IN OUR CHANNEL:- https://t.me/oswal5 A Textbook of Information TECHNOLOGY vce | ee ont Sen ‘Swati Ge ‘M.Tech. (Computer Science) Rashi Bansal MCA Prof. (Or) Shalini Verma ‘Communications Coach, Visiting Professor — IIMs & TAMPI, Manipal Hema Dhingra MCA © GOYAL BROTHERS PRAKASHANGOYAL BROTHERS PRAKASHAN EDUCATIONAL PUBLISHERS Soles & Registered Office : 11/1903, Chuna Mandi, Paharganj, New Delhi - 110055 Post Bax : 5720, Phones : 43551877 & 43561877 ‘E-mail: infov@goyal books com Website : wow goyal-books com Administrative Office : 1-231, Sector 63, Noide-201301 (UP) Phove : 0120-4655555 Shorerooms : ¥10, Dev Castle Complex Opp. Radhckrishan Villa, Jaymels-Govindwadi Road Tsanpar, Akmedabad-382443 (Gujarat) Tel : 09925004030, 1No, 50/39 Ground Floor, Five Fuslong Road Guindy, Chennai-600 032 (Tamil Neda) Tel 044-22852776, Fax : 04422852767 «+ Plot No. 1179, KRB Road, Bharalumukh, ncar Post Office, Railway Gate No8 ‘Guwahati — 781001 (Assam), Phone : 0361-2735337 + FAT/M1, First Floor, Agarwal Chambers, 5-9-1121, King Kothi Roed, Hyderabad - S00001 Tele-fax : 23211332 + Fair Heavens, H.No, 52-2783/A, Shine Road, Yytila Emakulam - 682019 (Kerala) Phone : 04842305288 + No, 203, 2nd Floor, Fomra Towers, &4-A, Acharys Jagdish Chandra Bose Rood, ‘Kolkata - 700014 Phome : 033-22262683 1681/Si4, Ground Floor, 3rd Main Ramamobanspuram, ‘Bengaluru - 560 021, Phone : 080-23320655 + Plot No, 203, Zone-U, M.P. Nagar, Bhopal-462 011 (MP), ‘Tele-fax : 07554271371 +: BLSIB, Sector-B, Mahanagar, Opposite P.A.C Main Gate, ‘Lucknow - 226 006, Phone : 0522-2320841 Ravi Kiran Apartment, Flat No. 2-A, Second floor, ‘Near Water Pumping Station, Pani Taski Lane, Pirmohani, Pataa — 800003 + Thakkar Vill, House No. 436 Joshiwadi, Sibuldi, Nagpur ~ 440012 ‘Phone : 9823655077 (Te buy our books online Tog on to www.goyal-books.com__) © Reserved Price : 399 CEPEUEEL] Diciaimee ‘+All te brand, prodoct umes and logo refered inthis book are ery acknowledged be he temas of ‘et respective cpenvaons Wt not atacand with any prae o vendor mentioned ic Neo. 1 Due care and diligence hes been taken while writing, editing and printing the book. Nether the stor orth pines tb bok! ny respi for my nasa may have inv cape. Published & Printod by Roshan Lal Goyal for Goyal Brothers Prakashan, New DethiPREFACE “The Information Technology and its sssocisted industries are growing at a fast pace in India. Success in this industry Saket a the knowledge and skills of the employee. In addition, the needs and requiremeats of the clients ‘keep changing from time to time. So, adaptability to « changing environment is also key to woek in such industries. Apart from jost the Imowledge and skills related to work given, thee are other soft skills that play an important role in the life of a professional. For example, you have to do things in a smart way, to do it quickly or may have to ‘deal with stress while at work. Much of work also has deadlines associated with it. Working well with people is also = very good skill to have. The ability to converse with your clicnts in a clear and precise way also helps ge: work done ‘wall You my want o ma fh 8 jb soekwet jb giver by buldag en Inde of your owe, Tha would mood for ‘you to be updated with various entreprencurialskilis. All of the world, like industries, workforce, environment, society, colture are also related to each other, and as industry professionals, you mus: try to creste sustainable, social, economic ‘and environmental outcomes as expected from you. ‘Work related knowledge is also important. Dats-entry operators or even most computer-related tacks do test your ata entry and keyboarding skill. Typing lessons and the software required to hone your typing skills are very much part of this book. LibreOffice Writer and Cale are extensively dealt with, so that students are able to learn to create documents and spreadsheets on « computer. All this knowledge is required in an office environment. ‘This book titled A TEXTBOOK OF INFORMATION TECHNOLOGY for Class 10 [Subject Code: 402} fulfills all the needs and requirements of the syllabus, Sallent features of this book are: © As per the latest Curriculum prescribed by Central Board of Secondary Education, New Delhi. © The book is divided into two sections: Part A and Part B. Part A comprises Communication Skilé - Il, Self © LibreOffice 6.2 has been used with Writer, Cale and Base of the LibreOffice 6.2 suite. © Chapters to belp you to acquire relevant knowledge and skills on various aspects of competency. © Pictures ond screenshots have been included to bring about visual sppeal and to make the text lively and interactive. Bach chapter has been divided into the following parts: (@) Learning Objectives: Chapter has this to point to what students lear over the course of the chapter. (@) Introduction: It introduces you to the topic of the chapter. It also tes what you will lear through the various topics covered in the chapter. (© Sessioas: Contains relevant information on tbe session heedings. The knowicdge developed through sessions ‘will enable you to perform certain activities. All sessions under a common heading contain summary section at the end of each seasion, that recalls the key points of the sessions covered. (@ Self Assessments: At the end of all the topics under a session heading, self assessmen: is included to evaluate the knowledge of the learners. It comprises multiple choice questions, answer the following questions and practical work. (© Know More: This gives in » boxed way extra useful information related to the topic being covered. (D Exercises: At the end of each chapter, exercises are included to test the understanding of the matter read over the various topics. This section consists of MCQs, short answer questions (1) (for two to four sentences 25 Sar shat carver comms Ser ft smnces ws ewe, eng sarwr cueing ‘than six sentences es answer) and practical work. Constructive suggestions for the improversent of the bock are most welcome.APPROVED CONTENTS Pn PARTASEMPLOYABILITYSKILS Ensen) 1.4 Various Methods of Communication Session 4: Verbal Communication ‘Session 2: No-Verbal Communication ‘Session 3: Visual Communication © Summary © Self Assessment 12 Provide Descriptive and Specific Feedback ‘Session 1: Communication Cycle and Importance of Feedback 1 ‘Session 2: Meaning and Importance of Feedback 8 Session 9: Descriptive Feedback — Written Comments or Conversations ° Session 4: Specific and Non-Specific Feedback 40 © Summary « Self Assessment 1.3 Measures to Overcome Barriors in Communication Session 4: Bamiers to Effective Communication ~Types and Factors " Session 2: Measures to Overcome Bariers in Communication 3 © Summary © Self Assessment 14 Principles of Communication Session 4: Principles of Effective Communication 8 Session 2: 7Cs of Eflective Communication 1 © Summary «© Solf Assessment 1.5 Basic Writing Skills Session 1: Whiting Skits 8 ‘Session 2: Sentence ® Session 3: Phrase * Seasion 4: Kinds of Sentences * Session 5: Parts of Sentence a Session 6: Pans of Speech 2 Session 7: Arties a ‘Session 8: Construction of a Paragraph Ea © Summary © Self Assessment Exercises.Patmos ene 2.1 Stress Management Techniques Session 1: Meaning and Importance of Stress Management Session 2; Stress Management Techniques ~ Physical Exercise, Yooa, Meditation Session 8: Enjoying, Going to Vacations and Holktays With Famly and Friends Sossion 4: Taking Nature Walks © Summary «Self Assessment 22 Abliity To Work independently Session 1: Importance of Abiity to Work Independently Seosion 2: Types of Self-Awareness Session 3: SelFMotvation and Self-Regulation * Summary '* Solf Assessment + Exercises Pee 3.1 Prepare Documentation Using Word Processing Application Session 1: Introduction to Word Processing Session 2: Software Packages for Word Processing Session 3: Opening and Exiting the Word Processor Session 4: Creating a Document Session 5: Saving a Document Session 6: Text Edlting Session 7: Word Wrap and Alignment Session 8: Font Size, Type and Face Session 9: Header and Footer Session 10; Autocomect Session 11; Numbering and Bullet Session 12: Creating Table ‘Session 13: Password Protection Session 14; Printing the Document Session 15; Find and Replace Session 16; Page Numbering Session 17; Saving a Document in Various Formats * Summary ‘© Self Assessment 3.2 Perform Tabulation Using Spreadsheot Application Session 1: Introduction to Spreadsheet Application Session 2: Various Spreadsheet Applications Session 3: Creating a New Worksheet Session 4: Opening Workbook and Entering Data I a 8e8 2 2 ses 7 sssessees bees 36-55‘Session 5: Resizing Fonts and Sivies “ Session 6: Copying and Moving “ Session 7: Fiter and Sorting “ ‘Session 8: Formulas and Functions “ Session 9: Password Protection “ ‘Sesson 10: Pring a Spreadshest a ‘Session 11; Saving Spreadsheet in Various Formats a * Summary # Seit Assessment 3.3 Prepare Presentation Using Presentation Application ‘Session 1: Infroduction fo Presentation Software “ ‘Session 2: Software Packages for Presentation “ Session 3: Creating a New Presentation “ ‘Session 4: Entering and Editing Data 2 Session 5: Adding a Side = Session 6; Deleting @ Side = Session 7: Formatting Text 5 Session &: Inserting Cp Art & Images a Session 8: Slide Layout a ‘Session 10: Slo Transition and Custom Animation 2 Session 11: Saving a Presentation 3 Session 12: Printing a Presentation = © Summary «© Self Assessment Exercises Pace ee 4.1 List the Characteristics of a Successful Entrepreneur Session 1: Entrepreneurship and Society ‘Session 2: Qualties and Functions of a Successful Entrepreneur ‘Session 3: Role and Significance / Importance of Entrepreneurs Session 4: Myths of Entrepreneurship ‘Session 5: Entrepreneurship as a Career Onton © summary Sot Assessment © Exercises 5.1 Demonstrate the Knowledge of importance, Problems and Solutions Related ae Session 1; Meaning anc Definition of Sustainable Development Session 2: Importance of Sustainable Development Geen, Pals mca casas loan Fp ar ‘Summary © Self Assessment © Exercises eesug aeaePOS Por enh nee Sossion 1: Session 2: Insert and Use Images in a Document Session 3: Session 6: © Summary ‘Apply Styles in the Document Create and Use Template Create Table of Contents © Solf Assessment © Exercises a or 7 106 76-110 (Ee eeu) Session 1: Analyze Data Using Scenarios and Goal Seok Session 2: Session 3: Session 4: © Summary Link Spreadsheet Data ‘Share and Review a Document Use Macros in Spreadsheet '* Self Assessment © Exercises no 135 “0 “5 err) Pio ena ‘Session 1: Appreciate the Concept of Database Management System Session 2: Create a Table Using Table Wizard Session 3: Session 4: Perform Operations on Table Retrieve Data Using Query Session 5: Create Forms and Reports Using Wizard © Summary © Self Assessment © Exercises 156 160 168 m 7 BE PRO ne ee aad Sossion 1: Session 2: Prevent Accidents and Emergencies Session 3: Protect Health and Safety at Work © Summary Maintain Workplace Safety ‘© Soif Assessment © Exercises 195 a eriwy1 Communication Skills - II LEARNING OBJECTIVES After studying this chapter, students will be able to: Demonstrate knowledge of various methods of communication ~ verbal, non-verbal & visual. Provide descriptive and specific feedback. Apply measures to overcome barriers in communication. Apply principles of communication skills, Demonstrate basic writing skills. 1.1 VARIOUS METHODS OF COMMUNICATION INTRODUCTION ‘As discussed in the previous grade, we human beings are bestowed with the quality to ‘communicate. Communication allows us to express our needs, wants, and other things to humans or animals. Communication can be carried out by auditory means, such as speaking, singing, and sometimes tone of voice, and non-verbal, physical means, such as body language, sign language, paralanguage, touch, eye contact, or the use of writing (only with another literate person). ‘Human beings communicate with other humans, in different mediums —yocally (using voice), written (using printed or digital media such as books, magazines, websites or emails), visually (using logos, maps, charts or graphs) or non-verbally (using body gestures and the tone and pitch of voice). Whatever be the medium, communication still means that some message is being ‘transferred from one source (sender of the message) to the chosen target (receiver of the ‘message). The question arises, whether the message transmitted from the source to the target is received and interpreted correctly or misinterpreted. Since ages, communication ‘experts and social scientists have been fascinated by the process of communication, which is not limited to human beings, or even all living creatures, but may also be carried out ‘between machines or parts of machines; some seek communication with beings from other planets or extraterrestrial life; ot the religious communication that is perceived to take place between beings in the spiritual world and even God!VERBAL COMMUNICATION ‘Verbal communication enables us to share our thoughts with others by using words in a mutually understandable language such as English, Hindi, Urdu, Chinese, French, Spanish, etc. Language plays an important role in verbal communication. In simple words, language is a syntactically organised system of signals, such as voice sounds, intonations or pitch, gestures or written symbols which help in communicating our thoughts or feelings. Our verbal communication can be done either in a written or oral mode. The spoken and written languages that we use as part of our day- to-day activities can be described as a system of symbols also yg, |: OUR BRAIN FIRST THINKS? known as lexemes and the grammars (rules) by which the symbols OF SPOKEN AND WRITTEN | ANGUAGES ‘re manipulated. In fact, language learning is normal in human childhood. Most human languages use pattems of sound or gesture ere for symbols which enable communication with others around them. In spite of various advantages of language based verbal communication, including written and oral communication, one of its disadvantages is that it is NOT an independent mode as it always depends on words of a common language for information shared between the sender and the receiver. Components that make verbal communication effective are—language competency, vocabulary, general awareness, domain knowledge (in your case Information Technology) and listening. See figure 1.2. Listening: It is the most important af all the fe ussing vine components mentioned above. In fact, listening is a key component of our leaming process. ‘+ Language competency: Language competency, ‘including grammar, is an indicator of our comfort level with the language you use to express our thoughts. * Vocabulary: It reflects how comfortable you are . = with your working language. It helps in the usages Tae of suitable words in different contexts. ene ‘* General awareness: It is your awareness about your surroundings including latest events in the world around you. It gives you the confidence to communicate with convietion. ‘+ Domain knowledge: It is your expertise in your chosen area ~ arts, commerce, science etc. Being well informed about the latest happenings helps you to ‘communicate with confidence. “SESSION 2 NON-VERBAL COMMUNICATION ‘Non-verbal communication enables us to share our thoughts with others by using anything other than words. Hence, this non-word or non-verbal communication is an ‘act of imparting or interchanging thoughts, posture, opinions, or