Notes + PYQ

Introduction to LibreOffice Writer

LibreOffice Writer is a word processing software used for creating, editing, and formatting documents. It allows both manual and style-based formatting for a professional appearance.

Unit 1: Digital Documents(Advanced)

Chapter 1: Introduction to Styles

What Are Styles?

Styles are pre-defined formatting rules that can be applied to a document to ensure uniformity and save time. Instead of formatting each element manually, styles apply consistent formatting to paragraphs, pages, tables, and other elements.

Benefits of Using Styles:

·      Time saving

·      Consistency across the document

·      Easy to modify all affected sections at once

Types of Styles in Writer

·      Page Style: Defines page layout, margins, headers, and footers

·      Paragraph Style: Controls text alignment, spacing, and indentation

·      Character Style: Applies font, color, size, bold, and italic to selected text

·      Frame Style: Formats text boxes, images, and captions

·      List Style: Customizes numbered and bulleted lists

·      Table Style: Styles tables (borders, background, text alignment)

Applying Styles in LibreOffice Writer

Ways to Apply Styles:

·      From the Styles menu (Menu Bar > Styles)

·      Using the Styles Sidebar (F11 shortcut)

·      Selecting from the Formatting Toolbar

Applying a Style:

1.    Place the cursor on the text or select the element.

2.    Choose the style from the desired menu or sidebar.

3.    Double-click the desired style to apply.

 

Working with Images in Writer

LibreOffice Writer enables image insertion and editing:

·      Insert Image: Insert > Image > Select File

·      Image Editing Features:

·      Resize and crop images

·      Apply filters, transparency, and borders

·      Wrap text around images

 

Creating a Table of Contents

A Table of Contents (ToC) helps organize long documents:

Steps to Create ToC:

1.    Use Heading styles (Heading 1, Heading 2, etc.) for section titles.

2.    Go to Insert > Table of Contents and Index > Table of Contents.

3.    Customize entries, formatting, and page numbers as required.

Fill Format in LibreOffice Writer

Fill Format is used to apply a style to different words or paragraphs quickly:

1.    Open the document and the Styles window.

2.    Select the desired style.

3.    Click the Fill Format button (second icon from the right in the Styles menu).

4.    Click each word or paragraph where you want to apply the style.

5.    Press Esc to exit Fill Format mode.

 

Creating and Updating a New Style

Creating Custom Styles:

Method 1: From Selection

1.    Select the text and apply manual formatting.

2.    Open the Style Menu and choose the category (Paragraph, Character, Page, etc.).

3.    Click the Style Action Button > New Style from Selection.

4.    Enter a style name and click OK.

Method 2: Drag and Drop

1.    Format the desired text.

2.    In the Styles Menu, select the desired category.

3.    Drag the text into the Styles Menu to save it as a new style.

Updating an Existing Style:

1.    Modify the text using manual formatting.

2.    In the Style Menu, click Update Selected Style.

3.    The change applies to all text using that style.

Load Styles from a Template or Document

Load Styles allows copying all styles from another document or template:

1.    Open the Styles Menu and click Load Styles.

2.    Select the relevant style category (Text, Frame, Pages, Numbering, etc.).

3.    Choose the template or select From File to pick an existing document.

4.    Click OK to apply the styles.

Chapter 2: Working with Images

Importance of Images in a Document

·      Pictures help make documents more attractive and easier to understand.​

·      Images may include drawings, charts, photos, logos, and graphs.​

·      Common image file formats: GIF, JPG, JPEG, PNG, BMP.​

Methods to Insert an Image

(i) Using the Insert Image Option

1.    Place the cursor where the image will be inserted.

2.    Click Insert > Image from the menu bar.

3.    Select the image file, then click Open.​

(ii) Using Drag and Drop

1.    Open the file browser on the computer.

2.    Drag the image file into the LibreOffice Writer document.​

3.    Release to insert.

(iii) Using Copy and Paste

1.    Copy the image (Ctrl + C) from another source or document.

2.    Paste it (Ctrl + V) into the desired location in your document.​

(iv) Inserting Image by Linking

·      Only the reference to the image is stored, not the file itself.​

·      This reduces document size.

·      Shortcut: Drag & Drop while holding Ctrl + Shift.​

Modifying an Image

Image Toolbar Functions

·      Crop: Removes unwanted sections.

·      Flip: Mirrors the image horizontally or vertically.

·      Rotate: Turns the image 90° left/right.

·      Transparency: Makes the image lighter.

·      Color Adjustments: Changes brightness, contrast, and gamma.​

Steps to Crop an Image

1.    Select the image.

2.    Click the Crop Tool in the Image Toolbar.

3.    Drag the handles to remove unwanted parts.

4.    Click outside the image to finalize.​

Steps to Resize an Image

1.    Click the image to see eight sizing handles.

2.    Drag corner handles to resize proportionally.

3.    Use side handles to adjust horizontally or vertically.​

Steps to Rotate an Image

1.    Select the image.

2.    Click the Rotate Tool in the Image Toolbar.

3.    Drag corner handles to rotate.​

Drawing Objects in LibreOffice Writer

·      The Drawing Toolbar provides shapes, flowcharts, lines, and callouts.

