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

The application software used for composition editing, formatting, printing the documents, books, reports, magazines, posters etc is called Word processor or word processing software.
A word processor enables us to create a document, store it electronically on a disk, display it on a screen, modify it by entering commands and characters from the keyboard, and print it on a printer. It may also be used for Grammar and Spell checking.

a) Today the number of software packages / tools is used for word processing purposes. The most common are following

• MS Word is one of the most leading word processor used to create, edit, print the documents, letters, books etc.
• MS Excel is used for entering calculating and analyzing the data in table’s format.
• Inpage is used to create, edit the Urdu, Arabic documents, books etc.
• Corel Draw is used to create posters, signboards, magazines newspapers

Save command is used to permanently save the documents for the first time or sub-sequent time whereas the Save As command is used to create a duplicate (New) copy of same file with different name.
The short cut key for SAVE command is “Ctrl + S” wheres for SAVE AS command is “ Ctrl + O”.

File:
Different symbols can be inserted into MS Word documents. The process to insert Symbol into Ms Word 2007 document is following

• Click in “Insert Tab”.
• In the symbol group, click the arrow next to symbols.
• Click More Symbols.
• Choose the symbol we want to add it to the document and ress / Click on “Insert” button.

“Page Break: is used to move the cursor / control to the next page while “Section Break” is used to create a barrier between two parts /modules / sections of a document for formatting purpose.
Both options are very important for designing an effective and professional looking Word document. They help the observers to easily understand the documents.

The “Header” is a section that appears on Top margin of very page in a document where as “Footer” is a section that appears at bottom margin of every page in a document. Header and Footers” are added to the documents in order to show the information like Page No, Chapter No, Date, Section name etc.
Inserting Header and Footer:

• Select the “Insert” tab.
• Click on either “Header” or Footer”.
• Choose the option that we want to set from built-in option OR( Click Blank to create your own.
• Design/set the Header / Footer area by your own choice. It will appear on the document.

It is a built-in gallery that contains different color full text styles which can be inserted into MS Word document.
How to use Word Art?

• Click in INSERT tab.
• In the text group, choose and click “Word Art”.
• Click on “Word Art Styles”. (Different text styles will appear)
• Choose the required text style.
• Type the text that is wanted to be add and press OK.

A hyper link is a piece of text (character / word / sentence) or an image (small / large) in MS Word document which is clicked / pressed to connect it to another portion of the same / other document or the web page. When the Mouse cursor is moved to hyper link text / image, it is highlighted and normally Hand sign indicates it.
How to Insert Hyper Link?

• Select the text / Image which is to be used as hyper link.
• Select “Insert tab”.
• Click “Hyper Link” in the Links group.
• Type the address, the users would like to link it in the Address field.
• Press / click OK.

A function is a pre-defined / built-in formula which is used to calculate some specific value.
Every function has its own unique name and specific purpose which is pre-defined and it cannot be changed. It has special order / syntax to follow. The functions are designed by the experts to save the time and manual processes.
Different Part of MS Excel Function:
All the functions have their own specific syntax and a proper way to use. An Excel function has following rules to following.

• It begins with Equal sign “=”
• After “=” sign, the name of function should come i.e “=SUM”
• In the parenthesis, Argument / Arguments are given. If there are more than one argument, they will be separated by comma.

Different Part of MS Excel Function:
All the function have their own specific syntax and a proper way to use. An Excel function has following rules to follow.

• It begins with Equal sign “=”
• After “=” sign, the name of function should come i.e. “= SUM”
• In the parenthesis, Argument / Argument are given. If there are more than one argument, they will be separated by comma.

Example
= SUM (A3 : A9)
Here “SUM” is the name of function while (A3 : A9) is an argument.

Urdu Editor:
It is application software which is used to create / edit document in Urdu language. Some of the Urdu editors may also be used for Arabic, Persian, English and other languages.
Purpose:
The major purpose of Urdu editor software is to create Urdu / Arabic / Persian text this text may be used in Corel Draw, Adobe and many other publishing software. It can also uploaded to Internet applications.

Equation Editor is a built-in support which is helpful for writing and changing in MS Word document. It provides hundreds of symbols used in arithmetic and scientific equations. It looks like

The process of setting colors, shapes, styles of text / pages etc in MS Word etc is known as Text formatting. There are three common types of formatting

• Text formatting
• Paragraph formatting
• Page formatting

We can insert / add the picture from hard drive into MS Word document in the following way.

• Place the cursor where want to add / insert the picture.
• On the “Insert” tab in the illustration group, click “Picture”
• From the Insert picture Dialog box, browse and select the required picture from drive.
• Click the Insert button.

The Paste command is used to paste the selected text in the same format / style in which it was copied whereas the Paste Special command is used to paste the copied text in different format. For example date in text format can be pasted as an Image format.

A table is a grid of rows and columns. In MS Word documents, table can be created which are very useful for date analysis.
The most common operations that can be applied to Tables in MS Word are

• Table creation.
• Entering data into Rows / columns.
• Adding / deleing one or more rows / columns.
• Resizing rows / columns.
• Adding border and shading to tables.
• Merging and splitting the cells.

A sample table with 4 rows and 5 columns looks like

Data validation is used to prevent invalid data entry in MS Excel spreadsheet. It allows the EXCEL users to limit (Fix) the data and force the users to enter the required data.