Important Computer Basic and MS Office Descriptive Questions and Answers


Q.1-: What is word processor ? Explain its feature and uses?
Ans.-
Word processor is an application software, which is capable of creating ,editing, saving, and printing documents.
A word processor is a software program capable of creating, storing, and printing typed documents. Today, the word processor is one of the most frequently used software programs on a computer, with Microsoft Word being the most popular word processor

Features of a word processor
Unlike a basic plaintext editor, a word processor offers dozens of additional features that can give your document or other text a more professional appearance. Below is a listing of some of the most popular features of a word processor.

1.Text formatting- Changing the font, font size, font color, bold, italicizing, underline, etc.
2.Copying, cutting, and pasting - Once text has been entered into a documented it can be copied or cut and pasted anywhere in the current document or another document. 3.Multimedia - Insert clip art, charts, images, pictures, and video into a document.
4.Spelling and Grammar - Checks for spelling and grammar errors in a document.
5.Adjust the layout - Capable of modifying the margins, size, and layout of a document.
6.Find - Word processors give you the ability to quickly find any word or text in any size of the document.
7.Search and Replace - You can use the Search and Replace feature to replace any text throughout a document.
8.Indentation and lists - Set and format tabs, bullet lists, and number lists.
9.Insert tables - Add tables to a document.
10.Word wrap - Word processors can detect the edges of a page or container and automatically wrap the text using word wrap.
11.Header and footer - Being able to adjust and change text in the header and footer of a document.
12.Thesaurus - Look up alternatives to a word without leaving the program.
13.Multiple windows - While working on a document, you can have additional windows with other documents for comparison or move text between documents.
14.AutoCorrect - Automatically correct common errors (e.g., typing "teh" and having it autocorrected to "the" .
15.Mailers and labels - Create mailers or print labels.
16.Import data - Import and format data from CSV, database, or another source.
17.Headers and footers - The headers and footers of a document can be customized to contain page numbers, dates, footnotes, or any text of all pages of the document or specific pages.
18.Merge - Word processors allow data from other documents and files to be automatically merged into a new document. For example, you can mail merge names into a letter.
19.Macros - Setup macros to perform common tasks.
20.Collaboration - More modern word processors can help multiple people work on the same document at the same time.

Uses of a word processor
When it comes to computer programs, a word processor is one of the most used programs on a computer because of its versatility in creating a document. Below is a list of the top examples of how you could use a word processor

1.Book - Write a book.
2.Document - Any text document that requires formatting.
3.Help documentation - Support documentation for a product or service.
4.Journal - Keep a digital version of your daily, weekly, or monthly journal.
5.Letter - Write a letter to one or more people. Mail merge could also be used to automatically fill in the name, address, and other fields of the letter.
6.Marketing plan - An overview of a plan to help market a new product or service.
7.Memo - Create a memo for employees.
8.Report - A status report or book report.
9.Resume- Create or maintain your resume.


Q.2-: Advantage of Word Processing

Ans.
1. Saving Time
Word processing saves time, making it an obvious asset in the workplace. Most people can type much faster than they can write by hand. Proficient typists can exceed 60 words per minute and potentially go much higher than that, whereas legibility concerns limit people's handwriting rates. Word processing also saves time in that employees can don't have to worry about fumbling paper around or writing neatly.
2. Digitizing Information By using a word processor to type documents electronically, it becomes quick and easy to transfer, copy and preserve information. This offers great utility and functionality to most companies and compares favorably to paper filing systems. Filing, retrieving and copying all require a significant amount of time in a paper filing system, and the storage requirements are significant. Paper files are also subject to decay, damage and misplacement in a way that digital file systems are not.
3. Improving Efficiency and Accuracy Besides simply saving time, word processing offers ways to improve workers' efficiency and accuracy. Word processors contain software to automatically correct common errors and identify misspellings, improving overall speed and reducing errors. They also makes it easier to create and organize new files as well as retrieve and manipulate existing ones. These kinds of improvements offer a clear appeal to business, explaining the widespread transition to computers and word processing in office environments.
4. Reducing Supply Costs While word processors and the computers to run them certainly cost money, so do the materials to use paper documents. A prolific employee might go through several reams of paper in a month, as well as a variety of pens, pencils, staples, paperclips and binders. These material costs add up, as do the logistical costs of having them delivered and the real estate costs of finding room to store them.


