Jhde1ps Merged
Jhde1ps Merged
Jhde1ps Merged
Entry Operator
(Job Role)
Qualification Pack: Ref. Id. SSC/Q2212
Sector: Information Technology and Information
Technology enabled Services (IT–ITeS)
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NCERT Campus
Sri Aurobindo Marg
New Delhi 110 016 Phone : 011-26562708
108, 100 Feet Road
Hosdakere Halli Extension
Banashankari III Stage
Bengaluru 560 085 Phone : 080-26725740
Navjivan Trust Building
P.O. Navjivan
Ahmedabad 380 014 Phone : 079-27541446
330.00
CWC Campus
Opp. Dhankal Bus Stop
Panihati
Kolkata 700 114 Phone : 033-25530454
CWC Complex
Maligaon
Guwahati 781 021 Phone : 0361-2674869
Publication Team
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(iv)
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Deepak D. Shudhalwar
Associate Professor (CSE) and Head
Department of Engineering and Technology
PSSCIVE, NCERT, Bhopal
(vi)
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Members
Anju Gupta, Freelance Educationist, New Delhi
Chetna Khanna, Freelance Educationist, New Delhi
Mohini Arora, Head, Department of Computer Science, Air Force
Golden Jubilee Institute, Subroto Park, New Delhi
Sangita Chadha, Head, Department of Computer Science, Ambience
Public School, Safdarjung Enclave, New Delhi
Member-coordinator
Deepak D. Shudhalwar, Professor (CSE) and Head, Department of
Engineering and Technology, PSSCIVE, NCERT, Bhopal
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Foreword iii
About the Textbook v
Unit 1: Digital Documentation (Advanced) using 1
LibreOffice Writer
Chapter 1. Introduction to Styles 3
Chapter 2. Working with Images 22
Chapter 3. Advanced Features of Writer 47
Unit 2: Electronic Spreadsheet (Advanced) 84
using LibreOffice Calc
Chapter 4. Analyse Data using Scenarios and Goal Seek 86
Chapter 5. Using Macros in Spreadsheet 104
Chapter 6. Linking Spreadsheet Data 116
Chapter 7. Share and Review a Spreadsheet 130
Unit 3: Database Management System using 142
LibreOffice Base
Chapter 8. Introduction to Database Management System 144
Chapter 9. Starting with LibreOffice Base 157
Chapter 10. Working with Multiple Tables 173
Chapter 11. Queries in Base 186
Chapter 12. Forms and Reports 199
Unit 4: Maintain Healthy, Safe and Secure Working 222
Environment
Chapter 13. Health, Safety and Security at Workplace 223
Chapter 14. Workplace Quality Measures 235
Chapter 15. Prevent Accidents and Emergencies 247
Answer Key 260
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Introduction
In Class IX, you have learned the basic concepts of word
processing using LibreOffice Writer, where the basic
functions, such as creating, editing and formatting the
document are covered. However, in today’s professional
set up, you need to know more features to create a
document that can be presented in a professional
style. LibreOffice Writer offers a variety of features
and commands that enable you to create an attractive
and presentable document with a consistent format.
Further, such documents are easy to read, comprehend
and edit by one and all.
In this Unit, you will learn to format a document
using styles, use style formats, create new styles,
update styles, and apply styles and to use the template
of another document to format the current document.
A document with pictures is always easier to
understand than a text document. Pictures have a
visual appeal, as our brain responds quickly to colours
in comparison to any other form of information. In digital
document, a picture can be a drawing, chart, photo,
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Introduction to Styles
A style is a collection of all formatting information, which
you want to save and then apply on the document. For
example, following details of Font can be stored as a
style with the name ‘Title style’.
Size – 12
Name – Bookman Old Style
Weight –Bold
Alignment – Left
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Style Categories
Writer provides six Style categories, which are as follows:
(a) Page – all documents in Writer are based on
pages, hence for formatting them, Page Style is
used. It defines basic page layout like page size,
its margin, placement of header and footer,
footnote, borders and background. A document
can have one or many page styles. If a page style
is not specified, Writer uses its built-in Default
page style.
(b) Paragraph – after deciding on a page format,
next is the document content, which is organised
in paragraphs. A paragraph begins and ends
by pressing Enter key. Paragraph formatting
includes tab stops, text alignment, line spacing
and borders. Usually, it also includes Character
styling attributes.
(c) Character – this styling is used to work on block
of letters, i.e. word(s) in the paragraph instead
of the whole paragraph. By using character
styles, you can change the appearance of a part
of a paragraph without affecting the other part.
Character styles allow changing the text colour,
text size, highlighting text and emphasising it.
(d) Frame – using frames, a document can be
organised in sections, so that each section
of the page can have a different appearance.
Frames are like containers, which can hold text,
graphics and lists. Therefore, applying Frame
Styles allows to format a frame by specifying its
size, position, border and how the text is placed
around the picture.
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Assignment 1
Select each of the Styles – Character style, Frame style, Page style,
List style and Table style and list the styles under each category.
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Fill Format
To apply a style on words present at different locations
in the document, you will have to go to each word
separately and apply it on each word. Writer provides a
convenient way of doing it through Fill Format option.
It is the second icon from right on the Style menu, as
shown in Fig 1.3. This method is useful when a same
style is to be applied at many places scattered in the
document. Fill Format can be used to style scattered –
pages, frames, tables, lists, paragraphs or characters.
Follow the steps given below to use it.
Step 1. Open the document to be styled.
Step 2. Open the Styles window and select the desired
style category and then desired style from drop
down list.
Step 3. Select Fill Format button.
Step 4. To apply the selected style, take the mouse
pointer to desired location and click. Do take
care to apply style on appropriate type of
content.
Step 5. Repeat step 4 until all the changes have been
made for that style in the entire document.
Step 6. To quit Fill Format option, click the Fill
Format button again or press the Esc key.
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Fig. 1.17: New created myStyle becomes part of Style list under
Paragraph category
Updating a Style
Instead of creating a new style for a small changes in
predefined style, an existing Style can be modified on
desired aspect. Updating Current Style (Fig. 1.18), the Fig. 1.18: Selecting Update
second option in list can be used for doing so. Selected Style option
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Fig. 1.21: New style myStyle1 created using drag and drop appears in
the style list
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Applying styles
Whenever a new document is created,
the Writer applies default style(s) to it,
and the same is displayed in the status
bar as shown in Fig. 1.24.
You may like to retain the default
style or change it.
Self Exploration
Learn other ways of accessing Style
options as listed in section 1.4.
Summary
Fig. 1.24: The current Default Style is displayed on the
• A Style is collection of all status bar
formatting information, which
you want to save and then apply on the document.
• Writer provides six Style categories – Page,
Paragraph, Character, Frame, List and Table.
• Predefined Heading style(s) act as bookmarks
in a document. These bookmarks allow faster
browsing in a document.
• These Style(s) tools can be accessed from Menu
bar, Drop Down List and Side bar.
• Fill Format is used to style scattered – Pages,
Frames, Tables, Lists, Paragraphs or Characters
in a document.
Digital Documentation (Advanced) Using LibreOffice Writer 17
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Practical Exercises
1. Mr R K Sharma is planning to change his job. He
approaches a company (www.naukri.in) for helping him
in finding new job. Mr Sharma is asked to submit his
CV/Resume in the company. He has downloaded a
sample CV from “template.com”. Help him in creating his
CV in the same format. Also save the format as “CV1” on
the computer, for future reference.
