Computer Software

Q.       What is software?              

Ans.: Software: Software is a set of information’s that makes the computer perform tasks. In other words, software tells the computer what to do. Software consists of statements, which instruct a computer to perform the required task. Without software a computer is simply a mass of electronic components.

Q.       Describe the classification of software.   

Ans.: Classification of software:

•       Software

•       System software

•       Operating System

•       System Development software

•       Utility Programs

•       Application software

•       User development programs

•       Application Package Programs

•       Ms. Word

•       Lotus-123

•       Custom software etc.

Q.       Describe the common features of application software.  

Ans.: Common features of application software

·         Entering Text: This feature allows you to enter text with the computer’s keyboard.

·         Editing Text: This feature allows you to make changes in an already entered document.

·         Formatting Page Style: This feature allows you to define the page layout format for a document.

·         Formatting Text: This feature allows you to format portions of text to improve the general appearance and readability of a document.

·         Displaying Documents: This feature allows you to display the contents of the document, you are currently working on, on the screen of the computer’s monitor.

·         Saving, Retrieving and Deleting Documents: This feature allows you to save document on a secondary storage and to retrieve it later at any time for reuse.

·         Printing Documents: This feature allows you to print your documents on a printer for generating their hard copies.

·         Importing Text, Graphics and Images: This feature allows you to import text, graphics and images from some other document into a document that you are currently working on.

·         Searching and Replacing Text String: This feature allows you to quickly search for all occurrence of a specific word, phrase, or groups of characters in a document.

·         Checking Spelling: This feature allows you to ensure that your document does not contain any miss-spelled word.

·         Calendar: This feature allows you to record their appointments and plan their schedules on a yearly, monthly, weekly, daily and even hourly basis.

Q.       What are a package program/ Package software?

Ans.: Package Program: Package programs are developed by experienced programmers and marketed by software vendors for widely used applications. The package generally achieves the goals of lower cost and reduced risk of errors. Integrated packages combine several applications into a single program package. Popular examples of integrated packages are Microsoft Word, WordPerfect, MS Office, Lotus 1-2-3, and Symphony etc.

Q.       Write the advantages of packages programs/ software.

Ans.: Advantages of package programs: Advantages and benefits of using packages for popular applications are briefly describe here:

            Word Processing:

·         Document can be typed and the stored on a disk for later use.

·         Easy text entry and editing.

·         On-screen formatting: such as bold, italic, underlining, and highlighting etc.

·         Spelling checker, thesaurus, and grammar checker to improve accuracy of writing.

·         A variety of print options to customize the program for printer.

·         The capability to change the font and style of texts.

·         The capability to interface with graphics and other software packages.

            Spreadsheet Analysis:

·         Data entry can be automated and checked for errors.

·         Easy editing

·         The column and row format are easy to understand and use.

·         Formulas perform calculations and are saved with spreadsheet.

·         One can sort, copy, and move columns and rows with formulas intact.

·         One can print a spreadsheet in a variety of formats.

·         Built-in graph generator to create graphs from the data in a spreadsheet.

            Data Management:

·         One can reuse the data, access data easily, edit, sort, search, and arrange the data, create report, print labels etc.

·         One can arrange data easily by using a database program’s search capabilities.

·         Printing features enable one to generate milling labels and reports.

            Integrated Software:

·         Data are compatible among application. As an example, one can transfer data from database or spreadsheet to word processor or vice versa.

·         The menu system is generally the same. Lessening the number of menus and options.

            Desktop Publishing:

·         On-screen formatting and layout facility of text and graphic.

·         The capability of asse3mbling documents quickly and making changes easily.

            Graphics and CAD:

·         One can use the art to create over and over again without losing the original quality.

·         With on-screen graphics, it is not required to go back to the drawing board each time.

·         One can make small modifications to the original art until achieving the desired design.

Q.       Mention the application of MS-Word in business.             

Ans.: Application of MS-Word in Business:

·         Reports and Memos: The most straightforward use of Microsoft Word for businesses is word processing. As such, Word offers the ability to type and lay out reports, memos, letterheads, and other written business papers. Word has several key built-in functions, including bold, italics, underlining, super- and sub-script, paragraph and line formatting, bullet points, and so forth. The page layout function allows users to customize the size and format of the paper they are trying to create.

