IT – 402 CBSE-X

INFORMATION
TECHNOLOGY (402)
CLASS X

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INDEX
PART-A_EMPLOYABILITY SKILLS
CHAPTERS CONTENT PAGE NO
UNIT_1 COMMUNICATION SKILLS
1 METHODS OF COMMUNICATION 4-8
2 COMMUNICATION CYCLE AND IMPORTANCE OF FEEDBACK 9-12
3 BARRIERS TO EFFECTIVE COMMUNICATION 12-16
4 WRITING SKILLS 17-27
UNIT_2 SELF-MANAGEMENT SKILLS
1 WHAT IS STRESS? 28-29
2 WHY IS SELF-MANAGEMENT IMPORTANT? 30-31
3 STRESS MANAGEMENT TECHNIQUES 32-32
4 SELF AWARENESS – A STEP TOWARDS SELF MANAGEMENT 33-38
5 SELF REGULATION 38-46
UNIT_3 INFORMATION AND COMMUNICATION TECHNOLOGY SKILLS
1 BASIC COMPUTER OPERATIONS 47-50
2 PERFORMING BASIC FILE OPERATIONS 51-55
3 COMPUTER CARE AND MAINTENANCE 56-65
UNIT_4 ENTREPRENEURIAL SKILLS
1 ENTREPRENEURSHIP AND SOCIETY 66-68
2 QUALITIES OF AN ENTREPRENEUR 69-70
3 FUNCTIONS OF AN ENTREPRENEUR 70-73
4 ROLE OF ENTREPRENEURS 74-75
5 IMPORTANCE OF ENTREPRENEUR 75-75
6 MYTHS OF ENTREPRENEURSHIP 76-77
7 ENTREPRENEURSHIP AS A CAREER 78-84
UNIT_5 GREEN SKILLS
1 SUSTAINABLE DEVELOPMENT 85-88
2 IMPORTANCE OF SUSTAINABLE DEVELOPMENT 88-93
3 OUR ROLE IN SUSTAINABLE DEVELOPMENT 94-99

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PART-B_SUBJECT SKILLS
UNIT_1 DIGITAL DOCUMENTATION
1 APPLY STYLES IN A DOCUMENT 100-106
2 INSERT AND USE IMAGES IN DOCUMENT 106-116
3 WORKING WITH TEMPLATE 116-120
4 CREATE AND CUSTOMIZE TABLE OF CONTENTS 120-127
5 CREATE AND USING MAIL MERGE 128-133
UNIT_2 ELECTRONIC SPREADSHEET (ADVANCED)
1 ANALYSING DATA USING SCENARIOS AND GOAL SEEK IN 134-144
SPREAD SHEET
2 LINK DATA AND SPREADSHEETS 145-153
3 SHARING AND REVIEWING SPREADSHEET DATA 154-162
4 USING MACROS IN A SPREADSHEET 162-167
UNIT_3 RELATIONAL DATABASE MANAGEMENT SYSTEM (BASIC)
1 CONCEPT OF DATABASE MANAGEMENT SYSTEM 168-175
2 CREATE AND EDIT TABLES USING WIZARD AND SQL 175-183
COMMANDS
3 PERFORMING OPERATIONS ON TABLE 184-188
4 RETRIEVE DATA USING QUERY 189-201
5 CREATE FORMS AND REPORTS USING WIZARD 202-204
UNIT_4 WEB APPLICATIONS AND SECURITY
1 WORKING WITH ACCESSIBILITY OPTIONS 205-212
2 NETWORKING FUNDAMENTALS 213-221
3 INTRODUCTION TO INSTANT MESSAGING 221-224
4 CHATTING WITH A CONTACT – GOOGLE TALK 224-227
5 CREATING AND PUBLISHING WEB PAGES – BLOG 227-230
6 USING OFFLINE BLOG EDITORS 231-234
7 ONLINE TRANSACTIONS 235-239
8 INTERNET SECURITY 239-244
9 MAINTAIN WORKPLACE SAFETY 245-248
10 PREVENT ACCIDENTS AND EMERGENCIES 248-251
11 PROTECT HEALTH AND SAFETY AT WORK 252-256

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UNIT-1. COMMUNICATION SKILLS

What is Communication?

Communication is defined as transferring information to produce greater

understanding. It can be done vocally (through verbal exchanges), through
written media (books, websites, and magazines), visually (using graphs, charts,
and maps) or non-verbally (body language, gestures, pitch of voice, and tone).

1. METHODS OF COMMUNICATION

The method adopted to communicate any information, opinions, views,

thoughts, etc., mainly depend on the situation. Three basic methods are used in
the process of communication.

VERBAL COMMUNICATION

TYPES OF VERBAL COMMUNICATION

Interpersonal Communication: This form of communication takes place

between two individuals and is thus a one-on-one conversation. It can be formal
or informal.

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Examples:
 Two friends discussing homework.
 Manager discussing work with employee.
 Two people talking to each other over phone/video call.

Written Communication: This form of communication involves writing words.

Examples:
 Writing a letter to your friend
 Employee writing an E-mail to the company.

Small Group Communication: This type of communication takes place when

there are more than two people involved. Each participant can interact and
converse with the rest.

Examples:
 Team Meetings
 Press conferences
 Cricket Teams before the match

Public Communication: This type of communication takes place when one

individual addresses a large gathering.

Examples:
 Election Campaigns
 Public Speeches

3P’s of public communication

Prepare: Think about your topic keeping the type of audience in mind.
Practice: Practice by yourself. Speak in front of mirror, friends or family. Be
loud, clear with good speed.
Perform: Take a deep breath, recall everything and the day is yours.

Advantages and Disadvantages of Communication

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PRACTICAL EXERCISES

Initial thinking activity

After watching the video in the e-Learning lesson for the above topic, answer the
following question?

What could be the difficulties faced if there is no verbal communication?

Activity 1

Group Exercise — Role-play of a Phone Conversation

Material Required: Notebook, pen

Procedure:

1. Form groups with three students in each group.

2. Write a phone conversation based on a scene given by your teacher.
3. Use proper sentences.
4. One student acts as caller and the other as receiver. Speak out the conversation
aloud. The third student gives feedback. The students give feedback based on
the 7Cs of communication.

Activity 2

Group Exercise — Public Speaking

Material Required: Notebook, pen

Procedure:

1. Choose a topic for a very short speech.

2. Write your thoughts on the topic in paragraphs.

3. Students to volunteer and give speech in front of the class.

4. Students listening to the speech will have to give suggestions to improve the
delivery of speech.

NON – VERBAL COMMUNICATION

Non-verbal communication is the sending or receiving of wordless messages. We

can say that communication other than oral and written, as gesture, body
language, posture, tone of voice or facial expressions is called non-verbal
communication.

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TYPES OF NON-VERBAL COMMUNICATION

Hand Gestures:
 Hand gestures can help you point to people and things in your surroundings
(e.g. pointing at an object while you say “look at that”)
 Hand gestures can help you add emphasis and structure when you talk (e.g.
showing numbers when you count, “1, 2, 3…”)
 Hand gestures give clues about your emotional state.

Expressions:
 Facial expressions are universal.
 The facial expressions for happiness, sadness, anger, surprise, fear and disgust
are the same across cultures.

Body Language/Posture:
 Body language is a type of nonverbal communication in which physical
behaviors, as opposed to words are used to express or convey the information.

Touch/Haptic:
 Haptic communication is a branch of nonverbal communication that refers to
the ways in which people and animals communicate and interact via the sense
of touch.

Space:
 The space between objects and people. Space is often associated with social
rank and is an important part of business communication.

Eye Contact:
 The way you look at someone can communicate many things, including
interest, affection, hostility, or attraction.

Paralanguage:
 Paralanguage refers to non-lexical components of speech such as pitch, tone,
intonation, volume, pauses, etc.

VISUAL COMMUNICATION

Visual Communication is the practice of graphically representing information to

efficiently, effectively create meaning. There are many types of content in the
realm of visual communication, with examples including info graphics,
interactive content, motion graphics, and more.

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Tips to make it more effective:

1. Pay Attention to Nonverbal Signals. ...

2. Look for Incongruent Behaviours. ...
3. Focus on Tone of Voice. ...
4. Use Good Eye Contact. ...
5. Ask Questions. ...
6. Use Signals to Add Meaning. ...
7. Look at Signals as a Whole
PRACTICAL EXERCISES

Initial thinking activity

After watching the video in the e-Learning lesson for the above topic, answer the
following question?
What are the advantages of Non-verbal Communication?

Do you understand how your friends feel even when they do not tell you
anything?

Activity 1(in act)

In Act — what’s written on chit by Non-verbal Communication.
Materials Required: Chit, Notebook, pen
Procedure:

1. Form groups of three students each.

2. Prepare chits and write down one sentence, based on the sentence given by
your team mate.
3. Act it out in front of your group.
4. One of the groups volunteers to act before the whole class.
5. Discuss how students used non-verbal communication.

Activity 2
Group Exercise— Dos and Don’ts to Avoid Body Language Mistakes present on
stage
Material Required: Notebook, pen

Procedure:
1. With the same group of three students as in Activity 1, discuss what things you
should do and what you should not do to avoid mistakes in communication.
2. Every student should write down a list of these Dos and Don’ts.

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2. COMMUNICATION CYCLE AND IMPORTANCE OF FEEDBACK

“Listen with curiosity. Speak with honesty. Act with integrity.”

Communication is a process of sharing information between two or more people

through an exchange of ideas, messages
using the medium of speech, visuals,
symbols, writing or behavior.

In the communication process, it is

important that the sender receives an
acknowledgement from the receiver
about getting the message across. While
a sender sends information, the receiver
provides feedback on the received
message

PRINCIPLES OF EFFECTIVE COMMUNICATION:

Simple language: The language used in communication should be simple. It

should be understand by both the sender and receiver.
Definite: The communication should be definite, i.e., its aim should be clear in
the mind of the sender.
Complete and Concise: The information provide in the communication should
be complete and to the point.
Appropriate Medium: A proper medium of communication should be used,
taking several factors into account such as timing, the distance between sender
and receiver and the nature of interaction.
Authentic: Information given should be factual, i.e., it should not be misleading
or false.
Courteous: The sender should be polite and courteous while communication. It
helps in building a healthy relationship.
ELEMENTS OF COMMUNICATION CYCLE:

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 Sender: the person beginning the communication.

 Message: the information that the sender wants to convey.
 Encode: it refers to how to sender whishes to communicate the message.
 Channel: It is a medium through which the message has to be carried and send
to others.
 Receiver: the person to whom the message is sent.
 Decode: It refers to how the receiver interprets the message and translate it into
thoughts, depending on his circumstances and understanding.
 Feedback: the receiver’s acknowledgement and response to the message.

DEFINING FEEDBACK

Feedback is an important part of the communication cycle. For effective

communication, it is important that the
sender receives an acknowledgement
from the receiver about getting the
message across. After gaining the
receiver’s response, the sender takes
further actions, thereby completing the
communication cycle.

TYPES OF FEEDBACK

Positive Feedback

 Great job!
 I really appreciate your work.
 Can I also get an idea how did you do that?

Negative Feedback

 Why you always keep forgetting?

 You take really long time to complete the work!
 You cannot do this.

No Feedback

 Not sharing any feedback is equal to the disagreement of ideas.

 Mostly have a negative impact.

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A good feedback is one that is:

SPECIFIC Avoid general comments. Include examples. Give

alternatives also so that listener can decide what to
do with feedback.

TIMELY Being quick is the key, since feedback loses its

impact if delayed for too long.

POLITE The person should not feel offended by the language

of the feedback.

OFFERING CONTINOUS After offering feedback, let them know you are
SUPPORT available for further support.

IMPORTANCE OF FEEDBACK

 It verifies effective listening: The person providing the feedback knows they
have been understood (or received) and that their feedback provides some value.
 It motivates: Feedback can motivate people to build better work relationships
and do more amazingly.
 It is always there: Every time you speak to a person, we communicate
feedback so it is impossible not to provide one.
 It boots learning: Feedback is important to remain focused on goals, plan
better and develop improved products and services.
 it improves performance: Feedback can help to form better decisions to
improve and increase performance.

PRACTICAL EXERCISES
Activity 1
Role Play on Providing Feedback
Material required: Notebook, pen
Procedure:
1. Form groups with five students in each group.
2. Two volunteers in the group should act out a role play of a hotel staff. For
example, Volunteer A can act as a front desk executive and Volunteer B as a
guest enquiring availability of rooms.
3. After the role play, remaining members of group will give constructive feedback
to both the volunteers.
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Activity 2
Group-Practice on Constructive Feedback
Material required: Notebook, pen
Procedure:
1. Form groups with five students in each group.
2. Each member in the group should write down three sentences showing how
feedback should NOT be given.
3. Then, each group forms a circle. One person in the circle starts by saying a
sentence or feedback. The next person in the circle tries to make the feedback
more constructive.
4. Keep repeating until all written feedback has constructive alternatives.

3. BARRIERS TO EFFECTIVE COMMUNICATION

Barriers to communications range from the simple distracting noises to the

most complex psychological factors. These barriers may cause a simple
communication gap or a total failure of communication. A communication gap
can be bridged but retrieval of a situation, damaged by miscommunication
would be rather difficult.

We should understand all these obstacles so that while communicating with

someone, you should increase your attention to barriers, which can have a good
effect on your conversation.

So let’s start with what are the Barriers to effective communication. Well, there
are many obstacles in communication but we will know about the top 10
barriers here.

TYPES OF BARRIERS OF COMMUNICATION

Let’s know how many types of barriers to effective communication that we can
apply in our own life.

Linguistic barriers - The difficulties in communication experienced by people

or groups originally speaking different languages, or even dialects in some
cases. People can technically be speaking the same language, but dialectical
differences can create misunderstandings and gaps in communication. India,
for example, uses over 22 major languages, written in 13 different scripts, with
over 720 dialects.

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Physical barrier - Physical barriers are caused by a basic physical problem. If

the message sender is saying some things, but the receiving the message is not
able to understand the clear things. Could not fully understand your words due
to your physical problem. So it is called Physical Barriers.

Personal barriers - Personal barriers can also be of many types, if someone has
a problem with something personally, all those problems can arise by becoming
a barrier during communication.

Gender barriers - Gender barrier is also a type of barrier, such as male and
female in an organization, people of both genders work. But there is a rift
between people due to gender between communications

Emotional barriers - A common obstacle which often used as a barrier to

forward a message and processing it is emotional liking or disliking of the
receiver.

Language Barriers - This barrier is considered a very big barrier. Because if the
person sending the message belongs to another country, and the person
receiving the message belongs to another country. So there can be a language
barrier between the two communications, this barrier is a common barrier.

Status Barriers - Suppose in an organization the status of a manager is

different but the status of the employee is different.

But when there is a conversation between the two, it brings a status gap.
Because of which a barrier arises in communication.

Cultural Barriers - Culture barrier in communication is created when people

from many cultures work in the same organization. Suppose the people of
different countries work in an organization, then the culture there is different
for all people.

Organizational Barriers - Large working area • Closed office doors • Separate

areas for people of different status • It forbids team member from effective
interaction with each other.

Semantic Barriers - This barrier is due to a lack of understanding of basic

words. The way we know that 1 word has very different meanings.

Similarly, the meaning of something is said by the sender but the receiver
understands the meaning of the word something else.

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Inattention Barriers - People often becomes inattentive while receiving a

message in particular, if the message contains new idea. The human mind
usually resists change, for change makes thing uncertain. It also threatens
security and stability.

OVERCOMING COMMUNICATION BARRIERS

Human society thrives on communication. Civilizations have risen and fallen

based upon how good they were at maintaining sound relations with the rest of
the world.

Ways to overcome Barriers to Communication:

For Physical Barriers:

 Appropriate Seating Arrangement

 Ensure Visibility & Audibility
 Environmental Comfort
 Minimise Visual / Oral distractions

For Semantic Barriers:

 Use Simple Language

 Symbols & Charts
 Active Listening / Constructive feedback

Simple Steps to Overcome Barriers of Communication:

 Use of Simple Language: Use of simple and clear words should be emphasized.
Use of ambiguous words and jargons should be avoided.
 Active Listening: Listen attentively and carefully. There is a difference between
“listening” and “hearing”. Active listening means hearing with proper
understanding of the message that is heard.
 Give Constructive Feedback: Avoid giving negative feedback. The contents of
the feedback might be negative, but it should be delivered constructively.
Constructive feedback will lead to effective communication between the superior
and subordinate.
 Reduction and elimination of noise levels: Noise is the main communication
barrier which must be overcome on priority basis. It is essential to identify the
source of noise and then eliminate that source.

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 Emotional State: During communication one should make effective use of body
language. He/she should not show their emotions while communication as the
receiver might misinterpret the message being delivered.
 Avoid Information Overload: The managers should know how to prioritize
their work. They should not overload themselves with the work. They should
spend quality time with their subordinates and should listen to their problems
and feedbacks actively.
 Proper Media Selection: The managers should properly select the medium of
communication. Simple messages should be conveyed orally, like: face to face
interaction or meetings. Use of written means of communication should also be
encouraged.

THE 7C’s OF EFFECTIVE COMMUNICATION:

For transmitting effective written and oral messages, certain principles must be
followed.

These principles provide guidelines for choice of content & style of presentation
adapted to the purpose the receiver of the message. Which are applicable to
both written as well as oral communication.

They are called 7Cs of communication. They are:

i. Completeness - The communication must be com. It should convey all facts

required by the audience. The sender of the message must take into
consideration the receiver’s mind set and convey the message accordingly. A
complete communication has following features:

• Complete communication develops and enhances reputation of an

organization.

• A complete communication always gives additional information wherever

required. It leaves no questions in the mind of receiver.

• Complete communication helps in better decision-making by the

audience/readers/receivers of message as they get all desired and crucial
information.

• It persuades the audience.

ii. Conciseness means wordiness, i.e, communicating what you want to convey in
least possible words without forgoing the other C’s of communication.
Conciseness is a necessity for effective communication. Concise communication
has following features:

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• It is both time-saving as well as cost-saving.

• It underlines and highlights the main message as it avoids using excessive and
needless words.

• Concise communication provides short and essential message in limited words

to the audience.

• Concise message is more appealing and comprehensible to the audience.

iii. Consideration - Consideration implies “stepping into the shoes of others”.

Ensure that the self-respect of the audience is maintained and their emotions
are not at harm. Modify your words in message to suit the audience’s needs.

iv. Clarity - Clarity implies emphasizing on a specific message or goal at a time,

rather than trying to achieve too much at once. Clarity in communication has
following features:

 It makes understanding easier.

 Complete clarity of thoughts and ideas enhances the meaning of message.

v. Concreteness - Concrete communication implies being particular and clear

rather than fuzzy and general. Concreteness strengthens the confidence.
Concrete message has following features:

• It is supported with specific facts and figures.

• It makes use of words that are clear and that build the reputation.

• Concrete messages are not misinterpreted.

vi. Courtesy - Courtesy in message implies the message should show the sender’s

expression as well as should respect the receiver. The sender of the message
should be sincerely polite, judicious, reflective and enthusiastic.

vii. Correctness - Correctness in communication implies that there are no

grammatical errors in communication. Correct communication has following
features:

• The message is exact, correct and well-timed.

• If the communication is correct, it boosts up the confidence level.
• Correct message has greater impact on the audience/readers.
• It checks for the precision and accurateness of facts and figures used in the
message.
• It makes use of appropriate and correct language in the message.
Awareness of these 7 C’s of communication makes us an effective
communicator.

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4. WRITING SKILLS

BASIC WRITING SKILLS

Sentence: A sentence is a group of words giving a complete thought. A sentence
must contain a subject and a verb.
Simple Sentence: A simple sentence is one independent clause that has a
subject and a verb and expresses a complete thought.
• Must have a subject and a verb.
• Must express a complete thought.
• Must only have one clause.
Examples:
• I am out of paper for the printer.
• Will you help me with the math homework?
Compound Sentence: A compound sentence allows us to share a lot of
information by combining two or more related thoughts into one sentence.
Example:
I drove to the office, and then I walked to the cabin.
Complex sentence: A complex sentence is a sentence that combines one
independent clause with at least one dependent clause.
Example
• Although Rohan had some doubts, he found the courses very useful.
• Computers have come a long way since they first came on the market.

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Simple, compound and complex sentences.

Sentences Simple Compound Complex

The children wore their dirty boots.

It was time for bed, yet it was still

light outside.

The front door was locked, so she

entered through the back.

They took a lot of pictures when they

visited Montana.

After the show began, he sat very

quietly.

The girl was wearing a red dress.

He has playing on his computer.

Georges would like to play, for he is

the best player on the team.

Before the bell rings, the student

lines up at the door.

We turned off the lights.

We turned off the lights, and we went

to sleep.

We turned off the lights after our

mom told us to go to sleep.

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Phrases: Phrases are a group of words that work together to communicate an

element of speech.

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Parts of speech

A category to which a word is assigned in accordance with its syntactic

functions. In English the main parts of speech are noun, pronoun, adjective,
determiner, verb, adverb, preposition, conjunction, and interjection.

The following figure represents eight parts of speech

Construction of the Paragraph

What is a paragraph? A paragraph is a series of sentences that are organized

and coherent, and are all related to a single topic.

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CHECK YOUR PROGRESS

METHODS OF COMMUNICATION

A. Multiple choice questions

Read the questions carefully and circle the letter(s) (a), (b), (c) or (d) that
best answer(s) the question. (Note: There can be more than one correct
choice)

1. Which of the following is NOT an element of communication within the

communication process cycle?

(a) Channel (b) Receiver (c) Sender (d) Time

2. You need to apply leave at work? Which method of communication will you use?

(a) E-mail (b) Poster (c) Newsletter (d) Blog

3. By which action can senders send their messages?

(a) Gestures (b) Speaking (c) Reading (d) Writing

4. Choose the correct example of oral communication.

(a) Reports (b) Newspapers

(c) Face-to-face interaction (d) Notes
5. What are the words we should use when we communicate verbally?
(a) Use straight words (b) Use simple words
(c) Use precise words (d) Use fixed words
6. Why do we send emails?
(a) To communicate information (b) To share documents and files
(c) To talk to each other (d) Both (a) and (b)

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7. Which of these is a positive (good) facial expression?

(a)Staring hard (b) Nodding while listening
(c) Wrinkled forehead (d) Looking away from the speaker
8. What does an upright (straight) body posture convey or show?
(a) Shyness (b) Fear (c) Confidence (d) Intelligence
9. Which of these is not an appropriate non-verbal communication at work?
(a) Putting arm around a coworker’s shoulder
(b) Shaking hands firmly
(c) Looking at the speaker with a smile
(d) Standing with an upright posture
10. When you are preparing for a presentation, you should
(a) Focus on the message (b) Practice hand gestures
(c) Try different speaking techniques (d) All of the above

B. Subjective questions.
1. Make a chart highlighting all the methods of communication. Use markers and
colours to highlight differences amongst all.
2. Write down the different types of verbal communication with examples of each.
3. Why verbal communication is important?
4. What is the way to master our Verbal communication?
5. Draw any two common signs used for visual communication.
C. Now let’s have a recap of what you have understood by non-verbal
communication. Put a X mark against the actions below which are bad for
non-verbal communication

• Laughing during formal communication

• Scratching head
• Smiling while speaking to a friend
• Nodding when you agree with something.
• Standing straight
• Yawning while listening
• Sitting straight
• Maintaining eye contact while speaking
• Biting nails
• Firm handshake
• Clenching jaws
• Looking away when someone is speaking to you
• Intense stare

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COMMUNICATION CYCLE AND IMPORTANCE OF FEEDBACK

A. Multiple choice questions

Read carefully all the options given below the question and choose the
correct option(s).
1. Which of these are examples of positive feedback?
(a) Excellent, your work has improved.
(b) I noticed your dedication towards the project.
(c) You are always doing it the wrong way.
(d) All of the above
2. Which of these are examples of negative feedback?
(a) I hate to tell you this but your drawing skills are poor.
(b) You can surely improve your drawing.
(c) This is a good drawing but you can do better.
(d) None of the above
3. Which of the following are effective components of a good feedback?
(a) Detailed and time consuming (b) Direct and honest
(c) Specific (d) Opinion-based
B. Subjective questions
What do you mean by feedback?
Let’s take a scenario. Radha is your co-worker. Together you are making a
report on how to manage the waste in your store. Since she has not finished her
part of the report on time, the whole report has got delayed and the manager
has given you both a warning. Write down the feedback you would like to give
your co-worker on managing time. Try to keep the feedback specific and polite.

EXERCISE

A. Multiple Choice Questions

1. Which of the following skills are important to communicate properly?

a) Reading b) Writing c) Speaking d) All of the above
2. ___________ are needed to communicate effectively with people.
a) Self-Management Skills b) Communication Skills
c) ICT Skills d Time Management Skills
3. Which of the following transmits/sending the message through one medium or
another?
a) Receiver b) Listener c) Sender d) None of the above

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4. A ______________ is used to transfer the message.

a) Change b) Channel c) Receiver d) Listener
5. ________________ is/are elements of a communication cycle.
a) Sender b) Receiver c) Channel d) All of the above
6. _________ is the receiver’s acknowledgement and response to the message.
a) Feedback b) Back feed c) Feed d) Information
7. Which of the following is the method of communication?
a) Face to Face b) E-mail c) Notices/Posters d) All of the above
8. Ananya is the manager of a Store and many workers are working under her.
Which of the following method is effective to inform everyone about the change
in duty hours?
a) Face to Face b) E-mail c) Notices/Posters d) Business Meetings
9. Choosing the right method of communication depends on ______________.
a) Target audience b) Costs
c) Urgency/Priority d) All of the above
10. Suman need to apply leave at work? Which method of communication will she
use?
a) E-mail b) Poster c) Newsletter d) Blog
11. ______________ includes sounds, words, language, and speech.
a) Verbal communication b) Non-Verbal communication
c) Both of the above d) None of the above
12. Which of the following is an example of oral communication?
a) Newspapers b) Letters c) Phone call d) E-mail
13. Which of the following is not a non-verbal communication?
a) Gestures or Body Language b) Posture
c) Poster d) Facial Expressions
14. A good feedback is always ___________________.
a) Specific b) Helpful c) Kind d) All of the above
15. Which of the following is a positive feedback?
a) You take really long to reply to e-mails!
b) You are not working hard.
c) You keep forgetting to smile at the hotel guests when you talk to them.
d) You have done a great job.
KEY:

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

9.d 10.a 11.a 12.c 13.c 14.d 15.d

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B. Subjective Questions

1. What is Communication?

Ans. The imparting or exchanging of information by speaking, writing or using some

other medium and means of sending or receiving information.

2. List the different types of verbal communication?

Ans. Different types of verbal communication are:

 Interpersonal Communication
 Written Communication
 Small Group Communication
 Public Communication
3. Write down the common communication barriers you may come across when
you move to a new city or country.
Ans. The common communication barriers a person may come across when the move
to a new city or country is:
 Physical Barriers
 Linguistic Barriers
 Interpersonal Barriers
 Cultural Barriers
4. Write two sentences of each type of sentence—statement, question, exclamatory
and order.

Ans. Statement

1. I am going to School.
2. I study in Class 10
Question:
1. What is your name?
2. Where are you going?
Exclamatory:
1. Oh, my goodness, we won!
2. I can’t wait for the party!
Order:
1. Please lower your voice.
2. Meet me at the office at 10am

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5. List any 4 most important characteristics of effective communication?

Ans. 1. Communication should be clear in content and purpose.

2. Communication should be complete with least scope of questions.

3. Communication should be based on right facts and should not be vague.

4. Effective communication leads to desired output and achievements.

6. List any 2 major advantages and disadvantages of non-verbal communication?

Ans . Advantages of Non-verbal Communication:

1.Non-verbal communication complements oral and audio-visual

communication.

2. It substitutes for the verbal communication like speaking with proper eye
contact and tone.

Disadvantages of Non-verbal Communication:

1. Sometimes non-verbal communication becomes vague and send wrong

signals.

2. You cannot stop non-verbal communication.

7. How is oral communication different from written communication?

Ans. Oral communication:

1. It is fastest and easiest hence more effective.

2. Sender and receiver are present in person.

3. Suitable for formal and informal modes of conversation.

Written Communication:

1. Time taking and more effort is required.

2. Sender and receiver need not be present in person.

3. Mostly suitable for formal communication.

8. Describe Ways to Overcome Barriers to Effective Communication?

Ans. • Use simple language

• Do not form assumptions on culture, religion or geography
• Try to communicate in person as much as possible

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• Use visuals
• Take help of a translator to overcome differences in language
• Be respectful of other’s opinions

9. What are the Types of Feedback? Describe a good feedback?

Ans. • Positive Feedback

• Negative Feedback
• No Feedback

A good feedback is one that is:

• Specific
• Timely
• Polite
• Offering continuing support

10. Describe the Importance of Feedback?

Ans. • It validates effective listening

• It motivates
• It is always there
• It boosts learning
• It improves performance

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UNIT-2. SELF-MANAGEMENT SKILLS

INTRODUCTION

 The ability to prioritize goals, decide what must be done and be accountable to
complete the necessary actions is Self-Management. It refers to an individual’s
ability to regulate and control his/her actions, feelings, and thoughts.

 Self-Management also describes a person’s ability to consciously influence

his/her own behaviour in order to improve his/her productivity and
performance capability. The associated criteria include recognizing and
controlling one’s own individual stress level and time budget.

1. WHAT IS STRESS?

Low productivity in all stages of life. Stress drains one’s energy and impedes the
day to day work and peace of mind.
Stress can be a positive stress, if taken in right sense and may help in achieving
effective outcomes. But, the most common is negative stress that makes a
person worrisome, less productive and may lead to various psychosomatic
disorders too.

Stress
Physical Stress (Feeling of Emotional Stress
emotional or
physical tension)
Worry Fear

Body’s reaction
Frustration Anger Nervousness to a challenge
or demand
STRESS CAUSAL AGENTS

Mental: Students can be left overwhelmed, if they are unable to handle their
assignment submission deadlines and
examinations grades. High expectations
from self can leave one with chronic
anxiety and stress.

Physical: As children grow up, they may

seek more independence, may become
critically conscious of their looks and
have to cope up with hormonal changes. Issues related to general well-being
and health of an individual can lead to low self-esteem and cause stress.

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Social : Discord amongst family members, peer pressure for doing things which
children would generally avoid , maintaining balance in relationships amongst
friends, status show off may lead to stress at times.

Financial: Youngsters may have aspirational financial stress. This may be of

becoming financially independent.

Activity 1: (Time: 05 minutes)

List down the things that keep you stressed as a student.

Necessity to Manage Stress

Stress is good – Sometimes - when it motivates you to achieve more but a

prolonged period of stress can cause health problems and mental troubles
as well. Managing stress is also about making a plan to be able to effectively
cope with daily pressures.

Effective stress management can help us break the negative impact

of stress so that we can be happier, healthier, and more productive. The
ultimate goal is a balanced life, with proper division of time for work,
relationships, relaxation and fun.

By doing this, we are able to deal with daily stress triggers and meet challenges
head on.
Activity 2: (Time 07 minutes)

Make groups of five and work on 5 different scenarios of different stressors

present in your life.

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2. WHY IS SELF-MANAGEMENT IMPORTANT?

Self-Management plays a key role in effective stress management. When in
student-life, self-management can help
us to follow through on plans – like
completing assignments, prepare for
tests and stay focused in class. In
adults, it is critical as it helps us reach
our goals related to learning or life, for
e.g. developing a new professional skill
or achieving a professional or personal
goal.
Being well versed with stress coping mechanisms helps people lead healthy and
happier life. Adequately managed stress prevents medical and physical
illnesses. Stress management is vital because it leads to following benefits:
• Improves mood
• Boosts immune system
• Promotes longevity
• Leads to burst of physical strength, which is vital for reaching goal
• Complete mental and physical engagement for task accomplishment
• Increases efficiency and effectiveness
• Prevents psychological disorders and behavioural problems

STEPS TO MANAGE STRESS

Positive Thinking:
When things going wrong or
in a stressful situations the
first thing people usually
say is to "stay strong" and
"stay positive." Always
looking on the bright side
"may sound cheesy, but
positive thinking, smiling
and positivity in general are
the main staples of a
positive personal attitude. A
personal attitude defines

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you as a unique individual. Having a unique personality will take you far in
your work places.
Positive thinking is an emotional and mental attitude that focuses on the good
and expects results that will benefit you. It’s about anticipating happiness,
health and success. It makes one overcome challenges, gives energy and
enthusiasm to perform a task and makes one better.
Smile Everyday

Positive thinking at workplace:

Positive thinking has several great benefits for your career and dream job. It
impacts the way you think about your work and the way prepare yourself for it.
 It reduces stress levels
 It boosts productivity
 It improves problem-solving
 It supports skill acquisition
 It helps decision-making
 It enables you to seize opportunities
 It facilitates interaction
 It helps you manage feedback and conflict
 It increases resiliency
Activity:
Role Play on Avoiding Stressful Situation
Form groups of three. Choose any one situation from below. Prepare a skit (role
play) and perform within your groups. Two members will perform the skit and
one member will observe and share feedback.

Situation 1: You have missed your bus and you are getting late for your exam.
What will you do? Will you panic or call for help or try to find a way?

Situation 2: You have to perform your best in the next dance or singing
competition so you get a chance to be a part of an upcoming movie. You have
been anxious (worried or stressed. Will you lose your sleep worrying about it or
will you practice?

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3. STRESS-MANAGEMENT TECHNIQUES

Stress is a mental state where one size doesn’t fit all, what stresses one person
may not stress others at all. It is highly individualistic phenomenon and the
solution has to be customized to individual’s mental state. Physical signs which
may suggest stress are: breathlessness, dry mouth, butterflies in stomach,
indigestion, nausea, acidity, fatigue, sweaty palms, cold hands and feet,
irritation hyperactivity etc.
At the mental level following symptoms may reflect stress: irritation, impatience,
loneliness, upset mood, anxiety, depression, frustration, boredom, guilt,
insecurity and forgetfulness.
Stress-Management techniques are:
Physical Exercise: When stress affects the brain, rest of the body also feels the
impact. Physical exercise in the form of walking, skipping or for that matter
indulging in any sports has been found to relieve stress as they stabilize mood,
improve self-esteem and induce sleep.
Yoga: Yoga is a school of Hindu philosophy that reduces stress. Yoga includes a
series of postures and breathing exercises practiced to achieve control of body
and mind.
Meditation: It is a practice where an individual is supposed to focus his/her
mind on a particular object, thought or activity to achieve a calm mental state
reducing stress.
Enjoying: Recreational activities like watching movies, attending concerts,
playing games, involving in adventure sports, singing, dancing or even
sketching can help individuals transcend to a happier mental state and help
manage stress.
Going on Vacations with Family and Friends: Vacations provide an
opportunity of taking a holiday from our routine and appreciate different facets
of life. Vacations can be taken up to friends and relatives’ place as well as to far
flung attractive locations. Vacationing helps in de-stressing individuals.
Taking Nature Walks Taking nature walks in a pristine environment of a
national park or a sanctuary or a trail in country side / village, brings us a
calmness by allowing our over stimulated minds a chance to relax and helps us
to relax.
Activity:
Form a group of 3-4 students and list a few more Stress Management
techniques that go hand-in-hand with Self-Management apart from the ones
mentioned above.
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4. SELF AWARENESS – A STEP TOWARDS SELF-MANAGEMENT

The ability to understand and focus on self and be conscious of how our
actions, thoughts, or emotions do or don't align with our internal standards is
Self-Awareness.

Being highly self-aware can help us:

 evaluate our self objectively

 manage our emotions
 Align our behaviour with our values and understand correctly how others
perceive us.

This simple quote by Drew Gerald tells us the importance of self-introspection.

Improving yourself to be better can be possible only when we succeed in finding
our-self. One needs to know where s/he is. Who s/he is? What s/he
is? How s/he is? And most importantly, Why is s/he here – the purpose of life.

Why is Self-Awareness Necessary?

Studies suggests, seeing ourselves clearly helps us be more confident and more
creative. As the saying goes, “Confident inside makes you feel confident outside
too.” Self-Awareness helps us make sounder decisions, build stronger
relationships and communicate more effectively. As a result, the possibility to
lie, cheat or steal is also lessened.

Self-Aware individuals can be better workers with high productivity in turn

helping them to get better opportunities like promotions etc., they are more
effective as leaders who are supported by content, satisfied and happy
employees and more profitable organizations.

According to a research conducted by Tasha Eurich and her team for Harvard
Business Review, even though most people believe they are self-aware, self-
awareness is a truly rare quality: They estimated that only 10%–15% of the
people they studied actually fit the criteria. Throughout their studies Tasha and
her team examined that two broad categories of self-awareness kept emerging.

How Do We Become Self Aware?

The ability to identify your own strengths and weaknesses is Self-Awareness. To
put in other words, Knowing Yourself through S W O T Analysis is Self-
Awareness.

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A beautiful quote by Vironika Tugaleva (an award-winning author, poet, spoken

word artist, life coach, wanderer, visual artist, vocalist, and seeker of beauty in
all its forms) can help sum up SWOT analysis for Self Awareness: “To know
yourself, you must sacrifice the illusion that you already do.”

Activity

Students have to answer the following questions in their respective books:

I feel annoyed when

I feel happy when

I feel unhappy when

I feel full of hope when

I wish I didn’t have to

I enjoy

I feel frightened when

What I’d like to change is

If I were (name of a person), I would

I feel like no one loves me when

I know I am loved when

Something I find boring is

I know I can trust

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I admire (name person) because

I feel serene when

I am most interested in

I am annoyed when

I disapprove of

I am optimistic when

Activity
Role Play
Role Play brings out the real emotions and learning.

(Divide the class into groups of 5 and narrate the scenario).

Characters
Manager, Team Leader, 3 Team members

Scenario
A team of 5 (Manager, Team Leader, 3 Team members) members are working in
an IT. The team Manager has delegated a work to the team leader. He divided
the work among the team members. Unexpectedly the team couldn’t complete
the work on time. Enact how the team should respond to the team lead and
team lead to the manager. Keeping in the positive attitude you learnt in mind.

Self-Motivation

 The ability to encourage oneself to

take initiative and action to chase and
achieve goals and complete tasks is
Self-Motivation.

 It's what urges you to continue with

tasks, especially those you're following
because you want to, and not because
someone else told you to.

Why is Self-Motivation Necessary?

Without Self-motivation, it would be very difficult for people to keep going

especially when they face set-backs.
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Self-motivation helps an individual to accept opportunities, and to show his/her

dedication to what they want to achieve.

Self-Motivation plays a very important when an individual has to achieve a big

goal. But the problem arises when we find it difficult to stay motivated over a
period of time.

Motivation in any form by any one encourages us to achieve our goals, feel more
fulfilled and improve our overall quality of life. Thorough understanding of self-
motivation and developing it correctly can help us take control of many
dimensions of our life.
To bring out change in life we require persistence. And this is where self-
motivation can come handy.
How to Motivate Self?

There are four elements of motivation (according to Daniel Goleman, author of

several seminal books on Emotional Intelligence).

Personal drive to achieve: An element that can trigger the urge to achieve
something or help empower oneself.

However it is dependent on the mindset of an individual namely the Fixed

Mindset or The Growth Mindset.

Research shows that people who believe that they can enhance — that is, who
have a growth mindset — have higher possibilities to achieve in whatever
sphere they choose. A growth mindset is therefore an important element in a
personal drive to succeed.

Commitment (to goals): It is an important factor for our general betterment.

When we “aim at nothing”, it is easy to achieve. But most of us need something

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in our lives to aim towards. Thus being aware about where you wish to be, and
an understanding of how you plan to get there, is a vital part of staying
motivated.

Initiative: The ability to take effective advantage of opportunities when they

occur is Initiative. However it is essential to analyze thoroughly through the
things and make sure that the decision taken is right. Thus a combination of
good risk management and courage can be considered as initiative.

