FOC001_ Fundamentals of Computer

MS-Excel 243 Formula Bar The formula bar consists of three sections. The first section contains the Name Box, which contains the cell reference of the active cell. The second section is blank unless text, number, a function, a formula or an expression is being entered or changed in the active cell. The three buttons are Cancel button (X), the Enter button and the Function Wizard button (=). The Cancel button erases the entry or the changes made to the active cell. The Enter button confirms the entry or the changes made to the active cell. The Function Wizard button helps in entering Excel formulas and functions in the active cell. Status Bar The status bar is at the bottom of the screen. It displays the current condition of the Excel work space on the left side and the keyboard modes which determine the action task on right end. The status changes to Edit when the contents of the active cell are being changed. The status changes to Enter when data is being entered in the active cell. The status indicates Point when a cell reference is being entered by pointing to it. Toolbar A toolbar consists of a group of icons and drop down list boxes. The icons are also called tools or tool buttons. A tool button on the toolbar is a shortcut for a menu item on the menu bar. Cell, Cell Address and Worksheet In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The data is usually text, a numeric value or a formula. The entire spreadsheet is composed of rows and columns of cells. Each CELL is assigned a name according to its COLUMN letter and ROW number. A spreadsheet is divided into boxes called cells. Columns are lettered A..Z, then AA..AZ, BA..BZ and so on. There are also 65,536 rows in an Excel spreadsheet, each of them numbered. Cell address is to identify cell by its column and its row like A3,D7. A single spreadsheet that contains rows and columns of data is called a worksheet. In Excel, a worksheet will have a little white tab at the bottom of the screen. A worksheet is treated like a database table. CU IDOL SELF LEARNING MATERIAL (SLM)

244 Computer Fundamentals Row, Column and Cell Pointer In a spreadsheet the row is defined as the horizontal space that is going across the window. Numbers are used to designate each row’s location. The column is defined as the vertical space that is going up and down the window. Letters are used to designate each column’s location. There are 256th columns and 65,536 rows in a spreadsheet. Cell pointer is a highlighted rectangle around a cell that indicates the active cell. 10.5 Formatting in Excel Formatting Cells Formatting a cell provides some facilities by which we can change the types of data entered in cell. Changing alignment, changing orientation, word – wrap, merging cells, font management, adding or removing boarders, supplying patterns, protecting the cell, formatting columns and worksheets are some of the functionalists provided in formatting the cell. Alignment Alignment means tilted towards something. We can align the text means that we are moving the text to some part of the page (e.g., to the left, to the right or to the center). We have generally following types of alignments in a spreadsheet: (a) Horizontal Alignment (i) General (ii) Left (iii) Right (iv) Fill (v) Justify (vi) Center Across selection CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 245 (b) Vertical Alignment (i) Top (ii) Center (iii) Bottom (iv) Justify Orientation Text can be written in any direction and any angled inclination. So, the way of writing the text in any direction is called orientation. This can be done from the ‘Format’ > Cells, alignment tab and Orientation option. Word Wrap This is the facility available in ‘format > cells > Alignment > Wrap Text’, by which we can manage text flow in side a cell. Using ‘wrap text’ facility, the height of row will be increased (not its width) and size of text remains same. Shrink to Fit When we select ‘Shrink to fit’, increases or decreases the font size in the cell in order to make the current worksheet fit in the page. If we select ‘Auto fit’, the row height is increased or decreased but fonts are unchanged. Merge Cells Making two or more cells into one cell is called merging cells. It is done when we need two more cells as a single cell. Generally, it is used for headings. Font Management Using this facility, we change font types, its size, colour, type of underline and font effect. Border and Frames In this option, we can add or remove boarders (grids) in the worksheets, change width of border lines, colour of borders. CU IDOL SELF LEARNING MATERIAL (SLM)

