FBISE 9th Class Computer Chapter 3 Office Automation Short Questions Answers

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Class/Subject: 9th Class Computer

Chapter Name: Office Automation

Board: FederalĀ  Board

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FBISE 9th Class Computer Chapter 3 Office Automation Short Questions Answers

Explain Office Automation System?

Office Automation refers to modern technology used to create, store, process, and communicate information for accomplishing basic tasks performed in offices. The system that facilitates office automation is known as Office Automation System.

What is Microsoft Office?

The most commonly used office automation software is Microsoft Office. It is an office suite of applications. It consists of MS Word, MS Excel, MS Access, MS PowerPoint, and MS Outlook. It was first announced by Bill Gates on 1st August 1988. Its latest version in Microsoft Office 2016 was released on 22 September 2015.

Describe the steps for opening the MS Word program.

i. Turn on the computer and click the Start button.
ii. Click All Programs
iii. Click Microsoft Office to display the submenu. The submenu contains all the programs included in Microsoft Office software.
iv. Click Microsoft Word 2010 to open the Word program.

What is a Word Processor?

Word processor is computer application software that is used for the creation of different types of documents on the computer. Word Processor is a commonly used application of computers. Word Processor allows users to delete, modify and rearrange documents without retyping any of the existing text.

What do you know about Page Breaks?

A page break is a marker that tells Word Program that the contents which follow are to appear on a new page. Word automatically inserts a page break when the user reaches the end of a page. Page break is inserted in the document when the user wants to add a new page to the document.

What are Section Breaks?

A section break also inserts a new page but it allows the user to change the page format without having any effect on the formatting of the previous pages.

Why header and footer are important in a Word document?

Header: Header refers to information that appears at the top of the page.
Footer: Footer refers to information that appears at the bottom of a page.
Importance of header and footer: The type of information that may appear in the header or footer includes book title, document title, chapter number and title, page number, company name, etc.

Why hyperlinks are created in Word documents?

You can add hyperlinks to your document that give your readers instant access to information in another part of the same document. The hyperlink can be text or graphics. By using hyperlinks, you can provide information to your readers without repeating the same information on different pages. To adds a link to jump from one part of a document to another part of the same document mark the destination and then add a link to it.

What is Relative Cell Addressing?

In Excel, cell addresses included in a formula or function are relative cell addresses. Relative cell addresses mean when a formula is copied to other cells, the cell references in the formula change to reflect the formula’s new location.

What is Absolute Cell Addressing?

Users can address a particular cell location on a matter where the formula appears by using absolute cell address. Absolute cell addressing keeps a cell reference constant when copying a formula or function. Absolute cell addresses begin with a dollar sign in the formula such as =$C$5 + $D$5

What are the advantages of protecting an Excel worksheet?

i. Click the Review tab in the Ribbon.
ii. Click Protect Sheet command in the Changes group.
iii. Enter a password and click OK.
iv. Re-enter password to confirm and click OK.

How graphical representation is of spreadsheet data can be helpful in business.

A chart is used to represent data graphically. Charts are very helpful in the explanation and representation of data. A commonly used chart in the column chart. Excel allows business users to unlock the potential of their data, by using formulas across a grid of cells. Data is inserted into individual cells in rows or columns, allowing it to be sorted and filtered, and then displayed in a visual presentation.

What do you know about Status Bar?

The status bar is located at the bottom of the document window above the Windows taskbar. It presents information about the document such as the current page, total number of pages in the document, number of words in the document, etc. It also provides controls for viewing the document in different layouts. The right edge of the status bar presents the zoom in and zoom-out bar. Zoom in is used to get a close-up view of a document and zoom out is used to view more of the page at a reduced size.

Describe the method for copying and moving text using shortcut keys.

i. Press Ctrl+C for copying or Ctrl+X for moving text.
ii. Position the mouse pointer to the location where you want to copy or move the text.
iii. Press Ctrl+V for pasting the text.

Explain that Themes change the overall appearance of the entire document.