information without the use of words, using gestures, sign language, facial expressions, and body language,etc. This may also include ‘object communication’ or ‘symbolic communication ‘of objects’ such as colour, clothing, hairstyles, smell, time, ambience and even architecture (of the place where communication takes place). Interestingly, your speech may also contain non-verbal elements such as paralanguage, including voice ‘modulation, pace, pitch, emotion and speaking style, as well as prosodic features such as thythm, intonation and stress. Similarly, written texts too have non-verbal elements such as handwriting style, spatial arrangement of words, or the use of emoticons. Components that make non-verbal communication effective are body language, roxemics, kinesics, haptics, vocalics (including silence and pauses), chromatics, chronemics and olfactics. See figure 1.3. FIG. 13: COMPONENTS THAT MAKE NON-VERBAL COMMUNICATION EFFECTIVE ‘+ Body Language: It is a complex mixture of gestures, movement, posture, and tone of voice. # Kinesies: It refers to the interpretation of the movement of the body or its separate parts which may be culture bound. + Proxemics: It refers w how we use physical space in our day-to-day interaction with others. ‘+ Haptics: It refers to communicating our emotions through touch such as formal handshake, affectionate hug, angry slap or frivolous peck through which people achieve a sense of connection. + Paralinguistics: It refers to the conscious or unconscious use of vocal sounds such as intonation, accent, pitch, pace, pause, silence, noise, and voluntary or involuntary actions (such as laughter and yawning) that we use while communication through spoken method. + Chronemics: It refers to the use of time in a disciplined manner. Some cultures are very strict towards the use of ‘one’s own as well other's time. = Chromatics: It refer to the use of colours and the meanings they convey. Colours are perceived in different eulmures. Olfactics: It refers to our sense of smell. Different types of smells impacts our brains in different ‘manner.In spite of various advantages of non-verbal communication, one of its disadvantages is that it is NOT an absolute language that can be interpreted same by both the sender and the receiver. It is highly subjective and dependent on the context and culture that sometimes may not be sume for the sender and the receiver. For example, the three colours wed in our National flag—deep saffron (kesari) at the top, white in the middle and dark ‘green at the bottom, represents strength and courage of the country (Safiron colour); ‘the white middle band indicates peace and truth with Dharma Chakra; and the green colour shows the fertility, growth and auspiciousness of our motherland. Non-verbal communication is also very important in the context of intercultural communication. Taking into account the differences in interpretation of different ‘events, items, or words, sometimes becomes a sensitive issue and may result in cross- cultural communication barriers. This is because objects or things that are seen as neutral and inoffensive in one culture can be a taboo or offensive =~ A in others. For example, the thumbs-up gesture is commonly used — in many cultures to signify a job well done. However, if it is used in Australia, Greece, or the Middle East — especially if it = 0) is thrust up as a typical hitchhiking gesture, it would be taken as an obscene gesture, =® " wa SESSION 3. VISUAL COMMUNICATION Me TINS (6 DIFFERENT CULTURES Visual communication (also known as graphic communication) ‘enables visual presentation of the information. It has often been said that a picture is worth a thousand words. This is true of graphs, charts and other graphic and ‘visual aids. This method of communication depends heavily on one’s vision. This third type of communication method, may make use of both verbal and non-verbal communication. It takes place with the aid of visual cements. There are many forms of visual communication. Some commonly used visual communication forms are: public signs, visual symbols, tables, charts, graphs, maps, icons and emoticons. The ‘very fact that visual matters or subjects make a permanent effect in the mind of an audience, visual communication is widely used for its added advantage. AAAAAA uae Norma Una AAAAAAFIG. 1.6: PUBLIC SIGNS & ICONS The reasons why this method of communication is so popular these days is due to the following reasons: 1. It supports our information by backing up what we say. It brings receiver's attention to the information we are sharing. 2. It clarifies the meaning of our discussion, oral or written, by providing its visuals, which immediately registers in the receiver’s brain. 3. It allows gain and regain of our audience's attention because graphic or visual aids can break the monotony that might have crept in due to listening or reading, for an extended period 4. It adds variety to our written or oral presentation. Listening to the same voice or reading long pages of text can be very boring. In spite of various advantages of visual communication methods, some of its disadvantages are: 1, Limited Scope: All topics or subject matters cannot be presented through visual communication. Plan, policy, systems, rules, order and recommendation of an ‘organisation cannot be produced in terms of visual communication. 2. Too Brief: A complete and detailed information cannot be displayed through this communication method. 3. Not Easy to Understand: Drawing, graphs, charts or symbols may not convey any message to people who don’t have specialised knowledge of the subject matter. Special knowledge and efficiency are required to deal with visual ‘communication. For example, drawing of a building or a sketch of a bridge may not be clear to general people but engincers, architects and technical persons can easily deal with such situation. 4, Not Cost Effective: To use graphs, pictures, charts, drawing, cartoons and sketch is not cost effective. All these require various tools and techniques which are costly. 5. Prone to Misinterpretation: Sometimes information displayed in terms of icons, emoticons, graphs, charts or tables may be in wrong order, Decisions taken on the basis of such information may cad to ineffective outputs or fruitless results.‘© Communication allows us to express our needs, wants, and other things to humans or animals. * The three most commonly used methods of communication are: (1) verbal communication, (2) non- verbal communication and (3) visual communication. ‘© Verbal communication enables us to share our thoughts with others by using words in a mutually understandable language. ‘+ Our verbal communication can be done either in a written or oral mode. ‘* Non-verbal communication enables us to share our thoughts with others by using anything other ‘than words. ‘+ Non-verbal communication is an act of imparting or interchanging thoughts, posture, opinions, or information without the use of words, using gestures, sign language, facial expressions, and body language etc. tt may also include ‘object communication’ or ‘symbolic communication of objects’ such as colour, clothing, hairstyles, smell, time, ambience and even architecture {of the place where communication takes place). ‘* Visual communication (also known as graphic communication) enables visual presentation of the information. It has often been said that a picture is worth a thousand words. SELF ASSESSMENT ‘A. Multiple choice questions. 1. Which of the following is not a method of communication? () Body language (b) Mountain view (c) None of these 2. Which of the following is NOT verbal communication? ()Pie chart (b) Our tricolor National Flag (6) Both (a) and (b) B. Answer the following questions. 4. Define verbal communication. 2. Give two examples of non-verbal communication. 3. What are the disadvantages of visual communication? Activity. (Observe your friend/teacher for a week and write in 50 words how he/she maintains the space language (distance) ‘with others. 1.2 PROVIDE DESCRIPTIVE AND SPECIFIC FEEDBACK SESSION 1 COMMUNICATION CYCLE AND IMPORTANCE OF FEEDBACK ‘Communication cycle is comprised of the following cight components: ‘© Sender (souree): Also known as the ‘source’. He/she is the person who wants to send the information. ‘© Idea: The information or ideas the source/sender wants to share with the receiver (also known as ‘target’).‘© Message: This is the actual piece of information that is intended to be sent from the source’sender to the targevreceiver. ‘© Encoding: Here, the source/sender selects a common language that can be understood by the targevreceiver and encodes (converts into mutually understandable language) the information. © Communication channel: The source/sender selects an appropriate medium or channel, such as a face-to-face dialogue, letters, faxes, telephone calls, electronic ‘mails, and so on, to transfer the information to the targeUreceiver. ‘= Receiver (target): ‘The receiver or the target to whom the information is intended to be sent. + Decoding: Here, the target/receiver interprets (comprehends) the information that ‘was encoded and sent by the source/sender. ‘+ Feedback: The targetreceiver's response (or non-response) to the source/ sender's information, See figure 1.7 Developing ecenirg ‘ea by the. Encoding. Message __. Stlecting Transmission message by __. Decoding a _ medium > of mestage - Sender Recelver 1G, 19: EIGHT COMPONENTS OF A COMMUNICATION CYCLE In the entire process of communication process mentioned above, ‘noise’ may surface at any point of time as an obstacle or disturbance in communication. It may be verbal ‘or non-verbal, physical or mental, audible or inaudible. Though, undesirable, it is fa part and parcel of communication process. Hence, you may try to minimize this clement of ‘noise’ still it cannot be totally eliminated. “SESSION 2 MEANING AND IMPORTANCE OF FEEDBACK Of all the eight components mentioned above, the last one is ‘feedback’, which is ‘essential in communication so as to know whether the receivers have understood the message in the same terms as intended by the speaker. Feedback includes both verbal and non-verbal communication and takes formal ‘and informal forms. Formal feedback includes written comments and structured feedback, while informal feedback tracks casual verbal ‘comments and actions. Sometimes, a feedback ‘could be a non-verbal cuc, such as smiles, é sighs, etc., while at other times, it can simply P ‘be silence showing agreement or disagreement." ConaMUNICATION PROCESSIn fact, feedback is the receiver's response, which enables the sender to evaluate the effectiveness of his/her message. Hence, it would not be an exaggeration to say that feedback is the livewire of communication just as communication is the livewire of human existence and interaction. The process of communication finishes only when the cycle ends with feedback. Given below are some of the aspects that make feedback so important in any form of communication — verbal, non-verbal or visual: Feedback completes a communication process. Feedback enables us to evaluate the effectiveness of our message Feedback makes communication meaningful. Feedback makes the sender of the message know if he/she is really making sense to what he/she is communicating, 5. Feedback is a basis for measuring the effectiveness of communication 6. Feedback is the end-result of an idea and makes communication a continuous Process. 7. Feedback is a besis for future planning on what next needs to be done for the attainment of the set goal. 8, Feedback paves way for new idea generation, “SESSION 3 DESCRIPTIVE FEEDBACK ~ WRITTEN COMMENTS OR CONVERSATIONS ‘As feedback is an important aspect of communication, experts say that feedback should be multi-dimensional, non-evaluative, supportive, consistent, constructive, objective, timely, and specific. They say that feedback may be formative, which given throughout the learning process. This type of feedback is meant to determine ‘how students are progressing through a certain learning goal and used to ‘correct’ a person of his mistakes. On the other band, summative feedback is given at the end of the year or unit and is used to evaluate student's learning at the end of an instructional unit by comparing it against some pre-determined criteria, This type of feedback is meant to ‘evaluate’ s person and accordingly ‘reward’ him for his ‘good actions or ‘punish’ for his mistakes. For example, when you write in a bad ‘handwriting, your teacher gives you a formative feedback saying “improve your handwriting to get better marks in your examinations”. Similarly, when you write in bad handwriting and your teacher fails you in your examination, she gives you a summative feedback (in the form of less marks which fails in the examination of ‘that particular subject). Besides, feedback can be descriptive or prescriptive in nature. Descriptive feedback merely identifies or describes one’s action — good or ‘not-so-good’. For example, your teacher may say that “your communicating style is good,” or “your verbal communication and non-verbal communication are incongruent of not-so-good.” On the other hand, prescriptive feedback provides you advice on how you should communicate. For instance, after a speech which you believe was ineffective, you ask your teacher, “Mam, how was my speech?” Your teacher responds saying “You spoke ‘very fast and your pronunciation was not clear. You should slow down your speaking ‘speed, and also practice your pronunciation.” ayySPECIFIC AND NON-SPECIFIC FEEDBACK ‘Apart from the above, feedback may be specific or non-specific (or generic). Specific feedback provides detailed and complete information on what you did well or poorly. For example, after listening to your argument in a debate competition, your teacher may say, “The way you mentioned all the points in a logical order to coavey your viewpoint on the issue was very well organised.” On the other hand, if your teacher were to give you a non-specific or gencric feedback, he/she would have simply said, “good job” or “you did great.” Specific feedback helps in modifying your thinking or behaviour for the purpose of leaning by infiuencing your thought process while non-specific feedback, for the most part, is not very helpful. ‘* Communication cycle comprises following eight components namely: (1) Sender/source, (2) Idea, (3) Message, (4) Encoding, (5) Communication channel, (6) Receiver/target, (7) Decoding, (8) Feedback. ‘= Of all the eight components, the last one is leecback,, which is very essential in communication as it ‘enables the sender to know whether the receiver(s) have understood the message he/she has sent. ‘+ Feedback may be given in both verbal and non-werbal manner and can be formal and informal in nature. Feedback may be formative or summative. Where formative feedback is meant to determine how students are progressing through a certain learning goal and used to ‘correct’ a person of his mistakes, summative feedback is meant to ‘evaluate’ a person and accordingly ‘reward’ for his good ‘actions or ‘punish’ for his mistakes. ‘© Similarly, feedback can be descriptive or prescriptive in nature. Descriptive feedback merely ‘identifies or describes one’s action — “good” or ‘not-so-good’ while prescriptive feedback provides an advice on how one should improve oneself. ‘= Apart from the above, feedback may be specific or non-specific (or generic). Specific feedback provides detailed and complete information on what one does well or poorly, non-specific or generic feedback just says whether one is good or bad at something. eS ‘A. Multiple choice questions. 