CBSE Class 9 Office Tools (Unit 3) Mock Q&A with Explanations

Foundations: Core Concepts

1. Which file extension is the default for saving a document in OpenOffice Writer?

Correct: .odt
OpenOffice Writer uses the OpenDocument Text (.odt) format by default. While it can open and save .docx (Microsoft Word) files, .odt is the native standard. .ods is for Spreadsheets.

2. In OpenOffice Calc, which symbol must every formula start with?

Correct: =
All formulas in Calc (and Excel) must begin with an equal sign. If you type 10+20 without the equals sign, the software treats it as text, not a calculation.

3. Which view in OpenOffice Impress is best for reordering your slides?

Correct: Slide Sorter View
Slide Sorter View displays thumbnails of all slides on one screen, making it easy to drag and drop them into a new order. Normal View is for editing individual slides.

4. Which shortcut key is used to perform a Spell Check in Writer?

Correct: F7
F7 triggers the Spelling & Grammar check dialog. F5 is typically used to start a slideshow in Impress or open the Navigator in Writer.

5. What is the intersection of a row and a column called in a spreadsheet?

Correct: Cell
A cell is the basic unit of a spreadsheet where you enter data. It is identified by its address, such as A1 (Column A, Row 1).

Advanced Logic: Deep Dives

1. If you copy the formula =A1+B1 from cell C1 to cell C2, what will the formula in C2 become?

Correct: =A2+B2
This is an example of Relative Referencing. When you move down one row (from C1 to C2), the references inside the formula also shift down one row (from 1 to 2).

2. Which of the following is NOT a type of alignment available in the Paragraph format menu?

Correct: Middle
“Middle” is a vertical alignment (Top, Middle, Bottom), usually applied to table cells or objects. Paragraph text alignment options are Left, Right, Center, and Justified.

3. What happens if you try to divide a number by zero in Calc?

Correct: #DIV/0!
This is a specific error code indicating a mathematical impossibility. It often happens if a cell reference in the denominator is blank (which Calc treats as zero).

4. In a mail merge, what is the file called that contains the names and addresses?

Correct: Data Source
Mail Merge requires two components: the Main Document (the template letter) and the Data Source (the database or spreadsheet containing specific variable details).

5. To make a cell reference Absolute (fixed) so it doesn’t change when copied, which symbol do you use?

Correct: $ (Dollar)
Adding a dollar sign before the column letter and row number (e.g., $A$1) locks that reference. No matter where you copy the formula, it will always point to cell A1.

Practical Scenarios

Scenario 1: You are creating a marksheet in Calc. You want to highlight all students who scored less than 33 marks in Red automatically. Which feature should you use?

Correct: Conditional Formatting
Conditional Formatting allows you to change the appearance (font color, background) of a cell based on its value (e.g., “Cell Value is less than 33”). AutoFormat applies a design to a whole table, not based on data logic.

Scenario 2: You need to send an invitation letter to 50 different parents for a school event. The body of the letter is the same, but the name and address change. What is the most efficient way to do this?

Correct: Use Mail Merge.
Mail Merge is designed exactly for this purpose. It combines a single document template with a list of data, generating 50 personalized documents instantly.

Scenario 3: You want to show the percentage contribution of each student to the total funds raised. Which chart type is best?

Correct: Pie Chart
Pie charts are specifically designed to show “parts of a whole.” If you want to compare distinct values (like marks of different students), a Bar chart is better. If you want to show trends over time, use a Line chart.

Scenario 4: You have created a presentation in Impress. You want to print a copy for the audience where 6 slides appear on a single page. Which print option should you select?

Correct: Handouts
Handouts are designed for audience distribution. You can configure them to print 2, 4, 6, or 9 slides per page to save paper.

Formulas & Syntax

Formula 1: What does this Calc formula do?

=IF(C2>=33; "Pass"; "Fail")

Correct: Checks if C2 is 33 or more…
This is the logical IF function. Note that OpenOffice Calc typically uses a semicolon ; as a separator, unlike Excel which often uses a comma.

Formula 2: Identify the correct range syntax to sum cells A1 through A10.

Correct: =SUM(A1:A10)
The colon : is the range operator. It includes the start cell, the end cell, and all cells in between. The semicolon ; is the union operator (A1 AND A10 only).

Syntax 3: Which menu path would you follow to insert a table in Writer?

Correct: Table > Insert > Table
Or you can use the shortcut key Ctrl + F12.

Formula 4: What result will =MAX(10; 20; 5) return?

Correct: 20
The MAX function returns the largest number from the set of arguments provided.

Keyboard Power-Ups

Memorizing these saves time in both the practical exam and real life.