2. Raghav receives a non-styled text document as shown in
Fig. 1.25, from his teacher to convert it into desired
appearance as shown in Fig. 1.26. He has to save it as
“reportStyle” for future reference. Write the process that
he should follow.
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Assignment 1
Explore how to insert an image from Writer’s Gallery or from
any other device?
Modifying an Image
Sometimes we may have to modify the image inserted in
the document to suit its requirement. The Image toolbar
is used to resize, crop, delete and rotate the image.
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Fig. 2.14: Document after inserting Fig. 2.15: Changed handles for
image cropping the image
Step 3. Select the image by clicking on the image. Observe that
the selected image is surrounded by eight small squares
as shown in Fig. 2.14.
Step 4. Click on crop tool from Image toolbar. Now observe that
the eight small squares surrounding the image will be
changed into the blue coloured handles as shown in
Fig. 2.15. These are the handles used to crop the image.
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Fig. 2.16: Cropping the image Fig. 2.17: Image after cropping
from upper right edge
Resizing an Image
Sometimes you may want to resize the image to fit an
image at the desired place in a document. Resizing
is the process of reducing or enlarging the size of the
image. This can be done in various ways. Quick and
easy way to resize an image is by dragging the image’s
sizing handles. Use the following steps to resize image:
Step 1. Click on the image inserted in the
previous activity. Observe that there are
eight sizing handles surrounding the
image as shown in Fig. 2.14.
Step 2. Position the pointer over one of the sizing
handles. The pointer changes shape
indicating the direction of resizing.
Step 3. Click and drag to resize the image as
shown in Fig. 2.18.
Step 4. Release the mouse button when satisfied
with the new size and observe the size of
the image is reduced.
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Deleting an Image
It is possible to delete the image from the document just
like we delete the text. To delete the image, just select the
image by clicking on the image and press the Delete key.
Drawing Objects
If you need to draw a flowchart or a callout box in your
document, LibreOffice Writer provides the feature of
drawing tools for such work. The set of drawing tools
available in Writer are easy to use, and helps in creating
good quality designs, diagrams and drawings. Once you
create the drawings, you can directly place it in the
document. These diagrams can also be copied or
imported in other packages.
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Select
Curve Oval
Call Out (list)
Points
Insert Line Rectangle
Lines & Arrows (list) Arrow (list)
Call outs
Isosceles triangle
Toggle Extrusion
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Fig. 2.21: Rectangles created using drawing tool for family tree
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Fig. 2.25: Using Line Color tool for changing the line color
Step 8. You can also change the border color of rectangle using
Line color tool and width of the border by specifying the
value in line width option.
Step 9. Alternately you can change the line color and width by
right clicking on the object and then selecting the “Line”
option from the context menu as shown in Fig. 2.26.
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Fig. 2.27: Specifying line color and line width for selected objects in the
Line dialog window
Observe in Fig. 2.28, the line color and width changed
as specified
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Assignment 2
Use SHIFT key, while resizing the object, in both the cases
and observe the difference in action.
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Fig. 2.30: All the lines are grouped together and changed
the color to black
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Practical Exercises
Q.1 In Practical Exercise of chapter 1 (Question 3), you created a
school newsletter. Leaf-wise content of the newsletter were:
(a) School Information
(b) Result for Class X & XII in table
(c) School Achievement
(d) Students’ article(s)/poem(s)
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Table of Contents
In Class IX, you had learned to insert tables in a
document, where the data was represented in a row and
column format. In this chapter, we will discuss Table of
Contents (ToC). You must have seen table of contents
in the beginning of your books. It contains a list of topics
and subtopics that have been covered in the book along
with page numbers.
Table of Contents, allows to insert an automated
table of contents in a document. The entries or contents
of this table are automatically taken from the headings
and sub headings of the document. Also, these contents
are hyperlinked in the table. So by clicking on any topic
in the table of contents, we can navigate directly to the
selected topic. But before creating table of contents,
you need to first understand the concept of hierarchy
of headings.
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Customisation of ToC
Once the ToC is inserted, we can
customise it according to our
requirements. To do so, right click
anywhere on the ToC and select
Edit Index option from the popup
menu as shown in Fig. 3.6.
The Table of Contents, Index
or Bibliography dialog box will
be displayed as shown in
Fig. 3.7. As seen in the previous
section, the dialog box has five
tabs – Type, Entries, Styles,
Columns and Background. The
options in these tabs can be used
to edit the table in various ways.
The changes made will be
reflected in the Preview section
of the dialog box. Fig. 3.6: Selecting Edit Index option from the pop up menu
Fig. 3.7: Selecting Entries Tab in Table of Contents, Index or Bibliography dialog window
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Using Templates
A template is a preset layout that helps to create
professional and/or formal documents easily. In the
previous chapters, we have learned styling of different
document objects using templates. In this section, we will
learn to create document templates. Sometimes there is
a need to copy specific content including graphics, such
as logo of a company, image of a product or text, such
as tag lines of a product or a company, legal notices or
even headers and footers in multiple documents.
Instead of adding and then formatting the objects
in all documents, we can use templates. For example,
templates can be used to create a resume, chapter or
project report. A template can contain all the features
or objects that a regular document can contain – text,
graphics, styles and can even use any language. In a
template we can create and save defined headings, text
formats, styles, page numbers, headers and footers.
Digital Documentation (Advanced) Using LibreOffice Writer 55
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Fig. 3.16: Document Properties with template name Modern business letter sans-serif
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Importing a Template
Once a template is downloaded and saved in any file or
folder, it is possible to import it so that it is visible in the
list of templates in the Templates dialog box. Use the
following steps to import the template.
Step 1. Open the Templates dialog box.
Step 2. Click Import Templates button located in
the bottom right corner of the dialog box. The
Select Category dialog box will open as shown
in Fig. 3.21.
Step 3. To add the new template into any existing
category, click and choose that category from
the list box. Otherwise click and select Create
a New Category check box.
Step 4. Type the name of new category in the text box.
Step 5. Click OK button. The Open dialog box will
appear.
Step 6. Browse for the folder where the downloaded
template file Company Letter was saved.
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Moving a Template
When you place a
mouse pointer on any
of the templates in
the Templates dialog
box, a tool tip appears
Fig. 3.29: Setting up a default template displaying the name of
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Exporting a Template
Export template feature
allows to store the
template file in the
desired folder on your
computer. It is different
from moving a template
from one category
folder to another. When
a template is exported,
it is saved as a template
file at any desired
location. Exporting the
template is a useful Fig. 3.30: Selecting Export Template button
feature for sharing the templates with multiple users.
Follow the steps given below to export a template:
Step 1. In the Templates dialog box, select the template
to be exported.
Step 2. Click on
Export button
located in the
bottom right of
the dialog box
as shown in
Fig. 3.30.
Step 3. Then the
Select Path
dialog box
appears as
shown in Fig. Fig. 3.31: Select Path dialog box
3.31 to select the folder where you want to
export the template.
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Applying Templates to a
Blank Document
You can apply the template
Fig. 3.32: Confirmation after exporting a template
from the available template list
to any blank document. Follow
the steps given below to apply
the template.
Step 1. Open a new document in LibreOffice Writer by
selecting File > New > Text Document.
Step 2. Select File > New > Templates to display the
Templates dialog box.