·         Flowcharts: Microsoft Word offers a multitude of shapes, lines, and symbols for use in crafting flowcharts. In contrast to typical written documents, flowcharts are visual diagrams meant to direct a reader's attention to the process or flow of a project. Word's various options allow you to customize the layout and look of flowcharts, as well as type text inside and next to shapes, insert images, and so on.

·         Mailing Labels: A very widespread use of Microsoft Word in the workplace is in typing and printing mailing labels. Word offers a preset layout in the correct size to print on label paper, which makes mailing much easier than the traditional method of writing labels by hand or typing each label individually on a typewriter. You can also customize the label format for different size labels, as well as laying out text to be printed directly on envelopes.

Q.       Mention the application of MS-Excel in business.              

Ans.: Application of MS-Excel in business:

·         Reporting: Within the Elements Gallery, the Reporting feature allows Excel users to instantly create a new page in the workbook for reports. You can create a title and subtitle to properly categorize the report. Thereafter, you can immediately begin the report by completing the Date, Number (record number), Memo (transaction notes), Billed (dollar amount of item) and Total Billed (total dollar amount added in Billed column) fields.

·         Budgeting: Excel provides a worksheet within the Elements Gallery for budgeting. You can create a title and subtitle for the budgeting report, then begin completing the form. Clicking the arrow below Pri displays a drop-down box that allows users to select the appropriate level of priority. Next, the user enters the following data: Received (the date the product was received), Payee (person or organization who paid), Category (clicking the arrow below the column title displays a drop-down list from which the user chooses the appropriate business category), Billed (dollar amount of item), Due Date, Paid (clicking checkbox indicates that the bill has been paid), Date Paid (date payment was received) and Amount Paid (dollar amount that was paid to the organization).

·         Invoicing: Within the Elements Gallery, Excel provides a worksheet for invoicing. Businesses first begin the worksheet by entering the invoice name and number. Thereafter, the user can mark the priority of the item by clicking the arrow below the column title and selecting the appropriate option (feature found on Wholesale form only). Next, the business enters the following data: Date (transaction date), Number (record number for transaction), Customer and Category.

Q.       What are the applications of MS-Word?

Ans.: Application of MS-Word: Word processors have a variety of uses and applications within the business world, home, and education.

            Business:

·   memos

·   letters and letterhead

·   legal copies

·   reference documents

            Education:

·   Learning word processing

·   Writing essay/ documents

·   Research paper/ Publication

            Home:

·      Educational / Business related

·      Assignments at home

·      Letter writing

·      Resume Creation

·      Document creation

Q.       Write short notes on: - MS-Word.

Ans.:  MS-Word: Microsoft Word, or Word as it is commonly known, is a software application that allows you (the user) to perform word processing. You may use Word to create documents such as letters, invitations, term papers, flyers, resumes, novels, and much more! It is a component of the Microsoft Office software system; it is also sold as a standalone product and included in Microsoft Works Suite. The current versions are Microsoft Office Word 2010 for Windows and Microsoft Office Word 2011 for Mac.

Q.       Write down the steps of creation header and footer in MS word.               

Ans.:  Steps of Creation Header and Footer:

            1. Create a new document or open an existing document.

2. On the View menu, click Header and Footer to open the header and footer area on the page. The Header and

            Footer Toolbar also appear.

            3. To create a header, enter text or graphics in the header area or

4. Use the Switch between Header and Footer button on the toolbar and enter text or graphics in the footer area.

5. To edit your header or footer, use the Standard, Formatting, or Header and Footer Toolbars.

            6. When you finish, click Close on the Header and Footer toolbar.

Note: Scroll through the document. Notice the headers and footer. When a header/footer is created in a document, Word automatically uses the same header/footer throughout the entire document unless otherwise specified.

