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HOME OFFICE AUTOMATION QUESTIONS

OFFICE AUTOMATION QUESTIONS

OFFICE AUTOMATION ANSWERS

JULY 2017

I.	FILL IN THE BLANKS:

1.	Central Processing Unit
2.	Landscape
3.	Transpose
4.	Slide Transition
5.	F7
6.	Rmdir
7.	Base
8.	World Wide Web
9.	Writer
10.	Corbon Copy

II.	MATCH THE FOLLOWING:

1.	d
2.	h
3.	f
4.	e
5.	j
6.	i
7.	c
8.	a
9.	g
10.	b

III.	CHOOSE THE BEST ANSWER:

1.	c
2.	a
3.	c
4.	b
5.	b
6.	b
7.	c
8.	b
9.	a
10.	b


IV.	SAY TRUE OR FALSE:

1.	True
2.	False
3.	False
4.	False
5.	False
6.	False
7.	True
8.	False
9.	True
10.	True


V.	WRITE SHORT ANSWERS FOR THE FOLLOWING:

1.	A port number is a way to identify a specific process to which an Internet or other network message is to be forwarded when it arrives at a server. For the Transmission Control Protocol and the User Datagram Protocol, a port number is a 16-bit integer that is put in the header appended to a message unit.
2.	There are two scroll bars in a window. One is called Vertical Scroll Bar and another is called Horizantal Scroll Bar. They are useful to rotate the pages both vertically and horizontally to view the hidden contents.
3.	Mail Merge is used to send the same Letter contents to several addresses without typing the letter for each and every person individually. First we have to create Main Document; secondly to create the Data Source, i.e. addresses and thirdly we have to merge the Main Document with the Data Source.
4.	To Open a Text CSV File in Calc ~Choose File - Open. ~Locate the CSV file that you want to open. If the file has a *.csv extension, select the file. ... ~Click Open. The Text Import dialog opens. ~Specify the options to divide the text in the file into columns. ... ~Click OK .
5.	Reports are used to present data in a way that makes it readily understood by people without knowledge of the database. Reports are useful to: • Present data in easy-to-read tables • Create charts for displaying data • Make it possible to use data for printing labels • Produce form letters such as bills, recall notices, or notifications to people joining or leaving an association.
6.	Insert attractive Design Template to your slide. Add Custom Animations to your Text, Pictures, Objects, etc. Play Music in the Background During a Presentation Add Slide Transition effects to your Slides. Insert Background pictures to the slides. Embed YouTube Videos Add Sound Effects to Animations
7.	A set of related web pages located under a single domain name is called a Website. And URL stands for Unicode Resource Locator.
8.	Worksheet An Excel worksheet is a single spreadsheet that contains cells organized by rows and columns. A worksheet begins with row number one and column A. Each cell can contain a number, text or formula. Workbook A workbook is an Excel file that contains one or more worksheets. Each of the workbook's worksheets are in separate tabs on the bottom of the Excel window.
9.	Notepad is a simple text editor for Microsoft Windows and a basic text-editing program which enables computer users to create documents.
10.	Apache OpenOffice is completely legal to own and use in both private and commercial settings. Although the software is compatible with Microsoft Office file formats and has equivalent components, it is a completely separate office suite and has no official association with it.
11.	How to Personalize Your PC. ~To get started, right-click on your desktop background and select Personalize. ~Menu Options. A Control Panel window will appear, giving you the ability to change your settings. ~Change the Background. ... ~Use Your Own Photos. ... ~Change the Colors. ... ~Customize Sounds. ... ~Change the Screen Saver. ... ~Use Your Own Photos.
12.	Headers and footers are typically used in multiple-page documents to display descriptive information. In addition to page numbers, a header or footer can contain information such as: The document name, the date and/or time you created or revised the document, an author name, a graphic, a draft or revision number.
13.	Email is an important method of business communication that is fast, cheap, accessible and easily replicated. Using email can greatly benefit businesses as it provides efficient and effective ways to transmit all kinds of electronic data.
14.	text box - Computer Definition. An on-screen rectangular frame into which you type text. Text boxes are used to add text in a drawing or paint program. The flexibility of the text box is determined by the software. Sometimes you can keep on typing and the box expands to meet your input. On the Insert tab, in the Text group, click Text Box, and then click Draw Text Box. Click in the document, and then drag to draw the text box the size that you want. To add text to a text box, click inside the text box, and then type or paste text.
15.	Sorting is any process of arranging items systematically, and has two common, yet distinct meanings: ordering: arranging items in a sequence ordered by some criterion; categorizing: grouping items with similar properties. To sort a range: ~Select the cell range you want to sort. ... ~Select the Data tab on the Ribbon, then click the Sort command. ... ~The Sort dialog box will appear. ... ~Decide the sorting order (either ascending or descending). ... ~Once you're satisfied with your selection, click OK. ... ~The cell range will be sorted by the selected column.


