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GNDU Question Paper-2021
Bachelor of Business Administration
B.B.A 1
st
Semester
Computer Application for Business-l
Time Allowed: Three Hours Max. Marks: 35
Note: Attempt Five questions in all, selecting at least One question from each section. The
Fifth question may be attempted from any section. All questions carry equal marks.
SECTION-A
1. Which are different types of Computers? Which are components of a computer system?
2. Explain any three storage devices.
SECTION-B
3. Compare the features of DOS and Windows OS.
4. What is difference between Internal and External commands of DOS? Explain any four
external commands of DOS.
SECTION-C
5. Explain the features of MS-Word as a word processor.
6. Explain various options available in Print Dialog box in MS-Word.
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SECTION-D
7. Which are various uses of spreadsheet software ?
8. How can you Insert slides from another presentation in PowerPrint?
GNDU Answer Paper-2021
Bachelor of Business Administration
B.B.A 1
st
Semester
Computer Application for Business-l
Time Allowed: Three Hours Max. Marks: 35
Note: Attempt Five questions in all, selecting at least One question from each section. The
Fifth question may be attempted from any section. All questions carry equal marks.
SECTION-A
1. Which are different types of Computers? Which are components of a computer system?
Ans: Once Upon a Time in the World of Computers…
Many years ago, there was a small town where people solved problems with pen, paper,
and a lot of patience. Then, one day, a mysterious box arrived—inside it was a machine that
could do calculations faster than the fastest mathematician in town. This was the very first
computer they had ever seen.
The people were amazed, but soon they realized that not all computers were the same. Just
like in a town there are bicycles, motorbikes, and buses for different needs, in the computer
world there are also different types of computers for different purposes. And every
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computer, no matter how big or small, works like a living body—with its own components
(like a brain, eyes, and hands) that make it function.
Let’s unpack this story and learn in a simple, step-by-step way.
Part 1 – Different Types of Computers
Computers can be classified in several ways—by size, by purpose, or by the way they
process data. Here’s the breakdown:
A. By Size and Power
1. Supercomputers
These are the giants of the computer world. They are used for tasks that require
immense calculation power, like weather forecasting, scientific research, space
exploration, and simulating nuclear reactions.
Example: The Param Siddhi-AI supercomputer in India, used for climate modeling
and AI research.
2. Mainframe Computers
Large organizations like banks, airlines, and railways use these to process huge
amounts of data simultaneously. They can handle thousands of users at once
without slowing down.
Example: SBI Bank using mainframes to handle millions of transactions every day.
3. Minicomputers
Smaller than mainframes but still powerful, they’re used by medium-sized
businesses for tasks like managing manufacturing processes or university records.
4. Microcomputers (Personal Computers)
These are the computers we use at home, in schools, and in offices. They’re meant
for individual use. Laptops, desktops, and tablets fall in this category.
Example: The laptop you might be using to read this answer.
B. By Purpose
1. General-Purpose Computers
Designed to perform a variety of tasks—typing documents, browsing the internet,
making presentations, or playing games.
Example: Your home computer.
2. Special-Purpose Computers
Built for specific tasks and cannot be easily reprogrammed for something else.
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Example: ATM machines, washing machine control systems, or navigation
computers in aircraft.
C. By Data Handling
1. Analog Computers
Work with continuous data, such as speed, temperature, or voltage. Rare today, but
used in specialized fields.
Example: Old airplane cockpit dials.
2. Digital Computers
Handle discrete data in binary (0s and 1s). These are the most common type of
computers today.
3. Hybrid Computers
Combine both analog and digital features for complex applications.
Example: In hospitals, machines that monitor heart rates (analog) and then process
data digitally.
Part 2 – Components of a Computer System
A computer system isn’t just a single machine—it’s a combination of parts that work
together to perform tasks. You can think of it like a human body:
1. Hardware – The Body
Hardware is the physical part of the computer you can touch. It includes:
• Input Devices – Help you enter data into the computer.
Examples: Keyboard, mouse, scanner, microphone.
• Output Devices – Show results of the processed data.
Examples: Monitor, printer, speakers.
• Storage Devices – Store data permanently or temporarily.
Examples: Hard disk, SSD, pen drive.
• Central Processing Unit (CPU) – The brain of the computer, where all processing
happens.
The CPU itself has three main parts:
o Arithmetic and Logic Unit (ALU): Handles calculations and logic decisions.
o Control Unit (CU): Directs the flow of data and instructions.
o Registers: Small memory areas for quick data access.
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2. Software – The Mind
If hardware is the body, software is the mind that tells the body what to do. There are two
major types:
• System Software – Controls the hardware and acts as a platform for other software.
Example: Windows, Linux, macOS.
• Application Software – Designed for specific tasks.
Example: MS Word for writing, Photoshop for editing images.
3. Peopleware – The Users
No matter how advanced a computer is, it needs a human to operate it—whether it’s a
scientist using a supercomputer or a student typing an essay.
4. Procedures – The Rules
These are the step-by-step instructions for using a computer system effectively. Without
procedures, even the best hardware and software may not be used efficiently.
5. Data – The Raw Material
Data is like raw ingredients in cooking. The computer processes it and gives you meaningful
information, which we call output.
A Little Story to Remember This
Imagine a bakery.
• The hardware is like the oven, mixer, and tools.
• The software is the recipe book telling you how to bake.
• Peopleware is the baker who actually does the work.
• Procedures are the step-by-step instructions for baking the perfect cake.
