3

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

3.1 OFFICE AUTOMATION

Office Automation refers to modern technology used to create, store, process and
communicate information for accomplishing basic tasks performed in offices. The system that
facilitates office automation is known as Office Automation System (OAS). Office Automation
System consists of computer hardware, software and network. The software used for office
automation consists of word-processing, spreadsheet, database management, presentation,
graphics, electronic mail and video conferencing software. Office automation software allows
users to create letters, reports, spreadsheets, graphs, manipulate images and send email to or
receive email from users on the network. Office automation software helps in improving
productivity and saving money and human efforts.
The most commonly used office automation software is Microsoft Office. It is an office suite
of applications. It consists of MS Word, MS Excel, MS Access, MS PowerPoint and MS Outlook.
It was first announced by Bill Gates on 1 August 1988. Its latest version is Microsoft Office 2016
released on 22 September, 2015. It is also operateable in Urdu.
Some other examples of office automation software are Apache OpenOffice, LibreOffice
and NeoOffice. All of these are based on OpenOffice office suite. These can be freely
downloaded and installed on Windows, Linux and MacOS operating systems.
3.1.1 INSTALLATION OF OFFICE AUTOMATION SOFTWARE
The common office automation software is Microsoft Office. It is productivity software for
Windows operating system. It includes word processing, spreadsheet, presentation, database
and e-mail communication programs. These programs provide facilities that are commonly
required to run an office or business.
The following are the steps to install Microsoft Office 2010 software.
1. Run the installation program.
2. Enter the Product Key and
click Continue button as
shown in Fig.3-1.
3. Read the Microsoft Software
License Terms shown in

DO YOU KNOW?
Microsoft Office 2010 cannot
be installed on a computer on
which Windows XP operating
system is installed.

Fig.3-1 Screen for entering Product Key

66 3 Office Automation
Fig.3-2, check the box to accept the terms of agreement and click Continue.

Fig.3-2 Microsoft Software License Terms

4. Click Install Now button shown in Fig.3-3 to start the installation.

Fig.3-3 Screen to choose preferred type of installation

 3 Office Automation 67
5. Progress bar indicating how much installation has progressed will appear as shown in Fig.3-
4. This may take several minutes to complete.

Fig.3-4 Progress bar indicating installation progress

6. Click the Close button shown in Fig.3-5 to exit the installation program.

Fig. 3-5 Screen indicating that installation has completed

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.

4. Click Microsoft Word 2010 to

open the Word program shown in
Fig.3-6.

Fig.3-6 Opening Word

 3 Office Automation 69

Fig.3-7 Word Window

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

Horizontal and Vertical Scroll Bars

Vertical scroll bar is located at the right edge of the document window. It is used to scroll
down or up the document that is too large to fit in the document window. Horizontal scroll bar
appears automatically at the bottom of the document window if a document is too wide to fit in
the document window.
Status Bar
Status bar is located at the bottom of the document window above the Windows task bar,
It presents information about the document such as current page, total number of pages in the
document, number of words in the document, etc. It also provides controls for viewing the
document in different layouts. The right edge of status
bar presents zoom in and zoom out bar. Zoom in is
used to get close-up view of document and zoom out
is used to view more of the page at a reduced size.

3.1.2 MANAGING A DOCUMENT

Creating a New Document
The following are the steps to create a new document.
1. Click the File tab.
2. Click New in the pull-down menu as shown in
Fig.3-9.
3. Select Blank document which is below
Available Templates. User can also start a new
document by selecting a template.
Fig.3-9 File tab 4. Click Create. A new blank document will appear
 3 Office Automation 71
Another way to start a new blank document is press Ctrl+N on the keyboard. Ctrl+N means
keep pressing the Ctrl key while pressing the N key.
Opening a Document
1. Click the File tab

Fig.3-10 Open dialog box

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.
72 3 Office Automation

Fig.3-11 Save As dialog box

5. Click Save.

Save icon

Save As option is used when changes have been made

in an existing file and the user wants to save the new
version of the document with a different file name.
Another way to save a document is, click the Save icon
on the Quick Access Toolbar and give the new document
a file name.
Printing a Document
The following are the steps to print a document.
1. Click the File tab.
2. Select Print.
3. Change the print settings shown in Fig.3-12 if
required and click Print.
Fig.3-12 printing a document
 3 Office Automation 73

3.1.3 INSERTING AND EDITING TEXT

To insert text in a document, type it using the keyboard. The text will appear at the insertion
point. When typing a paragraph, there is no need to press the Enter key at the end of the line.
When the user reaches the right margin, Word will automatically position the insertion point at
the beginning of the next line. The user should only press the Enter key when he wants to end
a line of text, start a new paragraph or insert a blank line. Shortcut keys for cursor movement
are shown in Table 3-13.
Cursor Movement Shortcut Key
Beginning of the line Home
End of line End
Top of the document Ctrl + Home
End of document Ctrl + End
Table 3-13 Shortcut keys for cursor movement

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.

