Office Automation Tools – Class 11 IT(802) | Quick Revision Notes
Get latest notes of Office Automation Tools for class 11 IT-802 desinged as per CBSE latest curriculum.
Word Processor
Introduction to Word Processing
- Word processing software is used to create text-based documents and provides tools to edit, format, and print documents.
- A document created using such software can include text, pictures, and tables, and may be used for reports, letters, drawings, or web pages.
- OpenOffice Writer is a popular open-source word processing software that can be downloaded free of cost.
- It can be installed on both Linux-based and Windows-based systems.
- This software is widely used for creating and managing documents efficiently.
Start OpenOffice Writer
- OpenOffice Writer can be started using the Start menu by selecting Start → Programs → OpenOffice.
- It can also be opened by double-clicking the OpenOffice icon available on the desktop.
OpenOffice Screen and its Components
- The main screen of OpenOffice Writer consists of various components that help in document creation and editing.
- Tabs such as File, Edit, View, Insert, etc., contain drop-down menus with different commands.
- The Ruler Bar includes horizontal and vertical rulers used to adjust margins and indentation.
- The Status Bar displays information such as current page number, total number of pages, and zoom level.
- Scroll bars (horizontal and vertical) are used to move through the document content.
- The Work Area is the main space where text is typed and edited.
- The Status Bar can be hidden by selecting View and unchecking the Status Bar option.
Writer Tabs
- OpenOffice Writer includes tabs like File, Edit, View, Insert, Format, Tools, Table, Window, and Help.
- Each tab contains a drop-down menu with commands related to specific tasks.
- The File tab is used to open, close, save, and print documents.
- The Edit tab is used for editing tasks such as cut, copy, paste, and find & replace.
- The View tab controls how the document is displayed on the screen.
- The Insert tab is used to add elements like comments, special characters, graphics, and objects.
- The Format tab is used to change the layout and appearance of the document.
- The Tools tab provides options like spell check and gallery features.
- The Table tab is used to insert and manage tables in the document.
- The Window tab is used to manage and switch between document windows.
File Tab
- OpenOffice Writer documents are saved with the extension .odt, for example, Anita.odt.
- The terms “file” and “document” are often used interchangeably.
- The File tab contains commands used to create, open, save, print, and close documents.
- The New option is used to create a new document by selecting File → New → Text Document.
- The Save As option is used to save a file for the first time or to save an existing file with a different name.
- While saving, the user can select the folder, enter the file name, choose the file type, and click Save.
- The Page Preview option (File → Page Preview) allows the user to see how the document will look when printed.
- It helps in viewing multiple pages and adjusting zoom levels before printing.
- The Close Preview option is used to return to the document editing screen.
- Printer settings can be configured using File → Printer Settings.
- The Print option (File → Print) is used to print the document, where users can select paper size and print multiple pages on a single sheet.
Edit Tab
- The Edit tab contains commands used to perform editing operations on the current document.
- It includes commonly used commands such as cut, copy, paste, find & replace, undo, and redo.
- These commands help in modifying and correcting the content efficiently.
- Move Text is done by selecting the text, applying Cut, placing the cursor at the desired location, and then using Paste.
- Copy Text is done by selecting the text, applying Copy, placing the cursor at the desired location, and then using Paste.
- Find and Replace is used to search for specific words and replace them with new ones throughout the document.
View Tab
- The View tab contains commands used to control how the document is displayed on the screen.
- It allows users to show or hide elements like the status bar, ruler, and sidebar.
- Toolbars option (View → Toolbars) allows selection of toolbars to be displayed on the screen.
- Selected toolbars display icons for quick access to commands.
- Standard and Formatting toolbars are generally enabled by default.
Insert Tab
- The Insert tab is used to add different elements into the document such as page numbers, date, header, footer, tables, and hyperlinks.
- All inserted elements appear at the position where the cursor is placed.
- In many cases, a dialog box opens for selecting options during insertion.
- Header is inserted using Insert → Header → Default and appears at the top of the page.
- Footer is inserted using Insert → Footer → Default and appears at the bottom of the page.
- Fields option is used to insert elements like page number, date, time, and author name at the cursor position.
- Hyperlink option is used to link text to a webpage, document, email, or another file.