Optimism or resilience: The ability to look on the bright side, or think

positively is Optimism. The ability to ‘bounce back’ after a setback, or keep
positive in the face of challenges is resilience.

The following ways can come in handy when we need to motivate ourselves.

Activity

1) I Am: Using the effective positive affirmation technique, each student writes
about what makes him/her and who s/he is. E.g. I am a hard-worker; I am a
badminton player. The rule is that each sentence has to begin with I Am...

2) Flip: Students make a list of their mistakes, failures, obstacles. But once done
so, they have to flip the same and transform them into positive format. E.g. I
failed a Science Test. The flip to it will be “I will study harder to pass the next
test.”

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3) Letter to Future Self: Every student writes a letter to his / her future self,
detailing in depth whatever they wish, whether it is about life at the moment, a
poem, or their future goals, etc. Once written, they may seal the same and
revisit the letter after a year. They will be able to compare and contrast
themselves, after a year’s worth of change.

5. SELF-REGULATION

A skill to support Self-Management

What is Self-Regulation?

The ability to monitor and manage the states of your energy, emotions,
thoughts, and behaviours in ways that are acceptable and produce positive
results such as well-being, loving relationships, and learning is Self-
Regulation.

Taking a break between a feeling and an action — taking a pause to think

things through and reflect upon them, make a plan, wait patiently, are a few
important factors of Self-
regulation.

Self-Regulation can be possible

only when there is Self-
Awareness.

Importance of Self-Regulation

Lack of Self-Regulation can

cause issues in life.

For e.g.: A boy has a habit of

hitting his classmates and his friends in the society as a result of frustration.
This leads to his unpopularity amongst his friends and classmates and also
results in him facing reprimand at the school and the friends in the society
boycott him by stopping to play with him.

Self-Regulation is important as it helps us act according to our highly-held

values. It helps us to express ourselves appropriately and also act according to
social conscience.

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Self-regulation allows us to rebound from failure and stay calm and peaceful
even under pressure.

Self-Regulation – Goal Setting

A very important tool of Self-Management/Self-Regulation is Goal Setting.

Development of an action plan framed to encourage, motivate and guide a

person or a group towards a common idea of a future or a desired plan is Goal-
setting.

An individual or a group as one can envision a plan and commit to achieve the
same. However to reach a goal within a finite time by setting deadlines is
necessary. This can happen only with the help of goal-setting criteria (or rules)
such as SMART criteria.

SMART Goals : SMART is a mnemonic acronym, giving criteria to guide in the

setting of objectives.

Activity

1. Goal Setting Sheet:

The students need to create a Simple Goal-setting worksheet by answering the

following keeping in mind the usage of SMART Goal:

 My goal is… (Specific - Importance of the Goal)

 Does the goal answer Goal Completion Date:
 Steps to Reaching My Goal: (mention at least four steps)
 Two Things That Will Help Me Reach My Goal: (space for 2)
 I Will Know I Have Reached My Goal Because:

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2. Pressure Cooker (15-20 mins, 07-09 players in a group)

Requirements:

 A long rope (around 7 meters)

 One numbered spot marker per player
 A stopwatch

The trainer has to lay a rope on the floor/ground to form a large circle.

Collect and number as many spot markers as you have people in your group.

Distribute the numbered spot markers inside the circle randomly.

Each member is supposed to stand on top of one of the spot markers.

Once ready, each group member is to move and touch every other spot in the
ascending order of the numbers.

E.g., the person standing on spot #5 will move to 6, 7, 8 and 9 (presuming there
are 9 people in the group,) before moving to 1, 2, 3 through to 5 An individual
who has touched all of the spot-markers and returned to his/her own spot will
exit the circle.

The task has to be performed as accurately and as fast as possible.

This problem has to be solved without stepping outside of the (roped) circle or
touching any other person in the process (touching elsewhere within the circle
is permitted.)

The group can make as many attempts as possible within a specified time
period, aiming to improve their performance with each attempt.

Ample time for planning and problem-solving can be provided.

Self-Regulation–Time Management

The process of planning and exercising conscious control of time spent on

specific activities, especially to increase effectiveness, efficiency, and
productivity is Time management. (In one sentence, effective and productive use
of time is Time Management.

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Why is Time Management Necessary?

 Time Management is necessary as

it can help us save enough time
and do things that we jot down for
ourselves in our To-do List.

 It helps us accomplish tasks

stress-free in turn aiding
satisfaction of achievement (of
completing the task).

Time Management can also aid in:

 Getting more opportunities: e.g.: In case of students, more time for revision,
extra research on a particular topic and enhance his or her own
skill/knowledge with reference to a particular concept/technique.

In case of adults, more time for self-interest-related hobbies, more family / Me-
time, enhance a skill or a technique for better growth (financially and
responsibilities – promotions) etc.

 Goals-realization: Sufficient time to think through things can also help realize
our goals as proper time management has aided enough time for self.

Few tips to develop Effective Time-Management

Record / Organize:

It is rightly said: A book is a man’s best friend and the pen is mightier than the
sword. Thus the combination of this best
friend and the might is surely a step
towards better self-regulation with
reference to time-management.

Prioritize: Once the day-to-day activities

are planned using the book and a pen, it
is necessary to sequence the activities
according to their importance.

Control / Determine Actionable Plan:

Once the “What” is decided, the next step

is “How”. When doing so, it is also very essential to make sure and determine

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the time we will be utilizing for every activity. Distractions like chit-chatting on
phone, gossiping, wasting time on social media etc. have to be avoided strictly.

Schedule / Track your progress:

Are we following our schedule? Is there any point where we have utilized /
consumed / wasted time more than expected? This will help analyze self and
work on the points that were missed or
need to be re-considered.

Activity

1) Create stair-step goals (or goal ladders)

Achieving goals is easy when we break a

task in doable steps. As we progress in
the smaller steps we come, a step closer
to the goal. Following the same, every
student has to create a stair-step visual
for goal-setting.

Kindly follow the steps mentioned below to make the task easy:

Step 1: DREAM is to be written at the top of the staircase.

Step 2: At the very bottom of the staircase, write down your FIRST GOAL and
the first action towards that goal.

Step 3: Follow Step 2 for your second goal and the first action towards it.

Step 4: Repeat Step 2 and 3 for third goal.

*Continue “climbing” the stairs. Add dates, drawings, anything that helps
motivate you!

An illustrative example for a student who dreams of becoming a “Footballer” is

given alongside. You can now create stair-step goals based on the interests such
as: Practice every day for 30 minutes

 Run 2 kms. 5 days a week

 Score 3 goals minimum per match

 Encourage teammates

 You and your team can practice creating stair-step goals or goal ladders.

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EXERCISE

A. Multiple Choice Questions.

1. What makes you complete work or studies without others cheering you?
a) Self-confidence b) Communication c) Self-motivation d) Self-esteem
2. Stress refers to _________strain/tension.
a) Physical b) Mental c) Emotional d) All of these
3. Ravi works hard to get the best student award at the end of the year. What type
of motivation is this?
a) Internal b) External
c) Both internal and external d) Not any specific type of motivation
4. ______________ refers to human efforts for maintaining healthy body and mind.
a) Stress Management b) Self-Motivation
c) Self-Regulation d) None of the above
5. Stress causing agents are _____________.
a) Mental b) Physical c) Financial d) All of these
6. Self-Management skills refer to_____________.
a) Always keeps busy with oneself b ) Live life with a positive attitude
c) Controls anger d) Motivating oneself and setting goals
7. Mr. Bhupesh did a project very well. Now he is collecting feedback, insights into
his work-specific proficiencies. This is called_______________.
a) Self-Awareness b) Responsibility
c) Time-Management d) Adaptability
8. Smith has prepared a timetable to achieve his goal. This skill is known as___.
a) Self-Awareness b) Responsibility
c) Time-Management d) Adaptability
9. Stress leads to ________________.
a) Happiness b) Positive thinking c) Firmness d) Mental troubles
10. Students may feel __________ stress if they are unable to submit their
assignment.
a) Physical b) Financial c) Mental d) None of the above
11. Exam is approaching nearby. Mr Rehan is feeling unprepared. This situation
causes
a) Confidence b) Stress c) Positiveness d) Strong beliefs
12. Irritation, impatience, loneliness, upset mood, anxiety are sign of
_____________________ stress.
a) Mental b) Physical c) Emotional d) None of the above

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13. ______________ includes a series of postures and breathing exercises to control

body and mind.
a) Meditation b) Yoga c) Physical Exercise d) None of the above

14. The ABC of stress management refers to __________________.

a) Adversity, beliefs, Consequences b) Accelerator, Brake, Clutch

c) Action, Behaviour, Confidence d) Attitude, Boldness, Creativity

15. Rekha is doing her work very efficiently. She is following a stress management
technique that helps her to give strength. Which of the technique she is
following?
a) Time Management b) Physical Exercise
c) Positivity d) Healthy Diet
16. Which of the following is one of the signs of stress?
a) Tiredness b) Headache c) Feeling low d) All of these
17. Which of the following activity does not reduce the stress?
a) Time management b) Physical exercise
c) Feeling worried d) Healthy diet
18. Which of the following is/are important steps to manage emotional intelligence?
a) Understanding of emotions b) Rationalise
c) Practice d) All of these
19. Converting weakness into strength and strength into an exceptional talent is
known as ________.
a) Self-awareness b) Self-confidence
c) Self-reliance d) Self-regulation
20. Which of the following can be considered as internal motivation?
a) Love b) Reward
c) Appreciations d) Recognition
21. ____________ is the ability to plan and control how you spend the hours of your

day well and do all that you want to do.

a) Self-management b) Time management

c) Goal management d) None of the above

22. What is ‘S’ in SMART method of Goal Setting?

a) Smart b) Short c) Specific d) None of the Above

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23. __________________ are a set of dreams with a deadline to get them.

a) Goals b) Goal Setting
c) Vision d) None of the above
24. Grooming is a term associated with _____________________.

a) Time Management b) Problem solving

c) Neat and clean appearance d) Self-management

25. The ability to look on the brighter side or think positively is ___________.

a) Pessimism b) Anarchism c) Optimism d) Cynicism

KEY:

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

10.c 11.b 12.a 13.b 14.a 15.d 16.d 17.c 18.d

19.a 20.a 21.b 22.c 23.a 24.c 25.c

B. Subjective Questions.

1. Describe stress and stress management in your own words?

Ans. Our emotional, mental, physical, and social responses to perceived demands or
threats are referred to as stress. Stress Management can help us to break the
negativity impact of stress so that we can be happier, Healthier and more
productive.
2. List out two stress management techniques and elaborate it?
Ans. i) Exercising Regularly: Almost any form of exercise or movement can increase
your fitness level while decreasing your stress.
ii) Trying Self Hypnosis: learning to focus yourself, motivate yourself, be more
self-aware, and make the best use of your innate skills.
3. Explain SMART?
Ans. S- Specific
M-Measurable
A-Achievable/Attainable
R-Relevant
T-Time bound
4. How can you manage your Time? Explain.
Ans. We can manage time by prioritizing our work, complete tasks on time, make a
daily timetable, make a good guess at how long it will take you to do something,
asking for Help when it’s needed.

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5. What is Eustress?
Ans. A positive form of stress having a beneficial effect on health, motivation,
performance, and emotional well-being.
6. How can you check your self-awareness?
Ans. We can check our self-awareness by conducting SWOT Analysis.
7. What is Self-Regulation?
Ans. The ability to monitor and manage the states of your energy, emotions, thoughts
and behaviours in ways that are acceptable and produce positive results such
as well-being, loving relationships, and learning .
8. What are Stress casual agents?
Ans. Stress causal Agents Mental, Physical, Social and Financial.
9. What are benefits of working independent?
Ans. Reduced Distractions, Time Management Control, More Relaxed Environment,
Not Reliant on Others, No Stress of Managing Others, Sole Responsibility.
10. Why self-awareness being necessary?
Ans. It's about knowing our emotions, strengths and challenges, and how our
emotions affect our behaviour and decisions. Self-awareness is key to managing
actions and setting goals for the future.
11. Explain various factors building the self-confidence of a person?
Ans. Positive thinking, practice, training, knowledge and talking to other people are
all useful ways to help improve your self-confidence levels.
12. What are Interpersonal Skills?
Ans. The form of communication takes place between two individuals and is thus a
one-on-one conversation. It can be formal or informal.
13. How to identify your strength?
Ans. We can ask people we trust to tell us what they think are our strengths and we
can assess our knowledge, experience, and traits to find our strengths.
14. What are the qualities of self-confident people?
Ans. They have a motivating attitude, a positive outlook, they are Team builders,
Hard workers, they make strong decisions.

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UNIT_3. INFORMATION AND COMMUNICATION TECHNOLOGY SKILLS

1- BASIC COMPUTER OPERATIONS

Operating System

An operating system is software that serves as an interface between the user

and the computer. Some of the functions of Operating system are:

• It manages all the devices of a computer and keeps track of the status of the
device, whether it is busy or not.

• It also checks whether the device is functioning properly or not.

• It also controls software resources of the computer.

• It manages the computer memory and keeps track of which memory space is in
use by which program and which space is free.

• It manages the structure of the files and directories on a computer system.

• It keeps track of the amount of disk space used by a specific file.

• It allows you to create, copy, move and delete files.

Types of Operating Systems:

• DOS (Disk Operating System)

• Windows It is an operating system developed by Microsoft.

• Linux It is an operating system designed for personal computers. It is a free and

open-source software

• Mobile operating Systems:

✓ Android

✓ Symbian
✓ Windows Phone

✓ iOS
The different types of operating systems are as follows:

Interactive (GUI-based): A graphical user interface is a user-friendly operating

system in which commands can be entered by clicking/double-clicking/right-
clicking a mouse. Windows operating system is an example of an interactive
operating system.

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Single-user, single-task operating system: This type of operating system

allows only one user to do a task on the computer and one thing at a time.

Single-user, multi-task operating system: This type of operating system is

used on Desktop computers, laptops, where a single user can operate on several
programs at the same time. For example, Windows, Apple MacOS are examples
of single-user multi task operating system.

Multi-user: A multi-user operating system enables multiple users to work on

the same computer at different times or simultaneously.

Real Time: A real time operating system is used to control machinery, scientific
instruments, like robots, in complex animations and computer controlled
automated machines. A real-time operating system is a computing environment
that reacts to input within a specific period of time. It manages the resources of
the computer so that any particular operation is executed in the same amount
of time every time it is executed. Windows CE and Lynx OS are examples of
real-time operating systems.

Distributed: A distributed operating system runs on a set of computers that are

interconnected by a network. It combines the different computers in the
network into a single integrated computer and storage location. Windows, UNIX,
and LINUX are examples of distributed operating systems.

Windows 7 operating system: Windows 7 is an operating system developed by

Microsoft and is used on personal computers. After loading Windows 7, the first
screen that appears on the monitor is called desktop. From the desktop, you
can access different components of Windows 7. By default, Windows 7 has a
picture for the desktop background. This is called wallpaper. Small pictures on
the desktop are called icons. These icons represent files, folders, applications,
etc. At the bottom of the desktop is a long bar called the Taskbar. To the left of
the taskbar is the Start button.

Components of Windows 7 Desktop

Computer: It displays all the storage areas of the computer. Through the
Computer icon, you can access all drives, files, and folders on the computer.

Taskbar: Taskbar is the long horizontal bar present at the bottom of the screen.
To left of the Taskbar is the Start button and to the right appears Date/Time.
You can also see icons of active applications and some shortcuts on the
Taskbar.
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Start button: It is located on the left of the taskbar. Clicking the Start button)
opens the Start menu and provides access to programs and features, like:

Shut Down:- allows the user to turn off the computer

All Programs: - Provides access to all the installed programs and applications.
To start an application, just click it.
Search Box: - This allows the user to search a file or a folder or run executable
files.
Control panel: - This allows the user to change various settings.

Recycle Bin: Files and folders deleted by the user are stored in the Recycle Bin.
From Recycle Bin, you can retrieve files or folders deleted by mistake.

EXERCISE:

A. Multiple choice questions.

1. The start button is located on the __________.

(a) Status bar (b) Task bar (c) Menu bar (d) Title bar
2. Window is based on which user interface?
(a) Data (b) Graphical (c) Character (d) None of these
3. Here are the steps that take place when starting a computer. Rearrange the
steps in the correct order.
(A) Desktop appears after login (B) Login screen appears
(C) Power on Self-Test (POST) starts (D) Operating system starts
(E) Welcome screen appears
a. A>B>C>D>E b. C>D>A>B>E c. C>D>E>B>A d. E>D>C>B>A
4. Small images on the desktop are called____________.
a. Icons b. Images c. Files d. All of these
5. The main screen of windows is called _________.
a. Desktop b. User area c. Display d. None of these
6. Which of the following is not a component of windows desktop?
a. Taskbar b. Icons c. Desktop d. Virus

KEY: 1. b 2.b 3. c 4.a 5. a 6.d

B. Subjective questions:

1. What are the Basic Functions performed when a computer starts?

Ans: A Computer automatically runs a basic program called BIOS (Basic Input /
Output System) as soon as it is switched on or the power button is pushed on.
The BIOS first does a self-test. If the self-test shows that the system is fine, the
BIOS will load the Operating System, than it is ready to take user inputs.

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2. What is Operating System?

Ans: An operating system is a software that serves as an interface between the user
and the computer.
3. What are the functions of Operating System?
Ans: It manages all the devices of a computer and keeps track of the status of the
device.
 It also checks whether the device is functioning properly or not.
 It also controls software resources of the computer.
 It manages the computer memory and keeps track of which memory space is in
use by which program and which space is free.
 It manages the structure of the files and directories on a computer system.
 It keeps track of the amount of disk space used by a specific file.
 It allows you to create, copy, move and delete files.
4. Explain different types of Operating systems?
Ans: i). Interactive (GUI-based): A graphical user interface is a user-friendly
operating system in which commands can be entered by clicking/double-
clicking/right-clicking a mouse. Windows operating system is an example of an
interactive operating system.
ii). Single-user, single-task operating system: This type of operating system
allows only one user to do a task on the computer and one thing at a time.
iii). Single-user, multi-task operating system: This type of operating system is
used on Desktop computers, laptops, where a single user can operate on several
programs at the same time. For example, Windows, Apple MacOS are examples
of single-user multi task operating system.
iv). Multi-user: A multi-user operating system enables multiple users to work on
the same computer at different times or simultaneously.
v). Real Time: A real time operating system is used to control machinery, scientific
instruments, like robots, in complex animations and computer controlled
automated machines. A real-time operating system is a computing environment
that reacts to input within a specific period of time. It manages the resources of
the computer so that any particular operation is executed in the same amount
of time every time it is executed. Windows CE and Lynx OS are examples of
real-time operating systems.
vi). Distributed: A distributed operating system runs on a set of computers that are
interconnected by a network. It combines the different computers in the
network into a single integrated computer and storage location. Windows, UNIX,
and LINUX are examples of distributed operating systems.
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2. PERFORMING BASIC FILE OPERATIONS

File operations and organization. Everything you store on your computer is

stored in the form of a file. File system is a way in which you give name to a file,
store it and retrieve it. There are specific naming conventions for naming files or
folders, like characters that can be used, maximum number of characters, etc.

Files can be separately placed into groups, called folders/directories. Each

directory/folder can contain related files and/or sub-folders.

A sub-folder may contain one or more files and sub-folders within. This allows
easy accessibility of files. Files are managed in a hierarchy. This allows you to
view the files in the current directory and then move to sub-directories.

Creating and managing files and folders:

Creating a folder: The steps to create a new folder are:

1. Double-click the Computer icon.

2. Select the drive in which you want to create a new folder. Say, Local Disk D:.

3. Window will open up showing files and folders in Local Disc D:

Click New Folder on the toolbar.

Or

Right-click anywhere in the blank area of the right column. A shortcut menu
appears. Select New >Folder from the shortcut menu.

4. A new folder is created with name New Folder highlighted.

5. Type a name for the folder.

Creating a file

To create a new file:

1. Right-click anywhere in the blank area of the right-column.

2. In the Shortcut menu, click New and select the type of the file you want to
create.

Renaming folders and files: To rename a file or a folder, the steps are:

1. Right-click the file or the folder.

2. From the shortcut menu, select Rename option.

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3. Type the new name or edit the existing name and press the Enter key. Or

Just select the file/folder and press Function key F2.

Deleting files or folders: To delete a file or a folder:

1. Click the file or the folder.

2. Press the Delete key. Or Right-click and select Delete option from the
Shortcut menu.

Copying Files and folders: When you copy a file or a folder, duplicate of the
original file or folder is created at the new location, the original remains as it is.

You can copy a file or a folder in any one of the following ways:

i. Shortcut menu:

 Right-click the file or the folder you want to copy.

 Select Copy option from the Shortcut menu.
 Select the drive or the folder where you want to make a copy of the selected file
or folder.
 Right-click and select Paste option from the Shortcut menu.

ii. Drag and Drop method: To copy a file or a folder, hold down the Ctrl key while
dragging it to the new location.

iii. Using Keyboard:

 Select the file or the folder.

 Press Ctrl + C to copy the file or the folder.
 Open the destination folder.
 Press Ctrl + V to paste the copied file.

Moving Files and folders

When you move a file or a folder, the original file or folder is moved to the new
location.

You can move a file or a folder in any one of the following ways:

i. Shortcut menu:

 Right-click the file or the folder you want to copy.

 Select Cut option from the Shortcut menu.
 Select the drive or the folder where you want to move the selected file or folder.
 Right-click and select Paste option from the Shortcut menu.
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ii. Drag and Drop method: To copy a file or a folder, select the file and drag it to a
new location.

iii. Using Keyboard:

 Select the file or the folder.

 Press Ctrl + X to cut the file or the folder.
 Open the destination folder.
 Press Ctrl + V to paste the copied file.

Permanently Deleting Files

You can permanently delete the contents of the Recycle Bin in any one of the
following ways: Right-click the Recycle Bin icon and then click Empty Recycle
Bin.

Or

 Double-click the Recycle Bin icon.

 The Recycle Bin window appears.
 Click Empty the Recycle Bin.

Restore Files/Folder from Recycle Bin window

To recover a file from the Recycle Bin, right-click the file, and then click Restore.
Or

Select the file and click Restore this item

EXERCISE

A. Multiple choice questions.

1. __________ is the shortcut key is used to paste a file.

a. Ctrl + c b. Ctrl + p c. Ctrl + v d. Ctrl + x
2. Which of the following is a valid file extension for Notepad file?
a. .jpg b. .doc c. .text d. .txt
3. __________ is the shortcut key is used to copy a file.
a. Ctrl+X b. Ctrl+C c. Ctrl+Z d. Ctrl+Y
4. __________ is the shortcut key is used to cut a file/text.

a. Ctrl+X b. Ctrl+C c. Ctrl+Z d. Ctrl+Y

5. Which of the following option is used to get a file from the Recycle Bin?

a. Restore b. Recall c. Insert d. Refresh

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6. Which one of the following is not a correct statement?

a. All files are the same type
b. only files of the same type can be stored in a folder
c. Files can be of different types
d. All of these
7. By right-clicking a folder icon, which of the following folder operations cannot
be performed?
a. Renaming folder b. Copying folder
c. Entering data in a folder d. Delete folder

KEY: 1.c 2. d 3. b 4. a 5.a 6.a 7.c

B. Subjective questions.

1. How is a computer file system similar to our physical file system in a school?

Ans: In any school (or office), each teacher has a separate where they keep the files of
different students or classes on separate shelves. Similarly, information on a
computer is stored in electronic files, which can be put into separate folders. It
is easier to manage the electronic files as they can be simply copied, moved,
renamed or even deleted.

2. What are the steps you will perform to save a text file in Ubuntu?

Ans: Click on the Save button.

The Save As dialog box appears.

Browse to the Desktop folder, where you want to save a file.

Type the name of the file.

Click on Save.

3. Write the steps to create a new folder.

Ans: 1. Double-click the Computer icon.

2. Select the drive in which you want to create a new folder.

3. Window will open up showing files and folders (i.e., Local Disk C /D)

Click New Folder on the toolbar.

Or
Right-click anywhere in the blank area of the right column. A shortcut menu
appears. Select New > Folder from the shortcut menu.

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4. A new folder is created with name New Folder highlighted.

5. Type a name for the folder.

4. How can you moving Files and folders?

Ans: When you move a file or a folder, the original file / folder is moved to the new
location.
You can move a file or a folder in any one of the following ways:
1. Shortcut menu:

a. Right-click the file or the folder you want to copy.

b. Select Cut option from the Shortcut menu.

c. Select the drive or the folder where you want to move the selected file or
folder.

d. Right-click and select Paste option from the Shortcut menu.

2. Drag and Drop method:

To copy a file or a folder, select the file and drag it to a new location.

3. Using Keyboard:

a. Select the file or the folder.

b. Press Ctrl + X to cut the file or the folder.

c. Open the destination folder.

d. Press Ctrl + V to paste the copied file.

5. How can you empty Recycle Bin / Permanently Deleting Files?

Ans: You can permanently delete the contents of the Recycle Bin in any one of the
following ways:

Right-click the Recycle Bin icon and then click Empty Recycle Bin.

Or

Double-click the Recycle Bin icon.

The Recycle Bin window appears.

Click Empty the Recycle Bin.

7. Why are files used in computers?

Ans: Files are used to store information in computers.

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3. COMPUTER CARE AND MAINTENANCE

Computer Maintenance

Computer systems require maintenance so that the system works efficiently.

Poor maintenance may lead to system failure. Regular care and maintenance
may help you detect any issues at an early stage and keep it functioning well.

Computer virus, malware, and other harmful software can cause damage to the
working of the computer. If anti-virus is installed in the computer and run
periodically, then any loss of data can be prevented. A large number of files are
stored on the computer. These files can be disorganized and fragmented and
may result in slowing down of the computer.

Regular maintenance of the system includes installing updates, security, taking

backups, scans, etc. Both internal and external parts of the computer system
should be taken care of.

1. Keep the computer dust free.

2. Do not eat or drink while working on the computer. Food or drink may spill on
the system.

3. To keep the keyboard clean, make sure your hands are clean before using it.

4. CDs and DVDs should be handled carefully so that it does not get any
scratches.

5. Keep keyboard covered when not in use.

Cleaning the computer components

Computer components needs proper care to last longer. Preventive maintenance

increases the life of the components. For example, a cable is damaged, but still
working. It should be replaced or repaired immediately to prevent any other
damage.

Fan in the CPU helps to cool down the CPU as it gets heated while working. If
the cooling fan is blocked, may be due to dust and is not repaired or replaced,
computer can easily catch fire. Therefore, regular inspection of the components
is required. This increases the lifetime of the hardware. General precautions to
be taken while cleaning the computer components are:

• Always Power Off the computer system before cleaning.

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• Never spray cleaning fluid directly on the component of the computer. First
spray the liquid on the cloth and then wipe the component.

• Do not allow the cleaning liquid to drip near the circuit board.

• Preferably use anti-static wrist band which helps to prevent building up of

static electricity near electronic device.

Computer Monitor: To clean the computer monitor, you can use a soft lint-free
cloth, like cotton and water or special cleaning liquid. You should not spray
water or cleaning liquid directly on the computer monitor as it may run through
the seams. Spray water or cleaning liquid on the cloth and gently wipe the
computer monitor
Keyboard Dirt and dust can cause damage to the keyboard. Keys of the
keyboard may not function properly if dirt enters the keys. You should always
clean the keyboard periodically by holding upside down and shaking it. You can
also clean it by blowing it with compressed air. After this, use a damp lint-free
cloth to clean top of the keys. You should never spray any liquid cleaner or
water directly on the keys of the keyboard.
Optical Mouse: You can clean the bottom of the optical mouse with a clean lint-
free cloth. Lens area can be cleaned by blowing air or cotton swab.
Digital camera: Never touch the lens of the camera. To remove the dust, you
can use soft lens brush or wipe with a soft dry cloth. For stubborn dust, you
can use special fluid for lens cleaning which should be first pot on the tissue
and then wipe the lens. Never put the fluid directly on the lens.
CDs and DVDs: Keep CD/DVD in proper case to prevent damage. If there is
some dirt on the CD or DVD, it may not work at all. Finger prints and dirt can
be removed by lightly rubbing with a clean lint-free cotton cloth. If the dirt is
hard to remove, you can use special cleaning fluid. Put the drop of fluid on a
swab of cotton and gently rub on the media.

Preparing maintenance schedule

Regular maintenance of the computer system is very important. Some of the

maintenance activities are:

• Keep the components of the computer, like keyboard, mouse, monitor, etc.
clean.

• Replace hardware that is not functioning properly.

• Keep food items away from the computer.

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• Cables and chords should not be messed up.

• Removing unauthorized software from the computer.

• Take regular backup of the data.

• Ensure backups are working properly by periodically restoring or checking of

data. You should use external hard drive for backup of data on your computer.

• Run anti-virus periodically.

• Keep anti-virus software up to date.

• Do not overcharge the batteries.

• Do not block the vents.

• Always shut down the computer properly.

Regular scans should be done to check for viruses, malware, etc. An effective
antivirus software should be installed in your computer. Always keep your anti-
virus software updated so that it can detect new viruses. Full system scan
should be done to periodically, preferably weekly to scan for viruses.

A regular disk defragmentation should be done to remove all unnecessary

information that slows down the computer. Disk defragmentation done at
regular intervals helps the disc space to be used at an optimal level.

Take regular backup of the data on your computer. In case the data is lost due
to any reason, system failure, virus attack, etc., you can easily retrieve your
data using backup files till your last update.

System should be upgraded with new updates that were not there at the time of
purchase, like, increasing RAM, to improve the performance. Also storage space
should also be increased for storage of more information. If you are getting some
disc errors, then make sure that temporary internet files are deleted from time
to time. Software should be updated regularly so that it works with maximum
efficiency.

Protecting computer against viruses

A computer virus is a software program that attaches itself to other programs

and alters their behaviour. A virus may or may not be destructive. Some viruses
erase data or corrupt programs on the computer. VIRUS is an acronym for Vital
Information Resource Under Seize.

When a virus enters a computer system, it makes copies of itself and carries out
the harmful tasks that it is programmed for.

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Some viruses get activated at a certain date and time. Viruses also attach to the
files stored on the computer or the storage media and harm these files. A virus
may get attached to e-mail messages and spread from one computer to another.
A computer virus can infect only the software and not the hardware, but
computer may stop working.

A computer can get infected with virus in any of the following ways:

• Infected files

• Infected pen drives

• Infected CD-ROMs/DVD-ROMs

• Through infected file attachment of e-mails.

A computer virus cannot do the following:

• It cannot infect files on CD or DVD, if they are closed for writing.

• It cannot infect computer hardware like, keyboard, mouse, etc.

How do we know that our computer is infected with virus?

Sometimes, computer shows strange behaviour.

Some of the common signs of a virus attack are:

• Computer runs very slow

• There is change in the file size

• Computer often stops responding

• There is an increase in number of files (unusual)

• Unusual error message appears on the screen

• Computer restarts on its own

Scanning and cleaning viruses and removing SPAM files, temporary files
and folders

The following points should be kept in mind to prevent virus infection:

• Install and use anti-virus software.

• Keep anti-virus software updated.
• Scan all the files that you download from the Internet
• Do not open e-mails of an unknown person/sender
• Don’t allow any untrustworthy person to use your system.
• New use unknown pen drive/CD on your computer
• Never click on the windows that pop-up when you are surfing the Internet

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Preparing computer against virus

To prevent our computer from being infected with virus, we should install anti-
virus software, run it periodically and keep it updated so that it can scan and
remove new viruses. Antivirus software is a program designed to detect and
remove malicious programs from the computer.

Some examples of antivirus software are McAfee Virus Scan, Norton Anti-Virus,
Microsoft Security essentials, and Quick Heal.

Scanning and cleaning virus: Let us discuss how to use Quick Heal Total
security to scan the computer system.

1. Click Start ➢ All Programs ➢ Quick Heal Total Security ➢ Quick Heal Total
Security.

Or

Double-click the Quick Heal Antivirus icon on the desktop.

2. The main window of Quick heal Total Security opens up

To perform full system scan:

1. Click Scan ➢ Full System Scan.

2. The scan process will begin

3. On completion of the scan, the scan statistics and reports are provided.

4. Click Close.

Other antiviruses, like, Norton Antivirus, McAfee, etc. have almost the same
method to scan full computer system for viruses and remove them.

Removing Temporary Files: Temporary files are created when you are running
computer programs. Microsoft Windows and Windows programs often create a
.TMP file as a temporary file. Temporary files are also created by web browsers
to store your web browser history.

These temp files take up a large amount of disk space so should be removed to
clear space.

Removing files of Temporary Folder:

The steps to remove files of temporary folder are:

1. Press Windows button + R on the keyboard.

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2. The Run dialog box appears.

3. Type %temp%.

4. The Temp folder opens. Click Ctrl + A to select all the files in the folder. Delete
key.

5. A message box appears. Click Yes to confirm.

6. All the files in the Temp folder will be deleted. Some files which are related to
open files may not get deleted. You can ignore those files and close the pop-up
window.

Firewall

A computer firewall could be a programmable device or a software or a network

security system that monitors and controls incoming and outgoing network
traffic based on user-defined security rules.

Firewalls enhance the security of computers connected to a network, such as

LAN or the Internet. A firewall typically establishes a barrier between a trusted
internal network and untrusted external network, such as the Internet. Firewall
inspects each packet of data whether incoming or outgoing and determines
whether it should be allowed to pass or be blocked. The main purpose of a
firewall is to reduce or eliminate the occurrence of unwanted network
communications while allowing normal traffic.

Cookies

In computing, cookies are small files which are stored on a user’s computer
when you visit a website on the internet. These files are designed to hold data
specific to a particular client and website.

When you visit a website, it sends a cookie to your computer where it is stored
in a file. Only the website that creates a cookie can read it. Other servers cannot
access this information.

EXERCISE
A. Multiple choice questions.
1. What happens if you leave a device plugged in even after it is charged 100%?
(a) It can break. (b) It can stop functioning.
(c) It can over-heat. (d) Data can get corrupt.

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2. How can an anti-virus protect your device?

(a) It can protect it from over-heating.
(b) It can increase its performance.
(c) It can prevent data from getting corrupt.
(d) It can backup data.
3. Which of the following is essential for maintaining keyboard?
(a) Turn the keyboard upside down and shake it to remove foreign material.
(b) Blow dust and other particles with help of a blower.
(c) Use a very dilute combination of soap and water applied with a non-abrasive
cloth to remove stains from the keycaps.
(d) All of these.
4. The cleaning of software installed in the computer cannot be achieved by _____.
a) Disk cleanup b) Backup
c) Cleaning CPU cabinet d) Installing antivirus software
5. Which option is not required to keep a device cool?

(a) Keep the device unplugged when in use.

(b) Do not cover a laptop with a blanket.

(c) Make sure computer’s CPU fan is working.

(d) Avoid leaving the device in the sun.

6. What should you do to ensure secure online transactions?

(a) Lock your computer
(b) Give credit card or bank details only on safe websites
(c) Use anti-virus
(d) Do not use pirated software
7. Which of the following trap small children into inappropriate relations?

(a) Online predators (b) Worms

(c) Trojan Horse (d) Anti-Virus

8. What should a strong password consist of?

(a) Only letters

(b) Numbers and special characters

(c) Name of a person

(d) Letters, numbers and special characters

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9. ______ that replicate themselves and spread to all files, once they attack a
computer it is very difficult to remove them.
a. Worms b. Anti-Virus c. Theft d. Trojan Horse
10. To remove the files of temporary folder, we type _____________ in Run dialog box
after pressing “Windows button + R” on the keyboard.
a. #temp# b. %temp% c. $temp% d. &temp&

KEY: 1.c 2.c 3.d 4.c 5.a

6.b 7.a 8.d 9.a 10.b

B. Subjective questions.

1. Explain how to clean a computer on a daily basis?

Ans: We need to prepare a plan /schedule for maintenance to keep the computer
running in perfect condition for a long time.
Regular maintenance of the system includes:
 Clean up your e-mail inbox
 Download e-mail attachments and save in proper folder
 Keep the components of the computer, like keyboard, mouse, monitor, etc.
clean.
 Take regular backup of the data
 Do not overcharge the batteries
 Do not block the vents
 Always shut down the computer properly
 Regular scans should be done to check for viruses, malware, etc.,
2. What do you mean by ‘Backup’ data?
Ans: Back up data means to save the information present on your computer on
another device, such as CD/DVD /Pen drive/ External Hard disk drives. Data
can recovered from here in case the computer stops working completely.
3. How can you Increasing Computer Performance?
Ans: 1) Uninstall unnecessary software
2) Limit the programs at startup
3) Add more RAM to your PC
4) Check for spyware and viruses
5) Use Disk Cleanup and defragmentation
6) Consider a startup SSD

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4. What are the General precautions to be taken while cleaning the computer
components?
Ans: Always Power Off the computer system before cleaning.
 Never spray cleaning fluid directly on the component of the computer. First
spray the liquid on the cloth and then wipe the component.
 Do not allow the cleaning liquid to drip near the circuit board.
 Preferably use anti-static wrist band which helps to prevent building up of
static electricity near electronic device.
5. What is the possible cause of slowing down of computer?
Ans: A large number of files are stored on the computer. These files can be
disorganized and fragmented and may result in slowing down of the computer.
6. Mention few ways in which a computer gets infected with virus.
Ans: A computer can get infected with virus in any of the following ways:
 Infected files
 Infected pen drives
 Infected CD-ROMs/DVD-ROMs
 Through infected file attachment of e-mails
7. What are the common signs of a virus attack?

Ans: When a virus enters a computer system,

 Computer runs very slow

 There is change in the file size

 Computer often stops responding

 There is an increase in number of files (unusual)

 Unusual error message appears on the screen

 Computer restarts on its own

8. Explain various ways you can use to protect your data.

Ans: (a) Use passwords to login to your computer: Use passwords that are difficult
to guess. Passwords are difficult to hack if they are a mix of small (For example
‘a b c d’) and capital letters (For example, ‘H J E R’), numbers (For example ‘8 7
6 5’) and special characters (For example, ’% ^ # $’). This would prevent
unauthorized people from using your computer.

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(b) Install Anti-virus and Firewall: Anti-viruses and Firewall monitor the data
coming in and out of a computer and prevent and viruses from entering. Anti-
viruses can also detect and clean viruses that may have entered a computer.

(c) Encrypt Data: This is usually done by banks and companies in which
important customer information is stored. They can encrypt their entire hard
disk using encrypting feature in Windows (Bitlocker). This would force users to
use a decryption password (or key) before starting the computer thus preventing
unauthorized usage.

(d) Secure sites: Give details of your credit card or bank account only on secure
sites. See in the address bar of the browser. If the site address starts with
https://and a lock symbol, then it is safe to give your credit card and bank
details.
9. What is the use of antivirus software? Name any two commonly used anti-virus
software.

Ans: Antivirus software is a program designed to detect and remove malicious

programs from the computer. Examples of antivirus software are McAfee,
Norton Anti-Virus and Quick Heal.

10. How are temporary files created in computer?

Ans: Temporary files are created when you are running computer programs.
Microsoft Windows and Windows programs often create a .TMP file as a
temporary file. Temporary files are also created by web browsers to store your
web browser history.

11. What do you mean by Software Piracy?

Ans: This is stealing of software and includes using or distributing unlicensed and
unauthorized copies of a computer program or software.

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UNIT_4. ENTREPRENEURIAL SKILLS

INTRODUCTION

The process of creating business enterprises is called entrepreneurship

(Charantimath, 2016). It is the act of establishing and managing a new
enterprise while undertaking various risks and rewards associated with it
(Khanka, 2012). It involves the way in which an entrepreneur thinks and acts.
One of the main aspects of entrepreneurship is to master the art of planning
the business (Desai, 2016).