Q.       Write down the steps of checking spelling and grammar using MS-Word.              

Ans.: Checking Spelling: A spell checker looks up every word in your document against the pre-stored words in the pre-stored words in the electronic dictionary and alerts you if no match is found for a particular word in the dictionary. In such a situation, the spell checker highlights the word and waits for your action.

            You may choose to do either of the following:

·         You can correct the spelling.

·         If you do not know the correct spelling, you can ask the spell checker to give you a list of words with similar spelling and choose the correct word from the list.

·         If the word is spelt correctly, but has been highlighted simply because it is not present in the electronic dictionary. You can instruct the spell checker to ignore the word, or to add it to the dictionary.

            Checking Grammar: some of the typical features found in a grammar checker are:

·         It highlights the use of double words (such as for for).

·         I highlights phrase with redundant words (such as very highest).

·         It highlights the misuse of capital letters (such as PraDeep or PradeepP).

·         It highlights text having subject and verb mismatches (such as she were).

·         It highlights punctuation errors (such as,.).

·         It highlights sentences written in the passive voice rather than the active voice (such as “The book was given by Mohan” is in passive voice whereas “Mohnan gave the book” is in active voice).

Q.       What are the applications of MS-Excel?  

Ans.:  Application of MS-Excel:

•        Performing calculations

•        Analyzing data and integrating information from different programs.

•        Store and organize data

•        Present graphics and controls like a web page.

•        Rapid analysis and charting

•        Advanced modeling including numerical simulation

•        Automated report generation

•        Problem optimization using Solver and Crystal Ball

•        Software design

•        Team and model integration

•        Database communication and control

•        Real time integration with other applications

•        Data sorting and analysis

Q.       Write the advantages of using charts.       

Ans.: Advantages of using charts:

·         Quick way for the audience to visualize what you are saying -- numbers, trends, up or down

·         Forceful -- emphasizes main point

·         Convincing -- proves a point, see and hear

·         Compact way to convey information

·         More interesting than just talk or print (Remember to use as many of the five senses as possible)

Q.       What is a spreadsheet?   

Ans.: Spreadsheet: A spreadsheet program is a software tool for entering, calculating, manipulating, and analyzing sets of numbers. A grid of columns and rows used for recording and evaluating numbers, Spreadsheets are used primarily for financial analysis, record keeping, and management, as well as to create reports and presentations.

Q.       What is a worksheet?       

Ans.: Worksheet: In a spreadsheet program, you work in document called a worksheet. An empty worksheet looks like a grid of rows and columns. The data file created with spreadsheet software. The intersection of any column and row is called a cell. A typical worksheet contains thousands of individual cells.

Q.       Write down the steps of creation charts and linking among sheets in MS Excel.   

Ans.:  Creating a chart: The following steps required for creating a basic chart in Microsoft Excel :

·         Open Excel or Calc and the document you wish to create a chart in.

·         Highlight the values of you wish to chart. For example, if you wish to chart the month’s totals that are listed in cells A20 through J20 you would highlight A20 through J20.

·         Once highlighted click Insert at the top of the window and select Chart.

·         This will bring up the chart wizard that will step you through each of the steps required for creating the chart, including the chart types you wish to use, the title, axis, legends, etc.

Q.       What is formula?

Ans.: Formula: A formula is statement written by the user to be calculated. Formulas can be as simple or as complex as the user wants. A formula can contain values, references to cells, defined names, and functions.

            All formulas must start with the equals sign.

                              =1+2+3

Q.       What is function?               

Ans.: Function: A function is a piece of code designed to calculate specific values and used inside formulas. Functions to sum values, calculate a trigonometric cosine, and to calculate the current time are built into excel. Additional functions can be defined using Visual Basic.

Functions are typed alongside parenthesizes, where in the arguments if any are listed in between. To use functions in a formula, for example

                              =COS(3.14) will return the calculated cosine.

                              =NOW() returns the current time.

                              =SUM(1+2+3) *2 will multiply the sum by 2

Q.       Write down the structure of if function.  

Ans.: Structure of if function:

            If (condition, true, false)

Example: “If age is less than 18 then this person is a minor, otherwise this person is an adult.”

                              =IF(C4<18,”minor”,”adult”)