Answer key New Revised Excel In Information Technology – 9

Chapter
Unit :3 :1 Word Processing (Basic)

Session 1
Self Assessment
A. Multiple Choice Questions
Ans. : 1. (a) 2. (d) 3. (a) 4. (c) 5. (b) 6. (a) 7. (b) 8. (a) 9. (c)
B. Answer the following
Ans-1 : Follow any one method to start OpenOffice Writer:
To start OpenOffice Writer 4.1.7, Click on the Start button → OpenOffice → OpenOffice Writer.
OR
Double Click on OpenOffice 4.1.7 icon present on the desktop and select Text Document option.
OR
Type Writer in the search bar and double click on OpenOffice Writer from the Start menu.
Ans-2 : Features of a Word processor are:
1. Managing Files : All word processors provide facilities to create, delete, move and search for files easily.
2. Editing Features : Text in the documents can be easily copied, moved, deleted any number of times.
3. T
 ext and Paragraph Formatting : Users can use features like bold, italic, underline, setting font styles and
paragraph style to create attractive documents. Paragraphs can be aligned, line spacing, indents and tabs can be
set.
Headers and Footers : Headers and footers feature allows the users to add their own customised headers
4. 
and footers on the top and bottom of every page in the document. Page numbering, title and subject of the
document, date, etc., are some commonly used headers and footers.
Images and other objects using OLE : OLE refers to Object Linking and Embedding. Word processors like
5. 
Microsoft Word use this technology to add images/graphics,charts and tables into the document.
Organising lists with Tables and Bullets : A long list can be numbered using Bullets or Numbering. Tables
6. 
with rows and columns can also be created to organise data properly.
Spell-check and Thesaurus : Spell-check is one of the most commonly used utilities. Every time a document
7. 
is typed, a lot of typographical errors are bound to happen. This can be checked and corrected using the spell
checking option. A built-in thesaurus allows you to search for synonyms without leaving the word processor.
Mail Merge : Merge facility allows a user to merge text from one file into another file. This is focused on special
8. 
applications for generating many documents that have the same format but different set of data. An example for
this is an office assistant, who wants to send the same letter to many employees but only the employee’s data
will be different on each letter.
WYSIWYG (What You See Is What You Get) : With WYSIWYG, a document will look exactly the same
9. 
before and- after printing. This means whatever you see on your screen or monitor will be what you get after
you have printed it.
Apart from these there are a lot of advanced features like cross referencing, footnotes, macros, etc.
(Any Two)
Ans-3 : The Status bar, located at the bottom of the window, displays the current page number, total number of pages and
the cursor position.
Ans-4 : The ruler is normally displayed below the Ribbon and just above the main document area. This is the horizontal
ruler. It is used to help you format your document quickly and easily. It gives you an estimate of the exact distances
within the text in the document. The rulers also show the margins and tabs. You will find the vertical ruler on the left
side of the document window.

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Ans-5 : To open an existing document, follow these steps:
Step 1: Click on the File menu → Open option (the Open dialog box appears).
Step 2: Select the file you want to open.
Step 3: Click Open.
Ans-6 : To close a document, follow these steps:
Step 1: Click on the File menu.
Step 2: Click on Close option.
Ans-7 : In Writer, the text has to be selected first to perform most of the operations. So, it is a short, yet important task to
learn. You can use the mouse or the keyboard or a combination of both to select a block of text.
C. Practical Work
Ans. : To be done by students.
Session 2
Self Assessment
A. Multiple Choice Questions
Ans. : 1. (a) 2. (d) 3. (b) 4. (a) 5. (a) 6. (d) 7. (b)
B. Answer the following
Ans-1 : To replace the word “Good” with “Very Good” in a text document, follow these steps.
Step-1: Click Edit → Find & Replace. The Find & Replace dialog box appears.
Step-2: In the Search for box, type the text you want to search.
Step-3: Enter the text in Replace with box. In the example, you can see that the word ‘and’ has been replaced with ‘And’.
Click the Replace button to replace the first occurrence. Choosing Replace All button will replace all the
Step-4: 
occurrences of the word ‘Good’ with ‘Very Good’.
Ans-2 : To copy a text, follow the given steps :
Step-1: Select the text block to be copied.
Step-2: Click the Edit menu → Copy option or press Ctrl+C.
Step-3: Position the cursor at the place you want it to be copied.
Click the Paste option from the Edit menu or press Ctrl+V. The selected text gets pasted.
Step-4: 
Ans-3 : The difference between Copy and Cut commands are that when you use the Copy command the original text
remains at the position it was copied from. When Cut command is used, the text is moved from one location to
another.
Ans-4 : Following are the steps to switch from one page to another using Navigator:
Step-1: Click on View → Navigator or press F5. Navigator window appears.

