INFORMATION

TECHNOLOGY
(Subject Code:402)

GRADE - X

TextBook Keys

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 PART-B UNIT-1
DIGITAL DOCUMENTATION(ADVANCED)

Styles in a document

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. C 2. D 3. A 4. D 5. C

II. Fill in the blanks.

1. Style set 2. Character 3. List

III. Very Short Answer Type Questions.

1. What are styles?
A: Styles are sets of formatting options that can be applied to text or objects in a
document or Formatting a character or word as per the user requirements is called
as Style. Styles help maintain consistency in formatting throughout your document
and make it easier to manage and update the appearance of your content.
2. In which tab the styles group is located and what does it contains?
A: The styles group is located under the format tab (click Format Styles and
Formatting or press F11.) and contains Heading, Indent, Signature etc.
3. Define the List Style?
A: List Style is customized for presenting lists of information. It can include bullets,
numbers, indentation and other formats typical of the parts of a document that
present lists of information.
4. Name all the items available on Menu bar.
A: The menu bar which contains various menu items - File, Edit, View, Insert, Format,
Table, Tools, Window and help.
IV. Short Answer Type Questions.
1. Write Some advantages for using style.
A: a. Styles help us to apply consistent formatting to the documents. For example, all
paragraphs will have same font, size and line spacing etc.
b. Style make the major formatting changes simple.
c. Styles make formatting changes very fast - just change the style’s formatting
features and it will be instantly applied to all the places that are based on this style.

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2. What are the various ways to select styles to apply in OpenOffice.org?
A: OpenOffice.org provides several ways for you to select styles to apply. They are as
follows:
a. Click the Styles and formatting icon located at the left-hand end of the object bar,
or
b. Click Format Styles and formatting, or
c. Press F11.
3. Differentiate between a bulleted list and a numbered list.
A: A bulleted list is used for typing unordered lists where items in the list are not in a
sequence. A numbered list is used for ordered lists where the sequence of the items is
important.
V. Long Answer Type Questions.
1. What are the different styles supported by the OpenOffice.org?
A: OpenOffice.org supports the following types of styles:
a. Page styles include margins, headers and footers, borders and backgrounds.
b. 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.
c. Character styles affect selected text within a paragraph, such as the font and size of
text, or bold and italic formats.
d. Frame styles are used to format graphic and text frames, including wrapping type,
borders, backgrounds, and columns.
e. Numbering styles apply similar alignment, numbering or bullet characters, and fonts
to numbered or bulleted lists.
f. Graphic styles in drawings and presentations include line, area, shadowing,
transparency, font, connectors, dimensioning and other attributes.
g. Presentation styles include attributes for font, indents, spacing, alignment and tabs.
2. Write all the steps to apply styles for the document.
A: In OpenOffice Writer there are various styles available. They are Paragraph style,
Character style, Frame style, Page style and List style.
For example, to apply paragraph styles the following steps has to be followed.
Step 1: Place the cursor in a paragraph or click and drag to select a paragraph to
which you want to apply the style.
Step 2: In the styles and formatting pane, you will see a list of styles.
Step 3: Double click on any of the styles which you want to apply.
In a similar way, same steps can be applied for other styles.
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 Images in a Document

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. C 2. A 3. C 4. B

II. Fill in the blanks.

1. Ctrl + C 2. Alignment 3. Corner, Size

III. Very Short Answer Type Questions.

1. What is Clip Art?
A: Clip Art is a collection of pictures or images that can be imported into a document.
2. What is Fontwork gallery in OpenOffice?
A: Fontwork Gallery is the decorative text that can be inserted in a document. It is the
special text that can be used to give the document a more visual text effect.
3. How to open Fontwork Gallery in OpenOffice?
A: Open the Fontwork Gallery by clicking the icon on the drawing toolbar or on the
Fontwork toolbar. If the drawing toolbar is not showing, you can go directly to the
Fontwork toolbar by selecting View Toolbars Fontwork from the main menu bar.
4. What does grouping means?
A: Grouping means an action where different images can kept together. In OpenOffice
Writer grouping cannot be done directly so for that the user has to upload the images
from drawing application.
5. What does cropping a picture means?
A: Cropping a picture involves cutting away parts of an image to focus on a specific area
or to improve the composition.