Step 3. Select the desired template. The template will be
opened in a new window.
Step 4. Copy the entire content of the template by using
keyboard shortcut key Ctrl+A for selection and
Ctrl+C to copy.
Step 6. Open the blank document and paste the copied
content of the template by using keyboard
shortcut key Ctrl+V.
Step 7. Add or delete the content as desired and save it
as a text file.
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Recording Changes
Once the Track
Changes features is
ON, the reviewers
can begin recording
the changes in the
document. For that,
click Edit > Track
Changes > Record
option. Alternatively
select Record button
from the toolbar. The
shortcut key to start
recording the changes
is Ctrl+Shift+C.
Once the Record
option is selected,
the Track Changes
Fig. 3.35: Recording the changes
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Fig. 3.38: Inserting Comments using the option under Track Changes toolbar
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Comparing Documents
Once the reviewers have made the changes and given
their comments, Writer allows to compare the original
document with the reviewed document and then choose
the option(s) that suits the best. Follow the steps given
below to compare the documents.
Step 1. Open the edited document.
Step 2. Select Edit > Track Changes > Compare
Documents option. Alternatively, click
Compare Non-Tracked Changed Document
from the toolbar.
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Summary
• A Table of Contents (ToC) contains a list of topics
and subtopics that have been covered in the book
along with page numbers.
• A ToC in Writer allows to insert an automated
table of contents in a document.
• The contents in the ToC are hyperlinked in the
table.
• LibreOffice Writer supports up to 10 levels of
headings H1 to H10.
• To insert a ToC, select Insert > Table of Contents
and Index > Table of Contents, Index or
Bibliography.
• To add a graphic as a background of the ToC,
select the Bitmap button in the Background tab
of the Table of Contents, Index or Bibliography
dialog box.
• Once inserted, a ToC can be edited or deleted
from the document.
• A template is a preset layout that helps to create
professional and/or formal documents easily.
• In a template we can create and save defined
headings, text formats, styles, page numbers,
headers and footers.
78 Domestic Data Entry Operator – Class X
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Practical Exercises
1. Rajnikant has created a detailed report on Education in
India using the LibreOffice Writer tool. He has styled the
document well by inserting proper paragraph and section
headings. His colleague Murugan advised him to insert
a Table of Contents that will give a complete glimpse of
his report. Help Rajnikant to insert a ToC with a green
background.
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Introduction
In the modern digital world, one of the most important
thing is counting and calculations. Every profession,
household, institution and even our smart devices have
to deal with numbers. In computers we can do the
calculations on number of records spread over the long
sheet using the spreadsheet software that helps to work
with numbers efficiently. It resembles an accountant’s
ledger book wherein everything is recorded under
suitable headings. We have already learned in Class 9,
that how the spreadsheet software performs calculations
and present data in tabular format. It becomes easy
to visualise a huge grid of numbers when represented
using charts in electronic spreadsheet. Moving further,
in this unit you will learn advanced features of electronic
spreadsheet using LibreOffice Calc to perform analysis,
automate repeated tasks, link, share and review data. It
includes – analysing data to extract useful information
for making effective decisions. Macros, is the another
powerful feature of spreadsheet covered in this unit.
Macros are a set of stored functions used to automate
processes repeatedly. They are tools which can be used
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4
Chapter
Scenarios and Goal Seek
Introduction
Analysing data is the process to extract useful information
for making effective decisions. The spreadsheet is one of
the best software used for data analysis. It is used to
retrieve, correlate, explore and visualise data to identify
patterns, trends and relationships. The spreadsheet
component in LibreOffice known as Calc includes several
tools used to manipulate the data in the spreadsheet.
You can analyse the data and interpret the results from
it. In this chapter, you will learn to analyse data using
LibreOffice Calc.
Consolidating Data
Consolidate is a function used to combine information
from multiple sheets of the spreadsheet into one place
to summarize the information. It is used to view and
compare variety of data in a single spreadsheet for
identifying trends and relationships.
You need to check the following before consolidating
data.
• Open each sheet in the spreadsheet and check
that the data types must match which you want
to consolidate.
• Match the labels from all the sheets which are
used for consolidating.
• Enter the first column as the primary column on
the basis of which the data is to be consolidated.
Steps to consolidate the data are as follows:
Step 1. Open the spreadsheet which has the data to be
consolidated.
Step 2. Create a new sheet where the data has to be
consolidated.
Step 3. Choose Data > Consolidate option that will open
Consolidate dialog as shown in Fig. 4.1.
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Fig. 4.4: Data for ABC_Branch Fig. 4.5: Data for XYZ_Branch
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Fig. 4.7: Selecting the source data range from the sheet
Step 5. Click on the sheet XYZ_Branch and select the area to
be consolidated and then click on ADD will add the
next consolidation range (Fig. 4.8).
Step 6. Click on the ‘+’ sign next to Options in the Consolidate
dialog window to change the settings.
‘Consolidate by’ has two options Row labels and Column labels.
Check row label or column label or both if you want to consolidate
it by matching the label.
If Link to source data is checked, then it will keep on updating
the data of the Consolidate sheet automatically if there is any
change made in the selected ranges.
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What-if Scenarios
What-if scenario is a set of values that can be used
within the calculations in the spreadsheet. A name
is given to the scenario and several scenarios can be
created on the same sheet.
It is used to explore and compare various alternatives
depending on changing conditions. It can be used in the
beginning of any project to optimise the output. This tool
is used to predict the output while changing the inputs
which reflects the output and thus one can choose the
best plan of action based on it.
Electronic Spreadsheet (Advanced) using LibreOffice Calc 93
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Goal Seek
It general we fill in the values in the cells and then
create formula on these values to get the required
result. To predict the output, we keep on changing all
the input values to obtain the desired output. Goal seek
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Lab Exercise
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Introduction
Many times, we have to perform repeated tasks such
as typing school name, address, contact numbers with
a specific formatting or apply the same formula at a
particular cell for different sheets in a workbook. How
easy would it be if we could get this done at the click
of a button? This will ensure that we maintain the
standardization in terms of font style without any typing
mistake. Can you think of any other advantage? In this
chapter, you will learn how to use a macro to automate
repeated tasks that are always performed in the same
way over and over again.
Recording a Macro
A macro is a single instruction that executes a set of
instructions. These set of instructions can be a sequence
of commands or keystrokes that can be used for any
number of times later. A sequence of actions such as
keystrokes and clicks can be recorded and then run as
per the requirement.
It is important to know that by default
the macro recording feature is turned
off when LibreOffice is installed on your
computer. Hence, to record a Macro ensure
that the macro recording is enabled. Macro
recording can be enabled using the Tools
option on the main menu bar by selecting
Tools > Options > LibreOffice > Advanced.
Observe the Optional Features. There are
two options which are not check marked.
Put the checkmark on the option “Enable
Fig. 5.1: Enabling a Macro macro recording” as shown in Fig. 5.1.
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Note : If all the macros will be given the same name then they
will overwrite the previous Macro created by that name.
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Running a Macro
Let us now run the macro for another sheet which
requires its heading in cell A1 to be given the same
format as recorded in the Formatheading macro. To run
a macro we need to perform the following steps.
Step 1. Type the heading in cell A1
Step 2. Use Tools > Macros > Run Macro to open the
Macro Selector dialog box as shown in Fig. 5.6.