VI.	WRITE ANSWERS IN DETAIL:

1a.	The computer as we know it today had its beginning with a 19th century English mathematics professor name Charles Babbage. He designed the Analytical Engine and it was this design that the basic framework of the computers of today are based on. Generally speaking, computers can be classified into three generations. Each generation lasted for a certain period of time,and each gave us either a new and improved computer or an improvement to the existing computer. First generation: 1937 – 1946 - In 1937 the first electronic digital computer was built by Dr. John V. Atanasoff and Clifford Berry. It was called the Atanasoff-Berry Computer (ABC). In 1943 an electronic computer name the Colossus was built for the military. Other developments continued until in 1946 the first general– purpose digital computer, the Electronic Numerical Integrator and Computer (ENIAC) was built. It is said that this computer weighed 30 tons, and had 18,000 vacuum tubes which was used for processing. When this computer was turned on for the first time lights dim in sections of Philadelphia. Computers of this generation could only perform single task, and they had no operating system. Second generation: 1947 – 1962 - This generation of computers used transistors instead of vacuum tubes which were more reliable. In 1951 the first computer for commercial use was introduced to the public; the Universal Automatic Computer (UNIVAC 1). In 1953 the International Business Machine (IBM) 650 and 700 series computers made their mark in the computer world. During this generation of computers over 100 computer programming languages were developed, computers had memory and operating systems. Storage media such as tape and disk were in use also were printers for output. Third generation: 1963 - present - The invention of integrated circuit brought us the third generation of computers. With this invention computers became smaller, more powerful more reliable and they are able to run many different programs at the same time. In1980 Microsoft Disk Operating System (MS-Dos) was born and in 1981 IBM introduced the personal computer (PC) for home and office use. Three years later Apple gave us the Macintosh computer with its icon driven interface and the 90s gave us Windows operating system. As a result of the various improvements to the development of the computer we have seen the computer being used in all areas of life. It is a very useful tool that will continue to experience new development as time passes.
1b.	The central processing unit (CPU) is the unit which performs most of the processing inside a computer. To control instructions and data flow to and from other parts of the computer, the CPU relies heavily on a chipset, which is a group of microchips located on the motherboard. The CPU has two components: ~ Control Unit: extracts instructions from memory and decodes and executes them ~ Arithmetic Logic Unit (ALU): handles arithmetic and logical operations To function properly, the CPU relies on the system clock, memory, secondary storage, and data and address buses. This term is also known as a central processor, microprocessor or chip.
2a.	Operating System (OS) is one of the core software programs that runs on the hardware and makes it usable for the user to interact with the hardware so that they can send commands (input) and receive results (output). It provides a consistent environment for other software to execute commands. So we can say that the OS acts at the center through which the system hardware, other softwares, and the user communicate. The following figure shows the basic working of the operating system and how it utilizes different hardware or resources. Operating system serves many functions but I will discuss about the major functions which all operating systems have. Basic Functions of the Operating system The key five basic functions of any operating system are as following ~ Interface between the user and the hardware : An OS provides an interface between user and machine. This interface can be a graphical user interface (GUI) in which users click onscreen elements to interact with the OS or a command-line interface (CLI) in which users type commands at the command-line interface (CLI) to tell the OS to do things. ~ Coordinate hardware components :An OS enables coordination of hardware components. Each hardware device speaks a different language, but the operating system can talk to them through the specific translational softwares called device drivers. Every hardware component has different drivers for Operating systems. These drivers make the communication successful between the other softwares and the hardware. ~ Provide environment for software to function: An OS provides an environment for software applications to function. An application software is a specific software which is used to perform specific task. In GUI operating systems such as Windows and macOS, applications run within a consistent, graphical desktop environment. ~ Provide structure for data management : An OS displays structure/directories for data management. We can view file and folder listings and manipulate on those files and folders like (move, copy, rename, delete, and many others). ~ Monitor system health and functionality: OS monitors the health of our system’s hardware, giving us an idea of how well (or not) it’s performing. We can see how busy our CPU is, or how quickly our hard drives retrieve data, or how much data our network card is sending etc. and it also monitors system activity for malware.