IV. Short Answer Type Questions.

1. Write the procedure for inserting an image using a scanner.
A: The images can be scanned or uploaded from the scanner. To insert the image from
the scanner, select Insert Picture Scan Select source.
2. Write the different ways to insert image in OpenOffice.org.
A: In OpenOffice Writer the images can be inserted in three ways. They are
a. From file b. By scanning c. Inbuilt Gallery

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V. Long Answer Type Questions.
1. What do you mean by modifying an image? Write the procedure to modify an
image.
A: The images which are inserted can be modified from either picture toolbar or using
Picture dialog.
Using Picture toolbar option:
To do this, select View Toolbar Picture, the picture toolbar window is displayed
where the image can be modified and set the image as black and white, grey scale or
watermark etc.,
Using Picture dialog option:
To do this, select Format picture (or) right click on the image and select the picture
option.
Picture dialog box is displayed where the user can change the background color for
the image, add text, use the image as a macro etc.
2. Write the procedure for grouping images.
A: Following steps has to be followed for grouping images.
Step 1: Select File New Drawing option, drawing application will be displayed,
where number of images can be uploaded.
Step 2: Upload the images from file, scan or gallery can be taken.
Step 3: Copy paste single image into the OpenOffice writer or with the help of shift
key all the images can be taken.
Step 4: Select all the images and click on Format Group option. The selected
images will be in a group.
Step 5: Here, separate images will be grouped as a single image.
Step 6: Whatever changes the user wants to do resizing, adding background color etc
will be applied for the selected images at a time.
Step 7: If the user wants to work on separate images from the group, then you have
to select “Ungroup” option. All the images will be independent and the user can work
separately on each image.

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 Mail Merge

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. C 2. A 3. A 4. B 5. C

II. Fill in the blanks.

1. Save Merged Document 2. Mail Merge 3. Main document, Data Source

III. Very Short Answer Type Questions.

1. What is Mail Merge?
A: Mail merge is a combination of two words. Mail and Merge, where mail means a letter
or content written on paper and merge means to join. So, in simple words, writing a
letter and joining the letter with multiple addresses is known as Mail merge.
2. What are the benefits of Mail merge?
A: a. Saves time and effort.
b. Reduces errors.
c. Printing address labels, name tags.
d. Printing envelopes with recipient addresses.
3. Name the two main components required for Mail Merge process.
A: The Mail Merge process requires two main components
i. Main document
ii. Data Source
IV. Short Answer Type Questions.
1. Discuss the role of three main components of Mail merge feature.
A: The three main components of mail merge feature are:
1. Data source: This refers to the database that generally stores the names,
addresses and other personalised information in tabular format.
2. Main text document: It contains the main body of the letter.
3. Merged document: This refers to the document that is generated after merging the
information of the main text document and the data source.

V. Long Answer Type Questions.

1. How to mail merge in OpenOffice Writer?
A: Follow these steps to mail merge in OpenOffice Writer:
Step 1: Type your contents of letter or email in a new writer document.
Step 2: Click on Tools Mail Merge Wizard.
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 Step 3: Select “Use the current document” as you have already typed your contents
in the document. Click on next button.
Step 4: This step allows to select the document type out of letter or email. Select a
letter and click on next button.
Step 5: Create your address list and address block. This process has 4 steps:
- Select or create an address list.
- Select the address block.
- Match the fields.
- Preview of exact record match.
Step 6: Click on the select different address list containing the address data option.
Step 7: Click on create button. A new address list dialog box appears.
Step 8: Click on the customize button to delete unwanted fields from address blocks.
Click on OK button when you finished.
Step 9: Now type address list values for the different fields. Type details for recipients
address. Click on OK when you finished all entries.
Step 10: Now it will ask to save your file. Save it. When you save your address list do
not use space between the address list names.
Step 11: Now you will return back to your insert address block step. Click on the
check box in front of number 2.
Step 12: Now you will get the create salutation screen. This is an optional part. Click
on next button.