Q.3-: Disadvantage of Word Processing

Ans.
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Word processors are computer programs designed to allow users to compose papers, letters and articles by typing with a keyboard. Word processing programs offer many conveniences over hand writing information such as spell checking and simple editing, but despite their advantages, they also have some notable drawbacks
1. Accessibility User accessibility can be a drawback. While almost anyone can pick up a pen and paper and start writing, word processing requires access to a computer and a word processing program. Computers can cost hundreds of dollars and word processing software itself may also be expensive.
2. Productivity Word processing can increase writing productivity, but it requires moderately fast keyboarding speed. For users who are new to computers, hand writing information may be faster than keyboarding. Additionally, if the users intent is to create a physical copy of the document, word processors require the additional step of printing.
3. Compatibility Another potential issue with word processing is the compatibility of data files that word processors use to store information. The files one program uses to store information might not be readable by a different program, so if you send a document to someone else that doesn't' have the same word processor as you they might to be able to open it.
4. Data Loss Word processing is also subject to the problem of data loss. If you are working on a document and your computer crashes or there is a power outage, you might lose some of the information in your project. If your computer contracts a virus or the hard drive fails, you might even lose all of the documents on the computer's hard drive. Data loss can be minimized by backing up documents to external hard drives or sending them out via email.
5. Interface Another issue with usability of word processors is the user interface. The interface and options available will vary from one program to another, which can make formatting and using the features of word processing cumbersome and confusing. Learning to use the various functions of a word processor can take time and may be difficult without formal instruction.
6. Personal Some people feel that type written information is less personal than hand written information. For personal writing such as letters, a few hand-written words may be more effective than a long type written letter



Q.4-: What is excel
Ans. Excel is a software program from Microsoft that is part of the Microsoft Office suite of productivity software developed by Microsoft. Released on September 30, 1985, Excel is capable of creating and editing spreadsheets that are saved with a .xls or .xlsx file extension. General uses of Excel include cell-based calculation, pivot tables, and various graphing tools. For instance, with an Excel spreadsheet, you could create a monthly budget, track business expenses, or sort and organize large amounts of data.



Q.5-: Why do people use Excel?
Ans. There are many reasons people may use Excel (a spreadsheet program). For example, someone might use Excel to keep track of their expenses. For a full list of reason and examples of how people use a spreadsheet, see our spreadsheet definition.



Q.6-: Feature of excel
1. Conditional Formatting Making sense of our data-rich, noisy world is hard but vital. Used well, Conditional Formatting brings out the patterns of the universe, as captured by your spreadsheet. Thatis why Excel experts and Excel users alike vote this the #1 most important feature. This can be sophisticated. But even the simplest colour changes can be hugely beneficial. Suppose you have volumes sold by sales staff each month. Just three clicks can reveal the top 10% performing salespeople and tee up an important business conversation.
2. PivotTables At 4 hours to get to proficiency, you may be put off learning PivotTables but don’t be. Use them to sort, count, total or average data stored in one large spreadsheet and display them in a new table, cut however you want. Thatis the key thing here. If you want to look only at sales figures for certain countries, product lines or marketing channels, itis trivial. Warning: make sure your data is clean first!
3. Paste Special Grabbing (ie Copying) some data from one cell and pasting it into another cell is one of the most common activities in Excel. But thereis a lot you might copy (formatting, value, formula, comments, etc) and sometimes you won’t want to copy all of it. The most common example of this is where you want to lose the formatting – the place this data is going is your own spreadsheet with your own styling.
4. Add Multiple Rows Probably one of the most frequently carried out activities in spread sheeting. Ctrl Shift + is the shortcut, but actually it takes longer, so Right Click is what we recommend. If you want to add more than one, select as many rows or columns as you’d like to add and then Right Click and add.
5. Absolute References Indispensable! The dollar in front of the letter fixes the column, the dollar sign in front of number fixes the row F4 toggles through the four possible combinations.
6. Print Optimization Everyone has problems printing from Excel. But just imagine if what you printed were always just what you intended to print. It IS actually possible. There are a few components to this though: print preview, fit to one page, adjusting margins, print selection, printing headers, portrait vs landscape and spreadsheet design. Invest the time to get comfortable with it. You’ll be carrying out this task many, many times in your working life.
7. Extend formula across/down The beauty of Excel is its easy scalability. Get the formula right once and Excel will churn out the right calculation a million times. The + cross hair is handy. Double clicking it will take it all the way down if you have continuous data. Sometimes a copy and paste (either regular paste or paste formulas) will be faster for you.
8. Flash Fill Excel developed a mind of its own in 2013. Say you have two columns of names and you need to construct email addresses from them all. Just do it for the first row and Excel will work out what you mean and do it for the rest. Pre-2013 this was possible but relied on a combination of functions (FIND, LEFT, &, etc). This is much faster and WILL impress people.
9. INDEX-MATCH This is one of the most powerful combinations of Excel functions. You can use it to look up a value in a big table of data and return a corresponding value in that table. Letis say your company has 10,000 employees and thereis a spreadsheet with all of them in it with lots of information about them like salary, start date, line manager etc. But you have a team of 20 and you’re only really interested in them. INDEX-MATCH will look up the value of your team members (these need to be unique like email or employee number) in that table and return the desired information for your team. This is worth getting your head around this as it is more flexible and therefore more powerful than VLOOKUPs.
10. Filters Explore data in a table quickly. Filtering effectively hides data that is not of interest. Usually thereis a value e.g. 'Blue cars’ that you’re looking for and Filters will bring up those and hide the rest. But in more modern versions of Excel, you can now also filter on number values (e.g. is greater than, top 10%, etc), and cell color. Filtering becomes more powerful when you need to filter more than one column in combination e.g. both colours and vehicles to find your blue car.



