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Contents hide

1 Office Automation Tools Class 11

1.1 Digital Documentation OpenOffice Writer

1.2 Start OpenOffice Writer

1.3 OpenOffice Components

1.3.1 Writer Tabs

1.3.2 File Tab

1.3.3 Edit Tab

1.3.4 View Tab

1.3.5 Insert tab

1.3.6 Format Tab

1.3.7 Table Tab

1.3.8 Tools Tab

1.3.9 Window Tab

1.3.10 Help Tab

1.4 Spreadsheet OpenOffice Calc

1.4.1 Main Features of OpenOffice Calc

1.4.1.1 Starting Calc

1.4.1.2 Calc Main Window

1.4.2 Working with Data

1.4.3 Formatting Data

1.5 Functions

1.5.1 Absolute and Relative Addressing

1.5.1.1 Relative Addressing

1.5.1.2 Absolute Addressing

1.5.1.3 Mixed Addressing

1.5.2 Sorting and Filtering Data

1.6 Creating Charts and Graphs

1.6.1 Creating Charts

1.6.2 Spreadsheet different type of chart

1.7 Macros
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1.7.1 Create/Record Macros:

1.7.2 Run/Use Macros created:

1.8 OpenOffice Impression

1.8.1 Slide Show Tab

Office Automation Tools Class 11 Notes

Digital Documentation OpenOffice Writer

The generation of text-based documents requires the use of word processing
software. The user can edit, format, and print documents using its features. Tables
and images can both be included in a word document. It could be a book, a letter, an
artwork, a website, etc.

Start OpenOffice Writer

To start using the OpenOffice Writer software, any one of the following steps needs
to be performed –
Start >> Programs >> OpenOffice

OpenOffice Components
It consists of different components like Tabs, Ruler bar, Status bar, Scroll bar and
Work Area. The Writer layout and its general features are described as follows:
a. Tabs – (File, Edit, View, Insert, etc.) contain drop down menu which have
commands provided by the tab.

b. RulerBar – There are two rulers – Horizontal and Vertical. The Ruler Bar allows us
to adjust the indentation and margins.

c. Status Bar – It displays information about the current open document. It displays
the current page number, total pages in the document, zoom slider etc.

d. Scroll Bar – There are two scroll bars – horizontal and vertical. They help to scroll
the content or the body of document.

e. Work area – It is the working area where the text of the document is typed.

Writer Tabs
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The File, Edit, View, Insert, Format, Tools, Modify, and Window tabs are available in
the OpenOffice Writer. A help tab is also included. A drop-down menu with several
commands and settings shows when one of the tabs is clicked. Decide which
command you want to run.

The key tasks that can be performed using the tabs are as follows

a. File – To apply commands to current document, to open or close document

b. Edit – For editing the current document, for example, cut, paste
c. View – For controlling display of document on the screen
d. Insert – For inserting new elements in document, like, comments, special
characters, graphics, and objects
e. Format – For formatting the layout and content of document
f. Tools – For spelling check, gallery of object art to add to document, to configure
menus
g. Table – To insert, edit, delete a table in a text document
h. Windows – For manipulating and displaying document windows

File Tab

The OpenOffice Writer is used to create a text document. The document is stored as
a file in the computer with the extension .odt. For example, a document stored as a
file Anita .odt. File tab contain, New, Open, Close, Save etc.

a. New – It is used to create a new file, Steps for creating new file is –
File >> New
b. Save As – When we want to save file first time or we want to save file in different
file name, then you can use Save As
File >> Save As

c. Page Preview – Print preview helps to see how the printed page will look like after
prining. Steps to use print preview are –
File >> Page Preview

d. Printer Setting – You can make settings for the printer using printer setting.
File >> Printer Setting

e. Print – Print the document to the connected printer. You can select the size of the
paper, print multiple apges on a single sheet etc.
File >> Print

Edit Tab
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The Edit tab consists of commands required to perform editing on the current
document. It contains several commands.

a. Move Text – Remove the text to be moved by selecting the text and then applying
File -> Edit -> Cut. Then take the cursor to the place in document where you want to
move the text. Then do File -> Edit -> Paste.

b. Copy Text – Select the text to be copied and then apply the commands File ->
Edit -> Copy. Then take the cursor to the place in document where you want the
copied text. Then do File -> Edit ->Paste.

c. Find and Replace – This is used to find words and then replace it with the new
one . This option is useful to find word at multiple places in the document and
replace all of them with the new one.

View Tab

The View tab consists of commands required for viewing the current document on
the screen.

a. Toolbars – Select View >> Toolbars. A drop down menu appears. Select the
toolbars that you want to be displayed on the screen. A displayed toolbar shows the
icons for the commands.

Insert tab

The Insert tab consist of commands required for inserting different elements in a
document.

a. Insert Header – Insert >> Header >> Default, A header box opens in the upper
part of the document. Enter the content you want to write in a header.

b. Insert Footer – Insert >> Footer >> Default, A footer box opens in the lower part
of the document. Enter the content you want ot write in the header.

c. Insert Fields – Insert >> Fields, A pop-up menu appears and select the element to
be inserted. The selected element will insert at the location of the cursor.

d. Insert Hyperlink – Insert >> Hyperlink, A dialog box opens. On the left side of the
dialog box, select where you want to link – a webpage, document, mail or to a new
document.
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NOTES BY SAGAR SIROHI

e. Insert Table of Content – Insert >> Indexes & Tables, Select Table of content.
Click Ok. A table of content will be inserted in your document.

f. Insert Table – Insert >> Table, A dialog box appears. Enter the table name,
numbers of rows and columns. Click Ok. A table will be inserted in the document.

g. Insert Formula – Insert >> Object >> Formula, A pop up menu of element
appears then select the element and write the formula.