Step 13: The final step to save, print or send the merged document.
2. What is data source in the context of mail merge? Give advantages of mail
merge feature.
Before creating the main document, first you need to create the data source (address
block). OpenOffice Calc can be used to create a spreadsheet database which will act
as a Data source for the mail merge.
Advantages of Mail Merge:
a. Saves time and effort.
b. Reduces errors.
c. Generating personalized certificates or awards with names, accomplishments, or
other details.
d. Customer thank-you notes, client updates, employee communications.

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 Create and Use Template

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. A 2. A 3. B 4. A
5. Shift + Ctrl + N (Note: In text book option is given Ctrl + N. The correct answer
is Ctr+shift+N)

II. Very Short Answer Type Questions.

1. Define Template.
A: Templates are predefined document formats that you can use as a starting point for
creating new documents.
2. What does the templates contain?
A: Templates contains headers, footers, logos, text placeholders, and pre-formatted
styles for headings, paragraphs, and other elements.
3. Write steps to use a predefined template in writer.
A: Step1: Click on File New Templates and Documents, Templates and
Documents window will open, displaying available templates in various categories.
Step 2: Select a suitable template and click on the Open button.
III. Short Answer Type Questions.
1. Explain different ways of creating a template.
A: To create a template, follow the steps given below
Step 1: Select File New Text Document
Step 2: Create a template of your choice by inserting images, applying backgrounds
etc.
Step 3: Once the template is created, select File Templates Save Option. The
template dialog appears, give the name in New Template text box and Click Ok.
Step 4: The saved template will be displayed in My Templates folder. Now, this
created template can be further used.
2. What are the advantages of templates?
1. Templates simplify document creation. Since the formatting features are
predefined, templates are easier to apply and at the same time, they increase your
efficiency.
2. Templates offer consistency and clarity. Templates ensure that all documents have
a standard layout, look and feel.
3. Templates save time and money.

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IV. Long Answer Type Questions.
1. How would you setup the default template in writer?
A: The created template can be used multiple times, but instead of selecting file every
time, the following steps can be followed.
Step 1: Open the text document.
Step 2: Select File Templates Organize Option. Template Management window
will appear.
Step 3: Select My Templates option, list of the templates created by the user will be
displayed. Select the template and Click on the Commands Option.
Step 4: Select the option “Set As Default Template” option. Now whenever the user
opens the text document by default the template which is selected will be opened and
the user can prepare multiple documents.
2. How would you update your current document to implement a different
template?
To Create a document based on an existing and predefined template, here are the
steps to access and use predefined templates.
Step1: Click on File New Templates and Documents, Templates and Documents
window will open, displaying available templates in various categories.
Step 2: Browse through the categories to find a suitable template.
Step 3: Click on a template to preview its contents in the right-hand pane.
Step 4: Once you've found the desired template, click the "Open" button. A new
document based on that template will open, ready for you to add your content.
Here you can edit and customize as per your requirement.
Step 5: Replace placeholder text with your own content.
Step 6: Customize the document further by modifying text, formatting, styles,
images, and other elements as needed.
Step 7: You can save these customization as a new template if you wish to reuse
them in future documents.

