chapter text formatting...2018/11/12 · to indent the text from the right margin, type the value...

Prepared by P. Subramanian M.Sc (I.T.)., B.Ed., Computer Instructor, Kumbakonam.

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CHAPTER – 2

TEXT FORMATTING

1. What is Indenting? Explain the methods to indent the text in the Star Office Writer?

Indentation is also one of the Formatting Options available in Star Office Writer.

A long document may be easy to read when the Indentation is applied. Each paragraph the first line

is indented. This helps the user to read the long document as para by para. As well as he visually

see how the paragraphs are divided.

Quotations can be also indented so that it looks individually from the Main Document Text.

The Indentation can be done by two ways

Using Toolbar Icons

Using Paragraph Dialog Box

INDENTATION USING TOOLBAR ICONS

Select the Paragraph or Keep the Insertion Pointer to the start of the text to be selected.

Click the Increase Indent Icon the paragraph is indented by ½ an inch from the Left Margin.

When you press the button again and again the paragraph is indented by ½ an inch from the Left

Margin for every press.

If the indentation is wrong (or) you want to undo (or) decrease the indent the Decrease Indent

Icon is clicked. The paragraph is indented (or) decreased by ½ an inch from the Right Margin.

EXAMPLE

In the Below example the Increase Indent and the Decrease Indent is shown

Entering the new text or modifying the existing text is called Text Editing.

The Word Processing refers to the activity carried out using computer with suitable software

to create, edit, view, manipulate, transmit, store, retrieve and print documents.

The Word Processing refers to the activity carried out using computer with suitable software to create, edit,

view, manipulate, transmit, store, retrieve and print documents.

INDENTATION USING PARAGRAPH DIALOG BOX

Using Toolbar Icons i.e., the Increase Indent Icon and Decrease Indent Icon can indent the text by

only ½ an inch. This method cannot be used when an exact value is used.

The Paragraph dialog box can be used to indent the text from both the Left and Right Margin.

INCREASE INDENT

DECREASE INDENT

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STEPS TO INDENT THE TEXT USING PARAGRAPH DIALOG BOX

Select the Paragraph or Keep the Insertion Pointer to the start of the text to be selected.

Select Format→Paragraph option from the Menu bar. The Paragraph Dialog Box appears.

Click Indents & Spacing Tab in the Paragraph Dialog box

To indent the Text from the Left Margin, type the value in the spin box or using the spin arrows in

the Before Text spin box.

To indent the Text from the Right Margin, type the value in the spin box or using the spin arrows in

the After Text spin box.

Click OK Button.

PARAGRAPH DIALOG BOX

HANGING INDENT

The First Line option can be used to indent the first line of the Paragraph.

When a Negative value is given it will result in the Hanging Indent. The First line will hang

outside the paragraph.

It is a Special Kind of Indent.

It is used for Numbered Lists.

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CHAPTER – 3

CORRECTING SPELLING MISTAKES

1. How would you add a word in the Auto Correct list of the Star Office Writer?

AUTO CORRECT

Star Office Writer recognises some common misspellings and typographical mistakes and makes

the replacement automatically.

For example, if a word is typed as “teh”, Star Office Writer automatically replaces this with the

correct word “the”.

STEPS TO CREATE THE AUTO CORRECT ENTRY LIST

Select Tools→Auto Correct option from the Menu Bar. Auto Correct Dialog Box appears.

Select Replace Tab

In Replace Text Box the word to be replaced is typed.

In With Text Box the correct word is typed.

Click New Button. Now the words are added to the Autocorrect Entry.

Click OK Button.

Now when you type the word which is entered in the Replace Text Box in the Text Document it will

be Automatically Corrected with the word in the With Text Box.

Thus the Star Office Writer will make the Replacement Automatically.

AUTOCORRECT DIALOG BOX

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CHAPTER – 5

PAGE FORMATTING

1. Explain the Header and Footer? Explain how to create Header and Footer in the Star Office Writer?

HEADER

Header is an area at the top of page.

Header is some references remarks added at every page of the document of the Top margin

respectively.

FOOTER

Footer is an area at the bottom of the page.

Footer is some references remarks added at every page of the document of the Bottom margin

respectively.

PAGE SYTLE DIALOG BOX

TO ADD HEADER

Select Format→Page option

Select the Header Tab

Click the Header on Check box

Click OK button.

TO ADD FOOTER

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Select Format→Page option

Select Footer Tab

Click Footer on Check box

Click OK button

EXAMPLE FOR HEADER AND FOOTER

Header

Header is an area at the top of page.

