure 4.20) to obtain the total, cost of all the items. In the function we need to include, only the cell range (starting and last cell address)., , Fig 4.20: Using functions in the spreadsheet, , Think on, which of the following method will be more, appropriate to add cell data., = D2+D3+D4+D5+D6+D7 –, Method 1, = SUM (D2:D7) , –, Method 2, The spreadsheet applications contain different, functions to meet the requirements of different fields., The basic commonly used functions are given in the, Table 4.4., Table 4.4: Commonly used basic functions in Calc, Function, , Use, , SUM, , =SUM(Number1,Number2,.....), , Adds the values contained in a range of, cells., , AVERAGE, , =AVERAGE(Number1,Number2,....), , Finds out the average of the values, contained in a range of cell, , MAX, , =MAX(Number1,Number2,......), , Finds out the largest value contained in a, range of cells., , MIN, , =MIN(Number1,Number2,......), , Finds out the smallest value contained in, a range of cells., , COUNT, , =COUNT(Number1,Number2,.....), , Counts the number of cells within a range, of cells., , 114, , Unit 4.indd 114, , Syntax, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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Let's Practice 7, , Notes, , Using functions, The Figure 4.22 shows marks scored by students in, three different subjects., , Fig. 4.22: Marks scored by students in different subjects, , Provide answers for the following queries using, functions., 1. Write the formula in E2 to find the total marks, scored by HARMAN., 2. Copy the formula entered in E2 for other, students., 3. Write the formula in F2 to find the average marks, scored by HARMAN?, 4. Copy the formula entered in F2 for other, students., 5. Write the formula in cell B7 to find the highest, score in Hindi., 6. How will you find the highest score in English, and Maths?, 7. Write the formula in cell B8 to find the total, number of students who appeared in Hindi?, 8. Write the formula in cell B9 to find the lowest, score in Hindi., 9. How will you find the lowest score in English and, Maths?, 10. How will you find the highest score in Hindi,, English and Maths?, Electronic Spreadsheet, , Unit 4.indd 117, , 117, , 9/5/2018 4:58:43 PM
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Formatting the worksheet, The cell holds any type of data in the spreadsheet. The, cell data can be formatted using formatting toolbar or, cell formatting window. It is also possible to format the, cell using Format cells dialog box as shown in the, Figure 4.23. The Format cells dialog box can be opened, using Format→cells using the Format menu, or from, context menu opened through right clicking the cell., The various options in the Format→cells dialog is, briefly explained in the Table 4.10., Table 4.10: Formatting tool, S.no., , Tool, , Details, , 1., , Font, , Apply different font types on a worksheet, , 2., , Font Size, , Apply different font sizes on a worksheet, , 3., , Bold, , Make the selected text bold, , 4., , Italic, , Italicize the selected text, , 5., , Underline, , Underline the selected text, , 6., , Left Alignment, , Align text in a cell to the left, , 7., , Center Alignment, , Align text in a cell to the center, , 8., , Right Alignment, , Align text in a cell to the right, , 9., , Increase decimal places, , Show more precise value by showing more decimal places, , Decreased decimal places, , Show less precise decimal places, , 10., , Use of dialog boxes to format, values, The format cells dialog box in the, toolbar can be used to find more about, formatting a cell or range of cell. You, can open this Format Cell dialog box, by pressing the shortcut key Ctrl+1, as shown in Figure (4.23)., , Formatting a range of cells with, decimal places, The division of different numbers, may result in varied decimal places, Fig. 4.23: Format cells dialog box, in the quotient. In such cases it is, necessary to format the number to a fixed number of, decimal places., , 118, , Unit 4.indd 118, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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Following are the steps to format, a cell to the required number of, decimal places:, • Select the range of cells., • Open the ‘format cells dialog’, box, • Click the ‘Number’ tab, • Select the ‘Number’, • Change the decimal places as, required, • Click ‘OK’, , Fig. 4.24: Formatted to two decimal places, , Formatting a range of cells to be seen as labels, In a telephone number, the STD code starts with 0. But, while entering the telephone number with the STD code, the first digit zero (‘0’), disappears from the telephone, number. This is because the telephone number is stored, as a numeric value, and the numeric, value does not have a preceding, zero. If you make these numeric, values as text, then the complete, telephone number will appear with, a preceding zero. So format the, whole range of cells consisting of, telephone number as ‘text’. Follow, the steps below in order to format, Figure 4.25: Formatting a range of cells as labels, a range of cells as text as shown in, Figure 4.25., • Select the range of cells, • Open the ‘format cells dialog’ box, • Click the Number tab, • Select Text, • Click ‘OK’, • Enter numbers, , Formatting of a cell range as scientific, In a spreadsheet, by default the date format is in, American Format; (mm/dd/yyyy) (mm-month, dd‑date,, yyyy-year). The date 12/09/2018 means that it is the, , Electronic Spreadsheet, , Unit 4.indd 119, , 119, , 9/5/2018 4:58:43 PM
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Figure 4.26: Various date formats, , 09th day of December 2018. In a, spreadsheet application, the user, can change this Date in many, different formats (Figure 4.26). To, do these follow the below steps., • Select the range of cells., • Open the ‘Format cells dialog’, box, • Click the ‘Number’ tab, • Select the ‘Date’ category, • Select the date format, • Click ‘OK’, , Formatting a range of cells to display times, Time is indicated in a computer as 10:35:53 AM., The common format of this is hh:mm:ss AM/PM, (Figure 4.27). Here, hh means, hours, mm means minutes and, ss means second. Follow the, steps below to format a range of, cells to display the time., • Select the cell range, • Open the ‘format cells dialog’, box, • Click the ‘Number’ tab, • Select the ‘Time’ category, • Select category Time should be, displayed, Fig. 4.27: Various time formats cell range, • Click ‘Ok’, , Formatting alignment of a cell range, The labels and values can be aligned to the left, center, or right of a cell range by using the alignment icons , (Left, Right, Center) on the standard toolbar., • Select the range of cells, • Open the ‘format cells dialog’ box, • Click the ‘Alignment’ tab, • Select left, right or center, • Click ‘OK’, 120, , Unit 4.indd 120, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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Create the worksheet as shown in Figure 4.28 using, formatting tools and formulae., • Center align row 1., • Make row 1 and row 2 Bold., • Italicise cells A3, A4, A5., • Use function AVERAGE in cell E3 to calculate, the average of Hindi (B3) English (C3) and Maths, (D3)., • Copy this formula by dragging it from E3 to E6., • Use function AVERAGE and write a formula in B7, to calculate the average of Class 9 (B3), Class 10, (B4), Class 11 (B5), Class 12 (B6) for the subject, Hindi., • Copy this formula by dragging it from B7 to D7, and use them to calculate the average for English, and Maths., , Fig. 4.28: Worksheet with, various formats, , Speeding up data entry, The most important ability of a spreadsheet, is to drag and drop the contents of one cell to, another by using a mouse. Calc includes several, other tools for automating input, especially of a, repetitive task. They include the fill tool, selection, lists, and the ability to input information into, multiple sheets of the same document., , Using the fill handle, The Calc Fill Handle tool is used to fill the next, cells till you drag it with the next predefined, value. For example, if you want to fill the numbers, in sequence of 1,2,3...., or days of the week as, Monday, Tuesday, ...., or month name as Jan,, Feb,...., enter the first two values, select them and, drag to the next cells till you wish to continue the, series in sequence., Figure 4.29: Fill handle for number, (a) For number series: Type the numbers, series, 1, 2 in two consecutive cells and select, them using a mouse. Click on the right down, corner of the selected cells, hold down the first, button of mouse and drag downward till you, want to continue as shown in Figure (4.29)., , Electronic Spreadsheet, , Unit 4.indd 121, , 121, , 9/5/2018 4:58:43 PM
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Here you can get a series on different interval, also by giving the difference between two, consecutive cell values and drag them. For, example, to draw odd number series type 1, in the first cell and 3 in the next cell and then, drag them to fill odd number series., (b) Copying a formula: If you wish to apply the, same formula to the number of cells in the rows, or columns, you need not enter the formula, again and again in each cell. A formula can be, copied. It saves the time and efforts in the case, of long and complex formulae and reduces, chances of errors., (i) Use of copy and paste commands for copying, formulae, Following are the steps to copy a formula using the, copy-paste command, • Select the cell, • Copy the contents of the selected cell, (Ctrl+C), • Select the cell to which the formula is to, be pasted, • Paste the contents in the selected cell, (Ctrl+V), (c), Fig. 4.30: Fill handle, , Fill handle of a cell: The small black, square in the bottom-right corner of, the selected cell or range is called a fill, handle (see Figure 4.30)., , (d) Uses of fill handle for copying formulae:, Follow the steps below to copy formula using, the fill handle., • Select the cell which contains the formula, • Click the small black square in the bottom-right, corner of the selected cell, • Drag the fill handle up to the required cell, , Let's Practice 7, A. Copy the formula using Fill Handle, 1. Create the worksheet as shown in Figure 4.30., 122, , Unit 4.indd 122, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:43 PM
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•, , Click on Cell A2 and using Fill Handle, Drag it, till Cell A15. You will get the list of all the Days’, name., • Click on Cell B2 and using Fill Handle, Drag it till, Cell B15. You will get the list of all the Months’, name., • Select Cell C2 and C3 using a mouse. Now using, Fill Handle in cell C3 drag it till Cell C15, you will, get a list of Natural numbers., • Select Cell D2 and D3 using a mouse. Now using, Fill Handle in cell D3 drag it till Cell D15, you will, get a list of Even numbers., • Select Cell E2 and E3 using mouse. Now using, Fill Handle in cell D3 drag it till Cell E15, you will, get a list of Odd numbers., After these five activities, you will get the sheet as, shown in Figure 4.31., , Fig. 4.30 Activity sheet for fill handle, , Fig. 4.31 Result of fill Handle activity, , 2. Create a worksheet as shown in Figure 4.32, with all student names and marks., •, , Type the formula in cell H2 as =SUM(C2:G2). You, will get the total marks of Amit. Now drag the, formula using Fill Handle in cell H2 to H11 to get, the total of all marks., , Electronic Spreadsheet, , Unit 4.indd 123, , 123, , 9/5/2018 4:58:44 PM