·      Enable it through View > Toolbars > Drawing.​

·      To draw a shape:

1.    Select a shape from the Drawing Toolbar.

2.    Click and drag to draw.

3.    Resize or move as needed.

Setting or Changing Properties of Drawing Objects

·      The Drawing Object Properties Toolbar allows modifications (color, line width, style).

·      Properties can be changed before or after drawing.​

Steps to Change Properties

1.    Select the object from the Drawing Toolbar.

2.    Click the Drawing Object Properties Toolbar.

3.    Modify properties (Fill Color, Line Style, etc.).

4.    Apply changes as needed.

Resizing & Grouping Objects

·      Objects are resized by dragging their handles.

·      Holding Shift while resizing maintains original proportions.​

·      Grouping combines multiple shapes, making movement and editing easier.

Steps to Group Objects

1.    Select multiple objects while holding Shift.

2.    Click Group Tool in the Drawing Object Properties Toolbar.

3.    Objects are now a single unit.

Positioning Image in Text

·      Arrangement, Anchoring, Alignment, and Text Wrapping determine image position.

·      Arrangement: Sets relative position (Bring to Front/Send to Back).

·      Anchoring: Fixes image to Page, Paragraph, Character, or Frame.​

·      Alignment: Vertical and horizontal placement.

·      Text Wrapping: Defines text flow around images.

Common Text Wrapping Options:

·      Wrap Off: Text appears above and below the image.

·      Page Wrap: Text flows around the image.

·      Wrap Left/Right: Text displays only on one side.

·      Wrap Through: Image is superimposed on the text.

Chapter 3: Advanced Features of Writer

Hierarchy of Headings in LibreOffice Writer

·      LibreOffice Writer supports 10 levels of headings (H1 to H10).

·      Headings help organize a document and enable automatic Table of Contents (ToC) creation.

Steps to Apply Headings:

1.    Open LibreOffice Writer and type the heading texts (e.g., "Heading 1" through "Heading 10").

2.    Go to Styles (right sidebar) → Paragraph Styles → Headings.

3.    Select each heading text and apply the corresponding Heading Style.

4.    Repeat for all headings as needed.

5.    The heading hierarchy will appear in any generated ToC.

Table of Contents (ToC)

·      The Table of Contents displays a list of topics and page numbers, and is usually placed at the start of the document.

·      It is created automatically using headings (H1–H10).

·      Entries are hyperlinked for quick navigation.

Steps to Create a Table of Contents:

1.    Apply Heading Styles for all document sections.

2.    Position the cursor where the ToC should appear.

3.    Click Insert > Table of Contents and Index > Table of Contents.

4.    In the dialog, set the Title (e.g., "Contents").

5.    Click OK to insert the ToC.

Customizing the ToC:

·      Right-click on the ToC and select Edit Index.

·      Tabs for customization:

·      Type Tab: Include the whole document or specific sections.

·      Entries Tab: Modify how heading entries appear.

·      Styles Tab: Apply custom paragraph styles.

·      Columns Tab: Change the number of columns.

·      Background Tab: Add a background color or image.

Updating the ToC:

·      If the document changes, update the ToC manually.

·      Right-click on the ToC and select Update Index.

Deleting the ToC:

·      Right-click on the ToC and select Delete Index.

Using Templates in LibreOffice Writer

·      A template is a pre-designed document layout that includes text formatting, styles, page numbers, headers, and footers.

·      Using templates ensures a consistent format for new documents.

Track Changes Feature in LibreOffice Writer

·      Track Changes is useful for collaborative editing, allowing all modifications to be reviewed, accepted, or rejected.

·      Changes are highlighted and different users' edits are color-coded.

Enabling Track Changes:

1.    Open your document and go to Edit > Track Changes > Record.

2.    All edits made will be marked in distinct colors.

3.    Deleted text appears as strikethrough.

Accepting or Rejecting Changes:

·      Click on a change and choose Accept or Reject.

·      To approve or dismiss all changes at once: Click Accept All or Reject All.

Adding & Deleting Comments:

·      Add a comment: Click Insert Comment, then type your note.

·      Delete: Click on the comment arrow and choose Delete.

Protecting Track Changes:

·      Lock the document with a password: Edit > Track Changes > Protect.

Comparing Documents:

1.    Open the edited document.

2.    Navigate to Edit > Track Changes > Compare Documents.

3.    Select the original file.

4.    A dialog will show the differences; accept or reject changes as needed.

Image Positioning (Summary)

·      Arrangement: Determine the position relative to text or images (bring to front, send to back).

