Question & Answers (MS OFFICE)

Q1. Define MS Office

Ans.Microsoft office is a collection of software of Windows based applications. It was designed by Microsoft corporation keeping in mind the tools required on an office desk. In an office, you need to prepare documents like a project plan that may/ may not involve calculations, analysis of data, etc. All this is taken care of by different components of MS Office. The common features of MS Office irrespective of the version are explained in this topic.

Since the first release of Microsoft Office, several other versions have come out in the Windows platform. These are:

Microsoft Office 95

Microsoft Office 97

Microsoft Office 2000

Microsoft Office 2002 (XP)

Microsoft Office 2003

Microsoft Office 2007

Microsoft Office 2010

Microsoft Office 2013

Microsoft Office 2016

Microsoft Office 2019

Q2. What is Microsoft Office?

Ans. Microsoft Office is a collection of software of Windows based applications. It was designed by Microsoft Corporation keeping in mind the tools required on an office desk.

Q3. What are the components of MS Office?

Ans. The components of MS Office are as follows:

1.     MS Outlook

2.     MS Word

3.     MS Excel

4.     MS PowerPoint

5.     MS Access

6.     MS Publisher

Q4. What are the components of Microsoft Office Window?

Ans. The components of MS Office Windows are:

1.     Title Bar

2.     Ribbon

3.     Office button

4.     Office Access Toolbar

5.     Status Bar

6.     Horizontal Scroll Bar

7.     Vertical Scroll Bar

8.     Minimize Button

9.     Maximize / Restore Down Button

10. Close Button

Q5. Define MS Excel

Ans. MS Excel is a popular spreadsheet program that allows you to work well with numbers. You can store data in Excel in the form of rows and columns that can be organized and processed.

Q6. Define Workbook.

Ans. A file in MS Excel is called workbook. It contains many pages which are called worksheets or sheets.

Q7. Define the following:

Ans.

1.     Formula Bar

2.     Name box

3.     Sheet tabs

4.     4.Charts

1. Formula Bar: this bar is below the Ribbon. It contains the formula entered in cell. The formula in Excel should begin with an equal to (=) sign.

2. Name Box: It contains the cell address of the active cell.

3. Sheet Tabs: These tabs are present below the work book on the lower left -corner.

4. Charts: It is a pictorial representation of data. You can create different types of graph easily from the data in the spreadsheet. Charts once created can easily changed in terms of the charts text, color, size, position, etc.

Q8. Define Presentation.

Ans.A presentation is a systematic display of the contents of a topic. It includes text, graphics, pictures, movies, sounds, special effects, etc.

Q9. Define PowerPoint Presentation.

Ans.MS PowerPoint Presentation consists of slides. These are organized and formatted using various  Microsoft PowerPoint features. It is a way of presenting your viewpoint in the form of text and graphics on the slides. These slides are just like the pages of a document. It can contain either text or graphics, or both. It runs continuously in the form of slide show.

Q10. What are Quick keys for PowerPoint Presentation.

Ans. QUICK KEY

Ctrl+O - To open a presentation.

Ctrl +S - To save a presentation.

Ctrl+P - To print a presentation.

Ctrl+W- To close a presentation

Ctrl+Z-To undo the last work.

Ctrl+Y-To redo or repeat.

Ctrl+M-To insert a new slide.

Ctrl+N-To open a new presentation.

PageUp- The previous slide.

PageDown-The next slide.

The first slide-Ctrl+Home.

The last slide-Ctrl+End.

Q11. Define Presentation.

Ans.A presentation is a systematic display of the contents of a topic. It includes text, graphics, pictures, movies, sounds, special effects, etc.

Q12. Define PowerPoint Presentation.

Ans.MS PowerPoint Presentation consists of slides. These are organized and formatted using various  Microsoft PowerPoint features. It is a way of presenting your viewpoint in the form of text and graphics on the slides. These slides are just like the pages of a document. It can contain either text or graphics, or both. It runs continuously in the form of slide show.

Q13. Define the following:

1. Slide Layout.
2. Align text left
3. Align text right
4. Format
5. Format Painter
6. Slide show
7. Slide Transition
8. Subscript
9. Superscript

Ans. 

Slide Layout: It is the arrangement of text and graphics on the slide.

Align text left: It is the alignment where the text is aligned from the left edge and ragged from the right edge.

