Class: XII

Topic: Unit-3: ICT Skills.

Subject: Web
FMMApplication
(805)

Spreadsheet
A spreadsheet is an electronic document, which has rows and columns. It is used to store data in a
systematicway and do calculations.

Types of spreadsheet
There are many types of spreadsheet available that have been created by different companies.
Some of themost popular ones are Microsoft Excel, LibreOffice Calc, Goole sheets, OpenOffice
Calc.

Components of a spreadsheet
1. A row is an arrangement of cells in a horizontal (sleeping) manner.
2. A column is an arrangement of cells in a vertical (standing) manner.
A cell is a rectangle shaped box, where the row and column meet. You can enter text,
numbers, date,formula, etc., in a cell. The cell that is selected appears highlighted.
3. The name box shows the location of the selected cell. The location of the cell is a combination
of columnand row. For example, A1, where A is the column name and 1 is the row number.
4. A worksheet is a collection of cells in the form of a grid (a network of lines that intersect
each other, making rectangles). When you open a spreadsheet for the first time, you see a
blank worksheet with thename ‘Sheet1’.
5. A workbook is a spreadsheet that has one or more worksheets.

Type of data
There are three main type of data — text, numbers and formula.

Selecting multiple cells

When a single cell is selected it is called active cell. When a number of cells is selected, it is
called cellrange. There are several ways in which multiple cells can be selected.
To select an entire row, click the row heading.
To select a full column, click the column heading.
To select an entire worksheet, click the grey rectangle on
the upperleft corner of the worksheet.
To select a range of cells, click on the starting cell, then hold down the
mousebutton and drag it till you have selected all the cells you want.
Release the mouse button.

Saving the spreadsheet in various formats

After entering data, you can save the spreadsheet in the same way as a Notepad or any other word file.
Click
File, and then, Save. This will open a Save As dialog box. Type the file name and click
Save.The default Save as type is ODF Spreadsheet (.ods)

Closing the spreadsheet

Once you have saved the data, you can close the spreadsheet by clicking File, and then, Close

Data stored in a spreadsheet can be used in calculations, graphical representation and display of
information.
 Using spreadsheet for addition
To find out the total marks for each student, she needs to add the marks in each subject. The
symbol(operator)
used for addition in a spreadsheet is ‘+’ (plus). There are various ways to do addition in a
spreadsheet. To do any calculation in a spreadsheet, you need to use ‘=’ (equal-to) symbol,
which tells the spreadsheetthat a formula has been entered. Only then the spreadsheet will
perform the calculation and display the result.

Extension of libreoffice Calc file?

The libreoffice calc file extension is .ods.

Worksheet - The worksheet in Calc is also referred to as spreadsheet. The spreadsheet can have many
sheets. Each sheet can have many individual cells arranged in rows and columns. The sheet tab shows its
default name as Sheet1, Sheet2, Sheet3, ….

Difference between Rows and Columns

The sheet is divided into vertical columns and horizontal rows. The rows are numbered as 1,2,3,4,… and
columns are numbered as A, B, C, D, …., Z,

Difference between cell and cell address

Answer – The intersection of a row and column is called a cell. It is the basic element of a spreadsheet. It
holds data, such as text, numbers, formulas and so on. A cell address is denoted by its column (letter) and
row number. For example, D4, E9, Z89 are valid examples of cell addresses.

Active cell - In a spreadsheet, the cell is the place where we enter the data. The selected or activated cell
is called an active cell.

Relative referencing, Mixed referencing and Absolute referencing.

a) Relative referencing: When we drag the formula downwards in columns, the row number of the cell
address gets one added. In the same way, when you drag the formula horizontally from the left to the
right column, the column name of the cell address is added on to the next column letter.
b) Mixed referencing: As we have seen, when we drag the formula, row number or column name get
changed in relative reference. To overcome this problem , In Mixed Referencing, the $ sign is used before
row number or column name to make it constant. For example H2+C$14 (To make row 14 constant) or
H2+$C14 (To make column C constant)
c) Absolute referencing: In Absolute referencing, a $ symbol is used before the column name as well as
row number to make it constant in any formula. For example, $C$12, $D$5, etc. In this case, even if you
drag your formula in any direction, the cell name remains constant.