Step-2: Enter the page number in the box at the top of the Navigator.
Step-3: Close the Navigator. The cursor will move to the specified page number.
Ans-5 : Undo is used to cancel a command given earlier.
Redo command is used to reverse the action of Undo.
Ans-6 : Spell check facility in Writer helps to create document free of spelling mistakes as it continuously checks the spelling
while the data is typed.
Ans-7 : To enable the AutoSpellcheck, click on the AutoSpellcheck icon on the standard toolbar.
Step-1: On the File, click the Options from the Backstage view. The Word options dialog box appears.
Step-2: On the dialog box, select Proofing from the left pane.
Step-3: From the ‘When correcting spelling and grammar in Word’ section, select the ‘Check spelling as you type’
and ‘Mark grammar errors as you type’ check boxes to enable the spelling and grammar check.

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 Step-4: From the ‘Exceptions for’, unselect the ‘Hide spelling errors in the document only’ and ‘Hide grammar
errors in the document only’ check boxes to make spelling and grammar mistakes visible.
Step-5: Click OK.
Ans-8 : Thesaurus
Ans-9 : Following are the steps to use Thesaurus in Writer:
Step-1: Select the word or phrase in the document.
Step-2: Click Tools menu → Language → Thesaurus or press Ctrl+F7.
Step-3: The Thesaurus dialog box appears, Fig 2.18.
Step-4: Move the mouse pointer to the suitable word, click the Replace button. The existing word will be replaced
with the selected one.
Ans-10 : Non-printing characters are those special characters which are normally not displayed on the screen and can not be
printed.
Some of the most common non-printing characters are paragraph (¶), tab (→), spaces (.), line breaks, etc.
C. Practical Work
Ans. : To be done by students.
Session 3
Self Assessment
A. Multiple Choice Questions
Ans. : 1. (a) 2. (b) 3. (b) 4. (b) 5. (a)
6. (a) 7. (b) 8. (d) 9. (a) 10. (c)
B. Answer the following
Ans-1 : Font size can be set in two simple steps:
Step-1: Select the text, whose size has to be changed.
Step-2: On the Formatting toolbar, select the size from the Font Size drop-down list,
Ans-2 : Steps to change the Font Colour
Step-1: Select the text whose font colour has to be changed.
Step-2: On the Formatting toolbar, click Font Color drop-down list.
Step-3: Choose from the list by clicking on any colour and the colour of your text will be changed.
Ans-3 : When some characters are written on a slightly higher level than the normal text it is called superscript.
Ans-4 : Changing the case refers to switching the text to uppercase and lower case.
Ans-5 : A bullet is a dot or any other symbol that is placed before the text, such as items in a list, to add emphasis.
Ans-6 : To apply bullets, follow these steps:
Step-1: Select the list you want to add bullets to.
Step-2: Click on the Format menu → Bullets and Numbering.
OR
Click on Bullets On/Off
  icon from the Formatting toolbar and then select Bullets and Numbering
icon from the Bullets and Numbering toolbar.
Bullets and Numbering dialog box appears.
Step-3: Select the desired bullet style available in Bullets tab.
Step-4: Click on OK button.
Ans-7 : Alignment is adjusting the text to fit with respect to the margins.

Ans-8 : To right align, select the paragraph text and on the Formatting toolbar, click on the Align Right icon.
Ans-9 : The space or the distance between the text boundaries and the page margins is known as an indent.