Footer is an area at the bottom of the page.

Footer

TO ADD THE TEXT IN THE HEADER AND PAGE NUMBER IN FOOTER

Click mouse pointer in Header area

Type the word “Heaven”

Click the mouse pointer in Footer area

Click Insert→Fields→Page number

CHAPTER – 6

SPREADSHEET

1. Define Briefly about Spreadsheet and describe its Basic Structure?

INTRODUCTION

The Personal Computer (PC) was appeared in 1975.

Visible Calculator (Visi Calc) was the First Electronic Spreadsheet invented by Dan Bricklin and

Bob Frankston for Apple II in 1979.

Visi Calc consists of 63 Columns and 254 Rows.

This tool was powerful, saves time, and do brain – numbing arithmetic calculations in an easier

manner.

It resolves mainly errors.

It was attracted by accountants, managers, book – keepers, etc.,

ELECTRONIC SPREADSHEET

An electronic spreadsheet is a worksheet used in a computer to create and quickly perform “What if”

analysis of interrelated columnar data in workspaces.

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Spreadsheet consists of Rows and Columns.

The Intersection of Row and Column is called as Cell.

The Cells are addressed by Row Label and Column Label. Eg: A1 is the cell name.

Any data such as number or text or formulae can be typed in the Cell.

The Formulae is used to calculate the numbers in various cells. The Power of the Spreadsheet lies

in the Formulae you type.

STRUCTURE OF THE SPREADSHEET

The Spreadsheet looks like other similar windows.

At the top of the window is the Title Bar. The Title Bar gives the Information about the File Name

and the Application Name. Next is the Menu Bar. It is used to display the List of Options.

Below the Menu Bar is the Function Bar and the Object Bar. It consists of icons and it is used

for frequently done tasks. Below that Formula Bar and it is used to display the Current Cell and

its contents.

Below these bars the Columns Labels will be displayed. The Star Office Calc has 1 to 65,536 Rows

and A to IV columns. The Data will be entered in the Cells. In the extreme bottom the Status Bar

and Scrolling Bars are available.

SPREADSHEET VS WORKSHEET

The term Spreadsheet and Worksheet means the same.

The term Spreadsheet represents the Software Package

The term Worksheet represents the File created in the Spreadsheet Package.

COMMERCIAL AVAILABLE SPREADSHEET PACKAGES

COMPANY SPREADSHEET PACKAGE

Microsoft Excel

Sun Microsystems Star Office Calc

Borland International Quattro Pro

Lotus Development Corporation Lotus 1-2-3, Improve

Visi Calc Apple II

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2. Define Electronic Spreadsheet. What are the Advantages of Electronic Spreadsheet?

INTRODUCTION

The Personal Computer (PC) was appeared in 1975.

Visible Calculator (Visi Calc) was the First Electronic Spreadsheet invented by Dan Bricklin

and Bob Frankston for Apple II in 1979.

Visi Calc consists of 63 Columns and 254 Rows.

This tool was powerful, saves time, and do brain – numbing arithmetic calculations in an easier

manner.

It resolves mainly errors.

It was attracted by accountants, managers, book – keepers, etc.,


An electronic spreadsheet is a worksheet used in a computer to create and quickly perform

“What if” analysis of interrelated columnar data in workspaces.

Spreadsheet consists of Rows and Columns.

The Intersection of Row and Column is called as Cell.

The Cells are addressed by Row Label and Column Label. Eg: A1 is the cell name.

Any data such as number or text or formulae can be typed in the Cell.

The Formulae is used to calculate the numbers in various cells. The Power of the Spreadsheet

lies in the Formulae you type.

COMMERCIAL AVAILABLE SPREADSHEET PACKAGES

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COMPANY SPREADSHEET PACKAGE

Microsoft Excel

Sun Microsystems Star Office Calc

Borland International Quattro Pro

Lotus Development Corporation Lotus 1-2-3, Improve

Visi Calc Apple II


ADVANTAGES OF ELECTRONIC SPREADSHEET

Calculations are automated through the built-in mathematical, financial and statistical functions.

Accurate results to any desired level of decimal points are possible

Worksheets can be quite big in size

Any part of the worksheet can be viewed or edited.

Worksheet can be Saved and Retrieved later.

Any part or whole of an existing worksheet can be merged with any existing or new worksheet.

Any part or whole of the worksheet can be printed in a desired format.

Worksheet data can be viewed in the form of graphs or charts

The worksheet information can be transferred to any database or word processing software.