Format Tab

The Format tab consist of commands required for formatting the document.

a. Format Character – Format >> Character, A dialog box contain font type,
typeface, and size, you can also give font effects and background.

b. Format Paragraph – Format >> Paragraph, With the help of Format paragraph
you can change the indentation and spacing, border, alignment, etc.

c. Format Bullets and Numbering – Format >> Bullets and Numbering, You can
select bullets of different kinds or numbering. In the document the bullets are
inserted at the location at which the cursor is present.

d. Format Page – Format >> page, This allows to format the whole page – borders,
color, alignment, number of columns etc.

e. Change case – Format >> Change case, there are 6 different types of change case
available in digital documentation.

Table Tab

The Table tab consists of commands that operate on a table.

a. Convert Table to Text or Text to Table – Table >> Convert, If text is to be

converted to table, the text to table option appears, select it to convert text to table,
if a table is already present, then table to text option appears.

Tools Tab

The Tools tab consists of commands that can be used on the document for better
results.
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NOTES BY SAGAR SIROHI

a. Check spelling and grammar – Tools >> Spelling and Grammar, The grammar
and spelling you can check with the help of Spelling and Grammar option.

b. Find Number of Words – Tools >> Word Count, if the text is already selected,
then word count displays the number of words and characters in the selected text.

Window Tab

The Window tab consists of commands that work on a window. The commands in
this tab allow the user to open a new window or close an existing window. Also, the
name of all currently open windows is also displayed.

Help Tab

The Help tab consists of commands that provide help to the user of the OpenOffice
Writer software. On clicking on the help tab appears. You can browse the Help for
the command you want.

Spreadsheet OpenOffice Calc

Spreadsheets are used in various fields such as banking, finance, accounting, and
education.

Following are some of the popular uses of spreadsheets –

1. Managing financial data such as bank account information, budgets, transactions,

billing, and receipts.
2. Handling inventory, reviews, employee information, surveys, etc., using data entry
forms.
3. Tracking student performance by calculating grades and other relevant
information such as attendance, highest score, and lowest score.
4. Creating lists of items which may not be numeric such as student list, grocery list.
5. Managing company information such as profit and sales by creating graphs from
the data.

Main Features of OpenOffice Calc

Starting Calc

To start OpenOffice Calc, there are various ways in which you can start it –
a. As a Windows application, you can click Start -> Programs ->OpenOffice
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b. If the OpenOffice icon as shown in Figure 4.2 is on the desktop, double click the
icon.

Calc Main Window

Title Bar – The title bar at the top displays the information about the spreadsheet
such as name of the current spreadsheet (Example Sheet), extension of the
spreadsheet (.ods), and name of the software (OpenOffice Calc).

Menu Bar – Just below the title bar is the menu bar. It contains various menu
options.

• File – It contains commands to create a new file.

• Edit: It contains commands to edit a file such as Cut, Copy, Paste, Paste
Special, Select All, Find & Replace, Delete Contents, Delete Cells,
Headers & Footers.
• View – It contains commands to modify the view of the Calc such as
Toolbars, Full Screen, Zoom.
• Insert – It contains commands for inserting Cells, Rows, Columns, Sheet,
Sheet From File, Function, Function List, Picture, Chart etc.
• Format – It contains commands to alter the layout of the spreadsheet
such as formatting Cells, altering Rows, Columns, Sheet.
• Tools – It contains options to o spellcheck (Spelling), insert macros
(Macros) etc.
• Data – It contains commands to manipulate data such as Sort, Filter,
Validity.
• Window – It contains commands to modify the window such as New
Window, Close Window.
• Help – It contains the options getting help related to OpenOffice Calc
such as OpenOffice Help.
Standard Bar – It lies below the Menu bar. It contains icons which perform similar
operations as contained in the Menu bar options such as New, Open, Save, Print,
Page Preview, Cut, Copy, Paste, Sort, Chart, Find & Replace, Spelling.

Find Bar – It contains a text box which can be used to enter text which is meant to
be searched in the spreadsheet.

Formatting Bar – In the Formatting toolbar, the leftmost icon is for the Style &
Formatting and the following two boxes are the Font Name and Font Size lists.
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Formula Bar – On the left side of the Formula bar is the Name box which contains a
letter and name combination such as C4, whenever you select a cell on the
spreadsheet. This combination is called Cell Reference.

Sheet Tabs – A single spreadsheet Calc file can contain multiple sheets. You can
traverse individual sheets by using the Sheet tabs. The current active sheet has a
white tab.

Status Bar – Status bar at the bottom provides information about the spreadsheet
and convenient ways to quickly change some of its features.

Sidebar – Located on the right side of the edit views of Calc, sidebar contains
frequently used tools grouped in decks such as Properties, Styles and Formatting,
Gallery, Navigator. Clicking on any of the vertical tabs opens the deck for that tab.

Active Cell – When you select a cell, you will notice a heavy black border around the
selected cell as shown in Figure 4.3. The heavy black border indicates that selected
cell is the active cell.

Row Headers – Row headers are in the form of numbers -1,2,3…. which are present
at the left of each row.

Column Headers – Column headers are in the form of alphabets – A,B,C,…shown at

the top of each column.