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 Creating Table of Contents

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. B 2. D 3. D 4. C

II. Fill in the blanks.

1. Table of Contents 2. Hierarchy 3. 3
III. Short Answer Type Questions.
1. What is a Table of Contents?
A: A Table of Contents(TOC) is a list of headings in the order in which they appear in the
document. A TOC helps in navigating through a document by providing associated
page numbers and direct links to various headings available on those pages.
2. Is hierarchy of headings related to TOC? How?
A: The Table of contents is very much linked to the hierarchy of headings as it lists the
entries in TOC as the levels of headings in the hierarchy of headings. Higher level
headings appear before the lower level headings in TOC.
3. Write steps to create a TOC in Writer.
A: Creating table of contents in OpenOffice writer is done in the following steps.
a. Apply proper heading or styles for contents.
b. Place the cursor on the first page.
c. Click on Insert Indexes and Tables Indexes and Tables. An Insert Index/Table
dialog box will appear. Click OK option.
4. How to add or delete the title for the Table of content?
A: To add a 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.
5. What do you understand by hierarchy of headings?
A: Headings enhance the readability of documents and make them more presentable.
Headings are applied at different levels to specify if it is a heading or a subheading or
a sub-subheading.

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6. How to add or delete background to the Table of contents?
A: We can set two types of background for the ToC. We can either set a colour as the
background or an image as a background. To set a colour as a background click on
the colour tab and choose a colour from the colour picker. To add an image as a
background select the graphic option from a combo and select the image.
To delete the background-choose a colour from a combo box and select the no fill
option from the colour picker.
IV. Long Answer Type Questions.
1. How creating/maintaining Table of contents in OpenOffice Writer(Built-in
format) is done?
A: Step 1: Create a document in the OpenOffice writer.
Step 2: Save the document.
Step 3: Open the document, set the heading in a document with different levels like
Heading1, Heading2, Heading 3 etc., from Styles & Formatting Window.
Step 4: Now place the cursor where the table of contents had to be placed.
Step 5: Select the option Insert Indexes and Tables Indexes and Indexes
Step 6: Insert Index/Table dialog box is displayed. Click OK option.
The document will be displayed with the default settings from the window and the
Table of Contents will be updated in the writer, Click Ok.
The Table of Contents can be updated in the document and can also be modified later.
2. Describe Autofit options in the table in OpenOffice Writer.
A: To adjust Autofit options in OpenOffice Writer click on Table Autofit option.
OpenOffice Writer provides following Autofit options:
Column width: Content will be adjusted according to the fixed column’s width.
Optimal column width: Adjust column width with contents.
Distribute columns evenly: Adjust selected columns with equal width.
Row height: Content will be adjusted according to the fixed row’s height.
Optimal Row height: Adjust rows height with contents.
Distribute Rows evenly: Adjust selected rows with equal height.
Allow rows to break across pages and columns: Break the rows with the number
of pages and applied columns on the page.

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 PART-B UNIT-2
ELECTRONIC SPREADSHEET (ADVANCED)