• Data is the raw flour, sugar, and eggs, which turn into the finished cake
(information).
Without any one of these, the bakery wouldn’t work—and without any one of the
components, a computer system wouldn’t function either.
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Why Understanding This Matters
Knowing the types of computers helps you understand why your mobile phone can’t predict
next week’s weather like a supercomputer—and why an ATM isn’t good for browsing social
media.
Knowing the components helps you troubleshoot problems—if your monitor is blank, you
know it’s probably an output device issue, not a software problem.
Final Wrap-Up
To sum it up:
• Types of Computers vary by size (supercomputer, mainframe, mini, micro), purpose
(general or special), and data handling (analog, digital, hybrid).
• Components of a Computer System include hardware, software, peopleware,
procedures, and data.
Computers might look like simple boxes on the outside, but inside, they’re a combination of
science, engineering, and teamwork between different parts—just like a well-run city where
each part has its role.
2. Explain any three storage devices.
Ans: Three Storage Devices – Explained Like a Journey Through a Digital Warehouse
Imagine you’ve just been hired as the caretaker of a massive digital warehouse. This
warehouse doesn’t store chairs, boxes, or food — it stores information. Every song you love,
every school project you’ve typed, every photo from your last trip… all of it needs a safe
place to live.
Now, your boss gives you a tour and says:
“In our warehouse, we have three main rooms for storing things — each with its own style,
strengths, and weaknesses. Your job is to understand how they work.”
So let’s follow the tour and explore these three “rooms,” which are actually three types of
storage devices:
1. Hard Disk Drive (HDD)
2. Solid State Drive (SSD)
3. USB Flash Drive (Pen Drive)
1. Hard Disk Drive (HDD) – The Spinning Library
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When we walk into the first room, we see tall shelves and a little robotic arm moving quickly
to fetch items. This is the Hard Disk Drive.
What it is:
An HDD is like a traditional library for digital data. Inside, there are spinning magnetic disks
called platters. A read/write head moves over them to store or retrieve information.
How it works (in simple terms):
• Imagine a record player, but instead of music, it’s reading 0s and 1s.
• The faster the disks spin (measured in RPM – revolutions per minute), the quicker
the data can be found.
• Data is stored magnetically, so even if the power is off, your files remain safe.
Strengths:
• Large capacity at a lower cost – Perfect for storing movies, games, or years of
photos.
• Long-term storage – Data doesn’t disappear when power goes off.
Weaknesses:
• Slower speed compared to modern alternatives.
• Fragile – If dropped, the moving parts can be damaged.
Story Moment:
Back in my first year of college, I had an old laptop with a noisy HDD. I could literally hear
the faint whirr-whirr-click as it worked. It was slow, but it had one big advantage — it could
store every semester’s notes, my favorite movies, and hundreds of photos without running
out of space. Like a wise old librarian, it wasn’t fast, but it never forgot anything.
2. Solid State Drive (SSD) – The Lightning-Fast Locker
The second room in the warehouse is completely different. No moving parts, no whirring
noise — just sleek shelves where files appear instantly when you need them. This is the
Solid State Drive.
What it is:
An SSD is like a high-tech locker that stores data in flash memory chips instead of spinning
disks.
How it works (in simple terms):
• Data is stored in microchips that can be accessed instantly.
• No moving parts mean no waiting for a disk to spin or a head to move.
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Strengths:
• Super-fast speed – Boots up your computer in seconds, loads apps quickly.
• Durable – Can handle bumps and falls better than HDDs.
• Silent operation – No noise when working.
Weaknesses:
• Higher cost for the same storage size compared to HDDs.
• Limited write cycles – Over many years, the memory cells wear out (though for most
people, it lasts plenty long).
Real-Life Connection:
Switching from an HDD to an SSD is like moving from a bicycle to a sports car. I once helped
a friend upgrade their old PC by replacing the HDD with an SSD — and suddenly, the “lazy”
computer started behaving like it had ten cups of coffee. Files opened instantly, and even
heavy software ran smoothly.
3. USB Flash Drive – The Portable Keychain Vault
Now, the third room isn’t really part of the building. It’s a tiny box you can carry in your
pocket — a USB Flash Drive.
What it is:
A USB Flash Drive (also called a pen drive) is a small, portable storage device that connects
to computers through a USB port.
How it works (in simple terms):
• Uses flash memory (like SSDs) to store data.
• Just plug it into a USB port, and you can copy files to and from it instantly.
Strengths:
• Portable – Fits in your pocket or on a keychain.
• Easy to use – Plug-and-play, no extra software needed.
• Affordable – Great for sharing files between friends or carrying backups.
Weaknesses:
• Easier to lose due to small size.
• Less storage capacity compared to HDDs and SSDs (though large ones do exist).
• Can be damaged if not handled carefully.
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Story Moment:
In school, my pen drive was my lifeline. I’d carry my project files everywhere. Once, I forgot
it in my jeans pocket, and it went through the washing machine — I thought it was gone
forever! But surprisingly, after drying it out, it worked fine. That day, I realized pen drives
are tougher than they look, but still, I learned to always keep a backup.
Quick Comparison Table
Feature
HDD
SSD
USB Flash Drive
Speed
Slow
Very Fast
Moderate
Durability
Low (moving parts)
High (no moving parts)
Moderate
Portability
Low
Low–Moderate
Very High
Cost per GB
Low
High
Low–Moderate
Best for
Long-term bulk storage
Fast performance, OS, apps
File transfer
Why We Need All Three
You might think — why not just pick the best one? The truth is, each storage device is like a
different type of container in your home:
• HDD is like a big cupboard where you store old clothes, books, and things you don’t
use every day but still need.