3. What are functions? How can you use them in your worksheet? Explain with examples

Star Office Calc has a wide variety of functions that allow you to perform several frequently

done calculations.

Functions are predefined formulae that are available in Star Office Calc.

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Insert→Function command is selected from the menu bar or the Function Wizard shortcut

icon on the formula bar can also be used to insert functions. The Function Wizard dialog

box appears.

A list of all functions is displayed in the Function box when all is selected in the Category box.

The Function List box will list all the Functions in the Star Office Calc. If a Category is

selected (E.g. Mathematical) the functions related to that category alone will be displayed in

the function box.

The Short description is displayed in the Right Side of the Window.

FUNCTION WIZARD WINDOW

One of the most commonly used functions is the Sum function.

This function calculates the sum of a given set of numbers. To use this function, you can either

click on the Function Wizard icon or then select SUM or you can just click on the Sum icon

on the formula bar.

EXAMPLE 1: TO SUM ANY TWO NUMBERS:

Click on the Cell A1 and type as 20


Click on the Cell A3 and type as =SUM(A1:A2)

Press the Enter Key to accept the Formulae (or) Range.

Then the Result will be shown as 22 in the Cell A3.

EXAMPLE 2: TO FIND THE SQUARE ROOT OF A NUMBER:


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Click on the Cell A2 and type as =SQRT(A1)

Press the Enter Key to accept the Formulae (or) Range.

Then the Result will be shown as 8 in the Cell A2.

4. How can you generate a series of values? Explain with example?

Fill command to generate a series of data directly from the values of the selected cells. First,

select the cells of the worksheet that you want to fill.

Choose the command Edit→ Fill→ Series.

FILL SERIES DIALOG BOX

TO GENERATE THE SERIES AS 03/05/00, 03/12/00,03/19/00,...............................05/28/00

Enter the date as 03/05/00 in cell A1

Select the range from A1 to A20

Click Edit→Fill→Series

Select Series Type as Date

Select Time Unit as Day

Enter the Start Value as 03/05/00

Enter the End Value as 05/28/00

Enter the Increment Value as 7 and Click OK Button

TO GENERATE THE SERIES AS 16,32,……………….2048

Select the range from B1 to B20

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Select Series Type as Growth

Enter the Start Value as 16

Enter the End Value as 2048

Enter the Increment value as 2

Click OK button

TO GENERATE THE NUMBER SERIES 33,30………………3

Select the range from C1 to C20


Select Series Type as Linear

Enter the Start Value as 33

Enter the End Value as 3

Enter the Increment Value as -3

Click OK button

5. How will you Insert Cell, Rows and Columns in the Spreadsheet?

In the Worksheet you may need to insert a row or column. Star Office Calc allows you to insert

one or more cells, rows and columns.

To insert the Insert Cell Toolbar, View→Toolbars→Insert Cell command is selected from the

Menu Bar. A Floating Toolbar with four icons will be displayed as below.

INSERT CELLS DOWN

Place the Cell Pointer where you want Insert a New Cell.

Click the Insert Cells Down icon. Now a new cell will be inserted and the other cells will be

shifted down.

FOR EXAMPLE:

If you have typed the content as 10,20,30,40, 50 in the cells A1, A2, A3, A4 and A5. Now if

you want to insert a new cell between A2 and A3. Select the Cell A3 and follow the above the

steps. Now a new cell will be inserted between A2 and A3.

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INSERT CELLS RIGHT

Place the Cell Pointer where you want Insert a New Cell.

Click the Insert Cells Right icon. Now a new cell will be inserted and the other cells will be

shifted right.

FOR EXAMPLE:

If you have typed the content as 10,20,30,40, 50 in the cells A1, B1, C1, D1 and E5. Now if

you want to insert a new cell between B1 and C1. Select the Cell C1 and follow the above

the steps. Now a new cell will be inserted between B1 and C1.

INSERT ROWS

Place the Cell Pointer where you want Insert a New Row.

Click the Insert Rows icon. Now a new row will be inserted.

FOR EXAMPLE:

If you want to insert a new row between the 2nd

and 3rd

row. Select the 3rd

row and now click

the Insert Rows icon. Now a new row will be inserted between the 2nd

and 3rd

row.

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INSERT COLUMNS

Place the Cell Pointer where you want Insert a New Column.

Click the Insert Columns icon. Now a new column will be inserted.

FOR EXAMPLE:

If you want to insert a new column between the B and C column. Select the C Column and

now click the Insert Columns icon. Now a new column will be inserted between the B and C

Column.

6. How will you insert chart in a worksheet?

The purpose of chart is to visually present the data for easy understanding.