1. ENTREPRENEURSHIP AND SOCIETY

The concept of entrepreneurship has a fairly wide meaning; it is simply

described as starting a business using the resources available to a person.

The beauty of entrepreneurship in a society is that as businesses prosper the

impact the businesses create also increases. It is due to entrepreneurial
activity that the society is provided with goods and services. In turn, society
provides market for products and services provided by the entrepreneur.

Entrepreneurship has some positive impact on society such as:

 Accentuates economic Growth

 Fosters Creativity
 Stimulates Innovation and Efficiency
 Creates Jobs and Employment Opportunities
 Solves the problems of the society
 Encourages welfare of the society

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Society plays a role in boosting entrepreneurship by:

 Creates needs and demands
 Provides raw materials
 Enables financial support
 Creates a need for education
 Catalyzes policy formation and reform
 Facilitates networking
 Supports infrastructure development
However, entrepreneurship also creates some adverse impact on society
sometimes. This happens in the form of environmental degradation, trade
imbalance, labor exploitation etc.

Some common entrepreneurship include:

Social entrepreneurship: It is, at its most basic level, doing business for a
social cause. It might also be referred to as altruistic entrepreneurship. Social
entrepreneurs combine commerce and social issues in a way that improves the
lives of people connected to the cause.

Agricultural Entrepreneurship: Agricultural Entrepreneurship can be defined

as being primarily related to the marketing and production of inputs and
products used in agricultural activities.

Women Entrepreneurship: Women entrepreneurship is referred to the

entrepreneurial activity led by women, where women undertake risks, create
enterprises, organize factors of production, innovate with products/services and
generate employment opportunities. Government of India has defined women
entrepreneurship as “an enterprise owned and controlled by a woman having a
minimum financial interest of 51 percent of the capital and giving at least 51
per cent of the employment generated in the enterprise to women.”

Small Scale Entrepreneurship: Small scale entrepreneurship refers to starting

industries in which manufacturing, trading, providing services, productions are
done on a small scale or micro scale. These businesses serve as the backbone of
many developing countries.

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Activity
Read the story given below:

Shahnaz Hussain got married as a teenager and became a mother at 16 years of

age. However, Shahnaz was an ambitious woman and wanted to achieve
something in her professional career. In her struggle and fight against all odds,
Shahnaz eventually succeeded in becoming a brand herself.

Famously known as the “Queen of Herbal Beauty Care”, Shahnaz was also
awarded the Padma Shri in 2006. Shahnaz Hussain is hailed as one of the most
prominent women entrepreneurs in India. Her brand and its products are
prevalent in over 138 countries, with more than 600 associated clinics and
franchises around the world.

The journey of building a successful brand was not easy for Shahnaz, but
challenges could never overcome her aspirations. She had to meet all the
societal and household expectations as a wife, mother and daughter-in-law, but
continued to work towards building her career in the beauty and wellness
industry. She studied a course, specializing in trichology and cosmetology. At
27 years of age, she moved to Tehran and worked really hard to get the job of a
beauty editor in Iran Tribune. As Shahnaz likes to go beyond her comfort zone,
she wrote articles of approximately10,000 words per week, when the
expectation from her job role was of 500 words per week.

During her studies in cosmetology, Shahnaz figured out that many different
synthetics that are harmful for the skin were still being used in popular beauty
products. This gave her the idea to start making herbal products using organic
compositions.

Using her savings from what she got from her father, Shahnaz made a small
investment of INR37,000 and started her first salon. In 1977, her first salon was
setup in the veranda of her house in New Delhi. Fortunately, she had some
technological innovations of international standards and was able to create a
USP from day one. Shahnaz began her brand, Shahnaz Herbals Inc. by
introducing different formalized Ayurveda and Natural products and tapped into
the concept of “care and cure”.

Based on the short story of Shahnaz Hussain, identify certain societal

challenges faced by her as a woman entrepreneur. Do you think there are
some challenges which are unique to a woman entrepreneur’s journey to
success? Elaborate.

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2. QUALITIES OF AN ENTREPRENEUR

Hard work: Without working hard, no entrepreneur can be successful. On an

average, successful entrepreneurs are found to be working anywhere between
60 to 90 hours per week, which is much higher than 40 hours per week.
Entrepreneurs use a lot of trial and error and keep putting in work till they
succeed.

Optimism: Positivity and belief in what they do is what takes entrepreneurs far
in their journey. Entrepreneurs should get think negatively or be afraid of
adverse situations. For an entrepreneur, part of being optimistic is about
learning from mistakes and failures and finding alternative ways to do things.

Independence: Entrepreneurs are confident and like the freedom to take

decisions. They prefer to be their own master and not work under someone else.
Entrepreneurs like the independence to drive a business on their own.

Self-confident: Belief in one’s own vision and abilities and passion for the goal
makes successful entrepreneurs confident. Entrepreneurs are able to transfer
this passion and vision to investors, employees, customers etc. to sell their idea
to every stakeholder.

Energetic: Drive and energy is always high in successful entrepreneurs which

makes them extremely proactive. They are continuously taking actions to try
multiple approaches and execute things.

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Perseverant: A way of thinking that helps to accept failure, learn from

mistakes, not give up, continuously experiment etc. is crucial for an
entrepreneur. Hence, entrepreneurs need to be perseverant in their pursuit.

3. FUNCTIONS OF AN ENTREPRENEUR

ENTREPRENEURIAL FUNCTIONS
Organization Building and Management:
Organization building is about bringing together different factors of production
and allocating these resources to bring down costs and losses. An entrepreneur
builds the organization by taking various steps such as hiring employees,
organizing the factors of production, sourcing finance etc.

Risk taking
Risk taking is about taking responsibility and planning for a loss or mishap that
may occur in the future due to unforeseen contingencies. Some common risks
entrepreneurs take are around return on investment, hiring of new employees,
working with vendors etc.
Innovation
Entrepreneurs innovate by introducing new concepts, products, services,
designs, ideas etc. In today’s world, a new business cannot survive and sustain
without innovating in some manner. An entrepreneur foresees a potentially
profitable opportunity and innovates in the effort to exploit it.
PROMOTIONAL FUNCTIONS

Idea Discovery: The first step towards entrepreneurship is discovery of a

business idea. An entrepreneur comes up with a business idea and thinks
about ways to implement it.
It is about seeking opportunities for a specific type of business and finding ways
to commercialize on it.
Detailed Investigation
While coming up with ideas can seem like an easy process, the challenge is to
understand if the idea has the potential to turn into a viable business venture.
For this, an entrepreneur conducts research, investigates and evaluates an idea
considering various factors and estimates the total demand for a new product or
service.
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Assembling the Requirements:

Some basic business requirements include infrastructure or office space,
human resources, key vendors or partners, working capital etc. In a
manufacturing or product-based business, some requirements are selecting the
factory site, sourcing plant and machinery, hiring staff, finding the right
suppliers etc. No matter what is the type of the business, an entrepreneur has
to work towards assembling and organizing all the requirements once he/she is
sure about the practicality and profitability of the proposition. Once this
function is performed, the project is set to start smoothly.
Financing:
Raising capital for a business is one of the core functions that entrepreneurs.
First, the requirements of finances are estimated. Next, the sources from which
capital will come are determined.
This includes calculating the long-term and short-term financial requirements
and considering the debt equity ratio.

MANAGERIAL FUNCTIONS
Planning:
An entrepreneur documents a business idea in the form of a business plan, to
detail each element of the business such as product or service description,
operations, marketing, finance, accounting, growth plan etc. A business plan
serves as a guide to determine the business objectives and the course of action.
It helps to detail the “what, when, how and who” of doing every specific task.
Organizing
It is about arranging, directing, guiding, coordinating and controlling the key
business activities
Directing
Directing is about initiating planned action and ensuring that each employee is
performing effectively.
Staffing:
Staffing refers to different sub-processes around human resource management,
such as manpower planning, recruitment, selection, placement, training,
transfer, salary, promotion, payroll, appraisal etc.

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Leadership:
Leadership is more of a skill than a function for an entrepreneur as he or she
has to lead, guide and supervise people who work for the business.
As a leader, an entrepreneur guides, directs, and influences the work of others
to attain specific goals.

Communication:
Communication enables exchange of feelings, ideas, emotions, information and
knowledge between two or more persons.
An entrepreneur has to communicate every single day, in the form of writing,
responding, drafting emails, verbal instruction, discussion etc.

FACT: On an average, entrepreneurs spend 75% - 90% of their work time communicating with
others.
Supervision: Supervision is a key skill as even over seeing that things are being
executed well is important.
For example, some tasks entrepreneurs supervise are tracking utilization of
resources, correcting subordinates where they go wrong, getting the required
work done as directed, ensuring all functions of the business are running
smoothly etc.
Motivation: Along with guiding employees, an entrepreneur also plays a role of
motivating them and encouraging positive behaviour and culture within the
organization. Motivating employees is about creating an urge in them to exhibit
a desired behaviour and positive attitude towards work. Employees with high
motivation automatically do other things along with it to perform successfully,
such as being productive, flexible, competitive, comprehensive, efficient etc.
Co-ordination: Co-ordination between different departments of the business
helps to ensure that work happens in a timely manner. Activities of all
employees must be channelized towards goal achievement. An entrepreneur has
to set certain targets, measures, goals etc. with different departments to ensure
all are coordinating and working effectively internally as well.
Controlling: Sometimes controlling is necessary for the entrepreneur to set
company rules and policies. Controlling function helps the entrepreneur to set
performance standards, measure and compare productivity and performance,
identify variations, take corrective action etc.

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Negotiation: An entrepreneur negotiates terms and conditions for many parts

of the business such as payment terms and timelines, salaries of employees,
vendor quotations etc.

COMMERCIAL FUNCTIONS
Production and Operations: Depending on whether it is a service business or
product business, an entrepreneur has to perform the function of managing
production or operations. For a manufacturing business, production related
activities include sourcing of raw materials, checking functioning of machinery,
utilizing maximum capacity, meeting order requirements etc.

Finance and Accounting: While finance is more focused on raising funds and
managing them, accounting helps to record and analyze the financial position of
the business. Thus, an entrepreneur has to prepare and analyze cash flow
statements, income sheet, balance sheet etc.

Marketing: Marketing is about moving the product or service from producer

into the hands of the end customer or user. It involves promotion, advertising,
distribution, customer service etc. An entrepreneur has to perform this function
to make people aware about the offerings of the business and makes sales.

Human Resource Management: Human Resource Management (HRM) refers to

recruitment, employment, selection, training, development and compensation of
the employees with an organization. An entrepreneur performs this function as
no business can function without people.
Read the task given below and write the function performed by the
entrepreneur, Vishal Shekhar Sharma, the founder of the payments and e-
commerce platform, Paytm. You may write more than one function for a given
task.
i. Vijay did not know what his business idea was exactly. So, he thought of
choosing three basics of internet services and experiment with them – content,
advertising and commerce. After testing all three services in some form, he
innovated by proposing the payments platform of Paytm to investors.
______________________________________________________________________________
______________________________________________________________________________
ii. Vijay considered part success of Paytm payment platform to its customer
promotion and retention. Even before the roll-out of e- wallet services, Vijay had
conceptualized away to make people aware of the service. A strong 24x7
customer care service helped to establish trust among customers.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________.
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4. ROLE OF ENTREPRENEURS

Innovator’s Role: Entrepreneurs innovate by bringing unique and new

products and services into the
market. In many cases, these are
improved versions of existing
products or services available.
Innovation fuels economic growth
and helps to boost global presence of
products and services.

Agent’s role: Entrepreneurs act as

‘Agents of Change’ as they identify
opportunities, solve problems, offer
effective solutions, establish
enterprises, set up industries and bring positive change for the economy.
Coordinating role: An entrepreneur coordinates many things such as factors of
production, delegated tasks, smooth functioning across different business
departments, timely delivery of inputs and outputs etc. However, by combining
resources in an optimal and best possible manner, an entrepreneur even makes
use of under-utilized resources in an economy.

Risk assumption role: Entrepreneurs are not risk aversive and they realize
that taking risks is a part of business. The fruit of bearing risks can be profit,
which leads to wealth generation for overall economy.
Capital formation role: Mobilization of idle savings takes place when money is
invested in a business. This mobilisation of capital leads to development of
assets, trade activities, increase in capital availability and economic
development.
Employment Generation role: Businesses cannot function without employing
people. Skilled professionals, unskilled labour and managerial staff are all
required by businesses. Hence, entrepreneurship solves the problem of
unemployment, which is a major problem in economic development.

Balancing role: Entrepreneurship is encouraged with small and micro

enterprises and small-scale industries as well. This encourages regional
development and removes development imbalances in the economy.

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Status transformation role: Since more and more people are employed by
entrepreneurs, overall income and standard of living of the society increases.
This encourages equitable distribution of wealth and reduces income disparity
in the economy.

5. IMPORTANCE OF ENTREPRENEURS

Free market evolution: In a free market, entrepreneurs are able to respond to

changing customer preferences, prices, shifts in demand etc. Entrepreneurs
bring change in technology, trends and markets. For example, with increase in
digital services, entrepreneurs have created companies that offer many home
delivery services such as groceries, restaurant food, clothes, accessories etc.

Efficiency improvements: Entrepreneurs tend to adapt in an established

business and increase their own efficiency. They innovate with current systems
and introduce new technologies which can significantly create advancement in
an industry. Hence, during any major changes in the economy, entrepreneurs
adapt and do not have to go out of business.

New markets: Entrepreneurs can often ‘redefine the rules’ of an established

industry. They do this by creating new markets for existing products and
slightly innovating in small ways to suit the needs of a new target market.

New values: Sometimes, entrepreneurs choose ethics over profit and offer a
more ethical product to the world and are transparent about it. For example,
Jaipur Rugs has multiple artisans who work towards making rugs that are sold
around the world. However, Jaipur rugs is very transparent about their artisan
community and they ensure that artisans are given a fair share of profit.

Learn: Find who the person is in the above picture.

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6. MYTHS OF ENTREPRENEURSHIP

There are many myths about characteristics and traits of entrepreneurs. With
the set of activities, they perform; entrepreneurs start to be described in a
certain way.

It might not apply when a person starts from scratch to move towards
entrepreneurship. It might not apply universally to all entrepreneurs. Let us
look at some of these myths in detail.

Entrepreneurs are born a certain way:

It is an assumption that entrepreneurial qualities are in born and that only

people with certain natural talents can become entrepreneurs.

This is a myth and research had established that almost any one can be an
entrepreneur with the right skills, drive and passion. Entrepreneurship is a
learned skill, not a natural-born ability.

Great ideas are what makes entrepreneurs:

In actuality, there is no real or commercial value of just an idea. People who are
able to execute the idea and turn it into a business are referred to as
entrepreneurial. Entrepreneurs do not necessarily reinvent the wheel. Many
times, they take existing ideas to make a business out of it.

Entrepreneurs have to take a lot of risk:

While entrepreneurs definitely have to bear some risks, they do not necessarily
put themselves in high-risk situations. Entrepreneurs take calculated risks and
weigh risk versus reward.

Businesses either skyrocket or fail:

Although select few start-ups skyrocket and receive all the media attention, it is
easy to adopt an all-or-nothing outlook on entrepreneurship. While many
ventures make it big and many fail, a lot of businesses are run with patience
and strategy with a focus on self-sustenance and gradual growth.

A lot of money is required to start any business:

While certain amount of capital is required for take a business off the ground, it
varies depending on the business. The key in entrepreneurship is to start with
resources available and grow slowly and steadily. It is not necessary that one
should fear or deter from entrepreneurship due to lack of financial resources.
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One must know everything before starting a business:

Entrepreneurs continuously thrive to be in a constant state of learning. Being

new and even some what naïve can be an asset in today’s rapidly changing
world, because succeeding at entrepreneurship requires energy, innovation and
the ability to push yourself outside your comfort zone. What actually counts is
not what you know, but how fast you can learn.

Activity1

In the following exercise, mention if the following statement are ‘True’ or

‘False’ for myths of Entrepreneurship.

1. Entrepreneurs who do not have an innovative idea cannot succeed_________.

2. Entrepreneurs exhibit high risk-taking ability, but they take calculative risks

3. Success in entrepreneurship is mainly about keeping a business sustainable

and a float________.

4. Nothing matters more than the business idea_____________.

5. One can acquire and develop entrepreneurial skills _________.

6. Entrepreneurship is a process of constant learning ______________.

Activity 2

It is a myth that a lot of money is required to start any venture or

entrepreneurial project. Let us do an exercise to break this myth. Imagine you
have Rs. 500 and your goal is to make as much profit as possible from it. You
can double it to earn Rs. 1000. You can earn more than 1000 or you can even
earn in lakhs. How would you do it? Write your ideas below:

_____________________________________________________________________________

____________________________________________________________________________

_____________________________________________________________________________

Activity 3

Find an idea over an existing business idea to make more profit.

Note: Break the myth of reinvent

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7. ENTREPRENEURSHIP AS A CAREER

Why Entrepreneurship for you?

Nurtures development of entrepreneurial skills and capabilities:

Entrepreneurship cultivates unique skills and encourages outside the box

thinking. It instills confidence, creates opportunity, offers solutions and
stimulates the economy. Entrepreneurship education provides with the skills
and knowledge to come up with business ideas and develop ventures. It is
broadly about learning to practice core business areas such as marketing,
sales, finance, accounting, management etc. and developing skills such as
effective communication, creative problem solving, adaptability etc.

Enables application of an entrepreneurial mindset: Entrepreneurial mind set

and skills are not necessarily only relevant to becoming an entrepreneur, but
also in any field. Even the top employability skills of today are basically
entrepreneurial skills. In fact, having an entrepreneurial mindset and wide
range of business-relevant skills acquired through studying entrepreneurship
would make one an ideal candidate in most fields.

Develops the ability to handle failure and ambiguity: In the Indian culture,
since childhood failure is looked upon as something intolerably bad. However, a
critical part of learning in the entrepreneurial process is to learn from failure.
Hence, going through this process helps to learn from mistakes, take failure
positively and stay motivated to work towards achieving the goal. Similarly, just
like life is uncertain, business is full of ambiguity. While actually finding
solutions to deal with ambiguity, one develops certain traits such as risk
management, perseverance and persistence.

Enhances critical thinking and problem-solving ability: The ability to think

critically and solve problems is essential to succeed in the world of business.
The focus of learning is not on these aspects during our school years. Learning
entrepreneurship exposes one to numerous opportunities that force one to think
critically, analyze all alternatives and consider possible solutions.

Provides early exposure to the real world: Ultimately, working professionally

in the real world requires one to collaborate, think creatively and demonstrate
proficiency. In most cases, real life exposure during educational years remains

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limited. Entrepreneurship practice at an early stage in one’s career encourages

activities such as going out and interacting with customers, creating tangible
concepts and ideas, preparing detailed documents, working with investors etc.,
which gives great exposure and knowledge about the trends and needs of the
real world.

Inspires to think about one’s career differently: Many students do not even
consider that they can try to work on business ideas, take up entrepreneurial
projects, take the initiative to impact society etc. Thus, they tend to develop a
certain trail of thought about their career – from graduating high school to
college to looking for a job. If entrepreneurship exposure is given at the first
point when one starts thinking towards building a career, it can help them to
think of different career options and exploring what they are actually passionate
about.

Leads to creating difference in society: Entrepreneurs not only economically

impact society but they also work on identifying the real needs and problems of
people and solving them. Learning entrepreneurship encourages one to find
problems that need to be solved, invent a solution for them, and ultimately,
make the world a better place.

Activity 1

Entrepreneurship learning and practice might not necessarily lead to being

successful as an entrepreneur, but surely helps in all aspects of life. Given this,
write a short essay on “Imagining myself as an entrepreneur”. In the essay, you
can write about your idea, motivations, challenges, fears etc.

______________________________________________________________________________
______________________________________________________________________________.

Activity 2

Most career fields have the option of having one’s own venture or business. For
example, a lawyer may start his or her own law firm, a finance consultant may
start his or her own consultancy firm, an artist might start his or her own art
gallery. In the space given below, write your interests, next mention the jobs
available around these interests and then mention a business you can start
around it.

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For example:

Interest: Playing Basketball

Job: NBA Basketball player, Basketball coach

Business: Academy for Learning Basket ball, Online Mock Basketball

competition

My Interests

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Jobs related to my interests:

______________________________________________________________________________
______________________________________________________________________________

Businesses I can start around my interests:

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Skill-Based Activities

I. Career as an entrepreneur:

Write a note on entrepreneurship as career option.

* Enlist your strengths and weaknesses and compare them with entrepreneurial
qualities.

* In groups, discuss about the qualities you have or you want to develop to
become a successful entrepreneur. Focus on ways to develop these qualities in
your daily lives.

II. Business Processes and Planning:

Collect success stories of first generation and local entrepreneurs. Collect

information and related data for a business. Make a plan in team for setting up
a business.

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EXERCISE

A. Multiple Choice Questions.

1. ______________ is the type of self-employment where one is running a business

to satisfy the needs of people and looking for ways to make the business better.
a) Entrepreneurship b) Entrepreneur
c) Business Idea d) Entrepreneurist
2. Which of the following are the qualities of successful entrepreneurs?
a) They are confident.
b) They take responsibility for their actions.
c) They work hard d) All of these
3. ___________ are people who work for a person or an organization and get paid for
that work.
a) Self employed b) Wage employed
c) Both of the above d) None of the above
4. Ramya and Ramu both own plant shops. Ramu sits at his shop every day.
When customers come, he sells to them. Ramya walks around and gets
customers to her shop. She also sells seeds and flowers. Who is Entrepreneur
out of Ramya and Ramu.
a) Ramya b) Ramu
c) Both of the above d) None of the above
5. Qualities of successful entrepreneurs are.
a) They keep trying new ideas. b) They are confident.
c) They are creative d) All of these
6. The money used to start a business is called _______________
a) Capital b) Business Money
c) Start ups d None of the above
7. Which of the following are misconceptions about Entrepreneur?
a) Entrepreneurs are born, not made.
b) A person having a big business is an entrepreneur.
c) A person needs a lot of money to start a business.
d) All of these
8. A doctor who works for a hospital is a _______________ person.
a. Wage employed b. Self employed
c. Both of the above d. None of the above

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9. Which of the following are commercial functions of Entrepreneur?

a) Innovation b) Finance and Accounting
c) Leadership d) All of these
10. Susheela decides to sell her company tiers in Sri Lanka. It does not sell and she
has a loss. She apologizes to the people who work for her. She says she will plan
better next time. She ___________________________.
a) takes responsibility for your mistakes
b) thinks before making a decision
c) does not give up d) is creative
11. Which of the following is an advantage of entrepreneurship as a career?
a) Risk b) Hard work c) Independence d) None of these
12. Which of the following is a disadvantage of entrepreneurship as a career?
a) Uncertainty b) Independency
c) Ambition fulfilment d) None of the above
13. Innovation of an entrepreneur includes_____________.
a) division of work b) opening new markets
c) introducing new products d) Both (b) and (c)

KEY:

1.a 2.d 3.b 4.a 5.d 6.a 7.d

8.a 9.b 10.a 11.c 12.a 13.d

B. Subjective questions.

1. List the ways in which an entrepreneur affects a society.

Ans. The ways in which an entrepreneur affects a society are:

Fulfil Customer Needs
Use Local Materials
Help Society
Create Jobs
Sharing of Wealth
Lower Price of Products

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2. What do you think are the important functions of an entrepreneur?

Ans. The functions of an entrepreneur are:
Making Decisions
Managing the Business
Divide Income
Taking Risk
Create a new Method, Idea or Product
3. What is the contribution of the entrepreneurs in the execution of government
policies?
Ans. The entrepreneurs provide an important contribution in implementing
government policies and achieving the national goals. They cooperate with the
government for implementations of development plans of the country.
4. What do you mean by the term entrepreneurial skills?
Ans. Entrepreneurial skills are the basic skills that help an entrepreneur to start,
develop, finance and successfully run a business. Every entrepreneur who is
starting a business must have a complete knowledge of the various aspects of
his/her business, not only for the success of his venture; but also for its growth
and expansion.
5. Explain the quality of an entrepreneur as a passionate person?
Ans. Successful entrepreneurs are passionate about making their business succeed.
They genuinely love their work and are willing to put in extra hours to make
their business succeed. Success gives them a joy that goes beyond more.

6. Explain the role and significance of an entrepreneur as an enterprising man and

a visionary leader?
Ans. Enterprising Man
A business does not get started by itself. It is the entrepreneur who takes the
risks and is willing to face devastating failure. He braves uncertainty, strikes
out on his own and through native wit, devotion to duty and singleness of
purpose, somehow creates business and industrial activity where none existed
before. His values and activities have become integral to corporate culture.
Visionary Leader
An entrepreneur has a good vision and sense of mission. He instills inspiration.
He is able to recognize potentially profitable opportunities and to conceptualize
the venture strategy. He is the key force in successfully moving the idea from
the laboratory to the market place. He has the sense of accomplishment

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7. What are the myths of entrepreneurship?

Ans. The myths of entrepreneurship are as follows;
 It is Easy to Start a Business
 Lot of Money is needed to Startup
 A Startup cannot Borrow from the Banks
 Businesses either Flourish or Fail
 A Good Idea is the only Requirement for a Successful Enterprise
8. Explain the creative and determined nature of an entrepreneur?
Ans.
 Creativity
 Determination
 Decision-maker
9. What are the functions of an entrepreneur?
Ans.
The functions of an entrepreneur are as follows:
 New Inventions
 Establishing Relations with Government
To establish relations with government and its functionaries. In this regards his
functions are
(a) obtaining licenses,
(b) payment of taxes,
(c) selling the product to government,
(d) Provision for export-import etc.
 Size and Scale of Business Unit
 Organisation and Management
 Factors of Production
10. What is a business plan?
Ans. An entrepreneur conducts studies to assess the feasibility of the market as
regards the proposed products or services. He makes an assessment of the
resources required to run the enterprise and the problems that may possibly be
faced. Such a blue print of an enterprise is termed as a business plan or a
project report.
11. What is entrepreneurship development?
Ans. Entrepreneurship development is the process of improving the knowledge and
skills of the entrepreneurs. In other words, it can be said that entrepreneurship
development is the process of enhancing an entrepreneur’s ability to develop,
manage and organize a business venture, while keeping in mind the risks
associated with it.
12. Explain the role and significance of entrepreneurs.
Ans. The role and significance of entrepreneurs are discussed below:
 Organiser of Society’s Productive Resources.
 Helpful in Capital Formation.
 Increase in Employment Opportunities.

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UNIT 5. GREEN SKILLS

The purpose of this chapter is to provide a tool for Adult and Community
Groups to understand the Sustainable Development Goals (SDGs) and to take
meaningful action on those Goals. It aims to support adult and community
educators in integrating the SDGs into their work using the principles and
methodologies embraced by SDG.

Knowledge  Sustainable Development Goals

 Local Action can have Global Impacts
 Critical Thinking
Skills  Communication Skills
 Seeing Other Perspectives
 Empathy and Solidarity
Values  Need to balance Economic,
Environmental and Social
 Commitment to Social Justice

INTRODUCTION

The environment around us affects all aspects of our life and all our day-to-day
activities also affect the environment.
Those who live in cities get their food
supply from surrounding villages and in
turn, are dependent on forests,
grasslands, rivers, seashores, for
resources, such as water, fuel wood,
fodder, etc. We use natural resources for
food. Everything around us forms our
environment and our lives depend on the natural world around us.

In pursuit to fulfil our unending wants we started exploiting the nature that has
resulted in what we see today, the scarcity. There is scarcity of clean water to
drink, scarcity of pure air to breathe, scarcity of unadulterated food, rising issue
of global warming, depletion of ozone layer, the list is long and unending.
Everyone in the world today is talking about the measures to curb these rising

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problems. There are World Summits being organised to find a solution to these
global problems. And the solution to these problems is only one – sustainability.

1. SUSTAINABLE DEVELOPMENT

What is Sustainable Development?

Sustainable development is the development that satisfies the needs of the

present without compromising the capacity of future generations, guaranteeing
the balance between economic growth, care for the environment and social well-
being. In the name of economic development, the price of environmental damage
is paid in the form of land degradation, soil erosion, air & water pollution,
deforestation, etc. This damage may surpass the advantages of having more
quality output of goods and service.

As per Collins
English Dictionary, ‘the ability to be
maintained at a steady level’ is
Sustainability. Our Indian tradition has
long ago relied and survived on the
concept of Sustainability. Sustainability
focuses on how human beings can live
in peace and harmony with nature
without creating ecological disturbance.
The aim is that we visualize the long term impact of our actions on environment
and take corrosive measures to maintain balance between our demands and the
supply of natural resources. The concept of sustainable development formed the
basis of the United Nations Conference on Environment and Development held
in Rio de Janeiro in 1992. The summit marked the first international attempt to
draw up action plans and Strategies for moving towards a more sustainable
pattern of development.

Sustainable development focuses on long term, integrated approach to develop

a healthy, social and economically viable society. The aim is to inculcate the
value of self-resistance amongst the people to save natural resources for
everyone to utilize judiciously and still ensuring its availability for future
generations.

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To start with, we first need to understand that every small step taken by us to
create clean and green environment will contribute in Sustainable Society.

I think it’s safe to say that we’ve all heard about the 4 R’s and 1U of
Sustainability;

REFUSE, REDUCE, REUSE, RECYCLE & UPCYCLE. But do you know why
they are in that order and what each one entails? In order to fully understand
their meanings of we need to talk about the impact solid waste has on the earth
annually.

For example, did you know that each year,

Americans throw away 50 billion food and
drink cans, 27 billion glass bottles and jars,
and 65 million plastic and metal jars. So how
can we cut back on these numbers?

That’s where the 4 R’s and 1U come in to

play.

To create a sustainable environment, we must first REFUSE to use products

that may harm the environment.

REDUCE is the next step, that is minimizing the use of the products that may
cause harm to environment.

We must REUSE these products as far as possible, in order to reduce the waste
generation.

Next comes RECYCLE. After reusing the product, we must try to recycle it as
far as possible. When we recycle any product, the quality is usually affected and
the new product is not of the same quality as the original product.

In these modern times, another smart way has seen its emergence, this is the U
in sustainability – UPCYCLING. This allows the scope of human skills to get
their due. Any product that is not usable can be up cycled with creativity and
innovation. UPCYCLING of products could be done manually as well as with
help of machines, giving a new look to the old product and making it look
desirable.

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By following the 4 R’s and 1 U, we all can contribute in reducing waste

generation thereby protecting the resources and keeping the environment safe.

Activity

List 3 tasks for each of the below and share it with the class

stop for a sustainable environment

start for a sustainable environment

continue for a sustainable environment

2. IMPORTANCE OF SUSTAINABLE DEVELOPMENT

The Three Pillars of Sustainability

In 2005, the World Summit on Social Development identified three core areas
that contribute to the philosophy and social science of sustainable development.
Economic Development, Social Development and Environmental
Protection. These “pillars” in many national standards and certification
schemes, form the backbone of tackling the core
areas that the world now faces.

Economic development is using up resources of

the world so quickly that our future
generations, the young people of the world,
would have serious environmental problems,
much worse than those that we are facing at
present.

With increasing population and income, the

consumption of goods is increasing day by day.
This has led to increase in production and utilisation of natural resources,
which are required for producing goods. Society must thus change its
development strategy to a new form where development will not destroy the
environment. This form of sustainable development can only be brought about if
each individual practices a sustainable lifestyle. Since most of the natural
resources are scarce, therefore, careful utilisation of resource is necessary.

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For example, sustainable agriculture consists of environment friendly methods

of farming that allow the production of agricultural crops or livestock without
damage to human or natural systems. It also involves preventing the use of
chemicals so as to avoid adverse effects to soil, water and biodiversity.

Though the concept of Sustainability and Sustainable Development is slowly

but widely attracting everyone’s attention, including the United Nations, but
still there are many questions unanswered.

In the 21st Century the importance of adopting sustainable techniques for

sustainable development is of grave importance.

• Judicious use of resources is of prime importance since the exploitation of

resources is causing its depletion. We need to curb our usage to ensure that
resources like air, water, forests are available to future generation. This would
also mean that the resources are in their pure form.

• Not only for the next generation but also for the existing generation, the quality
of basic resources is deteriorating leading to major health concerns such as
Cancer, Bronchitis etc. Ensuring sustainability will help curb these problems.

• Rising demands is leading to economic disparity. The rich is becoming richer

while the poor is becoming poorer. The uneven distribution of available
resources across different economic fronts is leading to discrimination, giving
rise to crime and creating social imbalance. To ensure proper balance
Sustainability is important.

• We are using a lot of wood from trees for construction of homes and furniture.
As more and more trees are being cut, it is affecting the climate of the place.
Extreme weather conditions, such as floods, extreme cold or heat, Emission of
Green House gases are alarming. If everyone draws a line for themselves, we will
be able to combat these issues with the help of Sustainable Development.

• Adoption of Sustainable Development in our daily life and at our work place will
also promote economic growth.

Young entrepreneurs with minimum investment can produce better output.

Introduction of Solar Power Plants, Waste Water Treatment Plants, and Electric
Vehicles etc. will not only help in protecting Environment but shall also
contribute in saving money and resources. The economy that reduces
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environmental risks and strikes ecological balance is termed as Green

Economy.

Sustainable Development Example

 Wind Energy
 Solar Energy
 Crop Rotation
 Sustainable Construction
 Efficient Water Fixtures
 Green Space
 Sustainable Forestry

What is Environmental Crisis?

 Environmental crisis refers to a situation when an environment fails to perform

its vital function of life sustenance.
 The environment is suitable as soon as

1. Resource extraction remains below the rate of resource generation.

2. Generation of waste remains within the absorption capacity of the environment.

Problems Related to Sustainable Development:

Reading and knowing about

Sustainability and Sustainable
Development may look enterprising and
promising but it has some challenges
too. Without addressing these
challenges it will be very difficult to
achieve the desired result. Sustainable
Development cannot be looked upon as
a responsibility of a person, a
community, a city or a nation. To
achieve Sustainability for next generation, the whole world needs to come as
one. This is the biggest challenge in realising this goal because of the following
reasons:

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1. A large population in major parts of the world is living an underprivileged life

and is excluded. For them earning a meal each day is a challenge. Under such
circumstances, expecting an alteration in their mind set or behaviour is not
easy.

2. A huge population in world’s economy is unemployed. Any means of earning

whether sustainable or not is their ray of hope.

3. With the existing issues of climate change, number of species has extinct and
many are on verge of their extinction. Under such circumstances striking a
balance in the food chain is a big responsibility.

4. The market all over the world is trying to capture as many resources as possible
to maximize their profit. In pursuit of maximising the profit they overuse and
exploit the resources.

5. In the time of nuclear race, where every developing country is trying its hand to
become developed nation, ensuring world peace is a global challenge.

6. It is the responsibility of every country to ensure having a full proof policy

towards Sustainable Development. While the challenge remains that many are
simply leaving loose ends in the execution of policies.

7. Last but most important, while it is the responsibility and accountability of

every individual to promote Sustainable Development, there is a huge world
population which is simply insensitive towards its need.

If we as individuals become alert and cautious towards creating and promoting

sustainable development, we will certainly be able to have a flourishing green
economy where interdependence will be appreciated and our future generation
will be able to lead a healthy life.

Sustainable Development Goals

To ensure that Sustainable Development is ensured in our communities and

world at large United Nations Member States in 2015 adopted 17 SDGs
(Sustainable Development Goals) as a universal call to action to end poverty,
protect the planet and ensure that all people enjoy peace and prosperity by
2030. These SDGs are integrated and recognize that action in one area will

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affect outcomes in others, and that development must balance social, economic
and environmental sustainability.

Sustainable Development Goals are

i. No poverty

ii. Zero Hunger

iii. Good Health and Well Being

iv. Quality Education

v. Gender Equality

vi. Clean water and Sanitation

vii. Affordable and Clean Energy

viii. Decent Work and Economic Growth

ix. Industry Innovation and Infrastructure

x. Reduced Inequalities

xi. Sustainable Cities and Communities

xii. Responsible Consumption and Production

xiii. Climate Action

xiv. Life Below Water

xv. Life on Land

xvi. Peace, Justice and Strong Institution

xvii. Partnership for the Goals

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Project

1. Work in groups and prepare a power point presentation on any one of the SDG
Goals discussing in detail the role and importance promoting Sustainable
development.
2. Make a policy for your school to manage waste. The policy must incorporate the
objectives and the expected outcomes. Remember to define the ways in which
wasting of water and food can be stopped or prevented.

Sustainable Development Initiatives:

 An environment friendly way for production of power is using solar energy or

energy from the sun which is unlimited. One major example of large scale
production of solar power is seen in Charanka — Gujarat Solar Park. This
barren land with wild vegetation has a mega solar power plant of 600 MW. This
has reduced the dependence on non-renewable fossil fuels in Gujarat. The
people of Charanka have benefited as they have a good source of income and
this will also help future generations in the next 40–50 years to come.
 When plastics were banned by the municipal corporation of Mangalore, Mr.
Avasth Hedge made a 100 per cent bio-degradable bag which can dissolve in hot
water and decompose in natural environment.
 Stop the use of plastics spoons, forks, etc. Narayana Peesapati made edible
cutlery made out of a grain — these spoons can be eaten and even if they are
not eaten they will easily decompose in the soil enriching it.
 Organic farming, vermi-composting and rainwater harvesting are being used to
help preserve the environment. Organic farming is where farmers do not use
chemical pesticides and fertilizers to increase their production. They use organic
and natural fertilizers, such as cow dung to help in growing crops. This helps in
better quality chemical free crops while at the same time maintaining the soil
quality for future use. This is a true example of sustainable development where
we are not only using the earth resources but are also preserving it for our
future generations.
 Another initiative was taken by Ministry of Railways in Varanasi and Raibareilly
where they introduced clay pots ‘Kulhads’ to replace plastic and paper cups and
to bring back taste of tradition.
Three major advantages gained by using ‘Kulhads’ are to
1. Reduce cutting of tree for making paper cups.
2. Job creation for potters, which contributes to economy.
3. Reduce plastic waste.

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3. OUR ROLE IN SUSTAINABLE DEVELOPMENT

United Nations has formed 17 Sustainable Development Goals (SDGs) so that

countries and nations can work towards finding a solution to the growing
problems in the world. Countries should form rules and guidelines to remove
poverty and hunger and provide good health and quality education. These goals
have been made so that all the nations take action to protect our air, water and
land from pollution and provide clean water, air and energy to all people.

Sustainable development can actually happen only when each one of us works
towards it. We have to become responsible environment citizens who can
protect the environment through our own efforts. Here are some basic ways in
which people can help towards Sustainable Development Goals.

Practical Exercise

Activity 1 Group Discussion:

Procedure:
• Form groups depending on the number of students available.

• Every student will describe one way in which they can work to conserve and
protect the environment.

• Make a list and share it with the rest of the class

Activity 2 Make art project using waste Material required Plastic bags, used
bottles, papers cups, paper, wire, etc.

Procedure:

• Form groups depending on the number of children available. Make a list of

waste material that is thrown away. Now think of creative ideas in which you
can use the waste material to make something useful. If time permits, every
student can get some waste material from home, such as old newspapers,
plastic bottles, old cloth, etc., and make the best out of waste (a painting, wall
decoration or a bag). Have an exhibition at the front gate of your school.

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Activity: TAKING ACTION

How to tackle problems within our communities?

Many of the issues faced by the global community,
and addressed within this Workbook, are daunting to
The Big Picture most of us. It can seem overwhelming to try to take
positive local action on issues with global importance
and many people shut down in the face of these
challenges. We want to demonstrate that by breaking
down problems into manageable segments, working
together, asking for help, building solidarity and
enjoying seeing our communities respond and get
better as the result of our actions, that we can have
real, tangible impact.