246 Computer Fundamentals Patterns By using this option, we can supply background colour, pattern and design or any pictures in the cell, selected range or to the whole worksheet. Formatting Row and Columns Using this facility, we can change width of column/row, hide the column/row and its content and unhide column/row etc. Formatting Sheet By using this, we can rename sheet, hide sheet, unhide sheet and supply a background picture or pattern to the whole sheet. But the background provided will not be available for printing. This is called watermark. Data Sorting The way of arranging the data in ascending or descending order is called data sorting. To sort the data in Excel, we should follow the following steps: (a) Click on any cell on the database. (b) Select the field which is to be sort. (c) Click OK. 10.6 Advanced Formatting in Excel These advanced formatting tutorials will help you take your spreadsheets to the next level with conditional formats, zebra-striped tables, and more. How to use conditional formatting? Conditional formatting allows you to apply formatting that changes depending on the value of a cell. Learn how to use it here! Conditional Formatting Conditional formatting enables you to automatically draw attention to interesting, exciting, concerning, unusual, or other data. Uses of conditional formatting include: CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 247 1. Highlighting the highest or lowest numbers in a report. 2. Highlighting numbers above or below a certain number. 3. Highlighting specific values with specific colors. 4. Drawing attention to specific dates. 5. Highlighting cells that contain specific text. 6. Highlighting numbers within a certain range. 7. Visually displaying the values within cells. Conditional formatting functionality includes: 1. Highlight Cells Rules. Highlight numbers greater than, less than, between, or equal to specific numbers. Also highlight cells that include specific text, dates with a specified range, and duplicate values. 2. Top/Bottom Rules. Highlight the top or bottom X or X% results in a data set, or numbers that are above or below average. 3. Data Bars. Visually display values by filling portions of cells with colors based on the values. 4. Color Scales. Visually display values by associating cell colors with the values in the cells. 5. Icon Sets. Visually display values using icons. 6. Formatting Based on Values in Other Cells. Formatting can be based on the value within the cell itself or on the value within another cell. 10.7 Working with Formulas In MS-Excel, formula option includes numbers, cell references, functions, operators and parentheses. A formula entry always begins with an equal (=) sign. For example, the cell D3 and D4 contain respectively 78 and 22. In D5, enter the formula = D3–D4. After confirming the entry, the cell shows the result 56, while the formula bar will show the entered formula. If the contents of either or both of these cells are changed Excel automatically CU IDOL SELF LEARNING MATERIAL (SLM)

248 Computer Fundamentals recalculates the result in cell D5. That is, if the contents of cell D3 are changed to 63, D5 will automatically display 63–22 = 41. Fig. 10.2: Example of using Formula Additionally, once you have entered the formula, you can change the data and Excel will automatically recalculate the answer for you. Excel formulas are great for working out “What if” scenarios that compare calculations based on changing data. Once the formula is entered, you need only change the amounts to be calculated. You don’t have to keep entering “plus this” or “minus that” like you do with a regular calculator. So, working out the sales tax you will pay if you spend this amount or that on an item, or calculating what your income will be if you work so many hours a week, is easily done with Excel formulas. Writing the Formula Writing Excel formulas is a little different than the way it is done in math class. Excel formulas starts with the equal sign ( = ) rather than ending with it. The equal sign always goes in the cell where you want the formula answer to appear. The equal sign informs Excel that what follows is part of a formula, and not just a name or a number. Excel formulas look like this: =3+2 rather than: 3+2= Steps of Entering Formula in MS-Excel Let’s try a step by step example. We will write a simple formula in Excel to add the numbers 3 + 2. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 249 Step 1: Entering the data It’s best if you first enter all of your data into the spreadsheet before you begin creating formulas. This way you will know if there are any layout problems and it is less likely that you will need to correct your formula later. 1. Type a 3 in cell A1 and press the ENTER key on the keyboard. 2. Type a 2 in cell A2 and press the ENTER key on the keyboard. Step 2: Add the Equal (=) Sign When creating formulas in Microsoft Excel, you ALWAYS start by typing the equal sign. You type it in the cell where you want the answer to appear. 1. Click on cell C1 (outlined in black in the image) with your mouse pointer. 2. Type the equal sign in cell C1. Step 3: Add Cell References Using Pointing After typing the equal sign in step 2, you have two choices for adding cell references to the spreadsheet formula. 1. You can type them in or, 2. You can use an Excel feature called Pointing. Pointing allows you to click with your mouse on the cell containing your data to add its cell reference to the formula. Fig. 10.3: Add Cell References Using Pointing CU IDOL SELF LEARNING MATERIAL (SLM)