1. Which of the following is NOT one of the components of communication cycle? {) Discipline (b) Message (c) Target 2. Which of the following cannot be totally absent in a communication process? (a) Light (0) Sound () Noise 3. Which of the following is NOT a type of feedback? (a) Summative (b) Prescriptive () None of these 8. Answer the following questions. 4, What are the components of a communication cycle ? 2. Define feedback. 3. What do you understand by descriptive feedback? Activity. (Observe your teacher for a week and write in SO words what kind of feedback he/she gives on your written or spoken assignment.1.3 MEASURES TO OVERCOME BARRIERS IN COMMUNICATION "SESSION 1 BARRIERS TO EFFECTIVE COMMUNICATION ~ TYPES AND FACTORS ‘Anything that prevents smooth dissemination (sending) or comprehension (teceiving) of a message, either at the sender's end or receiver's end, is a barrier to communication. Such barriers cause communication failures. Communication barriers ‘may pop up at any stage and create misunderstanding and ambiguity. For example, the sender of a message who is not conversant with the language known to his receiver ‘may use erroneous or fragmented language, thus causing a communication barrier. Likewise, a receiver who is distantly located from where the sender is disseminating some important information may cither receive the message ate (if sent using traditional modes such as the ordinary post) or, if sent through a succinct telegram, only partially understand the essence of it. Sometimes, the environment in which communication takes place may also result in barriers—a noisy or filthy ambience; tense receivers; an ineffective means of communication or an incorrect choice of the mode of communication. Types of Communication Barriers From the above mentioned characteristics, we understand that communication barriers may be of the following three types: 1. Intra-personal Communication Barriers 2. Inter-personal Communication Barriers 3. Environment-based Communication Barriers 1, Intra-personal Communication Barriers: Several factors present within us can sometimes pose a hurdle in our communication—both in sending and receiving messages. These barriers are within our own control, which means we can deal with them on our own and overcome them. These barriers may be caused due to broader factors such as specific socio-economic and cultural backgrounds For instance, an individual who has been bor and brought up in closed culture will be less expressive and hesitant in conveying feelings—both happy and sad—than another individual who comes from an open culture, Likewise, an individual who has received prejudiced treatment from other people—in the family, at the workplace or society at lerge—is likely to develop cither selective perception or a judgemental attitude. 2. Inter-Personal Communication Barriers: These factors ere present outside en individual's own self—in the external environment between the sender and the receiver of the message, and are relatively outside the individual's control, They may cither be related with the other person (or persons) one is communicating with (receiver-centric) or they may be due to the individual's own shortcomings (sender-centric), or both. These interpersonal communication barriers may surface duc to various known or unknown external clements such as: * lack of trust towards the sender of the message or the lack of credibility of the message itself;+ aggressive or disruptive message delivery by the sender; + incompatible language competency between the sender and the receiver of the message or excessive use of technical terms (jargon); + incorrect selection of the medium for the dissemination of the message. 3. Environment-based Communication Barriers: These factors lie outside the eight components of the communication cycle; they are in the surroundings or external environment where communication takes place. They may be related with the noisy or non-conducive communication climate; a physical or chronomatic (time-related) issue pertaining to a particular society/culmre; tan ethical or social concem, a technological glitch, etc. These environmental barriers may result due to various elements both within and beyond control, such as stuffy rooms with poor seating arrangements, a huge and unmanageable audience; a screeching microphone or excessively interuptive telephone/mobile phone; incompatible computer software or snail-paced Intemet connection. For example, a sender who wants to send an urgent message about his ill health which doesn’t allow him to go for work, tries to call his colleague but his cell phone has been switched off and his landline telephone is out of order, This Prevents him from sending messages to the desired person at desired time. Factors Causing Communication Barriers 1. Lack of planning: If a message is communicated without adequate planning, then the desired result may not be obtained, Therefore, one would need to plan in advance before drafting his/her messages. 2. Lack of trust: The relationship between the sender and the recciver plays ‘an important role in a communication situation. A slight lack of trust or understanding between them may cause a communication barrier. 3. Ambiguity: It refers to the difficulty of understanding or explaining something because it involves making different inferences. Therefore, it is quite possible that the receiver does not correctly understand the meaning intended by the sender. An incorrect inference is often drawn because the message yields more than one meaning. 4. Distortions: It refers to twists or changes in facts or ideas in a message such that they are no longer correct or truc. Much of communication does not succeed because the receiver distorts the sender's original ideas to suit own convenience, While the sender believes that the message has been delivered correctly and the desired action will follow, the truth is that the recciver has not taken it in its original form. 5. Implied meanings: Messages may not always convey a meaning in a straight forward manner. If the socio-economic and cultural backgrounds of the sender and the receiver are not similar, then it is possible that the latter does not uncover the implied meaning. For example, a reference to the weather in the middle of a conversation on another topic, is often indicative of the sender's desire to change the topic of discussion.6. Noise: It is used to describe any information that is not wanted and that can make it difficult for important or useful information to be understood clearly. Noise is a major barrier to communication. The word ‘noise’ also refers to all kinds of physical interference, like illegible handwriting, blemished copies of ‘ypescripts, poor telephone connections, slow Intemet connections and so on. 7. Time and distance: Time and distance also act as barriers to the smooth flow of communication. Use of telephones, along with computer technology, hhas made communication very fast and has, to large extent, overcome the space barrier. However, technical glitches sometimes may make these facilities ineffective. In such cases, the physical distance between the sender and the receiver becomes a strong barrier. Even where the physical distance docs not matter much, such as a closed room, a faulty seating arrangement can also ‘become & barrier to effective communicstion. “SESSION 2 MEASURES TO OVERCOME BARRIERS IN COMMUNICATION. Now as we know the different barriers of communication, let's try to understand, the different measures that we could take to overcome those barriers: + Never go unprepared: Very often, the lack of preparation results either from the scarcity of relevant information about a topic or an incorrect audience analysis. Insufficient audience analysis, however, may certainly lead to a communication failure, * Give required time: In the present-day life, time is always at a premium and if the sender of the message compromises by not giving the required time for Preparation or dissemination of the message, the receiver(s) is sure to face problems. + Work on Language competency to overcome linguistic deficiency: Language plays an important role in any inter-personal communication where both the sender and the receiver must be reasonably comfortable in the language used. This is because in any communication process—oral or written, the seuder(s) encode(s) ideas, which the receiver(s) decode(s) to understand and give feedback accordingly. Any lapse on either side may lead to a communication failure. * Avoid false assumptions: Most often, communication fails because the sender of the message fails to communicate instructions well because he or ‘she assumes that the receiver(s) understood what they have said, but the fact could be that the receiver did not understand anything that was communicated to them or partially understood; both situations are undesirable in a smooth ‘communication process. + Don't be overconfident: When a person—a sender or a receiver—thinks that he/she knows all about a subject, he/she runs the risk of overconfidence. This mindset causes a person to be unwilling to leam new ideas. It is the best to approach communication with humility and a willingness to learn, for it is almost impossible to know everything about any particular area.= Don't be apathetic: Apathy causes communication to break down because it interrupts effective listening. It is for this reason that en apathetic speaker does not relate information well and may leave out key points. = Don't be fearful and defensive: When a sender is fearful or defensive about the subject matter that needs to be communicated to somebody, the sender ‘may go too far in the attempt to communicate and alienate the receiver(s) with ‘melodramatic gestures and words. Instead of accepting the mistake, the sender might try to justify the action or refuse to admit the mistake altogether, creating further misunderstanding. Such defensive behaviour may also ruin the sender’s credibility with receiver(s). Likewise, when a receiver is fearful, he or she may not understand what is being said, leading them to stop listening, which would lead to more mistakes in future. ‘+ Don’t be egocentric: It is an attitudinal barrier wherein one tends to feel that ‘one’s own ideas are more important or valuable than those of the others. This attitude may cause harm as it alienates an egocentric person from others. For ‘example, an egocentric manager may miss out on the creativity and. variety of ‘ideas that their subordinate could contribute to a project, and (in an extreme situation) may also lose qualified and experienced employees to a rival company, ‘© Avoid judgemental attitude: Many communication failures occur because the message tends to pass some sort of judgement against the receiver. Therefore, it is not received at its face value. Giving precedence to the expression of ‘opinion over facts and the use of offensive or annoying expressions ensure that the receiver becomes guarded and defensive. + Show respect towards the receiver(s) of the message: Make sure that there is mutual respect between the sender and the receiver for a successful ‘communication. This mutual respect allows each party to invest time in ‘speaking/listening to the other party. ‘= Anything that prevents smooth dissemination (sending) or comprehension (receiving) of message, either at the sender's end or receiver's end, is a barrier to communication. ‘© Communication barriers may be commonly of three types: (1) intra-personal Communication Barriers, (2) inter-personal Communication Barriers, and (3) Environment-based Communication Barriers. '* Factors that cause communication barriers are: (1) Lack of planning, (2) Lack of trust, (3) Ambiguity, (4) Distortions, (5) Implied meanings, (6) Noise, (7) Time and distance. ‘+ Different measures that we could take to overcome communication barriers are: 1. Never go unprepared 2. Give required time 3. Work on language competency to avercome linguistic deficiency 4, Avoid false assumptions 5. Don't be overconfident 6. Don't be apathetic 7. Don't be fearful and defensive 8B. Don't be egocentric 9. Avoid judgemental attitude 10. Show respect towards the receiver(s) of the message. ()bass aa ‘A. Muttiple choice questions. 1. Communication berrier is: {2} Anything that prevents the smooth dissemination (sending) or comprehension (receWving) of a message, ether at the sender's end or receiver's end. {(b) Elements causing communication failures, which may have serious effects on one's personal and professional relationships. (c) All the above. 2. Ambiguity refers to {@) Difficulty in understanding or explaining something ()) Difficulty in comprehension caused by making different inferences {e) Both (a) & (0) 8. Answer the following questions. 4. What do you mean by communication barriers? 2. Explain environment-based communication barriers with two examples. Activity. With the help of a chart paper, glue stick, colourful sketch pens and newspaper clnpings make a collage depicting ‘communication barrier. 1.4 PRINCIPLES OF COMMUNICATION “SESSION 1 PRINCIPLES OF EFFECTIVE COMMUNICATION Today, we arc in a imowlodge-basod cconomy, which is also referred to as “the fourth ‘cconomy’. The nature of the world in which we livo—one that is weird, connected, ‘mobile, fast-paced— has changed in some not-so-subtle ways in recent years. Many studies and surveys conducted in various areas indicate that effective communication is very important for individual as well as organisational suecess. By its very nature, it forms the basis for establishing cooperative and supportive relationships between ‘machine operators, flor managers, supervisors, shop floor workers, co-warkers, client, ‘vendors, suppliers and almost all stakeholders; reducing friction and minimizing work- People who are good communicators are more successful in advancing their careers, if all other factors remain equal. Think about the people who have inspired you ‘in some way or the other in your personal or professional life. They may be your parents, teachers, close relatives, friends, or political leaders. In addition to having other qualities, these people are probably very good communicators. When they speak to a gromp, send a letter, or talk face-to-face, their messages are thought-out, focused, and purposeful. They use every communication opportunity to engage people, share ‘information, or advance their agenda.