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Ans-10 : OpenOffice Writer supports the following indent types :
(a) Before text (b) After text (c) First line (d) 
Automatic
C. Practical Work
Ans. : To be done by students.
Session 4
Self Assessment
A. Multiple Choice Questions
Ans. : 1. (a) 2. (a) 3. (b)
B. Answer the following
Ans-1 : Steps to create a Table using Insert Table dialog box
Step-1: Click on the Table icon on the Standard toolbar.
OR
Click on Table menu → Insert → Table
OR
Press Ctrl + F12.
All these steps will open Insert Table dialog box.
Step-2: Enter the table name and set the number of rows and columns.
Step-3: Click on OK button.
Ans-2 : Combining two or more cells in the same row or column of a table into a single cell is called merging. Breaking up
of a single cell in a table into multiple cells is called splitting of cells.
C. Practical Work
Ans. : To be done by students.
Session 5
Self Assessment
A. Multiple Choice Questions
Ans. : 1. (a) 2. (b) 3. (c)
B. Answer the following
Ans-1 : Page Preview is the way one can see what the document would look like when it is printed. This gives us the
opportunity to see any flaw in the document. In the page preview, you can display multiple pages of a document in
a reduced size. In this view, you can see page breaks and watermarks, indentation, borders, etc., and you can make
editing or formatting changes before you print the document.
On the File menu, click Page Preview option and you can see the preview of the document.
C. Practical Work
Ans. : To be done by students.
Session 6
Self Assessment
A. Multiple Choice Questions
Ans. : 1. (b)
B. Answer the following
Ans-1 : Mail merge is used to create letters, mailing labels, envelopes, directories, and mass e-mail and fax
distributions. When the same letter has to be sent to multiple recipients and the matter is the same, only
the address and the greeting line differs, the mail merge facility is used.
Ans-2 : Data Source and Main Document

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C. Practical Work
Ans. : To be done by students.
EXERCISE
SECTION–A
Multiple Choice Questions
Ans : 1. (b) 2. (c) 3. (b) 4. (c) 5. (b)
6. (b) 7. (a) 8. (a) 9. (a) 10. (b)
11. (a) 12. (a) 13. (c) 14. (c) 15. (d) 16. (a)
SECTION–B

Very Short Answers

Ans-1 : To move a text from one location to another in Writer, cut the text and paste it to the desired location.
Ans-2 : The options available for aligning text in Writer are as follows:
(a) Align Left (b) Align Right (c) Centered (d) Justified
Ans-3 : Find command is used to find a word in a document. Whereas, Replace is used to replace a word with something.
Ans-4 : To insert shapes, follow the given steps:
Step-1: Select any shape from the Drawing toolbar.
Step-2: Click the submenu arrow . The Shape submenu appears.
Step-3: Click on the Shape and drag it to insert on the document.
Ans-5 : The shortcut keys are :
(a) Ctrl + S (b) Ctrl + O (c) Ctrl + N
Ans-6 : Subscript refers to the characters written on a slightly lower level than the normal text.
Ans-7 : Break is a feature provided in Writer to divide lengthy documents into smaller, readable units and enhance the layout
of the document. Page breaks help to seperate contents between pages and section breaks help to divide a document
into multiple sections.
Ans-8 :

Ans-9 : Writer provides the following 3 break options: Line break, Column break, Page break.
SECTION–C

Short Answers
Ans-1 : Merging cells refers to the process of joining two or more cells in the same row or column to form a single cell.
Whereas, separating a cell into multiple cells is known as splitting cells. For example :
Split rows (Cells)

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Ans-2 : Navigator allows us to move the insertion point to any page in our document.
Ans-3 : (a) To apply numbering, follow these steps:
Step-1: Select the list you want to add numbering to.
Step-2: Click on the Format menu → Bullets and Numbering.
OR
Click on Numbering On/Off
 icon from the Formatting toolbar and then select Bullets and
Numbering icon from the Bullets and Numbering toolbar.
Bullets and Numbering dialog box appears.
Step-3: Select the desired bullet style available in Bullets tab. If numbered list is needed, select the desired
numbering style available in Numbering type tab.
Step-4: Click on OK button.
(b) To make the text bold, follow these steps:
Step-1: Type the text in the document.
Step-2: Select the text you want to be bold.
Step-3: Click Bold icon from the Formatting toolbar. The text becomes bold,
(c) To change the font type, follow these steps:
Step-1: Select the text whose font type has to be changed.
Step-2: On the Formatting toolbar, click the Font drop-down list.
Ans-4 : To insert shapes, follow the given steps:
Step-1: Select any shape from the Drawing toolbar.
Step-2: Click the submenu arrow . The Shape submenu appears.
Step-3: Click on the Shape and drag it to insert on the document.
Ans-5 : Highlighting the text means placing a coloured rectangle over it. It is usually applied in the document to catch the
attention of people on some important points.
Ans-6 : To insert page breaks, follow these steps:
Step-1: Place the cursor where you want the break to appear.
Step-2: Click on Insert menu → Manual Break option. Insert Break dialog box appears.
Step-3: Select the Page Break and click OK.
Ans-7 : We can add a sequence of numbers to the pages of a document. To do so, place the cursor on Header/Footer section
and click Insert → Fields → Page Number.
Ans-8 : Mergining cells means combining two or more cells as one, and merging tables means combining two or more tables
as one table.
Ans-9 : (a) Mail Merge
(b) Print
Ans-10 : To rectify this error Soumya can use the Find and Replace feature of Writer. To use this feature, follow the given steps :
Step-1: Click Edit → Find & Replace.
Step-2: In the search for box, enter the word ‘government’.
Step-3: In the Replace With box, enter the word ‘governance’.
Step-4: Click on Replace All button.
Ans-11 : Anita seems to have a lot of data in an unsorted manner. To handle such data, she can use tables, this way the data
will be easier to maintain and presentable. Here are the steps to insert a table in a document :
Step-1: Click on the Table menu → Insert → Table.
Step-2: Enter the table name and set the number of rows and columns.
Click on OK to insert the table.
Step-3: 

