Computer Skills Part2

COMPUTER SKILLS Student Work book

Session 24: FORMATTING PARAGRAPHS Formatting paragraphs allows you to change the look of the overall document. You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the ParagraphGroup on the Home Tab of the Ribbon. Change Paragraph Alignment The paragraph alignment allows you to set how you want text to appear. To change the alignment: Click the Home Tab Choose the appropriate button for alignment on the Paragraph Group. Align Left: the text is aligned with your left margin Center: The text is centered within your margins Align Right: Aligns text with the right margin Justify: Aligns text to both the left and right margins Indent Paragraphs Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting: First Line: Controls the left boundary for the first line of a paragraph Hanging: Controls the left boundary of every line in a paragraph except the first one Left: Controls the left boundary for every line in a paragraph Right: Controls the right boundary for every line in a paragraph To indent paragraphs, you can do the following: Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the indent. Click the dialog box of the Paragraph Group Click the Indents and Spacing Tab Select your indents 72 Computer Skills Student Work book

Session 25: ADDING BORDERS AND SHADING Add Borders and Shading You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs: Select the area of text where you want the border or shading. Click the Borders Button on the Paragraph Group on the Home Tab Choose the Border and Shading Choose the appropriate options Apply Styles Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles: Select the text you wish to format. Click the dialog box next to the Styles Group on theHome Tab. Click the style you wish to apply. 73 Computer Skills Student Work book

Session 26: ADDING LINKS Create Links Creating links in a word document allows you to put in a URL that readers can click on to visit a web page. To insert a link: Click the Hyperlink Button on the Links Group of the Insert Tab. Type in the text in the “Text to Display” box and the web address in the “Address” box. Change Spacing Between Paragraphs and Lines You can change the space between lines and paragraphs by doing the following: Select the paragraph or paragraphs you wish to change. On the Home Tab, Click the Paragraph Dialog Box Click the Indents and Spacing Tab In the Spacing section, adjust your spacing accordingly 74 Computer Skills Student Work book

Session 27 & 28: ADDING TABLES A table is made up of rows and columns. The intersection of a row and column is called a cell. Tables are often used to organize and present information, but they have a variety of uses as well. You can use tables to align numbers and create interesting page layouts. Click the New Fileicon to create a new document if necessary. To Create a Table: 1) Click the Insert tab on the Ribbon 2) Click the Tablebutton 3) Select Insert Table 4) Click the arrows to select the desired number of columns 5) Click the arrows to select the desired number of rows 6) Click OK Navigating in a Table Please see below to learn how tomove around inside a table. Action Description Key To move from one cell in the table to another. When you reach the last cell in a table,pressing the Tab key will create a new row. Shift+ To move one cell backward in a table Arrow keys Allow you to move left,right,up and down 2. To Insert a Row: 1) Position the cursor in the table where you would like to insert a row 2) Select the Layouttab on the Ribbon 3) Click either the Insert Row Aboveor theInsert Row Belowbutton in the Rows & Columns group To Insert a Column 1) Position the cursor in the table where you would like to insert a column 2) Select the Layouttab on the Ribbon 3) Click either the Insert Columns to Leftbutton or the Insert Columns to Right button in the Rows & Columnsgroup 75 Computer Skills Student Work book

To Delete a Row 1) Position your cursor in the row that you would like to delete 2) Select the Layout tab on the Ribbon 3) Click the Delete button in the Rows & Column group 4) Select Delete Rows To Delete a Column 1) Position your cursor in the column that you would like to delete 2) Select the Layout tab on the Ribbon 3) Click the Delete button in the Rows & Columngroup 4) Select Delete Columns COLUMNS Creating columns There are two ways to insert columns: „Create blank columns and insert text „Convert existing text into columns „Convert existing text into columns Creating empty columns „ Click the point on the page where you wish to insert the columns „ Click the Page Layout tab „ Click the Columns button and select up to three columns. To insert more than three columns, click More Columns. „ To add text to the columns, click in the first column and start typing. 76 Computer Skills Student Work book

Converting text into columns „ Highlight the text „ Click the Page Layout tab „ Click the Columns button „ Select the required number of columns Moving text to a new column When a column is full, the text insertion point will move to the top of the next available column. To move to the next available column before filling the current column: „ Press the Return key on the keyboard until the text insertion point moves to the top of the next column „ Click the Page Layout tab 4 „ In the Page Setup group, click Breaks Select Column Formatting columns Changing column width This process will change the width of all columns in your document. „ Click in any one of the columns „ Click the Page Layout tab „ Click the Columns button „ Click More Columns „ Enter a new width and click OK Creating columns of unequal width • Click in any one of the columns • Click the Page Layout tab • Click the Columns button • Click More Columns • Uncheck the box next to Equal column width. 77 Computer Skills Student Work book

Changing column spacing This process will alter the size of the space between all columns in your document • Click in any one of the columns • Click the Page Layout tab • Click the Columns button • Click More Columns • Enter a new spacing size and click OK Inserting a line between columns • Click in any one of the columns • Click the Page Layout tab • Click the Columns button • Click More Columns • Check the box next to Line between • Click OK Deleting columns To remove all columns: • Click in any one of the columns • Click the Page Layout tab • Click the Columns button and choose one column To remove one of the columns: • Click in any one of the columns • Click the Page Layout tab • Click the Columns button and choose the required number of columns. Any text will be moved to fit the new number of columns. 78 Computer Skills Student Work book