Working with Data

Data – There are various types of data that can be entered in a cell:

1. Labels – These are alphabetic or alphanumeric entries without numeric

value. They can be a combination of letters, numbers, space, special
characters etc. Labels are left justified by default.
2. Numbers or Values – These are numeric data which may be integers
or can contain decimals or fractions. Values are right-justified by
default.
3. Formulas – Used to perform calculations such as addition, subtraction,
multiplication, division, average. Formulas must begin with an = sign.
Moving Data within a Spreadsheet – For moving data from one cell to another we
have the cut-copy-paste functions.

Using AutoFill – Using this function in Calc, data is generated automatically

depending on a specified series. The act of entering numbers into a table’s serial
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number (S.No) column is a very typical example. This column, which is quite
commonly used, typically carries a series of numbers. Use Calc’s AutoFill command to
fill in the serial numbers (let’s say 1 to 100) automatically.

Formatting Data

Formatting a document means adding elements of style and presentation to

documents to improve the readability and make them more attractive.

Numbers as Text – Calc evaluates each cell and determines whether the entry is a
Value or Label. Cells containing a combination of values and text is automatically
treated as a label.

Font – Font refers to the design for a set of characters. It is the combination of
typeface and other qualities, such as size, pitch, and spacing. The font can be
changed from the Formatting bar.

Font Name – Various font types are there in Calc such as Arial, Arimo, and Century
Schoolbook L.

Gridlines and Borders – The gray gridlines (vertical and horizontal lines) that you
can see in a Calc spreadsheet help you while you’re working in a spreadsheet.
Gridlines appear automatically showing you how the data is organized into rows and
columns.

Flow of Text – In order to control the flow of text within cells, Calc provides various
ways –

• Merging / Splitting Cells – In order to merge cells, select the cells and
click on the Merge Cells icon in the Standard Bar. To split the merged
cells, select the cell and click on the Merge Cells icon.
• Wrap Text – It means to break the text into multiple lines i.e. adjusting
the row height to fit the text within the cell but keeping the column
width of the cell same. Steps to wrap text:
1. Right-click on the cell.
2. Select the option – Format Cells.
3. A dialog box opens up. Open the Alignment Tab and check the option
– Wrap text automatically
Shrink to Fit – This option shrinks the text to fit in the size of the existing cell. In this
case neither the row height nor the column width is changed. The text size is
decreased according to the cell. Steps to shrink the text size to fit the cell:
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1. Right-click on the cell.

2. Select the option – Format Cells.
3. A dialog box opens up. Open the Alignment Tab and check the option
– Shrink to fit cell size
Numeric Data Formatting –

Some of the commonly used number formats are discussed below –

• Currency – In the currency format, you can prefix or suffix currency

symbols to the numeric data.
• Percent – It displays the number as a percentage. Two decimal places
are added to the number and the percent symbol (%) is suffixed at the
end.
• Standard – It sets the number in the cell to the default format by
removing any other numeric formatting applied.
• Decimals – Decimal places can be inserted or removed by using the
Add Decimal place or Delete Decimal place icon respectively.
• Date – By default, the date format in Calc is dd/mm/yy. But in case you
want to change the format, you can find various date formats in the
Format Cells dialog box.
Functions
Commonly used mathematical functions in Calc –

• SUM(n1;n2…) – To calculate the sum of arguments n1, n2…

• PRODUCT (n1; n2…) – To calculate the product of arguments n1, n2…
• SQRT (n) – To calculate the square root of a number n.
• POWER (n; p) – To calculate power p of a number n.
• LOG (n; b) – To calculate log a number n to base b.
• ROUND (n; d) – To round a number n to digits d.
• SIN (n), COS (n), TAN (n) – To calculate sine, cosine and tangent of n.
• RAND BETWEEN (f; l) – Returns a random number between f and l.
• QUOTIENT (a; b) – To calculate integer quotient of division a/b.
• ABS (n) – To calculate the absolute value of a number n.
Absolute and Relative Addressing

Relative Addressing

The method of addressing instructions and data sections by specifying their location
in reference to the location counter or to some other symbolic location is known as
relative addressing. This kind of addressing is never done in bits, words, or
instructions; it is always done in bytes.
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Absolute Addressing

When you wish to fix the location of a cell, you utilise absolute references. A dollar
sign is placed before each of these cell references. You are fixing the value of a
specific cell reference by doing this. For instance, the formula will become = B1+B2 if
you enter = A1+A2 into A3 and duplicate it to another location: B3.

Mixed Addressing

Various references An absolute reference and a relative reference combine to provide

a mixed reference in Excel. This indicates that a portion of the reference, either the
row or the column, is fixed, while the remaining portion is relative.

Sorting and Filtering Data

Sorting – The Sort Ascending and Sort Descending commands on the Standard
toolbar, as well as the Data menu, which opens a dialogue box with extra options,
make it simple to arrange data in Calc.

Steps to sort data in ascending order using the Standard Toolbar –

Step 1: Select the cells you want to sort.

Step 2: Click on the Sort Ascending icon on the Standard Toolbar.
Data will be sorted according to the first column of the selected cells.

Steps to sort data in ascending order using the Sort command –

Step 1: Select the cells you want to sort.

Step 2: Click on the Sort option in the Data menu which opens a dialog box.
Step 3: You can change the select the column based on which you want to sort the
data. Also, you can select the Ascending or Descending option.
Step 4: Click on OK.