·      Anchoring: Attach the image to Page, Paragraph, Character, or Frame.

·      Alignment: Adjust vertical/horizontal placement.

·      Text Wrapping: Set text flow around the image.

·      Wrap Off: Text appears above and below.

·      Page Wrap: Text flows around the image.

·      Wrap Left/Right: Text on one side only.

·      Wrap Through: Image overlays the text.

Most Imp Questions

·      What is a Template? Explain its importance.

·      How do you create and use a template in LibreOffice Writer?

·      Describe the process to create a Table of Contents.

·      Explain Mail Merge and its uses.

·      How can grouping objects be useful while formatting documents?

 

 

Electronic Spreadsheets

A spreadsheet is a software application for organizing, analyzing, and storing data in tabular form. It consists of a grid of rows and columns, where users enter numbers, text, formulas, and functions. Spreadsheets are widely used in business, accounting, data analysis, and financial planning.

·      Microsoft Excel is a leading spreadsheet application; LibreOffice Calc is a free alternative.​

·      An Excel file is called a workbook, containing multiple worksheets (or "sheets").

·      Each worksheet contains cells, identified by addresses like A1, B2, etc.

·      The active cell is the currently selected cell for data entry.

 

Basic Concepts of Spreadsheets

·      Rows are identified numerically (1, 2, 3…).

·      Columns are labeled alphabetically (A, B, C…).

·      The intersection forms a cell, which has a unique address (e.g., A1).

·      Worksheets can have additional sheets, and sheet names can be changed.​

·      Better organization is achieved by renaming sheets.

 

Types of Data in a Spreadsheet

·      Labels: Text for headings/descriptions (e.g., "Employee Name").

·      Values: Numbers, decimals, dates (e.g., "150", "12.5", "01/01/2024").

·      Formulas: Mathematical expressions beginning with =, e.g., =A1+B1.

·      Functions: Predefined formulas for calculations, e.g., =SUM(A1:A5).

 

Cell References in Excel/Calc

·      Relative Reference: Changes when copied (e.g., =A1+B1 → =A2+B2).

·      Absolute Reference: Fixed using $, e.g., $A$1+$B$1.

·      Mixed Reference: Either row or column fixed ($A1 or A$1).

 

Basic Spreadsheet Functions

Mathematical Functions

·      SUM(range): Adds numbers (e.g., =SUM(A1:A5)).

·      AVERAGE(range): Finds average (e.g., =AVERAGE(B1:B5)).

·      ROUND(value, digits): Rounds values (=ROUND(12.456, 2) → 12.46).

Logical Functions

·      IF(condition, true, false): Tests logic (=IF(A1>50,"Pass","Fail")).

·      AND(cond1, cond2): True if all true.

·      OR(cond1, cond2): True if any true.

Lookup Functions

·      VLOOKUP(value, table, col, match): Search column and return value from another.​

·      HLOOKUP(value, table, row, match): Search row and return value.

 

Formatting and Data Entry in Excel/Calc

·      Change font style, size, and color for readability.

·      Align text: left, center, or right.

·      Use bold, italic, underline.

·      Apply cell borders and background colors.

·      Format values as currency, percentages, or dates.

·      Merge and wrap text for better presentation.​

 

Data Analysis Tools

·      Sorting and Filtering: Arrange and display records as required.

·      What-If Analysis: Simulate scenarios by changing inputs.

·      Pivot Tables: Summarize, group, and analyze big datasets.

·      Charts and Graphs: Bar, pie, and line charts for visualization.

 

Key Features of Excel/Calc

·      AutoFill: Automatically fills sequences (numbers, dates).

·      Conditional Formatting: Highlights based on value conditions.

·      Data Validation: Restricts entry to given criteria (dropdown lists).

·      Freeze Panes: Keep specific rows/columns always visible.

·      Protection and Security: Password protection for sheets/workbooks.

 

Common Errors in Excel/Calc

·      #DIV/0!: Division by zero.

·      #VALUE!: Wrong data type in a formula.

·      #REF!: Invalid cell reference (deleted cells).

·      #N/A: Value not available for lookup.

·      #NAME?: Typing error in function/formula name.

 

Chapter 4: Analyse Data Using Scenarios and Goal Seek

Key Topics & Definitions

1. Consolidation (Data Consolidate)
Used to combine data from multiple sheets into a single summary sheet using functions like SUM, AVERAGE, MIN, MAX, etc.
Tip: Column labels must match exactly in all sheets; otherwise, data won’t consolidate properly.

 

2. Subtotals / Group & Outline
Subtotal tool automatically calculates subtotals for groups of related data. It creates an outline allowing you to expand or collapse grouped data.

Tip: Use the + / – outline symbols to show or hide grouped data easily.

3. What-If Scenario
A What-If Scenario allows you to create and save different sets of input values (scenarios) to observe how changes affect results.
Tip: Scenarios help you compare different possibilities without manually changing data each time.