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Warning – Do not make any changes to the code unless you are
aware of the language.
Note – The code of a macro begins with Sub followed by the
name of the macro and ends with End Sub .
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Fig. 5.8: Basic Macro dialog window Fig. 5.9: LibreOffice Basic Macro Organiser
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Macro as a Function
Consider a situation wherein you need to perform
calculations that are repetitive in nature. Assume that
the same formula needs to be applied to different data in
different sheets and there is no predefined function for it.
In such a situation will it not be convenient if we could
create a macro that performs the calculations? It will save
us the effort of remembering and typing the formulas. It
is possible to do so if we use Macro as a function. Instead
of writing instructions in between Sub and End Sub, we
can write instructions in between Function and End
Function. A function is capable of accepting arguments
or values. It can perform operations on the arguments,
perform calculations and return the result.
Fig. 5.14: Sheet storing length and width of floor and tile
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Lab Exercises
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Source: https://data.gov.in/resources/seasonal-and-annual-minmax-
temp-series-india-1901-2017
Collect information about the population of the South
Asian countries form the Internet and store it in a Calc
sheet. Run the Macro created in (i) to display a chart for the
data stored.
Create Macro as a function to calculate Amount to be
paid after a 5% discount. A sample sheet for the same is
given below.
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Introduction
We have learned in Class IX to organise the data in a
spreadsheet. Let us take a situation where the marks
scored by each student of three terms in three terminal
examinations are stored in three different sheets
Term1, Term2, Term3. Now to generate final result in
single result sheet by finding the average marks of each
subject, what would be the ideal solution?
Retyping or copying the marks can be one solution
but it will be time consuming and also there are chances
of committing typing errors.
Instead, the ideal solution will be to find a way to
refer the marks stored in the sheets Term1, Term2 and
Term3. In this manner, there are nearly no chances of
errors and if the marks of a subject are changed, they
will be reflected and thus ensuring correctness while
performing calculations, such as calculating average.
In this chapter, we will learn how to create multiple
sheets, and also to link the data in multiple sheets. It
can be done in two ways, one is creating reference to
other sheets/documents by using keyboard and mouse,
and other is by linking external data.
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Fig. 6.9: Displaying the highest score in English using Max function
We had selected cell reference by clicking on the cells in the
separate spreadsheet and an alternative could be to type the
reference. First, we need to understand how referencing is
performed across different spreadsheet files.
To refer to a cell in a different spreadsheet we write in single
quotes the path of the file followed by #$ then the name of the
sheet followed by a . (dot) and then the cell address.
For example: ‘file:///C:/Users/ADMIN/Documents/X-A.ods’#
$Result.C4
Note : The path of a file has three forward slash ///. A filename
can have space within its name hence single quotes (‘ ‘) are used.
It is also possible to insert a sheet from another file. The From
file option of Insert Sheet Dialog box allows us to insert sheet
from another file as well (refer Fig. 6.10).
Insert a sheet from an existing file into the current document.
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Creating Hyperlinks
It is possible to hyperlink a sheet of other spreadsheet
document in a spreadsheet. Suppose, you have to
hyperlink a Result sheet of “Result-X-A” spreadsheet
document in the “Result-X-B” spreadsheet document,
then follow the following steps:
Step 1. Open the Result-
X-B spreadsheet
document.
Step 2. From the main
menu, select and
click on Insert
> Hyperlink.
An Hyperlink
dialog box will
open as shown in
Fig. 6.13.
Fig. 6.13: Hyperlink dialog box
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Let’s Practice
Create a Hyper link to
Result Analysis
spreadsheet.
Editing a Hyperlink
To edit an existing link, place the
cursor anywhere in the link and
right click the hyperlink. A context
menu will be displayed as shown in
Fig. 6.17.
Click on Edit Hyperlink...,
the Hyperlink dialog box will be
displayed, where you can make
changes to the hyperlink.
Fig. 6.17: Selecting Edit Hyperlink from context menu
on right clicking the Hyperlink
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Lab Exercises
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7
Chapter
Spreadsheet
Introduction
In LibreOffice Calc, one spreadsheet can be used by
more than one user at a time by sharing it. A shared
spreadsheet is a same sheet that can be accessed by
more than one user and can allow them to make changes
simultaneously on it. It saves the trouble of keeping track
of multiple copies of the same spreadsheet. Sharing
allows working in collaboration so that everyone can
contribute, make changes and view it.
Sharing Spreadsheet
Sharing a spreadsheet is just like a
teamwork to work in collaboration with
other users. The following are the steps
to share the spreadsheet.
Step 1. Open a new spreadsheet and
save it with some name.
Step 2. Select and click on Tools >
Share Spreadsheet from main menu
bar. This will open the Share Document
dialog window as shown in Fig. 7.1
which can be used to enable or disable
sharing option.
Fig 7.1: Share Document dialog window
Step 3. Click on the checkbox “Share
this spreadsheet with other users” to
share the spreadsheet and click on OK
button. This will open the confirmation
dialog window as shown in Fig. 7.2 to
save the spreadsheet to activate the
Fig. 7.2: Confirmation dialog window for
sharing a spreadsheet shared mode.
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Fig. 7.11: Entering text in Comment Fig. 7.12: Comment displayed with full description
dialog window
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Fig. 7.22: Open the Test1.ods from Merge With dialog window
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Comparing Documents
Instead of merging two spreadsheets, one can
compare the two spreadsheets by comparing the
documents. Follow the following steps to compare
the documents. Let us compare the two earlier
created spreadsheets Test.ods and Test1.ods
Step 1. Open the spreadsheet file Test.ods. Click
on Edit > Track Changes > Compare
Document as shown in Fig. 7.25.
Step 2. This will open the Compare to dialog
Fig. 7.25: Selecting Compare
window, which will allow to open the Document option
spreadsheet to be compared. Select the
spreadsheet file Test1.ods and click on
Open button as shown in Fig. 7.26.
Step 3. This will open the Manage Changes
dialog window to accept/reject the
changes. Click on Accept as shown in
Fig. 7.27.
Step 4. Finally click on Close button to close the
Manage Changes dialog window as Fig. 7.26: Open Test1.ods from
shown in Fig. 7.28. Compare to dialog window
Fig. 7.27: Accepting Manage Changes Fig. 7.28: Closing Manage Changes dialog window
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Lab Exercise
Anushka and Niyaz have been made the class representative.
Anushka has been asked to collect the class assignments for the
various subjects. Create a spreadsheet to store the roll number,
name of the students and subject names. Perform the following
operations so that Niyaz can access the file:
1. Enable Track changes
2. Add comment to show the date on which the assignment
has been submitted.
3. Share the document with the class teacher.
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Introduction
Management of data is of prime importance for any
organisation. The ease of entering data, its efficient
storage, accurate and fast retrieval is the primary
objective of any database management system. In this
unit you will learn about various methodologies of data
management using LibreOffice Base, which is an open
source application.
The first chapter starts with the general concepts of
database management system, different database model
with the focus on relational database. It explains the
concept of primary key and foreign key and the various
database objects of RDBMS.
In the second chapter you will learn about LibreOffice
Base application interface, how to start and use it, how
to create database and tables, enter and edit the data in
the table. Different data types used by LibreOffice Base
have also been discussed.