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•, , Type the formula in cell I2 as =AVERAGE(C2:G2)., You will get the average marks of Amit. Now drag, the formula using Fill Handle in cell I2 to I11 to, get the total of all marks. After that you will your, sheet as shown in Figure 4.33., , Fig. 4.32: Activity sheet for formula dragging, , Fig. 4.33: Result of Activity sheet for formula dragging, , Referencing, Referencing is the way to refer the formula or function, from one cell to the next cell along the row or column., There are three types of referencing., • Relative referencing, • Mixed referencing, • Absolute referencing, Till now we have used Relative referencing in the earlier, examples., (a), , Relative Referencing, When you drag any formula in any row or column in, any direction, the formula gets copied in the new cell, with the relative reference. Almost all spreadsheet, applications use relative referencing by default., , Fig. 4.34: Activity for using Relative reference, , 124, , Unit 4.indd 124, , Fig. 4.35: Use of Relative referencing, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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When we drag the formula downwards in columns,, the row number of the cell address gets one added. In, the same way, when you drag the formula horizontally, from the left to the right column, the column name of, the cell address is added on to the next column letter., Refer Figure 4.34, in cell E2, the formula = C2*D2, has been used to calculate the total price of the pencil., In cell D7, the formula =SUM(D2:D6) has been used to, calculate total quantity of all items. Now drag formula, from cell E2 to E6 vertically and from Cell D7 to D8, horizontally. In Figure 4.34, you can observe that the, formula in cell E3 to E6 is C3*D3, C4*D4, C5*D5, and, C6*D6. The row numbers have got added by one while, column names are constant. As you drag formula from, cell D7 to E7, the formula gets changed to SUM (E2:E6), from SUM (D2:D6). The column names get changed,, while row numbers will remain same., Note: To see the formula after dragging as shown in, Figure 4.34, Select from Menu View>Show Formula., , Let's Practice 8, A., , Show the formula in cell used in Figure 4.35, for column Total and Average., , 1. Prepare a worksheet as shown in Figure 4.36 to, calculate the Gross Salary of employees., , Fig. 4.36: Displaying formula in Relative reference, , 2. Type the formula in Cell D2, E2, F2, G2 and H2, as shown in the figure. Now drag each formula, Electronic Spreadsheet, , Unit 4.indd 125, , 125, , 9/5/2018 4:58:44 PM
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you have typed till row 11 to calculate the gross, salary of each person. Finally calculate the total, salary of all persons in Cell H12 yourself., (b) Mixed referencing: As we have seen, when we drag, the formula, row number or column name get, change in relative reference. Again consider, the same sheet prepared in Figure 4.36 with, the following changes., 1. Make a new column GR Total in Cell J1 as, shown in Figure 4.37., 2. Type Grace Marks 20 in Cell C14., 3. Now calculate the Grand Total of marks in cell, J2 by formula =H2+C14., 4. Now drag the formula vertically from Cell J2 to, J11 and check if the grace marks are added for, all the students or not., 5. The result shows that only in cell J2, 20 marks, are added, with no other change., Now to see the formula, from Menu View>Show, Formula for what exactly Calc did in this case as, shown in Figure 4.37., , Fig. 4.37: Display formula in mixed referencing, , In this case as cell address H2 changes from H3 to, H11. In the same way the cell address C14 also changes, 126, , Unit 4.indd 126, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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from C15 to C23. Since there is no value in cell C15 to C23,, the result in the cell J3 to J11 are not affected. So to, calculate grand total of all students, modify the formula in, Cell J2, keeping the address cell C14 constant., In Mixed Referencing,, the $ sign is used before row, number or column name to, make it constant., Now modify formula in cell, J2 as H2+C$14 and drag it, downward from cell J2 to J11., Observe the column J from cell, J2 to J11 in Figure 4.38, the, cell address C14 is constant., Fig. 4.38: Uses of mixed referencing, The output of this activity is, shown in Figure 4.39. It is, observed that in column J from cell J2 to J11, in the, formula, value of cell C14 is constant. The grace marks, denoted in C14 cell are being added in each (cell J2 to, J11). The cell address H2 is relatively changing from H2, to H11, but cell C14 remains constant. This is mixed, referencing in which one cell address name is variable, and one cell address is constant., , Figure 4.39: Result of mixed referencing after modifying formula, , In this activity, the row number has been kept, constant. The column name can also be kept constant, by using $ sign before column name (as $C14) in any, formula, if dragging the formula horizontally., (c) Absolute referencing: In Absolute referencing,, a $ symbol is used before the column name as, well as row number to make it constant in any, Electronic Spreadsheet, , Unit 4.indd 127, , 127, , 9/5/2018 4:58:44 PM
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formula. For example, $C$12, $D$5, etc. In, this case, even if you drag your formula in any, direction, the cell name remains constant. This, type of referencing is used in higher classes., , Thumb rule for referencing, Types of Cell Reference, Example, , Type of reference, , A1, , Relative reference, , $A1, , Mixed reference (Column letter is absolute), , A$1, , Mixed reference (Row number is absolute), , $A$1, , Absolute reference (No change), , Creation of Charts Using Spreadsheets, It is not easy to comprehend, compare, analyse or, present data when they are represented as numbers., But when data are presented in the form of charts they, become an effective tool to communicate. Let us learn, how spreadsheet applications are used for this purpose., The various types of charts are given below., Table 4.10: Types of charts, Types, , Purpose, , Column Chart, , Comparing classes of data items in group., Group comparison, , Bar Chart, , Comparing classes of data items in group., Group comparison, , Line Chart, , Comparing classes of data items in group., Group comparison, , Pie Chart, , Comparing classes of data items as, percentage., , XY Scatter, Chart, , Comparing data in pairs, , Let us use the worksheet below to create a column, chart., • Follow the steps given below to create charts., • Select the range of data (A1:F7), • Insert → Chart, • Select the type of chart, 128, , Unit 4.indd 128, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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•, •, , Select the chart (Column Chart), Click finish. A chart as shown in, Figure 4.40 will be displayed., , Example: Quadratic function chart of, the equation Y=X2-5X-3 is given, in the Figure 4.41., 1. Enter the values 2 to 7 in axis as, shown in worksheets., 2. Enter the formula below in cell B2., , Fig. 4.40: Worksheet with chart, , = B1^2-5*B1-3, 3. Copy the formula entered in B2 upto, K2, 4. Mark A1:A2 a data range, 5. Insert → Chart → XY Scatter, , Figure 4.41: Column chart, , Fig. 4.42: Quadratic function values of x, y, , Let's Practice 9, A., , Provide answers of the following, based on the, worksheet in Figure 4.43., • Name the cell range consisting of number 12,, 10, 19., • Name the cell range, consisting of number, 27, 20, 15, 22., • Write the formula, in B8 using only cell, addresses to calculate, the total of the values, Fig. 4.43: Answers based on the worksheet, from B2 to B7., , Electronic Spreadsheet, , Unit 4.indd 129, , 129, , 9/5/2018 4:58:44 PM
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•, •, •, , Write the formula in G3 using function to, calculate the total of the values from B3 to F3., Write how you would copy the formula in F3, to F4., Write the formula in B8 using function to, calculate the average of the values from B3, to B7., , B. Create the worksheet below in Calc, Use a single function and create the formula., , Fig. 4.44: Marks List, , 1. Enter the formula in G2 to calculate the total, marks scored by Harman, 2. Enter the formula in H2 to calculate the average, scored by Harman., 3. Enter the formula in B9 to find out the highest, score obtained for science., 4. Enter the formula in B10 to find out the lowest, score obtained by students in each subject., 5. Enter the formula in B11 to find out the number, of students present for each subject., 6. Enter the formula in B12 to find out the average, score of each subject., , Check Your Progress, A. Multiple Choice Questions, 1. Which of the following technique can be used to allow only, date value in cell?, (a), (c), 130, , Unit 4.indd 130, , Data formatting, Data filtering, , (b) Data sorting, (d) Data validation, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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2. Which of the following options when selected deletes all, data validation?, (a), (c), , Delete formatting , Delete formula , , (b) Delete all, (d) Delete me, , 3. We can replace multiple occurrences of a word using, which of the following facilities of Calc?, (a), (b), (c), (d), , Find and replace, By replace only, By copy command, By preview command, , 4. What is the name of mechanism to arrange the data in a, particular order?, (a), (c), , Sorting , Filtering , , (b) Searching, (d) Validating, , 5. What is the name of mechanism to filter out unnecessary, data?, (a), (c), , Sorting , Filtering , , (b) Searching, (d) Validating, , 6. Which of the following type of package does Calc refer to?, (a), (c), , Spreadsheet, Multi-sheet, , (b) Double sheet, (d) Cannot determine, , 7. Which of the following, created in Calc?, (a), (c), , .ods , .xls , , is an extension of a worksheet, , (b) .odd, (d) .obj, , 8. How can one calculate the total of values entered in a, worksheet column of?, (a), (c), , By manual entry (b) By auto-sum, By formula, (d) By sum function, , 9. If we move a cell containing a formula having reference to, another cell in the worksheet what will happen to the cell, numbers used in the formula?, (a) The cell row and columns are changed at destination., (b) The cell row change at destination., (c) The cell columns are changed at destination., (d) No change will scour., 10. What is the correct way to enter a function in Calc?, (a) Directly typing function name in a cell, (b) Using function wizard or selecting from toolbar, (c) Both (a) and (b), (d) Depends on the function, Electronic Spreadsheet, , Unit 4.indd 131, , 131, , 9/5/2018 4:58:44 PM