Item to Select Mouse Command

Characters Drag through characters
Single word Double-click the word
Words Drag through words
Sentence Press and hold down Ctrl key and click anywhere in the sentence
Move the mouse pointer to the left of the line until it changes to a right-
Line
pointing arrow and then single click
Move the mouse pointer to the left of the paragraph until it changes to a
Paragraph
right-pointing arrow and then Double-click
Move the mouse pointer to the left of the document until it changes to a
Entire document
right-pointing arrow and then triple-click
Click at the beginning of the text to be selected. Move the mouse
Block of text pointer to the end of the selection and hold down Shift key and then
click or drag through the text.
Graphic Click the graphic

Table 3-14 Mouse commands for selecting items

74 3 Office Automation
Copying and Moving Text
The following are the steps to copy or move the first two sentences of the paragraph shown
in Fig.3-15.

Fig.3-15 Paragraph in Word window

1. Select the text that is to be copied or moved as shown in Fig.3-16

Fig.3-16 Text selected for copying

 3 Office Automation 75
2. Click Copy or Cut in the Clipboard group of Home tab as shown
above.
3. Position the mouse pointer at the location where you want to copy
or move the text.
4. Click Paste in the Clipboard group. Copied text is shown in Fig.3-
17.

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.
76 3 Office Automation

Fig.3-18 Shortcut menu for copying or moving text

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

Fig.3-19 Minimizing or maximizing 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.
 3 Office Automation 77
3.1.6 INSERTING SYMBOLS
The following are the steps to insert symbols or special characters in documents.

Fig.3-20 Inserting symbols in document

1. Click Insert tab.

2. Click Symbol which is at the right end of ribbon. A group of symbols will be displayed as
shown in Fig.3-20.
3. Click the symbol that is to be inserted in document. The symbols will be inserted in the
document as shown in Fig.3-21.

Fig.3-21 Symbols inserted in document

78 3 Office Automation
To display more symbols, click More
Symbols in the Symbol menu. A new
dialog box will open with two tabs,
Symbols and Special Characters as
shown in Fig.3-22. Now, select the symbol
and click the Insert button.

3.1.7 INSERTING EQUATION

Word allows user to insert common
Fig.3-22 Symbol dialog box mathematical equations or build up his own
equations using a library of symbols.

The following are the steps to insert built-

In equation.
1. Click Insert tab.
2. Click Equation button on the
Symbols group.
3. Select the type of equation you
want to insert as shown in Fig.3-23.
To following steps allow the user to insert
his/her own equation.
1. Click Insert tab.
2. Click π button on the Symbols
group. This will open the Design tab
shown in Fig.3-24 that allows inserting
common mathematical equations or build
equation using a library of math symbols.

Fig.3-23 Inserting equation

Fig.3-24 Design tab for inserting equation

 3 Office Automation 79
3.1.8 FORMATTING TEXT, PARAGRAPH AND PAGE
Formatting Text
Formatting text means changing the font type, size, style, color and effects of text.
Changing the Font Type and Size of Text
Open the Home tab
and click the arrow on the Font type Font size

right side of the currently

selected font type as
shown in Fig.3-25 and
choose another font type.
To change the font size,
click the arrow on the
right side of the font size
and select a font size
Fig.3-25 Changing font type and font size
from the drop-down list or
type a new font size. To change the font type or size of existing text, select the text and
then make the changes.
Changing Font Styles and Effects
The following are the steps for changing
font styles and effects.
1. Click the Home tab.
2. Click the dialog box launcher on the
lower-right corner of the Font group.
This will open the Font dialog box
shown in Fig.3-21. Now, the user can
change font styles and effects of text.
Some changes that are available in
the Font dialog box can be made directly
from the Font group in Home tab.
The following are the steps to clear the text
formatting.
1. Select the text you want to clear the
formatting.
2. Click the Home tab.
3. Open the Styles dialog box and select
Clear all as shown in Fig.3-26.
Fig.3-26 Font dialog box
80 3 Office Automation

Fig.3-27 Style dialog box

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

Align left: It will align the text to the left margin.

Center: It will center the text within the left and right margins.
Align right: It will align the text to the right margin.
Justify: It will align the text both to the right and left margins.
 3 Office Automation 81
To increase paragraph indent, click
the Increase Indent button shown in
Fig.3-23, in the Paragraph group on
Home tab. To decrease the paragraph
indent, click the Decrease Indent button.
Increasing indentation will move the
paragraph to the right side by one tab
position. Decreasing indentation will move
the paragraph to the left side by one tab
position.
 Changing Spacing between
Paragraphs and Lines
The following are the steps for changing
spacing between paragraphs and lines.
1. Select the paragraph or paragraphs.
2. Click Home tab.
3. Open the Paragraph dialog box
shown in Fig.3-29 by clicking the
small arrow at the bottom right corner
of the Paragraph group.
4. Make the required changes.
5. Click OK to apply the changes.
Page Formatting
Fig.3-29 Paragraph dialog box
Page formatting refers to formatting
that affects the entire page such as changing page orientation, margins, page numbering,
header and footer, etc. Page formatting commands are included in the Page Layout tab on the
Ribbon. These are in the Themes, Page Setup and Page Background groups as shown in
Fig.3-30.
Commonly used page formatting commands include changing theme, margins, orientation,
page size and background.