STEPS TO INSERT CHART

Select the data for which you want to chart.

Click on Insert → Chart or click on the Insert Chart icon.

AUTOFORMAT CHART DIALOG BOX

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The cursor becomes a + sign with a small picture of the graph. Place this cursor where you want

to insert the chart in the Spreadsheet and Click once.

It prompts you to enter the area in the worksheet to be charted. Enter the Range and click Next.

Click on the Show Text Elements in Preview Check Box. It displays the different types of

charts that can be created along with a Preview of each. Select the type of chart in which you

want to present the data. Select the Data Series either Rows (or) Columns. Click on Next.

In the next window you can choose the Variant. Click on Next.

In the next window you have provisions to give a Title for the chart, Titles for X and Y axes

and legends.

Click on Create.

CHAPTER – 7

DATABASE

1. Explain the Manipulations of the Database?

Searching

Sorting

Merging

Performing Calculations on data

Filtering

Editing the database

Report Generation

SEARCHING

Searching is a process to select a desired specific data from a database.

For example, you want to select the student ranking first in a class with respect to the total marks

or in individual subjects or you want to see the performance of a particular student.

Searching is done using database commands on the relevant fields.

SORTING

Sorting is the process of arranging the data in a table in some order.

For example, we may arrange the list of staff – members in an alphabetical order or according to

the seniority in position or date of joining or in any other order we like.

In the case of the student database, you may sort the passed students and failed students

separately or you may sort the students in the ascending or descending order of their total marks,

and so on.

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MERGING

Merging is a process of joining data from two or more tables of the same or different databases.

For example, in a student database, you may have mark lists for different classes. You want to

prepare one table that shows all the first ranking students of each class.

For this purpose, you can independently search in each table to select the first rank student from

each class and merge all the names together in a single file/table.

PERFORMING CALCULATIONS ON DATA

You may do any kind of arithmetic calculations on the data stored in the database.

For example, to obtain the total marks of all the subjects of a student, you may add the marks in

the concerned fields of the database and store them in a separate field.

FILTERING

There are times when viewing the entire table is unwieldy.

Using a Filter is a way of limiting the information that appears on screen.

Filters are a feature for displaying and browsing a selected list or subset of records from a table.

The visible records satisfy the condition that the user sets. Those that do not satisfy the condition

are hidden.

EDITING THE DATABASE

Editing is a process of performing corrections on the existing data, deleting the existing data,

field(s), or record(s), adding new data, field(s), and record or changing the format of the

database, and so on.

REPORT GENERATION

You may generate any desired report, from the data of the database.

For example, in the case of student database, you may generate a report of all the students who

have scored marks less than the minimum marks required for a pass, and another report that gives

the list of passed students, and so on.

2. Explain the Different Database Types?

Based on the conceptual structures, the databases can be classified as follows:

Flat – File database

Relational database

Hierarchical database

Network database

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Object-Oriented database

FLAT – FILE DATABASE

A database file that consists of a single data table is a Flat-file database.

Flat-file database can be quite useful for certain single user or small-group situations, especially

for maintaining lists such as address lists or inventories.

Spreadsheet is another example of a Flat-File Database.

They do not allow for more complex requests.

However, very often you need to process more extensive information from multiple data tables

which is not possible in flat-file databases.

RELATIONAL DATABASE

A relational structure represents a database made up of a set of related tables.

In a relational database, one or more common fields existing in two or more tables create a

relationship between these tables.

The common field or fields are called the Keys.

A Primary Key is a key that uniquely identifies a record in a database table.

Emp.No. is a primary key in the employee database, since it uniquely identifies an employee

record.

The relational database structure is the most prevalent database in today’s business

organizations.

HIERARCHICAL DATABASE

The hierarchical database structures were primarily used on Main Frame computers.

In hierarchical databases, records are organized in a Tree like structure by type.

The relationship between record types is said to be a Parent-Child relationship, in which any

child type relates only to a single parent type.

NETWORK DATABASE

The Network database is very similar to the hierarchical structure except that any one record type

can relate to any number of other record types.

OBJECT ORIENTED DATABASE

An Object Oriented database is a newer structure

The Object Oriented Structure group’s data items and their associated characteristics, attributes,

and procedures into complex items called objects.

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An Object is defined by its characteristics, attributes and procedures.

An Object’s characteristics can be text, sound, graphics, and video. Examples of attributes might

be colour, size, style, quantity, and price.

A Procedure refers to the processing or handling that can be associated to the object.

3. What is Query? Write the steps involved in generating the Query?

QUERY

Queries are the special views of the data in the Table.