• SSD is like your desk drawer — quick access to important things you use all the time.
• USB Flash Drive is like a small pouch — for carrying just what you need when you
step out.
Together, they make our digital life organized, fast, and safe.
Final Thought
In the end, storage devices aren’t just “machines” — they’re guardians of our memories,
work, and creativity. Whether it’s the patient spinning HDD, the lightning-fast SSD, or the
pocket-sized USB Flash Drive, each plays its role in keeping our digital world running
smoothly.
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SECTION-B
3. Compare the features of DOS and Windows OS.
Ans: A Walk Through Two Worlds: DOS and Windows
Imagine you’re in a small town in the 1980s. There’s only one road, no signboards, and no
fancy buildings. You need to get things done, but you have to remember every turn and
every shortcut yourself. This is how life felt with DOS — the Disk Operating System.
Now, jump forward a decade. You arrive in a big city with bright street signs, colorful shops,
maps everywhere, and buses that take you straight to where you want to go. That’s what
Windows felt like when it arrived — a more friendly, visual, and guided experience.
Both are “places” where you can live and work, but they work very differently. Let’s explore
them, side by side, like two contrasting worlds.
1. The Time Period and Background
• DOS: Born in the early 1980s, DOS was one of the earliest operating systems for
personal computers. It was simple (by today’s standards) and worked entirely
through typed commands.
• Windows: Arrived in the mid-to-late 1980s as an add-on to DOS, and by the 1990s it
became a full-fledged OS. It replaced the black-and-white text style with colorful
graphics, icons, and mouse clicks.
Story moment:
My uncle once told me about his first PC with DOS. He had to keep a little diary next to it,
filled with commands like DIR, COPY, and DEL. He said if you forgot one, you were stuck!
When Windows came, he laughed and said, “Finally, my computer speaks my language.”
2. User Interface (How They Look and Feel)
• DOS:
o Text-based interface — plain screen with blinking cursor.
o No mouse support; everything is done with keyboard commands.
o Example: To open a file, you’d type something like:
C:\> edit myfile.txt
o You must remember exact commands — no on-screen hints.
• Windows:
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o Graphical User Interface (GUI) with windows, menus, and icons.
o Supports mouse clicks, drag-and-drop, and touch in newer versions.
o Multiple programs can be open in different windows at the same time.
o Easier for beginners since you can “see” what’s available.
Exam tip: In your answer, the keyword difference here is Text-based vs Graphical.
3. Ease of Use
• DOS: Learning curve was steep — beginners had to memorize dozens of commands.
• Windows: Much more beginner-friendly — tasks are visual and intuitive.
Example:
• In DOS, to copy a file you’d type:
COPY file1.txt D:\backup\
• In Windows, you’d just right-click → “Copy” → Paste.
4. Multitasking
• DOS: Could run only one program at a time (single-tasking). If you wanted to do
something else, you had to close the current program.
• Windows: True multitasking — run a browser, music player, and Word document all
at once.
This made Windows a favorite for office and home use, while DOS was more suited for
simple, single-purpose work.
5. Memory Management
• DOS: Limited memory handling — could directly use only around 640 KB of
conventional memory without special tricks.
• Windows: Advanced memory management — can use large amounts of RAM
efficiently, allowing heavy applications to run smoothly.
6. File System Support
• DOS: Mostly used FAT (File Allocation Table) file systems like FAT12 and FAT16.
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• Windows: Supports more advanced file systems like FAT32, NTFS, and exFAT, which
allow bigger files, better security, and more reliability.
7. Command Input vs. Point-and-Click
• DOS: 100% command input. If you typed something wrong, it wouldn’t “guess” — it
just said “Bad command or file name.”
• Windows: Point-and-click — intuitive, forgiving, and often provides suggestions or
undo options.
8. Hardware Requirements
• DOS: Very lightweight. Could run on old, slow machines with minimal RAM.
• Windows: Needs more resources — more RAM, faster processors, and better
graphics.
9. Networking and Internet
• DOS: Early versions had little to no built-in networking or internet support. If you
wanted to connect to a network, you needed extra software and configuration.
• Windows: Built-in networking tools, internet browsers, and easy Wi-Fi/LAN setup.
10. Security Features
• DOS: Very basic — no user accounts, no passwords (unless added separately), and
no built-in virus protection.
• Windows: Supports multiple user accounts, permissions, encryption, and built-in
security tools like Windows Defender.
11. Software Availability
• DOS: Mostly text-based programs — word processors, spreadsheets, early games.
• Windows: Huge library of software — from professional design tools to 3D games,
with rich graphics and sound.
12. Example Comparison Table
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Feature
DOS
Windows
Interface
Text-based (CLI)
Graphical (GUI)
Input Method
Keyboard commands only
Mouse + Keyboard + Touch
Multitasking
No
Yes
Ease of Use
Hard for beginners
Easy for all users
Memory Usage
Very low
Higher requirements
File Systems
FAT12, FAT16
FAT32, NTFS, exFAT
Networking
Very limited
Built-in support
Security
Minimal
Stronger security features
Software Type
Text-based programs
Graphical, multimedia software
13. Where They Are Used Today
• DOS:
o Rarely used as a main OS today.
o Still appears in embedded systems, industrial machines, and retro gaming.