Session 29: CONVERT TABLE TO TEXT & TEXT TO TABLE Imagine that we have a table full of text and that we want to keep the text but get rid of the table. We could just copy the text out of the table and paste it into a program like notepad, before copying it back to our document once the table has been deleted. The problem with doing this, however, is that we will lose any formatting that has been applied to the text. If the document was created by someone else, who knows what weird formatting they applied! You can select the table simply by placing the cursor inside one of the cells. Now click to the Layout tab within the Table Tools tab and thenclick on the Convert to Text button. The Convert Table to Text window will display, giving us choices about how we want to separate the text in each cell. The bestchoice is often Paragraph marks, as shown in the image below, but you will have to decide what’s best for your unique situation. Convert text to a table 1. Insert separator characters — such as commas or tabs — toindicate where you want to divide the text into columns. Useparagraph marks to indicate where you want to begin a new row. For example, in a list with two words on a line, insert a commaor a tab after the first word to create a two-column table. 2. Select the text that you want to convert. 3. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table. 4. In the Convert Text to Table dialog box, under Separatetext at, click the option for the separator character that is inyour text. 5.In the Number of columns box, check the number of columns. 6.Select any other options that you want. 79 Computer Skills Student Work book

Session 30: GRAPHICS Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks. Symbols and Special Characters Special characters are punctuation, spacing, or typographical characters thatare not generally available on the standard keyboard. To insert symbols andspecial characters: „ Place your cursor in the document where you want the symbol „ Click the Insert Tab on the Ribbon „ Click the Symbol button on the Symbols Group „ Choose the appropriate symbol Equations Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool: „ Place your cursor in the document where you want the symbol „ Click the Insert Tab on the Ribbon „ Click the Equation Button on theSymbols Group „ Choose the appropriate equationand structure or click Insert NewEquation, To edit the equation clickthe equation and the Design Tab willbe available in the Ribbon Illustrations, Pictures, and SmartArt Word 2007 allows you to insert illustrations and pictures into a document. To insert illustrations: Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Clip Art Button The dialog box will open on the screen and you can search for clip art. 80 Computer Skills Student Work book

To insert a picture: Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Picture Button Browse to the picture you wish to include Click the Picture Click Insert Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert SmartArt Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the SmartArt button Click the SmartArt you wish to include in your document Click the arrow on the left side of the graphic to insert text or type the text in the graphic. Resize Graphics All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture. Watermarks A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark: Click the Page Layout Tab in the Ribbon Click the Watermark Button in the Page Background Group Click the Watermark you want for the document or click Custom Watermark and create your own watermark To remove a watermark, follow the steps above, but click Remove Watermark 81 Computer Skills Student Work book

Session 31: PAGE FORMATTING Modify Page Margins and Orientations The page margins can be modified through the following steps: Click the Page Layout Tab on the Ribbon On the Page Setup Group, Click Margins Click a Default Margin, or Click Custom Margins and complete the dialog box. To change the Orientation, Size of the Page, or Columns: Click the Page Layout Tab on the Ribbon On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus Click the appropriate choice Apply a Page Border and Color To apply a page border or color: Click the Page Layout Tab on the Ribbon On the Page Background Group, click the Page Colors or Page Borders drop down menus 82 Computer Skills Student Work book

To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then: Click the Insert Tab on the Ribbon Click Header or Footer Choose a style The Header/Footer Design Tab will display on the Ribbon Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer 83 Computer Skills Student Work book

Session 32: SPLIT WINDOW Splitting the Window You can work in two parts of the same document at the same time by splitting the window. This is usefulwhen you want to compare different pages, or cut and paste text or objects from one location in adocument to another. The window is split horizontally, displaying two views of the document-one on topand one on bottom. Note: The window cannot be split when the Document Map or thumbnails are being displayed. To split the window: 1.On the Microsoft Word Ribbon, select the View tab. 2.In the Window group, click the Split button. Click on the screen where you want to place the split. To adjust the size of each of the windows, click and drag the border (split handle) separating them. Use the mouse to move from one window to the other. Notice that each window now has a vertical scroll bar; as you scroll through one view of the document, the other view remains. To return to a single window, click the Remove Split button in the Window group of the View tab (this button toggles between Split and Remove Split). You can also click and drag the split handle off the screen, or simply double-click it. 1.Move the mouse over the split handle . 2.When the mouse pointer changes to a double horizontal line with arrows, click and drag the split handle down to the middle of the screen. 84 Computer Skills Student Work book

Session 33: TABLE OF CONTENTS The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the Table of Contents. For example: Heading 1, Heading 2, etc. based on the content of your document. When you add or delete headings from your document, Word updates your Table of Contents. Word also updates the page number in the table of contents when information in the document is added or deleted. When you create a Table of Contents, the first thing you want to do is mark the entries in your document. The Table of Contents is formatted based on levels of headings. Mark Table of Contents Entries You can mark the Table of Contents entries in one of two ways: by using built-in heading styles or by marking individual text entries. To Use Built-In Heading Styles Select the text that you wish to be the heading Click the Home Tab In the Styles Group, click Heading 1 (or the appropriate heading) If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery If the style you want does not appear click Save Selection as New Quick Style 85 Computer Skills Student Work book