- Table of Content can be inserted using Insert → Indexes & Tables → Indexes & Tables.
- Table can be inserted using Insert → Table by specifying rows and columns.
- Formula can be inserted using Insert → Object → Formula for mathematical expressions.
Format Tab
- The Format tab contains commands used to change the appearance and layout of the document.
- Formatting is applied only to the selected text, so text must be selected before applying any format.
- Character option is used to change font type, size, style, and effects.
- Paragraph option is used to adjust alignment, spacing, indentation, and borders.
- Bullets and Numbering option is used to add bullet points or numbered lists.
- Page option is used to format the entire page including borders, color, and layout.
- Change Case option is used to convert text into uppercase, lowercase, etc.
- Columns option is used to divide the page into multiple columns.
- Alignment option is used to align text as left, right, center, or justified.
Table Tab
- The Table tab contains commands used to create and manage tables in the document.
- It allows inserting tables and modifying rows and columns.
- Tables are inserted at the cursor position, and a table toolbar appears for formatting.
- Convert option is used to convert text into a table or a table into text.
- For operations like merge or split, the required cells must be selected first.
Tools Tab
- The Tools tab contains commands that help improve the quality and analysis of the document.
- It provides features like spelling check and word count.
- Spelling and Grammar option checks the document for errors and provides suggestions for correction.
- The user can accept or ignore the suggested corrections.
- Word Count option shows the number of words and characters in the selected text or the entire document.
Window Tab
- The Window tab contains commands used to manage document windows.
- It allows opening a new window or closing an existing one.
- It also displays the list of all currently open windows.
Help Tab
- The Help tab provides assistance to users for using OpenOffice Writer.
- It allows users to search and browse help topics related to commands and features.
Spreadsheet (OpenOffice Calc)
Spreadsheet
- A spreadsheet stores data in the form of a table made up of rows and columns.
- It is used to store, arrange, and sort data, and to perform calculations on numerical data.
- It is similar to traditional ruled accounting worksheets used for bookkeeping.
- The computerized version of such a worksheet is called a spreadsheet application.
- It allows users to perform quick calculations, create charts, analyze data, and print results.
- Spreadsheets are widely used in fields like banking, finance, accounting, and education.
Popular uses of spreadsheets:
- Managing financial data such as bank accounts, budgets, transactions, billing, and receipts.
- Handling inventory, employee information, surveys, and reviews using data entry forms.
- Tracking student performance including grades, attendance, highest and lowest scores.
- Creating non-numeric lists such as student lists or grocery lists.
- Managing company data like profit and sales, and creating graphs from the data.
Spreadsheet applications:
- Commonly used applications include Microsoft Excel, Apache OpenOffice Calc, LibreOffice Calc, and Google Sheets.
- Microsoft Excel is proprietary software developed by Microsoft.
- OpenOffice Calc and LibreOffice Calc are free and open-source alternatives.
- Google Sheets is a web-based application that allows online access and editing of spreadsheets.
- In this chapter, spreadsheets are studied using Apache OpenOffice Calc.
Installing Calc
- Calc is free software and can be downloaded from the official OpenOffice website.
- It is the spreadsheet component of Apache OpenOffice, an open-source office suite.
- You can install the complete OpenOffice package, which includes Calc.
Steps to install OpenOffice Calc:
- Open the URL: https://www.openoffice.org/download/index.html
- Select your operating system and language.
- Click on Download Full Installation.
- Double-click the downloaded .exe file.
- Click Next on the setup screen.
- Click on Unpack.
- After unpacking, click Next.
- Enter user information and click Next.
- Choose setup type (recommended: Typical for beginners).
- Click on Install.
- After installation, click Finish.
- Run OpenOffice to check successful installation.
- Click on Spreadsheet to open OpenOffice Calc.
Main Features of OpenOffice Calc
- Calc provides many useful features for creating and managing spreadsheets.
- It includes various tools, menus, and options that help in data entry, formatting, calculations, and analysis.
- These features may seem complex initially, but they become easy to understand with practice.
Starting Calc
- OpenOffice Calc can be started in different ways:
- Click Start → Programs → OpenOffice
- Double-click the OpenOffice icon on the desktop (if available)
- Calc uses Open Document Format (ODF) as its default file format.
