BSc (Hons) Applied Information and Communication Technology with

Specialisation [OUBS017]

Module: ADVANCED OFFICE AUTOMATION - [OUbs017113]

Semester 1 – Academic Year 2014

 Open University of Mauritius – Mock Exam Paper

1. (a) With the latest Microsoft Word software many graphical enhancements have
been brought. Describe three such enhancements.
(b) Microsoft has introduced the Microsoft Office Backstage View. Describe this
feature.
(c) What do you understand by the feature ‘Protect/Restrict Editing’ available in
Microsoft Word.

Answer pointers:
1. (a) Candidates are expected to write on any of these:
 New SmartArt graphic picture layouts
Using this layout to create a SmartArt graphic is simple:
1. Insert the SmartArt graphic picture layout.
2. Add your photographs.
3. Write descriptive text.
Word includes several different picture layouts to choose from.

 New artistic effects

Can now apply sophisticated "artistic" effects, pictures look more like a sketch,
drawing, or painting.
Easy way to enhance your images without using additional photo-editing programs.
Some of the 20 new artistic effects include Pencil Sketch, Line Drawing, Watercolor
Sponge, Mosaic Bubbles, Glass, Pastels Smooth, Plastic Wrap, Photocopy, and Paint
Strokes.

 Picture corrections
Transform your images into compelling, vibrant visuals by fine-tuning the color
intensity (saturation) and color tone (temperature) of a picture.
Can adjust brightness, contrast, sharpness, and blurriness, or you can recolor the
picture to better match your document content and to make your work pop.

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 Automatic background removal of pictures

Ability to automatically remove unwanted portions of a picture, such as the
background, to highlight the subject of the picture or to remove distracting detail.

 Better picture compression and cropping

Picture-editing tools to trim images and get just the look that you want
Can make the right choice for the medium (print, screen, or e-mail) that your
document is used for.

 Inserting screenshots
Screenshot is a new feature of Word 2010. Screenshot allows users to capture the
screen as it currently looks, making it a portable image that one can place within the
document.
After you add the screenshot, you can use the tools on the Picture Tools tab to edit
and enhance the screenshot. When you reuse your screenshots across documents,
take advantage of the Paste Preview feature to see what your additions will look like
before you drop them in.

1. (b) In the Microsoft Office Backstage view, you do everything to a file that you do not
do in the file. The latest innovation in the Microsoft Office Fluent user interface and a
companion feature to the Ribbon, the Backstage view is where you manage your
files — creating, saving, inspecting for hidden metadata or personal information and
setting options.

1. (c) If you don’t want someone editing your piece for some reason or if there is a part
that you don’t want edited in any circumstances, Word 2010 has a protect feature
that allows you to block authors (might not be available on all computers) and/or
restricting the editing.

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 Block Authors
In the Block Authors function, you block other authors from making changes to the
text.
 Restrict Editing
Here you can restrict how people edit or format parts of your document. You can also
prevent formatting changes, force all changes to be tracked, or only enable
comments.

2. (a) PivotTables are used in Spreadsheet applications such as Microsoft Excel. Why
is a Pivot Table used and write on two features of the new Pivot Table available in
Microsoft Spreadsheet.
(b) What is Microsoft Office 365. Elaborate on two of its features.

Answer pointers:
2. (a) A PivotTable report is useful to summarize, analyze, explore, and present summary
data.PivotTables are now easier to use and more responsive. Key improvements
include:
 Performance enhancements- In Excel’s new version, multi-threading helps
speed up data retrieval, sorting, and filtering in PivotTables.
 PivotTable labels- It's now possible to fill down labels in a PivotTable. You can
also repeat labels in PivotTables to display item captions of nested fields in all
rows and columns.
 Enhanced filtering- You can use slicers to quickly filter data in a PivotTable with
the click of a button and see which filters are applied without having to open
additional menus. In addition, the filter interface includes a handy search box
that can help you to find what you need among potentially thousands (or even
millions) of items in your PivotTables.
 Show Values As feature - The Show Values As feature includes a number of
new, automatic calculations, such as % of Parent Row Total, % of Parent

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Column Total, % of Parent Total, % Running Total, Rank Smallest to Largest,

and Rank Largest to Smallest.
 PivotChart improvements - It is now easier to interact with PivotChart reports.
Specifically, it's easier to filter data directly in a PivotChart and to reorganize
the layout of a PivotChart by adding and removing fields. Similarly, with a single
click, you can hide all field buttons on the PivotChart report.