250 Computer Fundamentals After typing an equal sign in cell E3 in step 2: 1. Click on cell A1 with the mouse pointer to enter the cell reference into the formula. 2. Type a plus (+) sign. 3. Click on cell A2 with the mouse pointer to enter the cell reference into the formula 4. Press the ENTER key on the keyboard The answer 5 should appear in cell C1. 10.8 Functions in MS-Excel Functions carry some specific work. It minimizes a large work. A function can be of two types, that are: (a) User-defined Function: A user-defined functions are defined by the user for their specific purpose, which is not available for other users. (b) System Defined Function: System defined user are available to all user by default and they provide some general purpose functionalities. Following are some types of System Defined Functions and their examples: 1. Mathematical Function (i) SUM(): This function calculates sum of the value in the given range. For example, = SUM(A1:A5) = SUM(A1,A4,B5,D6.D10) (ii) Autosum: It is built- in function in Ms-Excel by which we can find out of the numbers in selected range of cells. Its icon is . This function can be performed with the command = SUM(rang) also. (iii) AVERAGE(): This function calculates average of the values in given range. For example, = AVERAGE(A1,A2,A3,A4) = AVERAGE (A1:A5) (iv) MAX(): Finds out the largest value in the given range. For example, = MAX(A1,A5,A7,A9) = MAX(A1:A10) CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 251 (v) MIN(): Finds out the smallest value in the given range. For example, = MIN(A1,A5,A7,A9) = MIN(A1:A10) (vi) COUNT(): Counts the number of cells that contains numbers in the specified range. For example, = COUNT (C5:C10) 2. Date Function (i) DATE (year, month, day): Returns the serial number corresponding to the given date. (ii) NOW(): Returns the serial number of the current date and time. (iii) CTRL +: [colon] – It returns current time in the cell. (iv) CTR1+: [semi colon] – It returns current ate in the cell. 3. Text Function (i) LEFT(): It returns the strings from the left. For Example, = LEFT(“Father”,3) the result is ‘Fat’ (ii) MID(): It returns value of a string from the middle. For example, = MID(“Father”,3,3) , the result is ‘the’ = MID(“India”,3,2), the result is ‘di’ (iii) RIGHT(): It returns the strings from the left. For example, = RIGHT (“FATHER”,3), the result is HER (iv) LEN(): Returns number of characters in the given string. For example, = LEN (“INDIA”,), the result is 5. (v) PROPER(): Returns a string to proper case, which means that all the strings will be displayed with each of the word’s first letter being capital. For example, = PROPER (“ I love Indial”), the result is I love India’. (vi) PEPT(): Repeats a given character to given number of times. For example, = REPT(“*”,5), it displays five*. CU IDOL SELF LEARNING MATERIAL (SLM)

252 Computer Fundamentals (vii) UPPER(): Displays given string in small letters. For example, = UPPER (“INDIA”), the result is ‘INDIA’. (ix) LOWER(): Displays given string in small letters. For example, = LOWER (“INDIA”), the result is ‘india’. 4. Logical Function (i) IF (condition, true result, false result): It is used to make logical decisions. If the condition provided is true then it displays the result which is provided at first and if the condition is false then it displays the result which is provided at the last. For example, = IF (A5<100,” Good”, ”Bad”). Suppose, A5 contains value 50, the result is ‘Good’. Function Wizard The function name and the arguments required by the function are not easy to remember when you first begin using Excel. Excel provides the Function Wizard to help in entering functions in a worksheet when you are not familiar with them. Carry out the following steps to enter the Sum of cells B7 through B11 in cell B12 using the Function Wizard. 1. Click on cell B12 to move the cell selector to cell B12 and to activate it. 2. Select the Insert tab of Excel main menu. 3. Select the Function option in the Insert menu. The Paste Function dialog box opens. 4. Select the Math and Trig option in the Function Category: List box, as Sum is a mathematical function. 5. Select Sum from the Function name: List box 6. Choose the OK command button. The Sum function dialog box opens with the range B7:B11 automatically filled in 7. Choose the OK command button. The formula = Sum (B7:B11) is entered in cell B12 by the Function Wizard. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 253 The proper range could be typed in the Number 1 text box if the pre-selected range is not proper. If Statement An If Statement is used in Excel to do certain actions only if something is true. For example, you might want to print out the message “We are losing money” if total sales for the quarter are below some amount. Otherwise, you’d just want to print out “We’re making money!”. The IF function has three parts: (i) The comparison you will be doing. We are using A2 < 40000. (ii) What to do if the If statement is true. (iii) What to do if the If statement is false. The IF function needs to have some sort of comparison to operate properly. A very common type of comparison is greater/less than (>/<). These math symbols can be used to form logical expressions like “A2 < 40000”, which in English means “Cell A2 is less than 40000”. Now that logical expression can be either true or false and the IF function lets you do something for each result. In this little example we will be making our IF function print out something our boss might say. 10.9 Operators in MS-Excel Operators are symbols used to specify the type of calculation that is to be performed on the elements of formula or show between cells and its values. There are four types of operators in MS- Excel. (a) Arithmetic Operators Operators Meaning  Example + Addition  = A1+B1, 3+5, = A1+7 – Subtraction  = A1–B1, 3–5, = A1–7 * Multiply = A1*B1 CU IDOL SELF LEARNING MATERIAL (SLM)