Scenarios Analysis

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. A 2. A 3. B 4. B 5. B

II. Fill in the blanks.

1. Tools Tab 2. Solver 3. F5 4. Consolidating data 5. *

III. Very Short Answer Type Questions.

1. Define OpenOffice Calc.
A: Calc is the spreadsheet component of OpenOffice.org(OOo). We can enter data
(usually numerical) in a spreadsheet and then manipulate this data to produce
certain results.
2. What is Data Consolidation?
A: Data consolidation is a process of considering data from several worksheets and
preparing a consolidated single summary report out of it. Data consolidation
facilitates easier editing and viewing of information since it shows the data in
aggregate/summary form.
3. Name the various what-if tools available in Calc.
A: OpenOffice Calc makes available these commonly used what-if tools:
1. Scenarios 2. Goal Seek 3. Solver
4. What do you mean by spreadsheet?
A: An electronic spreadsheet is an excel sheet made up of rows and columns, used for
calculations.
5. Explain Var function.
A: Var function estimates the variance of a population on the basis of a sample of
numbers.
IV. Short Answer Type Questions.
1. What are the features provided to Calc?
A: The various features provided by Calc are as follows:
Functions, which can be used to create formulas to perform complex calculations on
data.
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 1. Database functions, to arrange, store, and filter data.
2. Dynamic charts: Two new types of charts- Bubble charts and filled net charts have
been introduced in OpenOffice.org.
3. Macros, for recording and executing repetitive tasks; scripting languages
supported include OpenOffice.org Basic, Python; Beanshell, and Javascript.
4. Ability to open, edit, and save Microsoft excel spreadsheets.
5. Import and export of spreadsheets in multiple formats, including HTML, CSV, PDF
and postscript.
2. Write steps to use consolidating data in OpenOffice Calc?
A: Steps for consolidating data in OpenOffice Calc:
1. Click on data consolidate option. A consolidate dialog box will appear.
2. The dialog is almost similar like MS Excel. Select your desired function and add
references to the cells by selecting ranges.
3. Click on more button to add row labels and column labels or to link source data.
4. Click OK button.
3. What do you understand by What-if analysis? What is its significance?
A: What-if analysis is the process of determining the effects on outcomes in a
spreadsheet calculation through systematic changes in the input. It is useful for
analysing different input values and their impact on the outcome. This way, one can
take better decisions based on the different inputs and their outcomes.
V. Long Answer Type Questions.
1. Write all the steps for creating scenarios.
A: Step 1: Open New Spreadsheet in Open Office application.
Step 2: Enter the Data.
Step 3: Select the cells which are containing the values that are used for changing
scenarios. If you want to select multiple values, it can be done with the help of
holding Ctrl key, (Minimum two cells have to be selected).
Step 4: Click on Tools and select Scenarios option.
Step 5: Create scenario dialog box will appear. Enter the name of the scenario and
uncheck the Copy back option. If you want to give any border color for the scenario,
select from the dropdown.
Step 6: Click Ok.

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2. Give some example situations, where what-if analysis is useful?
A: What-if analysis is useful in many situations, such as:
for proposing different budgets based on revenue.
for predicting the future values based on the given historical values.
3. Write the objects available in the consolidate dialog box.
A: The following options are available in Consolidating the dialog box.
• Function
• Consolidate ranges
• Select data range
• Copy results to
• Labels
• Link to Source data
• Buttons - Ok, Cancel, Help, Add, Delete, More

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 Linking Spreadsheet Data

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. C 2. A 3. D 4. D
II. Fill in the blanks.
1. Absolute 4. Bottom
2. Relative 5. Worksheets
3. Consolidating

III. Very Short Answer Type Questions.

1. What is the use of link to source data.
A: The link to source data option is used to update the value in consolidated worksheet
formula cell automatically when the user changes data in source cell.
2. Define Objective cell.
A: The objective cell is the cell containing a formula that represents the objective, or
goal, of the problem. The objective can be used to maximise, minimise or achieve
some target value.
3. What is the use of multiple sheets in a workbook?
A: Multiple sheets help keep information organized in a workbook. Different data can be
stored in separate sheets for a better organisation.
4. Name the types of Hyperlinks?
A: There are two types of hyperlinks. They are
Relative hyperlink: It redirects the path of the document with the current location.
Absolute hyperlink: It redirects the path to the topmost folder.
IV. Short Answer Type Questions.
1. What is a document hyperlink?
A: A document hyperlink is a link, clicking on which opens the linked document such as a
spreadsheet or a text document or an image file and so on. Hyperlinks are very useful
when additional information is also required along with a document. In that case,
rather than adding the contents of additional information, a hyperlink to separate
document can be provided.
2. What is registered data source in Calc?
A: Registered data source in OpenOffice means if a database is in *.odb format or not.
The registered data sources can be easily linked with current sheets. It allows users to
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 import data from databases, spreadsheets, or other data directly into the
spreadsheet.
3. How do you link two or more sheets in a worksheet?
A: When you are working with multiple sheets, there will be certain situations where
you need to store in another sheet.
To use worksheet data within a sheet, cell is referred as Cell Reference.
<Cell Reference> = <Col letter> + <Row number>
Creating links to other sheets through keyboard:
Using keyboard also links can be created. It can be done as follows
=sheet-name.cell-reference
For example, =Sheet4.C5 C5 is the cell of sheet with Sheet4
=FA1.C8 C8 is the cell of sheet with Fa1
V. Short Answer Type Questions.
1. How would you:
i) Insert a new sheet in a workbook? ii) Delete a sheet in a workbook?
A: i) Insert a new sheet in a workbook:
If you want to add multiple worksheets for your workbook, following steps are given
below.
Step 1: Open the spreadsheet in Open Office application.
Step 2: Select the sheet where a new sheet has to be inserted.
Step 3: Click Insert and select Sheet option (or) Right click on the tab and select
Insert Sheet (or) Click on the empty space available on at the end of line of sheets.
Step 4: When you click on Insert option, Insert sheet window displays in which the
user has to select the Position, Number of sheets.
Step 5: Click OK button. The new worksheet is added to the workbook.
ii) Delete a sheet in a workbook:
If you want to delete a worksheet from your workbook, following steps are given
below.
Step 1: Right click on the worksheet you want to delete, then select Delete Sheet
option from the worksheet menu.
Step 2: The selected worksheet will be deleted.