Session 34: INSERT FOOTNOTE, ENDNOTE AND COMMENTS Foot Note: Typically, footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. You can include both footnotes and endnotes in the same document – for example, you might use footnotes for detailed comments and endnotes for citation of sources, and footnotes appear at the end of each page in a document. Endnotes typically appear at the end of a document. A footnote or an endnote consists of two linked parts – the note reference mark and the corresponding note text. You can automatically number mark or create your own custom marks. When you add, delete, or move notes that are automatically numbered, word renumbers the note reference marks. You can add not text of any length and format note text just as you would any other text. You can customize note separators, the lines that separate the document text from the note text. To select this feature click on Footnote from Insert menu. Comments: The comment feature in word is a valuable means of rapidly inserting ¯working notes into a document. Comments are often utilized when two or more people are using a document and want to provide information about some words or text in the document. The mechanism of Word comments is the same as those of footnotes and endnotes. When a comment is added, word numbers it and records it in a separate comment area. Word then inserts a comment reference mark in the lower section of the document and shades the text that‘s commented on with light yellow colour. Steps to create a comment: 1. Select the text or item you want to comment on, or click at the end of the text. 2. On the insert menu select comment option. 3. Type the comment text in the comment box at the bottom of the screen. 4. After you‘ve inserted a comment, you can click close to close the comment box. 86 Computer Skills Student Work book

Session 35: MAIL MERGE Mail Merge is the feature used to send the same letter to different people or different firms. This basically uses two file. If we want to send the letter to different people, the letter body will be saved as one file called as Main Document, and all the addresses of the people will be in other file called as Non-Document or Data Source. Main Document:- The main document contains text, which has to be sent to different people and also have mail merge codes. Data Source:- It is a non-document which have information in an organized way. This is done in a table which contains Records and fields. The addresses of the people will form a data source like Name, House Number, Street Name, Pin Code, etc. Mail Merge can be done by the following steps:- 1.Creating a Main Document. 2. Creating a Data Source. 3. Entering data into data source. 4. Inserting Fields in the Main Document. 5. Merging the Data Source and Main Document. 1. Creating a Main Document: - Select create button. Choose one of the items in the list appeared The list contains form Letters, Mailing labels, envelops and catalogs. A dialog box with two choices Active Window, New Main Document will appear. Select any one option. à Select the desired window i.e. window1 or window2. 87 Computer Skills Student Work book

2. Creating Data Source:- Æ An old data source may be used or a new data source may be created. In main merge helper dialog box, select Get Data button. Æ Select Create Data Source or Open Data Source. Æ For new Data Source a dialogue box will appear in which various options like name of the fields, field name tables etc., are modified. Æ After the completion save the Data Source. 3. Entering data into data source: - Æ Click on Edit Data Source option. Æ The data form dialog box appears. Enter the data in each field of the record and save. Æ Enter at least five to seven record details. 4. Inserting Fields in the Main Documents:- Æ Return to the main document, view the mail merge toolbar on the screen. Æ Insert merge field names. Place the mouse pointer at the place where merge field has to appear. ÆClick Insert Merge Field in mail merge toolbar. Repeat this for all other fields. 5. Merging the Data Source and Main Document: - Æ Click on Merge button in the mail merge helper dialog box. „ It will ask where to store the merged documents. „ Select Merge to new document button. „ This stores results of merging into new file. This completes Mail Merge. 88 Computer Skills Student Work book

Session 36: OTHER TOOLS i) Spelling & Grammar Check: Microsoft Word provides several ways to check spelling and grammar 1. Automatically correct spelling while typing using Auto Correct feature. 2. Check and correct spelling and grammar all at once after completion of editing a document. 3. While typing the spelling and grammar checkers check the text. And then mark possible errors with wavy underlines in red color for spelling mistakes and green color for grammar mistakes. To select this feature click on Spelling & Grammar from toolsmenu. It will display a dialog box with two text boxes not in dictionary and suggestions. The not in dictionary box consist of the text which may have spelling and grammar mistakes, to correct these errors some related suggestion care given in the sugges- tions box. After selection the appropriate sugges- tion click on change but- ton. If there are no mis- takes in the text, word will display a message box saying, The spelling & grammar check is com- plete . Some words like name of the persons, place, things, technical jargons, etc. are not found in words dictionary such words are highlighted with red wavy underline can be ignored. ii) Language: Word processors normally come with built in dictionaries which are required for a number of functions like spell check, grammar check, etc. these dictionaries are based on the language required for creating a document. Upon selection of the language, the corresponding dictionary is automatically used. The spelling errors and the suggested corrections are then made available based on that dictionary. 89 Computer Skills Student Work book

For example we can specify the language to be used as English (U.S) , English (U.K), English (Africans), Hindi, Arabic , Chinese, etc. To select the feature click on language thesaurus from tools menu. iii) Auto Correct: When we type text in a document we may make some spelling mistakes or grammar mistakes. The auto correct feature automatically corrects many common typing spelling errors as you type. It automatically replaces complicated and commonly misspelled words. It is best used for creating shortcuts for words, phrases and even images. For example, if you often type Microsoft Word, you could crate a shortcut such as ¯msw . Then any time you typed ¯msw , it would expand to Microsoft word. For example, if we type_tehm instead of ¯them you can create an auto correct entry named ¯tehm . Whenever you ¯tehm followed by a space or a punctuation mark, it is automatically replaced by ¯them . 1. It can convert the text as we type into special symbols as follows( c) in to © ,(r ) into ® , (tm ) into ™ , (: ) into ☺, etc. 2. If you type two consecutive uppercase letters at the beginning of a word, changes the second uppercase to a lowercase letter. For example, changes Happy to Happy. 3. Capitalizes the first letter of each sentence. 4.Capitalizes the first letter of days of the week, for example, changes Monday to Monday To select this feature click on auto correct from tools menu. 90 Computer Skills Student Work book