- ODF is an international standard format used for storing documents.
Calc Main Window
- The main window of Calc contains various components such as menus, toolbars, and working areas.
Title Bar
- Displays the name of the current spreadsheet, its extension (.ods), and the software name (OpenOffice Calc).
- A new file is named as Untitled N by default.
- Three dots (…) indicate that a dialog box will appear when the option is selected.
Menu Bar
- Located below the Title Bar and contains different menu options:
- File: New, Open, Save, Save As, Print, Preview, Close, Exit
- Edit: Cut, Copy, Paste, Find & Replace, Delete, Headers & Footers
- View: Toolbars, Full Screen, Zoom
- Insert: Cells, Rows, Columns, Sheet, Function, Picture, Chart
- Format: Format cells, rows, columns, and sheet layout
- Tools: Spelling check, Macros
- Data: Sort, Filter, Validity
- Window: Open or close windows
- Help: Help options, updates, and explanations
Standard Bar
- Located below the Menu Bar
- Contains shortcut icons like New, Open, Save, Print, Cut, Copy, Paste, Chart, Find & Replace, Spelling
Find Bar
- Used to search text in the spreadsheet
- Highlights matching cells and allows navigation through results
Formatting Bar
- Used to format text and cells
- Options include:
- Font name and size
- Bold, Italic, Underline
- Text alignment (left, center, right, justify)
- Merge cells
- Number formats (currency, percent, decimal)
- Indentation
- Cell borders
- Background color and text color
Formula Bar
- Displays and allows editing of data or formulas in a cell
- Contains:
- Name Box: Shows cell reference (e.g., A1, C4)
- Function Wizard: Helps insert functions
- Sum Icon: Adds numbers automatically
- Function Icon: Inserts formula (=)
- Input line shows the content of the selected cell
Sheet Tabs
- A spreadsheet can contain multiple sheets
- Used to switch between sheets
- Right-click options: Insert, Delete, Rename, Move sheets
Status Bar
- Located at the bottom of the window
- Shows sheet number, total sheets, and selected cell information
- Displays sum, average, count, etc. for selected cells
- Includes zoom slider to adjust view size
Sidebar
- Located on the right side
- Contains tools like Properties, Styles, Gallery, Navigator
Active Cell
- The currently selected cell is called the active cell
- It is highlighted with a thick black border
Row Headers
- Represented by numbers (1, 2, 3, …) on the left side
Column Headers
- Represented by letters (A, B, C, …) at the top
Working with Spreadsheets
- A spreadsheet contains multiple sheets, and each sheet has cells arranged in rows and columns.
- Each cell is identified by a column letter and row number (e.g., A1, D5).
- Cells can store data such as text, numbers, and formulas.
- A spreadsheet can have many sheets, and each sheet can contain many cells.
Create a New Blank Worksheet
- Click File → New → Spreadsheet
- Click New icon (drop-down) → Spreadsheet from Standard bar
- Use shortcut Ctrl + N
Open an Existing Spreadsheet
- Click File → Open and select the file
- Click Open icon on Standard bar
- You can also open recently used files from the dropdown
- Access a cell: Click on the cell or type its reference (e.g., D5) in the Name box and press Enter
- Use Navigator (F5) to jump to a specific cell
- Cell to cell navigation: Use mouse, arrow keys, Tab, or Enter
- Sheet navigation: Use sheet tabs at the bottom
- Use navigation buttons to view hidden sheet tabs
Saving Worksheet
- Click File → Save
- Click Save icon
- First-time saving opens a dialog box to enter file name and location
Closing Worksheet
- Click File → Close
- If not saved, options appear: Save / Discard / Cancel
- You can also close the Calc window directly
Working with Data
Types of Data
- Labels: Text or alphanumeric data (left-aligned by default)
- Values: Numeric data like integers, decimals, fractions (right-aligned by default)
- Formulas: Used for calculations and always start with =
Entering Data
- Click on a cell (e.g., A1) to make it active
- Type the data and press Enter
Moving Data (Cut, Copy, Paste)
- Using Edit Menu:
- Select cell → Edit → Cut/Copy
- Select destination cell → Edit → Paste
- Using Standard Bar:
- Use Cut, Copy, Paste icons
- Using Right-Click:
- Right-click cell → Cut/Copy
- Right-click destination → Paste
- Cut vs Copy:
- Cut → Moves data (removes from original cell)
- Copy → Duplicates data (original remains unchanged)
Using AutoFill
- Used to automatically fill data in a series
- Enter first value (e.g., 1)
- Drag the fill handle (small + sign) to fill series (2, 3, 4…)
- Can also fill days (Monday → Tuesday…)
Special AutoFill Cases
- Hold Ctrl while dragging to repeat same value
- For custom series (e.g., 2, 4, 6…):
- Enter first two values
- Select both cells
- Drag fill handle to continue pattern
- Custom lists can be defined using:
Tools → Options → OpenOffice Calc → Sort Lists
Formatting Data
- Formatting a document means adding style and presentation to improve readability and make it attractive.