254 Computer Fundamentals / Divide  = A1/B1 % Percent  = 20% ^ Exponent  = 5^3 (b) Comparison Operators Example A1 = B1 Operators Meaning A1 > B1 = A1 < B1 > Equal  A1 > = B1 < A1 < = B1 >=  Greater than  A1 < > B1 <=  <>  Less than  Greater than or Equal  Less than or Equal  Not equal to  (c) Text Operators The “&” operator is called Text Operator because it combines two or more texts. (d) Reference Operators Reference Operators combines range of cells. Operators Meaning Example :   Range operator  B1: B5, which means from B1 to B5  ,  Comma or =Sum(B1:B5,A1:A5), which means Union operator that find out the sum of values between A1 to A5 and B1 to B5. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 255 10.10 Printing Worksheets In the File menu choose the Print... option to display the Print dialog box. The printing options can be selected through the dialog box. The keyboard shortcut for the Print dialog box is Ctrl+P. The active sheet is printed according to settings specified in the Sheet tab of the Page Setup dialog box and the settings in the Print dialog box. The active sheet will also be printed directly, without opening the Print dialog box if the Print tool in the Standard toolbar is clicked, or if the Page Preview button on the Standard toolbar is clicked when the Shift key is pressed. 10.11 Summary Any grid or array of numbers and/or text in rows and columns is called a spreadsheet. This array or grid is a place to write down numbers and calculate them easily. Microsoft office excel 2007 is a powerful and widely used tool that helps people analyze information to make more informed decisions. Using office excel 2007 and excel services, you can share and manage your analysis and insight with coworkers, customers and partners with greater confidence. In spreadsheet applications, a cell is a box in which you can enter a single piece of data. the data is usually text, a numeric value or a formula. The entire spreadsheet is composed of rows and columns of cells. each cell is assigned a name according to its column letter and row number. In the file menu choose the print... option to display the print dialog box. The printing options can be selected through the dialog box. The keyboard shortcut for the print dialog box is Ctrl+P. Spreadsheets, electronically duplicates an accountants or a book Keeper’s tools such as a ledger pad, a pencil, an eraser and a calculator. With spreadsheets we enter and correct figures by typing on a keyboard rather than writing with a pencil and we view the figures on the computer screen rather than reading a ledger pad. Formatting a cell provides some facilities by which we can change the types of data entered in cell. Changing alignment, changing orientation, word – wrap, merging cells, font management, adding or removing boarders, supplying patterns, protecting the cell, formatting columns and worksheets are some of the functionalists provided in formatting the cell. CU IDOL SELF LEARNING MATERIAL (SLM)

256 Computer Fundamentals Conditional formatting enables you to automatically draw attention to interesting, exciting, concerning, unusual, or other data. In MS-Excel, formula option includes numbers, cell references, functions, operators and parentheses. A formula entry always begins with an equal (=) sign. The function name and the arguments required by the function are not easy to remember when you first begin using Excel. Excel provides the Function Wizard to help in entering functions in a worksheet when you are not familiar with them. An If Statement is used in Excel to do certain actions only if something is true. For example, you might want to print out the message “We are losing money” if total sales for the quarter are below some amount. 10.12 Key Words/Abbreviations  Spreadsheet: A spreadsheet is a sheet of paper that shows accounting or other data in rows and columns  Status Bar: A status bar is a graphical control element used to display certain status information depending upon the application or device  Toolbar: Toolbars are seen in many types of software such as office suites, graphics editors and web browsers.  Alignment: Arranging data to line up with a required format on a screen or printed form. 10.13 Learning Activity 1. Explain about spreadsheet and formatting in Excel in detail. —————————————————————————————————— —————————————————————————————————— CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 257 2. How is advanced formatting done in Excel? Explain. —————————————————————————————————— —————————————————————————————————— 10.14 Unit End Questions (MCQs and Descriptive) A. Descriptive Type Questions 1. Explain different types of bar. 2. Explain Format and Tools Menu. 3. Discuss about formatting in Excel. 4. Explain the steps of entering formula in Excel. 5. Explain the types of charts. B. Multiple Choice/Objective Type Questions 1. Keyboard shortcut for Print dialog box is __________. (a) Ctrl + S (b) Ctrl + I (c) Ctrl + U (d) Ctrl + P 2. The __________ operator is called Text Operator. (a) * (b) % (c) & (d) None 3. LEN() __________. (a) Returns value of a string from the middle (b) Returns number of characters in the given string CU IDOL SELF LEARNING MATERIAL (SLM)