“SESSION 2 7Cs OF EFFECTIVE COMMUNICATION ‘We communicate all day long; at home, at work, with our next-door neighbour and at the sports club. We communicate verbally, non-verbally and in writing, Whether ‘we communicate in written or oral, or audio or visual, or audio-visual mode, it is important that we follow the 7Cs of effective communication (also known as the seven principles of communication). These 7Cs of effective communication provide a useful checklist as given below: 1. Clear information: Choosing appropriate words and phrases to convey ideas in the form of a message is very important. For this you need yourself to be fully clear of what exactly your message is, what the objective of your message is, and to whom you are going to share it with. Some of the ways of ensuring clarity of expressions could be: * Choosing short familiar words (conversational) ‘+ Constructing effective sentences and paragraphs keeping unity, coherence ‘and the emphasis of the message in mind * Achieving appropriate acceptability/readability by adopting receiver-centric approach * Including appropriate examples and illustrations in support of the message 2. Complete information: Completeness of infomation is very important as it brings the desired results without additional messages; builds goodwill; averts lawsuits and answers all questions—the 5 Ws: who, what, when, where, why (and how). Offering complete and relevant information makes a communication effective as it rules out the need of another cycle of communication to clarify 3. Concise message: In this fast paced world, every person lacks time. Hence, it is necessary to keep the message crisp and concise. It adds not only to the efficacy of the message but also saves the receiver's time in understanding it. Lengthy messages are not only boring but are also distracting to the receiver. ‘Some of the ways of ensuring the conciseness of a message could be: * Cutting out wordy phrases and sentences « Including only relevant information * Doing away with faulty/unclear pronoun usage: ‘it is’, ‘this ete. « Sparing usage of abstract subjects and passive verbs 4, Concrete and coherent presentation: Concrete and coherent messages facilitate easy understanding and produce the desired result. Hence, sender should be careful of not jumbling too many ideas into an incoherent presentation as it may lead to nothing but confused thinking and branching off from the main streams of thought. This can be ensured by being detailed instead of vague, ‘using action yerbs instead of smothered expressions and using concrete nouns instead of abstract nouns. “there is5. Correctness of facts: Nothing could be more dangerous than an incorrect message. Make sure that whatever you communicate is correct to the best of your knowledge. This can be ensured by using the right level of language— formal/informal, acceptable/substandard; presenting accurate facts, words, and figures after extensive proofreading; following acceptable writing mechanics— no spelling errors or carcless omissions; choosing of non-discriminatory expressions—treating men and women equally. 6. Consideration of the message and the receiver: For the communication success, it is important that you prepare the message with your receiver(s) in mind, unless the receiver of your message has made a mistake or has a different opinion; emphasising the receiver's takeaway (benefits) from the communication, showing interest in the receiver, emphasising positive, pleasant facts, and ensuring honesty and integrity in your message. 7. Courtesy towards receiver: The absence of ‘mutuality of thought” in communication may result in disbelief, which may lead to a complete failure in communication. Some steps towards showing courtesy to the receiver are— ‘being sincerely tactful, thoughtful, and appreciative, omitting rude expressions (not talking down), minimising slang and jargon, granting and apologising good naturedly, giving feedback promptly and, above all, giving the receiver duc respect $0 that he believes in what you say. = People who are good communicators are more successful at advancing their careers, if all other factors remain equal. ‘= Whether we communicate in written or oral, or audio or visual, or audio-visual mode, it is important that we follow the 7 Cs of effective communication (also known as the seven principles. ‘of communication), which is a useful checklist that one should ensure in his/her communication: (1) Clear information, (2) Complete information, (3) Concise message, (4) Concrete and coherent presentation, (5) Correctness of facts, (6) Consideration of the message and the receiver, and (7) Courtesy towards receiver. BS SSS ‘A. Multiple choice questions. 2, Constructing effective sentences and paragraphs, keeping unity, coherence and the emphasis of the message In rind helps in: (a) Clarity of message (b) Compactness of message (c) Courtesy of message 2. Which of the following Cs is NOT one of the 7¢3? (a) Completeness (b) Clarity (6) Cooperation B. Answer the following questions. 1, What do you mean by 7Cs of etfective communication? 2. How can you keep your message concise? &Activity. ‘Observe a shopkeeper (such as grocery owner, chemist, rult seller, etc.) in your neighbourhood for a week and write in 50 words how he/she shows courtesy towards his/her customers. 1.5 BASIC WRITING SKILLS “SESSION 1 wre seis ‘Writing skills are very important for a professional success as it is an innovative activity of the mind. An effective writing skill allows the sender to express his/her message with case and comfort without Ieading to any miscommunication or confusion to the receiver. For this, it is essential to choose the suitable form of written ‘communication from different forms such as letters, memos, circulars, notices, reports, etc. available. You can cither choose one-to-one communication or one-to-many ‘communication, whichever you feel is appropriate for your receiver to understand. Apart from the three important aspects such as: (1) using correct grammar, (2) selecting right word, and (3) forming casy sentence structure (a5 discussed in the previous book), there are following four essential elements of effective writing: 1, Solid structure: Every good writing should incorporate three structural elements—an introduction, a body and 2 conchision. This structural rule holds true no matter what form of written communication you choose from—a Paragraph, an essay, a letier, a memo, an email, or a report, 2. ‘Crystal clear’ clarity: It is important as an ambiguous message that gives mixed or confusing signals to your receiver may lead to confusion and may even lead himvher to ignore the message. 3. Candid consistency: Consistency makes your message focussed and orderly. Hence, avoid contradicting yourself or changing your viewpoint frequently. 4. Selection of right medium: The choice of the medium of communication is fan important factor. Hence, choose the medium that best communicates your message. SESSION 2 SENTENCE Sentence: A group of words which gives complete meaning of the idea that the sender of the message wants to communicate. ‘Example: Dogs bark. It is a good hospital. This is the theory which throws light on photosynthesis. SESSION 3 PHRASE Phrase: It is « group of words that just gives some hint of the ides that the sender of the message wants to communicate. Hence, phrase only gives partial meaning but not @ complete meaning. Phrases do not have finite verbs.Example: They live im this city. He joined the team at the last moment. I could sce the lashing waves of the sea. He has written some books. (‘has written’ is a finite verb, resent perfect tense) Speaking on the occasion, the minister said prohibition would be lifted soon. (‘speaking’ is a non-finite verb, gerund) There are mainly FIVE different kinds of phrases based on different parts of speech. 1. Noun Phrase: A group of words that does the function of a noun in a sentence is called a noun phrase. Example: His sudden resignation is « mystery. A fifty-year-old man was sitting in the garden. 2. Adjective Phrase: A group of words that does the function of an adjective in 2 sentence is called an adjective phrase. Example: My neighbour is a man with strange habits, This chain is made of gold. 3. Adverb Phrase: A group of words that does the function of an adverb in a sentence is called an adverb phrase. Example: He lived in Saudi Arabia once upon a time. Please place the chemicals in the safe place. 4. Verbal Phrase: A verbal phrase consists of any of the three mon-finites — participle, gerund ot infinitive — and its objects or modificrs. Example: You must work hard to pass your board examination with good marks. He enjoys playing cricket in the evenings. ‘Taking long strides, he soon reached there. 5. Prepositional Phrase: A prepositional phrase consists of 2 preposition, its object and any modifiers of the object. These phrascs add descriptive details to a sentence. Example: The two men danced like playful children. He looked under the table and the chairs. The flower vase is om the table. He cleaned the car after the storm. KINDS OF SENTENCES ‘As already discussed in the previous book, on the basis of the meaning they convey, sentences are of FOUR kinds — assertive, interrogative, imperative and exclamatory. Apart from the above, a sentence, for the purpose of analysis, can also be examined from the point of view of its structure as: 1. Simple Sentence 2. Compound Sentence 3. Complex Sentence ‘Example: He has big house (simple sentence)He has a house and it is very big. (compound sentence — two simple sentences Joined by the coordinating conjunction, ‘and’) He bas a house which is very big. (complex sentence ~ having a main clause and subordinate clause) 1, Simple Sentence: A simple sentence contains only ome main clause, It does not have subordinate clauses. Example: My father Is a senior manager in this organisation, Chandigarh is a planed city. Microbiology 1s an interesting subject for me. You can observe that there is only ome @nite verb in each of the above sentences. That means there is only ome clause. A one-clause sentence is a simple sentence. 2. Compound Sentence: A compound sentence contains at least two main clauses (each having an independent finite verb). It may or may not have coordinate clauses. However, if there arc coordinate clauses, they are joined bby coordinating conjunctions. Example: You may either stay in the hostel or stay with your relatives. The flowers are blooming, the birds were singing, and spring was in the air. (in sentence 1, there are two main clauses, In sentence 2, there are three main clauses.) ‘A compound sentence consists of two or more independent clauses joincd together bby conjunetions. One of them is a main clause while others are coordinated to the main elause. They are called coordinate clauses. Such coordinate clauses are of equal rank and can convey complete meaning by themselves. These clauses are joined by coordinating conjunctions ot correlative conjunctions. Given below is a list of coordinating conjunctions sxd correlative conjunctio Coordinating Conjunetions: and, still, but, yet, or for s0, else, otherwise, as well as Correlative Conjunetions: hardly...when, if..then, though...yet, not only...but also, both...and, either...0f, neither ..nor, whether...0F See how these conjunetions join independent clauses. Example: We went to the market but the shops were closed 0 we came back home. Net only is he knowledgeable but also has a lot of experience in handling such cases. Gn the first example, there ate three independent clauses. A sentence with two independent clauses 1s a compound sentence even with subordinate clauses.) Example: I may do computer course but I may not join that if 1 get admission in the modical college. ‘I may do a computer course’ ~ independent clause “I may not join that’ — independent clause “if I get admission in the medical college’ — subordinate clause)3. Complex Sentence: A complex sentence contains only one main clause and at least ‘one subordinate clause. Example: As soon as the meeting began, a member said that he wanted to raise a point of order. (This sentence has only one main clause and two subordinate clauses; therefore this is a complex sentence.) ‘A sentence having only one independent clause is called a principal clause and one or more dependent clauses called subordinate clauses is called a complex sentence, It contains at Jeast twa finite verbs. There arc as many clauses in a sentence as there are finite verbs. There is only one main clausc callod principal clausc and the rest of them are subordinate clauses. The subordinate clauses are dependent on the Principal clause to complete the meaning. “SESSION 5 PARTS OF SENTENCE ‘A sentence can be divided into the following two pars: 1. Subject part 2. Predicate part ‘Look at the given sentences divided into two parts: A (Subject part) B (Predicate part) Dogs bark, ‘Sudha is a doctor. He teaches information techcology. ‘This intelligent scientist ‘has invented the fastest way of communication. ‘The President of India thas awarded the actor ¢ national award for scting. ‘TABLE 11: PARTS OF A SENTENCE Jn terms of the paris of a sentence, it is important to understand the following three ways of sentence formation: 1, Enlargement of the Subject: Sometimes, the subject of a sentence is preceded or followed by 2 qualifying word or words like a noun or an adjective. It adds meaning to or elaborates the subject. It is called an enlargement cr attribute. Example: Lazy Ronak failed the examination. A desire to win is necessary for success. 2. Extension of the Predicate: Sometimes, the predicate of a sentence is preceded ot followed by » qualifying word or words like a moun or an adjective. It adds ‘meaning to or elaborates the predicate. It is called an Extension. Example: The rich man donated generously. Ronak failed the annual examination. 3. Object and Complement of the Predicate: When the verb in the predicate is a transitive, it needs an object to complete its meaning. Example: I know her. He helped me in my studies. But if the vecb in the predicate is intransitive, it does not meed any object; it is complete in itself, However, if the speaker wants to further clarify the meaning of the{intransitive verbs of the predicate, he may use « complement. Sometimes, even the intransitive verbs of the predicate need additional words (verbs) to complete their ‘meaning. Such additional verbs are called Verb of Incomplete Predication. Example: The rich businessman donated generously. Ronak is a software engineer. “SESSION 6 PARTS OF SPEECH Parts of Speech: Words in english language (according to their functions in a sentence) can be classified into the following eight parts of speech. be 2. Pronoun 3. Adjective 4. Verb 6. Preposition 7. Conjunction _—&8. Interjection Example Words Example Sentences en, dog, work, music, « Tais is my dog tows, London, teacher, © He ive bs mt | ‘© We live in Ajmer. 1, you, he, she, some Tina is Indian. She is rat alan, the, some, Thave two ‘good, big, red, well aye ate Soe 5am | (to) be, India is a ‘work, sing, can, mst | 2 yi tain # The bird sang, et es. quickly, silently, wel, | My dog cats quickdy. ‘an adjective or an} badly, very, really, | when he is very hungry, soon, late, fst, cary |” ety realy icy te a aie, on. Bul, | 5 We went to school om the other words although, still, yet Soudan aa pina ‘¢ The cat is under the table. clause/senience © Look at the board + ‘Conjunction |joins clauses and, but, when, while, | 1 ie pizza and burgers. ‘OF sentences or whereas. © I Sikes sandwiches bat I i don’t like pasta. ‘* [eat pizza when T go to restaurants. | Interjection short bt, ouch, hil, well ¢ Ouch! That hurts! | ‘exclamation, ‘+ Hill How are you? sometimes = Well, I aia Well, I don't know. sentence ‘TABLE 12: PARTS OF SPEECH[SESSION 7) arricues Use of Articles: In English language, there are two types of articles ~ Indefinite article and definite article.