SS1 Data Processing 3rd Term Questions and Answers

SS1 Computer Studies Third Term Past Questions and Answers

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Table of Contents – Weekly Scheme of Work

• Week 1: Revision
• Week 2: Word Processing I
• Week 3: Word Processing II
• Week 4: Word Processing III
• Week 5: Spreadsheet I
• Week 6: Spreadsheet II
• Week 7: Spreadsheet III
• Week 8: Database Management I
• Week 9: Database Management II
• Week 10: Database Management III
• Week 11: Revision
• Week 12: Examination

Objective Questions

1. What is the primary function of a word processor?
   A. Play music
   B. Type and edit text
   C. Record videos
   D. Store websites
2. Which of these is an example of a word processor?
   A. Google Chrome
   B. Microsoft Excel
   C. Microsoft Word
   D. VLC Media Player
3. The shortcut key to save a document in Word is:
   A. Ctrl + C
   B. Ctrl + P
   C. Ctrl + V
   D. Ctrl + S
4. What does the ‘undo’ command do?
   A. Saves the file
   B. Prints the document
   C. Reverses the last action
   D. Opens a new file
5. Which menu is used to change the font size in MS Word?
   A. Insert
   B. View
   C. Home
   D. Layout
6. In Word processing, a ‘header’ is:
   A. Text printed at the bottom of a page
   B. Text printed at the top of a page
   C. Title of the document
   D. Page number
7. The tool used to check spelling in a word processor is:
   A. Grammar Tool
   B. Spell Checker
   C. Format Painter
   D. Clipboard
8. Which of these is not a valid spreadsheet software?
   A. Microsoft Excel
   B. Google Sheets
   C. LibreOffice Calc
   D. Notepad
9. Which symbol is used to start formulas in spreadsheets?
   A. +
   B. =
   C. /
   D. *
10. What does the formula =SUM(A1:A5) do?
    A. Adds values in cells A1 to A5
    B. Subtracts A1 from A5
    C. Multiplies all values in the range
    D. Averages the values
11. In spreadsheet, a group of selected cells is known as:
    A. Sheet
    B. Range
    C. File
    D. Column
12. Which function finds the largest value in a range?
    A. =MIN()
    B. =MAX()
    C. =AVG()
    D. =COUNT()
13. The horizontal lines in a spreadsheet are called:
    A. Columns
    B. Rows
    C. Cells
    D. Blocks
14. What is the intersection of a row and a column in Excel?
    A. Cell
    B. Sheet
    C. Table
    D. Box
15. Which of these is used for data analysis in spreadsheets?
    A. Font
    B. Charts
    C. Thesaurus
    D. Header
16. In a database, information about one item is called:
    A. Field
    B. Record
    C. Cell
    D. Query
17. What is a primary key in a database?
    A. A field used for printing
    B. A unique identifier for records
    C. A command key
    D. A form type
18. Which of the following is used to retrieve data from a database?
    A. Form
    B. Table
    C. Query
    D. Report
19. A database management system is used to:
    A. Paint pictures
    B. Analyze music
    C. Create and manage data
    D. Write poems
20. MS Access is an example of:
    A. Spreadsheet
    B. Presentation software
    C. Database software
    D. Antivirus
21. The short form of database management system is:
    A. DBS
    B. DMS
    C. DBMS
    D. MDS
22. A field in a database is:
    A. A row of related data
    B. A column of similar data
    C. A group of records
    D. A sheet name
23. Which is not a type of database?
    A. Hierarchical
    B. Network
    C. Flat-file
    D. Graphical
24. Which is used to display information from a database?
    A. Query
    B. Form
    C. Report
    D. Macro
25. What is the purpose of a form in a database?
    A. Design a spreadsheet
    B. Present a slideshow
    C. Enter and view data easily
    D. Create animations
26. To insert a table in Word, go to:
    A. Design tab
    B. Layout tab
    C. Insert tab
    D. File tab
27. Which of the following is a valid cell address?
    A. A1
    B. 1B
    C. AB
    D. 12
28. A document file created by MS Word ends in:
    A. .exe
    B. .docx
    C. .xlsx
    D. .ppt
29. Which feature lets you combine letters and names into templates?
    A. Mail Merge
    B. Find and Replace
    C. Thesaurus
    D. Spelling and Grammar
30. Which shortcut is used to print a document?
    A. Ctrl + C
    B. Ctrl + V
    C. Ctrl + P
    D. Ctrl + B
31. What is a spreadsheet mainly used for?
    A. Typing essays
    B. Managing data and calculations
    C. Drawing pictures
    D. Editing videos
32. Which tab contains the chart tools in Excel?
    A. Insert
    B. Home
    C. View
    D. Data
33. What is the output of =10*2 in Excel?
    A. 20
    B. 102
    C. 12
    D. 5
34. Which one is not an element of a database?
    A. Table
    B. Query
    C. Macro
    D. Browser
35. What is the smallest unit of data storage in Excel?
    A. Column
    B. Sheet
    C. Cell
    D. Row
36. What is the command to close Word document?
    A. Ctrl + S
    B. Ctrl + C
    C. Ctrl + W
    D. Ctrl + Z
37. The best tool to summarize data in Excel is:
    A. Format Painter
    B. Pivot Table
    C. Mail Merge
    D. Header/Footer
38. Which of the following is not part of database operations?
    A. Update
    B. Delete
    C. Format Painter
    D. Retrieve
39. In MS Access, which view is used to design a table?
    A. Design View
    B. Datasheet View
    C. Table View
    D. Form View
40. A set of instructions in a spreadsheet is known as:
    A. Database
    B. Chart
    C. Formula
    D. Report