• Windows:
o Dominates the personal computer market.
o Used in offices, homes, education, gaming, and creative industries.
14. The Big Picture: Evolution, Not Competition
It’s important to remember: Windows didn’t suddenly replace DOS overnight. In fact, early
Windows versions ran on top of DOS. Over time, Windows absorbed its features and
replaced the need for a separate DOS environment.
15. A Final Mini-Story to Remember It
Think of DOS as a bicycle. Simple, reliable, and light. You can get to your destination, but you
have to pedal the whole way and remember the route.
Windows is like a car. It’s more comfortable, has GPS, music, and can carry more
passengers. It’s easier to use, but it needs more fuel and maintenance.
Both will take you places — but in very different ways.
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Conclusion
DOS and Windows are like two chapters in the story of personal computing. DOS taught
people the basics — discipline, precision, and command syntax. Windows made computing
a part of everyday life — colorful, friendly, and accessible to all.
In an exam, you can sum it up like this:
• DOS = Text-based, single-task, low-resource OS for early computers.
• Windows = Graphical, multitasking, user-friendly OS for modern needs.
And that’s how the journey from the “small town” of DOS to the “big city” of Windows
changed the way the world uses computers.
4. What is difference between Internal and External commands of DOS? Explain any four
external commands of DOS.
Ans: A Different Way to Begin
Imagine you’re the captain of a ship in the middle of the ocean. Your ship is packed with
everything — food, maps, tools, and crew. Some of your crew members live permanently on
the ship; they’re always ready to follow your orders without you having to call them from
anywhere else. These are like Internal Commands.
But some special experts aren’t always on board. You have to call them from the nearest
port or invite them when needed. Once they arrive, they can do very specific tasks. These
are like External Commands.
Now, DOS (Disk Operating System) works in almost the same way. Some commands are
built right into its “core” and are always available; others are stored in separate files and
must be loaded when needed.
1. Difference Between Internal and External Commands
Point
Internal Commands
External Commands
Definition
Commands built into the DOS
command interpreter
(COMMAND.COM).
Commands stored as separate
program files (usually .COM, .EXE, or
.BAT files).
Availability
Always available when DOS is
running.
Only available if their program file
exists in the current directory or in a
directory listed in the PATH.
Storage
Location
Stored in the memory as part of
COMMAND.COM.
Stored on the disk as separate files.
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Speed
Executes faster because they are
already in memory.
Executes slower because they need
to be loaded from disk first.
Examples
DIR, COPY, DEL, CD.
CHKDSK, XCOPY, FORMAT, DISKCOPY.
A Quick Story to Remember This
When I was in my first year of computer class, our lab teacher gave us a funny example.
He said:
• Internal commands are like your brain — if you know how to multiply 9×8, you just
answer instantly.
• External commands are like looking it up in a book — you still get the answer, but
you have to fetch the book first.
That one stuck with me, and I never confused the two after that.
2. Four External Commands of DOS (Explained Simply)
Let’s now talk about four important external commands. We’ll not just define them; we’ll
imagine using them in real-life situations so they’re easier to remember.
1) CHKDSK (Check Disk)
Meaning:
The CHKDSK command checks the disk for errors and displays information about its status,
such as total space, free space, and bad sectors.
CHKDSK [drive:] [parameters]
Example:
CHKDSK C:
This checks the C drive and gives you details like memory size, used space, and any
problems.
Real-Life Connection:
Think of it as going to a mechanic to check your bike before a long trip. The mechanic
inspects the tyres, brakes, and engine to ensure everything’s fine. Similarly, CHKDSK checks
your disk to ensure it’s in good health.
2) XCOPY (Extended Copy)
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Meaning:
XCOPY is like COPY but much more powerful. It can copy entire directories, subdirectories,
and multiple files at once.
Syntax:
XCOPY source [destination] [/S] [/E]
• /S → copies subdirectories except empty ones
• /E → copies all subdirectories including empty ones
Example:
XCOPY C:\PROJECT D:\BACKUP /E
This will copy all files and folders from PROJECT into the BACKUP folder on the D drive.
Real-Life Connection:
Imagine moving to a new house. If COPY is like packing one box at a time, XCOPY is like
hiring movers who bring everything — boxes, cupboards, even the empty shelves.
3) FORMAT
Meaning:
FORMAT prepares a disk for use by erasing all existing data and creating a new file system.
Syntax:
FORMAT drive: [parameters]
Example:
FORMAT D:
This will erase everything on the D drive and prepare it for fresh use.
Warning:
This command deletes all data. You can’t get it back unless you have a backup.
Real-Life Connection:
It’s like cleaning your whiteboard completely before starting a new lesson. The old writing is
gone, and the surface is ready for new work.
4) DISKCOPY
Meaning:
DISKCOPY makes an exact copy of an entire disk, sector by sector.
Syntax:
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DISKCOPY source_drive: target_drive:
Example:
DISKCOPY A: B:
This copies everything from the disk in drive A to the disk in drive B.
Real-Life Connection:
Think of it as photocopying an entire notebook page by page, including doodles, margins,
and even mistakes.
3. Summary Table of External Commands
Command
Purpose
Example
Special Note
CHKDSK
Checks disk health and
displays statistics.
CHKDSK C:
Doesn’t fix errors in old
DOS versions — only
reports them.
XCOPY
Copies multiple files/folders
including subdirectories.
XCOPY C:\DATA
D:\BACKUP /E
More advanced than
COPY.
FORMAT
Prepares a disk by erasing all
data and setting file system.