Using Sum() function

To add numbers, we have
the Sum() function. This helps in adding the numbers in separate cells or in a cell range.
‘=Sum()’

Sorting data
Arrangement of words in order can help one find a particular word or name
easily. Select all rows and columns that have to be sorted Click on Data, and
then, select Sort
Filtering data
Click on the AutoFilter icon on the Tool Bar. This will put filters at the top of each Column. Click
on the filter for column. The drop-down will show a list of all the values in that column. By
default, all values arechecked or selected.

Protecting spreadsheet with password

The steps to protect a spreadsheet are as follows.
1. Click on Tools and select Protect Spreadsheet as
2. A Protect Document dialog box appears.
3. Type in a password.
4. Type the same password in the Confirm textbox.
5. Click on OK.
6. Now, when you close the file and open it again, it will ask for the password. Remember this
password sothat you can open the file.
 Presentation Software
Presentation Software
Presentation software is being widely used to make digital presentations. It has many
advantages, which areas follows.
1. They are interesting as they have features like images, videos, animation and music.
2. Making changes in digital presentations is easy.
3. A digital presentation can be shown to a much larger audience by projecting on a screen.
4. The presentation can be printed and distributed to the audience.

Adding text to a presentation

By default, there are two textboxes in the first slide. The top one is for the title and the lower
(bigger) one forother details. We can click on the title box and type in a title. Similarly, we can click
on the lower box and type in some details

Steps to save a presentation

The steps to save a presentation for the first time are as follows.
1. Click on File.
2. Select Save As or Save from the drop-down. This displays a Save As dialog box.
3. You can select a folder where you want to save the file, for example Desktop.
By default, the File name is ‘Untitled#’ (# is a number). You can change it to the name of your choice.
5. The default Save As type is .ods. You can select other file types from the Save As type drop-down.
6. Click on Save.

Steps to close a presentation

The steps to close a presentation are as follows.
1. Click on File.
2. Select Close from the drop-down.

Steps to open a presentation

The steps to open a presentation are as
follows.Open LibreOffice Impress. Click on
File.
Then, select Open from the drop-down.

This will display the Open dialog box. Browse and select the folder where your file is saved, for example
Desktop.

Text Alignment – Text alignment is a feature that allows users to horizontally align text in the
presentation.
There are four different types of text alignment features,
a. Right Alignment
b. Left Alignment
c. Center Alignment
d. Justified Alignment
 Steps to print a presentation
Before you try to print a file, please make sure that a printer is connected to the computer. The
steps to printa presentation are as follows.
1. Click on File.
2. Select Print from the drop-down or you can press Ctrl+p on the keyboard.
3. A Print dialog box is displayed.
4. A printer attached to the computer is displayed in the dialog box.
5. Select the number of copies you want to print.
6. Select All, if you want to print all slides.
7. Select Slides, if you want to print few of them and provide the slide numbers.
8. Click on OK.

Advanced Features used in Presentation

The use of graphics, charts and images can make the presentation more meaningful.

Inserting shapes in presentation

LibreOffice provides numerous shapes, such as lines, square, circle, arrows, symbols, etc., that
can beinserted into slides.

Inserting clipart and images in presentation

A picture speaks a thousand words. The steps to insert a clipart or an image are as follows.
1. Click on Insert from the menu.
2. Select Image.
3. An Insert Image dialog box appears.
4. Browse through folders and select the image you want to use.
5. Click on Open.
In this way, you can insert images in your presentation slides and make it more interesting.

Advanced features used in a digital presentation

The various advanced features used in a digital presentation are –
a. Inserting shapes in presentation – You can insert different types of shapes in digital presentation like
arrow, rectangle, circle, etc.

b. Inserting clipart and images in presentation – A picture speaks a thousand words. We use a lot of
images in a presentation to make it simple and interesting.

c. Changing slide layout – The default layout of a LibreOffice Impress slide contains one textbox for the
title and one for content. Layout helps to arrange the slide content in an organized way.
Sample Papers

What is the short cut key to select the entire row in which the cell pointer is positioned,?
A. SHIFT + SPACEBAR
B. CTRL + SPACEBAR
C. CTRL + A
D.CTRL + Z
Answer -A. SHIFT + SPACEBAR

Extension of an OpenOffice Calc file is ____________

a) .doc b) .odx c) .ODP d) .odc
Ans : .odc

The shortcut key to paste selected text or object in a computer is___________

(A) CTRL+X
(B) CTRL+C
(C) CTRL+V
(D) None of the above
Ans : CTRL+V

ICT Stands for _______________.

a. Informal and communication technology
b. Information and communication technology
c. Informal and commercial technology
d. Information and commercial technology
Answer : Information and communication technology