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11. A function should start with __________________., (a), (c), , ‘=’ sign , numbers , , (b) alphabets, (d) All of the these, , 12. Which of the following option is used to print a chart?, (a), (c), , Insert → Chart, File → Print, , (b) File → View, (d) View → Chart, , 13. How many axes does charts in Calc have?, (a), (c), , Two , Two or three, , (b) Three, (d) Four, , 14. The chart preview can be seen in________________., (a), (c), , Page preview, Export chart, , (b) Chart preview, (d) All of these, , B. Fill in the blanks, 1. The column immediately, ___________________., , next, , to, , column, , “Z”, , is, , 2. The default extension of a workbook created using a, LibreOffice Calc spreadsheet is _____________., 3. The spreadsheet feature used to continue the series is, called as __________________., 4. The formula “=MIN(C1:C5)” stored in cell C6 when copied, to cell D6 changes to ______________., 5. The formula in cell A2 is =B2+C3. On copying this formula, to cell C2, C2 will change to _____________., 6. The cell address of the cell formed by the intersection of, the ninth column and the eighth row will be _____________., 7. $A1$B2 is an example of _____________ referencing in, spreadsheet software., 8. Numbers entered into a cell are automatically ___________, aligned., 9. If A1:A5 contain the numbers 16, 10, 3, 25 and 6 then, =Average(A1:A5;60) will display______________., 10. In _______________referencing, the reference changes rows, and columns automatically when it is copied to a new cell., C. State whether the following statements are True or, False, 1. A cell is a combination of row and column., 2. A spreadsheet is also called as worksheet., 132, , Unit 4.indd 132, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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3. There are ‘n’ number of sheets in a spreadsheet., 4. In a spreadsheet, we can change the column width and, row height., 5. $A1$B2 is an example of mixed referencing., D. Solve the following in a spreadsheet, 1. Cell A1 contains the number 10 and B1 contains 5. What, will be the contents of cell C1, if the formula =A1+B1*2^3, is entered in cell C1?, 2. The contents of Cell A1, B1, C1 and D1 are 5, –25, 30 and, –35, respectively. What will be the value displayed in cell, E1 which contains the formula =MIN(A1:D1)., 3. Cell D5 contains the formula =$B$5+C5 and this formula, is copied to cell E5, what will be the copied formula in cell, E5?, 4. Cell D5 contains the formula =$B5 + C5 and this formula is, copied to cell E5, what will be the copied formula in cell E5?, 5. Cell D5 contains the formula =$B5 + C$5 and this formula, is copied to cell E6, what will be the copied formula in cell, E6?, E. Short answer questions (50 words), 1. What do you call the document created in a spreadsheet, application?, 2. What are the steps to create a new spreadsheet?, 3. What is the difference between spreadsheet, worksheet, and sheet?, 4. What is the default name of the worksheet? How can it be, renamed?, 5. Write the steps to insert and delete the worksheet in Calc., 6. What is an active cell? How to delete the contents of an, active cell?, 7. What is relative and absolute cell address in the, spreadsheet?, 8. Explain any two operations performed on data in a, spreadsheet., 9. How do formulae work in a spreadsheet?, 10. Can you include more than one mathematical operators, in a formula?, Electronic Spreadsheet, , Unit 4.indd 133, , 133, , 9/5/2018 4:58:44 PM
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11. How to make visible the desired toolbar a spreadsheet?, 12. Give the syntax and example of any three mathematical, functions in spreadsheet., 13. Give the syntax and example of any three statistical, functions in spreadsheet., 14. Give the syntax and example of any three decision making, functions in spreadsheet., 15. Give the syntax and example of any three date and time, functions in spreadsheet., 16. Give the syntax and example of any three logical functions, in spreadsheet., 17. Give the syntax and example of any three string functions, in spreadsheet., 18. Explain the advantages of drawing a chart in Calc., 19. Explain in one line each the various types of charts., 20. Write the steps to insert a chart in Calc., 21. Name and explain any five components of a chart in a, spreadsheet package., , Practical Exercise, 1. Explore in how may formats can you save the Calc, worksheet using the Save as option. Verify it by opening, in the software., 2. Open a Calc document, add seven sheets using Sheet tab,, colour them as rainbow color such as “Violet”, “Indigo,”, ….etc. Make sure that “Indigo” sheet is recoloured with, indigo colour and so on., 3. Try auto-fill tool with negative numbers., 4. Try auto-fill tools with two dates. Write 15-08-2013 in a, cell and in its adjacent cells write a successive data. Drag, the content to next 10 cells. Using this technique try to, create a monthly calendar., 5. Add your name in to the dictionary so that the red line, will not be displayed under it., 6. Implement the example of the shopping bill discussed in, this chapter. Study any bill you get from a super store, and implement it in Calc., 7. Generate the Calc document with your in all your marks, six different subjects. Make total of the marks find out, average and percentages from the data., 8. Make a list as given below and sort the list according to, Class and then by names., , 134, , Unit 4.indd 134, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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Name, , Class, , Section, , Date of, Birth, , Month of, Birth, , Year of, Birth, , Khushi, , Class 9, , D, , 06, , February, , 2004, , Diya, , Class 9, , A, , 08, , June, , 2006, , Kushaal, , Class 3, , C, , 10, , July, , 2010, , 9. Filter the list of friends you have created in Question 8, above, so that it will display only those friends information, whose birth dates are in the month of August., 10. Use help to find information about sorting and filtering., Prepare notes on these topics using Help., 11. Use your notes on data validation and also use the, data you have entered in Question 8 of this exercise,, to validate the data in the date of birth column so that, nobody can enter data such as 33. You have to make, data validation in such a way that it will accept only 1 to, 31 numbers as date of birth values., 12. Consider your marks of different subjects and prepare, a simple marksheet containing school name, student’s, number, student’s name, class and marks. Also find, percentages and marks and grade., 13. Make a small survey in your area and find out the, newspaper invited in each house for at least 10 houses., Collect data, arrange them and prepare 3D pie chart, based on this., 14. Consider a mathematical function, such as Y=3*X+1., Calculate the value of Y for each even value of X, as given, in the table below., Value of X, , 2, , 4, , 6, , 8, , 10, , Value of Y, , ?, , ?, , ?, , ?, , ?, , For this do the following:, (a), (b), (c), (d), , Enter these values in Calc worksheets, Use formula to find out the values of X for each even, value of Y, Plot a line chart of X and Y values together, Format the chart as per your choice, , 15. Collect the electricity bill of your home for, each, month, from, January, to, December, (12 months). Create a worksheet with the data of Name, , Electronic Spreadsheet, , Unit 4.indd 135, , 135, , 9/5/2018 4:58:44 PM
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of the Month and Bill Amount as below. Enter the data, in a worksheet and develop the chart of various types., Conclude your result that which type of chart will be, more appropriate for such type of data., Month, , Bill Amount, , January, February, March, April, May, June, July, August, September, October, November, December, , 136, , Unit 4.indd 136, , Domestic Data Entry Operator – Class IX, , 9/5/2018 4:58:44 PM
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5, , Digital, Presentations, , Introduction, Presenting information clearly and effectively is a key, skill to get your message or opinion across the audience., Today, presentation skills are highly required in almost, every field. Presentation skills include content as well as, flow of presentation. There are a number of advantages, of using a presentation prepared with computer., A presentation includes, • Regular text, • Lists items, • Table, • Graphics elements, • Sound and Video, • Animation, Presentation is used to present the project proposal, in business organisations. Presentation is highly used, in teaching and training. The concepts that are difficult, to explain, can be easily presented to the audience in, a simple way using any presentation software. For, example, a teacher wants to teach any biological system, , Unit 5.indd 137, , 9/26/2018 10:08:30 AM
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Notes, , of human a complete system can be demonstrated, using pictures and animation very effectively through, a presentation. Machine parts and operation of various, machines can be easily shown. We can also print the, presentation in different ways., Impress is one of the important components of, LibreOffice suite from The Document Foundation. It is, free, open source and widely used by large community, to create presentation. You can create presentation, using text, graphics and animations for class lecture,, corporate training and invited talk. The presentation, created in LibreOffice Impress can be opened in other, presentation software like MS PowerPoint., Using Impress, we can read MS PowerPoint, presentations and its templates. We can also open, any Impress presentation in MS Power Point but with, slightly different look and feel. LibreOffice Impress, runs on Windows, Linux, and Mac. It may look slightly, different on different operating system., If you don’t have any presentation software on, your computer and you have an Internet connection, then you can easily use the presentation software. The, presentation software like MS-Office 365 PowerPoint,, Google Presentation or Microsoft SkyDrive PowerPoint are, available to make your presentation. These are the software, available under the cloud platform in the Internet., In LibreOffice Impress, an effective presentation can, be created by using different multimedia elements. The, text editing and formatting, such as bold, colours, text, alignment, borders, drawing, etc., of presentation in, Impress uses the same commands and options as that, of Writer and Calc., , Characteristics of a good quality presentation, A good quality presentation is required to convey the, message clearly to the audience. The following points, or guidelines have to be taken care of while preparing a, good quality presentation., (a) Number of lines: On one page or slide try to, include 5 to 8 lines. Adding more number of lines, or a paragraph may take more time to read as the, font size may become too small., 138, , Unit 5.indd 138, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:30 AM