Identify the problem

area

Identify the goal

What steps need to  Organise, get people involved

be taken to reach
 Make a plan of action
the goal (these are
examples, there will  Publicise, blog, social media, newspapers, radio
be more based on
 Network, talk to EVERYONE
theparticular action)

Work plan and Time Use a Chart to plot what needs to be done and when
Frame it needs to be done

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EXERCISE:

A. Multiple Choice Questions.

1. Over the years, with economic development, there has been an increase in
____________.
a) Water Pollution b) Air Pollution
c) Noise Pollution d) All of these
2. Traditional Indian beliefs inform us that there has been a strong relation
between Man and
a) Women b) Family c) Nature d) All of these
3. Prithvi (Earth), Agni (Fire), Jai (Water), Vaayu (Air), Aakash (Space) are ______.
a) Five Objects b) Five Elements of Nature
c) Five Parts of Nature d) None of the above
4. The ancestors considered as supreme and worshiped the elements.
a) Nature b) Environment c) God d) All of these
5. Which of the following is/are the result of exploiting our Nature?
a) Scarcity of clean water to drink. b) Scarcity of pure air to breathe
c) Depletion of ozone layer d) All of these
6. Which of the following is/are the result of exploiting our Nature?
a) Scarcity of unadulterated food b) Rising issue of global warming
c) Depletion of ozone layer d) All of these
7. Solution to these global problems like scarcity of clean water to drink, scarcity
of pure air to breathe, scarcity of unadulterated food, rising issue of global
warming is ________________.
a) Stop using these resources. b) Sustainability
c) To make people aware d) None of the above
8. As per Collins English Dictionary, ‘the ability to be maintained at a steady level’
is _________________.
a) Management b) Sustainability c) Maintainability d) None of these
9. Our Indian tradition has long ago relied and survived on the Concept of
______________.
a) Management b) Sustainability c) Maintainability d) None of these
10. __________ is the development that satisfies the needs of the present without
compromising the capacity of future generations.
a) Overall development b) Economic development
c) Sustainable development d) None of the above

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11. The focus of Sustainability are ________________.

a) How human beings can live in peace.
b) Harmony with nature without creating ecological disturbance.
c) Both (a) and (b).
d) None of the above.
12. The aim of Sustainability ________________.
a) Visualize the lone term impact of our actions on environment.
b) Take corrosive measures to maintain balance between our demands and the
supply of natural resources.
c) Both (a) and (b). d) None of the above.
13. The concept of sustainable development received its first major international
recognition in ______________ at the UN Conference on the Human Environment
held in Stockholm.
a) 570 b) 1972 c) 1574 d) 1576
14. Sustainable development focuses on long term, integrated approach to develop
a viable society.
a) Healthy b) Social c) Economically d) All of these
15. The aim of Sustainable development is ________________.
a) To inculcate the value of self-resistance amongst the people.
b) To save natural resources for everyone.
c) To utilize judiciously and ensure its availability for future generations.
d) All of these.

KEY:
1.d 2.c 3.b 4.a 5.d 6.d 7.b 8.b
9.b 10.c 11.c 12.c 13.b 14.d 15.d

B. Subjective Questions.
1. Which nature element was worshiped by our ancestors?
Ans. The Sun, the Ganges and the Banyan
2. Write the name of five elements of nature?
Ans. Five elements of nature are;
(i) Prithvi (Earth),
(ii) Agni (Fire),
(iii) jai (Water),
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(iv) Vaayu (Air), and

(v) Aakash (Space)
3. What is considered as supreme by our ancestors?
Ans. Out ancestor considered nature as supreme and worshipped these elements.
4. Why we are facing scarcity of natural elements today?
Ans. We are facing scarcity of natural elements due to:
i. Neglecting the vitality of these elements.
ii. Fulfilling the unending wants,
iii. Exploiting the nature
5. Write five scarcities which we are facing these day?
Ans. The list of scarcity is very long. Some important scarcities are;
i. Scarcity of clean water to drink,
ii. Scarcity of pure air to breathe,
iii. Scarcity of unadulterated food,
iv. Rising issue of global warming,
v. Depletion of ozone layer.
6. What is the solution of these global problems?
Ans. The Solution of these rising global problems is only one - SUSTAINABILITY,
7. What is the meaning of Sustainability?
Ans. As per Collins English Dictionary, the meaning of Sustainability is 'the ability to
be maintained at a steady level'.
8. What is Sustainability?
Ans. Sustainability is an art of living where we respect our environment and make
use of the available resources only to the extent where we can replenish what is
available to us for the accessibility of future generation.
9. What is the focus and aim of Sustainability?
Ans. Sustainability focuses on how human beings can live in peace and harmony
with nature without creating ecological disturbance.
The aim is that we visualize the long term impact of our actions on environment
and take corrosive measures to maintain balance between our demands and the
supply of natural resources.
10. What is the focus of Sustainable development?
Ans. Sustainable development focuses on long term, integrated approach to develop
a healthy, social and economically viable society.

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11. What is the aim of Sustainable development?

Ans. The aim is to inculcate the value of self-resistance amongst the people to save
natural resources for everyone to utilize judiciously and still ensuring its
availability for future generations.
12. How can we contribute to create a Sustainable Society?
Ans. We can contribute to create a Sustainable Society by following 4Rs' and 1U of
Sustainability.
These are REFUSE, REDUCE, REUSE, RECYCLE and UPCYCLE.
13. Briefly explain about REFUSE, REDUCE, REUSE, RECYCLE and UPCYCLING
Ans. REFUSE: We must REFUSE to use such a product which harm the
environment, to create a sustainable environment.
REDUCE: If not able to REFUSE, we must REDUCE to use such a product
which harm the environment, to create a sustainable environment.
REUSE: In order to reduce the waste generation, we must try to REUSE the
product as far as possible,
RECYCLE: After reusing the product, we must try to recycle it as far as
possible, to create a sustainable development.
UPCYCLIN: Upcycling is the process to upcycled the product with creativity and
innovation, to give a new look to the old product and making it look desirable.
14. How many SDG adopted by United Nations Member states and in which year?
Ans. To ensure that Sustainable Development is ensured in ox communities and
world at large United Nations Member States in 2015 adopted 17 SDGs
(Sustainable Development Goals) as a universal call to action to end poverty,
protect the planet and ensure that all people enjoy peace and prosperity by
2030.

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PART-B. SUBJECT SKILLS

UNIT-I - DIGITAL DOCUMENTATION

Introduction

Digital documentation is a method of converting the physical text into digital

text. This includes many formatting options to create an arranged documents.
There are many styles and formatting options which also includes colour
changing, paragraph writing, using table options to create data in the table,
pictures insertion etc.

Chapter-1. APPLY STYLES IN A DOCUMENT

STYLES

A style is a predefined combination of various formatting features that you can

apply to selected pages, text, frames, and other elements in your document to
quickly change their appearance. When you apply a style, you apply a whole
group of formats at the same time.

Styles help improve consistency in a document. They also make major

formatting changes easy. Styles make the task easy.

OpenOffice supports the following types of Styles:

Page styles include margins, headers and footers, borders and backgrounds. In
Calc. page styles also include the sequence for printing sheets.

Paragraph styles control all aspects of a paragraph’s appearance, such as text

alignment, tab stops, line spacing, and borders, and can include character
formatting.

Character styles affect selected text within a paragraph, such as the font and
size of Text or bold and italic formats.

Frame styles are used to format graphic and text frames, including wrapping
type, borders, backgrounds, and columns.

Numbering styles apply similar alignment, numbering or bullet characters, and

fonts to numbered or bulleted lists.
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Cell styles are used to change the appearance of the data available in table.

Graphics styles in drawings and presentations include line, area, shadowing,

transparency, font, connectors, dimensioning, and other attributes.

Presentation styles include attributes for font, indents, spacing, alignment and
tabs.

APPLYING STYLES

OpenOffice.org provides several ways for you to select styles to apply.

Using the Styles and Formatting Window:

 Click on the Styles and Formatting icon located at the left-hand of the
object bar, or click Format  Styles and Formatting, or press F11. This
window shows the types of styles available.

 Click on one of the icons at the top left of the Styles and Formatting window to
display a list of styles in a particular category.
 To apply an existing style, keep the insertion point in the paragraph, frame, or
page, and then double-click on the name of the style in one of these lists.

Using Fill Format mode-Fill format mode is used to apply a style quickly
without having to go back to the Styles and Formatting window and double-
click every time. It is useful when you need to format many scattered
paragraphs, cells, or other items with the same style.

 Open the Styles pane and select the style you want to apply.

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 Click the Fill Format mode icon.

 To apply a paragraph, page, or frame style, move the mouse over the paragraph,
page, or frame and click.
 To apply a character style, hold down the mouse button while selecting the
characters, clicking on a word applies the character style for that word. Repeat
step 3 until you made all the changes for that style.
 To quit Fill Format mode, click the Fill Format mode icon again or press the Esc
key.

CREATE NEW STYLE

If you formatted a paragraph in a document, and you want to keep that

formatting for future use. In such a situation, you can turn the object’s
formatting into a new style

Create New Style from Selection: You can create a new style by copying an
existing manual format.

 Open the Styles from Formatting window and choose the type of style you want
to create.
 Select the item to be saved as a style.
 In the Styles and Formatting window, click on the New Style from Selection
icon. In the Create Style dialog, type a name for the new style.
 The list shows the names of existing custom styles of the selected type. Click OK
to save the new style.

Creating a new style using drag-and-drop: You can drag and drop a text
selection into the Styles and Formatting window to create a new style.

 Open the document and format the text.

 Open the Styles pane and select the category under which you want create a
style, for example select Paragraph Styles category.
 Now select the formatted text and drag and drop the selection into the Styles
pane.
 The Creates Styles Dialog box appears. Type a name for the new style will be
added in the Styles pane under the selected category.

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MODIFYING STYLES

In Writer, you can easily modify both the predefined styles and custom styles by
using the following ways:

 Updating a style from a selection

 Loading a style from a template or another document.

Updating a Style from a Selection:

 Open the document and create a new paragraph or select an existing

paragraph.
 Format the paragraph as per your choice i.e., change font properties, alignment
etc. make sure that all the properties in a paragraph in uniform.
 Select the paragraph in the document.
 In the Styles pane, select the style you want to update.
 Click on the New Style from Selection icon and select Update Style. or
 Click on the Styles menu and select Update Style.
 The selected style will be updated with new format effects.

Loading Styles from a Template or Document:

You can copy styles by loading them from a template or another document:

 Open the document in which you want to copy the styles.

 In the Styles pane click on the New Style from Selection icon and select Load
Style. Or Click on the styles menu and select Load Styles.

Activity

1. Create a pamphlet on Cyber Awareness. Apply different styles on it.

EXERCISE:

A. Multiple choice questions.

1. Which of the following option allow you to add styles from another document?
a. New from selection b. Update style
c. Load Style d. Fill Format
2. Which of the following is not an option of paragraph formatting?
a. Alignments b. Drop cap
c. Margins d. Indents
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3. A ____________contains a list of different styles in style and formatting window in

OO Writer.
a. Select a document type b. Create Salutation
c. Style category d. Edit Document
4. _______ is the shortcut key to open style pane.
a. F10 b. F11 c. F12 d. F8
5. To add your own styles in OO Writer style category use __________ option.
a. Select a document type b. Create Salutation
c. Adjust layout d. Create new style
6. ____________option is useful when you need to format many scattered
paragraphs, cells or other items, with the same style.
a. Fill Format b. Delete Format
c. Update style d. None of these
7. The Styles icon is available on the __________.
a. Status bar b. Taskbar c. Styles pane d. None of these
8. __________is the shortcut key to create a new style
a. Shift+F11 b. Alt+F11 c. Ctrl+F11 d.F11
9. ___________ is the shortcut key to update a style.
a. Shift+F11 b. Alt+F11 c. Ctrl+Shift+F11 d.F11
10. Headings are part of __________ styles.
a. Paragraph b. format c. Formula d. None of these

KEY: 1.c 2.c 3.c 4.b 5. d

6. a 7.c 8.a 9.c 10.a

EXERCISE

B. Subjective questions.

1. Q1. What are Styles? What are the advantages of using styles?
Ans. A style is a set of formats that you can apply to selected pages, text, frames, and
other elements in your document to quickly change their appearance.
Advantages of using styles are:
1. Styles help us to apply consistent formatting to the documents.
2. Using styles we can easily change the existing format.
3. Styles makes major formatting changes simple.
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2. Give any four styles supported by OpenOffice.org

Ans:
i. Page styles include margins, headers and footers, borders and backgrounds. In
Calc. page styles also include the sequence for printing sheets.
ii. Paragraph styles control all aspects of a paragraph’s appearance, such
as text alignment, tab stops, line spacing, and borders, and can include
character formatting.

iii. Character styles affect selected text within a paragraph, such as the
font and size of text, or bold and italic formats.

iv. Numbering styles apply similar alignment, numbering or bullet

characters, and fonts to numbered or bulleted lists.

3. How can we create our own styles?

Ans. We can create new styles by following two ways:
1. Creating new styles from selection.
2. Dragging And Dropping To Create A Style.
4. Write steps to load Style from an existing document.
Ans: Step 1. Click on Format Styles and Formatting option to activate styles
gallery.

Step 2. Click on Create New Style from Selection option, a new drop down menu
will appear, select Load Styles option. Load Styles dialog box will appear.

Step 3. Select styles from available templates or Find button from File and click
on it.
Step 4. Select document template to load styles.
Step 5. Click on OK when finished, Style will take place into styles gallery.

5. How to create a style using drag and drop?

Ans:
 Open the document and format the text.
 Open the Styles pane and select the category under which you want create a
style, for example select Paragraph Styles category.
 Now select the formatted text and drag and drop the selection into the Styles
pane.
 The Creates Styles Dialog box appears. Type a name for the new style will be
added in the Styles pane under the selected category.
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6. What is Fill Formatting mode?

Ans: Fill format mode is used to apply a style quickly without having to go back to
the Styles and Formatting window and double-click every time. It is useful when
you need to format many scattered paragraphs, cells, or other items with the
same style.

Chapter-2. INSERT AND USE IMAGES IN DOCUMENT

INSERTING IMAGES

There are several ways to insert images in document:

 Inserting Image from a File
 Inserting image using Drag and Drop method
 Inserting Scanned image
 Inserting Image from the Gallery
 Inserting Image from the Clipboard.

Inserting an Image from File:

It is easy to insert an image in a text document it is already available on your

computer. You can save images on your computer from various sources, such
as scan, download from internet, etc.

To insert an image from your computer:

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 Position the cursor where you want to insert an image.

 Click on Insert PictureFrom File or click on Insert Image icon from the
Drawing Tool bar.
 The Insert Image Dialog box appears.
 Locate the picture you wish to insert and select it.
 Click on Open button to add it to your Open Office document.

Drag and Drop

 Open the document and move the cursor to the location where you want to
insert the image.
 Locate the image on your computer using the File Explorer Window
 Select the image and Drag it in your document and drop it where you want it to
appear.
 A faint vertical line marks will indicated where the image will be dropped.

Insert Picture from the Gallery

Open Office has built in Gallery that contains ready to use objects like, Arrows,
Symbols, Bullets, Diagrams, etc., and that can be insert into your document.

 Click in the Open Office document where you want to insert the image.

 Choose Tools  Gallery or Click on Gallery icon in the standard toolbar.

 Navigate through the Gallery to find the desired image or object and select it.
 Drag and drop the selected object in the document. Or Right-click on the
picture and choose Insert > Copy.

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Inserting an Image from the Clipboard:

Using the clipboard, you can copy images in your Open Office document from
any another document, in order to do this:

 Open both the source document and the target document.

 In the source document, select the image to be copied.
 Move the mouse pointer over the selected image and press Ctrl+C to copy the
image to the clipboard.
 Switch to the target document.
 Click to place the cursor where the graphic is to be inserted.
 Press Ctrl+V to insert the image.

Inserting an Image using a Scanner:

If you want to insert a scanned image in a text document, make sure a scanner
is connected to your computer, Open Office can call the scanning application
and inserted the scanned item into the document as an image.

To start this procedure:

 Position the cursor where you want to insert the scanned image.
 After choosing the device, select Insert  Picture  Scan  Select Source.
 Make the required changes and click on OK.

MODIFYING AN IMAGE

Sometimes, you need to modify the inserted images in the document. For
example you may want to adjust the size, remove unwanted area or entire
image, rotate an image, etc., to make such modification in images writer
provides the Image dialog box and Image Tool bar.

Using the Picture Toolbar

When you insert an image or select one already present in the document, the
Picture toolbar appears. You can set it to always be present (View  Toolbars
 Picture). Picture control buttons from the Picture toolbar can also be added
to the Standard Toolbar.

Two other toolbars can be opened from this one, the Graphic Filter toolbar,
which can be torn off and placed elsewhere on the window, and the Colour
toolbar, which opens as a separate floating toolbar. From these three toolbars,
you can apply small corrections to the graphic or obtain special effects.

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Graphics mode: You can change colour images to grayscale by selecting the
image and then selecting Grayscale from the Graphics mode list.

Flip vertically or horizontally: To flip an image vertically or horizontally, select

the image, and then click the relevant icon.

Colour: Use this toolbar to modify the individual RGB colour components of the
image (red, green, blue) as well as the brightness, contrast, and gamma of the
image. If the result is not satisfactory, you can press Ctrl+Z to restore the
default values.

Transparency: Modify the percentage value in the Transparency box on the

Picture toolbar to make the image more transparent. This is particularly useful
when creating a watermark or when wrapping the image in the background.

Filters: Below table provides a short description of the available filters, you can
undo all the changes by pressing Ctrl+Z or Alt+ Backspace or by selecting Edit >
Undo.

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Using the Formatting Toolbar and Picture dialog

When an image is selected, you can customize some aspects of its appearance
using the tools available on the Formatting toolbar as well as in the dialog that
is shown by right-clicking on the image and selecting Picture. For example,
create a border around the image, selecting style and colour, or you can (in the
Borders page of the Picture dialog) add a shadow to the image.

Cropping Images

Cropping is the removal of unwanted outer areas from the image. When you are
interested particular section of the image for the purpose of your document, you
may wish to crop (cut off) parts of it.

To start cropping the image:

 Select the image that you want to crop.

 Right click on the image and select the Picture from pop up menu. The Image
dialog box opens.

 Click on the crop tab and select the required crop settings. For example,
adjust the width and height of the image scale or image in the Scale selection or
Image Size section, respectively.
 You can also change scale of the picture. For this, select the Keep Image Size
option and then enter Left, Right, Top and Bottom values as per your
requirement.

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Resizing an Image

The inserted image might not fit perfectly into the document if it is too big or too
small. In these cases, you can use resize the image.

1. Click the picture, if you resize, to show the green resizing handles.
2. Position the pointer over one of the green resizing handles.
3. The pointer changes shape giving a graphical representation of the direction of
the re-sizing.
4. Click and drag to resize the picture.
5. Release the mouse button when satisfied with the new size.
The corner handles resize both the width and the height of the graphic object
simultaneously, while the other four handles only resize one dimension at a
time.

DRAWING OBJECTS AND ITS PROPERTIES

Shape is a drawing feature in Open Office writer. It helps you to draw different
shapes such as circles, rectangles, stars, connectors and so on. With the help of
these shapes, you can also draw flowcharts and other diagrams.

To begin using the drawing tools, display the Drawing toolbar by clicking View
 Toolbars  Drawing. Drawing toolbar appear on the bottom of the
document.

To use a drawing tool:

1. Click in the document where you want the drawing to be anchored.

2. Select the tool from the Drawing toolbar. The mouse pointer changes to a
drawing functions pointer.

3. Move the cross-hair pointer to the place in the document where you want the
graphic to appear and then click-and-drag to create the drawing object.

4. You can now change the properties (fill colour, line type and weight, anchoring
and others) of the drawing object using the Drawing Object Properties toolbar.

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Resizing objects:

The inserted object / image, not perfectly fixed into the document if it is too big
or too small can be fixed by resizing the object/image.

1. Select the object that you want to resize.

2. You will notice the corner handles and four side handles.

3. Drag any handle in or out to shrink or stretch it in a direction. Or drag any

corner handle in or out to make object smaller or bigger, respectively.

Grouping objects:

Sometimes, you need to group shapes/ objects together, so that they can
treated as a single object. A group of objects can be formatted in a way similar
to an individual objects.

To grouping shapes / objects:

1. Draw three or four drawing objects in the document.

2. Click on Select tool on the Drawing toolbar.

3. Drag it over the objects to select them. Once all objects are selected, click on the
Group button on the

Drawing Object Properties tool bar. Or Right click and select Group from the
context menu.

4. All the selected objects will be grouped.

POSITIONING IMAGE / GRAPHICS WITHIN THE TEXT

When you add a graphic to a text document, you need to choose how to position
it with respect to the text and other graphics.

Positioning of a graphic is controlled by four settings:

Arrangement refers to the placement of a graphic on an imaginary vertical axis.

Arrangement controls how graphics are stacked upon each other or relative to
the text.

Alignment refers to the vertical or horizontal placement of a graphic in relation

to the chosen anchor point.

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Anchoring refers to the reference point for the graphics. This point could be
the page or frame where the object is a paragraph or even a character. An
image always has an anchor point.

Text wrapping refers surround an image or a drawing object within the text. It
may wrap around the graphic on one or both sides, overprinted behind or
in front of the graphic or treat the graphic as a separate paragraph.

The settings can be accessed in a number of ways, depending on the nature of

the graphics:

1. From the Format menu, where you can find Alignment, Arrange, Wrap, and
Anchor (both for images and drawing objects).

2. From the pop-up menu displayed when you right-click on the graphic.

3. From the Object toolbar.

4. For images, from the Type and Wrapping pages of the Picture dialog box.

To open the Picture dialog box, click on the image to select it and then choose
Format Picture or right-click on the graphic and choose Picture on the pop-up
menu.

5. For drawing objects, from the Position and Size page of the Position and Size
dialog box. To open the Position and Size dialog box, click on the drawing object
to select it and then choose Format  Object  Position and Size or right click
on the graphic and choose Position and Size on the pop-up menu.

Activity

1. Create a New Year card using images.

2. Create a Poster on Health and Hygiene. Include appropriate images and drawing
objects in poster.

EXERCISE

A. Multiple choice questions.

1. ______________ refers to the vertical or horizontal placement of a graphic in

relation to the chosen anchor point.
a. Alignment b. Footer c. Margin d. Headings

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2. Krishna wants to make a flowchart for his programs in a Word document.

Which option should he use to accomplish this task efficiently?
a. Shapes b. Symbols c. Pictures d. All of these
3. Fatima has inserted a picture in a document. But she wants to cut off a part of
the picture. Which option she should use to accomplish the task?
a. Cut b. Copy c. Crop d. Layout
4. In the wrap option the image is placed behind the text.
a. Optimal page wrap b. In background
c. Wrap through d. Text wrap
5. ________ arrangement option brings the image one level up in the stack.
a. Back one b. Bring forward c. Bring to front d. Send to back
6. It sets the selected images to a character.
a. To page b. To paragraph c. To character d. As character
7. To group drawing objects Select one object, then hold down the ____and select
the others you want to include in the group.
a. Enter key b. Ctrl key c. Shift key d. Spacebar key
8. It place the text above and below the image only.
a. Wrap off b. Page wrap c. Wrap left d. Wrap right
9. These handles are used to resize an image diagonally.
a. Corner Handles b. Side Handles
c. Both a & b d. None of these

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

B. Subjective questions.

1. What do you understand by following the terms?

a. Text Wrapping: Text wrapping refers surround image or object within the
text. It may wrap around the graphic on one or both sides, overprinted
behind or in front of the graphic or treat the graphic as a separate
paragraph.

b. Anchoring: Anchoring refers to the reference point for the graphics. This
point could be the page or frame where the object is a paragraph or even a
character. An image always has an anchor point.

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2. List any three methods of inserting images in a text document.

Ans: a. Inserting an Image from the Clipboard

b. Inserting an Image using a Scanner

c. Inserting an Image from the Gallery

3. How to resize an image?

Ans: a. Click on the picture, to show the green resizing handles.

b. Position the pointer over one of the green resizing handles. The pointer
changes shape giving a graphical representation of the direction of the
resizing.

c. Click and drag to resize the picture.

d. Release the mouse button when satisfied with the new size.
4. Explain any four Graphic filters.
Ans: a. Invert: Inverts the colour values of a colour image or the brightness
values of a grayscale image.
b. Smooth: Softens the contrast of an image.
c. Sharpen: Increases the contrast of an image.
d. Remove noise: Removes single pixels from an image.
5. Explain Image cropping and write the steps to crop an Image.

Ans: Cropping Images: Cropping is the removal of unwanted outer areas from the
image. When you are interested particular section of the image for the purpose
of your document, you may wish to crop (cut off) parts of it.

 Select the image that you want to crop.

 Click on the Crop Image button on the Image Tool bar.
 Eight Crop handles will appear. Drag side crop or Corner crop handle to the
crop image.
 You can drag much you like. Corner-Crop handles will crop the image
diagonally whereas by using a Side Crop handle you can crop an image in
horizontal or vertical direction.
 Alternatively, right click on the image and select the Properties. The Image
dialog box opens. Click on the crop tab and select the required crop settings.
For example, adjust the width and height of the image scale or image in the
Scale selection or Image Size section, respectively.

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 You can also change scale of the picture. For this, select the Keep Image Size
option and then enter Left, Right, Top and Bottom values as per your
requirement.

6. How to group a drawing object?

Ans: a. Draw three or four drawing objects in the document.

b. Click on Select tool on the Drawing toolbar.

c. Drag it over the objects to select them. Once all objects are selected, click on
the Group button on the

Drawing Object Properties tool bar. (Or) Right click and select Group from the
context menu.

d. All the selected objects will be grouped.

7. Write the steps to rotate an image.

Ans: a. Insert the image you want to rotate.

b. Select the image, then in the drawing toolbar, select the Rotate icon.

c. Rotate the image as desired.

Chapter-3. WORKING WITH TEMPLATE

TEMPLATE

A template is a predefined layout, it contains themes, colours, background

styles, font styles, formatting styles, etc., and it gives basic foundation to build
a document. For example, you can create a template for business reports that
has your company’s logo and title on the first page. New documents created
from this template will all have your company’s logo& titles on the first page.

Using a Predefined Template:

To create a document using predefined template;

 Click on File menu and choose New > Templates or

 On the standard tool bar, click on drop-down menu, next to the New icon and
select to Templates.
 The Templates window opens. Select the category of template you want to use.
 Select the required template and click on OK.

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Creating a Template from a Document

 Open a new or existing document

 Add the content and styles
 Click on the File  Templates  Save as Template. The Templates dialog
opens.
 In the New template field, type a name for the new template.
 Select the template category under the Template Category.
 Enter the name for the template in the Template Name box.
 Click on save button. A new template of your documents will be saved in the My
Templates folder.

Creating a Template Using a Wizard:

You can use wizards to create templates for letters, faxes, agendas,
presentations, and Web pages. For example, the Fax Wizard guides you through
the following choices:

 Type of fax (business or personal)

 Document elements like the date, subject line and salutation.
 Options for sender and recipient information.
 Text to include in the footer.

To create a template using a wizard:

 From the main menu, choose File  Wizards  [type of template required].
Follow the instructions on the pages of the wizard. This process is slightly
different for each type of template, but the format is very similar.
 You can specify the name and location for saving the template. The default
location is your user templates directory, but you can choose a different
location if you prefer.
 Now, you have the option of creating a new document from your template, or
manually changing the template. For future documents, you can reuse the
template created by the wizard, just as you would use any other template.

Set up a custom default template:

You can set a custom template to be the default. Setting a custom template as
the default.

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Choose File  Templates  Organize. The Template Management dialog

opens.

 In the box on the left, select the folder containing the template that you want to
set as the default, then select the template.
 Click the Commands button and choose set as default Template from the drop-
down menu.

Resetting the default template:

 In the Template Management dialog, click any folder in the box on the left.
 Click the Commands button and choose Reset Default Template from the
dropdown menu.

Updating a Document: To update a document simply go to File> Save As and

all changes made to the document will be saved.

Changing to a Different Template: To change to a different template, choose

File > New > Templates and Documents. You'll see the templates window and
your templates and then required templates.

Activity

1. Create your own template for any topic of your subject.

2. Create a template of an invoice with a standard format and sae it with the file
name: Yourname_Invoice.

3. Set the “Invoice template” as the default template.

EXERCISE

A. Multiple choice questions.

1. A ____ is a model document that you use to create other documents.
a. Styles b. Template c. Wizard d. Sample
2. A file saved with the extension .ott is called _______.
a. Template b. Style c. Theme d. None of these
3. Template management dialog box opens by clicking on _______.
a. File >>Template>>Manage b. File >>Template>>Organize
c. File >>Template>>Balance d. None of the above

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4. ________ is the shortcut key to open the templates window.

a. Ctrl+N b. Shift+N c. Ctrl+Shift+N d. None of these
5. To open an existing template, choose _____ from the File menu.
a. New > Templates b. Templates
c. Templates > New d. None of these
6. A template can be created in Writer by saving a document with _____ extension.
a. .tmp b. .ott c. .btt d. .mtt

KEY: 1.b 2. a 3. b 4.c 5.a 6.b

B. Subjective questions.
1. What is a template? What are the advantages of using templates?
Ans: A template is a predefined layout, it contains themes, colours, background
styles, font styles, formatting styles, etc., and it gives basic foundation to build
a document.
Advantages:
i. Using templates is the ease of updating styles in more than one document.
ii. It saves your time.
2. What is the difference between styles and templates?
Ans:

3. How can you create a template in document?

Ans:
 Open a new or existing document
 Add the content and styles, for example, company logo, title, etc., also apply the
required formatting.
 Choose File  Templates  Save As Template.
 The Save As Templates dialog opens.
 In the New template field, type a name for the new template.

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 In the Categories list, click the category to which you want to assign the
template for easy finding of the template.
 Click OK to save the new template.
4. Explain to create a template using Wizard.
Ans:
 From the main menu, choose File  Wizards [type of template
required].
 In the last section of the wizard, you can specify the name and location for
saving the template. The default location is your user templates directory.
 Now, you have the option of creating a new document from your template.

Chapter-4. CREATE AND CUSTOMIZE TABLE OF CONTENTS

CREATING A TABLE OF CONTENTS

The Table of contents (TOC) consists of headings and sub-headings of a book or

a document. It is necessary index, generally available in long documents, books,
drafts, etc. It includes Heading 1 style for chapter titles and the Heading 2 and
Heading 3 styles for chapter sub-headings.

Opening Writer's Table of Contents Feature:

A table of contents has the following characters:

 It should be easy to read and simple to use.

 It must be accurate and easy to access.
 It should be organized and formatted properly.

Creating a quick table of contents:

1. When you create your document, use the following paragraph styles for different
heading levels (such as chapter and section headings): Heading 1, Heading 2,
and Heading 3. These are appear in your table of contents. You can use more
levels of headings, but the default setting is to use only the first three levels in
the table of contents.

2. Place the cursor where you want the table of contents to be inserted.
3. Select Insert  Indexes and Tables.
4. Click OK.
If you add or delete text, add / delete or change headings, you need to update the
table of contents.

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1. Place the cursor within the table of contents.

2. Right-click and select Update Index/Table from the pop-up menu.

Setting Basic Attributes:

1. From the Type drop-down list in the Type and title area of the tab, select Table
of Contents if it isn't selected.

2. From the drop-down list in the Create index/table area, select Entire
document option.

3. In the Create from area, check the Outline check box.

4. In the Create from area, clear the Index marks check box.

Adding a Title:

If you'd like the table of contents to have a title, enter it in the Title field. (If
Writer entered a title in this field automatically, you can change it by simply
typing over the value.) To delete the title, clear the Title field.

Protecting Against Manual Changes:

To protect the table of contents from being changed accidentally, check the
Protected against manual changes check box. If this box is checked, the table of
contents can only be changed using the context menu or the Insert Table/Index
window. If the box isn't checked, the table of contents can be changed directly
on the document page, just like other text.

CHANGING THE NUMBER OF LEVELS

By default, Writer evaluates 10 levels of headings when it builds the table of

contents. To change the number of levels evaluated, enter the desired number
in the Evaluate up to level spin box.

Assigning Custom Styles:

Writer automatically assigns to the table of contents all paragraphs formatted

with the default heading styles (Heading 1, Heading 2, and so on). To assign
paragraphs formatted with custom styles, follow these steps:

1. In the Create from area, check the Additional Styles check box.
2. Click the (...) button to the right of the check box. The Assign Styles window
opens.
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3. In the Not applied column, click the style that you want to assign to the table of
contents.
4. Use the >> button to move the selected style to the desired outline level. For
example, if you want paragraphs formatted with the selected style to appear as
top level entries in the table of contents, click the >> button once to move the
style into the 1 column. To move the style in the opposite direction, use the <<
button.
5. Click OK to save your changes and return to the Index/Table tab or, click
Cancel to return without saving your changes.

USING THE ENTRIES TAB

To format the entries in the table of contents. For each outline level, you can
add and delete elements, such as chapter numbers, and you can also apply
character styles to individual elements.

To begin, click a level number in the Level column to select the outline level
whose elements you want to format. (You'll be able to apply your changes to all
outline levels later.) The Structure line displays the elements for entries in that
level. Each button on the Structure line represents one element:

 The E# button represents the chapter number.

 The E button represents the entry text.
 The T button represents a tab stop.
 The # button represents the page number.
 The LS button represents the start of a hyperlink. (This button doesn't appear
on the default Structure line.)
 The LE button represents the end of a hyperlink. (This button doesn't appear on
the default Structure line.)
 Each white field on the Structure line represents a blank space.

Deleting Elements:

To delete an element from the Structure line, click the button that represents
that element and then press the Delete key on your keyboard. For example, to
delete a tab stop, click the T button and then press the Delete key.

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Adding Elements:

 On the Structure line, place your cursor in the white field to the left of the E#
button. (Recall that the E# button represents the chapter number.)
 Click the Hyperlink button. An LS button, representing the start of the
hyperlink, appears on the Structure line.
 On the Structure line, place your cursor in the white field to the right of the E
button. (Recall that the E button represents the entry text.)
 Click the Hyperlink button again. An LE button, representing the end of the
hyperlink, appears on the Structure line.

APPLYING CHARACTER STYLES

To apply a character style to an element on the Structure line:

 On the Structure line, click the button that represents the element to which you
want to apply a style.
 From the Character Style drop-down list, select the desired style. Writer applies
the selected style to the selected element.
 To view or edit the attributes of a character style, select the style from the
Character Style drop-down list and then click the Edit button.

Using the Styles Tab

To apply a paragraph style to an outline level, follow these steps:
 In the Levels list box, select the desired outline level by clicking it.
 In the Paragraph Styles list box, click the paragraph style that you want to
apply.
 Click the < button to apply the selected paragraph style to the selected outline
level.
To remove paragraph styling from an outline level:

 In the Levels list box, select the desired outline level by clicking it.
 Click the Default button. To view or edit the attributes of a paragraph style,
click the style in the Paragraph Styles list box and then click the Edit button.

Using the Background Tab

Adding Colour: To add colour to the background of the table of contents,

simply click the desired colour in the colour grid.

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Adding a Graphic:

 From the as drop-down list, select Graphic. The Background tab displays the
graphics options.
 Click the Browse button, the Find Graphics window opens.
 Find the graphic file that you want to use and then click the Open button. The
Find Graphics window closes and the selected graphic appears in the graphic
preview box on the right-hand side of the Background tab. (If you don't see the
graphic, check the Preview check box underneath the graphic preview box.)
 In the Type area of the Background tab, choose how you want the background
graphic to appear:
 To position the graphic in a specific location in the background, select Position
and then click the desired location in the position grid.
 To stretch the graphic so that it fills the entire background area, select Area.
 To repeat the graphic across the entire background area, select Tile.

Deleting Colour or Graphics:

To delete colour or graphics from the table background, follow these steps:

 From the as drop-down list, select Colour.

 Click No Fill on the colour grid.

Saving the Table of contents: To save the table of contents so that the table
appears in your document, click OK. The Insert Index/Table window closes and
the table of contents appears in your document.

Updating a Table of Contents: To update a document's table of contents when

changes are made to the document:

 Click anywhere in the table of contents and then right click, the context menu
appears.
 From the context menu, choose Update Index/Table. Writer updates the table of
contents to reflect the changes in the document.

Deleting a Table of Contents: To delete the table of contents from a document:

 Click anywhere in the table of contents and then right click, the context menu
appears.
 From the context menu, choose Delete Index/Table. Writer deletes the table of
contents.

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Activity

1. Write an article on the topic “Role of AI in the Education Sector” in about 200
words. Give an appropriate headings and subheadings. Create a Table of
Contents using the hierarchy of headings.

2. Create a table of contents for topics of any subject of your choice.

3. Create a document in Word on a topic of your choice of minimum 5 pages.

Format the document with various fonts (minimum 13, maximum 16) and
margins (min 2, max 4). The document should include;

i) A bulleted or numbered list

ii) A table containing relevant details

iii) A picture of tiger using clip art gallery

iv) A header with student name & date

v) A footer with pagination Create a table of contents for this document.

EXERCISE:

A. Multiple choice questions.

1. The main heading is also known as ________ heading.

a. Top-level b. Bottom –level c. Centre d. None of these
2. The _______ option locks your table of contents for modification in OO Writer.
a. Unprotect against manual changes
b. Protect against manual changes
c. Both a & b
d. None of these
3. ____________menu has the ‘Table of Contents and Index’ option.
a. Styles b. Tools c. View d. Insert
4. ________acts as a map for the user in a document.
a. Preface b. TOC c. Prolog d. None of these
5. Usually, a Table of Contents follows the _________ in a document.
a. Title page b. Paragraph
c. Background colour d. Second level heading

KEY: 1. a 2.b 3.d 4.b 5.a

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B. Subjective questions.

1. What is the Table of Content /TOC?

Ans: Table content is a feature that can be build an automated table of contents
from the headings in your document. Although tables of contents can be
customized extensively in Writer, often the default settings are all you
need.

2. What are the headings?

Ans: Headings are that will appear in your table of contents. The default setting is
to use only the first three levels in the table of contents, Heading 1,
Heading 2, and Heading 3. You can use more levels of headings.

3. What are the different tabs available in the insert indexes/table dialog box?

Ans: The different tabs available in insert indexes/ table dialog box as are follows:
Index/Table: This tab contains options for setting table’s properties.
Entries: This tab allows to set structure of headings and set styles of headings.
Styles: This tab allows us to change the heading styles and formatting.
Columns: This tab is used to increase or decrease columns in the table of
contents as well as allows to change the width and space between columns.
Background: User can set a background colour or change the background
colour of the table of contents.

4. How to set the basic attributes of the table?

Ans.: The basic attributes of the table are as following:

Title: It is used to give a title for the table of contents.
Type: This attribute allows us to select the types of table of contents. It can be a
Table of contents or Alphabetical index or Illustration of index etc.
For: Allows to select the content for which Table of content is created.
Evaluate up to level: Display the level of heading used in Table of content.
Create from: Allows to select an outline for the hierarchical table of contents,
Additional styles if any or to display the index marks.

5. How to add or delete titles for the table of content?

Ans: To add title follow these steps:

 The default title is “Table of Contents”, click on OK if you want to set it as it is.
 Type your desired title if you wish to give a custom title and click on the OK
button.
 To delete a title, just clear the title field and keep it blank.

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6. How to add or delete background to the table of contents?

Ans: You can set two types of background for the TOC. You can either set a colour as
the background or an image as a background.

 To set a colour as background click on the colour tab and choose a colour from
the colour picker.
 To add an image as background select graphic option from as combo and select
the image.
 To delete the background – Choose a colour from a combo box and select no fill
option from the colour picker.

7. Write steps to create headings.

Ans: i. Place the cursor where you want the table of contents to be inserted.

ii. Select Insert  Indexes and Tables  Indexes and Tables.

iii. Change nothing in the Insert Index/Table dialog. Click OK.