‘A’ and ‘an’ are indefinite article while ‘the’ is a definite article. Generally, ‘an’ is used before the words starting with « vowels — A, E, 1, O, U and ‘a’ and ‘the’ is used before the words starting with consonants, In order to use these two types of articles correctly, it is important to remember that in English language the ‘spelling of a word’ is different from the ‘pronunciation’ of the word. Of the 44 sounds (each is given a symbol from the International Phonetic Alphabet) of 26 alphabet in English language, there are 20 vowels and 24 consonant sounds. Strictly speaking, A E I O U are not vowels but just letters of the English. Phonemic Source: http://myblog-inplainenglish. blogspot.com/2017/03/english-pronunciation html ‘The indefinite article ‘a’ is used before: (@) a word beginning with a letier having a consooant sound. Example: 2 book, a man, 2 dinner. (b) a word that begins with the letter (like O) with the sound ‘wa’. Example: a one-rupee note, a one-eyed man, etc. (©) a word beginning with ‘u' or ‘eu’ giving the consonant sound of ‘yu’. Example: a university, a European.The indefinite article ‘am’ is used before: (@) a word beginning with the letter a, ¢, i, 0, u and having a vowel sound. Example: an apple, an egg, an umbrella, an idiot, etc. (b) a word beginning with *h’ but the pronunciation starting with a vowel. Example: an heir, an hour, an honest man, etc. (©) An abbreviation, the first letter of which is ‘M’ Example: en MLA, an MP, en MCom, an SDO, an FRCS, en X-mas gift, etc. SESSION 8 CONSTRUCTION OF A PARAGRAPH ‘As you know, paragraph is a group of sentences dealing with a single topic. There may be sentences with different lengths and types — simple, compound and complex — in a single paragraph. In fact, the variations in the length and types of sentences helps in retaining the interest of the reader and doesn’t allow monotony to come in ‘the paragraphs. Leaming to write good paragraphs will help you in communicating your message effectively in a written format. Paragraphs can contain many different kinds of information — actual, fictional, documented, or fantasy. It might describe a place, character, or process; narrate a series of events; compare of contrast two of more things; classify items into categories; or describe causes and effects. Writing skills is very important for a professional success. The four essential elements that make your writing effective are: (1) Solid structure, (2) ‘Crystal clear’ clarity, (3) Candid consistency, and (4) Selection of right medium. ‘+ There are 8 Parts of Speech — noun, pronoun, adjective, verb, adverb, preposition, conjunction and interjection. ‘The words of the 8 parts of speech may have both denototive and connotative meanings. ‘+ There are two types of articles - indefinite article and definite article. ‘A’ and ‘an’ are indefinite article while ‘the’ is a definite article. © Generally, ‘a’ and ‘an’ are used before the words starting with a vowels — A, E, 1, O, U and ‘the’ is used before the words starting with consonants. SELF ASSESSMENT ‘A. Multiple choice questions. 1. Agroup of words that just glves some hint ofthe idea contained in a message is 2: (2) phrase 2A {2) punctuation & (0) dause (¢) sentence is a collection of related sentences dealing with a single topic (0) phrase (€) paragranhB. Answer the following questions. 1. What are the eight parts of speech? 2. What are the parts of sentence? Explain briefly with example. C Activity Write 5 sentences each of the 3 types of sentences — (a) Simple sentence, (b) Compound sentence, (¢) Complex sentence. {total 5 x3 = 15 sentences). ‘A. Multiple choice questions. 1. Which of the following i an example of nonverbal communication? {a} Smell of emon {(b) Map of india {€) Bulletin board ‘Which of the folowing is more helpful for improving one’s present performance? (2) Generic feedback (b) Summative feedback {€) Specific feedback 3. Sender of the message should analyse the receiver's knowledge to: {2} choose the medium to share in the message {b} explain how receivers can benefit from his/her message (c)allthe above ‘Which of the following doesn't help in showing courtesy towards the receiver? (2) Being sincere and respectful (b) Being tactful and thoughtful {) Maximising slang and jargon ‘The sentences that express surprise, admiration, pty, sorrow and other feelings in an emphatic way are called: (a) assertive sentences: {) exclamatory sentences (6) interrogatory sentences B. Short answer questions (i). 4, What Is chromaties? 2. Define prescriptive feedback. 3. What are intra-personal communication barriers? 4. What are the different kinds of phrase? 5. Define sentence with example.C_Short answer questions (1). Why is chromatics important for a professional? What are the advantages of visual communication? Why is feedback so important in ary communication process? ‘What measures could be taken to overcome communication barriers? How can you ensure correctness of facts in your message? Why Is selection of right medium an important aspect of writing skills? Explain with example. D. Long answer questions. Define verbal and non-verbal communication with five examples each. Explain communication cycie briefly. What is specific feedback? How does it help in self-improvement? Explain any five factors causing communication barriers. Explain the 7Cs of effective communication. What are the eight parts of speech? Give one example for each. py ae ewe ene Practical work. With the help of chart paper, glue stick and newspaper clippings, make a collage of different types of facial expressions happy, sad, surprised (interested), angry, disgusted or afraid. 2. Foraweek, observe any one person of your choice on his/her feedback giving style’. Prepare a chart enlisting do's and don'ts for giving feedback effectively. 3. Role play with your friend on how you overcame a communication barrier during the annual sports day/school sclence fest. 4. Fora week, observe any one person of your choice on his/her ‘communication style’ audit the effectiveness of his communication (by observing whether people agree or disagree to what he requests for). Prepare a ‘communication advice’ (based on the 7Cs of effective communication) for him/her. 5. Write a paragraph on any topic of your choice using all three types of sentences —(2) simple sentence, (b) compound sentence, (c) complex sentence. #2 Self-Management Skills - II ee a) ‘After studying this chapter, students will be able to: ‘+ Understand meaning and importance of stress management. Apply stress management techniques. Demonstrate the ability of working independently. Describe the types of self-awareness. Describe the meaning of self-motivation end self-regulation. 2.1 STRESS MANAGEMENT TECHNIQUES INTRODUCTION Stress, according to the Oxford Advanced Leamer’s Dictionary, is “pressure, tension or worry resulting from problems in one’s life’ and as per the American Heritage Dictionary it is ‘a state of extreme difficulty, pressure, or strain’. On the other hand, wwe have Dr Hans Selye, popularly known as Father of Stress, for first introducing the concept of stress in a medical context. According to Dr. Hans, “Stress is a normal part of life and adapting to stress is a natural mechanism.” SESSION 1 MEANING AND IMPORTANCE OF STRESS MANAGEMENT Stress is a charged-up intemal condition of our body in response to some repulsive (sometimes delightful too!) extemal or internal situations. Whichever way you wish to ‘understand, stress is the truth of the day and you can't deny it, Whether it is caused by external forces such as fluctuating climate condition, approaching examinations, parental or peer pressures, price hikes, demanding heath conditions, a classmate, strict teacher or by intemal forces such as less self-belief, low eneruy level, lack of ‘enthusiasm, poor self-image, no self-confidence, stress has become a part of our life. Stress can be either positive or negative and phrased the good stress (like getting a job promotion) as eustress and the negative stress (like anxiety produced by an abusive working situation) as distress.”Stresses can be emotional, nutritional, chemical, physiological or hormonal. Irrespective of this, our body responds identically to all these stresses. This is because stress responses are like reflexes—we get the same response no matter what the stimulus, On the basis of its stimulus, researchers have found the following four factors to be the sources of stress in the modem times. 1, Survival stress: It is generated by a do-or-die crisis situation and is a common response to such dangers by human beings and animals alike. This kind of stress puts you in danger of immediate barm—physical or psychic. In response to it the adrenal glands of your body naturally responds with a surge of hormonal secretions like adrenalin and cortisol in your bloodstream which feels like a burst of energy being pumped in and this ignites your instinctive ‘fight’ fr ‘flight? response, 2, Internal stress: It is generated by pent-up worries, frustration and upprebension in your inner self and is a common response, mostly by human beings, to such inhibiting feelings. This kind of stress, unlike survival stress, keeps on building up inside your body and hindering your open outlook towards life. It obstructs ‘your overall performance, It could be the result of your self-imposed worries ‘about things over which you hardly have any control. 3. Environmental stress: I: is generated by the uncomfortable feeling of things! situations in the surroundings such as moise, crowd, extremely hot or cold climate, continuous rain, impending flood, rising price hikes, old and ailing Parent, a mischievous classmate, a noisy neighbour, a complaining fiiend, demanding parents, an overtly strict teacher, a bullying senior etc, Some of these factors may be within your control while others may be beyond your control. 4, Fatigue and overwork related stress: It is generated by the fatigue end overwork that you build up over a period of time as a result of your highly demanding study routines, ever increasing ambition, setting up unrealistic goals and exerting yourself’ much beyond your mental and physical capacity, More often than not, such stress arises from deadlines that are self-imposed or imposed by others or by circumstances. ke. Internal Stress NA a ‘Hence, having stress in your life is not an issue these days. However, how you ‘manage your stress is more important. Living a healthy lifestyle is one way to reduce stress levels. When you are living healthy, you automatically cope with stress better,Unfortunately, often we cannot simply remove the cause of our stress; but we can change the way we deal with it. “SESSION 2 STRESS MANAGEMENT TECHNIQUES — PHYSICAL EXERCISE, YOGA, MEDITATION Stress is a very powerful force that involves awareness, attention and energy. It can ‘be managed to empower you. But if you let stress control you, the resulting distress can be harmful not only to your body, mind, and spirit but also to your self-esteem and confidence level. Each individual has hivher own symptoms of stress. So it is important to first understand what causcs stress in you and what symptoms docs your ‘body show. Below are given some casy ways to find out our stress. 1, Finding out your ‘alarm response’ or signs and symptoms of stress: Our ody produces physical ‘alarm response’ that pumps adrenalin through our body, tensing our muscles and speeding up our heart. This alarm response, in most cases, doesn’t do us any good. You can leam to respond calmly, and deal actively and positively with your stress, whether it is caused by extemal or internal factors. 2. Identifying your physical and mental signs of stress: It is important to identify the different signs of stress, for it could be the first step in learning how to deal with your own stress or stress signs of someone you work with such #8 your boss, colleague or a family member. Sometimes, you are so used to living with stress that you don’t know how to identify it. 3. Finding out what causes stress in you: Personality type plays a major role in reaction to stress. For example, overambitious people, who set unrealistic goals for themselves, are often seen to be more prone to stress-related physical problems while those who are tealistically ambitious about their goals know how to balance their espirations. 4, Find out what are your personal signs of stress: It's is quite possible that a sign may tip you off thet you are under stress. You may start sweating, shivering, twitching or, in the worst case, start biting your nails when the situation gets out of your control. Understanding your personal signs of stress level is as important as feeling the pulse of the other person’s stress level for you cannot insulate yourself from stress in the company of a stressed person, or in a stressful surrounding, After identifying what causes stress in you, you can manage it by following stress ‘management techniques: 1. Yoga for breathing exercises: Allowing yourself inhalation of a breath of full oxygen (also known as belly breathing), thus bringing in a good supply of it to your brain, is also an effective way of dealing with stress. When tense over undesirable situations and stressed over discomforting feelings, belly or abdominal breathing can be very soothing because it slows you down and relaxes your muscles. 2. Meditation: Meditation helps us in enhancing our mindfulness. Regular ‘meditation can bring abundance of peace to your mind and calm and composureto your body. People who are successful in their chosen field have managed and overcome their day-to-day stress by meditating. 3. Physical exercise: One common sign of getting stressed is that your muscles contract, which further adds to your discomfort with headache, back pain, muscle pull and high blood pressure. Relaxing your muscles by deep breathing, lying down with closed eyes or sitting with a firm head support is almost always better idea to deal with stress. oo —_~ “—S__ gam \ OO ENJOYING, GOING TO VACATIONS AND HOLIDAYS WITH FAMILY AND FRIENDS By now, you know that stress is a normal thing to happen to you. However, you should not allow it to obstruct your performance and this can be done by living life in the moment, enjoying with family and friends whenever possible, ‘thought- stopping’ or not thinking too much, going on vacations and holidays whenever time and resources permit. Researchers say that a good vacation helps us to reconnect with ourselves, operating as a vehicle for self-discovery and helping us get back to fecling cour best. In fnct, people who take regular time to relax are less likely to experience ‘bumout thereby becoming more creative and productive than their overworked, under- rested counterparts. All these are some good stress management technique that help in dealing with stress that comes from your ‘fear of the unknown’. Besides, also practice feeding yourself on ‘good stress’. While all stress must be managed, it is a mistake to think Of all siresses to be bad. Some stresses can be very good or ‘eusiress’. Good siress may apparently, like all stresses, seem too much to handle emotionally or physically, but it does not drain you of energy. Its very mature energizes you, helping you handle more than you thought possible. “SESSION 4 TAKING NATURE WALKS ‘Taking time out for nature walks too helps in reducing your stress level. Working hard to fulfil your dreams are important but equally important is meeting your physical and‘mental needs. Many of us stretch ourselves much beyond our physical and mental capacity, giving way to stress. Try to break your working hours into parts with brief ‘breaks in between. Taking time out for nature walks, say of five to ten minutes, after every two hours of continuous work, is also a good idea as it helps you to break monotony and focus on your work better. Taking a walk in a park could actually shift your brain into a calmer state, according to recent research, A recent siudy found that walking through green spaces can put the brain into a meditative state, Definitely a good reason to take @ walk in the park: Spending time in nature has been linked to stress reduction, Besides, like any other cardiovascular exercise, brisk walking too boosts the secretion of endorphins in our body, which is capable of reducing our stress hormones and thereby alleviating our mild depression. ‘© Stress results from pressure, tension, worries and problems in our life. ‘© Stress can be either positive or negative in nature. Good stress is known as eustress and bad stress result in distress. ‘© On the basis of its stimulus, researchers have found the following four factors to be the sources of stress in the modern times — (1) survival stress, (2) internal stress, (3) environmental stress, and (4) fatigue and overwork related stress. ‘* Some easy ways to find out our stress are: (a) finding out our ‘alarm response’ or signs and ‘symptoms of stress, (b) identifying the physical and mental signs of our stress, (c) finding out what ‘causes stress in us, (d) finding out what are our personal signs of stress. ‘© After identifying what cauises stress in you, you can manage it by different stress management techniques such as: (a) doing yoga for breathing exercises, (b) meditating, (c) doing physical ‘exercise, (d) thought-stopping, (e) going on vacation with family and friends, (f) going for nature walks, etc, SSS ‘A. Multiple choice questions. 