After creating a table, you can edit or delete the table
and set up relations between the tables to control data
redundancy and inconsistency for proper maintenance
of a database. In the third chapter, you will learn how
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8
Chapter
Management System
Introduction
Databases and database systems are essential parts of
our life. We have been interacting with databases since
a time. Recall the process of looking for a word in a
dictionary or finding the telephone number of a friend
from the telephone directory. With the advancement
in ever changing technology, computerized databases
are being used to store, manipulate, and manage the
database. Today, we use databases in almost all spheres
of life. When we go to book railway tickets, to search
for a book in a library, to get the salary details, to get
the balance amount after withdrawal of money from the
ATM and so on, this list can run into several pages. Data
being stored in databases can be of varied types like
text, images, audio and video. This data is then stored
and/or processed so as to get meaningful information.
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Sunday 35 15
Monday 37 17
Tuesday 36 16
Wednesday 34 15
Thursday 35 17
Friday 35 16
Saturday 33 14
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Data Models
A database can be designed in different ways depending
on the data being stored. This structure of database
is known as data model that describes the manner in
which data will be stored and retrieved.
A data model consists of components for describing
the data, relationships among them and the constraints
that hold data. There are different data models such
as hierarchical data model, network data model and
relational data model.
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Personal Project
Information Information
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Objects of an RDBMS
An object in a database is a structure or a feature that
is used to store, represent or retrieve data. In fact a
database is a collection of these objects that work on
multiple sets of data related to each other. Various
objects in a database are as discussed below:
• Table – As mentioned before, a table is the basic
unit of any DBMS. The data is first stored in tables
Database Management System Using LibreOffice Writer 151
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Summary
• The raw facts constitutes data.
• Information is the processed or organised form
of data.
• A database is a collection of logically related data
items stored in an organised manner.
152 Domestic Data Entry Operator – Class X
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Introduction
In the previous chapter we have learned about
databases and database management system (DBMS).
LibreOffice Base is a free and open source DBMS. It can
be downloaded from www.libreoffice.org and is available
for both Linux and Windows operating systems. Data
has to be stored in an organised manner using a DBMS.
Also, the data being stored can be a text, number, date
or in any other form. So, we need to understand different
types of data that can be stored in a table. The data
types of the fields have to be specified while creating
tables in a database. Thereafter valid data is entered
and stored in a table.
Data Types
The nature of data to be entered for various fields are
of different types. For example, names are stored in the
form of text, age in numbers, fees in decimal numbers,
date of birth in date format and so on. A data type refers
to the type of data that will be stored in that particular
field. The memory size of a field varies according to its
data type.
Some commonly used data types are described below.
Text Data Type – The text data is a combination of
letters, numbers or special characters. No arithmetic
calculations can be performed on text data. Examples of
text data type is PAN Card Number, Name, Marks, etc.
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Once the table with its fields has been decided, Ruhi
decides to start creating the database using LibreOffice
Base. Follow the following steps to create the database.
Step 1. Start the LibreOffice Base as per the standard
process of starting the application in Windows
or Linux. In Windows, click Start > LibreOffice
or double click on the LibreOffice icon on the
desktop or Select Base Database option from
the bottom left panel.
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Saving a Table
After creating the table you need to save it
on the disk. To save the table click on the
save button or follow menu option File >
Save As. A Save As dialog box is displayed
as shown in Fig. 9.17. Enter the name of
table and click on OK button.
More to know
To set a composite Fig. 9.17: Saving a table
key, i.e. a primary
key consisting of two Tip: Press Ctrl + S to save the table or click Save icon
fields, keep the Ctrl from the toolbar. If the table is being saved after making
key pressed and then some changes, simply select File-> Save option.
click on multiple
Once the table design is complete, click on Close
fields to select them.
Thereafter right click button on the toolbar to return to the Database screen.
on selected fields and The name of the table will appear in the Tables Object
choose Primary Key Area as shown in the Fig. 9.18.
option from the pop
up menu.
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Editing Data
To edit or modify the previously entered data simply
place the cursor on the field value that has to be edited
to edit and enter the new value.
The Edit icon ( ) appears before the record that is
being edited. This icon is displayed till the table is saved
after making the required changes. Press Esc key to
cancel the corrections made and restore the original
contents.
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Let’s Practice
There are 5 houses in Ruhi’s school – Ganga, Yamuna, Satluj,
Beas and Narmada. Once student can participate from each
house in a particular event. Create a table Participants with
following fields.
1. Event_Id
2. Event Name
3. Ganga
4. Yamuna
5. Satluj
6. Beas
7. Narmada
Also add minimum five records in the table.
Summary
• Base is a free and open source database component
of LibreOffice suit.
• It can be downloaded from www.libreoffice.org
• A data type refers to the type of data that will be
stored in that particular field.
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Practical Exercise
Ananthu wants to create a directory containing data – Serial
No, Name, Mobile Number, Email id, Date of birth of his friends.
Create a table using LibreOffice Base. Make Serial No as primary
key. Enter minimum 5 records in the table. Sort the table in
alphabetical order of name.
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1. Differentiate between:
(a) Memo and Varchar data type
(b) Number and Decimal data type
(c) Design View and Datasheet view of a table
2. Name the menu items present on the Base User Interface,
3. Label the components – Title Bar, Database Pane, Tasks
Pane, Status Bar of the LibreOffice Base User Interface.
4. How can we define a primary key in a table?
5. Write steps to sort the table in descending order of
primary key.
6. What is the use of navigation box with respect to tables in
a database?
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Introduction
We have learned to create tables in a database. Once the
tables are added in a database, you may require to edit
or delete the table. Also relations are set up between the
tables to control data redundancy and inconsistency.
This helps in proper maintenance of a database by
checking that neither the records are duplicated nor
there is variable data value for a particular field in two
or more tables. If you set up relations between tables,
then adding or updating a record in one table reflect the
changes in all the related tables.
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Types of Relationships
The type of relationship between any two tables in a
database is based on the number of records that are
present in the transaction table corresponding to the
master table. Primarily three types of relationships can
be set up between two tables in a relational database
These are:
(i) One-to-One
(ii) One-to-many
(iii) Many-to-Many
One-to-One relationship
In this type of relationship, one specific record of a
master table has one and only one corresponding
record in the transaction table. For example, the record
for Admission_No in the master table (Student_Detail)
will have only one corresponding record of same value
of Admission No in the transaction table of Student_
Result. This is because no two students will be given
same admission number. Similarly one person can have
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One-to-Many relationship
This is one of the most common types of relationship
between the tables in a database. As the name says, in
this type of relationship, one specific record of the master
table has more than one corresponding records in the
related transaction table. For example, one teacher can
teach multiple students or multiple classes, or one person
can sell multiple products. So we can say that there is a
one to may relationship between a teacher and class or
teacher and student or seller and products (Fig. 10.6).
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Let’s Practice
Name the type of relationship for the following:
• Citizen and his Driving License
• Customer and Product
• Student and Course
• Team and Match
• Player and Country
• Employee and Project
Creating Relationships
between Tables
Let us get back to Sports Day database
created in the previous chapter. Let us
add another field, CategoryID to the table
Events using Edit option as shown in
Fig. 10.9.
Enter 10 records in the Events table of
various categories as shown in Fig. 10.10.
Create another table with the name
EventCategory with the fields – CategoryID,
CategoryName, TeacherIncharge and
enter the records as shown in Fig. 10.11.