8. Write steps to create or insert a table of contents in digital documents.

Ans. i. Create your content and apply the proper level of headings.
ii. Place the cursor on top of the document or at the beginning.
iii. Click on insert  indexes and table  indexes and table option. Insert
indexes/table dialog box will appear.
iv. Set different attributes, styles, background etc. for the TOC.
v. Click on the OK button.

9. Explain entries tab in detail.

Ans: The entries tab allows us to format the entries in the table of contents. For each
level, users can add and delete elements, such as headings, levels and you can
also apply character styles to individual elements.
To begin, click a level number in the Level column to select the outline level
whose elements you want to format. The Structure line displays the elements
for entries at that level.
Each button on the Structure line represents one element:

• The E# button represents the heading number or heading level.

• The E button represents the entry text.

• The T button represents a tab stop.

• The # button represents the page number.

• The LS button represents the start of a hyperlink.

• The LE button represents the end of a hyperlink.

Each white field on the Structure line represents a blank space.

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Chaprer-5. CREATE AND USING MAIL MERGE

ADVANCE CONCEPT OF MAIL MERGE

The Mail Merge option is used to combine a data source with the Main
document. It saves your time to send letters to multiple address. It enables
automating the process of sending bulk mails to subscribers, customers or
individuals.

Uses of Mail Merge:

 Make changes in letters easily.

 A standard letter can be saved and reused many times.
 It is easier to proofread just one letter compared with hundreds of letters.

CREATE A LETTER USING MAIL MERGE

Mail Merge involves the following steps:

 Create a Main Document

 Creating a Data Source
 Merging the data source with the main document
 Saving and printing the merged letter

Create a Main Document

The document contains the text that you wish to send all recipients.

To start Mail Merge wizard choose the Tools  Mail Merge Wizard. Mail Merge
Wizard dialog box appears

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 Select the Create a new document option. This option allows you to create a
letter in the new document or if you want to use an existing document, choose
the Use the Current Document option.
 Click the Next button.
 Now, specify the type of document. For example, select Letter.

Create Data Source

Data Source consists of mailing lists. Like, name, address, phone number, city,
etc. Hence, specify the recipients list as well as the layout of the address block,
observe the second check box under Insert Address Block selected by default.

 Click on the Select Address List button.

 The Select Address List dialog box appears.
 Now, click the Create button to create a new address list. Address list dialog
box opens.
 Click on the Customize tab to add or remove fields.
 Now, enter the data in respective fields, and click New button to create the next
record.
 Enter records of your friends. Click on OK.
 You will get the Save dialog box. Specify the name in the Name box and click
the Save option.
 The Select Address List dialog box appears. In this dialog box displays the
address file added by you. Select it and click on OK.
 Now, Click on the Next button.

Creating a Salutation

After adding data source, specify the salutation to be added in the letters. For
this,

 Deselect the Insert Personalized salutation check box. This is used for
personalized salutation.
 Now, click on drop-down arrow of the General salutation and select any one of
them from the displayed list.
 The selected salutation list will be displayed in the Preview pan.
 Now, click on the Next button.

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Adjusting layout if Address blocks and Salutation

Now, specify the position of the address blocks and salutation on the document.

 In the Address Block Position section, select the Align to text body check box
to left align the address blocks.
 In the salutation position section, press either Up or Down button to set the
position of salutation as per you choice.
 Now, click on the Finish button.

Editing Individual Document

One you have finished with Mail Merge Wizard, the merged letter opens up.
Enter the common text in the letter after the salutation. Then using the Mail
Merge tool bar, do the following.

 To preview the document of a particular recipient, enter the record number of a

recipient in the Current Mail Merge Entry box.
 If you want to exclude the current recipient from this Mail Merge, select the
Exclude recipient check box.
 Click on the Edit Individual Documents button and edit document
individually, if required. Once complete the editing, save letters.

Saving and Printing Merged Documents

You can save, print or mail the merged document. Follows these steps;

 Click on the Merged Save Merged Documents button on the Mail Merge
toolbar.
 The Save merged document dialog box appears. Select the required option.
 Click on the Save Document button.
 After saving the document, click on the Print Merged Documents button on
the Mail Merge tool bar.
 The Print merged documents dialog box appears. Select the printer name in
the printer b ox.
 Select the Print All documents option if you want to take printouts of all merged
documents, or select range of documents in From box.
 Click on the Print Documents button to get the printouts.
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Activity

1. Type a letter for inviting friends or family to your birthday party and Save your
letter as Mail Merge Letter.

2. Format the letter as left aligned (block letter) with .5” or 1” margins depending
on the length.

3. Make sure your address is listed at the top of the document. Then insert two
blank lines and put the date in the month, date, year format. Then enter four
blank lines and leave space for your merge fields. Example:

Title First Name Last

Name Address 1

Address 2 City,

(Eventually you will be entering your merge fields to replace this information.)

4. Create a data source with the names and addresses of at least five families in
which you wish to mail the letters and Save your data source as Mail Merge
Data.

5. Now, return to your main document (Mail Merge Letter) and set it as the form
document and identify your data source.

6. Enter your merge fields into your main document. Merge fields should be used
for the recipients address and after Dear.

7. After your merge fields are entered merge the document and save it. Save the
merged document as Mail Merge Merged.

8. Create labels inserting your merge fields for the recipient’s name and address.
Save the merged labels as Mail Merge Labels.

9. Print your form letter, one merged letter and one label.

EXERCISE:

A. Multiple choice questions.

1. Amrita is celebrating her 14th birthday. She wants to invite her friends and
family members to the party. Which feature will she use to send the same invite
to many people with different addresses without typing it again and again?
a. Mail Merge b. Letter wizard c. Document type d. None of these
2. The mail merge wizard option is available under ____________ menu.
a. Tools b. Format c. Table d. View

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3. What is best describes a mail merge?

a. Main Document merged with a Data source
b. Word document merged with Google chrome
c. Word document merged with Access
d. Main Document merged with paint
4. What is the step number that creates a Data Source?
a. 6 b.3 c. 2 d. 1
5. Which of the following is a merge field?
a. "Grade" b.<Grade> c. \Grade/ d. <<Grade>>
6. Which button is used to create a new address list in the mail merge wizard in
the step insert address block?
a. Create Data Source b. Select address List
c. More d. None of these
7. Which of the following is the last step of the mail merge wizard?
a. Select the document b. Edit the document
c. Personalize document d. Save, Print or send
8. The ______ step of mail merge wizard allows to modify in the document.
a. Select a document type b. Create Salutation
c. Adjust layout d. Edit Document
9. Which of these do you click to launch the Mail Merge Wizard?
a. Mail Merge  Tools b. Tools  Mail Merge
c. Tools  Mail Merge Wizard d. None of these
10. __________consists of mailings list.
a. Main Document b. Data source c. Fields d. None of these
11. This document contains the text that you wish to send to all the recipients.
a. Main Document b. Data source c. Fields d. None of these

KEY: 1.a 2.a 3.a 4.c 5.b 6.b

7.d 8.d 9.c 10.b 11.a

B. Subjective questions.

1. What do you understand by the term Mail Merge?

Ans: Mail Merge is a process to create and print multiple copies of a document,
address labels, and envelopes, etc.

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2. What are the advantages of Mail Merge?

Ans: A mail merge is a quick way to take a list of people’s mailing addresses
and generate labels or envelopes with the address for a different person
on each label or envelope. In short, it’s a way to be personal, yet
efficient. It’s essential for any person or organization that has a lot of
clients, partners and other people to communicate with.
3. Define the term data source.
Ans: Data source consists of a mailing list. The data is organised in a tabular form
along with the field names. For example, First Name, Last Name, Address, City,
State, Contact No, etc. The data source is associated with the main document,
so that its field names can be used in the main document, and it becomes easy
to merge addresses with the main document.
4. Give examples of databases in which the Data Source can be created.
Ans: Excel spreadsheet, MS Access, MySQL, Oracle can be used as the database to
create the data source.
5. How to add a new field in the address list?
Ans: To add a new field follow these steps:
 Click on customize button, dialog box appears.
 Click on the add button.
 Type the field name in the Element Name box.
 Click on the Add button.
 Click on the OK button from Customize address list dialog box.

6. What are labels? How can the Mail Merge feature help in printing labels for the
letters?
Ans: Labels refer to address labels to be printed on envelops or top of the letters.
After printing your letters, you may wish to post them. For this, you need to
either write the addresses on the envelope or print the labels for individual
address. This is a time-taking task. The Mail Merge feature can help you in
printing multiple address labels on a single sheet.

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UNIT-II. ELECTRONIC SPREADSHEET (Advanced)

Chapter.1: ANALYSING DATA USING SCENARIOS AND GOAL SEEK IN

SPREADSHEET

DATA CONSOLIDATION:

Data Consolidation means combining data from different sources into one place.
The Data Consolidation function takes data from a series of worksheets or
workbooks and summaries it into a single worksheet that you can update
easily.

1. Open the worksheet that contains the cell ranges to be consolidated.

2. Choose the Data Consolidate. Consolidate dialog box appears

3. If the Source data range list contains named ranges, you can select a source
cell range to Consolidate with other areas. If the source range is not named,
click in the field to the right and either type a reference for the first source data
range or use the mouse to select the range on the sheet.

4. Click Add. The selected range now appears on the Consolidation ranges list.

5. Select additional ranges and click Add after each selection.

6. Specify where you want to display the result by selecting a target range from the
Copy results to box.

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7. Select a function from the Function list. The function specifies how the values of
the consolidation ranges are linked. The Sum function is the default setting.

8. Optionally click More in the Consolidate dialog to display additional settings.

Select Link to source data to insert the formulas. This generates the results in
the target range instead of the actual results. If you link the data, any values
modified in the source range are automatically updated in the target range. The
corresponding cell references in the target range are inserted in consecutive
rows, which are automatically ordered and then hidden from view. Only the
final result, based on the selected function is displayed.

9. Click OK to consolidate the ranges.

The data from the consolidation ranges and target range are saved when you
save the worksheet. If you later open a worksheet in which consolidation has
been defined, this data will again be available.

CREATING SUBTOTALS

Subtotal feature of Calc is used for generating subtotals. It helps you to analyse,
manage and extract specific information from rows of related data. It is basically
used for summarized data. Subtotal function is listed under the Mathematical
category which automatically creates groups and applies common functions like
‘SUM’ to the grouped data.

Steps to insert subtotal values into a sheet:

1. Ensure that the columns have labels.

2. Select the range of cells that you want to calculate subtotals and then choose
Data  Subtotals.

3. In the Subtotals dialog the Group by box, select the column that you want to
add the subtotals. If the contents of the selected column change, the subtotals
are automatically recalculated.

4. In the Calculate subtotals for box, select the columns containing the values
that you want to subtotal.

5. In the Use function box, select the function that you want to use to calculate
the subtotals and click OK.

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USING “WHAT IF” SCENARIOS

A scenario is essential feature for your calculations. This feature enables you to
analyse the data by putting different input values. For example if you want to
calculate the effect of different interest rates on investment, you can add
scenario for each interest rate and quickly view the result. You can easily edit,
create, format different groups of values.

Creating Scenarios

1. Select the cells that contain the values that will change between scenarios. To
select multiple cells, hold down the Ctrl key as you click each cell.

2. Choose Tools  Scenarios.

3. On the Create Scenario dialog, enter a name for the new scenario. It‘s best to
use a name that clearly identifies the scenario. This name is displayed in the
Navigator and on the title bar of the scenario on the sheet itself.

4. Optionally add some information to the Comment box. This information is

displayed in the Navigator when you click the Scenarios icon and select the
desired scenario.

5. Optionally select or deselect the options in the Settings section.

6. Click OK to close the dialog. The new scenario is automatically activated. You
can create several scenarios for any given range of cells.

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OTHER ‘WHAT IF’ TOOLS

Like “What If’ Scenarios there are many other ‘What If’ tools in Calc, such as
Multiple operations, Goal Seek and Solver. These are also used to analyse data
on the basis of different ‘What IF’ conditions.

Multiple Operations

The Multiple operations tool does not present the alternative versions
(Scenarios) in the same cell or with drop down list. It creates a formula array,
i.e., displays of result of applying formula to a list of alternative values for
variables in a spreadsheet range of cells.

It is very useful tool that allows you to calculate different results without
entering the values and formulas separately.

Using Goal Seek

Goal Seek is a useful tool of Calc. it is used to set a goal to find the optimum
values for one or more target variables given with the certain conditions. It
allows you to try different values in the formula to arrive at a solution for the
input value. In the other words, Goal Seek is another ‘What If’ analysis tool that
helps you to obtain the input value that result in a target value. Goal seek can
process only one input value at a time.

Goal Seek example:

To calculate annual interest (I), create a table with the values for the capital (C),
number of years (n), and interest rate (r). The formula is I = C*n*r.

Let us assume that the interest rate r of 7.5% and the number of years n (1) will
remain constant. However, you want to know how much the investment capital
C would have to be modified in order to attain a particular return I.

For this example, calculate how much capital C would be required if you
want an annual return of $15,000.

Enter each of the values mentioned above into adjacent cells (for Capital C, an
arbitrary value like $100,000 or it can be left blank; for number of years n, 1;
for interest rate r, 7.5%). Enter the formula to calculate the interest I in another
cell. Instead of C, n, and r use the reference to the cell with the corresponding
value. In our example, this would be =B1*B2*B3.
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1. Place the cursor in the formula cell (B4), and choose Tools  Goal Seek.

2. On the Goal Seek dialog, the

correct cell is already entered
in the Formula cell field.

3. Place the cursor in the

Variable cell field. In the sheet,
click in the cell that contains
the value to be changed, in
this example it is B1.

4. Enter the desired result of the formula in the Target value field. In this example,
the value is 15000.

5. Click OK. A dialog appears informing

you that the Goal Seek was
successful. Click Yes to enter the
result in the cell with the variable
value.

Using the Solver

Solver follows the Goal Seek method to solve questions. It elaborate from Goal
Seek. The only difference
between Goal Seek and
Solver that the Solver deals
with equations that have
multiple unknown variables.

It finds the variables values of

an equation according to a
set of rules that you define
and results in an optimized
value in the target cell,
named as Objective. Every
rule that you specify describes weather the value in the target cell should be a
maximum, minimum or approaching the given value.

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Solver example: Let's say you have $10,000 that you want to invest in two
mutual funds for one year. Fund X is a low risk fund with 8% interest rate and
Fund Y is a higher risk fund with 12% interest rate. How much money should
be invested in each fund to earn a total interest of $1000?

To find the answer using Solver:

1. Enter labels and data:

 Row labels: Fund X, Fund Y, and total, in cells A2 to A4.

 Column labels: interest earned, amount invested, interest rate, and time period,
in cells B1 thru E1.
 Interest rates: 8 and 12, in cells D2 and D3.
 Time period: 1, in cells E2 and E3.
 Total amount invested: 10000, in cell C4.

2. Enter an arbitrary value (0 or leave blank) in cell C2 as amount invested in

Fund X.

3. Enter the formulae given below:

 In cell C3, enter the formula C4-C2 (total amount - amount invested in Fund X)
as the amount invested in Fund Y.
 In cells B2 and B3, enter the formula for calculating the interest earned.
 In cell B4, enter the formula B2+B3 as the total interest earned.

4. Choose Tools  Solver. The solver dialog opens.

5. Click in the Target cell field. In the sheet, click in the cell that contains the
target value. In this example it is cell B4 containing total interest value.

6. Select Value of and enter 1000 in the field next to it. In this example, the target
cell value is 1000 because your target is a total interest earned of $1000. Select
Maximum or Minimum if the target cell value needs to be one of those extremes.

7. Click in the by changing cells field and click on cell C2 in the sheet. In this
example, you need to find the amount invested in Fund X (cell C2).

8. Enter limiting conditions for the variables by selecting the Cell reference,
Operator and Value fields. In this example, the amount invested in Fund X (cell
C2) should not be greater than the total amount available (cell C4) and should
not be less than 0.

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9. Click OK. A dialog appears informing you that the Solving successfully finished.
Click Keep Result to enter the result in the cell with the variable value.

Activity:

1. A student is planning her goals about the marks she should attain in the
forthcoming Semester 4 examinations in order to achieve a distinction (75%).
Assuming that examination of each subject is for 100 marks, her marks of the
previous semesters are given as under.

Find out how many marks should she obtain in 4th semester to secure
distinction.

2. A business owner wants to decide if he should try to increase the sales a

product or price of an existing product in order to increase the profit by 10%.

The owner believes that he can either increase sales by 5 units without
incurring additional costs while the price can be increased by Rs 8 without
affecting the sales.

3. The current profit situation of a business owner is as follows.

Using the scenario manager, find the effect of in the new profit in case of the
following situations.
a. Sales = 70 and cost = 80

b. Sales = 90 and cost = 72

c. Sales = 85 and cost = 80

d. Sales = 65 and cost = 80

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4. Enter the given data in the table and calculate the quantity of Gift packs to get
the revenue of 30,000 using Goal Seek.

Gift pack Price - 30

Quantity - 300

Revenue - 15000

 What will be the revenue off Gift packs, if the variables for quantity are 1000,
5000 or 10000? Calculate using the multiple operations tool.

EXERCISE:

A. Multiple choice questions.

1. Formulas in a Spreadsheet must begin with a __________ sign.

a) $ b) @ c. # d) =
2. The intersection point between a row and column is called ___________.
a) Row b) Column c. Table d) Cell
3. Rohit scored 25 out of 30 in English, 22 out of 30 in Maths. He wants to
calculate the score in IT he needs to achieve 85 percent in aggregate. Suggest
him the suitable option out of the following to do so.
a) Macro b) Solver c) Goal Seek d) Sub Total
4. ______is specifically designed to minimize or maximize the result according to a
set of rules that user define.
a) Solver b) Subtotal c) Hyperlink d) Sorting
5. _____________is elaborated from the Goal Seek.
a) Solver b) Subtotal c) Hyperlink d) Sorting
6. ___________ menu holds the ‘Multiple Operations’ tool.
a) Sheet b) Tools c) Data d) Windows
7. It is used to set a goal to find the optimum value for one or more target
variables.
a) Subtotal b) Scenario c) Goal Seek d) Solver
8. _______is the command of calc that collects the data from different Sources in to
one place in a worksheet.
a) Combining b) Consolidate c) Subtotals d) None of these
9. _______generates a subtotals to summarize the data.
a) Range b) Subtotal c) Total d) None of these

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10. Which of these actions should be perform first while using the subtotal
command?
a) Consolidate data b) Sort data
c) Filter data d) None of these
11. Which of the following is a best tool if you have a problem with the multiple
unknown variables?
a) Goal Seek b) Subtotals c) Scenarios d) Solver

KEY: 1.d 2.d 3.c 4.a 5.a 6.c

7.c 8.b 9.b 10.b 11.d

B. Subjective questions.

1. Describe data consolidation?

Ans. Data Consolidation means combining data from different sources into one place.

The Data Consolidation function takes data from a series of worksheets or

workbooks and summaries it into a single worksheet that you can update

easily.

2. What is the Solver?

Ans: Solver follows the Goal Seek method to solve questions. It the elaborate from of

Goal Seek. The only difference between Goal Seek and Solver that the Solver

deals with equations that have multiple unknown variables.

3. What is ‘subtotal’? How to count subtotal?

Ans: Subtotal feature of Calc. is sued for generating subtotals. It helps you to

analyse, manage and extract specific information from rows of related data. It is

basically used for summarized data. Subtotal function is listed under the

Mathematical category which automatically creates groups and applies common

functions like ‘SUM’ to the grouped data.

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Steps to insert subtotal values into a sheet:

1. Ensure that the columns have labels.

2. Select the range of cells that you want to calculate subtotals for, and then
choose Data  Subtotals.

3. In the Subtotals dialog the Group by box, select the column that you want to
add the subtotals. If the contents of the selected column change, the subtotals
are automatically recalculated.

4. In the Calculate subtotals for box, select the columns containing the values
that you want to subtotal.

5. In the Use function box, select the function that you want to use to calculate
the subtotals.

6. Click OK.

4. Briefly explain use of scenario? How can you create scenario?

Ans. A scenario is a set of values that you enter in a worksheet to perform

calculations. You can easily create, edit, and format different groups of values
(in form of scenarios), and name them as per your choice. You can create as
many scenarios as you want and then compare them without changing the
values, manually.

Creating Scenario:

i. Select the cells that contain the values that will change between scenarios. To
select multiple cells, hold down the Ctrl key as you click each cell.

ii. Choose Tools  Scenarios.

iii. On the Create Scenario dialog, enter a name for the new scenario .This name is
displayed in the Navigator and on the title bar of the scenario on the sheet itself.

iv. Optionally add some information to the Comment box. This information is
displayed in the Navigator when you click the Scenarios icon and select the
desired scenario.

v. Optionally select or deselect the options in the Settings section. See below for
more information about these options.

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vi. Click OK to close the dialog. The new scenario is automatically activated. You
can create several scenarios for any given range of cells.

5. What is ‘Goal seek’?

Ans. It is used to set a goal to find the optimum value for one or more target
variables, with the certain conditions. It allows you to try different values in the
formula to arrive at a solution for the input value. In other words, Goal Seek is
another What-If Analysis tool that helps you obtain the input value that result
in the target value that you want.

6. Why do we consolidate data?

Ans: We consolidate data to collect the contents of cells from several worksheets to a
single worksheet.

7. Chetan has last year sales report of North, East, Wes and South Zones. He
wants to combine all the data to view the total sales of every month. Which
feature of Calc should he use?

Ans: He should use Consolidate feature.

8. Suma is reviewing a sales report of the sales executive to find the total number
of orders of every executive. Which feature in Calc should she use perform this
task?

Ans: She should use the Subtotal feature.

9. What is the basic difference between ‘Scenario Manager’ and ‘Data Table' tools?

Ans: Scenario Manager: It is an important tool of Calc, which you use to test the
‘What-If’ questions. It enables you to manage and view data from different input
values. For example, if you want to calculate the effect of different interest rates
on an investment, you could add a scenario for each interest rate, and quickly
view the results.

Data Table: is a way to see different results by altering an input cell in your
formula. Instead of creating different scenarios, you can create a data table to
quickly try out the different values for the formulas. You can create a one or two
variable data table.

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Chapter-2. LINK DATA AND SPREADSHEETS

USING MULTIPLE WORKBOOKS AND LINKING CELLS

Spreadsheet allows you to link the cells from various worksheets and from
various other spreadsheets to summarize data from several sources. In this
manner, you can create formulas that span different sources and make
calculations using a combination of local and linked information. Multiple
sheets help keep information organized.

SETTING UP MULTIPLE SHEETS

When you open a new spreadsheet, by default, it has a sheet named Sheet1
which is managed using tabs at the bottom of the spreadsheet.

Inserting new sheets:

There are several ways to insert a new sheet. The first step, in all cases to select
the sheet that will be next to the new sheet. Then do any of the following:

 Select Insert  Sheet from the menu bar, or

 Right-click on the tab and select Insert Sheet, or
 Click in an empty space at the end of the line of sheet tabs.
Inserting sheets from a different spreadsheet:
If you prefer, select the Link option to insert the external sheet as a link
instead as a copy. This is one of several ways to include “live” data from another
spreadsheet. The links can be updated manually to show the current contents
of the external file, or depending on the options you have selected in Tools 
Options  OpenOffice.org Calc.  General  Updating, whenever the file is
opened.

Renaming Worksheets

There are three ways you can rename a worksheet, and the only difference
between them is the way in which you start the renaming process. You can do
any of the following:

 Double-click on one of the existing worksheet names.

 Right-click on an existing worksheet name, then choose Rename Sheet…from
the Context menu.

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 Select the worksheet you want to rename (click on the worksheet tab) and then
click FormatSheetRename.
Create or Change a Cell Reference
A cell reference refers to a cell or a range of cells on a worksheet and can be
used to find the values or data that you want formula to calculate.
In one or several formulas, you can use a cell reference to refer to:
 Data from one or more contiguous cells on the worksheet.
 Data contained in different areas of a worksheet.
 Data on other worksheets in the same workbook.

CREATING REFERENCING WITH OTHER SHEETS

There are two ways to reference cells in other sheets,
i. Using the keyboard
ii. Using the mouse.
Creating the Reference with the Keyboard
If you entering the cell reference with keyboard, you need to reference manually.
 Open worksheet in which you want to create reference. For Example Sheet3
(Total number of Books)
 To get the total number of books in your school library, type the formula
=SUM($’Books Census’.C4:E4) in cell C3 press enter key.
 You will get the sum of books on sheet3.
 Drag the formula rest of the cells.
Creating the Reference with the Mouse
To make the cell reference with mouse in cell B3, select the cell and follow these
steps.
 Open the workbook containing both the work sheets, For example Sheet1
(Books Census) and Sheet2 (Total number of books)
 Open the sheet in which in which the link is to be created, select the Sheet2
tab.
 After choosing the sheet, click on cell C3 the where formula is to be entered.
 Type =SUM(in cell C3), with opening parenthesis, switch to the Sheet1(Books
Census) and select the cell range that you wish you sum up.
 Now, got Sheet2 and enter the close parenthesis’)
 Press enter key you will get the sum of books on sheet2.

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WORKING WITH HYPERLINKS

Hyperlinks can be used in Calc. to jump to a different location from within a

spreadsheet and can lead to other parts of the current file, to different files or
even to web sites.

Relative and Absolute Hyperlinks

Hyperlinks can be stored within your file as either relative or absolute.

Relative Hyperlink: A Relative Hyperlink is link that contains an address that

is relative to the address of the output file (destination file). It holds only
particular address. For example you have saved a spread sheet ‘Solver.ods’ in C
drive and an image “Book.JPG”, which to be linked with the spreadsheet in the
same drive, then the following will be the relative path.

Relative link path image: \Book.JPG

The above Relative path starts from the location of the file ‘Solver.ods’ which is
at the location C:\School\

Absolute Hyperlink: An absolute hyperlink is a link that contains full address

of the destination file or of the webpage.

Example : https://cbseacademic.nic.in/books

Inserting a Hyperlink:

 Bring the mouse pointer where you want insert Hyperlink or select the text that
you want to put as a hyperlink.

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 Choose InsertHyperlink from menu bar.

 The hyperlink dialog box opens.
It contains the following categories;
Internet: the hyperlink points to a web address, normally starting with http://
Mail & News: the hyperlink opens an email message that is pre-addressed to a
particular recipient.
Document: the hyperlink points to a place in either the current worksheet or
another existing worksheet.
New document: It enables you to create hyperlink to access a place in either
the current document or existing document.

The top right part of the dialog changes according to the choice made for the
hyperlink category from the left panel.

 For an Internet hyperlink, choose the type of hyperlink (choose between Web,
FTP or Telnet), and enter the required web address (URL).
 For a Mail and News hyperlink, specify whether it is a mail or news link, the
receiver address and for email, also the subject.
 For a Document hyperlink, specify the worksheet path (the Open File button
opens a file browser); leave this blank if you want to link to a target in the same
spreadsheet. Click on the Target icon to open the Navigator where you can
select the target, or if you know the name of the target, you can type it into the
box.
 For a New Document type hyperlink, specify whether to edit the newly created
worksheet immediately (Edit now) or just create it (Edit later) and enter the file
name and the type of worksheet to create (text, spreadsheet, etc.). The Select
path button opens a directory picker dialog.

The Further settings section in the bottom right part of the dialog is common to
all the hyperlink types, although some choices are more relevant to some types
of links.

 Set the value of Frame to determine how the hyperlink will open. This applies to
worksheets that open in a Web browser.
 Form specifies if the link is to be presented as text or as a button.
 Text specifies the text that will be visible to the user. If you do not enter
anything here, Calc will use the full URL or path as the link text.
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Note: that if the link is relative and you move the file, this text will not change,
though the target will.
 Name is applicable to HTML documents. It specifies text that will be added as a
NAME attribute in the HTML code behind the hyperlink.

LINKING TO EXTERNAL DATA

In Calc it is possible to retrieve data from external sources. You can insert data
from HTML documents, Calc. spreadsheet or Microsoft Excel spreadsheet, into a
Calc spreadsheet as a link. The data must be located within a named tables in a
source file. You can do this in two ways: using the External Data dialog or using
the Navigator.

Using the External Data dialog:

1. Open the Calc worksheet where the external data is to be inserted. This is the
target worksheet.

2. Select the cell where the upper left-hand cell of the external data is to be
inserted.

3. Choose Insert  Link to External Data.

4. On the External Data dialog, type the URL of the source worksheet or click the
[...] button to open a file selection dialog. Press Enter to get Calc to load the list
of available tables.

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5. In the Available tables/range list, select the named ranges or tables you want to
insert. You can also specify that the ranges or tables are updated every (number
of) seconds.

6. Click OK to close this dialog and insert the linked data.

Linking to Registered Data Sources

You can access a variety of databases and other data sources and link them
into Calc worksheets. First you need to register the data source with
OpenOffice.org. (To register means to tell OOo what type of data source it is and
where the file is located.) The way to do this depends on whether or not the data
source is a database in *.odb format.

To register a data source that is in .odb format:

 Choose Tools  Options  OpenOffice.org Base  Databases.

 Click the New button to open the Create Database link dialog.
 Enter the location of the database file, or click Browse to open a file browser
and select the database file.

 Type a name to use as the registered name for the database and click OK. The
database is added to the list of registered databases. The OK button is enabled
only when both fields are filled in.

Activity:

1. Create a worksheet with five members and enter their marks in sheet1. Copy
the ‘Name’ column and ‘Total Marks’ column in sheet 2. Now, calculate Total
marks by referencing the cell of Sheet 1.

2. Create a new file in spreadsheet software. Enter the data such as Roll no, GR
NO, First Name, Last Name, Date of Birth, Father Name, Mother Name. Enter
records for at least 15 students.

3. Rena me this worksheet as "Student Profile".

4. Insert 3 new worksheets and rename as “Periodic Test”, “Periodic Test II” and
"Periodic Test III” respectively.

5. In the Periodic Test I worksheet create a reference for Roll No, First Name, and
last Nam e columns from Student Profile by using the keyboard.

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EXERCISE

A. Multiple choice questions.

1. In the formula = SUM ('Records of Students'!B4:D4), ‘Records of Students’ is

a___________.
a. Sheet name b. Range c. Database d. None of these
2. The Hyperlink option is present in the _______menu.
a. Data b. Insert c. Review d. View
3. __________ is the shortcut key to open ‘Data Source View’.
a. Ctrl+F4 b. Shift+F4 c. Ctrl+Shift d. Ctrl+Shift+F4
4. To insert New Sheet ____________.
a. Insert Sheet b. Insert Data c. DataSheet d. DataInsert
5. Which of the following is an absolute hyperlink?
a. https://cbseacademic.nic.in/books b.\Book.JPG
c. //Books.JPG d. None of these
6. The cell reference for cell range of G2 to M12 is _______.
a. G2-M12 b. G2;M12 c. G2:M12 d.G2=M12
7. A hyperlink in Calc can be __________.
a. Text b. Images c. Both a & b d. None of these
8. To register a data source that is in *.odb format, select ___________.
a. Options  Tools b. Options Edit
c. Tools  Options d. Edit Options
9. Which of the following is a relative hyperlink?
a. /Picture.jpg b. http:// www.rediff.com
c. ///picture.jpg d. All of these
10. What is the keyboard shortcut to insert hyperlink in your worksheet?
a. Ctrl +O b. Ctrl+ H c. Shift+ K d. Ctrl + K
11. The ________ dialog box is used to create a link quickly and easily if a source file
has named ranges or tables.
a. External Data b. Internal Data c. Both a & b d. None of these

KEY: 1. a 2.b 3.d 4.a 5.a 6.c

7.c 8.c 9.a 10.d 11. a

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B. Subjective questions.

1. How to Rename the worksheets?

Ans. There are three ways you can rename a worksheet, and the only difference
between them is the way in which you start the renaming process.
You can do any of the following:

a. Double-click on one of the existing worksheet names.

b. Right-click on an existing worksheet name, then choose Rename from the

resulting Context menu.

c. Select the worksheet you want to rename (click on the worksheet tab) and
then select the Sheet option from the Format menu. This displays a submenu
from which you should select the Rename option.

2. Differentiate between the Absolute and Relative hyperlinks.

Ans: Hyperlinks can be used in Calc to jump to a different location from within a
spreadsheet. An absolute link will stop working only if the target is moved. A
relative link will stop working only if the start and target locations change
relative to each other.
For instance, if you have two spreadsheets in the same folder linked to each
other and you move the entire folder to a new location, a relative hyperlink will
not break.
3. What is ‘cell reference’?
Ans. A cell reference refers to a cell or a range of cells on a worksheet and can be
used to find the values or data that you want formula to calculate.
4. What are the two ways of referencing cells in other worksheets?
Ans. Two ways to reference cells in other sheets:
i. By entering the formula directly using the keyboard
ii. By using the mouse.

5. List the procedure involved in Linking HTML Tables to Calc Worksheet.

Ans: In electronic spreadsheet you can insert table from HTML document, You can
import tables from HTML documents into an electronic spreadsheet in two
different ways.
i. Using External Data dialog
ii. Using Navigator

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6. How do you insert a new sheet in a workbook?

Ans:
 Select Insert  Sheet from the menu bar, or
 Right-click on the tab and select Insert Sheet, or
 Click in an empty space at the end of the line of sheet tabs. Or
 Press Shift + F11. This inserts a new sheet in the current workbook.

7. Why do you link the data of spreadsheets?

Ans: Linking spreadsheet data enables you to keep the information updated without
editing in multiple locations, every time the data changes. The ability to create
links eliminates the need of having identical data entered and updated in
multiple sheets. This saves time, reduces errors, and improves data integrity. It
is a quick way to get the data from one worksheet to another by using the ‘copy
and paste’ method.
8. How can you import the data from external data sources in Calc?
Ans: You can insert data in a spreadsheet from different external sources, such as
from MS Access, Web, Text and other sources (SQL Server and XML Data
Import). When you import data, you make a permanent connection that can be
refreshed, whenever required.
follow the given steps to Import the data from Access to the Calc worksheet:
 Open the Calc worksheet in which data is to be inserted from an external
source.
 Open the Data tab and choose the From Access option from the Get External
Data group.
 The Select Data Source dialog box opens. Choose a database file and click on
Open.
 The Select Table dialog box opens. Choose the desired table.
 The Import Data dialog box opens.
 Choose the Table option to view data in a tabular format.
 Also, choose whether you want to put the data in the Existing worksheet or in a
New worksheet. Click on OK.
 The Access table is displayed in the worksheet.

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Chapter-3. SHARING AND REVIEWING SPREADSHEET DATA

Introduction

In most office settings, there is a shared drive where teams can store common
files for everyone to use. This usually leads to sighting of the message: “The
document [file name] is locked for editing by another user. To open a read-only
copy of this document, click“!! This message appears because someone else
already has the file open. Sometimes however, it is necessary to have multiple
people working on a file at the same time. This can be to either speed up data
entry or simply make things easier for collaboration purposes.

Spreadsheet software allows the user to share the workbook and place it in the
network location where several users can access it simultaneously.

SETTING UP A SPREADSHEET FOR SHARING

You can share a worksheet, many users can work on it, simultaneously. For
example they can enter data, insert rows, columns, change formulas and
change formatting.

To share a spread sheet follow these

steps:

 Create a spreadsheet and save it in

network location, so that other users
can access easily.
 In spreadsheet click on Tools menu,
choose the Share Spreadsheet to
activate the collaboration features for
this file.
 The Share Document dialog box
opens. Select the Share this
spreadsheet with other users check box to enable sharing.
 Click on OK. If you have already saved the spreadsheet, a message appears
starting that you must save it in the active shared mode.
 Click on Yes to continue. Now all the users can work together on the same
spreadsheet.

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OPENING A SHARED SPREADSHEET

When you open a spreadsheet that is in shared mode,

 Locate file in the network location and double click on it.

 When you open a spreadsheet, you will see a message that the worksheet is in
shared mode and that some features are not available in this mode.

 You can choose to disable this message for the future. After clicking OK, the
worksheet is opened in shared mode.

SAVING A SHARED SPREADSHEET

When you save a shared spreadsheet, one of several situations may occur:

 If the worksheet was not modified and saved by another user since you opened
it, the worksheet is saved.

 If the worksheet was modified and saved by another user since you opened it,
one of the following events will occur.

 If the changes do not conflict, the worksheet is saved, the dialog below appears,
and any cells modified by the other user are shown with a red border

 If the changes conflict, the Resolve Conflicts dialog is shown. You must decide
for each conflict which version to keep, yours or the other person’s. When all
conflicts are resolved, the worksheet is saved. While you are resolving the
conflicts, no other user can save the shared worksheet.
 If another user is trying to save the shared worksheet and resolve conflicts, you
see a message that the shared spreadsheet file is locked due to a merge-in in
progress. You can choose to cancel the Save command for now, or retry saving
later. When you successfully save a shared spreadsheet, the worksheet shows
the latest version of all changes that were saved by all users.

RECORD CHANGES

Sometimes you may require to record the changes done by you or others. In
spreadsheet to review later. The Track changesRecord command is used for
this purpose. The Track Changes feature of Calc enables you to keep a track of
the changes done by you other persons in spreadsheet.

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Track changes records usual changes addition, deletion, alternation of content

and formatting in order to ease of review. To make these changes, use the
Record changes feature in Calc.

To start recording changes:

1. Open the Spreadsheet which you want to record the changes.

2. Select Edit Track Changes Record from the menu bar to turn on the track
changes.

3. Begin editing the worksheet.

A coloured border, with a dot in the upper left-hand corner, appears around a cell
where changes were made. Other reviewers then quickly know which cells were
edited. A deleted column or row is marked by a heavy coloured bar.

Viewing Changes

Calc gives you tremendous control over what changes you see when reviewing a
worksheet. To change the available filters, select Edit  Changes  Show.

Using the different settings, you can control which changes appear on screen.

You can filter based on:

 Date – Only changes made in a certain time range are displayed.

 Author – Only changes made by a specific author are displayed. This is
especially useful if you have multiple reviewers on the worksheet.
 Range – Only changes made in a specific range of cells are displayed. This is
especially useful if you have a large spreadsheet and only want to review a part
of it.
 Comment – Searches the content of the comments and only displays changes
which have comments that match the search criteria.
 Show accepted changes – Only changes you accepted are displayed.
 Show rejected changes – Only changes you rejected are displayed.

ADDING COMMENTS TO CHANGES

Calc automatically adds to any recorded change a comment describing what

was changed (for example, Cell B4 changed from ‘9’ to ‘4’). Reviewers and
authors can add their comments to explain their changes.

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To add a Comment

1. Make the change to the spreadsheet.

2. Select the cell with the change.

3. Choose Edit  Changes  Comments. Automatically-added comment

provided by Calc appears in the title bar of this dialog and cannot be edited.

4. Type your own comment and click OK.

After you have added a comment to a changed cell, you can see it by hovering
the mouse pointer over the cell. The comment also appears in the dialog when
you are accepting and rejecting changes.

Editing change comments

1. Select the cell with the comment that you want to edit.

2. Select Edit  Changes  Comments.

3. Edit the comment and click OK.

ACCEPTING OR REJECTING CHANGES

When you receive a worksheet back with changes, you can step through each
change and decide whether accept the change or not. To begin this process:

1. Open the edited worksheet.

2. Select Edit and choose Track ChangesManage

3. The Manage dialog box opens containing the list of changes.

4. Click on the Accept or Reject button to accept or reject to changes. Or click on

the Accept All or Reject All button to accept or reject to all changes at a time.

Comparing Worksheets

Sometimes when sharing documents reviewers may forget to record the changes
they make. This is not a problem with Calc because Calc can find the changes
by comparing documents.

In order to compare documents you need to have the original document and the
one that is edited.

