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Important question
(Data Entry Operations) (336)

Chapter 1
Basics of Computer

Introduction to Computers

1.What are the two major categories of computer components?

Ans. Hardware: The physical components like monitor, keyboard, mouse, etc.

Software: Programs that utilize hardware for performing tasks.

2.What are the main characteristics of a computer?

Ans. High speed, accuracy, diligence, versatility, and storage.

3.What are the basic functions of a computer?

Ans. Accept data, store data, process data, retrieve stored data, and output the results.

4.What is the function of the Control Unit (CU)?

Ans. Supervises input, output, processing, and storage operations, ensuring systematic
execution.

5.What operations are performed by the Arithmetic Logic Unit (ALU)?

Ans. Arithmetic operations (addition, subtraction, etc.) and logical operations

(comparison).
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6.What does the Central Processing Unit (CPU) consist of?

Ans. Control Unit (CU) and Arithmetic Logic Unit (ALU).

7.What are peripheral devices, and what are the main categories?

Ans. External devices connected to a computer for specific functions. Categories: Input
devices, output devices, and other peripherals.

8.Name three input devices and their functions.

Ans. Keyboard: Inputs alphanumeric data.

Mouse: Used for pointing and selecting.

Scanner: Automatically collects data, e.g., barcodes.

9.What is the difference between a mouse and a trackball?

Ans. A mouse moves on a surface to control the pointer, while a trackball is stationary
and operated by rotating a ball.

10.What are some commonly used output devices?

Ans. Monitor, printers (laser, dot matrix, line), plotters, and speakers.

11.What is the primary advantage of laser printers?

Ans. They produce high-quality prints quickly and efficiently.

12.What is the difference between system software and application software?

Ans. System Software: Manages hardware and runs the computer (e.g., Operating
Systems).

Application Software: Designed for specific tasks (e.g., library management systems).
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13.What is an operating system, and what are its functions?

Ans. A system software that manages hardware devices, file systems, and provides a
user interface. Examples: UNIX, Windows, Linux.

14.What are low-level languages, and give two examples?

Ans. Languages close to machine language.

Machine Language: Binary code (0’s and 1’s).

Assembly Language: Uses mnemonics for easier understanding.

15.What is the role of a compiler and an assembler?

Ans. Compiler: Converts high-level language into machine language.

Assembler: Converts assembly language into machine language.

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Chapter 2
Operating System

1.What is a GUI in operating systems?

Ans. GUI (Graphical User Interface) allows users to interact with the computer through
visual elements like icons instead of typing commands.

2.List some versions of the Windows operating system mentioned in the summary.

Ans. Windows 95, Windows 98, Windows 2000, Windows XP, Windows Vista, and
Windows

3.How do you log on to Windows XP?

Ans. Enter the password (if required) and press the Enter key.

4.What is the purpose of the Start Menu?

Ans. The Start Menu provides access to all the available options and programs to start
using Windows.

5.What is the Taskbar, and where is it located?

Ans. The Taskbar is located at the bottom of the screen and displays icons for open
programs or windows for easy navigation.

6.What are the tabs available in the Help and Support feature?

Ans. Tabs include Index, Favourites, History, Support, and Options.

7.How can you close the Help and Support window?

Ans. Click the close button (×) in the upper-right corner of the window.
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8.How can you search for a file or folder in Windows XP?

Ans. Click Start, select Search, then choose "All files and folders." Type the file name or
keywords to locate the file.

9.How do you create a new folder?

Ans. Navigate to My Documents, click on File → New → Folder, and name the new folder.

10.How do you rename a file or folder?

Ans. Right-click the file or folder, click Rename, type the new name, and press Enter.

11.How can you permanently delete a file or folder?

Ans. Press and hold the Shift key while dragging the file or folder to the Recycle Bin.

12.What is the purpose of the Control Panel in Windows XP?

Ans. The Control Panel allows users to customize system settings, install or remove
hardware and software, and manage administrative tools.

13.How do you access the Control Panel?

Ans. Click on Start and then click on Control Panel.

14.How do you install or remove a program in Windows XP?

Ans. Use the "Add or Remove Programs" utility in the Control Panel to install or uninstall
software.