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2. How are hyperlinks of documents useful?
A: Hyperlinks are useful when there is additional information is required in a document.
It is easy to create a hyperlink to a document instead of adding contents of additional
information.
Advantages of creating hyperlinks:
1. The size of the document will not be increased with a lot of information.
2. By creating hyperlinks the documents are user friendly.
3. By clicking on the hyperlinks additional information can also be checked.
3. How can we rename a worksheet in spreadsheet?
A: To rename a worksheet, you can do the following:
Step 1: Right click the worksheet you want to rename, then select rename sheet
option from the worksheet menu.
Step 2: Type the desired name for the worksheet.
Step 3: Click anywhere outside the worksheet tab or press Enter on your keyboard.
The worksheet is renamed.

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 Share and Review a Spreadsheet

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. D 2. D 3. D 4. B
II. Very Short Answer Type Questions.
1. Which command opens a document in shared mode?
A: Opening a shared spreadsheet is similar to the way you open other documents, i.e
by using command File Open or Pressing the shortcut key Ctrl + O. In shared
mode, some features/commands of Calc are not available.
2. Which command opens a document in record changes mode?
A: Open the spreadsheet where the recording changes have to done. Select Edit
changes and select Record option.
3. What is the need for sharing documents?
A: Sharing a document means when multiple users can view, edit or review the
changes made in a document. Thus sharing of documents is useful when there are
multiple stakeholders for a document.
4. Which command changes the mode of a document from shared to unshared
mode and vice-versa?
A: The command Tools Share document can be used to switch the mode for a
document from unshared to shared and vice-versa.
III. Short Answer Type Questions.
1. How do you open a document in sharing mode in Calc?
A: Step 1: Open Spreadsheet in Open Office application.
Step 2: Select File Open command or press Ctrl + O
Step 2: Select the file from the desired location, when the shared document is
opened it will prompt the user with the window displaying that the document
is been shared with the other users.
Step 3: Click OK in the window and the document will be opened in shared
mode.
2. Explain features and use of record changes mode?
A: Calc has the feature to track what data was changed when the change was made,
who made the change, and in which cell the change has occurred. A colored 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-colored bar.
Example: If you are the sponsor of a youth baseball team. The coach has submitted