- Formatting options are available in the Formatting Bar and Format Menu such as alignment, font, size, and style.
- Number formats like percentage and decimals are also available.
Numbers as Text
- Calc identifies entries as Value or Label.
- Alphanumeric entries are treated as labels and cannot be used in calculations.
- To treat numbers as text (e.g., phone numbers, Aadhaar, ZIP codes), add a single quotation mark (‘) before the number.
Font
- Font is the design of characters including typeface, size, and spacing.
- Font can be changed using the Formatting Bar.
- Font Name: Select font types like Arial, Arimo, etc. from dropdown.
- Font Size: Choose size from dropdown.
- Font Style: Apply Bold, Italic, Underline.
Horizontal Alignment
- Left Align → Text aligned to left border
- Center Align → Equal spacing from both sides
- Right Align → Text aligned to right border
- Justify → Text aligned to both left and right borders
Changing Color
- Steps to change background color:
- Select cells
- Click Background Color icon
- Choose color
- Steps to change text color:
- Select text/cells
- Click Text Color icon
- Choose color
Gridlines and Borders
- Gridlines help organize data (not printed by default).
- Borders highlight important data and are printed.
- Use Border icon to apply borders to selected cells.
Flow of Text
- Merge/Split Cells
- Merge multiple cells into one
- Split to revert
- Wrap Text
- Breaks text into multiple lines within the same cell
- Steps: Right-click → Format Cells → Alignment → Wrap text automatically
- Shrink to Fit
- Reduces text size to fit cell without changing row/column size
- Steps: Right-click → Format Cells → Alignment → Shrink to fit cell size
Numeric Data Formatting
- Currency
- Adds currency symbol (₹), commas, and 2 decimal places
- Percent
- Displays number as percentage with % symbol
- Standard
- Removes formatting and shows default number
- Decimals
- Add/remove decimal places
- Can also set leading zeros
- Date
- Default format: dd/mm/yy
- Can be changed from Format Cells
Finding and Replacing Data
- Use Find Toolbar to search data.
- Steps to Find & Replace:
- Go to Edit → Find & Replace
- Enter text in “Search for”
- Enter replacement text in “Replace with”
- Use Find, Replace, Find All, or Replace All
- Match Case
- Differentiates uppercase and lowercase
- Entire Cells
- Searches exact word match only
Deleting
- Delete Data
- Double-click cell → Backspace (partial delete)
- Single-click cell → Backspace (delete all content only)
- Delete Data and Formatting
- Press Delete key
- Use dialog box → select “Delete All”
- Delete Cells
- Select cells → Right-click → Delete
- Choose shift (left/up) or delete entire row/column
Inserting/Deleting Rows and Columns
- Select row/column → Right-click → Insert/Delete
- Menu also allows adjusting height and width
- Can also use Insert Menu from Menu Bar to add rows/columns
Using Formulas and Functions
- Formulas are used to perform calculations such as addition, subtraction, averaging, and more complex operations.
- A major advantage of formulas is that when data changes, Calc automatically recalculates the result.
- Formulas can also be copied easily to multiple cells.
- Example: Adding two numbers (4 + 5) in cell D6
- Step 1: Type = in cell D6
- Step 2: Type 4+5
- Step 3: Press Enter → Result = 9
- The formula (=4+5) is visible in the Input line
- Instead of numbers, we can also use cell references to perform calculations.