2. (b) Microsoft Office 365

 Microsoft Office 365 is a service that Microsoft offers to businesses of any size. It
allows businesses to run their office automation applications and store their data
safely and securely using cloud computing technology. When implemented
properly, a business can bring new technology into their organization while
decreasing overall IT costs.
 Microsoft Office 365 is a set of productivity and workplace collaboration tools
delivered through the cloud. Instead of buying higher-end PCs that can support
and run different types of office automation software (eg. Microsoft Office 2010),
and larger hard drives to save your data on, an Office 365 subscription allows you
to run your programs and store your data safely and securely on Microsoft's
servers in the cloud. The biggest advantage is that your employees can access their
data and the company's data, through any device that can attach to the Internet.
Also you do not need a team of IT professionals to manage servers and support
your desktop PCs and software. Plans are flexible and customizable that allow you
to adapt your Office 365 requirements as your business grows.
Features are:
 Office Web Apps
This product includes all the power of the Microsoft Office products that you
already know (Word, Excel, PowerPoint, and One Note) accessed over the
Internet. If you already have PCs that are running the Microsoft Office suite,
these products can interact seamlessly with the Office Web Apps service.

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 Office Professional Plus

This service includes integration with the other Office Web applications that
allow calendaring tools, integration with business and social networks,
collaboration tools, presentation tools and data analysis tools.
 Exchange Online
In addition to offering e-mail hosting, Exchange Online offers calendaring and
contact management to provide your business with sophisticated
collaboration and communication tools. Service includes globally redundant
servers, built-in antivirus scanning, and anti-spam filtering.
 SharePoint Online
This service offers you a secure and controlled environment to share
documents and information with other employees and customers. It
integrates directly with Office products and allows participants to collaborate
real-time from virtually anywhere.
 Linc Online
This product is a next-generation cloud communication service that allows
people to connect with each other in new ways over the Internet. This includes
instant messaging, audio/video calling, and online meetings.

3. (a) The Spelling Checker features have been considerably improved in Microsoft
Access. Describe two such features.
(b) In Contact Management in Microsoft Outlook, what do you understand by the
following features:
(i) Calendar Groups
(ii) Schedule View
(iii) Quick View

Answer pointers:

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3. (a) New features of the spelling checker:

 Several spelling checker options are now global. If you change one of these options
in one Office program, that option is also changed for all the other Office
programs.
 In addition to sharing the same custom dictionaries, all programs can manage
them by using the same dialog box.
 The spelling checker includes the post-reform French dictionary. In Microsoft
Office 2003, this was an add-in that had to be separately installed.
 An exclusion dictionary is automatically created for a language the first time that
language is used. You can use exclusion dictionaries to force the spelling checker
to flag words you want to avoid using. Exclusion dictionaries are useful for
avoiding words that are obscene or that don't match your style guide.

3(b) Contact Management Features

 Calendar Groups Quickly see the calendars of people you frequently work with.
Select the members one time, then use the Calendar Group every time that you
want view those same calendars. Calendar Groups can also include resources,
such as conference rooms.
 Schedule View Whether you use the new Calendar Groups, or manually select
multiple calendars to review, the new Schedule View can help take some
guesswork out arranging meetings. Individual, resource, or Calendar Group
calendars appear in a horizontal view to quickly discover the best time to meet.
 Quick View When you receive a meeting request, Quick View helps you better
understand how a meeting request affects your calendar. When creating or
responding to a meeting request, a calendar snapshot appears in the meeting
request. You can instantly review any conflicts or adjacent items on your calendar
without ever leaving the meeting request.

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4. (a) What does Visual Basic Script (VBScript) mean?

(b) Elaborate on the structure of VBScript and also say why and how are
comments used in scripting.

(c) Regarding Case Sensitivity, we say that VBScript is a case-insensitive

language. What do you understand by this?

Answer pointers:

4(a) Visual Basic Script (VBScript) is a component-based scripting language developed

by Microsoft. It is a light version of Visual Basic with a fast interpreter for use on
Microsoft platforms.

VBScripts use the Component Object Model (COM) to access the features of the
environment where they are running. VBScripts are executed in the host
environment.

4(b) VBScript structure

VBScript consists of procedures, control structures, constants, variables, date/time

functions, etc. Procedures are the main construct of a VBScript, which allows codes to
be divided into small modules. Control structures in VBScript use iterative and
conditional do-loop construct, if-then-else statements, case statements, etc.
Variables in VBScript have a variant type by default.

