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HOME OFFICE AUTOMATION QUESTIONS

OFFICE AUTOMATION QUESTIONS

OFFICE AUTOMATION ANSWERS

JANUARY 2016

I.	FILL IN THE BLANKS:

1.	Home
2.	Open Source Office
3.	Print
4.	Input
5.	Ctrl+Z
6.	Document
7.	Resource
8.	Impress
9.	Microsoft Word
10.	Browsers

II.	MATCH THE FOLLOWING:

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

III.	CHOOSE THE BEST ANSWER:

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


IV.	SAY TRUE OR FALSE:

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


V.	WRITE SHORT ANSWERS FOR THE FOLLOWING:

1.	An operating system is the primary software that manages all the hardware and other software on a computer. The operating system, also known as an “OS,” interfaces with the computer’s hardware and provides services that applications can use.
2.	A computer is a machine or device that performs processes, calculations and operations based on instructions provided by a software or hardware program. It is designed to execute applications and provides a variety of solutions by combining integrated hardware and software components.
3.	Press the Windows key on your keyboard to display the taskbar if it isn't visible. ... ~ Right-click the Date/Time display on the taskbar and then choose Adjust Date/Time from the shortcut menu. ... ~ Click the Change Date and Time button. ... ~ Enter a new time in the Time field.
4.	4. Based on a recent survey of Internet traffic, the 10 most popular uses of the Internet in descending order of use are: Electronic mail. ... ~ Research. ~ Downloading files. ~ Discussion groups. ... ~ Interactive games. ... Education and self-improvement. ... ~ Friendship and dating. ... ~ Electronic newspapers and magazines.
5.	To merge a group of cells: ~ Highlight or select a range of cells. ~ Right-click on the highlighted cells and select Format Cells.... ~ Click the Alignment tab and place a checkmark in the checkbox labeled Merge cells.
6.	Linux is a Unix-like, open source and community-developed operating system for computers, servers, mainframes, mobile devices and embedded devices. It is supported on almost every major computer platform including x86, ARM and SPARC, making it one of the most widely supported operating systems. As an Operating System, some of Linux features are: ~ Portable(Multiplatform) Multitasking. ~ Multi User. Multiprocessor (SMP) Support. ~ Multithreading Support. Virtual Memory. ~ Hierarchical File System. ~ Graphical User Interface (X Window System, Wayland)
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8.	A primary key is used to ensure data in the specific column is unique. You can only set constraints with primary keys, by setting a foreign key to another column which creates a relationship with the column that has the primary key set. A prime use of a primary key is in the case of a users table.
9.
10.	To change the width of columns to fit the contents, select the column or columns that you want tochange, and then double-click the boundary to the right of a selected column heading. To change thewidth of all columns on the worksheet, click the Select All button, and then drag the boundary of anycolumn heading.
11.
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13.	The basic Excel filter (also known as the Excel Autofilter) allows you to view specific rows in an Excel spreadsheet, while hiding the other rows. When the Excelautofilter is added to the header row of a spreadsheet, a drop-down menu appears in each cell of the header row.
14.	Open the Find & Replace dialog, click More Options to expand the dialog, and select Values or Notes in the Search in drop-down list. ~ Type the text you want to find in the Search for box. ~ To replace the text with different text, type the new text in the Replace with box.
15.	A blog (shortening of “weblog”) is an online journal or informational website displaying information in the reverse chronological order, with latest posts appearing first. It is a platform where a writer or even a group of writers share their views on an individual subject.


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.
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: 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