Filtering Data – Applying a filter means displaying data based on some conditions
or filters. Filters can be applied by using the Filter option in the Data menu.

Three types of filters can be applied – AutoFilter, Standard Filter and Advance Filter.
Let us study AutoFilter and Standard filter in detail –

AutoFilter – This filter is added on the topmost row of the selected data in the form
of a drop down list from which you can select data to be displayed or in other words
apply filters.
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Step 1: Select the data.

Step 2: Select Data menu and click on Filter->AutoFilter.
Step 3: On the topmost cell of each column you will observe drop-down boxes.

Standard Filter Standard filter is used to provide more options for filtering such as
combining multiple filters by using AND and OR operator. AND operator implies that
all the filters must be satisfied for displaying the data. OR operator implies that at
least one filter should be satisfied for displaying the data.

Creating Charts and Graphs

In Calc, you can create graphs and charts to represent the data graphically.
Sometimes, it is very difficult to analyze spreadsheets containing huge amount of
data.

Creating Charts

Following are the steps required to insert a chart –

Step 1: Select the data which is to be included in the chart.

Step 2: Go to the Insert menu and select the Chart option.

Step 3: Chart wizard dialog box is displayed

Step 4: Select the chart type (Column chart, Bar chart, Pie chart etc.) and click on the
Finish button

Spreadsheet different type of chart

Column Chart – A Column chart is used to compare values across categories by

using vertical bars. The Column chart can be inserted by selecting the Column option
in the Chart type of the Chart Wizard.

Bar Chart – A Bar chart is the horizontal version of a column chart. It is used if you
have large text labels.

Pie Chart – A Pie chart is used to display the contribution of each value (slice) to a
total (pie) i.e., it can be used to plot various pieces of a single entity.

Line Chart – A Line chart is used to compare trends and changes in values over time.
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NOTES BY SAGAR SIROHI

Scatter Chart – A Scatter chart is used to display relationships between variables.

Macros
Every command and action you take to complete a task is recorded in a macro. Using
a macro, you can later replay the mouse movements and keystrokes you made while
working. The macro replays those actions in the exact same sequence as you ran
them. Therefore, you only need to execute the macro if you wish to repeat the
activities numerous times.

Create/Record Macros:

Step 1 : Go to the Tools tab on the Menu bar->Macros->Record Macro

Step 2 : Calc has started recording the Macro. Until you stop the recording, every
Calc command and keystroke will be recorded in the macro, in the order in which
they are entered.

Step 3 : After we have done all the required tasks, we will stop recording the macro
by clicking on the Stop recording option on the dialog box.

Run/Use Macros created:

Step 1 : Go to the Tools tab on the Menu bar->Macros->Run Macros

Step 2 : A dialog box will open as showing all the macros created.

Step 3 : The tasks performed during recording of the macro will be repeated in the
same order in which they were performed.

OpenOffice Impression
The development of presentations for a bigger audience requires presentation
software. With the use of the presentation software, users may make presentations
that include sound, text, movies, photos, and tables.

Slide Show Tab

Slide Show Settings – Slide Show -> Slide Show Settings. A dialog box opens .
Select the slide to start from, animation allowed etc.
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Custom Animation – Slide Show -> Custom Animation. A dialog box opens on the
right side of the screen. Select the element on the slide on which the animation has
to be applied. Click . Select the animation to be applied.

Slide Transition – Slide Show -> Slide Transition. A dialog box opens on the right
side. Select the transition you want to apply to the slide.

Office Automation Tools Class 11 MCQ

1. A word processing software has tools that allow creation of _________ documents.
a. Text-based
b. Graphics-base
c. Tools-base
d. None of the above

Answer ⟵
a. Text-based
2. OpenOffice Writer is an ________ software for word processing.
a. Paid Source
b. Open Source
c. Both a) and b)
d. None of the above

Answer ⟵
b. Open Source
3. OpenOffice Writer consists of different components like _________.
a. Tabs & Ruler bar
b. Status bar & Scrollbar
c. Work area
d. All of the above

Answer ⟵
d. All of the above
4. ___________ Modify and Window are the tabs in OpenOffice Writer.
a. File & Edit
b. View & Insert
c. Format & Tools
d. All of the above

Answer ⟵
d. All of the above
Office Automation Tools Class 11 MCQ
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NOTES BY SAGAR SIROHI

5. File tab consists of commands like, ___________.

a. Create & Save
b. Print & Open
c. Close
d. All of the above

Answer ⟵
d. All of the above
6. Save As option is used to save a file for the ________, or save an already saved file
with a different name.
a. First time
b. Second time
c. Third time
d. None of the above

Answer ⟵
a. First time
7. Edit tab consists of commands for editing a document, like, ___________.
a. Cut, Copy & Paste
b. Find & Replace
c. Undo & Redo
d. All of the above

Answer ⟵
d. All of the above
8. _________moves the text from the current location to the target location.
a. Target Text
b. Replace Text
c. Move Text
d. None of the above

Answer ⟵
c. Move Text
9. __________copies the text from the current location to the target location.
a. Duplicate Text
b. Copy Text
c. Move Text
d. All of the above

Answer ⟵
b. Copy Text
Office Automation Tools Class 11 MCQ
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NOTES BY SAGAR SIROHI

10. View tab consists of commands like, view _________ that help during viewing a
document on the screen.
a. Status bar
b. Sidebar
c. Ruler
d. All of the above