What are the different types of spreadsheets available?

a. Microsoft Excel
b. LibreOffice Calc
c. Google Sheets
d. All of the above
Answer : d. All of the above

A _____________ is an arrangement of cells in a horizontal manner.

a. Row
b. Column
c. Cell
d. None of the above
Answer : a. Row

A ___________ is an arrangement of cells in a vertical manner.

a. Row
b. Column
c. Cell
d. None of the above
Answer : b. Column

A ____________ is a rectangle shaped box, where the row and column meet.
a. Row
b. Column
c. Cell
d. None of the above
Answer : Cell

A _____________ is a collection of cells in the form of a grid (a network of lines that intersect each other,
making rectangles).
a. Worksheet
b. Workbook
c. Notebook
d. None of the above
Answer : Worksheet

A _____________is a spreadsheet that has one or more worksheets.

a. Worksheet
b. Workbook
c. Notebook
d. None of the above
Answer : Workbook

A _____________ is an electronic document used to store data in a systematic way and perform
calculations just like an expense sheet.
a. spreadsheet
b. worksheet
c. workbook
d. name box
Answer : a. spreadsheet

Which of the following functions can be performed with the help of spreadsheets?
i. Maintaining records
ii. Creating videos
iii. Analyzing data
iv. Performing financial calculations
v. Writing letters
a. i, ii, iii, iv, v
b. i, iii, iv
c. i, iii, v
d. iii, iv, v
Answer : b. i, iii, iv

You can enter a formula in a cell by starting with _______ symbol.

a. = equal to
b. $ dollar
c. # hash
d. None of the above
Answer : a. = equal to

What are the different types of data in a spreadsheet?

a. Text
b. Numbers
c. Formula
d. All of the above
Answer : d. All of the above

Shortcut key for printing the spreadsheet file is __________.

a. Ctrl + C
b. Ctrl + V
c. Ctrl + P
d. Ctrl + PV
Answer : c. Ctrl + P

The correct order of steps for entering data in a spreadsheet is:

a. type the data, click the cell and press Enter.
b. click the cell, type the data and press Enter.
c. press Enter, click the cell and type the data.
d. click the cell, press Enter and type the data.
Answer : b. click the cell, type the data and press Enter.

What will you do to select an entire worksheet in a spreadsheet?

a. Click the File tab and select properties from the list
b. Click the grey row heading
c. Click the grey rectangle in the upper left corner of the spreadsheet
d. Click the grey column heading
Answer : c. Click the grey rectangle in the upper left corner of the spreadsheet

Ms Sharma is a teacher and has just started using a computer spreadsheet instead of her manual marks
register. She has entered the marks of her students in various subjects in a spreadsheet. Now, she wants to
find out the total marks for each student. What should she do?
a. She can use Sum function
b. She can use + operator
c. Both a) and b)
d. None of the above
Answer : c. Both a) and b)

Ms Sharma has to find out the cell address of each cell with marks and type it. This requires some effort.
Spreadsheet makes the task easier for Ms Sharma. Using a mouse, she can simply _____________ the cell to
be used in the formula instead of typing the cell addresses.
a. Drag the cell
b. Click on the cell
c. Copy the cell
d. None of these
Answer : a. Drag the cell

Which function is used to add multiple numbers in a spreadsheet.

a. =average()
b. =sum()
c. =min()
d. None of the above
Answer : b. =sum()
Electronic spreadsheets have many options to make your content look neat and easy to read. This is called
______________.
a. Font
b. Formatting
c. Alignment
d. None of the above
Answer : b. Formatting

In case you want to give a different style or a bigger size to the heading, you can change the text style using
the _________.
a. Font
b. Alignment
c. Indent
d. None of the above
Answer : a. Font

In a spreadsheet, you can position the text in a cell to the left, right or center. This is called __________.
a. Font
b. Alignment
c. Indent
d. None of the above
Answer : b. Alignment

What is the default alignment of numbers in a cell?

a. Left aligned
b. Right aligned
c. Center aligned
d. Randomly aligned
Answer : b. Right aligned

What is the shortcut key to underline text in a spreadsheet?

a. Ctrl+b
b. Ctrl+i
c. Ctrl+l
d. Ctrl+u
Answer : d. Ctrl+u

24. Which of the following features is used to perform addition in spreadsheets?

a. Format option
b. Charts
c. Graphs
d. Formula
Answer : d. Formula

Which of the following signs define a formula?