FORMAT D:
Dangerous if done by
mistake — all data is lost.
DISKCOPY
Copies an entire disk exactly.
DISKCOPY A: B:
Works only on same-size
disks.
4. Why Knowing the Difference Matters
In exams, many students just memorize examples but forget the logic behind the difference.
If you remember the “always on board” vs. “call from the port” story, you’ll never mix up
internal and external commands.
Also, in real-life old computer systems, knowing which commands were external helped you
troubleshoot faster. If a command didn’t work, you knew to check if its file existed.
Final Recap (Like You’d Tell a Friend Before the Exam)
• Internal Commands = Already in memory (COMMAND.COM). Always available.
• External Commands = Stored separately on disk; need their file to run.
• 4 External Commands:
o CHKDSK → Check disk health.
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o XCOPY → Copy many files/folders easily.
o FORMAT → Wipe and prepare a disk.
o DISKCOPY → Duplicate an entire disk.
If you can explain it like this to a classmate, you’ve nailed it.
SECTION-C
5. Explain the features of MS-Word as a word processor.
Ans: Features of MS-Word as a Word Processor
A New Beginning in the Digital Age
Before computers were everywhere, people typed documents using typewriters. Those
machines were like stubborn old teachers—once you pressed a key, there was no “undo”
button, no easy way to correct mistakes, and definitely no colorful formatting. Then came
word processors, and Microsoft Word became the most popular of them all—like the
superhero of the writing world.
Think of MS-Word as your digital writing desk—it gives you not just paper and pen, but also
an eraser, a paintbrush, a ruler, a dictionary, and even a little magic wand to rearrange your
words in seconds.
Let’s explore its features one by one, in a way that makes them easy to remember.
1. User-Friendly Interface
When you open MS-Word, the first thing you notice is its neat, organized look. At the top is
the Ribbon, a collection of tabs like Home, Insert, Layout, Review. It’s like walking into a
well-arranged kitchen—everything has its place, so you can find tools quickly.
• The Quick Access Toolbar lets you keep your most-used commands right at your
fingertips (like Save, Undo, Redo).
• The Status Bar at the bottom quietly gives you information about your document—
page number, word count, and even language.
2. Creating and Editing Documents
MS-Word is first and foremost about writing. You can:
• Type and edit text easily—mistakes can be corrected instantly without retyping
everything.
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• Cut, copy, and paste to rearrange sentences.
• Use Find and Replace to change words in an entire document in seconds.
Mini-story: Imagine you wrote “2002” instead of “2022” in a 50-page project. In the
typewriter days, you’d cry. In MS-Word, you just use “Find and Replace,” and poof—
problem solved in seconds.
3. Formatting Tools
Formatting is like dressing up your document so it looks professional.
• Font styles and sizes let you choose how your text appears.
• Bold, Italic, Underline add emphasis to important words.
• Colors can highlight key points or make headings stand out.
• Paragraph alignment (left, right, center, justify) gives your text the right layout.
• Line spacing controls how close or far apart lines appear.
MS-Word makes it easy to give a document a clean, attractive look—whether it’s a simple
letter or a colorful brochure.
4. Templates for Ready-Made Designs
Sometimes, you don’t want to start from scratch. MS-Word has pre-designed templates for
resumes, invitations, reports, and more.
It’s like walking into a tailor’s shop and finding a suit that already fits—you just add your
personal details.
5. Inserting Pictures, Shapes, and Tables
MS-Word isn’t just for text—you can add:
• Pictures from your computer or the internet.
• Shapes and SmartArt to make diagrams.
• Tables to organize data neatly.
This feature turns your document from plain to eye-catching, making it both informative
and attractive.
6. Spelling and Grammar Check
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One of the most helpful features is the built-in proofreader.
• Red underlines show spelling mistakes.
• Blue underlines show grammar issues.
It’s like having an English teacher sitting beside you, quietly tapping your shoulder when you
misspell a word.
7. AutoCorrect and AutoText
These features save time by automatically fixing common typing mistakes and allowing you
to store frequently used text for quick insertion.
For example, typing “teh” instantly becomes “the,” and your email signature can appear
with just a short code.
8. Page Layout and Design Tools
MS-Word lets you control the look of your pages:
• Margins can be adjusted for printing needs.
• Orientation can be portrait or landscape.
• Headers and Footers let you add titles, dates, or page numbers automatically.
This ensures your document not only reads well but also prints beautifully.
9. Styles and Themes
If you want your document to have a consistent look, Styles are a lifesaver. Select a style for
headings, subheadings, and body text, and Word applies them uniformly.
Themes allow you to change the entire color and font scheme in just a click—perfect for
making your report look polished.
10. Reviewing and Collaboration
When working in teams, MS-Word allows:
• Track Changes to show edits made by each person.
• Comments for suggestions without altering the main text.
This is like using sticky notes in a book—feedback without messing up the original.
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11. Saving and Sharing
MS-Word supports many formats like .docx, .pdf, and .txt.
You can:
• Save files on your computer or cloud.
• Share documents via email or OneDrive.
12. Security Features
You can password-protect documents so only authorized people can open them—important
for confidential work.
13. Mail Merge
This feature combines a standard letter with a data list to create personalized copies for
multiple people.
Imagine sending 100 invitations—Mail Merge does it in seconds without you typing names
one by one.
14. Accessibility Tools
For users with disabilities, MS-Word has Read Aloud and Immersive Reader features, making
text easier to follow and understand.
