MS Excel and PowerPoint Long Answer Type Questions Part 4

MS Excel and PowerPoint Long Answer Type Questions Part 4

MS Excel and PowerPoint Long Answer Type Questions Part 4

Question 1.
Discuss about Sort data in MS-Excel?
Answer: When sorting data, it is possible to sort by one field at a time or by multiple fields. For example, you might want to sort by Department and within that department by Last Name and then by First Name. To do this, you would choose to sort by multiple columns.

Sort by One Column:

  • Place the insertion point in the column that is to be sorted.
  • Click the Home Tab, if necessary.
  • In the Editing Group, click the Sort and Filter button.
  • Click one of the following options:
  • Sort A-Z – This will sort the data from the lowest to the highest value.
  • Sort Z-A – Click this option to sort the data from the highest to the lowest value.

MS Excel and PowerPoint Long Answer Type Questions Part 4 1

  • Place the insertion point in the column that is to be sorted.
  • Click the Data Tab.
  • In the Sort and Filter Group, click one of the options.
    • AZ – To sort the data from the lowest to highest, click this button.
    • ZA – Use this button to sort the data from the highest to the lowest value.

Sort by Multiple Columns:

  • Move to any cell in the database.
  • Click the Data Tab.
  • In the Sort and Filter Group, click the Sort button.
  • Click the Home Tab.
  • In the Editing Group, click the Sort and Filter button.
  • In the list that appears, click Custom Sort.
  • The Sort dialog box will display.
  • In the Sort by box, select the first column for which the data is to be sorted.
  • In the Sort On box, leave the default of Values. The other options are Cell Color, Font Color, or Cell Icon

MS Excel and PowerPoint Long Answer Type Questions Part 4 2

  • In the Order box, select from:
    • A to Z – This option is used to sort the data from the lowest to highest value.
    • Z to A – Use this box to sort the data from the highest to lowest value.
    • Custom Lists – To specify a custom list for the sort, click this button.
  • Click the Add Level button to add a second level to the sort.
  • The Then by box will display.
  • In this box, select the second sort level.
  • Continue .this process until all the sort criteria have been specified.
  • To remove a sort level from the list:
    • Select the level that is to be removed.
    • Click the Delete Level button.
  • Click the Copy Level button to copy the same criteria for another level.
  • Click the Up and Down arrows to move the level of sort criteria up or down in the grid.
  • If the data that is being sorted has a header row, make sure a check mark appears in the My data has headers box.
  • Click the Options button to specify additional criteria for the sort.
  • The Sort Options dialog box will display.

MS Excel and PowerPoint Long Answer Type Questions Part 4 3

  • Under the Orientation section, select from one of the following:
    • Sort Top to Bottom – This option is used to sort the data by columns. This is the default for all sorts that are performed in an Excel database.
    • Sort Left to Right – Use this option to sort the data by-rows instead of by columns.
  • When all the options have been selected, click the OK button.
  • In the Sort dialog box, click the OK button to accept the sort criteria.

Question 2.
Discuss about the Basics of Excel
What is Excel?

  • Excel is a computerized spreadsheet that allows you to:
    • organize data.
    • complete calculations.
    • make decisions.
    • graph data.
    • develop professional-looking reports.
    • convert Excel files for use on the Web.
  • It is an important business and educational tool that helps analyze and evaluate information.
  • It is used for recording and figuring grades and attendance, cash flow analysis, budgeting, decision-making, cost estimating, inventory management, and financial reporting.

Three Major Parts of Excel

  • Worksheets allow you to enter, calculate, manipulate, and analyze data such as numbers and text.
  • These are sometimes referred to as spreadsheets instead of worksheets.


  • Charts are a pictorial representation of data.
  • This feature can be used to draw a variety of two-dimensional and three-dimensional charts.
  • Excel makes it easy to create charts in several different varieties, such as bar charts, line charts, or column charts.


  • Databases are used to manage data.
  • With this feature, you can sort data entered into a worksheet.
  • It is also possible to search for specific data using a database.
  • When using the database feature in Excel, it is possible to filter information to select data that meets specific criteria.
  • The database function is also used to add subtotals to cells that meet specified criteria.

Open Excel

  • Click the Search box next to the Start button.
  • Input Excel 2016.
  • Click the link at the top of the Start Menu.
  • Click Start on the Task Bar. This is the button that appears in the bottom left comer of the computer window.
  • Scroll down to locate and select the link for Excel 2016.


  • The Tabs and Ribbons are used to access commands in the Excel program.
  • Under each tab, there are ribbons that contain groups of buttons that are needed to perform the operations for working with the workbooks.
  • Each of these tabs is described in separate documents within the Excel 2016 Training Web page.

Formula Bar

  • This bar is used to display the contents of the active cell.