Fig.3-30 Page Layout tab

82 3 Office Automation
 Document Theme
Themes change the overall appearance of the entire document, including colors, fonts
and effects.
The following are the steps to apply a theme.
1. Click the Page Layout tab.
2. Click the Themes button in the Themes
group.
3. Select a theme to apply from the menu
shown in Fig.3-31. If the user does not like
the selected theme, he can select another
one. To remove a theme from the
document select Office theme.
 Page Margins
Page Margins refer to the amount of
blank space that appears at the top, bottom, left
and right edges of a document.
Fig.3-31 Applying a theme to a document The following are the steps to set margins.
1. Click the Page Layout tab.
2. Click Margins button.
3. Select margins from the menu that appears as shown in Fig.3-32.

Fig.3-32 Setting page margins

 3 Office Automation 83
 Page Orientation
Page orientation refers to the
way rectangular page is oriented
for viewing. There are two types of
page orientations which are portrait
and landscape. In portrait
orientation, the height of display is
greater than width. In landscape
orientation, the width of display is
greater than height.
The following are the steps to
apply a page orientation.
1. Click Page Layout tab.
2. Click Orientation button in the Fig.3-33 Applying page orientation
Page Setup group.
3. Select Portrait or Landscape orientation as shown in Fig.3-33
 Page Size
Page size refers to the height
and width of page.
The following are the steps to
set page size.
1. Click Page Layout tab.
2. Click Size button in the Page
Setup group.
3. Select a page size from the
menu shown in Fig.3-34.
 Page Background
The Background group has
Fig.3-34 Selecting a page size
three items to set for the document
which include Watermark, Page Color and Page Borders. Watermark inserts dim text behind
the content of the page. Page Color sets the page background color and Page Borders option
inserts or changes the border around the page.
The following are the steps to set watermark
1. Click Page Layout tab.
2. Click Watermark command in the Page Background group.
84 3 Office Automation
3. Click Custom Watermark from the menu shown in Fig.3-35. User can also select a
watermark that is displayed in the menu if it fulfills the requirement.

Fig.3-35 Creating a watermark

4. Type the text for watermark as shown in Fig.3-36

5. Click Apply and then click Close to close the dialog box.

Fig.3-36 Dialog box to create watermark

 3 Office Automation 85
The following are the steps to set page color.
1. Click Page Layout tab.
2. Click the Page Color command.
3. Select a page color from the menu shown
in Fig.3-37
The following are the steps to set page
border.
1. Click Page Layout tab.
2. Click the Page Borders command in
Page Background group. Fig.3-37 Setting a page color

3. Select a page border style from the

Borders and Shading dialog box shown
in Fig.3-38
3.1.9 INSERTING PAGE BREAKS
AND SECTION BREAKS
A page break is a marker that tells
Word program that the contents which follow
are to appear on a new page. Word
automatically inserts a page break when the
user reaches the end of a page. Page break
is inserted in document when user wants to
add a new page to the document.
Fig.3-38 Selecting a page border style
A section break also 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. For example, section break can be
used to break a document into sections having different
header and footer for each chapter of a book.
The following are the steps for inserting page break and
section break.
1. Click the Page Layout tab.
2. Click the Breaks icon to open the drop-down menu
shown in Fig.3-39.
3. To insert a page break click the first option under the
Page Breaks heading and to insert a section break
click the first option under the Section Breaks
heading.
Fig.3-39 Breaks drop-down menu
86 3 Office Automation
3.1.10 INSERTING HEADER, FOOTER AND PAGE NUMBER
Header refers to information that appears at the top of a page and
footer refers to information that appears at the bottom of a page. The type
of information that may
appear in the header or
footer includes book title,
document title, chapter number and title, page
number, company name, etc.
The following are the steps for inserting header or
footer.
1. Click the Insert tab.
2. Click the Header or Footer in the Header &
Footer group shown above to open the
drop-down menu.
3. Select a predesigned header or footer from
the drop-down menu shown in Fig.3-40.
Header or footer will appear in the document
and the Design tab will appear in the
Ribbon as shown in Fig.3-41.
4. Type the information in the header or footer.
5. After entering the information, click Close
Header and Footer in the Design tab.
Fig.3-40 Inserting a header
To edit the information in the header or footer
Double-click anywhere on the header or footer and make the changes.