iv) Word Count: Word processors offer a word count feature, which automatically counts the number of pages, words, and characters with spaces and without spaces, paragraphs and lines in a document. If you have pressed ENTER to insert spaces after paragraphs, word count counts these empty paragraphs only as lines and not a paragraph. The character count includes alphabetic and numeric character, as well as punctuation marks, such as periods and commas. To select this feature click on word count from tools menu. v) Protect Document: When we have created a document, we may not want other users to open the document and modify it. To prevent other users from opening and changing a document, you can protect it with password. If we protect a document with a password, we must provide the password each time you open the document. Only those who know the password can open the document. In word this password can contain up to 15 characters and can include letters, symbols and space. As we type the password, an asterisk(*) is displayed for each character we type, if we assign apassword we must use this password each time we open this document. These passwords are case sensitive. To remove password click on unprotect option in tools menu. To select this feature click on protect document from tools menu. 91 Computer Skills Student Work book

Session 37 - 40: PRACTICAL LAB 92 Computer Skills Student Work book

Session 41-44: MS EXCEL Introduction: MS Excel: Microsoft Excel is a spreadsheet program written and distributed by Microsoft for computers using the Microsoft Windows operating system and for Apple Macintosh computers. It features an intuitive interface and capable calculation and graphing tools. It is used to analyze business, personal, or financial data and create reports in a table format consisting of rows and columns. Item Description 1. Title Bar shows the name of the application,document,group,directory of file.If more than one window is open, the title bar for the the active window. 2. Menu Bar contains the available menus from which you can choose commands. 3 & 4 Standard & Formatting Toolbar provide a quick method of working with various parts of the worksheet. 5 & 6 Vertical & Horizontal Scroll Bars enable you to move through a spreadsheet when the entire spreadsheet does not fit in the window or the allotted space. 7. Active Cell has a black border that appears around it. 8. Sheet Tabs are located at the bottom of the Excel window and allow you to change between worksheets. 9. Tab Scrolling Buttons are used to display a particular worksheet tab 10. Status Bar displays page number and progress of your print job. 93 Computer Skills Student Work book

1. A worksheet is an Excel file where the user stores his data in the cells. It is also called as a collection of rows and columns. 2. There are 256 Columns and 65,536 Rows. 3. The Column heading is represented by letters A to Z, AA to AZ, BA to BZ, etc. 4. The rows are represented by numbers 1,2,… 5. The Intersection of a row and column is called as a Cell. 6. It is the highlighted cell among all other cells. The data entered by the user enters this cell. 7. Each cell will have a cell address which is referred by the combination of a column letter and row number. Ex: B10 The letter B is the Column and the number 10 is the row. 8. All the cell which have data starting with alphabets or special characters are left aligned whereas the data starting with numbers or digits are right aligned. What is a cell? A worksheet contains rows and columns that intersect to form cells. A black border appears around the active cell. The name box, located on the left side of the Formula bar, displays the cell reference (also known as the address) of the active cell (its column letter and row number). A column in Excel is a vertical arrangement of data, and a row in Excel is a horizontal arrangement of data. Insert a Column „ You can insert or delete columns or rows when necessary to change the arrangement of the data on the worksheet. „ When you insert column(s) into a worksheet, existing columns shift their position to the right. „ For example, if you select column C and then insert a column, the data that was in column C is shifted to the right and becomes column D. „ Follow the steps below to insert a Column. „ Complete Steps A-B as shown below 94 Computer Skills Student Work book

2. Entering and Editing data spreadsheet 1. Start typing, the text will appear in the active cell and in formula bar. 2. Press Enter/Tab key or Click in the check mark button in the formula bar to concludes the text entry in active cell. 3. To cancel the text in the active cell press Esc key or click on X‘ button in formula bar 4. The maximum number of characters a cell can accept is 255. 5. The Cell which has only digits are right aligned. 6. The Cell which has alphabets, numbers and special characters are left aligned. 7. The syntax of formula or function begins with equal sign (=). Delete a column: „ When you delete a column, existing columns shift their positions to close the gap. „ Any existing columns you select for deletion is erased. „ Data in existing columns is shifted back to the left to fill the gap left by the deleted columns. Follow the steps below to Delete a Column Complete Steps as shown below. 95 Computer Skills Student Work book

Insert a row: „ When you insert rows into a worksheet, existing rows shift their position down. „ For example, if you select row 3 and then insert a row, the data that was in row 3 is shifted down and becomes row 4. Follow the steps below to Insert a Row. Complete Step as shown below. Delete a row: „ When you delete a row, existing rows shift their positions to close the gap. „ Any existing rows you select for deletion are erased. Data in existing rows is shifted up to fill the gap left by the deleted rows. Follow the steps below to Delete a Row. Complete Steps A-B as shown below. Merge & center cells: „ The Merge and Center button is used to center information across a select range of cells. „ Typically, the Merge and Center button is used to center the title on a worksheet. 96 Computer Skills Student Work book

Wrap Text: If you want text to appear on multiple lines in a cell, you can format the cell so that text wraps automatically or you can enter a manual line break. Follow the steps below to Text Wrap. 97 Computer Skills Student Work book

Sort Alpha data: „ Rows can be sorted according to the data in any column. „ For example, in a table of names and addresses, rows can be sorted alphabetically by name or by city. „ Excel rearranges the rows in the table but does not rearrange the columns. „ You can sort text in Ascending order (A-Z) or Descending order (Z-A). Follow the steps below to Sort Alpha Data. Step 1 98 Computer Skills Student Work book