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(b) Font-size: While preparing the presentation,, you need to take care of the room size, distance, between the screen and the audience. Accordingly, the font size of the texts in the presentation may, be decided. It will be appropriate to keep the font, size at 32 points or more, so that the audience, can easily read the contents., , Notes, , (c) Correct use of grammar and language: The, grammar and language should be correct in your, presentation, because if you make a mistake that, will replicate to the number of persons in the, audience. So you must present the contents error, free in terms of grammar, spellings of language by, reading the slides carefully., (d) Inserting, images,, drawings,, tables, or, graphs: Try to avoid inserting more than two, graphics (images, drawings, tables or charts) in, any slide. Inserting too many graphics becomes, confusing for the audience., (e) Use of colours: Try to use dark colours, bold, letters with different fonts to highlight certain, points. Use fair or silent background colours, and dark colours for fonts. Give attention to the, contrast of background and foreground colours., Bring the variation in colours of the fonts as per, the readability. Use of dark-coloured fonts over a, dark background, or taking only one colour red, throughout the whole presentation is not a good, practice. Consider the factor that which colour, will be more comfortable for the human eyes to, see. Use different colours somewhere in between, the presentation to show the importance of words., (f), , Animation and videos: Do not include more, than one animation or video in one slide. Including, more than one, will overlap the sounds and may, cause confusion to the audience., , (g), , Pay attention to target group: While creating, the presentation, give attention to meet the, requirements of the target audience. Focus on, the contents, sequence of the topics in such a, way that it makes a flow to attract the attention, of the audience from the objectives. Otherwise,, , Digital Presentations, , Unit 5.indd 139, , 139, , 9/26/2018 10:08:30 AM
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the audience might be lost. For example, if you, include a video or animation of 5 minutes, it will, divert the attention of the audience and the whole, objective of the presentation may be lost., , Let's Practice 1, 1. List the advantages of Impress with multimedia, projector for presentation purpose., 2. List the possible multimedia contents that are, included while creating a presentation., 3. List the important points to be considered while, making an attractive presentation., 4. Prepare the storyboard of presentation that you, wish to create., , Getting started with LibreOffice Impress, Starting LibreOffice Impress, , Fig. 5.1: Starting LibreOffice, Impress, , 140, , Unit 5.indd 140, , To start LibreOffice Impress, just double click its shortcut, icon on the desktop. In general, you will find a shortcut, of LibreOffice on the desktop or on the Quick Launch, Taskbar. The process may slightly differ according, to the operating system (Windows or Linux) that you, are using., To start LibreOffice Impress in Windows, double, click its shortcut icon on the desktop. Or click on the, Start or Windows button, select LibreOffice → LibreOffice, Impress from application window., In Ubuntu Linux, open the LibreOffice Impress by, any of the following options., • Find the LibreOffice Impress icon on the, application launcher, and click it to start the, application., • Find the LibreOffice Impress icon through “Show, Applications” icon on the launcher. To search,, enter the word “impress’’ and select LibreOffice, Impress from the search results., After starting Impress, its initial window will open as, shown in Figure 5.1. It shows the various parts of the, Impress application window., Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:30 AM
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(a), , Parts of Impress window: The parts of Impress, main window are shown in the Figure 5.2., (i) Title bar: It contains the name of presentation, file with extension (.odp) and presentation, application as LibreOffice Impress. It is always of, the top of the LibreOffice Impress title bar window., Window manipulation buttons are located in the, right corner. These are Minimize, Maximize/, Restore and Close buttons., , Fig. 5.2: Parts of the Impress window, , •, •, •, •, , (ii) Menu Bar: It contains the menus with logically, grouped commands. All the commands required, to create the presentation are found here. The, various menus are as under:, File: File menu is used to perform basic operations, on the presentation (saving, opening an existing, one, creating a new one, etc.)., Edit: This menu contains functions for copying,, cutting and pasting text segments., View: It is used for window view adjustment, (different view types are selected, zooming, etc.), and for adding toolbars., Insert: This menu is used to insert various, objects like tables, shapes, textbox, and charts, into a presentation., , Digital Presentations, , Unit 5.indd 141, , 141, , 9/26/2018 10:08:31 AM
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Notes, , • Format: It contains functions for text formatting., • Slide: It is used to insert new slide, duplicate, slide or delete slide., • Slide show: It is a tool for viewing presentations., • Tools: They are used to control spelling in a, presentation., • Window: It is used for viewing already opened, presentations., • Help: It is used to see the help of any topic on Impress., (iii) Various toolbar: There are various toolbar to, manage GUI of Impress. You can use these toolbar, as and when required for various tasks., • Standard toolbar: Each menu of the menu bar, are placed here as icons for easy operations., • Slide pane: It is a vertical pane to see the slide, in small size to navigate on any slide easily. As, you click on particular slide, that slide will be, displayed in larger size in middle of the window., Now you can modify and make required changes,, add or remove effects to complete the slide., • Workspace: This is the central part of the window,, where the presentation slides are created, text is, entered, images and other objects are inserted., • Slides: This is in the left part of the window,, display presentation slides in the thumbnail form., The pane can be closed and opened if you click on, the Slide Pane command in the View menu., • Tasks pane: Task pane is on the right part of the, window. Task pane is made up of five components., All components are NOT open as you start this, pane. You need to select the relevant object to, open it., • Master pages: You can modify the base, architecture of slide. You can make the, presentation base and the common style for all, slides using this. There are a few default slide, master pages available in Impress., • Layouts: You can prepare your own layout and, keep these safe for future use using this software., , 142, , Unit 5.indd 142, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:31 AM
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•, •, , •, , •, •, •, , •, , You can select any of these and modify it or use it, as required., Table design: This gives styles for creating tables., Anyone can modify the style according to his or, her own choice., Custom animation: There are many animation, features for the texts, drawings, etc., in a slide., Using this feature you can add, change or remove, animation features., Slide transition: Using slide transition, you can, set the way, how the slide will appear during, presentation. There are too many ready-made, alternatives available. You can also modify, features like speed of transition, sound effects,, automated transition, etc., Drawing toolbar: Using drawing toolbar, you can, make various artistic works in the presentation to, make your presentation effective., Insertion point: It is a location of the cursor, where your text will appear as you type anything, (means location where the cursor is blinking)., Status bar: It displays information about the, active presentation, the current position of the, cursor and the zoom slider. It can be adjusted, according to user preferences. Status bar can, be turned off in the View menu by selecting the, Status bar command., Zoom control: This tool is used to zoom in or, zoom out the slide., , Notes, , Closing LibreOffice Impress, , To close the Impress application directly, select, the manipulation button Close (×), or select the File, Menu→Exit command or use the keyboard shortcut, Alt+F4 or Ctrl+Q., , Creating a Presentation, Creating a presentation using template, , To create a new blank presentation, select the File, Menu→New or click on the icon New or use the, combination of keys Ctrl+N., , Digital Presentations, , Unit 5.indd 143, , 143, , 9/26/2018 10:08:31 AM
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A window ‘Select, a, Template’, will, appear., Choose, a, template as per your, choice, by, clicking, on the template as, shown in Figure 5.3, to start preparing the, presentation., Prepare your, presentation using, template. The selected, template appears in, the form of title slide, layout as shown in, Figure 5.4., When creating a, presentation, the first, Fig. 5.3: Select a template, slide is normally the, title slide. You can use, either a blank layout or one of the title layouts as per, your title slide. Now enter the title text in this slide as, shown in Figure 5.5., , Fig. 5.4 : Creating a Presentation using template, , 144, , Unit 5.indd 144, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:31 AM
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Fig. 5.5 : Enter title of the slide, , Fig. 5.6: Slide Layouts, , Selecting slide layout, The appropriate layout can be, selected from Layouts section, in the Properties window. The, layouts included in LibreOffice, range from a blank slide, to a slide with six content, boxes and a title as shown in, Figure 5.6., You can also select a slide, layout by using menu, Slide, → Slide Layout → Title slide, as shown in Figure 5.7. The, layout you have selected will, be applicable in the right side, of the window. Alternatively,, you can select the slide in the, Slides Pane, it will appear in, the Workspace and here you, can select the required layout, from the Layouts section in, the Sidebar., Fig. 5.7: Selecting slide layout – Title slide, , Digital Presentations, , Unit 5.indd 145, , 145, , 9/26/2018 10:08:31 AM
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Notes, , (a), , Adding text: To add text to a slide that, contains a text frame, click on Click to add, text in the text frame and then type your, text. The Outline styles are automatically, applied to the text as you insert it. The, Figure 5.5 shows the slide after adding, the text., , (b), , Saving a presentation: While creating a, presentation, you can save it to the disk with, some name, so that the content may not be, lost or to use the presentation further., , (i) To save the presentation, you are working, on, follow the steps as given below: Select, the File Menu→Save, or, use the shortcut, key combination Ctrl+S, or click on the Save, button on the Standard Toolbar., , This will open the Save dialog box as shown in, Figure 5.8, which allows to select the location, on the disk and assign the name to save, the presentation., , Fig. 5.8 : Saving the presentation, , 146, , Unit 5.indd 146, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:31 AM