Answer ⟵
d. All of the above
11. Insert tab allows insertion of _________ in a document.
a. Page number & Date
b. Header & Footer
c. Tables & Hyperlinks
d. All of the above

Answer ⟵
d. All of the above
12. Format tab consist of commands to __________ formatting in a document.
a. Format a page & paragraph
b. Insert bullets and numbering
c. Style formatting
d. All of the above

Answer ⟵
d. All of the above
13. Table tab commands operate on a table ___________ in a table, in a document.
a. Insert rows and columns
b. Delete rows and columns
c. Insert table
d. All of the above

Answer ⟵
d. All of the above
14. Tools tab consists of commands to check __________.
a. Check spelling and grammar
b. Count words and characters
c. Both a) and b)
d. None of the above

Answer ⟵
c. Both a) and b)
Office Automation Tools Class 11 MCQ
 17
NOTES BY SAGAR SIROHI

15. Window tab allow the user to ___________.

a. Open a new window
b. Close an existing window
c. Both a) and b)
d. None of the above

Answer ⟵
c. Both a) and b)
16. The user can use Help tab to understand the __________ of the OpenOffice Writer.
a. Working of any command
b. Opening a windows file
c. Saving a windows file
d. All of the above

Answer ⟵
a. Working of any command
17. A spreadsheet stores data in the form of a table comprising of rows and columns.
a. Table
b. document
c. Graph
d. None of the above

Answer ⟵
a. Table
18. Spreadsheets are used to __________, and perform calculations on numeric data.
a. Store
b. Arrange
c. Sort
d. All of the above

Answer ⟵
d. All of the above
19. OpenOffice Calc is a __________ spreadsheet application available that can be used
to create and manipulate a spreadsheet.
a. Free software
b. Open-Source Software
c. Both a) and b)
d. None of the above

Answer ⟵
c. Both a) and b)
Office Automation Tools Class 11 MCQ
 18
NOTES BY SAGAR SIROHI

20. Calc Main Window contains various toolbars such as ____________.

a. Title bar & Menu bar
b. Standard bar & Formatting bar
c. Status bar & Find bar
d. All of the above

Answer ⟵
d. All of the above
21. A Spreadsheet consists of a number of individual sheets, each containing cells
arranged ________.
a. Cells arranged in Row
b. Cells arranged in column
c. Both a) and b)
d. None of the above

Answer ⟵
c. Both a) and b)
22. A particular cell is identified by its ___________.
a. Column letter
b. Row number
c. Both a) and b)
d. All of the above

Answer ⟵
c. Both a) and b)
23. The selected cell is called as an _______________.
a. Active cell
b. Inactive cell
c. Passive cell
d. None of the above

Answer ⟵
a. Active cell
24. Various types of data can be entered in a cell such as ___________.
a. Labels
b. Numbers
c. Formulas
d. All of the above

Answer ⟵
d. All of the above
Office Automation Tools Class 11 MCQ
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NOTES BY SAGAR SIROHI

25. __________feature in Calc is used to automatically generate data based on a

defined series.
a. AutoFill
b. Manual Fill
c. None Fill
d. None of the above

Answer ⟵
a. AutoFill
26. To enhance the appearance of spreadsheets various formatting options are
available in the Formatting Bar and Format Menu such as __________.
a. Alignment
b. Font
c. Size
d. Color
e. All of the above

Answer ⟵
d. All of the above
27. Data can be __________by using the Find toolbar.
a. Searched
b. Replaced
c. Both a) and b)
d. None of the above

Answer ⟵
c. Both a) and b)
28. Formulas in Calc can be used for basic operations such as ____________.
a. Addition
b. Subtraction
c. Multiplication
d. All of the above

Answer ⟵
d. All of the above
29. The advantage of using formulas in the cell is that even if the data in the cell is
changed, Calc will automatically _______ the answer without the need to rewrite
the formula again.
a. Recalculate
b. Replace
c. Delete
d. None of the above
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NOTES BY SAGAR SIROHI

Answer ⟵
a. Recalculate
Office Automation Tools Class 11 MCQ

30. A _________ identifies the location of a cell or group of cells in the worksheet.
a. Cell reference
b. Active cell
c. Cell location
d. All of the above

Answer ⟵
a. Cell reference
31. The cell reference is also called _________.
a. Path of a cell
b. Address of a cell
c. Active cell
d. None of the above

Answer ⟵
b. Address of a cell
32. Calc has a set of predefined formulas called _______.
a. Equal to
b. Function
c. Address
d. None of the above

Answer ⟵
b. Function
33. Functions differ from formulas in the sense that in a formula we provide both the
operands and the operator, however in spreadsheet functions, we only provide
_________.
a. Operator
b. Operands
c. Both a) and b)
d. None of the above

Answer ⟵
b. Operands
34. Some of the commonly used functions in Calc are __________.
a. PRODUCT()
b. SQRT()
c. POWER()
d. All of the above
 21
NOTES BY SAGAR SIROHI

Answer ⟵
d. All of the above
Office Automation Tools Class 11 MCQ

35. All cell references are by default _________ i.e., they adjust and change when
copied or when using AutoFill.
a. Mixed reference
b. Absolute reference
c. Relative reference
d. All of the above

Answer ⟵
c. Relative reference
36. Absolute addressing is used when the requirement is to retain the cell address
even if it is copied to some other cell or when using AutoFill. _________ are used to
hold a column and/or row address constant.
a. #
b. %
c. $
d. *

Answer ⟵
c. $
37. Mixed addressing is a combination of __________ cell addressing.
a. Absolute and Relative
b. Mixed and Absolute
c. Relative and Mixed
d. None of the above