Cell Reference (Cell Address)
- Identifies the location of a cell in a worksheet
- Format: Column letter + Row number (e.g., A1)
Types of Cell References
- Individual Cell Reference
- Example: A1 (Column A, Row 1)
- Range of Cells
- Uses colon (:)
- D1:D5 → Cells from D1 to D5
- A5:E5 → Cells from A5 to E5
- A1:B2 → Block of cells (A1, A2, B1, B2)
Ways to Enter Cell Reference
- By typing using keyboard
- By clicking cells using mouse
- Steps to insert cell reference using mouse
- Double-click the cell where formula is to be entered
- Type =
- Click the required cell → its reference appears automatically
- Example: Adding values of D4 and D5 into D6
- Step 1: Enter values in D4 and D5
- Step 2: Double-click D6 and type =
- Step 3: Click D4 (or type D4)
- Step 4: Type +
- Step 5: Click D5 (or type D5)
- Final Formula: =D4+D5
- Press Enter → Result appears in D6
- If values in D4 or D5 change, the result in D6 updates automatically
Functions
- Functions are predefined formulas in Calc.
- In formulas, we provide operands and operators, but in functions we only provide arguments.
- Functions always start with = and arguments are written inside parentheses separated by commas.
- Examples of SUM function
- =SUM(3,4) → Adds 3 and 4
- =SUM(A3,A4) → Adds values of A3 and A4
- =SUM(3,4,A3,A4) → Adds all values
- Common Functions
- PRODUCT(n1; n2…) → Multiply numbers
- SQRT(n) → Square root
- POWER(n; p) → n raised to power p
- LOG(n; b) → Log of n to base b
- ROUND(n; d) → Round number
- SIN(n), COS(n), TAN(n) → Trigonometric values
- RANDBETWEEN(f; l) → Random number between f and l
- QUOTIENT(a; b) → Integer division
- ABS(n) → Absolute value
- AVERAGE(n1; n2…) → Average of numbers
- Using Range in Functions
- Example: =SUM(A1:A5) → Adds values from A1 to A5
Absolute and Relative Addressing
- Relative Addressing
- Default addressing method
- Changes automatically when copied
- Example:
- A4 contains =A3
- Copy to B4 → becomes =B3
- Example with Formula Copy
- A6 contains =SUM(A1:A5)
- Copy to B6 → becomes =SUM(B1:B5)
- Absolute Addressing
- Address remains fixed when copied
- Uses $ symbol
- Example:
- A4 contains =$A$3
- Copy to B4 → remains =$A$3
- Mixed Addressing
- Combination of relative and absolute
- Example: $A3, B$5, $A1+B$1
- Example:
- A4 contains =A3+$B$3
- Copy to B4 → becomes =B3+$B$3
Sorting and Filtering Data
Sorting
- Arranges data in ascending or descending order
- Available in Standard Toolbar and Data menu
- Steps (Toolbar Method)
- Select cells
- Click Sort Ascending / Descending
- Steps (Data Menu Method)
- Select cells
- Go to Data → Sort
- Choose column and order
- Click OK
Sorting using Multiple Columns
- Can apply up to 3 conditions
- Example:
- Sort by Price (Ascending)
- Then by Quantity (Descending)
- Then by Code (Ascending)
- Other Options
- Case Sensitive sorting
- Row-wise or column-wise sorting
Filtering Data
- Filtering shows data based on conditions
- Types of Filters
- AutoFilter
- Standard Filter
- Advanced Filter
- AutoFilter
- Adds dropdown list on top row
- Steps:
- Select data
- Data → Filter → AutoFilter
- Use dropdown to select values
- Can apply multiple filters (e.g., Gender = Female AND Marks = 98)
- Standard Filter
- Allows multiple conditions using AND / OR
- AND Operator
- All conditions must be true
- Example: Gender = Male AND Marks > 75
- OR Operator
- Any one condition must be true
- Example: Gender = Female OR Marks > 75
- AND + OR Combination
- Example:
- Female AND Name starts with “S”
- OR Male AND Name starts with “G”
- Example:
- Removing Filter
- Select data
- Go to Data → Filter → Remove Filter
Creating Charts and Graphs
- Charts and graphs help represent data visually.
- Useful for analyzing large amounts of data easily.
- Example: Student performance over years.