258 Computer Fundamentals (c) Displays given string in small letters (d) Repeats a given character to given number of times 4. In MS-Excel, formula option includes __________. (a) Numbers (b) Cell references (c) Functions (d) All the above 5. __________ can manage text flow inside a cell. (a) Wrap Text (b) Merge Cell (c) Patterns (d) None Answers: 1. (d), 2. (c), 3. (b), 4 (d), 5. (a) 10.15 References References of this unit have been given at the end of the book.  CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 259 UNIT 11 MS POWERPOINT Structure: 11.0 Learning Objectives 11.1 Introduction 11.2 Features of Presentation Package (MS-PowerPoint) 11.3 Parts of MS-PowerPoint 11.4 Creating a Presentation 11.5 Advanced Formatting 11.6 Using Templates 11.7 Inserting Charts 11.8 Inserting Tables 11.9 Printing Presentations 11.10 Summary 11.11 Key Words/Abbreviations 11.12 LearningActivity 11.13 Unit End Questions (MCQs and Descriptive) 11.14 References CU IDOL SELF LEARNING MATERIAL (SLM)

260 Computer Fundamentals 11.0 Learning Objectives After studying this unit, you will be able to:  Understand the concept of MS-PowerPoint  Understand the introduction and how to create a presentation in MS-PowerPoint  Learn Basic and Advanced Formatting in PowerPoint  Understand the concept of using templates and inserting charts  Learn to insert the tables in PowerPoint  Understand the concept of Printing Presentation 11.1 Introduction PowerPoint is a component of Microsoft Office that is used to create professional-quality presentations. PowerPoint is the best-selling presentation graphics software package in the world. PowerPoint’s innovative tools and easy approach can help you make professional-looking presentations quickly and easily. These can be reproduced on transparency paper, 35 mm slides photo print and on-screen presentation. PowerPoint components can be used to work on slides, organize presentation contents with outline and generate speaker notes and audience handouts. PowerPoint allows you to create the contents of your presentation by typing the text and inserting pictures, sounds and animation. It also provides galleries of images and sounds. Power Point makes the creation of any presentation simple by providing you with built-in professional design elements called Auto Layouts and presentation templates. You can also create different versions of a presentation for different audiences and build your contents in either a text-based outline view. PowerPoint offers you a way to preview your show, add special effects to the slides as displayed on-screen and rehearse the timings of each slide. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 261 11.2 Features of Presentation Package (MS-PowerPoint) 1. Better Organization Charts and New Diagram Types Organization charts now use the drawing tools in PowerPoint, resulting in smaller fields sizes and easier editing. Also, PowerPoint includes a new gallery of common conceptual diagrams. You can customize these pre-drawn diagrams with text, animation effects and a variety of formatting styles. Choose from diagrams such as Pyramid for showing the building blocks of a relationship, Radial for showing items in relation to a core element and more. 2. Save Background or Selection as Picture When you want to create a presentation using the drawing tools in PowerPoint, you can save it as a picture by right-click it. You can also save a texture or picture background from a slide in the same way, that makes it easy to reuse these graphic elements. 3. Insert Multiple Pictures When you want to insert pictures from files on your hard disk drive, you can select multiple pictures and insert them all at once. 4. Picture Rotation You can rotate and flip types of image file in a PowerPoint presentation including bitmaps. 5. Support for Audio and Video Sounds and videos that you include in a presentation broadcast are heard and seen by the audience, both in real-time or when archives. 6. Error Prevention and Recovery Documents you are working on can be recovered if the program encounters an error or stops responding. The documents are displayed in the Document Recovery task pane the next time you open the program. CU IDOL SELF LEARNING MATERIAL (SLM)

262 Computer Fundamentals 11.3 Parts of MS-PowerPoint Minimize Restore Close button Title bar Menu bar Standard Toolbar Drawing Toolbar Fig. 11.1: Parts of MS-PowerPoint The primary purpose of a presentation package is to help you create a presentation on your computer. A presentation is simply a series of slides that contains visual information designed for the audience. Microsoft’s PowerPoint is a presentation package using which one can effectively and efficiently create professional looking handouts, overheads, charts and various types of visual aids for use in a group presentation. 11.4 Creating a Presentation Method 1: Click on New Button on the standard toolbar. Method 2: 1. Click on File Menu New… 2. Select either of the four options (Blank presentation, From Design Template, From AutoContent wizard, New from the existing presentation) displayed in the Task pane. From design CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 263 template: It will create a presentation with a colour scheme and a look for the slides, such as “Ocean” or you can select any one of your choice. In this you have to provide the content of the presentation. From AutoContent Wizard….: Through this wizard you can select the type of presentation you want to create (Generic, Recommending a Strategy, Training, Brainstorming Session) and PowerPoint creates an outline for the selected presentation. Refer the figure. Method 3: 1. Click on Getting Started drop down Menu on the task pane and select “New Presentation”. 2. Select either of the Four options (Blank presentation, From Design Template, From AutoContent wizard, New from the existing presentation) displayed in the task pane. Method 4: Press Shortcut key “Ctrl+N” on the keyboard. Method 5: 1. Click on Start button à New Office Document 2. Click on General Tab 3. Select Blank Presentation 4. Click on OK button Animate Text and Objects 1. In normal view, display the slide that has the text or objects you want to animate. 2. On the Slide Show menu, click Custom Animation, and then click the Effects tab. If you are animating a chart created in Microsoft Graph, click the Chart Effects tab. 3. Under Check to animate slide objects, select the check box next to the text or object you want to animate. 4. Under Entry animation and sound and Introduce text (if you are animating text), select the options you want. 5. Repeat steps 3 and 4 for every object you want to animate. 6. Click the Order and Timing tab. CU IDOL SELF LEARNING MATERIAL (SLM)