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To compare them: Open the edited document that you want to compare with the
original document. Select Edit  Compare Document.

An open document dialog appears. Select the original document and click
Insert.

Calc finds and marks the changes as follows:

All data that occurs in the edited document but not in the original is identified
as inserted.

All data that is in your original document but is not in the edited document is
identified as deleted.

All data that is changed, is marked as changed.

From this point you can go through and accept or reject changes as you could
normally.

Merging Worksheets

Sometimes, multiple reviewers return edited versions of a worksheet at the

same time. In this case, it may be quicker to review all of these changes at once,
rather than one review at a time. For this purpose, Calc provides the feature of
merging worksheets.

To merge worksheets, all of the edited worksheets need to have recorded

changes in them.

1. Open the original worksheet.

2. Select Edit  Changes  Merge Document.

3. A file selection dialog opens. Select a file you want to merge and click OK.

4. After the worksheets merge, showing changes done by more than one reviewer.

5. If you want to merge more worksheets, close the dialog and then repeat steps 2
and 3.

Activity

1. Open a worksheet and share it with the others to add literacy rate for male and
female of state wise.

2. Allow every users to change the data.

3. Enable highlight changes to your worksheet.

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4. Insert appropriate comments on the changes made by another user.

5. Edit any two comments.

6. Accept all the changes made by another user.

EXERCISE

A. Multiple choice questions.

1. Krish and Kritika have done a survey of age wise literacy rates of their locality
as a school project, which they have created in a Spreadsheet. They both want
to work simultaneously to complete it on time. Which option they should use to
access the same Spreadsheet to speed up their work.
a. Consolidate Worksheet b. Shared Worksheet
c. Link Worksheet d. Lock Worksheet
2. ‘Share Spread Sheet’ option present in the _________menu.
a. File b. Tools c. Edit d. Insert
3. ‘Track Changes’ option present in the __________menu.
a. File b. Tools c. Edit d. Insert
4. If you want to edit the comments, click on ____________.
a. Edit  Changes Comments b. Change  Edit Comment
c. Comment Changes Edit d. None of these
5. Which of the following is a correct choice to record changes in a Spreadsheet?
a. Changes  Track Changes b. Track Changes  Record
c. Track record  Changes d. None of these
6. Which dialog box allows you to accept or reject changes in Spreadsheet?
a. Manages Changes b. Track Changes
c. Record Changes d. None of these
7. Which dialog box helps you to fix conflict changes in a spreadsheet?
a. Manage Changes b. Resolve Conflict
c. Correct Conflict d. None of these.
8. _____________ is the short cut key to add comment.
a. Ctrl+ Alt+ C b. Ctrl+ Alt+ D c. Ctrl+ Alt+ I d. Ctrl+ Alt+ E
9. You can use ____ feature to compare the edited document with the original one.
a. Merged Document b. Compare Document
c. Manage Document d. Conflict Document

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10. _______ helps in reviewing all the changes done in one different sheets in one go.
a. Merging Spreadsheets b. Comparing Spreadsheets
c. Conflict Spreadsheets d. None of these
KEY: 1.b 2.b 3.c 4.a 5.b

6.a 7.b 8.a 9. B 10.a

B. Subjective questions.

1. What are comments? What is the purpose of adding comments?

Ans: Comments help in providing some extra information on the data stored in a cell.
They play an important role to add some facts, tips, or feedback for the user.
Reviewers and authors can add their comments to explain their changes.

2. How can we add a comment to changes made?

Ans. i. Make the change to the spreadsheet.

ii. Select the cell with the change.

iii. Choose Edit  Changes  Comments.

Automatically added comment provided by Calc appears in the title bar of this
dialog and cannot be edited.

iv. Type your own comment and click OK.

3. How can you share Spreadsheet? or How can a group of people work on
spreadsheet, simultaneously?

Ans: You can set up a spreadsheet for sharing with others. With the spreadsheet
document open,

 Create a spreadsheet and save it in network location, so that other users can
access easily.
 In spreadsheet click on Tools menu, choose the Share Spreadsheet to activate
the collaboration features for this file.
 The Share Document dialog box opens. Select the Share this spreadsheet
with other users check box to enable sharing.

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 Click on OK. If you have already saved the spreadsheet, a message appears
starting that you must save it in the active shared mode.
Click on Yes to continue. Now all the users can work together on the same
spreadsheet.

4. Why are track changes needed?

Ans: Sometimes, you may be required to record the changes done by you or the other
users in a spreadsheet to review later. The Track Changes feature in Calc is
used for this purpose. It enables you to keep a track of the changes done by you
or the other users in a spreadsheet. Track changes records the usual changes,
such as addition, deletion, content alterations, formatting, and makes the
changes visible in order to ease the review process.

5. Why do you compare and merge spreadsheets?

Ans: Sometimes, you have different versions of the same spreadsheet, and you want
to view all the changes and comments of all the users in one go. In such a case,
the Compare and Merge Workbook feature of Calc can be used. It is a useful
tool that allows you to compare all the changes made by the different users and
merge them into a single file. It also addresses the users when you accept or
reject the changes.

6. Ravi has received a spreadsheet that has been reviewed by his friend Karthik
who made all the corrections after turning on the Track Changes. Help Ravi to
accept or reject the changes in the spreadsheet.

Ans: Click on ReviewTrack ChangesAccept/Reject Changes.

7. Suppose, you have sent a worksheet to your friend, and he reviewed the
worksheet without activating the track changes? Which feature of Calc can you
use to easily identify the changes?

Ans: Use Compare and Merge Workbook feature.

8. Describe the use of the Resolve Conflicts dialog box in Calc.

Ans: If the spreadsheet has been opened and modified by another user since you
opened it, there may be some chances that the changes conflict while saving it.
In such situation, the Resolve Conflicts dialog box opens. Here, you must decide
which version of the conflict to keep, by clicking on Accept Mine or Accept Other
option. When all the conflicts are resolved, the document is saved.

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Chapter-4. USING MACROS IN A SPREADSHEET

THE MACRO RECORDER

A macro feature of Calc allows you to record a set of actions that you perform
repeatedly in a spreadsheet. A macro automates the recorded actions and saves
your time. The OpenOffice.org (OOo) macro language is very flexible, allowing
automation of both simple and complex tasks. Macros are especially useful to
repeat a task the same way over and over again.

Recording a Macro:

1. Select the Tools menu on the Menu bar.

2. Select the Macros  Record Macro. The Record Macro dialog box appear.

3. Enter the information or perform a set of actions to be recorded. Press the Esc
key to deselect object, as the macro recorder currently does not record this
action by the mouse click.

4. To stop recording, click on the Stop Recording option in the Record Macro
dialog box.

5. The Open Office Basic Macros dialog box opens.

6. Choose the Standard library under My Macros library.

7. Click on the New Module to create a new module for the macro.

8. The New Module dialog box opens. Enter the name for the module.

9. The Open Office Basic Macros dialog box will display the name of the module in
the standard library.

10. In the Macro Name text box, type a name for the macro you have just recorded,
for ex. Macro 1.

11. Click on Save to save Macro.

Running a Macro:

1. Select the Tools Menu on the Menu bar and choose MacrosRun Macro.

2. The Macro Selector dialog box opens. Locate your macro and select it.

3. Click on Run.

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USING A MACRO AS A FUNCTION:

A function is a line of code that executes when you call it. When you invoke a
function, it returns a value. To define a macro as function, use the keyword
function. Each function has a name and parameters whose value you pass
when you invoke the function.

Syntax to define a simple function without parameters.

Function Function _Name ( )

Body of Function

Function_Name=Result

End Function

To create a Macro as a function follow these steps:

 Create a new spreadsheet and save it as Macrofunction.ods

 Select the Tools  Macros  Organize Macros  OpenOffice.org

 Choose the Libraries tab and select the spreadsheet containing macro.

 Click on New button, the New Library dialog box appears.

 Enter name for the library and click on OK. The new library name is shown in

the library list.

 Select the library name (Text2) and click on the Edit button.

 The Open Office, Basic Text Editor opens. Notice, Calc automatically creates a

module named Module1 and macro named main.

 Enter the code for Module 1.

 Save the modified Module1, Click on Save button.

 Now, call the macro by entering the function =Five() in a cell of the spreadsheet.

Macroasfunction.ods as shown you will get the sum of the first five numbers.

 Save the spreadsheet and close, and open this spreadsheet again.

 Clac display a warning dialog box as per the option chosen by you in

ToolsOptionsOpenOfficeSecurityMacro Security.

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 Click on the Enable Macros button, otherwise Calc will not allow any macros to

be run inside the spreadsheet.

PASSING ARGUMENTS TO MACROS

To illustrate a function that accepts arguments (value/parameters), to a macro

when you call it. To allow a macro accept a value, simply type a name for the
value between the parentheses at the top of the macro.

Syntax to define a macro with parameters:

Function Function_Name(Optional1 Parameter1, optinal1 Parameter2, …,)

Program Code

FunctionName=Result

End Function

Syntax to pass arguments to a macro while calling it:

=Function_Name(Optional1 Parameter1, optinal1 Parameter2, …,)

We will write a macro named ‘Multiply’ to calculates product of the two

numbers. Numbers will be passed through the user while calling a macro.

Steps to create a macro:

 Create a new Calc spreadsheet.

 Select the Tools  Macros  Organize Macros  OpenOffice Basic.

 The Open Office Basic Macro dialog box appears, click on the Organizer button.

 Click on the Modules tab and select Standard library.

 Click on the New button, the New Module dialog box opens.

 Enter the name for the module and click on OK.

 Select the module name, which is Module2 and click on the Edit button.

 The Open Office Basic Text Editor opens.

 Enter the code define a macro to pass arguments for Module2.

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 Save the modified Module2, Click on Save button.

 To call the created macro, type the macro pass the defined arguments

 For example, if you have two values 5 and 10 in cells B1 and C1, to calculate

the product of these two values, type =Multiply(B1,C1).

 You will get the product of passed values.

Passing one argument is as easy as passing two: add another argument to the

function definition. When calling a function with two arguments, separate the

arguments with a semicolon; for example, =TestMax(3; -4).

TestMax accepts two arguments and returns the larger of the two.

Writing Macros that act like built-in Functions

Although Calc finds and calls macros as normal functions, they do not really
behave as built-in functions. For example, macros do not appear in the function
lists. It is possible to write functions that behave as regular functions by writing
an Add-In.

Accessing Cells Directly

You can access the OOo internal objects directly to manipulate a Calc
document. For example, the macro adds the values in cell A2 from every sheet
in the current document. This Component is set by Start Basic when the macro
starts to reference the current document. A Calc document contains sheets.
This Component .get Sheets(). Use get Cell By Position(col, row) to return a cell
at a specific row and column.

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Add cell A2 in every sheet.

SORTING

Sorting data can be automated in Open Office by creating a Macro in Calc. Data
can be sorted on a single column or more than one column. Each time the
Macro runs the data gets sorted. Such macros can be written using code in
Open Office.

Activity:

1. Create a Macro as a function to calculate the sum of two numbers by passing

arguments.

EXERCISE

A. Multiple choice questions.

1. A ________________ is a saved sequence of commands/keystrokes that are stored

for later use.
a. Solver b. Subtotal c. Macro d. Sorting
2. __________ tool allows you to record macros.
a. Macro Viewer b. Record Macro c. Insert Record d. None of these
3. In calc to run a macro, select ___________.
a. Tools> Run Macro b. Tools > Macros > Run Macro
c. Tools > Macro d. Macro > Run Macro
4. Which of the following is not recorded by Macro?
a. Entering Formula b. Entering Text
c. Editing text d. Windows Switching
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5. Macros option present in the _______ tool.

a. Edit b. File c. Tools d. Insert

KEY: 1.c 2. b 3.b 4.d 5.c

B. Subjective questions.

1. What are macro?

Ans: Macros are small programs that record your actions as you perform a task in
Calc. A macro is a saved sequence of commands or keystrokes that are stored
for later use. Macros are especially useful to repeat a task the same way over
and over again.
2. How can we record a Macro?
Ans. Steps to record macro are as follows:
a. Use Tools > Macros > Record Macro to start the macro recorder. The Record
Macro dialog is displayed with a stop recording button.
b. Perform the actions you want to be recorded in the document.
c. Click Stop Recording.
d. The Macro dialog appears, in which you can save and run the macro.
3. What do you mean by sorting?
Ans. Sorting is the process of arranging data into meaningful order so that you can
analyse it more effectively. For example, you might want to order sales data by
calendar month so that you can produce a graph of sales performance. Sort text
data into alphabetical order, sort numeric data into numerical order.
4. Write the Syntax to define a macro as a function.
Ans: A function is a line of code that is executed on function calling. When you call a
function, it is invoked and returns result as per the code. To define a macro as a
function, use the keyword Function. Each function has a name and may have
parameters whose values you pass when you call the function.
Syntax:

Function Function_Name( )

Body of Function

Function _Name=Result

End Function

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UNIT-III. RELATIONAL DATABASE MANAGEMENT SYSTEM

Chapter-1. CONCEPT OF DATABASE MANAGEMENT SYSTEM

DATABASE

A database is a collection of data, which is stored in a systematic manner, i.e.,

in the form of tables so that you can retrieve and manipulate the data quickly
from a large set of data. A database consists of one or more tables. A table holds
information in the form of rows and columns. Some of the database programs
such as Microsoft Access, OpenOffice.org Base, and MySQL. These database
programs are used to store related information and perform various operations
as per user needs in the computer system.

Structure of database:

The database consist of following components, each components play an

important role in DBMS.

 Tables: Tables consist of rows and columns. The intersection of rows and
columns are called cells. Each cell consist of values of field type.
 Rows: Rows are called Records. A record is set of related information that
belongs to a particular object. For example if you take, Student table, the data
of related fields of students, such as Name, Roll No, Address, Class, etc., is
called a record. A single record also known as a tuple.
 Columns: Columns are referred to as fields; a field describes a specific property
of a record, also known as attribute. A field is a piece of information about
object.
 Value: Value is the actual text or numerical amount or date that you put in
while adding information to your database.

DATABASE MANAGEMENT SYSTEM (DBMS)

A database management system is a software package that enables you to

create, store, modify, update and extract information based on user conditions.
It allows different user application programs to access the same database,
concurrently. The main function of DBMS is to provide the users with efficient
and reliable methods of data storage, modification and retrieval. Some of the
DBMSs are Oracle, IBM DB2, Microsoft SQL server, Microsoft Access,

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PostgreSQL, MySQL, FoxPro and SQLite. Some of the DBMS applications are
Inventory, Payroll, reservation, invoicing, Medical records etc.

Components of DBMS:

Hardware: The computer, hard disk, I/O channels and other physical
components.

Software: This is set of programs to controls and access the database.

Data: It is a raw fact represented by values.

Procedures: This are the general instructions to use a DBMS such us

installation of DBMS, backups, reports etc.

Database access language: They are the language used to write commands to
access, insert, update and delete data stored in any database.

Types of DBMS
Flat File DBMS: Data is stored in a single table. Usually suitable for less
amount of data.
Relational DBMS: Data is stored in multiple tables and the tables are linked
using a common field. Relational is suitable for medium to large amount of
data.
Network DBMS: It supports many to many relations which results complex
database structure.
Object oriented DBMS: It stores data in the form of objects.

Advantages of Database

Sharing of Data-In a database, the users of the database can share the data
among themselves.

Data availability-The data of database can available anytime and anywhere.

Reduced Data Redundancy- Redundancy means duplication of data. The

database management systems contain multiple files that are to be stored in
many different locations in a system or even across multiple systems. Because
of this, there were sometimes multiple copies of the same file which lead to data
redundancy. This is prevented in a database as there is a single database and
any change in it is reflected immediately.

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Data Integrity -Data integrity means that the data is accurate and consistent
in the database. Data Integrity is very important, as there are multiple
databases in a DBMS.

Ensure Data Security - Data Security is an important concept in a database.

Only authorised users should be allowed to access the database and their
identity should be authenticated using a username and password.

Privacy -The privacy rule in a database states that only the authorized users
can access a database according to its privacy constraints. To secure data levels
are set in the database and a user can only view the data which is allowed to be
seen. For example - In social networking sites, access constraints are different
for different accounts a user may want to access.

Data Consistency - Data consistency is ensured in a database because there is

no data redundancy. Data Consistency means there should be multiple
mismatching copies of the same data. All data appears consistently across the
database and must be same for all the users viewing the database. Moreover,
any changes made to the database are immediately reflected to all the users and
there is no data inconsistency.

Backup and Recovery Management - Database Management System

automatically takes care of backup and recovery. Moreover, it also restores the
database after a crash or system failure to its previous condition.

For example:
Employee
Emp_Code Emp_Name Emp_Address Emp_Designation Emp_ContactNo Emp_Salary
E001 ABC Meerut Manager 9006543210 Rs. 50,000

Table: Employee
Field: Emp_Code, Emp_Name, Emp_Address, Emp_Designation,
Emp_ContactNo, Emp_Salary
Record:
E001 ABC Meerut Manager 9876543210 Rs. 50,000

Value : E001 , ABC , Meerut , Manager , 9876543210 , Rs. 50,000

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Database Servers – Database servers are dedicated computers which uses a

database application that provides database services to other computer
programs or to computers, as
defined by the client-serve mode.
Users access as database server
either through a ‘frontend’ running
on the user’s computer which
displays requested data or through
‘backend’, which runs on the server
and handles tasks such as data
analysis and storage.

RDBMS

A relational database management system (RDBMS) is a database management

system that is based on the relational model. A relational model enables users
to store data in many tables. It has capability to retrieve the data from the
different related tables as our convenient manner. The data is represented in
terms of tuples (rows), grouped into relations (tables). In RDBMS data can be
integrated using keys.

Keys: Key Field is a value in a Field that uniquely identifies the record.

Eg. E001 which is unique to every employee.

The different types of keys are Primary Key, Composite Key and Foreign Key.

Primary Key (PK): A primary key is a field that uniquely identifies each record
in a table, it does not contain any duplicate date. The value in the primary key
field is different for every records. Primary Keys are also indexed in the
database, making it faster for the database to search for a record.

Composite key: When primary key constraint is applied on one or more

columns then it is known as Composite Key. A primary key having two or more
attributes

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Foreign Key: The foreign key identifies a column or set of columns in one
(referencing) table that refers to a column or set of columns in another
(referenced) table.

Note: The “one” side of a relation is always the parent, and provides the
PK(Primary Key) Attributes to be copied. The “many” side of a relation is always
the child, into which the FK(Foreign Key) attributes are copied.

Activity:

1. Consider the following table in database, and answer the following questions.
Emp_Code Emp_Name Emp_Address Emp_Designation Emp_Salary
E001 Rishith Meerut Manager Rs. 65,000
E002 Chetan Hyderabad Manager Rs. 75,000
E003 Rajesh Delhi Coordinator Rs. 50,000

E004 Arjun Mumbai Manager Rs. 60,000

i. Identify the Primary key of the table.

ii. What is the total number of tuples of the table?

iii. What is the total number of attributes in the table?

iv. Identify the Foreign key for another table.

v. Identify the data type of the fields.

EXERCISE

A. Multiple choice questions.

1. A __________ is an organized collection of data.

a. Word processor b. Spreadsheet
c. Database d. None of these
2. A ____ is a database management system that is based on the relational model.
a. RDBMS b. DBMS c. Spreadsheet d. All of these
3. ___________ database is a type of database that stores data in several tables.
a Flat b. Relational
c. both (a) and (b) d. None of them

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4. Aadya wants to create a connection between two or more tables in database.

Suggest her the option to accomplish the task.
a Table b. Form c. Relationships d. Sorting
5. A record in a table refers to ___________.
a. A Value in a field b. A set of related fields
c. Single field d. None of these
6. It consists of one or more fields whose value matches a primary key in another
table.
a. Foreign key b. Composite Primary key
c. Composite key d. None of these
7. Which of the following is not true about the primary key?
a. A primary key uniquely identifies records
b. A table can have only one primary key
c. A primary key field can be NULL
d. Value in the primary key filed is different for every tuple.
8. A _________ is set of related information that belongs to a particular object.
a. Record b. Field c. Value d. None of these
9. A __________describes a specific property of a record.
a. Record b. Value c. Field d. Tuple
10. A single record is also known as a ____________.
a. Column b. Tuple c. Table d. Attribute
11. Field is also known as ______________.
a. Value b. Rows c. Attribute d. None of these
12. _____________is not a database management program.
a. Microsoft Access b. Microsoft SQL
c. Oracle d. Microsoft Word
13. In ___________database system, data can store in a single table.
a. Flat file b. Relational c. Both a & b d. None of these

KEY: 1.c 2.a 3.b 4.c 5.b 6.a. 7.c

8.a 9.c 10.b 11.c 12.d 13.a

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B. Subjective questions.

1. What is a database?
Ans: Database is a collection of data, which is stored in a systematic manner, i.e., in
the form of tables so that one can retrieve and manipulate the information
quickly and efficiently from a large set of data.
2. Differentiate between Flat File and Relational Database.
Ans: Flat File Database: Data is stored in a single table. Usually suitable for less
amount of data.
Relational Database: Data is stored in multiple tables and the tables are linked
using a common field. Relational is suitable for medium to large amount of
data.

3. Explain RDBMS and Database Servers.

Ans: RDBMS Stands for "Relational Database Management System." A relational
database refers to a database that stores data in multiple tables. This makes it
easy to locate and access specific values within the database. It is "relational"
because the values within each table are related to each other. The relational
structure makes it possible to run queries across multiple tables at once.
Database Server: Database servers are dedicated computers which uses a
database application that provides database services to other computer
programs or to computers, as defined by the client-serve mode. Users access as
database server either through a ‘frontend’ running on the user’s computer
which displays requested data or through ‘backend’, which runs on the server
and handles tasks such as data analysis and storage.

4. State the difference between Primary key and Foreign key.

Ans: A primary/candidate key is a group of attributes which distinctly determine the
records in a relation. However, a "foreign key" in a table points to the "primary
key" of another table.
A primary key acts as a unique identifier for each record meaning it uniquely
identifies each row/record in a table. "A foreign key" is a field in one table that
relates the tables together.

The primary key attributes cannot have NULL values however; a foreign key can
have a NULL value.
In relation, a table will have only "one primary key", but foreign keys can be
multiple.

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5. How is data organized in a RDBMS?

Ans: A relational database organizes data into rows and columns, which collectively
form a table. Data is typically structured across multiple tables, which can be
joined together via a primary key or a foreign key.
6. What is DBMS? Explain any two advantages of DBMS.
Ans: A database management system is a software package with computer programs
that controls the creation, maintenance, and use of an integrated collection of
data records, files, and other objects. It allows organizations to conveniently
develop databases for various applications.
Advantages:
i. Data integrity: means the data is accurate and consistent in the database. It is
very important as there are multiple databases in a DBMS so it helps to
produce the correct result.
ii. Data sharing: In a database, the users can share the data among themselves.
Data can be shared for multiple purposes with the users located at different
geographical locations then remote users can also access the database
simultaneously.

Chapter-2. CREATE AND EDIT TABLES USING WIZARD AND

SQL COMMANDS

Creating Database in OpenOffice Base:

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To create a new blank database, click on open office base in start menu. Select
create a new database and click Next. Save and proceed window will appear.
Click on Finish button. Now, save as dialog box appears type name for
database and click Save. Now the open office base window appear with the
created database.

DATABASE OBJECTS:

Table: Tables are building blocks of database. Data is logically organized in a

row-and-column format similar to a spreadsheet. Each row represents a unique
record, and each column represents a field.

Query: A query is a way of requesting information from the database. Which

stores a vast amount of data, queries help us to retrieve the filtered data from
the database.

Form: A form is a database object that you can use to enter, edit or display
data from a table or a query. You can use forms to control access to data, such
as which fields of data are displayed.

Report: Reports are used to display the selected data in a printable format.
Reports collect the summarized data from one or more tables or queries and
organize in the printable format

DATA TYPES

Data types are used to identify the type of data we are going to store in the
database. Categories of data types: Data types can be broadly classified into
five categories:-

1. Numeric Types

2. Alphanumeric Types

3. Binary Types

4. Date Time

5. Other variable Types

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Numeric Types:

Binary Types: Binary data types are used for storing data in binary formats.
Binary data types in a database can be using for storing photos, music files, etc.
In general, files of any format 128 can be stored using the binary data type. The
different types of binary data types available are listed here.

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Date Time: Date time data types are used for describing date and time values
for the field used in the table of a database. Date time data types in a database
can be used for storing information such as date of birth, date of admission,
date of product sale, etc.

CREATE A TABLE

Tables are the basic building blocks of a database. You store the data in the
database in the form of tables. There are different ways to create a table:

1. Use Wizard to Create Table

2. Create table in Design View

Use Wizard To Create Table:

A table can be created using the predefined steps and table structure(s) in Base.

The following are the steps to create a table:

 Click on Tables  Use Wizard to Create Table.

 Click the Select Fields  Choose Category  Select the table  Click on Next
Button.
Step -1: Select the fields as per the requirements and select on buttons to add
the predefined columns or select to remove the fields from the Selected Fields
Box. After selecting, the fields click on Next Button.
Step -2: Modify the field types and properties like default values, auto value,
entry required, length can be selected as per the requirement. Click Next button

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Step -3: These window to set the primary key. Base displays the three options
 automatically adds a Primary Key
 select use the existing field as a primary key
 Define primary key as a combination of several fields.
After setting the Primary Key click on Next Button.
Step -4: The window to set name for the table will open. A user can either go
ahead with the same table name or can change it. Click Finish button.
 The created table window appear to insert the data immediately in the table.

Creating table using Design View:

 Click on ‘Create Table in Design View’ option available under Tasks and a Table
Design.
 Specify the field name and data type of the field to be created by selecting the
appropriate type available under Field type dropdown list.

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 Specify the field name and the data type for each field name. For example, the
table contains the Name field and the data type of the Name is TEXT
[VARCHAR]. You can specify the length of the field value.

 Save the table, by clicking on save button. The default name is Table1. Specify
the table name. Click OK.

FIELD PROPERTIES

A field property applies to particular field in a table. Each field in a table has its
own set of properties that define the characteristics of the field. The properties
of each field are set in the Table Design View using the field properties pan.
To set the field properties, steps will be followed as:
 Select the table Right click
 Select the option Edit
 The table Design View window will open.
In design view there are different properties of fields are available, according to
the data type set for each field.

The properties of Numeric type data:

 Auto Value: If set to yes then field will get the auto numeric values.
 Length: By default length of the field is 10 but the size of the field can be set to
maximum length.
 Default Value: A default value can be set for a field if user don’t provide any
value while entering the values in the table.
 Format Example: This property helps to set the format of the data entered in
the filed such as 91-222-333.
 Entry Required: if set to yes then it will be must to insert the value in the field
which means that field cannot be left blank.

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INSERTING DATA IN THE TABLE

To insert the data in the table, follow the steps:

 Select the table, Double click on it.
The table will open in Datasheet View in which data new data can be inserted
and existing data can be updated or removed.
Activity:
1. Create a database for stationary shop.
Hint: Create fields for Items, Price, Colour, Vendor, etc.
2. Create a database for maintaining a song collection
Hint: Create fields for Artist, Movie, Rear released, etc.
3. Create database for School Library
Hint: Create field for Book Title, Cost, Author, Availability, etc.

EXERCISE
A. Multiple choice questions.

1. The _______ field type holds numbers with the decimals.

a. Float b. Text c. Boolean d. Tiny Integer
2. ________ are used to display the selected data in a printable format.
a. Tables b. Forms c. Quires d. Reports
3. Which of the following is not a database object?
a. Table b. Query c. Form d. Page
4. Which data type will you use date of birth?
a. NUMERIC b. VARCHAR c. DATE d. BINARY
5. Which of the following is used to retrieve the information from database?
a. Tables b. Forms c. Quires d. Reports
6. In which view, you can enter and edit data into a table?
a. Table Design view b. Table Data view
c. Form design view d. None of these

KEY: 1.a 2.d 3.d 4.c 5.c 6.b

B. Answer the following questions.

1. How many ways tables can be created in Base?
Ans: There are two ways to create a table:
i. Use Wizard to Create Table
ii. Create table in Design View
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2. What are data types? Why data types are used in DBMS / RDBMS?
Ans: Every relational database stores the data in a table. Each table consists of fields
and every field has its own set of properties. They describe the characteristics
and behaviour of data. The most important property of a field is its data type. A
field's data type determines what type of data can be entered into it.
Datatypes are used to identify which type of data (value) we are going to store in
the database. For example, a field whose data type is 'Number' can only store
numeric data and does not allow you to enter text into it.
3. Define the structure of a table.
Ans. A table is a set of data elements (values) that is organized in vertical columns
and horizontal rows. A table has a defined number of columns, but can have
any number of rows
4. List datatypes available in Numeric Datatype?
Ans: The different types of numeric data types available are:
1. Boolean (Yes / No) 6. Numeric
2. TinyInt (Tiny Integer) 7. Decimal
3. SmallInt (Small Integer) 8. Real
4. Integer 9. Float
5. BigInt (Big Integer) 10. Double
5. List datatypes available in Alphanumeric Data Type?
Ans. The different types of Alphanumeric Data Type are:
Longvarchar
Char
Varchar
Varchar_Ignore Case
6. Name different Binary data types.
Ans. The different Binary data types are:
Longvarbinary
Binary
Varbinary
7. Differentiate between Tuples and Attributes of a table
Ans. A row also called a Record or Tuple represents a single, data item in a table.
Whereas A column is a set of data values of a particular simple type, one for
each row of the table.
8. Explain about database objects.
Ans: Table: Tables are building blocks of database. Data is logically organized in a
row-and-column format similar to a spreadsheet. Each row represents a unique
record or tuple and each column represents a field.

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Query: A query is a way of requesting information from the database. Which

stores a vast amount of data, queries help us to retrieve the filtered data from
the database.
Form: A form is a database object that you can use to enter, edit or display
data from a table or a query. You can use forms to control access to data, such
as which fields of data are displayed.
Report: Reports are used to display the selected data in a printable format.
Reports collect the summarized data from one or more tables or queries and
organize in the printable format.
9. Distinguish between Datasheet View and Design View.
Ans: In the Design View, you can create a table from scratch by defining the field
names and field types. You cannot enter the data while creating a table in the
Design View. In the Datasheet View, you can enter, edit, or update the data of
the created tables. This view does not allow you to design the table structure
from scratch.
10. a. Write command to create table named ‘BOOK’ with following fields:
BOOK ID Char(4)
Bname Varchar(15)
Author Varchar(20)
Price Decimal
b. Identify the primary key of the Book Table, also mention the suitable reason
for choosing it as a Primary Key
c. Differentiate between char and varchar data type
Ans: a. Create Table Book
(BOOK ID Char(4) PRIMARY KEY,
Bname Varchar(15),
Author Varchar(20) ,
Price Decimal);
b. Primary key of the Book Table is Book ID. Because Book ID field uniquely
identify each book in the book table.
c. VARCHAR is variable length string data type, so it holds only the characters
you assign to it. While CHAR is fixed length string data type, so any remaining
space in the field is padded with blanks.
11. Manisha wants to create a table in an existing database of Base. What is the
easiest way to do it?
Ans: The Table Wizard is the easiest way to create a table in OpenOffice base.
12. Harini wants to retrieve all the fields from Student_Fee table. Help her in writing
a SQL query to retrieve a record.
Ans: SELECT * FROM “Student _Fee”;

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Chapter-3. PERFORMING OPERATIONS ON TABLE

SORTING DATA

Sorting means to arrange the data in either ascending order of descending

order. Select the column(s) then click on sort buttons. The data will be
displayed accordingly.

REFERENTIAL INTEGRITY

Referential integrity (RI) is a rule in RDBMS. It states that Foreign key must
have a matching Primary key. It ensures maintain accuracy and consistency of
data in a relationship, and prevents users to enter the inconsistent data.

Referential integrity does not allow you to enter a new record in the child table
(a table that contains Foreign key) for which you do not have any matching
record in the parent table (a table that contains Primary key). However, if you
make any changes in the primary key field, the same must be applied in the
foreign key value.

Referential integrity helps to avoid:

 Adding records to a related table if there is no associated record available in the

primary key table.
 Changing values in a primary if any dependent records are present in
associated table(s).
 Deleting records from a primary key table if there are any matching related
records available in associated table(s).

CREATING AND EDITING RELATIONSHIPS BETWEEN TABLES

A relationship refers to an association or connection between two or more

tables. When you relate two tables, you don't need to enter the same data in
separate tables.

Relationships between tables helps to:

 Save time as there is no need to enter the same data in separate tables.
 Reduce data-entry errors.
 Summarize data from related tables.

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You can create a relationship between any two tables by selecting Relationships
option from the Tools menu.

Add the tables in amongst which you want to create the relationship. Select the
tables and click on Add button.

There are two ways to create the relationships between the tables:

a. Click on Insert option and select New Relation option in Relation Design
window.

b. Drag the primary key column from one table and drop it on the key column of
another table.

There are three types of relationships, which can be created in tables:

1. One to One

2. One to Many (or) Many to One

3. Many to Many

One to One Relationship

In this relationship, both the tables must have primary key columns. Example:
In the given tables EMP and DEPT, EMP_ID in EMP table and DEPT_ID in DEPT
table are the primary keys.

One to Many Relationship

In this relationship, one of the table must have primary key column.

It signifies that one column of primary key table is associated with all the
columns of associated table.

Example: In the given tables EMP and DEPT, EMP_ID in EMP table is the
primary key.
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Many to Many Relationships

In this relationship, no table has the primary key column.

It signifies that all the columns of primary key table are associated with all the
columns of associated table.

Example: In the given tables EMP and DEPT, there is no primary key.

Remove the Relationships

The relationships applied on the tables can be removed also with the help of
Delete option. Right Click on the relationship thread and select Delete option.

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Activity:
1. Create a Database to store your academic records using the guidelines below:
- Use your roll number as the file name for your database.
- Create fields such a subject name, required score, passing score and your
percentage.
- Set the subject name as the primary key, populate your database with most
recent exam result.

EXERCISE:
A. Multiple choice questions.
1. Relationship option present on the ______ menu.
a. Tools b. Edit c. View d. Insert
2. _________ command is enables you to edit the data in the Table Data View.
a. Edit> Edit Data b. View> Edit Data
c. File > Edit Data d. File> Data
3. ______ are the basic buildings blocks of a database.
a. Queries b. Reports c. Tables d. Forms
4. There are ____ types of relationships in a table.
a. One b. Two c. Three d. Four
5. In ________relationship, a record in a table can have only one matching record
in another table.
a. One –to-One b. One-to-Many
c. Many-to-Many d. All of these
6. Which of the following is not a field property?
a. Auto value b. Text (VARCHAR)
c. Default value d. All of these

KEY: 1.a 2.a 3.c 4.c 5.a 6. b

B. Subjective questions.

1. What is the use of table in database?

Ans: Tables are easiest way to store, organize and display large amount of data.
Tables are building blocks of database. Tables are play important role in storing
data in database.
2. How many types of relationships can be created in Base? Explain each of them.
Ans. There are three types of relationship in OpenOffice Base.

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ONE to ONE : In this relationship, both the tables must have primary key
columns. Example: In the given tables EMP and DEPT, EMP_ID in EMP table
and DEPT_ID in DEPT table are the primary keys.
ONE to MANY : In this relationship, one of the table must have primary key
column. It signifies that one column of primary key table is associated with all
the columns of associated table.
MANY to MANY : In this relationship, no table has the primary key column. It
signifies that all the columns of primary key table are associated with all the
columns of associated table.

3. What do you mean by Sorting? In how many ways it can be done?

Ans. Sorting means arranging elements in particular sequence. It can be done in two
ways.
1. Increasing order
2. Decreasing Order

4. What are the uses of relationships between tables?

Ans: i. Save time as there is no need to enter the same data in separate tables.
ii. Reduce data-entry errors.
iii. Summarize data from related tables.

5. What is Referential Integrity? Explain its two(any) purposes.

Referential Integrity is used to maintain accuracy and consistency of data in a
relationship. In Base, data can be linked between two or more tables with the
help of primary key and foreign key constraints.
Referential integrity helps to avoid:
i. Records can be added to a related table, if there is no associated record
available in the primary key table.
ii. The values can be modified in a primary if any dependent records are present in
the associated table(s).
iii. Deleting records from a primary key table if there are any matching related
records available in associated table(s).
6. Give a real-life example of many-to-many relationship.
Ans: In this type of relationship, records of one table are associated with several
matching records of another table. For example, different customers can buy
different products.

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Chapter-4. RETRIEVE DATA USING QUERY

DATABASE QUERY

A query is to collect specific information from the pool of data. A query helps us
join information from different tables and filter that information.

There are three different ways to create a query:

i. Create a Query Using Wizard

ii. Create a Query Using Design View

iii. Create in SQL View

CREATE A QUERY USING THE QUERY WIZARD:

 Open an existing database from which you wish to retrieve the data.
 Choose the Queries in Database Objects Pane.
 Select the Use Wizard to Create Queries option in the Task pane.
 The Query Wizard dialog box appears.
 Select the table from Table list box.
 Now add fields that you wish to have in the query result. Once you have the
selected required fields, click on the Next Button.
 Here you can set the sorting order for the selected field and click Next button.
 This screen displays to specify condition for query. After set the condition click
on Next button in the Wizard.

 Here select the type of the query by choosing Detailed Query or Summary
Query. By default Detailed Query option selected, Click on Next.

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 Now assign alternative names to the field, if required or stay with original name,
click on Next.
 The over view screen appears in the Wizard, now enter a new name in the Name
of the query box, if required or continue with default name.
 Observe that Display query option is selected, by default. Stay with selection to
view the result of the query.

CREATE A QUERY USING DESIGN VIEW:

 Open existing database from which you wish to retrieve the data.
 Choose the Queries option from the Database Objects pane.
 Select the Create Query in Design View option in the Tasks pane.
 The Query Design Window is appears, default name is Query1.
 Now select the record source for your query either by selecting the Tables or
Queries option from the Add Tables or Query dialog box.
 As there are two tables from which you want retrieve the data.
 To create a relationship, drag the primary key field, from the parent table and
drop over same field name in the child table.
 A line will indicate relationship between two tables.
 Now, in the field row, select the desired fields using the Filed drop-down list.
 Finally click on Run Query to run query, you will get the records as per your
specified criteria.
 Now click on Save button, to save the query and give suitable name.

EDITING A QUERY

 Select the query in the database list pane.

 Right-click on selected query and choose Edit.
 Selected query will open in the Query Design View.
 Make changes as per your requirement and run the query by clicking on Run
Query button.
 You will get the record with specified criteria.

CREATING QUERY IN SQL VIEW:

 In the database pane click Query

 Click “Create query in SQL view”

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 Click save button to save the query.

 Click run query button to view the result of the query.

PERFORMING CALCULATIONS

In Base, simple calculations can be done, such as Addition, Subtraction,

Multiplication and Divisions.

Example: To create a query to calculate the total amount and profit of each
item.

 Open the query design window and choose the fields ID, Item name, Purchase
price.
 To calculate the cost formula is Purchas Price * Quantity. So the expansion
will be “Product”. “Quantity” * “Product”. “Purchase Price”.

 Run query by clicking Run Query button.

 You will get the records with specified criteria and product will display in new
column.
 Similarly to calculate the Profit, the formula is “Sell price-Purchas price”, so
the expansion will be: “Product”. “Purchase Price” –“Product”. “Sell Price”.
 Type the expansion after the last field and run the query.
 You will get output.

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Example 1:

To display the salary of all the employees after incrementing by 1000.

Select “EmployeeID”, “FirstName”, “Salary” +1000 from “Employee”

Example 2:

To display the salary of all the employees after decreasing by 10000.

Select “EmployeeID”, “FirstName”, “Salary” - 10000 from “Employee”

Example 3:

To display half of the salary amount paid to the employees.