2b.	a. cmp command in Linux/UNIX is used to compare the two files byte by byte and helps you to find out whether the two files are identical or not. ~ When cmp is used for comparison between two files, it reports the location of the first mismatch to the screen if difference is found and if no difference is found i.e the files compared are identical. ~ cmp displays no message and simply returns the prompt if the the files compared are identical. The syntax of cmp command is quite simple to understand. If we are comparing two files then obviously we will need their names as arguments (i.e as FILE1 & FILE2 in syntax). In addition to this, the optional SKIP1 and SKIP2 specify the number of bytes to skip at the beginning of each file which is zero by default and OPTION refers to the options compatible with this command about which we will discuss later on. . b. The mkdir command in UNIX allows users to create directories or folders as they are referred to in some operating systems. The mkdir command can create multiple directories at once and also set permissions when creating the directory. The user running the command must have appropriate permissions on the parent directory to create a directory or will receive a permission denied error. c. pwd is one of the most basic commands in Linux and other Unix-like operating systems, along with ls, which is used to list the contents of the current directory, and cd, which is used to change the current directory. d. mv stands for move. mv is used to move one or more files or directories from one place to another in file system like UNIX. It has two distinct functions: (i) It rename a file or folder. (ii) It moves group of files to different directory. No additional space is consumed on a disk during renaming. This command normally works silentlymeans no prompt for confirmation. e. The kill Command. The kill command is used on Linux and other Unix-like operating systems to terminate processes without having to log out or reboot (i.e., restart) the computer. ... The only argument (i.e., input) that is required is a PID, and as many PIDs as desired can be used in a single command.
3a.	MS Office and Open Office are popular software that users prefer. Though both of the software offers the same functionality to the users, they have many differences between them. When looking at popularity, MS Office is used more often than Open Office. Open Office comes only in a single version which is free to download. On the other hand, MS Office has many versions, such as, Professional, Home and Student. Unlike Open Office, MS Office is not free. Open Office is an open source which means that the source code is public, and it can be changed and customized by the public. On the contrary, MS Office is not an open source and is proprietary software. As such, the public cannot make changes or customize it. When talking of the Graphical User Interfaces, they are different in MS Office and Open Office. Older MS Office versions, like Office 2003, had a menu-based system which was similar to Open Office. But today, MS Office uses a ribbon-like interface. Open Office offers support for all MS Office document formats. However, only new MS Office supports Open Office documents. Calc is the name given to the spreadsheet application in Open Office, and Excel is the name given to the MS Office spreadsheet. It is also seen that Open Office Impress is better then MS PowerPoint. Open Office Impress helps to create slide shows in an easier way than the MS Office PowerPoint. Updates in Open Office are free whereas it is not like that with MS Office updates. Summary: 1. MS Office is used more than Open Office. 2. Unlike Open Office, MS Office is not free. 3. Open Office comes only in a single version. On the other hand, MS Office has many versions, such as, Professional, Home and Student. 4. Open Office offers support for all MS Office document formats. However, only new MS Office supports Open Office documents. 5. Older MS Office versions, like MS Office 2003, had a menu-based system which was similar to Open Office. Today, MS Office uses a ribbon-like interface. 6. Updates in Open Office are free whereas it is not like that with MS Office updates. 7. Open Office Impress is better then MS PowerPoint.