Fig.3-41 Entering information in header

 3 Office Automation 87
Inserting Page Numbers
The following are the steps for
inserting page numbers in
documents.
1. Click the Insert tab.
2. Click Page Number in the Header
& Footer group. A drop-down
menu will appear.
3. Move the mouse pointer on Top of
Page or Bottom of Page
command. This will open a
submenu as shown in Fig.3-42.
4. Select an option from the
submenu. Page number will be
inserted in the document and
Design tab will appear on the
Ribbon.
5. Set the value for Header from Top
or Footer from Bottom in the
Fig.3-42 Inserting page number at the bottom of page
Position group of Design tab if
required.
6. Click the Close Header and Footer button on the Design tab.
3.1.11 INSERTING AND POSITIONING PICTURE
The following are the steps
for inserting a picture in a
document.
1. Place the cursor where
to insert the picture.
2. Click Insert tab.
3. Click Picture command
in Illustrations group.
The Insert Picture
dialog box will appear
as shown in Fig.3-43.
4. Browse and select the
picture file to insert and
click Insert button.
Fig.3-43 Insert Picture dialog box
88 3 Office Automation
Positioning Picture within a Page
Tip: If you want to The following are the steps for positioning picture on page.
change the page 1. Click the picture that is to be positioned. Format tab will appear on
number format, click
the screen.
Insert tab then click
Page Number and 2. Click Position command on the Arrange group.
select Format Page
3. Select a position from the menu. Top right corner is selected for
Numbers.
positioning the picture in Fig.3-44.

Fig.3-44 Positioning a picture within a page

4. Picture positioned at top right corner of page is shown in Fig.3-45.

Fig.3-45 Picture positioned at top right corner of page

 3 Office Automation 89
3.1.12 INSERTING WORDART
WordArt is a text modifying feature in Word to
create decorative effects such as shadow, colors,
outlines, 3D effects, changing shape of text, etc. as Fig.3.46 Text created with WordArt
shown in Fig.3-46. It is also
possible to convert existing
text into WordArt.
The following are the steps to
insert WordArt in a document.
1. Click the Insert tab.
2. Click WordArt in the Text
group.
3. Select character style from
the drop-down menu
shown in Fig.3-47. Format
tab will appear on the
Ribbon.
4. Type the text in the text
box shown in Fig.3-48. Fig.3-47 Inserting WordArt

Fig.3-48 Entering text in WordArt

90 3 Office Automation
5. Click Text Effects command in the WordArt Styles group.
6. Move the mouse pointer over Transform and select a text effect from the submenu as shown
in Fig.3-49.

Fig.3-49 Applying text effect

3.1.13 CREATING AND FORMATTING TABLE

A table consists of rows and columns. The intersection of a row and a column is called a
cell. Text is entered in the cells. Before inserting a table in a document, user should know the
number of rows and columns required. This is called the dimension of the table. User can easily
add more rows or columns as required. In table dimension, the first number is the number of
columns and the second number is the number of rows. For example, a 5x4 (five by four) table
means it has 5 columns and 4 rows.
Tip: Another way to insert table is, click
Inserting Table in a Document Insert tab, click Table and then select
Insert Table. Specify the number of
The following are the steps for inserting a 5x4 table.
rows and columns in the dialog box and
1. Click Insert tab. click OK.
 3 Office Automation 91
2. Click Table command in the Tables group as shown in Fig.3-50.

Fig.3-50 Inserting a 5x4 table in a document

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.3-51 Data entered in a 5x4 table

92 3 Office Automation
Adding and Deleting Rows or Columns
The following are the steps for adding and deleting rows or columns.
1. To insert a row, click in the cell below or above which a blank row is to be inserted. To insert
a column, click in the cell to the right or left of which a blank column is to be inserted. Design
and Layout tabs will appear on the Ribbon.
2. Click the Layout tab.
3. Click the command in the Rows & Columns group shown in Fig.3-52 to insert a row or
column. If you want to delete a row or column click the Delete command in the Rows &
Columns group. Select the Delete Rows or Delete Columns from the drop-down menu.
User can also delete the entire table by selecting Delete Table.
User can delete multiple rows or columns by selecting them by dragging and then clicking
the Delete command.

Fig.3-52 Adding or deleting rows and columns

Resizing Rows and Columns

Following are the steps for resizing row or columns.
1. Click in any cell of row or column to change the height or width.
2. Click Layout tab as shown in Fig.3-53.

Fig.3-53 Resizing row and column size

3. Resize row height or column width in the Cell Size group.

To resize multiple rows or columns, first select multiple rows or columns. Last three rows
of table are selected for resizing in Fig.3-54. Table after resizing the last three rows is shown in
Fig.3-55.
 3 Office Automation 93

Fig.3-54 Selection of multiple rows for resizing

Fig.3-55 Table after resizing the last three rows

Adding or Changing Border Lines and Shading

The following are the steps for adding or changing border lines and shading.
1. Select the cells
2. Click the Design tab.
3. Open the Border drop-down menu in the Table Styles group and select a border as shown
in Fig.3-56.