Align text right: It is the alignment where the text is aligned from the right edge and ragged from the left edge.

Format: It arranges text according to a chosen pattern.

Format Painter: It allows the user to copy the text format and not the text.

Slide show: It runs the slide in full screen mode.

Slide Transition: It is the way of moving from one slide to another during a presentation.

Subscript: It is reduces the size of the text and lowers it to the bottom of the current line.

Superscript: It is reduces the size of the text and raises it to the top of the current line.

Q14. What are Quick keys for PowerPoint Presentation.

Ans. QUICK KEY

Ctrl+O - To open a presentation.

Ctrl +S - To save a presentation.

Ctrl+P - To print a presentation.

Ctrl+W- To close a presentation

Ctrl+Z-To undo the last work.

Ctrl+Y-To redo or repeat.

Ctrl+M-To insert a new slide.

Ctrl+N-To open a new presentation.

PageUp- The previous slide.

PageDown-The next slide.

The first slide-Ctrl+Home.

The last slide-Ctrl+End.

Align text left Ctrl+L

Align text right Ctrl+R

Centre Ctrl+E

Justify Ctrl+J

Computer Basics - Basic Parts of a Computer

The basic parts of a desktop computer are the computer case, monitor, keyboard, mouse, and power cord. Each part plays an important role whenever you use a computer.

1. Monitor

The monitor works with a video card, located inside the computer case, to display images and text on the screen. Most monitors have control buttons that allow you to change your monitor's display settings, and some monitors also have built-in speakers.

Newer monitors usually have LCD (liquid crystal display) or LED (light-emitting diode) displays. These can be made very thin, and they are often called flat-panel displays. Older monitors use CRT (cathode ray tube) displays. CRT monitors are much larger and heavier, and they take up more desk space.

2. Keyboard

The keyboard is one of the main ways to communicate with a computer. There are many different types of keyboards, but most are very similar and allow you to accomplish the same basic tasks.

3. Mouse

The mouse is another important tool for communicating with computers. Commonly known as a pointing device, it lets you point to objects on the screen, click on them, and move them.

There are two main mouse types: optical and mechanical. The optical mouse uses an electronic eye to detect movement and is easier to clean. The mechanical mouse uses a rolling ball to detect movement and requires regular cleaning to work properly.

Peripherals you can use with your computer

The most basic computer setup usually includes the computer case, monitor, keyboard, and mouse, but you can plug many different types of devices into the extra ports on your computer. These devices are called peripherals. Let's take a look at some of the most common ones.

1. Printers: A printer is used to print documents, photos, and anything else that appears on your screen. There are many types of printers, including inkjet, laser, and photo printers. There are even all-in-one printers, which can also scan and copy documents.

Scanners: A scanner allows you to copy a physical image or document and save it to your computer as a digital (computer-readable) image. Many scanners are included as part of an all-in-one printer, although you can also buy a separate flatbed or handheld scanner.

Speakers/headphones: Speakers and headphones are output devices, which means they send information from the computer to the user—in this case, they allow you to hear sound and music. Depending on the model, they may connect to the audio port or the USB port. Some monitors also have built-in speakers.

Microphones: A microphone is a type of input device, or a device that receives information from a user. You can connect a microphone to record sound or talk with someone else over the Internet. Many laptop computers come with built-in microphones.

Web cameras: A web camera—or webcam—is a type of input device that can record videos and take pictures. It can also transmit video over the Internet in real time, which allows for video chat or video conferencing with someone else. Many webcams also include a microphone for this reason.

Game controllers and joysticks: A game controller is used to control computer games. There are many other types of controllers you can use, including joysticks, although you can also use your mouse and keyboard to control most games.

Digital cameras: A digital camera lets you capture pictures and videos in a digital format. By connecting the camera to your computer's USB port, you can transfer the images from the camera to the computer.

Motherboard:

The motherboard is the computer's main circuit board. It's a thin plate that holds the CPU, memory, connectors for the hard drive and optical drives, expansion cards to control the video and audio, and connections to your computer's ports (such as USB ports). The motherboard connects directly or indirectly to every part of the computer.

CPU

The central processing unit (CPU), also called a processor, is located inside the computer case on the motherboard. It is sometimes called the brain of the computer, and its job is to carry out commands. Whenever you press a key, click the mouse, or start an application, you're sending instructions to the CPU.