Select “EmployeeID”, “FirstName”, “Salary”/2 from “Employee”

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Grouping of Data

Sometimes, you may want to see your query into logical groups or counted in
some way. In Open Office, data can be grouped using Group function. The
Group function groups the records that have the same value and return the
summery rows.

STRUCTURED QUERY LANGUAGE (SQL):

SQL is a language that allows you to make queries to define the data structure
and manipulate the data in the database. Data manipulation is the process of
editing or modifying data to keep up to date. A user can create, insert new data,
delete, select and update the database anytime by using SQL commands. In
Base.

SQL Commands can be classified as:

1. DDL (Data Definition Language)

2. DML (Data Manipulation Language)

Data Definition / Description Language (DDL) : These commands are used

define and modify the structure of a database. DDL Commands are CREATE,
ALTER & DROP.

1. CREATE :- Used to create database objects.

2. ALTER :- Used to modify database objects.

3. DROP :- Used to delete database objects.

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Data Manipulation Language (DML): These allow the users to manipulate

data in the database. These commands can help in retrieval, insertion, deletion
and modification of the data in database. DML Commands are SELECT,
INSERT, UPDATE & DELETE.

1. SELECT :- Used for retrieval of information from the database.

2. INSERT :- Used for insertion of new information into the database.

3. DELETE :- Used for deletion of information in the database.

4. UPDATE :- Used for modification of information in the database.

COMMONLY USED SQL COMMANDS

CREATE Command:

CREATE command is used to create a new database or table in Base. A

commonly used CREATE command is CREATE TABLE.

Syntax

CREATE TABLE table_name(

Column_name1 Data type,

Column_name2 Data type,

Column_name3 Data type,…);

Example:

CREATE TABLE CLIENT (

CLIENT_ID INTEGER,

FIRST_NAME VARCHAR(20),

LAST_NAME VARCHAR(20),

MOBILE_NUMBER VARCHAR(20));

INSERT Command:

The INSERT command is used to add one or more records in a table.

Syntax
INSERT INTO TABLE _NAME ( Column1, Column2, Column3,..)
VALUES (Value1, Value2, Value3,..);

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Example:

Query 1. Specify the both the column names and values to inserted in a Table.

INSERT INTO Client (“ID”, “NAME”, “MOBILE _NUMBER”) VALUES (OO9,

‘Chetan’, ‘0009008008’);

SELECT Command:

The SELECT statement is used to retrieve the records. You can retrieve zero or
more records from one or more tables in database.

The following clauses can be used in SELECT command.

 WHERE specifies which the rows to be retrieved.

 ORDER BY specifies an order in which the rows are to be retrieved.

To retrieve all the columns in a table

Syntax

SELECT * FROM Table_name;

(The * operator represents all the columns of a table. So, you don't need to
specify each column name in the SELECT query to get data from all the
columns)

Example:

Query 1. To display the salary of all the employees after incrementing by 2000.

SELECT “EmployeeID”, “FirstName”, “Salary” +2000 FROM “Employee”;

Using WHERE Clause:

The WHERE clause is allows you to fetch some specific records from a table. It
retrieves only those records that match with specified condition.

Syntax

SELECT * FROM Table_Name

WHERE Condition;

Example:

Query 1. To get details about the list of students whose favourite colour is blue?

SELECT * FROM SDetails WHERE Color= ‘Blue’;

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Using ORDER BY Clause:

It is used to get the record in specific order i.e., it sorts the records in the
ascending or descending order.

Syntax

SELECT * FROM Table_Name ORDER BY Condition;

Example:

Query 1. To retrieve all the records in ascending order.

SELECT * FROM SDetails ORDER BY FirstName;

UPDATE statement

Update statement is used for modifying existing records in a database.

Syntax

UPDATE table_name SET column1 = value1, column2= Value2, … WHERE

condition;

Example:

Query1. To update a record in Student Details Table using an UPDATE

statement.

UPDATE SDetails SET Location = ‘Chetan’ WHERE Roll no = 6;

DELETE Command:

DELETE command is used to remove existing records from a table.

Syntax

DELETE FROM Table_name WHERE condition;

Example:

DELETE FROM student WHERE roll no=102;

DROP Command

DROP command is used to remove the existing table from the database.

Syntax

DROP TABLE table_name;

Example:

DROP TABLE customer;

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Activity:

1. Write the SQL commands for the questions from (i) to (v) on the basis of table
Employee.

(i). Display Employee Name and Salary of those employees whose salary is greater

than or equal to 22000?

(ii). Display details of employees those are not getting commission.

(iii). Display employee name and salary of those employees who have their salary in

range of 2000 to 4000?

(iv). Display the name, profile and salary of employee (s) who doesn't have manager?

(v). Display the name of employee whose name contains ‘‘A" as fourth alphabet.

2. Create below table using DDL query and Insert at least 10 records. And write
following queries on given table.

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(i) Show list of all customers.

(ii) Display name of customer who sale item on date 2nd November 2012.
(iii) Display customer name and phone no who are living in ‘Ghaziabad’
(iv) Display information of customer who bought more than 20 items.
(v) Display list of all customer and show result in sorted manner on items
bought.

EXERCISE:

A. Multiple choice questions.

1. ___________ statement is used to add one or more records to a database.

a. Insert b. Select c. Update d. Alter
2. ____________statement is used to modify records in a database.
a. Alter b. Update c. Select d. Create
3. ____________statement is used to retrieve records in a database.
a. Alter b. Update c. Select d. Create
4. _____________ statement is used for creating a database or a table in any
RDBMS Software
a. Alter b. Update c. Select d. Create
5. In database ______________ helps us to retrieve the filtered data based upon
some conditions.
a. Forms b. Reports c. Queries d. Table
6. ___________ SQL command is used to create a table in the database
a. CREATE b. CREATE TABLE
c. INSERT TABLE d. SELECT TABLE
7. What would be output of the following query?
SELECT * FROM STUDENT;
a. Will return data of the first field from the STUDENT table
b. Will return a single record from the STUDENT table
c. Will return the data of all the fields from the STUDENT table
d. None of these
8. ___________ statement is used to modify database objects.
a. CREATE b. ALTER c DROP d. UPDATE

KEY: 1.a 2.b 3.c 4.d 5.c 6.b 7.c 8.b

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B. Subjective questions.

1. What are SQL commands?

Ans: a. DDL-Data Definition Language
b. DML-Data Manipulation Language
2. Categorize the following commands as DDL, DML.

SELECT, ALTER, INSERT, DROP, UPDATE, DELETE, RENAME, CREATE

Ans: DDL commands: Create, Drop, Alter, Rename

DML commands: Select, Insert, Update, Delete

3. What is a Query? (Or) What is the purpose of using queries?

Ans: A query is to collect specific information from the pool of data. A query helps us

join information from different tables and filter that information.

4. List the different Queries views in Open office.

Ans: There are three different ways to create a query:

i. Create a Query Using Wizard

ii. Create a Query Using Design View

iii. Create in SQL View

5. Which clause of Select statement helps to display specific data?

Ans; The WHERE Clause helps to display specific data.

6. Differentiate between Where and Orderby clause of SQL statements.

Ans: WHERE Clause: The WHERE clause is allows you to fetch some specific records

from a table. It retrieves only those records that match with specified condition.

ORDER BY Clause: It is used to get the record in specific order i.e., it sorts the

records in the ascending or descending order.

7. State the purpose of Update Command with the help of an example.

Ans: Update statement is used for modifying existing records in a database.
Example: To update a record in Student Details Table using an UPDATE
statement.
UPDATE SDetails SET Location = ‘Chetan’ WHERE Roll no = 6;

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8. Write the answers based on the following table:

Table : Employee
Emp.id Name Dept.id Qualification Gender

1 Deepali Gupta 101 MCA F

2 RajatTyagi 101 BCA M
3 Hari Mohan 102 B.A M
4 Harry 102 M.A M
5 Sumit Mittal 103 B.Tech M
6 Jyoti 101 M.Tech F
a. Suggest a suitable data type for the field Empid and Name in the table

Employee.

b. Write a query to display all the records of the table for deptid = 101.

c. Add a new record with the following details: (‘7’, ‘Chetan’, 102, ‘MCA’, ‘M’)

Ans: (a) Data Type of following fields are:

Empid int

Name varchar

Deptid int

Qualification varchar

Gender char

(b) SELECT * from Employee where deptid = 101;

(c) INSERT into Employee values (‘7’, ‘Chetan’, ‘102’, ‘MCA’, ‘M’);

9. Write the SQL commands to answer the queries based on Fabric table.

FabricID Fname Type Disc

F001 Shirt Woolen 10

F002 Suit Cotton 20
F003 Tunic Cotton 10
F004 Jeans Denim 5
F006 Shorts Cotton 7
i). To insert the following record (“F005”, “Kurta”, “Woollen”,5)

ii). To display only those fabric whose disc is more than 10

iii). To display those records whose type is “Woollen”

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iv). To modify the fabric shirt by increasing discount by 10

v). To delete the record of fabric ‘F003’ from table

Ans: i). INSERT into Fabric values(‘F005’, ‘Kurta’, ‘Woollen’,5);

ii). SELECT * from Fabric where Disc>10

iii). SELECT * from Fabric where Type=’Woollen’;

iv). UPDATE Fabric set Disc = 20 where Fname=’Shirt’;

v). DELETE * from Fabric where FabricID=’F003’;

10. What is the difference between the Query Wizard and Query Design View?

Ans: A Query Wizard provides a quick way to create a query. You choose the contents
of a new query either from an existing list of tables or queries. With Query
Wizard you can quickly add the columns you need to add in a new query. On
the other hand, in Query Design, to create query you need to individually,
manually choose each column.

11. Write SQL commands for the questions from (i) to (v) on the basis of table
SHOP.

i) Display all products whose quantity in between 100 and 400.

ii) Display data for all products sorted by their quantity.
iii) To list S_Name, P_Name, Cost for all the products whose quantity is less than
300.
iv) To display S_NO, P_Name, S_Name, Qty in descending order of quantity from
the SHOP table.

Ans:

i) SELECT * FROM SHOP WHERE Qty BETWEEN 100 and 400;

ii) SELECT * FROM SHOP ORDER BY Qty;

iii) SELECT S_Name, P_Name, Cost FROM SHOP WHERE Qty <300;

iv) SELECT S_NO, P_Name, S_Name, Qty FROM SHOP ORDER BY Qty DESC;

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Chapter-5. CREATE FORMS AND REPORTS USING WIZARD

FORMS

A form provides the user a systematic way of storing information into the
database. It is an interface in a user specified layout that lets users to view,
enter and change data directly in database objects such as tables. We can
create form two ways; Design view and Wizard.

Steps to Create form Using Form Wizard:

 Open existing database and click on the Forms in the Database Objects pane.
 Select the Use Wizard to Create Form option in the Database Task Pane. The
Form Wizard dialog box appears.
o Select the table on which the form is to be created under Tables or Queries list
box.
o Then select the field that you want in form by clicking on > button, if you use all
the fields click on >> button.
o Click on Next.
 In this step, Wizard ask you to add the sub-form. A sub-form is a form that is
inserted in another form, and Click on Next.
 Here, the wizard asks you to arrange the controls.
o You can set the layout of the form by choosing a layout under ‘Arrangement of
the main form’.
o Labels are placed left side by default, if you want you can change labels
placement.
 Click on Next, here specify the data entry mode.
o If you want use the form to add new records in the table select the first option.
o Otherwise stay with the option selected, by default. The default option allows
you to retrieve, add or modify data.
 Click on Next>. In this wizard you can set the styles of the form.
 Click on Next >. You see a dialog box where you can specify the name of the
form. Click on Finish.
 A form window appears. Notice that the records in the table are displayed
automatically within the form that you just created.

ADDING OR REMOVING DATA FROM FORMS

Adding New Record:
 Click on New Record button on the Form Navigation Tool bar.
 Enter the required information in blank fields, click on the save button on the
Form Navigation tool bar.

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Removing a Record:
 Select the record that you wish to remove, click on Delete Record button on
the Form Navigation Tool bar.

REPORTS
A report helps to display the data in a summarized manner. It is an effective
way to organise and summarise the data for viewing and printing.
Creating Reports using Wizard
Reports helps to get the summarized data. To create reports in Base, the table
must be selected from using which data can be displayed in a format as
required.
 Click on Reports in the Database Objects pane.
 Click on Use Wizard to Create Report option in the Database Objects pane.
 The Report Wizard opens, you have to select all the table fields by selecting the
>> button, once you click the button >>, you can redefine the label of the fields
in the reports or else you can set the default name.
 You can define grouping for the fields of the table.
 Click on Next. You can sort the field variables in the report by selecting the
appropriate field and sorting method
 Click on Next. You can select the layout of the report by selecting the
appropriate option available under the Layout of data down list and you can
also select the orientation of the report.
 Click on Next. You can define a name for the report or you can use the name of
the table itself for the report also. Click Finish.

Activity:
1. Create a table BOOK_LIST, which stores data about in your School library
database with the following hints:
Hints: Book_ID, Date of Purchase, Book Name, Cost, Availability of Books.

 Create a Report for the table BOOK_LIST, showing the following fields,
Book_ID, Book Name, Cost & Availability of Books.
 Save the created Report.

EXERCISE:

A. Multiple choice questions.

1. It is a convenient and interactive way to entering data.

a. Queries b. Forms c. Reports d. none of these
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2. _______________ is effective way to organize and summarize the data from a

database to viewing and printing.
a. Queries b. Forms c. Reports d. Tables
3. The Form Navigation Tool normally appears at the bottom of the window, if not
available click on ________.
a. View Toolbars Form Navigation b. Toolbars View Form Navigation
c . Form Navigation>View Toolbars d. ToolbarsForm navigation  View
4. To create form you need to select _____option available under database section.
a. Reports b. View c. Forms d. Toolbar
KEY: 1.b 2.c 3.a 4.c

B. Subjective questions.

1. What is a form?
Ans: Open Office Base provides Forms, which prompt the user to provide information
that can be fed into a database. Forms allow you to add and update data in one
record at a time in a table. Creating forms for your database can make entering
data much more convenient.
2. What is the use of the Form Wizard?
Ans: The Form Wizard is an in-built feature of Open Office Base. It makes the form
creation easy and fast. You can use it to have more control over a form.
3. Why there is a need to create a Forms?
Ans. A form provides the user a systematic way of storing information into the
database. It is an interface in a user specified layout that lets users to view,
enter and change data directly in database objects such as tables.
4. What is the purpose of creating Reports?
Ans: A report is a database object that comes in handy when you want to present the
information in your database for any of the following uses: Display or distribute
a summary of data. Archive snapshots of the data. Provide details about
individual records.
5. Can a form displays data from queries?
Ans: Yes, it can display data from queries. The form is used for the purpose of
connecting to a data source of table or query, which is used for the options such
as edit, enter and display data.
4. What are the prerequisites to create a Form and Reports?
Ans: Prerequisites for form and report are table and query. Forms allow you to both
add data to tables and view data that already exists. Reports present data from
tables and also from queries, which then search for and analyze data within
these same tables.
5. In how many ways Forms and Reports can be created in a database?
Ans: There are two ways to create form (Design view and Wizard) and Report only
Wizard.

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UNIT-IV. WEB APPLICATION AND SECURITY

Chapter-1. WORKING WITH ACCESSIBILITY OPTIONS
Introduction

Computer Accessibility refers to the user friendliness of a computer system for

all, regardless of their disability. This is mainly a software issue. However, when
a combination of hardware and software, it enables a person with a disability or
impairment to use a computer. It is known as Assistive Technology. In this
session, you will learn about the basic accessibility options available on your
computer.
There are many types of impairment that impact computer usage.
 Cognitive impairments and learning disabilities, such as dyslexia, attention
deficit hyperactivity disorder (ADHD) or autism.
 Visual impairment such as low-vision, complete or partial blindness and colour
blindness.
 Hearing impairment including deafness.
 Motor or dexterity impairment such as paralysis, cerebral palsy, or carpal
tunnel syndrome and repetitive strain injury.
Accessibility Options in Control Panel are used to customize the way your
keyboard, display, or mouse function. Many of these features are useful for
people with disabilities as discussed earlier. In this session, you will learn to
use accessibility options in Windows10.

LAUNCHING ACCESSIBILITY OPTIONS

 To launch accessibility options in Windows, Click Start  Control Panel 
Ease of Access Options. The Accessibility Options window appears.

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A window will provide to change settings of keyboard, mouse, etc. Click on Ease
of Access Centre, A window appear

In this window options are given as:

 Start Magnifier-A separate window displays a magnifier portion of the screen.

 Start Narrator-Pt reads the utility what is displayed on the screen.
 Start On screen Keyboard- It displays virtual keyboard.
 Set up High Contrast-It shows the settings for colour and contrast of display.
 Explore all settings – All the accessibility settings are displayed together that
can explore in this window.

Sticky Keys

Sticky Keys is an accessibility feature to help computer users with physical

disabilities, but it is also used by others to reduce repetitive strain. Sticky Keys
allows the user to press and release a modifier key, such as Shift, Ctrl, Alt,
Windows key and have it remain active until any other key is pressed.

To enable Sticky Keys, select make the Keyboard ease to use, Setup Stick key
options appear on the screen. Click the check box of Turn on Sticky keys

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• Click Apply.

• Click OK.

The Sticky Keys icon appears in the system tray

Filter Keys

Filter Keys is a feature of Microsoft Windows. It is an accessibility function that

tells the keyboard to ignore brief or repeated keystrokes, making typing easier
for people with hand tremors.

 To enable Filter Keys, check Turn on Filter Keys.

 Click Set up Filter Keys and check the required options
 Click Apply.
 Click OK. The Filter Keys icon appears in the system tray

Toggle Keys

Toggle keys is also a feature of Microsoft Windows. It is an accessibility function

which is designed for people who have vision impairment or cognitive
disabilities. When ToggleKeys is turned on, computer emits sound cues when
the locking keys (Caps Lock, NumLock, or Scroll Lock) are pressed. A high
sound is emitted when the keys are switched on and a low sound is emitted
when they are switched off.

To enable ToggleKeys, Check Turn on ToggleKeys.

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 Click Apply
 Click OK.

Having enabled ToggleKeys, you can see its effect by any one of the following
keys NUM LOCK, CAPS LOCK or SCROLL LOCK. Notice that on doing so, you
hear a beep.

To disable ToggleKeys, uncheck Turn on ToggleKeys and then click on Apply 

OK.

Sound Sentry

Sound Sentry is designed to help users with auditory impairments. Sound

Sentry generates visual warnings, such as a blinking title bar or a flashing
border, whenever the computer generates a sound.

 To enable Sound Sentry, Click Use text or visual alternatives for sounds. Check
the Turn on visual notification for sounds and choose the type of visual warning
desired options given.

 Click Apply.
 Click OK.

For understanding Sound Sentry, you need to create an error!

 Click Start Run. Type note instead of notepad and press Enter.
 Type some repeated characters in the notepad. Notice that the desktop will flash
for a fraction of second along with visual error sound code.
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 To disable Sound Sentry, uncheck Turn on visual notification for sounds and
then click on Apply  OK

High Contrast

High Contrast is an accessibility feature to assist people with vision

impairment. You can change the size and colour of fonts and the background
for ease of viewing.

 To enable High Contrast, Click on Make the computer easier to use.

 Turn on or off High Contrast, Click Apply  Click OK.

Notice the difference on your monitor as the High Contrast option is enabled. To
disable High Contrast, uncheck Turn on or off High Contrast  Apply OK.

Cursor Options

Cursor Options is also an accessibility feature that assists people with vision
impairment by changing the blink rate and width of the cursor.

 To change the speed of the cursor blink, move the Blink Rate slider back and
forth. Notice the cursor blinking at various speeds.
 To change the width of the cursor, move the Width slider back and forth. Notice
the width of the cursor changing.

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Mouse Keys: MouseKeys is an accessibility feature that assists people who

have difficulty using a mouse. This option uses the keyboard (especially
numeric keypad) as a pointing device instead of a mouse.

 To enable MouseKeys, Check Turn on MouseKeys  Click Apply Click OK.

 To disable MouseKeys, uncheck Turn on MouseKeys and then click on
ApplyOk.

Serial Keys

It is an accessibility feature that assists

people that have difficulty using a
keyboard or a mouse (or both). They can
use special devices such as Sip, Puff
and Breath Switches to provide input to
the computer through Serial Ports.

For example, sipping on the tube

activates one device, while puffing on the same tube activates another.

Activity
Instruct the students to prepare a presentation on the Accessibility options.

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EXERCISE
A. Multiple choice questions.
1. The ______option in Microsoft Windows XP used for helping users with physical
disabilities and to reduce repetitive strain.
a. Sticky Keys b. Toggle keys c. Serial Keys d. Display tab
2. Sound Sentry is designed to help users with ______ impairments.
a. Auditory b. Vision c. Both a & b d. None of these
3. The High Contrast option in Microsoft Windows XP is designed to assist people
with ________ impairments.
a. Auditory b. Vision c. Both a & b d. None of these
4. ______ is designed to assist people that have difficulty using a keyboard or a
mouse.
a. Sticky Keys b. Toggle keys c. Serial Keys d. Display tab

KEY: 1.a 2.a 3.b 4.c

B. Subjective questions.

1. What do you mean by Accessibility?

Ans. Computer accessibility refers to the user friendliness of a computer system for
all, it enables a person with a disability or impairment to use a computer. It is
known as Assistive Technology.

2. What are the most common disabilities for which Windows provides solutions?

Ans: The most common disabilities for which Windows provides solutions are:

Visual Impairment: This includes the inability to see and read due to
blindness, colour blindness, impaired eyesight, glaucoma, cataract, or other
age-related diseases of the eye.

Hearing Impairment: This refers to the inability to hear beeps or other warning
sounds or even the audio portion of the video on the computer.

Physical/Motor Impairment: This impairment refers to the inability to control

the mouse or keyboard due to injuries or loss of hands or fingers, stiffness in
the finger joints, or tremors in hands due to some diseases.

Learning Disabilities: The inability to read and comprehend or difficulty in

learning and understanding, the written test is referred to as learning disability.
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3. Write a short note on Magnifier.

Ans: A Magnifier tool is helpful for the people with impaired vision as it enlarges the
different parts of the screen in such a way, that people with visual impairment
can easily see the objects on the screen. To turn on the Magnifier, simply click
on the Start Magnifier option.
4. What are Sticky keys?
Ans. Sticky keys help the users with physical disabilities to reduce repetitive strain.
Example:- shift, ctrl, alt, windows key. It allows users to press and release
modifier keys written above and have it remain active until any other key is
pressed.

5. Describe the following:

i. Filter keys ii. Toggle keys iii. Sound Sentry
Ans. Filter keys: This feature that tells the keyboard to ignore brief or repeated
keystrokes.
Toggle keys: When toggle keys is turned on, computer emits sound when the
locking keys(caps lock, NumLock, scroll lock)are pressed. A high sound is
emitted when the keys are switched on and a low sound is emitted when they
are switched off.

Sound sentry: Sound sentry generates visual warnings, such as a blinking title
bar or a flashing border, whenever the computer generates a sound.

6. What are the functions of Serial keys?

Ans. Serial keys are an accessibility feature that assists people that have difficulty
using a keyboard or a mouse. They can use special devices such as sip, puff
and breath switches to provide input to the computer through serial ports.
7. What is the use of Narrator option?
Ans: Screen Narrator tool helps in reading the text on the screen aloud. It also
describes some system events, such as error messages, notifications etc., while
using the computer. You can activate the narrator by clicking on the Start
Narrator option from the Ease of Access Centre window.
8. Neha is a special child. She wants to set the alternatives for input devices.
Which two options can she use for this?

Ans: Neha should use speech recognition and On-screen if she wants to set the
alternatives for input devices.

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Chapter-2. NETWORKING AND FUNDAMENTALS

COMPUTER NETWORK

A computer network is a collection of computers and other hardware

components interconnected by communication channels (cables or satellites)
that allow sharing of resources and information. This session introduces you to
the basic fundamental concepts of networking and Internet and using different
types of Internet connection. Networks are designed using the following
architecture.

PEER-TO-PEER (P2P) ARCHITECTURE: Networks in

which all computers have an equal status are called
peer to peer networks. Generally in such a network
each terminal has an equally competent CPU.

CLIENT-SERVER ARCHITECTURE: Networks in

which certain computers have special dedicated
tasks, providing services to other computers (in
the network) are called client server networks. The
computer(s) which provide services are called
servers and the ones that use these services are
called clients.

TYPES OF NETWORKS

There are two major types of network Local Area Network (LAN) and Wide Area
Network (WAN).

LOCAL AREA NETWORK: A local area network (LAN) is one which connects
computers and devices in a limited geographical area such as home, school,
computer laboratory, office building, or closely positioned group of buildings.
Usually local area networks offer very high speeds and are used for connecting
computers and peripherals such as printers, scanners, etc.

METROPOLITAN AREA NETWORK: A metropolitan area network (MAN) is a

computer network that interconnects users with computer resources in a
geographic region of the size of a metropolitan area. A MAN is larger than a local
area network (LAN) but smaller than a wide area network (WAN).

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WIDE AREA NETWORK: A wide area network (WAN) is one which covers a
broad area (i.e., any network that links across metropolitan, regional, or
national boundaries). The Internet is the most popular WAN, and is used by
businesses, governments, non-profit organizations, individual consumers,
artists, entertainers, and many others.

Some of the advantages associated with networking are:

 Data Sharing: One of the most important uses of networking is to allow the
sharing of data.
 Files Transfer: Users can send text files, spread sheets, documents,
presentations, audio files, video files, etc. to other users.
 Hardware Sharing: Hardware components such as printers, scanners, etc. can
also be shared. For example, instead of purchasing 10 printers for each user,
one printer can be purchased and shared among multiple users thus saving
cost.
 Internet Access Sharing: You can purchase a single Internet connection and
share it among other computers in a network instead of purchasing multiple
Internet connection for each computer. This is very commonly found in Internet
café (browsing centres), schools, colleges, companies, etc.
 Usage of network based applications: Such as web browsers, email clients,
chat application, audio & video calling, etc. is another advantage.

NETWORK FUNDAMENTALS:

TOPOLOGIES: Topology defines the structure of the network of how all the
components are interconnected to each other. There are five types of topology –
Mesh, Star, Bus, Ring and Hybrid.

HUB: A hub is a common connection point, is used for connection of devices in

a network. It works as a central connection for all the devices that are
connected through a hub.

SWITCHS: A network switch connects devices (such as computers, printers,

wireless access points) in a network by exchanging data packets. Switches can
be hardware devices that manage physical networks, as well as software-based
virtual devices.

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ROUTER: A router is a networking device that forwards data packets between

computer networks.

GATEWAY: A gateway is a hardware device that goes about as a “gate” between

two networks. Gateways serve as an exit and entry point for a network as all
data should go through or communication gateway before being routed.

REPEATER: A repeater is a network device that retransmits a received signal

with more power and to an extended geographical or topological network
boundary than what would be capable with the original signal.

INTERNET: The Internet is a global system of interconnected computer

networks that use the standard Internet protocol suite to serve billions of users
worldwide. It is a network of networks that consists of millions of private,
public, academic, business and government
networks. Internet is one of the most useful
technologies of modern times, which help us in our
daily, personal and professional life. Internet is
widely used by students, educational institutes;
scientist and professionals to gather information
for research and general information. Businesses
use the Internet to access complex databases such as financial database.

WORLD WIDE WEB: World Wide Web (abbreviated as WWW or W3, commonly
known as the Web), is a system of interlinked hypertext documents accessed via
the Internet. With a web browser, one can view web pages that may contain
text, images, videos, and other multimedia, and navigate between them via
hyperlinks.

MODEM: Á modem is a device that converts digital computer signals into a form
(analog signals) that can travel over phone lines. It also re-converts the analog
signals back into digital signals. The word modem is derived from its function
Modulator / Demodulator.

TYPES OF COMMON INTERNET CONNECTIVITY:

There are different types of Internet Connectivity available today; it can be

widely categorized into wired and wireless access. Following table is a summary
of different types of Internet connectivity categorized into wired and wireless:

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Some of the commonly used Internet connectivity are:

DIAL-UP(Wired): It uses the facilities of public switched telephone network to

establish a connection to internet service provider. These are extremely slow
and now replaced by high speed connection such as DSL or cable modem. Users
dial a particular number provided by ISP and again access to the internet.

DSL (Wired): Digital subscriber line provide internet access by transmitting

digital data over wires of local telephone network. DSL filters remove high
frequency interference, enabling simultaneous use of telephone and data
transmission. It needs DSL modem.

CABLE INTERNET ACCESS (Wired): It provides cable tv network similar to

DSL.

MOBILE 3G(Wireless): Many cell phone and smartphone providers offer voice
plans with Internet access. Mobile Internet connections provide good speeds
and allow you to access the internet.

WIMAX (Wireless): Worldwide interoperability for microwave access is designed

to provide mobile broadband connectivity across cities and countries through
devices. IT covers long ranges in kilometres in replace of DSL or cable internet
access in remote locations.

WIFI (Wireless): Wireless fidelity allows computer, mobile phones to exchange

data wirelessly with high speed. wifi devices can connect to a resource network
such as internet through a device called Wireless Access Point(WAP).It is used
for mobile connectivity where cable cannot be run such as schools, hotels,
home, offices.

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SATELLITE: In certain areas where broadband connection is not yet offered, a

satellite Internet option may be available. Similar to wireless access, satellite
connection utilizes a modem.

DATA TRANSFER ON THE INTERNET Having talked of data transfer and the
Internet, have you ever wondered how sitting in one corner of the world, you get
information from another distant area in a few seconds? In very simple
language, let’s see what happens to a piece of data, say a Web page, when it is
transferred over the Internet:

 Source computers send the files to destination computer by dividing the files
into smaller parts called packets.
 Each packet contains information and having a serial number.
 Packets sent from source to destination until it finds destination. Source
decides where to send the next cause all may not take the same route.
 Destination checks packets, if anyone is missing again message to resent
 Finally the packets are reassembled serially to get original message at
destination.

Activity

Prepare a presentation on the network components and switching techniques.

EXERCISE

A. Multiple Choice Questions.

1. Networks in which all computers have an equal status are called ____networks.
a) Peer to Peer b) Client –Server c) Ring d) None of these
2. Richard needs to set up a network for his office where he wants to save all the
data in a centralized system and other computers will take the services from the
centralized system. Which architecture will be the best suitable for him?
a) Peer to Peer b) Client-Server c) Point to Point d) Ring
3. The ______ is a global system of interconnected computer networks that use the
standard Internet protocol suite to serve billions of users worldwide.
a) Internet b) Intranet c) Local Area Net d) None of these
4. A ______ is a device that converts digital computer signals into analog signals
that can travel over phone lines and vice versa.
a) Repeater b) Switch c) Router d) Modem

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5. Identify the Wired Internet connectivity

a) WiMAX b) 3G c) DSL d) Wi-fi
6. A _____ is one which connects computers and devices in a limited geographical
area such as home, school, computer laboratory, office
building, or closely positioned group of buildings.
a) LAN b) WAN c) MAN d) PAN
7. In Rekha’s school, there is one central computer that has all the resources,
such as printer and high power processor. Which type of network architecture
is used there?
a) LAN b) WAN c) MAN d) PAN
8. The TCP/IP uses ____________ switching technique to transfer message through
the internet.
a) Message b) Circuit c) Packet d) None of these

KEY: 1.a 2.b 3.a 4.d 5.c 6.a 7.a 8.c

B. Subjective Questions.

1. What do you mean by Computer Network?

Ans. A computer network is a collection of computers and other hardware
components interconnected by communication channels that allow sharing of
resources and information.
2. Describe the following:
i. Peer to Peer (P2P) Architecture ii. Client-Server Architecture
Ans. Peer to Peer (P2P) Architecture: It is a network in which all computers have
an equal status are called peer to peer networks. In such a network each
terminal has an equally component CPU. It is slower and requires more
memory.

Client-Server Architecture: It is a network in which certain computers have

special dedicated tasks, providing services to other computers are called client
server network. The computers which provide services are called servers and
the ones that use these services are called clients.

3. Describe LAN and WAN.

Ans. LAN: A Local Area Network is one which connects computers and devices in a
limited geographical area such as home, school, office, computer lab etc. It

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offers high speed and used to connect computers with devices like printers and
scanners. It needs to attach NIC.
WAN: Wide Area Network is one which covers broad area, can links across
metropolitan, regional or national boundaries. The internet is most popular wan
used by organizations, individuals, consumers, Government etc. It provides
high speed due to connected by satellites.

4. Briefly discuss about Internet.

Ans. The internet is a global system of interconnected computer networks that uses
standard protocol to serves billion of users worldwide. It is a network of
networks that consists of millions of private, public, academic, business and
governments networks. internet is widely used all together information and to
maintain database.
5. Discuss about World Wide Web.
Ans. World Wide Web is also known as www or w3 or web. It is a system of
interlinked hypertext documents accessed via internet. With web browser one
can view web pages that may contain text, images, videos and other multimedia.
Information stored on web servers referred as web pages are retrieved by web
browser such as chrome, Firefox, explorer.
6. What is Web Server?
Ans: A web server is a computer that stores websites and their files for viewing on the
internet.
7. List a few advantages and disadvantages of computer networks.
Ans: Few advantages and disadvantages of computer networks are as follow:
ADVANTAGES OF COMPUTER NETWORKS:
Sharing of Hardware
Sharing Files
Communications
Backup
Cost Effective
DISADVANTAGES OF COMPUTER NETWORKS:
Initial Costs
Maintenance and Administration
Major Effect of Breakdowns

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8. Explain Wifi and its significance.

Ans. Wi-Fi stands for wireless fidelity. Wi-Fi is a popular technology that allows an
electronic device such as computers or mobile phones to exchange data
wirelessly over a network.
Wi-Fi is used where cables cannot be run (such as old buildings, outdoor areas)
to provide network and Internet access
9. What is Internet Service Provider (ISP)?
Ans. An internet service provider is an organization, which provide you access to
internet via dial-up through modem or direct through wired or wireless
connection. Example: BSNL, Airtel etc.
10. What do you mean by MODEM?
Ans. A Modem is a device that converts digital computer signals into a form of analog
signals that can travel over phone lines and reconverts the analog signals into
digital signals. It is derived from modulator/demodulator.
11. How to data transfers on the internet?
Ans.
 Source computers send the files to destination computer by dividing the files
into smaller parts called packets
 Each packet contains information and having a serial number.
 Packets sent from source to destination until it finds destination. Source
decides where to send the next cause all may not take the same route.
 Destination checks packets, if anyone is missing again message to resent
 Finally the packets are reassembled serially to get original message at
destination.

12. Explain any two types of Internet Connections.

Ans. DIAL-UP: It uses the facilities of public switched telephone network to establish
a connection to internet service provider. These are extremely slow and now
replaced by high speed connection such as DSL or cable modem. Users dial a
particular number provided by ISP and again access to the internet.
DSL: Digital subscriber line provide internet access by transmitting digital data
over wires of local telephone network. DSL filters remove high frequency
interference, enabling simultaneous use of telephone and data transmission. It
needs DSL modem.

13. What is the difference between Repeater and Router?

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Ans: Repeater: A repeater simply copies the information arriving at its input and
retransmits it from the output. This is required at times when the network
signal is weakened or distorted over a long distance. This happens if the
network passes through an area having strong electromagnetic fields. The
weakened or distorted signals are regenerated and then retransmitted by the
repeater.
Router: A router is a networking device, which routes the information around
the network. It is also used to connect one network with the networks. The
header of every packet of the information arriving at a router is checked for the
destination and using the best route, the message is forwarded to the next
device.

14. Seema does not know what protocols should be used for data transfer over the
internet. Help her by stating two commonly used protocols.
Ans: The commonly used protocols for data transfer over the internet are
(Transmission Control Protocol/Internet Protocol (TCP/IP) and File Transfer
Protocol (FTP).

Chapter-3. INTRODUCTION TO INSTANT MESSAGING

INSTANT MESSAGING (IM)

IM is a form of communication over the Internet that offers an instantaneous

transmission of text-based messages from sender to receiver. Most instant
messaging software include the option for performing file transfers, audio chat,
video calling and conferencing, sharing desktops, etc. apart from standard text
chat. Instant messaging software is widely used for personal and commercial
use.

Unlike email, instant messaging happens in real-time and the response from
participants can be spontaneous. Some instant messaging software allows users
to view messages received when they are not logged on. These are called “Offline
Messages”.

Key Features of an instant messaging are as follows:

 Text Messages can be sent to one or more person (Similar to SMS).

 It is faster than any other mode of communication.
 Users can connect to IM regardless of their location.
 Users can communicate with each other as per their suitable time.

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 A user can make a group of people to chat with them in one go.
 Audio calling and conferencing.
 Video calling and conferencing.
 File transfers (Not limited to documents, spread sheets, audio files, video files,
etc.)
 Message history (Save messages for future reference).
Instant Messaging Services
There are two kinds of instant messaging software – application based and Web
based. Application based instant messaging software is downloaded and
installed on user’s computer.
Some of the popular instant messaging software are:
 Google Talk
 Hangouts
 Skype
 Facebook Messenger
 WhatsApp
 Rediff Bol, etc.
Web based instant messaging software is accessed using browsers such as
Internet Explorer, Mozilla Firefox, Google Chrome, etc.
Some of the popular web based instant messaging software are:
Meebo, Hangouts, MSN Web Messenger, IMO, etc.

GTALK:
Google Talk was an instant messaging service that provided both text and voice
communication. It is also referred Gchat, Gtalk, or Gmessage among its users.

LAUNCHING GOOGLE TALK

 To launch Google Talk, Click Start  Programs Google TalkGoogle Talk.
 You can also double-click on the Google Talk icon on the desktop if available.
You need to have a list of contacts that are available for chat. If you don’t have
any contacts, you can add their Gmail account to your contact list by sending
an invite.

Activity:
Sign in to Google Hangouts using your email and password. If you don’t have
one, then first visit www.google.com and click on account create and register
yourself.

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EXERCISE

A. Multiple choice questions.

1. These instant messaging software download and installed on the user’s device.
a. Web based b. Application Based
c. Both a & b d. None of these
2. ____________instant messaging software is accessed using browsers such as
Internet Explorer, Mozilla Firefox, Google Chrome, etc.
a. Web based b. Application Based
c. Both a & b d. None of these
3. _______________ is not an instant messaging service.
a. Skype b. Yahoo! Messenger
c. Firefox d. WhatsApp

KEY: 1.b 2.a 3.c

B. Subjective questions.
1. What do you mean by Instant Messaging?
Ans: Instant Messaging (often called IM) refers to real-time communication with the
user at the other end through an application called Instant Messenger. Most of
the instant messengers use client-server model where messages from a user are
sent to the server first and then forwarded to the intended recipient.
2. What do you mean by Offline Message?
Ans. Some Instant Messaging software allows users to view messages received when
they are not logged in. These are called offline messages.
3. What are the key features of Instant Messaging?
Ans.
 Text Messages can be sent to one or more person (Similar to SMS).
 It is faster than any other mode of communication.
 Users can connect to IM regardless of their location.
 Users can communicate with each other as per their suitable time.
 A user can make a group of people to chat with them in one go.
 Audio / video calling and conferencing.
 File transfers (Not limited to documents, spreadsheets, audio files, video files,
etc.)
 Message history (Save messages for future reference).

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4. Name some web based Instant messaging services:

Ans. Web based instant messaging software is accessed using browsers such as
explorer, Firefox, chrome. Example: MACBO, IMO, MSN web messenger and
YAHOO messenger.
5. Name some applications based Instant messaging services:
Ans. Application based IM software is downloaded and installed on users computer.
Example: Google talk, Skype, windows live messenger and rediffbol.

Chapter-4. CHATTING WITH CONTACT –GOOGLE TALK

CHAT WITH GOOGLE CONTACT

Whenever your friend in the contact list is online you can see the person along
with a green dot.