Fig.3-56 Changing border lines of a table

94 3 Office Automation
4. For shading, open the Shading drop-down menu in the Table Styles group and select a
shading color as shown in Fig.3-57.

Fig.3-57 Selecting a shading color for a table

Merging and Splitting Cells

1. Select the cells for merging or splitting.
2. Click the Layout tab.
3. Click Merge Cells command in the Merge group as shown in Fig.3-58. Table after merging
the selected cells is shown in Fig.3-59. For splitting cells, click the Split Cells command in
the same group and enter required values in the Split Cells dialog box and click OK.

Fig.3-58 Selecting cells for merging

 3 Office Automation 95

Fig.3.59 Table after merging two cells

3.1.14 CHANGING MARGINS

The following are the steps for changing margins.
1. Click Page Layout tab.
2. Click Margins in the Page Setup group.
3. Select margins from the drop-down menu as shown in Fig.3-60 or click Custom Margins
and set the required margins in the Margins tab of Page Setup dialog box.
4. Click OK.
A page with Normal margins and Narrow margins is shown in Fig.3-61.

Fig.3-60 Changing margins Fig.3-61 (a) Page with Normal margins (b) Page with Narrow Margins
96 3 Office Automation
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.

Fig.3-62 Inserting a Hyperlink

2. Click the Insert tab.

3. Click Hyperlink in the Links group as shown in Fig.3-63.
4. Click OK.
There is also an easy way to create a Hyperlink to Web page. Type the Hyperlink text and
press Spacebar or Enter key.
Hyperlink appears in blue color and underlined. To open the Web page, position the mouse
pointer over the Hyperlink and press the Ctrl key while clicking the mouse button.
The text format of Hyperlink can be formatted to regular text, that is, it should not be in blue
color or underlined. To remove the text format of Hyperlink, Right-click the Hyperlink and select
Remove Hyperlink from the shortcut menu.
 3 Office Automation 97

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.

Fig.3-63 Opening screen of Microsoft Excel

Identifying Cells
The boxes formed by the intersection of individual rows and columns are known as cells.
Cells are identified by the combination of their column letter and row number. For example, the
sixth cell in the third column is known as cell C6. This is known as cell’s address.
98 3 Office Automation
Active Cell
At any moment user is positioned in a single cell known as active cell or current cell. Active
cell has dark border as shown in Fig.3.63. When the user enters data, it goes in this cell.
Excel Workbook
Sheet Tabs
When user starts Excel, it creates a new blank
workbook, called Book1. A workbook contains sheets,
each of which is called a worksheet. Excel opens a
workbook with three worksheets as shown in Fig.3-
64.

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

Fig.3-65 Filling a series in cells in rows

 3 Office Automation 99
Cells are filled with odd numbers in Fig.3-66 by entering 15 in cell A3 and 17 in cell B3 and
then dragging the fill handle to cell F3.

Fig.3-66 Filling cells with odd numbers in columns

Relative Cell Addressing

In Excel, cell addresses included in a formula or function are relative cell addresses.
Relative cell address means when a formula is copied to other cells, the cell references in the
formula change to reflect the formula’s new location.

Fig.3-67 Entering formula in worksheet

100 3 Office Automation
To understand relative addressing, consider the worksheet shown in Fig.3-67.
 Enter the formula =B5+C5+D5 in cell E5 to calculate the total number of Acer laptop
computers sold in the first quarter.
 Copy the formula in cell E6.
 The formula in cell E6
becomes =B6+C6+D6 as
shown in Fig.3-68.
 The cell references have
automatically changed based
on the relative position of row
and columns because relative
cell addressing is used in
formula in cell E5.
 Similarly, the formula will
become =B7+C7+D7 in cell
E7 and in cell E8 it will
become =B8+C8+D8. This is
Fig.3-68 Copying formula to another cell
what is required in this
worksheet.
Absolute Cell Addressing
User can address a particular cell location no matter where the formula appears by
using absolute cell address. Absolute cell addressing keeps a cell reference constant when
copying a formula or function. Absolute cell addresses begin with a dollar sign in the formula,
such as =$C$5 + $D$5.

Fig.3-69 Using absolute cell addressing in formula

 3 Office Automation 101
In the worksheet of Fig.3-69, sales tax is calculated as 6% for software items. Absolute cell
addressing is used for the cell C3 in the formula =C6*$C$3 in cell D6 for calculating sales tax
because it should not change when the formula will be copied to cells D7, D8 and D9 as shown
in Fig.3-70 .

Paste Special

Fig.3-70 Copying formula that has absolute addressing

Excel copies all the information in the selected range of cells when you paste data. Excel’s
Paste Special command allows many
other options while pasting cells such
as paste only formats of selected cells
without contents or paste contents
without formulas.
The following steps describe the use of
Paste Special command.
1. Select the cell range to paste.
2. Open the Paste drop-down menu in
Clipboard group of Home tab and
select Paste Special as shown in
Fig.3-71. Paste Special dialog box
will open.
Fig.3-71 Using Paste Special command
102 3 Office Automation
3. Select an option from the Paste Special dialog box shown in Fig.3-72 and click OK.

