Chapter 3 Class 9 Computer Book Federal Board
Chapter 3 Class 9 Computer Book Federal Board
Chapter 3 Class 9 Computer Book Federal Board
OFFICE AUTOMATION
After completing this lesson, you will This is 28 periods Chapter
be able to: including practical work.
Recognize and define word processor
Manage a document (Create, Open, Save, Save as, Print)
Edit text, show/hide Ribbon, insert symbols and use Equation Editor
Format text, paragraph and page
Insert page break, section break, header, footer and page number
Insert and position pictures within a document
Insert Word Art
Create table with formatting
Change the margins of document
Use Hyperlink
Know the basics of spreadsheet
Work with functions and formulas in a
spreadsheet
Represent spreadsheet data
graphically
Manipulate and format spreadsheet
data
Use Urdu editor
UNIT INTRODUCTION
Computer users have to prepare documents in whichever profession they are. It is
essential for all the users to learn how to create documents such as letters, reports, proposals,
resumes, etc. Spreadsheets are also commonly required in business and office. These are used
to store and process numeric data. Hence, all the users should have basic knowledge to create
documents and spreadsheets. This unit describes how to prepare professional-looking
documents and spreadsheets using a word processing and a spreadsheet program respectively.
The last section of the unit describes how to prepare documents in Urdu with an Urdu editor.
3 Office Automation 65
DO YOU KNOW?
Microsoft Office 2010 cannot
be installed on a computer on
which Windows XP operating
system is installed.
6. Click the Close button shown in Fig.3-5 to exit the installation program.
DO YOU KNOW?
The first version of Microsoft Word was released in 1983 for DOS and
first Windows version was released in 1989.
68 3 Office Automation
Word processing refers to the use of computer to create, edit, format and print
documents.
Word processor is computer application software that is used for the creation of different
types of documents on computer.
Word processor is a commonly used application of computer. Word processor allows user to
delete, modify and rearrange document without retyping any of the existing text. Word processing
system has the advantage of reducing time required to prepare documents. It provides features to
create appealing professional
documents. With word processing
programs, user can create many
types of documents such as letters,
reports, resumes, newsletters,
memos, flyers, etc.
A common word processing
program used is Microsoft Word. It
is a part of Microsoft Office
software. Microsoft Office contains
word processing, record-keeping,
spreadsheet and presentation
software.
Opening the MS Word Program
The following are the steps for
opening the MS Word program.
1. Turn on the computer and
click Start button.
2. Click All Programs.
3. Click Microsoft Office to
display the submenu. The
submenu contains all the
programs included in Microsoft
Office software.
Word Window
The main components of Word window consist of Quick Access Toolbar, Ribbon, Horizontal / Vertical
Scroll bars and Status bar as shown in Fig.3-7.
Quick Access Toolbar
Quick Access Toolbar is located at the top left corner of Word window. It provides easy
access to commonly used Save, Undo and Redo commands. If the user clicks the down arrow
at the right side, Word will display a list of commands that can be quickly added to or removed
from the Quick Access Toolbar.
Ribbon
Ribbon is located below the title bar of the Word window. Ribbon consists of tabs, groups
and commands as shown in Fig.3-8. It provides access to the commands that are performed
while working on a document.
There are nine types of tabs in the ribbon which are File, Home, Insert, Page Layout,
References, Mailings, Review, View and Add-Ins. Home tab is the most commonly used tab. To
display any of these tabs just click on it.
70 3 Office Automation
Fig.3-8 Ribbon
2. Click Open. The Open dialog box as shown in Fig.3-10 will appear.
3. Select the document and click Open.
If the user has recently opened the document that he wants to open then he can follow the
steps given below.
1. Click File tab.
2. Click Recent.
3. Select the document from the Recent Document list.
Saving a Document
1. Click File tab.
2. Click Save or Save As.
3. Select the folder where the document is to be saved as shown in Fig.3-11.
4. Give a file name to your document.
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Save icon
Selecting Text
To move or copy words, sentences or paragraphs to another Tip: To search text in a
location in the document, first select the text and then use cut-and- document, press Ctrl+F,
type the search text in the
paste or copy-and-paste technique. Commands shown in Table 3-
box and press Enter.
14 are used for selecting various items in a document with mouse.
Fig.3-17 Text copied at the end of paragraph after leaving one blank line
There is another method for copying and moving text using shortcut keys. The steps for
this are given below.
1. Select the text.
2. Press Ctrl+C for copying or Ctrl+X for moving text.
3. Position the mouse pointer to the location where you want to copy or move the text.
4. Press Ctrl+V for pasting the text.
There is also a third method for copying and moving text. The following are the steps for
this method.
1. Select the text as shown in Fig.3-18.
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2. Right click anywhere inside the selected text to display the shortcut menu.
3. Click Copy or Move in the shortcut menu as shown in Fig.3-19
4. Move the mouse pointer where you want to copy or move the text.
5. Right click and then click Paste in the shortcut menu.
Deleting Text
To delete text, select the text using any of the methods described earlier and then press
Delete key.