Answer ⟵
a. Absolute and Relative
38. Data can be easily sorted in Calc by using the ________ command available on the
Standard toolbar and also in the Data menu.
a. Filter
b. Sort
c. Arrange
d. None of the above

Answer ⟵
b. Sort
39. Data can be ________ in Calc for displaying it based on some conditions.
a. Filter
b. Sort
 22
NOTES BY SAGAR SIROHI

c. Arrange
d. None of the above

Answer ⟵
a. Filter
Office Automation Tools Class 11 MCQ

40. What are the different types of filter __________.

a. Auto Filter & Standard Filter
b. Auto Filter & Advance Filter
c. Auto Filter, Standard Filter & Advanced Filter
d. None of the above

Answer ⟵
c. Auto Filter, Standard Filter & Advanced Filter
41. In Calc, you can create ___________ to represent the data graphically which help in
analyzing spreadsheets containing a huge amount of data.
a. Graphs
b. Charts
c. Both a) and b)
d. None of the above

Answer ⟵
c. Both a) and b)
42. Various types of charts can be created in Calc. Calc offers __________.
a. Column Chart
b. Bar Chart
c. Pie Chart
d. All of the above

Answer ⟵
d. All of the above
43. A ________ is a recording of each and every command and action you perform to
complete a task.
a. Macro
b. Function
c. Filter
d. None of the above

Answer ⟵
a. Macro
 23
NOTES BY SAGAR SIROHI

44. Calc offers various options for printing spreadsheets such as a ___________.
a. Number of copies
b. Selected sheets
c. Selected cells
d. All of the above

Answer ⟵
d. All of the above
Office Automation Tools Class 11 MCQ

45. Presentation software allows creation of presentations having __________.

a. Text & Picture
b. Audio
c. Video
d. All of the above

Answer ⟵
d. All of the above
46. OpenOffice Impress is an _________ software for presentation.
a. Open Source
b. Close Source
c. No Source
d. None of the above

Answer ⟵
a. Open Source
47. _____________ are the different components of OpenOffice Impress.
a. Tabs & Ruler bar
b. Status bar & Scrollbar
c. Slide Pane
d. All of the above

Answer ⟵
d. All of the above
48. OpenOffice Impress has ______ tabs.
a. 10 Tabs
b. 9 Tabs
c. 8 Tabs
d. 7 Tabs

Answer ⟵
c. 8 Tabs
 24
NOTES BY SAGAR SIROHI

49. The slides can be viewed in different views – Normal, Outline, Notes, Handout,
and Slide Sorter.
a. Normal & Outline
b. Notes & Handout
c. Slide Sorter
d. All of the above

Answer ⟵
d. All of the above
Office Automation Tools Class 11 MCQ

50. _________ is the main editing view for creating slides.

a. Normal View
b. Slide Sorter
c. Handout View
d. Notes View

Answer ⟵
a. Normal View
51. ________ allows the user to make notes for the selected slides.
a. Information
b. Slide
c. Handout
d. Notes

Answer ⟵
d. Notes
52. __________ view presents slides in a miniature form.
a. Normal View
b. Slide Sorter
c. Handout View
d. Notes View

Answer ⟵
b. Slide Sorter
53. Slide Master allows making changes in appearance of the slides, applying
changes to all slides in the presentation.
a. Normal View
b. Slide Master
c. Handout View
d. Notes View
 25
NOTES BY SAGAR SIROHI

Answer ⟵
b. Slide Master
54. File tab allows operations on a presentation, like, create, save, print, open and
close.
a. Normal View
b. Slide Sorter
c. Handout View
d. Notes View

Answer ⟵
a. Normal View
Office Automation Tools Class 11 MCQ

55. Edit tab is required to perform editing on the presentation, like, cut, copy, paste,
find & replace, undo and redo changes.
a. Cut, Copy & Paste
b. Find & Replace
c. Undo & Redo
d. All of the above

Answer ⟵
d. All of the above
56. Insert tab is required for inserting ____________ in a presentation.
a. Slide
b. Page number, date and time
c. Picture , Sound and hyperlinks
d. All of the above

Answer ⟵
d. All of the above
57. Format tab allows formatting the slides __________.
a. Character & Paragraph
b. Slide design
c. Slide layout
d. All of the above

Answer ⟵
d. All of the above
58. Tools tab contains commands to check _________ of content in the presentation.
a. Spelling
b. Slide design
c. Slide layout
d. None of the above
 26
NOTES BY SAGAR SIROHI

Answer ⟵
a. Spelling
59. ________ tab consists of commands used on the presentation for better results.
a. Slide Show
b. Slide design
c. Slide layout
d. None of the above

Answer ⟵
a. Slide Show
Office Automation Tools Class 11 MCQ

60. ___________ is the pattern that applies when a slide goes from one to next.
a. Slide Animation
b. Slide Transition
c. Slide layout
d. None of the above

Answer ⟵
b. Slide Transition
61. ___________ is the pattern that applies to elements of a single slide.
a. Slide Animation
b. Slide Transition
c. Slide layout
d. None of the above

Answer ⟵
a. Slide Animation

Office Automation Tools Class 11 Questions and

Answers
1. What is the need of a word processing software?
Answer – Using a standard word processor, a user can generate documents, modify
them using the keyboard and mouse, store them for later access, and print them to a
printer. Microsoft Word, Microsoft Notepad, and Corel WordPerfect are all common
word processing programs.