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 Now Anita can enter the data in the form of a table, this will help her determine the winner easily.
Ans-12 : He can use Subscript and Superscript feature.
Ans-13 : She should use Spelling and Grammar feature.
Ans-14 : Formatting makes the document look more presentable and increases readability. It has to be done according to the
requirements of the document. For example, a business document should be crisp and precise whereas a creative
document about travel should be as attractive as possible.
Ans-15 : To make the text Italic, follow these steps:
Step-1: Type the text in the document.
Step-2: Select the text you want to be italic.
Step-3: Click Italic icon from the Formatting toolbar. The text becomes italic, Fig 3.10.
Ans-16 : A header is a section of the document that appears on the top of every page in the top margin area. It may consist
of text or graphics. A footer similarly appears at the bottom of every page generally in the bottom margin.
Ans-17 : Default Formatting is used to clear the formatting such as bold, italics, underline, font face, font size, superscript,
subscript, etc., of the selected text.
Ans-18 : To insert the column break follow these steps:
Step-1: Select the text you want to format.
Step-2: Click on Insert menu → Section option. The Insert Section dialog box appears.
Step-3: Click on Columns tab.
Step-4: Enter the number of columns and click the Insert button.
Ans-19 : To set page margin using Page Style dialog box
Step-1: On the Format menu, select Page option.
Step-2: In Page Style dialog box, click on the Page tab.
From the Margins section, set the values of Left, Right, Top and Bottom margin.
Step-3: 
Step-4: Click the OK button.

Ans-20 : The Page Style dialog box allows the user to select paper size, paper format, adjust orientation and set the margins.
Page style also defines the header, footer, columns and footnote.
Ans-21 : To insert shapes, follow the given steps:
Step-1: Select any shape from the Drawing toolbar.
Step-2: Click the submenu arrow . The Shape submenu appears.
Step-3: Click on the Shape and drag it to insert on the document.
Ans-22 : Follow these simple steps to add symbols of your choice:
Step-1: Click the position where you want the symbol to be inserted.
Step-2: On the Insert menu, click Special Character. The Special Characters dialog box appears, Fig. 3.53.
Step-3: Choose Font from the Font drop-down list.
Step-4: Select the desired symbol and click on OK button.

SECTION–D
Long Answers
Ans-1 : Mail merging is done in multiple steps :
XX Creating a Main Document
XX Creating a Data Source
XX Adding the merge fields into Main Document
XX Merging the data with the Main Document
Creating The Data Source