1. Which of the following stress enhances your productivity in terms of output? (a) Distress (o) Eustress {e) Both (a) & (0) 2. Which ofthe following helps in uncluttering your mind? (a) Eavesdropping (0) Thought-stopping. {e) Both (a) & (0) B. Answer the following questions. 1. What is stress? 2. Explain briefly survival stress. Cc. Aetivity. For a week, observe any one person of your choice on his/her ‘stress management techniques’. Share your observations in the class.2.2 ABILITY TO WORK INDEPENDENTLY "SESSION 1 IMPORTANCE OF ABILITY TO WORK INDEPENDENTLY ‘One of the abilities that we require the most is our ability to work independently. ‘Working independently actually means: ‘ Being self-aware, self-monitoring and self-regulating. * Knowing what you need to do and when. ‘© Taking initiative rather than waiting for someone clse to give us instruction what to do. = Doing what is asked to the best of our ability without any extemal or internal fear, ** Learning to work at a decent pace so that our work is completed on time. Taking ownership of our mistakes and not looking for excuses or “blamo-game’. © Not letting our self-doubt or negative emotions hamper our present or future actions. The followings are the seven necessary skills that we need to hone in order to work independently: 1. Organisational skills: It is an essential requirement to know what to do, when and where to start and when to finish everything on time. 2. Multitasking ability: It is your ability to work on more than one thing at a time and complete each of them with required proficiency. 3. Discipline: It is most important skill to keep you and. your actions in track for the successful completion of the task at hand. 4. Communication skills: It helps you connect with yourself as well as with others for the support and cooperation required fo finish the work at hand. 5. Negotiating skills: It is your ability to see the bigger picture. It calls for foresightedness and willingness to accommodate others’ ideas for the benefit of all. 6. Flexibility or adaptability: It is your quality to adspt your working style (without compromising with the quality of work) to suit other people working with you. 7. Ability to deal with rejection and not to take it personally: This calls for a ‘never-say-die” attitude and open-mindedness to face failure and yet not get disheartened and start afresh. “SESSION 2 TYPES OF SELF-AWARENESS Self-awareness refers to your knowledge and understanding of yourself — your ‘emotions, beliefs, values, biases, knowledge base, abilities, motivations, interests, etc. ‘Your self-awareness includes recognition of your own personality, your strengths and ‘weaknesses, your likes and dislikes. It makes you conscious of your own moods, ‘emotions and drives. As we move ahead in the 2ist century, in the knowledge-‘based economy, the need to upgrade our knowledge and skills to keep pace with the ‘permanent white waters’ becomes all the more important, However, the starting point should be the Imowledge of oneself as a unique individual and how one relates to this new economy. When you are self-aware you almost always know how you are going to respond to certain good or bad situations. Developing self-swareness can help you in recognising when you are stressed or under pressure. This knowledge also capacitates you to have effective communication and productive interpersonal relations. There are 4 kinds of self-awareness as given below: 1, Self-awareness of your strengths: Take time to discover your strengths. Discover your strengths by paying attention to the kind of work you do or want to do, what kind of work do you feel energised to work on, what do others comment on the quality of your work, what types of projects are you naturally drawn toward. 2. Self-awareness of your weaknesses: Discovering your weaknesses builds your humility. As you discover that you cannot do everything, you either learn them ‘yourself or be humble enough to ask for someone else’s support. 3. Seltawareness of your dark side: Your dark side includes your character flaws and your hidden weaknesses. Don't hide them rather try to overcome them with the help of friends and family. 4. Selfawareness of your emotional triggers: These are your trigger points Sometimes known to you st other times not known to you. The best way to deal with them is to keep your calm and composure in the worst of the situations. Remember that knowing your emotional triggers helps you develop a strategy for remaining calm in those situations. "SESSION 3 SELF-MOTIVATION AND SELF-REGULATION Self-motivation refers to your ability to identify effective methods of getting yourself to move from thought to action. Every human being is different. Some individuals are highly self-motivated. while others require the imposition of extemal deadlines or ‘some type of reward or penalty in order to move from thought to action. Identifying ‘your specific needs in this area is the first step. ‘A common barrier to action is often the perception that a task is too large or too complex to accomplish. If that is an issue for you, then a useful practice is to break down the job into several smaller, more ‘doable’ tasks each of which you can envision accomplishing in a set time period. In the recent years, self-regulation or systematic efforts to direct thoughts, feelings, and actions towards the attainment of one's goals bas assumed great importance in ‘the psychological and educational literatures. Your self-regulation allows you to keep a tab on your own emotions resulting as your response to a specific event and attune ‘your actions accordingly to accomplish your set goal ‘Your self-regulation also enables you to develop your own idea about ‘what is appropriate behaviour’ and ‘what is inappropriate behaviour’ in a given social condition, With developed self-regulation you think before you act and most of the ‘umes you know how to control your negative impulses over not-so-pleasant situationsand let go your emotions when you weigh the situation and find it apt and conducive to receive and reciprocate your emotions for actualising your set goels. In fact, goal setting is an integral component of self-regulation. Effective goal setting requires you to set a long-term goal, break it into short-term, atiainable sub-goals, monitor progress and assess capabilitics, adjust the strategies and goal as needed, end set a new goal when the present one is attained. Your knowledge sbout self-awareness, self-motivation and self-regulation will help ‘you identify your skill set, interests, career path, and key motivators. You can also take personality assessment to gain insight into yourself, your strengths, weaknesses, ‘motivators. These personality tests help you with insights into how to grow personally and professionally. One of the abilities that we require the most is our ability to work independently. Working independently requires 7 necessary skills: (1) organisational skills, (@) multitasking ability, (3) discipline, (4) communication skills, (5) negotiating skills, © flexibility or adaptability, and (7) ability to deal with rejection and not to take it personally. © Self-awareness refers to your knowledge and understanding of yourself—your emotions, beliefs, ‘values, biases, knowledge base, abilities, motivations, interests, etc, ‘= There are 4 kinds of self-awareness: (a) self-awareness of your strengths, (b) self-awareness of your weaknesses, (c) self-awareness of your dark side, (4) self-awareness of your emotional triggers. * Self-motivation refers to your ability to Identify effective methods of getting yourself to move from ‘thought to action. ‘© Selfsregulation refers to systematic efforts to direct one’s thoughts, feelings, and actions towards ‘the attainment of one's goals. '* Your knowledge about self-awareness, self-motivation and self-regulation will help you identify your ‘skill set, interests, career path, and key motivators. SELF ASSESSMENT ‘A. Multiple choice questions. 1. General feeling of self-awareness enhances your: (a) self-confidence (0) self-monitoring {c} self-regulation 2. Which of the following shows your ability to participate as a member of a team? (a) Oratory skills (b) Interpersonal skis {e) Communication skills B. Answer the following questions. 1. What is self-awareness? 2. Why is self-regulation important in your life? Aetivity. ‘With the help of chart paper, glue stick and colourful sketch pens, make an elaborative chart indicating the 7 skills that ‘any person requires to work independently. ce °‘A. Multiple choice questions. 1, Internal stress isa result of: (2) pent-up worries {b} rat race (€)laziness 2, Which of the following do you have least control over? (a) Survival stress {b) Internal stress. (c) Environmental stress 3. Your ability to identify effective methods of getting yourself to move from thought to action is your: (2) sett regulation {) sett motivation (0) sett deaication 4, Which of the following is a systematic effort to direct thoughts, feelings, and actions towards the attainment of ‘one's goals? (2) Set-reguiation (8) Selt-motivation (€)Sett-sedication B, Shortanswer questions (1) 1, Define environmental stress. 2. Explain survival stress with two examples. 3, Give five ways that you can use to manage your stress. 4, What is selfsmotivation? 5. What is seitawareness? C. Short answer questions (ti) 1. How does stress impact your work and life? 2, How does meditation helps in reducing stress? 3, What is self-awareness? Why is it important? 4, Briefly explain how going on vacations with family and friends reduces stress. 5. Why is self-regulation important in your life? D. Long answer questions. 11, Discuss a few ways to identify the causes of stress, 2. Briefly explain the stress management techniqu 3. Explain how taking time out for nature walks helps in reducing your stress level. 44. What is selfs motivation? How does self-motivation help in achieving one’s goals n ie? 55. Give five ways you regulate your actions and behaviour in your day-to-day life. E. Practical work. 1, Observe yourself for 2 weeks and write in 100 words what kind of stress you normally get. What are its symptoms ‘and how do you overcome it? 2. Make an elaborate chart indicating different sources of stress in the madern times. 3, Foraweek, observe any one person of your choice on his/her ‘ability to work independently”.Share your observations. Inthe class, &3 Basic ICT skills - 1 PS aa) ‘After studying this chapter, students will be able to: & Understand the need for word processors. Explain how document can be created and saved. Explain the need for header and footer. ‘Understand the use of filter and sorting in Excel app. Lear to print and save a spreadsheet in various formats. Lear to create a new presentation using PowerPoint. Know how to add and delete a slide. Leam to add different kinds of slide layouts, Learn to save and print a presentation. 3.1 PREPARE DOCUMENTATION USING WORD PROCESSING APPLICATION "SESSION 1 INTRODUCTION TO WORD PROCESSING ‘Word Processors are very important. In order to draw up a document on the computer, ‘& word processor is the most useful applications. With the importance of word processors explained, we will take up more concepts of word processing that will be directly useful. ‘The software that will be discussed here is Word 2010. It is a word processor by ‘Microsoft, available also as part of the Microsoft Office 2010 suite. “SESSION 2 SOFTWARE PACKAGES FOR WORD PROCESSING The software packages that are helpful to lear about word processing are: * Microsoft Word 2013 ‘+ OpenOffice Writer *# Apple Pages ** Corel Word Perfect '* Google Docs (Internet based)The given word processors are the ones most used by computer users. Out of these, Writer is open source and free. It can be downloaded and installed on any machine. Google Docs is also free to use but is Internet based. “SESSION 3 OPENING AND EXITING THE WORD PROCESSOR Tt is really easy to open the Word 2010 software. Follow these steps to open the Word 2010 software on your computer. 1. Click on the Start button. 2. Click on the All Programs option. 3. Click on Microsoft Office 2010. 4. Click on MS Word 2010. ‘After the above steps, the Word 2010 software will be launched on the computer. After you have finished working on the Word software, you might want to exit the software. To do so, follow these steps: Go to File tab -» Exit or press Close button, rightmost of title bar. If the open file is saved for its latest changes, the file will close immediately, thus closing Word with it. Otherwise, the software will complain that the file is not saved for its latest changes. "SESSION 4 CREATING A DOCUMENT ‘After creation of a document in Word, you might want to add some text. By default, the insertion pointer of Word is available on the top-left of the document, The insertion pointer moves forward with every character entered into the word processor. The following shows a picture if some text is entered into the word processor. FIG. 3.1: IMAGE OF SOME TEXT ENTERED INTO THE WORD SOFTWARE If you want to save the text being typed in, you may do so by just pressing Ctrl + S. SESSION 5 SAVING A DOCUMENT If you want to save the document from time to time, as covered in the previous session, that can be done. The first time you save the file, you must give it some name. So, either of ‘Save" or “Save As’ is capable of saving a file with a mame (for the first time only). After it is saved for the first time, you have two choices: 1, Save the fle with the same name as it has, So, the file will be saved with the same name.2. Save the file with some other name. Doing this will keep the original file intact. Only another copy of the file will be formed. Follow these steps to save the file: 1. Go to File tab -> Save As option. A Save As dialog box opens up. 2. You may browse to the intended location of the file from the left panc, and then name the file. Finally, click on Save button. So, the file gets saved in the location and name specified by you. |SESSION 6 Texr commie After opening the file, you may start to enter text into the file. There are a lot of tricks that cxist within the Word software, using which the task of entering or ‘modification of text can be effected. ‘You could keep the word processing task of entry of text, a keyboard thing, if you want. However, usage of mouse can speed up the editing process. For example: 1. If you want to edit the text at a certain place, just click on that place. The insertion pointer appears on that place in the document and you may start editing at the place. 