4. What-If Analysis (Multiple Operations)
Used to calculate results for a formula with many input values at once. It’s useful when you want to test multiple possibilities simultaneously.
Tip: Unlike Scenarios, Multiple Operations show all results together in a table, making comparison easier.

5. Goal Seek
Goal Seek is used to determine what input value will produce a desired result in a formula. It changes only one variable cell to reach a target output.
Tip: Goal Seek works with only one input variable at a time; for multiple inputs, use the Solver tool.

Steps Summary

Tool	Main Purpose	Key Step
Consolidate	Combine data from many sheets	Data → Consolidate
Subtotal	Create grouped summaries	Data → Subtotals
Scenario	Compare different input sets	Tools → Scenarios
Multiple Operations	Display multiple outcomes together	Data → Multiple Operations
Goal Seek	Find required input for desired output	Tools → Goal Seek

 

 

Chapter 5: Using Macros in Spreadsheet

Key Topics & Definitions (with Related Tips)

1.    Macro:
A macro is a recorded set of commands or actions that can be executed automatically to perform repetitive tasks in a spreadsheet.
Tip: Use macros for tasks like formatting, inserting rows, or generating reports quickly.

2.    Advantages of Macros:

·      Saves time and effort

·      Reduces manual errors

·      Automates routine work

·      Improves accuracy and productivity

3.    Limitations of Macros:

·      Macros may not work if security settings block them.

·      Recorded macros can be file-specific.

·      Editing requires basic programming knowledge.
Tip: Always test macros before applying them to large datasets.

Chapter 6: Linking Spreadsheet Data

Key Topics & Definitions (with Related Tips)

1.    Linking Data:
Linking data means connecting cells or ranges from one sheet or file to another so that when the source data changes, the linked data updates automatically.
Tip: Use linking to keep summary reports and charts updated without re-entering data manually.

2.    Purpose of Linking Data:

·      To use data from multiple sheets in one place.

·      To prepare combined reports.

·      To avoid duplication and manual updates.

·      To ensure data consistency across files.
Tip: Linking saves time and minimizes errors during large data analysis.

3.    Types of Linking:

·      Within the Same Spreadsheet: Linking data between different sheets.

·      Between Different Spreadsheets: Linking data from external files.
Tip: Use same-sheet linking for departmental data; cross-file linking for multi-branch or multi-project work.

4.    Linking Within the Same Spreadsheet:

·      Formula: =SheetName.CellAddress
Example: =Sheet2.B5 links data from cell B5 of Sheet2 to the current sheet.

5.    Linking Between Different Spreadsheets (External Linking):

·      Formula: 'file:///path/filename.ods'#$SheetName.CellAddress
Example: 'file:///C:/Data/Sales.ods'#$April.B2

6.    Limitations of Linking Data:

·      If source file is deleted or moved, links break.

·      External links may slow down file loading.

·      Linked data may not update if permissions are restricted.

7.    Practical Uses:

·      Creating company-wide performance dashboards.

·      Combining sales data from different regions.

·      Preparing consolidated financial reports.

·      Linking attendance or marks data from multiple class files.

Summary for Quick Revision

·      Sharing allows multiple users to edit the same file.

·      Tracking changes records all edits with user details.

·      Comments are used for suggestions without changing data.

·      Protect sheets to prevent unwanted changes.

·      Unshare when editing is complete to restore full features.

 

Introduction to Database and DBMS

A database is an organized collection of data that allows users to store, retrieve, and manage data efficiently. Organizations like schools, banks, hospitals, and companies use databases to handle large volumes of information.

A Database Management System (DBMS) is software for creating, modifying, storing, and retrieving data from a database. It provides an interface for users to interact with the data. Examples include MS Access, MySQL, Oracle, and LibreOffice Base.​

Difference Between Data and Information

·      Data: Raw facts and figures without context (e.g., names, marks, prices).

·      Information: Processed data with meaning (e.g., report cards, invoices).

Advantages of Using DBMS

·      Organized Storage: Data stored systematically for easy access.

·      Data Consistency: Keeps data accurate and uniform.

·      Reduces Redundancy: Minimizes duplicate data.

·      Data Sharing: Allows multiple users access.

·      Security and Integrity: Protects data with passwords and encryption.

·      Efficient Analysis: Sorting and searching is faster.

Types of Database Models

·      Hierarchical Model: Tree-like structure, each record has one parent (e.g., library catalog).

·      Network Model: Complex structure, supporting many-to-many relationships (e.g., airline reservations).

·      Relational Model (RDBMS): Data in tables; relationships via common fields. LibreOffice Base uses this model.​

Key Concepts in RDBMS with Examples

1.    Entity

·      Definition: An object storing data.

·      Example: Student, Teacher, Book.