Comments in VBScript
Comments are used to document the program logic and the user information with
which other programmers can seamlessly work on the same code in future. It can
include information such as developed by, modified by and it can also include
incorporated logic. Comments are ignored by the interpreter while execution.
Comments in VBScript are denoted by two methods:
Method 1: Any statement that starts with a Single Quote (‘) is treated as comment.
Example:

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<script language="vbscript" type="text/vbscript">

<!—
' This Script is invoked after successful login
' Written by : ……………………….
' Return Value : True / False
//- >
</script>

Method 2: Any statement that starts with the keyword “REM”.

Example:
<script language="vbscript" type="text/vbscript">
<!—
REM This Script is written to Validate the Entered Input
REM Modified by : …………………………………..
//- >
</script>

4(c) Case Sensitivity

VBScript is a case-insensitive language. This means that language keywords, variables,
function names and any other identifiers need NOT be typed with a consistent
capitalization of letters.
So identifiers int_counter, INT_Counter and INT_COUNTER have the same meaning
within VBScript.

5. Cloud Applications form part of the increasing trend for most businesses.
Describe
(a) three service models of the Cloud Applications; and

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(b) three types of Clouds.

Answer pointers:
5.(a) Service models
Infrastructure as a service (IaaS)
In the most basic cloud-service model, providers of IaaS offer computers – physical
or (more often) virtual machines – and other resources.
To deploy their applications, cloud users install operating-system images and their
application software on the cloud infrastructure. In this model, the cloud user
patches and maintains the operating systems and the application software. Cloud
providers typically bill IaaS services on a utility computing basis: cost reflects the
amount of resources allocated and consumed.

Platform as a service (PaaS)

In the PaaS model, cloud providers deliver a computing platform, typically
including operating system, programming language execution environment,
database, and web server. Application developers can develop and run their
software solutions on a cloud platform without the cost and complexity of buying
and managing the underlying hardware and software layers. With some PaaS
offers like Windows Azure, the underlying computer and storage resources scale
automatically to match application demand so that the cloud user does not have
to allocate resources manually.

Software as a service (SaaS)

In the business model using software as a service (SaaS), users are provided access
to application software and databases. Cloud providers manage the infrastructure
and platforms that run the applications. SaaS is sometimes referred to as "on-
demand software" and is usually priced on a pay-per-use basis. SaaS providers
generally price applications using a subscription fee.

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In the SaaS model, cloud providers install and operate application software in the
cloud and cloud users access the software from cloud clients. Cloud users do not
manage the cloud infrastructure and platform where the application runs. This
eliminates the need to install and run the application on the cloud user's own
computers, which simplifies maintenance and support. The pricing model for SaaS
applications is typically a monthly or yearly flat fee per user,so price is scalable
and adjustable if users are added or removed at any point.

Network as a service (NaaS)

A category of cloud services where the capability provided to the cloud service
user is to use network/transport connectivity services and/or inter-cloud network
connectivity services.NaaS involves the optimization of resource allocations by
considering network and computing resources as a unified whole.

5.(b) Types of Clouds

Private cloud
Private cloud is cloud infrastructure operated solely for a single organization,
whether managed internally or by a third-party and hosted internally or
externally. Undertaking a private cloud project requires a significant level and
degree of engagement to virtualize the business environment, and requires the
organization to reevaluate decisions about existing resources. When done right, it
can improve business, but every step in the project raises security issues that must
be addressed to prevent serious vulnerabilities.

Public cloud
A cloud is called a "public cloud" when the services are rendered over a network
that is open for public use. Technically there may be little or no difference

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between public and private cloud architecture, however, security consideration

may be substantially different for services (applications, storage, and other
resources) that are made available by a service provider for a public audience and
when communication is effected over a non-trusted network. Generally, public
cloud service providers like Amazon AWS, Microsoft and Google own and operate
the infrastructure and offer access only via Internet (direct connectivity is not
offered).

Community cloud
Community cloud shares infrastructure between several organizations from a
specific community with common concerns (security, compliance, jurisdiction,
etc.), whether managed internally or by a third-party and hosted internally or
externally. The costs are spread over fewer users than a public cloud (but more
than a private cloud), so only some of the cost savings potential of cloud
computing are realized.

Hybrid cloud
Hybrid cloud is a composition of two or more clouds (private, community or
public) that remain unique entities but are bound together, offering the benefits
of multiple deployment models. A hybrid cloud service is also defined as a cloud
computing service that is composed of some combination of private, public and
community cloud services, from different service providers.
For example, an organization may store sensitive client data in house on a private
cloud application, but interconnect that application to a billing application
provided on a public cloud as a software service. This example of hybrid cloud
extends the capabilities of the enterprise to deliver a specific business service
through the addition of externally available public cloud services.
Another example of hybrid cloud is one where IT organizations use public cloud
computing resources to meet temporary capacity needs that cannot be met by

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the private cloud.Hybrid cloud architecture requires both on-premises resources

and off-site (remote) server-based cloud infrastructure.