2. What is the task of a word processing software?

Answer – A word processor is a tool or computer application that allows for the
entry, editing, formatting, and output of text.
 27
NOTES BY SAGAR SIROHI

3. Name an open source word processing software.

Answer – Apache OpenOffice Writer & Google doc

Office Automation Tools Class 11 Questions and Answers

4. List the steps to start an OpenOffice Writer.

Answer – Click Start >> All Programs >> OpenOffice >> OpenOffice Writer from the
desktop if applicable. OpenOffice Writer users should select File > New > Text
Document. A text document appears on your screen in either scenario. (The text
document’s name can be seen at the top of the screen.

5. List the components of the main screen of OpenOffice Writer.

Answer – OpenOffice Writer’s home screen is divided into several sections, including
the Work Area, Ruler bar, Status bar, and Scroll bar.

Office Automation Tools Class 11 Questions and Answers

6. Define the following:

a. Tabs
b. Ruler Bar
c. Status Bar
d. Scroll Bar
e. Work Area
Answer –
a. Tabs – Tabs like “File,” “Edit,” “View,” and “Insert” feature drop-down menus with
actions that are specific to the tab.
b. Ruler Bar – There are two rulers—a horizontal and vertical ruler—on the ruler bar.
We can change the margins and indentation using the Ruler Bar.

c. Status Bar – The status bar shows details about the open document that is
currently open. The zoom slider, total number of pages in the document, and the
current page number are all displayed.

d. Scroll Bar – Both a horizontal and vertical scroll bar are present. They aid in
scrolling the document’s body or content.

e. Work area – This is the area where the document’s text is typed.

Office Automation Tools Class 11 Questions and Answers

7. List the tabs in the OpenOffice Writer. What are the key tasks performed by
the tabs.
 28
NOTES BY SAGAR SIROHI

Answer – The Tab key in word processing and text editing inserts the ASCII tab
character, advances the insertion point to the following tab stop in a table, or inserts
numerous space characters (depending on the programme used).

8. What is the extension of the file created in OpenOffice Writer?

Answer – ODT is the extension for files produced by OOo Writer (OpenDocument
text). ODT files and Writer Files are the terms used in this site to refer to files made in
Writer.

9. What is the purpose of the following tabs?

a. File
b. Edit
c. View
d. Insert
Answer –
a. File – You can specify a file in the File tab where the log shall be saved. An
indicator that shows if file logging is active and a button to enable or disable it are
located at the top. (Take note that unless a file is chosen below, you cannot enable
it.) You can stop and start the file entering process using the button.

b. Edit – Editing principles and objectives Editing is done to carry on or emphasise

the significance of a scene or tale. It is often referred to as “creating diverse moods
and atmospheres,” and this can be done by editing techniques including fading,
three-way colour correction, and shot pacing.

c. View – By limiting access to a predetermined set of a table’s rows and columns,

views offer an extra layer of security. A view has the ability to conceal the complexity
of a multiple table join.

d. Insert – The user can add something (such a photograph) into a document or file
by using the Insert file menu and Ribbon area in software. For instance, in Microsoft
Word, the user can include a photo of themself into their paper using the Insert tab
in the Ribbon.

Office Automation Tools Class 11 Questions and Answers

10. What is the difference between Save command and Save As command?
Answer – When we save a document, the most recent version can be modified to
reflect the most recent working version and the newly created document. We can
save our work for the first time using Save As, and it will also ask where and under
what name it should be saved.
 29
NOTES BY SAGAR SIROHI

11. What is the difference between Move text and Copy text?
Answer – Moving and copying are different in that the first creates a duplicate of a
file or directory at a new location without changing its original content, whereas the
latter moves the original file or directory to a new location.

Office Automation Tools Class 11 Questions and Answers

12. How is Find and Replace option useful?

Answer – By using Find and Replace, you may easily find and replace any word or
formatting style within a page. This is very useful for lengthy papers. Perform the
keyboard shortcut Ctrl+H or go to Editing in the Home tab of the ribbon, then select
Replace to use Find and Replace.

13. List the steps for inserting a hyperlink to a web page in a document.
Answer –
Step 1 : Select the text you want to use as link
Step 2 : Insert >> Links >> Link
Step 3 : Type or paste the destination URL
Step 4 : Click on OK to create a hyperlink

14. What is the difference between toggle case and sentence case when using
Change Case?
Answer – Sentence case will capitalise the first word; lowercase will change all of the
letters in the selection to lowercase; UPPERCASE will change all of the letters to
uppercase; and tOGGLE cASE will change all of the letters in the selection to the
opposite case.

Office Automation Tools Class 11 Questions and Answers

15. What is a spreadsheet? List its uses.

Answer – In a spreadsheet application, data is arranged into rows and columns and
shown as a grid or table. Utilizing the numerical data, it is utilised to assess and
produce projections. Typically, a spreadsheet programme is used for the following
tasks –

• Enter data
• Edit data
• Format data
• Perform calculation on the data
• Present data in graphical form
16. Explain a workbook and worksheet.
Answer –
 30
NOTES BY SAGAR SIROHI

Workbook – You can use a file called a “Calculus Workbook” that contains numerous
worksheets to arrange various types of related material. The three worksheets “sheet
1,” “sheet 2,” and “sheet 3” are included by default in a workbook.

Worksheet – A single spreadsheet with cells, rows, and columns can be found in a
calc worksheet. A worksheet always starts in row 1 and column A. A formula, text, or
number can be entered into each cell.