2. You may select vast swathes of text from the software using the mouse. Then, you may press one of the various buttons available to apply changes on the text. 3. After selection of text, you may right click on the text and a context menu (or shorteut menu) shows up using which command options are seen. “SESSION 7 WORD WRAP AND ALIGNMENT It is possible 10 wrap the word onto the next line. This means that after typing a complete line, you do mot need to press Enter key as the words will start from the next line. This feature of the Word software is also known as Word wrapping. ‘Alignment is a separate concept. Usually, when you write on paper, you try to be left aligned, which means that all text is fit with the left margin. However, there are altogether four types of alignments possible in Word. These are left align, right align, center align and justify Types of Alignments Left align: The text is flush with the left margin. Right align: The text is flush with the right margin. ‘Center align: The text is equally aligned on either side of the central vertical line in the Word interface. Justify: The text is aligned to both of the left and right margins.You may apply any alignment of the text using the Home tab —> Paragraph group. The given (Fig. 3. 2) icons do the job related to the alignment buttons. SESSION 8 FONT SIZE, TYPE AND FACE The style with which letters will show up has to do with font. In Word, three ‘important aspects to the text are its size, whether the text is bold, italic or underlined, and what type of lettering is being used. Follow these steps to make any kind of font change on the text: 1, Highlight the text that needs the font change to be effected. 2. Press the appropriate key from the Home tab —> Font group. Another way to change around the font oxists. It is: 1. Press the appropriate button for font change. 2. Type in the text which will be all in the changed font. “SESSION 9 HEADER AND FOOTER ‘Header and footer is useful in a large number of documents. Very often the document must contain the writings of which office it is from, or which school / college it is from, which department it is from. For such purposes, it is required that either above the margin (named as the header) some text go on every page, OR that below the bottom margin a text go on every page. There is also the choice that the text only go on only even numbered or only odd numbered pages only. In order to insert header on the document, follow these steps: 1, Click on Insert tab. 2. Click on Header drop-down in the Header & Footer group. 3. Click on the desired Header from among the many header designs that show up. This allows you to insert the header on all the pages of the document. SESSION 10 AUTOCORRECT The Spelling & Grammar feature of Word 2010 helps to correct many errors in the document if present in the document. If there are spelling errors in the text, they are shown up with red wavy underlines. The grammatical mistakes are also shown. The bine wavy underlines show up the grammar mistakes. ‘You can do a complete spelling and grammar check of the document by using the Spelling and Grammar task pane part of the Review tab —> Proofing. group, ‘After the task pane shows up, you may correct the errors, or choose to ignore the errors pointed to.exe ou: [Fg 3.2: Varousaignmentbuttonsin Word 2610» a Ignore Rule ‘When expressing lists in Word 2010, it is required that the list elements be expressed in a particular fashion. There are two kinds of lists that are used most frequently in Word. These are the: 1, Bulleted lists 2. Numbered lists Bulleted lists show a bullet (you can choose the design from among some choices) preceding each list item. A typical bulleted list can look like this: © Coffee Tea ee cream A typical numbered list can look like this: 1. Fruits 2. Sprouts 3. Milk. 4. Fruit juice |SESSIOW 12 cneaTine taBLe Tables are required many times. This feature is available across all the software part of the MS Office 2010 suite. In Word, it is inserted on the document quite easily. ‘A typical table looks like this in Word: 7 | | | | In order to insert a table in a document, follow these steps: 1. Click on Insert tab. 2. Click on Table drop-down from Tables group. 3. Click on the cell corresponding to the dimensions of the table you want to add. ‘A table of the chosen dimensions will be added to the document.“SESSION 13 PASSWORD PROTECTION It is possible to password protect the document. For doing so, follow these steps: 1. Click on File tab, 2. Click on Info option. 3. Click on Protect Document button. 4. Click on Enerypt with Password, Key in the password you want for the file. You have to type it in again and the password for the file will be set, ‘While opening the file, the password will be asked for. Keying it in will open the file. In order to remove the password from the file, just follow these steps: 1, Click on File tab, 2, Click on Info option. 3. Click on Protect Document button. 4, Click on Encrypt with password. 5. Remove the password. This removes the password from the file. “SESSION 14 PRINTING THE DOCUMENT In order to print the file, follow these steps: 1. Click on Fite tab. 2. Click on Print from the options. 3. From the Print interface, choose various options as required by you. 4, Click on Print button. The document will thus get printed in the chosen printer. The keyboard shortcut Ctrl + P, will also directly open up the Print interface on the Word screen. “SESSION 15 FIND AND REPLACE The Word software is capable of finding words or any set of characters inside it. The keyboard shortcut Ctrl +F can open up the Find dialog box. You may also use Home tzb —> Editing group > Find drop- down —> Find as one of its options, Advanced Find can also be found in the Find drop-down. In the same tab and group, a Replace command can be found. The Replace command replaces a string with another string in the Word document. SESSION 16 PAGE NUMBERING Just as header and footer cam be attached to a Word document, page number can be affixed to every page of the document. This feature can be accessed through the Insert tab > Header & Footer group. Page Numbers is a drop-down that is part of the interface. "SESSION 17 SAVING A DOCUMENT IN VARIOUS FORMATS: It is rather easy to save a document in various formats. For that, follow these steps: 1. Click on File tab. 2. Click on Save.3. In the Save As dialog box, type in the file name and choose the Save as type of file. 4, Click on the Save button. The file will now be saved with the name and format as entered. The Word software is used to draw up documents on the computer. ‘ There are many other word processors like OpenOffice Writer, Apple Pages, Word Perfect and Google Docs. ‘You must save the document with some name to access it in the future. Text editing can be done with just the keyboard as well as using mouse also. ‘There are four types of alignments passible in Word: left, right, center and justify. Header and footer may be inserted into the document using the Insert tab —» Header & Footer group. Table can be created in Word using Insert tab —+ Tables group -> Table drop-down. The Word document can be password protected. To remove password set, follow the same steps as to set password, and remove the password set and click on OK. ‘* Print the document from the File tab —» Print option. ‘+ Page Numbering is part of the Insert tab > Header & Footer group. SELF ASSESSMENT A . Multiple choice questions. 1. The command button to password protect a document is part ofthe: (a)insert tab (b) Home tab (oFiletab 2. Justify and center are example of two types of: (6) Formats of fle (b) Alignments of Word ——_(¢) Types of headers ‘3. What part of the Word interface moves forward with text being entered? () Status ber (b) Tite ber {€) Insertion pointer ‘A. If 2 small table has to be created, say 3 x 4 dimensions, what tabs and group should be used? (0) insert tab / Tables group (b) Home tab / Tables group () Design tab Tables group 5. The Save and Open commands of the Word interface are part of which tab? (e)Home tab (0) Insert tab (¢ Fletab ‘Answer the following questions. 1. What are the steps to assign a password to open the document? 2. How can you apply page numbering to the pages of a document? 3. How can you apply a particular font style to the text in Word 20107 ©C Practical work, ‘Take an already made Word document. Using the stops shown, set some password to the document. Close the document. Now double-click the document to open the document. Enter the password as set. Check if the document opens up. 3.2 PERFORM TABULATION USING SPREADSHEET APPLICATION "SESSION 1 INTRODUCTION TO SPREADSHEET APPLICATION Spreadsheet applications have a lot of uses, especially for accountants, office goers and nearly everyone who deals with data. The spreadsheet software that will be used here will be Microso® Excel 2010, This is just one software if all of the MS Office 2010 suite of software is installed. ‘A table in @ software like Word just displays the data in tabular form. It docs not do much more than that. Excel specialises in making computations based on data filled into its grid. Before the advent of computers, accountants made their computations on top of manual spreadshects. Clcarly, clectronic spreadshects have made the computations automatic. SESSION 2 VARIOUS SPREADSHEET APPLICATIONS Some of the applications apart from Excel are: * OpenOffice Cale + Lotus-123 © GNUmeric ‘* WPSOffice "SESSION 3 CREATING A NEW WORKSHEET To launch MS Excel 2010, double-click on MS Excel 2010 software shortcut on Desktop OR browse through the Start button —> All Programs option -> Microsoft Office 2010 > MS Excel 2010 After the given steps, a blank worksheet will open up. You may add data and do operations as permitted by Excel. There are commands that can be used to add more worksheets 10 the workbook. Workbook is the complete Excel file which contains, typically, one or more ‘worksheets within it. Clicking on the Insert worksheet button to add a worksheet will add one worksheet more, Also, double clicking on any sheet tab will make it editable and you may key in any name for the sheet tab. SESSION 4 OPENING WORKBOOK AND ENTERING DATA jow, that the task of launching Excel 2010 is behind us, we will: 1, Lea to open @ workbook, 2. Enter data into the workbook.‘The most convenient way to open the workbook, is to just double-click the file associated with the workbook, and the workbook will be launched. Another way to Jaunch the workbook would be to launch the application first, go to File tab, and click on Open. Next, browse to the location of file and select and click on the Open button. Entering data into the worksheet is quite easy. Just click into any cell, and start typing. Otherwise, on starting to type, the active cell of the workshect will have the data entered into it, If the active cell of the spreadsheet docs not have the insertion pointer visible, just press F2 key from keyboard. ‘You can now edit the cell contents at a fine level. “SESSION 5 RESIZING FONTS AND STYLES ‘The method of modifying the font attributes is identical to that in Word. Click on Home tab —» Font group. Modifying the attributes thus, will affect the attributes globally. Now, any data entered into the worksheet will have those font attributes. Another, slightly different method is: 1. Select all the cells or text you want with changed font. 2. Click om the required font butions to change the stributes for the selected text. Cation ee Bru- w- @A- Font FIG. 34: RONT ATTRIBUTES IN EXCEL INTERFACE Another way of resizing the worksheet, is part of the status bar called Zoom option. Using this control, you may zoom the size of the cells in the worksheet. “SESSION 6 COPYING AND MOVING Copying means to duplicate an effort. So, the original work is retained. Moving means to remove the original text from its position and keep it at some other place. If you want to use shortcuts for these operations, that is easy. Just select the text (or cells) and press Ctrl + C, for Copy and Ctrl + X, for Cut operation. In order to paste the contents, press Ctrl + V. This concludes the copy-paste or cut-paste ‘operation, as the case may be. From the following two figures, copy-paste of text and cut-paste of text can be understood.ABCDEF ancoer : : : a co : aes a [el ¢ | o , : : i - oie If you want to know how to copy or move without shortcuts, use the Home tab —> Clipboard group. There are copy, cut and paste commands in the group as mentioned. “SESSION 7 FILTER AND SORTING Excel deals with data. An important operation related to data would be to filter the data. After passing through the filter, the data either continues to show up or gets hidden, depending on the sctting of the filter. ‘The simplest filter of Excel is the Filter. The other filter available is the Advanced Filter. In casc of advanced filter, detailed rules are specified as part of the spreadshect cells. These stand for the criteria for filtering. In case of Filter, the uppermost row of the data will contain arrow marks. On clicking on the arrow marks, you will find the data rows showing up. You may tick ‘or untick the rows, based on whether you want the rows to show up or not. Sorting is a different command which helps arrange the data in the correct order based on some criteria or the other. The Sort commands are part of the Data tab —> Sort & Filter group of Excel. The alphabetic sort from cither A to Z or Z to A is for you to choose. The other Sort ‘command available is for the user to choose between which column to sort based on and the order of sorting. To sort, you must choose the entire data (je. select) that you want to sort.“SESSION 8 FORMULAS AND FUNCTIONS ‘Formulas and functions are very important in the life of an Excel user. They are even related to each other. Formula always starts with an equal to (=) sign. A formula, for example can look like this, =Al + B2*C3+D4 Above, we have framed a formula based on cell references and arithmetical ‘operators. Functions are pre-defined formulas in Excel. It is not required that we understand the internal workings of a function. You can directly usc the formulas for the cells. A use of function would be: = DAY(TODAYO) Many tasks can be casily handled if you can use formulas and functions. For example, if you have entered mumbers in adjacent cells as 2, 3, 6, 18, 12, 15, 21. ‘You can easily calculate the sum of all these cells by typing in: = SUM(AI: A7) OR, = SUM (Al: GI) ‘The Al: A7, refers to the range over which the numbers to be summed lie in. “SESSION 9 PASSWORD PROTECTION ‘You might want to restrict access to a particular workbook. That is easy to do and similar to how it is done in Word. Follow these steps: 1. Go to File tab —+ Info option. 