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Session 45: FUNCTIONS IN EXCEL Excel worksheet functions are a powerful tools that help us to perform a complex computations. They perform certain operations on the given data and returns resultant values. Excel has hundreds of functions that facilitate engineering computations, text manipulations, and much more. Functions consist of two parts i.e. function name and arguments. For instance SQRT( 16 ), in this SQRT is a function name where as 16 is an argument. Worksheet functions are divided into nine categories. 1. Mathematical/Trigonometric 2. Statistical 3. Text 4. Date & Time 5. Logical 6. Financial 7. Database 8. Information 9. Lookup and Reference 1. Mathematical & Trigonometric Functions: ABS( ) :- This function is used to find the absolute value of the given number i.e. it displays the number without sign. Syntax : = ABS( number ) Ex: = ABS( -134 ) Output: 134 EVEN( ) :- This function will display the nearest even number after the given value. Syntax : = EVEN( number ) Ex: = EVEN( 7.5 ) Output: 8 EXP( ) :- It will show the raised to the power of number i.e. exponential value of the given number. Syntax: = EXP( number, power ) Ex: = EXP( 10, 3) This is equal to 103 Output: 1000 FACT( ) :- By using this function we can find the factorial value of the given number. Syntax: = FACT( number ) Ex: = FACT( 5 ) Output: 120 100 Computer Skills Student Work book

MOD( ) :- It will display the modulus value i.e. the remainder of the division. Syntax: = MOD( number, divisor ) Ex: = MOD( 13, 5 ) Output: 3 PRODUCT( ) :- This function will find the product of given values i.e. the multiplication of the values. Syntax: = PRODUCT( number1, number2,….) Ex: = PRODUCT( 5, 3, 2 ) Output: 30 SQRT( ) :- By using this function we can find the square root of the given number. Syntax: = SQRT( number ) Ex: = SQRT( 16 ) Output: 4 SUM( ) :- This function will find the sum i.e. addition of the given values. Syntax: = SUM( number1, number2,….. ) Ex: = SUM( 10, 20, 30 ) Output: 60 2. Statistical Functions: AVERAGE( ) :- This function is used to find the average value from the given list of numbers. Syntax: = AVERAGE( number1, number2,…..) Ex: = AVERAGE( 10, 20, 30 ) Output: 20 COUNT( ) :- By using this function we can count the given number of values and display their number. Syntax: = COUNT( number1, number2,…. ) Ex: = COUNT( 10,20,30,40 ) Output: 4 MAX( ) :- We can use this function to find the highest value from the given list of numbers. Syntax: = MAX( number1, number2, …) Ex: = MAX( 10,30,20,50,40 ) Output: 50 MIN( ) :- This function is used to find the lowest value from the given list of numbers. Syntax: = MIN( number1, number2,….) Ex: = MIN( 30, 10, 50, 20 ) Output: 10 101 Computer Skills Student Work book

3. Text Functions : CHAR( ) :- This function will find the ASCII code character for the given numeric value. Syntax: = CHAR( number ) Ex: = CHAR( 65 ) Output: A CODE( ) :- We can use this function to find the numeric code for the given ASCII code character. Syntax: = CODE( character ) Ex: = CODE( A ) Output: 65 CONCATENATE( ) : By using this function we can join two strings into one string. The second string will be joined at the end of first string. Syntax: = CONCATENATE( string1, string2, ….) Ex: = CONCATENATE( ¯Good , ¯Morning ) Output: GoodMorning LEFT( ) :- This function will display the specified number of characters from the left of the given string. Syntax: = LEFT( string, number ) Ex: = LEFT(¯COMPUTER , 3) Output: COM RIGHT( ) :- This function will display the specified number of characters from the right of the given string. Syntax: = RIGHT( string, number ) Ex: = RIGHT(¯COMPUTER , 3) Output: TER LOWER( ) :- By using this function we can convert the text in capital letters into small letters. Syntax: = LOWER( text in capital ) Ex: = LOWER(¯COMPUTER ) Output: computer UPPER( ) :- We can use this function to convert the text in small letters into capital letters. Syntax: = UPPER( text in small ) Ex: = UPPER( ¯computer ) Output: COMPUTER 102 Computer Skills Student Work book

MID( ) :- This function will show the specified number of characters form the middle of the string starting from the given position. Syntax: = MID( string, position, number ) Ex: = MID(_COMPUTER , 4, 3) Output: PUT LEN( ) :- This function is used to count the number of characters in the given string. Syntax: = LEN( string ) Ex: = LEN (_computer ) Output: 8 4. Date & Time Functions: NOW( ) :- This function is used to display the current system date and time. Syntax: = NOW( ) Ex: = NOW( ) Output: 2006/12/9 3:15 TODAY( ) :- By using this function it will display the current system date only. Syntax: = TODAY( ) Ex: = TODAY( ) Output: 2006/12/9 DATE( ) :- We can display the required date in the given format year, month, and day. Syntax: = DATE(yy, mm, dd ) Ex: = DATE(2006, 12, 07 ) Output: 12/07/06 TIME( ) :- This function will display the specified time by the user. Syntax: = TIME( HH, MM, SS ) Ex: = TIME( 15, 30, 47 ) Output: 3:30 PM 5. Logical Function: IF( ) :- This function gives one result if the condition we specify is TRUE, another value if the condition we specify is FALSE. Syntax: = IF(condition1, true result, false result ) Ex: = IF(1+1=1, ¯TRUE , ¯FALSE ) Output: FALSE 103 Computer Skills Student Work book