 

Theory Questions

1. Explain what word processing is and describe four common features of word processing software.
2. Discuss five differences between manual typewriters and modern word processors.
3. Describe the process of creating a table in Microsoft Word and give three practical uses of tables in word processing.
4. What is a spreadsheet? List and explain four basic components of a spreadsheet window.
5. State and explain five advantages of using spreadsheet software over manual calculation methods.
6. Explain the term “cell referencing” in spreadsheets and differentiate between relative, absolute, and mixed cell referencing with examples.
7. Define database management. Highlight five key uses of database management systems in modern organizations.
8. Differentiate between a flat file and a relational database. Give two advantages of relational databases.
9. Outline the steps involved in creating a simple database using Microsoft Access. Mention any three field types and their uses.
10. State five precautions that should be taken when using computers for data processing to ensure data security and system integrity.

 

Objective Answers

1. C — Word processors are used to create, edit, and format text.
2. B — Microsoft Word is an example of word processing software.
3. D — Bold, Italics, Underline are all font styles.
4. A — A spreadsheet is used for calculating and analyzing data.
5. C — Rows run horizontally.
6. B — The intersection of a row and column is a cell.
7. A — Ctrl + S is used to save a file.
8. D — Columns in spreadsheets are labeled alphabetically.
9. C — A database stores large volumes of structured data.
10. A — DBMS means Database Management System.
11. B — Word Wrap automatically moves text to the next line.
12. D — Worksheet is a single spreadsheet.
13. C — Ctrl + B is used to bold text.
14. A — Columns are vertical arrangements.
15. D — A flat file database contains only one table.
16. B — MS Excel is a spreadsheet program.
17. C — Text alignment includes left, right, center, justify.
18. A — Data entry is a basic function of spreadsheets.
19. D — Query is used to retrieve data from databases.
20. B — Mail merge combines a document with a data list.
21. A — Ctrl + C copies text.
22. C — The formula bar shows content of active cell.
23. D — Table design view allows full control over fields.
24. B — Spell checker is a tool in word processing.
25. A — Merge and Center centers text across cells.
26. C — Records are rows in a database.
27. D — Alignment formats how text fits in a cell.
28. B — Ctrl + Z is the undo command.
29. A — In spreadsheets, formulas begin with “=”.
30. C — A function is a pre-defined formula.
31. D — AutoSum adds numbers in a range.
32. B — Primary key uniquely identifies records.
33. A — Header appears at the top of each page.
34. C — Report shows formatted database output.
35. D — Footer appears at the bottom of each page.
36. B — Print Preview shows how a document will look.
37. A — Toolbar contains shortcuts to functions.
38. C — Ctrl + X is used to cut.
39. D — AutoCorrect fixes common spelling mistakes.
40. B — Workbook is a collection of worksheets.

 

Theory Answers

1. Explain what word processing is and describe four common features of word processing software.
   Word processing refers to the use of computer software to create, edit, format, and print text-based documents. It allows users to produce professional-quality documents such as letters, memos, reports, and newsletters.

Common features of word processing software include:

• Text Formatting: Ability to change font type, size, color, and style (bold, italic, underline).
• Spell Check and Grammar Tools: Automatically detect and suggest corrections for spelling and grammatical errors.
• Insert Tools: Allows insertion of tables, images, shapes, and charts into documents.
• Page Layout Options: Provides tools for setting margins, headers/footers, page numbers, and document orientation.