264 Computer Fundamentals 7. To change the order of animation, select the object you want to change under Animation order, and then click one of the arrows to move the object up or down in the list. 8. To set the timing, select the object and then do one of the following:  To start the animation by clicking the text or object, click On mouse click.  To start the animation automatically, click Automatically and then enter the number of seconds you want to have elapse between the previous animation and the current one. 9. To preview animations, click Preview. 11.5 Advanced Formatting Getting the slide design right is no easy task because you must strike a balance between giving your audience the eye candy they expect and not overwhelming your message with too many formatting bells and design whistles. With this balance as the goal, here are some design guidelines to bear in mind when constructing your knockout presentation: 1. Consider your audience, because some designs will suit certain audiences better than others. For example, if you’re presenting to children, a bright, happy design with kid-friendly images will work, whereas a plain, text-heavy design will induce naptime. On the other hand, if you’re presenting to managers or the board of directors, you’ll need a design that gets straight to the point and has little in the way of design frills. 2. Consider your company’s image. I mean this in two ways: First and most obviously, if your company has a set color scheme or style, your presentation should reflect that. Second, if your company is known as one that’s staid or bold, serious or fun, your presentation should not conflict with that image. 3. Be consistent across all your slides. This means using the same typeface and type size for all your titles, using consistent bullet styles throughout the presentation, using the same or similar background images on all slides, and having the company logo in the same place on each slide. The more consistent you are, the less work your audience has interpreting the formatting for each slide, so the more they’ll concentrate on your content. 4. However, don’t use the same layout on every slide. To help keep your audience interested, vary the layout from slide to slide: Title Only, Text and Title, Text and Content, Content Only, and so on. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 265 5. For the typeface, use sans serif fonts (the ones without the little \"feet\" at the letter tips), such as Arial, Comic Sans MS, Microsoft Sans Serif, and Verdana. These typefaces are easier to read than serif typefaces (the ones with the little \"feet\") and are a much better choice than fancy, decorative typefaces, which are very difficult to decipher from a distance. 11.6 Using Templates PowerPoint comes with two types of templates: Design Templates: Design templates contain predesigned formats and color schemes you can apply to any presentation to give it a particular look. Content Templates: Content Templates contain formats and color schemes just like design templates, plus slides with suggested text for specific subjects. You can modify any of the templates to suit your needs, or you can make a new template based on a presentation you’ve already created. You can add the new template to the AutoContent Wizard so that it will be available the next time you use the wizard. Create a Design Template 1. Open an existing presentation, or use a design template to create a presentation as a basis for your new design template. 2. Change the template or presentation to suit your needs. 3. On the File menu, click Save As. 4. In the File name box, type a name for your design template. 5. In the Save as type box, click Design Template. You can save your new design template in one of your own folders, or you can save it with the other design templates in the Presentation Designs folder. Create a Content Template 1. Open an existing presentation or template that you want to base your new template on. 2. Change the presentation or template to suit your needs. CU IDOL SELF LEARNING MATERIAL (SLM)