3b.	Explore the Auto Shapes menu. Click the Insert tab on the menu bar, and click on the Shapes button located in the Illustrations menu on the formatting toolbar. Take note of the different Auto Shapes now visible in the pull-down menu. Insert an Auto Shape into the document. Select a basic shape for the purposes of this tutorial. Simply click on any shape to begin the insertion process. The Auto Shapes menu will close automatically and the mouse-pointer will be replaced by a thin cross-hair. Click and drag anywhere in the document to insert the auto shape. The chosen shape has been inserted into the document. Move the Auto Shape to a different location in the document. Click and drag anywhere along the edge of the object to move it to a different location within the document. The Auto Shape has been a repositioned within the document. Change the size of an Auto Shape once inserted. Click and drag on any corner of an Auto Shape to make it larger or smaller. The size of the Auto Shape has been adjusted. Change the shape of an Auto Shape once inserted. To switch to a different Auto Shape, select the object, click the format tab on the menu bar and click the Edit Shape button, located in the Insert Shapes menu on the formatting toolbar. Select "Change Shape" from the pull-down menu to open the Auto Shapes menu, and make an alternate choice from the menu options. A new Auto Shape has been chosen. Move the Auto Shape to a different location in the document. Click and drag anywhere along the edge of the object to move it to a different location within the document. The Auto Shape has been a repositioned within the document. Select a fill color for the object. Click the Shape Fill button to fill the object with a solid color. The theme color palette will open. Select a color from the theme color palette or select the "More Fill Colors" option from the pull-down menu to create a custom color. The Colors dialogue box will open. Select a style for the object. Confirm that the object is selected and click the Format tab on the menu bar. Take note of the available options provided in the Shape Styles menu, located on the formatting toolbar. Click on the down pointing arrow in the Shape Styles menu to open the Theme Fills menu. Adjust the style of the object's outline. Confirm that the object is selected and click the format tab on the menu bar. Click the Shape Outline button, located in the Shape Styles menu on the formatting toolbar. Select the "More lines" option from the pull-down submenu. The Format Shape dialogue box will open. Adjust the width of the object's outline. Confirm that the object is selected and click the format tab on the menu bar. Click the Shape Outline button, located in the Shape Styles menu on the formatting toolbar. Change the thickness of the outline by selecting the "Weight" option from the Shape Outline pull-down menu. The Line Weight sub-menu will open. Adjust the color of the object's outline. Confirm that the object is selected and click the format tab on the menu bar. Click the Shape Outline button, located in the Shape Styles menu on the formatting toolbar. Apply preset effects to the object. Confirm that the object is selected and click the Effects button, located in the Illustrations menu on the formatting toolbar. Take note of the different effect presets visible in the pull-down menu. Open the sub-menus for each preset effect category by rolling the mouse-pointer over each category title. Add text to the object. Right click the Auto Shape and select "Add text" from the pull-down menu. A cursor will appear in the center of the object. Type the desired text and click enter. To change the text formatting, select the text and choose from the available text formatting options on the Home tab.
4a.	Excel provides numerous predefined table styles that you can use to quickly format a table. If the predefined table styles don't meet your needs, you can create and apply a custom table style. Although you can delete only custom table styles, you can remove any predefined table style so that it is no longer applied to a table Choose a table style When you have a data range that is not formatted as a table, Excel will automatically convert it to a table when you select a table style. You can also change the format for an existing table by selecting a different format. ~ Select any cell within the table, or range of cells you want to format as a table. ~ On the Home tab, click Format as Table. ~ Click the table style that you want to use.
4b.	As your business grows, it becomes harder to perform payroll tasks manually. While it is too difficult to calculate earnings for a couple of employees, a computer payroll accounting application makes things easier. Payroll applications, however, can be expensive and take time to implement and master. Microsoft Office Professional comes with a powerful database application, Microsoft Access, which is ideal for performing these types of tasks. In fact, Microsoft provides owners of Access with an easy-to-use sample database that they can quickly customize to meet their business payroll needs. Step 1: Launch Microsoft Access 2010 on your computer. Step 2: Click "File" and then "New" on the menu ribbon bar. Click the "Time and Billing" sub-folder under the "Office.com Templates" heading. Step 3: Wait for a list of thumbnail images to appear on the screen, and then click the "Time Card" image option. Step 4: Enter a name for the new payroll database in the "File Name" field on the right side of the screen. Click the "Download" icon. Wait