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(ii) To change the location in drive open the, directory in which you want to save the file, , Notes, , (iii) Enter a name of presentation file, (iii) Click Save, (vi) If the presentation is already saved the, contents will be updated in that presentation, file., • Saving a presentation with different name:, To save the presentation with a different name,, select File→ Save As or, use the shortcut key, combination Shift+Ctrl+S. In Save As dialog, box, a new file name can be entered as shown in, Figure 5.9 in the File Name field. Saving is finished, by using the Save button., , Fig. 5.9: Saving presentation in different format, , •, , Saving with a different format: By default the, presentation is saved with .odp extension. To, save a presentation as another file type, select, File→Save As. In the Save As dialog box, click on, , Digital Presentations, , Unit 5.indd 147, , 147, , 9/26/2018 10:08:31 AM
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Notes, , the All Formats drop-down menu and select the, choice from the offered programs, for example,, Microsoft PowerPoint 97/2000/XP/ 2003 (*.ppt), or (*.pptx) as shown in Figure 5.9., (c), , Running a slide show, (i) To run the slide show, click Slide Show→Start, from First Slide on the main menu bar or, Click the Slide Show icon on the Presentation, toolbar or the Slide Sorter toolbar or Press F5., The slide show starts to run., (ii) By clicking the mouse button, you can move, to the next slide. Or you can use the arrow, keys on the keyboard to go to the next slide, or the previous one. You can also Press the, Spacebar key on the keyboard to proceed to, the next slide., (iii) Right-click anywhere on the screen to open a, menu for navigating the slides and set other, options., (iv) In the last slide, you will get a message Click, to exit presentation. Just click the mouse, button or press any key on the keyboard to, exit the presentation., (v) If you want to exit the slide show at any time,, just press the Esc key., , 148, , Unit 5.indd 148, , •, , Saving a presentation as HTML: To publish, the presentation on the web or to open the, presentation in the web browser, save it in HTML, format (HyperText Markup Language), which, could be opened in any web browser. To save the, presentation as html:, (i) Click on File → Export, (ii) Select the directory in which you want to, save the file, (iii) Enter a file name, (iv) Click Save, , •, , Save a file in PDF format: A Portable Document, Format (PDF) of the presentation can be created, by saving a file in the PDF format, which can, be viewed with the free Adobe Acrobat Reader., Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:31 AM
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However, it cannot be edited. To save a file in the, PDF format:, (i) Click on File → Export as PDF, (ii) Select the directory in which you wish to save, the file, (iii) Enter a file name, (iv) Click Save, (d) Closing a presentation, (i) To close a presentation, select File Menu→, Close or use the keyboard shortcut keys Ctrl+W., (ii) To open a presentation again, select File→, Open command, or, use the keyboard shortcut, keys Ctrl+O., (iii) It will open the Open dialog box. Specify the, location of the file that is to be opened in the, Look in field, select the files and, open it with, the Open command., (e), , Using Help, Help function is located in the Help menu. By, selecting the LibreOffice Help tab, a window, is opened with a list of available help topics., , Fig. 5.10 : Help Function, , Fig. 5.11 : LibreOffice Impress Help, , Digital Presentations, , Unit 5.indd 149, , 149, , 9/26/2018 10:08:32 AM
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In the Search item text box you can enter a term, to explore. The quickest way to open the Help, function is by using the F1 function key., , Working with slides, Now to carry forward the presentation work, the next, slide has to be added. The new slide can be inserted, into the presentation by inserting a new slide as well as, inserting a duplicate slide. Inserting a duplicate slide, will insert the copy of the existing or current slide into, the presentation., , Inserting a duplicate slide, Sometimes, you may wish to insert the same slide as, the previous ones just like the first page of the book has, the title of the book and the same title also appears on, the cover page of the book. In such a case you may copy, the slide to the next slide. In simple words, you want, to duplicate an already created slide. So to insert the, duplicate slide:, (i) Select the slide you want to duplicate from, the Slides Pane., (ii) Select from menu bar Slide → Duplicate Slide., (iii) Or, right-click on the slide and select, Duplicate Slide from the menu., (iv) Or, right-click on a slide, in Workspace and select, Slide → Duplicate Slide, from the menu., (v) Or, click the Duplicate, Slide, icon, in, the, Presentation toolbar., (vi) You, can, insert, the, duplicate slide in your, presentation by using, one of the above options., After inserting a duplicate, slide the presentation, will look like as shown in, Figure 5.12., Fig. 5.12 : Inserting duplicate slide, , 150, , Unit 5.indd 150, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:32 AM
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Inserting new slides, To insert a new slide, use any of the following way., (i) Select from menu bar Slide → New Slide., (ii) Or, right-click on a slide and select New Slide, from the context menu., (iii) Or, right-click in an empty space in the, Workspace and select Slide → New Slide, from the context menu., (iv) Or, click the New Slide icon in the Presentation, toolbar., (v) Or, use the keyboard shortcut Ctrl+M., (vi) Now insert the new (third) slide into the, presentation by using one of the options given, in the ‘Insert new slide’. After inserting a new, slide the presentation will look as shown in, Figure 5.13 (b)., , Fig. 5.13 (a) After inserting new slide, , Fig. 5.13 (b) Inserting new slide, , Slide layout, After inserting a new slide, the layout contains one or, more content boxes. Each of these content boxes can be, configured to contain text, movies, images, charts or, tables. You can select the icon based on the content by, Digital Presentations, , Unit 5.indd 151, , 151, , 9/26/2018 10:08:32 AM
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clicking on the corresponding icon that you want to, display as shown in the middle of the content box, (Figure 5.14)., To change the layout of, a slide, just select the slide, in the Slides Pane. It will, appear in the Workspace, and select the desired, layout from the Layouts, section in the Sidebar., Several layouts contain one, or more content boxes. To, use the content box for text,, click on Click to add text., Enter the text as you want, Figure 5.14: Selecting content type, to display in the slide., , Copying and moving slides, The slides once created can be reused within the, presentation or in another presentation. To move the, slide to another location use cut and paste process. To, copy the slide, use the process of copy and paste., , 152, , Unit 5.indd 152, , (a), , Cut and paste: To cut and paste something in a, presentation, (i) Select the slide by marking it in the Slide, Shorter view, or on the left side of the screen, in the Normal view., (ii) Click on the right mouse button, and select, the Cut option (if you want to move it) or, Copy option (if you want to copy it), from the, context menu., (iii) Mark the place in the presentation where you, want to move or copy the slide., (iv) Right click the mouse button, select the Paste, option from the context menu., , (b), , Using keyboard shortcuts: Cut, Copy and, Paste operations can also be performed by the, combination of keys:, (i) Cut – Ctrl + X , (ii), Copy – Ctrl + C, (iii) Paste – Ctrl + V, Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:32 AM
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(c), , Drag and drop copying and moving method:, The copy, cut and paste operations can also be, performed by ‘Drag and Drop’ method:, (i) Select the slide that you want to copy., (ii) Click and hold the left mouse button on the, marked slide, and at the same time press and, hold the Ctrl button., (iii) Move the mouse cursor to the desired location., (iv) Release the left mouse button, and then, release the Ctrl button. The copy is pasted to, another location., (v) Moving the text via ‘drag and drop’ method, can be done in the same way like copying, but, without using the Ctrl button., , Fig. 5.15 (a) Cut slide, , Fig. 5.15 (b) Copy slide, , (d) Deleting slides: To delete any slide from a, presentation, first it should be selected. To delete, one or more slides, (i) Select the slide(s) by marking them in the, Slide Pane, (ii) Right click the mouse button on the selected, slide, (iii) Select the Delete Slide option in the context, menu, Digital Presentations, , Unit 5.indd 153, , Fig. 5.15 (c) Paste slide, , Fig. 5.16 Delete slide, , 153, , 9/26/2018 10:08:32 AM
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(iv) Another quick way to delete the slide is just, select the slide and press the Delete button, from the keyboard, (e), , Fig. 5.17 : Rename slide, , Renaming a slide: The slides are named as, slide1, slide2,… by default. It is possible to give, the name to the slide by renaming it. To rename a, slide:, (i) Select the slide by marking them in the Slide, Pane, (ii) Right click the mouse button on the selected, slide, (iii) Select the Rename slide option in the context, menu, (iv) A Rename Slide dialog box will appear where, you can assign the new name to the slide, , Fig. 5.18: Rename Slide dialog box, , Fig. 5.19 : After renaming a Slide, , Copying, moving and deleting content, Impress is the component of LibreOffice. So you can, use the same commands and options that of LibreOffice, Writer for text editing in LibreOffice Impress. To copy, or move some text or an object in the presentation to, another location (in the same presentation or another, presentation), it is necessary to first select the text., (i) Select the text and click the right mouse button., (ii) Select the Copy option from the context menu, (keyboard shortcut: Ctrl + C) for copying or Cut, option (keyboard shortcut: Ctrl + X) to cut., (iii) Position the cursor on the location on the, slide, to which you want to move or copy the, content., 154, , Unit 5.indd 154, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:32 AM
