Questions and Answers
Which key will you press if you want to select multiple ranges of cells?
CTRL
Name the column after BZ?
CA
What is the extension of a file saved in Calc?
ods
What is communication?
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What are the learning objectives of effective communication?
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Active listening is important in the workplace.
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Active listening requires four discrete steps: CONTACT, ABSORB, ________, CONFIRM.
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Match the following statements with the correct response for reflective listening:
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By default, how many worksheets are there in a Calc workbook?
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How are rows numbered in Calc?
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Name the column after column Z.
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What is the address of the cell formed by the intersection of 3rd column 5th row?
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Name the cells in the range A2:B5.
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How can you select the entire worksheet using the keyboard?
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How can you select the entire column number B?
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How can you quickly print a worksheet without getting the Print dialog box?
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What steps are involved in printing a worksheet?
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To refer to a cell in column B and row 3, you will use ___?
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If the formula in cell C3 is =A3+B3, the formula that will be copied in cell D3 is ___?
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How would you find the average of numbers 5, 12, and 17 using a function?
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What function is used to find the total of numbers in the range of cells A1 to A10?
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What menu is used to print the document?
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What error occurs if the column is not wide enough to display the value?
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What happens when you write the formula =45/0 in cell A1?
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What is the order of operations in Calc, from highest to lowest precedence?
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What symbol do all formulae in Calc start with?
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Every formula in Calc starts with which symbol? ____________
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What is the benefit of giving cell address in a formula?
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Text string or value can be concatenated in Calc using the plus (+) operator.
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Match the following functions with their descriptions:
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Study Notes
Communication Skills
- Communication is the act of conveying meanings from one entity or group to another through the use of mutually understood signs, symbols, and semiotic rules.
- Effective communication is beneficial in and out of the workplace, helping to express ideas and instructions clearly and build relationships.
- Active listening is a critical skill in effective communication, involving four discrete steps: CONTACT, ABSORB, REFLECTIVE FEEDBACK, and CONFIRM.
- The benefits of active listening include:
- Building connections and trust
- Identifying and solving problems
- Improving communication and collaboration
Interview Skills
- Interviewing is a skill that requires the ability to interact with the interviewer and articulate thoughts.
- Preparation is key, including:
- Getting a good night's sleep and eating a good breakfast
- Researching the company and position
- Preparing questions to ask the interviewer
- Knowing one's strengths and weaknesses
- During the interview:
- Make eye contact and use gestures
- Sit up straight and take notes
- Ask questions and answer directly
- Avoid talking too quickly or using slang
- After the interview:
- Send a thank-you note
- Follow up appropriately
- Review what was done well and what could be improved
ICT Skills
Performing Tabulation Using Spreadsheet Application
- OpenOffice Calc is a spreadsheet program that allows for calculations, data analysis, and graphical representation.
- A spreadsheet is a long sheet of rows and columns on a computer screen, used to manage and organize data.
- Key features of spreadsheet applications include:
- Built-in functions for easy calculations
- Ability to handle large volumes of data
- Data can be exported to or imported from other software
- Data can be represented in pictorial form (e.g. graphs, charts)
- Components of the Calc screen include:
- Title bar
- Menu bar
- Standard bar
- Formatting bar
- Formula bar
- Worksheet tabs
- Rows and columns
- Creating a new worksheet:
- Start OpenOffice Calc
- Components of the Calc screen
- Create a new workbook and save it
- Opening a workbook:
- Select Open option from the File menu
- Click Open icon on the Standard bar
- Press Ctrl + O
- Entering data in a cell:
- Select the cell
- Type the content
- Press ENTER key### Basic Operations in OpenOfficeCalc
- To cancel data entry before pressing the ENTER key, press the ESC key.
- You can change font, style, and size of text or data using the options available on the Formatting bar.
- You can select cells, rows, and columns using the mouse or keyboard.
Selecting Cells
- To select a range of cells using the mouse:
- Click the cell you want to start the selection from.
- Click and hold the left mouse button, and drag the mouse pointer to the diagonally opposite corner cell.
- To select a range of cells using the keyboard:
- Place the cell pointer at one of the corner cells of the range to be selected.
- Press the SHIFT key and move to the diagonally opposite corner cell using the arrow keys.
- To select multiple ranges simultaneously:
- Select the first range of cells.
- Hold the CTRL key and select another range of cells.
- Repeat the step to select more ranges if required.
Copying and Moving Cell Contents
- To copy cell contents:
- Select the cell(s) that contain the data you want to copy.
- Select the Copy option from the Edit menu or click the Copy button on the Standard bar.
- Press CTRL + C to copy the data.
- Click on the cell(s) where you want to paste the data.
- Select the Paste option from the Edit menu or click the Paste button on the Standard bar.
- Press CTRL + V to paste the data.
- To move cell contents:
- Select the cell that contains the data you want to move.
- Select the Cut option from the Edit menu or click the Cut button on the Standard bar.
- Press CTRL + X to cut the data.
- Click on the cell where you want to paste the data.
- Select the Paste option from the Edit menu or click the Paste button on the Standard bar.
- Press CTRL + V to paste the data.
Inserting and Deleting Cells
- To insert cells:
- Select the range of cells where you want to insert a block of cells.
- Select the Cells option from the Insert menu.
- The Insert Cells dialog box appears.