2.    Attributes

·      Definition: Properties of an entity.

·      Example: For Student, attributes can be Name, Age, Marks.

3.    Table

·      Definition: Structure with rows (records) and columns (fields).

·      Example:

Roll_No	Name	Marks
1	Asha	85
2	Rohan	90

 

4.    Field

·      Definition: Smallest data unit about an entity.

·      Example: Age, Name, Marks are fields in Student table.

5.    Record

·      Definition: One complete entry in a table.

·      Example: 1, Asha, 85 is one record.

6.    Primary Key

·      Definition: Unique identifier for each record.

·      Example: Roll Number in a Student table. No two students can have the same Roll Number.

7.    Foreign Key

·      Definition: Field in one table referring to primary key in another table to maintain consistency.

·      Example: In Marks table, Student_Roll_No links to Roll_No in Student table.

8.    Candidate Key

·      Definition: Field(s) that can be chosen as primary key.

·      Example: Email or Roll Number of student can both uniquely identify a student.

9.    Alternate Key

·      Definition: Candidate key not chosen as primary key.

·      Example: If Roll Number is primary key, Email can be an alternate key.

Main Database Objects with Examples

1.    Tables – Store data

·      Example: Student table, Teacher table, Book table

2.    Forms – User-friendly interface for entering data

·      Example: A form with text boxes to add student details without opening the table directly

3.    Queries – Retrieve specific data

·      Example: "Show all students with marks above 80"

4.    Reports – Present data in a formatted way

·      Example: Printable report showing student marks and grades

Data Types in LibreOffice Base with Examples

1.    Text: Names, addresses

·      Example: Name = "Asha"

2.    Numeric: Numbers for calculations

·      Example: Marks = 85

3.    Date/Time: Dates or times

·      Example: DOB = 01-01-2010

4.    Boolean: True/False or Yes/No

·      Example: Pass = Yes

5.    Binary: Files like images or audio

·      Example: Student photo stored in database

 

Creating and Managing Tables in LibreOffice Base

1.    Create Table – Table Wizard or Design View

·      Example: Student table with fields: Roll_No (Number), Name (Text), Marks (Number)

2.    Primary Key – Assign via right-click → “Set as Primary Key”

·      Example: Roll_No as Primary Key

3.    Editing – Add, modify, or delete fields

·      Example: Add a Class field to Student table

4.    Delete Table – Right-click table → Delete

 

Relationships Between Tables with Examples

1.    One-to-One: One record links to one record

·      Example: Person table ↔ Passport table (each person has one passport)

2.    One-to-Many: One record links to multiple records

·      Example: Teacher table → Student table (one teacher teaches many students)

3.    Many-to-Many: Multiple records linked in both tables

·      Example: Students ↔ Courses (one student can enroll in many courses; one course can have many students)

 

Referential Integrity with Examples

·      Ensures foreign keys match primary keys to avoid orphan records.
Actions:

1.    No Action: Cannot delete referenced student from Student table if marks exist.

2.    Update Cascade: Update Roll_No in Student table → automatically updates in Marks table.

3.    Set NULL/Default: Delete a student → Marks table Roll_No set to NULL.

 

Sorting and Filtering Data

1.    Sorting – Organize data

·      Example: Sort students by Marks in ascending order:
85, 90, 95

2.    Filtering – Show only records meeting conditions

·      Example: Show students with Marks > 80

 

Security in DBMS with Examples

1.    Authentication – Username and password to login

·      Example: User “admin” with password “12345”

2.    Authorization – Control user privileges

·      Example: Teacher can view marks but cannot delete student records

3.    Encryption – Protect data from unauthorized access

·      Example: Student passwords stored in encrypted form

 

Retrieving Data Using Queries in LibreOffice Base

 

Introduction to Queries

A query requests data from a database using certain conditions.
Example: Show all students with marks above 90%.

Advantages of Queries:

·      Quick Retrieval: Find records instantly.

·      Filtering and Sorting: Display only required records in order.

·      Data Modification: Update, delete, or append records.

·      Data Analysis: Calculate totals, averages, counts.

·      Simplifies Reporting: Generate structured reports quickly.

 

Types of Queries with Examples

1.    Select Query – Finds and displays records based on criteria.

·      Example: Show all students who scored above 80 marks.

2.    Action Query – Modifies data in tables (Add, Delete, Update).

·      Example: Increase marks of all students in Class 10 by 5 points.

3.    Parameter Query – Asks user for input before running.

·      Example: Enter a Roll Number to view the student’s marks.

4.    Aggregate Query – Performs calculations like SUM, AVG, COUNT.

·      Example: Find the average marks of Class 10 students.

5.    Crosstab Query – Summarizes data in a table format (like Pivot Table).

·      Example: Show total marks per subject for each class.

 

Creating Queries in LibreOffice Base

1.    Design View – Manually add tables and fields, set criteria.

·      Example: Drag Student table → select Name, Marks → add condition Marks>80.