Q.5-: Chart in Excel and types of charts
Ans. In Microsoft Excel, a chart is often called a graph. It is a visual representation of data from a worksheet that can bring more understanding to the data than just looking at the numbers. A chart is a powerful tool that allows you to visually display data in a variety of different chart formats such as Bar, Column, Pie, Line, Area, Doughnut, Scatter, Surface, or Radar charts. With Excel, it is easy to create a chart. Here are some of the types of charts that you can create in Excel
1. Line Chart: The line chart is one of the most frequently used chart types, typically used to show trends over a period of time. If you need to chart changes over time, consider using a line chart.
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2. Column Chart: Column charts are typically used to compare several items in a specific range of values. Column charts are ideal if you need to compare a single category of data between individual sub-items, such as, for example, when comparing revenue between regions.
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3. Clustered Column Chart: A clustered column chart can be used if you need to compare multiple categories of data within individual sub-items as well as between sub-items. For instance, you can use a clustered column chart to compare revenue for each year within each region, as well as between regions.
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4. Stacked Column Chart: A stacked column chart allows you to compare items in a specific range of values as well as show the relationship of the individual sub-items with the whole. For instance, a stacked column chart can show not only the overall revenue for each year, but also the proportion of the total revenue made up by each region.
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5. Pie Chart: Another frequently used chart is the old pie chart. A pie chart represents the distribution or proportion of each data item over a total value (represented by the overall pie). A pie chart is most effective when plotting no more than three categories of data.
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6. Bar Chart: Bar charts are typically used to compare several categories of data. Bar charts are ideal for visualizing the distribution or proportion of data items when there are more than three categories. For instance a bar chart could be used to compare the overall revenue distribution for a given set of products.
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7. Area Chart: Area charts are ideal for clearly illustrating the magnitude of change between two or more data points. For example, you can give your audience a visual feel for the degree of variance between the high and low price for each month.
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8. Combination Chart: A combination chart is a visualization that combines two or more chart types into a single chart. Combination charts are an ideal choice when you want to compare two categories of each individual sub-item. They are commonly used to create visualizations that show the difference between targets versus actual results. seo company in rishikesh
9. XY Scatter Plot Chart: Scatter charts in Excel (also known as XY scatter plot charts) are excellent for showing correlations between two sets of values. For example an XY scatter plot can be used to illustrate the correlation between employee performance and competency, demonstrating that employee performance rises as competency improves. The x and y axes work together to represent data plots on the chart based on the intersection of x values and y values.
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10. Bubble Chart: A bubble chart is a variation of an XY scatter plot. Just like the XY scatter plot, bubble charts show the correlation between two sets of data. The difference is the addition of a third dimension that is represented by the size of each bubble in the chart. This third dimension is typically used to show the relative impact of a quantitative data item. For instance, in addition to showing employee performance versus competency, you can have the size of each bubble represent years of service, allowing your audience to quickly get a sense of how years of service may affect the relationship between competency and performance.
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