Themes change the overall appearance of the entire document, including colors, fonts, and effects. The following are the steps to apply a theme:
i. Click the Page Layout tab.
ii. Click the Themes button in the Themes group.
iii. Select a theme to apply from the menu. If the user does not like the selected theme, he can select another one. To remove a theme from the document select Office theme.

Explain the Page Background?

The Background group has three items to set for the document which include Watermark, Page Color, and Page Borders.
Watermark: Watermark inserts dim text behind the content of the page.
Page Color: Page color sets the page background color.
Page Borders: Page Borders option inserts or changes the border around the page.

Explain the steps for inserting a picture in documents.

i. Place the cursor where to insert the picture.
ii. Click the insert tab.
iii. Click picture command in illustrations group. The Insert Picture dialog box will appear.
iv. Browse and select the picture file to insert and click the Insert button.

Define Table?

A table consists of rows and columns is called a table.

Define the dimension of the table?

Before inserting a table in a document, the user should know the number of rows and columns required. This is called the dimension of the table.

Define spreadsheet?

A spreadsheet is a grid of rows and columns and in which the user enters numbers and text. Spreadsheet programs are powerful multipurpose calculators, capable of everything from adding two plus two to solving problems that involve complicated calculations.

Write the size of the spreadsheet?

Each worksheet in a workbook has 16,384 columns and 1,048,576 rows. The work area is like a movable window. The user can move the window sideways to view additional columns as well as up and down to view additional rows.

Elaborate the Filtering of Data in Microsoft Excel.

Filtering data means displaying only the information that the user needs based on a condition. For example, the user could filter a list of students for viewing who belong to a particular class. The user could also filter a list of people whose ages are above 30.

Define Data Validation Microsoft Excel.

Data validation is used to control the values or the type of data that the user enters into a cell.

Write down the steps for inserting page break and section break?
i. Click the page layout tab
ii. Click the breaks icon to open the drop-down menu shown in Fig.FBISE 9th Class Computer Chapter 3
iii. To insert a page break click the first option under the section breaks heading.

Write down the steps to create a Hyperlink.

i. Select the text that is displayed as a Hyperlink as shown in Fig.
ii. Click the insert tab.
iii. Click Hyperlink in the links group as shown in Fig
iv. Click OK.

List the main component of Word Window.

The main component of Word Window consists of Quick Access Toolbar, Ribbon, Horizontal/Vertical Scroll bars, and Status bars shown in Fig.

Explain the steps to set page size.

Page size refers to the height and width of the page.
i. Click the Page Layout tab
ii. Click the Size button in the Page Setup group.
iii. Select a page size from the menu shown in Fig.

Highlight the steps to set the watermark.

i. Click the Page Layout tab.
ii. Click the Watermark command in the Page Background group.
iii. Click custom Watermark from the menu shown in Fig. User can also select a watermark that is displayed in the menu it fulfills the requirement.
iv. Type the text for the watermark as shown in Fig.
v. Click Apply and then click Close to close the dialog box.

Highlight the steps for positioning the picture on-page.

i. Click the picture that is to be positioned. Format tab will appear on the screen.
ii. Click the Position command on the Arrange group.
iii. Select a position from the menu. The top right corner is selected for positioning the picture in Fig.
iv. Picture positioned at the top right corner of the page is shown in Fig.

Explain the steps to insert a built-in equation.

i. Click Insert tab.
ii. Click the Equation button on the Symbols group.
iii. Select the type of equation you want to insert as shown in Fig.

Write the steps to open the Excel Program.

i. Turn on the computer and click the Start button.
ii. Click All Programs.
iii. Click Microsoft Office to display the submenu.
iv. Click Microsoft Excel 2010 to open the Excel program. The opening screen of Excel will appear as shown in Fig.

Write the steps to fill a series of numbers from 1 to 7 in a spreadsheet.

i. Enter 1 in cell A1 and 2 in cell A2 below it.
ii. Select the two cells, position the mouse pointer on the fill handle at the bottom right corner and drag it downwards through A7.
iii. The cells will be filled with series from 1 to 7.
iv. You can open the drop-down menu at the bottom right corner as shown in Fig, and select another option.

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