2.    Query Wizard – Step-by-step creation for beginners.

·      Example: Wizard helps select table, fields, criteria, and sort order.

 

Using Criteria in Queries

Operator	Meaning	Example
=	Equal	Marks = 90
>	Greater	Marks > 80
<	Less	Marks < 50
>=	Greater or equal	Marks >= 75
<=	Less or equal	Marks <= 60
<>	Not equal	Marks <> 50
LIKE	Pattern matching	Name LIKE "S%" → Names starting with S
AND	Combines conditions	Marks > 80 AND Class = 10
OR	Either condition met	Marks > 90 OR Attendance < 75

 

Data Sorting & Filtering with Queries

·      Sorting: Arrange data by field (e.g., highest to lowest marks).

·      Filtering: Display only records meeting conditions.
Example: Show students with Marks > 90%, sorted by Name.

 

Queries for Data Modification

1.    Update Query: Change existing records.

·      Example: Increase all students’ marks by 5.

2.    Delete Query: Remove records based on condition.

·      Example: Delete records of students who left the school.

3.    Append Query: Add records from one table to another.

·      Example: Copy students from NewAdmissions table to Student table.

 

Generating Reports from Queries

·      After running a query, use it to create structured reports for analysis or printing.

·      Example: Generate a report showing all students who scored above 80, with their Name, Class, and Marks in a neat table format.

 

Creating Forms and Reports in LibreOffice Base

 

Forms

Definition:
A form is a graphical interface that allows users to enter, edit, or view data from a database easily.

Advantages:

·      Simplifies data entry.

·      Reduces errors by guiding input.

·      Customizable layout for ease of use.

·      Intuitive experience for users.

Creating Forms:

1.    Form Wizard: Step-by-step creation.

·      Example: Select Student table → choose fields Name, Roll_No, Marks → choose layout → finish.

2.    Design View: Advanced customization.

·      Example: Add text boxes for Name, numeric field for Marks, drop-down for Class, and a submit button.

Components of Forms:

·      Text Fields: For text data (Name, Address)

·      Number Fields: For numeric data (Marks, Age)

·      Date/Time Fields: For dates (DOB, Admission Date)

·      Drop-down Lists: Select predefined options (Class 6, 7, 8)

·      Buttons: Submit, Reset, or Run queries

Example:
A form for entering new students could have:

·      Textbox → Name

·      Number field → Roll_No

·      Drop-down → Class

·      Button → Submit

 

Reports

Definition:
A report displays database data in a formatted, printable manner.

Advantages:

·      Organizes and summarizes data.

·      Professional presentation for printing.

·      Customizable layout and style.

·      Can group records, calculate totals/averages.

Creating Reports:

1.    Report Wizard: Beginner-friendly, step-by-step.

·      Example: Create a report showing student Name, Marks, Class grouped by Class.

2.    Report Builder (Design View): Advanced customization.

·      Example: Add headers, footers, school logo, totals, or averages in the report.

Report Formatting:

·      Grouping: Organize records by a field (e.g., Class)

·      Totals/Averages: Calculate sum, average marks per class

·      Filtering Records: Show only students with Marks > 80

Exporting and Printing Reports:

·      Export as PDF, Excel, or Word

·      Preview before printing to ensure correct layout

Example:

·      Generate a PDF report showing all students in Class 10 with their marks, and average marks at the end.

 

Difference Between Forms and Reports

Feature	Forms	Reports
Purpose	Data entry/edit/view	Data viewing, analysis, printing
Interactivity	Interactive	Non-interactive
Creation Tools	Form Wizard, Design View	Report Wizard, Report Builder
Components	Text fields, drop-downs, buttons	Grouping, totals, headers/footers
Example	Student Entry Form	Student Marks Report PDF

 

 

 

UNIT 4: Maintain Healthy, Safe and Secure Working Environment

Chapter 13: Health, Safety and Security at Workplace

Meaning of Health, Safety, and Security

·      Health: State of physical, mental, and social well-being of workers.

·      Safety: Protection from hazards, risks, and injuries.

·      Security: Protection of people, data, and assets from threats or harm.

Importance of Workplace Safety

1.    Reduces accidents and injuries.

2.    Increases employee morale and productivity.

3.    Ensures a clean and safe work environment.

4.    Protects company property and confidential data.

Common Workplace Hazards

1.    Physical Hazards: Noise, fire, electrical shock, slips, trips, falls.

2.    Chemical Hazards: Exposure to gases, fumes, or harmful liquids.

3.    Biological Hazards: Bacteria, viruses, or infections.

4.    Ergonomic Hazards: Poor posture, improper workstation design.

5.    Psychological Hazards: Stress, workload, harassment.

Example: Improperly placed wires can cause electric shock or tripping.

Safety Measures

·      Keep workplace clean and organized.