Fig. 10.9: Adding field CategoryID in Event table
Hence, there are two tables in the
database – Events and EventCategory
with a common field as CategoryID.
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Referential Integrity
According to the principle of referential integrity, no
unmatched foreign key values should exist in the
database. That means if a record, say Admission No
as 1001 is not present or deleted in the master table
(Student_Details) of Student database, then there
should be no record with Admission no as 1001 in the
transaction table (Student_Result) as well. Similarly,
in Ruhi’s Sports Day database, if a particular category
of sports, say C003 is deleted from the master table
EventCategory, then there should be no record with
Category as C003 in the transaction table. Likewise, if
any student leaves the school and his record is deleted
from Student_Details table, then there is no question
of his appearing for exams and having a result.
Hence corresponding record in the transaction table
(Student_Result) should either have NULL value or
should be deleted.
In Ruhi’s Sports Day database as well, the CategoryID
that exists in EventCategory table can only be entered in
Events table. As mentioned before, once the relationship
between the two tables has been set, the integrity of
data will be managed by the DBMS. LibreOffice Base
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Let’s Practice
Form a table in Sports Day database in which one-to-one
relationship can be established. Write steps to create such a
relation in LibreOffice Base.
Summary
• Relations are set up between the tables to control
data redundancy and inconsistency.
• The most important prerequisite for setting a
relationship between the two tables is that there
must be a common field(s) between the two tables.
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Practical Exercises
Prakasan lives in Happy Home Society. He wants to create a
database so as to store and manage the maintenance dues
received from flat owners of the society. Create the following
tables for his database.
Table: Residents Details Table: Maintenance Dues
Flat no Receipt_Id
Owner Name Flat No
Contact No Date
Flat Category Amount
Relate the two tables and thereafter enter minimum five records
in both the tables. Which type of relationship did you create? In
which table did you enter the data first?
Uzair manages a boys hostel in an engineering college. He
wants to manage the records of the people staying in his hostel
by creating a database with the following tables and also set a
relationship between the tables.
Table: Student_Details
Student_Id
Name
DOB
Course
Father’s Name
Contact No_student
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Introduction
A database is used to store data in an organized manner
so as to retrieve it easily and accurately from database.
To search for the desired record and to retrieve the
desired data, we have to give its specifications to DBMS.
Such specifications are given to the database in the
form of queries. For example, we may have to specify
the fields that we want to display or any particular data
value based on which the records are to be filtered from
the table(s). Therefore, we can say that a query is a sort
of question asked from a database. Depending upon
specifications given in the query, the specific records
are searched from the table(s) in the database and then
displayed in the desired manner. Such information
may be difficult to find by just looking at a single table
or multiple tables. In fact as the number of records
increase, finding the desired information becomes
more and more difficult. By using queries, we are able
to retrieve data without going individually through
each record in the table(s) and also display them in
desired format.
Queries
A query is one of the most important feature of any
DBMS. Using a query, we can retrieve and display data
from one or more tables in a database. This is done by
giving specific search criteria to the DBMS so that we
are able to view the exact information that we want.
LibreOffice Base allows us to create a query and
even save it as an object in a database. This helps us
to run the query multiple times as and when required.
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Creating a Query
A query can be created in three ways. In this
chapter you will learn the first two methods to
create a query.
(i) Using a Wizard
(ii) In Design View
(iii) In SQL view
Creating a Query Using a Wizard Fig. 11.1: Records in Events table
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Editing a Query
Fig. 11.16: Saving the query
To edit any query, click on the Query icon of the
query that has to be edited. The list of queries
that have been created will be displayed in the
Objects Area. Right click on the Query Name in the
Objects Area of the Database window, as shown in
Fig. 11.17.
Select Edit option from the drop down menu.
The Query Design window will be displayed. Let us
Fig. 11.17: Selecting Edit option
apply a criteria to display records of only Athletics
to edit query category. For this type Athletics in the Criterion
row under the Category Name column. Now, the
query design is complete if we run the query, the record
of only Athletics category will be displayed as shown in
Fig. 11.18.
We can use the Criterion row to apply multiple
conditions as well. Also note that we can apply all
relational operators like <, >, <=, >=, != and = for all
conditions that can be given in Criterion row. For
example, if you want to see only those records where
points scored are more than 10, then add Points field
to the grid and then set the Criterion for it as >10 as
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Fig. 11.20: Query result in Design view after applying Group function
to Category Name and Average function to Points
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Summary
• A query is used to retrieve and display data from
one or more tables in a database.
• A specific search criteria is given to the DBMS to
view the desired information.
• The result of the query is displayed in tabular
form with field names in columns and the records
in rows.
• A query can be created in three ways.
■ Using a Wizard
■ In Design View
■ In SQL view
Practical Exercises
Prakasan lives in Happy Home Society. He has created the
following tables in his database so as to store and manage the
maintenance dues received from flat owners of the society.
Table: Residents Details Table: Maintenance Dues
Flat no Receipt_Id
Owner Name Flat No
Contact No Date
Flat Category Amount
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Introduction
We know that tables in a database are used to store
data in an organized manner. For this we have to enter
data into the tables. As seen in previous chapters, data-
sheet view is used to enter data into the tables. The
row and column format of the data-sheet view is not
a user friendly interface. So it is required to develop a
user friendly data entry screen for data entry operator
or a user, who is not very well versed with computers.
Moreover, while doing data entry, the user may
accidentally or intentionally alter the data in the table.
Therefore LibreOffice Base provides the Form feature
for data entry purposes.
Also, when the user wants to retrieve and view
the data from one or more tables in a database using
queries, it is again displayed in data-sheet view. The
Report feature of OpenOffice Base helps to present the
retrieved data in a user friendly, understandable and
formatted manner.
Both reports and forms are considered as objects
of the database and are present in the Database
Pane of the LibreOffice Base User Interface. In this
chapter we will learn to create Forms and Reports using
LibreOffice Base.
Forms
A form is an object of the database that has a user
friendly interface where data can be entered and seen in
an attractive and easy-to-read format. For any database,
it is the front end for data entry and data modification.
It displays the data in a layout design by us and not just
in a simple row and column format.
Database Management System Using LibreOffice Writer 199
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Modifying a Form
It is possible to modify the form in any manner once
it is created. The modification can be to change the
background color, font size and color of the text or even
positioning of various controls in the form.
Changing the background color
Follow the following steps to change the background
color of the form.
Step 1. Open OpenOffice Base User Interface for
Sports Day database and click on Forms icon
in the Database Pane. The name of the saved
form (EventsForm) will be displayed in the
Objects Area.
Step 2. Right click on the form name and select Edit…
option. A separate Form Design View will open.
Step 3. To change the background color of the form,
right click on the form and select Page Style...
option from the pop up menu as shown in
Fig. 12.12.
Fig. 12.12: Selecting the Page Style option from the Edit pop down
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Fig. 12.16: Changing the label caption from the Properties Label Field
Moving a control
It is possible to move the to another location in the
form. Click on the control that has to be moved. Both the
label and the text box for field value will be selected and
position handlers will be placed around the control. If
only one of these have to be re-positioned then press Ctrl
key while clicking on that control. Now, click and drag
the control to move to the desired location (Fig. 12.17).
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Fig. 12.28: New blank record showing the next record number
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Reports
A report is another useful feature of a database
management system. We have seen that the records
that have been extracted using a query are displayed
in a simple row and column format. Instead, using a
report we can present the retrieved data in an attractive
and customized manner. We can create a report based
on a table or a query or both. Preferably, if a report has
to be generated from multiple tables, a query should
be created first and then that query can be used to
generate the report.