15.What sources can be used to install new software in Windows XP?

Ans. Software can be installed from a CD-ROM, network drive, or downloaded from the
internet.
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Chapter 3
Basics of Word Processing

1. What is Word Processing?

Ans. Word processing is an application program that allows you to create, format, edit,
and enhance documents such as letters, reports, and brochures. It also supports
adding images, tables, charts, and checking spelling and grammar.

2. What are the main features of Word Processing?

Ans. Built-in and custom templates for professional documents

Tools for managing large documents (e.g., table of contents, cross-references)

Mail merge for mass mailings

AutoCorrect and AutoFormat to fix errors and apply formatting

Print zoom to scale documents for different paper sizes

Nested tables and PDF/XPS export options

3. What is the Ribbon in MS Word 2007?

Ans. The Ribbon is part of the MS Office Fluent User Interface that organizes tools by
tasks, making them easier to locate. Tabs such as Home, Insert, and Page Layout group
related commands.

4.What are pre-formatted templates in MS Word 2007?

Ans. pre-formatted templates allow users to quickly create professional documents by
selecting predefined cover pages, headers, and footers, saving time on formatting.

5.How does the digital signature feature work in MS Word 2007?

Ans. It ensures document authenticity and integrity by adding an invisible digital
signature or a visible Microsoft Office Signature Line.

6.What is the purpose of the 'Mark as Final' feature?

Ans. The 'Mark as Final' feature makes a document read-only, preventing further editing
while signalling that it is in its final version.
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7. How can you start MS Word 2007?

Ans. Click on the Start button → All Programs → Microsoft Office → Microsoft Office Word
2007. Double-click the Microsoft Word icon on the desktop or shortcut bar.

8.What are the key objects on the Word typing screen?

Ans. Insertion Point: Indicates where text will appear as you type.

Mouse Pointer: Changes shape depending on its location.

End-of-Document Marker: Indicates the end of a document.

9.What is the purpose of the rulers in Word 2007?

Ans. Rulers help set margins, tabs, and indents for document formatting.

10.How can you open an existing document?

Ans. Click the Office Button → Open

Use the shortcut CTRL+O, then select the file from the dialog box.

11.What is the difference between 'Save' and 'Save As'?

Ans. Save: Updates the current document without renaming.

Save As: Creates a new file with a specified name and location.

12.How can you protect a document with a password?

Ans. Select Office Button → Save As → Tools → General Options → Add a password for
opening or modifying the document.

13.How do you make a document 'Read-Only'?

Ans. Enable the "Read Only recommended" option in the Save As dialog box. This
prevents accidental changes.
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14.What are some common keyboard shortcuts in Word 2007?

Ans. CTRL+S: Save

CTRL+O: Open

CTRL+P: Print

CTRL+Z: Undo

CTRL+C: Copy

15.How do you print multiple pages on a single sheet of paper?

Ans. Open the document → Office Button → Print → Select Pages per Sheet in the Zoom
section of the Print dialog box.
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Chapter 4
Formatting of Documents

1. How do you move to a new paragraph in Word 2007?

Ans. Press the ENTER key at the end of the paragraph. Word automatically wraps text to
the next line.

2. What happens when you press the spacebar excessively to align text?
Ans. Word creates additional spaces that you will have to delete. Use the Tab key or
formatting options instead.

3. How can you insert text into an existing document?

Ans. Move the cursor to the desired location using the keyboard or mouse, then start
typing.

4. What is the difference between the DELETE and BACKSPACE keys?

Ans. DELETE removes text to the right of the cursor, while BACKSPACE removes text to
the left.

5. How do you replace text in Word 2007?

Ans. Highlight the text to be replaced and type new text or delete the selected text and
then type the new content.

6. What is the Format Painter used for?

Ans. The Format Painter copies formatting from one text selection and applies it to
another. Double-clicking keeps it active for multiple uses.

7. How do you change the font face and size in Word 2007?
Ans. Use the Font group under the Home tab. Click the arrow beside the font or size box
to select from available options.
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8. How do you adjust line spacing for a paragraph?