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 a budget to you for the season and you need to edit the costs and return them to
her. You are concerned that if you just make the changes, then the coach won’t see
the changes you made. You decide to use Calc with the record changes feature
turned on so that the coach can easily see the changes you have made.
3. How would you compare two documents in Calc?
A: When the documents are shared between the users, sometimes there is a possibility
for the user to remember what changes have been done. To avoid this there is a
feature Comparing changes in Open Office document.
If the user wants to compare two documents, ensure that both the documents are
available.
Step 1: Open the edited document.
Step 2: Click Edit from the Menu bar, Select Compare Document option. This will
prompt you a dialog where the user has to exit from the Record Mode. Click Yes to
exit the changes from recording mode.
Step 3: Now select the file which has to be compared with the changed document.
Where ever the changes are made automatically they will be displayed by highlighting
the cells and also in the Accept and Reject changes dialog box.
Here, the user can either accept or reject the changes made. The changes made will
be updated in the other document.
4. List some features which are not available in shared document mode.
A: Some features which are not available in shared document mode are:
1. Edit changes, except for merge document
2. Edit compare document
3. Edit Sheet Move/Copy and Delete
4. Data Sort
5. Data Subtotals
5. How would you prefer merging two documents? Which command would you
use to do this?
A: In order to merge the documents, create a copy of the original document, enter the
data which needs to be entered and save the document.
Now open the main document into which the changes made in the other document
have to be merged.
Step 1: Click on Edit, goto Changes option and select Merge Document option.
Step 2: Now select the other document into which this document has to be merged.
Step 3: The data which is added in the second document will be updated in the first
document.
Here, if the user wants to accept the changes or reject the changes it can be done
from the Accept or Reject Changes window.
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IV. Long Answer Type Questions.
1. What is the use of comments in record changes mode? How do you add/edit
them?
A: Comments are the descriptions about the changes made in cells during record
changes mode.For example, Reviewers and authors can add their comments to
explain their changes.
To add a comment to change:
1. Make the change to the spreadsheet.
2. Select the cell with the change.
3. Choose Edit Changes Comments. The automatically-added comment provided
by calc appears in the title bar of this dialog and can not be edited.
4. Type your own comment and click ok.
If you want to edit an existing change-comment, following procedure as follows
1. Select the cell with the comment that you want to edit.
2. Click command Edit Changes Comments.
3. Edit the comment and click OK.
2. What happens when you are saving a shared documents and there are
changes made by multiple users in common overlapping ranges?
A: When you are one of the users of a shared document and you try to save your
document then one of the following possibilities are there.
If multiple users have worked on a shared spreadsheet and the changes made by
them happen to affect same cells, it means changes conflict.
For example, User 1 has made changes in range D8:F15 of sheet1, while User 2 has
also worked on range D8:F15 of sheet 1.
It means the changes made by user1 and user 2 affect the same cells and hence are
conflicting.
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 document is saved. While you are resolving the conflicts, no other user
can save the shared document.
When you successfully save a shared spreadsheet, the document shows the latest
version of all changes that got saved by all users.
3. How would you review the changes made in record changes mode?
A: Recording changes in a document means that if any changes have been done by the
team member and it has to be approved by the team leader then this process is
known as the recording changes. To do the recording, the following steps have to be
followed.

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 Step 1: Open the Spreadsheet where the recording changes have to done.
Step 2: Select Edit option, goto changes option and select Record option.
Step 3: Edit the document accordingly and the user will observe the changes made in
the document with a red coloured border with a dot at the upper left hand corner in
the cell.
4. When is merging of two documents useful?
A: When multiple reviewers work on common document and give multiple edited
documents. The merging of these documents is useful. The reason being that in such
cases, the ideal way for the authority will be to view all the changes made by all
reviewers at once so that they can take decisions in one go. Also, it makes sense and
is quicker to review all of these changes at once, rather than one review at a time. To
accomplish this, we can merge documents in Calc.