3.1.5 MINIMIZE/MAXIMIZE RIBBON
Arrow to Minimize/Maximize
Ribbon
To minimize the Ribbon for more screen space, click the arrow in the upper-right corner
of the Ribbon as shown in Fig.3-19. When Ribbon is minimized, click on a tab to display it. The
Ribbon will disappear again when it is not in use. To maximize the Ribbon, click the arrow
again.
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3.1.6 INSERTING SYMBOLS
The following are the steps to insert symbols or special characters in documents.
Paragraph Formatting
Paragraph formatting refers to change of format of text of paragraph such as font size,
color, line spacing, alignment etc. Paragraph formatting tools are provided in the Paragraph
group of Home tab as shown in Fig.3-27 and Page Layout tab.
Changing Paragraph Alignment and Indenting
Paragraph alignment refers to the
appearance of lines in a paragraph in relation
to left or right margins. Left align is the default
setting for paragraph alignment.
Paragraph indentation refers to the
distance of paragraph from left margin.
Select the paragraph to change the
alignment and then select an alignment from
the Paragraph group on Home tab as shown
in Fig.3-28.
Fig.3-28 Paragraph alignment and indenting
3. Position the mouse pointer on the cell in the fourth row and fifth column and click. A blank
table consisting of 4 rows and 5 columns will be inserted in the document.
4. Now, user can enter data in the cells.
A 5x4 table with data is shown in Fig.3-51.
Fig.3-60 Changing margins Fig.3-61 (a) Page with Normal margins (b) Page with Narrow Margins
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3.1.15 USING HYPERLINK
DO YOU KNOW?
Hyperlink is text in a Web page or document that links A Webpage is a document which
to another Web page or another place in the same document can be displayed in a web browser
when the user clicks on it. such as Google Chrome, Internet
Explorer or Edge. These are also
The following are the steps to create a Hyperlink. often called just "pages." A
collection of webpages are grouped
1. Select the text that is to be displayed as Hyperlink as together to from a Website.
shown in Fig.3-62.
3.2 SPREADSHEET
Spreadsheet is used to store, organize, calculate and present numerical data in an easily
understandable format.
3.2.1 INTRODUCTION TO SPREADSHEET
A spreadsheet is a grid of rows and columns in which 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. Spreadsheet programs
allow user to organize data, perform calculations, draw graphs of numeric data and develop
professional looking reports.
A common spreadsheet program is Microsoft Excel. It is a part of Microsoft Office 2010
software. Therefore, use of Microsoft Excel 2010 will be explained.
Opening the Microsoft Excel Program
DO YOU KNOW?
The following are the steps to open the Excel program. Microsoft was founded by Bill Gates and
Paul Allen in April, 1975.
1. Turn on the computer and click Start button.
2. Click All Programs.
3. Click Microsoft Office to display the submenu.
4. Click Microsoft Excel 2010 to open the Excel program. The opening screen of Excel will
appear as shown in Fig.3-63.
DO YOU KNOW?
Tip: You can rename a worksheet. For this, right click the
Fig.3-64 Sheets of Excel workbook sheet tab of the worksheet that you want to rename, select
Rename in the shortcut menu, type a name and press Enter.
Size of Spreadsheet
Each worksheet in a workbook has 16,384 columns and 1,048,576 rows. 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.
Filling Columns and Rows
The following are the steps to fill a series of numbers from 1 to 7.
1. Enter 1 in cell A1 and 2 in cell A2 below it.
2. Select the two cells, position the mouse pointer on the fill handle at the bottom right corner
and drag it downwards through A7.
3. The cells will be filled with series from 1 to 7.
4. You can open the drop-down menu at the bottom right corner as shown in Fig.3-65 and select
another option.
Fill Handle
Paste Special
Data Validation
Data validation is used to control the values or the type of data that user enters into a cell.
The following steps will define criteria for entries in class column of student worksheet to
IX.A, IX.B and IX.C. If the user enters any other data, an error message will appear.
1. Create a list of valid entries in the worksheet that contains the data IX.A, IX.B and IX.C.
2. Select all the cells in Class columns without the column header.
3. Click the Data tab on the Ribbon as shown in Fig.3-87.
Paragraph
Align
Tool Bar
Document Window
Graphical
Shapes
Tool Bar
Vertical
Ruler
3. Select a keyboard
from the Keyboard
Preferences
window shown in
Fig.3-99 and click Fig.3-98 Selecting a keyboard layout
(a)
(b)
1. Select the text to copy or move by dragging the mouse pointer. The selected text will be
highlighted.
2. Click Edit to open the Edit pull-down menu as shown in Fig.3-104.
3. Select Copy or Cut.
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4. Position the mouse pointer at the location where the text is to be copied or moved.
5. Open the Edit menu and click Paste.
The shortcut commands Ctrl+C, Ctrl+X and Ctrl+V can also be used for Copy, Cut and
Paste respectively.
Language Menu
Key Points
Word processing refers to the use of computer to create, edit, format and print documents.
A word processor is computer application software that is used for the creation of
documents on computer.