Ans. Go to Home → Paragraph → Line Spacing in the dialog box. Select the desired
spacing from the drop-down menu.

9. How do you change the style of bullets or numbers in a list?

Ans. Highlight the list, then use the Bullets and Numbering dialog box under the Home
tab.

10.How do you set custom tab stops?

Ans. Navigate to Home → Paragraph → Tabs, enter the desired tab stop position, and
click OK.

11. How do you insert a page break manually?

Ans. Press CTRL + ENTER or use the Insert → Page Break option.

12. What are predefined margin options available in Word 2007?

Ans. Options include Normal, Narrow, Moderate, Wide, Mirrored, and Office 2003
Default.

13. What do red and green wavy lines indicate in Word 2007?
Ans. Red lines indicate spelling errors, while green lines indicate grammar errors.

14. What is the Click and Type feature used for?

Ans. It allows inserting text, tables, or graphics at any location on a page by double-
clicking and typing.

15. How do you change the orientation of specific pages in Word 2007?
Ans. Select the pages, go to Page Layout → Page Setup → Orientation, choose either
Portrait or Landscape, and apply to the selected text.
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Chapter 5
Mail Merge

1.What is the Main Document in Mail Merge?

Ans. It is the personalized document containing text and graphics that stay the same for
each version, such as the return address and body of a form letter.

2.What is the Data Source in Mail Merge?

Ans. It is a file containing names, addresses, or other variable information for the mail-
merge document.

3. What is the Merge Document in Mail Merge?

Ans. It is the final document produced by merging the main document with the data
source, containing personalized information.

4.What are the six steps in the Mail Merge Wizard?

Ans. Select document type, Choose the starting document, select recipients, Write and
insert merge fields, Preview results, Complete the merge.

5.What does the 'Select Starting Document' step involve?

Ans. It involves choosing the current document, a template, or another existing
document to start the mail merge.

6.How can you create a data source using Mail Merge Wizard?
Ans. By selecting "Type a new list" in the Select Recipients dialog box and entering data
in the New Address List dialog box.

7. What file format is used for saving the data source?

Ans. The data source is saved with the .mob (Microsoft Database) file extension.

8. How can you customize data fields in the address list?

Ans. Use the "Customize Columns" button in the New Address List dialog box to add,
delete, or rename fields.
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9. How do you edit an existing data source?

Ans. Open the data source, select "Use an existing list," and then use the "Edit Recipient
List" button to modify records.

10. What tools can you use to find specific data records to edit?
Ans. Use the arrow keys, record number search, or the "Find" feature to locate and edit
data records.

11.How can you create a data source using Word Table?

Ans. Insert a table in Word, type field names in the top row, and enter data records in
subsequent rows.

12.How can you create a data source using Excel?

Ans. Type field names in the top row of an Excel worksheet, add data records below,
and save the worksheet.

13. How do you insert merge fields in the main document?

Ans. Use the "Insert Merge Field" option under the "Write & Insert Fields" subtask to
place data fields in the desired locations.

14. What is the purpose of the 'Preview Results' step in mail merge?
Ans. It allows you to view how the final document will appear with actual data before
printing or saving.

15. How do you create mailing labels using mail merge?

Ans. Select "Labels" under the Start Mail Merge subtask, specify label options, insert
merge fields, and preview results before printing.
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Chapter 6
Basics of Spreadsheets

1. What is AutoSum in Excel?

Answer: AutoSum helps to add the contents of a cluster of adjacent cells quickly.

2. What is the purpose of the AutoFill feature in Excel?

Answer: AutoFill allows you to fill cells with repetitive or sequential data, such as
chronological dates or numbers, and copy functions.

3. What is the use of the Wizard feature in Excel?

Answer: The Wizard provides tips and techniques to help users work effectively by
guiding them based on the task being performed.

4. How many rows and columns are available in Excel 2007?

Answer: Excel 2007 provides 1,048,576 rows and 16,384 columns.

5. What is Function AutoComplete in Excel?

Answer: Function AutoComplete helps users write proper formula syntax quickly by
detecting and suggesting functions.

6. What is a worksheet in Excel?

Answer: A worksheet is a grid of rows and columns in an Excel workbook where data
can be entered, calculated, and analysed.