·      Use proper lighting and ventilation.

·      Follow safety signs and instructions.

·      Handle electrical equipment carefully.

·      Store chemicals in labeled containers.

·      Report unsafe conditions immediately.

Computer Lab Safety Rules

·      Don’t eat or drink near computers.

·      Sit straight; maintain correct posture.

·      Keep hands dry before touching cables.

·      Switch off equipment after use.

·      Avoid overloading power sockets.

Cyber Safety Measures

·      Use strong passwords.

·      Don’t share login credentials.

·      Install antivirus software.

·      Avoid opening unknown email links.

·      Backup data regularly.

First Aid Basics

Immediate help given to an injured person before medical help arrives.
Examples:

·      For burns: Cool with water.

·      For cuts: Clean and cover with bandage.

·      For electric shock: Turn off power source first.

Chapter 14: Workplace Quality Measures

Meaning

Workplace quality means maintaining a clean, efficient, and safe working environment that helps improve productivity and job satisfaction.

Importance of Quality at Workplace

1.    Builds company reputation.

2.    Increases employee satisfaction.

3.    Ensures consistent and reliable performance.

4.    Helps in better teamwork and efficiency.

Elements of a Quality Workplace

1.    Cleanliness: No litter, organized work area.

2.    Comfort: Proper seating, lighting, and air circulation.

3.    Safety: Fire extinguishers, safety exits, first aid box.

4.    Communication: Clear and respectful communication among employees.

5.    Discipline: Following office rules and time schedules.

5S Method for Workplace Organization

1.    Seiri (Sort): Remove unnecessary items.

2.    Seiton (Set in order): Arrange things properly.

3.    Seiso (Shine): Keep workplace clean.

4.    Seiketsu (Standardize): Maintain cleanliness regularly.

5.    Shitsuke (Sustain): Develop habit of following rules.

Example: Keeping files labeled and tools in fixed places.

Work Ethics and Professionalism

·      Be punctual and honest.

·      Respect colleagues and seniors.

·      Follow rules and deadlines.

·      Keep confidential data private.

Maintaining Personal Hygiene

·      Wash hands regularly.

·      Wear clean clothes.

·      Use deodorant to avoid body odor.

·      Keep workstation tidy.

Chapter 15: Prevent Accidents and Emergencies

Meaning

An accident is an unexpected event that causes injury or damage.
An emergency is a serious, sudden situation needing immediate action.

Example: Fire, gas leak, or electrical short circuit.

Causes of Accidents

1.    Negligence or carelessness.

2.    Faulty equipment.

3.    Ignoring safety rules.

4.    Poor maintenance.

5.    Lack of training.

Preventive Measures

·      Follow safety procedures and signs.

·      Regularly check equipment.

·      Use personal protective equipment (PPE).

·      Avoid overcrowding in work areas.

·      Keep emergency numbers handy.

Safety Signs and Their Meanings

Color	Meaning	Example
Red	Danger / Stop	Fire hazard, no entry
Yellow	Caution	Slippery floor
Green	Safety / Go	First aid box, exit
Blue	Mandatory action	Wear helmet or gloves

 

Emergency Procedures

1.    Fire:

·      Raise alarm.

·      Use fire extinguisher (if safe).

·      Evacuate using stairs, not lift.

2.    Electric Shock:

·      Turn off main power.

·      Don’t touch victim with bare hands.

·      Call for medical help.

3.    Earthquake:

·      Take cover under sturdy furniture.

·      Move away from windows.

·      Evacuate after tremors stop.

4.    Gas Leak:

·      Don’t light fire or switch on electrical devices.

·      Open doors and windows.

·      Leave the area immediately.

Use of Fire Extinguisher (PASS Method)

·      P – Pull the pin.

·      A – Aim at the base of the fire.

·      S – Squeeze the handle.

·      S – Sweep side to side.

First Aid in Emergencies

·      Burns → Cool with water, cover with cloth.

·      Cuts → Clean wound, stop bleeding with pressure.

·      Fainting → Lay person flat, loosen tight clothes.

·      Fracture → Don’t move injured part, support with cloth.

Emergency Contact List

·      Fire Station: 101

·      Police: 100 or 112

·      Ambulance: 108

·      Women Helpline: 1091

Summary for Quick Revision

·      Maintain clean, safe, and secure workplace.

·      Follow safety rules to prevent accidents.

·      Understand and use safety signs correctly.

·      Apply first aid and report emergencies immediately.

·      Keep environment organized and hygienic using the 5S method.

.

Important Questions and Previous Year Questions (PYQs) 

Chapter 1: Introduction to Styles

·      What is a Style in LibreOffice Writer? Explain its advantages.

·      List different types of styles available in Writer.

·      How do you create and modify a style?

·      What is a style template?

Chapter 2: Working with Images

·      Explain the steps to insert and resize an image in Writer.