266 Computer Fundamentals 3. On the File menu, click Save As. 4. In the Save as type box, click Design Template. 5. In the File name box, enter a name for the new template, and then click Save. Slide A slide is a page, document or template where all the content of a presentation is written. It is just like a page of paper or page of slide show. A single page in the slide show presentation is known as a slide. A slide is a container, which can contain – texts, pictures, charts, drawing and animations, etc. which are also known as objects. Different Views of Slide Normal View: Switches to normal view, where you can work on one slide at a time or organize the structure of all the slides in your presentation Outline View: Switches to outline view, where you can work with the structure of your file in outline form. Work in outline view when you need to organize the structure of your file. Slide View: Switches to slide view, where you can work on one slide at a time Slide Sorter View: Displays miniature versions of all slides in a presentation, complete with text and graphics. In slide sorter view, you can reorder slides, add transitions, and animation effects. You can also set the timings for electronic slide shows. Slide Show View: Runs your slide show in a full screen, beginning with the current slide if you are in slide view or the selected slide if you are in slide sorter view. Slide Show and Presentation Collection of more than one slide together on a particular topic is known as presentation. So, a presentation may contain different sides, different contents, different objects and different animations. How the slides are flown from one to another is defined in slide show. The extension for a file saved as a slide show is .pps. When you open this type of file from your desktop, it will automatically start as a slide show. PowerPoint closes when the show ends, and you return to the desktop. If you start the show from within PowerPoint, the presentation opens and can be edited. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 267 Slide Show Preparation To start a slide show from within PowerPoint, do any of the following:  Click Slide Show at the lower left of the PowerPoint window.  On the Slide Show menu, click View Show.  On the View menu, click Slide Show.  Press F5. Save a Presentation as a Slide Show Following the steps to save a presentation to always open as a slide show: 1. Open the presentation you want to save as a slide show. 2. On the File menu, click Save As. 3. In the Save as type list, click PowerPoint Show. 11.7 Inserting Charts A chart is a tool you can use to communicate your data graphically. Displaying charts in PowerPoint allows your audience to see the meaning behind the numbers, and it makes showing comparisons and trends much easier. In this lesson, you will learn how to insert charts and modify them so they communicate information effectively. PowerPoint uses an Excel worksheet as a placeholder for entering chart data. Therefore, when you insert or edit a chart in PowerPoint, an Excel window will automatically open. The process is user-friendly, but if you are totally unfamiliar with Excel, you might want to review our Cell Basics lesson from the Excel. To insert a chart: 1. Select the Insert tab. 2. Click the Insert Chart command in the Illustrations Group. The Insert Chart dialog box will appear. CU IDOL SELF LEARNING MATERIAL (SLM)

268 Computer Fundamentals Fig. 11.2: To Insert a Chart 3. Select a category from the left pane of the dialog box, and review the charts that appear in the center. If you are unsure about which chart best fits your needs, review the interactive on the previous page. Fig. 11.3: Select a Category 4. Select the desired chart. 5. Click OK. An Excel window will open with a placeholder for your data. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 269 Fig. 11.4: Excel Window If a slide layout has a content placeholder, you can also click the Insert Chart command to insert a new chart. 11.8 Inserting Tables Tables are another tool you can use to display information in PowerPoint. A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. Working with tables In PowerPoint, tables are useful for organizing and presenting data. To use tables in your slide show, you'll need to know how to insert them, apply table styles, and format them. To insert a blank table: 1. On the Insert tab, click the Table command. 2. Hover your mouse over the diagram squares to select the number of columns and rows in the table. CU IDOL SELF LEARNING MATERIAL (SLM)

270 Computer Fundamentals Fig. 11.5: To Insert a Blank Table 3. Click your mouse. The table will appear on the slide. 4. You can now place the insertion point anywhere in the table to add text. To make sure your table looks good with the slide layout, you can also insert a table using the placeholder. Click the Insert Table icon in the placeholder, then enter the desired number of rows and columns. To move a table: 1. Place the cursor over the edge of the table. The cursor will turn into a cross with arrows. 2. Click and drag the table to the desired location. 3. Release the mouse button to drop the table in the new location. Modifying Tables To resize a table: 1. Position the mouse over one of the sizing handles located around the edge of the table. The cursor will become a pair of directional arrows. 2. Click, hold, and drag your mouse to make the table larger or smaller. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 271 Fig. 11.6: To Resize a Table 3. Release the mouse. The table will be resized. To add a column or row: 1. Place the insertion point in a cell adjacent to the location where you want to add a row or column. 2. Select the Table Tools Layout tab, and locate the Rows & Columns group. 3. If you want to insert a new row, select either Insert Above or Insert Below. If you want to insert a new column, select either Insert Left or Insert Right. 4. A new row or column will appear. To delete a row or column: 1. Select the row or column by placing the insertion point in any cell in that row or column. 2. Select the Table Tools Layout tab. 3. In the Rows & Columns group, click Delete. A drop-down menu appears. 4. Select Delete Rows or Delete Columns. CU IDOL SELF LEARNING MATERIAL (SLM)