15. Integration with Other Office Apps
MS-Word works smoothly with Excel, PowerPoint, and Outlook, letting you insert charts,
email content, or slides into your documents.
A Short Story to Remember
Once, my friend had to submit a project report with charts, images, and a neat table of
contents—all in two hours. She panicked, thinking it was impossible. But MS-Word’s
templates, formatting tools, and automatic table of contents saved her. She submitted it on
time, and her teacher praised the neatness. That day, she said, “MS-Word isn’t just
software—it’s my personal assistant.”
Conclusion
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MS-Word is much more than a typing tool—it’s an all-in-one writing, designing, and editing
platform. From creating simple notes to publishing professional reports, it offers every
feature you need, while keeping things simple for beginners and powerful for experts.
If the typewriter was a bicycle, MS-Word is a fully loaded car—with GPS, air conditioning,
and safety locks. It doesn’t just take you from words to pages; it makes the journey smooth,
creative, and professional
6. Explain various options available in Print Dialog box in MS-Word.
Ans: The Curious Case of the “Invisible” Essay
A few years ago, a college student named Aarav spent the whole night preparing his English
literature assignment. He was proud of his neat formatting, headings, and perfect grammar.
But the next morning, when he rushed to print it, something went wrong — the printer spat
out only half the pages, some text looked too light, and the cover page was missing. Why?
Because Aarav didn’t check the Print Dialog Box properly.
From that day, he swore to understand every single option inside it.
And today, we’ll explore it just like Aarav did — step by step — so we don’t repeat his
mistake.
1. What is the Print Dialog Box in MS Word?
Think of the Print Dialog Box as the “control room” before your document goes on its final
journey to paper.
It’s where you decide:
• Which pages to print
• How they will look
• Which printer will do the job
• How many copies you need
In MS Word, you can open it by pressing Ctrl + P or by going to File → Print.
2. Main Sections of the Print Dialog Box
The dialog box in MS Word is neatly organized. Let’s break it down:
A. Printer Selection
At the top, you’ll see a drop-down list of available printers.
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• If your computer is connected to more than one printer (like an office printer and a
home printer), you can choose the one you want.
• If you don’t have a physical printer, you might see options like Microsoft Print to PDF
— which saves your file as a PDF instead of printing on paper.
Tip: Always check you’re sending your document to the right printer. Aarav once printed his
essay on the office printer 3 km away by mistake!
B. Page Range Options
Here, you choose which part of your document to print:
1. All – Prints the entire document.
2. Current Page – Prints only the page you are currently viewing.
3. Pages: – Allows you to type specific pages (e.g., 1, 3, 5 or 2-6).
4. Selection – Prints only the text or objects you have highlighted.
Why it matters: Saves paper and ink. If you just need page 4, why print 50 pages?
C. Copies
This section decides how many copies you want.
• You can also tick Collate — which means if you print multiple copies, they will be
printed in full sets (1-5, 1-5, 1-5) rather than (1,1,1 – 2,2,2 – etc.).
This is especially useful for assignments or booklets.
D. Settings for Printing
This is where MS Word gives you fine control:
1. Print on One Side / Both Sides (Duplex Printing)
• Print One-Sided – Each page is printed separately.
• Print on Both Sides (Flip on Long Edge) – Like a book.
• Print on Both Sides (Flip on Short Edge) – Like a calendar.
Not all printers support automatic duplex printing — some will ask you to manually reinsert
the pages.
2. Page Orientation
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• Portrait – Vertical layout (most documents).
• Landscape – Horizontal layout (good for wide tables or charts).
3. Paper Size
Common sizes:
• A4 – Standard in most countries.
• Letter – Standard in the US.
• Legal – Longer paper for legal documents.
4. Margins
Margins control the white space around the text. In the print settings, you can keep them as
per the document or adjust for printing.
5. Pages per Sheet
This lets you print multiple pages of your document on a single sheet — like 2, 4, or even 6
mini pages per side. Good for notes or saving paper.
6. Collation & Order
• Collated – Prints sets in sequence.
• Uncollated – Prints all copies of each page before moving to the next page.
E. Print What?
Sometimes you don’t want the whole thing — MS Word allows:
• Document – The main text.
• Document with Markup – If track changes or comments are turned on.
• List of Styles – Shows the formatting styles used.
• AutoText entries – Prints stored quick text blocks.
F. Zoom and Scaling
You can shrink or enlarge the printed content to fit the page:
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• Fit to Paper – Adjusts your document to the paper size.
• Scale by Percentage – Makes the print smaller or larger.
3. Additional Options in Older Print Dialog Boxes
If you’ve used older versions of MS Word (like Word 2003 or 2007), you might see:
• Draft Output – Prints faster with lower quality.
• Reverse Print Order – Starts printing from the last page.
• Manual Duplex – Lets you flip and reload paper yourself.
4. Aarav’s Lesson: Why This Matters
The next time Aarav had to print, he:
1. Checked he was connected to the right printer.
2. Selected only the pages needed.
3. Chose double-sided to save paper.
4. Printed two copies with collation on.
5. Previewed the document before printing.
Result? Perfect, complete print — and no wasted paper.
5. Quick Exam-Friendly Recap
Option
Purpose
Printer Selection
Choose which printer or print to PDF
Page Range
Print all, current, selection, or custom pages
Copies
Decide number of copies & collate
Duplex Printing
Print on one or both sides
Orientation
Portrait or Landscape
Paper Size
A4, Letter, Legal, etc.