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(iv) Press the right mouse button and select the, Paste option from the context menu (keyboard, shortcut: Ctrl + V)., (a), , Notes, , Deleting the text: It is easy to delete the text of, the slides. The delete and backspace button on, keyboard is used to delete the text. The delete key, deletes the character on the right of the cursor,, and the backspace button deletes the character, on the left of the cursor. Pressing delete key or, backspace keys deletes one character at a time., To delete the line or paragraph of text, first select, the text and then press the delete key. Alternately, you can use the cut option to delete the text., , (b), , Undoing and returning the changes: Impress, keeps the history of recent changes made. When, we execute a command on some text, for example, delete the text, we are able to reverse what we have, done. This is known as the undo function. It is also, possible after having undone the change, get it, back. This is called the redo function. These options, are located in the Standard toolbar, and can also be, performed using keyboard shortcut keys Ctrl + Z is, used for Undo and Ctrl + Y is used for Redo., Sometimes you may apply any command or option, by mistake. To revert this mistake, there is a function, called as Undo. It returns the document to its previous, state. Pressing the key combination Ctrl+Z undoes, the last change you have made. Pressing it again, will, undoes one before that, and so on., Alternately, use Edit→Undo. Using this, method, the menu will indicate what type of, operation you will be undoing. Another way to, do this is to press the undo icon on the function, bar., Redo function is used to revert the result of, the Undo function. It can be used many times,, as the Undo function was used. To use this, function use Edit →Redo. If you want to rollback, your undo command, you can use redo. You, can also execute the redo function by pressing, the redo icon on the function bar, or by using, the keyboard shortcut Ctrl+Y., Digital Presentations, , Unit 5.indd 155, , 155, , 9/26/2018 10:08:32 AM
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View a presentation, The presentation created in Impress can be viewed in a, number of ways. One may wish to view the presentation, in larger or smaller or in medium size. It is possible to, view the presentation as per the user’s requirement., , Controlling the size of the view, Zoom and View Layout dialog box opens in the View tab., It is possible to select among the proposed values to, increase zoom, or enter your own value, which, must be a whole number., Other ways to zoom are:, (i) use of the Zoom slider on the Status bar, (ii) use of the Zoom button on the Standard, toolbar, (iii) use the menu option View → Zoom →, Zoom, the Zoom and View Layout dialog, box will open. Select the appropriate, Fig. 5.20 (a) Zoom & View Layout dialog, option from it, Zoom slider on the Status bar has two, marked sections. If you are positioned in the, first highlighted section, the entire slide will, Fig 5.20 (b) Zoom in out using slider, display within the Workspace. If you position, yourself to the second one, the, increase of 100% of the slide,, will be displayed., , Workspace views, The various workspace views are, in the drop-down list of the View, menu. These views are Normal,, Outline, Notes, Slide Sorter, Slide, Master, Notes Master, Handout, Master. The appropriate view, can be selected from the View, menu., , Fig. 5.21: Normal View, , 156, , Unit 5.indd 156, , (a) Normal view: As shown in, Figure 5.21, it is the main view, for working with individual, slides. This view is used to, Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:32 AM
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format and design and to add text, graphics,, and animation effects. In this view, the slide is, displayed in the, middle, of, the, window. On the, left side of the, window, the pane, with, slides, thumbnails (slides), is displayed (if the, Slide, Pane, is, selected, from the, View menu)., (b), , (c), , Outline, view: As, shown in Figure, 5.22, it contains all, the slides of the, presentation in a, sequence. It shows, each slide in the, outline format. Only, the text contained, in each slide is, displayed inside the, Workspace. It, displays slide text, in the form of a, structure., Notes, view: As, shown in Figure, 5.23, it is used to, add notes to a slide, for the information, of presenter. It is not, seen by the audience, while showing the, presentation., It displays the, area in which the, notes, are used to, help during the, presentation., , Digital Presentations, , Unit 5.indd 157, , Fig. 5.22 :Outline View, , Fig. 5.23 : Notes View, , 157, , 9/26/2018 10:08:32 AM
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Notes, , (d) Slide Sorter view: As shown in Figure 5.24, it, contains all of the slide thumbnails. It is suitable, for rearranging the slide order. It is used to sort, slides with the ‘drag and drop’ method. Use this, view to work with a group of slides or with only, one slide., , Fig. 5.24 : Slide Sorter View, , Formatting text, The contents of the slides can be formatted in various, ways. The most common way is to use the formatting, icons on the Formatting toolbar. Another way is by, selecting Format→Text from the menu bar, and the, third way is by using the keyboard shortcuts. The, various formatting options are explained below and, shown in the Figure 5.25., , Fig. 5.25 : Formatting toolbar options, , 158, , Unit 5.indd 158, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:33 AM
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(i) Font name: Click on the font type drop-down, display to see the list of fonts and select a, font name., (ii) Size: Click on the font size drop-down display, to see the list of font sizes from where you can, select the font size., (iii) Increase font size: Clicking on a with upward, arrow, will increase the size of the text, (Keyboard shortcut: Ctrl+])., (iv) Decrease font size: Clicking on a with, downward arrow, will decrease the size of the, text (Keyboard shortcut: Ctrl+[)., (v) Bold: Clicking on a changes the text to bold, (Keyboard shortcut: Ctrl+B)., (vi) Italic: Clicking on a changes the text to italic, (Keyboard shortcut: Ctrl+I)., (vii) Underline: Clicking on a changes the text to, underline (Keyboard shortcut: Ctrl+U)., (viii) Strikethrough: Clicking on a draws a line, through the selected text., (ix) Superscript : Clicking on ab raises the selected, text above baseline (Keyboard shortcut:, Shift+Ctrl+P)., (x) Subscript: Clicking on ab lowers the selected, the text above baseline (Keyboard shortcut:, Shift+Ctrl+B)., (xi) Font colour: Clicking on drop-down box (▼), to the right of font colour icon opens the, colour pallet from where you can change the, font colour., (xii) Highlighting: Clicking on drop-down box (▼), to the right of highlight colour icon opens the, colour pallet from where you can change the, highlight colour., There are other text formatting options that are used, sometimes while working with paragraphs., , Digital Presentations, , Unit 5.indd 159, , 159, , 9/26/2018 10:08:33 AM
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(i), , (ii), , (iii), , Fig. 5.26: Selecting numbers, , (iv), , (v), , Fig. 5.27 : Bullets and numbering dialog box, , 160, , Unit 5.indd 160, , (vi), , The alignment, , icons, are used to align the, text to the Left, Center,, Right, or Justify., Align top, align center, vertically, align bottom, are used to align the, selected text to the top,, center or bottom of the, text box., Bullets and, numbering: Creates, a bulleted or, numbered list from, selected paragraphs., Click on the small, triangle to the right, of the icon to select a, bullet or numbering, formatting option from, a drop‑down list as, shown in Figure 5.26., Clicking on More, Options at the bottom, of these drop-down, lists open the Bullets, and Numbering, dialog as shown in, Figure 5.27., Increase paragraph, spacing, decrease, paragraph spacing: It, increases or decreases, the spacing above and, below the selected, paragraphs., Line spacing: Adjust, the spacing between, the lines of a selected, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:33 AM
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paragraph. Click on the small triangle to the, right of the icon and select the type of line, spacing from the drop-down list (Figure 5.28)., , Working with tables, , Inserting tables, Tables are inserted by selecting, the Table icon on the Standard, toolbar, or by selecting the Table, command on the Insert tab. In, the Insert Table dialog box, the, Number of columns and the, Number of rows are specified., We have already seen that, when we insert a blank slide in, the presentation, we can create a, table by clicking on the table, icon. Tables can also be inserted, by selecting the Table icon on, Fig. 5.28 : Line Spacing, the Standard toolbar as shown, in Figure 5.29. By clicking on, the arrow next to the Table icon,, Fig. 5.29 Creating table, the Table drop‑down menu, opens, by dragging the cursor, the desired, number of rows or columns can be selected., A Table can be inserted from the Insert, menu by selecting Insert → Table. In the, Insert Table dialog box, the Number of, columns and the Number of rows are specified, as shown in Figure 5.30. In the Insert Table, dialog box, the Number of columns and the, Number of rows are specified., Fig. 5.30: Insert Table Dialog, , Entering and editing data in a table, The content is put in table by placing the insertion point, in a table cell and entering text. Moving the insertion, point in a table can be done in three ways:, • by pressing the left mouse button, • by pressing the TAB key on a keyboard, • by using arrow keys on the keyboard, Digital Presentations, , Unit 5.indd 161, , 161, , 9/26/2018 10:08:33 AM
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(a), Fig. 5.31: Selecting a table cell, , Selecting a cell: To select a cell within a table,, position the mouse cursor along its left edge, and, when the cursor changes to a sloped white arrow,, press right mouse button (Figure 5.31)., (b) Selecting a row/column:, To select a row or column in, a table, position the row or, column to select, and when, the mouse cursor changes, to a sloped white arrow, press the left mouse button, and drag it to the end of, the row or column. A row or, column can also be selected, by pressing the right mouse, button on the row or column, you want to select, and, selecting the row or column, and Select the option from, the context menu as shown, in Figure 5.32., , (c), Selecting a table: To, select an entire table, first, Fig. 5.32: Selecting column in a table, click on its edge. When the, mouse cursor changes to a sloped white arrow,, click on the left mouse button. To move the, table, position on its edge, and when the cursor, changes to a sloped white arrow, drag the table, to a specified location., , Adjusting column width and row height using, the mouse, To change the width of the column, position on the, border line between the two columns, and when the, cursor changes to a (↔) sign, press the left mouse, button, hold and drag it until the column achieves the, desired width. The same can be done for adjusting the, row height., , Table borders and background, Fig. 5.33 : Selecting Table, Properties, , 162, , Unit 5.indd 162, , The various table formatting options can be applied on, the table just like Writer. The borders and background, Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:33 AM