272 Computer Fundamentals Fig. 11.7: To Delete a Row or Column 11.9 Printing Presentations File menu creates a blank new file based on all default values. Print: Prints the active file or selected items to the selected printer. Fig. 11.8: Printing Presentations User can print all the slides in a presentation or a range of slides or a current slide or a section within the current slide. Note that before printing user can take a print preview by clicking either print preview button or by selecting the print preview option from the file menu. The procedure for printing is to either select the print option from the file menu or by clicking the print button from the standard toolbar or by pressing the Ctrl+P key combination as shortcut key. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 273 11.10 Summary PowerPoint is a component of Microsoft office that is used to create professional-quality presentations. PowerPoint is the best-selling presentation graphics software package in the world. Design templates contain predesigned formats and color schemes you can apply to any presentation to give it a particular look. Collection of more than one slide together on a particular topic is known as presentation. So, a presentation may contain different sides, different contents, different objects and different animations. How the slides are flown from one to another is defined in slide show. You can add a hyperlink to your presentation and then use it to go to a variety of locations - for example, a custom show, a specific slide within your presentation, a different presentation altogether, a Microsoft Word document or Microsoft Excel spreadsheet or an Internet, intranet or e-mail address. Getting the slide design right is no easy task because you must strike a balance between giving your audience the eye candy they expect and not overwhelming your message with too many formatting bells and design whistles. A slide is a page, document or template where all the content of a presentation is written. It is just like a page of paper or page of slide show. A single page in the slide show presentation is known as a slide. A chart is a tool you can use to communicate your data graphically. Displaying charts in PowerPoint allows your audience to see the meaning behind the numbers, and it makes showing comparisons and trends much easier. Tables are another tool you can use to display information in PowerPoint. A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. PowerPoint is a component of Microsoft office that is used to create professional-quality presentations. PowerPoint is the best-selling presentation graphics software package in the world. CU IDOL SELF LEARNING MATERIAL (SLM)

274 Computer Fundamentals 11.11 Key Words/Abbreviations  Pack and Go: The Pack and Go Wizard helps you in packing your entire presentation to move it to another computer.  Slide Show: A collection of pages arranged in sequence that contain text and images for presenting to an audience.  Custom Animation: Custom Animation is a set of effects which can be applied to objects in PowerPoint so that they will animate in the Slide Show.  Design Templates: A design template or template is a file that is created with an overall layout to be used with one or more documents.  Content Templates: A content template is a simple document that serves two purposes.  Hyperlinks: A link from a hypertext document to another location.  Multimedia: Using more than one medium of expression or communication. 11.12 Learning Activity 1. How to create a presentation in a MS-PowerPoint? Explain. —————————————————————————————————— —————————————————————————————————— 2. Explain the features of Presentation Package (MS-PowerPoint). —————————————————————————————————— —————————————————————————————————— 11.13 Unit End Questions (MCQs and Descriptive) A. Descriptive Type Questions 1. Explain the functions and applications of Presentation Packages. 2. What are the features of MS-PowerPoint? Explain. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-PowerPoint 275 3. Explain slide show. 4. Create a design and content template. 5. How to create a new presentation? Explain. B. Multiple Choice/Objective Type Questions 1. Image and Graphics includes __________. (a) Computer-generated images (b) Comprising lines (c) Both [a] and [b] (d) None 2. __________ contain predesigned formats and color schemes you can apply to any presentation to give it a particular look. (a) Design templates (b) Content Templates (c) Both (d) None 3. __________ is a presentation within presentation. (a) Custom show (b) Slide Transition (c) Animation (d) None 4. __________ helps in making audience handouts. (a) MS-Word (b) MS-PowerPoint (c) MS-Excel (d) None 5. __________ inserts a copy of the current slide after the current slide. (a) Symbol (b) New Slide (c) Duplicate Slide (d) Guides Answers: 1. (c), 2. (a), 3. (a), 4. (b), 5. (c) . CU IDOL SELF LEARNING MATERIAL (SLM)

276 Computer Fundamentals 11.14 References 1. C.S. French, “Data Processing and Information Technology’, BPB Publications, 1998. 2. P.K. Sinha, “Computer Fundamentals”, BPB Publications, 1992. 3. Karl Schwartz, “Microsoft Windows 98 Training Guide”, 1998. 4. Saha and Saha, “Computer Fundamentals”, Himalaya Publication House Pvt. Ltd., Edition 2018. 5. Dr. R.G.. Saha, “Computer Application – II”, Himalaya Publication House Pvt. Ltd., Edition 2016. 6. Dr. R.G. Saha, “Computer Application in Business”, Himalaya Publication House Pvt. Ltd., Edition 2019  CU IDOL SELF LEARNING MATERIAL (SLM)