·      What does anchoring mean? Name its types.

·      How do you crop an image?

·      Describe text wrapping around images.

Chapter 3: Advanced Features of Writer

·      What is a Template? Explain its significance.

·      How do you create and use a template in LibreOffice Writer?

·      Describe the process of creating a Table of Contents.

·      How is grouping objects useful in document editing?

 

Previous Year Questions (PYQs)

·      Define Styles and their importance. (PYQ 2024)

·      Write steps to insert and edit images. (PYQ 2023)

·      Explain the use of Templates in writing documents. (PYQ 2022)

·      Describe Mail Merge and its application. (PYQ 2023)

·      How is a Table of Contents created and updated? (PYQ 2024)

Chapter 4: Analyse Data using Scenarios and Goal Seek

·      What is Scenario Manager? How does it help in decision making?

·      Explain the steps to create and use scenarios.

·      Define Goal Seek and describe its purpose.

·      How do you use Goal Seek in a spreadsheet? List the steps.

·      Give examples where Scenario and Goal Seek can be applied.

Chapter 5: Using Macros in Spreadsheet

·      What is a macro? How do macros improve efficiency?

·      Describe the steps to record a macro in LibreOffice Calc.

·      How do you run a macro?

·      What are the security concerns related to macros?

Chapter 6: Linking Spreadsheet Data

·      What does linking spreadsheet data mean?

·      Explain methods to link data between sheets or workbooks.

·      What is 3D referencing in spreadsheets?

·      How does linking data help in managing large datasets?

Chapter 7: Share and Review a Spreadsheet

·      What is the importance of sharing spreadsheets?

·      How can multiple users collaborate on a spreadsheet?

·      Explain the Track Changes feature and its use.

·      What measures are used to protect shared spreadsheets?

 

Previous Year Questions (PYQs)

·      Define Scenario Manager and Goal Seek with examples.

·      Write steps to record and run macros in Calc.

·      How do you link data between two sheets?

·      Explain the process of sharing spreadsheets and tracking changes.

Chapter 8: Introduction to Database Management System

·      What is a Database? Define Database Management System (DBMS).

·      List main features of a DBMS.

·      Explain differences between file-based system and DBMS.

·      What are the advantages of using DBMS?

Chapter 9: Starting with LibreOffice Base

·      How do you create a new database using LibreOffice Base?

·      Describe the process of creating tables and setting field properties.

·      What are data types in Base? Name some commonly used types.

·      How do you insert, edit, and delete records in a table?

Chapter 10: Working with Multiple Tables

·      What is a relationship between tables? Explain its types.

·      Define Primary Key and Foreign Key with examples.

·      How do you create a relationship between two tables in LibreOffice Base?

·      Why is enforcing referential integrity important?

Chapter 11: Queries in Base

·      What is a query? Explain its purpose.

·      Describe how to create and run Select queries.

·      What is a parameter query? How is it useful?

·      Explain the difference between simple and complex queries.

Chapter 12: Forms and Reports

·      What is a form? How do forms help in database management?

·      Describe steps to create a form using wizard in Base.

·      What is a report? How do reports differ from forms?

·      Explain how reports are used for data presentation and printing.

 

Previous Year Questions (PYQs) Highlights for 2025-26:

1.    Define DBMS and state its advantages.

2.    Explain the steps to create a new table in LibreOffice Base.

3.    What is a Primary Key? How do you set it?

4.    Describe how to create relationships between tables.

5.    Explain what a query is and how it is created.

6.    How are forms useful in database management?

7.    Distinguish between forms and reports.

Chapter 13: Health, Safety and Security at Workplace

·      What are the common health hazards in the workplace?

·      Explain the importance of maintaining good posture while working.

·      What is workplace security? Describe measures to ensure it.

·      Define ergonomics and its role in workplace health.

·      List key safety rules to follow in a computer lab or office.

Chapter 14: Workplace Quality Measures

·      What is workplace quality? How can it be maintained?

·      Explain the importance of cleanliness and hygiene at work.

·      Describe the role of proper lighting and ventilation in workplace quality.

·      What are some ways to reduce noise pollution in the workplace?

·      How do regular maintenance and equipment checks contribute to quality?

Chapter 15: Prevent Accidents and Emergencies

·      What are common causes of accidents in the workplace?

·      Explain steps to prevent accidents in an office or lab.

·      Describe how to respond during a fire emergency.

·      What is an evacuation plan? Why is periodic drill important?

·      Explain basic first aid measures to handle minor injuries.

 

Previous Year Questions (PYQs) Highlights for 2025-26:

1.    Explain the importance of ergonomics.

2.    List key safety precautions in a computer lab.

3.    How does cleanliness affect workplace safety and quality?

4.    Describe steps to prevent and respond to emergencies.

5.    What is an evacuation policy? How often should drills be conducted?

6.    Write a brief note on first aid.