Types of Charts in Calc:
- Column Chart (vertical comparison)
- Bar Chart (horizontal comparison)
- Pie Chart (parts of a whole)
- Line Chart (trends over time)
- Scatter Chart (relationship between variables)
Steps to Create Chart:
- Select data.
- Go to Insert → Chart or click Chart icon.
- Chart Wizard opens.
- Select chart type.
- Click Finish.
Chart Features:
- Title & Subtitle
- X-axis and Y-axis labels
- Legends (data explanation)
- Gridlines (better readability)
Other Operations:
- Move chart → Drag it
- Resize → Use corner handles
- Delete → Press Delete key
- Modify → Double-click → Right-click options
Macros
- A macro records actions and replays them automatically.
- Saves time for repeated tasks.
Steps to Create Macro:
- Tools → Macros → Record Macro
- Perform actions
- Click Stop Recording
- Save macro with name
Run Macro:
- Tools → Macros → Run Macros
- Select macro
- Click Run
Delete Macro:
- Tools → Macros → Organize Macros
- Select macro
- Click Delete
Printing Spreadsheets
- Used to print spreadsheet data.
Steps to Print:
- Go to File → Print
- Select options
- Click Print
Printing Options:
- Print All Sheets / Selected Sheets / Selected Cells
- Print All Pages or Specific Pages
- Set Number of Copies
Open Office Impress
Introduction to Open Office Impress
- Presentation software is used to create presentations for a large audience.
- It allows adding:
- Text
- Sound
- Images
- Videos
- Tables
- OpenOffice Impress is a free and open-source presentation software.
- It can be installed on:
- Windows
- Linux
- Used to create professional presentations.
Start OpenOffice Impress
- Start using any of the following:
- Start → Programs → OpenOffice → Presentation
- Double-click OpenOffice icon on desktop
OpenOffice Screen and its Components
- Tabs: (File, Edit, View, Insert, etc.) contain commands
- Status Bar: Shows slide number, total slides, zoom
- Scroll Bar: Helps move slide content (horizontal & vertical)
- Work Area: Area to create and edit slides
View Options:
- Normal (main view)
- Outline (text structure)
- Notes (speaker notes)
- Handout (multiple slides per page)
- Slide Sorter (rearrange slides)
- Slide Pane: Shows thumbnails of all slides
Impress Tabs
Tabs include:
- File
- Edit
- View
- Insert
- Format
- Tools
- Slide Show
- Window
- Help
Functions of Tabs:
- File → Manage presentation (open, save)
- Edit → Edit content (cut, paste)
- View → Change display
- Insert → Add elements
- Format → Design slides
- Tools → Utilities (spell check)
- Slide Show → Presentation settings
- Window → Manage windows
File Tab
- Used for file operations
Main Functions:
- New: Create new presentation
- Save As:
- Save first time
- Save with new name
- Print: Print slides
- File Extension: .odp
Edit Tab
- Used for editing slides
Functions:
- Cut
- Copy
- Paste
- Find & Replace
- Undo / Redo
Operations:
- Move text → Cut + Paste
- Copy text → Copy + Paste
- Replace words → Find & Replace
View Tab
- Used to control slide display
Views:
- Normal → Main editing view
- Outline → Text outline
- Slide Sorter → All slides view
- Slide Show → Presentation mode
- Notes Page → Add notes
- Handout Page → Print layout
Other Features:
- Slide Master → Apply design to all slides
- Header & Footer → Add details
Insert Tab
- Used to insert elements
Options:
- Insert Slide
- Page Number, Date, Time
- Pictures, Sound
- Hyperlink
Important:
- Elements insert at cursor position
Format Tab
- Used to format slides
Options:
- Character → Font, size, style
- Paragraph → Alignment, spacing
- Line → Style, width, color
- Slide Layout → Choose layout
Tools Tab
- Used for additional features
Main Function:
- Spelling Check
Slide Show Tab
- Used during presentation
Options:
- Slide Show Settings
- Custom Animation
- Slide Transition
Difference:
- Animation → Effects within a slide
- Transition → Effect between slides
Window Tab
- Manage windows
Functions:
- Open new window
- Close window
- View open presentations
Help Tab
- Provides help and guidance
- Used to search commands and features