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can be assigned to the table. To, do this, right click on the table, border, the Table Properties, dialog box will open as shown, in Figure 5.34, from where you, can change the borders and, background of the table., (a), , Deleting a table: To, delete a table, Click, on the slide and, drag a selection box, over the table to, select it, then press, the Delete key, Or, Click on the table, border to select the, table and press the, Delete key., , Adding and formatting images, , Fig. 5.34 : Table Properties Dialog box, , Graphics can be inserted in the presentations for giving, more information. Images can be inserted from the, gallery, files stored in the computer., , Inserting an image from a file, (i) To insert an image into presentation, select, Insert → Image on the menu bar or, click, on the Insert Image, icon located on the, standard toolbar. The, Insert Image dialog, opens., (ii) Select the file from the, desired directory. By, selecting the Preview, option, a thumbnail, of the selected image, will be displayed in, the preview pane on, the right as shown in, Figure 5.35., Fig. 5.35: Insert Image Dialog box, Digital Presentations, , Unit 5.indd 163, , 163, , 9/26/2018 10:08:33 AM
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Inserting an image from the gallery, The Gallery contains the images that can be used in a, presentation. To insert an image from the gallery:, (i) Select Insert → Media → Gallery from the, menu. The Gallery displays the available, themes with images (Figure 5.36)., (ii) Select a theme and scroll to find a suitable image., (iii) Click on the image and drag it onto the, workspace., (iv) Release the mouse button and the image will, be placed into your slide., , Formatting images, Formatting an image includes moving, resizing, rotating, an image. The image inserted into a presentation can be, formatted., Fig. 5.36: Insert from gallery, , , , Moving images, (i) To move the image in the slide, click, on an image, observe that the cursor, changes to hand shape (Figure 5.37)., (ii), , Click and drag the picture to the, desired position., , (iii) Release the mouse button., Fig. 5.37 : Moving Image, , Fig. 5.38: Resizing Image, , 164, , Unit 5.indd 164, , Resizing images, (i) Select the image by clicking on, it. Observe that selection handles, displayed., (ii) Position the cursor over one of, the selection handles. The cursor, changes the shape giving a graphical, representation of the direction of the, resizing., (iii) Click and drag to resize the image, (Figure 5.38)., (iv) Release the mouse button when, satisfied with the new size., Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:33 AM
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Rotating images, (i) The image can be rotated, in any direction using the, Rotate icon. To manually, rotate an image:, • Select the image to display, the selection handles., • Click the Rotate, icon on, the Line and Filling toolbar., • Click again on the selected, image and the selection, handles change shape and, colour (Figure 5.39)., Fig. 5.39: Rotating image, • Click the mouse and move, in the direction in which you, want to rotate the image., • When satisfied, release the mouse button., , Formatting using the Image toolbar, When an image is selected, the Image toolbar becomes, available under the Properties window as shown, in Figure 5.40. This toolbar provides a number of, formatting options. The Image toolbar can also be, displayed by selecting View → Toolbars→Image from, the menu bar., , Managing graphic objects, Drawing tools, , Fig. 5.40: Image toolbar, , Impress provides various drawing tools. The Drawing, toolbar having the majority of the tools used to create, graphical objects as shown in Figure 5.41. To activate, this toolbar, select View → Toolbars →Drawing from, the main menu bar., Fig.5.41: Drawing toolbar, , (a), , Drawing lines: To draw a line follow the below, given procedure., , Digital Presentations, , Unit 5.indd 165, , 165, , 9/26/2018 10:08:33 AM
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(i) Click on the small triangle to the right of the, line tool and select the desired line from the, available selection (Figure 5.42)., , Fig. 5.42 : Lines, , Fig. 5.43 Select Drawing shapes, , Fig. 5.44: Dragging to slide, , (ii) Click and drag on the slide to create the line, or shape and release the mouse button., (b), , Drawing shapes: As similar to drawing a line,, you can draw shapes by selecting the desired, shapes from the available selection and clicking, and dragging on the slide. An example of drawing, the human face shape has been illustrated in, Figure 5.45., , Grouping objects, , Fig. 5.45: Grouped object, , 166, , Unit 5.indd 166, , More than one object can be grouped together and, treated as a single object. A group formed by grouping, the objects can be formatted as a single object, moved,, rotated, deleted, and so on. To group objects together:, (i) Select the objects to be grouped using selection, tool on the Drawing toolbar and draw a rectangle, around the objects to be grouped, or hold down the, Shift key and click on each object. To select all the, objects, go to Edit → Select All on the main menu, bar or use the keyboard combination Ctrl+A., (ii) When the selection handles are displayed, go, to Format→Group on the main menu bar or, use the keyboard combination Ctrl+Shift+G, or right-click on an object within the selected, group and select Group from the context menu., An example of grouped objects has been shown, in Figure 5.45., Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:34 AM
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Ungrouping, To ungroup objects follow the, below given procedure:, (i) Select the group by, clicking on any one, of the objects in the, group., (ii) When the selection, handles are displayed,, go to Format →, Group → Ungroup, on the menu bar or, use the keyboard, combination, Ctrl+Alt+Shift+G, or right-click on the, group and select, Ungroup from the, context menu., , Working with Slide, Masters, Impress comes with various, slide masters. These slide, masters are available in the, Master Pages section of the, Sidebar. There are three, subsections, namely Used in, this Presentation, Recently, Used, and Available for Use., Click the expand marker next, to the name to expand it (see, Figure 5.46). It will show, thumbnails of the slides. Just, click the collapse marker to, collapse the subsection to, hide the thumbnails. Every, slide masters shown in the, Available for Use, lists form, templates with the same name., Digital Presentations, , Unit 5.indd 167, , Fig.5.46: Sidebar Master Section, , 167, , 9/26/2018 10:08:34 AM
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Adding transitions, (i) In the Sidebar, select the Slide Transition, icon to open the Slide Transition section., (ii) In the Slides pane or Slide Sorter view,, select the slides to apply the transition. If you, want to apply the transition to all the slides,, do not select any slides., (iii) In the Apply to selected slides list, select a, transition., (iv) Modify the selected transition by changing, the speed or adding a sound, in the Modify, transition section. To play a sound during, transitions, select a sound from the Sound, list., , Fig. 5.47: Transition effects, , (v) If a sound is selected, the Loop until next, sound option becomes active. Select this, option to play the sound repeatedly until, another sound starts., (vi) Select how to advance to the next slide:, manually (By mouse click) or automatically, (Automatically, after)., To, select, an, automatically advance, you will have to, specify how long the slide should remain, visible before it automatically advances to the, next slide., (vii) To apply transition to all slides, click Apply, to All Slides., (viii) To start the slide show from the current slide,, check transitions, click Slide Show., , Let's Practice 2, Make a presentation on the basis of clue given below., Model Story Board, (Font size: 28), Slide 1, Subject: ICT Mela, PSSCIVE, Bhopal Background: Sky blue, Animation: Fade in, Color: Green, Slide transition:................., Various ICT Techniques, Various ICT Techniques with different Colour, , 168, , Unit 5.indd 168, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:34 AM
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Slide 2, Objectives of the Study, 1. To find out the reason behind of ICT, Mela., 2. To find out the areas of ICT Mela., 3., 4., , Font size: (Study objectives : 44), Others: 32 Color: Red, Background color: Light Yellow, Animation : Fade in, Slide Transition: ................, , Font size : (Preparation Steps : 24), Slide 3, Preparation steps for showing your Others : 32 Colour : Blue, Background colour : Light Yellow, method of learning., Animation : Fade in, 1., Slide Transition: ................, 2., , Check Your Progress, A. Multiple Choice Questions, 1. Which of the following option is not available on, Presentation Wizard?, (a), (b), (c), (d), , Empty presentation, Form template, Open new presentation, Open existing presentation, , 2. Which of the following is not a part of main Impress, window?, (a), (c), , Slides pane, Work pane , , (b) Workspace, (d) Task pane, , 3. Which of the following is not a section of tasks pane?, (a), (c), , Master pages, Custom View, , (b) Layouts, (d) Custom animation, , 4. Which view button listed below is not one of those available, in the workspace?, (a), (c), , Normal view, Thumbnail view, , (b) Outline view, (d) Notes, , 5. Which view is generally used for creating, formatting and, designing slides?, (a), (c), , Normal view, Notes , , (b) Outline view, (d) Slide Sorter view, , 6. The slide show can be exited at any time during the show, by pressing which of the following keys?, (a), (c), , Space bar, Break key , , Digital Presentations, , Unit 5.indd 169, , (b) End key, (d) Esc key, 169, , 9/26/2018 10:08:34 AM
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7. Which of the following features is used to create a new, slide show with the current slides but presented in a, different order?, (a), (c), , Rehearsal , Slide Show Setup , , (b) Custom Slide show, (d) Slide Show View, , 8. Which of the following feature is used to progress the slide, show automatically while speaking on the topic?, (a), (c), , Custom Animation, Slide Transition , , (b) Rehearse Timing, (d) Either (a) or (b), , B. Fill in the blanks, 1. ___________________ is used to maintain consistency in, design and colour in the presentation., 2. ________________view is used to view all the slides, simultaneously., 3. ________________is used to perform basic operations on the, presentation, 4. Master Page is used to modify the _____________of the, slide., 5. To create a new blank presentation, use the key, combination ____________., 6. In, every, presentation,, ___________________., , first, , slide, , should, , be, , 7. To save a presentation, we can use key combination, _______________ ., 8. In LibreOffice Impress, by default the presentation is saved, with _________extension., 9. The keyboard shortcut key for slide show is _____________., 10. The short cut key to close the LibreOffice impress is, _______________., 11. The short cut key to insert a new slide is ________________., 12. The ____________ view is used to apply animation on the, content of slide, 13. A paper copy of presentation given to the audience is, known as ________________., 14. To play a sound during transitions, select a sound from, the ______________ list., 15. To play the sound repeatedly, the __________________is, used., , 170, , Unit 5.indd 170, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:34 AM