 You can start sending text chat message instantly by double-clicking on a

contact. A window will pop up. You can type the text in the text box and press
enter, the other person will see the text message and respond to your message.
 Go ahead and get the contacts of a couple of your classmates and chat with
them.

There are some general rules and etiquettes to be followed while

chatting. They are almost the same as those that apply for emails.

 Messages should be short and to the point.

 Always introduce yourself by name if your screen name doesn’t reflect it.

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 Always ask if the other person has time to chat first - regardless of how
important you think what you have to say is, it’s not going to be well received if
the recipient is busy.
 In a business environment, know exactly what you want to discuss.
 Typing your messages in uppercase is extremely rude - it’s considered shouting
and very aggressive.
 Give people time to respond - Multiple questions sent to a recipient before
they’ve had a chance to answer can seem more like an interrogation rather than
a conversation.
 Wherever possible, give the person you are communicating with your undivided
attention. It’s not just a sign of respect, but if you have multiple conversations
happening or are allowing other issues to distract you, you may miss an
important point in the other person’s messages or lose the gist of the
conversation.
 It’s important to properly end an IM conversation - you may think the chat is
over, but the other person may not. While you’re off doing other things, they
may be sitting there staring at the screen waiting for further communication
from you.

CHATTING ON GMAIL
You can also use the chatting
services after signing into their
Gmail Account. The same procedure
will be followed while making voice
chats, text chats etc. using the
Gmail Account.
Once you sign into your Gmail
account, a contact window will be
displayed either on the left side or
the right side within the browser as
displayed below.
If you would like to chat with a contact, double click on the contact’s name. You
will see a pop-up window for chatting.

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EXERCISE

A. Multiple choice questions.

1. Which if the following option is used to sign into Google hangout.

a. Gmail account b. Gmail password c. Both a & b d. None of these

2. One can send _____along with the text to express his/her feeling.

a. Etiquette b. Emotions c. Symbols d. None of these

KEY: 1.c 2.b

B. Subjective questions.

1. How to chat in Google talk?

Ans. You can start sending text instantly by double clicking on a contact. A window
will pop up with text box where you can type text and press enter to post the
message and can view the response to your message. Whenever people in the
contact list are online we can see the name with green dot.
2. List any five etiquette that a user should follow while chatting on the internet.
Ans: Following are the basic etiquette that should be followed while chatting with the
others:
 Always introduce yourself by name, if your screen name does not reflect it.
 Always ask if the other person has time to chat first - regardless of how
important you think what you have to say is. Your message is not going to be
well received, if the recipient is busy.
 Always start your message with a short greeting.
 Ensure that your message is short, precise and to the point.
 If you are chatting with a person and he/she is waiting for your response, then
do not keep him/her waiting for a long time.
3. How to chat on Yahoo?
Ans. You need to download and install yahoo messenger. Then you have to sign in
through yahoo mail account. You have to do STARTPROGRAMSYAHOO
MESSENGERYAHOO MESSENGER or directly double click on yahoo
messenger icon. You need list of contacts for chat which you can get by inviting

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through yahoo mail account or can import from outlook etc. It provides text
audio and video facilities.
4. How to use Google talk?
Ans. You need to download and install GTALK .Then you have to sign in through
gmail account. To use you have to do STARTPROGRAMSGTALKGTALK or
directly double click on GTALK icon. You need list of contacts for chat. It
provides text, audio, video call facilities. It is free.
5. What are the basic needs to use instant messaging (chat) software?
Ans: The basic needs to use instant messaging (chat) software.
1) Active internet connection
2) Chat software to be downloaded
3) An account on that application.

Chapter-5. CREATING AND PUBLISHING WEBPAGES (BLOG)

BLOG

A blog is a discussion style site used by non-technical (or technical users) users
for creating personal web pages. Blog content is referred as ‘blog posts’. Blogs
are similar to an online personal diary and simple to use. Blogs are a dynamic
web pages and it is usually updated on a regular basis with new content.

You can use a blog to convey messages about events, announcements, news,
reviews, etc. Blogs are usually managed using a web browser and this requires
active internet connection. You can also use offline blog software to create
content first and later publish the content when an active internet connection is
available.

Some of the popular blogging sites:

 www.WordPress.com
 www.blogger.com
 www.blog.com
 www.weebly.com
 www.blogsome.com

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Benefits of blogging:

 Provides an avenue to organize your thoughts and ideas.

 Allows you to showcase your skills, creativity and talents.

 Helps individuals become an authority in their industry.

 Helps you socialize with interesting like-minded people online.

 Many bloggers make money blogging using various monetization methods

(affiliate marketing, memberships, online courses).

 Business use blogging to bring more potential customers to their websites.

 Non-profits can use blogs to raise awareness, run social media campaigns and

influence public opinion.

To create a Blog Account

Word press is a free and popular website for blog. Before starting a blog, a blog
account need to create.

The following steps are explaining to create blog account in word press.

 Through internet connection open web browser.

 Open the website https://signup.wordpress.com/signup

 Fill the fields blog address, username, password, email, language

BLOG ADDRESS: Unique address for the viewers

USERNAME: A name to manage blog

PASSWORD: You need to enter password twice. It must contain uppercase,

lowercase, symbols, numbers to make it strong

EMAIL ADDRESS: It is needed for the activation link send by WORDPRESS

after creating the blog.

LANGUAGE: You need to choose a preferable language.

Click on create blog

A message will be displayed “your account is active now”
 You need to click on the activation link from your email.

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Once you have created a blog, you need to submit content that you want others
to view. This process is called posting content.

Creating Blog Post:

 To create a post, click New Post.

 Type the Title for the blog: choose a tile that this post will focus on. For
example, “School Annual Day Function 2022”.
 Using the rich text box, you can type content that you want others to read.
 Once you have finished typing the content, you need to click Publish post.

Viewing the Blog Post:

 Type the blog address in the address bar of the web browser. The blogs which
ever posted is now you can reply for the post also.

Activity

Create a blog of yours using wordpress/ blogspot/wix or any other blog service
provider.

EXERCISE

A. Multiple choice questions.

1. __________are similar to an online personal diary.

a. Blogs b. Messages c. Chatting d. Video call

2. Identify the websites that offer blog service for free.

a) www.WordPress.com b) www.blogger.com

c) www.blog.com d. All of these

3. Before publishing your first blog post, you must first ___________your site.

a. Publicize b. Activate c. Customize d. None of these

4. To login to Wordpress account you can use your ____________.

a. E-Mail address b. User name c. Password d. All of these

KEY: 1. a 2. d. 3. a 4.d

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B. Subjective questions.

1. What is Blog? Explain its use.

Ans. A Blog is a discussion style site used by nontechnical users for creating
personal web pages. Blogs are similar to an online personal diary or journal.
We can use a blog to convey messages about events, announcements, news,
reviews, etc.
2. What is online Blog?
Ans. A blog which requires active internet connection to write and post is known as
online blog.
3. What is offline Blog?
Ans. This type of blog requires software to create blog content without internet then
publish later when internet is available, is known as offline blog.
4. Why blogs are used?
Ans. Blogs are used to convey messages about events, announcements, news,
reviews through web browsers.
5. List any 5 websites that provide blog service.
Ans. www.wordpress.com, www.blogger.com, www.blog.com, www.weebly.com
www.blogsome.com
6. Suma wants to create and publish a blog using WordPress account. Tell her the
steps to create and publish the blog.
Ans: After creating a blog, you need to create a post. To create your first blog post, do
the following:
 On your Homepage, click on the Write button to start making blog post.
 Give a Title to your blog, and start writing the content. The text formatting tools
appear as you type the text. You can choose them to format the text.
 You can also add images to your blog. Copy an image and paste it on your blog
page.
 Using the free plan from WordPress, you can store up to 3 GB of media in your
gallery.
 To upload media, click on the Add button, a drop-down list appears.
 You can add audio, video, image, and many other types of files to your blog.
 After finishing up with the content, publish your blog to make it live.
 Click on Publish from the top-right corner of the window.
 Check the visibility of your blog. You can choose to make it Public, Private, or
Password Protected.
 Click on Publish button, and your blog goes live.

7. What do you mean by publishing post?

Ans: Once you have created a blog, you need to submit content that you want others
to view. This process is called posting.

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Chapter-6. USING OFFLINE BLOG EDITORS

OFFLINE BLOGGING

An offline blog editor is an amazing tool for bloggers, to create blog posts
without an internet connection and publish the blog whenever internet
connectivity is available. There are several free offline blog editors available that
can be downloaded and installed on the local computer such as:

 Qumana
 Windows Live Writer
 Blogdesk
 Blogjet
 Bleezer

Note: download qumana from www.Qumana.com

Launching Qumana

 To launch Qumana, Click Start Programs  Qumana  Qumana or double

click on icon in desktop.

 Enter your blog’s URL. Enter your WordPress blog address and Click Next.
 A login window appears. You need to provide details of your WordPress account.
Give the WordPress blog address in the Web address field. Enter the Username
and password of the WordPress account.
 Click Finish.

If posts are already available in your blog, Qumana will download and display
the existing blogs as well. Now qumana window appears.

TO CREATE A POST

 Click New Post.

 A window similar to the one below will be displayed.

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 Enter the title and type the content in their respective fields.
 Click Publish Post.
Once you click Publish Post, the post will get automatically updated to your

WordPress blog. To view the published content, open the web browser and type
your blog address.

To insert a picture:

You can include photos or pictures in your blog to make it attractive.

 Click on the image icon, Insert image dialog box appears

 Click Browse to locate the image that you want to publish in the blog.
 Once you click “Browse”, the OS browse window appears, enabling you to locate
the image to be loaded. When you have chosen the image click Upload & Insert.
 Now the selected image appears and Click on Publish Post.

Some of the features of Qumana:

 Free desktop blog publishing tool

 Cross platform
 User interface
 Formatting features
 In-built spell checker
 Comment option available
 Ability to edit the published post
 Option to insert media

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 Support for customizing and designs

 Inserting drop pad features

Activity

Download and use different offline blog editors.

EXERCISE

A. Multiple Choice Questions.

1. ______are the example of free offline blog editors.

a. Qumana b. Windows Live Writer
c. Blogdesk d. All of these
2. Which statement is suitable for Offline blog?
a. You can create blog posts without an internet connection, later if you have
internet connection, you can publish the posts directly to your blog.
b. You can create blog posts with internet connection, later you can publish the
posts to your blog.
c. You can create blog posts without an internet connection, later you can
publish the posts without internet connection.
d. None of these.
3. ________is a blog editor that helps you to easily write, edit, spell check and
manage the content of your blog.
a. Qumana b. Google chrome c. Windows d. None of these

KEY: 1.d 2.a 3.a

B. Subjective questions.

1. How to use Offline Blog editor?

Ans.
 Need to download and install QUMANA offline blog editor.
 Click Start  Program  Qumana  Qumana or double click on Qumana icon.
 Enter your present wordpress blog address and click next.
 You need to enter wordpress details like username, password & blog address.
 Click on NextFinish. Available post is visible.
 To create post click on new post, enter post title and content.
 Click on publish post. It will be updated to wordpress blog.
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 To view content, type blog address in the web browser.

 To include photos click on image icon>browse image choose image click
on upload and insert.
 Click on publish post.
2. List any five offline blog editors.
Ans. Five Offline blog editors are :
i. Qumana
ii. Windows Live Writer
iii. Blogdesk
iv. MarsEdit
v. BlogJet
3. List any four advantages of an offline blog editor.
Ans: Offline blogging has a many benefits. Some of them are as follows:
 Offline blog editors are faster than the online blog editors.
 While using an offline editor, you always have a backup copy of your post on
the hard drive.
 With a blogging app, all the advanced editing, and formatting features are
available, just like you get in the WordPress editor.
 Offline editors provide the settings for images, videos, and links easily.
4. Write a short note on Qumana.
Ans: Qumana is one of the best desktop-based blog editors. It can be downloaded for
free on your Windows, Linux, or Mac-based computer. It gives an offline access
to blog posts without any browser. In your default blog editor, it becomes quite
difficult to edit and insert various types of media, whereas, this can be done
easily in Qumana, and also for more than one blog at the same time.
5. How can you create and publish a post?
Ans: Qumana displays all the existing posts available in your blog. To create a new
post, do the following in your blog editing window:
• Click on the New Post button.
• Enter the title of the post in the Title field.
• Enter the content of the post in the Content Area.
• Click on the Publish Post button.
• To view your published post, open your WordPress blog on the web browser and
type the URL of blog.

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Chapter-7. ONLINE TRANSACTION

Online transactions have made transactions very convenient and simplified the
workflow in many forms in a business. Online transactions deals with transfer
of money over the internet. Revolution in the electronic media has made
transaction handling easy. Many protocols and security measures have been
adopted to ensure the safe and secure OLTP (Online Transaction process).

We are already using online transactions when we deposit or withdraw money

from an ATM machine, when we make our bill payments using our debit/ credit
cards. NEFT/ RTGS are some other examples of online funds transfer.
Numerous benefits of online transactions like, fast transaction speed,
convenience, low risk of theft etc. has exponentially increased its use among
people.

Online shopping is a form of electronic commerce (e-commerce) where

customers can buy or sell goods over the Internet. Customers need to have an
active internet connection for viewing goods or services offered by a seller,
customers can pay online using a credit, debit card or by internet banking.

Online shopping could be useful in situations when:

 A customer does not have sufficient time to visit stores.

 Visiting a store is more expensive than purchasing a product online.
 A product or service that is not available in the local market is available online.

Some of the popular online transaction websites are:

 IRCTC, an online portal for booking flight and train tickets.

 Flipkart, an online shopping portal for buying consumer products.
 EBay, an online portal for buying and selling goods.
 Redbus, an online portal for booking bus tickets.

To perform online transaction, we need a computer/smartphone, web browser

and an active internet connection.

Different payment methods are used in online transactions/online

shopping are:

 Valid credit card

 Debit card

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 Netbanking
 Payment Apps (Gpay, Phone pay etc.)
 COD (Cash on Delivery) they can pay once they receive the product.

Online Transaction for booking train tickets:

 All you need to do in the first step is to go to the official website of IRCTC which
is irctc.co.in
 Then you will asked to login to your IRCTC Account, login using your user
name and password or else you can create in that page if you do not have one.

 A page appears with option ‘book now’. Click on book now option.
 A new page open wherein you will be required to provide your TO and FROM
destinations and then select dates.

 Then you will be displayed with a list of trains running on the specific day you
have selected and in the specified route you have selected.
 Then you can look for availability of the seats from the various trains provided
on the screen.

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 If you see availability then click on passenger details option which you can see
in the page.
Enter the passenger details like the name of the passenger, age, sex and you
can also add preferred berth.
 In the next page you will be continued with payment option, you can pay using
your credit card, debit card, UPI, Paytm, phonepay and various other digital
payment modes.
 Once your payment is successfully done you will receive a message and also a
mail to your specified email ID confirming on your payment and also the details
of your train as well as the berths allocated to you.
 And that it you are all set to start packing for your journey. You can also
download IRCTC application from play store and follow the same steps and
book a train ticket online without being feeling stressed and within few minutes.

Activity

1. Visit any online shopping site and observe the details of products published

EXERCISE

A. Multiple Choice Questions.

1. Which statement is suitable for online transactions?

a. Online transactions have made transactions very convenient and simplified

b. Online transactions deals with transfer of money over the internet.

c. Many protocols and security measures have been adopted to ensure the safe
and secure Online Transaction process

d. All of these

2. Which is suitable for e-commerce.

a. Watching movies in theatre b. Buying goods in online

c. Reading books in online d. Consult doctor in online

KEY: 1.d 2.b

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B. Subjective questions.

1. What is Online Transaction?

Ans. Online transaction or e-payment is a payment method in which the transfer of

fund or money happens online over electronic fund transfer. It makes secure

real time payments that transfer funds between consumer and merchant.

2. Explain the purpose of Online transactions.

Ans: Online transactions allow people to save many items, such as paper used to

make notes, time spent on transactions & counting. Online transactions are

very simple and can be performed from wherever using devices that are readily

accessible to everybody, such as smartphones, laptops, and so on.

3. Name some popular online transaction websites.

Ans. i. IRCTC-online train ticket booking

ii. FLIPKART-online shopping

iii. OLX-selling old goods

iv. GROFFERS-grocery

4. List any three payment methods to use online transactions.

Ans. Credit card

Debit card

Internet banking

5. What do you mean by Online Shopping (or) e-shopping?

Ans: Nowadays, lots of the internet services are available to promote businesses
electronically. The internet offers you many convenient ways to shop from your
homes or offices for almost everything, such as movies, games, stationery,
apparels, health care, personal products, home appliances, and electronic
items. This process of selling and buying products over the internet is called
Online shopping or E-shopping.
6. What are the uses of online shopping?
Ans. Customers does not have sufficient time to visit stores.

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 Visiting store is expensive than online purchasing.

 Every kind of product is available online.
 We can compare and verify different products.

7. Why are users moving towards e-reservations?

Ans: Due to following reasons users are moving towards e-reservations
 Accessible Anywhere
 Discounts and Offers
 Commission Free
 Quick System
 Changes and Cancellations
 Customer Reviews
 Safe and Reliable

Chapter-8. INTERNET SECURITY

Internet security is a branch of computer security specifically related to the

Internet, often involving browser security but also network security. Its objective
is to establish rules and measures to use against attacks over the Internet. The
Internet represents an insecure channel for exchanging information leading to a
high risk of intrusion or fraud, such as phishing.

Though Internet provides valuable information and entertainment, it may leave

your computer unsecure due to many online threats. You need to ensure that
your usernames, passwords, credit card or online banking information secure
as they are prone to be tracked and used by unauthorized users. Some websites
can also install Malware on the computer without user consent thereby leaving
the computer damaged or insecure.

Malware: It is a file or a code, designed to cause damage to a user’s personal

computer or network.

Spyware: It is a form of malware designed to collect your personal information.

Online threats such as Phishing, email spoofing, chat spoofing, etc. can
increase the chances of users getting compromised.

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You can reduce the risks by using best practices such as using Antivirus
Software, Antispyware Software, Firewalls, strong passwords, etc. in addition to
spreading awareness of the best practices.

Best Practices for Security

Use strong passwords, a combination of alphanumeric and special characters

could be used for creating a password that is not so easy to crack or guessed by
other users. Do not keep passwords such as your favourite colour, friends or
relatives name, bike number/ mobile number either as single or combined
option. These passwords are easy to guess if a user knows you personally.
Change your password frequently at least 2 or 3 weeks so that your account
information remains secure.

Using strong passwords can lower the risk of a security breach; effectiveness of
a password depends on the security mechanism of the software and users
involvement in generating a strong password.

Following is a general guideline for managing strong passwords

 Keep the length of the password at least 12-14 characters if permitted.

 Avoid keeping passwords based on repetition, dictionary words, letter or
number sequences, usernames, relative or pet names, etc.
 Including numbers, and symbols in passwords if allowed.
 Use capital and lower-case letters.
 Avoid using the same password for multiple sites or purposes.
 Avoid using something that the public or workmates know you strongly like or
dislike.
 Use random password generators if possible. Example of a strong password:
u1vX:,4Hd{]$

Secure transactions: If you are using online shopping or transactions, websites

even store your credit card or online banking personal information such as your
credit card number, account details, etc. This information can be tracked and
used by un-authorized users often known as hackers to misuse this
information. Again, ensure the website is legitimate and uses secure practices
for performing and maintaining online transactions. Since information such as
credit card details or personal information is sent over the network, it is always

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recommended to use only secure websites for such transactions. Verify if the
website uses secure transaction, usually it is indicated through a digital
certificate represented as a golden lock in the web browser’s address bar.

Use antivirus and antispyware software: Computers are prone to attacks from
software known as Malware that could harm your computer. Malware track
browsing behaviour or transmit personal data from your computer; programs
such as key loggers could be installed on your computer track and transmit
every key that is pressed on a keyboard (keystrokes) to unauthorized users.

Antivirus and Antispyware programs also offer real-time protection monitoring

your computer for any changes by malware software. Keep your Antivirus and
Antispyware software always up to date, this can help in protecting your
computer from recent threats.

Clear browser cookies frequently: Cookies are programs that are created on
your local computer when you visit websites. Though cookies are meant for
storing data based on your activity performed during your earlier visit such as
logon details, details of a shopping cart, visited pages in a website, etc. they
could also be tracked by unauthorized users and possibly gain access to your
personal information.

Install firewalls: Firewalls could be software or hardware and can assist in

keeping a computer and a network secure. Firewalls analyze the network traffic
and determine if the traffic should be allowed or not. In most cases, operating
systems such as Linux, Windows or Mac include firewall software as a part of
operating system thus keeping the computer secure. In rare cases, you may
need to configure your firewall for additional security.

Never install software from unknown sources: As they might not be

trustworthy; download only from well-known or reputed websites. Verify the
source if it is legitimate by searching the internet or referring to comments from
other users before downloading them; understand the nature and the purpose
of the software before attempting to download and install them.

Remove unwanted or unknown software applications: These might have got

installed without your knowledge when you have visited some websites.
Unwanted software could get installed as they might have been bundled along

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with necessary software. Some programs such as toolbars get installed usually
through bundled software and are programmed to send personal data without
your consent.

Concept of browser, cookies, Backup & antivirus:

Browser: A Web browser is a software application that enables the users to

access, retrieve and view the information and other resources on the internet.

Some of the popular web browsers are Internet explorer, Mozilla Firefox, Google
Chrome, Opera and Netscape Navigator.

Cookies: Cookies are the programs that are created on local computer when
you visit websites which stores data like logon info, visited websites.

Backup: Backup is a copy of computer data taken and stored elsewhere, so that
it may be used to restore the original after a data loss even. Before you make
changes to critical data always make a duplicate.

Antivirus: Antivirus and antispyware software protect your computer from

malware which can transmit every data to unauthorized users. It helps to
detect, identify and prevent malwares to protect data of computer.

Activity

Open settings of different browsers like edge, Mozilla Firefox, opera etc. and
note down the security settings in them.

EXERCISE

A. Multiple choice questions.

1. Online threats means __________.

a. Phishing b. Email spoofing c. Chat spoofing d. All of these
2. Which of the program is an anti-virus software?
a. Norton b. Quick heal c. AVG d. All of these
3. Trojan horses are very similar to virus in the matter that they are computer
programs that replicate copies of themselves.
a. True b. False
4. ________ monitors user activity on internet and transmit that information in the
background to someone else.
a. Malware b. Spyware c. Adware d. None of these
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5. Viruses are _________________.

a. Man made b. Naturally occur c. Machine made d. All of these
6. Firewall is a type of _________.
a. Virus b. Threat c. Worm d. None of these
7. Unsolicited commercial email is known as _______.
a. Spam b. Malware c. Virus d. Spyware
8. When a person is harassed repeatedly by being followed, called or be written to
he/ she is a target of ________.
a. Bullying b. Stalking c. Identity theft d. Phishing

KEY: 1.d 2.d 3.b 4.b 5.a 6.d 7.a 8.b

B. Subjective questions.

1. Explain the purpose of Internet Security?

Ans. Internet Security is a branch of computer security specifically related to the
internet involving browser and network security. Its objective is to establish
rules and measures to use against attacks over the internet. The internet
represents an insecure channel for exchanging information leading to a high
risk of fraud as phishing.
2. How risk can be reduced in Internet?
Ans. This risk can be reduced by using antivirus software, antispyware, firewalls,
strong password.
3. What are the guidelines of Strong Password?
Ans.
 Keep the length of password at least 12 to 14 characters
 Use capital n small letters, symbols and numbers
 Avoid using same password for multiple sites.
 Don’t use dictionary words or personal information
 Change your password frequently after 3 to 4 weeks.
 You can use random password generator
4. How do you protect your data?
Ans.
 By the use of strong password
 Use encryption software to protect from unauthorized users.
 Keep username and password private, do not share it in any browser in café
which can be used by others.

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 Before registering with website, read privacy policy and accept.

 Do not share personal information with websites.
5. Explain the need to clear data stored in web browsers.
Ans. Web browsers have built in password management design to store password in
websites by prompting to save username and password for login to facilitate
without typing those direct login. Which is not reliable because of hackers or
unauthorized users who can hack our data any time.

6. List different kinds of online threats.

Ans. Online threats such as Phishing, email spoofing, chat spoofing, etc.
7. What is firewall?
Ans. Firewalls could be software or hardware that can assist in keeping a computer
and network secure. It analyses the network traffic and determine the traffic is
allowed or not, most Operating systems include firewall inbuilt, rare cases you
can configure firewall additionally.
8. What is antivirus?
Ans. Antivirus and antispyware software protect your computer from malware which
can transmit every data to unauthorized users. It helps to detect, identify and
prevent malwares to protect data of computer.
9. What is phishing?
Ans: Phishing is an act of sending an e-mail to a user misleading him to believe that
it is from a trusted person or organisation. The user is asked to visit a website
in which he is supposed to update or validate his personal details, such as user
name, password, credit card details, etc. In this way the operators of the fake
website steal the person's identity and commit crimes in his name.
10. What is the difference between email spoofing and chat spoofing?
Ans. Email spoofing: Email spoofing is one of the most common security threats
these days. This process involves sending emails to the targeted recipients to
make them believe that these emails originate from trusted resources. The
purpose of spoofing is to gain access to the recipient’s personal information. It
can be usernames, passwords, banking details, etc.
Chat spoofing: Chat spoofing is quite similar to email spoofing. The only
difference between the two is that in chat spoofing, the spoofing happens when
the target is engaged in a chat process. The target perceives that he or she is
chatting with someone known, but in fact, it is a cyberattack. The purpose of
chat spoofing, also, is to gain access to some important personal information.

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Chapter-9. MAINTAIN WORKPLACE SAFETY

Maintain Workplace Safety

Every organization must follow a standard set of safety rules and procedures.
These rules must be stated and displayed clearly at important areas. All the
employees must be given a demonstrations and training to follow safety rules.

Basic safety rules to follow at workplace

 Fire safety,
 Falls and slips,
 Electrical safety,
 Use of first aid.
Timely repairs should be carried out by a competent person/ organization at
workplace / home to avoid/minimize any hazards.

Basic Fire safety rules in an organization:

Most of the time fire can be prevented using appropriate measures.

 Fire escape plans must be installed at proper levels

 Conduct regular drills
 Smoke alarms must be placed at proper intervals
 Keep workplace a no-smoking zone
 Maintenance of safety equipment must be taken care of regularly

Falls and Slips Safety rules

 Keep the moving area clean and clutter free.

 Workplace must be proper ventilated receive light.
 Wear non slippery footwear.
 Floors must be clean and dry.
 Oil spills, dust must be immediately cleaned.

Electrical Safety Rules:

 Electrical equipment used should be approved by a recognised organization.

 Workers should be trained to handle the electric equipment safely
 Damaged and hazardous electrical equipment should be immediately replaced.
All old and workout and frayed switches and wires should be changed.
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 Heat emanating equipment should be kept away from the electrical equipment.
 Take care that the outlets/ circuits should not be overloaded.
 Switch off and unplug the electrical appliances before cleaning or relocating
them.

Use of First Aid:

 Learning First Aid is the social and civic responsibility of very human being. If
provided effectively and on time then it may save life.
 First Aid is the immediate assistance provided to the injured to save life and
minimize health loss till the proper medical aid/ facility is provided.
 Every organization must have basic First Aid Kit. Kit must have all necessary
items. Make sure to check for the expiry of medical related items.

Some rules of First Aid are:

 Assure the injured to remain calm and not to panic
 Keep them warm if they are under shock
 Do not move the victim in case of back/neck injury

CASE Study 1:
Hazards due to Chemicals From past 2 years Ramdeen worked in a chemical
factory where come types of Acids are being manufactured. He is supposed to
carry a sample of chemical in a special flask with a tight cap. He went to take
the sample from the dispenser and did not fixed the cap properly. While
carrying the chemical back he slipped and because the cap was not fixed and
the chemical spilled over his neck, lower half of his face and one hand. The
worker suffered from severe burns due to chemical burns.

Activity

Observe the safety measure adopted in your school and locality.

EXERCISE

A. Subjective questions.
1. What do you mean by Workplace Safety?
Ans. Every organization must follow a standard set of safety rules and procedures.
These rules must be stated and displayed clearly at important areas. To all the
employees must be given a demonstration and training to follow rules.

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2. What are the basic safety rules to be followed at workplac?

Ans.  Fire safety
 Falls and slip safety
 Electrical safety
 Use of first aid (which need to be repair timely to avoid any hazards)
3. What are the basic fire safety rules?
Ans.  Fire escape plans must be installed at proper levels
 Conduct regular drills
 Smoke alarms must be placed at proper intervals.
 Keep workplace a no smoking zone
 Maintenance of safety equipment must be taken care
4. What are the basic Falls and Slips safety rules?
Ans.  Keep the moving area clean and clutter free.
 Workplace must be proper ventilated which receives proper light.
 Wear non slippery footwear
 Floors must be clean and dry
 Oil spills, dust must be immediately cleaned.
5. What are the electrical safety rules?
Ans.  Electrical equipment should be approved by recognized organization.
 Workers should be trained to handle the electrical equipment safely
 Damaged electrical equipment should be replaced
 All old and workout and frayed switches and wires should be changed
 Heat emitting equipment should be kept away from electrical goods
 The outlet circuits should not be overloaded
 Switch off and unplug the electrical appliances before cleaning or relocating
them.
6. What are the rules of first aid?
Ans.  Assure the injured to be calm and not to panic.
 Keep them warm if they are under shock
 Do not move the victim in case of back or neck injury
 Kit must have all necessary items and check the expiry of all medical related
items.
7. What is first aid?
Ans. First aid is the immediate assistance provided to the injured to save life and
minimize health loss till the proper medical aid or facility is provided. Learning
first aid is the social and civic responsibility which can save life.

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8. What do you mean by occupational hazard?

Ans. An occupational hazard is the illness one may acquire due to his occupation at
workplace. Like people working in chemical factory may get affected due to
presence of chemicals.
Some occupational hazards are –physical, chemical, radiological, behavioural,
biological etc.

Chapter-10. PREVENT ACCIDENTS AND EMERGENCIE

ACCIDENT
An accident is an unplanned event that may happen all of a sudden and may
lead to unwanted or unprecedented results/outcomes.
Types of Accidents
Accidents may be of following types: -
Accidents at workplace:
- Slips and fall accidents, fire
- Industrial disease/illness
- Road traffic accidents
- Clinical Accidents
- Sports related accidents

Handling Accidents

Accidents must be handled carefully. The accident should be handled

compassionately without assigning blame on others.
- Every organization must follow SOP for accident handling.
- Safety measures must be placed to prevent workplace accidents.
- Immediately call the medical team for any injury.
- Stay alert.
- Pay attention to and follow emergency drills.

EMERGENCY
Any unexpected situation that needs immediate attention and action. An
emergency situation might pose a sudden risk to life, property health etc. and
needs intervention to prevent deteriorating results/ hazards.

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An emergency situation is one that:

 threatens the employees, customers or the public
 disrupts or shuts down the operations
 causes physical or environmental damage
An emergency must be handled immediately to prevent further losses and to
minimize the loss. One must be alert to notice any kind of emergency. There are
various types of emergencies that may occur at home. School or workplace.
Hence it becomes essential requirement to have an emergency plan to minimize
the loss and recover from emergency.

Types of Emergency:

Various types of emergencies are there and there should be an emergency

management plan to handle the situation of emergency.
Some of the types of emergencies are as follows:
- Chemical spills
- Extreme heat waves
- Droughts
- Pandemics
- Terrorist attack
- Fire
- Floods
- Thunderstorms
- Leakage of some hazardous gas/ chemical.

EXERCISE

A. Subjective questions.

1. What do you mean by accident?

Ans. An accident is an unplanned event that may happen all of a sudden and may
lead to unwanted outcomes. It can be defined as an unfortunate incident that
occurs unintentionally causing hazardous result, injury.
2. What are the types of accident?
Ans.
 Accidents at workplace like slips and fall accidents.
 Industrial dieses or illness

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 Clinical accidents
 Road traffic accidents
 Sports related accident

3. How to handle accidents?

Ans.
 Every organization must follow SOP for accident handling
 Safety measures must be placed to prevent workplace accidents
 Immediately call medical tem for injury
 Stay alert and don’t blame others ,handle compassionately
 Pay attention and follow emergency drills

4. What do you mean by workplace emergency?

Ans. A workplace emergency is an unforeseen situation that threatens the
employees, customers or pubic. It disturbs the company’s operation and even
sometimes causes physical or environmental damage. The hazards leading to
accidents and emergencies may be natural or manmade.

5. How to handle emergencies?

Ans. An emergency must be handled immediately to prevent further losses and to
minimize obstacles. One must be alert to notice any kind of emergency. It is an
essential requirement to have an emergency plan to minimize the loss.
6. What are the type of emergency?
Ans.
 Chemical spills
 Extreme heat waves
 Droughts
 Pandemics
 Terrorist attack
 Fire
 Floods
 Thunderstorm
 Leakage of some hazardous gas /chemical

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7. Name type of emergencies that requires evacuation.

Ans.
 Fire
 Explosion
 Floods
 Earthquake
 Hurricanes
 Tornado
 Toxic material releases
 Civil disturbances
 Work place violence

8. Which measures should be included in the electric safety programs of

organisations?

Ans: Following measures should be included in the electric safety programs of

organisations:

 Electrical installations should be done and maintained by a competent person

and checked regularly.
 Extension cables, plugs, sockets, and other flexible leads and their connections
that are particularly prone to damage should be visually checked, maintained,
and where necessary, replaced before using any equipment.
 Correct cable connectors or couplers should be used to join cables together;
taped joints should not be allowed.
 Socket outlets should not be overloaded by the use of adaptors.
 Electrically powered equipment should be used.

9. What is the primary goal of first aid?

Ans: First aid is the emergency care given immediately to an injured person. It is
given to minimize injury and future disability. In serious cases, first aid may be
necessary to keep the affected person alive.
The overall goals of first aid are to:

 keep the victim alive.

 prevent the victim’s condition from worsening.
 keep the victim awake until help arrives

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Chapter-11. PROTECT HEALTH AND SAFETY AT WORK

Hazards and Sources of Hazards

An organization can face some health hazards that could put the lives of the
employees in danger. A hazard is anything that is the source of any potential
harm, damage or any kind of potential loss of health or life. Hazards can be of
different types depending on the industry and the environment in which the
employees work. The different types of hazards include:

 Physical
 Chemical
 Biological
 Mechanical

Sources of Hazards Checklist for Workstations:

The workstation should:

 provide sufficient space for the user to alter position comfortably

 provide adequate lighting
 have windows fitted with adjustable coverings to alter the sunlight level
 be spacious enough when a workstation is shared by more than one person

The display screen should:

 display well-defined characters of adequate size and spacing

 have a stable image
 have easily adjustable brightness and contrast
 tilt and swivel easily to suit the user
 be free from glare and reflections
 Use a separate base for the screen or an adjustable table

The work surface should:

 provide adequate space for the user

 have a low reflective surface
 be of an adequate size to allow the screen, keyboard and other peripherals to be
flexibly arranged

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 have a stable and adjustable document holder, which should be at the same
level as the screen and at the same viewing distance

Workplace Evacuation

In case of emergency there should be provision for evacuation. Evacuation is

the process of emptying a place in case of an emergency, disaster. Some of the
emergencies that require evacuation are fire, explosion, floods, earth quack,
hurricane, tornado, toxic material release, civil disturbance and workplace
violence.

An evacuation policy:

 Every organization must have an evacuation policy. All the Team Leaders are
responsible for informing about the policy to their employees about it. Proper
attention must be paid when the Team Leader is informing you about these
details. Negligence at this time may cost lives.
 Organization must have a designated assembly point for emergencies. Ensure
that every employee/ worker must know where it is.
 A ‘buddy system’ for individuals with special needs or disabilities must be
designated. This system ensures that differently-abled are assisted and guided
out of the premises or the impacted area properly. If you are a buddy to
someone, ensure that your buddy is safe at the assembly point with you.
 Floor plans with evacuation routes in work areas. Ensure that you understand
these so you can use it in time of need.
 Assembly areas, where you are required to assemble after evacuation, must be
properly taken care of.
 Periodic evacuation drills should be conducted. Ensure that you pay attention
during these drills. You need to save your life and you can be helpful in saving
someone else’s life too.

Healthy Living ‘A healthy body has a healthy mind’ - a very popular saying is
true. ‘Healthy Lifestyle leads to a healthy being. A healthy living has a lasting
impact on an individual which ultimately yields a healthy environment at home
as well as at work place. A happy and healthy worker will always perform best
to his ability.

A healthy lifestyle helps to keep and improve people’s health and wellbeing.

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A healthy lifestyle includes:

- Healthy eating habits

- Physical activities
- Stress management
- Healthy mind
- Sound sleep
- Goal setting.
A healthy lifestyle takes needs practice, commitment and sincere efforts.

Activity

Discuss and enlist the measures to avoid hazards in various situations at

workplace and in your school.

EXERCISE

A. Subjective questions.

1. What are the different type of hazards?

Ans. i. Physical

ii. Chemical

iii. Biological

iv. Mechanical

2. What do you mean by hazards?

Ans. A hazard is anything that is the source of any potential harm, damage or loss of
health or life. Hazards can be depending on industry and environment in which
employee works. An organization can face some health hazards that may put
lives of employees in danger.
3. Mention some preventive measures that can be taken to prevent accidents at
the workplace.
Ans: Some of the preventive measures to prevent accidents, are:
 Employers must provide workers with protective equipment, such as safety
goggles and other gear they need to avoid dangerous exposure.
 Reminding employees to be vigilant.

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 Removing clutter and putting it out of the way so that people would not step on
it and fall accidently.
 Effective procedures for dealing with employee grievances can help reduce the
risk of fights in the workplace, which could otherwise, result in nasty injuries.
 Good training, clear signage, and access to the necessary safety equipment can
all be a big help.
 Regular risk assessments are also important.

4. Explain the term ‘Evacuation Policy’.

Ans. Evacuation Policy means a plan to evacuate a place in case of any emergency or
disaster. Evacuation is the process of emptying a place in case of an emergency
disaster. Every organization must have an evacuation policy.
5. What is workplace evacuation policy?
Ans.
Evacuation is the process of emptying a place in case of emergency disaster. In
case of emergency there should be provision for evacuation.
- Organization must have assembly point for emergency, known to all.
- All the team leaders are responsible for informing about the policy to their
employees. Proper attention must be paid when the team leader is informing
about these details. Negligence at this time may cost life.
- A buddy system for individual with special needs or disabilities must be
designed.
- Assembly point where you are required to assemble after evacuation, must be
properly taken care.
- Periodic evacuation drill should be conducted .ensure that you pay attention
during these drills. You need to save your life and you can be helpful saving
someone else too.
6. Explain Buddy System to implement evacuation efficiently in case of emergency.
Ans. This system ensures that differently-abled are assisted and guided out of
the premises or the impacted area properly. If you are a buddy to someone,
ensure that your buddy is safe at the assembly point with you in case of any
emergency.

7. What is Healthy living?

Ans. A healthy living has a lasting impact on an individual which ultimately yields a
healthy environment at home as well as at work place. Healthy lifestyle leads to
healthy being. A healthy body has a healthy mind. A happy and healthy workers
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always perform best to his abilities. A healthy lifestyle helps to keep and
improve people’s health and wellbeing. Healthy living needs practice,
commitment and efforts.
8. What are the Features of healthy living? State in brief.
Ans.
 Healthy eating habits
 Physical activities
 Stress management
 Healthy mind
 Sound sleep
 Goal setting

9. What is Assembly Point?

Ans. Assembly point is a place in organization where people need to gather at the
time of emergency, which is known to all.
10. What is periodic drill of evacuation?
Ans. Periodic drill of evacuation is uttering and remembering the evacuation policies
in short while.

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