Pages per Sheet
Multiple mini-pages on one sheet
Print What
Document, Markup, Styles, etc.
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Scaling
Fit to page or adjust by percentage
6. Final Tip for Students
When you’re in a hurry, never just click “Print” without glancing at these settings. The Print
Dialog Box is your last chance to make sure your work looks exactly how you want —
because once the ink hits the paper, there’s no “Ctrl + Z.”
SECTION-D
7. Which are various uses of spreadsheet software ?
Ans: Uses of Spreadsheet Software
When most people hear the word spreadsheet, they imagine boring grids of numbers. But if
you think about it, a spreadsheet is like a magic notebook — one that can calculate, sort,
compare, and even create colourful charts all on its own. It’s a tool that quietly runs the
world of business, education, research, and even daily life.
To understand how useful it is, let me first tell you a small story.
A Short Story: The Case of the School Fundraiser
Rita, the head girl of her school, was asked to manage a fundraising event. She had to track
who donated money, how much each person gave, and how the total funds were being
spent. At first, she tried doing it on paper, but mistakes kept happening — numbers got
misplaced, totals didn’t match, and she kept re-writing the same lists.
Then her computer teacher showed her how to use spreadsheet software. Rita entered the
donor names in one column, the amounts in another, and with just one formula, the
software calculated the total funds instantly. She could even make a pie chart to show
where the money would go — books, uniforms, or school repairs. What once felt like chaos
became organised and accurate.
That’s the power of a spreadsheet. And that’s why it has so many uses across different
fields.
1. Data Entry and Storage
A spreadsheet works like an endless table where you can store large amounts of data in an
organised way. Each piece of information goes into its own cell (the box where a row and
column meet), making it easy to find later.
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• Example: A shopkeeper can list all his products, their prices, stock quantity, and
suppliers in one sheet.
• Benefit: Instead of searching through pages of handwritten notes, you can find and
edit data in seconds.
2. Performing Calculations
One of the most loved features of spreadsheet software is its ability to calculate
automatically. By using formulas, you can add, subtract, multiply, divide, or do more
complex operations like averages, percentages, and interest rates.
• Example: An accountant can quickly calculate total salaries, tax deductions, and net
pay for hundreds of employees without doing each sum manually.
• Benefit: It saves time and reduces errors, especially in big data sets.
3. Data Analysis
Spreadsheets are excellent for analysing data to find patterns, trends, or problems. With
functions like sorting, filtering, and conditional formatting, you can focus on important
information and ignore the rest.
• Example: A teacher can analyse students’ exam scores to see which subjects most
students struggle in, and then plan extra classes for those topics.
• Benefit: It helps in making decisions based on facts, not guesses.
4. Creating Charts and Graphs
Numbers are useful, but sometimes they’re hard to interpret. Spreadsheet software can
turn those numbers into colourful charts, graphs, and diagrams that make the information
clear and visually appealing.
• Example: A business can use a bar chart to compare monthly sales, or a pie chart to
show the market share of different products.
• Benefit: It’s easier to present and explain data in meetings or reports.
5. Financial Planning and Budgeting
From households to multinational companies, everyone needs to plan their spending.
Spreadsheet software is ideal for creating budgets where income and expenses can be
tracked in detail.
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• Example: A family can record monthly earnings, rent, groceries, electricity bills, and
savings. If expenses go over the budget, the spreadsheet will highlight it in red.
• Benefit: Prevents overspending and helps manage resources efficiently.
6. Project Management
Large projects involve many tasks, deadlines, and team members. A spreadsheet can act like
a mini-project tracker where all these details are recorded and updated regularly.
• Example: For a school annual day, organisers can list tasks like stage decoration,
costumes, and rehearsals with deadlines and responsible persons.
• Benefit: Keeps everyone on track and avoids last-minute confusion.
7. Inventory Management
Businesses and even schools can use spreadsheets to track the items they have in stock.
• Example: A library can list all its books, their availability status, and borrowing
history.
• Benefit: Prevents shortages, overstocking, and loss of items.
8. Scheduling and Timetabling
Spreadsheets are also great for creating schedules, whether for a classroom, an office, or a
personal routine.
• Example: A tuition centre can make a weekly timetable for different batches and
subjects.
• Benefit: Clear organisation of time saves confusion and double bookings.
9. Scientific and Statistical Work
Researchers and scientists often deal with large datasets. Spreadsheets can store the data,
perform statistical analysis, and even create trend lines.
• Example: A biology researcher can track plant growth data over weeks, calculate
averages, and plot graphs showing results.
• Benefit: Reduces manual labour and increases accuracy in research.
10. Generating Reports
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With its powerful formatting tools, spreadsheets can be turned into neat, professional-
looking reports. You can add headings, borders, colours, and even images.
• Example: A sales report for a company can include tables, charts, and notes all in
one spreadsheet file.
• Benefit: Saves time as you don’t need separate tools for calculation and
presentation.
Another Short Story: The Cricket Score Tracker
A group of friends played cricket every Sunday and argued endlessly over who was the best
player. One of them, Aman, decided to settle the debate using spreadsheet software. He
recorded every player’s runs, wickets, and catches over the season. The spreadsheet
automatically calculated averages, strike rates, and economy rates. At the end of the
season, Aman made a colourful leaderboard. Suddenly, the arguments stopped — everyone
trusted the spreadsheet’s fair and accurate results.
11. Automating Repetitive Work
Spreadsheets allow you to set up templates and use formulas that automatically update
when you change data.