for the template to download from the Office.com website. Once the template downloads to your computer, it automatically opens in Access. Step 5: Click the "Enable Content" button at the top of the screen if prompted to do so. Step 6: Click the "Employee List" tab in the new payroll database. Enter name, email address and pay rate information for each employee in the data entry form. Step 7: Click the "Work Hours List" tab. Enter information on date and times worked by each employee. Select an employee name from the drop-down list. Click the calendar button on the form to select the date worked and then enter start and end times for the employee's shift. Step 8: Click the "Navigation Pane" on the left side of the screen to open it. Click and select one of the payroll reports listed to review amounts due to employees or summary totals for a specific time or pay period.
5a.	PowerPoint allows you to import a set of pictures into a photo album presentation. With the photo album feature you can select, rearrange, adjust, and add text to your pictures. By default, one picture will appear on each slide, but you can adjust the slide layout to include multiple images if you want. To create a photo album: Select the Insert tab. ~ Click the Photo Album command in the Images group, then select New Photo Album. ~ The Photo Album dialog box appears. Locate and click on the File/Disk...button. ~ Select the desired image file(s). Click Insert. To select all images in your folder, click the first image, then press and hold the Shift key and select the last image. ~ To select multiple nonadjacent images, press and hold the Control key while clicking the desired images. ~The Photo Album dialog box provides several options for moving, adjusting, and changing the layout of pictures. Edit as needed, then click Create to insert pictures into the photo album. A separate presentation will be created for the photo album. By default, it will include a title page and one picture per slide.
5b.	A mobile phone is a wireless handheld device that allows users to make andreceive calls and to send text messages, among other features. ... A mobile phonemay also be known as a cellular phone or simply a cell phone. Tablet (tablet PC) This definition is part of our Essential Guide: Guide to enterprise mobile app development and SOA. A tablet is a wireless, portable personal computer with a touchscreen interface. The tablet form factor is typically smaller than a notebook computer, but larger than a smartphone.
6a	Steps to Create an Email ID: ~ Visit a website that offers an email service. Go to mail.yahoo.com. ~ Find where to sign in. ... ~ To create your Yahoo! mail account. ... ~ Click in "Get started" button and your new Yahoo! email is now available for use. ~ Go to mail.yahoo.com and sign in. ~ Enter your correct email ID and password and then Click to "SIGN IN" button. Step 1: Turn on the computer and log onto the internet. Step: Type in the web address of your email host in the address bar and log onto your email account. Step: Click on "Compose" to write a new email. Step: Click on the icon to attach a file. This icon appears as a paperclip symbol in most email programs. After you click on the icon to attach a file a box will pop up onto your screen. Step: Browse the information on your computer my clicking on the folder that contains the file that you would like to attach. When you find the needed file, click on it and then click on "open." This will start the process of attaching the file to your outgoing email message. Step: Read the directions on your computer screen. It will most likely say that the file was attached successfully. Step: Write the text of your email, insert your recipient's email address and then click on "send."
6b	The process is pretty much the same for all email programs: Open a new email message window, usually by clicking the "New Message" or "Compose Email" icon or the CTRL + N keyboard shortcut. Click on the menu item with a paperclip icon that says "Attach a file" or something similar (e.g., "Attach Files") Browse through your computer's folders and click to select the files/folders you want to attach. In most cases, you can select multiple files by holding down the CTRL key while clicking on each file. Click the "Open" or "Choose File" or another similar button to attach the file to your email. Then continue composing your email (put the email address of the person you want to send the attachment to in the To: field, add a subject and message in the body, and hit Send). Here are some more specifics for the most popular email applications. Web-based Email In the most recent versions of browsers like Chrome and Firefox, you can also simply drag and drop files into Gmail's Compose window upload an attachment. Yahoo! will present you with several "Choose File" buttons. For each file you want to attach to your email, click on one of these buttons and browse for the file you wish to send. In Hotmail, the most straightforward method is to click the "Attachments" link. From the Windows Explorer window that opens, select the file(s) you wish to attach and click "Open".