Fig.3-72 Paste Special dialog box

Commonly used options of Paste

Special dialog box are explained
below.
All: Used to paste all the information in
the selected cell range. This is same as
normal paste command.
Formulas: Used to paste text, numbers
and formulas without formatting.
The formula in cell D6 in the
worksheet shown in Fig.3-73 is
Fig.3-73 Formula in cell D6 is formatted
formatted. When this formula is copied to
cells, D7, D8 and D9 using paste special,
the format of cell D6 is not copied as
shown in Fig.3-74.
Values: Used to convert formulas in the
selected cell range to their calculated
values and then apply the paste
command.
Formats: Used to paste only the
formatting of selected cell range without
cell contents.
Fig.3-74 Formula in cell D6 is copied to cell D7, D8 and D9
 3 Office Automation 103
All except borders: Used to paste all the information in the selected range without copying any
borders if used.
3.2.2 WORKING WITH FUNCTIONS AND FORMULAS
Working with Functions
Functions are built-In formulas in Excel that allow user to easily perform common
calculations on data. Functions can be entered in a worksheet using keyboard, Insert Function
command or AutoSum drop-down menu.
 Using Keyboard to Find Average
The following are the steps to calculate average sale for Acer laptop computer during the
first quarter using the AVERAGE function.
1. Select cell E5 where the result will appear.
2. Type =av to display the Formula AutoComplete list as shown in Fig.3-75.

Fig.3-75 Calculating average

3. Point to AVERAGE function and Double-click.
4. Select the range B5:D5 to insert it as argument to the AVERAGE function.
5. Press Enter key.
 Using Insert Function command to Find the Highest Value
The following are the steps to find the highest value.
1. Select cell B11 where the answer will appear.
2. Click Insert Function command shown in Fig.3-76. Insert Function dialog box will be
displayed.
3. Select MAX in the function list and click OK.
104 3 Office Automation
4. Type B5:B8 in the Number 1 text box of Function Arguments dialog box and click OK.

Insert Function command

Fig.3-76 Using Insert Function command to insert a function

 Using AutoSum Drop-down Menu to Find

the Lowest Value
The following are the steps to find the lowest
value in the range B5:B8 using AutoSum drop-
down menu.
1. Select cell B12 where the answer will appear.
2. Click Formulas tab.
3. Open the AutoSum drop-down menu in the
Function Library group as shown in Fig.3-77
and select Min.
4. Type the range B5:B8 and press Enter.
Working with Formulas
A formula is an expression that performs
Fig.3-77 Using AutoSum command calculations. It consists of operators, constants and
cell addresses. The standard operators used in Excel formulas are given in Table 3-78.

Arithmetic Operation Excel Operator

Addition +
Subtraction .
Multiplication *
Division /
Exponent ^
Table 3-78 Arithmetic operators used in Excel
 3 Office Automation 105
All the Excel formulas begin with equal sign (=) just like functions. For example, to
multiply two numbers 4 and 7, the
formula will be =4*7. User can also use
cell addresses in formulas such as
=(A4+B4)/5. This formula will first add
the contents of cell A4 and B4 and then
divide the sum by 5.
Following are the steps to calculate
the total number of laptop computer sale
for the months of January, February and
March in the worksheet shown in Fig.3-
79. Fig.3-79 Using formula to find sum

1. Click cell B9 where the answer will appear.

2. Type the formula =B5+B6+B7+B8 as shown in Fig.3-73 and press Enter.
3. To calculate the total number of laptop computers sold in the months of February and March
copy the formula from cell B9 to C9 and D9.
4. Click the cell B9, point to the fill handle and drag it through cell D9.
The user can also calculate the total number of laptop computers sold in January by
performing the following steps.
1. Click cell B9.
2. Click Formulas tab.
3. Double-click the AutoSum command in the Function Library group.
Excel Automatically Recalculates Formula Results
Whenever the user changes the value in a cell, the result of the formula in which that value
is used will be automatically updated. This feature known as automatic recalculation is one of
the main advantages that spreadsheets have over calculators.
3.2.3 GRAPHICAL REPRESENTATION OF DATA
A chart is used to
represent data graphically.
Charts are very helpful in
explanation and representation
of data. A commonly used chart
is the column chart. Therefore,
creation of this chart will be
described for the worksheet
shown in Fig.3-80.
Fig.3-80 Half yearly sale of laptop computers
106 3 Office Automation
Creating a Column Chart
The following are the steps for creating a column chart.
1. Select the cell range (source data)
as shown in Fig.3-81 that you
want to represent in the column
chart.
2. Click Insert tab.
3. In the Charts group, open the
drop-down menu of Column
command.
4. Select a chart from the menu. For
Fig.3-81 Selected cell range for column chart example, the chart on the top left
corner of menu.
The chart shown in Fig.3-82 will appear on the screen.
Tip: To select a predefined chart
style, click the chart that you want
to format. This will display Chart
Tools. On the Design tab, in the
Chart Style group, select the chart
style.