a. +
b. /
c. =
d. +
Answer : c. =
Ms Sharma has all her students’ subject marks and their totals in a spreadsheet. If she wants to find three
students with the highest marks, what will she do?
a. She will use Sort
b. She will use filter
c. She will use alignment
d. None of the above
Answer : a. She will use Sort

Ms Sharma wants to see the marks of students only from Class XII-A, what will she do?
a. She will use Sort
b. She will use filter
c. She will use alignment
d. None of the above
Answer : b. She will use filter

Ms Sharma is sharing the computer with other teachers and staff, she may want to protect her data. She
may not want anyone else to open and make changes to her work. She can do this by protecting her
spreadsheet using a _____________.
a. Password
b. Track Change
c. Read Only
d. None of the above
Answer : a. Password

Which menu option will you use to sort data?

a. Tools
b. Data
c. Format
d. View
Answer : b. Data

Mr Gupta has a spreadsheet with a list of 500 items in his shop. A customer comes and asks for a particular
item. How should he arrange the data so that he can find that item fast? What would Mr Gupta do? He will:
a. apply filters.
b. sort the data.
c. use a password.
d. format data.
Answer : b. sort the data.

Mr Verma shares the computer in his office with other colleagues. He wants to make sure no one sees the
financial data he saves on the computer. What should he do?
a. Lock the computer in a cupboard
b. Change the password of his computer so that no one can use it
c. Apply password to the financial data sheet
d. Leave it as it is and hope that no one will open it
Answer : c. Apply password to the financial data sheet
Ms Sharma wants to explain the water cycle to her students. Mr Chaudhary wants to explain the working of
a product to his clients and Dr Suman wants to give a lecture on her new research. All these people need to
make an _____________ for their audience.
a. Presentation
b. Impress
c. Power Point
d. All of the above
Answer : d. All of the above

You have a summer vacation project on how to make biogas. You have done a lot of research, clicked
pictures of biogas plants and taken videos of people who use biogas. Now, you have to make a presentation
before the class. What would you use?
a. Chart paper
b. Word document
c. Presentation software
d. Spreadsheet
Answer : c. Presentation software

What do you need to install on your computer to be able to run Impress?

a. Google
b. Microsoft Office
c. LibreOffice
d. Apple iOS
Answer : c. LibreOffice

35. How many textboxes does the first slide of LibreOffice Impress have by default?
a. 1
b. 2
c. 3
d. 4
Answer :b. 2

Which is the correct step to save a presentation?

a. File>Save As>Type file name>Save
b. File>Open>File name>Open
c. File>Template>Save as Template
d. File>Close>Save>OK
Answer : a. File>Save As>Type file name>Save

Which is the correct step to close a presentation?

a. File>Save As>Type file name>Save
b. File>Exit
c. File>Close
d. File>Export
Answer : b. File>Exit

38. Which is the correct step for printing a presentation?

a. File>Print
b. File>Print>Handout
c. File>Print>Handout>OK
d. File>OK
Answer : c. File>Print>Handout>OK
If you have a blank slide with no textbox, you can insert a textbox using the option ____________.
a. Insert>Textbox b. Insert> Table c. Insert> Format d. Insert> Style
Answer : a. Insert>Textbox

You can also change the size of the text by clicking on the __________.
a. Font Size b. Font Color c. Alignment d. All of the above
Answer : a. Font Size

To highlight a text in LibreOffice, you can make it _______________ depending on the requirement.
a. Bold b. Underlined c. Italic d. All of the above
Answer : d. All of the above

The text can be aligned either _____________.

a. Left or Right b. Center c. Justified d. All of the above
Answer : d. All of the above

Which menu option do you use to insert a slide?

a. Edit b. Insert c. Slide d. Tools
Answer : b. Insert

Which option will you use to change the colour of the text?
a. Font Color b. Font c. Highlight Color d. Format
Answer : a. Font Color

Which menu option will you click on to insert shapes and images?
a. Format b. Tools c. Edit d. Insert
Answer : d. Insert

What are the steps to insert a square shape in a presentation?

a. Insert > Shape> Line> Square b. Tools > Shape> Line> Square
c. Insert > Shape> Basic > Square d. Format > Text > Basic> Square
Answer : c. Insert > Shape> Basic > Square

What happens when you change the layout of a slide?

a. The format of the text changes
b. New slide is inserted
c. The arrangement of content (text, images, shapes) changes
d. The title gets aligned to the center of the slide
Answer : c. The arrangement of content (text, images, shapes) changes