• Example: If you make an invoice template once, you just need to type in new
customer details each time — the rest will update automatically.
• Benefit: Saves hours of repeated work.
12. Decision Making
Since spreadsheets help organise and analyse data, they play a big role in making informed
decisions.
• Example: A shop owner can compare sales of two products over six months to
decide which one to promote more.
• Benefit: Reduces guesswork and increases the chances of success.
Final Thoughts
Spreadsheet software is not just a grid of boxes — it’s like a personal assistant who
remembers every detail, calculates without error, and presents your data beautifully.
Whether you are a student, a teacher, a business owner, or even someone running a
household, a spreadsheet can make your work faster, neater, and more accurate.
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As the stories of Rita and Aman show, it’s not only about numbers — it’s about making life
simpler and decisions smarter. In today’s world, where data is everywhere, knowing how to
use a spreadsheet is almost as important as knowing how to read and write.
8. How can you Insert slides from another presentation in PowerPrint?
Ans: Mini Story: The Two Presentations Problem
A few years ago, my class had to make group presentations. Our group leader, Riya, was
combining slides from five different members. Everyone had worked in their own separate
PowerPoint files. At first, she tried the old-school way—opening each file, copying the
content, pasting it into the main file, and then reformatting it to match the design. By the
time she reached the third file, she looked like she’d run a marathon!
Then our computer teacher walked in, saw her struggle, and said,
“Why are you making life hard? PowerPoint can insert slides directly from another
presentation—no messy copy-pasting needed!”
From that day, Riya became the “Slide Insertion Queen” of our class.
Now, let’s learn this trick in a clear, slow, step-by-step way, so you’ll never have to struggle
like Riya.
What Does “Inserting Slides from Another Presentation” Mean?
Think of PowerPoint presentations like books. Each slide is a page.
When you insert slides from another presentation, you are basically saying:
“Hey PowerPoint, please take pages from that book and put them into this one—without
messing up the text, pictures, or animations.”
This is useful when:
• You want to reuse your old slides for a new project.
• You are combining group members’ work into one file.
• You found a perfect slide in another file and want it in your current one.
• You want to save time by not recreating the same design or layout.
Step-by-Step: How to Insert Slides from Another Presentation
We’ll use Microsoft PowerPoint as the example. The steps are similar in most versions.
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1. Open Your Main Presentation
First, open the presentation where you want to add the new slides. This is your destination
file—the one that will receive the slides.
2. Go to the Place Where You Want the New Slide
Click on the slide thumbnail (on the left panel) where you want the new slide to appear after
it.
For example, if you want the new slide to appear after slide 3, click on slide 3.
3. Use the ‘Reuse Slides’ Feature
This is the magical part.
• Go to the Home tab in PowerPoint.
• In the Slides group, click on the New Slide dropdown arrow.
• At the bottom, you’ll see Reuse Slides. Click it.
4. Choose the Source Presentation
A pane will open on the right side of the screen.
• Click Browse.
• Select Browse File.
• Locate and open the PowerPoint file that has the slide(s) you want to insert. This is
your source file.
5. Select the Slides You Need
Once the file opens in the Reuse Slides pane, you’ll see miniature previews of all its slides.
• Click on the slide you want to insert.
• PowerPoint will add it directly into your main presentation after the slide you
selected earlier.
6. Decide on the Formatting
Notice there’s a little checkbox at the bottom of the Reuse Slides pane that says Keep
source formatting.
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• If you tick this, the inserted slide will keep its original design and colors from the
source file.
• If you leave it unticked, the slide will automatically match the design theme of your
main presentation.
Example:
• You want a slide from another file, but its background is blue and your theme is
green. If you keep source formatting, it stays blue. If not, it will turn green to match
your theme.
7. Repeat if Needed
You can insert as many slides as you want from the source file by simply clicking on each
one. Once done, you can close the Reuse Slides pane.
8. Adjust and Save
Sometimes, even with this method, the fonts or images might shift slightly—especially if
your presentation sizes are different. Always review the newly added slides and make small
adjustments.
Finally, save your updated presentation.
Alternate Quick Method: Copy-Paste (But Smartly)
If you don’t want to use Reuse Slides, here’s another way:
1. Open both presentations—source and destination.
2. In the source file, select the slide(s) you want from the left thumbnail panel.
3. Right-click and choose Copy.
4. Go to the destination file, right-click where you want to insert, and choose Paste.
5. Choose Keep Source Formatting or Use Destination Theme from the paste options.
This works, but Reuse Slides is cleaner when you’re pulling multiple slides.
Why This Method Saves Time
Imagine having to recreate a complex chart, animation, or infographic from scratch. It could
take hours. By inserting slides from another file, you save:
• Time (no need to redesign).
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• Consistency (animations and formatting stay the same).
• Effort (you just click instead of manually building).
Second Mini Story: The Exam Day Surprise
During my second year, our teacher announced a surprise:
“We’re merging two topics for the final presentation. You must combine your work with
another team—today.”
Panic filled the room. But one guy, Ankit, calmly stood up and said,
“No problem. I’ll merge both files in 5 minutes.”
Everyone thought he was joking. But he opened PowerPoint, used the Reuse Slides feature,
and like magic—two separate presentations became one. He even matched all slides to a
single theme.
That day, Ankit became the class tech hero. His secret? He knew exactly what you’re
learning right now.
“This paper has been carefully prepared for educational purposes. If you notice any mistakes or
have suggestions, feel free to share your feedback.”