2. Go to Protect Document button. 3. From the drop-down menu, choose to click on Encrypt with Password. Above steps will open up a dialog box to enter the password. You will be asked to re-enter the password after the first time, Click on OK. The password for the workbook will thus be set. To reset the password is also quite casy. These are the steps: 1. Go to File tab —+ Info option. 2. Go to Protect Document button. 3. From the drop-down menu, choose to click on Enerypt with Password. After the above steps, a dialog box appears and you may delete the old password (showed in the form of dots). After this, the workbook will not be password protected.SESSION 10 PRINTING A SPREADSHEET It is quite easy to print a spreadsheet. You must follow these steps: 1. Click on File tab. 2. Click on Print option. 3. A Print interface opens up to choose your Print settings. 4. Click on Print button. The spreadsheet gets printed. ‘The look of the Print interface of spreadsheet is given in Fig. 3 int @ mei nee Printer ° hemeentten ony COT ts us 4 Porat Grenier 1 Neon Mages i Le 8m Bight 138m Ne Seats Page Sene FIG. 37: PRINT INTERFACE OF THE SPREADSHEET “SESSION 11 SAVING A SPREADSHEET IN VARIOUS FORMATS ‘After you have finished doing your work on the spreadshect, or even before that, you ‘may want to save the spreadsheet. To save a workbook, follow these steps: 1, Click on File tab. 2. Click on Save As option. 3. From the Save As dialog box, click on the Save As Type and choose from one of many options to save the file. 4. Choose the location for the file to be saved in from the left pane, if required. 5. Key in some name and click on Save.Documents library Cota Oe Tempte FIG, 3. SAVE AS DIALOG BOX IN EXCEL ‘+ The Word software is used to draw up documents on the computer. ‘+ Spreadsheet has its origins in the spreadsheets of accountants even before the computer era. '* Other spreadsheet applications are Lotus-123, OpenOffice Calc, GNUmeric and WPSOffice.. = Font can be resized and changed to a different style based on Home tab —> Font group. '* Filters can be used in Excel to retain some particular records as visible on the Excel sheet. ‘+ Formulas are expressions using operators and operands and start with an equal to ( = ) sign. ‘+ Functions are pre-defined formulas part of the Excel system. ‘+ It is possible to save the Excel workbook in one of various formats. SELF ASSESSMENT i illo ihn mnie. 11. The password protection button isa part of which tab? (a) Insert tab (b) Home tab (6) File tab 2. Which of the following is NOT a type of filter available in Excel 2010? (a) AutoFiiter (b) Filter (¢) Advanced Filter 3, Ifthe active cell has data in it, how do you make the contents editable? (2) By pressing Shift key (b) F2 key pressed (c) Backspace key pressed 4. How can you move the data using shortcuts? (a) Ctrl + Xand Ctrl ¥ (b) Ctri+ Cand Ctrl+V (c) Ctl+ U and ctrl ev ‘5. Which of the following is an example of usage of function? (a)=Al+B1 +c (b) = DAY(TODAY()) (=A2-878. Answer the following questions. 11. Compare formulas and functions. 2. How do you use a simple filter on data? 3. Which tab and group contain the commands for changing around the font attributes? 4. How do you save a spreadsheet in one of its various possible formats? Practical work, 4, Enter running times for at least § students in the spreadsheet. Sort the lst of running times along with the student ‘names. Display the spreadsheet and save it with some name, 2. Enter the marks of four students over five tests, Tabulate the average marks for each student. Finally, sort the list of students based on the final average marks. 3.3 PREPARE PRESENTATION USING PRESENTATION APPLICATION “SESSION 1 INTRODUCTION TO PRESENTATION SOFTWARE Presentation software is important for school, college or office requirements. Often you hhave to present a topic to your teacher and classmates, There are some simple ways of making such a presentation. But the standard way in this digital age is to use the presentation software to do so. There are many reasons why presentation software is better than the traditional ways. Presentation software can animate all the elements that are part of a slide, like the text, pictures, figures, shapes, smartart, etc. Apart from that, you may pecform transition from slide to slide, with special effects, part of the software. Each slide while being made, can be made stylishly. So, presentation software is really usefuul tool in the hands of students, college goers, office goers and all the other people. "SESSION 2 SOFTWARE PACKAGES FOR PRESENTATION Like the word processors and electronic spreadsheets, there are a host of presentation software actually available. Some of them are: © OpenOffice Impress © Keynote © Corel Presentations * Softmaker Presentations ‘You can create slides and display them as part of slide show in all these software. “SESSION 3 CREATING A NEW PRESENTATION Creating a new presentation is fairly simple. You just need to launch the software and ‘press the correct buttons. Follow these steps to launch PowerPoint. Double-click on the PowerPoint 2010 application shortcut if present on desktop. or, Locate the MS PowetPoint 2010 software from the Start mens and launch it.‘A blank presentation shows up on the screen. You may now start to modify the presentation and get it into the shape you desire from the file. “SESSION 4 ENTERING AND EDITING DATA ‘After the new presentation has been launched, it is up to you to modify the presentation how you sec fit. Usually, the file is modified slide for slide. While on a slide, you may add text, add bullets, add a numbered list, add pictures, add animation effects, add transition effects between slides and a host of other effects. ‘The fine points about entering and editing text are the same as in Word 2010. You ‘may have to insert text box in the slide to enter text. Inserting pictures does not need you to add text box and they provide the inserted picture with the placeholder. “SESSION 5 ADDING A SLIDE ‘While you are on any slide in the Normal view, to add a slide to the file just next to the slide is to use the shortcut of Ctrl + M. Every use of the shortcut will do the same thing i.e. add one new slide after the active slide. The non-shortcut way of doing this is: 1. Click on Home tab, if not already on this tab. 2. Click on New Slide drop-down and choose the type of slide from drop-down. This does the same i.e, adds a new slide. “SESSION 6 DELETING A SLIDE Deleting a slide is a very easy operation. If, in the normal view, make the slide to be deleted the active slide, and press the Delete key from the keyboard. For example, the following is an active slide in the Normal view. Some points of education *reexplanewny things nappen. *Tealiows sto learnta communicate. sithelpstereasonwth peop. + Tellows sto be level withthe world,Right-clicking on the particular slide also shows an option to delete the slide. If you want to undo the action of deletion of slide, you may press Ctrl + Z, immediately afterward and the slide will be restored. “SESSION 7 FORMATTING TEXT The text in PowerPoint can be modified, improved, made to catch the attention better, etc. The methods used for this are not much different from that used in Word documents. Select all the text you want formatted, and press any of the buttons part of Home tab > Font group or Home tab —> Paragraph group. “SESSION 8 INSERTING CLIP ART & IMAGES Images are very important to almost all PowerPoint presentations. Since, the slide show is meant for visual display, pictures add to the allure of the presentation file. ‘Apact from that, “A picture is worth a thousand words.” So, including pictures in any presentation is most advised. There are various kinds of pictures that can be added to a presentation. For one, you may use the Clip Art gallery. You may also insert any picture located on the computer into any slide, You may also add shapes, figures, flowchart symbols, callout and a large set of shapes as provided with the software. Follow these steps to insert clip art: 1. Click on Insert tab. 2. Click on Clip Art command. 3. The right pane of the screen opens. Key in your search criteria for image. 4, Click on Go. 5. Right-click on any image and click on Insert or Copy. After the above steps, the image gets inserted. The steps to insert a picture from the computer into a slide are: 1. Click on Insert tab —> Images group — Picture command. 2, A dialog box opens. Navigate to the folder where the picture to be inserted resides. 3. Select the picture and click on Insert. The picture gets inserted into the slide. SESSION 9 SLIDE LAYOUT The slide layout is basically the arrangement of elements on the slide with which the slide is available. When adding a slide, the slide is available in various layouts. You ‘may choose any one or create your own layout by inserting elements.‘Some of the slide layouts that you can see are given below: pf FIO. 3.10: SLIDE LAYOUTS IN POWERFOWNT ‘You can add the slide and modify the slide if you want, "SESSION 10 SLIDE TRANSITION AND CUSTOM ANIMATION Slide transition is one of the effects of PowerPoint presentation. When one slide changes into the other, a transition may show up if you have applied one. This effect is known as slide transition. There are a variety of slide transitions possible in PowerPoint 2010. ‘See the below figure to see some of the slide transitions, Sea 8B 8M Ba aa 2ea@oueetpuenmenrwas = ae 00S 2ana8 + Glick to add text FIG. 3.11: SLIDE TRANSITIONS IN POWERPOINTIn custom animation, the various elements of the slide like text, picture, figures, shapes can be animated thus creating a good effect for the viewers. The Custom ‘animation command is part of the Animations tab in PowerPoint 2010. Using the Animations tab > Advanced Animation group, various animation effects can be ‘applied to the elements of the slide. SESSION 11 SAVING A PRESENTATION It is rather easy to save a presentation. There are two options part of the File tab in PowerPoint. One is Save and the other is Save As. Save option will save the presentation in its already assigned file name and the location in the computer. You ‘can repeatedly save the file at different times. In case of Save As, you would do it to save the file with some other name and maybe also another folder, if you so want. ‘The keyboard shortcut Ctrl + § is enough to just save the file. To save an existing file being worked on, click on Save As from File tab. PRINTING A PRESENTATION ‘Once the PowerPoint interface is open, the shortcut Ctrl + P is capable of opening the Print interface of MS PowerPoint 2010. Like in other applications of MS Office 2010, just change the settings of the Print interface and press the Print button afterwards. The document will print itself om Some points of education + it esplains why things happen, *eallows us to lean to communicate, helps to reason with peosie + ealtows us wo be evel withthe wor — 2 IG, 312: PRINT INTERFACE OF THE POWERPOINT APP You may see a picture of the Print interface in PowerPoint 2010 in Fig. 3.12. ‘= Presentation software enhances the effect of the presentation and impresses the viewers. ‘© Other software like Apple Keynote, OpenOffice Impress, Corel Presentations exist for making presentations. ‘+ A new presentation can be created by launching PowerPoint or by pressing New from the File tab. ‘= The text entered into the slides can be edited in PowerPoint. ‘+ By pressing Ctrl + M from keyboard or clicking on Home tab ->» Slides group —> New button, a new slide will be added as the slide next to the active slide, ‘+ Clip Art are images that can be searched for on Internet and inserted into a slide. ‘= Slide transition shows as the effect seen when one slide changes into the other. ©Sa SES aa ‘A. Multiple cholce questions. 11. What shortcut will add a slide after the active slide n the fle? ()Crri +L (o)ctri+K (e)ctri+ Mm 2. The slide transitions can be found in the: (¢) Transitions tab {(b) Animations tab (c) Insert tab Using which key of keyboard can you delete a slide in presentation? (2) Backspace key (b) Delete key (€) Spacebar key 4. What ls the shortcut to save a presentation in the same fle? (a)cer eshite+s (o)ctr+s (ctri+m 5._ By clicking inside the text part in a slide, you can prepare to: (2) Eatt text (0) insert clipart (6) insert image 8. Answer the following questions, 1. How would you insert a clip art image in PowerPoint slide? 2. What isthe meaning of side layout and how do you choose it? 3. How can you create a new presentation? Practical work. 1. Create a new presentation. Add some text in @ normal font. Change the font of the text and increase the font size. ‘Add a pleture to the slide from the images present In the computer, 2. Opena created presentation. Add slide and apply slide transition between any of the two slides. Apply this effect toall slides. ‘A. Multiple choice questions. 11. Which tab contains the commands for font face and size changes? (e) Home tab (0) Insert tab (c) File tab 2. From which tab of Excel can you remove the password protection set for the workbook? (a) File tab {b) Insert tab (€) Data tab 3. How do you apply page numbering to @ Word document? (2) Insert tab —> Numbering (b) Insert tab—> Page Numbering (c)None of these 4. Functions can be added using: (a) Formulas tab (b) Data tab (6) Insert tab 5. What Is the feature due to which along sentence occurs on the next line In Word? (2) Word folding (6) Warping, (6) Word wrapping 6. In Word, what element of the interface moves forward with every typed in character? (a) Title bar () status bar (€) Insertion pointer en7. Header area is place on the document above the: (2) Bottom margin (b) Right ma (€) Top margin 8. Tables can be created in Word from the: {@)nsert tab (b) File tab (c) Review tab 3. What is the shorteut to open the Print interface for any Office tool? (ecu +R (bp certs P (erie T 110. Which of the following are possible numbering formats as part of Word interface? (2)Roman numerals (b) Alphabets (c)Both of these ‘Short answer questions (I). 4. How can you save a Word document in various formats? 2. How would you remove the password protection from a document? 3. How would you choose slide layout fora slide? ‘4, How do you save a presentation? 5. How would you sort an Excel sheet based on descending order of alphabets? ‘Short answer questions (II). 11. How do you know spelling and grammar mistakes in the document? 2. What are the alignments available In a Word document? What do they stand for? 3. Name any four word processing software. 4. Why people mostly use the spreadsheets? Long answer questions. 1. How would you impose a password on the Word document? 2. How would you go about resizing fonts and styles? 3. How do you perform custom animation on a presentation? 4. How will you use the Find and Replace tool in Word? Practical work. 11. Open the Word application. Enter any one paragraph on the topic , “The negatives of computer”. After typing in, password protect the document using the method shown. Now open the document and add page numbering to the document. 2. Open the presentation software. Create two slides on the topic “The need for ethics”. Use bulleted lists to put forth Your points. Add slide transitions. Animate thelist items of the slide(s) using Animations tab of the software.