MS Excel and PowerPoint Long Answer Type Questions Part 4 4

  • Cells can contain content such as Text, Numbers, Formulas, and Functions.
  • The data entered into a worksheet cell is displayed in the Formula
  • Bar before it is displayed in the cell.

Name Box:

  • This box appears at the left of the Formula Bar.
  • It is used to display the cell reference for the active cell, for example Al.
  • If Range Names have been created within the workbook, they can be accessed by clicking the list arrow at the end of this box.
  • These tabs can be renamed to reflect what is contained in the worksheet.
    • Right-click the tab and select Rename.
    • Double-click the Tab and then input a new name.
  • The color of the tab can also be changed.
    • Right-click the tab.
    • Move the mouse pointer over the Tab Color option.
    • Select a color from the gallery of colors.
  • New sheet tabs may be added to a workbook.
  • Click the New Sheet button at the bottom of the window.
  • Click the Home Tab.
  • In the Cells Group, click the Insert arrow.
  • Click Insert Sheet.

MS Excel and PowerPoint Long Answer Type Questions Part 4 5

Sheet Tab Scroll Buttons:

  • These buttons are used to scroll through the sheet tabs.
  • They are located on the bottom-left side of the window.
  • Right-click – This option is used to open the Activate window. This window displays a list of the sheets in the workbook window. Click a sheet and then click OK. The selected sheet will be displayed.


  • The workbook is organized like a notebook.

MS Excel and PowerPoint Long Answer Type Questions Part 4 6

Status Bar:

  • This bar displays at the bottom of the screen.
  • It is used to display:
    • A brief description of the command selected.
    • The current activity mode that is in progress.
    • What mode you are operating in such as Ready mode or Edit mode.

MS Excel and PowerPoint Long Answer Type Questions Part 4 7

    • The views for the document. These are from left to right; Normal, Page Layout, and Page Break Preview.
    • The Zoom Bar. This bar is used to enlarge or reduce the size of the current view. The plus and minus signs are used to change the zoom range.


  • This is the indicator that moves on the screen when the mouse is moved.
  • It changes shape to reflect the type of task being performed.

Sheet Tabs:

  • These tabs are used to identify the name of the worksheet.
  • They are displayed at the bottom left side of the workbook window.
  • To select a tab, click on the desired sheet name, such as Sheet 1.

MS Excel and PowerPoint Long Answer Type Questions Part 4 8

  • Inside each workbook are sheets called worksheets.
  • Each name for the worksheet appears on a sheet tab.


  • A worksheet is organized into a rectangular grid.
  • The worksheet contains columns and rows.
  • Letters identify the columns. There are more than 16,000 columns.
  • Numbers identify the rows. There are more than one million rows.


  • This is the intersection of each column and row.
  • It is the area where the data is entered.

Cell Reference:

  • This is the unique address of a cell.
  • The column letter is specified first.
  • The row number is specified second
  • Examples of cell references are A1 and Bl.

Active Cell:

  • This is the cell where the data may be entered.
  • A black border appears around the Active Cell.

Active Cell Reference:

  • This information is displayed immediately above column A in the Name Box.
  • The column letter and row number of the cell that is active becomes darker.
  • It makes it easier to identify the cell reference.


  • These are the horizontal and vertical lines in a worksheet.
  • It makes it easy to see and identify cells.
  • This option can be turned off so the gridlines don’t display.
  • The gridlines DO NOT show when the worksheet is printed unless that option is selected in the workbook.


  • Text is a combination of letters, symbols, numbers, and spaces.
  • Text is used to describe data.
  • It is also used to label columns and rows.
  • Text entries automatically align to the left in the column.

Values (Numbers):

  • Values represent a quantity.
  • Examples of values are 378, 25.275, -55.
  • By default, values are right-justified in the cell.
  • The justification can be changed to left or center.
  • Values can contain any digits zero through nine.
  • Values can also contain any of the following special characters; + -(),/. $%Ee


  • These are the arithmetic operators used to calculate values.
  • They always begin with an equal (=) sign. Arithmetic operators are:
    • Addition (=B1+B2).
    • Subtraction (=B1-B2). .
    • Multiplication (=09*69).
    • Division (C9/B9).
    • Exponentiation (=B5A3).


  • This is a predefined or built-in formula.
  • Functions are shortcuts for commonly used calculations.
    • The SUM function totals values in rows or columns.
    • The AVERAGE function finds the average of the numbers in rows or columns.
  • Functions can be defined for a range of cells or for a single cell.
  • All functions begin with an equal (=) sign.
  • A range is a group of cells which can be either a rectangular block of cells or a single cell.


Question 3.
What is PowerPoint? Explain its Features.
PowerPoint is a complete presentation graphics program that can be used to present professional looking presentations called Slide Shows. Several features that make it easy to create a slide show are available. These tasks and options are readily available to the user. Diagrams, tables, pictures, video, sound, transitions, and animation effects can be added to the presentation. The features, listed below can be used when creating a PowerPoint presentation.