Distributed cloud
Cloud computing can also be provided by a distributed set of machines that are
running at different locations, while still connected to a single network or hub
service. Examples of this include distributed computing platforms such as BOINC
and Folding@Home.

6. (a) We often use Compression and Encryption as part of a Backup Plan. Explain
what is Compression and Encryption in the context of a backup plan’
(b) Describe three types of storage used for backup and in each case give two
advantages and two disadvantages.

Answer pointers:
6.(a) As part of your backup plan, you also need to decide if you want to apply any
compression to your backups. For example, when backing up to an online service,
you may want to apply compression to save on storage cost and upload
bandwidth. You may also want to apply compression when backing up to storage
devices with limited space like USB thumb drives.

Encryption is a good way to protect your content should it fall into malicious
hands. When applying encryption, always ensure that you remember your
encryption key. You will not be able to restore it without your encryption key or
phrase.
6.(b) Types of storage used for data backup.
 External Hard Drive

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These are hard drives similar to the type that is installed within a desktop
computer or laptop computer. The difference being that they can be plugged
in to the computer or removed and kept separate from the main computer.
Advantages :
•Very good option for local backups of large amounts of data.
•The cheapest storage option and very reliable when handled with care.
Disadvantages :
•Can be very delicate. May be damaged if dropped or through electrical
surge

 Solid State Drive (SSD)

Solid State Drives look and function similar to traditional mechanical/
magnetic hard drives but the similarities stop there. Internally, they are
completely different. They have no moving parts or rotating platers. They rely
solely on semiconductors and electronics for data storage making it a more
reliable and robust than traditional magnetic. No moving parts also means that
they use less power than traditional hard drives and are much faster too.With
the prices of Solid State Drives coming down and is lower power usage, SSD’s
are used extensively on laptops and mobile devices. External SSD’s are also a
viable option for data backups.
Advantages :
•Faster read and write performance
•More robust and reliable than traditional magnetic hard drives
•Highly portable. Can be easily taken offsite
Disadvantages :
•Still relatively expensive when compared to traditional hard drives
•Storage space is typically less than that of traditional magnetic hard drives.

 Network Attached Storage (NAS)

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NAS are simply hard drives plugged in an array storage enclosure and
connected to a network Router or Hub through a Ethernet port. Some of these
NAS enclosures have ventilating fans to protect the hard drives from
overheating.
Advantages :
•Very good option for local backups especially for networks and small
businesses.
•As several hard drives can be plugged in, NAS can hold very large amounts of
data
•The drive is always connected and available to the network making the NAS
a good option for implementing automated scheduled backups.

Disadvantages :
•Significantly more expensive than using single External Hard Drives
•Difficult to bring offsite making it very much a local backup hence still
susceptible to some events like theft and floods, fire etc

 USB Thumb Drive Or Flash Drive

These are similar to Solid State Drives except that it is much smaller in size and
capacity. They have no moving parts making them quite robust. They are
extremely portable and can fit on a keychain. They are Ideal for backing up a
small amount of data that need to be brought with you on the go.
Advantages :
•The most portable storage option. Can fit on a keychain making it an offsite
backup when you bring it with you.
•Much more robust than traditional magnetic hard drives
Disadvantages :
Relatively expensive per GB so can only be used for backing up a small amount
of data

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 Optical Drive (CD/ DVD)

CD’s and DVD’s are ideal for storing a list of songs, movies, media or software
for distribution due to the very low cost per disk. They do not make good
storage options for backups due to their shorter lifespan, small storage space
and slower read and write speeds.
Advantage :
•Low cost per disk
Disadvantages :
•Relatively shorter life span than other storage options
•Not as reliable as other storage options like external hard disk and SSD. One
damaged disk in a backup set can make the whole backup unusable.

 Cloud Storage
Cloud storage is storage space on commercial data center accessible from any
computer with Internet access. It is usually provided by a service provider. A
limited storage space may be provided free with more space available for a
subscription fee. Examples of service providers are Amazon S3, Google Drive,
Sky Drive etc.
Advantage :
•A very good offsite backup. Not affected by events and disasters such as
theft, floods, fire etc
Disadvantages :
•More expensive than traditional external hard drives. Often requires an
ongoing subscription.
•Requires an Internet connection to access the cloud storage.
•Much slower than other local backups

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