Session 46: CHARTS Agraphical representation of a numerical data is called Chart. The worksheet data when converted into a chart looks clearer, easier to understand and interesting to read. Types of Charts:- There are various types of charts available in Ms-Excel. Charts can be created by entering data in worksheet. Column Chart:-This type of chart shows changes over a given period of time. It is useful for comparison purpose. It compares values across categories. The categories are organized horizontally and values are shown vertically. Bar Chart:-Bar chart illustrates comparisons among individual items. In this type categories are organized vertically and values horizontally. Line Chart:-Line Chart shows trends in data at equal intervals. This chart is useful for showing change in value over a period of time. Pie Chart:-Pie chart shows proportional size of items which make up a data series to the sum of items. A Pie chart takes a circular shape. The circular shape is divided into different data sectors. XY (Scatter):- This chart shows relationships among numeric values in several data series. It compares pairs of values. XY chart is also called as scatter chart since it is mostly used without any lines connecting to data makers. Area Chart:-This chart displays the trend of the contribution of each value over time or categories. In simple words it displays the magnitude of change over time. Radar Chart:-In Radar Chart each category has its own value , axis generating from the centre point. Lines connect the values in the same series. 104 Computer Skills Student Work book

Parts of Charts: Every chart contains the following components. X-axis :- This is the horizontal axis also called as category asix. Y-axis :- This is the vertical axis also called as value axis. Data Series :- It is a set of values with which a chart is pointed. Chart Area:- The total area surrounding the chart is called Chart Area. Plot Area :- The area in which the data is plotted is called plot area. Chart Title :- To identify the chart we can write the chart title at top of chart. Axis Title :- The title names given to the three axis i.e. X, Y and Z axis. Legend :- The right portion of the plot area is legend. It identifies each series. Each series is assigned a unique color. Grid Lines :- These are the horizontal and vertical lines in the plot area. Data Label :- This will provide additional information about data marker. Steps for Creating a Chart:- 1.Select the data range with the column heading and text entries. 2.Click on the chart wizard icon on Standard tool bar. OR Click on Insert Menu and Select Chart option. 3.Choose the Chart type from the Chart Dialog box and click on Next button. 4.Specify the data range, Series in rows or columns. 5.In data range tab, we have to specify the data i.e. to be plotted on the X-axis. 6.In the series tab, we have to specify the data i.e. to displayed as the labels to the X-axis data. 7.Title, Axis, Grid Lines, Legend Position, Data Labels and Data Tables for the chart can be specified. 8. Now specify the placement of the chart either in New Sheet or in Present Working Sheet. 9. Click on Finish Button. 105 Computer Skills Student Work book

Session 47: CHARTS Filters: „ Filtered data displays only the rows that meet criteria (criteria: Conditions you specify to limit which records are included in the result set of a query or filter.) that you specify and hides rows that you do not want displayed. „ After you filter data, you can copy, find, edit, format, chart, and print the subset of filtered data without rearranging or moving it. „ You can also filter by more than one column. Filters are additive, which means that each additional filter is based on the current filter and further reduces the subset of data. „ Note: When you use the Find dialog box to search filtered data, only the data that is displayed is searched; data that is not displayed is not searched. To search all the data, clear all filters. The Three Types of Filters Using AutoFilter, you can create three types of filters: by a list values, by a format, or by criteria. Each of these filter types is mutually exclusive for each range of cells or column table. For example, you can filter by cell color or by a list of numbers, but not by both; you can filter by icon or by a custom filter, but not by both. Reapplying a filter To determine if a filter is applied, note the icon in the column heading: „ A drop-down arrow means that filtering is enabled but not applied. „ TIP When you hover over the heading of a column with filtering enabled but not applied, a screen tip displays “(Showing All)”. „ A Filter button means that a filter is applied. „ TIP : When you hover over the heading of a filtered column, a screen tip displays the filter applied to that column, such as “Equals a red cell color” or “Larger than 150”. „ When you reapply a filter, different results appear for the following reasons: „ Data has been added, modified, or deleted to the range of cells or table column. „ The filter is a dynamic date and time filter, such as Today, This Week, or Year to Date. „ Values returned by a formula have changed and the worksheet has been recalculated. 106 Computer Skills Student Work book

Session 48: SORTING „ Sorting lists is a common spread sheet task that allows you to easily reorder your data. The most common type of sorting is alphabetical ordering, which you can do in ascending or descending order. To Sort in Alphabetical Order: „ Select a cell in the column you want to sort (In this example, we choose a cell in column A). „ Click the Sort & Filter command in the Editing group on the Home tab. „ Select Sort A to Z. Now the information in the Category column is organized in alphabetical order. To Sort from Smallest to Largest: „ Select a cell in the column you want to sort (a column with numbers). „ Click the Sort & Filter command in the Editing group on the Home tab. „ Select From Smallest to Largest. Now the information is organized from the smallest to largest amount. To Sort Multiple Levels: „ Click the Sort & Filter command in the Editing group on the Home tab. „ Select Custom Sort from the list to open the dialog box. OR „ Select the Data tab. „ Locate the Sort and Filter group. „ Click the Sort command to open the Custom Sort dialog box. From here, you can sort by one item, or multiple items. „ Click the drop-down arrow in the Column Sort by field, and choose one of the options. In this example, Category. Choose what to sort on. In this example, we’ll leave the default as Value. „ Choose how to order the results. Leave it as A to Z so it is organized alphabetically. „ Click Add Level to add another item to sort by. 107 Computer Skills Student Work book