Feature of PowerPoint:
Word Processing: When working with a PowerPoint slide, it is possible to create bulleted and numbered lists, combine words and images, find and replace text, and use multiple fonts and font sizes. Tables created in Word can be imported into a PowerPoint slide or tables can be created directly in the PowerPoint program.

Outlines: Word outlines can be imported into the PowerPoint presentation to create slides. It is also possible to add text to a presentation using the outline feature in PowerPoint.

Charts: It is possible to create charts in PowerPoint. Once the chart has been created, it is possible to change or add chart elements. It is also possible to import charts from an Excel workbook. Different types of formatting may be added to a chart.

Draw: PowerPoint provides options for inserting different shapes such as rectangles, lines, arrows, circles, action buttons, and diagrams into a slide. These shapes and diagrams can be formatted and grouped.

Insert Multimedia: Videos and sounds, as well as animations, can be inserted into a slide Bing Search and YouTube can be used to locate hundreds of media files that may be inserted into a presentation.

Save to the Web: It is possible to save a presentation to the Web in HTML format. The presentation can then be displayed on the Internet or an Intranet. When a presentation is saved in HTML format, people viewing the presentation are not required to have PowerPoint installed.

Email: A presentation can be emailed as a PowerPoint attachment or as a PDF file attachment in an email message.

Collaborate: PowerPoint presentations can be shared with friends and coworkers. The slides can be reviewed by friends and coworkers and comments can be inserted with suggestions for enhancing the presentation.

Prepare Delivery: It is possible to rehearse the timing of a presentation so that it will be coordinated with the presenter’s speech. It is also possible to show only selected slides in the presentation and to package a presentation for a CD.

Question 4.
Explain Different Components of PowerPoint Window?
This window consists of a variety of components to make creating a presentation more efficient. Some of these components are common to other Microsoft Office programs such as Word or Excel. Some of the components are unique to PowerPoint.

Comments Button: To insert a Comment into a presentation slide, click this button. When the button is clicked, the Comment Task Pane will appear. This pane can be used to insert a Comment or respond to a Comment.

File Tab: When this tab is clicked, the Backstage View will display. Contained within this area are commands for managing PowerPoint documents as a whole such as Print, Save, or Open. It also contains the link to the PowerPoint Options area, where global changes to the Power Point program can be made.

Fit Slide to Current Window Button: If a PowerPoint slide is larger than the current window, this button resizes the slide so it will fit in the current window.

MS Excel and PowerPoint Long Answer Type Questions Part 4 9

Next/Previous Slide Buttons: These buttons are used to move from one slide to another in the presentation. Each time the button is clicked, a new slide will appear on the screen.

Notes Button: Click this button to display the Notes Pane below the current slide. In this area, it is possible to insert speaker notes. These notes can be printed and used during a presentation.

Quick Access Toolbar: This toolbar is located above the Ribbon. The default buttons on this toolbar are the Save, Undo, and Redo buttons. The toolbar can be customized to contain any of the commands that you use frequently such as Open and Close.

Ribbon: The ribbon contains the commands that make it possible to use the different options in the PowerPoint program. The ribbon can be customized to meet individual needs. However, the default tabs and buttons cannot be changed. New tabs may be added and additional groups and buttons may be added to a group.

Scroll Arrow: Click this arrow to move from one slide to another. Each time the arrow is clicked, a new slide will appear on the screen. There is a scroll arrow at the top and the bottom of the Scroll Bar. .

Scroll Bar: This bar is used to display different slides in the document window. When a second slide is added to the presentation, this bar will appear in the PowerPoint window.

Scroll Box: The Scroll Box is used to move from one slide to another. When the bar is moved, a screen tip will display indicating which slide is to be viewed. When the mouse pointer is released, the slide number shown in the screen tip will display.

Slide Pane: This is the area of the PowerPoint window that shows the current slide as it will look during the Slide Show presentation

Slides Pane: To see a visual representation of several slides at one time, click this tab. This tab shows a thumbnail of each of the slides in a column along the left side of the PowerPoint window.

Status Bar: This bar provides information about the current document. To turn off the display of an item, right-click the status bar and then click on that item.

Text Placeholders: These placeholders are used to insert text into a presentation. There are also placeholders for images, SmartArt, Clip Art, and other objects used in the PowerPoint presentation.

Title Bar: This bar displays the name of the program that is open, along with; the document name. The minimize, maximize- restore, and close buttons are located at the right end of this bar.

View Toolbar: This toolbar is used to change to different views in PowerPoint. These are Normal View, Slide Sorter View, Reading View, and Slide Show View.

Zoom Buttons: These buttons are located on the far right of the status bar. With these buttons, it is possible to change the size of the view of the slides in the Slide Pane.