OpenOffice Writer

Check Spelling F7

Insert Table Ctrl + F12

Find & Replace Ctrl + F

Numbering On/Off F12

OpenOffice Calc

Edit Active Cell F2

Recalculate F9

Format Cells Ctrl + 1

Select All Ctrl + A

OpenOffice Impress

Start Slideshow F5

End Slideshow Esc

New Slide Ctrl + M

Universal Controls

Save File Ctrl + S

Print Document Ctrl + P

Undo Action Ctrl + Z

Redo Action Ctrl + Y

Quick Notes: Unit 3 Summary

OpenOffice Writer (Word Processor)

Used for creating text documents like letters, reports, and essays.

Extension: .odt
Key Features: Spell check, Find & Replace, Tables, Graphics.
Editing vs Formatting: Editing changes the content (text). Formatting changes the appearance (font, color, bold).
Header/Footer: Text that repeats on the top/bottom of every page.

OpenOffice Calc (Spreadsheet)

Used for calculations, data analysis, and charts.

Extension: .ods
Rows & Columns: Rows are numbered (1, 2, 3), Columns are lettered (A, B, C).
Functions: Pre-defined formulas like SUM, AVERAGE, MAX, MIN, IF.
Referencing:
- Relative (A1): Changes when copied.
- Absolute ($A$1): Stays fixed when copied.
- Mixed ($A1 or A$1): One part changes, one stays fixed.

OpenOffice Impress (Presentation)

Used for creating slideshows for audiences.

Extension: .odp
Slide Transition: Effect when moving from one slide to the next.
Custom Animation: Effect applied to objects (text/images) inside a slide.
Slide Master: Controls the formatting for all slides in the presentation (the template).

Advanced Features Explained

Track Changes

Found in Edit > Changes > Record. This feature marks every addition or deletion made to a document. Deleted text appears with strikethrough, added text is underlined. Crucial for collaborative editing.

Mail Merge

Found in Tools > Mail Merge Wizard. Used to create multiple documents (like letters or labels) from a single template and a data source (address list). It saves time by avoiding manual entry.

Visual Aids & Charts

Typical Mark Distribution (Practical)

Key Shortcuts Visualized

Action	Shortcut
Select All	Ctrl + A
Bold / Italic / Underline	Ctrl + B / I / U
Print	Ctrl + P
Spell Check	F7
Start Slideshow	F5

Chart Types Guide

When to use which chart in Calc?

📊

Bar Chart

Comparing distinct items
(e.g., Marks of 5 students)

📈

Line Chart

Trends over time
(e.g., Temperature over a week)

🥧

Pie Chart

Parts of a whole
(e.g., Percentage of votes)

Lab Troubleshooting

Stuck during the practical exam? Here are quick fixes for common problems.

Problem: “I see ##### in my spreadsheet cell!”

Fix: The column is too narrow to display the full number. Double-click the line between the column headers (e.g., between A and B) to auto-resize it.

Problem: “My formula is showing as text (e.g., A1+B1) instead of the answer.”

Fix: You forgot the equals sign! Start the cell with = (e.g., =A1+B1).

Problem: “I can’t move my image in Writer.”

Fix: The image anchor is likely set “As Character”. Right-click the image, go to Anchor, and change it to To Paragraph or To Page.

Problem: “My table header disappeared on the second page.”

Fix: Right-click the table > Table Properties > Text Flow tab > Check “Repeat heading”.

Viva Voce Preparation

Be ready for these common questions asked by external examiners during the practical exam.

Q: What is the difference between “Save” and “Save As”?

Answer: “Save” updates the existing file with current changes. “Save As” allows you to save the current document as a new file with a different name, location, or file format.

Q: Differentiate between Animation and Transition.

Answer: Transitions occur between slides (moving from Slide 1 to 2). Animations apply to objects (text/images) within a single slide.

Q: What does the error #DIV/0! mean in Calc?

Answer: It means you are trying to divide a number by zero (or an empty cell), which is mathematically impossible.

Q: Name the bar at the bottom of the Writer window.

Answer: The Status Bar. It displays page number, word count, and zoom percentage.

Q: What is the purpose of the Master Slide?

Answer: It stores the design template (fonts, background, logos) for the presentation. Changes made here apply to all slides automatically.

Q: Define GUI.

Answer: Graphical User Interface. It allows users to interact with electronic devices through graphical icons and visual indicators instead of text-based interfaces.

Practical Lab Checklist

Ensure your Practical File contains at least 4 documents per tool as per the syllabus.

CBSE Class 9 Office Tools (Unit 3) Mock Q&A with Explanations