2. Discuss five differences between manual typewriters and modern word processors.

• Editing Ability: Typewriters do not allow text editing once typed, while word processors support editing and formatting anytime.
• Storage: Word processors can save documents for future editing; typewriters have no storage.
• Speed and Efficiency: Typing and correcting mistakes is faster and easier with word processors.
• Multimedia Capability: Word processors support images and graphics; typewriters do not.
• Spell Checking: Word processors have built-in spell and grammar checks; typewriters do not.

3. Describe the process of creating a table in Microsoft Word and give three practical uses of tables in word processing.
   To create a table in Microsoft Word:

• Click on the “Insert” tab on the ribbon.
• Select “Table” and choose the number of rows and columns.
• A table will appear in the document which can then be populated with data.

Practical uses of tables:

• Organizing data: To neatly present lists, schedules, or records.
• Financial reports: Used to tabulate income, expenses, and budgets.
• Comparative analysis: To compare features, prices, or characteristics.

4. What is a spreadsheet? List and explain four basic components of a spreadsheet window.
   A spreadsheet is a software application used for organizing, analyzing, and storing data in tabular form. Examples include Microsoft Excel and Google Sheets.

Components of a spreadsheet window:

• Cells: The individual boxes where data is entered.
• Rows and Columns: Horizontal and vertical divisions used to organize cells.
• Formula Bar: Displays data or formulas in the selected cell.
• Sheet Tabs: Located at the bottom; allow navigation between multiple worksheets.

5. State and explain five advantages of using spreadsheet software over manual calculation methods.

• Speed: Automatic calculations reduce time spent on mathematical operations.
• Accuracy: Reduces human error through reliable formulas.
• Data Analysis: Built-in functions allow complex data analysis easily.
• Data Storage: Large volumes of data can be stored and accessed quickly.
• Graphing Tools: Allows creation of charts and graphs for better visualization.

6. Explain the term “cell referencing” in spreadsheets and differentiate between relative, absolute, and mixed cell referencing with examples.
   Cell referencing refers to the method of referring to cells in formulas and functions within spreadsheets.

• Relative referencing: Adjusts when copied (e.g., A1).
• Absolute referencing: Remains fixed when copied (e.g., $A$1).
• Mixed referencing: Either row or column stays fixed (e.g., $A1 or A$1).

7. Define database management. Highlight five key uses of database management systems in modern organizations.
   Database management is the process of storing, organizing, and managing data using specialized software called Database Management Systems (DBMS).

Uses include:

• Customer Records Management: Track personal and purchase data.
• Inventory Control: Monitor stock levels and product movement.
• Payroll Systems: Automate salary and tax computations.
• School Records: Manage student grades and attendance.
• Banking Operations: Handle account details and transactions.

8. Differentiate between a flat file and a relational database. Give two advantages of relational databases.

• Flat file database: Stores data in a single table or file.
• Relational database: Stores data in multiple related tables.

Advantages of relational databases:

• Data Integrity: Reduces redundancy through relationships.
• Data Security: Offers user-level access and better protection.

9. Outline the steps involved in creating a simple database using Microsoft Access. Mention any three field types and their uses.
   Steps:

• Launch Microsoft Access.
• Select “Blank Database” and name it.
• Create a table and define fields (columns).
• Set primary key.
• Enter data or import from other sources.

Field Types:

• Text: Stores names or non-numerical data.
• Number: For calculations or numerical entries.
• Date/Time: For scheduling or tracking time-sensitive entries.

10. State five precautions that should be taken when using computers for data processing to ensure data security and system integrity.

• Use strong passwords and change them regularly.
• Install antivirus and update it frequently.
• Back up data regularly to external drives or cloud.
• Avoid downloading untrusted files or opening suspicious emails.
• Ensure only authorized users access sensitive data.

 

Conclusion

Studying Data Processing in SS1 goes beyond memorizing definitions  it’s about understanding how digital tools shape the modern world and how to use them effectively. As you’ve seen from this comprehensive revision material, topics like word processing, spreadsheets, and database management are not just exam topics  they are real-world skills that prepare you for careers in business, technology, science, and beyond.

To succeed, don’t just cram  revise every topic covered from Weeks 1 to 12, practice past questions regularly, and always test yourself under timed conditions. Pay close attention to keywords in theory questions, and practice your typing and formatting skills directly on a computer.

Finally, always remember: Examination malpractice is a serious offense. It can destroy years of hard work and affect your academic journey permanently. Stay focused, be consistent, and trust your preparation. The more you practice, the more confident you’ll become.

Good luck in your third term exams and beyond!