Let us create a report using the table Events from
the Sports Day database. Follow the following steps to
create a report.
Step 1. In the LibreOffice Base User Interface, click
on the Reports icon in the Database Pane.
Step 2. From the Tasks Pane, click Use Wizard to
Create Report… option.
Step 3. The Report wizard along with two other
windows will be displayed. One of the window
is Report Builder window and the other is Add
Field dialog box. We will confine our study to
the wizard (Fig. 12.29).
Fig. 12.29: Report Wizard, Report Builder and Add Fields dialog box
Step 4. The first step of wizard is to select the table
and the corresponding fields that we want to
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Fig. 12.37: Assigning label name and setting font in Properties dialog box
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Practical Exercises
1. Prakasan lives in Happy Home Society. He has created
the following tables in his database so as to store and
manage the maintenance dues received from flat owners of
the society.
Table: Residents Details
Receipt_Id
Flat No
Date
Amount
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Introduction
The work culture in IT industry is different from routine
office work, where working hours are also not fixed.
Continuously working in front of the computer creates
health problems especially in your eyes. Adopting the
safe work practice in the work place, the productivity
can be increased.
This Unit deals with the concept of working
environment in IT industry. It focuses on safe working
practices at work place. It explains about health related
problem caused by the wrong practices and it’s solution.
It also gives the knowledge about resources required
in workplace for smooth working. Further it explains
how to deal with computer component and problem
related to electrical hazards. It also explains workplace
safety guidelines, workplace hazard and it’s control.
The medical emergency situations and its solution is
illustrated.
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Introduction
One evening we were travelling on the busy road of
Mumbai city. We were looking at the big and tall buildings.
My friend was telling me that all these buildings hold
different IT companies. Suddenly we find that there
was a lot of smoke coming out of one building. People
working in that building were running away from the
building and shouting about the fire. Soon we find that
the fire alarm was ringing and
fire brigade vehicles along with
water tanks were approaching
the building. People were telling
that there are lot of casualties
and the overall damage to the
building was worth of several
lakhs. This event remind us
the importance of health and
Fig.13.1: Illustration of fire catches in the office building
safety at the workplace.
Health
Health of an employee is the state of the physical,
mental and social well being. Every organisation must
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Safety
The work environment of the organisation must be safe.
It must be free from hazards and risk. A hazard is the
something that can cause harm to the people. A risk is
a probability of causing harm to the people. A proper
safety guidelines must be prepared by the company
and it should be strictly followed. At regular intervals
of time, the safety procedures must be practised
by employees.
Security
Every employee working in an organisation must
feel that they are secured in the company campus.
Security is a kind of freedom from any potential harm.
Security ensures the safety of the people working
in the organisation. Every organisation must have
separate security department. This department should
be responsible for various security such as personal
safety, computer system safety, electrical safety,
transport safety and other equipment safety. The proper
security procedures will reduce liabilities, insurance
and compensation for organisation. This will increase
the business revenue and will reduce the operational
charges of the company.
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Definition
A health, safety and security policy is a written statement
by an employer stating the company’s commitment
for the protection of the health, safety and security
of employees and to the public. It is an endorsed
commitment by management to its employees regarding
their health, safety and security.
A health, safety and security program/policy
contains the health, safety and security elements of an
organisation and objectives which make it possible for
the company to achieve its goal in the protection of its
workers at the workplace.
The government has a specific section mentioned
in their company laws, which states the minimum
requirements to be followed for health, safety and
security programme. Each employer or company should
follow these requirements. Apart from that the company
should also have their own health, safety and security
committee to determine the hazards present at the
workplace. Once these hazards are identified then their
control measures should be specified in the health,
safety and security programme.
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Physical Hazards
It is the risks arising from the physical work environment
– floors, facilities, walls, and ceilings. Physical hazards
could also mean working with machinery and electricity-
operated machines. Work processes or specific
assignments could also qualify as areas where physical
hazards are present. There is a vast list of physical
hazards across all industries, but when we look at one
specific sector, these hazards are also specific to the
work setting.
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Fire Hazards
Each establishment must comply with housekeeping
standards to ensure fire safety. Everyone not follows such
requirements, and this leads to accidents resulting to
fire. Such incidents not only damage the vital workplace
equipment, stock and other items, and the building;
it could also lead to injuries among its employees. To
avoid fire, it is important to observe safety precautions
at workplace. The whole organisation must also have
first response and emergency mitigation systems in
place. Employees should be aware of all emergency
exits, including fire escape routes, of the office building
and also the locations of fire extinguishers and alarms.
Health Hazards
Health refers to the physical well-being of the workers,
and this includes the condition of their skin, eyes, ears
and all other body parts. But it also includes the health
situation of what we cannot see upfront – their respiratory
and cardiovascular system, and the nervous system.
Hazards are present in most workplaces that could
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Safety Hazards Biological Hazards Physical Hazards Ergonomic Hazards Chemical Hazards
Fig.13.3: Health hazards
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Handling Objects
Lifting or moving heavy items without proper procedure
or techniques can be a source of potential hazard.
Always follow approved procedure and proper posture
for lifting or moving objects.
Stress at Work
In organisations, you may encounter various stress-
causing hazards. Long working hours can be stressful
and so can aggressive conflicts or arguments with
colleagues. Always look for ways for conflict resolution
with colleagues. Have some relaxing hobbies for stress
against long working hours.
Working Environment
Potential hazards may include poor ventilation, chairs
and tables of inappropriate height, hard furniture, poor
lighting, staff unaware of emergency procedures, or
poor housekeeping. Hazards may also include physical
or emotional intimidation, such as bullying or ganging
up against someone. The staff should be made aware
of organisation’s policies to fight against all the given
hazards related to a working environment.
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Introduction
In any organisation it is necessary to maintain a good air
quality to improve the working capabilities of employees.
A pollution free air is an essential requirement for any
organisation. Also most of the IT companies makes
use of centralised air conditioning system to keep the
temperature of working
place at pleasant level.
Water pollution is another
problem faced by many
organisations. Most of the
human activities makes
water polluted. The polluted
water may cause the
disease. So an organisation
must ensure to prevent air
pollution or water pollution.
Fig. 14.1: Air pollution and water pollution
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Office Ergonomics
Ergonomics is the science concerned with designing
and arranging things so that people can use them
easily and safely. Applying ergonomics can reduce the
potential for accidents, injury to improve performance
and productivity. In an office setting, the repetition of
a seemingly innocuous task over a period of time can
cause an injury. The resulting injuries can be physically
painful and rehabilitation can be difficult and time
consuming. The following office ergonomics emphasize
the identification of early warning signs.
Early Warning Signs Potential Cause Try This
Sore lower back No lumbar support Use back rest of chair, put small pillow
or lumbar support on backrest of chair
Burning in the upper No upper back support Put document holder or prop up so
back from chair you can see without leaning forward
Stiff neck Working with head turned Move or raise monitor to centre of
to side tilting head forward desk check if headset is available
holding telephone between
the ear and shoulder
Sore shoulders Reaching forward for long Move closer to the keyboard,
periods or reaching forward Bring mouse down to level of keyboard
frequently or 1” higher
Arching wrists Working with wrists Add a wrist rest to the front of
extended too much keyboard and mouse pad rest thumbs
repetition on front edge of keyboard so wrists
can’t drop.