Query can be saved and retrieved later.

The result of a Query will not affect the Table and it can be viewed later.

STEPS TO CREATE QUERY

To create a Query in the Star Office Base, click on the Queries in the <Database> Pane.

Click on the “Use Wizard to Create Query” option in the Tasks Pane. The Query Wizard

appears as shown below.

QUERY WIZARD DIALOG BOX

Step 1: Field Selection – This Window is used to select the Table on which you want to Query. The

List of fields available in the selected table appears in the Available Fields Text area. Select the Fields

which is to be included in the Query. To select all the Fields Click on this Button >>. To select one by

one Click on this Button >. Click Next button.

Step 2: Sorting Order – This Window is used to Sort the Fields either in Ascending or Descending

Order. If you want you can sort or else you can simply click Next Button.

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Step 3: Search Conditions – This Window is used to specify the Fields and the Condition on which

the Query should be based. Click Next Button.

Step 4: Detail or Summary – This Window is used to select whether to Display all Records of the

Query or Only the Results of the Aggregate Functions. Click Next Button.

Step 5: Aliases – This Window is used to provide the Alias Names for the fields. Click Next Button.

Step 6: Overview – This Window display the Name of the Query, Overview will displays the Sorting

Order, Name and Alias Name of the Fields, etc., you can also select the Type of Query. Display Query

Radio Button will display the Query immediately and the Modify Query option will allow you to modify

the Query. Click Finish Button.

4. Explain Form Designing and describe how it is used?

FORM

A Form is simply a screen that displays the fields of a record in a well – spaced out manner.

STEPS TO CREATE FORM

To create a Form in the Star Office Base, Click on the Forms Icon from the <Database> pane

Click on the “Use Wizard to Create Form” option in the Tasks Pane. The Form Wizard dialog

box appears as shown below.

FORM WIZARD DIALOG BOX

Step 1: Field Selection – This Window is used to select the Table on which you want to create Form.

The List of fields available in the selected table appears in the Available Fields Text area. Select the

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Fields which is to be included in the Form. To select all the Fields Click on this Button >>. To select

one by one Click on this Button >. Click Next Button.

Step 2: Set up a Sub Form – This Window is used to “Add a Sub Form”. If you want to add a sub

form within the form. Select Add Sub Form Check Box or else you can click Next Button.

Step 3: Arrange Controls – This Window is used to Arrange the Controls in the Form. The

Arrangement will be in the Main Form and the Sub Form. Choose the Arrangement and you can Click

Next Button.

Step 4: Set Data Entry – This Window is used for selecting the Data Entry Mode. Click on the radio

button to choose whether the form is to be used only for entering new data or to be used for displaying

all the data. Click Next Button.

Step 5: Apply Styles – This Window is used to Apply Styles for the Form. Select any style from the

Apply Styles List box and choose the Field Border for the Form. Click Next Button.

Step 6: Set Name – This Window displays the Name of the Form. You can also choose the radio

button Work with the Form or Modify the Form. Click Finish Button.

5. How will you Generate reports in Star Office Base?

REPORT

A Report is a Printed Information that is assembled by gathering data based on User – Supplied

Criteria.

STEPS TO CREATE REPORT

To create a Report in the Star Office Base, Click on the Reports Icon from the <Database>

pane

Click on the “Use Wizard to Create Report” option in the Tasks Pane. The Report Wizard

dialog box appears as shown below.

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REPORT WIZARD DIALOG BOX

Step 1: Field Selection – This Window is used to select the Table on which you want to create Report.

The List of fields available in the selected table appears in the Available Fields Text area. Select the

Fields which is to be included in the Report. To select all the Fields Click on this Button >>. To select

one by one Click on this Button >. Click Next Button.

Step 2: Labelling Fields – This Window appears with the Field and the Label. If you want to modify

the Labels for the Fields you can or else Click Next Button.

Step 3: Grouping – This Window is used to specify the fields based on which the records can be

grouped together.

Step 4: Sort Options – This Window is used to Sort the Fields either in Ascending or Descending

Order. If you want you can sort or else you can simply click Next Button.

Step 5: Choose Layout – This Window displays the different Layouts for the Report. Here you can

customize the Report by selecting the Layout of Data, Layout of Headers and Footers and

Orientation options for the Report. Click Next Button.

Step 6: Create Report – This Window displays the Name of the Report, and you can choose the Type

of Report either Static or Dynamic. Click Finish Button.

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chapter text formatting...2018/11/12 · to indent the text from the right margin, type the value...

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