Office Automation Tools Class 11 Questions and Answers

17. What is the purpose of using a spreadsheet?

Answer – The purpose of using spreadsheet are –
1. Managing financial data such as bank account information, budgets, transactions,
billing, and receipts.
2. Handling inventory, reviews, employee information, surveys, etc., using data entry
forms.
3. Tracking student performance by calculating grades and other relevant
information such as attendance, highest score, and lowest score.
4. Creating lists of items which may not be numeric such as student list, grocery list.
5. Managing company information such as profit and sales by creating graphs from
the data.

Office Automation Tools Class 11 Questions and Answers

18. What do you mean by Active Cell?

Answer – You’ll notice a thick black border surrounding the cell you’ve chosen when
you choose it. The selected cell is the active cell, as indicated by the thick black
border.

19. What are the various types of data available in a spreadsheet?

Answer – There are various types of data that can be entered in a cell –
a. Labels – These are alphabetic or alphanumeric entries without numeric value. They
can be a combination of letters, numbers, space, special characters etc. Labels are left
justified by default.

b. Numbers or Values – These are numeric data which may be integers or can
contain decimals or fractions. Values are right-justified by default.

c. Formulas – Used to perform calculations such as addition, subtraction,

multiplication, division, average. Formulas must begin with an = sign.

Office Automation Tools Class 11 Questions and Answers

 31
NOTES BY SAGAR SIROHI

20. What is the purpose of AutoFill in Spreadsheet?

Answer – You can enter data automatically in Spreadsheet. Use the AutoFill
command to automatically expand a predictable sequence (such as 1, 2, 3, days of
the week, or hours of the day) that you are typing.

21. What is the need of a presentation software?

Answer – Users who want to deliver information to an audience can do so with the
aid of presentation software. It includes templates and tools for adding text, photos,
music, video, and graphs as well as other types of content. Using presentation
software, teachers can make their lessons more engaging.

Office Automation Tools Class 11 Questions and Answers

22. What is the task of a presentation software?

Answer – It is possible to construct presentations of ideas by combining text,
graphics, and audio or video using presentation software, a subcategory of
application software. A tale is told, a speech is supported, or information is presented
in a presentation.

23. Name an open source presentation software

Answer –
a. Apache OpenOffice’s Impress.
b. LibreOffice’s Impress.
c. FreeOffice 2018’s Presentation.
d. Google Slides.

Office Automation Tools Class 11 Questions and Answers

24. List the steps to start an OpenOffice Impress.

Answer –
Step 1 : Click on Start Button
Step 2 : Click on OpenOffice.org
Step 3 : Click on OpenOffice.org Impress

25. List the components of the main screen of OpenOffice Impress.

Answer – The Slides pane, Workspace, and Tasks panes make up the main Impress
window. Several toolbars can also be shown or hidden while a presentation is being
created.

Office Automation Tools Class 11 Questions and Answers

 32
NOTES BY SAGAR SIROHI

26. List the different view options in OpenOffice Impress.

Answer – Different ways in which presentation slides can be viewed are –
a. Normal View
b. Outline View
c. Slide Sorter
d. Slide Show
e. Notes Page
f. Handout Page

Office Automation Tools Class 11 Questions and Answers

27. List the tabs in the OpenOffice Impress. What are the key tasks performed
by the tabs?
Answer – Insert tab are described as follows –
a. Insert page number, Date and Time – A Header and Footer Window opens.
Make settings here for date, time and page number.

b. Insert Fields – A pop-up menu appears. Select the element to be inserted. The
selected element will insert at the location of the cursor.

c. Insert Hyperlink – A dialog box opens. On the left side of the dialog box, select
where you want to link – current presentation slides, new presentation or Internet
link. Then fill the details path, Form (text, button), etc. The Text is the name that
appears in your document as a hyperlink.

Office Automation Tools Class 11 Questions and Answers

28. What is the extension of the file created in OpenOffice Impress.

Answer – ODP is the file extension for files produced by OOo Impress
(OpenDocument Presentation). ODP files and Impress Files are the terms used in this
site to refer to files made in OOo Impress.

29. What is the purpose of the following views –

a. Normal
b. Outline
c. Slide Sorter
d. Slide Show
e. Notes Page
f. Handout Page
Answer –
a. Normal – This is the main editing view for writing and creating slides
 33
NOTES BY SAGAR SIROHI

b. Outline – This displays an outline of the text in the slides.

c. Slide Sorter – This presents all slides of the presentation in a miniature form. It
helps in viewing all slides together and allows easy moving of slides.

d. Slide Show – It shows slides as they will be actually presented. No editing can
take place in this view.

e. Notes Page – Allows users to make notes for the selected slide. The notes can be
seen only by the presenter while making a presentation. The note page is not visible
to the audience of the slide show presentation.

f. Handout Page – It displays slides on a page as seen when printed.

Office Automation Tools Class 11 Questions and Answers

30. What is the need to use the Slide Master?

Answer – Each slide in your presentation has a general appearance that is controlled
by a slide master, including formatting and design. Every slide layout will be updated
as you make changes to the slide master within your presentation. At least one slide
master can be found in every template.

31. What is the difference between slide transition and slide animation?
Answer – The following are the differences between slide transition and custom
animation –
1. Slide Transition – The looks that move you from one slide to the next are known
as slide transitions.
2. Slide Animation – Slide animations are the motions you add to text, images, and
other items on a single presentation.