How to print worksheet: Step 1 Go to file Menu and select print preview and select landscape option and give print. Calculations in Excel Apart from maintaining Database, excel is used for calculations: Performing Calculationswith SUM and Average functions „ SUM - summation adds a range of cells together. „ AVERAGE - average calculates the average of a range of cells. Adding a Range of Cells with the SUM Function: „ Place the insertion point in the cell where the results should be displayed „ To start the function, press [=] „ Type SUM( „ Point and click the first cell in the range to be added „ Press [:] „ Point and click the last cell to be added „ Type ) „ Press [Enter] or [return] To Calculate the Average of a Range of Data: „Select the cell where you want the function to appear. „Click the drop-down arrow next to the AutoSum command. „Select Average. „Click on the first cell to be included in the formula. „Left-click and drag the mouse to define a cell range. „Click the Enter icon to calculate the average. 108 Computer Skills Student Work book

Session 49: DATABASE OPTIONS IN SPREADSHEET A database is an organized collection of related data arranged in rows and columns. The columns are called Fields and the rows are called as Records. There are two types of databases available in Excel. Internal Database:-Database created using Excel are called Internal database. External Database:-Database created using DBMS packages like dbase, FoxPro, Access, etc. We can use these databases by importing them into the current worksheet. Data Form:-Excel provides a built in data form to enter, display, edit and delete the record in a database. It display one record at a time. We can enter the data into the database by using the Data Form feature. The data form feature allows you to see all the field names as labels and allows you to enter the data. The data form will be opened by using Dataà Form option. We can also edit the previous records, delete the existing records, modify the records, etc. Filtering Database records:-Filtering is for searching a group of records that matches a certain criteria specified by the user. However filtering does not rearrange a list, but temporarily hides rows that need not be displayed. This will be done by using filter option from Data menu. There are two types of Filters. 1. Auto Filter 2. Advanced Filter 1. Auto Filter: - This will help you to display the records which meet a particular condition. Select Data à Filter à Auto Filter option to activate. It will display a drop down list will the following options. All:- It will display all the records. Top 10:- It will display top ten records only. Custom:- It will display the records which satisfies the given condition by choosing relational operators like <,>,<=,>=,etc. 2. Advanced Filter: - This Advanced Filter is used to display the records which satisfy the criteria given on more than one field at the same time. In this three ranges need to be specified. 109 Computer Skills Student Work book

a) The first range is the range of cells where the list is contained which will be used by the advanced filter. b) The second range is the criteria range, which contains the criteria. c) The third range is the copy to range and is required only if the extracted records have to be copied to a specified location. Session 50 - 60: PRACTICAL’S IN EXCEL 110 Computer Skills Student Work book

Exercise: 1. What is MS Excel 2. What is the purpose of MS Excel 3. What is the purpose of sorting 4. What is filtering of data 5. What is merge and center 111 Computer Skills Student Work book

Exercise: 1. What is MS Word 2. What is ribbon 3. What is the purpose of line spacing 4. What is printing 5. What is the purpose of grammar and spelling checking 112 Computer Skills Student Work book

Session 61-72: POWERPOINT SOFTWARE & PRACTICAL’S Introduction to PowerPoint PowerPoint files are called as Presentation. Presentation is a medium to communicate our ideas and convey our thoughts to audience through visual aids that look professionally designed and very easy to make. Presentation consists of slides which creates the output as we require. Presentations are used to create: „ Black and white overheads „ Color overheads „ 35mm slides „ On screen electronic slide show „ Printing handouts „ Detailed speaker‘s notes A presentation can use a combination of voice, text, pictures, charts, video clips and sound to communicate the selected subject effectively. Parts of PowerPoint interface 113 Computer Skills Student Work book

1) Open PowerPoint. Double click on the HardDrive folder icon Double click on the Applications folder then the Microsoft Office X folder Double click on the Microsoft PowerPoint program 2)Starting a new presentation. When you first open PPT, the program will show you the project gallery, choose PowerPoint and a blank presentation will open. 3) Selecting a slide layout. The next window to pop up will ask you about the general layout of the slides that you wish to use in this presentation. Although there are many options here (title slides, slides with or without additional text, slides with graphs, slides with clipart, etc) don’t let this bother you! Any particular slide can be changed later, and you can insert images, graphs, or movies at any stage on any kind of slide. You can see all 24 possible layouts by scrolling within this dialogue box. Select a generic slide layout with title and text called “Bulleted List”, as shown above. Click on the indicated slide template, then click OK. The chosen slide (blank) will now fill your screen. 4) Use the Master Slide!!! You may set the background color, text size, font and style for each slide in your presentation by using the various menus at the top of the screen but it is much easier to pick a common format by specifying your preferences on the Master slide. This format will automatically be followed for all slides in your presentation, unless you turn it off for particular slides or chose to change any elements for a particular slide. Choose the “View” menu, then “Master” then “Slide Master” Choose the “Format” menu, and then explore the various options in the “Master layout”, “Slide color scheme”, “Background” and “Apply design” menu. 114 Computer Skills Student Work book