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C. State whether the following statements are True or False, 1. The order of the slides cannot be changed in slides pane, 2. Slide design or layout can be changed for multiple slides, simultaneously., 3. Every slide in a presentation has exactly one slide master., 4. Animations once applied can be changed but cannot be, removed., 5. Slide names are included in outline view., 6. The notes added to slides can be seen during the, presentation., 7. A presentation can have multiple slide masters., 8. A user can create his/her own slide master., 9. Once a pre-defined slide master is selected, the background, of slide cannot be changed., 10. The text added to the header is displayed on the first slide, only., 11. The text added to the footer is displayed on the last slide, only., 12. User can create his/her own template and use it in the, Presentation Wizard., 13. The Notes View is used for the audience., 14. It is not possible to insert audio or video clips in the, presentation., 15. Header and footer can be inserted in the presentation., D. Short answer questions (50 words), 1. List the possible multimedia contents that are included, while creating a presentation., 2. List the important points to be considered while making, an effective presentation., 3. What are the advantages of using a presentation?, 4. What objects can be inserted to slides in Impress?, 5. What are the steps to add picture or object to the slide?, 6. How can text be added to header or footer on the sliders?, 7. Describe the use of fields available in header and footer., , Digital Presentations, , Unit 5.indd 171, , 171, , 9/26/2018 10:08:34 AM
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8. Write the steps to create a template., 9. Write down the steps to add slide transition in your, presentation., 10. How will you add the slide number at the bottom of each, slide?, 11. How will you insert a company’s logo (picture) in first slide, of your presentation?, 12. How will you add the name of the company on the top of, the each slide?, 13. Write down the steps to create a table in a presentation., 14. Write down the steps to insert a chart in slide., 15. What are the five views of presentation?, , Practical Exercise, 1. Create a presentation which gives an overview of the, science subject. This presentation should contain the, following slides:, (i) Title of the subject (use title slide layout only), (ii) Index, (iii) Introduction of each chapter (Minimum one slide, per chapter should be prepared.), 2. For the presentation created in Q.1 above, do the, following:, (i) Rename each slide with the chapter name., (ii) Change the font for the slide title., (iii) Add a footer that contains the current date and your, school name., (iv) Apply at least one master page to your presentation., (v) Hide slides of even chapters and see the effect., (vi) Start the slide show after setting the option as, Change slides manually. (Navigator should be, visible during the presentation)., 2. For the presentation created in Q.1, do the following:, (i) Convert the presentation to a PDF file., (ii) Set the Handout view such that there are 4 slides, per page., , 172, , Unit 5.indd 172, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:34 AM
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3. Create a presentation which demonstrates details of a, car launched by any company of your choice. Include the, following sliders:, (i) Introduction of the company, (ii) List of cars the company sells., (iii) Introduction of the new car launched., 4. For the presentation created in the question above, add, the following functionalities:, (i) All models of the car should be displayed in tabular, format. (Model name, Basic Price, Average, Capacity), (ii) Modify the appearance of the table and set animation, effect as box, (iii) Add the image of the each model with its description., (iv) Change the background colour of each slides of your, presentation., List of General Shortcut Keys used in LibreOffice, Shortcut keys for controlling dialogs, Shortcut, Keys, , Effect, , Enter key, , Activates the focused button in a dialog, , Esc, , Terminates the action or dialog, , Spacebar, , Toggles the focused check box in a dialog, , Arrow keys, , Changes the active control field in an option section of a, dialog, , Tab, , Advances focus to the next section or element in a dialog, , Shift+Tab, , Moves the focus to the previous section or element in a, dialog, , Alt+Down, Arrow, , Opens the list of the control field currently selected in a, dialog These shortcut keys apply not only to combo boxes, but also to icon buttons with pop-up menus. Close an, opened list by pressing the Escape key, , Shortcut keys for controlling documents and windows, Shortcut, Keys, , Effect, , Ctrl+O, , Opens a document, , Ctrl+S, , Saves the current document, , Ctrl+N, , Creates a new document, , Ctrl+Shift+N, , Opens Templates and Documents dialog, , Ctrl+P, , Prints document, , Ctrl+F, , Activates the Find toolbar, , Digital Presentations, , Unit 5.indd 173, , 173, , 9/26/2018 10:08:34 AM
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Ctrl+H, , Calls the Find & Replace dialog, , Ctrl+Shift+F, , Searches for the last entered search term, , Ctrl+Shift+J, , Toggles the view between full screen mode and normal mode, in Writer or Calc, , Ctrl+Shift+R, , Redraws the document view, , Ctrl+Shift+I, , Enable or disable the selection cursor in read-only text, , F1, , Starts the LibreOffice Help, , Shift+F1, , Context Help, , Shift+F2, , Turns on Extended Tips for the currently selected command,, icon or control, , F6, , Sets focus in next sub-window (for example, document/data, source view), , Shift+F6, , Sets focus in previous sub-window, , F10, , Activates the first menu (File menu), , Shift+F10, Ctrl+F4, Alt+F4, , Opens the context menu, or, , Ctrl+Q, , Closes the current document (close LibreOffice when the last, open document is closed), Exits application, , Shortcut keys for editing or formatting documents, , 174, , Unit 5.indd 174, , Shortcut Keys, , Effect, , Ctrl+Tab, , When positioned at the start of a header, a tab is inserted, , Ctrl+X, , Cuts out the selected elements, , Ctrl+C, , Copies the selected items, , Ctrl+V, , Pastes from the clipboard, , Ctrl+Alt+Shift+V, , Pastes unformatted text from the clipboard. The text is, pasted using the format that exists at the insertion point, , Ctrl+Shift+V, , Opens the Paste Special dialog, , Ctrl+A, , Selects all, , Ctrl+Z, , Undoes last action, , Ctrl+Y, , Redoes last action, , Ctrl+Shift+Y, , Repeats last command, , Ctrl+I, , The Italic attribute is applied to the selected area. If the, cursor is positioned in a word, this word is also marked, in italic, , Ctrl+B, , The Bold attribute is applied to the selected area. If the, cursor is positioned in a word, this word is also put in bold, , Ctrl+U, , The Underlined attribute is applied to the selected area., If the cursor is positioned in a word, this word is also, underlined, , Ctrl+M, , Removes direct formatting from selected text or objects, (as in Format - Clear Direct Formatting), , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:34 AM
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Answer Key, Unit 2: Data Entry, , and, , Keyboarding Skills, , A. Multiple choice questions, 1.d, , 2. a, , 3. c, , 4. d, , 5. d, , B. Fill in the blanks, 1. muscle, 4. current, 8. Last, , 2. words per minute, 5. 12, 6. Numeric, 9. right-hand , , 3. Alpha Numeric, 7. Cursor, 10. four, five, , C. State whether the following statements are True or False, 1. T 2. F, 3. F, 9. F 10. F 11. T, , 4. T, 12. F, , 5. T, 13. F, , 6.T, 7. T, 14. F 15. F, , 8. T, , Unit 3: Digital Documentation, A. Multiple choice questions, 1. c, 8. a, 15. b, 22. c, , 2. c, 9. c, 16. b, 23. d, , 3. b, 10. c, 17. a, 24. b, , 4. b, 11. d, 18. b, 25. a, , 5. c, 12. d, 19. a, , 6. a, 13. a, 20. b, , 7. b, 14. a, 21. b, , B. Fill in the blanks, 1. dialog box 2. another submenu 3. formatting a document, 4. beginning of the line, the end of a line, 5. redo, 6. word, 7. top, bottom 8. landscape 9. print preview 10. data source, C. State whether the following statements are True or False, 1. T, 8. T, 15. F, , 2. F, 9. F, 16. F, , 3. F, 10. T, 17. T, , 4. T, 11. T, 18. T, , 5. T, 12. T, 19. T, , 6. T, 13. T, 20. T, , 7. F, 14. T, , 5. d, 12. c, 19. d, , 6. d, 13. a, 20. d, , 7. a, 14. d, 21. c, , Unit 4: Electronic Spreadsheet, A. Multiple choice questions, 1., 8., 15., 22., , a, d, a, a, , 2., 9., 16., 23., , a, c, c, a, , 3., 10., 17., 24., , c, d, a, c, , 4., 11., 18., 25., , a, a, b, b, , B. Fill in the blanks, 1. AA, 6. I8, , Unit 5.indd 175, , 2. .ods, 3. Fill handle 4. =MIN(D1:D5) 5. =D2+E3, 7. mixed 8. right, 9. 20, 10. Relative, , 9/26/2018 10:08:34 AM
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Notes, , C. State whether the following statements are True or False., 1. F, , 2. T, , 3.F, , 4.T, , 5. T, , D. Solve the following in a spreadsheet, a. 50,, , b. -35,, , c. =$B$5 + D5, , d. =$B5 + D5, , e. =$B5 + D5, , Unit 5: Digital Presentations, A. Multiple choice questions, 1. a, 8. a, 15. b, , 2. b, 9. b, 16., , 3. b, 10. c, 17., , 4. a, 11. d, 18., , 5. d, 12. c, 19., , 6. d, 13. d, 20, , 7. c, 14. b, , B. Fill in the blanks, 1. Master slide 2. slide sorter 3. File Menu 4. Base architecture, 5. Ctrl + N, 6. Title Slide 7. Ctrl + S, 8..odp, 9. F5, 10. CTRL + W 11.Ctrl+M, 12. Normal View, 13. Handouts 14. Sound, 15. loop until next sound, C. State whether the following statements are True or False, 1. T, 8. T, 15. T, , 176, , Unit 5.indd 176, , 2. T, 9. F, , 3. T, 10. F, , 4. F, 11. T, , 5. T, 12. T, , 6. T, 7. F, 13. F 14. F, , Domestic Data Entry Operator – Class IX, , 9/26/2018 10:08:34 AM
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List of Credits, Dipak D. Shudhalwar, Cover, 4th image from top., Unit 2, Figs 2.1–2.4 (a&b), 2.8–2.23, Unit 3, Figs 3.2–3.38, Unit 4, Figs 4.1–4.44, Unit 5, Figs 5.1–5.4, Creative Commons, Unit 2, , Unit 5.indd 177, , Fig. 2.5, , https://bit.ly/2LTsWGp, , Fig. 2.6, , https://bit.ly/2HReNH4, , Fig. 2.7, , https://bit.ly/2LU32lB, , 9/26/2018 10:08:34 AM
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Notes, , Unit 5.indd 178, , 9/26/2018 10:08:34 AM