- Select the appropriate option and click OK.
- To delete cells:
- Select the range of cells where you want to delete a block of cells.
- Select the Delete Cells option from the Edit menu.
- The Delete Cells dialog box appears.
- Select the appropriate option and click OK.
Inserting and Deleting Rows and Columns
- To insert rows:
- Select the row where you want to insert a new row.
- Select the Rows option from the Insert menu.
- A new row is inserted above the selected row.
- To insert columns:
- Select the column where you want to insert a new column.
- Select the Columns option from the Insert menu.
- A new column is inserted to the left of the selected column.
- To delete rows:
- Select the row to be deleted.
- Right-click on the selected row header.
- Select the Delete Rows option from the shortcut menu.
- To delete columns:
- Select the column to be deleted.
- Right-click on the selected column header.
- Select the Delete Columns option from the shortcut menu.
Changing Row Height and Column Width
- To change row height:
- Drag the divider below the row.
- To fit the row height to the cell contents, double-click the divider.
- Select Format > Row > Height.
- The Row Height dialog box appears.
- Enter the value for row height and click OK.
- To change column width:
- Drag the divider to the right of the column header.
- To fit the column width to the cell contents, double-click the divider.
- Select Format > Column > Width.
- The Column Width dialog box appears.
- Enter the value for column width and click OK.
Filtering and Sorting Data
- Filtering is a quick and easy way to find and work with selected data based on the criteria you specify.
- There are two ways to filter data: AutoFilter and Standard Filter.
- To apply AutoFilter:
- Select the cell that you want to filter.
- Select Data > Filter > AutoFilter.
- A drop-down menu arrow appears in each column heading.
- Click the drop-down menu arrow for the desired column and select an item.
- Only those rows whose contents meet the filter criteria are displayed.
- To apply Standard Filter:
- Select the cell that you want to filter.
- Select Data > Filter > Standard Filter.
- The Standard Filter dialog box appears.
- Select the options in the Standard Filter dialog box.
- The records that meet the filter criteria are displayed.
- To remove the filter:
- Select Data > Filter > Remove Filter.
- To sort data:
- Select the data range.
- Select the Sort option from the Data menu.
- The Sort dialog box appears.
- Select the options in the Sort dialog box.
- The data is sorted based on the selected options.
Formulas and Functions
- A formula in Calc always starts with an equal to (=) sign.
- The data in a formula consists of one or a combination of values, cell addresses, functions, and operators.
- Order of precedence:
- Exponentiation
- Multiplication and division
- Addition and subtraction
- Error results:
- #####: The column is not wide enough to display the value.
- #DIV/0!: The formula contains an invalid operation, i.e., division by zero.
- #VALUE!: The formula has an invalid argument, e.g., text in a cell where a numeric value is required.
- Cell and range references:
- A cell reference identifies a cell or a range of cells.
- Each cell in the worksheet has a unique address formed by the combination of its intersecting row and column.
- Entering a formula:
- Select the cell and enter the formula directly in the cell or in the Formula Bar.
- Press the Enter key.
- The cell will show the result of the formula and the formula itself.### Copying Formula
- Create a worksheet with values in cells A2, B2, and C2.
- Type the formula =45+67+77 in cell D2 and press Enter.
- Change the value in cell C2 to 88 and observe the result in cell D2.
- Type the formula =A2+B2+C2 in cell D2 and press Enter.
- Change the value in cell A2 to 89 and observe the change in cell D2.
Using Functions
- Functions are predefined formulas that perform calculations using specific values called arguments.
- The format of writing any function in Calc is: =function_name(Argument1;Argument2; Argument3;…..)
- Examples of functions:
- SUM function: used to find the total of numbers in a range of cells.
- AVERAGE function: used to find the average of numbers in a range of cells.
- COUNT function: used to count the number of numeric values in a range of cells.
- MAX function: used to find the maximum of numbers in a range of cells.
- MIN function: used to find the minimum of values in a range of cells.
Using SUM Function
- To use the SUM function, click the Sum button on the Formula bar or type the function =SUM(range of cells).
- Example: =SUM(A1;B1;C1) or =SUM(A1:C1)
Password Protection
- To protect a worksheet or Calc document with a password, use the Tools menu or save with a password.
- Steps to protect a worksheet using the Tools menu:
- Select Tools menu > Protect document > Choose whether to protect Sheet or Document.
- Type the password in the Password text box and confirm it.
- Click OK.
- Rules to select a password:
- Length of 8 or more characters
- Mix of lowercase and uppercase letters, numbers, and special characters
Printing a Spreadsheet
- To print a worksheet, select File > Print or click the Print button on the Standard bar.
- Steps to print:
- Click File > Print.
- The Print dialog box will appear.
- Select the printer, range to be printed, and number of copies.
- Click the Print button.
Saving a Spreadsheet in Various Formats
- To save a file in Microsoft Excel format, select Save As > Microsoft Excel 97/2000/XP (.xls).
- To save a file in PDF format, click the Export Directly as PDF icon on the Standard bar or use the Export dialog box.
- Steps to save in PDF format:
- Click the Export Directly as PDF icon or select File > Export.
- The Export dialog box appears.
- Select the drive and folder where you want to save the file.
- Type the file name and click OK.
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Assess your understanding of communication skills, including the definition of communication, types of communication, and learning objectives of effective communication.