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 Macros in Spreadsheet

Intellectual Skill Sheet

I. Multiple Choice Questions.
1. B 2. C 3. B 4. C
II. Fill in the Blanks.
1. Arguments 2. Tools 3. Function 4. Macro
III. Very Short Answer Type Questions.
1. What is a Macro?
A: A Macro refers to a sequence of user actions or commands that are recorded and can
be played back later to automate repetitive tasks.
2. How are macros useful?
A: Macros can be used to apply consistent formatting to cells or ranges, such as setting
fonts, colors, borders, and alignment.
Macros can assist in sorting, filtering, and analyzing data.
3. What is the need for macros?
A: Macros are need to generate reports by extracting data from your spreadsheet and
arranging it in a specific format.
Macros can be employed to automate the creation and customization of charts and
graphs based on the data in your spreadsheet.
4. What are arguments?
A: The values passed to a macro are called its arguments. You can pass arguments to a
Macro and the Syntax for Passing arguments is
Function <FunctionName>(optional name)
functioncode here
End Function
Here, FunctionName represents the name of the function, optional name is the
argument.
IV. Short Answer Type Questions.
1. List some advantages of using macros?
1. The repeated keystrokes and tasks are automated by Macros.
2. They reduce the possibility of human error.
3. Macros reduce the amount of time spent in basic, repetitive computing tasks, i.e.,
they make things faster.
4. Macros are useful for making complex computations easier to perform by storing
them in a name, which can re-run every time one needs to perform the same
complex computations.

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2. Which command would you use to a) Record a macro b) Run a macro?
a) Record a Macro
To record a macro, follow the steps given below:
Step 1: Create a Spreadsheet in Open office application with 2 or 3 sheets.
Step 2: Enter the same table data in Sheet 1, Sheet 2, Sheet 3.
Step 3: To create a Macro, Click Tools, goto Macros Option and Select Record Macros
Step 4: When Record Macro option is selected the window will be displayed.
Now start performing the changes to one of the sheet and click on Stop recording
option. When Stop recording option is selected it will pop up a window asking the user
to save the Macro.
Step 5: To Save a Macro, Select MyMacros option, click standard option and select
Module 1 from Open Office Basic Macros Window.
Step 6: Mention the name of the Macro in the Macro Name Text Field and Click Save
Option. The Macro which is created will be saved.
b) Run a Macro
To run a macro, follow the steps given below:
When Run Macro option is selected from Tools Macros, Macro Selector
window will be displayed where you need to select the Macro which has been saved
and click on Run option. When a Macro is created automatically the code is generated
at the back end.
The changes which are made to Sheet 1 will be automatically applied. Repeat the
same process for the remaining Sheets.
3. How are macros internally saved?
A: When you create macros, Calc internally creates equivalent commands and stores it
as some programming code. you can view this code file by following the command
sequence given below:
1. Click command Tools Macros Organize macros OpenOffice Basic
2. It will open OpenOffice Basic Macro dialog. Here click on a macro name click edit
button from the right.
3. Now a code window will open where you can see the code it created for all your
macros. Each macro begins with a keyword Sub followed by its name and ends with
End Sub.

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V. Long Answer Type Questions.
1. How can we record a macro? Write the steps to record a macro.
To record a macro, follow the steps given below:
Step 1: Create a Spreadsheet in Open office application with 2 or 3 sheets.
Step 2: Enter the same table data in Sheet 1, Sheet 2, Sheet 3.
Step 3: To create a Macro, Click Tools, goto Macros Option and Select Record Macros
Step 4: When Record Macro option is selected the window will be displayed.
Now start performing the changes to one of the sheet and click on Stop recording
option. When Stop recording option is selected it will pop up a window asking the user
to save the Macro.
Step 5: To Save a Macro, Select MyMacros option, click standard option and select
Module 1 from Open Office Basic Macros Window.
Step 6: Mention the name of the Macro in the Macro Name Text Field and Click Save
Option. The Macro which is created will be saved.
2. Give some disadvantages of macros.
A: 1. The disadvantage of the macro is the size of the program. The reason is, the
preprocessor will replace all the macros in the program by its real definition prior to
the compilation process of the program.
2. In the macro reading , actions in the user interface will get auto-converted into
their respective code. But, these code lines have some unnecessary lines of code.
3. You can not record If and Loop and many other constructs in the macro recording.
For this, you need to write VBA (Visual Basic for Application) code manually.

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