Dry eyes Forget to blink Rest eyes periodically and do simple
eye exercises
Eye strain and sore Glares from overhead lights Re-orient your desk and computer so
eyes or windows eye glasses not light is not directly behind or in front of
correct need vision check you.
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Musculoskeletal Problems
This problem include different areas of your body, such
as neck, back, chests, arms shoulders and feet. It occurs
because of your wrong posture, uncomfortable chair for
sitting that is not ergonomically correct while working
on the computer.
To avoid this problem,
• Position your computer such that the end of the
monitor should be at your eye level.
• Keep the neck neutral with monitor directly ahead
Fig. 14.2: Ideal Neck and Monitor to prevent to turn your neck.
position • Keep your monitor at least arm length distance,
or 20 to 30 inch away from you.
• Maximise contact of your back against the
backrest of the chair.
• Adjust height of armrests so that your elbows are
at a 100–110 degrees open angle.
• Place keyboard at a slight negative tilt if you are
sitting upright.
• While typing, keep your hands slightly lower
than elbows, with fingers pointing downwards at
the floor.
• Minimise any twisting of your wrists from side to
side or up and down.
• Use a keyboard palm rest as needed only when
you are not typing. Do not rest your wrists when
typing. It leads to wrist strain.
• Always take small breaks while working on the
computer to stretch your muscles, keep your
blood flowing, and to rest your eyes.
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Eye Strain
Computer’s bright light, glare and flickering images
can cause eye strain and visual fatigue. When you
constantly focus on screen, you forget about blinking
your eyes that can cause of drying eyes. Computer
Vision Syndrome is caused by poor lighting and glare
on the computer screen. Both of these factors place
strain on the users eyes, causes blurry vision, burning
and/or watering eyes, headaches and in some instances
shoulder and neck pain. It is important to look after
your eye health. Specifically wear anti-glare glasses to
work on computer.
Maintain Healthy, Safe and Secure Working Environment 239
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Headaches
Headache may occur due to muscle tension or pain in the
neck. Strain on the eyes or vision problem can also cause
headaches. Attend regular eye exams to work toward
correcting any vision problems. Try your best to keep your
neck straight in front of the computer and take breaks.
Obesity
Spending long hours on computers may lead lacks of
physical activity and exercise. In children prolonged
use of computers or electronics in general, is a major
contributing factor to obesity. You should take a break
and try to squeeze in some exercise until you go back
to work.
Stress Disorders
Technology impacts our behaviors and emotions.
Prolonged use of computers may be accompanied by
poor health and increased pressure on you in your
workplace, which may lead to stress. The longer the
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Sleeping Problems
Artificial lighting from computer screens can trick your
brain and suppress its release of melatonin substance
that assists your sleeping patterns. To tackle this,
refrain from using a computer right before going to bed.
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Keyboard
The keyboard should tilt and separate from the screen
to find a comfortable working position and avoid fatigue
in the arms or hands. The space in front of the keyboard
must be sufficient to provide support for the hands and
arms of the user. The keyboard should have a matt
surface to avoid reflective glare. The symbols on the
keys must be adequately contrasted and legible from
the design working position.
Work Surface
The work desk should be sufficiently large, low-
reflectance surface and allow a flexible arrangement of
the screen, keyboard, documents and related equipment.
The document holder shall be stable and adjustable so
as to minimise the need for uncomfortable head and eye
movements.
Work Chair
The work chair must be stable and allow the user to
move easily and find a comfortable position. It should
be adjustable in height. The user’s feet must be placed
flat on the floor or a footrest should be used.
Space Requirements
The workstation should be designed to provide
sufficient space for the user to change position and vary
movements. The user should have enough desk space
for the equipment they use.
Lighting
There must be satisfactory lighting conditions with
appropriate contrast between the screen and background
environment. Possible disturbing glare and reflections
on the screen or other equipment should be prevented.
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Fig. 14.7: Avoid water while 1. To provide healthy and safety working environment, every
working with electricity organisation must have ___________________.
(a) Cleanliness
(b) Filtered water
(c) Clean wash-room
(d) All of the above
2. Air pollution is mostly caused by production of the ________
in the surrounding air.
(a) dust
(b) mixture of solid particles
(c) gases
(d) All of above
3. Repetitive use of muscle may feel pain in your ___________.
(a) neck
(b) shoulder
(c) wrist or fingers
(d) All of the above
4. The security department organisation is not responsible
for __________________.
(a) other safety
(b) computer system safety
(c) electrical safety
(d) transport safety
5. For an organisation, the proper security procedures will
reduce ________________.
(a) liabilities
(b) insurance
(c) business revenue
(d) operational charges of the company
6. Do not wear ________ when working with machines.
(a) jewellery
(b) safety glasses
(c) masks
(d) gloves
7. Sore lower back is caused due to _________________.
(a) reaching forward frequently
(b) no lumbar support
(c) no upper back support from chair
(d) reaching forward for long periods
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Introduction
In an organisation, any small accident or unforeseen
situation may turn into emergencies if not given due
attention. The emergencies can be natural, such as floods,
hurricanes, earthquakes or man-made emergencies
may include fire, toxic gas releases, chemical spills,
illness, explosions, and civil disturbances. Such
situations may disrupt or shut down your operations,
or may cause physical or environmental damage. While
no one expects such emergencies and disasters that
can strike anyone, anytime, anywhere. The best way
to protect yourself and your organisation is to develop
a well thought-out emergency action plan to guide the
employees in the event of an emergency. This chapter
explains the general workplace hazards, its prevention,
care and how to keep workplace safe.
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Types of Accidents
The following are some of commonly occurring accidents
in organisations:
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Handling Accidents
Try to avoid accidents in your organization by finding
out all potential hazards and eliminating them. In case
of an injury to a colleague due to an accident, do the
following.
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Types of Emergencies
It is important to have policies and procedures to
tackle the given categories of emergencies. You should
be aware of at least the basic procedures to handle
emergencies. Here are some general emergency
handling procedures that you can follow:
First Aid
Should be quickly accesseble to the employees. It should
contain all the important items for first aid required
to deal with common problems such as cuts, burns,
headaches and muscle cramps.
Electrical Safety
Employees must be provided instructions about
electrical safety such as keeping water and food
items away from electrical equipment. Electrical staff
and engineers should carry out routine inspections
of all wiring to make sure there are no damaged or
broken wires.
Keep a list of numbers to call during emergency, such
as those of police, fire brigade, security, ambulance etc.
Regularly check that all emergency handling
equipment such as the fire extinguisher and fire alarm
system are in working condition.
Ensure that emergency exits are not obstructed and
keys to such exists are easily accessible. Never place
any objects near the emergency doors or windows
Evacuation
It is critical for employee to know who is the coordinator
or authority to make decisions during emergencies.
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Fire Extinguisher
A fire extinguisher is a protection device used to extinguish
fires. It is a cylindrical pressure vessel containing an
agent which can be discharged to extinguish a fire. The
Fig. 15.2 shows the different parts of fire extinguisher.
The following activity will demonstrate the operation
of fire extinguisher.
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Fig. 15.7: Open the mouth for airway Fig. 15.8: Rescue breathing
Practical Exercises
Identify and name the steps mentioned in the following figures.
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