Following are the steps to give

titles to the chart and horizontal
and vertical axis to make it
more meaningful.
1. Click anywhere in the
chart to make the Chart
Tool tabs appear in the
Ribbon.
2. Click Layout tab as
shown in Fig.3-83.

Fig.3.82 Column chart

Tip: To only print the chart in a

worksheet, click anywhere in
the chart and give the print
command.
Fig.3-83 Layout tab of Chart Tools
 3 Office Automation 107
3. Click Chart Title in
Labels group and select
Above Chart.
4. Type the chart title in the
text box.
5. Click the Axis Titles
command, select
Primary Horizontal
Axis Title and select
Title Below Axis.
6. Type the horizontal axis
title in the text box. In the
same way give a title to
the vertical axis. The
resulting chart is shown
in Fig.3-84 Fig.3-84 Column chart after labelling

3.2.4 MANIPULATING AND FORMATTING DATA

Filtering Data
Filtering data means displaying
only the information that the user
needs based on a condition. For
example, user could filter a list of
students for viewing who belong to a
particular class. User could also
filter a list of people whose ages are
above 30.
The following are the steps to filter a
list of students who belong to class
IX.B.
1. Select the rows you want to filter Fig.3-85 Data selected for filtering
including the header row as shown
in Fig.3-85.
2. Select the Data tab on the Ribbon.
3. Click the Filter command in the Sort and Filter group.
4. Drop-down arrows will appear in the header of each column.
108 3 Office Automation
5. Click the drop-down arrow for class column. The
filter menu will appear as shown in Fig.3-86.
6. Uncheck the boxes next to (Select All), IX.A and
IX.C.
7. Check the box next to IX.B.
8. Click OK. Only the information of students who
belong to class IX.B will be displayed. The other data
will be temporarily hidden.
The following are the steps to clear the filter.
1. Click the drop-down arrow in the Class column.
2. Click Clear Filter From “Class”.
3. Click Filter Command in the Ribbon.
Fig.3-86 Selecting filter condition

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.

Fig.3-87 Using Data Validation command

 3 Office Automation 109
4. Click Data Validation
command in the Data Tools
group. Data Validation dialog
box shown in Fig.3-88 will
appear.
5. Click the drop-down arrow
below Allow heading and select
List.
6. Click the button on the right side
below Source.
7. Select the cell range that
contains the list of valid entries
and click Close.
8. Click OK to apply validation.
Fig.3-88 Data Validation dialog box
As another example, restrict
data entries in the Age column to
ages between 13 to 17.
1. Select all the cells in Age
column without the column
header.
2. Click Data tab on the Ribbon.
3. Click Data Validation command
in the Data Tools group. Data
Validation dialog box will
appear.
4. Click the drop-down arrow
below Allow.
5. Select Whole number from the Fig.3-89 Data Validation dialog box
menu as shown in Fig.3-89.
6. Enter 13 for the minimum value and 17 for the maximum value.
7. Click OK to apply validation.
Protecting a Worksheet
When a worksheet is protected, other users can only view the information in it but changes
cannot be made.
The following are the steps to protect a worksheet.
110 3 Office Automation
1. Click Review tab in the Ribbon.
2. Click Protect Sheet command in the Changes group.
3. Enter a password and click OK.
4. Reenter password to confirm and click OK.
Unlocking Cells
Generally the user would not like to prevent changes to the entire worksheet. The user may
want to allow other users to make
changes in worksheet data but
prevent changes to titles and
formulas. For this, unlock the cells
in which data editing is to be
allowed.
The following are the steps to
unlock cells.
1. If your worksheet is protected,
click the Unprotect Sheet
command in the Changes
group on the Review tab.
2. Select the cells you want to
unlock.
3. Press Ctrl+1 to open the
Format Cells dialog box and
Fig.3-90 Format Cells dialog box click the Protection tab as
shown in Fig.3-90.
4. Click the Locked check box to remove its check mark and click OK.
5. Protect the worksheet as explained earlier.
Conditional Formatting
Excel provides commands to apply formatting to one or more cells based on the value of the
cell. This is known as conditional formatting. User can apply one or more rules to cells such as
if the value in the cell is less than 33 then color the cell red. The advantage of applying such
rules is that the user can easily view which cells have value less than 33.
The following steps will
color the text red with light
red background in cells
that have value less than
33 in the worksheet shown
in Fig.3-91
Fig.3-91 Result sheet of students
 3 Office Automation 111
1. Select the cells to which you want to apply conditional formatting.
2. Click Home tab on the Ribbon.
3. Click Conditional Formatting command in Styles group to open the drop-down menu and
select Highlight Cells Rules as shown in Fig.3-92.