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 Before creating the Main Document, first we create the Data Source (address block).
Calc can be used to create a spreadsheet database which will act as a Data Source for the mail merge.
Start OpenOffice Calc and create a spreadsheet file as shown. Save the file as “my addresses.ods”.
Linking The Data Source
Start OpenOffice Writer and click File menu → Wizards → Address Data Source. The Address
Step-1: 
Book Data Source Wizard appears.
Step-2: Choose Other external data source and click Next button.
Step-3: Click Settings button in step 2 of the Wizard. The Create Address Data Source dialog box appears.
Step-4: From the Database type, choose Spreadsheet and click Next button.
Step-5: Specify the path to the spreadsheet document by clicking Browse button. The Open dialog box appears.
Step-6: Select the spreadsheet file, i.e., ‘my addresses. ods’ and click Open button.
Step-7: The path of the file is displayed. Click Finish button.
Step-8: You now return to the Address Book Data Source Wizard. Simply, click Next button.
Step-9: Give any name for the address book and click Finish button. Here the name given is Address Book.
Creating The Main Document And Adding Merge Fields
Step-1: Type the body (content) of the letter.
Step-2: Click View menu → Data Sources. The Data Source appears on top of the letter.
Step-3: Open the Data source, you have created by clicking Address Book → Table → Sheet1 from the left
pane. All the fields and the data are displayed on the right pane of data source.
Step-4: In the Main Document, place the cursor where you want the field to be inserted and drag the fields header
in the main document. The main document looks as shown.
Merging the Document
Step-1. Click Tools menu → Mail Merge Wizard. The Mail Merge Wizard appears.
Step-2. Click Use the current document and click Next button.
Step-3. Choose Letter from document type and click Next button.
Step-4. You can see your address block’s name (Address Book). Simply, click Next button and again click Next
button.
Step-5. You now reach to the step 6 of the Mail Merge Wizard. Click Edit Document if you want to make changes
in the document or simply, click Next button.
Step-6. You see a box displaying message Status : Creating documents. Click Next button in step 7 of the Mail
Merge Wizard.
Step-7. In the step 8 of the Wizard, select Save merged document if you want to save and Save Documents
button to specify the location for the file.
You may click Print merged document, if you want to print.
You may click Send merged document as E-mail, to send the document as an e-mail.
Click Finish button.
Step-8. 
You get the merged document created in four different pages with all the Data Sources. Scroll the document
to see the letters with respective addresses.
Ans-2 : To indent a paragraph using the Paragraph dialog box, follow these steps:
Step-1: Select the text that has to be indented and from the Format menu, select Paragraph option. The Paragraph
dialog box appears.
Step-2: Click on Indents & Spacing tab.
Step-3: Make the required changes and click on OK button.
Ans-3 : Multilevel lists means nested lists. You need to type the lists with tabs to denote the difference in levels. Writer
automatically sets different bullets or numbers for each level.
Ans-4 : To set page margin using Page Style dialog box, follow these steps:

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 Step-1: On the Format menu, select Page option.
Step-2: In Page Style dialog box, click on the Page tab.
From the Margins section, set the values of Left, Right, Top and Bottom margin.
Step-3: 
Step-4: Click the OK button.
Ans-5 : Steps to Merge Cells
Step-1: Select the cell horizontally or vertically.
Step-2: Click on the Merge Cells icon in Table toolbar.
OR
Select Table menu → Merge Cells.
OR
Right Click → Cell → Merge. The selected cells gets merged,
Ans-6 : Page Preview is the way one can see what the document would look like when it is printed. This gives us the
opportunity to see any flaw in the document. In the page preview, you can display multiple pages of a document in
a reduced size. In this view, you can see page breaks and watermarks, indentation, borders, etc., and you can make
editing or formatting changes before you print the document.
On the File menu, click Page Preview option and you can see the preview of the document.
Ans-7 : To add shadow effects on the shape, follow the given steps :
Step-1: Click Area icon on the Drawing Object Properties toolbar. The Area dialog box appears.
Step-2: Select the Shadow tab.
Step-3: Click Use shadow checkbox to activate the options.
Step-4: Set Position, Distance, Colour, Transparency for the shadow.
Step-5: Click OK button.
Ans-8 : To set the paragraph border, follow these steps:
Step-1: Select the paragraph.
Step-2: Click Format → Paragraph.
Step-3: In the Paragraph dialog box, click on Borders tab and select the desired Line arrangement, Line style, Line
colour.
Step-4: To add shadow to your border, select the Shadow Position and colour from the Shadow style section.
Step-5: Click on OK button.
Ans-9 : To add border and shading, follow these steps:
Step-1: Click on the page you want to set a border for.
Step-2: Click on the Format menu → Page option. The Page Style dialog box appears.
Step-3: In the dialog box, click on the Borders tab and select the desired border style, border colour, border line
arrangement, shadow style, shadow colour, shadow distance, etc.
Step-4: Click OK button.

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