Choose the “View” menu, then “Master” then “Slide Master” Choose the “Format” menu, and then explore the various options in the “Master layout”, “Slide color scheme”, “Background” and “Apply design” menu. Install any of these “looks” as your Master Slide, or chose your own fonts, colors, backgrounds and styles from among the many selections (e.g., Format menu, Fonts). Creating Slide View: The presentation you are going to create is one that you and your colleague, Christopher Columbus, will use to convince Queen Isabella to finance your new venture, called New World Expeditions. There are three views one can use to create PPT slides: Normal, Outline and Slide. In Slide View you see one slide at a time as you type the text and draw the graphics. In Outline view you see the outline of all the text on your slide. In Normal View, you see the outline, the slide and a place for speaker notes. 1) Return to the first blank slide in your presentation (NOT the Master slide), by clicking on the Slide icon in the views button in the lower left corner of your screen (or select Slides from the View menu) 2) Type the title of the first slide into the title box Click in the title box, then type: We must a c t soon Click inside the Body text box, then type the following short list, pressing return as indicated: Favor able weather <r tn> Increase in competition <r tn> Available crew (don’t press <rtn>!) Click anywhere outside of the body or title boxes to deselect them. 3) Save your work by choosing “Save “ from the File menu, and selecting an appropriate file name (e.g. Pr a c t ic e_1.ppt). 115 Computer Skills Student Work book

4) Now we will make 2 more slides from the Normal View. This method is a really slick way to enter lots of nicely formatted text. You can easily use it to create a lot of slides for a lecture. Now click the New Slide button, or select New Slide from the Inse r t menu. This will create another “slide icon” in your outline and place the cursor next to it. Type the title of slide 2: Expedit ion plan then press <r tn> Click the “Demote” arrow (see image), to indent, or demote one level in the outline. Type the two bullet items: Prepare a fleet of three ships <r tn> Hand-select a staff of able officers and sailors (press Option + <r tn>) Type in the following title for slide 3: Benefits to Spain <r tn> Now press the Tab key to indent one level and type the following the same way you typed the bulleted items above. 5) Go back to Slide view to see the new slides you have made. If you click on the thick doublearrow icons at lower right of screen, you can shuffle back and forth among your slides. 116 Computer Skills Student Work book

6) Reordering slides in SlideSorter view. Click on the SlideSorter icon (lower left), or select Slide Sorter from the View menu. Click on the picture of slide 3, hold down the mouse button and drag this slide to position 2 of your presentation. Note how the slide content remains exactly the same but the slide order is now different. Creating Graphics and Graphs PPT contains text and drawing tools so you can create your own graphics to illustrate your presentation. In these Lessons, we will draw some simple pictures, then create a graph for inclusion on a slide. In subsequent Lessons (D) we will expand these processes by importing pre-existing graphics that you might already have prepared in another graphics program, or perhaps downloaded from the web. 1) Return to Slide view, then insert a new slide after slide 3. Click the New Slide button at the top of the screen (or Insert menu New Slide) Select a slide format “Title Only”, but with no other body or insert boxes (see next figure). 2) Use the PPT drawing tools and drawing toolbars at the left or bottom of the screen to create some images that Christopher C. can use to help convince the Queen that his ships are seaworthy and can cross the ocean. These drawing tools are standard for most graphics programs. Explore a bit, and ask for help if you have NEVER done anything like this before. A sample slide is shown below. 117 Computer Skills Student Work book

Save your file again, so this elegant piece of work is properly enshrined on the hard drive. 3) Now insert another slide (#5), in which we will create a graph to show the Queen how her costs vs profits may stack up during the next 4 quarters of the fiscal year. Change the default data in the chart spreadsheet to indicate how much profit in gold and silver the Queen might expect, vs her costs for this voyage. To do this, just select each spreadsheet cell in turn, and change its label or value. Note how the graph changes too, when you enter new val- ues. (Example values, below left) 118 Computer Skills Student Work book

Inserting Graphics, Clipart and Movies 1) Inserting PPT clipart If you have not already done so, Save your file again. In Slide view, scroll back to the “My Ships” graphic slide you created earlier. In the Insert menu, select Picture then Clipart. The Microsoft Clipart Gallery will open. You may wish to explore the various categories and clipart figures so you know what is available here. Select the category “weather” then highlight “the storm” to add to your presentation. (This may help convince the Queen that your voyage will be exceedingly dangerous!). Your selected clipart will appear on the slide, and sometimes be too big or too small. To Resize click once on it to highlight it, then use the mouse to grab and move one of the corner boxes in or out. If you hold down the Shift key while doing this, the picture’s height and width proportions will remain unchanged. Alternatively, double-click the image and the Forma t Picture window will appear so you can scale your object by a defined percentage. Type 120 in the dialogue box (120% of current size) then “OK”. Your clipart will grow in proportion. Drag the storm with your mouse to a menacing position above your boats. Click once on the storm to select it. Then click and drag it with the mouse while you hold down the option key, the storm will duplicate when you let go of the mouse. When using the option drag you must begin dragging the object before you hold down the option key AND you must let go of the mouse button first and then the option key. Add a bunch of rain clouds, draw some lightning, create a thunderstorm on your slide! 119 Computer Skills Student Work book

1.Inserting pictures into PPT is similar to the insertion of clipart. Create a new sl ides at the end of your presentation that contains only a title box. Open this new slide in Slide view, then select “Pic tur e / From File” from the “Insert” menu. In the dialogue box choose an image from your hard drive or download one from the web. Select a file then click OK. The picture will appear in your slide, where it can be dragged to a favorable location. Exercise: 1. What is slide sorter view 2. What is the purpose of power pint presentation 120 Computer Skills Student Work book