Ribbon is located below the title bar of Word window and it consists of tabs, groups
and commands. It provides access to commands that are needed while working on a
document.
Page break is a marker that tells Word program that the contents which follow are to appear
on a new page.
Section break 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.
Header refers to information that appears at the top of a page and footer to information that
appears at the bottom of a page.
WordArt is a text modifying feature in Word to create decorative effects such as shadow,
colors, 3D effects, changing shape of text, etc.
Hyperlink is text in a Web page or document that links to another Web page or another
place in the same document when user clicks on it.
Spreadsheet is a grid of rows and columns in which user enters numbers and text.
A workbook consists of sheets, each of which is called a worksheet. Excel opens workbook
with three sheets but user can add additional worksheets if required.
Relative cell address means when a formula is copied to other cells in Excel, the cell
references in the formula change to reflect the formula’s new location.
Absolute cell addressing keeps a cell reference constant when copying a formula or
function.
A chart is a used to represent data graphically. It helps in explanation and communication
of the meaning of data in a worksheet.
Filtering data means displaying only the information that is needed based on a condition.
Data validation is used to control the values or the type of data that user enters into a cell.
Conditional formatting means applying a particular format to one or more cells based on
the value of the cell.
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Exercise
Q1. Select the best answer for the following MCQs.
i. Which of the following software is used for creating professional documents?
A. Spreadsheet Software B. Word processor
C. Typing Tutor D. Both A and B
ii. Which of the following tab of Word Ribbon contains Clipboard group?
A. Page Layout B. Insert
C. File D. Home
iii. By default how many tabs are there in Word Ribbon?
A. 7 B. 8
C. 9 D. 10
iv. What is used for creating decorative effects in Word?
A. Paragraph formatting B. Text formatting
C. Page formatting D. WordArt
v. Which of the following tab contains the commands for creating charts in Excel?
A. Home B. Formulas
C. Insert D. Data
vi. Which of the following command in Excel allows the user to view only certain data in a
worksheet based on a condition?
A. Data validation B. Data filtering
C. Conditional formatting D. Data manipulation
vii. Which of the following command in Excel restricts user from entering wrong data in cells
of a worksheet?
A. Data validation B. Data Filtering
C. Conditional formatting D. Data manipulation
viii. Which of the following command is used to apply formatting to one or more cells based
on the value of the cell?
A. Data validation B. Data filtering
C. Conditional formatting D. Data manipulation
ix. Which of the following shortcut keys are used for pasting selected text?
A. Ctrl+C B. Ctrl+X
C. Ctrl+V D. Ctrl+P
x. When the mouse pointer is at extreme left and changes to a right-pointing arrow, which
of the following command is used in Word to select the entire document?
A. Double-click B. Triple-click
C. Ctrl+Single-click D. Shift+Single-click
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Q2. Write short answers of the following questions.
i. What is a word processor? Write some advantages of it over a typewriter.
ii. Name any three types of documents which can be prepares in Word.
iii. Differentiate between page break and section break.
iv. Why header and footer are important in a Word document?
v. What is the purpose of control buttons in Word window?
vi. Why hyperlinks are created in Word document?
vii. Name any three areas of application of Excel.
viii. Differentiate between relative and absolute cell addressing in Excel.
ix. What are the advantages of protecting an Excel worksheet?
x. How graphical representation of spreadsheet data can be helpful in business.
Q3. Write long answers of the following questions.
i. Which shortcut keys are used in Word to move cursor to the beginning of line, end of line,
top of the document and end of the document?
ii. Write the mouse commands used for selecting various items is a Word document such as
single word, sentence, paragraph, etc.
iii. Explain text and paragraph formatting in Word.
iv. Describe the Paste Special command used in Excel.
v. Describe how functions are used in Excel with examples.
vi. Describe how formulas are used in Excel with examples.
Lab Activities
1. Type the following text and apply the commands given at the end.
COMPUTER ETHICS
Computer ethics is concerned with the moral guidelines for the ethical use of computer
technology. It emerged with the invention of computer. It specifies what is right and what
is wrong when using computer technology. The following are some important points of
computer ethics.
Computer should not be used to harm other people
Computer should not be used to commit any type of crime
Computer users should not create computer virus
a. Center the title and make it bold
b. Apply font size 16 to the title
c. Justify the paragraph
3 Office Automation 123
d. Underline and bold the words “Computer ethics” in the paragraph
e. Apply italics and bold to the words “computer technology”
f. Apply bullets to the last three lines
2. Create weekly timetable of your class in Word and give title to it using WordArt.
3. Create the following worksheet in Excel and calculate sum and average using
formulas.
4. Create a column chart for expenses in the months of January, February and March
for the above worksheet.
5. Create the following worksheet in Excel and enter marks in the subject columns in
the range 0 to 75. Restrict data entries in the subject columns to the specified range
using data validation command.
S.No. Student Name Mathematics Physics Computer Chemistry
1. Abrar Nabi
2. Mumtaz Akbar
3. Muhammad Bilal
4. Javed Akhtar
5. Afzal
6. Muslim Khan