RAM (random access memory)

RAM is your system's short-term memory. Whenever your computer performs calculations, it temporarily stores the data in the RAM until it is needed.

This short-term memory disappears when the computer is turned off. If you're working on a document, spreadsheet, or other type of file, you'll need to save it to avoid losing it. When you save a file, the data is written to the hard drive, which acts as long-term storage.

RAM is measured in megabytes (MB) or gigabytes (GB). The more RAM you have, the more things your computer can do at the same time. If you don't have enough RAM, you may notice that your computer is sluggish when you have several programs open. Because of this, many people add extra RAM to their computers to improve performance.

Hard drive

The hard drive is where your software, documents, and other files are stored. The hard drive is long-term storage, which means the data is still saved even if you turn the computer off or unplug it.

When you run a program or open a file, the computer copies some of the data from the hard drive onto the RAM. When you save a file, the data is copied back to the hard drive. The faster the hard drive, the faster your computer can start up and load programs.

Power supply unit

The power supply unit in a computer converts the power from the wall outlet to the type of power needed by the computer. It sends power through cables to the motherboard and other components.

If you decide to open the computer case and take a look, make sure to unplug the computer first. Before touching the inside of the computer, you should touch a grounded metal object—or a metal part of the computer casing—to discharge any static buildup. Static electricity can be transmitted through the computer circuits, which can seriously damage your machine.

Expansion cards

Most computers have expansion slots on the motherboard that allow you to add various types of expansion cards. These are sometimes called PCI (peripheral component interconnect) cards. You may never need to add any PCI cards because most motherboards have built-in video, sound, network, and other capabilities.

However, if you want to boost the performance of your computer or update the capabilities of an older computer, you can always add one or more cards. Below are some of the most common types of expansion cards.

Video card

The video card is responsible for what you see on the monitor. Most computers have a GPU (graphics processing unit) built into the motherboard instead of having a separate video card. If you like playing graphics-intensive games, you can add a faster video card to one of the expansion slots to get better performance.

Sound card

The sound card—also called an audio card—is responsible for what you hear in the speakers or headphones. Most motherboards have integrated sound, but you can upgrade to a dedicated sound card for higher-quality sound.

Network card

The network card allows your computer to communicate over a network and access the Internet. It can either connect with an Ethernet cable or through a wireless connection (often called Wi-Fi). Many motherboards have built-in network connections, and a network card can also be added to an expansion slot.

Bluetooth card (or adapter)

Bluetooth is a technology for wireless communication over short distances. It's often used in computers to communicate with wireless keyboards, mice, and printers. It's commonly built into the motherboard or included in a wireless network card. For computers that don't have Bluetooth, you can purchase a USB adapter, often called a dongle.

INPUT, OUTPUT AND STORAGE DEVICES

Q1. What are Input devices? Give Examples of Input devices.

Ans. 

Any peripheral (piece of computer hardware equipment) used to provide data and control signals to a computer. 

Allows the user to put data into the computer. 

Without any input devices, a computer would only be a display device and not allow users to interact with it.

Examples of Input devices

1. Keyboard 
2. Mouse 
3. Touchscreen 
4. Graphic tablet 
5. Microphone 
6. Scanner

Q2. What are Output devices? Give examples of Output devices

Ans.

An output device is any device used to send data from a computer to another device or user. Most computer data output that is meant for humans is in the form of audio or video. Thus, most output devices used by humans are in these categories. 

Examples of Output devices

1. Monitors
2. Projectors
3. Speakers
4. Headphones
5. Printers.

Q3. What are Storage devices? How many types of Storage devices are? Give examples of Storage devices.

Ans.

A storage device is any hardware capable of holding information either temporarily or permanently.

TYPES OF STORAGE DEVICES:

There are two types of storage devices used with computers: a primary storage device, such as RAM, and a secondary storage device, like a hard drive. Secondary storage can be removable, internal, or external storage.

EXAMPLES OF STORAGE DEVICES:

Floppy diskette

Hard drive

Blu-ray disc

CD-ROM disc

CD-R and CD-RW disc

DVD-R, DVD+R, DVD-RW, and DVD+RW disc

USB flash drive, jump drive, or thumb drive

Memory card

Memory stick

Cloud storage