Less Than command

Fig.3-92 Conditional Formatting

4. Select Less Than in the submenu.

5. Enter 33 and select Light Red Fill with Dark Red Text in Less Than dialog box to view the
failing marks in red color with light red background as shown in Fig.3-93.
6. Click OK to apply the formatting.

Fig.3-93 Worksheet after conditional formatting

112 3 Office Automation

3.3 URDU EDITOR

3.3.1 INTRODUCTION TO INPAGE URDU EDITOR
Inpage is widely used Urdu language editor introduced in
1994. It runs on Windows operating system and it is used for creating
documents in Urdu/Arabic languages, etc. It provides all the standard
formatting and editing tools available in word processors used for
creating documents in English. It is easy to learn and use. Inpage
allows user to create wide variety of documents such as letters,
reports, books, magazines, newspapers and brochures in Urdu. Urdu
word processing is now available in MS Word. That option may be
used. Next year you may learn MS Word Urdu using the language
bar in windows 7 onward. The language shift programming is called
localization. It was done by National Language Authority Pakistan
Fig.3-94 Opening Inpage and Inksoft, Islamabad under the guidance of Dr. Attash Durrani.
Program
Opening the Inpage Program
The following are the steps for opening the Inpage program.
1. Turn on the computer and click Start button.
2. Click All Programs.
3. Click Inpage 2009 Professional to display the submenu.
4. Click Inpage 2009 as shown in Fig.3-94. The opening screen of Inpage will appear as shown
in Fig.3-95.
Title Bar Menu Bar Formatting Tool Bar Horizontal Ruler

Paragraph
Align
Tool Bar

Document Window
Graphical
Shapes
Tool Bar

Vertical
Ruler

Fig.3-95 Opening Screen of Inpage Urdu Editor

 3 Office Automation 113
3.3.2 MANAGING A DOCUMENT IN INPAGE
Creating a New Document
1. Click the File tab.
2. Click New in the pull-down
menu as shown in Fig.3-96.
3. New Document window will
appear as shown in Fig.3-97.
4. Set the Page, Margins and
Columns setting and click
OK. Fig.3-96 File tab Fig.3-97 New Document window

5. Now, type the text in Urdu.

Selecting a Keyboard
Layout
1. Click Edit to open
the Edit pull-down
menu.
2. aClick
Preferences to
open the submenu
and select
Keyboard
Preferences as
shown in Fig.3-98.

3. Select a keyboard
from the Keyboard
Preferences
window shown in
Fig.3-99 and click Fig.3-98 Selecting a keyboard layout

Fig.3-99 Keyboard Preference dialog box to select

a keyboard
114 3 Office Automation
OK. User can also view the keyboard layout as shown in Fig.3-100 by clicking the view
option.

(a)

(b)

Fig.3-100 Keyboard layout of (a) Monotype and (b) Phonetic Keyboard

 3 Office Automation 115
Opening a Document
1. Click the File tab.
2. Click Open. The Open Document dialog
box shown in Fig.3-101 will appear.
3. Select the document
4. Click Open.
An Urdu document prepared in Inpage
program is shown in Fig.3-102.
Fig.3-101 Open Document dialog box.

Fig.3-102 Urdu document

Saving a Document
1. Click File tab.
2. Select Save or Save as. Save Document
As dialog box shown in Fig.3-103 will
appear.
3. Select the folder where document is to be
saved.
4. Give a file name to the document.
5. Click Save.
3.3.3 FORMATTING DOCUMENT
Copying or Moving Text Fig.3-103 Save Document As dialog box

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.
116 3 Office Automation
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.

Fig.3-104 Text selected for copying

The shortcut commands Ctrl+C, Ctrl+X and Ctrl+V can also be used for Copy, Cut and
Paste respectively.

Fig.3-105 Document after copying the text

 3 Office Automation 117
Deleting Text
To delete text, select the text as shown in Fig.3-106 by dragging the mouse pointer and
then press the Delete key.

Fig.3-106 Text selected for deletion

Fig.3-107 Document after deleting the text

118 3 Office Automation
Changing Language
The following are the steps for changing to English language.
1. Click Language in Menu Bar as shown in Fig.3-108.
2. Click Toggle Language.
3. Perform the same steps to return back to Urdu typing.

Language Menu

Fig.3-108 Changing language

 3 Office Automation 119
Formatting Text

Fig.3-109 Text Formatting Tools

Select the text and apply the appropriate commands given in Fig.3-109. Text with different
formatting is shown in Fig.3-110.

Fig.3-110 Formatted text

120 3 Office Automation

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.
 3 Office Automation 121

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
122 3 Office Automation
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.

Expenses of 1st Quarter

S.No. Expense Jan Feb Mar Total Average
1. Salary 87000 102400 113800
2. Rent 2500 2500 2500
3. Utilities 3250 3500 3080
4. Transport 7830 6885 8940
5. Miscellaneous 4500 6708 7740

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

6. Write a leave application in Urdu using the Inpage Urdu editor.