7. How do you select a range of cells in Excel?

Answer: Click on a cell, hold down the left mouse button, and drag to the last cell of the
desired range.
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8. What type of data can be entered into a cell in Excel?

Answer: Cells can contain text, numbers (whole numbers, decimals, scientific
notation), or mathematical formulas.

9. How can you insert rows or columns in Excel?

Answer: On the Home tab, click the arrow next to "Insert" in the Cells group, and then
choose to insert cells, rows, or columns.

10. What is the process to delete cells in Excel?

Answer: Select the cells, rows, or columns to delete, then click the arrow next to
"Delete" on the Home tab and choose the delete option.

11. How can you move or copy cells in Excel using drag-and-drop?

Answer: Select the cells, point to the border, and drag to move them. Hold down CTRL
while dragging to copy the cells.

12. What is the Paste Special options in Excel?

Answer: Paste Special allows you to paste only values, cell formats, or formulas
without overwriting existing data.

13. How do you adjust margins in Excel for printing?

Answer: Use the Page Layout tab, select "Margins," and set the top, bottom, left, and
right margins as needed.

14. What are the printing options available in Excel?

Answer: Options include selecting print range (all pages or specific pages), print what
(highlighted cells, active worksheet, or entire workbook), and setting the number of
copies.
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15. How do you save a new file in Excel?

Answer: Click the Office button, select "Save As," choose the location and file type,
enter the file name, and click "Save."
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Chapter 7
Formatting of Spreadsheets

1. Where are the formatting tools located in Excel 2007?

Answer: Formatting tools are available in:

1.The Home tab

2.The mini toolbar (appears when right-clicking a cell/range)

3.The Format Cells dialog box.

2. What does the Format Cells dialog box offer?

Answer: It provides advanced formatting options for numbers, alignment, font, borders,
patterns, and cell protection.

3. How do you open the Format Cells dialog box?

Answer:

1.Press Ctrl+1.

2.Click the dialog box launcher on the Home tab under Font, Alignment, or Number
groups.

4. What is the purpose of the Number tab in the Format Cells dialog box?

Answer: The Number tab allows users to format numerical data as integers, decimals,
currency, percentages, and other formats, including restricting decimal places.

5. What alignment options are available in Excel?

Answer: Users can align data horizontally and vertically, wrap text, and adjust text
orientation within a cell.
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6. What features are available in the Font tab?

Answer: The Font tab includes options for changing font face, size, style (bold, italic,
underline), and adding text effects like strikethrough or colour changes.

7. How can borders and patterns be applied to cells?

Answer:

1.Go to the Format Cells dialog box → Border or Pattern tab.

2.Choose border styles, line collars, and cell shading.

8. How does Excel handle dates and times?

Answer: Excel automatically recognizes date and time entries and formats them. Users
can customize the format using the Number tab in the Format Cells dialog box.

9. What is the AutoFit feature?

Answer: AutoFit automatically adjusts the width of a column or the height of a row to fit
the content.

10. What are Cell Styles in Excel?

Answer: Predefined styles in Excel that allow quick formatting of cells to give
worksheets a professional look. Users can also define custom styles.

11. How is the Format Painter tool used?

Answer: The Format Painter copies the formatting of a cell and applies it to another cell
or range. Activate it from the Home tab → Clipboard group.

12. How can you protect a worksheet in Excel?

Answer:

1.Go to the Home tab.

2.Click Format in the Cells group.

3.Choose Protect Sheet and set a password for protection.

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13. How can you change the orientation of text in a cell?

Answer: Use the Alignment tab in the Format Cells dialog box to rotate or align text
within a cell.

14. What options are available for customizing borders?

Answer: Users can choose border styles, locations (outline, inside), and line collars in
the Border tab of the Format Cells dialog box.

15. How can you format columns or rows to make content visible?

Answer: Use the AutoFit feature or manually adjust the width and height of
columns/rows.
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Chapter 8
Formulas, Functions and Chart

1. Where can formatting tools in Excel 2007 be found?

Ans. Formatting tools are available in the Home tab, Mini Toolbar, and Format
Cells dialog box.

2. What is the function of the Mini Toolbar?

Ans. It provides quick access to common formatting options like font size,
colour, borders, and alignment when right-clicking cells.

3. How do you open the Format Cells dialog box?

Ans. Press Ctrl+1 or click the dialog box launcher in groups like Font, Alignment,
or Number on the Home tab.

4. What formatting can be done in the Number tab of the Format Cells dialog
box?
Ans. Select data types like General, Number, Currency, Date, and Time, and
customize decimals or date formats.

5. How can you align text within a cell?

Ans. Use the Alignment tab in the Format Cells dialog box or alignment options
in the Home tab.

6. What options are available in the Font tab?

Ans. Adjust font face, size, style (bold/italic/underline), and effects.

7. How can you apply borders and patterns to cells?

Ans. Use the Border and Pattern tabs in the Format Cells dialog box or the border
and shading tools in the Home tab.

8. How does Excel handle date and time formats?

Ans. Excel recognizes date/time inputs automatically and allows customization
through the Number tab in the Format Cells dialog box.
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9. What is the AutoFit feature?

Ans. It adjusts column widths automatically to fit the contents.

10. What are cell styles, and how are they applied?
Ans. Cell styles are predefined formatting sets. Select a range, go to the Home
tab → Styles group → Cell Styles, and choose a style.

11. What does the Comma style do?

Ans. Adds commas to numbers and displays two decimal places.

12. What is the Format Painter, and how is it used?

Ans. Format Painter copies formatting from one cell to others. Select the
formatted cell, click the Format Painter, and apply it to target cells.

13. What is Excel's AutoFormat feature?

Ans. A collection of table styles that format ranges of cells with predefined
settings for fonts, alignments, and patterns.

14. How do you protect a worksheet?

Ans. Go to the Home tab → Format → Protect Sheet, set a password, and select
protection options.

15. How can you unhide a hidden sheet?

Ans. Right-click on any visible sheet, choose Unhide, and select the sheet to
unhide from the list.
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Chapter 9
Creating Presentation

1.What is PowerPoint used for?

Ans. PowerPoint is used to enhance presentations with text, pictures, sound effects,
charts, tables, and multimedia features like videos and music.

2.How do you start PowerPoint 2007?

Ans. Click the Start button → All Programs → Microsoft Office → Microsoft Office
PowerPoint 2007.

3.What replaces the File menu in PowerPoint 2007?

Ans. The Office button replaces the File menu.

4.What is the Ribbon in PowerPoint 2007?

Ans. The Ribbon is the bar below the title bar, containing Tabs, Groups, and Command
buttons for task-oriented operations.

5.How do you create a blank presentation?

Ans. Click the Office button → New and choose Blank Presentation.

6.What are slide layouts in PowerPoint?

Ans. Slide layouts dictate how content appears on slides, with nine options including
Title Slide, Two Content, Comparison, and Picture with Caption.

7.How do you add content to a slide?

Ans. Use the placeholders or select one of the six elements: Insert table, chart,
SmartArt, picture, Clip Art, or Media Clip.

8.What are the different views in PowerPoint?

Ans.

• Normal View: For creating slides.

• Slide Sorter: For organizing slides.

• Slide Show: For presenting slides.

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9.How do you access Normal View?

Ans. Click the Normal View button at the bottom right of the window or go to View →
Normal.

10.How do you insert text in PowerPoint?

Ans. Use text boxes or the Outline pane to create headings, lists, and paragraphs.

11.What is the purpose of bulleted lists?

Ans. Bulleted lists display key points clearly and can be created using placeholders or
new text boxes.

12.How do you save a PowerPoint presentation?

Ans. Click the Office button → Save As, choose the desired location, and name the file.

13.How do you save a presentation as a Web page?

Ans. Select Office → Save As → Web Page, choose a directory, name the file, and save it.

14.What is the Design Template feature?

Ans. Design Templates offer predefined themes with backgrounds and text formatting
to enhance slide appearance.

15.How do you create a multilevel list in Outline view?

Ans. Press TAB or ALT+SHIFT+Right Arrow to demote text to a subsist, and
ALT+SHIFT+Left Arrow to promote it back.